Contacts in the CSI & ASG.16 Mailbox & Monthly Newsletter 17 All Printed Forms 18

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2 Forms Online..3 Forms to be Printed..4 Starting An Organization....5 Reporting Service Hours Allocations Requests. 7 Reserve Funds....8 Banking at ESU Conference & Scheduling Event Checklist.12 Memorial Union House Rules..14 Contacts in the CSI & ASG.16 Mailbox & Monthly Newsletter 17 All Printed Forms 18

3 All forms an be found online by following this link: This form must be completed twice a year; September 15 and February 15. RSOs are encouraged to complete this form within a month after each election. If not completed by the deadlines the RSO will be rescinded. Be sure to include all hours your organization completes. By turning in all hours, you are able to be recognized for all your efforts. This form must be competed online each time the RSO participates in community or campus service. Each RSO must complete at least 20 hours of service per year. No more than 10 may be on campus and no less than 10 may be community. This means all your hours could potentially be served in the community, but no more than 10 of your service hours can be done on campus. (August May) Hours should be turned in within 30 days of the service event. Each RSO has the opportunity to complete this form each year in order to be allocated money for the following year. It is available in November, and must be completed by April to be considered. These funds may be used for trips, conferences, speakers, and the like. If allocation funds are intended for travel expenses, a Travel Registration form must be completed 6-8 weeks prior to the trip/event.

4 These forms need to be printed and filled out. Each can be found and downloaded from For your convenience, these forms are also given in the following pages of this manual. Required to be filled out once in order to become a RSO. Your organization will only need to fill this out a second time if you become rescinded and seek re-recognition. Note: you do not need to have twenty members in your organization, but you will need twenty people who agree the organization should be recognized. (Included in the printed forms at the end of this manual) This form must be completed 6-8 weeks prior to traveling. Without this form, the RSO will not be able to use allocation funds to pay for the trip. Where airfare is concerned, funds will be available in advance. All other expenditures will be reimbursed after the trip. This is for RSOs who do not have allocation funds, whether because they are a new RSO, or for any reason did not complete the allocation packet the previous year. This form is usually available at the beginning of each school year. Occasionally, an event will require a medical release form to be filled out. One is provided in this manual and can be downloaded from the link mentioned above. Each participant will need a separate medical

5 When starting a new organization you will need to complete these steps: 1. Fill out the Petition for Recognition form, and turn in to ASG. 2. Create your constitution. A mock constitution template is online and can be downloaded from: 3. Fill out the Registration Form online. You will then attend a meeting of the student government, and your status as an RSO will be voted upon. It is advisable to have a member of your organization in attendance in order to answer any questions posed by the student government senate.

6 In this form, the RSO is required to determine if the event/service is Community Service or Campus Service. As stated in the Recognition of Student Organizations Policy: ARTICLE VI: COMMUNITY SERVICE REQUIREMENT Section 1. All student organizations shall be required to fulfill 20 hours of community/campus service during the academic year. 1.1 Community Service shall be defined as nonpaid actions taken to benefit publics outside of the main Emporia State University Campus. 1.2 Campus Service shall be defined as, but not limited to, nonpaid actions taken to directly benefit the main Emporia State University academic departments, campus programs and university facilities. 1.3 A maximum of 10 hours for Campus Service shall be counted toward the 20 hour requirement. 1.4 Pursuant to Article IV, section 6, the coordinator of Community Hornets, and the Associated Student Government Vice President or designee, will determine what can be claimed as legitimate community or campus service Important Form Criteria: Complete one form per event submission. Multiple events on one form will not be recorded. Form must be submitted within 30 days of the event/service being completed. Service hours from the same event cannot be counted toward multiple organizations.

7 The Associated Student Government allocates over $140,000 in funds to Registered Student Organizations for travel, speakers, and printing/ publicity each year. In order to request allocation funds, the first step is to make sure you represent an RSO that is in good standing with the Associated Student Government. This means that you are recognized, your RSO s contact information is up-to-date, and that your group has completed the necessary 20 hours of volunteer service and reported it within the 30 day allotted time. Be sure to plan ahead for your organization s needs. 1. Complete Allocation Packet online. Packets will be made available the 2nd Wednesday of November and are due the 2nd Wednesday of February. After submission, go to the CSI to sign up for an allocation hearing. This will be an opportunity for you to meet with members of ASG s Fiscal Affairs committee about your RSO s allocation requests. 2. The final step in the process is attendance at the ASG meeting in which the bill to allocate funding for the next year will be discussed and put to a vote. You should receive an about the time and place. It is mandatory that a member of your RSO be there in order to receive the allocations you have requested.

