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Office of Student Life

A Member of the Division of Student Affairs

66 George Street

Charleston, SC 29424

(843) 953-2291

(843) 953-1423 (fax)

Website: studentlife.cofc.edu

*DISCLAIMER:

Some of the policies, procedures and other information outlined in this Handbook may

change throughout the year. Student organization leaders, members and advisors are

encouraged to check with the relevant office to ensure you have the most up-to-date

information.

 
 
Contents 
STUDENT LIFE .................................................................................................................................. 5 
STATEMENT OF PURPOSE ............................................................................................................ 6 
VIEWPOINT NEUTRALITY ............................................................................................................. 7 
REGISTERED STUDENT ORGANIZATIONS ..................................................................................... 7 
STATEMENT ON UNREGISTERED ORGANIZATIONS ..................................................................... 7 
STATEMENT ON HAZING ............................................................................................................. 7 
TUCKER HIPPS TRANSPARENCY ACT ............................................................................................ 8 
ORGANIZATION TYPES ..................................................................................................................... 8 
ORGANIZATION TYPES AND CATAGORIES ................................................................................... 8 
REGISTERED STUDENT ORGANIZATION LEADERSHIP .................................................................. 8 
INACTIVE REGISTERED STUDENT ORGANIZATIONS..................................................................... 9 
ORGANIZATION BENEFITS ............................................................................................................... 9 
ORGANIZATION REGISTRATION .................................................................................................... 11 
ANNUAL REGISTRATION PROCESS ............................................................................................ 11 
REGISTERING A NEW ORGANIZATION PROCESS ....................................................................... 11 
ORGANIZATION CONDUCT ............................................................................................................ 14 
PARTNERSHIP PROCESS ............................................................................................................. 15 
HONOR BOARD PROCESS .......................................................................................................... 16 
PROMOTION AND ADVERTISING ................................................................................................... 17 
FUNDING ....................................................................................................................................... 19 
ELIGIBILITY FOR FUNDING ......................................................................................................... 19 
ONE-TIME “START-UP” BUDGET ............................................................................... 19 
SEMESTER BUDGET ................................................................................................... 19 
CONTINGENCY FUNDING ........................................................................................... 20 
FUNDING CRITERIA .................................................................................................... 20 
FUNDING PROCEDURES ............................................................................................................. 22 
BUDGET SUBMISSIONS .............................................................................................. 22 
BUDGET WORKSHOP ................................................................................................. 23 
SUBMITTING A BUDGET REQUEST FORM ................................................................. 23 
APPEAL TO SEMESTER FUNDING PROCESS ............................................................... 23 
CHANGE OF REQUEST PROCESS ................................................................................ 23 
CONTINGENCY PROCESS ........................................................................................... 24 
STUDENT OUTREACH PROGRAM .............................................................................................. 24 
APPEAL OF CONTINGENCY / SGA STUDENT OUTREACH PROGRAM DECISION ........................ 25 
STUDENT ORGANIZATION FUNDRAISING.................................................................................. 26 
CREDIT/ DEBIT CARDS ................................................................................................................ 26 
UNAUTHORIZED PURCHASES .................................................................................................... 27 
CONTRACTS AND SERVICE AGREEMENTS ................................................................................. 27 
FUNDING PARTISAN POLITICAL  ACTIVITIES .............................................................................. 27 
ACCESSING FUNDS......................................................................................................................... 27 
MAKING A PURCHASE ............................................................................................................... 27 
OFFICE SUPPLIES ........................................................................................................................ 28 
PRINTING AND PUBLICITY ......................................................................................................... 28 

 
BOOKSTORE ............................................................................................................................... 28 
PHYSICAL PLANT ........................................................................................................................ 28 
CATERING AND FOOD SERVICES .................................................................................................... 29 
STUDENT TRAVEL GUIDELINES ...................................................................................................... 29 
STUDENT TRAVEL PROCEDURES .................................................................................................... 30 
STUDENT DRIVER TRAINING .......................................................................................................... 32 
RESERVING A SPACE ...................................................................................................................... 33 
EVENT MANAGEMENT .................................................................................................................. 34 
STEPS TO SUBMIT AN EVENT REQUEST ..................................................................................... 34 
EVENT PLANNING AND MANAGEMENT .................................................................................... 34 
VENUE AVAILABILITY AND RESERVATIONS ............................................................................... 34 
DARK PERIOD ............................................................................................................................. 35 
FUNDING AND EXPENSES .......................................................................................................... 35 
ADVERTISING ............................................................................................................................. 35 
CONTRACTS AND SERVICE AGREEMENTS ................................................................................. 35 
RISK MANAGEMENT .................................................................................................................. 36 
WAIVERS .................................................................................................................................... 36 
CERTIFICATE OF INSURANCE ..................................................................................................... 36 
AUDIOVISUAL ASSISTANCE ........................................................................................................ 36 
MOVIE AND FILM COPYRIGHT LAW GUIDELINES ...................................................................... 37 
AMPLIFIED SOUND POLICY ........................................................................................................ 37 
ORGANIZATION SPONSORED EVENTS WITH ALCOHOL ................................................................. 37 
ON-CAMPUS STUDENT ORGANIZATION SPONSORED EVENTS WITH ALCOHOL ....................... 38 
ATTENDANCE, GUEST PROCEDURES, ADVERTISING AND VIOLATIONS .................................... 39 
OFF-CAMPUS EVENTS ................................................................................................................ 40 
POSTING GUIDELINES .................................................................................................................... 41 
PROHIBITIONS ........................................................................................................................... 42 
ADVERTISING IN THE RESIDENCE HALLS ................................................................................... 42 
SNIPE SIGNAGE POLICY .............................................................................................................. 42 
POLICY ON PEER-TO-PEER (P2P) FILE SHARING ......................................................................... 43 
 

 
 
A MEMBER OF THE DIVISION OF STUDENT AFFAIRS 
STUDENT LIFE MISSION STATEMENT  
The Office of Student Life provides quality programs, services and facilities to promote the 
development of all students while enriching and supporting the growth of the College of 
Charleston community. The Office of Student Life designs, facilitates, and coordinates co-
curricular education, practical experiences, and opportunities for involvement that complement 
the academic curriculum.  As student affairs professionals and advocates, we are committed to 
empowering students and facilitating their development in the areas of independence, self-
reliance, personal values, leadership skills, interdependence and group dynamics, and 
responsibility.  Our primary goal is to challenge through experiential learning. 
 
STUDENT LIFE STAFF 
studentlife.cofc.edu 
(843) 953-2291 
 
Christine Workman  
Director of Student Life and Stern Student Center 
843.953.2291 
Manages the Student Life facilities 
Supervises Student Life staff 
Advises various SGA Officers and committees, and major events (Homecoming, Family Day, 
Weeks of Welcome) 
 
Jill Caldwell 
Associate Director of Student Life for Student Organizations, Programming and Events 
843.953.2291 
Co-Advises SGA Treasurer and Allocations Committee 
Advises Student Organizations Review Board, and SGA Secretary 
Oversees and manages 200+ Registered Student Organizations 
 
Whitney Brown 
Assistant Director of Student Life for Programming and Student Media 
843.953.2291 
Advises CAB (Cougar Activities Board) 
Advises Student Media Organizations (CisternYard Media) 
 
Mandi Bryson 
Associate Director of Student Life for Events and Operations 
843.953.2291 
Operations manager of Stern Student Center & Student Life Facilities 
Oversees scheduling of spaces within SSC and other Student Life facilities 

Supervises SSC student staff

Manages Student Life websites and Stern Center digital signage system

Chris Bond

Assistant Director of Student Life for Facilities and Operations

843.953.2291

Maintains Student Life facilities

Assists in scheduling of spaces within Student Life Facilities

Supervises Stern Student Center Building Managers

Oversees event set-ups

LaVerne Green Cordes

Business Manager

843.953.2291

Serves as Office Manager for Student Life

Monitors Student Organization Budgets

Coordinates Student Organization Purchases and Travel

The COMPASS sets parameters by which registered student organizations can effectively and

efficiently, organize, function, and achieve set goals and objectives. By becoming a registered

student organization at the College of Charleston, you have demonstrated an interest in being

an active part of this community and a vital part of the educational process.

The Student Government Association (acting as an agent under the auspices of the Office of

Student Life, a member of the Division of Student Affairs) granted your organization the title of

registered student organization because your group met certain criteria and accepted the

responsibilities of being an active member of the CofC Community. The College lends its name

and support to a variety of student organizations in order to complement the academic

curriculum of the College. Organizations must have a purpose consistent with the mission and

values of the College. Registration is a formal agreement for an organization to exist on

campus.

Organizations are required to remain in good standing and adhere to all College policies and

The COMPASS procedures. Registration grants organizations the use of the College’s facilities,

services, name and wordmark as outlined in this guide.

The College views student organizations as private affiliations and does not endorse the

mission, goals, or purpose of an organization. The College of Charleston is committed to liberal

arts principles of academic freedom and open inquiry. However, all students must always

comply with the College’s policies and procedures, including but limited to those set forth in

the College of Charleston Student Handbook http://deanofstudents.cofc.edu/honor-

system/studenthandbook/index.php

All guidelines and procedures contained within The COMPASS are consistent with the College of

Charleston Student Handbook.

The registration of student organizations as well as the expenditure of student activity fees

conform with all constitutional requirements. All decisions regarding the registration of student

organizations as well as funding determinations are rendered using only viewpoint-neutral

criteria. Members of Student Government Association take an oath to abide by the principles of

viewpoint neutrality.

A student organization is defined as a group of ten (10) or more currently enrolled CofC

students. Only full-time students may serve as officers or have a controlling interest in the

organization. All organizations must have a designated faculty or staff member of the College

to serve as an advisor. These organizations must abide by all Federal, State and local law and

College policies. Student organization categories registered through the Student Government

Association and Graduate Student Association include academic, educational, multicultural, and

special interest.

