This website is best viewed in a browser that supports web standards.

Skip to content or, if you would rather, Skip to navigation.

Northwest Missouri State University


2015-2016 Student Organization & Advisor Handbook

+ Expand All- Collapse All

2015 Student Org & Advisor Handbook

MESSAGE TO STUDENT ORGANIZATIONS
Providing this resource to Northwest Student Organizations was a joint endeavor between Northwest’s Student Senate and the Office of Student Involvement (OSI). Both Student Senate and the Office of Student Involvement exist to help students and student organizations be successful and get the most out of their experiences at Northwest.

We know this is a long document, which is not meant to be read front to back in one sitting; it is designed for you to make you aware of what is available to you, and things you should consider for the success of your organization. This guide is also available on the Student Senate and OSI websites, as well as on both organization’s Bearcat Link pages.

REQUEST FOR FEEDBACK
At the end of this document, there is a short feedback form that we would love for you to fill out and turn in to the Office of Student Involvement to tell us how to improve this resource. If there are things you would like to see included as a part of this resource, please let us know by filling out the form and dropping it by the OSI on the 2nd floor of the J.W. Jones Student Union. You can also send a quick email to OSI@nwmissouri.edu and we will include in the next edition.

SUGGESTIONS FOR IMPROVEMENT
Please remember that Northwest’s Student Senate and the Office of Student Involvement are here to serve and support your organization in whatever you choose to do. Please feel free to call, email or come by for additional resources, help walking through processes or to get questions answered.

We welcome your feedback on this resource. Please direct suggestions, corrections or concerns to osi@nwmissouri.edu. Please reference the section or page number of this document and the specific changes or concerns that you have.

A brief survey will be circulated to Student Leaders for direct feedback. Please respond to these email requests.

osi logo                      student senate

Office of Student Involvement
2260 J.W. Jones Student Union
800 University Drive 
Maryville, MO 64468
660.562.1226
osi@nwmissouri.edu

Northwest Student Senate
2470 J.W. Jones Student Union
800 University Drive 
Maryville, MO 64468
660.562.1226
ssenate@nwmissouri.edu

Table of Contents

  I. BEARCAT LINK ………………………………………… 5-6
      a. What Bearcat Link is for… ………………………………………… 5
      b. How to get to Bearcat Link… ………………………………………… 5
      c. How to use Bearcat Link… ………………………………………… 6

  II. STUDENT ORGANIZATIONS ………………………………………… 7
      a. What constitutes a student organization ………………………………… 7
      b. Guiding Principles for Student Organizations …………………………... 7

  III. REQUIREMENTS FOR RECOGNITION ………………………………………… 8
      a. Advisor ………………………………………… 8
      b. Exec Board ………………………………………… 8
      c. Membership ………………………………………… 8
      d. Constitution/By-Laws ………………………………………… 8

  IV. REGISTRATION/RECOGNITION PROCESS ………………………………………… 9-10
      a. Newbie Status ………………………………………… 9
      b. Registering for Recognition in Bearcat Link …………………………….. 9
      c. Meeting with Student Org Affairs Committee & Full Senate ………… 10
      d. Annual Re-Registration Process ………………………………………… 10

  V. RIGHTS & RESPONSIBILITIES OF REGISTERED STUDENT ORGANIZATIONS ……… 11-14
      a. Responsibilities of Registered Student Organizations …………………. 11
      b. Rights of Registered Student Organizations …………………………….. 11
      c. Northwest’s Anti-Hazing Policy ………………………………………… 12
      d. Northwest’s Title IX Statement ………………………………………… 13

  VI. STUDENT ORGANIZATION CONDUCT PROCEDURE ……………………………… 15
      a. Adjudication ………………………………………… 15
      b. Sanctions ………………………………………… 15

  VII. ELECTIONS ………………………………………… 16
      a. Holding Elections in Bearcat Link ………………………………………… 16

  VIII. OFFICIAL ORGANIZATIONAL ROSTERS ………………………………… 17

  IX. FINANCES & BUDGETING ………………………………………… 18
      a. Banking - Things to Consider ………………………………………… 18
      b. Collecting Dues, Fundraising and Handling Student Funds ………… 18
      c. Fundraising ………………………………………… 18
      d. Cash Boxes for Student Fundraising or Events ………………………… 18
      e. Tax Exemption ……………………………………….. 19
      f. Depositing to Your On-Campus Accounts ……………………………. 19
      g. Applying for Student Senate Appropriations …………………………. 19
      h. Paying for Things with a Northwest Student Account ………………. 20

  X. STUDENT ORG MANAGEMENT RESOURCES ……………….…………………. 21
      a. Leadership Library ………………………………………. 21
      b. Other Resources ………………………………………. 21

  XI. EVENT PLANNING ………………………………………. 22-23
      a. Event Planning Resources ………………………………………. 22
      b. Work Orders ………………………………………. 22
      c. Catering Policy & Exemptions ………………………………………. 22
      d. Risk Management ………………………………………. 23
      e. 5K Events ………………………………………. 23

  XII. MOVIE POLICY ………………………………………. 24
      a. Can we show a movie on campus? …………………………………... 24
      b. Do I need To Obtain Public Performance Rights? …………………… 24
      c. Do I need a license for a movie released in the public domain? .. 24
      d. Where can I get Public Performance Rights for a film? ……………. 24

  XIII. SCHEDULING A ROOM/VENUE ………………………………………. 25

  XIV. PUBLICITY/PROMOTIONS ………………………………………. 26-27
      a. Posting Policy & Procedures ………………………………………. 26
      b. Sidewalk Chalking ………………………………………. 26
      c. Bulletin Board Rentals ………………………………………. 26
      d. Student Media ………………………………………. 26
      e. Media Off-Campus Media Outlets …………………………………….. 27

  XV. VOLUNTEERING, SERVICE & PHILANTHROPY ……………………………………. 28-29
      a. Volunteering ………………………………………. 28
      b. Community Service ………………………………………. 28
      c. Philanthropy ………………………………………. 28
      d. Understanding the Distinctions ………………………………………. 28
      e. Why Perform Service? ………………………………………. 28
      f. Finding Service Projects ………………………………………. 29
      g. Tracking Service Hours ………………………………………. 29

  XVI. KEEPING YOUR ORG VISIBLE & VIABLE ON CAMPUS ………………………….. 30

  XVII. SURVEY FOR IMPROVEMENT ………………………………………. 31

Appendices
  a. APPENDIX A: Northwest Student Senate Constitution/By-Laws

  b. APPENDIX B: BEARCAT LINK WORKFLOWS: –
        A Comprehensive Guide for Student Organizations
      i. Bearcat Link Workflow: Registering & Re-Registering a Student Organization
      ii. Bearcat Link Workflow: Customizing Your Organization’s Homepage
      iii. Bearcat Link Workflow: Editing Your Org Profile
      iv. Bearcat Link Workflow: Managing Your Org Roster
      v. Bearcat Link Workflow: Adding Photos to Your Org Gallery
      vi. Bearcat Link Workflow: Creating a Form & Viewing Submissions
      vii. Bearcat Link Workflow: Setting Up Elections
      viii. Bearcat Link Workflow: Updating Your Org Constitution-By-Laws
      ix. Bearcat Link Workflow: Adding Individual Service Hours
      x. Bearcat Link Workflow: Adding Org Service Hours
      xi. Bearcat Link Workflow: Adding Past Organization Membership
      xii. Bearcat Link Workflow: Pulling a Co-Curricular Transcript
      xiii. Bearcat Link Workflow: Event & Poster Registration Process

  c. APPENDIX C: Exec Board Position Templates
      i. President
      ii. Vice President
      iii. Treasurer
      iv. Secretary
      v. Community Service Chair

  d. APPENDIX D: Student Org Constitution/By-Laws
      i. What they are
      ii. Constitution and By-Laws Guidelines for Student Organizations
      iii. Sample Student Organization Constitution

  e. APPENDIX E: Student Org Code of Conduct

  f. APPENDIX F: Financial Documents
      i. Tax Exemption vs. Sales Tax Charged
      ii. Northwest Tax Exemption
      iii. Deposit Slip
      iv. Getting Things Paid For With Your Northwest Account

  g. APPENDIX G: Student Org Management Resources
      i. Holding Successful Meetings
      ii. Roberts Rules of Order
      iii. Delegating Responsibility
      iv. Managing Conflict

  h. APPENDIX H: Events & Event Planning
      i. Event planning Checklist
      ii. 5K Events
      iii. Astra Guide
      iv. COMING SOON! J.W. Jones Student Union Policies & Usage Guide

  i. APPENDIX I: Posting on Campus
      i. University Posting Policy & Locations
      ii. Sidewalk Chalking Form






I. BEARCAT LINK

Bearcat Link is the Student Org Information system and is funded by a portion of the Student Activity fee that students pay with each credit hour. You are paying for it – make sure your organization gets everything possible out of it! This system also produces a Co-Curricular Transcript for each student to showcase involvement at Northwest, and to help quantify and qualify out of classroom experiences.

What Bearcat Link is for…

Bearcat Link contains just about everything required to run your Student Organization:
  • Webpage - Once registered on Bearcat Link, your organization will have a web page so that students can find you, join your organization and see what is up with the organization.
  • Roster Feature – You can (and must) keep your official organizational roster in Bearcat Link.
         Why is keeping updated rosters important?
      • For your organization/members
        • Official Records - To keep an official record for liability purposes of who is allowed to represent themselves as a part of your organization. Later, if someone claims they were a member of your group, this can be verified or denied if records are kept up to date.
        • Leadership – Quickly and easily update your exec board and membership.
        • Communication - To easily communicate with your members.
        • Access - So that your members will have access to features of your page.
        • Co-Curricular Transcripts - So that your members can show their involvement with the group on their own co-curricular transcripts.         
      • For the University: 
        • Liability - For liability and risk-management reasons, the University needs to be knowledgeable regarding who is operating on behalf of the University.
        • Communication - In the case of the death of a student, or some other major incident, the University may need to reach out to the group’s membership.
  • Elections Feature – Set up and run confidential elections on your organization’s page.
    • Simplify the process of how to handle elections confidentially and securely.
    • Stop re-creating the wheel – information stays for future use again and again.
  • Documents Feature – Keep all your orgs documents in one place so your organization will live on long after you (and everyone else) graduates.
  • Gallery Feature – Post pictures that you want to keep for your organization.
  • Forms Feature – Gather and keep data from your members. This is great for event shift signups, nominations for elections, and scheduling. Easy as Google Docs and the information stays put for the next set of officers to use.
  • Co-Curricular Transcript Feature – Each student can pull a Co-Curricular Transcript at any time which shows their involvement in student organizations and service hours performed.
How to get to Bearcat Link…
  • www.nwmissouri.collegiatelink.net or click the Bearcat Link button on the OSI web page.
  • ALL users with a Northwest email address already have access to the system. Login with the same username (drop the @mail.nwmissouri.edu) as your Northwest email and password that you use to access your Northwest email.
How to use Bearcat Link…
  • A comprehensive guide to the features in Bearcat Link is provided for you in APPENDIX B of this Handbook.

II. STUDENT ORGANIZATIONS

What constitutes a student organization?

Any organization under the leadership of Northwest students and open to Northwest students may be designated as a student organization. These include:
  • Department or major-based clubs
  • Honor societies
  • Greek sororities or fraternities
  • Non-Greek sororities or fraternities
  • Special interest groups
  • Religious or church-affiliated groups
  • Athletic club teams
  • Registered student organizations do not include:
  • Organizations that are led by Northwest faculty or staff and are not governed by an executive board of students
  • Organizations for which membership is a course requirement
  • University-sponsored teams, such as athletics teams that are not club teams
  • Student Org Types
  • Academic/Departmental
  • Events & Event Planning
  • Greek Social Fraternities & Sororities
  • Honor Societies
  • Governing
  • Political
  • Media
  • Multicultural
  • Religious
  • Residential Life
  • Performing Arts
  • Service
  • Special Interest
  • Sports Teams
Guiding Principles for Student Organizations
  • Student organizations operate within the larger picture of Northwest Missouri State University’s mission and core values, representing the university and its goals.
  • Student organizations must comply with all local, state, and federal laws during organizational activities or events, whether on or off-campus.
  • Student organizations are governed by Student Senate and the rules of the University, as well as the Student Code of Conduct (link).
  • Student organizations are also governed by the policies of the Office of Student Involvement, available in this Student Organization Handbook. Student leaders are expected to familiarize themselves with this handbook and use it as a reference tool when planning their events and activities.
  • Finally, student organizations create their own rules too! Each organization submits a constitution with its internal policies and structure. Groups that are affiliated with any local, national, or international organizations may have guidelines from those organizations as well. We also strongly encourage student organizations to develop operation manuals.

III. REQUIREMENTS FOR RECOGNITION

Student Organizations must have these in order to register for Student Senate recognition:

1. Advisor
  • The official Campus Advisor of a student organization must be a full-time Faculty or Staff member at Northwest.
  • This person must be kept informed of the organization’s activities.
  • This person must complete an online risk management/Title IX training module.
  • This person will be tied to the organization’s online account.
2. Exec Board
  • The Leadership Team of the organization, made up of at least 5 positions, including: President, Vice President, Treasurer, Secretary and Service Chair.
  • *Religious Organizations are not held to this 4 person Exec standard as most of these have a local church affiliation with staff who aids in leadership of the organization.
    Position templates for a typical Exec Board are located in APPENDIX C
3. Membership
  • For sustainability, Student Senate recommends that groups maintain 10 members.
4. Constitution/By-Laws
  • Student Organizations are required to submit a governing document regarding how the organization will be run. Typically, this document takes the form of a Constitution, a set of By-Laws or a document that combines the two. Northwest only requires a Constitution.
  • APPENDIX D contains definitions, descriptions, things to consider and things to include in your Constitution/By-Laws.

IV. REGISTRATION/RECOGNITION PROCESS

Each Fall, student organizations must register for Student Senate recognition. Without recognition from Student Senate, no organization may operate on campus, or represent Northwest Missouri State University in either name or in practice.

Newbie Status

Newbie status was developed as a way for student organizations that were forming to be able to have access to meeting space, informational tales and to post flyers to get the word out and attract members while they are in the process of putting together the 4 things required to go before Senate for recognition: Advisor, 4-person Exec Board, 10+ members and a Constitution/By-Laws.
  • Newbie status is only for organizations in their forming stages before they are ready to go for full Senate recognition.
  • Newbie status is designed to be in effect for 1 semester or less – organizations must show progress toward readiness for recognition or disband at the end of 1 semester.
  • The Office of Student Involvement will check in with Newbies periodically to monitor progress.

 Things NEWBIE Organizations can do:
  • Reserve Info Tables (up to twice per semester)
  • Reserve rooms for meetings (up to twice per semester)
  • Post fliers (up to twice per semester - with approval of the Office of Student Involvement)
  • Fliers should be for general name recognition or to promote informational meetings ONLY
THINGS NEWBIE ORGANIZATIONS CANNOT DO:
  • Collect dues
  • Fundraise
  • Hold events (either on or off campus)
Registering for Recognition in Bearcat Link

Once an organization has the 4 items required for Student Senate recognition, the organization can register for recognition on Bearcat Link.

First, prepare yourself by gathering these items:
  • Your organization’s electronic Constitution/By-Laws document(s)
  • Your organizational roster, including S numbers (student email addresses)
  • Contact information for your Advisor, including Northwest email address
  • Go to: https://www.nwmissouri.collegiatelink.net
    • Log into Bearcat Link using your Northwest username and password (same as you use for your Northwest email access)
    • Click on “Organizations”
    • Halfway down the left side margin, click on the box labelled “Register”
  • Follow the prompts
  • When prompted, upload your Constitution/By-Laws.
  • When prompted, enter ALL email addresses for your full roster. Adding people to your roster generates email invitations, which members will have to accept by following the link in the email invitation. Be sure to alert your members to follow the link in the email or they will not show on your roster, and their involvement in your organization will not show on their co-curricular transcript.
  • Please include as much detail as possible. This registration will build your organizational profile in Bearcat Link.
Meeting with Student Org Affairs Committee & Full Senate

As part of the recognition process, Student Senate’s Org Affairs Committee will invite your organization to a meeting to discuss your organization. At least one or two members of your organization should attend this meeting (they would prefer that Student Leaders speak for the organization, and not the Advisor).

Here is a list of sample questions you might be asked:
  • Who is your organization? (name)
  • What is the purpose of your organization?
  • Why is your organization different than other orgs that are already operating on campus?
  • Do you have an Executive Board in place?
  • How many members are on your Exec Board?
  • Who is your Advisor?
  • How many people do you have interested in your org?
  • How will your organization be funded? (dues, department, fundraising events?)
  • Is your org affiliated with a National organization?
  • What types of events does your org anticipate holding?
  • Anything else you want to tell them about your org?
  • Once the Org Affairs Committee votes to recommend recognition for your group, you will be invited to a full Senate meeting, where again at least one or two leaders of your group should attend this meeting to speak for the group.
  • The same types of questions as those above are likely to be asked before the full Senate votes to approve your org.
Annual Re-Registration Process

Each Fall, student organizations must register for Student Senate recognition. Once your group has received Student Senate recognition, re-registration will be a simple matter, as long as your groups registers by the deadline of October 15. Organizations that do not register by the deadline may be required to go through the full recognition process again.

Here is the process for annual re-registration:
  • Go to: https://www.nwmissouri.collegiatelink.net
  • Log into Bearcat Link using your Northwest username and password (same as you use for your Northwest email access)
  • Click on “Organizations”
  • Click on the first letter of the organization or enter a word in the search bar to locate your page.
  • Once on your page, there will be a button at the top of the page labelled “Re-Register”
  • Click on this and follow the prompts.

V. RIGHTS & RESPONSIBILITIES OF REGISTERED STUDENT ORGANIZATIONS

Student Organizations are expected to adhere to all applicable institutional regulations. The University reserves the right to determine the appropriate time, place, content, and manner for conducting activities, and posting and distribution of materials on any of its campuses. Consequently, the University may deny or restrict the activities of student organizations.

