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Villanova's Mission Statement speaks of "...developing the total person: intellectually,
emotionally, spiritually, culturally, socially, and physically." It is through participation in
student activities that a number of these goals are met.

The purpose of the Office of Student Development is to complement and support the
classroom and living experiences by offering a variety of co-curricular activities. Thus,
we have organizations that focus on professional or cultural issues, others that are social
in nature, and those that promote physical vitality. Many of our organizations are
multipurpose and work with their members in a variety of areas. It is through its Student
Development program that Villanova actualizes its stated goal of developing the whole

Understanding then that our role is both developmental and complementary, we believe
that a student's academic interests should assume highest priority in his or her life at
Villanova. Participation in student activities is contingent upon proven success in one's
academic pursuits.

We further believe that student leadership, supported by a dedicated professional staff
and interested faculty, is the key to a successful student organization program.
Consequently, Villanova is dedicated to providing frequent opportunities for students to
assume vital leadership positions and to providing a professional staff to guide and
develop the potential of these women and men.

Student Development Mission Statement
The Office of Student Development enriches the student collegiate experience and serves
the campus community through the active involvement of students, faculty, and staff in
quality programs and organizations. Dedicated to the Augustinian mission of the
University, the Office of Student Development seeks to foster the growth of the total
person, one who builds community, values differences, leads ethically, and serves others.
The office also provides a variety of services, programs, and activities which enhance
campus life.

   The Office of Student Development is open for business Monday- Friday from 9:00 a.m.
   to 5:00 p.m. Student Development is located in 214 Dougherty, 217 Dougherty, 108
   Dougherty, and on the ground floor of Corr Hall. Staff members are available to assist
   your organization with programming, room scheduling, budgeting, and for general

Office of Student Development
217 Dougherty Hall- 610.519.4210
Director of Student Development                                     Tom Mogan
Student Development Office Manager                                  Marie Witman

214 Dougherty Hall- 610.519.4210
Asst Director of Student Development                                Lori Blake
Coordinator, Student Engagement                                     DeVon Jackson
Student Organizations Assistant                                     Amber Grier

108 Dougherty Hall- 610.519.4211
Asst Director of Student Development for Campus Activities          Nikki Hornsberry
Asst Director of Student Development for Leadership Programs        J.J. Brown
Asst Director of Student Development for Media Programs             Ralph Gigliotti
Graduate Assistant                                                  Kevin Moran
Graduate Assistant                                                  Alain Duroseau

Ground Floor, Corr Hall- 610.519.7280
Asst Director of Student Development for Fraternity/Sorority Life   Phil O’Neill
Fraternity/Sorority Advisor                                         Justine Italiano
Administrative Assistant                                            Mimi Moran

                      GETTING STARTED
Policies and Procedures
Recognition is a process through which an organization is granted the privilege to
function officially at the University. Such a status includes the privilege of using the
name "Villanova University" in your official name, utilizing campus facilities and
services, posting publicity for events, sponsoring fundraisers on campus, and applying for
student organization funding. In order to be recognized as a registered organization a
group must meet all of the following criteria:

   A. Should have a membership of at least twelve (12) students who are matriculated
      and in good academic and disciplinary standing with the university (individual
      groups may set higher academic requirements for membership);

   B. Maintain and function in accordance with an up-to-date constitution and bylaws
      approved by the Office of Student Development;

   C. Comply with all university policies and regulations, with federal, state, and local
      laws, and with regulations of parent organizations as applicable;

   D. Reflect in the organization's purpose statement, as well as all programs and
      activities, values that are consistent with the Catholic mission of the university;

   E. Accept responsibility for all financial obligations incurred and decisions made as
      an organization; and operate financially only through an account (or accounts)
      established with the Office of Student Development (the only exceptions to this
      policy are the fraternities and sororities);

   F. Have an active, full-time faculty/staff advisor who has been approved by the
      Office of Student
   G. Development;

   H. Register annually (Spring) with the Office of Student Development. The
      registration shall be clearly outlined each year by the Office of Student
      Development. The current practice is to register online through the involvement
      management software system – VU Groups.

   I. Recognition will be denied to any organization that selects its members on the
      basis of race, ethnicity, religion, gender, age, ability or national origin. Only
      faculty, staff, and officially registered students shall be eligible for active
      membership status in student organizations. Only full-time, officially registered
      students (not on full-time internships) shall be eligible to serve as appointed or
      elected officers in registered student organizations. Student organizations failing

        to comply with the above stipulations jeopardize both their right to function as
        official University organizations and privileges afforded such groups.

Registering Your New Organization
Student organizations are required to complete the Re-Registration each year in the
Spring (May 31 deadline). Organizations that are not officially registered with the
Student Development Office will not receive funding, approval for posting materials, or
permission to reserve and/or use university facilities nor will they be allowed to use
"Villanova University" as part of their organization name.

Registration for NEW student organization is ongoing throughout the year, however,
groups who wish to request funding must be registered by the Spring deadline (May 31)
to be considered for full allocation. Groups may still be eligible after this deadline, but
are not guaranteed funding. An up-to-date roster must be maintained on VU Groups.

How to Start a New Organization
We recognize the need to help you begin a new organization in the most effective way. The
following list of steps is designed to help you accomplish this process quickly and effectively.

    A. Complete the “Petition to Start” a recognized organization. This can be found on the
       Student Development-website (under Forms) or may be picked up in Dougherty
         1 Determine the name of the organization
         2 Collect the signatures of at least 12 prospective members on the “Petition”.
            Collect phone numbers, email addresses, etc. for your files. The Student
            Development Office recommends that there be at least twelve members in
            each new organization to insure the survival of the organization beyond the
            star-up phase. Prospective organizations with fewer than twelve members
            will be considered on their merits, however.
         3 Contact an interested FULL-time Faculty or Staff member to serve as
            advisor to your organization. He/she should sign the petition. You should
            apprise him/her of your expectations. The role of the advisor is described
            more completely in the Student Organization Manual.

    B. Create a one page proposal highlighting these purposes, goals, or objectives and attach it
       to the petition.

    C. Meet with Lori Blake or Tom Mogan to discuss and gain approval for the petition. You
       may want to invite the prospective advisor.

    D. Once approved, complete the organization’s Constitution and By-laws according to the
       template provided. You may add or delete material from the template according to the
       nature of your organization. Become familiar with Villanova’s mission statement as well

         as Student Development’s mission statement, so that the purpose of your organization
         will be congruent with those mission statements.

     E. Meet with Lori Blake or Tom Mogan for approval of your Constitution and Bylaws.

     F. Read the Student Manual and take the online quiz at:

     G. Once you’ve passed, register your organization on VU Groups. VU Groups can be found
        as its own Tab in MyNova. To register a new organization, click “Organizations” and
        “Register New Organization.”

     H. Once approved, Congratulations! Your organization is considered a recognized student
        organization at Villanova University! Organization recognition includes the privileges of
        using the name “Villanova” in your official name, utilizing campus facilities, and
        applying for a student organization budget.


           1. The Student Organization Manual is a great resource for new and existing groups
              which covers policies and procedures.
           2. Campus facilities may be used for two organizational meetings among prospective
              members prior to gaining official recognition from Student Development.
              Reservations for these facilities must be arranged by completing the online Event
              Form at:
           3. If you have not already held elections for officers in your organization, do so at this
              time through VU Groups. Continue to update VU Groups with officers and

                                     Criteria for New Groups

At a minimum, the proposed group must meet the following standards before their petition is considered:

1.   A group should have at least 12 currently enrolled students interested in membership in the club.
2.   A group may not duplicate the purpose and/or activities of an existing student organization. The
     provision safeguards limited resources and encourages students to work cooperatively when their
     interests and intentions are similar.
3.   The group must have selected a member of the faculty, staff or administration to serve as their advisor.
4.   The group’s purpose and activities must be consistent with the University’s mission.

Student Organization Advisor
In order to retain recognition as a student organization, each student organization must
have an active advisor.

