Northern Kentucky University Organization Advisors,
The Center for Student Engagement would like to welcome you to the 2021-2022 Academic Year. Your involvement in student organizations is critical to your collegiate experience and the greater Norse Community!
Our office is committed to you and your organization's success as you play a monumental role in creating a sense of belonging here at Northern Kentucky University. This handbook provides the foundation to collaborate and work towards these goals together. It will provide you and your organization with the tools and resources to navigate your way through NKU.
Please feel free to connect with us through social media or visit us in person. Our social media handles are below and our office is in the James and Rachel Votruba Student Union, Suite 316. Our office is open Monday thru Friday from 8:15 - 4:30, except for university holidays, events, and closings. You can also reach us at (859) 572-6514 or email@example.com
Why become involved in student organizations? What is gained from active participation in a club or fraternity? Many are not aware of the benefits students gain from campus involvement and view extracurricular activities as a diversion for students. However, student organizations are about more than fun and games. They also promote campus and community engagement, stimulate cultural understanding and facilitate a sense of learning and development that transcends the classroom setting.
In addition to complementing classroom learning and student development, student organizational involvement can also:
Additionally, student organizations are fun for all involved. Students who find college fulfilling and rewarding are more likely to persist with their education and meet their personal goals. Campus involvement makes a significant contribution to learning during the college experience because it facilitates the development of the whole student. By accepting the role of an advisor, you too are helping to contribute to this development.
By accepting the position of advisor to a registered student organization (RSO), you have chosen to become involved with campus activities. An advisor is a consultant to an organization and assists in the growth and development of the group by providing direction, advice, understanding and clarification.
Every student organization is required to have an advisor who is a faculty or staff member of NKU. The only exception to this is for organizations who fall under Fraternity and Sorority Life (IFC, NPC, NPHC, and/or MGC). Any questions regarding this should be directed to the Center for Student Engagement. Graduate students are not eligible to fulfill the requirements of an organization advisor. The advisor agrees to assist the organization, to provide an educational experience for its individual members and to be familiar with its programs and activities. The Center for Student Engagement is available to assist advisors with questions concerning their organizations.
Faculty/Staff Advisors provide a vital link between students, their organizations, and the University. Their relationship often bridges the gap between classroom and out of class activities. The specific duties of the advisor shall be determined and agreed upon by the individual advisor and the organization's leadership. As a general rule, advisors should be familiar with the student organization's program and should counsel the student organization in the exercise of responsibility.
An advisor should:
As organizations plan programs, advisors may want to review issues pertaining to the location of the event and the type of activity begin conducted by the group. These issues include but are not limited to assessing event risk, understanding the purpose of the program, and outlining event goals. Some questions you may want to review are:
Once the purpose and goals of the program are defined, you can assist students in developing a comprehensive plan of action taking into consideration the following concerns:
Lastly, evaluate processes used during planning and the outcome of the event. This will help make future programs more successful and weed out concerns from the beginning.
Student Organizations are expected to abide by the Policies of the University and will be held accountable for failure to comply. For a complete listing of the Administrative Regulations, please refer to the Office of Policy Administration. The entire A to Z Listing can be accessed on line through the following web address: https://inside.nku.edu/policy/policies/azlisting.html
All registered students organizations are expected to comply with the Northern Kentucky University Alcohol Policy which can be found at: https://inside.nku.edu/content/dam/policy/docs/PoIicies/AlcoholicBeverages. pdf
Below are some selected parts of the Alcohol Policy but this is not an all-inclusive list. To be certain that your organization is in compliance review the policy in its entirety.
Regulations Concerning Alcoholic Beverages
Alcohol at Events
If your organization is planning at event where alcohol may be served, please review the policy in its entirety. Additionally, the Alcohol Beverage Event Form (https://nku.co1.qualtrics.com/ jfe/form/SV 80MbNRdVnhpMa TH) must be submitted at least two weeks prior to the event.
Possible penalties for violations of these regulations include, but are not necessarily limited to, the following:
In addition to 1. and 2. above, students and/or student organizations may be subject to these penalties:
Student organizations shall designate one person, perhaps an officer of that organization, to assume responsibility for assuring that there is knowledge of and compliance with these alcohol policies. It is recommended that this person participate in a special educational program offered by the Dean of Students.
