Policies and Procedures
- Registration of Organizations
- Use of University Facilities
- Equipment/Resource Usage Policy
- Catering Policy
- Publicity Policy
- Shirt Design Policy
- Fundraising Policy
- Solicitation Policy
- Office of Student Life Vehicle Usage Policy
- Student Organization Discipline System
- Student Alcohol Policy
- Student Organization Community Service Policy
- Contractual Agreement
- Bank Account Policy
- Web Page Policy
Registration of Organizations
Barry University recognizes both the right to exist and the mutual benefit of existence of co-curricular activities. The University, in the registration process set forth, seeks the freedom of existence for student organizations and ensures that designated privileges and support are available equally to all organizations that uphold the registration requirements and are in line with the University mission and that of the Dominican character of the University. The University does not, however, automatically endorse the mission, goals or purpose of any organization.
A student organization shall be defined as any group, consisting of at least ten (10) full time Barry University students who desire to come together to support a particular view, explore common interests or accomplish identified tasks, which do not:
- Have illegal goals and objectives
- Duplicate any existing organization
- Advocate or support the overthrow of the United States Government
- Propose or participate in activities which would violate regulations of the Board of Trustees, the University, or federal, state, or local laws and regulations, or materially disrupt activities and discipline of the University
- Advocate incitement of imminent lawlessness which may produce such action referred to in (#1) above
- Discriminate on the basis of race, color, religion, sex, national origin, age, disability or veteran status
- Conflict with the mission and/or objectives of Barry University
Any student group existing on campus that wishes to use University facilities and/or services and that fulfill the above description must be registered with the Office of Student Life. Only groups that are registered will have access to campus facilities and/or services.
Registration shall be defined as the collection and recording of specific information required of qualified student organizations as defined in later sections. The registration, in turn, allows those organizations certain privileges. The University views student organizations as private affiliations and does not endorse the mission, goals or purpose of the organization. Barry University does not allow its name to be used in the organization’s name in any form or allow the organization to represent itself on behalf of the University. Registered student organizations shall be referred to as "______________, a registered organization at Barry University
Privileges of Student Organizations
To function as a part of the University rather than as an outside agency, a student organization must be registered to obtain the following privileges:
Reserve campus facilities
- Conduct meetings on campus
- Solicit funds on/off campus through approved programs and fundraising activities
- Request funds from the Student Government Association (if eligible)
- Listing of the organization’s name in University publications
- Utilize University services
- Use of a Barry University campus address
- Use of Barry University advertising facilities
- Requesting master calendar dates and listings
- Opportunity to receive University awards and honors
Responsibilities of Student Organizations
As a registered organization at Barry University, organizations are to assume and accept the following responsibilities:
- Accept responsibility for the safe operation of all programs
- Accept responsibility for appropriate use of facilities
- Assure that all promotion and advertising material involving the University facilities shall identify the individuals sponsoring the event
- To maintain an active and worthwhile student-centered program
- Take reasonable steps to insure that all activities of the organization comply with local, state and national laws as well as Barry University policies and regulations
- To provide two (2) community service projects per semester for a total of four (4) throughout the academic year – two projects must benefit the Barry University community and the other, the Greater Miami community. Documentation for each project must be submitted in triplicate to the Student Organization Council.
- To file an up-to-date list of officers, advisor(s), members, constitution/bylaws, goals, objectives and a general calendar of events each semester in triplicate to the Student Organization Council
- A completed Annual Report Form submitted in triplicate to the Student Organization Council by the second Friday in April of each year.
Expectations of Registered Student Organizations
Registered student organizations are an important component of Barry University. With this in mind, it is appropriate to outline expectations that are compatible with the values and goals of Barry University. Each registered student organization should:
- Provide an opportunity for personal development through leadership positions, participation and coordination of educational programs and proper social functions.
- Develop a clear definition of their goals and ideals and select and educate members as to the groups identity.
- Provide a method for giving service to others through community service projects. Each registered student organization is required to complete a minimum of four (4) community service projects, two per semester.
- Promote active participation in all campus events and develop positive relationships with other campus organizations. Registered student organizations are required to adhere to the Office of Student Life and the Student Organization Council requirements. This is created to assist in the unity of all Barry University student organizations
New Student Organization Registration Procedure
Students wishing to form a new student organization should contact the Office of Student Life.
Criteria for Recognition
The criteria to be used to judge whether a proposed student organization deserves to be recognized by the University is as follows:
- Is there an identifiable need for the organization at Barry University
- Will the proposed student organization contribute to the quality of student life at Barry University?
- Does the proposed student organization espouse a purpose and a program which makes it compatible with the mission, goals and values of Barry University?
- Has the proposed student organization accurately and completely fulfilled the requirements of submitting a list of officers, advisor(s), members, constitution/bylaws, goals, objectives and a general calendar of events?
- Is there any other relevant, factual information which may affect the suitability of the registration of the organization at Barry University
Consultation with Staff Member of Student Life
Representative(s) of the proposed organization must meet with a staff member of Office of Student Life. The student(s) will receive:
- A copy of the Office of Student Life Funding Manual stating the policies and procedures within the Office of Student Life
- A Registration Form that each group must complete and state the need for the organization on campus and how the organization proposes to contribute to the quality of student life at Barry University.
- A Membership Roster Form to be filled out by at least ten (10) full time Barry University students including their full names, their home addresses, phone numbers and e-mail addresses.
- An Advisor Consent Form to be completed by a full-time faculty or staff member who has agreed to serve as the advisor to the organization.
- A consultation on and a copy of constitution guidelines that will assist all groups in the development of their own constitution/bylaws.
- A blank University calendar to display future meeting dates, times and locations, projected community service projects and social programs and events.
Upon receiving this information the interested students have sixty (60) days in which to submit a completed packet for recognition to the appropriate governing body. Interested Greek organizations must submit the packet to the Coordinator of Clubs and Organizations and Student Groups. All other interested organization must submit the packet to the Office of Student Life.
The proposed student organization must submit the above mentioned material to the Director of the Office of Student Life, who will review the material with the officers of the proposed student organization prior to submitting the materials to the Student Organization Council (SOC) for preliminary approval. Within two weeks after formal action, the appropriate governing body will forward the documentation to the Student Organization Council for final review and approval.
Greek organizations may be held to higher standards and expectations due to their international affiliation. Therefore, the approval process may be delayed. All efforts will be made to ensure a speedy but comprehensive process will be completed.
Once it has been determined that:
- No violation of federal, state or local law or University policy exist in the proposed constitution; and all necessary clauses are included (membership, non-discrimination, etc).
- The Registration Form, an Organization Representative Obligation Form and Membership Roster Form have been completed and correctly filled out
- The organization has certified that membership requirements are non-discriminatory
- A full-time faculty or staff member has agreed to serve as the advisor to the organization and signed the Advisor Consent Form
- A constitution has been developed and approved by the group members
- A calendar of events has been established
Presentation to the Appropriate Governing Body
The proposed organization will be required to send a representative to the appropriate governing body's general assembly meetings. It is important to contact the appropriate governing body beforehand to inform the council of the intention to apply for registration so that this fact may be included on the agenda for the next meeting.
The representative shall be required to make a presentation to the appropriate governing body to explain why there is a need for the organization and how the organization proposes to contribute to the quality of student life at Barry University. In addition, the representative should be prepared to respond to any questions regarding the application, proposed constitution or other relevant information that may impact the proposed organizations status.
After the presentation, the appropriate governing body shall open the question of approval of the application to debate. If a member of the general assembly feels that additional research or review is necessary, a motion to send the application to the Student Organization Council (SOC) executive board shall be in order and shall take precedence. The Student Organization Council shall submit a recommendation at the next meeting.
