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University Recognized Student Organizations

Handbook - 2011 - 2012

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Welcome! The Student Involvement & Leadership Center at Boise State University welcomes your involvement with student organizations. Student organizations at Boise State provide students with out-of-the-classroom, co-curricular experiences in which leadership skills are gained and honed. Student organizations also give students an opportunity to get together with others who share the same interests, do something that they love, try new things, and to grow. By being involved in student organizations, Boise State students are engaged in “living laboratories” that are an important part of their educational experiences. Get involved, make friends, and be inspired!

Using this Handbook This handbook is provided for student organizations as a means to find out what procedures and policies are in place to help groups find success in their activities and events, reach their goals, and make a positive impact on campus. Inside the handbook you will find a comprehensive guide to information on student organization recognition, how to spend funds, how to travel as an organization, and event planning. Also included are links to commonly-referred-to policies and commonly-used forms. The staff of the Student Involvement & Leadership Center is here to support you and your group with resources and information on leadership and organizational development as well as answering and addressing any questions or concerns that come up during the year.

Student Involvement & Leadership Center Location and Contact Information The Student Involvement & Leadership Center is located on the second floor of the Student Union above the Boise River Café dining center. Business hours are Monday through Friday from 8:00am to 5:00pm. Phone: (208) 426-1223 E-mail: studentorg@boisestate.edu Website: http://involvement.boisestate.edu Mailing Address: Boise State University Student Involvement & Leadership Center 1910 University Drive Mailstop 1335 Boise, ID 83725 You can find contact information for staff members in the Student Involvement & Leadership Center online in the People to Know section of the Student Involvement website.

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Table of Contents

SECTION I. STUDENT ORGANIZATION RECOGNITION ............................... 4

UNIVERSITY RECOGNIZED STUDENT ORGANIZATIONS ........................................... 4 RECOGNITION AND REGISTRATION PROCESS ....................................................... 4 RIGHTS AND PRIVILEGES ................................................................................. 5 ANNUAL REGISTRATION FOR STUDENT ORGANIZATIONS ....................................... 5 GOVERNING DOCUMENTS .............................................................................. 6 MEMBERSHIP REQUIREMENTS ......................................................................... 7 ADVISOR REQUIREMENTS ............................................................................... 9 CHANGE FROM ACTIVE TO INACTIVE STATUS .................................................... 10 LOSS OF UNIVERSITY RECOGNITION ................................................................ 10 STARTING A STUDENT ORGANIZATION............................................................. 10 STARTING A SOCIAL SORORITY OR FRATERNITY ................................................. 11 STARTING A CLUB SPORT .............................................................................. 12 REGISTRAR QUERY REQUESTS........................................................................ 12

SECTION II. USING YOUR STUDENT ORGANIZATION ACCOUNT .............. 13

ACCESSING FUNDS IN A STUDENT ORGANIZATION ACCOUNT ............................... 13 THE PREAPPROVAL PROCESS FOR PURCHASES................................................... 14 DEPOSITING FUNDS INTO YOUR STUDENT ORGANIZATION ACCOUNT .................... 19 CASH BOXES .............................................................................................. 20 SOCIAL SORORITIES AND FRATERNITIES REQUESTING LEADERSHIP FUNDS ............... 20

SECTION III. FUNDRAISING, DONATIONS AND RAFFLES ......................... 21

FUNDRAISING ............................................................................................. 21 DONATIONS OVERVIEW ............................................................................... 21 SELLING MERCHANDISE ON CAMPUS .............................................................. 22 RAFFLES .................................................................................................... 23 TRADEMARKS AND LICENSING ....................................................................... 23

SECTION IV. PLANNING EVENTS ............................................................. 23

ADVERTISING EVENTS .................................................................................. 23 ADVERTISING IN THE STUDENT UNION BUILDING............................................... 24 COSPONSORING EVENTS............................................................................... 25 RISK MANAGEMENT .................................................................................... 26

SECURITY CONSIDERATIONS FOR EVENTS ......................................................... 26 INSURANCE FOR EVENTS ............................................................................... 26 ALCOHOL AT EVENTS AND ACTIVITIES .............................................................. 27 SOLICITING, FUNDRAISING AND PUBLICITY ....................................................... 28 UNIVERSITY CONFERENCE SERVICES POLICIES ................................................... 28 CONTRACTS ............................................................................................... 28 MAILINGS .................................................................................................. 29

SECTION V. STUDENT ORGANIZATION TRAVEL ...................................... 29

HOW TO TRAVEL ......................................................................................... 29 PAYING FOR EXPENSES RELATED TO TRAVEL ..................................................... 30 TRAVEL REGULATIONS, POLICIES AND GUIDELINES ............................................. 32 TRAVEL EXPENSES FOLLOWING A TRIP ............................................................ 32 EMERGENCY SITUATIONS WHILE TRAVELING .................................................... 32 TRAVEL EXPECTATIONS ................................................................................. 32 IMPROPER BEHAVIOR ................................................................................... 33

SECTION VI. APPEALS AND CONDUCT PROCESSES ................................. 34

APPEALING DECISIONS ................................................................................. 34 APPEALS PROCESS ....................................................................................... 34 CONDUCT PROCESS ..................................................................................... 34

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Section I. Student Organization Recognition

University Recognized Student Organizations A University Recognized Student Organization is a group of students organized around a common purpose that is officially recognized by Boise State University. University Recognized Student Organizations include:

Student Agencies, which are organizations that receive a direct student fee. Student Agencies include: o Associated Students of Boise State University (ASBSU) o Student Programs Board (SPB) o Volunteer Services Board (VSB) o The Arbiter (student newspaper) o The Pulse (student radio)

Student Organizations, which fall into the following categories: o Academic o Arts, Music, and Dance o Club Sports o Cultural/Ethnic o Diversity o Honor Societies o Political o Professional o Recreational o Religious o Residence Hall/Housing o Service o Social Issues o Special Interest

Social Sororities and Fraternities

Club Sports

Recognition and Registration Process More than 200 student groups at Boise State University register each year with the Student Involvement & Leadership Center to become recognized student organizations. Student organizations provide opportunities for learning outside the classroom, for meeting other people with similar interests, for developing life, work and leadership skills, for gaining a broader experience and a greater perspective, and for engaging students as citizens of the campus community. The authority to recognize student organizations on behalf of Boise State University resides with the vice president for Student Affairs. However, this authority is delegated to the director and staff of the Student Involvement & Leadership Center. A mandatory, annual registration process for all student organizations allows them to exist as groups and have access to all the privileges afforded to them by the university. The Student Involvement & Leadership Center acknowledges several levels of recognition:

Active: A student organization maintaining an Active status is fully registered with the Student Involvement & Leadership Center. This status is contingent upon meeting all required recognition policies and procedures.

Inactive: A student organization with Inactive status is fully registered with the Student Involvement & Leadership

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Center, but the organization has in some way failed to meet registration requirements or follow procedures and guidelines.

Loss of University Recognition: When a student organization fails to meet or maintain registration requirements or follow procedures and guidelines, the student organization will lose its recognition from the university and all rights granted to it through Active status.

Withdrawal of University Recognition: Any student organization voluntarily choosing to deactivate its status may withdraw its recognition from the university. Contact the Student Involvement & Leadership Center for assistance in deactivating your group.

Rights and Privileges After completing the registration process, all student organizations recognized by the university will be granted the following rights and privileges to:

Get free leadership consultations and attend workshops sponsored by the Student Involvement & Leadership Center.

Participate in Student Organization Fairs, coordinated once each semester by the Student Involvement & Leadership Center.

Check-out laptops, digital projectors, and video cameras at no cost from the Student Involvement & Leadership Center.

Use paper, paint, and office supplies in the “Poster Island” located in the Student Involvement and Leadership Center (2nd floor of the Student Union Building).

Print 200 black and white photocopies each semester for free from the copy machine in the Student Involvement & Leadership Center

Reserve meeting rooms and marketing spaces for free in the Student Union Building.

Order catering at reduced fees through Boise State University Dining Services.

Reserve audio/visual equipment at reduced fees through Boise State University Conference Services.

Promote programs/events and post advertising materials on campus.

Receive student organization support services from the Student Involvement & Leadership Center and other campus resources.

Annual Registration for Student Organizations Active student organizations recognized by the university must renew their registration with the university by 5:00 p.m. on September 30, 2011. Failure to register by the deadline will automatically result in a change from Active to Inactive status.

Steps for Annual Registration To retain recognition from the university, student organizations must do the following during the registration period every fall semester:

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Log-in to OrgSync and update or create your student organization’s account profile. Each officer in the organization should create individual OrgSync profiles and designate themselves as officers of their organization.

Through OrgSync, each officer should submit a completed Officer Agreement Form.

