Student Organization Manual January 2015

Student Organization Manual January 2015
Student Organization Manual
January 2015
Funded by
©2015 Student Organization Manual, UW-Milwaukee, Page 0 of 67
2200 E Kenwood Blvd., 363 Union
Milwaukee, Wisconsin 53211
Voice: 414 229-5780
Facsimile: 414 229-2443
Electronic: [email protected]
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The Student Involvement office is part of the UWM Union and is responsible for overseeing student organization eligibility
requirements, financial regulations, registration procedures, and policies contained in this manual. The office’s primary
purpose is to assist students in making their campus experience rewarding. More important, the staff is committed to helping
students achieve their personal and academic goals. Student Involvement is designed to meet the needs of individual students
and registered student organizations. Our mission is to encourage meaningful and active student involvement in
extracurricular activities and provide opportunities for student growth in leadership and personal development.
Several resources were used to develop this manual:
2010
UW Systemwide Policies, Procedures, and Legal Resources. Retrieved February 19, 2010 specifically UWS Chapter
17 ( http://www.legis.state.wi.us/rsb/code/uws/uws017.pdf) and Chapter 18
(http://www.legis.state.wi.us/rsb/code/uws/uws018.pdf )
2008
Segregated University Fees (F50). Retrieved June 4, 2008 from http://www.uwsa.edu/fadmin/fppp/fppp50.htm.
2008
UW Systemwide Policies, Procedures, and Legal Resources. Retrieved August 18, 2008 from
http://www.uwsa.edu/spp.htm and http://www.legis.state.wi.us/rsb/code/uws/uws.html.
2008
Administrative Services Manual, University of Wisconsin-Milwaukee. Retrieved August 18, 2008 from
http://www.bfs.uwm.edu/ASM/browse.aspx.
2008
Student Organization Manual, Michigan Technological University, Retrieved August 18, 2008 from
http://www.sa.mtu.edu/stulife/stuorg/resources/student_organizations_manual.pdf.
2006
Segregated university fees Guide for Student Organizations, University of Wisconsin-Milwaukee
1999
UWM Union Reservations Guidelines, Policies, and Procedures, University of Wisconsin-Milwaukee
1998-00 Student Handbook: The World of UWM, University of Wisconsin-Milwaukee
1998-99 Student Organization Manual, University of Wisconsin-Milwaukee
1995-96 Wisconsin Statutes & Annotations, Wisconsin State Legislature
1995-96 Student Organization Handbook, Texas Tech University
1993
Constitutional Guidelines, University of Iowa
1979
Robert, General Henry M., Robert’s Rules of Order REVISED, Morrow Quill Paperbacks: New York, NY.
Students who need an alternate format of this document should contact Student Involvement at 229-5780 or
[email protected]m.edu.
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The Student Organization Manual is an official publication of the University of Wisconsin-Milwaukee published by UWM
Student Involvement.
©2015 Student Organization Manual, UW-Milwaukee, Page 1 of 67
TABLE OF CONTENTS
GUIDING PRINCIPLES .........................................................................................................................................8
RELATIONSHIP BETWEEN STUDENT ORGANIZATIONS AND THE UNIVERSITY ......................................... 8
IMPORTANCE OF STUDENT ORGANIZATIONS ........................................................................................................ 8
FINANCIAL RESPONSIBILITY OF ORGANIZATIONS .............................................................................................. 8
RESPONSIBILITY OF ORGANIZATIONS ..................................................................................................................... 8
REGULATION OF STUDENT POLITICAL ACTIVITY ............................................................................................... 9
PANTHERSYNC....................................................................................................................................................10
PANTHERSYNC PORTAL AND ROSTER STANDARDS ........................................................................................... 10
STUDENT ORGANIZATION REGISTRATION ..............................................................................................11
STUDENT ORGANIZATION ELIGIBILITY ....................................................................................................... 11
IMPORTANT TERMS .................................................................................................................................................. 11
UNIVERISTY REGISTRATION (UNIVERSITY RECO GNITION) ............................................................. 11
STUDENT ORGANIZATION NAMES .................................................................................................................... 12
REGISTRATION PROCEDURES (RECOGNITION PROCEDURES) ...................................................................... 12
REGISTRATION RENEWAL .......................................................................................................................................... 13
DENIAL OF REGISTRATION ......................................................................................................................................... 14
STUDENT MEMBERSHIP ............................................................................................................................................... 14
FACULTY AND STAFF PARTICIPATION ................................................................................................................... 14
OFF-CAMPUS AFFILIATIONS ....................................................................................................................................... 14
REREGISTERING AN INACTIVE ORGANIZATION ................................................................................................. 15
RESPONSIBILITY OF ORGANIZATIONS ................................................................................................................... 15
PUBLIC RECORDS ........................................................................................................................................................... 15
GETTING HELP....................................................................................................................................................15
STRUCTURE: CONSTITUTION AND BYLAWS ...........................................................................................16
SAMPLE STUDENT ORGANIZATION CHARTER ..................................................................................................... 17
STUDENT ORGANIZATION MISCONDUCT PROCESS ..............................................................................19
POLICIES AND RESPONSIBILITIES ...............................................................................................................20
ADMISSION EVENTS ....................................................................................................................................................... 20
Admission events policy .................................................................................................................................................. 20
Admission Collection Options ........................................................................................................................................ 20
Ticket Policy for Admission Events (this includes events with a suggested donation): ............................................ 21
ADVERTISING ................................................................................................................................................................... 21
On-campus ....................................................................................................................................................................... 21
Off-campus ...................................................................................................................................................................... 22
ALCOHOLIC BEVERAGES............................................................................................................................................. 22
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Serving Alcoholic Beverages .......................................................................................................................................... 22
ANTI-DISCRIMINATION POLICY ................................................................................................................................ 22
BOOKKEEPING................................................................................................................................................................. 22
BUDGETS ............................................................................................................................................................................ 23
CATERING ......................................................................................................................................................................... 23
CHALKING POLICY ........................................................................................................................................................ 24
CHARITABLE ORGANIZATIONS ................................................................................................................................. 24
Registration ..................................................................................................................................................................... 24
Fundraising in Wisconsin ............................................................................................................................................... 24
Charitable Fundraisers Co-Sponsored with Charity ................................................................................................... 24
CLOSING HOURS ............................................................................................................................................................. 24
COMPUTER POLICY AND GUIDELINES (STUDENT INVOLVEMENT NETWORK) ........................................ 25
Guidelines ........................................................................................................................................................................ 25
Prohibited Activities ....................................................................................................................................................... 25
Special Notice .................................................................................................................................................................. 25
CONTRACTS USING SEGREGATED UNIVERSITY FEES ....................................................................................... 26
COPYRIGHT ...................................................................................................................................................................... 26
Using Copyright Material............................................................................................................................................... 26
Computers and Software ................................................................................................................................................ 26
Peer-to-Peer File Sharing ............................................................................................................................................... 26
Showing Movies on Campus .......................................................................................................................................... 27
CO-SPONSORSHIP WITH NON-UNIVERSITY GROUPS.......................................................................................... 27
DEBT .................................................................................................................................................................................... 28
DONATIONS ....................................................................................................................................................................... 28
DISORDERLY CONDUCT ............................................................................................................................................... 28
EMPLOYMENT IN STUDENT ORGANIZATIONS ..................................................................................................... 28
EQUIPMENT POLICY ...................................................................................................................................................... 28
EVENTS, ACTIVITIES AND PROGRAMMING ........................................................................................................... 29
FALSIFICATION OF RECORDS .................................................................................................................................... 29
FINANCIAL RESPONSIBILITY OF ORGANIZATIONS ............................................................................................ 29
Role of the Faculty/Staff Advisor in organizational financial matters ....................................................................... 29
Responsibility for Keeping Records of Student Organization Funds ......................................................................... 29
Debts Owed the University by Student Organizations ................................................................................................ 29
Financial Responsibility of Student Organizations to Agencies/Organizations/Vendors outside the University ... 29
Entertainer/Performer Contracts .................................................................................................................................. 30
FIRE SAFETY..................................................................................................................................................................... 30
FOOD SALES POLICY ..................................................................................................................................................... 30
FREEDOM AND RESPONSIBILITY OF ORGANIZATIONS .................................................................................... 30
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Freedom from Obstruction ............................................................................................................................................ 31
Freedom of Expression ................................................................................................................................................... 31
Scope of Student Freedom .............................................................................................................................................. 31
University Policy on Student Freedom .......................................................................................................................... 31
FUNDING ............................................................................................................................................................................ 31
Sponsorships .................................................................................................................................................................... 31
Membership Dues ........................................................................................................................................................... 31
Segregated University Fees............................................................................................................................................. 31
FUND-RAISING ACTIVITIES ......................................................................................................................................... 32
Sales Tax .......................................................................................................................................................................... 32
Seller’s Permits ................................................................................................................................................................ 32
Ticket Sales ...................................................................................................................................................................... 32
Food Sales ........................................................................................................................................................................ 32
GUEST SPEAKERS ........................................................................................................................................................... 32
HAZING POLICY .............................................................................................................................................................. 33
HOLD HARMLESS AND RISK LIABILITIES .............................................................................................................. 33
HOUSING ............................................................................................................................................................................ 33
ID CARDS (INDENTIFICATION CARDS)..................................................................................................................... 33
INTERPRETATION AND COMPLIANCE WITH REGULATIONS .......................................................................... 33
KEYS .................................................................................................................................................................................... 34
Student Organization Offices in the UWM Union ....................................................................................................... 34
Lost Keys.......................................................................................................................................................................... 34
LATE NIGHT EVENTS IN THE UWM UNION ............................................................................................................ 34
LOBBY TABLES IN THE UWM UNION........................................................................................................................ 34
LOGOTYPE AND UNIVERSITY SYMBOLS ................................................................................................................ 35
OFFICE SPACE .................................................................................................................................................................. 35
OPEN MEETING LAW COMPLIANCE ........................................................................................................................ 35
PICKETING, RALLIES, PARADES, ETC. ..................................................................................................................... 36
POLITICAL ACTIVITY REGULATIONS ..................................................................................................................... 37
POSTING ON CAMPUS .................................................................................................................................................... 37
PRIZES AND AWARDS .................................................................................................................................................... 37
PUBLICITY AND PUBLICATIONS RESPONSIBILITIES .......................................................................................... 38
Bulletin Boards Belonging to the University ................................................................................................................. 38
Handbills .......................................................................................................................................................................... 38
Public Announcements ................................................................................................................................................... 38
Publications Disclaimer .................................................................................................................................................. 38
PUBLIC RECORDS ........................................................................................................................................................... 39
Release of Public Information ........................................................................................................................................ 39
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RAFFLE POLICY .............................................................................................................................................................. 39
RELIGIOUS ACTIVITIES ................................................................................................................................................ 40
RISK MANAGEMENT ...................................................................................................................................................... 40
SALES TAX ......................................................................................................................................................................... 40
SECURITY AT MAJOR EVENTS ................................................................................................................................... 40
SEGREGATED UNIVERSITY FEES .............................................................................................................................. 40
State Agency Accounts.................................................................................................................................................... 40
Financial Records ............................................................................................................................................................ 41
SUF Expenditures ........................................................................................................................................................... 41
Inappropriate SUF Expenditures .................................................................................................................................. 41
SUF Revenue ................................................................................................................................................................... 42
Membership in SUF funded organizations ................................................................................................................... 42
SEXUAL HARASSMENT POLICY ................................................................................................................................. 42
SIGNS ................................................................................................................................................................................... 42
SMOKING ........................................................................................................................................................................... 42
SOFTWARE POLICY ........................................................................................................................................................ 43
SOLICITATION POLICY ................................................................................................................................................. 43
General regulations ......................................................................................................................................................... 43
Solicitations by student organizations ........................................................................................................................... 43
UWM Union’s handbills and literature distribution policy ........................................................................................ 43
SOUND AMPLIFYING EQUIPMENT ............................................................................................................................ 43
SPECIAL SECURITY EVENTS POLICY ....................................................................................................................... 44
STATIONERY .................................................................................................................................................................... 44
TAX FILING REQUIREMENTS...................................................................................................................................... 44
TELEPHONES .................................................................................................................................................................... 45
TICKET/CASH HANDLING PROCEDURES ................................................................................................................ 46
TICKET SALES .................................................................................................................................................................. 46
UNIVERSITY HOUSING .................................................................................................................................................. 47
UWM UNION BUILDING ................................................................................................................................................. 47
Decorations ...................................................................................................................................................................... 47
Meeting Rooms ................................................................................................................................................................ 47
Union Concourse ............................................................................................................................................................. 48
UNION BUILDING SERVICES........................................................................................................................................ 48
VANDALISM ...................................................................................................................................................................... 49
WWW HOME PAGES ....................................................................................................................................................... 49
SERVICES AVAILABLE .....................................................................................................................................51
ADVISING ........................................................................................................................................................................... 51
BANKING SERVICES ....................................................................................................................................................... 51
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BULLETIN BOARDS ......................................................................................................................................................... 52
COMPUTERS ON CAMPUS ............................................................................................................................................ 52
DISPLAYS AND DECORATIONS ................................................................................................................................... 52
EVENTS AND PROGRAMS ............................................................................................................................................. 52
FACILITIES ........................................................................................................................................................................ 53
FACILITY SERVICES ...................................................................................................................................................... 53
LABELS (MAILING) AND LISTS ................................................................................................................................... 53
LEADERSHIP AND TRAINING ...................................................................................................................................... 53
Training through the Coaching, Organization Development and Engagement (CODE) Program ......................... 53
Best Practices and Quick Reference resources ............................................................................................................. 53
MAIL SERVICES ............................................................................................................................................................... 54
MARKETING ..................................................................................................................................................................... 54
MEDIA EQUIPMENTAND SERVICES .......................................................................................................................... 55
OFFICE SPACE .................................................................................................................................................................. 55
PARKING ............................................................................................................................................................................ 55
PHOTOGRAPHIC SERVICES-UNIVERSITY INFORMATION TECHNOLOGY SERVICES (UITS) ................ 56
POLICE ............................................................................................................................................................................... 56
PRINTING AND DUPLICATING .................................................................................................................................... 56
RECREATION, FITNESS AND INTRAMURALS ......................................................................................................... 57
TELEPHONE SERVICES ................................................................................................................................................. 57
UNION BUILDING SERVICES........................................................................................................................................ 57
UNIVERSITY HOUSING .................................................................................................................................................. 59
STUDENT ORGANIZATIONS AT UWM ANNUAL PLANNING CALENDAR ..........................................64
UNIVERSITY GENERAL POSTING BULLETIN BOARDS ....................................................................................... 66
Bulletin Boards Belonging to the University ................................................................................................................. 66
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Student Involvement
Being a member of a student organization provides students with an opportunity for the development of leadership skills,
lifelong friendships, exploration of career aspirations, application of what’s been learned in the classroom, and for exploring
new interests. This edition of the Student Organization Manual is a resource for you and your organization concerning
University policies and procedures. In addition to this resource, the staff in Student Involvement is available to help you
navigate your role and to support your success as a student leader.
The Organization Manual is just one of many resources available to you. The Coaching, Organization Development, and
Engagement (CODE) program provides a variety of workshops for your personal and organization development. In addition,
there are other resources available through the Student Union you can utilize. For example, you can participate in:
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New Organization Start It Up - a program for newly formed organizations, which is focused on defining purpose and
building a solid foundation
Leave Your Mark - a workshop series focused on executive leadership skills, such as running effective meetings,
managing conflict, recruiting new members and developing team morale
The Big Event - a two-part program that explores how to plan events from idea to implementation
Transitioning Your Leadership - a workshop series designed to help you translate your collegiate experiences into
future career skills
Passing the Torch - a workshop geared towards developing an effective leadership transition plan for outgoing and
incoming officers on topics from member recruitment, financial management, to event planning, leadership
development, recruitment.
Custom Workshops - Schedule an appointment for one or more individuals from your organization to meet with
members of our staff in Student Involvement. We can customize our time with you based on the areas of greatest
need for the organization. Feel free to bring your advisor along.
Student Organization Wellness Check - a 10-minute self-assessment that you can take that will help us to give you
feedback and direction on ways you can grow and strengthen your organization.
The Union Rec Center’s free student org night. Contact recprgm[email protected] to reserve a space for your organization
for fun and teambuilding.
The Studio Arts and Craft Centre – find a variety of resources, such as screen printing for t-shirts or marketing,
workshops to gain specific skills or to simply hang out as a group, and much more.
Student Involvement Pinterest Board with resources on student leadership and organization development.
As you embark on your role as a student organization leader, please reach out to the staff in Student Involvement, we are here
to help you achieve your goals and enjoy your experience at UWM.
Sincerely,
Eric Jessup-Anger, Ph.D., Interim UWM Union Associate Director for Student Involvement
Becca Grassl, PhD., UWM Union Assistant Director for Student Involvement
©2015 Student Organization Manual, UW-Milwaukee, Page 7 of 67
GUIDING PRINCIPLES
Relationship between Student Organizations and the University
Student organizations are considered to be affiliated with, but not official units of, the University. As a condition for
continuation of the affiliation relationship, the organization agrees to abide by University regulations. In return, the student
organization gains access to selected University facilities and resources.
Student groups may only identify themselves with the University by using the following format in the organization name:
“Club XYZ at the University of Wisconsin-Milwaukee.” The name must not infer University endorsement of the
organization’s purpose or activities, or imply that the organization is speaking on behalf of the University or any of its
divisions or departments. All letterhead stationery, invoices, and/or purchasing forms must include the statement: “Student
Organization at UWM”
Importance of Student Organizations
The University of Wisconsin-Milwaukee considers student organization activities and programs an integral part of the
University’s mission. The programs and activities contribute significantly to the students’ total educational development and
progress. Student activities provide experiences which stimulate interest and understanding of current social, economic,
political, cultural or religious problems and issues. At the same time, they provide rewarding experiences that come from
living and working in group projects with individuals of varying races, life-styles, creeds, and cultural backgrounds. In
addition, student activities provide students with stimulation for intellectual growth, leadership development, democratic
processes, and citizenship responsibilities.
Financial Responsibility of Organizations
Every student organization is governed by the standards and regulations defined by the Segregated University Fees policies
established by the University of Wisconsin System. Officers of organizations are responsible for making sure their groups
are financially sound. Student organizations are responsible for contacting the Federal Internal Revenue Service and
Wisconsin Department of Revenue for specific information on income tax requirements and other filing requirements.
Student organizations may be liable to pay sales tax on some of their fund-raising efforts.
The University is not responsible for debts or other liabilities of student groups. All new and continuing members of groups,
as well as businesses where products and services are ordered, should be informed of this. Officers of groups may be held
liable for financial obligations incurred by the group.
Responsibility of Organizations
Students are subject to local, state, and federal laws and ordinances. The University expects that all student organizations
will prevent unlawful actions in connection with their activities. Failure to do so could subject student organizations, the
officers and members to disciplinarian action. The organization acknowledges that its activities, including some of which
may occur on the campus of UWM, are not eligible for liability protection under the State of Wisconsin Self-Funded Liability
Program and need to obtain a special-event(s) liability policy at its own expense.
The freedom of action granted to registered organizations implies a responsibility for the development of the direction, scope,
and character of the group in order to promote UWM’s educational mission. This freedom of action is limited by the stated
purpose of the organization and the rules and regulations imposed by the University and society.
Free inquiry and expression are essential in a community of scholars. As members of such a community, students are
encouraged to develop a capacity for critical judgment and an independent search for truth. Freedom to learn depends upon
opportunities and conditions in the classroom, on the campus, and in the larger community.
Students have the right, accorded to all persons by the Constitution, to freedom of speech, peaceable assembly, petition, and
association. Students and student organizations may examine and discuss all questions of interest to them, and express
opinions publicly as well as privately. They may support causes by lawful means which do not disrupt the operations of the
University or the organizations accorded the use of University facilities.
Student Organization Advisor Expectations
The student organization advisor serves as an agent to the University in a voluntary capacity to the designated recognized
student organization and provides guidance, advice, and direction to the members of the organization. The student
organization advisor has a significant role in the development and continuity of a student organization. This relationship
between the recognized student organization and the advisor is considered ongoing until Student Involvement is notified of a
change in advisor status.
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Student Involvement strives to support the role of student organization advisor by providing services, resources, and
educational opportunities that will assist all organization advisors.
Responsibilities of the student organization advisor include:
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Maintain an awareness of the activities and programs sponsored by the student organization.
Meet on a regular basis with the leaders of the student organization to discuss upcoming meetings, long-range plans,
goals, and problems of the organization.
Attend regular meetings and executive board meetings as often as schedule allows.
Assist in the orientation of new officers.
Explain and clarify to the members of the student organization campus policies and procedures that apply to the
organization.
Maintain contact with the staff in Student Involvement.
Provide direction in the area of parliamentary procedure, meeting facilitation, membership recruitment,
organizational unity, goal setting, and program planning.
Assist the organization treasurer in monitoring expenditures, fundraising activities, and corporate sponsorship to
maintain an accurate and up-to-date account ledger.
Assist in the formulation of Student Association (SA) Senate Allocation Committee organizational grant
applications.
Inform organization members of those factors that constitute unacceptable behavior on the part of the organization
members and the possible consequences of said behaviors.
Discuss with organization members the liability issues and appropriateness of activities/events.
Report any criminal offenses, and any violations of state, local and university policies to the UWM Dean of Students
Office and Student Involvement.
All registered student organizations must have an advisor who is employed at UW-Milwaukee. (Student Employees,
Teaching, Research, or Graduate Assistants do not qualify).
Regulation of Student Political Activity
The University regulates the time, place, and manner of students conducting political activities on campus in order to prevent
interference with the University’s operations. The University does not regulate off-campus political activities of students.
Compliance with Charter, Constitutions and Other Operating Documents
Student organizations are expected to be in compliance with their charter, constitution, bylaws and any other operating
documents at all times. Amendments and revisions to these documents may be made in consultation with the University. The
operating documents form a component of the affiliation agreement between the University and the student organization.
Failure to comply with the agreed upon operating documents may result in penalties which may include an official warning,
revocation and/or limitations of privilege and/or revoking the student organization charter (For more information see Student
Organization Misconduct Process).
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PANTHERSYNC
REGISTERED STUDENT ORGANIZATION ONLINE ENVIRONMENT
PantherSync is an online environment for student organizations at UW-Milwaukee. The system is powered by OrgSync Inc.
who developed the online features and tools. OrgSync Inc. also provides ongoing technical support and continuous upgrades
for the system. The OrgSync system became PantherSync as the system was customized for the UWM campus.
Currently, student organization officers must use PantherSync to complete renewal registration (each September) and to
change officers and membership. In addition, some forms can only be completed using the PantherSync system. These
include Senate Appropriations Committee (SAC) grant applications and student organization charters, among others.
The online system also creates an on-going opportunity for organizations to attract new members by allowing students to
browse currently registered student organizations and send join requests to the organization electronically. Organizations can
make the most of this opportunity by uploading welcome page graphics and a welcome message.
TRAINING ON PANTHERSYNC
New and reactivating student organizations must complete training on how to use PantherSync as part of the registration
process. All organizations are welcome to request training as needed to get the most out of the system. This might include
training for new officers, training for candidates seeking office or a refresher on the system first thing in the fall. Contact the
Center for Student Involvement at [email protected] or by calling (414) 229-5780 to request training sessions.
BENEFITS OF PANTHERSYNC FOR STUDENT ORGANIZATIONS
All organization members can benefit from online tools like news postings, calendar of events and stored files. Advisors and
officers can communicate with specific categories of membership on items of interest only to that subgroup. Best of all, new
officers and members do not need to “re-invent the wheel” each year because PantherSync records stay with the organization,
not with individual officers and leaders.
BENEFITS OF PANTHERSYNC FOR INDIVIDUAL STUDENTS
The PantherSync system tracks an individual student’s involvement in different student organizations. Students can view
their involvement record under the personal tools tab. They can also request to have additional activities, such as off campus
volunteering, added to the record. In addition, student users can request an official record of their involvement (also called a
Co-Curricular Transcript) and post examples of their work in the ePortfolio (also under the tools tab).
PANTHERSYNC PORTAL AND ROSTER STANDARDS
The following standards now apply to all registered student organizations:
1.
New organizations/portals have 60 days from training/activation to complete the organization profile (org profile),
submit it, and obtain a hardcopy for officers and advisors to sign as well as get officers and the advisors to appear in
the online roster. After 60 days, the portal will be disabled and deleted. Information in the portal will be lost. Pricing
for the online system is set by number of portals and inactive portals result in unnecessary costs.
2. The official membership roster for each registered student organization is the membership list in the PantherSync
portal. The official UWM faculty/staff advisor must also appear in this membership list in the advisor membership
category. Currently enrolled students who do not appear in the online roster may be ineligible for some
opportunities. If an organization has non-UWM members, a list of these members can be posted in the “Rosters”
folder under the FILES tool. Any organization with a non-UWM advisor can request a special user account for that
advisor. UW System policy requires that all registered student organizations maintain a membership that is at least
¾ currently enrolled students.
Student Organization Officers/Portal Administrator responsibilities:
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Ensure that membership and officer (org profile) information is current at all times.
Ensure that permissions as Administrator are given to newly elected officers in a timely fashion.
Ensure that no individual other than a student organization officer is given the Administrator permissions for a
student organization portal.
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STUDENT ORGANIZATION REGISTRATION
STUDENT ORGANIZATION ELIGIBILITY
The University of Wisconsin-Milwaukee student organizations are considered to be affiliated with, but not official units of,
the University. As a condition for continuation of the affiliation relationship, the organization agrees to abide by University
of Wisconsin-Milwaukee (UWM) regulations. Part of this agreement includes following the approved operating documents
for the organization (charter, constitution, bylaws, etc.) In return, the student organization gains access to selected UWM
facilities and resources. Student organizations are comprised of and controlled by students enrolled at the University of
Wisconsin-Milwaukee (UWM). Student organizations may include non-students, such as faculty, staff, and individuals from
the community as adjunct members, but they may not serve as officers or have a controlling interest in the organization.
