Student Organizations are critical to maintaining a happy, healthy, connected, engaged student body. Student organization leaders create environments and experiences that do not exist anywhere else on campus. The Office of Student Activities (OSA) supports StuOrgs by hosting trainings, providing access to financial and physical resources, and facilitating connections with other students and faculty/staff. This Handbook contains resources, policies, and procedures for creating and maintaining a student org at Kalamazoo College.
The Office of Student Activities also maintains a “StuOrg Leaders” Microsoft Team, where we share important updates with org leaders. This is a non-exclusive group, so all organization leaders are welcome! If you would like to be added to the Team, or to invite additional leaders from your org, please email StudentActivities@kzoo.edu.
Benefits of Being a Student Organization
Students are welcome to gather in groups and pursue shared activities without becoming a Registered Student Organization (RSO). However, becoming an RSO has several advantages. RSOs can:
- Utilize Student Activity Fee money (see Finances and Budgeting)
- Reserve rooms on campus for org business and events (see Room Reservations)
- Print and post flyers about org events (see Printing and Posting)
- Utilize various OSA resources (e.g., board games, outdoor equipment, decorations, craft supplies, etc.) (see OSA Resources)
- Maintain org supplies in an org locker (see Lockers)
- Reserve campus vehicles for org travel (see StuOrg Travel)
Key Responsibilities of Being a Student Organization
Along with the benefits, being an RSO carries certain responsibilities. As an org leader, you should familiarize yourself with the contents of this handbook, and you can return to it any time you have questions. Some of the key responsibilities of a student org are to:
- Maintain regular communication with the Office of Student Involvement (OSI) / Office of Student Activities (OSA)
- Maintain your “Presence” (see Presence below)
- Be thoughtful stewards of our resources
- Follow all College, OSI, and Student Organization policies
About Student Organizations
A student organization is defined as a group of four or more enrolled Kalamazoo College students who have come together sharing common interests in the hopes to build an inclusive community. This group should not only create an environment for its members to have a sense of belonging in the K Community, but also one that allows interested students the possibility to discover new interests.
- Starting a New Student Organization
- Running a Successful Student Organization
- Crafting your Mission, Vision, and Values
- Writing a Constitution
- Maintaining Records
- Maintaining Stuff (Lockers)
- Working with Members
- Recruiting Members
- Retaining Members
- Selecting an Executive Board (E-Board)
- Delegating Tasks
- Dealing with Org Conflict
- Presence / Involve
- Maintaining your Presence
- Roster
- Events
- Attendance
- Transitioning Your Org
Event Planning
Events don’t “just happen;” they require a lot of careful thought and planning. Read the sections below to get all the details for how to plan a great event!
Specific Policies and Procedures
What is an Event
Although the words can be used interchangeably, it can be helpful to differentiate between an org meeting and an event. An org meeting, often involving only the E-Board or a specific committee, might be used to plan for larger events, to discuss org policies or to address issues within the group. Org meetings are generally not eligible for funding. An org event differs in the following ways:
- Events are publicized through Presence, email, instagram, the Hornet Hive calendar, Teams, etc.
- Events are eligible for funding
- Events include a larger group of people – open to the whole org, multiple orgs, or the whole campus
- Events are schedule and planned, generally several weeks ahead
Reserving Rooms
Student Organizations are able to reserve rooms on campus for meetings and events. Follow these steps to reserve space on campus:
- Complete the EMS Request Form on Presence. You may request access for as many org members as you want.
- Contact Media Services (Room.Booking@kzoo.edu) if you have issues registering or accessing the EMS system.
- Visit EMS.Kzoo.edu and log in using your K credentials and regular password.
- Select “Book a Room.”
- Select the date, time, and location to search for available rooms.
- Select the Plus sign next to the room you want, to add it to your reservation.
- Click Next Step and select any necessary services.
- Click Next Step and fill in your contact information.
- Fill in the Additional Information.
Facilities Use Guidelines
Always leave the space clean, tidy, and in the default set-up (see posted diagrams). Keep safety and accessibility in mind when moving furniture, ensuring there is safe and easy access to all emergency exits. Please follow the below guidelines:
- All furniture must be picked up and carried to the new location. It cannot be pushed or dragged. Carts may be available to assist. The only exception would be furniture with built in wheels.
- All groups and departments who move furniture will be responsible for returning all furniture to its original location.
- Only blue painters can be used to adhere items to surfaces.
