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CSP POLICIES

Table of Contents

DOWNLOADABLE CSP GUIDE BOOK COMING SOON!

Welcome

Fall 2008

Dear Student Organization Leaders,

Welcome back to the 2008-09 academic year and an exciting opportunity for your student organization to touch the lives of fellow students and the campus community. The Center for Student Programs is here to assist you in meeting your goals and planning your events. The resources on our website are designed to be a wealth of information about programming, student organization administration, and finances. We hope you will use it and share it with your members.

At Georgetown, organizations and departments work together to ensure that campus programming is vibrant, accessible, entertaining, educational, and compliant with university policies and procedures. Navigating the university’s systems is an important learning experience. There may be distinct processes for each part of the program planning process, from requesting funding for an event, to reserving space and equipment, to determining if the event achieved success and your organization’s desired goals. Students play some of the most important roles in these processes, not just in envisioning and developing programs, but also in making key decisions about which programs and organizations will best enhance the campus and how to most fairly allocate resources among an expanding number of organizations and students.

There are a few important resources here to assist you in your programming and organizational development efforts. Advisory boards - Student Activities Commission (SAC), Media Board, and Advisory Board for Club Sports - are comprised of student leaders who ensure that campus programs are varied, balanced and funded consistently. The Center for Student Programs staff members are available to help you conduct organizational business, plan events, trouble-shoot, and navigate Georgetown systems. Both advisory board members and CSP staff advisors work to coordinate and guide the events and activities of many organizations, committees, and boards so that all can be best served. The SAC and CSP websites have several useful resources to offer for all stages of the organizational operation and program planning processes.

Currently, there are over 160 student organizations advised and supported through the Center for Student Programs. As a member of a student organization, it is your role to learn and comply with the policies and principles that guide campus programming. The funds allocated to student organizations come from student tuition and fees. We are all responsible for seeing that those resources are spent wisely, legally, and in ways that best enrich campus life.

Our goals and yours are the same: to provide high quality programs that reflect Georgetown’s diverse community. We are confident that you will learn as much from the process as you will give to the campus!

Sincerely,

Erika L. Cohen-Derr
Director of Student Programs

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Access to Benefits Policy

Georgetown University is built on a two hundred year commitment to a Jesuit, Catholic understanding of higher education. As a Catholic and Jesuit university, Georgetown is committed to an understanding of education that embraces the transmission of knowledge as well as the formation of character. It is the University’s intention that its extra- and co-curricular programs will provide opportunities for the development of knowledge and skills and the cultivation of virtues. They should be the source of community building and an opportunity for celebration. Through the content of the activities the members share, through the process of leading and managing a club, through the shared experiences of the members, these hopes can be realized.

The Catholic and Jesuit identity of the University informs its policies and practices, including the organization and governance of student organizations. For this reason, the University has developed the Access to Benefits policy, which identifies benefits granted to student organizations, as well as the criteria that student organizations must meet in order to be granted these benefits. This policy strives to respect the multiple expectations of our community, honoring our commitment to a robust discourse about the wide-ranging, diverse ideas that form the basis for student interests and respecting the identity and traditions of Georgetown as a Catholic and Jesuit university.

Granting of benefits through the Access to Benefits policy does not imply endorsement by Georgetown University, but rather identifies and articulates the resources which the organization is granted by the University, herein defined as “benefits”. Five Advisory Boards (Center for Social Justice Advisory Board for Student Organizations; Media Boards; Performing Arts Advisory Council; Student Activities Commission; and the Advisory Board for Club Sports) are charged with evaluating requests and making recommendations regarding whether new groups whose activities fall within their areas should be granted access to benefits pursuant to this policy. Each board includes student representation and is predicated on a charter or constitution that outlines its mission. The five boards are advisory to the Vice President of Student Affairs, who may accept or deny their recommendations.

There are other forms of student assembly that may be granted access to benefits from an entity separate from a student advisory board, such as a university department. For example, certain groups of students are granted access to benefits by a department when that university department that has unique knowledge of its activities. Hence, New Student Orientation is granted access to benefits only through the Center for Student Programs, and all varsity athletic teams have access to benefits only through the Department of Athletics. Organizations granted access to benefits by a university department are encouraged to abide by this policy and the Student Organization Standards, established by the Vice President of Student Affairs.

Access to benefits is open to any groups which meet the following criteria:

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Student Organization Standards

Preamble
Central to the character of Georgetown University is a rich and diverse campus life outside of the classroom. Students come together to pursue interests, gain leadership skills, and serve the community. Co-curricular life should be characterized by the same commitment to excellence reflected in the academic character of Georgetown.

Authority over student organizations and activities is vested in the Vice President (VP) of Student Affairs. The VP is assisted by the Center for Student Programs and is advised by boards comprised of students and members of the faculty and staff. Student organizations may receive access to benefits not available to the individual student; in turn student leaders are responsible for meeting all policies, rules, and standards associated with this access. The advisory boards (Media Board, Performing Arts Advisory (PPA) Council, Advisory Board for Club Sports, Student Activities Commission (SAC) and the Center for Social Justice (CSJ) Advisory Board) serve and mentor student organizations in a variety of ways. They provide advice, make budget recommendations, set criteria and expectations, and monitor organizations’ activities. It is the responsibility of the boards to act in the best interests of both the organizations and the community, addressing violations of standards in an educational manner. The ultimate authority over all matters concerning student organizations, including all violations of any university or board policy, rule, or standard, is the Vice President of Student Affairs.

The following prescribes the standards to which leaders and their organization members are held. An important aspect of assuming a leadership position is understanding the responsibilities outlined below and communicating these effectively to members. The Georgetown Office of Leadership Development (GOLD) has many resources to help student leaders.

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STANDARDS

Respect for Others
Respect for every person is at the core of Georgetown’s Catholic, Jesuit identity. In a university it is particularly necessary that this respect encompass diversity and difference of opinion. A student organization may be held accountable for actions that violate the dignity of another member of the university community.

The following actions are specifically prohibited:

1. Discrimination. (Any act that distinguishes or excludes an individual on any criterion other than individual merit.)
2. Hazing. (Any ritual of membership that demeans, humiliates, injures, or weakens a student or otherwise interferes with the pursuit of an education by a student.)
3. Interfering with another group’s freedom of expression. (For example: protesting an event or activity in such a manner that the speaker’s right to free speech or others’ right to see and hear a speaker is violated.)
4. Disruption. (An activity that endangers or imminently threatens to endanger the safety of any member of the community or of any of the community’s physical facilities.)

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Use of University Resources

The following actions are specifically prohibited:

1. Spending organizational funds for purposes other than those authorized; incurring unauthorized financial obligations.
2. Failing to deposit revenue according to the cash handling procedures.
3. Making payments from un-deposited cash. (All revenue must first be deposited and accounted for in the University system).
4. Failing to adhere to proper financial procedures as outlined in the Student Organization Guide.
5. Maintaining outside bank accounts. (Student organizations that receive Access to Benefits are expressly forbidden from maintaining any financial resources outside of their university cost center).
6. Providing partisan political support. (Using university resources or the university name to fund a political campaign or political action group or committee is strictly prohibited.)
7. Lobbying. Student organizations are prohibited from lobbying as a group. Individual students may lobby on behalf of themselves, however no Georgetown University affiliated organization may lobby.
8. Operating university vehicles for anything other than the specifically approved vehicle request.
9. Advertising off campus without permission. (University facilities and resources are intended primarily for the use of the members of the university community, and special authorization must be received to advertise off campus).
10. Using the name or privileges of a student organization to conduct a non-university profit-making enterprise.
11. Damaging university property through negligence or intentional action.
12. Using organizational or university resources without explicit permission.
    