IMPORTANT TERMS
Student Organization Officers: As used here, the term officer includes anyone who holds a position of trust, authority, or
command within an organization. A student organization officer is further defined as any student who assumes a leadership
position within an organization with day-to-day responsibility for conducting the business of the organization, usually with a
title and role responsibilities. Student organization officers act as authorized representatives for the organization’s
membership and in so doing bear some personal responsibility for the organization. All registered student organizations at
UWM have a minimum of four officers enrolled on a fee-paying basis at least halftime (undergraduate six credits, graduate
four credits) in order to comply with registration and recognition requirements.
Registration/Registered: Registration is the process that a student organization must go through to be recognized and
authorized to operate on campus and conduct business as a student organization at UWM.
Recognized/Recognition: Recognition is the status of a student organization that has completed the registration process and
is currently in compliance with all requirements and registration processes.
UNIVERISTY REGISTRATION (University Recognition)
Student groups on the University of Wisconsin-Milwaukee campus must register annually with Student Involvement in order
to use University facilities and services. The registration process has been developed to give the university community an
accurate listing of active student groups on campus. Registration does not mean the university supports or adheres to the
views held or the positions taken by registered student organizations. The organization and its officers are responsible for
their debts. UWM is not liable for debts incurred by the student organization. Responsibility for any action which violates
federal, state, local laws and ordinances or university policies must be assumed by the individual group’s officers and
members. To be eligible for registration, student organizations must meet the following criteria:
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Operate as a not-for-profit organization, as demonstrated by evidence that the organization uses any income or profit
for organizational purposes, not for any individual or commercial gain;
Prepare and file with Student Involvement governing documents for the organization. The organization is required
to comply with its governing documents at all times. If the organization wishes to be affiliated with a national or
other related organization, a copy of their constitution and bylaws must also be submitted (websites for these
documents are acceptable);
Be related to student life on campus and does not duplicate the purpose or function of a currently registered student
organization on campus, unless the need for duplication is substantiated and approved by Student Involvement;
Agree to abide by policies set forth in the Student Organization Manual, Student Handbook, and UWM and UWSystem Administrative policies and regulations;
Agree to abide by local, state, and federal laws and ordinances and to avoid unlawful actions in connection with any
of their activities;
Identify at least four UWM student officers currently enrolled in a degree program, on a fee-paying (Segregated
University Fee) basis for at least half-time. As used in this policy, “half-time” status means enrollment for a
minimum of six credits as an undergraduate student, and enrollment for a minimum of four credits as a graduate
student;
3/4 (three-quarters) of membership must consist of students enrolled for a minimum of one semester hour of credit
at UWM;
Identify a faculty or staff advisor employed by UWM (Student Employees, Teaching, Research, or Graduate
Assistants do not qualify);
As required by Regent Policy 30-06, “Policy on Recognition of Student Organizations,” extend membership and all
membership privileges, including voting and eligibility to hold office, to all students without regard to age, ethnicity,
gender (except as otherwise permitted by Title IX of the Education Amendments of 1972), disability, color, national
©2015 Student Organization Manual, UW-Milwaukee, Page 11 of 67
origin, religion, sexual orientation or veteran status, except those student organizations that select their members on
the basis of commitment to a set of beliefs (e.g., religious or political beliefs) may limit membership and leadership
positions in the organization to students who affirm that they support the organization’s goals and agree with its
beliefs.
10. Unless the nature of the organization entitles it to an exemption in accordance with applicable laws, no student may
be denied admission to, participation in or the benefits of, or be discriminated against in any service, student
organization, program, course or facility of UWM because of race, color, creed, religion, sex, sexual orientation,
national origin, disability, age, pregnancy, marital status, political affiliation or belief, arrest or conviction record,
disabled veteran or Vietnam-era veteran status, or any other protected group as documented by applicable federal or
state laws.
STUDENT ORGANIZATION NAMES
Student groups may identify themselves with the University only by using the following format in the organization title:
“Club XYZ at the University of Wisconsin-Milwaukee.” The name must not suggest endorsement by the University of the
organization’s purpose or activities, or imply that the organization is speaking on behalf of the University or any of its
divisions or departments. All student organization publications, letterhead stationery, invoices, and/or purchasing forms must
include the statement: “Student Organization at UWM.” Student Organizations may not use the University’s name or logos
in any advertisements, web pages, or other printed materials without permission.
REGISTRATION PROCEDURES (RECOGNITION PROCEDURES)
The registration process has been developed to give the University community an accurate listing of active student groups on
campus. Registration does not mean the university supports or adheres to the views held or the positions taken by registered
student organizations. The ten criteria for University registration (above) must be fulfilled. Persons interested in starting or
reactivating a student organization should contact Student Involvement for additional information on the online form. The
registration procedures are:
1.
2.
3.
4.
5.
To register a student organization, a student must fill out the Application for New or Reactivating Student
Organization online at: https://orgsync.com/21733/forms/show/34016
The student will be contacted by a Student Involvement staff member to schedule training in the use of
PantherSync, powered by OrgSync, the online student organization system. Students may also call to set up an
appointment for PantherSync training at (414) 229-5780. The individual(s) who attend the training and are officer(s)
will be authorized as the Portal Administrator(s) for the organization. A “Start It Up” training will also be required.
After completing PantherSync training, the Portal Administrator should instruct all officers and advisors of the
student organization to create user accounts in PantherSync and invite them to join the organization online.
Each student organization must provide the full names, phone numbers, and email addresses of four UW‐Milwaukee
students currently enrolled at least half-time (to serve as officers). At least one of the contacts for the organization
must agree to have his or her name and phone number or email address released as the public information for the
group. This information is recorded in the Org. Profile in PantherSync which can be accessed by the Portal
Administrator under “settings”.
Student organizations must meet the following requirements:
a.
b.
c.
d.
e.
6.
List four UWM students enrolled in a degree program, on a fee-paying (Segregated University Fee) basis
for at least half‐time (6 credits for undergraduates and 4 credits for graduate students) as contacts within the
Org Profile and showing in the online membership roster. Note: A student who is only AUDITING
classes cannot be an officer of a student organization.
Have a membership consisting of at least 3/4 (three‐quarters) students enrolled for a minimum of one
semester hour of credit at UWM.
List the name, office location, telephone number, and email address for at least one faculty or staff advisor
who is employed by UW‐Milwaukee. This information must appear in the Org Profile and in the
membership roster online. The name and UWM email address for the faculty/staff advisor’s supervisor
must also be provided so that liability protection for the advising role can be documented.
Disclose any community, state, national, or international affiliations of your student organization by listing
them in the Org Profile in the Affiliations section. Constitution/bylaws of the affiliated organization(s) can
be submitted electronically as PDF or by using a website URL.
Additional criteria for registering a student organization on campus can be found in this Student
Organization Manual.
After submitting a completed Org Profile electronically, Student Involvement staff will email the Org Profile back to
the submitter in a PDF format. The Org Profile must then be printed and signed by all officers and advisors (Student
©2015 Student Organization Manual, UW-Milwaukee, Page 12 of 67
Involvement can print this document if you wish). The individuals listed as contacts must agree to the position
indicated and meet the student enrollment status eligibility requirements. Signatures indicate that individuals have
read, understand and agree with the RSO Contract which is available online at www.rsocontract.uwm.edu. It
also indicates that they have read and understand the Organization Verification and Liability section of the RSO
Contract, and that each individual will take responsibility for the actions of the organization. You will be held
accountable for any lost/stolen University capital equipment or debt incurred by the organization.
7. New organizations must also complete and submit the New Student Organization Charter Application form. This
form is located in the “Forms” tab in PantherSync on the left side of the screen. This document is submitted
electronically.
8. Once all officers and advisors have signed the Org Profile, submit it to Student Involvement in Union 363. Student
Involvement will verify enrollment of officers and employment of advisors.
9. Schedule a meeting with an Assistant Director in Student Involvement for a review of University policies and
procedures. Allow two business days from the date you drop off the Org Profile for verifications (see #8 above)
before this meeting. Student Involvement staff will try to answer any questions you may have about operating a
registered student organization at UWM. (This meeting is approximately 1 hour).
10. Once the Student Involvement Assistant Director approves the registration paperwork, a Charter Letter will be sent to
the organization acknowledging that the organization has permission to operate on campus.
REGISTRATION RENEWAL
All student organizations shall register annually each September by filing an updated Student Organization Profile (Org.
Profile) with Student Involvement. The electronic update of the Org Profile in the PantherSync system begins in August with
notifications sent to all organizations through PantherSync news, emails and postings.
On the renewal Org Profile, all organizations must list, in order of importance, at least four registered student members
(officers), what position they hold, and provide phone numbers, UWM email address and student ID number for these
students. Student Groups must submit a current membership roster identifying UWM student and non-student members.
Unless otherwise directed, the membership roster in PantherSync will be considered the current membership roster
(all members should be in the organization portal in PantherSync). Only registered/recognized student organizations
may have access to programs, services and the use of the University’s facilities.
Organizations failing to renew their registrations on time will have their registration canceled and will be listed as inactive.
Inactive organizations lose access to all university resources, such as, Union office space, office equipment, use of University
facilities, and/or segregated university fees that the group has been allocated. Organizations whose registration has been
canceled may reactivate their organization and regain university recognition by submitting the appropriate updated Org
Profile (with signatures) to Student Involvement and completing a re-activation process.
RENEWAL STEPS (ALL STEPS ARE REQUIRED UNLESS OTHERWISE NOTED)
Renewal Steps
1. Update and renew organization’s profile in PantherSync
After logging in at www.panthersync.uwm.edu, the portal administrator must enter the organization’s portal and
select “Settings” from the menu on the lower left side of the screen [only the student officer(s) serving as portal
administrator(s) will be able to see this option]. The portal administrator updates the names and contact information
for the organization’s public contact, primary four officers and the faculty/staff advisor. If the organization has
additional officers or advisors, they must also be updated in the Org Profile. Once the information has been updated,
the portal administrator submits the revised Org Profile via PantherSync.
2. Have Officers and Advisor(s) read contract terms online
Have each officer and the faculty/staff advisor(s) visit www.rsocontract.uwm.edu and read the contract terms and
conditions that they are agreeing to when they sign the Org Profile.
3. Print, sign and submit updated organization profile to Student Involvement by the announced deadline
After the Org Profile has been updated and submitted via PantherSync you will need to print it and have each officer
and advisor sign the printed copy that will then be turned into Student Involvement. If you wish, the Student
Involvement staff can print your submitted Org Profile for you in our office or email a PDF copy to the portal
administrator. Remember, once printed, each officer and the advisor(s) should sign, date and provide their Student
ID# on the appropriate line. Organizations are strongly encouraged to complete this process as early as possible. If
there are errors or other issues with the Org Profile or renewal, the organization will need to make corrections
before the announced deadline date.
4. Attend any mandatory events or trainings that are required for the renewal process.
This includes the annual “Student Organization Kickoff” event.
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What happens next?
Once the signed Org Profile has been submitted, Student Involvement will verify enrollment status of student officers and
employment status of the faculty/staff advisor. Once verified, the organization will have completed renewal registration and
will be notified by UWM email. Additional information regarding Union Mailboxes, Inventories, and office access will be
shared as organizations renewals are completed.
If verification is unsuccessful or the Org Profile is incomplete or incorrect, the organization’s officers will be contacted via
UWM email and asked to make changes or corrections and re-submit the Org Profile prior to the announced deadline
(extensions to the announce deadline are rare, given the organizations have over six weeks to complete this process).
DENIAL OF REGISTRATION
Any organization applying for recognition at the University of Wisconsin-Milwaukee that does not meet the above criteria
will be denied registration. No student organization will be officially registered/recognized with the University if Student
Involvement determines that the group’s actions or activities are detrimental to the educational purpose of the University
and/or the welfare of the students. If registration is denied by Student Involvement, the student organization has the right to
appeal the decision to the Dean of Students Office.
STUDENT MEMBERSHIP
Active membership (having a vote or a leadership position) in student organizations recognized by the University is open
only to UWM students as stipulated above. An organization may have adjunct, honorary or other types of non-voting
memberships.
When a student organization is registered, the four officers listed are assumed to be the contacts. Students signing the
Organization Profile (Org. Profile) and Contract or listed as an additional officer/contact must be currently enrolled on a feepaying basis for at least half-time status at UWM during the current semester (see eligibility item 6). If a student was
enrolled during the previous semester, that person is considered a student between semesters and during the summer session,
unless the student has graduated. Classes that are audited do not count toward the credit restriction for officers.
An individual who does not have status as a fee-paying UWM student or drops below half-time status will automatically have
his/her eligibility to hold office suspended but is not immediately removed if he/she is engaged in formal University appeal
procedures to regain student status. Students who regain student status may resume their leadership role in the student
organization. Positions occupied by individuals who are not engaged in formal procedures to regain student status will be
removed as an organization contact. The organization must then fill this vacancy in order to maintain their active registration
status.
It is recommended that student organizations elect new officers annually, using a process that allows for membership input.
A simple majority vote is common but executive board approval and general consensus methods are permissible. It is in the
best interest of the student group to elect new officers at such a time as to allow them a few weeks to work with the exiting
officers to learn their new jobs. An election in April of new officers who do not take office until June first is a good example
of a transition/training period.
It is the responsibility of the officer submitting the Org. Profile and Contract to verify that the four (4) individuals listed on
the form have agreed to the position indicated with the organization and are currently registered on a fee-paying basis for at
least half-time status at the University. The university does not supervise the election or approve the election results for
student organizations. Each organization is responsible for selecting representatives as set forth by the procedures outlined in
its governing documents (charter, constitution, bylaws, etc. on file with Student Involvement).
FACULTY AND STAFF PARTICIPATION
To promote their objectives, student organizations are encouraged to involve faculty and staff as advisors, consultants, or
members (this is in addition to the one required faculty/staff advisor, see eligibility item 8). Establishing and maintaining
close and open relationships with faculty and staff can help provide stability and consistency within a student organization. It
is expected that the role of faculty/staff advisors should be limited to the offering of advice, counsel, training, and assistance
that is welcomed by the student group.
OFF-CAMPUS AFFILIATIONS
Many student organizations at UWM are affiliated with local, regional, state, and national organizations. These off-campus
affiliates frequently have guidelines or regulations with which the affiliated organizations must comply in order to remain in
good standing and to continue their affiliation. Such guidelines are considered important operating documents and must be
on file in Student Involvement. Electronic copies and/or websites may be submitted that detail these affiliation requirements.
©2015 Student Organization Manual, UW-Milwaukee, Page 14 of 67
If your affiliate has no such requirements, a letter from the off-campus affiliate indicating that there are no such requirements
must be filed in lieu of regulation documents. The compulsory regulations of the affiliate group must be consistent with
UWM policies in order for the UWM group to be registered. Student Organizations are responsible for notifying Student
Involvement when their affiliation status changes.
REREGISTERING AN INACTIVE ORGANIZATION
An organization that previously operated at UWM but is now inactive must apply in Student Involvement to reactivate the
group. This involves the same steps as registering a new organization. However, the students who want to reactivate the
inactive organization may want to obtain copies of any governing documents, previous registration paperwork, or other
important documents from Student Involvement. These documents can be used to register the group or can be modified to
update the group’s governing documents prior to the registration process being completed.
RESPONSIBILITY OF ORGANIZATIONS
A student organization should not assume that it may rightfully engage in any activity that is not specifically restricted by
University regulations. The freedom of action granted to registered student organizations implies a responsibility for the
development of the direction, scope, and character of the group in order to promote UWM’s educational mission. This
freedom of action is limited by the stated purpose of the organization and the rules and regulations imposed by the University
and society. If there is any doubt as to an activity’s acceptability, the organization should contact Student Involvement for
assistance.
Official jurisdiction in student organization disciplinary cases arising from University of Wisconsin System Administrative
Code or University of Wisconsin-Milwaukee policies and procedures is with the Dean of Students. Student organizations
found in breach of the Wisconsin/Administrative Code (UWS 18 - Conduct on University Lands and or UWS 17 - Student
Nonacademic Disciplinary Procedures), Board of Regents policies, UW System policies or UWM policies, rules and
regulations, including the Discriminatory Conduct Policy, are subject to sanctions imposed by the Dean of Students.
Sanctions may range from an official warning to revocation of an organization’s registration. In addition to organization
sanctions, student organization officers may be held accountable for policy violations under the nonacademic disciplinary
procedures.
The primary officers for each organization are responsible for informing others in their organization about University policies
and procedures, and agree to comply with them.
PUBLIC RECORDS
The Family Educational Rights and Privacy Act (FERPA) of 1974 as amended, allows certain categories of public
information which the University has designated “directory information” to be made available to the public upon request.
The following categories of information about individual students is considered to be public or directory information and will
be routinely released to any inquirer unless you specifically request your information be withheld: Student name, Address,
Email address, Telephone number, Designation of school/college (year in school), Enrollment status (part/full time), Major
field of study, and Participation in officially recognized activities and sports. Records pertaining to student organizations that
are not directory information will only be released to the officers of the organizations. All other individuals requesting nondirectory information about a student organization must submit a public information request to Custodian of Public Records,
University Relations and Communications, University of Wisconsin-Milwaukee, Post Office Box 413, Milwaukee,
Wisconsin 53201-0413; telephone (414) 229-2849; e-mail [email protected]
GETTING HELP
Student Involvement is designed to help students make the most of their extracurricular experience at UWM by offering a
wide range of services, activities, and programs for students and organizations. The staff can help students plan events,
interpret University policies, develop training for members and advise students on a variety of organizational development
topics. Student Involvement is located on the third floor of the Union Building (Room 363) and can be reached at 414-2295780 or [email protected] Many helpful tips, forms, and announcements are online at: www.activities.uwm.edu.
©2015 Student Organization Manual, UW-Milwaukee, Page 15 of 67
STRUCTURE: CONSTITUTION AND BYLAWS
To be effective, organizations need basic rules. A constitution and/or bylaws is/are the way most groups write down their
rules. The constitution contains the fundamental principles which govern a group’s operation. The bylaws establish the
specific rules of guidance by which the group is to function. In order to simplify the registration process, UWM created a
charter application form which basically combines these two documents. (See Sample Student Organization Charter on next
page). Complex organizations should keep their constitutions and bylaws separate.
Generally, constitutions and constitutional amendments must be approved by 2/3 vote in a special election by the total
membership. Bylaws and changes to the bylaws can happen at a regularly scheduled meeting by 2/3 vote, provided quorum
is met. It is recommended that changes to the bylaws be presented at one meeting and voted on at another meeting. Both
documents should contain the procedures in which changes or amendments can be made.
Why have a constitution?
By definition, an organization is a “body of persons organized for some specific purpose, as a club, union or society.” The
process of writing a constitution will serve to clarify your purpose, delineate your basic structure, and provide the cornerstone
for building an effective group. It will also allow members and potential members to have a better understanding of what the
organization is all about and how it functions. If you keep in mind the value of having a written document that clearly
describes the basic framework of your organization, the drafting of the constitution will be much easier and a more rewarding
experience.
What should be covered by a constitution?
The objective is to draft a document that covers these topics in a simple, clear and concise manner. Remember to include the
date your document is adopted or revised.
Constitution Outline
Article I
Article II
The name of the organization.
State the purpose and aims of the group. State any present or intended relation the
organization may have to any other local, state, or national organization.
Article III
State the requirements and eligibility of membership. Include the selection, rights and
responsibilities, resignation, and expulsion procedures of members.
Article IV
Include list of officers, terms of office, description or responsibilities. Include provisions
for vacancies of offices, methods of election of officers, election procedures, time of
election.
Article V
State regular meeting time and describe provisions for calling special meetings. If there is
no regular meeting time, describe provisions for calling special meetings. State what
constitutes a quorum at any meeting.
Article VI
Structure of and description of standing committees, their responsibilities, and method of
member selection.
Article VII Provide for accepting rules or order, such as Robert’s Rules of Order Newly Revised or
other similar references.
Article VIII State requirements for adopting amendments.
Why have bylaws?
The constitution covers the fundamental principles, but does not prescribe specific procedures for operating your
organization. Bylaws set forth in detail the procedures your group must follow to conduct business in an orderly manner.
They provide further definition to the Articles of the Constitution and can be changed more easily as the needs for the
organization change.
What should be included in the bylaws?
The bylaws should explain the steps and procedures for implementing provisions in the constitution. Bylaws must not
contradict provisions in the constitution.
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By-Laws Outline
A.
Membership: (Application process {how, when, etc.}, types of membership, limitations of
membership, termination and reinstatement conditions).
B.
Financial Provisions: (Dues, initiation fees, fines, collection procedures, any special fees, due
dates, etc.).
C.
Duties of Officers: (Powers, responsibilities, specific job descriptions, procedures for filing unexpired
terms of office, removal from office).
D.
E.
F.
Executive Board: (Structure, composition, powers).
Committees: (Standing, special, how formed, chairpersons, meetings, powers, duties).
Order of Business: (Spell out rules of order, how meetings are to be run, quorum, or any special
procedures relating to the organization's operation).
G.
Amendment Procedures: (Means of proposals, notice required, voting requirements).
As noted above, the Charter combines elements of both a constitution and bylaws so that a student organization need not
spend time and energy on drafting two documents.
SAMPLE STUDENT ORGANIZATION CHARTER
I. NAME OF ORGANIZATION
The name of this organization shall be “New Group at UWM”.
II. PURPOSE OF THE ORGANIZATION
“New Group at UWM” shall encourage students to become involved in UWM student life and recreational activities. The
group has three primary goals: (1) to encourage outdoor fun; (2) to provide information, services and support for students
seeking adventure; and (3) to encourage learning and growth in leadership.
III. MEMBERSHIP
A. Eligibility: All UWM students can be members in “New Group at UWM”. Only student members may vote and
hold office. Nonstudents are allowed to participate in “New Group at UWM”, but are restricted to adjunct
memberships.
B. Individuals interested in joining “New Group at UWM” need to attend two consecutive regular scheduled meetings
to be added to the active roster. “New Group at UWM” does not discriminate in membership selection on the basis
of race, color, national origin, religion, sex, sexual orientation, handicap, age, Vietnam era veteran status, ancestry,
political affiliation or belief, creed, arrest or conviction record, or marital status unless the nature of the organization
entitles it to an exemption in accordance with applicable laws.
C. Individuals may be removed from “New Group at UWM” active roster for missing three consecutive regularly
scheduled meetings or by violating membership rules as stated in the membership manual. Membership manuals are
available from the Membership Coordinator. Removal of membership based on violating membership rules must
follow due process and requires a 2/3 vote of the membership, such vote to be taken at a meeting for at least one
week proper notice has been given, and the removal is included on the agenda.
IV. OFFICERS
A. Qualifications: All officers must be currently enrolled as UWM students. Students must be a member of “New
Group at UWM” one semester to be eligible for office.
B. Selection Procedures: “New Group at UWM” shall have a Director, Assistant Director, Membership Coordinator,
and Business Manager. Elections for all officers will be in February of each year. Nominations for positions are
held at regularly scheduled meetings. Voting for the officers will be done by secret ballot at the next regularly
scheduled meeting. Voting members must be notified of open nominations for officer positions at least one week
prior to the meeting at which nominations are taken. Officers elected will assume their positions on April 1st. If an
officer position becomes vacant during the year, the remainder of the term can be filled by a qualified “New Group
at UWM” member appointed by greater than 50% of the voting members at a regularly scheduled meeting.
C. Removal: An officer may be removed from office by a 2/3 vote of the membership, such vote to be taken at a
meeting for at least one week proper notice has been given, and the impeachment is included on the agenda. Due
process must be observed.
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V. MEETINGS
A. Frequency of Meetings: “New Group at UWM” meetings will be held twice a month September through May and
once a month June through August.
B. Authority for Calling Regular and Special Meetings: Two officers can call a special meeting provided 48 hours
notice is given to voting members.
C. Parliamentary Authority: Robert’s Rules of Order, Newly Revised, for any meeting procedure not covered in this
document.
D. Committees: “New Group at UWM” shall have the following standing committees: Executive, Membership, and
Promotion. The Executive Committee shall consist of all executive officers and two members at-large appointed at a
regularly scheduled meeting. The membership committee shall consist of the Membership Coordinator and five
members appointed at a regularly scheduled meeting. The Promotions Committee shall consist of the Assistant
Director and five members appointed at a regularly scheduled meeting. All committee duties are outlined in the
membership manual.
VI. AMENDMENTS
This document must be ratified by 2/3 vote at two consecutive regularly scheduled meetings.
This document may be amended at a regular meeting by a 2/3 vote of the membership providing the membership has been
advised of the proposed changes at least two weeks in advance.
Once we’ve got them, what do we do with them?
Remember the reasons for having a constitution and bylaws is to articulate the purpose of your organization and spell out the
procedures to be followed in order to function. Once you have developed your constitution and bylaws, review them often.
The needs of your group will change over time and it’s important that the constitution and bylaws are kept up to date to
reflect the current state of affairs.
Make sure every new member of the organization has a copy of the bylaws. This will help to unify your members by
informing them about the opportunities that exist for participation and the procedures they should follow to be an active,
contributing member. A thorough study of the constitution and bylaws should be a part of officer training and transition.
Sources:
Robert, General Henry M., (1979) Robert’s Rules of Order REVISED, Morrow Quill Paperbacks, New York: NY.
University of Iowa “Student Organization Resource Manual
University of Michigan Student Activity & Leadership Reference Sheets
©2015 Student Organization Manual, UW-Milwaukee, Page 18 of 67
STUDENT ORGANIZATION MISCONDUCT PROCESS
Any student, faculty, staff, student organization, or community member may report an alleged violation of Federal or State
law, Wisconsin Administrative Code Chapter UWS 17, UW System Board of Regents policies, UW System policies or UWMilwaukee policies, and the Student Organization Handbook by an officially recognized UWM student organization. In the
event that any alleged violation is reported, the following process will apply to the investigation and resolution of such a
report. Discipline, up to and including the revocation of university recognition of a student organization, may be imposed
upon the student organization.