An organization, regardless of national affiliation that is not registered through the College of

Charleston is considered an unregistered organization. Unregistered organizations are not

affiliated with the College of Charleston and do not enjoy the rights and privileges of registered

organizations. They do not receive support, advisement, funding or management from the

College of Charleston, and do not follow the College’s code of conduct and Risk Management

Policies. At one time, these organizations may have been registered, but violations of the

College policy may have resulted in their loss of recognition.

Students who join unregistered organizations will not have access to the privileges that

members of registered organizations can enjoy. This could include (but is not limited to)”

leadership development opportunities, reserving space on campus, access to funding through

the College, and the ability to represent the organizations at College sponsored programs and

events (Orientation, Accepted Students Weekend, etc.) Student affiliate with unregistered

organizations at their own risk. Registered Organizations are prohibited from co-hosting, co-

sponsoring, or funding events with unregistered organizations and from co-hosting, co-

sponsoring or funding events on or off campus that involve or encourage underage drinking or

any form of illegal activity.

Hazing, defined as an act which endangers the mental or physical health or safety of a student,

which subjects a student to harassment, ridicule, intimidation, physical exhaustion, abuse, or

mental distress, or which destroys or removes public or private property, for the purpose of

initiation, admission into, affiliation with, or as a condition for continued membership in a

group or organization. The express or implied consent of the victim will not be a defense.

Apathy and/or acquiescence in the presence of hazing are not neutral acts; they are violations

of this rule.

The College of Charleston Hazing Policy can be found here:

http://policy.cofc.edu/documents/12.3.5.1.8.pdf

In accordance with the Tucker Hipps Transparency Act, the university publishes this report on

actual findings of violations involving alcohol, drugs, sexual assault, physical assault and hazing

within organizations formally affiliated with the institution. The report includes the name of the

responsible organizations: the dates of the incident, report, charge, investigation and

resolution; and a general description of the incident and the subsequent charges, findings and

sanctions placed on the organizations. The report can be found here:

http://deanofstudents.cofc.edu/organizational-student-conduct/index.php

There are two classification types of Registered Student Organizations. Open Membership

Student Organizations and Closed Membership Student Organizations.

• Closed Membership Organizations are defined as organizations that would place

restrictions on its membership (i.e. closed membership, must be a member of a local,

state or national affiliate, must audition, must be a specific declared major, must

maintain a certain GPA (beyond the College’s “in good standing” standard 2.0 GPA),

must pay dues to be a member.

• Open Membership Organizations are defined as organizations that are open to all

students on campus. There are no membership requirements place on these

organizations.

Categories of Registered Student Organizations: Academic, Business, Recreation Sports,

Departmental, Educational, Event Programming, Faith-Based, Fraternity & Sorority Life,

Gaming, Graduate, Honorary, International, Leadership, Media, Multicultural, Performing,

Political, Professional, Residence Life, Service, Special Interest and Student Governance.

When a member of any organization accepts a titled leadership* position or office, he or she

must be a full-time student in good standing** who is eligible to serve in accordance with the

organization’s constitution and committed to fulfilling the responsibilities of the position.

*Each Organization must have a President and Treasurer. These two positions may not be held

by the same person.

*The Office of Student Life recommends that every organization formulate an evaluation

process to address job/position performance for Student Organization Leaders.

Officers in an organization can be removed from their position based on the following:

• Any officer who is charged by a member of the College community with a violation of

the Honor Code may be in jeopardy of losing their position based on the outcome of the

honor board hearing.

• Officer receives academic or disciplinary sanctions

• Graduation - If a student graduates (completes degree requirements and is no longer an

enrolled student) while holding office in an organization, the office automatically

terminates at graduation, unless the student enrolls the subsequent semester.

Failure to comply with the Registration process will result in an organization becoming inactive.

A registered student organization will become inactive if they fail to complete the registration

process by mid-September and will last until the organization rectifies its status with The Office

of Student Life.

If an organization does not complete the Registration process by mid-September of the current

academic year, all spending will be put on hold (both budget and revenue) and will remain on

hold until registration has been received.

The organization is not eligible to apply for funds through the contingency process.

Use of campus facilities will be restricted.

If an organization is inactive for one calendar year, its registration is automatically cancelled.

Any future attempts to revive the organization must go through the normal process for starting

a new registered organization.

BENEFITS OF BEING A REGISTERED STUDENT ORGANIZATION

The benefit of all registered organizations is the ability to utilize all the listed benefits and

resources at a discounted rate or free of charge.

FACILITIES RESERVATIONS AND PARTICIPATION IN STUDENT INVOLVEMENT/ STUDENT

ORGANIZATION FAIRS

Registered Student Organizations will have access to facilities reservations on campus and the

ability to sign up for involvement fairs, open houses or tabling events.

COUGAR CONNECT

Cougar Connect is the electronic platform for involvement on campus. Organization

Management, Event Planning and Involvement Tracking will all be maintained through the use

of Cougar Connect. Registration and usage of Cougar Connect will be required of all Student

Organizations.

COPIES

A member of the SSC staff can make basic copies per organization requests. Seven cents ($.07)

a page (black/white) and fourteen ($.14) a page (color) WILL be charged to the organization’s

account. Colored paper must be supplied by the organization for their copies; however, the

charge will remain the same.

FAXES

A member of the SSC staff can send faxes per organization requests. Returned fax information

will be stored in the Graduate Assistant Cubicle (Cubicle 422) and can be pick-up during regular

business hours. No personal faxes will be sent or received through the office fax. One dollar

($1.00) per page will be charged to the individual (NOT the organization) if a personal fax has

been received through the fax number.

ADVERTISING SUPPLIES

The SSC Copy Center has available easels, basic office supplies, and small signage stands for

organizations which all can be used to help promote an organization or event. All items can be

checked out through the SSC Copy Center. A valid CofC ID is needed to check out any materials.

TABLE RESERVATIONS

Recognized organizations are eligible to reserve four-foot tables for use in specified locations

on campus (SSC Lobby, Cougar Mall, Glebe Street Patio) to promote their organization. A

Student Organization Tabling Request Form must be submitted using the Stern Center website:

sterncenter.cofc.edu. Tables will only be provided to organizations with reservations and must

be returned at the conclusion of the event and may not be kept overnight.

MAIL SERVICES

All registered organizations can have organization mail delivered to the Stern Student Center.

All mail will be delivered to the SSC Copy Center and will be sorted and stored in the SSC Copy

Center. It is encouraged that organizations check in weekly to see if mail has been delivered.

Any mail not claimed at the end of each semester will be discarded.

All student organization mail should be addressed as follows:

Student Organization Name

Stern Student Center

College of Charleston

71 George Street

Charleston, SC 29424

Annual Registration is required. It ensures that up-to-date leadership/contact info is on file

with the SGA and the Office of Student Life and reflects an organization’s active participation on

campus.

Annual Registration opens April 1

and close on September 15

each academic year. To change

classification type, an organization must schedule a hearing with the SOR Board by contacting

the SGA Secretary. Upon recommendation of the SOR Board status can be changed.

All active clubs and organizations are required to register on Cougar Connect. This will replace

any paper registration. The following minimum information is required on an organization’s

profile:

• A profile picture;

• Primary Contact/President name, email, and phone number;

• Advisor Name, email and phone number;

• Website (if applicable);

• Meeting day, time and location; and,

• Constitution (file upload).

• Current list of members.

Cougar Connect is an online content management system that is available for all students. This

system provides a platform with tools that help student leaders more effectively lead and

manage their student organizations.

The Cougar Connect site is accessible at https://cougarconnect.cofc.edu/. Trainings will be

available throughout the year on how to utilize Cougar Connect to further an organization.

*** All administrators are required to maintain the organization’s roster through Cougar

Connect. Having a current and up-to-date roster is essential to the success of the organization

and mandatory for registration process.

The Student Organization Review Board (SOR) is a standing committee of the SGA that is

responsible for reviewing all applications by groups requesting to become registered student

organizations. All registered student organizations undergo this process. No organization will

be denied registered status based upon religious or political affiliation.

The College reserves the right to deny the approval of a proposed student organization and

revoke any registered student organization’s charter and/or status should the organization

violate and federal, state, or local law or the College’s policies, procedures, rules and

regulations.

The approval of a proposed club that is a club sport is handled by Campus Recreation

(http://campusrec.cofc.edu/sport-clubs/index.php).

As of July 1, 2019, the approval of all new religious groups will be handled in accordance with

the policies and procedures outlined herein.

While the College provides benefits specially reserved for registered student organizations, its

resources are not limitless. To provide the most support possible to its student organizations,

the College must be judicious in allocation the available resources. Individuals from the

proposed student organizations are encouraged to, but not required, to talk with other

organizations to better differentiate their functions or purposes.

The registration process proceeds in the following manner:

• Determine organization classification type: Open Membership Organization or Closed

Membership Organization.

• Secure an on-campus staff or faculty member to serve as the organizations’ advisor this

may include adjunct faculty. If needed, the Office of Student Life will assist

organizations in finding an advisor. Organizations that request assistance from the

Office of Student Life must demonstrate that they have already asked a minimum of

seven (7) faculty or staff members to serve as advisor and been turned down. Upon

demonstrating such efforts, the Office of Student Life will provide the organization with

up to three (3) additional persons to solicit. Should the organization be unable to secure

an advisor after soliciting at least seven (7) faculty or staff members on their own and all

of the up to three (3) faculty or staff members suggested by the Office of Student Life,

then the Executive Vice-President for Student Affairs will appoint an advisor to serve.

• Complete the New Student Organization Application available on Cougar Connect.

• SGA Secretary will then schedule an appointment to present request to the SOR Board.

• The Criteria considered by the SOR Board when determining whether to approve a

proposed student Organization are limited to the following criteria and no other factors.

o Whether the proposed organization has at least ten (10) or more currently

enrolled CofC students who will be members

o The completion of all required forms

o The selection of an advisor

o The proposed organization has an established E-Board consisting of at least a

presidents and treasurer. All members of the E-Board must be in good academic

and conduct standing.