Selection of an Advisor
   A. The advisor must be a member of the Villanova University community. A full-
      time faculty member, administrator, or staff member of the university may serve
      as an organizational advisor.

   B. Selection of an advisor is through the mutual consent of a) the student
      organization, b) the proposed advisor and c) the Office of Student Development.

   C. The advisor and the organization should jointly and periodically review the
      advisor's performance and mutually agree to the advisor's continuance in that

Purpose of an Advisor
The advisor of an organization should guide the group in its activities and its relationship
to the university. Therefore, the advisor should be knowledgeable of university policy
and procedures, including the policy and procedures of the Office of Student
Development (most of which are contained in this manual). The advisor should also help
to develop the leadership potential within the group.

The advisor does not set the policy of the group, but should take an active part in its
formulation through interaction with the members and officers of the group. Since
members and officers in any organization are ordinarily active only as long as they are
students, the advisor can serve as a continuity factor for the group.

Functions of an Advisor
Specific functions of the advisor are listed below. Individual organizations may expand
upon these through their constitutions.

   A. The advisor should be aware of the organization's meetings and activities. He/she
      need not attend all of these activities but a frequent visit is appropriate.

   B. The advisor should meet with the executive committee of the organization a
      minimum of once per month during the academic year. Executive committee
      meetings are the ideal arenas for establishing a meaningful working relationship
      with a group and for exercising effective advisorship.

   C. The advisor should obtain minutes of all organizational meetings for review.

   D. The advisor should be registered as the Faculty/Staff Advisor on VU Groups,
      giving them access to a complete officer and membership list with addresses and
      phone numbers.

   E. The advisor must approve all financial transactions of the group. The advisor
      should periodically review club finances with the organization treasurer or
      business manager.

   F. The advisor should be knowledgeable of the organization's purpose and
      constitution and help the general membership adhere to them.

   G. The advisor MUST be present at any organization function, held on campus, at
      which alcohol is served. The advisor should also be present at any outdoor event
      held on campus.

   H. The advisor should serve as an academic resource for the organization,
      insuring that no one in academic difficulty serves in a key office, and offering
      assistance to any group members who are in need.

   I. The advisor is encouraged to issue a brief annual report to the Director of Student
      Development summarizing organization activities at the end of each year.

   J. The advisor should direct students to the Office of Student Development to
      approve all tee-shirt designs, flyers and fundraising events.

   K. The advisor should attend the Advisors’ Meetings held in August/September.

   L. The advisor should become familiar with VU Groups and its functions.

Advisor Concerns
In the event that your group is not satisfied with the level of support from the
organization’s advisor, please set up a meeting with the Director of Student Development
for assistance.

Liability Coverage
The university views the role of student organization advisor as part of an employee's
normal work and thus extends liability insurance coverage to any member of the
university community so engaged and behaving appropriately. It is clearly wise however,
for anyone involved in this type of work to exercise what the courts have described as
"reasonable judgment" in the conduct of their responsibilities. In today's litigious society,
we all need to keep an eye on our exposure to liability. This should not however, dissuade
any interested person from serving as an organizational advisor.

Disciplinary Issues for Student Orgs
Student organizations, their officers and their members may be held collectively or
individually responsible for violations of the Code of Student Conduct or the specific
regulations governing student organizations. While group membership shall not serve to
release an individual from personal responsibility, collective group responsibility may be
found for some violations committed by individual group members at the University's
discretion. Please see the Code of Student Conduct in the Blue Book for more

Good Academic and Disciplinary Standing
Students may hold offices in student organizations only if they are in good academic and
disciplinary standing (as determined by the Office of the Dean of Students) at the

Students wishing to pledge a fraternity or sorority must be at least a second semester
freshman and be in good academic standing with the University and must adhere to the
GPA requirements as established by the Interfraternity and Panhellenic Councils.

Students wishing to join other student organizations must be in good academic standing
with the university.

Good academic standing is defined in the University Bulletin and disciplinary standing is
defined in The Blue Book. It is generally recommended that executive officers maintain a
GPA above a 2.5 and general members above a 2.3. The Director of Student
Development welcomes the opportunity to work with advisors in making decisions that
are in the best interest of students who are at risk academically.

Multiple Leadership Positions
The assumption of multiple, high-level leadership positions by students can be
problematic at times. The policy with regard to the holding of high-level leadership
positions in organizations or programs is as follows. Students may not concurrently hold
more than one of the following positions:

         1.   Editor-in-Chief of the Villanovan
         2.   Editor-in-Chief of the Belle Air
         3.   Festival Director/Management Team of Special Olympics
         4.   Head Resident
         5.   Fraternity/Sorority President
         6.   Station Manager of WXVU
         7.   Executive Board Member of the Campus Activities Team
         8.   Student Chairperson of the Orientation Program

9. Administrative Coordinator of the Orientation Program
10. President of the Student Government
11. President of the Interfraternity or Panhellenic Council


Financing Student Organizations
All student organizations (with the exception of the fraternities and sororities) must
conduct their financial business through the Office of Student Development. This office
has established an account (or, in some cases, accounts) for each recognized student
         1. All income that is generated (for example, through dues or fund raising
             events) must be deposited in this account on the same day it is collected.
         2. All bills to be paid will also be done so with money withdrawn from this
             same account.

As a service to all organizations, the Office of Student Development maintains the
records for each of these accounts. Student organizations may not hold bank accounts
outside of the University (with the exception of fraternities and sororities). Any group
having such an account will temporarily lose its recognition until such time as a closing
statement and the remaining funds are presented to the Office of Student Development. In
order to further support the activities of the university's student organizations, Villanova
provides financial support to these groups on a limited basis. This money is made
available with the following restrictions:

    A. This money may not be used to support purely social activities, banquets, dinners,
       purchase of t-shirts and other such goods and services without express permission
       from the Director of Student Development. Organizations wishing to sponsor
       such activities or purchases must collect that money from members and deposit it
       in their Student Development account, prior to contracting for such goods or
       services. Organizations may, alternatively, fundraise money to support such
       goods or services. When this money has been deposited in the Office of Student
       Development account, it may be used to cover such expenses pending approval.

    B. No University money may be used to support the following activities:
        1. Appropriation to any partisan, political activity or for the support of the
           political campaign of any candidate for public office.
        2. Appropriation to a legislative body or to a registered student organization
           whose primary purpose is to influence legislation.
        3. Contributions to organizations or activities which discriminate on the basis
           of race, ethnicity, religion, gender, age, ability or national origin.
        4. Hiring of legal services, paying legal fines or providing bail bond funds.
        5. Appropriation for personal non-contractual gain of any student, faculty
           member, or other person.
        6. Grants-in-aid, scholarships, salaries, wages, loans or other such personal
           compensations to organizational officers or appointed or elected members.

         7. Alcohol

Please note that funds allocated to student organizations do not carry over from year to
year. Monies that have been raised by student organizations through dues or fundraising
efforts should be deposited in a special "carry over" (which is often called a "9") account.

The “9” account allows groups to set some long term goals and devise plans by which
these goals can be achieved. It also helps to reduce the dependence on allocations from
the university. Excessive balances (over $4,000) will come under the scrutiny of the
Director of Student Development. If a suitable explanation is not provided as to why the
monies are not serving the needs of the organization, the allocation for the respective
group will be evaluated and may be reduced.

Budget Allocations
In order for an organization to obtain money from the Office of Student Development, it
must :
          1- Send a representative to the Leadership Conference (Fall).
          2- Send a representative to the Transitional Leadership Conference (Spring)
          3- Complete the Re-Registration and Budget Request form on VU Groups.
              This form is due before Summer break (May 31).

