Programs for Leadership and Service Education

Policies And Procedures For Student Organizations

Atherton Union Tables

There are three tables permanently set up in Atherton Union; one on the south end of the dining hall, on on the north end of the dining hall and one in the Starbucks sitting area. These tables can be reserved through the Programs for Leadership and Service Education (PuLSE) office, and may be used to publicize events or sell items for a fund-raiser. Because space is limited, tables may be reserved for two days in a row and up to three days in a week.

Classes and external groups interested in reserving tables within Atherton Union and Starbucks must contact the PuLSE office. Verification from faculty members may be requested for class reservations. If an outside organization contacts your organization, please contact the Director of the Programs for Leadership and Service Education (PuLSE) office before agreeing to bring them to campus.

Brady Award (Outstanding Student Organization and Advisor of the Year)

All campus organizations are eligible to compete for the Brady Awards which originated in 2003-2004 to recognize the student organization that has made the greatest contribution to the University community. The nominator should consider educational, cultural, and service contributions to Butler University and the greater community. The advisor award is presented to one faculty or staff member who has provided a student organization with outstanding support, service, and guidance throughout the academic year.

The awards, named for long-time staff member Candy Brady, are present to the winning organization and advisor each spring semester.

Butler University Driving Policy

On occasion a Butler student, in the performance of his/her student organization duties or university events, might find it necessary to drive a university-owned/leased/rented/or personal vehicle. The following policy exists to insure that only those individuals with acceptable driving records are permitted to drive for a sponsored function.

The student must currently possess a state issued or equivalent driver's license. They must also be approved and certified by the university and have a minimum of 6 years driving experience. The driver must be 22 years of age or older and must complete and pass a Van Driver Safety Program and be certified. You can find more information in our travel section.

Any student who chooses to be a driver will accept responsibility and financial liability, independent of the university, of any accidents that occur while driving a university owned/rented/leased or personal vehicle thereafter.

Campus Solicitation

Sales representatives - students as well as off-campus representatives - must obtain permission from the Director of the Programs for Leadership and Service Education (PuLSE) office before directly contacting students or student organizations. For your protection, if an outside organization/vendor contacts you, please contact the Programs for Leadership and Service Education (PuLSE) office. Students should immediately report any solicitation to the residence hall office, Director of Programs for Leadership and Service Education (PuLSE), or Butler University Police Department. Students should report any misrepresentation or faulty business practices by any such sales representatives to the Director of Programs for Leadership and Service Education (PuLSE).

Catering

If a student-sponsored event requires the need of food service in Atherton Union, Aramark has the exclusive right for this service. To request catering, contact the Aramark office at 940-9764. To obtain a waiver to use an outside vendor, permission must be obtained from the Aramark catering office.

Contracts

Occasionally as student organization will need to hire an entertainer or band which entails a signature on a contract. All contracts for entertainment, legal agreements, etc. must be reviewed and signed by the Director of the Programs for Leadership and Service Education (PuLSE) office. Signature by a student or advisor is not valid. It is Butler University policy to not give deposits on services not yet provided, rather payment in full.

Copy Access Codes

Each student organization is assigned a copy access code to use the copy machines in Irwin Library or the Programs for Leadership and Service Education (PuLSE) office. This number is to be used only by the president, treasurer, and advisor. Care should be taken not to share the number so as to limit the abuse of its use. Statements of copier charges are mailed to the organization treasurer each month upon request. These should be checked carefully.

Copies can also be made at Campus Impressions, located in Holcomb Building and charged to the student organization account.

Your copy access code number can be obtained at the Programs for Leadership and Service Education (PuLSE) office.

Event Registration

Many activities take place on Butler's campus. Each student organization and Greek house must register its all-campus events with the Programs for Leadership and Service Education (PuLSE) office. Event Registration Forms are available in the Programs for Leadership and Service Education (PuLSE) office. When registering events, please know the date, time, preferred location, and preferred set-up. The Programs for Leadership and Service Education (PuLSE) staff can help you to complete this form. In addition to the signature of the Programs for Leadership and Service Education (PuLSE) staff, the Greek chapters must have the signature of the Director of Greek Affairs.

If catering is involved, Aramark has exclusive rights to this service. In some cases, however, outside food vendors may be used when permission is granted from Aramark.

