Student Activities GENERAL POLICIES

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1 Page 1 Inside this issue: General Policies 1-3 GENERAL POLICIES Program Policies 4-11 Fiscal Policies Facility Policies 14 Publication Policies 15 General Overview: Forms Programming Information University Facilities Preface Registered student organization status is a privilege, and carries with it the ability to utilize the name of Boston University as a designation of affiliation. Each registered student organization has a responsibility to Boston University to adhere to each of the following policies. Recognition recognizes and registers both undergraduate and graduate organizations. How to Form a New Student Organization accepts new group applications at the beginning of the Fall and Spring semesters. New Group applications can be found on youdo beginning every semester and are available for approximately the first three weeks of classes. Before you start, be sure that you have the following information: University Services Student Affairs Business Office What Can SABO Do For Me? Glossary of Terms The names and BU s of your 4 officers. We require that all organizations name a President, Vice President, Secretary, and Treasurer. A membership roster with at least 10 members. The name and address of an individual who must be a full time or part-time exempt staff member to serve as an adviser. The description of your group. A constitution with rules and policies to govern your organization. If you need help with the constitution, you are welcome to download our sample constitution and use it as a guide. You will also have the option to request an address or a website for your student organization, so be thinking of a possible BU username. Boston University 1 University Road Boston, MA Phone: (617) Fax: (617) sao@bu.edu URL: studentactivities Once all of the steps are completed and you have submitted the completed application via the BU system, the BU community will have the opportunity to voice their opinion on the addition of your group. Your registration request will also be reviewed by the Student Government Student Involvements Board who will make recommendations to. The board s recommendations will be reviewed by in conjunction with Risk Management (when applicable) and final decisions will be made by the Director of. Requesting Status as a New Organization Additional Requirements Requesting Status as a new Religious Organization Students must complete the online form and schedule a presentation with the Religious Life Council (RLC). The Council will make a recommendation

2 Page 2 to. Once approved by the RLC, the organization may proceed to request recognition as a new organization through by following the process on BU. (form available at Requesting Status as a New Honor Society The faculty advisor must send a letter in support of the honor society to the Dean of the School or College to which the honor society is affiliated. The Dean of the School or College must then send a letter of request to recommend the society for approval to the Office of the Provost. Once the Provost has approved the group, the honor society may proceed to register as a new organization through by following the process on BU. Requesting Status as a new Social Greek organization The organization must receive support from the respective governing council (Interfraternity Council, Panhellenic Council, or Multicultural Greek Council) prior to submitting an application. Once the organization has been formed, the group may proceed to request recognition as a new organization through by following the process on BU. Requesting Status as a new Law School, School of Theology, or MBA Program organization. The organization must receive support from the respective governing school. Once approved by the graduate school council, the organization may proceed to request recognition as a new organization through by following the process on BU. Recognition Policies Registration of an organization and approval of an organization s programs does not imply that the University approves or disapproves of the organization s constitution, purpose, literature, or programs. The views held or expressed by the organization and/or its membership is solely that of the individuals involved. It is the student s responsibility to re-register their student organization every year during the timeline set by. Failure to do so means the organization will need to reapply as a potential new group. In compliance with Title IX of the U.S.. Higher Education Amendments of 1972, There shall be no restrictions on membership based on race, religion, nationality, gender, handicap, political conviction, or sexual orientation. Student Organizations must have a current constitution (no more than five years old) on file with Student Activities. Constitutions must conform to city, state, and federal laws, as well as Boston University policies. Any student organization affiliated with a national or regional organization must declare that affiliation and submit copies of the larger (parent) organization s constitution for review. In cases of conflicting policies between parent organizations and Boston University, University policies shall prevail. Officers of student organizations must be full-time, registered Boston University students in good academic, financial, and disciplinary standing. Officers of undergraduate organizations must be full-

3 Page 3 time, registered Boston University undergraduate students. The four required positions (president, vice-president, treasurer, and secretary) but be held by four different individuals and all must be enrolled at the Charles River Campus or Medical Campus. These officers can not be studying abroad during their term. Student elections must be held annually. Each organization must inform of election results by updating their signature sheet and YouDo roster within one week of the election. In the case of an officer leaving office prior to annual elections, the student group must notify Student Activities by submitting an updated signature sheet and YouDo roster. Student organizations accounts in the Student Affairs Business Office (SABO) must be in good financial standing in order to register and/or make program arrangements. Student groups with negative balances may be allowed to program after they have filled out a Deficit Agreement Form and it has been approved by the Director of. Prior approval must be given before purchases and arrangements can be made with a negative balance. Student organizations and their members are not permitted to sign any contract with an outside vendor, performer, or venue. All contracts for student events must be signed by the Trustees of Boston University. Student organizations must comply with the proper procedures and deadlines for a program. Failure to do so could result in the program not being approved. Boston University and student organizations do not insure or warrant the safety of activities sponsored by student organizations. Participants in activities involving risks of physical injury or property damage are expected to assume full responsibility for such risks and for their individual physical fitness to participate in such activities. Participants may be required by sign and submit a Release and Indemnification Form before some programs. No arrangements (including space reservations, fiscal arrangements, or contractual agreements) are considered final until all paperwork is submitted to, and approved by,. All money to cover the cost of a program must be in a student organization s account before the event is approved. It is the responsibility of the student organization to cancel all reserved spaces and services that are not being used for an event. will be glad to assist any student attempting to contact vendors and offices; however, it is solely up to the student to reach out to the proper contacts.

