Student Organizations Handbook '13-'14 (Original)

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Student Organizations Handbook

2013-2014

Updated 9/16/13
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Section 1 Student Activities
Welcome & Contact Information... 3

Section 2 General Information
Academic Requirements..... 4
Student Organization Categories ... 4
Student Organization Classifications.... 5

Section 3 Starting a New Club

Starting a New Student Organization.
5
Re-Registering a New Organization ..
University Club Advisor.
Affiliate Club Advisor

7

Section 43 Club Tier System
Requirements of Club Tiers... 8
Characteristics of Club Tiers..... 10
Benefits of Club Tiers....... 11

Section 4 Club Advisor
University Club Advisor. 12
Affiliate Club Advisor 12

Section 5 Program Planning
Program Request Process....... 13
Meeting/Practice Planning...... 13
Event Planning.... 14
Fundraiser Planning...... 15

Section 6 Club Travel Planning
Club Travel Planning.. 16
Club Travel Request Process.. 16
Non Funded Club Travel.... 16
Funded Club Travel.... 17

Section 7 - Program & Club Travel Funding
Paying for Club Programs...... 17
Budget Allotments.. 18
SGA Appropriations Information... 18
Event Appropriation Ranges... 19
Club Travel Appropriation Ranges..... 20

Section 8 Internal Club Accounts .. 21

Section 9 Contracts... 22

Section 10 - Purchasing Guidelines.... 22

Purchasing Request Process... 23

Section 11 Student Organization Logos ..... 23

Section 12 Posting Guidelines..... 24

Section 14 University Policies
Group Responsibility Policy and Group Conduct Review Process...... 24
Commencement Activities.. 28

Section 15 Student Recognition Night ........ 29

Section 16 University Information 29
TABLE OF CONTENTS
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Section 17 Important Dates.... 30

This guide will help answer questions on student organization policies, outline the various processes, and explain
how clubs can work together and with various departments on campus to continue to enhance student
organizational life at Johnson & Wales University. The handbook is a tool to be kept close at hand while serving in
a club leadership role at the university. The information will also serve as an ongoing guide to the resources that
enrich your co-curricular education.

We hope you find this guide helpful. If you have any questions or would like further information about the t opics
covered in the handbook, please feel free to contact us. We are here to help enhance your student life experience at
Johnson & Wales University.

Department Information
Main Phone Line: (980) 598-1810
Email: studentactivities.clt@jwu.edu
Fax: (980) 598-1895
Department Location: Student Center
235 South Cedar Street, Charlotte, N.C. 28202

Matthew Sharp Kendra Miller Nicole Saunders
Director of Student Activities
Assistant Director of Student
Activities for First Year Experience
Assistant Director of Student
Activities
Phone: (980) 598-1812
Email: matthew.sharp@jwu.edu
Phone: (980) 598-1806
Email: kendra.miller@jwu.edu
Phone: (980) 598-1811
Email: nicole.saunders@jwu.edu

Student Activities On-Call Phone: 704-913-2555

JOHNSON & WALES UNIVERSITY STUDENT ORGANIZATIONS
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Recognized clubs & organizations must abide by all club responsibilities. The university lends its name, support
and resources to recognized groups affirming their legitimacy. Student groups not having university recognition
and appropriate approval may not function in any capacity as a campus group.

Student organizations may not discriminate unlawfully with respect to membership, leadership or other
organizational opportunities. For more information please see the universitys Nondiscrimination Statement and its
Prohibited Discrimination and Harassment Policy, which can be found in the student handbook.

All club officers (President, Vice President, Treasurer, etc.) are required to maintain a cumulative 2.0 GPA.
Student Activities will periodically conduct annual GPA audits of any and all student organizations.

Student Activities also strongly advises club officers to monitor their term GPAs. Dropping below a 2.0 GPA for
two or more consecutive academic terms has the potential to drastically impact a students leadership ability
within their student organization.

All club members must be full-time undergraduates, matriculating students. Organizations may set more stringent
GPA requirements for their club officers and members.

Each active student organization will be placed in one of the below five student organization categories. If a club
feels they have been placed in the wrong category, they can contact Student Activities to discuss alternate options.

Academic & Professional Development:
Organizations whose mission is related to a professional career or serve as a forum to explore issues in a particular
academic field or area of interest; many of which are nationally affiliated. These organizations enhance and
support students academic/ professional development in specialized studies and disciplines at the University,
including academic honorary societies.

Cultural, Political & Religious:
Organizations whose mission is to study or promote the culture of other nations and/ or ethnic groups, the interest
of a particular church, faith, spiritual belief, or denomination, or to address political and governmental concerns.
These organizations provide cultural, educational, social and service oriented events and programs which celebrate
various traditions, thoughts and beliefs.

Social, Performing Arts & Special Interest:
Organizations whose main purpose is to provide various types of social environments and/or activities to the
campus and its membership. These organizations may focus on visual arts, musical performances, drama, dance
performances, and any other activities that keep students active and engaged.

Sports & Recreation:
Organizations whose mission is to encourage development of skills, knowledge, competition or support of a
particular sport or recreational/leisure activity.

Student Governance & Programming:
GENERAL INFORMATION
Academic Requirements
Student Organization Categories

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The Student Government Association (SGA) and Campus Activities Board (CAB) are dedicated to helping the
students at Johnson & Wales University connect, develop and thrive in the campus culture through acting as the
official voice for the students and the voice for entertainment.

Petitioning Club:
A new student organization that is going through the recognition process. A petitioning club may stay in the
petitioning process for no more than three months. Once three months has expired, the club must reapply to
become an active student organization. The dates between Commencement and Convocation will not count
towards the three months (i.e. summer months).

Active Club:
A student organization in good standing with Student Activities, which means the club has followed the
responsibilities listed in the Student Organization Handbook; including registering on Involvement Network,
updating club constitutions and having a current faculty/staff member as an advisor.

Frozen Club:
A student organization that has not settled internal account issues, failed to respond/communicate with Student
Activities, or has failed to complete additional requirements set forth by Student Activities or the club advisor will
temporarily become frozen. If issues persist, the club could become Inactive.

Club on Probation:
A student organization that is unable to complete all requirements from the previous term will be on probation for
the following term. If the requirements set forth for the following term are not completed, the club will become
inactive during the next term (i.e. If requirements were not completed during the Fall Term, the club will be on
probation during the Winter Term. If the Winter Term requirements are not completed as well, the club will be
turned inactive for the Spring Term.).

Inactive Clubs:
A student organization that is unable to complete all requirements outlined in the Student Organization Handbook
will become inactive. In addition, any student leaders who decide to dissolve a club can do so and the club will
then become inactive. When a club becomes inactive, this means that any student at Johnson & Wales University
may re-activate the club on the Involvement Network under new leadership. The club must then go through the
petitioning club process. (To reactivate a former active club, please set up a meeting with Student Activities)

Student Organization Classification

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Process for starting a new student organization
1. Log onto JWU Link
2. Click the Involvement Network Logo in the top right of the page
3. Click the Organizations link
4. Click the Register a New Organization button
5. Follow the application instructions to fully complete and submit the request
a. Make sure to upload all supporting documents
b. Forms must be submitted by 8:00am the Saturday before the SGA Student Organization
Oversight Committee meeting to ensure review that week.

Any student or group of students may organize a club or organization. Starting an organization is rewarding and
can be a positive contribution to your college experience. If you decide to start an organization, you should
remember that it does consume a great deal of time and energy to get it off the ground and to keep it active on
campus. In order to establish your group on campus, there is a three-phase process.

The university reserves the right to deny recognition to any student organization whos stated aims and/or
objectives are not consistent with those of Johnson & Wales University. The act of recognition implies that a
student organization obligates itself to abide by all the rules and regulations of the university pertaining to student
organizations. In addition, members and officers agree to comply with all academic rules and regulations of the
university and recognize that a violation of university policy and/or interference with university functions is
grounds for disciplinary action against the organization and its members.

Registration or the ability to use the name Johnson & Wales University does not imply or indicate Johnson &
Wales sponsorship or approval of the activities of the organization. Petitioning status is given to those groups who
are currently going through the process of being recognized.

