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Regis CollegeClub Manual
The Office of Student Programming & Leadership
Within this manual is listed the rules and regulations that each Regis College affiliated organization must abide by.
Table of Contents
Parties………………………………………………………………………………………………2
Club Collaboration…………………………………………………………………….………6
Student Government Association……………………………………………………….7
Club Registration…………………………………………………………………...... …….…10
Raising Funds………………………………………………………………………...…………11
Social Media…………………………………………………………………………..…………11
Allotments…………………………………………………………………………………………13
Appeal Process…………………………………………………………………………………..15
Ethical Standards……………………………………………………………………………….16
Working with FAC on Events………………………………………………………………18
Purchasing Clothing for Club Members……………………………………………19
GPA Requirement……………………………………………………………………………20
Organizations/Advisors……………………………………………………………………..20
Parties______
The following party procedures have been developed in partnership with the Student Government Association, Campus Police, and the Office of Student Programming Leadership, and is designed to:
1) Ensure the safety of Regis College students and their guests
2) Provide an equitable and clear process for student organizations that want to host parties on campus
3) Establish clear expectations and accountability for students, student organizations, and staff
The regulations and process outlined below are subject to change based upon policies and ordinances issued by the Town of Weston and State of Massachusetts, and regular review by College officials.
Definition
A party is defined for the purposes of this policy as: An event with a DJ present and more than 100 attendees and/or any event that is designated as a party by the Director of Student Programming Leadership in their sole discretion.
Staffing
At a minimum, each party will be staffed by the following (any increase in staff presence required will be determined using a ratio developed in partnership with Campus Police and the Office of Student Programming & Leadership, Town of Weston, or other regulatory body, and based on venue and occupancy):
· At least two (2) professional staff members from the Student Affairs Division (at least one must be TIPS certified). Additional work-study students may be brought in, as needed, for support
· At least two (2) Campus Police Officers dedicated to each event (the final number of officers will be based on the ratio described above)
· At least one (1) certified Crowd Control officer must be present at all parties
· Six (6) students from the organization must be present at the specified party (if less than six student workers are there for the entirety of the event, the organization will forfeit some or all of their earnings from the night)
o Students working the event must arrive and remain sober through the entirety of the event
· Metal detectors will be used at all parties (the total number of security personnel will be based on venue and occupancy)
Security and Safety Responsibilities
The following outlines the specific duties if students, Student Affairs staff members, and Campus Police Officers, responsible for overseeing parties on campus. These duties are not an exclusive list, and are subject to change by Regis College. Additional duties may also be imposed by the Office of Student Programming Leadership based on the specific needs of an event.
· The Office of Student Programming & Leadership is responsible for the following:
o Managing party planning process and facilitating effective communication between stakeholders (students, Campus Police, Student Affairs, etc.);
o Submission of the appropriate permitting forms to the Director of Campus and Conference Events (Campus Police must be notified prior to submission);
o Ensuring the host student group and student leaders adhere to the party policy;
o Managing the entry/exit of students and guests using the ID tap system and/or other process (with support from Campus Police);
o Keeping an accurate count of attendance/occupancy numbers using counter;
o Overseeing the sale of tickets (if applicable) and the handling of cash (following the Cash Management Policy)
o Monitoring crowd in collaboration with Campus Police;
o Reporting any safety or security issues immediately to the Campus Police Officers;
o Requesting removal of a student/guest from the party (removal of any student and/or guest is the responsibility of the Campus Police officer/s working the event)
· Campus Police is responsible for the safety and security of the event, to include:
o Overseeing the entry/exit safety screening process, to include metal detectors (outside security personnel will be brought in to conduct metal detector screening, based on event, venue, and expected attendance);
o Active crowd management and control, including regular walk-through of the venue (at a minimum, every 30-minutes);
o Actively and regularly monitoring all points of entry/exit;
o Removal of students and/or guests from the party;
o Managing fire safety procedures
· The student group is responsible for the success of their party and for ensuring that members adhere the party policy, to include:
o Providing adequate student staffing support;
o Assisting with the process of entry and exit of guests (the specific role of student group members will be determined prior to party in collaboration with Director of Student Programming & Leadership);
o Assisting with the process of ticket sales and following Cash Management Policy (role determined prior to party in collaboration with Director of Student Programming & Leadership);
o Reporting any issues they encounter to professional staff and/or Campus Police Officers
o Leading the party clean up and break-down process;
o Clubs MUST PROVIDE a minimum of 400 unopened waters for the event. All beverages must be individually sized—large quantity containers cannot be used.
o Student groups may choose to provide coat check over minter months. If they do, they must have an ADDITIONAL two members working the coat check.
Guest Rules
· A maximum of two (2) guests per Regis College student
· Each guest must have a valid, government issue ID with photo
· Guests must be between the ages of 18-25 (Note: current Regis students will be admitted, regardless of age)
· All students and guests must pass through the metal detector/security screening process
Students and guests will be signed in on laptops, using the portable ID scanner for ease of reference. If portable ID scanner is not available, guests will be manually signed in.
Not Permitted
The following will not be permitted:
· Bags of any kind
· Outside food or beverages
· Alcohol
· Entrance to the event once the party has reached capacity
· Any behavior and/or action that violates the Student Code of Conduct (The Regis Code of Conduct requires students to honor welfare, health, and safety concerns by acting responsibly and considerably)
Any visibly intoxicated student or guest will not be admitted into the event
Re-entry
No re-entry is allowed. Students and guest wristbands will be removed and collected as they exit the venue to prevent unauthorized re-entry.
Removal from Party and Student Code of Conduct
Regis College Campus Police and Regis staff reserve the right to remove students and guests for any reason, at any time at their sole discretion. If a student or their guest/s are in violation of policies as outlined in the Regis College Code of Conduct, the incident will be documented and brought to the attention of the Assistant Dean of Students/Chief Judicial Officer.
