Clubs and Organizations
Clubs and Organizations Eastern Mennonite University has an active student club and organization portfolio offering a full range of opportunities to become involved in campus life, local initiatives, national issues and international agenda. Full listing available here: EMU Clubs and Organizations 2014-15 EMU Clubs and Organization Websites EMU Clubs and Organization Social Media Student Organization Manual: a Resource and Policy Guide for New and Existing Student Organizations (The following information is available on the EMU website). -----------------------------------------------------------------------------Introduction Dear Student Leader: Congratulations on being selected as a leader in your organization. What follows is a summary of all of the policies and procedures that student organizations might need access to so that you can perform your role as efficiently as possible. If you need assistance, feel free to stop by the Student Life Suite any time or contact the Director of Student Programs at ext. 4133. Thanks for your involvement in Eastern Mennonite University student life! Dear Advisor: We appreciate your willingness to serve in a roll that is integral to developing campus leaders. Please understand that you are expected to guide and advise, allowing students to take responsibility in carrying out all functions of their organization. The students will learn by doing. If you have any questions, feel free to contact the Director of Student Programs at ext. 4133. Thank you for taking a personal interest in Eastern Mennonite University student life. Benefits for Registered Student Organizations 1. 2. 3. 4. 5. 6. 7. 8. 9. Being listed in the Student Handbook and the Student Organization Directory Receiving access EMU resources including support, funding, facilities, equipment, a website, etc. Automatic inclusion in the Leadership Retreat for all student organization leaders Ability to publicize events on campus Ability to hold fund-raising events in accordance with published guidelines Ability to recruit new members through annual Student Organization events Eligibility for annual Leadership Awards Accountability for organizational goals and opportunity to benefits the campus and community To be automatically a part of the Union of Student Organizations. 1 Starting a Student Organization Any member of the Eastern Mennonite University community is welcome to begin a new student organization. The process is outlined below in four steps: 1. Student Leadership Must Complete an Application for Registration online. Complete all required sections, including purpose of the organization, advisor information, officer information, qualifications for membership, goals, constitution, affiliations, etc. Information on writing a constitution and selecting and working with an advisor is included in the Student Organization Manual. 2. Ensure that there at least five students interested in being members of the organization before you complete the Application for Registration. It is suggested that you hold an organizational meeting to recruit members and gauge interest in your organization. Although having this meeting is not required, the ability to demonstrate student interest in the organization will be important when it is considered for acceptance as a registered student organization. 3. Schedule a meeting with the Director of Student Programs to discuss the organization’s application including its purpose, constitution, and goals. This time will also be used to familiarize you with university policies and procedures for student organizations. 4. Schedule a time to present your proposed student organization to the Student Government Association (SGA). SGA will be interested in your purpose, type of programming, and level of interest in your group. SGA will make a recommendation of approval or disapproval to the President’s Cabinet for the final decision on whether or not the organization will become registered with the university. An organization in its first year may receive all the benefits of a registered student organization except the ability to request and receive yearly funds from SGA. A new organization must establish viability by sustained interest and activity over a two-year period before it is eligible for student fee allocations and an EMU sponsored website (recommended for all EMU clubs and organizations). A new organization may, however, request funding for special events from the SGA and may establish a presence on Facebook within their first year (SGA vice president for marketing shall be notified of creation of Facebook page). Registered student organizations must have a purpose and programs that are in accord with the mission and Community Lifestyle Commitment of Eastern Mennonite University. Retaining Active Club and Organization Status: 1. Organizations must elect officers in the spring of each year and names to SGA. 2. Student leadership must submit an Application for Registration on an annual basis, no later than September 15 Constitution Guide for Student Organizations: Constitutions are a requirement of all registered student organization at Eastern