Student Government Association Club Manual
Student Government Association Club Manual Table of Contents Section 1. SGA Semester Schedule Section 2. Involvement List Section 3. Club Classification/Requirements Section 4. SGA Classification Chart Section 5. Group Registration Slip Section 6. Club Code of Conduct Instructions Section 7. Club Application Section 8. Advisor Agreement Section 9. Cyclone Mascot Guidelines Section 10. Programming Section 11. Club Funding Policy Section 12. Purchasing Policy Section 13. Documentation of Funds Given Form Section 14. Fundraising Policy Section 15. Fundraiser Request Form Section 16. Funds Borrowed Form Section 17. Event Request Form (Pink Sheet) Section 18. Facilities Event Request Form (FERF) Information Section 19. Blank Facilities Event Request Form (FERF) Section 20. Sample Facilities Event Request Form (FERF) Section 21. Advertising Section 22. Van Reservations Section 23. Van Policy Manual Section 24. Club Manual Agreement SECTION 1 SGA Fall Semester Schedule October 2nd- Inter Club Council * 9th- General Meeting 12th- Family/Alumni Weekend* 16th- Senate Meeting 26th- Halloween Bash* November 6th- Inter Club Council* 13th- General Meeting 20th- Senate Meeting December 4th- Inter Club Council* 6th- Hometown Holiday* 11th- General Meeting *= Mandatory Meeting/Event SECTION 2 INVOLVEMENT FAIR PARTICIPANTS Club, Group, Organization or Department Anime Group Bass Fishing Group Becca's Closet Big Brothers Big Sisters If Interested Contact Contact Email Elyssa Catalfano [email protected] Evan Miles [email protected] Samantha Davis [email protected] Emily Walker [email protected] Ithrana Lawrence [email protected] Campus Razzle Dominick Dematteo [email protected] Career Center Tiffany Zappula [email protected] Circle K International Shannon Smith [email protected] Commuter Council Alyson Chudley [email protected] Kristi Neff [email protected] Paige Murray [email protected] Kristi Neff [email protected] Campus Ministry Council for Exceptional Children (CEC) Dance Company Kappa Delta Epsilon (Education) Enactus Nina Conine [email protected] Equine Group Emily Walker [email protected] Evergreen (Environmental) Jessica Milstrey [email protected] Gabrielle Pandolfi [email protected] Film Group John Panico [email protected] Game Group John Panico [email protected] Juan Arias [email protected] Fashion Club I AM International Student Organization (ISO) Jia Yun [email protected] Gil Shavit [email protected] Michael Littlejohn [email protected] James Thrash [email protected] National Association for Advancement of Colored People (NAACP) Maurice Thompson [email protected] Paranormal Research Society Melissa Kohberger [email protected] Majors and Minors Male Empowerment Network (MEN) My Little Pony Group Prism (Literary Magazine) Psychology Club Katie Nieves [email protected] Dr. Christine Floether [email protected] Second Year Peers (SYPs) Joshua Walker [email protected] Smile Squad Jessica Milstrey [email protected] Sociology & Criminal Justice Club (SCJC) Edward Meadow [email protected] Sports Management Association (SMA) Thomas Rayfield [email protected] Emily Walker [email protected] Student Activities Committee (SAC) Student Government Association Student Philanthropy Council Study Abroad The First Ladies Sammie Davis [email protected] Roxanne Thompson [email protected] Patricia Mahaffey [email protected] Allison Galvin [email protected] Theta Epsilon Nu (OEN) Cassandra Burton [email protected] United States Institute for Theatre Technology (USITT) Sarah Greenstone [email protected] Nicole Chaldoff [email protected] Your Community Own It/Bacchus Gamma *For more information on any involvement opportunity please email the contact listed or SGA at [email protected] *To change or add any information or to inquire about starting a group on campus please email [email protected] *Please note that the opportunities currently listed are subject to change SECTION 3 Club Classification and Requirements Clubs are SGA recognized and funded groups on campus. Clubs must adhere to the following requirements: One faculty or staff advisor A minimum of 5 members (Centenary College students & alumni) Participation in all community based SGA initiatives- Halloween Bash Oct. 26th, Family Weekend Oct. 12th, Hometown Holiday Dec. 6th, Earth Day TBD Minimum of TWO (2) approved, campus wide, programs per semester Two student leaders in place All Centenary College undergraduate students and alumni must be given the opportunity to participate in the club. All members must be students in good standing of the college The club must have a member present at of 100% of Inter Club Council meetings. Adhere to all club rules as outlined in the Club Manual Benefits of being a SGA recognized club: A recognized club will receive recognition and support from the Student Government Association as an active club. A recognized club will have the advocacy of SGA to college administration. A recognized club will have the opportunity to apply to SGA for funding for any campus wide events. A recognized club will be eligible to have access to My.Centenary and post about upcoming events. Recognized clubs will receive a certificate of recognition from the SGA and its advisors at the last SGA meeting at the end of the academic year. To apply to be a club, the following documents must be handed in to the SGA President: Club Application Club Code of Conduct Signed Club Contract Signed Advisor Contract Club status is reviewed every semester. Failure to complete any of the above listed requirements may result in a loss of funding for the upcoming semester and a change from club status to group status. SECTION 4 SGA Classification Chart Clubs Groups Organizations SGA Funded Self Funded Externally Funded Flyer printing funded up to 3 times per semester Must do 2 campus programs per semester Flyer printing funded up to 3 times per semester No funded flyer printing No programming requirements No programming requirements Must participate in community based initiatives Must attend all Inter Club Council meetings Suggested participation Suggested participation in community based in community based initiatives initiatives Suggested attendance Suggested attendance at SGA meetings at SGA meetings Registration slip suggested Must turn in all club application paperwork Registration slip suggested Must have an advisor Must have an advisor Must have an advisor Must reapply every semester Does not need to Does not need to reapply each semester reapply each semester Examples: Becca’s Closet, SCJC Examples: Anime Club, Examples: Enactus, Film Club Prism SECTION 5 Group/Organization Registration Slip Name of Group/Organization: ___________________________________________ Student Name: ____________________________________________________________ Student Contact: __________________________________________________________ Advisor Name: ____________________________________________________________ Advisor Contact: ________________________________________________________ Classification: _____________________________________________________________ SECTION 6 CLUB CODE OF CONDUCT Please submit your club’s Code of Conduct to be considered for recognition as a club by SGA. Your Code will need to include: 1. Club Name 2. Mission Statement a. What is the purpose of your club? 3. How does/will your club benefit the Centenary College community? a. How does the club involve the students? Is it community focused or student/campus focused? 