PENN STATE ALTOONA STUDENT ORGANIZATION HANDBOOK

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1 PENN STATE ALTOONA STUDENT ORGANIZATION HANDBOOK Center for Student and Civic Engagement

2 126 Slep Student Center Facebook- PSA Student Staff: Danielle Fry, Director of Student and Civic Engagement Jessie Hurkes, Assistant Director of Student and Civic Engagement Donna Pearlman, SGA Financial Advisor Ginny Norris, Administrative Assistant What We Do: Civic Engagement Campus Programming Leadership Development Major Campus Events New Student Orientation Homecoming & Family Weekend Student Government Association Campus Activities Board Fraternity and Sorority Life Support and guidance for all student organizations on campus Community Service And much more! 1

3 Table of Contents A MESSAGE FROM THE CENTER FOR STUDENT AND CIVIC ENGAGEMENT... 4 GETTING STARTED... 5 What constitutes a registered club or organization... 5 How to become a recognized club or organization... 6 Conditions for recognized clubs and organization... 7 University policy on Hazing... 8 The Constitution...11 The Advisor...11 A MESSAGE ABOUT REPORTING & MINORS...14 YOU RE RECOGNIZED, NOW WHAT...16 OrgSync...16 Financial Accounts...17 Student Organization Funding Committee...19 Making payments from your account...21 Depositing funds into your account...22 Fundraising...22 Account balances & holds...23 Other sources of funding...23 PLANNING AN EVENT...24 Campus posting policies...25 Sound Techs...27 Providing Food...28 Pizza...29 Late night events...29 MISCELLANEOUS ITEMS...30 Club and organization mailboxes...30 Involvement Fair...36 Community Service...36 Resource Room...30 T shirts and other apparel/logos

4 Dear Student Organization Officer, Member, and Advisor, Congratulations on joining a registered student organization at Penn State Altoona! You are taking one gigantic step to Get Involved! Leading a student organization is a big responsibility that takes a high level of energy, commitment, and time on your part. In an effort to assist you in creating and sustaining a successful student organization, this tool kit has been developed. We hope it will prove to be very useful. It will be beneficial for you to become familiar with the policies, procedures, and helpful tips that have been compiled in this manual. Please take time to read through it and refer to it throughout the academic year. If you are an advisor, there is an additional, separate manual for you. Please visit this link to access it: The year will be set with challenges and rewards. As we are sure you realize, student organizations are an important part of the collegiate experience. We recognize and support your learning, development, and growth as a student leader. While we do have high expectations for all of our student leaders, we also hope you will find your involvement to be a worthwhile experience that helps you grow as an individual. As a student leader, take some time to learn and gain new understanding from your experiences, so if you ever have any questions or need guidance or advice, please come visit the staff in the Center for Student and Civic Engagement in 126 Slep Student Center; we are more than willing to help! In this tool kit you will find the information necessary to be in compliance with Penn State Altoona guidelines for student clubs and organizations. The information contained is crucial to your organization s success. Please review it carefully. Failure to abide by any policy could result in the withdrawal of registration privileges for your group. Enjoy your adventure as a student leader at Penn State Altoona, and most of all, have fun! Sincerely, The Center for Student and Civic Engagement Team 4

5 Getting Started WHAT CONSTITUTES A REGISTERED CLUB OR ORGANIZATION? Only registered clubs/organizations may utilize the services and facilities on campus that are provided for Clubs and Organizations. In order to be considered a registered club at Penn State Altoona, all paperwork must be turned in within the first two weeks of the fall semester and the following requirements must be met: The organization must have at least one on campus faculty or staff advisor. All officers of the organization must sign up for OrgSync and be in their group s portal. At least one current officer must be an administrator of their organization portal within the first week of each semester. An updated roster must be uploaded with their organization renewal. This must be updated at the start of each semester and as changes occur. The non-hazing compliance agreement must be submitted with your organization renewal each year by an organization officer. This is done on OrgSync. A completed constitution must be submitted to The Center for Student and Civic Engagement via the organization s renewal request at the start of each academic year. The organization must maintain a minimum of 10 active, full- time, student members, unless an exception is granted by the Center for Student and Civic Engagement. The Charge Card Authorization form must be submitted on OrgSync. At least one representative must be in attendance at each bi-semester SOAC (Student Organization Advisory Committee) meeting. Watch your campus for a notification from SGA regarding times and details. The organization must have an on campus financial account and must run all of their funds through this account. (Exceptions may be granted by the Center for Student and Civic Engagement for on line dues payments. This exception must be requested by the last weekday of finals during the Spring Semester for use beginning July 1 of the current calendar year. This request must be made and approved each year.) The organization must be in good financial standing. 5

