Page |1
Recognized Student Organizations and
Advisor Handbook
For Student Leaders and Advisors
Prepared by:
Office of Student Activities
www.newhaven.edu/studentactivities
studentactivities@newhaven.edu
203-479-4582
Updated September 2, 2015
Page |2
University of New Haven
300 Boston Post Road
West Haven, CT 06516
A Message from the Director of Student Activities!
At the University of New Haven, we are very proud of the wide variety of
over 140 Recognized Student Organizations available to our students. The Office
of Student Activities advises all Recognized Student Organizations, plans
community building events and leadership development opportunities, promotes
collaboration between Recognized Student Organizations, and coordinates
Orientation. Recognized Student Organizations are an integral part of the UNH
community. They exist to provide opportunities to continue education outside of
the classroom. Choosing to be involved is a great way to enhance social,
interpersonal, problem solving, and many other important life skills. As a leader
of your Recognized Student Organization, you also play an important role in
helping your peers build relationships to strengthen their connection to UNH.
Thank you for taking on such an important role.
The Recognized Student Organization Handbook has been developed to
assist students, advisors, and the University community with all relevant
University policies, procedures, and services related to Recognized Student
Organizations. The information in the handbook is intended to assist students and
advisors with creating, maintaining, and functioning in accordance with the
educational objectives of the University. Although this handbook is extensive, it
does not contain every University policy and procedure regarding Recognized
Student Organizations and University sponsored events. Students and advisors
are expected to become familiar with both this and the student handbook and to
operate in accordance with the guidelines outlined in each. Please contact the
Office of Student Activities’ staff if an issue arises that was not addressed in this
handbook. This handbook will be one of many great tools available to assist you in
functioning as a productive recognized student organization.
An electronic copy can be found at www.newhaven.edu/RSOhandbook
Updated September 2, 2015
Page |3
Contents
I. How to Become a Recognized Student Organization .................................................................. 5
II. University Policies ....................................................................................................................... 7
Hazing.......................................................................................................................................... 7
Greek Membership ................................................................................................................... 11
Recognized Student Organization Travel .................................................................................. 11
Rental Vehicles .......................................................................................................................... 12
Fundraising on Campus............................................................................................................. 12
Solicitation on Campus ............................................................................................................. 15
Solicitation Off Campus ............................................................................................................ 15
Political Solicitation ................................................................................................................... 16
Student Requests for Funding From University Offices and Staff ............................................ 16
Recognized Student Organization Off Campus Bank Accounts ................................................ 16
Personal Expenditure ................................................................................................................ 16
Dues and Funds Collection ........................................................................................................ 17
Product Ordering ...................................................................................................................... 18
RSO Mail and Deliveries ............................................................................................................ 19
Catering Requests ..................................................................................................................... 20
Alcohol ...................................................................................................................................... 20
Digital Media Copyright ............................................................................................................ 22
Posting and Advertising ............................................................................................................ 23
Bartel’s Lobby Tables ................................................................................................................ 24
Outside Space Noise ................................................................................................................. 24
Deadlines................................................................................................................................... 24
University Credit Card Use ........................................................................................................ 25
Trip Sign Ups ............................................................................................................................. 28
Call Before You Dig.................................................................................................................... 28
Rocks ......................................................................................................................................... 29
Candles ...................................................................................................................................... 29
Event Scheduling ....................................................................................................................... 29
University Closure ..................................................................................................................... 29
Student Social Event ................................................................................................................. 30
III. Responsibilities of Recognized Student Organizations ............................................................ 39
Updated September 2, 2015
Page |4
IV. Forms ....................................................................................................................................... 40
V. Recognized Student Organization Directory ............................................................................ 40
VI. Acronyms at UNH .................................................................................................................... 40
VII. Advisor Section ....................................................................................................................... 44
What is Advising? ...................................................................................................................... 44
Purpose of Advisors .................................................................................................................. 44
Advisor Responsibilities ............................................................................................................ 45
Who can Advise? ....................................................................................................................... 45
Organization’s Responsibilities to the Advisor ......................................................................... 46
Helpful Tools for an Advisor...................................................................................................... 46
FAQ ............................................................................................................................................ 47
What To Do If… ......................................................................................................................... 47
VIII. Office of Student Activities .................................................................................................... 48
Updated September 2, 2015
Page |5
I. How to Become a Recognized Student Organization
All students holding an elected office, executive board, or leadership position in recognized
student organizations MUST be in good academic and social standing as defined by the
University in the Student Handbook. The requirements for good academic standing are
described in the “Academic Regulations” section of the undergraduate and graduate catalogs.
Recognized Student Organization Governing Bodies
1. Undergraduate Student Government Association
The Undergraduate Student Government Association is the organization responsible for
representing the undergraduate student body at UNH. The Undergraduate Student
Government Association has varied functions and activities. The President, Treasurer,
and Senators are elected by the student body in a general election. The Vice President,
Sergeant-at-Arms, and Executive Assistant are selected by the president and voted in by
the legislature.
The student activity fee paid by each undergraduate is used to provide a number of
social events, including concerts, comedy nights, lectures, films, cultural events, and
other activities throughout the year. These are open to the entire undergraduate
student body. The USGA is also home to a large number of student clubs and
organizations of a social, cultural, or academic nature.
2. Graduate Student Council
The purpose of the Graduate Student Council is to promote the welfare of students
enrolled in the Graduate Programs at the University, to encourage the active
participation of all graduate students in the determination of their academic
environment, to develop and encourage a school spirit among the graduate student
body through social and other activities, and to convey student opinion to the University
administration.
Elections for officers are held annually at the end of the fall trimester. GSC officers
include the President, Vice President, Treasurer, Secretary, and Sergeant at Arms. In
addition, several chairpersons help support the officers and the activities of GSC.
Graduate Student Council is a student organization funded by the fee paid by all
graduate students each trimester. Thus, all graduate students enrolled at UNH are
automatically members and can share in the activities of the council.
3. Evening Student Council
The Evening Student Council is a student organization responsible for representing the
undergraduate evening student body at UNH.
Updated September 2, 2015
Page |6
Recognition by the University
Recognition of student organizations shall not be construed as agreement, support, or approval
by the University, but only as recognition of the right of the organization to exist at the
University subject to the conditions cited below.
The authority to officially recognize student organizations is delegated by the President of the
University to the Associate Vice President for Student Affairs/Dean of Students to the Director
of Student Activities and his/her designees. Official recognition of student organizations
requires that the organization must complete and maintain on file in the Office of Student
Activities the Contractual Agreement for Conduct for UNH Recognized Student Organizations.
The Director of Student Activities will review applications for recognition from student groups
wishing to be granted University recognition. No student organization is recognized until
granted recognition by the Director of Student Activities.
Student organizations officially recognized may use the name of the University in their official
titles and may use University facilities subject to established rules governing such use. With
these rights goes the responsibility of each Recognized Student Organization and its leadership
for the consequences of its decisions and activities as a group.
Any organization or group that engages in illegal or improper activities on or off campus may
have sanctions imposed against it, including withdrawal of recognition. Recognition by the
University carries with it the obligation on the part of the organization to subscribe to the rules
and regulations set forth by the University. The University reserves the right to revoke
University recognition of any student organization at any time.
Any Recognized Student Organization that would like to be recognized by the University must
complete the following:
 Visit www.newhaven.edu/newRSO
 Part One: Complete the Recognized Student Organization Application
o This form should be turned in to the Office of Student Activities.
o Upon approval by the Director of Student Activities, you will receive
confirmation that your Application has been accepted and you can then
move forward in the recognition process.
 Part Two: Complete the Recognition Student Organization Application
o This form should be turned in to the Office of Student Activities.
o Upon approval by the Director of Student Activities, you will receive
confirmation that your Application has been accepted. You will have a
maximum of 60 days to complete Part Two once you have completed
Part One.
Updated September 2, 2015
Page |7
Annual Re-Recognition
Recognized Student Organizations must be re-recognized at the beginning of each fall semester.
Failure to complete any or all of the steps outlined may result in loss of recognition, freezing of
accounts and/or loss of budget through intended governing body.
II. University Policies
** Disclaimer: Violation of any policy may result in possible sanctions. **
Hazing
The University of New Haven policy on hazing is applicable to all members of the University
community and their guests.
Definition of Hazing:
Hazing is any action taken or situation created which produces mental or physical discomfort,
embarrassment, harassment, or ridicule.
Understanding the scope of hazing:
The university encourages students to form bonds, build a cohesive community and engage in
activities that nurture and encourage friendship, tradition, positive self-esteem and university
pride. The term hazing is often misunderstood, and it is not always clear what activities
constitute hazing. Hazing is an activity that is a perceived, suggested or forced condition of
joining or maintaining membership in an organization. When in doubt it is in the best interest of
the group to consult with their organization adviser, the Dean of Students Office, Campus
Police, Athletics, the Office of Student Activities or other University official to seek clarification.
Please note that consent to activities that constitute hazing is not a valid justification for the
act. The University of New Haven policy on hazing is in compliance with Connecticut Statues,
Section 53-23A
Activities that violate the hazing policy:
Many behaviors and activities fall in the category of hazing; hazing can range from minor to
severe forms of behavior and activities. Examples of hazing include, but are not limited to, the
following activities/situations:
1. The wearing of uniforms (for non-athletic teams),dress restrictions, or any apparel
which is conspicuous and not normally in good taste
2. Marching/death marching/cutting corners/ Surfacing/ probates
3. Lining-up/locking-up
Updated September 2, 2015
Page |8
4. Social isolation/social probation/ social restriction/ associating with specific people but
not others
5. Physical and or psychological shocks
6. Shaving of the head or any other part of the body
7. Performing acts of servitude
8. Needing to possess or carry certain items at all times
9. Depriving privileges granted to other members
10. Making prank calls
11. Requiring/suggesting/asking new members to live together for the duration of their new
member process
12. Food restrictions, consumption of alcohol/drugs or consumption of excessive amounts
of liquid or food
13. Giving new members unreasonable time restrictions upon which they must complete a
task or assigning menial tasks and assignments
14. Scavenger hunts, drop-offs, kidnappings
15. The use of blindfolds in activities other than the ritual ceremonies as defined by your
organization’s national body or your organization’s constitution
16. Undergoing tattooing, piercing or branding
17. Engaging in or simulating sexual acts
18. Engaging in sexually violent or sexually harassing behavior
19. Threatening or causing physical restraint or abuse (including but not limited to being
held down, tied up, paddled, taped or confined to a small space)
20. Being nude in a public or private space
21. Damaging, destroying or stealing property
22. Acts of buffoonery or acts that ridicule, embarrass or humiliate a person whether in
private or public
23. Any activity that would subject the person to extreme mental stress, such as sleep
deprivation
24. Late night work sessions that interfere with scholastic activities
Identifying hazing:
Before engaging in any act, ask yourself these questions:
1. Does the incident involve physical abuse, sleep deprivation, physical strain, hitting /
slapping?
2. Was alcohol consumed? Drugs?
3. Would I be willing to describe the event to university officials?
4. Would active, current members of the group refuse to participate in this activity with
the new members and do exactly the same activity?
5. Would I object to this activity being photographed for the school newspaper or filmed
by the local TV news crew?
6. Would I feel comfortable participating in this activity if my parents, professor, coach or
university official were watching?
7. Would we get in trouble if a University Official walked by?
Updated September 2, 2015
Page |9
8. Am I being asked to keep these activities a secret?
9. Am I doing anything illegal?
10. Does participation violate my values or those of my organization?
11. Is this activity causing emotional distress or stress of any kind to myself or others?
12. If someone were injured, would I feel comfortable being investigated by the police or
insurance carrier?
Reporting acts of hazing:
Any member of the University community can report an act of hazing. Reports can be made to
the Campus Police, the Dean of Students Office, the Athletic Department, or the Office of
Student Activities.
Process:
All allegations of hazing will be investigated by an appropriate University official. The
investigation will consist of the gathering of information to determine whether the act of hazing
has occurred. Once an allegation is made, the organization will be suspended from participating
in all activities on campus, representing the university in any capacity or organizing/hosting/cohosting events on or off campus pending the conclusion of the investigation.
At the conclusion of the investigation, the University official will produce a finding as to if the
policy was violated, and if so, impose a sanction, based on information gathered. If the
investigation results in a sanction, several factors will be considered:
1. Nature of the offense
2. Severity of the harm or damage
3. The role of the organization/individual in the act & Disciplinary history of the
organization/individual
4. Truthfulness of the organization/individual during the investigation
The University also reserves the right to report the act to a law enforcement agency if
necessary. Individual students found responsible for violating the hazing policy will be subject
to disciplinary sanctions as severe as suspension or expulsion from the University.
Any student club or organization found responsible for violating the University policies on
hazing will be subject to immediate disciplinary action. An organization desiring recognition
after the specified period of time shall reapply for recognition through the established campus
procedures.
If a student affiliated with an organization acts on behalf of the organization to commit an act
of hazing, both the student and the organization shall be held liable for the action, and
appropriate sanctions shall be imposed. For those organizations which hold national charters,
any violations of this policy will result in notification to the national office by the Dean of
Students Office.
Updated September 2, 2015
P a g e | 10
1.
Principles
Greek Life at the University of New Haven enhances the personal development
of its members. In accordance with the mission of the University, Greek Life
cultivates a community based upon academic and personal success, culture,
friendship, history, and tradition. Greek Life is committed to the fulfillment of
the following core values: personal growth, community engagement,
brotherhood/sisterhood, scholarship and lifelong involvement, through the
values and standards that bind us to our respective organizations, Greek
community, and university.
The University believes that student organizational development must be
nurtured in an atmosphere of moral and social responsibility, respect for the
worth and dignity of all students, and loyalty to the principles of higher
education. The University believes that while social behavior can be legislated
only to a limited extent, a Recognized Student Organization without morally
sound precepts and practices is not a constructive influence on the University
community.
The University believes that any Recognized Student Organization with an
intake program has an obligation in the development of its new members and
members which extends to the institutions where it is represented, to parents
and others who contribute to the education of new members and members,
and to the communities where chapters are accountable for good citizenship
and to the University. The University further believes that one of the elements
most damaging to a Recognized Student Organization is the employment of a
program of education which includes hazing and that this unproductive,
hazardous custom has no right place at the University.
Updated September 2, 2015
P a g e | 11
Greek Membership
Students wishing to become a member of a Greek Organization must have completed one full
semester in attendance at UNH prior to participating in new member processes. This includes
transfer students and students who studied at any of the University of New Haven campuses.
The Office of Student Activities will only grant recognition to Greek organizations who are
affiliated with a National/International organization. The University of New Haven does not
recognize and will not grant recognition to any chapter that is local or part of a citywide/metro. In addition, University of New Haven students are not allowed to join a city-wide
or metro-chapter.
More information about Greek Life at the University of New Haven can be found in the Greek
Life Handbook.
Recognized Student Organization Travel
Any Recognized Student Organization that is attending a regional or national conference,
meeting, or event where University funding is being provided for the trip must follow the
criteria outlined below.
1.
2.
RSO’s must meet with the Associate Director of Student Activities at least one
month prior to travel for overnight trips.
Off Campus Activities and Travel Guidelines
The University encourages Recognized Student Organizations to engage in offcampus activities which are consistent with the goals of Recognized Student
Organization and those of the University. However, there are limits to the extent
to which the University will permit its name to be used in conjunction with offcampus activities. As the University assumes no liability for these activities,
Recognized Student Organizations themselves must exercise good judgment and
prudence in the conduct of such activities.
 Recognized Student Organization officers should be aware that they
may be held personally liable in suites brought for damages which
may occur during any off-campus activities of the Recognized Student
Organization. Only the University, its board members, and University
employees, when acting in the scope of their duties, are insured
under the liability coverage provided by the University. Students are
not insured in this manner.
Note: Please refer to the Recognized Student Organization Vehicle Use Policy for
specific details about Travel restrictions.
Updated September 2, 2015
P a g e | 12
The Recognized Student Organization must complete the following forms prior to
their departure:
 A request must be made for off campus travel on the Event Management
System fourteen (14) days or greater prior to the anticipated departure
date
 Advisor approval for the event as well as confirmation that an advisor will
be attending the duration of the event must be sent to
UNHActivities@newhaven.edu at least 7 days before the trip departs.
 Airfare and/or train tickets must be purchased at least one-month prior
to the departure date. First class tickets cannot be purchased with
University funds.
 Liability and Waiver Form (all students and Advisors attending must
complete and sign a waiver before leaving the University. Waivers are
due to the Office of Student Activities, at minimum, 48 hours before
departure.)
 Any required forms provided by the sponsoring conference organization
 Any additional forms supplied by the Associate Director of Student
Activities
Rental Vehicles
Students are not permitted to drive or rent vehicles for Recognized Student Organization
sponsored activities. An approved University employee must be the driver for any Recognized
Student Organization sponsored trip if a rental vehicle is used.
Due to safety issues identified by the National Transportation Safety Board, fifteen (15)
passenger vans will not be rented, leased or purchased by the University and may not be used
for University-related activities.
Fundraising on Campus
Fundraising activities are subject to the following conditions:
1.
2.
3.
No Recognized Student Organization may infringe upon the privacy of the residents
of the University housing facilities (rooms, study lounges, etc.) or interrupt the
conduct of classes or extracurricular activities for the purpose of raising funds.
A purpose of fundraising program of a Recognized Student Organization will not be
approved if it is determined that the program is in direct conflict with the operation
or interest of the University.
Request for space for fundraising activities can be indicated on the Events
Management System event request form. Space should be reserved based on the
Updated September 2, 2015
P a g e | 13
4.
5.
6.
timelines set forth in the Student Social Event section of this document and is
subject to availability.
Raffles, bingo or gambling games, and 50/50 raffles are not permitted due to
Connecticut State Law.
Fundraising to support the needs of individuals who are not University community
members is not permitted. Should a group wish to raise funds in support of the
needs of an individual member of the University community (a student, an alum, a
faculty or staff member) through a recognized on or off campus organization,
approval must be secured in writing from the Dean of Students at least seven (7)
days before fundraiser.
No student or Recognized Student Organization may solicit a University office,
faculty or staff member with a request for funding or selling fundraising items.
If a Registered Student Organization would like to hold a fundraiser in the residence halls in
which food or other items are delivered, the following procedure should be followed:
1. RSO must register residence hall focused fundraisers through the Office of Residential
Life and the Office of Student Activities ten business days prior to the event through
EMS
a. Once reviewed by the Associate Director of Student Activities, the fundraiser
request will be forwarded to the Area Coordinator of Upperclass Residence
Areas for Residence Hall approval.
b. If approved, the Area Coordinator for Upperclass Residence Areas will
communicate to the on-call RD that a fundraiser is occurring so that on-call
student staff can be made aware
c. The Associate Director of Student Activities will issue the final approval to the
RSO via EMS.
2. No more than 2 RSO may hold residence hall fundraisers on a given date
3. During fundraisers the ORL guest policy will remain intact
a. No member of the RSO who is not a resident of a particular residence hall will be
permitted to enter unless properly signed-in
b. If a student is signed-in and leaves the residence hall they will need to be signed
back in if they return
c. Residents will not be permitted to sign-in more than 3 guests
d. No resident is permitted to give their student ID card to another member of a
RSO so that they may gain access to a residence hall
4. Students participating in the fundraiser should not be receiving/delivering items directly
to the room/apartment door (with the exception of Savin Court and Main St)
5. If students participating in the fundraiser are delivering/ receiving items they will only
be permitted to do so outside of a residence hall or in the lobby of a residence hall;
when entering to deliver items, students should identify themselves to the staff at the
duty desks
Updated September 2, 2015
P a g e | 14
6. If the guest policy is not upheld by the RSO:
a. The on-call Resident Director reserves the right to cancel the fundraiser
b. ORL will not approve any further fundraisers for that RSO for the remainder of
the academic year
c. OSA will follow-up through appropriate RSO regulations
During fundraisers, any building without a duty desk (Dunham, Ruden, Forest Hills), will only be
able to accept deliveries at the front entrance. Members of the RSO will not be permitted entry
into these halls unless they are a resident of the building.
Updated September 2, 2015
P a g e | 15
Solicitation on Campus
Solicitation is defined as requesting donations without products or services being rendered or
raising funds through the sale of merchandise or services for the benefit of any Recognized
Student Organization.
Recognized Student Organizations may solicit funds under the following conditions:
1.
2.
3.
4.
The University will conduct recognized satisfactory verification of the existence of
the organization.
Professional fund-raisers will not be permitted to solicit or operate for any
organization of the University.
Solicitations shall be conducted only at locations and times authorized by the
Director of Student Activities or designee.
In cases of conflicts in scheduling solicitation activities, preference shall be given to
those Recognized Student Organizations which have had the fewest solicitations
during the current academic years, secondly to those Recognized Student