1. A report that an organization has violated any code or policy can be submitted via the electronic report form found at
www.uwm.edu/reportit. The report must include a statement of the facts upon which the allegation is based, the name and
mailing address of the Reporter and any documentation regarding the report. No formal action will be taken on anonymous
reports. (If any student organization, registered student or other concerned party wishes to report an organization for reasons
other than a code, policy, or legal violation, they should contact the Student Involvement Office or the Dean of Students
Office.) While there is no strict time limit for such a report, the ability of the university to investigate a report may be affected
by the timeliness of that report.
2. In consultation with the Director of Student Involvement, the Dean of Students or designee will examine the report and
determine:
a. Whether the report sets forth a possible violation of law or policy;
b. Whether the report involves an issue under the jurisdiction of any other campus or external entity, including but not
limited to the Office of Equity/Diversity Services or the UWM Police Department.
i. If it is found that another entity has jurisdiction over the issue, the report will be shared with that entity, however
the Dean of Students office may still retain jurisdiction to investigate the report pursuant to this process
3. If the report does not set forth a potential violation of law or policy, no further action will be taken. The reporter,
organization, and the Student Involvement Office will be informed of this decision in writing.
4. If the report sets forth a potential violation of law or policy, the Dean of Students or designee shall assign an Investigating
Officer to the case. The role of the Investigating Officer will be:
a. To collect information regarding the report,
b.
Prepare findings upon conclusion of the investigation
c.
If warranted, recommend sanctions or other action to be taken
5. The Investigating Officer may suspend an organization’s official recognition on an interim basis pending final resolution
of the investigation for any of the following reasons:
a. It is deemed necessary for reasons of health or safety
b. The organization is alleged to have engaged in egregious or discriminatory behavior such that further harm may result.
c. Further organization activity or use of university privileges would obstruct or delay this investigatory process.
6. Following the investigation, the Investigating Officer will share a written report with the student organization, its
faculty/staff advisor, and the Director of Student Involvement. This report will be delivered electronically and via US mail to
the organization’s president and electronically and via campus mail to the faculty/staff advisor and will contain:
a. A description of the alleged violation(s) and the findings regarding the violation(s)
b. A description of all information used by the Investigating Office to render the decision
c. Specification of the sanction, if any, for the misconduct
Sanctions may include, but are not limited to: warnings, education and service events, probation, suspension, or termination
of the organization’s University recognition
7. An organization shall have 10 calendar days to appeal, in writing, the Investigating Officer’s decision to the Associate
Vice Chancellor for Student Affairs (AVCSA). The appeal shall consist of a review of the organization’s written appeal as
well as the written decision. If necessary, the AVCSA may review the investigatory file and/or discuss the appeal with the
Investigating Officer, the organization, or both before rendering a decision. The AVCSA has thirty calendar days to issue a
decision on any appeal, and the AVCSA’s decision shall be final.
Approved September 2014
©2015 Student Organization Manual, UW-Milwaukee, Page 19 of 67
POLICIES AND RESPONSIBILITIES
ADMISSION EVENTS
An admission event is an activity with an admission price or a donation amount being requested or suggested for entrance.
Events or programs without either monetary requirement for admission or a suggested donation are not admission events.
Admission events policy
Any revenue that is generated by the use of State funds (segregated university fees, grants, or any state account managed by a
campus office) must be returned to the State account. This applies to any admission fees or donations collected at any events
that are subsidized (in any form) by State funds (per University of Wisconsin System Financial Administration Segregated
University Fees (F50) I.C. Deposit of SUF in State Treasury). All monies received from the Student Association are
considered State funds. (See also Charitable Events). If segregated university fees are used for any part of an admission
event, then the event must be audited by Student Involvement.
Any activity held in the Union building at which revenue is produced (sales, solicitation, or admission events) must be
registered with the Union Reservations & Event Planning Services Office. University cashiers and security are assigned to
admission events. The revenue collected at the door will be deposited with the University cashier and then transferred to the
organization’s State account as directed by Student Involvement. The sponsoring group is responsible for applicable rental
charges, ticket sales, and collection of admission charges unless otherwise specified by the Reservations & Event Planning
Services Office.
If the event must be audited by Student Involvement, the follow requirements apply:
1.
For Ticket Admission Events:
a. The student organization is required to get ticket designs approved PRIOR to printing to insure required
information and sequential numbering is included. There are specific requirements for printed tickets that
should be discussed with Student Involvement staff members PRIOR to tickets being printed.
b. The student organization is required to have tickets audited and APPROVED PRIOR TO ANY SALES and
sign an agreement regarding admission revenue (pre-sale audits may take up to one week to complete).
Segregated university fees may not be used for admission events where the proceeds are being donated to a
charity. Although segregated university fees may be used for events promoting a charity, once the revenue
is deposited in a State account it cannot be withdrawn to donate to a charity.
c. There is a process for requesting excess revenues from the segregated university fee accounts (see refund
from revenue).
2.
If the event will not have tickets but does have an admission fee (such as a conference registration fee), the
organization will need to develop and submit to Student Involvement a registration and payment process to be
APPROVED PRIOR TO COLLECTION OF ANY ADMISSION PAYMENTS and sign an agreement regarding
admission revenue.
Admission Collection Options
Option A: No advance sales for admission. All admission payments will be made at-the-door and collected by the University
Cashier (assigned by Union Reservations and Event Planning Services).
Option B: Advance ticket sales through the UWM Bookstore (includes online credit card ticket purchases) and at-the-door
sales by University Cashier (assigned by Union Reservations and Event Planning Services). The UWM Bookstore charges a
handling fee per ticket to the ticket purchaser. If the event will be in a Peck School of the Arts facility, the PSOA Box Office
may be an option for advance and at-the-door sales (The PSOA Box Office also charges a handling fee to the ticket
purchaser).
Option C: Advance registrations/sign-ups but no advance payments. Individuals with an advance sign-up will pay a lower
price at-the-door than those who did not register in advance. All admission payments will be made at-the-door and collected
by the University Cashier (assigned by Union Reservations and Event Planning Services).
Option D: Advance sales by members of the student organization and admission payments will be made at-the-door and
collected by the University Cashier (through Union Reservations and Event Planning Services). This option requires Student
Involvement pre-sales and post-sales ticket audits. Deposits of ticket payments must be made at least once a week with
Student Involvement (Per Wisconsin State Statute S.S.20.906 and UWM Administrative Services Manual 4.2.4), as well as
specific content required for printed tickets and other requirements. Student organizations wishing to use this option must
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meet with an advisor in Student Involvement at least a week prior to tickets being printed and again at least one week prior to
advance ticket sales (for purposes of conducting the pre-sales ticket audit).
Ticket Policy for Admission Events (this includes events with a suggested donation):
An admission event is an activity with a cover charge or a suggested donation amount necessary for entrance. Events without
either monetary requirement for admission or a suggested donation are not admission events and do not need to follow these
procedures.
1.
Tickets for events sponsored by student organizations and University departments (lectures, concerts, plays) may be
sold either at staffed lobby booths or the Bookstore. Sales must be in accordance with University solicitation
regulations (UWS 18.11(8), as well as the Ticket Preparation, Advance Sales and Distribution Procedures available
from Student Involvement. If the event will be held in a Peck School of the Arts (PSOA) facility, the PSOA Box
Office may also be an option for advance ticket sales.
2.
“Every ticket or other evidence of the right of entry to any amusement, game, contest, exhibition, event or
performance given by or under the auspices of the University of Wisconsin System, or an institution or center of the
University of Wisconsin System, shall be considered a revocable license to the person to whom the ticket has been
issued and shall be transferable only on the terms and conditions prescribed on the ticket or other evidence of the
right of entry.” Source: Chapter UWS 18 CONDUCT ON UNIVERSITY LANDS— UWS 18.08(12) (a).
3.
“No person may buy or sell a ticket or other evidence of the right of entry for more than the price printed upon the
face of the ticket.” Source: Chapter UWS 18— UWS 18.08(12) (b)
4.
Any unsold tickets must be returned to Student Involvement. Failure to return these tickets will result in the student
organization being held financially liable.
5.
Any on-campus group activity which is held in the Union and which produces revenue (sales, solicitation, admission
charges, donations, etc.) must be registered with Union Reservations & Event Planning Services office. A
University cashier and security may be assigned to such events. If they are, the organization may be charged for
those services.
6.
For admission events, the sponsoring organization is responsible for applicable rental charges, ticket sales and
collection of admission charges unless otherwise specified by Union Reservations & Event Planning Services.
7.
Revenue generated by the use of segregated university fees must be returned to the organization’s segregated
university fee account. This applies to admission fees collected at events that are subsidized (in any form) by
segregated university fees money. Revenue collected at the door will be deposited by the University cashier and
transferred to the segregated university fee account administered by Student Involvement.
8.
For non-segregated university fee admission events sponsored by student organizations, the University Cashier will
deposit the collected door receipts with Union Operations. After the deduction of the rental charge due the Union,
any excess door receipts will be transferred to the student organization’s segregated university fee account within 30
working days after the event. It sometimes takes 60-90 days after the event to cut a refund check to the
organizations.
For additional information see sections Admission Events, Ticket Policy for Admission Events (this includes events with a
suggested donation), Ticket Policy for Charitable Events, Ticket Preparation, Advance Sales and Distribution Procedures
(for tickets sold by students), Admission Event-Conference Hosting and Refund from Revenue in this Manual.
ADVERTISING
If using State funds, student groups should contact Student Involvement prior to any purchase of advertisements to ensure
UW-Milwaukee purchasing guidelines and contractual relationships are followed. Failure to follow university purchasing
policies will result in reimbursement requests being denied (UWM ASM Policy: 3.3.11 Ordering Advertising,
www.bfs.uwm.edu).
On-campus
(See Publicity and Publications Responsibilities, and Solicitation)
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Off-campus
Student sponsored events funded by segregated university fees may be advertised off campus, including paid advertisements
in non-campus media, provided the following conditions are met:
a. The event has been designated “open to the public” by the sponsoring student organization.
b. In the case of admission events, different rates for students and nonstudents have been established and stated as part of
the advertising.
Exceptions to the provisions of this policy must be approved by the Director of Auxiliary Services (in the case of the UWM
Union) or the Dean of Students for non-Union activities.
(See also Publicity and Publication Responsibilities, Logotype and University Symbols, and University Housing.)
ALCOHOLIC BEVERAGES
Chapter UWS 18.09(1) (a) and (b)
“(a) The use or possession of alcohol beverages is prohibited on all university premises, except in faculty and staff housing
and as permitted by the chief administrative officer, subject to statutory age restrictions. The chief administrative officer may
generally permit the use or possession of alcohol beverages by promulgating institutional regulations in consultation with
appropriate staff and students, or in specific instances by written permission.
“(b) No person may procure, sell, dispense, or give away alcohol beverages to any person contrary to the provisions of Ch.
125, Stats.”
Serving Alcoholic Beverages
The following guidelines are for the serving of other alcoholic beverages on designated campus properties.
a. All alcoholic beverages on the UWM campus will be provided and served by the UWM Dining Services, or the
University Housing. Recognized campus groups requesting such service will be charged the cost of the beverages
served and the service provided. No alcoholic beverages are to be brought to the campus other than through UWM
Dining Services or University Housing (residence hall rooms excluded). Contact Catering at 229-3733.
b. Alcoholic beverages can be served only on a reservation basis in designated areas with eligibility checking to take
place at entry points. Areas in which alcoholic beverages can be served are the Alumni House, Chapman Hall, Golda
Meir Library Conference Center and American Geographical Society Collection Room, the Fine Arts Gallery, and the
UWM Union.
c. The Secretary of the University on rare and unusual occasions can designate another campus facility (except those
above) where alcoholic beverages may be served. When recognized campus groups request such an exception, a
written notice must be sent to the Secretary of the University justifying the request three weeks prior to the time of the
event. It should be understood that even in those cases where exceptions are made, the UWM Dining Services or the
University Housing has the responsibility for providing the liquor. A 2 weeks’ notice is needed to process alcoholic
beverage requests.
ANTI-DISCRIMINATION POLICY
All student organizations must be in compliance with the following UWM antidiscrimination policy, unless granted a legal
exception.
No student may be denied admission to, participation in or the benefits of, or be discriminated against in any service, student
organization, program, course or facility of the University of Wisconsin-Milwaukee because of difference based on race,
color, creed, religion, sex, sexual orientation, gender identity, national origin, disability, age, pregnancy, marital status,
political affiliation or belief, arrest or conviction record, veteran or disabled veteran status, or any other protected group as
documented by applicable federal or state laws.
The Dean of Students (229-4632), the Office of Equity/Diversity Services, (229-5923), and Student Involvement (229-5780)
are available to assist students in these matters. For more information and a copy of the complete policy or brochure, contact
the Office of Equity/Diversity Services (229-5923).
BOOKKEEPING
Your student organization should set up a bookkeeping system if you collect membership dues, plan non-segregated
university fee activities, or collect money for any other reason. A monthly invoice system should be set up to track payments
by individuals or organizations in debt to your group. The invoices must contain the following information:
1. Name of your organization and the statement “Student Organization at UWM,”
2. Name and address of debtor,
3. Amount due and due date,
4. Description of goods/services for which credit was extended.
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5.
Your student organization should keep a copy of all invoices sent to debtors. A receipt should be issued when
payment is received.
(Also see Managing Your Money section in this Manual and the Quick Reference Handout: Bank Accounts.)
BUDGETS
All student organizations should elect or appoint a financial officer or treasurer to manage their financial matters. The
financial officer should keep the officers and members informed about the organization’s financial activities on a regular
basis. It is best if a new financial person visits Student Involvement for training in order to understand the financial
responsibilities of their position.
You do not have to be a financial “whiz kid” or an accounting major to keep the books. Financial planning starts with
organizing a budget for your organization. The budget can be a single sheet of paper showing the organization’s projected
income and expenses for the next year. The number of transactions, programs, projects and activities your organization
handles will determine how complex a budget you will need.
The budget should be simple, easy to follow and realistic. Do not overestimate your income. You must project all expenses
for projects, office operations and planned activities. Keep old budgets on file so they can be used as a resource in
developing new ones.
Review your budget monthly and reconcile with account statements and note any inconsistencies or problem areas. Ensure
that the organization is keeping a documented reconciliation of your expenses. This will assist you in maintaining the
integrity of your organizations’ funds (See also Debt, Financial Responsibilities of Student Organizations, Funding, and
Segregated University Fees)
CATERING
Catering at UWM may be provided by UWM Restaurant Operations or 20/20 Catering. Wisconsin Health Regulations
prohibit user groups from preparing and/or bringing in their own food; see Exception A. The use of non-University caterers
must meet criteria listed in Exception B., a-f. To comply with the University and UWM Union guidelines, all alcoholic
beverages must be supplied by 20/20 Catering.
Exception A: Bringing own food on campus for a meeting or event.
For closed events that are not open to the general public, permission may be granted to registered student organizations to
provide their own food for non-catered events if the following conditions are met:
1. The event is restricted to Union meeting rooms or Fireside Lounge.
2. Attendance is restricted to 150 or less.
3. No food will be prepared or cooked on site.
4. The organization will furnish their own equipment, serving utensils, warming trays, etc.
5. The organization will be responsible for cleanup and garbage disposal.
6. Outside businesses may not cater events in the UWM Union.
7. Alcohol is not allowed.
Exception B: Non-university caterers may be used under the following conditions:
1. Caterer is appropriately licensed by local authorities.
2. The caterer is able to provide a certificate of insurance as required by the UW System Risk Management Policy and
Procedure Manual.
3. If university funds are used, state purchasing procedures must be followed.
4. The UWM Guidelines contained in S-5 for the Service of Alcohol are strictly followed. (If alcoholic beverages are
to be served at such events, Restaurant Operations must have exclusive authority to dispense them.)
5. The university sponsor of the catered event makes adequate arrangements for the safe and sanitary disposal of food
refuse as well as any general clean-up that is required after the event.
6. If the facilities of either the UWM Union or Residence Halls are used, all catering arrangements (including those
with a specialty caterer) will be handled by UWM Restaurant Operations.
Procedures for use of a non-university caterer:
1. The organization must meet with the Catering Manager - with caterer’s name - two weeks prior to the event to allow
for processing all paperwork.
2. UWM Restaurant Operations will contact the caterer and make all event arrangements including menu, licensing,
insurance, purchasing requisition.
3. Outside caterers cannot use any Restaurant Operations space: kitchens, coolers, freezers, etc.; cannot use any
Restaurant Operations equipment: china, utensils, tables, linens, etc.; cannot use any Dining Services personnel;
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4.
5.
6.
7.
will not have access to water or ice from any Restaurant Operations space.
A pre-event walk-though will be scheduled with the caterer to define their responsibilities. Failure to participate in
this walk-through does not waive the caterer’s responsibilities for the event.
UWM Restaurant Operations will bill the organization for all services by the caterer plus a 25% service fee.
The event sponsor is responsible for securing the space for the event and for any associated charges or fees for the
space.
All arrangements must be completed a minimum of three business days prior to the event.
CHALKING POLICY
Chalking messages and postings on walking surfaces with outdoor exposure are legal postings on University property. All
other forms of chalking (i.e. walls, unexposed areas) are forms of graffiti and will be treated as an act of vandalism. Students
caught chalking on surfaces other than outdoor exposed areas may be ticketed. Spray chalk must easily dissipate in the rain;
some products require power washing to remove. Use of a product that requires power washing will be regarded as
vandalism – read the product label carefully. (This suspends a portion of UWS Chapter 18.12[updated August 2009] for
registered student organizations, approved 11-6-00)
CHARITABLE ORGANIZATIONS
Registration
An organization which solicits and receives contributions in excess of $5,000 annually must register with the Wisconsin
Department of Regulation and Licensing. A charitable organization means a business entity that is described in section
501(c) (3) of the Internal Revenue Code and that is exempt from taxation under section 501(a) of the Internal Revenue Code,
or a person who purports to be established for a charitable purpose. Charitable purpose means a purpose described in section
501(c) (3) of the internal revenue code or as benevolent, educational, philanthropic, humane, scientific, patriotic, social
welfare or advocacy, public health, environmental conservation, civic or other eleemosynary objective. (See the Internal
Revenue Service website at www.irs.gov)
Fundraising in Wisconsin
If your organization received over $5,000 in a fiscal year (regardless of whether solicited or unsolicited), you will need to
contact a financial tax specialist or tax attorney to determine if your groups must submit a “Charitable Organization Annual
Financial Report” (Form #308) for that accounting period (for more details on this requirement see Wisconsin Department of
Revenue, http://drl.wi.gov/prof/char/form.htm). You may, however, file IRS form 990 (not form 990EZ) in lieu of Form
#308, along with “Wisconsin Supplement to Financial Report on Form Other Than Form #308” (Form 1952). Due to the
complexities of tax law, it would be best to consult the appropriate tax professionals before implementing a large scale fundraising project.
Except as provided in Wisconsin §§440.42(5), no charitable organization may solicit in this State or have contributions
solicited in this State on its behalf unless it is registered with the department. Every charitable organization which receives
$5,000 or less in contributions is exempt from filing an annual report, but must submit an affidavit. The organization may
file on Form #1943. Please refer to “Charitable Solicitations” http://www.legis.state.wi.us/rsb/code/rl/rl005.pdf.
(See also Tax Filing Requirements)
Charitable Fundraisers Co-Sponsored with Charity
Student organizations may conduct charitable fundraising activities co-sponsored with and on behave of a charitable
organization. In some cases, special financial procedures can be used. Such activities require specific information and
approvals. The charitable organization must demonstrate current 501(c) 3 status with the Internal Revenue Service (IRS) and
compliance with the Wisconsin Department of Financial Institutions (DFI) in accordance with Chapter 202 Subchapter II
SOLICITATION OF FUNDS FOR CHARITABLE PURPOSES.
For additional information and assistance please contact Student Involvement at 229-5780 or at [email protected] at least
eight weeks prior to the proposed event date.
CLOSING HOURS
a) Except as specifically provided in this code, the chief administrative officer may establish closing hours and closed
periods for university lands, buildings, or portions thereof. These closing hours and closed periods shall be posted in
at least one conspicuous place adjacent to or at the periphery of the area to be closed or, in the case of buildings, on
the building.
b) No person, unless authorized to be present during closed periods, may enter or remain within the designated
university lands, buildings, or portions thereof during a closed period established under this section.
c) For the purpose of par. (b), “person authorized to be present” means a person authorized to be present by an order
issued pursuant to par. (a) or s. 36.35 (2), Stats.
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d) No person, except those authorized to be present after the posted closing hour, may enter or remain in any university
arboretum or picnic area unless traversing those areas or on park roads at the times the roads are open to the public.
(Chapter UWS 18.07(2))
COMPUTER POLICY AND GUIDELINES (Student Involvement Network)
Student Involvement Network is an extension of the educational environment at UWM. It is intended to be used for purposes
allowed by State and University regulations. Student Involvement is facilitating the connection of the Student Organizations
to the campus network and is not responsible for any service interruptions. The campus network availability may change
without prior notice.
1.
2.
3.
4.
5.
6.
Only student organization members, faculty/staff advisors and staff are authorized to use the Student Involvement
computer network at UWM. You may not permit anyone else to use your computer or account.
All federal and state laws applicable to your computer usage will be enforced on student organization computers.
This includes (but is not limited to) violation of copyright laws (illegal software or media), hacking (obtaining or
using unauthorized information), forged identity, and other types of malicious activity. Violation of this policy may
result in loss of connection.
Computers and equipment purchased by segregated university fees may not be used for academic (classes or other
credit producing activities), personal, political, commercial gain, or other purposes not authorized by the University
and UW-System policy.
Persons may not use University IT resources to promote or solicit sales for any goods, services, unauthorized
charities, or other contributions unless such use conforms to UWM rules and regulations governing the use of
University resources or unless such efforts are on behalf of a student organization recognized by the University.
Conformation to the rules and regulations for student organizations will be enforced by Student Involvement
Network Administration. Except for research collaborations, no one may use University IT Resources to promote or
advance the interests of any for-profit non-University entity, group or organization for commercial purposes unless
appropriately authorized.
Violation of University rules governing appropriate use of IT resources may result in loss of access privileges,
University disciplinary action, and/or criminal prosecution. The appropriate due process and policies will be
followed depending upon whether faculty, academic staff, classified staff or students are alleged to be involved.
Digitally sharing copyrighted materials is illegal and also violates University policy regarding use of the campus
network.
Guidelines
Computers and other equipment purchased by segregated university fees for student organizations are university property and
are managed by Student Affairs IT Services. Only authorized university staff members are allowed to make repairs, upgrades
or improvements to computers or other university equipment. Students cannot dispose of, give away, or take equipment off
campus. This includes moving a machine to another campus location. All technology issues and problems should be brought
to the attention of Student Affairs IT Services.
Prohibited Activities
1. Sharing your personal access accounts with others is prohibited.
2. Peer-to-peer file sharing is strictly prohibited.
3. Student organization computers and equipment should not be used for academic credit producing activities.
4. Students or organizations may not use university resources or equipment, which includes UWM email accounts, for
political activity.
5. Commercial use of University facilities is strictly prohibited at all times.
6. Attempting to break into any computers or use any other person’s computer or account without their permission is
prohibited.
7. Attempt to forge mail messages, news postings or otherwise represent yourself as someone else is strictly prohibited.
8. Attempting to circumvent policies or network restrictions by reconfiguring your computer to unauthorized settings is
prohibited.
9. Student organizations may not extend the single network connection provided.
10. Student organizations may not set up a server of any kind using a port in the Student Organization’s assigned space.
Special Notice
Student Affairs IT Services manages the network using technologies that include active monitoring and port scanning. All
university records, including electronic files and e-mail may be subject to disclosure under the Wisconsin Public Records
Law. (See also Copyright, Equipment Policy, Software Policy, and WWW Home Pages)
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CONTRACTS USING SEGREGATED UNIVERSITY FEES
If an organization is planning an event, and is using segregated university fees to pay a speaker or performer (done only
under a UWM contract or UWM contract rider), the organization must arrange a meeting with a Student Involvement
professional. Please schedule the meeting 5-6 weeks in advance of the event, or it may not be possible to process the
contract paperwork in time for the event. Contracts and related documents must be completed, signed and turned in to
Student Involvement no less than 30 days prior to the event date. Student organizations are not authorized to sign contracts
or make verbal commitments when using segregated university fees.
If the organization is not using segregated university fees, the group should still schedule a meeting with their Student
Involvement Liaison Advisor in order to review the details of any arrangements that may involve University resources
(facilities, audio/visual, or space allocation). Students must submit a contract to the University for any speaker they bring to
campus, even if the speaker is not being paid (See also Guest Speakers). Student organizations are solely responsible for their
financial commitments. Student organizations may not contract for any services or goods, nor imply that the University in
any way supports or approves of the event, activity or contractual arrangements.
Student organizations which are currently registered with Student Involvement, and in good standing, are eligible for access
to University facilities, subject to applicable rules and policies governing the facilities. This access does not permit student
organizations to sponsor any non-University or unqualified group for the use of University facilities, except in the UWM
Union.
COPYRIGHT
Using Copyright Material
In the United States Code, Title 17, Section 107 of the Copyright Law allows for the “fair use” of a copyrighted work for
purposes such as criticism, comment, news reporting, teaching, scholarship, or research. The Fair Use Doctrine allows for
limited use of copyrighted materials without obtaining permission from the copyright holder, but the limitations are
significant. The factors to be considered in determining if the copying is fair use are:
1. The purpose and character of the use (education is more likely to be fair use and use that causes the work to be used
for a new purpose is more likely to be fair use)
2. The nature of the copyrighted work (a fact-based work is more likely to be fair use than a creative fictional work)
3. The amount and substantiality of the copied portion compared to the work as a whole (a small portion and/or not
copying the “best” portion(s) of the work is more likely to be fair use)
4. The effect of the use on the potential market (copying that does not cause someone to not buy the whole work is
more likely to be fair use).
