Student Organization

Manual
2006-2007

Student Organization
Manual
2006-2007
 STUDENT ORGANIZATION RESOURCE GUIDE
TABLE OF CONTENTS

General Policy and Information

Important Campus Contacts
Benefits of Registering as a Student Organization
Conditions for Maintaining Registration
Organization Membership
Organization Advisors
Organization Officers
Withdrawal and Denial of Registration
Organizational Misconduct
Social/Alcohol Policy
Facilities and Services
a. Facilities
b. Classic Fare Catering
c. Equipment Rental
d. Grounds Usage Permit
e. Promotional and Advertising Space
f. Student Organization Office Space
g. Student Organization Lockers
h. Vehicle Rentals
Advertising and Soliciting on Campus
Getting the Word Out About Your Organization
a. Chalking
b. Crimson White
c. 91 Seconds on New Rock
d. World Wide Web
e. Student Organization Directory
f. CCSO E-mail List
g. Student Organization Display Board
h. CCSO Application Center and Drop-Off Slot
i. Get On Board Day
j. Student Organization of the Month
k. Student Organization Awards Banquet
Financial Information 14
a. Financial Affairs Committee

Appendix
Ferguson Center Policies
Financial Affairs Committee Information
Hazing Policy
Student Organization Update Form
Social Events Registration Form
Alcohol Beverage Permit
 IMPORTANT CAMPUS CONTACTS

Athletic Marketing and Trademark Licensing www.rolltide.com

348-7731

Campus Mail Service campusmail.ua.edu 348-

7807

Campus Media 348-7257

Corolla Yearbook corolla.ua.edu 348-6076
Crimson White www.cw.ua.edu 348-7845
Dateline Alabama www.datelinealabama.com 348-
8254
WVUA-FM www.newrock907.com 348-6082
WVUA-TV Cable TV 348-8660

Coordinating Council for Student Organizations ccso.ua.edu

348-CCSO
(fax) 348-0752

Community Service Center volunteer.ua.edu 348-

5722

Counseling Center www.sa.ua.edu/Counseling/ 348-

3863

Ferguson Center Student Union www.ferguson.ua.edu 348-

6063
Bama Dining and Classic Fare Catering www.bamadining.com 348-
6080
Career Center www.career.ua.edu 348-
5848
Crimson Copies 348-6544
Ferguson Reservations 348-2827
Sylvester Jones Leadership and Career Resource Center 348-
0599
The Supply Store www.alabamasupplystore.com 348-
6168

Campus Activities Office www.sa.ua.edu/DoS 348-6114

Office of Judicial Affairs ja.ua.edu 348-

8234

Public Safety
UA Police Department police.ua.edu 348-
5454

Seebeck Computer Center helpdesk.ua.edu 348-

HELP
Student Government Association sga.ua.edu
34UASGA
Financial Affairs Committee 348-5715
Homecoming 348-6121
Office of the President 348-6127
Student Legal Clinic 348-2742

