Student Organization Handbook

The purpose of the Student Organization Handbook is to aid student leaders as well as faculty/staff advisors in successfully leading student organizations. It will also help familiarize you with rules and policies related to recognized student organizations.

Student organizations and co-curricular activities provide leadership development opportunities and other beneficial experiences for college students. Through the Student Involvement and Activities Center, the University of Northern Iowa provides certain privileges to registered student organizations in good standing.

Table of Contents

Introduction
- Important Events for Student Organizations
- Important Phone Numbers
- Categories/Types of Student Organizations
- Forming a New Organization and Recognition Procedures

Publicity/Communication

- Poster Display Cases
- Flyer/Poster Guidelines
- Table Tents
- Hanging Banners
- Listservs
- Student Organization Homepages on the Web
- Trademarks and Logo Use approval
- Mailing

Reservation Arrangements/Services
- Maucker Union
- Wellness & Recreation Center
- University Vehicles
- Student Organization Space
- Fundraising

University Policies
- Drugs and Alcohol
- Anti Discrimination and Harassment
- Commercial Activity/Vendor Sponsorship
- Gambling
- Raffle Policy
- Risk & Liability
- UNI Dance Policy
- Student Group Travel

Recognition of Student Organizations
- Recognition of Student Organizations
- Termination of Registration

Important Forms and Resources for Student Organizations
- Fund Raising Activity Form
- Use of University Vehicles Form
- Student Organization Information Update
- Trademarks Policy for Student Organization Use
- State of Iowa Gambling License
- Student Organization Resource Library

Funding Resources
- Speakers Entertainment Fund
- Diversity Grants
- Contingency Fund
- Intercollegiate Academics Fund
- Pepsi Grant Fund
- Reimbursement

TOP Student organizations and co-curricular activities provide leadership development opportunities and other beneficial experiences for college students. Through the Student Involvement and Activities Center, the University of Northern Iowa provides certain privileges to registered student organizations in good standing. These privileges (as explained in this handbook) include opportunities to:

Your group can access these privileges ONLY after being recognized as a student organization and by following the policies and procedures of the University of Northern Iowa, as outlined in this handbook. Please stop by Student Involvement and Activities Center to register your group and learn more about available resources.

Important Events for Student Organizations:
Student Organization Fair (fall and spring)
Registration for Student Organization Space (anytime)
Homecoming (various ways to get involved)
Student Leadership Awards (spring)

Types of Student Organizations

Government: Elected to represent a number of smaller organizations in one category.

Honorary: Main purpose is to recognize superior scholarship among members.

Interest: Mission is to provide an interactive environment for members in a specific area.

Religious: Mission is to further the interest of a particular church, sect, or denomination.

Service: Mission is to provide service to UNI and/or Cedar Falls/Waterloo community.

Social: Mission is to provide social opportunities and interaction among members.

Sport: Mission is to promote a common interest and to foster participation, officiating of, and competition in a specific sport or recreational activity.

Other: Mission does not coincide with any other categories.

Forming a New Organization and Recognition Procedures
Each student organization must complete the recognition process every year in order to remain an active organization.
Every organization must have a Faculty/Staff Advisor who is a full-time UNI faculty member, administrator, or staff member.

PUBLICITY/COMMUNICATION
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Maucker Union Poster Display Wall

Student organizations who want to advertise for free on the Maucker Union Poster Display wall should make reservations with SIAC (273-2683).  All posters must have SIAC approval and may be printed in the SIAC office or can be supplied by the organization but must be no smaller than 18"x24" or larger than 22"x28".  Poster will be displayed for a maximum of 1 week and organizations can only display 1 poster at a time. 

Poster Maker

Any student organization may request a poster to be made with the poster maker in the SIAC office.  All posters must be approved by SIAC and printed by SIAC staff.  Initial poster design should be printed on 8 1/2 x 11 size paper.

Cost:

• 1 poster (to be displayed on Maucker Union Poster Display Wall -- free

• Each additional poster -- $5.00 (not laminated)

• Each additional poster -- $8.00 (laminated)

• Lamination -- $1.00 per foot

Flyer/Poster Guidelines
Posting of announcements, advertisements, etc., shall occur only on "open" bulletin boards located in buildings or on specifically constructed or erected outdoor structures such as kiosks. Unless a bulletin board is marked for a restricted use such as a specific academic unit or organization, they are "open" and available for posting general announcements. "Open" bulletin boards are to be found throughout academic buildings and on outdoor kiosks. Requests to display a banner or poster of any kind outdoors on other than a kiosk must be made University Marketing & Public Relations (273-2761).