If the application is not referred to the SOC executive board, at the conclusion of the debate the question shall be put to a vote.
When the appropriate governing body is ready to vote on the application for recognition, a two-thirds affirmative vote shall be required to grant recognition to an organization. Once approved the appropriate governing body forwards its recommendation to the Office of Student Life for final approval. If the Office of Student Life approves the application, the organization is sent a letter informing it of its status as a registered student organization. If the Office of Student Life denies the application, a letter shall be sent to both the denied student organization and the appropriate governing body informing each of the specific reasons for denial of the organization’s application based upon the criteria for recognition of student organizations.
If the appropriate governing body does not approve a registration of an organization, the appropriate governing body shall be required to send a letter to the requesting organization, and Office of Student Life providing the specific reasons why the proposed organization did not meet the criteria for recognition.
The requesting organization may appeal the decision of the appropriate governing body to deny recognition to the Director of Student Life. It shall be the function of the Director of Student Life to review the criteria for recognition of the proposed student organization to ensure that the appropriate governing body rendered an appropriate judgment based upon the criteria and provided factual and substantial reasons for recommending denial of recognition. The Director of Student Life will forward a recommendation to the appropriate governing body requesting reconsideration of the organization’s application by the appropriate governing body for the reasons to be stated. If the appropriate governing body reconsiders the application for recognition and denies the application for a second time or refuses to reconsider the original denial, the Director of Student Life will inform the Vice President for Mission and Student Engagement of this fact and its reasons for denial. The Vice President for Mission and Student Engagement may accept the recommendation of the appropriate governing body or deny it and approve the application of the organization for university recognition.
If the Director of Student Life agrees with the action of the appropriate governing body in denial of recognition, the Director of Student Life should inform the Vice President for Mission and Student Engagement of this fact and its reasons. The Vice President for Mission and Student Engagement may accept the recommendation of the Director of Student Life or deny the recommendation and approve the application of the organization for university recognition.
The organizational registration process is not complete until the organization receives written notification in the form of a certificate from the appropriate governing body, Student Organization Council, Director of Student Life and the Vice President for Mission and Student Engagement.
Organizations Pending Approval
Once a prospective student organization has met with a staff member from the Office of Student Life and received all appropriate paper work the interested students have sixty (60) days in which to submit a completed packet for recognition to the appropriate governing body. During that period of time, a proposed student organization may be granted the opportunity to have limited organization privileges that may include the following:
- It may meet on campus not more than four (4) times in University facilities
- These meetings shall be for the sole reason of organizational planning purposes and advertising for the recruitment of members and announcing planned meetings.
- No program activities may be conducted during this period.
- Failure to follow these guidelines could impact the approval of the organization’s registration.
All registered student organizations must renew their registration annually. The Office of Student Life, the appropriate governing bodies and the Student Government Association shall oversee the annual re-registration process.
Information shall be sent to all student organization council representatives of each registered student organizations at least 10 calendar days prior to the deadline. This information shall notify the organization of the re-registration process and required meeting.
Advertisements shall be placed throughout campus publicizing the re-registration meeting times and places. Advertisements will be placed to allow for appropriate notification of the re-registration period. Such advertisements shall constitute official notification.
There shall be a registration workshop at the beginning of the academic year. This meeting will update all registered student organizations on policies and procedures. A representative from each registered student organization must attend the meeting and bring a completed and updated registration packet. The updated registration packet can be found in the registered student organization mailbox located in the Office of Student Life, Landon Student Union.
Failure to Re-register
Failure by a registered student organization to renew its registration in a timely manner (as stated above) shall result in termination of its privileges to operate on the University campus, utilize University facilities, receive money from the appropriate governing body, Student Government Association or any other student generated revenue.
Loss of Registration Status
A registered student organization may lose its status of registration and all privileges associated with the registration status if any of the following occur:
- A student organization submits a written notification of its disestablishment
- A constitutional provision deactivates an organization as of a certain date
- A student organization becomes involved in any situation as described in the subtitle "Definition of a Student Organization" of the section of the Student Life Manual titled Registration of Organizations
- A student organization fails to re-register in a timely manner
- A student organization is found responsible for violating conduct regulations
- A student organization acts outside of its mission and/or goals as stated in their constitution
- A student organization fails to meet the recognition requirements (i.e. failure to complete community service projects)
Denial of Registration
Organizations which are not in compliance with the University criteria or who do not appropriately complete the registration procedures will be denied registration. A written letter will be sent to the organization explaining the reasoning for the denial of the registration.
Acceptance of Registration
Acceptance of the University registration by a student organization shall constitute an agreement by the organization to observe and obey all federal, state and university laws, policies, procedures, rules and regulations.
Active membership in registered student organizations shall be limited to persons officially associated with the University as full time faculty, staff or students. Any persons not meeting the above requirements shall not be eligible for active membership in registered organizations.
Each registered student organization shall designate two individuals to conduct the affairs of the organization during the summer and interim periods. The names, addresses, and telephone numbers of these individuals shall be filed with the Office of Student Life, the appropriate governing body and the Student Government Association.
See the Student Organization Discipline System section of this manual for information regarding disciplinary procedures for violations of University policies, procedures, rules, and/or regulations by registered student organizations.
To encourage positive interaction between both teaching and administrative staff and students involved in student organizations, every registered student organization is required to have an advisor. The advisor must be selected from full-time faculty or administrative staff members at Barry University. Graduate students are not eligible to fulfill this requirement but are encouraged to co-advise student groups. The Office of Student Life, the appropriate governing body and the Student Government Association will provide support and assistance to all advisors with questions and concerns regarding their organizations.
In addition to the normal student organization registration process, prior to submission to the appropriate governing body, recreational/sports organizations must submit for approval to the Department of Campus Recreation/Wellness. It should be fully understood that Barry University and the Department of Campus Recreation/Wellness does not provide accident insurance for student organization members and cannot be held responsible for injuries incurred through members voluntarily participating in recreational/sports activities. Be advised that the Student Health Service Insurance Policy does not cover injuries that occur during any recreational/sports activities. Barry University and the Division of Missing and Student Engagement strongly recommends that all recreational/sports members have a personal medical insurance plan in effect during the period of recreational/sports activities.
Use of University Facilities
Registered student organizations must reserve facilities for all on-campus events. In order to ensure scheduling of University facilities in an organized manner and to ensure compliance with University policies, it is necessary to maintain a comprehensive reservation procedure for all registered student organization meetings, fundraising activities, guest speakers and other events. The Office of Student Life, located in Landon 202, processes all of the registered student organization requests for the use of University facilities. All other requests for University facilities must be processed through Conference and Event Services Department.
Guidelines and Procedures for Reservations of University Facilities
All student organization’s room reservations must be requested through the Office of Student Life on a Barry University Event Reservation Form. The reservation must be signed by an officer of the organization and the advisor of the organization.
Reservation requests for university facilities must be submitted a minimum of two (2) weeks prior to the scheduled event. For large scale/special events accommodating 100+ people, reservation requests must be submitted a minimum of two (2) months in advance accompanied by a formal proposal which will include description of event, guest attending, location, budget, and diagram. This is to ensure that facilities are available and that all needed services and staffing can be provided for all events. If unforeseen circumstances necessitate a request for a reservation in a shorter time frame, the Office of Student Life staff may attempt to fill the request to the best of its ability.
The University has a wide variety of campus space available to registered student organizations. The available space is noted as academic or non-academic space and can be reserved through the Office of Student Life.
Reservations will be accepted on a first come, first serve bases. Reservations will not be made during final examination periods.
Non-academic space serves as the primary facility for student organization meetings and activities. It is suggested to make all space reservations at the beginning of each semester to help assure confirmation of the space. The following is a list and maximum occupancy of available non-academic space on campus.