4. What are your Executive Officer positions? a. Define each specific job title and a short description of necessary duties for each officer b. Define the process on how the officers are elected, the length of term, etc. c. Define what the club process is in the case of a problem with an executive officer d. Provide any other information regarding executive positions as the club feels necessary 5. Provide any other policies/procedures you feel necessary to include for the everyday operations of your club. Questions? Comments? Please contact: Sammie Davis, SGA President [email protected] SECTION 7 STUDENT GOVERNMENT ASSOCIATION CLUB APPLICATION PROPOSED CLUB NAME: ____________________________________ Membership Requirements One faculty or staff advisor A minimum of 5 members (Centenary College students) Participation in all community based SGA initiatives- Halloween Bash Oct. 26, Family Weekend Oct. 12, Hometown Holiday Dec. 6, Earth Day TBD Minimum of TWO (2) approved, campus wide, programs per semester Two student leaders in place All Centenary College undergraduate students and alumni must be given the opportunity to participate in the club. All members must be students in good standing of the college The club must have a member present at of 100% of Inner Club Council meetings. List of Members Member: __________________________ Member: __________________________ Member: ___________________________ Member: ___________________________ Faculty or Staff Advisor: ______________________ Member: ___________________________ Application Contact Info Name: ____________________________ Phone Number: _____________________ E-Mail: ____________________________ Code of Conduct Please attach your Club’s Code of Conduct. Please reference Code of Conduct Instructions provided in the SGA Club Manual. Upon approval, your club will be contacted by the Student Government Association. Thank you for your application. SECTION 8 Club Advisor Agreement Education takes place in many different ways. One way is through co-curricular involvement. Educators facilitate learning in different ways as well. A club advisor helps students to take full advantage of the cocurricular learning experience and serves as a role model and mentor for members of their group. Advising is a process in which an advisor is available to guide and assist the officers or members in the mission and goals of the group. The level of guidance or assistance a group needs can depend on the time of year or the developmental level of the officers leading the club or organization. Some clubs or organizations may be more or less autonomous, and meeting the group’s needs will be important in being an effective advisor. In evaluating your time commitments, negotiate with the group the amount of time they need from you before agreeing to be their advisor. Centenary College’s experiences with student groups have proven the importance of the advisor to the success of a club's endeavors. The activity level of a student group is often proportional to the advisor's involvement. Those student organizations that are most successful have active advisors. Each organization must have at least one advisor who is chosen by the club and approved by the Student Government Association. An advisor must be a full time member of Centenary College faculty or staff. A club advisor will: Understand the general purpose of the student organization and be familiar with all provisions outlined in the organization’s mission and code of conduct. Be familiar with national organizational structure and services, if relevant. Ensure that the club offers a diverse and inclusive membership opportunity. With the help of the club officers, be responsible for the keeping of all College standards at all functions and should report to the Student Government any activities that may violate College policies. Please refer to the Student Handbook as needed: http://www.centenarycollege.edu/cms/fileadmin/user_upload/campus_life/student_handbook_final_ 13_14.pdf Ensure club compliance with the policies outlined in the Centenary College Club Manual (financial affairs, posting, transportation/van, etc.) Be aware of all club meetings, requirements, forums, operations and activities. Mediate inter-group conflict if necessary. Be in attendance, or arrange for an approved substitute, for all on and off campus events which may take place during normal, weekend or evening hours. Determine expected attendance at meetings in an agreement with the club president. The club president should meet a minimum of one time per month with the advisor to discuss upcoming activities and to apprise him/her of other club matters. Support their club as needed in the planning of events and is responsible for submitting any necessary Facilities Event Request Forms (FERF) on the club’s behalf. Assist in the review and posting of club communications on campus and on the my.centenarycollege.edu site. Facilitate learning and offer guidance to the organization on risk management, goal setting, organization management, team building, program planning, problem solving, and group evaluation. Promote the importance of community service and civic engagement. Assist with identifying and developing new leaders to help the club establish longevity. I agree to be the advisor of the __________________________________________________ Club and will adhere to the aforementioned responsibilities and requirements. _______________________________________ Advisor (Print Name) _______________________________________ Advisor Signature _________________ Date _______________________________________ Secondary Optional Advisor (Print Name) _______________________________________ Secondary Optional Advisor Signature _________________ Date SECTION 9 Use of Centenary Cyclone Mascot Costume Members of the Centenary College Community or Friends of the Cyclones may borrow the mascot costume to use as a promotional tool at non-commercial local community events. Scheduling will be coordinated through the Athletics Department / Director of Athletics. Pick up of the Mascot costume should be immediately prior to the event unless otherwise directed by the Athletic Department / Director of Athletics. There are two key members of the Cyclone Mascot Costume: the Mascot “talent” and the Handler. Carefully review the responsibilities of the Mascot and the Handler below before accepting the opportunity to use the Cyclone Mascot costume for your event. The Mascot “talent” The person wearing the costume, referred to as “the talent”, will conduct him/herself in a manner appropriate to represent Centenary College and the Athletic Department. The talent should be approx. 5’ 7” in height or taller. Persons of a medium / large body type are ideally suited to wear the Mascot costume. Persons of a very small or over sized body type will not properly fit into the Mascot costume and should not be used as the talent to avoid injury to the talent or damage to the Mascot costume. The talent must be 16 years old, or older. The talent should be a Centenary College employee or student or member of the Friends of the Cyclones. In any case where a volunteer will wear the costume, it must be pre-approved by the Director of Athletics, and the volunteer must be informed of and abide by the Use of the Centenary Cyclone Mascot Costume guidelines. The mascot is non-verbal, so the talent must refrain from speaking. This is because the costume will be worn by many different people and the only way to have a uniform “voice” is for the character to maintain silence. Appropriate gestures may be used, such as nodding the head to signify “yes” or “no”. No autographs will be given. Defer to the handler to explain how impossible it is for a “Cyclone” to write. The Handler may present a Cyclone temporary tattoo or Centenary Cyclones bracelet in lieu of an autograph. Refer questions to the handler by turning to him/her. Be friendly and convey enthusiasm through appropriate gesture. Dancing, high fives, handshakes, hugs, posing for photos are all appropriate and permitted actions at the discretion of the handler. Have fun!!! The Handler The handler will assist the talent with proper wearing of any costume component and assure that dressing is done out of view of the audience to preserve the integrity of the mascot character. Escort the mascot talent to a private location before placing any part of the costume on the talent. The mascot must be accompanied by an adult attendant (handler) at all times during public appearances. The handler must escort and assist the mascot as needed. For example, since the costume-wearer’s ability to navigate, see, and hear will be compromised, the handler will serve as his eyes and ears. The handler will ensure that guests do not hurt or harm the Mascot (costume or talent) at any time. Guests should not pull or tug on the costume parts (shoes, mitts, eyes, mouth, pants, etc.) or any articles of clothing (t-shirt, jerseys, hats, bow ties, etc.) that the Mascot may be wearing for the event. The handler will relay messages on behalf of the mascot. Since the mascot is a nonspeaking character, the handler will serve as the mascot’s voice as necessary. Also, signing autographs will not be practical because of the mitts, the handler will deny these requests and offer a Cyclone temporary tattoo or Centenary Cyclones bracelet in lieu of an autograph. The handler will assure rest breaks after a 20-30 minutes period or as needed. This is especially important during hot weather for the safety and comfort of the