6 The Center for Student and Civic Engagement shall have the authority to suspend the recognition of any student organization due to the organization s failure to meet academic requirements, abide by University policy, or if any hazing allegations are made. A suspension of a student organization means that the organization must cease operation, no students may act on the organization s behalf, and no events/meetings may be held until an official accusation is made or the group is released from suspension. Academic requirements necessitate all elected officers must have a cumulative Grade Point Average of 2.5 or higher. BENEFITS OF BECOMING A RECOGNIZED CLUB OR ORGANIZATION All registered organizations may take advantage of the following privileges: 1. Use of Penn State Altoona s name on campus and off campus. (all print materials must be submitted to the Center for Student and Civic Engagement for approval) 2. Use of facilities to hold events, activities, meetings, and programs (pending approval from the Center for Student and Civic Engagement) 3. Request of funding from Student Government Association in accordance with all guidelines set forth by the Center for Student and Civic Engagement 4. Solicitation of membership on campus 5. Claiming affiliation with Penn State Altoona 6. Participation in the Involvement Fair each Fall and Spring 7. Use of services, equipment, and materials from the Center for Student and Civic Engagement 8. Ability to fundraise on and off campus with approval through the Center for Student and Civic Engagement 9. Access to the Resource Room HOW TO BECOME A RECOGNIZED CLUB OR ORGANIZATION In order to become a recognized club or organization, the following requirements must be met: A New Student Organization Proposal Form must be completed (Via OrgSync) along with a list of the potential members (minimum of 10 total members). A copy of the proposed constitution must be submitted via the above mentioned form. An on campus advisor must be selected & submit form confirming involvement (see the Advisor Handbook for form). The Center for Student and Civic Engagement must review the constitution to ensure compliance with minimum University expectations. 6

7 If all materials are submitted accordingly, and the organization does not duplicate purpose of another pre-existing organization and is not discriminatory by nature, the CSCE (by authority of the Director of Student Affairs) will recognize the new organization. CONDITIONS FOR RECOGNITION OF CLUBS & ORGANIZATIONS 1. All student organizations must abide by all federal, state and local laws as well as University regulations. 2. No organization with restrictive membership clauses discriminating on the basis of race, religion, sex, physical handicap, or creed shall obtain or maintain University registration. Special consideration will be given to the merits of groups not founded for the purpose of religious or sex discrimination. 3. Only currently employed faculty, staff, and currently registered students will be eligible for membership in student organizations. Only full-time officially registered students in good standing shall be eligible to serve as appointed or elected officers in registered student organizations. Other persons may be admitted to associate membership if the organization s constitution or by-law permits. Associate members may not hold office, preside, officiate, act as the adviser, vote or solicit funds on campus on behalf of the organization. 4. The purpose(s) of a student organization must not conflict with the educational functions or established policies of the University. It is incumbent upon any person presenting objections to the application for registration to demonstrate how and in what manner the registration or continuance of that organization would conflict with the educational functions or established policies of the University. 5. No student organization will be granted registered status if SGA or CSCE determines that its proposed purposes and/or functions duplicate those of an already existing registered student organization. Further, no student organization will be permitted to retain registered status if the SGA or CSCE determines that it is not fulfilling its constitutionally stated purposes and/or functions. 6. Student organizations are not permitted to participate in hazing of new members (see the policy on the next page). 7

8 UNIVERSITY POLICY ON HAZING Penn State University Statement Regarding Hazing The university defines Hazing as any action or situation that recklessly or intentionally endangers the mental or physical health or safety of a student or that 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 registered student organization. Hazing includes, but is not limited to, any brutality of a physical nature, such as whipping, beating, branding, forced calisthenics, exposure to the elements, forced consumption of any food, liquor, drug, or other substance or any other forced physical activity that could adversely affect the physical health and safety of the individual to extreme mental stress, such as sleep deprivation, forced exclusion from social contact, forced conduct that could result in extreme embarrassment, or any other forced activity that could adversely affect the mental health or dignity of the individual, or any willful destruction or removal of public or private property. Any activities as described in this definition upon which the initiation or admission into or affiliation with or continued membership in a registered student organization is directly or indirectly conditioned shall be presumed to be "forced" activity, the willingness of an individual to participate in such activity notwithstanding. Any registered student organization that commits hazing is subject to disciplinary action by the appropriate registering organization. Pennsylvania State Law on Hazing [P.S.] Definitions The following words and phrases when used in this act shall have the meanings given to them in this section unless the context clearly indicates otherwise: "HAZING." 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 an institution of higher education. The term shall include, but not be limited to, any brutality of a physical nature, such as whipping, beating, 8

9 branding, forced calisthenics, exposure to the elements, forced consumption of any food, liquor, drug or other substance, or any other forced physical activity which could adversely affect the physical health and safety of the individual, and shall include any activity which would subject the individual to extreme mental stress, such as sleep deprivation, forced exclusion from social contact, forced conduct which could result in extreme embarrassment, or any other forced activity which could adversely affect the mental health or dignity of the individual, or any willful destruction or removal of public or private property. For purposes of this definition, any activity as described in this definition upon which the initiation or admission into or affiliation with or continued membership in an organization is directly or indirectly conditioned shall be presumed to be "forced" activity, the willingness of an individual to participate in such activity notwithstanding. "INSTITUTION OF HIGHER EDUCATION" or "INSTITUTION." Any public or private institution within this Commonwealth authorized to grant an associate degree or higher academic degree. [P.S.] Hazing prohibited Any person who causes or participates in hazing commits a misdemeanor of the third degree. [P.S.] Enforcement by institution (A) ANTIHAZING POLICY.-- Each institution shall adopt a written anti-hazing policy and, pursuant to that policy, shall adopt rules prohibiting students or other persons associated with any organization operating under the sanction of or recognized as an organization by the institution from engaging in any activity which can be described as hazing. (B) ENFORCEMENT AND PENALTIES.-- (1) Each institution shall provide a program for the enforcement of such rules and shall adopt appropriate penalties for violations of such rules to be administered by the person or agency at the institution responsible for the sanctioning or recognition of such organizations. (2) Such penalties may include the imposition of fines, the withholding of diplomas or transcripts pending compliance with the rules or pending payment of fines and the imposition of probation, suspension or dismissal. 9

