2011-2012 Student Organization Manual

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Introduction

The Ashland University Department of Student Life is proud to present this Student Organization Manual for your

review. This manual is intended to be used as a resource for student organizations, student leaders, and faculty/staff

advisors. We hope that it will prove to be an invaluable tool as you work to recruit and train new members, plan

events, fundraise and build lasting bonds within your organization.

This manual should be reviewed by all members of the organization as each and every person is an integral part of

the group. In addition, every member of an organization is responsible for upholding the policies and procedures.

Regardless of your experience in leading or being a part of a student organization, everyone should be able to learn

something new from this manual.

Department of Student Life

Ashland University



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Student Organization Forward

All students are responsible for maintaining compliance with all University, local, state and national policies and

laws. Student organizations are held to these same standards. Any organization which fails to comply with these

standards may face disciplinary action. Student organizations are open to all full/part-time, residential and

commuter, students of Ashland University. Student organizations are expected to comply with the University

individual rights statement which is as follows: Ashland University is an Equal Opportunity institution and

reasonable efforts will be made to accommodate all students regardless of disabilities, sex, age, race, color, religion,

and national or ethnic origin, as per Section 504 of the Rehabilitation Act of 1973, Title VI of the Civil Rights Act

of 1964, Title IX of the Education Amendments of 1972, the Age Discrimination Act of 1975, and the American

Disabilities Act of 1991.

Ashland University, the Department of Student Life and/or any committee which has jurisdiction over the policies

and procedures contained within this manual reserve the right to amend said policies and procedures at any time.

Due warning shall be given to all organizations before they are expected to comply with new procedures.

Any errors or omissions in this manual should be reported to the Department of Student Life at 419.289.5325.



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Table of Contents

Student Organizations

What is a Student Organization? 7

Categories of Student Organizations 7

Procedure for Chartering an Organization 8

Procedure for Review and Dismissal of a Chartered Student Organization 10

Rights, Responsibilities and Privileges of Chartered Student Organizations 11

Procedure for Obtaining an Organization Website and Email 12

FAQ‘s 13

Advisors

Welcome from the Department of Student Life 15

Eligibility Requirements to be an Advisor 16

Responsibility of an Advisor to their Student Organization 16

Responsibility of a Student Organization to its Advisor 16

Advisor Agreement 17

Advisor Timelines 20

Start Out the Year on the Same Page 22

Funding

Activities Budgeting/Chartering Committee 24

Who is the ABCC? 24

What exactly does the ABCC do? 24

Where does this money come from? 24

How do organizations maintain eligibility to receive and use ABCC funds? 24

Timeline for the Funding Process 25

Completed Sample Funding Request Worksheet 26

Explanation of Sample Funding Request Worksheet 27

Guidelines for the Use of ABCC Funds 28

Policies and Procedures

Student Handbook Policies 30

Hazing Policy 30

Film Viewing Law 30

Contract Policy 30

Solicitation and Vending Policy/Law 31

Gambling Laws 32



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Use of Ashland University Logo/Letterhead Policy 34

Chalk Policy 35

Rock Painting Policy 36

Posting Policy 37

Copyright Law 38

Sales Tax Law 38

Transportation Policy 38

Mail Center Policy 38

Resources

Office, Departments and Phone Numbers 41

Making Room Reservations on Campus 41

Reserving Technical Assistance 43

Student Center 44Other Important Offices on Campus 51

Sample Organizational Constitution 52



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What is a Student Organization?

A student organization is a group of students who have come together for a certain purpose or cause and is led by

students for other students‘ benefit. The purposes and causes for creating a student organization are varied ; however,

below you can see the many sub-groups they might fall under.

In order to be a fully functioning student organization at Ashland University, the student organization must be

chartered with the Activities Budgeting/Chartering Committee (ABCC). The provisional charter process includes an

application, the submitting of a roster, and a year-long provisional period. After an organization has been

provisionally chartered for a year, it is eligible to apply for full charter status. For more details on the requirements

and process for chartering a student organization, please see page 8. For more information on the ABCC, please see

page 24.

At Ashland, student organizations are required to have an on campus faculty or staff advisor. An advisor is a great

resource and contact for many of the day-to-day needs an organization might experience. (For more information on

the role of advisors, see the tabbed ―Advisor‖ section.)

Categories of Student OrganizationsAcademic/Professional Clubs

Academic/Service Honoraries

Activities/Programming

Fitness/Recreation

Greek Organizations

Paraprofessional Services

Performance Organizations

Religious Life Organizations

Service Organizations

Special Interest Organizations

Student Government

Student Media/Publications

Provisionally Chartered Organizations



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Chartering an Organization

The University recognizes the value and importance of student organizations on campus and assigns the

responsibility for chartering and recognition of student organizations to Student Senate and a sub-committee of

Student Senate, the Activities Budgeting/Chartering Committee (ABCC), with the exception of University-approved

programs such as intercollegiate athletics, intramural programs, and performing arts activities. The ABCC and

Student Senate are responsible for recommending approving recognition of student organizations as well as the

allocation of student fee monies. The University reserves the right to deny or rescind the recognition(s) and/or

charter(s) of student organizations for cause, as deemed necessary and appropriate.

Provisional Charter

The steps for becoming a provisionally chartered organization are as follows:

1. The current student(s) seeking to charter an organization must fill out a Provisional Charter

Application form located in the Department of Student Life. This includes writing an organization

mission, finding an advisor and a group of potentially interested people. The form should be turned

into Student Life at [email protected].

2. Activities Budgeting/Chartering Committee (ABCC) will then review your form. The ABCC is a sub-

committee of Student Senate. For more information see page 24. The ABCC can ONLY consider

Provisional Charter Applications during the months of October and November.

3. The ABCC will either decide to grant or deny the provisional charter. If the ABCC denies the

provisional charter, a written explanation will be sent to you, and you must wait one entire year before

applying again. If the provisional charter is granted, the issue will be taken before Student Senate

which will either approve or deny the recommendation of the ABCC. If the provisional charter passes

Senate by a simple majority, your organization will then be provisionally chartered. Keep in mind that



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any combination of university administration (Vice President for Student Affairs, President, Cabinet,

Board of Trustees) may overturn this decision.

4. Once a group is provisionally chartered, you have until the following October to establish your

organization on campus at which point you must apply for full charter status.

Rights, Responsibilities and Privileges of Provisionally Chartered Organizations –

All provisional charteredorganizations may publicize meetings, recruit membership, and schedule and use University facilities. These

activities are subject to University policy and organizational activities must comply with University regulations

as well as applicable local, state and federal law. Provisional charter organizations DO NOT receive an activity

fee allocation and are NOT permitted to fundraise money.

Loss of Provisional Charter – An organization may lose its provisional charter if it should be found in violation

of any of the aforementioned policies or rules which it must follow. It will also lose its provisional charter if it

does not apply for full charter status after one academic year. (The exemption to this rule will be for new Greek

organizations which are eligible for a two-year provisional charter.)

Full Charter

The steps for becoming a fully chartered organization are as follows:

1. At the end of the provisional periods, the organization may apply for a full charter. (Ex. If you were

granted a provisional charter in October or November, you must apply for a full charter in October of

the following year). This request must contain an organization constitution and a roster. For an

example of a constitution, please see page 52. This should be submitted to Student Life at

[email protected].

2. The ABCC will review the request and will either accept or deny. If the request is denied, the

organization will receive an explanation as to why and will be given the chance to reapply in one

calendar year. If the request is accepted, the organization will then become a fully chartered

organization.

3. Fully chartered organizations are permitted to apply for funding the following spring for the upcoming

academic year.

The steps to maintain status as a fully chartered organization are as follows:

1. By October 1 of every year, fully chartered organizations will be expected to submit a roster. This

should include the advisor information. This form should be emailed to Student Life at

[email protected].

Rights, Responsibilities and Privileges of Fully Chartered Organizations – All fully chartered organizations may

publicize meetings, recruit membership, schedule and use University facilities, and apply for funding. These

activities are subject to University policy and organizational activities must comply with University regulations

as well as applicable local, state and federal law.

Funding Process: For a detailed explanation of the funding process for student organizations, please see the

tabbed section labeled ―Funding.‖ Please remember, organizations MUST complete a service requirement in

order to receive funds.



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Inactive Status

Inactive status will be given to student organizations who are no longer active or do not submit their paperwork

to Student Life in a timely manner every year.

Organizations which only fail to do this for one year will be allowed to start-up again with no additional

paperwork. Organizations which have been inactive or have not filed their paperwork for more than one yearmust re-start the process and reapply for a provisional charter.

For more information on the Review and Dismissal of a chartered student organization, please see page 10.