Auditorium – 979
Gymnasium – 1500 (bleachers)
Andreas 111 – 175-200
Andreas 112 – 175-200
Kostka Room – 100
Landon 110, Events Room - 169
Landon Bucky's Cove- 167
Leadership Library Landon 202 - 12
Landon 203 - 12
Landon 204 - 20
Landon 301 - 12
Landon 302 - 20
Landon Courtyard - outside
Library 101, 102, 103 – 150 (desks/theatre style)
Student Union Main Atrium – 100
Faculty Dining – 75
Small Dining – 24
Lehman 219 – 30
Cor Jesu Chapel – 300
Mall Area – outside
Thompson Plaza – outside
Fine Arts Quadrangle – outside
Thompson Hall Houndstooth – 250-300 (standing room)
Penafort Pool – outside
Sand Volleyball Court - outside
Thompson Hall Lobby – 400 (standing room)
When space is not available in non-academic areas the University permits registered student organizations to meet in academic facilities. The following is a list and maximum occupancy of available academic space on campus.
Classrooms – 25-35
Wiegand 116 East – 100 (theatre style)
Wiegand 116 West – 100 (theatre style)
Library 101, 102, 103 – 150 (desks/theatre style)
*Note: No food or drinks are allowed in academic classroom spaces. No furniture may be removed from or into academic classroom spaces without prior approval. No smoking is permitted in any Barry University building. Any person(s) caught smoking inside any facility will be asked to leave the premises.
Types of Events Requiring Special Approval
Any social event held in a residence hall or in space adjoining a residence hall must have prior approval from the Director of Housing and Residential Life.
Any social event held on campus or in a University facility that involves the use of alcoholic beverages must comply with the student alcohol policy and receive approval by the Director of Student Life.
Any outdoor event held on campus must receive approval by the Director of Student Life. A detailed written request must be submitted three (3) weeks prior to the event.
Any event in which students from another educational institution or the general public are invited to attend must receive approval by the Director of Student Activities.
Avoiding Academic Conflicts
Social functions may not be held on campus during quite hours or during final examination periods.
Rights and Responsibilities
The university facilities are for the use and enjoyment of members of the University community and their guests. The following is intended to be a general statement of expectations and responsibilities for individuals and organizations while exercising their privilege of using university facilities.
Students, faculty, staff, organizations, departments, guests and visitors shall be expected to respect the rights of others and abide by all general laws and University policies as delineated in the Student Handbook or other policy document(s). In addition, users and guests of university facilities shall be expected to abide by specific policies and procedures of the particular facilities and/or type of event. These policies and procedures are designed to prevent injury to person or property, obscene behavior, the disruption of the orderly operation of the building, its services and programs, as well as other related concerns.
Barry University’s professional staff members including building supervisors, building attendants, office assistants, security personnel, faculty or other staff as appropriate, shall have the authority to make reasonable requests of users or requests of the building pertaining to matters concerning building safety, security, orderly operations or other policy or procedure concerns. Individuals or organizations that fail to comply may be subject to disciplinary or other appropriate action(s).
Individual students, faculty, staff and/or organizations or departments shall be responsible for the behavior of their guest(s). It is the responsibility of the host to ensure that the guest(s) understands and abides by all University policies and guidelines. If a guest is involved in a policy violation, the host individual and/or organization or department, as well as the guest, may be subject to disciplinary or other appropriate action(s).
Facility removal is an action requiring that an individual immediately leave the university facility. Facility removal may be imposed by a building supervisor, building attendant, office assistant, security personnel, faculty or staff member when there is reasonable cause to believe, based on available facts, that (a) the individual is an immediate threat to the safety or well being of him/herself, other persons, or property; or (b) the individual’s behavior is disruptive of the orderly operation of the building or its programs or services.
Some serious incidents or repeated incidents of threat, danger, or disruption may result in the offending individual losing his/her facility privileges for a specified amount of time or permanently. Facility removal for a specified period of time or permanently, may be imposed by the Facilities Coordinator. When an individual is removed from a facility for a specified period of time or permanently, he or she is given notice explaining the reasons for the removal, the duration, any special conditions that apply, and a copy of the facility removal policy. A student notified of such removal may also be referred to the Student Judicial System for disciplinary action. The facility removal may remain in effect until all disciplinary charges are resolved. An individual notified of such removal action shall, upon written request, be given an opportunity to meet with the Facilities Coordinator or designee within five (5) University business days from the date of the request.
An individual who has been notified of their facility removal and returns to the facility and/or violates other stated conditions during the specified period shall be subject to further separate action and may be treated as a trespasser. Permission to be in the University facility for a specific purpose (i.e. to consult with the Facilities Coordinator or to participate in disciplinary procedures) must be requested in writing or by telephone and approval granted by the Facilities Coordinator prior to any conduct contrary to the removal or conditions.
Eligibility for Facility Usage
The University facilities are primarily for the support of activities sponsored by student organizations, academic units, and University departments. Non-University organizations (with no formal affiliation with the University) may be granted use of facilities and/or services on a restricted basis. Approval for non-University related organizations’ use of facilities is most often restricted to those days when Barry University is not in academic session. Requests for University facilities or services by non-University related organizations must be approved by the Facilities Coordinator.
Student organizations will not be assessed facility fees, but may be charged other fees as warranted, such as clean-up fees, security fees or labor charges for extended building operating hours.
A clean-up fee will be assessed whenever food items are served and/or when additional labor is needed for clean-up as a result of user activities. Consult the Office of Student Life Office for current fees and related information.
Extended Building Operation Hours Fee
An extended hours fee shall be assessed to the sponsoring organization for use of the facility during times before or after normal operating hours. Requests for extended hours must be approved in advance by the Director of Student Life. The decision for approval will be based on staffing availability, security (of building and activity participants), and all other applicable University policies and guidelines.
A security fee shall be assessed to the sponsoring organization whenever a safety issue or concern in created with a special event. The Barry University Public Safety Office and Miami Shores Police Department will be contacted appropriately. Consult the Office of Student Life for current fees and related information.
All audiovisual equipment located in the Monsignor William Barry Memorial Library is available to all registered student organizations. Any audiovisual equipment needed for an event must be requested when filling out the Event Reservation Form available in the Office of Student Life.
The Conference and Events Department is willing to assist all registered student organizations with maintenance supplies (i.e., additional chairs, tables, trash barrels, etc) whenever possible. Any maintenance supplies needed for an event must be requested when filling out the Event Reservation Form available in the Office of Student Life.
The Office of Student Life Equipment
The Office of Student Life is willing to assist all registered student organizations with additional resources. Please see the Equipment Usage Policy for the complete list of resources available from the Office of Student Life as well as the procedures and guidelines for reserving the equipment.
Parking for all guests is in the commuter lot located on North Miami Avenue Landon South Lot. It is the organization’s responsibility to inform guests on proper parking location. The sponsoring organization must obtain approval in advance through the Office of Student Life for vehicle(s) needing to enter the gates for unloading and/or loading during specified set up and/or breakdown periods. Vehicle(s) must be moved to one of the parking lots immediately after unloading or loading. Any parking violations are the responsibility of the individual. Any damages resulting from illegally parked vehicles are also the responsibility of the individual.
Equipment/Resource Usage Policy
Due to the high demand for the equipment/resources used within the Office of Student Life it is imperative to maintain a reservation procedure. Only registered student organizations and departments within the Division of Missing and Student Engagement are allowed to reserve equipment/resources from the Office of Student Life.
All student organizations and departments within the Division of Mission and Student Engagement requesting the use of Office of Student Life’s equipment/resources must be done through the Office of Student Life on a Barry University Event Reservation Form. The Event Reservation Form must be submitted a minimum of two (2) weeks prior to the scheduled event. This is to ensure that all equipment/resources are available for the event. If unforeseen circumstances necessitate a request for a reservation in a shorter time frame, the Office of Student Life staff will attempt to fill the request to the best of its ability.