Student organizations are expected to exercise good judgment in planning and promoting their activities. Failure to do so may result in conduct action being initiated against the organization; consequently, policies, procedures and sanctions set forth within the Code of Conduct apply to student organizations collectively as well as to individual students. The Office of Student Involvement will work in conjunction with the Vice President of Students Affairs Office in any conduct action.

Responsibilities of Registered Student Organizations
  1. Must adhere to Educational Policies and Regulations
  2. Must be registered on Bearcat Link
  3. Must have an Advisor that is a full-time Northwest University faculty or staff member, contact information should be listed in Bearcat Link on the organization’s Roster
  4. Must maintain an up-to-date members Roster, including office-holders
  5. Must have a current constitution uploaded on the organization’s Bearcat Link page under Documents
  6. Must operate the organization based on the organization’s constitution or work through appropriate procedure to amend the constitution with ratification of the organization’s members
  7. Responsible for sound fiscal management and for prompt payment of any debts incurred
  8. Responsible for the safety and well-being of its members and guests while participating in the activities of the student organization, including but not limited to meetings and events
  9. Responsible for sponsoring and supervising their club programs and events
  10. Responsible for the safe operation of their programs and events
  11. Organization members must maintain a minimum grade point average of 2.0 to hold office in any student organization
  12. Responsible for monitoring their mailbox in the Office of Student Involvement and checking any university emails associated with the organization
  13. Members must be read Northwest’s Anti-Hazing Policy and Title IX Statement at the first meeting of the organization each semester. President must agree to this during the registration process.
  14. Must abide by all rules and policies of Northwest University and the laws of the local, state and federal government.

Rights of Registered Student Organizations
  1. Recruit Northwest University students as members
  2. Use of digital signage, campus bulletin boards and sidewalk chalking according to University policies on posting and will prior approval - see office of Student Involvement
  3. Access to campus services, leadership programs, the expertise of a faculty or staff advisor, the advice and assistance of the Office of Student Involvement staff, and appropriate resources on campus
  4. Access to University provided services such as web space and email addresses
  5. Apply for Student Senate appropriations for events/endeavors as appropriate based on Student Senate By-Laws
  6. Be placed on official lists of recognized student organizations
  7. Participate in services or events in university facilities that are announced as open to all recognized student organizations, including the Homecoming
  8. Be eligible for awards or honors presented to student organizations and members
  9. Use of facilities in accordance with University policy and with proper reservations
  10. The opportunity to sponsor activities on campus in accordance with University policy
  11. Right to request an organizational FOP, or banking account on campus, and thereby to enjoy protection under the tax-exempt status of the University

Northwest’s Anti-Hazing Policy
The act of hazing is a violation of Northwest Missouri State University’s Student Conduct Code and Missouri State Law. Northwest Missouri State University does not condone nor tolerate hazing of any type by any organization, or by an individual against another individual. The following Missouri State statutes define hazing in an educational institution and the penalties associated with individuals caught in the act of hazing.

Missouri State Law/Statutes on Hazing 578.360. As used in sections 578.360 to 578.365, unless the context clearly requires otherwise, the following terms mean:
  1. “Educational institution,” a public or private college or university;
  2. “Hazing,” a willful act, occurring on or off the campus of an educational institution, directed against a student or a prospective member of an organization operating under the sanction of an educational institution, that                 recklessly endangers the mental or physical health or safety of a student or prospective member for the organization for the purpose of initiation or admission into or continued membership in any such organization to the     
      extent that such person is knowingly placed at probable risk of the loss of life or probable bodily or psychological harm.

Acts of hazing shall include:
  a. Any activity which recklessly endangers the physical health or safety of the student or prospective member, including but not limited to physical brutality, whipping, beating, branding, exposure to the elements, forced       
     consumption of any food, liquor, drug, or other substance or forced smoking or chewing of tobacco products; or
  b. Any activity which recklessly endangers the mental health of the student or prospective member, including but not limited to sleep deprivation, physical confinement, or other extreme stress-inducing activity; or
  c. Any activity that requires the student or prospective member to perform a duty or task which involves a violation of the criminal law of this state or any political subdivision in this state Colleges and universities to have 
     written policy prohibiting hazing 578.365. Each educational institution in this state shall adopt a written policy prohibiting hazing by any organization operating under the sanction of the institution.

578.365. Hazing—consent not a defense—penalties.
  1. A person commits the crime of hazing if he knowingly participates in or causes hazing, as it is defined in section 578.360.
  2. Hazing is a class A misdemeanor, unless the act creates a substantial risk to the life of the student or prospective member, in which case it is a class C felony.
  3. Nothing in sections 578.360 to 578.365 shall be interpreted as creating a new private cause of action against any educational institution.
  4. Consent is not a defense to hazing.

Section 565.080 does not apply to hazing cases or to homicide cases arising out of hazing activity. Northwest Missouri State University Policy on Hazing In addition to Missouri State Law, Northwest Missouri State University also has accepted and recognizes the definition of hazing by the Fraternity Executive Association as any intentional action taken or situation created, whether on or off University premises, that produces mental or physical discomfort, embarrassment, harassment, or ridicule. This includes, but is not limited to: paddling in any form, creation of excessive fatigue, physical or psychological shocks, wearing apparel in public stunts and buffoonery, morally degrading or humiliating games and activities, involuntary labor, or any activity not consistent with Northwest Missouri State University and the Student Conduct Code. The express implied consent of the victim will not be a defense. Apathy or acquiescence in the presence of hazing are not neutral acts and may be considered violations of this policy. Hazing of individuals as members or prospective members of any campus entity shall not be tolerated. Campus entities include any group of persons operating under the name Northwest Missouri State University as employees, students, alumni, friends, or other association. They include, but are not limited to, residence hall living groups, athletic teams, fraternal Greek organizations, honorary societies, performing arts groups and recognized campus organizations.

Northwest Missouri State University will investigate any incident in which a charge of hazing has been made. Investigations will be conducted by University Police and, if warranted, will be forwarded to the university’s judicial process. University recognition may be temporarily withdrawn pending hearings and due process procedures.
Should it be determined that a student organization or any of its members is guilty of hazing as previously defined, university sanctions may include but are not limited to:
  1) Automatic and indefinite suspension of campus recognition with an accompanying loss of all campus privileges, (i.e. use of facilities, student services, etc.)
  2) Disciplinary action against those members involved in the incident(s) including suspension or expulsion from the University.

Implementation:
  • Each organization president, or equivalent officer, is required to read the University’s Policy on Hazing at the first regular meeting that he/she presides after taking office.
  • Each organization advisor, or equivalent, is required to also sign the policy indicating that the policy has been read and shared with their respective group.
  • All entity groups are required to sign this policy.
  • Failure to compile will result in forfeiture in recognition by Northwest Missouri State University.
  • Signed policies will be filed with Division of Student Affairs.
Policy approved by Northwest Missouri State University Board of Regents, September 13, 2012

Northwest’s Title IX Statement
It is the policy of the University to comply with Title IX of the Education Amendments of 1972 and its implementing regulations, which prohibit discrimination based on sex in the University’s educational programs and activities. Title IX and its implementing regulations also prohibit retaliation for asserting claims of sex discrimination. The University has designated the following Title IX Coordinator for the entire University system to coordinate its compliance with Title IX and to receive inquiries regarding Title IX, including complaints of sex discrimination:

Rebecca Lawrence
Title IX Coordinator
Student Union
Tel: 660.562.1013
Email: rebecca@nwmissouri.edu

The University has designated the following Deputy Title IX Coordinator (the “Deputy Employee Coordinator”) to assist the Title IX Coordinator in coordinating Title IX compliance with respect to University employees and third-parties and to receive inquiries and complaints of sex discrimination from such persons:

Nola Bond
Vice-President of Human Resources
125 Administration Building
Tel: 660-562-1127
Email: nbond@nwmissouri.edu

The University has designated the following Deputy Title IX Coordinator (the “Deputy Student Coordinator”) to assist the Title IX Coordinator in coordinating Title IX Compliance with respect to students and student groups and to receive inquiries and complaints of sex discrimination from students:

Kori Hoffmann
Student Development and Conduct Coordinator
Union, Room 2140
Tel: 660-562-1554
Email: khoff20@nwmissouri.edu

A person may also file a complaint of sex discrimination with the United States Department of Education’s Office for Civil Rights regarding an alleged violation of Title IX by visiting www2.ed.gov/about/offices/list/ocr/complaintintro.html or by calling 1-800-421-3481.

*U.S. Department of Education Office of Civil Rights
Northwest Missouri State University’s Title IX policy can be found at:

http://www.nwmissouri.edu/facts/titleix.htm
It is the responsibility of all students to review this policy and comply with it.

VI. STUDENT ORGANIZATION CONDUCT PROCEDURE

Adjudication

The process of adjudicating student organizations closely mirrors the process of adjudicating students based on the Student Code of Conduct (APPENDIX E also includes this). In the case of student organizations, the policies of Northwest Missouri State University, Student Senate (as detailed in Senate’s By-Laws and this Handbook), and the Student Code of Conduct apply.

There are three (3) ways of formally reporting incidents:
  1. Filing a report with the Director of Student Conduct and Development
  2. Filing a report with University Police
  3. Filing a report (if wanted, anonymously) via the online reporting form

In the event an incident is reported or a complaint is lodged against a student organization, the matter will be heard first by the Director of Student Conduct & Development, who is also an Advisor for Student Senate.

After collecting preliminary reports and statements, Student Organizations may be disciplined/sanctioned via (1) Student Code of Conduct procedures while represented by an officer or member who has been chosen by the membership but who was not directly involved in the incident in question as determined by the Student Conduct Administrator and/or (2) under the powers of the Student Senate as set forth in the University’s Manual of the Student Government Association.

The appeals process will be the same as is outlined in the Student Code of Conduct.

Sanctions
The following sanctions may be imposed upon groups or organizations:
  1. Those sanctions listed in article IV(B)(1)(a)-(g) of the Student Code of Conduct.
  2. Loss of selected rights and privileges for a specific period of time.
  3. Deactivation. Loss of all privileges, including University recognition, for a specified period of time.

VII. ELECTIONS

Many student organizations hold elections at the beginning of April, and transition their leadership during the last month of the Academic Year. When the next Academic Year begins, the new Executive Board takes control. Student Senate uses this model. There are several disadvantages of using this model of leadership transition, which include losing organizational momentum and support.

Other Student Organizations choose to hold elections in November and transition leadership during November and December, prior to the winter holiday break. There is some discussion of moving all student organization elections to this model. Here are some advantages:
  • More students are graduating in December than ever before. A student leader graduating in December can still hold office until they graduate, and aid in transition to new leadership before they leave.
  • New leaders transitioning do have a month break before taking control, however they don’t have a whole summer to forget what they have learned before putting it into action.
  • The majority of students involved in an organization would be returning in the Spring for continuity of the organization.
Holding Elections in Bearcat Link

Holding your organization’s elections is easier than ever before! You can create your ballot right on your organization’s Bearcat Link page, then email your members the link. The system will only allow members of your organization to vote, and only to vote once. Statistics will be kept and are completely confidential within the system. You can vote, and members of your organization will not know how you voted, but the system will only allow you to vote once. Results are then visible to exec board members.

For information on how to set up elections in Bearcat Link, see APPENDIX B.

VIII. OFFICIAL ORGANIZATIONAL ROSTERS

We live in an age where everyone is concerned with their own privacy. There are numerous reasons to make sure that your official organizational roster in Bearcat Link is up-to-date and complete:
  • It is required by Northwest for risk management purposes - in the event of an emergency or major incident, the University needs to know immediately who is in the organization
  • Members will be kept updated on organizational news and information
  • Co-Curricular Transcript accuracy - If your members aren’t showing on your roster, they won’t be able to include their involvement in your organization on their co-curricular transcript
  • Members can still set their privacy level within Bearcat Link. They can keep their involvement secretive, and still be on the official Bearcat Link roster as a hidden member
  • Potential employers may want to verify that a student is in fact a member of your organization
  • It is imperative that Student Senate, the Office of Student Involvement and others at the University know at all times who the Executive Board members of the organization are
All rosters should be complete and accurate by October 15th, and March 15th of each academic year.
Please work to keep your rosters as updated as possible.

IMPORTANT! During the registration process, it is important to put as many members on your roster as possible Unfortunately, adding members to your roster is a two-part process; you enter member’s email addresses and the system sends the members an invitation to join your roster. Members must then click on the link in the email they receive to accept membership in the organization. Unless they do this, they will not show on your organization’s roster. THE INVITATION EMAILS LOOK LIKE SPAM.

RECOMMENDATION: At one of your organizational meetings, require all your members to bring their laptops. Send/resend the invitations to your roster through the roster feature on your page in Bearcat Link and have them immediately accept by clicking on the email links they receive. You can verify with them when you see them added to your roster. You can then use the Manage Roster feature to give them the appropriate position titles and permissions.

For more detailed instructions dealing with rosters, assigning positions and adding permissions, see APPENDIX B.

IX. FINANCES & BUDGETING

Banking - Things to Consider

It is recommended that student organizations bank ON-CAMPUS. Because of the national structure of some organizations, this is not entirely feasible, but for most organizations there are many advantages of banking on campus:

  • You are protected under the umbrella of Northwest’s 503C Tax Exemption (APPENDIX F)
  • Your organization will live beyond your current Exec Board’s tenure at Northwest
  • Your liability to other members of your Exec Board is limited because you are keeping student funds within the University, not placing them in any individual’s hands
  • University personnel can assist you with budgeting and processing payments
  • In some cases, you may be able to charge student’s 919 numbers for certain things
  • If you experience a Treasurer who is less than effective/helpful/honest, your fund is still accessible to the Advisor and the group
  • No tax liability is taken on by Exec Board members
  • If you have a Northwest fund, you can charge things like copy jobs to that fund
  • You must be sure to keep a positive balance in the organization’s fund
As with all systems, there are drawbacks to be prepared for when banking on campus:
  • You will need to work with your Advisor or the Office of Student Involvement to keep you updated on the balance of your fund
  • You will need to apply for a FOAP - See the Office of Student Involvement for how to accomplish this
  • You will need to plan ahead when making purchases with your Northwest fund.
  • There will be some restrictions on how you utilize your funds and in some cases, you may be required to use specific vendors
  • You may incur individual consequences for a negative fund balance - whether you bank on or off-campus

Handling Student Funds

It is within the privileges of registered, recognized student organizations to charge dues to their members, and to fundraise. With these privileges come responsibilities, such as:

  • Deposit funds quickly - the less time money is in private hands, the better
  • Report fund balance to your members
  • Responsible spending of these funds with membership approval
  • Be transparent in your finances
  • Keep your Advisor in the loop with regard to finances

Fundraising

By and large, the University supports the efforts of its many student organizations to fundraise either for organizational endeavors or to support the many philanthropic causes that our organizations get behind. There are some basic guidelines to follow when considering fundraising:

Because the University itself is constantly fundraising, student organizations are discouraged from approaching area businesses seeking donations. It is more acceptable to host a fundraising event, such as:

  • Pancake Feed TAXES MUST BE COLLECTED*
  • Carwash
  • Raffle
  • Pageant
  • 5K
  • Walk-A-Thon/Dance-A-Thon
  • Tournament
  • Sales - Bake/Flowers/Candy Grams/T-shirts, etc. TAXES MUST BE COLLECTED*
PLEASE NOTE:
  • STUDENT ORGANIZATIONS ARE NOT ALLOWED TO CHARGE NORTHWEST STUDENT ACCOUNTS (919 numbers) FOR FUNDRAISING ACTIVITIES OR SALES.
  • NEWBIE or still forming organizations may not collect dues or fundraise until they become fully registered and recognized by Student Senate.

Cash Boxes

If you have a Northwest fund for your organization, the Bursar’s Office will make a cash box available to you to borrow upon request. At least one day prior to your event, go tot he Bursar’s Office on the first floor of the Administration Building, or call 660.562.1578 to request a cash box. The Bursar's Office will need to know the amount you would like in the cash box to start with, and in what denominations.

After your event, you will need to return the cash box to her with the same amount of money in it that was in it when you checked it out. You will then need a deposit slip to deposit the remaining funds into your fund. Pay attention to Tax you must collect if you are selling something. (See Taxes) (For deposit slips, see APPENDIX F).

Tax Exemption

Northwest Missouri State University is a Tax Exempt State Agency. If you are paying with an on-campus fund, you must make purchases tax exempt.

Full discussion of Tax Exemption and proof of Northwest’s Tax Exemption are contained in APPENDIX F: Financial Documents.

Depositing to Your On-Campus Accounts

If you are unsure how to detail this on your deposit slip when depositing funds to your on-campus student org account, refer to your Advisor or to the Office of Student Involvement for assistance.

A blank Deposit Slip is contained in APPENDIX F: Financial Documents.

Applying for Student Senate Appropriations

Student Organizations that are registered and recognized by Student Senate have the privilege of applying for Student Senate appropriations to help fund specific events or endeavors. What you need to know about Student Senate appropriations:

  • There is a form on the Student Senate page of Bearcat Link to apply for appropriations under Forms.
  • There are specific guidelines in Student Senate’s by-laws that dictate how much Student Senate may give for specific types of expenditures. To review these guidelines, go to: http://www.nwmissouri.edu/studentaffairs/ssenate/PDF/SenateManual.pdf to APPENDIX A.
  • Student Senate allocations are paid for out of your Student Activity Fee.

Paying for Things with a Northwest Student Account

Before making purchases for your organization, be sure to check with your Treasurer and Advisor to clear the purchase. They should know if your organization has the funding required for the purchase.

Your student organization fund is tied to your Advisor. This means that your Advisor can sign on this account and can process paperwork to pay out of it. Dee Dino in the Office of Student Involvement can also sign on all student accounts and can assist you with paying for things.

