RSO Handbook and Events & Travel Manual

Registered Student Organizations (RSOs) play an important role in helping Ferris State University achieve the mission of innovative teaching and learning. RSOs provide unique learning experiences outside the classroom and create opportunities for students’ personal and professional development. Ferris State University recognizes the positive impact student organizations have on recruitment and retention of students.

All student organizations must register with the Ferris State University, Center for Student Involvement to function on campus and to have access to campus resources; this includes space reservations and posting privileges. Information provided through the registration process enables the University to: maintain communication with student leaders, educate leaders on risk management and University policies, and provide several special services for student organizations. The provision of University benefits to RSO’s should not be misinterpreted as meaning RSO’s activities are controlled by the University.

Registration is a charter to exist and to function on campus as a student organization and receive special privileges and benefits. Registration of a student organization does not by itself constitute any type of endorsement by the University of the organization's purpose, and it does not constitute any assumption of responsibility, liability, or sponsorship (fiscal or otherwise) by the University for the organization’s activities. 

All Registered Student Organizations registered with the University are subject to the policies and procedures as outlined in the Code of Student Community Standards and in this Registered Student Organization Handbook. Organizations must also follow all National, State, and local laws including rules of a National Governing Entity, when one is affiliated.

Participation in any given RSO by a student is voluntary, and any risk associated with participation is assumed by the student alone. Ferris State University does not assume liabilities for an RSO’s financial transactions, group activities, or the actions of an individual or its group members, unless the RSO is deemed by us to be performing services or engaged in activities on our behalf or under our direction.

Registered Student Organizations that operate primarily at a satellite or branch campus of Ferris State University may be subject to rules and regulations specific to that location. Rules and regulations at satellite and branch campuses may differ from those at the Ferris State University Big Rapids campus due to the specific function and nature of each campus. Students enrolled at satellite or branch campuses are encouraged to consult with the appropriate staff member at their campus to learn about RSO rules and regulations specific to their campus.

A Registered Student Organization at Ferris State University is an independent and self-governed group, consisting primarily of students enrolled at Ferris, formed to contribute to those students' educational growth, recreation, and/or personal development, and who have been approved to function on campus. RSO leaders and members assume the responsibility for the organization’s activities and conduct.

Sponsored Student Organization (Legacy Groups)

The Center for Student Involvement recognizes four Registered Student Organizations as Sponsored Student Organizations (SSOs) who are directly linked to a sponsoring department within Ferris State University.   . SSOs may receive additional benefits from the University, but also require more oversight and direction by the sponsoring University unit. SSOs are treated the same as RSOs except when discrepancies are explicitly mentioned in the RSO Handbook and the Events & Travel Manual.

Current Sponsored Student Organizations Include:

• Entertainment Unlimited
• Student Government Association
• Student Alumni Gold Club
• Residence Hall Association

Active - Good Standing

RSOs in Good Standing have met their annual renewal requirements and are eligible for all privileges.

Active - Not in Good Standing

RSOs may be considered Not in Good Standing if a national headquarters, University department, governing council or other similar authority has sanctioned the RSO or removed a privilege. 

New RSO Standing

Newly registered RSOs will be in New RSO Standing for at least one calendar year. RSO must meet their annual renewal requirement and any required trainings. The RSO is eligible for all privileges; however, is not eligible to apply for funding through the Student Activity Fund Allocation Committee of Student Government. 

Inactive

An RSO who chose to dissolve or is not functioning or operating on Ferris State campus, as determined by CSI or Student Conduct will be considered Inactive. All RSO privileges will be revoked, but the RSO may be eligible to reactive later.

The Center for Student Involvement is available to help groups throughout the registration process. 

1. Check with the Center for Student Involvement to confirm that the organization (or any similar ones) does not already exist. Generally, two organizations with the same or similar mission will not be recognized separately.
2. Determine a name, write a basic description, and a mission statement for the potential RSO.
   1. The organization name should give a clear indication of what the RSO plans to do.
   2. Do not use “Team,” “Ferris State University,” or any variation of Ferris State University in the organization’s name. Students can learn more on the University Marketing Communications website.
3. Gather and provide supporting documentation.
   1. Groups with a national/international affiliation must have a written letter of support
   2. New groups wishing to be a Club Sport must register with University Recreation and have a written letter of support from Club Sports Council.
   3. New Fraternities and Sororities must have a written letter of support from a national/international organization and from the governing council they wish to join.
4. Create a constitution that contains all RSO Constitution Requirements.
5. Have three student members willing to serve as officers and one faculty/staff advisor who is an employee at Ferris State University.
   1. Exceptions to this rule may be granted on a case-by-case basis by the Center for Student Involvement.
6. Submit a New & Reactivating RSO Application
7. Attend a New & Reactivating RSO Orientation Session

Students can contact the Center for Student Involvement to meet with a staff member and receive the link to the New & Reactivating RSO application. If the requirements listed above are met, CSI will invite the new RSO to a New & Reactivating RSO Orientation. If requirements are not met, CSI will ask the student group to resubmit their application with revisions. Once a new RSO has completed all the requirements listed above and has attended a New & Reactivating RSO Orientation Session, the organization will be recognized as a Registered Student Organization and placed in New RSO Standing.

*CSI may grant Reactivating RSO full RSO Standing on a case-by-case basis.