Organizations whose requested solicitations are of timely importance.
Solicitation Off Campus
Recognized Student Organizations may solicit funds from off campus resources under the
following conditions:
1.
2.
3.
4.
Solicitation of financial support from off-campus sources to include alumni must be
authorized by the Director of Student Activities and the Director of Development to
ensure that Recognized Student Organizations are not interfering with the University
fundraising programs.
To obtain authorization, a Recognized Student Organization must first provide the
Director of Student Activities with a statement describing the purpose of the
solicitation and the names and affiliations of the prospective donors, as well as exact
copies of all solicitation materials.
The deadline for this statement is fourteen (14) days prior to the solicitation event
date.
The Director of Student Activities will refer these documents to the Director of
Development for final approval. An organization may not contact prospective
donors until it has received authorization in writing from the Director of Student
Activities to do so.
Updated September 2, 2015
P a g e | 16
Political Solicitation
Solicitation on behalf of candidates for political office is not permitted on campus except in the
case of candidates for major political office (i.e., President, Governor, and University-invited
speakers).
Student Requests for Funding From University Offices and Staff
Recognized Student Organizations and individual students are not permitted to request
financial support from University faculty, staff or offices for events, publications, programs, or
activities without the approval of the Associate Vice President of Student Affairs and Dean of
Students. It is important for Recognized Student Organizations and individual students to
understand that although University faculty and staff are happy to provide support to students
in many ways, University budgets do not have discretionary funds which allow financial
support.
Recognized Student Organization Off Campus Bank Accounts
University policies require that all funds received on behalf of the University or its programs
must be administered through the University Vice President for Finance. Any account with a
bank of financial institution not approved by the University Vice President for Finance and the
Director of Student Activities is strictly prohibited.
Accounts using the name or taxpayer identification number of the University, its auxiliaries, or
affiliated organizations are allowed only if opened with the explicit approval of the University
Vice President for Finance.
All proceeds and receipts from any University auxiliary of affiliated organization activity fall
under this policy. These include, but are not limited to, receipts from any donor, contract,
workshop, event grant, and/or reimbursement arrangement. Depending on the activity, funds
will be deposited in general fund, reimbursement (independent operations) trust, or agency
accounts sanctioned by the University, its auxiliaries, or affiliated organizations.
Personal Expenditure
Students or Recognized Student Organizations cannot be indebted to the University for more
than $300.00 at any given time. Any amount over $300.00 per person or Recognized Student
Organization will not be reimbursed.
Updated September 2, 2015
P a g e | 17
Dues and Funds Collection
Dues for Recognized Student Organizations are based on the associated governing board (i.e.
executive board). If a Recognized Student Organization would like to charge dues for the
members of the organization, the Recognized Student Organization Treasurer should fill out the
Dues and Funds Collection Form on the Office of Student Activities page of Charger Connection.
Please note that effective immediately, the Office of Student Activities will no longer accept
cash in any form.
This policy EXCLUDES Club Sports, as those dues may be collected by the Director of Campus
Recreation or designee, and social Greek organization dues collection.
It is University policy that all funds, including dues, must be collected by the Office of Student
Activities staff, not by the organization themselves. The Office of Student Activities and the
University of New Haven are not liable for any funds missing, lost, or stolen while in the
possession of students.
Please follow the steps below carefully and contact the Office of Student Activities with any
questions you may have:
1. Update your Recognized Student Organization Roster on Charger Connection to reflect
the current membership. Our office will accept funds from current UNH students and
record their name, amount paid, date paid, and reason for payment. If the student is not
currently on the RSO Charger Connection Roster, it will be your responsibility to
successfully add them to your Roster once they have paid.
2. Provide the reason for funds collection, amount to be collected, and date the money is
due. The Office of Student Activities will only collect the amount listed on the funds
collection form and will not collect money past the due date listed, unless otherwise
instructed by the RSO President or Treasurer.
3. Once you receive a confirmation of your Form being “Approved,” notify your members
to pay the necessary amount directly to the Office of Student Activities. Please do not
instruct members to pay until you have received this approval as the Office of Student
Activities will not accept funds from students until this form has been completed and
approved.
4. The Office of Student Activities is open Monday – Friday from 8:30am-4:30pm,
excluding University holidays and breaks. Please advise students to come during
normal business hours. Also please advise students to load all dues to be collected onto
their ChargerCard. Cash will not be accepted for RSO dues.
5. Club funds will be deposited routinely into the organization’s specified account. RSOs
have a University funds account and a Dues account, which are used for different
purposes. If you have questions about which account should be used, please see the
OSA Office Coordinator or the USGA Treasurer.
Updated September 2, 2015
P a g e | 18
6. The RSO Treasurer will received an e-mailed copy of all dues collected after the
collection due date has passed. The RSO Treasurer can email studentactivities@newhaven.edu or go to the Office of Student Activities to
request an update on funds collected before the due date passes.
Note: Funds collected through dues roll over year-to-year if not spent or allocated from your
account.
Product Ordering
1.
2.
3.
Any Recognized Student Organization that wishes to order products for events,
advertisement purposes and/or give-a-ways must abide by the following rules:
a. All products ordered by Recognized Student Organization must contain the
words “University of New Haven” or the UNH official logo.
b. If funding is received from other sources, such as the Undergraduate Student
Government Association, additional text or logos may be required.
c. Products may not contain offensive language, slurs and/or references to
drugs/alcohol.
d. All products ordered must be submitted via email for approval by the Director of
Student Activities two weeks before the order needs to be submitted, whether
for on or off campus distribution.
 If there is a question as to the content of a prospective product, please
schedule a meeting with the Director of Student Activities to ensure
approval prior to purchasing.
e. Altering of any University logo is not permitted.
 All logos for Recognized Student Organizations must be approved by the
Director of Student Activities and the Department of Marketing and
Publications.
If a product is ordered that does not abide by the above mentioned requirements:
a. University funds will not be used for reimbursement of products.
b. These products will not be permitted to be distributed to the University
community.
If a Greek organization is purchasing lettered apparel for personal use, the design of
these products does not need to be approved by the Director of Student Activities.
Updated September 2, 2015
P a g e | 19
RSO Mail and Deliveries
1. The Mail Department will need contact information for at least two (2) people in each
Recognized Student Organization (RSO) to be directed to the Post Master at
mpalmieri@newhaven.edu or (203) 932-7201. The contact information should include
the following information:
 RSO Contact Person(s)
 RSO Name
 RSO Email Address
 RSO Advisor
 Cell numbers for Contact Person(s)
When truck deliveries or perishable deliveries arrives, the Mail Department will reach out to
the RSO contacts. The Office of Student Activities will no longer be accepting packages
on behalf of Recognized Student Organizations.
2. When any RSO expects an oversized delivery or an order of five (5) or more boxes, the
Mail Department must be notified prior to that delivery. This includes furniture or any
kind of delivery that requires a loading dock, or any item over 50lbs. Any of these
deliveries requires coordination with the Facilities Department by the RSO that would
be receiving said delivery.
3. No tractor trailers trucks are allowed on campus - only box trucks/straight trucks with
lift gates are allowed.
4. It is important that trucking companies contact the Mail Department in advance when
they are making deliveries to campus and must provide the following contact info:
 RSO Contact Person’s name
 RSO Name
 Cell number
 Provide the PO or P-Card associated with this order
5. When an order is placed, the vender should provide the following info to the purchaser:
 Weight of the shipment
 Number of boxes and/or pallets
 Description of item(s) and any type of special handling (such as
Hazardous, Perishable, etc.)
6. Failure to comply with the policies may result in the Mail Department declining
shipment.
Updated September 2, 2015
P a g e | 20
Catering Requests
All catering requests must be submitted through the Events Management System (EMS)
request a minimum of two (2) weeks before the event date. If a Recognized Student
Organization wishes to use an off campus vendor, Sodexo must grant permission via the Sodexo
Food Service Waiver, prior to utilizing off campus food vendors. As per University contract,
Sodexo has the first right of refusal for all catering orders. Food Service Waivers must be
completed and brought to the Sodexo Office on the first floor of Bartels Hall to be signed by the
Director of Catering or designee. Once signed, the waiver must be return to the Office of
Student Activities by the RSO for the signature of the Director of Student Activities.
Alcohol
1.
Special requests from Recognized Student Organizations for alcohol service (beer
and wine only) at a campus event must be made in writing to the Associate Dean of
Students at least three (3) weeks in advance of the event. There will be no exception
to the three (3) week in advance requirement. Please complete the University of
New Haven Undergraduate Student Functions With Alcohol Request Form, which
can be obtained from the Vice President of Student Affairs and Dean of Students
Office.
2.
The Recognized Student Organization must submit an event request through the
Events Management System. The request must be approved by the Director of
Student Activities.
3.
The Recognized Student Organization Advisor must be present during the entire
event to ensure that the sponsoring Recognized Student Organization adheres to
state and federal law and University regulations.
4.
The sale of alcohol is prohibited on campus except in the case of approved special
events where the sale and service of alcohol is being conducted by the University
Dining Services in accordance with State law and University policy.
5.
Alcoholic beverages may not be furnished, purveyed, dispensed, sold, delivered,
and/or offered on campus where admission is charged, donations accepted, or
money exchanged for an activity under the sponsorship of any Recognized Student
Organization or individual, affiliated with the University unless a permit is obtained
by University Dining Services from the State Liquor Commission at least three (3)
weeks in advance of the event. The sale of alcohol is defined as occurring:
a. When there is a charge by the glass, bottle, can, or pitcher;
b. When there is either an admission charge or a charge for entertainment and
alcohol is free;
c. When donations are requested;
Updated September 2, 2015
P a g e | 21
d. When money is collected in advance for the purchase of alcohol to be given
away.
All alcohol service which requires a permit shall be dispensed by University Dining
Services.
6.
Event planners must make provisions to check identification and to prevent the
interaction between those using alcohol legally and those underage persons by
having separate serving/consuming area. The serving and subsequent consumption
of alcohol at registered events must be limited to a single defined area. Alcoholic
beverages cannot be taken from the defined area. Sufficient space shall be
designated for the service area to avoid congestion and related disruption.
7.
Positive proof of age (a valid Government issued photo ID or Passport) is required at
any event at which alcohol is served and/or consumed.
8.
The University requires that non-alcoholic beverages and food be served for the
entire event and at all events where alcohol is present and encourages
entertainment where appropriate.
9.
There must be established time limits for the serving of alcohol at any event. Alcohol
service/sale must end one (1) hour prior to the end of the event.
10.
The Associate Vice President of Student Affairs and the Dean of Students and
University Police may place limitations on the amount of alcohol permitted at any
event. Any violation of limitations or restrictions on the amount of alcohol permitted
at any event will be treated as a disciplinary matter in accordance with university
disciplinary procedures.
11.
Alcoholic beverages may not be offered as a prize, award, gift certificate, or
incentive by an individual or Recognized Student Organization.
12.
No social event shall include any form of “drinking contest” in its activities or
promotion.
13.
Undergraduate Student Activity Fees may not be used for the purchase of alcohol.
14.
UNH students will be held responsible for the behavior of their guests at all
University events.
Updated September 2, 2015
P a g e | 22
Digital Media Copyright
In accordance to the Copyright Law of the United States of America, Title 17, Chapter 1, the
University of New Haven has outlined the following guidelines for showing videos, movies and
television recordings.
 For educational purposes you may show or utilize any work as long as it related to the
curriculum of the course and is for face-to-face instruction in the classroom. This includes
movies/videos and television recordings, the following guidelines should be observed to be
in accordance with Title 17, Chapter 1, Section 110.
1.
The audience must be limited to the students enrolled in the particular course,
seminar or group courses.
2.
There should be an academic link to the showing of a movie/video.
3.
The showing of the movie/video should be listed in the course syllabus or seminar
outline.
Viewing videos, movies, or DVD’s outside the parameters for face-to-face instruction is
considered either private or public viewing. As outlined in Title 17, Chapter 1, Section 106,
public viewing requires the purchase of a license. The rules apply whether or not admission is
charged.

