Office of Student Development
Advisor Manual
2010
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Office of Student Development
(978) 665 – 3163
Table of Contents
Purpose of this Manual
Ten Commandments of Leadership
Benefits of Advising
The role and expectations of the Advisor
Advisor Tips and Hints
How to Start a Club or Organization
Sample Constitution
Privileges and Responsibilities of Student Organizations
University Policies
Programming and Planning
Hammond’s Offerings and Guide
Publicity and Promotion
Finances
Purchasing
Spending Information
Deposits
Leadership Opportunities
Appendix A: Campus Contacts
Appendix B: Forms for Student Organizations
Window Reservation Form
Table Request Form
Room Reservation Request Form
Fundraiser Request Form
Massachusetts Standard Contract
W-9 Form
Student Organization Registration Form
Agent/Event Sheet
Hammond Main Lounge Policy Form
Hazing Compliance Signature Sheet
Student Organization Committee Letter of Intent
Student Organization Committee Founding Members
Purchase Order Request Form
Deposit Form
Budget Adjustment Form
Income Expense & Adjustment Form
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Purpose of This Manual
This student organization advisor manual is designed as a supplemental resource and guide for
advisors of organizations that are recognized by Fitchburg State University. It is the hope that this
guide will assist advisors while working with their students as they both are confronted with questions,
potential problems or issues, and policies that organizations are held to by both the university and
state law.
Ten Commandments of Leadership
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Treat everyone with respect and dignity.
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Set the example for the others to follow.
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Be an active coach.
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Maintain the highest standards of honesty of integrity.
V.
Insist on excellence and hold your people accountable.
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Build group cohesiveness and pride.
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Show confidence in your people.
VIII.
Maintain a strong sense of urgency.
IX.
Be available and visible to your staff.
X.
Develop yourself to your highest potential.
*Taken from University of W isconsin Stevens Point, can be found at:
http://www.uwsp.edu/centers/sieo/documents/pdf/advisor_manual.pdf
Benefits of Advising
Taking on the role of an advisor to a club or organization comes with great responsibility and has
many rewarding benefits. As an advisor you are able to:
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Foster the transformation of growth in both individual students and the organization itself.
Observe the student development process through experiential learning opportunities.
Enlighten students faculty and staff with your from your own set of experiences and knowledge.
Support diverse groups of students come together and work towards common goals.
Engage in your own personal interests by working with an organization that reflects your personal
interests.
 Extend your appreciation and dedication for the Fitchburg State Community.
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The Role of the Advisor- Responsibilities then Expectations
An advisor’s role can differ in any organization based on several key elements including individual
and group expectations, organizational needs, and personal interests. Some advisors play very
active roles by attending meetings, assisting in program planning and meeting with student officers on
a regular basis, while other advisors play a more distant relationship with an organization. Neither
advising style is incorrect; however one must be aware of what the need of each organization is.
Each advisor should sit down with the officers that they will be working with to discuss what the needs
and expectations are for the advisor and what the advisor will expect to experience in their role.
Discussing expectations will not only begin a channel of clear communication, but will also either
confirm the advisor’s role or perhaps expose the realization that they are not ready for such a
commitment.
Advising Styles
The best advisors assess the developmental level of the organization, and adjust accordingly.
Individual students are at one of several levels of development in an organization. Kathleen E. Allen,
"Choosing the Effective Advising Style," in the May, 1981 Programming (p. 1-3) states these stages
include: Infancy, Adolescence, Young Adulthood, and Maturity. Not to be confused with actual age,
these stages represent a continuum along which students develop.
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Infancy: students exhibit a low level of commitment, a lack of knowledge, and limited responsibility for
their actions.
Adolescence: students increase their programming skills, their interest, commitment, and sense of
responsibility to the organization.
Young Adulthood: students become competent, and continue to increase in the areas of commitment
and taking responsibility.
Maturity: students now show a high degree of competency in many areas, and demonstrate a
commitment to the group that extends into taking responsibility for their own actions as well as the
group's actions.
Successful advisors will match their style with the level of the students in the organization.
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Director: has a high concern for the end result but is not very concerned about the process. This
matches with students in the Infancy stage.
Teacher/Director: exhibits a high concern for both product and process. Correlates with students in
Adolescence stage.
Advisor/Teacher: concern for product low because students handle this when in the young adulthood
stage; high concern for process. Correlates with students in Young Adulthood stage.
Consultant: product concern and process concern both low because students assume responsibility in
both areas. Students at this point are in the Maturity stage.
Adapted from Case Western Reserve University found at:
http://studentaffairs.case.edu/activities/resources/advisor/styles.html
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Roles You May Assume
Mentor
Many students will approach their advisor regarding issues that are going on within the organization for
guidance, and depending on the relationship that has been built, might also want to discuss issues that are
going on in their personal life.
Team Builder
During transition time periods with new officers, the advisor may need to take some initiative in gathering the
organization together and discussing goals and expectations as a team. This is important, because it builds a
stronger relationship between the advisor and the group as a whole. Positive relationships are necessary for
any organization to accomplish the goals that they set out to achieve and in order to work through a potential
conflict that comes along the way. Resources for goal expectations and ice breakers are available in the Office
of Student Development.
Mediator
Conflict will be an element of any organization at one point or another. Students will inevitably come to an
advisor not knowing what to do or how to work with other members of their particular organization. An advisor
might even step into a situation where conflict is visibly present but not being addressed. It is important to sit
down with those experiencing conflict and remind them of the goals that they set for their organization and
remind them that they are both trying to do what they feel is best for the organization. Have them discuss their
issues without pointing blame, but using personal feelings to explain their problems or issues. After this step
has been taken, they can then discuss how they can compromise or work together now that they have
confronted their concerns.
Reflector
Advisors can sometimes take on the role of an organizational mirror. From time to time, advisors should sit
down with the organizational leadership and provide a time for evaluations of programs, leadership and
personal growth. It is important to let the students evaluate and explain how they believe that programs or they
themselves could improve and the steps they believe will get them there. As an advisor, one can then hold up
a metaphorical mirror and be honest with them. By enforcing and acknowledging their successes, one also
would have the ability to tactfully disagree with them by providing examples and engaging them in further self
exploration.
Policy Interpreter
Fitchburg State University and the Office of Student Development have a series of policies and procedures to
follow. It is important for advisors to be aware of the various policies so that they can answer questions,
confront behavior and help set their students up for success. Any questions or concerns, contact Christina
McCormack at cmccormack@fsu.edu or via phone at 978-665-3163
*Adapted from Worcester Polytechnic Institute Advisor Manual*
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Defining Expectations of an Advisor
Listed below are some of the possible expectations student leaders may have of their advisor. The
advisor and the leaders of the organization should consider the following things when determining the
role of the advisor with the group.
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Attendance at all general meetings
Attendance at all executive committee meetings
Call meetings of the executive board when deemed necessary
Explain Fitchburg State University policy when relevant to discussion
Explain Fitchburg State University policies to the executive board, and then depend upon the officers to
carry them out through the rest of the club or organization
Hold regular meetings with the president
Help the president prepare the agenda for each meeting
Serve as a problem-solver for the group
Speak up during discussion with relevant information
Speak up during discussion when they think the group is likely to make a poor decision
Be quiet during meeting discussion
Exert influence over the executive officers
Take an active role in helping the group formulate goals
Attend all group activities and events
Require the treasurer to clear all expenditures through them
Check the secretary’s minutes before they are written in final form
Check all official correspondence before it is sent out
Get a copy of all correspondence
Store all group records, etc during summer months and officer transition
Keep the official files for the group
Inform the group of infractions of their constitution and by-laws
Veto decisions that are against university policy or stated group goals
Mediate conflicts within the constitution when they arise
Be responsible for planning group workshops and training programs
Let the group work out its problems, including making mistakes and “learning the hard way”
Evaluate the group’s activities and events
Take the initiative to create teamwork and cooperation among the group’s members
Let the group thrive or decline on its own merits, not interfering unless requested
Be familiar with university policies, services, and procedures
Recommend programs and speakers for the group
Be an advocate for the group
Cancel programs of they feel that they have been inadequately planned
Evaluate the organization’s officers
Keep the group aware of their stated goals and objectives
Be a positive role model for the group
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Advisor Tips and Hints
Be aware
Educate yourself on policies and workings of Fitchburg State. Specifically the Hammond Center and the
Student Development Office. Being a strong liaison and resource for you club or organization is key to building
trust among the members of the organization.
Be There
List your office hours to allow Students to come in and talk. Make it known that you are there for them outside
of the traditional meeting setting. Allowing them to know you are an advisor outside their scheduled meetings is
huge. They may need you to address organizational concerns, ask for advice, or just vent outside of assigned
meeting times.
Communication is Key
Being able to communicate with your club or organization should be top priority. Being open with expectations
with your executive board and the organization is very important. Make sure the organization knows you are
there for them and want to have a free flowing form of communication
Be Patient
No matter how frustrating or challenging an individual member or an organization on a whole may be you are
their unbiased resource. Allow students the time they need to learn, understand, and grow.
Show Involvement
Become a presence with your organization of club, not only with the executive board. Make sure students
know you want to be there! Congratulate them for the hard work and being able to mention specific examples
is important. Also If you feel that the group is moving in the wrong direction, or you see an issue that requires
dialogue then you should say something. Being involved shows the students you want to be there and care.
