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Recognized Student Organization Handbook

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					 Recognized Student
Organization Handbook
         2010-2011

            Wyoming Union, room 012
              Office: 766-6340
  Email: cac@uwyo.edu; Web: www.uwyo.edu/cac
                         Recognized Student Organization Handbook 2010-2011                       1


       IMPORTANT NAMES & NUMBERS TO KNOW!

Campus Activities Center:            766-6340          Contact Information:
Gallery 234                          766-6340          Campus Activities Center
Office for Service, Leadership,                        Lower Level, Wyoming Union, Room 012
and Community Engagement             766-3117          Monday & Fridays, 8:00 am - 5:00 pm
Concerts and Convocations            766-6343          Tuesday - Thursdays, 8:00 am - 7:00 pm
Friday Night Fever                   766-6340          Phone: 766-6340, SLCE 766-3117
Homecoming Committee                 766-6340          E-mail: cac@uwyo.edu
Safe Zone                            766-6340          Website: www.uwyo.edu/cac
Student Activities Council           766-6343

Wyoming Union:                       766-3160
                                                       Meet our staff:
                                                       Associate Director, Campus Involvement
Administration Office                766-3765
                                                               Brandon R. Kosine, Ph.D.
Adult Student Center                 766-6258
                                                               bkosine@uwyo.edu
ASTEC                                766-3837
                                                       Project Coordinator
ASUW                                 766-5204
                                                               Office for Service, Leadership, and
ASUW Business Office                 766-5216
                                                               Community Engagement (SLCE):
Bookstore                            766-3264
                                                               Katie Kleinhesselink
Copy Center                          766-3890
                                                                kkleinhe@uwyo.edu
Events/Reservations Office           766-3161
                                                       Coordinator, Student Activities/Programs
First Interstate Bank                721-4667
                                                               Campus Activities Center (CAC):
Gardens                              766-3431
                                                               Michael T. Lange
Multicultural Resource Center        766-6463
                                                               mlange@uwyo.edu
Recreation Center                    766-3874
                                                       Program Advisor
Student Publications                 766-6190
                                                               Late Night Programs—vacant
Ticket Office/Information Desk       766-3327
                                                               Lead Student Programmer:
Union Catering                       761-7827
                                                               Julianne Friesen
Union Food Service Office            766-4293
                                                               Jfriese1@uwyo.edu
Other University Numbers:            766-1121
A&S Auditorium Reservations          766-4106          Safe Zone AmeriCorps Intern
Classroom Building (not open)        766-4388                 Nate Smith
Greek Life                           766-3296                  nsmith17@uwyo.edu
International Resource Center        766-6884
                                                       Office Manager
Office of Student Life               766-3296
                                                              Gwen MacLean
Physical Plant                       766-6226
                                                              gmaclean@uwyo.edu
Police Department                    766-5179
Residence Halls Association          766-3909
Residence Life                       766-3175
Risk Management                      766-5767
Student Affairs                      766-5123
Students’ Attorney                   766-6347
University Food Service/Catering     766-2050
University Relations                 766-2379


   www.uwyo.edu/cac                                                                307-766-6340
2                                   Recognized Student Organization Handbook 2010-2011



TABLE OF CONTENTS

WELCOME TO THE CAMPUS ACTIVITIES CENTER ............................... 4
       Recognized Student Organizations ................................................................................. 5
       Gallery 234 ......................................................................................................................... 5
       Office of Sevice, Leadership, and Community Engagement: ....................................... 5
       Concerts & Convocations: ............................................................................................... 5
       Friday Night Fever: .......................................................................................................... 5
       Homecoming Committee: ................................................................................................. 5
       Safe Zone: .......................................................................................................................... 5
       Student Activities Council:............................................................................................... 5
       Summer Programs: ........................................................................................................... 5

STUDENT ORGANIZATION RECOGNITION ............................................ 6
       Recognition Policies and Procedures: ............................................................................. 6
       Maintaining Recognition:................................................................................................. 6
                  Activity Notification: .........................................................................................................................6
                  Change of Officer/Advisor: ...............................................................................................................6
       Obtaining Status and Becoming a Recognized Student Organization: ....................... 7
                  General Requirements for Recognition: ...........................................................................................7
                  Writing a Constitution: .....................................................................................................................7

STUDENT ORGANIZATION SERVICES ................................................... 8
       Benefits of Becoming a Recognized Student Organization:.......................................... 8
       Advertising and Marketing of Events:............................................................................ 8
                  Poster Run: .......................................................................................................................................8
                  Other Advertising ..............................................................................................................................8
       Advising From Professional Staff: .................................................................................. 9
       Awards of Excellence Program: ...................................................................................... 9
       Contracting:....................................................................................................................... 9
                  The University Contract Process: .....................................................................................................9
       Filing Cabinet Space:...................................................................................................... 10
       Funding: ........................................................................................................................... 10
       Mailboxes:........................................................................................................................ 10
       Requesting a web site or email address for your RSO: ............................................... 10

    www.uwyo.edu/cac                                                                                                                      307-766-6340
                                     Recognized Student Organization Handbook 2010-2011                                                                            3


OFFICE OF SERVICE, LEADERSHIP AND CIVIC ENGAGEMENT ........ 11
        Leadership Consultation and Development: ................................................................ 11
                   Club and Organization Development Series:.................................................................................. 11
                   Peak Pointers: ................................................................................................................................. 11
                   Resource Library: ........................................................................................................................... 11
                   Workshops: ..................................................................................................................................... 11

RESERVING SPACE AND CATERING: .................................................. 11
        Reserving Space and Catering:...................................................................................... 11
                   Wyoming Union: ............................................................................................................................. 12
                   Additional Campus Facilities: ........................................................................................................ 12
        RSO Catering Policy ....................................................................................................... 12

ASUW SERVICES .................................................................................... 13
        Technical Services ........................................................................................................... 13
        STUDENT ORGANIZATION FUNDING ................................................................... 14
                   RSO FUNDING BOARD ................................................................................................................ 14