This document may be accessed at: https://inside.nku.edu/content/dam/policy/docs/Policies/Prohibition%20of%20Hazing.pdf
Prohibition of Hazing
In accordance with Kentucky Revised (KRS) 164.375, Northern Kentucky University prohibits any action or situation that recklessly or intentionally endangers mental or physical health or involves the forced consumption of liquor or drugs for the purpose of initiation into or affiliation with any organization. Penalties for violation of the hazing policy shall include but are not limited to:
Hazing under the statute means any intentional, knowing, or reckless act occurring on or off the campus of an educational institution, by one (1) person alone or acting with others, directed against a student, that endangers the mental or physical health or safety of a student for the purpose of pledging, being initiated into, affiliating with, holding office in, or maintaining membership in any organization whose members are, or include, students in an educational institution. The term hazing under the statute includes but is not limited to offenses that subject the student to an unreasonable risk or harm or that adversely affect the mental or physical health or safety of the student.
Individuals within the organizations, as well as the organization itself, may be found in violation. Investigations and/or sanctioning of individual hazing offenses will be conducted in collaboration with the Office of Student Conduct, Rights, and Advocacy. Individuals who have firsthand knowledge of hazing, including those being hazed, are required to report that knowledge to appropriate University officials. Any student who has been hazed or thinks they are going to be hazed should report such actions to the Center for Student Engagement, Office of Student Conduct, Rights, and Advocacy or the Vice President for Student Affairs.
Actions that are against accepted organization standards of conduct, behavior and good tastes. An activity or attitude directed toward a prospective member or member or an act which ridicules, humiliates or embarrasses. Examples include:
Anything that causes mental or physical discomfort to the prospective member or members. Any activity directed toward a prospective member or activity which confuses, frustrates or causes undue stress. Examples include:
Anything that causes physical and/or emotional harm. Examples include:
The Late Night Event Policy and Registration form may be accessed through the Student Union website.
Student Organizations wishing to host such events must schedule a meeting with Student Union/University Center management to thoroughly review the policy and registration requirements.
This policy can be found at: https://inside.nku.edu/content/dam/policy/docs/Policies/Visible%20Alterations%20to%20the%20Campus.pdf
To insure the orderly functioning of the University and to permit Registered Student Organizations or University departments an opportunity to supplement their allocated resources, Northern Kentucky University permits only these organizations and departments to engage in sales and/or solicitation as a part of their legitimate service and educational activities. Any registered student organization sponsoring a vendor on campus (jewelry, books, tye dye, etc.), MUST reserve their date on the myEngagement Community Calendar. The Center for Student Engagement will approve the request and contact the Registered Student Organization. The location for the vendor MUST be reserved through the online scheduling system by the registered student organizations on campus advisor.
Student Organization that will be selling any item must complete the Sales and Solicitation Form available on Presence at: https://nku.presence.io/form/sales-and-solicitation-form
Facility reservations are an extremely important service of the Student Union/University Center. In order to accommodate groups requesting to use the Student Union/University Center facilities, it is important for everyone to fully cooperate with the reservation policy. Every effort will be made by Student Union staff to honor all requests. Please refer to the complete listing of Student Union/University Center Reservations Procedures and Policies online: https://inside.nku.edu/content/dam/policy/docs/Policies/Reservation%20Policy.pdf or Student Union/University Center room reservations please refer to the information on line or call 859-572-5760. Student Organizations must have the on-campus organization advisor submit room reservation requests on-line for all buildings through the on-line scheduler: https://inside.nku.edu/room-request.html
If the Student Organization on campus advisor is not available to submit a room reservation the Student Organization may reach out to the Center for Student Engagement and a staff member will assist with completing the reservation and contact the Student Organization with a reservation confirmation.
Registered student organizations with the Center for Student Engagement and University departments of Northern Kentucky University are eligible to post materials on campus. Posting must follow the Poster Policy which can be found at: https://inside.nku.edu/studentaffairs/departments/studentunion/policies-procedures.html
Registered student organizations may also advertise by chalking walkways. The Chalking policy should be reviewed prior at https://inside.nku.edu/studentaffairs/departments/studentunion/policies-procedures.html
This policy applies to any individual or organization not otherwise recognized as a Northern Kentucky University Operations and Maintenance, commercial establishment, educational/scientific laboratory or clinic that is involved with the use of open flame to accomplish work assignments and procedures.
The burning of candles, sparklers, incense, paper leaflets, combustible figurines, pyrotechnic device, or any other combustible material is prohibited on university property. Any fire caused by the unauthorized use of open flames will be considered arson.
There are exceptions to the policy, however they are not to be considered automatic or preapproved exemptions from compliance with this policy. They can be found on the NKU Policy website or by contacting the Center for Student Engagement. The department responsible for an event which includes an activity to which this policy applies shall request approval from Safety and Environmental Compliance for an exception as defined above. The Department shall seek and must receive approval prior to each event for which the exception is required. An activity scheduled for several consecutive days or times shall be considered as one event, however an inspection may be required prior to each day or time of the event.