Identify and maintain an organization advisor who is a Boise State University faculty or staff member. All advisors must be approved by the Student Involvement & Leadership Center.

Through OrgSync, submit a completed Advisor Agreement Form.

Two officers must take an online student organization policy quiz and pass with 100% accuracy. This quiz can be taken at any time and from any computer. It is recommended that the two officers who take the quiz be the President (or other Primary Officer) and Treasurer (or other Financial Officer).

Attend a fall orientation workshop for student organizations. Every organization must have at least two (2) officers attend a session. Sessions are held multiple times a week during the month of September. Club sports do not need to attend an orientation with the Student Involvement & Leadership Center. For information about attending a meeting at Campus Recreation, click on Club Sports or call (208) 426-2447.

In addition to the above requirements, social sororities and fraternities must also:

Submit a certificate of insurance demonstrating that the chapter is fully insured with liability coverage. The certificate must include “Boise State University and the state of Idaho” as additional insured.

Adhere to the Sorority and Fraternity Life of Boise State University Relationship Statement.

Be in good standing with Boise State University’s expectations of all sorority and fraternity chapters as demonstrated by written authorization from the Student Involvement & Leadership Center confirming completion of all requirements in the previous academic year.

Governing Documents

All student organizations recognized by the university are required to have some form of governing document: a constitution, a statement of purpose, or other descriptive documents.

Organizations wanting to revise their constitutions or other governing documents must submit them for review and approval to the Student Involvement & Leadership Center. Constitutions for student organizations must include:

The full name of the organization.

The stated purpose and/or mission of the organization.

A nondiscrimination clause consistent with that of the university and prohibiting discrimination on the basis of age, race, color, religion, sex, national origin, ancestry,

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disability, veteran status, political affiliation, and sexual orientation.

A definition of the organization’s membership that is consistent with the Student Involvement & Leadership Center’s policies for recognized student organizations.

An outline of all officer positions and their responsibilities.

A provision for the election and removal of officers.

A provision for the selection and removal of the advisor(s).

A provision for decision-making/voting processes.

A provision for amending the constitution that is inclusive of the membership.

Governing documents, such as by-laws or codes, for student agencies must include the following:

The full name of the organization.

The stated purpose and/or mission of organization.

A nondiscrimination clause consistent with that of the university and prohibiting discrimination on the basis of age, race, color, religion, sex, national origin, ancestry, disability, veteran status, political affiliation, and sexual orientation.

A definition of the organization’s membership that is consistent with the Student Involvement & Leadership Center’s policies for recognized student organizations.

An outline of all officer positions and their responsibilities.

A provision for decision-making/voting processes.

A provision for amending the governing document that is inclusive of the membership.

Membership Requirements Membership requirements vary between different types of organizations recognized by the university. Please read the following for the requirements for your organization. Membership Requirements for Student Organizations:

Student organizations must have at least three (3) Boise State University students as members.

At least 51% of the organization’s membership must be currently enrolled Boise State University students. Some student organizations may further define and limit their membership based upon nondiscriminatory practices. Examples of further limitations include restrictions permitted under Title IX, limiting membership to Boise State University students, or appropriate grade point average requirements for honor societies.

Non-Boise State University students may join a student organization as non-voting members at the discretion of the organization. Student organizations may not discriminate against nonstudent members in a manner prohibited by law.

Personal beliefs or viewpoint specific beliefs may not be used as criteria for membership or for eligibility to hold an officer position within the student organization, except that

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officers may be limited to students who share the beliefs, values and purposes of the organization.

Only currently enrolled Boise State University students may serve as officers.

To serve as an officer (other than president or similar position) of an organization, students must have and maintain a cumulative 2.0 grade point average and carry a minimum of three (3) credits.

The president (or similar position) must be a full fee-paying student at Boise State University and maintain a cumulative 2.0 grade point average.

The organization must have a president (or similar role) and treasurer/financial officer.

All current organization officers must have accounts set up through OrgSync.

Membership Requirements for the Club Sports Council:

All officers of the Club Sport Council must be full fee-paying students of Boise State University.

All voting members of the Club Sport Council must be fee-paying undergraduate or graduate students of Boise State University, carry a minimum of three (3) credit hours, and shall be current in the payment of dues as specified by the bylaws, officers and membership of individual Club Sports of which they are members.

All members of the Club Sport Council must abide by the provisions of the constitution and bylaws of the organization.

Boise State University faculty, staff and community members may be associate members of the Club Sport Council, but may not vote or hold office.

Membership Requirements for Club Sports:

The Club Sport must be recognized by one of the following organizations: the National High School Federation, the NCAA, or the Olympic committee and must have a national governing body.

The Club Sport must have a minimum of full-time students as officers.

All Club Sports must have representation at a Campus Recreation “Get Organized” meeting; a “Wrap Up” meeting; and at Club Sports Council meetings.

The entire membership of the Club Sport must be members of Campus Recreation.

All Club Sports must perform two philanthropy projects not associated with their sport.

All members of the Club Sport must have medical insurance.

All members of the Club Sport must submit emergency contact information on an “Emergency Card” to Campus Recreation.

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All Club Sport members must sign and submit a “Release of Liability” form to Campus Recreation.

Social Sororities and Fraternities Membership Requirements: Membership requirements are the same as the requirements student organizations, but also include:

Active membership in a Social Sorority or Fraternity is limited to current Boise State students.

Memberships for Student Agencies:

Student Agencies have different membership requirements. Some groups undergo an interview process while other groups undergo an appointing or voting process. Please review the guiding documents for your organization’s membership requirements.

Only Boise State University students may be members of these student organizations.

Personal beliefs or viewpoint specific beliefs may not be used as criteria for membership or for eligibility to hold an officer position, except that officers may be limited to students who share the beliefs, values and purposes of the organization.

Advisor Requirements Student organizations recognized by the university are asked to have an advisor who is a member of Boise State University faculty or staff. When asked to be an advisor, faculty or staff should speak with their supervisors about the time commitments involved with providing this role for student organizations. It is possible for a

faculty or staff member to advise more than one organization, however, advisors should strongly consider their own balance by taking on these additional responsibilities and whether this will impact their ability to provide good advising to their organizations. The following are requirements and guidelines for organizations in identifying advisors:

Advisors for student organizations must be actively employed and working at Boise State University during the time of their service as an advisor.

Student organizations may have more than one advisor.

Community members or students cannot serve as student organization advisors.

Advisors for student organizations must be approved by the Student Involvement & Leadership Center.

Advisors for Club Sports must be approved by Campus Recreation and the Student Involvement & Leadership Center.

Advisors for Social Sororities and Fraternities must be approved by the Student Involvement & Leadership Center.

Student agencies (ASBSU, VSB, SPB, University Pulse, and The Arbiter) will be assigned an advisor(s) by the Boise State University vice president for Student Affairs, or designee.

Advisor(s) for Club Sports and student organizations may be removed from office by the internal processes established

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in the constitution or other governing documents of the specific student organization.

Advisors may not sign contracts or agreements on behalf of the university for their student organization.

Change from Active to Inactive Status In some situations, it may be necessary for the Student Involvement & Leadership Center to change the status of a recognized student organization from Active to Inactive. The following examples are situations in which a status change to Inactive would occur:

Student organization account is in deficit for more than 30 calendar days.

Failure to update officer information during a registration period.

Failure to successfully complete the annual registration process.

Failure to adhere to Boise State University policies and procedures.

Failure to adhere to Student Organization policies and procedures.

Loss of an advisor/inability to replace an advisor. If an organization’s status is changed to Inactive, the group is immediately notified of the change by the Student Involvement & Leadership Center and told what it needs to do to regain Active status. Student Involvement staff are always available to answer questions about a status change.

Loss of University Recognition In some situations, it may also be necessary for the Student Involvement & Leadership Center to remove recognition from a student organization. The following are examples of situations in which an organization might lose its university recognition:

Continuous Inactive status.

Hazing (as defined in the Boise State University Student Code of Conduct).

Discriminatory practices.

Violations of Boise State University policies or procedures as determined by the Student Involvement & Leadership Center staff.

Violations of local, state or federal laws.

Changes to the constitution or governing documents that are in violation of student organization policies, Boise State University policies and procedures, or local, state or federal laws.

Starting a Student Organization New student organizations may form anytime during the academic year. A student must first submit an Intent to Organize form to the Student Involvement & Leadership Center. Someone will contact the student to schedule an appointment. Please note:

Only one (1) student is necessary to hold a new student organization meeting.

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A minimum of three (3) students is required for an organization to gain recognition.

Following the initial meeting, students starting the organization should create and submit a constitution to the Student Involvement & Leadership Center. Download a Sample/Template Constitution here. This template has the articles required in your constitution and will be discussed in a meeting at the Student Involvement and Leadership Center. Please read “Governing Documents” on page seven of this Handbook for requirements. Groups intending to be recognized are granted temporary marketing/advertising privileges, which include:

Reserving a marketing booth or table in the Student Union Building up to three (3) times; reserving a meeting room in the Student Union Building through Boise State University Conference Services up to three (3) times; using the university’s poster route through the Information Desk; and using the Student Organization Poster Island to make advertising materials.

