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					 University of Missouri – Kansas City

Office of Office of Student Involvement




          Campus Advisor
Student Organization Operating Guide



           Updated 7/2010
                                              TABLE OF CONTENTS
Welcome: 3
Office of Student Involvement Staff: 4
Student Government Staff: 5

BEING AN ADVISOR: 6
Responsibilities to the student organization: 6
Responsibilities to the group members: 8
Responsibilities to the university: 9
Advisor processes: 10
Why advise: 11
Advising tips: 12
What to do if…: 14

STUDENT ORGANIZATIONS: 15
Privileges: 15
Responsibilities: 15
Continued Recognition: 16
Constitution: 16
Reviving a student organization: 16
Officer Listing Forms: 17
Code of Conduct: 17

POLICIES IMPACTING STUDENT ORGANZIATIONS: 28
Activities involving food: 28
Alcohol: 28
Bulletin boards: 29
Campus Events Committee: 30
Contracts: 31
Credit card solicitation: 32
Dances: 33
Decoration and clean up: 33
Demonstrations: 33
Distribution of literature on campus: 34
Fundraising: 34
Grade requests: 36
Grievance policy: 37
Non Discrimination/Human Rights Statement: 38
Hazing: 38
Insurance: 39
Open campus statement: 39
Press releases: 39
Sales on campus: 39
Sponsoring of off campus organizations: 40
Students right to know statement: 40
Sexual harassment: 40
T-shirts and other memorabilia: 42
Travel guidelines: 42
Use of University logo, name, etc…: 47

CAMPUS SERVICES: 47
Advertising: 47
University Communications: 48
University News: 48
University Archives: 48
Bookstore: 49
Central Ticket Office: 49
Information Services: 49
Disability Services: 50
Display case policy: 50
International flags: 50

                                                      1
Lost and found: 50
Mailboxes (student organization): 51
Mail services: 51
Map (campus): 51
Office supplies: 52
Police presence at events: 52
Vehicle rental: 52

EQUIPMENT/FACILITY RESERVATIONS: 53
Audio/Visual: 53
Class/Lecture room: 54
Campus grounds: 54
Performing Arts Center: 54
Sound system: 54
Swinney Recreation Center: 55
University Center, Playhouse and Walkway: 55

FUNDING: 56
Student Activity Fee Committee (SAFC): 56
SAFC Contact Information: 57
University of Missouri System policies regarding student fees: 57
General funding policies: 58
SAFC bylaws: 61
Account updates: 73
Use of SAFC allocated funds: 73
External purchases: 73
Purchasing card (procard): 73
Procard excluded charges: 74
Tax exemption: 75
Receipts: 75
Direct payment: 76
Bidding processes: 76
Travel reimbursement: 77
         Air travel: 77
         Registration fees: 77
         Lodging: 78
         Meals: 78
Depositing of funds: 78

ADDITIONAL ORGANIZATIONAL RESOURCES: 81
SOLD! (Student Organization Leadership Development)

HELPFUL PHONE NUMBERS: 83

EVENT PLANNING SCENARIOS: 84
Individual conference travel: 84
Individual conference travel on behalf of a student organization: 86
Group conference travel on behalf of a student organization: 88
Dance/Pierson: 90
Dance/Playhouse: 94
Event with food in the University Center: 98
Event with food in the Playhouse: 100
Event with food in other indoor area: 103
Event with food outdoors: 105
Fundraising in the University Center: 107
Fundraising in another location: 108
Meeting in the University Center: 109
Meeting in the Administrative Center: 110
Meeting in another location on campus: 111




                                                              2
Dear Advisor,

Congratulations on your decision to serve as an advisor to a student
organization at UMKC. Serving as a student organization advisor is one of the
most rewarding experiences anyone in academia can enjoy. Witnessing students
develop confidence and leadership through extracurricular and organizational
activities is inspiring, and makes the challenges of advising worth the extra
commitment. You will gain the personal satisfaction that comes from watching a
group as it strives to share common interests and work toward common goals.

This book is designed to assist you with developing your role as an advisor. The
Office of Student Involvement is available to provide assistance to you and your
organization on such areas as organizational development, program planning,
university resources, volunteerism, fundraising and leadership training. Good
luck with your advising responsibilities and keep in touch.

Respectfully,




Shelby Coxon
Assistant Director
Office of Student Involvement




                                        3
Office of Student Involvement Directory
Student Union Suite 320, 5100 Cherry, Kansas City, MO 64110
Phone: (816) 235-1407 Fax: (816) 235-5590
http://www.umkc.edu/stulife

Regular Hours:
Monday through Friday
8:00 a.m. to 5:00 p.m.

Office of Student Involvement Staff:

Angela Cottrell
Director
235-1407
cottrella@umkc.edu

Shelby Coxon
Assistant Director
235-1082
coxons@umkc.edu

Joel Bolling
LGBTQIA Programs Coordinator
235-1639
bollingj@umkc.edu

Rick Mareske
Communiversity Coordinator
235-1448
maresker@umkc.edu

Kari Murphy
Fraternity & Sorority Affairs Coordinator
235-1085
murphyka@umkc.edu

LaShaundra Randolph
Student Activities Coordinator
235-1032

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randolphlr@umkc.edu

Melinda Fleeman
Coordinator for Organization Accounts
235-1084
fleemanm@umkc.edu

Dave Bohnert
Administrative Associate
235-1466
bohnertd@umkc.edu


Student Government Association Directory
Third Floor Student Union, 5100 Cherry, Kansas City, MO 64110
Phone: (816) 235-1426 Fax: (816) 235-5590
http://web2.umkc.edu/sga/

Klassie Alcine
President
kga347@mail.umkc.edu

Chaz Walgren
Executive Vice President
cw6nc@mail.umkc.edu

Brandon Maurer
Comptroller
bcmrz9@mail.umkc.edu

Luke Whitworth
Administrative Vice President
lgwth9@mail.umkc.edu




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BEING AN ADVISOR AT UMKC
THE ROLE OF AN ADVISOR
Advisors to a student organization are very special people. They give their
time and expertise in order to facilitate the growth and development of
students though the group process.

It is the goal of the contemporary college to create an environment that will
promote the education of the whole student -- body, mind, and spirit. Towards
that end, a university offers many different vehicles for that learning through
classroom instruction, laboratories, residence halls, athletics, intramurals, and
student organizations. The faculty/staff teaches in many different settings in
and outside of the classroom.

Advising a student organization provides a unique opportunity to facilitate the
growth of students through their organizational involvement. But this kind of
teaching requires the advisor to draw on different skills. The advisor to a
student organization calls upon knowledge of group and individual behavior
and knowledge of the institution to help the members accomplish the tasks of
their organization.

Describe an advisor . . .
An Educator
Advisors are first and foremost educators. In this role you will provide
information, present alternatives, encourage responsibility, support creativity,
and challenge students to develop as leaders. In this role an advisor walks a
fine line between leading the organization and giving the organization the
strength to lead itself. Advisors should not assume a role as a leader, officer,
or voting member within the student organization. The various "hats" of an
advisor can be placed into four categories: planning assistance, leadership
skill development, resource guidance/policy interpretation, and transition.

A Program Planning Assistant
The advisor will advise students in planning projects, events, or programs for
the organization. This may include planning a meeting or social, fundraising
drive, community service event, or sports event. Students often need
assistance in the process, involving other members or logistical
considerations. They may not know the questions to ask.



   3
A Role Model / Mentor in Leadership Skill Development
Student leaders come into their positions with various levels of ability. If the
advisor develops a relationship of trust the student will benefit from guidance
in areas such as assertiveness, budgeting, time management as well as helping
the club with problem solving, decision-making, cohesiveness. The advisor
may work directly with officers in developing individual skills like public
speaking and letter writing, or officers may ask him or her to assist in ways to
increase motivation. An advisor can definitely play a large role in a student’s
personal and leadership development.

A Resource Guide / Policy Interpretator
Advisors serve as liaisons between the college and the organization by
providing information regarding college procedures and guidelines and
making appropriate contacts. It is the advisors responsibility to keep updated
with current policies and procedures. Student Programs facilitates this
process by holding regularly scheduled training.

A History Buff . . . A Consistent and Reliable Figure
An advisor adds to the continuity of the group as members graduate. Advisors
can provide the consistency and communicate the goals, legacy and history to
future generations of members. An advisor can also help by offering to meet
with the out-going and in-coming officers to discuss expectations and re-cap
the previous term of office.

Responsibilities to the Student Organization
The advisor should assist the group in developing realistic goals for the
academic year. This will contribute to the education and personal
development of the students involved.

The advisor must take an active role, rendering advice and counsel as
circumstances dictate.

The advisor should be aware of all plans and activities of the group and inform
the group of institutional policies that may affect these plans.

The advisor should see that the group and its officers know where policies are
listed, what the policies are, why they exist, and the channels to be followed
for changes, revisions, or exceptions to policies.

The advisor should discourage dominance of the group by any one individual
and should encourage quieter students to take initiative. Eager leaders often
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steal the limelight more often than necessary. This can lead to resentment by
some or pressure others into silencing themselves. The advisor can help
provide a balance by pointing out such concerns in a one-on-one setting with
the students or the organization leadership.

The advisor may need to refer students to counseling. Invariably, during
interaction with the group’s members, the advisor will encounter students
with personal problems. The sympathetic interest in an individual student on
the part of an advisor is a traditional role of the college teacher and one that
has a long proud history in higher education. The counseling role might
require individual consultation on a personal level or referral to the student
counseling service.

The advisor should provide continuity within the group and should be familiar
with the group’s history and constitution. Membership turnover in student
organizations is high and often the only link with the immediate past is the
advisor. The advisor can steer group members clear of mistakes and help
them avoid the proverbial reinventing of the wheel. Serving as the group’s
memory and continuity link, the advisor can help new officers build on history
and develop long term plans for the future of the organization.

The advisor should offer ideas for projects and events. The advisor will
perform his/her greatest service by providing opportunities for the students
to exercise initiative and judgment and to enjoy a proper measure of
autonomy in self-directed social, educational, recreational, cultural, and
spiritual activities. He or she should not dominate the program planning
process. However, advisors should ensure that the group understands a
program’s complexity and has discussed the necessary steps that need to take
place in order for the program to be successful. The advisor should remember
that it is the task of the active members to operate the organization. Removing
this responsibility from the members would deprive them of an important
educational experience.

The advisor should assist the group in evaluation. This includes evaluating
individual programs as well as doing a complete evaluation at the end of the
academic year. The advisor must be willing to give constructive criticism
when necessary and offer words of praise for work well done.

Responsibilities to Individual Group Members
The advisor should help the students find balance between their academics
and their co-curricular activities. Student leaders often have the tendency to
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burn the candle at both ends and will overextend themselves if not held in
check. The advisor has a unique opportunity to remind students of their
academic obligations and personal needs.

The advisor should encourage each individual to participate in and plan group
events. Some students fade into background if not effectively encouraged.
Being a member of a student group can provide students with valuable
interpersonal and/or leadership skills, but these will not develop if the
student is not involved.

The advisor should encourage students to accept responsibility for specific
roles within the group. The advisor should help them realize the importance
of these roles. From officer positions to committee members, each student
should feel invested in and accountable for their specific role.

Responsibility to the University
The advisor should work with the group, but not direct its activities. Although
the advisor’s role is not regulatory or disciplinary, the advisor has a
responsibility to both the institution and the organization to keep their best
interests in mind. At times, the advisor may need to remind the organization
of institutional policies so that violations do not occur. The advisor may also
work with the organization’s officers to establish and maintain internal group
standards and regulations for conduct.

Occasionally, an advisor can help an organization during an emergency.
Although this type of intervention is rarely necessary, the advisor’s good
judgment can be the saving grace in the event of mishaps, internal conflict, or
personal crisis. Assisting the group’s president as a spokesperson or serving
as the main contact for the University can help in these cases.

Examples of what the University expects of advisors:
The role of advisor is a volunteer position. The advisor will uphold the best
interests of the university and organization. The advisor will work with the
organization to ensure the organization takes reasonable precaution in its
activities in order that policies and laws not be violated, and the welfare of
individuals are not endangered. Participation in the organization to the fullest
extent without actually making decisions or setting policies for the
organization.

Attendance at annual funding workshops when requested.


   6
The advisor is expected to be present during activities of the student
organization when necessary as a resource for the students and to act in the
event of an incident. If the advisor is the "advisor in attendance" of an event,
he/she is expected to be present for the entire event.

Please do not accept the position of advisor or continue to serve as an advisor
if you are not prepared to fulfill the expectations of such.

HOW MANY ADVISOR(S) SHOULD A GROUP HAVE?
Single Advisor
• Give an organization undivided attention
• Direct energy to the organization
• Provide consistency
• Gets to know and fully understand the organization’s dynamics, executive
board, and membership

Co-Advisors
• Share workload for advising and attend events as needed
• Double the brainpower and feedback opportunities
• Provide varied perspectives
• Can work specifically with members of leadership or particular programs

Retaining An Advisor Over the Years
• Provides continuity and stability
• More easily provide advice on history of organizational affairs
• Establishing rapport is generally easier when the organization has observed
the advisor’s performance over a period of time

Changing Advisors
• This allows more faculty or staff members to have the opportunity to serve
as advisors
• Allows for some sharing of the advising load
• A new viewpoint, a fresh and perhaps more creative approach is possible
with new advisors.
• There is also the possibility that some members of an organization know
faculty or staff members that they would like to have involved with their
organization.



   7
WHY ADVISE?
Advisors Impact Students’ Lives . . .
Advising provides the opportunity to contribute to the growth and
development of students. As an advisor, you have the opportunity to work
with students within the organization as they learn. The following are a few
more reasons why faculty and staff members enjoy serving as a student
organization advisor.

   - Satisfaction in seeing the student organization become successful and
     the students develop self-confidence.
   - Ability to make a difference in students' lives.
   - Ability to learn from students and being involved on campus.
   - Ability to see students implement what has been learned in the
     classroom.
   - Satisfaction in seeing that student organizations build character, trust,
     and responsibility.

Advisors Assist Student Organizations . . .
In addition to the above listed roles and responsibilities, an advisor can assist
an organization in many ways:

Maintenance functions: the advisor can help maintain the existence of the
student organization by providing continuity with past history and traditions.
Such activities may include consulting on College policy, serving as a role
model, arbitrating group conflicts, and keeping files on past organizational
functions. The advisor might wish to store all prior and present documents in
their office to ensure proper transition from year to year.

Group growth function: the advisor can improve the operation and
effectiveness of the group and help it progress toward its goals. Such activities
might include: teaching the techniques of good leadership and fellowship,
coaching the officers in the principles of good organizational and
administrative practice, developing self-discipline and responsibility among
members, teaching the elements of effective group operation, developing
plans and procedures for action, keeping the group focused on its goals, and
stimulating or even initiating activities and programs.

Program content function: the advisor can question the educational
rationale for the organization’s existence and lead its members into activities

   8
that will contribute to their intellectual and social development. Such
activities might include introducing new program ideas, helping group
members practice skills and concepts learned in the classroom, pointing out
new perspectives and directions, and supplying expert knowledge and
insights.

Networking Opportunities: the advisor can help provide opportunities for
organization members to interact with different people in their field of
interest, helping them to develop new contacts for possible future careers.
Such opportunities to network might include identifying guest speakers, field
trips or site visits, or attending conferences related to their area of interest.

RESOURCES
Advising Tips
Every student organization will differ and may require a different approach by
the advisor. Using the following information will serve as a beginning point.
In the beginning of the advising relationship, agree on clear expectations
about the role of the advisor and the role of the student organization. Discuss
philosophies and reach a consensus.

Read the constitution of the group, get to know the members, attend events,
and generally make yourself seen so that they know who you are.

Assist in the establishment of responsibilities for each officer and member.

Develop a strong relationship with the president or chairperson and other
officers. This is essential because these students will be your main contact
with the group.

Discuss concerns with an officer’s performance in a one-on-one setting.
Whenever someone does something extremely well, be sure to let others
know.

Maintain a sense of humor!

Be honest and open with all communication. The students need to feel that
you are just in your dealings with them.

Help them see alternatives and provide an outside perspective.


   9
Realize that you have the power of persuasion, but use this judiciously. The
students sometimes need to learn how to fail.

Remember: praise in public, criticize in private.
Find a balance between being the strict naysayer and the laissez-faire friend.

The students must feel that you are supportive of them and yet that you will
hold them accountable.

Helpful Guidelines for Advisors
   - Attend all meetings, activities and trips as needed.
   - Call meetings of the club officers when he/she believes it is necessary.
   - Explain Federal, State & College regulations when relevant to the
     discussion.
   - Help the President prepare the agenda before each meeting.
   - Speak up during discussion when he/she has relevant information.
   - Speak up during discussion when he/she believes that the club is likely
     to make a poor decision.
   - Schedule 1:1 meetings with officers between meetings.
   - Take an active part in formulating the goals of the club.
   - Initiate ideas for discussion when he/she believes they will help the
     club.
   - Keep the official files in his/her office unless there is another
     appropriate and secure location.
   - Inform the club of infractions of their bylaws, codes, standing rules and
     college policy. Ensure that the club completes all necessary paperwork
     each semester with the Office of Student Involvement to ensure active
     status.
   - Keep the club aware of its stated objectives when planning events.
   - Veto a decision when it violates the club's objectives, bylaws, codes and
     standing rules or College policy including canceling any activities when
     he/she believes they have been poorly planned.
   - Mediate interpersonal conflicts that arise.
   - State what her/his advisor responsibilities are, or as he/she sees them,
     at the first of the year.
   - Let the club work out its problems, including making mistakes and
     "doing it the hard way".
   - Insist on an evaluation of each activity by those students responsible for
     planning it.


   10
   - Take the initiative in creating teamwork and cooperation among the
     officers in the club.
   - Let the club thrive or decline on its merits; do not interfere unless
     requested to do so.
   - Attend regular trainings/workshops presented by Office of Student
     Involvement in order to be familiar with university facilities, services
     and procedures which affect club activities.
   - Recommend programs, speakers, etc.
   - Take an active part in the orderly transition of responsibilities between
     old and new officers at the end of year.

Tools to "keep in the know":
  - Organization constitution and by-laws
  - List of membership and officers (email and phone numbers)
  - Campus calendar of events
  - History of the organization
  - Organization's mission
  - Attend organization meetings
  - Be familiar with the organization's budget and how the group is able to
     obtain funds

WHAT TO DO IF…
The organization is planning a questionable event
The difficulties inherent in the plan should be pointed out and other ideas
suggested. The advisor may request that the group obtain the opinion of the
individuals or groups affected by the action. A meeting may be set up with the
appropriate members of the Office of Student Involvement staff to clarify any
questions.

You are no longer comfortable being the advisor of the organization
Explain to the executive officers of the organizations that you are no longer
comfortable being the advisor of the organization. Give them a reasonable
amount of time to find a new advisor. When changes are made, the office of
Office of Student Involvement must be notified.

You sense major problems within the organization
Meet with the officers and discuss your observations. Brainstorm solutions
and get a plan of action. Members of the Office of Student Involvement staff
are willing to help mediate or seek solutions.


   11
You find out your organization is in violation of university policies and/or
federal, state or local laws
Advisors have a responsibility to bring violations to the proper governing
board, i.e. Student Affairs office, Office of Student Involvement , Campus
Security, etc

STUDENT ORGANIZATIONS
RECOGNITION OF STUDENT ORGANIZATIONS

The University recognizes that learning is also accomplished beyond the
formality of the classroom in organized academic activities and that much of
this learning takes place through the activities of student organizations.
Hence, the University encourages students to organize and participate in
group activities intended to broaden the scope of general learning, extend
knowledge of specialized areas or to serve their professional, cultural, social
or recreational interests, consistent with the educational goals and purposes
of the University.

Student groups and/or organizations at UMKC are subject to the rules and
regulations of the University set forth by the Board of Curators. The following
guidelines have been established within which the Student Involvement
Office, by direction of the Vice Chancellor for Student Affairs and Enrollment
Management, will approve for recognition and periodically review all student
organizations:

Recognition for student organizations requires that:
(1) Members must be currently enrolled students of the University or current
   University employees. Elected officers must be current students in good
   standing (this can be verified through the Student Involvement Office).
(2) The organization demonstrates evidence of support within the University
   community by submitting a petition signed by ten (10) or more students.
(3) The organization presents a statement of purpose that is consistent with
   the philosophy of the University (as stated in the official UMKC catalog).
(4) The organization must keep an updated officer listing with current
   students, addresses and phone numbers on file with the Student
   Involvement Office each semester (changes or no changes).
(5) The organization must keep an updated constitution on file with the
   Student Involvement Office.
(6) The organization must have an on campus advisor.



   12
(7) The membership requirements of the organization are not to be
   discriminatory on the basis of race, color, creed, sex, sexual orientation,
   age, national origin, disability or Vietnam era veterans' status
(8) The organization and its members abide by Federal, State and local laws
   and ordinances, by all University policies and procedures, and by the
   organization's constitution and bylaws.


FORMING A NEW ORGANIZATION
The steps toward forming a new student organization at UMKC are as follows:
(1) Discuss proposed group with a Student Involvement Office staff member
   to determine whether a similar group already exists at UMKC.
(2) Obtain a new student organization recognition packet from the Student
   Involvement       website     http://www.umkc.edu/getinvolved/forms.asp.
   When you are completing the form, remember to have a general purpose
   statement for the organization and obtain ten student signatures to
   indicate support for the organization as well as your constitution/bylaws
   (Officers may be elected at this time). Use the guide that can be obtained
   from the Student Involvement website. Guidelines for writing a
   constitution       can     be      found      on     the    SGA      website
   http://web2.umkc.edu/sga/Documents.html under “guides”.                   The
   information can also be found later in this document.
(3) Turn in the application for new student organization recognition and the
   Student Involvement Office will submit a copy of the constitution to the
   SGA Executive Office.
(4) The submitted charter will be placed on the SGA Student Council agenda
   at the next meeting of that body permitting that no edits need to be made.
   If edits are needed you will be contacted by SGA. The purpose of this
   review is to introduce and familiarize the organization with SGA and vice
   versa.
(5) After the application and constitution is reviewed and approved by the
   SGA Student Senate and the Constitution/Bylaws and officer list are on file
   at the Student Involvement Office, the organization becomes an officially
   recognized student organization at UMKC. The officers will be checked for
   eligibility every year and/or whenever officers change. Each semester the
   Student Involvement Office must have the current list of officers on file to
   maintain recognition and privileges.
(6) To receive funding from your council or the Student Activity Fee
   Committee, all student organizations must also attend a funding workshop
   each fall. If your organization is formed following the workshops that


   13
   semester, you can contact the Assistant Director of Student Involvement to
   make arrangements.
(7) A notice of recognition will be sent to the contacts on the application from
   the Student Government Association notifying you of your status.