Particularly in fraternal organizations exempt from Title IX, the active support of an auxiliary group with members of the opposite gender substantially jeopardizes the privilege of maintaining the fraternity as a single-gender organization. The National Panhellenic Conference (NPC), the North-American Interfraternity Conference (NIC), and the National Pan-Hellenic Council (NPHC) prohibit the support of auxiliary groups by general fraternities and sororities.

1. No RSO may sponsor, affiliate with, or plan regular activities with an auxiliary group (i.e., “little brothers,” or “little sisters,” etc.) of any kind which connotes membership other than that of full membership in the RSO.
2. In addition, no RSO may be formed with a (main or underlying) purpose of serving in an auxiliary capacity to another RSO. The University will not support RSOs that offer subservient or “second class” status on the grounds of race, gender, etc.

Registered Student Organizations are eligible for the following privileges:

1. Access to reserve University facilities and outdoor space for activities, practice, games, and meetings (upon request, pending availability and approval).
2. Opportunity for a campus mailbox located in the CSI Office in the David L. Eisler Center for regular and campus mail/package delivery.
3. Participation in campus events such as Bulldog Bonanza and Homecoming.
4. A portal on the University’s student engagement platform for organization documentation, member communication, surveys, promotional opportunities, and to receive information from CSI.
5. Eligibility to sponsor and co-sponsor campus events, fundraising projects, and off campus travel.
6. Promotion in University presentations and publications.
7. Eligibility to advertise and promote sponsored events (according to University policies and procedures), including campus-wide email as approved by the RSO advisor.
8. Use of RSO resources in the CSI Office including button maker, paper cutters, leadership resources, and more.
9. Customized professional development opportunities, assistance and advising provided by CSI staff.
10. When eligible, the opportunity to apply for funding through the Student Activity Fund Allocation Committee of Student Government. 

1. Complete Annual Re-Registration Process with the Center for Student Involvement each Fall semester.
2. Keep an updated list of officers and advisor with the Center for Student Involvement
3. For groups with a national/international affiliation, groups must stay within good standing of their national/international headquarters.
4. Maintain an updated Constitution with the Center for Student Involvement that meets RSO Constitution Requirements.
5. Abide by the Events and Travel Manual published by the Center for Student Involvement.
6. Be aware of all university procedures pertaining to the organization's activities. Each organization shall be responsible for the individual and collective conduct of its members in all organization sponsored activities and functions.

Hazing is defined as any conduct which subjects another person (whether physically, mentally, emotionally, or psychologically) to anything that may endanger, abuse, degrade, or intimidate the person as a condition of association with a group or organization, regardless of the person’s 6 consent or lack of consent (Ferris State University Code of Student Community Standards under Section III, B. Personal Misconduct On or Off University Property)

1. Hazing of a member or prospective member of an RSO is strictly prohibited. Individuals found to be involved in hazing practices are subject to individual student judicial sanctions, and the RSO found to have members involved in hazing is subject to sanctions up to and including loss of registration.
2. RSOs are encouraged to consult with CSI to review and develop plans for new member development that are free from hazing practices.
3. Suspected hazing violations may be reported anonymously to the Hazing Hotline at (231) 591-5300 or online at ferris.edu/studentcode.

All Registered Student Organizations are required to maintain an updated constitution (or similarly named governing document) that contains the following components:

1. The Name of the RSO.
2. The mission/purpose of the organization.
3. The requirements for membership.
4. Method for officer election, appointment, and removal
5. A non-discrimination clause stating that RSO will comply with Title IX of federal law regarding sex discrimination, and with the University’s policy of providing equal opportunity without regard to race, creed or religion, color, national origin, sex, age, marital status, height, weight, sexual orientation, veteran status, handicap, or other characteristics that cannot lawfully be the basis for educational opportunities.
   1. Designated national fraternal organizations are exempt from Title IX by federal law and may lawfully maintain single-sex/single-gender status.
6. A procedure for amending constitution.
7. For groups that manage funds, there must be financial procedures including a statement about the disbursement of organizational funds should the organization be dissolved.

Advisor Role

RSO advisors are important not only because they are role models for students but also because their involvement in the organization itself provides learning experiences that are transferable to situations beyond college. 

RSOs must maintain a faculty/staff advisor (more than one advisor is allowed) who is an employee at Ferris State University. If an advisor unexpectedly leaves the organization, an interim advisor from the CSI office may be offered while the organization finds a new advisor. 

Off-campus alumni or community members may also advise RSOs as an additional resource. An off-campus advisor may not represent themselves as a University representative. An off campus advisor may not endorse University forms and does not replace the function of the campus advisor. The University accepts no responsibility or liability for the actions or involvement of the off-campus advisor.

Advisors are generally encouraged to support the organization through: 

• Assisting officers in understanding their duties, administrating programs and plans, organizing projects, and making appropriate transitions.
• Seeing that continuity of the organization is preserved through a constitution, minutes, files, and traditions.
• Encouraging the use of parliamentary procedures, such as Robert’s Rules of Order so that meetings are run in an orderly, efficient manner.
• Encouraging students to understand and apply democratic principles, including recognition of minority opinions and rights.
• Risk management planning and hosting safe events.
• Meeting, as needed, with the organization's members.
• Advising on-campus policies and procedures.
• Being a facilitator both among officers and between officers and members.
• Being familiar with national structure and services, if relevant.
• Being generally available to assist the organization.