Students with temporary marketing/advertising privileges seeking to start a new student organization may not host events, activities or programs; use the name “Boise State University;” do any fundraising or receive any donations; use Boise State University motor pool vehicles; or use bulk mail permits.

Before gaining recognition, a student organization must have an advisor who is currently a Boise State University faculty or staff member. Please read “Advisor Requirements” section of this Handbook for more details.

Students creating the organization must set up OrgSync accounts for themselves and follow the steps within OrgSync to create their organization. An Officer Agreement form and an Advisor Agreement form must be completed and returned to the Student Involvement & Leadership Center. When all the necessary processes have been completed, a staff member will review your request for recognition. If the constitution or other registration materials need revision, you will be notified. You will then need to make the changes and resubmit the materials. Once the requirements are met, the student organization will be recognized and will gain access to all the privileges afforded to them by the university. Students will receive written notification from the Student Involvement and Leadership staff, as well as advice about how to proceed next.

Starting a Social Sorority or Fraternity To start a new sorority or fraternity chapter, you must first meet with the Sorority and Fraternity Coordinator in the Student Involvement & Leadership Center. The following steps are required:

All new or returning chapters must be affiliated with the NALFO, NIC, NPC or NPHC umbrella organizations unless approved by the associate director of Sorority and Fraternity Life in the Student Involvement & Leadership Center.

All new or returning chapters must have a national affiliation.

The organization must be registered as a recognized group through the Student Involvement & Leadership Center.

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The IFC, CPC and/or the associate director of Sorority and Fraternity Life in the Student Involvement & Leadership Center must give approval.

Each specific sorority or fraternity must fully follow the process and meet the criteria for beginning a chapter.

An alumni advisory board must be in place before beginning the process to form an undergraduate chapter.

Starting a Club Sport For students wishing to start a new club sport at Boise State University, the proposed sport must have a national recognized governing body and must be recognized by the National High School Federation, the National Collegiate Athletic Association or the Olympic Federation. In addition, the sport must be distinct from any other current club sport already recognized at Boise State University.

If the proposed club sport meets the criteria above, the student(s) must submit a request to start a club sport online at rec.boisestate.edu/clubsports during the first four weeks of fall or spring semester. This is the only time club sports may be considered for recognition.

Registrar Query Requests The following are steps for requesting information from the Registrar for use on campus or on behalf of your affiliated organization’s national headquarters: Submit your request for a Registrar Query with the Student Involvement & Leadership Center. Your request should be emailed to studentorg@boisestate.edu and should include the following:

o Name of student organization and contact information for submitter

o Purpose of the request o Data Request Criteria

Type of Data Requested (ex. Student ID Number, Mailing Address, Boise State University Email Address, Major, Minor, GPA, Class Level, Credits Earned)

After your request is reviewed for completeness, the Student Involvement & Leadership Center will place your query request with the Office of the Registrar and contact you when it is prepared.

The query will be provided to your organization’s faculty or staff advisor. The information contained within the report will be confidential and can only be used for the approved purpose of the query request itself.

If your organization wishes to use the query results to send invitations to students who could be potential new members, you may do so internally on campus. Your organization will be responsible for all expenses associated with a mass mailing, including envelopes, printing and postage. Student organizations may not use Boise State University letterhead.

Registrar query results may not be shared with any off-campus entity, including affiliated national organizations of student chapters at Boise State. If your national headquarters has a letter to be disseminated to the students identified in your query the student chapter will be responsible for mailing it to students. Sharing student data with third parties may be a breach of federal and state laws and/or university policy. If you are asked to share

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student data with any party outside of Boise State University, please contact the Student Involvement & Leadership Center.

Section II. Using Your Student Organization Account

Accessing Funds in a Student Organization Account All student organizations on campus are given accounts within the university to keep their funds. To access the funds in your organization’s account, your group needs approval before making any purchases or payments. To get going, fill out and submit an Expense Request form, available in the Forms section of the Student Involvement & Leadership Center’s website or available via OrgSync when you are logged-in. Any organization purchase requires pre-approval before any funds can be spent, even if you want to be reimbursed for the expenses. Preapprovals and Timelines Preapproval ensures that club funds can be used to pay for the items or service. Orders and purchases may not be made without preapproval; doing so makes the person who made the purchase or order directly responsible for payment, and not the university.

To get preapproval, an officer of the student organization needs to complete and submit an Expense Request Form online to the Student Involvement & Leadership Center at least one week in advance of the time purchases need to be made. It’s strongly advised that the following purchase types — travel, gifts/awards/prizes, promotional items, clothing (of any type), purchases that involve contracts — be submitted for review at least four (4) weeks in advance because purchases cannot be made

without preapproval and these kinds of purchases may require more follow-up documentation and take more time to process. Rush handling and express shipping fees are not allowed. Buying Promotional Items with Boise State Text or Graphics

Graphics and text must be reviewed for compliance through the Student Involvement and Leadership Center and Trademarks and Licensing prior to any order being placed. Approved purchase orders must be created before an order may be placed. Only certain vendors are licensed for creating items for resale. These vendors will be provided to the student organization on the approved expense request.

Clothing Purchases (of any type)

All clothing must be purchased with a preapproved purchase order. Policy for promotional items applies to clothing with graphics and text.

Contracts (including, but not limited to, speakers, artists, builders and individuals)

Professional staff in the Student Involvement and Leadership Center must create and sign contracts for student organizations. Students and advisors do not have authority to create and sign contractual agreements. Several documents must be submitted by specific timelines to ensure payment to an independent contractor. Contracts for services will not be created, nor is the university liable for payment of services that have occurred without a university contract in place.

The following list comprises on-campus services for which Expense Requests need to be submitted at least one (1) week in advance.

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However, it’s strongly advised to always plan well in advance because many of these services are subject to availability. These include, but are not limited to, internal purchases made on and off campus:

Copy Central

Print Shop

Motor Pool

SUB Conference Services

Facility Maintenance & Operations

Parking & Transportation

University Dining Services

OfficeMax

The Preapproval Process for Purchases To start the preapproval process, an officer should submit a

completed Expense Request Form online to the Student Involvement & Leadership Center one (1) or more weeks in advance of the time the student organization would like the payment or purchase to be made. The form is located on the Student Involvement & Leadership Center’s website and available via OrgSync. Before filling out the form, the officer should research the following:

What is being purchased: An order may not be made without an approval for the purchase.

Why it is being purchased: Detailed information is required. This is the stated business purpose for the purchase. For more information on what the university defines as a “business purpose,” contact the Student Involvement & Leadership Center.

If the purchase will be given to someone else (as in the case of a gift or an honorarium) and a description of who will receive the item (listed by name and, if applicable, student ID#). All recipients will be required to sign either a Gift/Award Form for non-employees or an Employee Gift Award Form for employees of Boise State University (including staff, faculty, and students).

The quantity and estimated cost of the item(s) your student organization would like to purchase.

Estimate of processing costs (such as any setup fees) and shipping costs. Expedited shipping costs and rush fees will not be paid by the university and should not be incurred.

If the purchase is for a gift or award, detailed information on how the purchase relates to your event or student organization is required.

Any graphics and text that are part of a purchase (e.g. a T-shirt promoting the student organization) must be attached and submitted with the request. Not attaching this information will slow the approval and ordering process.

Please keep in mind that any request for purchases or payments by student organizations must be sent to various offices on campus for approval. Plan in advance for these types of requests.

All reimbursements must be preapproved. If you have questions about the status of a submitted Expense Request Form, call the Student Involvement & Leadership Center at (208) 426-1223. You will also be able to check for yourself if your

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Expense Request is approved or pending approval via OrgSync if you are logged-in to your account.

