Registered Student Organization Handbook

All registered students organizations are expected to comply with the Northern Kentucky University Alcohol Policy.

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

1. The possession and/or consumption of alcoholic beverages on the campus of Northern Kentucky University is prohibited except as permitted by law (KRS 244.020, KRS 244.080, KRS 244.085) and institutional policy stated herein.
2. The possession and/or consumption of alcoholic beverages in Northern Kentucky University residence halls is absolutely prohibited.
3. Alcoholic beverages shall not be sold or served to anyone under the age of 21.
4. No alcoholic beverages shall be sold or served to an intoxicated and/or disorderly person.
5. All faculty, staff, and students must obey all applicable state and local laws and University regulations pertaining to the sale and use of alcoholic beverages.
6. The sale, serving, and consumption of alcoholic beverages are strictly prohibited except in areas and at times and dates licensed by the Kentucky Alcohol Beverage Control Board, or similar agencies in other states. Persons under 21 years of age shall not legally possess or consume alcoholic beverages in Kentucky.
7. The furnishing of alcoholic beverages to underage person is strictly prohibited both by policy of the University and by statue of the Commonwealth. Use of fraudulent identification to procure alcoholic beverages is also prohibited.
8. Adequate alternative beverages and snacks and/or food must be readily available at all social functions where alcohol is served.
9. Sponsoring groups and organizations will be responsible for providing security to ensure that guests conduct themselves properly and to assist with crowd control.
10. Sponsors of an activity should cease serving alcoholic beverages at least one-half hour prior to the end of the scheduled activity.
11. No persons under the age of 21 years shall be permitted to sell or serve alcoholic beverages.
12. No persons authorized to sell or serve alcoholic beverages may consume such beverages while they are so engaged.
13. Promotion and advertising of events where alcohol will be consumed should not encourage any form of alcohol abuse, nor should events be advertised which place emphasis on quantity and frequency of use of alcohol (e.g., chugging events).
14. Beverage alcohol (kegs and cases of beer, bottles of distilled spirits or wine) should not be provided as awards or prizes to individuals or campus organizations.
15. Beer distributors, liquor companies, bars, and night clubs are not permitted to: (1) advertise on campus; (2) co-sponsor an event with a student organization; (3) advertise on any schedule card, athletic brochure or press guide, invitation, or other printed material; and (4) provide advertising for University events presented on radio or television.
16. Northern Kentucky University does not assume responsibility for unofficial events held off campus involving individuals or groups affiliated with the University.
17. Violations of alcohol-related University policies and regulations by any member of the NKU community shall be reported to one of the following University offices:
    1. Students- Student Conduct, Rights, and Advocacy
    2. Faculty- Vice President for Academic Affairs and Provost
    3. Staff- Human Resources
    4. Guests and all others- University Police

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 must be submitted at least two weeks prior to the event.

Policy Violations

Possible penalties for violations of these regulations include, but are not necessarily limited to, the following:

1. Legal action by individuals or governmental authorities including possible sanctions of citation or arrest.
2. University disciplinary action under the Student Code, Faculty Policies and Procedures Handbook, Salmon P. Chase College of Law Faculty Handbook, Handbook for Department Chairpersons, or Personnel Policy and Procedure Manual.

In addition to 1. and 2. above, students and/or student organizations may be subject to these penalties:

• Loss, curtailment, or elimination of student social functions, and notifications of national organizations where applicable.
• Loss of status as a registered student organization.

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.

All registered students organizations are expected to comply with the Northern Kentucky University Anti-Hazing Policy.

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:

1. Student violators will be subject to possible suspension or expulsion from the University or other appropriate disciplinary action in accordance with the Code of Student Rights and Responsibilities.
2. Faculty and staff violators will be subject to possible loss of employment from the University or other action in accordance with the Faculty Policies and Procedures Handbook, Salmon P. Chase College of Law Faculty Handbook, Handbook for Department Chairpersons, and personnel Policy and Procedures Manual. Faculty, staff or student organization that authorize or contribute to actions that violate this policy shall lose University authorization to operate on campus property.
3. Officers of such organizations may be held individually responsible for the actions of their organizations.
4. Visitors, licensees, and invitees to Northern Kentucky University who violate this policy will be removed from University property and may be subject to prosecution.