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Organizational Integrity

Georgetown University is committed to fostering a culture of integrity of its student organizations. Groups are encouraged to follow their own constitutions, to remain true to their purpose, and to represent their activities to others properly.

The following are specifically prohibited actions:

1. Signing someone else’s name without authorization.
2. Supplying false or misleading information on an application or request form.
3. Knowingly accepting or using false identification.
4. Allowing individuals not associated with an organization to direct, manipulate or improperly influence an organization’s structure, activities or decisions.
5. Failing to follow the organization’s constitution.
6. Holding improper elections; attempting to give any candidate an unfair advantage in an election.
7. Failing to comply with the directive of a university official.
8. Misrepresentation: Any attempt to use the name or privileges of a student organization for other than the expressly stated purpose of an organization or its activity or event.
9. Fronting: Misrepresentation specifically designed to gain access to university benefits, especially facilities, for any person or group that would be otherwise ineligible for such benefits or eligible at a less favorable rate.
10. Soliciting outside funding without prior approval. Development efforts must be coordinated through the Center for Student Programs and the Office of Advancement.

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Organizational Integrity

The freedom to associate with others who share common interests is an important part of the university community, students are free to join and form lawful associations. Some types of groups have either activities or principles that are inconsistent with the ethos of the University. For this reason, the following types of organizations are expressly prohibited from having access to university benefits, and existing groups that are found to represent any of these types of organizations will be subject to loss of benefits.

1. Organizations with discriminatory membership practices: any organization that excludes members on an illegal basis. (Exceptions will be granted for performing arts groups that wish to select members for performances based on special criteria such as talent and individual merit.)
2. Fraternities and sororities with ritualized, demeaning or secret membership practices, and specifically those organizations affiliated with the national Intrafraternity Council, Panhellenic Association, and Pan Hellenic Council.
3. Secret societies: Groups that will not disclose their purpose, membership or activities, or whose purpose, membership, or activities are discriminatory.
4. Commercial groups: Groups whose purpose and activities are designed as private profit-making endeavors for the benefit of their members or outside sponsor.
5. Groups that foster hatred or intolerance of others because of their race, religion, nationality, sex, gender identity or expression, or sexual orientation, or ability.
6. Organizations that are considered inconsistent with acceptable conduct at an American university committed to the Roman Catholic moral tradition.
7. Groups that are unlawful or in violation of University policy.
8. Groups that endanger or threaten to endanger the safety of any member of the University community or of any of the University’s physical facilities.
9. Groups that disrupt or obstruct the functions of the University or threaten such disruption or obstruction.

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Compliance with University Policies

There are many policies that govern the activities and events of student organizations such as the alcohol and substance abuse policy, the outdoor events policy and the policy on speech and expression. Leaders and organizers are expected to be familiar with all relevant policies. All members are expected to comply with all university policies, which can be accessed online here.

The University reserves the right to modify and to add policies at any time, and to hold students accountable for abiding by such policies. The University also reserves the right to hold groups or individuals accountable for inappropriate actions not specifically listed in these standards.

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Violations of Rules and Policies: Procedures for Student Organizations & Individual Members

All Georgetown University Student Organizations are held to the rules and policies as outlined in this guide. Any violation to these rules and policies will be subject to an investigation and subsequent sanctions for the Student Organization itself or any individual members.

When an alleged violation by a student organization also involves conduct of any student in violation of the Student Code of Conduct, referral may be made to the Student Discipline System. Such referral will not preclude sanctions against the organization as outlined above.

For organizational violations, generally the aim of any response to such violations will be to preserve the integrity of the group and educate the group or individuals involved. Violations of Student Organization Standards and sanctions imposed by the Center for Student Programs or advisory boards will not become part of any individual’s student record.
The investigation process is as follows:

1. Complaints are to be filed in the Center for Student Programs by students, faculty, staff, or community members.
2. For alleged violations in which the conduct is not contested, the Director or other designated University official may fashion a procedure on a case-by-case basis to discuss concerns and to impose sanction(s).
3. For alleged violations in which the conduct is contested, the case will be referred to the appropriate advisory board, which will conduct a hearing, according to procedures, that it devises consistent with this paragraph. The board will then make recommendations to the Director or other designated University officials concerning factual determinations, responsibility, and sanction(s). Notice of the hearing will be given to the respondent through at least one of its officers at least three working days before the hearing. Both the complainant and the respondent organization will have the opportunity to present information and argument at the hearing. Formal rules of evidence will not apply. Legal counsel will not be permitted to participate in the hearing. The advisory board will provide its recommendation to the Director or other designated University officials within two working days after the hearing. The Director or other designated University official can accept, reject, or modify the recommendation.
4. The accused organization can, in writing, contest the ruling of the Advisory Board to the Director of Student Programs who will review the evidence and decide upon the appropriateness of the findings. The ultimate decision of any disciplinary procedure lies with the Vice President of Student Affairs. If further contested the VP of Student Affairs will review the information and the suggestions of the Advisory Board and Director of Student Programs.

Questions about this and other policies or programs regarding student organizations may be addressed to:

The Director of Student Programs
Center for Student Programs
316 Leavey Center
Georgetown University
Washington, DC 20057

Phone: (202) 687-3704

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New Club Development Policy

New Club Development Program

The Center for Student Program’s New Club Development Program has been created to ensure that all student organizations receive the skills and foundation that is fundamental for all organization to thrive.

The New Club Development Program will span an entire academic year. Each potential organization will have the opportunity to enter the program at the beginning of either the Fall or Spring semester. There will be a mandatory orientation session at the beginning of each semester for all organizations entering the program where the requirements that the organization would have to engage in to be considered for access to benefits will be discussed. These requirements are meant to serve as a measure of the sustainability of the organization after its founding members have graduated, determine the relevance of the organization to the Georgetown student body, and assure the level of commitment to the Georgetown and/or greater community. At the completion of this year-long period, a proposal will be submitted that details the completion of the requirements to the appropriate advisory board and representatives from the corresponding professional office.

In the unlikely event that the organization does not live up to the requirements set forth by the end of the year, the appropriate advisory board can determine whether the organization may have an additional semester to fulfill all of the necessary requirements, and prepare another proposal. After this additional amount of time, if an organization still does not meet the standards set forth, the organization will not be considered or admitted into the system for another full year.