4 Page 4 PROGRAM POLICIES General When planning a program, the group s first step should be to contact the Reservations Office, to make tentative, appropriate arrangements for a room/building in which to hold the proposed program. Please see below for details regarding continued good standing in terms of space usage. During the program planning process, the student organization will decide what time ticket sales and admission will cease. ( This time must be no later than 30 minutes prior to the end of entertainment). No Refunds can be issued on tickets sold for events. Security needs will be determined on an event-by-event basis, as all events vary in expected attendance and security needs. Please see a staff member to discuss requirements for a specific event. Facilities, Management, and Planning (FM&P) must complete all room setups. If a setup or breakdown cannot be completed during FM&P regular business hours, the student organization will be charged for overtime., in consultation with the Boston University Police, determine the need for police services at a program. Refer to the Program Policies section for details on the types of programs likely to require police and procedures of requesting and paying for police through. Available Space to Program For specific information on facilities, policies, and equipment available in rooms, please contact the University Reservations Office through our website ( All space on campus must be reserved through the proper office. Academic space may be used by student organizations in accordance with policies regarding those particular rooms and/or buildings. First priority on academic space will always be given to academic needs (i.e. classes). Student organizations must comply with the Americans with Disabilities Act when planning programs. Please contact the University Reservations Office for details on the accessibility of particular rooms. Sign language interpreters are available through the Office of Disability Services. No open flames - including candles and pyrotechnics - are allowed in University facilities. The University reserves the right to charge the organization for: Any extra costs arising from the use of the facilities, such as loss or damage to University property. Service charges for any staff overtime or room and/or equipment cleaning as required by, or as a result of, the program. Please note that for buildings that are closed Saturday and/or Sunday, or weekday evenings, your organization may be required to fill out a Internal Service Request Form for Facilities, Management, & Planning (FM&P) services to open/close the facility.

5 Page 5 Additionally, if the building is normally closed for the time period of an organizations event, the organization is required to pay a FM&P Custodian for the entire event. Academic space, with the exception of lounge space, is reserved through the University Reservations Office. Designated bulletin boards are provided in each facility. Nothing may be affixed to walls, doors, or windows of University facilities using tape, tacks, staples, or any other adhesives. There is a $50 fine for EACH affixed item. All campus facilities used by a student organization must be restored to the condition they were in prior to the program by the organization. All groups must use Catering on the Charles for food orders. There are several catering free zones where outside food is allowed. These spaces are: Sargent Activities Center Basement and Third Floor of the George Sherman Union Residence Halls Basement of The School of Theology All media equipment must be requested internally using Student Production Services or Classroom Media Services depending on the space. All University facilities are smoke free. Cancellation of Space and Services Student organizations are required to cancel all reserved spaces that will not be used as far in advance as possible. Space is limited, so please make your unused space available to other student organizations and departments. Failure to do so many result in loss of space use privilege. Conflict of Interest To avoid conflicts of interest, individuals within a student organization or members of their family cannot benefit financially from services they provide to the group. Student organizations and their members may not procure the services of an outside vendor if a member of the student organization or a member of his or her family would benefit financially from the arrangement. In determination that no conflict of interest exists in a particular setting, exceptions may be granted by the Director of based on a written request for the waiver/exemption/ determination which sets forth and fully and accurately describes the particular relationship/conflict. Donations to a high school s athletics program, or otherwise assisting with fundraising for a high school s athletic program by an institution, is in violation of NCAA recruiting regulations. This includes all institutional departments or groups. Guest Policy The guest policy for having non-bu students attending a student organization event is two non-bu students per one BU ID. However, the policy will be determined on a case-by-case basis by SAO staff.

