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 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 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. 

A Registered Student Organization at Ferris State University is an independent and selfgoverned 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. 

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 privileges and Bulldog Connect access will be removed, 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 Bulldog Connect 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.
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 four student members willing to serve as officers and one faculty/staff advisor who is an employee at Ferris State University.
6. Contact the Center for Student Involvement to begin the registration process and to schedule a presentation with the Student Leadership and Activities Advisory Council.
   1. The Student Leadership and Activities Advisory Council (SLAAC) is a board of staff and students who are charged with reviewing and making recommendations on applications for new student organizations and other student organization administrative decisions. A representative from the SLAAC will schedule a meeting to review your materials, setup a profile in Bulldog Connect, and to select a date to present.

Once the SLAAC process has started, the organization has the opportunity to hold two meetings through David L. Eisler Center Reservations before the organization is approved. Once all required documents are filled, the recommendation is completed by SLAAC, and formal approval is obtained by the Center for Student Involvement Director or designee, the organization will be recognized as a Registered Student Organization and placed in New RSO Standing. 

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 in Bulldog Connect 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, including the Student Organization Directories in Bulldog Connect.
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 Renewal of Bulldog Connect portal each Fall semester.
2. Keep an updated list of officers (President, Vice-President, Secretary, Treasurer) and advisor in the RSO’s Bulldog Connect Portal.
3. For groups with a national/international affiliation, groups must stay within good standing of their national/international headquarters.
4. Maintain an updated and regularly reviewed Constitution in Bulldog Connect, that meets RSO Constitution Requirements.
5. Register all events and 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 in Bulldog Connect a constitution (or similarly named governing document) that has been reviewed within the last two years and must contain 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 offcampus 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.
• 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.
• eing generally available to assist the organization.

Advisor Responsibilities

1. The advisor is required to join the RSO portal in Bulldog Connect and approve some reservation forms on behalf of the organization and be aware of the organization’s activities. The advisor’s campus address, phone, and e-mail information are to be included each semester on the Bulldog Connect Profile.
2. Any Bulldog News or University Wide Notes sent on behalf of an RSO must be approved by the advisor.
3. Advisors are required to approve all RSO events with risk through approval of an electronic form.
4. Organizations requesting funding may be required to have their advisor present at planning meetings.
5. Organizations who hold a high-risk event that involves participant waivers will be required to have their advisor or another University professional employee, as designated by the advisor, present at the event. 
6. 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.
7. 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.
8. 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. 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 treasurer position.
   1. The treasurer 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 student organizations 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.

Employer Identification Numbers, Tax Exempt and Non-Profit Status

Student organizations are not automatically classified as a non-profit or tax-exempt entity. An organization must make proper application to the Internal Revenue Service for its own taxexempt status. Most student organizations will not qualify for non-profit tax-exempt status, but will still need an Employer Identification Number to have an off-campus bank account.

Student Organizations are NOT authorized to use Ferris State University's employer identification number or non-profit status for purchasing or donation purposes.

All students and RSOs are encouraged to represent Ferris State University by adhering to the standards for Ferris State University colors, logos, and insignias, set by Ferris State University’s Department of Advancement and Marketing. RSOs are encouraged to consult with the Center for Student Involvement prior to creating or producing any product. 

TRADEMARK USE BY RSOS AND CLUB SPORTS

Registered Student Organizations and Club Sports are not required to identify themselves with the University, but Ferris State University provides two options (see below) for RSOs and Club Sports that are in good standing and do wish to identify themselves with the University by using elements of its brand, including its colors, name and trademarks. University trademarks include the bulldog graphic, the flame logo, and the language “Ferris State University®,” “Ferris™,” “Ferris State™,” “FSU™” and “Bulldogs™.” 

RSOs and Club Sports that wish to identify with the university must use a production vendor that is licensed to reproduce Ferris trademarks.

RSOs and Club Sports must verify that vendors are licensed to reproduce Ferris trademarks. Unlicensed vendors will not be permitted to reproduce university trademarks for RSO and Club Sport clients, even if the RSO or Club Sport has pre-paid for design services or products. 

RSOs and Club Sports that wish to identify themselves with the University may choose one of the following options; Using a Trademark Graphic or Using the University Name with Independent Graphics or Language.

USING A TRADEMARKED GRAPHIC

RSOs and Club Sports that wish to identify themselves with a University graphic and do not want to use any other language or graphics in their item’s design may have a licensed vendor use the RSO or Club Sport graphic template, placing the organization’s name in the template on the top line of the design.

All licensed vendors have access to this graphic through the University’s artwork pack in its trademark approval system, Trademarx Online. RSOs and Club Sports working with vendors should refer vendors to Trademarx Online to obtain the RSO and Club Sport graphic templates, and to ferris.edu/visual-identity/students.

This is the only University graphic that RSOs and Club Sports may use, and they may not otherwise modify this graphic or include any other graphic elements or language in their item’s design.

Club Sports Competition Apparel Exception 

Club Sports representing the University in official competitions have limited permission to produce items using other University trademarks, such as a standalone bulldog graphic for the front of a team jersey.