Computers and Software
UWM provides access to computers, databases, electronic mail, the Internet, software, and other University information
technology resources to its faculty, staff and students, as well as community members, in order to facilitate the pursuit of
excellence in the University’s missions of scholarship, learning, teaching, research, and service. Computers in student
organization offices are owned by the University and access to them is a privilege granted to registered student organization
officers and their student members.
In order to preserve access to University IT Resources for the entire community, everyone is expected to know and adhere to
the appropriate University, state and federal regulations and guidelines. The Federal Copyright law says that anyone who
purchases a copy of software has the right to load that copy onto a single computer and to make another copy for “archival”
purposes only. It is illegal to use that software on more than one computer or to make or distribute copies of that software for
any other purpose, unless specific permission has been obtained from the copyright owner.
For the software on student organization computers, you may not share, duplicate or redistribute the software executables,
serial numbers, activation codes or installation CDs to anyone, including other UW System employees. You may not use the
home use rights to install software on a university-owned computer, including a licensee’s laptop or second university-owned
computer. Students are responsible for adhering to the terms and conditions of the campus computer policies. Failure to
comply with software licenses is a violation of U.S. Copyright Laws and the UWM Software Use Policy,
https://www4.uwm.edu/uits/campus/policies/computing_policy.cfm.
Peer-to-Peer File Sharing
Do not download or share, using the Internet or other means, copies of unlicensed copyrighted items such as movies, games,
music, television programs, electronic books, other programs and/or software. Downloading and making these copyrighted
materials available to others through use of computing peer-to-peer software or other means is illegal. (See
https://www4.uwm.edu/uits/campus/policies/computing_policy.cfm.) The Digital Millennium Copyright Act (DMCA) of
1998 (http://www.copyright.gov/legislation/dmca.pdf#search=%22dmca%22) made it illegal to republish copyrighted
©2015 Student Organization Manual, UW-Milwaukee, Page 26 of 67
information by downloading, uploading or file-sharing media such as music, movies, or software. The DMCA protects
copyright holders from unauthorized distribution of their work. Digitally sharing copyrighted materials is illegal and also
violates University policy regarding use of the campus network.
Showing Movies on Campus
In most instances, permission should be sought before displaying movies publically on campus, regardless of whether
admission is charged.
Copyright owners, among other things, have the exclusive right to authorize others to display their work publically.
Generally speaking, what this means is that permission needs to be obtained before showing a movie in a public place
(including an auditorium or meeting room). It does not matter whether admission is charged or not. If more than a handful
of people are invited to attend the movie, if open invites are extended, or the viewing is advertised, it is likely that the
viewing is public and requires permission. Small private showings (i.e. a handful of people who have been specifically
invited, a few friends in a dorm room) do not typically require permission.
Some exceptions to this general rule do exist. Pursuant to Section 110(1) of the Copyright Law, movies can be shown
without permission in a face-to-face teaching setting. Most commentators (and Universities) interpret this to mean that a
faculty member needs to be showing the movie in connection with his/her class. (The movie does not, however, have to be
shown during scheduled class time.)
A movie can be shown if it falls under the “fair use” exception to the copyright law. (See Using Copyrighted material
above). Entire movies shown by students to large groups for mostly entertainment purposes would not fall under the fair use
exception
CO-SPONSORSHIP WITH NON-UNIVERSITY GROUPS
Any co-sponsored activities must be consistent with the role of the University as a nonprofit and educational institution.
Sponsorship may be done for the benefit of any recognized charitable or educational group. It is normally expected that such
groups shall submit a federal tax exempt status number or a statement on an official publication of the group identifying the
group as tax exempt.
When sponsorship of Union facilities is undertaken by a student organization, the group assumes the full responsibility for
compliance with all applicable University policies and any financial obligations relating to the program, including advance
deposits when required. An authorized representative of the group must make arrangements with University officials and the
event must be monitored by the group.
When a UWM student organization plans a segregated university fee-funded event co-sponsored with a commercial, forprofit corporation, the details of any agreements must be made available to the SA Senate Appropriations Committee (SAC)
and Student Involvement before any segregated university fee monies can be approved for that event.
“Any contracts drawn between the University and a non-University group under the above policies shall:
a) Provide for recovery of costs for such usage to insure that the State will not be required to spend any public funds to
accommodate those renting the premises during the period authorized.
b) Note that authorized use of facilities does not in any way constitute University or State endorsement of the using
organization, its view or objective, or program content.
c) Be limited to uses that do not interfere with primary University uses for which the facilities were intended.” (UWS
Chapter 21).
Any advertising for a segregated university fee funded event may incorporate the logo of a commercial, for-profit,
nongovernmental, non-educational corporation, only if the logo of the non-University group is no larger than one-half the
size of the logo of the student organization sponsoring the event. Photographs or other renderings of the product are
prohibited, unless the product and logo are one and the same.
For assistance in developing co-sponsorship agreements, please contact Student Involvement at 229-5780or by email at
[email protected]
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DEBT
Student Involvement holds student organizations financially responsible in the following situations and will send invoices:
1. If the group is ineligible for or does not have segregated university fees but wants to use University services;
2. If the student organization has overspent its segregated university fee account;
3. If the student organization violated university policy and is sanctioned to repay any segregated university fees
related to the violation.
If the student organization fails to pay the amount due it may lose its charter, recognition and University privileges.
Organizations that do not pay their debt may have holds put on their officers’ records and/or referred to the Dean of Students
for disciplinary action.
Organizations failing to pay for services rendered by the University, such services having been properly authorized by the
group, shall be denied the use of University facilities and placed on an “outstanding debt” list until such time as the debt is
cleared or satisfactory arrangements for payment have been made.
The University is not responsible for debts or other liabilities of student groups. All new and continuing members of groups,
as well as businesses where products and services are ordered, should be informed of this. Officers of groups may be held
liable for financial obligations incurred by the group.
DONATIONS
Student organizations may solicit donations or host events where donations are collected. Student organizations should
contact the Federal Internal Revenue Service (IRS) and State Department of Revenue for specific information or
requirements for how this money may be used. If segregated university fees paid for a portion of the event or activity where
the donations are being collected, then all the money donated must be deposited in the organization’s state agency account in
Student Involvement. Any fundraising or other money deposited in a State agency account will be treated and maintained as
State funds. State funds cannot be used for gifts, donations, or contributions.
(See also Charitable Organization, Funding and Refund from Revenue in this Manual and visit the Internal Revenue Service
(IRS) at www.irs.gov or the Wisconsin Department of Revenue at www.dor.state.wi.us)
DISORDERLY CONDUCT
No person may engage in violent, abusive, indecent, profane, boisterous, unreasonably loud or otherwise disorderly conduct
under circumstances in which the conduct tends to cause or provoke a disturbance, in university buildings or on university
lands. (Chapter UWS 18.11(2))
EMPLOYMENT IN STUDENT ORGANIZATIONS
The SA Senate Appropriations Committee (SAC) does not fund student salaries. Student organizations wanting to employ a
student must qualify for and be granted funding from the Senate Finance Committee. If approved by the Senate Finance
Committee and the Student Senate, organizations may use their segregated university fee allotment to pay student salaries.
The student paid will be considered an independent contractor (See Administrative Services Manual Policy 2.4.3 Independent
Contractors, www.bfs.uwm.edu) and will not have any employment relationship with the university. The student paid will be
responsible for 100% of the FICA and Medicare taxes associated with this employment. A student must have a valid United
States Social Security Number to be paid by segregated university fees.
Student organizations will be required to verify and approve time sheets for any student being paid. The Business Manager
in Student Involvement will provide the organization with a list of dates when time sheets are to be turned in. Late forms will
not be processed until the next time period.
EQUIPMENT POLICY
Items allocated to student organizations by the Senate Appropriation Committee (SAC) or purchased by a student group
using a segregated university fee account are University property and may only be used for purposes allowed by State and
University regulations. These items may only be used for the organization’s activities and must remain on campus, unless
Student Involvement has approved off-campus use and/or storage of the item(s). Items purchased by segregated university
fees may not be used for academic, personal, political, commercial gain, or other purposes not authorized by the University
and UW-System policy.
Student organizations allocated equipment may be held responsible for the equipment’s loss, damage, or theft. Equipment,
including computers and phones, may only be used for your student organization’s activities.
All equipment (telephones, fax machines, computers, etc.) is the property of the University. Student Involvement maintains
records of all student organization segregated university fee inventory items and must know where these items are being
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stored. If the equipment is loaned to another organization, Student Involvement must be notified. Inventory will be taken by
a Student Involvement staff member on a periodic basis.
If, at any time during the year, your organization wants to get rid of the equipment, an officer needs to let Student
Involvement know, in writing, and the office will ensure that it is disposed of in accordance with University and State
guidelines. You cannot simply dump it, turn it in to SAC, or take it home. If equipment is stolen or lost, the organization is
responsible for reporting it to Student Involvement immediately. Student Involvement will file a report with the University
Police for any stolen or missing equipment. The officers of the organization are legally responsible for the items inventoried
by Student Involvement.
EVENTS, ACTIVITIES AND PROGRAMMING
Student organizations provide many events, activities and programs for students, the campus and the community. These
activities enrich student experience and contribute to the overall education of students. Student organizations are strongly
encouraged to seek program planning expertise and advice as early as possible in the planning process. There are a variety of
helpful planning forms in PantherSync for student organizations including the “Event Planning Start Up” form. Assistance is
available from Student Involvement (229-5780) and the Union Reservations and Event Planning Services (REPS) office
(229-4828). (See also Guest Speakers, Program Planning, and Union Building Services in this Manual.)
FALSIFICATION OF RECORDS
Addresses and phone numbers of student organization representatives or officers must match University records, or the
student must provide evidence to verify the accuracy of the information listed. It is the right of the University to expect, and
the responsibility of the officers of an organization to give, accurate data in all statements made (financial and otherwise).
Evidence of falsification may subject the representatives or officers and/or the organization to disciplinary action. (UWS
Chapter 17.09(11))
FINANCIAL RESPONSIBILITY OF ORGANIZATIONS
At the beginning of each fiscal year, the Business Manager in Student Involvement sends out a letter to each organization that
requested and received a segregated university fee allocation. It is the duty of each organization’s primary officer to make
sure someone from his or her organization meets with the Business Manager to set up accounts. Not doing so may result in
the loss of funds and/or the inability for expenditures made prior to the account being formed to be reimbursed.
Role of the Faculty/Staff Advisor in organizational financial matters
All registered student organizations at UWM are required to have a Faculty/Staff Advisor in compliance with University of
Wisconsin System Financial Paper 50 (UWS Policy F50). Although control and decision making in all student organization
matters must remain in the hands of students, advisors can be a great help in guiding leaders and members in developing
sound decisions in these matters. Student Involvement will provide Faculty/Staff Advisors of record with copies of
segregated university fee budgets for the organization(s) they advise. It is helpful to have an organization’s advisor attend
meetings with Student Involvement staff with regards to event planning and segregated university fee fund expenditure and
management (but not required).
Responsibility for Keeping Records of Student Organization Funds
Segregated university fees: Student organization segregated university fee accounts, which are maintained by Student
Involvement and other University offices, are considered public records in accordance with State law. As such and upon
reasonable notice, these records are open to inspection by any interested person. Copies of these records are available with
the expense of duplication to be paid by the requester. (See also Public Records)
Other Funds: All student organizations receiving segregated university fee support along with any student organization using
University facilities must agree, as a condition of such support or use, to provide financial records, if requested, indicating
specific revenues and expenditures for the particular event for which they received support or used the University facility.
This is required by UWS Financial Policy Segregated University Fees F50, http://www.uwsa.edu/fadmin/fppp/fppp50.htm.
Guidelines for student organization financial record-keeping are available from Student Involvement. Under no
circumstances are personal and organizational funds to be mixed. Failure to keep accurate student organization financial
records could result in various penalties.
Debts Owed the University by Student Organizations
Organizations failing to pay for services rendered by the University, such services having been properly authorized by the
group, shall be denied the use of University facilities and placed on an “outstanding debt” list until such time as the debt is
cleared or satisfactory arrangements for payment have been made.
Financial Responsibility of Student Organizations to Agencies/Organizations/Vendors outside the University
Except under extraordinary circumstances, the University is not responsible for debts or other liabilities of student groups.
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All new and continuing members of groups, as well as businesses where products and services are ordered, should be
informed of this. Officers of groups may be held liable for financial obligations incurred by the group.
Entertainer/Performer Contracts
If an organization is planning a campus event and is using segregated university fees to pay a speaker or performer (done
only under a UWM contract or UWM contract rider), the organization must arrange a meeting with a Student Involvement
professional. Please schedule the meeting 5 - 6 weeks in advance of the event. The meeting is held to acquaint all
organization officers with the following:
1. Legal and ethical responsibilities involved in major programs;
2. The required forms and processing time needed to arrange for payment of performers and services. (See also
Contracts Using Segregated University Fees and Managing Your Money section in this Manual.)
FIRE SAFETY
For fire safety reasons, candles and other open flames are not allowed in campus buildings. Battery operated candles are
available for checkout through Union Reservations and Event Planning Services (REPS). For the specific policy, see UWS
Chapter 18 Conduct on University Lands, 18.10(4) Fire Safety.
FOOD SALES POLICY
All food sale requests considered under this procedure must be from recognized student organizations at UWM for the
purpose of fund raising. A Food Sales Permit Application can be obtained in the Union Reservations and Event Planning
Services (REPS) office, Union 119. To be issued a permit, a student group must show that it will follow the guidelines and
procedures associated with a food sale. All student organization food sales must be held in a manner consistent with the
health and safety standards of the City of Milwaukee. All such sales are subject to site inspection. If sales violate standards,
they are subject to immediate closure.
The student organizations are solely liable for the food they sell. Each student organization is limited to 5 food sales per
semester. Only one food sale per day may be scheduled. Requests will be handled on a first come, first serve basis. Forms
must be turned in at least 10 days prior to the intended event and no more than six (6) weeks in advance.
This procedure addresses single-day food sales held outside the UWM Union only. Bake sales held in the Union Building are
coordinated by the Union Reservations & Event Planning Office. Continuous sales or selling of food longer than one day is
not allowed at UWM.
Continuous Sales Exceptions:
Continuous sales or selling food longer than one day is not allowed at UWM. These guidelines are for the purpose of
permitting student organizations to sell limited types of nonperishable, prepackaged food (donuts, chips, candy bars, etc.) in
their assigned office space without a permit, only if they meet the following criteria:
 Sales are primarily to their members.
 The office is not staffed for primarily for the sale of food.
 No individual personally profits from the sale of food or is paid to staff the office.
 No advertising or marketing of the sale of food is done.
 The sale does not use public space and is not displayed in a window that is seen publicly.
 No food requiring heating or preparation may be sold.
 Prior approval by the UWM Dining Services Director is granted.
If any one of the above criteria is not met, the student organization cannot sell food in its office space. All such sales are
subject to site inspection. If sales violate criteria set, they are subject to immediate closure. (See also Lobby Tables in the
UWM Union.)
FREEDOM AND RESPONSIBILITY OF ORGANIZATIONS
The freedom of action granted to a registered organization implies a responsibility for developing the direction, scope, and
character of the organization in promoting the educational mission of the University. This freedom of action is limited only
by the stated purpose of the organization and the rules and regulations imposed on the organization by the University and
society. Students are reminded that they are subject to Municipal, State and Federal laws. The University expects that all
student organizations will prevent the occurrence of unlawful actions in connection with their activities.
Established regulations are primarily intended to protect all parts of the University program from interference from each other
and from duplication of effort. Because students share in the establishment of policies and regulations, it is expected that
student organizations dissatisfied with these policies will address themselves to the Student Association, Union Policy Board
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or Student Involvement. Acceptance of established procedures of government is a part of the responsibility undertaken by a
student group in becoming chartered as a student organization at the University.
Freedom from Obstruction
Those who attend a speech or program sponsored by student organizations, University departments, or other authorized
groups, have the duty not to obstruct it and the University has the obligation to protect the right of those who choose to listen
or participate.
Freedom of Expression
Freedom of inquiry, discussion, and expression (as recognized by the First Amendment to the United States Constitution) is
indispensable to a free society. The University has a place in such a society and particularly needs this freedom for its own
purposes and to contribute to society in a useful way.
Accordingly, the University and these regulations do not restrain the views that students or others may seek to present. The
regulations do not require approval of expression. The regulations are concerned with logistical aspects (time, place, and
manner) of the events regulated, and then only within the laws governing freedom of speech under the First and Fourteenth
Amendments and other sources.
Moreover, the University encourages students and student organizations to exercise this freedom in participating in the
business of the University, academic community, society and the world in general. Similarly, the pursuit of truth and the
expression of opinions and creativity, especially in a University context and with University facilities, is encouraged when
helpful to and desired by students.
Scope of Student Freedom
Students have the right accorded to all persons by the Constitution, to freedom of speech, peaceable assembly, petition, and
association. Students and student organizations may examine and discuss all questions of interest to them, and express
opinions publicly as well as privately. They may support causes by lawful means which do not disrupt the operations of the
University or the operations of organizations accorded the use of the University facilities.
University Policy on Student Freedom
Free inquiry and free expression are essential in a community of scholars. As members of such a community, students should
be encouraged to develop a capacity for critical judgment and a sustained and independent search for truth. Freedom to learn
depends upon appropriate opportunities and conditions in the classroom, on the campus, and in the larger community.
FUNDING
Obtaining the funding to run your organization’s activities is very important. There are very few things that can be done with
no cost expended, so your organization needs to budget for every activity it does, right down to printing your meeting
agendas. There are several methods to obtain funds for your student organization. Before you ask for money, do your
homework on past grants or sources of income for your organization.
Sponsorships
One way to get your organization to receive resources is through sponsorship. If your organization is attached to a university
department, talk to the department chair about making an investment in your group. Do not focus only on money; let them
know what you can offer in return. Remember donations such as phone use, office supplies, copying, typing, and other free
materials are helpful. If your club needs equipment, talk to local distributors about giving you a deal on the price in exchange
for displaying the company name. Student groups contribute many things to the university, in addition to the surrounding
community, so do some brainstorming and go find some sponsors!
Membership Dues
If you decide to have membership dues, collect a set amount of money on a regular basis (e.g. once per semester or once per
year). Set a reasonable amount that corresponds to the benefits or services the member will obtain from the organization.
Make sure the rules regarding the collection of dues, penalties for late payment or nonpayment, and procedures for being
exempt from dues is clearly written in the organization’s constitution and/or bylaws.
Segregated University Fees
To apply for segregated university fees, student organizations must be registered with Student Involvement at the University
of Wisconsin-Milwaukee. Funding requests (grants) may be made using the Treasury Budget tool in PantherSync. The
Student Allocation Committee (SAC) has two major budget cycles per year, one for spring and one for fall.
Eligible organizations must submit an accurate SAC request by the posted due date. An officer of the organization requesting
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funds must attend the SAC meeting at which the request will be considered. Funds become available for use only after the
Student Association (SA) President has approved the Senate’s recommendation. Any student organization receiving an
approved allocation must go to Student Involvement to set up accounts and activate the allocation. Any expenditure of funds
prior to the SA President’s signature will not be reimbursed. Grants can only be used for the purpose for which they were
allocated. Any money allocated but not used at the end of the fiscal year will be returned to the SAC. You may contact SAC
at [email protected]
(See also Segregated University Fees and Getting Money section of this Manual)
FUND-RAISING ACTIVITIES
The selling of subscriptions, memberships, admission tickets, conference registrations and other fundraising activities carried
out by student organizations need permission from the University prior to being held on campus. If the fundraising event is
to take place in the UWM Union, contact the Union Reservations & Event Planning Office (229-4828) for the specific
procedures and regulations that apply. Student organizations planning revenue producing events on campus other than the
Union building should contact Student Involvement for procedures and policies applicable to their activity. Some activities
are restricted or prohibited under University policy or State law. You should be familiar with both the approval procedure and
limitations before you undertake a fundraising activity. A Student Involvement staff member can assist you with this process.
Sales Tax
Organizations must be aware that they may be liable to pay sales tax on some of their fund-raising efforts. Even if your
organization has a tax-exempt number, sales tax may need to be collected.
(See Sales Tax Policy and Tax filing Requirements for more information).
Seller’s Permits
Some fundraising activities may require a seller’s permit. Failure to obtain the proper permit(s) could result in the sale being
stopped and/or fines imposed. For forms or questions about Sales Tax, please call the Wisconsin Department of Revenue:
608-266-2772 or visit http://www.dor.state.wi.us/.
Ticket Sales
1. Ticket sales within the Union will require a University Cashier at the door.
2. Ticket sales outside of the Union are the responsibility of the student organization (per ticket policies).
3. Sales Tax must be collected, when appropriate, from any sales and reported to the Wisconsin Department of
Revenue.
(See also Admission Events and Ticket Sales)
Food Sales
A UWM Food Sales permit is required in order to sell food (brats, hot dogs, baked goods etc.) on the UWM campus. Failure
to obtain the proper permit(s) could result in the sale being stopped and/or fines imposed.
(See Food Sales for more information.)
GUEST SPEAKERS
Guest Speaker Events are those with a speaker who is not a UWM student, faculty or staff member. The rights of students to
invite guest speakers:
1) Registered student organizations may invite to campus any person of their own choosing, but must schedule the
appearance in accordance with procedures contained in this manual and other applicable university regulations.
2) The views and opinions expressed by a guest speaker should not be construed as approved or endorsed by the sponsoring
group or by the University.
3) The University does not regulate the content of speeches.
4) Duties of student organizations when sponsoring guest speakers:
a) A student organization sponsoring a speaker should choose the person freely, without control by an outside group,
and be satisfied that the speaker is qualified to address a University audience on the proposed subject.
b) A University Contract must be filled out at least four weeks prior to the event (if no compensation is being
requested, use the Non Paid Performer Contract) and submitted to Student Involvement in Union 363.
c) Members of an audience should be given a reasonable opportunity, if appropriate, to ask questions at the end of the
presentation.
Student organizations that wish to arrange for a guest speaker event that includes a book signing/sales component should
contact the Union Reservations and Event Planning Services office (229-4828) to make these arrangements.
(See also Contracts Using Segregated university fees)
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HAZING POLICY
Hazing, in any form, by a student organization or members of a student organization is prohibited.
Any student organization or person found guilty of violations of the hazing policy shall be subject to appropriate disciplinary
action. In addition, the officers and members of an organization found guilty of hazing can be subject to fines and/or
imprisonment under Wisconsin Statutes.
Wisconsin Statute 948.51Hazing, http://www.legis.state.wi.us/statutes/stat0948.pdf
203H
Hazing is any planned or spontaneous activity or situation, whether on or off campus, that is demeaning to an individual; is
calculated to produce ridicule or harassment; produces physical or mental duress; reduces a person to a state of subjection by
physical or psychological means which impair or destroy an individual’s freedom of thought; or, in any way threatens or
endangers the health or safety of an individual. Such activities or situations include, but are not limited to:
• Any form of paddling;
• Any activity which causes extreme physical discomfort or excessive fatigue;
• Any morally demeaning, embarrassing or humiliating experience;
• Activities which produce physical, psychological or emotional duress;
• Any unnecessary mandatory activities which interfere with academic class schedules or other scholastic activities;
Suspected hazing activities must be reported to the Dean of Students office (229-4632) or the UWM Police (Emergency 2299911, on campus phone 9-911 or for non-emergency call 2294627).
HOLD HARMLESS AND RISK LIABILITIES
Student organization registration does not mean the university supports or adheres to the views held or the positions taken by
registered student organizations. Responsibility for any action which violates federal, state, local laws or ordinances, or
university regulations must be assumed by the individual group’s officers and members. In consideration of the privilege of
holding any of its events on the premises of the University of Wisconsin System, the organization hereby agrees to hold
harmless and indemnify the Board of Regents of the University of Wisconsin System (UWS), its officers, employees and all
of its agents from any and all liability, loss, damages, costs or expenses which arise out of the negligent act or omission of
any of its members, agents, or invitees to any of its activities held on the premises of the University of Wisconsin System.
Activities conducted by student groups, including some which may occur on the campus of the University of Wisconsin
Milwaukee, are not eligible for liability protection under the State of Wisconsin Self-Funded Liability Program. Student
organizations are required to read and sign a verification and liability section on the student organization registration contract
and organization profile (org. profile) which acknowledges that student groups have been advised to obtain a special event(s)
liability policy at their own expense.
Individuals with specific questions regarding special events insurance or to obtain coverage should contact the UWM
Department of University Safety and Assurances located in Engelmann Hall 270 or call 229-6339. UW System Risk
Management: http://www.uwsa.edu/oslp/rm/ and the UWM Department of University Safety and Assurances:
http://www.uwm.edu/Dept/EHSRM/ )
(See also Risk Management in this Manual)
HOUSING
(See University Housing)
ID CARDS (INDENTIFICATION CARDS)
a)
b)
c)
d)
No person may falsify, alter or duplicate, or request the unauthorized falsification, alteration or duplication, of a university
identification card.
No person may knowingly present a false, altered or duplicate university identification card with the intent that such card be
relied upon by university employees, university agents, or state or local officials in connection with obtaining services, privileges
or goods.
No person may knowingly use or permit another person to use a university identification card for the purpose of making a false
statement with respect to the identity of the user, and with the intent that such statement be relied upon by university employees
or agents in connection with obtaining university services, privileges or goods.
University officials may confiscate false, altered or duplicate university identification cards, or university identification cards
used in violation of par. (c). (UWS Chapter 18.08(5))
INTERPRETATION AND COMPLIANCE WITH REGULATIONS
A student organization should not assume that it may rightfully engage in any activity that is not specifically restricted by
University regulations. If there is any doubt as to the appropriateness of the activity, the organization should contact Student
Involvement, 229-5780.
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Official jurisdiction in cases arising from University of Wisconsin System Administrative Code, University of WisconsinMilwaukee policies and procedures or State or Federal law violations is with the Dean of Students.