Prior to receiving the equipment/resources a University photo identification card must be presented and a signature is required identifying the equipment/resources to be used. Upon returning the equipment/resources a signature is required identifying the equipment/resources that have been returned. All equipment/resources are to be returned in the same condition in which it was found. All lost or damaged equipment/resources must be replaced by the organization and/or department noted by the signature.
Please contact the Office of Student Life for an updated list.
All registered student organizations may contract either with the designated University caterer or an off-campus caterer. The University food services catering department must be asked first. Then, based on pricing, an outside food vendor can be chosen. The organization must request an Event Reservation Form through the Office of Student Life prior to booking the event with a caterer. Event reservation requests must be submitted at least two (2) weeks prior to the scheduled event. This is to ensure that needed services can be provided for all events.
When using the University caterer all arrangements must be made by a Student Life Staff member. Student organizations are not to contact the University caterer directly. The organization will be asked to show proof of available funds prior to arrangements being made. Tables required for the set up of buffets, coffee services, etc. are the responsibility of the organization scheduling the event and must be requested when filling out the Event Reservation Form. To serve alcohol at a student organization event one must refer to the Student Alcohol Policy in the Office of Student Life Manual.
The publicizing of events or programs is a necessary part of insuring the success of a student organizations program. The University has designed suitable areas in most buildings for the purpose of providing a place to post their respective notices. The purpose of this set of procedures is to outline guidelines for the general posting and distribution of publicity material(s) by student organizations as well as provide guidelines for the use of designated places on campus for the posting of said material(s).
Announcements of general interest to the student body of the University by registered student organizations, academic units, or University departments are the only type of material(s) permitted. Publicity materials for campus events should not be posted or distributed until an Event Reservation Form has been completed and approved.
All announcements shall indicate the name of the group sponsoring the event and receive an approval stamp from the Office of Student Life. The stamp will have a date of expiration fourteen (14) days from when it is posted. The sponsoring group is responsible for removing the publicity material immediately after the advertised event is over.
Publicity material(s) shall be posted only on bulletin boards or other approved areas designated in this policy. Under no circumstances shall any publicity material be placed, written, or painted upon any surface (interior or exterior) including, but not limited to trees or shrubs, cars, poles, signs, doors, windows, walls, sidewalks or other campus structures.
The primary message advertising an event may not promote alcohol or other drugs. Phrases or pictures promoting these substances must be avoided. Material must not contain statements or pictures that would reasonably be perceived as offensive or insensitive to any group on the basis of religion, ethnicity, age, disability, gender or sexual orientation. Announcements failing to meet these requirements will be removed without notice.
Registered student organizations shall retain all publicity material(s) for a period of no less than 90 days. This material shall be made available to the Director of Student Life upon request.
The distribution of any publicity material(s) shall be consistent with the orderly conduct of the University’s affairs, the maintenance of University property, and the free flow of traffic and persons. Efforts must be made to avoid litter. Distribution by means of personal solicitation, accosting individuals, hawking or shouting is strictly prohibited.
The Director of Student Life must approve all publicity material(s) not covered by the specific guidelines set forth in this policy at least two (2) weeks prior to beginning advertising for the event.
Violations of this policy constitute violations of University policy and will be addressed through appropriate disciplinary channels.
Designed Locations and Procedures
Landon Student Union
Only registered student organizations, academic units, and University departments may publicize events in Landon Student Union. Priority is given to registered student organizations.
All flyers intended for Landon Student Union must be approved by the Student Union Office and stamped for posting. Allow 24 hours for approval of all flyers. The stamp will have a date of expiration fourteen (14) days from when it is posted. The Student Union staff will be responsible for posting and removal of all flyers in Landon Student Union. As many as six (6) flyers per event may be posted in Landon Student Union at any given time.
All publicity material(s) other than flyers (i.e., posters, table tents, floor signs, banners, displays, etc.) must receive approval from the Director of Student Life prior to posting in Landon Student Union.
Student Organization mailboxes are located in Landon 202. These mailboxes are a great avenue for publicizing any event. Simply present the information to the Office of Student Life. Allow 24 hours for approval of the information and a staff member from the Office of Student Life will distribute the information to the appropriate mailboxes.
All publicity material(s) intended for the Residence Halls must be approved by the Office of Housing and Residential Life.
Designated areas of academic building lobbies are available for posting of publicity material(s). All publicity material(s) intended for academic buildings must be approved by the Office of Student Life.
Other resources available for advertising programs and/or events include the Office of Student Life Website, the Office of Student Life Telephone Hotline and the Office of Student Life Event Calendar.
The Office of Student Life Website can be used by student organizations who complete the Office of Student Life Event Posting & Publicity Request Form. The Event Posting & Publicity Request Form must be submitted a minimum of two (2) weeks prior to the scheduled event date. The message will remain for a maximum of fourteen (14) days or at completion of the event, which ever comes first. The Director of the Office of Student Life will determine the appearance of the message.
Shirt Design Policy
The creation of a shirt design for the promotion of a student organization, an event or program is a unique advertising technique. The University has designed suitable guidelines for creating acceptable shirt designs. The purpose of this policy is to outline guidelines for the general design of shirts made by a registered student organization.
All shirt designs for the promotion of a student organization, an event or program must be submitted to the Director of Student Life.
The shirt design must not be sent to the printer until approved by the Director of Student Life . This is to ensure that all information is accurate and will not misrepresent the University in anyway.
The primary message on the shirt may not promote alcohol or other drugs. Phrases or pictures promoting these substances must be avoided. Material must not contain statements or pictures that would reasonably be perceived as offensive or insensitive to any group on the basis of religion, ethnicity, age, disability, gender or sexual orientation. Shirt designs failing to meet these requirements will not be approved.
Violations of this policy constitute violations of University policy and will be addressed through appropriate disciplinary channels.
The University has established the following policies and procedures to ensure student organizations fundraising activities are conducted in accordance with University policy and state law. All fundraising activities on or off campus must be approved in advance by the Director of Student Life.
Fundraising is defined as any event in which an organization solicits money from its members, members of the campus community or local communities. The following guidelines shall apply:
- Only registered student organizations shall be permitted to hold fundraising activities.
- No door-to-door solicitation shall be permitted in the residence halls, classrooms, administrative offices, dining halls or other campus facilities without the permission of the Director of Student Life.
- Lotteries, raffles and games of chance must be in accordance with Florida State law.
- Fundraising activities are permitted in designated areas only. See the Director of Student Life for locations.
Student organizations are responsible for obtaining all local, state or federal business permits and/or licenses and filing all relevant tax statements.
Submit a Barry University Event Reservation Form, completed by an officer of the organization and signed by the advisor of the organization, to the Office of Student Life at least two (2) weeks prior to the planned event.
The Director of Student Life approves the reservation form, keeps a copy and returns the original the organization. The purpose of approval is to prevent multiple organizations from conducting fundraisers at the same time or with the same items and to prevent organizations from contracting with less than ethical non-University entities.
Should the request for a fundraising activity be denied, the decision may be appealed to the Director of Student Life.
Organizations should maintain records of receipts and expenditures for a period of three (3) years and shall make such records available upon request by the appropriate University official.
The University has established the following policies and procedures to ensure that soliciting activities are conducted in accordance with University Policy and state law.
Definition of Solicitation
Solicitation is defined as contact for the purpose of:
- Soliciting funds or sales or demonstrations that result in sales;
- Distributing advertising or other material;
- Compiling data for surveys, programs or other purposes;
- Recruitment of members or support for an organization or cause;
- Providing educational information sessions (exclusive of formal Barry University academic classes).