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.

Subtle Hazing

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:

1. Ignoring or ostracizing or publicly shunning a member or prospective member(s).
2. Calling prospective members demeaning names or requiring prospective members to call members Mr., Miss, etc.
3. Silence periods for prospective members.
4. Any form of demerits.

Harassment Hazing

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:

1. Verbal abuse.
2. Sleep deprivation.
3. Any form of questioning under pressure or in an uncomfortable position.
4. Requiring prospective members to wear ridiculous costumes or perform ridiculous activities.
5. Requiring only prospective members to enter by back door or go up back staircase or limiting access to facilities.
6. Stunt or skit nights/events with demeaning and/or crude skits and/or poems.
7. Requiring prospective members to perform personal service to actives such as carrying books, running errands, performing maid duties, etc.

Violent Hazing

Anything that causes physical and/or emotional harm. Examples include:

1. Forced consumption or use of food, beverages (especially alcohol) or any other substance.
2. Excessive exercise.
3. Sexual violation.
4. Assault including paddling, beating.
5. Burning or Brandings

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 Presence 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.

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.

For Student Union/University Center room reservations please refer to the information on the website. Student Organizations must have the on-campus organization advisor submit room reservation requests on-line for all buildings through the on-line scheduler: Room Request website

If the Student Organization on campus advisor is not available to submit a room reservation, the Student Organization may request assistance from the Student Engagement staff.

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 on the Student Union website.

Registered student organizations may also advertise by chalking walkways. The University Chalking Policy should be reviewed prior to chalking on sidewalks or walkways.

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.

Please review the Open Flame Policy for more information.

Discrepencies between the policy summary listed on this site and the published policy will always defer to the official policy. The Center for Student Engagement is not responsible for changed, missing, or incorrect information listed on this site. It is the responsibility of the student(s) and organization to review and understand the published university policy.

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:

1. Planned or spontaneous demonstrations, meetings, or assemblies may be conducted in those appropriate areas of the campus which are regularly available to the public, provided such demonstrations, meetings, or other assemblies:
   1. Are conducted in a lawful and orderly manner.
   2. Do not prohibit or interference with vehicular or pedestrian traffic.
   3. Do not interfere with classes, other scheduled meetings, events, and ceremonies or with other educational processes of the University.
   4. Are conducted in conformity with state statutes.
   5. Are conducted only with specific authorization when held in (1) University buildings, or (2) University fields and recreation areas, or (3) residential areas of the campus, or (4) other areas available by reservation only.
2. Reservation of appropriate University grounds, areas, facilities, or other University property for the purpose of conducting a demonstration, meeting, or other assembly will be granted, subject to the restrictions contained in section #1 above, to the following described University organizations, groups, and individuals:
   1. Registered Student Organizations on file and available in the office of the Director of Student Engagement.
   2. Members of the University faculty and staff, for extracurricular events related to their University duties.
   3. Official alumni groups and similar University-related organizations, departments, and other units of the University, for events directly related to their purposes and in keeping with the University's role as an educational institution.

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.

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 of the following seven criteria:

1. Performances and displays of audiovisual works must be made from legitimate sources, such as pre-recorded videocassettes. Copies made from legitimate sources or broadcasts are not allowed.
2. Performances and displays must be part of a systematic course of instruction and not for entertainment, recreation, or cultural value. The instructor should be able to show how the use of the motion picture contributes to the overall course study and syllabus. The course MUST be a credit course, and must be recognized by the institution and for which students must register.
3. The instructors or pupils must give performances and displays from the same location in which it is being screened; no broadcasting from outside sources (such as closed-circuit television) is allowed.
4. Performances and displays must be given in classrooms and other places devoted to instruction; library screening rooms, residence hall lounges, rathskellers and cafeterias do not qualify.
5. Performances and displays must be a part of the teaching activities at a non-profit educational institution.
6. Businesses that conduct educational seminars and certain technical schools do not qualify.
7. Attendance is limited to the instructors, pupils and guest lecturers. Only students registered for the class may attend the screening. No fee specific to the screening may be charged.

