Policies for Registered Student Organizations (RSOs)

Travel Policy

All travel requests must be for travel within the United States . When considering a travel purpose and destination, consider that more students an typically participate in local travel by college vans than in opportunities that require air travel.

All travel funded with S&A funds must be reviewed and approved by the S&A Board and meet S&A Board guidelines.

Groups wishing to travel must ask the Board for funds for a specific trip through the Services and Activities Board Special Initiative process.

Travel must be consistent with the mission of the group requesting travel funds.

Those traveling must be currently enrolled during the time of travel.

The Evergreen student body must be given information about the opportunity to participate.

Groups may also request of the S&A Board a transfer from their Goods and Services to their Travel line item.

Our primary Motor Pool is the College Motor Pool, however we can also reserve vehicles from the Washington State Motor Pool. Reservations need to be made with your Advisor before reserving vehicles.

Religious Activities Policy

The Constitution of the State of Washington is clear on the limitations on public funding of religious activities. Article 1, Section 11 provides that no public money or property shall be appropriated for, or applied to, any religious worship, exercise or instruction, or the support of any religious establishment. The prohibition applies to indirect as well as direct expenditures of public money for religious worship, exercise or instruction.

The Washington Supreme Court suggests that religious activities will fall within the categories of worship, exercise, or instruction, unless they are taught in a completely objective manner; have no effect on religious beliefs; are not slanted towards any particular theological or religious point of view; do not indoctrinate anyone; and do not enter the realm of belief or faith. In other words, persons or groups who desire state funding may speak about religion, but they may not speak for religion.

Summary of Limitations:

1. Service and Activities Fees and other public funds cannot be used to support a religious establishment or religious worship, exercise, or instruction, as defined by the Washington courts.
2. Facilities can, however, be made available for religious worship, exercise, and instruction as long as the group is charged a rate consistent with its status (student organization, off campus, etc...).
3. Use of facilities for religious purposes can be reviewed and limited if such activity is determined to be dominating the facility (i.e., excluding others from using the facility).

Partisan Political Activities

The State of Washington has placed certain limitations on the use of public facilities and funds for partisan political activities. Below is a summary of those limitations:

1. First priority for the use of campus resources shall be given to regularly scheduled college activities.
2. Evergreen facilities can be used for political presentations only when the sponsoring organization pays the full rental cost of the facility (as opposed to the student or academic department rate). If open to the general public, the program must be co-sponsored by a student organization, or a college academic/administrative department.
3. Forums or debates may be scheduled but are also subject to paying full facilities rental rates.
4. No person shall solicit contributions on college property for partisan political uses, except in instances where this limitation conflicts with applicable federal law regarding interference with the mail.
5. Public areas outside of college buildings may be used for partisan political purposes, except for the solicitation of funds, provided the normal business of the college is not disrupted and entrances and exits from buildings are not blocked.
6. No college employee may use or authorize the use of any college facility, directly or indirectly, for purposes of assisting a campaign for election of any person to office, or for the promotion of, or opposition to any ballot proposition. This prohibition includes student organizations.
7. College facilities or services may not be used to establish or maintain offices or headquarters for political candidate campaigns or ballot propositions.
8. Student organizations may invite candidates for political offices to speak on campus as long as there is an effort to present a range of political views over a reasonable period of time and the full rental cost of the facility is paid.

Prohibition on the Use of State Funds for Partisan Political Activities
The use of public funds, including S&A fees, for directly or indirectly making any contribution or expenditure of anything of value in connection with a local, state or federal election is prohibited. Any contribution to a political candidate or political endorsement is included in the prohibition.

Please review this memo on Student Political Issues for more details:

Student Political Issues
By W. Howard Fischer, Senior Assistant Attorney General
Rhonda Coats, State Board for Community & Technical Colleges, and
Mari Kruger, Pierce College
October 18, 2001 - WSSSC

Changing Your Organization's Name

An organization's name may be changed by calling and publicizing a special meeting to change the name of your organization. You must have agreement from your constituents to change the name. Written documentation of the organization's decision to change the name, and a list of those in attendance, should be submitted to your advisor after the meeting where this was determined. Please remember that printed Directories are printed annually and your name change will not be reflected until the next printing.

Posting Policy

Flyers, posters or other materials may not be attached to glass doors of college buildings.