University Information www.ua.edu 348-

6010

University Printing printing.ua.edu 348-

5200
Bulk Mail Processing 348-0333

University Programs www.up.ua.edu 348-

7525

University Relations universityrelations.ua.edu 348-

5765

Women’s Resource Center wrc.ua.edu 348-

5040
BENEFITS OF REGISTERING AS A STUDENT
ORGANIZATION
There are many opportunities and
services registered organizations may
take advantage of:
 Use of University facilities
including Ferguson Center meeting
rooms (free of charge or at a
discounted rate)
 Sponsorship of events, on-campus
solicitation, and fundraising
activities
 Organization mailbox services (on-
campus mail only)
 Eligibility to apply for student
activity funds in accordance with
University procedures and
regulations
 Limited computer privileges
determined by User Services
 Eligibility to obtain a student
organization E-mail and Website
accounts through the Seebeck
Computer Center
 Opportunity to participate in “Get
On Board Day”
 Inclusion in the Student
Organization Directory
 Access to consultation with
Campus Activities Office
professional staff on organizational
issues (i.e., conflict resolution,
retreats, officer transition, etc.)
 Free advertising of
program/activities in the Ferguson
Center
 Free use of display cases in the
Ferguson Center.
 Opportunity for recognition
through the CCSO Awards Banquet
Registered student organizations are
private, voluntary associations and are
not official components of The University
of Alabama. Registration allows student
organizations to enjoy basic privileges
granted by the institution when the
organization meets minimum standards
for registered status. Registration does
not imply University approval of the
organization or the activities of the
group; and The University of Alabama
and the Campus Activities Office in no
way accept liability for the actions of
registered student groups
ALL organizations must renew
registration every year. Reminders
will be sent by mail and via e-mail.
CONDITIONS FOR MAINTAINING
REGISTRATION
To remain registered status, previously
registered student organizations must:
A. Renew registration each fall semester
by completing a Student
Organization Information Update
Form within the first two (2) weeks of
the beginning of the fall semester.
B. Have at least one (1) representative
from the organization attend the
Foresight: A Transition Workshop
for Organization Leaders (generally
held in September).
C. Registered student organizations are
responsible for submitting to the
Campus Activities Office a Student
Organization Information Update
Form after election or appointment of
new officers, or when changes occur
in the organizational officers or
advisors, mailing addresses, and
phone numbers.
D. Registered student organizations must
submit a copy of their constitution
and by-laws to the Campus Activities
Office (every year).
E. Registered student organizations must
notify the Campus Activities Office in
writing when changes occur in the
general status of the organization
(inactive, defunct, name change, etc.).
F. To maintain registered status at The
University of Alabama, student
organizations affiliated/associated
 with a national/international
organization or designated as
chapters of national/inter-national
organizations must retain official
recognition by the
national/international association.
G. If the organization allows membership
to include non-University of Alabama
students, at least 50% plus one (1) of
the total membership must remain
currently enrolled University of
Alabama students.
H. At the end of each spring semester
and no later than a specified date,
non-social fraternal organizations
must submit a Student
Organization Annual Report to the
Campus Activities Office. * The
Student Organization Annual Report
serves as an historical record of
organizational activities and as an
instrument through which the Campus
Activities Office and CCSO can
evaluate and improve services and
resources currently available to
registered student organizations. The
Annual Report will not be used as a
basis to deny future registration.
I. Every four (4) years, each social
fraternal organization must submit to
the Campus Activities Office a self-
study report based on standards
determined by the Greek Self
Assessment Board and outlined in the
Greek Self-Assessment Program.
J. All student organizations shall conduct
affairs in a lawful manner and in
accordance with the constitution and
by-laws on file in the Campus
Activities Office and with all applicable
The University of Alabama policies and
regulations, city ordinances, and state
statutes and federal law.
ORGANIZATION MEMBERSHIP
The following guidelines for membership
in non-fraternal student organizations are
located in the Student Handbook. Please
make officers and members aware of
these guidelines.
1. Membership in registered student
organizations shall be open to all
students of The University of Alabama,
without regard to race, religion, sex,
disability, or national origin, except in
cases of designated fraternal
organizations exempted from Title IX
regulations (20 U.S.C. §1681)
concerning discrimination on the basis
of sex.
2. Registered student organizations must
inform the University community of
organizational membership criteria
and selection processes, including
membership application deadlines.
Organizations should attempt
outreach efforts to groups that are
typically under-represented in student
organizations.
a. Selection criteria must be relevant to
the goals and objectives of the
organization. Organizations with
selection criteria adversely impacting
a particular segment of the university
community must eliminate that
criteria or demonstrate adequately the
relationship between selection criteria
and organizational goals and
objectives.
b. CCSO, in conjunction with the
Campus Activities Office, reserves the
right to work with registered student
organizations to enhance
inclusiveness and to determine
alternatives to arbitrary criteria,
limiting membership and encourage
irrelevant exclusivity.
ORGANIZATION ADVISORS
In order to take full advantage of all that
is available to student organizations, it
works to the organization’s advantage to
have an advisor. The advisor will be able
to share insights and directions with you
to ensure your organization promote the
objective and meaningfulness of your
group. Advisors of registered
student organizations must be
permanent employees of the
university, either faculty or staff.
An advisor’s role is different for every
group, but in every case your group is a
STUDENT organization. The primary
responsibilities of an organization advisor
include:
 Overseeing all financial
transactions and receiving all bank
statements:
 Ensuring that officers have a
minimum cumulative 2.00 grade-
point average and 3.00 grade point
average for graduate students and
that primary officers are currently
enrolled University of Alabama
students;
 Providing consultation concerning
membership selection procedures
and responsibilities, conducting an
initial overview of membership
outcomes and reviewing profiles of
newly selected members;
 Reviewing and signing
organizational registration
documents and Annual Reports;
 Performing other duties deemed
appropriate by the organization
and outlined in the organizational
constitution and by-laws.
Registered student organizations have
the right to select a new advisor at
anytime according to procedures outlined
in the organizational constitution and by-
laws.
As an advisor becomes familiar with the
organization and its leaders, he or she
can assess group needs. An advisor
should be perceptive and sensitive to
changing leadership and organization
conditions and adjust his or her advising
style accordingly. Maintaining frequent
and open communication with the
organization and its officers can easily
facilitate this process.
ORGANIZATION OFFICERS
1. The primary officers of a registered
student organization (president,
vice-president, secretary, treasurer,
or the equivalent) must be
currently enrolled students at The
University of Alabama.
2. Officers of student organizations
must be in good disciplinary
standing and must maintain a
minimum cumulative 2.00 GPA to
hold office for undergraduates and
3.00 GPA for graduate students to
hold office. The responsibility of
verification rests ultimately with
the organization and organization
advisor(s).
Student Organization Leadership
There are many styles of student
leadership – leading vs. managing,
personal vs. position power, and success
vs. effectiveness. The Campus Activities
Office provides opportunities to gain
leadership experience through both
traditional settings and through non-
positional leadership development
offerings designed to boost your
leadership potential. By participating in
workshops, service opportunities, and
leadership training conferences and
events, you can become the kind of
leader that employers seek. Some of
these programs are even facilitated by
students, offered by the LEAD team and
Outreach Team, peer educators whose
primary focus is to equip students with
marketable skills and to help student
organizations improve their efficiency
and effectiveness. For more information
call 348-CCSO.
WITHDRAWAL
No student organization will be officially
registered with The University of
Alabama if the Campus Activities Office
determines that the organizational
activities are detrimental to the
academic and/or educational missions of
the University.
A. If the Campus Activities Office
denies registration of a new
student organization, the Campus
Activities Office will notify the
president and advisor of the
organization in writing of the
decision to deny registration. The
organization denied registration
may appeal in writing to the
Associate Vice President for
Student Affairs within five (5)
University working days from the
date of the denial notification
correspondence. The decision of
the Associate Vice President for
Student Affairs is final.
B. The Campus Activities Office
reserves the right to withdraw
registration of a student
organization for [1] failure to
comply with regulations governing
students and student groups or [2]
loss of recognition by or
membership in its respective
national/international organization.
a. The Campus Activities Office
will notify the president and
advisor of the organization in
writing about the proposed
withdrawal of registration
and the reason(s) for
proposed withdrawal of
registration.
b. Within five [5] University
working days of the date of
proposed registration
withdrawal correspondence,
the organization must show
cause why registration should
not be withdrawn.
c. Should the organization
choose not to show cause or
should the Campus Activities
Office determine
justifications for retaining
registration to be inadequate,
the Campus Activities Office
will notify the president and
advisor of the organization in
writing of the actual
withdrawal of registration,
and the reason(s) for
withdrawal of registration,
and the effective date of
withdrawal of registration.
d. The organization may appeal
withdrawal of registration in writing
to the Associate Vice President for
Student Affairs within five (5)
University working days from the
date of registration withdrawal
correspondence. If the organization
fails to appeal withdrawal of
registration within the specified time
period, the decision of the Campus
Activities Office is final.