KEYS
a) No person may ignore, bypass, circumvent, damage, interfere with, or attempt to deceive by fraudulent means, any
university authorized security measure or monitoring device, whether temporary or permanent, that is intended to
prevent or limit access to, or enhance the security of, university lands, events, facilities or portions thereof.
b) No person may duplicate, falsify or fraudulently obtain a university key or access control device, or make any
unauthorized attempt to accomplish the same.
c) No person who is authorized to possess a university key or access control device may transfer a university key or
access control device to an unauthorized person, nor may any unauthorized person be in possession of a university
key or access control device.
d) (Any university key or access control device in the possession of an unauthorized person may be confiscated by any
authorized university official. (Chapter UWS 18.08(6))
Student Organization Offices in the UWM Union
Keys will be checked out to student organization officers after the date Union Policy Board has set for move in and a signed
lease is received. Each group is allotted at least 4 keys. Individuals wishing additional keys will be charged the cost to have
the keys made. Any organization already occupying an office must turn in a lease by the required date or the office space
may be forfeited. Only officers or approved contacts for the student organization may hold a key. Keys must be checked out
at the Union Information Desk (In the Union Concourse, ground floor). Officers may not give keys to the next officer or
other members. Keys must be checked back into Union Information and then signed out by the new officer. Failure to turn
in a key will result in a stop service indicator being placed on student’s records until the key is returned.
Lost Keys
Anyone losing a key will be charged the cost to replace the lock(s) and all the keys checked out for each organization in the
office. The actual cost will depend on the university locksmith’s time spent replacing the lock and making the keys.
LATE NIGHT EVENTS IN THE UWM UNION
Student organizations may request the Union Building to extend building hours to accommodate a special event. The student
organization planning the event should contact Union Reservations & Event Planning Services (REPS) at least eight weeks
prior to an event to have their request reviewed by the Special Security Events Committee. Note: there are no security costs
for services rendered by the Union Support Services Department.
For more information contact Union Reservations & Event Planning Services, UWM Union W119, [email protected],
online at http://uwm.edu/union/reps/ . (See also Special Security Events Policy for procedures.)
204H
LOBBY TABLES IN THE UWM UNION
The use of lobby booth space by eligible groups and organizations is limited to:
 The sales of home-baked goods,
 Ticket sales for student organization or University-sponsored events,
 Literature/Information distribution,
 Informational services including booths reserved to explain an organization’s purpose,
 Sale of items by student organizations containing - in visible print - the sponsoring organizations name or logo may
be sold by registering a list of the items with Union Reservations & Event Planning Services (shirts, buttons, bumper
stickers etc.). Sales must be for the sole purpose of fund raising for the student organization.
First floor booth spaces will be limited to information distribution and bake sales only. Audiovisual equipment will not be
allowed in the booth area on the first floor. No amplified sound. Groups have to display student organization name and set
up in the space they reserved.
All eligible groups and organizations are limited to 4 half-day booth reservations (8:00 a.m. - 12:00 p.m. and 12:30 p.m. 4:30 p.m. constitute half days) or 2 full-day reservations per week. Requests for time that overlaps either morning or
afternoon hours will be considered a full-day reservation and will be limited to 2 per week. Because of the high demand and
limited availability, there will be a penalty for those organizations not showing up for their scheduled lobby booth
reservations. Organizations are required to notify Union Reservations & Event Planning of any cancellations two business
days in advance of the reservations.
Lobby booth space may be requested a maximum of one month in advance. If available, additional space may be granted at
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the discretion of the Union Reservations & Event Planning Services. Lobby booths must be staffed at all times during the
registered time of use. When more than one table is reserved, the sponsoring organization must staff each table.
The purpose of the lobby booth reservation may not be changed without prior notification to Union Reservations & Event
Planning Services. Reservation privileges are not transferable to another organization. Union Reservations & Event
Planning Services will monitor lobby booth reservations. Violations of policies may be subject to penalties.
Nonprofit, non-University organizations must be properly sponsored by a registered student organization or University
department. Such sponsorship must be consistent with the mission of the student organization or University department and
displayed as part of the exhibit. Non-University organizations providing employment information for UWM students may
reserve lobby booth space with appropriate University sponsorship by either a registered student organization or University
department.
Non-University organizations and individuals wishing to offer goods and/or services for profit (not including hand-crafted
items) will be considered contradictory to the role of the University as being nonprofit and an educational institution and are
not eligible for lobby booth space. Therefore, the use of lobby booths by these organizations and/or companies is prohibited.
UW System Policy on the Use of University Facilities by Outside Groups (Resolution 911, UW System Board of Regents)
Section VII: Prohibited Use. 1. Commercial/Promotional Use. Events whose primary purpose is the promotion of an
outside organization, its products, or are otherwise commercial in nature, except as provided in Wisconsin Administrative
Code Section UWS 18.11(8) and UWM Policies and Procedures Section 5.34 are prohibited.
Groups or organizations wishing to sell hand-crafted items should contact the UWM Union Craft Center for space and the
rules and regulations concerning such space, 229-5535. For more information contact Union Reservations & Event Planning
Services, UWM Union W119, [email protected], online at http://uwm.edu/union/reps/
LOGOTYPE AND UNIVERSITY SYMBOLS
The University of Wisconsin-Milwaukee Logo and the Athletic Panther Logo are registered trademarks of the university and
may only be used by official university offices and departments. These logo marks include the acronym UWM, the two wavy
lines, the registered trademark sign, the logo signature, the words University of Wisconsin-Milwaukee, the letters UWM IN
ANY SHAPE OR FORM, and the Panther logo in whole or in parts.
Student organizations are prohibited from using the university seal or logos on letterheads, business cards or other identifying
materials. The UWM Licensing Office retains the right of approval of all uses of the university’s marks. UWM cannot be
used as the possessive in any applications including website domain names.
Lauren Abramowski, Licensing Coordinator is available to assist student organizations to meet their individual needs while
assuring compliance with the University guidelines regarding the use of logo marks and can also assist with logo design and
other needs regarding establishing a brand for your organization. If necessary she will arrange to meet with your entire group.
The UWM Licensing Office has developed an acceptable logo format for Student Organizations. This logo format can be
obtained from: Lauren Abramowski, Union 329, UWM Licensing Coordinator (414)229-5577, [email protected]
OFFICE SPACE
Student organizations that want to be considered for office space in the Union Building, must submit an Office Space
Request Form to the Union Policy Board each spring. The term of the lease is one year and will terminate on the end date. A
group with an existing office space has no guarantee that they will be reassigned the same space for the following year.
Student organizations should not invest in any item or promotional material that would indicate this is a permanent office
space for the group. For more details see the Union Policy Board information on the UWM Student Union website.
Organizations that want an office in a campus facility other than the Union Building must contact the Building Chairperson
for that facility. That request must be approved by the campus department responsible for the space and the Building
Chairperson. Due to the extreme shortage of office space on campus, there typically is not enough available space in campus
buildings to house student groups. (See also Keys and Equipment policies.)
OPEN MEETING LAW COMPLIANCE
Meetings of student governance groups (e.g. Student Association, Senate Appropriations Committee, Union Policy Board,
Student Court) and meetings of other student organizations at which decisions concerning the use of segregated university
fees are made are considered meetings of governmental bodies and must therefore be held according to the provisions of the
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Wisconsin Open Meetings Law (Wisconsin Statutes 19.81-19.98). Therefore, whenever your organization takes formal
action in relation to the utilization of funds and/or resources received from segregated student fees, you are obligated to
comply with the Open Meetings Law. You should be aware that any action taken at a meeting held in violation of the statute
is voidable.
Open Meeting announcements must be posted to the UWM website as soon as possible (preferably no later than noon of the
Thursday proceeding the week in which the meeting is scheduled). Open meeting notices are accepted via the online form
found at http://www4.uwm.edu/news/media/meetings/add.cfm. Questions regarding this form should be addressed to
[email protected] Information concerning the legislation and compliance procedures is available from the Office of the
Secretary of the University and Student Involvement.
PICKETING, RALLIES, PARADES, ETC.
Picketing, Rallies, Parades, Demonstrations, and Other Assemblies (UWS 18.11(4))
(a) In order to preserve the order which is necessary for the enjoyment of freedom by members of the university community,
and in order to prevent activities which physically obstruct access to university lands or buildings and prevent the
university from carrying on its instructional, research, public service, or administrative functions, any picketing, rally,
parade, demonstration, other assembly, or congregation of spectators to such activity may be declared unlawful if its
participants:
1. Intentionally gather or intentionally remain assembled outside any university building in such numbers, in such
proximity to each other or in such fashion as to physically hinder entrance to, exit from, or normal use of the building.
2. Intentionally congregate or assemble within any university building in such fashion as to obstruct or seriously impair
university−sponsored or university−authorized activities, or in such fashion as to violate any of the following
conditions:
a. No group may be admitted into the private office of any faculty member or other university employee unless invited
by the authorized occupant of that office, and then not in excess of the number designated or invited by that person.
b. No group may obstruct or seriously impair passage through corridors, stairways, doorways, building entrances, fire
exits, and reception areas leading to offices.
c. No group, not authorized to do so by the person in immediate charge of the room, or by a person designated by the
chief administrative officer to approve requests for the use of rooms for meetings, may enter or occupy any
university building or part thereof.
d. No group may assemble immediately outside rooms at times when they are normally in use for classes, study, or
research.
e. No signs supported by standards or sticks shall be permitted in any assembly in a university building.
3. Intentionally create a volume of noise that unreasonably interferes with university−sponsored or university−authorized
activities.
4. Intentionally employ force or violence, or intentionally constitute an immediate threat of force or violence, against
members of the university community or university property.
(b) For the purpose of par. (a), “intentionally” means that the participant or spectator knew or reasonably should have known
that his/her conduct by itself or in conjunction with the conduct of others would have the prohibited effect.
(c) The chief administrative officer may designate a university official or officials who shall have primary authority to
implement par. (a). He/she may prescribe limitations for any picketing, rally, parade, demonstration or other assembly in
order that it will meet the requirements of par. (a). When informed of any picketing, rally, parade, demonstration, or other
assembly which may not comply with par. (a), the chief administrative officer or the designee may proceed immediately
to the site and determine if there is compliance with par. (a). If he/she finds a violation of par. (a), he/ she may declare the
assembly unlawful or he/she may prescribe those limitations on numbers, location or spacing of participants in the
demonstration which are reasonably necessary to ensure compliance with par. (a). If he/she prescribes limitations, and if
his/her limitations are not observed by the assembly, he/she may then declare the assembly unlawful. Any declaration of
illegality or prescription of limitations shall be effective and binding upon the participants in the assembly unless and
until modified or reversed.
(d) Any participant or spectator within the group constituting an unlawful assembly who intentionally fails or refuses to
withdraw from the assembly after it has been declared unlawful under this section shall be subject to immediate arrest and
liable to the penalties of ss. UWS 18.13.
Chapter UWS 18 CONDUCT ON UNIVERSITY LANDS, http://www.legis.state.wi.us/rsb/code/uws/uws018.pdf
UWM S-43.5, “Protests in University Buildings” (http://www4.uwm.edu/secu/acad%2Badmin_policies/S43.5.htm ) also
applies. Information is available from the Office of Student Life and the Union Reservations and Event Planning Services.
The University regulates the time, place, and manner of conducting political activities by students on the campus only to
prevent interference with University operations.
205H
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POLITICAL ACTIVITY REGULATIONS
Please see the “Guidance on Political Campaign Activities at UW System Institutions” which has recently be revised at:
http://wwwnew.uwsa.edu/govrel/camprule.htm. If your group intends to participate in political activities on campus please
read the section on student organizations. No person or organization may use any university resources or state funds, which
includes segregated university fees for political activity.
Political activity is defined as any activity in which an individual or group attempts to influence another individual or group
to vote for a person or party in an election. The use of State facilities for political purpose or making or receiving political
contributions is strictly prohibited by State law, except as provided under Chapter II, Wisconsin Statutes and institutional
regulations governing time, place, and manner. Organizations that violate this law may lose their segregated university fee
funding, their office, and/or their classification as nonpolitical.
Items purchased by segregated university fees may not be used for academic, personal, political, commercial gain, or other
purposes not authorized by University and UW-System policy. Student Organization funds managed by Student Involvement
cannot be used for political activities, and items purchased with segregated university fee funds cannot be used for political
activities. This includes using segregated university fees to make flyers, Union banners, or any cost associated with getting a
person or party elected.
This also includes your “@uwm.edu” email account, computer labs, student organization office equipment, and etcetera.
Using off-campus email accounts to mail such as hotmail.com or yahoo.com to mail to individuals’ uwm.edu account is
acceptable. However the university regards the sending of unsolicited emails to a large number of email accounts as spam
and the university may choose to block these messages and possibly take disciplinary action against students that do not
follow the University computer policies. (See http://www.uwm.edu/policy/ for information about UWM computer and use of
technology policies).
(See also Political Solicitation, Publicity and Publications Responsibilities, and Solicitation policies.)
POSTING ON CAMPUS
(See Publicity and Publications Responsibilities, and Solicitation policies)
PRIZES AND AWARDS
Prizes
Prizes (Something of value conveyed as a result of chance, generally for promotional purposes, to one or more participants in
a University-sponsored event) may be awarded only in situations where benefits are expected to accrue to the University.
Examples include door prizes to persons attending athletic events and prizes awarded as incentives to encourage responses to
customer questionnaires and other types of surveys. The anticipated benefits of awarding a prize must be documented, and
the decision to award prizes must be approved in writing by the chancellor.
Promotional items such as pens, key rings, stickers, etc., used to promote an organization’s activities, are allowed provided
they are approved by the Student Senate as segregated university fees expenditure.
The amount or value of the prize should be based upon the minimum amount reasonably required to achieve the objective of
the promotion and should not exceed $200.
 No prize may be awarded to a UW System employee, except in situations where the individual’s employment is
incidental to the basis on which the prize is awarded. For example, an employee would be eligible to win a door
prize awarded at random to those in attendance at an athletic event.
 If an individual pays for the chance to win a prize (including door prizes), state raffle laws apply. Raffles must be
licensed by the State Gaming Commission and conducted in accordance with Chapter 563, Wisconsin Statutes.
 Revenue-generating activities may award prizes funded from their own proceeds. Receipts generated from one
activity should not be used to award prizes for an unrelated activity.
 In some cases, private, non-University entities may award prizes directly to persons attending athletic events or
other functions sponsored by the University. Prizes awarded directly by such entities may be beyond the $200
limitation established above as well as the “minimum amount reasonably required to meet the objective of the
promotion.” However, in the award of such prizes, the institution should ensure that, both in substance and in public
perception, the prize is clearly being awarded by the non-University entity and not by the institution.
Awards
Typically, awards based upon competition or merit are made to recognize academic or athletic achievements of students;
service awards may be made to recognize members of the community; and non-cash awards may be made to recognize
employees for distinguished service, upon retirement or at other career milestones.
 The use of donated funds is preferred for all awards.
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

Athletic awards must be funded from program revenue sources.
Segregated university fees may be used only for awards such as certificates and plaques that have no intrinsic value
or for items of minimal value that bear the University’s logo. Awards to employees should not exceed $100 in cost;
special cases must be approved by the chancellor.
Trophies, medallions and other types of awards for student competitive functions, scholastic excellence, or outstanding
school/community service, and funding of honor banquets or receptions are subject to the following guidelines:
 If the organization holding the banquet or reception or presenting the awards receives any segregated university fee
support, the Institution SUFAC (Senate Finance Committee) must specifically approve the expenditure as part of the
SUF budget prior to the event.
 Cash or product awards in excess of $100 but less than $500 may be given only upon prior approval of the
chancellor. Those in excess of $500 must be approved by the UW System Vice President for Business and Finance.
Gifts
Gifts, donations and contributions from segregated university fees are not allowed.
(See UWS Financial Policy 46 and 50, http://www.uwsa.edu/)
206H
PUBLICITY AND PUBLICATIONS RESPONSIBILITIES
Bulletin Boards Belonging to the University
1. “Posting on a bulletin board” means attaching anything to the bulletin board. Only masking tape, staples, or thumb
tacks may be used for posting.
2. Posting on departmental bulletin boards or classroom blackboards requires the prior approval of the department(s).
3. The Union Marketing Services validates and hangs all flyers and posters on the Union Building bulletin boards.
Groups may submit flyers/posters up to 11" x 17" to the Marketing Services Office located in Union WG50.
4. A student organization may have a bulletin board installed, at its expense, for its exclusive use.
5. Bulletin boards on campus other than those assigned to departments or organizations are “General Notice” boards
and may be posted by:
a. Private individuals selling personal property under the Wisconsin Administrative Code, Section UWS
18.11(8)(b)
b. Student organizations
c. University departments
d. Employees
e. Candidates for student offices
6. Posters may not be larger than 14" X 22". Those posted to advertise sale of personal property under 5. A. above
may not exceed 8 1/2" X 11" (3" X 5" for some boards).
7. Only one poster concerning a topic or event may be posted on a bulletin board at any one time.
8. No other current poster may be obscured or removed in posting.
9. Posters must indicate organization sponsorship.
10. All materials posted in violation of University regulations will be removed.
11. All campus bulletin boards are cleared of all posted materials at the end of each fall, spring and summer semester.
12. Off Campus: A City of Milwaukee ordinance prohibits posting on buildings, fences, telephone and light poles, bus
stops, railings, bridges, etc.
Handbills
Printed material may be distributed outside buildings and in lobbies and public corridors of buildings providing such
distribution does not unreasonably interfere with the movement of traffic or other scheduled activities occurring therein.
Printed material should not be left to litter buildings or outside areas.
Public Announcements
No student organization may publicly announce an event requiring prior approval by the University or any of its departments
or organizations until such approval is given. This may include political rallys, late night events, fundraising activities, or
events which require permits. Please contact Student Involvement for approval procedures.
Publications Disclaimer
All student newspapers prepared by and for the students shall disclaim speaking for the University by including the following
disclaimer in each issue or edition of the newspaper as well as each advertising contract:
“The (name of paper) is written and edited by students of the University of Wisconsin-Milwaukee and they are solely
responsible for its editorial policy and content. The University of Wisconsin-Milwaukee is not liable for debts incurred by
the publisher.”
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All publications by student organizations, including newspapers, must include the name of the organization in each issue or
edition and shall not identify the publication as an official publication of the University. All student organization
publications, letterhead stationery, invoices, and/or purchasing forms must include the statement: “Student Organization at
UWM.” Student Organizations may not use the University’s name or logos in any advertisements, web pages, or other
printed materials without prior permission.
PUBLIC RECORDS
Any discussion or deliberations held on actions in relation to the utilization of funds and/or resources received from
segregated university fees could be considered public record. If these discussions are recorded in any manner, the recording
must be available to the public upon request. This includes the use of electronic mail.
“Record” means any material on which written, drawn, printed, spoken, visual or electromagnetic information is recorded or
preserved, regardless of physical form or characteristics, which has been created or is being kept by an authority. “Record”
includes, but is not limited to, handwritten, typed or printed pages, maps, charts, photographs, films, recordings, tapes
(including computer tapes), computer printouts and optical disks. “Record” does not include drafts, notes, preliminary
computations and like materials prepared for the originator’s personal use or prepared by the originator in the name of a
person for whom the originator is working…” (Wisconsin Statutes, Chapter 19, Subchapter II, Public Records and Property,
19.32 Definitions)
Students should exercise caution when discussing items on electronic media because the confidentiality of such material
cannot be guaranteed. Electronic mail and all computer files are routinely backed-up by UITS and stored. Any messages on
the Pantherlist or other electronic messages are accessible through the discovery process in the event of litigation and may
also be accessible under the Wisconsin Freedom of Information Act. Therefore, it is suggested that electronic mail should be
a means of communicating only information you would be willing to share publicly. If you have any questions, please
contact Student Involvement.
Release of Public Information
The Family Educational Rights and Privacy Act (FERPA) of 1974 as amended allows certain categories of public
information which the University has designated “directory information” to be made available to the public upon request.
The following categories of information about individual students is considered as public or directory information and will be
routinely released to any inquirer unless you specifically request your information be withheld: Student name, Address,
Email address, Telephone number, Designation of school/college (year in school), Enrollment status (part/full time), Major
field of study, and Participation in officially recognized activities and sports. Records pertaining to student organizations that
are not directory information will only be released to the officers of the organizations. All other individuals requesting nondirectory information about a student organization must submit a public information request to Custodian of Public Records,
University Relations and Communications, University of Wisconsin-Milwaukee, Post Office Box 413, Milwaukee,
Wisconsin 53201-0413; telephone (414) 229-2849; e-mail [email protected]
RAFFLE POLICY
Organizations wishing to conduct a raffle or any game of chance for which tickets are sold and a drawing for prizes is held
must apply for a license with the State of Wisconsin. While “door prizes” are raffles and require licenses, jar tickets and
other instant lottery-type tickets are not raffles and are ILLEGAL in the State of Wisconsin.
Local religious, charitable, service, fraternal, or veterans’ organizations, or other organizations to which contributions are tax
deductible, are eligible for raffle licenses. Additionally, the organization must have been in existence at least one year prior
to application or must be chartered by a state or national organization which has been in existence for at least three years. If
your organization (or parent organization) does not have a Tax Exempt number (this number is different from the EIN
number most groups have for banking purposes) from the IRS, you are not eligible for a raffle license.
All profits from raffles shall be used by the organization conducting the raffles to further the organization’s purpose for
existence, and no salaries, fees or profit shall be paid to any other organization or individual in connection with the operation
of a raffle. Each organization licensed to conduct raffles shall maintain a list of the names and addresses of all persons
winning prizes with a retail value of $100 or more and the prizes won, for at least 12 months after each raffle is conducted.
The list shall be available at reasonable times for public examination and shall be provided to the commission upon request.
If you have any additional questions regarding Charitable Gaming/raffles, call 608-270-2552 or 1-800-791-6973 or visit the
website at: www.doa.state.wi.us/category.asp?linkcatid=689&linkid=116&locid=7.
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RELIGIOUS ACTIVITIES
Registered student groups may be authorized to sponsor programs which include religious topics in University facilities, and
use of such facilities may be granted for the purpose of conducting religious worship services, which must be primarily for
University students, faculty and staff.
RISK MANAGEMENT
The University of Wisconsin System publishes guidelines regarding the extent to which the State Self-Funded Liability
Program (SSLP) applies to the activities and functions of Student Organizations available online at:
www.uwsa.edu/oslp/rm/manual/part_10/stdtorgs.htm. Key factors in determining the liability protection in a given situation
are the campus mission, the level of benefit and control that exists between the organization and the University, and the
agency status of individuals involved.
The organization acknowledges that its activities, including some which may occur on the campus of UWM, are not eligible
for liability protection under the State of Wisconsin Self-Funded Liability Program and need to obtain a special-event(s)
liability policy at its own expense.
SALES TAX
Organizations that sell items, charge admission for entertainment events, or collect fees for other services that are considered
taxable in the State of Wisconsin must collect and transmit sales tax to the State. The responsibility for payment of sales tax
rests with the organization and not with the University. For more information call the Wisconsin Department of Revenue 1608-266-2776 or visit http://www.dor.state.wi.us/.
Organizations must be aware that they may be liable to pay sales tax on some of their fund-raising efforts. Even if your
organization has a tax-exempt number, sales tax is to be collected on the following items and services:
1. Amusement Services in excess of $500 per year (e.g. live or recorded performances, movies or plays, exhibits or
displays, and spectator sports).
2. Ready-to-eat food items.
3. Items for resale (T-shirts, posters, decals, etc.).
4. Rental of tangible personal property.
Student organizations should get a temporary sales permit from the Wisconsin Department of Revenue 1-608-266-2776 or
visit http://www.dor.state.wi.us/. Most minor fund-raising projects will qualify as Occasional Sales. Organizations should
read the Occasional Sales rules from the Wisconsin Department of Revenue, to determine if they qualify for exemption from
paying state sales tax.
All groups that sponsor entertainment events, have revenues of $2,500 or more annually, or annually hold more than three
fund raising activities, must obtain a Sellers Permit. Applications and assistance in completing permits are available from the
Wisconsin Department of Revenue at 1-608-266-2776, or from the Technical Services for Sales Tax line at 1-608-266-3873.
Holders of Sellers Permits are required to file tax reports quarterly, annually, or monthly as specified by the Wisconsin
Department of Revenue. Failure to do so may result in fines and/or penalty fees.
Organizations that have been granted tax exempt status by the Internal Revenue Service are not assessed sales tax on goods
they purchase. Such organizations are still required to collect tax from those who pay to attend their events or buy goods or
services from them.
SECURITY AT MAJOR EVENTS
(See Special Security Events Policy)
SEGREGATED UNIVERSITY FEES
Segregated university fees (SUF) are charges, in addition to instructional fees, assessed to all students for student services,
activities, programs and facilities that support the mission of University of Wisconsin System institutions. Only student
organizations which meet the institutional qualifications for official recognition and are so recognized and University
departments may receive SUF support.
State Agency Accounts
Segregated University Fee (SUF) are state funds which are deposited and held in the State Treasury, and which are subject to
same limitations on use as other state funds. Student organizations may use institutional agency accounts, where available
and subject to institutional requirements, for the deposit of receipts generated by their organization activities. Any
fundraising or other money deposited in to a State agency account will be treated and maintained as state funds.
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Financial Records
All student organizations receiving SUF support along with any student organization using University facilities, must agree
as a condition of such support or use, to provide financial records, if requested, indicating specific revenues and expenditures
for the particular event for which they received SUF support or the particular event they used a University facility. If SUF
support is received for ongoing operations of an organization, the organization must provide financial records of their entire
operation, if requested by the Segregated University Fee Allocation Committee (SUFAC) [At UW-Milwaukee SUFAC is
called the Senate Finance Committee] or the Institution. An organization’s failure to comply with a request for financial
information may result in the denial of SUF support and/or use of University facilities.
SUF Expenditures
SUF may only be expended for items and activities that are related to the mission of the institution and to the purposes of the
organization. Expenditures of SUF must also conform with all applicable state and federal laws and policy requirements
including, but not limited to, the decision of the United States Supreme Court in Board of Regents v. Southworth, 529 U.S.