Professional Talent
· DJs cannot promote Regis College parties
· All DJ contracts must be negotiated and signed off on by the Director of Student Programming & Leadership
· The Director of Student Programming & Leadership reserves the right to revoke a DJ request
· DJs can only bring who they absolutely need for load in (never more than four individuals). There are no DJ guests allowed.
· DJs must sign the Regis College Performer Guidelines, and acknowledge that they will not be paid unless they follow the guidelines
Party Venue and Capacity
· Lower Student Union: 200 guests, plus Regis staff and Campus Police
· Regis Restaurant: 400 guests, plus Regis staff and Campus Police
· Regis College Gym: 400 guests, plus Regis staff and Campus Police
Regularity and Process of Hosting a Party
· Regis College will host up to four (4) parties per semester. Groups will apply to host a party (using the Party Proposal form) and will be approved on a first come, first serve basis.
o Each club is able to host one party per semester, unless otherwise stated by the Director of Student Programming & Leadership.
· Groups are required to submit a Party Proposal Form to their appointed club/class advisor at least four (4) weeks in advance, unless otherwise stated by the Director of Student Programming & Leadership.
o Club must then give SP&L representative at least five business days to process club’s proposal.
· Additional party requests will be accepted. Permission for additional parties (beyond the four party/semester limit) will be granted on a first come, first serve basis. The decision will be made by the Office of Student Programming & Leadership as well as Campus Police.
Times
· Start time will be jointly determined by student organization and the Director of Student Programming & Leadership, in partnership with Campus Police.
· No student or guest can enter a party for the first time after 12:00am.
· Parties will end no later than 1:00am (e.g. music will end at 1:00am).
· Clean up will be completed and the venue vacated by 2:00am.
Pricing
· Student organizations can charge a maximum of $5 per Regis student and $10 per guest. (There will be a charity exception, see Director of Student Programming & Leadership for details.)
· Select Student Government Senate members will be permitted to parties with no charge (a list of members will be maintained by the Office of Student Programming & Leadership.)
SPECIAL NOTES: Student groups are responsible for understanding the Party Policy. Any questions should be directed to the Director of Student Programming & Leadership. The Office of Student Programming & Leadership will host information sessions and party planning workshops for student organizations at the beginning of each semester. Failure to comply with the provisions of this policy may result in sanctions for the sponsoring organizations. Sanctions may include, but are not limited to, organizational discipline, financial repayment of damages, and suspended use of specific Regis College facilities.
Club Collaboration______
A sample of the Club Collaboration Form is below. As stated on the form, the Collaboration form makes official the partnership between the two organizations on the event. In the situation that one of the two organizations withdraw their agreement to collaborate, the club that breaks the agreement will be penalized. Penalty will be decided by the Director of Student Programming Leadership, at the time that this agreement is broken.
Student Government Association______
Although the roles of various Executive Board (E-Board) members will vary depending on your clubs structure, the following bullets outline the basic responsibilities of the officers.
It is expected that the E-board of any organization meets regularly to create agendas for upcoming meetings and to review the club’s progress. It is also expected that along with their other duties, all E-board members attend club events.
· Club/Class Executive-Board member roles:
o President
§ Represents club when working with school administration/acts as “the face” of the club
§ Develops meeting agendas
§ Presides over all meetings
§ Has a clear understanding of parliamentary procedures
§ Authorizes spending of club finds with Treasurer
o Vice President
§ Presides at club meeting in the absence of the President
§ Serves as an assistant to the President
o Secretary
§ Maintains accurate records of attendance (roll) for club meetings
§ Maintains accurate records of club proceedings
§ Keeps record of all important documentation of the club/organization
§ Notifies all members of any changes in scheduling and special events
§ Keeps all members informed through e-mail
o Treasurer
§ Collects funds raised through any club events
§ Keeps accurate records of deposits and expenses
§ Prepares monthly budget reports to hand in to the Student Senate
§ Monitors club spending efforts
· Transitioning between E-Boards
o Effective transitioning is:
§ The responsibility of the incoming and outgoing officers
§ Preventing the group from starting over
§ A valuable transfer of the organization’s knowledge
§ Minimizing confusion with the incoming Executive Board
§ Allowing the outgoing board to evaluate their team
o Outgoing officers should provide incoming officers with:
§ Responsibilities of the position with a job description
§ A timetable for a completion of events throughout the year
§ Unfinished projects
§ Important contacts and resources
§ Mistakes that could have been avoided
§ Advice for the new successor
§ Any questions the new officer may have
§ Contact information for outgoing officer
o Incoming officers must know:
§ What is the purpose/objective of your organization?
§ What are your goals for your term?
§ How do you plan on achieving these goals?
§ Prioritize. Outline what needs to be done in the short term and long term.
§ What programs and events will you hold during your term?
§ What worked and didn’t work in the previous Board?
§ How will you retain or gain membership in your organization?
§ Have previous recruitment efforts been successful? Why?
§ Establish a budget for the entire organization and board positions.
§ Create a line of communication with previous officer.
§ Find out any other information about unresolved issues or other items unnecessary to fulfill your responsibilities.
· Motivation
o View your position as a learning experience
o Mistakes are inevitable, learn from them
o Don’t get lost in impractical goals, focus on realistic issues
o Build relationships with the administration, they will help you when you need it most
o Identify the common good; it will help you serve students, faculty and the college.
o Be honest with others and especially yourself. Integrity will make you a great leaser.
o Be open minded, you’ll learn a lot!
o Be fair to your members, faculty and yourself.
o Don’t be cynical. A positive attitude will accomplish more.
o Enjoy yourself. If you enjoy your job, it will be much easier to do it.
· Delegation