1. education
2. graduate school
3. college

STUDENT ORGANIZATION MANUAL
2013-2014
TABLE OF CONTENTS
CAMPUS ACTIVITIES MISSION STATEMENT .................................................................................................. 4
SECTION 1: CAMPUS ACTIVITIES
INTRODUCTION ....................................................................................................................................................... 5
THE VALUE OF INVOLVEMENT .......................................................................................................................... 5
GETTING STARTED ................................................................................................................................................ 7
TIPS FOR SUCCESS ................................................................................................................................................ 7
STEPS TO ORGANIZATIONAL SUCCESS ............................................................................................................ 9
SECTION 2: STUDENT ORGANIZATION REGISTRATION
REGISTRATION PROCEDURES ........................................................................................................................... 12
DEFINITIONS OF ORGANIZATIONS & CLUBS ................................................................................................ 12
ORGANIZATION RESPONSIBILITIES ............................................................................................................... 12
ORGANIZATION PRIVILEGES ............................................................................................................................. 13
ANNUAL RENEWALS & UPDATES ................................................................................................................... 14
SPACE USED BY ORGANIZATIONS .................................................................................................................. 15
HOW TO CHANGE ORGANIZATION INFORMATION ..................................................................................... 15
CANCELLATION OF REGISTRATION ............................................................................................................... 15
MEMBERSHIP ......................................................................................................................................................... 16
LAWS & APPLICABILITY ..................................................................................................................................... 16
ACADEMIC ELIGIBILITY ..................................................................................................................................... 17
OFFICER ELIGIBILITY ......................................................................................................................................... 17
COMMUNITY SERVICE REQUIREMENTS ....................................................................................................... 18
ORGANIZATIONAL ADVISOR REQUIREMENTS ............................................................................................ 18
SECTION 3: EVENT PLANNING
HOSTING PRESENTATIONS AND/OR WORKSHOPS........................................................................................ 23
EVENT FORMS ....................................................................................................................................................... 24
HOSTING PUBLIC MOVIE VIEWINGS ............................................................................................................... 25
FILM AND VIDEO PIRACY .................................................................................................................................. 25
CAMPUS MARCHES .............................................................................................................................................. 25
ON-CAMPUS EVENTS INVOLVING ALCOHOLIC BEVERAGES ................................................................... 25
PROCEDURES FOR SELLING ALCOHOL AT STUDENT-SPONSORED EVENTS ......................................... 26
GUIDELINES FOR HOSTING AN ON-CAMPUS EVENT INVOLVING ALCOHOL.............. ..........................27
TOP-DOWN FLOWCHART OF CAMPUS ACTIVITIES EVENT PLANNING .................................................. 29
CONTRACTS ........................................................................................................................................................... 33
SAMPLE CONTRACT ............................................................................................................................................ 35
CASH FLOW (i.e. ticket sales and deposits) ........................................................................................................... 36
DURING THE EVENT..............................................................................................................................................36
ENFORCEMENT OF POLICY ................................................................................................................................ 37
SANCTIONS ............................................................................................................................................................ 37
PUBLICATION/DISTRIBUTION OF POLICY ...................................................................................................... 37
OBTAINING AN ABRA LICENSE (Step by step) ............................................................................................... ..37
TOP-DOWN FLOWCHART OF CAMPUS ACTIVITIES ALCOHOL REGISTRATION....................................39
ESTABLISHING COMMITTEES ........................................................................................................................... 40
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CAMPUS ACTIVITIES MONITORS ...................................................................................................................... 40
RISK MANAGEMENT.............................................................................................................................................42
SPONSORING MAJOR TRIPS ............................................................................................................................... 43
HIGH RISK ACTIVITIES ........................................................................................................................................ 44
FUNDRAISING IDEAS ........................................................................................................................................... 45
FOOD SALES .......................................................................................................................................................... 46
FOOD CERTIFICATES ........................................................................................................................................... 47
RAFFLE ..................................................................................................................................................................... 50
BAKE SALES ........................................................................................................................................................... 50
CHECKLIST FOR WEEKEND EVENTS ................................................................................................................ 51
CONTACT PERSONS FOR FACILITIES ............................................................................................................... 51
SECTION 4: PUBLICITY
IDEAS FOR PUBLICTY........................................................................................................................................... 54
ADVERTISING POLICY ........................................................................................................................................ 55
SECTION 5: FINANCES AND FUNDRAISING
ORGANIZATION FINANCES.................................................................................................................................59
FINANCIAL TRANSACTIONS...............................................................................................................................59
BUDGETING FOR THE NON BUDGET-MINDED...............................................................................................59
PETTY CASH & CASH ADVANCE........................................................................................................................62
CHECK REQUESTS..................................................................................................................................................63
INTERDEPARTMENTAL INVOICE.......................................................................................................................64
REQUISITIONS.........................................................................................................................................................65
SPECIAL PERSONNEL ACTION FORM................................................................................................................66
SECTION 6: HAZING AND DISCIPLINARY PROCEDURES
DEFINITION OF HAZING ...................................................................................................................................... 68
IMPLEMENTATION ............................................................................................................................................... 70
HEARING PROCEDURES FOR STUDENT ORGANIZATIONS ........................................................................ 71
ALTERNATIVE DISPUTE RESOLUTION ............................................................................................................ 74
DISCIPLINARY PROCEEDINGS .......................................................................................................................... 74
DISCIPLINARY CONFERENCES .......................................................................................................................... 75
DISCIPLINARY HEARINGS .................................................................................................................................. 77
STUDENT CONDUCT BOARD ............................................................................................................................. 77
ADMINISTRATIVE STUDENT CONDUCT BOARD .......................................................................................... 77
DISCIPLINARY HEARING PROCEDURE ........................................................................................................... 77
HEARING PROCEDURES FOR STUDENT ORGANIZATIONS ......................................................................... 81
ORGANIZATION DISCIPLINARY SANCTIONS ................................................................................................ 84
DISCPLINARY PROBATION..................................................................................................................................84
SECTION 7: CLASS TRADITIONS
CLASS TRADITIONS...............................................................................................................................................87
POLICIES AND PROCEDURES ............................................................................................................................ 87
VIOLATIONS ........................................................................................................................................................... 87
FRESHMAN CLASS TRADITIONS ...................................................................................................................... 87
SOPHOMORE CLASS TRADITIONS ................................................................................................................... 90
JUNIOR CLASS TRADITIONS ............................................................................................................................. 91
SENIOR CLASS TRADITIONS ............................................................................................................................. 91
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SECTION 1:
CAMPUS ACTIVITIES
CAMPUS ACTIVITIES
MISSION STATEMENT
Campus Activities serves as a resource center to provide students,
faculty, staff and visitors with a wide range of services
to meet the needs of the community.
Campus Activities’ core value is to offer opportunities to foster
leadership, character, citizenship, social responsibility and civility
for the students and campus community.
JSAC 1000
OFFICE HOURS:
MONDAY TO FRIDAY
8:30AM TO 5:00PM
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PURPOSE OF CAMPUS ACTIVITIES MANUAL

To assist in proving support for your student organization with planning events and activities.

To clarify university policies and registration procedures for student organizations.

To provide information on scheduling and the use of campus facilities.

To offer guidelines for planning programs.

Offer suggestions on how to work with your organization’s advisor.

To explain sources of funding and financial procedures.
NOTE
The Campus Activities office reserves the right to change the provisions of this manual at any time. Such changes will become
effective whenever proper University Administrators deemed necessary and will apply to all student organizations immediately.
Student organization officers, Student Body Government (SBG) officers, and their advisors will be informed of such changes.
The Student Organization Manual is the official document for all student organizations, including the Student Body Government.
NO STUDENT ORGANIZATION IS EXEMPT FROM THIS MANUAL.
In order to make your organization successful, the Campus Activities office staff is here to help in almost any area of organization
development from answering the simplest questions about campus services and procedures to advising on complex group problems.
We are here to work with your organization’s goal setting, recruitment, budgeting, program planning, or any other issues.
If your organization is not sure of any policies, procedures, etc., do not assume that your organization can go ahead and plan your
event. Always check with us first before your organization proceed with a plan that could be a violation of university policies or
increase organization’s liability.
THE VALUE OF INVOLVEMENT
Gallaudet University is committed to a broad range of purposes, namely education, research and community service. Its educational
purpose is the most far reaching. While the University endeavors to expand students’ intellectual capabilities, it also has a second,
equally important educational task to accomplish: to develop the total human personality of each student. To this end, the University
provides many opportunities for personal development, most of which do not come from classroom texts or instruction. They come
instead from out-of-class participation in student activities.
“Student activities are not fringe benefits of a college education or appendages to University life lower in value than classroom
activity to library study.” Student activities directly relate to the classroom and play an important role in student development. They
provide a time to “try on for size,” the teachings of the classroom, especially with regard to personal relationships, group cooperation
and problem solving, communication, and leadership. Many students feel that experiences gained out of class can sometimes be more
educating and more relevant to later life than those gained in the classroom. And, without a doubt, these experiences bring a greater
sense of satisfaction with oneself, the campus, and college life.
Participation in a student organization is one of the most meaningful activities in which a student can get involved. Student
organizations are certainly a vital part of community life, campus spirit, and institutional moral at the University.
The rewards of involvement are not only philosophical in nature, they can yield tangible results. Student organizations get students
working with people, the backbone of any community or organization. They teach students how to handle life’s situations and provide
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WHAT WE BELIEVE
IN
The Campus Activities
office believes
extracurricular
involvement is a rich
educational resource
that contributes to the
growth of students as
people, scholars, and
leaders.
With that in mind, the
Campus Activities office
supports student
organization life in a
number of ways. They
include:
1.
Directing the
students to become
involved by
providing
information about
student
organizations and
activities that fit
individuals and
needs.
2.
Encouraging
successful
involvement by
providing leadership
and skill
development
opportunities,
informative
pamphlets, and
specialized
programs for
student
organizations.
3.
Offering
professional
advising and a
variety of
organizational
support.
on-the-spot training in group living and community affairs. All the skills necessary for
leadership such as creating, planning, organizing, motivating, and communicating are
enhanced by student organization involvement.
There is a misconception that involvement in student organizations detracts from study.
Of course, it can. But statistics show that involved students do better academically than
those non-involved students and are more likely to stay in school and complete their
degrees. Involvement fosters friendship, companionship, and support that discourage
withdrawal. Group work and relationships with peers, faculty and administrators build
the self-confidence of students and increase their sense of belonging to the campus.
Students can develop their interpersonal skills and test their knowledge and values as
they meet people of differing interests, opinions, backgrounds, and expertise. On a very
practical level, students may also use organization experiences to accomplish their
educational goals. Such experiences can bolster a career, strengthen a resume, and
establish valuable contacts for the future.
There are other benefits that come from getting involved in a student organization.
Students who regard college as a mix of courses and credits leading to a good job never
receive the benefits of involvement. Students like you, who choose to get involved, reap
the full bounty of their education. Although the going may get tough, the rewards and
pleasures of student organization involvement will be plentiful.
TOP REASONS TO GET INVOLVED IN
STUDENT ORGANIZATIONS
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GETTING STARTED
Your daily involvement in organization activities will provide you with a tremendous opportunity to grow and develop as a person.
You’ll acquire group skills and leadership abilities that will help you, not only in college, but later in life as well. The harder you work
to make your organization a success, the more you’ll get out of the experience. And, if you’re like most students, you’ll look back on
those times with fond memories and be glad that you were involved.
Besides reading this handbook, there are other things that we can suggest for getting your organization on the road to success and
staying there.
The Campus Activities office also may provide specific workshop on a topic of interest for your organization. Topics in the areas of
leadership, program planning, alcohol/food policy and procedures, are a few examples. Workshops can be designed to fit the needs of
your organization. In addition, the Campus Activities office maintains a resource library of wellness, publicity information, metro
area, and leadership materials available for your use. Take advantage of what is available and look for other ways that you can
increase leadership skills at home, in the classroom, or in your own community. And, by all means, spread the word. Let other
members in your organization know about those opportunities as well.
TIPS FOR SUCCESS
1.
Keep abreast of the current programs and services available to student organizations. You can do this by keeping your
registration information up-to-date and by reading all correspondence sent to you. Another good way to keep up with the
latest happenings in student organization life is to stop in, look around, and talk to us at Campus Activities.
2.
Work together with your organization members to set goals, either on a quarterly or yearly basis. Goal setting is the
single most important element necessary to the unified survival and growth of your group. Organizations that fade out of
existence most often do so because they’re not clear on their purpose and they don’t give themselves anything to do.
3.
Goals are the priority activities your organization wants to achieve within a given time period. They should be clear,
specific and feasibly be able to attain. Plans for attaining goals should be broken down into specific stages with deadline
dates, which are responsible for each work assignment, and the methods for evaluating whether or not the goals have been
attained.
4. Recruit new members. Don’t be afraid to bring in new people with new ideas. Let the organization grow. But remember,
recruiting doesn’t only mean finding ways to attract people. Once you’ve got them, you have to give them reasons for
wanting to stay.
5.
Plan productive meetings. Meetings that go nowhere can alienate members. Hold meetings at a time that is convenient for
most members. Find a way to inform members about what took place in the meetings if they were not able to attend. Keep
meetings short, no more than 60 minutes. Create an agenda and stick to it. Begin and end on time, and strive to keep all
members involved.
At the close of the meeting, summarize important decisions, clarify assignments, create an agenda for the next meeting, and
set a meeting date, time, and place.
6.
Build a team. Team building is a slow evolutionary process that usually begins with a rag tag group of individuals and ends
with a cohesive unit of people working together with the same purpose and goals in mind. There is no secret recipe for
building a team. Team building requires many things, some of which include:
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MOTIVATION
As a leader, it’s your job to get work done through other people. In other words, to motivate them. The key is to nurture
opportunities for involvement that will meet the interests and needs of members and allow them to get the rewards they seek. If
this is accomplished, members will motivate themselves.
DELEGATION
Delegating is perhaps one of the most frustrating functions a leader must perform. One sure reality in organization life is that you
can’t do everything yourself. And, most members don’t want to sit back and do nothing. They want to be involved. Make the
involvement of members meaningful by considering what skills people have, or are capable of developing, and match projects
accordingly. Ask for volunteers, but also directly ask members to take on assignments. Delegate tasks to the members are good at
and will enjoy doing. Allow them to test their abilities. Hold members to their word and expect results. And, most importantly
publicly and personally thank members for their contributions and reward them in whatever ways possible.
WORKING AND SOCIALIZING TOGETHER
When you set goals and plan activities, you get people working together. It’s important to get the organization’s work done first.
Socializing is essential in fostering team identity and togetherness. Look for ways to tie in social time to group projects. A pizza
party might be a good way to kick off your organization’s fund raising drive. And, a year-end picnic might just be the way to
acquaint new officers with the organization members and thank everyone for the work they’ve done.
REWARDING AND RECOGNIZING MEMBERS
Throughout the year, for any efforts members might extend on behalf of the group, don’t forget to say thanks. Reward members
in whatever ways the organization can provide and extend a personal word as well. Expressing appreciation for their work will do
a lot to keep members motivated. Have a year-end celebration. It doesn’t have to be costly, but make it memorable, and make it as
personal for each member as possible.
These, of course, are not the only things that make a successful organization but
they certainly help. Your common sense and
personal touch will add a lot. Here’s hoping that your organization is strong, active, and full of potential. We have every
confidence that it will be. Don’t hesitate to contact the Campus Activities office staff for any reason.
WHAT KILLS AN ORGANIZATION?

Don’t attend meetings.

Leave before the meeting is over.

The next day, find fault with the officers and committee.

Take no part in the organization’s affairs.

Sit in the back of the meeting, so you can talk to a friend.

Get what the organization will give you, but give nothing in return.

Never ask anyone to join the organization.

Talk co-operation, but never cooperate.

If asked to help on anything, always say you don’t have time.

Never accept an officer that is easier to criticize than to do anything.

If appointed to a committee, never give any time or service to the committee.