10 (3) In the case of an organization which authorizes hazing in blatant disregard of such rules, penalties may also include rescission of permission for that organization to operate on campus property or to otherwise operate under the sanction or recognition of the institution. (4) All penalties imposed under the authority of this section shall be in addition to any penalty imposed for violation of section 3 or any of the criminal laws of this State or for violation of any other institutional rule to which the violator may be subject. (5) Rules adopted pursuant hereto shall apply to acts conducted on or off campus whenever such acts are deemed to constitute hazing. If you need to report an incident of hazing, please call the Center for Student and Civic Engagement at Penn State Altoona is committed to helping each student have the most positive co-curricular experience. We are here for you! Watch for programs and workshops geared toward Hazing Prevention via the CSCE Calendar. If your organization simply wants to make sure it is complying with this law, schedule an appointment with CSCE! We will help you navigate this language and apply it to your organization. For tips and more information on hazing prevention, check out one of these great resources:

11 THE CONSTITUTION WHAT SHOULD BE INCLUDED IN THE CONSTITUTION? A statement of purpose that is consistent and compatible with the mission and goals of Penn State Altoona. To view the Penn State Altoona mission statement, please visit: Criteria for membership in the organization A description of the relationship between the organization and any off campus, national, international organizations, if applicable The purpose, aims, and functions of the organization A list of all officer positions, committee chairs, committees and their responsibilities The procedures and annual schedule for election/appointments of officers. It is recommended to operate on a schedule where elections are held in March and positions run from April to March The procedures for amending the organization s constitution. Voting requirements and quorum to conduct business An agreement to abide by all institutional policies in the functioning of the organization An acknowledgement that the group will not discriminate on basis of race, gender (except for fraternities and sororities), religion, age, sexual orientation, disabilities, ethnicity, and national origin A description of how the organization advisor shall be selected and the responsibilities that person will have to the organization An acknowledgment that the group will not haze anyone under any circumstance CSCE has a great tool to help you build or revise your constitution. Stop by to get a copy! THE ADVISOR WHY ORGANIZATIONS NEED ONE Few people recognize the time and dedication it really takes to be an effective advisor. Every 2-4 years the membership of the organization completely changes; often the advisor provides the continuity and stability of an organization. Serving as the Advisor Every recognized group on campus must have an advisor who is a member of Penn State Altoona faculty or staff who assists the organization with the planning of the events. There are some organizations at Penn State Altoona where the advisor has been hired specifically to advise the group. It is perfectly acceptable for an organization to have more than one advisor. Traditionally, the advisor is related to 11

12 the organization s purpose either academically or by personal interest. The club and the advisor should discuss and clarify the specific role of the advisor. Advisors are encouraged to attend all major events sponsored by the organization. In addition, the campus advisor's presence is required for special programs held oncampus beyond regular operating hours and for those programs which involve a significant amount of risk to the participants and the institution. In such a case, if the Advisor is unable to supervise a program, the organization may submit for approval the name of an appropriate Penn State Altoona faculty or staff member willing to serve as an advisor for that specific event. Advisor s Responsibilities Student leaders must seek the advice and support of their advisor before making any final decisions on business. The Center for Student and Civic Engagement expects that advisors will: Monitor and/or chaperone select student organization activities Attend student organization meetings whenever possible Actively participate in organization policy and program planning Advise the organization s officers and members on matters of leadership development, community standards, and policies and procedures Assess all expenditures with the student organization treasurer and forward the appropriate documents to the Center for Student and Civic Engagement. The student organization budget should be monitored by the treasurer and advisor of the student organization. The Center for Student and Civic Engagement reserves the right to conduct budget audits with student organizations The advisor cannot withdraw, deposit, transfer, or spend student organization budget funds without written permission from the organization president or treasurer and approval of the Center for Student and Civic Engagement. For more details on what it means to be an organization advisor, please view the Advisor Handbook at: Advisors and Campus Security Authority Status The Clery Act requires all institutions to collect crime reports from a variety of individuals and organizations that Clery considers to be "campus security authorities. "Campus security authority" is a Clery-specific term and because official responsibilities and job titles vary significantly on campuses, a list of specific titles is in the Annual Security Report. Under Clery, a crime is "reported" when it is brought to the attention of a campus security authority or local law enforcement personnel 12

