Student Organization Manual

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A publication of the Office of Student Involvement

© 2012 Monmouth College

The Mission of Monmouth College

Monmouth College was founded in 1853 by pioneering Presbyterians. As a campus community

we honor that heritage and value religious diversity as we explore the spiritual dimension of

human existence and the relationship between faith and knowledge. As both observers and

participants we seek to deepen our understanding and appreciation of the creative tension that

exists among the principles of democracy, pluralism, equality, and freedom in our own nation

and beyond.

As a community of learners we strive to create and sustain an environment that is value-

centered, intellectually challenging, aesthetically inspiring, and culturally diverse; and we hold

as central our commitment to liberal arts education and to one another.

We integrate a four-year program of general education with in-depth study in the major and a

rich array of co-curricular activities in order to foster the discovery of connections among

disciplines and of larger patterns of meaning.

Through these experiences, we help our students explore multiple perspectives on the human

condition and prepare themselves for rich personal and professional lives—for leadership,

citizenship, and service in a global context.

Welcome to the 2015 fall semester! This year brings with it

many changes and opportunities and we hope you take

advantage of everything Monmouth College offers.

The Office of Student Involvement is the main hub for student

organizations on campus. The office is a part of the Wackerle

Career and Leadership Center, which is a department within the

Division of Student Affairs.

It is our hope that this manual will answer your questions, help

clarify policies, get your organization started on campus, and

give you good ideas in order to run a successful organization.

Our door is always open in the Office of Student Involvement so

don’t be a stranger!

Division of Student Affairs

Mission

The mission of the Division of

Student Affairs is to create

extended student learning

opportunities outside of the

classroom that create in

students an understanding of

citizenship, leadership,

service, the world and its

people.

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Table of Contents

Student Organization Manual

3-4 GENERAL INFORMATION

3 Important Phone Numbers 4 Office of Student Involvement 4 Involvement Fair 4 Community Engagement 4 Leadership Workshops

4-8 REGISTRATION AND RECOGNITION PROCEDURES

5 Student Organizations and Recognition 5-6 Benefits of Recognition 6 New Organization Recognition Process 6 Un-recognized Student Organizations 7 Annual Recognition Requirements 7 Student Organization Advisors

8-15 OPERATING AN ORGANIZATION

8 Reserving Space on Campus 8 Food Guidelines Across Campus 9 Audio-Visual Equipment Rental 9 Decorations and Use of Tape in Campus Spaces 9 Accessibility Considerations 10 Alcohol at Events 11 Event Publicity 12 Posting of Signs 12 Showing Films on Campus 13 Setting Up an Organization Bank Account on Campus 13 Collecting Income and Fundraising 14 Paying Bills 14 Fundraising Request Form 15 Student Mail 15 Transportation Options for Student Organizations 15 T-Shirt Policy of Monmouth College

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General Information

IMPORTANT PHONE NUMBERS

Academic Affairs ………. 457-2325 Admissions ………. 457-2131 Alumni Programs ………. 457-2316 AMBULANCE/FIRE/POLICE ………. 457-2911 Athletic Department ………. 457-2176 Boone House ………. 457-2204 Business Office ………. 457-2124 Campus Events ………. 457-2345 Campus Services ………. 457-2126 Chaplain ………. 457-2380 Counseling Center ………. 457-2353 Food Service Office ………. 457-2346 Health and Fitness Center ………. 457-2176 Library ………. 457-2190 Office of Student Involvement ………. 457-2268 Stockdale Center ………. 457-2345 Residence Life ………. 457-2113 Student Affairs ………. 457-2114 Student Publications ………. 457-3456 TROUBLE DESK ………. 457-3333 Trotter Fitness Complex ………. 457-3626 Underground Café ………. 457-3017 Wackerle Career and Leadership ………. 457-2115 WMCR ………. 457-2377

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General Information

What is the Office of Student Involvement? The Office of Student Involvement specializes in student involvement and leadership and provides programming assistance to student organizations.

Where is the Office of Student Involvement?

The office is located in the lower level of the Stockdale Center.

When is it Open?

The office is open Monday through Friday from 8:00 AM to 5:00 PM. We are closed on the weekends and college holidays. What exactly can the Office of Student Involvement offer me?

Opportunities for Involvement

Student Organization Mailboxes

Policy Interpretation

Programming Resources

Supplies The following is a compilation of materials offered:

Resources/Handouts:

Motivation

Brainstorming

Goal Setting

Event Planning

Parliamentary Procedure

Constitution Support

Conflict Resolution

Team Building Activities/Materials

Stress Management

Time Management

Supplies:

Butcher Paper in assorted colors

Colored Paper

Lamination

Markers and Crayons

Binding Equipment

Certificate Paper

Stencils

*There are many additional resources available in the Office of Student Involvement. Please stop by and take advantage of them.

