Student Club/Organization Policies

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Campus Posting Policy

The purpose of this policy is to provide direction for the appearance and general care of the College building when posting advertisements. The goal is to maintain a professional physical image, assure compliance with safety codes, ADA requirements and to support an eco-friendlyenvironment. The policy pertains to the interior and exterior areas of the campus.

The College enforces advertising and posting policy. When developing and distributing your advertising, keep in mind the limitations within this policy; failure to do so could result in destroyed advertising. Inappropriate ads are removed without notice, and highly inappropriateadvertising could bring negative attention and consequences to your organization. The posting policy includes flyers, banners, table tents, sidewalk chalking and outdoor displays.

Following are the guidelines enforced on the Bellin College campus:

  1. Publicity may not, by word or design, overtly or implicitly:
    1. Promote violence, or the use of weapons, alcohol, or drugs (educational materialsabout alcohol and drugs may be approved for posting).
    2. Contain abusive language that targets individuals or groups; include personalizedattacks on individuals; appear threatening.
    3. Contain information reasonably perceived as offensive or insensitive to membersof any religion, race, gender, or ethnic group.
    4. Contain information perceived as promoting stereotypes, e.g. ofpersons with disabilities, visible minorities, lesbians, gay people, bisexual, or transgender persons.
  2. Information must contain the name and contact information (phone number, emailaddress and/or postal address) of the sponsoring group or individual.
  3. The event, time, place, and cost/price/donation (when applicable) must be stated.
  4. Activities which are open to non-members of an organization may be publicized through general advertising media. Notification of a meeting or event that is only open to organization members is not permitted in public spaces.
  5. The College reserves the right to remove without notice any form of publicity or information-sharing in violation of this policy or the above-stated guidelines.
  6. Approval of any form of communication does not imply endorsement but indicates compliance with this policy and guidelines.
  7. All items for posting must be approved by the Marketing Department, Room 239, and may be edited or redesigned in an effort to communicate the message more clearly. Anyposting not meeting these requirements will be removed without notice.
  8. All postings will be placed in the three glass-enclosed cases located on each floor near the elevator. Floor posters will be designed and printed in the Marketing office and displayed in appropriate areas within the college. Exceptions may be made for information pertaining to Bellin College policies such as flu masking, Title IX information, etc., and information that needs a larger surface area than the floor posters orcases can provide (i.e. Medical Imaging Week Skeleton game, Shoes for Guatemala, etc.).

The Bellin College logo is the property of Bellin College. Anyone wishing to use the logos must obtain written permission from the marketing director in the Marketing office.

The logo may not be altered or embellished. With permission, the words "Bellin College" or "BC” may be used in place of a logo. This policy applies to all items that may be offered for sale through Bellin College student organizations. Items to be sold by student groups with reference to the Bellin College name or logo must have prior approval from the marketing director.

Note: Logos are available in multiple file formats. In addition, a vertical format is available when space is limited. Please contact the Marketing department for more information.

Student Off Campus Event

Students participating in off-campus, student-hosted events represent Bellin College. This representation of the College may reflect both positively and negatively on the image of the institution, as well as the organization.

While individual students enjoy freedom off-campus, they or their organization must realize when functioning under the College name, they are seen by others as Bellin College representatives. There must also be an understanding that the individual represents the organization or group running the event, and the organization or group needs to be responsible for the participants. This extends to alumni participation at events. All college policies and procedures, Student Behaviors, handbook rules, etc. must be followed at all events on and off campus.

PROCEDURE:

  1. If a student organization or group is planning an off-campus event (i.e.: dance, retreat, service event, weekend away, field trip, etc.), you must submit an Event Request Form at least two weeks prior to the event, sooner if possible. This form is available as you are creating your event on the BC Buzz.
    1. Information required upon event:
      1. Contact information, student organization or group name, event name, event description, date/time of event, location of event, nature of the event, projected number students attending, and expected way of travel.
  2. Each event will be reviewed by the Campus Life Coordinator and others affected, if need be.
    1. It is the College’s goal to have all events reviewed within 48 hours.

If Event is Approved:

Four days before the event, all waivers (housed on the BC Buzz), guest lists, transportation details, risk management plan, alcohol management plan (if applicable), and copy of contracts must be turned into the Campus Life Coordinator.

All event participants must sign the Off-Campus Event Waiver before the event begins. Waivers can be signed during registration on BC Buzz or via a paper copy.