Advisor Responsibilities

1. The advisor is required to be aware of the organization’s activities and have contact information for current student leaders
2. Any Bulldog News or University Wide Notes sent on behalf of an RSO must be approved by the advisor.
3. Organizations requesting funding may be required to have their advisor present at planning meetings.
4. Organizations who hold a high-risk event that involves participant waivers may be required to have their advisor or another University professional employee, as designated by the advisor, present at the event.
5. Organizations who hold an event that includes University signed contracts will be required to have an advisor or professional University representative present at the event.
6. For events that include travel, advisors should be aware of all details including dates, times, type of transportation, lodging information, who is attending, etc. For international travel, an advisor or professional University representative is required to attend with the students.
7. For groups that manage funds, help the group operate their funding in a business-like manner.

RSO Responsibilities to the Advisor

1. Notify the advisor of all meetings and events.
2. Consult the advisor, when needed, in the planning of projects and events.
3. Talk over any problems or concerns with the advisor. 
4. Remember that the responsibility for the success or failure of the group’s projects rests ultimately with the group and not with the advisor.
5. Be clear and open about your expectations for your advisor’s role.
6. Periodically evaluate your advisor and give appropriate feedback.

Advisors and the University's Conflict of Interest Policy

All On-Campus Advisors, as employees and/or officers of the University, must comply with the constitution and laws of the State of Michigan pertaining to conflict of interest. 

Advisors as a Responsible Employee

Anyone at Ferris State University who has the authority to address harassment, has the duty to report harassment or other student or employee misconduct to appropriate school officials, or is an individual whom a student could reasonably believe has such authority or responsibility.

Advisors as Clery Act Campus Security Authorities

The Clery Act identifies certain categories of students, University employees and contractors as Campus Security Authorities (CSAs) who have federally mandated responsibilities to report crimes that are reported to them. Advisors to student organizations are specifically highlighted by the Clery Act as CSAs. As a student organization advisor, you’re obligated to report crimes brought to your attention. While CSAs are only obligated to report Clery Act qualifying crimes that are reported to them which occurred on Clery reportable locations, CSAs are encouraged to report all crimes reported to them to University Police. 

Financial Best Practices

1. Registered Student Organizations should manage the finances of the organization in a business-like manner.
   
   1. For groups that manage funds, financial procedures must be stated in the organization’s constitution.
2. All registered student organizations are required to have a finance officer position.
   
   1. The finance officer should develop an annual budget, maintain records of income and expenses, stay current with financial obligations, and regularly report the financial status of the organization to the officers, advisor(s), and the general membership.
3. It is highly recommended that RSOs maintain a bank account with a bank located in the City of Big Rapids.
   
   1. The bank account should be in the name of the organization on file with CSI. “Ferris State University,” nor any variation in any form, cannot be used as the name on the bank account.
   2. Organizations are encouraged to add their advisor to their bank account to assist with continuity and management of funding.
   3. Organizations are solely responsible for the management, maintenance, and oversight of their bank account. The Center for Student Involvement is unable to provide oversight to privately held bank accounts.
   4. CSI can provide a letter verifying the organization’s registration status, campus address, and name of the faculty/staff advisor.
4. Organizations should take precautions to guard against theft and fraud.
   1. No one person should have the ability to access organization funds without another member being aware of the transaction.
   2. Checking accounts should be on a two-signature system (two authorized signatures on the check required for processing).
   3. Debit cards should be signed in and out when being used. Debit cards should be returned with receipts for purchases. Organizations are encouraged to prohibit cash withdrawals and cash back purchases.
   4. Organizations should regularly disclose the organizations fund balance to members.
5. The University may request to review financial records of any RSO.

As extensions of their sponsoring department, Sponsored Student Organizations may not establish an off campus bank account. SSOs must work with their advisor or the appropriate staff / faculty member within their sponsoring department to manage organization funds within a University funding account. 

Employer Identification Numbers, Tax Exempt and Non-Profit Status

Registered Student Organizations are considered separate entities from Ferris State University and therefore are not authorized to use the University’s Employer Identification Number (EIN) or tax-exempt status. RSOs who wish to open an off-campus bank account on behalf of the organization must apply for their own EIN through the Internal Revenue Service (IRS). RSOs can visit the IRS website to learn more and apply for an EIN. 

RSOs are not automatically considered tax-exempt entities when they receive an EIN, but can apply for tax-exempt status on the IRS tax-exempt application webpage. If an RSO receives tax-exempt status, it is the RSO’s responsibility to fulfill any reporting requirements set forth by the IRS.  RSOs who are affiliated with a regional, national, or international organization may wish to check to see if their local chapter falls under the larger organization’s tax-exempt status.

The information in this section is intended as a basic guide for RSOs. Students who have tax questions should consult with the State of Michigan Department of Treasury, the IRS, and / or a certified public accountant.

EIN and Tax-Exempt Status for Sponsored Student Organizations

Sponsored Student Organizations are considered an extension of their sponsoring department and my utilize the University’s EIN and tax exempt status. SSOs must work closely with their advisor and follow all departmental purchasing policies and procedures.

RSOs are encouraged to utilize names, logos, and graphics that best represent their organization. If an RSO would like to identify with the University, the organization must adhere to the Trademark Use Guidance provided by the University Advancement & Marketing Team. RSOs are encouraged to consult with the Center for Student Involvement prior to using a new logo or designing any club apparel or swag.

Registered Student Organizations (RSOs) play an important role in helping Ferris State University achieve its mission to prepare students for successful careers, responsible citizenship, and lifelong learning.. RSOs provide unique learning experiences outside the classroom and create opportunities for students’ personal and professional development. Ferris State University recognizes the positive impact student organizations have on recruitment and retention of students.

