Handbook for Advisors of Associated Students of the University of
Nevada (ASUN) Student Clubs and Organizations
*some information listed in this handbook could change,
please contact ASUN (784-6589) for the most current information
Participation in a University of Nevada, Reno ASUN student organization is an integral part of a
student’s holistic university experience and an effective means of increasing the retention rate of
students.
Your contribution in terms of time and commitment to the organization with which you are associated
is certainly needed and is greatly appreciated by the university and ASUN. This handbook was
created with the hope that it will make your job as a student advisor a little easier.
Who can be an advisor?
Advisors of ASUN clubs and organizations must be employed by the University of Nevada, Reno as
faculty or classified staff members. Advisors are expected to contribute sound and mature judgment
to the members in fulfilling the group’s educational and social goals. All undergraduate student
organizations are encouraged to be recognized by the ASUN so they can be officially associated with
the University of Nevada, Reno and gain access to a variety of resources.
What are the responsibilities of an advisor?
The advisor of an ASUN-recognized student organization should:
 Be informed about the purpose and the programs of the organization they agree to advise.
 Be aware of the university policies and procedures governing student activities and
organizations.
 Ensure that the officers are aware of these policies and procedures.
 Attend meetings and activities whenever possible, thereby providing guidance and continuity to
the organization.
 Provide advice that will direct the group’s efforts toward meeting its long-term goals.
The members of each student organization are responsible for the smooth operation and
fulfillment of the legal responsibilities of their organizations proceedings. Advisors are not
intended to serve as police but should make helpful suggestions, such as pointing out neglected
areas and discouraging unwise conduct. Advisors should be available and prepared to assist in
an emergency, should one arise. Any strong disagreement between the advisor and the
membership pertaining to interpretations of state or university regulations should be referred to the
Assistant Director of Student Activities – Clubs & Organizations at 784-6589.
Who is responsible for the club or organization actions?
Student clubs and organizations are responsible for the actions of their members at official functions
and are expected to conduct themselves in a manner that will reflect positively on the University. A
student event is sanctioned by the University of Nevada, Reno when it is approved by the Student
Events Advisory Board (SEAB), publicized correctly and held on campus. Activities not sanctioned by
the university or recognized as university events include private parties attended by a group, or any
off campus event.
Advisers should address concerns about the possible violations of university policies to the Office of
Student Conduct, Clark Administration Building, Lower Level, 784-4388.
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What happens if the club or organization I advise is not following
university policy?
Student organizations, either recognized through the Associated Students, or university departments,
are expected at all times to conduct themselves in accordance with university regulations and
policies.
A student organization suspected of misconduct or involvement in any of the activities identified in
these regulations or policies may be reported to the Office of Student Judicial Services for an
investigation of the activity in question.
Subsection A: Procedure for Student Organizations
The procedure for dealing with a complaint filed through Student Judicial Services against a student
organization is as follows:
1. The complaint is made with the director of Student Judicial Services.
2. The director investigates the complaint.
3. After a review of the case, the director will determine whether the evidence supports the
allegation of misconduct, and if so, may impose any of the sanctions listed below.
4. The student organization may accept the decision of the director or may request a hearing.
5. The hearing board will meet to make findings of fact and when appropriate, recommend
sanctions.
6. All recommendations of the hearing board are made to the associate vice president for Student
Life Services who has 10 working days to decide on the case. The associate vice president
may:
a. Dismiss the charge;
b. Affirm the recommended sanction;
c. Impose a lesser sanction than recommended;
d. Impose a greater sanction than recommended
e. Order a new hearing.
Subsection B: Sanctions for Student Organizations may include:
1. Probation for up to one academic year;
2. Prohibition from recruiting and/or accepting new members.
3. Prohibition from participating in university events, including but not limited to orientation;
4. Restitution. The requirement to reimburse the legal owners for a loss due to defacement,
damage, fraud, theft or misappropriation of property. The failure to make restitution shall be the
cause for more severe disciplinary action.
5. Prohibition from participating in co-curricular activities, including but not limited to intramurals.
6. Denial of use of university facilities.
7. Loss of recognition.
What are the legal liabilities of being an advisor?