Northern Kentucky University recognizes and confirms the right of all members of the University community to free expression, assembly, and advocacy. To facilitate the effective use and enjoyment of the facilities of the campus for the exercise of such rights and to minimize conflict between the form of their exercise and the rights of others in the effective use of University facilities, the following regulations are herewith established:
Northern Kentucky University believes that student organizations play a vital role in every student's education. Therefore, every student shall have the right to participate in the student organization of his or her choice regardless of age, race, color, religion, sex (including sexual harassment and sexual violence), sexual orientation, gender, gender identity, gender expression, national origin, ethnic origin, disability, genetic information, veteran status and any other basis protected by law.
Northern Kentucky University encourages students to join and actively participate in all registered student organizations. Additionally, NKU encourages students to recruit new members for their organizations and to create new organizations when needs are not met by existing groups.
A criterion for registration as an organization on NKU's campus is the requirement that the organization shall have a policy that every student shall have the right to actively participate in that student organization regardless of age, race, color, religion, sex (including sexual harassment and sexual violence), sexual orientation, gender, gender identity, gender expression, national origin, ethnic origin, disability, genetic information, veteran status and any other basis protected by law. and shall have equal opportunities for membership in all registered student organizations.
The exception shall be the recognized social fraternities and sororities whose right to remain single sex organizations is guaranteed under Title IX of the Education Amendments of 1972. Every other provision of this statement applies to those organizations as it does to all student organizations.
Therefore, no student organization shall refuse membership to a student on the basis of age, race, color, religion, sex (including sexual harassment and sexual violence), sexual orientation, gender, gender identity, gender expression, national origin, ethnic origin, disability, genetic information, veteran status and any other basis protected by law. Nor shall any student organization discharge a member without just cause or otherwise illegally discriminate against that person with respect to privileges and promotions within that student organization.
Furthermore, no student organization shall limit or classify its members on the basis of age, race, color, religion, sex (including sexual harassment and sexual violence), sexual orientation, gender, gender identity, gender expression, national origin, ethnic origin, disability, genetic information, veteran status and any other basis protected by law.
No student organization shall have any subordinate members or subordinate organizations affiliated with it that are discriminatory on the basis of age, race, color, religion, sex (including sexual harassment and sexual violence), sexual orientation, gender, gender identity, gender expression, national origin, ethnic origin, disability, genetic information, veteran status and any other basis protected by law. Every member of every organization shall be a full member entitled to all of the rights and privileges of said membership. Those organizations with an initiation period for new members must have this initiation period approved by the University. The existence of said initiation period and organizational policy and procedures must not violate any University policy.
Further, no student organization shall print, publish, cause to be printed or published any material that is discriminatory on the basis of age, race, color, religion, sex (including sexual harassment and sexual violence), sexual orientation, gender, gender identity, gender expression, national origin, ethnic origin, disability, genetic information, veteran status and any other basis protected by law.
Nor shall any student organization conduct any activities that tend to harass, embarrass or generally disturb any person on the basis of age, race, color, religion, sex (including sexual harassment and sexual violence), sexual orientation, gender, gender identity, gender expression, national origin, ethnic origin, disability, genetic information, veteran status and any other basis protected by law.
Any violation of this statement by any student organization shall result in disciplinary action. Students may file a complaint with the Office of Student Conduct, Rights. Penalties for violations of this policy may result in suspension or probation of the organization and loss of privileges associated with registered student organizations.
As a professional courtesy, the Office of the President would like to be informed when an elected or appointed local, state, regional, or national official is invited to campus by departments or student organizations. When appropriate, the President would like the option to informally greet and interact with the officials without interfering with the scheduled event. Due to the busy nature of the President's schedule, advance notification is requested to anticipate scheduling conflicts. The student organization advisor or person coordinating the event is requested to notify the Center for Student Engagement at least two weeks prior to finalizing the scheduling of visits of such officials.
If your student organizations would like to invite the President, Cabinet Members, Vice Presidents, or Assistant Vice President for Student Affairs to either attend or speak at your planned organization events, you must complete the request form through myEngagement at: https://nku.presence.io/form/request-to-invite-the-university-president-or-cabinet-members-to-events. Please include specific details of the event, including date, time, location, and purpose of the person's attendance. The Center for Student Engagement will confirm attendance with the student organization.
The Face-To-Face Teaching Exemption
Section 110 of the 1984 Copyright Act does provide a specific exemption to the licensing of what is clearly a public performance - "Face-to-face teaching." To qualify for the exemption, the showing must occur in a face-to-face teaching situation at a non-profit educational institution and you must be able to answer YES to all of the following six criteria:
If you have answered NO to any of the six criteria, you do NOT qualify for an exemption. You must obtain a public performance license.
