NEW as of August 2018!

All events that are open to students should be submitted using 25Live, so they will appear in the new Nazareth College App.

1. Follow the 25Live instructions, go.naz.edu/25Live, including the important step of selecting YES for "promote to students." If you have a photo to suggest, upload it.
2. Expect to get a "Tell us more" email, and take action on that. You'll have the ability to limit the event to undergrads only, for example, and you must select which tags best describe the event.
3. Then, Marketing and Communications will review/publish your event to the Nazareth College app AND add it to naz.edu event calendars (so prospective students and others who can't view the app can see what type of events happen here).

QUESTIONS? Contact Jeff Rahmlow in Marketing and Communications.

CAB is the programming arm of the student government.  They are responsible for planning and implementing events and activities for the undergraduate student body as a whole.  The group is made up of programming chairs and general members that work together to fulfill this mission.  CAB can be contacted by email at cab@mail.naz.edu.

To learn more, visit their webpage.

A club roster is a list of all active members of your organization, noting officers and their respective positions. Each club’s constitution has a clause that explains what is considered an active member. It is important to be familiar with this clause and keep track of its elements. For example if a club’s constitution explains that active members are those that show up to 2/3 of the meetings and 2/3 of the events, the club must have members sign in to meetings and events. It is then the job of a club officer (most likely the secretary) to maintain these records and update the list of active members.

The Office of Student Activities and Leadership and the Undergraduate Association use this information to maintain records for student involvement. Your club roster must be submitted by the end of the fall semester to maintain active UA status.

To make a conference  or experiential learning proposal, you must fill out the required proposal form.  Upon review by the Vice President of Finance, if the proposal has been filled out correctly and is accompanied by the necessary additional materials, you will be invited to the next Finance Committee meeting to explain your proposal in detail. After Finance Committee discusses your proposal, the VP of Finance will give you your decision.

Please fill out this form and e-mail it to nazstuact@naz.edu along with the document that you would to be made into black ink copies, color ink copies, programs, booklets, or brochures.

If your club wants to order imprinted items (t-shirts, hoodies, pens, cups, etc.) you must schedule a meeting with the Assistant Director of Student Activities and Leadership to discuss your order. Students are not authorized to place orders for their club and any orders that are placed inappropriately will not be paid by the UA.

Any student organization showing movies or hosting video games on campus (outside of a residence hall room) is subject to federal copyright law. Any film showing or video game tournament must be approved by the Office of Student Activities and Leadership to ensure that appropriate licenses have been secured. It is illegal to (A) rent a movie or video game without public distribution licensing and/or (B) bring in a personal copy to show your membership or the general public.

Diversity Council is comprised of representatives from the diversity clubs within the UA who work together to educate the college community and foster a greater understanding of what it means to live in a diverse world.

You can contact Diversity Council by emailing diversitycouncil@mail.naz.edu.

Inclusive Programming

When programming, it is important to be mindful of the differences of people within the community. Below are some areas to think about when developing your program:

• Gender bias and gender-neutral language
• Religious backgrounds, rituals, and traditions
• Diverse racial and/or ethnic populations
• Individuals with disabilities
• Economic limitations
• Heterosexual bias and diverse sexual orientations

For help with inclusive programming, please contact the Office for Diversity and Inclusion.

As a member of a club, you are representing yourself as well as the organization and Nazareth College as a whole. It is essential that your actions and decisions be ethical and rooted in the values of your club and the institution.

Ethics Within Your Organization:

• Keep an open communication line with all organization members
• Never ask an organization member to do something that you would not be willing to do yourself
• Treat all members equally regardless if they are your friend or someone you do not know well
• Follow all Student Activities, Undergraduate Association, and Nazareth College policies
• Do not offer services of another organization without consulting them first
• Do not keep information from your advisor
• Do not discriminate against other individuals
• Do not participate in or condone hazing
• Use social medial appropriately and responsibly
• Do not use organization funds or materials for personal use

The Finance Committee is the sub-committee of Senate responsible for allocating funds to different UA clubs and organizations through annual budgets, processing line transfer requests, as well as providing funds to students for conferences and experiential learning.

Notices, posters, or signs may be placed only on bulletin boards, approved posting areas on walls, or similar locations designated for such purposes. Notices, posters, or signs may not be placed on poles, posts, signs, trees, walls, buildings, doors, windows, glass, transparent partitions, or painted surfaces not marked as posting areas. Notices, posters, signs, etc., shall not be placed in manner or location that may obscure or mark exit signs, fire alarm boxes, safety rails, fire extinguisher cases, hand rails, and similar devices installed as safety equipment in a building.

Banners may not be hung outdoors without the permission of the Director of Student Activities and Leadership. Banners may not be placed on the exterior of buildings without specific approval of the building manager. It is the responsibility of the individual or organization hanging the banner to take it down by the date agreed upon. The Naz Student Handbook includes college policies.