Mennonite University, and serve the following purposes: Define the primary characteristics of the organization Prescribe how the organization functions Outlines rules that cannot be changed without previous notice to the members and the vote of a specified large majority 2 The following format has been developed to be used as a guide to the development of a constitution for student organizations: Title shall include the following language: Constitution of (Name of the Organization) Adopted (Signature of President and Date) Article I - Name Exact title to be used in addressing or referring to the organization Article II - Purpose Reason for founding, group purpose and goals. What is the group’s primary agenda; political, cultural, religious, social, service, etc. Article III - Membership Eligibility for membership, membership restrictions? How does one become an official member? What are the rights of members? How may a member be removed? The nondiscrimination clause of the university should be included in this section. Article IV - Officers How many officers are there? What are their titles and duties? Who is eligible to become an officer? What procedure will be followed in the case of a vacancy? How may an officer be removed? How long do officers serve? Article V - Elections Who will be elected? Elections must be held in the spring of the year for the following year’s officers. This is done for continuity from year to year. How are nominations to be made? How do nominees present their qualifications? Who is eligible to run for a position? How is an election to be determined? By what means and how far in advance will nominations and/or elections be announced and members notified? Article VI - Meetings How often will meetings be held? How will members be notified of meetings? How will organizational decisions be made? Who is eligible to vote and what constitutes a quorum at meetings? How will meetings be run? Article VII - Finances How will the organization finance its activities? Will the organization submit an annual budget request? How will financial records be kept? Who is responsible for developing the budget? Will dues be required, and if so, how much, how often, and to who are they paid? Who is responsible for collection and disbursement of funds? Who may authorize expenditures? Article VIII - Advisor What is the advisor’s role in the organization? How is the advisor selected? What expectations does the organization have of the advisor? Article IX - Committees Define and explain the purposes of any committees in the organization. How and when will they be formed? Article X - Affiliations What is the affiliation, if any, with local, state, national or international organizations? What is the relationship of the organization to the affiliate? 3 Article XI - Amendments How are amendments to be proposed and by whom? How are amendments to be voted upon? How will amendments be incorporated into the Constitution? By what percentage must they pass? Article XII - Ratification State how the Constitution will be approved by the organization members. Union of Student Organizations: All registered EMU clubs and organizations are granted membership in the USO—the Union of Student Organizations. Member representatives are required to attend the two meetings each semester. What does the USO do?: 1. Meets twice a semester 2. Discusses current happenings and activities of clubs and opportunities for cross-clubs collaboration, fostering communication between clubs as well as with SGA 3. Advocates for campus issues with SGA 4. Entertains funding requests to receive financial help with activities that involve two or more EMU clubs 5. Offers educational opportunities for student leaders on leadership related topics such as community organizing, delegation, marketing, etc. 6. Seeks to continue to foster community at EMU on the organizational level Funding Requests: Funding requests made by registered student clubs or organizations of Eastern Mennonite University are considered by the Student Government Association’s (SGA) Finance Committee, which conducts annual budget hearings in the spring of each year for the purpose of allocating funds for the following year. The SGA Finance Committee consists of the SGA Treasurer (chair), SGA Executive Officers, and the Vice President for Student Life (advisor). Recommendations made by the committee are taken to the SGA Senate for preliminary approval and to the President’s Cabinet for final approval. The SGA Treasurer has the responsibility of reviewing monthly budget expenditures of the organizations to which it has given funding. Definitions: Organization- an official club that has received approval from the Student Senate and is registered with the Student Programs Office Student Group- consists of two or more students and is not affiliated with an organization, approved by the Student Senate and registered with the Student Programs Office Guidelines: 1. All un-allocated monies acquired from student fees will be placed in the SGA general account. Funds can be requested from this account throughout the year. 2. Organizations that are not politically affiliated and that are registered through the Student Programs office will be considered for any funding request. Unregistered student groups and 4 3. 