Phase One - Registration

To create a new student organization, a minimum of five enrolled students with the same interest are needed to
begin the process. The application for starting a new organization can be found on the Involvement Network
following the below path:

Phase Two- Student Organization Oversight Committee Application Review

Once the application is received, Student Activities will verify completion. If all steps have been fully completed,
the application will be sent to the SGA Student Organization Oversight Committee. At least one club
representative must attend a SGA Student Organization Oversight Committee Meeting before a decision is made to
approve or deny the club petitioning status.

All potential clubs must meet with the SGA Student Organization Oversight Committee (SOOC) in order to be
approved as a petitioning club. This committee is charged with the task of reviewing the proposed club
description, mission and impact on the JWU committee. The committees goal is to ensure that all potential clubs
are unique, are not duplicating any current active clubs, and that the proposed club aligns with Johnson & Wales
University values.

STARTING A NEW CLUB GENERAL INFORMATION
Starting a New Student Organization

Starting a New Student Organization

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SGA Student Organization Oversight Committee Meeting Dates:

September 17
October 15
November 12
December 17
January 14
February 11
March 18
**April 15

**Last Opportunity to Meet with the SGA Student Organization Oversight Committee

Phase Three Petitioning Status

Once approved by the SGA Student Organization Oversight Committee, the club is now petitioning. The
petitioning club will be required to complete the following items within a 3 month timeframe. Once 3 months has
expired, the club must reapply to become an active student organization. The dates between Commencement and
Convocation will not count towards the 3 months.

Phase Three Requirements

Select a full time staff or faculty member to assume the club Advisor role
o Must be completed before any official club business can begin
o The Advisor Agreement Form must be submitted via the Involvement Network.
o More details on Advisors can be found in the University Club Advisor section
Yes No
Create a constitution and upload it on to the Involvement Network
o The constitution is the most important step to becoming a successful organization. It is in
the groups best interest to model your constitution after your own needs. Your advisor is
also an essential component to a successful organization.
o Sample constitutions and a constitution outline is available in Student Activities

Yes No
Upload minutes from one executive board meeting to the Involvement Network
o Meeting must be scheduled through the Involvement Network
o Upload minutes to the document section of clubs homepage on the Involvement Network
Yes No
Upload minutes from a second executive board meeting to the Involvement Network
Yes No
Upload minutes from one general member meeting to the Involvement Network
Yes No
Plan and execute one campus wide event
o Event must be scheduled through the Involvement Network
o Funding will only be available for one campus wide event up to $50
Yes No
* It is highly recommended for new clubs to attend our Involvement Network Training Sessions. Details can be
found in the Important Dates section.

Phase Four - Recognition
At each SGA Student Organization Oversight Committee meeting, the group will review currently petitioning
groups. Once they confirm completion of all Phase Three requirements, Student Activities will be notified and the
club will receive a letter from Student Activities stating the requirements their club is now responsible for and the
next steps their club will need to take. Once a club has gone from petitioning to active, they must stay a Tier I club
for at least 2 consecutive terms until they can choose their own tier.

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Process for re-registering a student organization
3. Click on the Organization Tab at the top left of the page
4. Then click on your Student Organization
5. Click on the Re-Register Button underneath your student organization
6. Complete the following Re-Register Form
Re-Registering a Student Organization

Clubs that were active the previous year need to re-register their club at the beginning of each school year. Clubs

Starting Monday, August 5, all active student organizations must re-register their club to continue as an active
club for the 2013-2014 academic year. If student leaders fail to re-register an active club from the 2013-2014
academic year by Friday, September 20, any full time undergraduate student will be able to reactivate and take
ownership of the club.

Throughout the years, some student organizations have gone from being active clubs to inactive clubs. Student
Activities encourages students to go on the Involvement network and review the Currently Inactive Clubs list
located in the Documents section of the Student Activities page. If a student would like to reactivate any of the
clubs they must first contact Student Activities and then submit a re-activation form on the Involvement Network
for Student Activities and the Student Organization Oversight Committee to review.

Re-Activate a Student Organization

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The club tier system has been created to facilitate the proper support that each active organization requires. All
active clubs are given the opportunity to select the tier that properly reflects the needs of the clubs goals and
mission. Characteristics and benefits of each tier are below to assist student organizations select the proper tier to
fit their needs.

Each student organization must indicate which tier level they plan to follow for the 2013-2014 academic year
during the Student Organization Re-registration Process. All clubs transitioning from Petitioning to Active status
will automatically be categorized as a Tier I organization for two consecutive terms.

Once a tier has been selected, the club cannot change the tier unless the club decides to move up in the tier system
(i.e. Club X is currently a tier II club. They can move up to a tier III club, but cannot move down to a tier I club).
The timeframe for clubs to update a club tier level is Friday, November 22 Wednesday, December 11.
After this timeframe, clubs will remain in their current tier level for the remainder of the academic year.

Club requirements have been developed to more accurately assist student organizations in their leadership growth,
student organization development and Wildcat pride. Each requirement is now linked directly to one of the three
below categories. Club leaders will have the ability to complete a Club Verification & Evaluation Form at the end
of each term to confirm club which club requirements have been accomplished.

Leadership - Leadership requirements are meant to assist student organization leaders develop the skills and abilities
needed to successfully manage a student organization.

Organizational Development - Organizational Development requirements are designed to assist student
organizations in their continued growth and keep Student Activities well informed regarding club activity.

Wildcat Pride - Recognizing that student organizations are a piece of the overall student life experience, Wildcat
Pride requirements are meant to enhance JWU spirit, community and engagement.

Tier I Requirements:

Leadership Requirements
Club Training
Members may not represent more than one club. If the President, Vice President or Treasurer cannot attend,
an alternate executive officer may attend in their place.
o President, Vice President & Treasurer to attend Club Training Day I
Friday, September 20: 1:30 5:00pm
Yes No
o President to attend Club Training Day II
Friday, December 13: 1:30 4:00pm
Yes No
o President to attend Club Training Day III
Friday, April 4: 1:30 4:00pm
Yes No
Organization Development Requirements
Maintain a minimum of 6 active members Yes No
All executive officers must maintain a G.P.A. of a 2.0 or higher while in office Yes No
Must have the following officer positions: President, Vice President, and Treasurer Yes No
Wildcat Pride Requirements
Club Fair Festivals
Must have club representation at both Club Fair Festivals

o Wednesday, September 25 from 11:30am 2:30pm Yes No
o Wednesday, January 22 from 11:30am 2:30pm Yes No
CLUB TIER SYSTEM
Requirements of Club Tiers

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Tier II Requirements:

Club Training
Members may not represent more than one club. If the President, Vice President or Treasurer cannot
attend, an alternate executive officer may attend in their place.
Yes No
o President & Vice President to attend Club Training Day II
Yes No
o President & Vice President to attend Club Training Day III
Yes No
Advisor Training Must have at least one advisor attend an Advisor Training session Yes No
Must have the following officer positions: President, Vice President, an Treasurer Yes No
Club Fair Festivals

Service Hours
o Must complete 15 total service hours throughout the school year
Submit data via Service Hours section on clubs Involvement Network site
Yes No
Tier III Requirements:

Club Training
Members may not represent more than one club. If the President, Vice President or Treasurer cannot attend, an
alternate executive officer may attend in their place.
Yes No
o President, Vice President & Treasurer to attend Club Training Day II
Yes No
o President, Vice President & Treasurer to attend Club Training Day III
Yes No
Advisor Training Must have at least one advisor attend an Advisor Training session Yes No
Must have the following officer positions: President, Vice President, an Treasurer Yes No
Complete a Tier III Action Plan by 8:00am Monday, October 4, 2013
o Clubs who change to a Tier III club mid-year must complete the Tier III Action Plan
by 8:00am Monday, January 13, 2014
Yes No
Club Fair Festivals

Must host 1 campus wide event
Yes No
Service Hours
o Must complete 30 total service hours throughout the school year
Submit data via Service Hours section on clubs Involvement Network site
Yes No
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Characteristics of Club Tiers

Tier I Characteristics:

Active Members
Tier I student organizations typically
retain at least 6 active members that
help to contribute to the success of the
organization.