talent. The handler will assure that removal of any costume component is done out of view of the audience to preserve the integrity of the mascot character. Escort the mascot to a private location before removal of head or any part of the costume. The Mascot must be properly cared for and stored in the carry bag provided. It is the responsibility of both parties, the Mascot “talent” and the Handler, to be sure that all Mascot parts are properly stored in the carry bag at the completion of use. Any problems or concerns (cleanliness, rips or tears, etc.) with the Mascot costume should be identified to the Athletic Department staff upon return. Return of the Mascot costume should be immediately following the conclusion of the event unless directed by the Athletic Department / Director of Athletics. SECTION 10 Programming All SGA recognized clubs are required to adhere by the following programming requirements: 1. At least TWO (2) campus wide programs per semester 2. Participation in all of the following community based SGA initiatives: a. Family and Alumni Weekend- Oct. 12th b. Halloween Bash- Oct. 26th c. Hometown Holiday- Dec. 6th d. Earth Day- TBD Funds for participation at community based initiatives will be taken from a separate fund. Funding for campus wide programs will be taken from each club’s annual budget. SECTION 11 Club Funding Policy Funds from SGA will be dispersed to active SGA recognized clubs. Club funding will be allocated from SGA’s yearly budget and will be distributed evenly between all recognized clubs per semester and will vary based on the amount of money distributed to SGA from the institution and the number of approved clubs at the time. To qualify as an SGA recognized club, clubs must adhere to the following guidelines. First, all clubs must turn in a Club Application, Club Code of Conduct, Club Contract, and Advisor Contract. Next, all clubs must participate in ALL SGA community based initiatives, including Family and Alumni Weekend, Halloween Bash, Hometown Holiday, and Earth Day, along with two (2) campus wide programs. Lastly, all clubs must have representation at 100% of all Interclub Council Meetings. For more on Club recognition please refer to the Club Classifications and Requirements page of the SGA Club Handbook. Funding given to clubs must be used for programming for the campus. Funds cannot be used for the club’s operational expenses - examples include office supplies, equipment, dues, tshirts, etc. If clubs wish to fundraise in order to raise money for operational expenses, they can SGA will support the club in planning these types of programs. For guidelines on club fundraisers, please see the SGA Fundraising Policy. Funding decisions shall be made in a majority vote by the SGA Executive Board and Senate members in attendance at the time that the proposal is presented to Senate. A club request for event funding can be submitted with SGA 12 business days before your event. Please use the Event Request Sheet (aka Pink Sheet), available in your club manual, to submit an event request. Copies of the pink sheet may be picked up on the third floor of the Ferry building. You will receive an email indicating the approval or denial of your request. Please note that an event may be approved, but amount of funding requested may differ from request. Once your request is approved by SGA you will be contacted via email or phone. If funding is approved for allocation you may pick it up and sign the Documentation of Funding Given Form. This form will remind you that: Funds are to be used only for requested and approved purposes only. Centenary College is tax exempt, so you must go to the business office for a TAX EXEMPT FORM as you will not reimburse for tax. When you go be prepared to tell the office what stores you will be shopping at and what you intend to purchase. If you are given money you are expected to account for every penny by returning either receipts or change for the full amount given to you. Failure to comply with any guidelines outlined in this policy may result in the loss of club status and denial of future funding requests. Please remember that you are not authorized to advertise any events until approved by SGA. A fundraiser does not meet the club programming requirement, however, all fundraisers must be approved via the Club Fundraiser Request Form of the SGA Club Manual. SECTION 12 Purchasing Policy SGA operates under and recognizes the purchasing policy put forth by Centenary College. If needed, you can located Centenary College’s purchasing policy here: http://www.centenarycollege.edu/cms/ch/finance-office/purchasing-policies/ SECTION 13 Documentation of Funds Provided by the Student Government Association Amount given: _________________________________________ Funds given to: ____________________________________________________ Reason for funding: ______________________________________________________________________ _______________________________________________________________________ Date given: _____________________________________________________ Receipts/Change due by: ____________________________________________ Funds are to be used only for the reason listed above. Centenary College is tax exempt, so you must go to the business office for a TAX EXEMPT FORM as we will not reimburse for tax. When you go be prepared to tell the office what stores you will be shopping at and what you intend to purchase. If you are given money you are expected to account for every penny by returning receipts or change for the full amount given to you. __________________________________________ Signature of Person in Receipt of Funding SECTION 14 Fundraising for Clubs Fundraising is the sale of products, the solicitation of donations, the collection of dues, the charge of admission, or any other means of collecting revenue. Groups seeking approval for fund raising activities must complete a Fundraiser-Request Form and submit it to the Student Government Association a minimum of two weeks before the fundraising activity is scheduled to begin. Fundraiser-Request Form All posters and signs used to promote fund raising projects must be approved by the Student Government and be promptly removed after the event is completed. Approval for fundraising activities will be granted to student organizations and recreation clubs that: are officially registered with the College do not serve or support partisan political purposes or activities are open to all individuals regardless of race, national origin, age, gender, sexual orientation, or disability enhance the College’s mission and core values College facilities are not to be used for personal gain by individual students or organizations. Personal gain is defined as the sale of goods or services or the sponsorship of any fundraising activity on College property by any individual or group that is intended to improve the personal financial status of any person or group of persons involved in the sponsorship of the activity. Fundamental to this definition is the premise that funds raised on College property are to be used to expand the educational and recreational opportunities for recognized clubs who raise funds on campus, or for legitimate community service activities, and not to financially subsidize any individual person’s interests or needs. Permission for all fundraising activities is extended only to registered clubs, groups and organizations and is subject to the following regulations: Permission shall not be granted for products and services that conflict with the institutional values of Centenary College. Examples of prohibited products include but are not limited to alcohol, and pornographic materials. The club must pay, in advance, any pre-established fees for venue, permit, equipment rental, and other direct costs. Funds raised must benefit a recognized club or a bonafide charitable organization. The Community Service Department in the Ferry Building can be of assistance when determining the legitimacy of a charity. The College reserves the right to investigate financial records of clubs that have been allowed to raise funds to determine if the funds are being used for the purpose for which they were raised. Fundraising in residence halls is also subject to restriction of housing policies or hall policies relating to location or procedures. All fundraising events that are conducted in the residence halls must be approved by the Director of Residence Life. As funds are acquired, all proceeds must be deposited into the