Involvement Fair This is an opportunity for you to advertise your organization to the entire campus. During the New Student Orientation weekend the Office of Student Involvement sponsors a fair on campus where student

organizations can display signs and other material to gather interest for their groups. Some suggestions are:

Have materials to give to the students who stop at your table so that they have something to look at to remind them what the organization is. In that pamphlet include contact information and upcoming events.

Have bright and colorful posters that can be seen from

far away.

Have your people at the table dress in the same colored shirts.

Be creative in ways to get people to your table, such as free shirts, karaoke, sundaes, etc.

Don’t be afraid to talk to students! Let them know why you joined the organization and how it is benefiting you.

Most importantly, make sure that the people working the table are having fun so that those walking by will see that your group actually enjoys what they are doing and likes to hang out with each other.

Community Engagement Fact: 85% of your time is spent outside of the classroom. Volunteering looks good for your organization, for your resume, and makes

others feel good about the work that they have done. Students and student organizations can find volunteer opportunities by visiting the Office of Student Involvement which has many opportunities to volunteer and other contact and resource information. Leadership Workshops Each semester the Wackerle Career and Leadership Center sponsors a leadership conference called Scots’ Connection Conference for campus leaders. These conferences help students become better leaders in their organizations, teams, and is a great way to meet and network with alumni. For more information on when these workshops are being held, please contact the Wackerle Career and Leadership Center at 309-457-2115. *Also look in your mail boxes and around campus for information throughout the year.

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Registration and Recognition

What constitutes a student organization at Mon-mouth College? A student organization is defined as a group of Monmouth College students who unite to promote or celebrate a common interest. While student organizations of the College may recognize members from other schools, faculty, staff, or community members, the bulk of the organization must be Monmouth College undergraduates. Additionally, only currently enrolled undergraduates are permitted to serve as officers of officially recognized student organizations.

What are the different categories of student organizations? Student organizations are put into broad categories that assist interested students in locating a suitable organization for their needs. They are as follows:

Departmental Affiliated with a College department.

Honorary Main purpose is to recognize the attainment of

scholarship of superior quality. There are honoraries for each class, special interest, as well as for almost all of the academic disciplines.

Governing Body Elected to represent a number of organizations in the same categories.

International/Cultural Mission is to study or promote the culture of other nations and/or ethnic groups.

Service Mission is to provide service to Monmouth College and/or the Monmouth community.

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

Political Mission is to further the interest of a particular

political group or issue.

Professional Mission relating to a professional career, many of which are nationally affiliated.

Sports/Athletics Mission is to promote a common interest and to foster participation, officiating of and competition in a

specific sport or recreational activity.

Special Interest Mission does not coincide with any of the other

categories.

Social Greek Letter Private, national or international Social Greek Letter, voluntary associations.

Why does the College recognize student organiza-tions?

Each undergraduate organization leaves a special mark on the cultural, social, and intellectual life of Monmouth College. The College recognizes the vital contributions that student organizations make to the quality of life on campus and seeks to fulfill its commitment to free inquiry and to an education encompassing the whole person.

Recognition of Student Organizations The Student Affairs Committee of the Faculty is a committee that meets on an as needed basis during the academic year to discuss issues of importance regarding co-curricular and social life of students at the College. This committee has the responsibility to recommend official recognition of undergraduate organizations to the Faculty Senate and to establish regulations for their governance. The College assumes that organizations will comply with the understandings reached at the time of recognition. If the Student Affairs Committee of the Faculty determines that a student organization has failed to abide by these criteria or the regulations posted, it may revoke the organization’s recognition. Student organizations must also register each year with the Office of Student Involvement to continue their official College recognition. Recognition of any organization is not to be interpreted as an endorsement by the College of the purpose, activities, partisan political position, or point of view.

What are the benefits of official recognition? There are many benefits to becoming a registered student organization at Monmouth College, some of which include:

Advising Assistance from the Office of Student Involvement staff members and other relevant offices on campus pertaining to your organization.

Banking Free banking services through the Business Office in Poling Hall including tax-exempt status (as part of Monmouth College).

Email Access to a College email address for your organization.

Facilities Access to Monmouth College facilities and space for student activities, meetings, and events.

Funding Eligibility for funding through the Associated Students of Monmouth College.

Continued on next page...

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Registration and Recognition

4. Upon receiving a favorable recommendation from the Executive Committee of ASMC, the proposal will be brought to a vote before the Student Senate.

5. Upon receiving a favorable recommendation from the Student Senate, the ASMC Student Affairs representative will recommend to the Student Affairs committee of the faculty that a group’s proposal be brought to a vote.

6. The Student Affairs Committee of the faculty will conduct a review of the petitioning organization according to its own criteria. (A copy of the committee’s criteria for recognition may be obtained from the committee chair of rom the Office of Student Affairs). If deemed appropriate, the committee will recommend to the faculty as a whole that the group be formally recognized as a Monmouth College student organization. The Student Affairs Committee of the faculty must approve all appointments of faculty advisors.