In most cases, you can just request help. If, for some reason you need to dig deeper into how to pay for what, please refer to APPENDIX F. Please be sure to PLAN AHEAD. Items received by Accounting by 5pm on a Monday will be paid in that week’s processing on Friday. Anything not in by Monday at 5pm will not be processed until the following week.

X. STUDENT ORG MANAGEMENT RESOURCES

Leadership Library
The Leadership Library provides student organizations with the basic materials and knowledge needed to be a successful. The hope is that the Library will help individuals and organizations grow, and in turn enrich the Northwest Missouri State University Campus. All materials are available for use/check out through the Office of Student Involvement inside the Student Engagement Center of the Student Union.

APPENDIX G contains resources to help you successfully manage your student organization operations. Please refer to APPENDIX G for:

  • Holding Successful Meetings
  • Roberts Rules of Order
  • Delegating Responsibility
  • Conflict Resolution

XI. EVENT PLANNING

  • When you choose a place for your event, try to take into account everything that could go wrong.
  • Have a secondary plan in case of bad weather.
  • Reserve your place in advance, allowing plenty on time that day to complete the event.
  • Assure that your location has all necessary lights and power sources.
  • Ask if the location requires any sort of insurance policy or liability forms. When dealing with insurance issues, have all players involved sign a consent form.
  • If the event is on campus, make sure you go through the proper authorities in reserving the facility, especially if hosting a speaker.
  • It might be helpful to make an accurate map of how to get to the event or service project, so that participating chapters will be able to make it on time.

Event Planning Resources
Office of Student Involvement has prepared a blueprint for planning most any event! Use it, customize it for yourself and keep as a tool for your organization. This resource is provided for you in APPENDIX H.

University Marketing and Communication has put together an event planning section on their website. The purpose of this guide is to assist students, faculty and staff with event planning at Northwest. Events are most successful when they are well organized and planned in advance. The events that you plan define the quality of your organization or department. They also have a direct reflection on the University and its public image.

The use of this guide will make your planning easier, less stressful and more successful. If you have questions regarding the "nuts and bolts" of planning an event, you may contact the Office of University Marketing and Communication at ext. 1143.

This guide can be found here: http://www.nwmissouri.edu/marketing/events/index.htm.

Work Orders
If you have needs for special rental equipment please visit the Facility Services website at http://www.nwmissouri.edu/services/facility/special.htm. If you need things like trash cans, tables & chairs or a tent, a work order is needed. Please contact the Office of Student Involvement for help with the work order process. 660.562.1226 or osi@nwmissouri.edu.

Catering Policy & Exemptions
Catering services must be provided by Northwest Campus Dining if the event is held on the Northwest Campus. No outside food or beverages can be brought into, served, or sold on campus. This is in accordance with the University Food Policy.

Please contact Nikki Bucy at nikkib@nwmissouri.edu to explore special exemptions to the catering contract. Plan on this process taking some time to work through the proper channels.

Risk Management
Bear in mind that if you are intending to hold an event that is outside of the norm, you will likely need to clear the event with Northwest’s risk management team and University Police. Special event insurance may be required, but is not usually very expensive. If you are in question, getting clearance first is the best policy:

Contact: Ruth Kemper
Risk Management/Insurance Specialist
660.562.1440
rkemper@nwmissouri.edu

5K Events
Please refer to APPENDIX H includes details on Northwest’s 5K process and approved route.

XII. MOVIE POLICY

Can we show movies on Campus?
Movies are a great way to reach out to other students and community members, but most are copyrighted and cannot be legally shown in a public setting without the proper permission from the copyright. It does not matter whether or not you charge attendance, collect donations or that the showing is free. The following are some brief guidelines that you should follow when considering whether or not you can show a movie as part of your planned activities.

Do I need To Obtain Public Performance Rights?
Yes…

  • If the screening is open to the public, for example, if you are advertising it to the entire campus community as an event for others to attend.
  • If the screening is in a location where access is not restricted.
  • If the persons in attendance are outside the normal circle of family and acquaintances, such as showing a film to a club or organization, or showing a film for class but inviting others to attend.

No…

  • If privately viewing the film in your room with your friends.
  • If an instructor is showing the film as an “integral part of a class session” and is supervised by an instructor in a classroom and attended only by students enrolled in a registered course.

More information on Copyright and Public Performing Rights is available from Swank Motion Pictures, Inc. at http://colleges.swankmp.com/Media/College/PDF/SwankCopyright.pdf

Do I need a license for a movie released in the public domain?
No

Where can I get Public Performance Rights for a film?
There are a variety of ways to get public performance rights for a film. Many titles are available from the following sources:

Please contact the Office of Student Involvement with any questions about how to acquire Public Performance Rights or if you are unsure if you need Public Performance Rights for the film you are interested in showing.

XIII. SCHEDULING A ROOM/VENUE

Astra is the room scheduling system utilized at Northwest Missouri State University. Below are links and instructions based on the facility you would like to reserve, which should answer most questions. If you experience issues or have additional questions, please contact:

Nikki Bucy
660.562.1430
nikkib@nwmissouri.edu

To get to Astra: http://www.nwmissouri.edu/studentaffairs/auxiliary/schedule.htm

APPENDIX H includes an Astra scheduling guide.

XIV. PUBLICITY/PROMOTIONS

Posting Policy & Procedures
Promote your Student Organization or Event all over campus!

Get your postings approved by Office of Student Involvement. Once you have our Stamp of Approval, there are Bulletin Boards all over campus to promote your event. (Please allow 42 hours, excluding weekends for approval.) If you submit your postings electronically, we can get the Student Union Manager to post them digitally in the Union. Everyone who comes through the Union will see it for two weeks!
  • See APPENDIX B for Creating Event/Submitting Postings in Bearcat Link.
  • See APPENDIX I for University Posting Policy and approved posting locations.
Make sure your posting includes:
  1. Who (name of organization)
  2. What (what is the event?)
  3. When (when is the event?
  4. Where (where is the event?
  5. How to contact for more information (appropriate contact information)

Sidewalk Chalking
Want to write the story of your event's success ALL OVER CAMPUS? Sign up to sidewalk chalk!
  • Up to 2 groups can chalk at the same time, but not in the same locations. FREE CHALK available at the Office of Student Involvement courtesy of Student Senate.
  • Chalking forms are available on the Astra main page (link below). Turn these in to Office of Student Involvement - 2nd floor, J.W. Jones Student Union.
https://nwmissouri.collegiatelink.net/form/start/51953 or APPENDIX I.

Bulletin Board Rentals
Need a bigger posting than just a flier? Reserve half of the Office of Student Involvement bulletin board on the 2nd floor of the Union for a week at a time. THIS IS PRIME REAL ESTATE!!
  • Postable side is the right-hand side. 46.5" (height) x 52" (width).
  • Go to the front desk in the Student Engagement Center and sign up now!
Student Media
Need more attention?
Media Off-Campus Media Outlets

XV.VOLUNTEERING, COMMUNITY SERVICE & PHILANTHROPY

Northwest is committed to service to students, the Maryville community, Missouri and the nation. Bearcats proudly engage with their community through Community Service, Volunteer opportunities and Philanthropic projects.

Volunteering
Volunteering is offering of yourself for a service or undertaking. A volunteer is someone who performs a service willingly and without pay or compensation.

Community Service
Generally Community Service is defined as work without payment that someone does to help their local community (http://www.macmillandictionary.com/us/dictionary/american/community-service). 

Philanthropy
Philanthropy is the practice of giving money and time to help make life better for other people (http://www.merriam-webster.com/dictionary/philanthropy).

Understanding the Distinctions
  • Volunteering is done as an individual and is not necessarily for the good of the community.
  • Community Service is not always voluntary (could be a sanction), but is done for the benefit of the community, and may be done as part of a community group (club, church,business organization)
  • Philanthropy does not count as Community Service – Giving money, goods, or time to a philanthropic cause does not equal doing Community Service.
  • Organizations should NOT be giving “Service Hours” to members who are doing Philanthropic projects.

Here are some examples to clarify:
  • Participating in a walk, run or similar event is considered an act of donating money to acause and is counted as philanthropy.
  • Work performed for an organization that is holding a run/walk or similar event is considered service (e.g. helping set up for the walk, serving as greeters for the event)

Why Perform Service?
  • Be a Bearcat! Bearcats, by and large are concerned, active contributors to their communities. It’s our culture. Students can now report and quantify their service and involvement on their Bearcat Link Co-Curricular Transcript!
  • Northwest is dedicated to making positive contributions to students, Maryville, Missouri and the Global community.
  • Donors considering investment in Northwest are interested in buying into a University who fosters a culture of service and giving.
  • National Organizations typically reward and value student chapters who are high service performers.
  • Potential employers of Bearcats around the world are looking to hire a workforce that is involved, engaged and interested in service to others.
Finding Service Projects
  • Service Chairs now have a wonderful resource in Bearcat Link!Opportunities are also listed on the Service & Engagement website located at http://www.nwmissouri.edu/getinvolved/service/fastAction.htm
    • Simply log into Bearcat Link
    • Go to the Service & Engagement page
    • Click on News to view upcoming and ongoing service project available to your organization
  • Notify Service & Engagement of which project you want to participate in and coordinate numbers and dates at servega@nwmissouri.edu.

Tracking Service Hours and Philanthropy for your Organization
Locate the Service Hours workflow listed in APPENDIX B for a step-by-step to add and track individual and organization service hours.

XVI.KEEPING YOUR ORGANIZATION VISIBLE & VIABLE ON CAMPUS

Keeping your student organization viable even after you graduate takes commitment from you now! Here is a quick list of things to put in place to ensure this happens:

Establish a system of good stewardship

  • Create Officer binders to describe each executive position, its responsibilities and acalendar or timeline for each semester.
  • Stress that executives use binders for all org business and keep good notes.
  • Establish a transition period. Make sure binders get passed down.

Hold clean elections

  • Elections should be held at the same time each year. November elections for Januarytakeovers provide maximum stability for organizations.
  • Communicate clearly to your organization about when nominations/elections will happen.
  • Use Bearcat Link to run your election! APPENDIX B includes a workflow for this!

Keep the finances transparent

  • Treasurers should be trained in Northwest processes and report regularly to the group.
  • Deposit cash quickly.
  • Bank on campus whenever possible. Off-campus accounts don’t always make thetransition to new leadership.
  • Keep National dues and memberships up to date for your organization.

Keep your Advisor in the loop!

  • Set up monthly meetings to update him/her on what the organization is doing, challengesyou are experiencing and suggestions for success.
  • Invite your Advisor to events held by the organization – they are key to your success.

Establish your Campus Reputation

  • DWYSYWD – Do What You Say You Will Do
  • Your organization can suffer for years under a “bad rap” so build good relations to pass on.
  • Clean up all venues, check your email and mailboxes regularly, address issues as they arise.

Create “Mini Me’s”

  • Open up leadership positions whenever possible by creating committee chairs and juniorofficers to share the work.
  • Groom the next leaders now so they’ll be ready to take-over for maximum stability.

Get involved on campus!

  • Participate in Homecoming!
  • Plan to get together with recent Alums from your organization
  • Plan campus-wide events to attract new members, fundraise and benefit Philanthropies.


Perform Community Service

  • Nothing builds a strong organization like working in service to others.

Partner with other Student Organizations

  • Hold larger events by working with other groups whose mission is similar or complementary.
  • Hold competitions for a good cause to benefit everyone.
  • Maximize your groups reach, share its message and capitalize on shared resources.

Re-Register on Bearcat Link each Fall

  • Re-register each Fall to stay recognized so current and future Bearcats can find you!
  • If you are not on Bearcat Link, you aren’t recognized by Student Senate.

Build relationships and have FUN!!

  • People don’t get involved because it sounds good. People get involved because of YOU!

a. APPENDIX A: Northwest Student Senate Constitution/By-Laws……..

Download Manual

b. APPENDIX B: BEARCAT LINK WORKFLOWS: –

A Comprehensive Guide for Student Organizations

i.Bearcat Link Workflow: Registering & Re-Registering a Student Organization

Bearcat Link Workflow: Registering Your New Organization
Before you start, you will need:

  • An electronic copy of your Constitution/By-Laws Your Advisor’s contact information
  • Your organization’s full roster (with S#’s)

  1.Go to Bearcat Link https://nwmissouri.collegiatelink.net/
  2.Sign in with your username and your password
  3.On the top banner, click “organizations”
  4.Scroll to the bottom, and you will see a button that says “Register a NewOrganization”. Click the “Register” button that is located underneath the“Register a New Organization”.
  5.Step 1: You will read the instructions on page 1 and click “next”. This will takeyou through 9 different steps.
  6.Step 2: You will provide basic information about your new organization:
      a.Official name
      b.Nickname
      c.Description Summary
      d.Website URL
      e.External Website
      f.Organization Contact Information
  7.Step 3: you will add your current organization profile picture by choosing a filesaved from your computer
  8.Step 4: you will upload your constitution and bylaws from a document saved onyour computer.
  9.Step 5: you will choose your organization interests from a list of options.
  10. Step 6: you will choose your organization’s category.
      a.Religious
      b.Greek
      c.Honor Society
      d.Etc
  11.Step 7: This is the position fulfillment. You will fill in information for your primarycontact and also add different positions to your organization. You are requiredto fill out 1 primary contact and 1 northwest advisor.
  12.Step 8: You will read through an anti-hazing policy and sign that youunderstand the terms.
  13.Step 9: you will review your submission and either click “submit for approval” or“delete submission” You can also print a copy or a PDF file of your submission.

Bearcat Link Workflow: Re-Registration of Your Organization:
Each Fall, you will need to Re-Register your organization. Once you receive an email stating that the registration process is open, you will:
  1. Go to Bearcat Link https://nwmissouri.collegiatelink.net/
  2. Sign in with your username and your password
  3. From the drop-down menu by your name, select My Involvement and choose your organization
  4. On the top right of your organization’s page, you will see a button labeled “Register”. Click on this and follow the prompts.
      i. You will again be asked for your Constitution/By-Laws(hint: To updated your Consitution/By-Laws - you can first go to your org’s page, under Documents and download your previous version, update whatever necessary         and save this to upload when prompted)
      ii. You will again need your full organization’s roster (with S#’s)
      iii. Make sure your Advisor’s full contact information is included, and add them to the roster.


ii. Bearcat Link Workflow: Customizing Your Organization’s Homepage

Bearcat Link Workflow: Customizing Your Organization’s Homepage
  1. Go to the Bearcat Link website https://nwmissouri.collegiatelink.net/
  2. Log into Bearcat Link (S# and northwest password)
  3. Click on your name at the top right corner and click “My Involvement”.
      a. Find the organization that you are looking to customize and select “Organization Site”.

  *FOR THE FOLLOWING DIRECTIONS, YOU MUST BE A POSITION OR OFFICER FOR THE ORGANIZATION. REGULAR MEMBERS DO NOT HAVE THE RIGHTS TO CUSTOMIZE ORGANIZATION HOMEPAGE.

  4. Select the “Manage” option
      a. Under this tab one can select “Interests or Cover Photos”
  5. Organization Interest: select interest and rank them with what is best associated with your organization
  6. Organization Cover Photos: upload a cover photo by selecting “Choose File” for the top of organization webpage

*If you entered your twitter and facebook pages in your organization’s profile, you can pull these feeds onto your homepage. If you do this, everytime you tweet or post, these will show up on your Bearcat Link page,             also.

To update your profile, refer to “Bearcat Link Edit Your Org Profile”


iii. Bearcat Link Workflow: Editing Your Org Profile

Bearcat Link Workflow: Editing Your Org Profile
  1. Go to the Bearcat Link website https://nwmissouri.collegiatelink.net/ 
  2. Log in to Bearcat Link (S# and Northwest password)
  3. Click on your name at the top right corner and select “My Involvement”
      a. Find the organization that you are looking to edit and select “Organization Site”

  *FOR THE FOLLOWING STEPS, YOU MUST BE A HOLD A POSITION AS AN OFFICER OF THIS ORGANIZATION. REGULAR MEMBERS DO NOT HAVE THE RIGHTS TO EDIT PROFILES. CONTACT SOMEONE IN            YOUR ORGANIZATION WHO HAS A POSITION AND CAN HELP YOU OBTAIN A POSITION ON BEARCAT LINK.

  4. Select “Profile” at the top of the page
  5. From here you can edit
      a. The description
      b. Contact information
      c. External website links (also Facebook and Twitter feeds)
      d. Profile picture
      e. Any additional information
  6. Then click “Update” at the bottom left corner to update all of your new information.


iv. Bearcat Link Workflow: Managing Your Org Roster

Bearcat Link Workflow: Managing Your Org Roster 
  1. Go to the Bearcat Link Website https://nwmissouri.collegiatelink.net/
  2. Log into Bearcat Link (S# and northwest password)
  3. Click on your name at the top right corner and click “My Involvement”.
       a. Find the organization that you are looking to update and select “Organization Site”
  4. Select the option at the top that says “Roster”

  *FOR THE FOLLOWING STEPS, YOU MUST BE A POSITION HOLDER IN ORDER TO MANAGE THE ROSTER. REGULAR MEMBERS CANNOT ADD PEOPLE TO THE GROUP – ONLY OFFICERS HAVE THE RIGHTS TO       DO THIS STEP. CONTACT SOMEONE IN YOUR ORGANIZATION THAT HOLDS AN OFFICER POSITION THAT CAN ADD MEMBERS AND MANAGE THE ROSTER.

  5. Once selecting “Roster” there are different options available:
      a. View the entire roster
      b. View position holders
      c. Invite People
      d. Manage Roster
      e. Manage Positions
  6. If you want to edit the roster:
      a. Invite People: add email addresses of new members that you would like to add
      b. Messaging: send a group message or text message to the organizations members or officers
      c. Manage Roster: invite people to join the organization, change the primary contact, or add members
      d. Manage Positions: create new positions within the organization and set permission levels.
  7. Each member who is “invited” to join your roster must click on the link in the email they receive in order to be added to the roster. These emails do look like spam, so alert your members that they will be receiving emails.