club’s college account immediately. If the Business Office is closed it is the officer and advisor’s responsibility to deposit the funds the following business day into the business office. Students and advisors may not carry or store funds in their offices, book bag, rooms, or anything that is not a safe or deemed appropriate the Student Government Association. Within one day of collection, students/advisors are responsible to deposit all proceeds to the Business Office. SECTION 15 Club Fundraiser Request Form The Fundraiser Request Form is required for all students fundraising events taking place on campus. Forms must be submitted at least 2 weeks prior to the fundraiser, but more advance notice of the fundraiser is always beneficial. If you have any questions about this form, please contact the Student Government Association (SGA) at [email protected] Your Full Name: _________________________________________________________________ Your Cell Phone Number: ___________________________________________________________ Your Email: _____________________________________________________________________ Club/Group/Organization Name: ______________________________________________________ Advisor’s Name: __________________________________________________________________ Advisor’s Signature: _______________________________________________________________ Fundraiser Information Name of proposed fundraiser: ________________________________________________________ Date of proposed fundraiser: _________________________________________________________ Time of proposed fundraiser: ________________________________________________________ Location of proposed fundraiser: ______________________________________________________ Who or what are you raising money for? (Examples may include apparel, supplies, upcoming events for the group, or to benefit a local organization such as the American Cancer Society): ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ What will your fundraiser consist of? (Please provide logistics of how the fundraiser will be fun and how will money be raised): ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Funding Sources? (How will you pay for the fundraiser if you need to buy equipment or supplies ahead of time?): ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ SECTION 16 Documentation of Funds BORROWED Amount BORROWED: _________________________________________ Funds temporarily given to: ____________________________________________________ Reason for temporary funding: ______________________________________________________________________ _______________________________________________________________________ Date lent seed money: _____________________________________________________ Funds to be returned no later than: ____________________________________________ Funds MUST be returned in the FULL AMOUNT to SGA and are only to be used for the reason outlined in your Club Fundraising Request Form. . __________________________________________ Signature of Person Accountable for BORROWED Funds SECTION 17 CLUB REQUEST FOR EVENT ON CAMPUS: If planning more than one event, please use a separate form for each event. Form is needed even if funding is not requested. Upon completion please submit this form to SGA President, Sammie Davis in the Ferry Building, Room 30-5 at least 3 weeks before your event (no later!) You must have SGA approval before event advertising begins. SGA officers are happy to help you complete this form if needed. Please email [email protected] to set up an appointment. APPLICANT INFORMATION Applicant Name: _______________________________________________________________ Club Name: ___________________________________________________________________ Applicant Phone Number: _______________________________________________________ Applicant Email: _______________________________________________________________ EVENT INFORMATION Proposed Event Name: ___________________________________________________ Proposed Date of Event: __________________________________________________ Proposed Time of Event: ________________________________________________________ Proposed Location of Event: _____________________________________________________ Event Summary (Please attach additional paper if needed): ____________________________ _____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ ADVISOR INFORMATION Club Advisor: _______________________________________ Advisor’s Emergency Contact Phone Number: _______________________________________ Advisor Event Approval Signature: ________________________________________________ Please list names and provide signatures for faculty/staff CHAPERONES for your student lead event (1 Chaperone for every 30 students expected to attend student lead event): _________________________ Chaperone 1 Name _________________________ Chaperone 2 Name ____________________ Signature ____________________ Signature ____________________ Cell Phone Number ____________________ Cell Phone Number RESERVATION INFORMATION Have you booked the VENUE (location) for the event? (If yes, please attach an email confirming your reservation or provide a signature of booking personnel below. See booking resource list at the end of this application for locations and booking personnel). Yes No Location Booked with: _________________________________________ Date: ____________ Signature: ___________________________________________________________________ Do you have any FACILITIES setup or equipment needs ex. tables, chairs, housekeeping, etc.? (If yes, please attach an email confirming your reservation or provide a signature below. Please note that there may be an additional cost involved for you to cover if these services are requested. You will need to fill out and file a Facilities Event Request Form –FERF from the college’s housekeeping office. SGA officers are happy to help you complete the FERF. Please email [email protected] to set up an appointment) Yes No Not Applicable Booked with: _________________________________________ Date: _____________ Signature: ____________________________________________________________________ Do you have any IT setup or equipment needs ex. screen, projector, speakers, etc.? (If yes, please attach an email confirming your reservation or provide a signature below. Please note that there may be an additional cost involved for you to cover if these services are requested.) Yes No Not Applicable Booked with: _________________________________________ Date: _____________ Signature: ____________________________________________________________________ Do you plan to have off-campus GUESTS at your event? If you open your event to off-campus visitors or guests, you MUST have a plan in place for tracking them. Yes No Tracking Plan: ________________________________________________________________ _____________________________________________________________________________ ________________________________________________________________ Do you have any PARTNERS (other clubs, campus organizations or classes) involved in the program? If so, please name them: ________________________________________________ _____________________________________________________________________________ SECURITY If you anticipate a need for SECURITY to be onsite at your event, have you booked them? (If yes, please attach an email confirming your reservation or provide a signature below. Please note that there may be an additional cost involved for you to cover if these services are requested. If you need assistance in determining the necessity of security’s presence at your event, please email [email protected] to setup and appointment for clarification). Yes No Not Applicable Signature of Leonard Kunz, Assistant Dean for Campus Security: (Office on the 1st floor of the Ferry Building) ___________________________________________________________ Date: _____________ BUDGET & REQUEST FOR FUNDING Approved Clubs may seek funding from the Student Government Association if events are open to the entire student population without restriction. When seeking funding please note: Funds are to be used only for requested and approved purposes only. Centenary College is tax exempt, so you must go to the business office for a TAX EXEMPT FORM as you will not reimburse for tax. When you go be prepared to tell the office what stores you will be shopping at and what you intend to purchase. If you are given money you are expected to account for every penny by returning either receipts or change