Submitting Preapproval Forms Online Submitting your Expense Requests online is easy. Simply access the form via the Student Involvement & Leadership Center’s website or via OrgSync. If you have questions about accessing the forms or using OrgSync, feel free to contact the Student Involvement & Leadership Center at (208) 426-1223 or by stopping in our offices on the 2nd floor of the Student Union. Off-Campus Bank Accounts Boise State University does not allow student organizations to maintain off-campus bank accounts. Only social sororities and fraternities, based on the unique nature and their affiliations to national organizations, are allowed the ability to maintain off-campus bank accounts. Charges for Conference Services All charges related to Boise State University Conference Services (such as: audio/visual equipment, personnel, flipcharts, extended hours, security for events) are charged directly to the student organization’s account unless specific arrangements are made at the time of the reservation with Conference Services for direct billing to another entity. A copy of the charges for the student organization will be sent to the student organization’s mailbox. A copy of the charges must be submitted to the Student Involvement & Leadership Center within two (2) business days of receiving the charge. It’s important for student organization members to verify the balance in their organization’s account prior to charging any reservations and catering. Insufficient funds in a student organization’s account may result in a change from Active to Inactive status. If an entity other

than the student organization is paying for the invoice, that entity must submit a check to your organization to be deposited into the organization’s account for payment before the event occurs and a cosponsorship form must be completed for the event. Purchasing Food on Campus Boise State University has an exclusive food contract with University Dining Services. If your student organization purchases food through Dining Services, the bill will not be directly charged to the organization’s account. Instead, the following paperwork must be submitted to the Student Involvement & Leadership Center:

Expense Request Form – Approval from two officers in your organization is required on an expense request. If a purchase is over $1,500.00, approval is also required from your organization’s advisor. Additionally, food/entertainment expense information must be completed in detail, along with a clear business purpose stating the why, when, where, who, what and how the event is related to the mission of the organization. Detail is required.

Provide a roster of attendees, and in the case of large events, rosters of attendees are still required by the university, especially if your event is an induction or dinner where an RSVP is required. If you’re unable to provide this information, the number of attendees and a formal memo explaining why a roster was not kept must be submitted no later than three (3) business days following your event or meeting.

A copy of a meeting agenda/event flyer-promo/invitation from your organization. This must be submitted no later

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than three (3) business days following your event or meeting.

Paperwork should be submitted to the Student Involvement & Leadership Center and approved before your organization can place an order with University Dining Services. When placing an order, you must also submit a copy of the approved request. Invoices for Dining Services must be paid within 30 days after the date the food is delivered. Please remember: it takes up to three (3) weeks for the university to process payment documentation and to “cut a check” once paperwork has been submitted. This counts as

part of the 30 days. Outstanding invoices over 30 days are subject to re-invoicing, per the state contract with Aramark, will be re-invoiced with no discounts, plus extra processing fees and interest. Outstanding invoices may also result in the loss of catering privileges and in the student organization’s status being changed from Active to Inactive. Purchasing Food Off Of Campus When purchasing meals for members of your student organization in the state of Idaho, students must stay within state of Idaho per diem, spending no more than $30 per day, per student. The per diem for meals varies between states in the U.S. and your organization may be able to spend more than $30 per day, per student depending on where the travel takes place outside of Idaho. Following is the breakdown of how the state of Idaho $30 per diem works for each meal of the day:

Breakfast: $7.50 (before 11:00 a.m.) 25% of $30

Lunch: $10.50 (between 11:00 a.m. and 5:00 p.m.) 35% of $30

Dinner: $16.50 (after 5:00 p.m.) 55% of $30

These allowed meal expenditures include gratuity. State of Idaho policy does not allow for gratuity in excess of 18 percent. The entire expense of a meal should be all-inclusive to the allowed per diem. (eg., $7.50 includes your breakfast entrée, beverage and gratuity). The following paperwork must be submitted to the Student Involvement & Leadership Center to pay for off-campus food:

Expense Request Form - Approval from two officers in your organization is required on an expense request. If a purchase is over $1,500.00, approval is also required from your organization’s advisor. Additionally, food/entertainment expense information must be completed in detail, along with a clear business purpose stating the why, when, where, who, what and how the event is related to the mission of the organization. Detail is required.

Provide a roster of attendees (including full names and affiliation to the organization), and in the case of large events, rosters of attendees are still required by the university, especially if your event is an induction or dinner where an RSVP is required. If you are unable to provide this information, the number of attendees and a formal memo explaining why a roster was not kept must be submitted no later than three (3) business days following your event or meeting.

A copy of a meeting agenda/event flyer-promo/invitation from your organization. This must be submitted no later than three (3) business days following your event or meeting.

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Original itemized receipt, and credit card receipt or a copy of the front and back of the canceled check.

Bringing Non-University Dining Services Food onto Campus for a Meeting or Event Occasionally, your student organization may want to purchase food off of campus and then bring it to campus for a meeting. To do so, complete these steps:

A Catering Exemption Request Form must be completed, submitted, and approved by University Dining Services before the student organization can proceed. This form is located online through the Student Involvement & Leadership Center’s website.

If approved, an organization may only bring up to $50 worth of food to campus.

Food may be brought to campus for regularly scheduled club meetings only (not for events). The meeting may not be open to the public and only members may attend.

Food may not be delivered to campus by a vendor (e.g., pizza cannot be delivered to the organization on campus).

The Student Involvement and Leadership Center will not accept submitted reimbursements that do not have approved catering exemptions attached to them for payment.

Gifts, Awards, Prizes and Promotional Items According to the Internal Revenue Service (IRS), any kind of award, memento, presentation/recognition item, door prize, gift, gift certificates or cash gift may be taxable when given to any person

(including students, Boise State University employees or community members). Even if an item is donated to your student organization to give away, a person may still be taxed on it if she/he has accumulated $600 or more in such prizes in a given year from a single source. For example, a student organization may give a person a $20 T-shirt, but if that person has collected $580 in other prizes from other departments at Boise State University, she/he will be taxed. The IRS makes no distinction between sub units of the university — anything at Boise State University is considered one source. For a student organization to use its funds to purchase such items, two requirements must be met:

Business Purpose Requirement: A clear business purpose

must be provided for the award. A section on the Expense Request Form is provided for this information. Details are required.

Meaningful Presentation: The award must be given as part of a meaningful presentation. Frequently, an award is presented or announced at an event. You will provide this information by completing an Expense Request Form. Every effort should be made by the student organization to avoid the appearance of personal gift giving or favoritism.

If the student organization is hosting an event and providing gifts, awards or promotional items as a part of the event (such as door prizes or giveaways), the students, faculty/staff advisor(s), and family members affiliated with the organizing group are not eligible to win.

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Any Boise State University student is eligible to win a prize, if offered, at a Student Affairs function as long as she/he meets the following criteria:

All financial prize paperwork has been completed, including

all tax documentation and additional paperwork required

for international students.

The individual is a current student, staff or faculty member

at Boise State University.

The individual does not have any affiliation whatsoever with

the Boise State student organization sponsoring the

event/function.

The individual does not have any affiliation with any other

Boise State student organization under the supervision of

the assistant vice president of Student Affairs.

The individual does not have any immediate family

members who are affiliated with the Boise State student

organization sponsoring the event/function.

The individual does not have any immediate family

members who are affiliated with any other Boise State

organization under the supervision of the assistant vice

president of Student Affairs.

Paying For Gifts, Awards and Promotions Once your student organization is preapproved to purchase and give a gift, award or promotional item, the Student Involvement &

Leadership Center will assist with the actual purchase. Depending on the cost, number of items being purchased and other factors, they can help with processing reimbursements; requesting a Purchase Order; or obtaining an invoice directly from the vendor. Student organizations will also need additional preapproval to purchase a gift, award or promotional item at the Boise State University Bookstore. Submit the approved Expense Request Form and attach any other necessary paperwork. After review, a copy of the additional approval will be given to the organization. A copy of this form is required to make Bookstore purchases. The Payment Process Once request to purchase a gift, award or promotional item is approved, the following documents must be submitted to the Student Involvement & Leadership Center before payment will be made.

Expense Request Form - Approval from two officers in your organization is required on an expense request. If a purchase is over $1,500.00, approval is also required from your organization’s advisor. Additionally, food/entertainment expense information must be completed in detail, along with a clear business purpose stating the why, when, where, who, what and how the event is related to the mission of the organization. Detail is required.

Original itemized receipt(s); credit card slip(s); invoice(s); order form (copies won’t be accepted).

Meeting Agenda/Event Flyer-Promo/Invitation: the business purpose must be clear and concise. Detail is required.

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Gift/Award for non-employees for each recipient. Exception to completing this form is made for bulk promotional items.

Giving Gifts to Boise State University Employees and Nonresident Aliens Restrictions on purchasing gifts for Boise State employees: Gifts to state employees are income taxable to that employee, and there is a limit on the amount an employee can receive within the total time of employment with the state. Taxable gifts, awards, or incentives given to nonresident aliens are subject to 30 percent withholding and will be reported on a 1042-S by the Boise State Administrative Accounting Department. Showing Movies If your student organization would like to do a public performance of a movie on or off-campus, a license may need to be purchased in order to have rights to show the film. Contact the Student Involvement & Leadership Center for assistance purchasing film showing rights. Albertsons Library on campus also has a set of movie titles available for which the university has already paid the rights to be able to show. Further information on what constitutes a public performance of a movie can be found online here.

Depositing Funds into Your Student Organization Account To deposit funds into your student organization account, please follow these steps:

Write checks to Boise State University (include organization name on the memo line).