- Groups and departments will be responsible for any damage caused to the furniture or the building.
Risk Management
While it is unpleasant to think of, someone getting injured during an event sponsored by your organization, accidents can and do happen. Risk management is the process of covering your bases in case of an accident. Depending on the nature of your event, organization members may need to go through additional training. For questions, contact the Office of Student Activities.
- Think ahead. Identify possible problems and prepare a plan to respond.
- If an event could be considered “high risk” (i.e. increased physical activity, use of chemicals, etc.), discuss a plan in advance with OSA staff.
- If any organization member or advisor has any objection to the event, they should verbally express their thoughts to the group. We encourage organization members and advisors to consider the perspectives of all members.
- For larger events, e.g., inflatables, work with OSA staff to ensure the event has appropriate insurance, waivers, hold-harmless agreements, and/or vendor contracts.
Pay careful attention to the following:
- Use of extension cords and other potential tripping hazards
- Room capacity (often posted in/around the room or on EMS)
- Not blocking exits, especially those marked as emergency exits
- Not blocking ceiling fire suppression systems (i.e., do not attach anything to the ceiling)
Collaborating with OSA
OSA holds weekly programs, many of which are collaborations with student organizations. Events often thrive when collaboration happens, so we encourage student organizations to reach out if interested. To create a successful program, a timeline is set to confirm we have everything we need and inform all parties that need to know.
- 4 Weeks Out
- AD will connect student programmer(s) with collaborator through email
- AD will also set deadline of when food is needed.
- Programmer should set up a meeting with collaborator to start discussion on needs.
- 3 Weeks Out
- By end of this week, a list of what materials are needed should be communicated/shared with your programmer.
- Check with the programmer to see what we might have on hand!
- Connect any off-campus partners with the programmer.
- 2 Weeks Out
- Description and a title for the program needs to be sent to the programmer on the Wednesday of the week before at the latest.
- Week Of
- Finalize details of set up, clean up, etc.
If decisions are not submitted by the set deadline, OSA may step in and decide on behalf of the collaborators.
Expectations
| OSA | Collaborator |
|---|---|
| Provide guidance and support in event planning through 1/2 assigned programmer(s) (More may be assigned depending on needs of specific event). | Actively participate in the planning and organization of events. |
| Assist with securing necessary resources and approvals. | Follow the program timeline set by theOffice of Student Activities |
| Facilitate communication between collaborators, relevant college departments and professional staff. | All communication relevant to the event must go through assigned OSA programmer(s) including but not limited to catering, purchases, venue, etc. |
| Communicate and follow the program timeline and budget for the event | Actively support in set up, duration, and clean-up of the event as requested from OSA programmer(s). |
| | Contribute resources and expertise asagreed upon. |
Available Equipment
The following is a list of some of the more popular equipment that is available for check out:
- Cotton Candy Machine
- Popcorn Machine
- Sno Cone Machine
- Beverage Coolers
- Carnival and Outdoor Games
- Pop-up Tents
- Video Game Systems
- Karaoke Machine
- Board Games
- Arts and Crafts Supplies
Movie and Television Rights
Public Performance Rights (PPR) are serious business. Below you will find information about PPR and how they affect you in your programming as a student organization. See more information directly at the Swank website.
What the Law Says about Public Performance Rights (PPR)
The Federal Copyright Act governs how copyrighted materials, such as movies, may be utilized publicly. Neither the rental nor the purchase or lending of a videocassette or DVD carries with it the right to exhibit such a movie publicly outside the home, unless the site where the video is used is properly licensed for copyright compliant exhibition. This legal copyright compliance requirement applies to colleges and universities as well as to public schools, public libraries, daycare facilities, parks, recreation departments, summer camps, churches, private clubs, prisons, lodges, businesses, etc. regardless of whether an admission fee is charged, whether the institution or organization is commercial or non-profit, or whether a federal, state or local agency is involved. The movie studios who own the copyrights, and their agents, are the only parties who are authorized to license sites such as colleges and universities. No other group or person has the right to exhibit or license exhibitions of copyrighted movies. Furthermore, copyrighted movies borrowed from other sources such as public libraries, colleges, personal collections, etc. cannot be used legally for showings in schools or in any site which is not properly licensed.
What Defines A “Public Performance?”