The Director of Student Development will then review the proposal and assign allocated
funding. This money will be provided for specific programs as detailed in the submitted
budget proposal. It may not be used for any other purposes without the approval of the
Director of Student Development. Persons misusing and/or misrepresenting the use of
university/student organization money may be subject to judicial and/or legal

Organizations which request funds for a particular program or purpose and do not use
these funds for their intended purpose may lose some or all of their university allocation.
Funding sanctions may apply to the following academic year. Also, while it is valued to
have student organizations share their resources in co-programming endeavors,
“donation" transfers from one organization to another are generally disfavored. Please
contact the Director of Student Development if you have questions about this policy.

Student organizations may sell approved materials related to the purpose of those
organizations and may collect dues, initiation fees, donations, and admission charges at
locations approved by the Office of Student Development and at organizational meetings.
Funds raised by recognized student organizations may be expended in any manner that is
consistent with the purposes of those organizations. Such funds are subject to local, state,
and federal laws and to financial accountability to the Director of Student Development.
Student organizations are subject to the following restrictions in raising funds:

   A. All fundraising events must be approved by the Office of Student Development
      (using the online Event Form). In addition, all items to be sold for fundraising
      purposes and any imprinted design or logo must be approved, prior to their being
      ordered, by the Office of Student Development. Generally, fundraisers scheduled
      to occur during Orientation, Special Olympics Weekend, Parents' Weekend, or
      Commencement will not be approved.
   B. All fundraising events should be scheduled at least two weeks in advance with
      the Office of Student Development.
   C. Student organizations may procure space in Dougherty Hall outside the IK and/or
      the Connelly Center as well as in the Kennedy Plaza for approved fundraising
      activities. To obtain this table space, complete the online Event Form found on
      the Student Development- Forms website.
   D. No organization may sell items or sponsor fundraisers in the university residence
      halls, study lounges, dining halls, etc., or disturb or interrupt the conduct of
      classes. Limited permission for fundraisers in the residence halls may be granted
      at the discretion of the Director of Residence Life.
   E. All monies raised through approved fundraising activities must be deposited
      immediately in that organization's account with the Office of Student
   F. Organizations may "patent" a fundraiser (thus preventing another organization
      from using that idea) by asking the Office of Student Development to do so. That
      event will then be added to the list of protected fundraising activities. A "patent"
      will be held on a fundraiser for no more than two years without that organization
      repeating the program.
   G. Permission from the Director of Student Development is required for any student,
      group of students or student organization to solicit funds or sponsorship from
      anyone outside the University, including, but not limited to, alumni, parents and
      off-campus businesses. All requests for mailing labels for fundraising purposes
      must be expressly approved by the Director of Student Development.

Fundraising Patents
Please note that the Student Development Office limits fundraising activities in order to
prevent conflicts among fundraising operations and to protect organizations from undue
outside pressure from professional fundraisers. Below is a current list of activity patents.

    Alpha Phiesta Bowl (Football)                 Alpha Phi
    Anchor Splash                                 Delta Gamma
    Art & Prints Poster Sale                      CAT
    Cake Sales (Special Occasions)                VU Bands
    Candy-Gram St. Patrick’s Day                  SNAP
    Carnation Sale                                VFL
    Carpet Sale                                   Residence Life
    Dodge ball                                    VU Singers/ CAT
    Dorm Olympics                                 InterHall Council
    Dress Down Day                                Special Olympics
    Easter Egg Hunt                               IFC/Panhel
    Flower and Weed                               Delta Gamma
    Fraternity and Sorority Sportswear            IFC/Panhel
    Halloween Candy Grams                         SNAP
    Halloween Candy Bags (delivered to room)      Campus Ministry
    Halloween Party for Children                  IFC/Panhel
    Jail and Bail                                 Alpha Phi
    Poinsettia Sale                               Campus Ministry/Mission Trips
    Puttin’ On the Hits (Lip Sync)                Alpha Delta Pi
    Rose Sale for Valentines Day                  Campus Ministry
    Rubber Duckie Race                            Beta Theta Pi
    Singing Valentines                            VU Singers
    Sink or Swim (Dunk booth)                     Pi Beta Phi
    Texas Hold’em                                 Fraternity/Sorority Life & CAT
    Valentine’s Day Bags (delivered to room)      Campus Ministry
    Walks/Runs (these are approved yearly)        Run for Hunger/ Strides/ Jingle
                                                  Bell Run/ Relay for Life/Alpha
                                                  Delta Pi/Injured Marine

Policies on Billing and Purchasing
Please note that the Office of Student Development will not process payment or be
responsible for any financial commitments that have not received prior approval.

   A. Billing: All expenditures in excess of $100 should be approved in advance by
      Student Development staff prior to purchase. Once expenditures are approved
      bills/invoices must be sent to the Office of Student Development for payment.

   B. Purchasing: Buying equipment, ordering buses, hiring entertainment, etc., must
      be approved by the Office of Student Development before final arrangements
      are made on an order. Such approval is obtained by receiving a purchase order

   from Student Development. Any request for purchases exceeding $1,000 must
   be accompanied by at least three written bids for the item or service. No purchase
   order can be requested without these competitive bids. Good business practices
   dictate the selection of the lowest bidding vendor unless there are overriding
   reasons for another choice.

C. Reimbursements: Reimbursements will be issued to students/advisors after
   purchase requests have been approved. Original receipts must be attached and
   advisor must sign request. Cash may be used for reimbursements under $100,
   expenses over $100 will be done by check.

D. Cash Advances: Cash advances are generally only used for travel expenses. In
   order to receive a cash advance, an organization must file the appropriate
   paperwork with the Office of Student Development at least ten days prior to the
   date on which the money is needed. Cash advances can only be taken out in the
   name of a university faculty or staff member. Only one cash advance can be
   outstanding at a time. To clear a cash advance, receipts and any remaining money
   must be turned into the Office of Student Development. Any cash advances not
   returned or cleared within a reasonable time period will result in the outstanding
   cash being billed to the person responsible for the advance.

E. Checks:

     1. A request must be submitted to the Office of Student Development a
        minimum of ten working days in advance of that event
     2. When preparing a check for a speaker's honorarium, the university must
        have the social security number and complete address of that person
     3. The person receiving an honorarium will need to complete a W-9 form
        which can be obtained in 217 Dougherty
     4. When the check is for a company or agency, the tax identification number of
        that firm must be provided
     5. There are special contracts and procedures for DJ’s, bands or other
        performers coming to campus, please stop by 217 Dougherty to request
        these contracts
     6. If you are requesting a check for a “new” vendor (one that has never done
        business with the University before) the vendor will need to complete a
        Vendor Profile form, available in 217 Dougherty
     7. Back-up for the check in the form of a performance contract or invoice must
        accompany the request
     8. Many of these forms are also on-line, stop by 217 Dougherty for more

F. Deposits: Checks must be made payable to “Villanova University.” If check is
   written by a student, Banner ID# must be included on the check. Checks will not
   be accepted by the Bursar if written more than 90 days prior to deposit date.

   G. Purchasing Card: There is a University Purchasing Card available in 217
      Dougherty for registered student organizations. This card may be used in the
      Office of Student Development only. You may use the card for making purchases
      by phone or online. Receipts are required and the amount purchased will be taken
      directly from your account. In addition, the Office of Student Development has a
      BJ’s discount card available in 217 Dougherty. You must use cash or credit card
      but you will receive the BJ’s discount.

   H. Preferred Vendors: There is a list of preferred vendors available in the Office of
      Student Development. Using these vendors will allow you to order buses, etc. and
      have the amount taken directly from your account, as well as to avoid concerns
      over insurance and vendor profiles.

   I.   Loans: The University forbids any temporary or permanent loans to student
        organizations. The university forbids any loans of student organization funds to
        any other organization or student.

Conferences and Trips

The Office of Student Development encourages our student leaders to participate in
outside professional conferences and to plan and undertake appropriate field trips.
Participation in such events exposes our students to new and innovative ideas and allows
the University to interact with other such institutions in a professional manner. The
following regulations and guidelines pertain to such travel.

   A. All travel (whether to conferences, conventions, or field trips, etc.) must be
      approved in advance by the Office of Student Development.

