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Student Organization
Handbook Here is a snapshot of what you need to know… This manual is not a comprehensive guide, there is much more to be said about running
a student organization successfully, however this is to get you headed in the right
direction whether you need new members, want to throw a great event, or are having
trouble managing conflict within your group. More extensive guidelines can be found
on the OCI website.
Being a student leader isn’t easy, so I applaud your effort and dedication to your
organizations and clubs. It takes students to make this campus lively and you are one of
them. Thank you for contributing to your fellow students and I hope your involvement in
these organizations changes your life in some way. I know mine have made me who I
am today. Just know you make a difference in the lives of others just by being a part of
the campus community and being a role model and leader.
Please read over the following pages because they will help you with all the policies
and procedures in order to get stuff done. You always have a resource with the Office
of Campus Involvement. My door is always open, but start here!
Alex Ulbricht
Director of Campus Involvement
[email protected] x5182
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Table of Contents Important Contacts (page 3) This section outlines all the important contacts you will need when running your
organization. These are the people who can support you with resources and
information, please call on them, they are here to help!
Office of Campus Involvement (page 5) OCI is always here to support you. We are the hub of information and the ones who
can answer your questions and assist in anyway. Please read over these policies and
procedures because we are asking something of you in return.
ASO vs. RSO (page 14) Associated Student Organizations vs. Registered Student Organizations; they are both
recognized student organizations on campus but each status requires something a little
different. Both types must follow the policies set forth by OCI and ASO’s follow the
guides set forth by Senate as well.
Funding You Board (page 18) The FYB is here to help you; whether it is to go to a conference, bring in a speaker, or to
plan a dance, they are here to help you get the funds needed to plan great events.
Here is a little bit of what you need to know about how to request funds as a student
organization from the Student Activities Budget. Everyone pays into this pot of money so
we want to help groups use it to benefit the campus in many ways!
Marketing (page 24) Check here for all the ways to promote your event to the campus. Know that there are
always interactive and innovative ways to market beyond these suggestions! If you
have an idea of how to market stop in and see us in the Office of Campus Involvement
so we can help! It is important to get approval for marketing so not only does our office
know about your event and can help promote, we can make sure the right people
have been notified that this marketing is going on.
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Important Contacts Office of Campus Involvement Alex Ulbricht, Director of OCI
x5182
Liability Waivers for ALL Events (All students must fill on out here:
https://hiram.wufoo.com/forms/release-and-waiver-of-liability-of-hiram-
college/)
Catering Amanda Church, Director of Catering
x5192
Special Event Office (Reserve a space here:
https://hiram.wufoo.com/forms/event-registration-space-reservation-form/) Mary Landries, Associate Director of Special Events
x6116
Transportation (Reserve a van or car here:
https://hiram.wufoo.com/forms/hiram-college-transportation-request/)
Martha Schettler, Purchasing and Transportation Manager
x6035
H-Tech (Reserve sound equipment here:
https://hiram.wufoo.com/forms/htech-services-contract-request-form/) Josiah Berry, H-Tech Manager
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Funding You Board (Request to sit with the FYB here:
https://hiram.wufoo.com/forms/20142015-reserve-funding-request/ ) Adam Scher, Funding You Board Chair
Check out their website: http://www.hiram.edu/involvement/funding-you-board
Student Senate President, Christian Roberts
Vice President, Sam Palania
VP of Finance, Adam Scher
VP of Activities, Anthony Pesce
VP of Communication, Josiah Berry
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Office of Campus
Involvement General Policies and Procedures
Annual Registration Process
Semester Roster Report
Fundraising Form
Donations Collection Form
Support Programs and Services
Campus Involvement Fair
Presidents and Treasurers Roundtable
ACES
Party Assistant Program
Club Rooms
Event Planning Policies and Procedures
Event Registration and Space Reservation Form
Transportation Request Form
Liability Waivers
Party Registration Form
Events Involving Alcohol
Contracts
Co-Sponsorship
H-Tech
Henry Field
Media Center Policies
Candles Policy
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General Policies and Procedures
Annual Registration Process
o Each academic year you must fill out new forms for your student
organization. This process will be due by the end of September
each year.
o Fill out the Annual Registration Form. It is a Wufoo that can be found
on our OCI website. It asks for your four officers on your Executive
Board. All clubs must have a President, Vice-President, Secretary,
and Treasurer to be considered a fully registered student
organization. If you have questions about the titles of these positions
and duties, contact the OCI Office. Be sure to attach a copy of
your constitution, it is not complete without it!
