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Contractual Services | Copyright Laws | Co-Sponsorship Policy | Conduct Policy | Display Case Policy | Distribution of Flyers, Handouts and Table Tents | In-House Sound System Policy | Off-Campus Activities Policy | Outdoor Events Policy | Political Activities Policy | University Union Posting Policy | University Union Banner Posting Policy | Banner Approval Procedures | Academic Building Posting Policy | University Village Posting Policy | No Show Policy | Room Condition Policy | Decorating Policy | Excessive Cleanup | Room Misuse | Series Reservation Policy | Sales Policy |
Food and Beverage Sales | Org Sponsored Vendor Sales | Motor Pool Access Policy | Business Card Policy
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 Contractual Services
Contracts for speakers, entertainment, and other services are arranged through the Student Life Office. It is recommended
that any student organization engaging the services of a speaker, entertainer, exhibitor, or other service provider, secure
a legal and binding contract agreement. Student organizations may act as the SPONSOR of an event, but are not considered the
PURCHASER, and are NOT authorized to make such agreements independently. The Student Life Office is authorized to represent
the University and will facilitate contractual agreements on behalf of student organizations. As the sponsor for a speaker,
entertainer, exhibitor, or service provider, the organization is expected to understand and fully comply with all University
and State of Wisconsin contractual requirements.
It is strongly recommended that student organizations engaging speakers, entertainers,
etc. who appear at no cost still obtain a contract or letter of agreement. In
this instance the agreement can be less formal. The "Planning Guide for Contractual
Services" is available in Student Life to aid student organizations in understanding
the contractual process and the organizations
responsibilities.
See Chapter 4, "Accessing Agency and SUFAC Funds and
Services", and Chapter
5, "Planning Events", for more information on initiating
contracts.
Copyright Laws
Film programs are protected by U.S. copyright laws. Video or laser disk programs
rented or purchased through commercial stores are restricted For Home Use Only.
To legally exhibit videos, films, or laser disks for group showings as well as
to circulate them within your organization, you must obtain public performance
rights through an authorized film distribution company. Contact the Student
Life Office for help obtaining these important license rights.
*Notice: Warning Concerning Copyright Restrictions.
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The copyright law of the
United States (Title 17, United States Code)
governs the
making of photocopies or other reproductions of
copyrighted materials. Under certain conditions
specified in the law, libraries and archives are
authorized to furnish a photocopy or reproduction.
One of these specified conditions is that the photocopy
or reproduction is not to be used for any purpose
other than private study, scholarship, or research. If
a user makes a request for, or later uses, a photocopy
or reproduction for purposes in excess of fair
use, that user may be liable for copyright infringement.
This institution reserves the right to refuse to
accept a copying order if, in its judgment, fulfillment
of the order would involve violation of copyright
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Co-Sponsorship Policy: Student Life
A co-sponsorship is any program which Student Life sponsors with an outside student organization, a campus or department, the Alumni
Association, or a community group. Student Life and University Union support campus-wide educational, multicultural programming to meet
diverse audience needs.
"Associates" are defined as programming partners. A potential associate is
encouraged to complete a Programming Co-Sponsorship Request with Student Life.
The Programming Co-Sponsorship Request will provide the following information:
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An explanation of the event
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History and/or future of the event
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Proposed budget, date(s) and time(s), location, and the reason for requesting
assistance from Student Life.
Specific co-sponsorship terms will be discussed with potential associates and
specified by a written Co-sponsorship Agreement signed by a Student Life representative
and the programming associate.
Student Life will be recognized as a co-sponsor on all promotional materials.
Any events approved for co-sponsorship shall be events which are open to students,
faculty, staff, alumni and guests of University of Wisconsin-Green Bay.
Levels of available co-sponsorship by Student Life are designated as follows:
Level 1: Co-sponsorship funding and professional coordination services consistent
with the Student Life programming mission and meeting students educational,
social, recreational, and multi cultural needs.
Level 2: Professional coordination services such as (but not limited to) programming
expertise and event planning, production assistance, audience targeting, marketing,
and evaluation provided by Student Life. Designated by: "In Association With
Student Life."