Other Facilities
The display of posters and announcements in residence halls, dining centers, Family Housing areas, Maucker Union, and the UNI-Dome is regulated by the directors of these respective areas. Any person or organization wishing to display an announcement in these areas should contact the appropriate departmental office for the conditions under which they may be displayed.

Improper Display
The display/distribution of literature, flyers, announcements, etc. on automobile windshields, trees and sidewalks is prohibited. Maintenance personnel are directed to remove all types of advertising or announcements in buildings or outdoors that are not displayed in an authorized place or are out of date. The organization or individual(s) who violate this policy may be billed for the costs of removal and clean-up.

Posting Fliers
Solicitation Policy Statement: "Sales persons or agents for any product, service, proposition, or cause are prohibited from soliciting employees or students on University property or by campus mail systems. This prohibition applies to employees and students as well as off campus organizations and individuals."

The following examples of solicitation are NOT allowed at UNI:
-handing out fliers, posters, etc. to students sitting at tables in the Union, dining centers, etc.
-selling or soliciting door to door in the residence halls

Posting in the Residence Halls
Resident Assistant’s (RA's) and Community Advisor’s (CA's) will post approved fliers (for recognized student organizations or departments) in their houses, within three working days of the fliers’ arrival at the hall office. In order to get them approved, bring the master copy of the flier (before you reproduce it) to the Department of Residence Office. Your copy will get the stamp of approval as long as it meets the following criteria:

The sponsoring group is a UNI recognized student organization or department (or candidate for election).
The name and logo of the organization is on the front of each piece. The message doesn’t (a) promote consumption of alcohol; (b) violate University policies; (c) advertise products or services of a business (except when product or services being sold are part of a fundraiser that has prior approval by the Student Involvement & Activities Center).

Once your master copy is approved, make enough copies for your needs and deliver them where you want them displayed. Listed below are the number of posters you’ll need for each hall:

Residence Hall	Number of copies	Office Mail Code
Bartlett	12	BAR 3554
Bender	12	BEN 3404
Campbell	15	CAM 3407
Dancer	12	DAN 3406
Hagemann	10	HAG 6702
Lawther	12	LAW 3080
Noehren	14	NRN 6703
Rider	12	RID 4923
ROTH	9	RTH 0297
Shull	12	Shull 4921

Table Tents
Student organizations that want to post table tents in dining centers or Maucker Union must make reservations with the Department of Residence (273-2333) and/or Maucker Union (273-2256). Organizations are responsible for obtaining approval and posting the table tents on the reserved dates. Organizations must follow any additional procedures these offices require.

Listservs
Registered UNI student organizations may have mailing lists. It is recommended that the organization’s advisor is the official owner of such a list, but a student officer (or two) may have co-owner privileges. Requests should be made through a form on the web at http://www.uni.edu/its/ns/mailserv/general.shtml.
For more information about list management visit http://www.uni.edu/its/ns/mailserv/listguide.shtml.

Student Organization Information/Homepages on the Web
Registered Student Organizations have the opportunity to post their contact information and homepage on the UNI website. Visit www.uni.edu/maucker for more information. Below is information the University recommends student organizations include in their home pages:

Trademark and Logo Usage
To have anything made with the marks and logos of UNI, your student organization must obtain a purple waiver form from the Licensing Office on campus. The office is located in the NW side of the UNI-Dome above the ticket office.

The purple waiver form gives the manufacturer the right to use the University’s marks and logos. It also makes the manufacturer exempt from royalty rates that would normally cost them to use. The licensing office needs to know exactly what the design looks like, who is supplying the items, and who is ordering them. This is to guarantee that the University’s marks and logos are used correctly and show the proper image of the University.

The University must approve all products with UNI’s marks made by your organization. Approval is based on the quality of goods and the proper use of the University’s marks. A sample of the artwork must be submitted for approval to the Licensing Department. It can be submitted by the organization or the screenprinting/embroidering company. Artwork for approval may be faxed to 273-7832, emailed to artapproval@uni.edu, or submitted to Mindy Stewart, Licensing Intern (273-3168). Approval can be denied if the product contains anything that is hurtful to the image of the University.

Once the purple waiver form is completed and the artwork submitted it must be signed by Mindy Stewart. Your order will not be produced without her signature.