STUDENT ORGANIZATION FUNDING ................................................... 14
        Departmental Sponsorship: ........................................................................................... 14
        National Affiliation Sponsorship: .................................................................................. 14
        Developing a Budget: ...................................................................................................... 15
        Tips for Effective Budgeting: ......................................................................................... 15
        Fundraising: .................................................................................................................... 15

POLICIES ................................................................................................. 16
        Film/Video Programming: ............................................................................................. 16
        Posting Policy: ................................................................................................................. 16
        Risk Management: .......................................................................................................... 17
        University of Wyoming Policies:.................................................................................... 18




    www.uwyo.edu/cac                                                                                                                      307-766-6340
4                               Recognized Student Organization Handbook 2010-2011



WELCOME TO THE CAMPUS ACTIVITIES CENTER
         The “Values of Campus Activities” is a statement of the fundamental beliefs driving the work of the staff
and students of the Campus Activities Center in the coordination and implementation of campus programs and
events. Generally, the primary mission of the Campus Activities Center is to enhance the development and retention
of students at the University of Wyoming. More specifically, activities and programs are provided for the purpose of
enriching the environment of the Wyoming Union and the University of Wyoming campus, facilitating student
learning and development opportunities, and providing opportunities for students to find a connection between
themselves and the university community. These specific functions address those critical factors in the retention of
students and ultimately their educational success.

                                     The Values of Campus Activities
    We value the holistic development of every student by providing formal and informal educational opportunities in
                     support of the missions of the University of Wyoming and the Wyoming Union.

    We value the quality involvement of students both as volunteers and employees in all aspects of campus activities
     from initial concept to evaluation. We believe the process of development and implementation of programs by
                                    students is pivotal in evaluating the final product.

                                               We value quality service.

                                               We value ethical behavior.

    We value a humanistic work environment embracing teamwork, consensus, creativity, respect for others, humor,
                             fact-to-face communication and professional development.



                                              Handbook Purpose
This handbook was developed by the Campus Activities Staff to assist Recognized Student Organizations and their
advisors in accessing resources, support, and services, which will help them to be successful. Even though the
handbook is not intended to answer every question or resolve all situations, it will provide basic information to guide
students and advisors in the right direction. The Staff of the Campus Activities Center is available to provide
advising and support.




      www.uwyo.edu/cac                                                                              307-766-6340
                              Recognized Student Organization Handbook 2010-2011                                    5


GET INVOLVED!
The Campus Activities Center oversees:
    *   Over 200 Recognized Student Organizations * Friday Night Fever
    *   Concerts & Convocations                   * Safe Zone
    *   Gallery 234                               * Summer Programs
    *   Homecoming Committee
    *   Student Activities Council

Recognized Student Organizations: (www.uwyo.edu/rso)
The Campus Activities Center oversees over 200 Recognized Student Organizations and provides support in many
different ways. Mailboxes, filing cabinet space, lounge and meeting space, poster making supplies, free advertising,
use of office equipment, leadership resources, and workshops.

Gallery 234: (www.uwyo.edu/asuwgallery)
This educational gallery is located in the Wyoming Union and is supported by student fees. Gallery 234 exhibits
monthly shows of student, community and professional work.

Office for Service, Leadership, and Community Engagement (SLCE):
(www.uwyo.edu/uwvolunteers)
The SLCE office provides resources that can help students identify leadership opportunities and service interests
through programming and connecting them with community organizations in need of volunteers. Through service
and leadership, UW students can build their resumes, put their passion into action, and change the world!

Concerts & Convocations: (www.uwyo.edu/concerts)
This student run committee is funded by the Wyoming Union student fee. The committee programs large concerts,
comedians or lectures at discounted ticket prices for students. Past performances include the FRAY, Lewis Black,
Nickel Creek, B.B. King, Reel Big Fish, Jimmy Fallon, Switchfoot, Wyclef Jean, and Chris LeDoux to name a few.

Friday Night Fever: (www.uwyo.edu/fnf)
FNF Provides late night programming on Friday nights to give students an alternative to drinking on Friday and
some Saturday nights. FNF hosts comedians, casino night, hypnotists, swing dancing, new movies, finals week de-
stressors, and lots more!

Homecoming Committee: (www.uwyo.edu/homecoming)
This committee meets to decide the homecoming theme and logo. The committee is responsible for planning,
coordinating and implementing a variety of programs for the week of Homecoming.

Safe Zone: (www.uwyo.edu/safezone)
Safe Zone is a program to promote a positive campus climate for gay, lesbian, bisexual, transgendered, and
questioning individuals. Safe Zone

Student Activities Council: (www.uwyo.edu/sac)
SAC provides weekly entertainment such as bands, speakers, lecture series, and other fun entertainment. Second
City Comedy Tour, Leftover Salmon, The Derek Trucks Band, Henry Rollins, RX Bandits, and the Flobots are a
few of SAC’s past events.

Summer Programs: (www.uwyo.edu/summerprograms)
Summer Programs provides live entertainment and programs during the summer. These programs include local and
regional bands, BBQ’s for students, trips to Elitch Gardens, Water World, Frontier Days, and more!



    www.uwyo.edu/cac                                                                              307-766-6340
6                              Recognized Student Organization Handbook 2010-2011



STUDENT ORGANIZATION RECOGNITION
Recognition Policies and Procedures:
The University of Wyoming hosts over 200 Recognized Student Organizations. Groups are categorized by Class
Honoraries, Greek, Honoraries, Political, Professional & Departmental, ASUW Programs and Services, Faith Based,
Special Interest, and Sports & Recreation.

Maintaining Recognition:
Once a group is recognized, it is easy to maintain status. Sometimes simple obligations for continuing recognition
are often overlooked, jeopardizing recognition status. Due to the many resources and funds available to Recognized
Student Organizations, it is important for the Campus Activities Center to monitor an organization’s compliance to
the University’s recognition policies (please see UW Regulation 8-234). Benefits of being recognized will continue
when organizations fulfill the following conditions.