Meetings
General Membership: Tier I student
organizations typically host at least 1
general membership meeting per term
to engage, inform, and gain insight
from their members.
Executive Board: Tier I student
organizations typically host 2-4
executive board meetings per term to
discuss club goals, membership
concerns, club successes, etc.

Constitution
Constitutions should be moderately
detailed and comprehensive. Club
officers should review constitutions
every two years to make any needed
updates.

News Articles
Tier I student organizations typically
post 1 detailed news article per year in
the Involvement Network to promote
and chronicle club happenings.

Advisors
Club expectations of advisor typically
minimal. Advisor is encouraged to
attend the Advisor Training and any
advisor professional development
opportunities throughout the year.

Wildcat Pride Initiatives
Wildcat Pride Initiatives are designed
to build a vibrant and positive JWU
campus community.
Club participation in at least 25% of
Student Activities sponsored Wildcat
Pride Initiatives encouraged.
Specific Wildcat Pride Initiatives can be

Tier II Characteristics:

Active Members
Tier II student organizations typically
organization.

Meetings
General Membership: Tier II student
general membership meetings per term
to engage, inform, and gain insight
from their members.
Executive Board: Tier II student

Constitution
Constitutions should be moderately
detailed and comprehensive. Club
officers should review constitutions
every two years to make any needed
updates.

News Articles
Tier II student organizations typically
post 2 detailed news article per year in

Advisors
Advisor participates in Advisor
Training and seeks out additional
training and development opportunities
through Student Activities or resources
associated with club purpose.
Advisor schedules regular check-ins (at
least 2 per year) with organization to
troubleshoot challenges and guide
student development within
organization.
Are willing and able to attend medium
to high risk club events.

Wildcat Pride Initiatives are designed
to build a vibrant and positive JWU
campus community.

Tier III Characteristics:

Active Members
Tier III student organizations typically
organization.

Meetings
General Membership: Tier III student
general membership meetings per term
to engage, inform, and gain insight from
their members.
Executive Board: Tier III student

Constitution
Constitutions should be highly detailed
and comprehensive. Club officers
should review constitutions once per
year to make any needed updates.

News Articles
Tier III student organizations typically
post 1 detailed news article per term in

Advisors
Advisor participates in Advisor
Training and seeks out additional
training and development opportunities
through Student Activities or resources
associated with club purpose.
Advisor schedules regular check-ins (at
least 1 per term) with organization to
troubleshoot challenges and guide
student development within
organization.
Are invested in the growth and
development of the organization.
Typically longer term commitment to
the organization (beyond 1 year).
Are willing and able to attend medium
to high risk club events/club travel.

Wildcat Pride Initiatives are designed to
build a vibrant and positive JWU
campus community.

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Benefits of Club Tiers

Tier I Benefits:

Budget Allotments
Events Allotment: up to $200/year
Club Travel Allotment: funding not
available

All Tier Benefits
Listed and publicized as an officially
recognized student organization
through Student Activities
Eligible to use the Johnson & Wales
University name as a part of the club
name (The JWU name may be used
only for purposes generally consistent
with the organizations purpose and
only for identification as a student
organization)
Eligible to request university space for
meetings & events
Eligible to apply for funds from the
SGA Appropriations Committee
Eligible to have a club site on the
Involvement Network
Eligible to have approved events listed
on the Involvement Network and other
campus publications
Eligible to have promotional material
approved through Student Activities
Eligible for a university internal bank
account
Eligible to receive awards at the
Student Recognition Night

Tier II Benefits:

Budget Allotments
Events Allotment: up to $650/year
Club Travel Allotment: funding not
available

Fundraisers
Eligible for the following year Parking
& Concession Fundraiser Lottery

All Tier Benefits
organization)
meetings & events
Involvement Network
campus publications
account

Tier III Benefits:

Budget Allotments
Events Allotment: up to $1,250/year
Club Travel Allotment: up to
$1,700/year

Fundraisers
Eligible for the following year Parking
& Concession Fundraiser Lottery
Eligible for priority fundraiser
opportunities

Event Publicity
Eligible for enhanced event promotion
support from Student Activities

All Tier Benefits
organization)
meetings & events
Involvement Network
campus publications
account

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All recognized student organizations must have at least one full-time faculty or staff member advisor. A club or
organization may choose to have more than one advisor, however one should be designated as the main advisor
since the advisor is the official university contact for the organization. The advisor will serve as one of the groups
biggest allies on campus, so it is strongly suggested that the advisor be involved in all aspects of the organization.
Advisors and club members must work together to make the experience a positive one. The advisor term is one
academic year, yet the advisor may continue for more than one year if the club and advisor agree to further service.

Before assuming the role as University Club Advisor:
The Advisor Agreement Form must be submitted via the Involvement Network
o This must be done every academic year

Functions and Responsibilities of a University Club Advisor:
The advisor must attend any high risk campus events and any off-campus events as deemed necessary by
Student Activities. The advisor must be present for the duration of the event, including set-up and break-down.
o If an advisor cannot attend said program, another university staff or faculty member may stand in
as a replacement.
o If an advisor/university official fails to attend a student organization high-risk event, a meeting
with Student Activities will be required. The club may be placed on probation or frozen depending
on the outcome of the meeting.
The advisor must complete an annual online Campus Security Authority (CSA) course, administered by
Campus Safety & Security.
The advisor should discuss tactfully any student action that would reflect poorly on the organization or the
university. Strongly encourage the adherence to university policies and procedures, as well as state, local and
federal laws.
The advisor should ensure that Student Activities is consulted regarding all contracts.
The advisor must provide official approval for all applicable documents/online forms in order to process
requests.
At least one advisor from Tier II and Tier III clubs must attend one of the Advisor Training sessions hosted by
Student Activities.
o Please see the Important Dates section for more information

An Affiliate Advisor is defined as a non-JWU employee who is frequently on campus or spends ten or more hours
a month with an identified active student organization. The affiliate advisor position is meant to identify Johnson
& Wales University guests that play a significant role in Student Organizations, Sports Clubs, or Athletic Teams.
Organizations can identify a maximum of two Affiliate Advisors. If an affiliate advisor steps down or is removed
from duties, a new affiliate advisor may take their place. An affiliate advisors term may last from September
August.

Before assuming their role as an affiliate advisor:
The student organization must submit the Affiliate Advisor Form to Student Activities for approval
If approved, the affiliate must submit the Affiliate Advisor Agreement to Student Activities and obtain their
identification card from Safety & Security.

**Advisor forms located in the Involvement Network or at Student Activities
CLUB ADVISOR
University Club Advisor

Affiliate Club Advisor

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Process for submitting a program request form
3. Then click on your Student Organizations page
4. Click on the Events tab on the sidebar of the page
5. At the top of this page click on Create an Event then proceed to fill out the following information.
(Be sure to thoroughly and correctly complete the form with as much information as possible)
6. Submit the form (Approval process may take 2-3 business days to begin)

Event Specific
7. Once an event is approved by Student Activities, clubs may submit a Funding Request (if needed)
a. ** For more specific funding information please turn to the Program Funding Section
8. All Event Evaluations will be completed at the end of each term in the Club Verification & Evaluation
Form

Programs consist of Meetings/Practices, Events & Fundraisers. Clubs must follow the below deadlines for all
program requests. Failure to meet deadlines will cause program requests to NOT be processed. However, there is
no guarantee programs will be approved if submitted at the deadline. Clubs are highly encouraged to plan well in
advance.

Meeting/Practice and Fundraiser Requests
Must be submitted at least 5 business days (1 week) prior to the day of the meeting/program or fundraiser
Meeting/Practice and Fundraiser Requests will not be accepted after Friday, April 25, 2014

Event Requests
Must be submitted at least 10 business days (2 weeks) prior to the day of the event
Event Requests will not be accepted after Friday, April 18, 2014

To be successful in meeting planning, Student Activities strongly advises clubs to begin the planning process at
least 3 weeks before the meeting date.