7. Recognition does not occur until voted by the faculty. The College strongly supports the creative thinking of students and encourages them to identify opportunities to create new student organizations on campus. Student Organizations should add value to the campus experience, contribute positively to the overall mission of the institution, and must be in line with institution values including, but not limited to, the College non-discrimination policy. All new student organizations are given the same oversight and support as the process unfolds. Be sure to check with the Office of Student Involvement for any updates to this process.

The benefits of official recognition continued...

Information Receive useful up-to-date information for registered student organizations.

Leadership Tips Handouts on basic leadership tips for student organizations are available in the Office of Student Involvement.

Name Permission to use “Monmouth College” in association with the student organization name.

Promotion Access to free table space at the annual Student

Involvement Fair, listing of student organization name in College publications and on the College website, permission to post events on the College Web Calendar, and use of designated bulletin boards throughout campus.

Resources Access to College audiovisual equipment, staging,

tables, chairs, etc. for events and activities.

Web page Access to create an organization website linked to the Monmouth College web page.

How does the process of recognition work for new student organizations? Process for becoming a recognized student organization at Monmouth College Steps on this checklist should be completed in the order they are listed.

1. The group, which consists of currently enrolled students, will develop a constitution (and by-laws if appropriate) and seek a member of the faculty or staff willing to serve as an advisor.

2. Upon completion of step 1 the organization will schedule a meeting with a representative from the Office of Student Involvement to present their proposal to seek official recognition. The representative from the Office of Student Involvement will assist the group in seeking approval by first reviewing the proposed constitution (and by-laws if appropriate) for content and structure.

3. Upon receiving a favorable recommendation from the Office of Student Involvement, the representative will recommend to the Executive Committee of ASMC that the proposal be brought to a Student Senate vote.

A note on un-recognized student organizations From time to time, undergraduates raise questions about their membership in non-Monmouth organizations. It is important that students make well-informed decisions when considering membership in these organizations. While some of these organizations may officially be recognized at other colleges, universities, and towns, they are not permitted to conduct activities at Monmouth College without permission from the proper college bodies. The regulations at Monmouth College require that undergraduate organizations maintain local autonomy. This means that they can have no required institutional connections with non-Monmouth organizations and that all policy decisions should be made without obligation to any parent organization. In this way, the independence and integrity of the College is maintained. Monmouth College also requires that organizations not discriminate on the basis of protected status such as religion, sex, age, sexual orientation, race, or gender.

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Registration and Recognition

Student Organization Advisors

At least one faculty advisor is required for all recognized

student organizations. This serves to promote student/

faculty interactions outside of the classroom and allows

faculty to stay connected to student’s co-curricular lives.

Simply having your faculty advisor sign that he or she will

serve as your advisor is not harnessing the contributions

that he or she might offer your organization.

It is important for student organizations to select advisors

who will help the organization meet its goals and provide

guidance along the way. Each year, student organizations

should determine what role they might want their advisor to

assume for the upcoming period and have a conversation

with their advisor about these expectations. Similarly, each

advisor may have his or her own expectations for the group

or the role he or she is willing to play. It is a two-way street

and both advisors and student organizations should ensure

that they are well matched for one another. If not, a more

appropriate fit should be found. Your organization may

select a new advisor at any time. Please notify GLI of any

changes.

Requirements of all student organizations

(new and re-registering organizations)

Students must file information about the previous year’s

activities with the Office of Student Involvement in Stock-

dale each fall semester in order to maintain their

recognized status with the College. In addition, student

organizations must notify the OSI whenever officer changes

occur or there is a change in contact information. At all

times, OSI should have the contact information for all offic-

ers of the organization.

The following are the necessary components of the annual

registration process:

1. An updated copy of the organization’s constitution and

by-laws. Please include even if unchanged from the

previous year.

2. An updated membership roster and officer list updated

in the database. Officer list should include, but is not

limited to, President, Vice-President, Secretary, and

Treasurer

3. Continued abidance of all regulations and policies for

student organizations, including but not limited to: the

use of Monmouth’s name, proper registration for

events, and all other rules outlined in this Student

Organization Handbook.

Sample considerations for selection of a faculty advisor

1. How much involvement is expected/needed?

2. How often does the group meet and do you expect your

advisor to be present at the meetings?

3. How many major activities does your organization

execute each year?

4. How experienced are the officers of the organization?

5. What are some ways that your organization could use

the advice of an advisor? Is there someone at the

College who has particular interest or experience in this

area?

6. What skills would your proposed advisor bring to the

organization? How do these skills match those of your

organization?

7. Are there areas in which you need specific assistance

from your advisor and/or are there areas that are hands-

off for your advisor?

8. If you want your advisor to let you know when they

believe that you are making a mistake as an

organization, how do you want them to express this

concern?

What to provide and expect of your advisor(s):

Student organizations should be sensitive to the

expectations placed on advisors; however, at the same time,

it is perfectly acceptable (and encouraged) that you involve

your advisor in your activities. Here are some possible

expectations your advisor might have about working with

your organization:

1. Give notices of meetings — You should always give

notice of meetings to your advisor and try to include

and invite his or her participation on a mutually agreed

upon level of involvement.