for the full amount given to you. Please explain, in detail, specific, itemized projected budget. If you plan on getting, or you have gotten, any items or services donated, please include that information also. Attach a separate budget if your needs exceed the space below. Expenses: ITEM COST QUANTITY TOTAL $ $ $ $ $ $ $ $ $ $ $ $ GRAND TOTAL $ Amount Requested: ____________________ Amount Approved: ____________________ Please indicate any EXPECTED INCOME for your event attained from ticket sales, item sales, donations, etc. Expected Ticket Sale Amount: ____________________________________________________ Expected Item Sale Amount: _____________________________________________________ Expected Incoming Donations: ___________________________________________________ Company Donating Donated Items Amount Per Item Other Expected Income Amount: __________________________________________________ Please Explain Other Income: ____________________________________________________ If you are planning your event as a FUNDRAISER please indicate the organization that you will be raising funds for? Please make sure to read and understand the campus fundraising policy of the club manual. Name of Organization: __________________________________________________________ Address: _____________________________________________________________________ ADVERTISING What advertising methods do you have planned for your event? We suggest at least 2 methods of advertising per event. Please remember that you may not advertise until all steps of this form have been completed. _____________________________________________________________________________ ___________________________________________________________________________________ _____________________________________________________________________________ FLYERS Once your event is completely approved, please email your flyer to [email protected]. Please make sure that your flyers incorporate the name, date, time and location of the event and contact info (name and phone number or email) in case people have questions about your event. Upon approval we will send your flyer to the print shop. Every club is entitled to print 30 color flyers per event up to 3 times per semester. Once flyers are ready you can pick them up from the print shop, located on the bottom floor of the library. If you wish to post flyers on campus they must be stamped, so please take them to the Office of Student Life (Seay, 1st floor) and be sure to post in accordance with the college’s posting policy which can be located in the Student Handbook. Recap: Email flyers to [email protected] -> Pick up from print shop once notified that they are ready -> Take to Student Life to stamp -> Post on campus! *Please sign and date this request once all steps have been completed* Signature of Applicant ___________________________________________ Date _____________________________________ When ALL of the information on this form has been filled out you may submit your application for approval to SGA President, Sammie Davis in the Ferry Building, Room 30-5) AT LEAST 3 WEEKS BEFORE YOUR EVENT. Reminder – No advertising may be posted until your event is approved. Thank you for your hard work and good luck! ________________________________________________________________________________ FOR OFFICE USE ONLY: EVENT APPROVED EVENT DENIED APPLICATION INCOMPLETE STUDENT LIFE AUTHORIZED SIGNATURE: _____________________________________________ DATE: ________________ *PLEASE KEEP THIS PAGE AS A PLANNING RESOURCE* SPACE RESERVATIONS/VENUE BOOKINGS To reserve a location on campus for an event, check the contact name and location from the list below. *Please note that YOU are responsible for the booking of space and submitting any operational requests including any technology, sound, chairs, food, security, etc. Please note additional resources that may be helpful during the planning process: Commonly Reserved Locations on Campus Location Student Activities Center (SAC) Sitnik, Little or Blackbox Theater Ferry Recital Hall or any Classroom Chapel or Front Parlors Cafeteria Cafeteria Lobby (Tabling) Reeves Gym President’s Circle Room, Lackland Dorm Lounges Contact Name Emily Walker Tom Fagerholm Debbie Olivo Contact Email [email protected] [email protected] [email protected] Krystiana Machtinger [email protected] Linda Gonia Elba Young Dinu Dan Kathy Phil Eric Barnes [email protected] [email protected] [email protected] [email protected] [email protected] Other Helpful Contacts Resource Tables, Chairs, etc. Tech Equipment, movie screen, sound Food Requests Security Contact Name Contact Email Krystiana Machtinger [email protected] Matt Kelly Linda Gonia Len Kunz [email protected] [email protected] [email protected] All contacts can be reached by campus email or by calling the Centenary College Switchboard at (908) 852-1400 and asking for the individual with whom you wish to speak. If you would like to visit an individual in person and cannot find their office on campus, please see ask for directions at the Centenary College switchboard. Centenary College Student Government Association Ferry Building, 3rd Floor, Room 30-5 400 Jefferson Street Hackettstown, NJ 07840 Phone: 908.852.1400 ext. 2431 Fax: 908.813.2603 Email: [email protected] SECTION 18 Facilities Event Request Form A Facilities Event Request Form (FERF) must be filled out if there is any facilities needs at your event. Some reasons why a FERF would be needed might be table requests, chair requests, housekeeping, etc. FERF’s can be picked up from the third floor of the Ferry Building. If you need assistance in filling out a FERF, please see an SGA Executive Board member or SGA Advisor, Tiffany Kushner. Once a FERF is completed, it must be emailed to facilities. FERF’s must be sent in through club advisors, not students. SECTION 19 Facilities Event Request Form Please use this form when requesting support services for your special event. Forms should be submitted for approval. Contact / Billing Information Name: Phone # & Extension: Alternate Phone #: Department: Email Address: Event Description Event Title: Event Location: Event Start Time: Set-up Date: Breakdown Date: Breakdown Time: Description of event: Date: Event Finish: Set-up Time: How many people are expected to attend the event? Is food service required? If so, please describe what is needed: Is campus security needed? If so, please describe: Is custodial service / coverage required? (Includes cleanup during and after event) Are electrical, carpentry or plumbing services required? Are there any IT or audio visual requirements? What equipment is required for your event? Rectangular tables Round tables Folding chairs Trash containers Recycle containers Podium with microphone TEL: (908) 852-1400 400 JEFFERSON STREET ∙HACKETTSTOWN ∙NJ 07840-2100 Quantity Portable sound system Extension cords Stage Will rental equipment be required from an outside vendor? If so, please describe: Any additional requests or special needs? Will you be charging a fee to participants of this event? If yes, please specify: TEL: (908) 852-1400 400 JEFFERSON STREET ∙HACKETTSTOWN ∙NJ 07840-2100 Estimate of Costs Descriptions Estimated $ Amount Proceeds: Revenue Cost: Meals Security services Facilities *Includes physical space and labor Campus Supplies & Expenses Water Gas Electric Mailroom Centenary Stage Company Waste Removal Repairs and Maintenance Marketing Health Services Other: Expenses (Total Cost): Net Income TEL: (908) 852-1400 400 JEFFERSON STREET ∙HACKETTSTOWN ∙NJ 07840-2100 Actual $ Amount SECTION 20 Facilities Event Request Form Please use this form when requesting support services for your special event. Forms should be submitted for approval. Contact / Billing Information Name: Tiffany Kushner (SGA Advisor) /Samantha L. Davis (SGA President) Phone # & Extension: 908-852-1400 x 2426 (Tiff) Alternate Phone #: cell 908-442-4835(Tiff) Department: Student Government Email Address: [email protected]/[email protected] Event Description Event Title: SGA Involvement Fair 2013-2014 Date: Wednesday, September 18th, 2013 Event Location: Outside of Lackland Center (by Ando Field/Quad 2) weather permitting -Alumni Alley, Lackland (rain or wind location) Event Start Time: 10:00 am Event Finish: 1:00pm Set-up Date: Wednesday, September 12th, 2013 or earlier Set-up Time: any time before 10:00am Breakdown Date: Anytime after event Breakdown Time: Anytime after event Description of event: Club fair How many people are expected to attend the event? 