Professional Communication:

When communicating on behalf of their student organization, members should utilize professional communication. If you are unsure how to format a piece of written communication or handle a particular type of correspondence, please connect with your advisor or Student Activities and Leadership staff.

All of the information in this handbook should help you to maintain your organizational status and avoid becoming inactive. The UA Constitution defines active status as doing the following during the academic year:

• Holding regular officer and club meetings with a minimum of ten people
• Programming activities (contingent upon the nature of the club or organization)
• Meeting the objectives or purpose of the club or organization as stated in your constitution
• Having an established Executive Board
• Participating in the Fall and Spring Involvement Fairs
• Attending Presidents' Council
• Submitting minutes for each meeting to the VP of Communication no later than 5 days after the meeting
• Keeping track of active members
• Not spending more money than is in each budget line
• If your club is a recognized diversity club, an elected representative must attend each Diversity Council meeting.

For more detailed information about UA functions, club expectations, and maintaining organizational status, refer to the UA Constitution.

See Office of Diversity & Inclusion homepage.

The College does not permit discrimination or harassment in its programs and activities on the basis of race, color, national origin, ancestry, sex, gender, gender identity, gender expression, sexual orientation, disability, age, religion, physical and/or mental disability, medical condition, veteran status, marital status or any other characteristic protected by institutional policy or state, local, or federal law.  The College does not discriminate on the basis of sex or gender in its education, extracurricular, athletic, or other programs or in the context of employment.

The College, as an educational community, will respond promptly and equitably to reports of sex discrimination and harassment, sexual harassment, sexual violence, stalking, intimate partner violence, and sex- or gender-based harassment that does not involve conduct of a sexual nature in order to eliminate harassment, prevent its recurrence, and address its effects on any individual or the community.

All Nazareth students, faculty, staff, visitors, and guests are expected to comply with federal, state, and local laws.

It is important that your organization put time and effort into creating a successful officer transition. By electing officers in March or April, your organization will have time to do this. Successful officer transition allows new officers to better fulfill their roles while also allowing the organization as a whole to achieve its mission.

A smooth transition is the responsibility of both the outgoing and incoming officers and a time for new officers to ask questions and old officers to share their insight and knowledge. It is also a time for outgoing officers to reflect on the past year and help the group avoid "starting from scratch."

Newly Elected Members: Once new officers have been elected, your club should submit this information to the UA. Please make sure you include first and last name, position, and email address. You should also indicate which member will be acting as your summer contact.

While there are many resources available online about successful officer transition, here are few suggestions ...

Advisor as Historian: In many ways, your advisor is the "keeper" of your organization's history, especially if our organization has had the same advisor for a few years. Take advantage of this expertise and ask your advisor to share your club's history with new officers.

Complete End-of-the Year Reflections: As outgoing officers you are ex[ected to write an end-of-year reflection that can be given to the person taking over their position. Potential topics to address include describing what went well during their term, what unfinished business still needs to be addressed, and what campus resources were the most useful.

One-on-One Officer Meetings: It can be helpful for new offices to "pick the brain" of outgoing officers. You can set aside time for one-on-one meetings so that incoming officers can ask questions and seek clarification of their roles. These meetings can be done either formally or informally depending on what works best for the individuals and the organization as a whole.

Transition Binder: Transition binders are a great way to share important documents and information with new officers. Outgoing officers can include their end-of-year reflection, budget information, checklists, notes, meeting minutes, and any other paperwork that may be needed by a new officer.

Hold a Transition Meeting: Scheduling a retreat for your organization gives outgoing and incoming officers a change to focus on the club, its needs, and sharing information without distraction. A retreat is a great time to set goals, develop a sense of team, and plan for the future.

1. Establish the purpose of your retreat
2. Select the facility
3. Coordinate transportation
4. Decide on your menu
5. Select the format for your retreat (workshops, experiential exercises)
6. Select necessary facilitators and presenters
7. Finalizing planning and hold retreat
8. Evaluate your retreat

