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					The Source
Registered Student Organizations
        Resource Guide



       2012-2013
Table of Contents
Campus Resources .......................................................................................................................... 6
Student Leadership, Involvement & Community Engagement ...................................................... 8
Campus Activities ......................................................................................................................... 11
Registered Student Organizations ................................................................................................. 12
       How SLiCE Serves Registered Student Organizations ........................................................ 12
       Programs for Registered Student Organizations ................................................................... 12
Registered Student Organizations Resources ............................................................................... 13
   Annual Registration Process ..................................................................................................... 14
   Minimum Standards for Recognition........................................................................................ 14
   Benefits of Registration ............................................................................................................ 15
   Developing a Constitution ........................................................................................................ 15
       Model Constitution ............................................................................................................... 16
Programming & Events................................................................................................................. 19
   The Planning Process ................................................................................................................ 19
   Required Event Planning Form ................................................................................................. 20
        Reservation Resources ......................................................................................................... 21
       Lory Student Center Event Planning Services ...................................................................... 21
       Lory Student Center Catering ............................................................................................... 22
       Technical Services ................................................................................................................ 22
       Classroom Facilities .............................................................................................................. 22
       Classroom Equipment Services ............................................................................................ 22
       Facilities ................................................................................................................................ 23
Publicity Resources & Marketing ................................................................................................. 23
       Three Elements of Effective Publicity .................................................................................. 23
       How to Write a News Release .............................................................................................. 23
       Use of Residence Hall Student Mailboxes............................................................................ 24
       Student Organization E-Mail Distribution List..................................................................... 24
       Postal Mail ............................................................................................................................ 24
       Campus Poster Run ............................................................................................................... 24
       Display Cases ........................................................................................................................ 25
       Lory Student Center Bulletin Boards .................................................................................... 25
       Today at CSU - Services ....................................................................................................... 25
       Chalking ................................................................................................................................ 25


                                                                                                                                                   2
      LSC Food Court Table Tents ................................................................................................ 25
      Residence Hall Posting ......................................................................................................... 26
      Residential Dining Table Card Program ............................................................................... 26
      Copying ................................................................................................................................. 26
   Website and Email .................................................................................................................... 26
      Obtaining an Organization Website ...................................................................................... 26
      Email Addresses for Student Organizations ......................................................................... 27
   Student Media ........................................................................................................................... 27
      Display Advertising .............................................................................................................. 28
      Classified Advertising ........................................................................................................... 28
      Billing Procedure .................................................................................................................. 28
      Campus Television................................................................................................................ 28
      Radio ..................................................................................................................................... 28
      University News Service....................................................................................................... 29
      Posting in Academic or Administrative Buildings ............................................................... 29
Grants and Funding Opportunities ................................................................................................ 29
      ASCSU Student Funding Board ........................................................................................... 29
      Travel Grant .......................................................................................................................... 30
      Lory Student Center Diversity Grant .................................................................................... 30
      Coke Campus of Character Beverage Grant Program .......................................................... 30
      Vice President for Student Affairs Parent’s Fund................................................................. 30
   Fundraising Opportunities ........................................................................................................ 30
      Flea Market ........................................................................................................................... 30
      Bake Sales ............................................................................................................................. 30
      Fundraising Ideas .................................................................................................................. 31
   Fundraising Strategies ............................................................................................................... 31
      Fundraising Do’s and Don’t’s ............................................................................................... 32
   ASCSU’s Student Funding Board ............................................................................................ 32
      The Funding Process ............................................................................................................. 33
Student Organization Financial Accounts .................................................................................... 35
   Financial Policies and Procedures ............................................................................................ 35
      Registered Student Organization’s Finance Management .................................................... 35
      Maintaining a Non-University Account................................................................................ 35
      Student Organizations Financial Accounts (SOFA) ............................................................. 36

                                                                                                                                                  3
       Deposits to a SOFA .............................................................................................................. 36
       Balancing and Keeping Financial Records ........................................................................... 37
       Fiscal Responsibility ............................................................................................................. 37
       Financial Liability ................................................................................................................. 37
       Sport Clubs............................................................................................................................ 37
       Making Purchases ................................................................................................................. 37
       Types of Documents ............................................................................................................. 37
       Internal Orders (IO) .............................................................................................................. 38
       Disbursement Vouchers ........................................................................................................ 38
       Purchasing Card (PCard) ...................................................................................................... 39
       Personal Reimbursements ..................................................................................................... 40
       Purchasing Gifts and Prizes .................................................................................................. 40
       Awards .................................................................................................................................. 40
       Alcohol .................................................................................................................................. 41
       Restricted purchases.............................................................................................................. 41
       Contracts ............................................................................................................................... 41
       Foreign Nationals Payments ................................................................................................. 42
       Employee Payments .............................................................................................................. 42
       Tax Exemption ...................................................................................................................... 42
       Sales Tax ............................................................................................................................... 43
   Other Financial Resources and Support .................................Error! Bookmark not defined.43
       Change Fund ......................................................................................................................... 43
       Donations/Solicitation........................................................................................................... 43
       Making Donations from a SOFA .......................................................................................... 44
Travel ............................................................................................................................................ 44
   General Travel Policy ............................................................................................................... 44
       Liability ................................................................................................................................. 44
       Use of Personal Vehicles ...................................................................................................... 45
       Travel Expense...................................................................................................................... 45
       To Spend Funds for Travel from a SOFA ............................................................................ 45
       Purchasing Airfare ................................................................................................................ 46
       Speaker/Performer Travel ..................................................................................................... 46
Peaceful Assembly ........................................................................................................................ 46
   General Policy........................................................................................................................... 46


                                                                                                                                                    4
       Some Specifics To Consider ................................................................................................. 47
       Laws Relevant to Rallies, Demonstrations, Gatherings........................................................ 48
       Public Buildings - Trespass, Interference ............................................................................. 49
       Riot Law................................................................................................................................ 49
Additional Policies ........................................................................................................................ 50
   Licensed Apparel Vendors .....................................................Error! Bookmark not defined.50
       Using the University Logo .................................................................................................... 50
       Raffle Licenses...................................................................................................................... 50
       Alcohol/Tobacco Sponsorships, Donations, & Advertising ................................................. 50
       Single Gender Organization Statement ................................................................................. 51
       Hazing Policy ........................................................................................................................ 52
       Colorado State University Student Conduct Code................................................................ 52
       Student Conduct Code, Ethical Principles, Creating Campus Community .......................... 53
       Administration Operational Guidelines ................................................................................ 53
       Lory Student Center Policies ................................................................................................ 53




                                                                                                                                                5
                                                                Campus Resources
Adult Learner & Veteran Services                     Campus Television
491-3977                                             491-0536
http://adultstudents.colostate.edu/                  CTV Manager: 491-6493
                                                     News Advisor: 491-6643
Alcohol & Drug Prevention & Education                http://www.ctv11.com
491-1702
http://health.colostate.edu/HealthEducation/Alco     Career Center
hol/Index.cfm                                        491-5707
                                                     http://career.stuser.colostate.edu/
ASAP
491-2727                                             CSU Challenge Course
http://www.asap.colostate.edu                        491-0969
                                                     http://campusrec.colostate.edu
Asian/Pacific American Cultural Center
491-6154                                             Collegian, The Rocky Mountain
http://www.apacc.colostate.edu/                      491-1688
                                                     Editorial Staff: 491-7513
Associated Students of Colorado State University     Display Advertising: 491-1146
491-5931                                             Classifieds: 491-1686
http://www.ascsu.colostate.edu                       http://www.collegian.com

Black/African American Cultural Center               Conflict Resolution & Student Conduct Services
491-5781                                             491-7165
http://www.baacc.colostate.edu/                      http://conflictresolution.colostate.edu

Bookstore, CSU                                       Counseling Center
491-0546                                             491-6053
http://www.bookstore.colostate.edu                   http://www.counseling.colostate.edu

Campus Activities                                    Curfman Gallery
491-6626                                             491-2810
http://www.sc.colostate.edu/campus-activities.aspx   http://www.curfman.colostate.edu

Campus Box Office                                    El Centro Student Services
491-4849 (Tickets)                                   491-5722
491-5402 (Information)                               http://www.elcentro.colostate.edu
http://www.sc.colostate.edu/boxoffice.aspx
                                                     Equal Opportunity and Diversity, Office of
Campus Information Center                            491-5836
491-6444                                             http://oeo.colostate.edu/
http://www.sc.colostate.edu/cic.aspx
                                                     Event Planning Services
Campus Recreation                                    Room Reservations: 491-0229
491-6359                                             Catering: 491-5332; Technical Services: 491-1177
http://campusrec.colostate.edu                       http://www.sc.colostate.edu/epo.aspx

                                                                                                        6
                                                                     Campus Resources
Facilities Management
491-0099                                                  Parking Services
http://www.facilities.colostate.edu/                      491-7041
                                                          http://parking.colostate.edu
Gay, Lesbian, Bisexual, Transgender Student Services
491-4342                                                  Police Department
http://www.glbtrc.colostate.edu/                          491-6425
                                                          http://police.colostate.edu
Greek Life
491-0966                                                  Residence Hall Association
http://www.csugreeks.colostate.edu/                       491-5285
                                                          http://www.rha.colostate.edu
Hartshorn Health Center
491-7121                                                  Resources for Disabled Students
http://www.health.colostate.edu/Home.cfm                  491-6385
                                                          http://rds.colostate.edu/
Housing and Food Services
491-6511                                                  SLiCE and Student Organizations
http://www.housing.colostate.edu                          491-1682
                                                          http://www.slice.colostate.edu
International Programs
491-5917                                                  Student Legal Services
http://www.international.colostate.edu                    491-1482
                                                          http://www.sls.colostate.edu
KCSU-FM
491-7611                                                  Student Affairs, Division of
http://www.kcsufm.com/                                    491-5312
                                                          http://www.studentaffairs.colostate.edu
Lory Student Center
LSC Governing Board: 491-6444                             Today at CSU Services
http://www.sc.colostate.edu                               491-2655
                                                          http://www.today.colostate.edu/index.aspx
Native American Cultural Center
491-1332                                                  University Relations/Creative Services
http://www.nacc.colostate.edu/                            491-6432
                                                          http://css.colostate.edu/index.asp
Off-Campus Life
491-2248                                                  Women and Gender Advocacy Center
http://ocssral.colostate.edu                              491-6384
                                                          http://www.wgac.colostate.edu/
Outdoor Adventure Program
491-1669
http://campusrec.colostate.edu/OutdoorProgram/Index.cfm
    Student Leadership, Involvement & Community Engagement
The Office of Student Leadership, Involvement and Community Engagement (SLiCE) provides leadership
development, service learning, and volunteer opportunities that are mutually beneficial to participants
and the community. SLiCE works collaboratively with students, staff, faculty, and community partners to
offer a broad range of enriching and educational opportunities. Through SLiCE programs, students can
find both support and resources to become civically engaged citizens, scholars, and leaders in local,
national, and global communities. The following are descriptions of the programs offered through SLiCE.

Presidents Leadership Program
The President’s Leadership Program (PLP) develops tomorrow’s leaders by providing the knowledge and
skills to make positive change in their communities.

Components of PLP:
    Three independent year-long academic courses
    Significant service-learning experiences that address pressing societal issues such as poverty and
      sustainability
    Topics include service, social change and social justice, globalization, organizational behavior,
      and leadership theory
    Experiential learning opportunities such as retreats, service trips, and community internships

All entering and current CSU students are welcome to apply! Applications are available in early spring
for the following academic year at www.plp.colostate.edu.




Co-Curricular Leadership
SLiCE offers leadership development opportunities that help students lead in their own way. The
following programs allow students to expand their knowledge about themselves and others within the
concept of leadership development:

       Campus Step Up: A Social Justice Retreat encourages students to become more aware about
        issues pertaining to diversity and cross-cultural communication.
       Distinguished Speakers Series are programs in which speakers come to campus to inspire
        around issues of leadership and social change.
       LeaderShape is a week-long experience that provides participants the opportunity to become
        stronger leaders while respecting personal values and the dignity of all people.
       The REAL Experience is a certificate program that allows students to attend workshops
        pertaining to effective, intellectual, and cultural leadership. Students may attend just one
        workshop or work towards the completion of certificates.
       CSU-UADY Student Leadership Exchange brings together students from CSU and the
        Universidad de Autonoma Yucatan (UADY) for a meaningful leadership, service and language
        exchange.
Registered Student Organizations
Over 350 Registered Student Organizations (RSO) enrich the student experience, create a diverse
community and encourage involvement where students build valuable skills.
Why get involved with an RSO?
    Meet new people with similar interests
    Gain and improve leadership skills
    Get hands-on experience related to your major

Where can I find RSOs?
   Involvement Fairs: held each semester to showcase the diverse array RSOs. Talk to students in
       the club before joining!
   Officer Orientations: to provide critical information if you’re thinking about starting your own
       Registered Student Organization.
   Ram Link: keep up-to-date about upcoming events!

To search for RSO’s, visit: www.studentorgs.colostate.edu




                                                                                                       9
Community Engagement/Volunteer Programs
SLiCE is CSU’s main source for volunteer opportunities. A few of these opportunities include:
     Alternative breaks are service trips in which students are immersed in different cultural,
         environmental and socioeconomic communities across the United States and world.
     Americorps awards for students completing large numbers of volunteer hours.
     Cans Around the Oval is the largest one-day food drive in Northern Colorado.
     CSUnity is a one-day service plunge benefitting the Fort Collins community.
     Praxis provides training and funding to students who design innovative community
         service/action projects.
     Project Homeless Connect is a one-day, one-stop resource fair for the homeless or nearly
         homeless population in Fort Collins.
     Special Needs Swim matches CSU students with community members for a weekly swim.
     TGIF matches CSU students with teenagers with disabilities for fun and friendship on Fridays.
     CSU Serves is an opportunity for Student Organizations to participate in community service on
         Saturdays throughout the academic year in exchange for funding for their organization.