4. 5. 6. 7. 8. politically affiliated organizations will be considered for allocation of funds for a specific event that will benefit a large portion of the campus community. An organization or student group must request funds for programming/operating expenses by submitting an itemized budget proposal on the appropriate form (see handbook or contact SGA). Equipment needs must be submitted as separate requests and are not to be included in the annual operating budget proposal. Requests for funding should be submitted in writing on the appropriate form to one of the SGA executive officers at least twenty-four hours prior to the date of review by the Student Senate. A representative of the organization or student group must be present during the Student Senate’s review of the request. Organizations wishing to attend conferences of an academic nature that are related to their field of interest may apply for up to $500 from the Student Government Association. An organization may receive more than $500 with the approval from 2/3 of the Student Senate. Funding for these purposes is intended to complement fundraising efforts on the part of the applying organization and/or the individual contributions of its members. Organizations that receive assistance from SGA to attend a conference must host a forum or coffeehouse that is open to the entire campus to discuss their experience no more than one month after the completion of the conference. The following are not normally funded from the comprehensive student fee: i. Organizations directly related to academic majors, which tend to be exclusive membership ii. Gifts or contributions to third-party charities or causes. Students’ fees are for use by students in the on campus co-curricular program only Funds allocated to student organizations from comprehensive student fees must be retained in a Business Office account. Regular procedures for requesting the expenditure of institutional funds must be followed (See Business Office Procedures). In order to keep the comprehensive student fees as reasonable as possible for all students, organizations are encouraged to consider various methods of funding: membership dues, co-sponsorships, user fees, gifts and contributions, and fundraising projects. All student organization financial transactions are handled through the Business Office using the necessary forms required to track transactions. Any questions concerning the use of the following forms should be directed to the Director of Student Programs or the Business Office. PETTY CASH: Expenditures of $25.00 and under are chargeable to EMU and may be submitted to the Business Office cashier for reimbursement. EMU is exempt from state sales tax, therefore state sales tax will not be reimbursed. Copies of our tax-exempt certificate are available in the Business Office. The form (sample below) should be completed in full: 1. Reimbursement amount 2. Transaction description 3. Account number responsible 4. Purchase date 5. Attach receipts 6. Signature when reimbursement has been received 5 CASH TRANSMITTAL SHEET: All cash and checks received in your organization should be forwarded to the cashier with a completed Cash Transmittal Form promptly. The form (sample below) is available in half or full sheet sizes. Please complete transmittals as follows: 1. 2. 3. 4. 5. List checks (name and address) separately or photocopy checks List cash Include correct account number for each amount listed Give a concise informative description for each amount listed Make sure total of checks and cash equal total of transmittal REQUEST FOR PAYMENT: Expenditures by EMU check, without a vendor’s invoice, are made by submitting a Request for Payment form (sample below), available in single or duplicate form. The duplicate (yellow) copy is retained by the person requesting the expenditure. NOTE: A separate form is used to request reimbursement. Descriptions should be thorough and due dates should be indicated. Completed forms Approval signatures are needed from organization treasurers. EMU is exempt from state sales tax; state sales tax is not reimbursed. Copies of our tax-exempt certificate are available in the Business Office. By federal regulation, payments to individuals for services performed must be accompanied by a completed W-9 unless there is already one on file in the Business Office. 