Registered Student Organizations may show films on campus as long as they are purchased through a movie licensing company. The cost usually starts at $250 and goes up, depending on the studio, title and event date. Prices fluctuate on a weekly basis. For more information contact one of the movie licensing companies listed below:
Registered Student Organizations may not stream any movies to its membership on any streaming platform (i.e. Netflix, Hulu, Amazon Prime, Disney+, etc), or use any party streaming platforms (Netflix Party, Group Watch, etc). To show a film to your organization or the general student body, you must go through one of the movie licensing companies listed above.
Organizations found in violation of this will be subjected to disciplinary actions through the Center for Student Engagement and/or legal actions for copyright violation. Please contact the Center for Student Engagement if your organization wishes to show a movie, and we will help you schedule and purchase it from one of the companies listed above.
Please be advised that the Center for Student Engagement encourages and expects compliance by registered student organizations with the following guidelines. The ability of a registered organization to sponsor an event and the continued registration of the organization by the University will be contingent on compliance.
If you answered yes to any of these questions, then your organization may be held accountable for behavior that occurs at this event.
Northern Kentucky University has contracted with Chartwells the exclusive agent to purchase, prepare, and sell food, food products, and non-alcoholic beverages on its campus in Highland Heights, Kentucky, except as mutually agreed upon by NKU and the food service company.
Stipulations for registered student organizations include the following:
Chartwells is the sole food service operation at Northern Kentucky University. By contracted agreement with the University, they are the only agents through which any organization may negotiate and determine any food services for any event on campus.
Student organizations are responsible for payment for any services contracted with Chartwells. Should the student organization cancel an event, remember it is the responsibility of the student organization in canceling the food service- otherwise the student organization will be liable for payment. Always follow through with the details.
The campus dining contractor, Chartwells, has exclusive rights to provide food serves and catering on campus for Northern Kentucky University. If student organizations would prefer not to use Chartwells for small food orders in university buildings (under $250) and bring food and supplies from off-campus, they must receive approval 10 business days in advance of the scheduled event.
The form located at the following link needs to be completed and approved 10 days prior to the event. Within five (5) days of the event an itemized receipt must be sent to firstname.lastname@example.org. Groups that exceed the $250 amount or bring in unauthorized food will lose their privileges.
It is the position of the Center for Student Engagement of Northern Kentucky University that all student organizations support the interest of the University by:
Because the Center for Student Engagement supports the aforementioned position, the following privileges are conferred on all Registered Student Organizations in good standing:
The Center for Student Engagement further believes that part of the developmental process includes holding our registered student organizations and their membership accountable if they fail to meet the responsibilities outlined below:
The following items should be done to complete the renewal process each Spring:
Keep This Information Current in Presence:
Preventive Maintenance for Officers
Accepting the position of advisor to a student organization means accepting extra responsibility! To ease your worries and concerns here are some basic questions that normally arise when dealing with liability issues.
What is my liability as an advisor to a student organization?
With nearly 200 student organizations at NKU, the type of liability or risk will vary depending on the type of organization for which you are an advisor and the type of activities that are involved. Rather than address specific organizations or activities, a generic list of suggestions is intended to assist you with your responsibilities as an advisor.
How will I know I am officially an advisor?
It is the responsibility of the Student Organization to identify faculty/staff members that may be willing to serve as their advisor. Many times, there is a natural fit between an academic program and a related student organization. Some organizations, hosted/supported by specific University Departments, are advised by a faculty/staff member that has that role included in their job description. Many student organizations are able to find faculty/staff members with similar interests that are willing to serve as the organization advisor. Occasionally, student organizations “draft” advisors and list them on official documents without actually confirming that the faculty/staff member is willing to serve! Once an advisor has agreed to serve, the organization should notify the Center for Student Engagement and provide accurate contact information. To ensure proper communication and appropriate recognition for each organization’s advisor, it is imperative that the organization update this information through our on-line system.
When should I anticipate risks?
You should anticipate risks which may arise out of any decision or situation. Regardless of what organization or activity is involved, there will always be an opportunity for something out of the ordinary to happen—a risk. However, if decisions are made consistently and in good faith, and reasonable precautions are taken, the risk involved can be minimized. Call the Center for Student Engagement with any specific questions regarding activities or student organization concerns.
Many advisors are concerned that they must “approve” room reservation requests for student groups. This approval DOES NOT constitute responsibility for the contents of the room. Ultimately, it is the student group’s responsibility to maintain the condition of the room. By “approving” a room reservation request, you are NOT committing to attendance at the activity.