Once the Event Registration Form is completed, the student must deliver the form to the Office of Conferences and Special Events in Jordan Hall, Room 18. If permission is denied because of a calendar conflict, an alternative date is usually suggested. Because of the high volume of activities on campus, it is in your best interest to plan and schedule far in advance in order to have a successful event.

To accommodate any special set-up needs, such as requests for tents, roadblocks, barricades, or audiovisual equipment, students should initiate the reservation process with the Programs for Leadership and Service Education (PuLSE) office at least sixty (60) days prior to the event.

Advertising the Event

All advertising of the event must be approved and stamped by the Programs for Leadership and Service Education (PuLSE) office. Advertising must include the name of the sponsoring student organization. There should be no advertising until the event has been approved. If the event is co-sponsored, all sponsoring organizations must be clearly visible on the advertising. Please do not post flyers/posters on walls, doors, or glass. Flyers may only be posted on approved bulletin board. A list of bulletin boards is available in the Programs for Leadership and Service Education (PuLSE) office. If posted on walls, doors, or glass, the flyers will be removed, and the student organization will be charged a $35.00 per flyer fee plus any damage that may result from the removal of the advertising (i.e. paint being pulled from walls). All advertising must be tasteful and non-offensive.

Late Night Events

A "Late Night Event" is an event sponsored by a student organization(s) that extends past 11 p.m. These events are on a Friday or Saturday night and are typically alcohol free. Recognized Butler University student organizations may sponsor campus-wide late night social events on Friday and Saturday nights until 2 a.m. The location for late night events shall be in Atherton Union, HRC and Hinkle West Gym. Events must be registered four (4) weeks in advance with Conferences and Special Events and PuLSE. No events will be scheduled the Friday prior to or during designated University extended breaks. Butler has two late night event policies - one for events that are only open to the Butler student community and the other is for events that may be opened to and promoted to individuals not associated with Butler. The former, a "Butler only" event, requires a Butler faculty/staff advisor and a facility person to be present. The latter policy requires security and a faculty/staff advisor to be present.

The complete policy and a Late Night Event Checklist can be obtained in the PuLSE office and online in the policies for student organizations.

Master Calendar Meeting

As a service to student organizations, the master calendar meeting is held each spring to assist with event coordination. Student organizations are given the opportunity to schedule space on campus before other campus offices and departments. Dates and spaces are tentatively held at the master calendar meeting for the following fall and spring programs. Organizations must submit the reservation "blue" form (signed by all appropriate offices) to the Conferences and Special Events office. Organizations that fail to submit the forms run the risk of losing their tentatively held space. Groups who do not attend this meeting may not find an date for their all-campus event(s).

If a group decides to change the date of its all-campus event, the PuLSE office asks for updates. Once new event dates are confirmed with the Conferences and Special Events office, updates can be shared with the PuLSE office by emailing involvement@butler.edu. Requests for date changes should be made at least one month prior to the event.

Those groups who hold events on campus without permission may face disciplinary action. Only recognized student organizations may schedule events.

Student organizations with overdrawn accounts will not be permitted to finalize their event until after their account has been cleared.

Student Government Association Grants

SGA oversees the awarding of grants for student organization events. To be eligible for consideration, an "Event Grant" application must be filled out and submitted online (www.butler.edu/sga). The applying organization must have a representative present at the SGA Grants Committee meeting and at the general assembly meeting.

R.E.A.C.H. grants are also available for events and organizations related to diversity and cultural awareness. The R.E.A.C.H. grant requirement information can be found online. Applications must also be filled out and submitted online (www.butler.edu/sga). Once submitted, R.E.A.C.H. grants will be approved by the R.E.A.C.H. grants committee and R.E.A.C.H. assembly.

These applications are available at the SGA Office (AU 307) or online at www.butler.edu/sga. For more information, contact the Student Government office at 940-9361 or the Programs for Leadership and Service Education (PuLSE) office.

Faculty/Staff Advisors

Every student organization, Greek chapter, and residence hall is required to have a faculty/staff advisor. A faculty/staff advisor is also assigned to each undergraduate class. Faculty/Staff advisors are full-time employees of Butler University and decide to participate because they feel they can contribute to the success of the student organization and its members. While their roles may vary from group to group, they generally offer continuity, support, and guidance.