13 by a victim, witness, other third party or even the offender. It doesn't matter whether or not the individuals involved in the crime, or reporting the crime, are associated with the institution. According to this policy, all advisors to student organizations are considered a Campus Security Authority. Please watch your for trainings which you must attend to be an advisor. ADVISING HINTS: Your organization s advisor should be a: Resource Counselor Devil s Advocate Sounding Board Facilitator Group Member and someone who: Picks up the pieces when necessary Assists in planning and goal setting Helps maintain direction Stimulates creativity and motivation Provides continuity Is accessible Keep in mind that an advisor is not supposed to be a rescuer and is not responsible for the failures of the organizations. Because students make the decisions, it is the students who must assume the responsibility for the success or failure of the club/organization s sponsored programs and the organization itself. Some Suggestions of How to Build a Successful Relationship with Your Advisor: Develop an orientation/retreat for the entire student organization Discuss your group s history, traditions, accomplishments, fundraisers, programs, etc. Review your budget Discuss student organization expectations and identify goals. For more information on advising at Penn State Altoona, please refer to the Advisor Handbook. 13

14 A MESSAGE ABOUT REPORTING and Minors All members of the Penn State community are asked to be mindful of their individual responsibility to help keep the University a safe and ethical institution. The following resources are available for faculty, staff, students and others to report any suspected illegal or unethical conduct, and to seek assistance: Reporting a crime: Contact University Police at ; For emergencies, dial 911. Assistance for victims of sexual violence, sexual abuse or sexual harassment: The Penn State Sexual Assault and Relationship Violence Hotline or The University-wide designated sexual harassment resource person for students: The Director of the Center for Women Students at , at online. A list of sexual assault resources for each campus location: or If a child is a victim of any kind of abuse, including sexual abuse: Contact the Pennsylvania Child Welfare Services "ChildLine" at Reporting ethical violations (including fraud, theft, conflict of interest and violations of University policy, including research compliance, discrimination and athletics-compliance issues): The Penn State Ethics and Compliance Hotline at or online, both anonymous and available 24/7. The Penn State Ethics website provides a listing of contacts at online. Reporting a bias incident: Visit the Report Hate website at online. There also are other ways to report acts of intolerance. For students at University Park, call the Lion Support Help Line at , while students at campuses other than University Park may contact their campus Student Affairs office. In addition, employees should be aware of Penn State's Conflict of Interest policy:

15 The following University offices also are available: The Affirmative Action Office at The Employee Relations Division of the Office of Human Resources at If it is not clear where to turn for assistance, any of these offices will guide the individual to someone who can help. Training is available on many of the above topics. Please contact the Office of Human Resources' Center for Workplace Learning and Performance at The University does not condone wrongful conduct by any member of the Penn State community no matter what his or her position is. Members of the University community are urged to speak up if they see or suspect illegal or unethical conduct, and to be assured that the University will protect them from retaliation. Working with Minors If your organization hosts an event or exists to work with minors, please always refer to AD 39, which can be found at If you need help applying this policy to your organization, please contact the Center for Student and Civic Engagement as soon as possible. ing Minors If your organization has communication via with any minor, or if you are not sure if the person is a minor (under the age of 18), please BC (Blind copy) this address: AD39aa@psu.edu The Clery Act The Clery Act requires all institutions to collect crime reports from a variety of individuals and organizations that Clery considers to be "campus security authorities. Under Clery, a crime is "reported" when it is brought to the attention of a campus security authority or local law enforcement personnel by a victim, witness, other third party or even the offender. It doesn't matter whether or not the individuals involved in the crime, or reporting the crime, are associated with the institution. To report something under The Clery Act, please visit: 15

16 You re RECOGNIZED NOW WHAT??? Once your club or organization is recognized and in good standing you may now begin to plan meetings and special events as well as participate in on campus activities as a group. The following is designed to give you guidance in the areas you may need assistance. You are always welcome to visit the Center for Student and Civic Engagement, 126 Slep Student Center, and speak with any staff member if you have specific questions regarding your club or organization. Org Sync is a web based tool used by the Center for Student and Civic Engagement to facilitate all aspects of club and organization activities. Organizations are required to use this tool to: Maintain their organization s website, Update their officer information, roster, and constitution, Submit forms to hold events, request funding from SGA, order food for an event, register fundraisers or drives, Post announcements & photos pertinent to their group, Advertise upcoming events, Maintain historical records for future use, and Have access to manuals, best practices and other resources. It is imperative to get your members registered and actively using OrgSync. In addition to the many benefits the program can provide your individual organization, the Center for Student and Civic Engagement also uses OrgSync to make special announcements, advertise events, and remind organizations of upcoming deadlines. Watch for workshops offered that will teach you to navigate managing your organization portal and to utilize the personal benefits like e-portfolios, calendars, and community service tracking. If you run into a problem that you want to work out yourself, remember to utilize the HELP AND SUPPORT section located in the upper right hand corner by clicking on the cog. This feature will literally walk you through every step of the OrgSync tools. If you run into a problem that you can t seem to find an answer for, please feel free to call their support line at option 2 16