New Club Development Program Requirements
(Additional requirements may be necessary based on advisory board)

Submission Requirements:
- Clear Mission Statement
- List of Twelve (12) interested Undergraduate Participants
- Declaration of Officers (At least three)

Programming Requirements:
- Campus-wide Co-sponsored Events
- An Assessment of each Event

Leadership Requirements:
- Workshops, Seminars, Classes, Lectures, etc by at least 3 different officers

Transition Requirements:
- Results of the selection process for the next potential year
- Proof of Well-organized, Fair Selection Process
- Outline of transition procedures

Presentation Requirements:
- Finalized Constitution
- Descriptions of Events and Assessments from Programming requirement
- Descriptions of accomplishments from Leadership requirement
- Results of selection and outline from Transition requirement
- Brief description of possible future initiatives

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Speech & Expression Policy

Preamble
In January 1989, the following guidelines on speech and expression for the Main Campus of Georgetown University were implemented. They were developed by the Committee on Speech and Expression and presented to the University community after widespread consultation with faculty, students and administrators. The Committee on Speech and Expression, composed of four faculty members and four undergraduate students, is a standing committee that advises the Vice President for Student Affairs on matters relating to speech and expression. The Vice President for Student Affairs is responsible for administering these guidelines.

The policy guiding speech and expression is intended to ensure the “untrammeled expression of ideas and information.” Reverend James Walsh, S.J., wrote the following statement to provide an appropriate context for understanding the policy. The following policy on free speech and expression derives from a certain understanding of what a university is and of what Georgetown University is. I will attempt to articulate that understanding.

1. The nature of a university. A university is many things but central to its being is discourse, discussion, debate: the untrammeled expression of ideas and information. This discourse is carried on communally: we all speak and we all listen. Ideally, discourse is open and candid and also-ideally-is characterized by courtesy, mutual reverence and even charity.
2. The university teaches by being what it is. What the university takes seriously as an institution imparts (to its students especially but not exclusively) important lessons. The fundamental lesson it imparts-just by being what it is-has to do with the nature of the intellectual life. Rigor of thought and care in research; the willingness to address any question whatever; the habit of self-critical awareness of one's own biases and presupposition; reverence for fellow members of the university community and openness to their ideas, which is reductively a concern for the truth itself-the list could be prolonged. These habits of mind and attitude have a powerfully shaping influence on all members of the academic community. A university that sends contrary "signals" to any of its members (as, obviously, by tolerating plagiarism, violence, intellectual shoddiness, or any sort of special pleading in the interest of ideology or vested interest) betrays its mission.
3. "Free speech" is central to the life of the university. The category "free speech" suggests another realm of life and argument, that of American constitutional law. Indeed, members of a university community exercise "dual citizenship": we are academics and we are Americans. The rights and obligations that flow from our participation in each of the two orders--academic and constitutional--are not reducible to those of either one, nor superceded by one or the other, but neither are they in conflict. At the same time, the body of legal principles elaborated from the First Amendment is usefully applied to particular problems. For example, "free speech", in the constitutional sense, may be limited by, and only by, reasonable and non discriminatory considerations of "time, place and manner." These legal categories are most helpful in resolving the problem of how to reconcile the absolute openness of expression proper to a university with other considerations: numbers of people, multiplicity of activities, scheduling, space available and so on. The long and short of the matter is that "time, place and manner" are the only norms allowable in governing the expression of ideas and sharing of information that is the very life of the university.
4. More is better. Discourse is central to the life of the university. To forbid or limit discourse contradicts everything the university stands for. This conviction proceeds from several assumptions. Besides those sketched above, there is the assumption that the exchange of ideas will lead to clarity, mutual understanding, the tempering of harsh and extreme positions, the softening of hardened positions and ultimately the attainment of truth. Some ideas, simply by being expressed, sink without a trace; others cry out for the intervention of reflection, contrary evidence, probing questions. None of that happens when one cuts off discourse. John Henry Newman's formulation applies here: "flagrant evils cure themselves by being flagrant." The remedy for silly or extreme or offensive ideas is not less free speech but more.
5. The tradition of Georgetown University demands that we live up to these ideals. In this whole question, matters of history and of convictions central to the Catholic and Jesuit tradition come into play. The historical precedent of the medieval Catholic university, with its lively practice of the "disputation," and its role in the formulation, clarification and development of doctrine, the Catholic teaching that between faith and reason there can be no fundamental conflict, the Catholic teaching about the autonomy of reason, certain Jesuit principles about putting the most favorable construction on your neighbor's argument and especially about reverence for conscience; the vision of our founder, John Carroll, of a "...general and equal toleration, ... giving a free circulation to fair argument," and of an Academy that would be the "first in character & merit in America"-these and many other fundamentals of the tradition in which Georgetown stands prohibit any limitation upon discourse. Georgetown's identification with the Catholic and Jesuit tradition, far from limiting or compromising the ideal of free discourse, requires that we live up to that ideal.
6. Violation of these principles, by whatever parties, must have consequences. This is a corollary of the principles themselves and necessary to vindicate the nature of the University itself. The offenses envisioned in the following policy amount to cutting off discourse. Making it impossible for others to speak or be heard or seen, or in any way obstructing the free exchange of ideas, is an attack on the core principles the University lives by and may not be tolerated.
   

Rev. James Walsh, S.J., Department of Theology

I. General Policy
Georgetown University is committed to standards promoting speech and expression that foster the maximum exchange of ideas and opinions. This statement of policy outlines principles that ensure these standards.

First, all members of the Georgetown University academic community, which comprises students, faculty and administrators, enjoy the right to freedom of speech and expression. This freedom includes the right to express points of view on the widest range of public and private concerns and to engage in the robust expression of ideas. The University encourages a balanced approach in all communications and the inclusion of contrary points of view. As is true with the society at large, however, this freedom is subject to reasonable restrictions of time, place and manner, as described herein, although such restrictions shall be applied without discrimination toward the content of the view being expressed or the speaker.

1. The right of free speech and expression does not include unlawful activity or activity that endangers or imminently threatens to endanger the safety of any member of the community or any the community’s physical facilities, or any activity that disrupts or obstructs the functions of the University or imminently threatens such disruption or obstruction.
2. Moreover, expression that is indecent or is grossly obscene or grossly offensive on matters such as race, ethnicity, religion, gender, or sexual orientation is inappropriate in a university community and the University will act as it deems appropriate to educate students violating this principle.

Obviously and in all events, the use of the University forum shall not imply acceptance or endorsement by the University of the views expressed.