   B. Student organization money may be used, if available, to finance such endeavors
       but these expenses should be included in the yearly budget request which is
       submitted annually to the Office of Student Development.

        Such money may be used to cover the following expenses, as funding allows:
         1. Travel costs - all travel arrangements must be made through the Office of
             Student Development.
         2. Conference fees
         3. Hotel expenses
         4. Reasonable meal costs

        Organization money may not be used for the following types of expenses:
         1. Alcoholic beverages
         2. Telephone calls
         3. Hotel room movies
         4. Personal items, etc.

   Remember that you will not be reimbursed for any conference expenses that were
   not approved in advance. Also, please keep in mind that you should plan for these
   trips well in advance, since the University Business Office needs at least one
   week to prepare any checks that need be sent. After travel has been completed, all
   expenses must be listed by date and category of expenditure. In addition, receipts
   must be submitted for all expenses. All of this must then be submitted to the
   Office of Student Development as soon as possible after the trip has been

C. If a personal vehicle is used for an approved trip, the University will reimburse the
   driver from the organization budget at the prevailing IRS rate. Such
   reimbursement must also be approved in advance by the Office of Student

D. Student leaders should remember that they represent both the University and their
   respective organization when they attend such events. Therefore, behavior,
   decorum, and dress should be exemplary.

E. Any off-campus travel is fraught with potential group/personal liability. It is wise
   to consult with the Office of Student Development regarding this important issue,
   well in advance of the trip. The professional staff would be happy to explain the
   liability issues and suggest ways to manage it appropriately.

F. Student Development Staff would be happy to assist any organization in planning
   and conducting travel or to answer any questions pertaining to this topic.

G. No student organization is permitted to sponsor and publicize a trip for anyone
   other than its own membership without permission from the Director of Student
   Development. No student is permitted to sponsor and publicize a trip of any
   nature. Such trips include but are not limited to spring/fall break vacation trips,
   casino trips, sporting event trips, etc. Any violation of this policy is subject to
   judicial action.

                 PROGRAMMING POLICY
Events Planning and Approval
All student organizations wishing to sponsor an event must first seek approval for such an
event through the Office of Student Development. This can be done online on the
Student Development- Forms website by using the Event Form.

Social/Formal Policy

Social/Formal events are events that are generally held off campus and involve alcohol.
There are very strict guidelines set forth in the Formal/Social Policy found on the Student
Development website. These events must be approved in advance, may not be expensed
through your student accounts and require the planning assistance of the Office of
Student Development. Deadlines for formal/social requests/registration are once per
semester. Please see the website for more information.

Policy of Student Posters

Villanova University as a Catholic University is committed to the social, spiritual,
intellectual, moral, physical, creative and psychological wholeness of each student. We
believe that both the curriculum and the student's co-curricular activities contribute to the
student's development. Learning for life involves not only critical inquiry and the ability
to dialogue on critical issues of the past, present, and future, but also commitment to
values, ethics, and justice. Educating the whole person is best achieved through
exploring a diversity of perspectives.

With respect to informing the university community of various lectures/programs by
means of posters, the following criteria have been established:

   A. Posters announcing an approved University or student group sponsored event
      will be approved with a stamp from Dougherty 217, provided that the criteria set
      forth in this policy are met.

   B. All posters must be sponsored by a recognized University office or student
      group, whose name shall appear prominently on the poster.

   C. Posters that speak to issues contrary to the teachings of the Church may be
      posted if the poster is about the intellectual discussion and unfettered inquiry of
      the issues.

   D. Poster approval does not imply University endorsement. Posters will be
      stamped for approval by the office responsible for the student group - hence

   Student Development, The Center for Peace and Justice, The Campus Ministry
   and the Office of Residence Life may all stamp posters with their own stamp.
   Other University Departments and Offices in addition to non-student group
   posters will receive approval through the Office of Student Development. The
   approval stamp will read: "Approved for posting - approval does not imply
   University endorsement."

E. Posters will not be approved if any of the following apply:
    1. They assert or imply official University approval of any viewpoints
    2. They offend community standards of good taste.
    3. They contain language or symbols abusive or demeaning of specific social
    4. They deny respect for the dignity of individuals.
    5. They appear libelous.
    6. They encourage sale or use of alcohol or promote establishments
        selling alcohol.
    7. They promote or facilitate any aspect of substance abuse.
    8. They encourage or seek to incite specific illegal acts.
    9. They promote goods or services sold for personal profit or sold by off-
        campus persons or companies who are not sponsored by a recognized
        University Office or student group.
    10. They promote non-campus-related activities of commercial sponsors,
        posters promoting activities and events of other non-profit institutions
        and organizations may be approved in limited numbers provided they do
        not violate the other criteria listed here.

A. On the unusual circumstance of an appeal for permission to post, the student
   group will appeal to the Poster Policy Committee. The committee will be
   convened by the V.P. of Student Life for its deliberations and will include the
   University Vice President as a non- voting participant. A recommendation will be
   made to the University Vice President for final adjudication.

   The poster committee will consist of V.P. of Student Life, Director of Peace &
   Justice Center, Faculty Member named by VPAA, University V.P., Director of
   Student Development, the Student Body President, and the editor of the
   Villanovan. Posters and flyers are important parts of the advertising program for
   your organization or club. If you follow the regulations below, your advertising
   should be effective and attractive.

B. Posters may be placed in designated areas only and never on painted surfaces,
   walls, glass windows or doors. Each building has special requirements, so
   please note the following. If you have any questions about a particular building,
   please ask in Student Development or at the Dean's office in that building. The
   tape you use may damage the wall surface; masking tape works better than

cellophane tape on some surfaces and vice versa. Please check the surface area
before you use any adherent. Double-sided tape should never be used.

 1. Dougherty: Use designated bulletin boards or the tiled areas immediately
    inside the side doors of the building.

 2. Connelly Center: Use areas specifically designated by Connelly Center
    personnel. Take your material to the Connelly Center Information Desk for
    specific information.

 3. Mendel: Do not use departmental bulletin boards, walls, glass, etc.
    Classroom bulletin boards are acceptable posting areas.

 4. St. Mary's: See the secretary in the Nursing School about areas for posting.
    Do not post on walls or glass.

 5. Chemical Engineering: Use the bulletin boards in the entrance to the
    building only. No other posting is permitted.

 6. Kennedy: Use the stairwell walls only for posting. No posters/flyers are
    permitted on the first floor of this building (University Shop level).

 7. Falvey Library: Post flyers on bulletin boards only. Posters need approval
    from the Office of the Librarian.

 8. Tolentine: Post flyers on non-departmental bulletin boards only. No
    posting on tile walls or glass. Tolentine Hall is the administration
    building and so the University is especially concerned about the
    appearance of this building.

 9. Bartley: No posting allowed except for bulletin board across from the

 10. Saint Augustine Center: No flyers may be posted unless a specific
     academic department wishes to promote an event in a glass display case. See
     individual departments for approval.

 11. Residence Halls: Office of Student Development approved posters and
     flyers must be taken to the Office of Residence (Life Kennedy Hall) from
     where approved material will be given to the Resident Assistants for
     distribution to the residence halls.

 12. Law School (Garey Hall): Only in specified areas or check with the
     Director of services in Room 47.

 13. Other facilities: Post flyers/posters in designated areas only.

   C. Posting materials on the outside walls of buildings, lamp posts, stanchions, art
      work or other outside structures is prohibited. Violation of this policy will result
      in fines and/or revocation of the violating group’s recognition.

   D. Sheets, banners, etc. must also be approved for posting by the Student
      Development Office and will normally be approved only for campus-wide events
      and will only be allowed to be hung in certain specific areas (such as the Connelly
      Center atrium, or outside Dougherty Hall). Please check the regulations from the
      Office for Residence Life for the rules regarding the hanging of banners or sheets
      from the windows of residence halls. If paint is used on sheets or banners, it must
      be waterproof so as not to run colors in case of rain.