217, 120 S. Ct. 1346 (2000), current Wisconsin Statutes, Wisconsin Attorney General’s opinions, Board of Regents’
administrative rules and policy documents, and UW System policy papers.
Items allocated to or purchased for a student organization using SUF are University property and may only be used for
purposes allowed by State and University regulations. These items may only be used for the organization’s activities and
must remain on campus, unless Student Involvement has approved off-campus use and/or storage of the item(s). Items
purchased by segregated university fees may not be used for academic, personal, political, commercial gain, or other
purposes not authorized by University and UW-System policy.
Student organizations which receive segregated university fee funds have special regulations and procedures to comply with
for expenditures. Certain purchases, such as alcoholic beverages, cannot be made using segregated university fee funds.
State and University contracts also stipulate specific vendors an item must be purchased from.
In addition, a
request/authorization statement from the student group, signed by an officer, is required before any requests for payment will
be processed. None of a group’s segregated university fee allocation may be used without the proper forms being prepared
and submitted to the Business Manager in Student Involvement. Reimbursement for amounts previously paid with personal
funds or from an organization’s treasury is prohibited, except for amounts with proper receipts and documentation. Contact
Student Involvement in advance of the anticipated expenditure for regulations regarding reimbursement.
Expenditures related to programs (concerts, lectures, films, conferences, etc.) must be processed by Student Involvement
prior to the event. Requests to pay for off-campus facilities need prior approval of the Vice Chancellor and justification must
be provided as to why on campus facilities cannot be used. Requests to pay for facilities, performers, speakers, film rental
and publicity should be submitted to Student Activities six to eight weeks in advance of the program. When admission is
charged for a program supported by segregated university fees all receipts must be deposited with Student Involvement.
This is only a general outline of the expenditure process. Different types of expenditures have different steps, additional
steps, and various time requirements. Consult Student Involvement for details.
Inappropriate SUF Expenditures
Prohibited Expenditures: In addition to other limits established by law or policy, SUF shall not be assessed or charged for:
1. Academic credit-producing activities;
2. Student services determined to be essential to the basic mission of the university, as identified in the UW System
Financial and Administrative Policy G15 on “Student Services Funding.”
3. Normal campus-wide activities and functions that service the entire institution, such as campus-wide, centrally
provided physical plant and institutional support.
4. Direct financial aid to an enrolled student such as scholarships, tuition, room and board, but excluding child care
payments.
5. Gifts, donations and contributions.
6. Awards to UW faculty or staff, other than non-monetary, de minimis items such as certificates, plaques and the like.
7. Costs of legal services, except where the governor has approved hiring an attorney to provide student legal services
at an institution.
8. Lump sum payments to student organizations (as opposed to payments for specific purposes supported by invoices).
9. Contracts between a UW institution and a recognized student organization, except as permitted in UWS Financial
Policy 50 Section I.B.(6)(a).
10. Overhead costs of student organizations in facilities not owned, leased or subject to control by the university, except
as permitted in UWS Financial Policy 50 Section I.B.(6)(a). As used in this section, overhead costs means those
general organization expenses which cannot be charged as belonging exclusively to any particular part of the
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organization’s activities or work, including without limitation because of enumeration, salaries of the organization’s
employees who are not UW employees, rent, taxes, insurance, lighting, heating and similar expenses.
(See Financial Policy 50: http://www.uwsa.edu/fadmin/fppp/fppp50.htm)
SUF Revenue
For all SUF funded events, organizations must initially use revenues to reimburse the SUF account. Any other revenues are
available to the organization for their own use; but they are required to keep these excess revenues in the State Treasury.
These are the minimum deposit guidelines for segregated university fees, SUF-related receipts, and receipts generated using
University facilities. Institutions may set more strict guidelines for such receipts where appropriate.
Since UWM Union and University Recreation facilities are SUF supported entities, an organization using these facilities for
an event must deposit any revenue from that event into their State agency account even if the event or activity received no
SUF support. If an organization is using a facility that receives no SUF support and the event received no SUF support, they
are then not required to deposit those receipts in the State Treasury. Organizations may use Institution agency accounts, if
available, for the deposit of their non SUF supported activity receipts.
Refund from revenue request
Student organizations sponsoring events that generate revenue may be able to request a check, made out to the organization,
from the revenues remaining after all event obligations have been met. The request must be made between the event date and
90 days after the event; if the refund request is not made during this time period, the funds will remain in the student
organization Segregated University Fee account for the organizations use but will be subject to all policies and procedures
that apply to all funds held in the State Treasury. In addition to event expenses, any Senate Appropriations Committee (SAC)
funding that was used for the event must be re-paid. If the student organization is showing a deficit, remaining revenues will
be used to pay off this deficit. Revenue remaining after all these expenses/obligations have been addressed may be available
for a refund from revenue check. For additional information contact the Center for Student Involvement at 229-5780 or at
[email protected]
Membership in SUF funded organizations
As appropriate, all students must have the opportunity to join any SUF-funded organization. Membership must be open to all
eligible or qualified students. Exceptions must be approved in advance by the SUFAC (Senate Finance Committee at UWM)
and the Chancellor or his/her designee. The allocable portion of the SUF budget must be approved by the SUFAC and
Chancellor or his/her designee. Student organizations requesting SUF support must make their financial records available to
the SUFAC (meaning the process adopted by students at the Institution for determining segregated university fee allocations).
SEXUAL HARASSMENT POLICY
It is the policy of the Board of Regents of the University of Wisconsin System, consistent with its efforts to foster an
environment of respect for the dignity and worth of all members of the University community, that sexual harassment of
students and employees in the University of Wisconsin System is unacceptable and impermissible conduct which will not be
tolerated (from Resolution #2384 of the Board of Regents of the University of Wisconsin System).
Sexual harassment may be described as unwelcome sexual advances, requests for sexual favors, and other physical or verbal
conduct or expressive behavior of a sexual nature. It may occur in situations where the two parties are of unequal power such as a professor/student or supervisor/employee situation. It may also involve relationships where the parties are of
similar standing, but the behavior creates a difficult, hostile environment for work or study.
For more information and a copy of the complete policy or brochure, contact the Office of Equity / Diversity Services at 2295923 or http://www.uwm.edu/Dept/OD_C.
SIGNS
No person may erect, post or attach any notices, posters, pictures or any item of a similar nature in or on any building or upon
other university lands except on regularly established bulletin boards, or as authorized by the provisions of this code or by the
chief administrative officer.(Chapter UWS 18.08(9))
(See also Solicitation and Publicity policies)
SMOKING
The University of Wisconsin-Milwaukee is a smoke-free environment. No person may smoke in any University building or
parking structure. Smoking is prohibited within 30 feet of any University building. (UWM Policy S-49,
http://www4.uwm.edu/secu/acad%2Badmin_policies/S49.pdf)
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SOFTWARE POLICY
The University of Wisconsin-Milwaukee policy regarding the use of microcomputer software is applicable to all Universityowned equipment. Please make arrangements to review what software is on or being used in your organization’s allocated
computer. If you have software other than what was provided by the University, you must have documentation on hand to
prove that the organization has a legal right to possess and use all software currently being used. Student Involvement will
have the documentation on file for all University- purchased software for student organizations.
The University does not condone the illegal duplication or use of software. According to U.S. Copyright Law, illegal
reproduction of software can be subject to civil damages of as much as $100,000 and criminal penalties, including fines and
imprisonment. University employees and/or students who make, acquire or use unauthorized copies of computer software
shall be disciplined as appropriate under the circumstances. Such discipline may include termination or expulsion.
This section does not contain all regulations regarding the Software Policy, so if you have any further questions regarding the
illegal use of computer software, please contact Student Involvement (229-5780) or the University Information and
Technology Services (UITS) Office (Help Desk 229-4040).
(See also Computer Policy and Guidelines and Copyrights)
SOLICITATION POLICY
General regulations
No person may sell, peddle or solicit for the sale of goods, services, or contributions on any university lands except in the
case of:
a) Specific permission in advance from a specific university office or the occupant of a university house, apartment, or
residence hall for a person engaged in that activity to come to that particular office, house, apartment, or residence
hall for that purpose.
b) Sales by an individual of personal property owned or acquired by the seller primarily for his/her own use pursuant to
an allocation of space for that purpose by an authorized university official.
c) Sales of newspapers and similar printed matter outside university buildings.
d) Subscription, membership, ticket sales solicitation, fund− raising, selling, and soliciting activities by or under the
sponsorship of a university or registered student organization pursuant to a contract with the University for the
allocation or rental of space for that purpose.
e) Admission events in a university building pursuant to contract with the university, and food, beverage or other
concessions conducted pursuant to a contract with the university.
f) Solicitation of political contributions under Chapter 11, WI. Stats., and institutional regulations governing time,
place and manner. (Chapter UWS 18.11(8))
Solicitations by student organizations
1. Solicitations may not contradict the University’s role as a nonprofit, noncommercial institution.
2. Solicitations must be relevant to events or activities of the student organization soliciting.
3. Solicitations by student organizations must be made by students or employees of the University unless an exception
is granted by the Secretary of the University.
4. Solicitation literature may not be distributed through the campus mail or faculty mailboxes unless an exception is
granted by the Secretary of the University.
5. Indoor sales of newspapers and other printed material in the Union are regulated by the Union Policy Board. Indoor
sales of such items in other buildings are restricted to designated booths under the sponsorship of a student
organization or University department.
UWM Union’s handbills and literature distribution policy
Students, student organizations and University Departments may be authorized to distribute printed material in any public
area within the Union’s ground, first and second floors upon prior registration with Union Reservations & Event Planning
Services. Non-University organizations are not eligible to distribute literature or handbills.
(See also Solicitation and Publicity policies)
SOUND AMPLIFYING EQUIPMENT
Registration may be done in Union Reservations & Event Planning Services, Union 1st floor, weekdays 8:00 a.m. - 4:30 p.m.
(a) In order to permit the use of sound−amplifying equipment on university lands, if needed for the dissemination of ideas to
large audiences, but to prevent its use from interfering with university functions which inherently require quiet, the
following provisions shall apply:
1. No person may use sound−amplifying equipment on any lands without the permission of the chief administrative
officer, except as provided in par. (b).
2. In granting or denying permission, the following principles shall govern:
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a. Except in extraordinary circumstances, permission may be granted to use the equipment only during the following
hours, 12 noon to 1:30 p.m. and 5:00 p.m. to 7:00 p.m. every day, and only when the equipment is more than 50 feet
from and directed away from any classroom building, residence hall, library or building being used as a study hall.
b. An applicant for permission shall have the burden of establishing the need for amplification to communicate with the
anticipated audience. In particular, the applicant must show that the audience can reasonably be anticipated to
include at least 250 people.
c. An applicant for permission shall have the burden of establishing that the volume and direction of the sound from the
equipment will minimize interference with other activities.
3. Any request for the permission required by this section must be submitted in writing to the chief administrative officer
at least 24 hours prior to the intended use of the sound−amplifying equipment and must be signed by a student or
employee of the institution where the equipment is to be used. The request shall contain:
a. The proposed hours, date and location where the equipment is to be used.
b. The size of the anticipated audience and the reasons why the equipment is needed.
c. A description of the proposed equipment which includes the manufacturer, model number, and wattage.
d. The names of the owner of the equipment and of any person or persons, in addition to the person signing the
application, who will be responsible for seeing that the equipment is operated in compliance with the terms of the
permit and the provisions of this rule. The chief administrative officer may require the presence of additional
persons if said officer believes this is necessary to ensure compliance.
(b) Permits issued by the chief administrative officer shall not be required for the use of university sound−amplifying
equipment used with the permission of the university employee having control of the equipment for authorized university
classes, research, or meetings in university buildings, or for university sponsored academic, recreational or athletic
activities, or for crowd control by authorized university officials.
(c) For the purpose of this section, “sound−amplifying equipment” means any device or machine which is capable of
amplifying sound and capable of delivering an electrical input of one or more watts to the loudspeaker. (Chapter 18.11(5))
Amplified sound will not be allowed in the Union Concourse. This will include prohibiting the use of microphones, portable
amplifiers and speakers. (See also Political Activity Regulations and Publicity and Publication Responsibilities.)
SPECIAL SECURITY EVENTS POLICY
In order to best assure the safety of all Union patrons and to guarantee compliance with State, Local, University and UWM
Union laws, ordinances and policies, all events must comply with appropriate safety, security and behavior standards.
Any student organization planning an event should contact the Union Reservations and Event Planning Services Office at
least 8 weeks prior to an event to have their request reviewed for possible security need.
Upon review of event requirements, sufficient security will be scheduled by the UWM Union to provide for the reasonable
safety and welfare of the attendees, building patrons, and the facility.
If a student organization’s event request requires the UWM Union to make accommodations beyond normal building
operations (i.e. to extend building hours to accommodate a special event or absorb an elevated safety/security risk) the UWM
Union Administration reserves the right to initiate the Special Security Event (SSE) review process.
SSE will require all officers of an organization to acquire appropriate training and to participate with UWM Union
Administration on the development and implementation of a security plan, its constituent participants and any possible
expenses.
Contact the UWM Union Reservations and Event Planning Services office for more information on Event Security and the
Special Security Events procedures at Union 119, 229-4828 or at [email protected]
207H
STATIONERY
All letterhead stationery, invoices, and/or purchasing forms must include the statement: “Student Organization at UWMilwaukee.” As a registered student organization, you may use the name of the University of Wisconsin-Milwaukee to
identify the group’s affiliation, but only in this format: “Organization Name at the University of Wisconsin-Milwaukee.”
Student organizations may not use the University’s name or logos in any advertisements, web pages, or other printed
materials without permission. (See also Logotype and University Symbols)
TAX FILING REQUIREMENTS
Student organizations with a Tax Identification Number (also called a TIN or EIN) issued by the Federal Internal Revenue
Service (IRS) are impacted by the information below. All organization accounts held at banks and/or credit unions MUST
have an EIN on the account and are therefore impacted by this information. Student organizations are responsible for their tax
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filing and payment obligations to both the Federal Internal Revenue Service (IRS) and the Wisconsin Department of
Revenue; it is the obligation of the organization members and officers to be aware of and comply with applicable tax codes.
With the enactment of the Pension Protection Act of 2006, beginning in 2008, small tax-exempt organizations whose gross
receipts are normally $25,000 or less that previously were not required to file with the Internal Revenue Service (IRS) using
Form 990 or Form 990EZ will now be required to file an electronic informational notice to the IRS: Form 990-N (Also
known as the e-Postcard).
See IRS press release May 13, 2008 at www.irs.gov/newsroom/article/0,,id=182843,00.html
Also see e-Postcard Frequently Asked Questions at: http://www.irs.gov/charities/article/0,,id=177782,00.html
Who Must File:
Your organization may be required to file on an annual basis Form 990-N (e-Postcard) if the organization’s gross receipts are
normally under $25,000 and the organization does not already file a Form 990 or Form 990EZ.
Does an organization have to file Form 990-N if it is a subordinate organization in a group exemption ruling?
If an organization is a subordinate of a parent organization and your organization is included on the parent’s group return,
you are not required to file Form 990-N. The group return satisfies your reporting requirement. However, if you do not file
as part of a group return and your annual gross receipts are normally $25,000 or less, you must file Form 990-N. Contact
your parent organization for more information.
What information should be included in filing the 990-N?
The following information is required to file a 990-N:
— Organization’s legal name
— Any other names your organization uses
— Organization’s mailing address (Form 8822 Change of Address on the IRS website to update)
— Organization’s website address if applicable
— Organization’s employer identification number (tax ID)
— Name and address of principal officer of your organization
— Organization’s annual tax period (the chapter’s fiscal year)
— A statement that your organization’s annual gross receipts are still normally $25,000 or less
How do I file Form 990-N?:
Form 990-N, also known as the e-Postcard, must be filed electronically. There will be no paper forms. There will be no
charge to submit this report. See www.irs.gov for more information and a link to the e-postcard form.
When will the e-Postcard (Form 990-N) be due?
Beginning in 2008, the e-Postcard will be due by the 15th day of the fifth month after the close of your organization’s tax
period/fiscal year. See your organization’s EIN and the IRS website to determine the organization’s tax year. The Pension
Protection Act requires the IRS to revoke tax exempt status of any organization that fails to meet this annual filing
requirement.
If you would like additional information about this new filing requirement, or information about other new developments,
subscribe to Exempt Organization’s EO Update, a regular e-mail newsletter that highlights new information posted on the
Charities pages of irs.gov. To subscribe, go to irs.gov/eo and click on EO newsletter.
If you have any additional questions, please contact a qualified tax/legal advisor.
Disclaimer: The UWM Student Involvement does not offer tax advice. Nothing in this publication or on this web site shall
be construed as the offering of tax advice.
Useful links:
Federal Internal Revenue Service (IRS): www.irs.gov
IRS Exempt Organizations resource page: www.stayexempt.org
Keywords: Exempt organization, 990-N, e-Postcard, charities, Publication 775, Form 1023
(Also see Sales Tax section of the Student Organization Manual and the Quick Reference title Tax Information)
TELEPHONES
No person may make or cause the telephone of another to ring repeatedly with the intent to harass any person. No person may
make repeated telephone calls, whether or not conversation ensues, with intent to harass any person. No person may
intentionally use an emergency telephone in a university building or on University lands when the person knows, or
reasonably should know, that no emergency exists.
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Student organizations with University telephones must use them for organization business only. Personal phone calls are not
to be paid for by segregated university fees. Persons making personal phone calls are required to explain the urgency and
nature of such calls for auditing purposes and to reimburse the organization’s segregated university fee account or pay
Student Involvement to reimburse the Senate Appropriations Committee for any charges associated with the calls.
TICKET/CASH HANDLING PROCEDURES
Ticket Preparation, Advance Sales and Distribution Procedures (for tickets sold by students):
1.
2.
3.
4.
5.
6.
7.
8.
All printed admission tickets for segregated university fee funded programs must be consecutively numbered and
delivered to Student Involvement for inspection and recording at least one week before distribution or sale. (Student
Involvement has a ticket numbering stamp for students to borrow). In addition to consecutive/sequential numbering,
printed tickets for admission to student organization events supported in any part by Segregated university fees must
have the following information printed on each ticket: Event Name, Event Date, Ticket Type (i.e. UWM Student,
General Public, etc.), Ticket Price (specific to the type of ticket). Student organizations must meet with a Student
Involvement staff member to discuss printed ticket requirements PRIOR to tickets being printed.
All complimentary tickets requested by the sponsoring organization must be marked “Complimentary” and recorded
in Student Involvement prior to distribution.
No person shall be admitted to a program funded by segregated university fees without an admission ticket or
complimentary ticket. Exceptions are permitted when:
a. There is an event where tickets are not used, but instead an admission price is collected at the door.
b. Officers and members of the sponsoring student organization may be admitted free (without a ticket) at the
discretion of the sponsoring organization. A guest list must be in the possession of the University Cashier.
c. At the discretion of the sponsoring student organization, members of the media (newspaper, radio, TV),
with proper identification, may be admitted without a ticket for the purpose of media coverage of the event.
An officer of the student organization must complete the Event Information sheet and a Ticket Audit form prior to
any ticket distribution or sales.
Each person who will be selling tickets for a student organization’s event must complete the Ticket Check Out/In
form with the Center for Student Involvement professional. If the student organization does not complete this step,
it will not be permitted to sell tickets.
These individuals will be held accountable for all tickets (sold, complimentary, lost, stolen or otherwise missing).
The person selling tickets will make weekly deposits (per UWM Administrative Services Manual-ASM 4.2.1,
www.bfs.uwm.edu) of the ticket sales proceeds with Student Involvement Business Manager. All checks and money
orders must be made out to “University of Wisconsin-Milwaukee” or “UW-Milwaukee.” The student organization
or event name should NOT appear on the “payable to” line; these items can be included in the “memo” line of the
check or money order. Note: PayPal and similar services may not be used for collection of admission or registration
fees due to the requirement that all revenues be deposited in the State Treasury (UWS Financial Policy F50).
The person selling the tickets must meet with a Student Involvement staff member to check in any remaining tickets
and final deposit the first business day after the event or sales end. Unsold tickets must be returned to Student
Involvement or those tickets will be considered sold. No exceptions will be made.
Ticket handling and cash procedures - door sales:
1. All tickets sold and collected and cash taken at the door must be handled only by Union Building staff assigned that
responsibility.
2. All tickets sold at the door, or advance tickets (including complimentary tickets) taken at the door, plus any cash
proceeds, must be deposited by the Union staff person for post-event accounting.
3. Immediately following a Union event, all monies taken at the door will be counted by a Union staff person for postevent accounting. For off-campus events, all monies must be submitted to Student Involvement, along with all
ticket audit materials, the first business day after the event. No exceptions will be made. (UWM ASM 4.2.1, 4.2.4)
Following the event, all monies taken at the door will be deposited with the University Cashier’s office and will be reconciled
30-60 days after the event. Union charges, if any, are deducted from any funds deposited from the event. If there are any
funds left over, they will be transferred to the student organizations agency account in Student Involvement. If the Union
charges are more than the amount deposit, then an invoice for the event will be sent to the sponsoring group. Note: The
Union requires a group representative to be present with the University Cashier at all times when ticket sales take place.
TICKET SALES
Tickets for events sponsored by student organizations and University Departments (lectures, concerts, plays, dances) may be
sold either at staffed lobby booths or the UWM Bookstore. Student Involvement must audit all ticket sales prior to and after
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all segregated university fee funded events held on or off-campus. Ticket sales for events held on campus must be in
accordance with University solicitation regulations:
1.
Subscription, membership, ticket sales solicitation, fundraising, selling, and soliciting activities by or under the
sponsorship of a university or registered student organization pursuant to a contract with the University for the allocation
or rental of space for that purpose. (Chapter UWS 18.11(8) (d)).
2. Every ticket or other evidence of the right of entry to any amusement, game, contest, exhibition, event, or performance
given by or under the auspices of the University of Wisconsin System, or an institution or center of the University of
Wisconsin System, shall be considered a revocable license to the person to whom the ticket has been issued and shall be
transferable only on the terms and conditions prescribed on the ticket or other evidence of the right of entry. (Chapter
UWS 18.08(12) (a))
3. No person may buy or sell a ticket or other evidence of the right of entry for more than the price printed upon the face of
the ticket. (Chapter UWS 18.08(12) (b))
(See also Admission Events, Fundraising, Sales Tax, and Ticket/Cash Handling Procedures)
UNIVERSITY HOUSING
Any questions related to University Housing policies regarding advertising, reservations, and political campaigning should be
directed to the staff in the Outreach and Marketing office, located in Sandburg Hall or by calling 229-3158. You may also
email [email protected] or visit www.universityhousing.uwm.edu.
University Housing rules and regulations are in effect in all University Housing facilities. Violators may be subject to
contract action (for residents) or loss of reservation and/or guest privileges.
(See also University Housing in the Services Available section of this Manual)
UWM UNION BUILDING
Those eligible to reserve or use space in the Union include registered student organizations (with authorization of
organization officers) and University departments (with authorization of the Dean, Division Head, Department Chairperson
or Unit Business Manager). UWM Union facilities that may be reserved range from information tables to meeting rooms,
and multipurpose programming rooms.
Non-University organizations may use the UWM Union facilities with proper sponsorship from a registered student
organization or University department. Non-University organizations and individuals utilizing reservable space will be
assessed a facility usage fee.
Decorations
All decorations must be fire-resistant, may not be hung in stairways, windows or entrances, and may not be fastened to
windows, painted surfaces, glass doors, curtains, or varnished woodwork. Nails, tacks, and scotch tape may not be used for
attaching materials. Masking tape may be used to fasten materials to any wall surface covered with vinyl fabric, concrete or
brick. All decorations must be removed immediately following the event. Contact the Union Reservations & Event Planning
Services Office for complete decorating regulations.
Meeting Rooms
Meeting room spaces are reserved on a first come, first served basis. Meeting rooms should be reserved a minimum of three
business days prior to the date needed. Student Organizations may reserve space on the same day, provided rooms are
available. Series reservations may be requested by organizations who schedule regular weekly or monthly meetings. Series
reservations can be made for a month in advance. Union Reservations & Event Planning Services (REPS) reserves the right
to relocate meetings to the next best available room, which may include available classroom space.
No student organization or University department shall reserve any of the three major rooms (Ballroom, Wisconsin Room,
and the Terrace) on a Friday or Saturday night more than twice per month. Any combination of three reservations, such as
two weekend nights in the Ballroom and one in the Wisconsin Room, as an example, shall be the maximum allowable to a
group per month. All sponsors of events held in the Ballroom, Fireside Lounge, Terrace, or the Wisconsin Room are subject
to the Union’s Special Security Event Policy.
Only current officers of registered student organizations and department heads, or department designees, may authorize the
reservation of meeting facilities. All charges incurred as a result of utilizing meeting facilities, setup, cleanup, repair and/or
replacement of damaged or stolen property will be the responsibility of the user group. Cancellation of a confirmed meeting
room may be made a minimum of one business day in advance by the authorizing agent.
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Union Concourse
The programming area (33’ x 36’) on the Union Concourse may be reserved by University organizations for the purpose of
exhibits and special programs. To allow for safe traffic patterns on the Concourse, all exhibits and programs must stay within
the boundaries of the designated programming area. Staging or amplified sound will not be allowed on the Union Concourse.
This will include prohibiting the use of microphones, portable amplifiers, and speakers. Audio/Visual equipment will be
limited to the Union Concourse.
1. A video player/monitor may be requested as part of an individual lobby booth display. The intent of use of a video
player/monitor is to convey a message for an individual lobby booth display and is not intended to amplify this
message to the entire Concourse.
2. The playing of one video on more than one monitor will be prohibited
3. The volume of the monitor shall not exceed 35 on its volume control (or equivalent dBA level).
4. Monitors exceeding this sound level restriction will be subject to disconnection.
For more information, contact Union Reservations & Event Planning Services, UWM Union W119, [email protected] and
online at http://uwm.edu/union/reps/
UNION BUILDING SERVICES
The UWM Union is the community center of the University of Wisconsin - Milwaukee. Its facilities, services and activities
are available to all members of the University (students, faculty and staff). General conditions of use:
1.