Private viewing is: a person’s private home or residence where the showing is for members
of a family and a limited number of guests.

Public viewing: a place open to the public where the performance is held, or a place where
a substantial number of people who are not family members or friends is gathered.
Videos, movies of DVD’s that are rented from video stores, purchased, or checked out of the
library are for private home/residence viewing purposes only. The purchase of a pre-recorded
video/movie does not give the owner the right to a public performance of that video/movie
whether admission is charged or not. Permission must be obtained from the copyright holder
or a public performance license must be purchased. If a student group would like to show a
film in a public setting, the rights must be purchased.
Updated September 2, 2015
P a g e | 23
Posting and Advertising
1.
2.
3.
4.
5.
6.
7.
8.
All material placed on bulletin boards must first be stamped and approved by the
Office of Student Activities. The Office of Student Activities will stamp one flyer only,
please make copies after the original flyer has been stamped.
Materials containing references or logos promoting the sale or consumption of
alcohol are prohibited on campus.
Materials from individuals or groups advertising private parties will not be permitted
on campus.
Materials and/or flyers may not be distributed or posted on vehicles in University
parking lots.
Materials are only to be placed on bulletin boards on the locations listed on the next
page; materials cannot be posted on windows or walls without permission from the
Office of Student Activities. Materials posted in places other than bulletin boards will
be removed. The individual or organization posting the material will receive a
warning for the first offense, the second offense will result in the loss of posting
privileges for one month, and the third offense will result in the loss of posting
privileges for a full semester.
Any individual or organization posting materials is responsible for removing posted
materials within 24 hours of the event. If individuals or organizations do not remove
posted material after their event, they will lose posting privileges as listed above.
Outside vendors or advertisers are not permitted to post information in Residential
Halls.
Flyers are permitted to be posted for a maximum of two weeks.
Approved Posting Locations:
Kaplan – 2 total
 2 on 2nd floor
Bartels Hall – 3 total
 1 on back of each white board (1 by Info Desk, 1 by Dining Hall entrance)
 1 on bulletin board stairwell
Maxcy – 3 total
 1 on 2nd floor
 2 on 1st floor
Dodd’s – 2 total
 2 on 2nd floor (by the doors)
Bergami Hall Game Room – 1 total
 1 on ground floor (adjacent to field) during academic year (September-April)
Updated September 2, 2015
P a g e | 24
Bartel’s Lobby Tables
The Bartel’s Lobby Tables can be used under the following conditions:
1.
2.
3.
Table space in Bartels Hall will be made available in the following priority: (1) to
Recognized Student Organizations on a first-come, first-served basis and (2) campus
offices and (3) to outside community service groups who have been sponsored by a
Recognized Student Organization
Bartels Lobby tables are reserved via the Event Management System from 9 a.m.
until 2 p.m. or 2 p.m. until 7 p.m. each day and there will be a limit to one table/one
shift per day per group. There are to be only two people staffing each table at a
time. Recognized Student Organizations are to use the chairs that are provided at
the tables. The lobby furniture should not be brought over to the tables.
Exceptions can be granted in advance by the Associate Director of Student Activities.
Outside Space Noise
Recognized Student Organizations who wish to reserve outside space must be aware and
conscious of their noise level and keep the noise level no higher than a decibel reading of 80
decibels. During the weekday, offices are still open and noise can cause a distraction. If noise
becomes excessive, or exceeds the approved decibel reading of 80 decibels, an individual
and/or Recognized Student Organization will lose privileges to use outside space. All outdoor
events must conclude by 10:00pm unless special permission is otherwise granted by the
Associate Director of Student Activities.
Deadlines
Recognized Student Organizations (RSOs) are responsible for completing and submitting all
paperwork and forms on time. Failure to comply with the deadlines listed may result in event
and/or form denial. Below are commonly used forms and associated deadlines:

Contracts with Contract Authorization Form: Deadlines are based on the timeline set forth
in the Student Social Events section of this document.
Level One Events: minimum of 30 days prior to the event date.
Level Two Events: minimum of 14 days prior to the event date.
Level Three Events: minimum of 14 days prior to the event date.

Event Management System Event Request: Deadlines are based on the timeline set forth in
the Student Social Events section of this document.
Level One Events: minimum of 30 days prior to the event date.
Level Two Events: minimum of 14 days prior to the event date.
Level Three Events: minimum of 14 days prior to the event date.
Updated September 2, 2015
P a g e | 25

Off-Campus Travel Request through Event Management System: Deadlines are based on the
timeline set forth in the Student Social Events section of this document.
Level One Events: minimum of 30 days prior to the event date.
Level Two Events: minimum of 14 days prior to the event date.
Level Three Events: minimum of 14 days prior to the event date.

Sodexo Waiver Liability Form: Deadlines are based on the timeline set forth in the Student
Social Events section of this document.
Level One Events: minimum of 30 days prior to the event date.
Level Two Events: minimum of 14 days prior to the event date.
Level Three Events: minimum of 14 days prior to the event date.

Fundraising Request for Event Management System: Deadlines are based on the timeline
set forth in the Student Social Events section of this document.
Level One Events: minimum of 30 days prior to the event date.
Level Two Events: minimum of 14 days prior to the event date.
Level Three Events: minimum of 14 days prior to the event date.

Liability Waiver: Waivers are due to the Office of Student Activities, at minimum, 48 hours
before the event.

Merchandise/Prize Form: Forms are due back to the Office Coordinator in the Office of
Student Activities two business day following the event.