6 VENDOR’S INVOICES: All vendors are instructed to send invoices to the attention of Accounts Payable, which will rubber stamp the invoices and send them to the proper office for account number and approval: 1. Fill in account number(s) to be charged, if there is more than one account number being charged, show the amount for each account number 2. Sign the ‘Rec’d’ box, showing your approval 3. Remaining boxes will be filled in at the Accounting Office If there is an original invoice from a company, your initials and account number on the invoice are all that is needed. (“Request for Payment” forms are NOT used when there is an invoice.) When charges are made at Red Front Supermarket, Mr. J’s Bagels or other vendors where you receive a receipt please put the correct account number and approval signature on the receipt and turn it into the Accounting Office. To charge at Wal-Mart, the EMU charge card must be presented along with the EMU Tax-Exempt Card. PURCHASE ORDERS: Purchase Orders (PO) are required for any order over $500 and are assigned by the Accounting Clerk either by phone request or as completed Purchase Orders come through the Accounting Office. Accuracy is imperative since the complete form becomes the original and will be mailed to the vendor. All PO are approved by the Advisor and SGA Treasurer. Check appropriate boxes indicating whether the order has been phoned/faxed in, if the Accounting Clerk will need to send the vendor a copy of the PO. NOTE: A PO form must be filled out and returned to the Accounting Office any time a PO number is assigned. 7 The receiving (yellow) copy is returned to the department expecting the delivery of the merchandise or service. Upon receipt of merchandise or service, the “Rec’d” and “Mdse Received By” spaces will be completed. The receiving copy should be forwarded to the Accounting Clerk for matching the vendor’s invoice. Partial deliveries require photocopies of the receiving copy. 8 Funding Requests: Every recognized student organization must have at least one faculty or staff advisor who is prepared to meet with and advise the group. The role of the advisor will often require a great deal of time and dedication. Advisors provide the continuity and stability to otherwise constantly changing groups. Advisors do not lead, they advise. Students learn the most when advisors allow the group to make their own decisions. Therefore, students should function as the leaders and voting members of the organization. The students, not the advisor, are held responsible for their decisions. The advisor advises the organization on matters requiring an opinion from someone who has more knowledge in a certain area. It is essential to have active advisors. The advisor should not simply be a signature on a form--the advisor’s level of involvement should match the group’s needs. 19 Expectations Organizations May Have of their Advisor: 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. Get to know and be available to organization members Attend organization meetings regularly to stay informed and offer ideas and suggestions Attend programs and events offered by the organization Assist with goal-setting, program planning, emergencies, problem-solving, and evaluation of goal achievement Help officers in understanding and executing duties Consult with students in selection of guest speakers, in negotiation of contracts with outside agencies and organizations, and reference decisions with the academic dean or other appropriate advisor Be an information source for university policies, regulations, and procedures and serve as liaison to the faculty and administration when necessary Have the ability to deal with the same issues each year with a fresh outlook Have the ability to locate additional resources within the university or outside the community Help students to apply principles and skills learned in their classes Provide continuity by relaying historical information, traditions and past problems and solutions to new members while at the same time encouraging flexibility and creativity beyond traditions Provide or make students aware of training in leadership skills Alert the organization to the need for and methods of good public relations Mediate intra-group conflicts Counsel individual members as needed Assist in the development of recruitment efforts Represent the organization to the faculty and the administration Assist the student organization leaders to relate program planning to the mission and expectations of Eastern Mennonite University Provide assistance with organizational finances, including budget development and ongoing expenditures 8 Expectations Advisors May Have of the Organization 1. 2. 3. 4. 5. To have clear expectations about his/her role as an advisor To be kept informed of organizational plans, activities, and related matters To meet with the organization on a regular basis To be invited to meetings, programs, and events To take care of potential problems in an efficient manner 9 6. To have the organization work out tentative solutions to problems before coming to the advisor 7. To make the advisor feel like a member of the group 8. To show appreciation for the advisor’s service EMU Facilities: Terms of use for EMU Facilities: 1. Furniture and equipment are expected to be returned to their original arrangement. All materials (i.e. decorations) and equipment shall be removed from the facility within an hour after the event has concluded. 2. The physical plant is able to provide set up of tables and chairs if a minimum of ten working days’ notice is given. If adequate notice is given, there is no charge for set-up; however, unscheduled set-ups or changes either cannot be accommodated or there will be charges to the organization/department requesting the service. 