Items to consider when planning a meeting/practice:
Club General Meetings or Practices should be visible to all students. Because of this, General Meetings and
Practices should be listed as Campus Only on the first page of the program request form.
Club General Meetings or Practices should not include a flyer on the program request form. If a flyer is
attached, the program will be changed to Organization Only, which is not visible to all students.
Clubs will only be allowed to meet in the academic classrooms approved by Student Activities. If clubs are
found meeting in classrooms not approved, sanctions will be placed on the specific clubs found responsible.
When in an academic classroom, clubs must turn EVERYTHING electronic off when done. If electronics
(projector, computer, etc.) are repeatedly found on, sanctions will be placed on the specific clubs found
responsible.
Only student organizations approved by the College of Culinary Arts may utilize culinary labs. Advisors
must also be present and sanitation guidelines must be properly followed.
All other locations will be available during normal hours of operation.
If meetings are to be canceled, please notify Student Activities immediately.

PROGRAM PLANNING
Meeting/Practice Planning

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Student Activities encourages student organizations to be creative in their event planning. To be successful in
event planning, Student Activities strongly advises clubs to begin the planning process at least 6 weeks before the
event date.

Items to consider when planning an event:
Make sure to fully discuss event details with your advisor. If your club is planning a large-scale or high-risk
event, your advisor may need to be present for the duration of the event including set-up and break-down.
Prior to event approval, a club officer may need to meet with Student Activities to discuss the event in detail.
Club Events should be visible to all students. Because of this, Events should be listed as Campus Only on
the first page of the program request form.
Club Events should include a flyer on the program request form to ensure the event is visible on the
Involvement Network flyer board.
Event Food must be carefully thought out and planned for. When hosting a catered event, an organization
must provide detail on the company and desired food with Student Activities first. Catered events do not
include meetings or practices, and it is not necessary to provide information about food supplied in these
situations. Based on the approved event location, clubs are held to different guidelines as listed below:
o Academic Center & Gateway Center: Food must be provided by Chartwells Catering (Catertrax),
the Special Events Kitchen, or a group supervised by a Chef/TA in a culinary lab or approved
location.
o Student Dining Center: Food must be provided by Chartwells Catering (Catertrax). No other
outside food allowed.
o All other on campus venues: Food may be provided by Chartwells Catering (Catertrax), the
Special Events Kitchen, a group supervised by a Chef/TA in a culinary lab or approved location, or
from a licensed restaurant. Food prepared by students in a private residence should not be used
due to health and safety concerns.

Equipment Usage:
When submitting a Program Request Form, clubs will have the option to request any equipment that may be
needed for the event. It is critical that any potential equipment need is requested.
Some equipment may not be available for all venues, and equipment that is located in specific venues may
not be available if not requested in advance.
Clubs are responsible for requesting all equipment needed at the time of submitting the Program Request
Form. If anything should change, clubs should contact Student Activities as soon as possible or clubs may
not be allowed to use unrequested equipment.
o Club members are highly encouraged to meet with Student Activities to properly coordinate
equipment needs.
By requesting equipment, clubs agree that they understand how to use, operate, and properly return
equipment. If clubs do not know how to use Student Activities related equipment, club members may attend
any of the equipment training sessions offered at the beginning of each term.
o Student Activities staff members are not responsible for setting up, moving, or breaking down any
requested equipment. This is the responsibility of the student organization. Student Organizations
must keep in mind how many people they have for set up/break down when requesting equipment.
Equipment cannot be used for any personal (non-university) events.
Equipment cannot be picked up outside of the stated equipment pick-up time, unless prior approval has been
granted.
Equipment will available in the Student Activities suite. All equipment must be signed out and signed back
in. If clubs fail to complete the sign out and sign in process, they may lose equipment usage privileges.

Damaged Equipment Policy:
Any equipment returned back to Student Activities which is found broken, damaged, deemed unusable and/or
needs repairs will be assessed by Student Activities with a representative of the responsible party present. Any
fees incurred to repair or replace the damaged equipment will be at the expense of the responsible party. Student
organizations will not be eligible for university funding or be able to host events/club travel until payment has been
completed.
Event Planning

16
Process for submitting a donation request form
3. Click the Campus Links drop down list (right side of page)
4. Then click on the Donation Request Form link
5. Follow the instructions on this online form to fully complete and submit the request
a. Make sure to upload all supporting documents.
6. Submit the form (Review process may take 2-3 business days to begin)
7. If the form is properly submitted and all supporting documents attached, the information will be
reviewed by Student Activities and Development & Alumni Relations
Event Cancellation:
Student Activities encourages all student organizations to allow for proper event planning. Sometimes
unforeseen circumstances do arise, causing an event to be cancelled.
If clubs must cancel an event, they must give Student Activities at least 48 hours advance notice. Failure to
do so may result in a club being frozen and unable to submit or host future events. Reserving spaces and not
using them takes away from other clubs who may also want to use the same space.
Once an event has been canceled it cannot be reinstated. Clubs must resubmit an event request and follow
the proper protocol to host an event on campus.
Continual event cancellations may result in sanctions placed on clubs.

To be successful in fundraiser planning, Student Activities strongly advises clubs to begin the planning process at
least 3 weeks before the fundraiser date.

Items to consider when planning a fundraiser:
Fundraiser requests are on a first come first served basis. Student Activities will not approve duplicate
fundraisers during the same time frame.
On-campus fundraisers, such as bake sales, etc., cannot last longer than four (4) days at a given time, due to
the high demand of financial assistance.
Individual students cannot profit from fundraisers. All club fundraisers should directly benefit the club and
its members.
Before any volunteers help with club fundraisers, they should be properly informed of all fundraiser details,
club agreements with fundraiser companies, etc.

Soliciting Donations:
If a club is planning to solicit donations from area businesses, a Donation Request Form must be completed.
Clubs CANNOT solicit donations without the approval of Student Activities. The university has many
partnerships with area businesses, and failure to receive approval from Student Activities could jeopardize
those partnerships.

Tax ID Numbers:
Use of the university Tax I.D. number is restricted to official university business, as determined by the vice
president of finance, the chief financial officer or their designee(s).
Each individual club though may apply for an EIN (Employee Identification Number), which will allow the
club to perform various fundraisers.
o Review the IRS website before deciding to enter into this opportunity:
http://www.irs.gov/businesses/small/article/0,,id=98350,00.html.
o If you would like to receive an EIN, you are required to set up an appointment with Student
Activities.

Fundraiser Planning

17
Process for submitting a club travel request
4. Then click on the Club Travel Forms link
b. Approval process may take 2-3 business days to begin
6. Student Activities will set up a meeting with a club officer and club advisor to discuss travel details
before travel request is approved.
7. Based on the travel being funded or non-funded, clubs will need to follow the outlined guidelines below.

Effective Club Travel planning should begin no later than two months prior to a trip. Clubs are highly encouraged
to plan well in advance. This allows for ample time to register for a conference, reserve lodging, reserve
transportation, and make any other important decisions.

Clubs interested in being approved for travel must follow the below deadlines. Failure to meet deadlines will
cause club travel requests to NOT be processed. However, there is no guarantee club travel will be approved if
submitted at the deadline.

Club Travel Requests
Must be submitted at least 20 business days (4 weeks) prior to the first day of the club travel
Club Travel Requests will not be accepted after Friday, April 4, 2014

Non Funded Travel
Club specific social trips
Club specific retreats
Club meetings/practices

Funded Travel
Local/Regional/National Conferences or Competitions
Local/Regional/National Competitions/Tournaments
Local/Regional Student Performance Events

Guidelines for Non Funded Club Travel:
At least one full time university employee must accompany students on any JWU sponsored off campus trip.
o Off campus activities in the Charlotte Metro area may be exempt. This will be determined by Student
Activities during the travel review.
Clubs must submit individual Participation Agreement Forms for every student traveler prior to departure.
o Off campus activities in the Charlotte Metro area may be exempt. This will be determined by Student
Activities during the travel review.