Semester Roster Report
o At the end of each semester each organization is expected to send
an up to date roster to [email protected]
Fundraising and Donation Forms
o If you are interested in holding a Fundraiser or a Donation Drive you
must fill out the appropriate paperwork online on the Event Planning
Resources section of the OCI website
Support Programs and Services
Campus Involvement Fair
o Each year the Office of Campus Involvement provides the
opportunity for student organizations to showcase their interests and
encourage other members to join their groups. Usually held in the
Kennedy Center during the 1st or second week of classes, all student
organizations are welcome to register and participate. This is a fun
event with dinner and performers the like. We encourage all groups
to get their name out there and gain new membership for the
upcoming year. Sign up on the Wufoo found on the OCI Website!
Presidents and Treasurers Roundtable
o An event that follows the Annual Student Registration Process in
October, the P&T Roundtable is a time for Student Orgs to be
updated on changes in policy and procedure from the Office of
Campus Involvement, updated from Student Senate, and other
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changes. It is also a time where all pertinent policy and procedure
concerning student organizations and funding are discussed. This is
a mandatory event for all registered student organizations.
ACES
o The Terrier Academic & Co-curricular Engagement Series (ACES)
Loyalty Program is back for another year! ACES is an opportunity for
students to enhance your Hiram experience by encouraging
participation and attendance at campus sponsored events. Utilizing
your ACES card at various events earns you entries to win prizes
throughout the academic year. Just swipe your card with our
readers at events and gain points! You can register your event as
an ACES event here: https://hiram.wufoo.com/forms/the-aces-
registration-20152016/
Party Assistant Program
o Any and all events that are planning on serving alcohol of any kind
require certain procedures to be followed. One of the necessary
requirements is the presence of Party Assistants who are trained for
party management and are responsible for identification and
serving at all campus-wide events.
Club Rooms
o Club Rooms are designated spaces on campus that are used for
meeting and storage space for clubs and organizations. Each year
the Club Rooms are reevaluated and when club room space is
available students will be notified and prompted with the
application process.
o Due to the increasing number of student organizations on campus
and the decreasing space available students, Residential
Education and the Office of Campus Involvement have developed
the following guidelines for the governing of said space. Being
assigned clubroom space is a privilege, not a right.
o Campus policy will dictate the use of student space, length of time
that a group is assigned to a space, and consequences of abuse of
the space. Specific information about the Policy can be obtained
from the Office of Campus Involvement.
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o ALL organizations will be responsible for ALL repair costs associated
with their assigned space. The College will ONLY be responsible for
damage that is beyond responsibility of student organizations, i.e.
broken water pipes. Wherever possible, the Director of Campus
Involvement will be responsible for notifying an organization if there
is a need to enter an organization’s space to make repairs, with an
explanation of repairs or renovation work to be made. It is the
organization’s responsibility to notify the Director of Campus
Involvement when repairs need to be made.
Event Planning Policies and Procedures
Event Registration and Space Reservation Form
o Any time your club or organization needs space on campus you
must fill out the Event Registration and Space Reservation Form that
goes to the Special Events Office as well as OCI. This form is a Wufoo
and can be found on the OCI website. This reservation form allows
you to request space and to provide details about your meeting or
event like if you will have catering, special set ups, and more. You
will receive a confirmation from the Special Events Office with Mary
Laundries. If you have questions you can contact Mary at x6116.
o Reserve a space here: https://hiram.wufoo.com/forms/event-
registration-space-reservation-form/
Transportation Request Form
o Any student organization planning an event off campus MUST meet
with the Office of Campus Involvement to discuss the details of their
event and the potential liability. The college does not and will not
condone any club/organization member transporting individual
club members in his/her own vehicle for college-sponsored
activities. All student organizations must use college vehicles for
travel of any kind because of insurance and liability issues. The
officers must provide the Office of Campus Involvement with an
itinerary for the trip that includes contact information.
o Any time your club or organization needs to gain Hiram College
Transportation you must fill out the Transportation Request Form that
goes to Martha Schettler in the Office of Transportation as well as
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OCI. This form is a Wufoo and can be found on the OCI website. This
reservation form allows you to request a mini-van, car (2), or 12
passenger van (6). All college owned vehicles must be driven by an
approved driver who has taken the Hiram College certification test.