Review and Dismissal of a Chartered Student Organization:

Charter and recognition of an organization may be reviewed by the Student Senate and ABCC when the following

occur:

Organization has failed to re-charter or submit proper documentation by the specified deadline during the fall

semester.

Organization does not show a reasonable amount of activity in promoting their purpose and goals.

Failure to comply with University, Student Senate, and/or local, state, or federal regulations, policies and

guidelines, including the Rights, Responsibilities, and Privileges of Chartered Student Organizations.

Failure to meet the organization‘s purpose or objectives as stated in their Constitution.

Mishandling of funds as indicated by an audit conducted by the Student Senate and/or the University.

Organization receives repeated sanctions from the University Judicial Board or a Judicial Hearing Officer.

In instances where an organization is being reviewed for inactivity, the following process applies:

The ABCC will notify the organization of the review, providing specification as to the reason for the review.

The ABCC will schedule an interview with the organization‘s president and advisor to discuss the problem.

The ABCC will review all information available and make a recommendation regarding the organization and its

continued charter to the Student Senate.

The organization‘s leadership will be granted the opportunity to present its position to the Student Senate before

a final decision has been rendered. The information will remain on the table for one week before an official vote

is called.

At this time, Student Senate may decide to continue the charter, levy restrictions and provisions, or revoke the

charter completely. An organization that is listed as inactive will lose all organizational rights, responsibilities,

and privileges during the period for which it is classified as inactive. If an organization is inactive for more than

one academic year, the organization will not receive immediate reinstatement, but must complete the

Provisional Charter Process.

Within one week following Senate‘s decision, the chair of the ABCC will provide the organization with written

notification of the decision and document specific rationale behind the decision rendered.

The organization may appeal the decision in writing within three weeks to the ABCC. Appeal should be sent o

the Department of Student Life. An administrative review may be conducted if found to be warranted.



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Should an organization be found responsible for questionable activity or violating any University policies or

applicable laws, the following penalties may occur:

The organization will receive a verbal or written warning from the ABCC/Student Life. If the organization does not discontinue the activity, or if the activity is believed to be severe enough, the

problem may be taken to Student Conduct and reviewed by the Director of Student Conduct and the Director of Student Life.

Rights, Responsibilities and Privileges

of Chartered Student Organizations

All student organizations shall be afforded the same privileges and are bound by the same obligations. Ashland

University and Student Senate recognition does not mean endorsement of the purposes and/or activities of any

organization by the faculty, administration, or students. It means only that the organization is accepted as meeting

the minimum requirements set forth for student organizations.

The following list is an overview of the many rights, responsibilities and privileges of chartered student

organizations which are contained elsewhere in this manual. This list is neither comprehensive nor exhaustive and

should only be used as a quick reference. Should you have any questions please contact Student Life at

419.289.5325 or on campus via x5325.

Organizations may use the name of the University, or an abbreviation, as part of the organization‘s name.

However, an organization may not advertise events or activities in a manner that falsely suggests that the event

or activity is sponsored by the University. In all promotion, it should be noted that the organization issponsoring the event, not the University.

Organizations must adhere to all University policies and guidelines as set forth in the Student Handbook, which

can be obtained in Student Life. Acts involving discrimination, hazing, and alcohol or drug abuse will not be

tolerated, and may be considered grounds for suspension of the organization‘s charter.

Organizations may use University facilities for meetings, programs, and activities. Availability is on a first

come, first serve basis. Please see page 41 for more information on how to book campus facilities.

Organizations are expected to plan and conduct activities furthering the educational purpose and mission of the

University. Some of the organization‘s events must be open to the whole campus community if the group

desires ABCC funding. These all-campus events should be registered with Student Life at least two weeks in

advance to avoid duplication and over-scheduling.

All chartered organizations, with the exception of the Greek Organizations, are eligible to apply for ABCC

funding. The funding application is due in March for the following academic year. Contact Student Life for the

exact allocation process, time line, and forms.

Use of ABCC funds must adhere to the guidelines established by that committee and the University. For a list of

these guidelines, please see page 28.



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All ABCC funds must remain in an on-campus account through the University Business Office. All accounts

that receive ABCC funds are subject to audit at any time by the ABCC. Organizations that generate funds

through fund-raising or the assessment of dues and that are maintained in an off-campus checking account are

subject to audit by the ABCC. Such measures are enacted for the protection of the organization and its officers

in the assurance of fiscal accountability and responsibility. ABCC allocations may be withdrawn if any of thesepolicies are not complied with fully.

Organizations who wish to present speakers and/or programs requiring a fee must consult with the Director of

Student Life. Organizations are not permitted to sign contracts from outside organizations. This is done to

protect both the organization and the University.

Obtaining an Organization Email and Website

Typically, fully chartered organizations will be given rights to have an organization webpage and e-mail account.

Any organization that misuses these rights by posting or sending offensive or inappropriate material, or fails to

respond to ABCC and/or Student Life‘s attempts to contact said organization will immediately lose all rights.

The procedure for obtaining accounts is as follows:

1. Contact Student Life at ext. 5325 to request an account and or Login and Password information.

2. Student Life will contact the appropriate person in Information Technology to have the account created

or Login and Password reset.

3. As soon as IT sends notification on the account, Student Life will contact the organization.

4. If you need help actually building the website or with other technical problems, contact Information

Technology at ext. 5405.



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FAQs

What is the Activities Budgeting/Chartering Committee (ABCC)?

The ABCC is a sub-committee of the Ashland University Student Senate. This committee is comprised of

students, faculty and staff who meet regularly during the fall and spring semester. The job of the ABCC is to

charter and to allocate funds to student organizations.

What does it mean to be a provisionally chartered organization?

All organizations are required to go through a provisional charter period. A provisional charter lasts for

approximately one year. During this time the organization has to meet a series of requirements in order for the

ABCC to help determine the interest in and viability of the organization. During the provisional period, the

organization is under certain restrictions.

What does it mean to be a chartered organization?

A chartered organization is one who has filed a constitution and roster with the ABCC and has been approved

for a provisional charter for one year, and then a full charter following that. While student organizations must

follow some guidelines, they also have many privileges (please see page 11 for more information).

What are the requirements for chartering?

In order to be eligible for full chartership, an organization must have been a provisional student organization,

have written a constitution, compiled a roster and found an advisor. The organization must follow all Ashland

University policies as well as those of the local, state and national governments. Failure to comply can lead to

loss of chartered status. For more information, please see page 8-12.

Is it okay to have an off-campus account?

It is NOT advised to have an off-campus account. The University does not condone the creation and use of off-

campus accounts for any student organization. When a student organization opens an off-campus account, they

are held solely responsible for its up-keep and the filing of taxes pertaining to the account. Organizations which

hold University account lines fall under the University tax exempt code; however, student organizations that

open an off-campus account are no longer considered non-profit tax-exempt. Organizations that choose to

open off-campus accounts are not eligible for ABCC funding and will receive no assistance from the

University should they be audited by the IRS.



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Welcome from the Department of Student Life

Thank you for taking on the role of a Student Organization Advisor. Behind most successful student organizations is

a great advisor. This is an important role to the leaders of your student organization because they look to you for

advice and support as their organization develops and continues to grow.

The Advisor section of this manual is aimed at supporting and challenging you with tips and tools to use with your

student organizations.

We hope that as an advisor you will be able to not only lend valuable advice and assistance to your organization, but

also benefit from the wonderful interaction with students in a setting outside of the classroom. We are sure it will be

both an enjoyable and rewarding experience! Please keep in mind that we are here to help. If you have a question or

concern, do not hesitate to contact us!

Best Regards,

Department of Student Life



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Eligibility Requirements to be an Advisor

In order to be eligible to be an advisor, the candidate must meet the following requirements:

Must be a full-time faculty or staff member of the Ashland University campus or a graduate assistant in

residence on the campus

Cannot be on sabbatical

Advisors cannot use the organization‘s resources or benefits for personal, professional or departmental gain

Student Life reserves the right to request that an organization change their advisor should the advisor be unable

to or unwilling to fulfill his/her duties

Responsibilities of an Advisor to their Student Organization

Serve as a ―sounding board‖, someone with whom the student leaders can discuss ideas or issues by providing

an outside perspective

―Check In.‖ If you haven‘t heard from your student leaders in a while check in with them to see how everything is going

Attend meetings, programs, and other organization activities

Help in solving intra-group conflict

Provide assistance with administrative functions such as how to cut a check from the organization‘s account, hat

ABCC funding can be spent on, van rental procedures if your group takes a trip, posting policies, etc.