Supporting and Assisting
Remember: you are there to assist the organization, not run it. Allow them to take responsibility for themselves
and their own actions. At the same time hold your members accountable for their actions. Take an active role
in suggesting, but do not force or pressure the organization into doing anything that may reflect your beliefs or
best interests, with the exception of an emergency situation. You should take an active role, as a
spokesperson for the organization and the university, in taking the lead should anything serious happen.
Challenge vs. Support
Push the group as far as you think they are capable. At the same time be supportive to your members as each
member needs different approaches. Once you are familiar with the layout of the group and know they have
the potential to be better, motivate the group to perform particular programs, tasks, or initiatives that will help
them to improve… but do not force them!
Be a Role Model
As an advisor you have an amazing opportunity to make a positive impression on these student’s lives. They
look to you for advice and support, so lead by example. W hen you can show your members that you are here
to make a positive impact not only on the organization but on the individual students themselves.
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How to Start a New Student Club or Organization
Request for Recognition
 Meet with a professional staff member in the Office of Student Development to discuss your proposed group
 Submit the following to the Director of Student Development:
o a proposed constitution
o letter of intent
o a list of at least ten (10) currently enrolled, full-time FSU students interested in becoming members
o the name of an advisor who is a full-time member of the FSU faculty or staff
o completed anti-hazing forms
 Present your formal request to the Student Organization Committee (SOC), which will convene periodically as needed
throughout the year
 The SOC will review and make recommendations to SGA for a vote of the council
 If passed by SGA, the constitution will then need to be approved by the Dean of Student and Academic Life
Greek requests
 SOC will forward the request to the Greek Council, which will review the request and will meet with the organization,
and the Greek Council will make a recommendation to SOC
 SOC will review Greek Council’s recommendation, meet with the organizationm, and make recommendations to SGA
for a vote of the council
 If passed, SGA will make a recommendation to the Dean, who will make the final decision regarding recognition status
Membership Guidelines
 Funded clubs and organizations must have its membership open to all interested FSU students, and have its meetings
open to the FSU community (its students, faculty, and staff)
 An unfunded club or organization may limit or restrict its membership and hold closed meetings, pending the approval
of the Director of Student Development
 FSU reserves the right to deny recognition to any club or organization whose stated aims and/or objectives are not
consistent with those of FSU
 The Dean of Student and Academic Life may revoke existing recognition whenever due cause for said revokation can
be clearly demonstrated
 Any student club or organization which distinguishes membership based on race, religion, gender, age, disability,
sexual orientation, or veteran status, will be considered to be acting in violation of university policy
Eligibility for Membership
 All full time undergraduate students are eligible for membership to any and all student clubs and organizations, in
association with the standards for membership set forth by the specific organization
 The officers of all student organizations must be full time undergraduate students in good academic and disciplinary
standing at the time of appointment and through their terms of service
 The staff in the Office of Student Development has the authority to check grade point averages for club and
organization officers and members (in a dispute, the final decision responsibility lies with the Office of Student
Development)
Reactivation of a Club or Organization
 If a club or organization has been inactive for less than a year, it may simply update its Recognition Form and Hazing
Compliance Form to become active again
 If a club or organization has been inactive for over a year, it must follow the reactivation procedure:
o Meet with the Director of Student Development
o Submit a list of at least ten (10) currently enrolled, full-time FSU students interested in joining
o Check and confirm that the previous constitution on file is still accurate – if any changes are desired, they
need to be approved by the SOC & SGA
o Fill out a Registration Form and Hazing Compliance Form
o Greek organizations must also be approved by Greek Council
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Sample Constitution
Produced by
Office of Student Development, Student Government Association, Student Organization Committee
Article I: Name and Purpose
Section I: Name of Organization
Section II: Purpose of Organization
Article II: Membership
Section I: Requirements for Membership (funded organizations must be open to all interested FSU students, non-funded
can be more selective)
Section II: Membership Responsibilities and Privileges
Article III: Officers
Section I: What Officers (you must have at least a president and treasurer)
Section II: Qualifications for Officers
Section III: Power and Duties for the Officers
Article IV: Elections
Section I: Qualifications
Section II: Time of Elections
Section III: Nomination Procedures
Section IV: Election Procedures
Section V: Procedures for Vacancies and Impeachment
Section VI: Term of Office
Article V: Advisors
Section I: Qualifications
Section II: Selection
Section III: Term of Service
Article VI: Rules and Procedures
Section I: Quorum
1. What is Quorum (how many members or officer must be present for a vote to carry)
2. When a Quorum is Required
Section II: Attendance Policy
Section III: Meeting Requirements
Article VII: Finances
Section I: Funded or Non-Funded Organization
Section II: Dues
Section III: Alternative Funding
Section IV: Distribution of Finances
1. No part of the net earnings of this organization shall insure the benefit of, or be distributed to, its members, trustees,
officers, or other private persons, except that the organization shall be authorized and empowered to pay reasonable
compensation for services rendered and to make payments and distributions in furtherance of the purpose set in Article
II hereof
2. Financial Services must be used exclusively for all club and organization finances
Article VIII: Amendments and By-Laws
Section I: Provisions for amending the constitution
Section II: Provisions for by-laws (by-laws may or may not be required by your group, depending on the complexity of your
structure)
Section III: Organizational Structure
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Privileges of Recognized Student Organizations
The following are some of the benefits and privileges that are extended to all registered Fitchburg
State University student clubs and organizations in good standing with both the university and Office
of Student Development. A failure to maintain recognition through formal registration may result in
suspension of any or all of these benefits and privileges.
 To reserve all on-campus facilities through the Office of Student Development
 To be listed and publicized as an officially recognized club or organization through the Office of
Student Development
 To have approved events listed on the campus calendar and other campus publications
 To have authorized publicity posted in approved posting areas
 To apply for storage or office space on Student Ave. (basement level of the Hammond Building)
 To use the Fitchburg State University name as part of the club or organization name
 To apply for and receive funding through the Student Government Association (see Student
Organization Finance section)
 To be assigned a university mailing address as well as a mailbox in the SGA office
 To gain access to club or organization web space
 To participate in club & organization fairs
 To have an advisor
 To receive help, advice, and assistance from the Office of Student Development
 To have access to lists from which you can print labels for students, staff, or faculty
 The right to solicit (fundraise) on campus
 The use of SGA services
 To sponsor programs and activities
 Access to the discipline systems
 Use of the Financial Services office services
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Responsibilities of Clubs and Organizations
 All clubs and organizations must submit the following at the start of each academic year
o a Student Club and Organization Registration Form
o a copy of the current constitution
o completed anti-hazing compliance forms
 All forms must be updated when new officers are elected or a new advisor is chosen
 A current constitution must be on file with the Office of Student Development
 Must have full time undergraduate students as its members
 Must have full time undergraduate students in good academic standing as its officers
 Must have a statement of purpose, which is in accordance with the mission of the university
 Financial Services must be used for the administration of all university-approved funds and funds
raised both on and off campus
 Any club or organization, funded or non-funded, found to have an off campus account will incur
sanctions until such account is closed, and using alumni to host such off campus accounts is also
prohibited
o Greek organizations are permitted to use the third party services of Omega Financial and
Bill Highway after the express permission of the Associate Director of OSD for national
business only (National dues, insurance, etc.). All “local” funds (local dues, formals/hotel,
decorations, flowers, etc.) will go through Financial Services and the Req/PO System.
 Membership must not practice any physical or psychologically abusive behaviors, either
intentionally or unintentionally
 A full-time faculty or staff member must act as advisor; their role will be mutually determined by the
group and advisor and must be consistent with the expectations outlined in this handbook
 The mailbox in the SGA office must be checked regularly to ensure that all official correspondence
is received and answered
 The act of recognition implies that a club or organization obligates itself to abide by all the rules
and regulations of the university pertaining to student clubs and organizations
o these rules and regulations are specified throughout the Student Handbook and other
University publications
o members and officers agree to comply with all rules and regulations of the university and
recognize that violation of any university policies or interference with university functions is
grounds for disciplinary action and both the organization and its members
 Recognition or the ability to use the name “Fitchburg State University” does not imply or indicate
Fitchburg State University’s sponsorship or approval of the activities of the organization
 All federal, state and local laws must be followed
 All clubs and organizations must attend the mandatory SGA and Office of Student Development
sponsored Club and Organization Training, held each September – this is open to all members of
executive boards, and is required for all presidents and treasurers
 Club Senate meets twice a month (typically every 2 weeks) at 4pm – it is mandatory for the vice
president from each club and organization to attend every meeting – each person can only
represent one (1) club or organization even if they belong to several different groups
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University Policies
As an Advisor of a club or organization, it is your responsibility to become familiar with the various Fitchburg
State University Policies and procedures governing campus activities. Listed in this section are some of the
most commonly asked about policies here. A full list is available in the Student Handbook.