e. Concerning organizational
appeals of withdrawal of
registration by the Campus
Activities Office, the decision
of the Associate Vice
President for Student Affairs
is final.
ORGANIZATIONAL MISCONDUCT
The following regulations are located in
the Student Handbook that is available
from the Campus Activities Office. Please
make members aware of the regulations.
If a violation of the Student Code of
Conduct is believed to have occurred, the
judicial procedures laid out in the Student
Handbook will be followed.
5. Article IV: Organizational Misconduct
Student organizations enrich the campus and
community by providing a source of intellectual,
personal and social development of students
through their programs and activities. The
University fulfills an important mission by
providing procedures and policies for the
registration and of student organizations is the
obligation of each organization to conduct
activities in accordance with University rules and
policies and applicable laws. Student
organizations are required to comply with the
written rules and policies of the University.
A. Responsibility of Officers
A fundamental aspect of any organization is
the right of the membership to elect officers
who serve to ensure, among their other
duties, that the activities of the organization
are conducted properly. It is the responsibility
of the officers of each student organization to
ensure that the organization complies with
this Code of Conduct and to actively oppose
and prevent any planned organizational
activity, which would violate the Code of
Conduct. It is also the obligation of the
officers of any student organization to advise
and counsel individual members of their
organization whose conduct could lead to
misconduct charges against the organization,
as provided herein.
B. Organizational Responsibly for Misconduct
Student organizations will be held responsible
for misconduct in the following circumstances:
*Organizational responsibility for its own acts.
The organization will be held responsible:
1. When the organization fails to comply with a
duty imposed by a written University policy,
including, but not limited to, improper
membership education and initiation,
improper organizational registration of
activities for which registration and/or
permission is required; failure to comply with
applicable health and safety regulations;
misuse of University property, facilities and
equipment; violations of University
regulations on the use of alcohol; and
violations of any other rule or policy
applicable to organizations.
2. When one or more officers refuse or neglect
to perform their duties under this code as
described above in Article IV.
*Organizational responsibility for individual acts
of misconduct.
1. The organization will be held responsible for
the actions of one or more of its members,
which violate this Code of Conduct when the
actions arise in the course of or derive from
the activities of the organization.
2. In situations other than those described in (1)
above the organization may be held
responsible for a member or members’
misconduct when, prior to such misconduct, a
member or members have committed acts of
misconduct the nature of which has caused
the Campus Activities Office to be concerned
that the organization is not conducting
activities in a manner which discourages such
conduct, and the Campus Activities Office has
notified the organization that further
occurrences of such conduct by one or more
members will result in disciplinary actions
against the organization. Examples of such
violations include, but are not limited to
offenses against persons, offenses against
property, alcohol abuse and illegal drug use.
The notice will be in sufficient detail to notify
the officers of the precise nature of the
offenses and the length of time the notice
shall be effective.
SOCIAL/ALCOHOL POLICY
The University of Alabama has
established a social/alcohol policy in
order to ensure that the normal academic
functions of the University are not
disrupted and to encourage the
responsible developments of all students.
For more information and specific
guidelines, please see the appendix or
obtain a copy of Party Smart, available at
the Campus Activities Office.
FACILITIES AND SERVICES
There are several facilities and services
available to registered student
organizations including facilities for
meetings and events, promotional and
advertising space, vehicle rentals, and
technical services.
Facilities
Facilities are available for various size
groups in the Ferguson Center, Plaza,
Crimson Promenade, and Student
Services Center. For specific guidelines,
please see the Ferguson Center User’s
Guide or the appendix. Some of the
facilities that are available to student
organizations are as follows:
Ferguson Center
16 meeting rooms
Alabama Ballroom
Heritage Room
Forum (90 people)
Theater (424 people)
Plaza – outdoor facility
Game Room – pool tables and arcade
games
Crimson Promenade
Outdoor area available for informational
and recognition nature
Student Services Center
5 meeting rooms
Social Activity Space
Space at The Student Recreational
Center is available for social functions.
Reservations made ONLINE only. Go to
urec.sa.ua.edu for reservation and
reservation policies.
Classic Fare Catering
Classic Fare is available for all catering
needs for student organizations. Special
student discounts are available. For
more information, please call 348-6080.
Note: Registered student
organizations are allowed to bring in
snack food and beverages to
organization meetings in the
Ferguson Center (subject to certain
conditions) not totaling more than
$35. For a list of those conditions,
please see the appendix or call 348-
6063.
All groups reserving room space in
the Ferguson Center that will need
food for meals will be required to
use Classic Fare for all catering.
Equipment Rental
Student organizations can rent a full
range of furniture, audio-visual
equipment, and accessories to use in
conjunction with their Ferguson facility
reservation. These arrangements can be
made in the Ferguson Center Event
Planning Office at the time the facility
reservation is made.
Grounds Usage Permit
Areas such as the Quad and other
University grounds are available for use.
Contact the Campus Activities Office at
348-6114 for more information and/or
specific guidelines.
Promotional and Advertising Space
The following promotional and
advertising space can be reserved by
student organizations in the Ferguson
Center Event Planning Office:
Display Cases
Many large display cases are located
throughout the Ferguson Center. The
cases may be reserved for a maximum of
four (4) weeks. And can only be reserved
once a semester. Policies are posted on
the Ferguson Center website at
ferguson.ua.edu.
Banner Spaces
Areas around the Plaza and parking deck
are available for hanging professionally
made banners. These spaces are rented
by the week. Policies are also posted on
the Ferguson Center website at
ferguson.ua.edu.
Ferguson Center Table Spaces
Table spaces are available in the
Ferguson Center for distributing
information and for appropriate
fundraising. Please note the policies on
the Ferguson Center website.
Student Organization Office Space
Limited office space is available in the
Ferguson Center for student
organizations. Applications are available
each spring in the Ferguson Center Union
Director’s office.
Student Organization Lockers
Lockers are available on the third floor for
storage for student organizations.
Priority is given to organizations without
assigned office space. For more
information and/or specific guidelines,
call the Ferguson Center at 348-7487.
Vehicle Rentals
Fleet Services has passenger vans and
cars available for rental by registered
student organizations. The vans are
available for official in or out-of-state
travel by UA faculty, staff, employees,
students, and authorized guests.
Students are not permitted to travel out
of the Tuscaloosa area without a faculty
or staff member with them or within a
caravan. Reservation requests must be
completed and turned into the Campus
Activities Office at least five (5) business
days prior to the trip. Please note that
personal use of these vehicles is
STRICTLY PROHIBITED.
A note to new student organizations:
Privileges afforded to prospective student
organizations are limited to use of
Ferguson Center meeting space up to
three [3] times within 30 days after
submitting the proper forms, permission
to publicize meetings for membership
recruitment and to complete the
registration process, and pre-registration
advising from the Campus Activities
Office concerning organization and
registration participation in “Get on
Board Day.”
ADVERTISING AND SOLICITING
ON CAMPUS
There are several options available to
student organizations regarding
advertising, but keep in mind that there
are some restrictions and regulations
regarding such. Please make all
members and future members of your
organization aware of policies as well as
the many options they have to promote
the organization. The following is located
in the Student Handbook (VIII.
Advertisements, Co-sponsorship, Printed
Materials, and Solicitation):
I. General Guidelines
A. Solicitations, advertisements, sales,
displays, or distribution of
publications on The University of
Alabama campus will be
permissible under the
circumstances and within the
parameters provided for herein. All
other solicitations, advertisements,
sales, displays, or distribution of
publications on campus are
prohibited.
B. These guidelines apply to all
individuals, groups, associations or
businesses of whatever kind or
nature wishes to post any
advertisement or distribute printed
materials or who wish to engage in
any commercial activity on the
campus of The University of
Alabama.
II. Advertisements, Printed
Materials, and Publicity
A. General Provisions
a. Printed materials may be
posted on designated bulletin
boards in accordance with
these guidelines. Posting of
such printed materials in any
other location inside campus
buildings is strictly
prohibited.
b. All posters, signs, and
bumper stickers should be in
good taste. Any questions
that arise concerning the
interpretation of good taste
should be directed to the
Auxiliary and Support
Services Office. Advertisers
are responsible for the
removal and proper disposal
of all advertising materials
within seven (7) days after
 the event, which has been
publicized, has occurred or
the time limits or conditions
of the advertisement have
expired.
c. City codes and state statutes
prohibit notices on any curb,
tree, mailbox, utility pole, or
public building.
d. Printed materials may not be
affixed to the outside of
University buildings.
e. Placement of printed
materials on motor vehicles
is prohibited.
f. Printed materials may be
distributed on public
sidewalks. Tables or
structures, which would
impede pedestrian traffic on
public sidewalks, are
prohibited.
B. Ferguson Center
The placement of printed
advertising or promotional
materials in the Ferguson Center
must be coordinated in advance
with the Ferguson Center Events
Coordinator. Such placement of
printed materials is subject to
specific guidelines established by
the Campus Activities Office and
the Ferguson Center.
C. Free Speech Area
The outdoor area immediately
adjacent to the south entrance of
the Ferguson Center on the ground
floor is designated as the Free
Speech Area. Any individual or