  • Northwest Missouri State University needs to know who is in each organization. It is your responsibility to keep this information up-to-date.
  • Your members will not be able to show involvement in your organization on their co-curricular transcript unless you add them to the roster.


v. Bearcat Link Workflow: Adding Photos to Your Org Gallery

Bearcat Link Workflow: Adding Photos to Your Org Gallery
  1. Go to the Bearcat Link Website https://nwmissouri.collegiatelink.net/ 
  2. Log into Bearcat Link (S# and northwest password)
  3. Click on your name at the top right corner and click “My Involvement”
      a. Find the organization that you are looking to update and select “Organization Site”
  4. Select “Gallery” at the top of the page

  *FOR THIS SECTION YOU MUST HAVE THE RIGHTS TO THIS SITE AS AN OFFICER OR A POSITION. REGULAR MEMBERS CANNOT ADD ALBUMS AND PHOTOS.

  5. Select “Create Album”
      a. Fill in the required information
      b. You cannot add photos without creating an album
  6. Once the album is created the user can add photos or edit the album
  7. To add photos, select “Add Photos”
      a. Upload the specific file wanted


vi. Bearcat Link Workflow: Creating a Form & Viewing Submissions

Bearcat Link Workflow: Creating a Form
  1. Go to the Bearcat Link page https://nwmissouri.collegiatelink.net/ 
  2. Sign in with your username and password
  3. Click on your name in the right top corner and click “My Involvement”.
  4. You will see a list of all of your memberships. Click the membership you are wanting to edit and then click “organization site”.
  5. IN ORDER TO ADD A FORM YOU MUST HAVE THE RIGHTS TO DO IT. YOU MUST BE AN OFFICER OR A POSITION HOLDER. CONTACT SOMEONE WHO CAN MAKE YOU AN OFFICER.
  6. On the middle banner, click “forms”
  7. On the left side of the page click “manage forms”
  8. On the left side of the page click “create form”
  9. When creating a form, you will fill in this information:
      a. Name
      b. Is it active?
      c. Start Time
      d. End Time
      e. Allow multiple submissions?
      f. Access to who can see your form
  10. Click “save and add questions”, “save”, or “cancel”

You can create these types of questions/text on your form:

  • Instructions
  • Text Field – User is required to enter an answer
  • Radio Button List - User will choose 1 of a selection
  • Check Box List – User will choose single answer or choose all that apply
  • Drop Down List – User will scroll to choice
  • Ranking – User will rank order
  • File Upload – Require a file be submitted

Bearcat Link Workflow: Viewing Submissions
  1. Go to the Bearcat Link page https://nwmissouri.collegiatelink.net/
  2. Sign in with your username and password
  3. Click on your name in the right top corner and click “involvement”.
  4. You will see a list of all of your memberships. Click the membership you are wanting to edit and then click “organization site”.
  5. On the middle banner, click “forms”
  6. On the left side of the page click “manage forms”
  7. Find the form you are wanting to view submissions for on your list of form. To the right of that form, you will see “view submissions”. Click on these words.
  8. Submissions are listed by the person submitting the form. You can view the submission by clicking on the magnifying glass to the right of the submission.
  9. To approve the submission, click on the box next to the submission, then click on “Approve”.
  10. You can click on “Approved” to view all submissions approved.
  11. To view in a spreadsheet, similar to a Google Doc, click on Export All. Follow the directions and click on the link to go to the View Downloads page.
  12. Once the report shows on the list as ready, click on the download icon to the right of that item. This will export a .csv file, which can then be saved as an .xlsx file (excel). You can then sort and manipulate the data                 however you would like.
  13. Keep in mind that submissions will come in as long as the form is open and accessible.


vii. Bearcat Link Workflow: Setting Up Elections

Bearcat Link Workflow: Setting Up Elections
  1. Go to the Bearcat Link Website https://nwmissouri.collegiatelink.net/
  2. Log into Bearcat Link (S# and northwest password)
  3. Click on your name at the top right corner and select “My Involvement”
      a. Find the organization that you are looking to update and select “Organization Site”

  *FOR THE FOLLOWING STEPS, YOU MUST HOLD A POSITION AS AN OFFICER. REGULAR MEMBERS DO NOT HAVE THE RIGHTS TO HOLD ELECTIONS OR CREATE ELECTIONS. CONTACT SOMEONE IN YOUR         ORGANIZATION WHO HOLDS A POSITION THAT CAN ADD YOU AS A POSITION OR CREATE AN ELECTION FOR YOU.

  4. Along the gray tab, select “Elections”
  5. At the top select “Create Election”
  6. Fill in all of the required information
      a. There will be an option to make the election active (so one can make the election and go back in later to make it active when the election process is needed)
      b. There is also on option to allow access to only to the organization’s roster
  7. Click “Save” and the election will become active
  8. Once the election is active, select “Create Ballot”
      a. Create the ballot for the overall theme of what you want to be voted on
      b. There are different sets of questions that can used for voting such as: check box, ranking, and etc.
  9. If there are any further questions on how to set up an election for your organization please contact the Office of Student Involvement

  • Your members can only vote one time
  • You cannot tell who voted for whom
  • You can which members voted and which did not
  • Election results are kept in the Bearcat Link system


viii. Bearcat Link Workflow: Updating Your Org Constitution-By-Laws

Bearcat Link Workflow: Updating Your Org Constitution-ByLaws
  1. Go to the Bearcat Link website https://nwmissouri.collegiatelink.net/
  2. Log into Bearcat Link (S# and northwest password)
  3. Click on your name at the top right corner and select “My Involvement”
      a. Find the organization that you are looking to update and select “Organization Site”
  4. Select “Documents” at the top of the page
  5. From this page, you can view any documents you have saved; including the constitution or bylaws – you will need to download the file, make any changes to it and resave on your computer, then move to next step.

  *FOR THE FOLLOWING STEPS YOU MUST BE IN A POSITION OR OFFICER. REGULAR MEMBERS DO NOT HAVE THE RIGHTS TO ADD A CONSTITUTION OR EDIT IT. CONTACT SOMEONE IN YOUR                          ORGANIZATION WHO IS AN OFFICER TO PROVIDE YOU THE RIGHTS TO BE AN OFFICER.

  6. On the right side of the page select the blue button “Add File” and upload a new document
  7. Click “Add File”
      a. Select a file to upload
      b. Add a title for the document
      c. Select a the type of the document
      d. Select permissions
  8. Click “Add” and the new document will be upload to the organization page
  9. IF YOU CANNOT ADD FILE, it means that you do not have the rights to do this. In order to get the rights, you must be an officer of the organization. To be an officer, you need to speak with someone on the executive             board who can change your permissions.
  10. Select the gray button “Add Folder” if you wish to make a folder to add specific documents to
      a. Add a title
      b. Select permissions


ix. Bearcat Link Workflow: Adding Individual Service Hours

Bearcat Link Workflow: Adding Individual Service Hours
  1. Go to the Bearcat Link website https://nwmissouri.collegiatelink.net/ 
  2. Log into Bearcat Link (S# and northwest password)
  3. Click on your name at the top right corner and click “Involvement” located underneath your name.
  4. Along the gray tab, select “Service Hours”
  5. Select “Add Service Hours”
  6. Select which organization you want to add the service hours under
      a. If you do not have one and just wish to submit them solely under yourself, select “Service and Engagement”
  7. Fill in all of the information and select “Create”
  8. Once the hours are added, they will fall under the pending tab until the position holder that deals with service hours approves it and/or the Office of Service and Engagement approves it
  9. Once approved they will fall under the approved tab with the hours and dates
      a. Denied hours will fall under this tab
  10. A member can view their hours by week, month, three month increment or choose a custom allotted time span
  11. These hours will then appear on the co-curricular transcript.

x. Bearcat Link Workflow: Adding & Viewing Org Service Hours

Bearcat Link Workflow: Adding & Viewing Organization’s Service Hours

This is designed for Student Org Presidents and Service Chairs

  • Only students designated as “Officers” have access to manage the service hours of the Org
  • Students may log their own hours on the Org’s Bearcat Link page, but not Manage the Org’s

1. Go to the Bearcat Link website https://nwmissouri.collegiatelink.net/ 
2. Log into Bearcat Link (S# and northwest password) (Only Campus Administrators and Organization Officers can do this.)
3. Go to the organization’s main page.
4. Click on “Service Hours” tab.
5. Then select the “Manage Service Hours” bar.
6. Select the blue “Add Service Hours” button.
7. Fill in all of the information and select “Create”.
8. You will now see all the approved service hours.
9. Hours will be added to the student’s total on their co-curricular transcript as well as to the organizations total number of hours.

xi. Bearcat Link Workflow: Adding Past Organization Membership

Bearcat Link Workflow: Adding Past Organization Membership

  7. Go to the Bearcat Link website https://nwmissouri.collegiatelink.net/ 
  8. Log in to Bearcat Link (S# and Northwest password)
  9. Click on your name at the top right corner and select “Involvement”
  10. Select the blue button that says “Add Past Membership”
  11. Fill out the information on the next page that pulls up.
      a. As you are typing the organization, a dropdown will appear. Please select from the dropdown the organization you want to add a past membership for.
  12. Once you have done this, please click the button submit.
  13. This will be sent on to administration to approve this past membership. A green bar will come across your screen saying that “The Involvement Request has been sent.”
  14. Once administration has approved this request it will appear on your Co-Curricular Transcript.

xii. Bearcat Link Workflow: Pulling a Co-Curricular Transcript

Bearcat Link Workflow: Pulling a Co-Curricular Transcript
  1. Go to the Bearcat Link website https://nwmissouri.collegiatelink.net/ 
  2. Log into Bearcat Link (S# and northwest password)
  3. Click on your name at the top right corner and select “Involvement” located underneath your name.
  4. Along the gray tab, click on “Co-Curricular Transcript”
  5. On the top you can create a pdf of this co-curricular transcript or print directly from this page
  6. You can also add/sort the different campus organizations that will show on the transcript
  a. Hover over the organization and a yellow box will appear; right click and editing options will appear


i. Bearcat Link Workflow: Event & Poster Registration Process

Bearcat Link Workflow: Event & Poster Registration Process

This is the new process in place for registering your organizations events. Organizations now have to be registered in Bearcat Link to be able to register their events, flyers, etc. If you have not yet registered please do so at: http://nwmissouri.collegiatelink.net/

  • Once registered, on your organization’s page navigate to “Events” along the gray tab.
  • Near the top of the page select “Create Event”
  • This is where you will registered your event and submit your flyer for your event.

Non-Greek Organization

  1. Under “Create Event” fill in the required blanks with the correct and most up-to-date information.
  2. Attach flyer for event under the step “Event Additional Information Form”, which will then be approved by the Office of Student Involvement
      a. The flyer is required to have the following information to be approved: who, what, where, when, contact information
      b. If you do not have a flyer, simply initial this page and select “Next”
  3. Select NO for Greek Social Fraternity or Sorority
  4. Fill in the required information
  5. Review “Event Submission” Page
  6. Select “Submit for Approval”
  7. The event and flyer will be approved by an OSI Staff Member. You will be notified once this is approved.

Greek Organization

  1. Under “Create Event” fill in the required blanks with the correct and most up-to-date information
      a. Under Event Details select if this event is open to only your chapter or all of campus
  2. Attach flyer for event under the step “Event Additional Information”, which will be approved by the OSI and PanHellenic, IFC, or NPHC.
      a. Required to have the following information to be approved: who, what, where, when, contact information
  3. Select YES for Greek Social Fraternity or Sorority
  4. Under “Greek Life Event Registration Form” fill in the required blanks with the correct and most up-to-date information
      a. If more than one chapter sponsoring the event, fill in all chapters information
      b. Select ‘1’ if it is only your chapter’s event
  5. Continue to fill out all of the required information and select “Next” to go to the next page
  6. Review “Event Submission” Page
  7. Select “Submit for Approval”
  8. This event will be approved by a PanHellenic, IFC, or NPHC.

Sidewalk Chalk Process

  1. Orgs CANNOT chalk until they get an approval email from the Office of Student Involvement. There will be an automatic email from Bearcat Link that goes to their email upon approval, but they must wait until they hear from our office with specific locations.
  2. Organizations can borrow chalk for chalking in the OSI and can check out the broom and bucket for cleanup at the front desk.

c. APPENDIX C: Exec Board Position Templates

These positions are instrumental to the efficient and effective operation of a student organization and may vary slightly from organization to organization; however, the duties and responsibilities associated with these positions should be represented within the Executive Board.

      i. President

The President is the primary student contact for the student organization and the “external spokesperson” of the group who regularly interacts with other student organizations and University officials. He or she is the liaison between the student organization and the advisor and other University or community contacts. The duties for this position should be tailored as the student organization deems necessary. The responsibilities of this position tend to include but are not limited to:

  • supervising all student organization meetings;
  • overseeing the process of student organization event planning;
  • maintaining a current roster of email addresses, student ID numbers and phone numbers of the student organization officers, advisor and members;
  • registering the organization annually on Bearcat Link by October 15
  • holding a minimum of two meetings for the general membership per semester; and
  • submitting any reports to National organization and the University

      ii. Vice President

The Vice President should be the President’s “right hand person” and should maintain continuous contact with the President. The Vice President must be up-to-date on all student organization communication and events. The responsibilities of the Vice President include but are not limited to:

  • supervising student organization meetings in the absence of the President;
  • assisting the President with the oversight of the student organization including fundraising, event planning, etc.;
  • working with the student organization’s Treasurer to prepare an annual budget;
  • maintaining a current accounting of the student organization’s financial status including income and expenses;
  • scheduling locations for meetings and events; and
  • coordinating student organization fundraising efforts with the Treasurer.

      iii. Treasurer

All student organizations are required to elect or appoint a chief financial officer (Treasurer) to manage their financial matters. A student organization that has a large membership and completes many fundraisers, events or programs should consider having an assistant treasurer to share the financial responsibilities. The treasurer should keep the officers and members informed about the student organization’s financial activities. The responsibilities of the treasurer include but are not limited to:

  • preparing the annual student organization budget;
  • monitoring the student organization’s budget;
  • completing an annual financial report for the student organization;
  • submitting requests for direct pay vouchers to the Advisor or Office of Student Involvement to complete purchases for the organization.
  • tending to the status of all purchase requests;
  • collecting funds and depositing to the student organization’s account;
  • paying bills;
  • keeping a record of all transactions, i.e. deposits, checks and adjusting entries; and
  • preparing monthly financial reports and documents to keep the student organization’s membership informed about the student organization’s financial situation.

      iv. Secretary

The Secretary is vital to any organization and serves as the information gatherer/distributor. The responsibilities of the student organization secretary include but are not limited to:

  • working with the President to establish an Agenda for all organizational meetings
  • sending out Agendas to members for upcoming meetings
  • taking minutes at every student organization meeting;
  • uploading weekly meeting notes in Bearcat Link on the organization’s page under Documents;
  • maintaining the student organization history for that academic year;
  • updating and maintaining the Bearcat Link page for the organization, including documents, photosl
  • assisting with student organization projects where needed; and
  • maintaining communication between the student organization president and individual participants (this may include emails, letters, and phone calls).

      v. Community Service Chair

While organizations do not always consider creating a Community Service Chair position, this role is becoming more and more vital. Service projects can take up a great deal of time and energy to organize, leaving little time for other functions if handled by traditional Exec Board positions. This position provides an important leadership role and is responsible for creating an environment within the chapter that fosters a commitment to benefiting others. He/she is responsible for promoting, planning and executing events and projects related to serving the community.

In addition to your description outlined in your chapter’s Bylaws, the following are expectations of the Community Service Chairman:.

  • serving as a positive chapter role model by actively participating in all service projects.
  • creating an atmosphere that expects and encourages active participation by members.
  • developing and maintain a regular schedule of service projects in cooperation with the Service & Engagement office, and maintaining contact lists for all service agencies for future chapter or individual service opportunities.
  • praising outstanding individual achievements by members through an award or recognition program.
  • keeping track of all volunteer hours served and monitors logging service hours on Bearcat Link.
  • reporting service hours as required to the Executive Offices, University Greek Life Office, and to other interested parties.
  • taking a camera to all service events and makes sure these get utilized on social media.
  • distributing press releases following the successful completion of a service event to demonstrate the organization’s commitment to the greater community.
  • evaluates events to ensure continuous quality improvement.
  • communicates regularly with organization advisors.

d. APPENDIX D: Student Org Constitution/By-Laws

i. What they are

Here is a good description of what each of these documents is and what they are for from the Holden Leadership Center at the University of Oregon:

The Constitution of an organization contains the fundamental principles which govern its operation. The bylaws establish the specific rules of guidance by which the group is to function. All but the most informal groups should have their basic structure and methods of operation in writing.

Why Have a Constitution?
By definition, an organization is a "body of persons organized for some specific purpose, as a club, union or society." The process of writing a constitution will serve to clarify your purpose, delineate your basic structure and provide the cornerstone for building an effective group. It will also allow members and potential members to have a better understanding of what the organization is all about and how it functions. If you keep in mind the value of having a written document that clearly describes the basic framework of your organization, the drafting of the Constitution will be a much easier and more rewarding experience. What should be covered by a Constitution?

The following is an outline of the standard information to be included in a Constitution. The objective is to draft a document that covers these topics in a simple, clear and concise manner.

Article I - The name of the organization
Article II - Affiliation with other groups (local, state, national, etc.)
Article III - Purpose, aims, functions of the organization Article IV - Membership requirements and limitations
Article V - Officers (titles, term of office, how and when elected)
Article VI - Advisor (term of service, how selected) Article VII - Meetings (frequency, special meetings and who calls them)
Article VIII - Quorum (number of members required to transact business)
Article IX - Referendum and Recall (procedures and handling)
Article X - Amendments (means of proposal, notice required, voting requirements)
Article XI - Ratification (requirements for adopting this constitution)

Why Have Bylaws?
The Constitution covers the fundamental principles, but does not prescribe specific procedures for operating your organization. Bylaws detail the procedures your group must follow to conduct business in an orderly manner. They provide further definition to the Articles of the Constitution and can be changed more easily as the needs of the organization change.