Requests for Competition Apparel Exception exceptions must be submitted by email to [email protected] and [email protected] and approved in advance of ordering with a vendor. The jersey must also feature the Club Sport graphic in another location in the design, such as on a sleeve. 

Items approved under the Competition Apparel Exception may only be used by members of the club during the competition. 

RSOs and Club Sports must use the organization’s name as it appears on their registration form with the Center for Leadership, Activities and Career Services when having a vendor add it to the graphic template. 

RSOs and Club Sports that use this graphic may have vendors produce it on the following background colors only: Ferris Crimson (Pantone 200), Ferris Gold (Pantone 123), black, gray, khaki and white. 

USING THE UNIVERSITY NAME WITH INDEPENDENT GRAPHICS OR LANGUAGE

RSOs and Club Sports that wish to use independent graphics or language (such as their own graphics or the logos of their affiliate national organization) are welcome to identify the university by name in their item’s design using one of the following phrases in a reasonably readable typeface:

• “a Registered Student Organization at Ferris State University™”
• “an Official Club Sport at Ferris State University™”

RSOs and Club Sports may use this phrase in combination with independent graphics or language but may not use any other university trademarks in combination with independent graphics. 

If independent language or graphics are used, RSOs and Club Sports are asked not to have vendors use Ferris Crimson or Ferris Gold as imprint or background colors.

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 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. 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 selfgoverned 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.

All RSO events must be submitted and receive approval from the RSO advisor and CSI prior to the event taking place. Generally, events need to be submitted 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.

RSOs are responsible for making any necessary space reservations with the proper department on campus. 

RSO events that do not need to be registered include:

• Regular business meetings of the RSO on campus or in the Big Rapids area.
• An activity that is strictly for members of the RSO in a private residence that does not include the use of alcohol or any high-risk activities.
• RSO information tables in the David L. Eisler Center or IRC (information tables that are fundraising or on the University grounds do need to be registered).
• Club Sports competition that follows the Club Sports 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 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.

Food License Chart for RSOs

Public Event

Event is open tothe 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 preprared 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, tailgaiting)

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, Food Safety & Licensing Guides at Michigan Food Safety.
• Apply for a Temporary Foodservice Establishment License through the Mecosta County District Health Department #10 at (231) 592-0130.
• 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. Fundraisers are required to be registered and approved with CSI. 

Fundraising with off- campus vendors

• Off-campus vendors (including credit card companies) are charged a fee to operate on campus to advertise and/or sell goods or services. RSOs may co-sponsor tables with offcampus vendors to receive a portion of this fee (with prior permission from CSI). 

Food sales

• All food sales must comply with all applicable laws, rules or regulations. Contact the Health Department 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.”

Raffles, bingo, and other forms of gambling

• RSOs must follow all local, state, and federal laws regarding gambling. Please contact the Charitable Gaming Division of Michigan State Lottery at (517) 335-5780 regarding raffles.
• The State of Michigan regulates games of chance including raffles, which requires registration with the State at least six (6) weeks in advance. 

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

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 Greek Life Center through rosters or new member lists. For purposes of this definition, alumni or members from other institutions are not considered members.

Member Only

Event 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 in Bulldog Connect. 

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 Greek Life Coordinator 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 Greek Life Coordinator 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 thirdparty 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 is TIPS for the University ™ 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 Coordinator of Greek Life 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 Coordinator of Greek Life 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 and submit a guest list in Bulldog Connect. Events with alcohol must be submitted by Wednesday at noon in the week in which the event is to be held. The RSO’s advisor must approve the event in Bulldog Connect prior to the event.

After submission, the guest list cannot be altered without approval from the Greek Life Coordinator. No one who is not listed on the guest list be allowed to enter. 

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 in Bulldog Connect.
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. The host organization is responsible for picking up the wristbands and guest list at the CLACS office once the event with alcohol has been approved.
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. The service monitors 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 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 fully complete the registration form on Bulldog Connect, 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. The host organization(s) is still responsible for following the sober monitor guidelines as outlined Host Organization(s) Responsibilities During the Event and Alcohol Management at Events.

Exceptions

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

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.

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. All travel has potential for injury and therefore all travels require a safety plan.

Sample safety plans are available on Bulldog Connect. 

Participant Waivers

For events and travel that include a high-risk activity where significant injury may happen, a Participant Waiver is required. A participant waiver advises participants of potential harm and releases liability against the RSO and Ferris State University if an injury occurs. All travel is deemed high risk and therefore requires a Travel Waiver.

RSOs must upload any Waivers and Safety Plans into the Event Registration Form in Bulldog Connect. The completed Participant Waivers, signed by both the participant and the witness, must be turned in to the CSI Office within five days after the event or prior to departure if it is a travel event.

Organizations who hold a high-risk event that involves participant waivers will be required to have their advisor or another University professional employee as designated by the advisor be present at the event. 

Sample waivers are available on Bulldog Connect. 

Events with Minors

For events where minors (participants under the age of 18) may be present, the minor must have a legal parent/guardian in attendance. At no time shall an RSO member be with a minor without parent/guardian present. Additionally, the RSO advisor must be present at an event where minors may be in attendance. 

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 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.

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.
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.

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 paintbased 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 Dining Facility 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.