THE OFFICE OF STUDENT ENGAGEMENT

STUDENT
ORGANIZATION
GUIDEBOOk
2019-2020
 INTRODUCTION
Welcome to the Office of Student Engagement!
The Office of Student Engagement (OSE) oversees all recognized student organizations at Ithaca
College. We assist with planning events, navigating the recognition process, managing finances and providing
leadership development opportunities. For questions regarding student organizations, please contact our
office in Egbert 325!
Phone: (607)-274-3222
Email: ose@ithaca.edu | studentorgs@ithaca.edu

The Office of Student Engagement provides innovative and collaborative learning

opportunities to empower all students at Ithaca College to feel a sense of belonging,
explore their passions, and make a difference.

Meet the Team!

Mary Holland - Bavis

Associate Director of Student Involvement
The Associate Director of Student Involvement oversees all general student organizations.
For recognition approval, help with event planning, including executing contracts with speak-
ers and artists, and IC Engage, please contact meholland@ithaca.edu.

Patti Banfield
Student Organization Business Coordinator
The Student Organization Business Coordinator manages finances for recognized
student organizations. For business and travel questions, please contact
pbanfield@ithaca. edu or orgfinances@ithaca.edu.

Michele Lenhart Courtney Owens Don Austin Brittany Watros

Director of Student Assistant Director Assistant Director of Administrative
Engagement of Leadership Programs Community Service Assistant
mlenhart@ithaca.edu cowens@ithaca.edu austin@ithaca.edu bwatros@ithaca.edu
N ADVISORS
An advisor’s primary role is to support, guide, and serve as a resource to student organizations.
All advisors are required to sign the Advisor Agreement found on IC Engage and share it with student
organization leadership. The agreement states:
As an advisor of an Ithaca College recognized student organization, I agree that I am responsible for
communicating with my student organization, signing and approving financial documents (funding
allocations, travel authorization, etc.) attending events as needed and following all other OSE and
student organization advisor requirements.

ADVISOR REQUIREMENTS

Be familiar with Be present for all

Be a full time Ithaca College’s programs after
employee of policies and hours, off-campus,
Ithaca College. ensure and those serving
compliance. alcohol.

ADDITIONAL SUGGESTIONS

Be in Be knowledgable Be available to
communication Assist with
of the the members of
with the organization travel and
the student financial needs
organization purpose and
membership organization
officers

Assist Help with Encourage

membership in transition and membership to Avoid leading
setting short and training of new develop the student
long-term goals officers each year meaningful organization
programs

- Additional information for advisors is on the OSE website

- It is imperative that advisors use the advisor worksheet during the initial meeting with the president
- The president and advisor should meet at least once a month to ensure open communication
- If there is not a full time Ithaca College employee that has the knowledge or the expertise to serve as an advisor, OSE may choose to approve the
organization’s nomination of an Ithaca College part-time employee or adjunct faculty member
 RECOGNITION
STUDENT ORGANIZATION RECOGNITION PROCESS
Student Organizations must complete the Office of Student Engagement (OSE) Student Organization Recognition process annually
in order to formally operate at Ithaca College.The recognition process is how Ithaca College formally prepares and acknowledges
the student organizations as a part of the college community.
Returning student orgs must complete the recognition process between August 1 - December 13, 2019. If student orgs do not
complete the recognition process by Dec. 13, they will not be able to reserve rooms, advertise events or access their finances.
Students wishing to create a new organization must do so between August 28, 2019 - March 6, 2020.
OSE will not recognize a student org whose mission is in conflict with the mission and/or policies of Ithaca College. The beliefs,
interests, messages and actions of recognized student orgs do not necessarily reflect those of OSE, Student Affairs & Campus Life,
or Ithaca College. Students who wish to form an organization based on religious, spiritual or secular interests must meet with OSE &
The Office of Religious and Spiritual Life prior to starting the recognition process.
Ithaca College does not acknowledge organized student groups that have not been recognized by OSE, Rec Sports or an academic
department. IC does not recognize social or service fraternities or sororities.The recognition of
discipline-specific professional fraternities and honor societies is managed within each of the respective schools.