You will receive a confirmation from the Transportation Office and if
you have questions you can contact Martha at x6035.
o Reserve a van or car here: https://hiram.wufoo.com/forms/hiram-
college-transportation-request/
Liability Waivers
o All Hiram College students traveling to a college sponsored event
with their student organization must fill out a Liability Waiver that
includes their emergency contact information. This will go on file for
one academic year with OCI office and must be renewed each
year. You can fill this form out on the OCI website and each
member in your student organization must fill one out when
traveling or participating in activities sponsored by the college. Fill it
out here: https://hiram.wufoo.com/forms/release-and-waiver-of-
liability-of-hiram-college/
Party Registration Form
o All parties that are being held on campus must be registered
through a Party Registration Form on file with the OCI Office. Parties
are considered gatherings that involve an invitation to all of
campus that involve a DJ and/or involve alcohol being served.
These forms are located in the OCI office and require signatures
from the organization president, Director of Campus Involvement,
Office of Campus Safety, Organization’s Advisor and the Associate
Director of Special Events.
Food at Events/Catering
o When an event involves food that will be serving more than 20
people catering and AVI must be used unless special approval is
given from the Director of Campus Involvement and the VP of
Students. To learn more about catering options please contact
Amanda Church at [email protected].
Events Involving Alcohol
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o Any student organization that is considering serving alcohol at their
even MUST set up a meeting with the Office of Campus
Involvement to discuss all of the procedures that need to take
place before the event is approved.
o In order to have any event involving alcohol the following steps
must be taken to ensure safety and legal alcohol sales:
An F Permit must be filled with the Division of Liquor within
thirty days of an event to sell beer. This is a $40 filing fee.
An F2 Permit must be filled with the Division of Liquor within
thirty days of an event to sell liquor. This is a $150 filing fee.
All events must have a Hiram Police Officer on duty. The
estimated number of attendees may determine if additional
officers will be needed.
Party Assistants must be schedule for the event through the
OCI Office.
Contracts
o Contracts are used when services are being provided outside of the
College. For example, anytime an organization wants to bring a
speaker, a band, or a poet, these services are contracted.
Therefore, it is important that you are familiar with what contracting
can mean and the language of contracts. Do not request a
contract until you are clear on all the expectations and logistics of
your particular event. Some agencies consider requesting a
contract as binding, and therefore you want to avoid putting your
organization in this position. Upon receiving a contract, set up a
meeting with the Director of Campus Involvement to review it and
get is signed. Students may not sign contracts on behalf of the
College. All contracts must be processed through the Office of
Campus Involvement and signed by the Director of Campus
Involvement or the VP for Business and Finances.
o Here are some things you want to be aware of and look for when
dealing with contracts:
o The Artist or Performer is who is being contracted. The artist provides
the services in the contract.
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o The Agent or Associate Member books dates for the artist. They
issue contracts and riders. All changes to contracts and riders must
be made through the agent. Negotiations prior to the requesting of
the contract are made with the agent. Agents often charge a fee
for services to arrange the performance of the artist. This fee is
usually in the total cost and broken down in the contract.
o The Contract sent by the agent is usually a one-page form with
several copies containing information sheets as well as statements
concerning control over the performance and liability for
withholding taxes. Once a contract is agreed upon and signed by
both parties (Artist/Agent and Purchaser – Hiram College), it
becomes binding.
o The Rider is usually a 1-5 page document with several copies. The
rider includes additional terms and conditions for the attached
contract. The rider must be agreed upon and signed by both
parties.
o The rider includes such items as meals, beverage, hotel
accommodations, dressing rooms, electrical requirements,
technical equipment, volunteers, etc. that the purchaser agrees to
furnish to the artist.