The concept of “public performance” is central to copyright, and is the main issue of protection for these intellectual properties. Title 17, Section 101 of U.S. Code outlines that showing a work publicly means “to perform or display it at a place open to the public or at any place where a substantial number of persons outside of a normal circle of a family and its social acquaintances is gathered.” Showing a movie in a residential living space lobby, lounge or hallway would be considered a public performance and requires a license to be legal. The Code allows for use of copyrighted works within the home. The home is generally defined as a family unit with a reasonable exception for friends. Home use is tied to the primary “family” unit which generally means household. For use outside the home, there is only one licensing exemption allowed for within the Code. That exemption is commonly referred to as the “Educational Exemption.”
Copyright Infringers Can Be Prosecuted
The Motion Picture Association of America (MPAA) and its member companies are dedicated to stopping film and video piracy in all its forms, including unauthorized public performances, file sharing, illegal downloading, etc. The studios will go to court to ensure their copyrights are not violated. To avoid the possibility of embarrassing publicity, consult Kalamazoo College Media Services if you are uncertain about your responsibilities under copyright law. Some consequences of Copyright Infringement are: Job Loss, Disciplinary Action, $250,000 Fine, Imprisonment, and/or an Unpleasant Conversation with College President. The bottom line is: When in doubt, don’t do it! It’s not worth the risk to you or your institution.
Why We use Swank to purchase PPR Licenses
For nearly 70 years, Swank Motion Pictures, Inc. has been the exclusive licensed provider of nearly all major Hollywood movies for rentals and licenses in many non-theatrical areas. These areas include public libraries, public schools, colleges, hospitals, cruise ships, correctional facilities, etc. Swank has been appointed by most major studios to provide licenses for the use of their movies. Studios represented by Swank make their movies available for Public Performance exhibition via group settings and closed-circuit campus channels. Kalamazoo College Media Services would be happy to work with Swank on your behalf to help you research titles for use in your programming efforts and assistance in making your program as successful as possible.
PPR That the College Owns
Kalamazoo College does hold blanket public performances rights for some films, most of an educational nature. This list can be found by searching “public performance rights” (in quotation marks) on the online Library Catalog.
Event Catering
There are specific policies and procedures to follow to get food for an org event:
- Catering is generally intended for all-campus events or special celebrations (about once per term, e.g., a cappella group dinner before or after a concert)
- For some orgs (e.g., cultural/affinity), preparing and sharing food is central to the org’s mission.
- For most other orgs (e.g., arts/performance, hobby/activity, pre-professional, etc.), food is a “nice to have” – it should not be the only reason people come to meetings
- Orgs can access the “Stu Org pantry” for any meeting
- Generally have things like chips, granola bars, trail mix, cookies, candy, juice boxes
- The College’s general policy is that all campus catering on campus must originate through Parkhurst. They provide a number of options through the “No Frills” student catering menu, and can also customize menus on request. If you would like to order catering from an outside vendor, this must first be approved by Parkhurst.
- Outside vendor requests may be approved if: 1, Parkhurst is already at capacity for that date (e.g., during large events such as Homecoming); or 2, Parkhurst cannot provide an appropriate equivalent (e.g., for highly specialized cultural menus).
- Parkhurst can also coordinate catering through four local restaurants: Pacific Rim / Cravings Deli, Cottage Inn, Big Burrito, and Hunan Gardens.
- Use this form to order catering for an org event: Student Organization Catering Request Form
- View the “No Frills” Catering menu to see catering options. Parkhurst can also provide custom orders, to a point.
- Menus for $10-$15 per person
- Pick up at Cafeteria. Bring a copy of the confirmation email.
- Orders include compostable plates, forks, etc.
- The request form comes to OSA, then is forwarded to Parkhurst
- Plan ahead! Complete form at least 8 calendar days ahead of your event (ideally more!)
- Parkhurst cannot accept requests within 5 business days of an event
- View the “No Frills” Catering menu to see catering options. Parkhurst can also provide custom orders, to a point.
Publicizing Your Event
- Presence
- Hornet Hive Calendar
- Hornet Hive Announcement
- Posters
Campus Posting Policy
General Guidelines
- All posted signs must be approved and stamped by the Office of Student Development.
- Each sign must include:
- The sponsoring group or department
- Contact information (email or phone number)
- The date of posting
- Postings are limited to a maximum of one week (7 calendar days) and must occur during the 10-week academic term.
- Posting is not permitted during finals week or academic breaks.
- Signs will be removed after one week or immediately following the event, whichever comes first.
Posting Locations
- Postings are allowed only on designated general-use bulletin boards or tack boards.