                                     To Contact Us…
                              Stop by Suite 113 in The Lory Student Center
                                  Send Mail to: Campus Delivery 8033
                                       Colorado State University
                                         Fort Collins, CO 80523
                                           Call: 970-491-1682
                       Visit the SLiCE Website: http://www.slice.colostate.edu/
    Registered Student Organizations: http://www.slice.colostate.edu/1student-organizations.aspx
                                      www.RamLink.Colostate.edu


SLiCE Professional Staff & Student Organizations Student Staff
                                        Pam Norris, Director

              Accounting Staff                            Co-Curricular Leadership & Marketing
      Kim Grubbs, ASCSU Admin Assistant III                Bobby Kunstman, Assistant Director
          Diana Saylor, Account Tech II
         Michele Frick, Account Tech IV               Community/Engagement/Volunteer Programs
                                                           Jen Johnson, Assistant Director
      Involvement/Registered Student Orgs                Brett Rundle, Program Coordinator
         Hermen Diaz, Assistant Director
      Martha Alvarez, Student Coordinator                          Graduate Assistants
                                                        Sarah Stephens, Community Engagement
        President’s Leadership Program                     Enrique Lara Nuno, SLiCE Programs
        Deanna Leone, Assistant Director                         Tina Di Giso, Marketing
      Emily Ambrose, Program Coordinator                  Lindsey Mason, Leadership Programs
                                                              Angela Shugarts, Americorps


                                                                                                   10
                                                                  Campus Activities
Campus Activities strives to create incredible experiences that reach all students through programming
and services. Collaborating with Registered Student Organizations (RSOs), academic departments, and
campus offices, Campus Activities is a great resource for getting involved and becoming a part of CSU’s
community. Campus Activities helps coordinate some incredible campus-wide programs including the
annual CSU-Fort Collins Martin Luther King Jr. Holiday Celebration and the annual Cesar Chavez Holiday
Celebration. Campus Activities offices are located on the Lower Level of the Lory Student Center.
Advisement: Campus Activities staff members             service to CSU and the surrounding community.
are available to help understand University             Questions can be directed to:
policies, plan large-scale events and programs,         lsc_campusinfomanager@colostate.edu or.
process entertainment contracts, provide
                                                        LSC Arts Program, 491-2810 – Everything from
training best practices for programming at CSU
                                                        student artwork to fine art works of
and assist in outlining marketing campaigns.
                                                        professional contemporary artists, the LSC Arts
ASAP, 491-2727 - This student-led group selects         program seeks to provide a glimpse into the
and brings comedians, performers, speakers,             world of the visual arts through galleries and
films, and entertainment to campus. Choose              personal experiences. Explore the the Curfman
the performers. Promote events. Organize the            Gallery on the main level, the Duhesa Lounge
day of the show. Meet the performers. Come              on the upper level to view Native American Art
and find a way to get involved that fits your life      or check out the Student Art Space in the lower
and schedule. For more information about                level of the LSC. For more information on the
ASAP events, stop by Campus Activities or               LSC arts visit www.curfman.colostate.edu.
email: ASAP_Recruitment@mail.colostate.edu.
                                                        Campus Activities and Student Organizations
Diversity & Social Justice Programs, 491-4116 -         Partnerships: Campus Activities wants to
Created in 2007, this department seeks to               collaborate on campus events. Whether you
increase the inclusivity of programming and             need support marketing, contracting, or event
provide collaborative opportunities between             planning, we will work with and support your
Student Diversity Programs and Services,                organization in a way that meets your needs.
Registered Student Organizations, and other             For more information about how to partner
groups on campus. For more information go to            with Campus Activities call 491-6626.
http://www.sc.colostate.edu/diversity--social-
                                                        Lory Student Center Diversity Grant
justice.aspx
                                                        In an effort to establish a multicultural
The Flea Market, 491-1114 - The Flea Market is          environment within the Lory Student Center,
a resource for RSOs to promote activities, and          Campus Activities, SLiCE and the Lory Center
the only place in the Lory Student Center where         Governing Board collaborate to administer the
outside vendors can sell products. Payments             LSC Diversity Grant through a funding
received from outside vendors directly support          committee, which consists of students from the
Registered Student Organizations, the Diversity         Lory Center Governing Board, SLiCE and
Grant, and Campus Activities programming                Campus Activities, and the general student
www.FleaMarket.colostate.edu                            body. Rent generated through the Flea Market
                                                        spaces in the Lory Student Center funds the
I-Box: Comprised of Campus Information, 491-
                                                        Grants for Diverse Programming. For more
6444 and the Campus Box Office 491-4849, you
                                                        information on funding criteria or to complete
will find students here to serve you. Whether
                                                        an application, please visit:
it’s selling tickets or answering questions, the I-
                                                        www.sc.colostate.edu/diversity-grant.aspx
Box prides itself on providing the best customer


                                                                                                     11
                                  Registered Student Organizations
The Student Leadership, Involvement, & Community Engagement Office enriches the Colorado State
University campus community by providing excellent service while working to develop equal and diverse
communities, interactive networks, group collaborations, leadership skills, and personal, social, and
intellectual outlets. Through these involvement experiences, students learn valuable lifelong skills.

How SLiCE Serves Registered Student Organizations
Registration and Recognition: Student organizations annually register through the SLiCE office in order
to be officially recognized by the University and to receive offered resources, benefits and support.

Starting a New Organization: Any CSU student or faculty is welcome to start a new organization. The
SLiCE office provides the resources necessary for the group’s development.

Bookkeeping: The SLiCE office maintains Student Organization Financial Accounts as a service to
Registered Student Organizations. By maintaining a SOFA account with SLiCE, Registered Student
Organizations receive assistance with managing their expenditures, access to on-campus grants, and
other financial support to ensure a successful student organization experience.

Travel: The SLiCE office processes travel documents for student organization travel.


Programs for Registered Student Organizations
Student Involvement Fairs: The Student Involvement Fairs occurs once per semester to promote
involvement opportunities for CSU students through student organizations and to offer a venue for
student organizations to recruit new members. In the fall, SLiCE brings together student organizations
and community volunteer agencies at the "Involvement Expo". Publicity, entertainment, setup
assistance, and snacks will be provided by the SLiCE office during these events.

Officer Orientations: Offered several times throughout the year, these orientations are a requirement
for the treasurer and one other officer of each student organization seeking CSU recognition.

Student Organizations & Advisor Recognition (SOAR): SOAR celebrates the dedication and
accomplishments of students and advisors within registered student organizations during an annual
awards ceremony held at the end of each Spring semester.

Officer Retreat: The Student Organization Officer Retreat brings together students from a variety of
Registered Student Organizations in an environment designed to support and encourage opportunities
for relationship building, future group collaborations, and inspiring creativity through the sharing of
knowledge and resources. This is an overnight, experiential leadership retreat specifically for students
who currently hold leadership positions within a Registered Student Organization.




                                                                                                         12
           Registered Student Organizations Resources
Resource Room: The Student Organization Resource Room is available for registered student
organization use free of charge. The room offers computers, printers, paper, general office supplies,
paint, etc.

Student Organizations Suite: This space provides a common work area, storage, meeting rooms, and
other space for Registered Student Organizations to build community and work collaboratively.

Fundraising: SLiCE can provide your organization with ideas and resources as well as help find a great
location for your fundraiser. SLiCE can also have information on receiving funding (i.e. student fees,
grants).

Leadership Development: A quick-tip brochure series is available on topics that relate to improving and
maintaining your organization. In addition, organizations can have access to a wide range of books,
training materials, and leadership development tools available in the SLiCE library and Resource Room.

Programming & Event Planning: SLiCE can help plan and develop events as well as brainstorm
programming ideas. SLiCE also works with ASAP in order to plan more effective events and programs.
Contact SLiCE to schedule an appointment for one-on-one consultation or event planning support.

The Source: This up-to-date guide provides your organization with the information needed to properly
function at the University and in the local community.

University Policies: SLiCE can provide your organization with publications that outline your
responsibilities (i.e. posting, advertising) and a list of policies the University requires of an organization.

Student Organization Mailboxes: Registered Student Organizations may request a mailbox in SLiCE.
Boxes are located in the Student Organization Suite and are free.

Marketing: Registered Student Organizations have access to a variety of free marketing through SLiCE
including locked display cases, use of the LCD TV to post videos or announcements, weekly Student
Organizations E-news, group email distribution lists, and recognition on the SLiCE website. In addition,
Registered Student Organizations can utilize the Lory Student Center display cases, bulletin boards, at no
cost.

Flea Market: The Flea Market is a great opportunity to market or host fundraisers. The Flea Market is
located on the Main Level of the Lory Student Center and operated by Campus Activities. Registered
Student Organizations can utilize the Flea Market for organization related activities at no charge or
release their designated days to off-campus business partners as a way to raise funds.

Ram Link: RamLink is the best way to market and manage your organization! RamLink provides tools to
completely manage any student organization: membership lists, emails, registration, documents and
forms, advertising / publicity, and much more!



                                                                                                             13
Annual Registration Process
The University recognizes student organizations in order to provide services, resources, and facilities; to
effectively and equitably allocate university resources; and to assist in the coordination of activities.
Organizations which are not recognized and registered each year are limited in their access to the
services and resources of the university.

The SLiCE office requires the following on an annual basis for groups to be recognized by the University
as a Registered Student Organization:

    1. Submit a registration form on-line at: http://www.ramlink.colostate.edu/. All officers’ names
       are a matter of public record at Colorado State University. Please be advised that names,
       addresses, telephone numbers, and e-mail addresses we be released if requested. Student
       Organization information is not sold or otherwise provided to any for-profit organizations.
    2. Two officers must attend an officer’s orientation once per academic year; dates are posted at:
       http://www.slice.colostate.edu/registration-process.aspx. NOTE: Sport Clubs are not required to
       attend a Student Organizations Officer Orientation. The Sport Clubs orientations are hosted
       Campus Recreation.
    3. Maintain an approved constitution on-file with SLiCE. Each organization’s constitution should be
       reviewed annually and updated as needed. Organizations will need to submit their constitution
       annually through the registration process.



Minimum Standards for Recognition
Student organizations desiring official recognition must meet the following minimum standards:

  1. Have a clearly stated lawful purpose, which must be part of a constitution.
  2. If affiliated with a national organization, must include a letter of affiliation with the constitution.
     The affiliate may not be a for-profit entity.
  3. Have a minimum of four CSU student members.
  4. Have a minimum of two officers. All executive positions must be held by CSU students and each
     position must be held by a different person.
  5. The majority of members must be CSU students.
  6. Each organization must have an advisor who is a full-time or part-time Faculty, Administrative
     Professional or State Classified staff member. Graduate students may serve as organizational
     advisors with consent from their academic advisors.
  7. Have an adequate system of accounting for organizational funds.
  8. Comply with all University policies and regulations pertaining to student organizations and be in
     “good standing” with the University. This includes, but is not limited to Conflict Resolution and
     Student Conduct Services, Business and Financial Services, Housing & Dining Services, Campus
     Recreation, SLiCE and Campus Activities.




                                                                                                           14
Benefits of Registration
There are numerous privileges granted to those groups who register. Some of these are:

     Free marketing by SLiCE office staff to current and potential CSU students
     Free use of the Resource Room & Student Organizations Suite
     Free use of SLiCE Display Cases and LCD TV
     Free use of University meeting rooms and facilities (certain areas may have rental fees)
     Opportunity to request funds from ASCSU’s Student Funding Board, Lory Student Center Diversity
      Grants, Student Travel Grants, and Campus Activities Co-Programming and Sponsorship Grants, and
      Vice President for Student Affairs Parents’ Fund (stipulations apply)
     Use of mailboxes, display cases, and canopies
     Opportunity to apply for FREE storage space
     Opportunity to participate in sponsored workshops and programs
     Free advertising in the Collegian sponsored by ASCSU
     Discounted Collegian ad rates
     Use of the Flea Market
     Assistance with fundraising activities
     And so much more!


Developing a Constitution
The development of your constitution can help your organization formulate specific guidelines that
determine the directions and structure of the group. Your organization’s constitution is a working tool.
Simplicity and flexibility are the keys to a good constitution. When writing a constitution, keep in mind
immediate needs as well as future goals of your organization. Please use non-gender specific terms –
“he or she” or “he/she.”

    The sections, phrases, and sentences in bold MUST be included or addressed in your
     constitution in order for your group to be recognized by Colorado State University.


The following pages contain a model/sample of a Constitution that you can use to help you formulate a
process by which to govern your Registered Student Organization. The items italics serve as a guide and
items to take into consideration when writing the constitution. . Please use non-gender specific terms –
“he or she” or “he/she.”

For question about the Student Organizations Constitution or for help developing your group’s
constitution, please contact SLiCE at 970-491-1682 or email LSC_StudentOrgs@mail.colostate.edu




                                                                                                       15
Model Constitution

ARTICLE I – NAME

Section 1: Title
State the name of the organization!
The name should be significantly different from the name of any other organization recognized at CSU.
Any reference to CSU in the title must be phrased “Club X at Colorado State University (CSU) rather than
“CSU Club X.”

Section 2: Affiliation (if applicable)
If the organization is nationally affiliated, state the title of the national organization. Attach a Statement
of Affiliation letter.

ARTICLE II – PURPOSE
State the purpose and mission of the organization.

ARTICLE III – MEMBERSHIP

Section 1: Active Members
Active membership is open to all CSU students with the right to vote and hold office.

Section 2: Associate Members
Associate membership is open to faculty and interested people outside the University setting, for
example, Fort Collins community; they may not vote or hold office.

Section 3: Alumni Members
Alumni membership is open to former CSU students who were members of the organization; they may
not vote or hold office.

Section 4: Membership Rules of Order
Clearly state any requirements of members, such as general interest, open mindedness, willingness to
learn, code of conduct, etc. YOU MUST INCLUDE THE FOLLOWING STATEMENT EXACTLY AS WRITTEN:
Colorado State University does not discriminate on the basis of race, age, color, religion, national
origin or ancestry, sex, gender, disability, veteran status, genetic information, sexual orientation, or
gender identity or expression.
** (The constitution needs to state both disability and veteran status or disability. Please acknowledge
the distinction between Disability and Veteran Status Disability.)

**Social fraternities and sororities (Greek organizations) are legally allowed to associate as sex/gender
specific.

Section 5: Duties of Members
State expectations of membership, such as attendance, committee participation, etc.




                                                                                                           16
Section 6: Dues (optional)
State if and when dues are required and how dues are determined. Do not put a specific dollar amount
within the section, as it will require an amendment to the constitution if the amount were to change.
Specific dollar amounts can be listed in the bylaws, which typically require a simple majority to amend.

Section 7: Removal of Members
Explain the process for removing members from the organization. It should be possible to remove
members for disciplinary or non-attendance reasons. All rules members must follow should be clearly
written in the constitution, bylaws, or and/or membership manual. All removal procedures should follow
due process, including adequate written notice (7 days minimum), the right to speak on one’s behalf,
and right to an appeal. The organization should specify whether the process can take place at a regular
meeting or if a special meeting (hearing) is necessary.