All student organizations must register and have their events approved with the Ferris State University, Center for Student Involvement (CSI). To help RSOs host, attend, and travel to events safely and responsibly, CSI has outlined in this manual the requirements for events. Please note that reservable facilities around campus may have varying rules and guidance for RSOs wishing to host events on campus. RSOs are encouraged to work closely with CSI throughout the event planning process in order to have a successful event and minimize risk to participants, campus, and the organization. 

All Ferris State University student organizations registered with the University are subject to the policies and procedures as outlined in the Code of Student Community Standards and in the Registered Student Organization Handbook. Organizations must also follow all national, state, and local laws including rules of a National Governing Entity, when one is affiliated.

Participation in any given RSO by a student is voluntary, and any risk associated with participation is assumed by the student alone. Ferris State University does not assume liabilities for an RSO’s financial transactions, group activities, or the actions of an individual or its group members, unless the RSO is deemed by us to be performing services or engaged in activities on our behalf or under our direction.

Event

A planned activity on campus or in the Big Rapids area where non-members are allowed to attend and/or would be perceived as sponsored by the RSO, excluding information tables or a general business meeting.

Event with Alcohol

Any activity (not an informal gathering or members only event) where alcohol is present and there are twenty individuals present.

Fundraiser

A type of an event held to generate financial or material support for a charity, the RSO, and/or another enterprise.

Registered Student Organization

A Registered Student Organization (RSO) at Ferris State University is an independent and self-governed group, consisting primarily of students enrolled at Ferris, formed to contribute to those students' educational growth, recreation, and/or personal development, and who have been approved to function on campus. RSO leaders and members assume the responsibility for the organization’s activities and conduct. 

Travel

A type of an event where an RSO is attending, coordinating, hosting, operating, and/or participating in an activity or fundraiser outside of the Big Rapids area that would be perceived as sponsored by the RSO.

As independent and self-governed organizations, RSOs are not required to register every event or club activity with the Center for Student Involvement. However, in the interest of safety, RSOs are required to register the following events:

• Events with alcohol
• Events primarily for minors
• Events on campus that are held outside on the campus grounds
• Mass gatherings of approximately 100 people or more
• RSO travel involving overnight stay and all international travel

Generally, events need to be registered at least 3 business days prior to the start of the event. Events that require safety and risk assessment, contract negotiations, travel, and other complex events may require additional notice. Please note that registration is separate from submitting a reservation request to use space around campus. RSOs are encouraged to work with their on campus advisor and The Center for Student Involvement when planning events. 

Registration of an event does not by itself constitute any type of endorsement by the University. The Center for Student Involvement is available to help answer questions about event registration and planning, but it is ultimately, the RSO’s responsibility to host safe events. 

Club Sports do not need to register events and travel with CSI, but must follow all policies and procedures outlined in the Club Sport Handbook. 

Contracts are a binding agreement between two parties in which each gives something in return for something else. Contracts will usually include a description of the services or product, background information, contract duration, definition of terms, party obligations, operative provisions, and enforcement provisions.

Contracting for events on-campus or funded through Student Activity Fund Allocation Committee (SAFAC) requirements:

1. Any RSO that books or hosts an agency, vendor, speaker, entertainer, and other similar entities on campus or with funds from Finance Division are required to have a contract, any required licensure, and proper insurance. In certain circumstances, the Associate Dean of Student Life may waive the insurance requirement if the agency, vendor, speaker, or entertainer sign an indemnification agreement. All contract negotiations must be handled through the CSI.
2. For contracts signed on behalf of an RSO, the RSO must provide documentation that the organization has the financial means to honor.
3. The University maintains a list of individuals authorized to sign entertainment contracts. Students and most employees are NOT authorized to sign contracts on behalf of the University.
4. Contracts cannot be in effect for more than one calendar year. 
    

Contracting for events off-campus and not funded through Student Activity Fund Allocation Committee requirements:

1. An RSO that books or hosts an agency, vendor, venue, speaker, entertainer, and other similar entities for an off-campus engagement are not required to have a contract negotiated through CSI. CSI is available to assist with any contract negotiation and review.
2. For contracts not required to be negotiated through CSI, the contract should name the RSO and must not name Ferris State University.
3. For contracts not required to be negotiated through CSI, the RSO President (or designee) may sign the contract.
4. For off-campus events with alcohol hosted at a third-party vendor, RSOs are required to ensure the establishment has the proper license and insurance and provide copies of licensure and insurance to CSI.
5. For off-campus events without alcohol, RSOs are encouraged to ensure the entity under contract has the proper licensure and insurance. should be signed by the RSO President with consent of the advisor. It is still recommended to consult with CSI for any contracts.

When a RSO is inviting an external individual, group, or organization not affiliated with Ferris State University, the RSO is responsible for notifying the Center for Student Involvement (CSI) early in the planning process.

RSOs are responsible for informing the external individual, group, or organization of all related policies, procedures, regulations, and guidelines of the University.

The University reserves the right to cancel, postpone, or request amendment to any event or activity that significantly disrupts the ability of the University to effectively and peacefully teach students, provide client services, or conduct any of its other business and/or support operations. Event organizers would be consulted on any conditions or modifications in advance of the event taking place and they would then be responsible for informing the external speaker/organization of the outcome. Any decision denying a request shall be promptly communicated in writing to the RSO organizer and shall set forth the basis for the denial. The content or viewpoint of the anticipated speech or other expressive activity shall not form the basis for a denial. The University may require, amongst other things: security or campus police to ensure good order, require personal items to be inspected, and limit what attendees may bring into the venue and its immediate surroundings. 