Typically, advisors of ASUN-recognized student organizations are not personally responsible for the
activities of the group. However, advisors may assume the risk of being included in third-party
complaints against the organization and the university. While the university cannot preclude thirdparty actions which might include the advisor, the university may or may not offer the services of legal
staff in such instances.
STUDENT ORGANIZATIONS AND CLUBS Student organizations, clubs and their members including those organizations sanctioned or
recognized as on campus organizations are not persons or entities entitled to defense and
indemnification under NRS Chapter 41. This includes organizations and clubs with faculty
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advisors. However, faculty advisors, if sued as a result of their activities with clubs and
organizations will be defended and indemnified.
** taken from Liability Insurance http://www.unr.edu/vpaf/hr/riskmanagement/liability.html
Is the Organization insured?
The University of Nevada, Reno currently has in place “Student Accident Insurance” that provides
limited coverage for any registered student at the University who is injured while participating in any
university sponsored and supervised off campus school activity. The coverage also applies to injuries
incurred while traveling to or from these activities. The policy does not cover play or practice of
intercollegiate sports (including club sports).
The benefits provided include reimbursement for medical/dental expenses, and payment for loss of
life, limbs or sight. The maximum benefit provided is $10,000 and the medical/dental coverage is
secondary to any other insurance the student may have.
In order to file a claim under the “Student Accident Insurance” a student should call the Controller's
office at 784-6726 to obtain a claim form.
ASUN has purchased a “Club Sport Catastrophic Insurance” that has limited coverage for ASUN
recognized club sports. This is a secondary insurance and covers accidental death and
dismemberment. For a claim please contact the ASUN Offices at 784-6589.
What are the benefits of being recognized by ASUN?
Clubs and organizations recognized by ASUN may use university facilities and equipment for
meetings and scheduled activities. Such groups may be eligible to receive ASUN funding for certain
events and activities. Official ASUN student organizations may also use the university’s name in
connection with the group’s name in publicity about scheduled activities. Additionally, recognized
clubs and organizations have access to a number of resources owned and rented by ASUN.
How does an organization receive ASUN recognition?
To receive official recognition, the group must have:
 10 undergraduate students enrolled in 7+ credits
 Constitution
 One (1) Advisor: this can be anyone currently employed by UNR as administrative or
academic faculty, or staff.
 Appointment of two club members as President and Treasurer (minimum)
 Signature Card signed by President and Treasurer and turned into ASUN Accounting Office
To accomplish these tasks students must access the Club Portal, located at www.asun.unr.edu
How should an organization handle bookkeeping?
Organizations recognized by ASUN MUST establish an account with the ASUN
Business Office. No off campus checking accounts can be created by a club
member or an advisor. Board of Regents' policy on “Establishment of Checking
Accounts” (Board of Regent's Handbook, Title 4, Chapter 10, Section 24, page
58) strictly prohibits off-campus bank accounts. If a club that you advise does
have an account off campus, please close it immediately and deposit the
money into the ASUN club account.
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ASUN club accounts work exactly like a university department account, except ASUN has more
latitude in the expenditure of funds. ASUN has purchasing cards that can be checked out within 24
hours of filling out the correct paperwork.
Remember only the students who are on the signature card can sign a request for a credit card, a
check to be cut, a payment form for Costco or an Internal Purchase Order (on campus business) and
Business Purchase Orders (off-campus business).
1. Purchasing Card
The Club Portal includes a “Signature Card” on which up to four club members or advisors can
sign. These members are the only people allowed to check out a credit card. (This is why a new
form should be filled out and turned in after club elections.) It takes 24 hours to get the credit
card after a request has been turned in. The request form is located in the ASUN Accounting
Office, 3rd floor of the Joe Crowley Student Union and as well as on the ASUN Website.
2. Checks
A check can be cut for reimbursements to a club member. A request for a check to be cut will
take 10-15 working days and may be mailed to a club member or be picked up in the cashier’s
office. An original invoice/receipt must be included.
3. An Internal Purchase Order (IPO) or Business Purchase Order (BPO)
IPOs are for use with university departments that do not take credit cards. Both IPO’s and BPO’s
require a 24-hour period to be issued. Completed PO’s will be placed in the club’s mailbox.