17 Financial Accounts Who must keep an account on campus? ALL clubs and organizations must keep their funds in the on campus account. Holding a separate checking account or running funds through any other account is strictly prohibited. Special exceptions may be granted to allow for online dues payments but a request to do so must be made in writing to the Director of Student and Civic Engagement and approved prior to using such forms of payment. This request must be submitted by the last weekday of finals week during the spring semester for use beginning July 1 of the current calendar year. This request must be made each year. Failure to abide by this and the following financial guidelines may result in suspension of the organization. Restricted vs. Unrestricted funding: Unrestricted Funds: These are funds that are raised through organizational fundraising or obtained by the collection of dues, donations, or other various ways. Unrestricted funds may be used for any expense as long as it falls within Student Government and University guidelines. Unrestricted funds roll from year to year and stay with the organization as long as it is active. Organizations inactive for a period of three consecutive years may have their unrestricted funds absorbed into the general allocation fund and will have to start from zero if and when the organization is reinstated. Restricted Funds: These are funds given to each club/organization by the Student Government Association or Student Activity Fee with a specified purpose. This money can only be used for the purpose designated on the allocation approval letter. For example, if your organization is allotted $ for a Disc Jockey for the Halloween Dance, the $ is ONLY to be used for a DJ for the Halloween Dance. If your organization would like to use your restricted funds to pay for something other than what was originally specified, you must the funding committee chair to request redistribution. In this , you must explain why you would like to use the money for a different expense and include any necessary quotes for the expenses. The request must be approved before you can spend the money in the redistributed manner. Unused restricted funds will revert back to the appropriate allocation fund upon the expiration date listed on the allocation letter to be reallocated to other groups. 17

18 There are two sources of restricted funds: SGA and SAF. Please visit the respective portal s forms to request funding. The process of applying for SGA Restricted Funds To be considered for restricted Funds you must fill out a Student Government Budget Allocation Form. located in OrgSync. All budget allocations will be reviewed by the Student Organization Funding Committee (SOFC) which makes recommendations to the Student Government. At the SGA weekly meetings, your request will either be approved or denied based on SOFC recommendations and the University Policies given to you in the prior pages. Requests for funding should be made at least 3 weeks prior to the date which the funding is needed. The Student Organization Funding Committee (SOFC) serves as SGA s budget committee which reviews and recommends SGA funding allocations to the SGA General Assembly for approval. Should the SGA General Assembly deny funding, student organizations may appeal to the Student Government Financial Appeal Committee within 5 business days by ing the SOFC chair. 1. SOFC Budget Proposals can be found on OrgSync in SGA s portal Forms. The budget proposals are then submitted to the SOFC. Complete requests are reviewed on a weekly basis. 2. SOFC will review all budget proposals prior to the Student Government Meeting. The SOFC has the discretion not to approve any budget that doesn t meet SGA and University guidelines. The following factors are weighed when SOFC makes allocation decisions to SGA; these are not necessarily listed in order of importance. The Budget Request Overall feasibility of the request SGA s Financial feasibility to grant the request Number of people (Students) who will benefit from the request Is there co-sponsorship support provided for the activity How has the requesting organization used/misused funds in the past Does the request fit/fulfill the organization s mission Is there sufficient information provided for SOFC s consideration of the request The Student Organization Number of active members, number of new members Membership dues or fees charge to the organization s members Purpose of the student organization 18

19 The Organization s Effort What funds and/or effort is the organization putting forth to help fulfill the needs of the program/event Completeness of the request (detailed information, budget overview, etc.) Does the request have sufficient information Does the breakdown of the amounts match the total of the request Are quotes included Timeliness of the budget and the organization at the SOFC s budget Is there sufficient time for planning and execution between the date of the request and the date of the event Student Organization Funding Committee The purpose of the SGA Student Organization Funding Committee (SOFC) is to provide registered student organizations the opportunity to request programming and operational funding from the Student Government Association in accordance with the SGA Budget Guidelines and the Student Organization Manual. MEMBERSHIP & GUIDELINES The SGA SOFC consists of (4) SGA Class Board Presidents (or their designee), the SGA President, and the SGA Treasurer, who also serves as the SOFC Chair. The SGA Financial Advisor and the Advisor of Student Government also serve on the committee as non-voting members. The following guidelines apply to all SGA SOFC budget proposals submitted for SGA s approval and under these guidelines are NOT eligible for funding: 1. Appropriations to organizations or activities that discriminate on the basis of any protected category as set forth in University Policy AD42. The Pennsylvania State University is committed to the policy that all persons shall have equal access to programs, facilities, admission and employment without regard to personal characteristics not related to ability, performance, or qualifications as determined by University policy or by state or federal authorities. It is the policy of the University to maintain an academic and work environment free of discrimination, including harassment. The Pennsylvania State University prohibits discrimination and harassment against any person because of age, ancestry, color, disability or handicap, national origin, race, religious creed, sex, sexual orientation, gender identity or veteran status. Discrimination or 19