Flyers must always include the group name and contact phone number, date and location of event. Any flyers without this information are subject to removal.

The hanging of banners on the upper windows in the CAB is prohibited. Banners hung on the lower windows must be no more than 6' wide, must be approved by the CAB 320 Student Activities Office front desk, are to be posted for no more than two weeks, and must be for events ONLY, not for advertising weekly meetings.

Banners that are hung over the third floor CAB railing must not exceed six feet in length and three feet in width. They must be removed in a timely manner after the event and ALL must be removed at the end of each term.

All flyers and posters on bulletin boards in the CAB will be removed the first and third Monday of every month during the school year, and completely cleaned during the summer.

Custodial services will hang banners if requested. They require 48 hours notice and charge between $75 and $100. Contact your advisor for assistance.

Olympia City Code, Section 09.40.100 prohibits the posting of handbills on publicly owned structures in Olympia . Those cited for violation of this article are subject to a $1,000.00 fine and restitution costs.

CAB Vendor/Tabling Policy

Student Activities schedules tables in the CAB 2nd floor, outside the Bookstore, for the selling, merchandising, and information of goods and services.

Registered Student Organizations are allowed to table throughout the year at no cost. Please review the CAB Tabling Policy for more details.

Individual students or private business are allowed to vend up to three times a quarter. Please review the CAB Vending Policy for more details.

Priority for this space is given to Registered Student Organizations.

See the CAB 320 front desk to schedule.

Red Square Use Policy

Student groups planning to sponsor an event or activity on Red Square using amplified sound are required to observe the following guidelines when reserving the Square:

1. Amplified events on Red Square are allowed only during college-recognized governance hours. These are Mondays, 3pm to 5pm and Wednesdays from 1pm to 5pm. Consideration will also be given to amplified events scheduled on Monday, Wednesday and Friday during the Noon to 1pm hour whenever there are no classes scheduled in the Library 2200 wing. Prior approval must be received from the Space Scheduling Office for events during these times.
2. All amplified events on the Square must have monitors and internal sound checks conducted to ensure sound quality and consistency.
3. Amplified events will not be held on Red Square on Tuesdays and Thursdays without the prior approval of the Space Scheduling Office.

Food Event Policies and Procedures

The objective of this policy is to ensure that we have enjoyable, safe food events on campus, and to inform the community of the State and local health regulations concerning food safety. Improper preparation, storage, transportation, handling, and service of food can lead to outbreaks of food borne illnesses. The Evergreen State College has developed these procedures to reduce the potential for food borne illnesses and applies to all events where food is sold or served on college premises. All food sold or served on college premises must meet applicable health standards. Food offered for consumption must meet all of the following requirements:

• Obtained from approved wholesale or retail sources.
• Prepared in an approved location, e.g., restaurant, bakery, or approved campus food service.
• Prepared and served by persons with valid food handler's cards.
• Processed, stored, and transported by methods which effectively prevent microbial growth, contamination or adulteration.

The college has an exclusive contract with Aramark to provide food for the Olympia campus events and fund-raisers. This applies to all food events except as listed below:

If Aramark is not providing the food, you must obtain written permission from the office of the Vice President for Finance and Administration, Library 3127, two weeks before your event. Exceptions may be approved for events that are serving authentic specialty dishes and other special campus community events. Please use

Events where Aramark does not prepare the food must comply with the procedures listed below.

The college's Environmental Health and Safety Coordinator is responsible for enforcement of health and safety regulations.

Procedures
All food events that offer food for sale or donation, or are advertised to the public, must obtain both a temporary food establishment permit and food handler's card. Temporary food establishment permit applications are available through the Environmental Health and Safety Coordinator (x6111) or the Thurston County Health Department (360-786-5490). The permit application takes two weeks to process through the Thurston County Health Department. There is a fee for the permit.

At least one person on site at your food event must have a current food handler's card. Thurston County Health Department periodically offers food handler card classes. There is a fee for the food handler's class.

Copies of the temporary food establishment permit and the food handler's card must be provided to Environmental Health and Safety (x6111) two weeks before the start of your food event.

If food is being prepared, cooked, and served by a licensed and insured caterer, no permit is required. If food is being prepared and cooked by a licensed caterer but served by a college group, a permit and food handler's card are required.