Proposed student organizations engaging in the following activities will not be approved:

• Extreme Risk. Proposed student organizations that engage in activities that pose an

extreme level of health and safety risk to participants and other or activities that pose a

risk of damage to public or private property will not be considered.

• Service Providers. Proposed Student Organizations providing services more

appropriately provided by College officials and academic departments, government

agencies, private sector, health and mental health agencies, legal and financial

investment firms, and emergency response agencies will not be considered.

• Investment/Lending clubs. Proposed student organizations engaging in the investment

and/or lending of funds, digital currency, microfinance/microcredit, and solidarity

lending services will not be considered.

• Social Drinking or Smoking Clubs. Proposed student organizations that will engage in

activities focused on the consumption of alcohol or use of tobacco or similar products

will not be considered.

• Illegal Activities. Proposed student organizations that engage in or encourage

engagement in illegal activities will not be considered.

If the above criteria have been met by the proposed organization, recognition shall be

granted and in no circumstances may the SOR deny recognition to a proposed organization if it

meets the above criteria.

Following SOR approval:

• The student organization’s president and treasurer will meet with the Associate Director

of Student Life to review Cougar Connect, event planning and registration.

• The student organization’s president and treasurer will meet with the SGA treasurer to

review the funding processes.

• After these two meetings, the student organization is considered registered and active.

If SOR does not approve, the new student organization will be notified in writing of which

criteria has not been met and will have the right to either rectify the situation and re-submit

their application to the SOR or to appeal before the SGA Senate at the next available meeting.

Persons aggrieved by the denial of registered student organizations status may appeal the

adverse decision to the Executive Vice President for Student Affairs where:

1. The appeal alleges that the decision impermissibly violated the United States

Constitution, South Carolina Constitution or any Federal, state or local law.

2. The appealing party has exhausted the process for review of the denial of registered

student organization status.

3. Appeals under his policy must be made in writing and state with specificity the basis

of the claim. Appeals must be received by the Executive Vice President for Student

Affairs within 5 business days of the aggrieved party’s receipt of written notice of

the denial.

4. Upon receipt of a privileged memorandum from the Office of Legal Affairs, the

Executive Vice President for Student Affairs shall review the matter and issue a final

decision in writing.

STUDENT ORGANIZATION CONDUCT PROCESS

When the College of Charleston receives information regarding alleged violations of the Code of

Conduct, one of two processes may be employed: the Partnership Process or the Honor Board

Process. Each process is outlined below, and, each begins with the same first two steps. Steps

3 and onward are unique to either the Partnership Process or Honor Board Process. A timeline

for each process is included.

• The opportunity to participate in the Partnership Process may be revoked based on

egregiousness of offense/allegation.

• If organization is subject to additional process, that process may begin only after the

Office of the Dean of Students has concluded its process.

• Barring exigent circumstances (e.g., conclusion of semester, academic breaks, prolonged

investigations, etc.), Office of the Dean of Students will make earnest attempts to

maintain the integrity of the specified timelines for each step of a process. Should Office

of the Dean of Students anticipate a potential derivation from specified timelines, the

organization will be notified.

Process Initiated

1. An incident report is received by CofC Office of the Dean of Students, Fraternity and

Sorority Life, Public Safety, informant, self-report, or other source.

2. Notification letter of allegation(s) and invitation to meet with Office of the Dean of

Students & functional area staff member is sent within 3 days of receipt of information.

In cases involving dangerous misconduct and/or death/injury, Office of the Dean of

Students may issue a cease and desist of all organizational activities;

local/regional/national advisor(s) receive same notification, if applicable. Notification

letter may outline the potential violation(s) of CofC policy and/or the CofC Code of

Conduct.

1. Organization officers and advisor on file meet with Office of the Dean of Students and

Functional Area Staff Member within 3 days of receipt of notification letter. Group

discusses internal investigation process/strategy.

Written report of internal findings due to Office of the Dean of Students and Functional

Area Staff Member within 5 days of meeting. Report should be detailed and specific,

including names of individuals to be held accountable. A sample report will be provided

to the organization as a suggestion on how to format the final submission.

If the organization does not accept responsibility, obstructs the process, provides

false/inaccurate information, omits information, or misses a deadline or meeting, the

process automatically moves to Step 3 of the Honor Board Process

2. Organization officers and advisor meet with Office of the Dean of Students, Functional

Area Staff Member, and Functional Area student rep (where applicable) to discuss

information discovered through internal investigation through written report.

Organization accepts responsibility and prepares an initial draft of Organizational

Enhancement Plan where appropriate; organization may be subject to additional

sanctions by Office of the Dean of Students and/or Functional Area Staff Member

process.

If information points to an individual or group of individuals and is not adequate to

support organizational charges, the organization is found Not Responsible and Office of

the Dean of Students proceeds with individual charges. Names of individuals must be

provided to proceed with this.

Case materials (e.g., incident report, meeting notes, internal investigative report, etc.)

are kept on file in Office of the Dean of Students for record keeping purposes to track

the organization’s behavior should there be another incident of a similar nature.

Student organizations do not retain the same FERPA protections as individual students.

Therefore, case materials may be disclosed if a Freedom of Information Act (FOIA)

request, subpoena, or other legal process requires the College to produce the case

materials. All information identifying individual students is redacted if such a request is

received and before release of case materials. Organization will be notified if such a

request is submitted and prior to the release of any case materials.

3. Enhancement plan further developed by organization officers with assistance from

advisor, Office of the Dean of Students, Functional Area Staff Member, and Functional

Area student rep (where applicable). Organization officers must confirm acceptance of

plan by all members within 5 days. Signed final draft of Organizational Enhancement

Plan is sent to Office of the Dean of Students and Functional Area Staff Member for final

review. Final outcome may include a status which is mutually agreed upon in the

Organizational Enhancement Plan.

If the organization does not accept responsibility and/or accountability outcome,

process moves to Step 3 of the Honor Board Process

4. Within 5 days, Office of the Dean of Students formalizes institutional accountability

outcome (sanctions) with organizational leadership/rep in a signed final Organizational

Enhancement Plan.

5. If the organization misses any deadlines or violates the Organizational Enhancement

Plan, or is charged with any further violations (including failure to comply), the

organization will participate in the Honor Board process and may incur additional

charges.

1. Office of the Dean of Students assembles investigation team to conduct member

interviews for all members. The timeline for the investigation will be determined by the

interviewers and shared with the organization. Additionally, a Cease and Desist Order

may be issued based on the egregiousness of the allegation or possible continued threat

to the health and safety of others.

a. Organization may waive this step after reviewing materials offered by Office of

the Dean of Students.

b. Waiver must be submitted in writing via email to Office of the Dean of Students.

2. (a) Investigation provides information (“reasonable basis”) that supports charges being

brought against the organization (Proceed to step 3)

(b) Investigation provides information that does not support charge(s) being brought

against the organization. Honor Board Process Ends.

3. Office of the Dean of Students meets with organization to deliver letter/packet to

organization of alleged violation(s); offer for a Pre-hearing meeting will be made, but is

not required.

4. Organization returns response form within 3 business days. Honor Board Chair

schedules hearing and sends hearing notice. If organization does request a pre-hearing

meeting, Honor Board chair schedules the meeting to be held at least 3 business days

prior to the hearing to review the hearing process, script, confirm case materials, and

any witnesses. This meeting does not serve to replace the actual hearing and no

resolution will be provided during this meeting.

5. Organization appears before Honor Board to determine responsibility and/or sanctions

6. Resolution through Honor Board Process

a. Organization found In Violation by Honor Board (proceed to Step 7)

b. Organization found Not in Violation. Office of the Dean of Students process ends.

7. Outcome letter sent by Honor Board chair to organization detailing findings and

sanctions within 2 business days of conclusion of hearing.

8. Organization has the right to appeal to the Executive Vice-President for Student Affairs

within 5 days of outcome (See Appeal section of the Student Handbook).

EVENT/ORGANIZATION PROMOTION

Bulletin Boards

All promotional materials must bear the Student Life Stamp.

SSC Bulletin boards are the only acceptable locations to hang flyers inside the Stern Center.

Flyers hung on brick or glass will be removed.

Handbills

Any loose flyers or handbills placed on the SSC information desk or in the SSC lobby literature

holder need to be approved by the Office of Student Life. Materials will be approved as long as

they originate from a registered student organization, clearly identify the registered student

organization on material, promote a specific registered student organizations event, activity, or

meeting to occur in the next 30 days, and do not contain any obscene or defamatory material.

Material not approved will be discarded.

Digital Signage

Organizations may advertise events via the digital signage screens found throughout the Stern

Student Center.

Organizations should submit digital signage [email protected] Files may be submitted as

PowerPoint slides or as JPEG files that are oriented horizontally.

Banners

• Sheet banners are permitted on campus in approved locations in the Cougar Mall and

on the St. Phillip St. side of The Cistern Yard. The Office of Student Life strongly

encourages the use of twin sheets only.

• Sheet Banners can be up for no more than two (2) weeks prior to the event. Banners

may not be obscene or defamatory and may not violate, College, federal, State or local

laws.

• Location is on a first come first serve basis.

• Please refrain from moving another organizations banner.

• ALL banners must have the sponsoring club, organization or department prominently

displayed on the front of the banner.

• Banners that are hung on the gate of the Cistern Yard MUST be horizontal and tied

down in all four corners. The banner should not touch the sidewalk and the use to water

bottles as weights is strictly prohibited.

Use of College of Charleston name and wordmark

• All registered organizations should use the words College of Charleston on their fliers,

posters and paraphernalia. The suggested format is: <Organization’s Name> at College

of Charleston.