Prohibition of Certain Conduct by Campus Speakers: A speaker must not urge the audience to take action which is prohibited by the rules of the University or which is illegal under federal or Michigan law. Advocating or urging the modification of the government of the United States or of the State of Michigan by violence or sabotage is specifically prohibited. It is the responsibility of the sponsoring student organization to inform speakers of these prohibitions. Sponsorship of a campus speaker must be by a student organization which has been recognized under the general regulations approved by the appropriate University authorities.

All food at RSO events must be pre-packaged, unless provided by a licensed food vendor. 

A temporary license can be obtained, for a fee, to prepare & service food on site. The license is available through the Health Department.

Public Event

Event is open to the public, anyone can walk off the street to attend, RSO advertises, can be free or a fundraiser. 

Not Allowed

Tak out pizza, chicken, etc. in an outside location or a building that allows outside food.

No License Needed

• Bake Sale: All items prepared at home, individually wrapped at home and sold at site stating, "These items were prepared in an unlicensed kitchen."
• Pot Luck: All items prepared at home and brought to site. No preparation is made at site (e.g. traditional pot luck meals, chili cook-offs).
• Fruit: Fruits where peels are removed before consuming (e.g. bananas, oranges, tangerine)
• Licensed Caterer Establishment: Prepares, transports, and serves all food items.
• Licensed Kitchen: Shelf-stable foods that were prepared in a licensed kitchen (e.g. Krispy Kreme donuts, bakery items from a grocery store)
• Shelf-Stable Food: Individually pre-packaged shelf-stable foods (e.g. candy, chips, granola bars, etc.)
• Non-Potentially Hazardous Foods: (e.g. canned or bottled beverages, popcorn, chips, pretzels)

Private Event

Event attendees are RSO members or invited guests (e.g. a meeting, private party, tailgating)

Allowed Without License

Take out pizza, chicken, etc. in an outside location or a building that allows outside food.

License Required

• Fruit: Fruits with edible peelings and do not need to be removed (e.g. apples, berries, grapes, etc.)
• On-site Cooking: Meals prepared on site or partially at home and partially on site (hamburgers, hot dogs, chicken, etc.)

Notes

• Food guidelines remain the same regardless of whether food is being sold or given away.
• Safe food handling practices must always be used. If in doubt, RSOs can review Food Safety & Licensing Guides at Michigan Food Safety.
• Apply for a Temporary Foodservice Establishment License through the Mecosta County District Health Department #10 Website.
• Any questions should be referred to the Center for Student Involvement at (231) 591-2606 or [email protected].

Considered a type of an event held to generate financial or material support for a charity, the RSO, and/or another enterprise.

Fundraising with off- campus vendors

• Off-campus vendors are charged a fee to operate on campus to advertise and/or sell goods or services. RSOs may co-sponsor tables with off campus vendors. Please note that reservable facilities around campus may have different rules and regulations around fundraising. RSOs are encouraged to ask about fundraising rules when they submit a reservation request.

Food sales

• All food sales must comply with all applicable laws, rules and regulations. Contact the Mecosta County District Health Department #10 Website for additional rules or guidance.
• On-site sales of frozen foods, foods requiring refrigeration, or foods requiring preheating are prohibited.
• Food must be pre-packaged, unless provided by a licensed food vendor or as part of a bake good sale.
• Baked good sales are allowed for RSOs, as long as each item is clearly labeled with a statement, “This item was prepared in an unlicensed kitchen.”
• Reservable spaces around campus may have different rules about food sales. RSOs are encouraged to ask about relevant policies when submitted a space reservation. 

Raffles, bingo, and other forms of gambling

• RSOs must follow all local, state, and federal laws regarding gambling. Please contact the Michigan Charitable Gaming Division for more information.
• The State of Michigan regulates games of chance including raffles, which requires registration with the State at least six (6) weeks in advance.
• RSOs are permitted to host events involving bingo, raffles, millionaire parties, etc. without a license so long as there is no “buy in” required. 
  
  • For example, an RSO could host a bingo event or casino night with prizes, but they cannot require participants to pay to participate. Random chance drawings are also permitted so long as participants are not required to purchase tickets.

Michigan Charitable Gaming Division Definitions

Raffle

A game of chance where raffle tickets are sold, a winner(s) is determined by conducting a random drawing, and a prize is awarded. Consideration, chance, and prize together equal a gambling event that is likely going to require a license. Even a 50/50 requires a license.

 

Bingo

A game of chance in which prizes are awarded on the basis of bingo numbers being randomly selected. 

 

Millionaire Party

An event at which wagers are placed on games of chance customarily associated with a gambling casino through the use of imitation money or chips that have a nominal value equal to or greater than the value of the currency for which they can be exchanged.

Date auctions

• Date auctions and other similar fundraisers are prohibited. 

CSI recognizes that responsible consumption of alcoholic beverages can take place at Ferris State University and that as part of the University community, responsible drinking behaviors can be learned by all members of the University community. This policy was developed to support responsible use of alcohol during events held by RSOs. The Registered Student Organization and any co-host bears the primary responsibility for adherence and enforcement of the expectations in this policy.

The possession, sale, use, or consumption of Alcoholic Beverages, while on organization premises or during an RSO event, in any situation sponsored or endorsed by the organization, or at any event an observer would associate with the RSO, must be in compliance with any and all applicable laws, ordinances, national association expectations, and university policy. This includes events with alcohol at a restaurant, a bar, a gathering outside or around organization premises, and any event that can be reasonably associated with the organization.