20 harassment against faculty, staff or students will not be tolerated at The Pennsylvania State University. 2. Hiring of legal services or providing bail bond funds. 3. Appropriations for personal, non-contractual gain of any student, faculty member, staff member, or citizen. 4. Grants-in-aid, scholarships, salaries, wages, loans, or other such personal compensation to organizational officers or appointed or elected voting members. 5. The purchase of, or reimbursement for the purchase of, alcoholic beverages. 6. Donations, charitable contributions, and philanthropic activities. 7. Appropriations for any events held prior to the submission of a request for funding, or events where funding has been committed before being notified or approval. 8. National association memberships on a per person basis, except for group memberships to national affiliates. 9. Membership dues to fraternities or sororities. 10. Transportation to an event where the vehicle/bus is not 80% full. 11. Honoraria for Penn State faculty or staff when such person is speaking on matters pertaining to his or her area of expertise. 12. The purchase of clothing of any kind other than uniforms on a one-time basis for club sport teams. 13. Appropriations for any activity whose primary purpose is to engage in the willing act of attempting to convert another person to accept the religious beliefs or faith of any individual or group, or whose primary purpose is to engage in a religious celebration or ceremony or other worship service, except when such activity is for educational purposes. Additional Funding Guidelines: 1. Recruitment and Retreat monies are valid for the months of August thru September and January thru February ONLY! 2. Transportation will be funded at no more than 50% of total cost. Buses must be at least 80% full (see #10 above) 3. Funding for conferences/travel will be considered at no more than 50% of the hotel cost, 50% of the transportation costs, and 50% of the registration costs. SGA will not consider any funding for conference registrations. Requests for conference travel must show how it will result in a direct impact on the entire campus community in order to be considered for funding. 4. All program funds must be used within 30 days of the program date. After 30 days, all unused funds will be returned to the general fund to be Restricted to other groups. If an event is rescheduled to a later date, SGA will consider keeping the funds in the account until the event commences. 20

21 Making payments from your account There are several different ways in which we are able to process payment requests depending on what is being purchased. You must always fill out a Check Request Form to get reimbursed, pay an entertainer or pay an outstanding bill. This form must be filled out legibly, completely, and accurately otherwise it will be returned which will delay the payment. The most important thing to remember is that most of our requests must be processed at University Park. Therefore, you must allow at least 2-3 weeks for requests to be completed! Sending a check: Reimbursements of over $50 and outstanding bills to companies require a written check. An itemized invoice must be attached to the check request form. The mailing address and the individuals SS# (or PSU ID#) or the company s Fed ID# must be listed on the form before payment can be processed. Additional paperwork is required to reimburse travel or a group meal. Petty Cash Reimbursement: Any purchases made for an organization which is $50.00 or less may be reimbursed by filling out a Petty Cash Form along with a Check Request Form in CSCE. The receipt submitted must be original and itemized. Petty Cash reimbursements typically take only a day or two to process. Petty Cash may not be used to reimburse travel or a group meal. Purchasing Card: CSCE can use a VISA purchasing card to purchase items specifically for clubs and organizations. Some restrictions may apply. To have an CSCE member shop for you using a VISA, a preapproved member (listed on the Charge Card Authorization Form ) must first complete the shopping form found at CSCE will shop the first and third week of each month, so please plan accordingly. Wal-Mart Credit Card: CSCE has several Wal-Mart credit cards that your club/organization may use to purchase items at Wal-Mart. To use the Wal-Mart card, an authorized member of your club/organization must come to the Center for Student and Civic Engagement and sign out one card. Each card has a tax-exempt card that you must present to the cashier when checking out at the register. After you have purchased your merchandise you must sign in the Wal-Mart Card and bring your receipt to CSCE and fill out a Check Request Form. This card may only be used for purchases being paid by the unrestricted or SGA restricted accounts. Items being purchased by the Student Activity Fee or any other University budget are prohibited from being purchased using this credit card. 21

22 Depositing funds into your account Deposits are made by the Center for Student and Civic Engagement on a daily basis. Although deposit access is available 24/7, it is preferred that deposits are made M-F between the hours of 8 am and 3 pm. After hour and weekend deposits can be made by utilizing the drop safe located beside the ATM and vending machine in the Slep Student Center. Please consult a CSCE staff member prior to a using this service for directions. Clubs/organizations must bring their deposit to CSCE where a Deposit Form will be issued. When the money is deposited, a copy of your Deposit Form along with a register receipt will be given to the person depositing the money. Please note that all proceeds from fundraisers MUST be turned in for a deposit. This is in accordance with University procedure and allows for accurate accounting of all fundraisers. Here are some other important things to keep in mind when depositing funds: When collecting money for dues, clothing, trips, etc. you must sign out an official receipt book from the Center for Student and Civic Engagement before collecting funds. The white copy goes to the person you collected the money from, the yellow copy gets attached to your deposit form and the pink copy stays in the book. The receipt book must be returned to CSCE at the end of each semester. Organizations will be assessed a $25 fine for every book not returned. Excess coin must be rolled. Coin wrappers are available in the CSCE. Checks should be made payable to Penn State. Fundraising There are a few things to keep in mind when you decide you want to do fundraising: All Fundraising plans must first go through CSCE. You must fill out the Event Registration Form for ANY fundraiser and receive approval before fundraising begins. All money raised MUST be deposited in your on campus account, per University policy the next day following your event. If it is after hours, or on the weekend, call Police Services at for drop safe access. Failure to deposit funds according to guidelines may result in the denial of future fundraising requests. Account Balances & Holds 22