300 “guests” in and out throughout day – about 30 clubs. Is food service required? If so, please describe what is needed: No. Is campus security needed? If so, please describe: No. Is custodial service / coverage required? (Includes cleanup during and after event) No. We will clean up to the best of our ability, but maybe a quick sweep before the event would be nice. Are electrical, carpentry or plumbing services required? Please have 4 extension cords available. Can we pull power from Lackland if needed? Are there any IT or audio visual requirements? Will know closer to the event but not at this time. What equipment is required for your event? TEL: (908) 852-1400 400 JEFFERSON STREET ∙HACKETTSTOWN ∙NJ 07840-2100 Quantity Rectangular tables Round tables Folding chairs Trash containers Recycle containers Podium with microphone Portable sound system Extension cords Stage 30 banquet tables (if available) if not please contact me n/a 2 at each table please (total 60 chairs) n/a none no no 4 please (as listed above) no Will rental equipment be required from an outside vendor? If so, please describe: No- we are hoping you have enough tables and chairs Any additional requests or special needs? *We have a banner that we would like to hang in the caf entrance to Lackland between the pillars in the back. If it rains and we are inside then we would like to hang it above the stairs. We can bring you the banner ahead of time and would be happy to show you were we would like it. Will you be charging a fee to participants of this event? If yes, please specify: No charge. Summary of Equipment Needs: 30 Banquet Tables 60 chairs (2 per table) 4 Extension Cords Tools and twine for hanging Sign Outside of backside of Lackland along walkway Outside of backside of Lackland along walkway Outside of backside of Lackland along walkway In between pillars at back of lackland TEL: (908) 852-1400 400 JEFFERSON STREET ∙HACKETTSTOWN ∙NJ 07840-2100 Estimate of Costs Descriptions Estimated $ Amount Proceeds: Revenue Cost: Meals Security services Facilities *Includes physical space and labor Campus Supplies & Expenses Water Gas Electric Mailroom Centenary Stage Company Waste Removal Repairs and Maintenance Marketing Health Services Other: Expenses (Total Cost): Net Income TEL: (908) 852-1400 400 JEFFERSON STREET ∙HACKETTSTOWN ∙NJ 07840-2100 Actual $ Amount SECTION 21 Advertising FLYERS Reminder – You may not advertise an event until it is approved using the Event Request Form (Pink Sheet) found in the SGA Club Manual. Once your event is completely approved, please email your flyer to [email protected]. Please make sure that your flyers incorporate the name, date, time and location of the event and contact info (name and phone number or email) in case people have questions about your event. Upon approval we will send your flyer to the print shop. Every club is entitled to print 30 color flyers per event up to 3 times per semester. Once flyers are ready you can pick them up from the print shop, located on the bottom floor of the library. If you wish to post flyers on campus they must be stamped, so please take them to the Office of Student Life (Seay, 1st floor) and be sure to post in accordance with the college’s posting policy which can be located in the Student Handbook. Recap: Email flyers to [email protected] -> Pick up from print shop once notified that they are ready -> Take to Student Life to stamp -> Post on campus! Flyers can be hung in all buildings, except the Front Parlors and Lackland. Flyers can also not be hung on windowed doors. For more detailed information, feel free to visit the campus posting policy which is included in the student handbook and can be found here: http://www.centenarycollege.edu/cms/fileadmin/user_upload/campus_life/student_handbook_final_1 3_14.pdf SOCIAL MEDIA Please visit the Social Media Policy here: http://www.centenarycollege.edu/cms/fileadmin/user_upload/its/social_media_policy_2011.pdf MY.CENTENARYCOLLEGE.EDU CAMPUS CALENDAR To post club announcements and events on my.Centenarycolege.edu please contact the club advisor. Club advisor will need to contact IT for permissions to access calendar features and training. SECTION 22 Van Reservations Vans are available for use for events that need transportation to get to. Renting a bus can be costly, so when in need please make every effort to use a van. Vans can be reserved through Todd Miller at [email protected] . On the day of the event, the keys must be picked up from his office. The office is located on the 3rd floor of the Seay building. For more details about van policies and procedures, please read the enclosed van manual. SECTION 23 CENTENARY COLLEGE OWNED VEHICLE USAGE POLICY AND PROCEDURE STATEMENTS July 2011 James Cusick Van Coordinator Ext. 2297 Revised July 2011 TABLE OF CONTENTS Vehicle Usage Policy and Procedure Statement 2 Driver’s Obligations/Authorization to Obtain Driving Records 3-4 Staff, Faculty, and Student Group Advisor Acceptance of Responsibility 5 Daily Maintenance Record/Emergency & Accident Report 6-7 Telephone Numbers and Procedures 8 The Facilities Maintenance, Repair and Part Replacement Log 9 Current Van Assignments 10 Centenary College 400 Jefferson Street Hackettstown, NJ 07840 Centenary College Owned Vehicle Usage Policy and Procedure Statement Centenary College will have one policy for the entire campus. This policy will be consistently implemented by all departments, divisions and student group advisors. Compliance by all departments, divisions and students groups is mandatory. The policies and procedures are as follows: Procedure and policies for driving rented vehicles or privately owned vehicles for college trips where your passengers are other Centenary staff, faculty, or students, will be the same as for those driving college owned vehicles. Drivers of rented or privately owned vehicles on College business will need to submit their state driver’s license for a review of the driver’s history. This is coordinated by the Van Coordinator and Centenary College’s insurance company (keep in mind it takes 7-10 days for approval). Requests for authorization to obtain driving records will be billed directly to the department/division/student group, which directly supervises the driver applying for a college license. All those requesting to drive for Centenary College must read, understand, and sign a driver obligation form and an authorization to obtain driving records. Both forms must be signed by an approved staff, faculty member, or student group advisor and submitted with a copy of your state driver’s license to the Van Coordinator for processing and filing. Once approved, you will receive a letter confirming that you are approved as a Centenary Van Driver and a copy of the Centenary College usage policies and procedure statements. You will not be permitted to drive for the College until you receive this information. Your Centenary license must be renewed every fall semester (no later than October 15 th) or it will be considered cancelled. Driver’s who are removed from the insurance policy will have to reapply for a college license. You will have to submit the re-application forms, which take approximately 2 – 3 weeks to be processed. In addition, we will have to bill your supervising department for an authorization to obtain driving records. Requests for use of the college vehicles will be coordinated through the van coordinator’s office by contacting ext. 2297. College vehicles are provided on a first come, first serve basis. Vehicle reservations will not be accepted from students unless accompanied by written documentation from the department supervisor. Drivers are not provided with the reservation. It is the responsibility of the staff member reserving the van to find a College licensed and suitable driver for their trips. A list of available drivers may be provided if requested. Gas vouchers will be provided and gas is charged to the college account. Any driver who does not use the contracted gas station for fuel service will not be reimbursed by the college. If there is a necessity to use alternate gas stations for fuel service (i.e. overnight trips, trips of lengthy distance), drivers should make arrangements with the department supervising the trip for monetary gas expenses or reimbursement. Keys to vans and vehicle packets are to be picked up the day of the trip and returned immediately upon completion of the trip. Trips departing campus prior to 9am weekdays must be picked up the day prior. Saturday and Sunday trips key packets should be picked up the Friday before the scheduled trip. Weekend and late evening trip key packets should be returned the Monday following the trip. Driver Obligations If granted driving privileges for Centenary College. I agree to adhere to the following rules and regulations: 1. Have a valid state driver’s license, be 18 years or older, with a one-year clean driving record, less than two points, and no Driving Under the Influence charges. Also, at-fault accidents reported in your driving abstract will be reviewed by the Van Coordinator and your approved authorizing person to determine suitability for Centenary College Vehicle driving privileges. 