8 For RSOs who miss the allocation process, this is another option if funds are needed during the school year. The Reserve Fund Form can be found in the back of this manual as well as online at 1. Complete this form and return to the Fiscal Affairs committee in the Center for Student Involvement at least 6 weeks prior to the event for which you are requesting monetary aid. 2. A representative of your RSO will then have to be present at a meeting of the Associated Student government during which your request will be discussed and put to a vote. Fiscal Affairs will contact you with the time and date of the meeting. Be prepared to answer questions about your request. Funds are reimbursed to individual members after the event has taken place. The exception to this is plane tickets; place tickets are purchased through the university with your allocated money. If the ticket costs more than the RSO was allocated, the organization is responsible for paying the excess amount. Anna Dragoo in the CSI office will help you through this process. In order to be reimbursed for lodging, mileage, and registration you must present your travel receipts. You must request specific reimbursement prior to travel; you must show receipts in order to receive reimbursement.

9 Your organization has the option to either set up an account with ESU s business affairs or to open an account off campus. Most choose on campus account due to the ease of transferring account information with the change of organization officers. Think over your choices carefully, and do not hesitate to ask questions, should you have any. You can contact Controller Mary Mingenback at mmingenb@emporia.edu Your faculty sponsor will send a memo to the Controller requesting the account be made. The Controller will then approve the request and you will receive an account number. The signature sheet for new accounts is given to the sponsor at the time the account is approved by the Controller. The sponsor MUST sign the signature sheet, but officer signatures are optional. Then the sheet must be returned to Sue Woods at campus box When the signature sheet is returned with all the required approvals, the account is set up in the accounting database by Accounting Services.

10 Checks should be made payable to the student organization and endorsed with the name of the student organization on the back. Federal Reserve Bank regulations require that the payee's endorsement be made on the back of the check in the first 1 and 1/2 inches from the left end of the check. Checks should be accompanied by an adding machine tape showing the total of the checks being deposited. Deposits should be delivered directly to Cashiering Services at Plumb Hall 104. Campus mail SHOULD NOT BE USED to send deposits to Cashiering Services. A completed deposit slip should accompany the funds. When the Cashier's Office processes the deposit, a computer printed deposit receipt will be produced. One copy of this receipt will be given to the individual making the deposit and one copy will be retained by the cashier. Anything sold for fundraising is subject to sales tax. The current sales tax rate is 8.3%. This percent can be verified with Cashiering Services. The purchase price can either include sales tax or the sales tax can be added to the purchase price. Depending upon the practice followed, the formula for calculating the sales tax varies. More information can be found online at the Business Affairs site

11 All RSOs have access to use campus facilities for programs and meetings. Remember to ALWAYS check room availability before scheduling events. In order to schedule any non-academic facility on campus, please call or stop by the Conference Scheduling office on the first floor of the Memorial Union. You will need to provide the following information: Name of the event Date(s) of the event Starting and ending time of the event Name of the recognized student organization Name and contact information of the contact person for the event Desired room and room arrangement (tables, chairs, lighting, etc) Whether or not food or refreshments will be served Whether or not there will be admission charged. A copy of the scheduling form will be sent to the contact person. Verify the information when the form is received. Remember: you will be responsible for cancelling any unneeded reservations, should they no longer be needed. There will be a no-show fee of $10 (pre-set room) or $20 (set up requested) charged to the organization if the room or Memorial Union space reservation has not been cancelled, and the event does not occur. Please note: Organizations desiring any kind of food service on campus must work with the Dining Service company contracted by Emporia State University fro such purposes. The Dining Service office is located in the Union Services on the first floor of the Memorial Union. Be prepared to provide the following: Number of people attending Amount of Budget/funding available Location where food will be served

12 If you are planning an event you should contact the Conference & Scheduling Office ( ) for the following: Scheduling of room/area needs to be done at least 2 weeks prior. Set up details (tables, chairs, etc) Audio/Visual Equipment needed If outside, schedule a back up area in case of rain Cash box Cash bank request forms need to be submitted to the MU cashier in Conference/Scheduling at least 5 business days prior. Scheduling of table tents, displays, banners, etc to advertise the event. Scheduling of easels along the Union s East entrance wall if you want posters as part of the advertising. Planning on using a table on Main Street of the Union? Schedule this also at Conference and Scheduling. Tell them what you will be doing as well as whether drinks or snacks will be served. Are you charging admission to your event? Remember, 10% of the proceeds will be paid for the room rental charge. Do not forget to tell Conference/ Scheduling if this is the case. Check that you are in compliance with the Memorial Union rules (pg 14) Meet with Ed Franks, Asst. Director of Scheduling and Operations to get approval for decorations or additional set up. Do this at least 5 business days prior to the event. Continued next page.