4. Transfer of Funds
This allows clubs that receive funds from university departments to have those funds transferred
directly into their ASUN account, or for money from a club account to be transferred to another
club account or to a department.
*All Accounting forms can be picked up in the ASUN Accounting office Monday-Friday, 7:30am7:00pm, or printed out from the ASUN website (www.asun.unr.edu).
Receipts
Receipts for purchases made with ASUN credit cards, checks or IPO’s must be turned in to the ASUN
Accounting office within 24 hours. Any club that fails to submit receipts will not be allowed to request
further services from the ASUN Accounting office, and will be charged $25 fee if a credit card was
used for that purchase.
Copies
ASUN provides a copy machine for club use in the copy nook on the 3 rd floor of the
Joe Crowley Student Union in the ASUN/Student Activities Center. The machine
requires a billing code be entered before the machine will operate. You may obtain
a billing code for your organization from the ASUN Accounting office after your club
has been officially recognized. Remember that any copies made with that code
will be directly deducted from your club account, so keep the code secret.
Mailing
Any club mail that needs to be charged to the account can be taken to the ASUN Accounting Office.
The staff will make sure the mail is charged to your club account and then be placed in campus mail.
***Keeping track of your account balance***
Clubs may request an account balance of funds so that their membership is kept abreast of club
finances but remember your club treasurer should be keeping track of all funds. The balance sheet
will be put into your club mailbox and ONLY members on the Signature Card can request this
information.
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What type of Club Funding is available?
There are three tiers that various requests fit into. The first is the White Tier which supports club
infrastructure (t-shirts, signage, etc.) and is capped per academic year at $500. The second tier is the
Blue Tier which is designated for professional, personal, academic, and athletic development as well
as for purchase of consumable items, or in support of off-campus activities and travel; this tier is
capped at $1000 for the academic year. Finally, the third is the Silver Tier which supports any and all
events held on campus, that are open to the campus community and for the benefit of such; this tier
is capped at $4000 per semester and not to exceed $8000 for the academic year.
How does a Club or Organization get access to University rooms?
Active ASUN recognized clubs or organizations may use university meeting facilities during normal
operational hours. Special arrangements can be made for the use of rooms on the weekends and
evenings, but there may a charge. Any rooms in the Joe Crowley Student Union, including the lawn,
can be reserved by calling the Student Union Scheduling Coordinator at 784-6505. Any other rooms
can be scheduled through the University Scheduling Office at 784-6837 or Knowledge Center front
desk at 682-5657.
What do I do if my club or organization wants to travel?
If members of recognized student organizations travel to conferences, competitions or group trips out
of Reno they must fill out University of Nevada, Reno travel paperwork if they are using University,
ASUN or Club money. This paperwork must be turned into the ASUN offices at
least 15 days before the travel date if you are paying for hotel, registration fees or
transportation. (http://www.unr.edu/forms/#Travel)
***You MUST fill out the Travel Request Form (15 days before you leave) and the Group/Team
Team Travel Expense Claim form (within 5 days after returning from your trip) for the members who went on the trip.
The University of Nevada, Reno Administrative Manual
(http://www.howler.unr.edu/controller/Travel_UAM.doc), contains established policy on Travel
amounts of the University. The following are the Per Diem (Food) rates and Lodging rates to be
adhered to when traveling In-State and out of Nevada (All amounts include tax):
In-State or Out of Nevada
Per Diem (If paid for by club)
No Receipts needed
$7.00 for breakfast
$11.00 for lunch
$18.00 for dinner
Meal Time Frames
Breakfast: 12:01 a.m. – 10:00 a.m.
Lunch: 10:01 a.m. – 3:00 p.m.
Dinner: 3:01 p.m. – 12:00 p.m.
For lodging and travel per diem information, visit www.gsa.gov for national average information.
BEFORE YOU TRAVEL PLEASE READ THE TRAVEL POLICY LOCATED
at www.unr.edu/forms/#travel
The use of private vehicles is strongly discouraged. If private vehicles are used you must
inform your personal insurance company to make sure the vehicle is properly covered,
(see UCCSN policy below):
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“The UCCSN does not have insurance coverage on the personal vehicle of an employee.