Definitions Related to Events with Alcohol

Day

A 24-hour period beginning at sunrise and ending at sunrise the following morning. 

Event

A planned activity that would be perceived as sponsored by the RSO, excluding information tables or a general business meeting.

Event with Alcohol

Any activity (not an informal gathering or members only event) where alcohol is present and there are twenty individuals present. 

Member

An active member, pledge/associate member/candidate/new member or any other terminology alike, or anyone reported to the Center for Student Involvement through rosters or new member lists. For purposes of this definition, alumni or members from other institutions are not considered members.

Member Only

Event attendance is only members of the organization with no guests.

Informal Gatherings

Less than 20 attendees, affiliated or not affiliated, are present at one time and alcohol is present. Informal gatherings do not need to be registered with the Center for Student Involvement.

Open Party

A party with unrestricted access by non-members of the organization, without specific invitation, where alcohol is present.

Duration

The duration of an event is determined by the times indicated on the registration. 

Drinking Game

An activity, game, or contest involving the consumption of alcoholic drinks, typically as a penalty or in response to a specified cue or prompt. This includes, but is not limited to, the consumption of shots of alcohol, liquor or alcoholic beverages, the practice of consuming shots equating to one’s age, “beer pong,” “century club,” “dares,” or any other consumption of alcoholic drinks, in response to a specified cue, prompt, or as a penalty. 

House

A dwelling where organization letters are displayed, or the fraternity/sorority designates as the organization’s house/facility/property. The dwelling will be reported annually to the Center for Student Involvement by the first policy review meeting. Any changes must be reported immediately.

Annex House

A dwelling, other than the chapter house, that has hosted or registered an event with alcohol in the previous 12 months. All organization/chapter houses and annex houses must be reported to the Center for Student Involvement at the policy review meeting. 

Co-Host

Any event that could reasonably be associated with another organization or an event hosted between more than one organization. Co-hosted events are often called “mixers.”

Tavern

No organization may sponsor or co-sponsor an event with an alcohol distributor or tavern (tavern is defined as an establishment generating more than half of its annual gross sales from alcohol) at which alcohol is given away, sold, or otherwise provided to those present. This includes any events held in, at, or on the property of a tavern as defined above for purposes of fundraising. However, an organization may rent or use a room or area in a tavern as defined above for a closed event held within the provisions of this policy, including the use of a third party vendor and guest list. An event at which alcohol is present may be conducted or cosponsored with a charitable organization if the event is held within the provisions of this policy.

Sober Monitor

A sober monitor is an individual who has completed the sober monitor training or an equivalent program certified. These individuals are responsible for abstaining from consuming alcohol for the duration of the event or until all guests have vacated. 

General Information for Events with Alcohol

To host an event with alcohol outside of a third-party vendor, organizations must provide the following to the Center for Student Involvement  every academic year before they may request to host an event with alcohol:

1. Proof of general liability insurance that covers hosting events with alcohol,
2. If the organization has a national affiliation, permission from their national organization to host events with alcohol, and
3. At least three (3) members (typically the President, Risk Management, and Social Chair; consult with the Center for Student Involvement if you have reason to send other roles) from each RSO must attend a policy education meeting. 

Additional Information for Events with Alcohol

• In the interest of scholarship, no events with alcohol will be approved on Sunday, Monday, Tuesday, or Wednesday, unless there are no classes the following day.
• Alcohol should not be used as an inducement to attend an event.
• The consumption of alcohol should never be the main focus of an event. Alcohol-free social events are encouraged.
• No events with alcohol are permitted to have activities where the consumption of alcohol is part of a competition.
• Open parties are not permitted.
• Service of alcohol shall end 30 minutes prior to the end time listed on the registration form.
• No alcohol shall be present at any pledge/associate member/new member/novice program, activity, or ritual of the organization. This includes but is not limited to: activities associated with “bid night,” “big brother – little brother” events or activities, / “big sister – little sister” events or activities, “family” events or activities, initiation, or “pin parties.”
• All recruitment or rush activities associated with any organization will be non-alcoholic. No recruitment or rush events associated with any organization may be held at or in conjunction with a tavern or alcohol distributor.
• RSOs are encouraged to use third-party vendors for the location of any events with alcohol.

Event Registration

The hosting organization(s) must register their event with the Center for Student Involvement.  Events with alcohol must be submitted by Wednesday at noon in the week in which the event is to be held. RSOs are permitted to register one event with alcohol per day (sunrise to sunrise).  While not required, RSOs are encouraged to register dry mixer events. 

After submission, the guest list cannot be altered without approval from the Center for Student Involvement. RSOs must not allow anyone to enter their event who is not on the guest list.

Alcohol Use at Events

• No alcoholic beverages may be purchased through or with organization funds, and members or guests may not coordinate the purchase of alcohol on behalf of the organization. Additionally, no organization may co-sponsor, co-finance, attend or participate in a function at which alcohol is purchased by any of the host organizations or groups.
• Registered guests and organizational members on the guest list who are 21 years old or older may bring up to six 12-oz. beverages with an alcohol by volume amount less than 7% ABV. Liquor is not permitted and guests are encouraged to limit glass bottles.
• Each registered guest or organizational member is responsible for their own beverages and may not share the purchase/consumption of beer with other members or guests.
• The purchase or use of bulk quantity or common source(s) of alcoholic beverages (for example, kegs and cases) is prohibited.
• No member or pledge/associate/new member/novice shall permit, tolerate, encourage, or participate in “drinking games.”