Assist in the training of new leadership and provide continuity and stability as student leadership changes

Provide your group with connections within the University as well as the Ashland Community

Ensure that the organization follows all University policies and procedures by being aware of policies that may

impact your organization‘s decisions, programs, etc.

Assist in making the organization‘s financial plan for the academic year and aid them in filling out their Budget

Request Form each spring semester

Help in finding a replacement advisor should you be unable to fill the position, leave the university, or go on

sabbatical

Responsibilities of a Student Organization to its Advisor

Keeping the advisor aware of all organization decisions, meetings, and activities

Work with the advisor to form a stable environment which would include strong leadership, and a sound

programming and financial plan for the academic year

Be respectful of the advisor‘s time and other commitments

Share and discuss all important organization decisions with the advisor.

Take into careful consideration the advisor‘s input

Discuss obstacles which hinder the effectiveness of the group

Work with the advisor to ensure that the organization‘s financial plan is followed



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Advisor Agreement – Advisor/Student Leader Role Exercise

The organization advisor and the student organization leaders should fill out this exercise at the beginning of every

school year. This exercise is an excellent tool in helping decide where the balance of power lies in your

organization. For each of the following questions, write the letter that corresponds to who is responsible for each

task. The letter key is as follows:

L — The student Leader

SL — Shared, but predominately the Leader

SA — Shared, but predominately the Advisor

EDS — Either person depending on situation

A — Advisor

Section A: Selection of General Members

Whose job is it to:

1. Oversee the recruitment/interview process of new members?

2. See that additional members are recruited to carry out the organization‘s programs or activities?

3. Identify the qualifications to serve in the organization?

4. Contact potential members to be recruited for the organization?

5. Explain to potential members what is expected of them?

6. See that members are properly oriented to the organization?

7. See that members are trained to carry out the organization‘s functions and programs?

Notes:

Section B: Selection of Executive Members or Officers

Whose job is it to:

1. Oversee the application/interview process for executive members?

2. Advertise to general members that new executive members will be chosen?

3. Sit on the committee that picks the executive members?

4. Decide the standards for being a member of the executive board?

5. Ensure that potential executive members meet the proper academic standards?

6. Educate new executive members on their responsibilities and duties?

7. Hold executive members responsible for their job?

8. Store and protect the organization‘s files year to year?

Notes:



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Section C: Meeting Logistics

Whose job is it to:

1. Select the date, place, and time of meeting?

2. Make arrangements for meeting such as the location, meal, etc?

3. Prepare the agenda for the meeting?

4. Send a notice of the meeting and copy of the agenda to members?

5. Invite any special guests to the meeting (faculty, staff, community members)?

6. Provide the University‘s policies on certain issues?

7. Delegate responsibilities to committee members?

8. Conduct the meeting and maintain order during discussions?

9. Bring facts, shared past experiences, or point out alternative approaches to guide decisions?

10. Take minutes and see that they are typed up for distribution?

11. Mail out the minutes to committee members with any additional reference materials?

12.

Generate new ideas for conducting ongoing or new programs?13. Settle disagreements that arise between members during the meeting?

14. Confront committee members who are not fulfilling their responsibilities?

15. Serve as a liaison to other committees?

16. Write and send thank you letters to appropriate people?

17. Contact members to follow up on their progress?

18. Follow up on delegated responsibilities?

Notes:

Section D: Event Logistics

Whose job is it to:

1. Brainstorm ideas for events?

2. Provide feedback on how similar events have failed or succeeded in the past?

3. Set a budget for the event?

4. Ensure that all contracts have been approved by the Department of Student Life?

5. Oversee the planning and implementation of organization events?

6. Reserve the necessary space, technology and materials in order to do the event?

7. Publicize the event?

8. Oversee all preparations prior to the day of the event?

9. Take charge the day of the event and ensure things run smoothly?

10. Lead the organization in reflecting on their event and discussing

things that should be done in the future?

Notes:



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Section E: Budget Logistics

Whose job is it to:

1. Create a budget plan for the academic year?

2. Keep track of the day to day spending and receipts of the organization?

3. Compile all of the budgetary information at the end of the academic year?

4. Submit ABCC Funding Request to Student Life by deadline?

5. Fill in and return the Roster Form to the Department of Student Life in October?

Notes:



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Advisor Timelines

The following is meant merely as a general guideline. You should always reference email

correspondences from Student Life for dates and deadlines. Should you have any questions

please call the Department of Student Life at 419.289.5325.

Monthly Reminders:

August

Assist with recruitment plans

Attend/help with retreats

September

Meet with organization‘s executive board to plan year – See the following section ―Start Out the Year

on the Same Page‖

Hold first meeting of the year

October

Oct 1 – Organization Roster Forms Due to Student Life

November

Check in with students, re: midterms

December

Notify Student Life of any organizational leadership changes

January

Assist with recruitment plans (if applicable)

February

Begin filling in Funding Request Forms

March

Check in with students, re: midterms

ABCC Funding Request Forms Due to Student Life in March

Deadline to submit dates to the Student Planner for the following academic year is in March

April

Hold Elections – Notify Student Life of Officer and Advisor changes. This information is used to

ensure up-to-date contact information. Please email [email protected] or call x5325.

Train New Officers

May

May 1 – All organization accounts are closed – You cannot spend your funds past this date without

written approval from Student Life



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Weekly Reminders:

Eaglemail – Due Tuesday at 5:00 p.m. – Weekly announcements sent out to the Ashland Campus through

email. Go to ashland.edu/services/stuaff/eaglemail.php to submit an item to Eaglemail.

Powerpoint TV advertisements – Due Tuesday at 5:00 p.m. – Powerpoint slides will play on the plasma screen

TVs in the Student Center, Convo and the Rec Center.



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Start Out the Year on the Same Page

The beginning of fall semester is always very busy with new classes, students, and agendas. It is important to set

aside an hour the first or second week of the academic year to have a meeting with your student organization leaders

to discuss the following topics:

Devise a vision for the organization (goals and objectives)

Discuss your expectations of the group and what their expectations are of you as the advisor

Assist with the recruitment process

Communication is important! Make sure your student leaders keep you informed of meetings, transition in new

leadership, events and programs

Plan regular meetings throughout the academic year to touch base. These can be weekly, biweekly or monthly

depending on the needs of your student leaders

Help the president prepare the agenda before each general group meeting

Speak up during the discussion when you feel the group is going to make a poor decision

Request a copy of the treasurer‘s books at the end of each semester. Remind them that if they do not spend their

ABCC funding by May 1 the money will no longer be available to them.

Evaluate any activities that you believe may have been inadequately planned

Take an active part in officer transition and training

FYI!

It is important for all advisors to note that it is NOT advised for student organizations to have an off-campus bank

account. The University does not condone the creation and use of off-campus accounts for any student organization.

When a student organization opens an off-campus account they are held solely responsible for its up-keep and the

filing of taxes pertaining to the account. Organizations which hold University account lines fall under the

University tax exempt code; however, student organizations that open an off-campus account are no longer

considered non-profit tax-exempt. Organizations that choose to open off-campus accounts will not be eligible for

ABCC funding and will receive no assistance from the University should they be audited by the IRS.



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Activities Budgeting/Chartering Committee (ABCC)

Who is the ABCC?

The ABCC is a sub-committee of the Ashland University Student Senate. This committee is comprised of students,

faculty and staff who meet weekly during the spring semester to allocate funds for the following academic year. The

chair of the committee is the current Officer of Financial Affairs on Student Senate. Four other Student Senators sit

on the committee. At least two faculty members representing two of the four colleges, respectively. Any non-voting

members of the committee provide guidance and organizational history.

What exactly does the ABCC do?

The ABCC was mentioned in the Student Organization section regarding the chartering of organizations; however,

that is only one of their responsibilities. The ABCC‘s primary activity is the annual allocation of money to student

organizations. The primary intention of ABCC funding is to assist in promoting and broadening successful student

organizational programming. The allocation process includes an application for funding which is reviewed and

voted on by the committee.

Where does this money come from?

Every full-time undergraduate student pays $220 per year toward the activity fee. This money from the activity fee

is allocated to fully chartered Ashland University organizations, residence hall programming and other university

traditions such as the annual Homecoming festivities.

The ABC Committee traditionally allocates the activity fee funds to over 65 different campus organizations.

These organizations include Greek Life, WRDL/TV-2, Theatre Musical, Multicultural Affairs, Religious Life,

Collegian, Center for Community Service, CAB, International Club, Collegiate Middle Levels Association,

Philosophy Club, Sports Club Council, Women‘s Chorus, Orientation, Student Senate, etc.

How do organizations maintain eligibility to receive and use ABCC funds?