   E. Inordinate quantities of posters/flyers should not be posted in the same proximity.
      The quality of your art work is more important than the quantity.

   F. Maintaining a clean and neat environment on campus can only be done with your
      support and cooperation. If you see any publicity on University property which
      does not have an "Approved for Posting" stamp or has an outdated stamp, please
      remove it and dispose of it properly. Of course, it is most important that you do
      this with your own publicity items.

   G. No off-campus group or organization is permitted to post advertising on the
      campus without prior approval from the Office of Student Development. If
      approved, this permission will be limited to two pieces of material (one to be
      posted in Dougherty Hall and the other in the Connelly Center).

   H. Flyers may be distributed into resident student boxes by following a few simple
      guidelines. For distributing 50 items or less, arrange items in box number order
      and drop-off at 214 Dougherty during normal business hours. For mailings
      exceeding 50 items, arrange in sequential box number (mass mailings do not
      require a box number). Please note that there are 3,700 boxes in Kennedy Hall
      and 150 boxes for the West Campus apartments. All mailings must be folded to
      letter size for convenient distribution. Bring an example of the flyer to the Office
      of Student Development to receive authorization. Take your flyers and
      authorization to the Kennedy Mailroom and allow five days for distribution.

If you have any questions about this poster policy, especially about where to post
material, check with the Student Development Office or an official in the building where
you would like to post the material. Remember: Unauthorized materials will be removed
and destroyed and the sponsoring individual/organization may be financially responsible
for clean-up expenses.

There are alternatives to flyers and posters. For campus-wide events, send your
information (event, date, time, location, cost, etc.) to:

         1.   The Campus Activities Team Office for inclusion in the monthly calendar.
         2.   The Villanovan for inclusion in the "FYI" section of this weekly newspaper.
         3.   WXVU for broadcast announcement on 89.1 FM.
         4.   VTV for inclusion on the on-campus cable channel.
         5.   Social Media Outlets such as Twitter and Facebook
         6.   VU Groups public flyer board

Chalking Policy

Chalking is prohibited in any area on campus. An exception may be made by the
Director of Student Development for directional chalk for 5k runs/walks.

Table Tent Procedures
Table tents are advertisements that sit on dining tables. In order to use table tents in the
dining halls:

         1. Bring table tents to the Office of Student Development for approval (one
            will be stamped for each dining area)
         2. Take approved table tents to Dinning Services for approval
         3. Dining Services will designate a time to take the tents to the dining areas. (It
            must be done during off hours)

Villanova University Speaker Policy
As a Catholic institution Villanova University welcomes all who seek to discern the
fundamental goodness of creation in any field of study. It recognizes that Catholicism is
open to all truth and every value and greets reason as faith's good friend. The University
is dedicated to the study of all creation in its many forms as illustrations of meaning and
value in themselves and as potential sacramental disclosures of their Ultimate Author.
While properly placing scholarly research and instruction at the center of its academic
mission, the University supports co-curricular activities which seek to address the needs
of our diverse communities. Where consensus obtains, the University supports
appropriate action; where consensus is lacking the University invites open and
constructive dialogue. In order to pursue these values the University has established a
Procedure for Recognized Student Organizations Proposing to Invite Speakers. This
Procedure provides the process for implementing the principles of mutual respect,
intellectual rigor and moral integrity that inform all constructive dialogue within the
academic setting. These are the conditions under which Villanova University, through
its recognized student groups, extends its hospitality to guest speakers.

Procedure for Recognized Student Organizations
Proposing to Invite Speakers
Any approved student organization proposing to invite a speaker must take the following
steps to obtain approval:

   A. The organization shall consult with its advisor regarding: the identity of the
      speaker, the time and place of the speaker's presentation, the subject matter of the
      speaker's presentation and the stipend, if any.

   B. The advisor will present the proposal to the Director of Student Development or
      the Director for the Center for Peace and Justice Education as appropriate.

   C. The Director shall approve or disapprove the organization's proposal. If the
      Director approves, the event shall be planned and scheduled according to
      established procedures. If the organization disagrees with a decision of the
      Director to disapprove the proposal, the organization may appeal that decision to
      the Vice President for Student Life who will convene the Speakers Appeal
      Advisory Board.

       NOTE: If approved, a contract must be reviewed by the Director of Student
       Development. If an honorarium is to be given, the speaker must complete a W9
       form with the proposed contract.

       The Speakers Appeal Advisory Board shall consist of the following members:
        1. 3 Student Members:
                Student Government Association President
                Campus Activities Team President
                Student Senator
        2. 2 Faculty Members:
                Faculty Council President
                A Member of the Executive Committee of the Villanova Chapter of
                   the American Association of University Professors
        3. 2 Administrators:
                Dean of Students
                Dean of the College of Arts and Sciences

   D. The Speakers Appeal Advisory Board shall select a chairperson from its
      membership at the beginning of the academic year for which the board is

   E. The Speakers Appeal Advisory Board shall meet at the earliest opportunity, in
      any event, within two weeks, to decide on the proposal presented by the student

       group. The board shall give notice of this meeting to the affected parties. The
       board shall receive information from the organization, the advisor and the
       Director. The board may receive written information from any individual
       appearing before the board or any other individuals or groups who may have an
       interest in the proposal. The board may receive other information as needed.

   F. The Speakers Appeal Advisory Board shall make a recommendation concerning
      the organization's proposal no later than one week after the meeting.

   G. If the Vice President for Student Life or the Director for Peace and Justice
      Education approves the organization's proposal, the event shall be planned and
      scheduled according to existing procedures. If the Vice President for Student Life
      or the Director for Peace and Justice Education disapproves the organization's
      proposal, then the speaker shall not be invited.

Vendor Policy
The Campus Activities Team has first rights in scheduling vendors for campus
appearances. Anyone who wishes to bring a vendor on campus must inform C.A.T.'s
Vice President of Finance at least two weeks prior to the proposed date of visit. The
coordinator will examine the vendor calendar and check for a non-conflicting date. If a
mutually agreeable date can be found, the vendor may be scheduled with the appropriate
office (Connelly Center, Student Development or Registrar). If a date is in conflict with
the C.A.T. calendar, the vendor will not be allowed on campus. Persons or groups
violating these guidelines will be subject to judicial review by the Dean of Students

Guidelines for the Administration of the Trademarks &
Licensing Program
The following guidelines are intended to provide Villanova with policies and procedures
for the use of the University name, trademarks, service marks, seals, mascots, slogans,
logos, and other indicia on products, in promotions, or associated with any other
commercial use. These guidelines were developed and compiled over several years with
the help of the Collegiate Licensing Company (CLC) from over 140 consortium
members. The VU Licensing Department developed its own philosophy, policies, and
procedures based upon recommendations from other institutions.

I. Ownership of Indicia and Authority to License VU's marks has been in effect
   since 1834. During its proud history, several names, slogans, and logos (indicia) have
   been developed by, or have come to be associated with Villanova. The University
   asserts ownership of these indicia.

II. Verbiage and Graphics
        A. University is the owner of all rights, titles, and interest in and to the following
           Indicia, which includes trademarks, service marks, trade names, designs,
           logos, seals, symbols, mascots, slogans, and any other such indicia that is
           associated with the University.

       B. Graphics- See VU License administrator for correct logos

       C. Colors
        1. PMS 281 Blue
        2. PMS 298 Light Blue

III.   Approval Procedures

       A. Product Approval
        1. Any product that bears the marks of the University making a direct
            reference (standard logos) or indirect reference (original artwork containing
            standard logos or acceptable deviations clearly marketed to University
            students, fans, and supporters) falls under the auspices of the licensing
        2. Upon receipt of all products, The Villanova Licensing Program will
            examine the merchandise for quality of goods, quality of logo application,
            and correct usage of indicia. Certain merchandise may automatically
            disapproved by the University, i.e. inferior merchandise, poor logo
            application, incorrect PMS colors, omission of appropriate trademark
            designations, or items in extremely poor taste.
        3. Certain products will not be approved:
                     a. Alcohol related products
                     b. Tobacco related products
                     c. Products depicting sexist statements
                     d. Products depicting religious statements
                     e. Products depicting racist statements
                     f. Products with statements impugning other universities

Note: The licensing office reserves the right to make final determination as to the
acceptance or rejection of any design, logo, verbiage, or indicia of a product.