II. Guidelines

The following guidelines implement the foregoing propositions:

1. Events - An individual member or group of members of the academic community may invite any person to address the community. For purposes of this document, an event is any public meeting organized by such an individual or group primarily for the dissemination or exchange of ideas. "Public meeting" shall not be construed to include formal academic convocations, regularly scheduled classes, or regular business meetings of University organizations.
   The individual or group hosting such an event must reserve the place where it will occur, in accordance with registration requirements. However, the area adjacent to the ICC ("Red Square") and Leavey Lobby (in inclement weather) shall be available, without prior arrangement, for individuals and groups during daylight hours for the purpose of exchanging ideas. Because of the proximity of Red Square to classrooms, sound amplification in conjunction with any presentation in Red Square is prohibited, as is disruption of classes in any other way.
2. Costs - An individual hosting an event is responsible for all costs (including security if such is deemed necessary by the University administration) associated with the event; no University subsidy will be available unless by prior arrangement. A group hosting an event is also responsible for all costs associated with the event, but a University financial subsidy may be available through the Center for Student Programs to pay a certain proportion of security costs for group-sponsored events. A group is defined as: (a) a continuing student organization, (b) an academic department or any continuing faculty or administrative organization, (c) an ad hoc group established by a petition of twelve signatures of members of the academic community. Petition forms are available in the Center for Student Programs.
3. Access to Events - Any event that receives financial support or other benefits of any kind from the University must be open to members of the academic community. If seating is expected to be limited, an equitable means of ticket distribution must be approved by the appropriate campus office. Such events ordinarily shall allow for a period of questions from the audience.
4. Protest of Events - An individual or group wishing to protest at an event may do so as long as any speaker's right to free speech and the audience's right to see and to hear a speaker are not violated
5. Literature and Publicity - Georgetown University encourages the community to promote their events and activities responsibly through a full range of available media. These information and communication outlets include flyers and posters on bulletin boards, chalk messages on plaza in Red Square, banners, newspaper ads and calendars, Web pages, the University electronic calendar, University radio and television stations, information tables in Red Square and the Leavey Center, and word of mouth.

Communication and publicity should be conducted in a manner that is respectful of others' rights to share information and recognizes one's part in the University community. The foremost issue in this policy is the safety and security of the University community and visitors. Georgetown also strives to be environmentally responsible. Many of the restrictions exist to ensure safety and respect for all.

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Publicizing Policies

Introduction

Only members of the Georgetown University academic community may hang posters or distribute handbills and pamphlets. No student organization other than one granted access to University benefits may use Georgetown University in its name, or for any other reason except to identify the location of an event.

Interior Flyers and Posters
Posters and flyers: No more than 150 flyers may be posted for any event. All posters and flyers placed on campus inside buildings must be in compliance with the following guidelines:

1. All materials to be posted on campus may be placed only on unenclosed public bulletin boards or kiosks. People may place only one flyer/poster per bulletin board to allow for ease of reading and to give others equal opportunity to post. Flyers/posters should never be hung where they cover up any previously posted current materials. Departmental bulletin boards are not intended for public announcements and may be used only by the appropriate department or school.
2. Due to the distinct nature of some locations, specific requirements are posted at those sites.
3. If posting in inappropriate locations results in damage to University property, restitution will be required from the responsible party.
4. Interior bulletin boards exist in the following Main Campus locations: Leavey Center, Intercultural Center, Reiss Science Building, Walsh, New North, and Old North. Residence halls also provide bulletin boards for general announcements.
5. Due to fire and safety codes it is illegal to post flyers in stairwells and on doors.

Exterior (outdoor) Flyers and Posters:

1. Flyers and posters may be posted at outdoor locations up to one week before an event. The flyers and posters should be removed immediately following the event.
2. Materials may be posted only on walls (not windows and doors) and only in designated areas: Red Square (not on walls adjacent to the ICC main entrance), Darnall, New South, Alumni Square, and at the arches of Henle. Flyers and posters should be posted using only masking tape.
3. Lamp posts: Flyers/posters may be placed only within specially defined and designed places on the posts and may not be taped to the lamp posts.
4. Flyers may not be posted on trees, benches, recycling or trash containers, on Healy Gates (or the Gatehouses), or on the pavement (including all sidewalks, streets, Red Square, etc.).
5. Removal of flyers: Individuals must remove their flyers/posters following an event. Grounds staff will remove all exterior flyers/posters every Monday before 10 a.m.
6. No flyers may be taped to pavement. Besides being very difficult to remove, it is a serious safety hazard. Fliers will be levied.

Chalking
Chalking is permitted on the brick pavers of Red Square. The chalk must be water-soluble "sidewalk" chalk, which wears away with water or foot traffic. Chalking on the exterior walls of any campus building (academic, administrative or residential) is prohibited.

Banners
Banner space exists on the Leavey Center (3 banners) and at Red Square (2 banners). Banner space in Leavey may be reserved by the week through the Student Activity Facilities Office (1507 Leavey). Banner space in Leavey in not reservable. Banners may only be hung in approved locations.

Campus radio and television
WGTB, the campus radio station, and GUTV, the campus television station, offer opportunities for publicity and promotion including ads, public service announcements, and special interest pieces.

Campus newspapers
Publicity and promotion can occur by utilizing the campus newspapers through advertisements, stories, and a weekly calendar. The weekly calendar is offered free of charge by the Hoya and the Voice offers free unclassified ads.

Technology
Technology offers many underutilized alternatives for communication and publicity. Technology is usually free and reaches a broad audience.

1. Email: If an event has appeal for a specific population (i.e., the members of a student organization, a class), an email listserv may be utilized to promote the event. The email message will reach the people most likely to attend. Mass emails are not acceptable.
2. Web pages: Individuals and groups can create a Web page to promote their events or their group. Web pages can be informative and interactive. For more information on this option, visit www.georgetown.edu/uis/web.
3. Campus calendar online: Information to be included on the campus calendar and in Today at Georgetown can be submitted to the Information Booth at Healy gates or online.

Handbills and Pamphlets
Handbills and pamphlets may be distributed to any location on campus except classrooms or offices in use. When handbill distribution is associated with a particular event, whether indoor or outdoor, the location of indoor handbill distribution may be restricted on occasion to preserve safety and security at events and convocation, but distribution in these cases may not be wholly prevented or unnecessarily restricted.

This policy and information is designed to assist individuals and groups in the Georgetown University community in effectively sharing information with the rest of campus in respectful and creative ways.

Entrance into University Building of Protestors
Protestors who are members of the university community will be allowed entrance into any university building unless they are disturbing university activities such as class or office work. They will be able to stay in the building until the building is closed for the day, or until the office or area closes for business that day. Entrance into the building does not mean entrance into any or all offices. The departments of Student Affairs, the Registrar, Protocol and Events, and Public Safety will confer to determine whether a protest may continue.

Protestors may not enter a building if that space has been secured for a speech to be given in that building. For example, the Healy lobby is often used for entrance to speeches in Gaston Hall. In that case, the protestors must remain outside the building in a space previously designated by the Center for Student Programs, the Office of Campus Activity Facilities, the Department of Public Safety and the Office of Protocol and Events. This policy applies to any buildings where a major event or speaker is hosted.

The Vice President for Student Affairs has the responsibility for administering these guidelines. Only in extreme cases of violation of these guidelines can the Vice President prohibit speech and expression before it occurs. In administering these guidelines, the Vice-President shall be advised by a Committee on Speech and Expression, composed of students, faculty and administrators. The Vice President and the Committee may consider and implement revisions and improvements to these guidelines in a manner consistent with the ideals articulated at the beginning of this document.

Disciplinary Procedures - Violations of the policy and/or guidelines by students will be handled through the disciplinary system administered through the Office of Student Conduct. If an administrative action is taken in cases involving the restriction of one's speech and expression, an appeal may be taken to a Hearing Board. That action may be modified or reversed by the Hearing Board for the same reasons as are allowed in the disciplinary system, as well as on grounds that the administrator acted in an unreasonable and arbitrary manner or contrary to this policy governing speech and expression and thus unnecessarily restricted speech and expression on campus.
Nothing herein shall be construed to confer rights on any person not a part of the academic community as defined herein.