ARTICLE IV. – ELECTED OFFICERS

Section 1: Officers
Name the officer positions, i.e. president, vice-president, etc. This executive board will consist of only
active CSU student members. A minimum of two officers is required. If the organization has additional
criteria such as academic standing, length of membership, prior service to the organization, etc., those
requirements should be specifically stated.

Section 2: Duties of Officers
Name each officer position and list their respective responsibilities.

Section 3: Election of Officers
Clearly explain the election process, including when elections are held, length of office, requirements for
the nomination of candidates, how the election will take place (e.g. secret ballot, showing of hands), and
required votes for election (e.g. 2/3, majority).

Section 4: Removal of Officers
Explain the process for removing officers from their positions. It should be possible to remove officers for
discipline or lack of performance. The job descriptions and functions of each officer should be clearly
written into the constitution, bylaws, and/or officer manual. All removal procedures should follow due
process, including adequate written notice (7 days minimum), the right to speak on one’s behalf, and
right to an appeal. The organization should specify whether the process can take place at a regular
meeting or if a special meeting (hearing) is necessary.

ARTICLE V – MEETINGS

Section 1: Business Meetings
In general terms, state when business meetings will be held (e.g. once every two weeks), who
arranges the time, place, etc., and what constitutes a quorum of membership (e.g. majority).

Section 2: Executive Board Meetings (if applicable)
 In general terms, state when executive board (this is your officers) meetings will be held (e.g. once every
two weeks), who arranges the time, place, etc., and any requirements for calling special meetings.


                                                                                                          17
ARTICLE VI – ADVISOR

Section 1: Election
Clearly explain the election process, including when elections are held, length of position, how the
election will take place (e.g. secret ballot, showing of hands), and required votes for election.

Section 2: Qualifications
State any special qualifications an advisor needs to have. The advisor must be a CSU faculty/staff
member or graduate student (with a consent form from their academic advisor) who has an interest
in serving as an advisor.

Section 3: Duties
Explain any required responsibilities of the advisor, i.e. attendance at executive board meetings and
elections, etc. The advisor may not vote but can offer advice to the organization.

ARTICLE VII – AMENDMENTS
State the procedure for proposing amendments to the constitution and how they are approved. This
constitution may be amended at any regular business meeting of the organization by two-thirds vote
of active membership, provided that the amendment has been submitted to the membership in
writing at least one week prior to the business meeting.

ARTICLE VIII – FINANCIAL STRUCTURE
Sections of financial structure include method of record keeping, signature authorization, compliance
with university policy and state law on appropriate use of funds, etc.

ARTICLE VI – BYLAWS (optional)
Sections of bylaws deal with more detailed issues concerning the organization for the given year.
Examples include actual dues assessed and details regarding delinquencies, provision for some accepted
rules of order, specific meeting and election times, method of amending bylaws, etc. Amending a
constitution should not be a simple process; for the sake of stability of the group, it should be possible to
amend the bylaws with greater ease, i.e. majority vote. Note: Organizations with national affiliation
that submit the national organization’s constitution should submit bylaws reflecting specifics to the
organization’s function at CSU. Please follow this constitutional model and submit this as the
organization’s bylaws along with the national constitution. Any required items not covered in the
national constitution must be addressed in the chapter’s constitution or bylaws.

ARTICLE X – COMMITTEES (optional)
Sections of committees include the names of any standing committees, procedure for proposing new
committees, the method of choosing a chairperson, and duties of the committee.

PLEASE NOTE: We no longer require a paper version of the constitution be submitted with a signature.
You will upload an electronic copy of your organization’s constitution at the time of registration on
RamLink.
 If at any time during the year, after being registered, a group would like to submit an updated version of
                         the constitution for review by the SLiCE staff, please send it as an attachment to:
                                                                    LSC_StudentOrgs@Mail.colostate.edu.



                                                                                                           18
                                                     Programming & Events
The Planning Process
Below is one suggested process your organization can use to develop a successful program or event.

   1. Needs Assessment Stage: This stage determines what programs are needed, wanted, or useful.
         • Listen to what students are talking about and ask students what they want to see
         • Evaluate general health, safety, and attitude of campus to improve them.
         • Administer a written survey--give a reward.

   2. Concept Stage: Decide what type of program or event will fill the determined need.

   3. Proposal Stage: The proposal is the compilation of needs, goals, and resources.
         • What is the purpose of the event? (ie: fun, education, professional development)
         • What will be the date, time, and place for the event?
         • Budget…How much money can we spend? Should we spend? Who is paying the bills?
         • How will we make this event happen? Who will help? Do we need volunteers?

   4. Planning Stage: Detailed ideas have been generated; the goals are clear. Now plan!
          • Secure a venue – is the place you want available for your date and time?
          • Find volunteers, if necessary
          • Publicize, publicize, publicize
          • Motive yourself, your team, and your customers to make a great program

   5. Implementation Stage: The right concept with appropriate planning and publicity can succeed!
      During any program, remember these things:
          • Ensure the performer is happy and the payment is arranged, if applicable.
          • Meet with the setup and cleanup volunteers and describe their role in the program’s
              success and what needs to be done.
          • Start on time!
          • Prepare a brief opening for live performances.
          • Evaluate and ensure general safety of those present.
          • Enjoy the program, but remember that you are running it.
          • A closing is optional. When closing, thank the performer and the audience for coming,
              and repeat upcoming programs and membership information.

   6. Evaluation Stage: Evaluation is one of the most important stages. Consider form and informal
      forms of evaluation to answer some of these questions.
          • Were the goals of the program met?
          • Was there enough publicity?
          • Did we spend too much money? Too little money?
          • How can we make the program better next time?
          • Is this program one to repeat? Why or Why not?
          • How can we improve it for the future?
          • Did we record members and participants feedback for future use?



                                                                                                     19
Required Event Planning Form
To sponsor an event, Registered Student Organizations should submit the event on RamLink via the
Event Planning Forms. Insurance may need to be purchased to protect groups from liability issues and
SLiCE can assist with insurance and other risk management needs. In addition, speakers/performers
may be required to provide proof of individual insurance.

Event Planning Forms should be submitted electronically through your organization’s profile page on
RamLink. To submit an event planning form:

   1. Click on the link to “events” on your organization’s profile page.




   2. Click on the link to “create an event”




                                                                                                      20
    3. Fill in the information as detailed and accurately as possible then click submit.




Reservations Resources
When planning an event or a meeting, the following resources are available to assist with making
reservations. The supporting office will vary depending on the location of your meeting or event.

Lory Student Center Event Planning Services
2nd Floor LSC, (970)491-0229
Lory Student Center Event Planning Services schedules the rental and use of the LSC meeting rooms,
ballrooms, the LSC Theater, the Plaza, Sutherland Sculpture Garden, and the West Lawn area.
Meeting room capacities range from 10 to 180 persons. Most meeting rooms are available without
charge to Registered Student Organizations for business meetings, and can be set up in accordance with
your needs. Equipment available in the Lory Student Center meeting rooms and ballrooms includes the
traditional assortment of tables, chairs, lecterns, pipe and drape, and staging as well as an array of new
technical production equipment –everything you need for professional meetings and grand productions.
Only the President, Vice President, and Financial officers of student organizations are permitted to make
reservations through Event Planning Services, and officers should be current and public on Ramlink.

Audio-Visual services provided by the Lory Student Center include data (LCD) projection, film projection,
overhead (transparency) projection, audio reinforcement and recording, video recording and playback,
specialty lighting, Internet access, and teleconferencing. Please consult with Event Planning Services at
least two weeks in advance of your event to reserve the equipment and confirm the technical services
you need.

Registered Student Organizations qualify for a discount when booking larger space in the Lory Student
Center such as The Main Ballroom, North Ballroom, or LSC Theatre. A rental fee is charged for these
venues, and a deposit is required to make a reservation.




                                                                                                       21
Lory Student Center Catering
Lory Student Center, Catering Office, 2nd Floor, (970)491-5332
All food and beverage arrangements for events in the Lory Student Center must be made through LSC
Catering at least two weeks in advance of your event. Please call or stop by the Event Planning Services
at any time! No food is permitted in the Lory Student Center for events from anywhere other than Lory
Student Center Catering or Lory Student Center Business Partners. Individuals can bring personal food
and snacks to meetings, but it is against Environment Health and Safety protocol to share homemade
foods in the Lory Student Center.

Technical Services
Lory Student Center, Event Planning Services, 2nd Floor, (970)491-1177
The Technical Services Coordinator is available to discuss in detail the sound, lighting, staging or audio-
visual needs of your event. Student technicians are often called upon to support events in the
Ballrooms, Ramskeller, Commons, West Lawn, Plaza and Sculpture Garden as well as other locations
around campus. Technicians are always present when events are held in the LSC Theatre. It is best to
think through your event from start to finish relative to what the program will require in the way of
audio-visual equipment. When reserving space please be as specific as possible with setup, rehearsal
and start times, equipment needs and special considerations. You may request or the Coordinator may
determine that your event will require the presence of one or more student technicians.

Classroom Facilities
Classroom Scheduling Office, 100 Centennial Hall, (970)491-1095, fax (970)491-2283.
General Assignment classrooms can be reserved by registered student organizations Monday-Friday
before 5:00pm after the drop/add date for the semester. Reservations after 5:00pm and on the
weekends can be requested approximately 6 months before the term begins. These dates may be
adjusted to accommodate academic scheduling needs. No reservations will be made on recognized
university holidays. Classroom Scheduling staff reserves the right to adjust room reservations based on
academic needs.
Registered student organizations can reserve academic classrooms for meetings, study sessions, and
seminars by filling out a Classroom Use Authorization for Student Organizations form (available at the
Classroom Scheduling Office or www.colostate.edu/Depts/Registrar/forms.htm). The form must be
signed by the organization’s faculty/staff advisor. The completed form can be faxed or submitted in
person to the Classroom Scheduling Office.
Large-scale events or any event where the public is invited, serves food, includes high risk activities,
and/or charges for participation will be scheduled through the Facilities Management Scheduling Office
to ensure university and state requirements are met. Public includes non-university and/or non-club
members. Generally, university facilities are not appropriate nor approved for child care purposes.

Classroom Equipment Services
A69 Clark, (970)491-5466
Registered Student Organizations requesting the use of audiovisual equipment in classrooms may do so
free of charge unless the group is charging an admission/registration fee. Charges may also be assessed
if there is loss or damage done to the equipment or is otherwise unuseable for instructors who follow
the groups’ usage.




                                                                                                          22
Facilities
Lori Meyers, Facilities Management, lori.meyers@colostate.edu, (970)491-0056
Emilia Parker, Facilities Management, Emilia.Parker@colostate.edu, (970)491-0108
Registered Student Organizations should contact Facilities Management Scheduling Office to schedule
any space on campus other than the Lory Student Center and/or academic classrooms. Examples
include sports facilities, outdoor areas like Monfort Quad, or Danforth Chapel. Large-scale events or any
event, regardless of venue, where the public is invited, serves food, includes high risk activities, and/or
charges for participation will be scheduled through the Facilities Management Scheduling Office to
ensure university and state requirements are met. Public includes non-university and/or non-club
members. Generally, university facilities are not appropriate nor approved for child care purposes.

Reservations should be made at least two weeks before the proposed event. Use the web form at:
http://www.fm.colostate.edu/events/reservation.cfm. Be prepared to provide the following
information: preferred date, time, location, number of expected people, and sponsor(s) with contact
name(s), phone number(s) and email addresses.

If you are planning an unusual or large event (500-1,000+ people) outside of the Lory Student Center,
your organization must submit, in email, a program proposal to Lori or Emilia at least six months prior to
the expected event date. The proposal must include all relevant information about the event. The
University Special Events Advisory Group (USEAG) will make a recommendation to accept or reject the
proposal to the Vice President of University Operations. The VPUO will approve or deny the event. Use
the web form at: http://www.fm.colostate.edu/events/reservation.cfm to submit your event proposal.



                                   Publicity Resources & Marketing
Three Elements of Effective Publicity
  1. All ads should include the essential information such as date, time, place, and sponsor.
  2. Printed materials should be easy to read yet distinct and eye catching.
  3. Time is crucial in effective publicity. Material such as posters, flyers, and table tents should be
     ready to distribute at least four weeks before the event. Public service announcements should be
     sent at least three weeks before the event.

How to Write a News Release
When promoting an event that is open to the public, often a well-written news release is an efficient
way of informing a broad audience about the details of the occasion. The following are steps to writing a
news release:
  1. Type: NEWS RELEASE FOR IMMEDIATE RELEASE Month, Date, Year Name of contact Phone
       number and email.
  2. Provide a catchy, two-line headline providing a synopsis of the news release.
  3. When writing the news release, keep in mind the audience for the event and the media outlets
       being targeted.
  4. Make it succinct and keep it to two pages. The first sentence – or the lead – is the most
       important.
  5. Make sure to include: WHO, WHAT, WHERE, WHEN, WHY and CONTACT.




                                                                                                         23
   6. Make sure the contact will be available to the media and the public for more information about
      the event.

Use of Residence Hall Student Mailboxes
The use of Residence Hall student mailboxes is limited to federal mail, campus mail, and information
regarding residence hall concerns, programs, or events. Recognized student organizations not directly
affiliated with residence halls may distribute fliers or other advertisements through student mailboxes if
the items are individually addressed to the occupants of the room with correct student names and room
numbers. Off-campus businesses and individuals may not mass distribute fliers of other advertisements
through student mailboxes unless the items are delivered through the U.S. Post Office.

Student Organization RamLink Distribution List
All registered student organizations’ president/chair and advisors e-mail addresses will be gathered
through RamLink. RamLink will be the official avenue of communication between SLiCE and Registered
Student Organizations. RamLink will used to distribute information on events, activities, opportunities
offered through the SLiCE office or specifically for Registered Student Organizations.

The SLiCE will send weekly RamLink messages that include, but are not limited to, events, activities,
opportunities for funding and more.

Postal Mail
  1. Intercampus mail MUST show the name of the department and 4-digit code found in the campus
     directory for sorting purposes.
  2. Campus mail is limited to University business.
  3. Both campus mail and off-campus mail with postage affixed can be dropped off at the Lory
     Student Center Information Desk.
  4. Any off-campus mailings should have a CSU return address (this return address must be an on-
     campus address, such as the organization’s box in the LSC, not a private, off-campus residence)
     and MUST either be stamped or submitted to Mail Services with a completed IMO for payment.
  5. Contact Mail Services at 491-6529 with questions regarding large mailings.