**If you have answered NO to any of the seven 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:

1. Motion Picture Licensing Company (MPLC)- www.mplc.org
2. Swank Motion Pictures - www.swank.com
3. Criterion Pictures USA - www.criterionpicusa.com

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.

1. Registered student organizations are expected to comply with University Regulations and with state and local laws regarding the conduct of members and guests at all times.
2. During social events, student officers will be held accountable for compliance by members and guests.
3. All parties where alcohol is present should be closed to all but members and invited guests. As a result, if alcohol is present, no advertisement of this event via flyers, posters, newspaper ads, etc. is permitted either on or off campus. Guest lists are to be used to document those invited to the event and serve as a sign in sheet for those attending the event. We recommend that organizations keep a copy of the guest list and sign in sheet on file for one year following the event. All other groups who participate in the event where a guest list is maintained should be able to gain access to the lists after the event, if they deem it necessary.
4. Should alcohol be present at an event, non-alcoholic beverages and food items also are to be served and conspicuously displayed.
5. Greek Letter Organizations and student organizations with national affiliations are expected to follow the Risk Management Policy as defined by their national organization.
6. No alcoholic beverages may be purchased through the organization treasury nor may the purchase of same for members or guests be undertaken or coordinated by any member in the name of or on behalf of the organization. The purchase and/or use of a bulk quantity of such alcoholic beverages (e.g. kegs) is prohibited.
7. Pre-parties and spontaneous events will be considered organization events if you answer yes to any of these questions:
   1. Is the pre-party/ spontaneous event taking place in the same location as an organization sponsored activity?
   2. Is the event sponsored by a member of the organization?
   3. Are half of the people in attendance members of the organization?
   4. Is half of the organization in attendance?
   5. Was the pre-party/spontaneous party discussed at a meeting?

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:

1. Each organization must be registered with the Center for Student Engagement.
2. BAKE SALES: A bake sale is defined as the sale of baked goods, pastry, doughnuts, cookies, etc. that do not require refrigeration or heat to maintain product safety. All other types of food sales are prohibited unless otherwise authorized in writing by the Director of Food Services.
3. Other than bake sales NO food sales may be held on campus without the written consent of the Office of Business Operations. The Request for Exception to the Food Policy is available on the Business Operations and Auxiliary Services website.
4. Locations, such as the plaza front to Nunn Hall, the first floor of Nunn Hall in front of the elevators, and other areas inside campus buildings, must be reserved and confirmed by through the online scheduler by an on-campus advisor unless otherwise directed. Certain lobby areas are not currently available to reserve.
5. The food service director is willing to advise any organization dealing with food donations on Health and Sanitation Department regulations under which such food sales must be conducted. They will also cooperate with any group on the procurement of supplies.
6. All poster, flyers, etc., advertising a Bake Sale must be approved and stamped for posting by the Student Union Information Desk.

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.

1. Chartwells will work in cooperation with any registered organization to provide:
   1. Food services for any on-campus or off-campus event.
   2. Written estimates for services.
   3. Procurement of supplies relates to events (paper plates, etc.).
   4. Special occasions whenever food service is provided by other sources (students, etc.).
2. Should occasion call for other food services, permission for the service must be met by Chartwells and the Center for Student Engagement.

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.

Policy Details:

• This policy is limited to catered and donated food for meetings and events only. Re-selling of food is not permitted.
• Exceptions to the use of Chartwells for food needs on campus may be considered by submitting a campus food waiver request 10 business days in advance of the scheduled event. Foods may not be comingled with Chartwells supplied foods.
• The total retail value of the food may not exceed $250
• Groups many not cook their own food and bring it in or bring in cooked food from parents, churches, etc.
• Grilling of food is not permitted.
• No pans of food that require warming with sterno and chaffing dishes are permitted.
• Food items that are permitted include – bagels, cookies, candy, sub sandwiches, pizza, cheese trays, cakes, chips, soft drinks.

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 aikmans1@nku.edu. Groups that exceed the $250 amount or bring in unauthorized food will lose their privileges.

https://nku.presence.io/form/off-campus-food-providers-waiver