Anti-Hazing Policies
“Hazing” means any intentional, knowing, or reckless act committed by a person, whether individually or in concert with others, against
a student in connection with being initiated into, affiliated with, holding office in, or maintaining membership in any organization, club,
athletic team, or activity and that is intended, or should reasonably be expected to have the effect of humiliating, intimidating, or
demeaning a student, or endangering the mental health or physical health of that student. Hazing also includes soliciting, directing,
aiding or otherwise participating actively or passively in such acts. Hazing occurs regardless of the consent or willingness of a victim to
participate in the activity. Hazing may occur on or off the university campus. The university discourages activities of clubs and
organization and teams that are not sanctioned by the university and is not responsible for incidents that might arise from participation
in non-university sanctioned events. However, this does not prevent the university from imposing this policy and holding students
accountable if events of hazing occur at non-university sanctioned events. All fraternities and sororities, along with any other nationally
recognized Fitchburg State University sanctioned club, must abide by the Risk Management Policies that their national organizations
have set forth which go hand in hand with the University’s anti-hazing policy.
The Hazing Test: the following questions are intended to help student leaders to think about issues of hazing when planning activities
for their organizations:
1. Would you have any reservations describing the activity to your parents, a professor, or school administrator?
2. Would you object to the activity being photographed for the school/local newspaper or local TV news? Would the activity give
your organization a bad name?
3. Is there a risk of injury or a question of safety?
4. Is this a team or group activity in which members are encouraged to expect to attend and where minors are consuming alcohol?
5. Will current members refuse to participate with the new members?
6. Does the activity risk emotional or physical abuse?
7. Does the activity single out any one or group of people for the amusement of the other members of the group?
8. Is it forbidden by your organization’s Risk Management Policy?
Massachusetts Hazing Law
Massachusetts General Law Chapter 269, Section 17-19 make it a crime to participate in organized hazing and provides for a
punishment of a fine, imprisonment or both. In accordance with the laws of the State of Massachusetts, Fitchburg State University does
not condone hazing in any activity associated with the university, including athletics, academics and funded/non-funded co-curricular
clubs and organizations.
Section 17: Definition:
The term hazing as used in this section shall mean any conduct or method of initiation into any student organization, whether on public
or private property, which willfully or recklessly endangers the physical or mental health of any student or other person. Such conduct
shall include, but not be limited to, whipping, beating, branding, forced calisthenics, exposure to weather, forced consumption of any
food, liquor, beverage, or other substance, or any other brutal treatment of forced physical activity which is likely to adversely affect the
physical health or safety of any such student or other person, or which subjects such students or other person to extreme mental stress,
including extended deprivation of sleep or rest or extended isolation. Not withstanding any other provision of this section to the contrary,
consent shall not be available as a defense to prosecution under this section. [Added by St. 1958, c536. Amended by St. 1987, c. 665]
Section 18: Reporting:
Whoever knows that another person is the victim of hazing is defined in section 17 and is at the scene of such a crime shall, to the
extent that such person can do so without danger of peril to himself or others, report such a crime to an appropriate law enforcement
official or University Administrator as soon as reasonably practical. Whoever fails to report such a crime shall be punished by a fine of
not more than one thousand dollars. [Added by St. 1858, c.536. Amended by St. 1987, c.665]
Section 19: Notification:
This section of the Massachusetts General Law requires this hazing law to be issued to all students and to all members of clubs, teams
and organizations. Organizers and participants of hazing shall be disciplined in accordance with the measures set forth in the Fitchburg
State University Student Handbook.
S.19 (abridged) Each institution of Higher Education shall issue to every student group, student team, or student organization which is
a part of such institution or is recognized by the institution or permitted by the institution to use its name or facilities or is known by the
institution to exists as an unaffiliated student group, student team or student organization, a copy of this section and sections seventeen
and eighteen, provided, however, that an institution’s compliance with this section’s requirements that an unaffiliated student groups,
teams, or organization shall not constitute evidence of the institution’s recognition or endorsement of said unaffiliated student groups,
teams or organizations.
Policy Statement and Definition:
In accordance with the laws of the State of Massachusetts, Fitchburg State University does not condone hazing in any activity
associated with the university, including athletics, academics, and co-curricular clubs and organizations.
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Fundrasier Policies
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Fundraising is allowed only by recognized clubs and organizations
No competing sales are allowed (ie: multiple bake sales can not occur simultaneously)
All fundraisers need to be registered & approved by the Office of Student Development
A completed (and approved!) fundraiser request form must be on file with Office of Student Development for
every fundraiser
 The Office of Student Development reserves the right to cancel / terminate a fundraiser if it is deemed to be
inappropriate or in competition with another fundraisier
 Requests for any solicitation that is to take place off campus must be submitted in writing (see Office of
Student Development for details / format) at least 1 month prior to when the solicitation is desired to begin
 Both Silent Auctions and Live Auctions are allowed with approval by the Student Development Office. These
auctions are limited to the auctioning of goods and services only – auctioning of persons (ie: a Date Auction)
is not permitted.
Please refer to the Solicitation Policy, Raffle Policy, and Student Handbook for further information regarding
this topic area.
Trip Policies
I. Buses
a. All buses reserved far in advance must be handicapped accessible – may be changed to a regular bus
if deemed unnecessary 6 weeks prior to the trip
b. Any person requiring special accommodations must inform the reserving party no later than 6 weeks
prior to the event
c. Any bus reserved within the 6 weeks prior to an event must be handicapped accessible
d. Handicapped accessibility must be advertised on all publicity
II. Advisor Accompaniment
a. All out of state trips must have an advisor present
b. All trips where there will be readily accessible alcohol must have an advisor present
III. General Guidelines
a. All trip attendees must abide by all rules and regulations set forth in the Student Handbook
b. All trip attendees must fill out and sign a Risk & Release Form that must then be turned into the Student
Development Office and remain on file there
Raffle Policy
Recognized student organizations may sponsor raffles when authorized by the director of Student
Development and Campus Center and coordinated with Financial Services. All raffles must be conducted in
compliance with the Massachusetts General Laws Chapter 271, Section 7A.
Concessions Policy
Clubs and organizations may choose to participate in the concession opportunities provided by large
Massachusetts venues such as Gillette Stadium. All contracts must be signed by the Student Development
Office – individuals, advisors, etc are not able to sign these contracts. As participants may be serving alcohol, it
is required that every person involved be TIPS or ServSafe certified. This training may be available at the
venue, or completed through an online course at the participant’s expense.
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Student Travel (out of state) Policy
 All out-of-state paperwork for student travel must be reviewed and approved (signed) by the Associate
Dean of Student & Academic Life
 A Request for Purchase with details needs to be prepared for each vendor (airfare, registrations, hotel,
etc.). Conference information needs to be attached
 The Request for Purchase forms should be submitted as a package in order to provide a full picture of the
total cost (it also allows the travelers to take advantage of early-bird rates, lower airfares and special deals
on hotel rooms)
 The Request for Purchase form needs the names of the students who are traveling to be listed or attached
 Each student needs to complete a Risk and Release form prior to travel
Food Waiver Policy
Why do I need a food waiver? As part of Chartwells agreement to provide exclusive catering services to the University a
food waiver is required for any exceptions. Any request to use an outside caterer will be denied. A food waiver is also
required to ensure that any outside food that is prepared and served on campus is done in a wholesome and safe
manner.
How do I apply for a food waiver? Please e-mail Phil Bowers at: pbowers@fitchburgstate.edu and request a food
waiver. Please include in your e-mail the particulars of your event.
Is a food waiver required for snacks (chips, cookies etc.) that are purchased for a student event? No as long as
the event is for 15 attendees or less.
Is a food waiver required for Chinese take out, pizza etc. that are purchased for a student event? No as long as the
event is for 15 attendees or less and the food is not provided from a local caterer or delivery service.
Are student BBQ’s allowed? Yes they are provided that a food waiver is obtained and that the person who requests the
food waiver and the person responsible for the cooking meet with Chartwells staff to review safe food handling practices.
The safe handling food review must be done prior to approving the food waiver. The number of attendees is limited to 50
or less. It is the group’s responsibility to purchase all supplies from a reputable vendor. Two week notice in advance is
necessary to schedule your event review.
Can a group or organization sell baked goods, pizza, hamburgers and hotdogs etc to raise funds? This request is
taken on a case by case basis. Generally a bake sale is Ok but other items are either not allowed or conditionally allowed.
You can sell pizza at a football game at the field on weekends but cannot sell pizza in the G lobby on a Monday afternoon.
The same goes for hamburgers and hotdogs. You might be able to have a BBQ fundraiser on the quad late in the evening
but not in the middle of the afternoon. The same safe food handling policy applies to anyone selling food for a fundraiser
as it does with a BBQ. The person who requests the food waiver and the person responsible for serving/selling the food is
required to meet with Chartwells staff to review safe food handling practices prior to approval. . Two week notice in
advance is necessary to schedule your event review.
Is a food waiver necessary for food purchased or donated from off campus vendors that is used for promotional
or fundraising events? Yes a food waiver is required and will be handled on a case by case basis depending on the time
of the event, the number of students served and location.
If I have a regularly scheduled event do I need a food waiver for every event? No. If you have a regularly scheduled
event you can get a blanket food waiver to cover all of your dates.
Are pot luck dinners allowed? Yes potluck dinners are allowed provided food is not provided by an outside caterer.
Is a food waiver needed for a potluck event? Yes, this makes other departments in the University aware that an event
is being held and that the group holding the event is responsible for cleanup.