13 Are you showing a movie at your event? If yes speak with Blythe Eddy, associate director of Union Programs about copyright issues ( ) Will you be advertising the event? If so, don t forget to meet with Anna Dragoo, CSI Admin. Asst. ( ) about poster route, rules, deadlines, use of the power E logo and more. If you will be giving away pop, remember all requests for free pop need to be submitted to the Memorial Union Administration office 10 business days prior to the event. Contact Kimberly Reyes, Dining Service Catering Manager ( ) for the following: Any food product needs to be purchased through Sodexo, the dining company contracted with ESU. (Unless otherwise excepted by Jeff McCullough, Dining Service Manager at the time of the scheduling. Table clothes, napkins, cutlery, etc Menu guides, Catering guides, etc Final meal counts need to be turned in at least 3 days prior to the event Contact Mike McRell, Bookstore Manager (mmcrell@emporia.edu) for the following: Any item purchased through the bookstore, ie T-shirts made specifically for your event. Published books from your speaker for either book signing or resale/ display Contact the ID office ( ) for the following: Audio/Visual/ Technical questions Use of the poster maker

14 The Memorial Union is a wonderful place for your event, large or small! Student Organizations don t have to pay in order to use the Memorial Union unless there is a charge to attend your event. Events and fundraisers which charge admission, either through ticket sales or donations will be assessed a fee of 10% of the gross receipts. Fees for conference use of the Memorial Union will be determined during conference planning sessions with the staff of the Conference/Scheduling Office. These fees are determined based on the size and number of rooms needed, complexity of room sets, technical assistance and equipment needs, and early or late building hour requirements. As you plan your event please take into consideration the rules and regulations on the following page. If you have any questions that are not addressed by this list, please see the Conference & Scheduling Office.

15 Shirt and shoes must be worn at all times Audio Visual Techs must be scheduled 5 business days prior to event Late/Early hours must be scheduled 5 business days prior to event Tobacco use of any kind is prohibited Lost key charge is $25 No open flames; candles must be in a votive cup or glass globe that encloses the flame. No hay or straw is allowed in the building No propping open or blocking stairwell doors No animals allowed in the building (with the exception of dogs trained to aid people with disabilities. No bicycles, skateboards, scooters, roller blades, shoes with wheels, or skates allowed in the building Memorial Union is not responsible for damages or theft Additional clean up fee for confetti and/or glitter No tape, tacks, or pins may be used on walls or floors without prior approval No posters, signs or banners hung without prior approval No sales of food without approval from Dining Service General Manager and Conference/Scheduling office No sales of merchandise without approval from Memorial Union Bookstore Manager and Conference/Scheduling office. No outside food, beverages, and/or snacks allowed anywhere on campus grounds without approval from Dining Services Manager Adult supervision of youth groups is required No alcoholic beverages without prior approval of alcohol request form and fee payment. See the Conference/Scheduling Office for more on alcohol use policies

16 Center for Student Involvement (CSI) Graduate Adviser to RSOs and ASG: Clara Corn Administrative Assistant: Anna Dragoo Conference / Scheduling office Dining Service Catering Manager ID Office (Tech. and poster printing) Associated Student government contacts: President: Vice President: Legislative Director: Treasurer: Public Affairs Director: asgpres@emporia.edu asgvp@emporia.edu asgld@emporia.edu asgtreas@emporia.edu asgpa@emporia.edu Its very important to know your senator. Your ASG senator will be your liaison to the student government and helpful when decisions are made that can effect your organization. If you don t know who your senator is, contact ASG to be put in touch with them.

