Student Activities Policies Hitting the High Points

New Student Organization Policy New Policy (effective July 1, 2016) SGSO Style Guide

We are here to help you We will reserve meeting space for you. We will order your food for you if you are using campus food service.

We are here to help you We will make your copies. We will make your travel arrangements. And more . . . This is limited to funding through Student Activities.

Scheduling an Event Always use your club page on the IUKLife site. Schedule early.

Promoting Your Group Know the campus Sign Policy Limit 15 flyers Must use blue tape – Available in our office Publicize through The Correspondent Utilize social media Fan pages must say @ IU Kokomo

Promoting Your Group Don’t forget about the digital signs. Sidewalk chalk – 1 day in advance and must remove within 1 business day.

Ordering Apparel Minimum of 24 like pieces. Work with Bev on these orders. (clubs should not contact printers) We only order apparel specific to club or club activities. Be aware of the new policy. You will be limited in usage of the IU Brand.

Ordering Apparel If using IU name and/or logo Bev will use a licensed printer/vendor. Artwork must be approved by Media & Marketing and must follow new student organization policies. Orders will be placed once all money is collected and deposited with the Activities Office.

Ordering Food We are required to use the contracted IU Kokomo Food Service. We have a new Call Out menu that will fit within your budget! Exception: Pre-packaged food from grocery can be served at club call-outs.

Ordering Food Order food through Bev. She will handle the ordering and we will process the payment. We try to keep it simple for everyone. No home prepared food can be served for club events or meetings.

Hiring Speakers/Presenters Let us know at least four weeks in advance of event. We will send a letter of confirmation or contract to your presenter and any other necessary paperwork for payment. If you are using external funding, you will need to manage these processes yourself.

Hiring Speakers/Presenters We will send parking passes and campus maps to your presenters. Let us do the detail work so you can focus on promoting your event and making it a success!

Travel This includes: Conferences, workshops, field trips and overnight trips. Each trip is different. The advisor & president should work closely with the Activities Staff to make arrangements (let’s be honest, primarily it will be Bev!)

Travel Liability Waivers are required of all travelers. When traveling out-of-state, your group must be accompanied by an advisor. You must be 21 to transport any other students, drive a University car or rental car. All drivers must complete a Motor Vehicle Records Check with our office.

Fundraising If your organization wants or plans to do a fundraiser for your group or an outside agency, or plans to seek donations from the community for any event, you must work closely with Advancement and Student Activities. There are required forms for fundraising activities. If it is your first fundraiser a meeting will be mandatory. This practice differs for USOs and SGSOs.

Budget Requests November Budget Bill Requests due: Friday, February 10, 2017 by 12 noon. This is for funding for July 1 – December 31, 2017 for most groups, and July 1, 2017 – June 30, 2018 for some organizations.

The Cardinal Rules Before you spend any money/make any travel arrangements/etc., speak with someone from Student Activities. In general, allow a minimum of 2 weeks for all purchases, and a minimum of 1 month for travel.