6 Page 6 As with all University functions, individuals and organizations will be held responsible for the conduct of their guests at University events. Organizations that violate University policies jeopardize their privilege to host events. Failure of a student organization to make appropriate arrangements, and fill out necessary paperwork for University or private services, may result in the cancellation of an event. All guests must have college IDs or be over 18 years of age with proof of age. Organizations must arrange in advance to receive permission to allow more than one guest per Boston University ID. The sponsoring student organization will have the opportunity to identify up to 2 local colleges/ universities from which they expect a large number of guests. Guests from these designated colleges may sign themselves in by showing valid student ID from the indicated college. They may only sign for their own admittance, not for any guests. Contracts (Speakers, Entertainers, Services) All non-university speakers, performers, or entertainers must be contracted for their services. For specific information refer to the Programming Information section on contracting entertainment or lecture programs. Boston University policy requires that all agreements between a student organization and an outside individual or company be made in writing via a contract issued by. Boston University contracts always take precedence over any other contracts or riders. Boston University policy requires that contracts must be signed for all speakers, performers, or service providers who are not Boston University faculty or staff. This is true for all programs, even if there is no payment being made to the individual, to establish a contractual obligation. Contracts are not needed for Boston University faculty and staff. University faculty and staff may not be paid for providing any service to the organization. In cases of events involving lectures and/or performances by Boston University Staff or Faculty, student groups are asked to complete a Letter of Agreement request to confirm the details of the event with the guest. Co-Sponsorships If a student organization wishes to co-sponsor a program with another recognized Boston University student organization or a Boston University department, all arrangements and financial transactions must be completed through one account only. Necessary funds must be transferred to that organization in advance of program approval, and any arrangements between the organizations and/or department, financial or otherwise, must be submitted in writing to. If a student organization wishes to co-sponsor an event with an organization outside of Boston University, all arrangements and financial transactions must be completed through the student organization s Student Affairs Business Office account. 100% of the profits or proceeds from the event must go into the student organization s account and cannot be used as a donation or profit split with the outside organization. In the case that the outside organization is a registered 501(c)3 organization with nonprofit status, the student organization may make a donation of a previously agreed-upon amount, provided they take the proper steps beforehand with.

7 Page 7 The registered student organization assumes responsibility for all aspects of the event, and must take measures to ensure that all policies and regulations of Boston University are followed, especially by outside organizations or vendors. To assist with this; The recognized student organization must specify one point person for the event who will act as a liaison between Boston University/ and the outside organization. Any arrangements between the student organization and the outside organization must be submitted in writing to, and approved by, in advance of the program All sponsorships from outside vendors must not conflict with contracts already held by the University itself. Please consult the Director/Associate Director of to be sure that your student group is in compliance with all University policies. Failure to comply with said policy can result in the cancellation of the event in question. Chaperones reserves the right to require the attendance of a full time BU faculty/staff chaperone at any student organization program. Chaperones must be a full-time or part-time exempt staff member. Chaperones are required on all undergraduate student organization programs, that involve the rental of a 12 passenger vehicle, involve alcohol or in cases of international travel. In most cases, student organizations are required to cover a chaperone s costs. When renting a van the following must be met: A chaperone, who is over the age of 16, is required to drive the rented vehicle. Valid drivers licenses must be submitted to. All drivers must read and sign the Tips for Van Drivers booklet available in. Chaperones will be required when traveling outside the country. Chaperones are required for all organization programs that involve the service of alcohol and/or rental of off campus facilities. Films A staff member of the Student Affairs Business Office must secure rights to and order films for student organization programs. As such, student groups must submit a Film Request Log to the Student Affairs Business Office in order to request a quote for a movie showing. Students are not permitted to directly contact companies holding film rights. Student groups must fill out a Purchase Order form once they receive the quote, in a timely manner. Failure to do so will result in a delay in the ordering of any given film. (NOTE: Film rights being purchased from multiple companies require different POs; however, the total cost for multiple films from one company can be assessed on a single PO.) Pursuant to our contract with film distribution companies, films may be advertised only on-campus.

8 Page 8 Student organizations may only sponsor films that have been rated G, PG, PG-13, NC-17 or R by the Motion Pictures Association of America. If a film has not been rated by the MPAA, its rental or showing is subject to approval of. This also applies to films show in residence halls. By Federal Law, all motion pictures, prerecorded video cassettes, and video disks are subject to copyright laws. Sales or rental of videos from a retail outlet do not confer any public performance rights upon the purchaser or renter. If a group is allowed a free showing, must have written confirmation on file prior to showing. Performance Rights (Plays) Rights must be secured and paid for in the form of a Purchase Order prior to the first performance. If performance rights are waived must have written confirmation on file prior to the first performance. Any performance without rights obtained is subject to cancellation. Travel Boston University does not encourage the use of personal vehicles for any student organization business or activity. If a personal vehicle is used in such an instance, the vehicles owner s insurance would provide coverage in the event of any accident. All students traveling as part of a student organization program must submit a signed Release and Indemnification Form to at least one business day before departure. The organization must also submit a list of names and BU ID numbers of all students traveling. Anytime an undergraduate student organization is renting a van larger than a minivan, a chaperone must attend and adhere to the chaperone requirements (see page 6). For air travel arrangements, all flights should be booked using BCD Travel. They can be reached at (617) Inform them you are a BU student organization. Flights will be held for 24 hours and an ISR must be processed by SABO within this time frame to book the flight, ISR s must be submitted before 4:00 p.m. to be processed by SABO. Use of Off-Campus Facilities In general, approval will not be given for programs to take place at off campus residences. For any event held at a non-university facility when the student organization is the sole or principal user of the facility, the facility must carry general liability insurance with a minimum of $1 million coverage, worker s compensation in accordance with statutory limits, and excess umbrella coverage with a minimum of $5 million coverage. Alcohol at Student Organization Programs: General Student organizations may request permission to have alcohol served at their functions, provided that