2.
3.
4.
5.
6.
7.
8.
9.
Groups can be served only to the extent of the information that is supplied to Union Reservations & Event Planning
Services (Union 119, 229-4828, [email protected]). Accurate and complete room reservation setups are required.
Last minute changes or additions may not be accommodated.
For student organizations without segregated university fee funds, the Union will require prepayment of any charges
sufficient to cover costs related to a group’s use of the facility (e.g. setup, cleanup, additional supervision or
security, special equipment).
Meeting rooms in the Union will be opened at least 15 minutes before the scheduled meeting time. If the scheduled
meeting does not begin 15 minutes past the starting time, the door will be locked.
Notification of cancellation of reservations for small meeting rooms should reach the Union Reservations & Event
Planning Services four working days prior to date of reservation. Consult Reservations & Event Planning for
cancellation policy regarding multipurpose rooms.
Groups making reservations for major programs are required to attend the event and meet with the assigned planner
prior to the start of the program.
Smoking is banned in all campus buildings.
Dances, concerts and other events that are announced as being open to the general public may be restricted with
specific requirements for each event.
Members of an organization must be fully informed by the person making the reservation regarding the regulations
governing reservations and building use.
Rooms must be left in good condition. Misuse of rooms may result in refusal of permission for future meeting space
and/or charges for cleaning or re-setting the space.
Organizations may be denied future use of facilities for improper use of assigned space or for failure to pay the costs
assessed. Continued use of University facilities is contingent upon availability, proper registration, a reservation with Union
Reservations and Event Planning Services and proper use of the facility.
Banner Spaces
Student organizations and University departments may display an 8' x 8' banner in the Union Concourse for a period of one
week. Reservations can be made up to six weeks prior to the event. Arrangements for design, production and hanging of the
banner must be made through the Union Marketing Services Office, Union WG50, [email protected], 229-5538.
Booths and Other Displays
All requests must be made through Union Reservations & Event Planning Services from 8:00 to 4:30 p.m., Monday through
Friday. Non-University organizations and individuals wishing to solicit goods and/or services (not including hand crafted
items) for profit will be considered contradictory to the role of the University, as a nonprofit and an educational institution,
and are not eligible for lobby booth space. For more information see Lobby Tables in the UWM Union in this Manual.
Equipment
A variety of audiovisual equipment is available from the Union for use during organization-sponsored programs and
activities. Requests for items should be made to Reservations & Event Planning Services at the time a room reservation is
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made. Charges vary according to the items ordered. The sponsoring group is responsible for the security of the equipment
during the scheduled time of use.
Meeting Rooms
The Union has three large multipurpose rooms. They can accommodate banquets, performances or lectures. The UWM
Union Cinema provides a 317-seat theater with an in-house sound-projection system and excellent acoustics. Twelve meeting
rooms will accommodate from 10 to 90 in various seating layouts. A full line of audio visual rentals and technical services
are available for events. Telephone and computer services are available throughout the building.
For details on event spaces, room capacities and set-up, visit http://uwm.edu/union/reps/event-spaces/
Parking
A two-level underground parking area with space for 454 vehicles is also part of the Union building.
Rental Charges/Room Charges
Space usage fees will be charged to non-University organizations for all events held and most sales and solicitations held in
University buildings. Fee schedules and further information are available at the Union Reservations & Event Planning
Services Office, Union 119 (http://web.sa.uwm.edu/union/). Charges will be made when costs are incurred due to special
setup, special cleanup, or misuse of the facility which results in services provided to restore the condition of the room.
Room Reservations
Events in campus buildings and outdoor areas must be sponsored by chartered, registered student organizations or University
departments. Reservation requests are made to the Union Reservations & Event Planning Services (REPS) Office.
Reservations may also be made at the Union Information Desk in the UWM Union Concourse, Monday through Friday from
8:00 a.m. to 4:30 p.m. Individuals who make reservations must have authorization from their department or registered student
organization.
Authorized users can reserve space by accessing the REPS virtual reservation website https://web.sa.uwm.edu/VirtualEms/ .
The first step is to request a web user account. An authorized user with a web account can book meeting rooms and request
large event space online using the virtual booking website 24/7.
Reservations & Event Planning Services (REPS), Union 119, 229-4828
Web Page
To get more information about the UWM Union Building programs, events and services, go to their web page at:
http://web.sa.uwm.edu/union/
VANDALISM
No person may break, tear up, mar, destroy or deface any notice, tree, shrub, flower, or other vegetation, or dislocate any
stones, or disfigure natural conditions, or deface, alter, destroy or damage in any way any other property, real or personal,
within the boundaries of any University lands (UWS 18.12(8)).
Defacing or destroying notices and flyers that have been legally posted on campus and Union bulletin boards is a violation of
the Wisconsin Administrative Code. This type of behavior cannot be tolerated, and any person caught involved in this action
will be subject to disciplinary action.
All student groups and University departments authorized to use bulletin boards have the right to do so without being subject
to the vandalism of any dissenting individual or group.
WWW HOME PAGES
Student organizations wishing to create Home Pages to be linked to the UWM Home Pages on the World Wide Web
(WWW) must comply with the following policies and procedures:
All such pages must reside in a UWM-based site, on the main campus web server. For student organizations, the group area
is www.uwm.edu/StudentOrg/xxx where “xxx” is the group account name. Pages outside this area do not qualify to be linked
to from the UWM home pages. University Information Technology Services (UITS) can provide organizations registered
with Student Involvement a group account for home pages purposes. See www.uwm.edu/policy/Student Activitieswww.html instructions on setting up a groups account.
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All student organization home pages prepared by and for the students of the University of Wisconsin-Milwaukee shall
disclaim speaking for the University by including the following disclaimer at the beginning of the pages and/or opening
screen display:
“The (student organization name) home page is written and edited by students of the University of Wisconsin-Milwaukee and
they are solely responsible for its editorial policy and content. The University of Wisconsin - Milwaukee is not liable for
debts incurred by the student organization.”
Any link on a student organization home page that takes a user out of the UWM system must be clearly labeled or a warning
message must be displayed notifying the user that they are leaving the UWM student organization web area.
All pages by student organizations must include the official name of the organization on the opening page and shall not
identify the pages as official pages of the University of Wisconsin-Milwaukee. The University’s name may appear at the end
of the organization’s, as in “XYZ Club at UWM”. You may use the University Logo only for links directing users to the
UWM home page.
Information on the group’s pages must be consistent with the University’s role as a not for profit institution. In addition,
information on the organization’s pages must comply with all applicable laws and statutes. Web pages may not include any
paid external advertising, including commercial banner displays. Clubs may recognize and display a sponsor’s logo, but they
shall not be linked to the sponsor’s commercial web site.
Web pages should be equally accessible to all persons, including those with disabilities, either physical or technical. Images
should always include an appropriate ALT field that conveys the same information as the image. Create documents that do
not rely on one type of hardware. Pages should be usable by people without mice, with small screens, low resolution screens,
black and white screens, no screens, with only voice or text output, etc.
(For more information on accessible web design see: http://www.uwm.edu/policy/standards.html#resources)
The contents of documents and pages must not violate any applicable export laws and regulations, must not constitute a
copyright or trademark infringement, or otherwise violate any local, state or federal laws.
Every web page should provide a means to contact the page maintainer, such as a “MAILTO” link in the footer.
Every web page should include in the page footer the date the page was last updated.
Policy approved 1996, updated 1999
(See also Computer Policy and Guidelines, Copyrights and Software)
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SERVICES AVAILABLE
ADVISING
General Advising
Advisors have a variety of roles with an organization including a mentor, teacher, leader and follower. Ideally, the advisor
assists the organization members and officers in staying in compliance with their charter, constitution and bylaws, applicable
Segregated University Fee Guidelines, UW-Milwaukee and UW System policies, as well as local, state and federal laws and
ordinances. Advisors should also assist student leaders in developing critical thinking skills in the areas of event planning,
risk management, organization management, group processes and ethical decision making among other areas for personal
development. Advisors are educators outside the classroom setting and a resource person for the student organization.
Student Involvement Advising
Student Involvement offers advising and other services to students and student organizations, including:
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Clarifying University policies and procedures;
Gaining access to and using University resources;
Involvement, helping students connect with the University and other students;
Drafting and amending organization operating documents (charters, constitutions, bylaws, etc.)
Leadership training and workshops;
Mediation for group conflicts;
Planning programs and activities;
Coaching, Organization Development, and Engagement (CODE) which provides officer workshops, recruitment
tips, publicity ideas, etc.
Student Involvement also provides advising to student organizations in requesting and making use of segregated university
fees (student group activity funds). Because these fees are collected by the University and held in the State Treasury, there
are many procedures related to requesting funding and making expenditures with these funds. Student Involvement provides
assistance and advice to student organizations in making use of these fees to support the organization’s events and activities.
Faculty/Staff Advisors
All registered student organizations must have an advisor who is employed at UW-Milwaukee. (Student Employees,
Teaching, Research, or Graduate Assistants do not qualify). Ideally, the advice of the advisor to the organization’s
membership and leadership is welcome and seen as valuable.
These advisors can be very helpful to groups in developing a foundation of sound decision-making and productivity.
Faculty/Staff advisors work with student organization officers and members to carry out the day-to-day business of the
organization. When your organization chooses an advisor, remember that your advisor may only advise the group. Decisionmaking power for the student group must remain in the hands of the students in the organization. Student Involvement can
provide groups with assistance in securing faculty/staff advisors. (See also Student Organization Advisor Handbook at
www.activities.uwm.edu)
BANKING SERVICES
Organizations may use the “banking” services provided by the UW Credit Union (Union, 1st floor, 800-533-6773) or any
financial institution of their choice for non-segregated university fee revenue. If your student organization decides to open an
account, it is recommended that the organization have a business checking account. You will need at least two signature
holders (organization officers) and an Employer Identification Number (EIN) in order to set up a new account. It is also
desirable to have written procedures on how the account will be managed including processes to manage conflict of interest
and transitioning control of the account to new officers.
EIN NUMBERS
Financial institutions (including the UW Credit Union) require an employer tax identification number (EIN) for all accounts.
In order to request a new Employer Identification Number, go to the U. S. Internal Revenue Service (IRS) website and
complete the Online Application for EIN (http://www.irs.gov/businesses/small/article/0,,id=98350,00.html). The application
form (SS-4) can also be downloaded from this website and completed manually. For more information, or to verify your
existing EIN Number, please call the IRS at (800) 829-1040, or visit www.irs.gov.
In general, an organization with less than $25,000.00 in gross income (fundraising, donations, interest from checking
account, etc.) and has an IRS issued EIN will need to submit a Form 990-N to the IRS. Student Organizations should
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research the specifics of their unique situation to ensure that they are addressing appropriate filing obligations with the IRS.
(See also the Tax Filing and Managing Your Money sections of this manual.)
Lost or misplaced EIN
If your organization cannot find a previously issued EIN, visit the IRS website at www.irs.gov. Search for “lost or misplaced
EIN” to get current information on how retrieve the EIN from IRS records.
BULLETIN BOARDS
In the back of this manual is a list of “General Campus Bulletin Boards” student organizations may use for posting
advertisements for their events and activities. Placing signs, pictures, graphics, posters or any item similar in nature on
university property, other than approved bulletin boards, will be considered an act of vandalism (UWS Chapter 18.12(8))
No general bulletin boards are available in the following buildings: Architecture, Englemann, Johnston, Merrill, Northwest
Quad, Pearse, Sabin, Sandburg, Riverview, Cambridge Commons, Kenilworth Apartments (see University Housing Policies
for posting regulations), or the Union (flyers may be submitted to the Union Marketing, WG50 for posting).
Student groups may purchase their own bulletin boards to be installed (at the group’s expense) in a preapproved location in a
campus building. Requests for bulletin board space should be directed to the building chairperson. (See also Publicity and
Publications Responsibilities and Solicitation Policy.)
COMPUTERS ON CAMPUS
UWM has several computer labs on campus for students to use. Students must log into the computers with an active
ePantherID and password. Information about computer labs including summer lab hours and software available to students is
online at http://ccl.uwm.edu. Campus Computer Labs are closed on official holidays.
For your convenience there are over 100 Web Kiosks throughout the UWM campus. For more information about locations,
visit WebKiosks.uwm.edu (http://webkiosks.uwm.edu). For technical help, contact the UWM Help Desk at 414-229-4040,
toll free at 877-381-3459, or complete the online form at GetTechHelp.uwm.edu (http://gettechhelp.uwm.edu).
DISPLAYS AND DECORATIONS
No displays, signs, banners, placards, decorations or graphic or artistic material may be erected, attached, mounted or
displayed within or on the building or the grounds of any state office building or facility without the express written authority
of the department. Any graphic or artistic material advertising, promoting, or identifying a commercial enterprise or a
political activity is prohibited. Any unauthorized material will be removed and disposed of by the department. [Wisconsin
Department of Administration Chapter Adm 2 “Use of State Buildings and Facilities” 2.07(2)]
EMAIL ACCOUNTS FOR GROUPS
Creation of a pantherLIST is the preferred method for an organization’s email. Visit pantherlist.uwm.edu
(http://pantherlist.uwm.edu) to set up an account. Group email accounts, however, are available if there is a clear need or use
case. Advisors or officers of the student organization may request a group email accounts. Ownership of the group account
will then be assigned to the advisor or officer for the administration of the account. More information can be found at
iam.uwm.edu (http://iam.uwm.edu).
Student organization may request a email account for their organization. The student organization must submit the
following:
Account owner names
Name of Account
Name of Account second choice
Sponsor of organization (student officers)*
Email this information to [email protected] with a request to establish the new email account for the organization.
EVENTS AND PROGRAMS
The UWM Union offers a variety of programs including: indoor recreation, art classes and workshops, art gallery
exhibitions, panel discussions and forums, concerts, films, live music and theatrical performances, and special events such as:
PANTHERFEST, Fall Welcome activities, the Distinguished Lecture Series, the Children’s Holiday Festival, relaxation
events such as Panther Pause, Mardi Gras, trivia in the Gasthaus, and our open mic event, Lyrical Sanctuary. There are also
four operational units in the Union that offers programs, the Studio Arts and Craft Centre, Union Art Gallery, Union
Recreation Center, and Union Theatre. Some of the events and programmed hosted by these units are planned in
collaboration with student organizations. For more information contact Student Involvement at 229-5780.
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FACILITIES
The facilities of the University are to be used primarily for the fulfillment of the University’s missions of teaching, research,
and public service. University facilities are not available for unrestricted use for other purposes. Student organizations
currently registered with the University and in good standing are eligible to use campus space, subject to the rules and
policies governing the space. The status of being eligible for space does not qualify the student organization to sponsor nonUniversity groups or unqualified groups for the use of University space, except in the Union Building.
Groups wishing to schedule space other than the UWM Union must contact Union Reservations and Event Planning (REPS)
in order to secure other University space except:
Facility
Hefter Center (3271 N. Lake Drive)
Library (conference rooms)
Planetarium
Recreational (Klotsche Center & Engelmann Gym)
University Center - Downtown (conference center)
Contact
Golda Meir Library
Planetarium Reservations
Klotsche Center
Conference Services Department
227-3265
229-6206
229-4961
229-5287
227-3195
Union Reservations and Event Planning Services works with the Peck School of the Arts, Academic Affairs (classroom
spaces), and Physical Plant for use of those spaces by registered student organizations.
FACILITY SERVICES
A variety of services are available to student organizations through Facility Services (http://www4.uwm.edu/pps).
Organizations may make appointments to discuss physical arrangements for any activity not being held in the Union.
Services include:
Help in arranging space and materials
Transportation of chairs and similar equipment
Setup for programs
Any construction/labor
Professional help includes:
Carpenters
Electricians
Plumbers
Painters
Physical Plant Services will construct and place booths and/or similar structures anywhere on campus, other than in the
Union. Arrangements for other events to be held on University grounds (car washes, contests, and advertising displays) are
also to be made with this office. To make an appointment for information/advising only, contact Facility Services (2294742).To place an order or to get a cost estimate, please contact the Student Involvement at 229-5780 or at
[email protected]
LABELS (MAILING) AND LISTS
Ordering Mailing Labels or Lists
Organizations may request mailing lists which include the names and addresses of students for recruitment purposes. The
Student Data Request form is available online in PantherSync. Make sure to allow two weeks to process the request.
Information on the list is considered University property and must be used for official student organization business. It is
unlawful to copy, sell or use any information gained by a Student Data Request for personal use.
LEADERSHIP AND TRAINING
Student Involvement hopes to encourage leadership development potential in all students. Becoming an active part of
campus life is an important component of being successful in college. The experience you gain through participating in
campus activities will help you adjust to college and provide you with skills you can use the rest of your life.
Training through the Coaching, Organization Development and Engagement (CODE) Program
Student Involvement offers training and resources in a number of different areas to help you develop new leadership skills
and to explore strategies for organization success. Workshops are offered each semester in a number of area, including goal
setting, running an effective meeting, planning an event, managing your organization's finances, transitioning leadership from
year-to-year, and applying your leadership skills to your future career. Visit PantherSync for an updated schedule of
offerings. Workshops can also be requested on a topic of your choice through contacting the Student Involvement staff.
Best Practices and Quick Reference resources
Student Involvement has two series of resource sheets which contain one- to two-page documents on basic organization
operations, organizational development and training activities. The Quick Reference series covers a variety of basic “how
to” items for student organizations such as starting a bank account, fundraising and tax information, among other topics. The
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Best Practices series provides resources to help you move your organization to the next level. This series provides
information on items such as branding your organization, delegation, ethics, event planning, officer transition and more. Both
series are available online at www.involvement.uwm.edu, in PantherSync and in the literature rack outside Union 363.
To get more information about these and other opportunities, contact Student Involvement at (414) 229-5780 or check out the
Student Involvement web page at www.involvement.uwm.edu or log into PantherSync.
MAIL SERVICES
Union Building Mailboxes
Registered student organizations are issued a mailbox on the third floor of the Union Building. All mailboxes have
combination locks; the combinations are given out by Student Involvement only to authorized representatives of the student
group. Combinations are available to organization officers in the FILES tool in PantherSync. The official address for student
organizations mailing must be in this format:
(Name of the Student Organization)
Union Box # (as assigned)
University of Wisconsin-Milwaukee
P. O. Box 413
Milwaukee, WI 53201
Important University announcements, as well as incoming U.S. mail, are delivered to the Union Box. Packages which are too
large for a mailbox are delivered to Student Involvement. Packages are to be picked up as soon as you are notified. If
packages are not picked up promptly, they will be returned to sender.
Receiving Mail in Other Locations
Student organizations may have their group’s mailing address changed from their Union Box to a mailing location in another
building on campus with special permission. In order to change the mailing address, organizations must complete a Mailbox
Waiver Form. Student Involvement and Mail Services will not be held responsible for any delays or problems resulting from
an organization changing its mailing address from a Union Box to another location.
Although this service may provide convenience, student groups need to be aware of the following:
 Mail may take an additional 3-5 days to be delivered;
 Increased chance of mail being lost;
 Departments may not allow student organization mail to be delivered to their administrative offices.
MARKETING
University Communications and Media Relations
The University Communications and Media Relations Department distributes information about University events, people,
programs and developments to local, regional and national print and broadcast media.
This office will advise student organizations on how to prepare and distribute information releases to appropriate media.
However, the office will not prepare and distribute releases for any event that is not sponsored or cosponsored by any UWM
academic or administrative unit. University Communications and Media Relations is located in Room B-95 of Mitchell, (2296444).
University Information Technology Services (UITS) Creative Services
The departments within Creative Services provide the UWM campus community with a full range of support services for
graphics, photography, video and web design needs on a charge-back basis. The skilled professional staff delivers highquality products to meet your specific needs.
For additional information on the services provided by the departments within Creative Services please visit their website at:
https://www4.uwm.edu/uits/services/media/
Union Marketing Services
Union Marketing Services offers a variety of services to assist student organizations in their planning and marketing of
events. Those forms of assistance include: Banners, Display Cases, Flyers, Posters for Events and more. Since each avenue of
promotion has specific guidelines to be followed, please contact the Union Marketing Services Office (414-229-5538) for
directions on how to proceed. Most important, the key to promoting any student organization event is to plan ahead by
allowing 4-6 weeks minimum to advertise. Payment for services from Union Marketing Services must be made in advance
unless the group has segregated university fees.
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MEDIA EQUIPMENTAND SERVICES
Media Equipment Distribution: University Information Technology Services (UITS)
Student organizations may rent media equipment for use in general access classrooms and request use of general access
mediated classrooms. Available equipment includes: Data/Video projectors and monitors; DVD players, VCRs, laptops, and
document cameras; Portable PAs and microphones
Rental of media equipment and use of general access mediated classrooms should be arranged by a student organization staff
representative through Union Reservations and Event Planning Services. Arrangements must be submitted to Classroom
Services using the AV request form at avorders.uwm.edu (http://avorders.uwm.edu) at least 1 University business day in
advance of the event.
For more information on media equipment and mediated classrooms see: www.classroomsupport.uwm.edu
For more information regarding pricing and availability, contact Classroom Support at 229-2382. To place an order, student
organizations must first contact Student Involvement to arrange billing.
Media Equipment Rental - UWM Union
Audiovisual aids, lecterns, screens, blackboards, and laptops are types of equipment which can be reserved through Union
Reservations & Event Planning Services (229-4828) when a group uses Union space for a conference or a meeting. The
Union schedules the audiovisual equipment. Union equipment may be used only in the Union building.
OFFICE SPACE
Student organizations that want to be considered for office space in the Union Building, must submit an Office Space
Request Form to the Union Policy Board each spring. The term of the lease is one year and will terminate on the end date. A
group with an existing office space has no guarantee that they will be reassigned the same space for the following year.
Student organizations should not invest in any item or promotional material that would indicate this is a permanent office
space for the group.
Allocation of Student Organization Union Building Offices
There are a limited number of offices in the east wing of the Union third floor available for use by student organizations.
Each spring the Union Policy Board will make available Office Request/Renewal Forms. Student organizations wanting
office space must fill out the forms, attach any appropriate documentation requested, and turn it in prior to the published
deadline. Late forms will be accepted, but they will not be acted upon until all the on-time forms have been reviewed.
Currently having an office space does not guarantee a group a space again; organizations must apply each year.
Office space is to be used for student organization business only. All other activity, such as homework, socializing, lounging,
etc., are secondary uses of the space and are not legitimate reasons for an organization to be granted an office. Since meeting
rooms are available at no cost to student groups (pre-paid for by student fees), organizations requesting office space in order
to hold meetings is also not a high priority reason for being granted space. Office assignments will be based on number of
people in the organization, number and types of activities the organization produces, services the organization provides, and
impact the organization has on the UWM campus as a whole.
Student Organization Offices in other Buildings on Campus
It may be possible to obtain office space in a building other than the Union. Some academic departments have granted office
space to student organizations that are highly related to their department. Organizations with close ties to a department on
campus may wish to approach that department’s dean to see if space for the student group is available. Unfortunately, space
on campus is very limited and most departments do not have the room to grant student organizations office space. In that
case, student organizations must contact the Union Policy Board to get on a waiting list for space in the Union Building.
Non-student Use of Student Organization Offices
Regular use of a student organization office by nonstudents who are members of a registered student organization is allowed
only when a student member of the organization provides access and takes responsibility for the office while the nonstudent
is present. The student must be present throughout the period of use. Student organizations are solely responsible for security
of their offices and all contents. When keys are required for access to any student organization office, they shall be ordered in
the names of the registered officers of the particular group. (See also Key Policy for restrictions.)
PARKING
When student organizations have guest speakers on campus, they may request special visitor parking for the speakers.
Contact Student Involvement for a Visitor Parking Form. The following rules apply:
 Student organizations are limited to two (2) Special Visitor permits which will be in use on the same day at the same
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


time, except in the Union or Business Garage.
Arrangements must be made at least three school days in advance.
Payment for visitor parking may be in cash, check or through a segregated university fee account.
Parking is not allowed on Spaights Plaza or the Union Circle Drive.
PHOTOGRAPHIC SERVICES-University Information Technology Services (UITS)
UWM Photographic Services, a department of UITS, is a professionally staffed photographic and motion picture department
serving the needs of faculty, staff and students. Areas of coverage range from copy and portraits to scientific and pictorial,
including on-location work, photomicrography, and documentary and full-color work. The staff is available for advice,
planning and consultation on any job or use of photography. A negative file of photographs taken for the University is
maintained for reprints. Advance planning and scheduling is required; extra fees are charged for rush work.
Visit the department at https://www4.uwm.edu/uits/services/media/photography/ for more information about services and
charges. To place an order or to get a cost estimate, please contact Student Involvement.
209H
POLICE
The mission of the University of Wisconsin-Milwaukee Police Department is to provide a safe and secure environment in
which to learn, live and work.
Police Station: 3410 N Maryland Ave
Contact: http://uwm.edu/police/contact/
Website: http://www4.uwm.edu/police/
Report emergencies by calling 229-9911 (9-911 from an on campus phone). Yellow “SAFE Phones” with a blue light are
located throughout the campus. These phones can be used for both Emergency and Non-Emergency purposes. SAFE Phones
will connect you directly to the UWM Police Department.
We encourage members of the campus community to save these numbers on their cell phones:
414-229-4627 (Non-Emergency)
414-229-9911 (Emergency)
414-229-6503 (BOSS Escort Service)
The UWM Mobile app will also provide quick access to the University Police.
Other services provided by the department include:
Response to medical calls
Lost and Found
Self-defense classes
Assistance with vehicle lock outs or dead batteries
Personal escorts
The UWM Police Department also has a webpage www.police.uwm.edu which provides students with information,
resources, crime reports, training, and employment opportunities.
PRINTING AND DUPLICATING
All printing for student organizations using segregated university fees will be done in Union Marketing (WG50). No other
form of printing or binding order is authorized. Persons will be individually liable for any purchases not made through the
prescribed procedures. Please see Union Marketing for student organization pricing and a full list of services.