Never do anything more than you have to, and when others willingly and unselfishly use their ability to help the
cause along, because a clique runs the organization.
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STEPS TO ORGANIZATIONAL SUCCESS
Each organization has specific goals and purposes. There are, however, common hints that may help you in the management of your
particular organization. Consider these before you hold your first meeting.
Know and understand the purpose of your organization. You cannot sell others (either your organization members or the
student body) on a program you are not sold on yourself.
Select your organization members with care. Get a cross-selection of the campus when selecting the membership. Remember
each organization has a responsibility to the entire campus.
Instruct your organization members about their duties and responsibilities. Unless you can create a strong “team spirit”
among your members, your organization will be a failure. Make each member feel his/her individual responsibility. Be sure the
members are aware of how they fit into the overall program. Always keep the organization informed of any new developments.
Set a regular meeting time and place. An organization that meets haphazardly is usually doing haphazard work. If you set a
time and place early and make good use of that time, your members will keep that time clear.
Start on time. Arrive at the meeting ahead of time to be sure that the room is arranged. Make sure pencils, paper and other
necessities are available for the group’s convenience. As members arrive, encourage informality by introducing people. If you
make it a point to start on time, your members will make it a point to be there.
If you call special meetings, notify every member as early as possible. Meeting with small groups or leaving a member out of
a discussion cases hard feelings and ruins the “team spirit.” Include everyone every time.
Plan a definite agenda for every meeting. Think through every meeting in advance. Prepare copies giving an outlined agenda
of what business is to be discussed. Keep members aware of the subject at hand.
Be flexible in the presentation of ideas. Encourage members to be creative and express their ideas. Stimulate the discussion and
let them solve the problem by welcoming the ideas of the entire group, recognition in meetings, a short note or a sincere
“thank you for helping” can do a lot towards building morale.
Make definite assignments. Divide the work and give definite assignments to each person, then hold each person responsible for
carrying out his/her job. A good chairperson does not do all the work him/herself.
Work behind the scenes. Check with members who have been given definite assignments. Give them the needed help and
encouragement. Check with them between meetings to avoid trouble in the area of planning and execution.
Go easy on Vitamin “I.” By dividing the organization work among the members, you eliminate a major part of the burden from
your own shoulders and you train future leaders.
Have your secretary keep minutes of every meeting. The minutes should be submitted to the organization advisor and mailed
to the organization members within one week after the meeting.
Keep accurate program reports. Keep a copy for the organization’s records for future reference. It is convenient to be able to
refer to past programs and see how and what programs succeed.
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Have your treasurer keep your financial reports accurate and up to date. Your treasurer should keep accurate books on the
financial status of your organization. He/she should give periodic report at the organization meetings.
Keep a file of source material. Clip and save anything of interest to your organization; ideas from other school and various
magazines are quite helpful.
Evaluate your work at regular intervals. Your organization should honestly review and evaluate every activity you plan and
carry out. Frequently you should go back to your basic purpose and count for your total program. President/chairperson will learn
to say “thanks” in as many ways as possible. A pat on the back, recognition in meetings, a short note or a sincere “thank you for
helping” can do a lot towards building morale.
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SECTION 2:
STUDENT
ORGANIZATION
REGISTRATION
10
REGISTRATION & PROCEDURES
FOR ORGANIZATIONS:
Comprises of a group of students/members that share a common interest.
Registered organizations must register with the Campus Activities office on-line using OrgSync. All organizations must maintain
the membership requirements each semester to maintain registered organization status. Privileges of a registered student
organization include representation at Student Congress, participation in the Student Body Government Lottery Day for
registered organization sponsored events, and eligibility to have a student organization financial account at Gallaudet. For more
information on privileges, read Privileges section on p. 16. The student organization must perform at least (2 ) community
services per academic year.
FOR CLUBS:
Comprises of a group of students/members that share a common interest. In order to be recognized, clubs must register at
the Campus Activities office on-line using OrgSync. The member requirements for a club are at least 5 members. Clubs have
fewer privileges (see Organization Privileges for further clarification). Clubs will not have Student Congress representation and
will not have the opportunity to participate in Lottery Day. Clubs still can host fundraising events as long as it does not conflict
with other student organization events. Clubs are not required to do community service but are encouraged to do so. Clubs are
entitled to have financial accounts at Gallaudet.
* For further reference, clubs will abide the procedures and policy as stated in the Registration section
(e.g., registration, membership, officer status).
REGISTERED ORGANIZATION RESPONSIBILITIES
1.
To provide the Campus Activities Office with information regarding change of officers, immediately following
elections/selections, within 15 days, of the beginning of the semester as required.
2.
Fill out the required membership roster every semester. A student organization must maintain at least 10 members
to continue as a recognized student organization. For Greek organizations (fraternities and sororities), they must
maintain at least 12 members per semester. All of this is done on line using OrgSync.
3.
To comply with all University rules and regulations as following the Gallaudet University Student Handbook,
Student Organization Manual, and Academic Catalog.
4.
Adhere to the purpose of the organization as stated in the constitution.
5.
Do not discriminate on the basis of gender, handicap, race, able, national origin, age, religion, marital status, sexual
orientation, or class standing.
6.
Provide programs to the University that contributes to the educational, cultural, and social environment of the
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University community.
7.
Members are expected to abide by Gallaudet University credo in respect others in Gallaudet community. Do not
engage in activities that show disrespect of others.
8.
Maintain close communication with the advisor, keeping him/her informed of the organization’s progress toward its
goal and objectives.
9.
Have periodic meetings with the Campus Activities office, keeping the office informed of planned activities of the
organizations’ events for approval
10. Attend Campus Activities office-sponsored orientations where fiscal, alcohol monitor/food preparation,
programming procedures and hazing guidelines are explained and discussed as required.
11. Prohibit members from practicing any forms of hazing.
12. Prohibit members from making individual financial gain.
13. Give the Campus Activities office all the members’ name for check-up on academic dismissal or academic
probation before every semester begins.
14. Enforce all University policies, local, state and federal laws.
15. Respond timely with the University administrators/Student Body Government offices’ requests.
16. All student organization officers must be full-time students and they must meet the minimum academic standards.
All officers cannot be on Academic Probationary status (see Academic Eligibility & Student Status on p. 19 for
further information)
THE CAMPUS ACTIVITIES OFFICE MAY SUSPEND OR REVOKE ANY
ORGANIZATION’S REGISTRATION AT ANY TIME DURING THE YEAR
FOR ANY ABUSE OR VIOLATION OF RESPONSIBILITIES.
REGISTERED ORGANIZATION PRIVILEGES
(NOT APPLICABLE TO CLUBS)

Participation in the SBG annual Lottery Day which the organization will have the opportunity to decide the
dates of their events (fundraising events & bake sales).

Host fundraising events & bake sales.

Organization representation in Student Congress.

Participate in traditions (e.g., Rat Funeral for freshman class).

Reserve rooms for events.

Obtain poster approvals for event advertisements.
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
Hold an organization financial account at Gallaudet.

Office Space
Privileges do not apply to:

Automatic retrieval of room if the organization is newly established. It will be based on room availability and first-come
first-serve basis.
.
REGISTRATION PROCEDURES
To become registered, an organization/club is required to have the following:

All student organization officers must be a full-time student (12 credits for undergraduate and 9 for graduate) and
have a semester and cumulative GPA of over 2.0. All officers cannot be on Academic Probation, disciplinary
probation. If an officer was found responsible for any alcohol, drugs or other serious violations at determined by the
University administration, their officer status may be revoked.

Must have a Gallaudet faculty or staff advisor. (Advisors must be Gallaudet faculty/staff. MSSD not permitted).

A completed registration form.

Updated Constitution or bylaws

Must attend Student Organization meetings with the Campus Activities Director/Coordinator.

A completed membership roster form indicating the minimum membership requirements.
ANNUAL RENEWAL AND UPDATE
Annually, every fall semester any organization wishing to continue their registration for the new academic year must file a new
registration form with the Campus Activities office and the Student Body Government office. Any organization that has not filed a
new registration form before the deadline will automatically be removed from the list of registered student organizations and its
privileges will be cancelled until a new registration form is submitted and approved.
Constitutions remain on file and need not be resubmitted unless they contain changes or necessary information for updates. The
constitution on file will be considered the most updated diversion recognized by the University.
Keeping the organization’s paperwork up to date is a requirement of the registration process. Without accurate information in the
Campus Activities office and the Student Body Government office cannot provide students with information about the organization,
maintain appropriate records, or mail important correspondence.
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HOW TO CHANGE ORGANIZATION INFORMATION
Organizations only need to register once each semester and that registration may occur during the first two weeks of each semester.
However, if information on the registration form changes at any time during the year, it is necessary to re-register the organization by
completing a new registration form within 15 days after said changes.
The Campus Activities office will keep a historical file on each student organization; no significant information may be taken off the
registration form or constitution. If, for example, the organization has a change in officers, the organization will have to re-register by
completely filling out and resubmitting a new registration form.
Information will be fed into Peoplesoft application. Peoplesoft is a program being used by Gallaudet University to collect, compile
and keep track of organization membership and officers for the purpose of verifying the person's participation with the organization
involvement.
If the organization enacts a constitutional amendment, the Campus Activities office requires a copy of the amendment for the file.
Should excessive changes occur, retyping of the constitution would be necessary.
SPACE USED BY ORGANIZATIONS
CANCELLATION OF REGISTRATION
The Campus Activities office may cancel an organization’s registration for any or all of the following reasons:

Violations of University policies, local, state or federal laws.

Failure to pay organizational debts.
14

Disciplinary action. Student organizations are subject to the Student Disciplinary Code. Students, University
employees and the general public may initiate disciplinary action against a student organization for alleged
violations of University regulations.

Non-compliance with organization registration procedures and constitution requirements.

Actions or activities conducted by any member of organization that are detrimental to university mission.

Falsification of any registration information.

Failure to re-register every semester.

Confusing or questionable circumstances surrounding an organization at the time of registration (ex:
discrepancies with regard to ownership of funds, legitimacy of elections, etc.).

Failure to give Campus Activities office the names of the members of the organization before every semester
begins in order to check up on academic probation or dismissal.

Failure to comply with the constitution or bylaws.

Failure to report changes in officers, advisor or constitution.

Failure to follow accounting/financial procedures of Gallaudet University.

Inactive status.

No advisor.

Suspension by the Student Body Government.

Failure to respond to requests from the University officials or Student Body Government office.

Failure to complete community service requirements.

Violations which affect the University community’s interest.

Failure to maintain the minimum membership requirements for two straight semesters.
Violations of regulations of the Campus Organization Manual; failure to comply with the guidelines, policies, procedures, and any
additional updates/information. Fail to ARE EXPECTED TO COMPLY WITH ALL UNIVERISTY MISSION STATEMENT,
VISION STATEMENT, GALLAUDET CREDO, AND DIVERSITY STATEMENT, CODE OF CONDUCT AND UNIVERSITY
POLICIES AND PROCEDURES.
MEMBERSHIP ROSTER
A student organization must maintain at least 10 members per semester in order to continue as a registered student organization. For
Greek organizations, the minimum is 12 members. If an organization fails to submit a roster of at least 10 or 12 members for two
straight semesters, the organization will be placed under probation by Campus Activities for one semester (the third semester). If an
organization fails to have more members for next semester (the fourth semester), the organization will automatically be suspended
indefinitely until further notice.
LAWS AND THEIR APPLICABILITY TO UNIVERSITY RULES
Most rules and regulations are enacted and enforced by governing bodies to protect the rights of individuals or groups and the public.
Each student is a member of college, local, state and federal communities, and therefore, follows the regulations of all these groups.
Offenses against local, state, or federal laws may result in disciplinary action by the University.
15
The prosecution of an action by a local, state, or federal entity does not invoke double jeopardy nor in any way preclude subsequent
judicial action against the student or group for the same conduct by the University. Similarly any action by the University does not
preclude subsequent action by a local, state, or federal entity.
ACADEMIC ELIGIBILITY
Students are encouraged to be part of the University community of active and involved students. Gallaudet University is firmly
committed to the notion that participation in student clubs or organizations enhances the ability of the institution to offer the best
possible education.
However, it is essential that students maintain the priority of academic eligibility.
Only students in good academic standing are eligible to hold or run for elective or appointive office in any organization or activity
associated with the University, to participate in any athletic or other activity representing the University on either an intercollegiate or
club level, or to serve as a working staff member of any student organization.
STUDENT STATUS TO HOLD OR RUN FOR OFFICE AS AN OFFICER
Any student on academic probation or academic dismissal cannot or run for any elective or appointed office in any organization or
activity. Only full time students are eligible to hold office in a student campus organization. Officers are defined as President, Vice
President, EIC, and Assistant EIC or hold any paid position within the SBG, Buff and Blue, and Tower Clock offices.
Full time students are defined by the following criteria:

An undergraduate matriculated degree student with an academic schedule of at least 12 semester hours is
considered a full-time student. (OR)

A matriculated degree graduate student with an academic schedule of at least 9 semester hours is considered a
full-time student.
To run and hold any appointed or elected office the officer:

Must have a semester and cumulative GPA of 2.0.

Must not have violated the University’s alcohol and drug policies or other serious violation

Must remain a full time student throughout the whole academic year.
NOTE: MUST REMAIN FULL TIME STUDENT THROUGHOUT THE ACADEMIC YEAR. ANY CHANGES IN
ACADEMIC: STANDING; I.E; AUDITING, REDUCTION OF CREDIT HOURS; ETC. MUST BE REPORTED TO THE
DIRECTOR AND/OR COORDINATOR OF CAMPUS ACTIVITIES.
16
COMMUNITY SERVICE REQUIREMENTS
OVERVIEW
This summer CSP will slightly revise its policy in order to increase the likelihood that student organizations select a non-profit, charity
or school that supports specific learning goals and offers the students substantive volunteer projects. Specifically, rather than selecting
a single entity to volunteer with student organizations will be asked to identify issue or problem that they want to work to resolve,
such as illiteracy, childhood obesity, or environmental degradation. CSP will also require each student organization to identify one
member of the organization to service as a community service liaison. The community service liaison will meet with the Coordinator
at the beginning of each semester to discuss the process of choosing a service issue and identifying service partners. This liaison will
also be the go-to person should the organization have difficulty fulfilling its hours or if the assessment data reveals that student
volunteers are less than satisfied with their volunteer experience. CSP will enlist the help of Campus Activities in order to implement
these changes.
COMMUNITY SERVICE NOT COMPLETED
If your organization does not meet the requirements of doing the community service, your organization will lose recognition of your
organization meaning all privileges will be revoked until CSP requirements are met.
ORGANIZATIONAL ADVISOR REQUIREMENTS
WHAT IS AN ORGANIZATIONAL ADVISOR?
Every registered organization is required to have an advisor. An advisor must be a full time Gallaudet University administrator,
faculty member, or staff member. (Clerc Center faculty and staff are not eligible to be an advisor) The Campus Activities office
requires the student organization to retain the name, campus address, campus telephone number and signature of their advisor on the
Campus Organization Registration Form. However, the advisor is not just the person who places their signature on the appropriate
line. They serve as an integral component of the organizational structure and function.
BENEFITS OF AN ADVISOR:

They serve as consultants to help student organizational leaders grow and develop, as well as to assist with goal
attainment of the organization;

Due to the changing nature of the student population, they provide continuity over time, contributing to the
increased life span and quality of the organization;

They act as liaisons between the organization and the University- often times providing assistance in moving
things through the system in a more timely fashion;

They enlighten student about University regulations and policies-promoting awareness of and adherence to the
various guidelines.

They promote the activities and needs of the organization among their colleagues and outside contacts.
17
RECRUITING AN ADVISOR FOR YOUR ORGANIZATION:
Few persons outside the system realize the time and dedication it takes to be an effective advisor. Many of the rewards come from the
hard work generated to the contact with students in ways not possible in a faculty-student relationship. The academic world has never
embraced a reward system appreciating volunteerism and it probably never will. Perhaps to do so would somehow lessen the rewards
of such service.
The students come and go; therefore, it is often the advisor who brings continuity and stability to an organization. The strength of a
student organization often lies in the loyalty and quality of the advisor. History shows that many student organizations have problems
with their ability to operate and be effective if they have been inconsistent with their choices or communications with their advisors.
The advisor should be and should remain an integral part of the student organization.
Advisors can have a very positive impact upon their respective student organizations. They are well-intentioned persons, pleased to
have been asked to work with a student organization, sincere in their desire to do good, and frequently unsure of how to proceed.
You are important not only to the student organization you serve, but also to Gallaudet University. Without persons willing to serve as
advisors, the University would be hard pressed to fulfill its mission of helping students to develop outside of the classroom.
REMEMBER THAT HAVING AN ADVISOR IS A REQUIREMENT OF
REGISTRATION. NOT HAVING AN ADVISOR WILL PLACE THE
ORGANIZATION IN AN UNREGISTERED STATUS. AND, NO
ADVISOR CAN ASSUME RESPONSIBILITY AS AN ADVISOR TO
MORE THAN ONE STUDENT ORGANIZATION.
WORKING WITH THE ADVISOR:
An advisor plays a vital role in the productivity of a student organization. It is important for the members of the organization to
understand several points about their advisor:
Advisors are:

Full time employees of Gallaudet University and their first responsibility is their job;

Volunteers who work with the organization because they want to and feel they can make a contribution to the
organization’s success

They are HUMANS!
The advisor/organization relationship is one of “give or take.” Therefore, it is the responsibility of both parties to keep each other
18
informed of issues, policies, problems, and successes. It is important that the organization take the initiative to communicate with the
advisor.
Organizations should:

Sit down with the advisor and share expectations of the advisor’s role, arriving at a mutual understanding of their
involvement;

Keep the advisor informed of the organization’s plans, problems, and successes;

Make use of the advisor’s background of experiences;

Work out tentative solutions to problems before going to the advisor;

Observe lines of responsibility; don’t go “over the advisor’s head” or by-pass them entirely;

Take the initiative in arranging for regular executive committee meeting with advisor;

Invite the advisor and their families to all events; don’t take their attendance for granted; be understanding of
possible prior commitments;

Make the advisor feel like a part of the organization;

Extend appropriate courtesies to the advisor and their guest(s) at special functions such as dance banquets, and
meeting which involve important speakers;

Show an appreciation for the advisor’s services—by a letter, by appropriate comments at meeting and other
occasions, and personally.
ADVISOR’S DUTIES AND RESPONSIBILITIES:

Shares responsibility for the overall conduct and department of the student organization.

Must assure that the student organization has already submitted copies of the following to the Campus Activities
office each semester/annually:

A copy of the organization’s current bylaws

A copy of the campus organization’s registration form.

A copy of the student organization member roster form.

This information should be submitted to the Campus Activities Office by the deadline set by the Campus Activities
office. (Continued on next page)

Attend at least one organizational meeting per semester.

Encouraged to attend the annual meetings of advisors at the beginning of each semester.

Must approve and sign all request forms for events. The advisor must also approve alcoholic beverages and/or food
service request forms and contractual arrangements for University personnel.

Should be able to prevent the student organization from violating the University’s and student organization’s
regulations.

Should ensure an orderly transition of officers at the end of their term.

Should be familiar with University policies, procedures, and information contained within this handbook.

Assisting with goal setting, program planning, emergencies, problem solving, and evaluation of goal achievement.
19

MUST notify the Campus Activities office regarding intake violations or hazing.

Provide training in leadership and “fellowship” skills and duties, and group operations or making group members
aware of workshops regarding these topics.

Review organization documents (constitution, bylaws, etc.) to see that they are in accordance with local, state,
federal policies and laws.

Provide continuity by relating historical information, traditions, and past problems and solutions to new members; at
the same time, encouraging flexibility and creativity beyond traditions.

Offer feedback, evaluation and/or constructive criticism to officers.

Provide assistance with financial matters by aiding with fundraisers or teaching book-keeping skills.

Share ideas with other group members.
In the case when the organization is proceeding in a direction and the advisor find his or her influence or status in the student
organization is not sufficient to enable him or her to rectify the situation through his or her advice or counsel. The advisor or the
student organization should consult the Campus Activities office before removing the advisor from office.
20
SECTION 3:
EVENT PLANNING
21
PLANNING AN EVENT
STUDENT ORGANIZATION EVENT FORMS:
All student organizations requesting to host events (meetings, fundraising events, Greek marches, etc.) are REQUIRED to fill out
student organization event form from the Campus Activities office. It is required to submit the event form 45 business days prior to
the event especially if the event will serve alcoholic beverages.
IF AN ORGANIZATION FAILS TO SUBMIT THE FORM WITHIN 45 BUSINESS DAYS, CAMPUS
ACTIVITIES HAVE THE RIGHT TO DECLINE YOUR ORGANIZATION REQUEST. SBG WILL
BE NOTIFIED AND WILL ACT ACCORDING TO THE SBG BYLAWS.
Fill out the event form and find a suitable location for the organization’s event. Make the appointment with the Campus Activities
student organization assistant to assist you with the plan.
Campus Activities reserves the right to assign at least a Campus Activities monitor for the event. Each monitor will cost $50.00. The
monitor(s) will supervise the event to ensure safety, and the Director will enforce policy violations.
HOSTING PRESENTATIONS AND/OR WORKSHOPS:
If your organization wishes to invite an outside speaker, it is important to follow the procedures. We will make every effort to assist
your organization in making this happen.
The University is ultimately responsible for University policy with respect to presentations (films, speakers, performers, etc. invited to
campus) sponsored by recognized student organizations. It is important that the presentation(s) have the maximum benefit of
meaningful faculty, staff, Gallaudet community and student participation. To achieve this objective, the following policy and
procedures are:
Policy:
Gallaudet University is a community of scholars, faculty, staff, and students, set apart to discover, preserve and impact truth in all
forms, with particular reference to the needs and opportunities of the nations. As a University, it is essentially a free and autonomous
center of student and an agency serving the needs of human society. It welcomes the collaboration of all artists and scholars of good
will who, through the process of study, creativity and reflection, contribute to these aims in an atmosphere of academic competence
where freedom is fostered and where the only constraint upon truth is truth itself.
The University, operating within the framework of the foregoing, is committed to the principle of academic freedom, free expression
and the right of peaceful assembly. At the same time it is also committed to its various consistencies to avoid the following:
All names or titles of presentations sponsored by a registered student organization shall be submitted to the Director of the Campus
22
Activities office for review no later than ten business days. Upon receipt of such proposal, the Director of Campus office will:

Investigate to determine that adequate administrative, financial and/or physical preparations have been or can be
made, consistent with such presentation;

Make a reasonable effort to inform the University community of the proposed presentation.
The Director/Coordinator of the Campus Activities office will contact your organization if permission has been granted to have the
presentation or not.
HOSTING PUBLIC MOVIE VIEWINGS
The organization can host movies as a fundraising event. However, the organization must obtain a public performance license. The
movies are protected by federal law and are not designed for public viewing. That includes the use of movie rentals for public
viewing. CONTACT CAMPUS ACTIVITIES FOR RESERVATION.
WHAT ARE STUDENT ORGANIZATION EVENT FORMS USED FOR?