Co-Sponsorship
o The OCI Office encourages groups to work together to sponsor all
campus events. A.S.O. groups are required to have 2 all campus
events each year so it is in your best interest to work together to not
only help with the work load but to encourage the collaboration
and support of each other’s organizations. The OCI office has a Co-
Sponsorship form which details the responsibilities of each
organization involved, the financial contributions of those
organizations, and it solidifies the agreement made between the
groups.
H-Tech
o H-Tech is the student run sound system that can provide sound and
lighting for your student event or party. The H-Tech request form can
be found on the OCI website.
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o The Sound and Lighting equipment will only be loaned out to
representatives of College Clubs (ASO or Non-ASO), representatives
of Senate sponsored committees, and representatives of College
Offices or Departments. In addition, events in which the equipment
is provided for must be sponsored by an ASO club, or open to the
entire campus. Equipment will not be loaned to individuals or for
closed parties.
o The request form and signed contracts must be returned to the H-
TECH Manager at least two weeks prior to the event. Use of the
equipment is first come first serve if two groups request it for usage
the same time. H-TECH reserves the right to refuse services if the
request is made in under a week’s time.
o The equipment must be returned within 24 hours of the event unless
arrangements have been made with a manager prior to the event.
o H-Tech Request form: https://hiram.wufoo.com/forms/htech-
services-contract-request-form/
Henry Field/Martin Field House
o Henry Field and Martin Fieldhouse can be used for student
organization events in the event that the group has been approved
through the Office of Campus Involvement, The Athletics
Department (Ellen Dempsey), and the Special Events Office (Mary
Landries).
o The request to use the field starts in OCI so please contact the
Director of Campus Involvement to set up a meeting to use this
facility.
Media Center Policies
o The Media Center policies can be found on the OCI website. Media
is reserved through the Event Registration and Space reservation
Form that is also found on the OCI website. For specific questions
regarding Media Services contact Marc Freeman at x5010.
Candles Policy
o All students wishing to possess/use candles for any college-
sponsored activity must complete a Possession of Candle Form,
which can be obtained in the Office of Campus Involvement. This
form must be on file with all appropriate signatures by 5:00 p.m. 72
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hours prior to the anticipated even. Final decision on the
permissibility or candles rests solely with the Director of Campus
Involvement.
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A.S.O. vs. R.S.O. Associated Student Organization. A.S.O. stands for Associated Student Organizations. These are student clubs that
are budgeted by the Funding You Board. All A.S.O. clubs possess a constitution
that has been ratified by Student Senate. An A.S.O. club also agrees to abide
by the Student Senate Constitution, Funding You Board guidelines, and their own
Constitution as well as the Office of Campus Involvement Policies and
Procedures.
Club Membership
Membership of clubs is limited to full time Hiram College students
(community members may attend open meetings)
All membership to clubs must be open to all students; this prohibits limited
membership based on GPA, special requirements, dues, and other limited
factors
ASO status clubs:
Have to submit to the Office of Campus Involvement the:
Annual Registration Form
An accurate roster of members each semester
Have to submit a constitution for Student Senate approval
Student Senate will
Request the presence of an organization representative at a Senate
meeting for discussion of the group, constitution, offer suggested
edits/updates
Table the first reading of the presented constitution to give the Senate a
while to consider the proposed ASO group
During this time the group will go back to address any suggested edits/updates
offered by the Student Senate
Vote to determine whether or not ASO status will be granted
Notify the Office of Campus Involvement of the Senate vote
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The Office of Campus Involvement
Can provide a tool to assist with drafting the constitution
Will review electronic constitution drafts with the preparer to check for
conditions appropriate/required for Student Senate ASO status
Will forward electronic constitution drafts to Student Senate for
consideration
ASOs…
1. Are permitted to submit an annual budget for Student Senate
consideration (during the Spring semester only)
2. Must attend the Presidents & Treasurers Roundtable in order to submit an
annual budget
3. Must have all officer positions that the A.S.O.’s constitution states fulfilled
at all times all by different people. One person cannot fulfill more than
one role.