    1.   Renewal forms and advisor agreements are sent to all Recognized Student Organizations in April and must
         be completed and returned to the Campus Activities Center no later than October 1 of each year.
    2.   At least one student organization officer from each renewing Recognized Student Organization (President
         preferred) is required to attend one orientation session held each fall semester (September).
    3.   Abide by the general requirements for recognition.
    4.   Abide by the organization’s constitution and stated purpose.
    5.   When requested by the Campus Activities Center, amend the organization’s constitution to reflect current
         University policies, as well as local, state, and federal laws.
    6.   Abide by University of Wyoming policies, local, state, and federal laws.
    7.   Update all changes in leadership, advising, and important student organization information.
    8.   Register all on-campus events open to the public by submitting an Activity Notification form.

Activity Notification:
UWRegulation 8-234 requires student organizations to register activities “sponsored by an organization for the
entire campus or a large portion of the campus and activities, which utilize University facilities and services.”
Registration of activities is done by completing an Activity Notification Form*. The form requires obtaining
approval and signatures from the appropriate people or offices outlined on the form.

The Activity Notification Form serves as an agreement of parties involved in providing services for the activity
assuring the student organization is knowledgeable of all regulations, risks, and opportunities. This form also
provides the student organization support of key university officials in making the activity a success.

Failure to complete an Activity Notification Form for an appropriate activity may result in forfeiture of privileges
granted by University recognition. It is also a requirement to receive funding from ASUW Funding Board.

Change of Officer/Advisor:
Any time throughout the year, when a student organization changes an officer or changes its advisor, the
organization must fill out a change of officer or Change of Advisor Form.*

*All student organization forms are available in the Campus Activities Center or online in pdf. or word format at
www.uwyo.edu/rso.
         * Activity Notification Forms
         * Change of Office/Advisor Forms
         * Petition for Recognition Forms
         * Program Evaluation Forms
         * Renewal Forms
         * Sample Constitution and By-Laws
         * Recognized Student Organization Handbook




    www.uwyo.edu/cac                                                                                307-766-6340
                              Recognized Student Organization Handbook 2010-2011                                    7


Obtaining Status and Becoming a Recognized Student Organization:
1.   All groups seeking recognition for the first time, or after allowing their recognition to lapse, must submit the
     following to the Associate Director for Campus Activities of the Wyoming Union:
          1. Recognition petition form
          2. Membership charter
          3. Advisor agreement
          4. A copy of current, local constitution and by-laws
          5. Attend an RSO Orientation Session
2.   The Associate Director of the Wyoming Union will review all recognition papers for compatibility of the group
     with the mission of the University of Wyoming; compliance with all UW Regulations; and evidence of future
     success as a Recognized Student Organization. If approved, the Associate Director of the Wyoming Union
     grants recognition for the academic year. A letter of recognition is sent to the organization’s president and
     advisor.

General Requirements for Recognition:
All articles of the constitution and by-laws are in compliance with UW Regulation 8-234.

1.   Membership is limited to full and part-time students, faculty, and staff of the University of Wyoming. Members
     not affiliated with the University can qualify as inactive members. Voting, holding office, presiding over
     meetings, and soliciting funds must only be done by active, enrolled UW students.
2.   Membership is not denied any student due to race, color, creed, national origin, sexual orientation or veteran
     status except for religious qualifications, which may be required by organizations whose aim is primarily
     sectarian.
3.   Minimum of seven (7) student members are required to petition and maintain recognition.
4.   One (1) full-time, UW faculty or staff person to serve as the organization sponsor/advisor.
5.   Organizations affiliated with a department, division, or college must provide written approval from the head of
     the department, division, or college.

A Recognized Student Organization may not use “University of Wyoming” or any abbreviation as part of the
organization’s name. Terms such as “campus” or “Wyoming” are allowed.

*All Recognized Student Organizations are required to renew their paperwork on a yearly basis. Renewal
paperwork is due in the Spring Semester of each academic year.*

Writing a Constitution:
Students who wish their organization to become recognized through the University of Wyoming must submit a
constitution designed for their organization. Suggestions, examples, and specific guidelines are available at the
Campus Activities Center. The following information includes basic guidelines for preparing a constitution.

PREAMBLE – This section should include the name of the organization and a statement of the organization’s
establishment and purpose of the constitution.

     ARTICLE I.            NAME
     ARTICLE II.           PURPOSE
     ARTICLE III.          MEMBERSHIP
     ARTICLE IV.           OFFICERS
     ARTICLE V.            OPERATIONS
     ARTICLE VI.           MEETINGS
     ARTICLE VII.          FINANCES
     ARTICLE VIII.         AMENDMENTS
     ARTICLE IX            RATIFICATION

BY-LAWS – The By-Laws are included with an organization’s constitution and are part of that document. While a
constitution outlines the general features of a group, the by-laws outline specific rules and procedures around which
an organization functions. An example of this is the number, which constitutes a quorum for that specific group.



     www.uwyo.edu/cac                                                                               307-766-6340
8                              Recognized Student Organization Handbook 2010-2011



STUDENT ORGANIZATION SERVICES
Benefits of Becoming a Recognized Student Organization:
*   Advertising and marketing of events                    *   Mailboxes
*   Advising from professional staff                       *   Student Organization Website
*   Awards of Excellence Program                           *   Technical support from ASTEC
*   Computers with web design & publishing software        *   Use of University facilities and grounds
*   Digital camera available for checkout                  *   Workshops
*   Filing cabinet space in the CAC
*   Funding opportunities
*   Leadership consultation and development
*   Lounge and meeting space in the Union

Advertising and Marketing of Events:
Recognized Student Organizations have many options for promoting their activities and events. Creativity and time
is the key to an effective advertising plan. All print advertising such as banners, posters, etc. must include the name
of the organization, and may not advertise alcoholic beverages.