Organizations maintain eligibility to receive and use ABCC funds by being a chartered organization, having an

advisor, having a constitution on file in Student Life, submitting all paperwork on time, and by participating in at

least one community service event a year. Organizations must also follow the guidelines for the use of allocated

funds. Please see page 28.

Organizations must participate in community service projects in order to receive ABCC funds. At least one service

project per semester should be performed by members of your organization. These projects should involve a

majority of members. ABCC budget requisition forms will require organizations to list community service projects

in which they have participated.



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Timeline for the Funding Process:

The following is meant merely as a general guideline. You should always reference email

correspondences from Student Life for dates and deadlines. Should you have any questions

please call the Department of Student Life at 419.289.5325.

July

Money is disseminated to organization accounts for the fall semester

October

Rosters are due to [email protected]

The funding request dates for the year are posted on the Student Activities website. In addition, email

notifications are sent to all organization presidents & advisors notifying them of this

February

A second notification is sent to all organization presidents reminding them that their funding request

form for the next year is due in March

March

ABCC Funding Request Forms Due to Student Life

The ABCC will review Funding Request Forms. Some organizations may be asked to provide

clarification

April

– The ABCC will continue to review all Funding Request Forms. Some organizations may be asked to

provide clarification

May

May 1 – All Organization accounts are closed – You cannot spend your funds from the current year

past this date without the written approval of the Department of Student Life.

June

Advisors will receive notification of how much money the organization has been awarded for the

upcoming year



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Completed Sample Funding Request Worksheet



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Explanation of Sample Funding Request Worksheet

Step 1: Gather your previous year‘s Funding Request Worksheet, your Allocation letter for the current year, all

receipts, and a copy of the organization account statement on WebAdvisor.

Step 2: Fill in your organization name in the highlighted row at the top of the form.

Step 3: There are four columns in which you can enter numbers. The first three columns relate to the current

years budget, and are under the heading 2008-2009 (Current Year). The first column is labeled

Budgeted; the second column is labeled Actual; and the third is labeled Difference. The fourth column

has the heading 2009-2010 est.: Category Totals. The fourth column shows what you would like to

receive for the upcoming academic year. It is your projected budget.

Step 4: Using last year‘s Funding Request Form fill out the first column under the heading 2008-2009 (Current

Year): Budgeted. The current year budgeted column should always match the fourth column on the

previous year‘s Funding Request Worksheet. Therefore, what you budgeted for the 2008-2009 Current

Year will also correspond to the 2007-2008 est. Category Totals. This represents the ideal situation in

which you budget for the amount of money which you have requested.

Step 5: Using your Allocation Letter for the current year, fill out the amount of money you actually received

from the ABCC in the first row of the column 2008-2009 (Current Year): Actual. Then fill out the

following four rows with the amount of money you actually fundraised, received from dues, received

from other departments on campus, and other received misc. funds.

Step 6: In the remaining rows of the 2008-2009 (Current Year): Actual column, show where all the money that

you received was spent. Note the asterisks next to the rows Programming Expenses and Membership

Development Expenses. Remember to answer the questions in the highlighted box at the bottom of the

page. Your answer will help the ABCC evaluate your use of funds for the current year, and will help

them in deciding what to allocate you in the future. Make sure that the Business Office Account

Balance line matches your current balance. If it does not, you have filled something in incorrectly.

Step 7: In the column 2008-2009 (Current Year): Difference, you must show the difference between what you

budgeted to receive and what you actually received. Negative numbers should be written in without the

‗-‗sign. Positive numbers should be put into parentheses. This will allow the Excel spreadsheet to

accurately do the math to fill in the rest of the column.

Step 8: In the column 2009-2010 est.: Category Totals, fill in the amount of money which you plan to receive

from the various sources and where you plan to spend that money. The amount entered into the row

Funds received from the ABC Committee is the amount the ABCC will assume you are requesting for

the next year. This budget reflects an ideal situation in which you have spent exactly what you have

received; therefore, the Business Office Account Balance and Difference from Total Income lines

should always equal zero.

Step 9: Submit your completed form to [email protected]. Please check www.ashland.edu/stuact for the due

date. REMEMBER to keep a copy for yourself as you will need it the next year.



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Guidelines for the Use of ABCC Funds

1. An organization must be fully chartered with Student Senate to be eligible for ABCC funds. 2. Organizations are advised to NOT have any off-campus accounts. If your organization has either an off-campus

account or a 2000 account, you must contact Student Life immediately.

3. A portion of the organization‘s programming must be geared toward the entire campus community in order to

receive ABCC funds.

4. ABCC funds cannot be used to purchase alcohol.

5. Typically, an organization cannot use ABCC funds to purchase food, unless the food is part of the programming

by the organization which is geared toward the entire campus community.

6. Typically, ABCC funds cannot be used to purchase shirts or other member recognition items.

7. Typically, an organization may not use ABCC funds to purchase capital expenditures.

8. A portion of an organization‘s ABCC funds may be used for membership development including retreats,

conferences and seminars. However, this portion should not account for a major percentage of fund usage. All

expenditures for such events are subject to review by the ABCC.

9. Typically, ABCC funds may not be used to fund gifts for charity, ex. Adopt-a-Family or Angel Tree.

10. The organization‘s advisor and president must work together to plan a budget for the academic year. The

processing of all ABCC funds must be completed by May 1st. All expenditures after May 1st must be approved

by the Department of Student Life. Monies not encumbered will be removed from the account.

11. The organization is expected to practice sound financial management and keep accurate records of all income

and expenses.

12. An organization‘s advisor may sign off on check requests or purchase orders for student organizations within

their respective departments. However, the organization must deal directly with ABCC for all funding requests.

13. All organizations requesting or receiving funds are required to attend one of the ABCC Funding Orientation

Sessions during the academic year

Student Senate may review account statements of chartered organizations on a monthly basis if

deemed necessary. If an organization is found to have financial discrepancies, it may meet with

penalties including loss of charter or ABCC funds.

All questions regarding the above guidelines should be directed to Student Life at x5325 or

[email protected].



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Student Handbook Policy

All student organizations are required to follow the policies outlined in the Student Handbook. A copy of the

handbook can be obtained in the Student Affairs Office (2nd floor, HCSC) or at http://ashland.edu/students/campus-

life/student-affairs/resources.html. All organizations should pay particular attention to pages 26 & 27 which list the

Level I-III Restrictions.

Hazing Policy

Hazing is determined by the university as doing, requiring, or encouraging any act or behavior regardless of the

participant‘s willingness or reluctance that is associated with initiation into or continued affiliation with any student

or other organization/group that causes or creates a substantial risk of physical or mental harm or humiliation to any

person. This specifically includes, but is not limited to activities that involve psychological shock; morally

degrading/humiliating games and activities; creation of excessive fatigue; bizarre or unusual dress codes; distraction

from scholastic activities (particularly class attendance and preparation); and/or requiring violation of Ashland

University or State of Ohio laws.

All student organizations are required to comply with State of Ohio laws and the Ashland University Hazing Policy.

Any student organization or individual found responsible for hazing will be subject to University judicial action

and/or criminal prosecution. Repercussions may also occur through the organizations governing bodies and/or

national affiliates.

Film Viewing LawOrganizations cannot show videos in a public performance unless they have obtained a license. Contact Student Life

at 419.289.5325 to discuss the specific details of the video your organization wishes to show.

Contract Policy

When an event requires an off-campus contract, Student Life MUST be given a copy of the contract for review and

signing. All contracts MUST be signed by the Director of Student Life and will then be kept on file. This is done to

protect both the organization and the University. Any questions please call the Director of Student Life

419.289.5325. Student organizations are not permitted to sign contracts.



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Solicitation and Vending Policy/Law:

A. Campus Solicitations

Only fully chartered Ashland University organizations may solicit funds from the Ashland University

community. All student organizations, including the Greek community, must comply with the following

solicitation requirements.

1. Obtain a Solicitation Request Form in Student Life.

2. Complete the form by providing the following information:

• Name and contact person of the group sponsoring the event

• Type of fund raiser being held (bake sale, food drive, etc.)

• The location and hours of the event

• Reason for solicitation request

3. Return the completed Solicitation Request Form to Student Life no less than 2 weeks before the scheduled

event. The contact person listed on the form will be provided with the decision in 1-3 business days.

B. Vendor Sales

Request for vendor sales will be considered on an individual basis and will not be approved unless the

solicitation is clearly in the best interest of the organization and Ashland University. Follow the directions in the

previous section to have your vendor sale request approved.

Credit Card and Phone Card Solicitations are not permitted on campus.

Special Notes

Publicity may NOT be distributed until the solicitation request has been approved. Door to door coin

collecting/coin collection jars are prohibited except for service/mission trip donations that must be

approved by Student Life.