Persons using personal vehicles for official business must obtain necessary insurance from
their insurance agent. Students may not be transported in private vehicles. The use of
personal vehicles is reimbursed in accordance with state regulations. An employee shall not
use a personal vehicle for transportation of students on official trips without informing his/her
insurance company and to verify that the vehicle is properly covered. In the event of an
accident, the personal vehicle insurance is primary.”
(http://www.unr.edu/vpaf/hr/riskmanagement/documents/AUTOMOBILEINSURANCE.3-3004.pdf )
University policy extends to off campus trips however distant or for whatever length of time. State,
country, other university and city regulations must be adhered to by the students.
What is SEAB? (Minimizing liability)
The Student Events Advisory Board is designed to assist student
organizations in better planning and preparing for their events. Any
student organization wishing to hold an event on campus must obtain the
approval of this board. SEAB is designed to assist the student group to
put on the best event possible. We engage in discussion on issues such
as number of attendees, whether alcohol will be part of an event, what type of publicity will be used,
etc. This process is mandatory for all student events on campus but is easy and extremely beneficial
to the student group. The steps include:
1. Completely fill out an SEAB online Event Scheduling Form
www.unr.edu/stsv/studentactivities/seab/
2. Make sure the student organization's advisor signs the form.
3. Reserve room, table and outdoor space with the Joe Crowley Student Union or University
Scheduling Services.
Remember! The SEAB is designed to simplify the event planning and
scheduling process. All of the board members are involved in event planning
on a daily basis so please feel free to use us as resources. Questions should
be directed at the board chair, Assistant Director of Student Activities – Clubs
& Organizations, 784-6589.
How does a club get publicity posted on campus?
Now that you’ve got your publicity, you must get it stamped by the
ASUN/Student Activities Center, 3rd Floor of the Joe Crowley Student Union
before it can be posted anywhere on campus.
WHAT MUST BE ON THE FLYER/POSTER?
 Name of the sponsoring organization
 Date, time and place of the event
 Amount of admission charged, if any
 Contact information with a phone number
 Approval stamp
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WHERE CAN I POST?
 Inkblot Posting—A club can have your publicity posted by Inkblot! (To do this, you will still
need any publicity to be stamped.) Simply drop off 5 copies of your publicity in the Inkblot box
(which is located ASUN/ Student Activities Center) by 5PM on Mondays. (Inkblot posts only
once a week.) Your publicity will be placed in the 5 kiosks around campus
and will remain in the kiosks until after the event.

Residence Hall Posting—For publicity to be posted in the Residence
Halls, it must be approved by the Residential Life and Housing Office
(located on the lake side of Juniper Hall). That office will need to have the
publicity at least two weeks in advance (of when you want it posted), and
will need 61 copies.

Public View Bulletin Boards—There are many Public View bulletin boards on campus, in AB,
CB, CSU, EJCH, FA, LP, LRC, MS, MSS, OSN, PE, RSJ, SEM, SFB and SLH.
WHERE TO POST/GUIDELINES:
 Postings are for the calendar month, all postings are removed at the end of each month.
 Printed materials may be posted only on designated interior Public View Bulletin Boards, one
announcement to a board.
 Posting may not be affixed with staples.
 Flyers may not exceed 8 ½” x 11”. Posters may not exceed 17” x 24”.
 The information must be written in English, but may also be written in a language other than
English.
 The name of the organization and a contact telephone number on whose behalf the
announcement is posted must be on the announcement.
 Printed material may not be on, attached to, or written on any exterior structure or natural
feature of the university facility such as the sides or doors of buildings, walls, windows, the
surface of walk-ways, fountains, posts, monuments, trees, rocks, shrubbery, statues, trash
receptacles, or the glass of the three-sided ASUN kiosks.
 Printed materials may be posted on the exterior designated bulletin boards.
 Printed materials may not be distributed directly onto vehicles in any campus parking lots.
 Printed materials may not be distributed in classrooms.
What other services does ASUN have?