• • Reservations are not complete until the Room Reservation Form is approved by the building director.
  • If you need anything during the event, go to the Information Desk.
  • Keep things neat and orderly. Do not take tables and chairs from a room that you have not reserved as it may be needed for another event.
  • If you need to move furniture for your event, be careful that you do not damage it. Do not drag tables or chairs across the Cabaret, Forum, or gym floors at any time!
  • If anything breaks or spills, please call x2324 or report it to the Information Desk.
  • It is the responsibility of the registered student organization president or chairperson to see that all college regulations, procedures, and policies are maintained.
  • At least two representatives of the sponsoring organization are to remain at the event until the event has concluded. Under no circumstances is the event to be left unsupervised.
  • When a student-sponsored activity is scheduled, no alcoholic beverages are to be brought into or consumed in the event space. Please refer to the Nazareth College Alcohol Policy. For special events such as Springfest, a 21 Club may be requested. See the Director of Student Activities for approval. Please note that 4-6 weeks is needed to secure an alcohol permit in some locations.
  • Campus Safety or Shults Center personnel may terminate any event if college policies and procedures are not maintained.
  • The sponsoring organization will be held accountable for any maintenance charges and damage that occurs during the course of the event.
  • The organization sponsoring the event must file the required space reservation and activity registration forms three weeks in advance of the scheduled event.
  • All off-campus publicity must be approved by the building director. 
  • On-campus publicity may be posted in designated areas. The Student Handbook includes Guidelines for Posting.

When communicating on behalf of their student organization, members should utilize professional communication. If you are unsure how to format a piece of written communication or handle a particular type of correspondence, please connect with your advisor or Student Activities staff.

Posting Guidelines:

Notices, posters, or signs may be placed only on bulletin boards, approved posting areas on walls, or similar locations designated for such purposes. Notices, posters, or signs may not be placed on poles, posts, signs, trees, walls, buildings, doors, windows, glass, transparent partitions, or painted surfaces not marked as posting areas. Notices, posters, signs, etc., shall not be placed in manner or location that may obscure or mark exit signs, fire alarm boxes, safety rails, fire extinguisher cases, hand rails, and similar devices installed as safety equipment in a building.

Banners may not be hung outdoors without the permission of the Director of Student Activities or the Director of Campus Life, Assistant Vice president for Enrollment and Student Experience. Banners may not be placed on the exterior of buildings without specific approval of the building manager. It is the responsibility of the individual or organization hanging the banner to take it down by the date agreed upon, per the Guidelines for Posting in the Student Handbook.

It is important that student organizations consider liability and manage risk when planning events and activities so that everyone involved has a safe and fun experience. If you have questions about how best to manage risk for your event, please talk to your advisor and contact the Office of Student Activities and Leadership.

Things you can do to mitigate risk ...

1. Assess the risks associated with your event or activity
2. Consider the possibility of occurrence and the severity of the potential consequences for each risk
3. Explore and examine what actions can be taken to mitigate each risk; select and implement the appropriate mitigating action
4. Make sure you have a plan in place to deal with emergency situations
5. Consult with relevant campus resources (ex. Campus Safety)
6. Effectively communicate your risk management plan
7. Evaluate your plan and document for future reference, especially if it's an annual event

All student organizations are required to have an advisor and to share this information with both the Office of Student Activities and Leadership and the Undergraduate Association.

Each club receives a free Smore account courtesy of the UA to create electronic flyers to promote their events and activities.

To make a proposal to Senate, you must fill out a Senate Proposal Form. The completed typed form must be returned to the UA Office by the required deadline. A listing of Senate meetings will be distributed at the start of the semester. These meetings are where you will meet with Senate to formally deliver your proposal and receive your decision.

Before making your proposal, make sure you have all necessary information such as funding and cost breakdowns, number of students participating, and any other information you think Senate will need to make an educated decision. If you would like additional help, please feel free to reach out to the VP of Executive Operations.

If your club is planning an off-campus trip and needs transportation, there are several options.

RTS Bus Service: $1 each way and takes you all over the city! Routes to downtown Rochester are free with Naz ID on Friday and Saturday nights and Saturday afternoons.  Routes to Wegmans on Wednesday evenings, Pittsford Plaza on Sundays, and Eastview Mall on Saturday afternoons are also free with Naz ID.

UA Vans: Clubs must have a current member who is certified to drive the college vehicles to utilize this option. Vans are only permitted to travel within a 75-mile radius of campus unless authorized by the Director of Student Activities and Leadership. Requests for vans should be completed online.

School Bus: A school bus can be chartered for transporting larger groups. To do this, your group needs approval from the Director or Assistant Director of Student Activities and Leadership. Requests must be made at least three weeks before the trip date.

The time commitment for an advisor depends on the student group's activities and needs.  We encourage you to talk with the group before committing to be an advisor to ensure that your availability aligns with their expectations.

To ensure that you can meet the expectations of each group, we suggest that you not advise more than two groups.

You may serve as many consecutive terms as the organization permits.

Yes, advisor training sessions occur at the start of each semester.  Returning advisors are not required to attend; however, new advisors should plan to take part in one of the offered training opportunities.  We also strongly encourage you to review the Student Activities webpages and the Handbook for Student Organizations and Advisors.

Generally, student organization advisors are not liable for the behavior of a student organization unless they had prior knowledge of the group's risky behavior and/or condoned/participated in the activity.  If you have any questions about a student organization's activities, please contact Student Activities & Leadership