organization for the expression of
views and opinions and/or the
distribution of printed materials
and advertisements may use this
area on a first-come basis without
reservations. However, the use of
the Free Speech Area must not
violate the rights of others or
disrupt the normal functions of the
University.
D. Academic Buildings
Permission for distribution or
display of nonacademic printed
materials or the Dean of the
college or school responsible for
the building(s) must approve
commercial advertisements in
academic buildings.
E. Residential Facilities
Permission for distribution or
display or printed materials for
commercial advertisements in
University residence halls and
apartments must be approved by
Housing and Residential
Communities
F. All Other University Facilities
Permission for distribution or
display of printed materials or
commercial advertisements in all
University facilities other than the
Auxiliary and Support Services
must be approved by that
department.
G. Commercial Co-Sponsorship of
Student Events and Activities
The University permits all recognized
student organizations and the Residence Hall
Association to enter into co-sponsorship
agreements with commercial businesses and
corporations for the purpose of providing
campus-based student activities and events
in accordance with the policies and
procedures contained within The University
of Alabama Student Handbook. The
administration of the policies and procedures
for the commercial co-sponsorship of
student organization events and activities is
the responsibility of the Campus Activities
Office.
H. Campus Merchandising Policy
The University Supply Store, as
mandated by The University of
 Alabama Board of Trustees, has the
exclusive franchise rights to
conduct all mercantile activity on
campus. No other mercantile
activity shall therefore be
permitted without permission of
the Auxiliary and Support Services
Office. Upon approval from the
Auxiliary and Support Services
Office, reservations for vending
space within the Ferguson Center
can be scheduled through the
Ferguson Center Events
Coordinator. The availability of such
space will be subject to specific
guidelines established by the
Ferguson Center and the Campus
Activities Office. Commercial
solicitations for sales of goods and
services by off-campus businesses,
corporations, and individuals or
through recognized University
organizations are normally limited
to the Ferguson Center as outlined
in Item III.G. However, location
exceptions may be granted for
special campus wide events or
activities. Requests for campus
commercial solicitations outside
the Ferguson Center must be
approved by the Office of the
Campus Activities Office and the
Office of Auxiliary and Support
Services. Commercial solicitations
for sales of goods and services by
off-campus businesses,
corporations, individuals or through
recognized University organizations
that are to be conducted in
University residence halls and
apartments must be approved by
the Office of Housing and
Residential Communities and the
Office of Auxiliary and Support
Services.
I. Distribution of Printed
Materials, Advertisements, and
Solicitations through Student
Media.
The distribution of printed
advertising materials through
student publications must be
coordinated through the Office of
Student Media. Requests for
distribution of printed materials at
campus locations served by the
student newspaper can be
arranged by contacting the Office
of Student Media. All
advertisements and solicitations on
printed material must meet all
production requirements and
established procedural guidelines
of the Office of Student Media
before it will be considered for
distribution. The Office of Student
Media will charge a fee for the
distribution of any printed
advertisement or solicitation
material that is accepted.
Advertisers that are interested in
distributing their materials through
the student newspaper should
contact the Office of Student Media
for information.
III. Use of University of Alabama
Trademarks
The use of any University of
Alabama trademarks that appear
on the artwork sheet in association
with the promotion, advertisement,
or merchandising of any product or
service is strictly prohibited without
first obtaining written permission
from the University’s Trademark
Licensing Office.
IV. Violations of These Guidelines
The University reserves the right to
enforce these guidelines by all
necessary means to ensure
compliance. Persons who violate
these guidelines may be criminally
prosecuted under the ordinances of
the City of Tuscaloosa as well as
the trademark statutes of the State
of Alabama and the United States.
Persons, groups or associations
 that repeatedly violate these
guidelines will be prohibited from
further distribution of materials or
use of University facilities. NOTE:
All inquiries regarding The
University of Alabama
Commercialization and Solicitation
Guidelines should be directed to
the Auxiliary and Support Services
Office, 202 Hayden Harris Hall.
GETTING THE WORD OUT ABOUT YOUR
ORGANIZATION
Chalking
Chalking is a wonderful and inexpensive
way to advertise or promote programs
and events. Failure to adhere to the
following guidelines will result in
disciplinary action according to the Code
of Student Conduct.
A. Chalking is only permitted on
natural gray concrete sidewalks
and streets that are subject to
being washed by the rain. No
chalking can occur on sidewalks or
building entrances that are covered
by a shelter of any type.
B. No chalking can be closer than 20
feet to a building. A building
structure includes porches, stairs,
and drive thrus.
C. No chalking is permitted on a
vertical surface including the riser
portion of stairs.
D. Absolutely no chalking is permitted
in the Plaza of the Ferguson Center
or in the Crimson Promenade.
E. Chalking is not permitted on any
type of brick or concrete paver.
F. Only solid concrete surfaces and
streets as outlined in A-E are
subject to chalking.
G. The type of chalk used must be
washable and not capable of
withstanding several rains.
H. The following are expressly
prohibited from chalking:
a. Plaza
b. Crimson Promenade
c. Walls anywhere on campus
d. Brick pavers (bricks or brick like
materials used for surfaces on
which to walk)
e. Surfaces under porches or drive
thrus
f. The entrance to the south end of
the Recreation Center
g. Law School and surrounding
sidewalks
h. Brick pavers surrounding the
Culverhouse College of
Commerce and Business
Crimson White
Student organizations may purchase a
display advertisement in the Crimson
White based on the size of the ad. For
more information or to find out the
Crimson White reporter assigned to your
organization, please call 348-6144.
91 Seconds on New Rock
91 Seconds on New Rock is a program
available to registered student
organizations through the Coordinating
Council for Student Organizations and
New Rock WVUA-FM. This program
allows student organizations easy access
to having public service announcements
made on the campus radio station. For
more information or an application,
please call 348-CCSO.
World Wide Web
A registered student organization may
apply for e-mail and website space
through the Seebeck Computer Center.
Applications are available in the Campus
Activities Office. For more information
call 348-6114.
Student Organization Directory
The Student Organization Directory,
located on the CCSO website, is a listing
of all registered student organizations on
campus. Included is the directory is a
brief description of the organization and
contact information for the president and
advisor. For more information visit
http://ccso.ua.edu or call 348-CCSO.
CCSO E-mail List
Once an organization is registered, the
president will be placed on the CCSO E-
mail list. The list is used as a tool to
inform the president of current and
upcoming events on and sometimes off
campus. It is also used to inform
presidents of CCSO deadlines and events,
as well as information about registration
renewal. For more information call 348-
CCSO.
CCSO Application Center and Drop-
Off Slot
The Application Center, located on the
second floor of the Ferguson Center, is a
great way to promote student
organizations. Applications may be
placed in the Application Center, and
completed applications may be dropped
off in the Drop-Off Slot, located at the
CCSO office (341 Ferguson Center). A
contract must be completed before the
Application Center can be used. For
more information on the center and/or
specific guidelines, please call 348-CCSO.
Get On Board Day
CCSO sponsors Get On Board Day each
fall and spring. The event is a wonderful
way to promote an organization and
recruit new members. Held on the Quad
in the fall and the Ferg during the spring,
Get On Board Day draws large numbers
of students who are interested in joining
organizations. An officer within the
organization will receive an application
by e-mail when it is time to apply, which
is a “first come, first serve” basis.
Student Organization of the Month
The Student Organization of the Month is
an award given monthly during October
through April to student organizations
that make a difference both to the
student body and to the University
communities. The award is selected
based on criteria such as outstanding
service to the University of Alabama or
Tuscaloosa area community, outstanding
accomplishments within the organization
itself, extraordinary activity regarding its
relationship to The University of
Alabama, etc. For more information call
348-CCSO. Applications are posted on
the CCSO website ccso.ua.edu.
Student Organization Display Case
A display case specifically designated for
the Student Organization of the Month is
located on the second floor of the
Ferguson Center. The Student
Organization of the Month can use this
display case to publicize their
organization for the month of their
award.
Student Organization Awards
Banquet
Held during Honors Week each year, the
Student Organization Awards Banquet is
a formal dinner and ceremony in which
CCSO recognizes outstanding students,
advisors, and organizations. Awards are
presented for outstanding organizations,
officer, advisors, and programs and
projects.
FINANCIAL INFORMATION
Guidelines for financial management and
accountability are the following:
1. Registered student organizations
must maintain all funds allocated
 from University-controlled sources
in a University account and must
spend these moneys in accordance
with current University of Alabama
financial policies and procedures.
Student organizations losing
registered status also forfeit
student fee allocations.
2. Registered organizations
maintaining an account outside the
University must keep accurate
records of funding sources and
disbursements, including the
amount of income and
expenditures, the means of
generating funds and approving
expenditures, and the purposes of
expenditures. Student
organizations must keep receipts
for moneys expended and must
issue receipts for moneys collected.
3. Members of registered student
organizations have the right to
know how organizational funds are
collected and disbursed.
Additionally, sources and amounts
of organizational revenues and the
objectives and amounts of
organizational expenditures are
public knowledge.
4. Organizational moneys should be
dispersed by use of checks rather
than cash. All checks must include
the signature of the advisor and
one (1) officer, preferably the
president or treasurer.