Credit Card Sign Out Form: Requests are due to the Office of Student Activities no later than
ten (10) business days before the event. All signatures must be included.
University Credit Card Use
1.
Overview: The Credit Card Sign Out Form authorizes use of an Office of Student
Activities credit card. The card can be used for the purchase of goods and/or services
for a Recognized Student Organization by an authorized purchaser (stipend student
position, Graduate Assistant or full time Faculty or Staff member).
2.
Submission Deadline: The Credit Card Sign Out Form is required to be completed ten
(10) business days prior to the anticipated date of purchase. All fields must be
completed including acquisition of signatures in the order in which they are
arranged on the form prior to requesting use of a card.
3.
Availability: Card and fund availability are on a first come, first serve basis. Once
approved by the appropriate parties, it is the Recognized Student Organization’s
responsibility to coordinate the purchase (scheduling a date and time with the Office
Updated September 2, 2015
P a g e | 26
of Student Activities for sign out, and arranging a stipend student or full time faculty
or staff member to make the purchase).
4.
Authorized Purchasers: The representative seeking an authorized purchaser must
ask stipend student positions first before asking a faculty or staff member. The
stipend student positions are as follows (the positions may be asked in no particular
order): USGA President, USGA Senior Vice President, USGA Vice President of
Operations, USGA Executive Assistant, USGA Treasurer, USGA Sergeant-at-Arms,
SCOPE President, SCOPE Vice President of Finance, SCOPE Vice President of
Programming, Charger Bulletin Editor-in-Chief, Charger Bulletin Assistant Editor,
Chariot Yearbook Editor-in-Chief, and Chariot Yearbook Assistant Editor. If all
positions have been asked and responded that they are unavailable then a Graduate
Assistant or a full time Faculty or Staff member may be asked.
5.
Itemized Merchandise & Merchandise/Prize Form: It is required to include an
itemized list of what is being purchased from the vendor(s)/stores(s):
a. If purchasing less than five (5) items the Merchandise/Prize Form does not need
to be completed (unless the items are prizes, then the Merchandise/Prize Form
is required).
b. If purchasing five (5) or more items, a Merchandise/Prize Form must be
completed and attached to the Credit Card Authorization Form.
c. If any merchandise is purchased with the intention of using as a prize, list each
item individually because the recipient(s) will need to sign that they received the
prize at the event.
d. Per Business Office Policy, effective Fall 2015, Gift cards must be purchased by
submitting a Purchase Order through Banner Finance. Gift Cards cannot be
purchased using personal funds or a University credit card. If personal funds are
used to purchase a gift card, the cost cannot be reimbursed using University
funds.
i. All gift cards must be listed individually on the Merchandize/Prize form
and signed for by the recipient. Any student receiving in excess of $600 in
gift cards in one calendar year will be subject to taxes by the IRS and will
be notified by the Accounting Office to complete a W-9 form.
e. If an item is out of stock at the time and location of purchase, a comparable item
of equal or lesser value may be purchased.
f. If prizes are being redeemed, the Merchandise/Prize Form must be returned to
the Office of Student Activities within two (2) business days of the event. If the
form is submitted late or not submitted at all, please see the Credit Card
Violations section for penalties.
6.
Approval Process: Each section of the form needs to be filled out in order starting
from the top. The Recognized Student Organization is responsible for completing the
Updated September 2, 2015
P a g e | 27
first section of the form enclosed in the top box. All signatures must be originals and
will be considered null and void if photocopied.
a. The first section requires listing all anticipated vendor(s)/store(s), an itemized list
of merchandise and prizes, the maximum funds requested, name of the event
associated with the purchase and its date, indicating if the purchase includes a
gift card and/or prize(s), and the Recognized Student Organization index code to
be charged. This section needs to be signed by the RSO President or Treasurer.
b. The second section required can only be filled out once the first section has been
completed. It requires the Undergraduate Student Government Association
President or Treasurer’s or the Graduate Student Council President or Vice
President of Finance’s signature, depending on where the funds are requested
from, and date of approval indicating the funds availability in the respective
Recognized Student Organization account. The Director of Student Activities
must sign after the USGA Treasurer for all USGA funding requests, and the
Director of Graduate Student Services must sign after the GSC VP of Finance for
GSC funding requests if the request is for $300.00 or more.
c. The third section will be signed by the stipend student/graduate
assistant/faculty/staff member supervising the purchase and the organization
representative when they take the card out to complete their purchase.
Please allot additional time for:
 Acquisition of signatures.
 Acquisition of outside funding to complete request (i.e. Bartels Fund or Miscellaneous).
Any difference between the final amount actually spent and amount requested will be returned
to the authorized index code at the conclusion of the billing cycle.
7.
Credit Card Violations: The Credit Card must be returned to the Office of Student
Activities no later than the agreed upon date and. The approved dollar amount
cannot exceed what is spent at vendor(s)/store(s). If the approved amount is
exceeded, The Recognized Student Organization may be subject to penalties at the
discretion of the Associate Director of Student Activities. The authorized purchaser
may also lose purchasing privileges with the Office of Student Activities. The
Merchandise/Prize Form and receipt(s) must also be returned to the Office of
Student Activities no later than two (2) business days after purchase. Failure to
return the Credit Card, Merchandise/Prize Form (if applicable), and/or receipt(s) will
result in penalties as follows:
a. First Offense: Failure to return at least one (1) of the listed items above per
request will result in a Recognized Student Organization loosing Credit Card
privileges for one (1) month. Other pending requests for the Recognized Student
Organization will be put on hold until penalty time is completed.
Updated September 2, 2015
P a g e | 28
If a Recognized Student Organization fails to return two (2) or more of the items listed
above in one (1) request they will serve penalties concurrently.
b. Second Offense: Failure to return at least one (1) of the listed items above per
request will result in a Recognized Student Organization losing Credit Card
privileges for the equivalent to one (1) entire semester. Other pending requests
for the Recognized Student Organization will be put on hold until penalty is
completed. The RSO must attend a mandatory meeting with the Director of
Student Activities.
If a Recognized Student Organization fails to return two (2) or more of the items listed above in
one (1) request they will serve penalties concurrently.
c. Third Offense: Failure to return one (1) or more of the listed items above will
result in a Recognized Student Organization losing Credit Card privileges for the
for the equivalent to one (1) academic year. All remaining pending requests for
the Recognized Student Organization will be cancelled and funds will be returned
to the Recognized Student Organization account.
Trip Sign Ups
Any Recognized Student Organization requiring signups for an event/trip must hold signups
through Charger Connection. A complete tutorial is available on the Recognized Student
Organization’s resource page: www.newhaven.edu/RSOresources.
Call Before You Dig
Any Recognized Student Organization wishing to stake anything in the ground on campus
property must notify the Office of Facilities. This can be done through the Event Request Form
on the Events Management System, or by emailing buildingsandgrounds@newhaven.edu.
Notification should be done five (5) days prior to the event date, and should include the
following information:
 Event location, event date and time, description of event.
If something in unable to be staked in the ground (i.e. on gravel or pavement), sand bags can be
used to secure the construction.
Updated September 2, 2015
P a g e | 29
Rocks
1.
Succession
a. If a Recognized Student Organization loses rock privileges or becomes
unrecognized, the next oldest Recognized Student Organization on campus will
have the opportunity to own that rock.
b. If a Recognized Student Organization does not want to own the rock, it will go to
the next oldest Recognized Student Organization.
c. The determining factor of the next oldest Recognized Student Organization will
be the list in the Office of Student Activities.
2.
Maintenance
a. By April 15th and October 1st of each year, the Recognized Student Organization must
make sure their rock is clean, has no paint chips, . and that the Recognized Student
Organization’s name is clearly visible.
b. All designs for rocks must be approved by the Director of Student Activities in
writing one week before the rock is painted.
3.
Violations
a. If a Recognized Student Organization does not comply with the policy, they
will receive a written warning. Continuous failure to comply will result in a loss
of the rock.
Candles
The use of flame candles is prohibited for events and cannot be used at any Recognized Student
Organization sponsored event, this includes Fraternity and Sorority ceremonies and rituals.
Event Scheduling
Recognized Student Organizations can hold events from the first day of classes until 12
midnight on the last day of classes.
University Closure
In the event the University closes due to weather, etc., where classes are cancelled, Recognized
Student Organization events can still occur as long as students are not required to travel to
campus for the event. Bartels Campus Center and Bartels Student Activity Center (BSAC) may
remain open if staffed.
Updated September 2, 2015
P a g e | 30
Student Social Event
This policy covers student sponsored social events. Non-passive student social events are
generally defined as those where attendees are expected to be lively participants in the event,
such as but not limited to dances, after parties or concerts, or where a competitive element
exists such examples could include Step Shows, MC Battles, and Battle of the Bands.
Passive events are generally defined as those where attendees are non-participating recipients
of entertainment such as movies, fashion shows, comedians, plays, speeches and/or other
cultural or theatrical-type events.
1.
Event Management Committee
The University has designated the Events Management Committee with the
oversight of the student social events described in this policy. The Events
Management Committee consists of the Director of Student Activities, Chief of
Campus Police, Associate Director of Student Activities, and four student
representatives, one of which must be the USGA President. In order to ensure the
well-being of all constituencies involved (students, the University and the
community) events scheduled on a given night will be approved by the Director of
Student Activities and at times in consultation with the Events Management
Committee. The Events Management Committee has the right to recommend to
the Dean of Students that an exception to any requirement in this policy be
granted. The Chief of Campus Police may veto any proposed exception.
2.
Event Levels
Events are enumerated as Level 1 through Level 3. Following are policy statements
common to all levels. Policy statements specific to each level are identified below
that level.
3.
Guests
For purposes of this policy, guests are defined as anyone not currently a UNH
student, faculty or staff member and may also include, at the discretion of the
Events Management Committee, the immediate family of students, faculty, staff
and alumnus/a.
The Events Management Committee will make the final determination as to which UNH events
guests will be permitted with the concurrence of the Dean of Students and Chief of Campus
Police.
Updated September 2, 2015
P a g e | 31
4.
Advisor
For events that are classified as Level 1, an Advisor is defined as a UNH professional
staff or a faculty member. Graduate students cannot serve as the sole advisor for a
Level 1 event. Events that are classified as Level 2 or Level 3 are required to have an
advisor who may be a professional staff member, faculty member, a graduate
assistant, or the President of the corresponding Recognized Student Organization.
The advisor at the event cannot be part of the event’s entertainment.
5.
Event Security Disclaimer
The policy statements that follow will be considered the standards for regulating
student social events at each level. However, based upon the nature or location of a
particular event, adjustments to security measures may increase or decrease the
levels of security listed below. These measures may include but not be limited to
metal detection. Any adjustments to security measures will be made in writing by
the Chief of Police in consultation with the Events Management
Committee. Decisions regarding the use of outside police agencies will be at the
sole discretion of the Chief of Police.
Policy Statements Common to All Level Events:
1.
The Recognized Student Organization must fill out an event request via the Event
Management System.
a. Note: The University and/or the Events Management Committee reserve the
right to cancel, modify or reschedule any event.
2. Alcoholic beverages will not be sold, distributed, consumed or possessed at student
social events.. No alcohol/drugs will be permitted at any event or in the surrounding
area. Exceptions will be made in the case of approved special events where the sale
and service of alcohol is being conducted by the University Dining Services in
accordance with State law and University policy Person(s) suspected to be under the
influence will be denied entry or removed from the event, with no refund. Any
individual found to be in violation of this policy may be subject to arrest and/or
University sanction.
3.