Club Mailbox—Having your own club mailbox will allow you to have mail sent to your club without
an officer or member giving out personal addresses. Mailboxes are assigned each semester.
Your club mailing address is:
ASUN
“Your Club Name”
Mail Stop 0058
Reno, NV 89557



Computer Use—The computers inside the ASUN/ Student Activities Center are available only to
recognized clubs and organizations.
Free Room Use—Clubs and organizations can schedule events around the University at no cost
during normal business hours and void of any need for Student Union event staff.
Club Listserves—Create a club listserve to make sending information to your members easier.
Contact the Help Desk in the Library at 682-5000
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
Checking out Sound and Light Equipment- ASUN owns an up-to-date sound and lighting
equipment that is available to Clubs and Organizations.

Other ASUN Resources—ASUN has many other resources that clubs can use: prep kitchen,
ice chests, popcorn machine, coin counting machine, staging and ASUN is adding more every
day. Please contact ASUN 784-6589 for the latest equipment.
University policies your club or organization should know
Policy for Sale, Service, Distribution or Use of Alcoholic Beverages
In order to provide a safe and healthy environment for students, to comply with federal, state and
local law, and to support the academic mission of the university, the following policy for the sale,
service, distribution and use of alcoholic beverages has been adopted. This policy applies, but is not
limited to, the following: receptions, banquets, dinners, picnics, or any cultural or social activity.
Advance request and approval from the associate vice president for Student Life Services to serve
alcohol at an activity is required for all student organizations, campus departments and individuals as
follows.
1. A request may be made for alcoholic beverages at any activity sponsored by a student
organization on university property or on property occupied by a student organization where all
participants in attendance are 21 years of age or older.
2. A request may also be made for alcoholic beverages at activities sponsored by campus
departments or guests using university facilities. Approval of alcohol requests will take into
consideration the nature of the activity, number of underage participants, value of alcohol to the
purpose of the activity, and security measures in place.
3. Alcoholic beverages must not be served in association with academic classes (e.g. in-class
celebrations after final exams).
For activities where alcohol is being requested, the following procedure must be followed:
1. All requests must be submitted to the associate vice president for Student Life Services at least 10
working days in advance of the activity.
2. The sponsoring organization must hire a Licensed Liquor Vendor (LLV), as approved by the City
of Reno, to serve the alcohol.
3. A representative of the sponsoring organization or department must sign the request accepting
responsibility for the activity as it pertains to the distribution and control of alcohol.
Upon approval of the activity, sponsoring organizations and individuals must comply with the
following:
1. There must be adequate food and nonalcoholic beverages available at the activity.
2. Individuals who appear to be intoxicated at an activity will not be served alcohol.
3. The designated organizational representative will be expected to intervene with the intoxicated
person to ensure the safety of the individual (e.g. provide a “safe ride” home, call a cab, etc. at
the cost of the sponsoring organization).
4. Drinking alcoholic beverages cannot be the primary focus or purpose of the activity.
5. Promotional materials may not make reference to the availability of alcoholic beverages at the
activity, may not be directed to an underage audience, and may not display any alcoholic
beverage signs, emblems or insignia.
6. No activity shall include any form of “drinking contest”, “all you can drink” promotion, or
encourage any form of rapid consumption of alcoholic beverage.
7. Alcoholic beverages will not be provided as part of a performance contract, nor will alcohol be
used on-stage.
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Violations of the Policy for Sale, Service, Distribution or Use of Alcoholic Beverages may result in
penalties as follows:
1. Student organizational officers will be subject to sanctions outlined in the University of Nevada,
Reno Student Code of Conduct.
2. Sanctions for student organizations may include, but are not limited to, warning, probation,
denial of use of university facilities, and withdrawal of organization recognition.
3. University departmental representatives will be subject to sanctions as outlined in Chapter 6 of
the Board of Regents Handbook.
4. Guests of the university will be subject to denial of future use of university facilities.
Hazing
Hazing has no place within a community of scholars. The Board of Regents of the Nevada System of
Higher Education (NSHE) affirms its opposition to any form of hazing.