Returning Organizations New Organizations

#1 Complete Registration on IC Engage #1 Meet with New Student
Each organization must re-register on Engage. Organization Recognition Team
This includes updating the organization page, Walk through the process of
roster (must have at least ten active members) starting a student organization.
and uploading a updated constitution using the The team will also check in with the
standard template.
organization throughout the year.
If you need assistance updating the organization
primary contact, e-mail ose@ithaca.edu. #2 Create an Organization on IC Engage
You will log into IC Engage and complete the

#2 Have 4 Executive Board Members
Every student organization must have one
primary contact (presiding officer), one finance
chair/ treasurer and at least two additional
officers to serve on the executive board who will
complete an online quiz as a part of
re-recognition. Officers must be on Engage profile
to receive quiz/workshop credit.
#3 Identify a full time Ithaca
College faculty or staff member
to serve as an advisor
All advisors are required to meet
with the student organization and
submit the Advisor Agreement
form. Students may not submit the
advisor agreement on the advisor's
behalf.
#4 Attend a recognition workshop
The President,Treasurer and one other
officer must attend a workshop. These
workshops are designed to provide tools to
assist your org! Students complete an
evaluation to receive credit. All workshop
dates can be found on the OSE website.
T
registration form.This includes updating the
organization page, roster (must have at least
ten active members) and uploading a
constitution that states a mission
statement, membership and non-
discrimination clause.
#3 Have 4 Executive Board Members
Each student organization must have one primary
contact (presiding officer), one finance chair/
treasurer and at least two additional officers to
serve on the executive board who will complete
an online quiz as a part of re-recognition. Officers
must be on Engage profile to receive quiz/
workshop credit.
#4 Identify a full time Ithaca
College faculty or staff member
to serve as an advisor
All advisors are required to meet
with the student organization and
complete the Advisor Agreement.
Students may not submit the
advisor agreement on the
advisor's behalf.
#5 Attend a recognition workshop
The President,Treasurer and one other
officer must attend a workshop.Students
will fill out an evaluation at the end to
receive credit. All workshop dates can be
found on the OSE website.
N CONSTITUTIONS
A constitution is an essential declaration of a student organization’s purpose, structure, and guiding policies. Each student
organization constitution must be unique to their specific organization and updated annually. Student organizations are required to
upload their current constitution to IC Engage during the recognition process. Each organization is responsible for reviewing and
updating their constitution each academic year. Starting in August 2019, all student organizations are required to use the standard
constitution template.

Among the important components of a student organization’s constitution are policies that state:
1. The purpose of the organization 2. Clear statement of objectives
3. Expectations of members 4. Election of officers and transition of officers

Approved constitutions must meet the following requirements:

Mission Statement
The mission statement must be clearly
stated in the constitution. The mission
statement must be unique from other
student organizations and clearly states
what the organization
wishes to accomplish.
The ADSI may approve or deny a
student organization due to
the mission statement
Membership Requirement
At least 51% of the membership must
consist of current, matriculated Ithaca
College students. Additional membership
may be implemented by the student
organization. When permitted by the
student organization, membership may
be granted to an alumni, faculty, staff or
member of the Ithaca Community.
Non-Discrimination Clause
Student orgs must observe the following
statement concerning discrimination and
are required to include this text in their
constitutions:
“Membership in this organization is open to
all meeting the above criteria, irrespective
of race, creed, color, sex, class, age, nation
of origin, nationality, gender identity or
expression, disability, marital status, religion,
military satus, or sexual orientation.”

THE SAC
The Student Activities Center (SAC) serves as a resource center for all student organizations. Limited storage space is
available to recognized student organizations throughout the Campus Center. For storage space, please complete the
Storage Space Application on IC Engage.

Student Activities Center Hours: Campus Center Hours:

Monday - Thursday: 10 AM - 9 PM Monday - Friday: 7:30 AM - 12 AM

Friday: 10 AM - 5 PM Saturday: 8 AM - 12 AM
*Closed Monday 5:30 - 6:30 PM Sunday 10 AM - 12 AM

SAC Tenants may use the SAC after-hours to work on student organization business, but all students must
leave when the Campus Center closes.