Possession of weapons on campus is strictly prohibited. Violation of this prohibition
subjects attendee(s) to being denied entry to or immediate removal from the event
along with possible arrest, criminal prosecution and University sanctions.
4.
Student Social Events will not be advertised in any way off campus, including any
publicity provided by the contracted speaker, performer, and/or entertainer.
Updated September 2, 2015
P a g e | 32
5.
If a contracted speaker, performer, and/or entertainer is being used, the contract
must be reviewed and signed by the Director of Student Activities before the event
can occur. If a speaker, performer, and/or entertainer performs on campus without
a signed contract, the RSO will face sanctions decided upon by the Office of Student
Activities.
6.
All participants at the event may be subject to “metal detection” and search of bags.
7.
Based upon the level and/or nature of an event, backpacks, purses, or any other
bags may or may not be permitted entry. The Chief of Police in consultation with the
Events Management Committee will make these decisions.
8.
All Advisors, students and staff directly participating in an event must undergo event
management training as defined by the Chief of Police and the Director of Student
Activities. Training will be conducted by the Chief of Police and Director of Student
Activities.
9.
No disruptive or disorderly behavior such as moshing, body slamming or body
surfing will be permitted. Violators will be removed from the event with no
refund. Any individual found to be in violation may be subject to arrest and/or
University sanction.
10.
Prior to an event, the decision to terminate will be made by the Dean of Students, or
designee and the Director of Student Activities, in consultation with Campus Police
at their sole discretion.
11.
During an event, the decision to terminate is the responsibility of Campus Police in
consultation with the event Advisor. (In the event of imminent harm, the decision to
terminate may be made by Campus Police and/or West Haven Police without
consultation).
Level 1 Events
Level 1 events are defined as large scale campus wide events at which 300 or more are
expected to be in attendance. Depending on the event, guests may or may not be
permitted. These events are hosted in the Charger Gymnasium, Echlin Dining Hall, Residence
Hall Quad, Practice Field, Rec Center, Bucknall Theater and Bartels Hall and will require the
security measures below and will be based upon the location of the event.
Examples of large scale campus wide events are, but not limited to: Concerts, Spring Weekend,
Homecoming, Midnight Madness, etc.
Level 1 events held in the Gym, Quad, and Practice Field that accommodate a maximum of
1500 persons and events held in Bartels Hall which accommodates a maximum of 800 require:
Updated September 2, 2015
P a g e | 33
1.
The sponsoring Recognized Student Organization Advisor must be in attendance and
be a full time UNH faculty/staff member.
2.
Campus Police coverage – To be determined by the Chief of Police
3.
West Haven Police coverage – To be determined by Chief of Police
4.
2 Student Affairs Professional Staff – To be determined by the Dean of Students
5.
A certain number of UNH students from the sponsoring Recognized Student
Organization membership – To be determined by Director of Student Activities
6.
Fire/Ambulance – To be determined by the Chief of Police in consultation with
appropriate agencies.
Level 1 Policy Statements
1.
The Recognized Student Organization must fill out an event request via the Event
Management System a minimum of 30 days prior to the event date. Once
requested, the RSO must e-mail event details to their advisor who will then forward
event approval or denial to UNHactivities@newhaven.edu within 14 days of the
event.
2.
The sponsoring Recognized Student Organization Advisor must be present and
visible for the duration of the event.
3.
The sponsoring Recognized Student Organization is required to organize and attend
a pre-event planning meeting. The purpose of this meeting is to review student
social event guidelines, outline expectations, answer questions, and go over the
logistics of the event.
4.
The meeting will consist of 2 representatives from the sponsoring Recognized
Student Organization (one of which must be the Recognized Student Organization
President), Director of Student Activities or designee, Chief of Police or designee,
and sponsoring Recognized Student Organization Advisor.
5.
The pre-event meeting must be scheduled at least 14 days in advance and will be
held at least 5 days in advance of the program.
6.
If the sponsoring Recognized Student Organization attendees fail to organize and
attend this meeting, the event is cancelled.
Updated September 2, 2015
P a g e | 34
7.
If guests are permitted, the following rules but be followed:
a. UNH students are permitted to host one non-UNH guest. UNH students must
escort their guest into the event and are responsible for their guests throughout
the event's duration.
b. Guests must be signed in at the door. All guests must prove they are at least 18
years of age, either by a government issued photo ID or with a valid
college/university student ID that has the guest’s birth date.
c. The sponsoring organization must submit a list of invited performers and the
performers’ (no more than) 10 guests to the Director of Student Activities and
the Chief of Police or designee at least two business (2) days prior to the event.
No guest will be admitted into the event if not on the approved list. All guests of
the performers must prove they are 18 years of age with their government
issued photo ID.
d. Some events will require the use of wristbands, which will be obtained from the
Office of Student Activities.
e. Money may or may not be charged for admission. See “Charging at Student
Social Events” section for further clarification.
f. University staff, student representatives of the sponsoring student organization,
Advisors, and Campus Police Officers must arrive a minimum of 30 minutes prior
to the event start time. They will receive specific instructions from Campus
Police and/or the Recognized Student Organization Advisor.
g. Invited students from other college/universities on the approved list must have a
valid college/university photo ID and government issued photo ID and cannot
bring guests. Invited students without a valid college/university photo ID or
government issued photo ID will not be granted admission.
Level 2 Events
Level 2 events are defined as medium scale campus events at which up to 300 are expected to
be in attendance including guests, or any event which takes place off University property.
Examples of these events are but not limited to: After Parties, Step Shows, Dances, Battle of the
Bands, MC Battles and Socials.
Level 2 events held in Dodds Auditorium, German Club, Alumni Lounge and Annex, and Echlin
Dining Hall which accommodate a maximum of 300 persons require:
1.
An Advisor must be in attendance and be a full time UNH faculty/staff member or an
approved Graduate Assistant.
Updated September 2, 2015
P a g e | 35
2. Campus Police coverage – To be determined by the Chief of Police.
3. A certain number of UNH students from the sponsoring Recognized Student
Organization members working at the event – To be determined by Director of
Student Activities
Level 2 Policy Statements
1.
The Recognized Student Organization must fill out an event request via the Event
Management System a minimum of 14 days prior to the event date. Once
requested, the RSO must e-mail event details to their advisor who will then forward
event approval or denial to UNHactivities@newhaven.edu within 7 days of the
event.
2.
The event Advisor must be present and visible for the duration of the event.
3.
UNH students are permitted to host one non-UNH guest. UNH students must escort
their guest into the event and are responsible for their guests throughout the
event's duration.
4.
Guests must be signed in at the door. All guests must prove they are 18 years of
age, either by a government issued photo ID or with a valid college/university
student ID that has the guest’s birth date.
5.
Money may or may not be charged for admission. When admission is charged,
tickets must be sold in advance at a table in the lobby of Bartels Hall.
6.
University staff, student representatives of the sponsoring student organization,
Advisors, and Campus Police Officers must arrive a minimum of 30 minutes prior to
the event start time.
7.
Invited students from other college/universities on the approved list must have a
valid college/university photo ID and government issued photo ID and cannot bring
guests. Invited students without a valid college/university photo ID and\or
government issued photo ID will not be granted admission.
8.
Participants and guests at events prior to an After Party will receive a wristband at
the prior event and will be permitted to attend the After Party. Wristbands must be
obtained from the Office of Student Activities.
9.
Exception to the Charging Policy for Student Social Events: off campus trips may
charge a fee and must follow the charging policy.
Updated September 2, 2015
P a g e | 36
Level 3 Events
Level 3 events are defined as medium scale campus events at which up to 300 UNH students
and no guests are permitted to be in attendance. Examples of these events are, but not limited
to Bean House, movies, lectures, comedians, off campus trips, and game shows.
Level 3 events will require:
1.
An Advisor must be in attendance and can be a graduate assistant or the President
of the corresponding Recognized Student Organization (except movies and Bean
House where no Advisor is required to be in attendance).
2.
Campus Police coverage – To be determined by the Chief of Police.
3.
A certain number of UNH students from the sponsoring Recognized Student
Organization members working at the event – TBD by Director of Student Activities
Level 3 Policy Statements
1.
The Recognized Student Organization must fill out an event request via the Event
Management System a minimum of 14 days prior to the event date.
Invited College /University Policy for Student Social Events:
Recognized Student Organization will be permitted to host events with students from approved
list of local Connecticut college/universities. There will be a maximum of four “invited guest”
events per semester (one per month). A Recognized Student Organization is only permitted to
hold one “invited guest” event per semester.
Recognized Student Organizations wishing to sponsor an “invited guest” event will be entered
in a lottery. The lottery will be held within 3 weeks of the ending of the prior semester. The
lottery will be conducted by the Director of Student Activities.
1.
Recognized Student Organizations who wish to invite students from other local
Connecticut colleges/universities to UNH events may be permitted to do so. The
following criteria must be met:
a. The colleges/universities invited must be listed on the Event Registration
Form.
b. A maximum of 5 college/universities from the approved list of CT
colleges/universities are permitted to be invited.
c. The invited college/university list must be approved by the Director of
Student Activities before the invited campuses are notified.
Updated September 2, 2015
P a g e | 37
d. Publicity to the invited campuses will only be by word of mouth and
distribution of flyers on other campuses will not be permitted.
e. The invited college/university must be a CT 4 year accredited college or
university.
2.
All invited guests from the list of approved colleges/universities will be required to
prove they are 18 years of age by presenting a government issued photo ID and a
valid college/university student ID. The guest’s ID will be scanned at the entrance to
the event.
a. A scan of the student’s ID from the invited college or university will be
made. If the scanner breaks, the process is to hold the college/university
ID’s of those attending.
b. UNH students and their one guest (non-invited college or university) will
be required to sign in and the host and guest’s ID’s scanned together.
3.
Safety is the primary consideration. Students of the sponsoring Recognized Student
Organization are to staff the door and keep a count of the number of attendees
attending the event. All attendees may be subject to the following:
a. Metal detection
b. Search of the contents of their pockets by removing all items.
c. Bag check
4.
Prohibited items to an event include:
a. Backpacks
b. Gym bags
c. Duffle bags
d. Weapons
e. Outside beverages
5.
Consequences for failure to follow the above policy are:
a. If a problem/policy violation occurs during the event the Advisor and
student organizers will be pulled aside and receive 1 warning from
Campus Police.
b. If after the 1st warning from Campus Police about a problem/policy
violation, procedures are still not followed, the event may be shut down
by Campus Police and the sponsoring Recognized Student Organization
Updated September 2, 2015
P a g e | 38
will lose the privilege to hold events for 60 days. Additionally, they must
attend an event management retraining before they can hold another
event.
Charging Policy for Student Social Events: (Level 1 or 2)
Recognized Student Organizations will be permitted to charge at student social events with the
permission of the Director of Student Activities. The sponsoring Recognized Student
Organization must complete the Revenue Generating Registration Form.
1.
2.
No charge will be permitted at UNH student only events, unless permission is
granted by the Director of Student Activities.
If there is a charge for the event in which guests are permitted and a profit is
generated:
a. UNH students may be charged a maximum of $20.
b. Guests will be charged at least $5 more than UNH students.
c. The charge must be indicated on the event registration on the Event
Management System.
3.
4.
If there is a charge for the event in which guests are permitted and revenue generated
will help defer the cost of the event (i.e. Senior Week, Snow Ball, Banquets):
a. A charge to a UNH student maybe no more than enough to cover the cost of
the event (no profit can be made from a UNH student).
b.
Guests will be charged at least $5 more than UNH students.
c.
The charge must be indicated on the Event Registration Form and Fundraising
Form must be completed.
Cash Control
a. For tickets sold prior to an event:
 The sponsoring Recognized Student Organization must pick up a cash box
from the Office of Student Activities.