IV.    Synopsis

University licensing is a very important facet of the overall mission of the University. It
not only serves to enhance the image of the University through controlling the use of
commercial products and promotions bearing the University indicia, but it can provide a
substantial amount of income each year. In addition, the Licensing Dept. is the logical
segment of the University to study and make policy recommendations regarding all
commercial usage of University name and indicia, corporate sponsorships, and
commercial tie-ins with University properties. While there are many emerging

opportunities, there are still many unanswered questions. Additional policies should be
developed to assure that any commercial use of University properties are in keeping with
the goals and objectives of the University.

Please address any questions regarding the VU Licensing Program to the Licensing
Office at 610.519.7685. The Licensing Department will work in conjunction with the
Student Development Office in approving all artwork and/or products depicting the
University's trademarks.

Web Page Policy
The University's Web site represents Villanova University to prospective students,
alumni, the general public and the on campus community. To that end its content and
appearance should adhere to professional standards.

 Student Development has contracted with VU Groups to provide internal and external
webpages to student groups. This is the official webspace provided to student groups by
the university. Groups are able to add their own pictures, content, etc.

Authors are solely responsible for the content of individual home pages. However, if the
content or appearance violate the policy on 'Ethical Conduct for Use of Computing and
Communication Resources', the student code of conduct or any other University policy,
the University reserves the right to remove the homepage from the server, discontinue the
person's account and take such other action as may be necessary in its discretion.

Student Publication Policy
Guidelines for Publications by Students and Other Student Media Expression


The University:
Central to a university is the conception, sharing and promulgation of ideas and
information. Education of this nature flourishes in an environment of free expression
where the institutional community dialogues with itself and other parties outside the
university. In a Catholic university, this discourse must always be respectful and

The purpose of media at the university:
Discourse of ideas and information is realized in countless forms of media such as
publications, and radio, television or internet broadcasts. Likewise, within each of these
media, are countless outlets for further expansion of a particular discourse -
advertisements, cartoons, comics, and humor segments. It is the obligation of each
medium to aid the institution and its constituents in promoting discourse and advancing
the exchange of ideas and information. Each medium allows members of the institution
the opportunity for self-reflection and criticism, an openness to opposing perspectives, as
well as a window for further development. In expanding viewpoints and perspectives

rather than limiting them, an environment of free expression with numerous media
approaches the institution’s goal of the pursuit of truth.

The uniqueness of a Catholic university:
John Paul II’s Ex Corde Ecclesiae states, “The source of [a Catholic university’s] unity
springs from a common dedication to the truth, a common vision of dignity of the human
person, and ultimately the person and message of Jesus Christ, which gives the institution
its distinctive character.”


         1. All publications must conform to the standards articulated in the Preamble and
            Policy stated herein

            All state and federal laws that are applicable to publications or expression by
            any institutions or by individuals are also applicable to Villanova University.
            Fraudulent, obscene or libelous publications or expression may expose the
            University to civil or criminal liability. Accordingly, every possible effort
            must be made to avoid such expression. Publications or expression that
            include unlawful activity or activity that endangers or imminently threatens to
            endanger the safety of any member of the community or of any of the
            community’s physical facilities, or any activity that disrupts or obstructs the
            functions of the University or imminently threatens such disruption or
            obstruction, are inappropriate. Likewise, publications or expression that are
            indecent, obscene, or offensive on matters such as race, ethnicity, religion,
            gender or sexual orientation, are inappropriate in the Villanova community.

         2. Values and standards enhance greater discourse

            In accord with the missions of both a university in general and a Catholic
            university in particular, the pursuit of truth through open dialogue and
            exchange of ideas and information is contingent upon certain media standards.
            Villanova University welcomes all who wish to engage in dialogue focused on
            broadening perspectives and sharing viewpoints that lead to greater
            understanding. In turn, the University expects its publications, broadcast
            venues, and any other form of medium to approach discourse with mutual
            respect, intellectual rigor, moral integrity, and accepted standards in
            journalism. An accurate and honest dialogue must ensue while the parties
            involved maintain a commitment to the community of Villanova University,
            its mission and its Catholic heritage.

Complaint Procedures

         1. Any member of the University community may lodge a complaint against a
            student publication, student organization, or individual when the complaining
            organization or individual reasonably asserts that the terms or spirit of this

   policy have been violated. Complaints arising under this policy should be
   submitted to the Director of Student Development who will forward
   complaint(s) to the Vice President for Student Life when appropriate. The
   Vice President for Student Life will convene the Publications Advisory Board
   as defined below. The Vice President for Student Life will ultimately
   determine whether this policy has been violated and the consequences for any
   such violation.

2. In the event of a complaint under this policy, the Vice President for Student
   Life will convene the Publications Advisory Board, which shall be an
   advisory board. The duty of the Publications Advisory Board will be to
   advise the Vice President concerning the allegations made under this policy.

3. The Publications Advisory Board will be comprised of the following:
          3 student members
          2 faculty members
          2 administrators

   The Vice President, may also include on the Board an expert from the field.
   The Vice President for Student Life will designate the Chair of the Board.

4. The Publications Advisory Board shall meet at its earliest opportunity after
   being convened by the Vice President and no later than two weeks after being
   convened (unless approved by the Vice President for Student Life).

5. The board shall gather information from any relevant sources as appropriate in
   order to understand fully all of the facts and circumstances surrounding the
   allegations related to the publication or expression, including but not limited
   to hearing from both the complaining party as well as the “offending” party or

6. After gathering information, the board will vote on whether this policy has
   been violated. A majority vote of the entire board will suffice to determine
   the recommendation of the Board. In the event the Publications Advisory
   Board finds a violation, the board will then make a recommendation to the
   Vice President for Student Life for appropriate action.

7. Upon receiving the recommendation of the board, the Vice President shall
   decide whether the publication or other media expression violated this policy.
   In the event the Vice President finds that a violation did occur, the Vice
   President shall take appropriate action. The Vice President is not required to
   follow the recommendation of the board.

8. No appeal is available.


The Villanova Challenge Course

The Villanova Challenge Course offers student organizations a unique opportunity to
develop leadership skills through hands-on team-building exercises. The on-campus
course consists of a series of direct experiences including group activities, group
problems to solve and a unique series of mental and physical challenges. The Challenge
Course Programs train students in team skills, leadership, confidence, and personal and
interpersonal effectiveness. Challenge Course programs are one of the important ways
that Villanova University accomplishes its mission of helping students become self-
confident, responsible individuals prepared to live a purposeful life. Among the many
benefits of Challenge Course programs:

                 Build life skills in cooperation, communication, and leadership
                 Raise appreciation and respect for differences within the group
                 Develop abilities in group decision-making and problem solving
                 Raise self-esteem and foster confidence
                 Allow for the practice of new skills, with feedback
                 Develop respect for others' opinions in discussion

Student organizations may receive a free 2-hour team building session if booked for a
time between Monday-Friday during business hours. Outside of that time, student groups
may use the course for discounted rate of $10 per person per hour.

If you are interested in finding out more about the Villanova Challenge Course and its
programs, please contact Student Development at 610.510.4210.

Office Resources for Student Organizations
The Office of Student Development, 214 Dougherty Hall, is a valuable resource center
for any recognized student organization to use for student organization business. The
office is available to the leadership of any recognized student organizations during
normal business hours, Monday- Friday from 9:00 a.m.-5:00 p.m. Feel free to stop by the
office to:

                 Create and print flyers (limited numbers), agendas, etc.
                 Make business phone calls
                 Use the fax machine
                 Borrow a book from the Leadership Library (including team building
                  and ice breaker activities

                  Get advice or assistance of any sort
                  Purchase event tickets
                  Check account balances

Student Offices, Mailboxes, and Bulletin Boards
If an organization does not have an office, the officers or committee chairs of the group
may make any necessary telephone calls in the Office of Student Development. Contact
the Office of Student Development if you would like a voice mail account established for
your organization.