Poster Run:
One of the most common means of advertising events is through the Campus Activities Center poster run. This
service distributes posters to designated bulletin boards across campus free of charge. This service is only offered to
Recognized Student Organizations and Wyoming Union services. Please keep the following guidelines in mind if
you plan to take advantage of this great service.
      • Bring one poster into the Campus Activities Center to have it checked by a staff member. We will then
          stamp the poster and from there, you can make copies.
     • Bring 44 posters to the Campus Activities Center by Friday at 1:00 pm as posters are hung between 2-
          5pm that day. If your group misses this deadline, the organization can distribute flyers on their own and the
          CAC will provide you with a list of the available bulletin boards. However, your poster still needs to be
          approved by the CAC staff and stamped.
     • The Campus Activities Center staff is not responsible for bulletin boards and therefore is not responsible
         for posters that are destroyed or taken down.
     • During peak months (September and April) bulletin boards are highly utilized. Posters are hung to the best
         of our ability and no preferences will be given.
     • Posters will not be distributed without the completion of an Activity Notification Form.
     • For the complete posting policy, please refer to the policy section in the back of this handbook.

Other Advertising Facilities Available for FREE:
          1. Poster Room: Free poster making supplies for any event registered by a Recognized Student
             Organization (paper, markers, paint, glitter, etc.).
         2. Sandwich board displays in the Wyoming Union Breezeway (2’x3’ posters only).
         3. Display cases located in the Wyoming Union (Please refer to Reserving Facilities).
         4. Campus Mail Service for mailings (you must pay for any off-campus mailings).
         5. Student organization mailboxes in the Campus Activities Center.
         6. Calendars managed by the Campus Activities Center; two-week calendar in Skylight Lounge, two-
             week RSO calendar, monthly calendar mailing, CAC on-line calendar, and the UW on-line calendar.
         7. Branding Iron advertisement space through ASUW.
         8. Breezeway table space.
         9. Campus Activities Events Listserv.
         10. Student Organization web-site.
         11. ASUW Student Listserv (e-mail uw-students@uwyo.edu to have your events added to this listserv).
         12. Press release information may be sent to UW Public Relations for free. Please see CAC staff for this
             service.




     www.uwyo.edu/cac                                                                                307-766-6340
                                  Recognized Student Organization Handbook 2010-2011                                               9



Advising From Professional Staff:
Professional staff members are available for workshop training, leadership development, and financial advising for
any student organization upon request. They are an excellent resource for program development and support, which
includes campus resource referrals, agent information, database of past campus events, etc.

Awards of Excellence Program:
The Awards of Excellence program was established to promote excellence among all Recognized Student
Organizations and to reward hard work, teamwork, and community service. The awards address performance
objectively and recognize outstanding achievement. Any RSO can win the awards, which have been designed to be
fair to all groups no matter what the size or budget. The award ceremony will takes place late in each Spring
semester. For more information regarding the awards program, please contact the Campus Activities Center in the
Wyoming Union, Room 012, visit the website at www.uwyo.edu/rso or call at 766-6340.

Contracting:
The Campus Activities Center has a standard contract that is used for entertainers and speakers. Recognized Student
Organizations are required to use this document when using ASUW funds to pay for the performer. RSOs are able
to use this contract even if they are using their own funds to pay for the performer. Any time you enter into a
conversation with a provider of entertainment, you take a risk of agreeing to something you had not intended. Unless
you understand the parameters of such discussion, you may be entering into a contract. A verbal agreement is a
binding agreement under the law.
Tips for Contract Negotiation
     •    Always be honest about what you like or do not like about a performer or arrangement to be contracted. Making a
          positive statement about a performer or arrangement you do not care for could bind you verbally. Be honest!
     •    Consider performers or services you are contracting for in the same way you would shop for clothes or food. Buy only
          those items you really want and reject those you do not.
     •    Never sign any contract without reading it completely and agreeing to all terms. If utilizing University or ASUW
          funds see “The University Contract Process” below.
     •    Do not assume that because something is typed into a contract, it cannot be changed. Contracts and contract forms are
          tools for people to come to consensus on services to be provided. Assume everything is subject to negotiation until the
          final agreement is reached.
The University Contract Process:
The University contract process is a specific procedure for securing a performance or service agreement between the
University and any individual or group that will provide entertainment or information to the University of Wyoming
for a fee. This process takes 6-8 weeks. The process is as follows:

1.   During an information gathering discussion with agents or performers, it is very important to relay the fact that as a student,
     you cannot enter into a binding contract. State to the agent, "I do not have the authority to finalize a contract."
2.   After deciding on a performer, fill out a Contract Information Worksheet with the Campus Activities Center.
3.   A professional staff member from the Campus Activities Center will then review the contract details and MUST sign the
     Entertainment Contract Form before a contract will be generated.
4.   The Campus Activities Center prepares the contract.
5.   The contract is sent to the agent or performer to sign.
6.   The signed contract is sent back to the Campus Activities Center and it is forwarded to the Office of General Council, Old
     Main, room 204.
7.   The Office of General Council sends the completed contract to the Vice President of Finance and Administration to sign.
     With this signature, the contract is now a valid and binding agreement.
8.   Payment cannot be made until a contract is fully completed with all signatures.
9.   The University contract process, in its normal routine, takes a minimum of six weeks.

Note: Consider using a contract even if the services being provided are free. Protect your advertising investment and your
reputation.

Fax Machine:
A fax machine is available free of charge for student organizations sending out Public Service Announcements for
event advertising. Faxes must be sent by a CAC employee. Additional faxing needs are the responsibility of the
club. The Copy Center offers this service for a small fee.


     www.uwyo.edu/cac                                                                                          307-766-6340
10                             Recognized Student Organization Handbook 2010-2011




Filing Cabinet Space:
Student Organizations may apply for filing cabinet space to store their materials. No other storage is provided by
the University or the Wyoming Union.