• Registered organizations wishing to use the College’s wordmark (the College’s logo)

should send a request to [email protected]. The College of Charleston wordmark is

the College’s sole brand identifier, replacing all other logos, symbols and identifiers used

in the past.

• Registered organizations can request the College of Charleston’s wordmark with the

addition of their organization’s name by e-mailing [email protected].

• Please refer to the College’s Brand Manual for appropriate uses of the College of

Charleston name and wordmark, including proper size and color:

http://marketing.cofc.edu/brandmanual/index.php

The Student Government Association (SGA) allocates funds to registered student organizations

based on the recommendation of the Allocations Committee for the Fall and Spring semesters.

Additional funds may be set aside for student organizations through the Contingency process.

A staff member from the Office of Student Life or an approved designee from the Executive

Vice President’s Office will serve in an advisor role to the Allocations Committee, but will not

have a vote.

A registered student organization can apply for funds through the SGA Allocations Committee.

Student Organizations may not have financial accounts outside of the College of Charleston.

All active registered student organizations are eligible to apply for contingent funds, and all new

organizations are eligible to request a one-time start-up budget. Open membership

organizations are eligible to apply for semester budgets. All student organizations are

encouraged to raise their own funds through fundraising.

Any infraction of the Compass guidelines will be cause for review by The Office of Student Life.

Pending the outcome of the review, the staff member may authorize the Treasurer to “hold”

allocated funds for a period of up to, but not more than, one week. Additional penalties could

be levied pending the outcome of the review.

To receive a Spring semester budget, an organization must be registered no later than October

To receive a Fall semester budget an organization must be registered no later than February

ONE-TIME “START-UP” BUDGET

New organizations are eligible for a one-time “start-up” budget of $250. The Start-Up

Budget Request form (available on Cougar Connect) must be completed and submitted to

the SGA Treasurer. Provided that funds are available, a start-up budget is automatically

granted upon submission of a completed Start-Up Budget Request form by a new

organization.

This money:

• must be used the semester the student organization begins.

• does not “roll over” from one semester to another.

• May only be used in accordance with the funding requirements set forth herein.

No student organization may receive a cumulative total of more than $5,000 in a semester for

any purpose (inclusive of semester, contingency and start-up finding). Funding requests that

exceed this cap shall not be considered.

Organizations may receive a semester budget of up to $5,000. It is the responsibility of

registered organizations to submit budget requests in compliance with this cap. Therefore, any

request for a semester budget in excess of $5,000 shall receive no consideration and shall not

be funded at all.

Before reviewing applications for semester budgets, the Allocations Committee shall

recommend, and the SGA shall determine, the amount of money that will be set aside for

contingency/ start-up funding. The money set aside shall not be eligible for allocation during

the semester budgeting process and shall be reserved for contingency/ start-up funding. Any

funds available but not allocated during the semester budgeting process shall be available for

contingency/ start-up funding.

During the semester budget process, should the cumulative total of the funding requests that

meet the funding requirements set forth herein exceed the funds available, then the

Allocations Committee shall apply a pro rata reduction to all requests to achieve the funding

level available. SGA may accept or reject the Allocation Committee’s recommendation:

however, any adjustments to otherwise acceptable funding requests based on the availability of

funds must be made on a pro rata basis across all funding requests that meet the requirements

set forth herein.

No student organization may receive a cumulative total of more than $5,000 in a semester for

any purpose (inclusive of semester, contingency, and start-up funding). Funding requests that

exceed this cap shall not be considered.

Contingency funds are allocated on a first-come first-served basis to organizations that submit

requests that meet the funding requirements set forth herein. Once the funds set aside for

contingency/ start-up funding are exhausted, no further requests for contingency/ start-up

funds shall be considered that semester.

SGA and Allocations Committee shall make all funding decisions in a viewpoint-neutral manner

and shall not discriminate against any funding request based upon the viewpoint to be

expressed by the proposed event. SGA and Allocations Committee shall evaluate all funding

requests according to the following viewpoint neutral criteria and none others:

1. The applicant must be an organization recognized by SGA for current academic year.

2. The application must be submitted by the applicable deadline.

3. The application must be complete.

4. Funding will not be approved for any the following:

a. Events or expenses where participants receive class credit for their

event/travel.

b. Clothing such as uniforms, costumes, and organizations t-shirts that are used

to sell as a fundraiser.

c. A fundraiser in order to create funds for the organization

d. An organization recognized by the Department of Campus Recreation as a

“Sport Club” except for gas reimbursements and/or vehicle(s) rented by the

College.

e. Awards and trophies.

f. Capital Expenditures (anything with more than a one-time use).

g. Food associated with travel.

h. Registration fees for conferences, conventions, or workshops for members

will be funded up to $350 per person per academic year.

i. More than $150 per room per night in lodging. No student may be funded for

more than 4 nights in a semester. Where available, lodging mist be quad-

room occupancy at no more than a mid-range hotel (e.g. Courtyard by

Marriott, Hilton Garden Inn, etc).

j. Requests for air travel unless the distance from Charleston is at least 300

miles. Air travel must utilize economy fare, booked at least four weeks in

advance, with no paid upgraded. Airfare for a student that comports with the

requirements herein will be funded up to $600 roundtrip. See the Travel

Guidelines section for further details.

k. Requests for mileage will be funded up to 300 miles reimbursement at the

then-applicable State rate, unless the group demonstrates that it is more

economical to drive than to fly on a longer trip, in which case the actual

distance may be reimbursed at the then-applicable State rate.

l. Requests for ground transportation to and from the airport will be funded up

to $40 per round trip for the entire group traveling.

m. Tuition and fees.

n. Textbooks.

o. Personal travel which included interviewing for educational and employment

opportunities.

p. Personal expenses associated with travel (meals, incidentals, etc).

q. Computer hardware/software.

r. Alcohol.

s. Tobacco

t. Raffle Tickets

u. Drugs (including over the counter medicine)

v. Weapons, or weapon looking items (fake weapons, props, cosplay)

w. Gift cards

x. Tips (gratuity)

y. Monetary donations

z. Scholarships

aa. Cash prizes

bb. Dues (membership for club/individual)

cc. Products for fundraising base.

dd. In-kind donations

ee. Class projects

ff. Contributions or expenditures, from and source, to campaign involving (i)

nomination, retention, or election of any person to any public office: (ii) to

urge electors to vote in favor of or against any statewide ballot issue, local

ballot issue, referred measure or recall election.

gg. Office supplies and general printing will be funded up to $50.00 per

semester.

hh. Travel/lodging/registration in excess of (i) $900 for an individual student in

an academic year (cumulative of all requests for travel/lodging/registration

for that student from an registered student organization during an academic

year) or (ii) $4,500 for a registered student organization for an academic year

(cumulative of all the organization’s travel/lodging/registration requests

during an academic year).

5. The amount requested must not exceed the limits set herein.

6. The officers must attend the required workshops and meetings.

7. The facility for events must suit the size of intended audience and type of event.

8. The event must be open to all students free of charge

9. The officers listed with SGA and the majority of the members of the registered student

organization must be fee-paying. College of Charleston students.

10. All required forms must be completed, and the cost estimates must be supported by

reliable documentation or research (e.g. a quote from the proposed vendor, printouts of

a vendor’s price list, etc).

Funding requests must be evaluated in a viewpoint neutral manner solely for their compliance

with the funding criteria and requirements set forth herein. Any member of the Allocations

Committee and /or Student Senate who votes not to approve a funding request in whole or

part shall specify the particular funding criteria or requirements that he/she believes were not

met by the request.

The following processes relating to funding through the SGA Allocations Committee can be

found on Cougar Connect:

• Event/Program Contingency Request Form

• Travel Contingency Form

• Change of Request Form

• Student Outreach Fund Form

• Semester Budget Request Form

• Start-Up Budget Request Form

• Appeal Form

Organizations must attend a Budget Workshop to be eligible to apply for a Budget for the fall

and spring semesters. Please note: Budget Workshop dates will be advertised through Cougar

Connect in advance. Any responsible organization member may attend. However, the

President and/or Treasurer are encouraged to attend, as they will probably be the persons

creating and submitting the budget request.

Note: Failure to appear at one of the workshops will result in NO BUDGET for the semester.

Budget Requests deadline will be announced.

All budget requests must be submitted electronically via Cougar Connect

Note: All budget request received after the deadline will receive a 10% reduction on all

portions of the request that otherwise comply with the funding criteria and requirements ser

forth herein.

Signup for and attend a Budget Hearing

A knowledgeable representative (preferably the President and/or Treasurer) will meet with the

Allocations Committee to present the budget request and answer any questions the committee

may have about the proposal.

After deliberations by the Allocations Committee, the preliminary approved budget listing will

be posted on Cougar Connect. Organizations must request a copy of the complete breakdown

of their proposed funding from the SGA Treasurer.

The SGA Treasurer will submit the budget to the Senate one week prior to the Senate vote to

allow time to review and ask questions regarding the organization budget totals.

Funds must be spent in the semester for which it is issued. Funds not spent before the Dark

Period begins cannot be carried forward to the next semester.

Please note that revenue funds (from fundraising activities or donations) will carry forward to

the next semester.

Organizations wishing to appeal their funding must submit a completed Appeal Form via Cougar

Connect by the stated deadline. After the form is submitted, an appeal hearing will be held to

reconsider the organization’s budget request in its entirety.

Changes to an organization’s approved budget may be requested by submitting a completed

Change of Request Form. Change of Request Form must be submitted to the SGA Treasurer

electronically via Cougar Connect by 5pm on Monday. A knowledgeable organization

representative must appear before the Allocations Committee to discuss the change. Request

must be submitted in advance to allow the organization enough time to meet the three (3)

week advance planning deadline, as well as the SGA approval process.