The SAC offers many features from a supply closet, two open computers, a cricuit, work tables, and free coffee! The SAC is
open to all students involved in a student organization. The SAC also serves as headquarters to 14 organizations known as
SAC tenants who applied and were granted office space on IC Engage. SAC Tenants have a one-year lease and can apply
to renew their space by completing the SAC Tenant Application. Every student org has the chance to become a tenant.
While reviewing, the scope of the organization’s initiatives, the impact of their work within the community and the intended use
of the office space are all factors considered.
 PROGRAMMING
Types of Events
Events with Outside
Vendors
These events consist of
performers (speakers,
comedians, musicians) and/or
novelty items. All of these events
require a contract.
For more information about
contracts, see page 7
ONLY the Director of Student
Engagement is authorized
to sign contracts
Films & Videos
To show films on campus, you
must recieve the rights from a
licensed distributor.
Please complete the film
showing form to be approved by
the Associate Director of Student
Involvment.
Events with Food &
Beverages
To have food and beverages at
your events please contact
Conference and Event Services.
For more details on events
with food & beverages, see
page 6.
Hiring a Student for
Work
Organizations wishing to hire
a student for work must do so
through the Office of Student
Engagement.
The organization President
and Treasurer must complete
the Request to Hire a Student
Form FOUR WEEKS prior to the
event.
After Hours Events
Recognized student organizations
that want to hold programs after
established business hours must
receive prior approval from OSE
and CES. Please be aware that a fee
may be assessed to use campus
facilities after normal business
hours.
To ensure that staff will be
available, all details must be
confirmed with CES no fewer than
four weeks before the event.
Events Collecting
Money
There are many different
opportunities where student
organizations may collect
money. For a detailed list, see
the Treasurer’s Handbook
Ithaca College now permits
student organizations to use
online fundraising sites, such as
Gofundme,Venmo, etc. Please
contact the Business
Coordinator for more
information.
Events with Prizes
Awarded
When a student organization
awards students with prizes,
the student recieving the prize
must sign a prize receipt for
any prize or gift, including
non-gift card prizes.
For more information, contact
the Student Organization
Business Coordinator
Off-Campus Events
Recognized student
organizations requesting
approval for events off-
campus must receive prior
approval from the Associate
Director of Student
Involvement.
Events Serving Alcohol
Ithaca College student
organizations are not permitted
to have alcohol at their events
with the exception of the
traditional Senior Class events of
Semi-Formal, Senior Week Kick
Off and Senior Class Formal. No
exceptions.
G PROGRAMMING
PROGRAM PLANNING
When developing a program, it is essential that student organizations consider
Conference & Event Services. CES will:
- Assist with the coordination of student org events
- Provide Audio Visual needs ($12 per person/per hour)
- Coordinate with Catering ($16.50 per person/per hour for labor)
- Communicate with Public Safety
- Provide setup and take down
All details must be confirmed with OSE and CES at least three weeks before the event to allow
for proper preparation. Details provided will be made available to the CES and
OSE programming staff.

RESERVING VENUES
A. Student organization programs may be held in public and semi-public locations. Student
organizations may not coordinate programs in private residences or student’s residence hall rooms,
unless authorized by Residence Life.

B. Many of the facilities available to use are coordinated by CES. Once the room reservation has
been submitted on 25Live, the student organization should contact CES to discuss the events
needs.
C. If you wish to cancel a room reservation please contact CES immediately. Any date or location
changes must be approved by the Associate Director of Student Involvement, Assistant Director in
CES and the Scheduling Coordinator in CES.
If the event is canceled without communication, the student organization will still be
charged.

EVENTS WITH FOOD

Campus-wide solicitation is managed by the Campus AND BEVERAGES
Center Office. Information and forms/applications found - In IC Square groups are
on the Campus Center website which include: permitted to bring in prepared
and/or pre-packaged food from
Academic Quad Reservation Process and Application licensed providers as long as the
Academic Quad Policies food stations are closed.
Academic Quad Map
Flag Flying Reservation Process and Application - In Clark/ Klingenstein Lounges
Food Guidelines for Tabling and meeting rooms, groups are
Fundraising Contract permitted to bring in prepared
LCD Display Application and/or pre-packaged food from
Off Campus Business/Organization Posting Flyers On licensed providers for meetings
Campus during non-peak hours
Raffle Policies and Application
Solicitation Table Policies and Application - For additional information for
foods at events, please see the
Alternative to Catering Policy
 CONTRACTS
CONTRACT PROCESS
Contracts are required for all performers, speakers, or other activities requiring payment for services
rendered. These agreements must be done through an all-inclusive Ithaca College standard engagement
agreement found on the OSE website. Ithaca College does not authorize student organization members
or advisors to sign contracts. All student orgs are encouraged to seek assistance with contract drafting
and negotiation from the Associate Director of Student Involvement (ADSI).