2. Develop relationship with officers—This will help

communication flow easily and establish a base from

which to work from together.

3. Send invitations to events—This is a great way to keep

advisors informed. Try to give enough advance notice

to allow advisors to plan attending an event.

4. Consult on problems — Advisors should be notified of

problems. Their experience and knowledge could be

invaluable in helping to solve the issues productively

and quickly.

5. Provide copies of minutes — Advisors should regularly

receive any document produced by your organization

(e.g. minutes, agendas, etc.).

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Operating an Organization

The success of your organization’s events will rely on how

prepared you are for the unexpected. However, your

organization should try to anticipate everything by

systematically following these steps and remaining

organized throughout the process. Obviously, smaller

meetings are less complex than campus-wide events. You

should recognize the scope of your event and plan

accordingly. Avoid last minute stress, anxiety, or even the

need to cancel your event by adhering to the necessary

steps.

1. Brainstorm ideas. Keep in mind why are you having

the event, the mission of the organization, what the

event will provide to the College community, and how

you can collaborate with other student organizations to

plan the event.

2. Establish a budget and determine if your organization

has enough money to cover the expenses of the

program or if you will need to develop fundraising

plans.

3. Work with appropriate administration to receive

permission to hold the event. Be aware of any

necessary waivers or releases. You should not continue

with the event planning if you have not received

permission to hold this event.

4. Develop program goals, timelines, a master task list,

and how responsibilities will be delegated.

Communicate often with those involved and ensure that

everyone is aware of their particular responsibilities.

5. If necessary, work with the College’s offices/

departments when inviting dignitaries or other high-

profile performers, speakers, or guests.

6. Reserve a room location or site. Make sure that the

room or location is accessible for students with

disabilities. To reserve space contact the Stockdale

Center.

7. If you require a contract with a disc jockey, performer,

or venue, be sure to follow the contract guidelines and

have the contract reviewed by the Stockdale Center

office.

8. Make necessary equipment arrangements including

audio-visual, sound, light, staging, maintenance, etc.

9. Make travel arrangements, if necessary, for your

organization’s members or invited guests.

10. Order catering, food, etc.

11. Develop a press kit, publicity materials, t-shirts, or

other

Reserving Space on Campus

It is strongly recommended that you place your

organization’s request at least 14 working days prior to

your event to ensure space availability. When you request

a space, please remember that this is only a request.

Rooms are not guaranteed until an approval e-mail is

delivered to you. Do not advertise meeting or event

locations until this application is processed and confirmed.

1. Visit www.monmouthcollege.edu

2. Top right corner, click “Quicklinks”

3. Select “calendars”

4. Click on “campus calendar”

5. On this page you will see a list of all meetings/events

happening on campus.

6. To reserve a location, click on the blue text “Room

Request” 7. Follow the prompts. You will receive a confirmation

of receipt email upon completion, and then a

confirmation email for your space.

Food Guidelines Across Campus If a meal is being served, it is YOUR

RESPONSIBILITY TO CONTACT FOOD

SERVICE (2346). The Stockdale Center will only

reserve the meeting space.

All food served in the Stockdale Center must be

ordered through ARAMARK. No outside vendors

may provide food.

Meal exchanges will only occur at the discretion of

ARAMARK.

One meal exchange per night will be permitted on a

first come, first served basis.

Meal exchanges may only occur in the Highlander

Room, Private Dining Room and Tartan Room.

Food Service has the right to decline a meal exchange

according to their policies, even if the room is

available.

Student Organization Food Guidelines

Fundraising involving food must be made by a

professional bakery, company or store bought. No

homemade, packaged foods are permitted.

Preferably, all food items should be prepackaged for

sale.

On occasion, food is given away to the campus

community. This should be prepackaged or store

bought. i.e. Cake for Shakespeare’s birthday. Hand

dipping ice cream is not acceptable.

Exceptions to this policy may be granted from the

Associate Dean of Students.

Operating an Organization Reserving Space in the Boone House

The Boone House is a very unique location to host an event.

Note the following guidelines:

No overnight retreats.

Student groups MUST have an advisor present during

the meeting. Name of advisor must be given prior to

the date of the event.

Advisor must sign out the key for the group. No key

will be issued to a student.

House must be left in the condition which it was found,

i.e. trash must be removed, furniture straightened, etc.

Audio-Visual Equipment Rental

Audio-visual equipment that is available in Stockdale

includes: Microphone, Podium, Overhead Projector, LCD

Projector, Slide Projector, Film Projector, TV/VCR, Dry

Erase Board, Flip Chart. This equipment can be reserved

when making space requests.

All audio-visual needs for College group events other than

in the Stockdale Center will need to be made by contacting

the Audio Visual/Information Systems Technician at 309-

457-2193.

Decorations and Use of Tape in Campus Spaces

Decorations must not cause physical damage to the

facility.