The Contingency Fund is available to assist registered organizations whose needs were not

foreseen, requested or allocated during the budget process. Eligible, registered organizations

may submit a completed Event/Program Contingency Request Form or a Travel Contingency

Request Form via Cougar Connect by 5pm Monday. Once submitted, the SGA Treasurer (or

another member of the Allocations Committee) will notify the organization of their meeting

time. In addition to the funding criteria and requirements set forth above, please note the

following in regards to the contingency funds:

• Organizations cannot request Contingency Funds for an event or travel that was funded

in their current semester budget. Contingency Funds may be requested for increases in

Travel if there are extenuating circumstances (i.e. increase in hotel cost, registration

fees, etc.)

• A knowledgeable member must meet with the Allocations Committee to discuss the

specifics of the request.

• The Allocations Committee will deliberate the request and alert the organization of its

decision via email. If the Committee approves the request, a Bill will be written and

present to Senate.

• A student representative of the organization is required to appear before Senate to

support the request. Failure to appear before Senate will cause the Bill to be tabled for

up to two weeks. After two weeks, the Bill “dies” and the request must be resubmitted.

• If Senate approves the Bill, the funds will be available to the organization through the

Office of Student Life Business Manager. The Organization is responsible for contacting

the Business Manager to initiate the process of accessing the funds.

• Organizations collaborating on the same event should appear before the Allocations

Committee together to ensure that all aspects of the request are being considered.

Note: This program is limited to a maximum of $500 per individual per semester.

The Student Outreach Program provides support to undergraduate students at the College of

Charleston in endeavors that provide opportunities for growth as global citizens and the ability

to serve as representatives of the institution beyond the campus community. The primary goal

of the Student Outreach Program is to assist individual students (not connected to a registered

student organization nor a department sponsored program) with costs associated with projects

or programs that allow them to enhance their academic experience, develop a professional

network and promote the quality programs and resources offered by the College to a broad and

diverse audience. The Student Outreach request form, located on Cougar Connect, must be

submitted by 5:00pm on Monday during the fall and spring semesters. Forms should be

submitted at least four weeks prior to the commencement of the intended event.

Student Outreach funding is subject to the same criteria and requirements as contingency

funding for a registered student organizations. Funding requests that meet all applicable

requirements and criteria are approved on a first come first served bases from the same pool of

funds as registered student organization contingency/ start-up funding. Once those funds are

exhausted, no further Student Outreach requests will be considered for that semester.

Funds MUST be spent by the end of the semester in which they were allocated.

The individual student must submit a Student Outreach Program Request via Cougar Connect

by 5:00pm on Monday. A written rationale/justification must be included on the form. The

rationale should include the purpose of the request, a timeline to use the funds, a line-itemized

budget of expenses associated with the request and how the project/activity will benefit the

individual and the College.

Letters of support from faculty members, academic advisors, etc. should be included and must

state that the project/activity is not for class credit.

The applicant is required to present their request to the Allocations Committee. If the

applicant fails to appear or is unprepared for the presentation, the hearing will be postponed

and must be rescheduled by the applicant.

Cost Requests must comply with the “fair and reasonable” standard set forth in the South

Carolina Procurement Act.

The appeal process to the Allocations Committee is as follows:

• The individual/organization must request reconsideration from the committee through

the Appeal Form found on Cougar Connect and submitted by 5pm on Monday following

the original decision by stating the justification.

• Only one appeal per request will be considered by the Allocations Committee before

presenting it to Senate.

• If the individual did not request reconsideration of the committee’s original decision,

but the Senate voted the committee’s recommendation unfavorable to the individual, it

may request that the President exercise his/her line-item veto power and reinstate the

committee’s original decision.

• The Presidential veto can be over-ridden by a two-thirds vote by the Senate.

FUNDING APPEALS

Appeal to Executive Vice President for Student Affairs. Persons aggrieved by a student fee

funding decision may appeal the adverse decision to the Executive Vice President for Student

Affairs where:

1. The appeal alleges that the decision impermissibly violated the United States

Constitution, South Carolina Constitution or and Federal, state or local law.

2. The appealing party has exhausted the process for review regarding the funding

decision.

3. Appeals under this policy must be made in writing and state specificity the basis for the

claim. Appeals must be received by the Executive Vice President for Student Affairs

within 5 business days of the aggrieved party’s receipt of written notice regarding the

action that is being appealed.

4. Upon receipt of a privileged memorandum from the Office of Legal Affairs, the Executive

Vice President for Student Affairs shall review the matter and issue a final decision in

writing.

Organizations are encouraged to raise funds to support programs and services sponsored by

the organization and supplement monies received through the budget process. Fundraising

events/programs must be consistent with the mission of the organization as well as institutional

policies and procedures.

Organizations must complete the Fundraising Notification Form on Cougar Connect at least two

weeks before the fundraiser. Space and equipment needed for on-campus fundraising activities

must be coordinated through the Office of Student Life in accordance with existing

scheduling/reservations policies.

No allocated or contingency funds can be used for donations or collections for philanthropy,

cash prize money or scholarships. Raffles must be described as an “opportunity for a free

drawing” for a suggested donation with the understanding that if a ticket is requested at no

charge/donation, the organization must provide a ticket to the individual.

Collected funds must be deposited to the Office of Student Life Business Manager within two to

three (2-3) business days after the event. NO ROLLED COINS or loose change that totals more

than $.99 will be accepted for deposit. All coins must be transferred to “paper” money before

making a deposit with the Business Manager.

The Office of Student Life has resources available to assist student organizations with their

fundraising efforts. There are limited supplies of cash boxes and money bags that may be

checked-out on a first come first serve basis per event. Additionally, we have security sealed

bags that may be used for making deposits after our business office has closed. Please see the

Office of Student Life Business Manager for details.

Revenue made from fundraising can be carried over to the next academic year and/or

semester.

The Credit Card Acceptance and Processing Policy provides requirements and guidance for all

credit card activities for the College of Charleston. This policy is in compliance with the credit

card industry’s PCI-DSS (Payment Card Industry Data Security Standard) as set by Visa and the

other major credit cards. The College’s Debit/Credit Card Policy may be read in its entirety at

http://treasurer.cofc.edu/policies/pci-compliance.php.

Failure to comply with the Credit/Debit Card Policy and associated procedures will be deemed a

violation of College policy and will result in suspension of electronic payment capability.

Additionally, fines may be imposed by the affected credit card company, generally $50,000 for

the first violation. Technology that does not comply with the Credit/Debit Card Policy and the

associated PCI-DSS standards will be disconnected from network services.

Student organizations are not permitted to collect credit/debit card data or use a third party

vendor to accept credit/debit card payments on behalf of the student organization. Violations

will result in the organization’s funding being placed on hold.

Unauthorized purchases are those expenditures made without prior approval of the Business

Manager. Individuals will be held accountable for expenditures made without approval.

No student or advisor can enter into a written or verbal commit to a purchase without

approval.

All contracts must be signed by the College’s Chief Procurement Officer or his/her designee.

Students and/or Advisors may be held personally responsible for costs associated with

contracts or agreements signed on behalf of an organization.

No student or representative of an organization may sign a contractual agreement that binds

the student Organizations, The Office of Student Life, Division of Student Affairs, or the College

of Charleston. This includes contracts for speakers and performers as well as service and rental

agreements.

State of South Carolina employee may NOT receive payment for a personal appearance at the

College of Charleston, although reimbursement may be given for expenses such as costs for

travel.

Regional, national, and international speaker fees will be evaluated on the merit of the

program, the organization’s purpose, and the speaker’s appeal to the College community.

Direct expenditures for lecture fees (such as honorarium, travel, hotel, or meals) cannot be

used for any political organization to monetarily enhance, endorse, or support a declared

political candidate. This is not intended to restrict or interfere with freedom of expression.

No allocated and/or contingency funds may be dispersed to support a particular political

candidate or political party, including officially registered and currently forming political parties,

sponsors of a ballot initiative, or sponsors of lobbying.

At least three weeks advance notice is required for all purchases. Travel related expenses

require at least four weeks advance notice. Please contact the Business Manager in the early

stages of your planning to ensure that you obtain all information needed to proceed with your

desired plans. She may be reached by emailing [email protected], phoning 843-953-5959 or

visiting Stern Center, room 406.

Purchases may be processed online, with a College check, by purchase order, or over the phone

credit card payment. Student organizations should submit all written

documentation/information required for the purchase to the Business Manager at least three

(3) weeks in advance. This should include:

• link or screenshot of completed cart of requested items

• Web address

• Item name

• Item id number, if applicable

• Quantity

• Any other information needed for the item (size, color, etc)

Office Max is the State contracted office supply vendor for the College. Please see the Business

Manager to facilitate this order.

Printing and duplicating requests must be provided by the College’s Copy Center. Please see

the Business Manager to request an Inter Departmental Transfer (IDT) form to facilitate this

payment. All promotional material must have the sponsoring student organization prominently

displayed on the front of the material.

If the event/meeting you are hosting is open only to members of your student organization, the

organization will be responsible for providing the Business Manager with the student

organization membership roster. The most efficient way to provide this is for the student

organization to update the “People” tab on its Cougar Connect page so that it includes current

students, only. Note: The advisor may remain on the roster. Just be sure that he/she is listed

as an administrator and an email address is included. If the event/meeting you are hosting is

open to all students, simply include the following statement on all advertisements (print and

online): “Open to all students”.

Organizations must obtain an Inter Departmental Transfer (IDT) form when making purchases

from the College Bookstore. The organization will receive a 20% discount (on most items). The

student organization representative making the purchase will be responsible for obtaining the

itemized receipt and returning it to the Business Manager after the purchase has been made.

Note: NO PETTY CASH reimbursements will be given for any College Bookstore purchase.

Organizations may use of equipment (i.e. tables, chairs, etc.) from Physical Plant. These

requests must be coordinated through the office of the Business Manager.

ARAMARK has first right of refusal for all on-campus event. You may make your catering needs

online by using their website.

ARAMARK Food Services (www.cofcatering.catertrax.com) is the hospitality provider for the

College. It operates all existing food-service operations on campus, as well as special catering

needs. ARAMARK has a wide array of reception, meal and party foods, as well as beverage

options.