The University will make every effort to accommodate groups who wish to schedule an event. Those groups who invite someone to speak on the Main Campus should reserve a space in advance of the event with the appropriate office, in accordance with that office's regulations. Contact the Registrars Office for scheduling classrooms, the G.U. Conference Center for ballrooms and salons in the Leavey Center, and the Office of Campus Activity Facilities for all other space on campus.

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Residence Life Posting Policy
For Residence Hall Lobbies, Exterior Bulletin Boards, Apartment Stairwells and Residence Hall Floors

The following general guidelines apply to all posters and flyers posted inside or outside the Residence Halls and all apartment areas:

1. Posters/flyers may only be posted in the Residence Hall areas or apartment areas designated in this policy and subject to the conditions outlined below. 
2. Only members of the Georgetown University community may place flyers/posters inside or outside the Residence Halls and apartment areas and apartment areas.  Subject to the University’s “Concessions and Student Businesses Policy,” individual students or groups are not permitted to distribute materials for off-campus organizations, groups, or businesses.  Student groups are permitted to distribute materials for off-campus organizations if the materials are part of a group-sponsored event
3. All flyers/posters posted in the Residence Halls and apartment areas may be removed and discarded at the discretion of the Hall Director, Resident Assistants, Housing Services, Housing Operations, or Campus Ministry staff.  Housekeeping and Facilities staff may also remove materials during the course of their duties.
4. If a flyer/poster is posted which causes physical damage to University property, restitution will be required from the responsible party or organization.
5. Groups or individuals must supply their own push pins or blue painter’s tape for posting their flyers.
6. Posting of a flyer does not constitute support or approval of the event by the Residence Life Office or staff.
7. Due to fire and safety codes, items may not be posted in stairwells (except on designated bulletin boards inside apartment stairwells) and on stairwell, lobby doors and entrances, and/or exterior doors. 
8. This policy does not apply to posting on individual student room doors.  Such postings must follow the guidelines of the University Speech and Expression policy.

All posters and flyers placed inside any Residence Hall lobby must be in compliance with the following guidelines:

1. Prior submission to Residence Life is not required in order to post flyers/posters on the lobby bulletin board designated for posting.  Flyers/posters may not be posted in lobby locations other than the bulletin board without prior approval of the Hall Director or Area Coordinator.
2. Flyers/posters must be either 8.5 ” x 11” or 11” x 17” in length.  No quarter sheets or other sizes may be distributed. 
3. Only one flyer may be posted for each bulletin board for each event/activity.  Residence Life & Housing Services sponsored events are exempt from this policy.
4. Flyers/posters will be removed from the bulletin boards each Monday evening.

All posters and flyers placed on the exterior bulletin boards (mostly found in apartment areas) must be in compliance with the following guidelines:

1. Prior submission to Residence Life is generally not required in order to place flyers/posters on exterior bulletin boards.
2. However, Residence Life and/or Housing Services reserve the right to designate some exterior bulletin boards for the purpose of Residence Life and Housing Services.  All flyers/posters on these designated bulletin boards must be given to the Residence Life staff for posting.  In these cases, the following guidelines apply.  Flyers/posters must be submitted to the Office of Residence Life on the 5th floor of the Leavey Center or to the individual Hall Director/ Area Coordinator of a building.  Flyers/posters will then be placed in each Hall Director’s or Area Coordinator’s box for distribution.  The Residence Life staff reserves the right to refuse distribution of materials. 

All posters and flyers placed inside any Residence Hall floor or apartment stairwells must be in compliance with the following guidelines:

1. Flyers/posters to be distributed inside any Residence Hall floor or apartment stairwell must be submitted to the Office of Residence Life on the 5th floor of the Leavey Center or to the individual Hall Director/ Area Coordinator of a building.  Flyers/posters will then be placed in each Hall Director’s or Area Coordinator’s box for distribution on the bulletin boards of the Residence Hall floors or apartment stairwells.  The Residence Life staff reserves the right to refuse distribution of materials.  Only posters/flyers for Residence Life and Housing Services sponsored events may be posted in floor locations other than bulletin boards.
2. Flyers/posters must be either 8.5 ” x 11” or 11” x 17” in length.  No quarter sheets or other sizes will be approved for distribution. 
3. Due to the limited posting space in some Residence Hall floors, some flyers/posters approved may not be posted in all Residence Hall areas.  Requests to post posters/flyers posted on individual floors should be directed to, and will be considered at the discretion of, the Hall Director of each building.
4. To allow for ease of reading and to give others equal opportunity to post; only one flyer/poster for each event will be posted per floor in each Residence Hall.  Residence Life & Housing Services sponsored events are exempt from this guideline.
5. To ensure your flyer/poster is posted within the Residence Halls and apartment areas for your event it is suggested the flyer/poster be submitted at least 14 days prior to the event date.

Distribution of leaflets, announcements or other door-to-door activities
The Office of Residence Life does not encourage nor allow materials to be distributed door to door inside any Residence Hall.  If you wish to distribute materials inside the Residence Halls and apartment areas, you are encouraged to follow the above guidelines and submit the proper amount of materials to be distributed.

Window Banner Policy
No item may be hung on the outside of any window of a residential facility, including student room and apartment windows, corridor or stairwell windows and common room windows.  This prohibition includes, but is not limited to, banners, flags, clothing, shoes, satellite dishes, athletic equipment, etc.  Students responsible for hanging any item out of windows may be subject to disciplinary action.

Items hung on the inside of student room windows, such that they can be viewed from the outside, must comply with the guidelines of the University Speech and Expression Policy. 

Only Residence Life and Housing Services staff can post in hall windows and common room windows.

Failure to Comply with the Posting Policy
Failure to abide by the guidelines outlined above may result in discipline under the University’s Code of Conduct, the Residence Hall & Townhouse Occupancy Agreement, and/ or Center for Student Programs’ policies for student groups. 

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Broadcast Email Policy

In view of the proliferation of broadcast e-mail messages‚ the Main Campus has adopted a policy to make emails both more effienct and more convenient.

Each Monday morning‚ the Office of Student Affairs will send a consolidated broadcast message to the undergraduate student body. This message will include announcements from student groups and from non-academic departments; the dean’s offices of the undergraduate schools will handle requests for broadcast messages from academic departments and individual faculty members.

Requests for inclusion in the weekly consolidated message may be submitted electronically. They must be received by noon on Sunday in order to be included in the following day’s message: in the case of Monday holidays‚ they must also be received by noon on Sunday‚ but the weekly message will not be sent until Tuesday morning.

Requests may include the name‚ date‚ time‚ location of an event‚ along with the name of the sponsoring organization(s)‚ a brief description‚ and a link to a Web or e-mail address. In order to conserve space‚ descriptions are strictly limited to 255 characters.