 Constitution Writing Guidelines for All New and Existing Organizations
                   University of Missouri – Kansas City
                    Student Government Association
                         Created February 2007

A constitution is a semi-permanent governing document that must explain the structure
and operation of a student organization. It should contain enough detail to provide for the
perpetuity of an organization whose membership will be in flux from year to year, yet
maintain the ability to change if the need arises. Student organizations recognized by the
University are fully subject to all policies imposed by the University of Missouri System and
the University of Missouri – Kansas City. In light of several recent changes, this document
has been created as a rough-and-ready guide to bring all new and existing student
organizations into compliance. The guidelines below explicitly explain the elements that
must be included in all constitutions. A sample constitution is provided at the end.

Mandatory Statements
All constitutions must have the exact wording for each of the statements below, unless
otherwise stated:

   1) “Membership shall be open to all duly enrolled UMKC students. Membership
      and activities are open to all currently enrolled students regardless of race,
      color, creed, sex, sexual orientation, age, national origin, disability, or Vietnam
      era veteran’s status.”
         An exception for restricted membership may be granted to Greek, professional, and
         honorary societies only if the following three conditions are met: (1) It is in the
         interest of the organization to restrict membership to individuals with higher
         GPAs, other academic or merit-based credentials, or area of study in a particular
         field; (2) All such restrictions are mandated by the national level of an
         organization, or appeal is made to the Constitution Committee; and (3)
         Membership is only restricted by criteria other than those listed above. If an
         organization has a restricted membership, the constitution must contain the
         following statement (to replace the one above): “Membership decisions shall not be
         made on the basis of race, color, creed, sex, sexual orientation, age, national origin,
         disability, or Vietnam era veteran’s status.” Greek organizations may omit “sex”
         from the preceding statement.

   2) “Officers of this organization must be chosen in an election format open to all
      current members. Every effort will be made to notify all members of said
      election and, further, to reasonably accommodate the needs of all members
      desiring to participate.”

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3) “Officers must meet minimum eligibility requirements, including a cumulative
   GPA of 2.5 and six credit hours of current enrollment, and must not be on
   student conduct disciplinary or honor code probation. The requirement to be
   enrolled in six credit hours will be waived for Doctoral students who have
   completed their formal degree course work, have passed their comprehensive
   or matriculation examination, and are continuously enrolled in at least one
   hour of research in the Fall and Winter semesters."
      a. These are minimal requirements and may be made more stringent as
          required by the organization.

4) In constitutions defining SGA Executive Officers, SGA Senators, Academic Council or
   Governing Council Executive Officers, the following statement must be included:
   “Potential candidates must have accumulated 12 hours of credit at UMKC
   before filing for office.”

5) Constitutions must have one of the following statements: EITHER “A qualified
   UMKC faculty or staff member must be selected by the membership as an
   advisor.” OR “The advisor for this organization shall be decided upon by the
   executive officers of the organization. The advisor must be a UMKC faculty or
   staff member.”

6) “Paying dues is not a mandatory requirement to be considered a member of
   this organization.”
      An organization that is required by a national, state, or other regional chapter
      (above the campus level) to collect dues does not need to include the above
      statement in its constitution. However, mandatory dues may not be assessed for the
      campus level. Organizations that do assess non-mandatory campus-level dues may
      have different levels of membership for students that do and do not pay dues.

7) “The books of account shall be kept up-to-date and open to the inspection of
   the University auditor.”

8) “Hazing is strictly prohibited in the State of Missouri and by the University.
   Hazing is defined as any willful act, occurring on or off the campus of an
   educational institution, directed against a student or a prospective member of
   an organization operating under the sanction of an educational institution,
   that recklessly endangers the mental or physical health or safety of a student
   or prospective member for the purpose of initiation or admission into or
   continued membership in any such organization.
   Acts of hazing include, but are not limited to:
    Any activity that recklessly endangers the physical health or safety of the
      student or prospective member, including but not limited to physical
      brutality, whipping, beating, branding, exposure to the elements, forced
      consumption of any food, liquor, drug, or other substance
    Any activity that endangers the mental health of the student or prospective
      member, including but not limited to sleep deprivation, physical
      confinement, or other extreme stress inducing activity.
15
           Any activity that requires the student or prospective member to perform a
            duty or task which involves a violation of the criminal laws of this state or
            any political subdivision in this state.
         Hazing is a class C Felony.”

    9) “It is further understood that if this organization desires at any time in the
       future to change in any way the provisions of this constitution, that before
       such action is taken, the organization will submit for approval to the Student
       Government Association and the Student Involvement Office every detail of
       the desired changes to be made.”

The sample constitution that follows can be used as a template for organizational
constitutions. Brackets, […], contain information that must be inserted by the author.
Writing in parentheses, (…), that appears in this sample is used for explanation and
clarification; it should not be inserted in organizational constitutions. All writing not in
brackets or parentheses can be copied directly. Refer to the “Guidelines” above to
determine the minimum elements that must be included. Inclusion of all articles in the
sample below, and possibly additional articles, is recommended.

_________________________________________________________________________________________________________


                           Constitution of the [name of organization]
                                       Month and Year

                                          Article I.
Name. The name of this organization shall be [name of organization] of the University of
Missouri – Kansas City, hereafter referred to as [shortened name or abbreviation, if
desired].

                                     Article II.
Purpose/Preamble. The purpose of the organization shall be …. [list purpose]

                                           Article III.
Membership. Membership shall be open to all duly enrolled UMKC students. Membership
and activities are open to all currently enrolled students regardless of race, color, creed,
sex, sexual orientation, age, national origin, disability, or Vietnam era veteran’s status.

         (Note: Under Title IX, Greek letter organizations may remain single sex.
         Organizations falling under specific academic units may restrict membership to
         students enrolled in their unit, major, etc. Other exceptions may apply. For full
         details, see the text of the “Guidelines” above.)

                                        Article IV.
Meetings. Meetings will be held …. [Describe frequency of the meetings]

                                      Article V.
Committees. [Describe functions of committees if applicable]
    16
                                           Article VI.
Officers. The officers of this organization shall consist of [list office titles]

Officers of this organization must be chosen in an election format open to all current
members. Every effort will be made to notify all members of said election and, further, to
reasonably accommodate the needs of all members desiring to participate.

Elections shall occur [insert time of year]. All positions will be held for a term [specify
length of term], by a [2/3, ½, majority, etc…] vote of the membership. [Duties should be
listed in the Bylaws.]

Officers must meet minimum eligibility requirements, including a cumulative GPA of 2.5
and six credit hours of current enrollment, and must not be on student conduct disciplinary
or honor code probation. The requirement to be enrolled in six credit hours will be waived
for Doctoral students who have completed their formal degree course work, have passed
their comprehensive or matriculation examination, and are continuously enrolled in at
least one hour of research in the Fall and Winter semesters.

        (Note: For SGA Executive Officers, SGA Senators, Academic Council and Governing
        Council Executive Officers, the requirements are, in addition to the minimum
        requirements above, that they have accumulated 12 hours of credit at UMKC before
        filing for office. For full details, see the text of the “Student Organization Operational
        Guide”.)

                                        Article VII.
Advisor. A qualified UMKC faculty or staff member must be selected by the membership as
an advisor.

        (Note: An alternative to the above statement is explained in the “Guidelines”.)

                                          Article VIII.
Finances. [Provisions for dues, fines, initiation fees, etc.] Paying dues is not a mandatory
requirement to be considered a member of this organization.

        (Note: Organizations are permitted to collect dues for a national chapter, in which
        case they are exempted from the above statement. For full details, see the text of the
        “Guidelines” above.)

The books of account shall be kept up-to-date and open to the inspection of the University
auditor.

                                           Article IX.
Anti-Hazing. Hazing is strictly prohibited in the State of Missouri and by the University.
Hazing is defined as any willful act, occurring on or off the campus of an educational
institution, directed against a student or a prospective member of an organization
operating under the sanction of an educational institution, that recklessly endangers the


   17
mental or physical health or safety of a student or prospective member for the purpose of
initiation or admission into or continued membership in any such organization.
Acts of hazing include, but are not limited to:
         Any activity that recklessly endangers the physical health or safety of the student
            or prospective member, including but not limited to physical brutality, whipping,
            beating, branding, exposure to the elements, forced consumption of any food,
            liquor, drug, or other substance
         Any activity that endangers the mental health of the student or prospective
            member, including but not limited to sleep deprivation, physical confinement, or
            other extreme stress inducing activity.
         Any activity that requires the student or prospective member to perform a duty
            or task which involves a violation of the criminal laws of this state or any
            political subdivision in this state.
Hazing is a class C Felony.

                                            Article X.
Amendments. [Specify procedure for amending the constitution.] It is further understood
that if this organization desires at any time in the future to change in any way the
provisions of this constitution, that before such action is taken, the organization will submit
for approval to the Student Government Association and the Student Involvement Office
every detail of the desired changes to be made.

                                        Article XI.
Bylaws. [Bylaws should specify more details, such as specific duties of the officers, actual
meetings, actual fees, and how the bylaws are enacted.]




   18
OFFICER ELIGIBILITY REQUIREMENTS
A student of the University may participate in any co-curricular activity offered by the
University. For the purposes of co-curricular participation, "good standing" is defined
below. Individual student organizations (e.g., Student Government Association) or any
state, regional or national organization to which a student organization belongs (e.g., a
national social fraternity) may impose special eligibility requirements, which would be
binding on student participants and/or organizations.
(8) Undergraduates: For officers of social groups and special interest groups, the basic
    requirement is current enrollment for credit at UMKC and in good academic standing
    and they cannot be on any academic disciplinary or honor code probation.
(9) For Student Government Association officers and representatives, the require-
    ments are, in addition to the above, that they have accumulated 12 hours of credit at
    UMKC before filing for office, be currently enrolled for credit at UMKC; and maintain a
    2.50 GPA minimum (cumulative) both before filing and during their terms of office.
(10) Graduate and Professional students: For officers of social and special interest
    groups, the basic requirement is current enrollment for credit at UMKC and good
    academic standing in their respective schools both before filing for and during their
    terms of office and that they not be on any academic disciplinary or honor code
    probation.
(11) For Student Government Association officers and representatives, the
    requirements are, in addition to the above, that they must have accumulated one full
    semester's credit (as defined by their respective schools) before filing for office, be
    currently enrolled for credit at UMKC and in good academic standing in their respective
    schools both before filing for and during their terms of office.
(12) These requirements must be in accord with equal opportunity guidelines and
    nondiscriminatory with respect to race, color, creed, sex, sexual orientation, national
    origin, age, disability or Vietnam era veterans' status.

ADVISOR SELECTION
In the interest of our student organizations, the four campuses of the University of Missouri system requires
that all recognized student organizations to have an on campus faculty/staff advisor.

Once an advisor is chosen, their name, address and contact number should be turned into the Student
Involvement Office with the organization’s officer listing form.

A Student Organization Advisor Guide is available in the Student Involvement Office and is also available
online.


PRIVILEGES OF A RECOGNIZED ORGANIZATION
    -    The right to hold meetings and social events in available university facilities.
    -    The use of university services, where applicable.
    -    The use of the university name or logo, pending approval from University
         Communications in connection with publicity, except where specifically prohibited.
    -    The right to request funds from the Student Government Association or its funding
         agencies, such as the Student Activity Fee Committee (SAFC) or the academic unit
         student councils. (See Funding Sources section for more information)

    19
   -    The right to obtain a UMKC domain for website use as well as an email address and
        listserv.
   -    The use of a mailbox in the Student Involvement Office (when available).
   -    The use of student organization workspace (when available).

RESPONSIBILITIES OF A RECOGNIZED ORGANIZATION
   - To conduct itself in such a way that the University can support the organization.
   - To maintain an active, student-centered program.
   - To file with the Student Involvement Office at the beginning of each semester
     (within the first three weeks of school) an Officer Listing Form and Housing
     Information Sheet (if applicable). The Student Involvement Office should be notified
     of any changes that may occur during the year. Your most recent constitution must
     also be on file with the office.
   - Each officer must be in good academic standing in order to hold office.
   - To adhere to all rules, policies and standards of the University of Missouri-Kansas
     City.
   - To check with the Assistant Director in the Student Involvement Office to insure the
     eligibility of candidates for membership, of candidates for holding offices and of
     candidates for representing the group or the University in performances of any kind.
   - To select its officers according to current University standards.
   - To keep accurate financial records. Each organization shall anticipate, provide for
     and promptly meet their financial obligations in a manner that is fair and equitable
     to its past, present and future members. Recognition of an organization does not in
     any way imply that the University has any financial responsibility or liability for any
     of the organizations' acts or obligations.
   - To attend workshops and training sessions offered by the Student Involvement
     Office that acquaint officers not only with University procedures, but also assist
     them in becoming good leaders of their organizations.
   - Use of the University name and/or logo shall be limited to recognized student
     organizations. It shall be used only for identification and must not be used to imply a
     position of the University.

CONTINUED RECOGNITION
Annually on approximately November 1, the Student Government Association and the
Student Involvement Office shall review the status of all organizations to determine
whether they meet eligibility requirements specified in this document and are actively
conducting their affairs in accordance with University regulations and administrative rules.

If the Student Government Association and the Student Involvement Office determine that
an organization is ineligible for recognition or is inactive, the organization and advisor (if
available) shall be notified of each deficiency. The organization shall remain unrecognized
or inactive until the proper steps are taken to reactivate the organization under the
guidelines outlined in this publication. If contact information for the organization is not
available, then they will be notified upon their first attempt to obtain funds, seek room
space, or other services.




   20
CONSTITUTION UPDATE
All student organizations need to check and update their constitution for any changes made
throughout the previous year. This includes, but is not limited to, student organization’s
name, purpose statement, by-laws, etc. The SGA Senate will make the decision to accept the
updated constitution.

REVIVING A STUDENT ORGANIZATION
If you are interested in reviving an inactive student organization, please visit the Student
Involvement Office (Third floor, Student Union) to review the student organization’s
constitution and complete an Officer Listing Form. If changes need to be made to the
constitution, the Student Involvement Office staff will be able to assist you. If a student
organization goes inactive for three semesters or more, then the organization will be
required to complete an application for student organization recognition and complete the
steps as a new student organization would.

OFFICER LISTING FORM
All student organizations need to update the officer listing form each semester or
whenever there is a change of officers. This form is due the third week of class each
semester, regardless if your information changed or not.

                     STUDENT ORGANIZATION CONDUCT CODE
                STANDARD OF CONDUCT FOR STUDENT ORGANIZATIONS

Student organizations recognized by the University assume an obligation to behave in a
manner compatible with the University's function as an educational institution.

   A. JURISDICTION OF THE UNIVERSITY OF MISSOURI generally shall be limited to
         conduct which occurs on the University of Missouri premises or at University-
         sponsored or University-supervised functions. However, nothing restrains the
         administration of the University of Missouri from taking appropriate action,
         including, but not limited to, the imposition of sanctions against student
         organizations for conduct on or off University premises in order to protect the
         physical safety of students, faculty, staff, and visitors.

   B. CONDUCT for which student organizations are subject to sanctions falls into the
        following categories:

1.      Academic dishonesty, such as cheating, plagiarism, or sabotage. The Board of
Curators recognizes that academic honesty is essential for the intellectual life of the
University. Faculty members have a special obligation to expect high standards of academic
honesty in all student work. Students have a special obligation to adhere to such standards.
In all cases of academic dishonesty, the instructor shall make an academic judgment about
the student's grade on that work and in that course. The instructor shall report the alleged
academic dishonesty to the Primary Administrative Officer.
a.      The term cheating includes but is not limited to: (i) use of any unauthorized
assistance in taking quizzes, tests, or examinations; (ii) dependence upon the aid of sources
beyond those authorized by the instructor in writing papers, preparing reports, solving
problems, or carrying out other assignments; (iii) acquisition or possession without
   21
permission of tests or other academic material belonging to a member of the University
faculty or staff; or (iv) knowingly providing any unauthorized assistance to another student
on quizzes, tests, or examinations.
b.       The term plagiarism includes, but is not limited to: (i) use by paraphrase or direct
quotation of the published or unpublished work of another person without fully and
properly crediting the author with footnotes, citations or bibliographical reference; (ii)
unacknowledged use of materials prepared by another person or agency engaged in the
selling of term papers or other academic materials; or (iii) unacknowledged use of original
work/material that has been produced through collaboration with others without release
in writing from collaborators.
c.       The term sabotage includes, but is not limited to, the unauthorized interference
with, modification of, or destruction of the work or intellectual property of another
member of the University community.
2.       Forgery, alteration, or misuse of University documents, records or identification, or
knowingly furnishing false information to the University.
3.       Obstruction or disruption of teaching, research, administration, conduct
proceedings, or other University activities, including its public service functions on or off
campus.
4.       Physical abuse or other conduct which threatens or endangers the health or safety
of any person.
5.       Attempted or actual theft of, damage to, or possession without permission of
property of the University or of a member of the University community or of a campus
visitor.
6.       Unauthorized possession, duplication or use of keys to any University facilities or
unauthorized entry to or use of University facilities.
7.       Violation of University policies, rules or regulations or of campus regulations
including, but not limited to, those governing residence in University-provided housing, or
the use of University facilities, or the time, place and manner of public expression.
8.       Manufacture, use, possession, sale or distribution of alcoholic beverages or any
controlled substance without proper prescription or required license or as expressly
permitted by law or University regulations, including operating a vehicle on University
property, or on streets or roadways adjacent to and abutting a campus, under the influence
of alcohol or a controlled substance as prohibited by law of the state of Missouri.
9.       Disruptive or disorderly conduct or lewd, indecent, or obscene conduct or
expression.
10.      Failure to comply with directions of University officials acting in the performance of
their duties.
11.      The illegal or unauthorized possession or use of firearms, explosives, other
weapons, or hazardous chemicals.
12.      Misuse in accordance with University policy of computing resources, including but
not limited to:
a.       Actual or attempted theft or other abuse.
b.       Unauthorized entry into a file to use, read, or change the contents, or for any other
purpose.
c.       Unauthorized transfer of a file.
d.       Unauthorized use of another individual's identification and password.
e.       Use of computing facilities to interfere with the work of another student, faculty
member, or University official.
   22
f.    Use of computing facilities to interfere with normal operation of the University
computing system.
g.    Knowingly causing a computer virus to become installed in a computer system or
file.

Rules of Procedures in Student Conduct Matters

Preamble. The following rules of procedure in student conduct matters are hereby
adopted in order to insure insofar as possible and practicable (a) that the requirements of
procedural due process in student conduct proceedings will be fulfilled by the University,
(b) that the immediate effectiveness of Section 10.030, which is Article V of the Bylaws of
the Board of Curators relating to student conduct and sanctions may be secured for all
students in the University of Missouri, and (c) that procedures shall be definite and
determinable within the University of Missouri.

Definitions. As used in these rules, the following definitions shall apply:
Primary Administrative Officers. As used in these procedures, the Chief Student Affairs
Administrator on each campus is the Primary Administrative Officer except in cases of
academic dishonesty, where the Chief Academic Administrator is the Primary
Administrative Officer. Each Primary Administrative Officer may appoint designee(s) who
are responsible for the administration of these conduct procedures, provided all such
appointments must be in writing, filed with the Chancellor of the campus, and the office of
General Counsel. The Primary Administrator's Office will certify in writing that the given
designee has been trained in the administration of student conduct matters.

Student Panel. A panel of students appointed by the Chancellor, from which shall be
selected by the Chair, upon the request of a student charged before the Student Conduct
Committee, not more than three students to serve with the Student Conduct Committee.

Student. A person having once been admitted to the University who has not completed a
course of study and who intends to or does continue a course of study in or through one of
the campuses of the University. For the purpose of these rules, student status continues
whether or not the University's academic programs are in session.

Student Conduct Committee. As used in these procedures, "Student Conduct Committee,"
hereinafter referred to as the Committee, is that body on each campus which is authorized
to conduct hearings and to make dispositions under these procedures or a Hearing Panel of
such body as herein defined.

Sanctions.
The following sanctions may be imposed upon any student found to have violated the
Student Conduct Code; more than one of the sanctions may be imposed for any single
violation:

Warning. A notice in writing to the student that the student is violating or has violated
institutional regulations.



   23
Probation. A written reprimand for violation of specified regulations. Probation is for a
designated period of time and includes the probability of more severe sanctions if the
student is found to be violating any institutional regulation(s) during the probationary
period.

Loss of Privileges. Denial of specified privileges for a designated period of time.
Restitution. Compensation for loss, damage, or injury to the University or University
property. This may take the form of appropriate service and/or monetary or material
replacement.

Discretionary Sanctions. Work assignments, service to the University, or other related
discretionary assignments.

Residence Hall Suspension. Separation of the student from the residence halls for a definite
period of time, after which the student is eligible to return. Conditions for readmission may
be specified.

Residence Hall Expulsion. Permanent separation of the student from the residence halls.

University Dismissal. An involuntary separation of the student from the institution for
misconduct apart from academic requirements. It does not imply or state a minimum
separation time.

University Suspension. Separation of the student from the University for a definite period
of time, after which the student is eligible to return. Conditions for readmission may be
specified.

University Expulsion. Permanent separation of the student from the University.

Temporary Suspension. The Chancellor or Designee may at any time temporarily suspend
or deny readmission to a student from the University pending formal procedures when the
Chancellor or Designee finds and believes from available information that the presence of a
student on campus would seriously disrupt the University or constitute a danger to the
health, safety, or welfare of members of the University community. The appropriate
procedure to determine the future status of the student will be initiated within seven
calendar days.

Records Retention. Student conduct records shall be maintained for five years after
University action is completed.

Policy and Procedures.
Preliminary Procedures. The Primary Administrative Officer/Designee(s) shall investigate
any reported student misconduct before initiating formal conduct procedures and give the
student the opportunity to present a personal version of the incident or occurrence. The
Primary Administrative Officer/Designee(s) may discuss with any student such alleged
misconduct and the student shall attend such consultation as requested by the Primary
Administrative Officer/Designee(s). The Primary Administrative Officer/Designee(s), in
making an investigation and disposition, may utilize student courts and boards and/or
   24
divisional deans to make recommendations.

Informal Dispositions. The Primary Administrative Officer/Designee(s) shall have the
authority to make a determination and to impose appropriate sanctions and shall fix a
reasonable time within which the student shall accept or reject a proposed informal
disposition. A failure of the student either to accept or reject within the time fixed may be
deemed by the University to be an acceptance of the determination, provided the student
has received written notice of the proposed determination and the result of the student's
failure to formally reject and, in such event, the proposed disposition shall become final
upon expiration of such time. If the student rejects informal disposition it must be in
writing and shall be forwarded to the Committee. The Primary Administrative
Officer/Designee(s) may refer cases to the Committee without first offering informal
disposition.

Formal Procedure and Disposition.
Student Conduct Committee:

(1) The Committee shall be appointed by the Chancellor and shall have the authority to
impose appropriate sanctions upon any student or students appearing before it.