Solicitation activities may not disrupt or interfere with the educational, administrative or operational activities of the University. Events which are in violation of local, state, or federal law, Board of Trustees policy, or rules, regulations, and guidelines of the University are prohibited.
An event that places an undue burden on campus facilities, interferes with the use of campus facilities by other persons, disrupts normal operations, infringes on the protected rights of others, and/or has as a principal goal to incite a riot or to disrupt other activities, may be denied the privilege of using the University facilities (or grounds) for solicitation.
Distribution of Literature
Distribution of literature by University or non-University individuals or organizations is subject to the solicitation policy in order to prevent harassment of students and to maintain the campus environment. The person-to-person distribution of literature by University or non-University individuals or organizations is restricted to the areas available for solicitation and must be registered and reserved in advance through the Office of Student Life. The posting of literature by University or non-University individuals or organizations is restricted to appropriate reserved areas of bulletin boards in University buildings.
The posting or attachment of flyers, posters, advertisements, or announcements of any type on the external or internal sides of buildings, trees, sidewalks, light posts, parked cars or other similar structures is prohibited. (See Posting Policy in this manual for complete guidelines.)
The Barry University postal office is responsible for providing services for Barry faculty, staff and students for official University business only. All mailings must clearly identify the faculty, staff, student or department sponsoring the mailing.
University Intra-Net Campus Mail Service cannot be used by faculty, staff, students or outside businesses or organizations for advertising, campaign notices, solicitation or for any purpose that is not determined official University business.
No Barry University mailing list will be available for use other than for official University business. Student organizations may be contacted through the Office of Student Life. However, a list of individual members of each organization will not be available for distribution. All mailings intended for Barry students must be approved by the Associate Vice President for Mission and Student Engagement (or designee) as official University business prior to submission for distribution.
University Organizations and Departments
Registered student organizations, academic units or University departments may solicit in designated areas and under prescribed conditions as listed under Guidelines and Procedures later in this section.
Non-University Organizations and Individuals
Any non-University organization or individual wishing to come on campus for the purpose of solicitation must be sponsored by a registered student organization, academic unit or University department and receive approval from the Director of Student Life.
Guidelines and Procedures
University Organizations and Departments
- The organization or department must complete an Event Reservation Form available in the Office of Student Life (located in Landon – Suite 202).
- Outside speakers and/or performers being sponsored on campus must be approved at least three weeks prior to the event by the Director of Student Life (or designee).
- The Director of Student Life (or designee) must approve student fundraising activities. (See policy on Fundraising in this manual for specific information.)
- Lotteries, raffles and games of chance must be in accordance with Florida State law.
- Designated Areas – Solicitation activities are permitted in the following designated areas. (Note: Any use of space not normally designated for use by student organizations and University departments must be requested in writing to the Director of Student Life at least two weeks prior to the event.)
- Specific areas of Thompson Hall (including the patios, Buc Stop and main lobby)
- User Fees: User fees will not be assessed to registered student organizations, academic units or University departments.
- Equipment: Student organizations, academic units and University departments must use Thompson Hall equipment (tables, chairs, etc.). One (1) table and two (2) chairs per organization is the maximum permitted unless otherwise approved by the Director of Student Life.
- Space Usage: The areas used are to be left in the same condition in which it was found.
- Display Material(s): In the interest of maintaining an environment that is consistent with the mission of the University, the Director of Student Life reserves the right to determine appropriate location and manner of all display materials including goods, posters, banners, backdrops, etc. A member of the sponsoring group must remain at the table or display at all times. At no time is the table or display to be left unattended.
- Campus-Wide Events
- No charges will be assessed to non-University organizations or individuals who are invited to participate in a campus-wide event and provide services that are integral to the mission or specific function of a University department (i.e. Career Fair sponsored by the Barry University Career Center or Health Fair sponsored by the Barry University Health Center). Display and table regulations may be waived for such campus-wide events. Requests for exceptions should be submitted in writing with the Event Reservation Form three (3) weeks prior to the event.
- Exceptions to the above policies may be approved by the Director of Student Life. Space approval and reservations can be revoked at the discretion of the Director of Student Life.
- Designated areas of academic building lobbies upon the approval of the Director of Student Life and the appropriate academic dean.
- Other designated locations upon the approval of the Director of Student Life.
- Residence Halls: Concerns for the privacy of students, general building security and the protection of property has led to stringent regulations about soliciting in the residence halls. Solicitation is prohibited in the residence halls for all groups and individuals (official University business approved by the Vice President for Mission and Student Engagement, Director of Housing and Residential Life or designee is excepted). Only groups or individuals that have been approved for solicitation are permitted. Solicitors operating on campus without permission are considered trespassers and are subject to criminal actions. For more information contact the Director of Housing and Residential Life located in Landon, Suite 305.
- Specific areas of Thompson Hall (including the patios, Buc Stop and main lobby)
Non-University Organizations and Individuals
Non-University organizations or individuals must be sponsored by a University student organization, a University Department, an academic unit or contact Conference and Event Services Department.
The reservation procedure must be properly completed by the appropriate registered student organization, academic unit or University department prior to the non-University group setting up on campus. Sponsored non-University groups are limited to non-academic facilities for the purpose of solicitation. Use of space by non-University organizations or individuals other than the non-academic facilities is generally prohibited unless extenuating circumstances exist. Upon obtaining sponsorship, all other applicable guidelines and procedures must be adhered to as outlined in the section above for registered student organizations, academic units and University departments. Questions regarding sponsorship should be directed to the Office of Student Life. The sponsoring University organization shall be responsible for ensuring that the non-University group in informed and in compliance with University policies and guidelines at all times during the registered event. The following additional guidelines for non-University organizations and individuals must be adhered to:
- A member or designee from the sponsoring registered student organization, academic unit or University department must be present at the solicitation location at all times.
- Use of facilities by non-University organizations or individuals for the purpose of solicitation is limited to no more than five (5) days per academic semester. Multiple sponsors do not allow for additional reservations.
- All advertising or "giveaways" must be in compliance with University policies.
- No food, beverage, alcohol or illegal items may be sold.
- A Vendor Application Form must be filed with the Office of Student Life and approval granted by the Director of Student Life.
Office of Student Life Vehicle Usage Policy
The Office of Student Life vans are for use by:
- Office of Student Life Staff
- Division of Mission and Student Engagement Personnel/Department
- Registered Student Organizations
Other members of the University must contact the Athletics Department for use of a University van from the University Motor Pool.
All prospective drivers must submit a copy of their valid driver’s license to a staff member from the Office of Student Life, located in Landon 206. The University’s insurance company will subsequently request motor vehicle record (MVR) checks and review them. We will then be advised as to whom is approved to drive a University vehicle. In addition, every prospective driver must participate in the "driving experience program". This program is designed to familiarize the driver with how to safely operate a large commercial vehicle. The program will last approximately thirty (30) minutes and be supervised by a staff member from the Office of Student Life. After the initial check, all drivers’ records will be re-examined on a semi-annual basis. New drivers may NOT drive vehicles until after their MVR check and "driving experience program" has been completed. Any new request must be submitted to the Office of Student Life ten (10) days prior to a planned trip.
In order to become eligible to drive the University vehicles, individuals must meet the following minimum criteria:
- Have an MVR check their license;
- Successfully complete the "driving experience program";
- Have no more than three (3) points on their license;
- Be a minimum age of 18 years;
- Have no citations in the past three years for:
- careless/reckless driving
- driving under the influence
- failure to stop and report an accident
- driving while license is suspended or revoked
- making a false accident report
- causing an accident
Drivers must adhere to all state motor vehicle and posted speed limit laws.