CLUB TRAVEL PLANNING
Club Travel Request Process

Non Funded Club Travel

18

Guidelines for Funded Club Travel:
Funding Requests must be submitted at least 3 weeks prior to Club Travel. Club submitting funding requests
inside of this timeframe will not be eligible for funding.
At least one full time university employee must accompany students on any JWU sponsored off campus trip.
o Off campus activities in the Charlotte Metro area may be exempt. This will be determined by
Student Activities during the travel review.
All student participants must have a 2.0 GPA to be approved to travel
All attendees must submit an individual Participation Agreement Form and Pre Travel Assessment prior to
receiving funding approval.
All attendees must submit a Post Travel Assessment upon returning from conference

I mportant Notes:
Members/Advisors of clubs that need airfare for conferences are financially responsible for arrangements
made by Student Activities on their behalf. As stated on the Participation Agreement Form, once any
expenses have been paid on their behalf, they are personally responsible for:
o reimbursing Student Activities or the club for the various expenses
o any change fees associated with switching arrangements to another person are the financial
responsibility of the original participant

**Club Travel occurring between Commencement and Labor Day will now be approved. Clubs must still follow
all deadlines and requirements outlined previously.

Deciding how to pay for your program can be one of the most challenging aspects of organizing your
event/conference; it is also one of the most important. Below are two methods to help pay for your program.

Fundraisers:
See Fundraiser Planning section for more details

SGA Appropriations:
Student Activities has a set budget for funding student organization events and club travel. The Student
Government Association Appropriations Committee is responsible for appropriately awarding clubs &
organizations with the pre mentioned funds. All registered and active clubs are eligible to request funding for their
programs.

During Club Training Day I in September, the Student Government Association will host a training session on the
Appropriations process, policies and other instructions. It is the responsibility of each club to know and
understand the Appropriations process as it is stated in this handbook. Student organization leaders can also
request additional training from SGA by emailing them at sga.clt@jwu.edu, calling their office (980-598-1816) or
stopping by their office in the Student Center.
Funded Club Travel

PROGRAM & CLUB TRAVEL FUNDING
Paying for Club Programs

19

Process for submitting a funding request form
4. Then click on the Funding Request Form link
b. Forms must be submitted by 5:00 p.m. on Sundays prior to the next SGA Appropriations Meeting.
6. The Appropriations Committee will contact the club once the form has been accepted. They will then
indicate if the club is required to attend the appropriations meeting.
7. The Appropriations Committee will contact the club within 48 hours following the appropriations
meeting to communicate the result of the funding request.
SGA Appropriations Information

All active clubs will have one set amount of money to request funds from. Clubs can choose to use it all for one
event, or several small events. Once the club has reached their cap, they will not be able to receive any further
university funds. Additionally, clubs are not guaranteed to receive their full budget allotment. The SGA
Appropriations Committee has a predetermined budget that they must manage. The clubs who properly plan their
funding needs in advance will have first right to the available funds.

Events/Club Promo Allotment Club Travel Allotment
Tier I $200/year Funding not available
Tier II $650/year Funding not available
Tier III $1,250/year $1,700/year

Requirements for requesting funding:
All programs requiring funding from the Appropriations Committee must be approved by Student Activities
before going through the appropriations process. Programs that havent been approved by Student Activities
will NOT be considered for funding.
If the funding request form is filled out properly and all attachments are clear, the organization may not be
required to appear at the appropriations meeting. SGA will indicate required attendance via email
All funding request forms MUST contain pertinent attachments (if applicable). The request will not be
reviewed without the required documentation.
o Events: contracts, invoices, receipts, catering quotes, etc.
o Travel: participation agreement forms, pre travel assessments, registration information, lodging
quotes, transportation quotes, etc
Assurance that no individual(s) will acquire personal financial gain from the sponsorship of an event.
Assurance that all University regulations, local, state and federal laws, necessary security, and conduct will be
followed.
Indication that the activity is consistent with the purposes and constitution of the sponsoring organization.
Availability of financial resources on the part of the sponsoring organization in the event of financial failure of
the event or if property damage is incurred.

Budget Allotments

20
Appropriation Committee Meeting Dates:
The SGA Appropriations Committee will meet on the following Tuesdays throughout the year.
Meeting times may change from date to date, but clubs will be notified about the proper time in advance.

September 17, 24
October 1, 15, 29
November 12, 19
December 3, 17
January 14, 28

February 11, 25
March 18

April 1, 15, 22
**May 6

**Last appropriations meeting of the year!

Adjustments of Appropriated Funds:
The amount awarded is based on the information presented on the Funding Request Form. If the information
provided changes, the amount awarded will be adjusted accordingly (i.e. club requests $200 for a DJ and the actual
cost is only $100). Any funds not used after a program will be transferred back to Student Activities.

Reimbursements:
Although not recommended, groups may submit requests for reimbursement of event expenses. Original receipts
must accompany the supporting documentation. Remember, there is no guarantee of funding for reimbursements.
Only approved events within the last 30 days will be considered for reimbursement.

The SGA Appropriations Committee reserves the right to allocate more than the listed funding amounts on a case-
by-case basis.

Event Appropriation Ranges:

For event planning purposes, use the following ranges to determine approximate funding.

Event Advertising (flyers, posters, candy, etc.) up to $50/event
Event Decorations (streamers, ice sculptures, centerpieces, etc.) up to $150/event
Event Supplies (any additional items to make a successful event) up to $150/event
Event Prizes (gift cards, certificates, cds, etc.) up to $100/event
DJ (including transportation & equipment) up to $300*
Musicians/Comedians/Dance Groups/Speakers up to $500*
League Fees (Sports & Recreation Clubs Only)
up to $300/league
or $15/player
Transportation (bus or van rental) up to $350/event
Field/Facility Rental up to $200/event
Tables (rented) up to $7/table
Chairs (rented) up to $1.25/chair
Staging (rented) up to $350*
JWU Catering up to $8/person
Off-Campus Vendors (i.e. Subway, Papa Johns, etc.) up to $6/person

* Per performance
Events/Club Promo Appropriation Ranges

21
Club Promo Appropriation Ranges:

For club promotion purposes, use the following ranges to determine approximate funding.
To receive funding for these items, the university Purchasing Department must be used. Please see
Purchasing Guidelines section.
Clubs may only request funds under the club promo section one time per year (ex. member t-shirts only,
not member t-shirts, pens for giveaways and club uniforms)

Member T-shirts/Polo Shirts/Uniforms up to $8/shirt or uniform (maximum $225)
University Giveaways (pens, cups, key chains, etc.) up to $3/item (maximum $300)

Non Funded Event Items:

The following items will not be considered for appropriations:
Alcohol or events where alcohol is served (except during an educational event)
Items for a student organization meeting
Items for club fundraisers
Student dues or affiliation fees to national/regional/local organizations
Clothing for personal use
Office supplies, business cards, club equipment, name tags, etc.
Payment or reimbursement for gasoline for student cars
Donations (outright funding to another third party organization or agency)
Political party or political candidate support

Student Travel Funding:
Club Travel funding is available for Tier III clubs but not guaranteed.

Tier I & II Clubs N/A
Tier III Clubs up to $425/student (maximum $1,700)
Clubs are responsible for at least 20% of total club travel cost (i.e. if the total cost is $2,200, the club would be
responsible for a minimum $440 and Appropriations Committee could fund up to $1,700).

Funded
-Conference/Competition Registration
-Transportation (airfare, bus, van, parking, etc.)
-Lodging (based on quad occupancy)

Non Funded
-Food/beverages
-Entertainment (including museum fees, shows, etc.)
-Payment or reimbursement for gasoline for student cars

Advisor Travel Funding:
When a student organization travels out of the Charlotte Metro area for any university sponsored trip, an
advisor/university official must be present (based on the ratio below). Student Activities will provide direct
funding for an advisor/university official.

Clubs only need to account for advisor expenses that exceed the stated advisor/university official funding. Once
the student club travel funds have been approved, the advisor attending the trip will approved funding.
Club Travel Appropriation Ranges

22

Advisor/university official 1 advisor for every 12 students
Advisor/university official $750 (maximum amount approved)
Funded
-Conference Registration
-Transportation (airfare, bus, van, parking, etc.)
-Lodging
-Food (up to $172)**
**Student Activities follows the below advisor/university official per-diem rate for all trips. If a meal is included
in the conference, seminar or competition registration, funds will not be allocated for that particular meal

All active student organizations are provided internal bank accounts through Accounting. All organizations are
required to keep their funds in this JWU account. NO OTHER ACCOUNTS ARE ALLOWED.