Conduct Policy for Student Organizations
Individual officer and/or organizational misconduct reports are investigated
by the Director of Student Life as delegated by the Dean of Students. Violation
of any policy or procedure may subject the student organization to disciplinary
action.
Misconduct will be defined by the University of Wisconsin-Green Bay campus and
University Union policies as well as appropriate UW System Chapters including
(but not limited to) 14,17,18 citing Conduct on the University Lands, Disciplinary
Procedures, and the Student Conduct Policy.
Official disciplinary sanctions may be assessed to organizations and/or their
officers and representatives for any non-compliance or misconduct.
Representatives of student organizations have the responsibility to become thoroughly
familiar with all policies and procedures which govern organizational activities.
Discipline sanction decisions may be appealed to the Director of Student Life
within 10 business days of sanction notification.
University Union Display Case Policy
The University Union offers four display cases for use located in the lower level
of the building across from the Phoenix Club. The following policy provides guidelines
for the use and scheduling of these cases:
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A user must be a university department or a student organization.
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Display cases may be reserved for up to 14 calendar days. Two display cases may
be reserved at one time.
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Reservations must be made with the University Union Reservations Office. Bring
your reservation request form to the University Information Center to obtain
the display case key on the first day of the reservation period.
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All display contents must be removed on the last day of the reservation or they
will be recycled.
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All displays must be in compliance with the University of Wisconsin-System and
campus policies as well as local, state, and federal laws.
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Enforcement of this policy may result in the denial of access to the display
cases at the discretion of University Union Board.
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Exceptions to this policy may be requested by submitting a written petition to
University Union Board a minimum of one week prior to the display request date.
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The contents of the displays are not necessarily supported by Student Life, the
University Union, or University Union Board.
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The University Union reserves the right to remove a display if it is not removed
by the sponsor on the last day of the reserved time period.
Distribution of Flyers, Handouts, and Table Tents
Table Tents
In keeping with the University Union Posting Policy, only University or recognized
student organization sponsored events, activities, or issues can be advertised
on table tents in the dining areas (Nicolet Room, Phoenix Club, and Garden Caf.)
These approved groups can produce and distribute their own table tents. Table
tents need to be removed by the sponsoring group by 8pm each Friday. Those table
tents which remain will be removed and recycled. Groups may replace their table
tents the next day (Saturday).
We encourage no more than two table tents at any given time to maximize effectiveness
and minimize clutter and mess.
Handouts, Flyers, etc.
The only group allowed to randomly place a publication in various areas in the
University Union is the student newspaper staff when they distribute the Fourth
Estate newspaper. Any other group (in compliance with the posting policy) should
receive approval from the University Union to do so and, with approval will be
directed to place the material in a University Union brochure rack. Any unapproved
materials will be removed and recycled by Union staff.
In-house Sound System Policy
The University Union has an in-house sound system that is normally tuned into all public areas except the Timber Lounge.
In the event that any organization would like to advertise over the University Union in-house sound system, the following
guidelines should be followed:
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Any organization that seeks to advertise on the in-house sound system needs to present the request to the University Union Board, three weeks prior to the playing date.
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The advertising should promote a specific University of Wisconsin-Green Bay campus function other than regularly scheduled meetings. All advertising must be appropriate for the student body at large, based on state guidelines, University of Wisconsin-System, Chapters 18 and 21.
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Advertising will be available to student organizations on a first-come, first-served basis.
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In the event that there is insufficient time to gain approval from the University Union Board, the executive members of UUB (chair, vice-chair, and directors of UUB Standing Committees) and the director of the University Union will be allowed to make a final decision.
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Available hours for advertising are between the hours of 8 a.m. and 9 p.m. The University Union Board has the authority to determine the hours and frequency of the advertisement to be played.
Available hours for advertising are between the hours of 8 a.m. and 9 p.m. The University Union Board has the authority to determine the hours and frequency of the advertisement to be played.