Can Chartwells provide services in conjunction with a potluck dinner? It is Chartwells policy not to co-cater any
event.
Chartwells recognizes that student groups work with a limited budget and we are willing to try and work on creative ways
to meet your needs. If you have any questions please ask.
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Dance Policy
Definition:
Dance parties are events where there is an open floor setup, DJ and open to Fitchburg State Students, other university
students and the general public. Event sponsors will advertise on and off campus, with the main priority of the event to be
social dancing. This event can be ticketed, or non-ticketed. Dances are sponsored by active clubs and organizations in
good standing.
A dance party is not a presentation, dinner, reception, banquet or Bingo, however depending on the nature and aspects of
your event certain parts may be considered a dance. This judgment decision will be determined by the judgment of the
Office of Student Development.
Reservation:
All Dance parties must be scheduled at least two weeks in advance. Any parties scheduled with less than two weeks
notice will be denied. In order to accommodate the special requirements of a dance, certain venues are the only spaces
available for dance parties.
Along with your reservation you will need to find a Fitchburg State advisor and/or OSD staff to chaperone your event. This
staff member will work with the building manager and/or OSD staff member to supervise this event. For security purposes,
a campus police officer must be coordinated. The rule is one campus police officer per hundred estimated attendees (Ex:
1-100 people = 1 Campus Police officer, 101-200 = 2 Campus Police officers) the hosting organization will be responsible
for these charges.
The sponsoring organization must identify four volunteers to work at the event. All volunteers must not be under the
influence for the duration of the event. These volunteers will be responsible for assisting at the door, managing ticket
sales, monitoring bathrooms and stairwells and assisting with overall event management as directed by the campus
center staff.
Admittance:
All attendees must have valid FSU, University or Government issued identification. No one will be allowed in without
proper ID. For the safety of our students, all off campus guests must be signed in by a current Fitchburg State student;
there is a limit of two off campus guests per student.
Attendees will not be allowed readmission once they have departed.
Once the event reaches capacity admission will denied for the evening. There are no waiting lines after capacity has been
reached.
Attendees may be refused entry to the dance party and asked to leave the Hammond Campus Center by staff members
for visible signs that the student is under the influence of alcohol and/or drugs and/or disruptive behavior.
Inter-Collegiate Dances:
There will be times when intercampus Dances will be planned, when this is the case you must inform the Office of Student
Development during the planning and reservation stage. All co-sponsoring schools must be registered and listed in
advance. All attendees from registered universitys must have their University ID for admittance and sign in. If a student
from another university does not have a University ID they will fall under the normal guest policy for a dance.
Food:
All dances must have available water and snacks for the patrons. These snacks can be provided for free, or sold inside
the event. Any dance party without food or water will not be allowed to start. Outside beverages are not permitted inside
the dance party.
Building Management:
During the Dance Party, the OSD staff and/or student building manager will be your main point of contact. These staff
members have been trained for your safety. Any and all instructions that they give should be followed during the course of
the night. Failure to comply will result in the closure of the event and possible disciplinary action.
D.J.’s:
All D.J.’s must arrive at least one hour before the show. D.J.’s may only have one assistant help them with their event. All
other assistants must be signed in as guests, and/or purchase tickets following the normal procedures.
The D.J. must comply with all requests from the building staff at any time.
D.J.’s must provide all of their own sound equipment, none of the Campus Center equipment may be used at any time.
End of Event:
The event must end at the scheduled time. If the event exceeds planned logistics, (higher than anticipated attendance,
late DJ, larger setup) the OSD staff and/or building manager may determine the event needs to end earlier. Failure to
comply with these requests may result in disciplinary action.
After the patrons have left it is the responsibility of the group to assist with load out and cleanup of the venue. All load out
and cleanup must be done on time (Ex: If the event was to end at 11:30pm, all patrons must be out by 11:40pm and the
room cleaned and D.J. gone by 12:00m)
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Alcohol Policy (at Events)
General Guidelines
Recognized student organizations must register all on and off-campus events with the Director of Student
Development. Failure to register an event is a violation of this alcohol policy and the Responsibilities of
Recognized Student Organizations section in the Student Handbook. Recognized student organizations in
good standing are permitted to have alcoholic beverages at on and off campus functions when authorized by
the Director of Student Development. The sponsoring organization shall abide by the established laws of the
Commonwealth of Massachusetts, ordinances of the city of Fitchburg and policies of Fitchburg State. If alleged
violations occur, the sponsoring organization may face civil prosecution, which can result in fines and/or
imprisonment and will be subject to the Student Discipline Systems. University funds and/or student fees may
not be used to purchase alcoholic beverages for student use. Recognized student organizations may not offer
alcoholic beverages free of charge to any event participant. Participants may not bring their own alcoholic
beverages to any event. When alcoholic beverages are served, food and nonalcoholic beverages (not water)
must be made available. The cost of these refreshments must not be prohibitive. Alcoholic beverages may not
continue to be served if nonalcoholic beverages run out. When alcoholic beverages are served, the function
must be supportive of alcohol education programs that encourage responsible decisions about the use or
nonuse of alcohol beverages. Alcoholic beverages may not be provided as awards.
On-Campus Functions
The Underground holds a license through the city of Fitchburg to serve beer and wine to individuals age 21 or
older upon presentation of proper identification. For events in locations other than the Underground, beer and
wine service must be provided by Chartwells, which holds a separate liquor license. Safeguards must be taken
to ensure an orderly function to protect the rights of other members of the community against undue
interference, noise and other disturbances. Whenever alcoholic beverages are served at an on-campus event
with expected attendance of at least 125, a Campus Police officer must be present for the duration of the
event. The cost to hire the Campus Police officer must be borne by the sponsoring organization. In order to be
served alcoholic beverages, individuals must present two forms of identification: a current Fitchburg State
University One Card and a driver’s license or similar ID. To prevent underage drinking at events where
students age 21 and younger are present; the serving of alcoholic beverages will be limited to one drink per
person at a time age 21 or older.
Club and Organization Sanctions
The university’s response to recognized student organizations found in violation of the above policy will result
in the following minimum sanction:
University/Educational Service: Recognized student organizations will be assigned an appropriate project or
attendance at an alcohol education workshop.
Other Sanctions: The university may impose additional sanctions as appropriate. Refer to the Student Code of
Conduct and Student Discipline Systems section in the Student Handbook for a complete listing of sanctions
Solicitation Policy
Each year the university receives requests from students, community and national agencies to sell products or
services on the campus. To ensure student privacy, the university adheres to the following policy: no individual
solicitation of any kind will be permitted except when students wish to market a product or service which is
unavailable through present campus agencies and which is needed by the campus community as determined
by the Student and Academic Life Office. Recognized campus organizations may, however, solicit for worthy
projects. Permission for solicitation must be obtained from the Student Development Office. All organizations
or individuals not affiliated with the university who wish to distribute printed materials must work with the
director of student development.
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Posting Policy
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Only organizations recognized by the Student Government Association (SGA) can promote events
All posters must be approved by SGA – a current SGA member will stamp and sign your original
Posters can be hung up for a maximum period of two (2) weeks
Posting is only allowed in designated SGA posting areas
Posters must be removed within 24 hours of the event
Posters found covering other posters or in violation of the Posting Policy will be taken down
Authorized persons are the Public Information Director (PID), the OSD, and/or any official SGA member
(unauthorized persons found taking down posters may be brought to the Student Conduct office)
After two violations in one semester, the SOC will decide on appropriate disciplinary action or refer it to
Student Discipline Systems
No more than 40 flyers or notices will be approved unless requested in writing to the PID
Mass posting in parking lots is not allowed
All flyers and notices of wanted, for sale, for rent and services such as typing (including all off-campus
postings) must be approved by OSD - two copies for each posting of this type are allowed
The organization’s name must appear on the poster, flyer, notice, table tent or handout (any flyers without
the sponsor’s name on them will be removed)
No poster may contain any advertising for, reference to or theme of alcohol
No poster larger than 3 feet by 3 feet will be approved, unless it is printed and designed by Print Services
All flyers must be placed in specific bulletin board space – if the flyer is found outside this space for any
reason or is not SGA approved, the poster will be removed and no poster for the same will be approved for
the remainder of the semester
Posters in violation will be kept in the SGA Office for 24 hours. The organization in violation will then be
notified of the offense. Poster privileges of the organization will be revoked until it meets with the PID
Any specific concerns should be submitted to the PID in writing two weeks in advance
Approved bulletin board posting locations
• Thompson Hall lobby
• Edgerly Hall on the left when entering either door from Quad
• Condike Science Building front entryway
• Anthony Building hall bulletin board
• Conlon Fine Arts Building front lobby
• Three (3) SGA bulletin boards in the Conlon Industrial Arts Building;
• Percival Hall lobby
Dorm Storms (putting flyers underneath doors in the Residence Halls) is prohibited unless permission is
granted by the Director of Housing & Residential Services
Specific posting policies for the Hammond Building
There are eight (8) total general posting boards available for use within Hammond
o Six (6) boards on the G-level
o Two (2) boards on the B-level
o There is a limit of one (1) of each flyer per board
o The use of staples is prohibited – thumbtacks are provided on the bottom of each board
o Posting is not allowed on the stairwells, walls, ceilings, floors, or any painted surface
o Large posters may be hung from the G-Lobby railing – to do so, drop off your poster at least one
day in advance to the Student Design Center staff
o No adhesives of any kind are allowable on any surface
o Items may not be hung from the ceiling
o There are also two (2) special event boards located in the G-Lobby which can be reserved
through the Office of Student Development
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Planning Your Program
In thinking about your program, you should answer the following questions. The answers will
help you select the appropriate space and ensure that you don’t miss anything in the reservation
process.