If an outside licensed caterer has been approved to prepare food, they must have or obtain liability insurance in the amount of $1,000,000 for the event. The event sponsors may obtain the required insurance. Proof of insurance must be provided to the office of the Vice President for Finance and Administration two weeks before the event.

Temporary food establishments may only provide food that is commercially prepared or prepared at TESC kitchens. No home-prepared food is allowed.

To begin the process the RSO must prepare a Food Event Attachment.

Exceptions to the General Policy
For the following events, you do not have to use Aramark or comply with this policy. However, proper food safety procedures should still be followed to reduce the risk of food borne illnesses. Contact Environmental Health and Safety at x6111 for food handling information.

1. Potlucks: Defined as a Food Event where participants bring food dishes to share with others in the group. In practice this is, Food and beverages prepared and consumed by individual groups or departments. Publicly advertised potlucks or ones open to the public are not allowed. Public Advertising is defined as announcements made via radio, newspaper, or to those outside the campus community are considered public advertising.
2. Student Bake Sales: Student events that offer only non-potentially hazardous baked goods for sale. However, baked goods must be individually wrapped in food grade plastic or foil, or having serving utensils available. Acceptable items include cookies, muffins, donuts, fudge, fruit pies, cake, bread and candy. Not acceptable items include cream filled foods, meringues, home canned foods, whipped cream, cream cheese, pumpkin pie, cheese cake and custards. Potentially hazardous food is defined as any dish that contains animal or certain plant products, including potatoes, dry legumes, rice, sprouts, cut cantaloupes and cut melons, that is capable of supporting rapid and progressive infectious or toxigenic microorganisms or the slow growth of C. botulinum.

For more information see Evergreen's policy on Food Events and Procedures.

Film and Video Showing: Public Performance

A public performance license must be obtained when showing a film or video during non-classroom use at a school or university. This legal requirement applies regardless of whether an admission fee is charged, whether the institution or organization is commercial or non-profit, or whether a federal or state agency is involved.

Neither the rental nor the purchase of a videocassette carries with it the right to show the tape outside of the home.

All film rentals and performance licenses take between four and six weeks to obtain. After you have decided to show a film, please speak to your advisor and Andy Corn to purchase film rights. Keep in mind that film rights generally cost between $100 and $500 for commercial films. Special films are available in the library collection and the President's Diversity library with rights already purchased. On some occasions we have been able to secure rights for local or smaller films by contacting the owner directly. Please see Andy Corn if you have additional questions.

See additional information from the MPAA regarding Public Performance.

Facility Use, Expectations & Responsibility

As the coordinator and sponsor of an event, you are responsible for the condition of the facility that is being used. If damage occurs, even by the hands of others during a student group sponsored event, your organization will be held responsible.

Permission granted to a student organization for the use of college facilities carries the express understanding that the individual or organization assumes full responsibility for any loss or damage resulting from the use of college facilities. See Coordinator's Expectation for more information.

Raffles

In order to conduct a raffle at TESC campus without having to obtain a license, the following conditions must apply (in accordance with RCW 9.46.0315, RCW 9.46.0321, and WAC 230-04-075).

• The student organization sponsoring the raffle is nonprofit and has a charitable, educational, political, social, fraternal, or athletic purpose.
• Raffles are not held more than twice each calendar year.
• Gross revenues do not exceed $5,000 per calendar year.
• Only members of the organizations operate and manage the raffle.
• Revenues, after expenses, go toward the purpose of the organization.
• Records are maintained for one year from the date of the raffle and include gross revenue, expenses, and what the revenue will be used for.
• All participants must be 18 years old or older.

Raffle Tickets
The following information is required to be printed on all raffle tickets:

• Date, time, and place of drawing.
• State if must be present to win.
• Prize to be awarded.
• Sponsoring organization.
• Tickets must be consecutively numbered.
• The cost of the ticket must not exceed $25.00 per ticket.
• Each ticket must be sold for the same price; no discounts for quantity and no complimentary tickets.

Procedure for Obtaining Approval
At least 4 weeks in advance of the start date of the raffle:

• A student organization coordinator must complete a Request for Sales or Fund Raising form, submit it to your advisor and make an appointment with the Student Activities Office Assistant Director.
• Notify Campus Police of intent to hold raffle at least five days before the event.

Washington State Gambling Commission has prepared a handout on raffles that Coordinators are encouraged to read.