9 Page 9 the function will be held in a facility which is licensed for the service of alcohol. In addition, the license holder must hold all responsibility for checking IDs, serving alcohol, and adhering to the laws of the Commonwealth. Alcohol may not be the primary focus of the program. Nothing in this policy limits the right of the University to discipline individuals or the sponsoring organization for misconduct or violations of alcohol laws and policy. Organizations are not permitted to have an Open Bar at any student organization sponsored event. Any advertising for a program which involves the service of alcohol may not depict alcohol, or in any way indicate alcohol as being the main focus of the program. Alcohol at Student Organization Programs: Undergraduate Groups Undergraduate student organizations may use organization funds for the costs associated with the service of alcohol, such as service fees, but may not use organization funds for the purchase of alcohol. Permission to have alcohol served at events is generally not extended to undergraduate student organizations whose average membership age is below 21 (the legal age to consume alcohol in the Commonwealth). Exceptions to this policy may be made by the Director of and the Dean of Students Office, provided all policies related to events with alcohol are met and alcohol is served in a restricted, separate area. A chaperone is required for undergraduate student organization programs involving the service of alcohol. Alcohol at Student Organization Programs: Graduate Groups On-Campus A Boston University Alcohol Event Request Form must be completed and submitted to the Student Activities Office at least three (3) weeks before the desired event date. The service of alcoholic beverages is not to exceed two (2) hours. The maximum quantity of alcoholic beverages to be ordered for, as well as served at the time of the event, is limited to three (3) drinks (beer - 12 oz servings, wine 6 oz servings, and liquor 1.5 oz servings) per person in attendance. As required by law, bartenders cannot serve more than two drinks to one person at one time. Light food and non-alcoholic beverages commensurate with the anticipated amount of people in attendance are required and must be requisitioned through Boston University Campus Dining Services. The graduate student organization will only be charged for Boston University Campus Dining Services costs directly associated with this event plus a 10% overhead expense. Examples of direct costs include: food, non-alcoholic and alcoholic beverages at wholesale prices, food and beverage delivery charge, paper and plastic supplies at cost, and food production and bartender labor (including set up and clean up time) attributable to the particular event. All persons must show Campus Dining Service bartenders a valid driver s license. Campus Dining Services may refuse to serve alcoholic beverages to any person who fails to provide adequate proof of their age or if the person appears to be intoxicated. A faculty or exempt staff member must be present for the entire event unless otherwise determined by

10 Page 10 the Assistant Dean of. The role of the faculty or exempt staff member is to assist in the enforcement of the University s policies and procedures. If the expected attendance at the event is 100 people or more, then the graduate student organization must requisition a police detail from the Boston University Police Department. The police officer is to be present for the entire event. The role of the police officer is to assist in the enforcement of the University s policies and procedures and the laws of the Commonwealth. Donations of alcoholic beverages of any kind are prohibited. Tastings of any kind are also prohibited. Alcoholic beverages are for on premise consumption only. Event attendees cannot leave the premise with alcoholic beverages. It does not matter whether the alcoholic beverage is in an open or closed bottle or a cup. Unconsumed alcoholic beverages cannot be stored in an unlicensed facility and must be under the control of Campus Dining Services, the license. At the end of the event, Campus Dining Services must transport all unconsumed alcoholic beverages for storage in a licensed facility. Transportation of alcoholic beverages must be in vehicles properly licensed with a valid Massachusetts alcohol transportation permit (e.g., Campus Dining Services delivery vehicles). *This policy does not apply to events at The Pub (225 Bay State Road) during normal business hours. Alcohol at Student Organization Programs: Graduate Groups Off-Campus Small Scale Networking/Social Events Graduate student organizations may request permission through the Office to host small scale social and networking events at off-campus venues provided that: (1) the event must be held in a facility licensed for the service of alcohol, and (2) on all occasions, the alcoholic beverages are procured, transported and served in accordance with the laws of Massachusetts by the venue staff. The graduate student organization must register their event with the Office and follow the policies and procedures listed below. Policies and Procedures: A Boston University Off-Campus Event Form must be completed and submitted to the Office at least three (3) weeks before the desired event date. If the student organization wishes to purchase the drinks, they must be purchased via drink tickets. Student organizations may not pay for an open bar. Proof of drink ticket service with the venue must be submitted to SAO with the paperwork. The maximum quantity of alcoholic beverage drink tickets to be purchased is limited to three (3) drinks (beer - 12 oz servings, wine 6 oz servings, and liquor 1.5 oz servings) per person in attendance. Light food and non-alcoholic beverages must be available at the venue but do not need to be provided by the hosting organization. A faculty or exempt staff member is not required to chaperone unless otherwise determined by the Assistant Dean of.

11 Page 11 Large Social Events Graduate student organizations may request permission through the Office to host large scale social events at off-campus venues provided that: (1) the event must be held in a facility licensed for the service of alcohol, and (2) on all occasions, the alcoholic beverages are procured, transported and served in accordance with the laws of Massachusetts by the venue staff. The graduate student organization must register their event with the Office and follow the policies and procedures listed below. A large scale event is considered a program where a contract is made between Boston University and the venue for the express purpose of using a specific event space (e.g. a hotel ballroom, harbor cruise). Policies and Procedures: A Boston University Alcohol Event Request Form must be completed and submitted to the Student Activities Office at least three (3) weeks before the desired event date along with all additional required paperwork. If the student organization wishes to purchase the drinks, they must be purchased via drink tickets. Student organizations may not pay for an open bar. Proof of drink ticket service with the venue must be submitted to SAO with the paperwork. The maximum quantity of alcoholic beverage drink tickets to be purchased is limited to three (3) drinks (beer - 12 oz servings, wine 6 oz servings, and liquor 1.5 oz servings) per person in attendance. Light food and non-alcoholic beverages commensurate with the anticipated amount of people in attendance are required and must be purchased through venue by the hosting organization. The contract and all forms of payment must be processed through the Business Office and submitted along with the Alcohol Event Request Form at least three (3) weeks before the desired event date. A faculty or exempt staff member must be present for the entire event. The role of the faculty or exempt staff member is to assist in the enforcement of the University s policies and procedures. Web Site Policies Student organization web pages must comply with all publicity and promotion guidelines and the Boston University Publications Policy (see Publicity and Promotion of Programs), as well as the Boston University Conditions of Use and Policy on Computing Ethics ( ethics.html). Web page addresses must be submitted to the Director of in order for the site to be approved. Web pages will be periodically monitored by.

12 Page 12 FISCAL POLICIES The Student Affairs Business Office administers all student organization accounts and financial transactions. For additional information, refer to the Student Affairs Business Office section. Student Group Resources: Student organizations must conduct all of their financial transactions through their account in the Student Affairs Business Office and must keep this account in good financial standing. Groups can keep track of their account through their YouDo page under the finance tab. All money required for a program must be in the organization s account before the program can be approved. Individual students may not loan money to a student organization. All money in a student organization account must be spent within University guidelines. All money collected at a program or sale must be deposited into the organization s account at the Student Affairs Business Office using a Cash Bag. Boston University policy prefers that all purchases of goods and services be made with a Boston University Purchase Order. The Purchase Order must be obtained from the Student Affairs Business Office before the foods or services are ordered. Boston University will not pay a deposit on any services or products. Purchase Orders or contracts may be issued to guarantee payments. The treasurer or president of an organization are the only students who may sign paperwork authorizing financial transactions on behalf of the organization. Purchase orders, checks, cash advances and other Student Affairs Business Office materials may only be picked up by the Treasurer, President, or any organization member who has been designated by the Treasurer or President. To be eligible for any Undergraduate Student Fee allocation, including Allocations Board funds, an organization must have membership open to all undergraduate students. All officers must be full-time undergraduate students. Undergraduate Student Fee money will not be used for publications that do not conform to the Boston University Publications Policy; for the purchase of alcohol, for donations to charities, for direct benefit of political candidates, for supporting the candidacy of individual students/slates seeking student government office, or for any activity deemed to be illegal by local, state or federal statutes. An allocation recommendation from the Allocations Board is not considered final until approved by the Dean of Students. Club sports, which are funded through the Department of Physical Education, Recreation and Dance, are not eligible for funding through the Allocations Board. RHA s and Student Government are not eligible for funding through Allocations Board.

13 Page 13 All sales of tickets must be conducted in accordance with the ticket selling procedure. Refer to the Programming Information section on ticket selling. All charitable fund raising programs must be conducted in accordance with the Fund Raising Procedure. Refer to the Programming information section on charitable fund raising. All raffles must be conducted in accordance with Commonwealth of Massachusetts laws and the Raffle Procedure, as well as filling out a form with. Refer to the Programming Information Section on raffles. The Student Affairs Business Office reserves the right to withhold the disbursement of funds which are deposited by check until the checks deposited have cleared. All equipment or supplies purchased by a student organization are the property of Boston University and must comply with the procedures for the purchase of equipment. This property may not be used for the personal gains of any member of the University community and must be presented upon request to. may request the location where equipment will be stored. All organizations that receive direct allocations from the University Undergraduate Fee are required to be audited by the Student Affairs Business Office at least once per year. Student groups must always obtain a cash collection bag before they begin collecting cash. A cash bag is not required to collect checks. A cash bag must be requested at least 1 week prior to collection. Sponsorship of Outside Vendors Sponsorship of sales by outside vendors must be approved by the Student Affairs Business Office and may be subject to approval by the Boston University Bookstore if the items to be sold do not have direct relationship to the purpose of the organization. Refer to the Programming Information section on Sponsorship of Outside Vendors for all procedures and criteria that must be followed. For specific information on facilities, policies, and equipment available in rooms, refer to the section on Available Campus Facilities or contact the University Reservations Office. Designated bulletin boards are provided in each facility. Nothing may be affixed to walls, doors, or windows of University facilities using tape, tacks, staples, or any other adhesives. There is a $50 fine for EACH affixed item. All campus facilities used by a student organization must be restored to the condition they were in prior to the program by the organization.

14 Page 14 FACILITY POLICIES Facilities Management & Planning must be hired to perform setups in all spaces. See a staff member for contact information for various areas of campus. Sargent Activities Center Overnight Events Policy will review all overnight event requests on a case by case basis, which will be approved by Associate Director or Executive Director of. When planning an overnight event, please keep in mind the following: Security will be needed during the times the building will be closed. BUPD & FM&P charges may also apply. There must be a sign-in area on the first floor. This should be run by the BU students from the sponsoring organization. We can accommodate up to 200 overnight guests in the gym on the 1st floor. Arrangements can also be made for use of the Dance Studio on the 3rd floor. All guests must be college students with valid school ID. Hosting Overnight Guests in the Residence Halls Overnight guests can be hosted in accordance with Residence Life policies.

15 Page 15 Publication Policies All student journals of opinion must operate independently of the University and without University financial support. Leaflets, handbills, circulars (other than those for commercial purpose), and newspapers may be distributed in the areas on campus such as in the lower level of the George Sherman Union, and the lounges of the Schools and Colleges normally designated for this purpose. The distribution of material cannot impede the flow of traffic in these areas. The distribution of these materials cannot take place in an academic class or at a program or activity of the University (e.g., concert or basketball game). Distribution may take place in the public areas outside such activities. Posting signs, posters and flyers is permitted only on authorized bulletin boards. Materials may not be placed on walls, doors, windows, or trees and may not be attached with permanent adhesives. Various academic departments and administrative offices of Boston University are responsible for a variety of University publications, including informational bulletins, newsletters, handbooks, and journals of opinion. Each such publication is the responsibility of a member of the Boston University faculty or administrative staff of a particular office or department, Students may be involved with such publications under the direction of the faculty and/or staff.

16 Page 16 General Overview: Forms Below are listed the forms used to register programs, allow groups to access money from their accounts, and confirm various services on and off campus. All forms must be typed, printed off and signed, with original signatures, by the groups treasurer or president and any other required signatures. Faxed, scanned, or handwritten copies of forms will not be accepted. Alcohol Request Form (3 Week Deadline) This form is used to request permission to serve alcohol at a program. All organizations are required to have a chaperone present at any event at which alcohol will be served. Organizations are not permitted to have an Open Bar at any student organization sponsored event. See additional policies regarding alcohol in the Program Policy section,. Allocations Board Funds Transfer Form This form transfers allocated funds from Allocations Board to a student group account for programs. Allocated funds can only be transferred when being used (i.e. when a student group is turning in payment related paperwork for event). Cash Collection Form (1 Week Deadline) This form provides accountability and reconciliation for any item or ticket sold and provides a cash bag with a lock. Rolls of tickets for at door sales, as well as receipt books, are available at no charge using this form. You must include a pick up and return date as well as how much money you would like in the bag in order to make change. Cash Collection materials must be used any time an organization collects money. If the policies regarding Cash Bags are not followed, the group can be fined. Charitable Fundraising Form This form provides information and accountability for any program that involves charitable fundraising. Basic information about the charity to be receiving funds and proof that the charity has non-profit status (501-(C)3) is required. This form is used as a tracking device to ensure that the charity receives the funds that are promised to them. After the event, it is the groups responsibility to fill out a Check Request, in the appropriate amount, for the charity in question. Check Request Form (10 Business Days) A Check Request Form generates payment for purchases which do not require or accept a Purchase Order. Check Request Forms always require back-up documentation to be attached. Documentation might include a copy of the invoice or a copy of the conference registration materials listing the fees. Check Request Forms may also be used for cash advances to be used on trips for gas and tolls. When a cash advance is issued, your organization account is frozen until the remaining funds and receipts are returned. All reimbursements over $ are completed via a Check Request. Back-up documentation and proof of payment is required. All receipts must be itemized. A president or treasurer cannot sign their own reimbursement. Fed Ex/Kinkos Job Request Form (Three Business Days) This form allows student groups to print advertisements, programs, tickets, and many other paper products for their events, or general business needs. There is a two-day turn-around, generally speaking, so students should be sure to plan ahead.