2. Be registered with the Van Coordinator and have a signed agreement and copy of state driver’s license on file. 3. Use college vehicles for College authorized purposes only. 4. Not permit any unauthorized person to drive the vehicle. 5. Use seat belts and require all passengers to do the same in accordance with state laws. The number of passengers must not exceed the number of seat belts. 6. Operate the College, rented, or personally owned vehicle in accordance with College regulations. Know and observe all applicable traffic laws, ordinances and regulations, and use safe driving practices at all times. 7. Assume all responsibility for any and all fines or traffic violations associated with my driving of a college vehicle, rented or privately owned vehicle on college business. 8. Not drive under the influence of drugs or alcohol. This is also a crime under state laws. If I am found doing so, I understand my college license will be immediately revoked. 9. Never allow alcohol in the vehicles. 10. Never allow smoking in the vehicles. 11. Not transport unauthorized passengers. 12. File a travel plan with the Van Coordinator if taking a trip 150 miles away or more, or if traveling overnight. 13. Turn off vehicle, remove keys, and lock the vehicle when it is left unattended. 14. Drive the vehicle at speeds appropriate for road conditions. 15. Not drive the vehicle “off road”. 16. Before leaving on trip, inspect the vehicle as described on the Daily Maintenance Record. Report any defects to the Van Coordinator or the authorized person or advisor of the department division, or student group I am driving for. They will determine if the vehicle is safe to drive. List any defects noted during or after the trip on the Daily Maintenance Record. 17. Report any accidents immediately, and include details on the Daily Maintenance Record. 18. Make sure the vehicle is at least one-quarter of a tank full of gas when it is returned to campus. Gas Station is the Shell Station located at 106 Mill St. Hackettstown, NJ 07840. Please return gas receipt, keys, emergency call list, and completed Daily Maintenance Record to the Van Coordinator’s office (under door) or to the department where you picked up the keys immediately upon completion of your trip. Do not return to the switchboard unless requested to do so by the Van Coordinator. 19. Follow 8 hour per driver rule on long trips, and to follow the rule that requires me not to drive more than 2 hours if I am participating in the athletic event the vehicle is traveling to or from. 20. Have a faculty or staff member in attendance on all trips, other than those within considerable driving distance {30 miles in one direction} of the College (ie:, Main Street in Hackettstown, Rockaway Mall) or those trips that have been authorized by the Student Activities Director and the Dean of Students, and for which a Dean of Students’ approved driver drives. 21. Report any changes or restrictions to my state driver’s license to the Van Coordinator immediately. This includes any points received on your driver’s license. If you receive points between the date when you are authorized to drive and the renewal date, you must inform the van coordinator. 22. To have a copy of the College Owned Vehicle Policy and Usage Procedures, to have read and understood them, and my obligations as an authorized driver of a college owned vehicle, or as a driver of a rented, or privately owned vehicle for College authorized purposes. 23. Be subject to disciplinary procedures for violations of College policy or procedures, state and local laws, or for being at-fault in an accident while driving a College owned vehicle, rented, or privately owned vehicles, that I am driving for College authorized purposes. I understand the disciplinary action may be suspension of Centenary College driving privileges and/or being required to attend a defensive driving course before driving privilege will be restored. I have provided a copy of my state driver’s license, which will be kept on file in the office of the Van Coordinator. I currently have the following violations recorded against my state license: Driver’s Signature ____________________________ Date _______________________ Driver’s License # ________________________ Driver’s Name (print) ____________________________ Date of Birth _________________________________ State __________________ Signature of Authorizing Staff / Faculty Member __________________________________ Department _____________________________ Name of Authorizing Staff / Faculty Member (print) _________________________________ Date __________________________ *PLEASE PROVIDE A PHOTOCOPY OF YOUR DRIVER’S LICENSE WITH THIS APPLICATION* SEARCH REQUEST FORM For CENTENARY COLLEGE Dataline Verification Company Tel: 973-887-0207 Fax: (973) 428-8980 or (973) 887-9158 To Applicant: Thank you for completing this request form by typing or printing legibly. Report(s) Requested by College: ☐ Package A Standard ☐ Package B Educational ☐ Package C Credit Check ☐ Other DMV Abstract Return Reports To Attn: ☐Gena Deroche, Director of Human Resources, Centenary College [email protected] Centenary College: Fax #: 908-850-8716 Phone #: 908-852-1400 X2268 ☐J.J. Cusick, Athletic Administrative Assistant/Van Coordinator, Centenary College [email protected] Centenary College: Fax #: 908-813-8295 Phone #: 908-852-1400 X2297 Date Submitted: ______________ # Pages Faxed: _____________ Information To Be Completed By Applicant: APPLICANT CONSENT FOR BACKGROUND INVESTIGATION Name: ____________________________________________________________________________________ Address: __________________________________________________________________________________ City: ____________________________________ State: ____________ Zip: ______________ Social Security Number: ________________________ Date of Birth: ___________________ Position Applying For:__________________________ DL State: ______________________ Driver’s License #: __________________________________ State Issued: ___________________ I hereby authorize Centenary College and its affiliates, or its agents to investigate me, my former employment and professional reputation. I hereby authorize all persons, firms, companies, government agencies, courts, credit agencies, associations or institutions having control of any documents, records or other information to furnish said documents to the above requestor. I understand that the above information is specifically related to the background investigation process, and that date of birth is required to facilitate the most effective background check. I hereby release Centenary College and its affiliates, or its agents from any and all liability resulting from such investigation. Signature: _______________________________________ Date:_______________________ HR Forms Folder Background Check Request Form 2006 *PLEASE PROVIDE (TAPE/STAPLE) A PHOTOCOPY OF YOUR DRIVER’S LICENSE HERE* Department, Division and Student Group Advisor Acceptance of Responsibility I have read and have a copy of the Centenary College Vehicle Usage Policy and Procedure Statement. I understand my responsibilities as the authorizing person for my drivers. I understand that requests for authorization to obtain driving records for drivers under my supervision will be billed directly to my department, division, or student group. I understand that I must follow the emergency-accident procedural plan and explain it to all who drive for me. I agree that all who drive for me will be registered with the Van Coordinator and will have read and understood the Centenary College Vehicle Usage Policy and Procedure Statement and the Driver’s Obligations form. I will be sure they have copies of these to refer to as necessary. I agree to see that any accidents, emergency situations, or mechanical and operating problems