3. No individual may request the reservation of facilities for use by groups other than those for which he/she is an authorized representative. 4. Misrepresentations by authorized representatives regarding facility reservations, or the failure of officers, members, or guests of organizations to observe the provisions of policies and regulations may subject an organization to denial of further requests for use of facilities. 5. If a reserving organization determines that it will not require the use of a reserved facility, an authorized representative must promptly cancel the reservation of the facility. 6. EMU reserves the right to terminate use of any facilities at any time prior to or during an event if it is determined that the organization is damaging facilities, endangering the safety of persons present, interfering with the processes of the university or infringing on the rights of others. 7. Facilities authorized for use by an organization may not be transferred, assigned, or lent to another organization. 8. The organization agrees to meet all publicity and posting guidelines. 9. EMU will not be liable for any damage to furniture, fixtures, or any other property of the facilities by the organization or any other person. 10. EMU has the right to enter any part of the premises for making repairs and to check if the organization is complying with the terms of the agreement. 11. The organization agrees to comply with all EMU smoking and alcohol policies. 12. Permission for the organization to sell items must be approved in advance by the Director of Student Programs. 13. The organization agrees that admission to the facility shall be limited to the capacity of the event space as determined by EMU. All reservations (date, beginning and ending times), except for Common Grounds and those noted below, can be made through the Physical Plant, 540-432-4390 at least ten days previous to the event. Common Grounds may be reserved at www.emu.edu/commongrounds/ 10 Locations That May Be Reserved: Space: Outdoor Athletic Facilities Cafeteria Dining Room Cafeteria Dining Room Cafeteria Dining Room Campus Center Greeting Hall Brunk Maust Lounge Balcony Thomas Plaza Lehman Board Room Strite Conference Room Classroom Classroom Classroom Classroom Classroom Discipleship Center Lehman Auditorium Library Library Park Cabin- Indoor Park Cabin- Outdoor Residence Hall Lounges University Commons University Commons University Commons University Commons University Commons University Commons University Commons University Commons University Commons Room Number: Capacity: 004S 005E 006W 16 32 54 CC 301-302 CC 105 CC 226 CC 229 CC 201 CC 203 CC 350 30 50 70 40 46 40 25 100 875 30 40 30 303 304 UC 124 UC 173 UC 209A UC 211 UC 212 UC 201 Gym A Gym B Gym C 50 25 25 25 20 20 30 Reserved Through: Athletic Department Food Service Food Service Food Service Physical Plant Physical Plant Physical Plant Physical Plant Physical Plant Physical Plant Physical Plant Physical Plant Physical Plant Physical Plant Physical Plant Physical Plant Physical Plant Physical Plant Physical Plant Physical Plant Physical Plant RD of hall Physical Plant Physical Plant Physical Plant Physical Plant Physical Plant President’s Office Athletic Department Athletic Department Athletic Department Publicity: Registered student organizations, offices, and departments of the university community may place publicity on a variety of designated bulletin boards and locations. Publicity shall be defined as signs, flyers, announcements, EMU sponsored webpages, and other informational devices. All organizations posting material must abide by the following policies: 1. The name of the sponsoring organization must appear on all publicity. 2. Publicity is not to exceed 11” by 17” or one-half sheet of poster board. Personal announcements are not to exceed 4” by 6” cards. 3. Organizations are permitted one publicity item per bulletin board. 11 4. Publicity may be placed in the following locations: i. Campus Center - Stairwell bulletin boards ii. Residence Halls - Main entrance and first floor lounge bulletin boards iii. Cafeteria - lobby main bulletin board iv. Science Center - North and South bulletin boards in front and ground entrance v. Library - the Circulation Desk will post materials for you vi. University Commons - Stairwells 5. Permission to set-up tables, arrange displays, or hang banners in the Campus Center or any other area must be secured in advance from the Student Life Office 6. Publicity may not be posted more than two weeks in advance and must be removed within 24 hours after the event. Otherwise, it may be removed. 7. Publicity with adhesives which damage surfaces is prohibited. The cost of removal of this type of publicity will automatically be charged to the group who posted this publicity. 8. Publicity is prohibited on entrance doors, walls, surface of walkways or streets, posts, trees and plants, trash cans, and benches. 9. Publicity may not advertise, promote, or emphasize the use of alcohol through pictures or words. 10. The university reserves the right to remove any publicity with indiscriminate literature, personal character assassination, foul language, or other offensive material. 