The faculty/staff advisor and the student organization president will accept their position through the on-line recognition system and submit it as part of the annual recognition process, by a designated date in the spring semester. Failure to submit this or any other required registration information could result in the student organization account being frozen, the loss of the privilege of using Butler facilities and other privileges of being a recognized student organization. The PuLSE office provides support and serves as a resource for advisors.

The role of the advisor is to serve as a sounding board off of which students can bounce new ideas; offer support to the group; intervene in conflicts between group members and/or officers as necessary; be knowledgeable of policies that may impact the organization's decision, programs, etc.; help students cut through administrative "red tape;" provide an outside view or perspective; and provide student groups with university and community connections.

Fundraisers

Permission to hold any function or event for profit must be obtained from the PuLSE office. Fundraising proposal forms are available in the PuLSE office and require the signature of the faculty/staff advisor for the student organization, the director of Greek Life and Orientation Programs for Greek chapters (if applicable) and a signature of a member of the PuLSE office staff. Forms must be submitted prior to the fundraiser and in a timely manner. Groups seeking assistance in planning a fundraiser may contact the PuLSE office.

Any organization sponsoring such an event is responsible for all incurred debts. All funds derived from the student organization-sponsored event should be deposited at the PuLSE office. Disbursements from these funds are to be processed by the office as well.

There are certain restrictions to food and other outside vendors due to campus-wide contracts which include Pepsi. Outside groups brought in for fundraising purposes must be approved by the director of the PuLSE office. Credit card companies will not be approved.

Student organizations must comply with the roadside solicitation policy of Marion County which does not allow solicitation of funds within 50 feet of an intersection controlled by an automatic traffic signal or stop sign as well as the Indiana code that doesn't allow stopping or impeding traffic for the solicitation of funds.

For sale of products within the residence halls, the approval of the Director of Residence Life is required.

Hazing and Pre-initiation Activities

The University does not tolerate hazing by any group or student organization. Hazing is defined as any action taken or situation created intentionally, whether on or off campus premises, that produces mental or physical discomfort, embarrassment, harassment or ridicule. Any organization involved in a hazing incident is subject to disciplinary procedures.

Statement on Hazing and Pre-Initiation Activities

In conjunction with the Fraternity Executive Association, Butler University believes that hazing is an unproductive and hazardous custom, which has no rightful place in the fraternity system. Hazing, as defined by the Fraternity Executive Association, is any action taken or situations intentionally created, whether on or off fraternity premises, to produce mental or physical discomfort, embarrassment, harassment or ridicule. Such activities and situations include paddling in any form; creation of excessive fatigue; physical and psychological shocks; quests, treasure hunts and scavenger hunts; road trips or any other such activities carried on outside the confines of the house; wearing publicly apparel that is conspicuous and not normally in good taste; engaging in public stunts and buffoonery; morally degrading or humiliating games and activities; late work sessions that interfere with scholastic activities; and any other activities not consistent with fraternal law, ritual or policy or the regulations and policies of the University.

Students should be aware of Indiana state law which states:

As used in this section "hazing" means forcing or requiring another person.
1. with or without the consent of the other person; and
2. as a condition of association with a group or organization; to perform an act that creates a substantial risk of bodily injury.
A person who recklessly, knowingly or intentionally performs:
1. an act that creates a substantial risk of bodily injury to another person; or
2. hazing commits criminal recklessness, a class B misdemeanor. However, the offense is
  1. Class A misdemeanor if the conduct includes the use of a vehicle; or
  2. Class D felony if it is committed while armed with a deadly weapon.
A person who recklessly, knowingly, or intentionally:
1. inflicts serious bodily injury on another person; or
2. performs hazing that results in serious bodily injury to a person commits criminal recklessness, a class D felony. However, the offense is a class C felony if committed by means of a deadly weapon. (I.C. §35-42-2-2)

Liability Waiver

When a student is participating in a student or university-sponsored event, such as a field trip or sports activity, he/she is required to sign a liability waiver form in which Butler University disclaims liability for injuries or property damages suffered regardless of cause.