Campus Poster Run
Campus Information Center 491-6444
Campus Activities provides locked glass display cases in academic & administrative buildings and
residence halls. The primary purpose for these cases is to market arts, entertainment, and educational
programs. Posters and flyers are put up and taken down on a weekly basis throughout the academic
year. The guidelines for use of these cases are as follows:
     The poster run is strictly reserved for CSU departments, offices, and registered student
        organizations and events they sponsor.
     The program must be arts, entertainment, and/or educationally related.
     The posters/flyers can be displayed in the cases for a maximum of two weeks.
     There are 8 spaces per week.
     Organization representatives should contact the Campus Information manager at
        lsc_campusinfomanager@mail.colostate.edu in advance to check availability.
     A service fee of $30 for 11"X17" posters is charged. If the poster is larger than 11"X17", the
        sponsor must pay for two spaces. Payment must be made at the time of reservation. Acceptable
        forms of payment are cash, check, and IMO.




                                                                                                        24
       Posters must be delivered to the Campus Information Center by Thursday by 12pm for the
        following poster run. Thirty posters or flyers are needed.

Display Cases
LSC Marketing, (970)491-4898
Nine locked display cases are available throughout the Lory Student Center for Registered Student
Organizations to reserve. There is no charge to reserve a display case.

Lory Student Center Bulletin Boards
Campus Information Center, 491-6444
To post in the Lory Student Center, you must obtain approval from the Campus Information Center
located at the main entrance of the Lory Student Center. The bulletin boards located to the left of the
Curfman Gallery and outside the Art Lounge are for entertainment and events (on- or off-campus)
postings only and require authorization from the Campus Information Center. Each posting must have
the time and date printed on them. Postings will stay up for two weeks from the date of approval. Only
one per board (for a total of two) will be authorized.

Bulletin boards in the LSC lower level commons require authorization from Campus Information and
should be used for:
 Books/tutoring              Wanted                    Auto/Bike                For Sale

Today at CSU - Services
Announcements, news and stories submitted to Today @ Colorado State will be reviewed within
48 hours (excluding weekends). Approved items will be edited and posted in the order they are
received. Events submitted to the calendar will be reviewed and approved within 72 hours
(excluding weekends). All items submitted for approval must be submitted by a registered
student organization, CSU department or office, or other official CSU affiliated organization.
Approved items will be placed into the appropriate category by the editor. Submit events to:
http://events.colostate.edu/add.asp?ID=7 OR Submit news/announcements to:
http://www.today.colostate.edu/today-submitting.aspx (click on the button on the right)

Chalking
This form of publicity is allowed only on horizontal cement surfaces within the LSC East Plaza (not on
paving stones or walls). The East Plaza is a free speech area, which means chalking is permitted except
that which violates law. Chalking must be at least 10’ away from any entrance of the LSC. Please use
water-based chalk only. Please NO SPRAY CHALK IS ALLOWED. After seven days, chalking may be
removed at the discretion of the LSC Governing Board.

LSC Food Court Table Tents
LSC Food Court, (970)491-7465
The LSC Food Court offers on-campus organizations the ability to advertise using 250 4”x6” table tents in
the Food Court area. Advertisements can be single or double sided depending on prior approval due to
availability of space. No outside advertising is allowed. All events must be sponsored by an approved
student organization whose name should be somewhere on the advertisement. Content approval is
based on acceptable language and graphics. Space is available on a first-come, first-served basis.
Advertising can be for one or two weeks continuous but new tents of different design must be put out if
advertising longer than two weeks.




                                                                                                      25
Helpful Tips
        -The table tents need to be in the food court office (located behind Bagel Place 1) before 3:00
pm on the Thursday before your reservation.
        - Your flyer does not be need to printed on cardstock.
        - The LSC Food Court asks that the organization prints 220 copies of the flyer.
        - To reserve a spot for table tents email lsc_fc_student_manager@mail.colostate.edu

Residence Hall Posting
Housing and Dining Services, Office of Residence Life, Room 111, Palmer Center, (970)491-4719
Student organizations, businesses and individuals may advertise events on designated residence hall
community bulletin boards. To post in the residence halls, contact each hall front desk to find out where
advertisements may be posted. Bring your own push pins/staplers to post materials. Advertising should
avoid the use of obscene language and may not promote illegal behavior including the underage use of
alcohol or illegal drug use. Advertisements that do not follow these guidelines or are posted in areas
not designated by hall staff will be taken down and recycled.


Residential Dining Table Card Program
Housing and Dining Services, Office of Residence Life, Room 111, Palmer Center, (970)491-4719
To enhance communication with students the Department of Housing and Dining Services has made
available table caddies on all the dining center tables with a slot that permits the distribution of notices
and announcements. The primary purpose of the Table Card Program is for housing and dining service to
communicate with customers. Non-CSU groups are not permitted to utilize the program. CSU affiliated
groups who wish to use this program will be required to follow the prescribed guidelines available at the
Office of Residence Life and obtain a “Distribution Permit” at Palmer Center in advance of placing their
ads. A final “copy on CARD STOCK” will need to be submitted in order to obtain the permit. Please
contact Residence Life for detailed guidelines.

Copying
Fast Print: Lory Student Center, (970)491-5034 - There is a full service copy center in the Lory Student
Center.

Website & Email
Obtaining an Organization Website
Registered student organizations can obtain a website through ACNS. Organizations are set up with a
special account, called a CWIS account, for Web services. ACNS provides the accounts, storage space,
and Web services, but does not provide end user support for authoring Web pages. More information is
available at: http://www.acns.colostate.edu/?page=web_services. To request a CWIS account, please
complete the WWW Provider Account Request Form on that page.

Note: A student organization’s faculty advisor must obtain the account on behalf of the student
organization. Whoever completes this form must be a full-time faculty/staff member at CSU.

For website guidelines and requirements, please visit the Graphic Standards website at:
http://graphicstandards.colostate.edu/index.asp?page=web_standards_guidelines. For more
information, please contact Joe Volesky at 491-3752 or joe.volesky@colostate.edu.




                                                                                                           26
Email Addresses for Student Organizations
To obtain an email for a student organization, the organization’s advisor must request a “secondary eID”
which is established by contacting the University Computing Help Desk and having a secondary eID
attached to the advisor’s primary eID. Once the secondary eID is established, the requestor (the advisor)
can go to the eID Modify website and change the secondary eID’s password. The username/password
can then be given to the appropriate person by the advisor after the password is changed. The advisor
retains full control over the password for the account which allows them to reset the password each
year should the student leave without telling the advisor the password.

For additional assistance, contact the Help Desk at: help@colostate.edu, 491-7276, the first floor of the
Morgan library, or see http://lib.colostate.edu/services/computers/technical-support.


Student Media
Print
Rocky Mountain Collegian, Lower Level of LSC

The Rocky Mountain Collegian, Colorado’s only daily student-run newspaper, relies upon news tips from
its readers for much of its coverage. The student editors make all decisions about editorial content and
try to work with campus groups and organizations that believe they have newsworthy story ideas.

Student groups may also write letters to the editor or opinion articles. The editorial staff reserves the
right to edit or omit letters that may be libelous, redundant, or too long to fit available space.
Submissions should be limited to no more than 250 words and need to include the author’s name and
contact information. Anony-mous letters will not be printed. E-mail letters to let-ters@collegian.com

Groups may petition to have space for guest columns. Guest columns are limited to one per semester.
Contact the Editorials editor at letters@collegian.com about guest columns.

The Collegian publicizes events in its “Campus Cal­endar.” The “Campus Calendar” forms are available at
the Student Media front desk. Completed forms may be dropped off at the Student Media front desk.
The deadline for submission is 5 p.m. two days prior to publication.

You may submit story ideas to the appropriate desk:

Phone
Editor-in-Chief (970)491-1688
Collegian Newsroom (970) 491-7513

Email
Collegian News: news@collegian.com
Collegian Entertainment: entertainment@collegian.com
Collegian Sports: sports@collegian.com
Collegian Design: design@collegian.com
Collegian Opinion: letters@collegian.com
Collegian Photo: photo@collegian.com
Collegian Blogs: blogs@collegian.com


                                                                                                            27
Display Advertising
       The Collegian provides special rates for registered student organizations for display
        advertisements. For a copy of the complete Advertising Rates, contact the Collegian at
        (970)491-1146 or stop by the Collegian office.
       Deadline is 4:00 p.m. two business days prior to publication. Earlier deadlines apply for special
        promotions and before holidays.
       Ad proofs are available upon request. Deadline for corrections is
       4:00 p.m. the business day before publication.

Classified Advertising
       Deadline is 4:00 p.m. the day before the publication.
       To qualify for the discounted rate, the ad must run three or more days.

Billing Procedure
Student organizations must pay with cash, check, or IO. Pre-payment is required.

Campus Television
CTV, Lower Level of LSC
CSU’s Campus Television is a student-run organization located in the Student Media complex. Watch
CTV on channel 11 weeknights live at 8:00 p.m. and on www.ctv11.com for updates all the time. Weekly
coverage includes CSU, local, state, and national news, CSU athletics and club sports, campus affairs,
local entertainment, and concert performances. For publicity of any event/activity, contact CTV one
week to 10 days in advance.
CTV Contact Information
Website, www.ctv11.com Email, ctvmgr@colostate.edu Main line, (970)491-0536


Radio
KCSU, Lower Level of LSC
KCSU is student-run, broadcasting on 90.5FM at 10,000 watts on a brand new digital transmitter. KCSU
is live 24 hours a day, 7 days a week, features new music and is live and commercial free. The station can
assist your club or organization by publicizing or covering events or information of note to the CSU and
surrounding community. KCSU is located within the Student Media Complex.

KCSU Free Publicity Options
  • KCSU Public Service Announcements: Every hour on KCSU, a student DJ reads public service
     announcements, which are managed by the KCSU News Director.
  • KCSU Live Remote: KCSU can broadcast live at any campus event or activity to promote your
     organization or club. (Please call 2 weeks in advance for scheduling.)
  • KCSU Student Organization Spotlight: A piece designed to raise awareness of a club or organization,
     usually through the president of that club or organization. This is handled by the KCSU Public
     Affairs Director.

KCSU Contact Information
News Dept/Dir.: (970)491-1474; KCSUnews@colostate.edu
Interviews/Program Director (970) 491-7611; program@colostate.edu
Public Affairs: (970)491-1474; KCSUpa@colostate.edu
Station Manager: (970) 491-7613; Station@colostate.edu


                                                                                                        28
University News Service
Communications & Creative Services, 271 Aylesworth Hall, (970)491-6432
If you want to publicize your event, program, or service using the Fort Collins/Colorado newspapers,
radio, or TV stations, contact the CSU Public Relations Office. The staff will help publicize official
University events if they are open to the public or of interest to the community at large. You should
contact the PR Office at least one month in advance of the event for information and details concerning
media coverage.

Posting in Academic or Administrative Buildings
Facilities Management, (970)491-0056
To post in academic or administrative buildings or outside you must comply with the guidelines below:
•Be sponsored by an official University agency or Registered Student Organization.
•Clearly display the name of the sponsoring group.
•Display an expiration date (usually the event date).
•Be removed within three days after the expiration date.
•All items posted inside academic buildings must be posted on bulletin boards with department’s
approval.
•Do not tape flyers to windows, walls, restroom doors, mirrors.
•The only outdoor areas approved for posting are the poster frames and bulletin boards on the Clark
Building’s exterior walls and columns.
•Please use masking tape as other kinds of tape are difficult to remove.
•Banners may be hung from the balcony on the west side of the Clark Building A-wing on a first-come,
first-serve basis


                              Grants and Funding Opportunities
Finding funding to support the numerous programs, events, conferences, and other activities designed
by student groups can be a significant challenge. The following pages give various funding options. The
SLiCE Office works in cooperation with ASCSU and other campus entities to provide financial support to
Registered Student Organizations.

ASCSU Student Funding Board
ASCSU’s Student Funding Board allocates a large portion of student fees throughout the year to support
student organizations and programming. The Student Funding Board’s primary purpose is to allocate a
portion of the ASCSU student fee to recognized student organizations for their campus events. Appli-
cations for funding should be submitted to the Student Funding Board via the ASCSU Director of Finance
(finance@ascsu.colostate.edu). For additional information and timelines please contact the ASCSU
Director of Finance at (970)491-5931 or visit the ASCSU website at www.ascsu.colostate.edu.




                                                                                                     29
Travel Grant
ASCSU, Vice President for Student Affairs Office, and University President’s Office have combined efforts
to provide financial contributions for a Travel Grant. Administered through SLiCE, this grant is designed
to support leaders of recognized student organizations and/or individual students to attend national,
regional or state conferences or meetings on academic subjects, contemporary educational issues, to
represent an academic interest, to present a professional paper, or for leadership development. No
Travel Grant funds are transferred to student organization accounts. Bills are paid directly from the
Travel Grant account. For more information on funding criteria or to complete an application, please
visit: http://www.slice.colostate.edu/funding.aspx.

Lory Student Center Diversity Grant
In an effort to establish a multicultural environment within the Lory Student Center, Campus Activities,
SLiCE and the Lory Center Governing Board collaborate to administer the LSC Diversity Grant through a
funding committee, which consists of students from the Lory Center Governing Board, SLiCE and
Campus Activities, and the general student body. Rent generated through the Flea Market spaces in the
Lory Student Center funds the Grants for Diverse Programming. For more information on funding
criteria or to complete an application, please visit: http://www.sc.colostate.edu/diversity-grant.aspx

Coca-Cola Campus of Character Beverage Grant
Each year as a part of the agreement between Colorado State University and Coca-Cola, soft drinks are
designated for support of events held by University organizations. Your organization’s event is eligible
for this program upon approval of the evaluation committee. Eligible events include those that support
CSU’s cultural and diversity efforts, promote a sense of community life at CSU, or promote University
service. For more information on criteria or to complete an application, please visit:
www.housing.colostate.edu/ramcard/beverage_grant.htm

Vice President for Student Affairs Parent’s Fund
The Parents Fund provides money to support wellness, leadership, community, and diversity activities
and programs as enriched educational opportunities for all Colorado State students. For more
information on criteria or to complete an application, please visit:
http://www.studentaffairs.colostate.edu/parents-fund.aspx.

Fundraising Opportunities
Flea Market
The Flea Market is located on the main level of the Lory Student Center and is a great opportunity for
CSU student organizations to fundraise and for information distribution. THERE IS NO CHARGE FOR
STUDENT ORGANIZATION VENDING TABLES. Use of the Flea Market is by reservation only by contacting
the Flea Market Office directly at (970) 491-1114, or by email lsc_fleamarket@mail.colostate.edu. The
Flea Market Office is located inside the Campus Activities suite in the Lory Student Center.