The following business are local UNI Licensees screenprinters & embroiders that have been approved
Last updated: 5/25/04

The Cotton Gallery, Ltd. Marion, IA (319) 373-0068	Craft Cochran Screen Print Waterloo, IA (319) 233-0243
DeLong Sportswear Grinnell, IA (614) 236-3106	Direct Impulse Design Hiawatha, IA (319) 395-6601
Dodger Industries Eldora, IA (614) 939-2335	Garment Designs, Inc. Marion, IA (319) 377-4678
The Graphic Edge Carroll, IA (712) 792-7777	Image Pointe Printers Waterloo, IA (319) 234-3109
Iowa Sports Supply Cedar Falls, IA (319) 268-0125	Mid America Graphics Cedar Falls, IA (319) 266-9997
Pro Sign Design & Graphics Waterloo, IA (319) 233-2255	Sports Connection Cedar Rapids, IA (319) 447-0369
Team Effort, Inc. Calrion, IA (515) 532-2040	Valley Apparel Cedar Rapids, IA (319) 368-0353
Advantage Screenprint & Embroidery Waterloo, IA (319) 433-0667

Mailing
The distribution of promotional pieces via residence hall mailboxes is allowed. However, due to the overwhelming frequency of such items being thrown away before even being read, we strongly advise against this as a promotional tool. If you choose to use this method you must get approval from the Department of Residence.


Reservation Arrangements/Services
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Maucker Union
Maucker Union room reservations are made on a first come, first serve basis by contacting the Reservation Office, located on the main level of the Union (273-2256). It is the responsibility of the individual or group sponsoring the event to reserve the necessary space. There is no charge to recognized student organizations for room usage. There is a charge for additional set-ups beyond what the room already possesses. There is a limited variety of audio/visual equipment that may be reserved on a first-come, first-serve basis.

Union Meeting Room Descriptions
Main Level
- Old Central Ballroom A, B, C: Seats approximately 650 lecture style; maximum 450 banquet style. The room can be divided up into three separate sections. Flexible set-up percustomer's request.
-Meditation Room: Located adjacent to Hemisphere Lounge. seats 10-12 with a conference table.
-Information Tables: located on the main level

Lower Level
-College Eye: Seats approximately 30, hollow square
-Old Gold Room: Seats 22, hollow square
-Purple Pen Room: Seats 24, hollow square
-Presidential Room: Seats 30, hollow square
-State College Room: Flexible seating, maximum 60 chairs lecture style
-Elm Room: Seats 50, lecture style
-Keyhole Room: Seats 26, hollow square
-University Room South: Seats 24, hollow square
-University Room North: Seats 24, hollow square
-Club '91: Seats approximately 180

For more information about meeting rooms & guidelines, please contact the Reservations Office or visit www.uni.edu/maucker

Wellness Recreation Center (WRC)
For rental of any portion of the WRC or satellite facilities for special events and activities, contact Jim Langel (jim.langel@uni.edu), Associate Director of Facility and Operations, in WRC 101.
Outdoor recreational equipment, such as in-line skates, bikes, and cross country skis, is available by rental through the Outdoor Recreation Office (http://www.uni.edu/wrc/outrec/outrec.htm). Indoor sports equipment can be checked out or purchased at the main control desk.

University Vehicles
University vehicles are generally not to be driven by students unless accompanied by an authorized faculty or staff member. It is the university's desire to limit the exposure of both the student and non-employee to injury and the university to liability where university vehicles are in use. Vehicles owned by the university are for official business only and are for use by authorizing faculty and staff. Only under special circumstances is a student or non-employee authorized to drive a university vehicle. A student may drive a university vehicle if an authorized faculty or staff member is in the vehicle. All students or non-employees who may be allowed to drive University vehicles must possess a valid and current operator’s license. The department authorizing the use and/or travel is responsible for verifying the possession of a current operator’s license.

For more information regarding University Vehicles, please refer to (http://aflink.af.uni.edu/phyplant/services/pool.shtml)

Student Organization Space
It is the intention of Maucker Union to provide space for diverse and active student organizations that represent all students of UNI. Attention will be given to student organizations that are active members of the academic community, provide an outlet for service to others, provide opportunities that reward honesty and integrity, and reflect a purposeful community. Student organization space is located in the upper level of Maucker Union in the Student Involvement & Activities Center. Registered student organizations must apply for space by filling out an application. Organizations may request a desk, mailbox, and/or storage space. For more information about Student Organization Space please contact Connie Hansen, Coordinator of Student Organizations.

Fundraising
Any recognized UNI student organization or department may use the University facilities to promote or hold a fundraiser. However, they must get approval through the Student Involvement & Activities Center in Maucker Union BEFORE reserving the facilities. When house or hall governments do fundraising within their own hall, only the Hall Coordinator’s approval is necessary. Please stop in at the Student Involvement & Activites Center to pick up the "Green Sheet" needed for fundraising activities.