Nails, tacks, staples, or other sharp objects are not

permitted to be driven into walls, floors, doors,

ceilings, or tables.

Decorations must not be attached to curtains, blinds, or

air vents.

Only masking tape may be used.

Glue or scotch tape is not to be used on any surface.

The Stockdale Center Office staff can offer suggestions

on ways in which to decorate a space without causing

damage.

Fire extinguishers, alarm pull stations, alarm horn,

strobes, and exit doors and corridors are not to be

hidden or obstructed.

Accessibility Considerations

When planning events that are open to the public, make

sure that your organization’s events are accessible for

students with disabilities. Your organization’s event may

require a sign language interpreter, large print handouts, or

simply making sure that the room you reserve is easily

accessible. Please follow the guidelines below with these

accessibility needs in mind:

1. Clearly list contact information - Clearly list on all

signs, posters, and event, advertisements the contact

information for the member, of your organization who

is aware of and responsible for accessibility concerns.

2. Wheelchair Accessibility - Be aware of the physical

accessibility of the building and specific rooms in

which events are held, as well as the accessibility of

nearby bathrooms. Note the location or absence of

functioning elevators and unobstructed ramps. Also

observe entrances and exits to the event, reception,

and refreshment areas, as well as proximity of

bathrooms to these locations. Consider also the

possibility of extra-wide wheelchairs.

3. Seating - Determine the locations of seats free of line-

sight obstruction or ambient-noise interference. Try to

choose rooms with ramp platforms to most, if not all,

parts of the room.

4. Audio-Visual Equipment - Technological

capabilities available include film and video open

captioning, FM microphones, printed or print

alternative copies of dialogue and scripts of media

presentations, monitors and boards fully visible from

all seats, and amplification appropriate for particular

rooms. For more information, please contact Media

and Technology Services at 309-457-2193. For events

in Stockdale, please call 309-457-2345.

5. Alternative Print - Consider print alternatives,

including handouts in large print or on discs (for

persons who have requested this with advance notice).

Also, please post printed materials electronically, if

possible, for reference after your event.

6. Podium - It is impossible to assume in advance the

needs of all your participants. If the event includes

members of the public as presenters or speakers, be

sure to consider access to the podium and all event

activities.

7. Other considerations - Confirm any requests with

Media Technology Services and pick up any needed

equipment. Assure nearest bathrooms are unlocked.

Locate seats for optimal viewing and listening.

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10

Operating an Organization

Alcohol at Events

Monmouth College seeks to educate students, consistent

with State laws and to understand the use and abuse of

alcoholic beverages. Providing an environment where

students can accept privileges as well as responsibilities

with the use of alcohol is an extension of our educational

role in giving guidance to the learning processes outside the

classroom.

Organizations are bound by Illinois State Law and

Monmouth College policies as found in the Scots Guide.

Illinois State Law

The College will expect to discipline members who, on or

in the immediate vicinity of the campus, violate State law.

Illinois State Laws on Drinking

Any person to whom the sale, gift or delivery of any

alcoholic liquor is prohibited because of age shall not

purchase or accept as a gift such alcoholic liquor.

No person shall transfer, alter, or deface an

identification card, use the identification card of

another, carry or use a false identification, or obtain an

identification card by means of false information.

No person shall purchase, accept delivery of, or have

possession of alcoholic liquor in violation of this

section.

The consumption of alcoholic liquor by any person less

than 21 years of age is forbidden. Whoever violates any

provision of this section shall be guilty of a Class C

misdemeanor.

Every person who is injured in person or property by

any intoxicated person has a right of action in his/her

own name, severally or jointly, against any person who,

by selling or giving alcoholic liquor, causes the

intoxication of such a person.

The State provides penalties for offenders up to one year in

jail and a fine of $1000.

Campus Wide Regulations on Alcohol

1. No person under-age may possess or consume

alcoholic beverages on College property. Members of

the College and visitors are particularly warned against

making alcoholic beverages available to a person who

is under age.

2. A person of legal age may consume alcoholic beverages

in his or her room, a room of another member of legal

age, or in an approved social area.

3. There can be no consumption of alcoholic beverages or

the carrying of open containers in halls of residence or

houses, in public rooms, or in any College building and

public places except as approved in paragraph two and

nine.

4. Alcoholic beverages may not be consumed or carried in

open containers outdoors on the campus.

5. Athletic teams and other traveling groups representing

Monmouth College must abide by the College’s

regulations.

6. No organization may include in its budget funds for the

purchase of alcoholic beverages.

7. No organization may demand from its members monies

for the purchase of alcoholic beverages.

8. Bars are not permitted on campus.

9. A living group may petition the Office of Student Affairs

at the beginning of each semester to establish that persons

of legal age may consume alcoholic beverages in a

lounge or social room. Such a petition must carry the

signatures of three-fourths or more of the membership. In

assessing the petition, the Office of Student Affairs will

consider the prior behavior of the petitioning group.