Funding:
All Recognized Student Organizations have the right to petition ASUW Student Government for funds from student
fees. (Please refer to the Funding section under ASUW services for more information on process and planning)

Mailboxes:
Recognized Student Organizations can use the Campus Activities Center mailboxes to receive on and off-campus
mail and to advertise to other student organizations.

Please note that:
    1. Information placed in these mailboxes must be affiliated with a Recognized Student Organization or the
         University of Wyoming.
    2. Advertising by retail outlets or outside entities is prohibited.
    3. All materials “stuffed” in the boxes must be approved by a staff person in the Campus Activities Center.

To request a mailbox in the CAC, check the box on your annual renewal form. There are a limited number of
mailboxes available, so all requests may not be honored. Mailboxes will be assigned based on need, the date the
application is received, and whether the student organization fully utilized their mailbox in previous years. If you
would like to check the present status of your organization’s use of this service, please contact the CAC.

Requesting a web site or email address for your RSO:
As a Recognized Student Organization (RSO), you are entitled to space to post a webpage on the university servers.
There are also ways to get email addresses for your RSO, too. Below we have included some VERY important
information that you’ll need to know about requesting and maintaining these.

Due to the University of Wyoming changing over their web pages this year, it is advisable that RSOs use some other
form of electronic media such as FaceBook to advertise and promote their RSO. Web space on the UW server will
be available again for the 2011-2012 academic year.

If an RSO wants an email address, we recommend using distribution lists. There are several benefits to using a list
instead of a full account. Most importantly among these is the fact you have full control over lists, and you can have
several different lists for your group. Many groups create one list for all members, one for club officers, etc. There
are options available that help you prevent spam from being sent across lists to your members. To request a
distribution list, complete the form at http://www.uwyo.edu/InfoTech/Support/email/listrqst.htm. If you have any
questions about websites or email lists, please let us know! We’ll be happy to assist you.




     www.uwyo.edu/cac                                                                               307-766-6340
                                    Recognized Student Organization Handbook 2010-2011                              11


Office for Service, Leadership, and Community Engagement
Leadership Consultation and Development:
The Student Leadership & Community Engagement (SLCE) office focuses on the leadership development of all
students as well as student organizations. The office maintains handouts, files, magazines, and books on leadership
theory and practices for student organizations. Student organizations are encouraged to utilize these resources in
consultation with our staff to learn problem-solving skills and to become more effective leaders. In addition, the
office conducts an annual leadership development series, which is available in a workshop format, but can also be
individually tailored to your organization and at a time that works for your students.

Club and Organization Development Series:
Throughout the academic year the office will host occasional open houses, student leadership and development
sessions, and advisor training sessions. The CAC staff will e-mail club officers and advisors a notice of these events.

Peak Pointers:
The following information is available for student organizations and members in the Campus Activities Center. The
topical sheets provide information that may be beneficial to you and your organization. These handouts are available
in the office or on our web site. Topical sheets include:

   *   Advising Student Organizations                  *   Motivation
   *   Assertiveness is….                              *   Officer Transition
   *   Backward Planning for Campus Activities         *   Planning an Organizational Retreat
   *   Brainstorming                                   *   Planning Your Event
   *   Budgeting                                       *   Program Ideas
   *   Collection of Cash and Ticket Sale Procedures   *   Publicizing Events
   *   Conflict Resolution                             *   Recognition
   *   Constitution                                    *   Recruitment and Retention
   *   Creativity                                      *   Resource Library
   *   Delegation                                      *   Role of the President
   *   Ethics                                          *   Role of the Secretary Treasurer
   *   Getting the Word Out                            *   Role of the Treasurer
   *   Goal Setting and Action Planning                *   Role of the Vice President
   *   Group Dynamics                                  *   Stress Management
   *   Icebreakers                                     *   Teambuilding
   *   Internal Brainstorming                          *   Time Management
   *   Marketing Your Leadership Skills




Resource Library:
A resource library is located in the SLCE office and provides information on leadership, community service, and
other important topics. A list of available books can be found on the web site.

Workshops:
The Campus Activities Center Staff will facilitate a workshop specifically for your organization and its needs. We
can present on topics such as motivation, group development, gender issues, leadership skill building, ethics,
communication, creativity, conflict, embracing difference, recruitment and more. Please call ahead of time if you
are interested in setting up one of these workshops.

Reserving Space and Catering:
This is a key step! There are several places on campus to hold events. Since space on campus, especially in the
Wyoming Union, is in high demand it is important for your organization to reserve space early on in the planning
process.




    www.uwyo.edu/cac                                                                                307-766-6340
12                                 Recognized Student Organization Handbook 2010-2011




Wyoming Union:
The Wyoming Union Events Office reserves meeting and activity space in the Wyoming Union.

           Office:             Wyoming Union Events Office
           Location:           2nd Floor, Wyoming Union, Room 210
           Phone:              766-3161
           Hours:              M-F 8:00 am – 5:00 pm
           Email:              unionres@uwyo.edu

Recognized Student Organizations can use Union Facilities at no charge--if you are not charging a fee to attend your
event. However, student organizations may be assessed building use fees if their event extends beyond regular
building hours, or for unusual cleanup.

Priority Scheduling: Spaces in the Union can be reserved through the Events Office only for the current
academic year. Reservations for the next academic year will not be accepted until a designated week in the spring.
Groups are encouraged to make reservations during this week. You can visit this website at www.uwyo.edu.union
under Events Office for more information. Reservation forms are available on this site and can be submitted online.