Host Organization(s) Responsibilities Before the Event

All hosting organizations are responsible for:

1. Knowing and upholding the Events with Alcohol policy.
2. Registering the event with the Center for Student Involvement .
3. The safety of all members and guests.
4. Ensuring that there is a check-in point where the guest list is checked and wristbands are distributed.
5. Ensuring the emergency exits are clearly marked, free of obstruction, and unable to be opened from the outside.
6. Making sure that the beverage check is ready for guests to arrive.

Host Organization(s) Responsibilities During the Event and Alcohol Management at Events

1. Enforce expectations within this policy and ensure compliance.
2. All organizational members and guests with alcohol are required to show proof of legal drinking age when checking in at the guest list by a designated and trained sober monitor; a valid picture ID with date of birth should be required.
3. After ID has been checked, the participant should be supplied a wristband. All guests under the legal drinking age or who are choosing to not consume alcohol are clearly marked with an “X” on their right hand.
4. Sober Monitors are roaming the event, ensuring the guests are safe and the policy is being enforced. The host organization(s) is responsible for having one sober monitor per 15 guests, rounding up. A minimum of two sober monitors is required at every event registered. For example, two monitors up to 30 attendees, three monitors for 31-45 attendees, etc.
5. Beverage Distribution:
   1. One centralized location should be established for the distribution of all alcoholic beverages,
   2. No other location, especially members’ rooms, can be used for the distribution of alcoholic beverages,
   3. Anyone who wishes to acquire an alcoholic beverage that they brought to the event must show their wristband and return their empty can,
   4. At least one sober monitor must be attending the distribution area and must not serve anyone who is overly intoxicated, even if the person has alcohol remaining,
   5. Only one alcoholic beverage may be acquired at a time.
6. In the event of an emergency, or any situation in which the safety of a student(s) is at risk, the host organization(s) will immediately end the social event and follow the RSO’s event safety plan and national organization emergency plan. 

Third Party Vendor Events

Utilizing a third-party vendor shall occur whenever the organization is hosting an event that occurs anywhere other than the organization(s) house or annex house(s).

1. An organization must register the event with the Center for Student Involvement, including the Third-Party Vendor Checklist.
2. The host organization(s) and guests must follow all establishment, University, national, state, and local policies and laws.
3. Designated driving programs coordinated by a student organization, if allowed by the (inter)national organization’s policies, may only occur during registered social events and must be a shared process among initiated members following all rules within the (inter)national organization DD policy.
4. Host organizations are not required to follow the sober monitor guidelines for third-party vendor events as the vendor should have staff members who oversee the serving of alcohol and the wellbeing of guests. Host organizations are still responsible for hosting safe events and should work with staff at the third party vendor to look after guests.  

Exceptions

• Tailgating: Tailgating events at Ferris State University must follow the University’s Tailgating policy.

RSOs may travel for various conferences, competitions, and other club activity. Though travel takes students off campus, students and the RSO are expected to adhere to the guidance outlined in this document and the Code of Community Standards. RSOs are expected to coordinate their own travel arrangements and let their on-campus faculty / staff advisor know the club plans on traveling. While not all travel is required to be registered with the Center for Student Involvement, RSOs are encouraged to reach out to CSI with any questions regarding travel arrangements.

Travel Registration Requirements 

RSOs are encouraged to register all travel with the Center for Student Involvement, but are only required to register the following: 

• RSO travel involving overnight stay.
• All international travel.

When registering travel with CSI, RSOs are expected to provide a list of students who are traveling, travel dates and location, and a safety plan.

Use of University Motor Pool

RSOs are eligible to request a vehicle from University Motor Pool for travel events that meet one of the following requirements:

• Travel is funded by the Student Activity Fee Allocation Committee (SAFAC)
• Travel is for an event that is in support of University operations, a specific program of instruction, research or public service, or more general programs of professional improvement. 

For travel events funded by SAFAC, CSI will submit a motor pool request on the RSO’s behalf. If travel is not funded by SAFAC, the RSO’s advisor will need to submit a motor pool request on the RSO’s behalf. For more information, RSOs are encouraged to review the Transportation & Travel Policy. And contact CSI with any questions.

International Travel 

For international travel, an advisor or professional University representative is required to attend with the students. The Office of International Education must also be notified and approve of international travel.

Funding for Travel

RSOs are responsible for budgeting and paying for their travel activity. When planning travel events, RSOs are encouraged to plan ahead and fundraise early to help cover costs associated with traveling. To fundraise for travel events, RSOs could consider the following:

• Request funding from the Student Activity Fund Allocation Committee (SAFAC).  
• Ask members, friends, and family to donate money.
• Host a fundraising event prior to traveling.
• Apply for any scholarships offered by the competition or conference.

For safety and liability reasons, RSOs must commit to planning safe events. If an injury or property is damaged, the RSO, its members and advisor, and/or Ferris State University, may be liable to repair or pay for damages. The University shall not be liable for any loss, damage, injury, or other consequence resulting from a participant's failure to comply with University rules and regulations, the direction of University employees, or applicable laws.

RSOs are encouraged to consult with their faculty/staff advisor and the Center for Student Involvement when planning events involving risk.

Safety Plans

When an event or travel has potential for injury or hazards to a person or property, a Safety Plan is required. A safety plan takes into account the health, safety, and property hazards the common person would be aware of and explains how the organization will take steps to minimize the occurrence of any hazard.