10. Parties and other social events at which alcohol is

available may be open only to members of the hall,

house, or to specifically invited guests. Food and non-

alcoholic beverages must be made available when alcohol

is present. Sponsors of social events where alcohol is

present must clearly define the length of the events and

provide adequate supervision in the form of chaperones

or social hosts.

11. Advertising of alcohol related events is strictly

prohibited. Advertising which promotes the

excessive use of alcohol is strictly prohibited.

12. Kegs are not permitted on campus.

11

Operating an Organization

Event Publicity

Officially recognized organizations may have their events

publicized on the on-line campus calendar. To have your

event appear on the calendar, please contact Stockdale’s

Office at 309-457-2345.

WMCR

Monmouth College’s radio station. For advertisement call

the station at 309-457-3060.

MC-TV

Monmouth College’s television station. To advertise email

the station in care of Chris Goble: cgoble@monm.edu.

Electronically

Another way to reach many students is through the on-line

campus message boards. It takes little time to post the

event and the best part is that it is free.

Courier

Monmouth College's newspaper. The office is located in

the basement of Stockdale and can be reached by calling

309-457-3456.

Monmouth’s Review Atlas

The community’s newspaper is a great way to advertise

events that are available to the public and students. When

preparing a press release, please consider:

1. Always include a date of release, a contact person with

telephone number, and a headline. Don’t make the

reporter guess what the release is about.

2. Keep the press release to one page by avoiding fluff

and unnecessary information. The lead sentence should

include the most information. Get to the point – why

your event is newsworthy – as quickly as possible.

3. Use plain and simple language and avoid jargon. If you

want to provide background information about the

organization or about the speaker or performer, do so at

the end of the release after you have given the

essentials about date, time, location, tickets, etc.

4. Target your release to the publications likely to be most

interested. Make sure your press release answers how

your event/discovery impacts the readers of these

media outlets. The College Publications Office staff

can help you to identify entertainment, education,

science, or other reporters who might cover your event.

Call the reporters before you send the release and give

them advance information about the event.

Posters/Signs/Flyers, Chalking, and Banners

Once you have confirmation of space for your campus

event, you can publicly advertise your event. It is important

for student organizations to respect the right’s of other

organizations when publicizing events.

Posters/Signs/Flyers

1. Do not post on doors, walls, fences, entry posts, gates,

poles, or sidewalks.

2. You may post on any of the bulletin boards on campus

except for ones sanctioned for departmental or

organizations use only.

3. ALL POSTERS placed in the Stockdale Center must be

approved by the Stockdale office and be stamped

before going up. Suggestion: Create one poster and

get that approved —then make copies of that poster.

4. Posters may be placed on walls with the use of masking

tape or other substances approved by the Stockdale

Center.

Chalking

The campus sidewalks may be chalked; however, DO NOT

chalk walls, buildings, doors, or anything else that is not

considered a sidewalk.

Banners

Regulations for Banners in Stockdale:

Banners in the Stockdale Center are restricted to

approved activities and/or Monmouth College related

functions.

The Stockdale Center office must approve banners.

Campus groups may hang one banner per event, and all

banners should have the name or logo on the banner.

Banners are restricted to the mailroom and brick walls

in the lower level lobby area.

General information banners may be hung for a

maximum of 14 days. Date specific banners will be

removed 48 hours after the advertised event date.

Set-up and removal of banners is the sole responsibility

of the group. The banner area is checked daily, and

banners will be removed and discarded as needed to

comply with this policy.

Hints for a good banner: Use bright colors and make

lettering large; use stencils if possible; avoid brown

paper.

Banners placed in other locations must be cleared

through maintenance by contacting 309-457-2201.

12

Operating an Organization

Showing Film at Monmouth College

Overview

Monmouth College student organizations are required to

follow a number of rules regarding movie showings in the

library’s electronic classroom, HT 109, and other campus

spaces. We have tried to compile all of the regulations in

one place for your convenience.

Public Performance Rights

If you represent an organization or group on campus that

wishes to host the public performance of a movie or video

you should be aware that there are copyright issues

involved in such a presentation. While showing an item for

educational purposes and on a free-of-charge basis are a

good start, even when taken together these factors do not

add up to copyright compliance.

Regarding the performance/display of pre-recorded

videocassettes and DVDs, copyright law automatically

grants usage rights under the following conditions:

1. for the purpose of private, in-home viewing;

2. as part of mediated, face-to-face classroom

instructional activity;

3. if the item has been borrowed or purchased with

public performance rights granted.

If an item is being shown to an unspecified audience in a

public place and/or publicity material was used to promote

the showing beforehand, it is regarded as an instance of

public performance, and usage permission must be

obtained from the distributor of the title before the

showing may occur.

Home vs. Public Viewing

If you rent a film or a videotape/DVD, you always have

permission to show it in your home. The College feels that

the residence halls meet the requirement as homes.

However, no other Monmouth College building qualifies.

