Rules & Regulations 2018

Transcription

1 Rules & Regulations 2018!1

2 UDance 2018 Contact List The following rulebook should answer most of your questions regarding UDance Dance Marathon at the University of Delaware. If any of the information provided is unclear, please contact the appropriate director, or visit the UDance office. A complete list of team directors can be found below. UDance Website: UDance Office: 015L Perkins Student Center University of Delaware Newark, DE Position Name Co-Executive Director Kelly Skettini ksket@udel.edu Co-Executive Director Nikki Dombrowski nikdomb@udel.edu Assistant Director Grace Perigaut gperigau@udel.edu Athletics Director Charlotte Jenkins ckj@udel.edu Campus Engagement Director Genevieve Vicari gevicari@udel.edu Canning Director Olivia Vinkler ovinkler@udel.edu Entertainment Director Victoria McMachan torimc@udel.edu Family Relations Director Brian Rubin bfrubin@udel.edu Finance Director John Maher jamaher@udel.edu Fundraising Director Jess Geiger jgeiger@udel.edu Fraternity Greek Life Director Aidan Moran amoran@udel.edu Sorority Greek Life Director Kaitlyn Bader kbader@udel.edu Hospitality Director Julia Finio jfinio@udel.edu Media Director Colette LaPorta claporta@udel.edu Morale Director Gianna Santaniello gsan@udel.edu Public Relations Director Lindsey Tattory ltattory@udel.edu Special Events Director Jamie Fisher jnfisher@udel.edu!2

3 Table of Contents 1.0: Note of Regulatory Compliance : Rulebook Infractions : Fundraising Organization Requirements : Participation Requirements : Ethical Considerations : Fundraising : Forced Fundraising : Fundraising Methods : UDance Events : Gold and BlUDance : Hero Holiday Party 8 3.3: Rave Run 8 3.4: Reps for Ransom : Greatest of the Greeks : B+ Hero Program.8 4.1: B+ Hero Pairings : Organization Standards and Guidelines 8 5.0: UDance Organization Representatives : Representative Requirements.9 6.0: Dancer Information : Dancer Requirements : Moraler Information : Moraler Requirements : Comma Club Information : Comma Club Requirements : UDance Day of Information : General UDance Rules : Area Access Rules... 11!3

4 1.0 Note of Regulatory Compliance 1.1 Rulebook Infractions The rules within this book were made in order to facilitate success for both UDance and the groups participating. They have been implemented to ensure the fairness of all fundraising activities and to uphold the integrity of the event. UDance is not a competition. Everything that UDance does and all of the money raised is For The Kids. Your cooperation with all of the rules and guidelines is greatly appreciated If any organization or individual is suspected of violating these rules, they are subject to review by the UDance Executive Board. If found guilty, they may face financial penalties against their fundraising total or any other punishment deemed appropriate by the Executive Board PLEASE NOTE: The UDance 2018 Rulebook is subject to changes and revisions at any time at the discretion of the UDance Executive Board. 1.2 Fundraising Organization Requirements All UDance student organizations must be recognized by the University of Delaware PLEASE NOTE: NO ORGANIZATION OR INDIVIDUAL MAY USE UDANCE S NAME IN ASSOCIATION WITH ITS OWN ORGANIZATION IN ANY FORM OF MEDIA UNLESS APPROVED BY THE UDANCE EXECUTIVE BOARD. To seek approval for the use of UDance s name, please contact the Assistant Director of UDance at assistant.director@udancedelaware.org All organizations or individuals found in violation of this rule will first receive a warning. Should the organization continue to violate this rule, there will be a financial penalty against the organization s UDance total as seen fit by the UDance Executive Board No organization may use any footage that is used in any UDance video in its own videos. 1.3 Participation Requirements Since UDance is a student-run philanthropy, all student volunteers, committee members, Dancers, and Moralers must either be a full or part-time student at the University of Delaware Alumni of the University of Delaware, along with family and friends of students participating in UDance are eligible to volunteer on the day of UDance. For more information, please volunteers@udancedelaware.org. 1.4 Ethical Considerations All organizations that choose to participate in fundraising activities are expected to make the appropriate arrangements to cover expenses. The UDance Executive Board does not condone the use of money from fundraising activities to cover expense costs. Canning money used to pay!4