CONFIRMED invoices and event backup documentation (flyer, poster, and email to members or

a list of attendees) need to be forwarded to LaVerne Green Cordes. All orders must be

submitted three weeks in advance of the event date.

If you have any other questions while booking your event, please contact the Catering

Department [email protected] or 843-953-5669.

Requesting the Use of an Off-Campus Vendor

Organizations wishing to use an off-campus vendor for an on-campus event must receive

approval from ARAMARK prior to any catering arrangement is made. You may submit your

written request to [email protected]. In your request, you should include:

Name of student organization

Date, time, and location of event

Name of off-campus vendor you wish to use

Proposed menu

Explanation of why off-campus vendor is being requested

*** Please note that the Business Manager cannot process payments for off-campus food

Travel arrangements will be made according to the funding guidelines and College policy for

organization travel. Travel costs include but not limited to the following:

• Transportation

• Lodging

• Gas

• Registration fee/entry fee

• Shuttle/taxi service

Allocated funds may not be used for trips that provide opportunities to tour/apply to other

schools or graduate programs, internships, auditions, jobs or to receive class credit.

Allocated funds may be used for travel by a member of the organization that will either

represent the College or in which the members will gain knowledge or experience beneficial to

the student body and/or to the individual’s organization. Other guidelines are as follows:

• Personal vehicles will be reimbursed for gas receipts only.

• The driver must be deemed an Authorized Driver.

• Checked baggage will be the sole expense of the traveler.

• SGA will pay actual lodging costs only: incidentals are the responsibility of the traveler.

• Students must opt for quad-room occupancy where available. If unavailable, the then

they must opt for triple occupancy, or, if that is unavailable, the double occupancy.

Single occupancy is a last resort.

• SGA funding cannot be used to offset the cost of an Advisor’s travel costs.

• No funds will be allocated for food and must be the expense for the traveler.

• Any organization planning to travel using budget and/or contingency funds MUST make

arrangements AT LEAST FOUR (4) WEEKS IN ADVANCE through the Business Manager.

Failure to do so may result in the trip NOT being paid for by SGA funds.

• Trips requiring air travel should make arrangements as far in advance as possible to

obtain the least expensive airfare.

• Air tickets are purchased in the individual’s name. If for whatever reason he/she is

unable to attend he/she is responsible for repaying The College, the total cost of the

ticket.

Before asking for funds, the organization and/or individual(s) traveling should consider and be

prepared to discuss:

• The most economical means of travel

• The most convenient and economical form of lodging

• Registration fees.

Office of Student Life must initiate a Travel Authorization form for all official College travel. At

least four (4) weeks prior to travel date, submit to Business Manager:

□ Name and CofC ID number of the person who will serving as the group contact

□ Date and anticipated time of departure from campus

□ Date and anticipated time of return to campus

□ Purpose of travel

□ Location (city, state) of destination

□ Listing of attendees

□ Completed waiver for each attendee

Student organizations may use allocated, Contingency, or revenue funding in various forms of

transportation associated with their official travel. In order to be eligible for direct/advance

billing (payment made directly by College), arrangements must be made by the Office of

Student Life. It is imperative that this process is started in a timely manner and all required

information/documentation is submitted promptly.

Air/Train

• Traveler must provide Business Manager with full name (as printed on State issued

identification card), date of birth, and gender

• Airline tickets are purchased in student’s name and that he/she will is responsible for

reimbursing the College the cost of the ticket if he/she does not attend the scheduled

event. Student will have up to one year from date of purchase to use ticket.

Passenger Vehicle Rental

Student organizations may rent passenger-sized vehicles (compact to mini-van). Currently, the

College has a contract with Enterprise Rent-A-Car (398 Meeting St, Charleston, SC). The rental

is facilitated through the Office of Student Life. Requirements:

• Student must be deemed an “Authorized Driver” by having attended Driver Training;

and

• Submit the following documentation to driver training facilitator:

o copy of current, valid driver’s license

o copy of Driving Record from the Department of Motor Vehicle from the issuing

state.

Personal Vehicle (gas reimbursement, only)

• Student must be deemed an “Authorized Driver” by having attended Driver Training;

and

• Submit the following documentation to driver training facilitator:

o copy of current, valid driver’s license

o copy of Driving Record from the Department of Motor Vehicle from the issuing

state.

• Business Manager must receive proof of current vehicle liability insurance

• Original gas receipt(s) must be submitted to Student Life Business Office within one

week after travel is complete

Note:

• Student organizations are responsible for making their own hotel reservations.

• Currently, we are unable to make lodging payments with the State issued credit card.

• Hotel must accept College of Charleston check payment or payment can be made by a

traveling student, with travel reimbursement to be issued upon completion of travel

• Even if paying with College check, hotel may require a credit card number to hold the

reservation. Card must be provided by a student. However, we advise you to ensure

that the card will not be charged.

• Written confirmation must be submitted to Business Manager once reservation is made.

Payment: □ out of pocket, reimbursement to be issued after travel is completed

□ CofC check (if check: □ must be sent to hotel prior to stay

□ may be hand delivered at check-in)

Student organization members who utilize College owned vehicles, rent a vehicle through the

College on behalf of the organization or use their personal vehicle and are reimbursed by the

College for travel expenses are required to complete Vehicle Safety Training prior to any travel.

Vehicle Safety Training sessions will be scheduled at the beginning of each

semester. Visit www.studentlife.cofc.edu OR Cougar Connect for a complete schedule of

session dates, times and locations. If your organization is planning to travel (and use College

owned vehicles, vehicles rented by the College on behalf of the organization or request

reimbursement for travel from the College), Vehicle Safety Training must be completed at least

three weeks prior to the scheduled trip/travel. Students must bring their driver’s license and

DMV record with them to the training session.

The Office of Student Life will confirm the completion of Vehicle Safety Training by organization

members before travel is scheduled or any travel arrangements are made. Funding will not be

provided and/or reimbursements issued to organizations or representative that have not

completed Vehicle Safety Training prior to club travel that meets the conditions described.

Use of Personal, College-Owned or Rental Vehicles: In order to ensure that student

organizations are in compliance with the Vehicle Use Policy for Conducting the Official Business

of the College of Charleston, representatives and advisors from registered organizations must

be designated as Authorized Drivers. In order to receive this designation, individuals must:

• complete an Authorized Driver form;

• provide a photocopy of his or her driver’s license;

• provide an official, certified copy of current driving record from the Department of

Motor Vehicles (an “Unofficial” online copy may be submitted with the form; however,

an “Official” copy must be sent to Student Life once it is received in the mail.);

• provide a copy of his or her Automobile Insurance Card that clearly states policy number

and agent (if driving Personal Vehicle);

• complete Driver Safety Training;

• ascertain that satisfactory insurance coverage exists to cover the driver and passengers.

Contact Business and Auxiliary Services at (843) 953.4821 if there are any questions

regarding insurance; and,

• receive approval as an Authorized Driver from the Office of Student Life and/or

Environmental Health and Safety.

• An organization may be responsible for insurance deductible if an accident should occur

The Office of Student Life is responsible for room/space reservations for the following facilities

on-campus:

Theodore S. Stern Student Center

Including: Lobby, Room 201, Room 205, Room 206, Room 409, Room 408, Ballroom

Stern Center Garden

RITA 101, RITA 102, RITA 103

Cougar Mall (non-amplified sound)

Rivers Green (non-amplified sound)

Reserving meeting/event space is easy! Here’s all you need to do:

1. Visit http://sterncenter.cofc.edu

2. Click on the Reservation Calendar link on the upper right hand corner of the page (under

Quick Links). This will help determine whether a particular space/venue is even

available for the date needed.

3. If the space/venue desired is available on the date needed, return to the Stern Center

main page and click on the Reservation Request link (also under Quick Links). Select the

Reservation Request Form (faculty/staff or students).

4. Complete all of the fields included on the form and click the Submit button at the

bottom of the page to send your request to Student Life Reservations. Please note that

reservations must be received at least five (5) business days in advance of the date

requested and that requests are not processed on weekends. Events requiring

extensive set-up must be submitted at least 10 business days prior to the proposed

event.

5. An electronic confirmation for the reservation will be returned if the venue is available

on the date requested.

6. You MUST use your College of Charleston issued email address for your reservation

request to be processed.

7. When filling out the reservation form, please be sure to include ALL equipment

requests, including AV, tables, chairs, laptop, etc. This is extremely important especially

for any reservations for the Stern Center Ballroom.

8. ALL catered food must be requested through Aramark.

9. You MUST check in at the Stern Center Front Desk when arriving for a meeting or event.

10. If reserving Stern Center Garden, you will need to contact the Business Manager,

LaVerne Green at [email protected] for AV and any chairs and tables.

All registered student organizations events or programs, excluding general organization

meetings, which take place on campus require an event approval. The purpose of the request is

to ensure organization’s events run smoothly. The request also allows to for campus partners to

be notified of the event details. Approval will be granted as long as the event complies with the

policies set forth and referenced herein. Approval is not required for organization’s regular

organizational meetings: rather, approval is only required for special events and programs, such

as those events that involve outside speakers or guests, a special invitation to the campus

community to attend, and/ or a reasonable expectation of more than 50 attendees.

*Submitting an event request does NOT automatically reserve the space. You must submit a

facility reservation to reserve the space you need.

1. Log into your organization’s page on Cougar Connect

2. Click on the menu on the left and scroll down to events.

3. On the right click on the blue button +CREATE EVENT

4. Complete the online Event Request providing information for all required fields.

5. Once the permit is successfully submitted through Cougar Connect, The Office of

Student Life will assign any relevant campus partners to review the request and will

communicate through Cougar Connect about any additional information that may be

required.