(2) The Committee, when appropriate or convenient, may be divided by the Chair of the
Committee into Hearing Panels, each panel to be composed of at least five Committee
members, which may include a maximum of two students, present at the hearing, including
a designated chair. A Hearing Panel has the authority of the whole Committee in those
cases assigned to it. The Chair of the Committee or of a Hearing Panel shall count as one
member of the Committee or Hearing Panel and have the same rights as other members.

(3) Each Chancellor shall appoint a panel of students, to be known as the Student Panel.
Upon written request of a student charged before the Committee, made at least seventy-
two (72) hours prior to the hearing, the Chair of the Committee or Hearing Panel shall
appoint from the Student Panel not more than three students to sit with the Committee or
two students to sit with the Hearing Panel (as stated in 4.a.(2)) for that particular case.
When students from the Student Panel serve at the request of a student charged, they shall
have the same rights as other members of the Committee or Hearing Panel.

General Statement of Procedures. A student charged with a breach of the Student
Conduct Code is entitled to a written notice and a formal hearing unless the matter is
disposed of under the rules for informal disposition. Student conduct proceedings are not
to be construed as judicial trials and need not wait for legal action before proceeding; but
care shall be taken to comply as fully as possible with the spirit and intent of the procedural
safeguards set forth herein. The Office of the General Counsel shall be legal adviser to the
Committee and the Primary Administrative Officer/Designee(s).
Notice. The Primary Administrative Officer/Designee(s) shall initiate student conduct
proceedings by arranging with the Chair to call a meeting of the Committee and by giving
written notice by certified mail or personal delivery to the student charged with
misconduct. The notice shall set forth the date, time, and place of the alleged violation and
the date, time, and place of the hearing before the Committee. Notice by certified mail may
be addressed to the last address currently on record with the University. Failure by the
   25
student to have a current correct local address on record with the University shall not be
construed to invalidate such notice. The notice shall be given at least seven (7) consecutive
days prior to the hearing, unless a shorter time be fixed by the Chair for good cause. Any
request for continuance shall be made in writing to the Chair, who shall have the authority
to continue the hearing if the request is timely and made for good cause. The Chair shall
notify the Primary Administrative Officer/Designee(s) and the student of the new date for
the hearing. If the student fails to appear at the scheduled time, the Committee may hear
and determine the matter.

Right to Petition for Review: (other than University expulsion, University dismissal, or
University suspension).
In all cases where the sanction imposed by the Committee is other than University
expulsion, University dismissal, or University suspension, the Primary Administrative
Officer/Designee(s) or the student may petition the Chancellor or Designee in writing for a
review of the decision within five (5) calendar days after written notification. A copy of the
Petition for Review must also be served upon the nonappealing party within such time. The
Petition for Review shall state the grounds or reasons for review, and the nonappealing
party may answer the petition within five (5) calendar days.
The Chancellor or Designee may grant or refuse the right of review. In all cases where the
Petition for Review is refused, the action of the Committee shall be final. If the Chancellor
or Designee reviews the decision, the action of the Chancellor shall be final unless it is to
remand the matter for further proceedings.

Right of Appeal (University expulsion, University dismissal, or University suspension
only).

When a student is expelled, dismissed, or suspended from the University by the Committee,
the Primary Administrative Officer/Designee(s), or the student may appeal such decision
to the Chancellor or Designee by filing written notice of appeal with the Chancellor within
ten (10) calendar days after notification of the decision of the Committee. A copy of the
Notice of Appeal will contemporaneously be given by the student to the Primary
Administrative Officer/Designee(s) or by the Primary Administrative Officer/Designee(s)
to the student. The appealing party may file a written memorandum for consideration by
the Chancellor with the Notice of Appeal, and the Chancellor may request a reply to such
memorandum by the appropriate party.

The Chancellor or Designee shall review the record of the case and the appeal documents
and may affirm, reverse, or remand the case for further proceedings and shall notify each
party in writing of the decision on the appeal. The action of the Chancellor shall be final
unless it is to remand the matter for further proceedings.

Status During Appeal. In cases of suspension, dismissal, or expulsion where a Notice of
Appeal is filed within the required time, a student may petition the Chancellor in writing
for permission to attend classes pending final determination of appeal. The Chancellor may
permit a student to continue in school under such conditions as may be designated pending
completion of appellate procedures, provided such continuance will not seriously disrupt
the University or constitute a danger to the health, safety, or welfare of members of the
University community. In such event, however, any final sanctions imposed shall be
   26
effective from the date of the action of the Committee.

Student Honor System. Forums under the student honor systems established for
investigating facts, holding hearings, and recommending and imposing sanctions are
authorized when the student honor code or other regulations containing well defined
jurisdictional statements and satisfying the requirements of Section 10.030, which is
Article V of the Bylaws of the Board of Curators, have been reduced to writing and have
been approved by the Chancellor and the Board of Curators and notice thereof in writing
has been furnished to students subject thereto. Though the student honor system has
jurisdiction, together with procedures set forth therein, instead of the Primary
Administrative Officer/Designee(s), the standard of conduct called for in any such student
honor system shall be deemed to contain at a minimum the same standards set forth in
Section 200.010, entitled Standards of Conduct. Procedures shall satisfy the requirements
of the Board of Curators' Bylaws, Section 10.030, which is Article V, and shall contain
procedures herein before stated insofar as appropriate and adaptable to the particular
situation and shall be approved by the Chancellor and the General Counsel. Students
subject to student honor systems shall have the rights of appeal as set forth in Section
200.020 E.6 and 7.

Hearing Procedures.
Conduct of Hearing.
The Chair shall preside at the hearing, call the hearing to order, call the roll of the
Committee in attendance, ascertain the presence or absence of the student charged with
misconduct, read the notice of hearing and charges and verify the receipt of notices of
charges by the student, report any continuances requested or granted, establish the
presence of any adviser or counselor of the student, and call to the attention of the student
charged and the adviser any special or extraordinary procedures to be employed during
the hearing and permit the student to make suggestions regarding or objections to any
procedures for the Conduct Committee to consider.

Opening Statements.
(1) The Primary Administrative Officer/Designee(s) shall make opening remarks outlining
the general nature of the case and testify to any facts the investigation has revealed.

(2) The student may make a statement to the Committee about the charge at this time or at
the conclusion of the University's presentation.

University Evidence.
(1) University witnesses are to be called and identified or written reports of evidence
introduced as appropriate.

(2) The Committee may question witnesses at any time.

(3) The student or, with permission of the Committee, the adviser or counselor may
question witnesses or examine evidence at the conclusion of the University's presentation.

Student Evidence.
(1) If the student has not elected to make a statement earlier under a.(2) above, the student
   27
shall have the opportunity to make a statement to the Committee about the charge.

(2) The student may present evidence through witnesses or in the form of written
memoranda.

(3) The Committee may question the student or witnesses at any time. The Primary
Administrative Officer/Designee(s) may question the student or witnesses.

Rebuttal Evidence. The Committee may permit the University or the student to offer a
rebuttal of the other's presentation.
Rights of Student Conduct Committee. The Committee shall have the right to:
(1) Hear together cases involving more than one student which arise out of the same
transaction or occurrence, but in that event shall make separate findings and
determinations for each student;

(2) Permit a stipulation of facts by the Primary Administrative Officer/Designee(s) and the
student involved;

(3) Permit the incorporation in the record by reference of any documentation, produced
and desired in the record by the University or the student charged;

(4) Question witnesses or challenge other evidence introduced by either the University or
the student at any time;

(5) Hear from the Primary Administrative Officer/Designee(s) about dispositions made in
similar cases and any dispositions offered to the student appearing before the Committee;

(6) Call additional witnesses or require additional investigation;

(7) Dismiss any action at any time or permit informal disposition as otherwise provided;

(8) Permit or require at any time amendment of the Notice of Hearing to include new or
additional matters which may come to the attention of the Committee before final
determination of the case; provided, however, that in such event the Committee shall grant
to the student or Primary Administrative Officer/Designee(s) such time as the Committee
may determine reasonable under the circumstances to answer or explain such additional
matters;

(9) Dismiss any person from the hearing who interferes with or obstructs the hearing or
fails to abide by the rulings of the Chair of the Committee;

(10) Suspend summarily students from the University who, during the hearing, obstruct or
interfere with the course of the hearing or fail to abide by the ruling of the Chair of the
Committee on any procedural question or request of the Chair for order.

Rights of Students Upon Hearing. A student appearing before a Committee shall have the
right to:


   28
Be present at the hearing;
Have an adviser or counselor and to consult with such adviser or counselor during the
hearing;
Have students from the Student Panel sit with the Committee or Hearing Panel;
Hear or examine evidence presented to the Committee;
Question witnesses present and testifying;
Present evidence by witnesses or affidavit;
Make any statement to the Committee in mitigation or explanation of the conduct in
question;
Be informed in writing of the findings of the Committee and any sanctions it imposes; and
Request review or appeal to the Chancellor as herein provided.

Determination by the Student Conduct Committee. The Committee shall then make its
findings and determinations in executive session out of the presence of the Primary
Administrative Officer/Designee(s) and the student charged. Separate findings are to be
made:

As to the conduct of the student, and
On the sanctions, if any, to be imposed. No sanctions shall be imposed on the student unless
a majority of the Committee present is reasonably convinced by the evidence that the
student has committed the violation charged.

Official Report of Findings and Determinations. The Committee shall promptly consider the
case on the merits and make its findings and determination and transmit them to the
Primary Administrative Officer/Designee(s) and the student charged forthwith.


Other Procedural Questions. Procedural questions which arise during the hearing not
covered by these general rules shall be determined by the Chair, whose ruling shall be final
unless the Chair shall present the question to the Committee at the request of a member of
the Committee, in which event the ruling of the Committee by majority vote shall be final.

General Rules of Decorum. The following general rules of decorum shall be adhered to:
All requests to address the Committee shall be addressed to the Chair.
The Chair will rule on all requests and points of order and may consult with Committee's
legal adviser prior to any ruling. The Chair's ruling shall be final and all participants shall
abide thereby, unless the Chair shall present the question to the Committee at the request
of a member of the Committee, in which event the ruling of the Committee by majority vote
shall be final.
Rules of common courtesy and decency shall be observed at all times.
An adviser or counselor may be permitted to address the Committee at the discretion of the
Committee. An adviser or counselor may request clarification of a procedural matter or
object on the basis of procedure at any time by addressing the Chair after recognition.

Record of Hearing. A taped or stenographic record of the hearing shall be maintained. The
notice, exhibits, hearing record, and the findings and determination of the Committee shall
become the "Record of the Case" and shall be filed in the Office of the Primary
Administrative Officer/Designee(s) and for the purpose of review or appeal be accessible at
   29
reasonable times and places to both the University and the student.

Crimes of Violence and Non-Forcible Sex Offences. In cases of alleged crimes of violence
and non-forcible sex offences:
The alleged victim is entitled to have an advisor or counselor present during his or her
participation in the hearing.
The alleged victim and the accused shall be informed of the outcome of any campus
disciplinary proceeding brought alleging a crime of violence or non-forcible sexual assault.




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POLICIES
When planning an event, distributing information and organizing programs or functions for
your student organization, the following policies and procedures need to be taken into
consideration during the initial planning stages. The Student Involvement staff can help
with all phases of program development, including compliance with University guidelines.

ACTIVITIES INVOLVING FOOD
If a student organization’s event is to be held in the University Center or Student Union (to
include the University Center walkway & the breezeway), all food and beverages must be
catered with the University food service, Sodexho. Exception to this rule relates only to
ethnic food that Sodexho cannot produce and must be approved by the following offices:
Student Auxiliary, Student Involvement Office and Food Service. When catering services
are required, the student organization should contact Sodexho at 235-1076. University
Center. The group should also work closely with the Student Involvement Office to ensure
that proper payment is made for the food order. Note, if your organization has received
student activity funding, please do not use your personal funds to pay for the food ordered.

If the student organization’s event is not in the University Center or Student Union, food
need not be purchased from the University food service, Sodexho. Food from other food
vendors can be catered or brought in by the student group. However, the group must still
work with the Student Involvement Office to ensure that proper procedures are followed to
pay for the food ordered. A certificate of insurance must also be obtained from the
establishment specifically stating UMKC. If a certificate of insurance is not provided to
Student Involvement, then the event will not be approved.

ACTIVITIES INVOLVING ALCOHOL
Policies Affecting All UMKC Recognized Student Organizations
Organizations sponsoring an event in which alcoholic beverages may or will be present,
must complete an Alcohol Social Event Registration Form
http://www.umkc.edu/stulife/forms.asp and turn it into the Student Involvement Office at
least 5 working days prior to the date of the event. This form can be found in the Student
Involvement Office or on our office webpage.

A meeting must be held at least 5 working days in advance with the Assistant Director of
Student Involvement to review details of the event and ensure all policies are being
followed. The Alcohol Social Event Registration Form must be submitted and received
prior to meeting with the Assistant Director for Student Involvement. No advertising
which implies or acknowledges alcohol-related events (i.e., BYOB) will be permitted on
campus.

No UMKC student fees will be used to pay for alcoholic beverages.
ALL contracts and agreements must be submitted to the Student Involvement Office for
review. NOTE: Contracts must be submitted three weeks prior to the date of the event.

Any organization which does not complete the steps as articulated above will fail to comply
with the directions of University officials and will be violating the Student Conduct Code.

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BULLETIN BOARD POSTING
A.      General Bulletin Board Policy
The University reserves the right to determine the scope, manner, location, duration, and
content of materials posted on University property.
1.      All materials to be posted must receive necessary approvals prior to posting (see
section B). Approval is restricted for most commercial sale ventures.
2.      All materials must be approved and stamped by the Student Involvement Office and
must provide contact information either by way of email address or phone number.
3.      Material advertising events which conflict with University programs or policies may
or may not be approved. The Student Involvement Office shall make this determination.
4.      Sponsorships should be shown on all materials. The name and phone number or
email of a contact person must be listed on the materials.
5.      Election materials for national, state or local elections may not be posted.
6.      It is the responsibility of the sponsoring group to hang and remove posted materials
after the event is completed or thirty days after it is posted.
7.      Unstamped/unauthorized material will be removed.
8.      No fliers/posters promoting alcohol or other illegal substance use either stated or
implied will be approved.
9.      Images or language deemed profane, defaming, or inflammatory will not be
approved.
10.     To post in the Residence Halls, please provide all items you want hung to the hall
front desk and they will post. You are not allowed to post on your own in the halls.

B. Sources for Approval
1.      The Student Involvement Office (Third Floor, Student Union) reviews all materials
for posting in the University Center and on general campus-wide boards. The Office of the
Vice Chancellor for Administrative Affairs (336 Administrative Center) may review all off-
campus organization materials if deemed necessary by the Student Involvement Office.
2.      In academic buildings, specific boards are designated for academic unit use and may
require additional approval. Please contact the Administrative Office in each building for
specific guidelines.
C. Posting Procedures
1.      Materials must be posted only on appropriate boards or areas.
2.      Posted materials should not cover in any significant way any existing materials.
3.      All oversized posters will be attached to hang at the bottom of the display board.
4.      No fliers/posters promoting alcohol or other illegal substance use either stated or
implied will be approved.
5.      Hand-out/fliers may not be placed on classroom seats, posted at random in
classrooms or attached to cars in parking lots. (See also distribution of Literature Policies).

D. Specific Policies for University Center
1.     Use of non-bulletin board areas and display areas (i.e. cafeteria tables, lobbies and
hallways) and display areas in the University Center requires the approval of both the
University Center Student Auxiliary Services and the Student Involvement Office. If
permission is granted to hang non-bulletin board displays, only masking tape may be used
for hanging. No nails, tacks, duct tape, or other adhesive materials may be used.


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3.    The University reserves the right to determine the scope, manner, location, duration
and content of materials posted on University property.

CAMPUS EVENTS COMMITTEE
PURPOSE: To assist student organizations with the event planning process and ensure
they are abiding by university policies and procedures. This process also assists the
campus administration in effectively communicating upcoming campus events. Members
of the committee include campus administrators which approve campus events as well as
student representation.

DEADLINES:
Organizations will be required to be seen by the committee at least two weeks prior to
their event. All forms must be provided to the Student Involvement Office (Third Floor,
University Center) by 5:00 pm one week prior to the Campus Events Committee meeting
they wish to be seen at, therefore at least three weeks prior to their event. The CEC will
meet every other week. Please see the Student Involvement Office for a schedule of
meetings.

EVENTS REQUIRED FOR APPROVAL BY COMMITTEE:
   - Events that will be required to come before the committee include those which
     involve:
   - Food
   - Music
   - Equipment needs including tables, chairs, electricity and a/v needs
   - Funds will be raised/collected
   - Police presence required
   - Any outdoor events
   - Any contracts must be signed

Once an area/equipment, dance, or other request form has been turned into the Student
Involvement Office, your organization will be contacted if they are required to be seen by
the committee.

APPROVAL/DENIAL OF EVENT:
The campus events committee will deliberate on each event the day they are proposed to
the committee and a decision will be made at that time or sent via email to the noted
designee and organization advisor within 72 hours.

Events may be denied for the following reasons:
    Could not provide the appropriate risk management information
    Could not provide the appropriate contracts
    Not a recognized student organization in good standing
    The event/s violates any student organization or UMKC policies and procedures

Appeals of the Campus Events Committee will be heard by the Assistant Dean of Students
for Volker or Hospital Hill Accordingly. All appeals must be provided to the Assistant Dean
within 72 hours of receipt of decision by the CEC. If the committees’ decision is upheld by

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the Assistant Dean, the final appeal will then be decided by the Vice Chancellor for Student
Affairs and Enrollment Management. All decisions by the Vice Chancellor are final.

CONTRACTS
1.      NO STUDENT MAY ENTER INTO A CONTRACTUAL AGREEMENT ON BEHALF OF
THE UNIVERSITY: the student is not a legal representative for the University. Even on an
honorarium, authorized signatures must appear for the agreement to be legally binding.
2.      If you plan to use student fees to hire a DJ, lecturer, entertainer, etc. for your event,
speak with the Assistant Director of Student Involvement for details at least five weeks
prior to the event/program. Before agreeing over the phone or in person to ANY
contractual agreement, be sure to check with the Student Involvement Office. Any oral
agreement may be BINDING.
3.      All agreements for contracts or services to be rendered MUST be in writing and
signed by the Assistant Director of Student Involvement or approved administrator.
4.      If the fee to be paid is small ($500.00 or less), it is usually sufficient that the party to
be paid complete the required information - signature, address, and social security number
- on an honorarium form, which, when signed by an authorized advisor in the Student
Involvement Office, serves as an official letter of agreement. An example of this letter can
be obtained by contacting the Student Involvement Office.
5.      If it is determined that a University contract is necessary, the student must work
with the Assistant Director of Student Involvement to complete an official University
contract. The following information will be necessary for the performer/speaker:
his/her/their agent (if applicable), address, phone number, date, time and location of
program fee, and social security number/tax ID number.
6.      The information for the contract should be provided by the student in charge of the
program AT LEAST FIVE WEEKS prior to the date of the program to allow time for the
contract process.
7.      Only authorized contracts (those signed by the Business Office or other designated
signatory) will be honored for payment.
8.      The Business Office will NOT sign any contract THE DAY OF OR AFTER any
performance/appearance.
9.      If the check (for payment) is being held to be presented to the performer/speaker
immediately following his/her/their performance/appearance, one must inform the fiscal
officer in Student Involvement Office and the Accounting Office will call the Student
Involvement Office when the check is ready to be picked up.

CO-SPONSORSHIP WITH OUTSIDE GROUPS

There are circumstances in which the purposes of non-university groups coincide with
and/or complement those of the university and its student organizations and/or
departments. In such circumstances, non-university groups may be authorized to use
university facilities and co-sponsor events under agreements in which all conditions and
pertinent details are arranged by the University or subject to its formal approval.
Co-Sponsorship is defined as:
1. Cash or in-kind donation by outside group for an event in exchange for advertising, or
face to face access to UMKC Students



   34
2. Events by an outside group requesting access to university facilities/students without
meaningful involvement of student organization, or solely for the financial benefit of the
outside organization.

The following policy has been generated for outside groups that wish to co-sponsor an
event on campus or sponsor an off campus event facilitated by a Recognized UMKC student
organization/department:
A. Events involving the use of university facilities or sponsoring events by non-university
groups may be cosponsored by the university, by university units, or by recognized student
organizations.

B. The approval process should begin prior to the event planning process. Please contact
the Office of Student Involvement to ensure appropriate steps are taking place and which
paperwork needs to be completed.

C. The cosponsoring campus organization/department must have a member of their
leadership present at all times during the duration of the event.

D. The university, by the very nature of the functions for which it exists as a publicly-
supported institution of higher education, should not enter into joint sponsorship of any
project or program that is to result in profits or private gain for the non-university group.

E. Whenever non-university groups share in the use of university facilities, it is with the
approval of the university, and all conditions of that co-sponsorship are to be set by the
university.

F. Upon entering into co-sponsorship or any program or activity, the university assumes
the full responsibility and authority for all pertinent details, such as setting of hours, selling
of tickets, pricing of tickets, supervision of buildings, etc. It reserves the right to approve all
copy for advertising as well as all news releases.

G. The university will not enter into co-sponsorship of any program or activity in which the
educational or public service implications are not evident and which does not relate
appropriately to the missions of the university.

H. A member of the sponsoring recognized student organization must be with the non-
campus organization at all times

I. Recognized student organization advisor must sign off prior to event.

CREDIT CARD SOLICITATION POLICY
In person credit card solicitation is prohibited on University property. Companies wishing
to post informational material on University bulletin boards may do so within campus
guidelines and should contact the Student Involvement Office.

Student groups are not allowed to sponsor credit card companies on campus as part of
their fundraising event.


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DANCES
In order to maintain a safe and secure environment for the campus community, the
University of Missouri-Kansas City has adopted a comprehensive dance policy. The
following is a list of steps involved:
     Reserve Pierson Auditorium, University Playhouse, or Student Union Multi Purpose
       Rooms.
     Review the UMKC student organization social event policies for use of Pierson
       Auditorium at least three weeks in advance. This can be found on the Student
       Involvement Office website under “forms/resources” then “downloadable forms”.

       No advertising off campus.

       Acquire dance marshals and complete the Pierson Auditorium reservation form
        addendum for social events. Marshals must be currently enrolled UMKC students
        and preferably members of the sponsoring organization. Budget for anticipated
        costs such as the hiring of a UMKC off-duty police officer. There is also a charge for
        the rental of Pierson Auditorium if the dance is a fundraiser for your organization.

Complete guidelines can be obtained by contacting the University Center/Union
Reservations Office at 235-1416.

DECORATIONS and CLEAN UP OF UNIVERSITY FACILITIES
Immediately following a campus event, all debris must be removed from buildings and
grounds by the sponsoring organization. In cases where the University must provide extra
cleaning, the cost of the work will be paid by the organization. Any damage to a building or
loss of University-owned material or equipment resulting from the use of a building will
also be charged to the responsible organization.