23
WHERE CAN YOU HOST
YOUR ON-CAMPUS
EVENT?
FILM AND VIDEO PIRACY
The Federal Copyright Act 9 Title 17 of the United States Code) governs how
copyrighted materials such as movies may be used. Neither the rental nor purchase of a

Ely Building Patio
videocassette carries with it the right to show the tape outside of the home. A public

Gallaudet Mall
performance license must be obtained.

Field House

Hanson Plaza
This legal requirement applies regardless of whether an admission fee is charged,
(volleyball court)
whether the University or organization is commercial or nonprofit or whether a federal
Hall Memorial
or state agency is involved.

Building
(meetings)
Willful infringement done for purposes of commercial or financial gain is a federal

Athletic fields
crime and is punishable as a felony, carrying a maximum sentence of up to five years in

Faculty Row
jail and/or a $250,000 fine. Even adverting infringes are subject to substantial civil

Ole Jim
damages ranging from $500 to $20,000 for EACH illegal showing. To obtain

Traditional class
information on how to get a public performance license, please stop by the Campus
events
Activities office.

Receiving Dock

6th Parking Lot
CAMPUS MARCHES

Andrew Foster
If the organization plans to have a march, fill out an event form. This is to inform DPS
Auditorium
of your event. If anyone interferes any march such as interfering lines, blocking lines,
Student
yelling, throwing things, etc., inform Campus Activities as soon as possible and action
Academic
will follow.

Building


Multipurpose
Effective immediately, Greek marches during 8AM to 5 PM time frame will no longer
Room
be approved as it infers with academic time. Campus Activities only will approve
Flex A/B (L040 &
marches after 5 PM.
L041)

MarketPlace Area

(Presentation &
Booth)

SUB Alcove

Student Union
Kitchen


No marches also will be approved during the Study Day and final exam week.
ON-CAMPUS EVENTS INVOLVING
ALCOHOLIC BEVERAGES
OVERVIEW:
Multimedia
The goal of all student events on and off campus to be fun and safe for everyone
Theatre Room
involved. Student Organizations at Gallaudet have the privilege to host fundraising
Rathskellar
events and students are responsible for their own actions and decisions regarding the
use of alcohol at their events.
24
SCOPE OF POLICY:
As stated in the student organization manual, “External individuals or groups, including students and student groups, that use
Gallaudet facilities for parties or events at which alcohol is sold or consumed must also adhere to the campus policy and procedures.
These groups or individuals must assume full responsibility for compliance with the terms of the liquor license, for the legal age of
participants, and for legal compliance generally. These groups or individuals are also responsible to the University for the conduct of
any participants and for any maintenance, repair, clean up, or property replacement needs arising from the group’s distribution of
alcohol. External groups can satisfy this insurance requirement by outsourcing alcohol service to a caterer, certified bartender, or
other trained professional and by providing a certificate of insurance for liquor liability from this vendor.
All external individuals or groups that use Gallaudet facilities must provide the University with written proof of insurance covering
personal injury and loss or damage to property at coverage levels acceptable to the institution. The Office of Risk Management and
Insurance can offer information on the purchase of special insurance, if necessary. (Administration and Operations Manual, 2007)
PHILOSOPHY:
Gallaudet University neither condones nor condemns the consumption of alcoholic beverages. It recognizes the rights of the individual
who meets the requirements under the law to drink alcohol. If students enrolled at Gallaudet decide to drink, the University explicitly
encourages responsible use and condemns the misuse and abuse of such beverages.
The University supports the following statements relating to the consumption of alcoholic beverages by students:

There are acceptable alternatives to drinking.

It is acceptable not to drink; each individual needs to make a personal, informed choice.

If students choose to drink, they are to do so responsibly and in moderation.

Consumption of alcoholic beverages should not be the main focus of the event.

Accurate information about the consumption of alcoholic beverages is available.

Treatment is available for the progressive disease of alcoholism.
The University will attempt to make the campus community aware of the above statements. The University is committed to providing
discussions, displays, and resources for alcohol awareness. The student community will be provided information and planning
materials to promote positive social activities that do not emphasize the consumption of alcoholic beverages.
PROCEDURES FOR SELLING OR SERVING ALCOHOL AT STUDENT
SPONSORED EVENTS
The use and misuse of alcoholic beverages by college students has become the focus of a great deal of legal activity. Student
organizations that sponsor social activities that involve the use of alcoholic beverages are particularly vulnerable to lawsuits when
accidents or injuries occur. The increased attention to alcohol’s role in injuries, together with the greater tendency toward litigation,
makes it imperative for student organizations to manage themselves extremely well.
25
If a student organization decides to have alcohol at an event despite the risks and responsibilities involved, a designated “server” of the
organization must follow the following procedures. Only recognized and registered student organizations will be permitted to
serve/sell alcoholic beverages through a third party vendor. The office of Campus Activities assists all student organizations with their
events, on and off campus, with and without alcohol. It is very important that the first step for student organizations to perform is to
stop by Campus Activities and complete the event form. Once that form is completed, the following are the next steps.
FOR ON CAMPUS EVENTS:
Meet with Student Organization Assistant (SOA) to discuss details of your event. The SOA will set up meetings with PPD and DPS
as needed. If you plan to sell alcohol at your event, you will need to have a contract with a bartender in 45 days in advance. The SOA
will give you a list of bartenders. In addition, the Office of Campus Activities must approve amount of beer/wine prior event.
You will need to develop a contract with the catering company for bartender services. All contracts for third party catering with
alcohol must include insurance certificate. The bartending company must have a license to serve alcohol as well. If the company does
not have an alcohol license, you must obtain one on your own. You will not have your event until we have the insurance certificate
from the carters that you have contracted with. We will have your contract reviewed by Risk Management office.
GUIDELINES FOR HOSTING AN ON-CAMPUS EVENT INVOLVING
ALCOHOL:
UNIVERSITY ALCOHOL POLICY
It is illegal for minors to possess and/or drink alcoholic beverages in D.C. and anywhere on or off the Gallaudet University campus.
Students of legal age and their guests of legal age may possess and consume alcoholic beverages in the privacy of their residence hall
room (with the exception of selected residence halls that have been designated as "Dry residence halls"), student organization space
(with the exception of the Student Body Government, Graduate Student Association, The Buff and Blue, Tower Clock and non-Greek
student organization spaces in Ely Center), or during on-campus student organization events that are supervised by Campus Activities.
Under no circumstances are alcoholic beverages to be brought to or consumed in any other spaces on campus not defined above.
The use of alcoholic beverages by 21+ aged students on campus is a privilege. The privilege is the based on the laws and the
guidelines of the District of Columbia and by University policies on alcohol consumption. The following guidelines serve as a
framework for the alcohol policy for Gallaudet University.
1. The possession, consumption, serving, and/or selling of alcoholic beverages on campus is governed by laws of the District of
Columbia. It is understood that the Alcohol Beverage Regulation Administration regulations and those of the University will be
26
followed when permission to use alcoholic beverages on campus is granted. On February 27, 1987, the legal drinking age amendment
act of 1986 (D.C. Law 6-178) became effective. The following summarizes some of the relevant sections of that amendment and the
Alcohol Beverage Control Act:

No person who is under 21 years of age shall drink any alcoholic beverages in the District of Columbia.

A person who misrepresents his or her age in order to obtain alcohol is subject to fines or imprisonment.

Alcoholic beverages may not be sold or delivered to anyone under the age of 21.

Alcoholic beverages may not be sold or delivered to any person who is intoxicated or appears to be
intoxicated.

GU students cannot be a “Bartender” or serve alcoholic beverages at any time. Alcoholic beverages are
sold through a licensed and insured third party vendor. (See Campus Activities for information)
27
TOP-DOWN FLOWCHART OF CAMPUS ACTIVITIES EVENT PLANNING
28
2. Student organizations want to sponsor an event where beer or wines are to be served must obtain an Alcoholic Beverage Request
Form. Your organization is required to submit its request at least forty-five (45) working days in advance of the event through the
Campus Activities Office and permission must be obtained from the Campus Activities Office to have events involving alcoholic
beverages. This will give the organization enough time to obtain necessary signatures and submit the forms to the appropriate offices.
3. Student organizations sponsor the event where alcoholic beverages are sold must follow the procedures to obtain a District of
Columbia, Class F license. A copy of procedural guidelines may be obtained through the Campus Activities Office. A District of
Columbia Class “F” license is required for any event advertised to the public at which beer or wine will be served for a cost, either
direct (sold) or indirect (admission charge, registration fee). Beer and wine under Class F license must be under 14 percent alcohol
content. Malt beverages are permitted as long as the beverages are under the maximum percentage (14%) alcohol content.
4. Monitors are required at each event where alcoholic beverages are sold or served. Monitors must be over 21 years old and have
completed the mandatory training program. (Training will be provided by Campus Activities at the beginning of each semester.) These
individuals will be responsible for age verification in this policy. All members/committee members must refrain from consuming
alcohol at the event before and during their shift.
5. The sponsoring student organization is required to pay for a Campus Activities monitor for all events. Campus Activities will
assign the monitor to supervise your event. The monitor is responsible to check the bar area, have knowledge of the emergency
network, and close the bar area. Currently, the fee is $50.00 for each Campus Activities monitor.
6. The number of campus activities monitors necessary will be as follows:
1-100= 1 campus activities monitor 101-200= 2 campus activities monitors
201-300= 3 campus activities monitors
301-500= 4 campus activities monitors
501-plus= 5 campus activities monitors
7. The Department of Public Safety (DPS) endorses the policy that student organizations who plan to serve alcohol at University
sponsored parties will be required to pay for the additional security coverage necessary for those events. The coverage will include
one hour prior to the start of the party and will continue for two hours following it. The fee schedule will be at an overtime rate of
$50.00 per hour. The number of officers necessary will be as follows:

1-200 students: one officer

201-500 students: two officers

501 + students: a minimum of three officers
8. Signs will be made available through Campus Activities that must be prominently displayed at any registered alcohol event. These
signs must be at the admissions entrance and state the following:

Alternative beverages are available
29

It is illegal for persons under 21 years old to consume alcohol.

It is illegal for anyone to purchase or give alcoholic beverages to someone who is not of legal drinking
age

It is illegal for anyone to give alcoholic beverages to anyone who is obviously intoxicated.
9. Must post a sign displaying what time the event ends and what time alcoholic beverages will stop being served so the participants
will know and can use up their tickets for alcoholic beverages. The serve of alcohol must be stopped at 1:30am. Ticket sales for
alcohol beverages must be stopped at 1:00 am. All events must end at 2:00 am with the exception of Homecoming and Rockfest,
which end at 3:00am.
10. The sponsoring organization must ensure that no person under the age of 21, or person of legal age who appears intoxicated, is
served, sold, or has access to alcoholic beverages.
11. Drinking games (or any activities) where the consumption of alcohol becomes the objective of “winning” are strictly prohibited in
order to maintain an appropriate social environment and prevent intoxication, (ex, all you can drink activity or bring your own bottle
for a contest).
12. There is a limit of one (1) alcoholic beverage sold/distributed served per person at all times during the event.
13. Whenever the permission to serve alcoholic beverages is granted, snacks (ex, cheese, crackers, cold cuts, hamburgers, chips, etc.)
must be provided for the duration of the event. If the supply of food is excused at any time during the event, the event must be
terminated until more food can be obtained. This includes events off campus. The sponsoring organization must ensure the snacks are
provided at the venue--it is required to be noted on their contracts with the club.
14. Alternate beverages must be provided at all events and must be easily accessible.
Non-alcoholic beverages, such as soft drinks, should be provided in an amount equal to the amount of alcoholic beverages provided. If
the supply of non-alcoholic beverages runs out at any time during the event, serving of alcoholic beverages must also be terminated
until more non-alcoholic beverages can be obtained.
15. Student organization members are required to have food certificates to sell food.
16. Amounts of alcoholic beverages are not to exceed: one half keg of beer per 40 people or 8 cases of beer per 40 people or 24 quarts
of 12 percent wine per 40 people. Campus Activities must approve the number of kegs that will be at your event.
17. There will be a limit of one (1) alcoholic beverage sold/distributed at the bar area to any one person at any one time. NO
PITCHERS ARE PERMITTED.
18. There must be a charge of at least $1.00 per glass/cup of any alcoholic beverage, regardless of an admission charge. Open bars
30
are not permitted. Cups must be 12 ounces or less.
19. When you establish the price per glass or cup, your organization must continue or increase the price. NO PRICE CAN BE
DECREASED AT ANY TIME.
20. A physical means of identification, identifying students of legal drinking age, must be implemented at all student sponsored
events where alcohol is served. SNAP BRACELETES ARE REQUIRED. Tickets must have the university
alcohol policy printed on the back and that no refunds will be given for revoked tickets. Tickets must to
be designed and printed in a ticket formant--other types of tickets such as tattoo, badges, etc. will not be
permitted. Tickets should also have numbers printed to help with headcount and ticket sales.
21. The sponsoring group or individual is responsible for the conduct of all in attendance at the event, during and immediately
following the event.
22. The Admissions Committee must stay at the admissions area until the event ends or can close the admissions area one hour before
the event ends but cannot allow anyone to enter the event at a reduced rate or free. The Admissions Committee must stay at the exit to
prevent anyone leaving with any alcoholic beverages.
23. Sponsors of a student event will cease serving alcoholic beverages at least one-half hour prior to the end of the scheduled activity.
Alcohol will not be permitted to be served after 1:30 a.m. on the weekend and 11:30 p.m. on weekdays.
24. NO STRIP OR NUDIST SHOWS ALLOWED. Some participants are minors and some specific groups and
individuals do not like that type of activity. “No Shirt, No Shoes, No Service” policy is applied to all student organization events.
25. All events are not to have alcohol as the primary focus to earn profit. Games, and or activities are encouraged to make effect
accessible for those who do not wish to drink alcohol.
26. Sponsoring student organizations are required to have at least SIX “johns”/ portable toilets for large events held outside, (Rock
Festival, Homecoming). At least three of the six “johns” must be inside the area of the event. For smaller events held outside, the
organizations are required to have at least TWO “johns”. The guidelines are as follows:

200-500 people: Three (3) portable toilets

501-750 people: Four (4) portable toilets

751 - 1000 people: Five (5) portable toilets

1001-plus people: Six (6) portable toilets
28. Alcoholic beverages (kegs, cases of beer, etc.) will not be provided as awards or prizes to individuals or campus organizations. No
game of bingo or any game of chance may be played or permitted in an area where alcohol is served.
31
29. The sponsoring group is responsible for any damages incurred resulting from the event. If a problem occurs as a result of a student
social event, all sponsoring groups will be held liable and are responsible for the resolution of the problem.
30. At the social events where alcoholic beverages are provided, direct access to the alcohol will be limited to the third party vendors
serving alcohol.
31. Only alcohol sold/served by the sponsoring organization under the supervision of the third party vendor.
32. Individuals in public areas may not consume alcoholic beverages. No alcoholic beverages can leave the event area.
33. The organization’s members are required to be sober throughout the event. (This applies to off-campus event)
34. If you want any special set-up, eg: platforms, partitions, etc., your organization must contact Campus Activities to make the
request at least two weeks before the event.
35. All inflatables are to be supervised by a professional staff from the vendor at all times, they must never be left unattended. When
it is not supervised, it is to be dismantled. Inflatables are not permitted in events serving alcoholic beverages.
36. Only student groups recognized by the Student Body Government and registered with Campus Activities are permitted to obtain
permission to serve alcoholic beverages. These groups must receive permission to hold the event on campus from the Student Body
Government and Campus Activities through normal procedures.
FOR OFF CAMPUS EVENTS:
Meet with Student Organization Assistant (SOA) to discuss details of your event. Student organizations are not permitted to host any
type of event at a venue such as hotels, (ie: Homecoming ballroom). If an organization wishes to use a different type of commercial
space for lodging, (ie, camping, retreats, etc.) must receive prior approval.
Contracts must be approved with 45
business days for your event. Contracts take time so plan ahead. All off campus events must
have certificate of insurance. YOUR EVENT WILL NOT BE ADVERTISED UNTIL WE HAVE RECEIVED THE
INSURANCE CERTIFICATE.
CONTRACTS
OFF-CAMPUS COMMITMENT OF FUNDS FROM A UNIVERSITY ACCOUNT:
Under no circumstances should a student representative of an organization enter into a contractual agreement with another party that
commits funds from a University account.
Organizations must request to have contractual commitments made on behalf of the University through the Campus Activities office.
32
COMMITMENT OF FUNDS FROM A NON-UNIVERSITY ACCOUNT:
Only organizations that will not use money from a University account can enter into contractual agreements. Any individual signing a
contract or engaging in any money transaction for a student organization that does not involve University funds must clearly state:

Gallaudet University is not financially responsible for the organization;

The organization is not an office or department of the University;

The individual is not an official of the University.
Financial liability for all transactions will rest entirely on the student organization and the individual representing it, and the
organization will be responsible for notifying any other party of these facts. Remember that when you sign a contract for your
group, you are making yourself liable for meeting the terms of the contract.
CREATING CONTRACTS
Contracts are usually made by the organizations when hosting an event off campus. ALL events hosted off-campus are REQUIRED
to create contracts in order to protect the organizations and Gallaudet University from any liability that might occur.
Contracts are for but not limited to: restaurants, bars, dancing clubs, ice-skating facilities, recreational facilities that are not at
Gallaudet campus, parks (bonfires), and other off-campus locations. Keep in mind, contracts take time so PLAN ahead to ensure there
are enough time to develop a contract and have it approved by the appropriate units.
CONTRACTS SHOULD INCLUDE:
Name of organization (e.g., ABC Organization at Gallaudet University, NOT ABC Organization of Gallaudet University)

Name of the agreeing party

The location of the event

Financial expenses (list all expenses for who and what)

Liability insurance (including the copy of the insurance certification of the venue)

A specific statement of what you agree to do and the date you agree to do it.