Bake Sales
For the protection of student organizations and those purchasing baked goods, the University has
specific guidelines and precautions that must be taken for selling baked goods as a fund raiser. If you
would like to sponsor a bake sale in the flea market, please obtain approval with Victoria Tenorio by
emailing your request to Victoria.Tenorio@colostate.edu. If you would like to host a bake sale outside
of the Lory Student Center, please contact Environmental Health Services at 970-491-6745 at least two



                                                                                                       30
weeks prior to the event. A full version of the EHS Bake Sale & Coffee Sale Policy is available at:
http://www.ehs.colostate.edu/WFoodSafety/Home.aspx under publications.


Fundraising Ideas

  •   Coffee/Donut Sale                •   Donations/Pledge                  •   Circus or Fair
  •   Banquets/Roasts                  •   Auction                           •   Finals Care Packages
  •   Bagel- Pretzel Sale              •   Service Auction                   •   Haunted House
  •   Fashion Luncheon                 •   Marathons                         •   Car Wash
  •   Candy Sale                       •   Sell Buttons                      •   Ad Book
  •   Garage/Rummage Sale              •   T-shirts                          •   Guess Beans in Jar
  •   Progressive Dinner Party         •   Bumper Stickers                   •   Membership Dues
  •   Bake Sale                        •   Unusual Items                     •   Used Book Sale
  •   Alumni Donations                 •   Plant Sale                        •   Benefit Dance
  •   Merchant-Sponsorship             •   Antique Show
                                       •   Holiday Bazaar


Fundraising Strategies
Developing a successful fundraising strategy allows organizations the opportunity to cover operating
expenses, complete projects and programs, and create a small cushion for the future. Many
organizations find that the success of their fundraising may be attributed to the following principles:
 Think Positively: As you begin planning for the year, think big - dream a little. Ask yourself, “If
    money were not an issue, what would the group do?” Feel free to use your imagination. Generally, it
    is easier to scale down your plans than to scale up at mid-year. After you have identified ideal
    activities for the year, you should begin to assess the feasibility of your goals in light of your
    resources. Although you have to look at these realistically, be positive - do not permit a lack of
    available funds to stop your plans.
 Establish Financial Goals: If you do not know where you are going, you will never know if you have
    arrived! When planning your organization’s budget, your budget of proposed expenses must be
    developed and reviewed against existing resources. The difference becomes your fundraising target.
 Develop Creative Fundraising Alternatives: Once you have established your fundraising target,
    identify potential sources of funds and develop creative ways to tap your resources. Successful
    organizations utilize multiple approaches to fundraising.
 Establish Your Fundraising Plan: Fundraising can’t be successful if left to chance. Answer the basic
    questions: Who? What? When? Why? Where? How? As you creatively explore various approaches
    to fundraising, it is important to balance costs with the risks involved. Once a financial plan is
    developed, write it down.
 Evaluate Fundraising Activities: To determine your level of success, maximize learning
    opportunities, and advise future leaders of your organization, it is imperative to evaluate your
    fundraising activities. This evaluation should include a qualitative analysis and conclude with
    recommendations for future fundraising activities




                                                                                                        31
       Fundraising Do’s and Don’t’s

                       Fundraising Dos                                                       Fundraising Don’ts
   Double work - sell t-shirts at a dance marathon                        Rely totally on dues
   Get donated supplies and services as much as possible                  Utilize the CSU trademarks without permission
   Keep records of everything you do                                      Allow funds to be controlled by an adversary
   Make the most of every opportunity - utilize multiple                  Allow fundraising to disrupt regular business programs of
    approaches                                                              your organization
   Have a goal                                                            Ask anyone to make a donation because you “need” the
                                                                            money
   Do your homework on immediate needs & goals
                                                                           Ask for a fixed price when a donation will do
   Get groups together before and after every event to applaud
                                                                           Expect too much from members
    successes and to determine what could be done differently
                                                                           Focus on cash – operational support such as phone usage,
   Use thoughtful planning
                                                                            typing services, etc. will also help minimize expense
   Think positively                                                       Have a fundraiser based on impulse – plan carefully
   Spend as little time as possible on fundraisers - they can really      Let the treasurer handle all the responsibility – spread it
    bog a group down                                                        around!
   Give donors something tangible for their donation                      Wait until the last minute for anything – be prepared!
   Make successful fundraisers annual events                              Forget to be creative, enthusiastic and have fun!
   Keep track of past supporters
   Watch for opportunities to build on others’ efforts
   Be energetic, creative, and enthusiastic!




       ASCSU’s Student Funding Board
       ASCSU’s Student Funding Board allocates a large portion of student fees throughout the year to support
       student organizations and programming. The Student Funding Board’s primary purpose is to allocate a
       portion of the ASCSU student fee to recognized student organizations for their campus events.
       Applications for funding should be submitted to the Student Funding Board via the ASCSU Director of
       Finance (finance@ascsu.colostate.edu). For additional information and timelines please contact the
       ASCSU Director of Finance at 970-491-5931 or visit the Student Funding Board Website at
       www.SFB.ColoState.EDU. The Student Funding Board meets Thursdays beginning at 5:15 p.m. in the
       Lory Student Center.

       The Student Funding Board is made up of 10 current CSU Students who oversee the allocation of funds
       to Registered Student Organizations. These 10 members are composed of 5 ASCSU Senators appointed
       by the Senate, 1 ASCSU Executive Member appointed by the current ASCSU President, and 4 at large
       members appointed through an application by the Student Funding Board Chair.

       Student Organizations can seek funding for expenses such as bringing a speaker or performance to
       campus, advertising for events, room rentals, equipment rentals, and putting on an event for the
       campus community. Applications for funding can be found at www.SFB.ColoState.Edu and should be
       submitted to the Student Funding Board via the Director of Finance, Finance@ASCSU.ColoState.edu, at
       least three weeks prior to an event for which the group is requesting funds below $4,999.99 and six
       weeks if the group is asking for $5,000-$20,000 for one event. Groups are encouraged to submit their
       requests earlier than the minimum required lead time.



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Requirements for Funding:
   • Read over the Student Funding Board (SFB) Bylaws for information regarding the funding
       procedure, funding guidelines, and the Student Funding Board operations. If you have questions
       or concerns please email the Student Funding Board Chair at Finance@ASCSU.ColoState.EDU
   • Your Student Organization must be registered through the SLiCE Office
   • The event must be open to all Students
   • The Student Organization must contribute 10% of the total funding request from another source
       if the event is Free to all students
   • The Student Organization must contribute 50% of the total funding request from another source
       if the event is NOT free to students
   • Student Organizations must submit the application located at www.SFB.ColoState.EDU to the
       Student Funding Board Chair at finance@ascsu.colostate.edu by Monday at 5:00PM to present
       to the Student Funding Board on Thursday at 5:15PM
   • A representative must come to the Student Funding Board meeting on Thursday at 5:15PM and
       present their funding request to the board

The Student Funding Board will review your Student Organizations request and evaluate it based on a
Viewpoint Neutral Criteria. The applications will be reviewed based on the following criteria:
    1.     The services and programs relation to the organization’s purpose.
    2.     The organization’s ability to effectively use the student activity fee.
    3.     The organization’s adherence to its planned budget and accountability for its expenses
           through the past fiscal year.
    4.     The ability of an organization to plan and effectively deliver their services.
    5.     The program’s potential for direct student involvement.
    6.     The effort and thought evidenced by the budget request.
    7.     The justification and clarity of the budget presentation by the organization.
    8.     The ability of an organization to generate revenue to support the organization’s activities.
    9.     The activities and programs are open to all fee paying students.
    10.    The number of students involved in the organization’s past activities.

The Student Funding Board CANNOT fund:
           • Awards, Trophies, & Prizes
           • Capital Expenditures
           • College Commencement Ceremonies
           • Contest Entries
           • Concessions
           • Damage Deposits
           • Decorations
           • Departmental Honor Nights
           • Donations
           • Flower & Floral Arrangements
           • Food or Beverages
           • Newsletters
           • Office Supplies
           • Raffle Tickets
           • Salaries


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            •   Scholarships
            •   Travel for Students
            •   Honoraria for CSU faculty & Staff

Expectations regarding funding
   • ASCSU will not fund requests from housing or recreational sports organizations.
   • Recipient groups must clearly state on all advertising, club promotion, and newsletters that are
       funded by ASCSU that their program is made possible in part by student fees allocated through
       ASCSU. The method of statement must be a logo as approved by the ASCSU marketing
       department. This is necessary so that all students may identify the activities they are funding
       through student fees, and any student organization that fails to include the ASCSU logo on all
       marketing materials shall be automatically suspended for a minimum of 15 academic weeks
       during regular academic semesters at the discretion of the SFB Chair.
   • A Banner promoting SFB’s funding will be provided to the organizers of the event for display at
       the event in a prominent place. Failure to do so will result in a minimum of 15 academic weeks
       during regular academic semesters at the discretion of the SFB Chair. Banners not returned
       within 3 school days to the ASCSU office will result in a $200 charge to the organization’s SOFA
       account.
   • All ASCSU allocations not spent 30 days after the event will be reverted back to ASCSU.
   • ASCSU prohibits the use of funds for any activities prohibited by federal or state law.
   • Proselytizing is expressly prohibited at any ASCSU funded program, and any education or
       cultural program that will include sectarian content must include a recognized educational
       expert in the content field in order for the program to be considered by the Board.
       ASCSU allows the charging of admission of CSU students only when the more than 50 percent of
       the program’s cost and associated advertising is not funded by ASCSU. In almost all cases, the
       Campus Information Box Office must be used to charge admission, and violations will result in
       an automatic suspension. Exceptions to this must be approved by the Chair of SFB. ASCSU
       strongly encourages the charging of admission to non-students to attend fee-funded programs.
       Anytime students are charged, they must receive a discounted price over the cost for non-
       students. Forecasted ticket revenue cannot be counted as co-sponsorship.
   • Organizations receiving more than $10,000 must have funds approved by Senate the
       Wednesday following the Student Funding Board hearing.
   • No ASCSU monies can be spent on raising funds for appropriation to any entity which is not a
       student organization or not under the express control of CSU, and we will not allocate funds for
       fundraisers or fundraising associated activities that are intended to benefit an entity outside of
       the student organization. All Ticket revenues are required to go through the Campus
       Information Box Office and the organization’s Student Organizations Financial Account. These
       ticket revenues will be reverted to ASCSU up to the amount allocated by the Student Funding
       Board.
   • All organizations MUST complete an event evaluation to become eligible for funding in the
       future.

Please Note:
    • It is the responsibility of each group’s treasurer and officers to adhere to the club’s budget and
        to all pertinent funding guidelines.
    • Each organization must keep up-to-date and accurate records of the organization’s fiscal
        activities.



                                                                                                       34
    •   Failure to comply with any of the funding rules may result in freezing of ASCSU funds, revocation
        of club funding, and/or the suspension of an organization’s eligibility to request funds from the
        Student Funding Board.
    •   The Student Funding Board cannot retroactively fund an organization unless fault for the
        delayed request is determined by the Board to be outside of the organization’s control.
    •   The above is an abridged version of the Student Funding Board Bylaws. Full knowledge of the
        bylaws is the responsibility of the requesting organization. A liaison from the Funding Board
        shall be available to assist organizations in developing budgets and preparing for presentation to
        the Board upon the request of the Student Organization. The unabridged version of the Student
        Funding Board Bylaws is available at: www.SFB.ColoState.EDU



                  Student Organization Financial Accounts

Financial Policies and Procedures
Registered Student Organization’s Finance Management
Colorado State University’s registered student organizations may maintain both a Student Organizations
Financial Account (SOFA) in CSU’s SLiCE Office and an account with a non-university financial institution.
Student organizations must inform the SLiCE Office staff, in writing, if they wish to maintain or open a
non-university financial account. Any monies deposited into a SOFA are considered State money
(regardless of where the money originated) and must be spent per State rules and regulations. No
University allocated funds may reside in a non-university financial account.

    1. The SLiCE office is prohibited from processing financial transactions for entrepreneurial business
       or for-profit businesses or commercial enterprises.

    2. It is expressly prohibited to use funds for any activities prohibited by Federal or State law,
       including, but not limited to, the following:

        a. Colorado Revised Statute 1-45-117 provides, among other things, that state money cannot
           be used to fund political campaigns involving the nomination, retention or election of any
           person to any public office. The statute also prohibits the use of state money to urge
           electors to vote in favor of or against any state-wide or local ballot issue, referred measure
           or measure for recall.

        b. The Constitution of Colorado, Article IX, Section 7, prohibits the expenditure of State funds
           for any sectarian purpose. An activity with a sectarian purpose would include, for example,
           the activities of worship, devotion, prayer, meditation, or a religious service.

Maintaining a Non-University Account
Student organizations must inform the SLiCE office staff in writing if they wish to maintain or open a
non-university financial account. Non-university financial accounts would be used for self-generated
monies. Absolutely no University allocated funds can reside in a non-university financial account.

Student organizations should not use Colorado State University’s name in the title of the account. It is


                                                                                                           35
strongly recommended that student organization members communicate with vendors that they are not
acting on behalf of CSU. Because funds in SOFAs are overseen by University employees, it is less likely
that financial mismanagement will occur with organizational funds. For example, the SLiCE office
requires two signatures on all requests for financial transactions and files taxes on your organization’s
behalf. Therefore, the following are recommendations for student organizations choosing to maintain a
non-university financial account:
    1. Require two signatures for each check written.
    2. Determine, in advance, who will be responsible for any insufficient checks that have been
         written.
    3. Ask your faculty/staff advisor to be one of the authorized signers on the account.
    4. Require your members to complete a request to spend funds, and keep these requests on file
         for any questions regarding funds being spent.
    5. Change signatures on the account immediately after the new officers are elected. (This will
         insure that these officers have access to the groups’ funds.)
    6. Make sure that if a personal social security number was used, the tax identification on the
         account is changed when that person leaves the group.
    7. Balance and transfer the account when new officers take term.

The SLiCE office staff members and Colorado State University accept no liability for non-university
financial accounts. The staff cannot monitor or enforce State rules and regulations on non-university
financial accounts. Please be aware that the off-campus banking institutions will require a tax I.D.
number, (501C(3)), or an individual’s social security number to open an account.

