The Office of Student Involvement 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. 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 ourselves through experiential learning.

Office of Student Involvement

(843) 953-2291

Statement Of Purpose

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 Involvement, 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: https://charleston.edu/student-handbook/index.php.

All guidelines and procedures contained within The COMPASS are consistent with the College of Charleston Student Handbook.

Viewpoint Neutrality

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 the Student Government Association take an oath to abide by the principles of viewpoint neutrality.

Registered Student Organizations

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
Special Interest

Unregistered Organizations

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
Do not enjoy the rights and privileges of registered organizations
Do not receive support, advisement, funding, or management from the College of Charleston
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 privileges that members of registered organizations enjoy, including:

Leadership development opportunities
Reserving space on campus
Access to College funding
Ability to represent the organization at College-sponsored programs and events (e.g., Orientation, Accepted Students Weekend)

Students affiliate with unregistered organizations at their own risk. Registered Organizations are prohibited from:

Co-hosting, co-sponsoring, or funding events with unregistered organizations
Co-hosting, co-sponsoring, or funding events on or off campus that involve or encourage underage drinking or any form of illegal activity

Statement On Hazing

Hazing is 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:
https://charleston.edu/policy/documents/12.3.5.1.8.pdf

Tucker Hipps Transparency Act

In accordance with the Tucker Hipps Transparency Act, the university publishes a 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 organization
Dates of the incident, report, charge, investigation, and resolution
A general description of the incident
Charges, findings, and sanctions placed on the organizations

The report can be found here:
https://charleston.edu/dean-of-students/student-organization-conduct.php

Free Speech, Expression And Assembly Of Students, Faculty And Staff

The College supports the rights of students, faculty, and staff (the “College Community”) to

discuss, express, advocate or examine issues or ideas within constitutionally valid limitations. Expressive activities and inquiry are fundamental to the academic endeavor. The College also recognizes the need to accommodate the rights of all members of the College Community. As a result, expressive activities, such as speaking, non-verbal expressive activity, holding signage, handing out literature, and similar activity must be conducted by members of the College community in accordance with the content-neutral time, place, and manner restrictions listed below and in other College policies.

Members of the College community may conduct expressive activity in these publicly accessible outdoor portions of campus, excluding parking lots, parking garages, driveways, and entrances to buildings. Expressive activity may not impede the free flow of pedestrian or vehicular traffic through campus, nor may it impede access to buildings or the regular operation of the College. Some outdoor spaces are available for advance reservation through the Division of Student Affairs in accordance with their Facility Use Policy. Once reserved, those areas are for the exclusive use of the groups that reserved them during the reservation. The administration of the College further reserves the right to conduct College-sponsored events in any outdoor space at the College (e.g., Commencement in the Cistern Yard) and to prohibit activity that materially interferes with such events.

It is strongly recommended that members of the College community planning expressive activity likely to include 50 or more people, or likely to require security regardless of size, give as much advance notice as possible to the Executive Vice President for Student Affairs—and preferably notice of at least one week. Please know that all expressive activity is conducted at the participants’ own risk and that the College cannot guarantee a particular level of security. This is all the truer when the College is not given reasonable advance notice of the activity. The College will, however, work with groups who provide reasonable advance notice and discuss the availability of and arrangements for security services.

Nothing in this policy is intended to infringe upon any legal rights regarding freedom of speech. Application of the policy shall not be arbitrary or capricious and shall not be based upon the content of the proposed speech and nothing in this policy shall be interpreted in such a way as to discriminate based on viewpoint or content of the expression, including but not limited to political, religious, social, or other content.

If any expressive activity or other event is planned in an area requiring reservation under the Facilities Use Policy, the members of the College Community must comply with all aspects of that policy.