Additional Campus Facilities:
     Agriculture Auditorium                                     Arts & Science Auditorium
     766-4388                                                   766-4106
     Athletics                                                  Business Auditorium
     766-2292                                                   766-4388
     Classroom Coordinator                                      Education Auditorium & Gymnasium
     766-4388                                                   766-3145
     Fine Arts Complex                                          Washakie Center and Residence Halls
     766-2198                                                   766-3175
     Foundation House
     766-6300


On-Campus Catering Options:
      •    Union Food Court (small requests in Union)                   766-6269
      •    UW Catering Services (all of campus)                         766-2050
      •    UW-approved caterers external to UW (all of campus)          766-3161


RSO Catering Policy
To minimize the cost of an event for RSOs, UW Catering has developed low-cost menus specifically for RSOs. For events
sponsored solely by RSOs, UW Catering will grant exceptions to UW Regulation 178 and allow student groups to use any of the
above options on campus as part of the RSO event approval process.
    •    Caterers external to UW must be approved through the Purchasing Office prior to catering on campus and in the
         Wyoming Union. For a list of external caterers approved by the Wyoming Union, please visit the following website:
         http://uwadmnweb.uwyo.edu/union/department/cateringex.asp
    •    If an external caterer is not on this list and your organization would like to seek approval for the caterer, please visit the
         Wyoming Union Events Office website for the form and approval procedures.
    •    Events jointly sponsored by an RSO and non-RSO can use any of the on-campus catering services. To use an external
         caterer, UW Catering must first decline service for the event per UniReg 178.
    •    All catering is subject to the rules and regulations of the specific facility in which the event is being held. Failure by
         RSOs to follow the proper procedures for an even could lead to revocation of RSO status.

Suggestions for Planning a Catered Event:
    1. Shortly after reserving a suite for your event, contact the appropriate catering service.
    2. Plan the event’s menu with the catering manager at least two weeks in advance. Speak to the Events Office to confirm
         details such as room set-up, number of people, and other similar arrangements should also be made at this time.



      www.uwyo.edu/cac                                                                                           307-766-6340
                                 Recognized Student Organization Handbook 2010-2011                                            13

    3.   Inform food service of the number of people expected to attend no later than 48 hours prior to the event. If less than 24
         hours, there will often be a charge for items that are ordered if not 100% reusable.
    4.   Arrangements should be made far enough in advance to insure that equipment is available.


ASUW Services
Associated Students of the University of Wyoming (ASUW)
Each student pays $41.35 per semester in ASUW fees making each student a member of ASUW. The organizations
listed below are supported by ASUW fees and provide services and programs for all UW students.

                   *   ASTEC Technical Services
                   *   ASUW Activities                       *          Freshman Senate
                   *   ASUW Business Office                  *          Multicultural Student Leadership Initiatives
                   *   ASUW Concerts & Convocations          *          Non-Traditional Student Council
                   *   ASUW Gallery                          *          Recognized Student Organizations
                   *   ASUW Government                       *          Students’ Attorney/Student Legal Services Clinic
                   *   ASUW Homecoming Committee             *          Student Handbook Planner
                   *   ASUW Safe Ride                        *          United Multicultural Council
                   *   ASUW Student Activities Council (SAC) *          UW Childcare
                   *   Student Bike Library Rentals          *          DIA Shuttle


Technical Services
ASTEC (Associated Student Technical Services)
Wyoming Union, Lower Level, Room 41 & 43
766-3837, astec@uwyo.edu
Website: http://www.uwyo.edu/ASTEC/

ASTEC is a service of ASUW that offers the following services:
   * Concert sound reinforcement          * Video taping, and limited duplication services
   * Stage Lighting                       * Boombox, Stereo System, and Projector rental
   * Indoor/outdoor PA systems            * Technical consultation
   * Audio Recording                      * Stage crews

    •    ASTEC’s services should be reserved at least two weeks prior to the event. Rush jobs will be considered at the
         discretion of the ASTEC Coordinator, and will be charged a rush fee or may not be honored. Late cancellations
         or failure to notify ASTEC of a cancelled event within 24 hours of ASTEC rendering services may result in
         penalty fees, and the organization losing access to ASTEC services for that semester.
    •    ASTEC is not responsible for room setups and does not provide staging or podiums.
    •    To reserve ASTEC’S services, visit the new reservation page at http://www.uwyo.edu/astec/astecreserveform.asp

    Tips for Technical Arrangements
    • To ensure the best possible technical arrangements, please contact ASTEC as soon as you have scheduled
        your event. A minimum of one week’s notification allows the technical service unit an appropriate time
        frame for planning and arranging the event’s technical requirements. Many events on campus get booked
        with ASTEC months in advance, so plan ahead!
    • Consult with the ASTEC Coordinator in order to assess the time needed for setup, tear down, sound check
        and any necessary technical rehearsal or light focusing. This time should be strictly for the technical crew;
        it should not conflict with any other rehearsals, sets, or strikes.
    • Always ask a performer for a technical rider. The information contained in tech riders is very important
        and will often determine the feasibility and/or location of the event. In the unlikely event that a performer
        does not have a technical rider, please have them get in touch with ASTEC as soon as possible. Please
        note: Technical riders forego the ambiguity created by verbal agreements and three-way conversations.
    • At the beginning of event setup, the student organization representative should introduce her/himself to the
        setup and technical crew(s). This will provide clear communication about what the organization wants and
        what the crew(s) can provide.


    www.uwyo.edu/cac                                                                                         307-766-6340
14                              Recognized Student Organization Handbook 2010-2011



STUDENT ORGANIZATION FUNDING
RSO FUNDING BOARD

One benefit of Recognized Student Organization status is the opportunity to apply for student fee dollars (ASUW
Funding Board).

RSOs may request ASUW funding for programs and conference registration at any time during the academic year.
The RSO Funding Board meets weekly to review requests. The Board will evaluate requests based upon the number
of students served, the general value and scope of the event, and whether the event falls within ASUW Finance
Policy. The ASUW Finance Policy can be found on the ASUW website www.uwyo.edu/asuw under ‘Working
Documents”.

Conference registration may be requested for up to $500 per RSO per semester. Registration funds are available
only to student members of the organization. Application forms are available in the ASUW Office, Wyoming Union
020 or on the ASUW website by clicking on the Funding Board logo. Funds are available for registration only and
will not cover lodging, travel or meals. Please complete your request and deliver to the ASUW Office.