NSHE institutions advocate civility in society and an adherence to the fundamental principles of
honesty, integrity, respect, fairness, development of the individual character, and sensitivity to the
dignity of all persons. These principles should be fostered and nurtured in a broad spectrum of
activities that yield social, intellectual and physical benefits. Therefore hazing of any nature is
unacceptable at any public institution of higher education in the State of Nevada.
POLICY
1. No member or alumnus of the NSHE community acting as an individual or part of a group shall
conduct or condone hazing activities.
2. Hazing is defined as any method of initiation into or prerequisite to becoming a member of the
community college or university community, or any group associated therewith, engaged in by
an individual that intentionally or recklessly endangers another individual.
Any activity upon which the initiation into or affiliation with an organization or group is directly
or indirectly conditioned shall be presumed to be forced activity, the willingness of a individual
to participate in such activity notwithstanding. Hazing may occur on or off the premises of the
organization and/or educational institution. Hazing is most often seen as an initiation rite into a
student organization or group, but may occur in other situations.
3. Hazing activities may include, but are not limited to:
a.
Any physical activity, such as whipping, beating, branding, forced calisthenics,
exposure to the elements, forced consumption of food, liquor, drugs or other
substance or any other brutal treatment or other forced physical activity that is
likely to adversely affect the physical health of the person.
b.
Any situation which subjects the individual to extreme stress, such as sleep
deprivation, forced exclusion from social contact, required participation in public
stunts, or forced conduct which produces pain, physical discomfort, or adversely
affects the mental health or dignity of an individual.
c.
Any expectations or commands that force individuals to engage in an illegal act
and/or willful destruction or removal of public or private property.
4. Each institution within NSHE shall develop clear procedures for dealing with hazing,
requirements for reporting hazing, clear reporting lines for infractions, investigation procedures,
and potential discipline.
Each institution shall apply a reasonable person standard, and the discipline shall be
proportionate to the infraction.
All disciplinary actions or sanctions shall be congruent with Chapter 6 of the code and
appropriate bylaws.
Both individuals and organizations committing an offense under this anti-hazing policy may be
found in violation and be subject to appropriate disciplinary sanctions.
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5. An allegation of hazing, reporting of a suspicion that hazing may have occurred, or a request
for an investigation of hazing may be initiated by anyone. Campus policies shall designate the
appropriate place and method of reporting. Each campus is encouraged to develop an
educational program about the serious danger and risk involved in any hazing activity and the
subsequent harm that can occur to both the individual subjected to hazing and those engaged
in hazing.
6. Each campus shall develop procedures and policies to report cases of hazing that fall under
Nevada Revised Statutes.
To report an allegation of hazing, please contact the Office of Student Judicial Affairs, Clark
Administration Building, Lake Level, 784-4388. All investigations of hazing and procedures for
adjudication shall follow Section II of the University Code of Conduct.
Who Should I Contact For More Information?
ASUN CONTACTS
ASUN President
Director of Clubs and Orgs
Director of ASUN
Asst. Director Student Activities - Clubs and Orgs.
ASUN Accounting Office
Programming Office/Flipside
Publicity/Inkblot
Student Events Advisory Board
Insight-Magazine
Brushfire-Lit & Arts. Mag.
The Nevada Sagebrush-Newspaper
Wolf Pack Radio- www.wolfpackradio.org
784-6589
784-6589
784-6589
784-6589
784-6589
784-6589
784-6589
784-6589
784-7775
784-6131
784-4033
784-7074
UNIVERSITY OF NEVADA, RENO CONTACTS
B & G (Equipment Movers)
(Tables & Chairs)
(Sprinklers)
(Custodial Contact)
Campus Catering (Silver & Blue)
(Food, Beverages)
Knowledge Center
(Multimedia Center)
Joe Crowley Student Union Scheduling Services
Parking & Transportation Services
Scheduling Services
(Campus Wide –Room Reservations)
Teaching & Learning Technology
(Equipment)
University Police Services
Student Judicial, Mediation, and Advocacy Services
BCN Risk Management/Workers' Compensation Office
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784-8041
784-8020
784-6051
784-6143
682-5413
784-6505
784-4654
784-6837
784-6085
784-4013
784-4388
784-6139