At the end of the day, the locked cash box is taken to the Office of Student
Activities, if after hours then they are taken to Campus Police.

The cash is then counted and the amount will be recorded on the funds
received form and will be signed by all individuals present. The form and
cash are locked in the cash box and the cash box is left in OSA or brought
over to Campus Police.
Updated September 2, 2015
P a g e | 39

The Recognized Student Organization Treasurer will have the key to unlock
the cash box and will hold onto the key for tickets the next day. If it is the last
day of ticket sales the Recognized Student Organization Treasurer will bring it
to the Office of Student Activities.
b. For tickets sold during an event:
 The sponsoring Recognized Student Organization must pick up a cash box
from the Office of Student Activities.

If the event ends after University business hours, the Recognized Student
Organization is encouraged to turn the cash box in to Campus Police to be
stored overnight.

The Recognized Student Organization should retrieve the cash box and bring
it to the Office of Student Activities to count the revenue with the Office
Coordinator.

The Recognized Student Organization and Office Coordinator will complete a
funds deposit form.
c. Depositing Funds:
 The funds will be deposited by the Office Coordinator and recorded by the
Undergraduate Student Government Association Treasurer.
Co-sponsorship/Collaboration
In an effort to create more intentional co-sponsorship/collaboration among RSOs, the Office of
Student Activities has developed the following definition and requirements in order for RSO
events to be co-sponsored with other RSOs.
 The sponsoring organizations must develop the concept together
 They must share the workload of planning
 They must facilitate the event together
 The implementation should be split evenly
 The events must be approved by the Associate Director of Student Activities to be
considered co-sponsorship/collaboration and must follow the event guidelines as
outlined in the RSO Handbook
 They must reflect on or assess the program or event
III. Responsibilities of Recognized Student Organizations
Updated September 2, 2015
P a g e | 40
At the beginning of the year, all Recognized Student Organizations must be responsible for
these duties:
a.
All Recognized Student Organizations are required to update their student roster on
Charger Connection at the beginning and end of each semester.
b.
All Recognized Student Organizations must check their mailbox, which is located on the
third floor of Bartels Hall, at least twice per week.
c.
All Recognized Student Organizations must follow all the University policies and
guidelines as stated in this handbook and the UNH Student Handbook
IV. Forms
All forms listed mentioned in this handbook can be the web at
www.newhaven.edu/RSOresources and on Charger Connection.
V. Recognized Student Organization Directory
A full listing of Recognized Student Organizations can be found at on Charger Connection.
VI. Acronyms at UNH
A&B:
AL:
BL:
BSAC:
Charger Gym:
Bucknall:
FYSC:
GC:
GSC:
OSA:
ORL/Res. Life:
Rec Center:
RSO:
SCOPE:
SOAR:
USGA:
Meeting Rooms A and B; Alumni Annex
Alumni Lounge
Bartels Lobby
Bartels Student Activity Center
Charger Gymnasium
Bucknall Theatre
First-Year Success Center
German Club
Graduate Student Council
Office of Student Activities
Office of Residential Life
David A. Beckerman Recreation Center
Recognized Student Organization
Student Committee on Programming and Events (programming board)
Student Orientation Registration and Advising
Undergraduate Student Government Association
Updated September 2, 2015
P a g e | 41
Updated September 2, 2015
P a g e | 42
RSO Advisor Section
Office of Student Activities
University of New Haven
300 Boston Post Road
West Haven, CT 06516
Updated September 2, 2015
P a g e | 43
Dear Recognized Student Organization Advisor,
Thank you for your interest in serving as an Advisor to a UNH Recognized Student
Organization. UNH is comprised of almost 5,000 students seeking to join
organizations, and activities to engage themselves in during their time here. As
an Advisor, you can make a difference in these Recognized Student Organizations
and the directions they take.
College is certainly a time for students to grow as individuals, reaching new
heights along the way. Recognized Student Organizations provide an opportunity
for students to interact with others, develop leadership skills, take on
responsibility, learn about the University, and obtain valuable life skills.
This handbook is intended to serve as a guide for you, the Advisor, in your efforts
to effectively be a part of the Recognized Student Organizations. With your
assistance, we hope to be able to help build better organizations that allow
students to actively pursue their interests in extra-curricular activities.
If you have any questions, please contact the Office of Student Activities at 203479-4582, email us at studentactivities@newhaven.edu, or visit our website at
www.newhaven.edu/studentactivities. Once again, thank you for your interest in
serving UNH as a Recognized Student Organization Advisor.
Updated September 2, 2015
P a g e | 44
VII. Advisor Section
What is Advising?
General responsibilities include, but are not limited to, the following:
1.
The ability to attend general meetings with the Recognized Student Organization.
2.
The ability to meet with the officers of the Recognized Student Organization on a
regular basis.
3.
Take an active role in advising the Recognized Student Organization, but not running
it.
4.
Having the time to chaperone Recognized Student Organization functions.
5.
Becoming an effective Advisor by listening and being aware of all Recognized
Student Organization activities and functions that might be going on.
6.
Being able to mediate between conflicts within the Recognized Student Organization
and with the University.
Purpose of Advisors
1.
The Advisor serves in a voluntary capacity to the Recognized Student Organization
and provides guidance, direction, advice, and continuity to both the members and
officers of the organization.
2.
Every organization must have an Advisor who is a full time member of the faculty or
staff.
3.
The Advisor should be informed of what the Recognized Student Organization is
doing and invited to attend meetings and Recognized Student Organization
activities.
4.
Goals and ideas for the group should be discussed with the Advisor.
5.
An Advisor also approves most paperwork regarding finances and University
services.
Updated September 2, 2015
P a g e | 45
Advisor Responsibilities
All Recognized Student Organizations must have at least one (1) Advisor from the full-time
faculty or administrative staff. Any exception to this policy must be approved by the Director of
Student Activities. Advisors to a Recognized Student Organization have the following
responsibilities:
1.
Maintain an awareness of the activities and programs sponsored by the Recognized
Student Organization.
2.
Meet with leaders and officers to discuss upcoming meetings and programs, long
range plans, goals, and problem solving.
3.
Attend general and executive board meetings as often as possible.
4.
Assist the organization’s Treasurer in monitoring and adhering to the budget.
5.
Assist with officer transition and new officer training.
6.
Maintain contact with the Office of Student Activities.
7.
Explain and clarify University policies and procedures that apply to the Recognized
Student Organization.
8.
Talk with the Recognized Student Organization regarding appropriate behavior on
the part of the members and possible consequences of unacceptable behavior.
9.
Maintain the ability to deal with the same issues each year and remain fresh.
10.
Be familiar with national structure and services, if relevant.
11.
Provide guidance to students on procedures of reporting all suspicious behavior,
criminal activity, or disclosures of sexual assault to the appropriate venues (Campus
Police, anonymous online reporting, or Title IX Coordinators).
Who can Advise?
1.
Full time UNH faculty/staff members.
2.
If you are a faculty/staff member and alumni of the University, you must have
graduated no less than two (2) calendar years from the current date in order to
qualify as an Advisor.
Updated September 2, 2015
P a g e | 46
3.
Faculty, staff, and administration are encouraged to advise Recognized Student
Organizations. Advising takes a lot of time and energy and therefore the University
has decided that no faculty or staff member may advise more than two (2)
Recognized Student Organizations (unless it’s a requirement of their job).
4.
Faculty, staff, and administrators who choose to participate in the role of advisor are
required by the Jeanne Clery Disclosure of Campus Security Policy and Campus
Crime Statistics Act (20 USC § 1092(f)) to annually receive Campus Security Authority
training. Advisors will receive this training from the Title IX/Clery Compliance
Coordinator, which will educate them on the proper reporting procedures for
criminal activity, suspicious behavior, or sexual assault reports.
Organization’s Responsibilities to the Advisor
Each University Recognized Student Organization has the following responsibilities to its
advisor:
1.
To keep the Advisor informed of the overall activities of the organization.
2.
To notify the Advisor well in advance of the schedule of meetings and activities.
3.
To give the Advisor the opportunity to express an opinion on issues that affect the
welfare of the organization and the prestige of the University.
4.
Not to violate University regulations.
5.
To extend an invitation to the Advisor (and his/her guest) to attend all functions of
the organization.
Helpful Tools for an Advisor
1.
Recognized Student Organization contact list of officers and members.
2.
Recognized Student Organization constitution.
3.
Recognized Student Organization calendar of events.
4.
Knowledge of University rules and policies.
5.
Key University contact numbers.
Updated September 2, 2015
P a g e | 47
6.
Keep open lines of communication with all members.
FAQ
Q:
A:
Do I have to be present at every meeting, every week?
Not necessarily, you can attend as few or as many meetings as needed, dependent on
agreements set forth with the Recognized Student Organization on how active a role is
needed by the Advisor.
Q:
Do Advisors need to attend every off campus function that the student organization
organizes?
Yes, an Advisor is required to attend every off campus function, but it can be any faculty
or staff member.
A:
Q:
How much time do Advisors need to set aside on a weekly basis?
A:
It depends on the type of involvement that is required by the Recognized Student
Organization. The time requirements should be communicated by the organization to the
Advisor when they are looking for candidates.
What To Do If…
1.
The Recognized Student Organization is planning a questionable event.
a. The difficulties inherent in the plan should be pointed out and other ideas
suggested. The Advisor may request that the group obtain the opinion of the
individuals or groups affected by the action. A meeting may be set up with the
Associate Director of Student Activities to clarify any questions.
2.
The members of a Recognized Student Organization are traveling.
a. Please follow the guidelines in the RSO Travel Policy and RSO Vehicle Use Policy.
3.
You are no longer comfortable being the Advisor of the Recognized Student
Organization.
a. Explain to the executive officers of the organization that you are no longer
comfortable being the Advisor of the organization. Give them a reasonable amount
of time to find a new Advisor. When changes are made, the Office of Student
Activities must be informed.
4.
You sense major problems within the Recognized Student Organization.
a. Meet with the officers and discuss your observations. Brainstorm solutions and get a
plan of action. The Associate Director of Student Activities is willing to help mediate
or seek solutions.
Updated September 2, 2015
P a g e | 48
5.
You find out your Recognized Student Organization is in violation of University
policies and/or federal, state or local laws.
a. Advisors have a responsibility to bring violations to the attention of the proper
University Official, i.e. Director of Student Activities, Dean of Students, Campus
Police, etc.
VIII. Office of Student Activities
The Office of Student Activities plays a vital role in the guidance of Recognized Student
Organizations. We provide numerous resources for all Recognized Student Organization such
as: event planning, budgeting management, leadership training, contract signing, publicity
coordination, and general guidance. We work very closely with all Recognized Student
Organizations planning community building events. Events include, comedy shows, dances,
weekend movies, game shows, speakers, and off campus trips. We advise the USGA, SCOPE,
Charger Bulletin, Chariot Yearbook, Greek organizations and oversee all Recognized Student
Organizations.
The Office of Student Activities also coordinates new student orientation (SOAR), Take Charge
(Leadership Education), campus wide weekend programming, major campus wide events such
as Welcome Week, Opening Day, Homecoming, Family Day, Student Awards Ceremony,
Educational Programming, and Spring Weekend – just to name a few.
The Office of Student Activities is located on the top floor of Bartels Hall and is staffed by a
Director, Associate Director, Assistant Director, Coordinator, Office Coordinator, Graduate
Assistants, and work study students.
Please feel free to stop by at any time to say hi or ask a question. We can be reached at ext.
4582 or by email at studentactivities@newhaven.edu.
Have a great year and thank you for helping our Recognized Student Organizations!!!!!
Updated September 2, 2015