Reach out to the Associate

I WANT TO
Director of Student
BRING IN A
Involvement to discuss the
SPEAKER.
event
PERFORMER.
NOW WHAT?
Request a quote from
the agent/ performer

Meet with Conference &

Submit Event Services (CES) to
budget discuss venue and event
to SGC logistics. Receive cost
estimate

Receive a signed contract

from agent/ performer. E-mail or drop off to
Approved? ADSI for review
Request a W9

N Y Director of Y
Student All looks
Engagement good?
Event cannot signs
move forward
until funding is ADSI will send ADSI will
secured back your work with you N
signed until it looks
contract good

Business
Coordinator with
Treasurer: Complete a
Transaction Request Form process payment YOU
with contract with both
signatures and W9 to OSE
(you can choose for
us to send it or you
DID
can pick it up) IT!
S ADVERTISING

POSTERS & FLYERS CLUB HUB SOLICITATION TABLES BULLETIN BOARDS

TABLE TENTS FREE SPEECH ROCK INTERCOM IC ENGAGE

POSTERS & FLYERS
- Recognized student orgs may advertise on specific bulletin boards designated for general posting in the Campus Center and
academic buildings without stamped approval. One poster for an event or program is permitted per bulletin board. To post in
Residence halls, please submit 150 copies to Res Life. If approved, Res Life staff will post them.
- Each poster must contain the name of the student organization and an e-mail address for a contact person and the accomodation
statement. No posters are permitted on doors, windows, walls, vehicles, etc. Posters may not exceed 18” x 27”. Solicitation is
prohibited in the dining halls and residence hall rooms.
CLUB HUB
- Student orgs can advertise their events, share recaps or send messages to student orgs by emailing studentorgs@ithaca.edu.
SOLICITATION TABLES
- Orgs may reserve tables in the main lobby of the Campus Center and the North Foyer. You may use these tables for advertisement and
recruitment. They are available on first-come, first-serve basis. If your org invites an off-campus vendor, a member must be present at all
times.
BULLETIN BOARDS
- You have the opportunity to reserve bulletin boards for one month. Requests must be submitted one month in advance. Orgs are
responsible for creating and cleaning their assigned boards. To apply, please complete the bulletin board application. OSE honors
requests on first-come, first-serve.
TABLE TENTS
- Student orgs can place approved (4.5” x 5.5”) ads in napkin holders around dining halls and IC Square (~300). Orgs are responsible for
inserting and removing the ads two days later. Ads must clearly state the name of the organization and contact info.
- To request authorization, submit a copy of the ad to Dining Services. The form is available at dining service’s website.
FREE SPEECH ROCK
- This area is designated for student orgs to voice their ideas, thoughts and opinions openly and without censorship. To reserve the space
please complete the Event request form. Use of amplified sound is restricted to Tuesday & Thursday between 12:05 PM & 1 PM; Friday
from 4 - 10 PM and Saturday & Sunday, 11 AM - 10 PM so as to not interfere with classes or academic activity.
INTERCOM
- Intercom is a place for members of the IC community to share information. Student orgs may inform the community of their business in
the student org section. All students receive a round up 3x a week at their ithaca.edu email address. For more info
visit ithaca.edu/intercom
IC ENGAGE
- IC Engage is the platform where student orgs can go to create and promote events, recruit members, find forms and archive their
important documents for future executive board members.
 FINANCES
Recognized student organizations are eligible to have an Ithaca College Financial account through OSE. The account may
be used for funds and approved expenditures. To request an Ithaca College account, you can visit IC Engage and submit the
Account Request Form.
Recognized student orgs may not hold accounts with external financial institutions. All
accounts must be maintained by OSE. Any questions regarding the policy should be directed to the Student
Organization Business Coordinator.

TREASURER RESPONSIBILITIES

The treasurer is responsible to approve all financial transactions, maintain records, and monthly reconcile their records
against monthly account summaries which are uploaded on the organizations IC Engage page. Any discrepancies found
should be reviewed by the Business Coordinator. Treasurers will be held accountable for adherence to
fiscal policies and procedures, maintaining the balance of the account and overseeing all financial
transactions made by the student organization.

RAISED FUNDS IC FUNDS

Include any funds raised by a student organization. Any funds received within Ithaca College. Funds
Raised funds may be spent for an approved received from within Ithaca College may only be
purchase for operation, programming or travel. spent for a designated intention.