1. What type of event are you planning?
2. Who will be invited to the event – group members, FSU students, or the entire FSU
community?
3. How many people are expected? (this should be a realistic estimate, not a wish!)
4. How do you need the room to be arranged? Do you need extra tables, chairs, a coat rack?
One of the best ways to make sure you haven’t forgotten anything is to imagine yourself
walking into the room the day of the event – how should it look?
5. What time will the event begin and end? Do you need extra time to set up, decorate, clean
up?
6. Do you need any special equipment (microphone, LCD projector, podium, etc)?
7. Are you charging admission? How much? Do you need a cash box?
8. Are you having food?
9. Do you have any unanswered questions? Bring them with you when you make your
reservation!
General Guidelines
 Conditions for approval
o Assurance that all university regulations, local/state/federal laws concerning fire and
safety regulations, necessary security, and conduct will be followed
o Indication that the activity is consistent with the purposes and constitution of the
sponsoring club or organization
o Availability of financial resources on the part of the sponsoring organization if the event
is a financial failure or if property damage is incurred
o Assurance that no group or individual will accrue private financial gain from sponsorship
of the event
 Damage / Theft Responsibility
o It is the responsibility of the sponsor(s) for any damage, theft, and/or abuse of facilities
immediately before, during and after the event
o The sponsor(s) will be held financially responsible for the above
 Facility clean-up
o It is the responsibility of the sponsor(s) to leave the facility in a satisfactory condition, as
determined by the university, after each event
 Fees
o Appropriate fees will be assessed for rental, services, and maintenance
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Scheduling Activities
STEP 1: The Reservation Form
 Come into the Office of Student Development – there are always a stack of blank green reservation
forms on the corner of Christina’s desk
 Ask for help when you need it! Christina will help you with the form if you are unsure of how to fill it
out
 If you are scheduling an event, have a chat with Christina about it – she can help you with things like
location, date, time, set-up, media, lighting, & all sorts of other things!
STEP 2: The Approval
 Whether you are planning a meeting or an event, you need to get approval!
 Your club advisor signs off first – this ensures that your advisor is aware of and approves of
everything that your club or organization plans – it basically keeps them in the loop
 Your club president signs the form next – this ensures that your club as a whole is on the same page,
so that we don’t have different club members trying to plan similar events
 Now you sign the form! Your signiture shows that you are the one responsible for planning the event
and that the form is complete
STEP 3: The Processing
 Once you turn in the form, Christina checks the scheduling system (EMS) to see if the date, time, and
location will work – she will have done this when you sat down to fill out the form, but if it takes a
week or more for you to turn the form back in, someone else might have snatched up your room in
the meantime!
 Christina also checks to see if your event will conflict with another – for instance, if you want to hold a
prayer vigil in G-Lobby and there is a Battle of the Bands in the Pub, that might not work out so well!
STEP 4: The Confirmation
 Christina will e-mail you a confirmation sheet for your event – it will have on it your contact
information and club affiliation and all your event information from the green reservation form
 You need to check over the confirmation to make sure all the information is correct (everyone makes
mistakes, you know!) – if you have additions, deletions, or changes of any kind, simply stop by the
office and tell Christina (or e-mail her)
 You are done! Congratulations – you have booked an event on campus!
Event Information to Know
Note: Christina will make arrangements for your group through the departments below – it is
recommended that you make your requests to her at least 2 weeks in advance for large scale
events
Campus Police
 If you expect over 100 people to be at your event or at the request of the Student
Development staff, you will need to hire a Campus Police officer to be present
 The minimum time period to hire an officer for is 4 hours
Capital Planning & Maintenance
 If you are holding a large scale event (inside or outside) you will need to hire a custodian to
clean up
 It is possible (depending on the event) to not hire a custodian and clean up yourselves –
however, if you leave a mess behind, you will be charged afterwards
 The minimum time period to hire a custodian for is 4 hours
 If your event requires extensive electric (typically more than 1 circuit) you will need to hire an
electrician
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Chartwells
 If you want to have food at your event, you will typically order it from Chartwells Catering
 If you desire to use food other than from Chartwells, you may need a food waiver (see Food
Waiver Policy in the University Policies section of this handbook for details)
IT
 If you hold your event outside of the Hammond Building and need any type of media
support, IT will cover the event
 There is a charge for any personnel necessary for your event outside of the regular work
day (after 5pm on weekdays, and anytime on weekends), but there is no charge for the use
or set-up of the equipment
What Hammond Has To Offer You
The Hammond Building operates as a one-stop shop. It simplifies the event planning process,
since everything you could possibly need is located within the building. Since the Campus
Center employs students to run the various areas of the Hammond Building, whether you need
a broom or a microphone at 8am or 11pm, there is a student available to assist. Having
someone available for assistance at all times means that last second details are never a
problem and are easily accommodated.
On a daily basis, the rooms in Hammond can be set up three times throughout the day to
accommodate the needs of different groups. The Alumni rooms are a prime example, as every
group that utilizes one has different set-up request.
With our Event Services Staff (ESS), we are able to accommodate everyone’s needs without
hesitation. They are scheduled twice a day to set up tables, chairs, podiums, screens, and other
equipment that most people on campus just assume will be in their room.
When a set-up crosses into the technological realm, the Media Staff steps in. There are
students employed by the Campus Center who are trained to set up and run sound systems,
LCD Projectors, lighting and pretty much any media need that comes up. Only under extreme
circumstances is it necessary to call IT in to assist.
When you have a meeting at night or on the weekend and need something, you can ask the
Building Manager on duty – they are responsible for the building after the professional staff go
home and they monitor all that goes on in Hammond at night and on the weekends. They are
trained to assist in set-ups and media, and can coordinate with Capital Planning & Maintenance
on your behalf (for heating problems, light bulbs, leaks, etc).
On the other hand, when you have a meeting in the morning and need something, there is a
multi-functional office assistant in the Campus Center who can help. Our office assistants are
trained for a wide variety of tasks, so they not only put up room signs – they set up tables too!
Students, staff, and faculty know that when they have a meeting in Hammond, all they have to
do is come to the Campus Center Office or even to the Information Desk and they will be
helped. This ability stems from the training that our students receive, as well as the vast amount
of equipment we have within the building to draw upon. The Hammond Building has a lot to offer
you and your club or organization. Utilize our services and draw on our experience to make your
next meeting or event that much better!
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Facilities Guide
 Meeting Rooms
o Hammond (G-level) Alumni A
o Hammond (G-level) Alumni C
o Hammond (G-level) Alumni AB or BC
o Hammond (G-level) Alumni ABC
o Hammond (G-level) G07
o Hammond (B-level) Clubroom B1
o Hammond (B-level) Clubroom B2
o Hammond (B-level) Clubroom B3 (SLC)
o Thompson classrooms
o Miller Oval
 Event Spaces
o Hammond (B-level) Underground Pub
o Hammond (B-level) Commuter Café
o Hammond (G-level) Ellis White Lecture Hall
o Hammond (G-level) Game Room
o Hammond (1st Floor) Main Lounge
o Hammond (G-level) Patio
o Hammond (1st floor) Quad
o Main Quad
o Kent Recital Hall
o Science Lecture Hall
o McKay Auditorium
o Percival Auditorium
o Weston Auditorium
o Recreation Center Gym
o McKay Gym
o Holmes Dining Commons
o McKay Cafeteria
o Preident’s Hall
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capacity: conference/30, lecture/40, seminar/20
capacity: conference/30, lecture/40, seminar/20
capacity: conference/30, lecture/80, seminar/40
capacity: conference/50, lecture/100, seminar/60
permanent set-up: conference/16
permanent set-up: conference/12
permanent set-up: conference/12
permanent set-up: seminar/45
permanent set-up: classroom style/30
permanent set-up: conference/20
capacity: 180
capacity: 250
capacity: 129
capacity: 100
capacity: 200
capacity: 50
capacity: 200
capacity: 1000
capacity: 280
capacity: 120
capacity: 350
capacity: 450
capacity: 800
capacity: 2000
capacity: 450
capacity: 500
capacity: 450
(available upon request)
Publicity and Promotion
Student Design Center
Clubs and organizations have access to the Student Design Center, located off of the main Student
Development Office suite.
 It is open 8am – 8pm on Mon – Thur and 8am – 4pm on Fridays
 It is stocked with various types of sign and poster making supplies
 All materials are provided free of charge
 The SDC is only available to recognized clubs and organizations and its resources can only be used
for club and organization publicity
 There is a limit of two (2) enlargements on the poster enlarger per event
 A Mac computer with graphical software is available, along with a color laser printer
 There is a limit of two (2) color printouts per event
Web Design
Web space is available to all student clubs and organizations. You don’t have to be a computer whiz to
create a website – anyone can do it!