Funds may be used for: donations to charities, philanthropies, and community projects, as well as

implementation of programs open to the entire campus.

Funds may not be used for personal benefit and fund usage must comply with all local/state laws, and

university policies.

Records of expenditures of such solicited funds are subject to verification by Student Life as deemed

necessary.

C. Violation of the Solicitation Policy

1. First offense: Verbal or written warning



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2. Second offense: If the organization does not discontinue the activity, or if the activity is believed to be

severe enough, the problem may be taken to Student Conduct and reviewed by the Director of Student

Conduct and the Director of Student Life.

Gambling Laws

A. Raffles

Raffles can be used to solicit funds from students, faculty and staff. There are specific guidelines that fully

chartered student organizations, including the Greek community, must follow.

Any tickets used for a raffle or program must indicate at point of sale that any monetary consideration for the

ticket was a donation to the sponsoring organization.

The prizes that may be redeemed with raffle tickets shall not be extremely valuable and cannot exceed a total

value of $500. This is to ensure that a premium is not placed on winning.

All advertising must be conducted on Ashland University owned or controlled property or as otherwise approved

by the Department of Student Life. Organizations wishing to solicit funds or goods must submit a

Solicitation/Fundraising Request Form to Student Life at least two weeks prior to the desired event.

In this situation, 50% of net profits must benefit a non-profit charity that is not sanctioned by Ashland

University.

No business or individual may receive any of the proceeds. After 50% of all proceeds are provided to a non-

profit charity, the student organization may utilize the other 50% for their organizational needs.

Raffles must be registered with the Department of Student Life at least 2 weeks prior to the scheduled event.

B. Other Games of Chance

Under Ohio law, when a person plays a game of chance (including poker) in hopes of winning a prize, the game

qualifies as illegal gambling, unless the sponsoring organization meets specific criteria and follows specific rules

contained in the Ohio Revised Code.

Ohio law defines a ―game of chance‖, otherwise known as gambling, to be ―poker, craps, roulette, or other game

where the participant pays money in hope of gain, the outcome of which is largely determined by chance.‖

Ohio Law states that games of chance may last no longer than a period of 4 consecutive days and are held not

more than twice a year or for a period of 5 consecutive days not more than once a year. Craps, roulette, and slot

machines are not permitted.



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C. Hosting a Non-Gambling Event

If participants do not pay anything to participate in the game of chance, it does not qualify as gambling. If

participants do not pay to play, you can offer small prizes to winners. These prizes cannot be monetary. No

exchange of money, including donations, can take place in conjunction with this event.

If the participants pay to participate in the game of chance, and no prizes (monetary or otherwise) are given, this

does not qualify as gambling. In this situation, 50% of all proceeds must benefit a non-profit charity that is not

sanctioned by Ashland University. No business or individual may receive any of the proceeds. After 50% of all

proceeds are provided to a non-profit charity, the student organization may utilize the other 50% for their

organizational needs.

D. Meeting the Ohio Requirements for Gambling

If your student organization would like to host a game of chance involving both a fee to participate and prizes

(thereby causing the game of chance to qualify as gambling), your organization must meet all of the specificcriteria outlined by the Ohio Revised Code.

Your student organization must be a ―charitable organization‖ as defined in section 2915.01 of the Ohio Revised

Code. While some student organizations will qualify as charitable organizations, it is important to note that

fraternities and sororities do not qualify as charitable organizations under Ohio law.

Your organization must have a letter from the IRS stating that the organization is exempt from federal income

taxation.

Procuring such a letter from the IRS is a complicated and expensive task that would likely require assistance

from a lawyer or tax professional. A copy of this letter must be given to Student Life.

The game of chance must be hosted on Ashland University premises and registered with Student Life at least 2

weeks in advance of the scheduled event.

After the deductions of prizes are paid out, all proceeds must benefit a non-profit charity that is not sanctioned by

Ashland University. No business or individual may receive any of these proceeds.

No alcoholic beverages may be given as a prize nor served in the immediate vicinity of the game(s) or program

regardless of where the game/program occurs.

Violations of any of the preceding polices in this section may result in student conduct actions and may be

punishable by state and local laws. For questions, please refer to Ohio Revise Code for gambling laws and the



34

Ashland University Student Handbook for campus policies and procedures, or contact Student Life at 289.5325

and make an appointment to speak with the Director of Student Life.

Violations of any of the preceding polices in this section may result in judicial actions and may be

punishable by state and local laws. If you have questions, please contact Student Life at 289.5325

and make an appointment to speak with the Director of Student Life.

Use of Ashland University Logo/Letterhead Policy

Using the University’s Name

Unchartered Organizations: An independent student group may make use of the University name in its title,

publications or letterhead, but may not use the name in a manner that in any way would constitute an

endorsement, approval or underwriting of any organization product activity, service or contract by Ashland

University

Permissible: College Republicans at Ashland University

Not Permissible: Ashland University College Republicans

Chartered Organizations – Affiliated groups of Ashland University Student Life and Student Senate may

use the University‘s name preceding that of their group. This permission extends to club sports organized

under the program control of the University.

Permissible: Ashland University College Republicans

If you have any questions regarding the use of the University‘s name, please contact Auxiliary Services at

419.289.5249.

Publications Policy

Any Ashland University publication distributed off campus to alumni and/or other Ashland constituencies

must be approved by the public relations office prior to printing. This policy applies to publications that are

printed on campus or off campus. This policy excludes Ashland University‘s student newspaper and

literary magazine; mass mailings of student correspondences; posters/flyers advertising events on campus;

and publications distributed only on campus.

Any student organization, or club team, is prohibited from using the University seal or logos on letterheads,

business cards or other identifying materials. Contact Licensing and Trademarks in the Bookstore at

419.289.5925 for specific questions regarding use.

The public relations office works with graphic design services as well as printing services to make sure this

policy is upheld. Design and/or printing jobs that go through graphic design services will be seen by the

public relations office.

If you have any questions, please contact Public Relations, at 419.289.5007.



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Regarding Clothing and Merchandise

A club team may utilize a University mark as part of its uniform, provided the item is not issued or made

available for sale to anyone other than team members. Once an item bearing a registered University mark is

sold beyond the scope of the membership or team, it becomes a commercial use of the mark and is subject

to a license agreement. Please see below for more information on the commercial use of an AshlandUniversity mark.

The Licensing Program – The Ashland University Bookstore regulates, promotes, and protects the use of

the commercial use of the University‘s name and identifying marks, both on and off campus. This includes

granting approval for use of the may registered service marks and trademarks of the University.

o The marks of the University include the seal, the seminary seal, the interlocking AU, the AU flash,

AU with Tuffy, Tuffy, Athletic Tuffy, and the words ―Ashland University,‖ ―AU,‖ ―Ashland

Eagles,‖ ―Ashland Theological Seminary,‖ and ― ATS.‖ It also includes items in which there may

be a likelihood of confusion regarding the origin of the goods and/or services, such as the use of

the words ―Ashland‖ in the school colors of purple or gold, or the use of a likeness of an eagle toimply affiliation with the University. Additional marks can and will be added at any time deemed

appropriate by the University.

Ashland University has registered its marks in the state of Ohio and the Federal Patent and

Trademark Office.

o Prior written permission is needed to use the University marks from either the Department of

Public Relations (non-commercial uses) or the University Bookstore (commercial uses). The

University reserves the right to withhold its approval for the use of the marks if it determines the

marks are used in a manner that does not maintain the image and integrity of the University. This

requirement also applies to unchartered student organizations who wish to make use of the

University name or identifying marks.

For any questions on the use of Ashland University‘s logos on clothing/merchandise, please contact Auxiliary

Services 419.289.5249.

Chalk Policy

Organizations often promote events through chalk messages on Ashland University sidewalks. Only all-campusevents may be publicized in this manner. Only ―sidewalk‖ chalk can be used.

Individual announcements such as birthdays, etc. are prohibited. In addition, organizations must have

permission from the Department of Student Life to promote political or religious viewpoints when not tied to a

specific event.

o The event must be a one-time event, not an ongoing or weekly event.



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All chalk marks must be removed from sidewalks 24 hours after the event. Violation of this policy will result in

assessment of a cleaning fee.

Rock Painting PolicyPainting on sidewalks, building or benches or rocks that have not already been painted in considered vandalism.

In keeping with tradition, rocks which have already been painted may be painted as deemed appropriate by

University administrators. Any other painting is considered a violation of policy and will be referred to the

Student Conduct Office for processing. For questions about specific rocks and whether or not they can be

painted, please contact the Director of Student Life.