If Event is Denied:

If the event is denied, the Campus Life Coordinator will reach out with rationale and suggestions to improve the event.

Risk Management Plan:

Litigation or the tendency of someone to sue in the event of an accident or injury has become commonplace. Organizations, officers, administrators, and the college are all vulnerable. In this litigious environment, you must be realistic about safety and loss prevention practices. Be aware of the nature of your activities and the inherent exposures which may give rise to personal injury, property damage, or a lawsuit. Risk Management is the practice of assessing the risks inherent in a specific activity and implementing some controls which reduce the potential for accidents and injuries to members and their guests. Risk management should always take precedence over expediency and shortcuts. A risk management plan must contain the following:

  • If the event has alcohol, the risk management plan must include an alcohol management plan which will help create an environment of responsible drinking and a way to prevent underage drinking.
  • How the student organization or group plans to keep all members safe.
  • How to ensure the event will not get out of control.
  • How to ensure safe travel.

Enforcing an Alcohol Management Plan:

Student organizations that sponsor social activities which involve the use of alcohol are particularly vulnerable to lawsuits when accidents or injuries occur. It is imperative for student organizations to manage themselves with extreme care and caution.

If an incident were to occur, the organization could face legal ramifications that extend well beyond just one organization. Careful pre-planning and preparation for one’s social event will reduce the risk you face, but one could still be held liable. The following Alcohol Management Checklist is meant to provide organizations with awareness as well as a way of monitoring an organization’s planning process and event. Following are some things to consider before an event:

  • Alcohol will not be the primary focus of the event.
  • A means of financing the event (not collecting money at the door) has been determined and implemented.
  • A majority of social expenditure is being used toward the program activities, with NO alcoholic beverages purchased with group funds.
  • Advertising for the event does not condone alcohol abuse.
  • Alcoholic beverages are not being used as an enticement (reward, door prizes, benefit of membership).
  • In planning the event, individuals have been assigned formal responsibilities and authority, specifically regarding behavioral management and distribution of alcoholic beverages.
  • Specific individuals have been assigned in advance to be sober monitors during the event. They should have something on to identify them as a sober member in the case of an incident.
  • A time duration for distribution and consumption of alcoholic beverages has been determined.
  • Restrictions have been made regarding the total amount of alcohol to be available at the event.
  • A maximum number of participants have been determined and planned for and a guest list is maintained.
  • All participants will be required to show proof-of-age prior to their admission.
  • If going to an establishment, alcohol will be monitored by the establishment’s employees.
  • Non-alcoholic beverages will be offered and easily accessible in reasonable quantities during the event.
  • Adequate food will be provided throughout the evening.
  • Guests who arrive at the event intoxicated will be asked to leave or be escorted from the premises.
  • Uninvited guests will be refused admission into the event.
  • The entire organization has been formally informed of the planning process and procedures for the event.
  • All appropriate procedures (on/off-campus event registration form, contracts, etc.) have been completed.
  • A formal evaluation process has been determined (who, what, when, etc.) regarding the planning process and program.
  • The purchase or use of a bulk quantity or common source(s) of alcoholic beverages, for example, kegs or cases, is prohibited. All social events with alcohol must be cash bar only.
  • The person(s) serving alcoholic beverages is licensed through the appropriate government body.

This checklist should be employed for all social events an organization sponsors that have alcohol present. If these points are addressed, the risk of something negative happening are greatly reduced; and if something should happen, one has taken proven steps to reduce organizational and personal liability.

Alcohol and Drugs

  • The possession, use and/or consumption of alcoholic beverages in compliance with all applicable laws and rules of the state, county, city, and college
  • Prohibit purchasing, selling, or serving alcoholic beverages to minors
  • Prohibit purchasing alcohol with organization funds
  • Prohibit the possession, sale and/or use of illegal drugs or controlled substances at any event or activity that an observer would associate with the organization
  • Restrict the sponsorship of open parties

IF AN INCIDENT WERE TO OCCUR:

It is an unfortunate reality that from time to time a serious injury, major property loss, criminal activity, etc. will occur. These events of this nature grievously impact not only on the student organization or group, the campus community as a whole, and the families and friends of members. In the event of a crisis, all student organizations or groups must be prepared to respond quickly and appropriately. A copy of this policy should be kept in an easily accessible place and distributed to those running the event. There are several recommended steps to follow in the event of a crisis. In emergency situations, it is critical that you react calmly. The success of this plan depends on the thoughtful and cooperative responses by all members.