Broadcast email messages may not concern elections or employment and must have a clear campus–wide appeal. While requests will not be edited for content or mechanics‚ the Office of Student Affairs reserves the right to edit for length and omit submissions that fall outside of the stated policy and purpose of this benefit.

Please contact Erika Cohen Derr with any questions about the implementation of this policy.

CLICK HERE the access the Broadcast Email Form.

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Alcohol Policy

Georgetown University is committed to the ideals outlined by the Access to Benefits Policy and Student Organization Standards described above. In accordance with the philosophy that our student organizations must be inclusive and open to all student members of our community, the majority of whom are under the legal drinking age, it is imperative that our policies and procedures for student organization events and activities are accessible to all students to experience in an equitable fashion. While it is a rare occasion that we expect an event will be equitable and enhanced by the presence of alcohol, we recognize that this may be the case for a few select events.

The process to request alcohol as an element of an event is to get the event approved by the appropriate advisory board. Provided that the advisory board agrees that alcohol is an additive quality of the event, reserve the appropriate space and fill out the Alcohol Request form at least three weeks prior to the event. The Director of Student Programs will consult with a variety of campus partners including, OCAF, DPS, and of course the advising office prior to coming to a decision.

When planning for an event with alcohol, it is important to consider the added expense of arranging for the appropriate TIPS trained or Marriott servers and DPS, a well thought out entrance and ID-checking protocol, and a frank conversation with your advisor or University representative able to meet the requirements of serving as an alcohol monitor at the event.

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Web Policy

Access to Benefits Policy

The Access to Benefits Policy is a University-wide policy established to formalize the connection between Georgetown University and student organizations. The policy grants the five (5) funding boards (PPA, SAC, CSJ, Media, Club Sports) the authority, under the Vice President of Student Affairs, to grant or deny Access to Benefits to organizations appropriate to their functional area. It is required by the University that the organizations comply with University policy and meet the requirements outlined in the Student Organization Standards.

CLICK HERE for the Univeristy Policy on Web Advertising and Sponsorship.

UIS Provided Web Resources for Student Organizations

Student Organizations
There are three categories of student organizations which are eligible for hosting on UIS web servers. All developers are subject to the policies and procedures outlined on the UIS web site.

1. Student Organizations with Access to Benefits:

*Note: Access to Benefits here pertains to how it is defined above. The only exception to be made is for organizations managed through Campus Ministry.
*Note: Either through Explore or outside of that system.

                        UIS Related Benefits:

• Each organization will have designated space owned by the appropriate office, with access delegated to representatives of the student organizations for editing.
• Editorship rights are determined by a designated administrator in the appropriate University office
• Each organization on Explore receives the URL www.g.e/students/organizations/OrgName and the URL studentorgs.g.e/OrgName, organizations outside of the explore system will receive www12.georgetown.edu/students/organizations/OrgName
• Organizations will receive a quota. Additional space used will be charged to the organization.
• Organizations are not eligible for subdomains such as OrgName.g.e.
• Non-Georgetown domain names (such as OrgName.org) cannot be hosted at Georgetown, though they may be forwarded to a Georgetown hosted site.
• Eligible to use a singular calendar system.
• Organizations are included in the university site index and on a university list of student organization sites
• Organization sites are not included in the university search engine.

2. Student Organizations with Access to Benefits that function as an administrative branch of the office that grants benefits:

*Note: These organizations function as administrative branches of the benefit granting office and receive considerable supervision from a professional staff member. These organizations are largely responsible for either: granting access to benefits and allocating student fee money or program for the community as a whole. These organizations will be granted this status through consultation between The Center for Student Programs and UIS. They are currently as follows: SAC, GPB, Lecture Fund, Media Board, NSO, GOLD, GSO, The Student Association, CSJ, PPA, Interhall, Club Sports, and SCC.

UIS Related Benefits:

• Each organization will have designated space owned by the appropriate office, with access delegated to representatives of the student organizations for editing.
• Editorship rights are determined by a designated administrator in the appropriate University office
• Each organization receives the URL www.g.e/students/organizations/OrgName and the URL studentorgs.g.e/OrgName
• Organizations will receive a quota. Additional space used will be charged to the organization.
• Organizations are eligible for subdomains such as OrgName.g.e. Organization domains cannot be used to “piggyback” other organizations such as OrgName.g.e/SecondOrgName.
• Non-Georgetown domain names (such as OrgName.org) cannot be hosted at Georgetown, though they may be forwarded to a Georgetown hosted site.
• Eligible to use a singular calendar system.
• Organizations are included in the university site index and on a university list of student organization sites
• Organization sites are not included in the university search engine.

3. Student Organizations with Benefits through departments not listed above.

Student organizations that meet all of the requirements of the Student Organization Standards and do not receive Access to Benefits through the sources listed above but rather through an academic or administrative office.

UIS Related Benefits:

• Each organization will have designated space owned by the sponsoring department or office, with access delegated to representatives of the student organizations for editing.
• Editorship rights are determined by a designated administrator in the appropriate University office
• Each organization receives the URL www.g.e/students/DepartmenName/students/OrgName and the URL DepartmentName.g.e/OrgName
• Organization space usage Is subject to the department’s quota
• Organizations are not eligible for subdomains such as OrgName.g.e.
• Non-Georgetown domain names (such as OrgName.org) cannot be hosted at Georgetown, though they may be forwarded to a Georgetown hosted site.
• Eligible to use a singular calendar system.
• Organizations are included in the university site index and on a university list of student organization sites
• Organization sites are not included in the university search engine.

4. Student Organizations without Access to Benefits

Inherent in the University’s Free Speech Policy is an allowance for groups of students to gather in classrooms to openly discuss any issues they wish. Occasionally these discussion groups will evolve into organizations, many of which fall outside of the university’s Student Organization Standards and therefore are not able to receive Access to Benefits. Some organizations that may be eligible may not wish to formally become groups with Benefits.

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Vehicle Operations Policy

The purpose of the Georgetown Vehicle Operations Program is to promote the safe operation of University vehicles while minimizing the risk of accidental injuries and financial loss.

CLICK HERE for more indepth info on the policy and forms related.

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Student Organization Protocols

Organization Registration

Communication

Office of Campus Activity Facilities (OCAF)

The Office of Campus Activity Facilities is the prime destination for many Student Organization space needs. For each of these spaces, an additional charge of $15.00 will be placed on each reservation for a Hall manager. When budgeting for your event also note that all equipment will be additional charges as well. Please visit their website, http://ocaf.georgetown.edu/ to check availability, policies, and reserve space on campus for meetings and events. They can also be reached at (202)687-3726.