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Posting Policy

Student Life serves as a clearing and approval center for all materials to be posted on campus. Only student

organizations with a fully recognized charter or provisional charter are allowed to post publicity in approved areas.

Publicity may not be posted earlier than three weeks before the event

Materials should be posted so they do not damage or deface surfaces to which they are attached

No material should be posted on any painted surfaces, steps, sidewalks, glass surfaces or the walking

bridge overlooking Claremont Avenue

Only masking tape or string may be used to hang publicity (no duct tape, spray adhesive, glue or sticky

tack)

Posted materials may not obscure exit signs, windows, doors, directional signs, building signs, fire alarm

boxes, railings, fire extinguishers, or general safety equipment

Individual or posting group is responsible for the removal of the material within 24 hours after the event

Failure to remove materials or follow posting policy may jeopardize future privileges and/or may result in

judicial action and/or fines

Off-campus groups must receive permission from Student Life

Publicity may NOT promote the sale/use of alcohol or contain any material that is NOT conducive to the

mission of Ashland University

Postings for specific buildings are as follows:

Center for the Humanities at Bixler/Andrews Hall/Center for the Arts: Only bulletin boards and stairwells

Convocation Center: Only in entrances or under the discretion of the Director of Dining Services

Dauch College of Business and Economics/Schar College of Education: Only bulletin boards in student

lounge areas after the approval of the building Administrative Assistant

Hawkins-Conard Student Center: Bulletin boards, brick surfaces, banners hanging from railing under the

discretion of Student Life. Do not cover the campus creed when hanging banners. Do not post on any glass

or painted services.

Kates Center: Only on bulletin boards

Kettering Hall: Anywhere except marble surfaces

Library: Placement of promotional materials is prohibited

Miller Hall: Only in entrance ways on concrete surfaces

Residence Halls: Materials may be placed in the Residence Halls under the discretion of the Residence Hall

Director. You must use sticky tack in Kem and Andrews Hall.

Recreation Center: Materials may be given to the Director of Recreational Services for approval and

posting.

Materials not posted according to the aforementioned guidelines will be removed and the organization may be

assessed a fee for cleaning, damage, or repair.



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Copyright Law

It is illegal to make copies of any material that is copyrighted under the law. This includes but is not limited to

books, magazines, posters, and certain web page clip art. There are severe penalties for copyright infringement. If

you wish to use copyrighted material, contact the publisher, artist, or web page designer for permission.

Sales Tax Law

Please direct any questions regarding the collection of sales tax to the Department of Student Life at 419.289.5325.

Transportation Policy

Individuals wishing to drive to an event affiliated with Ashland University in any way must drive their own vehicle

and be at least 18 years of age. A copy of their valid driver‘s license and proof of insurance card must be given tothe Business Affairs office at least 48 hours in advance of the event. If either the license or proof of insurance card

expires, a new copy must be received before the individual can drive to an event. It is highly recommended that

executive members of the organization drive to the events.

15 Passenger Vans: 15 passenger vans are not permitted for use by University affiliated groups as they are not

covered under the University‘s insurance policy.

Mail Center PolicyPublicity for an organization‘s on campus event may be distributed through the campus Mail Center, located on the

first floor of the Student Center. The following guidelines must be strictly adhered to:

Full sheets must be tri-folded

Half sheets must be folded in half lengthwise

Nothing smaller than a half sheet will be accepted

Bookmark-sized inserts need to be on card stock or heavier

To mail to individual members of your group, sort pieces in box order and band pieces together or hand

directly to mail center employee

For unaddressed or general mailings, a mailing form must be completed and returned directly to a mail

center employee at the window

1,700 copies are required to cover all student mail boxes

To reach departments, 75 copies are required

All mail must have a return address listed somewhere on the mailing



39

Off-campus mailing without stamps may be accomplished by placing your organization‘s account number

in upper left corner of envelopes

24 hours advance notice must be given for any general mailing

Any questions, please contact the Mail Center at 419.289.5317.



40



41

Offices, Departments and Phone Numbers

Making Room Reservations on Campus



42

While a phone call or message may be sufficient for some facilities, others require additional procedures.

NEVER ASSUME! It is important to confirm all your prior arrangements.

Facilities and services must be intended primarily for the benefit and participation of the University

community.

An event cannot violate Ohio laws and codes, University policies and regulations, or the fire and publichealth department‘s policies governing the use of public spaces.

Damage to equipment or facilities during the event will be charged to your organization.

Only chartered student organizations may reserve facilities and contract for University services.

Equipment rental, security, setup, and breakdown costs may be charged.



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Reserving Technical Assistance

In HCSC Auditorium, Redwood Hall, Eagles’ Nest and Eagles’ Landing

The Technical Productions Crew can assist by providing basic lights, sound, and stage equipment. To schedule

equipment or discuss your needs, contact Student Life at x5325. Requests must be submitted at least two weeks in

advance. Events will be scheduled on a first-come, first-serve basis. Service fees will be discussed at the time of

scheduling.

Facilities/Maintenance

Work orders for equipment set up or delivery must be turned in to Facilities at least two weeks in advance. Items

include picnic tables on the Quad, tables, chairs, grills etc. For questions, or to check on availability of equipment,

call Facilities Management and Planning at x5490.

Student Center Auditorium

Reservation of the auditorium is processed through Safety Services at x5700. This facility contains user-friendly

technology including: DVD/VHS/cable TV; laptop connection; computer with Microsoft capabilities; overhead

projector; wireless microphone; data projector; etc. To ensure the availability of this technology, contact Student

Life at x5325 at least two weeks in advance of your event.



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Student Center

The following section details the many resources which are located in the Hawkin-Conard Student Center. This

includes the many available meeting places, resources, administrative offices and the organizations which work out

of the offices.

Auditorium: The Auditorium is located on the second floor of the Student Center. For more information on the

capacity and how to book this space, please see page 41. For more information on the technology located in this

space, please see page 43.

Center for Community Service: The mission for the Center for Community Service is to provide service

opportunities in Ashland County and surrounding communities to encourage social responsibility, community

involvement and thoughtful action. The Director of Community Service is Juliet Thomas at

[email protected]. The Community Service Office is located inside of Student Life on the second floor of

the Student Center.

ALL organizations which receive ABCC funds are required to have at least one service

event.

Organizations which are looking for assistance or guidance in finding a service event for their organization

should contact Juliet Thomas at [email protected]. Organizations should also complete a Post-Event

Community Service Log Sheet and email the completed form to [email protected].

PROUD (Partners Reaching Out for Ultimate Development): PROUD is a tutor/mentor program that pairs

Ashland University students with an at-risk student from the Ashland City Schools. This one-on-one

contact established with the youth promotes self-esteem and improved academic achievement. Ashland

University tutors/mentors work with their individual students two hours per week for the entire academic

year. Ashland University students must apply and be interviewed in order to be a member of the PROUD

program.

Community Care: Community Care is a student-led service organization on campus that plans and

participates in various community service activities throughout the Ashland area and beyond. Community

Care is divided into six different teams that are run by and for students. These teams include: Green Team,

Adopt-a-Grandparent, Hunger Team, Youth and Literacy, L.I.V.E. (Learning, Intentionality, Vitality, and

Energy), P.A.W. (Peers for Animal Welfare) and Habitat for Humanity. These teams meet to concentrate

on planning events and awareness opportunities for their particular interest area. Volunteers can getinvolved at any time by participating in one event or by dedicating time to one or more teams.

Service Learning - Service learning is a form of experiential education that engages the student in a

meaningful application of academic knowledge in significant service to the community. At Ashland

University, students can engage in two types of Service Learning:

mailto:[email protected]

mailto:[email protected]



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o Integrated Service Learning: This experience is created and designed by professors to be a

requirement of the course and directly related to course content. The service requirement will be

no less than 10 hours and no more than 29.

o Plus-One Credit Option: The Plus-One Credit Option allows students to earn an extra institutional

credit by doing 30 hours of service that is directly related to the course objectives of an already

existing class.

For more information on how to become involved in these opportunities, please go to

http://www.ashland.edu/students/campus-life/community-service

Conference Rooms: The Student Center Conference Rooms are located on the second floor of the Student

Center. For more information on their capacity and how to book them, please see page 41.

Commuter Services: Commuter Services is committed to assisting commuter students by identifying available

resources and providing services which foster a successful college experience. Through service, programs, advocacyand research, commuter students‘ learning and individual student development is enhanced. Commuter Services

operates out of the Student Life on the second floor of the Student Center.

Commuter Services hosts a variety of events including Commuter Meet and Eats, when Commuters can

come together to eat, network with fellow commuters, and then go to campus activities. Commuter

Services also hosts Commuter Breaks, when food and drinks are set up in the Commuter Lounge.