This liability disclaimer applies to, but is not limited to, the following:

Any injury or damage sustained on property owned by or under the control of the university, its subsidiaries or affiliated institutions (such as a classroom, residential units, structures, buildings, public areas, vehicles, etc.
Any injury or damage incurred while attending a classroom or related activity, whether for credit or non-credit regardless of cause
Any injury or damage suffered in an intercollegiate or intramural contest or event (athletic or otherwise) as a participant, spectator, or other; this includes transportation to and from the contest or event
Any injury or damage as a result of any act of omission by any university personnel (faculty, staff, employee, officer, trustee), student or contractor.

A template for a waiver is available in the Programs for Leadership and Service Education (PuLSE) office.

Upon being admitted to the university, a student is bound to follow all of the university's rules and regulations. Butler students who fail to familiarize themselves with this disclaimer will not be excused from compliance with the policies and requirements herein.

Mail

If a student organization needs to do a mailing the following procedure is required:

Mark the envelope at the top right hand corner with the student organization account number. If more than one envelope is to be mailed, place a rubber band around the stack and mark only the top envelope. The student organization account will be charged for the mailing.
Regular business envelopes (#9 and #10) must have the flaps up so that they can be sealed in metering machines. The mail center cannot seal large envelopes; therefore they must be sealed before going to the mail center.
Large campus mailings should be grouped together in address order.
Pre-sort mail will be delivered at a reduced cost. In order to be processed as presort, mail must be typed and be in regular business envelopes (#9 or #10). Labels should be applied as straight as possible. Crooked labels could result in higher postage fees. Please separate handwritten address mail from the typed address mail. Bundle each in separate groups. All handwritten mail will be sent out first class, with no discount.
Bulk mailings require advance notice. Contact the Mail Center (Ext. 3233) for information.

The U.S. Postal Service, FedEx and UPS deliver directly to each residence hall. Stamps can be purchased and packages can be mailed at the mail center in Jordan Hall, Room 114. Packing materials are available at the Jordan Hall Mail Center or in the Holcomb Mail Center, Room 021. A public fax machine is also available in the Holcomb Mail Center. The HB Mail Center hours are Monday-Friday, 8 a.m.-4:30 p.m. The Jordan Hall Mail Center hours are 8 a.m. - 4 p.m. They accept cash only.

Student Organization Mailboxes

All student organizations are given a mailbox that is located in the Atherton Union Off-Campus Student Study Lounge (lower level - AU002, next to the Diversity Center). These boxes are to be used for organization mail purposes only and should be checked often. The Programs for Leadership and Service Education (PuLSE) office will not place personal or sensitive mail in these mailboxes, but will notify the appropriate organization that the mail item may be retrieved in the Programs for Leadership and Service Education (PuLSE) office. The Programs for Leadership and Service Education (PuLSE) office is unable to accept responsibility for mail that is lost or misplaced once it has been placed in the student organization mailbox.

If a student organization is aware that they will be receiving money via U.S. mail, these envelopes should be addressed directly to the faculty or staff advisor for that organization in order to serve as a safer collection point. The organization is encouraged to have a conversation with their advisor and president regarding when this will be occur.

Media or Instructional Equipment

Student organizations requiring media or instructional equipment for a scheduled event should contact the Office of Conference and Special Events at least a week ahead of time.

Programs for Leadership and Service Education (PuLSE)

The Programs for Leadership and Service Education (PuLSE) office strives to enhance student learning and development through leadership, service and other hands-on involvement opportunities. In partnership with students, we believe in creating a challenging and supportive environment that encourages social and educational development through participation in student organizations, leadership programs, service opportunities and the activities provided in Atherton Union. The PuLSE office provides assistance with student involvement, leadership and community service.

The Programs for Leadership and Service Education (PuLSE) office is glad to assist any organization with programming, goal-setting, fund-raising, and any other service possible. A variety of resources are also available through this office, including the Leadership Library, Leadership Training, Master Calendar, Resource File, and Student Organization Records.