17 Other ways to stay involved, up to date, and aware of community service opportunities is by frequently checking your RSO mailbox and the watching for the monthly newsletter, ed to each RSO president and advisor. Mailbox: Accessible to the RSO s President and Vice President. Located in the CSI. Currently located behind the administration desk at the very front of the Center for Student Involvement. Newsletter: ed monthly to both the RSO s President and Faculty Advisor. Make sure your organization s officer information is up to date. If you have an other than your ESU account that you would rather use, please contact Clara Corn at ccorn@emporia.edu

18 PETITION TO SEEK RECOGNITION We, the undersigned Emporia State University students, in order that the student organization to be known as may seek recognition from the Associated Student Government do lend our names and signatures to this petition. Printed Legal Name Signature As a faculty member of Emporia State University, I agree to advise the above named student organization. Printed Name, Department, and Phone Ext. Signature Date

19 RECOGNIZED STUDENT ORGANIZATION (RSO) TRAVEL REGISTRATION This form MUST be fully complete with all necessary information and signatures before the Center for Student Involvement will make travel reservations. A brochure and/or web-site for your meeting, retreat, workshop, or conference must be attached to this form. Name of RSO Name of Coordinating Traveler (must be attending Conference) Daytime Phone _ Cell Phone Frequently used Destination Beginning date of event Time Conference begins Closing date of event Time Conference ends MODE OF TRANSPORTATION: Please check Private Car & Airplane (complete section A & B) Private Car Only (complete section B) ESU Vehicle & Airplane (complete section A & B) ESU Vehicle Only (complete section B) Other: A. If traveling by air complete the following. You must be present for flights to be booked. Desired departure time-frame Desired return time-frame Please check one only: Please check one only: 6 AM 9 AM 6 AM 9 AM 9-Noon 9-Noon Noon 4 PM Noon 4 PM 4-7 PM 4-7 PM 7-10 PM 7-10 PM I,, representing (RSO) understand that every attempt will be made to secure reservations as close to the desired flight times listed above. The Center for Student Involvement staff will make the best reservations possible, which could result in flights leaving for the Conference destination as early as 6:00am and return flights leaving the Conference city as late as 10:00pm. Flight/reservation availability changes quickly therefore your flights are booked as indicated. All reservations are FINAL. Students are NOT authorized to make changes or update reservations. All reservations and bookings completed through the Center for Student Involvement are paid by the Associated Student Government budget, even if additional funds have been collected. In the event, that this policy is NOT followed the responsible party will be held liable for any additional fees and charges. I have read, understand, and agree to these travel reservation terms. Signature, Coordinating Traveler Date Signature, Advisor Date

20 B. If traveling by ESU vehicle, rental vehicle, or private vehicle please complete the following: LEAVE EMPORIA: Hour Date RETURN TO EMPORIA: Hour Date DRIVER(s): Please confirm the name(s) of driver(s) C. Registration: Please make sure to receive a receipt from the conference for registration. The registration can be paid by the Organizations Safekeeping account or by the individuals attending the conference. Please have a receipt showing the student name or the organization s name that paid for the registration fee. A copy of a paid check is not accepted by the State of Kansas for reimbursement. Credit card customer copy receipt are NOT acceptable. On-line receipts are accepted. D. Where and how can you be reached at your destination: Name of Lodging Facility Hotel Phone Reservation Name Primary payers for lodging: **The Center for Student Involvement office will notify the Coordinating Traveler when completed vouchers are ready for signatures. Each traveler is required to sign the ESU Liability Waiver on the reverse of this page. Signature of Coordinating Traveler Date Signature of Advisor Date

21 EMPORIA STATE UNIVERSITY LIABILITY WAIVER THE FOLLOWING LIABILITY WAIVER MUST BE SIGNED BY ALL PARTICIPANTS FOR ALL OFF-CAMPUS TRIPS SPONSORED BY A RECOGNIZED STUDENT ORGANIZATION. Should any member listed as a traveler be unable to attend once travel arrangement have been secured or if the RSO desires to have their flight arrangements re-scheduled, it will be the responsibility of each individual member to pay any and all additional charges. These additional charges could range between $ to $1, per person. In consideration of my participation in this trip to I hereby release and hold harmless Emporia State University and its affiliates, its agents, servants, employee successors and heirs or distributors from any and all claims, actions, losses, damages, or expenses for personal or bodily injury (including death), and property loss or damage incurred by me or arising out of or in connection with my participation in the a fore mentioned trip on [date(s)] sponsored by [Recognized Student Organization name] I have read the foregoing and am of legal age to consent to this waiver: Printed Legal Name & Student ID# Signature Date This form must be returned to the Center for Student Involvement prior to the trip.