Ashland Commuter Eagles (A.C.E.) – A.C.E. is an organization created and run by commuter students for

commuter students. Their purpose is to bring commuter students together with a mutual interest in

university life by working with Commuter Services as well as other student organizations to build a

socially supportive network for Ashland University commuter students.

Commuter Lounge – The commuter lounge is a hang-out area for commuter students and includes a

computer for checking email, a sink & microwave for food prep, a TV, and vending machines.

Commuter Lockers – Lockers are available to Commuter Students on the second floor of the Student

Center. They are located outside of the Commuter Lounge and around the corner from Student Life.

Students must provide their own lock. For more information on how to reserve a locker, please visit

Student Life.

For more information on Commuter Services, please contact Jennifer Washock at [email protected]

Eagles’ Landing: The Eagle‘s Landing is located next to Safety Services on the main floor of the Student Center.

It provides a great meeting space as it is full of tables and comfortable chairs. It is also equipped with a small stage,

a television, and a jukebox which plays music from iPods. For more information on how to reserve this space, please

see page 41.



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Eagles’ Nest: The Eagles‘ Nest offers a wide selection of grill and deli selections, salad bar, bakery, gourmet

coffees and snack items for those on-the-go dining needs. The Eagles‘ Nest is located on the main level of the

Hawkins-Conard Student Center.

The seating area provides an excellent place for smaller student organizations to meet in a relaxed

atmosphere.Organizations using this space might want to avoid lunch hours and evenings during the week leading up to

semester finals. The space can become quite crowded and noisy during these times.

Fireplace Lounge: The Fireplace Lounge is located at the top of the stairs which overlook the mailroom on the

main floor of the Student Center.

This is a great space for smaller organizations to meet. It is a little bit dark, but it is centrally located and

stays fairly quiet.

It is located on a main walkway from one side of campus to the other.

Greek Life Office: The Greek Life office is responsible for overseeing and working with the seven fraternities and

sororities on Ashland‘s campus in addition to working with their governing bodies, the Interfraternity Council (IFC)

and the Panhellenic Council. College fraternities and sororities are social organizations which encourage members to

establish relationships with chapter members, other Greek-lettered organization society members, as well as other

students during their college experience. Joining a Greek-lettered organization society is a great way of opening

doors to numerous opportunities, activities, and networking opportunities. To learn more visit their website at

http://ashland.edu/students/campus-life/greek-life. The Greek Life Office is located inside of the Department of

Student Life.

The four sororities at Ashland are:

Alpha Delta Pi http://ashland.edu/students/campus-life/greek-life/sororities/alpha-delta-pi

Alpha Phi http://ashland.edu/students/campus-life/greek-life/sororities/alpha-phi

Delta Zeta http://ashland.edu/students/campus-life/greek-life/sororities/delta-zeta

Phi Mu http://ashland.edu/students/campus-life/greek-life/sororities/phi-mu

The three Fraternities at Ashland are:

Phi Delta Theta http://ashland.edu/students/campus-life/greek-life/fraternities/phi-delta-theta

Phi Kappa Psi http://ashland.edu/students/campus-life/greek-life/fraternities/phi-kappa-psi

Tau Kappa Epsilon http://ashland.edu/students/campus-life/greek-life/fraternities/tau-kappa-epsilon

Greek Honors – In addition, the Greek Life Office also coordinates the Greek Honors. The Greek Honors

consist of a series of categories for which the chapters and members of the Greek community can compete.

The Faculty Senate Student Life Committee votes on these awards.

Involvement Fairs: Student Involvement Fairs are hosted through Student Activities. If you have any questions,

please contact the Student Activities Office at x5325.



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Fall: Traditionally, the Sunday before classes start, Convo takes dinner out to Founder‘s Lawn. With so

many members of the University in one place, it provides a great atmosphere for meeting new people.

Student Activities hosts an involvement fair at this event and invites student organizations to advertise

themselves. Organizations set up tables around Founder‘s lawn to showcase what they do and to recruit

new members. This is a great resource for organizations wanting to attract new members, because there aresure to be plenty of new freshmen. Organization presidents will receive an email during the summer

months asking them to attend.

Spring: Student Life also hosts an involvement fair in the spring. This involvement fair focuses almost

solely on organizations that need more members going into the spring semester. This involvement fair is

held in the Student Center. Presidents of organizations will be invited to participate previous to the fair.

Student Conduct: The Ashland University Student Conduct strives to build a community of respect. To

encourage Ashland University students to organize and unify their experiences into a workable and satisfying

philosophy of life, we, as a community: respect new ideas, emphasize personal development by encouraging theexamination and discussion of differing opinions, support the worth and dignity of each individual, promote justice

and compassion on our campus and in our world, enjoy Ashland University‘s rich cultural, ethnic and racial

diversity, celebrate the heritage of the institution, affirming both tradition and innovative change, and teach the spirit

of excellence and integrity through scholarship, research and service. The Student Conduct Office is located in the

Residence Life/Housing Office.

The primary administrator of the judicial system is the Director of Student Conduct, Jonathan Locust.

Others who administer the system include the Conduct Adjudicator (often a Student Affairs staff member)

and the Student Conduct Board Members. For more information please visit

http://www.ashland.edu/students/campus-life/student-conduct

All students, regardless of their membership in a student organization, should be aware of their rights and

responsibilities as a member of the Ashland University campus. Inform yourself by visiting

http://www.ashland.edu/campus-life/judicial -services/student-vitcim-rights

Multicultural Student Services (MSS): The goal of Multicultural Student Services is to help Ashland‘s

multicultural students to have a fulfilling growth experience both in and outside of the classroom. They attempt to

do this through a collaborative effort of students, faculty and staff members who all work together to create a more

diverse campus. Visit their website at http://www.ashland.edu/stuaff/mss/home.html. The Director of MSS is

Jonathan Locust who can be contacted at x5327 or [email protected] . MSS is located inside of the Residence

Life/Housing Office on the second floor of the Student Center.

Black Student Union (BSU) – The Black Student Union of Ashland University exists to promote an

awareness and understanding of the African American culture and to establish a union of brotherhood and

sisterhood among the African American students, faculty and staff. Programs that enhance cultural

awareness and meet the spiritual, social and academic needs of the African American students are provided.



48

Such programs include Black History Month activities, social programs, and co-sponsorships with other

campus organizations. BSU presents an united front and a voice for African American students. Although

the focus of the organization is on African American Student needs, the Black Student Union embraces all

ethnic backgrounds. BSU operates out of the MSS office.

Pathways Mentor Program - The Pathways Mentoring Program is a mentorship that was created to pair upupperclassmen and incoming freshman in order to help new students assimilate into Ashland University

through networking, attending campus programs, and serving as positive role models. If you are interested

in more information, please contact Jonathan at [email protected].

Orientation: The Orientation program assists new students and their parents in making the transition to college.

The program exposes new students to the educational and involvement opportunities available as well as the policies

and expectations of the campus. The Director of Orientation and First Year Programs is Jennifer Washock,

[email protected]. Orientation is coordinated out of the Department of Student Life.

Orientation works closely with campus departments and faculty & staff in order to help incoming studentsmake a smooth transition for the new members into the Ashland University community.

―O-Team‖ (Orientation Team): The Orientation Team is a student group which assists with facilitating the

Orientation programs. Members help new students in becoming an integral part of the campus community,

and serve as a valuable source of knowledge for freshman. O-Teamers also co-facilitate a section of the

class with a faculty member, and act as a peer mentor to freshmen in their assigned Accent on Success

class.

Residence Life/Housing Office: The Residence Life/Housing Office is committed to providing a safe and

healthy environment conducive to sound academic pursuit; promoting the concepts of community living by

emphasizing self responsibility and respect for others, creating opportunities for student involvement and personal

development, and offering advice and information to residents. The office is located on the second floor of the

Student Center between the Student Organization Resource Room and the Department of Student Life.

Residential Housing Association (RHA): RHA is a student body which is dedicated to developing,

initiating, implementing and evaluating policies regarding campus housing. Each residence hall sends a

representative to their weekly meetings; however, all residential students are members of RHA by default.

All meetings are open to Ashland University residents. Student attendance and input are encouraged.

RHA‘s largest annual event is Sibs and Kids Weekend. This weekend is planned in conjunction with CAB

and the Residence Life Office as a fun weekend for student‘s siblings and younger friends to come visit

campus. For more information about RHA, visit http://activities.ashland.edu/~rha/index.html.