11. All improperly posted publicity is subject to removal. Violations of the posting policy are subject to review and disciplinary action may be taken against a student organization. 12. Non-registered groups and off-campus groups must secure permission to post publicity from the Student Life Office. Advertising for commercial purposes is prohibited unless the product is deemed necessary to the purpose of the university. Publicizing on the Web 1. 2. 3. 4. Before you plan an event check the EMU Web calendar to see what other events are planned for the same time period. Once your event is planned, immediately place it on the Web Calendar so other groups do not schedule conflicting events. You may request your event to be put on the web by going to emu.edu/marketing/help and filling out the request form. SGA Vice President for Marketing will help all new clubs to create a basic website using a standard template. If a club wishes to create their own website, it will be approved by the SGA Vice President for Marketing and the Director of Student Programs. Websites should be kept simple and informative so as to remain as current as possible from year to year. Event specific information and marketing should be done via a separate group Facebook page that is updated regularly. SGA and EMU retain the right to monitor and disable websites that violate the vision, mission and principles of the university. Distribution of Petitions, Handbills, and Literature A registered student organization may distribute literature on campus if the organization complies with the following guidelines: 1. The literature identifies the name of the organization 2. The literature is not a promotion for an off-campus business, organization, agency, national association, or charitable group 3. The literature is not distributed by hawking, shouting, or accosting individuals 4. The literature may not unreasonably obstruct pedestrian or vehicular traffic 5. The literature may not be distributed in residence halls unless approval is given by the Area Coordinator or Resident Director. Sometimes student organizations are interested in sponsoring group activities but do not have the funds 12 to cover the costs associated with the events. There are many ways that your organization can raise funds. However, it is important to know the guidelines under which you must operate. The following information summarizes the Eastern Mennonite University’s fundraising policy. 1. Any registered student organization, university department or other affiliated group can sponsor fundraisers on-campus. Some groups sponsor food sales such as bake sales, boxed candy, or candy-grams. In addition, merchandise such as t-shirts, mugs, flowers, etc. are common sale items. One idea that many groups don’t think about is the sale of a service, such as leaf raking, grass cutting, car washing, or cleaning services. 2. All fundraising efforts by student groups must receive prior approval from the Director of Student Programs. 3. Solicitation by non-registered and off-campus groups is prohibited without permission from the Vice-President for Finance. 4. An itemized statement of funds received must be submitted to the Director of Student Programs immediately following the event. 5. A designated member of the organization must be present during any fundraising activities conducted by the organization. 6. No raffles, lotteries, 50/50 drawings, or other forms of gambling are permitted. 7. Fundraisers may not be conducted for private gain of individuals. 8. All fundraisers that use the name of the university or any of its trademark symbols should be reviewed by the Student Programs office to ensure compliance with university regulations. Products that violate trademark or licensing regulations will not be approved for sale or distribution. Products in violation of copyright or trademark regulations may be confiscated. Early review and advice from the Director of Student Programs is highly recommended. 9. In order to protect your rights, complete a written agreement of some sort which denotes the agreement that you have made with your chosen vendor, including the specific dollar amount or percentage of gross income your group will receive per day or sale. Audiovisual The Help Desk (432-4357), located in the lower level of the library, has the following equipment and services available for student organizations: camcorders, TV’s, DVD players, video editing, video and audio copying, and laminating. Student organizations should call in advance to reserve equipment or utilize services. Account numbers will be necessary for purchases. A member of the student organization will be responsible for picking up and returning the equipment in accordance with the reservation. You may reserve sound equipment that requires a tech person by contacting the Campus Activities Council at 432-4644 or email at cac@emu.edu. A two week advance notice for reservations is required. Contracts Officers of student organizations need to exercise great care in negotiating contracts with outside agencies and businesses since the organization becomes liable once the agreement is signed. Faculty and staff advisors must be consulted before any contract is signed. Contracts and purchase orders in excess of $500.00 must be co-signed by the controller. Eastern Mennonite University accepts no responsibility for unauthorized contracts between students and outside agencies. Copying Policy All copying for student organizations may be done in the Copy Room (CC 203). If funding has been approved, student organizations may receive an authorization number from Information Systems to copy papers. Any student organization which uses the copier for personal use will face disciplinary action. 