DEMONSTRATIONS
All rallies, demonstrations or similar activities shall be registered through the Student
Involvement Office at least ten working days before the event by completing a permit
request form. Any organization holding a rally, demonstration or like event shall appoint
four students to act as marshals. It will be the duty of the marshals to ensure that all
participants are properly instructed as to provisions of these regulations and that no action
is performed which will reflect discredit on the student body or UMKC. The marshals'
names must be listed on the permit request form. The organization, as well as all
individuals participating, are responsible for following the Student Conduct Code. If the
organization is distributing handbills or leaflets, the group is responsible for the clean-up.
Use of a sound system must be approved on an Area Equipment Request Form. Failure to
abide by this policy may cause the permission for the use of the facility to be withdrawn at
any time, or denial of future demonstration/s.

DISTRIBUTION OF LITERATURE ON CAMPUS
1.    Recognized student organizations may distribute literature on campus with prior
authorization of the Student Involvement Office with four stipulations:
a.    All posters, handouts and flyers must clearly state sponsorship by a recognized
student organization.

   36
b.      Posters/notices are to be posted in accordance with the Bulletin Board Policy.
c.      A copy of all mass handouts and/or flyers must be filed in the Student Involvement
Office.
d.      Handouts or flyers may not be placed in classroom seats or posted at random in
classrooms, or attached to cars or to University property not designated for that purpose.
2.      In the case of a petition, sponsorship may be an individual student.
3.      Distribution of SGA election material must be in accordance with policies of the SGA
Election Board.
4.      The University reserves the right to define the time, the place and manner for the
distribution of literature and the holding of activities and events.

FUNDRAISING GUIDELINES
Please stop by the Student Involvement Office (Third Floor, University Center Suite 320) or
contact us at 235-1407 prior to facilitating any type of fundraising activity.

FUND-SEEKING ACTIVITY
1. What type of fund-raising activities should be coordinated through the University
Advancement Office?
One hundred percent of every fund-seeking activity must be coordinated through the
University Advancement Office.
2. Why must all fund-raising activities be coordinated through the University
Advancement Office?
All fund-raising activities require the University's prior approval before any action can be
taken on behalf of the University or any of its sub-organizations, groups or individuals.
They include all events like selling advertising, car washes, calling on various businesses
for product gifts or for cash gifts from any individual corporation or foundation.
3. Which University office assists organizations to coordinate a fund-raising activity?
The Office of University Advancement
This Office is one of the four principal divisions of the University of Missouri-Kansas City.
Its central purpose is to work on behalf of the University with all individuals, organizations,
associations, corporations or foundations who have any interest in or association with the
University. The four classifications of individuals who might be working with the University
at any time may include: faculty, organized through the Office of Academic Affairs;
students, organized through the Office of Student Affairs; other non-academic employees,
organized through the Office of Administrative Affairs; and community who are organized
through the Office of University Advancement.
4. Is there a charge for using the University Advancement Office? No.
5. Does the Office of University Advancement have any resources to assist student
organizations that are planning a fund-raising activity?
They have extensive resources including professional staff, a major records division and a
research database, all of which are organized to support building of resources for UMKC in
order for UMKC to achieve its goals and mission.
6. What are the ramifications if an organization chooses not to work with the
University Advancement Office to pursue a fund-raising drive?
The Curators' Rules and Regulations of the University of Missouri clearly outline that
individuals employed by, or enrolled at the University of Missouri cannot choose to work
independent of the Office of University Advancement. No fund-raising drives can be
pursued in any way, shape, or form on behalf of the University without prior involvement
   37
and approval of the authorities within the Office of University Advancement. The Curators
of the University of Missouri are the legal entity responsible for the entire University.
Anyone soliciting on behalf of something to benefit the University has to be certain that
their solicitation is sought by the University and its officials and that the prospect who's
being solicited is approved for that solicitation. In some cases, funding sources could
decline supporting a proposal because the Office of University Advancement did not
approve it.

GRADE REQUESTS
1. Students in all general honor societies and social fraternities and sororities desiring
grade checks on members must begin this process with the Student Involvement Office.
2. Members of academic honor societies can begin the process with the Student
Involvement Office or the University official from their specific academic unit that advises
the society.
3. Students should not go directly to the Registrar’s Office for this service.
4. The Student Involvement Office will not release specific grade information, but will
provide you with a list of who meets your organizations scholastic requirements and those
who do not.

GRIEVANCES
It is the policy of the University of Missouri to provide equal opportunity for all enrolled
students and applicants for admission to the University on the basis of merit without
discrimination on the basis of their race, color, religion, sex, sexual orientation, national
origin, age, disability or Vietnam-era veteran status. Sexual harassment shall be considered
a form of discrimination. To ensure compliance with this policy, all University of Missouri
prospective or enrolled students will have available to them this student-discrimination
grievance procedure for resolving complaints and/or grievances regarding alleged
discrimination. This grievance procedure neither supersedes nor takes precedence over
established University procedures of due process for any and all matters related to
academic dishonesty, grade appeals, traffic appeals, disciplinary appeals or other specific
campus procedures that are authorized by the Board of Curators and that deal with faculty
and staff responsibilities. These proceedings may be terminated at any time by the mutual
agreement of the parties involved.

NOTE: A grievance concerning specific incidents filed under this discrimination grievance
procedure will not be processed on behalf of any student who elects to use another
University grievance procedure. In addition, the filing of a grievance under these
procedures precludes the subsequent use of other University grievance or appeals
procedures for the same incident.

Definitions of Grievances
A complaint is an informal claim of discriminatory treatment. A complaint may, but need
not, constitute a grievance. Complaints are processed through informal procedures. A
grievance is the written allegation of discrimination that is related to:

Recruitment and admission to UMKC

Admission to, and treatment while enrolled in, an educational program
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Employment as a student employee on campus

Other matters of significance relating to campus living or Student Involvement, including,
but not limited to, assignment of roommates in residence halls, actions of fraternities and
sororities, memberships in or admission to clubs or organizations, student health services
and financial-aid awards

A student with an informal complaint will be provided a copy of the appropriate policy and
procedure on student complaints and grievances, and the Vice Chancellor for Student
Affairs or his/her designee will be available to help the student understand the
opportunities afforded through such policies and procedures. The Vice Chancellor for
Student Affairs is located in room 336 of the Administrative Center.

HAZING
Hazing is strictly prohibited in the State of Missouri and by the University. Hazing is
defined as any willful act, occurring on or off the campus of an educational institution,
directed against a student or a prospective member of an organization operating under the
sanction of an educational institution, that recklessly endangers the mental or physical
health or safety of a student or prospective member for the purpose of initiation or
admission into or continued membership in any such organization.

Acts of hazing include, but are not limited to:
Any activity that recklessly endangers the physical health or safety of the student or
prospective member, including but not limited to physical brutality, whipping, beating,
branding, exposure to the elements, forced consumption of any food, liquor, drug or other
substance.

Any activity that endangers the mental health of the student or prospective member,
including but not limited to sleep deprivation, physical confinement, or other extreme
stress inducing activity.

Any activity that requires the student or prospective member to perform a duty or task
which involves a violation of the criminal laws of this state or any political subdivision in
this state.
Hazing is a class C Felony.

INSURANCE
Each social fraternity or sorority is required to obtain and maintain an insurance policy of a
minimum of 1 million dollars. Proof of insurance, including the amount and name of
insurer must be submitted by the 3rd week of the academic year.

NON-DISCRIMINATION / HUMAN RIGHTS STATEMENT
The Board of Curators and the University of Missouri-Kansas City are committed to the
policy of equal opportunity on the basis of race, color, religion, sex, sexual orientation,
national origin, age, disability and status as a Vietnam era veteran. This policy pertains to
educational programs, admissions, activities and employment practices.


   39
The Office of Diversity, Access and Equity is responsible for all relevant programs and may
be contacted at 359 Administrative Center.

OPEN CAMPUS STATEMENT
The “open campus” has long been a traditional policy at UMKC. During formal sessions or
in informal settings, the entire academic community, students and faculty have the right to
hear and express varying viewpoints. These discussions often center on such areas as
educational, research or service functions and objectives of the University.

In addition, the freedom to demonstrate in an orderly fashion as a means of presenting
views is recognized by the University. However, UMKC does not condone demonstrations
that interfere with the freedom of decision and action of other students, or that prevent the
free movement of students to or from classes, lectures, seminars or employment
interviews. When such demonstrations occur, the institution and academic community
must take action, even if such action protects the rights of just one student. Freedom of
expression is one of the hallmarks of a democratic society. While orderly demonstrations
are not to be interpreted as infractions of University rules, disorderly demonstrations that
disrupt the normal life on campus are considered violations. In these cases, individuals
who are responsible will be dealt with through the established disciplinary procedures and
policies.

PRESS RELEASES
Events open to the public should be advertised via a press release coordinated by
University Communications, 235-1594. Press releases are generally sent 6 weeks before an
event and are applicable only to events open to the general public.

SALE POLICY
The sale of anything, the soliciting of subscriptions, or the collections of dues is prohibited
in University buildings and on University grounds without prior authorization of the Vice
Chancellor for Administrative Affairs and the Student Involvement Office.

A Permit to Sell form can be downloaded from the Student Involvement Office website and
must be completed along with a Facilities Request form at least two weeks before the sales
event. The form needs to be approved before any selling is to occur.

Permission to sell item/s on University property is given only to recognized UMKC faculty,
staff and student organizations. The sales table/booth needs to be staffed at all times by a
member of the sponsoring organization who is a currently enrolled student at the
University of Missouri-Kansas City (See co-sponsorship policy).
The Vice Chancellor for Administrative Affairs or his/her representative will act to
preserve order and to protect the rights of those selling materials. In the event that the
physical facilities available for selling become over-crowded, the Vice Chancellor of
Administrative Affairs or his/her representative is authorized to restrict the duration of
any group’s sales effort and/or to relocate sales tables to other areas.

The University shall not be used for commercial or promotional advertising purposes, nor
will the name of the University be identified in any way with the aims, policies, programs,
products or opinions of any organization or its members; but an exception may be made by
   40
the Board of Curators upon recommendation of the President of the University. When an
exception is made, the conditions for using the name will be prescribed.

Bake Sale
If recognized student organizations want to hold a bake sale, all sanitation guidelines and
health regulations must be followed completely. The sale area must be kept in an orderly
appearance throughout the sale period and must be restored to its normal appearance
immediately following the bake sale.

STUDENTS’ RIGHT-TO-KNOW STATEMENT
In accordance with Public Law 101-542, UMKC reports 74 percent of its first-time
freshmen students return the second year. The UMKC Police department publishes an
annual campus report on personal safety and crime statistics. The report is available at the
UMKC Police Department Office, 4825 Troost Room 213, upon request or on the UMKC
Police Department website.

SEXUAL HARASSMENT
The University of Missouri uses information, education and guidance to increase awareness
of the problem of sexual harassment.
Policy Statement - It is the policy of the University of Missouri, in accord with providing a
positive, discrimination-free environment, that sexual harassment in the work place or the
educational environment is unacceptable conduct. Sexual harassment is subject to
discipline, up to and including separation from the institution.

Definition - Sexual harassment is defined for this policy as either:

Unwelcome sexual advances or requests for sexual activity by a University employee in a
position of power or authority to a University employee or a member of the student body.

Other unwelcome verbal or physical conduct of a sexual nature by a University employee
or a member of the student body to a University employee or a member of the student
body. This happens when: Submission to or rejection of such conduct is used explicitly or
implicitly as a condition for academic or employment decisions. The purpose or effect of
such conduct is to interfere unreasonably with the work or academic performance of the
person being harassed. The purpose or effect of such conduct to a reasonable person is to
create an intimidating, hostile or offensive environment.

Non-retaliation - This policy also prohibits retaliation against any person who brings an
accusation of discrimination or sexual harassment or who assists with the investigation or
resolution of sexual harassment. Notwithstanding this provision, the University may
discipline an employee or student who has been determined to have brought an accusation
of sexual harassment in bad faith.

Redress Procedures - Members of the University community who believe they have been
sexually harassed may seek redress, using the following options:
Pursue appropriate informal resolution procedures as defined by the individual campuses.
These procedures are available from the campus affirmative action/equal opportunity
officer.
   41
Initiate a complaint or grievance within the time prescribed by the applicable grievance
procedure. Faculty are referred to Section 370.010. "Academic Grievance Procedures;" staff
to Section 380.010, "Grievance Procedure for Administrative, Service and Support Staff;"
and students to Section 390.010, "Discrimination Grievance Procedure for Students."
Pursuing a complaint or informal resolution procedure does not compromise one's rights
to initiate a grievance or seek redress under state or federal laws.

Discipline - Upon receiving an accusation of sexual harassment against a member of the
faculty, staff or student body, the University will investigate, and if the accusation is
substantiated, will initiate the appropriate disciplinary procedures. There is a five-year
limitation period from the date of occurrence for filing a charge that may lead to discipline.
An individual who makes an accusation of sexual harassment will be informed:

        At the close of the investigation, whether or not disciplinary procedures will be
         initiated.

        And at the end of any disciplinary procedures, of the discipline imposed, if any.

T-SHIRTS AND OTHER MEMORABILIA
All recognized student organizations should work with the Student Involvement Office
when purchasing t-shirts or other memorabilia items to ensure that the necessary
procedures are followed. For instance:

-        The design is approved by University Communications;
-        The proper payment arrangement is made;
-        The items are made by a vendor under the UMKC’s Trademark Licensing Program.

Please call the Student Involvement Office at 235-1407 for assistance.

UMKC STUDENT TRAVEL GUIDELINES
I. Purpose:
UMKC recognizes that students are responsible adults and travel off campus as a necessary
way to pursue activities that enhance their academic experience. To this end, UMKC
provides University funds for student travel to events and activities that facilitate and/or
enhance student learning.
These travel guidelines are designed to promote safe travel away from the University to
events and activities for individual UMKC students as part of their involvement in
University recognized student organizations. These guidelines apply to student travel in
cases where students travel on behalf of or with financial support of the University.

These guidelines do not apply to travel undertaken by individual students attending non-
University sponsored activities like student teaching, internships, off campus work,
practicum, observations or research. UMKC Risk Management should be consulted when
students, faculty, staff are uncertain of a specific case.

II. Definitions:


    42
A University(UMKC) sponsored travel, event, or activity is one that is financially supported
or initiated, planned, or managed, by a UMKC student, faculty, or staff member which uses
student activity fees or other University financial resources.
A Recognized student organization is comprised only by currently enrolled students. All
recognized student organizations are approved by the Vice Chancellor for Student Affairs
and Enrollment Management through the Student Involvement Office. These guidelines
also apply to all student groups sponsored by academic units and departments.
A currently enrolled student is one who is currently enrolled at UMKC on a full- or part-
time basis. A faculty advisor is the designated advisor of record for the recognized student
organization or the faculty or staff member who accepts responsibility for the individual
students’ travel. Before any action can be taken on a proposed sponsored event, a
designated advisor of record must initiate with process with a signed form indicating his or
her approval and agreement to travel with the students.
An appropriate administrator is a University Dean, Department Chair, or Director of an
administrative unit, or his or her authorized designee.
A student officer is a student who is a member of a recognized student organization’s
executive board.

III. General Requirements for University Sponsored Student Travel
To assure that events or activities involving student travel are consistent with the mission
of UMKC and that student safety issues have been addressed, UMKC sponsored student
travel must be reviewed and approved in advance by an advisor and then by an
appropriate administrator or his or her designee. The appropriate administrator will
assure that the proposed travel conforms to the UMKC travel guidelines. The following
rules apply to the travel of currently enrolled UMKC undergraduate and graduate students
attending activities or events sponsored by UMKC which occur beyond the boundaries of
UMKC. Travel to University sponsored activities should be limited to UMKC students,
faculty and/or staff unless authorized by the appropriate administrator who may permit
other students, faculty or staff in the University of Missouri System or students from local
institutions of higher education to participate. All travelers are responsible for their own
behavior and any resulting consequences. UMKC is not liable for any loss, damage, injury,
or other consequences resulting from a participant’s failure to comply with University rules
and regulations, the direction of University employees, or applicable local, state, and
federal laws. All travelers are subject to the provisions governing the behavior of
representatives of UMKC and are subject to the supervision of the advisor from UMKC
participating in the travel. Non-UMKC students permitted to participate in the UMKC-
sponsored travel must sign a statement acknowledging the above which also includes the
signature of their organizations adviser or their campus Director of Student Involvement.
All travelers are required to comply with UMKC Code of Student Conduct and the
applicable University policies, procedures, rules and regulations, understanding that such
compliance is important to the success of the trip and to the safety of all participants as
well as the reputation of the participants, organization and University. The University’s
willingness to permit future similar activities and travel is contingent upon the success of
the previous trips. All travelers are required to conduct themselves as outlined by the
appropriate administrator and assume the responsibility for their own actions,
understanding the circumstances of an off-campus activity may require a standard of
decorum which may differ from that acceptable on campus.


   43
For University sponsored travel, it is the responsibility of the groups and/or departments
sponsoring the program to assure compliance with these guidelines:

Each student traveling must arrange to complete academic responsibilities such as missing
classes, submitting assignments earlier or later, etc.
All UMKC sponsored travel must be chaperoned by a faculty advisor or appropriate
designee except with the approval of an appropriate administrator. If students are
traveling on their own for the purpose of a recognized organization or University funds are
being used to support the activity, then each member must meet with the appropriate
administrator or designee for a pre-trip meeting.

Pre-Trip Meeting: At least one member of the recognized student organization in charge
of the trip must attend a pre-trip planning meeting with the Coordinator for Student
Organization Accounts in Student Involvement or their designee at least two weeks before
the trip. It is also recommended that the on campus advisor attend this meeting if available.
All of the following information must be submitted prior to the funding request being
submitted for consideration:
    - A list of students and student ID numbers participating in the travel.
    - The itinerary, including plans for transportation, lodging, planned activities, and
        unstructured time including address and contact information for all traveler
        destinations. Emergency contact telephone numbers for every traveler.
    - The groups’ communication tree with the appropriate administrator during the trip
        (i.e. through the faculty advisor and designated students)
    - A signed statement that all students understand their responsibility related to the
        UMKC Student Conduct Code and applicable University policies, procedures, rules
        and regulations.
    - That each traveler understands that he or she will only be compensated up to the
        University’s per diem rate for meals.
    - That participants should participate in events together whenever possible or make
        arrangements to meet regularly during the trip to make sure everyone is benefiting
        fully. This stipulation does not mean that students are not to meet others
        participating in the event or to participate in as many different activities as possible;
        instead, the intention of the stipulation is to promote UMKC participants’ general
        awareness of where each other is and each others’ well being.
    - If students are driving a list of approved drivers must be provided along with copies
        of their drivers’ licenses and proof of insurance.
    - That all travelers are required to participate fully in the planned activities.
    - That unstructured time should be kept to a minimum to reduce the risks inherent in
        unsupervised activity.

This information must be submitted to the Assistant Director of Student Involvement or
his/her designee.

Transportation: The sponsoring University department should be prepared to arrange for
transportation by official University vehicle(s), rental vehicle(s), chartered services, or if
necessary personal vehicles. The following rules apply to vehicle use:



   44
   -    All drivers operating automotive vehicles paid for by University funds must be 21
        years of age or older, have a valid driver’s license and proof of insurance. Copies of
        this information will be kept in the Office of Student Involvement
   -    University vehicles: Vehicles owned and operated by UMKC. Only University
        employees can drive these vehicles.
   -    Rental vehicles: If rented with University funds, only UMKC employees and students
        over the age of 21 years with valid drivers’ licenses, who are approved by the
        appropriate administrator can drive. All travelers must comply with terms of the
        rental contract. UMKC prohibits departments or employees from renting 15
        passenger vans or larger. All rental vehicles must be arranged through the Student
        Involvement Office and should not be done by the individuals traveling.
   -    Contract bus service: Adequate insurance coverage for personal injury and property
        damage must be provided by the bus company and coordinated with the UMKC Risk
        Management department. It is the responsibility of the student organization to
        arrange for the bus company contract to get to Risk Management within their
        appropriate timeframe.
   -    Regularly scheduled carriers: Regular scheduled transportation service providers
        (e.g. airlines, public bus lines, Amtrak) may be used for transportation.
   -    Personal vehicles: The University strongly discourages the use of personal vehicles
        for student travel. Personal vehicles should only be used on a voluntary basis. The
        owners/drives must provide their own insurance coverage. All student participants
        choosing to ride in a private automobile do so voluntarily and at their own risk.
        UMKC does not accept liability for any damage, loss, or injury resulting from the use
        of a private vehicle. Students will be required to sign a waiver stating that they
        understand they are riding at their own risk. The appropriate administrator must
        still approve the use of personal vehicles for travel involving University funds.

Accident and Medical Insurance: The University does not provide medical insurance for
any students’ participation on the trip. All travelers are responsible for any medical costs
they incur during and/or as a result of the trip.

Participation by Nonstudents or Organization Members: Except with the permission of
the appropriate administrator, non-UMKC affiliated individuals including friends and
family of UMKC student, faculty, and staff members are not eligible to participate in
University travel.

  Any trip taken that fails to follow these travel guidelines or results in other violations of
  UMKC policy may result in individual and/or student organization discipline under the
                                      UMKC Conduct Code.

IV. Non-University Sponsored Travel

UMKC recognizes that students may or may not be required to travel as a part of their
membership in a recognized student organization. However, the policies contained in this
document apply only to travel that is financially supported by the University. It is strongly
encouraged that students utilize the process and safeguards contained herein to ensure
student safety while traveling.


   45
USAGE OF UNIVERSITY NAME, LOGO, EMBLEM, ETC.
The UMKC Logo, Official University Seal, Kangaroo symbol and the UMKC Symbol are all
officially licensed trademarks of the University of Missouri-Kansas City. Any organization
planning to reproduce T-shirts or any other item using these symbols must have the design
approved in advance by University Communications. Please provide these items to the
Assistant Director of Student Involvement and he/she will send them to University
Communications for approval. This assures that all merchandise bearing UMKC
trademarks promotes and protects the University, as well as fulfills the needs of consumers
wanting goods bearing UMKC marks, symbols and insignias.




   46
CAMPUS SERVICES
There are various University services that are great resources that you and your members
can utilize at your convenience to enhance the success of your events. From working on a
brochure to hosting your meeting, there are services available to assist you. Plan in
advance when using these services to ensure availability and sufficient time for completion.