Drivers must ensure that passengers and cargo do not exceed manufacturer specifications for number of passengers and cargo weight.
All traffic violations, license denials, suspensions or revocations, must be reported to the Director of Student Life in Landon 202, within 7 days.
Individuals who have consumed alcoholic beverages or taken medication which may cause drowsiness, dizziness, or impairment of normal functions are prohibited from operating university vehicles.
Drivers and passengers must wear seat belts at all times.
Vehicle Trip Log
It is imperative that anyone who uses the Office of Student Life vehicles keeps meticulous mileage documentation on the Vehicle Trip Log sheet (located in each van book). Each driver of the vehicle must read, sign and understand the "Vehicle Usage Policy" (a copy is located in each van book). Upon leaving on the planned trip the mileage and gas will be checked and recorded in the log.
In order to use a Student Life vehicle a reservation must be made by completing the Student Life Transportation Request Form. Requests must be presented no less than two (2) weeks in advance of the requested date, but no earlier than three (3) months prior to the date needed.
The Office of Student Life vehicles are available for use by recognized student organizations for trips within a 200-mile radius of Barry University. The following individuals are approved to drive the van provided a current license is on file, the "driving experience program" has been completed and a MVR check has been completed. Student organization advisors, Graduate Assistants, Resident Assistants, Peer Assistants, International Assistants, recognized student organization Presidents, Executive Board Members of the Campus Activities Board, Student Government Association, Resident Hall Association, All Greek Council, Leadership Team and Commuter Affairs Board.
The Office of Student Life vehicles may, with permission from the Director or Student Life, exceed the 200 miles if and only if, the recognized organizations’ advisor is the primary driver. Additional approved drivers (see above) must be available for every 250 miles traveled beyond the initial 200 miles of a trip. The van is not available for use outside the state of Florida.
Event confirmation, attendance list and emergency contact information (hotel number, etc.) are required and MUST be attached to the Transportation Request Form.
It will be the responsibility of the person submitting the reservation request to pick up the vehicle’s keys and booklet between 10:00 a.m. and 4:00 p.m., Monday through Friday in Landon 206. Pick-up at other hours must be made through special arrangement with the Office of Student Life.
The vehicles are to be returned to the designated parking area located in the Landon South lot on the median in front of the University library immediately upon return. If after normal working hours, please return keys to Public Safety. The Office of Student Life vehicles may NOT be parked anywhere else on campus or left at an off campus location overnight.
The individual requesting the vehicle is responsible for ensuring that the vehicle is returned in a clean condition, with all trash removed. Additionally, all damage (major or minor), as well as inoperable systems must be reported immediately upon return.
Accident Reporting and Investigation
In the event of an accident, immediately notify the appropriate police jurisdiction. A police report must be obtained and given to the Office of Student Life immediately upon return. If the accident involves injuries, medical assistance should be sought as quickly as possible.
In case of serious injury (or if you need University assistance) please call campus security at 305-899-3333 or 1-800-756-6000 ext. 3333. They will contact the Director of Student Life or appropriate University officials.
After ensuring the safety of passengers and cargo, the driver should gather key information about the accident:
- Name and address of drivers, passengers, any witnesses, and their insurance company/policy #.
- The extent of the injuries to those involved.
- The extent of damage to all vehicles involved
- If not drivable, the location of the vehicle, was it towed, and where? If the accident renders the vehicle inoperable, it is preferred to be towed to the nearest vehicle manufacturer dealership.
As soon as possible after the accident, the driver must notify the Director of Student Life at 305-899-3961.
The University’s Chief Safety Officer will conduct a follow-up investigation as soon as possible after the accident. The C.S.O. will review all pertinent service records, driver records, and details of the accident.
Student Organization Discipline System
The discipline of student organizations is incorporated into the University Student Judicial System and operates according to the rules and procedures of that system. For a detailed statement of the University’s official guidelines governing the University Student Judicial System, please refer to The Student Handbook. The following information serves as an outline to the University Judicial System for registered student organizations.
Any member of the University community may initiate a complaint against a registered student organization with the Dean of Students. The complainant must complete a Notice of Charges. The Notice of Charges shall state the specific regulation alleged to have been violated, the time, date and location of the alleged incident, the name of the charging party and the name(s) of any witnesses/evidence.
The registered student organization shall be informed of the charges by the Judicial Coordinator during a pre-hearing interview. Hearing procedures will be discussed with the registered student organization and then presented with the following options:
To admit responsibility to the charge(s) and request an immediate Administrative Action meeting to determine a sanction.
To deny the charge(s) and request a hearing by a Student Services Administrator or Judicial Board. The Judicial Board consists of three (3) students and three (3) faculty members.
If the registered student organization fails to meet for a pre-hearing interview within the specified period of time, the case will be handled administratively and a decision will be rendered in the organization’s absence.
Judicial Hearing Procedure
Once a judicial board or administrative hearing is selected, the registered student organization is entitled to a hearing within a reasonable period of time. A written notice, 48 hours prior to the hearing, stating the time and place of the hearing will be sent. A registered student organization may review evidence and documents made available to the Dean of Students.
The registered student organization may present information on their own behalf, call witnesses and ask questions of anyone present at the hearing or the registered student organization may elect not to appear at the hearing. Absence shall be noted without prejudice and the hearing shall be conducted in the organization’s absence. The registered student organization may refuse to answer any question(s) or to make a statement and may be assisted by a campus advisor of their choice from among the University community. The name of the advisor must be provided by the registered student organization prior to the hearing. The registered student organization may challenge any member of the hearing body on grounds of prejudice. Finally, a student organization may waive, in writing, any of the rights outlined above.
All hearings shall be closed and conducted as informal discussions between the members of the judicial body/administrator and the registered student organization within the procedural limits established in this document. The complainant shall be required to attend the hearing. All hearings shall be open to the complainant, registered student organization, advisor, Dean of Students and witnesses.
Responsibility of charges/violation(s) must be established on the burden of proof of more likely than not and this burden rest with the complainant. The complainant may be assisted by a campus advisor of their choice from the campus community. Evidence or testimony not bearing specifically on the case shall not be admissible. Only evidence introduced during the hearing shall be considered by the judicial body/administrator in its deliberations. After all evidence has been presented and both the accuser and the student organization have been given an opportunity to make a final statement, the Judicial Administrator or Judicial Board shall close the hearing.
If a decision of violation is reached following the hearing, the following information will be considered before sanction(s) are delivered:
The respondent’s past disciplinary record (if one exist).
The complainant will be able to discuss the impact on the violation(s) and recommend sanction.
The registered student organization may comment regarding the impact of any penalty on them and how it might affect their academic work, extra-curricular activities or scholarships. Also, the registered student organization may present character witnesses.
In all cases where a registered student organization is found in violation, a specific sanction(s) must be applied.
The following disciplinary sanctions may be imposed upon registered student organizations when they have been found responsible for violating conduct regulations. All sanctions may be imposed either individually or in combination. Disciplinary sanctions are imposed for the purpose of holding registered student organizations and their membership accountable for their actions and the actions of their guest(s), whether on campus or at any organization sponsored function.
- Permanent Revocation of Organizations Registration
"Permanent revocation" of the organization means revocation without leave to apply for new registration. Any organization whose registration is permanently revoked must cease all organizational activities upon receipt of the notice of permanent revocation. Any member of an organization whose registration has been permanently revoked shall relinquish any appointed or elected office held with that organization’s governing body. Balances of all organizational funds granted by the Student Government Association are to be surrendered to the custody of the Student Government Association Treasurer. Office or housing space assigned by the University shall be vacated within five (5) business days (an organization summarily suspended may be required to vacate space more quickly) from the date the notice of suspension is issued. Space vacated due to suspension may be reassigned to other eligible University organizations.