 You will need a Falcon account to host your web files (example:
yourgroupname@falcon.fitchburgstate.edu)
 Contact the IT Help Desk at x4500 or email helpdesk@fitchburgstate.edu to obtain an account or get
permissions to edit web files in an existing account
 Websites must conform to university policies, ethical codes, rules, and regulations
 Observe copyright and licensing laws, as well as the acceptable practices related to those laws
 Resources are available in the Student Design Center to help get you started – just stop by to make an
appointment with a student web specialist
 Please notify Student Development when a new website is completed, so that it can be linked from the
club and organization section of the www.fitchburgstate.edu website
Flyers
Flyers can be an effective method of advertising for events.
 Use a graphical program to create interesting and eye catching designs
 Vary the fonts you use – and never use Times New Roman!
 Include your club or organization’s name…a must!
 Make sure you have all the basics listed (time, place, event title, etc)
 Edit carefully and have someone check your work
 Think outside the box!
 Picture how your flyer will look photocopied – some pictures and graphics do not copy well
 Details, details, details
 See “Poster Policy” for posting information for flyers
 No alcohol references or offensive material
Greek Publicity
 All Greek recruitment publicity will need to be signed off by the Associate Director of OSD before
SGA’s approval and making final copies
 Posters must include date, time, and location for all events
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Media
 You are encouraged to use various forms of social media (ie: Facebook, Twitter) to publicize your
events
 The campus TV system is a great way to publicize – submit your event details on the FSU website to
have your event displayed (http://web.fitchburgstate.edu/publicrelations/submitnews/)
 Posting your event flyer on Collegiate Link publicizes your event to other clubs and organizations
 Mass e-mails to the student e-mail system will be sent out by Hank and Shane on a limited basis, at
their discretion, and only for club or organization events – please plan ahead if you would like to take
advantage of this service and give at least 1 week’s notice
 A weekly “Event Log” is sent to the student e-mail system – the info for this is taken directly from EMS,
so make sure you book your event in advance & make sure you update your reservation if your event
changes!
Chalking
Chalking is a more unusual method of advertisement.
 Permission must be obtained from the Office of Student Development prior to chalking
 Chalk is available in the Student Design Center
 Chalking is typically done on the G-Lobby Patio, the Hammond Quad, and the Main Quad
 Only chalk where the surface is exposed to the elements and will easily be washed away
 Keep it short and sweet – and be appropriate!
 Make it look good – a sloppy or half-hearted effort will only detract from your event
Window Painting
Window painting is a fun and easy way to get your event noticed. All the windows in the G-Lobby are
available for painting – some are more visible than others, so choose carefully!
RESERVING THE WINDOW:
 This process is one of self-service – the book is located in Christina’s gray metal cabinet
 Look at the calendar / map in the front of the book and choose an available window
 Fill out a blank form from the back of the book and note your reservation on the calendar
 File the white copy under the appropriate month’s tab and you keep the yellow copy
PAINTING THE WINDOW:
 Use washable poster paint only – all supplies are available in the Student Design Center
 Clear a space to work and spread a drop cloth in front of the window
 Do not use bathrooms for prep or clean-up – use the custodial closet instead
 A ladder is available in the Student Design Center – do not climb on the furniture
 Leave a minimum border of 2” all the way around the window (it helps with clean-up)
CLEANING THE WINDOW:
 All cleaning materials are in the Student Design Center
 Use the large bucket and fill it with warm water (ask a manager for access to the custodial closet)
 Use the round window brush to wash the paint away
 Use the squeegee to remove the paint / water (wipe after each pass with paper towels)
 Repeat process using fresh water on the brush until the window is clean (make sure to clean the window frame!)
 Wash out bucket (in the custodial closet slop sink), brush, and squeegee and return them to the SDC
GENERAL USE GUIDELINES:
 Windows are available for a maximum of 2 weeks
 The information on the window needs to remain current – if your information becomes outdated, you will have to
update it to keep your reservation from being cancelled
 The Campus Center is a very public place – decorum and tact need to be important considerations for any
window design
 Your window needs to be cleaned by noon on the day after your reservation ends or the event takes place
 Your window privileges will be revoked if you fail to comply with these guidelines
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Promotional Items
Promotional items can be a very effective way to promote your club or organization around
campus. It is also can be a good recruitment tool for new and continuing members. Promotional
items can range from sweatshirts to pens and magnets. Depending on the size of your
organization or mission of your organization, that will depend on the types of items you look into.
The following link gives you the most up to date list of approved vendors here at Fitchburg State
University – http://www.fsc.edu/budgeting/documents/MHECPromotionalProductsAwardsMC10F11Dec109-Oct312011.doc
Finances
Finances can have a major impact on your club or organization in a positive or negative
manner. The best way to keep financing on your side is to stay on top of it. That includes
requesting funds, spending your funding appropriately and holding your organization
accountable and fiscally responsible. The Office of Student Development along with the Student
Government (SGA), are willing to work hard to get student groups what they need.
General Guidelines
 All forms should be filled out and signed by the club treasurer before they are submitted to
the SGA treasurer, including the full account number
 Requisition forms must be received in the Student Development Office two weeks before the
purchase order is needed – this will provide plenty of time to process paper work and get the
PO ready (see Appendix 13)
 All forms for funded clubs must be dropped off in the Student Development Office and must
be signed first by the SGA treasurer, Generre, and then by the SGA advisor, Hank. Forms for
non-funded clubs and classes need to only be signed by Hank, so these forms can be
brought directly to Hank. This will cut down on time and confusion. Greek Organizations must
have Shane’s signature.
 Incomplete or incorrect requisitions will be returned to that club or organization’s SGA
mailbox
 A PO is only valid for 30 days after it is printed – after 30 days, an unused PO must be
returned to the Student Development Office, and a “request to cancel” form attached to it –
this will release those funds back into your account. Failure to abide by this guideline will lead
to your account being frozen.
Requesting Funds
Budget Requests
Budget Requests occur annually (this will occur in the spring semester). Through this process
groups obtain their annual budget for the next academic year.
Procedure:
1. All funded clubs and organizations must submit a budget request to the SGA Treasurer
by the specified deadline. Budget requests will consist of a detailed budget proposal for
the upcoming academic year and an explanation of each budget line
2. FINCOM (Financial Committee) will meet with the representatives of all requesting
organizations and review all budget requests, and make its recommendation based on a
simple majority vote of SGA
24
3. Prior to the SGA voting on all budgets, FINCOM will notify groups of any changes to
their proposal.
4. The SGA council will vote on whether or not to pass the budget. In order to pass the
budget, a two-thirds vote is needed from the Council. A representative of the requesting
organization is required to be present at the Council’s discussion and voting process
5. If SGA passes the committee’s recommendation, then the organization shall be funded
for the year.
6. If the budget is not passed by the SGA, the club or organization has the option of
submitting a new budget proposal to FINCOM within five (5) days
Budget Request Guidelines:
1. If a club or organization fails to submit a budget request by the specified deadline, the
organization is required to go through the Special Request process (see below) in order
to obtain funding
2. FINCOM reserves the right to recommend no budget for a student organization
3. FINCOM reserves the right to request a new budget proposal from organizations that do
not complete a packet based on the guidelines described above
Special Requests
Special Requests are an opportunity for clubs and organizations to request addition funds for
events, activities, or purchases that were not initially part of their annual Budget Request. These
are heard by FINCOM on a first come, first served basis until the money for that specific year
has been entirely allocated to organizations.
Procedure:
1. Once approved for an annual budget, all clubs and organizations requesting additional
funding for specific projects must submit a Special Request to FINCOM.
2. A group interested in obtaining a Special Request should contact the SGA Treasurer to
set up a meeting to discuss the proposal.
3. The Special Request must describe in detail what the requested funding is to be used
for. In addition, Special Requests must be for specific purchases and amounts.
4. Once the Special Request is submitted, FINCOM will meet with the representative of the
requesting organization.
5. FINCOM shall vote to accept, amend, or deny the club or organization’s Special Request
at a hearing scheduled by the committee.
6. Once the request is passed by a simple majority of the committee, it must then be
passed by two-thirds of the Council.
7. The approved funds will then be transferred over to the requesting club or organization.
Special Request Guidelines:
1. Funded, recognized student organizations may only submit a Special Request for the
current fiscal year, as funds cannot be requested prior to the beginning of the fiscal year.
2. Special Requests will only be heard by FINCOM during the academic year.
3. Any approved funding must be used strictly for the purpose that was identified in the
original Special Request.
4. FINCOM reserves the right to recall any funds that are not used for purchases specified
in the original request.
5. Special Requests must be submitted and approved prior to the expenditure of any funds.
6. FINCOM will not approve funds for any prior purchases.
25
Purchasing
A requisition must be filled out for each expenditure you make out of your account. The only
exceptions are if you purchase food through Chartwells or if you request custodial, police, or IT
staffing. A requisition takes between a week and 2 weeks to be processed completely – so plan
ahead!