What type of authority do I have?
Be aware of the scope of your authority. The University grants students organization advisors the authority to make certain decisions or take certain actions within their stated responsibilities as an advisor. The University also reserves certain rights (for instance, the signing of any contracts). If you remain within the designated responsibilities of the position, you will be able to avoid many unnecessary risks.
The following are resources available to active registered student organizations. This list is not comprehensive and information is subject to change.
Bulk Mail Service
When sending 300 or more pieces of mail at one time, it is possible to save money by following the guidelines for bulk mail as provided by University Mail Service. Please contact mailing services located in the Landrum Annex 100 for assistance or call (859) 572-5211.
The Campus Recreation Center is a great place for a wide variety of events. All reservation requests must be submitted 14 days prior to your desired event date. Please consult our reservation policies for a full list of guidelines. Please refer to the Campus Rec website for policies and details.
Registered student organizations may utilize the services of the University's Copy/Printing Services department. Student organizations must submit their copy/print job to the Student Engagement Office who will work with the Copy/Printing Services. All payments must be made to the Student Engagement Office within two weeks of receipt of job.
Registered student organizations may use campus facilities. Reservations must be done on-line by the on-campus advisor at: https://inside.nku.edu/room-request.htmI.
The Leader's Link
The Center for Student Engagement generates the Leader's Link. An electronic newsletter to keep all NKU students informed of upcoming campus events, deadlines and other information students need to know. The newsletter is sent out weekly to all officers and advisors. To have your student organization event or information appear in the Leader's Link, send your announcement to email@example.com by noon on each Thursday to appear in that week's edition of the news service. All information must be pertinent or open to all students. Your message must be limited to 100 words and should be typed into the body of the email. The subject should indicate the title of the activity. Do not format the info with bullets or any unusual fonts. Do not send attachments or graphics. Your contact information should be included in the email. Repeat messages will only be run as space is available. If the message does not meet these standards, it may be discarded without notification.
Registered student organizations may request assistance with IT and technology needs through the Student Union/University Center staff, the on-line room reservation process and/or by submitting an on-line request at https://infra.nku.edu/lnfraForms/.
Student Organization Mail and Mailboxes
The Center for Student Engagement provides mailboxes to Registered Student Organizations at no charge to the organization, upon registration of the organization and on a first come, first serve basis. The President of the organization will receive written notification of the mailbox number.
The mailboxes are located on the third floor of the Student Union outside Suite 316, The Center for Student Engagement. It is the responsibility of the student organization to check the mailbox weekly. Mailbox privileges will be revoked if mail is left to accumulate.
The student organization may use these mailboxes to send notices to other student organizations by bringing the information that is to be distributed to the Center for Student Engagement, SU 316 during normal working hours.
Student Organization Addresses
A student organization address is NOT to include Northern Kentucky University as an affiliate. Each organization is its own entity. Always use the student organization name that is used when registering on Presence.
An example of an address to use is:
Order of Omega
c/o Center for Student Engagement
Nunn Dr., Student Union Suite 316
Highland Heights, KY 41099
The address should not be listed as:
Order of Omega of Northern Kentucky University
c/o Student Engagement, Student Union Suite 316
Highland Heights, KY 41099
Website & Email Accounts
The Center for Student Engagement encourages all registered student organizations to utilize the Presence system to build an organization website. Each Organization will receive a standard website option as a part of the Organization Portal. Student organizations may create additional websites and link them to the Presence Portal.
The following questions will provide an assessment of your organization's advisor. Yes No Item
____ ____ The advisor provides motivation and encouragement to members.
____ ____ The advisor knows the goals of the organization.
____ ____ The advisor attends regularly scheduled executive board meetings.
____ ____ The advisor attends regularly scheduled organizational meetings.
____ ____ The advisor meets regularly with the officers of the organization.
____ ____ The advisor attends the organization's special events.
____ ____ The advisor assists with the orientation and training of new officers.
____ ____ The advisor helps provide continuity for the organization.
____ ____ The advisor confronts the negative behavior of members.
____ ____ The advisor understands principles of group development.
____ ____ The advisor understands how students grow and learn.
____ ____ The advisor understands the principles that lead to orderly meetings.
____ ____ The advisor has read the group's constitution and by-laws.
____ ____ The advisor understands the principles of good fundraising.
____ ____ The advisor understands how issues of diversity affect the organization.
____ ____ The advisor attends conferences with the organization's members.
____ ____ The advisor knows the steps to follow in developing a program.
____ ____ The advisor can identify what members have learned by participating.
____ ____ The advisor knows the members.