Off-Campus Activities Policy
Facilities
University of Wisconsin-System Guidelines require registered student organizations to hold organizational activities on
campus grounds and/or in University facilities whenever state funds (from SUFAC, University departments, etc.) are used to
finance any part of an event.
Exceptions may be granted by the Director of Student Life, as delegated by the Dean of Students, under special circumstances
such as, but not limited to, the unavailability of campus facilities or the inappropriateness of available facilities.
Note: The Ecumenical Center is considered an off-campus facility as it is privately owned and managed.
Complete an Off-Campus Activity Request Form, and consult with the Director of Student Life at least two weeks prior to the event.
Outdoor Events Policy- University Union Areas
Officially recognized student organizations are encouraged to sponsor outdoor events on the University of Wisconsin-Green Bay
campus. A space reservation request may be made through the University Union reservationist for areas around the Union; a minimum
of four weeks advance planning is recommended.
Student Life and University Union Staff are available to advise student organizations with all program details, alternative
funding sources, and effective promotion.
Authorization of events will be determined by the University Union Assistant Director-Building Services on the basis of other
non-conflicting events in the University Union, availability of space, and in consideration of the following criteria:
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Specific day, time, and location.
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Sound amplification needs.
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Alternative event plans in case of inclement weather.
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Evidence of advance planning and promotion to ensure a successful event.
Note: Event limitations may be necessary so as not to disrupt educational functions and to comply with the Wisconsin Administrative
Code, Chapter UWS 18, Conduct on University Lands. The outdoor event sponsor will be held responsible for any environmental damage
and/or any general clean-up charges and will be assessed all remedial costs.
Requests for serving alcohol at an outdoor event should be made to the Director of the University Union. Events are required to
comply with the campus Alcohol and Other Drugs Policy.
Other Outdoor Locations
Contact the Public Safety Office for information on other campus outdoor event areas not on Union property.
Political Activities Policy
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Activities that promote active voter registration and political awareness are encouraged on the University of Wisconsin-Green Bay campus. UW-Green Bay students need current information on local, regional, state, and national issues to be informed citizens and voters.
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Access to University lands by all political parties or candidates will be permitted only though the direct sponsor ship by a registered student organization, by a University of Wisconsin-Green Bay faculty or staff individual, and/or by university office for educational purposes.
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The sponsoring student organization, university faculty or staff individual, or university office will be expected to fully understand and comply with all University political solicitation and dissemination policy requirements.
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All political parties or candidates will be given the opportunity of equal access according to appropriate University Time, Place, and Manner, Policies fitting the educational mission of University of Wisconsin-Green Bay.
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There will be no direct solicitation of campaign contributions for any political party or candidate on campus grounds; however, registered student organizations may electronically post political information. All political literature must comply with appropriate Time, Place, and Manner Policies of University of Wisconsin-Green Bay. Student election candidates will be posted as physical space is available in University Union and in full compliance with all University posting policies.
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These guidelines are established in accordance with the University of Wisconsin-System Chapter 18, Conduct on University Lands; Chapter 21, Use of University Facilities; and Wisconsin Statute Chapter 11, Campaign Financing.
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Prior University approval is required through the Director of Residence Life for access to on-campus student housing (according to the Chapter UWS18.10 {16m} Time, Place, and Manner Requirements) and through the Director of the University Information Center for all other university space.
University Union Posting Policy
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Any sign, poster, or other item of similar nature may be posted on a University Union bulletin board if it is in compliance with the terms of this policy. Posters to be displayed are limited to one per event.
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All promotional items must clearly state the event sponsor(s) and have a designated date for removal (the date of the event would meet this requirement). Posters are not to exceed 84 inches in perimeter (i.e., 24 x 18). Posted items may remain up for a maximum of four weeks
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Organizations who wish to retain their posters should submit a written request, along with the material to be posted, to the University Information Center. If a request is not submitted, the posters will be discarded.
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Posted items which promote University or student organization-sponsored events, activities, or issues will be given first priority of bulletin board space. Non-University items which do not fit into either category may be posted if the sponsoring organization is non-profit and as space permits.