- Signs posted on walls, glass, doors, windows, or any unauthorized surface will be removed.
- Sponsors may be held responsible for any damage caused by improper posting.
- Individuals or organizations external to the College must have postings reviewed and stamped by the Office of Student Development.
Displays (Indoor & Outdoor)
- Displays (e.g., easels, table setups, free-standing signs, installations) must be approved by:
- The Office of Student Development
- And, if applicable, the building manager or campus scheduler
- Displays are subject to the same one-week duration limit and must occur during the 10-week academic term only.
- Outdoor displays must not block sidewalks, entrances, or accessibility routes and must not damage landscaping.
- Displays may not be affixed to trees, benches, light posts, or other permanent structures.
Chalking
- Permitted only on sidewalks and only with water-soluble chalk.
- Writing on buildings or other surfaces with chalk, paint, pen, pencil, crayon, or any permanent material will be treated as vandalism and subject to disciplinary or legal action.
Residence Hall Posting
- To post in residence halls, provide approved fliers to the Office of Student Development.
- Residential Life staff will distribute to Resident Assistants, who will post them on designated bulletin boards.
Content Concerns
- Questions or concerns about the content of a posting should first be directed to the sponsoring group or individual listed on the sign.
- If unresolved, the concern may be brought to the Dean of Students Office.
Enforcement
- Repeated violations may result in revocation of posting or display privileges.
- Any signs or displays that violate this policy will be removed without notice.
Student Organization Finances and Budgets
General Org Budget Process
Orgs come in many different shapes and sizes, have very different missions, and provide different types of experiences to their members and to the broader campus. Therefore, org budgets are based not only on the number of student members, but also on the kinds of expenses that are necessary to support the org’s mission. Org budgets are designed to prioritize “needs” over “wants,” in an effort to share funds equitably among close to 80 student organizations. As much as possible, these funds are intended to support events and activities versus “stuff” that members keep.
At the beginning of the year, and again each term, org leaders have an opportunity to submit a budget. You are encouraged to be as detailed as possible in your term-by-term budget, but they can be a little flexible. There is a weekly budget template available on the StuOrg Leaders Team.
How to Spend Org Funds
Ideally, come in for office hours…
Amazon Orders
The College has a tax-exempt account through Amazon. Please order through OSA staff rather than getting reimbursed.
- Create a shopping list
- Make sure it is a List, not a Cart, in order to share properly
- Please be careful to indicate sizes/colors/quantities needed
- Email your list to OSAFunding@kzoo.edu
- When Amazon packages arrive, OSA student staff will retrieve them from the Mail Center and inform the org member who placed the order. Packages are stored in the OSI office across from the student worker desk.
- If you have not heard from OSA about your package, you can also check directly at the Mail Center. All org packages will be addressed as “Sally Read – Org Name – Leader Name.”
Grocery Orders
Other Online Orders
Reimbursement
Students seeking reimbursement for costs related to a Registered Student Organization should complete this form. Reimbursements should be submitted as soon as possible after purchases are made, and will not be accepted more than 90 days after date of purchase. The Office of Student Activities reserves the right to deny reimbursement requests for purchases that do not follow College purchasing policies and Student Activities funding guidelines. Please complete the form completely and carefully. Incomplete submissions will delay processing. Please contact Sally Read (sread@kzoo.edu) with any questions.
- Reimbursement Form (requires log-in)
Invoice
Business Office needs about 2 weeks to process an invoice for printed checks or direct deposit payments — be sure to submit requests as early as possible, especially if the vendor expects a check at the time of the event. Coordinate with OSA.
Prizes & Gift Cards
College policy prohibits the use of College funds to purchase gift cards or gift certificates. This applies to all College accounts regardless of funding source, including student activities and grant-funded accounts. For more information about gift cards and other College purchasing policies, visit the Business Office website.
Prizes should be proportional to the size of the event, e.g.:
- Larger campus events (40-100+ people) – up to $50 per prize
- General org events (10-40 people) – up to $20 per prize
Traveling with Your Student Organization
Vehicle Reservations (Facilities Management)
- Become a Registered Driver (Background Check Form)
- Drivers age 18-21: During the last three (3) years, drivers age 18-21 can have no At-Fault accidents and no more than one minor violations. Drivers age 18-21 may not have any major violations (see appendix) or driver’s license suspensions within the previous 5 years.
- Select “Student/Student Commission Funded”
- Enter Account 10-4-63709-54210 (all orgs use the same account)