1. finance
2. personal finance
3. lending
4. student loans

Department of Student Life
Kennesaw State University
ksustudent.com
owllife.kennesaw.edu
STUDENT
ORGANIZATION
MANUAL
2014-2015
CONTENTS
SECTION 1: The Department of Student Life
3
SECTION 2: Student Organizations 4
SECTION 3: Student Organization Policies & Regulations
6
Posting Regulations10
Promoting your Group or Event
12
Disciplinary Procedures for Student Organizations
14
SECTION 4: Trademarks & Logos15
SECTION 5: Creating an Effective Organization
17
SECTION 6: Funding your Organization and Events
19
Student Activity Budget Advisory Committee (SABAC)
22
TRAVEL25
SECTION 7: Room Reservations & Event Planning
28
INDEX42
What we learn to do, we learn by doing. ~ Thomas Jefferson
2 | KENNESAW STATE UNIVERSITY | DEPARTMENT OF STUDENT LIFE
SECTION 1: THE DEPARTMENT OF STUDENT LIFE
There are four distinct units within the Department of Student Life: Student Involvement, Fraternity & Sorority Life,
Student Media and Operations. All the units work collaboratively to fulfill the mission of the department and of
Kennesaw State University.
Department of Student Life Mission
The Department of Student Life‘s mission is to foster holistic student development, promote peCSOnal growth, provide
diverse opportunities and empower students through experiential education, leadership development, relationshipbuilding, and civic engagement.
Department of Student Life Staff
Kathy Alday, Director of Student Life
(470) 578-6290
kalday@kennesaw.edu
Jennifer Messer, Student Reservations Coordinator
(470) 578-2128
jmesser3@kennesaw.edu
Ed Bonza, Associate Director of Student Life
(470) 578- 3083
ebonza@kennesaw.edu
Amie Mowrey, Student Media Marketing Manager
(470) 578-6265
amowrey@kennesaw.edu
Jennifer Morales, Assistant Director for Fraternity and
Sorority Life
(470) 578-3081
jmorale9@kennesaw.edu
Andrew Harvil, Program Coordinator, Office of Fraternity
and Sorority Life
(470) 578-3474
aharvill@kennesaw.edu
Janice Malone, Administrative Specialist for Reservations
(470) 578-3163
jmalone@kennesaw.edu
Cat Coulmas, Office Manager
(470) 578-6280
cccoulmas@kennesaw.edu
Buck Harris, Business Manager
(470) 578-6015
wharrisi@kennesaw.edu
Jurisdiction Over Student Organizations
1. The Director of The Department of Student Life exercises jurisdiction over all units of the Department of Student Life:
Fraternity & Sorority Life, Student Involvement, and Student Media.
2. The Associate Director of the Department of Student Life exercises jurisdiction over all Student Media organizations
(The Sentinel, The Talon, Share Magazine, and Owl Radio, and any other student media organizations recognized by
SABAC and the Student Media Board).
3. The Assistant Director for Student Involvement in the Department of Student Life exercises jurisdiction over all student
organizations.
4. The Assistant Director for Fraternity & Sorority Life in the Department of Student Life exercises jurisdiction over all
Fraternities, Sororities, and Greek Councils (Specific Fraternity & Sorority Chapter and Council Guidelines are outlined in
the Presidents’ Manual published annually by the Office of Fraternity & Sorority Life).
STUDENT ORGANIZATION MANUAL 2014-2015| 3
General Duties of the Department of Student Life
Relevant to Student Organizations
The Department of Student Life shall:
1. Enforce all university regulations and administrative
rules relating to organizations;
2. Investigate allegations that an organization has violated
a university regulation or administrative policy
3. Review applications, enrollment status, officer
eligibility, rules, bylaws, and constitutions of all
organizations that apply for registration on campus.
SECTION 2: STUDENT ORGANIZATIONS
GENERAL INFORMATION
Student Organizations are important!
Organizations at Kennesaw State University actively
participate in and contribute to a vibrant university
community. The more than 200 organizations at KSU
provide invaluable experiences and opportunities for
students to grow as individuals, leaders, and community
members. The debates, social and cultural events, lectures,
and many other activities organized by organizations
contribute to making Kennesaw State a very dynamic and
exciting place.
The Department of Student Life works to be proactive
in guiding organizations by providing education,
training, and consultation. Student Organizations and
the Department of Student Life exist as partners in
the university community. Student Life staff strives
to be facilitators to student organizations by defining
appropriate boundaries, sharing information, and assisting
in the decision-making process. We work to help CSOs
appropriately manage their risk and achieve their goals.
Additionally, student organizations add an important
component to campus life at KSU by providing an outlet
for the student voice to be heard and a vehicle for students
to have a substantial impact on campus. Secondly,
students gain valuable experience in the practical aspects
of leadership, communication, risk management, and
teamwork. Finally, it is our experience that students who
are involved on campus are more likely to be successful in
college and to gain more from their time at KSU.
Benefits for Student Organizations
Being part of an organization at Kennesaw State University
has many benefits. Student organizations have the privilege
of using on-campus facilities, copies, mailboxes, banners,
accessing student activity funds, sponsoring speakers and
public performances, and distributing literature to recruit
potential members. One of the most important benefits is
4 | KENNESAW STATE UNIVERSITY | DEPARTMENT OF STUDENT LIFE
access to the staff in the Department of Student Life for
assistance in program planning, risk management, conflict
resolution, fund raising, or other issues related to your
organization.
Types of Student Organizations
Students who have a special interest in a certain area
and want to form a group for others who are interested
in that particular area can create organizations. At KSU,
organizations fall into the following categories:
Academic
Communication/Media
Fraternity/Sorority
Faith-based/Spiritual
Graduate
Honorary
Military
Multicultural
Global
Performance/Fine Arts
Political/Social Action
Pre-professional
Special Interest
Certified Student Organizations (CSOs)
CSOs fall into the same categories as listed previously;
however, CSOs are organizations that have received
specific training and instruction that enables them to access
university funding and reserve space on campus. There
will be a number of opportunities to receive the training
and instruction during each fall semester, so please make
sure to read communications from the Department of
Student Life about these sessions.
Line-Item Organizations
Line-item organizations are those organizations that are
open to all students on campus, and that have regular
annual operating budgets. It is the obligation of these
organizations to provide programming in the way of
entertainment and education for all KSU students. At KSU,
line-item organizations are:
AASA: African-American Student Alliance
GS: Global Society
GSA: Graduate Student Association
ISA: International Student Association
KAB: Kennesaw Activities Board
KSUSM: Kennesaw State University Student Media
SGA: Student Government Association
Each of the line-item organizations has an office in the
Carmichael Student Center (Building 5). Please visit them
for more information.
To function as a part of the University student organizations must:
• Have successfully been approved by SABAC
• Be managed and run by currently enrolled KSU students
• Attend the Organization Leadership Conferences, one prior to fall semester and one at the beginning of spring
semester. Organizations that fail to send at least two representatives to these meetings or who fail provide
representation at a substitute training sponsored by the Department of Student Life will be deemed inactive or
placed on a provisional status until all requirements for active status have been met.
• Participate in training as required by the Department of Student Life
Responsibilities of Student Organizations
• Exhibit and support the mission of KSU and the Division of Student Success.
• Abide by all Department of Student Life and KSU policies and procedures as well as all federal, state and local laws.
• Conduct membership recruitment without regard to race, color, ethnicity, religion, sex, sexual orientation, national origin,
age, marital status, physical or mental disability, parental status, housing status, source of income or military status.
• Maintain a minimum of three (3) KSU student members at all times; all members must be currently enrolled.
Faculty/Staff Advisors do not satisfy student membership requirements in most cases.
• Maintain a full-time faculty or staff member as the Advisor.
• Attend mandatory meetings and complete the required registration or renewal application annually.
• Update the Department of Student Life with changes such as: rosters, contact information, officers, authorized
signatures, election reports, constitutions, etc.
• Work with the Department of Student Life Business Manager to ensure timely payment of all expenses incurred by
the group.
• Be good stewards of all facilities, student activity fees, campus resources and services provided on behalf of the
organization (i.e. audio/visual equipment, cubicles, student offices, etc.).
• Have a great time!
Privileges Extended to Student Organizations
• Approved use of campus facilities for organization sponsored meetings and activities
• Access to Student Activity Fee funds from the Department of Student Life or SABAC
• Eligibility to request use of University services and vehicles (please note that only faculty and staff members may
drive university vehicles); and
• Use of a KSU campus address for mail distribution
When an organization becomes registered, it accepts the responsibility of adhering not only to federal and state laws,
but to University regulations as well. All organizations are subject to the Student Code of Conduct of Kennesaw State
University, and the standards set by the Department of Student Life.
The Vice President for Student Success, or designee, may place any organization on a probationary or inactive status if the
organization fails to comply with its stated purpose, the Student Code of Conduct, University policy, Board of Regents
policy, Department of Student Life policy, or fails to submit an updated registration packet to the Department of Student
Life by the initial or extended deadline.
Designate Representatives from your Organization to the Department of Student Life
As a student organization, you will need to designate the member(s) who are authorized to do business on behalf of
your organization on the Officer Sheet as part of the Renewal Application. Only the students/advisors who are listed
as Officers/Authorized Representatives may conduct university business for your organization. Examples of university
business include the ability to make room reservations, schedule outdoor events, reserve table or banner space, and
conduct other official business for the organization. Each organization will be responsible for selecting a primary contact
for portal management, space requests, petty cash and funding requests.
Renew Organization Information Annually
Renew your organization status annually with the Department of Student Life by registering contact information for all
officers and advisors, and completing documents related to non-discrimination, hazing, and alcohol policies. Fraternities
STUDENT ORGANIZATION MANUAL 2014-2015| 5
and sororities must provide this updated information annually to the Assistant Director of the Office of Fraternity &
Sorority Life (hereinafter referred to as OFSL).
Organizations must renew registered status every year. Every fall semester the Department of Student Life will schedule
a mandatory Student Organization Meeting in August to educate new and returning officers on current department
and university policies and standards. Important notices and dates will be shared with all meeting attendees including
registration renewal deadlines. Application forms may be accessed online at owllife.kennesaw.edu. Your organization will
be deemed inactive if it is unable to successfully re-register by the fall or extended deadline. No exceptions.
Student Organization Award Opportunities: The Golden O’s
The Department of Student Life hosts the Golden O’s Student Activity Awards each Spring to recognize outstanding
organizations and individuals. Because all organizations are welcome to apply, a Student Activity Award is one of the
highest honors an organization can receive at KSU. The awards are given in over ten organizational categories. All
organizations at KSU in good standing with the Department of Student Life are eligible to apply. Student organizations
may self-nominate for any applicable categories. Separate applications for exist for each award category and the special
awards have additional questions. If you are uncertain about the category, look closely at the questions specific to that
category. When reviewing your application, the Award Selection Committee will only consider those activities your
organization participated in, that fulfill the organization’s mission statement, and the scope of the category.
The Department of Student Life supports the concept of doing what you can with what you have. Organizations with
small memberships and few financial resources will not be penalized when compared to larger organizations with more
financial resources in the same category. Applications for the Golden O’s Student Activity Awards are available in spring
semester and are typically due mid-March. Winners will be announced in a ceremony during the annual event in April.
SECTION 3: STUDENT ORGANIZATION POLICIES & REGULATIONS
Students who want to be involved in organizations must meet the following standards and follow these policies:
I. Eligibility for Individual Participation/Officer Standards. For student activity purposes the cumulative GPA is used to
determine eligibility, unless organizations have designated the adjusted GPA as determination for eligibility.
A. Membership in student organizations will be limited to currently enrolled Kennesaw State students who meet all
qualifications outlined in this section.
B. All registered students are eligible to participate in co-curricular activities during each semester for which they are
enrolled in classes and have paid fees.
C. In order to qualify for office, hold office, or receive a SABAC funded stipend in any CSO, a student must minimally:
1 Have a minimum 2.3 Cumulative GPA to be elected and maintain at least a 2.3 Cumulative GPA while holding office
and/or receiving payment. If an organization officer’s GPA falls below 2.3, the organization will be encouraged
to hold a special officer election in accordance to their current organization constitution, or designate an eligible
student to fulfill the duties of that office for the remainder of the term or until the cumulative GPA has been raised to
a 2.3 (or higher).
2 Be enrolled for a minimum of six degree credit hours per semester for undergraduate or 3 degree credit hours for
graduate students while participating in the organization and/or holding office.
3 Students who withdraw from classes during the semester or drop below six credit hours are immediately ineligible
to receive a stipend, hold office, or run for office in an organization. It is the student’s responsibility to inform his/
her advisor of a change in status.
4 Students traveling with simulation teams or academic competitive teams representing KSU are required to maintain
a cumulative GPA of 2.3. If the cumulative GPA drops below 2.3, he/she will not be eligible to travel and compete
with the team until the cumulative GPA has been raised to 2.3 or higher. Advisors shall check the eligibility of
students at the beginning of each semester.
5 Because many students choose not to register for summer semester, students who are officers may continue to
function in that capacity during the summer even though they are not enrolled, as long as they are registered for the
upcoming fall semester. Students in organizations that pay stipends may only receive their summer stipends if they
are enrolled for the summer term in which they hold an office.
6 These policies are minimum standards and any organization may set higher standards for participation and/or
6 | KENNESAW STATE UNIVERSITY | DEPARTMENT OF STUDENT LIFE
leadership. Failure by students or organizations
to meet these regulations shall terminate the
organization’s privileges to operate on the University
campus, utilize campus facilities, or receive monies
from student activity fees.
7 Officers of organizations and paid student staff
members must be registered and maintain at least
a 2.3 Cumulative GPA. In order to validate this and
other information, your organization’s advisor must
check your GPA and KSU ID number, and class
enrollment status. KSU advisors may check this
information for CSO eligibility standards.
KSU Student Media Policy
Student media and the student press are valuable aids in
establishing and maintaining an atmosphere of free and
responsible discussion and of intellectual exploration on
the campus. They are a means of bringing student concerns
to the attention of the faculty and institutional authorities
and of formulating opinions on various issues on the
campus and in the world at large.
In response to the editorial responsibility of students,
the university must provide sufficient editorial freedom
and sufficient financial autonomy for the student
media to maintain their integrity of purpose as vehicles
for free inquiry and free expression in an academic
community. Kennesaw State University Student Media
are designated public forums. Student editors and
managers have the authority to make all content decisions
without censorship or advance approval. Institutional
authorities, in consultation with students and faculty,
have a responsibility to provide written clarification of
the role of student media/publications, the standards
to be used in their evaluation, and the limitations on
external control of their operation. At the same time, the
editorial freedom of student editors and managers entail
corollary responsibilities to be governed by the canons
of responsible journalism, such as avoidance of libel,
indecency, undocumented allegations, attacks on peCSOnal
integrity, and the techniques of harassment and innuendo.
As safeguards for the editorial freedom of student media,
the following provisions are necessary:
• The student press should be free of censorship
and advance approval of copy, and its editors and
managers should be free to develop their own
editorial policies and news coverage.
• Editors and managers of student media should be
protected from arbitrary suspension and removal
because of student, faculty, administration or public
disapproval of editorial policy or content. Only
for proper and stated causes should editors and
managers be subject to removal and then by orderly
and prescribed procedures. The agency responsible
for the appointment of editors should be the agency
responsible for their removal.
• All college published, broadcast and financed student
media should explicitly state on the editorial page
and broadcasts that opinions expressed are not
necessarily those of Kennesaw State University or the
student body.
For complete policies concerning KSU Student Media,
contact the Associate Director of the Department of Student
Life at 470-578-3083.
KSU Hazing Policy
Disruption of Campus Life
It is the purpose of the institution to provide a campus
environment that encourages academic accomplishment,
personal growth, and a spirit of understanding and
cooperation. An important part of maintaining such an
environment is the commitment to protect the health and
safety of every member of the campus community. In order
to promote these goals, students should be familiar with
and abide by the rules against disruption of campus life.
1. Policy Statement –
Hazing in any form is prohibited at Kennesaw State
University. Kennesaw State University is committed to
providing a safe learning environment that supports the
dignity of all University community members. Hazing
is a violation of state law and is strictly prohibited by
Kennesaw State University both on and off campus.
Violation of this policy may result in both disciplinary
action and criminal charges.
2. Definition –
“Hazing” means any intentional, negligent or reckless
action, activity or situation that endangers or is likely to
endanger the physical health of an individual or causes an
individual pain, embarrassment, ridicule or harassment
as a condition or precondition of gaining acceptance,
membership, office or other status in a student group,
whether or not such group is formally recognized by the
University and regardless of the individual’s willingness
to participate. The expressed or implied willingness of the
victim(s) is not a defense. Actions and situations that may
constitute hazing may include, but are not limited to, the
following:
Forcing, requiring, or encouraging the drinking of
alcohol or any other substance.
•Forcing, requiring, or encouraging the consumption
of food or any substance;
•Calisthenics (e.g., push-ups, sit-ups, jogging, runs);
•Treeing’s (e.g. tying someone up and throwing food
or other substances on them);
•Paddling in any form;
•Line-ups (e.g. yelling at or harassing people in a
STUDENT ORGANIZATION MANUAL 2014-2015| 7
formation);
•Theft of any property;
•Road trips (e.g. dropping someone off and leaving
him/her to find his/her own way back);
•Scavenger hunts; without prior approval from the
OFSL;
•Causing an individual to be sleep deprived and/or
suffer from excessive fatigue;
•Conducting activities that do not allow adequate time
for studying or that interferes with their scholastic
responsibilities (e.g. not allowing an individual to
attend class, causing one to miss group projects);
•Forcing, requiring, or encouraging nudity at any time;
•Forcing, requiring, or encouraging the wearing of
specific uniform apparel;
•Performing acts of personal servitude for members
(e.g. driving them to class, cleaning their individual
rooms, serving meals, washing cars, shopping,
laundry); requirement/forcing of purchases for
others;
•Forcing, requiring, or encouraging individuals to
engage in public stunts or buffoonery, hair cutting,
morally degrading/humiliating games or activities,
which are distasteful or designed to provoke nausea
or inebriation;
•Verbally harassing any individual or any action
or situation which subjugates an individual to a
condition where he/she might tend to lose selfrespect or suffer injury to personal or religious values;
•Producing mental or physical discomfort in any form
or physical and/or psychological shocks in any form;
•Forcing, requiring, or encouraging the violation of
university policies, federal, state, or local law.
3. Prevention –
As a part of the student group informational, recruitment, and
membership intake activities, student groups are required to
educate members and prospective members about hazing
and to maintain documentation that they have fulfilled this
requirement. Each member of a student group must sign the
Kennesaw State University Hazing Compliance form. These
forms are located in the Office of Fraternity & Sorority Life
and the Department of Student Life.
4. Reporting a Hazing violation –
All members of the University community are strongly
encouraged to report suspected instances of hazing to the
Office of Fraternity & Sorority Life (470-578-3081) and/
or the Department of Student Life (470-578-6290), Student
Conduct and Academic Integrity (470-578-3403) or KSU
Police (470-578-6666).
5. University as the Complainant –
All reports of hazing are investigated to determine whether
there is sufficient basis to believe that a violation of the
8 | KENNESAW STATE UNIVERSITY | DEPARTMENT OF STUDENT LIFE
Student Code of Conduct may have occurred. Based on
this review, the Office of Student Conduct and Academic
Inegrity may choose to initiate charges, not initiate charges
or dismiss a case administratively if the claim does not
appear to be supported by the facts. If charges are initiated,
the University will serve as the complainant throughout the
student judicial process.
The Law, Rules, and Information on Hazing
Under state law individuals or organizations engaging
in hazing could be subject to fines and charged with a
criminal offense.
According to the law, a peCSOn can commit a hazing
offense not only by engaging in a hazing activity, but also
by soliciting, directing, encouraging, aiding or attempting
to aid another in hazing; by intentionally, knowingly, or
recklessly allowing hazing to occur; or by failing to report
in writing that a hazing incident is planned or has occurred.
The fact that a peCSOn consented to or acquiesced in a
hazing activity is not a defense to prosecution for hazing
under the law.
The law does not affect or in any way restrict the right of
the University to enforce its own rules against hazing. The
law defines hazing as any intentional, knowing, or reckless
act, occurring on or off the campus of an educational
institution, by one peCSOn alone or acting with others,
directed against a student, that endangers the mental or
physical health or safety of a student for the purpose of
pledging, being initiated into, affiliating with, holding
office in, or maintaining membership in any organization
whose members are or include students at an educational
institution.
Hazing “Myths and Facts”
Myth #1: Hazing is primarily a problem for fraternities and
sororities.
Fact: Hazing is a societal problem. Hazing incidents have
been frequently documented in the military, athletic teams,
marching bands, religious cults, professional schools, and
other types of clubs, and/or organizations. Reports of
hazing activities in high schools are on the rise.
Myth #2: Hazing is no more than foolish pranks that
sometimes go awry.
Fact: Hazing is an act of power and control over others—it
is victimization. Hazing is pre-meditated and NOT
accidental. Hazing is abusive, degrading and often lifethreatening.
Myth #3: As long as there’s no malicious intent, a little
hazing should be O.K.
Fact: Even if there’s no malicious intent, safety may still be a factor in traditional hazing activities that are considered to be
all in good fun. For example, serious accidents have occurred during scavenger hunts and kidnapping trips. Besides, what
purpose do such activities serve in promoting the growth and development of group team members?
Myth #4: Hazing is an effective way to teach respect and develop discipline.
Fact: Respect must be earned, not imposed. Victims of hazing rarely report having respect for those who have hazed them.
Just like other forms of victimization, hazing breeds mistrust, apathy, and alienation.
Myth #5: If someone agrees to participate in an activity, it can’t be considered hazing.
Fact: In states that have laws against hazing, consent of the victim can’t be used as a defense in a civil suit. This is because
even if someone agrees to participate in a potentially hazardous action it may not be true consent when considering the
peer pressure and desire to belong to the group.
Alternatives to Hazing
Sometimes, organizations that haze new members are confused about how to change these practices. There are many
creative ways to change from a hazing to a non-hazing organization. In many organizations, the very term “pledge” is
often equated with hazing practices. Many national organizations have sought to eliminate this term in order to foster
more positive attitudes toward the new members. The following are some specific examples of ways to eliminate hazing
and make membership a challenging but positive experience.
To Foster Unity: Have the members of your organization work together on a community service project. Visit a ropes
course to work on group cohesiveness, communication, and leadership skills. Work with another organization to plan a
social event.
To Develop Problem-Solving Abilities: Have new members discuss organization weaknesses such as poor recruitment,
apathy, and poor scholarship, and plan solutions that the organization might then adopt.
To Develop Leadership Skills: Encourage participation in campus activities outside of the organization. Encourage new
members to get involved in organizational committees and/or leadership roles. Develop a peer mentor program within
your group for leadership roles. Invite university/community/business leaders into the organization to share their
experiences.
To Instill a Sense of Membership: Plan special events when the entire organization gets together to attend a movie, play,
or religious service. Plan a “membership circle” where students participate in a candlelight service in which each peCSOn
has an opportunity to express what membership means to them.
To Promote Scholarship: Take advantage of the university’s academic and tutoring services. Designate study hours for
members of your organization. Invite university or community experts to discuss test-taking skills, study methods, time
management, etc.
To Build Awareness of the Organization’s History: Invite an older member to talk about the organization’s early days, its
founding, special traditions, and prominent former members.
To Aid Career Goals: Use university resources for seminars on resume writing, job interview skills, and for information
on various careers.
To Involve All Members in the Community: Get involved with campus and community service projects. Plan fundraisers
for local charitable organizations.
To Improve Relations with Other Organizations: Encourage new members to plan social or service projects with other
organizations. Work together to plan joint social or service activities.
It is the duty of all current and prospective members to report immediately, in writing, any violation of this policy to
the Director of the Department of Student Life, the Dean of Students, the Vice President for Student Success, University
STUDENT ORGANIZATION MANUAL 2014-2015| 9
Police, or any responsible staff member. If it appears to a University official that an organization is conducting hazing
activities, organization officers will be contacted to discuss the situation. Any alleged violation of this policy shall be
investigated and appropriate disciplinary sanctions shall be imposed, as provided for in the Student Code of Conduct.
KSU POSTING REGULATIONS
All about Flyers
Flyers may be posted on any campus bulletin board not designated for use by a department or organization. The
sponsoring organization is responsible for removal of any flyers or other publicity after the advertised event. Because of a
potential safety hazard, flyers may not be placed on glass doors and are subject to removal. Flyers are prohibited on any
surface except for bulletin boards. Flyers are not to be placed on cars in campus lots at any time. Any publicity by a KSU
organization must contain the organization name and contact information. Flyers may not be used in any residential area
or the Commons without written permission from the Director of Residence Life or the Director of Culinary Services.
Flyers and/or table tents may be placed on the tables in the Student Center near the Bookstore, Hissho Sushi, and
Delancey’s Deli; however, please be aware there is no guarantee that they will remain on the tables for any specific period
of time. The sponsoring organization is responsible for removal of notices placed around campus after the event has
occurred. The name of the organization must appear on the publicity.
All about Banners
Banners may be displayed in the Student Center on the balconies with permission of the Department of Student Life.
Only CSOs or university departments may display banners (no individuals or outside agencies). Banners may be
displayed in the Student Center on the Student Center addition balconies. Banners may only be displayed by KSU SOs or
departments. Banners may be displayed for two weeks. All banners must include specific information: event, time, place,
date, sponsoring group, and contact information.
No banners are to be permanently affixed to walls or banisters in the Student Center using nails, screws, or any other type
of hardware or glue. No banners advertising outside entities or individuals may be displayed. Please remove banners
after the event is over. If you wish to keep a banner, it is your responsibility to retrieve it immediately following the
advertised event, or it will be discarded.
Because of limited space, organizations may only display two banners at a time. The Department of Student Life staff will
discard banners displayed in the Student Center after the two-week period or immediately after an event has occurred. If
you wish to keep a banner that is displayed in the Student Center, make a notation on top of the banner. Please include a
telephone number and the date the banner was hung. NEVER remove another group’s banner without permission from
Department of Student Life staff.
Banners must not be directly taped to the railings. Organizations are encouraged to come by Student Life for hanging
suggestions. CSOs may request banners through the Department of Student Life. Printing guidelines may be found
online at www.ksustudent.com and owllife.kennesaw.edu.
The Department of Student Life is not responsible for banners displayed outside of the Student Center.
All about Chalk
Chalk may be used only in certain locations on campus. Chalk may be used in moderation by student organizations on
the sidewalk areas around the Student Center, the library and the Burruss Building in uncovered areas. The chalking must
be located where it will wash off easily with rain. No chalk is permitted in any other location on campus, including the
residential areas and the Campus Green. Chalk may not be used on pillars of buildings, sides of buildings, or any other
similar area. “Paint chalk” is not to be used under any circumstances. Organizations found guilty of chalk-abuse will be
asked to clean the violated area, and are subject to revocation of privileges for a minimum of one complete semester.
10 | KENNESAW STATE UNIVERSITY | DEPARTMENT OF STUDENT LIFE
KSU Approved Campus Postings Policy
Coles College of Business – Burruss Building
For student organizations:
• Email a copy of flyer to colesmarketing@kennesaw.
edu a minimum of seven (7) business days prior to
event.
• Once approved Coles College will have someone
hang in the building where space is available.
• All signs will be located in ‘pucks’ – signage holders
mounted in various locations on each floor.
• NO loose leaf fliers or taped flyers are permitted for
hanging in the building. They will be taken down
immediately.
Non-KSU organizations:
• You may post flyers on the bulletin board on the first
floor where vending machines are located ONLY.
English Building
For student organizations:
• Please stop by room 155 with a hard copy of flyer for
approval and bulletin board locations.
Non-KSU organizations:
• No postings are permitted.
Kennesaw Hall Education Wing
For student organizations:
• Bring a hard copy only to Education Student Services
(KH Suite 1314) to complete a request to post and
leave hard copy there.
• Once approved and stamped, Education Student
Services will hang posting in your recommended area
and take them down once expired.
• Suggest 8 x 11 poster/flyer size
• Posters larger than 8 x 11 must be approved by the
Interim Director, Education Student Services
• Approved posters (those larger than 8 x 11) must be
laminated OR high-gloss poster paper.
Approved Posting Locations:
• 1st Floor –
• Base of stairs
• Signs at elevator
• “Bus-stop” areas
• Classroom hallway
• 2nd Floor –
• Seating areas
• Signs at elevator vestibule
• 3rd Floor –
• Signs at elevator vestibule
• Posting are NOT allowed on:
• Pillars
• Elevator vestibule wall
• Elevator interior
• Entrance glass
• Stairway glass
Non-KSU organizations:
• No postings are permitted.
Residence Life Areas (UV, UV SUITES, KP, Austin
Residence Complex)
No solicitation or posting is allowed in any residential
facilities, other than by approved KSU Residence Life and
KSU Housing staff.
Groups desiring to share information with RA staff or post
items in the residential areas must receive permission from
Residence Life. Submit all items in advance, preferably
via email to reslife@kennesaw.edu, or to the Residence
Life main office. No flyers, posters, banners, brochures,
handbills, sidewalk chalk, etc. may be used or distributed
in the residential areas. For items for the RAs and general
bulletin board posting, submit the number of copies
indicated below to Residence Life depending who you
wish to target. Typically, items must be pre-counted and
subdivided as noted below.
Distribution To:
Just RAs
For
Bulletin Boards 1 Per Unit*
1 Per Person*
KSU Place
11
up to 18
138
550
Austin Complex
11
up to 24
196
700
University Village
23
up to 30
241
881
UV Suites
25
up to 38
489
913
Totals:70up to 110
1064
3044
* Contact Residence Life BEFORE printing. Only preapproved
university-wide events are eligible for unit and individual
distribution. All other activities must follow the bulletin board or
RA guidelines.
Science, Clendenin, Math/Statistics Buildings
For student organizations:
• All oversized posters/flyers must be discussed with
the administrative associate in the front office of the
Dean of the College.
• Regular sized flyers may be posted on any of
the bulletin boards (including bulletin boards in
stairwells).
• All flyers must be removed by the organization once
the event is over.
• No posters/flyers should be taped or attached to
glass, doors, or walls in any building. They will be
removed immediately.
Non-KSU organizations:
• No postings are permitted.
STUDENT ORGANIZATION MANUAL 2014-2015| 11
Social Science Building
1. Flyers must be approved by the Dean’s Office, Rm. 5010, for a stamped approval. Unapproved flyers will be removed.
• Flyers should be no larger than legal size (8.5x14). Any larger size must be approved by the Dean’s Office.
• Flyers may be placed no more than 2 weeks in advance of the event.
• Groups may place 7 approved flyers in the building: 2 on the Jazzman’s rotating board, and 1 on each bulletin board
on each of the 5 floors.
• Absolutely NO commercial postings are permitted.
Student Center
Flyers may be posted only on designated bulletin boards:
• 1st floor near vending alcove
• 2nd floor: two in east and west entrances at rotunda on the north end of the building
• 3rd floor cubicle area
One board located between Student Life and Student Media isf or notifications for rent, sale, childcare, etc. (right side) and
organization flyers (left side). No flyers are to be placed on glass doors or windows.
University College and Willingham Hall
For student organizations:
• Bring a printed copy of flyer to the First-Year Programs office on the first (1st) floor.
• If they determine the flyer is appropriate and they have room for it they will allow it to be hung in the encased bulletin
board on the first floor.
• Flyers must be taken down by the organization after the event.
• Flyers may not be hung from windows, doors, or walls. They will be removed immediately.
Non-KSU organizations:
• No postings are permitted.
Wilson Building
For student organizations AND non-KSU organizations:
• No postings are currently being permitted outside of the needs of the College of the Arts.
All Other Locations on Campus
Flyers may be posted on any campus bulletin board not designated for use by a department or organization.
Flyers may not be posted on glass doors or windows.
Flyers may not be posted on walls, inside or outside.
Flyers may not be posted on outside pillars, walls, sidewalks.
Flyers may not be posted on automobiles.
OTHER MEANS OF PROMOTING YOUR GROUP OR EVENT
Collection Boxes & Exhibits
Collection Boxes & Exhibits for collection drives, to include food, books, clothing, toiletries, toys, ink cartridges, school
supplies, on behalf of student organizations or departments may be positioned in the Student Center as long as the
Collection Drive Form is submitted to the Department of Student Life and the following guidelines are followed:
• The sponsoring organization’s name, charity, dates of donation, and contact information must be clearly displayed
on the structure.
• The collection receptacle must be attractive; for example, if you are using a cardboard box, please cover it with paper.
• Placement does not disrupt other university functions or interfere with academic instruction, and pedestrian or
vehicular traffic.
• Permission is sought from the appropriate administrative office if the structure is to be placed in any building other
than the Student Center
• The organization sponsoring the drive is responsible for maintaining the receptacle appearance and collection of
items minimally, once a week.
12 | KENNESAW STATE UNIVERSITY | DEPARTMENT OF STUDENT LIFE
• The organization is responsible for storing and housing all items collected.
• The structure must be removed by the end date indicated on the Collection Drive Form.
Violators of this policy will have their Collection Box or Exhibit discarded and prohibited from hosting a similar initiative.
Community Postings: For Sale, Need Childcare, Need Roommate postings
A community bulletin board between the Student Life and Student Media offices is available for announcing items for
sale, childcare, etc. Please contact the Department of Student Life at 470-578-6280 or visit Student Center 274. Classifieds
are also free at ksusentinel.com.
The Sentinel
The Sentinel offers one free ad per semester and discounted rates for student organizations. Online, Student Planner, and
magazine ads are also an option. Contact the Student Media Marketing Manager in the Department of Student Life for
complete information at ksuads.com or call 470-578-6470. Your activity or event may be newsworthy; give your news tips
to the student editors via the online news release at ksusm.com.
Owl Radio
Owl Radio can help advertise or promote your event with underwriting, sponsorships, or free Public Service
Announcements. You may also ask Owl Radio to DJ your event or do a remote broadcast from the location. Please visit
www.ksuradio.com or ksusm.com and find out all the ways available to you.
Newspaper Racks
Designated newspaper racks and machines are for the exclusive distribution of The Sentinel and registered Student Media
publications. Other student publications may be permitted to distribute from these racks if permission is obtained from
the editor in chief and KSUSM advisors. Violators will be charged the current insert rate.
Distribution of Literature
Student Organizations have the ability to distribute literature on campus. Literature can be used to advertise your
organization, publicize information, promote an idea, or for a variety of other purposes. Organizations may distribute, or
display literature on campus in accordance with the following guidelines:
• The literature is not distributed by hawking, shouting, or accosting individuals.
• The literature is not a promotion for an off-campus for-profit business, organization, agency, or national association.
• The literature that is dropped on the ground in the area where it was distributed should be picked up by the
sponsoring organization.
• Publications Disclaimer: All student organizations that create publications of any sort, including web pages, must
include a disclaimer to read: [name of publication] is published by [name of organization], a registered student
organization at KSU. [Name of publication] is not an official publication of Kennesaw State University and does not
represent the views of the University, Georgia Board of Regents, or the University System of Georgia.
Signs
Student Organizations must ensure that each sign includes the name of the student organization, the date of the event,
and/or the date of posting before signs are posted.
Outdoor
• Signs can only be posted on kiosks near the student center and between the Library and University College Building.
• An organization may only post two signs per kiosk.
• Signs must be attached to the kiosks with non-permanent materials only (tacks, staples, tape).
• Signs may not be posted on trees, lamps, columns, trash cans, or other physical structures on campus.
• Signs may not be larger than 11x17.
Indoor
• Signs may be posted only on approved bulletin boards. A bulletin board is under the jurisdiction of the college, school,
department, or administrative office that maintains it.
STUDENT ORGANIZATION MANUAL 2014-2015| 13
• Organizations shall apply to the appropriate college, school, department, or administrative official for permission to use
a bulletin board, and shall not use a bulletin board without permission.
Removal of Signs
The organization should remove all signs no later than 14 days after posting or within 24 hours after the event to which it
relates has ended, whichever is earlier.
All improperly posted signs are subject to removal. Violations of the sign posting policy are subject to review and
potential disciplinary action for the student organization.
OwlLife
Your organization may use both the events and news options within OwlLife to promote your group and events.
DISCIPLINARY PROCEDURES FOR STUDENT ORGANIZATIONS
Student organizations may be charged with violations of the KSU Student Code of Conduct.
A student organization and its officers may be held collectively and/or individually responsible when violations of
this code by those associated with the organization have received the tacit or overt consent or encouragement of the
organization or of its leaders, officers, or spokespeCSOns. Individuals charged with conduct code violations arising out
of their affiliation with student organizations shall have their cases settled according to procedures outlined by the Office
of Student Conduct and Academic Integrity (hereinafter referred to as SCAI). The code may be found in the KSU Student
Handbook & Planner.
CSOs should realize that they may be held responsible by the university for their behavior, whether on or off campus,
when an offense is directed at the university, a member of the university community, or another student organization and
is a violation of the Student Code of Conduct.
KSU Code of Conduct Specific to Student Organizations
A student organization is subject to the authority of the University hearing panel or hearing officer in the following
situations:
• An alleged offense was committed by one or more members of an organization, and was sanctioned by the officers.
• An alleged offense was committed by one or more members of an organization and organization funds were used to
finance the venture.
• An alleged offense was committed by one or more members of an organization and was supported by a majority of
the organization’s membership.
• An organization has chosen to protect one or more individual offenders who were members or guests of the
organization.
• The hearing panel or hearing officer, after hearing the case, deems that the offense, by its nature, was an organization
offense and not the action(s) of the individual members.
• An alleged offense occurred as a result of an organization-sponsored function.
• Disorderly or Disruptive Assembly
• Assembly for the purpose of or resulting in the disruption of normal University or community activity, or which
obstructs the normal activities of University faculty or staff, is prohibited.
• Use of Alcohol or Other Drugs
Use and/or possession of drugs (controlled substances) is prohibited. Alcohol regulations appear in Section V of this
code.
• Hazing
Hazing in any form is prohibited. Hazing is defined as follows: Any action taken, or situation intentionally created, on
or off the premises of the university, to produce mental or physical discomfort, embarrassment, harassment, ridicule
or suffering as a means to gain entry into an organization. These activities include, but are not necessarily restricted
to, paddling in any form; creating excessive fatigue; physical or psychological shocks; engaging in public stunts and
buffoonery; morally degrading or humiliating games and activities; and/or any other activities not consistent with
14 | KENNESAW STATE UNIVERSITY | DEPARTMENT OF STUDENT LIFE
the regulations of Kennesaw State University. The
express or implied willingness of the victim(s) is not a
defense.
• Theft and Disregard for Property
Unauthorized taking of, attempted taking of, damage
to or attempted damage to, or possession of items
belonging to an individual, the University, the
community, or another university or student
organization is prohibited.
• Unauthorized use or attempted use of service (e.g.,
telephone, computer services, etc.) belonging to
the University, the community, another student
organization, or an individual is prohibited.
• Unauthorized Entry
Unauthorized entry, attempted entry, or use of
University or community facilities is prohibited.
• Fire Safety
Use of fireworks or creation of a fire without the specific
permission of the KSU Police is prohibited.
• Academic Honesty
Maintaining files of examinations, tests, reports, or term
papers is prohibited.
• Official Recognition
All student organizations and organizations shall follow
the appropriate procedures, as set forward by the
Office of the Vice President for Student Success (or
designee), to become officially recognized Kennesaw
State University student organizations.
• Gambling
Gambling is strictly prohibited, but raffles may be held
by student organizations. Raffles will be treated as
any other fund-raising activity and will be subject to
fund-raising guidelines.
• Sales, Fundraising and Advertising
Unauthorized selling of any kind (including bartering),
unauthorized fundraising, and unauthorized
advertising of fundraising or any other type of
event is prohibited. Organizations shall follow
the guidelines set down by the Office of the Vice
President for Student Success (or designee) for all
such activities.
• Proper Planning
Organizations shall be able to demonstrate that they
have taken due measures to properly plan for any
activities held on or off the University campus.
• All such events and activities must be registered with
and approved by the Office of the Vice President for
Student Success (or designee) for approval at least
two weeks prior to holding the event.
• Reasonable measures shall be taken to ensure
appropriate parking, security, safety and sanitary
procedures for any activity or event.
• Organizations shall adhere to specified time limits for
any activity or event.
• Holding events or activities not sanctioned or
approved by the Office of the Vice President for
Student Success (or designee) is prohibited.
• Final Exam Week of each semester is closed to
public performances, dances, concerts and similar
extracurricular activities and assemblies.
• Shared Responsibility
Student organizations are responsible at all times for
organizational violations of the University Student
Code of Conduct regulations by their members or
their guests. Organization members who knowingly
act in concert to violate the regulations may be
held jointly responsible with their organization
for such violations. Organizations that knowingly
condone, encourage, or require behavior that violates
University regulations may be held jointly responsible
for such violations.
SECTION 4: USE OF TRADEMARKED
UNIVERSITY NAME, MARKS, & LOGOS
Comply with the KSU Visual Identity Program
A Visual Identity Program (VIP) refers to a consistent
approach to the visual design of communication materials
so that an institution can transmit its primary messages in
ways that are identifiable and memorable with its target
audiences. Elements of a visual identity program include
a signature, or logo, a family of typefaces and standard
colors. A consistent visual identity program will ensure
that communications from all parts of the university,
regardless of their origin in academic or administrative
unit, can benefit from primary identification with the
parent institution, resulting in a stronger Kennesaw State
University. Questions concerning the Visual Identity
Program should be directed to University Relations at (470)
578-6203.
Comply with the KSU Official Logo Policy
While Kennesaw State University understands the desire
for unique logos, we know that having a single visual
element resonates with our many audiences and provides
quick, easy and consistent recognition of entities within
Kennesaw State University. As such, logos or graphic or
visual elements that exist outside of those described in the
guide (www.kennesaw.edu/styleguide/visualidentity.
shtml) will not be permitted.
In addition to the official logo, colleges and other approved
units on campus are eligible to use a college-specific or
unit-specific logo provided by University Relations. The
template for these logos features the Kennesaw State name
as well as the college or unit name.
STUDENT ORGANIZATION MANUAL 2014-2015| 15
By incorporating the Kennesaw State name with the unit name, the unit name receives prominence while retaining an
overall university identity. The college specific or unit-specific logo can be used on the front of major publications as
long as the official Kennesaw State University logo appears on the back cover of the publication. The college-specific or
unit-specific logo may be used by itself in advertisements for individual colleges and units. The college-specific or unitspecific logos may not be used on stationery or business cards.
Unique college, school, department and other unit seals, logos or word marks may not be used on any university
communication and no new logos may be developed. Either the official Kennesaw State University logo or the approved
college-specific or unit-specific logo must always be a prominent element of any advertising for the university and
its colleges and units. Graphic elements may not be grouped with the official logo in any way as to appear as a larger
composite piece. Additional graphic elements may never be used on letterhead, business cards or forms.
University Relations is responsible producing and approving the use of college-specific and unit-specific logos. Requests
for college-specific or unit-specific logos should be submitted to logos@kennesaw.edu.
CSOs who chose to include “Kennesaw State University” in any logo on any type of promotional material must first send
proposed artwork to designapproval@kennesaw.edu. Questions concerning usage of the guide should be directed to
University Relations at (470) 578-6203.
Use the Name of The University Appropriately
Kennesaw State University established a licensing program to protect its name and identifying marks. Kennesaw
State University is a trademark of The Board of Regents and can only be used by organizations that either are KSU
departments, or are officially sponsored by a university department.
There are two types of organizations on campus:
• Officially Sponsored University Organizations are those that have obtained official sponsorship from Kennesaw
State University. Examples are KSU Athletics, KSU Foundation, and KSU Continuing Education, etc. These
organizations may use the words “The Kennesaw State University,” “KSU,” or other trademarked words in the
organization name
• Student Organizations are the second type of organization at KSU. Organizations are not considered officially
sponsored by the university and, therefore, may not use the name Kennesaw State University, any abbreviation
thereof, or any of the university’s trademarks or logos in the organization name without seeking prior approval from
the Department of University Relations.
Be Aware of KSU Licensing & Trademarks
Kennesaw State University, like most major colleges and universities, has a licensing program that regulates the use of its
marks on items such as t-shirts, caps, key chains, mugs, pens, etc. The licensing process ensures that KSU marks are used
appropriately and only on products approved by the university, and that the products are manufactured under a code
designed to reinforce fair labor practices. Proceeds from the licensing program supports Athletics and Auxiliary Services.
Do Business only with Vendors who are Licensed to use the KSU marks
Only vendors licensed with KSU are permitted to manufacture, imprint or embroider Kennesaw State merchandise. To
avoid any potential issues, the Department of Student Life recommends use of the approved promotional vendors. The
list of approved vendors is outlined later in this manual, but can also be provided upon request in the Department of
Student Life. ANY GROUP USING KSU STUDENT FUNDS MUST ONLY USE KSU APPROVED VENDORS.
Always Seek Design Approval for any Printed Merchandise
If you plan to have merchandise manufactured/ imprinted and distributed, you must have your design pre-approved
through Creative Services. You may contact Creative Services for approval at designapproval@kennesaw.edu. You will be
required to submit your artwork and name of vendor. Only approved vendors may be used. Please allow 5 business days
for review of artwork. All designs must be submitted, not just those including KSU names or marks. www.kennesaw.edu/
styleguide/visualidentity.shtml
16 | KENNESAW STATE UNIVERSITY | DEPARTMENT OF STUDENT LIFE
Disclaimers: Separate your Organization
from Officially Representing KSU
All student organizations that create publications of any
sort, including web pages, must include a disclaimer to
read: [name of publication or website] is published by [name
of organization], a registered student organization at KSU.
[Name of publication or website] is not an official publication
of Kennesaw State University and does not represent the views
of the University, Georgia Board of Regents, or the University
System of Georgia.
SECTION 5:
CREATING AN EFFECTIVE ORGANIZATION
Constitutions and Bylaws
Student organizations should consider adopting
constitutions or bylaws that will help their organization to
function in an orderly and efficient manner.
Constitutions and bylaws articulate the purpose of
and spell out the procedures to be followed by student
organizations. The documents should be referred to when
questions arise, reviewed annually, and utilized in the
training of new officers. The needs of a group will change
over time and it is important that the constitution and
bylaws are kept up to date to reflect the current state of
affairs. Make sure that all members have copies of these
important documents so that they are informed about the
organization and its procedures.
A constitution will serve to clarify the organization’s
purpose, delineate basic structure, and provide the
cornerstone for building an effective organization. It will
also allow members and potential members to have a
better understanding of what the organization is all about
and how it functions. Constitutions usually require a
two-thirds vote of the membership for adoption. For more
information, see Sample Constitution under the Forms
section of www.ksustudent.com.
Bylaws set forth in detail the operational procedures a
group must follow to conduct business in an orderly
manner. While Student Life understands that bylaws are
important, it is our hope that organizations will work to
develop or strengthen an updated constitution.
Notice: Any changes made to an organization’s Constitution
or Bylaws must be reviewed by the Department of Student
Life, and approved by SABAC prior to ratification. On the
following pages, we will outline the appropriate steps to
establish a new student organization or revise an existing
constitution.
Steps to Making Change(s) to Your Student
Organization’s Constitution or Bylaws
• Complete the Constitution Change Request Form,
found at in OwlLife at https://owllife.kennesaw.
edu/form/start/49692.
• Attend the SABAC meeting on the appropriate date
(schedule below):
Fall Semester
AFall Semester
August 27, 2014 (agenda deadline is noon, August 20), St.
Center Leadership Rm
September 10, 2014 (agenda deadline is noon, September 3),
Leadership Room
October 1, 2014 (agenda deadline is noon, September 24),
University Room A
October 15, 2014 (agenda deadline is noon, October 8),
Leadership Room
October 29, 2014 (agenda deadline is noon, October 22),
University Room A
November 12, 2014 (agenda deadline is noon, November
5), Leadership Room
Spring Semester
January 21, 2015 (agenda deadline is noon, January 14),
University Room A
February 4, 2015 (agenda deadline is noon, January 28),
Leadership Room
February 25, 2015 (agenda deadline is noon, February 18),
University Room A
March 11, 2015 (agenda deadline is noon, March 4),
University Room A
March 25, 2015 (agenda deadline is noon, March 18),
University Room A
April 22, 2015 (agenda deadline is noon, April 15),
Leadership Room
Raising Funds for your Organization
Consultation with the Department of Student Life staff
in the early planning stages of fund raising activities
can save time and effort and will ensure compliance
with appropriate institutional rules and regulations.
The Assistant Director for Student Involvement or his/
her designee are available to provide advice on planning
strategies and the applicability of university regulations.
Things to Consider Regarding Fundraising
• Fundraisers and solicitation can be conducted by
student organizations in approved areas.
• The use of Kennesaw State University trademarks
and logos by student organizations or third party
STUDENT ORGANIZATION MANUAL 2014-2015| 17
organizations for the purpose of fundraising is prohibited.
• Fund raisers may not be conducted for private gain of individuals or for-profit business.
• All fund raising activities, and especially planned sales of t-shirts, mugs, caps, or any items that use the name of
Kennesaw State University or any of its trademark symbols, are prohibited.
• Any money raised by student organizations is the sole responsibility of the organization. The University and the
Department of Student Life are not responsible.
Your Organization Advisor
The Department of Student Life requires student organizations to have a minimum of one (1) full time faculty or
administrative staff advisor before charter or re-registration status is granted. Advisors serve in a volunteer capacity and
may seek out student organizations to advise or accept peCSOnal invitations by established organizations on campus.
The Role of the Advisor
An advisor should work with the organization officers and members to ensure smooth operation of the organization. An
advisor can be your biggest advocate, and can also help solve challenges and issues that may arise within the group. The
relationship between an advisor and an organization will vary from year to year and individual to individual. However,
the student/advisor relationship can be crucial to the success of the organization. It is important that the advisor and
the organization communicate their expectations to each other. The advisor should be very clear about the things she
or he will do, and the things she or he will not do. Of course, the expectations will vary according to the needs of the
organization and the advisor.
Possible roles of an advisor:
• The advisor recognizes and supports participation in student organizations for its contributions to the educational
and peCSOnal development of students.
• Advisors should work with student organizations but not dictate the group’s programs or activities; however,
advisors should be frank in offering suggestions, considerations or ideas, and discussing possible consequences.
• The advisor should be well informed about the plans and activities of the organization.
• The expectation is that the advisor will attend some meetings and will consult frequently with the organization’s
officers.
• The advisor should know the goals and directions of the organization and should help the group evaluate its
progress.
• The advisor should be aware of the constitution and bylaws of the organization and help with interpretation, if
applicable.
• Advisors of KSU Student Media should be familiar with and support the College Media Association Code of Ethics.
Selecting an Advisor
When selecting an advisor, find a KSU faculty or staff peCSOn who will have the time to devote to your organization.
Make sure that this peCSOn will take the role willingly and seriously, and find someone who has knowledge or skills
related to the mission/purpose of the organization. Make certain that she or he has a clear understanding of the
organization’s purpose. Discuss with the potential advisor what is required of them, and outline the time commitment
involved. Be open and honest with the potential advisor about the types of activities in which the organization may
participate. Allow the peCSOn a reasonable length of time to consider his or her decision. If possible, choose someone
who shares some of the same interests as the organization, and who has previously interacted with the leadership of the
organization. Keep in mind that the advisor provides a source of continuity within the organization and is familiar with
the organization’s history.
Other Considerations for Selecting an Advisor
• The advisor should be familiar with university policies and procedures and help the organization comply with them.
• The advisor should be aware of the general financial condition of the organization, and encourage good recordkeeping.
• The advisor should help in training new officers and help them develop their leadership skills.
• The advisor should be prepared to deal with major problems or emergencies within the organization.
18 | KENNESAW STATE UNIVERSITY | DEPARTMENT OF STUDENT LIFE
• The advisor should monitor group functioning and
encourage members to fully participate, to assume
appropriate responsibility for group activities, to
maintain a balance between academic activities, and
to maintain a balance between academic activities and
co-curricular commitments.
The Organization’s Responsibilities to the Advisor
Keep in mind that the advisor is usually voluntarily
associated with the organization; however, there are
professional staff members who serve in advising roles.
Regardless of the type of advisor, it is the organization’s
responsibility to inform the advisor on the activities of the
organization. Always remember to do the following:
• Notify the advisor of all meetings and events.
• Consult your advisor in the planning of all activities.
• Consult the advisor before any changes in the
structure of the organization, or in the policies of the
organization are made, and before major projects are
undertaken.
• Understand that although the advisor has no vote that
she or he should have speaking privileges.
• Remember that the responsibility for the success or
failure of the organization project rests ultimately
with the group, not the advisor.
• Talk over any problems or concerns with the advisor.
• Acknowledge the advisor’s time and energy are
donated, and express appreciation.
• Be clear and open about your expectations for your
advisor’s role.
• At the end of each semester, evaluate your advisor
and give appropriate feedback.
SECTION 6:
KSU FUNDING FOR YOUR ORGANIZATION
All student organizations are eligible to receive funding
from the Department of Student Life in the amount of $400
per academic year. Please see the following information on
how to access and use these funds.
To receive SABAC funding, student organizations must be
open to all enrolled students at Kennesaw State University,
allowing membership and participation to any KSU
student. The exception to this regulation is the Honor
Society category of student organizations.
Line-item organizations receive their own annual budgets
to provide regular programs and services throughout
the academic year. Staff members who advise these
organizations serve as budget directors and work closely
with the staff of the Department of Student Life to ensure
compliance with University regulations when spending
student activity funds.
While individual fraternity and sorority chapters that fall
under the authority of the OFSL may not request funds,
fraternity and sorority councils (Panhellenic, NPHC, IFC,
MGC) may request funding from SABAC to attend council
conferences and/or meetings, or for programs that are
open to the entire student body.
Permitted Uses of Student Activity Fees
• Travel to conferences and competitions related to the
registered student organization purposes.
• Registration fees for activities and events
• Educational programs
• Support for organizational operations such as
publicity, office supplies, activities of the student
organization
• Movies/films to be shown publicly or to advance the
purpose of the registered student organization (please
be sure to show the film according to appropriate
guidelines)
• Speakers/lectures
• Student recognition banquets that are open to all KSU
students
• Other activities consistent with the mission of the
organization and focused on KSU students.
Prohibited Uses/Allocations of Student Activity Fees
• Events that involve alcohol or tobacco
• Philanthropic donations, charitable contributions or
gifts of any type to organizations outside of KSU
• Events that are NOT focused on or open to KSU
students
• Any item or activity deemed excessive, not justified,
and/or in conflict with the mission of KSU and
SABAC
• Social functions that are not related to a program or
educational event
• Payment to members of the organization for any
purpose outside of constitutionally approved stipends
• Organizations not registered with the Department of
Student Life or not in good standing.
General Guidelines for Use of Student Activities Funds
These apply both to organizations with university affiliated
budgets and fee-eligible organizations:
• Occasionally, guest speakers or performers come to
campus at the invitation of student organizations. The
speaker honorarium or lecture fee must be an “allinclusive” fee to include meals, transportation, hotel,
etc. The guest lecturer or speaker will be responsible
for all travel related cost to be covered by the fee.
STUDENT ORGANIZATION MANUAL 2014-2015| 19
• It is the policy of Kennesaw State University to purchase equipment through competitive bid procedures according
to state guidelines regardless of the source of funding. This includes purchases supported by student activities
funds. Any unauthorized purchase of equipment will be treated as a peCSOnal acquisition. Please consult the
Department of Student Life Business Manager for coordination of equipment purchases through the University’s
procurement office.
• Funding requests through SABAC hearings must be expended within the same academic year unless special
permission is granted by SABAC and with the approval of the Associate Vice President for Operations. Expenditures
and reimbursements will be made only for those items specifically approved by SABAC.
• Operating funds for all eligible organizations must be expended within the same academic year. At the end of
the fiscal year any remaining free balances will be transferred into the Prior Year Surplus account and may not be
accessed by organizations without SABAC approval.
• No speaker who is a member of the Kennesaw State University faculty, staff or student body may receive payment
or honorarium for an appearance.
• No student activities funds may be used to purchase alcoholic beverages, personal items or support of political
candidates or parties (including the federal, state, local or University level). SGA is permitted to spend funds to
advertise the student elections.
• Only activities, services, physical items or programs that are necessary for an organization’s basic function will be
funded. Any physical item, service or activity bought or funded by student funds must be available to all members
of the organization. Equipment purchased through student activity funds will be accessible to all areas currently
funded by these funds, unless specific equipment is necessary for the daily operation of a particular area. Operators
of equipment purchased by student funds must have prior approval through The Department of Student Life.
• Domain names for KSU student organizations or student organization business may not be owned by or have the
Registrant as a student. Only the organization’s advisor or a member of the Department of Student Life staff may be
the domain’s Registrant.
• Because Kennesaw State University is committed to democratic practices in representational issues, it is expected
that the student membership of each student organization will determine the best use of the funds made available to
their organization. It is considered inappropriate and unfair for only officers or individual students and/or advisors
to determine expenditures and plan budgets without giving the membership an opportunity for input.
Department of Student Life Operating and Program Funds
There are two avenues through which funding may be requested: the Department of Student Life Operating and Program
funds and SABAC funds.
Operating Funds: The Department of Student Life provides access to student activity fee funds up to $400.00 for each
non-line item, certified student organization that is in good standing with the university and the department. A new
student organization approved by SABAC after November 1 will be eligible to receive $200 for the remainder of the
academic year; a new student organization approved by SABAC after March 1 will be eligible to receive $75 for the
remainder of the academic year; those organizations approved after March 31 will receive no funding for that year.
Program Funds: In addition to the operating funds, eligible organizations may be able to obtain funds to sponsor
programs that are relevant to the organization’s purpose, open to all students and advertised to the campus. Up to $500
per program is available at the discretion of the Assistant Director for Student Involvement to be used toward such items
as speaker fees, rental of DVDs, publicity, refreshments and handout materials. This fund is limited and is available on a
first-come, first-serve basis. Organizations may only receive program funds once per academic year. To request the funds,
a group must complete the Program Fund Request form, found at owllife.kennesaw.edu. Log in with your net ID and
password and select Student Life under organizations. Then select forms.
NOTE: Line-item organizations are not eligible to request operating and program funds due to the fact that they each have
an annual large operating budget. All expenses related to these organizations must be made from their own budgets.
Purchasing Guidelines for Common Student Organization Operations
Depending on the nature of the expense, the Department of Finance and Accounting may request additional supporting
documents to further explain the fund expenditure. It is important for any requestor to work cooperatively with the
20 | KENNESAW STATE UNIVERSITY | DEPARTMENT OF STUDENT LIFE
Department of Student Life Business Manager to ensure
timely processing of the payment request by responding to
requests for additional documentation in a timely fashion.
Accessing Your Organization Club Funds from The
Department of Student Life
All business affairs for student organizations are handled
through the Department of Student Life’s Business
Manager. General hours are Monday-Thursday 10:00am4:00pm. Travel assistance is managed by appointment only.
To schedule appointments, please send an email to
wharrisi@kennesaw.edu. Subject Line: Organization
Appointment Request. On Fridays, organization business
(advances, payments, reimbursements, check requests) will
only be handled on an appointment basis.
There are two (2) primary ways to access these funds: Cash
Advance and Personal Reimbursements. Conveniently, the
Department of Student Life uses one universal form for
managing student organization money requests called the
Organization Petty Cash / Reimbursement Request Form,
located under the “forms” section of www.ksustudent.
com. This is the ONLY accepted method for requesting
funds from the Department of Student Life. To make an
appointment with the Business Manager, please email him
first at wharrisi@kennesaw.edu.
Cash Advances
The Department of Student Life issues cash advances in
good faith to student organizations to minimize the need
for use of personal funds for organization needs. It is the
organization and the requestor’s responsibility to return
unused funds, and/or provide evidence that the funds
supplied were used in accordance with State, University,
and Departmental guidelines for university funds.
When a cash advance is issued, the requestor must
reconcile the transaction within 5 business days of the
purchase by either returning with original, itemized
receipts, supporting documents, and change if the expense
did not deplete the $50.00 issuance. Generally speaking,
if there is no leftover money, the total number of itemized
receipts should equal $50.00. Any cash advance that is not
reconciled completely will be charged to the requester’s
KSU account for repayment.
All cash advances and reimbursements up to $50 may be
given immediately. Any reimbursement over $50 will be
processed so that you will receive your money via check
within two weeks. Any cash advance requests over $50
require advance notice of three days.
Documentation of student organization expense must
be provided to the Department of Student Life Business
Manager prior to disbursal of funds. Documents required are:
• Original, itemized receipts
• Brief description of items to be purchased or already
purchased
• Estimated or Actual amount of purchase to determine
amount of cash needed
• Date of the event or purchase
• Signature of staff/faculty advisor approving use of
organization funds for the expense
• Copy of event flyer/announcement
• Sign-in sheet of students if food was served.
Original receipts and supporting documents (flyers, food
sign-in sheets, etc.) for reimbursement are due one week
after the event/activity has occurred. If receipts have not
been submitted within one week after the event/activity,
no reimbursement will be made. Failure to submit the
documents within a week may result in a freeze on funding
and room reservations.
If the organization seeks reimbursement for or has
purchased an item that has not been approved as part of
the allocation or violates any KSU or organization policy,
the student organization’s registration will be suspended or
revoked until all matters have been resolved.
Reimbursements that exceed $50.00
If an organization has an anticipated expense that exceeds
the $50.00 cash advance limit, or has spent personal funds
in excess of $50.00, KSU may require that those payments
be issued by a university check. This process that is
facilitated by the KSU Office of Finance & Accounting is
more extensive than the Department of Student Life’s petty
cash system and requires a minimum of 7-10 business days
to complete; however, there are specific requirements that
MUST be satisfied before the university is able to release an
official check payment to the requestor:
• The requestor must complete the KSU Vendor
Registration Form. This form must be completed
with your preferred mailing address, social security
number, address, and responses to several questions
required by KSU for payment processing.
• Form(s) should be returned to the Department of
Student Life, along with a completed Petty Cash/
Personal Reimbursement Form, Itemized Receipt,
Event Flyer, and Food Sign-in Sheet where applicable.
• All information will be processed by the Department
of Student Life Business Manager and forwarded to
the Office of Finance & Accounting for review and
payment.
STUDENT ORGANIZATION MANUAL 2014-2015| 21
Department of Student Life Financial Practices
All cash payments or checks for reimbursement will be
made payable to the student responsible for making the
approved purchase ONLY after original receipts and a
Fund Request Form signed by the organization advisor
have been submitted to the Department of Student Life
Business Manager.
Original and itemized invoices, Vendor Payments,
or Purchase Orders related to the approved funding
allocation may also be made directly to Vendor or Service
Provider once all Vendor Registration Forms have been
forwarded to Finance and Accounting. Individual and
Vendor Registration Forms may be obtained at https://
financialservices.kennesaw.edu/business/ formsa_z
The Department of Student Life and SABAC may suspend
or revoke the funding allocation before distribution if the
organization has engaged in activities that violate state
and federal laws or KSU policies. The funding will be
discontinued as of the date of suspension/revocation and
no expenses incurred after that date will be paid.
The organization is solely responsible for all expenses
that exceed the amount of the allocation awarded to the
organization.
A sign-in sheet for student attendees if food will be or has
been served (Office of Finance & Accounting Policy)
KSU is tax exempt and should not pay taxes. Please be sure
to show the KSU Tax Exempt Certificate before making any
purchase on behalf of your organization. The Department
of Student Life cannot reimburse anyone for payment of
taxes. Tax exempt forms are available at owllife.kennesaw.
edu in Student Life’s forms or documents section.
staff, faculty and students. Student members are from
the following constituencies: graduate students,
undergraduate students, international students, nontraditional students, traditional students, multicultural
students, and students-at-large. Student members are
the majority of the committee. SABAC student members
elect a chair from among the students who serve on
SABAC. The SGA President appoints student members.
Any enrolled student may submit an application for
consideration. Applications are available at kennesaw.edu/
studentsuccess/.
The purpose of the student activity fee is to improve the
overall quality of the campus experience for students;
to increase opportunities for student involvement in
the educational process, particularly the out-of-class
experience; and to enhance appropriate out-of-class
services and programs based on student needs. It’s KSU’s
student organizations that help make this happen!
SABAC must follow all the regulations as set forth in the
Department of Administrative Services in the state of
Georgia and the regulations of Kennesaw State University
as regards spending.
Submitting a SABAC Request
•Log into Owllife.kennesaw.edu, and select SABAC
from the Organizations section. Select “forms.” Then
select either the “event” or “travel” form.
•Once you have submitted your form via Owllife, you
will be notified of your agenda status.
•Please note that you must complete your submission
ONE WEEK prior to the SABAC meeting.
• Please note: SABAC will not hear funding requests
for events or travel that has already occurred; in other
words, there will be no reimbursement after the fact.
STUDENT ACTIVITY BUDGET ADVISORY
COMMITTEE (SABAC)
SABAC Meeting Dates and Deadlines
The Role of SABAC and how it governs
Student Activity Funds
Fall Semester
August 27, 2014 (agenda deadline is noon, August 20),
St. Center Leadership Rm
September 10, 2014 (agenda deadline is noon,
September 3), Leadership Room
October 1, 2014 (agenda deadline is noon, September
24), University Room A
October 15, 2014 (agenda deadline is noon, October 8),
Leadership Room
October 29, 2014 (agenda deadline is noon, October 22),
University Room A
November 12, 2014 (agenda deadline is noon,
The Student Activities and Budget Advisory Committee
(SABAC) serves as an advisory group to the KSU Vice
President for Student Success concerning student activity
funds and the approval of applications for forming new
student organizations.
SABAC Membership
Membership of the Student Activities and Budget Advisory
Committee includes representatives of the administration,
22 | KENNESAW STATE UNIVERSITY | DEPARTMENT OF STUDENT LIFE
All SABAC meetings are held Wednesdays at 3:30pm. Dates
for SABAC meetings are:
November 5), Leadership Room
Spring Semester
January 21, 2015 (agenda deadline is noon, January 14),
University Room A
February 4, 2015 (agenda deadline is noon, January 28),
Leadership Room
February 25, 2015 (agenda deadline is noon, February
18), University Room A
March 11, 2015 (agenda deadline is noon, March 4),
University Room A
March 25, 2015 (agenda deadline is noon, March 18),
University Room A
April 22, 2015 (agenda deadline is noon, April 15),
Leadership Room
NEW FOR FALL 2014
In an effort to encourage advance planning of student
organizations, we ask that each group planning to request
funding or recognition from SABC adhere to the following
schedule:
and application to the committee. Upon receipt of the
application forms, the registered student organization
will be notified of the hearing date and time. Each student
presentation shall be limited to 5 minutes. SABAC may
ask questions and seek additional information from the
representative at the hearing to assist in rending a decision.
A student officer or member should make the request to
SABAC. An advisor should not make SABAC requests on
behalf of the organization.
Please do not prepare any media or PowerPoint
presentations for SABAC, as they will not increase your
chances of having your request approved.
Important items to note when making the request:
• The request must be consistent with the organization’s
Bylaws or Constitution, state and federal law and the
policies of the Board of Regents and Kennesaw State
University.
• The request is consistent with the purpose of the
organization as defined on the request.
• Events or participation in the program is open to
all students of Kennesaw State University. The only
exception to this requirement is for travel.
• The request is made with adequate time to formally
secure campus space, review contracts, request
payment within the time frames established by
Kennesaw State University.
• Upon receipt of the application forms, the registered
student organization will be notified of the hearing
date and time. Each student presentation shall be
limited to 5 minutes. SABAC may ask questions and
seek additional information from the representative
at the hearing to assist in rending a decision.
Organizations should come prepared and should
retain copies of all submitted items for reference.
Types of Funding Requests that SABAC will Consider:
• Event
• Equipment
• Travel
Each section is outlined in detail. Please review carefully:
Event Funding
Making the Presentation to SABAC
Each organization applying for funding from SABAC
shall be granted a hearing to present their proposal
“Events” can be described as follows:
An “event” can be any of the following (and this list is not
inclusive): festivals, film-showings, concerts, lecturers,
receptions, celebrations, cookouts, and the like. The only
caveat is that any event funded by SABAC must be open to
the entire campus. Since your SABAC-funded event must
be open to all, it’s your responsibility to advertise the event.
There are a number of ways: an ad in the Sentinel (each
STUDENT ORGANIZATION MANUAL 2014-2015| 23
organization gets a small free ad, so it might be a good
time to check it out!), post a flyer of your event on OwlLife,
create a banner and some flyers to be posted appropriately
on campus, talk it up, visit student organization meetings,
and don’t forget social media: Facebook and Twitter are
good ways to get the word out.
All events must be primarily for KSU students. KSU
students are the ones who have paid their student activity
fees, so they need to be primary beneficiaries of the funds.
While it’s fine to have a few guests at the event, you
want to make sure that the majority of those present are
KSU students! Note that faculty and staff are considered
“guests,” as well.
Promotional Items
You might want to ask SABAC for funding for items to be
given away at your event; for example, t-shirts, pens, pads,
stickers, cups, etc. If you are approved for funding for these
items, know that everyone must have an opportunity to
receive those items. If you order 100 t-shirts for your event,
for example, you need to make sure that those shirts are
given away to STUDENTS who attend your event. You
can’t just take the shirts and give them only to officers, select
students, and a few of your closest friends. The items must
be available for students who attend your event. If you’re
worried that you won’t have enough for everyone, you can
advertise that you have the items WHILE THEY LAST.
Please remember that ALL design/artwork (not just those
using the Kennesaw State University name, trademarks, or
official logos) must be submitted to University Relations at
designapproval@kennesaw.edu for review and approval
prior to purchase. Items ordered without the approval
of the University Relations Design Approval and the
Department of Student Life Business Manager may be
ineligible for payment. Remember to seek help first, and
avoid the risk of becoming personally responsible for items
purchased without appropriate approvals. Please see the
end of this section for approved vendors.
Food
As of Fall 2014, KSU Catering is the preferred caterer for all
events on campus. “Catering” is defined as a meal that is set
up, cooked, served, and cleaned up by a company. Formerly,
we have been able to use other caterers; now the preferred
caterer is KSU Catering. If, for some reason, you want to
use another caterer, you must apply for an exception from
using KSU Catering at least ten (10) days prior to your event.
Please visit Student Life on Owllife.kennesaw.edu for the
exception form and catering guidelines.
Organizations may still order pizza, wings, sandwiches
and other food for events as long as that food is just being
delivered to campus and not served by the vendor. All
24 | KENNESAW STATE UNIVERSITY | DEPARTMENT OF STUDENT LIFE
organizations must comply with state limits for food costs,
and be aware that food per diem rates vary based on the
physical purchase location. The Department of Student Life
Business Manager is knowledgeable about the limitations
and will ensure that the limits are not exceeded.
Equipment
There are rare occasions when an organization may want to
request equipment from SABAC. Keep in mind:
• Any equipment purchased belongs to the University,
NOT to an individual or the organization.
• The equipment is to be used on campus and must stay
on campus.
• Equipment must last for at least five years before
being replaced.
• Requests for equipment will be reviewed on a caseby-case basis.
• SABAC is most likely to approve equipment requests
that will serve a significant large number of students.
Lecture, Performance, or Specialty Programs
Requiring Contracts or Payments for Services
It is a university policy that all student activity funded events
be open to all KSU students. Additionally, KSU has firm
policies for service and performance contracts. While these
events are welcomed and encouraged, extensive support and
preparation is required. The Department of Student Life has
a knowledgeable staff that is willing to work with student
leaders to produce a seamless quality event. Organizations
should schedule an appointment with a member of the team
as soon as they begin the initial planning steps. Three to four
weeks in advance is a reasonable time frame to orchestrate a
sizeable function with ease.
KSU Contract Approvals Policy
This document sets forth the policy on contract approvals.
The purpose of the policy is to provide guidance for
the campus community on who has authorization to
sign contracts for the University. This policy serves as
clarification and official authorization for the following
KSU personnel to sign contracts for the University (at the
contractual value levels indicated), with the caveats below:
• Only the personnel in the positions listed are
authorized to sign contractual agreements for the
University, at the indicated thresholds;
• Any KSU personnel who sign contracts or agreements
outside this official authorization or other specifically
delegated authority may be subject to serious
disciplinary action;
• If any contract signing authority is further delegated
beyond the personnel indicated below, that delegated
authority must be in writing and on-file within the
Office of the Assistant Vice President for Financial
Services;
• Under Georgia law, unauthorized contracts or agreements will be void, and may subject the person who signed the
agreement to personal liability under the contract.
Authorized Signatory Annual Contract Value
• VPs/Deans/Department Heads or designees: Less than $5,000
• University Procurement Officer/Controller (subject to Budget approval): $5,000 to $99,999
• Open Market Purchases (No limit on Purchases from State-Wide or Mandatory Contracts)
• AVP Financial Services/Chief Operating Officer: More than $100,000
Contract Review Process
If your event has an outside artist, a contract MUST be used. If a KSU student is performing at your event, a contract
MUST be signed as well. Note that a contract is required even if no payment is involved. Please use the steps below to
gain approval.
• First Step: Meet with your Department of Student Life Reservation Coordinator to discuss the contract. It is up to
you to schedule a meeting for contract review in The Department of Student Life. Remember that your failure to do
so could result in the contract not being approved in a timely manner. Your advisor should be involved in this step
as well. The Department of Student Life will provide you with a KSU contract, and we prefer that your vendor use
the KSU contract. In the event that the KSU contract is inadequate for your vendor, the vendor may submit his/her
own contract; however, the contract approval process will take longer if this is the case.
• Second Step: Once your contract has been received and reviewed for accuracy in the Department of Student Life, it
will be determined if your contract must be sent to KSU Legal Affairs for review. The review process for KSU Legal
Affairs takes eight business days. Plan accordingly.
• Third Step: Once the contract has been returned to your organization by your Student Life Event Coordinator, it is
the responsibility of your advisor and your event coordinator to work with the individual or agency providing the
program or service. Once the individual or agency has signed a contract, you’re ready for the next step.
• Fourth Step: The contract must be returned to the Department of Student Life. The original contract should be submitted
to the Student Life Business Manager to request payment. A copy of the contract should also be given to your Student
Life Reservation Coordinator. The Business Manager will facilitate the signing of the contract by the Director of Student
Life. Your advisor may NOT sign any contracts. Only the Director of Student Life may sign contracts.
TRAVEL
SABAC Travel Funding Request Hearings
SABAC will hear travel funding requests from eligible student organizations for trips that are in line with the
organization’s mission and purpose. Travel funds are a privilege and should be treated as such. Funding will only be
available for currently enrolled students who are members of the student organization and who will travel during a
semester in which they are enrolled. Funding is subject to the following guidelines:
•Line-item organizations are expected to include funding for travel within their annual budgets and will not receive
additional funding for travel from SABAC.
•Other eligible organizations may petition SABAC for travel assistance. Travel requests should be prepared with the
assistance of the Department of Student Life and made as far in advance as possible within the same academic year.
Each student organization may request a maximum of $1,800 per academic year for travel, according to this formula:
• 1 - 200 miles away from KSU, $1,200 or $200 per person whichever is less.
•201 – 500 miles away from KSU $1,500 or $300 per person whichever is less.
•501 - or more miles away from KSU $1,800 or $400 per person whichever is less.
•No organization shall be allowed more than $1800 per academic year in total SABAC travel funds.
•Working with the Department of Student Life, students are expected to make as many travel arrangements as
possible ahead of time.
More Travel Information
•When travel has been approved by SABAC, the trip is a University-authorized activity. Each group or individual
STUDENT ORGANIZATION MANUAL 2014-2015| 25
must submit the following to The Department of Student Life prior to departure:
oStudent Trip Waiver of Liability, Assumption of Risk, and Verification of Insurance Coverage form;
o Alcohol and Drug Policy Acknowledgment; and all items requested by the Department of Student Life Business
Manager for processing.
•The Waiver of Liability, Assumption of Risk, Verification of Insurance, and Alcohol and Drug Policy
Acknowledgment forms are found at ksustudent.com in the “forms” section.
•Funds may be requested to cover expenses directly related to travel, such as registration fees, transportation, lodging
and meals.
•In the case of hotel stays, organizations are expected to house four students per room, or as many as the gender
breakdown will allow. Spouses/guests of students must pay their own travel, meals and hotel.
•Any funds remaining after the trip is completed will return to SABAC. Organizations are not free to spend
remaining funds on expenditures not detailed in the request.
•Travel must be related to the students’ position functions within the organization or group purpose.
•Students who cancel their nonrefundable travel reservations (hotel, flight, conference registration, etc.) are
responsible to reimburse the university from their personal funds. Failure to do so will result in a “hold” placed on
the student’s records and registration. Emergencies will be reviewed on a case-by-case basis.
•All travel funds designated for student travel are to be used for the purpose of conducting the official business of the
organization or related professional conferences.
•Reimbursement for travel in the performance of official and approved duties of the University shall be subject
to University System guidelines, Kennesaw State University travel regulations and Student Activities Budget
Advisory Committee policies and procedures. Specifically, meals will be reimbursed based on the General Services
Administration’s per diem website.
•Required conference meals not covered by registration fees are exceptions and will be reimbursed for actual
amounts.
•Other travel expenses shall follow the approved travel regulations of the University.
•Students are personally responsible for making necessary arrangements with faculty concerning class work.
Approval to travel and to receive student activity funds in support of travel should not be construed as permission
to miss class meetings and course work.
•Requests for travel to be submitted to SABAC must first be routed through the president and advisor of the
organization for approval and signature.
•The Department of Student Life will assist organizations in completing and processing forms for submission to
SABAC.
•No cash advances are provided for students who are traveling.
Preparing for Your Travel
Make an Appointment with the Department of Student Life Business Manager to discuss the following:
•Air Travel - If traveling by air the trip organizer will need to obtain a minimum of 2 quotes directly from the chosen
airline or a website such as Expedia or Travelocity. Also, if the air travel must be secured at the appointment, a
finalized list of traveler legal names, date of birth, gender, and student ID number must be readily prepared so that
tickets may be purchased promptly and at the quoted fare rate.
•Travel for three or more students may be referred to a travel agency. Please contact the Department of Student
Life Business Manager for information. DO NOT contact a travel agency on your own without approval from the
Business Manager. Should you enter into a relationship with a travel agency without approval, you will be liable for
all funds.
•Hotel Information – The trip organizer will need to obtain a minimum of 2 quotes directly from the chosen
establishment or from a website such as Expedia or Travelocity. Also, if the lodging must be secured at the
appointment, a finalized list of traveler legal names, date of birth, gender, and student ID number must be readily
prepared so that tickets may be purchased promptly and at the quoted fare rate. A rooming list and an agenda or
conference itinerary for the function RSOs will be attending is required per GA BOR travel policy.
•Registration information – Trip organizers must have all registration information available prior to scheduling the
travel appointment with the Department of Student Life Business Manager. If applicable, information on how to
register online using a credit card is most preferred and efficient. If registration requires a check to be mailed to and
26 | KENNESAW STATE UNIVERSITY | DEPARTMENT OF STUDENT LIFE
organization, the complete KSU vendor registration
will be required. Please allow a minimum of 7-10
business days to officially register the event sponsor
and request full payment.
•Automobile Travel – Students traveling by personal
vehicle may be reimbursed at a rate of $0.565 per
mile of travel. However, to calculate this accurately,
a MapQuest, Google Map or Yahoo Map showing
mileage being claimed must be submitted. A
University vehicle may also be used but only if a
full time faculty or staff member is driving the van.
The cost associated with University vehicles are as
follows:
o 7 passenger van includes driver is $15.00 per day and
.30 per mile.
o 11 passenger van includes driver is $15.00 per day
and .50 per mile.
o Medium size sedan is $15.00 per day and .30 per mile.
A completed form is necessary to reserve a University
vehicle and can be found at the Student Life page at
owllife.kennesaw.edu.
There is an option to use BOB to transport your group to
local Atlanta area venues. Rates are for four consecutive
hours of shuttle use. A four-hour minimum is required.
A
15% fuel surcharge will be added for traveling distances
beyond a 3-mile radius of campus. If you would like
to pursue this option, please email Mr. Ronnie Dunn at
rdunn17@kennesaw.edu. Please keep the Student Life
Business Manager informed if this is the option you choose.
Automobile Rental: If you choose to rent a vehicle, you
must pay for it ahead of time from your own money and
seek reimbursement. Vehicle rental cannot be prepaid.
To Seek Reimbursement:
KSU Vendor Registration Form – Students who will
need to be reimbursed for expense incurred as a result
of approved RSO travel will need to complete this form
prior to departing. Once all necessary forms have been
completed, it is imperative that the trip organizer schedule
an appointment with the Department of Student Life
Business Manager wharrisi@kennesaw.edu or 770-423-6015
to discuss logistics associated with the RSO travel.
Seeking Reimbursement After Travel
•Upon return, a Travel Expense Statement must be
completed within one week.
•The Department of Student Life Business Manager
will provide travelers with the KSU Travel Expense
Statement upon return. This form is required in order
to be reimbursed for any travel related expenses.
This form covers all possible expenses (mileage,
rental cars, parking, airfare & baggage cost, per diem
food cost, hotel & lodging, taxi, shuttle and related
expenses). When completing the form, please select
Non-Employee for student travel. And in accordance
with BOR, KSU, and Department of Student Life
policy, original, itemized receipts must support each
monetary claim.
•Students must also complete a vendor registration
form along with an IRS W-9 in order to receive a
reimbursement check.
•Forms are available on line at ksustudent.com in the
forms section.
•No reimbursement will be made without prior
approval, original receipts and a completed Travel
Expense Statement as required by the Department of
Student Life Business Manager.
Opening an Off-Campus Bank Account
If your organization wants to open an off-campus bank
account, please note that it is at your own risk. Having
an account independent of Kennesaw State University
allows student organizations to have complete discretion
over the funds that they raise; however, students may not
deposit funds awarded by the institution into off campus
accounts. Please note that Kennesaw State University has
no jurisdiction over your bank account, and cannot get
involved in any disputes arising from the bank account.
Neither Kennesaw State University nor the Department
of Student Life will be held responsible for mismanaged
accounts or personal credit blemishes.
How do I Buy T-Shirts & Promotional Items?
To purchase promotional items such as pens, cups, caps,
t-shirts, and brochure folders imprinted with KSU logos or
service marks, follow the procedures for purchasing goods,
generally. “Promotional items” are not items purchased
for resale, but are typically distributed to staff, students or
parents/alumni at University-related events to promote the
name and offerings of the University.
Merchandise or printed materials that incorporate
University logos, service marks or other University-related
design elements must have the design pre-approved
through Creative Services. Please contact University
Relations for approval at designapproval@kennesaw.edu.
Vendors who offer to imprint promotional items with
KSU logos, mascot images or other service marks must be
registered with the licensing company, SMA. Additional
details can be obtained by writing to designapproval@
kennesaw.edu.
STUDENT ORGANIZATION MANUAL 2014-2015| 27
Any items funded with SABAC money require the
use of University-approved vendors, who have been
appropriately licensed to use all KSU marks. You will still
need to submit your design to designapproval@kennesaw.
edu for approval to use it.
KSU approved vendors
1st Coast Printing
Website: www.1stcoastprinting.com
Primary Contact: Robin Ray
Phone: 904-716-4800
Fax: 904-285-7915
E-mail: robin@1stcoastprinting.com
Secondary Contact: Susan Batson
Phone: 251-604-7470
E-mail: susan@1stcoastprinting.com
Halo Branded Solutions (Lee Wayne Corporation)
Website: www.dh.halocatalog.com
Primary Contact: Dianne Helliwell
Phone: 470-321-4747
Fax: 678-560-2616
E-mail: Dianne.helliwell@halo.com
Secondary Contact: Jodi Stelling
E-mail: Jodi@adnov.com
Promo Entertainment Group
Website: www.promoentertainmentgroup.com
Primary Contact: Melanie McGovern
Phone: 404-367-0350
Fax: 404-367-0420
E-mail: Melanie@promoentertainmentgroup.com
Secondary Contact: Ralston Wells
E-mail: Ralston@promoentertainmentgroup.com
The Target Group
Website: www.ksugear.com
Primary Contact: Susan Broccolo
Phone: 678-835-5819
Fax: 678-835-5801
E-mail: susan@targetawards.com
Secondary Contact: Angela Montgomery
E-mail: angela@targetawards.com
How do I Buy Food?
• Most foods (bakery, dairy products and other
perishables) are exempt from procurement rules, and
include prepared foods such as hors d’oeuvres, meat
and vegetable trays, pizza, desserts, etc. suitable for
meetings or parties. Simply put, CSOs may purchase
food from any food establishment as long as full
service catering is not provided. Drop off or pick up
28 | KENNESAW STATE UNIVERSITY | DEPARTMENT OF STUDENT LIFE
service is allowed.
• Although most foods are exempt from state
procurement rules, the Board of Regents has specific
conditions under which food may be purchased
for employees (in non-travel status) and students.
For example, food can only be purchased for valid
University business, which may include sanctioned
student activity events.
• Employees may partake of meals served at such
events only when employee participation is required.
Please see important rules adopted by the Board of
Regents in their Business Procedures Manual, sections
19.7 and 19.8. found at www.usg.edu/fiscal_affairs/
bpm_acct/bpm-sect19.pdf
SECTION 7:
ROOM RESERVATIONS & EVENT PLANNING
All events, activities, conferences and information tables
on KSU campus must be approved and documented
properly and assigned a specific space for the activity to be
held. All reservations at KSU must be sponsored by a KSU
Department or Student Organization.
Student Life is responsible for coordinating reservations for
all Student Organizations. All events sponsored by a KSU
Department must be processed by University Events. All
class projects must be reserved through University Events.
It is the responsibility of the faculty member assigning the
project to arrange the space reservations.
Registered Student Organizations are not eligible to reserve
space and may only reserve Information Table locations.
Certified Student Organizations are eligible to reserve all
spaces available to reserve on campus.
New Student Organization Interest Groups (New
Organizations pending SABAC Approval) are eligible to
reserve 2 Information Table locations per semester after a
representative has attended a “Get Started Workshop.”
New Student Organization Interest Groups
(New Organizations pending SABAC Approval)
New Student Organization Interest Groups can email
RSOreservations@kennesaw.edu with 2 dates to host
information tables to gain interest in the new organization.
The organization will be given 1 6 foot rectangular
table and 2 chairs in the location assigned (except The
Commons- no chairs provided). The email should include:
Name of New Student Organization Interest Group:
Responsible Student’s Name:
Responsible Student’s Email Address:
Responsible Student’s Phone Number:
Preferred Location: (Choose from- Student Center
Rotunda, Atrium or Terrace, Campus Green, The
Commons Patio, Social Science Building Display
Table, or Social Science Outside Patio)
Start and End Time:
Sponsored Activities by Certified Student
Organizations
The key component in requesting this space is completing
the Campus Event Request Form found at reservations.
kennesaw.edu/login.aspx, which will be processed
by one of the Department of Student Life Reservation
Coordinators. It takes 3 to 5 business days to process a
request. In order to arrange proper access to space, set-up
and other details all Campus Event Request Forms should
be submitted at least 7 to 10 business days prior to the
requested date of the reservation.
The Campus Event Request Form requires individualized
login information that is given to the President and
Reservation Delegate of each student organization. If login
information is needed or any difficulties are experienced,
please contact rsoreservations@kennesaw.edu or call 470578-6280.
reservation status. At this time you will know if you
reservation is confirmed, denied or on hold and will
be able to begin taking proper steps to finalize your
event. Be sure not to advertise or make concrete plans
until you know you have a space.
4.At this time your organization may move forward
with finalizing all details for your on campus event.
Please be sure to complete the following tasks in a
timely manner:
• Begin advertising for your event
• Read your reservation confirmation and ensure that
all outlined policies are adhered to
• Read your reservation confirmation for accuracy in
room set-ups and equipment needs
• Submit all necessary contract documents for
approval (See the Department of Student Life
Business Manager for details).
Available Programming Times
Student Organizations are able to and encouraged to
program year round. University facilities are available for
hosting events, meetings and information tables during
the building’s operating hours. Exceptions to this include
University Closed holidays and Final Exam Periods. In
the event of an official University closing due to inclement
weather, all events scheduled will be cancelled.
Event requests may require approval from CEPC (the
KSU Campus Event Planning Committee comprised of
key university officials), which requires a minimum of 30
days to process. Before any agreement(s) may be made
in connection with the function, the CSO should have
received a Reservation Confirmation.
The Final Exam Period of each semester is closed to public
performances, dances, concerts, club sport competitions,
use of the expression and freedom of assembly area, and
similar extracurricular activities. Low impact activities
such as officer meetings and general body meetings are
permitted. Organizations are also able to host end of year
banquets and awards ceremonies at this time.
Summarized Steps for Planning an Event on Campus
as a CSO
Advanced Booking Timeline
1.First step is to meet with your members and discuss
details of the proposed event. Suggested questions to
answer are:
• What do you want to accomplish from hosting the
event?
• When and where would you like the event to take
place? (multiple dates and location options are best)
• What is your budget for the event?
• Who is your target audience for the event?
2.The designated reservation delegate should submit
the Campus Event Request Form at reservations.
kennesaw.edu/login.aspx. Please allow for 3-5
business days for the Reservation Coordinators to
process your request.
3.After the necessary processing time, you will receive
correspondence from a The Department of Student
Life Reservation Coordinator informing you of your
The Campus Event Request form allows student
organizations to book space one year prior to the date
desired. However, the Department of Student Life does
not encourage the booking of academic locations such as
classrooms and auditoriums prior to July 15th for Fall,
November 15th for Spring, and April 15th for Summer. All
spaces booked in academic locations prior to these dates,
are highly likely to be bumped due to an academic class
being booked in this space.
POLICIES THAT GOVERN RESERVATIONS
* The below policies represent the most often used policies
for hosting events. Additional university policies may be
communicated upon confirmation of your reservation. All policies
should be upheld.
STUDENT ORGANIZATION MANUAL 2014-2015| 29
KSU AMPLIFIED SOUND POLICY
All approvals are contingent upon space reservation
confirmation.
OUTDOOR LOCATIONS
STUDENT CENTER TERRACE Amplified sound allowed ONLY between 12:30pm and
1:45pm
Monday - Sunday.
GAZEBO
Amplified sound allowed ONLY between 12:30pm and
1:45pm Monday – Friday as well as Fridays between
5:00pm and
10:00pm; allowed between 8:00pm and 10:00pm Monday –
Thursday; between 12pm and 10pm Saturday and Sunday.
CAMPUS GREEN (EAST SIDE)
Amplified sound allowed on the East end of the Green
(nearest Kennesaw Hall) ONLY between 12:30pm and
1:45pm Monday through Saturday; between 11am and
10pm Sunday.
CAMPUS GREEN (WEST SIDE)
Amplified sound allowed on the West end of the Green
(this includes Southwest nearest Rec Center, West nearest
Student
Center entrance at Bursar’s Office, and Northwest Grill
area) from 11am to 10pm Monday - Sunday.
THE COMMONS
Amplified sound is allowed at the Commons ONLY
between 12:30pm and 1:45pm Monday – Friday. Requests
for Saturday and Sunday will be reviewed on a case-bycase basis.
ALL OTHER OUTDOOR LOCATIONS
Any outside areas on Main Campus not listed above will be
determined on a case-by-case basis.
INDOOR LOCATIONS
STUDENT CENTER
The Student Center allows amplified sound, both built-in
systems and additional PA systems, in all locations in the
building.
INDOOR PLAZA (Prillaman Hall)
The Indoor Plaza is approved for use of a small group PA
system.
AUDITORIUMS
Additional PA systems are approved to be used in
auditoriums.
30 | KENNESAW STATE UNIVERSITY | DEPARTMENT OF STUDENT LIFE
ALL OTHER INDOOR LOCATIONS
All areas with built-in audio/visual equipment are
approved for use of the built-in system at any time
Additional equipment is not permitted for these areas.
No Amplified Sound is permitted during Finals Periods of
each semester.
*exceptions to this policy will be determined by the Campus
Events Planning Committee.
**Any amplified sound needed to conduct an academic class is
exempt from the Amplified Sound Policy. ~ Approved by CEPC
on 7/11/2013
Campus Green Use Policy
The Campus Green was designed for use primarily as an
aesthetic feature for informal gatherings and light impact
recreation. The Campus Green is the open area between the
Seigle Student Recreation and Wellness Center, Kennesaw
Hall, the Student Center, and the Burruss Building. The
Campus Green is available for use by KSU students,
faculty, and staff for organized activities and events with
prior approval from the Department of Student Life.
Requests will be evaluated specifically to ensure aesthetic
preservation of the facility.
KSU encourages casual use of the Campus Green, but in
order to preserve the aesthetic quality of the space, there
are some circumstances and events that are not permitted.
These circumstances and events include, but are not limited to:
• use of cleats or spiked shoes
• golf practice or instruction
• intramural events
• activities using bicycles, skateboards, roller blades/
skates, or vehicles
• canopy tents larger than 10 feet by 10 feet
• stages
• any equipment that utilizes stakes
As with all Kennesaw State University property, users are
expected to remove any debris and report any damage that
may occur during the use of the area.
For information on using this space for your Student
Organization, contact a Reservation Coordinator in the
Department of Student Life at 470/578-6280 or send an
email to rsoreservations@kennesaw.edu.
Event Integrity Policy
The details of your event may not be changed from the
original request without completing the online
Cancellation/Change form found on the Department of
Student Life profile page in Owllife (Owllife.kennesaw.
edu) under the forms section. If excessive changes to the
details of the event occur, you may be asked to resubmit the
Campus Event Request Form with updated information.
For example, if a lecture becomes a concert or a seminar
becomes a three-day workshop, you must cancel the
original reservation with the on-line cancellation/change
form and submit a new Campus Event Request form.
Transferring, loaning or sub-leasing a reservation or
misrepresenting the intended use of the venue are serious
matters that may result in immediate suspension of a
group’s eligibility to use KSU facilities. If it is determined
that a misrepresentation of any event request has occurred,
cancellation of the event and possible loss of campus space
use privileges may occur. It is important if you are working
with an outside group, that names be noted on the Campus
Event Request Form and the nature of the event be listed.
Responsibilities of the Hosting Organization
The hosting organization or department is responsible
for the information provided when making a reservation
and for designating an official contact person. The contact
person and the advisor are responsible for the proper
conduct of the event and for returning the facility or space
to its original configuration.
Film Policy
CSOs may sponsor slide shows, videotapes, or films on
campus provided they do not charge admission or solicit
donations for the showings and comply with all copyright
regulations. This policy means that student organizations
must obtain permission from the individuals who have the
rights to the film prior to showing the film. Remember that
your student organization may not charge any money nor
accept any donations for the showing of a film. Further,
organizations may not rent videos from local distributors
or show personally owned items to mass audiences. This
is a violation of the law. Please contact the Department of
Student Life to learn how to obtain movie licensing or visit
the Student Life profile page in Owllife (Owllife.kennesaw.
edu).
Copyright and Public Performance Regulations
This document has been designed to provide student
organizations with all of the necessary information to
successfully and legally show a film on campus.
Section 110 of the 1984 Copyright Act provides a specific
exemption to the licensing of what is clearly a public
performance: “face to face teaching.” To qualify for the
exemption, the showing must occur in a face-to-face
teaching situation at a non-profit educational institution
and meet ALL of the following six criteria:
• Performances and displays of audiovisual works
must be made from legitimate copies, including prerecorded videocassettes, NOT copies from legitimate
copies, and NOT copies from broadcasts (for example,
I can’t tape my favorite episode of “Law and Order”
and make it available for a public showing).
• Performances and displays must be part of a
systematic course of instruction and not for
entertainment, recreation, or cultural value of any
part of the audience. The instructor must be able
to show how the motion picture contributes to the
overall course study and syllabus. The course does
not have to be a credit course, but must be one
recognized by the university and for which people
register (for example, showing must relate to an
ongoing semester course).
• Performances and displays must be given by the
instructors or pupils, with no broadcasting from
outside sources.
• Performances and displays must be given in
classrooms and other places devoted to instruction.
The Student Center, residence hall lounge, cafeterias,
and outdoor showings DO NOT QUALIFY. Student
organizations cannot hold a showing in a classroom
to get around this regulation because the showing
isn’t part of an ongoing course for which people have
registered.
• Performances and displays must be a part of
the teaching activities of non-profit educational
institutions. Businesses that conduct educational
seminars and some technical schools do not qualify.
• Attendance is limited to the instructors, pupils, and
guest lecturers. Only people registered for the class
may attend the screening. No fee specific to the
showing may be charged.
The bottom line: if your organization wants to show a film
on campus for entertainment or recreation, you must pay
the licensing fees associated with the film.
If you do decide to go forward with a movie, public
performance or display
After you have selected the movie that you would like to
view as part of a program, your first step is to purchase
a public viewing license ($300.00 - $500.00) and rights to
show the film in public, which is a public performance fee
($300.00 - $500.00). Even if you choose to show the movie
for free, you are still required to purchase the copyrights.
Federal copyright Laws protect all movies viewed in public
areas regardless of format (35 mm, video tape or DVD).
Video Tapes and DVDs that are available for purchase,
rented from many commercial establishments, or checked
out of the library are for home viewing purposes only.
STUDENT ORGANIZATION MANUAL 2014-2015| 31
What the Law Says
The present copyright law establishes the principal that a
copyright is property and no one can use someone else’s
property without permission of the owner or the owner’s
licensing agent. To protect this property right, the law
gives the copyright owner the right to license any public
performance of the work with only a few exceptions to
this provision. The law also permits the owner or licensing
agent to collect a fee when others use the protected work. It
is because of copyright enforcement efforts that schools are
now hearing of their obligations under the law.
By law, as well as by intent, the pre-recorded home
videocassettes and videodiscs which are available in stores
throughout the United States are for home use only - unless
you have a license to show them elsewhere. The Federal
Copyright Act (Title 17 of the United States Code) governs
how copyrighted materials, such as movies, may be used.
Neither the rental nor purchase of a videocassette carries with
it the right to show the tape outside of the home. No license
is required to view a videotape inside the home by a family
or social acquaintances, and home videocassettes may also be
shown, without a license, in certain narrowly defined face-toface teaching activities (Federal Copyright Act, Title 17, section
110.1). All other showings of the home videocassettes are
illegal unless they have been authorized by license.
Taverns, restaurants, private clubs, prisons, lodges,
factories, summer camps, public libraries, day-care
facilities, parks and recreation departments, churches,
and non-classroom use at schools and universities are all
examples of situations where a public performance license
must be obtained. This legal requirement applies regardless
of whether an admission fee is charged, whether the
institution or organization is commercial or non-profit, or
whether a federal or state agency is involved.
Businesses, institutions, organizations, companies or
individuals wishing to engage in non-home showings
of home videocassettes must secure licenses to do so regardless of whether an admission or other fee is charged
(Section 501). This legal requirement applies equally to
profit-making organizations and nonprofit institutions
(Senate Report No. 94- 473, page 59; House Report No. 941476, page 62).
Penalties for Copyright Infringement
“Willful” infringement done for purposes of commercial
or financial gain is a federal crime and is punishable as a
felony, carrying a maximum sentence of up to five years in
jail and/or a $150,000 fine. Even inadvertent infringers are
32 | KENNESAW STATE UNIVERSITY | DEPARTMENT OF STUDENT LIFE
subject to substantial civil damages, ranging from $500 to
$20,000 for each illegal showing.
Face-to-Face Teaching
The face-to-face teaching exemption is valid only in
situations where a teacher is present in a classroom, using a
home videocassette for the purpose of teaching to students
in a so-called “face-to-face” manner. This educational
exemption is narrowly defined and only applies to fulltime, nonprofit academic institutions.
Why Is Hollywood Concerned About Such
Performances?
The concept of “public performance” is central to copyright
and the issue of protection for “intellectual property.” If a
movie producer, an author, a computer programmer, or a
musician does not retain ownership of his or her “work,”
there would be little incentive for them to continue.
There would be little chance of recouping their enormous
investment in research and development, much less profits
to turn back into future endeavors. Unauthorized public
performances in the U.S. are estimated to rob the movie
industry of between $1.5-$2.0 million each year alone.
Unfortunately, unauthorized public performances are just
the tip of the iceberg. The movie studios lose over $150
million annually due to pirated videotapes and several
hundred million dollars more because of illegal satellite
and cable TV receptions.
Motion Picture Association: http://www.mpaa.org/
United States Copyright Office: http://www.copyright.gov/
Library: http://www.movlic.com/library/faq/faq.html
Sponsored Outdoor Recreation
Kennesaw State University recognizes that many activities
in which students participate carry some risk of accidental
injury. However, for the purpose of applying these policies,
such activities are defined as those that carry a recognized
risk of accidental injury. It is also recognized that the
potential for such injury is substantially reduced upon the
implementation of policies and procedures that ensure that
reasonable and due care is observed pursuant to safety and
participation in such activities.
Use of Sports and Leisure Equipment Owned by the
University
The Department of Recreation & Wellness has equipment
available that may be checked out for outdoor recreation
activities by KSU students, staff, faculty and organized
organizations.
• First priority for equipment use will be given to the
organization whose budget funded the equipment
purchase.
• Equipment may be used by other KSU organizations.
• The organizations must follow all applicable rules set forth in the policies created by the Department of Sports &
Recreation.
• The faculty/staff or student member of the group sponsoring the activity will check out Equipment. This individual
will also be responsible for returning the equipment in clean, working condition.
• If equipment is not being used by an organized group, it may be checked out to KSU students, faculty and staff on
an individual basis, under these guidelines:
• The individual must be trained and, where appropriate, certified in the activity.
• The individual may be required to submit a signed Release, Waiver of Liability and Covenant Not to Sue form before
checking out equipment (proof of insurance sufficient to cover injuries may also be requested).
• The individual will be responsible for returning the equipment in clean, working condition. The individual must pay
any costs for damage or cleaning.
• Nature Bound and Intramural equipment rental may require fees and refundable deposits.
ROOM RESERVATIONS: SPECIFIC SPACE DETAILS
Classroom Use
If a classroom has been reserved for your organization, is booked for you, your advisor is responsible for that space. They
must get you into the room, make sure nothing is misused and see that the room is left in proper condition. They are
responsible for making sure the space is secure when you leave. Your advisor has to contact the Locksmith by email to
request access be put on his/her ID Card for the date, time and room of that meeting. Campus Police will not open a room
for you and you should not go to the offices in the building asking office personnel to open a door for you. If you have not
made proper arrangements prior to the meeting, you will not have access to the space.
For after hour use of classroom space, your advisor must be present or Campus Police may ask you to leave the building
when it is time to lock down.
The primary use of classrooms is for academic classes; therefore, leave any classroom as you found it and ready for the
next class. If there is a problem for the next class, the last group in the room may be responsible for any damage or may
lose the use of the room for future dates.
Auditoriums
Requests to use auditoriums on campus require additional time to process. Please allow 5-7 business days as these
locations require approval to book. Most auditoriums require that the advisor (or a designated faculty or staff member) be
present throughout the entire event.
Auditorium Usage Regulations:
When using this space please adhere to the following guidelines:
- no food or drink is allowed in the auditorium
- do not move furniture or rearrange any of the furniture on the stage
- All trash must be removed from the room once the event is over
- be sure that all A/V equipment and lights are left in the off position
- be sure to secure the room before you leave. All doors should be tightly shut
- *Depending on Area* The organization’s advisor or another faculty/staff member must be present for the duration of
the reservation
Reserving Tabling Locations
Using tables to promote your organization is a popular option for student organizations. Tables can be used to display
literature, disseminate information, raise money, and for other forms of expression. While there are several specific
locations on the main campus for information tables, any outdoor location and any large, open, indoor location can be
appropriate for tables, provided that the table does not disrupt other university functions or interfere with academic
instruction, and pedestrian or vehicular traffic.
STUDENT ORGANIZATION MANUAL 2014-2015| 33
Some popular tabling locations on campus are: the Campus Green, the Student Center Atrium, Student Center Terrace, in
the library lobby, Social Science Atrium, or The Commons Patio
Some additional things to remember about tables:
• Each table must have a sign or some type of literature that identifies the student organization sponsoring the table.
• The organization sponsoring the table is responsible for cleaning up any litter at the end of use.
• A member of the sponsoring organization must staff the table at all times.
VIOLATIONS
No Show Violations
Any organization, department, or individual that fails to notify the Department of Student Life of a cancellation prior
to the event will be considered a no show. Written notification of the no show will be sent to the individual listed on the
reservation with a copy sent to the advisor. After two no show violations, reservation privileges will be suspended for one
academic semester unless otherwise determined by the Department of Student Life administration.
Misuse of Space
In order for student organization to continue to enjoy the privilege of using campus space, organizations will be held to
the University/Department of Student Life policies. Any misuse of space by an organization could result in suspension of
the organization’s reservation privileges.
Consequences
The Director for the Department of Student Life, in cooperation with the respective reservation coordinators, reserves
the right to assess the severity of the violation and/or any past facility misuse history by the student organization to
determine an appropriate sanction.
Space Allocation and Contracts
When approving space for an organization’s use, the Department of Student Life and the Campus Events Planning
Committee (CEPC) take into consideration the following elements:
• Availability of the facility or space
• Maximum capacity of the facility or space
• Best use of facilities and their suitability for various activities and functions
• An event will not be approved if it displaces a class or other academic event or is likely to disrupt the academic
environment.
Contracts should not be submitted for approval until a space confirmation has been received.
TYPES OF EVENTS
Event Specific Polices
Only CSOs may request permission to set up donation sites for items (i.e. money, canned goods, clothes, etc.) in
University venues. Fundraising events and charity events must be planned in cooperation with the Department of
Student Life and the Office of University Development. Please complete the appropriate forms found online for
fundraisers or donation drives. Visit the Student Life OwlLife page (owllife.kennesaw.edu) and click on the forms or
document links in the left menu. Please contact the Department of Student Life (470/KSU-6280) for assistance, or come to
the office (Student Center, room 274).
Public Assemblies and Amplified Sound
The freedoms of speech, expression, and assembly are fundamental rights of all persons and are central to the mission
of the University. Students, faculty, and staff have the right to assemble, to speak, and to attempt to attract the attention
of others, and the corresponding rights to hear the speech of others when they choose to listen, and to ignore the speech
34 | KENNESAW STATE UNIVERSITY | DEPARTMENT OF STUDENT LIFE
of others when they choose not to listen. However, these
activities are subject to the well-established right of colleges
and universities to regulate time, place, and manner so
that the activities do not intrude upon or interfere with the
academic programs and administrative processes of the
University.
The University shall not discriminate on the basis of the
political, religious, philosophical, ideological, or academic
viewpoint expressed by any person. University persons
and organizations may publicly assemble on campus
in the designated area assigned to that articular CSO or
department. At the time of the assembly, the persons
assembling are permitted to be in the designated area, as
long as there is no disruption to other University activities.
Please note that non-CSOs may exercise freedom of
expression on campus as long as the sponsoring person/
organization completes the Freedom of Assembly Registration
Form found online at ksustudent.com, under “Other
Forms and Resources.” For more information, contact the
Associate Director of Student Life.
Large Event and Late-Night Social Event Planning
Some events require significant pre-planning and
involvement from many University departments (i.e.
detailed setups, custodial, security, catering, parking, audio
visual, etc.). These events may include but are not limited
to conferences, concerts, guest speakers, performances, and
seminars. Each event request will be considered on a caseby-case basis after submission of a Campus Event Request
Form. Large events may require review by the Campus
Events Planning Committee. Due to the extensive planning
and coordination involved in holding a large event, very
specific guidelines have been established to ensure that all
parties communicate and work together to host an event
that is fun, safe, and will best showcase Kennesaw State
University.
Blood Drives
Volunteer Kennesaw is the designated campus entity
responsible for the coordination of blood drives. Their
office is in the Carmichael Student Center, Room 264. They
can be reached by phone at 470-578-6700.
Cookouts and BBQ’s
•Grilling events must be reserved with and approved
by the Department of Student Life or the Department
of Events Services.
• An activity request form must be filled out to hold a
cookout on campus or to use the existing grills.
• All campus grilling must end by 9 p.m.
• Only the charcoal grills installed on campus grounds
may be used.
• Portable gas and charcoal grills are prohibited.
• Flammables such as charcoal and lighter fluid may
not be stored on campus, except in approved fireproof
cabinets.
• A fire extinguisher is required which will be provided
by EHS. You must contact the EHS Department to
make arrangements for pickup, (470) 578-2410.
• The individual reserving the space is responsible for
safety during the grilling event.
• Use of alcohol is prohibited.
• The organizer is responsible for ensuring that any
burning charcoal is completely extinguished with
water after the grilling is complete, and that the site is
left as clean.
Additional information on KSU Environmental Health and
Safety policies on cookouts can be found on the Campus
Event Request Form under grilling.
Fundraising
Fundraising events and charity events must be planned
in advance. Prior to scheduling any fundraiser, please
complete the Campus Event Request Form at reservations.
kennesaw.edu/login.aspx. For more specific questions,
call 470-578-6280 for assistance or visit the Student Center,
Room 274.
General Meetings
The Student Center is the most appropriate indoor venue
for any group that wants to serve food or have amplified
sound at its event. Due to the high demand for the Student
Center rooms, classrooms may be used for meetings where
food will not be served and where amplified sound will not
be used.
Gambling
Kennesaw State University prohibits gambling on campus.
In order for your organization to hold this event you must
agree to uphold the following regulations:
• Games can be played as long as there is no buy-in and
the game is not played with money.
• No cash prizes can be given as awards to winners.
• Selling tickets for non-cash prize drawings,
refreshments or other non-game related items, can
raise money.
Raffles
“Raffle” means any scheme or procedure whereby one or
more prizes are distributed by chance among peCSOns
who have paid or promised consideration for a chance
to win such prize. Such term shall also include door
prizes that are awarded to peCSOns attending meetings
or activities provided that the cost of admission to such
meetings or activities does not exceed the usual cost of
STUDENT ORGANIZATION MANUAL 2014-2015| 35
CAMPUS GREEN MAP: ZONES
Key:
CG Zone 1- The Campus Green oval only (no lighting
available)
CG Zone 2- the grassy area between the Campus Green
and the Student Center
CG Zone 3- the Grill Area near the Green
CG Zone 4- the area between the Grills and the Burruss
Building
CG Zone 5- the grassy area between the Grills and the
Student Center
CG Zone 6- the grassy area between the Student Center
and the Recreation Center
36 | KENNESAW STATE UNIVERSITY | DEPARTMENT OF STUDENT LIFE
CG Zone 7- the grassy area between the Campus Green,
Zone 6 and the Recreation Center. Main Power source
located here.
CG Zone 8- Large grassy area near Convocation Center.
For special events only.
CG All Zone 1-7- All zones. For large events only.
CG Zone 1 & 2- A combination of Zone 1 and Zone 2
CG Zone 3 & 4- A combination of Zone 3 and Zone 4
You will need to go to the area on the map marked with the
star to get you table and chairs. You are allotted 1 table and
2 chairs unless specified otherwise in your confirmation.
Once finished with your event you must return the table
and chairs.
similar activities where such prizes are not awarded. – GEORGIA STATE CODE 16-12-22.3
By definition, the State of Georgia considers a raffle and a lottery to be one and the same under most conditions: It is
the intention of the General Assembly that only nonprofit, tax-exempt churches, schools, civic organizations, or related
support organizations; nonprofit organizations qualified under Section 501(c) of the Internal Revenue Code, as amended;
or bona fide nonprofit organizations approved by the sheriff, which are properly licensed pursuant to this Code section
shall be allowed to operate raffles. – GEORGIA STATE CODE 16-12-22.1(a)
Since most CSOs are not truly qualified to conduct official raffles in the State of Georgia, the Department of Student Life
staff members suggest that student organizations hold free drawings in which no money is exchanged for the chance to
win the prize to be raffled. Organizations planning to hold a ticket sale, raffle or free drawing must complete the Campus
Event Request Form for this event.
Guest Speakers
CSOs may present guest speakers who may make speeches, give performances, or lead discussions in indoor or outdoor
locations approved by the Department of Student Life. A guest speaker is a speaker or performer who is not a student,
faculty member, or staff member.
Guest speakers may distribute literature to persons who attend the event, but not to others who have not chosen to attend
the event. The guest speaker may not accost potential listeners who have not chosen to attend the event. Finally, a guest
speaker may not solicit for his or her off-campus business, organization, or service. When presenting a guest speaker, the
Certified Student Organization must make clear that the organization, and not the University, invited the speaker, and
that the views expressed by the speaker are his or her own and do not necessarily represent the views of the University.
There are times when the contract will request that the artist/performer be able to sell merchandise, such as CDs, DVDs,
and books. Legal Affairs must approve all merchandise sales as part of the contract. Artists/performers may not assume
that they can sell their merchandise without getting prior permission.
Security
To ensure the safety of students, faculty, and staff, CSOs may be required to request campus security for on-campus
events. Organizations may not hire private security for an on campus event. To arrange KSU security at a Registered
Student Organization event, complete the Campus Event Request Form first to request space. Security may be required
for your event by the Director of the Department of Student Life, the Department of Student Life Reservation Coordinator
or CEPC. The cost will be the responsibility of your organization. Your Department of Student Life Reservation
Coordinator will assist your CSO in arranging security for on campus events as necessary. Depending on the scale of the
event, a meeting to discuss your organization’s needs may have to be arranged.
Audio/Video Equipment
The Department of Student Life Reservation Coordinators will arrange several pieces of equipment for use by CSOs when
requested on the Campus Event Request Form. Some examples of available equipment include microphones, portable
sound systems, two way radios, and projectors. Please indicate the need for such items when completing the Campus
Event Request Form.
Department of Environmental Health & Safety: Policy Event Safety Guidelines
Public assembly events involve various risk factors associated with having large numbers of people in one location. The
primary risk factors are the high occupant density, occupants that are not familiar with the building, and in some cases
darkness. These risks can be managed through proper event planning and management.
The health, safety, and welfare of Kennesaw State University students and employees, and guests attending an event
must be managed and secured for any event held on campus. The event organizers, whether students, KSU employees,
an outside organization and whether planning individually or collectively have a prime responsibility of protecting the
health, safety and welfare of everyone working at, attending the event or likely to be affected by the event. It is important
to recognize and appreciate the fact that planning for effective health and safety management should start at the same
time as the planning for all other aspects of the proposed event.
STUDENT ORGANIZATION MANUAL 2014-2015| 37
The types of events held on campus vary enormously from graduation ceremonies to conferences, seminars,
performances, concerts, to students’ functions, among many others. In addition, the size and complexity of each
event will vary from one event to another. Nevertheless all events are covered by certain legal requirements, but the
arrangements that may be needed will vary according to the event. The Department of Environmental Health, Safety &
Risk Management has developed an Event Safety Guideline which provides basic standards and safety measures through
which it is hoped to encourage a consistency approach to environmental health and safety management of event while
leaving scope for flexibility, taking into account the nature, size and complexity of the event.
If a CSO is planning an event outside of a traditional meeting or small scale event has specific questions about risk, injury,
use of fire, chemicals, foam, inflatables, etc. Please be sure to review the detailed procedural guidelines online at www.
kennesaw.edu/ehs/downloads/Event-Safety-Guidelines.pdf or contact the Department of Environmental Health &
Safety:
Tel: 470-578-3321
Fax: 470-578-4363
Email: ehs@kennesaw.edu
Sale or Distribution of Food on Campus
The Kennesaw State University follows all local and state health and sanitation regulations and guidelines with regard
to food handling. Pursuant to distribution or sale of food and beverages on or in university properties, including offcampus preparation for distribution or sale on campus, students must speak with their designated Event Coordinator
from the Department of Student Life before proceeding as other additional forms may need to be in place before an event
can be confirmed/approved. Exceptions to this policy will be permitted only with prior approval from the Director of
The Department of Student Life.
Food Distribution Sanitation Requirements
Food and Equipment
• Avoid preparing hazardous or bacteria prone foods at home. Food served should be prepared on the site of the event
(cook outs) or in a permitted establishment that has proper facilities for preparing food and sanitizing equipment
and utensils.
• All food items that will be prepared must be from an approved source (sources that comply with the law - FDA,
USDA, State Health Department), such as a grocery store, discount warehouse, etc. and be properly labeled.
• Proper temperature must be maintained when transporting food and once it is on site. Hazardous foods must be
maintained at proper temperature: 41º F or colder or 140º F or hotter at all times.
• Cooking Temperatures should be monitored closely following these guidelines: • Brisket (Raw Meat) – 145ºF
• Hamburger Meat – 155ºF
• Hot Dogs – 155ºF
• Chicken (poultry) - 165ºF
• After the food is cooked it must be held at a temperature of 140º F or higher.
• Thermometers must be available and used to monitor temperatures of hazardous foods.
• Avoid cross contamination of cooked and un-cooked foods.
• All ice must be from an approved source and arrive at the site in sealed bags and be handled in a way that protects it
from contamination. Ice used to fill drink cups must be stored separate from ice used to store food. Use scoops with
handles for dispensing ice. Do not use cups.
• Proper hand washing facilities must be available and used (a water container with spigot, a bucket to collect
wastewater, hand soap, hand sanitizer, and disposable paper towels are needed).
• If unable to appropriately sanitize all utensils opt for plastic and disposable types.
• Always keep bleach available to sanitize all utensils, food preparation, and food service surfaces. Proper dilution is 1
tablespoon of bleach to one gallon of water (100 ppm).
• All food contact equipment, utensils, and surfaces must be in good repair and need to be cleaned and sanitized with
the bleach solution above.
• Foods, including condiments, which are displayed for self-service must be protected by the use of food shields or
38 | KENNESAW STATE UNIVERSITY | DEPARTMENT OF STUDENT LIFE
other effective means (i.e., pump dispenser, squeeze
bottle, avoid open containers and spreading utensils).
• Only single service items may be used to serve the
public, such as plastic utensils and paper ware if food
is self-prepared.
• Waste receptacles must be provided for the public to
properly dispose of trash.
• All wastes, including wastewater, resulting from the
booths operation must be disposed of in a sanitary
manner.
Personnel
• Food handler representative shall have permit
available for inspection at any time during the event.
• No peCSOn shall work in a food service booth while
infected with a communicable disease that can be
transmitted by or while afflicted with a boil, an
infected wound, or an acute respiratory infection. No
peCSOn suspected of being affected with a disease or
condition shall be working in a food service booth.
• The food handler representative or peCSOn in charge
of the food service booth shall have the responsibility
to remove a food handler if he/she has reason
to suspect that he/she has contracted any such
communicable disease or has become a carrier of such
a disease.
Personal Hygiene
Food handlers shall wash their hands thoroughly with
warm water and soap, then dry them off and follow with a
hand sanitizer on these occasions:
• Before starting work
• After visiting the toilet
• After coughing or sneezing into the hands or
handkerchief
• After taking money, eating, drinking, smoking, etc.
Food Handler’s Practices
• Food handlers must wear gloves and hair restraints
when preparing or serving food
• Food handlers shall consume food in designated areas
only.
• Food handlers shall not use tobacco in any form while
engaged in food preparation or service, nor while in
areas where equipment and utensils are washed.
• Food handlers shall carry and serve food in a sanitary
manner.
• Food handlers shall handle glasses, plates and
chinaware in a sanitary manner.
• Food handlers shall use sanitary plastic disposable
gloves if food must be manipulated by hand.
• Food handlers shall refrain from sneezing or coughing
onto food.
• Food handlers shall use only clean and sanitary
equipment.
• Food handlers shall use separate cutting boards,
blocks, tables, grinders, slicers, and other utensils
for raw and cooked food. If this is not possible and
the same equipment and utensils must be used,
food handlers shall thoroughly clean and sanitize
equipment used for raw food after each use.
• Food handlers shall handle food and drink in a
manner to prevent cross contamination of bacteria.
EVENT CRISIS MANAGEMENT AND
EMERGENCY RESPONSE
Crisis Response
While CSOs are advised to plan their activities and
events in such a way as to avert crisis, it is important to
proactively plan how to respond in the event one should
occur. Intentional development of a crisis response plan
prior to an event or activity will empower the organization
to effectively respond.
As a student leader, it is important to understand that crisis
can happen to you and your organization. If this happens,
know that you are not alone. Reach out to the Department
of Student Life to assist you. It is important to be aware of
your own feelings, perceptions, and issues so that you can
monitor your ability to cope with the difficult situation.
Should a crisis or incident happen during a student
organization activity, contact 911 for off campus events
and/or (470) 578-6666 for emergencies and (470) 578-6206
for non-emergency calls to get appropriate help.
• There is a network of outdoor emergency phones on
and around campus. These phones are mounted in
call boxes, have a light on top, and are clearly marked
EMERGENCY. Pushing the call button activates
a direct phone line with the University Police
Department that will automatically pinpoint the
caller’s location.
• Notify your advisor if she or he was not part of the
activity.
• Notify all organization members in a meeting.
• Notify the Department of Student Life (ST 274) at
(470)578-6280 in the event of a serious injury or death.
Statements about the incident
Consult with the Department of Student Life, your
university advisor and/or national representative to
discuss what things you should discuss in a post-incident
press conference or release.
STUDENT ORGANIZATION MANUAL 2014-2015| 39
RESERVATIONS STATUSES AND CHANGES
CSO Room Reservations
The Department of Student Life assigns space according
to the most appropriate use of the venue as the event
is described on the Campus Event Request Form. The
demands on the venue as well as the nature and the size
of the event will be considered in determining final space
assignments.
Room reservations can only be processed when the
Campus Event Activity Request Form has been submitted
by an authorized representative of the CSO. When making
reservations, please organize the room reservation request
within your group before reserving rooms to ensure you do
not submit duplicate requests. The Department of Student
Life Reservation Coordinators will process your request
within 3-5 business days.
General purpose rooms and classrooms may be reserved by
CSOs by submitting a Campus Event Request Form found
at reservations.kennesaw.edu/login.aspx. Please complete
the form thoroughly and provide any additional details
pertaining to your event.
Room requests are processed in the order that they
are received and are assigned on a first-come, firstserved basis. Please be aware that some miscellaneous
rooms or classrooms in buildings across campus may
not be available to student organizations. Some rooms
are controlled by the College or Dean’s office in that
particular area and may not be available for use by student
organizations.
Notice: The Campus Event Request form allows student
organizations to book space one year prior to the date
desired. However, the Department of Student Life does
not encourage the booking of academic locations such as
classrooms and auditoriums prior to July 15th for Fall,
November 15th for Spring, and April 15th for Summer. All
spaces booked in academic locations prior to these dates,
are highly likely to be bumped due to an academic class
being booked in this space.
Two members (the president and one additional member)
from each CSO will be authorized to submit reservation
requests on behalf of the CSO.
Space Reservation Denials
The Department of Student Life reserves the right to deny
space usage for a group or event if it is programmatically or
operationally difficult to accommodate. The Department of
Student Life on an individual basis will consider appeals.
40 | KENNESAW STATE UNIVERSITY | DEPARTMENT OF STUDENT LIFE
Occasionally, a request will be referred to the President’s
Cabinet for final approval. If there is no space available
that fits the time, date and size needed, or the request is not
submitted within the appropriate time frame to ensure the
event’s success, the request will be denied.
Academic Precedence
The Academic Calendar is imported directly into the
Events Management System (EMS) to avoid conflicts. All
reservations in academic spaces have the risk of being
moved due to an academic class being scheduled in that
space at any point during the semester. Occasionally,
an academic class is placed in a room where an event is
booked. The academic class will take precedence and The
Department of Student Life Reservation Coordinator will
make every effort to resolve the issue and reassign space
assignment when possible. The Reservation Coordinators
take a proactive role in reassigning academically bumped
events prior to the reservation date.
Cancellations
Should it be necessary to cancel a reservation, the original
requestor must fill out and submit the cancellation/change
form, within two (2) business days, to ensure consistency
of communication with the organization. Any student
organization or university department that fails to honor
a reservation without canceling two (2) business days in
advance may have future use of facilities restricted.
Student organizations that fail to cancel an event will be
categorized as no shows (see No Show Violations policy).
Organizers are responsible for removal of promotional
signage and notification of cancellation to all participants.
Administrative Cancellations/Changes
In rare instances, confirmed reservations may be changed
or cancelled if they are found to conflict with another
function or academic need. The Department of Student Life
and University Events staff will work with the organization
or department to provide alternative accommodations
whenever possible.
Inclement Weather Cancellations
When campus is closed due to inclement weather, your
event will automatically be cancelled. The student group
is responsible for re-submitting the Campus Event Request
Form, if they wish to schedule another dateDue to the high
demand for space, rain locations will not be available for
events booked outdoors except for Presidential Events.
These policies were adopted from the following institutions:
• University of Georgia
• Georgia State University
• Bradley University
• North Carolina State University
Approved by the KSU Student Government Association 1-20-11.
Disclaimer
The University has the discretion in making revisions to this manual to remain current and consistent with our current practices
or changes in local, state or federal law. Thus, the University retains the right to modify or discontinue any policies, programs or
procedures described in the publications unless doing so would conflict with the terms of some other express agreement. Material in the SO Manual is intended to be accurate at the time of printing. However, unintentional errors may exist and policies,
procedures, regulations, as well as event dates, times and locations may have changed since publication.
Kennesaw State University, a member of the University System of Georgia, does not discriminate on the basis of race, color, religion,
age, sex, national origin, disability, or sexual orientation in employment or provision of services.
Department of Student Life SO Manual. Last Update 9-23-14.
Education is not the filling of a pail, but the lighting of a fire. ~ Heraclitus
UPDATES
New Phone Numbers
Voice over IP (VoIP),which transmits telephone calls over the Internet, replaces the old phone system.
The new phone numbers ALL carry the same area code and first three numbers, followed by the current
extension. The new area code is 470 and the first three numbers are now KSU (578). So, if your current
extension is 1234, then your phone number is: (470) KSU-1234. KSU continues to use four-digit dialing for
on-campus calls.
http://d.kennesaw.edu/dir/people/
New Addresses
KSU has been assigned official street addresses for KSU campus buildings. The new addresses are useful for
emergency responders and will also allow visitors to locate specific buildings with GPS technology.
http://kennesaw.edu/addresses/addressing.php
You will always miss 100% of the shots you don’t take ~ Wayne Gretzky
STUDENT ORGANIZATION MANUAL 2014-2015| 41
INDEX
A
Academic Precedence 40
Advanced Booking 29
Advisor, role 18
Advisor, selecting 18
Advisors, student organization 18
Ampliphied Sound Policy 30
Approved Campus Postings Policy 11
Audio/Video Equipment 37
Auditoriums, use of 33
Automobile Rental 27
Automobile Travel 27
Award Ceremony 6
B
Bank Account, off-campus 27
Banners 10
BBQ’s 35
Blood Drives 35
BOB, use of by RSOs 27
Bylaws 17
C
Campus Event Request Form 29
Campus Green Use Policy 30
Cancellations 40
Cash Advance 21
Catering 24
Certified Student Organizations 4, 28
Chalk 10
Changing Room Reservations 40
Classroom Use 33
Club Fund 21
Code of Conduct Specific to Student Organizations 14
Collection Boxes, Drives 12
Commons 30
Community Postings 13
Constitution Change Request Form 17
Constitutions 17
Contract, Approvals Policy 24
Contract Review Process 25
Cookouts 35
Copyright and Public Performance Regulations 31
Crisis Response 39
42 | KENNESAW STATE UNIVERSITY | DEPARTMENT OF STUDENT LIFE
D
Denials, of space reservations 40
Design Approval 16
Designated Representatives 5
Disciplinary Procedures for Student Organization 14
Disclaimer 41
Distribution of Literature 13
E
Eligibility for students in SOs 6
Equipment, funding requests 24
Event Funding 23
Event Integrity Policy 30
Event Planning 28
Exhibits 12
F
Film Policy 31
Financial Practices 22
Flyers, posting of 10
Food 24, 28
Food Handler’s Practices 39
Freedom of Assembly Registration Form 35
Funding 19
Fundraising 17, 35
G-I
Gambling 35
Gazebo 30
General Meetings 35
Golden O’s, Award Ceremony 6
GPA, required 6
Grilling events 35
Guest Speakers 37
Hazing Policy 7
Inclement Weather 40
Information Tables 28
L
Large Events 35
Late-Night Events 35
Lecture, Performance, or Specialty Programs 24
Line-Item Organizations 4
Logo Policy 15
Lotteries 37
M-N
Media Policy 7
Mission, Student Life 3
New Student Organization Interest Groups 28
No Show Violations 34
O
Off-Campus Bank Account 27
Officially Sponsored University Organizations 16
Operating Funds 20
Organization Advisor 18
Outdoor Recreation 32
OwlLife 14
Owl Radio, help promoting 13
P
Personal Reimbursements 21
Phone Numbers, New 41
Posting Regulations 10
Presentation to SABAC 23
Privileges; for student groups 5
Program Fund Request Form 20
Program Funds 20
Programming Times 29
Promotional Items 24
Public Performance Regulations 31
Purchasing Guidelines 20
R
Raffles 35
Receipts 21
Registered Student Organizations 28
Reimbursements 21
Renewal 5
Room Reservations 28
S
SABAC Funding 19
Meeting Dates & Deadlines 22
Request 22
Safety Guidelines, event 37
Sale or Distribution of Food 38
Sanitation Requirements, Food 38
Security, at events 37
Sentinel, free ads 13
Showing a film on campus 31
Sign-in sheet 22
Signs 13
Sponsored Activities 29
Sports and Leisure Equipment 32
Staff, Student Life 3
Street Addresses, New 41
Student Activities and Budget Advisory Committee (SABAC) 22
Student Activity Fees, permitted use 19
Prohibited use 19
Student Code of Conduct 5
Student Organizations 16
Student Organizations, Types 4
T
Tables 33
Tax exempt status 22
Trademarked University Name, Marks and Logos 15
Transferring, loaning or sub-leasing a reservation 31
Travel, Funding Requests 25
Trip Waiver of Liability 26
T-Shirts 27
U
University-approved vendors 28
University logos 27
University Relations 16
Use of Name of The University 16
V-Z
Vehicles 5
Vendor Registration Form 27
Vendors, licensed 16, 28
Visual Identity Program (VIP) 15
Weather Cancellations 40
Things do not change, we do. ~ Henry David Thoreau
STUDENT ORGANIZATION MANUAL 2014-2015| 43