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All posted materials must be in compliance with the University Alcohol Policy, which is available in the University Union.
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Violation of the University Union Posting Policy may result in the revocation of posting rights at the discretion of University Union Policy Board.
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Enforcement of this policy and removal of posters is a function of the University Union acting in compliance with these guidelines
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Organizations may be granted exceptions to this policy by submitting a written petition to the University Union Board a minimum of one week prior to posting.
University Union Banner Posting Policy
Banners or items of a similar nature may be posted in designated banner areas. Banner spaces must be reserved ahead of
time through Union Reservations. Banners are considered materials larger than 84" in perimeter (i.e. 24" x 18"). Banners must
deal with university or student organization-sponsored events, activities, or issues. All banners must comply with University
Posting Policies and must be approved by the University Union. Please see Reservations, UU 306 or the University Information
Center, UU 150 for more information.
Banner Approval Procedures
The following procedures have been established for the approval and posting of posters and banners in the University Union:
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All organization events must be accessible to the entire campus community. In order to facilitate access, the following message must appear on all advertisements: If you have a disability and would like to discuss accommodations, please contact the Office of Student Life at 465-2200, ext. 40.
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Customers will bring their posters/banners to the University Information Center to be posted by the University Union staff.
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The banner/poster must be checked by the Information Center staff to ensure that it includes the who, what, when, and where information of the event being promoted. The banner will be stamped approved with a removal date.
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If you have specified that you would like the banner saved you must pick it up within three days after the removal date. If you have not indicated that the banner should be saved it will be recycled on the removal date.
Academic Building Posting Policy
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Public Safety posts materials (posters and banners) from UW-Green Bay departments and registered student organizations announcing events they are sponsoring. Please see the office of Public Safety for more details on posters, banners, and sidewalk chalking).
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Nonprofit community organizations may post materials if the activity depicted is in agreement with the Universitys goals and objectives.
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Nonprofit outside groups may post announcements if the activity is co-sponsored by a campus department or student organization.
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Nonprofit groups may post advertising in the academic buildings. The posters must be no larger than 12' x 18'. A two-week limit is preferable.
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Student organizations may drop off up to nine (9) posters.
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All posted materials must be in compliance with the University Alcohol Policy. (Available in University Union) The Public Safety Office must post and approve all materials that are to be displayed on bulletin boards located in the academic buildings.
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Enforcement of this policy and removal of posters is a function of the Public Safety Office.
Enforcement of this policy and removal of posters is a function of the Public Safety Office.
University Village Posting Policy
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Only materials regarding student organizations or events sponsored by student organizations are posted in residence halls and campus apartments.
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Students may drop off up to 51 posters in the Residence Life Community Building.
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The Residence Life Office is responsible for the posting and removal of posters.
No-show Policy
When student organizations reserve rooms in the University Union, University Union Board expects that organization be
respectful of others and inform the reservation staff of any cancellation at least 48 hours prior to the event. In dealing
with this problem, the University Union Board has set the following policy:
First Offense: A letter of warning will be sent to the appropriate organization informing them of their failure to use the
room and of the consequences that may occur due to another no-show.
Second Offense: A charge of 25 percent of the standard rate based on square footage and including any technical support will
be assessed to the appropriate organization. *Note: All charges would be debited from the Agency Account of the organization
or assessed to the individuals of the organization.
Third Offense: The organization will be charged the amount listed in the second offense and any room reservations cancelled
for the remainder of the academic year.
All of these decisions may be appealed to University Union Board, and all consequences may be lifted by the board.
Student organizations are always able to reserve rooms first, but outside organizations and individuals are also welcome to
use space in the union during approved union operating hours. These individuals must cancel their reservations at least 72
hours prior to the event to receive a refund of their fees for usage, or they may be billed.
Room Condition Policy
This proactive policy was created to prevent excessive cleanup from being necessary in the University Union and to encourage
responsible use of the rooms in the University Union. The policy is distributed to all users of the University Union upon
reservation of a room.
General Information
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Users of the University Union room(s) are encouraged to use the rooms in a responsible manner.