Suspension means denial of rights and privileges of a registered organization for a period not to exceed two (2) calendar years. Any organization whose registration is suspended or revoked must cease all organizational activities upon receipt of the notice of revocation or suspension. Any member of a suspended organization may not hold an appointed or elected office with that organization’s governing body for the duration of the organization’s period of suspension. Balances of all organizational funds granted by the Student Government Association are to be surrendered to the custody of the Student Government Association Treasurer. Office or housing space assigned by the University shall be vacated within five (5) business days (an organization summarily suspended may be required to vacate space more quickly) from the date the notice of suspension is issued. Space vacated due to suspension may be reassigned to other eligible University organizations. However, office or housing space assigned prior to suspension will not automatically be reassigned. The organization may reapply for a space assignment, subject to availability. Suspended organizations will automatically be placed on probationary status for a minimum of one academic year following their renewed registration.
- Disciplinary Probation:
A period of review and observation during which a student organization is under an official warning that their misconduct was very serious. Subsequent violations of University rules, regulations or policies could result in a more severe sanction including suspension. During the probationary period, a student organization is deemed "not in good standing" with the University and may be subject to but not limited to the following conditions and/or restrictions:
- Denial of the right to represent the University;
- Denial of the right to maintain an office or other assigned space on University property
- Denial of the privileges of:
- Receiving or retaining funding
- Participating in intramurals
- Sponsoring any social event
- Sponsoring any speaker or guest on campus
- Participating in any social event
- Co-sponsoring any social event or other activity
- Rush or membership recruitment
- Use of University facilities/supplies
Limitations upon a student organization’s privileges for a period of time or an active obligation to complete a specified activity or activities. This sanction may include, for example, denial of housing or social privileges, etc.
- Reprimand: An official rebuke making the misconduct a matter of record in University files for a specified period of time. Any further misconduct could result in further disciplinary action.
- Restitution/Fines: An organization may be ordered to make restitution when the organization has engaged in conduct injurious to property (individual, group or University) for which monetary damages may be ascertained. Restitution may be in the form of financial payment, community service or other special activities designated by the hearing authority. Additional fines may be assessed as a punitive measure.
Student Alcohol Policy
This policy governs the student consumption of beer and wine on Barry University’s campus. This policy is based on a concern for the welfare of all members of the University community and is in keeping with the laws of the State of Florida. As members of the University community, individual students and student organizations are expected to comply with and abide by the policies and guidelines as stated below.
The spirit of this policy is clearly that while students of lawful drinking age and those under the lawful drinking age may socialize together where beer and wine are present. Only those individuals (students, non-students and guests) who are of lawful drinking age may consume, purchase or possess beer and/or wine in a low risk manner. Distilled spirits (i.e., whiskey, rum, gin, tequila, etc.) are not permitted at student events.
This policy is subject to change to comply with new local, state or federal laws or changes in University operating procedures pertaining to the purchase, possession and consumption of beer and wine.
Legal Age to Purchase, Posses and/or Consume Alcoholic Beverages
The legal age to purchase, possess and/or consume alcoholic beverages in the State of Florida is twenty-one (21) years of age or more. Therefore, the purchase, possession and/or consumption of beer and/or wine on Barry University’s campus is limited to those persons twenty-one (21) years of age or more. The presence of beer and/or wine at a student event on Barry University’s campus is subject to Florida State law, the Student Alcohol Policy and all other student regulations contained in the Student Handbook.
Student organizations or individual students who violate Barry University policies, state or federal laws are subject to civil, criminal and University proceedings and sanctions. The University campus is not a sanctuary that relieves students of their responsibilities as citizens to abide by local, state and federal laws, or University regulations, policies and procedures. Violation of this Student Alcohol Policy, Registration Process and Guidelines as well as other regulations contained in the Student Handbook will be referred to appropriate University agencies.
Student organizations or individual students may be subject to sanctions by more than one appropriate agency. Sanctions for the violation of University policies are based upon the severity and frequency of the violation. Please refer to the Student Organization Discipline System in this manual for more details.
Guidelines for Registering Events Where Beer and/or Wine is Present
A registration process is required for any function involving the presence of beer and/or wine for a student organization event. The reason for the registration process is to ensure that student organizations receive educational information regarding the lawful and low-risk planning and hosting of such an event. Event registration also assists campus agents in providing operational support for event management and in controlling the number of events in any one specific area. Spontaneous gathering for an unregistered event where beer and/or wine are present is a violation of this policy.
On-Campus Event Registration: Any student organization wishing to have beer and/or wine at an event must submit an Event Reservation Form and an Alcohol Usage Form to the Director of Student Life at least (2) weeks prior to the scheduled event. The forms must be initiated by an officer of the organization and signed by the advisor of the organization.
If permission has been granted, the Director of Student Life will set up a meeting with an officer of the hosting organization, a student member, and the Barry University faculty/staff advisor of the hosting organization to review all rules and regulations. At that time the organization will be informed of any additional expenses (i.e., clean-up fee, extended building operation hours fee, security fee, etc.) as well as educational information regarding the lawful and low-risk planning and hosting of such an event.
The Director of Student Life reserves the right to refuse the serving of beer and/or wine at any event.
Off-Campus Event Registration: Barry University has a responsibility to ensure that an environment exists in which students can pursue their academic and personal development. However, the University cannot monitor the environment external to the University campus. Student organizations are registered or recognized to function only on the Barry University campus unless otherwise contracted or agreed to by standard written University procedures. Student organizations are not authorized to use Barry University’s name in the organization’s name. Student organizations are not authorized to represent the University, or to use Barry University’s name to enter into agreements, contracts or as leverage to gain goods or services. Student organizations should be referred to as: (Student Organization’s Name), a registered organization at Barry University. Barry University views student organizations as private affiliations and does not endorse the mission, goals or purpose of those organizations. While off-campus events are not registered, the student organizations may be held responsible for their actions off-campus.
Guidelines for Operating Events Where Beer and/or Wine is Present
- 1. All students attending an event where beer and/or wine are present must maintain two different means of picture identification as appropriate proof of age. One form of picture identification must be the official Barry University student identification card.
Students and other individuals who alter government agency documents (drivers license, birth certificate, etc.) are in violation of the University regulations found in the Student Handbook and are subject to the University disciplinary proceedings and sanctions and may be in violation of >Florida State law and are subject to its proceedings and sanctions.
- 2. At events where attendees are both of legal drinking age and under the legal drinking age, the hosting organization, as well as all individuals in attendance (students, non-students and other guests) are responsible as citizens of this community for ensuring that the service and consumption of beer and/or wine occurs in a lawful and low risk manner. Individuals, organizations and/or guests may be individually or collectively held responsible for violations of the Student Alcohol Policy and Guidelines or other University regulations in the Student Handbook. Sponsoring organizations as hosts of social events are responsible as a group and as individuals for the behavior and actions of their guests.
The event sponsor must ensure compliance with these guidelines and with Florida State laws. In order to ensure full compliance with these guidelines at group events, hosts are required to have participants wear, in a clearly visible place, a student age-stamp, a wrist-tie bracelet or some other appropriate non-transferable proof of age.
- 3. Appropriate amounts of non-alcoholic beverages must be provided at the event where beer and/or wine are present. There will be no function where beer and/or wine are the main focal point of the event. Any advertising for the function may not include specific references to the fact that beer and/or wine will be served.
- 4. The printed (or alluded to) advertising message for student organization’s events may not promote the consumption, the presence of any quantity, the frequency of consumption or the price of beer and/or wine.