All expressive activity under this policy is subject to reasonable, content-neutral time, place, and manner restrictions, including the following:

Participants may not block any entrances to any buildings;
Participants may not interrupt the flow of traffic (pedestrian or vehicular);
Participants may not materially disturb the orderly conduct of the College business;
The use of sound amplification must comply with the Sound Amplification Policy;
Participants may not use any language or conduct that is obscene, defamatory, incites the imminent violation of law, or creates a clear and present threat to public safety;
Participants may not engage in behavior or activity prohibited in this policy and must comply with the lawful instructions / directions of any law enforcement officers;
Participants may not use, brandish, or otherwise display weapons or anything that would be perceived to be a weapon, including but not limited to, clubs, knives, firearms, toy guns, etc., which could be used to threaten or injure persons or property;
Participants may not engage in expressive activity during the “dark period” defined as the time from 12:01 a.m. on Reading Day until the last day of final exams.

Moreover, no member of the College Community shall reserve any space under the Facilities Use Policy or otherwise sponsor or host any expressive activity on behalf of or for the use of an outside organization so that the organization can use the space at a reduced rate or under less restrictive terms. This conduct, known as “fronting,” is prohibited. If a member of the College community participates in fronting, that member may be denied permission to use the facility and may be subject to discipline for participating in fronting, if it is determined that the use of the Facility or the expressive activity is not primarily for the benefit of the member in organizing the expressive activity or reserving the Facility.

Notwithstanding this policy or any other policy of the College, any member of the College community who participates in any expressive activity that violates any local, state, or federal law, or any College policy may be subject to discipline. The College may disband or require that individuals disperse from any activity or the College reserves the right to alter or add to these reasonable, content-neutral time, place, and manner restrictions for the benefit of the health and safety of the College community and/or the public at any time, provided that the restrictions are not altered so as to become unreasonably restrictive of free speech event that violates any such policy or law, and failure to follow the directives of campus police or any other law enforcement agency may result in discipline.

Organization Types And Catagories

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 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 placed on these organizations. Graduate Student Organizations are defined as organizations open to all graduate students on campus.

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.

Undergraduate Student Organization Leadership

When a member of any organization accepts a titled leadership* position or office, they 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 Involvement 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 charged by a member of the College community with an Honor Code violation 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 in the subsequent semester.

Graduate Student Organization Leadership

Candidates seeking election to the Executive Leadership Team (ELT) (positions of President, Vice President, Treasurer, and Secretary) must be currently enrolled in a graduate program (Master’s or Graduate Certificate) at the College of Charleston with at least one year remaining in their program of study. These students must be in good disciplinary standing with the College of Charleston and have attained a 3.0 Cumulative Grade Point Average when they seek election. If a candidate is in their first semester and has no institutional GPA, a letter of support from their Graduate Program Director can be substituted.

Regulations Regarding Candidate Eligibility

Graduate students matriculated as a non-degree student are not eligible for any position on the ELT.
Graduate students matriculated as a Professional Development in Education (EDPD) student are not eligible for any position on the ELT.
Graduate students matriculated in a joint graduate program whose home institution is not the College of Charleston are not eligible for any position on the ELT.
Graduate students elected or appointed to the ELT may not simultaneously hold a leadership position of a RSO or other student organization.
ELT members may not serve as delegates to the GSC.

There shall be a one (1) year term limit. No member of the GSA should be able to hold the same office for more than one year unless there are no candidates for the office. In the event an ELT position has no candidates, an outgoing Executive Officer shall become eligible for re-election for an additional one (1) year term if they are:

Enrolled in the following academic year
In good disciplinary standing with the College of Charleston
Have maintained a 3.0 Cumulative Grade Point Average

The outgoing Executive Officer shall participate in the campaign process and will be listed on the ballot for re-election by their constituents.

Inactive Registered Student Organizations

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 Involvement or the Graduate School Office.

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)
Will remain on hold until registration has been received
The organization is not eligible to apply for funds through the contingency process
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 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 Cougar Connect. Registration and usage of Cougar Connect will be required of all Student Organizations.