Academic
Ticket Sales Donations SGC Departments

Funds from Any other

Merch Sales non-IC orgs RHA funds through
or depts. IC Budget

Any funding raised throughout the year that is left unspent in Any unused SGC
an account at the end of the academic year in May will roll funding will be automatically
over into their account to use next academic year. Any rolled returned from the Any allocations that do not use
over funds that remain at the end of the year will not rollover organization’s account IC services will be returned
a second year. If an organization has questions about this after 2 weeks. Allocations that
policy, they are encouraged to contact the Business Coor- use IC services will be
dinator. Rolled over funds must be spent within the current returned after 30 days. All
academic year or will be lost at the end of May. paperwork must be submitted
prior to the 30-day deadline.
S GENERAL INFO
Hazing Policy
All student organizations must be aware of the Hazing Policy:
Ithaca College does not support hazing in any form. The Ithaca College Policy Manual defines hazing as “intentionally or
recklessly subjecting any person to the risk of bodily harm, or severe emotional distress, subjecting a person to treatment
intended to put that person in a humiliating or disconcerting position, or causing or encouraging any person to commit
an act that would be a violation of law or college regulations for the purpose of initiating, promoting, fostering, or
confirming any form of affiliation with any group, including, but not limited to, recognized organizations or athletic teams
on College-owned or -operated property or at College-sponsored activities.”

Any action that causes or encourages another individual to violate Ithaca College policies or local, state, and federal laws
is considered hazing. Student organizations are expected to foster a culture of respect and civility. Reports of hazing will
be swiftly investigated and appropriately handled. Student organizations found to be in violation of the Ithaca College
hazing policy will be in jeopardy of losing their registration for the academic year and/or beyond.

Student Organization Harassment Policy

I.Policy Statement on Discriminatory and Harassing Conduct
Ithaca College student organizations are committed to creating and maintaining an atmosphere where all members of
the community are treated with respect and dignity.
It is the policy of Ithaca College student organizations to provide equal educational opportunities for all qualified per-
sons. Student Organizations do not discriminate in programs and activities on the basis of age, color, creed, disability,
gender identity, genetic information, national origin, race, religion, sex, sexual orientation, veteran status, or any other basis
protected by federal or state law. This commitment includes the provision that all student organizations are free from
discrimination and harassment. OSE will not tolerate any form of discrimination or harassment and will not condone any
actions or words that constitute such.

II. Definitions
Discrimination occurs when an individual is treated adversely because of membership in one of the legally protected
groups under federal or state law. Discriminatory practices based on bias against a person’s age, color, creed, disability,
gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or veteran status are prohibited.
Harassment occurs when unwelcome conduct based on an individual’s membership in a protected group unreasonably
interferes with the individual’s work or educational environment. It includes verbal, visual, or physical conduct where such
conduct may have the purpose or effect of unreasonably interfering with an individual’s work or educational perfor-
mance or creating an intimidating, hostile, or offensive working or educational environment.

Prohibited conduct may include, among other things, telling racist or sexist jokes or making offensive or derogatory
remarks about another person’s race, ancestry, national origin, age, sexual orientation, disability, or membership in another
protected group. Prohibited conduct may occur through:
• Direct oral expression and/or physical gestures or actions;
• Notes, letters, and other forms of written communication distributed via U.S. mail, campus mail, or
otherwise made visible to the public;
• Phone calls, phone messages, or other forms of electronic verbal communication;
• Email, text messages, instant messaging, social networks, or other means of electronic communication.

If you or a member of your student organization is being mistreated or being hazed please contact the
Associate Director of Student Involvement.
 GENERAL INFO
Forms
Click here to re-register your organization!

Account Request Form

This form allows for student organization to request an account with Ithaca College.
Bulletin Board Application
Looking to advertise an event? Use this form to request Bulletin Board space.
Credit Card Request Form
Student organization can request an Ithaca College credit card to make purchases.
Educational Fundraiser Form
This form allows student organizations to apply for their fundraising to be approved as educational.
Film Showing Approval Form
To show any film on campus student organizations must complete this form.
Request to Hire a Student Form
In order for student organizations to hire students this form must be completed four weeks in advance of
service.
Student Organization Specialist (SOS) Request Form
SOS will bring a customized workshop to student organizations at any time. Complete this form to request a
session.
Student Organization Storage Cabinet Application
Need to store materials either temporary or permanent? Complete this form.
Travel Authorization Form
All student organizations MUST complete this form before they are approved to travel.
Advisor Agreement
This file explains the requirements and expectations of advisors.

Crowd Sourcing Fundraiser Request Form

For student organizations wishing to use Venmo, GoFundMe, RedBubble, etc.

Contracts
Guest Contract
This file can be used to contract services with an outside vendor.
Venue Contract
This file can be used to contract services with an off campus venue.