Hours: Monday - Friday 8:30 AM - 5:00 PM
Location: Atherton Union 101 (inside the Reilly Room)
Phone: (317) 940-9262
FAX: (317) 940-6421
Web: www.butler.edu/involvement

Office Space

Atherton Union has a limited number of rooms for student organization offices. Those organizations must use the space for more than storage. Organizations having office space must post the hours when the office will be open which should be at least five hours per week. Keys or key card access will be issued to officers of student organizations that have office space. If the key is lost, stolen or not returned at the end of the academic year, the costs associated with re-coring the lock and making new keys will be charged to the student organization or may be charged to the student who checked out the key. No refund will be made if the original key is later found. Any other organizational members needing to use their respective offices should request entry from the PuLSE office or the student organization officers

Requests for student organization office space should be submitted to the PuLSE office each academic year and will be reviewed during the spring term for the following year. There is a separate process for office space allocation in the Efroymson Diversity Center. For more information, contact the director of diversity programs and the Efroymson Diversity Center. Please contact the PuLSE office for the detailed guidelines and application form.

Requests for Posting to Daily All-Campus Email - Butler Connection

To submit a request to the "Butler Connection", you must access the daily Butler Connection from your email and submit your request online. The submission deadline is 1pm the prior day.

Request for Mailing Labels or Lists

Requests for labels should be made two weeks in advance by completing a Label Request Form provided by Programs for Leadership and Service Education (PuLSE) office. Requests from student organizations must be approved by the Programs for Leadership and Service Education (PuLSE) office, and there will be a charge of $15.00. Requests for less than 100 labels will not be filled.

Requests for lists of students (i.e. by housing unit, etc.) should be made two weeks in advance and can be obtained by completing a List Registration Form provided by the Programs for Leadership and Service Education (PuLSE) office. There will be no charge assessed for list requests, but they must be approved by the Programs for Leadership and Service Education (PuLSE) office.

Resource Files

A variety of resources to assist with programming, goal setting, fund-raising, etc. may be found in the Student Involvement and Leadership Programs office. There is a leadership library where books and other resources on a variety of leadership topics (i.e. assertiveness, committee recruitment, goal setting, etc) are on file. There is also a resource file of entertainers, DJs, retreat sites, clothing catalogues, etc. available in this office.

Scheduling During Finals

All co-curricular activities must terminate each semester no later than the date of the last regular meeting day of classes. No co-curricular activities are permitted on reading day or during final examinations.

School Songs

Alma Mater

In the gallery of memories
There are pictures bright and fair
And I find that dear old Butler
Is the brightest one that's there.
Alma Mater, how we love thee
With a love that ne'er shall fade.
And we feel we owe a debt to thee
That never can be paid.

Fred W. Wolfe
Class of 1916

Butler War Song

We'll sing the Butler war song,
We'll give a fighting cry;
We'll fight the Bulldog battle-
...Bulldogs ever do or die.
And in the glow of victory firelight,
Hist'ry cannot deny
To add a page or two
For Butler's fighting crew
Beneath the Hoosier sky.

John Heiney
Class of 1923

Sign Posting

All signs and notices must be approved and stamped by the Programs for Leadership and Service Education (PuLSE) office. Signs may be posted only on bulletin boards. Signs posted on interior or exterior walls, windows, doors, elevators, and/or any wood or painted surface will be removed and fined $25.00. Organizations posting signs that cause damage to building surfaces may be fined larger amounts to repair damage. This policy was developed in an attempt to improve the appearance of our campus buildings.

Signs, posters, chalking, table tents or any other promotion material not in accordance with the following guidelines will be removed immediately. Additionally, individuals and campus organizations have and assume full responsibility and liability for the signs, posters, chalking, table tents or any other promotional material that they post, and should realize that legal action may be possible against persons or members of groups who participate in defamatory action, intentional infliction of emotional distress or such other causes recognized and allowed by law.

For the purposes of this policy, the terms "sign" and "signs" shall include, but are not limited to, billboards, notices, table tents, flyers, placards, posters, banners, postcards, handbills and hand-held signs. "Posting" shall refer to any means used to display one or more signs.