Selected University Policies
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Drugs and Alcohol (4.13)
It is the policy of the University of Northern Iowa and the Board of Regents to provide for a drug free workplace and learning environment for students and employees. The unlawful manufacture, distribution, dispensation, possession or use of a controlled substance by students and employees on property owned or leased by the University of Northern Iowa or in conjunction with a University-sponsored activity is prohibited.
The unlawful manufacture, distribution, dispensation, possession or use of alcohol by students and employees on property owned or leased by the University of Northern Iowa or in conjunction with a University-sponsored activity is prohibited.
Violation of this policy will result in University disciplinary action.

Anti Discrimination and Harassment Policy (13.02)
Policy Statement: It is the policy of the University of Northern Iowa that there will be equal employment and educational opportunity without regard to race, color, sex, age, disability, veteran status, religion, national origin, sexual orientation, or any other basis protected by federal and/or state law. This includes the provision of a campus environment that is free from illegal discrimination and harassment. The University will not tolerate any form of illegal discrimination or harassment and will not condone any actions or words from employees or students that constitute such.
All members of the University community are accountable for compliance with this policy. The University is committed to eliminating illegal discrimination and harassment, wherever they occur in the University community, by taking corrective action as a result of violations of this policy. Violations may lead to disciplinary action that, in sufficiently severe cases, may lead to separation from the University.
Sexual harassment is an important concern to the University and therefore warrants particular attention. The University of Northern Iowa considers sexual harassment to include unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature when:
1. Submission to such conduct is made explicitly or implicitly a term or condition of an individual's employment or academic standing;
2. Submission to or rejection of such conduct by an individual is used as the basis for employment decisions or academic decisions affecting the individual; or
3. Such conduct has the purpose or effect of unreasonably interfering with an individual’s work or academic performance or creating an intimidating, hostile, or offensive working, academic, or social environment.

Commercial Activity/Vendor Sponsorship
Coming soon.....

Gambling
Coming soon....

Raffle Policy
Coming soon....

Risk & Liability
Coming soon....

UNI Dance Policy
Coming soon....

Student Group Travel (3.05)
1. All university activities requiring students to be transported off campus at any time must be approved by the head of the department and the faculty sponsor of the organization, class, committee, or group.
2. All groups, insofar as it is possible, should be accompanied by a member of the faculty regardless of the mode of travel. If it is impossible for a faculty member to accompany the group, the head of the department should designate one or more members of the group to be in charge of the trip.
3. The owners of private cars approved for any trip assume liability in the event of accidents. The university cannot be held liable for accidents and injuries sustained on a trip.
4. All requests for university transportation for recognized student organizations must be approved by the organization's faculty advisor and by the Student Activities office, Maucker Union AT LEAST FIVE (5) WORKING DAYS (excluding weekends and holidays) PRIOR TO THE DATE TRANSPORTATION IS REQUESTED. The University provides transportation to recognized student organizations for purposes of carrying out official university business only.

For more information about these and other University Policies and Procedures, visit http://www.uni.edu/pres/policies/000.html

Recognition of Student Organizations
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Policy Statement: The Northern Iowa Student Government is delegated responsibility for developing procedures for official recognition of UNI student organizations and for making recognition decisions.
The University of Northern Iowa supports the formation of student organizations to develop leadership and organizational skills, provide pre-professional experiences, foster educational, social and recreational opportunities, and encourage students to share common interests.

Recognition of Student Organizations
Recognition criteria and procedures must be consistent with applicable University, Board of Regents, state, and federal policies and laws. Recognition includes, but is not limited to, provisional, full, and revocation of recognition.
Procedure: Individuals planning to establish a student organization must submit an application with the Organization and Finance Committee of Northern Iowa Student Government.

Termination of Registration
Coming soon....

Important Forms and Resources for Student Organizations
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The following forms are available in the Student Involvement & Activities Center,located in the upper plaza level of Maucker Union:

Fundraising Activity Form
All fundraising activities sponsored by recognized student organizations must be approved by the organization's advisor and registered with the Student Involvement & Activities Center at least five working days prior to the proposed date of the activity.

Use of University Vehicles Form
All requests for university transportation for recognized student organizations must be approved by the organization's advisor and by the Student Activities Office at least five days prior to the date transportation is required. Vehicles are provided on a first-come, first-serve basis.

Student Organization Information Update
This form is required when there is a change in the organization leadership, address change, or change in advisor.