Request deposit bags and deposit slips at the Information Desk. The organization completes the deposit slip and seals

the money and receipt in the bag. Sealed bags are then slipped into the drop safe located in the small lounge between the Information Desk and Campus ID. If you need assistance to the drop safe, ask at the Information Desk.

Checks must be endorsed by writing the organization department ID (the student organization or group account number) on the back of the check where the signature endorsement would normally appear (top edge of check). This is the responsibility of the student organization. Make sure all checks are properly prepared before dropping them into the safe.

Do not endorse (sign a name) the back of the check unless the check is made out to you and you are signing the check over for deposit to the organization’s account.

Information is needed in the comment box when filling out the deposit slip information, such as “fundraiser T-shirt sales” or “membership dues.” This information is helpful in tracking activity on student organization accounts.

If a donation is made to your organization and the donor requests a formal tax receipt, your group should consider opening an account with the Boise State University Foundation. For more information on how to do this, see the section in this handbook regarding opening an account with the Foundation. Checks made to the Boise State Foundation are subject to the forms and policies of the Foundation. Student organizations are responsible for submitting checks made out to the Foundation at:

Boise State University Foundation 2225 University Drive

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Boise, Idaho 83706

DO NOT deposit checks written to the Boise State University Foundation in the drop safe by the Information Desk in the Student Union Building. These checks will be returned to your student organization.

Cash Boxes Any student organization recognized by the university may use a cash box for making change at an event. Cash box requests must be submitted at least two (2) business days (48 hours) before the date the boxes are needed. Requests submitted less than two business days prior to the desired pick-up date may not be approved, and requests for fundraisers not preapproved will be denied. To request a Cash Box, please complete the Fundraiser Request Form via the Student Involvement & Leadership Center’s website or through OrgSync. This form will let Student Involvement know the details or your fundraiser or event as well as give you the opportunity to request a cash box with the amount you will need. When approved, your student organization can check out an empty cash box at the Information Desk in the Student Union Building. Please note that a signature by the club or department will be required for checkout. Money requested for the cash box will be sealed in a separate deposit bag and must be requested from the Union Manager Vault at the Information Desk. When returning money, all of it will be deposited according to the deposit procedures in the previous section. Do not leave money in the box when returning it to the Information Desk. Sealed deposit bags contain:

Cash box request with denomination

Deposit bag for return/deposit

Deposit slip

Change fund money requested

When you are returning your change fund, cash box and deposit, please follow these steps:

Change fund, deposit, cash box request, and top copy of

deposit slip are to be placed inside the deposit bag and

sealed.

Slip deposit bag in drop safe.

If returned during Information Desk hours, give the empty

cash box to a staff member.

Empty cash boxes returned after hours should be left on the

counter inside the door next to the drop safe. Information

Desk staff will then check the empty box in the following

morning.

Social Sororities and Fraternities Requesting Leadership Funds A recognized chapter in good standing with the IFC, CPC and/or the Student Involvement & Leadership Center, according to the Relationship Statement, may request funds from the Student Involvement & Leadership Center for personal development and community/chapter development. Only a chapter president may request funds. In writing, she/he must submit the request to Sorority and Fraternity Coordinator no less than six weeks (6) before the funds are needed. Questions the chapter president should consider:

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What is the specific program being offered?

What is the schedule/agenda of the program?

How many students will attend?

How will the program benefit the chapter and the sorority/fraternity community?

What are the projected costs for the entire amount being requested?

Special consideration will be given for national/international annual or biannual meetings, conferences and conclaves. Please note that any requests involving travel will also need to go through the student organization travel approval process and timeline.

Section III. Fundraising, Donations and Raffles

Fundraising The term “fundraising” in this policy refers to recognized student organizations that intend to raise additional funds through the solicitation of donations (funds and/or items), charge admission, or sell products or services. Fundraising may be for the benefit of student organizations themselves or for charitable groups. If you fundraise for charity:

Money cannot be deposited in your student organization account.

Money must go directly to the charity.

Any checks must be made out to the charity.

Before a student organization plans any kind of activity to raise money, the organization is required to complete a Fundraiser Request Form. Submit this form to the Student Involvement & Leadership Center at least one (1) week prior to the day of the

fundraiser if there will be resale items or expenses involved. You can find the form on the Student Involvement & Leadership Center’s website or access it through OrgSync. The organization will be notified of approval. If a fundraiser is not approved, the student organization will not be allowed to hold the fundraiser. An application must be completed and approved for each fundraiser, unless the event is for the same activity on a regular basis. For example, if the organization plans to sell items every Tuesday at a marketing booth only one application is necessary. For multi-day fundraising, the organization will need to supply an end date.

Additional Approval Be aware that fundraisers held in or around athletic facilities, residence halls or apartment facilities may require additional approval from the Intercollegiate Athletics Office or University Housing. Fundraisers that involve selling items must receive additional approval from the Bookstore or University Dining Services. Note: Homemade food items may not be sold as a fundraiser. Other prepackaged food items cannot be sold on campus without approval from University Dining Services. To seek approval, complete a Catering Exemption Request Form, available online through the Student Involvement & Leadership Center.

Donations Overview Cash and noncash donations can be accepted by student organizations if those donations meet specific criteria. Organizations may only solicit tax-deductible donations that will contribute to the mission of the university — in other words, each event or activity

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must have an educational, research, cultural or public service purpose. In addition:

Donations must be used in accordance with the purpose for which they were collected.

All donations made via check will be processed through the Boise State University Foundation.

Cash donations will be deposited into the appropriate account.

Donations of goods and/or services will be handled according to monetary value.

$100 or less will go through the Student Involvement and Leadership Center and can be deposited into your student organization account through the regular steps you would follow to deposit funds.

$100 or more will go through the Boise State University Foundation and should be deposited into a Boise State Foundation account set up by your organization.

Deposit Procedures for Donations

Donations in the form of a check should be submitted directly to the Boise State Foundation.

Cash donations should be deposited using standard deposit procedure for organization accounts.

For noncash donations with a monetary value of $100 or less, contact the Student Involvement and Leadership Center to get a donation receipt (which will be used for write-off purposes).

Noncash donations with a monetary value of more than $100 will need to be routed to the Boise State University Foundation.

For More Information Contact the Student Involvement and Leadership Center at (208) 426-1223.

Boise State University Foundation Accounts The Boise State University Foundation can help a student organization set up a special Foundation account. If an account is established, the organization must provide the account information to the Student Involvement & Leadership Center within one (1) week. The business or individual must give the donation to the Foundation, not the club itself. A Foundation deposit form for student clubs is required along with the funds (see “Deposits,” Section II, page 20). The Foundation will provide the business or individual with a tax-deductible receipt, and the donation will be deposited into the Foundation account for the student organization. Funds will not be transferred to the student

organization’s account until a Foundation Check Request Form with an authorized signature from the organization is submitted to the Foundation. This form is available through the Foundation.

Selling Merchandise on Campus If your organization wants to sell books or other items on campus, you must fill out a Fundraiser Request Form and attach a list of all items to be sold. If your organization has an event with a performer/artist who would like to sell merchandise (such as CDs, posters, clothing) please also provide a Fundraiser Request form with a list of items. The list of items must include details of the general merchandise (e.g., if selling T-shirts, the list should describe any wording that will appear on the T-shirt). If books will be sold, an ISBN must be included on the form.

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If an organization wishes to sell items that include the Boise State University name, the student organization must use a licensed vendor from the university. The Fundraiser Request Form and a list of items being sold must be submitted to the Student Involvement & Leadership Center at least one (1) week prior to the date of the proposed fundraiser.

Raffles Raffles may not be held by student organizations recognized by the university, because Boise State University Finance & Administration has placed a campus-wide moratorium on raffles while it revises its raffle policies. A raffle is defined as a game in which a prize is won by random drawing of a name or number of one (1) or more persons purchasing chances (e.g., selling tickets for a chance to win a TV). Raffles are considered gambling in the state of Idaho and a $10,000 per incident fine may be assessed by the state of Idaho to a student organization that holds a raffle. Any organization that holds a raffle will risk a change in status from Active to Inactive, and there may be other consequences, such as undergoing the student conduct process.

Trademarks and Licensing Student organizations recognized by the university must abide by Boise State’s Trademarks and Licensing policy, as outlined by the Office of General Counsel. Please review this policy for important details about the appropriate use of trademarks at Boise State University. Approval for student organizations to use university trademarks in any way, including, but not limited to, using trademarks on printed materials, T-shirts, or websites, must be sought by first contacting the Student Involvement & Leadership Center. Use of any university

trademark without preapproval is a violation of university policy. Student organizations that do not obtain prior approval will face a change in status from Active to Inactive. In addition, reimbursement requests for purchases with unapproved trademarks will not be satisfied. If approval is obtained, any T-shirts or materials other than printed materials, whether for sale or not, must be made by licensed vendors. Copyrighted Materials: Student organizations may not sell or distribute copyrighted materials. For example, copying music onto a CD and selling it for a fundraiser is prohibited.