A specific statement as to what the other party will do and when they will do it.

The type of security provided. State how your organization will ensure all IDs will be checked and by who.

A statement as to what will happen if either your organization or another party fails to do the agreement.

A statement explaining how the contract may be changed or cancelled.

Type of snacks/food that will be provided.

The signature of both parties.

The date of the contract’s signing.
BEFORE finalizing the contract, the draft should be taken to Campus Activities for review in case if any changes or additions should
be made. The office will notify the organization when the contract is reviewed. Campus Activities does not approve contracts; only to
33
review and provide guidance. Then your organization can finalize the contract by signing it.
Make sure to submit a copy of your contract to Campus Activities for record keeping, as well as taking it to the outside party.
SAMPLE CONTRACT
XYZ CLUB
556 WISCOUSIN AVE
WASHINGTON, D.C. 20002
PHONE: 555-555-5555 FAX: 555-555-5555
WWW.XYZCLUB.COM
THIS AGREEMENT IS MADE BETWEEN XYZ CLUB (OWNER) AND XYZ ORGANIZATION
(PROMOTER) AT GALLAUDET UNIVERSITY.
PROMOTER WILL HOST A PARTY AT THE 556 WISCONSIN AVE UPPER FLOOR AREA OF XYZ CLUB ON FRIDAY. APRIL
21ST FROM 9PM TO 2AM. ALCOHOL WILL NOT BE SERVED AFTER 2:00AM. PROMOTER MAY ARRIVE 8PM TO DECORATE
AND SET UP THE AREA. PROMOTER WILL NOT USE TAPE THAT WILL TEAR OFF PAINT FROM THE WALLS.
COVER CHARGE
PROMOTER WILL CHARGE COVER TO CUSTOMERS. PROMOTER WILL PRE SELL TICKETS ON CAMPUS. TICKETS WILL
BE SOLD FOR $10.00 DOLLARS BEFORE APRIL 20.TICKETS SOLD AFTER WILL INCREASE TO $15.00. ANY GUEST OF THE
OWNER WILL NOT HAVE TO PAY COVER CHARGE. PROMOTER AND OWNER WILL SPLIT THE COVER CHARGE 50%
EACH
SECURITY
OWNER WILL PROVIDE SECURITY PERSONNEL AND THE DUTIES WILL INCLUDE THE RESPONSIBILITY FOR CHECKING
IDENTIFICATION AND VERIFYING LEGAL RIGHT TO THE PREMISES AND ASSUME THE ALCOHOL RISKS. L FROM AND
IDENTIFYING PERSONS 21 YEARS OF AGE AND OVER. SECURITY WILL ALSO MARK PERSONS UNDER AGE 21 WITH
IDENTIFYING MARKS. SECURITY PERSONNEL WILL ALSO PROVIDE SECURITY FOR CROWN CONTROL.
EXPENSES
PROMOTER SHALL PAY FOR THE FOLLOWING AT THE END OF THE EVENING:
$500 FOR RENTING THE CLUB
$100 FOR DJ
GRATUITY FOR BARTERERS SHALL BE PAID DIRECTLY TO OWNER AND THE AMOUNT SHALL BE IN PROMOTER’S
34
DISCRETION.
SECURITY DEPOSIT/CANCELLATION CLAUSE
THE PROMOTER WILL PAY $250.00 REFUNDABLE DEPOSIT. OWNER WILL GIVE CERTIFICATE OF INSURANCE TO THE
PROMOTER TWO WEEKS PRIOR THE EVENT.
EARLY CLOSING
THE OWNER HAS THE RIGHT TO CLOSE THE EVENT AT ANYTIME IF THE CROWD GETS OUT OF CONTROL, ARE BEING
UNCOOPERATIVE, OR CAUSING DAMAGES TO THE CLUB.
WE AGREE TO THE TERMS OUTLINED ABOVE:
_____________________________________
ORGANIZATION REPRESENTATIVE
_____________________________________
CLUB OWNER
________________
DATE
________________
DATE
PROCEDURES FOR CASH FLOW
TICKET SALES AND DEPOSITS:
Tickets must clearly state that they are nonrefundable and that persons are required to be 18 or older to enter any event on campus.
The ticket committee needs to develop and sign a contract within stating that they are responsible for a specific amount of money for a
specific number of tickets. It is very important to keep this on file to track revenues over time. You must obtain Campus Activities'
approval for the ticket design. You cannot advertise "happy hour" on the ticket, or fliers, and web advertise.
Tickets must have the university alcohol policy printed on the back and that no refunds will be given for revoked tickets. Tickets must
be designed and printed in a ticket formant--other types of tickets such as tattoo, badges, etc. will not be permitted. Tickets should also
have numbers printed to help with headcount and ticket sales.
If you are the ticket chairperson or business manager and have $100.00 or more in cash, you are required to go to the cashier's office,
or if during off hours, deposit your money into a safe box. Remember your organization's account number so that you can make
deposits into your own account.
DURING THE EVENT...
Every hour, the business manager or designated member need to collect money from admissions, beer sales, food sales and the
35
photographer. Once you are in possession of all the cash at that time, go to the Department of Public Safety office and put money in
the safe box. (Major events such as Homecoming, Rockfest, etc.) You can't be alone, take someone with you to be a witness. You will
need to sign a note with the amount of money, your initials, and the witness's initials.
ENFORCEMENT OF POLICY:

The primary enforcement agent for all public areas will be the Department of Public Safety.

The primary enforcement agent for specific guidelines relating to social events will be the Campus Activities
Office.

The primary enforcement agent for the specific guidelines relating to residence halls will be the Office of
Residence Life.
Although the primary enforcement of this policy rests with specific offices within the University, it should be recognized that all
persons within the University are a part of the University community. If members of the community are aware that the policy is not
being adhered to, it is suggested that they consider reminding the offending party of the policy. If the party does not comply, it is
requested that the appropriate enforcement agent be contacted. It should be understood that this policy does not preclude the District
of Columbia official from enforcing the laws and regulations of the District of Columbia.
SANCTIONS:
All issues and controversies arising from enforcement of this policy may initially or ultimately be resolved through the University’s
student judicial system. Violations may result in suspension of your organization from other events for up to three (3) years.
PUBLICATION/DISTRIBUTION OF POLICY:
The policy is shared at student organization meetings, orientation session, and meetings with student organization assistant. Your
advisor will be informed about the policy as well.
OBTAINING AN ALCOHOL BEVERAGE
REGULATION ADMINISTRATION (ABRA) LICENSE:
1.
Fill out the ‘Student Organization Event/Room Reservation’ form. Make sure the applicant obtains all necessary signatures.
2.
Once the event is approved by Campus Activities, get a letter from the Director. This letter will serve as the proof of
approval to host an event involving alcohol. The applicant can pick the letter up at Campus Activities after being notified by
Campus Activities to do so.
3.
Get the "ABC License" class F application and do it immediately. Make sure you follow their instructions accurately. Be
sure the applicant put down the information the organization plans to purchase alcohol from. The business must be in
Washington, DC. We recommend the Premium Distributors. NOTE: If you owe taxes to the government or have a prior
record of arrest, you will not be able to apply for an ABC license.
4.
Do not sign anything on the application yet. The applicant needs to get the application notarized before the representative
can sign his/her signature (The applicant only needs to sign his/her signature in the bottom of 2 nd page of ‘Temporary License
Application’ and ‘Certificate/Affidavit’). The notary service is provided at Gallaudet University for free of charge. To make
an appointment for this service: send an email to agnes.muse@gallaudet.edu.
36
5.
Go to Washington Metropolitan Police Headquarters to complete a Criminal History Request. This is a mandatory otherwise
the ABC license will not be granted. The department is located at 300 Indiana NW, Washington, D.C., 20001, suite #3058.
Be prepared to make a payment of $7.00 cash or money order only. They DO NOT accept credit card or any type of check.
6.
Once the applicant has completed all of the steps above, you may submit the application at 941 North Capitol Street, NE,
Washington, D.C., 20002 (Make sure the applicant has the completed ABC License application, notarized signatures, letter of
approval from the Director of Campus Activities, Metropolitan Police clearance, and diagram of the location of the event).
Be prepared to make a payment of $130, cash or money order only. Again, they do not accept credit cards or any type of
check.
7.
Once the applicant obtains the ABC license, make a copy of the license and submit the copy to Campus Activities Director.
8.
Keep in mind; the applicant will be required to stay at the alcohol serving area at the event during the duration of the event.
37
TOP-DOWN FLOWCHART OF CAMPUS ACTIVITIES ALOCHOL REGISTRATION
38
ROLES FOR STUDENT ORGANIZATION EVENTS ESTABLISHING A
COMMITTEE FOR SERVING ALCOHOLIC
BEVERAGES:
Advertise to get members for the Alcohol committee. The members must have alcohol monitor certificates in order to monitor an
event. If the organization does not have monitors, the event will not be approved. No exceptions will be allowed.
Set up a meeting/training with Campus Activities with the entire committee to review the procedures before the event.
Read and sign the “Policy for the Use of Alcoholic Beverages by Students on Campus.” The servers will sign as acknowledgement of
their responsibility to get their certification. The certificate is valid for 4 years.
ROLE OF MONITOR:








Displays sign.
Checks for legal drinking identifications.
Makes sure participants have only one glass of beer or wine at a time.
Monitors participants’ level of intoxication. Does not serve alcohol to any participant who is intoxicated or appears to be
intoxicated.
Reports to coordinator of any problems that may or are occurring.
Does not drink during or before work.
Does not allow participants to serve themselves.
Discontinues serving alcohol half an hour before event ends.
A mandatory organization meeting to review alcohol procedures is required before their event beings.
RESPONSIBILITIES OF CAMPUS ACTIVITIES MONITORS & HOST ORGANIZATION:
(Must be of legal drinking age and have alcohol monitor certificate)
CAMPUS ACTIVITIES MONITOR:







(May act as a monitor for admissions or crowd)
Is of legal drinking age.
Coordinates the responsibilities of the monitors.
Assures that all policies are followed.
Introduces themselves and monitors security personnel.
Does not drink during or before event.
May act as admissions person or crowd monitor.
MONITOR FOR ADMISSIONS:






Is of legal drinking age.
Display sign
Checks for IDs
Provided physical mark of legal drinkers
Monitors and/or denies entrance to participants who are intoxicated before entering.
Monitors participants’ level of intoxication before leaving.
39





Make arrangements for transportation if necessary.
Reports to coordinator of any problems that may or are occurring.
Does not drink during or before event.
Does not allow any alcohol to be brought into the event.
Does not allow any alcohol to leave the event.
MONITOR FOR CROWD:







Monitors crews, assures that non-legal drinkers are not drinking alcohol.
Does not drink during or before event.
Reports to coordinator of any problems that may or are occurring.
Assures that alcohol that is brought in (not bought at the event) is taken out.
Encourages students who have had too much to drink to eat and/or discontinue drinking.
Make bartenders aware of students who have had enough.
Assist admissions monitors.
MONITOR FOR ALCOHOL SERVING AREA:








Is of legal drinking age.
Displays sign.
Checks for legal drinking identifications.
Monitors participants’ level of intoxication. Does not serve alcohol to nay participant who is intoxicated or appears to be
intoxicated.
Reports to coordinator of any problems that may or are occurring.
Does not drink during or before work.
Does not allow participants to serve themselves.
Discontinues serving alcohol one-half hour before event ends.
SUGGESTIONS
To have a big event, you are strongly encouraged to have several committees in order to control the event. The recommended
committees are:
A) Admissions Committee
B) ABRA Holder
C) Security Committee
D) Refreshment Committee
E) Clean-Up Committee
Admissions Committee:







Display sign.
Checks IDs.
Deny entrance to participants who are intoxicated before entering.
Do not allow any alcoholic beverages to be brought into the event.
Do not allow any alcoholic beverages to leave the site of the event.
Must have a member stay at the admission gate until the event ends.
Provide physical mark of legal or non-legal age to drink.
ABRA Holder:


Display sign.
Do not allow participants to serve themselves.
40



Discontinue serving alcoholic beverages one-half hour before event ends.
Display sign informing what time the event ends so the participants will know when and finish using their tickets for
alcoholic beverages.
Must place the beer truck near an exit so the truck can leave one-half hour before the end of the event (for outdoor
events).
ABRA holder must observe bartender(s):
 Discontinue serving alcoholic beverages one-half hour before event ends.
 Serve only one 12oz. glass/cup of an alcoholic beverage at a time per participant.
 Do not serve alcoholic beverages to any participant who is intoxicated.
Security Committee:






Assure that all policies are followed.
Responsible to initiate the emergency network system.
Assist any of the committees who are having a difficult time.
First aid training is encouraged.
Check for illegal drinkers in the area of event.
Watch out for people trying to get into event without paying admission.
Refreshment Committee:


Be sure that student organizations have their representative with their food certificate present.
Provide non-alcoholic beverages and food.
Clean-Up Committee

Clean up the whole area where the event took place, including the restrooms.
STUDENT ORGANIZATION AND RISK MANAGEMENT AT GALLAUDET
UNIVERSITY
Student organizations that prepare for events have to consider many issues which involves in evaluating the risks involved, especially
with events involving alcohol. Student organizations are encouraged to think proactively with the activities or the logistics of their
events to minimized risk. We manage risk every day and it is a part of our live. Every decision we make, involves risks. When your
organization is planning the event, we recommend you to an assessment of the risk involved before you make decisions on which
activity you wish to proceed. Below are the five categories of risk:
Physical
Risks involved injuries to people that can occur in events with alcohol, weather, physical activity, food related illness, medical
emergencies, etc.
Reputation
Will your event put the organization or University in an embarrassing position? An example would be how you advertise your event,
the theme of your event, poor conduct by members or students, or hazing members.
Emotional
Does your organization put down or dismiss thoughts or feelings of your members, participants of your events, discriminate, etc.
Examples would include hazing members, making your event inaccessible, hostility among your members/participants, or
41
confrontations among members or participants.
Financial
This risks involved poor management of organization funds and its cash flow, fail to meet fund raising goals, and fail to budget and
oversee funding of events and other organizational activities.
Facilities
This involves the location of your event, meeting room, and maintaining the safety of your room as well as ensuring your meeting
room is secured and safe.
Use the following check list to help you prepare for your event using the five categories.
Event Risk Management Chart
Event
Possible Risk
Proactive measures
Hire a licensed
a bartender that
Example:
Alcohol will be sold
has insurance certifict e for
Sadie Hawkins Dance
Weather may be too cold
any liabilities that occur
November 15
Location may not be right due
during event.
9pm to 1am.
to weather
Train members with Campus
Receiving Dock
Activities staff on monitoring
the event using alcohol.
Change the location to
Multipurpose room or
because of weather.
SPONSORING MAJOR TRAVEL TRIPS:
Gallaudet University’s Campus Activities office does not sponsor, directly support, or sanction the on-campus advertising and
promotion of major travel trips or activities involving some risk to participants. The student organization should be aware that
participants in/or sponsors of these activities are not covered under the University’s liability insurance policy. A student who
participates in any such activity does so at their own risk and the University bears no responsibility for any injuries or damages which
they may sustain as a result of such participation. Senior Trips/Brickfestival Trips must begin after noon on Friday and cannot
interfere with academic time.
The following sets of guidelines are for those organizations that wish to sponsor a major travel venture:
42

Obtain the Trip Information Form from the Campus Activities office and fill out completely prior to advertising the
trip on campus. Completed forms will be kept on file to enable referral of prospective trip participants to the
sponsoring organization, and contacting participants in the event of an emergency while the trip is in progress.

It is mandatory for trip sponsors to use the following forms: Accident waiver and release form: To be duplicated,
and signed by all participants as they register or at a pre-trip meeting. This serves as notice of an assumption of risk
by the participants and asserts the reduction of potential liabilities that might be incurred by the sponsoring
individual or organization. Waiver and release forms are useful as informative vehicles for the activity, as a legal
acknowledgment of the participant’s assumption of risk. Trip roster form: a list of trip participants to be handed to
the Campus Activities office. Both forms are available in the Campus Activities office.

Any student organization cannot use Gallaudet University transportation services for travel. The policy for use of a
vehicle is as follows: NO alcoholic beverages are allowed to be consumed on any vehicle. The driver of a University
vehicle has the right not to drive if alcohol beverages are being consumed or has the right to contact the police
department for further actions. It is exception that SBG can request Gallaudet University transportation for
homecoming event only.
SPONSORING ACTIVITIES INCLUDING HIGH RISK:
Student organizations that sponsor activities involving some risk to participants (Club sports, sailing, weight lifting, etc.) should be
aware that participants in those sponsored activities are not covered under the University’s liability insurance policy. A student who
participates in any such activity does so at their own risk and the University bears no responsibility for any injuries or damages which
they may sustain as a result of such participation. For activities sponsored by a student organization which involves unusual risk (hang
gliding, parachuting, etc.), the organization should include the following as part of their program:

Schedule a pre-activity meeting for participants. At this meeting the nature of the activity should be described, any specific or
specialized equipment needed for the event should be explained, any accompanying material should be read, any physical
restrictions (bodily, the use of alcohol and drugs during the event, etc.) should be specified and a waiver should be handed
out, read to the group, signed and returned. It is also wise to have participants sign their names on a meeting attendance list
for your records.

Require participants to sign waiver forms (Accident Waiver and Claim, and Release Forms), which is available from Campus
Activities Office. Waivers are useful as information vehicles for the activity, as legal protection from lawsuits involving
injuries sustained from risks which were inherent in the activity, as a legal acknowledgement of the participant’s assumption
of risk and as a legal defense in cases not involving willful, wanton or gross negligence.

For some programs it would be advisable to offer trip insurance. Gallaudet University is not authorized to provide special
travel, medical or health insurance for trip participants. Some agencies, however, can offer this insurance. Trip insurance
must be provided at the participant’s expense.
43

The University reserves the right to deny any activity that is considered high risk to be held on campus property.