17 Page 17 Please note that all advertisements and tickets must be approved by in order to be duplicated and/or distributed. Funds Transfer Form This form transfers monies between student group accounts or from a student group account to a departmental account. This form requires documentation of the expense and/or a memo signed by the President or Treasurer. This form can also be used to purchase a parking pass for the Lower Bridge Lot through. Internal Service Request (2 Week Deadline) An Internal Service Request (ISR) Form generates payment for a University department. Departments require the ISR in hand 3-5 business days prior to the date of the event in order to schedule staff and services. For this reason, ISRs must be submitted and approved one week in advance of the program date. ISRs are used for Student Production Services, BCD Travel, BUPD, Catering on the Charles, and Facilities Management and Planning. Letter of Agreement Form This form generates a confirmation letter from providing specific program information, as well as student and staff contact information, to a lecturer or performer who is not paid for his/her services. Off-Campus Event Planning Form (3-4 Week Deadline) This form must be processed for all programs held off campus. The form serves as a cover sheet for the program and provides event information such as contact phone numbers and chaperone information. This form also provides a quick check on student group account balances. Groups must have all money to cover costs of a program at the time the paperwork is submitted. Student Activities must have an accurate signature sheet on file for your group in order to process your paperwork. On-Campus Event Planning Form (3-4 Week Deadline) This form must be processed for all on campus programs. The form serves as a cover sheet for the program and enables events to be registered on the University calendar, which is distributed to the BU Police Department, FM&P, and Activities Information. This form also provides a quick check on student group account balances. Groups must have all money to cover costs of a program at the time the paperwork is submitted. Any reservation made with The Reservations Office is tentative until this form is accepted by Student Activities. Purchase Order Request (1 Week Deadline) A Purchase Order Request Form is used to generate a guarantee of payment to an off-campus vendor. All purchase order requests will be ready 5 business days from the day they are submitted and approved at. The vendor must bill against a purchase order. All approved Purchase Order vendors can be found in the Vendor Book at. All Purchase Orders expire 60 days after they are issued. If you are unsure about whether or not a vendor accepts POs, you may contact them directly. If the request form is filled out, and a vendor does not account the PO, resulting in the group being unable to obtain the items they are trying to purchase, the Student Affairs Business Office holds no responsibility to pay. It is solely the group s responsibility to arrange another method of payment (eg. A Check Request to the vendor, for which an invoice is required). Please contact the Student Affairs Business Office at any time, in regard to vendor questions. Performer Information Form (3 Week Deadline) This form generates a University contract that is sent to any performers. The contract protects the student

18 Page 18 group and University. It also generates a check for payment. Both the performer and the University Treasurer must sign the contract. A completed W-9 verification of Tax Pay ID# is required in order to generate the check. Poster Request Form (1 Week 3 Weeks) This form allows student groups to print advertisements, programs and many other paper products for their events through out Marketing Department (MKTG). Poster requests must be submitted five business days before their Warren or GSU reservation. Posters can be printed on a shorter timeline but will incur an additional fee. All Warren posters must be completed the Friday prior to the reservation. Student organizations wishing to place a BU Bus Advertisement must complete all their event paperwork 3 weeks prior to their event following the same guidelines for all marketing tools, in addition, to making their advertisement 17.5 by Quickies Student groups are limited to 15 Quickies (Purchase Orders and ISRs combined) each semester, so please plan accordingly. Only 15 purchase orders and/or ISRs are processed each day as Quickie. These quickies are processed with one day turn around and will be ready by 2:00 PM the following business day. Student groups are allowed up to two quickies each business day not exceeding the semester limit. Release, Waiver of Claim and Assumption of Risk Agreement may require participants of events and travel programs to sign a Release, Waiver of Claim and Assumption of Risk Agreement. The form can be picked up at. Small Dollar Reimbursement Form Students are asked to anticipate event needs as best as possible, but Student Activities does understand that unexpected requirements do arise, on occasion. The small dollar reimbursement form allows students to be reimbursed for money spent out-of-pocket for events, so long as the total is under $ In order to complete this request, the group must have the given amount of money available in their account. An itemized receipt is required as backup documentation. Students may not fill out and sign a form for his/herself. Each student group is limited to 10 smaller dollar reimbursements per semester. Ticket Request Form (2 Weeks) The Ticket Request Form generates tickets through Evenbrite. The Student Affairs Business Office will set up a unique page for your event. All sales must occur through this method. Student groups may not sell tickets online through their own EventBrite page or any other online method. SABO will assist your group with the set up and the day of your event. The day of your event, attendees will need to either print their tickets or access it on their mobile device using the free EventBrite app or Passbook. The QR code is scanned for entrance into the event. Student organizations can use their own devices to scan as all necessary apps are free or they may check-out ipods from Activities Information. Physical tickets are only needed for events at Tsai and The Black Box Theater. Sales on EventBrite cannot be offered for these locations.