Requisition Process for Funded Clubs and Classes
Step 1 = Fill out the purchase requisition (PR), which is available online at
www.fitchburgstate.edu/financialservices
Step 2 = Put the PR in SGA treasurer’s box (Matt Mello’s) located in the Student Development
Office
Step 4 = Matt will sign off on all paperwork and put in SGA Advisor’s box (Hank’s)
Step 5 = Hank will sign all paperwork and put it in Christina’s mailbox
Step 6 = Christina and the Student Accountant will process all paperwork
Requisition Process for Non-Funded Clubs
Step 1 = Fill out the purchase requisition (PR), which is available online at
www.fitchburgstate.edu/financialservices
Step 2 = Put it in Hank’s mailbox (Greek organizations should put their PRs in Shane’s mailbox)
Step 3 = Hank will sign all paperwork and put it in Christina’s mailbox
Step 4 = Christina and Student Accountant will process all paperwork
Information to Include
You will need the following information to fully complete a requisition:
- Name, address, and phone number of the approved vendor
- A completed W9 attached (only if the vendor is new)
- A completed MA state contract attached, if you are paying for a service from a person or
company
- An invoice or quote attached (including pricing, quantities, and shipping), if you are
purchasing material goods from a vendor
- The date of the event, if you are purchasing food
- Delivery method – your options are to pick up the PO, have it mailed, have it faxed, or
have it e-mailed
Payment Methods
- A purchase order (PO) is the commonly used method of pre-payment. This piece of
paper serves as a promise to pay – a check is sent to the vendor only after goods or
services are procured. The state of MA has a “25-day check rule”, which means that a
check is issued 25 days after a receipt is turned in.
- Sometimes an advance check is necessary for a purchase or payment. If you need an
advance check, you need to prominently note this information on your requisition – and
specify whether the check is to be mailed or to be picked up, and the date the check is
desired. Advance checks are not able to be processed immediately before or anytime
after an event – so make sure your requisition is turned in at least 2 weeks before your
event! If you turn in paperwork after an event takes place, the 30-day check rule will be
in place and your artist or vendor will not receive their check until a month later.
26
General Spending Information
Tax Exempt Status
Fitchburg State University is a tax exempt institution. As such, all student organization purchases must
also be tax exempt. Prior to going shopping (at retail stores, online, or making phone orders) make sure
to pick up a tax exempt form in the Office of Student Development. Take the tax exempt form with you
and present it at the point of purchase (or fax it to vendors you are dealing with over the phone or
internet).
Please keep in mind that if you are charged tax for a purchase, the purchaser will be responsible for
returning to the place of purchase to have the transaction voided and re-processed to be tax exempt.
W-9’s
A W-9 is a federal tax form that alerts the government that a specific vendor is receiving income. This
form must be on file with FSU before any paperwork can be processed for payment. If you are working
with a new vendor, please make sure to obtain a W-9 from the company. This form is available online at
www.fitchburgstate.edu/payroll/forms.cfm
MA State Contracts
All outside venders, performers, acts, etc. must have a Standard State Contract on file prior to coming to
campus or performing a service. The Commonwealth Contract Form and accompanying Terms &
Conditions forms are available online at www.fitchburgstate.edu/financialservices. You can come to the
Office of Student Development for assistance in understanding this contract.
The “department” part of the contract (the right hand side) needs to be filled out and signed by the
Director of Student Development. Failure to have this part completed correctly will result in having to start
over, as it is not allowable to change or alter the contract once it is filled out.
Contracts should be completed well in advance of your event. Ideally, the contract should be fully
executed (signed by all parties) at least 30 days in advance of your event. (see Appendix 6)
Receipts
Receipt Process
Any time campus funds are used, an “OK to pay” is required for the university to send payment to a
vendor. This is required for several reasons – to ensure a PO was properly used, that you were charged
correctly, that you are satisfied with services or goods received, and that the PO is done being used.
Without this system, vendors are not paid in a timely manner (making it less likely they’ll want to do
business with us again!). In addition, when a payment is made on a receipt, the balance of funds on the
PO is released back into your account! This process is done in several ways depending on how the funds
are spent:
 PO is presented at a vendor for POS (point of sale) items
o
Instructions: turn in the receipt to Christina, attached to a “receipt submission” form
(information required is club or organization name and PO #)
 PO is mailed or emailed to a vendor and you pick up POS items
o Instructions: same as above
 Food is purchased from Chartwells
o
Instructions: email Christina stating that it is “OK to pay” for your event & attach an
Entertainment Disclosure Statement (found online at
http://fitchburgstate.edu/osd/Forms.cfm)
 EXCEPTION: PO is mailed or emailed to a vendor and items are shipped to the university
o
Instructions: do nothing! (the folks at the Service Center will match the shipment with the
PO# and receive the shipment into the system, eradicating the need for an “OK to pay”)
Receipt Policy
A receipt must be turned in to Christina within 1 week of campus funds being used (date on receipt will be
used for determining timeliness). Failure to do so will result in your account being frozen for 2 weeks (no
new POs will be created and no utilization of existing POs will be allowed). Repeat offenses will result in
27
longer frozen periods and possible mandated repitition of Treasurer’s training and/or limitations on which
club or organization members are allowed to spend funds.
Food Disclosure Forms
If your group (1) uses Chartwells catering or (2) consumes food off-campus, you need to fill out a Food
Disclosure form, which will ask you for your group info as well as the names of the people who attended.
Budget Adjustments
 A budget adjustment form is filled out if a club needs to move money within an account (see
Appendix 15)
 Classes and non-funded clubs must move their money into “spending lines” at the beginning
of the year before they can spend any money
 Budget adjustment forms, once completed, must be signed by the Director of Student
Development (Hank) and then put in Christina’s box. From there, the information from the
form is manually entered into the online financial system and goes through an approval
process. This process will typically take up to a week to complete, so plan ahead, as these
funds need to be available in your acocunt before you can submit a requisition to spend
them.
Deposits
 DO NOT HOLD CASH! This means you should not hold cash for any club in your room,
house, car, backpack, or anywhere else!
 During regular business hours (8:00am - 5:00pm, Monday-Friday) you can bring money
directly to Student Accounts in the Anthony Building (make sure to get a receipt for the cash
you deposit). They will sign your cash box in at the same time.
 After 5:00pm and on weekends the Building Manager on duty in the Student Development
Office can store your money in the office safe – the money must be counted, properly rolled
and/or banded, and placed in a sealed envelope. You must keep the then-empty cash box to
return to Student Accounts.
 The combo deposit and budget adjustment form (see Appendix 14) is needed to make all
deposits into your account—funded and non-funded. The deposit section is purple and the
budget adjustment section is blue. Once a deposit is made, the last page (pink page) will be
handed back to you for your records. Once this is done, a requisition form can be filled out to
spend those funds.
 Complete your deposit form the same day of your event, and put it in Hank’ s mailbox
(Shane’s mailbox for the Greeks) for signature. Come back to the office within the 3 days
following your event to bring the signed deposit form and deposit to Student Accounts.
 Checks must be stamped before they can be deposited. The stamp is available in the SGA
office or the Student Development Office. The club’s account number must be written on the
back of each check after it is stamped. ALL CHECKS MUST BE DEPOSITED WITHIN 10
BUSINESS DAYS OF THE CHECK BEING WRITTEN. Failure to do so will require an
explanation written on a post-it note attached to the check. Checks without an explanation
will not be deposited.
28
Expectations and Procedures
 All treasurers MUST keep track of their club/organization budget. Create a system that will
help you track the money spent and raised throughout the year. The Office of Student
Development can assist with this.
 The treasurer MUST handle all money transactions, not the President, Vice President, etc.
 The Office of Student Development will print out monthly budget reports. The SGA treasurer
will put these reports in your club/organization mailbox located in the SGA Office (Basement
of Hammond Campus Center) by the 1st of every month. Please make sure you collect your
mail regularly throughout the year.
 You are responsible for your budgets. At the end of the year your budget needs to balance
out and cannot be in the negative. If you need assistance with this process, please contact
the Office of Student Development at any time.
29
Leadership Opportunities at Fitchburg State University
The Office of Student Development shall be the true heart of the campus which promotes opportunities
for practical experiences in involvement, leadership, service, and employment; an office where creativity
and individuality are cherished and diversity is promoted; and an office where students, faculty and staff,
administrators, and alumni can teach, learn, and grow together. Below are opportunities clubs and
organizations can take advantage of.
Leadership Development Program
The Leadership Development Program here at Fitchburg is open to all students with varying experience
in leadership, from freshmen looking for an outlet to get involved, to juniors and seniors looking for an
opportunity to showcase their leadership skills by developing and implementing programs. The
Leadership Development Program offers multiple different opportunities to learn including retreats,
speakers, six week institutes and club or organization training sessions.
The program is based on the Social Change Model, which believes in a three step process. First
beginning with self and developing your personal leadership style. Secondly students learn how to work
with other leaders who have unique leadership styles that may be different from theirs. The third stage is
learning how to incorporate their personal skills and the skills of the groups they are involved with in order
to make a lasting impact on the greater community.
Emerge
This institute is a six week institute that is designed for the emerging leader level. Sessions should last
between an hour and an hour and a half per week. The institute was created to help students develop
and understand their own personal leadership skills and style. The hope is students walk away more self
confident and ready to take an active role on campus. Topics covered with include but are not limited to
Personality and Leadership Styles, Effective Communication, Teambuilding, Goal Setting, Time/Stress
Management and more
Develop
This is a six week institute designed to help developing leaders identify ways in order to positively
contribute to groups they are involved with. Each week the institute should last between an hour and an
hour and a half. Sessions will be facilitated who understand the specific topics and should be interactive,
educational as well as fun. The hope is students will feel confident in leading groups they are involved
with and take on a role model figure among their peers. Sessions should cover but are not limited to
Stress management, Goal Setting and Empowerment, Coaching/Mentoring/Role Modeling, Inclusiveness,
Diversity, Trust/Risk Taking and more.