Program funding is available for RSOs during the academic year through an application process to the RSO
Funding Board. The application forms are available on the ASUW website by clicking on the Funding Board logo.
Please complete the request and deliver to the ASUW Office to be reviewed by the ASUW Business Office or
Campus Activities Center staff.

Timeline for requesting funds for most events is one month prior. However, if a performer or catering contract is
involved it may take up to eight weeks. Most requests will be considered in the semester they are to occur.
Exceptions will be made for those events that occur early in the following semester.

Process for receiving funds after your application is submitted to the ASUW Business Office is as follows:
        The chairman of the RSO Funding Board will schedule a time to present your request to the Board.
        The Board will (1) approve the request, (2) approve it with amendments, or (3)
         deny the request,
        If the amount approved is less than $1,000, the RSO will be informed of the Board’s decision within 24 hours.
        If the amount approved is $1,000 or more, the request will go to the next ASUW Senate meeting for final approval.
        Upon approval of funding, a representative of the funded RSO must work with the ASUW Business Office and
         Campus Activities Center to successfully complete the planning and funding of the event within University approved
         procedures.

Basic guidelines for requests are:
        Programs must be on campus and open to all students.
        Programs should be visibly advertised across campus one week prior to the event and display the ASUW logo.
        Programs should be free to students except under special circumstances.
        Programs should have a valid educational purpose.
        Programs must not include alcohol or any other illegal substance.
        Programs should not be a charitable fundraiser.
        Programs should not have a primary purpose of promoting or inhibiting a particular religious or political ideology.
        Programs should not foster excessive entanglement between the University of Wyoming and a particular religious or
         political ideology.
        Other funding sources maybe required for larger events.


Departmental Sponsorship:
Many student organizations are affiliated with a specific department on campus. Deans and Directors
are often willing to subsidize speakers, conferences, and programs.
National Affiliation Sponsorship:
If your organization is recognized through a national organization, scholarships and grants are often available.
Contact your national office for more information.




     www.uwyo.edu/cac                                                                                     307-766-6340
                              Recognized Student Organization Handbook 2010-2011                                   15


Developing a Budget:
Budgeting is a critical skill for any student leader and is necessary for all student organizations and programs.
Budgets are planning documents to help student leaders make proper decisions about the distribution of resources.
No action should be taken by a student organization without consideration of the budget ramifications. Two of the
most commonly used methods of budgeting for revenues and expenses by student organizations are Declining
Balance and Zero Based.

Declining Balance: This type of budget is useful for organizations that collect dues and have resources available
through other methods. The declining balance budget assumes you have the resources available, but need to plan for
the utilization of these resources. Here is an example of a declining balance budget.

INCOME                                                      EXPENSES
Carry Over                          $2367.00                National Dues                 $ 500.00
Dues                                  750.00                Supplies                        100.00
Interest                               27.00                Programs                        800.00
Fund raising                         1000.00                Travel                          500.00
Total Income                        $4144.00                Printing                        300.00
                                                            Hospitality                     500.00
                                                            Recruitment                     300.00
                                                            Total Expenses                $3000.00

                                                            Reserve                       $1144.00


Zero Based: This type of budget is used to determine the cost of implementing a project or program that is
dependent on admission, fund raising, or donations from other sources. Zero based budgets help to determine if a
certain activity is feasible. Here is an example of a zero-based budget.

EXPENSES                                                    POTENTIAL RESOURCES
Speaker Fee                         $1000.00                Organization Budget        $500.00
Plane Fare                            500.00                Donations                   500.00
Hotel/Meals                           200.00                Fund raising                300.00
Technical Charges                      80.00                Admission Fees ($2.00x500) 1000.00
Facility Rental                       100.00                Total Estimated Resources 2300.00
Reception                             200.00
Total Estimated Cost                $2080.00                DIFFERENCE                    $+220.00

Tips for Effective Budgeting:
         •     Utilize a bookkeeping system for continuity and record keeping.
         •     Retain copies of all bills and receipts!
         •     Pay bills promptly and record expenses immediately.
         •     Recruit good bookkeepers/treasurers.
         •     Consult with ASUW Business Office and Campus Activities Center
         •     Attend budget workshops in the fall

Fundraising:
Individual fundraising efforts by Recognized Student Organizations have proved to be one of the most successful
methods of obtaining funds. Be creative and resourceful when brainstorming ideas. A representative from the
Campus Activities Center must approve all fundraising activities utilizing university facilities and services.

Fundraising activities require completion of an Activity Notification Form, which are provided by the Campus
Activities Center. Tables in the Wyoming Union Breezeway, rooms, or public spaces in other campus buildings can
be reserved and utilized for the purpose of fundraising. Also, Recognized Student Organizations can utilize free and
low-cost publicity resources as described in the marketing section to promote fundraising activities.




    www.uwyo.edu/cac                                                                              307-766-6340
16                             Recognized Student Organization Handbook 2010-2011


Off Campus Fundraising: All organizations which will be fundraising by approaching off-campus businesses,
entities or individuals, are required to meet with the ASUW Business Office, Room 020, Wyoming Union. There
are more specific regulations that must be followed. Sales tax may also be required.

Information Circular 1992-1 provides guidelines for the use of university buildings, grounds and services by
students and student organizations. Please review this document prior to initiation of fund raising activity at the
University of Wyoming. The Campus Activities Center staff is available to answer any questions about University
guidelines on fundraising or to provide advice on planning a profitable fundraising activity.


POLICIES
Film/Video Programming:
Programming with film or video at the University of Wyoming must be sensitive to the educational mission of the
University and comply with federal copyright laws.

Film refers to any of a variety of cellulose acetate, monitored on any viewing apparatus to provide education,
information, or entertainment. Examples include videotapes, film projected utilizing reels and a projector machine,
compact discs, and DVD’s.