19 Page 19 PROGRAMMING INFORMATION Alcohol at Programs (3 Week Deadline) Student organizations may request to have alcohol served at a program provided that the program will be held at a facility that is licensed to serve alcohol, and that alcohol is not the primary focus of the program. (Note that Catering on the Charles is a licensed vendor for select locations on campus.) The vendor must have a minimum of $1 million of Liquor Law Liability Insurance in addition to $1 million of general liability insurance and excess umbrella liability coverage of $5 million. The licensed server of the alcohol drinks must check all ID s at the door. Organizations are not permitted to have an Open Bar at any student organization sponsored event. Substantial food must be provided for free to the attendees by the host organization. Documentation of the food must be submitted with the form. Procedure: Complete either an On Campus or Off Campus Event Form For all organizations, complete an Alcohol Request Form including the appropriate chaperone and venue signatures as applicable. Include payment form (PO or Check Request) and detail documentation of drink service and food being provided. If your program involves...then you need: An on-campus location: Requisition for BUPD / Requisition for Catering on the Charles to serve the alcohol and to check ID s An off-campus location Purchase Order or Check Request to pay the location Rental of off-campus location Contract from the location (SAO will get appropriate signatures) Advertising A copy of the approved flyer/ad & Poster Request or Fed Ex Form must be approved prior to copying Deadline 3 weeks prior to program date (or at least one week prior to the date a commitment must be given to the facility, whichever comes first) Charitable Fundraising An organization may raise funds to donate to a charitable organization provided that everything is in accordance with the following regulations and procedures: The parent group for which funds are raised must be registered with the Secretary of State of the Commonwealth of Massachusetts as a non-profit organization, and be classified as a 501-(C)3 organization by the IRS. No more than 20 percent of the monies raised by the parent group may go towards administrative costs.

20 Page 20 Operational costs for a fundraising event must not exceed 25 percent of the projected income. The sponsoring student organization is responsible for all costs incurred by the operation of the program. Fundraising events must include educational programs about the charity and the services it provides. Funds may not be raised for a political candidate, but may be raised for a political party. Student organizations of fundraising events should not receive any payment from the charities for which they are raising funds. When collecting monetary donations, groups must request a cash collection bag to keep donations secure. Donations to a high school s athletic program, or otherwise assisting with fundraising for a high school s athletics program by an institution is in violation of NCAA recruiting regulations. This includes all institutional departments or groups. Procedure: Along with the required event paperwork, submit a Fundraising Event Form which includes the details of the non-profit to benefit and event details. Based on this information, the Student Affairs Business Office will request a current annual report or set of financial statements and verification of tax-exempt status from the charitable organization. After fundraising events are completed, reconcile cash collection materials with the Student Affairs Business Office. After all expenses have been verified, submit a Check Request Form made payable to the organization for which funds were raised. Contracting Entertainment This section will refer to contracting entertainers: Please refer to the section on Lectures for details about contracting speakers. Only the performer or his/her agent is allowed to sign the contract. A check for the performer/agent will only be released once the Student Affairs Business Office has received a signed contract and W-9 for the event. Student organizations cannot sign contracts on behalf of their group. Only the University Treasurer may sign contracts. Procedure for Student Organizations: Complete all required event paperwork including either an On Campus or Off Campus Event Form. All paid performers/speakers must sign a Boston University contract. The University will not sign the performers/agents contract. To generate a Boston University contract for a performer/speaker a Performer Information Form must be completed at least three weeks prior to the program date. While this is the minimum deadline, it is strongly suggested that student groups allow at least four weeks for pro-