Any activity that is sponsored by an outside contractor must meet with the Campus Activities office for review. All outside
contract for said activities must meet University’s guidelines of insurance in order to meet the University’s approval. All
contracts must be reviewed by Campus Activities and Risk Management.
FUNDRAISING IDEAS
There are a number of ways a student organization can fund their programs and events. Options include dues, fund raising, admission
charges, and more. Often times, organizations combine two or three funding options to arrive at the budget needed to successfully plan
and implement their programs.
NO FUNDRAISING EVENTS CAN BE HELD BY ANY STUDENT ORGANIZATION DURING
FINALS WEEK, IN BOTH THE FALL AND SPRING SEMESTERS.
The following is a list of popular ideas for developing one's organization budget:
CO-SPONSORSHIP
It is often a good idea for two or more organizations to pool their ideas and plan a joint program. There are some
advantages to co-sponsoring programs such as less financial expenses from each participating organization; more
person power in planning, implementing, and evaluating; greater diversity of attendants; and a lot more fun.
DUES:
Student organizations at Gallaudet University may charge dues to their members if they wish but many groups
choose not to do this as it can result in limiting
ADMISSIONS CHARGES:
Student organizations may charge admission to raise funds for their organization or charity. Student organizations
are encouraged developing a careful budget which will help in determining the admission costs of the event itself.
TAX EXEMPTION
Student organizations are not permitted to use Gallaudet Tax ID number for most social events such as
Homecoming, snowball, Rockfest, etc. However, tax exempt number may use for organizations who host
educational events. See the Director of Campus Activities/Commuter Programs for more information. Often student
organizations request for sale tax exemptions for hotels/motels, restaurants, rental cars, and retail purchases. We do
not offer any sales tax exemption for student organizations.
44
FOOD SALES:
Organizational sales is restricted to Monday-Friday from 9 a.m. to 10 p.m. Sales are not permitted during study day
or final exam period. There are two types of sales:

A recognized campus organization may vend their own goods (bake sales, craft sales, candy, flowers, etc.) in
front of the Campus Activities office.

Tables must be reserved through the Campus Activities office. Proceeds from these sales are accrued
completely to the student organization.
CARNIVALS:
All carnivals, fairs, and festivals, "by whatsoever name called" which are conducted for a profit or gain, must be
licensed. Key points to keep in mind:

If mechanical amusement devices are used, liability insurance is required.

Carnival contracts must be reviewed by Campus Activities.

For additional information, see the Campus Activities office.
OTHER FUNDRAISING IDEAS
There are numerous fund raising ideas that an organization can institute. The following is a
sample of the many fund raising ideas:

Student/Faculty talent Show

Ethnic dinner

Car Washes

Coupon event book

Marathons: run, dance, jog, swim

Benefit dances

Plant sales

Garage sales

Candy sales

Sell buttons, boxer shorts, t-shirts

Raffle tickets

Fashion luncheon
FOOD SALES
ANY STUDENT ORGANIZATION WISHING TO SELL PREPARED FOOD THAT REQUIRES
COOKING FOR FUNDRAISING PURPOSES OR EVENTS ARE REQUIRED BY LAW TO HAVE A
FOOD PROCESSING CERTIFICATE.
45
TO OBATIN A CERTIFICATE, THE FOLLOWING PROCEDURES MUST BE FOLLOWED:

The organization contacts the Campus Activities Student Organization Assistant to register to take the Food
Processing Certificate Training Program.

Two food certificate-training sessions will be offered each year (October and February). Representatives from
the student organizations must attend the training.

Once the student organization has the certificate, it has permission to cook and prepare food. The certificate is
valid for four years. The person with the food certificate is required to be present while food is being
prepared at all times.

When an event is scheduled, reserve the Student Organization kitchen through the Campus Activities office.
Inform the office of who is in charge of the event, the student in the organization with the food certificate, and
what kind of food is being prepared.

To reserve a grill for your event or bake sale, requests to reserve a grill through Campus Activities is by noon
five business days in advance. Last-minute requests will not be accepted.

The same goes for the Alcohol Workshop, which is given at the same time as the Food Certificate Workshop
The food certificate can be revoked in less than four years if the individuals or the organization violates the policies of the
Campus Activities office. The student organization kitchen has received approval from the Board of Health Inspection and can
be used for food preparation of any kind.
WHAT DOES ALL THIS MEAN?
FOOD PREPARATION
Basic philosophy “cold things must be cold and hot things must be hot.” Therefore food preparation means any food which must be
cooked, frozen, mixed, etc. before sale. Examples are: Tuna sandwiches, cold cuts sandwiches, subs, English muffin pizzas, milk
shakes, banana splits and sundaes, tacos, hamburgers, hot dogs.
Food you can sell that doesn’t need a certified person includes bagels, doughnuts, and hot chocolate (when you add water to dry
powdered mix).
The certified person only needs to be there during the time that you’re making the food and for the duration of sales.
46
FOOD CERTIFICATES PREPARATION GUIDELINES
FOOD CARE:

Food shall be in sound condition, free from spoilage, filth, or other contamination and shall be safe for human consumption.

Food shall be obtained from sources that comply will all laws relating to food and food labeling.

The use of food in hermetically sealed containers that was not prepared in a food-processing establishment is prohibited.
FOOD PROTECTION:

At all times, including while bring stored, prepared, displayed, served, or transported, food shall be protected from potential
contamination, including dust, insects, rodents, unclean equipment and utensils, unnecessary handling, coughs and sneezes,
flooding, drainage, and overhead leakage or dripping from condensation.

The temperature of potentially hazardous food prior to preparation shall be 45 degrees F or below at all times. Ice may be
used us a refrigerant provided there is a barrier between the bed of ice and food.
FOOD STORAGE:

Food, whether raw or prepared, if removed from the container in which it was obtained, shall be stored in a clean covered
container except during necessary periods of preparation or service.

Container and container covers shall be impervious and nonabsorbent.

Container of food and all beverages shall be stored a minimum of six inches above the floor.
FOOD PREPARATION:

Food shall be prepared with the least possible manual contact, with suitable utensils, and on surfaces that prior to use has
been cleaned, rinsed, and sanitized to prevent bacterial cross-contamination.

Raw fruits and raw vegetables shall be thoroughly washed in potable water before being cooked or served.

The thawing of all potentially hazardous food, especially those high in protein, must occur in a refrigerator set at 45 degrees
or below.
47

All cooked food must have reached an internal temperature of 140 degrees F or greater.

After preparation, “hot” food much be kept at a temperature between 140 and 165 degrees F. Cold food must be kept at 45
degrees F or below. No prepared food, except sweets stored in containers, may be held for more than two hours.

All condiments must be stored in containers in which it was obtained.

All utensils must be washed, rinsed, and sanitized after every use.

Tobacco use in any area designated for food preparation is prohibited.

After preparation, “hot” food much be kept at a temperature between 140 and 165 degrees F. Cold food must be kept at 45
degrees F or below. No prepared food, except sweets stored in containers, may be held for more than two hours.
PERSONNEL:

Restriction for person with infected of a disease in a communicable form that can be transmitted by food or who is a carrier
of organisms that cause such a disease or while afflicted with a boil, or infected wound, or an acute respiratory infection,
shall NOT work in a food service establishment in any capacity.

All persons involved in food preparation and service must have hair away from their face during the hours of operation.

There must be at least one person with food certification present at the food service area during the hours of operation.

It is the responsibility of all persons involved in every step of food preparation and sale to review this set of guidelines.
FOOD PREPARERS:

All persons handling food preparation must have received food preparation certifications from the Campus Activities office.

Persons with expired food preparation certification may not assist in food preparation.
FOOD SERVERS:
Food servers may not assist in food preparation except for the transport of food sealed inside containers.
BEVERAGE SALES:
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
Only Coke products will be sold. If a student organization is caught selling non-Coke products, the products will either be
confiscated or be distributed at no charge.
VIOLATIONS:

The Campus Activities office will handle all violations of the guidelines set forth here.

Possible disciplinary actions include, but are not restricted to immediate closure of food sales booth, loss of bake sale
privileges, and revocation of food preparation certificates.
RAFFLES:
In order to have raffle tickets as a part of your fundraising event, your organization MUST obtain a license to sell raffle tickets. The
process to obtain a license is very long and tedious. It requires approximately 6 months to be processed. If your organization wishes
to obtain a Raffle ticket license, please make an appointment with the Director of Campus Activities IN ADVANCE.
BAKE SALES
All bake sale event forms must be submitted ten (10) business days in advance to Student Body Government then to Campus
Activities. In failure to do so, your bake sale will be cancelled.
POLICIES AND PROCEDURES FOR USE OF STUDENT ACADEMIC CENTER BUILDING
KITCHEN:
1.
There is a $30.00 user fee to use the kitchen. In addition there will be a $50.00 deposit for use of the kitchen. The deposit is
refundable upon successful clean up.
2.
You are responsible for bringing your own cooking utensils/equipment and cleaning supplies.
3.
You are also responsible to provide your own gloves for cooking.
4.
You are responsible for cleaning the kitchen after your activity, including the Snack Bar area if used during your food sale.
You must put your trash/garbage in the trash container outside of the Student Union Kitchen in the hallway.
5.
Food must be removed from refrigerator by 10 a.m. on the following day of your reservation or it will be discarded.
6.
After your event, a Campus Activities staff member will check the kitchen for damages and cleanliness.
49
7.
All bake sales are to be held at the Student Activity Center
or outside between HMB and the Merrill Learning Center.
Learning Center, and SLCC.
CHECKLIST FOR
WEEKENDEVENTS
You will be held financially responsible for any broken
6 MONTHS IN ADVANCE
No bake sales are to be held inside of HMB, Merrill
8.
items, e.g. stove, dishwasher, cabinets, refrigerator, etc.
Fines will be determined based upon replacement or repair
cost estimate.
9.
Your $50.00 kitchen deposit will be returned within 24
hours of the inspection, provided that there is no damage
3 MONTHS IN ADVANCE
and that the kitchen is clean.
More information can be found in SBG Bylaws. The organization
members are required to have food certificates if they plan to
cook/prepare their food for the bake sales.
MAKE AN APPOINTMENT WITH THE CAMPUS
ACTIVITIES STUDENT ORGANIZATION
ASSISTANT TO ASSIST YOU WITH PLANNING
IN ADVANCE.
45 DAYS IN ADVANCE
WHO TO CONTACT FOR FACILITIES:
RECEIVING DOCK, ELY BUILDING,
STUDENT UNION BUILDING
1 MONTHS IN ADVANCE
Campus Activities
RATHSKELLAR & MARKET PLACE
Davina Kwong, Food Services
2 WEEKS IN ADVANCE
FIELD HOUSE & OTHER
ATHLETIC FACILITIES
Kris Gould, Athletics
HALL MEMORIAL BUILDING,
STUDENT ACADEMIC CENTER
Laura Wiley-Sauders, Registrar’s Office
50
CAFETERIA
Davina Kwong, Student Services
DORM
CRE of Dorm, Residence Life
PEIKOFF ALUMNI HOUSE
Abigail Drake, Gallaudet University Alumni
Assoc.
51
SECTION 4:
PUBLICITY
52
SUGGESTIONS/IDEAS FOR PUBLICITY
To effectively promote an organization or activity, it is important to develop channels of communication. It is necessary to know what
groups of students would be attracted to the event and how best to reach those students. Below is a list of possible publicity aids for
student activities:
POSTER MAKING
Banners and posters are a popular and an effective form of advertising on campus. Posters should be “eye catching” and easy to read.
The student groups sponsoring the event must be listed on the poster. All posters must be approved by the Campus Activities office
and be stamped with an expiration date. Student organizations must take their posters off within 48 hours of the expiration date.
See the Poster Approval Policy, in this section, for a complete list of requirements. Student organizations interested in using the
Campus Activities office poster/banner making service can stop by the Campus Activities and complete a poster service form.
Posters/banners can be purchased through an interdepartmental invoice or with cash. (Prices are subject to change without notice.)
STUDENT HANDBOOK
An annual listing of University events and services are included in this Handbook. Information is contributed by student
organizations, Athletics, Academic Departments, Student Affairs, to the handbook. Students can get a free handbook with a valid
Gallaudet ID. The information will be largely based on the events determined at the Lottery Day held by Student Body Government.
CAMPUS ACTIVITIES TELEVISION
The Campus Activities Television is maintained by the Campus Activities office, and accepts flyers in .JPEG, .PDF and .PPT forms.
To submit your flyer, fill out a television message request at the Campus Activities front desk at least one day in advance.
POST OFFICE MAILBOXES
Individual mailboxes are located at Student Union Building. Mailboxes may be used for flyers, brochures, or other kinds of
advertisements. You can deliver to the mailboxes after 11:00 a.m. Post Office workers will not put the advertisements into the
mailboxes. Student organizations will have to do it themselves. The Buff and Blue Newspaper: The Buff and Blue is a biweekly
publication by the student body on campus activities and campus news. See the Buff and Blue offices for advertising prices.
BOOTHS
Student organizations may set up a booth to advertise in Student Academic Center. To set up a booth, a Student Organization Event
Form must be completed at the Campus Activities office. If you want to set up a booth at the cafeteria, you will need to contact the
cafeteria manager.
DOOR TO DOOR
Student organizations, with permission of CREs at resident halls, may pass out advertisements under dorm room doors.
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ON THE GREEN
A bi-weekly publication for members of the University community featuring front page news, personalities, job opportunities,
features, campus activities, and regular columns. The Office of Alumni Relations and Advancement prepares this.
COPY MACHINE
Photocopying is a quick, relative high quality method of producing publicity materials. All copies are in black and white. Your
organization can come to the Campus Activities office to make copies. You can fill out the order form and place orders of how many
copies you want.
GALLAUDET CALENDAR OF EVENTS
You can submit your event information to Campus Activities Office and request that it be added to the Calendar of Events
online.(http://pr.gallaudet.edu/forms/)
DAILY DIGEST
Events must be submitted online by 3 p.m. the weekday before you want it to be announced. For example, if you want your
announcement to be sent out on Tuesday morning, it needs to be submitted by 3 p.m. on Monday. It has to be submitted on 3 p.m. on
Tuesday if you want it sent on Wednesday, and so on. Please note, if you want your event to be sent on Saturday, Sunday or Monday,
they need to be submitted by 3 p.m. on Friday. Information in Daily Digest is not directly linked to the University Calendar.
When you are filling out the submission form, make sure that you indicate how many days you want it posted—the maximum is five.
Also, it is very important for the person who makes the request to save the response email you will receive because it will include a
link that will allow you see how many “hits” your announcement receives. You will be able to see how many people have open and
read your message.
WEBSITE
Registered student organization must get approval from the Office of Campus Activities for hosting an event on campus/off campus
first before they advertise their events on website, Facebook, and/or any form of marketing on internet.
CAMPUS ACTIVITIES ADVERTISTNG POLICY
The times for approving posters are as follows: 8:30 a.m. to 5:00 p.m. Mondays to Fridays.
All posters/signs must be submitted to the Campus Activities office for a stamped expiration date prior to being posted on
campus.
Signs/posters approved by the Campus Activities office must be posted only on bulletin boards in buildings.
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Posters/announcements for events must include all information such as location, time, date, contact person, and sponsored by which
organization.
Posters shall not be posted on plastic, vinyl, wood, painted surfaces, glass or the exterior of the buildings.
Posters must be removed within 48 hours after the event/activity.
The Campus Activities office will not approve posters unless the group/individual sponsor is noted. All rooms/events must be reserved
and approved before approving posters through verification form to the Campus Activities office.
Posters/announcements with obscene language or pictures (offensive to accepted standards of decency or modesty), sexist, or
discriminatory against specific groups or individuals will not be approved.
Posters or announcements of programs, special events and student activities may be posted no more than two weeks prior to the actual
event; meeting announcements and large bed sheets two weeks, personal announcement such as rides needed, for sale, etc. for one
month.
Registered student organizations may place any form of advertisement in Gallaudet buildings only with the approval of the Campus
Activities office. Any form of advertisements may be placed in the residence halls with the approval of CRE. Banners/Posters in the
SAC atrium area are allowed to be advertised for a two week limit. If an organization wishes to leave their banner/poster for a longer
duration, permission is required by the Coordinator/Director of Campus Activities.
Outside groups
Outside groups who wish to advertise events for the Gallaudet community must have a sponsor to have the event advertised on cam
pus.
All publicized materials on religious activities unrelated to the Office of Campus Ministries will be sent to the Office of Campus
Ministries for review before approval.
Banner Policy
For Student Organizations:
One banner per student organization hanged at the Marketplace. Banner size is to be in vertical style and size of 66" x 40" or less.
Student Body Government has the privilege to hang a large banner once a year such as Spirit Week banner (180" x 72") in horizontal
style.
For Fraternities/Sororities:
Greek organizations who wish to hang two banners to advertise two different events, they are to be posted in a different location,
other than the SAC atrium.
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For the "Pledge Names" banners- These banners can be hanged up for two weeks. We only will accept twin size sheet (66" x 96") or
smaller due to insufficient space at the MarketPlace area. Greek organizations who wish to hang it up for more than two weeks, please
hang them at a different location. Banners are to be in vertical style not in horizontal style.
THE CAMPUS ACTIVITIES OFFICE RESERVES THE RIGHT TO DENY ANY POSTERS THAT
DEEMED INAPPROPRIATE.
WHAT WILL NOT BE APPROVED BY CAMPUS ACTIVITIES?

Sexist or racist language or similar phrases that degrade people.

Nude or partially nude pictures of the human body.

Symbolic graphics that would indicate a negative image of a person or
group.

All advertisements must be in good taste. Examples of advertisements
that are considered in bad taste are those advocating the abuse of
alcohol, sexism, or sexual connotations, prejudice, and drugs or
paraphernalia.

Blatant words and phrases connoting irresponsible behavior must be
avoided.

Displaying pictures of guns are not allowed.