Section IV. Planning Events

Advertising Events Student organizations often create promotional materials such as flyers, posters, handbills, newspaper ads, and banners, to advertise themselves or market an event or activity they are sponsoring or cosponsoring. If your organization creates promotional materials, before you can begin distributing them on or off-campus, they must be approved by the Student Involvement & Leadership Center. Please submit the Promotional Approval form via the Student Involvement Leadership Center website or OrgSync. Student organizations can submit an electronic copy of their promotions for approval to Student Involvement through the Promotion Approval Form available on the Student Involvement & Leadership Center’s website or via OrgSync. Your group will be notified in 48 hours or less about the approval of your promotions. Only recognized student organizations with Active status can distribute promotional materials on- or off-campus. What to Include on Promotions:

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The following information should be included on all marketing/advertising materials put out by a student organization, whether on- or off-campus.

Full name of the student organization (no acronyms or abbreviations)

Contact information (e.g., phone number, e-mail address, website)

Advertising in the Student Union Building Flyers, banners and other advertisements may not be hung on walls or other surfaces with the exception of community bulletin boards. Recognized student organizations do have many opportunities to promote events by working with staff from the Student Union Building and University Conference Services.

Poster Distribution The Information Desk in the Student Union Building will post flyers for recognized student organizations in various locations across campus. Poster distribution is free for student organizations and, when space is available, university departments. Its principle purpose is event advertisement and general information postings, not advocacy advertising. Bulletin boards are university-owned displays and are not considered public forums. Posters will only be accepted three (3) weeks prior to an event’s date. Posters for general information (e.g., advertising weekly club meetings) will only stay up three (3) weeks at any one time. The Information Desk cannot guarantee that all posters submitted (please bring 55 copies) will be displayed on every board across campus. Printed information must include the sponsoring organization’s full name, contact number, e-mail address or

website. Preapprovals for posters may take up to 24 hours from the time they are delivered. If approved, posters will be distributed on the campus Poster Route. The Student Involvement & Leadership Center reserves the right to decline any poster. For a list of Poster Route locations, contact the Information Desk.

Table Tent Promotions Table tents are small flyers tucked inside plastic stands and placed on tables throughout the Student Union Building. Flyers must be 6” vertical by 4” horizontal. Space may be reserved beginning August 1 for fall semester and December 1 for spring semester. Free-standing table tents and other promotional materials are not allowed on the tables. Table tents must include the full name of the organization, contact number, e-mail or website, and must be delivered to the Information Desk by 10:00 p.m. the Thursday prior to installation. You will need 90 table tents for the one-week-only display. To make reservations for table tents and for a list of locations, contact the Information Desk.

Marketing Booths/Marketing Tables Marketing booths across from the Information Desk and marketing tables near the atrium must be reserved in advance through University Conference Services. Marketing booths/tables can be reserved up to 15 days per semester; solicitation must occur only at the tables of both locations. Anyone setting up or occupying a booth or a table is expected to check in at the Information Desk and then notify the desk when departing for the day. Remember to leave the area free of all marketing materials when finished.

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Quad Space Quad space can be reserved through University Conference Services. For procedures to use the Quad for marketing/advertising, click on Conference Services and read “Outdoor Spaces.” Outdoor Kiosks Kiosk space can be reserved for hanging large banners through University Conference Services. Space can be reserved once a month, per group, depending upon availability. Two (2) weeks is the maximum time a reservation can be made for a single advertisement. Banners must:

Be 3’long x 9’wide with eight grommets, or 3’long x 4’ wide with two to six grommets.

Be printed on one side only.

Include the full name of the organization, contact number, e-mail or website.

Be made of water-repellant vinyl or canvas (other materials will not be accepted).

Banners must be delivered to the Information Desk by 5:00 p.m. the Thursday before the reservation begins. Pick up the banner the Tuesday after the reservation expires. The Information Desk is responsible for installing/removing banners. All other banners will be taken down.

Digital Kiosks Six digital kiosks are featured throughout the Student Union Building to provide information for students and visitors. The purpose of the kiosks is for promotions and marketing

of university services, events and activities, including those of recognized student organizations.

Request content for the digital kiosks two (2) weeks prior to the start date. Promotions will run for two (2) weeks and will begin Monday morning and run through Sunday evening. Requests are subject to approval by the Student Union Building staff. Once submission is approved, an e-mail confirmation will be sent to your student organization. For more details call (208) 426-4636 or click on Information Desk. To send a request for kiosk advertisement, click on infodeskpromo@boisestate.edu.

Cosponsoring Events From time-to-time student organizations wish to cosponsor an event or activity with another student organization, a university department, or an organization not affiliated with the university. Such cosponsorships can be great ways for organizations to achieve their goals by partnering with other groups that share their purpose and would like to offer assistance to put on an event or activity. For the cosponsorship to function effectively, it’s important for both parties to:

Have frequent and open communication

Be clear on the goals of the event

Share expectations for what they will contribute

Share expectations for what they hope to gain Approval for Cosponsorships To ensure that cosponsored events are healthy arrangements for all parties involved, the primary student organization sponsoring an event is asked to submit a Cosponsorship Agreement Form to the

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Student Involvement & Leadership Center for approval at least two (2) weeks prior to the event taking place. This form can be found and submitted on the Student Involvement & Leadership Center’s website or via OrgSync. Additional Notes about Cosponsorships A student organization must receive payment or “in-kind” support from third-party vendors and groups for the costs associated with the event that the organization receives for free (e.g., rental rates for rooms organizations reserve for free because of recognized student organization privileges). Proof of payment from a non-university group is required before the event takes place. Student organizations must take an active role in planning/producing a cosponsored event. This can be accomplished through officer participation, promoting the event, and being involved in the overall planning process. Cosponsored Events in the Student Union Conference Services within the Student Union does not recognize cosponsorship between non-university groups and student organizations, university departments, educational organizations or governmental agencies when the cosponsorship seeks to reduce applicable costs for facilities or services in the Student Union Building. Therefore, it is important for student organizations to partner with other organizations in cosponsorships in a way that is beneficial for the student organization or furthers the student organization’s mission. University programs supported by grants are not considered cosponsorships; however, if funding is received for meeting facilities through the grant, fees for facilities will be charged.

Risk Management

If a student organization event could potentially have an elevated amount of risk (such as a sporting activity or field trip), an officer of that organization should contact the Boise State University Office of Risk Management and Insurance. Risk Management can determine whether the organization will need security, insurance or liability waivers to reduce risk at the event. Boise State University only extends limited liability coverage to organizations, not to individual student organization officers or members.

Security Considerations for Events Marches, rallies or public demonstrations may require security. Security is also recommended for other events (eg., concerts or dances) that might need “crowd control.” The Student Involvement & Leadership Center cannot provide security itself, although the department can assist a student organization in finding security. Contact Student Involvement for assistance.

Insurance for Events Boise State University has limited insurance coverage for student organizations recognized by the university. All sanctioned events on campus sponsored by a student organization that are funded through a student organization account and supervised by a student organization advisor are covered by Idaho’s self-insured policy. In the case of off-campus events, if the event is not sponsored, funded or supervised by the university, recognized student organizations are required to obtain liability insurance prior to holding the event.

University employees who serve as advisors to student organizations and act within the course and scope of their duties are covered by Idaho State’s liability program at all events. Any non-employee authorized by the Student Involvement & Leadership Center as an “authorized volunteer” for the university is covered under the state insurance for liability and worker's compensation while operating in the course and scope of their assigned

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responsibilities. All volunteers must therefore complete an “Authorized Volunteer Service Agreement” and file it with the Student Involvement & Leadership Center in advance. Student Agency members, while working in the course and scope of furthering university business, are also covered by the state; however, student organization leaders may not be.