4. Are eligible to request Activities Fund requests (up to $4000)* each
academic year
5. Required to host two open campus events (one each semester)
6. Must have events advertised and have approval by the office of Campus
Involvement and have the flyer sent to Student Senate for filing records.
The following can lead to the loss of A.S.O. status:
1. Violating the regulations and rules of Hiram College, the A.S.O. Handbook,
or the Student Senate Constitution.
2. Restrictions on student events
3. Restrictions on membership based on ethnicity, race, religion, sexual-
orientation, and/or gender
4. Necessity of paying dues for membership
5. Using a constitution from an affiliated or parent organization; using any
non-student written constitution
6. No financial support from an affiliated or parent organization
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Registered Student Organizations. R.S.O. stands for Registered Student Organizations. These are also student clubs
that are budgeted by the Funding You Board however their constitution has not
been ratified by Student Senate. An R.S.O. club also agrees to abide by the
Student Senate Constitution, Funding You Board guidelines, and their own
Constitution as well as the Office of Campus involvement Policies and
Procedures. Most clubs start out at an R.S.O. status and move to an A.S.O. for
more funding and recognition. Other clubs based on the nature of their
organization do not need this association with Senate and are more relaxed in
their functioning.
RSO status clubs:
Have to submit to the Office of Campus Involvement the:
Annual Registration Form
An accurate roster of members each semester
Must have all officer positions that the R.S.O.’s constitution states fulfilled at
all times all by different people. One person cannot fulfill more than one
role.
Required to have a constitution on file with the Office of Campus
Involvement
RSOs…
1. Are eligible to request Activities Fund requests (up to $2000)* each
academic year
2. Must attend the Presidents & Treasurers Roundtable in order to submit an
annual budget
3. Are permitted to submit an annual budget for Student Senate
consideration (during the Spring semester only)
Who governs A.S.O. and R.S.O. Status?
The Vice President of Activities and the Student Organization Advisory Council
are those who determine if a club has an ‘active” A.S.O. status. The VP of
Activities is the Chair of this committee and they are attached to Student
Senate. The functions of the SOAC are:
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o Consists of a representative from each category of Student
Organization (9)
o Assists in furthering the resources, knowledge, and communication
for and between clubs
o Establishes a communication line to Senate to make improvements,
create rules, and maintain functioning organizations on campus
The VP of Activities and SOAC are here to help your organization function well!
Please contact VP of Activities Anthony Pesce with questions:
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Funding You Board We’re Here to Fund You
Student Policy and Guidebook
Vice President for Finance: Adam Scher: [email protected]
Purpose
The purpose of the Funding You Board (hereafter referred to as the FYB) is to
create a student generated, dynamic, and diverse atmosphere on the Hiram
College campus by providing students and student organizations with funding
for various events and activities.
Goals of the FYB:
To promote open, honest, and respectful communication with all of the
students, student organizations, faculty, and staff on campus.
To constantly review its policies and guidelines to ensure that the Student
Activities Fund is being used responsibly and fairly.
To operate from a viewpoint neutral position in order to ensure that a
diverse range of events and organizations are offered to students.
Eligibility of Funding
Clubs must complete the Student Organization Registration Form from the
Office of Campus Involvement (O.C.I.) by the fall deadline to be eligible
to request funding in the fall and to be eligible to use requested funding
from the spring.
ASO Clubs must also complete this form and must be recognized by
Student Senate
New Clubs and newly active clubs must work in consultation with O.C.I. to
get all necessary forms completed before they are eligible for funding.
(Clubs formed after the fall Registration deadline are still eligible for
funding upon completing any forms deemed necessary by O.C.I.)
All clubs and organizations must attend the Annual Allocation Information
Session in the spring in order to budget during the Annual Allocation
Process.
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The Funding Process (There will be two ways to request money for the
academic year. These are the Annual Allocation Process and the
Reserve Funds Request)
The Annual Allocation Process – This occurs in the spring and further
information will be made available at the yearly Annual Allocations
Information Session. This is a budgeting process that allows organizations
to request funding in the spring for events that will take place the
following academic year. Capital Goods Items are also requested
through this process.