Student Organizations Financial Accounts (SOFA)
Registered Student Organizations may apply for an on-campus account, maintained in the SLiCE office,
known as a Student Organizations Financial Account (SOFA). The registered student organization must
meet with a SLiCE accountant before an account can be created. The account application form is
submitted by SLiCE to CSU’s Business and Financial Services for approval. This process may take up to
three weeks. SOFAs are available for transactions that support and enhance the educational and cultural
nature of the University.

Account closures will be processed only if the student group does not complete the registration process
and has no activity in their SOFA account for two consecutive fiscal years. Any funds that remain in the
account will be transferred to the “Student Organization Resource Room” account for supplies to be
purchased and used by all registered student organizations. At this time the funds cannot be
transferred to an off-campus checking account.

Student organization funds obtained from ASCSU, Flea Market, University academic departments or any
other State monies must be maintained in a SOFA. Under no circumstances may any state-budgeted
monies reside outside of a University assigned account.

Deposits to a SOFA
Be sure to deposit funds in a timely manner. Amounts over $500 must be deposited immediately upon
receipt. Endorse checks as soon as they are received with the student organization’s name to ensure
that the check will only be deposited to the group account. Deposits for SOFAs can be made Monday -
Friday, 8:00 a.m. to 5:00 p.m. Checks received over 90 days old will be returned to the group.




                                                                                                        36
Balancing and Keeping Financial Records
Colorado State University has installed a new financial reporting system named Kuali. Reports such as
monthly statements are in the process of being designed. The accounting staff will send out these
monthly statements when they become available. In the meantime, please ask one of the SLiCE
reception staff for your account balance. If the accountants are unavailable, please leave your email
address with the front desk staff and your account balance will be sent.

As mandated in State rules and regulations, organizations that have self-generated funds (funds not
received from ASCSU) will be expected to spend these funds during the current fiscal year (ending
June 30) of which they were deposited. If funds were raised for an organizational event to be held
during the next fiscal year, a formal budget must be on file with the SLiCE Office.

At the end of the academic year, the treasurer and SLiCE accounting staff will reconcile the account.

Fiscal Responsibility
The SLiCE office will not approve expenditures that put a SOFA in the deficit. When student
organizations are planning events/programs, it is critical that all expenses incurred can be paid with
previously deposited and secured funds. The SLiCE office staff will not approve expenditures based on
estimated revenue.

Financial Liability
Organization members could be held personally liable for any financial commitments, both verbal and
written, made in the name of the organization if the organization is unable or refuses to remit payment
for an outstanding debt.

Sport Clubs
Sport Clubs are registered as student organizations through the Student Leadership, Involvement, &
Community Engagement office; however, they are advised and their financial accounts are maintained
by the Campus Recreation staff. Thus, Sport Club financial policies may differ from general student
organization financial policies. Student organizations seeking Sport Club status must be approved by
the Assistant Director of Sport Clubs and the Sport Clubs Governing Board. Sport Clubs do not have
access to ASCSU controlled funds; however, they are eligible for funding through the Sport Club
Budget Committee. Clubs may also request money from the Sport Club Association’s supplemental
fund for travel to national or regional tournaments/events.

Making Purchases
To make a purchase with funds from SOFAs, two different signatures are required on a “Request for
Financial Document Form” along with appropriate documentation to justify any purchase. Cash
withdrawals from a SOFA are not allowed.

Types of Documents
    1. DV – disbursement voucher – under $5,000 off-campus purchase (a 10 day turnaround time for
       approvals) – must have an invoice, a contract, or paid receipt to request a DV.
    2. IO – internal orders – on-campus purchase (Collegian, Bookstore, Lory Student Center, etc) (a 4
       day turnaround)
    3. PO – over $5,000 and some service payments (turnaround time is at least 4 weeks). POs are
       routed and approved by the Purchasing Department. We need 3 written quotes (not invoices),


                                                                                                         37
       on company letter head, from 3 different companies. Purchasing makes the determination who
       will receive the approved bid; no verbal agreements may be made with any company before this
       determination. No after-the-fact purchase orders will be processed by the SLiCE office. All
       paperwork must be pre-approved before the event takes place.
    4. PCard – Purchasing Card – a University authorized credit card available to trained officers of
       Registered Student Organizations to make purchases related to organizational business.

Internal Orders (IO)
Purchases made by Registered Student Organizations with SOFAs to CSU entities require Internal Orders
or IOs. An IO is used to pay on-campus vendors such as Instructional Services, Printing and Publications,
Events Planning Office, CSU Police Department, Facilities Management, etc.
    1. To request an IO, complete a Request for Financial Document Form, including all necessary
        information or documentation, and log the request into DV/IO log book located in the SLiCE.
    2. Request will be processed and approved within four business days.
    3. A student organization with a SOFA may utilize Copy Rite and the CSU Bookstore, and Ramtech
        by picking up an authorization form from the SLiCE office.
             a. The request form will be stamped for approval by the accounting staff after the student
                 organization account has been verified for sufficient funds.
             b. Groups may no longer direct charge their SOFA accounts at these locations.
    4. For student organizations without a SOFA, on-campus entities will accept direct payment
        (except for Motor Pool which will only accept IOs for payment).
    5. If a student organization without a SOFA wishes to utilize Motorpool services, the SLiCE office
        will issue an IO for the group.
             a. The SLiCE office requires an official Motorpool trip estimate, one check for that
                 estimated amount and a second check (deposit) for 25% on the total trip amount.
             b. The deposit will be held in the SLiCE office vault and only deposited if additional monies
                 are owed to Motorpool, otherwise the check will be returned to the student
                 organization.

Disbursement Vouchers
Purchased made by Registered Student Organizations with SOFAs to non-CSU entities, including on-
campus business partners, require a Disbursement Voucher or DVs.
    1. For purchases under $5,000, student organizations must complete a Request for Financial
       Document form and submit it, along with an invoice or contract to SLiCE at least ten days before
       the purchase will be made.
    2. After completing a Request for Financial Document Form, and attaching the required
       documentation, log the request into DV/IO log book located in SLiCE.
    3. Request will be processed and approved within ten business days.
    4. The DV will be available within 10 days after it was submitted and logged.
    5. Always ask the vendor for invoice for goods being purchased.
    6. For purchases of $5,000 or more, requests must be submitted at least four weeks in advance of
       the needing the purchase order.
           a. Purchases over $5,000 must be routed from the SLiCE office through the University’s
               Purchasing Department.
           b. Three bids must be obtained in writing (no invoices) from three companies and
               submitted with a document request form.
           c. This process takes a minimum of four weeks. No order, written or verbal, may be placed



                                                                                                       38
               until a purchase order is received from the University’s Purchasing Department.
            d. Do not sign or verbally agree to a contract - you could be personally liable for payment.
            e. If only one company can supply the group’s needs, a sole source justification is needed.
            f. If an organization does not select the lowest bid, reasoning is needed in writing to SLiCE.

Purchasing Card (PCard)
The SLiCE office offers a credit card option for making purchases in-store and online.

PCard Policy
    1. ONLY CURRENTLY REGISTERED STUDENT ORGANIZATIONS WITH A SLiCE SOFA CONTAINING
        SUFFICIENT FUNDS TO COVER PURCHASES WILL BE AUTHORIZED TO USE THE PCARD.
    2. Only those authorized can use the PCard.
              a. Authorized users are those identified as Registered Student Organization officers who
                 have been trained on the use of the PCard.
              b. Two signatures are required from authorized users on the PCard request form before a
                 purchase can be made.
              c. Authorized user cannot check out the card and then share the card with anyone else.
    3. The personal use of the PCard is a violation of the State of Colorado law. Unauthorized
        purchases may be prosecuted by proper authorities.
    4. University will take any recovery action deemed appropriate and permitted by law (demand
        for reimbursement, disciplinary action, etc).
    5. Users who receive a PCard use violation may lose their privilege to use the card. All violations
        will be handled with the SLiCE office and the Procurement & Contracting office.
    6. The PCard and receipts must be returned to our office before the end of business. If the card is
        not returned to the SLiCE office by 5:00pm of the same day it was checked out, it will be
        reported lost or stolen unless prior approval has been given for an extension.
    7. When the receipt is returned to the SLiCE office, it must be detailed and there can be no sales
        tax charges.
              a. If a receipt does not contain complete detail of all purchases, it is considered a violation
                 of the PCard policy. The registered student organization may lose its PCard privilege
                 based on this violation.
              b. If receipts are mailed with items ordered online, they must be returned to the SLiCE
                 office within 24 hours, or payment for item will be disputed and this will be considered a
                 violation.
    8. The PCard may not be used for purchases related to travel. Examples include: airline tickets,
        car rental, gas, and hotel.
    9. The PCard may be used to pay for rooms at the Hilton of Fort Collins for visiting speakers.
        Special paperwork must be completed. See SLiCE accounting staff for further information.
    10. The following items cannot be purchased with the PCard: alcohol, flowers, gift certificates,
        gifts, gas, prizes, food, and all items considered for personal use.
    11. No purchase related to travel, i.e.: airline tickets, car rental, gas, or hotel room reservation.
    12. If items purchased are damaged or didn’t meet expectations, please see the SLiCE staff to work
        on refunding your account and completing proper documentation.

Process to request the PCard for In-Store Purchases
    1. Complete the PCard Request for Financial Document form.
    2. Place request into log book located at the SLiCE reception desk.
    3. Request will be approved within 2 full business days.



                                                                                                          39
    4. If approved, the authorized user must sign out the PCard and Authorization Card with the SLiCE
       accounting staff.
    5. The PCard and detailed receipt(s) must be returned to the SLiCE Office by 5:00 p.m. of the same
       day it was checked out.
    6. Authorized users must request special approval to check out the PCARD overnight or over the
       weekend.

Process to request the PCard for Online Purchases
      1. Complete PCard expenditure request form and attach print out of online purchase to be
         made.
      2. Log request into PCard log book.
      3. Request will be approved within two working days of the time the document was logged in.
      4. SLiCE staff will make assist you with the online purchase once your document has been
         approved.
      5. Student groups will be notified when items have been delivered to the Lory Student Center.
         You will have two business days to pick up item(s) or item(s) will be shipped back and
         automatically charged to your on campus account.

Personal Reimbursements
Before spending your personal funds, please check with SLiCE accountants to see if the item you are
purchasing is an allowable expense for reimbursement.
    1. Original receipts, clearly marked “paid” must be turned in for reimbursements. If not clearly
        marked “paid” by the vendor, a copy of the cancelled check or credit card statement will be
        needed.
    2. No third-party reimbursements are allowed. (Payments to others for services rendered,
        honorariums, DJ payments, catering, etc.) The University must pay for all services directly to the
        payee, due to strict IRS regulations.
    3. Personal reimbursements may not exceed $1,000.00. Please do not spend personal funds
        unless approved by the office accountants.
    4. Please verify if students are employees of the University as a special process must be followed
        to reimburse them.
    5. Food and drinks served must be detailed on all restaurant receipts – tips cannot exceed 20%.
    6. If payment is made by credit card: detailed receipt and the credit card receipt are required.
        Some establishments may have this information on one receipt.

Purchasing Gifts and Prizes
Per State rules and regulations, the purchase of prizes, gifts, and gift certificates, gift cards and flowers
are not allowed. When you want to thank or recognize someone, the following are allowable
expenditures: make a certificate of appreciation; purchase a reasonably priced engraved plaque; or
take a collection from your members to use for the purchase or gift.

Awards
All awards, regardless of purpose or recipient, must be given only in recognition of acts or achievements
clearly benefiting the University and must be requested through a written statement along with a
Request for Financial Document form. Before submitting a request to purchase an award, please
determine whether the receiver of the award is an employee of CSU or has been an employee in the last
year. (Please state this information on the “request for financial document” form. Be sure the written
request includes the following:


                                                                                                            40
    1.   The purpose of the award
    2.   The criteria for eligibility
    3.   The selection procedures
    4.   Name(s) of recipient(s)
    5.   Student or non-student status of recipient.

Alcohol
SLiCE does NOT allow SOFA monies, either allocated or self-generated, to be used for the
purchase of alcohol. This includes alcoholic drinks for speakers/performers.

Restricted purchases
The following purchases have restriction placed on them due to state rules and regulations for spending
money. Some items are prohibited from being purchased, while others have guidelines that limit the
purchase. For questions regarding the following list, please contact the SLiCE staff.
     Alcohol
     Gifts, Gift certificates, & Gift Cards
     Prizes
     All types of cards such as Hallmark greeting cards
     Flowers (centerpieces are allowed if clearly marked on invoice)
     Furniture
     Office supplies – can only be purchased through CSU Bookstore or Corporate Express.
     Printing – must be done through CSU‟s Printing & Publications Dept. and Copy Rite unless a
        waiver has been obtained beforehand from Printing & Publications.
     Banners – must use Printing & Publications or licensed vendor, Sign-A-Rama.
     Computers – CSU has a contract with Dell.
     Payments to employees of CSU for services are restricted.
     Deposits or prepayments are not paid by the university.
     Freight charges may not exceed $250.00 unless a purchase order has been requested in
        advance.

Contracts
Do not sign or verbally agree to a contractual agreement, as you could be held personally liable for the
payment. No contracts are considered binding to Colorado State University until they have been signed
by the authorized University signature. All lodging, airfare, ground transportation and meals are paid
through an honorarium. SLiCE will NOT arrange travel for incoming speakers; performers must make
their own arrangements and are compensated through the honorarium payment.

Registered Student Organizations requesting to pay performers for entertainment, speaking
engagements or other services, from a SOFA account are required to use the authorized CSU
Performance Event Contract when payment exceeds $1,000. Please access the most current contract at:
http://contracts.purchasing.colostate.edu/pages/cmanual/ColoradoStateUniversity-ContractsatCSU.asp

Please Note for that the SLiCE office reserves the right to require a performance/event contract for any
dollar amount or vendor/performance.

Registered Student Organizations wishing to pay a performer from a SOFA may use the following
process if payment is under $1000:



                                                                                                       41
    1. Complete a Request for Financial Document Form
    2. Attach a typed memo that states the following information about your performer:
           a. current mailing address
           b. social security number/tax ID number
           c. dollar amount to be paid
           d. a description of the services that were provided including date/time/location
    3. Attach a flyer/poster advertising used to market the event
    4. Attach a current W9 form to pay the performer.