What should be included in the Bylaws?

Bylaws must not contradict provisions in the Constitution. They generally contain specific information on the following topics:

I. Membership (selection requirements, resignations, expulsion, rights and duties)
II. Dues (amount and collection procedures, any special fees, when payable)
III. Duties of Officers (powers, responsibilities, specific job descriptions, procedures for filling unexpired terms of office, removal from office)
IV. Executive Board (structure, composition, powers)
V. Committees (standing, special, how formed, chairpersons, meetings, powers, duties)
VI. Order of Business (standard agenda for conducting meetings)
VII. Parliamentary Authority (provisions for rules of order, generally Roberts Rules of Order - Newly Revised)
VIII. Amendment Procedures (means of proposals, notice required, voting requirements)
IX. Other specific policies and procedures unique to your organization necessary for its operation

Once we've got them - what do we do with them?
Remember the reasons for having a Constitution and Bylaws. They articulate the purpose of your organization and spell out the procedures to be followed for its orderly functioning. Constitutions usually require a 2/3 vote of the membership for adoption. Bylaws only require a simple majority for passage. Once you have developed your Constitution and Bylaws review them often. The needs of your group will change over time and it's important that the Constitution and bylaws are kept up to date to reflect the current state of affairs.

Make sure every new member of the organization has a copy of them. This will help to unify your members by informing them about the opportunities that exist for participation and the procedures they should follow to be an active, contributing member. A thorough study of the Constitution and Bylaws should be a part of officer training and transition.

Found at: http://leadership.uoregon.edu/resources/exercises_tips/organization/constitutions_and_bylaws 

ii. Constitution and By-Laws Guidelines for Student Organizations

Constitution and By-Laws Guidelines for Student Organizations

The constitution and by-laws guide an organization in its operations and activities and, accordingly, are intended primarily for the organization’s benefit and use. The constitution contains the fundamental principles and structure of the organization, and the by-laws outline the basic rules of procedure by which a group’s membership govern their organization.

The constitution and by-laws should be carefully formulated, clearly worded, and kept up-to-date so that the needs of the organization can be met. Furthermore, it is important that each member of an organization have a copy of the constitution and by-laws.

The following outline is provided to assist in the preparation of a constitution and, if needed, by-laws. Use this guide to prepare the constitution for your new student organization or to revise and update your constitution. A copy of the constitution is required to be submitted to the Student Senate Office in order to approve your organization. If there are any problems or concerns with your constitutions, a member of the Student Senate will contact you.

Constitution

The constitution should be simple yet comprehensive and difficult to amend, leaving any specific procedural rules to be included in the by-laws. When amending the constitution, as with the by-laws, previous notice of any proposed changes are usually required to be given to the membership and should not be changed in the same meeting in which proposed.

Name of Organization
Date
Constitution

Article l - Name, Purpose, Non-Discrimination Policy, and Non-Hazing Policy of the Organization.

Section 1: Name: If your organization has “Northwest Missouri State University” or “Northwest” in its title, it must follow the main portion of the name. For instance:
Acceptable: Chess Club at Northwest Missouri State University (or Northwest)
Unacceptable: Northwest Missouri State University Chess Club or Northwest Chess Club (“NWMSU” should not be used) If your organization is affiliated with a national or international organization, details of the affiliation should be adequately described.

Section 2 - Purpose: Organizations should take care to include a complete statement of purpose and objectives. Programs sponsored by the organization must comply and be consistent with the organization’s stated purpose and objectives.

Section 3 - Non-Discrimination Policy: All student organizations desiring to benefit from registered student organization status with Northwest Missouri State University must include in their constitution a non-discrimination policy statement that accords with the University’s Non-Discrimination policy statement.

Student organizations should use the following non-discrimination policy statement:
This organization and its members shall not discriminate against any individual(s) for reasons of age, color, disability, gender identity or expression, national origin, race, religion, sex, sexual orientation, or veteran status except in cases of fraternity and sorority organizations which are exempt by federal law from Title IX Regulations concerning discrimination on the basis of gender.

Section 4 – Non-Hazing Policy: All student organizations desiring to benefit from registered student organization status with Northwest Missouri State University must include in their constitution a non-hazing policy statement.

Student organizations should use the following non-hazing policy statement:
This organization will not conspire to engage in hazing, or commit any act that causes or is likely to cause bodily danger, physical harm, or personal degradation or disgrace resulting in physical or mental harm to any fellow student or person.

Article II - Membership: Qualifications and categories of membership.
Voting membership should be defined as limited to currently enrolled Northwest Missouri State University students with a cumulative grade point average of 2.0 or better. [For educational and leadership development reasons, student organizations are to be student initiated, student lead, and student run.]

Article III - Officers: Titles, terms of office, type of selection, and duties of the leaders.
Officers represent the general membership and are elected or appointed from the ranks of the organization’s voting membership. The titles of officers, the length of terms, specification as to which officers are elected or appointed, when they are elected, and by whom, and the general duties of each leadership position should be clearly specified. Organizations need to have the necessary leaders to conduct their activities.

Article IV - Dues.
A majority of the voting members should determine reasonable dues for each member.

Article V - Standing Committees (if needed): Names, purposes, and composition.
These committees serve the general membership and are permanent and designed to carry out the basic functions of the organization. Often chairpersons of these committees are appointed by the officers.

Article VI – Advisor(s): Qualification Criteria.
Advisors of student organizations must be full-time members of the University faculty or Administrative & Professional staff. Responsibilities and expectations of advisors should be clearly and adequately described. All Northwest Missouri State University organizations must have an advisor.

Article VII – Meetings of the Organization: Required meetings and their frequency.
Required meetings and their number are specified here. For instance, two general meetings of the membership may be required each academic term except for summer.

Article VIII – Method of Amending Constitution: Proposals, notice, and voting requirements.
Proposed amendments should be in writing, should not be acted upon but read in the general meeting in which they are proposed, should be read again at a specified number of subsequent general meetings and the general meeting in which the votes will be taken, and should either require a two-third or three-quarter majority of voting members (a quorum being present) or a majority or two-thirds of the entire voting membership of the organization, present or not. The constitution should not be amended easily or frequently. Any amendments must be presented to Student Senate for approval.

Article IX – Method of Dissolution of Organization
Requirements and procedures for dissolution of the student organization should be stated. Should any organization assets and debt exist, appropriate means for disposing of these assets and debts should be specified clearly and unequivocally.

By-Laws

By-laws contain the standing (permanent) rules of procedure of an organization. Items in the by-laws may be covered in appropriate detail in the constitution of very small organizations. However, most groups keep the two separate because by-laws usually contain more detail and are subject to change more than that of the constitution and, therefore, may require different procedures for amending.
Provision for amendment of the by-laws should be somewhat easier than that of the constitution as rules of procedure should adapt to changing conditions of the student organization. When amending the by-laws, as with the constitution, previous notice of any changes are usually required to be given to the membership and should not be changed in the same meeting in which proposed.
By-laws are more permanent, however, than passing a general motion, which may require only a simple majority vote of voters present at a general meeting of the membership (a quorum being present). By-laws cannot run contrary to the constitution.

Name of Organization
Date
By-Laws

Article 1 – Parliamentary Authority
Most organizations use Robert’s Rule of Order to govern their organization’s decision making except when these rules are inconsistent with their constitution or by-laws of the organization. These rules are of Western cultural origin, and based on the premise that “though the minority shall be heard and absentees protected, the majority will decide.”

A recommended wording is “The rules contained in [specify the source for parliamentary practice] shall govern the organization in all cases to which they are applicable, and in which they are not inconsistent with the by-laws of this organization.”

Article II- Membership
Procedures for becoming a member, which may vary by membership category, amount of dues, if any, and how often they should be paid, termination of membership, and so on should be described in detail.

Article III- Election / Appointment of Leadership
Elections rules and procedures, including eligibility for office, the nominating process, design of ballots and balloting procedures, and so on should be specified as well as appointment and ratification procedures. The timing of elections and/or appointments should be specified along with procedures to cover special circumstances (resignations, impeachments, etc.).

Article IV- Dues
Specific details about dues, collection of dues, and provisions for failing to pay dues.

Article V- Standing Committees (if needed)
Specific duties of each committee and their responsibilities to the organization.

Article VI - Advisor Responsibilities
Expectations of the advisor in the organization (e.g., availability, meeting attendance, second signer on checks, etc.)

Article VII - Meeting Requirements
Regular, special, size and determination of quorum (number of voting members required to vote on decisions placed before the general membership, executive, and standing committees).

Article VIII - Method of Amending By-Laws
Amending the by-laws should be similar to amending the constitution. However, by-laws are apt to change more often than the constitution, thus amending should be somewhat easier. By-laws may be amended by proposing in writing and reading the change at a general meeting of the membership and then bring the proposed change up for a vote at the next general meeting with a 2/3 majority vote of the membership present (a quorum being present).
Note - Some organizations desire a structure that is fundamentally different from the guidelines presented here. Under these circumstances, the organization should contact the Student Activities Office to assist in the design of an alternate structure. The goal would be to incorporate basic principles important to the University while promoting those of the organization.

Revision Date: August 1, 2007


iii. Sample Student Organization Constitution

SAMPLE STUDENT ORGANIZATION CONSTITUTION

This sample constitution is provided by Northwest’s Student Government Association (Student Senate) to assist your student organization in creating a constitution, which meets the standards for official Northwest Missouri State University recognition. The starred articles must be included. The italicized portions must use the exact language included on this sample.

This sample should be retyped.

*Name of Organization
*Date of Adoption and/or Revision
Constitution

*ARTICLE I – Name, Purpose, Non-Discrimination Policy, and Non-Hazing Policy

Section 1: The name of this organization shall be _______________________________
The organization is a student organization at Northwest Missouri State University.

Section 2: The purpose of the organization shall be:
a) To promote interest in ________________________________
b) To provide fellowship among students and faculty.
c) To represent student needs and wants in regard to __________
d) To provide a forum for the presentation of innovative ideas to benefit of the University community.

Section 3: This organization and its members shall not discriminate against any individual(s) for reasons of age, color, disability, gender identity or expression, national origin, race, religion, sex, sexual orientation, or veteran status except in cases of fraternity and sorority organizations which are exempt by federal law from Title IX Regulations concerning discrimination on the basis of gender.

Section 4: This organization will not conspire to engage in hazing, or commit any act that causes or is likely to cause bodily danger, physical harm, or personal degradation or disgrace resulting in physical or mental harm to any fellow student or person.

*ARTICLE II – Membership
Must be included exactly as found here; additional membership information optional

Section1: Any student at Northwest Missouri State University with a cumulative grade point average of 2.0 is eligible to be an active member and may hold office.

*ARTICLE III – Officers

Section 1: Election of Officers
a. The officers of this organization are president, vice president, secretary (records officer), and treasure (other offices are optional).
b. Officers will be elected by written ballot, with each active member casting a vote. A _________________ will constitute a victory.
c. Election of officers will take place during _______________.
d. Officers will assume office for the period of _____________.
Section 2: Recall of Officers
a. Officers are subject to recall for malfeasance in office.
b. Recall procedures will be initiated at the request of (number) of active members.
c. A hearing will be conducted at a regular meeting for the presentation of evidence from all concerned parties.
d. A majority of those active members voting in a recall at the end of the hearing is necessary to remove any office.

ARTICLE IV – Dues

Dues for the organization shall be __________ per semester -or- dues for the organization shall be in the form of special assessments voted on by a majority of the club members present and voting.

ARTICLE V – Committees

The organization will have the following standing committees:

*ARTICLE VI – Advisor(s)

Advisor(s) for the organization shall be a full time member of Northwest’s faculty, staff or administration. Other qualifications can be inserted in this section as well such as an interest in the organization, training, or other special skills needed to advise the organization.

*ARTICLE VII – Meetings

The organization shall meet ____________ (weekly, monthly, bi-monthly) beginning at the beginning of each semester -or- The organization shall meet as determined by the organization membership each semester.
*ARTICLE VIII – Amending the Constitution and bylaws

Amendments to the constitution or by-laws shall be presented by members of the organization in writing and read at a regular meeting but shall not be voted upon until the next regular meeting, and then only after informing each member of the proposed amendments. A majority of 2/3 of the members present and voting shall be required.

*ARTICLE IX – Dissolution of the Organization

A written proposal for dissolution of the organization shall be presented by members of the organization and read at a regular or special meeting. A majority of 2/3 of the members present and voting shall be required.

ARTICLE X – Not for Profit

This is not-for-profit organization.

ARTICLE XII – Compliance

This organization shall comply with all university and campus policies.

e. APPENDIX E: Student Org Code of Conduct

Student Code of Conduct
Northwest Missouri State University
July 2014

Article I: Definitions

  1. The term “University” means Northwest Missouri State University.

  2. The term “student” includes all persons taking courses at the University, either full-time or part-time, pursuing undergraduate, graduate, or professional studies, enrolled in person or online. Persons who withdraw after allegedly violating the Student Code, who are not officially enrolled for a particular term but who have a continuing relationship with the University or who have been notified of their acceptance for admission are considered“students” as are persons who are living in University residence halls, although not enrolled in this institution. This Student Code applies at all locations of the University, including the Kansas City and St. Joseph Centers.

  3. The term “faculty member” means any person hired by the University to conduct classroom or teaching activities or who is otherwise considered by the University to be a member of its faculty.

  4. The term “University official” includes any person employed by the University, performing assigned administrative or professional responsibilities and the Board of Regents and its members.

  5. The term “member of the University community” includes any person who is a student, faculty member, University official or any other person employed by the University. A person's status in a particular situation shall be determined by the Vice President of Student Affairs.

  6. The term “University premises” includes all land, buildings, facilities, and other property in the possession of or owned, used, or controlled by the University (including all adjacent streets and sidewalks).

  7. The term “organization” means any number of persons who have complied with the formal requirements for University recognition by the Student Senate.

  8. The term “Student Conduct Board” means any person or persons authorized by the Vice President of Student Affairs to determine whether a student has violated the Student Code and to recommend sanctions that may be imposed when a rules violation has been committed.

  9. The term “Student Conduct Administrator” means a University official authorized on a case-by- case basis by the Vice President of Student Affairs to impose sanctions upon any student(s) found to have violated the Student Code. The Vice President of Student Affairs may authorize a Student Conduct Administrator to serve simultaneously as a Student Conduct Administrator and the sole member or one of the members of the Student Conduct Board. The Vice President of Student Affairs may authorize the same Student Conduct Administrator to impose sanctions in all cases.

  10. The term “Appeals Board” means any person or persons authorized by the Vice President of Student Affairs to consider an appeal from a Student Conduct Board's determination as to whether a student has violated the Student Code or from the sanctions imposed by the Student Conduct Administrator.

  11. The term “shall” is used in the imperative sense.

  12. The term “may” is used in the permissive sense.

  13. The Vice President of Student Affairs is that person designated by the University President to be responsible for the administration of the Student Code.

  14. The terms “policy” or “regulations” mean the written regulations of the University including, but not limited to, the Student Code, Residence Life Handbook, the University web page and computer use policy, and Graduate/Undergraduate Catalogs.

  15. The term “Complainant” means any person who submits a charge alleging that a student violated this Student Code. When a student believes that s/he has been a victim of another student's misconduct, the student who believes s/he has been a victim will have the same rights under this Student Code as are provided to the Complainant, even if another member of the University community submitted the charge itself.

  16. The term “Accused Student” means any student accused of violating this Student Code.

  17. The term “Acts of dishonesty” has the meaning as set forth herein in Article III. Notwithstanding any language herein to the contrary, incidences of academic dishonesty will be handled in accordance with the processes outlined in the Undergraduate and Graduate Handbooks/Catalogs. Accusations of academic dishonesty (including cheating and plagiarism) are considered by the Academic Affairs Division of the University.

  18. The terms “Student Code of Conduct”, “Student Code” and/or “student conduct code” mean this Student Code of Conduct.

  19. Definitions for violations of state statutes are available in the Missouri state statutes and in the Annual Security Report (when applicable) on the University Police website

Article II: Student Code Authority

  1. The Student Conduct Administrator shall determine the composition of Student Conduct Boards and Appeals Boards and determine which Student Conduct Board, Student Conduct Administrator and Appeals Board shall be authorized to hear each matter.

  2. The Student Conduct and Development Coordinator may develop policies for the administration of the student conduct system and procedural rules for the conduct of Student Conduct Board Hearings that are not inconsistent with provisions of the Student Code.

  3. Decisions made by a Student Conduct Board and/or Student Conduct Administrator shall be final, pending the normal appeal process.

  4. In the event of a conflict between the terms of this Student Code of Conduct and the terms of any policy referenced herein for which this Student Code of Conduct provides a sanction, the terms of this Student Code of Conduct will control.

Article III: Proscribed Conduct

A. Jurisdiction of the University Student Code

The University Student Code shall apply to conduct that occurs on University premises, at University sponsored activities, and to off-campus conduct that adversely affects a member of the University community and/or the pursuit of its objectives. Each student shall be responsible for his/her conduct from the time of application for admission through the actual awarding of a degree, even though conduct may occur before classes begin or after classes end, as well as during the academic year and during periods between terms of actual enrollment (and even if their conduct is not discovered until after a degree is awarded). The Student Code shall apply to a student's conduct even if the student withdraws from school while a disciplinary matter is pending. The Vice President of Student Affairs shall decide whether the Student Code shall be applied to conduct occurring off campus, on a case-by-case basis, in his/her sole discretion.