Advertising Supplies

The Student Involvement Resource Center has available:

Laminator
Paper Cutter
Button Maker
Basic office supplies
Small signage stands

These items can be used to help promote an organization or event. All items can be checked out through the Student Involvement Resource Center. A valid CofC ID is needed to check out any materials.

Table Reservations

Recognized organizations are eligible to reserve six-foot tables for use in specified locations on campus (Cougar Mall, Glebe Street Patio, Rivers Green) to promote their organization.

Tabling requests must be submitted using the Astra Schedule Room Request website: www.aaiscloud.com/CCharleston/default.aspx?home
Tables will only be provided to organizations with reservations.
All tables 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 BellSouth Building. All mail will be delivered, sorted and stored in the Student Involvement Resource 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]
College of Charleston
81 Saint Phillip Street
Student Involvement - Suite 311
Charleston, SC 29403

Organization Registration

Annual Registration Process

Annual Registration is required. It ensures that up-to-date leadership/contact info is on file with the Student Government Association (SGA) and the Office of Student Involvement and reflects an organization’s active participation on campus.

Annual Registration will open the first Monday after Spring Break and close the first Friday of August each year
To change classification type, an organization must schedule a meeting with the SGA Secretary

All active clubs and organizations are required to register on Cougar Connect. The following minimum information is required on an organization’s profile:

Contact information for all of your officers Please note that your President & Treasurer cannot be the same person
Organization profile picture
Organization constitution
Organization information (organization purpose, meeting times, how to become a member, etc.)
Advisor information

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://cofc.campuslabs.com/engage/. Trainings will be held annually 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 the registration process.

Registering A New Organization 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 federal, state, or local law or the College’s policies, procedures, rules, and regulations.

New Student Organization Registration process will open on the first day of classes of the Fall semester, and the last submission for the academic year will be accepted no later than the Friday before Spring Break in the Spring semester.

If your organization applies by the Spring deadline, your organization must complete the process before the first of April. If you do not complete the process before April, your organization will need to wait until the New Student Organization Registration process reopens on the first day of Fall classes.
The New Student Organization Registration process opens in August to allow organizations to take advantage of the Initial Funding that is granted to new organizations. Those funds are only available during the semester they are received.
This process is only open for a specific timeframe to also fall in line with our budget request process and our re-registration dates for active student organizations.

The approval of a proposed club that is a club sport is handled by Campus Recreation:
https://charleston.edu/campus-rec/sport-clubs-info/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 allocating 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 organization’s advisor. This may include adjunct faculty.
- If needed, the Office of Student Involvement will assist organizations in finding an advisor. Organizations that request assistance from the Office of Student Involvement must demonstrate that they have already asked a minimum of seven (7) faculty or staff members to serve as advisor and have been turned down. Upon demonstrating such efforts, the Office of Student Involvement will provide the organization with up to three (3) additional people 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 the up to three (3) faculty or staff members suggested by the Office of Student Involvement, then the Executive Vice-President for Student Affairs will appoint an advisor to serve.
Complete the New Student Organization Registration form available on Cougar Connect.

The criteria considered by the SGA Secretary when determining approval of a proposed student organization is limited to the following and no other factors:

Whether the proposed organization has at least ten (10) or more currently enrolled CofC students who will be members
The completion of all required forms
The selection of an advisor
The proposed organization has an established E-Board consisting of at least a president 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: Activities that pose an extreme level of health and safety risk or risk of damage to public/private property.
Service Providers: Services more appropriately provided by college officials, academic departments, or professional agencies.
Investment/Lending Clubs: Engagement in investment, lending of funds, digital currency, microfinance/microcredit, or solidarity lending.
Social Drinking or Smoking Clubs: Activities focused on the consumption of alcohol or tobacco products.
Illegal Activities: Any engagement in or encouragement of illegal activity

If the above criteria have been met by the proposed organization, recognition shall be granted and in no circumstances may recognition be denied to a proposed organization if it meets the above criteria.