In an emergency situation, Bellin College employees are ready and willing to assist you. You should not fear approaching the College for assistance in a time of crisis. Our primary concern is for the safety and well-being of your members. In many cases, we can assist you in making important arrangements such as organizational management, group and individual counseling, administrative notification, and communication with the appropriate officials.

  1. Determine who is in charge during an emergency/crisis
  2. Take immediate care – If someone is injured, avoid touching them if possible. In the case of a disaster, find a safe place to go or follow the instructions given by the local authorities. Call 9-1-1 if you’re off campus and if on campus call 920-433-6698 (Resch location) or 920-433-4316 (Van Asten location).
  3. Call the Director of Campus Safety and Compliance at 920-433-6672 and inform them of the incident. They will be able to assist you in the next steps.
  4. Document the incident – Take note of the people involved, witnesses, and a detailed description of the incident.
  5. Submit a report – You will need to submit an Incident Report to the Director of Campus Safety and Compliance the following business day.
  6. Do NOT speak with the media – College Administration and Marketing will handle all of the public relations for an incident. Should a media source contact any member of your organization or your facilitator, refer them to Marketing.

Officers/Leaders: Officers or leaders are directly responsible for the behavior and general welfare of both members and their guests of the event. This includes abiding by all current laws of the state in which the event is being held.

Fire, Health, and Safety

Regardless of who owns the premises on which your organization sponsors an event or activity, you may be held liable if you are negligent in the planning. This includes choosing a location for your event that will accommodate the number of expected participants. Another consideration is a safety inspection of the facility by the officers, prior to the event, to investigate potential hazards. An emergency plan should be considered for every event; emergency numbers for fire, police and ambulance should be available.

Contracts

Any time you make a contractual agreement with an establishment, vendor or performer, it is very important to get the agreement in writing. This protects your organization from unassociated, unreasonable, and/or unexpected costs. All Contracts must be reviewed by the Campus Life Coordinator and student organization facilitator.

Establishment Contracts

Establishment contracts are used when you arrange an event at an external venue. It simply outlines the prices, deposits, and services agreed on by both parties. Such a contract protects you from being overcharged and nearly assures that you get what you were promised by the establishment. All Contracts must be reviewed by the Campus Life Coordinator and student organization facilitator.

A contract is a legal document. A contract should never be signed until you have read the fine print and agree with the entire contents. Be aware that when you sign a contract, you can be held personally liable if your organization does not follow through. Be aware that in Wisconsin, verbal contracts are legally binding.

OFF-CAMPUS TRAVEL DISCLOSURE OF RISK, AGREEMENT OF WAIVER RELEASE AND HOLD HARMLESS

*Please Enter Information

Name (first, middle, last): Click here to enter text.

Dates of Trip: to

Street Address: Click here to enter text.

City Click here to enter text., State Click here to enter text.,

Zip Code Click here to enter text.

Email: Click here to enter text.

Bellin College believes that organized off-campus activities by its students are an important part of the students’ overall learning experience. Off-campus activities do, however, involve significant risks, both to students participating in them and also to the college based upon the manner in which students conduct themselves while off campus.

By signing this form, the above-named student agrees as follows:

  1. To observe standards of conduct outlined in Bellin College Code of Conduct and all Bellin College policies and procedures applicable to the student while participating in the off-campus activity referenced above (the “Activity”), understanding that such compliance is important to the success of the Activity and to the college’s willingness to permit future similar activities.
  2. To conform the student conduct to the standards surrounding the Activity and assume responsibility for their actions, understanding that the circumstances of an off-campus activity may require a standard of decorum which may differ from that applicable on campus.
  3. That the student does not act as an agent or representative of the college and, accordingly, shall not have or hold them out as having the power or authority to bind or create liability for the college by virtue of the student’s negligent or intentional acts or omissions.
  4. To assume full financial responsibility for all costs and expenses incurred by the student in connection with the Activity, including without limitation financial responsibility for damage or destruction to property of third parties.
  5. To obtain and maintain such health, accident, disability, hospitalization and travel insurance as he or she may deem necessary for the Activity, and to be responsible for the costs of such insurance and any expenses not covered by insurance.
  6. To immediately disclose to the college any physical or emotional conditions or problems that might impair their ability to complete the Activity, and that they hereby release the college and its trustees, officers, employees, agents and representatives from any and all claims, demands, injuries, damages, losses, actions, causes of action, or expenses whatsoever arising out of their failure to disclose such conditions or problems.
  7. That participation in the Activity is entirely voluntary, and that the student is fully aware, having sought and obtained such information and advice as the student feels are necessary and appropriate, that such participation involves risk of injury and property damage, including possible short-term and long-term disability, and even death. These risks can come from causes which are many and varied, may not even be presently foreseeable, and may include negligent or intentional acts or omissions of others. The student acknowledges, accepts, and assumes all such risks, whether or not presently foreseeable and whether or not caused by the negligent or intentional acts or omissions of others, and elects voluntarily to participate in the Activity. The student releases the college and its trustees, officers, employees, agents and representatives from any and all claims the student may have in the future, waives all such claims, and agrees not to sue the college or its trustees, officers, employees, agents and representatives for any such claims, arising out of his or her participation in the Activity, including but not limited to claims arising out of the negligent or intentional acts or omissions of others.

Participant Signature: ___________________________________ Date: _________________

IN WITNESS WHEREOF, Participant has executed this Agreement at Bellin College, 3201 Eaton Rd, Green Bay, Wisconsin on this Date: ________________________

Witness Signature ________________________________________ Date: _________________

Parental/Significant Other Acknowledgement (optional):

Parental/Significant Other Signature: _______________________________________________

Facilitator Role 

Facilitator Role for Student Clubs

  1. Attend meetings as needed.
  2. Serve as a resource person in planning, deliberating, implementing, and evaluating activities/events for the club:
    1. Consider the purpose and function of the club as it relates to the activity.
    2. Consider liability of the College regarding the activity.
    3. Encourage the scheduling of activities or meetings at times convenient to all members.
    4. Notify Marketing of the club’s activities/accomplishments for public relations benefit.
  3. Provide guidance to members regarding responsibilities:
    1. Review the club’s purpose, functions, and membership.
    2. Review with the students what the role of the facilitator encompasses.
    3. Review constitution and bylaws, and discuss at the first meeting, if applicable.
  4. Provide guidance to the student officers on how to conduct effective meetings:
    1. Provide the club’s Secretary with a copy of Bellin College meeting minute guidelines and assure that the agendas and minutes are being posted on the BC Buzz, if applicable.
    2. Review the club’s meeting minutes prior to being posted, if applicable.
  5. Serve as a resource and liaison to administration, faculty, and others as needed, regarding the club’s needs and activities:
    1. Schedule and meet with the Campus Life Coordinator, at least once per year.
  6. Term length and replacement of the facilitator(s) will be determined in collaboration with the Campus Life Coordinator. A two-year volunteer term is recommended.

