Download the Student Organization Handbook (PDF 362 KB)
You need a PDF viewer similar to Adobe® Reader® to view and print this document.
University Statement of the Student Organization Program
Missouri State University - West Plains believes in the importance of co-curricular
involvement in activities as a vital part of the college experience. The successful
creation and maintenance of an organization gives students an opportunity to develop
leadership and organizational skills that will benefit them in future endeavors. It
is the position of the university that the free and open association of students through
organizations that are lawful and consistent with university policies are necessary
to further a student's growth. The university agrees to provide services and opportunities
for the organization and the organization agrees to follow the laws of the university
and of the city, state and federal government. The philosophical basis for student
organizations is to provide opportunities for education in civic responsibility, cultural
understanding, ethical leadership, social engagement, cooperation, independent thought
and action, and participation in the rights and privileges afforded all members of
the university community.
This handbook is designed to provide you with the tools necessary to be successful
within the student organization program at Missouri State University-West Plains.
You will find information and resources on the basics of student organization registration,
university policies and procedures, event and meeting planning, and leadership development.
This handbook can only be effective when used in conjunction with support from the
Office of Student Life and Development. Our office is dedicated to providing an environment
where students are empowered to be actively involved on campus.
-
Non-Discrimination Policy
Missouri State University is a community of people with respect for diversity. The
University emphasizes the dignity and equality common to all persons and adheres to
a strict non-discrimination policy regarding the treatment of individual faculty,
staff, and students. In accord with federal law and applicable Missouri statutes,
the University does not discriminate on the basis of race, color, national origin
(including ancestry, or any other subcategory of national origin recognized by applicable
law), religion, sex (including marital status, family status, pregnancy, sexual orientation,
gender identity, gender expression, or any other subcategory of sex recognized by
applicable law), age, disability, veteran status, genetic information, or any other
basis protected by applicable law in employment or in any program or activity offered
or sponsored by the University. Sex discrimination encompasses sexual harassment,
which includes sexual violence, and is strictly prohibited by Title IX of the Education
Amendments of 1972.
This policy shall not be interpreted in a manner as to violate the legal rights of
religious organizations or of military organizations associated with the Armed Forces
of the United States of America.
The University maintains a grievance procedure incorporating due process available
to any person who believes he or she has been discriminated against. Missouri State
University is an Equal Opportunity/Affirmative Action/Minority/Female/Veterans/Disability/Sexual
Orientation/Gender Identity employer. Inquiries concerning the complaint/grievance
procedure related to sex discrimination, including sexual harassment and sexual assault,
should be addressed to the Title IX Coordinator, Carrington Hall 205, 901 S. National Ave., Springfield, Missouri 65897, TitleIX@MissouriState.edu, (417) 836-4252, or to the Office for Civil Rights. All other inquiries concerning the grievance
procedure, Affirmative Action Plan, or compliance with federal and state laws and
guidelines should be addressed to the West Plains campus Equal Opportunity Liaison/Deputy
Title IX Coordinator Brenda Polyard at (417) 255-7966 or the Equal Opportunity Officer,
Office for Institutional Equity and Compliance, Carrington Hall 205, 901 S. National Ave., Springfield, Missouri 65897, Equity@MissouriState.edu, (417) 836-4252, or to the Office for Civil Rights. (Res. Board Policies No. 70-11; Bd. Min. 10-28-11.)
-
Basics & Registration
-
Starting a New Organization
-
Before you begin the process of forming a new student organization, the Office of
Student Life and Development recommends you research the existing ones located on
the webpage: wp.missouristate.edu/studentorg. There is a wide variety of registered student organizations at Missouri State University-West
Plains, and you may find one on campus that aligns with your personal interests. As
most registered student organizations are eager for new members, you might want to
join them rather than forming your own group. If you are unable to identify an existing
organization that is of interest to you, we highly encourage you to start your own!
Consider the following questions as you are organizing your new group:
Once you have answered these questions and decided to form a new student organization,
you will need to schedule a meeting with the Coordinator of Student Life and Development.
During this meeting, the Coordinator will go over the registration process and be
able to answer any questions you may have regarding requirements for being a student
organization. Below is a step-by-step guide through the process.
- What is the purpose of your organization?
- What will be the goals of your organization?
- How do you plan to accomplish these goals?
- What is unique about your group?
- Are there other students you know who would like to join?
- What type of commitment will members need to make to the organization?
- How will you identify and recruit members for the organization?
- Do you know of a full-time Missouri State University-West Plains faculty or staff
member who would be interested in serving as an advisor for your group?
- Will you be affiliated with a department/office on campus?
-
Minimum Standards for Recognition
- Each organization must have a minimum of four currently enrolled Missouri State University-West
Plains student members.
- Students currently enrolled in the Missouri State University Outreach program located
in Gohn Hall are welcome to participate in Missouri State University-West Plains clubs
and organizations that align with their interest, but may not hold an executive office
position.
- Students enrolled in both the Missouri State University Outreach and Missouri State
University-West Plains classes, may be an executive officer in accordance with the
guidelines set forth within the student organization constitution and/or by-laws.
- The executive officers of President, Vice-President, Treasurer, and Secretary must
be filled; all other officers and requirements for membership are determined by the
individual organization’s constitution and/or by-laws.
- Student organizations that do not have the traditional executive officer structure,
will have an exception to this policy.
- All officers must have and maintain at least a 2.0 cumulative GPA.
- Missouri State University-West Plains students must hold all executive positions.
- A different individual must hold each executive position.
- A full-time faculty or staff member is required to fulfill the position of advisor.
- Non-University employees are welcome to serve as sponsors of student organizations,
however, there must be a full-time faculty or staff member serving as the official
advisor.
- Each organization must develop a clearly stated lawful purpose, which must be developed
as a constitution and/or bylaws document(s).
- At least one officer, or designated student, must attend a required Student Organization
Orientation meeting.
- Each organization must comply with University policies and regulations pertaining
to student organizations.
-
Flowchart for New Student Organizations
- Fill out the necessary information
- An organization constitution and/or by-laws
- A list of charter members
- A signed Advisor's Agreement Form
- A completed application form
- Submit all documents to the Office of Student Life and Development
- The Coordinator of Student Life and Development will review the registration information.
- If approved, the new student organization must attend a Student Organization Orientation
Session in either the immediate fall or spring semester, depending on the date the
organization was established.
- A new student organization is not officially recognized by the university until the
aforementioned processes are complete. After completion of this process, student organizations
are considered registered.
-
Organization Statuses
-
Pending Organization
- Students that start a new organization within the Office of Student Life and Development
will be considered “pending” and not be able to receive the privileges until all requirements
are met to become a registered student organization.
-
Transitional Organization
- Student organizations in “transitional” status may have some, but not all of the requirements
needed to become an active organization. Transitional student organizations will be
eligible to receive the privileges of an active student organization upon meeting
all of the requirements for registration.
-
Active Organization
- An active student organization is one that meets all of the registration requirements.
-
Inactive Organization
- Any student organization that has not completed the required registration, attended
an orientation, or has not observed regulations and responsibilities in accordance
with University policies, local, State or Federal laws will be considered an inactive
organization.
-
Reactivation Requirements
- A student organization can transition from inactive to active status when they have
completed the registration requirements and attended an Orientation Session.
-
Archived Organization
- Any student organization will be considered archived beyond the second semester of
being inactive. An organization cannot be reactivated from archived status, but can
use the information and/or documentation on file to apply as a new student organization.
An archived student organization will receive no privileges until fully going through
the registration process.
-
Privileges
- Use the Missouri State University West Plains name to identify institutional affiliations
- Recruit members on campus
- Assistance from the Office of Student Life and Development
- Listing in University publications, web pages, and/or use of open bulletin board space
in accordance with the Advertising, Distribution, and Solicitation Policy
- Right to request funding from the Student Government Association
- Right to conduct fundraisers
- Right to function formally as an organization and have access to University facilities,
including but not limited to: holding meetings, holding events, participation in university
events, etc.
-
Student Organization Annual Registration
A student organization officer, or designated student, must complete the Annual Registration
process each fall semester to activate their organization for the current academic
school year. If the student organization does not meet the necessary requirements
set by the Office of Student Life and Development, the organization will be placed
in either inactive or transitional status.
If the Office of Student Life and Development becomes aware that a student organization
with an inactive status is actively meeting, the student organization will be placed
on probation for remainder of that semester and will become a transitional student
organization. Once the student organization meets the minimum requirements and attends
an orientation meeting, the student organization’s status will be restored to an active
student organization the following semester. If the student organization still does
not meet the minimum requirements by the following semester, they will maintain their
transitional status until such time they can meet the minimum requirements of a registered
student organization.
-
Registered Student Organization
- For a student organization to be considered registered, the following checklist must
be completed and submitted to the Office of Student Life and Development:
- A constitution and/or bylaws
- A signed Advisor Agreement Form from a fulltime faculty or staff member
- A signed Student Organization Registration Form
- Attendance by an officer or designated student at a Student Organization Orientation
Session
- The Office of Student Life and Development will provide multiple Orientation Sessions
for the student leaders and advisors within the student organization program. Each
Orientation will cover various areas of interest to student organization leaders and
advisors including the following: resources available to organizations, university
policies, funding opportunities, and more.
-
Minutes
It is required that organizations keep a record of minutes. There could be times when
a record of minutes may be requested when making purchases. This record could also
greatly benefit the organization in the case of disciplinary interest or for historical
purposes. The Office of Student Life and Development may request such a record if
a disciplinary situation does arise.
-
Policies & Procedures
-
Alcohol & Drugs
- Any student found by the University to have committed any of the following misconduct
is subject to the consequences outlined in Article VII of the Code of Student Rights
and Responsibilities. The authority to determine if a specific act is subject to consequences
shall be determined pursuant to the procedures set forth in this Code.
- Use, possession or distribution of alcoholic beverages or alcohol paraphernalia, except
as expressly permitted by the law and University regulations or public intoxication
on University premises, is prohibited.
- Use, possession or distribution of narcotics or other controlled substances or related
paraphernalia, except as expressly permitted by law, is prohibited. Including the
use of prescription medications without proper prescription or used counter to the
directions of a valid prescription. Additionally, the misuse of any products for
the purposes of a similar effect as illegal drugs.
-
All policies listed within the Code of Student Rights and Responsibilities are applicable
to students on campus, off campus, or when representing the University or student
organization at University-sponsored or supervised activities.
For more information on these policies, please refer to the Code of Student Rights
and Responsibilities.
-
Student Organization University Account
- Student organizations are granted the opportunity to have a university account where
university charges can be applied for various events and programs. The student organizations
budget number and balance will be provided at the beginning of each fall semester
to the advisor. Below is some general information regarding the student organization’s
university account:
- Student organization advisors may verify their account balance with the Coordinator
of Student Life and Development or Accounting Manager of the Business Office at any
time.
- Charges such as the bookstore, van rental, food services, or others, may be placed
on the account. Advisors will need to have the organizations budget number and must
sign the appropriate form or receipt.
- If the student organization’s university account reflects a negative balance at any
time, the account will be suspended. The student organization will still be able to
function, but no monies will be permitted to be spent until the account no longer
reflects a negative balance.
- No Student Government Association funds may be used to bring a student organization
out of debt.
- Appeals on suspended accounts can be made to the Dean of Student Services.
- Student organizations have the option to close their University account and transfer
their monies to an external financial institution. However, it is strongly encouraged
the student organization contemplate the following benefits and barriers, prior to
making the decision that will be fit the operations of their program:
- Benefits:
- The ability to fundraise and give monetary gifts to charitable organizations without
having to run the funds through the MSU Foundation.
- The ability to purchase any required expenses for the organization at any time.
- The ability to see the amount of funds in the account at any given time.
- Barriers
- Non-University bank accounts must file paperwork with the government to apply for
tax exempt status.
- Fiscal responsibility is no longer monitored by the University.
- Reimbursement of funding passed by the Student Government Association would take place
after the expenses had been made.
- Please contact the Office of Student Life and Development for the process to transfer
funds to an off-campus bank account.