No posters or announcements advertising alcohol will be approved.
Pictures of beer, wine, public drunkenness are not permitted unless for
health purposes.
o
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SECTION 5:
FINANCES
57
ORGANIZATION FINANCES
FINANCIAL TRANSACTIONS
At the beginning of fall semester, the organization president, vice president and treasurer must sign the Financial Authorization Form.
The form would authorize the officers to make financial transactions for their organizations. If they do not sign the form, they cannot
sign the check requests, petty cash requests and other financial transactions.
Approvals will be based upon the organization’s availability of funds. If an organization does not have sufficient money in the
account to make such a request, any requests cannot be granted that exceeds the amount stated in the account.
IMPORTANT: ALL FINANCIAL REQUESTS MUST BE SIGNED BY BOTH
ORGANIZATION TREASURER AND ORGANIZATION PRESIDENT OR VICE-PRESIDENT. NO
EXCEPTIONS!
BUDGETING FOR THE NON-BUDGET MINDED
WHAT IS A BUDGET?
Webster’s Collegiate Dictionary defines budget as “a statement of the financial position of an administration for a definite period of
time based on estimates of expenditures during the period and proposals for financing them."
Ask the average person on the street to define budget and you’ll get different results:
“It’s how much money I’ve set aside for different things.”
“It’s a limit for how much I can spend.”
“It’s a mystery.”
Sound familiar? Let’s go back to Webster’s definition to unravel why budgets are so confusing.
BUDGET ARE PREDICTIONS
First and foremost, budgets are predictions. The definition says, “Based on estimates of expenditures.” Budgets do not apply to what
happened yesterday or last month; they get us through tomorrow, next month, or next year. So, budgeting is guesstimating how much
you plan to spend. The first few times you review your organization’s budget, you might feel like your numbers are all wrong, but the
more you practice guesstimating, the better your budget will reflect your actual expenses. Like parallel parking, budgeting requires a
good eye, familiarity with your vehicle (i.e., your organization’s needs), and lots of practice.
BUDGETS ARE NOT MADE TO LAST FOREVER
The definition also says budgets are “for a definite period of time.” Budgets have expiration dates. At Gallaudet, we base our budgets
58
on the fiscal year, which is October 1 to September 20. As an organization, you base your budget on the academic year, from the
beginning of the fall semester to the ending of the spring semester. With guesstimating, you cannot expect anyone to ballpark their
expenses with an open timeline -- that’s like taking a walk without setting a time or distance limit. (You’d end up like Forrest Gump,
crossing the nation and not really knowing why.) So, an academic year is a reasonable timeframe in which to say, “This is what I want
to do, and this is how much money I think I will need.” By the way, budgeting means your organization must revisit its budget every
year. Your anticipated activities for next year will not be the same as this year’s.
BUDGETS IS A PICTURE OF YOUR FINANCES
Finally, the definition says. “... proposals for financing them.” This is the part of the budget that you probably know best. It is the
“expense account” part of the definition. Budgets show how expenses are broken down into categories. Just as it helps to have a
timeframe for your expenses, it also helps to analyze how you will incur them. For example, hosting a conference requires dozens of
expenses -- honoraria, travel, interpreting, space rental, Web marketing, postage, etc. It is impossible to pull a figure out of thin air;
you need to consider the pieces that come together to make the whole thing work.
FINALLY!
That’s what a budget is. It’s how your organization plans to spend its money. It is also important to emphasize what a budget does. It
guides spending for the next year. The primary is to have it links your organization’s actions (through expenditures) with its priorities.
Your organization has goals to achieve -- they cannot be successful without investing money for the training and materials your
organization’s members need.
KEEP IN MIND: YOUR BUDGET REFLECTS YOUR ORGANIZATION’S PRIORITIES.
INFORMATION
Information retrieved from Gallaudet University Budget Handbook 2007-2008
You can download the forms on your own at any time. You can find the forms at
http://accounting.gallaudet.edu/forms.html.
59
POINTS TO REMEMBER
See the Campus Activities office for referral service and important financial
organization tips.
Please do not make any deposit or send any money until your organization gets
approval from the Campus Activities office.
Contractual approval, for organizations with University accounts that wish to commit
funds, takes two to four weeks for approval.
All contracts which commit University funds must go through the proper approval
channels. Organizations that do not adhere to the process, and do not allow for
sufficient approval time, will not be guaranteed monies for contract payment.
Payment should always be by check or money order rather than cash. Beware of
making advance deposits. Always make a copy of the contract and commit to writing
any verbal agreements that are made after the contract is signed.
VERY IMPORTANT:
If your organization needs to change or cancel some information, call or write
the agency immediately!
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PETTY CASH & CASH ADVANCE (UP TO $100.00)
Petty cash can be used to spend on event planning such as decorations, refreshments and other aspects used to prepare for an event.
Petty cash is limited up to $100.00. First, fill out a Petty Cash form and enclose an invoice/receipt in advance. If you do not have an
invoice or receipt, you still can fill out the petty cash form as long as you will provide an invoice/receipt within three business days.
This is considered a cash advance. Before submitting the petty cash requests, the requests must be approved by Campus Activities.
After the approval, the member can pick up the petty cash request and bring it over to the Cashier’s Office where he or she can pick up
the requested amount of cash. Look at Appendix for a pictorial explanation of the form.
61
CHECK REQUESTS
Check requests can be used to reimburse a member or to make a payment to a source for organization-related matters. The check
requests must be approved by Campus Activities. After the approval, the member can pick up the request and bring it over to the
Accounts Office (College Hall, Rm. 108). The check requests must enclose receipts and invoices that match the amount written on the
check requests. The checks can be arranged to be picked up at the Cashier’s Office or be sent to the member’s mail box. The check
requests will take three to five business days to be processed. Please do the check requests at least a week in advance to ensure
proper signatures are received, and that Campus Activities has sufficient time to check account balance.
For your organization’s
internal record keeping
You must provide the mailing address (and social security number, if applicable)
for the payee, even if the payee insists on picking up the check. It is an auditing
thing, don’t question it.
If the check reaquest is for several dif erent products, you can list
them here with their respective costs. Please provide as much detail
as you can.
You can split costs with other organizations or assign multiple expense accounts to one check request. Doing this will provide you with a more accurate picture of how you are spending money.
Complete this section,
if appropriate.
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INTERDEPARTMENTAL INVOICE (II)
Think of it like having a checking account on campus. If a student organization has an account on campus, the student organization
can use Interdepartmental Invoice (II) to make purchases on campus. The purchases can range from buying large bulks of colored
papers at Campus Activities to buying items at the Bookstore to paying an electrician for an event at the Receiving Dock. The
Interdepartmental Invoice must be submitted to Campus Activities for approval. After approval, the member can pick up the
Interdepartmental Invoice form and deliver it to the person/unit the organization is making purchases from.
For your organization’s internal record keeping
Whatever you enter here will appear on your report summary.
You can use the additional lines to list other products/
services and their costs.
Complete the area that pertains to your organization. Only complete the other organization/
department’s information if you have discussed department and account numbers with them. As
with check requests, you can splitt costs/credits among several dif erent accounts.
Always provide documentation!
63
REQUISITIONS
Used mainly for large events. See Campus Activities for further information.
64
SPECIAL PERSONNEL ACTION FORM
This form is used for unit fee student organization(s) only. Please make an appointment with the Activities & Operation Specialist for
further information.
65
SECTION 6:
HAZING & DISCIPLINARY
PROCEDURES
66
GALLAUDET UNIVERSITY HAZING POLICY
The following hazing policy applies to all student organizations and students of Gallaudet University.
DEFINITION OF HAZING
Any action taken or situation with or without consent, whether on or off University premises, which recklessly, intentionally,
or unintentionally, endangers the mental or physical health or safety of a student, or creates risk of injury, or causes
discomfort, embarrassment, harassment or ridicule, or which willfully destroys or removes public or private property, or
violates any Federal, local statute, or University policy. In most instances, it concerns action taken or situations with or
without consent for the for the purpose of initiation. Promotion, fostering, or confirming any form of admission into or
affiliation with, or as a condition for continued membership in any student organization. The expressed or implied consent of
the victim will not be a defense to any action brought pursuant to this policy.
Activities and situations which are explicitly prohibited include, but not limited to, the following:
1. Any type of physical brutality, such as paddle swats of any nature, branding, pushing, shoving, striking, tackling, or similar activity;
2. Conducting any activity that results in sleep deprivation (less than 7 hours of uninterrupted sleep) on any given day, or conducting a
new pledge/ associate member activity between the hours of 11:45 p.m. and 7:45 a.m. Sunday evening through Friday morning;
conducting activities which do not allow adequate time for study or involve late work sessions or assignments that interfere with
academic, occupational, or athletic obligations; denying a pledge/associate member access to his/her bed at any time;
3. Forcing, requiring, encouraging pledges/associate members to drink alcohol or use any drug; providing or using such alcohol or
other drug as part of organizational activities. Under no circumstances should an individual be under the influence of alcohol during
pledge/associate member activities;
4. Forcing the consumption of any substance, i.e., dropping food in the mouth (eggs, grapes, liver, etc.) or goldfish; pouring, dropping,
throwing, or rubbing any substance (eggs, garbage, water, paint, syrup, etc.) on any individual;
5. Engaging in morally degrading or humiliating games, pranks, and activities such as:

Scavenger hunts that require or result in theft, forced or coerced road trips and/or kidnapping;

Destruction of property

Interfering with or disrupting other organizations on campus;

Blindfolding pledges/associate members;

Personal servitude (requiring pledges/associate members to clean up the mess of others, doing chores or
errands for the group or individual members, cleaning their rooms, serving meals or driving them to
class, for example);
67