Facilitator Role for Student Organizations

  1. Attend meetings.
  2. Serve as a resource person in planning, deliberating, implementing, and evaluating activities/events for the organization:
    • Consider the purpose and function of the organization as it relates to the activity.
    • Consider liability of College regarding the activity.
    • Review costs of activity.
    • Encourage the scheduling of activities or meetings at times convenient to allmembers.
    • Verify that each event/speaker is evaluated, and the data clearly described in minutes.
    • Notify Development and Public Relations Office of the organization’s activities/accomplishments for public relations benefit.
  3. Assist with fundraising activities:
    • Fundraising activities will be reviewed by the Campus Life Coordinator who will consult with the team when needed. Required forms should then be submitted.
    • Encourage discussions with other organizations regarding overlap of fundraisingactivities.
  4. Provide guidance to officers and members regarding responsibilities:
    • Review the organization’s purpose, functions, and membership.
    • Review the previous year’s annual report and goals for the upcoming academic year.
    • Review with the students what the role of the facilitator encompasses.
    • Review bylaws for officer and member responsibilities and discuss at thefirst board or general meeting.
    • Discuss and review professional responsibilities and representation required as amember of the student organization.
  5. Provide information and guidance for financial planning and record keeping:
    • A copy of the organization’s bank statement is sent to the Vice President of Business and Finance directly from the bank each month and the Vice President distributes to the facilitator of the organization.
    • Assist treasurer to plan a budget based on expected income and expenditures after review of previous year’s records.
    • When requested, provide the Vice President of Business and Finance with checkingaccount records for expense review.
    • Facilitate an end of year audit conducted by the outgoing and incoming treasurer atthe end of the term of the outgoing treasurer (April).
    • Bank account guidelines: In order to use the tax-exempt number for a student organization, bank accounts will be set up by the President and Vice President of Business and Finance in the appropriate name of the student organization.
    • The Treasurer will be responsible for writing checks, balancing the checkbook, and tracking the funds and distribution of funds. When a check is written, the treasurer will come to either the President or Vice President of Business and Finance to have the check signed.
      • Donations of $5,000 or more must be processed through the Advancement Office.
      • Upon request, the Vice President of Business and Finance will provide a tax form to an individual who donates $250 or more to an organization.
      • All student organizations will use the College’s Tax ID #.
  6. Provide guidance to the student officers on how to conduct effective meetings: i.e.planning an agenda, parliamentary procedure, recording minutes, and preparation of an annual report:
    • Provide the organization’s Secretary with a copy of Bellin College meeting minute guidelines and assures that the agendas and minutes are being posted on the BC Buzz
    • Review the organization’s meeting minutes prior to being posted.
  7. Assists students to complete an annual report at the end of each year summarizing goalsachieved and events completed:
    • Submit a copy of the annual report to the Campus Life Coordinator and to the BC Buzz.
    • Make recommendations for change to the Campus Life Coordinator who will act on the recommendation(s) and/or consult with the President’s Cabinet.
  8. Assure that the organization’s leader (President, Captain, or designee) attends the Student Organization Leadership Exchange (SOLE) meetings.
  9. Facilitator(s) will verify with the Academic Advisor that their student organization’s leaders are in good standing (academic and nonacademic) every semester.
  10. Serve as a resource and liaison to administration, faculty, and others as needed, regarding the organization’s needs and activities.
  11. Term length and replacement of the facilitator(s) will be determined in collaboration with the Campus Life Coordinator. A two-year volunteer term is recommended.

Student Leadership Committee

Purpose

The Student Leadership Committee is comprised of student leaders from Bellin College student organizations. The committee is a space for student organization leaders to collaborate and ensure alignment on activities that occur throughout the year. This committee also provides a forum for students to voice their perspectives on student life and student services, as well as offer feedback on matters affecting the College. The committee encourages student participation in College activities, facilitates student community service and coordinates student organization fundraising.

Functions:

  1. Provide a mechanism for student groups to make recommendations, provide feedback, and analysis of the Bellin College campus environment.
  2. Report on the activities, including fundraising, of all student organizations.
  3. Encourage active participation of students in College activities.
  4. Facilitate student community service.
  5. Coordinate student organization activities.
  6. Foster collaboration between student organizations and resource groups.
  7. Develop leadership skills, professionalism, and accountability among students.

Membership:

Chair:

Campus Life Coordinator

Committee Members:

Elected student leaders from:

Bellin Student Nurses Association (BSNA)

Bellin College InterVarsity (BCIV)

Bellin College Helping Hands

Student Senate

PT Insight

Radiation Therapy Club

Kappa Pi Chapter at Large of Sigma Theta Tau

Wisconsin Omega Chapter of Lambda Nu Contributing Members:

Organization student member(s)

Voting:

All members of the committee are voting members.

Meetings:

Two times per year (Fall and Spring). Additional meetings may be held as needed.

Raffles Licensing Guidelines

  • Student organizations are under the Bellin College license. No separate license is required.
  • We are a Tax Exempt 501C3 entity.
  • We are usually under the Class B raffle license type when tickets are only sold the day of the raffle or at the event. Winner is generally present to win.
  • Each raffle type requires same color tickets. So bucket raffle should have red; 50/50 can have blue.
  • Must give same # of raffle tickets to each person i.e., arm’s length means thirty tickets; you must count out thirty tickets for each person as “arm’s length can be different based on person.”
  • Can do three tickets for $5; eight tickets for $10; and fifteen tickets for $15.
  • Provide total $$ for each raffle type.
  • Report to the Campus Life Coordinator will need:
    • Name of event; date; total amount organization made; # of raffles held; total amount each raffle made; and what were expenses (price of roll of raffle tickets). Report winnings—for 50/50 amount paid out not who the person was.

If you do a Grand drawing, you must do drawing first so everyone is in it. You can announce it in any order, most save Grand prize winner for last.