Emerging Leaders Retreat
This is a three day intensive retreat off campus that takes place from a Friday afternoon to Sunday
Morning typically at the beginning of the Spring Semester. The retreat is designed to take a deeper look
into the intrapersonal make up of each student and how they function as a leader in different situations.
By bringing students out of their comfort zone and away from normal everyday distractions we focus on
really getting to the root of who each student is and prepare them to challenge themselves to accomplish
things they never thought possible.
Please visit the leadership portion of the Student Development Office
website for more information: http://www.fsc.edu/osd/leadership.cfm
30
Retreats
Retreats can be an amazing opportunity for organizational executive boards or general
membership, as retreats are an opportunity to discuss and evaluate the present state and goals
of an organization. Retreats, typically held at a time of officer transition or at the beginning or
end of the academic year can be held both on or off campus and provide time for training
workshops, leadership development programs and other developmental opportunities for
student organizations.
As an advisor, you might find that your role is to help facilitate and plan a retreat agenda, assist
in finding a location or even presenting a workshop to the organization. Retreats, if the advisor
attends, are also a great opportunity for him or her to get to know the members of the
organization in a more informal setting and the environment to set expectations of one another.
It that is strongly suggested that an advisor attend any organizational retreat. Retreats are often
one of the biggest “get to know you” portions of an organization’s year, as it is important that
students have the opportunity to see the advisor in a non-traditional setting. In doing this, you
are not only seen as a professional, but also as an individual who can be relatable, trusted, and
respected by the members. Seeing an advisor step outside the traditional work setting is one
way to show you care about the success of the organization and the members as well.
Retreats are traditionally planned by either an executive board of an organization or by an adhoc committee appointed by the executive board. It is important no matter how the retreat is
planned that the following is accounted and planned prior to the retreat:
1. The Facility – whether on or off campus, it is important to reserve a facility far in advance
to not only provide the confirmed dates of a retreat to the membership, but also to
confirm a facility that fits all of your logistical and environmental needs.
2. Transportation – it is important that if the retreat is off campus that transportation in
planned in advance as well. Please refer to the transportation guidelines for Worcester
Polytechnic Institute.
3. Food and Drink – What is the budget? Do the facilities allow you to cook? Cooking a
meal together could be a great team building exercise!
4. Agenda – It is important to sit down with the leadership and create an agenda that meets
the goals for the retreat and allows people an opportunity to bond socially but do work as
well.
5. Presentations – presenting is a great opportunity for the student leaders and general
members of the organization to develop some additional communication and leadership
skills. As the advisor, you too might be solicited for your skills to present a workshop.
6. Recreation – it is important that there is business, but also fun. Social bonding is a
beneficial and important part of any organizational retreat. Ice breakers, team builders,
energizers, or games, etc. are all opportunities to provide recreational options.
7. Evaluations – provide great feedback, not only to see if those who attended the retreat
walked away with the information that they should have, but also if they enjoyed
themselves, what worked and what did not, etc. Evaluations also provide a starting point
for the next students and or advisors who begin to plan the next organizational retreat.
*Taken from the Advisor Manual at Worcester Polytechnic Institute, Campus Activities Office*
31
32
Officer Transition
John Hersey said, “The reality is that changes are coming… They must come. You must
share in bringing them.” Transition within an organization can be either a smooth or
rocky experience within student leadership and general membership.
After elections take place it is important to encourage the incoming officers meet with
the outgoing officers to discuss the position itself. By meeting, the incoming officer can
obtain tips to make their transition into office smooth. Shadowing or following the
outgoing officer is a way for the newly elected officer to learn their responsibilities in a
hand on capacity, rather than figuring it out for themselves once in office.
Traditionally called a transition period, this time is best seen as an opportunity for the
current officer to work with the newly elected officer to provide a general shift of
responsibilities and knowledge from one officer to the next. If a smooth transition period
occurs, one would find that most organizations will have a productive start to the next
academic year because the officers will be aware of their position and what they are
responsible for without having to search for answers or make mistakes that generally
new leaders will make.
A tool that officers can use is called a transition notebook or a survival guide. Within this
document, binder, folder, etc. one should be able to find the history of the organization
and a how to guide pertaining to that particular position should the newly elected officer
have a question. Transition notebooks can also hold advisor information, historical
documents, and letters from former officers, goals for the organization that have and
have not been completed and a timeline for the year if there are annual events that are
planned to provide an outline for when things should be accomplished.
As an advisor, you too can create your own transition notebook for the day that you
decide to leave WPI or the organization. Keep a journal of your experiences with the
group, the programs that they have planned and the general responsibilities that you
hold. While this may change from advisor to advisor, it is an amazing opportunity to
assist your colleagues in discovering how the organization has grown and perhaps
provide some historical background when the information is potentially not passed down
from student generations.
More information on officer transition can be found within XCel points outside the
Student Activities or on the website at http://www.wpi.edu/Admin/SAO/xcelpoints.html.
33
Appendix A:
Campus Contacts
34
Fitchburg State University Contacts
Academic Advising Center
Academic Affairs
Academic Success Centers
ACCESS
Adaptive Lab
Admissions
Affirmative Action
Alumni
AmeriCulture Arts Festival
Assessment Center
Athletics
Behavioral Sciences (Criminal Justice, Human Services,
Psychology & Sociology)
Biology
Bookstore
Box Office (Weston)
Business Administration
Campus Police (Emergency)
Non-Emergency
TTY
Career Services
Chartwells Dining Services
Communications/Media
Computer Science
Counseling Services
Cultural Affairs
Development
Disability Services
Assistive Technology Lab
TTY
Education/ECEMS
English
Exercise Sport Science
Expanding Horizons
Capital Planning and Mangagement
Faculty Center for Teaching Excellence
Financial Aid
Geo/Physical Sciences
Graduate & Continuing Education
Grant Center
Hammond Campus Center
Health Services
Housing and Residential Services
Work Order Requests
Human Resources
Humanities
(Art, Music, Philosophy, Foreign Languages)
Band Director
Choral Director
Inclement weather school cancellations
Commuters (off-campus)
Residents (on-campus)
Industrial Technology
Information Desk
Information Technology Help Desk
International Education/Study Abroad
Institutional Research
Journal of Technical Writing & Communication
Leadership Academy
35
3319, 3321
3185
4136, 3499
3399
4029
3144
3697
3355
345-4862
3499, 4136
3314, 3054
3241
3246
4026
3347
3378, 3203
3111
3110
3588
3151
3663
3260
3290
3152
3709
4555
4020
4029
3575
3193
3267, 3393
3304
3064
3115, 3230
3341
3156
3248
3182, 3280
3368
3163
3216
3219
4014
3172
3276
3278
3713
665-4003, 4004
3006
3255
345-2151, 4002 or 0
4500
3089
3126
3548
3218
Library (www.fsc.edu/library)
Access Services
Circulation Desk
Director
Hours
Interlibrary Loan
Periodicals Department
Reference Desk
Technical Processing
Mathematics
Math Center
McKay Campus School
Child Development Center
Curriculum Resource Center
Library
Family Liaison
Multicultural Student Services
Nursing
OneCard
Parking Services
Payroll
Planning
President
Print Services
Recreation Center
Fitness Center
Racquetball/Volleyball Reservations
Recreation Center Manager
Registrar
Social Sciences (Economics, History & Political Science)
Special Education
Student Accounts/Billing
Student Development
Activities Hotline
Information Desk
Reservations
Volunteer Center
Student and Academic Life
Dean of Student and Academic Life
Student Conduct and Education
Student Mail Center
Student Organizations
Campus Activities Hotline
Fitchburg Activities Board
Point (Newspaper)
Student Government Association
Student Organization Room
Volunteer Center
WXPL Radio Station (FM 91.3)
Teacher Certification
Tech Prep
Technology Education
TTY (Telecommunications Typewriter)
Tutor Center (Peer)
Upward Bound
Vocational Education
Writing Center
Weston Box Office
WXPL
36
3196
3062
3063
3194
4478
3065
3067
3223
3310
3263
3579
3187
343-9149
3725
3322
3192
3399
3221
4500
3219
3176
3171
3101
3394
3683
3061
3566
3561
3137
3397
3308
4126
3163
4480
-03163
3649
3130
3215
3236
4481
4480
3645
3647
3300
3351
3649
3692, 4848
3239
3295
3255
3575
3499, 4136
3439
3049
3499
3347
3692, 4848
Appendix B:
Forms for Student
Organizations
37
Appendix 1
38
Appendix 2
39
Appendix 3
40
Appendix 4
41
Appendix 5
42
Appendix 6
43
Appendix 7
44
Appendix 8
45
Appendix 9
46
Appendix 10
47
Appendix 11
48
Appendix 12
49
Appendix 13
50
Appendix 14
51
Appendix 15
52
Appendix 16
53