are reported to the Van Coordinator. I understand that when a College owned vehicle is not available I will need to rent, or use privately owned vehicles. I understand the same policy and procedures are in effect for the use of rental or personally owned vehicles when used for College business or trips. I understand that even these drivers need to submit their state driver license for review. I understand that if breakdowns, accidents, or other vehicle-use problems are determined to be the fault of my driver, his passengers, or my department, division, or student group, through neglect or misuse, my department, division or student group may be held responsible for some and/or all of the repairs and fines. The driver may be subject to disciplinary action, requiring suspension of Centenary College driving privileges and/or the taking of an approved defensive driving course. I understand that if a van trip goes beyond 150 miles from the campus, or is before 9am, after 4pm, Monday-Friday and all day Saturday and Sunday, I assume primary financial and operational responsibility for the van. I understand that it will require making arrangements for emergency repairs to the van, and transportation to finish the trip, or to return the passengers and driver to Centenary College. I agree to have my drivers return the van to its designated parking spot, re-fill the vehicle with gas, and to have the keys, completed Daily Maintenance Record, and emergency call list returned in the provided packet to the person I reserved the van with or to the Van Coordinator’s office immediately after the trip. I agree to stipulate all my drivers must wear seat belts and they must require all passengers to do so also. I agree to require my driver to uphold the No Smoking policy. I agree to require my driver to uphold the prohibition of alcohol policy. I agree to have my driver uphold the policy of 8 hours per driver on long trips. I agree that anyone who is taking part in an athletic event will drive no more than 2 hours to or from the event. I agree to permit no driver under the influence of drugs or alcohol to drive for me. If that driver is found to be under the influence, driving privileges will be immediately revoked. I am aware that my name and telephone numbers will be published on the emergency/accident procedure and call list. Failure to comply with any policy or procedure stated here and in the Centenary College Owned Vehicle Usage Policy and Procedure Statement, will subject your department, division, or student group to loss of van use. Signature and Title ______________________________________________________________ Print Name and Title ____________________________________________________________ Date _______________________________ CENTENARY COLLEGE VEHICLES DAILY MAINTENANCE RECORD MUST BE COMPLETED BY AUTHORIZED DRIVER UPON COMPLETION OF EACH TRIP Date ______________________ Driver _______________________________ Destination (include event and city/state) _________________________________________ Dept., Division, Organization using van __________________________________________ Mileage start ______________________ Mileage End __________________________ Total mileage ______________________ Number of passengers _________________ Gas voucher amount ________________ License plate # ________________________ Maintenance summary Service brakes Parking brakes Steering mechanism Lights/reflector devices Tires/wheels Rear-vision mirrors Windshield wipers/washers Washer fluid Windows Light bulbs Seat cushions Body damage/dents Horn Other _______________________ Cleaned interior/removed trash & personal items Emergency maintenance required (please explain) _______________________________ Comments: IN CASE OF ACCIDENT OR EMERGENCY PLEASE COMPLETE REVERSE SIDE OF THIS FORM. Signature of Driver ___________________________________ CENTENARY COLLEGE VEHICLES EMERGENCY/ACCIDENT CALL NUMBERS AND PROCEDURES IN THE CASE OF AN EMERGENCY OR ACCIDENT PLEASE NOTIFY: Athletic Dept. trips Billie Jo Blackwell (908) 852-1400 x. 2297 Cell: (862) 258-0767 First Year Program trips Joshua Walker (908) 852-1400 x. 2833 Cell: 908-399-9232 First Year Program trips Tiffany Kushner 908-852-1400 x. 2426 Cell: 610-216-6296 Business Dept. trips Steve McHugh (908) 852-1400 x. 2247 Cell: (908) 403-9143 Education Dept. trips Sandy Genduso (908) 852-1400 x. 2497 Cell: (908) 619-7438 Step Ahead Program Chris Selena 908-852-1400 ext. 2251 Cell: 610-291-6488 Community Service/Midnight Run Tiffany Kushner (908) 852-1400 x.2430 Cell: 610-216-6296 EOF Program Artise Reed (908) 852-1400 ext. 2307 Cell: (908) 310-1366 International trips/SCLP Hye-Jin Lee (908) 852-1400 x. 2267 Cell (862) 258-0768 Equine Dept. trips Kelly Martin Munz (908) 852-1400 x. 2327 Cell (862) 258-0381 Student Activities trips Jessica Hoover (908) 852-1400 x. 2169 Cell (908) 442-0775 Student Affairs trips/ Summer Scholars Program Mary Painter (908) 852-1400 x. 4291 Cell Mary: 973-738-9174 Theatre Dept. Trips Carl Wallnau (908) 852-1400 x. 2203 Cell (862) 258-0376 Math & Science Dept. Trips Kathy Turrisi (908) 852-1400 x. 2321 Cell (973) 738-3217 Any trips sponsored by a group other than those listed above, should contact the staff member in charge of the group, division, or department in the case of an emergency or accident situation. The Van Coordinator should always be notified the morning immediately following any situation. Hackettstown Police Emergency 911 Non-emergency (908) 852-3302 Facilities daily operating hours (908) 852-1400 x. 2301 Van Coordinator-J.J. Cusick Office (908) 852-1400 x. 2297 If breakdowns, accidents, or other vehicle-use problems occur before 9am or after 4pm, Monday-Friday and/or all day Saturday and Sunday, the driver/department assumes primary financial and operational responsibility for the van. This may require making arrangements for emergency repairs to the van and/or transportation to finish the scheduled trip. It is the driver/department’s responsibility to return the passengers and van to Centenary College. Please use the numbers above if you need help in an emergency or accident situation. Follow the procedures as outlined in your Van Guidelines manual and those stipulated by your authorizing staff member. If you can not reach anyone, try calling the Van Coordinator. REMEMBER, THERE MUST ALWAYS BE AN ACCIDENT REPORT FROM THE POLICE. IF YOU ARE INVOLVED IN AN ACCIDENT CALL THE POLICE DEPARTMENT. FACILITES OPERATIONS COLLEGE OWNED VEHICLE MAINTENANCE, REPAIR, AND PART REPLACEMENT LOG DATE: __________________________ VEHICLE:_____________________ PLATE # : ________________ ODOMETER :_________ VIN: _________________________ Preventive Maintenance Oil Change Filter Change Lubrication Tightening of components Engine tune-up Brake adjustment/rotation Tire rotation Replace engine belts/hoses Radiator maintenance As Needed Repairs Light Bulbs Air hose Springs Wiring Window glass Wiper blades Seat cushions Mirrors Fuses Items That Need To Be Replaced Based On Wear Found during Routine Inspections Routine Inspections Tires Universal Joints Clutch Bushings/wheel bearings Battery Exhaust System Other COMMENTS: c: Van Coordinator Items Replaced Tires Universal Joints Clutch Bushings/wheel bearings Battery Exhaust System Other _______________ CURRENT VAN ASSIGNMENTS To make a reservation to use a van for a college authorized trip call the extension number as listed. Campus Van # 1 Navy Ford PEJ 19X-15 pass. x 2297 Campus Van # 2 White Ford WCY10L- 15 pass. x 2297 Campus Van # 3 White Ford ZDZ 73H- 12 pass. x 2297 Campus Van # 4 White Ford XN 575H- 8 pass. x 2297 NOTE: The Equine and Community Service vans have restricted use policies and priority for those vehicles is given to those departments. CURRENT VEHICLE REGISTRATIONS & INSURANCE CARDS ARE KEPT IN THE DRIVER’S SIDE DOOR COMPARTMENT OR IN THE CENTER CONSOLE OF EVERY VEHICLE. SECTION 24 Club Manual Agreement I have read and reviewed the Student Government Association Club Manual and was given the opportunity to ask questions. I understand that it is MY responsibility to read this manual & adhere to the guidelines outlined in it. In addition, I understand that the Club Manual is subject to change, but proper notification will be given by the Student Government Executive Board. Club Name: _____________________________________________ _____________________________ _____________________________ Club Representatives Name (Please Print) Club Representatives Signature
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