Charging Admission

Charging always requires explicit public performance

rights. If your organization wishes to show a film or video

tape/DVD outside a residence hall and/or charge money,

your organization must have an acceptable public

performance rights. There are several ways to obtain these

rights:

Renting the film from a distributor. (The cost of this

solution varies with the popularity of the movie.)

Owning a copy of the movie that comes with public

performance rights.

Getting written public performance rights from the

copyright holder. (We will accept a letter from the

company, filmmaker, producer, or director of the

film.)

The projectionist cannot show the film unless your

organization has obtained the appropriate performance

rights.

Posting of Signs

All materials must be either located on a bulletin board

or concrete block walls. NO MATERIALS MAY BE

POSTED ON PAINTED WALLS.

NO MATERIALS MAY BE POSTED ON THE

GLASS OF THE FRONT OR MAIN DINING ROOM

DOORS

The Stockdale Center will only approve items to be

posted which are materials from recognized campus

groups, departments, and local businesses. No adver-

tisements for alcoholic beverages or parties will be ap-

proved.

Other materials may be approved at the discretion of

the Associate Dean.

All materials will be reviewed for appropriate content

and photos.

Assigned boards are not to be used for general posting,

i.e.: Wellness Center, Wackerle Center and Chaplain’s

Office.

Special Considerations for posting locations may be

made by clearing through the Stockdale Center office.

Only masking tape is permitted to post materials. NO

SCOTCH TAPE.

Any materials posted on surfaces other than bulletin

boards or concrete block will be removed.

Please be considerate of other items posted and do not

post over them.

The Stockdale Center approves posters only for the

sake of keeping control of the number of posters in the

building and for manageability and neatness.

7

Operating an Organization

There are many elements that contribute to strong

organizations. Strong financial management, combined

with adequate resources, can go a long way toward achiev-

ing sustainability for your group.

Officers Responsibility

Officers’ Responsibilities: Checks and Balances. The bot-

tom line: Your organization is responsible for its own fi-

nances and financial records. The College will provide

guidance, if needed, but the responsibility rests with the

leadership of the student organization. In order to maintain

good financial control, it is necessary for more than one

person to hold responsibility for financial transactions. The

philosophy of checks and balances is an important one to

maintain because Monmouth College holds all officers re-

sponsible for any debts incurred on behalf of the organiza-

tion if the organization does not have sufficient funds to pay

for an expense.

Planning the Fiscal Year

The officers of each student organization must determine

for themselves an optimal time at which the finances for the

organization should be wrapped up for the year. This deci-

sion may be based on any number of factors such as the

primary activity of the organization, the end of the academ-

ic year, or prior to or after the election period of new offic-

ers.

Periodic Reporting: Officers should and must know the

financial standing of the organization (income, expenses,

encumbrances, etc.) at all times throughout the year in order

for the organization to make accurate decisions about future

events and expenses. Depending on the complexity of your

student organization, the Treasurer should make no less

than one formal report each semester to the other officers of

the organization (and/or members, depending on the

organization’s constitution). The report must be reviewed

and approved by the officers. All officers should give

signed approval of these reports. (Please note that officers

will be held responsible whether or not these approvals are

made.)

Five Major Financial Functions

Budgeting

Collecting Income

Paying Bills

Bank Reconciliation

Financial Reporting

Budgeting

At the beginning of each fiscal year, the officers should

plan the potential activities of the year and create a budget

for each of these activities. This budget will then provide a

general basis to determine how all funds of the organization

will be used in the coming year. Be certain to document the

key assumptions you have made in creating your budget,

including ticket price, projected number of sales, etc. The

document should include:

Last year’s actual expenses and income.

The present year’s budget (projected expenses and ex-

pected income).

The present year’s actual year-to-date-total expenses

and income.

The variance between budgeted and actual expenses

and income.

Collecting Income

Cash receipts include all revenue collected by your organi-

zation as cash or checks. Whenever possible, it is important

that actual cash not be used by your organization—using

cash for transactions prevents accountability of officers and

is difficult to track and document. Your organization should

request that income to your organization be in the form of a

check or cashier check, made payable to your organization.

All revenue must be deposited in the organization’s bank

account and recorded in an Organizational Receipts Log

immediately upon receipt. Checks should be deposited

frequently (at least weekly). Please remember that all

merchandise sold is subject to sales tax.

13

Setting up a Bank Account with Monmouth College

Officially recognized student organizations are required to

set up a bank account for their organization through the

Business Office located on the main level of Poling Hall.

The business office can be reached by calling 309-457-

2124. Their hours are 9:00 am to 4:30 pm.

BELOW IS A SAMPLE RECIPTS LOG , MEMBERS SHOULD CREATE A SYSTEM THAT

WORKS BEST FOR THE NEEDS OF THE ORGANIZATION

7

Operating an Organization

Paying Bills

Cash disbursement (or “accounts payable”) is the process of

paying the expenses of your organization and entering those

payments in your financial record. (Organizations might

wish to consider purchasing financial management software

to simplify record keeping and reconciliations.) Payments

or reimbursements should only be used for expenses that

are for the purpose of the organization, as the organization

has defined its mission in its constitution. In other words,

student organizations are not permitted to use the

organization’s bank accounts for individuals’ expenses. By

following some simple guidelines, your organization will be

well on the way to good financial management.