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Users of the University Union will be responsible for returning the used room(s) to an acceptable condition before the end of the room reservation time (also see Decorating Policy).
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Users must agree to be financially and legally responsible for all damages or losses which may result during their event.
Decorating Policy
Decorating in the University Union is allowed if in compliance with this policy. Decorations should be free-standing, or
floor and table arrangements. Decorations are not to be taped, glued, or tacked to the wall, window, ceiling, or floor
surface. Poster putty is allowed. Bulletin boards, sign standards, easels, and chalkboards can be provided for a program
to accommodate decorating and can be reserved through the University Union Reservations staff. All decorations should be
removed by the sponsor following the event or program. If using helium balloons, the staff need to be informed of the
delivery time, and the vendor should be informed to deliver the balloons to the University Union loading dock. Sponsors
need to provide their own decorating needs and should not rely on the University Union staff to provide decorating supplies
or services. All decorations must be in compliance with the University Drug and Alcohol Policy (some pictures and pre-printed
posters may contain material not acceptable under this policy.) Violation of this policy may result in the revocation of
decorating rights at the discretion of University Union Board. Sponsors may be granted exceptions to this policy by submitting
a written petition to the University Union Board or by appearing before the committee a minimum of one week prior to decorating.
Excessive Cleanup
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If a user is aware that excessive time will be needed to clean up the room(s) that will be used, they must notify the reservationist at the time the reservation is made.
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In the event that the user is unable to complete cleanup, the user will be held responsible for arranging an alternative clean-up plan, which must be agreed to by the Reservation Coordinator or the Assistant Director-Building Services on behalf of University Union staff.
Room Misuse
If a room is left in a condition that does not comply with all University Union guidelines and the above policy, or if a room was misused during usage time, charges will be assessed at full cleanup cost (total work hours of University Union employees multiplied by the wage per hour of the affected employees, all cleaning materials expenses, and other miscellaneous costs to restore the reserved room(s) to its/their original condition) plus the cost of any repairs.
Charges will be assessed by the University Union. Any appeals should be made to the University Union Board within seven working days after notification of charges. Appeals will be heard and decisions made by the University Union Board.
Series Reservation Policy
The University Union is committed to serving the needs of the student. The student organizations of UW-Green Bay often reserve space within the University Union as a series: space reserved on consistent multiple dates (usually the same time and day of each week or month) to hold meetings, etc.
The Series Reservation Policy will be used to guarantee students priority in reserving space as a series.
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Three days will be set aside during the spring and fall semesters to take series reservations. These days will be Tuesday, Wednesday, and Thursday during the last week of April for fall semester reservations and Tuesday, Wednesday, and Thursday during the first week of December for spring semester reservations. A notification letter will be sent to all student organizations and academic departments prior to these dates. (A Series Reservation Form has been developed to facilitate this process).
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The first day of the three-day period will be designated for student organizations. The second day will be open to university departments and student groups and the third day will be open for others. *Note: Student organizations may take reservations on any of the three days; however, they may lose priority scheduling if they do not reserve space on the first day.
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Each student organization and groups will be allowed to request two (2) series reservations on the first day. After the series reservations period is complete, organizations or groups will be allowed to reserve additional space when space is available.
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A follow-up letter will be sent to each organization after the process is complete. This letter will indicate the room(s), dates, and times for their series reservations as well as any conflicts that may have to be addressed. The following statement will included on all letters and on the reservation form: Every effort will be made to honor all reservations as originally requested; however, University Union reserves the right to reassign rooms when unusual circumstances warrant.
Sales Policy for Student Organizations
Officially registered student organizations may sponsor sales activities on the University of Wisconsin-Green Bay campus only after receiving prior university approval. The sponsoring student organization will be expected to fully understand and comply with all sales contract policy requirements. Specific sales activities will be reviewed to ensure that the organizations purpose is in agreement with the University of Wisconsin-Green Bays educational mission. All funds collected in connection with sales must be deposited in a university account maintained by the Organization Finance Office (OFO). All funds collected in connection with credit card sales must be reconciled by OFO prior to the vendors departure from campus.