Department of Student Life: The Department of Student Life‘s mission is to enhance the overall educational

experience through the development of, exposure to, and participation in social, cultural, intellectual, spiritual,

recreational, service and governance opportunities. The Director of Student Life is Nicole Dyer,

[email protected]. The Department of Student Life is located on the second floor of the Student Center on the side



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of the building which faces the intersection of College St. and Claremont Ave. Visit the website at

www.ashland.edu/stuact.

Student Organizations – All student organizations are chartered through the ABCC in the Department of

Student Life. One of the office‘s goals is to serve and to assist student organizations. Anyone looking for

information on other student organizations should visit http://ashland.edu/students/campus-life/clubs-organizations. Student organizations which operate out of the Department of Student Life are:

o Campus Activities Board (CAB) – CAB is the main social programmer for students. CAB is an

award-winning programming board, which provides diverse quality entertainment, including an

assortment of social, cultural, recreational, and educational opportunities which support unity,

friendship, learning, growing, and fun. CAB creates an environment, for both its members and the

Ashland community it serves, that plays a positive role which in enhancing the Ashland University

experience. For more information on what CAB is planning, please visit their website at

ashland.edu/students/campus-life/student-activities/cab.

o Technical Productions Crew (Tech Crew) – Tech Crew is available to provide sound, stage &lights for campus events. For more information on how to book Tech Crew, contact Nicole Dyer,

Director of Student Life,

o [email protected].

o Activities Budgeting/Chartering Committee (ABCC) – The ABCC is a sub-committee of Student

Senate. The ABCC is in charge of chartering new organizations and for allocating funds to

selected organizations during the spring semester. For a more complete explanation of what the

ABCC does, please see pages 6 and 22.

Homecoming: The Homecoming celebration at Ashland University is a traditional event which is held

every fall. Events include the Homecoming football game, the presentation and crowning of the court, the

homecoming dance, the window painting competition, Powder Puff football game, the parade, and the

homecoming comedian. Many groups and organizations on campus work together to help make

Homecoming a success every year. The participating groups include Homecoming Committee, Tech Crew,

Alumni & Parent Relations, and CAB. Contact the Department of Student Life for more information.

Student Activities Conference Room: Connecting the Department of Student Life and the Residence Life

Office is a small conference room. This is a great room to use if one is in need of a private location for a

meeting. For more information on reserving this room, please see page 41.

Student Affairs Office: The primary purpose of Student Affairs is to enhance student learning and personal

development congruent with the Ashland University mission. This office plays a key role in developing the many

different aspects of a student‘s life outside of the classroom. The Student Affairs Office is located on the second

floor of the Student Center. The following sub-offices and groups are located in Student Affairs:

http://www.ashland.edu/stuact

http://ashland.edu/students/campus-life/clubs-organizations




http://www.ashland.edu/stuact



50

Dean of Students – The Dean of Students is Sue Heimann. The Student Affairs office is always happy to

hear the concerns of the student population. To voice a concern which you or your organization might have,

please visit the website: http://ashland.edu/forms/voice-your-concern-online.

Counseling – Counseling Services are operated out of the Student Affairs Office. For more information,

please visit http://ashland.edu/services/stuaff/counseling.Leadership and Service Awards – The Ashland University Leadership and Service Awards give students,

faculty, and staff the chance to honor the outstanding leaders among them.

o All members of the Ashland University community are invited to submit nominations.

Nominations are due at the beginning of each spring semester.

o Award categories include Emerging Leader, Ashland University Volunteer Hall of Fame, Senior

Honor,

o Outstanding Campus Leader, Outstanding Undergraduate of the Year, Dr. Donald Rinehart Honor

& Integrity

o Award, Outstanding Program, Co-Sponsorship of the Year, Service Project of the Year,Outstanding Faculty Member of the Year, Outstanding Staff Member of the Year, and Who‘s

Who.

o For more information, please visit the website at

http://ashland.edu/services/stuaff//StudentLeadershipAwardsInformation.html.

Student Senate – While Student Senate is a student organization, it operates out of the Student Affairs

Office. Student Senate strives to serve as a medium between students and faculty/staff by expressing the

student opinion and finding ways to promote the campus community.

o Meeting Times: If you or your organization has a complaint or concern, Student Senate is always

happy to hear from you. Student Senate meets every Tuesday evening at 9:30 p.m. during the

school year in the Student Center conference rooms.

o Should you wish to contact your representative directly, please go to their website at

http://ashland.edu/students/campus-life/students-affairs/student-senate.

The Student Organization Resource Center: ―The Source‖ is located on the second Floor of the Hawkins-

Conard Student Center. The following resources are offered as a courtesy to provisionally and fully chartered

student organizations:

Banner Paper/Texas Markers – Texas Markers must be used on the table provided in the Resource Center,

as the markers leak through paper and cause damage to Ashland University property.

Helium – can be used to inflate balloons for all campus events – student organizations must supply their

own Mylar balloons. Latex balloons are not permitted on campus.

Programming Resources – current Cam pus Activities Programming Magazine‘s offer helpful hints on any

topic related to student organizations.

Desk Space – Chartered student organizations may request the use of a desk space in the Source as long as

space is available. Please call the Department of Student Life at x5325 for any further inquiries.

http://ashland.edu/forms/voice-your-concern-online

http://ashland.edu/forms/voice-your-concern-online



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Other Important Offices on Campus

Catering

Ashland University Catering & Conference Services handles all catering on campus. As a general rule of thumb,

outside organizations are not permitted to cater in any university facility. Contact the Director of Catering at x5915

to make your specific requests and to discuss menu options. For more detail on the catering policies including

confirmation agreements and Eagle Card use, visit www.ashland.edu/catering and click on Student Catering Forms.

Graphic Design Services

Graphic design and assistance is provided by Graphic Design Services. There is a nominal charge applied for this

service. Organizations can charge to their campus account or pay with cash. To obtain further information or to

make an appointment, contact x5006 or visit 304 Founders Hall.

Instructional Resource Center

The IRC is located on the second floor of Ashland University Library. Its collection, Library of Congress

Classification L - education, juvenile and young adult literature, and the IRC circulating collection, support teaching

programs in the College of Education. The IRC circulating collection includes K-12 curriculum textbooks, activity

books, and K-12 supplemental resources of manipulative kits, software, audio books, posters, maps, and book kits.

In addition to library and technology, computers, scanners, printing and color printing, the IRC is a self serve work

area for students, faculty, and staff. Laminating, binding and Ellison Machine and Die sets are a few of the resources

available for use and an accompanying fee. A small selection of materials and supplies such as construction paper,

bulletin board paper, poster board, and sentence strips are available for purchase. Patrons may purchase these items

using cash, personal check, or campus accounts. For more information, visit the Instructional Resource Center on

the web at www.ashland.edu/library/irc or call x5406.

http://www.ashland.edu/catering

http://www.ashland.edu/catering



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SAMPLE CONSTITUTION

Constitution of Name of Organization at Ashland University

Ratified: MM/DD/YYY – Updated: MM/DD/YYY

I. Article 1: Name

The name of this organization will be Name of Organization at Ashland University.

II. Article II: Affiliation Statement

Statement from any affiliated National Organizations

III. Article III: Purpose

1. The purpose of this organization is to insert.

2. The objective of this organization is to insert.

IV. Article IV: Responsibility

1. Name of Organization shall comply with all Ashland University policies and procedures, including but

not limited to those found in the Student Handbook and the Student Organization Handbook, as well as

local, state and federal laws.

2. Name of Organization will comply with the University individual rights statement which is as follows:

Ashland University is an Equal Opportunity institution and reasonable efforts will be made to

accommodate all students regardless of disabilities, sex, age, race, color, religion, and national or

ethnic origin, as per Section 504 of the Rehabilitation Act of 1973, Title VI of the Civil Rights Act

of 1964, Title IX of the Education Amendments of 1972, the Age Discrimination Act of 1975, and

the American Disabilities Act of 1991.

V. Article V: Membership

1. General Membership

a. Qualifications: insert

b. Procedure for Joining: insert

c. Rights and Responsibilities of Members: insert

d. Procedure for Removal: insert

2. Executive Members

a. Qualifications: insert

b. Election Process for each Position: insert

I. Timeline: insert

II. Procedure: insert

III. Term: insert



IV. Installation: insert

c. Right and Responsibilities of Executive Members: insert

d. Procedure for Removal and Replacement: insert

VI. Selection Process and Role of Advisor Insert

VII. Process for Amendment of Constitution Insert

VIII. Committees

1. Insert Names/Purpose/Duties

2. How membership is determined

IX. Financial Aspects

1. Collection/Dispersement of Dues2. Disposition of funds if organization dissolves

Documents

2011-2012 Student Organization Manual