5 for any trip or expense cost is strictly prohibited The use of alcohol, tobacco, drugs, or any other illegal substance during a fundraising event is strictly prohibited. Any activity or event that is benefiting UDance must remain appropriate for a B+ Hero Family to witness at all times. 2.0 Fundraising 2.1 Forced Fundraising All fundraising on behalf of UDance by any organization is strictly voluntary. Any individual may wish to participate or not participate in fundraising activities Solicitation for UDance donations begins at the start of the school year. Donations will be accepted for UDance until 8pm on March 11, This time period is the time period in which organizations may collect solicitations for UDance that can be credited towards both their personal and their organization s totals. These include cash and check donations, online donations, fundraising events, Blue Henvelopes, FTK Tuesdays, and business/ corporate donations. For questions about fundraising, please fundraising@udancedelaware.org. For questions about an organization s or individual s fundraising totals, please finance@udancedelaware.org. 2.2 Fundraising Methods ALL ORGANIZATIONS AND INDIVIDUALS THAT PARTICIPATE IN FUNDRAISING ARE TO ADHERE TO THE FOLLOWING GUIDELINES SET FORTH BY THE UDANCE EXECUTIVE BAORD CANISTER SOLICITATION (CANNING) Canister solicitation is allowed all weekends during the academic year until the canning cutoff, decided by the Canning Director. Solicitation may only occur with approval from the UDance Executive Board s Canning team, a permit, and the proper equipment provided by the UDance Executive Board s Canning team All canning requests must be submitted at least 48 hours prior to the canning trip through the proper online form. You will receive a confirmation from the Canning team 48 hours before your requested canning date and time of canning at the latest Canning is only allowed in the areas in which the permit you are given states. Canning is not permitted at any intersection in the state of Delaware or in front of any liquor store. Canning must comply with the laws of the jurisdiction in which you are canning All canning money and supplies must be returned 48 hours after the scheduled canning trip to the UDance office located in the Perkins Student Center A canning return form must be properly filled out upon!5

6 return of the canning supplies All money must be counted and separated by denominations prior to returning money to the UDance office. All foreign objects (including foreign currency) must be removed from any change being turned in Canning money will be added to individual and organization s totals within two weeks of it being turned in to the UDance office If you fail to comply with the canning rules and regulations set forth by the UDance Executive Board or the laws in the jurisdiction in which you are canning, you are subject to immediate removal from the canning location, loss of canning privileges, and funds raised while canning For questions regarding canning check in/check out procedures, canning requests, or general canning questions, please contact canning@udancedelaware.org For questions regarding canning money being added to individual or organizations accounts, please contact finance@udancedelaware.org All organizations participating in canning must adhere to the rules and regulations set out in section Corporate Sponsors All organizations that are participating in the corporate sponsorship program must be approved by the Office of Annual Giving Any time a student or organization is reaching out to a company, they must present the W-9 form, letter of determination, and the updated official UDance Corporate Sponsor Packet to ensure that the legitimacy of UDance is verified Upon agreement from an organization to participate in UDance s Corporate Sponsorship Program, the student in contact with the organization must conduct the following steps: 1. Receive any logos or advertisements from the company that are necessary for the perks that match with the companies level of sponsorship. 2. Send the Corporate Sponsorship Agreement Form to the organization agreeing to sponsor UDance and inform them that a signed copy is needed. 3. Must maintain contact with the sponsor at least once a month, inviting company representatives to the day of UDance, all while upholding any prior agreements. 4. Keep the UDance Executive Board s Fundraising Director updated with companies that agree to sponsor FTK TUESDAYS If an organization is sponsoring an FTK Tuesday, 40% attendance!6