22 ASSOCIATED STUDENT GOVERNMENT RESERVE FUND REQUEST FORM GENERAL INFORMATION Name of Recognized Student Organization Name of Contact Daytime Phone Short summary of event activities Signature of Contact Date RESERVE FUND REQUEST FOR TRAVEL Date(s) of Travel Number of Members Participating Destination Type of Transportation: Ground Air How much per ticket (attach documentation of airfare quote) Lodging: Yes No If yes, Number of Nights Registration: Yes No If yes, How Much Per Person RESERVE FUND REQUEST FOR PRINTING & PUBLICITY Date of Event Name of Event Estimated Expenditure

23 RESERVE FUND REQUEST FOR SPEAKER HONORARIUM Date of Presentation Name of Speaker Honorarium Amount *For the monies to be received by the organization, the Contact listed will be required to attend a Student Senate meeting to answer any questions regarding the Reserve Fund Request. This form needs to be completed and returned to the ASG Fiscal Affairs Committee, Student Organizations & Activities office, Campus Box 4065, at least six (6) weeks prior to the event to make sure that any funds granted could be available by the time of the event. Should there be questions regarding this form, please contact the ASG Fiscal Affairs Committee at OFFICE USE ONLY Fiscal Affairs Chair Signature Date Received Committee Vote: Affirmative Negative Abstain Date Updated 6/07

24 EMPORIA STATE UNIVERSITY STATEMENT OF INFORMED CONSENT FOR PARTICIPATION AND PERMISSION TO PROVIDE EMERGENCY MEDICAL SERVICES WARNING: ASSUMPTION OF RISK: I,, the undersigned, hereby give my permission for myself to participate in (name of activity). As I sign, I know that vigorous physical activity presents certain dangers of mild, moderate, or severe injury to myself. Further, as I sign, I know catastrophic injuries causing death, permanent paralysis or loss of organs can occur as a result of physical activity. I acknowledge that the entity sponsoring the above named activity, Memorial Union, and Emporia State University officials, do not have control over these dangers. PERMISSION TO PARTICIPATE: I, the undersigned, state that to the best of my knowledge my child is physically capable of participating in a vigorous daily schedule along with rigorous physical activity. Also, I verify the medical history following is complete and identifies any factors which might limit my physical activity. I hereby release Emporia State University, the Memorial Union Corporation, the State of Kansas, their employees and agents from any liability or claims arising from this activity, except as such claim may be made under the Kansas Tort Claims Act. PERMISSION FOR MEDICAL TREATMENT: I, the undersigned, hereby give permission for myself to receive emergency medical treatment or transfer to appropriate medical facility as deemed appropriate by attending physician. Further, I acknowledge reading and understanding the above statements and truthfully completing the medical history portion of this form. Signature of Student Date MEDICAL HISTORY Name S.S.# Date of Birth Emporia Address Emergency Contact: 1) Parent/Legal Guardian/Spouse Telephone Full Address Home Telephone Business Telephone 2) Family Physician Telephone YES NO 1. Allergies YES NO 2. Current Medication YES NO 3. Major Medical Illness (e.g., anemia, diabetes, epilepsy, bleeding disorders, thyroid, etc.) YES NO 4. Heart Conditions (murmur, heart disease) YES NO 5. Respiratory Conditions (asthma, hay fever) YES NO 6. Been Knocked Unconscious, How Often, Dates, Recommendation YES NO 7. Has There Ever Been a Medical Problem with the Following (Please Check All That Apply): Eyes Kidneys Ears Hernias Testicles YES NO 8. Operation or Surgery YES NO 9. Fractures (broken bones) YES NO 10. Have You Ever Fainted During Exercise? Explain YES NO 11. Do You Have All Your Organs? If Not, Which Ones Are Missing? YES NO 12. Overnight Hospitalizations? Explain MEDICAL INSURANCE Do you have medical insurance? YES NO Covered by: Parents Policy? Own Policy? Name of Company Policy Number Company Address STATE OF KANSAS COUNTY OF LYON Witness this day of, A.D Individual Signature Associated Student Government Firm Name Here Subscribed and sworn to before me this day of, A.D. 2000, in testimony whereof, I have hereunto set my hand and official seal the day and year aforesaid. Notary Public My term expires: