Student Participation in Institutional Governance
The University recognizes the importance of student involvement in the formulation of rules, regulations, and policies directly affecting student life. This involvement is fostered in the following way:
- Two students are appointed by the Governor to serve a two-year term on the Youngstown State University Board of Trustees.
- Fifteen students are annually elected by the student body to serve as members of the Academic Senate.
- Students are designated as voting members of most administrative boards and advisory committees and standing committees of the Academic Senate.
- Student Government comprises two branches, the executive and legislative, and is primarily responsible for conducting all student elections; enforcing Student Government rules, regulations, and legislative actions; nominating students to serve on University-wide committees; and budgeting and administering funds allocated to it. The Student Government Constitution and Bylaws and Administrative Budget Procedures provide the structure and procedures for the implementation of its responsibilities.
Section A. Provisional Registration
- Groups wishing to become registered student organizations may be granted provisional registration for a period not to exceed thirty (30) days. Provisional registration shall only permit the student organization to use University facilities for a maximum of three (3) organizational meetings.
- Groups may be granted provisional registration after submitting the online registration through the Office of Student Activities and providing the following:
a. A statement of name and purpose of the proposed organization; and
b. The name, student identification number, and phone number of the person(s) requesting provisional registration.
Section B. Registration of Student Organizations
- Registration is available online through the YSU Portal. Go to your Portal main page; Select e-services for Students; scroll down to Get Involved; click on Student Organizations. The Registration process is available under the Student Organizations tab. If you need assistance, contact the Office of Student Activities (Kilcawley 2082; 330-941-3575).
- A group will become registered with the University after the online registration has been reviewed and approved by the Office of Student Activities.
- Organizations (except those listed by the University as honorary organizations) shall have a minimum of five currently enrolled YSU students as active members. Only active members are permitted to vote in issues pertaining to student organization governance.
- Groups shall provide the following information in order to be considered for registration:
a. Name of proposed group and a statement of purpose;
b. Membership requirements;
c. A constitution and bylaws and, for organizations affiliated with external groups, the constitution and bylaws of their outside affiliate;
d. An electronic copy of the constitution(s) and bylaws must be uploaded with the online application;
e. Listing of dues, initiation fees, and any other fees assessed by the group;
f. Names, student identification numbers, and phone numbers of all officers (including a treasurer, if use of Student Government funds is anticipated);
g. Officers must be registered for two-thirds of a full-time load (nine hours for undergraduates and six hours for graduates) and be in good academic standing.
h. Following confirmation of the organization’s registration they will need to provide a current roster of members. This roster must be updated every time a change in membership occurs.
- Organizations shall submit the name of at least one faculty or staff advisor. Graduate Assistants may serve as an advisor if they are supervised by full time faculty or staff. Appointed annually by the Vice President for Student Affairs, or designee, the advisor agrees to maintain contact with the organization and to be familiar with its programs and personnel. An advisor’s manual of specific responsibilities is available online at the Office of Student Activities web site.
- Student organizations register annually. Organizations shall register online between May 1 and May 31 if they wish to be reregistered for the following academic year.
- Organizations wishing to be reregistered shall provide annual reporting information as part of their Student Organization Re-Registration Form.
- After becoming officially registered, a minimum of two organization officers must attend one of the two organization workshops conducted by the Office of Student Activities (offered during the fall and spring semesters).
- Registration may be withdrawn by the Staff Offices if the organization violates University regulations or engages in activities which are not consistent with University policies or procedures; adversely affects the University community; or interferes with the University’s pursuit of its educational objectives and programs. Notice of and opportunity for a hearing will be provided to the officers of the organization in question.
Section C. Re-Registration
All student organizations wishing to remain affiliated with the University for the following academic year will need to re-register during the month of May. Re-registration must be completed on-line through the YSU Portal to access the Symplicity System.
Paper registration forms are no longer accepted.
Club Sports must fill out an application through Campus Recreation with a proposed schedule and budget attached.
If officers change mid-semester, new officer must change the position to the roster on Symplicity by updating each member’s record. Once changes are made, Student Activities must be contacted via e-mail. Students who do not have administrative access on Symplicity must call the Student Activities Office to complete updates.
Section D. Privileges of Registered Student Organizations
Registered student organizations in good standing shall be permitted the following:
- Apply for the use of University space as provided for in Section E., 17 & 18.
- Use of University name as provided for in Section E., 16.
- Assistance of a faculty/staff advisor appointed by the Vice President for Student Affairs. Graduate Assistants are permitted to serve as advisors if supervised by full time faculty or staff.
- Invite guests and speakers to the University as provided for in Section E., 19.
- Apply for Student Government Association funds.
- Apply for office space in Kilcawley Center through Student Activities Office(Kilcawley 2082).
- Solicit or generate funds for your organization go to: Student Activities > Student Organizations > Fundraising for the required process
- Have a mailbox in the Student Activities Office (Kilcawley 2082).
- Use of the services of the Office of Student Activities (Kilcawley 2082).
- Use of University vehicles for travel purposes. Procedures and rules for University travel may be found at /administrative-offices/procurement-services/procurement-services > Travel Services.
Section E. Denial or Loss of Registered Status
The Director of Student Activities may recommend that the registration of a group be denied, and organizations may lose registered status for any of the following reasons:
- Non-compliance with University regulations.
- Failure to provide the information required for registration prior to the deadline established by the Office of Student Activities for receiving such materials.
- Providing false information on the application for registration.
- The purpose of the group/organization is judged by the Director of Student Activities, and supported by the Staff Offices, to be in conflict with University policies and regulations and/or state and federal regulations.
- Misuse or abuse of University space.
- Failure to adhere to stated purposes of the group/organization’s constitution and bylaws.
- Failure to pay outstanding debts incurred by the group/organization. Student Organizations with outstanding debt will not be allowed to complete the re-registration process.
- Being under sanction of deactivation and/or suspension by the group or organization’s outside governing bodies.
- Request by the organization/group that the ties with the University be severed.
- Failure to attend an organization workshop (Section B. 8., above) either academic semester.
Section F. Regulations
- Organizations/groups shall be responsible for complying with all University conduct regulations as outlined in The Code of Student Rights, Responsibilities and Conduct.
- Organizations/groups shall not restrict membership or eligibility to hold appointed or elected student officer positions in the organization/group on the basis of race, sex, color, age, religion, national origin, disability, sexual orientation, or identification as a disabled and/or military veteran, except as specifically exempted under federal law.
- Officers of organizations (except those listed by the University as honorary organizations) must be registered for two-thirds of a full-time load (9 hours for undergraduates and 6 hours for graduate students) and remain in good academic standing.
- Officers are responsible for guests attending organizations’ activities and for compliance with University regulations.
- Organizations shall inform the Office of Student Activities of any changes in officers or other information submitted in the application for registration within fifteen (15) days after the change occurs. The officer submitting the changes is obligated to contact the Office of Student Activities by calling 330-941-3575 or by stopping by the office in Kilcawley Center 2082.
- Officers shall keep the faculty/staff advisor(s) informed of the organization’s activities, operations, programs, and membership.
- All social fraternities and sororities shall maintain regular membership in Council, National Pan-Hellenic Council or Panhellenic Council.
- Organizations that have probationary membership (e.g., fraternal organizations) shall not pledge, initiate, or activate any student who is not registered for two-thirds of a full-time load (nine hours for undergraduates and six hours for graduates) and in good academic standing.
- Organizations/groups shall take no action which involves hazing. Acts of hazing include, but are not limited to, coercion of any form, extended deprivation of sleep or rest; forced consumption of food, alcohol, other beverages, or drugs; beating or branding; forced exclusion from social contact; and/or forced conduct that could result in embarrassment to any person.
- Organizations/groups shall not hold any activity in the form of a lottery, raffle, or game of chance without securing permission from the Executive Director of Student Life or designee.
- The University shall not be responsible for any contracts entered into or debts incurred by groups/organizations.
- Organizations/groups shall observe the University policies and regulations governing marketing, promotion, and sponsorship related to alcohol.
- Alcoholic beverages are not permitted at any student organization/group program that involves recruiting new members. No student organization/group, collectively or individually, shall purchase, serve, or sell alcoholic beverages to any minor (i.e., those under legal drinking age).
- The use of alcohol at events sponsored by student organizations/groups is governed by University regulations and federal, state, and local laws which prohibits persons under twenty-one (21) years of age from possessing, ordering, purchasing, buying, sharing the cost of, or consuming alcoholic beverages.
a. Solicitations and sales on campus, sponsored and conducted by organizations and/or groups, must be registered in advance with the appropriate office and carried out in the designated areas.
b. Students or registered student organizations may not solicit for funds from any on-campus group and/or agency unless granted permission by the Director of Student Activities or designee and the chief development officer.
c. Students or groups/organizations shall not engage in, or invite any firm or corporation to engage in, the business of selling or advertising any services or products or take orders or make contracts for the delivery of services or products on University premises without the prior approval of the Director of Student Activities or designee.
d. Students and/or groups/organizations may not conduct lotteries, raffles, or games of chance unless permission has been requested and obtained in writing from the Director of Student Life or designee.
- Use of University Name
a. Student organizations/groups may not use the University’s name without the expressed authorization of the University except to identify institutional affiliation. University approval or disapproval of any political or social issue may not be stated or implied by any organization.
b. The official letterhead stationery, envelopes, logo, seal, or use of “Pete” or “Penny” trademarks of the University may not be used in, or for, any publication, correspondence, or other printed material prepared or distributed by the organization/group or its officers without prior submission of the material to and written permission received from the Executive Director of Marketing and Communication (or designee) or Athletics (use of Pete or Penny).
c. In the event that the name of the University is used in a letterhead on organizational stationery, it must appear in accordance with guidelines as set forth in the graphic standards policies.
- Use of University Space (outside Kilcawley Center and Housing and Residential Life)
In order to ensure availability of the desired facility, arrangements should be made as far in advance of the event as possible. Use of athletic-related space is made through Matt Rollins (330-941-3671). Use of Williamson College of Business is made through Chris Shelton (330-941-3068). All other University facilities must be scheduled through University Events with Christina Texter (330-941-2962).
a. Institutional facilities may only be used by registered student organizations for regular business meetings or special programs. The University may develop policies that limit or restrict access to persons who are not currently enrolled students, faculty, or staff. Organizations’ use of space must be consistent with all policies of the University.
b. Reasonable conditions may be imposed to regulate the timeliness of requests, determine the appropriateness of the space assigned, regulate time and use, and ensure proper maintenance and order. This may include staffing and security requirements.
c. A rental fee may be assessed for the use of specifically designated University facilities.
d. Police fees may be assessed for specific social events.
e. The organization requesting space must state the general purpose of any meeting.
- For all functions and meetings, the Director of Student Activities, or designee, may require other personnel to be present in a supervisory, advisory, or security role.
- Officers of an organization must take all precautions to ensure that no social event or function shall interfere with the University’s pursuit of its educational objectives and programs. The sponsoring organization(s) shall be responsible for the behavior of persons attending the function and for any illegal, negligent, and/or intentional misconduct either engaged in or knowingly permitted by the organization, including illegal sale and/or excessive consumption of alcoholic beverages. Officers of an organization shall be responsible for activities of the organization and for its compliance with University regulations. They shall ensure that a public nuisance does not occur as a result of a social event or function sponsored by the organization.
- The University may require presentation of a valid University ID Card for admission to events held on University premises and may limit functions to members of the sponsoring organization(s) and their invited guests.
- Functions which are held in University facilities must end no later than the established closing hour of the facility concerned, unless prior arrangements are made through the Office of Kilcawley Center Reservations (for Kilcawley Center and University housing facilities) or Alumni and Events Management (for other University facilities).
- For all functions and meetings, the Director of Student Activities, or designee, may require other personnel to be present in a supervisory, advisory, or security role.
- Use of all Kilcawley Center and University housing facilities must be scheduled through Staff Offices in Kilcawley Center.
Definitions and responsibilities of YSU registered student organizations for use of Kilcawley Center facilities are the following:
1. Officers of an organization must take all precautions to ensure that no social event or function shall interfere with the University’s pursuit of its educational objectives and programs. The sponsoring organization(s) shall be responsible for the behavior of persons attending the function and for any illegal, negligent, and/or intentional misconduct either engaged in or knowingly permitted by the organization, including illegal sale and/or excessive consumption of alcoholic beverages. Officers of an organization shall be responsible for activities of the organization and for its compliance with University regulations. They shall ensure that a public nuisance does not occur as a result of a social event or function sponsored by the organization.
2. The organization requesting space must state the general purpose of any meeting or event.
3. An organization meeting is the use of a conference room for the purpose of promoting the organization and their core mission. In addition to weekly meetings, organizations can schedule activities such as recruitment, ceremonies, and conferences for the purpose of advancing the organization mission.
4. An organization “social” event is any form of entertainment scheduled to end after 8:00 p.m. The event is defined by interactive activities including, but not limited to social mixers, parties, dances, concerts, shows of any type, and other events that guests are active participants. Social events are for YSU students only.
5. An organization event may include, but is not limited to dinners, lectures, speakers, recitals and other reserved events.
6. Determination of the category an event falls into is made by Kilcawley Center staff.
7. General Guidelines for Reserving Rooms for Meetings and Events:
Guidelines must be adhered to by student organizations. However, an exception to the guidelines may be requested for special events by submitting a written request to the Director of Kilcawley Center three weeks in advance of the event. All details for consideration of amending the guidelines must be included. A determination and response will be provided in a timely manner.
1. Student Organizations must be registered with their current information, which includes an active advisor. Failing to keep the organization registered and active results in loss of reservation privileges.
2. No fees are charged to the organization for the room or equipment, but the organization is responsible for police fees associated with events. See Planning, Security and Police Fee Guidelines.
3. In order to reserve space in Kilcawley Center, a student organization must be registered with the Office of Student Activities through Symplicity. To request a room online, go to the Kilcawley Center website to fill out request form. Do not assume that the space is reserved until you have received written confirmation or have been contacted by the Room Reservations Office.
4. Student Organizations are limited to use of the Chestnut or the Ohio Room a total of two times per semester. Requests for use of other commercially shared space must be approved by the Director of Kilcawley and be submitted three weeks in advance of the requested date.
5. Student Organizations may request specific rooms for an event, but Kilcawley Center reserves the right to assign rooms that best fit the needs of the request and for building operations as determined by Kilcawley Center Staff.
6. Social events are open to YSU students only and a photo ID must be presented. No student under the age of 18 will be admitted.
7. Social events cannot have any involvement or co-sponsorship by non-University groups or advertised off campus by fliers, news media or electronic communications.
8. The request to reserve space for a social event should be made 30 days in advance of the requested date. Kilcawley Center may request that the organization and advisor attend a pre-event planning meeting with the police (if applicable) and Kilcawley staff, 21 days prior to event date. Written request and justification for exceptions to deadlines can be made to the Director of Kilcawley Center. A granted exception to the deadline does not constitute precedence. Organizations are responsible to meet deadlines. Kilcawley Center reserves the right to place events on hold or to cancel if guidelines are not followed.
9. No events will be scheduled beyond normal business hours and will end a half hour before building closing. Monday – Thursday, events will end at 10:30 p.m. Friday and Saturday, events will end at 9:30 p.m. It is the responsibility of the organization to end the event promptly.
10. Kilcawley Center and University Police reserve the right to deny admittance or to remove students or guests from an event. The reasons for denying admittance or removal may include, but are not limited to, maximum room capacities, failure to present identification, failure to respond to directions by University personnel, intoxication, incoherent behavior, aggressive behavior/language and violations related to “The Code of Student Rights, Responsibilities, and Conduct” and University policies.
Planning, Security and Police Fee Guidelines:
Kilcawley Center suggests that organizations seek out other organizations and University departments to co-sponsor social events to defray the cost, particularly with large events. The minimum police fee an organization will pay for an event is $100. If the fee is over $100, Kilcawley Center will contribute up to $100. The organization will pay all additional police fees. The number of officers needed for each event is determined by the YSU Police Department.
1. The organization must schedule a social event planning meeting with Kilcawley Center Staff. The meeting agenda will be a discussion about the event and collection of information. Event day procedures and responsibilities will be confirmed at the meeting.
2. The organization is responsible for all associated Police fees, less Kilcawley Center’s $100 contribution. The fees will be collected by Kilcawley Center Staff Office no later than 14 days in advance of the event date. No event will be confirmed until Police fees are paid. The event is considered canceled if the deadline is missed.
3. Groups should not advertise events until all procedural requirements are met and fees are paid. Kilcawley Center reserves the right to cancel the reservation if it is advertised without confirmation of even.
4. Police fees are non-refundable if the organization cancels the event 48 hours prior to the event time or the organization does not inform Kilcawley Center the event is canceled. Request to cancel an event must be done by e-mail or delivered in a memo to the Reservation office. The group will receive an acknowledgement of the cancelation.
5. Kilcawley Center and the University Police reserve the right to use metal detectors and other measures to insure safety of event participants.
General Guidelines for Room Usage:
1. Organizations must respond to directions from University staff, which includes Student Supervisors. Events may be interrupted for non-compliance to directions.
2.The reservation of any facility or equipment includes the assumption of total responsibility for any negligent damage. A repair fee may be accessed if negligence is determined. Negligent damage includes damage to equipment, furniture, floors, carpet, walls and electrical systems. The organization must report damage and how it occurred.
3. Organizations are permitted to bring food or drinks that have been purchased in Kilcawley to meeting rooms or events, but are not permitted to bring food or drinks purchased off campus. Food service should be arranged through catering services. Request for The Hub to extend business hours for cash sales must be made at the time of the reservation. Alcohol sales must be requested and approved by the Director of Kilcawley Center. The organization may be subject to fees for cash sales in The Hub. The fee is $50 and refundable if event sales exceed $300.
4. Devices and items that produce smoke, vapors, fog, flames or fumes are prohibited. The burning of candles is expressly prohibited unless associated with banquet events and safety measures are met. The organization must request permission for the use of candles on tables prior to the event.
5. Events may be advertised on approved bulletin boards on campus, easels in Kilcawley Center, arcade hallways or the Jambar. Posting advertisements on doors and walls is prohibited. Table fliers are not encouraged because tables are cleaned off nightly. Student social events should not be advertised off campus. The event may be subject to cancelation if guidelines are not followed.
6. The sponsoring organization is responsible for the control of the event and the behavior of organization members, guests, bands and DJ’s and for any illegal acts. The organization officers are responsible for compliance with University policies and “The Code of Student Rights, Responsibilities and Conduct”.
7. The Code applies to all students and organizations. Violations are subject to disciplinary actions. No illegal drugs/alcohol will be permitted on the premises.
8. Kilcawley Center accepts no responsibility due to loss, theft or damage for materials or equipment brought into Kilcawley Center by the organization. Set up of equipment not supplied by the University must be done during time reserved.
9. Decorations are permitted, but need prior approval and must be removed at the conclusion of the event.
10. Kilcawley Center must be notified prior to the event if it is canceled. Cancelation fees or a restriction of privileges may be applied. Be considerate and cancel events in a timely manner.
- Invitation of Off-Campus Speakers (See also Board Policy 7005.01, Access to Campus for Purposes of Solicitation, Distribution of Materials and Presentation of Information by Employees and Visitors)
The freedoms of speech and assembly guaranteed by the First and Fourteenth Amendments to the United States Constitution shall be enjoyed by the members of the University community regarding the opportunity to hear off-campus, or outside, speakers on the campus.
However, there is no absolute right to assemble or to make or hear a speech at any time or place regardless of the circumstances, content of speech, purpose of assembly or probable consequences of such meeting or speech. In order that the rights of all students might be assured, the calendaring of outside speakers shall be subject to the following:
a. A request in writing to invite an outside speaker will be considered by the Vice President for Student Affairs only when made by a registered student organization at least ten (10) University working days in advance of the scheduled event. This request shall include: (a) the name of the sponsoring organization; (b) name of the speaker; (c) time and date; (d) desired location of the meeting; (e) anticipated size of the audience; and (f) topic of speech.
b. A request for space shall be made to the Office of Kilcawley Center Reservations (for the use of Kilcawley Center and University housing facilities) or to the Events Coordinator (for other University facilities) by an officer of the registered student organization sponsoring the speaker not later than ten (10) University working days prior to the date of the proposed speaking engagement.
c. A request made by a registered organization may be denied only if the Vice President for Student Affairs determines, after proper inquiry, that the proposed speaker will constitute a clear and present danger to the institution’s orderly operation by the speaker’s advocacy of such actions as:
1. The violent overthrow of the government of the United States, the State of Ohio, or any political subdivision thereof.
2. The willful damage or destruction, or seizure and subversion, of the institution’s buildings or other property.
3. The forcible disruption or impairment of, or interference with, the institution’s regularly scheduled classes or other educational functions.
4. The physical harm, coercion, intimidation or other invasion of lawful rights of the institution’s officials, faculty members, or students or other campus disorder of a violent nature.
5. In determining the existence of a clear and present danger, the Vice President for Student Affairs may consider all relevant factors, including whether such speaker has, within the past five (5) years, incited violence resulting in the destruction of property at any educational institution or has willfully caused the forcible disruption of regularly scheduled classes or other educational functions at any such institution.
d. The decision of the Vice President for Student Affairs is final.
e. In granting the request, the Vice President for Student Affairs may require that the speaking event be chaired by a member of the administration or faculty, and may further require a statement to be made at the meeting that the views presented are not necessarily those of the institution or of the sponsoring group.
- Scheduling of off campus social events
Events that are communicated, publicized or advertised as associated with a registered student organization (including descriptions on social media such as Facebook or Twitter) are considered to be sponsored by the organization and are subject to the following requirements. Any registered organization hosting a social event or party must provide the following information to the Office of Student Activities and to the University Police at least two (2) weeks prior to the proposed function.
1. Name of the sponsoring organization;
2. Location of the event;
3. Date and time of event;
4. Name and contact information for site risk manager, student organization member responsible or event planner and if appropriate, other official contacts in attendance;
5. The University reserves the right to require:
1. Adequate security (determined by YSU Police);
2. A list of all attendees;
3. A statement of whether alcohol will be present and what procedures will be in place to ensure Section F., 14. will be followed.
Failure to follow the above requirements will result in charges under The Code of Student Conduct.
Registered student organizations are entitled to raise funds to support the activities and goals of their organization.
a. Bulletin Boards
Bulletin board space is provided at numerous locations throughout campus. Regulations governing the posting of materials on bulletin boards are described below. Posting of materials on trees, posts, buildings, or other non-bulletin board surfaces (e.g., auto/truck windshields) is prohibited.
1. Official University/departmental bulletin boards are located in all University buildings. Regulations governing the posting of materials on these boards are determined by the department responsible.
2. Posting of materials in Kilcawley Center is governed by the Kilcawley Staff Offices. Posting and/or distribution of materials in residence hall facilities (including Christman Dining Commons) are governed by Housing and Resident Life.
3.Material not related to registered student organizations or campus activities must be approved by the facility administrator prior to distribution or posting.
4. The University reserves the right to deny posting privileges or remove materials that violate any provisions of The Code or other University regulations or policies.
Registered student organizations and campus departments can have banners hung in designated areas throughout Kilcawley Center. The banner space must be reserved through Graphic Services before the banner is hung, and it may remain up for 5 days.
c. Glass Display Cases
University groups and campus departments can display items in the glass display cases throughout the Center. The display unities must be reserved though Retail Operations Manager between 8 a.m. and 4 p.m.
- Students acting individually or on behalf of a registered student organization/group may distribute written material at designated on-campus locations after reserving those locations with the site administrator.
- Functions of organizations/groups that involve unique circumstances for members or to others, as determined by the Director of Student Activities may be required to secure special approval for registration by the Vice President for Student Affairs. For the protection of the organization and its members, the University may require special liability and/or health insurance coverage on the part of the organization and/or individual members and participants, and may also require a release and waiver of liability by the participants.
- Registered student organizations are entitled to raise funds to support the activities and goals of their organization.
a. Sales of Food Items
1. Sales of any non-commercially prepared (any food item prepared by an individual) or commercially prepared food item, (e.g. candy bars) is prohibited in Kilcawley center.
1. Complete and submit the “Approval Form for Bake Sales” and “Bake Sale Regulation Form” to the Alumni and Events Management Office, First Floor, Alumni House (330-941-2962). This will allow you to schedule space in any building with the exception of Kilcawley Center. Reservation of space must be displayed at the site of sale.
2. Obtain a Bake Sale Permit from the Department of Occupational and Environmental Health and Safety, Room 2046 Cushwa (330-941-3700). Regulations related to bake sales are based on state and federal safety guidelines. The Bake Sale Permit must be displayed at the site of the sale.
3. Sales of commercially prepared food items (e.g. candy bars) are permitted on campus with the exception of Kilcawley Center.
b. Sales of Non-Food Items
1. The sale of non-food items (e.g. flowers, balloons) is permitted and no formal approval process is required.
2. If you wish to sell items at a designated location, you must reserve space ahead of time. For space in Kilcawley (non-food items only) contact Staff Offices, Kilcawley (330-941-3577). For space elsewhere contact Alumni and Events (330-941-2962).
3. Students with questions about the appropriateness of a sale item may contact the Student Programming office.
c. Sponsoring Social Events
1. Social events for fund-raising purposes should be scheduled whenever possible in Kilcawley Center. Scheduling must be completed at least one month in advance. Contact Staff Offices, Kilcawley Center (330-941-3577).
2. There is a fee to cover expenses incurred for security provide by the YSU Police. If the event is scheduled during normal University hours and open to only the YSU community (ID required) the charge is $100. If the event is outside normal University hours and/or is open to the public, the sponsoring organization is responsible for the actual cost of security services.
3. Additional service charges may apply to the use of The Hub.
4. A ticket must be sold whenever an organization is going to charge admission to an event.
1. Commercial vendors frequently seek sponsorship from registered student organizations in order to obtain reserved space in Kilcawley Center.
2. Registered student organizations may negotiate a commission for the sponsorship.
3. The student organization must make the reservation for the vendor.
4. The vendor must submit two checks to the Room Reservations Coordinator, Kilcawley Center, in advance of their scheduled date. One check should be $50.00 payable to Kilcawley Center. The second check should be negotiated commission payable to the sponsoring student organization.
5. Kilcawley Center will forward the commission check to the student organization directly.
1. A written request for permission to conduct raffles, lotteries or games of chance must be submitted to the Student Activities Office, Kilcawley Center, 330-941-3575, at least two weeks prior to the scheduled event. Requests can be emailed to Erin Driscoll by filling out the Raffle Request Form.
2. The request should include details of the raffle, lottery or game of chance including dates, times, cost of tickets, type of raffle, how the proceeds will be used, the source of the prize being raffled (purchased or donated) and any other relevant information. Organizations must also indicate who will be responsible for handling all money and provide verification that the organization advisor is aware that the raffle is taking place.
3. A written response will be provided to the student organization contact person.
4. Following the raffle, lottery, or game of chance, the sponsoring organization must submit a report to the Office of Student Activities verifying completion of the event, accounting for the money that was raised and detailing how the money will be used. By failing to complete this report an organization will jeopardize its opportunity to conduct any further fund-raising events.
- Organizations shall comply with all University regulations as well as state and federal laws.
Names and addresses of officers shall be required as a condition of registration and access to institutional funds or facilities.