ADVERTISING
The Student Involvement Office is available if student organizations need assistance in
advertising its events. The staff can offer ideas and suggestions on how to promote an event
successfully on campus. Please refer to the Bulletin Board Posting Section for details on
posting flyers on campus bulletin boards.
Creative Advertising

There are many ways student organizations can promote their programs:

   -    Article or ad in campus publications
   -    Attending student organizations general meetings
   -    Banners/big posters in the cafeteria
   -    University Center electronic signboard
   -    Class announcements
   -    Facebook, Twitter, and Myspace
   -    Flyers/bookmarks in brochure racks
   -    Flyers on bulletin boards
   -    Giveaway info calendars
   -    Information tables
   -    Mailbox stuffers
   -    Mailings to student organization leaders
   -    Mailings to KC area schools
   -    Posters on easels in various locations
   -    Press releases
   -    Radio ads
   -    Sidewalk Chalk
   -    Table tents on cafeteria tables
   -    U-News ad, article or announcement

Social Events/Dance Procedures
1. Advertising
a. No advertising (posters, fliers, radio, etc.) may be placed off-campus.
b. On-campus advertising shall indicate sponsoring organization and the phrase “UMKC
students must show their valid student ID”.

University Communications
300C Administrative Center                                                   Tel: 235-1594

   47
University Communications is responsible for all press and media relations, campus wide
special events, and official campus publications. All media contacts should be coordinated
with the UC News Bureau. Events intended for a campus wide audience or for external
audiences should be registered with UC's Special Events manager. Publications or mailings
of 250 or more to off-campus constituents should have prior approval from UC's director.
UC Creative Services also offers a full range of art and graphic services; however these
services are not free. All student organizations should contact University Communications
to discuss the services needed. Call at least six weeks in advance.

University News
5327 Holmes                                                                   Tel: 235-5402
The University News is the official weekly student newspaper. You can buy advertising
space to promote your events as well as request they be announced in the paper. Please
contact the U-News for a price quote. Before ordering an advertisement, all student activity
funded student organization should contact the Student Involvement Office to ensure that
proper payment arrangement is made. The U-News could also do a feature on your
upcoming event. Please call the U-News for more details.

ARCHIVES
302 Newcomb Hall                                                               Tel: 235-1539
The University Archives handles those records, which are deemed of historical significance
to both the organization and the University. These include general office files and cor-
respondence, faculty papers and publications, photographs, minutes of committees, annual
reports, accreditation reports and documents, University publications, tape recordings and
records, scrapbooks, manuscripts and other such items. All of these items are preserved at
NO COST.

UMKC BOOKSTORE
First Floor, Student Union                                               Tel: 235-BOOK (2665)
Student Organizations may purchase various items from the bookstore, such as stationary,
cards, art supply, gift items, UMKC t-shirts and memorabilia, etc..Please note that if the
organization is using student activity funds for such purchases, it must be in accordance
with all guidelines stipulated for student activity fee. All student organizations must work
with the Student Involvement Office for bookstore purchases to ensure proper payment
arrangement is made.

CENTRAL TICKET OFFICE
307 Performing Arts Center                                                      Tel: 235-6222
University policy states that when a University event requires a fee for entrance, the
sponsoring organization must use the Central Ticket Office. This policy benefits your
organization in many ways. The Central Ticket Office can be contracted to sell your event
in advance through "At Door" sales or just "At Door" sales depending on the nature of the
program. Their computer also has the capability of providing valuable marketing
information on ticket sales relating to students, faculty and staff. Those reports are
available for a fee. Questions about setting up an event for sale can be directed to the
Central Ticket Office at 235-6220.



                                                                                                48
The Central Ticket Office includes all events they are selling on a recorded message that
patrons can call and listen to when the office is not open. The Central Ticket Office handles
all elements of selling an event from the copy for the tickets to the detailed reporting of
your income. There is a charge for their service and a state sales tax for certain events.

INFORMATION SERVICES
Room 102, 4825 Troost                                                             Tel: 235-2000
Student organizations who have a legitimate need for certain data, are eligible to receive
information from the Computing Services Center. This information is not authorized for
personal use. Types of information include lists of students by race, grade point average,
academic majors and number of hours enrolled.
All requests must be approved by the Student Involvement Office. This is to ensure
appropriate budgetary procedures are followed, confidentiality of University student data
is upheld, and the request is sufficient to fulfill the extra-curricular informational needs of
student organizations.

OFFICES OF SERVICES FOR STUDENTS WITH DISABILITIES
131 University Center                                                        Tel: 235-5696
UMKC is committed to meeting the needs of its disabled student population. If you would
like more information on the services UMKC provides students with disabilities, or would
like more information on how your organization can be of assistance, please call 235-5696
or visit University Center room 131.

DISPLAY CASE POLICY
University Center Administration, 145 University Center                          Tel: 235-1416
1.      All recognized student organizations have the right to reserve the display case on
the ground floor of the University Center.
2.      Each organization may reserve up to one week per semester.
3.      Reservations are on a first come, first serve basis.
4.      Each organization is responsible for the removal of display materials by the
        following Monday by 10 AM.
5.      If an organization does not utilize the display case by the first Tuesday of their
reserved week, their reservation is cancelled.
6.      Materials should not promote alcohol or any other illegal substance use nor should
it display any election materials. Inappropriately displayed materials, images or language
deemed profane, defaming or inflammatory may be removed from display.
7.      Damage or destruction to the display case may result in the loss of usage rights and
financial responsibility for any repairs.

INTERNATIONAL FLAGS
Student Involvement Office – Third Floor, Student Union                         Tel: 235-1407
Student organizations may check out the international flag display available in the Student
Involvement Office. There are a variety of flags available for use. These flags demonstrate
the countries that UMKC students represent. The flags are the property of UMKC and must
be used in accordance with University policy. If any flag is missing or damaged at the time
of usage, the student organization will be billed $25.00 per flag.



49
LOST AND FOUND
Information Center 1st Floor University Center                                Tel: 235-5555
Information Center Main Level Student Union
Although many lost and found items are turned into the Information Center, please check
with appropriate departments or offices regarding your lost items. Certain campus
facilities, such as the Swinney Recreation Center, have their own Lost and Found.

MAILBOXES
Student Involvement Office, Third Floor, Student Union                         Tel: 235-1407
If desired, recognized student organizations can be assigned a mailbox to receive messages
and on or off campus mail. To apply, please drop by the Student Involvement Office or pick
up an application on their website. The mailbox will be revoked if not utilized.

Mail Distribution
The mail usually arrives at the Student Involvement Office late morning. The Student
Involvement Office will distribute the mail to the appropriate student organizations.

MAILING: ON CAMPUS & OFF CAMPUS
Mail Service
Room 107, 4825 Troost                                                           Tel: 235-1439
Mail Service will handle all student activity fee funded organization mail. Individual
stamped mail can be dropped in campus mailboxes or brought to the mailroom for post
office delivery. All student organizations must initiate the necessary steps in the Student
Involvement Office.

You do not need stamps for inter campus mail. You can obtain “campus mail” envelopes
from the Student Involvement Office. You may drop your campus mail in campus mailboxes
or bring it to the Mail Room for delivery.
To receive mail, a student organization should use the official mailing address or official
shipping address of the University.

Mailing Address:                               Shipping Address:
Department/ContactName                         Department/ContactName
University of Missouri- Kansas City            University of Missouri- Kansas City
5100 Cherry Street Suite 320                   Building location address/Room Number
KCMO 64110                                     KCMO 64110

MAP OF THE CAMPUS
A map of the campus is printed each semester and can be found in the Student Involvement
Office. Additional maps are available at the Information Center, 1st Floor University Center
(235-5555).

OFFICE SUPPLIES
Bookstore
1st Floor Student Union                                              Tel: 235-BOOK (2665)
Recognized student organizations needing office supplies should first visit the Student
Involvement Office. Students will be presented with a ProCard that will allow them to
purchase office supplies from the Bookstore. Office supplies not available at the Bookstore

                                                                                                50
may be purchased from an outside source. The ProCard must be reserved at least one week
in advance.

POLICE SECURITY AT STUDENT ORGANIZATION EVENTS
1.      When, in the judgment of a sponsoring organization or the University an activity
scheduled on the campus could constitute a security presence, the UMKC Police
Department will coordinate security measures in concert with the Student Involvement
Office, the Vice Chancellor for Student Affairs, the University Center staff and the
sponsoring organization. In this regard, any event or activity which could be expected to
attract a significant number of community and/or non-student participants may require
special security measures.
2.      When a student organization is sponsoring the event, the organization will be asked
to supply an adequate number of UMKC student marshals to assist in the smooth operation
of the event. The UMKC Police Department will meet with these student marshals to inform
and instruct them regarding their role and responsibilities.
3. All security arrangements should be completed sufficiently prior to the event

VEHICLE RENTAL
The University has a rental agreement with Enterprise Car Rental. Discounted prices are
available for all types of vehicle rentals. Please contact the Assistant Director of Student
Involvement for details and to make reservations. Rental requests must go through the
Student Involvement Office and cannot be placed by the individual organization.

In the event that a group needs to reserve a passenger van, only a 12-passenger should be
reserved because of the increased risk of a rollover in a 15-person van.




51
EQUIPMENT & FACILITY RESERVATIONS
All classes, meetings or assembly of any sort held in University buildings or on University
grounds are subject to all United States and Missouri laws and University ordinances, rules
and regulations. In addition, it is expected that proper care will be taken of the facility and
that the simple rules of courtesy, decency and good manners will be observed at all times.
Any failure to abide by these requirements may cause the permission for the use of the
facility to be withdrawn at any time, or for the future permission for the use of any
University facilities to be denied.

The possession of and discharge of firearms and explosives on University property is
prohibited except in regularly approved programs or by University employees in the line of
duty.
No University building or part thereof can be occupied as living rooms or bedrooms except
those duly set aside for such purposes. The services and facilities of the University are in
constant use and in constant demand by student organizations, faculty and administration.
Since the Student Involvement Office coordinates the use of the University services and
facilities by the various student groups and organizations, it must keep both the students
and the administrative and service offices informed as to mutual business procedures.
Accurate information can promote better understanding between student organizations
and University offices that are used. Recognized student organizations promoting political
awareness and education on the campus may schedule facilities according to regular
procedure. Activity approvals must be obtained before facility scheduling is confirmed.

“The use of University facilities should not imply an endorsement of an individual, group or
organization and the name of the University shall not be identified in any way with the
aims, policies, programs, products, or opinions of an individual, group or organization
which may meet in University buildings or on University grounds in accordance with these
regulations.” (Article 110.010, Section B4d., Board of Curators Collected Rules and
Regulations.

AUDIO VISUAL
If a student organization plans to use equipment or operators from any audio-visual
department of an academic unit, the organization should contact the appropriate audio-
visual department to make detailed arrangements. There is some audio-visual equipment
available through the University Center Reservations Office for use in the University
Center. The Student Involvement Office should be contacted if the organization’s activity
fee account is to be charged a rental fee for equipment or for an equipment operator. For
organizations without student activity funds, payment arrangements are made directly
with the specific audio-visual department.

CLASSROOM & LECTURE ROOM
Scheduling & Room Assignments 116 Administrative Center
Tel: 235-1119
To reserve classrooms or lecture rooms in specific campus buildings, student organizations
need to inquire about availability by calling 235-1119. To complete the reservation

53
process, the organization is required to first contact scheduling then complete a Facilities
Request Form. The form is available on the Student Involvement Office website. Please
make arrangements in advance - at least two weeks notice is required.

Students are able to reserve Ideal Learning Environment (ILE) classrooms for their
programming needs. Students can reserve these rooms by calling 235-1119. Simply
request an ILE classroom. For a list of ILE classrooms, visit the website at
www.umkc.edu/ile/index.html. Once an ILE classroom is reserved, student organizations
can contact Information Services for assistance with the technology located in the
classrooms.

CAMPUS GROUNDS
Campus grounds such as the Quadrangle, Royall Hall hallway and other outside areas may
be used by student organizations. A UMKC Area/Equipment Request form must be
completed before use. This form can be found on the Student Involvement Office website
and must be completed at least 2 weeks in advance to make arrangements to reserve any
desired sites. Apart from reserving the site, there could be other details that need to be
finalized such as electricity outlets, hanging of banners on trees, chalking the sidewalks,
security and others. It is to the benefit of the student organization to make reservations as
early as possible.

PERFORMING ARTS CENTER
4949 Cherry                                                                   Tel: 235-2967
Reservations for this facility are made through the Building Manager. Please call for details.

RESIDENCE HALLS
5051 Oak Street                                                             Tel: 235-8840
Space can be reserved in the residence hall lounges, classrooms and outdoor space. Please
contact Residential Life directly regarding reservation space.

SOUND SYSTEM
Student Involvement Office, Third Floor Student Union                      Tel: 235-1407
Student organizations may check out a small sound system by completing a checkout form
and can only be used on University Center Property unless permissions are granted by the
Office of Student Involvement.

SWINNEY RECREATION CENTER
5030 Holmes                                                                      Tel: 235-2712
To reserve athletic facilities (courts, track, etc.) in the Swinney Recreation Center, please
call the Building Manager for details and to complete proper reservation forms.

STUDENT UNION
5100 Cherry                                                                  Tel: 235-1416
To reserve facilities within the Student Union including the meeting rooms and theatre.

UNIVERSITY CENTER ROOMS, PLAYHOUSE & WALKWAY
Room 144                                                                       Tel: 235-1416


                                                                                                 54
All space reservations must be approved by the Student Involvement Office and the
University Center Administration before the reservation is complete. Reservations for
these areas must be submitted at least two weeks in advance.

Reservations for the University Center are done in “Tri-mesters”. Fall booking the Monday
after Spring Break, Spring booking is available the Tuesday after Labor Day, and Summer is
available on the Monday in January after returning from Spring Break.

Single Event Programs
Meeting rooms can be reserved up to one semester in advance for special event programs
or meetings. Reservations should be made as far in advance of the event as possible with a
minimum of three weeks in advance of a special event program. UMKC Student
Organizations may reserve Pierson Auditorium once during the semester for a social event.

Regular Weekly Meetings
Regular weekly meetings can be scheduled at one time at the beginning of a semester. No
student organization may reserve meeting rooms more than once a week. Exceptions may
be made for special programs or events.

Special Provisions
Provisional recognized groups and ad hoc organizations may not reserve Pierson
Auditorium. The UMKC Student Organization Social Event Policies for Use of Pierson
Auditorium is available from the Student Involvement Office. A “Permit to Sell” form is
required for any event where merchandise will be sold (including Bake Sale) or
solicitations made. .

Fees
The fee for Pierson Auditorium is $25.00 when admission is charged. There are no fees for
other rooms or audio-visual equipment use in meetings unless the event is approved for a
time when the University center would otherwise be closed.

Food
Any functions requiring food in the University Center and Student Union must be catered
with the UMKC contractor, Sodexho. If catering services are required, the student
organization should contact Sodexho (235-1076). The organization should also contact the
Student Involvement office to ensure the proper payment arrangement is made for the
catered food. The responsibility for making arrangements lies with the student
organization. No other food may be brought in for a meeting or special event.

FUNDING
All individuals and student organizations receiving funds from the Student Activity Fee
directly or indirectly (through Student Councils, Student Government Appropriation
and/or Student Activity Fee Committee) should work with the Student Involvement Office
to use the specific funds allocated. Please do not spend your own money anticipating that
the funds will be reimbursed. Work with the Student Involvement Office to make
arrangements for payments.



55
STUDENT ACTIVITY FEE
When a student registers for classes at UMKC, the student is required to pay the Student
Activity Fee capped at 12 hours. This fee funds student clubs and organizations as well as a
variety of student activities and services. The Student Activity Fee Committee makes
recommendations regarding the allocation of these funds.
At the beginning of the UMKC fiscal year, the Student Activity Fee is allocated to Student
Councils and to Student Organizations for programs.

Organizations that fall under a school council must request funds from its school council as
its primary source. The secondary source would then be the Student Government
Association Student Activity Fee Committee (SAFC).

                           Organization under School Council
                        Example: (Accounting Club, Beta Alpha Psi)


                        Primary Source of Funding: School Council
                                 (Bloch School Council)


               Secondary Source of Funding: SGA Appropriation and Travel
   If you have questions regarding where to start your application for funding, contact:


SGA Student Activity Fee Committee (SAFC)
Third Floor, Student Union (816) 235-1426

All student organizations receiving funds directly or indirectly [through the Student
Activity Fee Advisory Committee (SAFAC), student councils and/or SGA] should work with
the Student Involvement Office to use the funds allocated. Visit the Student Involvement
Office at least 4 weeks in advance of the date of the activity to begin the paperwork process
for your program or event.

CONTACT INFORMATION FOR FUNDING SOURCES

Student Councils                Contact the Student Government Association at (816) 235-
                                1426. They will assist you in locating contact information
                                for specific student councils.

SAFC                            (816) 235-1426



UNIVERSITY OF MISSOURI STATE POLICIES & REGULATIONS REGARDING STUDENT FEES
Any item to be purchased costing $10,000 and over must be bid out, requiring the proper
paperwork and submitted six weeks in advance. If possible, the request should also include
the name and address of at least two possible vendors. See the Student Involvement Office
for additional information. Student fees will not be allocated to any student organization

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requesting funds for alcoholic beverages. Student fees may not be used to fund personal
phone calls made from University owned phones.

Please Note: All student organizations must be in good standing with the Student
Involvement Office prior to requesting funds from the SAFAC, SGA or School Councils. No
organizational funds may be used if an organization is not in good standing.

GENERAL FUNDING POLICIES
FOR ALL UMKC STUDENT ORGANIZATIONS
Student fees will only be allocated to recognized student organizations.

Student organizations or individuals may not request student fees as a reimbursement for
any program or event that has taken place prior to funding approval.

Full-time employees of the University, who are currently enrolled as students, cannot serve
in a student leadership position which can in any way cause a direct conflict of interest to
their University affiliated position.

Receipts for reimbursement must be turned into the Student Involvement Office for
processing within 10 BUSINESS DAYS of the payment or purchase.

Student fees will not be allocated for a direct contribution to a specific philanthropic
organization/event, personal reason, political, or religious agenda. For example, an
organization cannot request that $200 be directly donated to the Salvation Army.

Student fees will not be allocated to directly support an individual’s academic needs (i.e.
tuition/fees, textbooks, etc.). The Interdisciplinary Doctoral Student Council can award
travel fees to individuals doing research on their dissertation topics.

Student fees may be allocated to a student organization requesting funds for the purchase
of individual personalized equipment (i.e. jerseys for individuals, workout pads) only when
it is deemed absolutely essential to the success of the organization. For example, a sports
team participating in travel competitions would be permitted to purchase jerseys while a
non-competitive karate club wanting to purchase individual workout pads for their
members to wear would not be funded.

Student fees can be allocated for the specific purpose of generating a profit for raising
individual group funds or for philanthropic activities. The original allocation must be
returned to the original funding source or Student Activity Fees account and the extra
money generated can be kept by the group.

Example #1
The Alpha Organization requests $500 from the SGA Allocations Committee/School Council
for a dance to raise funds for the “Save the Whales Foundation.” The money is used to
advertise the dance and to pay for the Disc Jockey. At the end of the dance, the Alpha
Organization collects $750 at the door. The original $500 is returned to the SGA Allocations
Committee and the remaining $250 is sent to the foundation. If only $400 was collected at


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the door, then only the $400 would be returned to the SGA Allocations Committee and the
remaining $100 would be subsidized by SGA.

Example #2
The Alpha Organization wants to sell food at a theater event to generate additional funds
for their organization. They receive $200 from the SGA Allocations Committee/School
Council to purchase the food and to advertise the event. Everything goes great and the
Alpha Organization collects $500 in revenues. The SGA/Student Council would be
reimbursed the original $200 and the remaining $300 would be put in the Alpha
Organization account.

Example #3
The Alpha Organization receives a $500 allocation from the SGA Allocations
Committee/School Council to sponsor a foreign film. Due to a lucky break, the film only
costs $300. Even if the event was free and open to all students, the remaining $200 must be
returned to the SGA/School Council.

Student fees may be allocated to any student organization for events (i.e. convention,
conference, seminar, etc.) held away from the University if the attendance at the events
shows a direct impact upon the UMKC students.

Student fees may not be used to pay a salary to a student who is currently employed in a
full-time position by the University of Missouri.

Student fees may not be used to purchase attire for general members of student
organizations unless it is vital to the success of the student organization.

Student fees may only be used as reimbursement to pay a currently enrolled student. The
SAFC, the Student Involvement Office and the SGA hold the right to deny any funding that is
not deemed to be in the best interest of the UMKC student body.

Officers of any organization found to be knowingly violating any of the above policies will
be subject to appropriate disciplinary action as outlined in the Student Conduct Code.

FUNDING GUIDELINES FOR STUDENT GOVERNMENT ASSOCIATION FUNDED ACTIVITIES

Event Approval
Organizations wishing to host an event and are requesting funds must complete an EVENT
REQUEST BUDGET FORM. These forms are available on the Student Government
Association website as well as outside the Student Involvement Office. The Appropriations
Committee will look at each completed form on an event by event basis in the order which
they are received. Only one event is permitted per form. Organizations can submit Event
Budget Forms any time during the academic year. There is no limit on the number of events
that an organization can submit a proposal for each year, however there is a cap on how
much can be allocated to a student organization (see SAFC bylaws). The request must be
turned in at least three weeks in advance of the event.
Important SGA Operating Guidelines


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1.      All events funded by the SGA Appropriations Committee MUST be open to all UMKC
students and advertised as such. There are absolutely no exceptions to this rule, and none
will be given!
2.      Any organization that falls under an academic/governing council must first
approach their council for funding. Organizations falling under a council must have a
Student Council Executive Officer sign off on the Event Request Budget Form prior to
submitting it to the SGA Appropriations Committee. Applications will not be considered
complete unless the signature appears on the form.
3.      Details are extremely important. The more detailed the budget, the better chance of
receiving the requested funds.
4.      It is the expectation of the SGA Appropriations Committee that all events will be
held on campus when possible. Few exceptions will be made to this rule.
5.      Please keep in mind that advertising is an important part of the budgetary process.
For every event, you need to ask yourself “How will advertising be done to ensure that the
UMKC student body is aware of the event?” All advertising must indicate that the event is
free and open to all UMKC students. Advertising must be posted on major bulletin boards at
a minimum of two weeks prior to the event.


SGA STUDENT ACTIVITY FEE COMMITTEE
                       THE UNIVERSITY OF MISSOURI-KANSAS CITY
                            Student Government Association
                         Student Activity Fee Committee By-laws
                               Amended February, 2009

PREAMBLE: UMKC Students pay activity fees to the University based on the number of
credit hours in which they are enrolled. The Student Activity Fee represents Student
Activity Fee Revenue that are allocated by the Chancellor and/or his/her designee, The
Vice Chancellor for Student Affairs and Enrollment Management, to support out of
classroom aspects of the University life based on the University of Missouri System
Collected Rules and Regulations, 230.040 Student Facility and Activity Fees.