Student Organizations may be disciplined/sanctioned via (1) Student Code of Conduct procedures while represented by an officer or member who has been chosen by the membership but who was not directly involved in the incident in question as determined by the Student Conduct Administrator and/or (2) under the powers of the Student Senate as set forth in the University's Manual of the Student Government Association.

B. Conduct—Rules and Regulations

Any student found to have committed or to have attempted to commit the following misconduct is subject to the disciplinary sanctions outlined in Article IV:

  1. Acts of dishonesty, including but not limited to the following:
    1. Furnishing false information to any University official, faculty member, office, or hearing board.
    2. Forgery, alteration, or misuse of any University document, record, or instrument of identification.

  2. Disruption or obstruction of teaching, research, administration, disciplinary proceedings, other University activities, including its public service functions on or off campus, or of other authorized non-University activities when the conduct occurs on University premises.

  3. Harassment, threats, intimidation, coercion, and/or any other conduct that by design, intent, or recklessness places another individual in reasonable fear of physical harm or creates emotional distress in which others are unable to reasonably conduct or participate in work, education, research, living, or other activities. This includes, but is not limited to, stalking and bullying. It also includes bias-motivated incidents based on, but not limited to- race, color, national origin, sex, creed, disability, age, sexual orientation, or gender identity. This applies to conduct which occurs in any form whether in person, online, by phone, or through any other medium.

  4. Conduct which causes physical injury or endangers the health and safety of another person, which includes, but is not limited to, acts of physical violence and assault.

  5. Any and all acts of sexual misconduct, including domestic assault, dating violence, stalking, sexual harassment, or any other act outlined in the University Title IX policy.

  6. Attempted or actual theft of and/or damage to property of the University or property of a member of the University community or other personal or public property, on or off campus.

  7. Hazing, please see the University's Hazing Policy for definition.

  8. Failure to comply with directions of University officials or law enforcement officers acting in performance of their duties and/or failure to identify oneself to these persons when requested to do so.

  9. Unauthorized possession, duplication or use of keys (traditional or electronic) to any University premises; or unauthorized entry to, or use of, University premises.

  10. Use of any university property or services without express authorization.

  11. Violation of any University policy, rule, guideline, handbook or regulation published in hard copy or available electronically on the University website.

  12. Violation of any federal, state or local law.

  13. Smoking, as outlined in the University's Smoking Policy, is prohibited on all University owned or leased grounds and in all University owned vehicles.

  14. Use, possession, manufacturing, or distribution of marijuana, heroin, narcotics, or other controlled substances except as expressly permitted by law. (NOTE: Possession could mean knowingly in the presence of controlled substances)

  15. Possession or knowingly in the presence of drug paraphernalia. Paraphernalia includes any items used in conjunction with controlled substance use and/or ingestion and includes any items used to mask the use or possession of controlled substances.

  16. Consumption, possession, manufacturing, or distribution of alcoholic beverages not specifically permitted within the University's Alcohol Policy. (NOTE: Possession could mean knowingly in the presence of alcohol)

  17. Illegal or unauthorized possession of firearms, explosives, weapons, or dangerous chemicals on University premises or use of any such item, even if legally possessed, in a manner that harms, threatens or causes fear to others. The University's policy on weapons can be found in the Campus Security Report on the University Police website.

  18. Possession or use of fireworks.

  19. Participating in an on-campus or off-campus demonstration, riot or activity that disrupts the normal operations of the University and/or infringes on the rights of other members of the University community; leading or inciting others to disrupt scheduled and/or normal activities on the University premises. However, the prohibition of these acts is not intended to infringe on students' First Amendment rights.

  20. Obstructing the free flow of pedestrian or vehicular traffic on University premises or at University sponsored or supervised functions.

  21. Destroying, tampering with, or altering fire alarms or other safety equipment.

  22. Conduct that is disorderly, lewd, or indecent. Disorderly Conduct includes but is not limited to:
    1. Any conduct which disrupts the living/learning environment of the university
    2. Any conduct which is a breach of peace
    3. Any conduct which is or aiding, abetting, or procuring another person to breach the peace on University premises or at functions sponsored by, or participated in by, the University or members of academic community
    4. Any unauthorized use of electronic or other devices to make an audio or video record of any person while on University premises without his/her prior knowledge, or without his/her effective consent when such a recording is likely to cause injury or distress. This includes, but is not limited to, surreptitiously taking pictures of another person in a gym, locker room, or restroom.
    5. Any conduct deemed inappropriate as a result of alcohol/drug impairment.
    6. Any conduct deemed inappropriate but is not specifically mentioned in this Code.

  23. Any violation of the University Computer Policy.

  24. Abuse of the Student Conduct System, including but not limited to:
    1. Failure to obey the notice from a Student Conduct Board or University official to appear for a meeting or hearing as part of the Student Conduct System.
    2. Falsification, distortion, or misrepresentation of information before a Student Conduct Board.
    3. Disruption or interference with the orderly conduct of a Student Conduct Board proceeding.
    4. Institution of a student conduct code proceeding in bad faith.
    5. Attempting to discourage an individual's proper participation in, or use of, the student conduct system.
    6. Attempting to influence the impartiality of a member of a Student Conduct Board prior to, and/or during the course of, the Student Conduct Board proceeding.
    7. Harassment (verbal and physical) and/or intimidation of a member of a Student Conduct Board prior to, during, and/or after a student conduct code proceeding.
    8. Retaliation toward any individual involved in the Student Conduct process.
    9. Failure to comply with the sanction(s) imposed under the Student Code.
    10. Influencing or attempting to influence another person to commit and abuse of the student conduct code system.

  25. Students are required to engage in responsible social conduct that reflects credit upon the University community and to model good citizenship in any community.

  26. Any violation of a policy of Residential Life, including a list of policies specific to the Residence Hall community.


C. Violation of Law and University Discipline

  1. University disciplinary proceedings may be instituted against a student charged with conduct that potentially violated both the criminal law and this Student Code (that is, if both possible violations result from the same factual situation) without regard to pendency of civil or criminal litigation in court or criminal arrest and prosecution. Proceedings under this Student Code may be carried out prior to, simultaneously with, or following civil or criminal proceedings off campus at the discretion of the Vice President of Student Affairs. Determinations made or sanctions imposed under this Student Code shall not be subject to change because criminal charges arising out of the same facts giving rise to violation of University rules were dismissed, reduced, or resolved in favor of or against the criminal law defendant.

  2. When a student is charged by federal, state, or local authorities with a violation of law, the University will not request or agree to special consideration for that individual because of his or her status as a student. If the alleged offense is also being processed under the Student Code, the University may advise off-campus authorities of the existence of the Student Code and of how such matters are typically handled within the University. The University will attempt to cooperate with law enforcement and other agencies in the enforcement of criminal law on campus and in the conditions imposed by criminal courts for the rehabilitation of student violators (provided that the conditions do not conflict with campus rules or sanctions). Individual students and other members of the University community, acting in their personal capacities, remain free to interact with government representatives as they deem appropriate.


D. Amnesty Provision

1. In an effort to protect the health, safety, and well-being of all students, the University will not impose sanctions that are punitive in nature against (i.e. it will grant “amnesty” to) those students who seek emergency medical attention for themselves or someone else related to the consumption of alcohol or other drugs. Additionally, any student who requires medical attention for the consumption of alcohol and other drugs will also be provided amnesty. Only sanctions related to the consumption and possession of alcohol and other drugs are covered under this provision.
While no punitive sanctions will be pursued, students involved may be required to attend educational counseling session(s) to provide counseling to prevent similar situations in the future. Not only does this provision serve to protect students, it also serves as an educational format to educate students on the abuse of alcohol and other drugs.

To fall within this provision, reporting students should:

  • Contact appropriate officials (UPD, other law enforcement, etc.) to report the incident and request assistance
  • Provide names and contact information to appropriate officials
  • Demonstrate care and cooperation throughout incident by remaining with student in need of medical attention until appropriate officials arrive and fully cooperating with officials before, during, and after the incident

Failure to comply with any of the above steps or attending the educational counseling session(s) could result in conduct charges and possible punitive sanctions.

It should also be noted this provision only applies to University conduct charges. This provision does not grant amnesty from criminal, civil, or legal consequences for violations of Federal, State, or Local laws. Note that, in some instances, UPD may be bound to report certain possible criminal details to law enforcement or government agencies.

Furthermore, this provision only grants amnesty for consumption and/or possession of alcohol and other drugs. It does not provide amnesty for other conduct violations such as assault, theft, sexual misconduct and other Title IX violations, etc.

This provision only applies to initial incidents. Subsequent violations are not guaranteed amnesty from conduct charges and punitive sanctions. In rare cases, where there are egregious violations of alcohol and drug policies, the University reserves the right to adjudicate students on initial incidents.

Organizations are required to seek immediate medical assistance for their members or guests when any health risk is observed, including medical emergencies relating to the use of alcohol and/or drugs. Where an organization is found to be hosting an event where medical, emergency, or other professional assistance is sought for an intoxicated guest, the organization may be held responsible for violations of University policies, including those relating to alcohol and drugs. However, the organization's willingness to seek assistance will be viewed as a mitigating factor in determining sanctions.

Article IV: Student Conduct Code Procedures

A. Charges and Student Conduct Board Hearings

  1. Any member of the University community may file charges against a student for violations of the Student Conduct Code. A charge shall be prepared in writing and directed to the Student Conduct Administrator. Any charge should be submitted as soon as possible after the event takes place, preferably within one week.

  2. The Student Conduct Administrator may conduct an investigation to determine if the charges have merit and/or if they can be disposed of administratively by mutual consent of the parties involved on a basis acceptable to the Student Conduct Administrator. Such disposition shall be final and there shall be no subsequent proceedings. If the charges are not admitted and/or cannot be disposed of by mutual consent, the Student Conduct Administrator may later serve in the same matter as the Student Conduct Board or a member thereof. If the student admits violating institutional rules, but sanctions are not agreed to, subsequent process, including a hearing if necessary, shall be limited to determining the appropriate sanction(s).

  3. All charges shall be presented to the Accused Student in written form. A time shall be set for a Student Conduct Board Hearing, not less than five nor more than fifteen calendar days after the student has been notified. Maximum time limits for scheduling of Student Conduct Board Hearings may be extended at the discretion of the Student Conduct Administrator.

  4. Student Conduct Board Hearings shall be conducted by a Student Conduct Board according to the following guidelines except as provided by article IV(A)(7) below:
    1. Student Conduct Board Hearings normally shall be conducted in private.
    2. The Complainant, Accused Student and their advisors, if any, shall be allowed to attend the entire portion of the Student Conduct Board Hearing at which information is received (excluding deliberations). Admission of any other person to the Student Conduct Board Hearing shall be at the discretion of the Student Conduct Board and/or its Student Conduct Administrator.
    3. In Student Conduct Board Hearings involving more than one Accused Student, the Student Conduct Administrator, in his or her discretion, may permit the Student Conduct Board Hearings concerning each student to be conducted either separately or jointly.
    4. The Complainant and the Accused Student have the right to be assisted by an advisor they choose, at their own expense. The Complainant and/or the Accused Student is responsible for presenting his or her own information, and therefore, advisors are not permitted to speak or to participate directly in any Student Conduct Board Hearing before a Student Conduct Board. A student should select as an advisor a person whose schedule allows attendance at the scheduled date and time for the Student Conduct Board Hearing because delays will not normally be allowed due to the scheduling conflicts of an advisor.
    5. The Complainant, the Accused Student and the Student Conduct Board may arrange for witnesses to present pertinent information to the Student Conduct Board. The University will try to arrange attendance of possible witnesses who are members of the University community, if reasonably possible, and who are identified by the Complainant and/or Accused Student at least two weekdays prior to the Student Conduct Board Hearing. Witnesses will provide information to and answer questions from the Student Conduct Board. Questions may be suggested by the Accused Student and/or Complainant to be answered by each other or by other witnesses. This will be conducted by the Student Conduct Board with such questions directed to the chairperson, rather than to the witness directly. This method is used to preserve the educational tone of the hearing and to avoid creation of an adversarial environment. Questions of whether potential information will be received shall be resolved in the discretion of the chairperson of the Student Conduct Board.
    6. Pertinent records, exhibits, and written statements (including Student Impact Statements) may be accepted as information for consideration by a Student Conduct Board at the discretion of the chairperson.
    7. All procedural questions are subject to the final decision of the chairperson of the Student Conduct Board.
    8. After the portion of the Student Conduct Board Hearing concludes in which all pertinent information has been received, the Student Conduct Board shall determine (by majority vote if the Student Conduct Board consists of more than one person) whether the Accused Student has violated each section of the Student Code which the student is charged with violating.
    9. The Student Conduct Board's determination shall be made on the basis of whether it is more likely than not that the Accused Student violated the Student Code.
    10. Formal rules of process, procedure, and/or technical rules of evidence, such as are applied in criminal or civil court, are not used in Student Conduct proceedings.

  5. There shall be a single verbatim record, such as a tape recording, of all Student Conduct Board Hearings before a Student Conduct Board (not including deliberations). Deliberations shall not be recorded. The record shall be the property of the University.

  6. If an Accused Student, with notice, does not appear before a Student Conduct Board Hearing, the information in support of the charges shall be presented and considered even if the Accused Student is not present.

  7. The Student Conduct Board may accommodate concerns for the personal safety, well- being, and/or fears of confrontation of the Complainant, Accused Student, and/or other witness during the hearing by providing separate facilities, by using a visual screen, and/or by permitting participation by telephone, videophone, closed circuit television, video conferencing, videotape, audio tape, written statement, or other means, where and as determined in the sole judgment of Vice President of Student Affairs to be appropriate.


B. Sanctions

  1. The following sanctions may be imposed upon any student found to have violated the Student Code:
    1. Warning—A notice in writing to the student that the student is violating or has violated institutional regulations and includes the possibility of more severe disciplinary sanctions if the student is found to further violate any institutional regulation(s).

    2. Probation- A written reprimand for violation of specified regulations with an associated probation for a designated period of time and includes the probability of more severe disciplinary sanctions if the student is found to violate any institutional regulation(s) during the probationary period.

      1. Campus Conduct Probation
        1. This is a formal probationary status for a period of time as specified by the Board
        2. Restrictions and provisions of this probation are individualized to allow for the particular need of the student, the University and/or situation
        3. The student will be prohibited from holding office in extracurricular clubs, governing groups and activities
        4. Any further violation of residence hall standards or University regulations while on probationary status means that the student is subject to further disciplinary action

      2. Strict Campus Conduct Probation
        1. This action is a formal probationary status during which the student is removed from good standing at the University
        2. This term describes a set of conditions making it possible for a student to remain a student in the residence halls and/or the University in spite of a serious violation
        3. The status is very near dismissal from the residence halls and/or from the University, and indicates the extreme seriousness of the probation
        4. The student will have the following conditions imposed when removed from good standing. These conditions will remain in effect until the student is returned to good standing at the University
          1. Student will be ineligible to graduate from this University until returned to good standing
          2. Student will be restricted from operating or parking a vehicle on University property
          3. Student will be restricted from representing the University in any public performance or exhibit, sporting event, intramural event, committee assigned or in running for and/or holding any governmental office or any office in a recognized student organization
          4. Student will be ineligible to receive scholarships and/or grants from the University with the exception of need-based aid
        5. Any further violation of University or residence hall standards while on probationary status means that a student is subject to suspension from the residence halls and/or the University
          1. Loss of Privileges—Denial of specified privileges for a designated period of time.
          2. Educational Response
            1. Mandatory online or in person classes regarding specific topics (i.e. alcohol, marijuana use, etc.). Board may impose a deadline for completion of program.
          3. Fines—Fines may be levied as a sanction. The amount of a fine should correspond to the severity of the violation with a maximum fine of $400 per violation.
          4. Restitution—Compensation for loss, damage, or injury. This may take the form of appropriate service and/or monetary or material replacement.
          5. Discretionary Sanctions—Work assignments, essays, service to the University, or other related discretionary assignments.
          6. Residence Hall Suspension—Separation of the student from the residence halls for a definite period of time, after which the student is eligible to return. Conditions for readmission may be specified.
          7. Residence Hall Expulsion—Permanent separation of the student from the residence halls.
          8. University Suspension—Separation of the student from the University for a definite period of time, after which the student is eligible to return. Conditions for readmission may be specified.
          9. University Expulsion—Permanent separation of the student from the University.
          10. Revocation of Admission and/or Degree—Admission to or a degree awarded from the University may be revoked for fraud, misrepresentation, or other violation of University standards in obtaining the degree, or for other serious violations committed by a student prior to graduation.
          11. Withholding Degree—The University may withhold awarding a degree otherwise earned until the completion of the process set forth in this Student Conduct Code, including the completion of all sanctions imposed, if any.

  2. More than one of the sanctions listed above may be imposed for any single violation.

    1. Other than University expulsion or revocation or withholding of a degree, disciplinary sanctions shall not be made part of the student's permanent academic record, but shall become part of the student's disciplinary record. Upon graduation, the student's disciplinary record may be expunged of disciplinary actions other than residence hall expulsion, University suspension, University expulsion, or revocation or withholding of a degree, upon application to the Student Conduct Administrator. Cases involving the imposition of sanctions other than residence hall expulsion, University suspension, University expulsion or revocation or withholding of a degree shall be expunged from the student's confidential record five (5) years after final disposition of the case.

    2. In situations involving both an Accused Student(s) (or group or organization) and a student(s) claiming to be the victim of another student's conduct, the records of the process and of the sanctions imposed, if any, shall be considered to be the education records of both the Accused Student(s) and the student(s) claiming to be the victim because the educational career and chances of success in the academic community of each may be impacted.