The Reserve Funds Request – These requests become available in the fall
at the beginning of the academic year. These funds are requested
through the FYB Wufoo form and are used to plan events that were not
requested for during the Annual Allocation Process. However, we stress
that these funds are from a limited reserve. Clubs should strive to plan
events in advance at the Annual Allocation Process if possible.
The FYB will examine requests from both of these processes and, through
conversation with requesting organizations, will allot funds appropriately.
(Please be prepared to represent your organizations and your events.
Come to all requested FYB meetings with any information that is vital to
the success of your event)
Basics of The Reserve Funds Request:
FYB will meet on a needed basis to review requests from student
organizations, students at large, etc.
An all campus email will be sent with a Wufoo to fill out in order to be
slotted for review
The form will ask for your information regarding the event and an
attached excel of what you are requesting
All requests are due at the designated time in the email or funding
requests will not be slotted for review
Funding You Board (Request to sit with the FYB here:
http://www.hiram.edu/involvement/funding-you-board
Questions? Email Nicole Pueyosvoboda, Funding You Board Chair
Club Caps
ASO – $4,000 and can request for Capital Goods items
Greek – $3,000 for All-Campus events and no funding for Capital Goods
items
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Non-ASO – $2,000 for All-Campus events and no funding for Capital
Goods items
Student at Large – $500 per event
Collaborative Events (multiple clubs) – $5,000 per event
General Guidelines
In order to receive the money you have been allocated you can pick up
a Check Request Form in the Senate Office or in the Office of Campus
Involvement. Check Request Forms must be filled out and turned into the
Senate Office in a timely manner or your check will not be cut in time for
your event (for example if you turn it in on Tuesday you will have a check
cut for Friday). If you are working with the Director of Campus Involvement
to purchase items on the P-Card (credit card) you still must fill out a Check
Request Form and put that you are using the P-Card.
When purchasing anything for your organization there should be no tax.
Hiram College is tax exempt and The Office of Campus Involvement has
tax exempt information when purchasing, for example we have a
Walmart tax exemption card.
Receipts – Receipts for all items (activities, capital, etc.) must be saved
and returned within one week after an event or purchase. (Handwritten
receipts are not acceptable. Failure to follow these guidelines could result
in a loss of funding)
All business transactions must be signed by two authorized organization
officers. Requests over $200 must be signed by the club’s advisor and
requests over $1000 must be signed by the Director of O.C.I. Requests over
$500 cannot be made-out to students (unless special permission is given
by the director of O.C.I.) and must be made out to a club advisor or to
the third-party receiving the funding.
Requesting Guidelines Food (For any event that will involve food for over 20 individuals,
please discuss this with the FYB. The A.V.I. Dining Policy will be
considered at that point)
Off-Campus Activities - The FYB will not allocate food funding
Club Meetings - The FYB will not allocate food funding
Breakfast - $9.00 / person
Lunch - $10 / person
Dinner - $12 / person
Snacks - $5.00 / person (to also include beverages)
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Pizza - $20.00 / 1-sheet (Pizza is funded at 20 people per 1-
sheet)
F-Permits - Will be considered on a case-by-case basis
Travel Expenses (Please check the math on your requests. The FYB will
not offer extra funds if your request total was inaccurate and less
than the actual travel total)
Bus – Bus rental will be examined on a case-by-case basis
External Rental Car/Van - $100/per day (This does not include mileage,
tolls, gas, or parking expenses)
Mileage ---- $0.50/per mile for 12 passenger van, $0.40/per mile for
car/minivan for campus fleet vehicle usage only. (Personal vehicle use is
not funded)
Lodging ---- $85 /Hotel room (rooms are expected to sleep 4 people)
Capital Goods Items: (Technically considered the property of the
Club itself and are thus considered property of the college. All
Capital Goods Items must be catalogued and registered with the
FYB and with O.C.I. All receipts for Capital Goods Items must be kept.
Failure to follow these rules will result in restrictions of future funding).
Capital Items – Due to the varying nature and necessity of Capital Items,
they will be considered on a case-by-case basis.