COMMITTEE PHILOSOPY: The Student Activity Fee Committee serves ALL students of the
University of Missouri- Kansas City by making allocation recommendations to the
Chancellor and/or his/her designee, the Vice Chancellor for Student Affairs and Enrollment
Management. Committee members must strive to represent the opinions and views of the
entire campus and not just the views of the organizations they are a part of. The Student
Activity Fee Committee (SAFC) respects the variety and diversity of UMKC students,
organizations, and events and acts to promote campus programming that support student
learning.

I. The Committee
A. Name
1. Under the direction of the Chancellor’s designee, The Vice Chancellor for Student Affairs
and Enrollment Management, the committee responsible for the allocation of the Student
Activity Fee is the Student Activity Fee Committee (SAFC).


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B. Membership
1. The SGA Comptroller will serve as the SAFC Chair.
Duties of the Comptroller are:
a. To represent the Executive Council at Student Senate meetings.
b. To chair the Appropriations Committee (SAFC).
c. To prepare and present an annual allocation budget recommendations made by the
Appropriations Committee to the Student Senate.
2. The position of Co-chair of the SAFC shall be elected from the Student Representatives of
the SAFC by nomination or declaration of interested parties. This position shall be filled
during the first fall meeting or no later than the second fall meeting of the academic school
term.
Duties of the Co-chair are:
a. Chairing the SAFC Committee at the request of the Chair.
b. Helping the Chair prepare the annual SAFC retreat.
c. Keeping in regular contact with the SGA Comptroller and helping get materials ready for
regularly scheduled meetings.
d. The Co-Chair of the SAFC committee cannot at anytime serve as President Pro-Tempore
of the Student Senate.
e. The Co-Chair of the SAFC committee should chair the SAFC bylaws committee and hold
(1) meeting per month to review the SAFC bylaws through-out their term.
3. The committee membership will consist of seventeen (17) students. These 17 students
include the Chair and one from each of the twelve (12) academic units. To ensure diversity,
there will also be a single full voting seat allowed for each secondary council: (a) the
Residence Hall Association, (b) the Minority Student Council, (c) the International Student
Council, and (d) Greek organizations. Any UMKC student eligible to be a student
organization officer is eligible to serve on the committee.
4. The scribe shall be recommended by the SAFC chair to the Vice Chancellor of Student
Affairs and Enrollment Management for approval of appointment.
5. No Student Government Association (SGA) Executive, other than the Comptroller, may
serve on the SAFC.
6. If there is not a student willing to serve as the representative for a divisional council,
only the Vice Chancellor of Student Affairs can appoint a student from that academic unit.
7. The Vice Chancellor for Student Affairs and Enrollment Management will select a faculty
advisor, with first preference given to the Director of Student Involvement. The committee
may select two additional faculty or non-student- UMKC staff members to form a non-
voting resource council. The committee will select these members by majority vote, and
may remove these members by majority vote. At any given time, the resource council may
not exceed three (3) members.
8. Any SAFC member can nominate a resource council member for committee
consideration.
C. Election of Committee Members
1. The election of new members from academic units must be from unit-wide elections. All
academic council Constitutions must address the issues of elections, removal, succession,
and alternates of SAFC.
2. The election of (a) the Residence Hall Association, (b) the Minority Student Council, (c)
the International Student Council, and (d) Greek organization representatives must come
from their membership organizations.

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3. If individual councils require assistance in running an election, they may refer to the
election guide or the election director.
D. Terms and Limits
1. A committee member’s term will last one calendar year.
2. Committee members may serve as many terms to which they are elected and remain
eligible.
3. All 17-committee members making up the SAFC shall be elected and their names along
with their alternate’s names must be submitted to SGA by May 1. Failure to comply will
result in the loss of representation and funding until the council is able to submit the name
of the representative and alternates to be on the SAFC committee to the SGA.
E. Meetings
1. The committee will meet at least once every two (2) weeks during the fall and spring
semesters.
2. The committee will meet at least twice during the summer to review only annual budgets
submitted by both divisional and secondary councils.
3. The scribe will be responsible for the recording of minutes and submitting it to the Chair
within 72 hours after the meeting.
F. Voting Eligibility
1. Only student members of the committee may vote.
2. The Chair of the committee will vote only to break a tie.
G. Attendance
1. Attendance shall be defined as an SAFC representative being present from the time of
Call to Order to Adjournment.
2. Members of the SAFC must maintain adequate attendance throughout his/her term in
office. Failure to maintain adequate attendance is defined as two (2) consecutive unexcused
absences or three (3) unexcused absences overall during the course of his/her term.
Failure to attend meeting may be grounds for removal by the Chair.
3. The scribe is responsible for recording member attendance and submitting it to the
Chair.
4. A committee member will not be deemed absent if he/she has sent the alternate from
his/her respective group. The alternate will count towards quorum and be awarded full
voting privileges. A committee member will be allowed the use their alternate for no more
than three (3) regularly scheduled meetings during the course of his/her term. If the
member exceeds this allowance, the absences will be unexcused. The Chair must be
informed of the intention to use an alternate a minimum of twenty-four (24) hours in
advance of a regularly scheduled meeting.
a. Only one (1) student may be selected as the alternate for a sitting member.
b. Students who place second in the SAFC election shall serve as the alternate for their
respective groups. In the event that an individual runs unopposed, only the Vice Chancellor
for Student Affairs and Enrollment Management can select an alternate member.
c. Alternates must meet all eligibility requirements.
5. The Chair may recommend that an academic councils whose representatives that miss
two (2) consecutive regularly scheduled committee meetings should have their academic
unit council’s Student Activity Fee funds frozen by Vice Chancellor of Student Affairs and
Enrollment Management recommendation.
H. Quorum
1. At least a majority of the voting membership shall be present in order to conduct any
business of the SAFC.

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2. The SAFC will not make up a meeting that fails to reach quorum. Requests that are on the
docket will be automatically tabled for the next scheduled meeting.
I. Compensation
1. Committee members will receive $250 for each semester they serve on the committee
and maintain adequate attendance.
a. The funds required for SAFC salaries will come from the SGA operations budget.
b. Recommendations to adjust SAFC salaries requires a two-thirds (2/3) majority vote of
the Student Senate. No Student Senator who concurrently serves on the SAFC may
participate in such a vote.
c. If an SAFC representative resigns during the academic semester, the SAFC member
forfeits all of their allotted compensation to the replacement member.
2. The scribe will receive $250 for each semester they serve on the committee.
3. The Co-Chair will receive $350 per semester (this includes the $250 stipend for being a
representative.
J. Training
1. All committee and alternate members must go through a training of appropriate SGA and
University policies led by the SAFC Chair and faculty advisor before the first summer
session. Failure to attend the training meeting will result in loss of representation on the
committee.
2. The Chair will help create SAFC training manual with the faculty advisor.

II. The Allocation Process
A. Eligibility to Request Student Activity Fee Revenue
1. Organizations recognized by SGA, students, and UMKC organizations that support
student activities are eligible to apply for Student Activity Fee Revenue.
2. Applications may be submitted by a recognized student organization, student, or an
academic unit council.
a. All organizations should be treated equally.
b. The committee shall not base their funding decision on the political or religious ideology.
3. Student Activity Fee Revenue cannot be used for direct contributions to philanthropic
organizations or political campaigns.
4. Student Activity Fee Revenue cannot be used to pay an ongoing permanent salary to a
student who is currently employed in a full-time salaried position by UMKC.
B. Example of Permissible Uses for Student Activity Fee Revenue
1. Student Activity Fee Revenue may be used for, but are not limited to: honorariums for
speakers or performers, refreshments or meals, production expenses, and publicity.
2. Equipment and Materials:
a. Anything purchased with Student Activity Fee Revenue are the property of the Curators
of the University of Missouri.
b. Organizations are accountable for any policies or procedures relating to the use of
equipment or materials by their membership.
c. The purchase or disposal of any equipment or materials must follow all University
guidelines. Refer to SGA for further guidelines.
d. Organizations must provide the SAFC with copies of vouchers and/or invoices for any
purchased equipment or material (valued over $100).
3. Student Activity Fee Revenue may be used for individual as well as student organization
travel. Individual travel must benefit UMKC rather than further individual academic career.


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4. Student Activity Fee Revenue may be used for the operation of a student organization. In
this sense, the funds would provide for daily organizational expenses, salaries, and other
central operating needs.
C. Student Activity Fee Revenue Budget Request Requirements
1. Any group seeking funding must submit a Student Activity Fee Revenue request form,
along with any supporting documentation deemed important to the funding request; these
include itineraries, honorarium, and receipts etc. The organization must also submit a
mission statement, strategic plan, or the specific goals that the money will support.
2. The Student Involvement Office must provide the SAFC with copies of University
accounting summary income statements for the past two (2) years that a requesting
organization has existed.
3. Requests must have a stamp by the Student Involvement Office verifying the submission
date. Applicants are responsible for ensuring that their application is turned into the
SAFC’s mailbox.
4. Funds allocated during the summer meetings will only be used for future travel and
events.
D. SAFC Request Deadlines and Meeting Procedures
1. The Chair will establish at least a regular bi-weekly meeting time. These meeting times
must be publicly posted by the first week of each semester. The Chair, above and beyond
the bi-weekly minimum, may call emergency meetings.
2. Organization funding requests must be submitted at least one week in advance of the
meeting where the recognized organization would like to present the request.
3. For single event requests, the SAFC must receive requests a minimum of three (3) weeks
before the date of the event. For events requiring travel or contracts, the SAFC must receive
requests a minimum of five (5) weeks before the event.
4. Organizations seeking annual funding are required to make their request by the first
three (3) weeks of the fall semester.
5. Divisional councils are required to submit their annual budgets one (1) week prior to the
first (1st) summer meeting.
6. Secondary councils are required to submit annual budgets by the third (3rd) week of the
fall semester.
7. Annual budgets are expected to reflect strategic planning. All councils and organizations
that receive funding from SAFC based on annual budgets may not return to SAFC for
additional funding.
8. Organizations may request funds on an event-by-event basis, but total annual funding for
event-by-event request may not exceed $5,000 per calendar year.
9. Organizations that request $5,000 or more are required to submit an annual budget. An
organization that requests an event-by-event basis may not have their request reviewed if
they have already received $5,000 in a single allocation or in multiple allocations per
calendar year.
10. Meeting Procedure
a. The Comptroller provides members with the submitted application(s) and supporting
documentation. All of these documents must be available for committee member pick-up a
minimum of twenty-four hours (24) in advance.
b. The Chair must call the meeting to order.
c. SAFC roll must be taken at each meeting.
d. Minutes from prior meetings should be reviewed and voted on for approval.
e. Any tabled business should be considered first.

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f. A vote should be taken for all SAFC decisions. The majority vote must be recorded in the
minutes.
g. New annual budgets should be considered next.
1. There should be a short presentation by a representative(s) of the organization. The
representative(s) is allowed up to a total of ten (10) minutes to present.
2. The SAFC should then discuss the application and question the presenter(s).
h. New non-travel budgets are considered next.
There should be a short presentation by a representative(s) of the organization. The
representative(s) are allowed five (5) minutes to present.
The SAFC should then discuss the application and question the presenter(s). The
supporting documentations will be used to decide the appropriate level of funding.
i. New travel budgets are considered next.
1. The Chair reviews the request prior to the meeting.
There should be a short presentation by a representative(s) of the organization. The
representative(s) are allowed five (5) minutes to present.
The SAFC should then discuss the application and question the presenter(s). The
supporting documentations will be used to decide the appropriate level of funding.
j. After all budget requests are presented,
1. The committee will go into closed session and make recommendation for each
presentation in the order it was presented. A closed session meeting will only include the
Chair, scribe, committee members, and faculty advisors.
2. For travel request the Chair will make a funding recommendation to the committee and
then the committee discusses the request.
3. For travel request the committee decides to vote or table for additional information the
request. A majority vote is required to uphold the Chair’s recommendation.
4. For travel request a two-third (2/3) majority vote is required to overturn the Chair’s
recommendation. If a recommendation is overturned, the committee must then make an
additional motion with a new recommendation.
E. Criteria for Reviewing Requests
1. The SAFC Chair will create a funding request form that each requesting party will detail;
(a) the major mission and functions of organization, and (b) the budget items to be
considered for funding. This form will become part of all subsequent evaluations for the
organization.
2. Organizations submitting annual budgets may combine travel and non-travel expenses in
a single request.
3. Organization Annual and One-Time Requests:
a. Requests by organizations will be judged based on:
Available funds,
Past financial performance of the organization
Thoroughness of the budget request
Relevance to the organization’s mission
The number of students likely to be involved or participate in the organization’s effort.
4. Travel Requests:
a. Requests by organizations for travel will be judged based on available funds.
b. Travel funds may be used to support travel that advances the
organization and or the university.
c. The maximum travel funds allowed for an individual student is $500 per semester. The
maximum travel funds allowed for a recognized student organization is $1500 per

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semester and shall be deducted from the maximum of $5000 per year for each recognized
student organization.
F. Estimate of Student Activity Fee Revenue to be allocated by SAFC.
1. The Chair will request the estimated Student Activity Fee Revenue to be allocated from
the Vice Chancellor of Student Affairs and Enrollment Management prior to scheduling the
first summer meeting.

III. Communication
A. Applicant Contact Information
1. Each application will include the contact information for the organization’s requesting
representative. The contact area will include:
a. Name
b. E-mail address and Postal address
c. Phone number, preferably with voice mail
B. Application Submission Notification
1. After an application is submitted, the SAFC Chair will notify the submitting party by an e-
mail to the address listed on application.
C. Request Date Notification
1. The Chair will notify the submitting party of which meeting they must attend to receive
funding from SAFC via e-mail.
2. Meeting date, meeting place, time, suggested/required documentation, and an outline of
how the meeting will run will also be e-mailed to them.
D. Applicant Notification of SAFC Decision
After the SAFC reaches a funding recommendation, the Chair will send a copy of the
minutes to the Vice Chancellor for Student Affairs and Enrollment Management. If the Vice
Chancellor or his/her designee does not contact the Chair within five (5) business days of
the decision being submitted, the applicant(s) will then be notified of the committee’s
decision by e-mail.

IV. Campus Community Notification
A. In a reasonable amount of time following each meeting, a list of fund recipients, amount
received, and description of the activities funded by committee will be posted on the official
SAFC website (part of the SGA website) for at least (1) one year.
B. SAFC meeting minutes will also be posted on the official committee website and remain
on the site for a period of one (1) year.
V. Oversight
A. Responsible party for the distribution of funds.
1. The Student Involvement Office is responsible for ensuring that student organizations
receive their approved funding.
a. The Chair will notify the Student Involvement Office of the committee’s funding decision.
b. The Student Involvement Office then releases funds to the specified account.
2. The SAFC reserves the right to review the performance of any organization receiving
funds from Student Activity Fee Revenue.
B. Communication of Available Funds
1. On a monthly basis:
a. The Student Involvement Office will provide the Chair with financial statements of
the Student Activity Fee Revenue available to student organizations.


65
b. The Student Involvement Office will provide the Chair with a summary financial
statement of the allocated funds to all student organizations.

VI. Appeals
A. Grounds for Appeal:
1. The Bylaws of the SAFC are not applied properly.
2. Difference in the interpretation of the Bylaws (terms and definitions).
3. Difference in the assessment of an application or criteria.
4. An incorrect mathematical calculation.
5. Inaccurate information was used to determine the funding allocation.
6. Biases demonstrated by members of the hearing committee.
7. Exceptional circumstances may be considered on a case by case basis. The applicant
must clearly state the circumstances and provide the necessary documentation/rationale.
B. Appeals Process
1. All appeals should be forwarded, in writing, to the Vice Chancellor for Student Affairs and
Enrollment Management or their designee as soon as possible by stating the grounds of
appeal and proposed resolution.
2. The Vice Chancellor or designee will review each appeal on a case by case basis and
provide a written response to each appeal decision.

VII. Miscellaneous
A. Non-discrimination
1. The allocation of University funds should be fair and equitable. All aspects of the process
should support the University of Missouri’s non-discrimination policy. The process should
not discriminate on the grounds of race, color, creed, sex, sexual orientation, age, national
origin, disability, or Vietnam-era veterans’ status.
2. Political and Religious organizations
a. Funds may be used for political and religious student organizations.
b. Funding may not go to philanthropic or campaign contributions.
B. Disclosure of Potential Conflict of Interest
1. SAFC members will submit a Conflict of Interest Form to the Chair that outlines affiliated
student organizations.
2. SAFC members should update their Conflict of Interest Form for additional conflicts as
soon as possible.
3. Committee members who are active members of the organization requesting funding or
who would receive a direct benefit from a request should not vote on the application and
should not participate in the deliberation discussion.
4. If at any time a committee member is aware of another member’s existing unreported
conflict of interest, they should bring this to their colleague’s attention. If a conflict of
interest remains unreported the committee member may come before the committee for a
two-third (2/3) majority vote for removal.
5. Due to a conflict of interest, an SAFC representative cannot present a budget for any
organizations they may be an active member of. The exception to this clause shall be that
an SAFC representative may present a travel budget if he/she is the only one traveling.
C. Communication
1. Issues the Chair should publicly communicate:
a. The availability and election of a SAFC member.
b. The convening of any meeting to discuss the policies and procedures of the committee.

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c. The convening of any meeting to hear presentations by organizations who request
Student Activity Fee Revenue.
d. The committee’s allocation decisions.

VIII. Committee Expenses
A. SGA Operations Budget Expenses
1. Salaries: The salaries of committee members.
2. Copies, paper, training materials, the Student Activity Fee policy manual and any
documents necessary for the operation of the Committee.
3. Recording and other equipment costs agreed to by the Vice Chancellor for Student Affairs
and Enrollment Management or their designee.
IX. Amendment
A. Any amendment to this document requires a 2/3’s vote of the Student Senate in order
to submit it as a recommendation to the Vice Chancellor for Student Affairs and Enrollment
Management.
B. The Chair is responsible for forwarding amendment recommendations including
supplemental Student Activity Fee Revenue to the Vice Chancellor for Student Affairs and
Enrollment Management.

X. Implementation
A. Communication
1. Once the new policies governing Student Activity Fees Revenue allocations to
organizations supporting student activities are in place, a campus-wide communication
will be sent to students, faculty, and administrators in order to inform the campus of the
new policies.
2. The new policies will be posted in the Student Involvement Office and SGA


TRAVEL APPROPRIATION GUIDELINES
All travel requests must be turned in to the Student Involvement Office and date-stamped a
minimum of five weeks prior to anticipated travel dates. SGA will obtain the completed
forms from the Student Involvement Office.

Only currently enrolled UMKC students can apply for travel appropriations.
Travel must occur during a time period that a student is currently enrolled at UMKC.
It is an expectation that any individual student or student organization traveling should
contact their individual school councils (if applicable) for travel monies prior to seeking
funds from SGA. Most school councils have funds available for travel. If your organization
falls under a school council, you must have a representative from the school council sign off
on your form in the appropriate space. Ask the Student Involvement Office for additional
information or assistance in this area..
It is to your benefit to attach as much supporting documentation as you can to your
request. Examples include: a copy of the conference registration, approved presentation
proposal, etc…
SGA funds may not be allocated to any student or student organization for the purpose of
directly supporting an individual’s academic needs. For example: a student requesting
funds to travel to New York to do research for his/her dissertation will not be accepted.


67
Please remember that submitting a request is no guarantee that SGA Appropriation will
award the allocation. Funds are limited and only those requests that show a direct impact
upon the UMKC student body will be given serious consideration.
You will receive notification when the committee has reached their decision regarding your
request. Once SGA has made an allocation, it is your responsibility to contact the Student
Involvement Office for information on how to obtain your reimbursements.

Please Note: In addition to these by-laws, organizations receiving SGA money must follow
UMKC policies for all organizations and the University of Missouri policies. Once you are
allocated funds, please review the travel policy.

FISCAL PROCEDURES
ACCOUNT UPDATES
All recognized student organizations and student councils that receive student activity
funding can receive account updates from the Student Involvement Office Coordinator for
Student Organization Accounts. Just call, email, or drop by the office. However, please note
it is your responsibility to keep your organization fiscally responsible and you should not
rely on the office to update your balance on a regular basis. Please limit this to once per
semester if needed.


USE OF STUDENT ACTIVITY FUNDS ALLOCATED TO RECOGNIZED
STUDENT ORGANIZATIONS
All recognized student organizations that receive student funds must work with the
Student Involvement Office to use those funds.

Useful Information
Each student organization should work with the Coordinator for Student Organization
Accounts in Student Involvement to arrange use of funds.

You should inform the Coordinator for Student Organization Accounts at least three weeks
before making a major purchase for an event or program. A major purchase includes, but is
not limited to, a rental of a banquet hall, items above $500, contracting a deejay, speaker or
performer, purchasing of t-shirts as well as hotel, flight and conference registration.

For a check to be cut and mailed or picked up, the Student Involvement Office will need at
least three weeks notice. Student groups need to work with the Student Involvement Office
to ensure that this deadline is met.

All receipts for payment or reimbursement must be in the ORIGINAL form.

EXTERNAL PURCHASES
PROCUREMENT CARD (PROCARD)
To obtain use of a University Procurement Card (procard) you must contact the Student
Involvement Office at 235-1407 at least one week in advance. Once you have made the
reservation, your campus advisor must email the Coordinator for Student Organization

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Accounts to approve the purchase prior to picking up the card. You may also come into the
office and use the procard to make a purchase online or over the phone. If you will be
doing this, please notify the staff of this when you call to reserve the card. This still
requires at least one week notice and advisor approval.

Example:
Alpha organization calls on October 5th requesting to use the procard on October 22nd to
purchase supplies for an upcoming event. The procard rep then contacts their advisor
requesting an email be sent to the Assistant Director approving the purchase no later than
October 21st at 5pm. The advisor sends the following email to the Coordinator:

Dear Sir/Madam,

I approve the Alpha organization to purchase supplies for their upcoming event. They may
spend up to $200 on this event and have the procard reserved on October 22nd.

Thank you,
Advisor

**Important note, your student organization on your officer listing form has identified two
procard reps. These are the only two individuals that may check out the procard.

Limits: Dollar limit shall not exceed $500.00 per transaction.

NOTE: Splitting or stringing purchases is prohibited. Stringing purchases is the practice of
issuing multiple transactions for purchasing like items or services, with the willful intent to
circumvent the purchasing policy of entering requisitions or soliciting bids. If you need to
purchase items and the total will be over $500, please contact the Student Involvement
Office in advance so that arrangements can be made.

Excluded Charges:
The following items are not allowed on the purchasing card:
   - Alcoholic Beverages
   - Animals
   - Capital Equipment and Upgrades (Capital = $5,000+ and minimum 2 year lifespan)
   - Cash Advances
   - Construction, Renovation or Installation
   - Controlled Substances
   - Costco
   - Gasoline
   - Goods or Services provided by other University Departments such as Printing

Note: May be used at Bookstore and C Store in Oak Street Residence Hall (Note: May charge
the following: airfare, rail, bus, prearranged shuttle service. Car rental is still an exclusion
and must be arranged through the Assistant Director of Student Involvement.)