  3. The following sanctions may be imposed upon groups or organizations:

    1. Those sanctions listed above in article IV(B)(1)(a)-(g).

    2. Loss of selected rights and privileges for a specific period of time.

    3. Deactivation. Loss of all privileges, including University recognition, for a specified period of time.

  4. In each case in which a Student Conduct Board determines that a student and/or group or organization has violated the Student Code, the sanction(s) shall be determined and imposed by the Student Conduct Administrator. In cases in which persons other than, or in addition to, the Student Conduct Administrator have been authorized to serve as the Student Conduct Board, the recommendation of the Student Conduct Board shall be considered by the Student Conduct Administrator in determining and imposing sanctions. The Student Conduct Administrator is not limited to sanctions recommended by members of the Student Conduct Board. Following the Student Conduct Board Hearing, the Student Conduct Board and the Student Conduct Administrator shall advise the Accused Student (and a complaining student who believes s/he was the victim of another student's conduct) in writing of its determination and of the sanction(s) imposed, if any.


C. Interim Suspension

As set forth herein, the Vice President of Student Affairs, or a designee, may impose a University or residence hall suspension prior to the Student Conduct Board Hearing before a Student Conduct Board.

  1. Interim suspension may be imposed only when there is reasonable cause to believe the student's participation in certain University activities will lead to conduct that threatens the health or safety of any member of the University community; or other activity that is disruptive to the orderly operation of the University.

  2. During the interim suspension, a student's access will be restricted to the minimum extent necessary as the Vice President of Student Affairs or the Student Conduct Administrator may determine to be appropriate.

  3. The interim suspension does not replace the regular process, which shall proceed on the normal schedule, up to and through a Student Conduct Board Hearing, if required. However, the student will be notified in writing of this action and the reasons for the suspension. The notice will include the process for a student to appeal the interim suspension decision.

  4. Appeals of an interim suspension are considered by an Appeal Board made of three (3) Northwest Leadership Team members. The student's appeal should include information the student would like considered by the Appeal Board. When submitting an appeal, the student may write a letter and submit any evidence for the Appeal Board to show why there was no reasonable cause for the interim suspension. The student will be given notice of the date and time of the meeting of the Appeal Board, which will take place within seven (7) days of the interim suspension appeal. Limited exceptions to this timeline may apply on a case by case basis. Students will not be present for this meeting unless requested by the Appeal Board. The Appeal Board has the option to uphold, overturn, or modify the interim suspension. The Appeal Board will make a determination and communicate the determination to the student. Decisions of this Board are final. The terms of the Interim Suspension will be in effect until a final decision is made by the Appeal Board.

  5. Notice of an interim suspension will not be used as evidence in a Student Conduct Board Hearing. However, failure to comply with the provisions of an interim suspension is a violation of this Student Code of Conduct and may be used as evidence when there is an alleged violation of the provisions of the interim suspension.


D. Appeals

  1. A decision reached by the Student Conduct Board or a sanction imposed by the Student Conduct Administrator may be appealed by the Accused Student(s) or Complainant(s) to an Appellate Board established by the University within five (5) school days of the decision, or at such later time as reasonably determined by the Appellate Board. Such appeals shall be in writing and shall be delivered to the Student Conduct Administrator or his or her designee.

  2. Except as required to explain the basis of new information, an appeal shall be limited to a review of the verbatim record of the Student Conduct Board Hearing and supporting documents for one or more of the following purposes:
    1. To determine whether the Student Conduct Board Hearing was conducted fairly in light of the charges and information presented, and in conformity with prescribed procedures giving the complaining party a reasonable opportunity to prepare and to present information that the Student Code was violated, and giving the Accused Student a reasonable opportunity to prepare and to present a response to those allegations. Deviations from designated procedures will not be a basis for sustaining an appeal unless significant prejudice results.
    2. To determine whether the decision reached regarding the Accused Student was based on substantial information, that is, whether there were facts in the case that, if believed by the fact finder, were sufficient to establish that a violation of the Student Code occurred.
    3. To determine whether the sanction(s) imposed were appropriate for the violation of the Student Code which the student was found to have committed.
    4. To consider new information, sufficient to alter a decision, or other relevant facts not brought out in the original hearing, because such information and/or facts were not known to the person appealing at the time of the original Student Conduct Board Hearing.

  3. If an appeal is upheld by the Appellate Board, the matter shall be returned to the original Student Conduct Board and Student Conduct Administrator for re-opening of Student Conduct Board Hearing to allow reconsideration of the original determination and/or sanction(s). If an appeal is not upheld, the matter shall be considered final and binding upon all involved.

Article V: Interpretation and Revision

  1. Any question of interpretation of application of the Student Code shall be referred to the Vice President of Student Affairs or his or her designee for final determination.

  2. The Student Code should be reviewed no less than every five years under the direction of the Student Conduct Administrator.

f. APPENDIX F: Financial Documents

i. Tax Exemption vs. Sales Tax Charged

This only applies to student organizations who are banking on campus and have a University FOP (Fund/Org/Program) rather than off-campus bank accounts:

Tax Exemption (not paying Sales Tax) vs. Sales Tax Charged

1) Northwest Missouri State University is a tax-exempt entity - DO NOT PAY MISSOURI STATE SALES TAX – YOU WILL NOT BE REIMBURSED
2) Mention the University’s tax-exempt status at point of purchase.
3) Carry the exemption certificate in your wallet. Full-sized copies may be faxed to the merchant, if necessary. Note on the DPV (Direct Pay Voucher) if a tax         certificate should accompany payment.
4) In most cases you will not get charged tax out of state – mention the University’s tax-exempt status at point of purchase.
5) Sometimes you may be forced to pay taxes out of state and some hotels will charge the local tax, but not the state tax.
6) ONLY use the tax exemption for legitimate University purchases.
7) Individuals being reimbursed will not be reimbursed for sales tax, only the price of the items on original receipts.
8) Copies of Northwest’s Tax Exemption Certificate and the Tax Exempt Letter that most vendors require are provided for you here, or can be obtained at the Office of Student Involvement.
9) Maryville’s current tax rate is 8.475% which includes state and local taxes.

If you are reimbursing a member of your organization for purchases made for the organization, you may reimburse the person from a University fund, but THE UNIVERSITY WILL NOT REFUND THE TAX PAID ON THE ITEM. To process a reimbursement, see either your Northwest Advisor, or the Office of Student Involvement. You will need to turn in the original receipt for the item you are requesting reimbursement for.

If you are selling items for a Fundraiser (Flowers, Candy, T-shirts, dinner tickets) you must collect tax on the items you are selling, whether you paid taxes on those items when you purchased them.

The Tax Rate for Maryville is 8.475%.

It is usually best to include the cost of tax in the price you are asking .

  Example: T-shirt Sales. You want to charge $10 per t-shirt because you paid $7 per t-shirt.

  Your options are to either charge $10.85 and keep $10 per shirt or to charge $10 and keep only $9.22 per shirt. You may sell more shirts at an even $10 than you would at $10.85.

ii. Northwest Tax Exemption

This certificate is proof of Northwest’s Missouri State Sales Tax Exemption and should only be used by student organizations who are banking on campus and have a University FOP (Fund/Org/Program) rather than off-campus bank accounts:

sales tax exemption letter


iii. Deposit Slip

This only applies to student organizations who are banking on campus and have a University FOP (Fund/Org/Program) rather than off-campus bank accounts:
You can view the deposit slip here

iv. Getting Things Paid For With Your Northwest Account

Things to Know

PLAN AHEAD
Northwest is a Missouri State Institution. As such, all Finance Structures are set up roughly the same for all state institutions and are better suited to Departments than Student Organizations. If processes feel somewhat prohibitive, this is why.

CONTRACTS
Government contracts are one area that typically trips up Student Organizations. We have to adhere to contracts, wherever they exist. This DOES apply to Student Organizations, if they are using a Northwest Account (banking on campus). The reasons for Government Contracts deal with volume and consistency of product.

Here are some things that MUST go through specific contractors:

  • Catering – Food on campus MUST go through Aramark/Campus Dining – there are exceptions, but you must apply for them well in advance and give the process time.
  • T-shirts – T-shirts and Polos MUST go through Student Body
  • Promotional Items – Promotional items MUST go through 4Imprint, unless they don’t/won’t carry the items you are wanting.

When you are paying for something that deals with a contract, that purchase must be put through a separate accounting process. Your Advisor MAY be aware of this process. If you are unsure of how to get this paid for, bring your original receipt to the Office of Student Involvement for processing with through your Northwest account.

GETTING CHECKS CUT
Typically processing a Direct Pay Voucher with an original receipt is how one gets a check cut to someone out of a Northwest account. This includes Reimbursements. Here are some things to know about getting checks cut:

  • PLAN AHEAD – Banking on campus is not the same as having an organizational checkbook. Checks are only cut once a week, on Thursdays and sent out on Fridays. Paperwork must be turned in to Accounting by 5pm on Monday, in order to be processed for payment that Friday. If you do not meet this deadline, the check will not be cut until the following week.
  • ORIGINAL RECEIPTS – Every request for payment must be accompanied by documentation. Whenever possible, this should be an original receipt (not a copy), or an Invoice that reflects items ordered.
  • REIMBURSEMENTS - In the case of reimbursements, an original copy must accompany an email or other documentation showing:
    • Who to pay (First and Last name
    • Where to send a check (off-campus mailing address)
    • Tax ID# (Person’s Social Security number or business tax id)
    • Amount
    • What the purpose of the purchase was (example: “Event supplies for Up ‘Til Dawn’s Colden Pond Plunge”)
    • IMPORTANT!! If tax was originally paid by the person being reimbursed, no tax will be reimbursed. Since the University is tax exempt, they will not reimburse for taxes paid.
  • TELL YOUR TREASURER!! You should always be informing your organization’s treasurer whenever you are buying things for your organization and spending the org’s money.
  • NEED HELP?? – Your Organization’s Campus Advisor should be able to help in most cases. The Office of Student Involvement can also help! Dee Dino can sign on all Student Organization accounts. 660.562.1226.

g. APPENDIX G: Student Org Management Resources

i. Holding Successful Meetings

Holding Successful Meetings

Why do we have meetings?

  • To give members a chance to discuss goals and objectives and keep updated on current events.
  • A chance to communicate and keep the group cohesive.
  • They allow a group to pull resources together for decision making.

What to do before a meeting?

  • Define a purpose for the meeting.
  • Create an agenda.
  • Hand out the agenda and pass out any background material.
  • Set a time and place for the meeting.

What to do during a meeting?

  • Greet members.
  • Be sure to start and end on time.
  • Stick to the agenda and your purpose.
  • Encourage everyone’s participation and ideas.
  • Keep the conversation topic constructive.
  • Delegate responsibilities and establish due dates.
  • Have someone record and keep meeting minutes.
  • Summarize any decisions made.
  • Set a time and date for the next meeting.

What to do after a meeting?

  • Pass out minutes within 24 hours
  • Discuss problems during the meeting with officers to ensure future improvements.
  • Make sure people are carrying out their delegated responsibilities.
  • Give recognition to those doing a good job.
  • Prepare for the next meeting.

For more resources visit:

http://humanresources.about.com/od/meetingmanagement/a/meetings_work.htm  
http://www.askmen.com/money/career_100/114_career.html

ii. Roberts Rules of Order

Many organizations have adopted Robert’s Rules of Order in order to maintain order in their meetings and move processes along. Below is a brief guide to Robert’s Rules of Order.

Robert’s Rules of Order

  • All motions must be seconded and adopted by a majority vote unless otherwise noted.
  • All motions may be debated unless otherwise noted.

About Motions

About Motions Purpose of Motion To Enact Motion
Main Motion to take action on behalf of the body debatable; requires majority vote
Adjourn end the meeting not debatable; immediately voted upon and requires majority vote
Call for Orders of the Day asks to stick to the agenda not debatable; requires 1/3 majority to sustain
Call to Question closes debate and forces vote not debatable; requires 2/3's majority vote
Motion to Limit or Extend Debate limits or extends debate not debatable; requires 2/3's majority vote
Point of Order is a question about the process or a particular motion automatic if granted by Chair
Point of Information to ask about the process or particular motion automatic
Motion to Rescind to change the results of a vote requires 2/3's majority vote to reverse results of earlier vote
Motion to Suspend the Rules suspend formal process for a short period debatable and requires 2/3's majority vote

For more about Robert’s Rules of order:

About Debate
Each motion that is debated receives ten minutes of debate. The member initiating the motion speaks first. The Chair asks for a rebuttal. All members wishing to speak about the motion receive the opportunity to speak before any one member speaks for a second time.

About Voting
Majority vote is more than half of the members. 2/3's vote is more 2/3s or more of the members. Be sure to announce what is being voted on before the vote.

iii. Delegating Responsibility

This resource on Managing Conflict is from the University Of Oregon’s Holden Leadership Center:

How can you help people in your organization prepare for future leadership roles and free up more time in your own schedule so you can do other things? DELEGATION. Delegation is the key to a successful organization. Sharing responsibilities keeps members interested and enthusiastic about the group. You may be reluctant to delegate because you want to make sure the job is done right (your way). They might take longer to accomplish the task than you doing it yourself. It will also help your health while improving the quality of the end project. But you can make members feel unimportant and become apathetic if you don't share the responsibility of making the organization a success.

Reasons to Delegate

Group benefits:
Members become more involved and committed
More projects and activities are undertaken
A greater chance that projects will be completed
Increased opportunities for members to develop leadership skills
Chance to fill leadership roles with qualified, experienced people
The organization operates more effectively

Leader benefits:
Not being spread too thin and therefore is less likely to burn out
Gaining satisfaction from seeing members grow and develop
Acquiring more experience in executive and administrative functions

An Appropriate Time To Delegate Is When:
There is a lot of work
A member has particular qualifications for or interest in a task
Someone can benefit from the responsibility
Routine matters need attention
Details take up too much time and have to be divided

The Time Not To Delegate Is When:
The task is something you would not want to do (menial work)
Someone is under qualified or overqualified for the task
The work is your own specified responsibility
The area is big or is an unsolved problem, issue or matter dealing with the personal feelings of another or with confidentiality - the "hot potato"

Ways to Delegate:
Ask for volunteers by a show of hands or pass a sign-up sheet for a particular project. (Interest is a great motivator!) However, this method can be impersonal and you could get "stuck" if none signs up.
Appoint or suggest someone. Sometimes a member lacks self-confidence and won't volunteer; appointing him/her demonstrates your confidence in them.
Assign through a committee. This takes the pressure off an individual and reinforces organizational structure.
The "best fit" of person with the task is the most effective. Try to spread the enjoyable and responsible tasks around, giving more members status and value.

Guidelines for Effective Delegation:
1. Choose the appropriate people by interviewing and placing your members carefully. Consider his/her time, interest and capabilities. Specific responsibilities to be delegated to a particular person must be appropriate for the growth of that person at that time.
2. Explain why they were selected for this task.
3. Delegate segments that make sense; not bits and pieces of a task, but share the "big picture". People like to know how their segment will help the larger program.
4. Discuss the task at hand. Discuss ideas; mutually set goals and objectives.
5. Whenever possible, give those who will be responsible for carrying out a program a voice in the decision-making. Do not lower standards; don't insult your members!
6. Define clearly the responsibilities being delegated to each person. Explain what is expected of them and what the bounds of authority are. Be sure an agreement is reached on areas where the person can function freely. The end result is important, not the various steps. Everyone accomplishes tasks differently.
7. Find out how you will know when they need help. Make sure they understand you are willing to assist but must first be told when and how you can help. Give accurate and honest feedback. People want and deserve to know how they are doing. This is both an opportunity for giving satisfaction and encouraging growth. Allow for risk-taking and mistakes.
8. Support your officers and committee chairs by sharing information, knowledge and plans with them. It is incredible how many errors are made simply due to a lack of information. Share in their failures as well as their successes.
9. Delegate. Most responsible people do not appreciate someone looking over their shoulder, or taking back parts of their assignment before they have a chance to do it. As a leader, it can be hard for you to "let go;" you like being in the driver's seat. Let them do the job! Delegating does not eliminate work, it simply changes it. As you delegate appropriately, a multiplier effect occurs.
10. Follow up. Check periodically to see if people have any questions regarding how a project is supposed to be done. This will also let you know how that individual is progressing on the task. There is a fine line between delegating and following-up.
11. Evaluate. You must not overlook the need to evaluate and measure the extent to which actions conformed to plans, if the plans went well or if the original plans were appropriate and worthwhile. Use appropriate feedback techniques. One of your most important roles as a leader is to help your members to learn and grow through both their successes and their failures! Your members are your greatest resource. Let them create and turn their creativity interaction!

http://leadership.uoregon.edu/resources/exercises_tips/skills/delegating_responsibility 

iv. Managing Conflict

This resource on Managing Conflict is from the University Of Oregon’s Holden Leadership Center:

Conflict is inevitable in any interpersonal relationship and can be a very positive experience, if managed properly. Why do we shy away from dealing with conflict? Many of us were raised to believe that conflict is something to be avoided, and is an experience of failure. However, conflict doesn't have to lead to failure, defeat, separation or termination of individual relationships. We all come to see the world in different ways, and we have different ideas about what's best for us and what's best for our group. It is actually a signal that change is needed and possible.

The ability to manage conflict is probably one of the most important social skills an individual can possess. This information is designed to help you acquire this skill. Specifically, it will offer information about:

The different ways in which people deal with conflict. Increasing awareness of your own style of conflict management. A constructive method of conflict management which will not only lead to greater satisfaction of both parties involved, but also promote growth and development of your group.

Competing
An individual pursues his/her own concerns at the other person's expense. This is a power-oriented mode, in which one uses whatever power seems appropriate to win one's own position. Competing might mean "standing up for your rights,” defending a position which you believe correct, or simply trying to influence others.

Accommodating
The opposite of competing. When accommodating, an individual neglects his/her own concerns to satisfy the concerns of the other person; there is an element of self-sacrifice in this mode. Accommodating might take the form of selfless generosity or charity, obeying another person's order when one would prefer not to, or yielding to another's point of view.

Avoiding
The individual does not immediately pursue his/her own concerns or those of the other person if he/she does not address the conflict. Avoiding might take the form of diplomatically sidestepping an issue, postponing an issue until a better time or simply withdrawing from a threatening situation.