23 The SGA Financial Advisor is available to assist you with account information and provide balances and details regarding your account at any time. Every September, November, January and March a summary balance sheet will be posted in your OrgSync portal. Detail reports will be provided upon request. It is your organization s responsibility to keep a treasury account and routinely compare it with the SGA Financial Advisor. The SGA Financial Advisor is able to provide account information at any time upon request. Account holds may occur for several reasons. Due to automatic posting charges, it is possible that an account balance could become negative. If this happens, the organization s account will be frozen until funds are deposited to reach a positive amount. An account hold may also take place if the organization does not comply with all of the rules and regulations put forth by CSCE and the University or by SGA if the organization fails to appropriately participate in SOAC meetings. (Please see What constitutes a registered club or organization? ) Other sources of funding Student Activity Fee: The Student Activity Fee charges $102 per semester, per student, so better programming may be provided at Penn State Altoona. The Student Activity Fee is another source for all clubs/organizations to gain funding for activities and programs that enrich and improve the out-of-class environment. The Student Activity Fee committee consists of the Director of Student Affairs, Student Government President, 2 staff/faculty members, and 6 students. The committee meets weekly to discuss the proposals and decide on the final allocations that are submitted. To request money from the Student Activity Fee, you can go to Guidelines and additional information are available on the website. Donations: Before donations may be solicited from area individuals or businesses, permission must be granted by the Center for Student and Civic Engagement and potentially the Office of Development & Alumni Relations. Please the Director of Student Life at least 2 weeks prior to the date of solicitation a copy of your donation letter and a list of the potential donors you will be reaching out to. This will help to expedite the approval process. Student Organization Advisory Council (SOAC) All clubs and organizations recognized by Penn State Altoona must attend the Student Organization Advisory Council (SOAC). These meetings are held four times a year (twice a semester) and dates will be distributed at the Involvement Fair in the Fall Semester. The meetings discuss current and future projects, events, and goals of 23

24 clubs/organizations on campus. One absence indicates that all new SOFC requests (SGA budget committee) will be denied until that club attends a SOAC meeting. However, the club will still have access to their unrestricted and restricted accounts. In the case of two absences, the club/organization is not able to access any of their financial accounts, restricted or unrestricted, and the club/org is up for Conduct Review by the SGA Conduct Board. An excused absence is permitted if the club/organization promptly notifies the Vice President of SGA in writing prior to the meeting. To count as attended, each recognized club/organization must have one representative present for the duration of the meeting. Students may not represent more than one organization at a SOAC meeting. PLANNING AN EVENT All events must be registered and approved through OrgSync. See Step 1- OrgSync! for details on how to begin the event registration process. This process will walk you through each necessary step of planning your event. Additional information and resources follows. The Student Life staff is also always available to help you and answer your questions regarding event planning. Use the following steps to plan your event: STEP 1- Reserve Campus Space As a registered organization, you may reserve campus space to hold events and meetings. All reservations for campus rooms and tables must be completed online at with the exception of the Port Sky Café tables which must be reserved in person at the Housing & Food Office in Port Sky and the Adler Gymnasium which must be reserved in person with the Director of Intramurals and Club Sports. Confirmation of requested space reserved online will be ed directly to you. You may wish to ask for written confirmation when requesting Port Sky tables or the Adler Gymnasium. STEP 2- Register your event on Org Sync In your organization portal, click Events> Event List> Create an Event and fill out the questions asked. This registration process allows the requestor to provide room set-up information, sound tech requests, etc. You ll be given notification once your event is approved or denied. 24

25 STEP 3- Publicize your event There are many different forms of publicity available to all organizations. You must get all publications first approved by The Center for Student and Civic Engagement. There are posters, flyers, closed circuit TV announcements, newspaper announcements, sidewalk chalking and more. Copies/Posters Each registered and active club is permitted to obtain copies for their club/organization. In order to obtain copies, a member of your organization must fill out a Copy Request form, located in OrgSync. Once you submit the form, CSCE will make your copies and place the finished product in your club mailbox. You are also allotted one free full color poster. CAMPUS POSTING POLICIES You MUST have approval for ALL postings that are created by your organization. Approval for posting signs, flyers, banners, etc., must be obtained from CSCE. Items approved for posting will be stamped to that effect. Duplication or copying of signs/flyers should not be completed until the original has received the stamp signifying that it has been approved. The following regulations apply to posting: The Center for Student and Civic Engagement will assume responsibility for administering the posting distribution guidelines. Notices must clearly state the organization and/or sponsor and any other pertinent information including time, date, location, and cost. BUILDINGS INCLUDED: Slep Student Center, Smith Building, Port Sky, Adler Athletic Complex, Residence Halls (you must submit all flyers to the Center for Student and Civic Engagement to be distributed in the Residence Halls) Misciagna, Force, Science, Holtzinger, Hawthorn, Eiche Library and Cypress. Posting in the residence halls requires prior approval from the Center for Student and Civic Engagement. Flyers must be submitted for approval & stamping. The Center for Student and Civic Engagement will provide the residence halls with copies if requested. Flyers making any reference to alcohol, drugs, sex or tobacco (either written or pictorial) will be rejected by the Center for Student and Civic Engagement. Approval for posting will not be granted for those flyers that promote anything in violation of Penn State Altoona policies and procedures. Sidewalk chalk must be written on the sidewalk and not under building overhangs (the goal is to pick an area that is rained on so chalk can be naturally erased). Absolutely no writing can occur on buildings. Individuals must submit the wording used for the message to the Center for Student and Civic 25