Foreign Nationals Payments
Colorado State University will not issue a payment to a resident of another country (a foreign national)
until the University’s Foreign Tax Administrator has been contacted and the required paperwork has
been completed. Once the Foreign National Information Form has been completed and submitted, it will
be determined if the individual will be required to meet with the CSU Foreign Tax Administrator. Do not
submit a Performance Event Contract or make a verbal agreement with a foreign individual without
consulting the Foreign Tax Administrator for any potential income tax withholding requirements. Once
approved, payment may take up to six months. The following information is needed:
    1. Does the traveler have a U.S. Social Security Number (SSN) or Individuals Identification Number
         (ITIN)?
    2. On what type of visa is the traveler entering the U.S. and how long will he/she be here?

The Foreign National Information Form will need to be completed online. Completing and submitting
the information form prior to the visit can help speed up payment process. The form can be found at:
http://busfin.colostate.edu/tax.aspx. Select the “Foreign National Information Form” and follow the
instructions to complete the form. The CSU Tax Office staff will determine if the person is a resident of
the U.S. for tax purposes or not. If he/she is not a resident, income tax will be withheld from the
payment to the individual. Treaty benefits may apply, depending on where the individual resides.

The University’s Foreign Tax Administrator is Matt Wills. He can be contacted at 970-491-3538 or
Matt.Wills@colostate.edu.

Employee Payments
University employees, including students, cannot be paid for services. Please ensure that
individuals are not employees before agreements are made.

Tax Exemption
Colorado State University claims tax-exempt status as a political subdivision of the State by virtue of
Section 115 of the Internal Revenue Code of 1986. Registered Student Organization, with a SOFA, may
use the tax-exempt number when making purchases with University documents and Pcards. Any other
use of this number must be approved by the Office of Advancement Services prior to the purchase.

Registered Student Organization with non-university financial account must apply for tax-exempt
status with the Tax Division of the State of Colorado. To seek out a tax exemption number, visit the
Internal Revenue Service website (www.irs.gov) and select the application for exemption. University
employees are not allowed to give out any tax advice. Please refer to the IRS website’s frequently
asked questions and instructions for more information.



                                                                                                        42
Sales Tax
University policy states that sales tax needs to be collected on tangible merchandise sold. The current
sales tax rate is 6.70%. Your student organization needs to collect tax on those sales of goods which the
organization either purchases outright for resale or produced for resale (i.e., T-shirts, bake sales, plants,
bumper stickers, hats, etc.). Sales tax does not need to be collected on dues, ticket sales, entrance fees,
and services.

Other Financial Resources and Support
Change Fund
The SLiCE office has a change fund, which may be used to make change for an event or fundraising
activity. Organizations must order the change fund two days in advance of their event. If the change
funds issued are not returned to the SLiCE office within 24 hours, the student who has signed for the
funds will be held personally liable. The charge will be made to their student account and could be
subject to a 1.5% late charge. Change funds may be issued over a weekend if the event is in the Lory
Student Center and appropriate security has been arranged to keep secured funds safe.

Donations/Solicitation
Since many community and corporate donors are repeatedly solicited by campus organizations,
departments, and colleges, it is mandatory that all student organization fundraising efforts be cleared
through the SLiCE office and approved by the Director of Development. Fundraising includes but is not
limited to: solicitation of money and/or goods, working at a business, sporting events/tournaments, etc.
If necessary the SLiCE office will supply the necessary solicitation forms after approval is received. Please
allow at least one week for completion of the approval process.

If student organization members wish to have CSU receipt businesses for their donations, the student
organization must have a SOFA. Donations received (monetary and tangible items) must be processed
through the SLiCE office in conjunction with the Colorado State University Foundation office. The CSU
Foundation is a nonprofit organization created to receive, manage and invest gifts for the benefit of the
University. Not all gifts are tax-deductible by law; therefore, a tax receipt is not always issued to the
donor. All donors, however, should be acknowledged in the form of a thank-you letter facilitated by the
student group that solicited the gift. Expressing any opinion to the donors about the tax deductibility of
their gift is strictly prohibited. Do not provide tax deductible information in your letter to the business.
All receipts sent to the business will include the appropriate information required by IRS. Any gift or
product received by the donor in return for their gift must be disclosed with the fair market value within
your solicitation.

The solicitation form (for cash and non-cash gifts) provides the University with the information needed
to accurately receipt and/or acknowledge gifts, so it is imperative that they are completed. Incomplete
forms will not be accepted and will be returned to the group.
All non-cash gifts require substantiation/validation of the fair market value by the donor. The SLiCE
office staff will seek out the proper channels to provide assistance with gifts valued at more than
$5,000. The Office of Development and Advancement Information Services (491-4939) can provide
additional assistance with gifts to the University. With any non-cash gift of $5,000 or less, the donor
must substantiate/validate the fair market value of the gift by signing the donation form.

Student organizations are not allowed to solicit any Division of Student Affairs offices for co-
sponsorship of programs. All co-sponsorship requests should be submitted to the Vice President for


                                                                                                           43
Student Affairs office.

It is critical that student organization officers/advisors contact the SLiCE office prior to any marketing
materials being printed and distributed for a fundraising event. Any solicitation must be processed
through the appeal code process. At this point the materials will be reviewed for completeness,
grammar, consistency of the message with University guidelines and will be added to the solicitation
calendar. The required form can be found at https://advancing.colostate.edu/csu.asp?DAIS/GP. Please
send your solicitation materials and your response form for review for authorization before printing.

Making Donations from a SOFA
State rules and regulations do not allow any State monies to be used for donations to outside
entities. If a student organization wants to conduct a fundraiser for an outside entity, individuals
donating should make checks payable to the benefiting organization or deposit the funds into a
non-university financial account.



                                                                                              Travel
General Travel Policy
All students are permitted to travel in association with the business of their registered student
organization(s). As representatives and ambassadors of Colorado State University, students are
expected to behave in an appropriate manner at all times. Drivers and passengers are expected to
follow University policy and federal, state, and local laws.

Both the State of Colorado and The University place many stringent regulations on the use of student
organization money for Travel and expenses related to travel. Registered Student Organizations
planning a trip are encouraged to consult with the Student Leadership, Involvement, & Community
Engagement (SLiCE) Office at least one month in advance to prepare for purchasing airline tickets and
vehicle rental.

All travel must be authorized in advance by the student organization’s faculty/staff advisor and/or sports
coordinator, documenting the benefit and its relation to the primary purpose of the University.

Registered Student organizations must have a duly authorized Colorado State University representative
traveling with them in any of the following circumstances:
     1. The duration of travel is greater than 24 hours, or
     2. They are traveling out of state (except to Cheyenne or Laramie, WY).
Authorized University representatives are full-time faculty, staff members (administrative/ professional
or state classified), or graduate assistants. In some cases, duly authorized representatives may be an
officially appointed coach or trip coordinator.

Liability
Duly authorized University representatives may be provided liability protection if the use is consistent
with their responsibilities. The state may provide liability protection on the use of Transportation Ser-
vices (Motorpool) vehicles if the student(s) driving are “authorized volunteers” (State Statue CRS 24-10-
101 et seq) and the use is consistent with the destination and purpose of the documented travel. While


                                                                                                         44
a Registered Student Organization in itself cannot be an “authorized volunteer,” individual members
may be classified as such if their travel meets all criteria of this policy. The statute requires compliance
with three important factors to qualify as an authorized volunteer. The individual(s) driving must in all
cases be acting:
    1. At the request of the University,
    2. Under the control of the University, and
    3. For the benefit of the University.
Authorized volunteer forms are available in the Student Leadership, Involvement, & Community
Engagement (SLiCE) office and Recreational Sports Office or on individual office websites.

No state liability protection is provided for any personal or other unauthorized use of a vehicle. Thus,
even if the vehicle is being used primarily for an authorized purpose, protection does not exist for any
deviations from the designated purpose or authorized destination(s). Furthermore, no such protection is
afforded when any use of a vehicle involves willful and wanton behavior, such as driving recklessly or
under the influence of alcohol or other substances that impair judgment.

State-owned vehicles may not be used:
    1. For religious or political use.
    2. For personal or non-state employee business.
    3. For personal benefit of any individual.

Use of Personal Vehicles
Students are discouraged from taking personal vehicles on University-related trips. If a Registered
Student Organization chooses to travel in personal vehicles, a Travel Authorization form must be
completed and approved by The SLiCE Office or the Recreational Sports Office (Revised June 2002).

Travel Expense
Traveler (s) wishing to spend money from a SOFA must complete a Pre-trip Travel Form at least one
month prior the trip to authorize the travel. Travel expenses must be submitted within one month of
the trip’s completion along with a Post-Trip Travel Form.


To Spend Funds for Travel from a SOFA
    1. Download a Pre-trip Travel form, available at: http://www.slice.colostate.edu/travel.aspx.
           a. Complete the form in its entirety – Please do not leave information blank, as CSU’s
               travel system requires this information.
           b. Estimate pre-trip expenses as accurately as possible.
    2. Download a “Request for Financial Document” at: http://www.slice.colostate.edu/documents-
       and-forms.aspx.
           a. Complete the Request for Financial Document with the specific expenses to be covered.
           b. NOTE: Purchasing Airfare has specific stipulations
           c. Attach the Pre-trip Travel form and submit it to the SLiCE Office or e-mail it to
               Diana.saylor@colostate.edu.
    3. During your trip, obtain and keep receipts of all expenses, such as hotel, airline stub, shuttle,
       parking, meals, etc. The University reimburses for mileage, not gas, so maintain a log of miles if
       applicable. You must have the original receipts to be reimbursed.
    4. Upon completion of the trip, download the Post-trip Travel Form available at:
       http://www.slice.colostate.edu/travel.aspx.



                                                                                                           45
            a. Complete the Post Trip Travel Form in its entirety
            b. Attach original receipts to the Post Trip Travel Form
            c. Submit the Post Trip Travel Form and original receipts to the SLiCE Office,
            d. Reimbursements for travel-related expenses (tolls, parking, mileage, etc.) can take up to
               30 days to be paid.
            e. NOTE: This must be completed within seven days of returning from a trip. In accordance
               with Travel Office policy, paperwork not completely routed through the Travel Office
               within 30 days of the date of travel will not be paid. If the traveler is an employee of the
               University, s/he will be contacted to come in and sign a travel document after it has
               been entered into the system.

Purchasing Airfare
If using funds from a University account, airline tickets must be purchased in advance through a state-
approved travel agency. Approved agencies include: Frosch Travel or New Horizons Travel.

PLEASE NOTE: Airfare cannot be reimbursed.
To purchase airfare:
       1. Download a Pre-trip Travel form, available at: http://www.slice.colostate.edu/travel.aspx.
       2. Complete the form and email it to Diana.Saylor@Colostate.edu.
       3. Contact an approved travel agent and determine an itinerary for the trip.
       4. Have the travel agent email the itinerary to Diana.Saylor@colostate.edu.
       5. After approval, a travel voucher is created and the travel agent will be contacted to ticket
           the airfare.
       6. Upon completion of the ticketing, travels will receive an email confirmation with their ticket
           information.

Speaker/Performer Travel
Travel costs for guest speakers and performers are to be included in their honorarium contracts and
they will make their own travel arrangements.
Note: This means speaker/performer will pay for their travel accommodations upfront.



                                                                   Peaceful Assembly
Congress shall make no law respecting abridging the freedom of speech, or of the press; or the right of
the people peaceably to assemble, and to petition the government for a redress of grievances. - First
Amendment to the Constitution of the United States.

Peaceful assembly at Colorado State University is an acknowledged right, as published in the General
Catalog. This flyer has been produced to help educate University and Community members about both
the general policy as well as specific University policies and procedures related to assembly. In addition,
a paraphrase of laws relevant to rallies, demonstrations, and gatherings has been included.


General Policy
The University acknowledges the right of students and others to assemble in groups for peaceful
purposes. At such gatherings, the University expects the rights and privileges of all persons to be


                                                                                                          46
respected and that there will be no endangerments to health or safety. Such gatherings must in no way
disrupt the normal conduct of University affairs or endanger University property.

The University may, consistent with the Constitution, establish reasonable regulations regarding the
time, place and manner in which persons exercise their free speech rights to the extent necessary to
prevent disruption of the normal conduct of University affairs or endangerment of health and safety of
persons or damage to property. Accordingly persons planning such assemblies on University property
are strongly encouraged to coordinate their activities and plans in advance through Lory Student Center
Event Planning Services. This coordination is requested so as to help ensure the success of the assembly,
prevent disruption of normal University educational activities and to avoid endangering the health or
safety of persons or damage to property. The sponsoring individual or group must assume responsibility
for compliance with all state and local laws and University policies. Assistance from staff is available to
help plan such events, and the assistance of the Colorado State University Police Department may be
requested to help with traffic or crowds.

Any activity by demonstrators or groups which interferes with the rights of others, disrupts the normal
functioning of the University, damages property, or endangers health or safety may be immediately
suspended and/or removed from University property. In addition, such actions may also be the basis for
University disciplinary action and/or criminal charges by law enforcement authorities. Demonstrations
are prohibited in any special-use facility, classrooms, or in any instance which interferes with
educational functions. Demonstrators refusing to vacate premises upon request are subject to
immediate temporary suspension and arrest under applicable municipal and state laws.

Some Specifics To Consider
Location
The Lory Student Center Plaza has been designated as the primary "Public Forum" space for Colorado
State University--open to all individuals for the purpose of free speech. To avoid conflicts in the use of
space and to ensure the safety of the campus community, the University does not allow for the setting
up of any structures, including, but not limited to, tables, booths, displays, etc. on the Plaza without the
permission of Lory Student Center Event Services. The physical parameters of the Plaza include: the
south boundary of the Plaza is the northern most edge of the paving stones. The west and east
boundaries are the stone seating walls. The north edge of the boundary is to the edge of the stairs on
the north end.

Please contact the Assistant Director of the Student Leadership, Involvement, & Community
Engagement Office if free speech assemblies are desired at locations other than the LSC Plaza so that
assistance can be provided in ensuring the success of the assembly, avoiding scheduling conflicts, and
protecting the safety of the campus community.

To reserve space on the Lory Student Center Plaza, contact Event Planning Services at least 14 days in
advance of the event. Reservations are made on a first-come, first-served basis. Entire Plaza reservations
are limited to registered student organizations and campus departments and are restricted to 3 days
total per semester.

It is the responsibility of the sponsoring organization to contact the Colorado State University Police
Department at least 14 days before the event to determine if security arrangements and/or traffic
control are necessary.



                                                                                                          47
Groups that have not reserved the Lory Student Center Plaza for Peaceful Assembly may be asked to
reschedule based on the University's ability to safely support the event.

If students have concerns about the decisions made by Event Planning Services, they can ask that the
decision be reviewed by the Assistant Director of Student Leadership, Involvement, & Community
Engagement Office.