Financial Affairs Committee

FAC serves as a source of funding for
registered student organizations that do
not receive a direct allocation from
University sources. The committee is
able to fund such things as office
supplies, travel to national/regional
conference, and events and programs
that are sponsored by student
organizations. For more information
and/or specific guidelines, please contact
the Student Government Association at
34U-ASGA.
Forms and Documents
Ferguson Center Policy
Financial Affairs Committee Meetings and
Information
Hazing Policy
Social Events Registration Form
Alcohol Beverage Permits
 University of Alabama
Ferguson Center
Display Case Reservation Policy

Reservations must be made at least (5) working days in advance. Reservations can be
made by contacting the Ferguson Center Reservations Office at 205.348.2827 or by
filling out an on-line Display Case Reservation Form.

Only recognized University affiliated groups and University Departments will be allowed
to reserve display cases.

Display cases may be used to promote student activities, organizations or departments

and may be reserved for a maximum of one (1) calendar month. Items must be
placed into the rented display case within the first week of the reserved month. If not,
the display case will be forfeited and the space will be given to the next
person on the waitlist. Display cases cannot be reserved for consecutive
months by the same department or student organization.

The reserving party must provide all decorations and materials necessary for the display.

The use of nails or staples to tack items in the display case is prohibited.
Anyone doing so will be charged for damages.

The reserving party is responsible for removing all materials and decorations at the
conclusion of the reservation period. If materials are not removed, unclaimed displays
will be taken down by Ferguson Center staff and discarded.

The Display Case key may be checked out at the Ferguson Center Reservations Office
during regular hours of operation. The key must be returned as soon as you have either
set up and/or removed your display. Please be sure that the display case is locked. If
there is not a lock on the display case that you have reserved, please notify the Ferguson
Center Reservations Office, Facilities Manager or Student Building Manager on duty (if
during evening or weekend hours).

The Ferguson Center is not responsible for any lost, damaged or stolen items
that are a part of any display case.

Posting Policy for Display Boards (Near Theater)

1. All flyers must be no larger than 8 1/2" x 14" and must clearly state the name(s) of
the sponsoring organization(s) or departments(s).
2. A maximum of one flyer or sign per event, per week can be posted.
 3. Posters or flyers in any language other than English should carry an English
translation.
4. Items should be brought to Room 230 Ferguson Center for posting.
5. All flyers/signs will be removed after the date of the event.
6. Profanity, nudity, or the promotion of alcoholic beverages or bars on display board
flyers will not be permitted.
7. Questions regarding the posting policy should be directed to the Union Director's
Office in Room 230 Ferguson Center.

General Reservation Guidelines

The Ferguson Center Event Planning Office (EPO) is located in Room 230 in the Ferguson
Center Student Union. The staff is available from 8:00 a.m. to 5:00 p.m. Monday – Friday
to answer questions and can help you successfully plan and carry out any size event.

Who is eligible to make reservations at Ferguson Center?

Registered student organizations, University Departments, faculty/staff

organizations and external guests of the University are eligible to reserve Ferguson
Center facilities.

For student organizations, the President or Advisor must initiate the reservation
request. Please note that the Ferguson Center is not available for regular academic
classes.

On-line reservation form requests are preferred and can be submitted via the on-line
reservation system. To access the web site go to www.ferguson.ua.edu and click on
Reservations/Room Request.

The Ferguson Center EPO will try to assign requested space when possible and
appropriate. The EPO reserves the right to substitute assignments when
necessary to best accommodate all space requests.

Please note that the time frames listed below are guidelines. Requests may not be
able to be accommodated if adequate notice is not received; additional fees
may also be incurred.

1. Reservation Time Frames

10 (ten) working days notice for:

Building hour extension

Internet connection

Security

Teleconference arrangements
 Telephone line activation

Grounds Use Permit Application

5 (five) working days notice for:

Audio-visual requests

Room set-up requirements

Cancellation of the Ballroom, Heritage Room and Pavilion

Display Case Requests

2 (two) working days notice for:

Cancellation of audio-visual equipment

Cancellation of the Amphitheater

1 (one) working day notice for:

Cancellation of regular meeting rooms

Cancellation of vendor tables

Cancellation of information tables

2. An organization or department may schedule only one series of general

meetings and/or one series of executive committee/board meetings per week.
The same holds true for sub-committees of larger student organizations.
Auditions, petitions, interviews, etc. are not considered serial weekly
meetings.

3. Audio/Visual Policies

The use of all audio/visual equipment requires a reservation placed five

working days in advance of the event date.

Cancellations made less than 48 business hours before the event will be
charged a cancellation fee of 50% of the rental charges.

4. Food and Alcoholic Beverages

Bama Dining Services/Classic Fare Catering operated by Aramark holds an

exclusive contract with the Ferguson Center.

All food and beverage service at an event in Ferguson must be provided by

Bama Dining/Classic Fare Catering with the exception of foods and procedures as
outlined in the Student Group Snack Policy.
 Any student organization wishing to request an exception to the food policy
should contact the Event Planning Office two weeks prior to the event.

When serving alcohol, arrangements must be made through Ferguson Center

to ensure that no one under 21 will be consuming alcohol.

Any organization bringing in its own food or beverages is in violation of these

policies may lose their right to meet in Ferguson Center.

5. Billing

A University of Alabama departmental account number is helpful in processing

reservations with billable charges.

All reservations will be billed on a weekly basis and payment should be

remitted to the Accounting Assistant for Ferguson Center at Box 870292,
Tuscaloosa, AL 35487.