     -   Leases/Rentals (which require legal counsel review & signature)
     -   Maintenance agreements

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   -   Memberships such as Sam’s Club, Costco, etc…
   -   Personal Items or Loans
   -   Purchases involving trade-in of University Property
   -   Radioactive Materials
   -   Sales Tax (In Kansas and Missouri)
   -   Software, Licensing Agreements requiring signatures
   -   Services of Sole Proprietorships
   -   Weapons, Ammunition

Tax Exemption:
The University is tax exempt and will not reimburse for any tax. Make sure that any
charges made are not charged tax. The University's Tax Exempt Number is on the front of
each Procurement Card. In addition, the Purchasing Department and Student Involvement
Office have copies of tax exempt certificates for both the states of Missouri and Kansas. If
the purchase is being made outside of KS and MO, tax will be charged.

If you've been charged sales tax, contact the vendor directly for a credit to the respective
Procurement Card account. If they need proof, you can usually fax them a copy of our tax
exempt certificate.

Receipts:
An original receipt must support each and every purchase from the vendor.
The receipt must include:
* Vendor
* Amount
* Date
* Itemized description of item(s) purchased

Purchases for unusual items which do not have an obvious University purpose must
include a letter explaining how this item will be used.
All food purchases (catering or from a grocery store) must have a notation indicating the
business purpose and number of people taking part in the event. If under 15 individuals
you must name each person and if over please note how many people were in attendance.

DIRECT PAYMENT
Direct Payment via the University Accounting Department:
There are a few items and services that student organizations may purchase from outside
vendors that do not accept payment of ProCard or the issue of a Purchase Order. The cost
of these items and services will be deducted from the student organization account by
University Accounting.

Direct Payment Guidelines:
1. Identify the item/service you would like to obtain.
2. Visit the Student Involvement Office at least 3 WEEKS before the event/function is to
occur to ensure payment can be made by the desired time. Payment can take many weeks,
so please plan ahead.
If you need to prepare a Performance Agreement/Contract, you should allow AT LEAST 5
WEEKS PRIOR to the event to complete all necessary paperwork.

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3. Please include the following information when you visit the Student Involvement Office:
a. Completed paperwork for payment (i.e. Annual Registration Payment Form, Order Form,
Subscription Form, Agreement Contract, etc.)
b. Name of the individual/group the check will be made to
c. Organization which will make the payment
If an individual, please include the
d. Social Security Number
e. Address the check should be sent to
f. Event/Function for which payment is being made

Bidding – Purchases $10,000 and Above
In compliance with the State and Federal recommendations, purchases above $10000
require a bidding process to ensure that the lowest cost possible is obtained.
Please Note: The bidding process may take up to 6 weeks. Please plan ahead.
For more information on the bidding process, please contact the Assistant Director of
Student Involvement.

TRAVEL PAYMENT/REIMBURSEMENT
Please see UMKC STUDENT TRAVEL GUIDELINES.

Travel reimbursement requests must be submitted within 10 business days after the
traveler returns from the trip. Reimbursement will be subject to the availability of funds
and the department funding the travel will have the discretion of denying reimbursement.
Reimbursement will not be guaranteed after 10 business days.

Air Travel
1. If you plan to fly and are using university funds, please reserve the procard for purchase.
2. If you are unable to use the procard, it is imperative that you submit the original
airplane ticket (airline ticket stub) or the receipt obtained through an online purchase. If
an original is not provided, the University cannot reimburse you. Please note that it can
take up to three weeks for reimbursement, so use of the procard is encouraged.
3. Reimbursement for travel will occur only after the travel has occurred.
Ground Transportation
If you will be using your own vehicle for travel, keep a record of your mileage. University
policy authorizes reimbursement up to $.47 per mile based on the mileage of the most
direct route. No exceptions! Please attach a map of your trip from either MapQuest, Google
Maps or another source for verification. Gasoline purchases will not be reimbursed when
using your own vehicle, only milage.

If you wish to rent a vehicle, the reservation must be made through the Assistant Director
of Student Involvement and must be requested at least two weeks in advance. DO NOT
reserve a vehicle on your own.

Registration Fees
1. Make every effort to pay your registration fees in advance. If you would like to have a
check sent directly from the University to pay the registration fee, please submit the
completed registration documentation to the Student Involvement Office. Allow at least


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three weeks before the deadline occurs to guarantee payment in a timely manner. If the
registration fees can be paid online via procard, this is the preferred method.
2. If you pay for the registration fees yourself and need reimbursement, be sure to obtain a
receipt. If a receipt is not provided, the University cannot reimburse you.

Lodging
1. You must submit the original hotel receipt in order for the University to reimburse you.
2. Note that the University will pay only for hotel room and tax only. Health club fees,
personal calls, room movies, or room service will not be reimbursed. No personal expenses
will be reimbursed.
3. An itemized statement furnished by the hotel or motel is required for all lodging
expenses.
4. If you wish to have a check cut to take with you for the hotel, you must contact the
Coordinator for Student Organization Accounts in the office at least three weeks prior to
your trip. Please contact the hotel and ask them to send a notification stating how much
the hotel will cost with all taxes, fees, etc…a check cannot be processed without this
information.

Meals
1.The maximum meal allowances per person per meal are:
       breakfast            $10.00
       lunch                $10.50
       dinner               $21.50
** Please note the allowance on each also includes tax and tip.

If your registration fee includes meals, you may not request reimbursements for these
meals.

2. If two or more people are included in the meal, then an original receipt, the names of the
individuals and their student ID numbers are required for reimbursement. Please note that
only currently enrolled students can be reimbursed. All receipts must be itemized.
3. If your travel does not require an overnight stay, you can only be reimbursed if the meal
is part of a group meal or organized banquet where each participant pays individually.
University policy requires an explanation as to the business purpose of the meal and other
individuals or groups present.

DEPOSITING OF FUNDS
Student organizations may deposit funds collected (membership dues, sales of
organization’s items such as t-shirts or pins, fundraising collection, etc.) into their
University account. Cash, checks or money orders may be submitted. Please bring them to
the Student Involvement Office to be deposited. Note: Student organizations are NOT
allowed to have off campus bank accounts without prior approval of Student Involvement.

The following guidelines should be followed:
1. Submit the amount of funds to be deposited with the following information:
        a.    Name of the person submitting the funds
        b.    Name of the student organization receiving the funds
        c.    Reasons for funds (dues, sale of t-shirts, etc.)

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2. Make sure some form of receipt is given to you to confirm that you have handed the
funds to the Student Involvement Office.




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HELPFUL PHONE NUMBERS
Activity and Program Council.................................................................................235-1457
African American History and Culture House.................................................235-5641
Bookstore.........................................................................................................................235-2665
Campus Police................................................................................................................235-1515
Communiversity...........................................................................................................235-1448
Computing Services.....................................................................................................235-2000
Creative Services..........................................................................................................235-1594
Facilities Management...............................................................................................235-1354
Facility Reservation (outside the U-Center & Admin. Center) …………..235-1119
Facility Reservation (U-Center).............................................................................235-1416
Facility Reservation (Admin. Center)………………………………………...…….235-5982
Film Video Rental............................................................................................. ………235-1526
Food Service............................................................................ …………………..………235-1417
Shuttle Bus......................................................................................................................235-1354
Information Center........................................................................................... ……..235-2000
Library (Miller Nichols)...................................................................................... …..235-1534
Mail Service.....................................................................................................................235-1439
Residence Hall............................................................................................................. .235-8840
Risk Management....................................................................................................... .235-5357
Ricoh Copy Center (Roo Prints) Royall Hall.....................................................235-1436
Office of Student Involvement ...............................................................................235-1407
Student Government Association......................................................................... 235-1426
Swinney Recreation Center................................................................................. …235-2712
University News................................................................................................... ……235-5402
University Communications................................................................................... 235-1594
Welcome Center.................................................................................................. …….235-8652
Women's Center................................................................................................. ……..235-1638




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STUDENT ORGANIZATION SCENARIOS
Scenario 1: Individual Travel to a Conference as a UMKC student
Please see UMKC STUDENT TRAVEL GUIDELINES.

Primary Council
Your first source of funding would be your primary council. The secondary source of
funding would be the Student Government Association. If your organization does not fall
under a primary council, then you go directly to SGA. Find out who the
president/comptroller is for the council. Find out if the student council has forms for you to
fill in to request for funds. Some councils do not have an official form. You may want to
prepare your own budget and submit it.

Find out if you need to attend a meeting to defend the budget/request funds. Some councils
may require you to attend a meeting.
Locate the SGA travel funding request form. It may be available online at SGA’s website or
outside the Student Involvement Office.

Bring the SGA/SAFC travel request form with you to the school council meeting. You may
need to apply for additional funds if the council did not give you all that are required. A
signature of an executive council member is required on the SGA form.

Student Government Association
Fill out the SGA travel request form completely. Failure to provide all information may risk
you not getting the funds you need.
Find out from SGA if you need to attend a meeting to defend your travel budget request.

SGA and the Student Activity Fee Committee (SAFC) require requests be turned in at least
five weeks prior to your trip.

Coordinator for Student Organization Accounts
Once your travel funding request has been approved by SGA, you may contact the
Coordinator for Student Organization Accounts in Student Involvement to inform him/her
of your travel arrangements.

You can decide to either pay for the travel expenses on your own or you can request
assistance from the Student Involvement Office to prepay some of your travel expenses. It
is recommended to not be reimbursed if at all possible as reimbursement cannot be
guaranteed. Reimbursement can only be made to the student after the trip has already
occurred.

For expenses to be prepaid, please bring all conference registration, rental car/flight
information and lodging reservation to the Coordinator for Student Organization Accounts
in the Student Involvement Office. Your travel arrangements will be paid up to the total
amount received from both the school council and SGA/SAFC.




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To ensure you get the best travel deals available, make sure you inform the Coordinator for
Student Organization Accounts at least 3 weeks in advance before payment is expected to
be made.

We are able to pay for any items purchased online via a ProCard. Please sign up for the
procard at least one week in advance and your advisor must send an email to the Assistant
Director of Student Involvement approving the purchase prior to using the card.

If you choose to drive your own vehicle, the reimbursement rate is $0.47 cents per mile.

Prior to your trip, please plan a meeting with the Assistant Director of Student Involvement
to discuss travel. Please see the travel policy for further information.

Reimbursement
If your travel expenses have been paid personally, please keep all receipts (itemized) from
your travel which you plan to seek reimbursement from. Meals are only reimbursed if an
overnight travel occurred and are limited to the following allowances per person: breakfast
$10, lunch $10.50 and dinner $21.50. Meals may not be reimbursed if said meals are
already included in the conference registration price. These allowances include tax and tip,
so plan accordingly your meal.

To be reimbursed, bring your travel receipts to the Coordinator for Student Organization
Accounts within 10 working days after the traveling dates. Reimbursement will not be
guaranteed after 10 working days. A reimbursement form must be completed which can
be found on the Student Involvement website. This form also requires the signature of
your on campus Advisor.

You will get the reimbursement in the form of a check mailed to your current address if you
do not have direct deposit set up with the university. It can take up to three weeks for your
reimbursement to reach you.

Scenario 2: Individual Travel to a Conference on behalf of a Student Organization
Please see UMKC STUDENT TRAVEL GUIDELINES.

School Council (skip down to SGA if your group does not fall under a school council)
Your primary source of funding would be your academic or primary council. The secondary
source of funding would be SGA/SAFC.

Find out who the president/comptroller is for the council.

Find out if the student council has forms for you to fill in to request for funds. Some
councils do not have an official form. You may want to prepare your own budget and
submit it.

Find out if you need to attend a meeting to defend the budget/request funds. Some councils
may require you to attend a meeting.



79
Locate the SGA travel funding request form. It may be available online at SGA’s website or
outside the Student Involvement Office.

Bring the SGA travel request form with you to the school council meeting. You may need to
apply for additional funds if the council did not give you all that are required. A signature of
an executive council member is required on the SGA form.

Student Government Association
Fill out the SGA travel request form completely. Failure to provide all information may risk
you not getting the funds you need. All requests for travel must be filled out at least five
weeks in advance.
Find out from SGA if you need to attend a meeting to defend your travel budget request.

Coordinator for Student Organization Accounts
Once your travel funding request has been approved by SGA, you may contact the
Coordinator for Student Organization Accounts in Student Involvement to inform him/her
of your travel arrangements. You can decide to either pay for the travel expenses on your
own or you can request assistance from the Student Involvement Office to prepay some of
your travel expenses. Reimbursement can only be made to student after the trip has
already occurred.

For expenses to be prepaid, please bring all conference registration, rental car/flight
information and lodging reservation to your Coordinator for Student Organization
Accounts in the Student Involvement Office. Your travel arrangements will be paid up to
the total amount received from both school council and SGA.
To ensure you get the best travel deals available, make sure you inform your Coordinator
for Student Organization Accounts at least 3 weeks in advance before payment is expected
to be made.

We are able to pay for everything purchased online via a University Credit Card. If you
choose to drive your own vehicle, reimbursement rate is $0.47 cents per mile.

Prior to your trip, please plan a meeting with the Assistant Director of Student Involvement
to discuss travel. Please see the travel policy for further information.

Reimbursement
If your travel expenses have been paid personally, please keep all receipts from your travel
which you plan to seek reimbursement from.

Meals are only reimbursed if an overnight travel occurred and are limited to the following
allowances per person: breakfast $10, lunch $10.50 and dinner $21.50. Meals may not be
reimbursed if said meals are already included in the conference registration price.

To be reimbursed, bring your travel receipts to the Coordinator for Student Organization
Accounts within 10 business days after the traveling dates. Reimbursement will not be
guaranteed after 10 business days. A reimbursement form must be completed which can
be found on the Student Involvement website. This form also requires the signature of
your on campus Advisor.

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You will get the reimbursement in the form of a check mailed to your current address if you
do not have direct deposit set up with the university. It can take up to three weeks for your
reimbursement to reach you. We do not recommend reimbursements as they cannot be
guaranteed.

Scenario 3: Group Travel to a Conference on behalf of a Student Organization
Please see UMKC STUDENT TRAVEL GUIDELINES.

Start planning for your group’s travel at least 2 months in advance to ensure success in
obtaining funds for your group’s travel.

School Council (skip to SGA if your group does not fall under an academic school council)

Find out if your group falls under an academic or other governing council. If you do, then
your primary source of funding is the student council and secondary source would be SGA.

Find out who the president/comptroller is for the council.
Find out if the council has forms for you to fill in to request for funds. Some councils do not
have an official form. You may want to prepare your own budget and submit it.

Find out if you need to attend a meeting to defend the budget/request funds. Some councils
may require you to attend a meeting.

Locate the SGA travel funding request form. It may be available online at SGA’s website or
outside the Student Involvement Office.

Bring the SGA travel request form with you to the school council meeting. You may need to
apply for additional funds if the council did not give you all that are required. A signature of
an executive council member is required on the SGA form.

Student Government Association
If your group does not fall under an academic or other governing council, your primary
source of funding would be SGA/SAFC.

Fill out the SGA travel request form completely. Failure to provide all information may risk
your group not getting the funds you need. Forms should be submitted at least 5 weeks
prior to your travel.

Find out from SGA if you need to attend a meeting to defend your travel budget request.

Coordinator for Student Organization Accounts
Once your travel funding request has been approved by either/both school council and
SGA, you may contact the Coordinator for Student Organization Accounts in Student
Involvement to inform him/her of your travel arrangements.




81
Your group can decide to either pay for the travel expenses on your own or you can request
assistance from the Student Involvement Office to prepay some of your travel expenses.
Reimbursement can only be made to students after the trip has already occurred.

For expenses to be prepaid, please bring all conference registration, rental car/flight
information and lodging reservations to your Coordinator for Student Organization
Accounts in the Student Involvement Office. Your group’s travel will be paid up to the total
amount received from both school council and SGA. If there are additional funds in your
account you wish to use, approval must be given from your advisor to utilize these funds.

To ensure your group gets the best travel deals available, make sure you inform your
Coordinator for Student Organization Accounts at least 3 weeks in advance before payment
is expected to be made.

We are able to pay for everything purchased online via a university credit card. If you
choose to drive your own vehicle, reimbursement rate is $0.47 cents per mile.

Prior to your trip, please plan a meeting with the Assistant Director of Student Involvement
to discuss travel. Please see the travel policy for further information.

Reimbursement
If your group’s expenses have been paid by members, please keep all receipts from your
group’s travel which your group plans to seek reimbursement from.
Meals are only reimbursed if an overnight travel occurred and are limited to the following
allowances per person: breakfast $10, lunch $10.50 and dinner $21.50. Meals may not be
reimbursed if said meals are already included in the conference registration price.

To be reimbursed, bring your group’s travel receipts to the Student Organization Accounts
Coordinator with a list of students traveling within 10 business days after the traveling
dates. Reimbursement will not be guaranteed after 10 business days. A reimbursement
form must be completed which can be found on the Student Involvement website. This
form also requires the signature of your on campus Advisor.

Each student seeking reimbursement on behalf of the group would have to submit their
own receipts to the Coordinator for Student Organization Accounts.

You will get the reimbursement in the form of a check mailed to your current address if you
do not have direct deposit set up with the university. It will take approximately 2-3 weeks
for your reimbursement to reach you.

Scenario 5: Holding a Dance in Pierson Auditorium
There are only 3 locations that student groups may hold dances on campus: Pierson
Auditorium in the University Center and University Playhouse by the University Center as
well as in the Multipurpose rooms in the Student Union.
Decide which date your student group would like to hold a dance in Pierson Auditorium -
you may want to have other backup dates in case your first choice is unavailable.



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Room Reservations
Call/email University Center (UC) Room Reservations to see if your location is available on
the date that your group has selected. You may tentatively hold that date for the dance until
your group gets all the required approval. Pierson Auditorium can be reserved up to one
semester in advance for special event programs. Reservations should be made as far in
advance as possible with a minimum of three weeks in advance of a special event program.
Rooms in the Student Union can be booked on an annual basis.

UMKC Student Organizations may reserve Pierson Auditorium once during the semester
for a social event.
There may be a $25 charge for the use of Pierson Auditorium if your dance is a fundraiser
for your organization. Please make arrangements to sign the contract with UC Room
Reservations to confirm that Pierson Auditorium has been reserved for your event. You
may also submit a layout of the area to get the room arranged according to how you would
like it set up. Once you have confirmed Pierson or the Playhouse with UC reservations,
please go to the Student Involvement Office website and complete the Dance/Social Event
Request form and submit to Student Involvement. This form is due at least two weeks in
advance prior to your event.
Forms

Read the Dance/Social Event Policy listed on the Student Involvement Office website. When
completed, fill in the Dance/Social Event Form at least two weeks before your dance. You
will need to assign a few currently enrolled UMKC student members of your group as dance
marshals.
The dance marshal’s job is to ensure the dance goes smoothly and help with crowd control.
Police presence may also be requested for a fee.

Funding
If you need funds for your dance to pay for the deejay, decorations and refreshments, you
may approach both the council your group falls under and SGA.

School Council (skip to SGA if your group does not fall under an academic school council)

Your group’s primary source of funding will be the academic school or other governing
council and secondary source will be SGA.

Find out who the president/comptroller is for the council.

Find out if the student council has forms for you to fill in to request for funds. Some
councils do not have an official form. You may want to prepare your own budget and
submit it.

Find out if you need to attend a meeting to defend the budget/request funds. Some councils
may require you to attend a meeting.

Locate the SGA event funding request form. It may be available online at SGA’s website or
outside the Student Involvement Office.

83
Bring the SGA event request form with you to the school council meeting. You may need to
apply for additional funds if the council did not give you all that are required. A signature of
an executive council member is required on the SGA form.

Student Government Association
If your group does not fall under an academic or other governing council, your primary
source of funding would be SGA.

Fill out the SGA event request form completely. Failure to provide all information may risk
your group not getting the funds you need. This form must be submitted to the Student
Involvement Office at least three weeks prior to your event.

Find out when SGA Appropriations meeting is held and attend the meeting to defend the
dance budget you have submitted for your group.

Coordinator for Student Organization Accounts
Once your event funding request has been approved by either/both school council and
SGA, you may contact the Coordinator for Student Organization Accounts in Student
Involvement Office to discuss your group’s purchasing options and contract for the deejay.

The Coordinator for Student Organization Accounts will need the deejay’s invoice or can
provide you with information to create an honorarium/contract to pay the deejay.

If you would like the deejay to be paid on the day their service is rendered, please inform
the Coordinator for Student Organization Accounts at least three weeks in advance to
ensure the check will be ready in time.
If you wish to use the procard for any supplies/food/etc…you must reserve the procard at
least one week in advance. All purchases must be tax exempt. Once you make the
reservation, please ask your on campus advisor to send an email to the Coordinator for
Student Organization Accounts to approve the purchase. An example of such an email is:

Dear Sir/Madam,

I approve the Alpha organization to purchase supplies for their upcoming event. They may
spend up to $200 on this event and have the procard reserved on October 22nd.

Thank you,
Advisor

**Important note, your student organization on your officer listing form has identified two
procard reps. These are the only two individuals that may check out the procard.

Catering
If you are having the dance in Pierson Auditorium, you will have to go through Sodexho
Catering for all your dance refreshment needs. It is a University Center policy that all food
served in the University Center be catered through Sodexho.


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Please contact the Coordinator for Student Organization Accounts in Student Involvement
and they can provide your with your account number. When ordering through Sodexho
they will ask you for your account number or “MoCode” so they know what account to bill.

Advertising
Your group may only advertise for the dance on campus. No off campus advertising of the
dance will be permitted. On any publicity it must state “for more information please
contact ________) with the email and/or phone number of a contact for the event.

Student ID Policy
Dance attendees must be UMKC students with valid student ID shown at the door. Each
student may only bring one guest to the dance. A student organization may decide that the
dance is only open to UMKC students and not allow guests if they wish.

Two event assistants are required to be assigned to assist with checking student IDs at the
door. They will be required to be there during the duration of the dance.


Scenario 6: Holding a Dance in University Playhouse
There are only 3 locations that student groups may hold dances on campus: Pierson
Auditorium in the University Center and University Playhouse by the University Center as
well as the Multipurpose rooms in the Student Union.

Decide which date your student group would like to hold a dance in the University
Playhouse. You may want to have other backup dates in case your first choice is
unavailable.

Please note that the city of Kansas City has noise ordinances in place. All dances should
conclude no later than 11:00pm.

Room Reservations
Call/email University Center (UC) Room Reservations to see if your space is available on
the date that your group has selected. You may tentatively hold that date for the dance until
your group gets all the required approval. Please make arrangements to sign the contract
with UC Room Reservations to confirm that the University Playhouse has been reserved for
your event. You may also submit a layout of the area to get the space arranged according to
how you would like it set up.