- 5. The sale or distribution of beer and/or wine by registered student organizations or by individuals is prohibited. The University will not approve the use of permits from the Alcoholic Beverage Commission for student organizations to sell beer and/or wine on Barry University’s campus. Indirect charges (such as previous ticket sales, donations at the door, etc.) used in any way to purchase beer and/or wine may be a violation of University regulations and state law. The sale or services of beer and/or wine to an individual under 21 years of age is unlawful. Distilled spirits (i.e., whiskey, rum, gin, tequila, etc) are not permitted at student events.
- 6. The student organization’s faculty/staff advisor must attend all functions where beer and/or wine are present. The advisor shall not consume alcohol at or during the organization’s event or activity. The organization should be aware that social host laws are applicable if, after being served alcohol, your guest is physically injured or injures another.
- 7. Student organizations may not co-sponsor an event with an alcohol distributor, charitable organization or tavern (a tavern is defined as an establishment generating more than half of its annual gross sales from alcohol) where alcohol is given away, sold or otherwise provided to those present.
- 8. Hours for all events, individual or group, may not conflict with quiet hours or during final examination periods. An event where beer and/or wine are present shall not last more than four (4) hours. A starting and ending time must be stated on the Event Reservation Form and Alcohol Usage Form. All functions must cease by 1:00a.m. Students attending a group event where beer and/or wine are present will cease the service and consumption of beer and/or wine thirty (30) minutes prior to the registered ending time for the event.
- 9. No bottles, coolers, bags or other containers are permitted into any group function where beer and/or wine are present. No persons may bring in or remove alcoholic beverages from any event.
- 10. Appropriate security personnel must be present at all events where beer and/or wine are present. The cost of security personnel will be the responsibility of the sponsoring organization.
- 11. Barry University students may invite two (2) non-Barry University students as their guest to a group activity where beer and/or wine are present. Individuals will be held responsible for their own behavior and the behavior of their guest(s) while under the influence of beer and/or wine.
Students who are concerned about the use or abuse of alcohol (by themselves or by their friends) may receive assistance from the Counseling Center or Health Services Center
The Office of Student Life reserves the right to amend this policy at any time.
Student Organization Community Service Policy
Community service is one of the hallmarks of the mission of Barry University. In keeping with the mission of the University all recognized student organizations are required to participate in at least two (2) community service projects per semester. Two projects must benefit the Barry University community (i.e., Barry University 9/11 Day, Barry University Trick or Treat/Haunted House Activities, Barry University Arbor Day, etc). The other two projects must benefit the Greater Miami community (i.e. Miami Beach Clean-Up, Aids Walk of Miami, Miami Jackson Burn Center, etc).
Only service projects in which the sponsoring organization makes a significant contribution to the event or project will be considered for credit. All projects must meet the criteria listed below:
All student organization’s community service projects must be approved by the Director of Student Life on a Barry University Community Service Project Form at least two (2) weeks prior to the scheduled event date.
A minimum of 50% of the sponsoring organization’s members must participate in the event in order to receive credit for the project.
Community Service projects can not be connected with any forms of fundraising and/or solicitations.
Documentation from the site supervisor or event organizer is required for all community service projects. Information required includes:
- Event date
- Event location
- Description of work completed
- Hours worked
- Names of members participating
- Signature of event organizer/site supervisor
Each community service project must involve a minimum of three (3) work hours.
The Community Service Project Form and documentation from the site supervisor/event organizer must be attached to the Student Organization Annual Report Form and turned into the Office of Student Life on the second Friday of April each year.
It is in the best interest of the student organization to consult the Director of Student Life or the organization’s advisor in reference to contract negotiations. Let it be known that student organizations are not authorized to use Barry University’s name in the organization’s name. Student organizations are not authorized to represent the University, or to use Barry University’s name to enter into agreements, contracts or as leverage to gain goods or services. Student organizations should be referred to as: (Student Organization’s Name), a registered organization at Barry University. Barry University views student organizations as private affiliations and does not endorse the mission, goals or purpose of those organizations.
With this in mind, student organizations should be fully aware of all liability issues surrounding a contract. Many contracts include riders, lists of requirements that must be met prior to an event beginning. Some of the typical requirements include: dressing room, refreshments, transportation, specified stage size, appropriate lighting, lodging arrangements, etc. Be sure to read the rider and note all requirements. If you have any questions regarding contracts, please contact the Office of Student Life for assistance.
Bank Account Policy
Barry University views student organizations as private affiliations, therefore student organizations should maintain an off-campus bank account. Most student organizations conduct financial transactions on a regular basis, therefore requiring by law to file with the Department of the Treasury, Internal Revenue Service. The University has created guidelines to assist student organizations with the process of establishing a bank account.
Student organizations are required by the Department of the Treasury, Internal Revenue Service to use Form SS-4 to apply for an employer identification number (EIN). This form is available in the Office of Student Life and will assist all student organizations with general instructions such as, who must file, when to apply for a new EIN, how to apply and where to apply.
The EIN is a nine-digit number assigned to sole proprietors, corporations, partnerships, estates, trusts and nonprofit organizations (churches, clubs, etc). The EIN will be used to establish the organization’s bank account. The account will be for banking purposes only (for example, a bowling league for depositing dues or an investment club for dividend and interest reporting).
Following the confirmation of the EIN the organization should proceed to the bank of your choice and follow bank procedures using the EIN to open the account, not an individuals social security number.
A copy of the Form SS-4 must be submitted to the Director of Student Life. All banking accounts require at least two signatures for all transactions. One signature must be that of the student organization advisor, while the other may be that of a student organization officer. Each organization is required to maintain bank records for a period of two years. A copy of this record should be attached to the Student Organization Annual Report Form and turned into the Office of Student Life on the second Friday of April each year.
Web Page Policy
The Office of Student Life at Barry University is responsible for all student organizations related materials published on the Barry University internet and intranet web pages. This policy assures that Barry University presents accurate information and a consistent image. For this reason, the Office of Student Life will oversee all student organizations electronic publications for the Barry University home pages.
The Barry University internet and intranet pages are considered official University publications as well as campus wide information sources. As with printed publications, only approved University information will be communicated on Barry’s home pages and all other official pages that are linked to it.
All officially recognized student organizations are encouraged to develop official pages for linkage to the Barry University and Student Services internet and intranet home pages so that a comprehensive view of the University is offered. Official pages will be linked to appropriate, previously created categories after review and approval by the Director of Student Life. Student Organizations wishing to have their materials placed on departmental web pages other than those supported by the Division of Mission and Student Engagement must receive prior approval from the Director of Student Life.
Student organizations are responsible for developing their own pages. Whenever possible, links to other sites on the Barry University home page should be created. This will reduce duplication of effort and help ensure consistency and accuracy.
Student organizations creating official pages must have the approval of their advisor and the Director of Student Life. When the page is completed, copy the file on disc and submit it to the Office of Student Life for approval. When approved, the page will be linked to the appropriate web site. All disc files for official pages will be kept on file in the Office of Student Life.
Copyright and trademark rules must be observed. Graphics, video, audio or text created by another person may not be placed on a page without demonstrated permission of the artist or author. All photographs must be approved by the Director of Student Life. Each link must be accompanied by a purpose and rationale statement and must be approved by the Director of Student Life. Documents containing links which are deemed unacceptable or unnecessary will be returned for revisions.
Student organizations creating official web pages are responsible for the timely updating of text and images contained on those pages. An official web page manager must be appointed. Web pages expire at the close of each semester. Material reviews and revisions must be made during the first two full weeks of each semester. No changes will be accepted outside of this time frame. Contact information including a phone number, address and e-mail address for the web page manager and a stamp indicating the date of the last update will be placed on file in the Office of Student Life.
If through random checks, a problem in content or design is discovered, the web page manager will be contacted and the page removed until the problem is corrected. Web page managers will be held responsible for all information contained on the student organization web page.