6. After the permit is approved, an email notification will be send from Cougar Connect.

When planning any event/ program, allowing plenty of time to fully implement ideas is

essential to successful programming. New issues and planning for unforeseen concerns always

arise no matter the size of an event. Allowing four weeks for event planning gives organizations

the time needed to implement established ideas as well as new and unforeseen elements.

Events submitted on less than four weeks’ notice will not be approved.

One of the most important details to confirm early in the programming process is the location

of your program. A variety of facilities and venues are available on campus for recognized

student organizations to reserve for programs and events. A calendar showing the availability

of facilities on campus can be found through the Stern Center Reservations webpage

(sterncenter.cofc.edu). The Office of Institutional Events provides a comprehensive list of

facilities and contact information for reserving campus venues at

http://president.cofc.edu/administration/inst-events/venue-rentals/index.php

Student organizations may be charged a usage fee and/or damage deposit for use of on-campus

venues. Organizations that fail to return facilities and/or venues to their pre-event condition

(including the removal of decorations, proper disposal of trash, etc.) will forfeit their damage

deposit. Additional charges may be assessed if cleaning or repair costs exceed the amount of

the damage deposit. Excessive damage and/or failure to adhere to facility usage policies will

result in the loss of the organization’s ability to reserve campus facilities and venues in the

future. Please check with the facilities manager early in the planning process to learn of any

additional policies, procedures, or deposits. Organizations must demonstrate their compliance

with all policies associated with the chosen venue, including the availability of all necessary

funds.

The dark period begins at 11:59PM on the last day of class each semester and ends at 10pm on

the last day of final exams. Events scheduled to take place during the dark period will not be

approved.

Having funds available to produce an event/program is key to the success of the event planning

process. It is also important to set a budget for each event so you do not exceed available

funds. All registered student organizations should consult with the Business Manager prior to

committing any available funds to an event. Organizations must demonstrate the availability of

funds to cover all expenses associated with the event.

The promotion of an event/program should start at least two weeks prior to the date of the

event. Allowing two weeks for advertising will ensure that as many people as possible are

aware of the event through as many outlets as possible. Advertising/ marketing should not

begin until all event details are confirmed. Please refer to the above mentioned Event Planning

Check list regarding details that need confirmation.

No student or representative of an organization may sign a contractual agreement that binds

the Division of Student Affairs, Office of Student Life or the College of Charleston. This includes

contracts for speakers and performers as well as service and rental agreements.

No speaker who is a State of South Carolina employee may receive payment for a personal

appearance at the College of Charleston, although reimbursement may be given for expenses

such as costs for travel. Regional, national, and international speaker fees will be evaluated on

the merit of the program, the organization’s purpose, and the speaker’s appeal to the College

community.

Direct expenditures for lecture fees (such as honorarium, travel, hotel, or meals) cannot be

used for any political organization to monetarily enhance, endorse, or support a declared

political candidate. This is not intended to restrict or interfere with freedom of expression.

Many events inadvertently include some level of risk management, and it is the philosophy of

the Office of Student Life to provide all registered organizations with the tools and skills to

reduce the level of any type of risk that might affect student organization events for the benefit

of the organization, the students, and the College. It is the responsibility of every student

organization to make sure their attendants have a safe and enjoyable experience.

Organizations must demonstrate compliance with any risk management requirements

reasonable imposed by the Office of Student Life after evaluating the event.

Organizations planning an event that includes a physical activity (i.e. inflatable novelties or kick

ball tournament) will need to provide a Student Liability Release and Waiver form for each

attendant (see studentlife.cofc.edu). This form ensures that those who participate are aware

and understand and risks involved with the event. Completed waiver forms should be kept on

file by the hosting organization for a minimum of one year.

Organizations planning to transport students to an off-campus location will need to provide a

“Student Liability Release and Waiver” form for each attendant (see studentlife.cofc.edu). This

form ensures that those who participate are aware and understand and risks involved with the

event. Waiver Forms can be obtained through the Office of Student Life. Completed waiver

forms should be submitted to the Office of Student Life (SSC room 406).

Events that include the contracting of off-campus vendors to supply entertainment (i.e.

inflatable entertainment, mechanical bulls, or climbing walls, speakers and performers) need to

have on site a certificate of insurance, which the contracted vendor needs to supply. The

College of Charleston and the State of South Carolina cannot insure off-campus contracted

entities.

Stern Student Center: When requesting a space reservation in the Stern Student Center, please

include in your request any audiovisual equipment that will be needed for your event. The

Office of Student Life will setup all equipment requested on the Facility Reservation Request

Form in the reserved space prior to your event. The Office of Student Life does not charge

registered organizations for audiovisual equipment requested for events occurring in the Stern

Student Center. It is encouraged to hire a Media Technician for the Stern Center events that

require a high level of technical support.

Audio/Visual Event Support: When reserving facilities other than the Stern Student Center,

Audio/Visual Event Support can assist student organizations with audiovisual equipment

needs. Audio/Visual Event Support must be contacted at least one week in advance and the

student organization is responsible for personnel and equipment rental fees. The student

organization must contact the Business Manager to make arrangements for an IDT to pay for

these services. No audiovisual equipment can be taken off the College premises.

If a program requires more extensive equipment than what the College offers, it may have to

be rented from a private business in the area.

The Federal Copyright Act (Title 17, United States code, Public Law 94-553, 90 Stat. 2541)

governs how copyrighted materials, such as movies, may be distributed and publicly displayed

and performed. Neither the rental nor the purchase or lending of a movie carries with it the

right to exhibit such a movie publicly outside the home, unless the site where the video is used

is properly licensed for copyright compliant exhibition, or the screening has been properly

licensed. This also applies to movies borrowed from sources such as public libraries, colleges,

and personal collections. Public performance includes a movie shown in a place open to the

public or any place where a substantial number of persons outside of a normal circle of a family

or its social acquaintances are gathered. A license is required for all public performance of films

that are protected by copyright. This copyright requirement applies to both commercial and

non-profit organizations and venues, including colleges and universities and student

organizations, regardless of whether admission is charged. Those who violate copyright law can

be subject to infringement claims and prosecuted, and will be in violation of college policy. The

Office of Student Life works closely with companies that facilitate the purchase of a license to

show a movie. Consult the Office of Student Life if your organization is planning to show a film

In an effort to continue to develop Student Life at the College of Charleston and promote an

increased sense of community on campus, the Division of Student Affairs has created the

following policy for the use of amplified sound on-campus in connection with programs and

events held on weekdays during business hours during the upcoming academic year. Events

requiring the use of amplified sound that are scheduled Monday – Friday between the hours of

8 a.m. and 9 p.m. will be held in the Stern Center Gardens. (Space reservations for the Stern

Center Garden will be accepted on a first-come, first-serve basis)

The Office of Student Life and the Division of Student Affairs will provide information related to

any special previously approved events requiring amplified sound in a timely manner to the

Provost’s Office so that advance notice of events can be distributed to faculty members and

academic departments.

The use of amplified sound will not be permitted during the hours of 8 a.m. – 9 p.m. on

weekdays in areas immediately adjacent to offices or classrooms facilities (i.e. Maybank Hall,

the Cistern, etc.).

Policies are designed to ensure that group functions are conducted in compliance with South

Carolina state alcoholic beverage laws and College of Charleston regulations. The policies are

also intended to discourage irresponsible use of alcoholic beverages and emphasize responsible

drinking behavior, thereby minimizing the liabilities of the College of Charleston and of the

sponsoring group. This policy is written for all registered student organizations and offices

working with student organizations at the College of Charleston. When planning an event, make

sure this policy is read in its entirety. Sorority and Fraternity-sponsored events are also subject

to the stipulations listed in Risk Management Policy for Interfraternity, National Pan-Hellenic

and College Panhellenic Fraternities and Sororities at the College of Charleston.

Alcohol Use on Campus During Events Policy can be found here:

http://policy.cofc.edu/documents/6.3.1.pdf

Any registered student organization and office working with student organizations sponsoring

an on-campus event with alcohol must adhere to the following:

• No student organization sponsored event that includes alcohol shall exceed four (4)

hours. Under NO circumstances are alcoholic beverages to be sold by the sponsoring

organization.

• This policy is for beer and wine only. No distilled spirits are permitted at any College of

Charleston function sponsored or co-sponsored by student organizations on the College

of Charleston campus. BEER-ALUMINUM CANS ONLY, NO BEER BOTTLES; WINE

BOTTLES PERMITTED.

• The event may be BYOB or the student organization may contract with a third-party

vendor to serve and/or sell alcoholic beverages at approved functions and locations. If a

third-party vendor is utilized, they will be restricted to the amount of alcohol to be

purchased, the service method, the number of drinks per individual and the timeframe

of the service. These determinations will be made on a case-by-case basis.

• Responsibility for the proper conduct of all individuals attending functions rests

primarily with the organization sponsoring the event. At least one event manager must

be identified. Event manager must remain sober while carrying out their duties during

the event.

• The event must be registered with The Office of Student Life at least TWO WEEKS (14

business days) in advance. The signature of the organization’s advisor is required. On

Campus Event Planning Form can be found online at studentlife.cofc.edu and on Cougar

Connect.

• A method of identifying participants under the age of 21 must be in place during the

event.

• If BYOB, the limitation is one six-pack of beer (cans only) or one liter of wine per

participant.

• No personnel, including security is to be paid in cash for working the event. Policies have

been established for payment of all personnel. See the Business Manager in the Office

of Student Life to arrange for payment.

• Campus areas designated for consuming alcoholic beverages at a student-sponsored

event are: Barnet Courtyard, Cistern Yard, Stern Center Garden, and P Parking Lot

(located behind fraternity housing off Wentworth Street).

• Non-alcoholic beverages and unsalted food for fifty (50%) percent of anticipated guest

attendance must be available at every function.

The following attendance, guest and advertising guidelines and procedures shall be in effect

and followed at all functions where alcoholic beverages will be consumed on and off the

College of Charleston campus. Sorority and Fraternity-sponsored events are also subject to the

stipulations listed in Risk Management Policy for Interfraternity, National Pan-Hellenic and

College Panhellenic Fraternities and Sororities at the College of Charleston.