13 Copyrights/Trademarks Student organizations are not allowed to use trademarks or logos owned by commercial entities in conjunction with any activity promoted or conducted on campus. Social Events Which Include Dancing Dances and entertainment that support or model a lifestyle promoting good moral actions and attitudes such as integrity, self-control, responsibility, and fun are encouraged on campus at EMU. All dances held on or off campus by EMU students are expected to follow these guidelines: 1. Acceptable usage of dance at EMU is those forms of movement which are employed for instruction, artistic expression, celebrative worship, and wholesome physical and social development. 2. Forms of dance, music or entertainment which call for sexually suggestive movements, irresponsible behavior, abuse of other persons, or encourage any form of drug/alcohol abuse are not allowed. 3. The activity should be planned with the knowledge and approval of the advisor and Director of Student Programs. 4. The activity should be planned in accordance with the specific guidelines available from the Director of Student Programs. Student organizations are responsible for returning the planning form two weeks in advance of the event in order to allow sufficient time for approval and implementation of the plans. Sponsoring Speakers and Demonstrations EMU reserves the right to properly regulate the on-campus appearance of extra-curricular lecturers and guest speakers. Students are expected to reference the proposed invitation with the organization’s faculty or staff advisor. All students have a right to lawful and peaceful demonstration provided they do not disrupt class work or other university business or create substantial disorder or invasion of the rights of others. Film/Video Public Performances (What the Law Says) 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 or CD carries with it the right to show the tape outside of the home. No license is required to view the material inside the home by a family or social acquaintances and home videocassettes and DVDs may also be shown, without a license, in certain narrowly defined face-to face teaching activities. For non-classroom showings of movies at EMU, 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. Please contact the Student Programs office about obtaining a public performance license. EMU Vehicle Use The Physical Plant is responsible for coordinating van usage. All vehicle keys are to be picked up and returned to the Physical Plant. The following are general rules and regulations governing the reservations and use of EMU vehicles: 1. Vehicles are reserved on a first-come, first-serve basis 2. Vehicle drivers must be certified through the physical plant 3. The driver of a 12 person van must be 25 years of age and have five years of almost daily driving 14 experience. For the cars and mini-vans the driver must be 19 years old 4. Pick up the vehicle keys at the Physical Plant and they will explain how to use the EMU gas credit card. Please fill vehicles with gas if you return with less than half a tank of gas. The card attached to the keys must be completed with the ending and total mileage filled out before returning it to the Physical Plant. All college vehicle usage will be charged at the present rate. Gas and oil charges are incorporated into the rate. Check with the Physical Plant for current rates. 5. To meet scheduling demands, vehicles and the keys must be returned by the specified time per the reservation. Please remember that the same vehicle may already be scheduled to go out again in an hour after your return. Vehicles must be returned to the reserved parking spaces between the Physical Plant and Cedarwood. 6. Vehicle keys should be dropped in the slot on the door to the Physical Plant entrance whenever the vehicle is returned. 7. Vehicles must be returned clean and free of trash. Nothing should be stored on the roof of the vehicle when traveling. 8. When not needed, van reservations must be cancelled 24 hours in advance. 9. All driver’s will be required to fill out required forms and present a copy of their driver’s license that will be used to determine if the driver has a good enough driving record to drive the vehicle. 10. All drivers, who have not previously driven an EMU 12 passenger van, must take a short training session and be twenty-five years old before driving the vans for club activities. 11. Student organizations must have an approved account number to use for charging the rental expenses. 15
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