OCAF’s Facilities are:

Alumni Square Courtyard
Copley Formal Lounge
Copley Lawn
Gaston Hall
Healy Lawn
ICC Auditorium
ICC Galleria
Leavey Banner Space
Leavey Club Room
Leavey Esplanade
Leavey Tables
McShain Large
McShain Small
New South
Red Square
Reiss Classroom
Village A/Nevils/LXR Community Rooms
White-Gravenor EsplanadeVillage A/Nevils/LXR Community Rooms

University Registrar
For several of your club and organization meetings, a classroom space will be sufficient to meet your needs. The University Registrar, should be contacted for all classroom reservations, in addition to a couple of performance spaces. Please visit the Registrar’s website to reserve space at: http://registrar.georgetown.edu/forms/classroom_request.cfm

Registrar’s facilities are:

Classroom Space
McNeir Auditorium
Walsh Hall of Nations Black Box Theater

Georgetown University Conference Center

The Georgetown University Conference Center is associated with Marriott, attached to the Leavey Center. For information on their spaces, please call: (202)687-7-3241

Georgetown University Conference Center’s facilities are:
Ballroom/ Salons Hoya’s Faculty Club

Georgetown University’s Center for Student Programs (CSP)

CSP manages the conference room in 316 Leavey, and is open for club use during normal business hours, 9am - 5pm, Monday-Friday, as well as Bulldog Alley. For more information on either of these spaces, please see the front desk at 316 Leavey Center.

One time reservations of 4th floor conference room spaces
Timeline: 3 business days
Form Online at csp.georgetown.edu & sac.georgetown.edu
Pick up keys at OCAF
Rooms available during OCAF’s operation hours.

Longer term reservations of the 4th floor
Timeline: 5 business days
Form online at csp.georgetown.edu & sac.georgetown.edu
Pick up keys at OCAF
Rooms available during OCAF’s operation hours

Protocol:
Any student organization with access to benefits may reserve, for official organizational activity, one of three conference rooms on the 4th floor of Leavey. They should fill out the appropriate on-line application accessible at either csp.georgetown.edu or sac.georgetown.edu. Most requests will need to be made three business days before the desired date and time. In the event that the group is requesting a long-term reservation (defined as the need of any group to hold the room over-night or longer for the storage of materials related to an event or ongoing project) the request will need to be submitted at least 5 days prior to the desired start date. SAC will review the application at the next available meting prior to notification.

The scheduling of the rooms will operate out of the Center for Student Programs. CSP’s Information Specialist will compile all reservations, send notifications to the organizations, and run daily reports to OCAF with the name of the organization, and three individuals authorized to pick up keys for the reservation. Key protocol will be handled through OCAF using their Temporary Key policy already in place. CSP will also post the daily schedules for each room outside the doors, if, during business hours (9-5, M-F), a group wishes to reserve the room day of directly through CSP due to special circumstances.

Georgetown University’s Office of Residential Life – Alumni Lounge
Residential Life manages the Alumni Lounge, located in Village C West. For reservations, please use the website at: http://www.georgetown.edu/student-affairs/reslife/alumni.html.

Accessibility for the Physically Challenged
The Center for Student Programs is committed to providing access to all of its programs for physically challenged students, faculty, staff and guests. You need to consider meeting the needs of these individuals when you plan your events. The majority of student events take place in spaces which are accessible to physically challenged persons. Please call the facility coordinator in advance in order to make arrangements if you are unsure of accessibility of your space.

When publicizing an event, indicate a phone number that patrons may call if they need accommodations, such as sign language interpretation. You should then make arrangements through the Academic Resource Center. The Academic Resource Center, 335 Leavey Center, is has additional information and resources regarding appropriate access policies.

Program Registration

CSP Program Registration Form

In order to collect accurate information about student organization programs, provide effective advising, and ensure fiscal responsibility, the Center for Student Programs (CSP) will implement a new requirement for student organization programs in the Fall 2008 semester. All groups will be required to complete a Program Registration Form online, five (5) business days before an event. The CSP Program Registration Form is an integral step in the program planning process. This form is required for any student organization event, other than a general body meeting during which only regular business is conducted. In order to better advise the final execution of the event and provide needed support, CSP has formalized the process through which we will be able to collect the necessary components of any event with this form. Though this is not an approval process - that responsibility is still managed through the appropriate advisory board - the completion of this form is a required aspect of the program planning process.

The Program Registration Form, available online at csp.georgetown.edu, is to be completed after any event has been approved by your advisory board and the necessary space has been confirmed by OCAF, the Registrar’s office or another appropriate entity. The information submitted will be shared with your CSP advisor, and they may contact you if there are questions or to see if there is any support required. We will also be using this as a tool to get a better understanding of the true number of events that student organizations program in any given year, allowing us the opportunity to truly report the important and beneficial work student organizations do at Georgetown.

Examples of programs that require completion of a Program Registration Form:

As stated earlier, this is a mandatory aspect of the event planning process. If this aspect of the planning process is not completed, there will be consequences for your organization’s future events. Please contact your CSP advisor with any questions you may have.

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Office Protocol

SAC
Student groups may use the copier in the SAC Office (308 Leavey) by submitting the flyer in the SAC office and filling out the photocopy log. When a SAC Commissioner has fulfilled your request the fliers can be found in your mailbox in the SAC office.

Lauinger
Obtain an Interdepartmental Invoice (II) to get copies made at Copying Services in Lauinger Library.

Kinkos
Obtain a card from CSP to be used at Kinko’s. CSP has an account at the store. Make sure that you record your group’s name on your receipt & return the receipt and the card to CSP within 24 hours to ensure that the store gets paid.

Mailboxes

Fax

Additional Guidelines

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Financial Practices

The Fiscal Facts of Life

The treasurer is the only person who can request expenditures for a group.

All money must be deposited immediately into your University Cost Center at the Cashier’s Office in the Car Barn between 9:00am and 6:00pm, or after hours at DPS in Village C West (you can call for an escort if needed). All expenses must be paid from a University Cost Center and no expenses may be paid with cash. Outside bank accounts, including the Credit Union are not allowed and your organization could lose your Access to Benefits for holding one.

You may not spend money unless it has been budgeted to your group by your advisory board. Pease contact your advisory board with any concerns regarding new or reallocation requests. You need to be sure the information you are looking at is in “Approved” column, not the “Request” column.

You can’t spend all of your allocated resources unless you bring in all lof the revenue that has been budgeted as well. No retroactive allocations will be made.

All expenditures must be approved by the Center for Student Programs before they are made. No reimbursements will be made, even if the expense has been allocated, without prior written approval from CSP. There will be no expenditures made at Vittles, Copying Services in the library, or the Bookstore. You should use an Interdepartmental Invoice (II) for those locations.

Only staff members are allowed to sign contracts, including Marriot and Aramark. You could be held personally liable for the execution of terms on any contract you sign. Pease see your CSP advisor for help with any contract.

The University is tax exempt and therefore does not pay sales tax on goods. The University tax exempt number is printed on Purchase Orders (Pos). For point of sale purchases, you will need a tax exempt certificate with you, they can be found on the CSP form wall.

Many forms can be found online at csp.georgetown.edu. Please be sure to download, type and print the Expense Voucher (EV). Turn in the EV and original receipts to your CSP Advisor.

The University takes two weeks to process and cut a check off of an EV. Pos take about a week to get approval and thirty days to pay, please plan ahead when needed.

For the IIs and Deposit Slips, please be sure to return all pink copies to CSP. To be on the safe side, make copies of everything for your own record keeping.

No partisan political activities are allowed due to the tax-exempt status of the University. If you intend to lobby, be sure to talk with your CSP advisor and the Office of Federal Relations.