Compromising
The objective is to find some expedient, mutually acceptable solution which partially satisfies both parties. It falls on a middle ground between competing and accommodating. Compromising gives up more than competing but less than accommodating. Likewise, it addresses an issue more directly than avoiding, but doesn't explore it in as much depth as collaborating. Compromising might mean splitting the difference, exchanging concessions, or seeking a quick middle-ground position.

Collaborating
The opposite of avoiding, collaborating involves an attempt to work with the other person to find some solution which fully satisfies the concerns of both. It means digging into an issue to identify the underlying concerns of the two individuals and to find a solution which meets both sets of concerns. This is clearly the most effective approach of conflict management. Specifically it will produce the following results:
1. Both sides' needs are met
2. Satisfaction
3. Mutual respect
4. Both parties feel enriched rather than belittled 5. Continuing effort of both parties to work together

How to Use the Collaborating Approach (Win-Win Negotiation) To Deal with Conflicts in Student Organizations

Diagnosis is the starting point - determining the nature of the conflict.

1. Is the issue a value conflict? It is extremely difficult to negotiate when the conflict is regarding a personal value. An example: a dispute over whether alcohol should be prohibited at a fundraising dance.
2. Is the issue a difference of expectations of each other? Understanding this type of conflict lies in the fact that each of us have different expectations which grow out of our experiences with the organization. When we interact with others whose expectations have grown out of their own unique experiences with the organization, conflict arises.

Initiation is the second step.
1. The most effective way to confront another in a conflict situation is to state the tangible effect the conflict has on you.
2. Example: "We have a concern in our committee. Although your position on keeping a low budget for the officer training retreat is understandable it restricts us from having the retreat off campus, which is the desire of most members."

Active Listening is the third step - negotiators must be capable of hearing the other's point of view.
1. While listening, do not think about what to reply in order to persuade.
2. Argument-provoking replies should be avoided.
3. Active listening involves paraphrasing or restating what the other says. Idea or content should be considered as well as feeling.

Problem Solving is the final step.
1. Clarify the problem. After the above steps, each party should have a clear idea about what is the tangible issue.
2. Talk about what's needed/wanted (be clear on facts and information).
3. Generate a list of possible solutions. While doing this, let go of the solutions that you thought you had. Be creative! The best negotiator makes the other side feel good. Start by thinking "how can I make the other side happy?"
4. Decide together on the best solution acceptable to all parties, use consensus decision making skills. Don't try to persuade or coerce.
5. Plan the implementation of the solution. Make assignments of who, what, where, when and how. Plan an evaluation or review of the solution after a specified period of time. All five styles of conflict management obviously have advantages and disadvantages. When dealing with conflict in personal relationships, any of these types may be useful in certain situations. The last style, collaboration, however, is highly recommended for dealing with conflict in student organizations. It results in something satisfactory to both parties. People often feel proud of themselves and feel a sense of personal power when they use this method. It's a sign of integrity and self-confidence when one is able to use this method with patience regardless of how difficult the situation may be.

Two Issues Which You Might Have To Deal With When Confronting A Conflict:

People who won't negotiate
Some people refuse to negotiate because they want to protect their special interests or privileges. Here are a few steps to take in dealing with such people.

1. Start to negotiate anyway.
2. Explain why it is in their interest to negotiate, why it is worthwhile to deal with the problems existing between you.
3. Talk about problems and how the collaboration will help them solve their problems or others' problems. Share the problem. For example, bring to their attention the joint image that you're two sub-groups for the organization.

When trust is an issue
Here are a few suggestions for this problem.

1. Be trustworthy. Do what you said you would do.
2. Find a higher value that you both agree on. For example, you both want to project a positive image.
3. Listen.
4. Make an agreement in such a way that you know when it is carried out.
5. Start small.
6. There are people who simply can't/won't trust you, but do your best anyway.

http://leadership.uoregon.edu/resources/exercises_tips/skills/managing_conflict 

h. APPENDIX H: Events & Event Planning

This Appendix contains:

i. Event planning Checklist
ii. 5K Events
iii. Astra Guide
iv. COMING SOON! J.W. Jones Student Union Policies & Usage Guide
i. Event planning Checklist

The full event planning checklist is here on the next four pages, a link is provided below:

Student Event Planning Checklist 1Student Event Planning 2Student Event Planning 3Student Even Planning 4


NEW Event planning checklist 2015

ii. 5K Events

Northwest Missouri State University has an approved 5K route for use, however 5K events must be registered with the Auxiliary Services.

Please access the 5K Walk/Run Request Form (pictured below) at this web address and submit online.

http://www.nwmissouri.edu/studentaffairs/auxiliary/walkrunform.htm

For more information regarding setting up and running 5K events on campus, contact:

Nikki Bucy
660.562.1430
nikkib@nwmissouri.edu

or

Ruth Kemper, Risk Management/Insurance Specialist
660.562.1440
rkemper@nwmissouri.edu

iii. Astra Guide

Astra Schedule Event Request Guide

Updated 9/17/2013

Welcome to Northwest Missouri State University’s guide for using the web-based scheduling program Astra Schedule. This guide will take you through the room requesting process. After completing your request, you will be contacted within 2 business days via email saying that your event request has been approved, additional information about your request is needed, or that your request has been declined. Once you have received approval for your event request, please check over it, making sure the room, time, date, and needed equipment are correct. Remember to email or call the appropriate person with any additional set-up information a minimum of 2 business days prior to the event. For Student Union events, confirm with Nikki Bucy at nikkib@nwmissouri.edu or (660) 562-1430. For Station events, confirm with Mike Miller at mmiller@nwmissouri.edu or (660) 541-2778. Reservations in academic buildings do not have special set-ups to confirm but if you would like to check the status of your reservation, please contact Nikki Bucy at nikkib@nwmissouri.edu or (660) 562-1430. If after using this guide you are still having problems using Astra, please contact Nikki Bucy for additional help.

Important things to know before you get started:

  • If you are requesting events, you do NOT need to log in with a user name and password. This is for authorized users only. If you hit a screen that asks you to log in, just click on the “Astra Schedule” logo in the top-left corner to bypass the log-in screen and continue using Astra as a guest.
  • In the Student Union, the Info Tables on the 2nd floor outside of the Book Store are all considered “rooms” by Astra. In order to request these spaces, you will need to select them from the Request Rooms screen.

1) To begin, go to the Astra Guest Portal page at https://www.aaiscloud.com/NWMOStateU.
      a. Before you begin the event request process, it is recommended that you access the Astra Calendar to determine a) if there are any events occurring on campus that would conflict with your event               and b) if the room you wish to reserve for your event is available.
      b. To access the Astra Calendar, click on the Calendar tab on the Astra Guest Portal page (continue to Step 2).
      c. If you do not want to first check the Astra Calendar, you can jump right to the Event Request Wizard by clicking on the Request an Event link in the Astra Schedule Functions section of the Astra Guest Portal                page (jump to Step 3).

2) On the Astra Calendar page, there are several features that will help you browse through events and activities occurring at Northwest.
      a. There are 2 ways to view scheduled events and activities: Grid view or List view. Click on the corresponding buttons to view events and activities in that particular view.
      b. You can view activities by a single Day, a full Week, or an entire Month using the corresponding tabs.
      c. You can jump to a specific day by clicking on the Calendar Icon next to the date.
      d. You can filter the activities and events that you are viewing by opening up one of the pre-defined Filters or you can click on the Edit Search Filter button to specify which building’s events you want to view.
      e. Scheduled activities will show up in the Calendar Area. Use this to determine which events and/or activities may conflict what you are trying to schedule.
          i. Some events will have setup times that will show up in a faint blue. This means that rooms are not available at these times.
      f. For more help with the Astra Calendar, click on the Help link in the top-right corner of the page.
      g. Once you have determined that the date, time and location of your event is available, you can click the
      Request Event button to begin using the Event Request Wizard.

3) You will be on the Welcome to the Event Request Wizard screen.
      a. Click on the Select an Event Request Form drop down box and choose the Student Union Event Request Form, Station Event Request Form, Information Table Request Form, Owens Library Event                     Request Form, Academic Building Event Request Form, Portable Sound System Request Form, St. Joseph and Kansas City Center Event Request Form or Special Event Request Form (for all dances,               parties, and all events requesting alcohol present).
      b. Click Next to continue to the Event Request Form.

4) On the Event Request Form page, you are required to fill in all the information in the Client Information box.
      a. In the Client Information (Department, Office, Organization, Group) box, enter your department/office/organization/group.
          i. If your event is being sponsored by a recognized Northwest department/office/organization/group, please fill in the box with that department/office/organization/group.
          ii. If your event is being sponsored by a non-University organization/group, please fill in the box with “Non-University – Your organization/group name”.
          iii. If your even is not being sponsored by any organization/group and is a private event, please fill in the box with “Private Event”.
      b. Enter your first and last name in the Contact (First and Last Name) box.
      c. Enter your FULL email address in the Full Email Address box.
      d. Enter your phone number, including your area code in the Contact Phone Number box. If you are on campus, just enter your extension.

5) Below the Client Information box, you will see the Event Information box.
      a. In the Event Name box enter the name of your event.
      b. In the Event Description box, enter the description of your event.
      c. In the Event Setup box, please describe how you would like the room setup for your event.
          i. PLEASE NOTE: the Event Set-up box section does not free you of the responsibility of contacting the Student Union Event Coordinator or Station Complex Director, regarding the final set-up for your event (see the                Auxiliary Services website for more information regarding scheduling procedures and room usage policies)
      d. In the Event Meetings section, enter the Meeting Name in the Meeting Name box. This is the name that will be written outside of your room the day of your event, so change this if necessary.

6) 
      a. Event requests have two parts: the Event and the Meeting(s) for that event. This allows recurring meetings, multiple meetings for one event, or events that use several rooms at a time to be scheduled all at once.
7) Enter the Max Attendance in the Max Attendance box.

8) Select a Meeting Type from the Meeting Type drop down menu.

9) In the Description box you must include a brief description and any special instructions for your event, including if you need pre-access or post-access to your meeting room.
      a. Leave the Requires Room check-box checked.

10) In the Meeting Recurrence section follow the following steps. Your event must contain at least 1 meeting to be approved.
      a. There are three tabs located directly under Meeting Recurrence.

i. Single Meetings

  • When using single meetings make sure to select a Start Time and End Time.
    (Remember to pay close attention to the AM and PM selection)
  • Select a single date by clicking the day on the calendar and turning it bold. Once you have selected your date and time click the Create button located to the right of the Meeting Recurrence title. Make sure that there is only one date bolded. If you have more than one date selected a box will appear that ask for the “Meeting Group Name.” If this happens please click the cancel button and unselect the undesired date and click Create again. After clicking Create, your meeting will appear under the Meetings column located directly to the right of the Meeting Recurrence section.
    If you have more meetings to add for this event, repeat the steps above, or add recurring meetings using the Recurring Meeting tab.
  • PLEASE NOTE: You must schedule each day’s meetings separately. For example, if you want to request to use Info Table 1 from Monday through Thursday from 11am to 1pm each day, you will need to create 4 meetings (one for each day) from 11am to 1pm each day and NOT one meeting that starts on Monday at 11am and runs until Thursday at 1pm. Request like this will be declined.
    Once your meeting has appeared to the Meetings area please skip to step 11.

ii. Recurring Meeting

  • Start by selecting a Start Time and End Time. (Remember to pay close attention to the AM and PM selection)
  • Use the Day Pattern and Date Range tool to select your meeting recurrence. Once you have selected your meeting recurrence, click Create. Your meeting will appear as clustered group with one title under the Meetings section located directly to the right of the Meeting Recurrence area. You can click the small + icon located to the left of the meeting name to expand all of your meeting dates. Once your meetings have appeared in the Meetings section please skip to step 11.

iii. Spanning Meetings

  • Currently this feature is inactivated. Please do not use the Spanning feature.

11) Meetings
      a. After all of the Meetings for your Event have been added, click on the check box located to the left of the meeting name. Once this has been clicked, click the gray Request Rooms button to assign your Meeting(s) to          available Rooms. This will take you to the Request a Room screen.

12) You will now be on the Request a Room screen.
      a. You will see all the rooms in the Student Union along with their numerous configurations on the left along with their maximum capacity and room type (you will need to stretch the “rooms” column out so you               can read everything in that column).
          i. You can filter the rooms to choose from by clicking on Edit Filter button. This will bring up a pop- up box that allows you to filter through available rooms by capacity, room configuration, etc.

  • PLEASE NOTE: Only Student Union rooms will show up on the Student Union Event Request form, only Station rooms will show up on the Station Event Request Form, etc.

      ii. Many available rooms have multiple room configurations. These configurations are in parenthesis next to the name of the room (example: Ballroom (Classroom), Ballroom (Round Tables)). Select the Rooms with       the corresponding configurations that you want to assign to your Meetings. If a room does not have a configuration in parenthesis, this is the default room setup.
  • If you choose Special Room Setup as your configuration, you MUST contact the Student Union Event Coordinator (Union) or Station Complex Director (Station) with instructions for how to set up the room.
  • PLEASE NOTE: some room requests may be declined if there is insufficient set-up and tear-down down time for a particular configuration.

      b. Each Meeting you created on the Meeting Recurrence screen will have its own column to the right of the list of Student Union rooms.
      c. To select a room for your meeting, click on the box that says Available under the meeting’s column and in the same row as the room and configuration you want to reserve. The box will turn green and say Requested.
          i. If the box says Unavailable, this means the room is already reserved for the date and part or all of the time of your meeting request. You will not be able to select this room and you must choose a different room                  that is available during that date and time.
          ii. You can select multiple rooms for a single meeting.
          iii. You MUST choose at least one room for each of your meetings. Otherwise, the meeting will be cancelled when processed for approval.
      d. After you have chosen at least one room for all of your meetings…
          i. You can request equipment and furnishings for your Meeting(s) by clicking the Request Resources button. This does not apply to Academic Buildings.
          ii. If you do not need any equipment or furnishings for your Meeting(s) or if you are using the
             Academic Building Event Request form, scroll down to complete the rest of the request form.

13) The Request Resources screen will look similar to the Request a Room screen.
      a. You will see a list of Student Union resources (audio/video equipment and furnishings) on the left and each Meeting you created will have its own column just to the right of the resources list. The list on the left may             not contain all of the resources in the Union.
          i. To view all of the resources the Union has to reserve, click on the Edit Filter button. Change the Category drop-down menu to All and click on Search Resources. You will now be able to see all of the resources                 the Student Union has to offer.

  • PLEASE NOTE: You will only be able to select Student Union resources if you are using the Student Union Event Request form and Station resources if you if you are using the Station Event Request form.

      b. To select resources for your Meeting(s), just click on the resource’s box that says Available under your meeting’s column. If the Student Union has multiple units of a resource, the box will turn green and ask you to          specify the number of units you would like to reserve. The number to the right of that box shows you how many units are available. Enter the number of units you wish to reserve in and then click Save. The box will                turn green and say Requested along with the number of units you have selected.
          i. If a resource’s box says Unavailable, this means the resource is already reserved for another event at that time. You will not be able to select this resource for your meeting.
          ii. If a resource’s box says Restricted, this means the resource is not available for use in the room you have chosen to hold your meeting in.
          iii. Some resources have a yellow star next to their name. If you roll over this with your mouse, a pop up box will give you a brief description of the resource.

  • Example: If you roll over the yellow star next to LCD Projector w/ AV Cart, the pop-up box will tell you that this resource contains a DVD/VCR Combo, LCD Projector, a Power Strip and an AV Cart.

          iv. You can select multiple resources for a single event.
          v. It is not required that you choose any resources for your meeting. If you don’t want to reserve any resources for your meeting rooms, push the Cancel button.
      c. After you have selected all of the resources you want to reserve, click on OK at the bottom of the Add Resources pop-up box. This will take you back to the Student Union Event Request Form screen.

14) You will now be back at the Student Union Request Form screen.
      a. You will see your newly created meetings, their requested room assignments, and resources in the Meetings area. Check to make sure all of the information is correct.

15) Below the Meetings area, you will see the Catering Information box. (this box is not on the Academic Building Request Form)
      a. If you plan to have any part of your event catered by Northwest Catering, use the drop down box to select “yes”.
      b. Astra Scheduler does NOT reserve catering service for you. If you plan to have any of your event catered, you MUST contact Campus Catering AFTER your event has been approved by emailing them           at catering@nwmissouri.edu or by calling them at (660)-562-1252. You can also use their online order system at www.nwmsu.catertrax.com

16) Below the Catering Information box, you will see the Other Information box. If you have anything else you would like us to know about your event, put that in this box.

17) After you have double checked all of your event’s information, click the Save button at the top left hand side of the screen. If your event request has been sent, you will see message telling you that your request has successfully been submitted.

Congratulations on successfully submitting your event request! Please note that this is an event request only and does not guarantee that you will be able to use the rooms that you have requested. DO NOT make additional plans for your event until you have received an event confirmation email. Within 1-2 business days you should get an email reply regarding the status your event. If you have questions or problems, please contact Nikki Bucy at 660.562.1430.

***IF YOU RECEIVE AN ERROR MESSAGE AT ANY POINT DURING THE EVENT REQUESTING PROCESS, STOP IMMEDIATELY, COPY AND PASTE THE ERROR IN AN EMAIL TO nikkib@NWMISSOURI.EDU AND INCLUDE ANY AND ALL INFORMATION ABOUT YOUR EVENT

iv. COMING SOON!! Revised Student Union Policies & Usage Guidelines
These will be distributed via email and student org mailboxes to all Presidents upon publication to add here.

i. APPENDIX I: Posting on Campus

This Appendix contains:
i. University Posting Policy & Locations
ii. Sidewalk Chalking Form

These items are listed on the following pages links are provided for both documents:

University Posting PolicyUniversity Posting Policy
University Posting Policy 

sidewalk chalking application

 

Sidewalk Chalking Application