Every organization can receive mail 214 Dougherty Hall. All mail received in the Office
of Student Development will be held in a special mailbox. Organization officers should
check the office occasionally for mail. Mail will not be forwarded to individual
departments or box numbers.

Some organizations also have the use of an organizational bulletin board. If so, it is
important to remember that, while we consider the material posted on that board as
internal to your organization, the board is in full public view. Consequently, care should
be exercised on what is posted. Illegal or indecent material will be removed and
disciplinary action may be taken against the group. Publicity concerning social events
should be posted for the information of group members only and should not take the form
of an "open invitation" to others. These bulletin boards should also be cleared,
periodically, so that they do not look littered.

Student Organization Web Pages

As part of the process for becoming a recognized Villanova Student Organization, groups
must register a web account on VU Groups. For assistance with VU Groups stop by 214
Dougherty Hall.

Printing and Duplicating

All student organization advertising which is prepared for distribution or posting on
campus must have the Student Development "Approved for Posting" stamp on it. If you
are printing large quantities of flyers, it makes sense to stamp your original copy prior to
printing, otherwise you will have to hand-stamp each individual flyer. One hundred
copies of a flyer are more than enough to cover campus facilities adequately. Posters or
flyers advertising any event at which alcohol is served (whether or not the advertisement

indicates such) will not be approved for distribution or posting, unless it has been
previously discussed and approved by the Office of Student Development.

   A. Bartley Copy Center: offers copying service to student organizations and other
      interested persons. All items must be dropped off at the Bartley Copy Center.
      Student groups need to pick up their account number, to be billed, from
      Dougherty 214 prior to getting copies made.

   B. Copy Center: Your specialized printing jobs (those requiring unusual collation or
      binding, for example) should be printed at the university copy center in Galberry
      Hall. Bring your jobs to the Office of Student Development and you will be given
      a copy center permission form. Ordinarily, you should allow the copy center 72
      hours to complete your work. Organizations with an active account will be billed;
      all others must pay cash.

   C. Off-campus Printing: Off-campus printing locations may not be used unless the
      service needed is not offered in a reasonable fashion through the University
      Graphic Services. Bills for printing at off-campus printing locations will not be
      considered for payment from organization funds unless rationale is presented.
      There may be occasions when you would need to have your printing/duplicating
      work done by an off-campus printing firm. There are a number of reliable
      printing companies along the Main Line with whom the university conducts
      regular business. Should you need any help in selecting an outside firm, please
      consult with the Office of Student Development.

Reserving Campus Facilities

Registered student organizations may use university facilities subject to the duly
established written rules governing such use. Designated university facilities may be
reserved when the university is in session for meetings and other non-commercial events
    A. Registered student organizations for events related to the purposes of those
        organizations university duties

   B. Members of the faculty and staff for co-curricular events related to their and

   C. Official alumni or similar university-related organizations, colleges, schools,
      departments and other units of the university for events related to their purpose.

Responsibilities of Organizations Using University Facilities
A registered student organization may reserve campus facilities only through one of its
officers or a designated active member authorized to apply for such privileges. Such an

organization, its officers, and any individual applying to reserve facilities on behalf of the
organization are responsible for:

   A. damages to the facilities used including any financial loss to the University or a
      registered student organization because of the temporary closing of facilities

   B. how the facilities are used during the time reserved and occupied

   C. any violations of university regulations, state, local, or federal laws which occur
      in connection with the use of facilities

   D. not deferring its use of a reserved facility to another group or individual without
      the express permission of the Office of Student Development

   E. the cleanliness of the facility after its use

Procedures for Reserving Facilities
Generally, there are eight types of campus facilities that a student organization might be
interested in utilizing:

         1.   Classrooms
         2.   Programming spaces in the Connelly Center
         3.   Programming spaces in Dougherty Hall
         4.   Athletic or intramural facilities
         5.   Residence hall facilities
         6.   P. Campus ministry facilities
         7.   Dining Service facilities
         8.   Other campus facilities

The approval of your advisor and of the Director of Student Development is necessary
prior to reserving any University facility. Facilities other than classrooms may be
reserved through the online Event Form found on the Student Development- Forms

The Registrar, located in room 202 Tolentine Hall, has responsibility for classroom use.
Most academic classrooms may be reserved for meetings, presentations or programs
when not in use for classes. Classroom reservations must be made through the Registrar's
Office in person or by phone (610.519.4037). Please leave the classrooms in a clean and
orderly manner. Please note that it is important not to schedule potentially noisy
meetings or activities for a classroom. These spaces are almost always being used for
academic purposes (classes or study rooms) and a relatively quiet atmosphere is essential.

Connelly Center Facilities
The following rooms are generally available for student organization use in the Connelly

          1.   Bryn Mawr Room         35 people capacity
          2.   Haverford Room         35 people capacity
          3.   Villanova Room         500 people capacity
          4.   Radnor Room            40 people capacity
          5.   Wayne Room             40 people capacity
          6.   St. David’s Room       40 people capacity
          7.   Cinema                 206 people capacity
          8.   Belle Air Terrace      150 people capacity

Reservations for the Belle Air Night Club are made through the Office of Student
Development, 108 Dougherty Hall. Specific regulations are in effect for using the
Nightclub; more information and a room reservation form can be received in Student
Development and on the website.

To reserve any of these rooms complete the online Event Form found on the Student
Development- Forms webpage.

Dougherty Hall Facilities
The following rooms are generally available for student organization use in Dougherty
         1. West Lounge - 125 people capacity
         2. East Lounge - 150 people capacity
         3. Italian Kitchen -325 people capacity

Please note that the East Lounge is not available until after 3:30 p.m. on school days and
that the Italian Kitchen is not available until after 8:30 p.m. on school days. There are a
limited number of tables and chairs available for use in the West Lounge. If your need
exceeds availability, please make arrangements to rent them from an outside rental
agency. If either the East Lounge or the Italian Kitchen needs cleaning or re-setting after
your use, your organization will be charged $25 or more by Dining Services for cleaning.

To reserve any of these rooms complete the online Event Form found on the Student
Development- Forms webpage.

Athletic/Residence Hall Facilities
If you would like to reserve an athletic facility such as intramural fields, the Nevin Field
House, the Pavilion, a swimming pool, or an outdoor space, you need to fill out the Event
Form on the Office of Student Development website. Varsity athletic teams have priority
over student organizations in using athletic facilities, so plan accordingly. Please note
that all outdoor events must be expressly approved by the Office of Student

Campus Ministry Facilities

The Office of Campus Ministry facilities include chapels, lounges, etc. These rooms may
be available for certain types of programs. Arrangements to reserve and use these rooms
should be made through Campus Ministry in St. Rita's Hall (610.519.4080). You must
first obtain approval from the Office of Student Development to utilize these facilities.

Dining Hall Facilities
To use Donahue Hall or the Italian Kitchen in Dougherty Hall (outside of meal hours),
complete the online Event Form found on the Student Development- Forms webpage. In
most cases, should permission be given to utilize such a facility, you will be required to
hire a Villanova Public Safety Officer to maintain the safety of the food serving

Other Campus Facilities
Use of the Quad, Connelly Plaza, and Barbeque Pits are to be reserved through the Office
of Student Development online using the Event Form. Outdoor events must be
expressly approved by the Office of Student Development. No amplified or loud, live
music will be permitted at an outdoor event without express permission of the Office of
Student Development. Music in the Connelly Plaza should not be a distraction to campus
life. Student Development staff members have the right to shut down any inappropriate
or excessively loud music.