Your organization will be held responsible for any and all overspending.

If you receive a gift, bring the check and any documentation (such as a letter of intention of donation) to your CSP advisor. They will help you through the proper gift recording process.

The University will only issue a check or reimbursement off of an original invoice or receipt. No copies of faxes are allowed. If you loose or are unable to get an original, you will be responsible for those charges.

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Cost Center, Monthly Printouts, etc.

Coming Soon

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The Fun of Financial Forms

Where to find?
            You can find the EV form on the CSP website under Forms.
When to use?
            When paying a speaker an Honorarium: This term must be used on attached paperwork.

• Fill out form as directed
• Attach W-9
• Attach thank you letter for speaking with the phrase: please except this honorarium of $XXXXXX on behalf of the Lecture Fund for speaking about XXXXXX on DATE

When you are contracting an individual for services, you must use the Standard Contract for Personal Services. The price must be less than $500.

• Fill out as directed
• Attach W-9
• Attach standard contract
• Attach Independent Contractor Required Attachment

When you are paying someone off of an Invoice (whether for services or for product)

• Fill out as directed
• Attach W-9
• Attach Original Invoice

When you are being reimbursed, the cost of the item must be over $50 and you must not work for the University in ANY capacity.

• Fill out form as directed
• Attach Original Receipt
• Attach any other supporting documentation (credit card/bank statements, etc.)

TURN AROUND TIME FOR ALL: 2 WEEKS

Purchase Order (PO) Requisition Form

Where to find?
            You can find the PO form both on the CSP wall and on the website under Forms.
When to use?
            When you are contracting someone or a company and it is NOT an honorarium or an individual for services. The amount must be less than $500.

• Step 1: Getting contract approved through Purchasing and Contracts
• Get contract from vendor and sit down with your advisor to go over terms
• Fill out Georgetown University Contract Transmittal Form

If obviously for a Company or Business

• Fax form and contract over to Contracts and Purchasing
• Wait roughly a week to get contract approved
• Signed transmittal form must be faxed back to CSP

If for an individual, or the check is being cut to an individual

• Fill out and attach Independent Contractor Required Attachment
• Get and attach W-9
• Fax to Contracts and Purchasing
• Wait about a week and a half to two weeks to have contract approved
• Georgetown Contract Transmittal Form
• Contract
• W-9
• Independent Contractor Required Attachment
• Signed transmittal form will be faxed back to CSP
• Step 2: Getting both parties to sign contract
• You CAN NOT sign on behalf of the University
• Your CSP advisor will sign contracts for you
• Step 3: Getting Purchase Order (PO) number
• Fill out Purchase Order Requisition Form
• Attach all supporting documentation:
• Executed contract
• Attach a copy – CSP keeps the original contract
• W-9
• Signed Transmittal Form
• Independent Contractor Required Attachment (when contracting an individual)
• Send all documentation and forms to Contracts and Purchasing
• CSP will keep the pink copy of PO Requisition
• In about a week CSP will receive notification that a PO number has been assigned
• Step 4: Send to Accounts Payable
• Once CSP has a PO number CSP will:
• Write the new number on the pink copy of the form along with the notation “OK to pay”
• Attach all documentation again
• CSP will keep the original contract
• Expect to receive a check in 2 weeks

Please note, if CSP does not code EVs and Pos with the ST notation, checks will be sent out to the vendors. If you want a check to be held for pick up, CSP must place ST visibly on the form.

Petty Cash Form

Where to find?
You can find the Petty Cash form both on CSPs form wall and on the website under Forms.
When to use?
            When you, or someone is being reimbursed for a purchase(s) of under $50 total.

• Fill out form as directed
• Attach original receipts or invoices
• Give completed form with receipts to CSP Financial Officer and wait for an email response.

Employee Reimbursement Form

Where to find?
            You can find the Employee Reimbursement Form on CSPs form wall
When to use?
            When an individual who works for the University (work-study counts) is being reimbursed for a purchase(s) that exceeds $50.

• Fill out form as directed
• You can find one’s “Home Department Number” through the office in which they work
• Give completed form with receipts to CSP Financial Officer
• The reimbursement shall appear in the individuals future paycheck

Student Programs Missing Receipt

Where to find?
            You can find the Missing Receipt Form on CSPs form wall           
When to use?
            NEVER
When you are not given a receipt, the receipt is not available, or the receipt has been lost and the business or organization is not able to give you a new one, a copy, or their copy.

• Fill out form as directed
• Attach the Missing Receipt Form to any and all forms that require the missing receipt
• The Missing Receipt Form acts as replacement for original documentation

Interdepartmental Invoice

Where to find?
            You can find the Interdepartmental Invoice Form on CSPs form wall           
When to use?
            When purchasing from the Bookstore, Vittles, UG, or Hoya Court
Please note: Hoya Court needs prior approval please see your advisor.

• Fill out form as directed
• Take form with you when making purchases
• Give form as payment and the appropriate person will out the form
• When the transaction is complete bring the PINK copy and receipt to your CSP advisor

Journal Voucher (JV)

Where to find?
You can find the JV form both on CSPs form wall and on the website under Forms.
When to use?
            When transferring money from one Georgetown Cost Center to another (i.e. Co-sponsorships where
money and checks are being cut from one Cost Center).

• Fill out form as directed
• Give completed form to your advisor for signature

Domino’s Pizza Purchase Order

Where to find?
            CSP front desk
When to use?
            When ordering Domino’s for meetings and events.

• Fill out form as directed
• Have advisor sign form
• Inform Domino’s that you will be using the Purchase Order when you order
• When the pizza comes give the delivery person the form
• Your Cost Center will be charged directly

Deposit Slip

Where to find?
            CSPs form wall
When to use?
            When depositing money into your University Cost Center (Co-sponsorship, reimbursements, etc.)

• Count money
• Fill out form as directed
• Bring money and form to Bursar’s Office in the Car Barn
• Brink Pink copy back to CSP

General Forms: Found on CSP form wall

• W-9 US tax form (only use when needed)
• Tax Exempt Forms
• University expenses are tax exempt, if you pay for something and do not have a tax exempt form you will not be reimbursed for the amount of tax
• DC
• Maryland
• Virginia

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Credit Cards

In order to use a Credit Card you must appropriately request to use the credit card in advance.
Appropriate requests are as follows:

• Requests made at least two days in advance
• Requests made through your club advisor

Each of the CSP advisors holds credit cards that are associated with the University. However they are attached to the credit rating and therefore CSP advisors are liable for all charges on the cards. If we do not have a receipt and if the tax hasn’t been taken off, your advisor is personally responsible for those charges. Therefore when using Credit Cards for purchases please be responsible and return all appropriate receipts.

American Express:
This card may be used when making a purchase, for goods or services, and the purveyor that takes American Express. The charge should appear in your organization Cost Center within a month and a half.

Master Card:
This card may be used when purchasing tangible goods. This card may NOT be used for entertainment, travel, Costco, alcohol, etc. The charge will possibly take a few months to appear in your organization Cost Center.

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Income

Coming SOON!

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Glossary of Terms

Coming SOON!

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