26 Engagement for approval. Campus groups will be responsible for posting their approved notices. It is also the responsibility of the sponsoring organization to have all notices removed by the stamped expiration date. Notices are to be posted only in approved areas. Notices are not to be posted on walls, doors, lamp posts, trees, trash cans, etc. Placing flyers on cars is not permitted unless previously approved by the Center for Student and Civic Engagement. Banners may be suspended from trees or building only with advance approval from the Center for Student and Civic Engagement. Off-campus groups must also have material approved and stamped. The Center for Student and Civic Engagement will be responsible for the following: o Approving/stamping the original notices to be posted (duplicates should be made after the original is stamped). o Removing notices not approved, posted in the wrong places, not posted with appropriate tape or tacks. o Monitoring and enforcing this policy within student organizations. Residence Assistants will monitor residence hall postings. Event Policies: Events must be submitted via the Event Registration (See OrgSync Section) no less than 10 business days in advance. Failure to submit the Event Form 10 business days in advance will result in the room reservation being canceled and an automatic denial of your event. Parties or dances, if they are approved, can only occur on Fridays and Saturdays between the hours of 10:00PM and 2:00AM. There may be NO guests (non-penn State Altoona students) under the age of 18. Non-Penn State Altoona guests age 18 and over can only attend if they are escorted into the party by a current Penn State Altoona student. Each Penn State Altoona student can only escort ONE guest per party. The guest must be signed in and leave some sort of Identification Number, Driver s License or another college or university identification number. Also the Penn State Altoona student must sign in, stating that they take full responsibility for their guests behavior at the party. All contracts must also be completed and submitted 10 business days in advance. Information for contracts can be submitted on the Event Registration. Failure to have contracts submitted on time will result in the event being canceled. A pre-event meeting with a representative of the Center for Student and Civic Engagement the sponsoring organization, their Advisor, the Event Manager and if available a representative from University Police, may be necessary and will be determined by the CSCE Director or the designee. Failure of the sponsoring organization representative to be present shall result in the cancellation of the event. When tickets are sold at the door, the organization must secure an Center for Student and Civic Engagement Event Manager. The Event Manager is a student hired and 26

27 trained by the Center for Student and Civic Engagement to be third party accountability for all ticket sales. The Event Manager is responsible for the handling of all money and tickets. The organization must provide one person to assist the Event Manager. The pay rate of the event manager shall be $10.00 an hour, starting 60 minutes prior to the starting time of the event until 30 minutes following the ending of the event. An event manager may not be a member of the sponsoring organization. At the end of the evening the event manager will present the money collected to University Police, in a locked receptacle. University Police will be the security for all late night events. The cost of their services is $100, unless otherwise noted. For every 50 people expected, the organization must provide one social monitor. It is the social monitor(s) duty to supervise the event. Social monitors must arrive 45 minutes prior to the start of the event to meet with Event Manager. Social monitors will meet with University Police 30 minutes prior to the event. Social event monitors must remain the duration of the event, and also stay after the event to ensure the area is cleaned up and that no damage has occurred. The event manager will dismiss social monitors at his/her discretion. If an attendee decides to leave the party other than to use the restroom, he/she may not re-enter. Guests/Penn State students may only re-enter if they pay a second time. Events may be terminated at the discretion of University Police, the Event Manager, or the Social Monitors. Damages incurred in and around the venue will be the responsibility of the sponsoring organization if so deemed by a police investigation. Slep Pondview furniture may NOT be stacked, the exits may NOT be blocked in any way, and the emergency lights may NOT be covered up. Groups do NOT have permission to unplug or cover either one of the vending machines. The window shades may be pulled down, but such a request must be placed on the Set Up Work Order. Sound Technicians Recognized organizations may request a sound technician to provide general sound/lights at their events. A representative must fill out the Event Registration Request on OrgSync and the form will prompt you to fill out the sound needs for your program. CSCE will schedule a technician, if available, to work sound based on your event needs. The Center for Student and Civic Engagement cannot guarantee the availability of a sound tech nor can a guarantee be made for the event needs, so start talking to CSCE early! 27

28 Providing Food If you are planning to have food at one of your meetings/events, there are some important guidelines you must follow: Please begin by filling out a catering request form, found here: You must go through either Housing and Food Services or any approved vendors listed on the Risk Management website at (Pizza guidelines are different, see Pizza below) If you are having a meeting at which you would like food or non-alcoholic beverages, (must be Pepsi products) you can visit the Center for Student and Civic Engagement and they will be able to assist you with ordering your food Please remember that you must fill out an Event Registration Form on OrgSync for all organization activities whether a meeting or an event You must be able to obtain a written price quote (detailed) prior to the meeting (if food is being paid for by University Purchasing Card). If you are purchasing food for a group meeting, you must complete a group meal form, listing all who were in attendance and submit the form with your receipt If you choose not to use the University Purchasing Card, an individual of your organization may pay for the items and be reimbursed ONLY with an itemized receipt (pending organization fund availability) You are responsible for providing your own eating utensils, napkins, cups, etc. You are responsible for picking up the food at the location and cleaning up everything associated with your event afterward. The most important thing to remember when having an event/meeting catered is to PLAN AHEAD! You will get a much better deal on prices and you can ensure all personnel involved will have plenty of time to make your event/meeting the best it can be. 28