Alcohol at Events and Activities

The possession, sale, use or consumption of ALCOHOLIC BEVERAGES during a student organization event, in any situation sponsored or endorsed by the student organization, or at any event an observer would associate with the student organization, must be in compliance with any and all applicable laws of the state, province, county, city and Boise State University policy, and must comply with the Third Party Vendor Guidelines. No alcoholic beverages may be purchased through or with student organization funds nor may the purchase of same for members or guests be undertaken or coordinated by any member in the name of or on behalf of the student organization. The purchase or use of a bulk quantity or common source(s) of alcoholic beverage, for example, kegs or cases, is prohibited. OPEN PARTIES, meaning those with unrestricted access by non-members of the student organization, without specific invitation, where alcohol is present, are prohibited. No members, collectively or individually, shall purchase for, serve to, or sell alcoholic beverages to any minor (i.e., those under legal drinking age). The possession, sale or use of any ILLEGAL DRUGS or CONTROLLED SUBSTANCES while on University controlled property including University owned buildings, vehicles and/or grounds, or during a

student organization event or at any event that an observer would associate with the student organization is strictly prohibited. No student organization may co-sponsor an event with an alcohol distributor or tavern at which alcohol is given away, sold or otherwise provided to those present. This includes any event held in, at or on the property of a tavern as defined below for purposes of fundraising. However, a student organization may rent or use a room or area in a tavern as defined above for a closed event held within the provisions of this policy, including the use of Third Party Vendor Guidelines. An event at which alcohol is present may be conducted or co-sponsored with a charitable organization if the event is held within the provisions of this policy and the other provisions outlined in the Third Party Vendor Guidelines. No student organization may co-sponsor, co-finance or attend or participate in a function at which alcohol is purchased by any of the host student organizations or groups without also complying with Third Party Vendor Guidelines. All recruitment activities associated with any student organization will be non-alcoholic. No recruitment activities associated with any student organization may be held at or in conjunction with a tavern or alcohol distributor as defined in this policy. No member, associate, new member or novice shall permit, tolerate, encourage or participate in "high risk drinking” as defined below. Failure to abide by the provisions of this policy may result in the loss of recognition of a student organization as well as other disciplinary and/or legal procedures as appropriate. Hosting an Event

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Student organizations wishing to rent or use a room or area in a tavern or other venue for a closed event at which students may purchase alcohol from a third party vendor should contact the Student Involvement & Leadership Center for approval. A copy of the liability insurance for the third party vendor must be provided to Student Involvement prior to the event taking place. Definitions Alcohol Defined: Any liquor (distilled spirits), beer (fermented malt beverage) or wine containing ethyl alcohol. Tavern Defined: Any establishment generating more than half of annual gross sales from alcohol. Lower Risk Drinking can be defined as:

Being 21 or older.

Drinking only if you want to, not letting others dictate your choice.

Eating a meal before drinking.

Drinking no more than one drink per hour; maximum 1 for women, two for men. A drink is defined as 5 ounces of wine, 12 ounces of regular beer or 1.5 ounce of 80 proof spirits.

Alternating alcoholic and non-alcoholic drinks.

Always knowing what you are drinking; never leaving a drink unattended.

Knowing how you will get home safely before you go out. Having a designated driver.

High Risk Drinking is defined as:

Chugging, drinking games, shots (drinking anything out of a punch bowl, trough, hose or funnel).

Drinking to get drunk (intoxicated).

Driving after drinking or riding with someone under the influence.

Drinking too much too fast.

Going to parties where people drink too much.

Not knowing what is in your glass or leaving it unattended.

Mixing alcohol with medications or illegal drugs.

Soliciting, Fundraising and Publicity Soliciting, fundraising and general publicity may take place only at designated, reserved locations. These reservations can be made through University Conference Services. Distribution, solicitation or fundraising will not be allowed away from the assigned location. Fundraising and/or solicitation for donations by recognized student organizations require approval from the Student Involvement and Leadership Center. Complete a Fundraiser Request Form, available online through Student Involvement or via OrgSync, to get approval for your solicitation.

University Conference Services Policies Many student organizations hold their group meetings or events in the Student Union. For complete information regarding soliciting, marketing booths, fundraising and publicity on campus, use of space in the Student Union, advertising requirements and room reservations, please refer to the Conference Services Event Policies and Guidelines.

Contracts For some events, student organizations may want to bring a performer to campus, sponsor a speaker, or pay for a service. In such cases, an organization will be required to set up a contract between the university and the other party or parties involved.

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When a contract is necessary for a student organization-sponsored or cosponsored event, program, or activity, contracts must be completed and signed by designated staff members from the Student Involvement & Leadership Center. Student organization advisors, student officers, members or community members may not sign contracts.

Organizations wanting to enter into a contract for a service must schedule an appointment with the assistant director of the Student Involvement & Leadership Center.

Mailings Student organizations may wish to send out mailings periodically. To do this, please follow the regular Expense Request process before making any purchases of envelopes, paper, stamps, or other supplies for mailings. Once purchases are made, you can bring your mailings to the Student Involvement & Leadership Center and they will be placed into the mail for your organization. Student organizations may not use university letterhead when sending mail unless they have the express permission of the department or office whose letterhead they wish to use. Organizations cannot recreate letterhead with university trademarks on it.

Section V. Student Organization Travel

How to Travel Student organizations often like to get away from campus for events and activities. Whether your group is traveling near or far, all travel plans must be approved by the Student Involvement & Leadership Center before your travel occurs.

Pre-Approval for Travel

Before your travel occurs, complete the Travel Request Form (and any necessary supplemental forms) and submit it to the Student Involvement & Leadership Center. The Travel Request Form and other travel forms are all available on Student Involvement’s website and through OrgSync. Travel Requests Forms must be submitted at least four (4) weeks in advance of domestic travel, and six (6) weeks in advance of international travel. A roster of attendees with emergency contact information also needs to be uploaded by the organization to the Travel Request Form. A form for listing your attendees can be downloaded from the Student Involvement & Leadership Center’s website and also through OrgSync. A copy of an agenda or itinerary for the travel also needs to be uploaded by organizations when they fill out the Travel Request Form. The Student Involvement and Leadership Center will notify the organization when the Travel Request was approved. What if the travel won’t cost anything? Approval is needed even if no cost is associated with the proposed travel, or if the cost of the travel is being paid by individual members or another group and not by the student organization itself. Field Trip Consent Student organization members who intend to travel also need to complete a Field Trip Consent form prior to going on any trips with their group. This form can be completed once per student for the

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year and will cover any travel that a student intends to do with their organization. The Field Trip Consent form is located on the Student Involvement & Leadership Center’s website and is available through OrgSync.

Travel Attendees and Emergency Contact List: This includes names and emergency contacts for each member.

Vehicle Information Vehicle Information Forms must be completed if the organization plans on using private vehicles for travel. The form asks that the drivers of the vehicles provide scanned copies of valid driver’s licenses and proof of insurance for each vehicle. The Vehicle Information Form is located on the Student Involvement & Leadership Center’s website and is available through OrgSync. Back-up Documentation Student organizations may also be asked to submit additional back-up documentation along with their Travel Request Form. This might include information such as proposed lodging, airfare, and transportation costs. What happens if an organization travels without approval? Student organizations traveling without approval from the Student Involvement & Leadership Center may be subject to having their status changed from Active to Inactive and/or losing their recognition. Student organizations traveling without approval may not be covered by the university’s liability insurance. Additionally, expenses incurred during any unapproved travel cannot be reimbursed. Late Requests for Travel

Late submissions could result in loss of deals on airfare, hotel availability, early-bird registration for conferences, and cash advances for per diem or other expenses. For example, if registration is required six months in advance for a conference, travel paperwork must be submitted before that registration is due.

Paying for Expenses Related to Travel Most, if not all, of an organization’s travel expenses can be paid using a university credit card. The Student Involvement & Leadership Center may be able to assist with pre-paying many expenses, such as lodging, flights and registration fees. Cash Advances Student organizations are eligible for a cash advance for costs that cannot be pre-paid (e.g., meals and ground transportation). A Student Involvement & Leadership Center staff member will be in charge of disbursing cash advances to organizations. Each student receiving cash for the trip is required to sign a document indicating she/he received an allotment. Leftover cash and original receipts are due back to the Student Involvement and Leadership Center within five (5) business days of returning from the trip. Early reimbursement options are available for airfare and registration fees. Meal Expenses Student organization members may receive a cash advance for meal money while traveling as the organization budgets, but no more than the per diem for the state to which they are traveling. Partial day subsistence is based on a percentage of the per diem as follows: breakfast 25%; lunch 35%; dinner 55%. Partial day subsistence is based on times of departure and return, and if meals are provided at the workshop or conference within the itinerary. Staff in the

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Student Involvement & Leadership Center can help members calculate the per diem rate for their travel destination. Organizations classified as student agencies, those that receive a direct student fee, such as the Student Programs Board, Volunteer Services Board, and the Associated Students of Boise State University, must turn in original, itemized receipts to the Student Involvement & Leadership Center from food purchased with a per diem within two business days of returning from travel. All other student organizations, including social sororities and fraternities, are not required to turn in receipts. Lodging Expenses Lodging expenses may include rooms, applicable taxes and parking spaces for approved vehicles are the main source of transportation. Original itemized receipts must be submitted to the Student Involvement and Leadership Center within five (5) business days of returning from the trip. Amenities beyond room and tax (room service, phone calls, Internet, etc.) must be paid “out of pocket” by the student and are not eligible for reimbursement. Public Transportation Expenses for travel by commercial transportation shall be limited to coach fare only. It’s strongly advised to meet with a staff member in the Student Involvement and Leadership Center to purchase your airfare by university credit card. Note: most airlines now charge baggage-handling fees at the airport. These are not pre-payable during the E-ticket process. Student organizations may want to budget $15 to $25 each way per traveler for these costs if they intend to cover the expense. (Please check with the airline for baggage fees.) Original itemized receipts for baggage fees are still required and must be returned to Student Involvement and Leadership Center within five (5) business days of returning from the trip.