Banners – There will be a maximum of $150 per banner. (Clubs can only
request for a new banner once every 3 years)
T-Shirts – Club T-Shirts will not be funded by the FYB
Uniforms – Club Uniforms will be considered on a case-by-case basis
Activities:
Event Tickets – The FYB will fund half the cost of a ticket for an activity
Gifts/Prizes – The FYB will fund a maximum of $50 for gifts/raffle prizes per
event
Hiram Disk Jockeys – The FYB will pay a maximum of $50 for student Disk
Jockeys
Outside Jockey – Pay for Outside Disk-Jockeys will be considered on a
case-by-case basis
Speakers – Pay for event speakers will be considered on a case-by-case
basis.
Memberships/Club Dues:
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Membership/Dues – Clubs will be eligible for a maximum of $750 dollars for
club Memberships/Dues
Insurance – Insurance for clubs will be considered case-by-case
Financial:
Payroll – Due to the nature and purpose of the KCPB, the Student Senate,
and The Advance, these are the only clubs eligible for funding for payroll.
However, this funding will be considered on a case-by-case basis. The FYB
reserves the right to determine if funding for payroll should be continued
on a year-by-year basis and reserves the right to determine how much
payroll these clubs are eligible for.
Charitable & Political Events – Funding for charitable or political events
can only be used on materials to host these events/activities. No allotted
monies may be given directly to charities or political organizations.
Retroactive Event Requests – The FYB will consider event requests that are
presented retroactively. However, the board reserves the right to refuse
funding for these events if deemed appropriate.
Loans – The FYB will consider loan requests from student organizations.
These will be determined on a case-by-case basis. The terms of the loan
will be determined by the FYB in consultation with the director of O.C.I.
Advertising:
Advertisements – The FYB will consider requests for advertising on a case-
by-case basis.
Purchasing Items:
1. Students can request to have purchases made on the FYB Advisor’s Hiram
College Purchasing Credit Card. (There is a $1000 per purchase spending
limit. Purchases over $1000 can be approved but require extra time.
Consult the FYB Advisor for more information).
2. Students can request to pick up checks from the Student Senate office by
completing a check request form. Check requests received by 5:00pm on
Tuesday will be process and available for pick-up by 9:00am Friday.
3. Students can request to have a check processed and mailed to pay for
merchandise or services.
Sanctions: (Important)
The FYB reserves the right to withhold funding from organizations that fail
to follow its guidelines. The severity of these sanctions will be determined
on a case-by-case basis by the FYB.
Sanctions deemed necessary by the FYB will be final.
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Sanctions may include (but are not limited to): freeze on allocated
funding, refusal of future funding
Disclaimer: (VERY IMPORTANT) The FYB has established these guidelines as a way to help clubs better
understand how it will function and operate. However, we want clubs to know
that these guidelines are not carved in stone. The board is always open to
suggestions. If you disagree with a policy or feel that you can make a case for
why we should make an exception then please feel free to discuss your ideas
with us. We want students to know that we are open to conversation and, while
we must be vigilant in how Activities Fund dollars are spent, we want students to
know that our goal is to help create a campus filled with diverse and dynamic
events and activities.
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Student Organization Marketing Guide
Table Tents
Reserve a table tent to decorate and display your
event/club/organization throughout the Dining Hall.
Contact the Center for Student Engagement for reservation and table
tent template
o 330-569-5181
KC Showcase
Reserve the KC Showcase to decorate and display your event.
Contact Center for Student Engagement
o 330-569-5181
Welcome Desk Sign Ups
All Welcome Desk Sign Ups go through Nickie Shepherd with approval
from Alex Ulbricht.
Contact [email protected]
o 330-569-5188
Dining Hall
You can design a PowerPoint slide to be displayed on the Dining Hall
televisions
All advertisements need to be one slide only.