Requiring or recommending the carrying of unusual items (bricks, pumpkins, plants, etc.)
6. Conducting any activity that results in sleep deprivation (less than 7 hours of uninterrupted sleep) on any given day, or
conducting a new pledge/associate member activity between the hours of 11:45 p.m. and 7:45 a.m. Sunday evening through
Friday morning; conducting
activities which do not allow adequate time for Conducting activities, which deter or hinder fulfillment of academic, athletic,
or occupational obligations; under no circumstances should pledge activities be conducted during academic hours, i.e. 8 a.m.
– 5 p.m. Mondays through Fridays (unless special permission has been granted by the Director of Campus Activities);
7. Deception and/or threat contrived to convince new pledge/associate member prior to installment that s/he will be not
initiated or able to join the organization
8. Forced isolation from friends or other members of the University community, including any prohibition from social
interaction, talking, or signing.
9. Yelling, taunting, cursing, insulting, and screaming at pledge/associate members;
10. Nudity or partial nudity at any time;
11. Exposure to the elements; calisthenics such as push-ups, sit-ups and runs; or any activity that adversely affects the mental
or physical health or safety of a student;
12. Forcing, requiring, or endorsing pledges/associate members to violate any University policy or any local or Federal law
and regulations;
13. Requiring line-ups, which are defined as lines or gatherings created for the purpose of traveling/going from one place to
another or a line where pledges/associate members are subject to interrogation or harassment. Occasional ceremonial line-ups
for the purpose of the announcement of pledges/members or events, however, can be conducted with advance approval from
the Director of Campus Activities;
14. Requiring the wearing of apparel or hairstyles that are conspicuous and/or normally in bad taste. This includes unusual
clothing styles or repetitious wearing of uniforms. Occasional wearing of uniforms for special events can be conducted with
advance approval from the Campus Activities Director; however, such occurrences will not occur during academic hours (i.e.
8 a.m. - 5 p.m. weekdays.)
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IMPLEMENTATION
Students are expected to conduct themselves in a manner which supports the educational mission and function of the University, as
well as to comply with all federal, state, and local laws. Students have a responsibility to familiarize their selves with the hazing policy
and will be held responsible for compliance with them. Members and prospective members of a student organization expected to
report any observed hazing incident or improper activity, and fully cooperate with law enforcement authorities and/or university
officials in the investigation of hazing and other illegal activities.
A representative officer, preferably the president or chairperson, and the faculty/staff advisor of each organization are responsible for
informing members (pledges, associate members, members, alumni members, and affiliated guests) of the foregoing policy. The
policy is to be read by the president or chairperson to the membership at the first meeting of the organization each semester
and must be posted in a prominent place for members to see. The policy is to be distributed at all rush parties and shared also with
each individual before any pledging or membership occurs. Prospective members are to be advised that hazing is not a requirement
for membership, nor is it tolerated.
Any person (national or regional officer, chapter advisor or alumnus, pledge, associate member, member, affiliate, guest, University
staff/faculty member, student) who suffers, witnesses, or has knowledge of an action in violation of this policy is required to report the
incident immediately to the Dean of Student Affairs, the Director of Student Center Programs and Services, the Campus Activities
Director, and/or the Coordinator of Student Conduct. The negligence or consent of the student/participant or any assumption of risk by
the student/participant is not a defense to an action brought pursuant to this policy.
If there is a violation of the hazing policy, the Coordinator of Student Conduct will implement appropriate University disciplinary
procedures. This does not preclude additional action taken by the organization itself, the national/international headquarters of the
organization, by the District of Columbia, or the Federal courts.
The Dean of Student Affairs or a designee may suspend or restrict a student organization for an interim period pending disciplinary
procedures when there is a reasonable cause to believe the continued activities of the organization and its members may pose an
immediate threat to or interrupt the normal functions of the University community. During the interim suspension or restriction period,
the organization may be required to cease all organizational activities and its access to University space may be denied. The
organization may be asked to vacate any assigned University space immediately upon written notice from the Director of Student
Affairs.
Hazing charges against individuals will be investigated and adjudicated in accordance with the wide range of sanctions in the Student
Code of Conduct; if found responsible for violations of the hazing policy, the organization itself may be subject to suspension or
dissolution.
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The Greek Presidents Council will be briefed about charges pending against a Greek organization, while the Student Body
Government will be advised of charges pending against a non-Greek organization only if an interim suspension is imposed against an
organization pending a hearing. The Greek Presidents Council or the Student Body Government will receive information regarding
penalties, if any, that are imposed against an organization in order to ensure compliance with the decision. The Coordinator of Student
Conduct may choose not to provide this information in extremely sensitive cases.
All student organizations must file a Hazing Compliance Form with the Campus Activities Office in the first two weeks of every
academic year and within 15 days after the election or appointment of new officers, to certify compliance with the Hazing Policy. All
officers, members and the advisor of every organization will be required to sign a form certifying that they have received, read, and
will abide the Hazing Policy of Gallaudet University. Any organization that does not file the Hazing Compliance Form with all
member signatures will be denied registration as an organization and lose all of its privileges and rights as an organization until the
form is filed.
Any person or organization in need of clarification of this policy should consult with the Dean of Student Affairs, the Director of
Student Conduct, Coordinator of Student Conduct and the Director of Campus Activities.
OFFICE OF STUDENT CONDUCT
HEARING PROCEDURES FOR STUDENT ORGANIZATIONS:
The discipline of student organizations is incorporated into the general Student Code of Conduct of Gallaudet University and operates
according to rules of that system. The University may carry out disciplinary proceedings and impose disciplinary sanctions on a
student organization or recognized club found responsible for violation(s) of the Student Code of Conduct without regard to the
pendency of civil or criminal litigation in court or criminal arrest and prosecution. Any member of the University community may file
charges against an organization for misconduct. Charges should be prepared in writing and directed to the Coordinator of Student
Conduct. Any charge should be submitted as soon as possible after the event takes place.
The Coordinator of Student Conduct may conduct an investigation to decide whether a formal charge will be brought against the
organization. The Coordinator of Student Conduct may refuse to grant hearings on complaints about incidents that occurred at a time
to distant from the date of the filing of charges or when information or testimony is too vague.
The following procedural guidelines are established for the direction of all persons and boards conducting formal hearings on
disciplinary complaints against a student organization at Gallaudet University.
A. The organization will be notified by the Coordinator of Student Conduct that a disciplinary complaint has been filed. The
president/chair of an organization and/or his/her designee shall represent the organization in any proceedings involving alleged
violations of the Student Code of Conduct by the organization.
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B. An appointment for a pre-hearing meeting with the Coordinator of Student Conduct must be made no later than five business days
after the letter is received. If a meeting with the Coordinator of Student Conduct is not arranged within five business days after receipt
of the letter, or if the organization fails to show up at the scheduled pre-hearing meeting to decide how the case will be handled,
information in support of the charge(s) will be presented and considered, and a decision will be made in the student organization
representative's absence.
C. The Coordinator of Student Conduct may conduct an investigation to determine if the charges have merit and/or if they can be
disposed of through a mediation committee established for this purpose on a basis acceptable to the Coordinator of Student Conduct.
The mediation committee will be chaired by a staff or faculty member selected by the Coordinator of Student Conduct. If the charges
are disposed of by mutual consent through the mediation committee, such disposition shall be final, and there shall be no subsequent
proceedings. If the charges cannot be disposed of by mutual consent, the charges will be handled by the Student Conduct Board or
Coordinator of Student Conduct. The Coordinator of Student Conduct, if present at the mediation committee, may later serve in the
same manner as a non-voting member of the Student Conduct Board in a hearing.
D. The organization shall be informed by the Coordinator of Student Conduct, in cases where a complaint appears to represent
substantial misconduct, of two possible ways to handle the case: 1) appear at a scheduled hearing and present its case before the
Student Conduct Board; or 2)
Accept responsibility for the violation(s) as charged, waive the right to a hearing and present witnesses on your behalf and accept
sanctions imposed by the Coordinator of Student Conduct. In the event of scheduling difficulties or special circumstances, the
complaint may be heard and action decided by an Administrative Student Conduct Board.
E. The president/chair of the organization and/or his/her designee may appear in person and present relevant information to the
Coordinator of Student Conduct or the Student Conduct Board, and may call witnesses. While efforts will be made to accommodate
the schedules of all parties involved, scheduling conflicts or the failure of witnesses to appear will not constitute grounds for a
continuance of the hearing. The designated representatives are responsible for presenting their cases and will have the opportunity to
hear and question all participants at the hearing. Should the designated representatives of the organization elect not to appear at the
hearing, it shall be held in their absence. The failure of an organization to appear may be a factor considered.
F. The designated representatives of the organization may be accompanied by an advisor (the advisor shall be a member of the fulltime faculty, staff, or student body of Gallaudet University, but not a lawyer). The designated representatives of the organizations are
responsible for presenting information during the hearing, and therefore, advisors are not permitted to speak or to participate directly
in the disciplinary hearing. Advisors may confer with a student only when there is not a question on the table or a response pending
from the student. In consideration of the limited role of an advisor, the organization should select an advisor or a person whose
schedule allows attendance at the scheduled date and time of the hearing because delays will not normally be allowed due to the
scheduling conflicts of an advisor. Violations of any restrictions for advisors will result in the advisor being removed from the hearing
at the discretion of the Coordinator of Student Conduct.
G. The organization may remain silent to preserve the right against self-incrimination. In such cases, other available information will
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be considered.
H. Formal rules of processes, procedures, and/or technical rules of evidence shall not be applicable to campus disciplinary proceedings
conducted pursuant to this Code. Any information or testimony the Board or the Coordinator of Student Conduct believes to be
relevant may be considered.
I. The Coordinator of Student Conduct shall exercise control over the proceedings to avoid needless consumption of time and to
achieve orderly completion of the hearing. Any person, including the representative of the student organization (the respondent), who
disrupts a hearing may be excluded by the Coordinator of Student Conduct.
J. After the hearing, the Student Conduct Board shall determine whether the organization is responsible for the violation with which it
is charged and will recommend sanctions, if any, to the Coordinator of Student Conduct from the range of sanctions applicable for
student organizations. All parties, the witnesses, and the public shall be excluded during Board deliberations. The Student Conduct
Board's determination shall be made on the basis of whether it is more likely than not that the accused organization violated the
Student Code of Conduct.
If the Student Conduct Board, Coordinator of Student Conduct, or the mediation committee participants decide that a violation did
occur, but the organization is not responsible for the violation, the complainant may proceed with charges against individual(s)
through the Student Conduct program in accordance with guidelines in the Student Code of Conduct. The student organization shall be
entitled to a verbal explanation of any decision, and a letter summarizing the decision and any disciplinary sanctions, if applicable,
will be sent to the student organization except in certain cases (e.g. sexual misconduct) where the complainant will also receive a letter
summarizing the decision and any disciplinary sanctions, if applicable.
K. The organization shall be informed of the right to appeal a decision. A decision or judgment of the Student Conduct Board or the
Coordinator of Student Conduct may be appealed to the Dean of Student Affairs. A decision or judgment of the Student Conduct
Board or the Coordinator of Student Conduct may be appealed by either or both of the opposing parties upon the following grounds:
The Student Conduct Board hearing was not conducted fairly and in conformity with prescribed procedures, which made it unfair.
Deviations from designated procedures will not be a basis for sustaining an appeal unless significant unfairness results.
There is new or newly discovered information that could not have been produced at the hearing. For the Dean of Student Affairs to
consider new information sufficient to alter a decision, or other relevant facts not brought out in the original hearing, such information
and/or facts must not have been known at the time of the original hearing by the appellant.
The decision was or was not supported by substantial information considering the record as a whole. That is, the facts in the case were
or were not sufficient to establish that a violation of the Student Code of Conduct occurred.
The sanction imposed was excessive or insufficient and not appropriate for the violation.
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An appeal must be in writing, must indicate the basis of the appeal with an explanation, and must be made within five business days of
the date the parties were notified of the decision. In an appeal case, action assessed by the initial Student Conduct Board or the
Coordinator of Student Conduct may be held in suspense until acted upon in appeal, at the discretion of the Dean of Student Affairs or
his/her designee. The Dean of Student Affairs or his/her designee may affirm, reverse, or modify the sanction originally assessed. The
Coordinator of Student Conduct shall convey pertinent information to the Dean of Student Affairs or his/her designee. The decision of
the Dean of Student Affairs or his/her designee is final and is not appealable.
All Student Conduct hearings shall be closed to the public in order to protect the confidential nature of the proceedings.
Any Student Conduct Board member shall elect to abstain from participation in a hearing when the member has a duality of interest in
the case or a personal reason that precludes participation without prejudice. Any party may challenge a Student Conduct Board
member on the grounds of personal bias prior to the beginning of the hearing. A board member or members may be disqualified by the
Coordinator of Student Conductor upon majority vote of the voting members, conducted by secret ballot.
Determinations made or sanctions imposed under the Student Code of Conduct shall not be subject to change or challenge because
criminal charges arising out of the same fact-giving rise to violation of University rules are pending, were dismissed, reduced, or
resolved in favor of/or against the criminal law defendant.
Because of time concerns and the expenses it would incur, provision for written transcripts of campus disciplinary hearings is not
required.
The Student Conduct Board, meditation committee, and/or Coordinator of Student Conduct shall determine the rules of procedure in
addition to those stated herein and all procedural questions are subject to the final decision of the Coordinator of Student Conduct.
ALTERNATIVE DISPUTE RESOLUTION:
The University believes the mediation of disputes will encourage reporting and resolution of complaints. Mediation is appropriate
when all parties involved—the complainant(s) and respondent(s)—voluntarily agree to engage in this alternative dispute resolution
process and the Coordinator of Student Conduct agrees that it is acceptable alternative to resolve the complaint. Conciliation or
mediation is not appropriate for cases involving complaints of sexual misconduct or other serious violations of the Student Code of
Conduct; the Coordinator of Student Conduct will make a determination of whether or not conciliation or mediation is appropriate on
a case by case basis.
DISCIPLINARY PROCEEDINGS:
Any member of the University community (administration, faculty, staff, and students) may request charges against any student(s) for
alleged violations of the Student Code of Conduct. All allegations of violations should be prepared in writing and directed to the
Coordinator of Student Conduct. In addition, any allegation of violations should be submitted as soon as possible after the event takes
place. The Coordinator of Student Conduct may conduct an investigation to determine if the reported allegation(s) has merit and/or if
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they can be disposed of administratively by mediation or mutual consent of the parties involved on a basis acceptable to the
Coordinator of Student Conduct. If the charges are not admitted and/or cannot be disposed of by mutual consent, the Coordinator of
Student Conduct may later serve in the same manner as a non-voting member of the Student Conduct Board in a hearing. The
Coordinator of Student Conduct may refuse to grant hearings on complaints resulting from incidents that occurred at a time too distant
from the date of the filing of charges, or when information or testimony is too vague. Complaints generally should be made within 30
working days after discovery of the alleged violation and/or identification of the alleged violator.
A student charged for alleged violation(s) of the Student Code of Conduct will be entitled to a disciplinary conference or disciplinary
hearing. The Coordinator of Student Conduct will make a determination of whether a disciplinary conference or disciplinary hearing
will be held, based on the range of sanctions that may be issued for the particular violation. The Coordinator of Student Conduct will
serve as the hearing officer for the disciplinary conference or as a member of the Student Conduct Board at all disciplinary hearings.
In rare occasions the Director of Student Center Programs and Services will assume the role of hearing officer if the Coordinator of
Student Conduct is unable to serve in that capacity and the case cannot be rescheduled within a within a reasonable time.
Formal rules of process, procedures, and/or technical rules of evidence, such as are applied in criminal and civil court, are not used in
the Student Conduct disciplinary proceedings.
DISCIPLINARY CONFERENCE:
In instances where a student is charged with alleged Student Code of Conduct violations that will likely result in a sanction less than
removal from University housing, University suspension, or expulsion, the student will be entitled to a disciplinary conference. Minor
residence hall violations are usually handled in this manner (for more information on residence hall disciplinary conferences, see p.
119-120). A disciplinary conference will normally consist of an informal meeting between the respondent and the Coordinator of
Student Conduct, who will serve as hearing officer. The Coordinator of Student Conduct will gather all information necessary to make
a just decision in the case. If the Coordinator of Student Conduct determines that the student is responsible for the violation, the
Coordinator of Student Conduct will impose sanctions appropriate for the violation.
DISCIPLINARY CONFERENCE PROCEDURES:
The following procedural guidelines are established for respondents charged with violations of the Student Code of Conduct and
assigned to a disciplinary conference through the Student Conduct Office:
A. The student shall be notified by the Coordinator of Student Conduct or his/her designee that a complaint has been made. The
Coordinator shall provide the student with a written statement with the name of the complainant (person(s) or the University), the
procedures for resolving the complaint, and the range of sanctions that may be imposed.
B. The student must make an appointment for a pre-disciplinary conference meeting with the Coordinator of Student Conduct or
his/her designee no later than three business days after the letter is received.
C. If the student fails to arrange a meeting with the Coordinator of Student Conduct or his/her designee within three business days
after receipt of the letter or fails to show up at the scheduled disciplinary conference, information in support of the charge(s) will be
presented and considered.
D. The student shall be informed by the Coordinator of Student Conduct or his/her designee of two possible ways to handle the case:
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1) appear at a scheduled disciplinary conference and present his/her case before the Coordinator of Student Conduct, or 2) accept
responsibility for the violation(s) as charged, waive his/her right to a disciplinary conference and presenting witnesses on his/her
behalf, and accept sanctions imposed by the Coordinator of Student Conduct.
E. The student shall be notified at least 72 hours in advance of the time, date, and place of the disciplinary conference. All disciplinary
conferences shall be conducted in private.
F. A single disciplinary conference may be held for more than one person charged in a case arising out of a single or multiple
occurrence(s). The Coordinator of Student Conduct will make such determinations. However, each student retains the right to have
his/her case heard individually.
G. The student will have reasonable access to information pertaining to the case prior to and during the disciplinary conference.
H. The student may appear in person and present relevant information to the Coordinator of Student Conduct and may call witnesses.
The student will have the opportunity to hear and question all participants at the conference. Should the student elect not to appear at
the conference, it shall be held in the absence of the student. In such instances, the information in support of the charge(s) will be
present and considered even if the student is not present.
I. The student may be accompanied by an advisor (the advisor shall be a member of the full-time faculty, staff, or student body of
Gallaudet University, but not a lawyer). The student is responsible for presenting his or her own information, and therefore, advisors
are not permitted to speak or to participate directly in the disciplinary conference. Advisors may confer with a student only when there
is not a question on the table or a response pending from the student. A student should select an advisor or a person whose schedule
allows attendance at the scheduled date and time of the disciplinary conference because delays will not be considered due to the
scheduling conflicts of an advisor. Violations of any restrictions for advisors will result in the advisor being removed from the
disciplinary conference at the discretion of the Coordinator of Student Conduct.
J. Formal rules of processes, procedures, and/or technical rules of evidence shall not be applicable to disciplinary conferences. Any
information or testimony the Coordinator of Student Conduct believes to be relevant may be considered.
K. After the disciplinary conference, the Coordinator of Student Conduct shall determine whether the student is responsible for the
violation with which he/she is charged. The Coordinator of Student Conduct's determination shall be made on the basis of whether it is
more likely than not that the student violated the Student Code of Conduct.
L. The student shall be informed of the right to appeal a decision to the Associate Dean of Student Center Programs and Services (or
the Dean of Student Affairs, if the Associate Dean served as hearing officer in the case). A decision or judgment of the Coordinator of
Student Conduct may be appealed by either or both of the parties involved on the following grounds:
The disciplinary conference was not conducted fairly and in conformity with prescribed procedures, which made it unfair. Deviations
from designated procedures will not be a basis for sustaining an appeal unless significant unfairness results.
There is new or newly discovered information that could not have been produced at the conference. In order for the Associate Dean of
Student Center Programs and Services (or the Dean of Student Affairs, if the Associate Dean served as hearing officer in the case) to
consider new information sufficient to alter a decision, or other relevant facts not brought out in the original conference, such
information and/or facts must not have been known at the time of the original conference by the appellant.
The decision was or was not supported by substantial information considering the record as a whole. That is, the facts in the case were
or were not sufficient to establish that a violation of the Student Code of Conduct occurred.
The sanction imposed was excessive or insufficient and not appropriate for the violation.
An appeal must be in writing, must indicate the basis of the appeal with an explanation, and must be made within five business days of
75
the date the parties were notified of the decision. In an appeal case, sanctions assessed by the initial Coordinator of Student Conduct
may be held in suspense until acted upon in appeal. The appeal will be reviewed by the Associate Dean of Student Center Programs
and Services (or Dean of Student Affairs if the Associate Dean served as the hearing officer), and he or she may affirm or reverse the
decision, or modify the sanction originally determined. The Associate Dean of Student Center Programs and Services (or Dean of
Student Affairs if the Associate Dean served as the hearing officer) may decide to remand the matter back to the Coordinator of
Student Conduct to reopen the hearing, if appropriate. The Coordinator of Student Conduct shall convey pertinent information related
to the case. The decision of the Associate Dean of Student Center Programs and Services (or Dean of Student Affairs if the Associate
Dean served as the hearing officer) is final and is not appealable.
All disciplinary conferences shall be closed to the public in order to protect the confidential nature of the proceedings.
Because of time concerns and the expenses it would incur, provisions for written transcripts of disciplinary conferences is not
required.
The Coordinator of Student Conduct shall determine the rules of procedures in addition to those stated herein, and all procedural
questions are subject to his/her final decision.
DISCIPLINARY HEARING:
In instances where a student is charged with alleged Student Code of Conduct violations that will likely result in a range of sanctions
that may include residence hall suspension, University suspension, or expulsion, the student will be entitled to a disciplinary hearing.
A student may also choose to waive his/her right to a disciplinary hearing and request a disciplinary conference with the Coordinator
of Student Conduct, with the understanding that the full range of sanctions, including residence hall suspension, University
suspension, or expulsion, will be applicable. A disciplinary hearing will involve a Student Conduct Board or an Administrative
Student Conduct Board.
STUDENT CONDUCT BOARD:
The Student Conduct Board is a fact-finding and decision-making body consisting of members of the University community (who
have been selected and received training by the Student Conduct Office staff), a non-voting Hearing Coordinator, and a non-voting
Coordinator of Student Conduct. The members of the Student Conduct Board have the responsibility for hearing complaints against
students, determining whether a student is, more likely than not, responsible for a violation of the Student Code of Conduct, and
recommending disciplinary sanctions to the Coordinator of Student Conduct.
ADMINISTRATIVE STUDENT CONDUCT BOARD:
The Administrative Student Conduct Board consists of faculty and/or staff representatives and the Coordinator of Student Conduct.
The non-voting Coordinator of Student Conduct will serve as the hearing official and as a consultant to the Board. This Board, which
meets when the Student Conduct Board is not able to meet, is empowered to make decisions and recommend disciplinary sanctions.
DISCIPLINARY HEARING PROCEDURES:
The following procedural guidelines are established for the direction of all persons and boards conducting disciplinary hearings on
complaints against a student at Gallaudet University.
The student shall be notified by the Coordinator of Student Conduct that a complaint has been made. The Coordinator shall provide
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the student with a written statement with the name of the complainant (person(s) or the University), the procedures for resolving the
conflict, and the range of sanctions that may be imposed.
The student must make an appointment for a pre-hearing meeting with the Coordinator of Student Conduct or a designee no later than
five working days after the letter is received. If the student fails to arrange a meeting with the Coordinator of Student Conduct within
five working days after receipt of the letter or fails to show up at the scheduled pre-hearing meeting, information in support of the
charge(s) will be presented and considered.
The student shall be informed by the Coordinator of Student Conduct of several possible ways to handle the case: 1) appear at a
scheduled hearing and present his/her case before the Student Conduct Board, 2) request a disciplinary conference and waive your
right to a Student Conduct Board hearing or 3) accept responsibility for the violation(s) as charged, waive your right to a hearing and
presenting witnesses on your behalf, and accept sanctions imposed by the Coordinator of Student Conduct. In the event of scheduling
difficulties or special circumstances warranting it, the complaint may be heard and action decided by an Administrative Student
Conduct Board hearing.
The student shall be notified at least 72 hours in advance of the time, date, and place of the hearing. Hearings shall be conducted in
private.
A single hearing may be held for more than one person charged in cases arising out of a single or multiple occurrence(s). The
Coordinator of Student Conduct will make such determinations. However, each student retains the right to have his/her case heard
individually.
The student may appear in person and present relevant information to the Coordinator of Student Conduct or the Student Conduct
Board, and may call witnesses. The student will have the opportunity to hear and question all participants at the hearing. Should the
student elect not to appear at the hearing, it shall be held in the absence of the student.
Students may be accompanied by an advisor (the advisor shall be a member of the full-time faculty, staff, or student body of Gallaudet
University, but not a lawyer). The student is responsible for presenting his or her own information, and therefore, advisors are not
permitted to speak or to participate directly in the disciplinary hearing. Advisors may confer with a student only when there is not a
question on the table or a response pending from the student. A student should select an advisor or a person whose schedule allows
attendance at the scheduled date and time of the hearing because delays will not normally be allowed due to the scheduling conflicts of
an advisor. Violations of any restrictions for advisors will result in the advisor being removed from the hearing at the discretion of the
Coordinator of Student Conduct.
The Board may, by majority vote, limit the number of witnesses because of redundancy or irrelevancy. The student may remain silent
to preserve the right against self-incrimination. In such cases, other available information will be considered.
Formal rules of evidence shall not be applicable to campus disciplinary hearings. Any information or testimony the Board or hearing
77
official believes to be relevant may be admitted.
After the hearing, the Student Conduct Board shall determine whether the student is responsible for the violation with which he/she is
charged. The student shall be entitled to an explanation of any decision. The Student Conduct Board’s determination shall be made on
the basis of whether it is more likely than not that the accused student violated the Student Code of Conduct. The burden of proof rests
on the complainant.
The student shall be informed of the right to appeal a decision to the Executive Director of Student Affairs. A decision or judgment of
the Student Conduct Board or hearing official may be appealed by either or both of the parties involved on the following grounds:

The Student Conduct Board hearing was not conducted fairly and in conformity with prescribed procedures, which made it
unfair. Deviations from designated procedures will not be a basis for sustaining an appeal unless significant unfairness
results.

There is New or newly discovered information that could not have been produced at the hearing. Inorder for the Executive
Director of Student Affairs to consider new information sufficient to alter a decision, or other relevant facts not brought out
in the original hearing, such information and/or facts must not have been known at the time of the original hearing by the
appellant.

The decision is not supported by substantial information considering the record as a whole. That is, the facts in the case were
not sufficient to establish that a violation of the Student Code of Conduct occurred.