6. No Shows/Cancellations

In order to accommodate as many requests for events as possible, we must ask all
organizations to honor their reservations. Because of the high demand for Ferguson
Center meeting rooms, an organization or department that reserves a room and does
not use it and fails to cancel the reservation within a reasonable amount of time may
be assessed a late cancellation fee.

Cancellations for regular Ferguson Center facilities must be received by 2:00 p.m. one
(1) business day prior to the event by sending an e-mail to reservation@sa.ua.edu or
by calling (205) 348-2827.

Cancellations for the Ferguson Center Ballroom, Ballroom/Heritage Room or

Pavilion must be submitted at least five (5) business days prior to the event
without incurring a charge.

The following late cancellation fee will be applied:

Ballroom and Heritage Room - $100.00

Presidential Pavilion - $100.00

Theater and Forum - $50.00

All other meeting rooms: $25.00

Failure to show or cancel a reservation will result in the following:

First occurrence – warning

 Second occurrence – loss of privileges for one month and cancellation fee.

Third occurrence – loss of privileges for one semester and cancellation fee.

7. Time Restraints

Rooms may be occupied only during specified event times.

Events must end at least 30 minutes before the building closes.

8. Extending Building Hours

Requests for a building hour extension must be made at least 10 working days
in advance of the event to the Event Planning Office.

If an extension is approved, an operating cost of $150 per hour will be charged

to keep the building open late. Fees are not pro-rated for partial hours.

9. Event Security

Sponsoring student organizations must take adequate precautions for the security of
attendees at an event, as determined by the Union Director’s office and the University of
Alabama Police Department. Failure to adhere to these security policies may result in an
administrative and/or disciplinary sanction.

Event security is scheduled through the Ferguson Center Union Director’s Office. The
sponsoring organization will be required to pay a portion of the security personnel in
advance of the event. UAPD establishes the hourly rates for security and UAPD and
Ferguson Center will jointly decide the number of officers needed for an event. If security
requirements are not completed, the event will be canceled.

In general, the required number and type of security personnel for an event will be
determined by the following:

Projected attendance (usually 250 or more people)

Time and location of event

Presence of alcoholic beverages

Description of activity planned

Number of organizational personnel available to help monitor the event

Final determination as to the appropriate number of security personnel will be made by

the Assistant Director, Operations for Ferguson Center.

Other factors which may be determined are as follows:

Advertising:
Dependent upon the content and nature, advertising can either increase or reduce the
need for security. Advertising which indicates that the attendance will be limited in
number and/or restricted to University of Alabama students and their guests may reduce
security needs.

Closed vs. Open Event:

Closed events (restricted to the members of the sponsoring organization and their
guests) may require less security than events open to all University of Alabama students
and their guests.

Money Collection:
The collection of money for any purposes (ticket sales, souvenir sales, refreshment sales,
etc.) could require additional security personnel.

Risk Assessment:
Increased risks (e.g., threats received, demonstrations planned) will increase the security
requirement.

Written Invitations or Prior Ticket Sales:

Events which are restricted to persons with written invitations or advanced ticket sale
holders will usually require less security than events selling tickets at the door.

10. Decorations

Must be flame retardant.

Candles, incense, and fire are not permitted.

No glitter sparkles or small confetti may be used.

No smoke machines are allowed.

Waterfalls, fountains, or pools are not allowed.

No decoration materials of any kind are to be attached to the interior walls,

doors, door frames, draperies, light fixtures, columns, or ceilings.

Taping, tacking, nailing, or gluing decorations is strictly prohibited.

PLEASE CONTACT THE FERGUSON CENTER EVENT COORDINATOR FOR DECORATING IDEAS AND SUGGESTIONS.

11. Solicitation and Publicity

May take place only at reserved locations on the First and Second Floor by
registered student organizations, University Departments, or approved vendors
who have made a reservation through the EPO. In order to protect the rights of our
patrons, distribution or solicitation is not allowed away from assigned space in
other parts of Ferguson Center or in the areas outside of Ferguson Center
(including parking lots).

12. Parking
 Permits are required to park on campus Monday-Friday, 7:30 am - 4:30 pm.
Handicap zones are in effect at all times.

Arrangements for Visitor/Vendor parking permits can be made through the

Transportation Services Office located in Room 103 Student Services Building (348-
8391). Please note that there is a fee associated with temporary parking permits.

Parking is also available for $0.50 on the upper two levels of the Ferguson
Center Parking Deck located off of McCorvey Drive.

13. Furniture and Room Sets

The SGA President’s Room (307), Morris Mayer Room (312), Anderson Society
Room (313), Sparkman Room (358), The Forum (360), and Rooms 204-A, 204-B,
and 305 have pre-set conference furniture. A minimum of $25 fee will be levied if
these sets are altered or rearranged in any way.

Organizations should contact the Event Planning Office at least five days in
advance to discuss room sets.

Ferguson Center furniture and audio/visual equipment is not available

for rental at other venues on campus. As the only exception to this provision,
Ferguson furniture and equipment may be rented for a fee by organizations using
the Ferguson Center Plaza or Crimson Promenade. The EPO can arrange the rental
furniture order for you.

14. Smoking Policy

• Ferguson Center is a smoke free building. Smoking is not permitted at any time.
• The Second Floor Terrace area outside Starbucks has also been designated as a no
smoking area. The designated smoking area is located outside the Game Room
and Supply Store Entrance on the First Floor.

15. Responsibility

The sponsoring organization is responsible for all charges, fees, and any
damage resulting from a member of the organization or from anyone attending the
event.

The sponsoring organization will be assessed the full replacement cost for any
damaged furniture, draperies, carpeting, etc.

Users of departmental facilities or grounds must abide by University

regulations and Federal, State and local laws. Failure to do so may result in the
cancellation of future reservations and/or restriction of use of Ferguson Center
facilities.

16. Misrepresentation
 • Student organizations shall not use their privileges for access to university space
and services inappropriately. As an example, a student organization should never
agree to reserve a meeting room for a non-university group or commercial vendor
who would not have access to campus or for whom there would be a fee charged.
If a non-university group of any type contacts your student organization about "co-
sponsorship" for access to space or service, please contact the Event Coordinator
for more information.

Student Group Snack Policy

1. Student groups are allowed to bring in snack food and beverages to organizational
meeting (subject to the following conditions) not totaling more than $35 in value in to
the Ferguson Center.

2. Approved snacks include:

• Pretzels
• Chips
• Salsa/Dips
• Crackers
• Candy
• Popcorn
• Cookies/Brownies
• Peanuts
• Baked goods (donuts, breads, Rice Krispie Treats, bread sticks, etc.)
• Vegetables and fruit platters
• Whole fruit
• Sodas
• Bottled Waters
• Iced Tea
• Juice
• Punch/Lemonade
• Pre-made hot beverages

3. All incidental items (paper plates, tableware, napkins, and cups) must be provided by
the student group. Classic Fare Catering can provide these items for a charge if required
in advance.