All signs, handbills and notices, with the exception of departmental notices, must be approved and stamped by the PuLSE office, located in Atherton Union, 101. All postings are limited to 30 days and stamped with an expiration date. The PuLSE office may make exceptions at their discretion.
Postings must clearly state the official name of the sponsoring organization or individual, and may be posted only on PuLSE office approved bulletin boards. Signs posted on departmental bulletin boards should be approved by the appropriate academic department.
Postings in the residence halls must be approved by the PuLSE office as well as the residence life coordinator.
Signs posted on interior and exterior walls, windows, doors, elevators, floors, sidewalks and on any wood or painted surfaces are strictly prohibited and will be removed. Student organizations or individuals posting signs on the above surfaces may be charged a $35 fine. In addition to this $35 charge, organizations or individuals posting signs that cause damage will be assessed and charged accordingly.
Placing or scattering signs on tables, counters, benches or other like surfaces is prohibited.
Placing signs on cars or other vehicles on campus or within the surrounding area is strictly prohibited.
Signs for any campus campaigning efforts are limited to one per approved bulletin board.
Posted materials may not promote the use of alcohol. Signs promoting on-campus events where alcohol will be served should contain the following statement, "Beverages Available, Butler University ID and Driver's License required."
All posted materials must be of good taste and respectful to all members of the Butler community. A balance of free speech and community standards will be enforced by the PuLSE Office. Restrictions may apply but are not limited to signs that depict violence, obscenity, defamation of an individual or group and commercial activity.
The University may determine the appropriate time, place, and manner in which a sign may be posted and may prohibit the posting if the guidelines are not followed.
Individuals having signs approved are responsible for ensuring that the posting policy is understood by anyone posting on behalf of the organization or individual.
Facilities must be contacted to help hang all banners, staked signs and other large scale promotion.
All postings associated with off-campus organizations, programs or individuals must adhere to the University policies and procedures. Postings must be approved by the PuLSE office and maybe posted no longer than 30 days.
A list of the rules listed in this document may be obtained from the PuLSE office Atherton Union 101.

Chalking

Organizations can chalk most surfaces that can be walked on with the exception of those areas considered to be artwork.
Chalking can only be done in areas exposed to rainwater so that eventually the chalking will be washed away.
Chalk is not allowed on buildings, artwork, bridges or under overhangs.
Organizations are not allowed to use liquid chalk and/or any type of paint.

Table tent approval

All table tents must be stamped by the PuLSE office, Atherton Union 101.
Table tents can remain on the table for no more than four days.
Only three table tents are permitted on a table at a time.

Notices and signs must clearly state the official name of the sponsoring organization(s).

Space Reservation

Atherton Union has a limited number of rooms for conferences, meetings and student organization events. Student organizations requesting meeting space on campus must fill out a reservation form (blue form). This form must be signed by a member of the PuLSE staff, a member of Greek Life and Orientation Programs (if applicable) and then turned in at the Office of Conferences and Special Events in Jordan Hall, Room (JH 18). Rooms will be reserved based on availability. Forms can be found in the PuLSE office or online at www.butler.edu/about/conferences-special-events/general-information. Please note some requests may be denied based on the organization's standing with the University or the type of activity proposed.

Reservations for the tables located on either side of the Atherton Union Marketplace Cafeteria, and inside of Starbucks may be made with the PuLSE office. Because space is limited, tables may be reserved for two days in a row and up to three days in a week. The table located in Residential College (ResCo) is reserved at the ResCo front desk. Groups must use the reservation form to reserve tables on Starbucks patio.

In most cases, classes and most external groups (with the exception of employers and vendors) may contact Conferences and Special Events directly. Classes and external groups interested in reserving tables within Atherton Union and Starbucks must contact the PuLSE office. Verification from faculty members may be requested for class reservations.

To accommodate any special set-up needs such as requests for tents, barricades or audiovisual equipment, students should initiate the space reservation process with the PuLSE office at least 30 days prior to the event. Events that require roadblocks must be submitted at least 60 days prior to the date of the event. If a scheduled event requiring the attendance of police officers is canceled, Conferences and Special Events and BUPD must be notified at least seven business days in advance, or payment for the services of the officers will still be required. Organizations sponsoring any events are responsible for maintaining University rules and regulations. Those groups who hold events on campus without permission may face disciplinary action. Only recognized student organizations may schedule events.

If an event will go past 11 p.m., please refer to the "Late Night" policy form which can be obtained from the PuLSE office, Greek Life office or Conferences and Special Events Office.

Special Set-Ups

To accommodate any special set-up needs such as requests for tents, roadblocks, barricades, or audiovisual equipment, student should initiate the space reservation process with the Programs for Leadership and Service Education (PuLSE) office at least 60 days prior to the event.

Starbucks Use

Programming in Starbucks is also prohibited unless co-sponsored through the Student Government Association (contact the Programs for Leadership and Service Education (PuLSE) office for more information).