Violation of the Student Organization Sales Policy may result in student organization discipline sanctions, potential loss of right by the vendor to use University facilities, and other possible legal action. Authorization of sales activities will be determined by Student Life on the basis of other non-conflicting activities in the University Union. Credit card sales requests will be scheduled during a meeting with the student organization representative.
Food and Beverage Sales
Only limited food and beverage sales by registered student organizations are permitted with prior University approval. No food or beverage item may be given away as a sales incentive. The sponsor will be expected to fully understand and comply with food handling standards which are available from University Union. (Consult the Food Handling Standards Guide for details).
Organization-Sponsored Vendor Sales
A Student Organization Vendor Sales Contract may be obtained from the Organization Finance Office located in the University Union Room 110 and must be completed two weeks prior to the fundraising event. Sales are limited to a two-day span. Organizations that wish to sponsor beyond this time limit must make a formal request in writing to Student Life prior to the sales activity date.
A member of the sponsoring organization will assist the vendor with set-up and take-down and be present during the entire sales period to monitor the cash handling procedure. The organization will conduct the activity in a manner which does not interfere with campus operations, instructional activity, or with hallway traffic and be responsible for cleaning up any litter caused by the activity. Groups may not sell, give away, or dispense alcoholic beverages while using University space or facilities (including University housing facilities). No food or beverage item may be given away as a sales incentive. The organization and vendor will comply with all state and federal laws regarding sales, solicitations, and health and safety codes.
The vendor will sign a formal University of Wisconsin-Green Bay Sales Contract to guarantee the student organization 20% (or more) of the gross sales in exchange for access privileges to campus facilities. The vendor is responsible for payment of all sales tax. The sponsorship of a credit card activity involving no sales percentage, but a flat fee, will require an up-front dollar payment prior to the sales. That mutually agreed upon dollar amount will be stated on the sales contract. All funds due to a student organization for completed credit card applications will be reconciled with the Organization Finance Office with both the company representative and the student organization representative present and prior to the companys departure from campus.
All funds collected in connection with vendor sales must be deposited in a university account maintained by the Organization Finance Office (OFO). Each transaction will require either a cash register receipt provided by the vendor or a written receipt (on a pre-numbered form provided by the Organization Finance Office). The student organization will make prior arrangements with OFO to reconcile the total sales (daily), money, and receipts (or the total number of completed credit card applications) during posted hours.
The student organization representative and the vendor will be present for the cash reconciliation of daily revenue and will receive an OFO receipt. Revenue will be deposited into the organizations appropriate account on the correct percentage basis, and a check will be issued to the vendor within 24 hours. This process will ensure a complete audit trail for the protection of both student organizations and off-campus vendors.
University Motor Pool Access Policy
All student organizations on campus are eligible to request a vehicle from Motor Pool provided that it is used for official University business. An organization cannot use SUFAC supplies and expense dollars or SUFAC-committed money to pay for Motor Pool. Travel funds may be requested through SUFAC by filling out a SUFAC Travel Request Form, or an organization may use agency funds. An individual must also file a student or Volunteer Driver Authorization Form with the Risk Management office in order to be approved to drive a University vehicle. To request a vehicle from Motor Pool, an individual with financial responsibility must pick up a form from the Motor Pool office. The completed Motor Pool form must be taken to OFO to assure that the student organization has sufficient funds in its account. After receiving OFOs approval, the student can return the form to Motor Pool for processing.
Please note: as of July, 2002, a policy revision took effect that impacts organizations. As of that date, a person has to be 25 years of age or older in order to drive the campus 12 passenger vans. It will also no longer be possible to lease a 12 or 15 passenger van.
Student Organization Business Card Policy
Student Organization members will sometimes order business cards. In order to prevent miscommunication relating to full-time employees of the University of Wisconsin-Green Bay and student organizations, the following policy has been established:
Student Organizations who print business cards must clearly indicate on their cards that they are a student organization. Additionally they should include the academic year for which they will be used.
Questions related to this policy should be directed to the Student Life Office. |
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