All clubs have two (2) account budget lines, the Expense Line and the Revenue Line. Clubs will be provided their
account numbers at the beginning of the academic year. Account numbers are also available in Student Activities
and Accounting.

Account line descriptions:

Expense Line (ends in 580001)
Funds approved by the SGA Appropriations Committee will be transferred here. Any funds not used after an
event/club travel will be transferred back to Student Activities.
Appropriations funds will not be rolled over to the following academic year.

Revenue Line (ends in 299009)
All fundraised dollars and dues can be deposited to this account.
Funds in this account will roll over to the following academic year.

Process to balance budget:
It is the responsibility of the club to properly track and balance their budget.
Monthly balances will be uploaded to the Documents section of each club Involvement Network site.
All deposits are to be made in Accounting during normal business hours.

Process to access money from Internal Bank Account:
Review account balances to determine available financial resources.
Submit a Check Request Form, remembering to use the proper account number.
Advisor of student organization must review and sign Check Request Form.
Submit form to Accounting. Requests received by Friday will be processed on Thursday of the following
week. (Checks will be processed on Thursdays only..NO EXCEPTIONS).

Inactive Club Accounts:
When a student organization becomes inactive, funds from that club account cannot be accessed. If a club has
been inactive for six consecutive academic terms, the club account will be officially closed and all funds in the
clubs revenue line will be transferred to the JWU Cares Account.

Breakfast $8 Lunch $15 Dinner $20
INTERNAL CLUB ACCOUNTS
23

Contracts are legal and binding agreements that spell out a relationship between two parties. If the university is
going to be one of those parties, then there are two guidelines:
All contracts must be submitted Student Activities for approval. Contracts submitted to Accounting without
Student Activities approval, will not be reviewed.
All contracts must be submitted thirty (30) days in advance of the required date. The more detailed the
contract, the longer the process could take. Please plan ahead properly!
Any Performance Agreement (University contract) should be signed and submitted to Student Activities
fifteen (15) days in advance of the performance. Performance Agreements are University contracts provided
for performers who do not have their own contracts. Student Activities can provide you with a blank
Performance Agreement if you need one.
No student or advisor may sign a contract that binds the university. These guidelines have been established,
not to penalize the student, but rather to protect the student. This is because students cannot legally bind the
university to an agreement. Please be forewarned: If you sign a contract, then you become legally liable for
that agreement, including payment. If you have any questions concerning contracts please call any Student
Activities staff member.
Submitting a contract does not guarantee payment. Contracts must be fully executed before payment is
requested, via a Check Request Form.
Contracts are required for all entertainment/service that requires payment (i.e. bands, lecturers, DJs).

Below is the minimum information needed for contracts
Artist name
Artist mailing address
Artist contact number
Artist federal ID or Social Security number
Artist fee
Any additional artist requirements
Location of program
Artist set-up time, start time and end time
Date of program
Description of services provided

Student Activities suggests asking to see a copy of the tech rider and the hospitality rider prior to making any
commitment.

The university Purchasing Department will be used for all below listed items that will be subsidized by the SGA
Appropriations Committee. All other items not subsidized can still be purchased through the Purchasing
Department.

Items required to be acquired through Purchasing:
Member T-shirts and Polo Shirts
University Giveaway Items: pens, Frisbees, etc.
Professionally Printed Banners
Any items that require the Johnson & Wales University logo

The function of the Purchasing Department is to insure that the University is paying the best price possible for a
particular item through a bidding process. Although the University uses the bid process, there will be certain
items that will not need to go out to bid. Items like DJs, hotel rooms, conference fees, and bands are examples.

CONTRACTS
PURCHASING GUIDELINES
24

Process for submitting a purchasing request form
4. Then click on the Purchasing Request Form link
a. Make sure to upload all supporting documents.
6. Submit the form (Review process may take 2-3 business days to begin)
7. If the form is properly submitted and all supporting documents attached, the information will be sent to
Purchasing to receive a quote. Student Activities will be in communication with the club.
If your club is interested in purchasing an item, complete the Purchasing Request Form. For the lowest cost and for
on time arrival, the purchasing process should begin at least three (3) weeks before the date required.

Approval of Purchasing Request Form does not guarantee funds from the SGA Appropriations Committee.
Clubs still need to follow the Funding Request guidelines to request funding, if needed.
The length of time to process the request does depend heavily on the content provided by the club. Please
ensure all logos, graphics, designs, quantities, etc. are clearly thought through prior to submission.
Please do not contact the Purchasing Department on your own.

Student organizations may not use the Johnson & Wales University name in
association with any logo outside of the new student organization logo templates
(www.jwu.edu/standards > Graphic Standards > Other Approved Logos > Student
Organizations).

If a logo is currently in use which utilizes the university name, please consider
updating it. If a fee is associated with updating the logo, please contact Student
Activities.

To address the numerous student organizations and associations on all JWU
campuses, specific guidelines have been created for graphic identification (see
above link). Alternate designs are available for use in publications and on apparel.
All designs incorporate either the university logo, or the JWU acronym. All three
versions also include options in full-color (on a white or light color background),
black and white, and reversed white for apparel specifically (knocked out on a dark
color background).

STUDENT ORGANIZATION LOGOS
Purchasing Request Process

25

Friday, September 27
8:00pm
Wildcat Den

Hosted by:
The
Gaming Club

All posted advertisements for student clubs and organizations must be approved through Student Activities or an
individual designated by Student Activities. Only active or petitioning recognized clubs/organizations may have
items approved. All flyers must be reviewed for content by a designated staff member from Student Activities.
Student Activities reserves the right to reject any flyer.

Posting Guidelines & Information:
As a general rule, any material or flyer that is determined to be illegal, unethical, harassing or targets an
individual or group in a demeaning manner or promotes the use of alcohol, its consumption or sale, illegal
drug use or hazing will not be approved.
Absolutely no materials (posters, flyers, pamphlets, newspapers,
etc.) can be posted anywhere on our campus unless they contain the
following information:
o Name of sponsoring organization
o Name of program/event
o Date of program
o Time of program
o Location of program
Only authorized bulletin boards are to be used to display approved
posters and flyers.
o Bulletin boards throughout campus that are marked as
reserved for the specific use of one office or department
may not be used.
o Any materials hung in the hallways, on doors, walls or
windows of any building and classroom, or on trees,
telephone poles, etc. or other unauthorized areas, whether
they carry the appropriate approval or not, will be
immediately removed.
All flyers must be taken down within a reasonable time frame after
the event or meeting is over.

Our students are held to high standards as defined in the Student Code of Conduct and other university policies,
procedures, and rules. Students remain subject to the provisions of the Student Code of Conduct and university
policies, procedures and rules at all times, including while engaged in activities of university recognized student
clubs and organizations (each, a Group).

In addition, Groups are also held to the same high standards of conduct. Leaders and members of Groups should
at all times be aware that the actions of the Group and its leaders and members, as well as individuals who are
authorized or permitted to represent themselves as connected to the Group (Group Representatives) and guests
of the Group (Group Guests), reflect on both the university and the Group. As a result, a Group may be held
responsible for both the Groups misconduct and for the misconduct of any one or more of its leaders, members,
Group Responsibility Policy and Group Conduct Review Process

POSTING GUIDELINES
UNIVERSITY POLICIES
26
Group Representatives and/or Group Guests. Such misconduct includes any violation of the Student Code of
Conduct or any other university policy, rule, or procedure, including but not limited to:

Hazing;
Theft;
Assault;
Vandalism;
Bullying or harassment;
Dishonesty;
Any violation of the policy regarding Prohibited
Discrimination and Harassment, Including
Sexual Harassment and Sexual Misconduct;
Any violation of the Drug and Alcohol Policy;
Any violation of the Good Neighbor Policy;
Any violation of Residential Life policies and
rules;
Any violation of Student Activities rules
governing student clubs, organizations,
fraternities, sororities, and Greek social
fellowships;
Any violation of any academic policies;
Any misappropriation or misuse of Group funds
or university funds;
Any violation of any federal, state, or local law,
regulation, rule or ordinance

When:
o Members of the Group act in concert with respect to misconduct;
o The leader or member, of a Group or Group Representative or Group Guest committing the misconduct
was either acting on behalf of the Group or engaged in an Group-sponsored, financed or endorsed activity;
o The misconduct of the leader, member, Group Representative or Group Guest grows out of, occurs during,
or is related to any Group-sponsored, financed or endorsed activity or event or environment created by the
Group;
o One or more Group leader(s) has knowledge of the misconduct or incident before or while it occurred and
failed to take corrective action; or
o A pattern of individual misconduct by Group members is found to exist.