Amplification
Amplified sound on the LSC Plaza is permitted during normal office hours of EPS (7:45 am – 5:00 pm, M–
F) and a reservation through EPS. Sound levels are not to exceed 100 dB measured 24 inches from any
PA speaker, and 80 dB at any building perimeter. For additional information please consult the policy
guide.

Signs, Placards, Etc.: Paper and/or cardboard signs are encouraged. Chalking is allowed on the horizontal
concrete ground (not on paving stones or walls of the Plaza) and must be at least 10 feet away from any
entrance of the Lory Student Center. For public safety concerns the following are not allowed without
the express approval of the Lory Student Center Event Planning Services: wires, rope, chains, and any
object that might injure one’s self or others.

Amplified sound is permitted in designated areas within the LSC with prior approval of Lory Student
Center Event Planning Services (EPS). Amplified music levels within the LSC are not to exceed 95 decibels
(dB) when measured 24 inches from any PA speaker and 80 dB at the room's perimeter. Allowable
amplification levels may differ in some areas of the building due to variables including room size,
acoustical treatments, or the potential for adjacent meeting disruption. All requirements and
measurements will be determined by LSC staff.

Amplified sound on the LSC Plaza is permitted during normal office hours of EPS (7:45 am – 5:00 pm, M–
F) and a reservation through EPS. Sound levels are not to exceed 100 dB measured 24 inches from any
PA speaker, and 80 dB at any building perimeter.

Outdoor performances of amplified music must be staged at the south end of the Plaza on the stage
provided by the LSC. The concrete cutout area near the main LSC entrance and planter is suitable only
for amplified voice. The 80 dB rule applies to all amplification on the Plaza. Please refer to the LSC Plaza
Diagram for additional clarification.

Clients not following the LSC amplification policy will be asked to comply. Subsequent infractions may
result in the cancellation of the sound amplification portion of the event. In cases where the LSC is
providing sound, all applicable rules and city ordinances will be followed.

Resources
       Event Planning Office, 491-0229
       Colorado State University Police Department, 491-6425
       Student Leadership, Involvement & Community Engagement, 491-1682

Laws Relevant to Rallies, Demonstrations, Gatherings
The Colorado State University Police Department recognizes each individual's right to freedom of
expression and peaceable assembly. We further recognize our obligation under Colorado law to support



                                                                                                          48
the University's mission of education, extension and outreach. This information is provided so that all
people involved in a demonstration or assembly may know their legal rights and obligations. If you have
questions about your rights or obligations during an assembly, rally, or demonstration, please contact a
member of the Colorado State University Police Department for clarification prior to engaging in
behaviors that may subject you to arrest or fines.

Obstructing Highway or Passageway
It is illegal to intentionally, knowingly or recklessly obstruct a street, sidewalk or building entrance or
disobey a reasonable request from a peace officer or other person in authority to move from such
location. (18-9-107 C.R.S.)

Disrupting Lawful Assembly
It is illegal to obstruct or interfere with a gathering or meeting by any physical action, verbal
communication, or other means. (18-9-108 C.R.S.)

Interference with Educational Institutions
It is illegal to willfully deny to students, employees, or visitors: lawful freedom of movement on
institutional premises; lawful ingress or egress to facilities; and lawful use of the property or facilities of
the institution. It is also illegal to impede faculty or staff at an institution in the performance of their
duty or to impede a student of an institution in the lawful pursuit of his or her educational activities in
any way. (18-9-109 C.R.S.)

Public Buildings - Trespass, Interference
It is illegal for any person to so conduct himself at any public building owned or operated by the state, to
willfully deny to any public official, public employee or invitee the right to enter and use facilities or
leave such facilities. It is also illegal to impede any public official or employee in the lawful performance
of their duties. (18-9-110C.R.S.)

Harassment
It is illegal for a person to: strike, shove or subject another person to physical contact; or repeatedly
insult, taunt or challenge another person in the manner likely to provoke a violent or disorderly
response when the intent is to harass, annoy or alarm the other person. (18-9-111 C.R.S.)

Unlawful Conduct on Public Property
It is unlawful for any person to enter or remain in any public building or on any public property or to
conduct himself in or on the same in violation of any order, rule, or regulation concerning any matter
prescribed in this subsection, limiting or prohibiting the use or activities or conduct in such public
building or on such public property ... (18-9-117 C.R.S.)

Under a Colorado Law (18-9-119 C.R.PS.), a person committing certain violations or conduct may also be
billed for any extraordinary expenses resulting from such violations.

Riot Law
Colorado recently passed a new riot law. If you are convicted of engaging in riotous behavior, the
minimum penalty is immediate suspension from all state supported universities for at least 12 months.
(23-5-124 C.R.S.)




                                                                                                              49
NOTE: This list represents most of the appropriate laws relevant to rallies, demonstrations and
gatherings. However, it is not exhaustive of all statutes.



                                                                   Additional Policies
Licensed Vendors
Colorado State University is the sole owner of its name, symbols, graphics and marks. Only officially
licensed vendors may apply the university name, symbols, graphics and/or marks to products. CSU
stands by its goal of being a responsible global citizen by ensuring that CSU apparel is not produced
through abusive labor practices. To ensure that all products emblazoned with CSU’s name and
trademarks are manufactured under fair labor conditions, CSU has adopted a code of conduct for all
manufacturers licensed to use the University name and marks on apparel and other goods. The
University works directly with its licensees and has informed them of CSU’s stance on this issue. The
University has also joined the Fair Labor Association, an independent monitoring agency and is
considering joining additional agencies as necessary to ensure compliance with the code. For additional
information, please contact Lindsay Connors, marketing and graphic standards coordinator, 491-4179.


Using the University Logo
Lindsay Connors, Marketing and Graphic Standards Coordinator, 491-4179.
All recognized student organizations must use the official “Colorado State University” logo on the front
of printed materials in order to identify the organization’s affiliation with the University. T-shirts and
other specialty items produced by or on behalf of University organizations for events, identification,
marketing, or fundraising purposes must prominently display the official logo. No other marks or
graphics may replace the official logo. Secondary graphics may be used as artwork, but not as
identification. All logos and symbols associated with the University are registered trademarks, and only
licensed vendors may reproduce them on commercial goods. A list of licensed vendors along with logo
guidelines and downloadable logos is available at the Graphic Standards website at
www.grapicstandards.colostate.edu. Remember: It is mandatory to obtain approval from the office of
Creative Services before production begins on any communications and/or items. Go to
www.graphicstandards.colostate.edu and click on “Communications Toolbox” for instructions. Please
call if you have any questions. On all publications, please include the statement: “The content of this
publication is presented by (name of your organization) and does not imply endorsement by Colorado
State University.”

Raffle Licenses
Required as of January 1, 2008 and all requirements and fees can be obtained at the following website:
http://www.sos.state.co.us/pubs/Bingo_Raffles/

Alcohol/Tobacco Sponsorships, Donations, & Advertising
When seeking sponsorships, donations, distribution of products, and/or advertising, student
organizations must remember that marketing/promotional materials and events are reflective of
Colorado State University. Students are considered ambassadors of the University and their actions and
behaviors can generally be attributed to the University. Student organizations and their members are



                                                                                                         50
 asked to promote positive messages and make every effort to conduct themselves as appropriate
 representatives of the University and Fort Collins community. Appropriate judgment is necessary when
 determining the extent and content of sponsorships, donations, distribution of product, and/or
 advertising.

 Colorado State University is concerned about inappropriate use of alcohol and tobacco products among
 members of the campus community. College students are a primary target for advertising and
 promotion by the alcohol and tobacco industry. Examples of common alcohol high-risk marketing
 strategies include all-you-can-drink specials, two-fers, penny beer nights, flip nights, ladies’ nights,
 bladder busts, and bar crawls. Therefore, a policy statement and set of guidelines was developed for you
 to follow before soliciting and accepting alcohol and/or tobacco sponsorship.

    1. Sponsorships, donations, distribution of product, or advertising of alcohol and/or tobacco must
         be reviewed and approved in advance by either the Student Organizations Coordinator in the
         Lory Student Center or the Club Sports Coordinator in the Student Recreation Center. All
         requests are subject to review by the Director of Development for the Division of Student
         Affairs.
    2. On all promotional materials (which includes, but is not limited to, posters, brochures, cups, and
         T-shirts) the student organization name will be dominant in size compared to the name of any
         establishment or product. The content of banners must be limited to name and logo.
3. All student organizations must utilize the University logo on printed materials in order to identify the
   organization’s affiliation with the University. The University has official and/or registered trademarks,
   which makes it illegal to use them in a commercial way without the University’s permission. Creative
   Services can provide you information on the logo: http://advancement.colostate.edu/.
4. No marketing/promotional activities or events will include the distribution of alcohol and/or tobacco
   related products.

 Single Gender Organization Statement
 Social fraternities and sororities are student organizations whose primary purpose is the personal
 development of their members, as distinguished from honorary, professional, departmental, and service
 fraternities. Some social fraternities and sororities are culturally and/or community based. Social
 fraternities and sororities may select members according to subjective criteria consistent with the
 University’s nondiscrimination policies. Social fraternities and sororities are entitled to single-gender
 membership, provided they qualify under the provision of Section 86.14 of the regulations promulgated
 under Title IX of the U.S. Education Act of 1972, which require that the organizations be exempt from
 taxation under section 501(a) of the Internal Revenue Code of 1954.

 Unlike most other student organizations, membership in a social fraternity or sorority is normally a
 lifetime affiliation, and generally students are not permitted to be initiated into more than one social
 fraternity or sorority. Social fraternities and sororities promote intimate relationship bonds of
 brotherhood and sisterhood, and members typically refer to fellow members as “brothers” or “sisters.”
 Traditionally, most social fraternities and sororities are designated by Greek letters; hence, the
 organizations and their members are often referred to as “Greek organizations,” “the Greek
 community,” or simply “Greeks.”

 Social fraternities and sororities typically have rituals and creeds, which promote the ideals such as
 friendship, loyalty, academic achievement and intellectual development, service to the community and
 the alma mater, honor and integrity, leadership, and personal responsibility. Many social fraternities and


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sororities have an indoctrination and orientation period prior to initiation, and pre-initiated members
are commonly referred to as pledges, associates or associate members, candidates, intakes, or new
members.

The University currently recognizes the following councils as governing bodies to social fraternities and
sororities:
    1. Interfraternity Council (IFC) – Governing/coordinating council for general inter/national
         fraternities.
    2. Panhellenic Council/Association – Governing/coordinating council for sororities that are
         members of the National Panhellenic Conference.
    3. National Pan-Hellenic Council (NPHC) – Governing/coordinating council for the historically
         African-American fraternities and sororities that are affiliated nationally with the NPHC.
    4. Multi-Cultural Greek Council – Governing/coordinating council for historically Latino fraternities
         and Latina sororities. In order to be recognized as a “Greek” letter organization, the student
         group must meet the definition outlined by Title IX and be affiliated with at least one of the
         currently recognized councils.

Hazing Policy
Hazing is against the law in the state of Colorado. Hazing means any activity by which a person recklessly
endangers the health or safety of or causes a risk of bodily injury to an individual for purpose of
initiation or admission into or affiliation with any student organization; except that hazing does not
include customary athletic events or other similar contests or competitions, or authorized training
activities conducted by members of the armed forces of the state of Colorado or the United States.
Hazing includes but is not limited to:
  1. forced and prolonged physical activity;
  2. forced consumption of any food, beverage, medication or controlled substance, whether or not
       prescribed, in excess of the usual amounts for human consumption of any substance not generally
       intended for human consumption;
  3. prolonged deprivation of sleep, food, or drink.

Furthermore, Colorado State University has adopted the following addition to the above policy:
  1. Physical hazing shall be defined as any activity which is harmful or humiliating to the individual
      (i.e. paddling, abandonment, excessive exercise, eating repulsive food, exposure to extreme
      temperatures, nudity, consumption of alcohol or drugs, etc.
  2. Psychological hazing shall be defined as any public act or in-house act which compromises the
      personal dignity of an individual thereby: causing personal embarrassment or shame to the
      individual; causing an individual to be the object of malicious amusement or ridicule; or causing an
      individual psychological harm or emotional strain.
  3. Any requirements by an initiate or new member which compel another initiate or new member to
      participate in any activity which is illegal, which is known by the compelling party to be contrary to
      individual’s moral or religious beliefs, or which is contrary to the rules/regulations of the
      university, shall be construed as hazing.


Colorado State University Student Conduct Code
The Student Conduct Code exists to notify students, faculty and staff of the specific expectations
Colorado State University holds related to student behavior and the rights and responsibilities that
accompany being a student and participating in student clubs or organizations.



                                                                                                          52
Colorado State University expects students to maintain standards of personal integrity that are in
harmony with the educational goals of the institution; to observe national, state, local laws, and
University regulations; and to respect the rights, privileges, and property of other people.

Pursuit of a college education is a voluntary association with a community of scholars which provides an
opportunity for exploration of new ideas, experimentation, self-examination, formation of new
friendships, and development of ideals and direction. A university environment is a place where the free
exchange of ideas and concepts can take place among faculty and students in an atmosphere which
allows for civil debate and dialogue on contemporary issues.

In order to protect these privileges and opportunities, the student assumes the obligations of
performance and standards reasonably imposed by Colorado State University relevant to its mission,
processes and functions. Foundational principles of academic honesty, personal integrity, respect for
diversity, civility, freedom from violence, and pursuit of lifestyles free of alcohol and drug abuse are
examples of these standards.

    1. The Student Conduct Code is available at: www.conflictresolution.colostate.edu
    2. In hard copy at
           a. Conflict Resolution and Student Conduct Services, 200 Lory Student Center;
           b. Vice President for Student Affairs, 201 Administration Building;
           c. Housing and Dining Services, Palmer Center;
           d. Residence Hall Front Desks;
           e. Off Campus Student Services, 195 Lory Student Center ;
           f. Student Leadership, Involvement, & Community Engagement, Lory Student Center Main
               Level;
           g. Greek Life Office;
           h. ASCSU Office.


Student Conduct Code, Ethical Principles, Creating Campus Community
To review the student conduct code, please contact Conflict Resolution & Student Conduct Services at
491-7165 or visit their website at www.conflictresolution.colostate.edu

Administration Operational Guidelines
Please refer to the following website: www.colostate.edu/Admin/aorg/aorg.html.


Lory Student Center Policies
Please refer to the following website: www.sc.colostate.edu.

      Please Note: All policies and procedures are subject to change.




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