When is safety plan required? 

 All events that are required to be registered with CSI also require a safety plan. 

When is a safety plan recommended? 

RSOs are encouraged to create a safety plan for all events. Even if an event is not required to be registered with the Center for Student Involvement, RSOs are still responsible for hosting safe events. CSI recommends all RSOs work with their advisor to develop a safety plan for all events. 

Sample safety plans are available on Ferris360. CSI is available to answer any risk management questions and help RSOs develop a safety plan for their event. 

Participant Waivers

Participant Waivers are strongly encouraged  for events that include a high-risk activity that is open to the public, outside of the club’s general membership. RSOs are welcome to require participants to sign waivers at other events as they see fit.  When planning all events, RSOs are encouraged to consult with their faculty/staff advisor and the Center for Student Involvement to determine the level of risk and whether or not participant waivers are needed. RSOs are encouraged to keep signed Participant Waivers for their records after the event or travel is over.

 

Sample waivers are available on Ferris360. CSI is available to answer any risk management questions and help RSOs develop a safety plan for their event.  

Events Primarily for Minors

Events Primarily for Minors

RSOs who wish to host an event that is primarily for minors (participants under the age of 18) must register their event with CSI. When hosting an event primarily for minors, RSOs must obtain a waiver signed by each participant’s legal parent / guardian that includes emergency contact information. The RSO Advisor or other full-time faculty / staff member must be present at events primarily for minors.

Events primarily for minors does not include events open to the public where minors may be in attendance.

Events Primarily for Minors Hosted with a Third-Party Organization

RSOs who wish to host an event off campus must coordinate with a third-party organization (school camp, church, etc.). RSO advisors do not need to be present for these events unless the third-party organization requests that a faculty/staff advisor be present.

International Travel

For international travel, an advisor or professional University representative is required to attend with the students. The Office of International Education must also be notified and approve of international travel. 

Incident Reports

An incident report is expected to be submitted to the Center for Student Involvement if an injury or damage takes place at an event, a full description of the incident should be documented and submitted to CSI immediately. The documentation should include names and contact information of the individuals involved, a complete description of what happened and the extent of the damage, and any action taken by the organization to resolve the incident. 

Additional RSO Requirements

RSOs affiliated with an RSO Council and/or national organization, events must comply with the risk management policies of the University, the applicable governing council, and the affiliated national organization’s risk management policy. Where multiple policies are in force, the strictest of the rules will apply.

Advisors are responsible for helping students think through risk management and liability concerns as needed when event planning. Ultimately, RSO events should be organized and coordinated by RSO student leaders, but advisors can ask questions and help student leaders think through important risk management and liability concerns. Advisors are not required to attend all RSO events, but the advisor or another full-time faculty / staff member are required to attend the following events and activities:

• Events funded by the Student Activity Fund Allocation Committee (SAFAC)
• Events at a venue that has requested an advisor be present
• International Travel 

RSOs are required to follow and meet all the requirements in the University’s Posting and Quad Sign Policy as well as any building/location specific requirements. 

General Campus Postings Requirements

1. All postings intended to be advertised on campus must be approved by CSI prior to distribution and must adhere to the Student Affairs Posting Material Policy.
2. Events open to the public must include an Americans with Disabilities Accommodations Contact on all printed advertisements. The most commonly used statement is, “Anyone with a disability who needs accommodations to attend this event should contact (telephone number and contact email) at least 72 hours in advance.”
3. Events open to the public must include the University’s non-discrimination statement, “Ferris State University is an equal opportunity institution. For information on the University’s Policy on Non-Discrimination, visit ferris.edu/non-discrimination. ” on all printed advertisements.
4. Events funded by Student Activity Fund Allocation Committee must include the Student Activity Fund logo and be approved by the Student Activity Fund Allocation Committee Fund Administrator before distribution.
5. Advertisements must list sponsoring group’s name and contact information.
6. Postings for fundraisers must include the benefactor(s) of the fundraiser. 

Campus-Wide Email Announcements

RSO advisors or CSI staff may send campus-wide email announcements to Bulldog News on behalf of Registered Student Organizations. CSI may post on the RSO’s behalf with approval from the RSO advisor. Requests must be sent via email, the text must be free of errors, and a graphic is recommended to add the post to Bulldog News.

Bulldog Banter Announcements

RSOs may submit announcements to the Bulldog Banter Group in Ferris360. All announcements must adhere to the group guidelines listed on the group’s information page. 

Chalking Requirements

Chalking is defined as using a temporary and nondestructive material on most outdoor horizontal surfaces, typically sidewalks on campus. The University has no responsibility for maintaining chalk placed on sidewalks. General chalking requirements:

1. Use only “environmentally friendly” (nontoxic) and fully washable chalk. No paint-based chalk even if the packaging states it is washable.
2. Chalk must not leave a color residue after general exposure to the natural elements.
3. The RSO’s name must appear within all chalk messages.
4. Chalking must be limited to outside horizontal surfaces where the natural elements have full exposure.
5. Chalking on buildings, walls, and the University Seal is not permitted.
6. Editing or manipulating another organization’s chalk is not allowed.

Rock Painting

The rock outside of The Rock Cafe has been designated for painting by the public. No other painting of any sort is permitted on any other University property.

General rock painting requirements

1. Painting of the rock is on a first-come, first-serve basis. All organizations have equal access to the rock, registration or approval is not required.
2. Clubs and organizations may not cover or “guard” the rock after painting it and thus may not prevent other organizations from painting over their work.