The university administers the Group Responsibility Policy and the Group Conduct Review process for university
Groups in good faith, making every reasonable effort to be fair to all involved. Groups may participate in the
Group Conduct Review process without having past conduct violations discussed or used when a decision is
being made concerning a current alleged violation; however, past violations may be considered when determining
a sanction for a Group found responsible under this policy. All students have the obligation to participate in the
Group Conduct Review Process, as a witness or otherwise, when asked by Student Affairs staff.

The Office of Student Conduct generally follows the procedures under the University Communications with
Students Policy whenever contact with students or Groups is necessary.

The universitys Group Conduct Review Process does not replace the Student Conduct Review Process with
respect to individual students nor does it serve as an extension of or replacement for the local, state, or federal
civil or criminal court system. In addition, the outcome of civil or criminal proceedings concerning a violation
will not control or be binding on the outcome of the universitys Group Conduct Review Process for the same
violation. All Groups should be aware that it is the policy of the university to cooperate with local, state, and
federal law enforcement authorities in the investigation of crime. The university will not provide a sanctuary
against criminal prosecution and, except for very minor violations, will inform law enforcement authorities when
criminal behavior is alleged.

27
How the process works

Reports of Violations and Notification
Any member of the university community who witnesses or becomes aware of an alleged violation of the Student
Code of Conduct should report the violation to Campus Safety & Security, any member of the Student Activities
staff, the Dean of Students, or Student Conduct. Once an alleged violation is reported, an incident report will be
prepared describing the nature and circumstances of the incident and the parties involved. Campus Safety &
Security or the Office of Student Conduct may conduct further investigation if additional or supplemental
information is needed for the incident report. All incident reports that imply Group involvement are reviewed in
Student Conduct with consultation of Student Activities and those that warrant action are then referred for
hearing.

If Student Conduct and Student Activities determine that the misconduct potentially falls within the parameters of
this policy, the Group will be notified (through their leaders) of that determination with a request for a meeting.
The Dean of Students or his/her designee reserves the right to place a Group on interim suspension or to
administer other sanctions pending the outcome of the Group Conduct Review Process.

There are two types of Group Conduct Review hearings at Johnson & Wales: administrative hearings and
hearings by a panel. Administrative hearings are held before a single hearing officer, who is usually a staff
member from Student Activities, Student Conduct, or another senior administrator. Panel hearings are conducted
in front of a panel made up of faculty, staff and/or students. In both cases, the role of the hearing officer or panel
is to consider information provided from the investigation, from the accused Group and, to the extent necessary,
from any complainants, participants or witnesses, in order to make a finding of responsible or not responsible.
More serious violations or violations that may result in a sanction of dismissal or suspension are generally
referred to a hearing panel, while less serious violations are generally referred for an administrative hearing.

When an incident report is referred for a hearing, the Group president will receive a notification describing the
alleged violation and indicating the time and place for the hearing or a pre-hearing conference. Any unexcused
failure to attend a hearing or conference will result in the hearing being held in the absence of Group leaders at
which the hearing officer or panel will not have heard the Groups side of the story. If the Group has a legitimate
need to reschedule a hearing or conference, the Groups president or designee must contact the designated hearing
officer from Student Activities or Student Conduct as early as possible before the scheduled date to request
rescheduling.

Hearing Procedures
The president and/or his/her designee of the Group may participate in the Group Conduct Review Process. They
may bring any relevant materials and witnesses with personal knowledge of the incident to the hearing. If the
Groups hearing is scheduled before a hearing panel, the Group (by its president and/or his/her designee) will
have the option of requesting a student or staff advisor from a group of trained volunteers who can help the Group
through the process and accompany the Group leaders to the hearing. Groups may also have their organization
advisor and/or a Student Activities staff member, act as their advisor. Except for witnesses, Group member(s)
whose misconduct is the subject of the hearing and your assigned student or staff advisor, other people may not
attend the hearing with the president and/or his/her designee. At a pre-hearing conference (for panel hearings) or
before the hearing gets underway (for administrative hearings), Groups leader(s) may be asked whether they wish
to waive the hearing by acknowledging the Groups responsibility in the incident and signing a waiver that will
set forth the sanctions, if any, imposed.

If the hearing is not waived in this manner, the hearing will proceed and the hearing officer or hearing panel will
outline the process for the Groups leaders (president and/or his/her designee);
review the incident report and/or allegations and any supplemental information;
hear or review any statements the Groups leaders may wish to make relating to the incident;
28
hear or review the statements of witnesses and Group member(s) subject to the allegation of misconduct
that the Group leaders may have brought who have relevant and personal knowledge of the incident (but
other witnesses, such as character witnesses, will not be allowed to attend or be heard);
hear or review the statements of other relevant witnesses (and where confidentiality is a consideration, the
identity of such witnesses will not be disclosed to you);
either defer the decision or render a decision that the Group is responsible or not responsible (utilizing the
more likely than not standard); and
if the Group is found responsible, recommend one or more sanctions to the Directors of Student Conduct
and Student Activities.
The Directors of Student Conduct and Student Activities will review the recommendation and make a final
determination of appropriate sanction(s) (taking into consideration the Groups and its members prior
disciplinary records). The Group will receive a final written decision from the Office of Student Conduct which
will set forth the final result and the sanction(s) imposed. The written decision will also describe the appeal
process and let the Group know the identity of its appeal officer and the deadline for filing an appeal.

Sanctions
If a Group is found responsible under the Group Responsibility policy, the Group will be given one or more
sanctions. Sanctions are designed to help prevent future misconduct, to educate the Group and its leaders and
members on appropriate behavior required to succeed in the workplace and live in society, and, where
appropriate, to remedy any damage done.

Withdrawal of University Recognition/Banning of the Group
Withdrawal of university recognition for a Group and/or banning of a formerly recognized Group mean that the
Group may no longer exist as a group at the university and that students may no longer participate in that Group
as members, leaders or otherwise. Any student who continues to participate in or accept members into any group
that the university has banned will be subject to the Student Conduct Review Process. Withdrawal of university
recognition will require the Group to reapply for any university recognition which application may not take place
prior to four calendar years. Conditions for future recognition may also be specified.

Suspension of University Recognition
Suspension of university recognition for a Group means that the Group may not exist as a group at the university
during the stated period of the suspension and that students may not participate in that Group as members, leaders
or otherwise during the stated period of the suspension. Any student who continues to participate in or accept
members into any group which university has suspended will be subject the Student Conduct Review Process.
Loss of university recognition for more than two consecutive academic years will require the Group to reapply for
university recognition. Conditions for future recognition may be specified.

Suspension of Group Privileges
Suspension of a Groups privileges includes, but is not limited to, suspension or limitation of any of the Groups
privileges, including, but not limited to, university funding, holding events and/or meetings, accepting new
members, or participating as a group in University/campus events during the stated period of the suspension. The
Group may not participate in any of the suspended privileges during the stated period of the suspension.

Interim Suspension of University Recognition or Group Privileges
An immediate, temporary suspension which remains in effect until the Group Conduct Review Process can take
place. An interim suspension can be a suspension for university recognition or a suspension of Group privileges.
Interim suspensions are used when the university perceives that because of the alleged misconduct or other
factors, an interim suspension is advisable to help protect an individual or the university community, to protect
property, or to protect the normal operations of the university, during the period prior to the Group Conduct
Review Process. Any student who continues to participate in or accept members into any Group which university
has suspended (other than as part of the Group Conduct Review proceeding) will be subject the Student Conduct
Review Process.
29

Deferred Withdrawal or Suspension of University Recognition or Group Privileges
A Group that receives a deferred withdrawal or suspension of any type (university recognition or privileges) faces
actual withdrawal or suspension if the Group is found responsible for a further violation of the Group
Responsibility Policy while on deferred withdrawal or suspension. A sanction of deferred withdrawal or
suspension will remain in place for at least two academic terms.