Facilities Management Requests
Student organizations desiring special set-up or equipment (chairs, tables, grills, power,
etc.) must note this on the online Event Form when registering for the event. The
Facilities Services Department cannot accommodate requests with fewer than 72 hours
notice. The organization making the request will be billed for these services and must
therefore have an active account with the Office of Student Development (with money in
that account) or make other arrangements to cover the costs. Organizations are
responsible for all equipment left in their care and will be billed for damaged or missing

If equipment is requested for an event outside of the Facilities Department’s working
hours (Monday-Friday, 7:00-3:00 p.m.), pick-ups and drop-offs can be arranged,
however, organization’s are responsible for the ensuring the security of the equipment
during that time.

Van Reservation and Usage Policy

Vehicles must be requested at least two weeks prior to the scheduled event. Both 12
passenger and 7 passenger vans are available.

Vans may be reserved in 214 Dougherty Hall by completing the following procedures:

         1. Register as a driver at:
         2. Bring reservation confirmation and drivers license to Public Safety to pick
            up van keys and sign out van
         3. Return keys to Public Safety immediately after use

Note: If vans are late, your organization will be charged $25. Vans are parked in Main
      Lot and should be picked up and returned there.

All drivers of vehicles must be certified through the Offices of Student Development and
Public Safety. Only students who have completed the driver training are eligible to drive
University vehicles.

Vans may be reserved for University-sponsored activities only. Any unauthorized use of
the vehicles or use for other than the stated purpose will result in loss of van privileges
for the entire year for the offending organization. No exceptions will be made.

Publicity and Press Releases

Press relations are the responsibility of the University Office of Communications.
Students or student organization seeking news coverage of their events, programs and
activities in media outlets other than on-campus media should avail themselves of the
expertise and useful relationships of this office. For more assistance please contact

Community Service Programs

Villanova University values the involvement of students in serving people in need. There
are many programs and campus organizations whose primary purpose is implementing
community service projects. The Campus Ministry office (St. Rita's Hall), the Center for
Peace and Justice Education (Corr Hall) and the Rays of Sunshine Program (Dougherty
Hall) are the primary outlets for most community service programs however, all student
organizations are encouraged to be involved in community service projects. In order to
facilitate the organization and conduct of these endeavors, all groups are expected to
complete a Community Service registration form with the office of Student Development
at least two weeks prior to the program. This will greatly enhance the coordination and
documentation of all community service efforts.

Helpful Hints for Programming

       1. Before planning your event, develop goals for your program. Determine
          your audience, goals of the event, and specific objectives for the program.

       2. Brainstorm to discover how your organization will achieve your goals-
          remember no constructive criticism until later, and work towards
          combination and improvement of ideas. Take others’ ideas into account!

       3. Once your general plan has been established, discuss your plans with a
          professional staff member, and create a budget for all expenses and sources
          of income. Next, begin to delegate responsibility to plan the details.

  A. Select a date to hold an event. When selecting a date for an event, keep in mind
     the following factors:

       1. Athletic events
       2. Other University events (Special Olympics, Greek Week, Sibling Weekend,
       3. Day of the week
       4. Holidays and breaks
       5. Planning time (for promotion, facilities requests, etc.)

  B. Secure approval for your event. Be sure to discuss the event with your
     organization members and your advisor before making any arrangements.

  C. Reserve the room or programming area. Complete the online Event Form on the
     Student Development- Forms website. Because the facilities on campus are in
     constant demand, it is essential to reserve space well in advance (sometimes a
     semester) of the program date.

  D. Contact vendors/constituents on the dates you have rooms reserved.

       1. This list may include caterers, speakers, comedians, bands, disc jockeys,
          novelty/variety acts, or theater groups. This list is not exhaustive. When
          making arrangements, keep in mind that you may not ask for a contract or
          make a verbal agreement with an outside agent or performer. AN

          NEGOTIATE AND REVIEW ALL CONTRACTS. Contracts may only
          be signed by the Director of Student Development. Any contract signed by
          someone other than the Director will not be considered valid by Villanova
          University and the University will not accept financial or contractual
          responsibility. If you need assistance choosing or contacting talent, refer to
          the following resources.

              Student Development Office, 610.519.4210
              Campus Activities Team, 610.519.7211
              Villanova Tech Crew (D.J. Service), 610.519.7218

E. Request promotional materials from the agents after the contract has been
   negotiated and signed by the Director of Student Development. These materials
   should include photos, videos, CD’s, t-shirts, posters, etc.

F. Develop a promotional plan. Tips on printing and duplicating flyers are provided
   in this manual. Your organization may be interested in information on advertising
   specialty companies that print items such as t-shirts, frisbees and key chains. The
   Office of Student Development and the Campus Activities Team have lists of
   reputable companies that provide these services. Some ideas for promotion

     1.   Posters/Flyers (a maximum of 100 should be printed to promote your event)
     2.   Table tents
     3.   Banners
     4.   Ads in Villanovan, VTV, WVXU, etc.
     5.   VU Groups public flyer board
     6.   Social Media

G. Make a checklist. Once you have contracted an event, make a list of those details
   that need to happen before the program. You may want to create a timeline to help
   you stay on top of the details. To create your checklist, ask yourself the following

     1.  What will the set-up for this event entail? Who will do the set-up?
     2.  Do I need to reserve or rent tables and chairs?
     3.  Are there any power requirements (microphone, spotlight, etc.)?
     4.  Have I requested a check for the performer?
     5.  Do I need cash to make change for ticket sales at the door? Do I need a
         Wildcard Reader
     6. What about food? Clean up? Keeping food hot/cold?
     7. What are the travel arrangements for the entertainer? Will he/she be staying
         at a hotel?
     8. How many workers will be needed for this event?
     9. Has Public Safety been notified?
     10. Are there any special parking concerns?

         11. Will buses be coming to campus? Have you registered the buses with
             Public Safety (registration form on the web)?

   H. Evaluate the event. Be sure to leave records and a thorough evaluation for the
      next person who wants to do a similar program!

Please feel free to make an appointment with any member of the Office of Student
Development staff to review your program planning. Keep in mind that you are
individually responsible for any expenditure of funds that has not been previously agreed
to by Student Development.

Website Publicity
The Office of Student Development maintains a calendar of events on our website.
Student organizations may submit information to the office for inclusion in the calendar.
Simply send the information to .

Where to Get Help
If you need help with…                          GO TO…
          Alcohol or Drug problem                      Health & Wellness Center or
                                                         Dean of Students Office
             Audio-Visual Support                  Student Development- Dougherty 108
         (slide projectors, VCR, etc.)
                Bus/Van rental                    Student Development Office- Dougherty 217
              Disc Jockey Service                    Student Development- Dougherty 108
                 Entertainment                            CAT Office- Dougherty108
           (Bands, performers, etc.)
                  Food Set-up                        Dinning Services- Dougherty Hall 106
                                                     Villanova Catering in Connelly Center
             Helium for Balloons                     Chemistry Department- Mendel 205 or
                                                              University Shop, or
                                                          CAT Office- Dougherty 108
       Leadership Training Workshops                 Student Development- Dougherty 108
               Legal Difficulties                         Student Life- Dougherty 102
                Mail, outgoing                       Student Development- Dougherty 214
        (bulk, overnight delivery, etc.)
                Office Supplies                      Student Development- Dougherty 214
              Personal Problems                       Student Development- any office or
                                                              Counseling Center
                                                          Health & Wellness Center

Printers, T-Shirts, novelty Items, Trophies,      Student Development- Dougherty 214
                  gifts, etc.
           Reviewing Contracts                    Student Development- Dougherty 214
               Room Set-up                        Student Development- Dougherty 214
         Sound system, lights, etc.                          VUTC (9-7218)
       Special Parking arrangements                           Public Safety
              Telephone calls                     Student Development- Dougherty 214
                Ticket Sales                   Student Development- Dougherty 108 or 214
         Villanovan articles or Ads                 Villanovan Office- Dougherty 203
        Yearbook Photo or Articles              Belle Air Office- Corr Hall, Ground Floor


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