Rental Vehicles The state of Idaho has an exclusive contract with Enterprise Car Rental (domestic travel only). Organizations must use Enterprise whenever renting a car for business related to Boise State University when Boise State vehicles are not available. Exceptions are considered on a case-by-case basis. To get the Enterprise discount, please work with the Student Involvement & Leadership Center to reserve a car.

A Note on Travel Agency Websites It is advised that flight or other travel arrangements not be made through travel agency websites, such as Travelocity, Expedia or Orbitz, because these agencies may charge additional fees for cancellations and schedule changes. The university advises against flight protection expenses and university funds will not be used to purchase the extra protection.

Miscellaneous Expenses While Traveling The following miscellaneous items are allowable if incurred while traveling for official student organization business. Original itemized receipts and a Travel Expense Summary must be submitted to the Student Involvement & Leadership Center.

Taxi or bus fares to and from depots, airports and hotels.

Expenses for transportation, handling and storage of baggage or university equipment.

Airport and hotel parking.

Admittance, registration or attendance fees required at conferences, workshops, meetings, etc. Most of these fees can be pre-purchased with a university credit card.

Other items not specifically described in the regulations as an allowable expense, but necessary in the performance of official duties.

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The following travel expenses cannot be paid for by a student organization:

Expenses of a personal nature incurred for the convenience of the traveler, including travel by indirect routes, stopovers for personal reasons, or leaving earlier or later than necessary on a trip.

Expenses for lodging in Boise and local area. If a student organization feels this is necessary, a letter of justification must be submitted to the Student Involvement and Leadership Center for review.

Tips of more than 18% of service.

Travel Regulations, Policies and Guidelines Persons traveling without prior approval are risking personal liability for the travel and associated activities. Even if organization members are paying for expenses up front, or there are no expenses, a Travel Request must be approved by the Student Involvement and Leadership Center to sanction the travel for insurance purposes. Privately-Owned Vehicles The use of privately-owned vehicles may sometimes be authorized, but it’s strongly advised against because a driver accepts all liability. If at all possible, use vehicles from the Boise State University motor pool. If non-motor pool vehicles must be used (e.g., personal vehicle or rental cars) please submit a short, written explanation with the Travel Request to the Student Involvement & Leadership Center. A Private Vehicle Information Form, located on the Student Involvement & Leadership Center’s website and in OrgSync, should also be submitted. University-Owned Vehicles After the Student Involvement & Leadership Center has approved an organization’s Travel Request, vans or cars may be reserved

through the Boise State motor pool. Organization accounts will be directly charged for the use of Boise State vehicles. Please note: 12-15 passenger vans require a driving certificate from Risk Management (426-5955). For more information, click on Vehicle Rentals.

Travel Expenses Following A Trip A summary of travel expenses following a trip is used for reimbursement or to justify a cash advance for travel previously approved. Travelers are required to provide all original itemized receipts, including those for meal per diem and standard mileage, to the Student Involvement & Leadership Center within five (5) business days of returning from the trip.

Emergency Situations While Traveling In case of an emergency while traveling (e.g., medical emergency or vehicle accident), a member of the student organization should contact University Security, which operates 24/7. Call (208) 426-1453. Follow-up contact should also be made with the Student Involvement & Leadership Center. Call (208) 426-1223. Inclement Weather While Traveling Student organizations traveling during approved trips should not continue driving if weather conditions jeopardize safety. Stop at the nearest hotel and stay until weather and road conditions are safe for driving. If possible, inform University Security and the Student Involvement and Leadership Center of the situation. Keep the original itemized receipt for hotel costs and the Student Involvement & Leadership Center will assist with procedures for reimbursement.

Travel Expectations Students are representatives of Boise State University whenever they participate in an off-campus activity sanctioned by the

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university, or where there is a substantive connection between their participation in the activity and the fact they are Boise State students. As such, students’ behavior at off-campus activities—regardless of scope or distance from campus—is reflective of the university, and students are therefore expected to:

Maintain the safety and well-being of students, faculty and staff of Boise State, as well as other individuals contacted in any capacity during the travel.

Respect the security and protection of property belonging to individuals, to Boise State and to other institutions and establishments.

Create an environment and maintain practices that sustain the educational goals of the travel.

Pledge obedience to all laws, all Boise State University policies, and policies of any facility or university where students may be at all times. Students traveling are personally responsible for their behavior and the consequences for that behavior. Note: students traveling on behalf of Boise State University are not covered under the State’s Retained Risk Fund (state insurance) and may be personally liable for their actions.

Follow the Boise State University Student Code of Conduct. Anyone violating the Student Code of Conduct while traveling is subject to the sanctions enumerated in Articles 10 and 11of that code.

Click on Boise State University Policies for updated details.

Improper Behavior

Individuals detained by proper authority or incarcerated during travel should not expect assistance or remuneration from the university. Boise State University, as an entity, employees and authorized volunteers have no obligation to provide said individuals with legal assistance. Nor is Boise State University, or any of its employees or authorized volunteers, obliged to secure the release of said individuals, seek judicial relief for them, or provide alternative transportation to Boise subsequent to their release from custody. Individuals evicted from their place of lodging are personally responsible for obtaining and paying for their own alternative lodging. Any damages incurred at any lodging establishment are the complete and direct responsibility of the student(s) assigned to the damaged room(s). Read the following articles in the Boise State Student Code of Conduct:

Destruction/Damage/Misuse of Property, Article 4, Section 14

Group Offenses, Article 4, Section 23

Restitution, Article 10, Section 3 Transportation is a privilege afforded to students by the university. Individuals whose actions threaten the lives or safety of others, or violate the law, while in transit to or from an off-campus location, will immediately forfeit that privilege, regardless of any inconvenience or expense to that individual.

The Idaho State Board of Education strictly prohibits transportation of alcoholic beverages and weapons while in a state-owned vehicle. Read the following articles in the Boise State Student Code of Conduct:

Alcohol, Article 4, Section 2

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Firearms/Weapons, Article 4, Section 12 Unless otherwise directed, individuals who fail to meet prearranged transportation schedules (if any) are expected to utilize available public transportation at their own expense.

Section VI. Appeals and Conduct Processes

Appealing Decisions Student organizations recognized by the university have the right to appeal any of the following decisions made by the Student Involvement & Leadership Center or Boise State University:

Loss of Recognition for an Existing Student Organization

Denial of Recognition for a New Student Organization

Denial of an Expense Request

Denial of a Travel Request

Denial of a Fundraiser Request

Student Organization Status Changed from Active to Inactive

Advisor Removed from Student Organization

Advisor Not Approved for a New Student Organization

Constitution Revisions Denied

Appeals Process The Appeals Board is a partnership between the Associated Students of Boise State University and the Student Involvement & Leadership Center.

A student organization must file an appeal in writing no more than five (5) business days following the Student Involvement & Leadership Center’s formal decision. The organization’s written appeal must be given to the

University Recognized Student Organizations Appeals Board.

The Appeals Board will review the organization’s appeal and make a decision within ten (10) business days of receiving it. The board will notify the students in writing of their decision.

If the students want to appeal the decision of the Appeals Board, they may do so in writing within ten (10) business days of receiving the board’s decision. The written appeal must be submitted to the assistant vice president for Student Affairs. The assistant vice president will make the final decision on the appeal within five (5) business days of receiving it. Students will be notified in writing of her/his decision, a document that will serve as the ultimate and final decision of the appeals process.

Conduct Process Any member of the Boise State University community—student, faculty, staff or student organization——may file charges against any student organization for alleged violations of the Student Code of Conduct. In addition, the university may initiate charges against a student when there is no other individual to act as complainant. Charges will be prepared in writing and directed to the Office of Student Rights & Responsibilities for processing. Any allegation should be submitted as soon as possible after the event takes place. The Student Code of Conduct applies to all student organizations as well as to individual students. If an organization violates the Student Code of Conduct, the individual students involved also assume responsibility for the organization’s actions, recognizing that organizations cannot exist or act without the cooperation of individual members.

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Boise State University’s Student Code of Conduct, Article 4, Section 23, defines a violation of “Group Offenses” as the following: “A violation may include, but is not limited to, actions by organizations, societies, clubs and similarly organized groups that result in violations of university policies. Sanctions for groups may result in permanent or temporary suspension, loss of recognition or charter, social probation, or other actions deemed appropriate by the university. An individual involved in a group offense and/or sanction can also be subject to individual charges and sanctions.”