-
Wal-Mart Card
- Student organizations may check out a Wal-Mart card from the Business Office for various
purchases. Below is an overview of the Business Office policy to check out the Wal-Mart
card:
- In order to check out the Wal-Mart card, the student organization advisor must send
an email to the Business Office and copy the Coordinator of Student Life and Development
or designee. Either the advisor or a designated student leader may check-out the Wal-Mart
card.
- The person checking out the card must print their name legibly and include the organization
on both the sign out sheet and receipt.
- Prior to returning the card and original receipt to the Business Office, the student
organization must submit a copy of the receipt to the Office of Student Life and Development.
Copies of the receipt can either be submitted in an email or hard copy.
- Individuals need to return the card and original receipt to the Business Office on
the same day or the next business day following check out.
- A purchase order will be submitted by the Office of Student Life and Development as
soon as possible.
- Failure to follow these procedures can result in Walmart denying charging privileges
to the University.
-
P-Card
- Student organization advisors who need to purchase items such as plane tickets, membership
dues, or other items online, may schedule an appointment with the Coordinator of Student
Life and Development. Please schedule appointments well in advance in order to ensure
enough credit will be available on the P-Card for the purchase.
-
Student Government Association Funds
- Student Organizations who have completed the registration process have the opportunity
to request funds from the Student Government Association. Each student organization
may request up to $600 each fall and spring semester. Funds are available on a first-come,
first serve basis. The process for requesting funds is as follows:
- Complete and submit the Student Organization Funding Allocation Application online
at least seven days prior to the next SGA meeting.
- SGA Cabinet will review the application and notify the student organization if their
application was approved, needs modification, or disapproved.
- If approved to move forward by the SGA Cabinet, the student organization must come
prepared to present at the next SGA meeting. Note: The person submitting the request
does not necessarily have to present on behalf of the organization. The presenter
may be a different member of the organization.
- Prepare a PowerPoint or detailed handout that provides an overview of the following:
- Name f the Student Organization
- Name of Presenter(s)
- Brief description of how the funds would benefit the student organizations
- Detailed breakdown of the amount of funds requested
- After the presentation, SGA will ask the presenters to step out of the room for deliberation.
- SGA senate will vote at this time.
- The total amount to be allocated will be determined by the results of the vote.
- If the fund request passes, the SGA treasurer will send an email to the Accounting
Manager of the Business Office to have the funds transferred from the SGA account
into the student organizations account.
- Note: Funding transfers are completed once a month, but student organizations may
proceed with spending the funds, even if they are not reflected within the account
balance yet.
-
Organization Travel
- The university recognizes and encourages the participation of recognized student organizations
in off-campus activities such as conferences and team competitions. It is required
the Organization Trip Form be completed and submitted to the Office of Student Life
and Development prior to all travel events. Failure to complete and submit the required
trip forms could negatively impact the organizations good standing.
- For all student organizations traveling to an off-campus location (10 miles or more
outside of the West Plains city limits), the following are required:
- Complete and submit the Organization Trip Form online, prior to your departure from
campus. Note: the Organization Trip Form should include a list of all participants,
with M Numbers, phone number, and method of transportation.
- It is the responsibility of the organization to have the Activity Release Form completed
and submitted to the Office of Student Life and Development prior to the organizations
first travel activity of that semester. This form only needs to be filled out once
and will cover the student for the remainder of the academic year. It is recommended
the organization retain a copy of this form for each participant.
- All participants on the University sponsored event are expected to be current students,
faculty, or staff members. Questions regarding the travel of non-University participants
must be submitted to the Office of Student Life and Development for further review
and consideration.
- All student organization travel should have the advisor, or full-time University employee
designee, present on the trip. Requests for students to travel alone on Student Organization
sponsored trips can be brought to the Office of Student Life and Development for further
review and consideration.
-
Using a University Vehicle
- The University has several vehicles that are available for all departments, including
student organizations, to use. Any employee representing a University account with
adequate funds for authorized University expenditure may reserve a motor pool vehicle.
Use of University owned vehicles is limited to full and part-time faculty and staff.
Because of liability insurance requirements of the State of Missouri, students are
not allowed to drive University vehicles or vehicles leased for use by the University,
unless they are employed by the University and their official duties require them
to drive. The Business Office and Physical Plant are charged with coordinating the
use of University vehicles for official University travel. These procedures outline
the steps to be followed in reserving a vehicle on the West Plains campus.
- There is a limited number of vehicles available for reservation, creating the need
for a first-come, first-served reservation process. If your travel plans change at
any time after your reservation has been confirmed, you must notify the business office
immediately. Also, notify the business office immediately if you need to cancel your
reservation. This courtesy gives others the opportunity to use the vehicle. With all
vehicle reservation requests being centralized, the vehicle type will be taken into
consideration when processing the request.
-
When reserving the vehicle the following information will be required:
- Date and time of departure
- Date and time of return
- Number of people traveling
- Type of vehicle needed
- Driver information and destination
- All University drivers must have a valid driver’s license copy on file with the business
office as well as a current vehicle insurance card copy.
- Drivers can pick up the keys, credit card and vehicle check out sheet at the business
office between 8 AM and 4:30 PM. If your travel plans have you leaving before 8 AM
or after 4:30 PM, please make arrangements to pick up the keys, credit card and vehicle
check out sheet during 8 AM to 4:30 PM. This could lead to the items being picked
up the day before the vehicle is needed. This also allows for time for the business
office to contact the physical plant to have the vehicle ready for departure.
- The business office is closed Saturdays, Sundays and holidays. Keys, credit card and
vehicle check out sheet for vehicles reservations starting on those days must be picked
up the last business day before the reservation.
-
Any special requests (i.e. seats removed, etc.) will necessitate a work order between
the driver and physical plant. Please allow adequate time to process the work order.
A 2-day lead-time is suggested.
After you have picked up the keys, credit card and vehicle check out sheet, you may
follow up with the physical plant the day before your scheduled reservation to ensure
they are aware of the reservation. Also, this allows time to confirm any special requests
(i.e. seats removed, all seats installed, etc.).
-
Below are some rules to follow when using the vehicle:
- Obtain beginning odometer reading (enter on vehicle checkout sheet).
- Vehicles are not allowed to be taken home between stops or overnight. Vehicles must
be left at the physical plant if they will be used for consecutive days, excluding
overnight travel.
- There is no smoking in any University vehicle.
- Alcohol cannot be transported in any University vehicle.
- Please wipe feet before entering vehicle especially if traveling in a muddy area.
-
Follow these steps when returning the vehicle to the physical plant:
- Vehicles must be returned with trash removed and any papers, bottles, GPS, etc. collected.
- Vehicles must be returned with the gas tank filled. Departments are charged based
on mileage logged, not how much money is actually spent on fuel.
- Obtain ending odometer reading.
- Ensure the vehicle is locked.
- Drivers will return keys, credit card and vehicle checkout sheet (information on sheet
completed including student organizations budget name and advisor’s signature) to
the business office after the trip is completed. If after 5pm when returning, the
above items should be delivered to the business office at 8 AM the following business
day.
- If using a university vehicle, departmental and Motor Pool policies must be followed,
including the use of authorized individuals for driving vehicles on official business.
-
Important Notes:
- Non-University employees are not permitted to drive any motor pool vehicle.
- If you are wanting to rent a vehicle for your trip, please consult with the Office
of Student Life and Development for more information.
- If using a personal vehicle, insurance must have at least the minimum liability coverage
required by the state of Missouri.
- All university policies and state and federal laws must be followed during the sponsored
trip. University vehicles must not be driven in excess of the posted speed limit.
Violations are the sole responsibility of the driver.
-
Fundraising & Sales
General Information
A fundraiser is defined as any activity or event where funds are received, including
both sales and the acceptance of donations, regardless of where the money ultimately
goes. Fund raising projects must be lawful and conducted in compliance to University
rules. Missouri state law prohibits raffles, Bingo, poker tournaments, and lotteries
except within specific parameters involving sales promotions which are strictly regulated.
Specific questions regarding a fundraising event potentially involving a raffle or
lottery should be directed to the Office of Development.
Fundraisers by University departments and recognized student organizations are allowed.
Student groups wishing to sell items or promote themselves are encouraged to make
use of the designated space in the Carol Silvey Student Union in Hass-Darr Hall. In
order for student organizations to conduct a fundraiser, they must complete and submit
the Student Organization Program Form online for review at least two weeks in advance.
The form will be reviewed by the Office of Student Life and Development and Office
of Development.
With the exception of bake sales and yard sales, anytime a student organization sells
items, sales tax must be collected and turned into the Business Office. The sales
tax will then be remitted to the state. If item(s) were donated to your organization
to sell or received as a gift, student organizations must report the individual’s
contact information and item(s) received to the Office of Development. If the gift
was monetary, the student organization must fill out a Report of Money Received form,
with advisor’s signature, and submit to the Business Office for the money to be deposited
into the account.
Planning Your Fundraiser:
Many student organizations have big plans and excellent ideas for programs or services.
However, few organizations have the finances to make these plans real. It is important
for student organizations to have some kind of fundraising plans and to execute those
fundraisers with the utmost professionalism, accountability, and legitimacy. Fundraising
events can be a lot of fun for all involved. It is important to make the fundraising
project a group effort and to get as many people involved as possible. Not only will
you have more help to accomplish your goals, but you will also get more people interested
in giving money. The key to being successful in fundraising is to be creative and
to keep your goal in mind. Members of your organization will not get excited or interested
in your fundraising efforts if they do not know where the money will go. In addition,
members of the community will not give unless there is a good cause. Make sure that
the reason you are raising money is a legitimate cause, and let everyone know why
you are raising funds.
- Set a goal.
- Ask for suggestions from your members. What do the members want to do? Brainstorm
for ideas.
- Find out what has been done before. What worked? What didn’t? Why? How can you improve?
- Check into local and state regulations, as well as University policy.
- Involve all segments of your group, not just the officers. People contribute to what
they create. Get as many volunteers for your project as possible. Make sure they understand
the cause and are willing to contribute their time and effort.
- Determine your market: college students, community, parents, etc.
- Know your overhead. What will be the upfront cost?
- Advertise wisely.
- Let everyone know your expectations in advance and update on progress. Using a goal
poster is a great idea; make sure the poster is displayed prominently.
- Recognize everyone involved in planning and implementation of the fundraising project.
- Thank your supporter group(s). Give your big donors some kind of tangible reminder
of how they contributed to a good cause. Create and maintain good will with these
contributors, because they will tend to help in the future.
- Complete a written evaluation or report. Make sure you include:
- Contact names, address, and phone numbers
- Timelines and important dates
- Suggestions of things to do differently
-
Cash Handling Procedures
- All cash collected must be deposited at the Business Office within one business day
after collection/receipt of such money. The one exception to this policy is if the
total amount is less than $50.00; then the deposit can be made weekly.
- The timely deposit of money received provides the following benefits:
- Improved control of funds, which reduces the risk of loss due to errors, carelessness,
or theft
- Improved interest earnings
- Lowered risk of returned checks due to non-sufficient funds or closed accounts
- Assistance in bank reconciliation
- All deposits should be delivered to the Business Office and never sent through campus
mail. Special arrangements should be made for transportation of large deposits by
checking with the Business Office.
- Cash should be physically protected through the use of vaults, locked cash drawers,
cash registers, cashier cages, locked metal boxes, etc.
- All checks should be made payable to Missouri State University-West Plains in black
or blue ink and be restrictively endorsed to the University immediately upon receipt.
This protects the check if lost or stolen.
-
Food & Bake Sales:
- Recognized student organizations may conduct authorized bake sales of products prepared
by their members, advisor, or are commercially prepared. Consider the following guidelines
when preparing for a student organization bake sale:
- All items to be sold must be prepared from ingredients that are not contaminated and
are freshly purchased with no evidence of spoilage.
- All items must be prepared by individuals who are not ill and have no skin conditions
or rashes.
- All items should be individually wrapped or bagged in cellophane or plastic bags before
being displayed or sold.
-
Fundraising FAQ’s:
- Raffles/Drawings
- I am wanting to give away a prize(s) at an event. There will be no monies collected
to win the prize. Am I allowed to do this? Answer yes. Yes
- I am wanting to give away a prize(s) at an event. There will be monies collected to
win the prize. Am I allowed to do this? Answer: Potentially. Please complete and submit
the program form online. Also, please note, any money collected from this event must
be run through the MSU Foundation. A small percentage of the total monies received
will be given back to the MSU Foundation.
- Bingo/Trivia Nights
- Am I allowed to host a bingo/trivia night and collect money to enter the event? Answer:
This is not permitted.
- Am I allowed to host a bingo/trivia night and not collect money to enter event? Answer:
Yes. What if I want to give out prizes? Answer: As long as you do not require monies
to enter into the drawing for the prize(s).
- Poker Night
- I am wanting to host an event/fundraiser where we collect non-monetary items (example:
canned goods, clothing, hygiene products, etc.) to give away to a charity. Am I allowed
to do this? Answer: Yes
- Charitable Organizations
- I want to raise money and give to a local charity. Am I allowed to do this? Answer:
This is not permitted.
-
Hazing
- Hazing is an act that endangers the mental or physical health or safety of a student
or which destroys or removes public or private property, for the purpose of initiation
or admission into, affiliation with, or as a condition of continued membership in
a group or organization. The express or implied consent of the student will not be
a defense to a violation of hazing. The willing participation or acquiescence of the
student to the hazing activity is no defense and is still a violation of this policy.
-
Advertising, Distribution, and Solicitation Policy
-
Missouri State University-West Plains recognizes the importance of campus advertising
of sanctioned events and activities in fostering an active and involved University
community. At the same time, the University recognizes that an attractive and well-maintained
physical campus environment is essential to the overall advancement of the University.
Therefore, it is necessary that printed posters, signs, notices, and other materials
disseminated on campus be posted in a manner that does not detract from the physical
appearance of the campus or result in damage to building surfaces.
A student group or organization may distribute written material on campus without
prior approval provided that such distribution is consistent with the policies of
the University, including the University's Advertising, Distribution and Solicitation
Policy and Facility Usage Procedures and the applicable laws of the State and of the
United States and provided that it does not disrupt the operation of the University.
For more details regarding the University’s Advertising, Distribution, and Solicitation
Policy, please visit the following website: https://wp.missouristate.edu/BusinessOffice/advertising.htm
-
Publicity Basics
- Student organizations may leave flyers in the following designated locations on campus:
- Bulletin boards
- Tables in Carol Silvey Student Union
- On the ledge behind the Help Desk in Lybyer
- Residence Halls (with prior permission from Director of Residence Life)
- Student Organizations are also encouraged to promote upcoming events by using chalk
on the various sidewalks on University property. Please refrain from writing underneath
vertical surfaces and to wear the chalk can be naturally washed away by rain.
- Student Organizations may also submit requests for information to be included on the
digital signs. Please see more information in the Event Planning Checklist in the
next section below.
- Below is a list of designated spaces student organizations are not permitted to distribute information on campus:
- Doors, walls, or other fixtures
- Vehicles (including windshield wipers)
- Trash cans
-
Student Government Association Meeting Room
The Student Government Association Meeting Room, located in Hass-Darr Hall 112, is
available for any student organization to use for meeting purposes. This room is equipped
with a conference table, tv monitor, computer, colored printer, and scanner. Student
organizations may use any of these services for student organization purposes only.
Students who abuse the use of the color printer for personal or coursework related
purposes are open to potential student conduct violations. For scheduling availability
and reservations, please contact the Office of Student Life and Development.
-
Event Planning Checklist
-
Pre-Planning
- Review the University’s master calendar.
- Try not to schedule your event at the same time as another event that might involve
the same potential audience.
- Try not to schedule public events on major religious holidays.
- Review any financial needs with the accounting manager in business office. Payment
setup or receipt of funds could add time to the planning process.
- Do not take any additional action until you have reserved space for your event.
-
To Schedule a Facility
- Anyone requesting to use University classroom facilities, including the Carol Silvey
Student Union, should contact the office of registration and records at (WPSharedRooms@MissouriState.edu)
- Anyone requesting to use the Student Recreation Center should contact the office of
student life and development.
- Anyone requesting to use a non-classroom facility (other than the Student Recreation
Center), including outside space on campus, should contact the director of business
and support services.
- Anyone requesting to use the West Plains Civic Center for a University event should
contact director of University/community programs.