Conduct Probation
A trial period during which a Group is given time to demonstrate that the Group, its leaders, members, Group
Representatives, and Group Guests will not engage in the same or similar misconduct again. If found responsible
for a second violation of the same or a similar type while on probation, a Group will at a minimum receive a
sanction of deferred suspension. Groups placed on probation may also be subject to suspension of certain
privileges.

Fines
Monetary penalties that must be paid from the Groups funds by a specified date. Fines must be paid by the date
specified when the sanction is given.

Restitution and Apology
The purpose of restitution is to make good or compensate an individual or the university for loss, damage, or
injury caused by misconduct. Restitution can take the form of a monetary payment for the Groups funds. An
apology must be made in writing and submitted to Student Conduct/Student Activities signed by the Group
leaders, which will forward it to the appropriate party. Restitution must be completed and letters of apology must
be submitted by the date specified when the sanction is given.

Campus Service
Includes the Group providing services to the university for a specified number of hours or completing an on-
campus work or service project. Campus service must be completed by the Group by the date specified when the
sanction is given.

Group Educational Project
A research, writing, or other educational project designed by the Group in coordination with Student Activities
and/or Student Conduct on topics relevant to the misconduct for which the Group is found responsible. The
Group Educational Project, when completed and approved by Student Activities, must be presented by the Group
to all Group members by the date specified when the sanction is given.

Letter of Censure/Reprimand
A letter issued by Student Activities and/or Student Conduct to a Group with copy to associated advisory boards
and/or national or international organizations.

Wearing of student organization stoles or cords:

University policy states that NO student group, club or organization is allowed to wear organization stoles or
cords at graduation. Since Commencement is an academic ceremony, only academic honors cords and honors
program stoles are allowed to be worn.

Student organizations are encouraged to wear and display their cords or stoles during end of year club meetings,
club ceremonies or the Student Recognition Night Ceremony.

Commencement Activities

30

All active student organizations, which have been active since December 20, 2013, are eligible to apply for and
receive awards. Student Recognition Night will be held May 15, 2013 in the Hance Auditorium. Below are the
five awards that your organizations are eligible for.

Community Service Award
This award goes a student organization that has shown consistent and dedicated involvement to Johnson & Wales
University and the surrounding community through service and outreach.

Campus Program of the Year
This award recognizes the excellent efforts by a student organization for the design and execution of a particular
program. Awarded programs should reach a broad audience and have campus wide visibility.

Advisor of the Year
This award was created to recognize faculty and staff members who have done an outstanding job in advising a
student organization. Their contributions to the success and support of student organizations at JWU have truly
enhanced campus life.

Synergy Award
This award recognizes two or more organizations who have worked closely together to brainstorm, plan, execute
and evaluate a successful campus program or community service project.

Student Organization of the Year
This award has been established to acknowledge and recognize a clubs significant contributions to the Johnson &
Wales University community. This group should support student life, maintain a dedicated membership, be
active in campus-wide student leader meetings and be a positive impact on campus organizational life.

Campus Resource Contact Numbers

Department/Location
Extension
(980-598-xxxx)
Department/Location
Extension
(980-598-xxxx)
Accounting 1034 Library 1600
Admissions 1100 Printing & Mailing Services 1650
Athletics 1840 Public Relations (Information Line) 4636
Campus Activities Board (CAB) 1817 Purchasing 1474
Center for Academic Support 1500 Residential Life 1800
College of Culinary Arts 1440 Safety & Security 1900
College of Business 3100 School of Arts & Sciences 3200
Community Outreach 1005 Student Academic & Financial Services 1300
Development & Alumni Relations 1226 Student Activities 1810
Campus Dining 1950 Student Activities On-Call Phone 704-913-2555
Experiential Education & Career Services 1200 Student Affairs 1830
Facilities Management 1925 Student Center Front Desk 1890
Health & Counseling Services 1700 Student Government Association (SGA) 1816
The Hospitality College 1515 University Events Center 1471
Information Technology Services 866-598-4357 The Village Bookstore 1250
STUDENT RECOGNITION NIGHT
UNIVERSITY INFORMATION
31
The below calendar is meant to assist student organizations in the year long planning process. The calander consists of
large scale events, training sessions and the newly added Wildcat Pride Initiatives.
Wildcat Pride Initiatives are indicated with a JWU Wildcat logo.
These initiatives are designed to build a vibrant and positive JWU campus community and Student Activities hopes all
student organizations will be able to participate in some or all of the programs.

September
Date Program Time Location
6-7

New Student Move In 11:00am 5:00pm
Cedar Hall South &
Cedar Hall North
9

Convocation 5:00pm Student Center Gymnasium
11

Womens Volleyball First Home Game 7:00pm Student Center Gymnasium
12 Involvement Network Training 2:00pm - 3:00pm Academic Center room 433
14

PAWlooza 6:00 10:00pm
Parking Lot A
(rain location Student Center)
17 SGA Appropriations Meeting 4:00 5:00pm Student Activities Conference Room
17 SGA Student Organization Oversight Committee Meeting TBA TBA
20
Club Training Day I
New & returning advisors encouraged to participate
1:30 5:00pm University Events Center
20 Last Day to Re-Register Club on the Involvement Network
24 Advisor Training (returning advisors) 9:30 10:00am Student Activities Conference Room
25

Club Fair Festival 11:30am 2:30pm
Academic Center Courtyard
(rain location Student Center)
26 Advisor Training (returning advisors) 2:30 3:00pm Student Activities Conference Room
27 Advisor Training (new advisors) 10:00 11:00am Cedar Hall South Classroom
27 Involvement Network Training 12:00pm-1:00pm Academic Center room 433
27-28

JWU Olympiad
Student Center &
Residence Hall Quad

October
4 Advisor Appreciation Event 1:00 2:00pm University Events Center
4 Advisor Training (new advisors) 3:00 4:00pm Cedar Hall South Classroom
Fall Term

IMPORTANT DATES
32
October (cont)
7 Tier III Action Plan Due 8:00am Involvement Network
18-20

Family Weekend www.jwu.edu/charlotte/familyweekend
30- Nov 2 Fall Fest

November
18-21 Fall Term Finals
22-Dec 2 Term Break

December
3 Winter Term Begins
3 SGA Appropriations TBA Student Activities Conference Room
11 Last day to change Tier Level
11 Involvement Network Training 2:00pm-3:00pm TBA
13 Club Training Day II 1:30 4:00 pm University Events Center
17 SGA Appropriations Meeting TBA Student Activities Conference Room
20-Jan. 5 Winter Break

January
13 Tier III Action Plan Due (if club changed tier level) 8:00am Involvement Network
22

Club Fair Festival II 11:30am 2:30pm Student Center
22-25 Winter Fest

February
Winter Term

33
February (cont)
24-28 Winter Term Finals

March
1-10 Spring Break
11 Spring Term Begins

April
4
Club Training Day III
New & returning advisors encouraged to participate
1:30 4:00 pm University Events Center
4 Last Day To Submit Travel Requests
18 Last Day To Submit Event Request Forms TBA TBA
25 Last Day To Submit Meeting/Practice/Fundraiser Request Forms
28 Student Recognition Night Awards Packet Due 10:00am Involvement Network
30-May 3 Spring Fest

May
15

Student Recognition Night Ceremony 6:00pm University Events Center
13-14 Spring Term Finals
24

Commencement 10:00am Time Warner Cable Arena

Summer (Between Commencement and Labor Day)
Thank you for all your hard work this year. Enjoy your time off!!
Remember to occasionally check the Involvement Network and your student email for messages related to student organizations.
Events and meetings will not be approved during this time frame.

Spring Term

Student Organizations Handbook '13-'14 (Original)

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