Once you have confirmed your location with UC reservations, please go to the Student
Involvement Office website and complete the Area/Equipment Request form and submit to
Student Involvement. This form should be completed at least two weeks in advance.

Forms
If the dance is scheduled in the University Playhouse, there is an additional form to
complete. You would need to fill in the Area/Equipment Request form. This form will
ensure that all other departments are aware of your dance and do not schedule conflicting
work on the same day and time as your dance. This form is due at least two weeks in
advance of your event.

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Read the Dance/Social Event Policy listed on the Student Involvement Office website. When
completed, fill in the Dance/Social Event Form at least two weeks before your dance.
You will need to assign a few currently enrolled UMKC student members of your group as
dance marshals. The dance marshal’s job is to ensure the dance goes smoothly and help
with crowd control.

Funding
If you need funds for your dance to pay for the deejay, decorations and refreshments, you
may approach both the academic student council your group falls under and SGA.

School Council (skip to SGA if your group does not fall under an academic school council)
Your group’s primary source of funding will be the academic school council and secondary
source will be SGA. Find out who the president/comptroller is for the council. Find out if
the student council has forms for you to fill in to request for funds. Some councils do not
have an official form. You may want to prepare your own budget and submit it.

Find out if you need to attend a meeting to defend the budget/request funds. Some councils
may require you to attend a meeting.

Locate the SGA event funding request form. It may be available online at SGA’s website or
outside the Student Involvement Office. This form must be submitted at least three weeks
in advance.

Bring the SGA event request form with you to the school council meeting. You may need to
apply for additional funds if the council did not give you all that are required. A signature of
an executive council member is required on the SGA form.

Student Government Association
If your group does not fall under an academic or other governing council, your primary
source of funding would be SGA.

Fill out the SGA event request form completely. Failure to provide all information may risk
your group not getting the funds you need. This form is due at least three weeks prior to
your event.

Find out when SGA Appropriations meeting is and attend the meeting to defend the dance
budget you have submitted for your group.

Coordinator for Student Organization Accounts
Once your event funding request has been approved by either/both school council and
SGA, you may contact the Coordinator for Student Organization Accounts in Student
Involvement Office to discuss your group’s purchasing options and contract for the deejay.
The Coordinator for Student Organization Accounts will need the deejay’s invoice or can
provide you with the materials to create an honorarium/contract to pay the deejay.




                                                                                              86
If you would like the deejay to be paid on the day their service is rendered, please inform
the Coordinator for Student Organization Accounts of such to ensure the check will be
ready in time – at least three weeks in advance.

If you wish to use the procard for any supplies/food/etc…you must reserve the procard at
least one week in advance. All purchases must be tax exempt. Once you make the
reservation, please ask your on campus advisor to send an email to the Coordinator for
Student Organization Accounts to approve the purchase. An example of such an email is:

Dear Sir/Madam,

I approve the Alpha organization to purchase supplies for their upcoming event. They may
spend up to $200 on this event and have the procard reserved on October 22nd.

Thank you,
Advisor

**Important note, your student organization on your officer listing form has identified two
Procard reps. These are the only two individuals that may check out the Procard.

Catering
Please contact the Coordinator for Student Organization Accounts in Student Involvement
and they can provide you with your account number. When ordering through Sodexho
they will ask you for your account number or “MoCode” so they know what account to bill.

Advertising
Your group may only advertise for the dance on campus. No off campus advertising of the
dance will be permitted. On any publicity it must state “for more information please contact
________) with the email and/or phone number of a contact for the event.

Student ID Policy
Dance attendees must be UMKC students with valid student ID shown at the door. Each
student may only bring one guest to the dance. A student organization may decide that the
dance is only open to UMKC students and not allow guests if they wish.
Two event assistants are required to be assigned to assist with checking student IDs at the
door. They will be required to be there during the duration of the dance.

Forms
Once you have reserved your space with the appropriate office, you must then complete the
appropriate reservation forms with the Student Involvement Office. These can all be found
by visiting the Student Involvement website. Room reservations are due to Student
Involvement at least two weeks in advance. If you have questions regarding which form to
complete, please contact Student Involvement at 235-1407.

Funding
Per University of Missouri state policies and regulations, student fees will not be allocated
to any student organization requesting funds for alcoholic beverages.


87
Advertising
No advertising which implies or acknowledges alcohol-related events will be permitted on
campus.

State Statutes
Official identification such as driver’s license or passport is required to verify that a person
has attained the legal age for possession or consumption of alcohol in the state of Missouri.

Scenario 8: Events with Food Giveaway in the University Center or Student Union
Decide which date your student group would like to hold an event at the University Center.
You may want to have other backup dates in case your first choice is unavailable.

Room Reservations
Call/email University Center (UC) Room Reservations to see if the space is available on the
date that your group has selected. You may tentatively hold that date for the event until
your group gets all the required approval. Final approval is given once the Student
Involvement Office verifies that you are an active student organization in good standing.
You will be contacted by OSI if your event has been denied.
Rooms in University Center can be reserved up to one semester in advance for special
event programs. Reservations should be made as far in advance as possible with a
minimum of three weeks in advance of a special event program. Rooms in the Student
Union can be booked annually.

UMKC Student Organizations may reserve Pierson Auditorium once during the semester
for a social event.

Forms
Please make arrangements to sign the contract with UC Room Reservations to confirm that
the space has been reserved for your event. You may also submit a layout of the area to get
the space arranged according to how you would like it set up.

Funding
If you need funds for your event to pay for the food, supplies, decorations, performers, etc.
you may approach both the academic or governing student council your group falls under
and SGA.
School Council (skip to SGA if your group does not fall under an academic or other
governing council)

Your group’s primary source of funding will be the academic or other governing council
and secondary source will be SGA. Find out who the president/comptroller is for the
council.

Find out if the student council has forms for you to fill in to request for funds. Some
councils do not have an official form. You may want to prepare your own budget and
submit it.

Find out if you need to attend a meeting to defend the budget/request funds. Some councils
may require you to attend a meeting.

                                                                                              88
Locate the SGA event funding request form. It may be available online at SGA’s website or
outside the Student Involvement Office. This form must be submitted at least three weeks
in advance.

Bring the SGA event request form with you to the council meeting. You may need to apply
for additional funds if the council did not give you all that are required. A signature of an
executive council is required on the SGA form.

Student Government Association
If your group does not fall under an academic or other governing council, your primary
source of funding would be SGA. Fill out the SGA event request form completely. Failure to
provide all information may risk your group not getting the funds you need. This form
must be submitted at least three weeks in advance.

Find out when the SGA Appropriations meeting is and attend the meeting to defend the
event budget you have submitted for your group.

Coordinator for Student Organization Accounts
Once your event funding request has been approved by either/both school council and
SGA, you may contact the Coordinator for Student Organization Accounts in Student
Involvement Office to discuss your group’s purchasing options and contract for the
performers.

The Coordinator for Student Organization Accounts will need the performers’ personal
information and agreed upon price to create an honorarium/contract to pay the performer.

If you would like the performer to be paid on the day their service is rendered, please
inform the Coordinator for Student Organization Accounts of such to ensure the check will
be ready in time. Checks can take up to three weeks to create.

If you wish to use the procard for any supplies/food/etc…you must reserve the procard at
least one week in advance. All purchases must be tax exempt. Once you make the
reservation, please ask your on campus advisor to send an email to the Coordinator for
Student Organization Accounts to approve the purchase. An example of such an email is:

Dear Sir/Madam,

I approve the Alpha organization to purchase supplies for their upcoming event. They may
spend up to $200 on this event and have the procard reserved on October 22nd.

Thank you,
Advisor

**Important note, your student organization on your officer listing form has identified
two procard reps. These are the only two individuals that may check out the procard.

Catering

89
If you are having the event in University Center or Student Union, you will have to go
through Sodexho Catering for all your refreshment needs.

It is a University Center policy that all food served in the University Center and Student
Union be catered through Sodexho.
Connect with your Coordinator for Student Organization Accounts to pay Sodexho with a
four digit account code which is your “MoCode”. Sodexho will bill us after the event is over
by sending the bill to the Student Involvement Office.

Advertising
On any publicity it must state “for more information please contact ________” with the email
and/or phone number of a contact for the event.

Scenario 9: Events with Food Giveaway at the University Playhouse
Decide which date your student group would like to hold an event at the University
Playhouse. You may want to have other backup dates in case your first choice is
unavailable.

Room Reservations
Call/email University Center (UC) Room Reservations to see if the University Playhouse is
available on the date that your group has selected. You may tentatively hold that date for
the event until your group gets all the required approval.

Please make arrangements to sign the contract with UC Room Reservations to confirm that
the University Playhouse has been reserved for your event. You may also submit a layout of
the area to get the University Playhouse arranged according to how you would like it set
up.

Forms
You would need to fill in the Area/Equipment Request form. This form will ensure that all
other departments are aware of your event and do not schedule conflicting work on the
same day and time as your event. This form can be found on the Student Involvement
Office website under “forms/resources” and then “downloadable forms”. This form is
required by Student Involvement at least two weeks in advance.

Funding
If you need funds for your event to pay for the food, supplies, decorations, performers, etc.
you may approach both the academic or other governing council your group falls under
and SGA.

School Council (skip to SGA if your group does not fall under an academic or other
governing council)

Your group’s primary source of funding will be the academic or other governing council
and secondary source will be SGA.

Find out who the president/comptroller is for the council.


                                                                                            90
Find out if the student council has forms for you to fill in to request for funds. Some
councils do not have an official form. You may want to prepare your own budget and
submit it. This form must be submitted at least three weeks in advance.

Find out if you need to attend a meeting to defend the budget/request funds. Some councils
may require you to attend a meeting.

Locate the SGA event funding request form. It may be available online at SGA’s website or
outside the Student Involvement Office. This form must be submitted at least three weeks
in advance.

Bring the SGA event request form with you to the school council meeting. You may need to
apply for additional funds if the council did not give you all that are required. A signature of
an exec council is required on the SGA form.

Student Government Association
If your group does not fall under an academic or other governing council, your primary
source of funding would be SGA.

Fill out the SGA event request form completely. Failure to provide all information may risk
your group not getting the funds you need. This form must be submitted at least three
weeks in advance.

Find out when SGA Appropriations meeting is and attend the meeting to defend the event
budget you have submitted for your group.

Coordinator for Student Organization Accounts
Once your event funding request has been approved by either/both school council and
SGA, you may contact the Coordinator for Student Organization Accounts in Student
Involvement Office to discuss your group’s purchasing options and contract for the
performers.

The Coordinator for Student Organization Accounts will need the performers’ personal
information and agreed upon price to create an honorarium/contract to pay the performer.
If you would like the performer to be paid on the day their service is rendered, please
inform the Coordinator for Student Organization Accounts of such to ensure the check will
be ready in time. Checks can take up to three weeks to process.

If you wish to use the procard for any supplies/food/etc…you must reserve the procard at
least one week in advance. All purchases must be tax exempt. Once you make the
reservation, please ask your on campus advisor to send an email to the Coordinator for
Student Organization Accounts to approve the purchase. An example of such an email is:

Dear Sir/Madam,

I approve the Alpha organization to purchase supplies for their upcoming event. They may
spend up to $200 on this event and have the procard reserved on October 22nd.


91
Thank you,
Advisor

**Important note, your student organization on your officer listing form has identified
two procard reps. These are the only two individuals that may check out the procard.

Catering
Since the event is being held in the University Playhouse, you must use Sodexho for your
catering needs. If you wish to use another vendor, you must clear this request with
University Center Reservations and will result in additional fees.
Any vendor/food that is brought on campus must provide a certificate of insurance.

You should use the ProCard to pay for all your catering needs with a restaurant. If the
restaurant does not accept credit card, please get a detail itemized invoice from them in
order for the Coordinator for Student Organization Accounts to get a check ready to pay
them on the day food is catered. Please remember that it can take up to three weeks to
process a check.

Advertising
On any publicity it must state “for more information please contact ________” with the email
and/or phone number of a contact for the event.

Scenario 10: Events with Food Giveaway at other UMKC Indoor Locations
Decide which date your student group would like to hold the event. You may want to have
other backup dates in case your first choice is unavailable.

Room Reservations
Call/email UMKC Facility Reservations to see if the space is available on the date that your
group has selected. You may tentatively hold that date for the event until your group gets
all the required approval.
Forms

You will need to fill in the Facilities Request form to confirm your reservation. This form
will then be routed from Student Involvement Office to UMKC Facility Reservations. This
form must be typed and is due at least two weeks prior to your event. This form can be
found on the Student Involvement Office website under “forms/resources” then
“downloadable forms”.

Funding
If you need funds for your event to pay for the food, supplies, decorations, performers, etc.,
please see the funding process in the above scenarios (scenarios 1-9).

Coordinator for Student Organization Accounts
Once your event funding request has been approved by either/both your council and SGA,
you may contact the Coordinator for Student Organization Accounts in Student
Involvement Office to discuss your group’s purchasing options and contract for the
performers.


                                                                                              92
The Coordinator for Student Organization Accounts will need the performers’ personal
information and agreed upon price to create an honorarium/contract to pay the performer.
If you would like the performer to be paid on the day their service is rendered, please
inform the Coordinator for Student Organization Accounts of such to ensure the check will
be ready in time. Please note that it can take up to three weeks to process a check.

If you wish to use the procard for any supplies/food/etc…you must reserve the procard at
least one week in advance. All purchases must be tax exempt. Once you make the
reservation, please ask your on campus advisor to send an email to the Coordinator for
Student Organization Accounts to approve the purchase. An example of such an email is:

Dear Sir/Madam,

I approve the Alpha organization to purchase supplies for their upcoming event. They may
spend up to $200 on this event and have the procard reserved on October 22nd.

Thank you,
Advisor

**Important note, your student organization on your officer listing form has identified
two procard reps. These are the only two individuals that may check out the procard.

Catering
You should use the ProCard to pay for all your catering needs with a restaurant. If the
restaurant does not accept credit card, please get a detail itemized invoice from them in
order for the Coordinator for Student Organization Accounts to get a check ready to pay
them on the day food is catered. Please note it can take up to three weeks to get a check
processed.

Advertising
On any publicity it must state “for more information please contact ________” with the email
and/or phone number of a contact for the event.

Scenario 11: Event with Food Giveaway at other UMKC Outdoor area
Locations
Decide which date your student group would like to hold the event. You may want to have
other backup dates in case your first choice is unavailable.

Forms
You would need to fill in the Area/Equipment Request form. This form will ensure that all
other departments are aware of your event and do not schedule conflicting work on the
same day and time as your event. This form can be found on the Student Involvement
Office website under “forms/resources” and then “downloadable forms”. This form is
required by Student Involvement at least two weeks in advance.

Funding
If you need funds for your event to pay for the food, supplies, decorations, performers, etc.,
please see the funding process in the above scenarios (scenarios 1-9).

93
Coordinator for Student Organization Accounts
Once your event funding request has been approved by either/both school council and
SGA, you may contact the Coordinator for Student Organization Accounts in Student
Involvement Office to discuss your group’s purchasing options and contract for the
performers.

The Coordinator for Student Organization Accounts will need the performers’ personal
information and agreed upon price to create an honorarium/contract to pay the performer.
If you would like the performer to be paid on the day their service is rendered, please
inform the Coordinator for Student Organization Accounts of such to ensure the check will
be ready in time. Please note it can take up to three weeks to have a check processed.

If you wish to use the procard for any supplies/food/etc…you must reserve the procard at
least one week in advance. All purchases must be tax exempt. Once you make the
reservation, please ask your on campus advisor to send an email to the Coordinator for
Student Organization Accounts to approve the purchase. An example of such an email is:

Dear Sir/Madam,

I approve the Alpha organization to purchase supplies for their upcoming event. They may
spend up to $200 on this event and have the procard reserved on October 22nd.

Thank you,
Advisor

**Important note, your student organization on your officer listing form has identified
two procard reps. These are the only two individuals that may check out the procard.

Catering
You should use the ProCard to pay for all your catering needs with a restaurant (if the
catering is being taken out of the establishment). If the restaurant does not accept credit
card, please get a detail itemized invoice from them in order for the Coordinator for
Student Organization Accounts to get a check ready to pay them on the day food is catered.
Please note it can take up to three weeks to process a check.

Advertising
On any publicity it must state “for more information please contact ________” with the email
and/or phone number of a contact for the event.

Scenario 12: Fundraising events in University Center or Student Union
Decide what kind of fundraising event your group would like to do on campus. Student
groups have done a variety from bake sale, selling magazine subscription, poster sale, t-
shirts sale, sponsor an off-campus organization on campus, etc.

UMKC Policy
In person credit card solicitation is prohibited on University property. Student groups are
not allowed to sponsor credit card companies on campus as part of their fundraising event.

                                                                                            94
A group sponsoring an off-campus organization must review the co-sponsorship policy and
agree to all terms.

The University Advancement Office must be notified of all fundraising activities on campus
regardless of size. Please contact them prior to facilitating any fundraising endeavors both
on and off campus.

Room Reservations
Call/email University Center (UC) Room Reservations to see if the space is available on the
date that your group has selected. You may tentatively hold that date for the event until
your group gets all the required approval.

Forms
Please make arrangements to sign the contract with UC Room Reservations to confirm that
the space has been reserved for your event.

You would need to fill in a Permit to Sell form to obtain permission to sell those items at
UMKC. This form can be found on the Student Involvement Office website under
“forms/resources” and then “downloadable forms”. This form must be typed and turned in
to Student Involvement at least two weeks in advance.

Depositing of Funds
Any money raised or collected from fundraising may then be deposited into the student
organization fiscal account with UMKC. However, once these funds are deposited, they
must follow all UMKC guidelines and policies when it comes to the usage of the deposited
funds.

Scenario 13: Fundraising event in Royall Hall Lobby and other UMKC locations
Decide what kind of fundraising event your group would like to do on campus. Student
groups have done a variety from bake sale, selling magazine subscription, poster sale, t-
shirts sale, sponsor an off-campus organization on campus, etc.

UMKC Policy
In person credit card solicitation is prohibited on University property. Student groups are
not allowed to sponsor credit card companies on campus as part of their fundraising event.

The University Advancement Office must be notified of all fundraising activities on campus
regardless of size. Please contact them prior to facilitating any fundraising endeavors both
on and off campus.

Room Reservations
The Royall Hall lobby is an open area thus no phone reservation is required with Facility
Reservations. However, an area/equipment request form must still be filled out with the
Student Involvement Office so they are aware the event is taking place. This form is due at
least two weeks prior to your event.



95
Forms
You are required to fill in the Area/Equipment Request Form with the Student Involvement
Office to avoid having two groups doing fundraising at the lobby during the same time.

If you are planning to conduct the fundraising in the lobby area of other buildings, please
do the same as above. Fill out the Facility Request Form to avoid two groups conducting
fundraising at the same time.
Some buildings may require additional approval if the academic student services office is
located in the same building. Please check with respective offices.

You would need to fill in a Permit to Sell form to obtain permission to sell those items at
UMKC. All forms in Student Involvement must be typed and turned in two weeks in
advance. These forms can be found on the Student Involvement Office website under
“forms/resources” then “downloadable forms”.

Depositing of Funds
Any money raised or collected from fundraising may then be deposited into the student
organization fiscal account with UMKC.
However, once these funds are deposited, they must follow all UMKC guidelines and
policies when it comes to the usage of the deposited funds.

Scenario 14: Meetings in University Center or Student Union
Decide which date your student group would like to meet. You may want to have other
backup dates in case your first choice is unavailable.

Room Reservations
Call/email University Center/Student Union Room Reservations, 235-1416 to see if space is
available on the date that your group has selected.

Regular weekly meetings can be scheduled at one time at the beginning of the semester. No
student organization may reserve meeting rooms more than once a week. Exceptions may
be made for special programs or events.

Forms
Please make arrangements to sign the contract with UC Room Reservations to confirm that
the space has been reserved for your event. You may also submit a layout of the area to get
the space arranged according to how you would like it set up.

Food
Any meetings requiring food in the University Center and Student Union must be catered
with the UMKC contractor, Sodexho. If catering services are required, student organizations
should contact Sodexho directly.
The student organization should also contact Student Involvement Office to ensure proper
payment arrangement is made for the catered food. The responsibility for making
arrangements lies with the student organization. No other food may be brought in for a
meeting,



                                                                                              96
Scenario 15: Meetings in Administrative Center Conference Facility
Decide which date your student group would like to meet. You may want to have other
backup dates in case your first choice is unavailable.

Room Reservations
Call/email Administrative Center (AC) Room Reservations, 235-5982 to see if space is
available on the date that your group has selected.

Forms
Please make arrangements to sign the contract with AC Room Reservations to confirm that
the space has been reserved for your event.

Food
Since the event is being held in the Administrative Center, you do not have to go through
Sodexho Food Service but Sodexho should have the first right of refusal. If food is brought
from an outside source a certificate of insurance is required. Please see the policies
involving food.

You should use the ProCard to pay for all your catering needs with a restaurant. If the
restaurant does not accept credit card, please get a detail itemized invoice from them in
order for the Coordinator for Student Organization Accounts to get a check ready to pay
them on the day food is catered. Please note it can take up to three weeks to process a
check. Once you make the reservation, please ask your on campus advisor to send an email
to the Coordinator for Student Organization Accounts to approve the purchase. An
example of such an email is:

Dear Sir/Madam,

I approve the Alpha organization to purchase supplies for their upcoming event. They may
spend up to $200 on this event and have the procard reserved on October 22nd.

Thank you,
Advisor

**Important note, your student organization on your officer listing form has identified two
procard reps. These are the only two individuals that may check out the procard.

Scenario 16: Meetings in Other UMKC Locations
Decide which date your student group would like to meet. You may want to have other
backup dates in case your first choice is unavailable.
Room Reservations

Call/email University Facility Reservations, 235-1119 to see if space is available on the date
that your group has selected.

Forms
You will need to fill in the Facilities Request form to confirm your reservation. This form is
on the Student Involvement Office website under “forms/resources” and then

97
“downloadable forms”. This form must be typed and turned into Student Involvement at
least two weeks in advance.

Food
Since the event is being held in the elsewhere on campus, you do not have to go through
Sodexho but Sodexho should have the first right of refusal. If food is brought from an
outside source a certificate of insurance is required. Please see the policies involving food.

You should use the ProCard to pay for all your catering needs with a restaurant. If the
restaurant does not accept credit cards, please get a detailed itemized invoice in order for
the Coordinator for Student Organization Accounts to prepare a check for the day the food
is catered. Once you make the reservation, please ask your on campus advisor to send an
email to the Coordinator for Student Organization Accounts to approve the purchase. An
example of such an email is:

Dear Sir/Madam,

I approve the Alpha organization to purchase supplies for their upcoming event. They may
spend up to $200 on this event and have the procard reserved on October 22nd.

Thank you,
Advisor

**Important note, your student organization on your officer listing form has identified two
procard reps. These are the only two individuals that may check out the procard.




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