DO

Pay bills with checks, not cash.

Require two signatures to make a check valid.

Keep good documentation of bills received and paid.

Pay within the vendor’s terms and avoid interest

charges.

Stamp invoices “paid” to avoid double payments.

Monthly reconciliation of checkbook register.

DON’T

Pay for personal expenses with organizational funds.

Pay bills twice (always mark invoices PAID once

payment is sent).

Pre-sign blank checks.

Write checks payable to cash (except in the case of

petty cash).

Use ATM cards or cash. (They lack the records of

expenditures and deposits that are needed to maintain

internal controls.)

Check Request Form

To pay an invoice (bill) directly to a vendor, the member

requesting the payment should fill out a form and keep it on

record. The form must be submitted with the original

invoice, which clearly documents the nature of the expense,

and packing slip (if applicable). In order to avoid

duplicating payments to vendors, never pay from invoice

copies or statements. This is a common error by student

organizations. Always request new invoices from the

vendor if necessary. Keep invoices on file for five years.

Example of form on following column

Voiding Checks:

If a check is written incorrectly, void it immediately by

writing “VOID” across the face of the check and crossing

out the signatures. Then file the voided check in sequential

order with the canceled checks. Enter the check in the

checkbook register as usual and write “VOID.”

Fundraising Request Form

Student organizations interested in holding a fundraiser for

their organization, or a local or national charity, must

complete the Fundraising Request Form.

This form can be found in the Office of Student

Involvement and must be completed prior to registering

your event or reserving space with the Stockdale Center.

In order for Monmouth College to cut a check to the

charity of your choosing, the institution must have on file

the organizations 501c3 IRS status.

An image of the Fundraising Request form is below.

14

15

Operating an Organization

Student Mail

Mail may be sent to students through the campus post office.

It is only important to have the mail box number on the

publication being sent through the mail box; however,

remember to include contact information on who is sending

the publication out.

Name of Recipient

MC Box #

318 North 9th Street

Monmouth, IL 61642

*Events should be advertised via electronic message boards

or organization mailboxes in GLI*

Campus Mailers

Important documents may be mailed to each student via the

student mailboxes. Student groups may not use student mail

boxes for promotional materials unless each item includes a

box number.

Approved items would include:

Registration Materials: Course Selection Catalog,

Course Schedules, etc.

Campus Crime Reports

Residence Hall Closing Information

Residence Hall Sign Up

Redbooks

Other Emergency Notifications

Transportation Options for Student Organizations

For groups interested in using the College vehicles, please

contact the trouble desk at 457-3333. An online vehicle

request form is available at:

http://www.monm.edu/pdf/FIDC/travel-authorization.pdf.

Costs

- The organization/department using the college

vehicle will be charged per mile for vehicle use.

- In the event that vans are not available, renting

from Lakis Ford is an option. The organization/

department is responsible for all charges

associated with this process.

T-Shirt Policy Monmouth College owns exclusive trademark rights to the

Monmouth College name, corporate logo, athletic logo,

and college seal. Vendors wishing to reproduce the

College name or logos on commercial products must first

obtain a license through the College's licensing agent, the

Licensing Resource Group, Inc.

Use By Individuals or Organizations Individuals and organizations are required to secure design

approval prior to production (this also includes ALL t-

shirt designs). Students must secure approval from the

Office of Residence Life. All others must secure approval

through College Communications ext. 2314. Any use by

individuals or organizations of the Monmouth College

name or logos on printed or promotional material without

advanced approval by the College administration

constitutes trademark infringement and is subject to legal

and/or disciplinary action. Individuals or organizations

wishing to use the Monmouth College name or logos on

printed merchandise are also required to use a licensed

vendor. A list of licensed vendors is available at: http://

department.monm.edu/stuserv/pdf/licensed-vendors.pdf, or

from the offices of College Communications or Residence

Life.

Implied Use of Name

Trademark infringement applies not only to the

unauthorized use of the college name, but also to the

unauthorized implied use of the college name. For

example, a T-shirt produced in conjunction with any

Monmouth College-sponsored event or activity (e.g., Scots

Day) must receive advance institutional approval, even if

the Monmouth College name or logo does not appear on

the shirt.

Enforcement

Individuals, groups and vendors who are involved in the

creation and/or production of a product with the

Monmouth College name, logo or their implication

without authorization should expect a response from the

College either legally or disciplinarily. All questions about

the use or implied use of the Monmouth College name

and/or logos should be directed to the Office or Residence

Life ext. 2113 or the Office of College Communications

ext. 2314.

L e t ’ s p u t

o u r b e s t f o o t

f o r w a r d .

I t ’ s g r e a t t o

b e a S c o t !