For more information you can visit the website: http://web.sa.uwm.edu/union/union_marketing_services/
Print and Copy Services provides free EdTech-funded large format poster printing for students for class assignments &
research projects. This is the only service that is provided to students free of charge. The following guidelines must be
adhered to when submitting a project for printing:
 An authorization form, located on the Web site must be filled out, signed by your instructor or advisor and submitted
with your electronic file and an 8.5x11 color laser printout, to Print and Copy Services.
 EdTech funded large format printouts are limited to one printout per student per project (24 square feet maximum).
 Allow 3 business days turnaround time. The service is not available on weekends.
For more information regarding poster printing contact [email protected]
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RECREATION, FITNESS AND INTRAMURALS
University Recreation: .University Recreation offers students and members a variety of recreation opportunities and
services in the areas of fitness, wellness, intramurals, open recreation, aquatics, sport clubs and outdoor pursuits. Activities
are primarily offered in the Klotsche Center and Pavilion with limited activities in the Engelmann Gymnasium.
Klotsche Center and Pavilion: The Klotsche Center and Pavilion together make up a multipurpose recreational, athletic and
instructional complex. Within the complex are numerous activity areas and services to meet your recreation and fitness needs,
including:
 A fitness center with cardiovascular equipment, free weights and weight training machines
 Two fitness studios
 8-lane, 25-yard swimming pool
 4-court gymnasium with elevated jogging track
 6-court gymnasium with a running track
 8 racquetball courts
 Group cycle studio
 Locker rooms w/ locker rentals
 A student commons area with Internet access
 Personal Training Studio
 Outdoor Pursuits Center
Facility use by Student Organizations:
UWM student organizations are eligible to use Engelmann Gym for recreational use or for club practices. UWM STUDENT
ORGANIZATIONS MUST BE CURRENTLY REGISTERED with Student Involvement.
Facility Space Assignments in Engelmann Gym
The University Recreation Events and Operations Coordinator is responsible for reserving Engelmann Gym. Gym space is
allocated each semester. To reserve the facility please contact Events and Operations Coordinator on or after 2nd Friday of
each semester. Some limited space may be available in the Klotsche Center. For more information about UREC space
reservation please call 414-229-3063.
Student organizations as well as individual students who utilize University Recreation programs, services and facilities must
be in compliance with all policies and procedures in the University Recreation Membership Handbook (available online at
http://www4.uwm.edu/urec) and comply with instructions of University Recreation staff members.
Instructor Access
Instructors and advisors for student organizations may be granted access to University Recreation spaces for the purpose of
instructing the student organization. This access is granted through a special agreement between the Student Organization
(represented by one officer), the instructor and University Recreation. For more information on completing a Student
Organization Instructor Agreement for access to facilities contact University Recreation at (414) 229-3914.
For more information, please visit us at http://www4.uwm.edu/urec or call 414-229-3914.
TELEPHONE SERVICES
Telephone service is available to those student organizations which have been allotted office space on campus. All costs for
installation, monthly rental, and local and long distance calls must be paid by the organization. Cost information and
installation requests are handled by Student Involvement.
UNION BUILDING SERVICES
The UWM Union is the community center of the University of Wisconsin - Milwaukee. Its facilities, services and activities
are available to all members of the University (students, faculty and staff). General conditions of use:
1.
2.
Groups can be served only to the extent of the information that is supplied to Union Reservations & Event Planning
Services (Union 119, 229-4828, [email protected]). Accurate and complete room reservation setups are required. Last
minute changes or additions may not be accommodated.
For student organizations without segregated university fee funds, the Union will require prepayment of any charges
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3.
4.
5.
6.
7.
8.
9.
sufficient to cover costs related to a group’s use of the facility (e.g. setup, cleanup, additional supervision or security,
special equipment).
Meeting rooms in the Union will be opened at least 15 minutes before the scheduled meeting time. If the scheduled
meeting does not begin 15 minutes past the starting time, the door will be locked.
Notification of cancellation of reservations for small meeting rooms should reach the Union Reservations & Event
Planning Services four working days prior to date of reservation. Consult Reservations & Event Planning for
cancellation policy regarding multipurpose rooms.
Groups making reservations for major programs are required to attend the event and meet with the assigned planner prior
to the start of the program.
Smoking is banned in all campus buildings.
Dances, concerts and other events that are announced as being open to the general public may be restricted; with specific
requirements for each event.
Members of an organization must be fully informed by the person making the reservation regarding the regulations
governing reservations and building use.
Rooms must be left in good condition. Misuse of rooms may result in refusal of permission for future meeting space
and/or charges for cleaning or re-setting the space.
Organizations may be denied future use of facilities for improper use of assigned space or for failure to pay the costs
assessed. Continued use of University facilities is contingent upon availability, proper registration, a reservation with Union
Reservations and Event Planning Services and proper use of the facility.
Banner Spaces
Student organizations and University departments may display an 8' x 8' banner in the Union Concourse for a period of one
week. Reservations can be made up to six weeks prior to the event. Arrangements for design, production and hanging of the
banner must be made through the Union Marketing Services Office, Union WG50, [email protected], 229-5538.
Booths and Other Displays
All requests must be made through Union Reservations & Event Planning Services from 8:00 to 4:30 p.m., Monday through
Friday. Non-University organizations and individuals wishing to solicit goods and/or services (not including hand crafted
items) for profit will be considered contradictory to the role of the University, as a nonprofit and an educational institution,
and are not eligible for lobby booth space.
Equipment
A variety of audiovisual equipment is available from the Union for use during organization-sponsored programs and
activities. Requests for items should be made to Reservations & Event Planning Services at the time a room reservation is
made. Charges vary according to the items ordered. The sponsoring group is responsible for the security of the equipment
during the scheduled time of use.
Meeting Rooms
The Union has three large multipurpose rooms. They can accommodate banquets, performances or lectures. The UWM
Union Cinema provides a 317-seat theater with an in-house sound-projection system and excellent acoustics. Twelve meeting
rooms will accommodate from 10 to 90 in various seating layouts. A full line of audio visual rentals and technical services
are available for events. Telephone and computer services are available throughout the building.
Room Capacities: for details spaces available, capacities and set-up, visit http://uwm.edu/union/reps/event-spaces/
Visit http://uwm.edu/union/reps/ for more information on room setups, policies and online reservations.
Parking
A two-level underground parking area with space for 454 vehicles is also part of the Union building.
Rental Charges/Room Charges
Space usage fees will be charged to non-University organizations for all events held and most sales and solicitations held in
University buildings. Fee schedules and further information are available at the Union Reservations & Event Planning
Services Office, Union 119 (aux.uwm.edu). Charges will be made when costs are incurred due to special setup, special
cleanup, or misuse of the facility which results in services provided to restore the condition of the room.
Room Reservations
Events in campus buildings and outdoor areas must be sponsored by chartered, registered student organizations or University
departments. Reservation requests are made to the Union Reservations & Event Planning Services (REPS) Office.
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Reservations may also be made at the Union Information Desk in the UWM Union Concourse, Monday through Friday from
8:00 a.m. to 4:30 p.m. Individuals who make reservations must have authorization from their department or registered student
organization.
Authorized users can reserve space by accessing the REPS virtual reservation website https://web.sa.uwm.edu/VirtualEms/ .
The first step is to request a web user account. An authorized user with a web account can book meeting rooms and request
large event space online using the virtual booking website 24/7.
Reservations & Event Planning Services (REPS), Union 119, 229-4828
Web Page
To get more information about the UWM Union Building programs, events and services, go to their web page at:
http://web.sa.uwm.edu/union/
UNIVERSITY HOUSING
Any questions related to University Housing policies regarding advertising or political campaigning should be directed to the
Outreach Coordinator, located in Sandburg C204, or reachable by phone (414-229-3253) or email ([email protected]).
Any questions related to room/space reservations or tabling should be directed to the Residential Guest Services Staff in
Kenilworth Square Apartments, via phone (414-229-6588) or email ([email protected]). You may also access the facility
reservation request form at www.rgs.uwm.edu.
University Housing rules and regulations are in effect in all University Housing facilities. Violators may be subject to
contract action (for residents) or loss of reservation and/or guest privileges.
(See also University Housing in the Services Available section of this Manual)
Rates
As an Auxiliary Service, University Housing facilities are completely funded by the students residing in the facility.
Residents of University Housing facilities, members of University Housing-affiliated groups, and Auxiliary Service staff
members may reserve rooms at no charge. All other groups (including student organizations, university departments, etc.)
will be charged for rooms and additional equipment according to the University Housing Facilities Rate Schedule. If a nonUniversity housing group is reserving a room for an event that benefits the residents of University Housing, the charges will
be waived.
Availability
Facilities shall be made available for use according to the following priorities, pending availability of space:
1. University Housing residents
2. Student Halls Administrative Council (SHAC)
3. University Housing staff and affiliated groups
4. University Housing conferences and meetings
5. SHAC co-sponsored events
6. UWM Student Organizations registered by Student Involvement
7. UWM Departments and Offices
8. Non-University Groups
Because University Housing buildings are home to many students, we have security procedures that differ from those in other
campus buildings. All nonresidents that do not possess an Auxiliary Services Employee ID will be unable to enter University
Housing buildings after 5:00pm unless they are escorted by a current resident or employee.
If an event is open to the general public (nonmembers of the university community) Residential Guest Services must be
notified at the time of the reservation request. University Housing reserves the right to deny the general public access to its
facilities after 5:00pm.
Rules and Regulations
The University Housing Rules and Regulations (available at www.universityhousing.uwm.edu) are in effect in every area of
the residence halls. Violators will risk their reservation privileges being revoked.
Disclaimer
University Housing reserves the right to:
1. Charge any nonresident individual or group for room use and special setup.
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2. Verify that a student organization is registered with Student Involvement.
3. Change a reservation based on established participants and capacities in order to maximize the use of facilities.
4. Reject a reservation request based on non-compliance to and/or abuse of the University Housing Facility Reservation
Policy.
5. Charge for excessive cleaning of and/or damage to facilities caused by any individual or group.
6. Make any exceptions to the policy it deems necessary.
Advertising Standards
Advertising in University Housing is regulated by the University Housing Office, located in Sandburg Hall, room C100. Any
questions regarding University Housing’s Advertising Policy can be directed to the student Outreach Assistants at (414) 2293158, or [email protected]
Please note the following general guidelines:
1. There is no form to complete to have items posted.
2. Materials should be delivered to Sandburg C100; Attn: Outreach Assistants. Items delivered to the Sandburg
Service Desk may not be posted.
3. Once materials are received, University Housing will decide the best placement/venue for the advertisement
and will place it accordingly. There is no guarantee that materials submitted will be posted.
4. If not enough materials are provided to meet distribution needs for all buildings, the entire submission will be
discarded.
University Housing reserves the right to make any exceptions to the policy as it deems necessary.
I. Advertising Standards (General)
All advertisements displayed in University Housing buildings must meet the following standards:
1. All advertisements must be sponsored by a University-affiliated group (student organization, department, office,
etc.) with the exception of materials placed in campus and community display racks (campus and community
displays may also include materials from local non-profit organizations).
2. Advertisements promoting the use of illegal substances, including underage consumption of alcohol, are
prohibited.
3. Advertisements promoting alcoholic drink specials are prohibited.
4. Advertisements containing nudity, profanity, or otherwise obscene images or text are prohibited.
5. Advertisements condoning violence or criminal activity are prohibited.
6. Advertisements violating the University Housing solicitation policy are prohibited. University Housing’s
solicitation policy can be found in the UWM University Housing Resident Handbook, Rules and Regulations,
S5.
7. Advertisements larger than 11”x17” (Gold Frames excluded) are prohibited.
8. Commercial Advertisements may be permitted if in conjunction with a university sponsored event, provided the
commercial advertisement does not occupy more than 25% of each on-campus printed posting for said event.
A. Flyers Postings
All flyers must be 11”x17” or 8.5”x11” in order to be posted in University Housing.
1. Only University Housing affiliated groups or events may submit flyers for posting in living areas, including, but
not limited to hallways, floor lounges, and suites. Flyers submitted by University Housing Affiliated Groups
will be produced by the University Housing Design Center.
2. UWM-affiliated groups, non-profits, and student employment opportunities must submit 7 copies of each
posting to Sandburg Hall Service Desk. The Outreach Coordinator will hang flyers in the appropriate areas
within University Housing, provided space is available.
i. 1 posting will go to Cambridge Commons
ii. 1 posting will go to RiverView Residence Hall
iii. 1 posting will go to Kenilworth Square Apartments
iv. 1 posting will go to Purin Hall
v. 2 postings will go to the Sandburg Commons
vi. 1 posting will be filed
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3.
Businesses (for-profit) may submit advertisements (preferably tri-fold brochures), including menus and
coupons, for posting in the campus and community display racks located in Sandburg Commons, Cambridge
Commons, RiverView Residence Hall, and Kenilworth Square Apartments. These advertisements must meet
University Housing’s advertising standards listed above. Materials should be delivered to Sandburg C100;
Attn: Outreach Assistants.
a. University Housing reserves the right to organize and discard or otherwise manage any materials
placed on the campus and community display racks.
b. Any business that places fliers in the display racks that don’t meet the above standards may lose their
advertising privileges indefinitely.
c. Fliers that are posted without the consent of University Housing will be removed immediately and the
sponsoring organization may lose posting privileges for the rest of the semester.
B. Gold Frame Postings
All requests for Gold Frame postings should be directed to the student Outreach Assistants via email
([email protected]). Gold Frames will not be posted without the prior approval of University Housing.
1. All University affiliated groups may request to have a Gold Frame poster posted within the residence halls.
2. All Gold Frames must be 27” wide by 41” tall.
3. An email directed to the student Outreach Assistants ([email protected]) must be submitted no later than 10
business days prior to the desired posting date. If the Gold Frame schedule permits, the student Outreach
Assistants will reply to confirm reservation. Orgs should not print Gold Frames until email confirmation is
received.
4. A printed Gold Frame must be submitted to the Outreach Assistants no later than 5 business days prior to the
desired posting date.
5. Gold Frames may be displayed for no more than two weeks.
6. The postings and placement of Gold Frames are at the discretion of University Housing as there are a limited
number of Gold Frames in University Housing.
7. University Housing affiliated groups reserve the right to request the use of any Gold Frame at any time to
promote University Housing sponsored events and programs.
8. University groups should plan on printing 3 copies of each Gold Frame, pending email confirmation. Failure to
submit requested copies may void reservation.
9. Gold Frames that are posted by anyone other than the Outreach Assistants will be removed immediately and
the sponsoring organization may lose posting privileges for the rest of the semester.
C. Cable Announcement Channel **PLEASE NOTE THAT THE ANNOUNCEMENT CHANNEL IS
CURRENTLY UNAVAILABLE – WHEN IT BECOMES AVAILABLE, THESE POLICIES WILL GO
INTO EFFECT**
1. All University affiliated groups may post announcements on the Sandburg Cable Announcement Channel;
channel 3 on the Sandburg Cable Network.
2. Those interested in posting should contact the student Outreach Assistants to request a username, password, and
instructions for using the posting system.
3. All posts to the Cable Announcement Channel must meets University Housing’s advertising standards.
4. Cable announcements may also be used on University Housing’s shuttle media players.
5. Any postings that do not meet University Housing’s advertising standards or are posted without the approval of
University Housing will be removed immediately and the sponsoring organization may lose posting privileges
for the rest of the semester.
II. Advertising Standards (Elections)
University Housing 2014-2015 Resident Handbook; Rules & Regulations; S5
“Solicitation on behalf of political candidates in the living areas of apartments, residence halls, or in
shared commons spaces, is prohibited.”
University Housing Elections are governed by SHAC’s Independent Elections Commission. Generally, candidates
may request permission to post flyers in living areas, provided they have been properly approved and stamped by the
IEC, or its designee. Candidates are not allowed to post flyers in general building common areas.
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Student Association Elections are subject to Rule S5, above. Candidates are not allowed to solicit votes in the
residential spaces, or to have postings put up in residential spaces. Student Association candidates may submit up to
7 copies of a flyer, to be distributed according to the guidelines in I(A)(2).
Local, State, and National Elections are subject to Rule S5, above. Candidates are not allowed to solicit votes in the
residential spaces, or to have postings put up in residential spaces. To avoid any appearance of partiality, University
Housing will not allow posting of campaign literature by any entity (including postings by candidates, political
parties, special interest groups, PACs).
Cambridge Commons, RiverView & Sandburg Hall Cafeteria Booths
 All University-affiliated groups may reserve a booth in the cafeteria at no charge by contacting Residential Guest
Services. All reservations must be made at least 48 hours in advance. Each reservation includes one-half of an eightfoot table and two chairs.
 Groups are responsible for providing their own AV equipment, if desired. No equipment is available for use at
cafeteria booths in University Housing.
 Since the cafeteria is an extension of our residents’ living space, groups are asked to respect their privacy. Groups
may not solicit (persuade, petition persistently) from the booth. It is expected that organizations will sit at the booth
and hand out information to residents that pass by and express interest in the information being presented. Any
group that is deemed to be harassing or soliciting students will be asked to leave and will lose table reservation
privileges for the rest of the semester.
Cambridge Commons, RiverView & Sandburg Hall Cafeteria Table Tents
All University-affiliated groups may request permission to place materials on the tables in the Residence Hall Cafeterias.
However, materials must be approved by both University Housing and Restaurant Operations. Contact University Housing’s
Outreach Coordinator for more details.
Resident Mailboxes
 Resident mailboxes in University Housing buildings are considered to be the official receptacles for the US Mail as
defined by the US Postal Service. University Housing serves as an agent of the US Postal Service. In order to abide
by US Postal Regulations, University Housing does not usually allow mass stuffing of flyers in mailboxes.
Exceptions may be granted for official University documents that must reach students in a timely manner. To
request permission for a special mailbox stuffing, contact the Service Desk Supervisor at 414-229-2500.
 Businesses may not request a mailbox stuffing. All community advertisements must be sent via US Mail.
Political Campaigning
Anyone desiring to campaign as a candidate or on behalf of a candidate for a UWM student political office must proceed
according to the following policy when campaigning in University Housing buildings.
 Flyers may be posted on residential floors by University Housing staff only. Please see the “Posting Flyers” policy.
 Candidates or their representatives may speak to residents in meeting rooms or house lounges by invitation only
and at the times specified in the invitation. Room reservation charges may apply (see the University Housing
Facility Reservation Policy for information on room rates).
 Candidates or their representatives may reserve a Residence Hall Cafeteria Booth (please see the “Cambridge
Commons, RiverView & Sandburg Hall Cafeteria Booths” section of this policy for procedures and restrictions).
 Candidates or their representatives may not post a banner in commons areas.
 For Students Association and Sandburg Hall Administrative Council elections, candidates may participate in a
SHAC-sponsored debate held in a University Housing building. This will serve as an opportunity for candidates to
meet with University Housing residents face-to-face. Consequently, other face-to-face campaigning not already
covered in this section (i.e., handing out flyers in building lobbies, etc.) is not permitted.
Use of University Facilities
General Policies: Facilities of the University are primarily for University purposes of instruction, research and public service;
they are not available for unrestricted use by non-university groups. If, in the judgment of a University department or
organization, the meetings or activities of a non-university group will contribute to and serve the University’s purposes,
University facilities, when available, and subject to necessary routine procedures administrated by the Chancellor or his/her
designee, may be used by that group, but only upon the invitation of, or under the sponsorship of, a University department or
organization.
Contracts for Use: Any contracts drawn between the University and a non-University group under the above policies shall:
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1. Provide for recovery of costs for such usage to insure that the State will not be required to spend any public funds to
accommodate those renting the premises during the period authorized.
2. Note that authorized use of facilities does not in any way constitute University or State endorsement of the using
organization, its view or objective, or program content.
3. Be limited to uses that do not interfere with primary University uses for which the facilities were intended.
(“Use of Facilities Policies and Procedures, S-23)
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STUDENT ORGANIZATIONS AT UWM ANNUAL PLANNING CALENDAR
This planning calendar is designed to help student organizations plan ahead for the year. Because dates for particular events
change from year to year, only general time frames are listed. Specific dates for a given year will need to be researched by the
organization.
E-mail announcements:
Student Involvement frequently sends email announcements to the four primary contacts and the primary advisor of currently
registered student organizations. These emails contain important information for your organization including fundraising
opportunities, important due dates and deadlines, policy announcements and other time sensitive information. Please make
sure your organization contact email information is current at all times. To see what email is currently listed for your
organization, go to www.stuorgs.uwm.edu and locate your organization in the searchable directory. In addition to email
announcements, be sure to read the “Leading Edge” newsletter available to all organization members at
http://www4.uwm.edu/sao/newsletterpubs.cfm
On-going Applications, proposals, opportunities, etc.:
 New Organization Registration/Chartering and reactivation of previously registered organizations (contact Student
Involvement at 414-229-5780 and visit www.activities.uwm.edu)
 Topical Workshops/Org Training (http://www4.uwm.edu/sao/training/training.cfm)
 Revised/amended Constitutions and Bylaws (submit for approval to Student Involvement)
 Officer Transition meetings with outgoing officers, incoming officers, Faculty/Staff Advisor and Student
Involvement staff (include information on equipment inventories, bank account signatories, email and webpage
passwords, etc.)
 Senate Appropriations Committee (SAC) funding proposals and meetings (Contact SAC at 414-229-2930). Large
Grants (over $700) are only accepted for hearings in November and April, www.sa.uwm.edu
 Check organization mailbox at least once a week!
Plan Ahead!
 Once a week, check mail box and organization email for announcements
 Always keep a photocopy of any application, form, proposal, nomination or other item that is submitted on behalf of
the organization (keep an electronic copy if it was submitted electronically).
 Add your organization’s officer elections to the month they take place in and use the Quick Reference “Officer
Transition” to add pre-election and post-election activities to assist your organization with a smooth transition to
new leadership (http://www4.uwm.edu/sao/publications/publications.cfm).
 Add major events and activities of the organization to the planning calendar to customize it for your organization.
July
Student Appropriations Committee (SAC) large grant allocations for fall become available for expenditure
August
Student organization annual Registration Renewal forms become available (required registration)
Access list for student organization Union office spaces expires on August 31 (submit new access list)
September
Student organization annual renewal forms due (required registration, may include inventories & other obligations)
Access list for student organization Union office spaces expires August 31 (submit new access list)
Student Organization Sign up for Involvement Fair tables deadline
Involvement Fair tabling event takes place
Welcome Week events campus wide/Pantherfest
Check organization mailbox at least once a week
October
SAC grant training for next funding cycle
Check organization mailbox at least once a week
November
Senate Appropriations Committee (SAC) Grant hearings for spring events
Check organization mailbox at least once a week
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December
Update information for all organization contacts*
Check organization mailbox at least once a week
January
Annual Student Organization Achievement Award nominations available
Student Appropriations Committee (SAC) large grant allocations for spring become available
Access list for student organization Union office spaces expires January 31 (submit new access list)
Check organization mailbox at least once a week
February
SAC grant training for next funding cycle
Check organization mailbox at least once a week
Access list for student organization Union office spaces expires January 31 (submit new access list)
Union Policy Board (UPB) applications for Union office space
March
Annual Student Organization Achievement Award nominations due date
Check organization mailbox at least once a week
Spring Break week
April
Student Appropriations Committee (SAC) large grant hearings for fall events
Annual Student Organization Achievement Awards Ceremony
Student Association Elections, www.sa.uwm.edu
Check organization mailbox at least once a week
May
Union office space leases expire (Union Policy Board)
Access list for student organization Union office spaces expires on May 31 (submit new access list)
Check organization mailbox at least once a week
June
Newly elected Student Association officers take office
Union office space new leases begin (Union Policy Board)
Access list for student organization Union office spaces expires May 31 (submit new access list)
Update contact information for all organization contacts*
Spring Graduation
Check organization mailbox at least once a week
*Update contact information to insure that there will be someone authorized to do business for the organization if some/many
of the current contacts will not be enrolling at UWM for the next semester (graduating, transferring, study abroad, etc.)
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UNIVERSITY GENERAL POSTING BULLETIN BOARDS
Bulletin Boards Belonging to the University
 “Posting on a bulletin board” means attaching anything to the bulletin board. Only masking tape, staples, or thumb tacks may be used for posting.
 Posting on departmental bulletin boards or classroom blackboards requires the prior approval of the department(s).
 Bulletin boards on campus other than those assigned to departments or organizations are “General Notice” boards and may be posted by:
 Private individuals selling personal property under the Wisconsin Administrative Code, Section UWS 18.11(8)(b)
 Student organizations
 University departments
 Employees
 Candidates for student offices
 Posters may not be larger than 14" X 22". Those posted to advertise sale of personal property as noted above may not exceed 8 1/2" X 11" (3" X 5" for
some boards).
 Only one poster concerning a topic or event may be posted on a bulletin board at any one time.
 No other current poster may be obscured or removed in posting.
 Posters must indicate organization sponsorship.
 All materials posted in violation of University regulations will be removed.
 All campus bulletin boards are cleared of all posted materials at the end of each fall, spring and summer semester by custodial staff.
Bolton
53
56
64
68
84
91
150
183
262
251A
277
280
Business
S280
Chemistry
199
Cunningham
167
Curtin
133
227
EMS
Runner across wall outside E180
102
156
209
W249
E295-S
2nd floor elevator
Enderis
103
107
Fine Arts/Music
Inside 1st floor lounge
Garland
125
Lapham
104
160
161
162
252
258
284
Mellencamp
118
Mitchell
1st floor main campus entrance
140
166
147
185
233
371
Physics
128
133
Merrill
147
University Housing
Deliver 7 copies to Sandburg Service Desk,
Attention: Outreach Coordinator
Union
No general boards available in the building.
All material for posting in the Union must be submitted to
the Union Marketing Office,
Union WG50.
General campus bulletin boards can be changed to a campus department board without notice. Please pay close
attention to what is posted on the bulletin boards listed above. If a campus department name or campus department
information is listed on the board, the board belongs to that campus department.
©2015 Student Organization Manual, UW-Milwaukee, Page 66 of 67
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