4. The use of appliances that require and electrical supply (coffeepots, crock pots, etc.)
is not permitted.

5. No food preparation is allowed in meeting rooms.

6. Student groups who plan to bring food in to the Ferguson Center must stop at the
Information Desk upon entry to the building and inform the Information Desk attendant
that they will be bringing food in to the Ferguson Center.

7. Rooms must be left in the condition they were found. All trash must be placed in the
trash bags obtained from the Ferguson Center Information Desk.
8. Organizations that fail to follow the above guidelines or abuse the snack food policy
can have their privileges revoked by the Ferguson Center Union Directors Office.

9. This policy only applies to registered student organizations. All University

Departments and outside organizations must use Bama Dining/Classic Fare Catering to
provide refreshments.

Information Table/Promotional Table Space Policy

1. Distribution of literature, petition drives, surveys, and similar activities in Ferguson

Center may be conducted only from a reserved information table location.

2. Tables are only available for registered student organizations and University
Departments.

3. In order to protect the rights of patrons, distributions or solicitation is not allowed

away from assigned space in other parts of Ferguson Center or outside of Ferguson
Center. Group members should remain behind the table and not approach patrons in the
hallway area.

4. Group members must remain with the table at all times. Groups cannot leave
information displays unattended.

5. Amplified sound (i.e., radios, TVs, etc.) may be used only with permission from the
Event Planning Office and must be at an acceptable volume level. The Ferguson Center
EPO reserves the right to ask groups to lower the volume on sound equipment.

6. Tables can be reserved for up to one week (Monday-Friday) for a specific activity or
promotion.

7. Information tables reserved during Study Week or Finals Week should not be staffed
by students.

8. Student groups must adhere to the same policies as outside vendors regarding the prohibition of credit
cards, cellular/paging, etc
 Tentative

2006 – 2006

October 2, 2006

November 7, 2006

November 27, 2006

January 29, 2007

February 12, 2007

March 5, 2007

April 9, 2007

All FAC Packets are due in the SGA office by 4:45 p.m.
the Monday prior to the meeting Date.

Meetings are scheduled at 6:00 p.m.

FINANCIAL AFFAIRS COMMITTEE

 2006 – 2007

DOCUMENTATION REQUIRED FOR

FAC REIMBURSEMENT

1. Reimbursements require original receipts or invoices. Staple (don’t

clip) these to the voucher to help keep the documentation with the
voucher.
2. If a receipt does not detail the items purchased, a description of
each item on the receipt must be submitted.
3. Appropriate documentation required for reimbursement includes the
following:
a. Original receipts.
b. Canceled checks.
c. Credit Card slips.
d. Bank statements that give details of paid checks.
e. Credit Card statements.
f. Original and detailed folios from hotels.
g. If travel, names of ALL students on trip.

4. Honorariums require proof of social security number and address

(copy of driver’s license is acceptable).

PERSON TO BE REIMBURSED MUST BE THE SAME AS ON

RECEIPT EXCEPT WHEN:
• Organization has previously reimbursed the students (Proof of that
reimbursement must be attached).
• Department has previously reimbursed the students and the
department is to be reimbursed by a departmental transfer (DTA).
 THE UNIVERSITY OF ALABAMA HAZING POLICY
PREFACE
Simply defined, hazing includes any act which inflicts extreme physical, emotional, or psychological pressure or injury on an
individual or which purposely demeans, degrades, or disgraces an individual. Though most commonly associated with sororities
and fraternities, hazing can occur in any student organization. Alabama is one of 31 states with anti-hazing legislation. In the
State of Alabama, individuals committing acts of hazing can be charged with a Class C misdemeanor and can be subject to both
criminal and civil prosecution. Additionally, an individual or organization participating in hazing or knowingly permitting hazing
forfeits entitlements to public funds, scholarships, awards, and grants.

The University of Alabama does not condone any form of hazing, and students involved in hazing incidents are
subject to University disciplinary sanctions. The University has accepted and approved the following anti-
hazing policy:
Hazing, as defined by Section 16-1-23, Code of Alabama (1975), and such Section as may be amended from time
to time.
Additionally, for the purpose of this Code, hazing shall include any mental or physical requirement or obligation
placed upon a person by a member of an organization, individual or a group of individuals, which could cause
discomfort, pain, or injury including, but not limited to, striking, laying open hand upon, treating with violence or
offering to do bodily harm to a person with intent to punish or injure the individual, or other treatment of a
tyrannical, abusive, shameful, insulting, or humiliating nature.
Hazing is an action taken or situation created, whether on or off University premises, to produce mental or physical
discomfort, embarrassment, harassment, or ridicule. Hazing is also considered to be the creation of a situation,
which results in or might result in mental or physical discomfort, embarrassment, harassment, or ridicule, including
involuntary servitude, often called “personal favors.” Both individuals and organizations may be held accountable
for such activity.
We, the undersigned, have read and understand the above statements concerning the policies of The University
of Alabama and the Campus Activities Office prohibiting hazing in any form or fashion. Our signatures attest
that our organization follows and adheres to all University, local, state and federal laws.

__________________________________________ ________________________________________

Name of Organization President Signature

__________________________________________ ________________________________________

Vice President Advisor Signature

_______________________________
Date
 STUDENT ORGANIZATION UPDATE FORM
(SEMESTER) ______ (YEAR) ______

OFFICIAL ORGANIZATION NAME

(The University of Alabama should not be part of the official group name, “Bama”, “Alabama” or “University” is acceptable.)

ORGANIZATION E-MAIL ADDRESS (if applicable)

ORGANIZATION WEBSITE (if applicable)

NUMBER OF CURRENT MEMBERS Is this group a local chapter of a national/international organization? YES* NO
*If this organization is a campus chapter of a local, state, regional national or international organization, please submit with
the campus constitution and by-laws a copy of the local, state, regional, national or international constitution and by-laws.

ORGANIZATION OFFICERS

By signing below, we hereby give our consent to release our grades for official education purposes to the advisor(s) of the above named
organization and the Campus Activities Office. We grant this permission as long as we are officers of this organization.

PRESIDENT
Student Full Name E-mail Address Campus Wide ID Number
X
Complete Local Mailing Address City State Zip Code Local Phone Number Student’s Signature
VICE PRESIDENT
Student Full Name E-mail Address Campus Wide ID Number
X
Complete Local Mailing Address City State Zip Code Local Phone Number Student’s Signature
TREASURER
Student Full Name E-mail Address Campus Wide ID Number
X
Complete Local Mailing Address City State Zip Code Local Phone Number Student’s Signature

DECLARATION OF ADVISOR
I am aware of the responsibilities of a student organization advisor as outlined in the Student Handbook (http://www.sa.ua.edu/dos), and I agree
to serve as advisor for the above named organization during the current academic year.
1.
Faculty/Staff Advisor Name Campus E-Mail Address Campus Wide ID Number
X
University Department/Office Campus Box Number Campus Phone Number Advisor’s Signature
2.
Faculty/Staff Advisor Name Campus E-Mail Address Campus Wide ID Number
X
University Department/Office Campus Box Number Campus Phone Number Advisor’s Signature