- Anyone requesting to reserve the Student Government Association office (Hass-Darr
112) should contact the office of student life and development.
-
For All Internal Events
- Submit event to the master calendar.
- Contact the director of information technology services (DavidYoung@MissouriState.edu
and/or (417) 255-7911) regarding any technology needs.
- Contact the superintendent of physical plant (RonHensley@MissouriState.edu and/or
(471) 255-7268) regarding any set-up needs, including podium, chairs, etc.
- Work orders must be submitted no more than a week in advance to request assistance
from the physical plant.
- If the request is student oriented, a faculty/staff advisor must be present at the
event.
- Contact the business office (WPBusinessOffice@MissouriState.edu and/or (417) 255-7260)
to verify financial needs to include taking of money.
- Contact the human resources/procurement specialist (AlyssaCollins@MissouriState.edu
and/or (417) 255-7265) to confirm any purchasing needs.
- Contact food services (WPFoodServices@MissouriState.edu and/or (417) 255-7235) to
arrange catering needs, if necessary.
- If the event involves individuals other than Missouri State-West Plains faculty, staff
or students, notify the office of admissions prior to the event.
-
Publicizing Your Event
- Define your target audience.
- Decide how you will notify them of your event.
- If your organization or department has a social media account on Facebook, Instagram
or Twitter, post about the event beginning 2-3 weeks in advance and leading up to
the event (including flyers, time, date, location, etc.) See social media guidelines
and best practices before posting from a university account.
-
Five to six weeks before the event (Select from the following as appropriate)
- Save the Date card: Send a Save the Date card for major events during busy time periods.
- Mailing: Send invitations, postcards or flyers to target audiences.
- Post Flyers: Develop flyer and post on campus and in the community. Some community
locations to post the flyer include West Plains Chamber of Commerce, West Plains Public
Library and local businesses.
- Advertising: Contact the director of University communications if advertising is needed
for the event.
- News Release: Contact the public relations specialist in the University communications
office to develop a news release to be sent to area newspapers and radio stations.
- Radio Interview: Contact the director of University communications to arrange for
a radio interview concerning your event at one of the local stations.
- Banners and Posters: Contact the graphic designer in the University communications
office to arrange for a banner and/or posters to be developed that you could place
on campus or other locations to promote your event. Large print jobs that cannot be
completed locally should be submitted through the Springfield campus printing services.
-
Three weeks before the event (Select from the following as appropriate)
- Master Calendar: Ensure master calendar date, time and location is accurate.
- Take Note: Send information to the public relations specialist in the University communications
office to be placed in Take Note email to all Faculty and Staff. Deadline is Friday
at noon for Monday’s Take Note.
- Student Bulletin and Stall Study: Send information to coordinator of student life
and development to be sent to students via email and posted on Stall Study. Deadline
is Friday at noon for Monday’s Student Bulleting and Stall Study.
- Digital Signage: Submit content to WPCampusMedia@MissouriState.edu at least seven
(7) business days prior to the first date the content is to be displayed on the digital
signage system.
- Chamber Email: Contact the director of University communications to have your information
submitted to the West Plains Chamber of Commerce email list.
- Civic Organizations: Have event announced at local civic organization meetings (Chamber
of Commerce/Rotary/Lions Club/Kiwanis/Optimist). The director of University communications
can provide contact information.
-
During an event
- Photos/Video: Take photographs or video, as appropriate.
- Cash/Check Handling: Ensure proper cash/check handling procedures are followed. The
procedures can be found at the business office procedures page: https://wp.missouristate.edu/BusinessOffice/Procedures.htm.
- Connect Online: encourage attendees to use social media, including hashtags connected
to the university and events.
-
After an event (Select from the following as appropriate)
- News Release: Contact the public relations specialist in the University communications
office to develop a post event news release to be sent to area newspapers and radio
stations. If possible, include an event photo.
- Post Photos: add a few photos on social media if appropriate.
- Radio Interview: Contact the director of University communications to arrange for
a radio interview discussing what took place at your event.
- Thank-You Letters: Send thank-you notes to off-campus volunteers, donors, speakers,
etc. with newspaper clipping and/or photo, if available. A hand-written note is always
best, if possible.