7 of that organization is required to receive the profits from the event to their team s total For any issues or questions regarding FTK Tuesdays please contact UDance s Fundraising Director fundraising@udancedelaware.org For any issues or questions regarding funds raised through FTK Tuesdays for the sponsoring team, please contact finance@udancedelaware.org CASH DONATIONS All cash donations received by an organization and individuals must be turned in to the UDance office In order for an organization to be credited, money must be submitted in an envelope or ziplock bag labeled with the organization/ individual s name CHECK DONATIONS All checks received by an organization or individual must be turned in to the UDance office In order for an organization or individual to be credited, all checks turned in must have the organization s or individual s name in the memo section and must be made payable to either UDance or The B+ Foundation Upon processing of the check, the individual or company that issued the check will receive a confirmation from the UDance Finance team For any issues or questions regarding check donations, please contact the UDance Finance team at finance@udancedelaware.org ONLINE DONATIONS Each individual participating in UDance will have a personal donation link through the UDance donation site. They are at liberty to distribute this link through any method they see fit (i.e. social media, s, written letters) Once a donation has been submitted to an individual s page, the donor will receive a confirmation thanking them for their donation For any issues or questions regarding online donations, please contact the UDance Finance team at finance@udancedelaware.org. 3.0 UDance Events In order to participate in any UDance sponsored event, each individual of an organization must fill out the Agreement to Participate waiver found on the University Student Centers website. 3.1 Gold and BlUDance All participants must adhere to the rules and regulations set out in section For questions regarding the event, please contact the UDance Special Events Director at special.events@udancedelaware.org.!7

8 3.2 Hero Holiday Party All participants must adhere to the rules and regulations set out in section For questions regarding the event, please contact the UDance Special Events Director at 3.3 Rave Run All participants in UDance s Rave Run must fill out the appropriate waiver provided to them by the UDance Executive Board Each participant must pay the registration fee prior to the start of the event All participants must adhere to the rules and regulations set out in section For questions regarding the event, please contact the UDance Special Events Director at special.events@udancedelaware.org. 3.4 Reps for Ransom All participants must adhere to the rules and regulations set out in section For questions regarding the event, please contact the UDance Special Events Director at special.events@udancedelaware.org. 3.5 Greatest of the Greeks All participants must adhere to the rules and regulations set out in section For questions regarding the event, please contact the UDance Special Events Director at special.events@udancedelaware.org. 4.0 B+ Hero Program 4.1 B+ Hero Pairings The UDance B+ Hero program allows University of Delaware students and their corresponding organizations to pair up with a B+ Hero and their family, build incredible relationships, and make a difference in the life of a child who is battling pediatric cancer An organization s pairing is not something that is guaranteed, but rather something that needs to be earned by that organization through their involvement with UDance Pairings will be made at the discretion of The Andrew McDonough B+ Foundation and the UDance Family Relations Director as they best see fit Please note that the wishes of the B+ Heroes and their families come first. If a family requests to not continue a partnership with its organization for what ever reason, this wish will be met. 4.2 Organization Standards and Guidelines The Application Process If your organization wishes to be paired with a B+ Hero, please contact UDance s Family Relations Director, whose can be found on page 2.!8

9 Please include the following in your the organization s past UDance involvement, goals for future UDance involvement, specific ideas of how your organization plans on working with a B+ hero, expected time commitment the organization anticipates dedicating to the Hero and his or her family, and interests of the organization Please note that just by contacting the Family Relations Director, a pairing is not guaranteed. There is not always a B+ Hero available for adoption The organization will be contacted by UDance s Family Relations Director if and when a pairing that both UDance and The B+ Foundation sees fit arises Interaction with B+ Heroes Each organization that is paired with a B+ Hero is required to interact with their B+ Hero on a monthly basis at the very least Each organization must fill out the appropriate Google form provided to them by UDance s Family Relations Team outlining their interaction with their B+ hero for that month It is highly recommended that each organization that is paired with a B+ Hero send at least one representative to any campus or UDance event at which their B+ Hero is present Any interaction with a B+ Hero must be in compliance with the rules and regulations set forth in section Failure to meet these guidelines may result in a review of the organization s pairing by the UDance Executive Board and loss of the organization s B+ Hero For questions regarding the B+ Hero program, please reach out to UDance s Family Relations Director. 5.0 UDance Organization Representatives 5.1 Representative Requirements Each organization participating in UDance is required to designate one of its members as a UDance Rep Each representative is required to attend the appropriate weekly UDance meeting for their organization (Greek Life, Organizations, or Campus Engagement) Each representative is required to relay the information provided to them about UDance at their weekly meetings back to their respective organizations Each representative is required to at least be Moralers on the day of UDance as they are to be setting the example for their organization Representatives are required to submit a monthly report to the appropriate UDance Director (Greek Life, Organizations, or Campus Engagement) that includes what UDance events their organization participated in that month (i.e.!9