We hereby certify that the above named organization will abide by and conduct all activities in accordance with state and federal law, the organization constitution and by-laws,
and the policies and procedures governing student organizations as formulated by The University of Alabama and stated in the Student Handbook (http://www.sa.ua.edu/dos).
Additionally, we, the undersigned, certify that organization membership currently includes at least ten (10) or more students enrolled at The University of Alabama and verify that
the information appearing on this form is true and correct to be best of our knowledge. This information may be released for directory and mailing purposes. The Campus
Activities Office will receive written notification of any changes occurring in the organizational constitution and by-laws, officers, advisors, or general status.
X X
President Signature Date Faculty/Staff Advisor Signature Date

Date Received ________________ Approved By ___________________________________________ Date ___________________

Entered By _________________ Date __________________ Category _________________________________ Mailbox # _______

 CAMPUS ACTIVITIES OFFICE
UNIVERSITY OF ALABAMA
SOCIAL EVENT REGISTRATION FORM
Purpose: This form is used to register on-campus events. Social events include parties,
swaps, band parties, formals, receptions, theme parties and social activities in Greek
houses, residence halls and other facilities. Some events may also require submission
of Campus Ground Use/ Amplification Equipment request forms.
Registering: Organizations registering on-campus events must submit this completed form, additional forms (if necessary) and all applicable fees to the
Campus Activities Office during regular business hours at least five (5) working days prior to the event. Submission of this form does not imply
registration has been accepted. All registrations will be processed within five (5) days of receipt; and the event chairperson will receive a copy
of this form. Failure to follow social event registration procedures may result in the loss of an organization’s social privileges. See Part V of
STUDENT AFFAIRS HANDBOOK for the complete policy.

Note: Events featuring musical entertainment (band, disc jockey, or other

performers) require a $6 per event royalty fee made payable to The
University of Alabama at the time the function is registered.

_____________________________________ _____________________________________ _________________________________________

Name of Organization(s) Type of Event Place of Event
____________________________________
Date of Event Time from _______AM/PM to _____AM/PM
____________________________________ Inside or Outside
Day of Event Number of Guest/Members Attending______
Open Closed
Facility Reservation Confirmed Yes No N/A
Will an admission fee be charged? Yes No Will Alcohol be present? Yes No
If yes, how much? $__________ Alcohol Permit: Single Annual N/A

**IF THE EVENT IS CLOSED, DESCRIBE METHOD OF LIMITING ACCESS TO THE EVENT AND OF
IDENTIFYING GUESTS
MEMBERS:--------------------------------------------------------------------------------------------------------------------
-----------------------------------------------------------------------------------------------------------------------------------
-----------------------------------------------------------------------------------------------------------------------------------
-----------------------------------------------------------------------------------------------------------------------------------

Complete the following items if alcoholic beverages will be present:

1. The organization plans to use the following acceptable method of identifying members/guests who
are of the legal drinking age (21 in the state of Alabama): (check one) ____distinctive stamp not
not easily imitated or duplicated. _____colored wrist bracelets.

2. Describe plans to provide sufficient food and alternative beverages to members/guests for the
duration of the event.

3. Describe method of providing transportation to those unable to drive and of preventing intoxicated
members/guest from driving.
SPONSOR INFORMATION CO-SPONSOR
__________________________________________________________ _____________________________________________________________
President Name Phone President Name Phone
E-Mail Address ______________________________ E-Mail Address _________________________________

___________________________________________ ______________________________________________
Vice President Name Phone Vice President Name Phone
E-Mail Address ______________________________ E-Mail Address _________________________________

___________________________________________ ______________________________________________
Secretary Name Phone Secretary Name Phone
E-Mail Address ______________________________ E-Mail Address _________________________________

__________________________________________ ______________________________________________
Treasurer Name Phone Treasurer Name Phone
E-Mail Address ______________________________ E-Mail Address _________________________________

___________________________________________ ______________________________________________
Event Chairperson Name Phone Event Chairperson Name Phone
E-Mail Address ______________________________ E-Mail Address _________________________________

********************************************************************************************
_______________________________________________________ ______________________________________________________________
Advisor Signature Phone Advisor Signature
E-Mail Address _____________________________ E-Mail Address _________________________________

Faculty Advisor Signature ____________________ Faculty Advisor Signature _________________________

E-Mail Address _____________ Phone_________ E-Mail Address ________________ Phone __________

________________________________________________________ _______________________________________________
President Signature Phone President Signature Phone

I hereby certify that, as the event chairperson for this organization, I am at least 21 years of age (for functions with
alcohol). I understand that I am responsible for coordinating and overseeing this event. I hereby agree that I will be
present for the duration of the event. I will be available to meet with any University official to review the
procedures which are to be followed for registered social functions.

_____________________________________ ___________________________________________
Event Chairperson Signature Event Chairperson Signature

Do not write below this line

______________________________________________________
Date Received _________________________
Registration Accepted/Rejected Reason ______________________________
BMI/ASCAP _________________________
Permit Number _______________________
________________________________________ ______________________
For the Campus Activities Office Date Security Pmt. Received _____________________
The University of Alabama
 The Campus Activities Office
ALCOHOL BEVERAGE PERMIT
Application and Agreement
Date:___________________ Type of Permit: _____annual _____single event
Applicant’s Name:_________________________________________________________________
Designated Location:_______________________________________________________________
________________________________________________________________________________
(Describe the site or facility. If Single Event, describe the social event and provide date.)

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I, the undersigned, a duly authorized representative or officer of the Applicant, for and on behalf of the
Applicant hereby apply for the Permit described above. By signing this Permit Agreement and for the period
of time for which the Permit is issued, the Applicant agrees:

1. To abide by and comply with all provisions set forth in the Social Event Alcohol Policy.
2. To abide by and comply with all state and local laws applicable to a social event at which alcoholic
beverages are present and consumed.
3. To permit any State of Alabama Beverage Control Board official and any University of Alabama
representative to inspect the area or premises that is being used for the social event.
4. Not to offer either as an association or organization with any person, group, or organization anything
of value as a premium or consideration to have alcoholic beverages served or available at a social
event.
5. Not to advertise or give public notice of the use, availability, or consumption of alcoholic beverages
at an upcoming social event.
The Applicant understands a violation of the conditions set forth in this Permit Application and Agreement may
subject the Applicant to disciplinary action in accordance with the Code of Student Conduct published in the
Student Affairs Handbook and could result in sanctions, including, but not limited to, imposition of fines and
suspension or revocation of the Applicant’s permit.
Applicant acknowledges that the Permit is not a license to offer for sale or to sell or distribute alcoholic
beverages. The Permit issued by Campus Activities Office serves only as permission from the University of
Alabama for a student organization to have alcoholic beverages at an on-campus social event.
The undersigned acknowledges receipt of a copy of the Social Event Alcohol Policy.
_____________________________________________
__________________________________________________
Signature of Applicant’s Authorized Representative or Officer Address, City, State and Zip / Phone

__________________________________________________
__________________________________________________
Signature of Faculty Advisor Phone Signature of Chapter Advisor
Phone
__________________________________________________________________________________________
_________________
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(FOR CAMPUS ACTIVITIES OFFICE USE ONLY)

Date Received_____________ Date Paid ______________ Amount__________________ Approved______

Not Approved_____
Reason___________________________________________________Signature__________________________