Attendance: Every member, including alumni, in good standing of the sponsoring organization

will be permitted to attend that sponsor’s event. The number of participants allowed access to

a function will be controlled by pre-established limits for the specific facility or locale.

Guest Procedures: Those attendees (age 21 and over) consuming alcohol must have their

College I.D. and driver’s license checked to confirm their age; must have their coolers, etc.,

inspected as the one six pack per person or one liter bottle wine limit is in effect if BYOB; and

must have their hands stamped or marked or wristband applied designating that they are 21 or

older. No shuttling shall be permitted. Each person may bring one six-pack or one liter bottle of

wine into the site one time if BYOB. Individuals shall not be permitted to leave and return to the

function site with additional alcohol. No intoxicated person(s) will be admitted to the function.

Advertising: Advertising of student organization-sponsored events where alcoholic beverages

will be consumed must be consistent with the educational philosophy of the College of

Charleston and follow these conditions:

• Advertisement for any event where alcoholic beverages are being served must note the

availability of non-alcoholic beverages and food as prominently as the alcoholic

beverages.

• The message conveyed in the event promotion must not encourage the use of alcohol.

• Publicity must not convey that consumption of alcohol is the purpose or reason for the

event.

• Promotion must not refer to the amount/quantity of alcohol to be present

• Advertisements for events must not portray drinking as a solution to personal or

academic problems or as necessary for social, sexual, or academic success.

• Alcoholic beverages must not be provided as awards, door prizes, or giveaways to

individuals or campus organizations.

Violations: Any person who is a member of the College of Charleston community violating any

procedures shall be subject to accountability under the alcohol policy penalty provisions found

below. Non-College of Charleston guests violating these procedures shall be removed from the

premises and arrested. They will also be prosecuted as deemed necessary by the Public Safety

officials.

No under-aged student should be wearing a wristband or hand stamp or be provided alcoholic

beverages. Any failure to comply with this will be considered a violation of the alcohol policy,

Honor System, and state law.

The first person detected being in violation of campus, local or state alcohol or drug ordinances

will be ticketed and removed from the event. The second person in violation will be ticketed,

removed from the event and cause the event to be shut down.

Sanctions: Violations of these policies on or off-campus will be subject to the following

responses.

First Violation Sanctions may include, but not limited to:

• Group is on social/event suspension for minimum of one month. The exact time period

is to be determined by the Director of Student Life or Director of Fraternity and Sorority

Life.

• Social/event suspension remains in place until meeting and plan are completed.

Failure to comply with sanctions for the first offense may result in sanctioning as imposed under

a second violation.

Second Violation Sanctions may include, but not limited to:

• Loss of campus privileges including access to the organization account for a minimum of

three months, excluding summer months.

• Entire organization must attend a 6-hour alcohol risk reduction seminar (deadline to be

set by the disciplinary administrator).

• Must pay a $500.00 fine to the Office of Student Life or Director of Fraternity and

Sorority Life or plan an alcohol-free social event for the entire student body on a

weekend.

• Letter of notification to be sent to the national organization, sponsoring agency or

academic department.

Failure to comply with sanctions for the second offense may result in sanctioning as imposed

under a third violation.

Third Violation:

The sanction for a third violation is suspension of recognition by the College for a time period

consistent with the level of infraction up to a permanent suspension from the College of

Charleston campus. This will be determined by the Director of Student Life or Director of

Fraternity and Sorority Life in conjunction with the Dean of Students and/or Executive Vice

President for Student Affairs.

Any registered student organization must inform the appropriate College office of intent to

host an event off campus where alcohol will be served or available. The College has no

supervisory duty or liability regarding this type of off-campus event. Any injuries, damages or

claims, including alcohol liability claims, are the sole responsibility of the organization’s

individual members and the event venue.

• Each organization is to complete the Off Campus Event Notification Form and submit to

the Office of Student Life (for all-non Fraternity and Sorority organizations) or to the

Office of Fraternity and Sorority Life (for Fraternities and Sororities).

• The form must be submitted at least two weeks prior to the date of the event.

• Organizations must abide by all relevant policies included in the Compass (Student

Organization Handbook) and any relevant policies for those organizations affiliated with

national or international organizations.

• Advisors must be aware that the organization is hosting the event.

• Organizations must indicate their understanding that the College has no supervisory

duty or liability regarding this type of off-campus event. Any injuries, damages or claims,

including alcohol liability claims, are the sole responsibility of the organization’s

individual members and the event venue.

• If any student fee or other state funding is being utilized to fund any portion of the

event, all College procurement and contractual policies must be followed. (NOTE, no

student fee or other state funding may be used for the purchase of alcohol.)

The College of Charleston is not responsible for libelous communication or actions of any

organization or individual. Every organization represents the College; therefore, the College

recommends that organizations design their promotional materials with appropriateness,

veracity, and in good taste.

All promotional materials must have “open to all students” unless it is a closed meeting. If

meeting is closed and food is provided the organization must provide a list of attendees.

All promotional material must have the sponsoring department or sponsoring registered

student organization prominently displayed on the front of the material.

Campus organizations are allowed to disseminate information to the College community by

posting information at these locations:

• Outside Brick Surface of: Education Center, Science Center, Silcox Gym, Office of

Fraternity and Sorority Life

• Fences on Calhoun, St. Phillip and George Streets (NO taping to the fence)

• Balconies of Science Center, Maybank Hall and Robert Scott Small Building.

• Fliers in classrooms and bulletin board marked Campus Events around campus until date

of event has passed.

• Chalkboard updates in small corner of boards in classrooms until date of event has

passed.

• Residence Halls (as approved by Office of Residence Life).

• Stern Center Lobby on a first come, first serve basis (as approved by the Office of

Student Life).

• Please note that all kiosks and bulletin boards are cleared of all materials every Friday by

CofC Physical Plant. It is recommended that groups post material after 3:30pm on

Fridays.

• Student organizations are requested to use non-adhesive materials to post flyers and

banners at any of the locations listed above. Examples: zip ties, string and fishing line

can be used.

• The use of paints, stains, acids, tapes, chalk or any other substance that might damage

or deface the building is prohibited. **Please note that blue painters tape is

recommended to affix promotional materials to all surfaces.

• No person shall affix anything to the walls, doors, ceilings, or any painted or non-painted

area inside buildings. Only the bulletin boards are to be used for the posting of

materials.

• Promotional materials will be removed by CofC Physical Plant on Friday of each week.

• Campus organizations are responsible for removing their outdated postings.

Organizations may lose posting privileges if outdated postings are not removed.

• Items may NOT be placed on SSC Food Court glass.

• USE OF SIDEWALK CHALK IS NOT ALLOWED.

• DO NOT ATTACH PROMO TO CAMPUS BENCHES.

• Violations of Posting Guidelines will result in disciplinary action by the Office of Student

Life.

Registered Student Organizations are able to advertise events in the Residence Halls digitally.

You can find a link to submit your advertisement here.

You can also visit residencelife.cofc.edu and click “Advertise with us”.

In August of 2006, the City of Charleston enacted the Snipe Signage initiative. The definition of

snipe signage includes, “Leaflets, handbills, posters, flyers, announcement or other advertising

and informational materials that are tacked, nailed, glued, pasted or otherwise attached to

trees, poles, stakes, fences, buildings or other objects, and the advertising matter appearing

thereon is not applicable to the present use of the premises where the snipe sign is located”

(Snipe Sign Violations – Warning Notice letter, August 2006). Snipe signage posted by

departments, student organizations or individuals from the College of Charleston community

will be removed and a ticket will be issued for the violation, requiring the responsible party to

appear in Livability Court. Violations may result in a 30-day jail sentence and/or a fine of up to

$1,087.00 per item posted.

Student organizations are responsible for familiarizing their members with this policy.

All members of the College of Charleston community are required to follow the College Policy

on Peer-to-Peer File Sharing. This Policy covers all electronic means to transmit, disseminate or

store copyrighted materials including e-mail, web pages, and peer-to-peer file sharing software.

The Policy also applies to all computers and applications utilizing the College network. Please

be sure that you have rights for any material you are making available or sharing on the College

network. The unauthorized distribution of copyrighted material, including unauthorized peer-

to-peer file sharing, may subject you to disciplinary action as well as civil and criminal liabilities.

With regard to students, a detailed description of the College’s policies concerning disciplinary

actions for the unauthorized downloading and unauthorized distribution of copyrighted

material is set forth in the Student Handbook. Students risk losing their computer access

privileges due to multiple violations of the policy. With regard to faculty, a detailed description

of the College’s policies concerning disciplinary actions for the violating federal law is set forth

in the Faculty and Administrative Manual (Section VII, B).

A summary of the current civil and criminal penalties for violation of federal copyright laws is as

follows: The infringer may be required to pay the actual dollar amount of damages in an

amount equal to the profits gained from the infringement or, alternatively, pay what are

termed “statutory damages”. Statutory damages can range from $750.00 to $30,000.00 for

each work infringed, unless the court finds that the infringement was willful. In such cases, the

maximum penalty is increased to $150,000.00. The court may also award attorneys’ fees and

court costs, issue an injunction to stop the infringing acts and impound the illegal works.

The infringer can be sent to jail for up to 10 years.

Under the law, it is not necessary to establish that the infringer made a profit from the

infringement in order to establish liability for the infringement. Therefore, liability can be

imposed for common illegal peer to peer file sharing, for example the improper downloading of

music and video files, even if the infringer has not gained a profit from the illegal activity. For

Users who distribute any quantity of copyrighted materials, or advertise their services to Users

even thou they receive no financial benefit, they may also be subject to criminal investigations

and incarceration. The link for the full text of Chapter 5 of the Copyright Law of the United

States of America, “Copyright Infringement and Penalties” can be found at