10 canning, Rave Run, FTK Tuesday s, etc.) 6.0 Dancer Information 6.1 Dancer Requirements Any undergraduate student, whether part of a campus organization or not, is eligible to be a Dancer at UDance Each Dancer is required to raise a minimum of $460 by the time of registration If a Dancer does not meet that total, they may be moved to the Moraler program. No exceptions will be made Each Dancer must be signed up on UDance s Donation site prior to registration for the day of UDance Each Dancer is required to stay and stand for all 12 hours of UDance Dancers must be in compliance with the rules and regulations set out in section 1.4 for the duration of UDance. 7.0 Moraler Information 7.1 Moraler Requirements Any undergraduate student, whether part of a campus organization or not, is eligible to be a Moraler at UDance Each Moraler is required to raise a minimum of $246 by the time of registration If a Moraler does not meet that total, they are not permitted to participate in UDance as a Dancer or Moraler but are still encouraged to stay for the event. No exceptions will be made Each Moraler must be signed up on UDance s Donation site prior to registration for the day of UDance Each Moraler is required to stay and stand for all 12 hours of UDance Moralers are there to encourage the Dancers to keep going and to enjoy UDance as a participant themselves Moralers must be in compliance with the rules and regulations set out in section 1.4 for the duration of UDance. 8.0 Comma Club Information 8.1 Comma Club Requirements Any undergraduate student, whether part of a campus organization or not, is eligible to be a Comma Club member at UDance Each Comma Club member is required to raise a minimum of $1,000 by the time of registration If a Comma Club member does not meet that total, they may be moved to the Dancer or Moraler program Each Comma Club member must be signed up on UDance s Donation site prior to registration for the day of UDance.!10

11 8.1.4 Each Comma Club member is required to stay and stand for all 12 hours of UDance Comma Club members must be in compliance with the rules and regulations set out in section 1.4 for the duration of UDance. 9.0 UDance Day of Information 9.1 General UDance Rules All participants and attendees must adhere to the rules of both the Bob Carpenter Center and the UDance Executive Board Any violation of these rules will be subject to removal from the Bob Carpenter Center and/or financial penalty to an organization s total Members of the UDance Executive Board, law enforcement, or Bob Carpenter Security reserve the right to ask anyone attending UDance causing a disruption and/or not following the rules of the Bob Carpenter Center or UDance to leave the premises immediately The use of alcohol or drugs is prohibited throughout the entire event No pets (except for service animals) are allowed No large quantities of food may be brought into the Bob Carpenter Center No sitting is allowed anywhere within the Bob Carpenter Center (this does not apply to the elderly or disabled.) Standing on seats is not permitted Balls of any kind that could potentially hurt an individual (i.e. baseball, football, or lacrosse ball) are not permitted in the Bob Carpenter Center Objects may not be thrown Running inside the Bob Carpenter Center is not permitted. 9.2 Area Access Rules Dancer/Moraler Storage No individual, other than Dancers, Moralers, and UDance Executive Board personnel are permitted in the Dancer/Moraler storage area Hero Room Only UDance Executive Board members, 1-3 organization representatives, and B+ Heroes and their families are permitted into the B+ Hero Room throughout the duration of UDance Stage Access Only UDance Executive Board members and performers (prior to and after their respective performances) are permitted on the sides of the stage, on the stage, and in the areas behind stage.!11