Trademarks Policy for Student Organization Use
This form is required when student organizations want to use any logos, seals, names, symbols, and slogans associated with UNI. These are trademarks and are the exclusive property of UNI. Reproduction of these marks for resale, or other commercial purposes, must have University authorization.

State of Iowa Gambling License
Any student organization desiring to hold a raffle, casino night, or other event where games of chance are present must secure a gambling license from the State of Iowa. Visit the Student Involvement & Activities Office for more details.

Student Organization Resource Library
The Student Organization Resource Library is a helpful tool for student organization members, officers, and advisors. The SOR Library consists of information on Retreat Planning, Leadership, Communication, Programming, Student Groups, Diversity, and many other categories to meet the needs of student organizations. To see the complete list of subcategories and make copies of handouts, visit the Student Involvement & Activities Center, located in the upper level of Maucker Union. New information is constantly being added, so check the SOR Library often!

Funding Sources
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There are several funding sources on campus for your programming and activities needs. These monies are supported by your student activity fees and governed by the Northern Iowa Student Government (NISG). Each source has specific guidelines and regulations for allocations. You can save time and energy by checking out and understanding guidelines before submitting a request. If you have any questions about funding sources, how to get funds after they are allocated, or would like to secure a request form, stop by or call the NISG office or the Student Involvement & Activities Center.

Student Centered and Directed
Student organizations are encouraged to plan and implement programs and activities that are meaningful and relevant to their life on campus. There are a number of sources on campus that are designed to provide funding to assist in making those programs successful.

Northern Iowa Student Government Budget Process
Each Spring, NISG allocates funds to student organizations for their year's programming. Organizations can apply for publicity, NI ads, technical/set-up, and minimal equipment needs. NISG will announce when applications can be secured from the NISG Office. Be aware of their strict deadline and guidelines on what can cannot be funded. Contact the NISG Office (273-2650) if you have any questions.

Speakers and Entertainment Fund
The Speakers funds are designed to provide funding to student groups to bring speakers that are of interest to that particular group. Organizations can request up to $1500.00 which covers honorarium, travel, lodging, meals, set-up, technical, publicity, and other items related to the success of the program. The Entertainment fund provides up to 1500 or 60% of the total cost to make the program successful. When groups co-sponsor an event or speaker, they are eligible to receive up to $3000 if they qualify. The fund is designed for personalities and activities that are entertaining in nature. Click here to download form.

Diversity Grant
In an effort to promote an understanding and appreciation of diverse cultures, the Maucker Union Policy Board has provided Diversity Grants for organizations up to $300.00. These grants are flexible in that food products may be purchased. You may apply anytime.

Contingency Fund
Organizations may approach the NISG Contingency fund for items they did not request during the normal NISG budget process.

Intercollegiate Academics Fund
The Intercollegiate Academics Fund (IAF) is a yearly allocation of Student Activity Fee monies which exists to promote and support intercollegiate academic experiences for University of Northern Iowa students. The fund is designed in particular to encourage individual students and student groups with direct links to academic programs and departments to participate in academic competitions and conference presentations at state, regional, national, and international levels. The IAF supports the educational and professional development of students in their academic areas as well as leadership development for various student groups.

Pepsi Grant Fund
The Pepsi Grant fund is available for qualified students and organizations. Approach NISG for more information. How to receive Pepsi products...

Reimbursement
The University has established a procedure for immediate reimbursement for groups that have adequate funds. To receive a reimbursement of an APPROVED expenditure, please take the following steps:
1. Meet with the Student Accounts Clerk, located in the Student Involvement & Activities Center, to verify what you are INTENDING to purchase has been allocated by NISG; or in the case of non-NISG funds, that your purchase follows University guidelines.
2. Purchase the approved items.
3. Bring the ORIGINAL receipt back to the Student Accounts Clerk. COPIES WILL NOT BE ACCEPTED, PER UNIVERSITY POLICY.
4. The Student Accounts Clerk will prepare a voucher and secure the necessary signatures.
5. You are responsible for taking your voucher and documentation (with your Student I.D.) to the Cashier's Office in Gilchrist Hall to receive your cash reimbursement. The signed voucher is equivalent to cash.

YOU MUST MEET WITH THE STUDENT ACCOUNTS CLERK BEFORE MAKING A PURCHASE.
Without the original receipt and without prior approval, you will be responsible for the purchase and will not qualify for reimbursement. NO EXCEPTIONS.
The store receipt must itemize your purchases.
At no time may you receive cash in advance.

For more specific criteria and guidelines for these funds, along with application forms, contact the NISG Office (273-2650) or visit www.uni.edu/maucker/studentfunding.shtml