Copyright law prohibits the showing of film in a public setting unless approval is granted by the company who owns
the film or unless the film is rented from a licensed public film vendor which generally includes additional rental
fees. Film programming may be shown in a public setting at an educational institution without additional approval
or licensing if the program fits under the educational exception stipulated in copyright laws. This criterion is very
specific about the appropriate location and conditions for this exception to apply.

Listed below are some common violations of film copyright laws by student organizations.
The student organization or group rents a video from a local video rental store and:
     • Shows it in a residence hall lounge
     • Shows it to their student organization members for a social gathering
     • Plays the video at a table in the union for recruiting members or providing information.

Solution: All film programming for public viewing at the University of Wyoming must be registered with an
Activity Notification Form obtained from the Campus Activities Center or the Wyoming Union Events Office.
Student organizations planning a film program for public viewing should consult with the Campus Activities Center
Staff to learn more about the copyright law educational exception or to review catalogs of licensed public
film/vendors and to complete the Activity Notification Form.

The Campus Activities Center Staff will assist you in planning a successful film/video program that is in compliance
with copyright laws.

Posting Policy:
This policy provides guidelines for the posting of signs and banners, publicity, and advertising for Recognized
Student Organizations at the University of Wyoming.

Student organizations may post signs, publicize, and advertise on campus in accordance with the following policies:

     1.   Posters must be approved by a professional staff member in the Campus Activities Center. If the event or
          fundraiser is on campus and open to the campus community, written approval must be received for the
          event or fundraiser with an Activity Notification Forms, available in the Campus Activities Center or at
          www.uwyo.edu/RSO/rsoforms.
     2.   The advertisement, publicity, sign, or banner must be in good taste and appropriate for its intended purpose.
          Posted materials must be removed by sponsor no later than one (1) day after the event has occurred.
          Materials posted using the Campus Activities Center poster run will be removed by the Campus Activities
          Center staff.


     www.uwyo.edu/cac                                                                               307-766-6340
                                Recognized Student Organization Handbook 2010-2011                                       17

    3.  Posters must be no larger than 11” x 17” and must contain the name of the sponsoring organization,
        meeting or event, date, time and location VISIBLY on the poster. Writing must be in English and if not
        must be translated into English on the front of the poster or a translation must be on file with the Campus
        Activities Center.
    4. Posted advertisements may be placed on approved bulletin boards across campus. (See the Campus
        Activities Center for a complete listing of approved campus bulletin boards.) ONLY ONE POSTER PER
        EVENT MAY APPREAR ON EACH BOARD.
    5. Posting is not permitted in the areas other than approved bulletin boards (therefore interior and exterior
        doors, interior and exterior walls, windows, fences, vehicles, directional and informational signs, lamp
        posts, light poles, barricades, trees, walk ways, waste baskets, etc. are not appropriate posting places.)
    6. Posting over or removing existing material that has not expired is not allowed.
    7. All banners hung in the Wyoming Union must adhere to Wyoming Union policy. Banners hung in the
        breezeway, must be placed on sandwich boards. These banners must be 2’ x 3’, no flyers will be allowed
        on sandwich boards. Space is granted on a first come, first serve basis. ONLY ONE BANNER IS
        ALLOWED PER EVENT, unless multiple spaces are available in which case 2 banners may be hung.
        Other banners hung in the Wyoming Union require written approval from the Union Director before
        hanging. A copy of the approval must be on file with the Campus Activities Center.
    8. All commercial posting by off-campus organizations, businesses, entities, and individuals is prohibited
        unless sponsored by a Recognized Student Organization, department, or academic unit and in which case
        the sponsor must be visibly noted on the poster. (e.g. Per UW Regulation 3-690, it is not permissible to post
        a third-party business name on posters or via on-line resources (e.g. WyoWeb or University listserves)
        when the RSO is partnering with the third-party businesses for financial gain.)
    9. If your organization receives funds from Associated Students of the University of Wyoming (ASUW) and
        those funds are being used for event, ASUW must appear as a sponsor on all advertising materials.
    10. The promotion for sale or consumption of alcoholic beverages is prohibited.
    11. Sidewalk chalk is prohibited for use on University of Wyoming grounds and buildings.

Failure to comply with these policies may result in cancellation of event, forfeiture of privileges, or loss of
University recognition status.

Risk Management:
“Risk” is defined as the possibility of loss or injury. It further implies a person or thing that is a specified hazard to
an insurer.

Because all events present situations, which imply potential risks and liabilities, it is beneficial to the student
organization to know how to anticipate and prevent risky situations and to be aware of its responsibilities in case an
incident occurs. The Campus Activities Center and the Risk Management Office can advise Recognized Student
Organizations about liability and insurance issues.

Risk Management Director
Old Main, Room 401
766-5767

Campus Activities Center
Wyoming Union, Room 012
766-6340

The University of Wyoming Risk Management Office advises the Campus Activities Center Staff on “risk” issues
involved with activity planning, who in turn act as a liaison between your organization and the Risk Management
Office. Upon completion of the Activity Notification Form, they will provide you with information and insight
about risk management issues involved with your event.




    www.uwyo.edu/cac                                                                                    307-766-6340
18                            Recognized Student Organization Handbook 2010-2011




University of Wyoming Policies:
The following UW Policies are outlined in the back pocket of this folder. If you have questions or concerns
regarding a UW policy, please see a professional staff member in the Campus Activities Center.

        Use of Buildings, Grounds, and Services,
        By Student Organizations:                                      I.C. 1992-1
        Off-Campus Activities:                                         UW Regulation 8-234
        Recognition:                                                   UW Regulation 8-234
        Activity Registration:                                         UW Regulation 8-234
        Use of Facilities:                                             UW Regulation 8-234
        Privileges, Right, and
        Responsibilities of Recognition                                UW Regulation 8-234
        Information Circulars                                          1988-1, 1992-1




     www.uwyo.edu/cac                                                                            307-766-6340

				
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