The sanction imposed was excessive or insufficient and not appropriate for the violation.
An appeal must be in writing, must indicate the basis of the appeal with an explanation, and must be made within five working days of
the date the parties were notified of the decision. In an appeal case, action assessed by the initial Student Conduct Board or hearing
official may be held in suspense until acted upon in appeal, at the discretion of the Dean of Student Affairs. The Dean of Student
Affairs may affirm, reverse, or modify the sanction originally assessed. The Coordinator of Student Conduct shall convey pertinent
information to the Dean of Student Affairs. The decision of the Dean of Student Affairs is final.
No release of information about a case heard by a Student Conduct Board is permitted except jointly by the Student Conduct
Coordinator or higher administrative authority.
All Student Conduct hearings shall be closed to the public in order to protect the confidential nature of the proceedings.
Any Student Conduct Board member shall elect to abstain from participation in a hearing when the member has a duality of interest in
the case or a personal reason that precludes participation without prejudice.
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Because of the expenses it would incur, provision for written transcripts of campus disciplinary hearings is not required.
The Student Conduct Board and/or Coordinator of Student Conduct shall determine the rules of procedure in addition to those stated
herein and all procedure are subject to the final decision of the Coordinator of Student Conduct.
DISCIPLINARY SANCTIONS:
If a Student Conduct Board or the Coordinator of Student Conduct decides that a student organization should be disciplined, the
disciplinary action should be consistent with the severity of the offense. Following are sanctions recognized by Gallaudet University;
the Board or the Coordinator of Student Conduct may implement other sanctions instead of or in addition to those specified below:
A. Permanent Revocation of Organizational Registration - The organization shall not be represented on any student or University
organization, board, or committee. Office or housing space assigned by the University shall be vacated within ten (10) business days
from the date the notice of revocation is mailed. Space vacated due to this permanent revocation may be reassigned by the University.
B. Suspension - Denial of rights and privileges of a registered organization. Any organization whose registration is suspended must
cease all organizational activities upon receiving this sanction. Any member of a suspended organization may not hold an appointed or
elected office as a representative of the suspended organization in any other organization or committee for the duration of the
organization's period of suspension. The organization may be asked to vacate office or housing space assigned by the University.
Office or housing space assigned prior to suspension will not automatically be reassigned. The organization may reapply for space
assignment, subject to availability. Suspended organizations will automatically be placed on disciplinary probation for a minimum of
one academic year following their renewed registration and may be subject to conditions and/or restrictions during the probationary
status.
C. Disciplinary Probation - A period of review and observation during which the student organization whose conduct has been found
wrongful will be granted the opportunity to prove that it can uphold University rules and policies. Subsequent violations of University
rules, regulations, or policies could result in more severe sanctions. The terms imply that violation of any provision in the Student
Code of Conduct would be viewed not only as a violation of the regulation itself, but also as a violation of the probation and would
most likely result in the suspension of the organization. During the probation period, the organization may be subject to one or any
combination of the following conditions and/or restrictions:
Denial of the right to represent the University.
Denial of the right to maintain an office or other assigned space on University property.
Denial of the privileges of:
1.
Receiving or retaining funding;
2.
Participating in intramurals;
3.
Sponsoring a social event;
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4.
Sponsoring any speaker or guest on campus;
5.
Participating in a social event;
6.
Co-sponsoring any social event or other activity;
7.
Rush or membership recruitment;
8.
Eligibility for University awards or recognition;
9.
Representation on University and student committees, organizations, or boards.
10. Conditions - Limitations on a student organization's privileges for a period of time or
an active obligation to complete a
specified activity or activities. This sanction may include the conditions or restrictions listed under the disciplinary probation
sanction.
D. Disciplinary Reprimand - Verbal warning or written notification to an organization that it has violated a University rule, regulation,
or policy and that subsequent wrongful conduct by the organization will not be tolerated and may result in severe disciplinary
sanctions.
E. Restitution/Fines - Reimbursement for damage to, or misappropriation of property and/or compensation for injury to an individual,
group, or the University. This may take the form of appropriate service or other compensation.
F. Loss of Student Privileges - Limitations on a student's privileges for a period of time. Principals (officers, etc.) may be prohibited
from holding office in any other organization, depending on the severity of the negative leadership displayed. Students from a
suspended or revoked organization may also be prohibited from reforming a similar organization under another name.
G. Community Service - Work assignments may be a part of a disciplinary probation or may be imposed as an independent sanction.
If the student organization does not complete the community service assignment by the assigned completion date, a charge of noncompliance of a University decision will result. Such assignments will be in addition to the community service requirements as set
forth by the student organization guideline.
HEARING PROCEDURES FOR STUDENT ORGANIZATIONS:
The discipline of student organizations is incorporated into the general Student Code of Conduct of Gallaudet University and operates
according to rules of that system. Any member of the
University community may file charges against an organization for misconduct. Charges should be prepared in writing and directed to
the Coordinator of Student Conduct. Any charge should be submitted as soon as possible after the event takes place.
The Coordinator of Student Conduct may conduct an investigation to decide whether a formal charge will be brought against the
organization. The Coordinator of Student Conduct may refuse to grant hearings on complaints about incidents that occurred at a time
to distant from the date of the filing of charges or when information or testimony is too vague.
The following procedural guidelines are established for the direction of all persons and boards conducting formal hearings on
disciplinary complaints against an organization at Gallaudet University.
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The organization will be notified by the Coordinator of Student Conduct that a disciplinary complaint has been filed. The
president/chair of an organization and/or his/her designee shall represent the organization in any proceedings involving alleged
violations of the Student Code of Conduct by the organization.
An appointment for a pre-hearing meeting with the Coordinator of Student Conduct must be made no later than five working days
after the letter is received. If a meeting with the Coordinator of Student Conduct is not arranged within five working days after receipt
of the letter, or if the organization fails to show up at the scheduled pre-hearing meeting, information in support of the charge(s) will
be presented and considered.
The Coordinator of Student Conduct may conduct an investigation to determine if the charges have merit and/or if they can be
disposed of through a mediation committee established for this purpose on a basis acceptable to the Coordinator of Student Conduct.
The mediation committee will be chaired by a staff or faculty member selected by the Coordinator of Student Conduct. If the charges
are disposed of by mutual consent through the mediation committee, such disposition shall be final, and there shall be no subsequent
proceedings. If the charges cannot be disposed of by mutual consent, the charges will be handled by the Student Conduct Board or
Coordinator of Student Conduct. The Coordinator of Student Conduct, if present at the mediation committee, may later serve in the
same manner as a non-voting member of the Student Conduct Board in a hearing.
The organization shall be informed by the Coordinator of Student Conduct, in cases where a complaint appears to represent substantial
misconduct, of two possible ways to handle the case: 1) appear at a scheduled hearing and present its case before the Student Conduct
Board; or 2) Accept responsibility for the violation(s) as charged, waive the right to a hearing and present witnesses on your behalf
and accept sanctions imposed by the Coordinator of Student Conduct. In the event of scheduling difficulties or special circumstances,
the complaint may be heard and action decided by an Administrative Student Conduct Board.
The president/chair of the organization and/or his/her designee may appear in person and present relevant information to the
Coordinator of Student Conduct or the Board, and may call witnesses. The designated representatives are responsible for presenting
their cases and will have the opportunity to hear and question all participants at the hearing. Should the designated representatives of
the organization elect not to appear at the hearing, it shall be held in their absence. The failure of an organization to appear may be a
factor considered.
The designated representatives of the organization may be accompanied by an advisor (the advisor shall be a member of the full-time
faculty, staff, or student body of Gallaudet University, but not a lawyer). The role of advisors shall be limited to consultation with the
complainant or respondent; advisors may not address the Board or question hearing participants. Violations of this limitation will
result in the advisor being removed from the hearing at the discretion of the Coordinator of Student Conduct.
The organization may remain silent to preserve the right against self-incrimination. In such cases, other available information will be
considered.
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Formal rules of evidence shall not be applicable to campus disciplinary hearings. Any information or testimony the Board or hearing
official believes to be relevant may be admitted.
After the hearing, the Student Conduct Board shall determine whether the organization is responsible for the violation with which it is
charged and will impose sanctions, if any, from the range of sanctions applicable for student organizations. The organization shall be
entitled to an explanation of any decision. The Student Conduct Board’s determination shall be made on the basis of whether it is
more likely than not that the accused organization violated the Student Code of Conduct. If the Student Conduct Board, Coordinator of
Student Conduct, or the mediation committee participants decide that a violation did occur, but the organization is not responsible for
the violation, the complainant may proceed with charges against individual(s) through the Student Conduct program in accordance
with guidelines in the Student Code of Conduct.
If the Student Conduct Board, Coordinator of Student Conduct, or the mediation committee participants decide that a violation did
occur, but the organization is not responsible for the violation, the complainant may proceed with charges against individual(s)
through the Student Conduct program in accordance with guidelines in the Student Code of Conduct.
The organization shall be informed of the right to appeal a decision. A decision or judgment of the Student Conduct Board or hearing
official may be appealed to the Executive Director of Student Affairs. A decision or judgment of the Student Conduct Board or
hearing official may be appealed by either or both of the opposing parties upon the following grounds:
THE STUDENT CONDUCT BOARD HEARING WAS NOT CONDUCTED FAIRLY
AND IN CONFORMITY WITH PRESCRIBED PROCEDURES, WHICH MADE IT
UNFAIR.
New or newly discovered information that could not have been produced at the hearing. For the Executive Director of Student Affairs
to consider new information sufficient to alter a decision, or other relevant facts not brought out in the original hearing, such
information and/or facts must not have been known at the time of the original hearing by the appellant.
The decision is not supported by substantial information considering the record as a whole. That is, the facts in the case were not
sufficient to establish that a violation of the Student Code of Conduct occurred.
THE SANCTION IMPOSED WAS EXCESSIVE OR INSUFFICIENT
AND NOT APPROPRIATE FOR THE VIOLATION.
An appeal must be in writing, must indicate the basis of the appeal with an explanation, and must be made within five working days of
the date the parties were notified of the decision. In an appeal case, action assessed by the initial Student Conduct Board or University
official may be held in suspense until acted upon in appeal, at the discretion of the Executive Director of Student Affairs or his/her
designee. The Executive Director of Student Affairs or his/her designee may affirm, reverse, or modify the sanction originally
assessed. The Coordinator of Student Conduct shall convey pertinent information to the Executive Director of Student Affairs or
his/her designee. The decision of the Executive Director of Student Affairs or his/her designee is final.
All Student Conduct hearings shall be closed to the public in order to protect the confidential nature of the proceedings.
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Any Student Conduct Board member shall elect to abstain from participation in a hearing when the member has a duality of interest in
the case or a personal reason that precludes participation without prejudice.
Because of the expenses it would incur, provision for written transcripts of campus disciplinary hearings is not required.
Each Student Conduct Board, mediation committee, and/or Coordinator of Student Conduct shall determine the rules of procedure in
addition to those stated herein.
ORGANIZATION DISCIPLINARY SANCTIONS:
If a Student Conduct Board or hearing official decides that a student organization should be disciplined, the disciplinary action should
be consistent with the severity of the offense.
Following are sanctions recognized by Gallaudet University; the Board or hearing official may implement other sanctions instead of or
in addition to those specified below:
The organization shall not be represented on any student or University organization, board, or committee. Office or
housing space assigned by the University shall be vacated within ten (10) business days from the date the notice of
revocation is mailed. Space vacated due to this permanent revocation may be reassigned by the University.
SUSPENSION
Denial of rights and privileges of a registered organization. Any organization whose registration is suspended must
cease all organizational activities upon receiving this sanction. Any member of a suspended organization may not
hold an appointed or elected office as a representative of the suspended organization in any other organization or
committee for the duration of the organization’s period of suspension. The organization may be asked to vacate
office or housing space assigned by the University. Office or housing space assigned prior to suspension will not
automatically be reassigned. The organization may reapply for space assignment, subject to availability. Suspended
organizations will automatically be placed on disciplinary probation for a minimum of one academic year following
their renewed registration and may be subject to conditions and/or restrictions during the probationary status.
DISCIPLINARY PROBATION
A period of review and observation during which the student organization whose conduct has been found wrongful
will be granted the opportunity to prove that it can uphold University rules and policies. Subsequent violations of
University rules, regulations, or policies could result in more severe sanctions. The terms imply that violation of any
provision in the Student Code of Conduct would be viewed not only as a violation of the regulation itself, but also as
a violation of the probation and would most likely result in the suspension of the organization.
During the probation period, the organization may be subject to one or any combination of the following conditions
and/or restrictions:
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
Denial of the right to represent the University.

Denial of the right to maintain an office or other assigned space on University property.

Denial of the privileges of:

Receiving or retaining funding;

Participating in intramurals;

Sponsoring a social event;

Sponsoring any speaker or guest on campus;

Participating in a social event;

Co-sponsoring any social event or other activity;

Rush or membership recruitment;

Eligibility for University awards or recognition;

Representation on University and student committees, organizations, or boards.
CONDITIONS
Limitations on a student organization’s privileges for a period of time or an active obligation to complete a specified
activity or activities. This sanction may include the conditions or restrictions listed under the disciplinary probation
sanction.
DISCIPLINARY REPRIMAND
Verbal warning or written notification to an organization that it has violated a University rule, regulation, or policy
and that subsequent wrongful conduct by the organization will not be tolerated and may result in severe disciplinary
sanctions.
RESTITUTION/FINES
Reimbursement for damage to, or misappropriation of property and/or compensation for injury to an individual,
group, or the University. This may take the form of appropriate service or other compensation.
LOSS OF STUDENT PRIVILEGES
Limitations on a student’s privileges for a period of time. Principals (officers, etc.) may be prohibited from holding
office in any other organization, depending on the severity of the negative leadership displayed. Students from a
suspended or revoked organization may also be prohibited from reforming a similar organization under another
name.
COMMUNITY SERVICE
Work assignments may be a part of a disciplinary probation or may be imposed as an independent sanction. If the
student or student organization does not complete the community service assignment by the assigned completion
date, a charge of non-compliance of a University decision will result. Such assignments will be in addition to the
community service requirements as set forth by the student organization guidelines.
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SECTION 7:
CLASS TRADITIONS
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CLASS TRADITIONS
The individual class traditions have for many years been a source of pride and celebration for Gallaudet students. The University has
always, and will continue to recognize the importance of class spirit. This year’s class activities, however, have exemplified nothing of
which to be proud. The University cannot, and will not condone any event(s), which endangers the well-being of students, damages
property and encourages ill behavior. Further, the University cannot support and will take action against individual students and
organizations that ignore administrative decision and University policy. Therefore, the Class organizations will not conduct any
further traditional activities until appropriate action is taken to insure that future incidents of this sort do not occur. No event involving
hazing of any sort, Ex: physical, emotional or mental abuse will be approved. Further, events must be scheduled during reasonable
hours and involve positive participatory activities which are open to the campus community and publicizes as such.
CLASS TRADITIONS POLICIES AND PROCEDURES:
The entire event outlines prior to the meeting with the Director of the Campus Activities office must be written at least two weeks in
advance. Keep the entire communication network clear to the organization, president of the Class, and the Campus Activities office. It
is important that there will be no misinterpretation to occur in the communication network.
VIOLATIONS:
Any violations in the traditional class event guidelines will result in disciplinary actions against your organization. The organization
will be suspended from any activities for one year. Further actions may be filed with the Office of Student Conduct against the student
organization.
If unable to keep the traditional events in control, the Student Body Government will take action and make their decision regarding to
the traditional class event.
Anyone who disrupts the ceremony will face disciplinary action and it should not reflect on his or her organization. In case of a large
group of people belonging to the same organization, this situation will be considered separately from above. It reflects as an
organization, not an individual.
FRESHMAN CLASS TRADITIONS
CLASS SHIRT COLOR(S) AND POLICY
Set up a committee on Class color. Be sure your committee has rational to pick class color. Set up a committee on which class shirt to
order. NO class shall exactly duplicate color(s) that exist for a class organization within the last four years.
ATTENTION: YOUR CLASS WILL NEED A CLASS SHIRT BEFORE HOMECOMING DAY!
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RAT FUNERAL/SLAB DAY
Due to the closing of the preparatory class at Northwest Campus, the traditional Rat Funeral and the freshman Slab Day will be
combined together. At the time of print, the final guidelines have not been finalized. Please see the Coordinator of Campus Activities
for any further clarification and/or guidelines.
The Rat Funeral was the most significant event for preparatory students. The tradition started before 1900, when the preparatory
students were called the “Introductory Students,” and used real ducks for their “Duck Funeral.” The idea of using a Duck came from
the word, Introductory as the idea of “rat” came from the new official name of Preparatory Students. The event will be limited to 2
hours.
All committees will decide on the names for the male and female rats.
Students causing disruption will be barred from the Rat Funeral and all related events, as well as subjected to disciplinary and
legal action. All the communication and follow-ups with various individuals must be done in writing. The event shall take
place during daylight hours. The use of real rats is prohibited. The site location must also be approved by the Physical Plant
Department.
STEP BY STEP PROCEDURES FOR THE RAT FUNERAL
The information committee will tell the freshmen what to do. All freshmen must dress up.
There will be several committees: Flower, Grave, Tailor, Coffin, Decoration, Logistics (time, date of ceremony, who is the
minister, etc.), and Name (names for the rats).

During the day, people will come to the rat coffin to pay their respects.

In the afternoon, the minister gives the sermon and eulogy.

The minister gives a prayer.

The rats will be buried in a previously selected and approved site.
Participants can do whatever they wish during the ceremony so long as they conduct themselves in a mature manner
befitting college students. There will be no “watch” over the rats. The ceremony cannot continue further past the two hours
limit.
NOTE: Live rats must not be used as it’s in violation of the law and animal rights. You must use stuffed animal rats.
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HOSTING CLASS TRADITIONS
The mandatory events should be held during daylight.
The presidents of all Classes are responsible to notify their class members about the
Guidelines and Policies and Procedures.
If you are in doubt about the traditional event or questions regarding to the
traditional events, please don’t hesitate to discuss this matter with the Director of
Campus Activities.
EVENT COMMUNICATION
All detailed outlines, and any important information must be written and copies sent
to the following people:
1. Dean of Student Affairs
2. President of your organization
3. Department of Public Safety
4. Student Body Government President
5. Physical Plant Department (only for Rat Funeral, Slab Day, Tree
Planting)
6. Director of Campus Activities
7. Class Advisor
8. Facilities Coordinator
STEP BY STEP PROCEDURES FOR SLAB DAY
FRESHMEN
Make an appointment with the Student Development Advisor/Student Organization Assistant to discuss preparation of the
Slab Day. You will need to do an event registration form. Attach the march route sheet.
Student Development Advisor/Student Organization Assistant will make an appointment with the Grounds Department at
the Physical Plant to get a permit for the slab.
After the appointment with the Grounds Department, Student Development Advisor/Student Organization Assistant will
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notify the Department of Public Safety about the date of Slab Day.

Line up and walk to where the Rats are buried.

Place the Slab on the ground.

The priest will present a prayer.

Start to light the candles and throw flowers on the slab.
STEP BY STEPPROCEDURES FOR THE BANNER
SOPHOMORE
The office of alumni relations office has banners dating back to 1914 which shows this tradition has continued for a
long time. Class banners are a source of class pride. class colors, motto, and the names of the rats, long after graduation.
The traditional rat funeral ceremony occurs during freshman year and following the rat funeral is the slab, and tree, as a
way to honor the rat funeral. The class banners are hung on the upper level of Peikoff Alumni House (“Ole Jim”) and
show the class’ unique mark on Gallaudet.
In order to maintain consistency, the guidelines for class banners to be hung in the Upper Level of Peikoff Alumni
House (“Ole Jim”) are created. The banners usually come in three basic shapes: pennant, square, and rectangle. The
banners also need to be able to be viewed from a far distance.
Recommended sizes for the banners are below. If you would like to have a different shaped banner, a different size or
material, please contact the office of alumni relations.
Size (approximate)
Pennant: 14 inches by 37 inches
Square: 16 inches by 16 inches
Rectangle: 14 inches by 25 inches
Shape
Pennant
Square
Rectangle
Material
Cotton
Satin
Felt (preferred)
Fringe and tassels are fine.
Facilities will hang the banners.
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Each class is to make two banners; one for the class to keep of whatever size they choose, but a second one for the Alumni
Relations should follow these guidelines. The banner should have the following items on it:
1.
Gallaudet
2.
A logo of one of the buildings (not required but encouraged)
3.
Class logo and motto (if applicable)
4.
Class colors
The banner is to be handed to Alumni Relations by April 1.
This will enable the office of alumni relations to prepare the “banner hanging” ceremony during the week prior to the
graduation in May. This requires collaboration between the office and the graduating class.
STEP BY STEP PROCEDURES FOR THE TREE DAY
JUNIORS
Make an appointment with Student Development Advisor or the Student Organization Assistant before the scheduled
planting of the tree.
Make an appointment with the Grounds Department to get permission to plant a tree.
Send a letter to the Department of Public Safety on what time, when, and where the tree will be planted.

Line up and walk to the site where your slab was placed.

Plant the tree.

The priest will present a prayer.
STEP BY STEP PROCEDURES FOR SENIOR TRIP
SENIORS
Make an appointment with the Director of Campus Activities to discuss your plans for the senior trip four months before the
scheduled trip.
It is mandatory to have a workshop for the senior class before having a senior trip to discuss the importance and awareness
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of the general trip and visit site. Campus
Activities will arrange the workshop.
This trip cannot interfere with academic work. That means your senior class cannot have a week off from school.
It is also mandatory that you sign your name on the Trip Roster Form before your class departs on the trip with specific
information.
Regarding the deadline to notify the members of the destination, please see the Campus Activities coordinator for further
information. Departure/Arrival times cannot interfere with University Calendar.
TRADITIONAL ACTIVITIES DURING THE SENIOR TRIP
1) Select a King and Queen from your class. This is to recognize a person who has consistently contributed and participated
in class activities for the past four years.
2) Senior Banquet Announcement on King and Queen and have all your former class Presidents give some words. Also have
a person to give a wrap-up lecture of your class’ activities the last four years.
3) Burn the original Banner.
See Trip Waiver information on p. 42 (sponsoring major trips) for more information.
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