Please e-mail slide to Marcia Todd
o 330-569-5187
Chalking policy
Sidewalks approval through Alex Ulbricht
No writing may be on vertical surfaces
Clubs must use traditional washable chalk
Contact Alex Ulbricht
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Kennedy Center Chalk Board
To reserve the black board please fill out the following form:
https://hiram.wufoo.com/forms/kc-chalk-board-reservation-form/
All reservations must be one week in advance of the intended chalking
All reservations are for 2 weeks only
All content must be approved by the Office of Campus Involvement
If you have questions please contact OCI x5182 or [email protected]
Printing
Media Services Poster Printing
o Large Format HP Designjet (Up to 42’ wide)
o PRICING GUIDE
Costs are set by actual printing costs (Ink and Paper)
Standard Poster Weight Paper
Poster Size Cost 60% Coverage
24x36 $5.00 $7.00
30x42 $8.00 $13.00
42x48 $12.00 $18.00
Heavy Weight Paper
Poster Size Cost 60% Coverage
24x36 $7.00 $10.00
30x42 $12.00 $19.00
42x48 $16.00 $24.00
Glossy Weight Paper
Poster Size Cost 60% Coverage
24x36 $9.00 $13.50
30x42 $18.00 $27.00
42x48 $20.00 $30.00
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Examples of Ink Coverage
Contact Marc Freeman
o 330-569-5010
Service Center
o Information needed:
account to bill things to
time to print the job
proper layout
o Prices
8.5 x 11 color single sided is .21 and black and white is .03 /
back to back is .38 and .055
8.5 x 14 color single sided is .40 and black and white is .13 /
back to back is .78 and .24
11 x 17 color single sided is .42 and black and white is .15 /
back to back is .80 and .28
o Contact Printing
o 330-569-5222
ACES
Can your Event be an ACES Event?
o Rules and Agreements of ACES Program
All ACES Programs must be a “no fee” event
No student club meetings will be considered an ACS Event
The event must be a College Sanctioned Event
Event must be open to everyone on Campus
Event should relate to at least one Hiram College Core Value
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Fill out this form: https://hiram.wufoo.com/forms/the-aces-registration-
20152016/
Contact Center for Student Engagement
o 330-569-5181
Office of Campus Involvement Daily Update
If you are interested in getting your advertisement in the OCI Daily
Update, an email that goes to all of campus, you must fill out the following
Wufoo: https://hiram.wufoo.com/forms/oci-daily-update/
All mass email info must be received within one week of the event
happening or it will not be sent out.
Posters/Posting in Public Areas When flyers are used in public areas on campus, the following guidelines should
be observed:
1. Flyers should be posted only on bulletin boards or in designated areas.
Only on advertisement for each even should be posted in each area.
2. All flyers posted in the Kennedy Center need to be stamped by the Office
of Campus Involvement before being hung.
3. All posted information must be in compliance with all college policies. In
particular, be aware that alcohol may not be mentions or depicted in an
event advertisement. Also, anything considered harassment according to
the definition in the Policy Book may not be posted in common areas.
4. Any posted information must clearly identify the organization or individuals
responsible for the posting.
5. All event advertisements should be removed within 2 days following the
event.
6. Any large banners or signs need to be approved by the Director of
Campus Involvement before posting in the Hinsdale Arch.
Res Halls
o Bring Posters to Residential Education (Bates Hall) for approval
before posting
o Contact Ashley Durst
330-569-6108
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o This count is based on the number of public posting boards per
building
Bowler – 3
BC – 2
East – 5
Miller – 2
Quad – 6
Whitcomb – 2
Total if using all boards = 20
Academic Buildings
o Hinsdale 8 in all stairwells & main hall
o Kennedy Center 5 Main entrance, 2 downstairs
o Colton 6 all bulletin boards & stairwells
o Gerstacker 4 (hallways on 1st & 2nd floors)
o Frohring Art 1 in main hallway
o Frohring Music 1 in main hallway
o Library 1 by Circulation Desk (ask assistant)
o Bates 3 by Psych Dept. & Communications
o Miller Dining 1 main entrance
o Health Center 1 main board (ask assistant)
Social/intimate/conversable/ Marketing
Terrier Mascot; you can reserve the Terrier mascot costume
To utilize an outdoor space for your club/organization
To pass out postcards for club/event
o Contact Alex Ulbricht
330-569-5182