Following approval:

The student organization’s president and treasurer will meet with the Associate Director of Student Involvement 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 not approved:

The new student organization will be notified in writing of which criteria have not been met.
The organization will have the right to either rectify the situation or re-submit their application to appeal the decision.

Appeals:

Persons aggrieved by the denial of registered student organizations status may appeal the adverse decision to the Executive Vice President for Student Affairs where: o The appeal alleges that the decision impermissibly violated the United States Constitution, South Carolina Constitution, or any federal, state, or local law.
- The appealing party has exhausted the process for review of the denial of registered student organization status.
- Appeals 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.
- 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.

Organization Conduct

Student Organization Conduct Process

When the College of Charleston receives information regarding alleged violations of the Student Code of Conduct, Honor Code, or other policy violation, one of two processes may be employed: The Partnership Process or The Honor Board Process.

Each process begins with the same first two steps. Steps 3 and onward are unique to either the Partnership Process or Honor Board Process.

Initial Steps (Applicable to Both Processes):

An incident report is received by the Office of the Dean of Students, Office of Student Involvement, Fraternity and Sorority Life (FSL), Public Safety, informant, self-report, or other source.
Notification letter of allegation(s) and invitation to meet is sent within three business days of receipt of information. o In cases involving dangerous misconduct and/or death/injury, a cease and desist of all organizational activities may be issued.
- Local/regional/national advisor(s) receive the same notification.
- The notification letter may outline potential violation(s) of policy and/or Code of Conduct.

Partnership Process

Organization officers and advisor on file meet with select administrator, student organization representative(s), and relevant area staff member within three business days.
- Group discusses internal investigation strategy.
- A written report of internal findings is due within five business days.
- If the organization does not comply, the process moves to Step 3 of the Honor Board Process.
Organization officers and advisor meet to discuss findings and prepare an initial draft of the Organizational Enhancement Plan (OEP), if appropriate.
- Additional sanctions may be imposed by the administrator or staff.
- If information does not support organizational charges but points to individuals, the organization is found Not Responsible.
- Case materials are retained for records and may be redacted if released under FOIA.
The OEP is further developed with input from officers, advisor, and staff.
- Final draft of OEP must be signed and submitted within five business days.
- If the plan is not accepted, the process moves to Step 3 of the Honor Board Process.
Office of Student Involvement and Office of the Dean of Students formalize sanctions and sign the final OEP.
Any violation of the OEP or missed deadlines may result in transition to the Honor Board Process and additional charges.

Honor Board Process

The Office of Student Involvement or Office of the Dean of Students assembles an investigation team to conduct member interviews. 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.
- Organization may waive this step after reviewing materials offered by the Office of Student Involvement or Office of the Dean of Students.
- Waiver must be submitted in writing via email to the Office of Student Involvement or Office of the Dean of Students.
Investigation provides information ("reasonable cause") that supports charges being brought against the organization (Proceed to Step 3). OR Investigation provides information that does not support charge(s) being brought against the organization. Honor Board Process ends.
Staff from the Office of Student Involvement or the Office of the Dean of Students meets with the organization to deliver a letter/packet to the organization of alleged violation(s); an offer for a -pre-hearing meeting will be made, but is not required.
Organization returns a response form within three business days. The Office of the Dean of Students or Honor Board Chairperson schedules hearing and sends hearing notice. If organization does request a pre-hearing meeting, a staff member in the Office of Student Involvement, staff member from the Office of the Dean of Students, or Honor Board Chairperson schedules the meeting to be held at least three 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.
Organization appears before Honor Board to determine responsibility and/or sanctions.
Resolution through Honor Board Process
- Organization found In Violation by Honor Board (proceed to Step 7).
- Organization found Not in Violation of all charges. The Honor Board process ends.
The Office of Student Involvement or the Office of the Dean of Students will confer and review the recommendations of the hearing decisional authority, may make appropriate modifications to the letter and will then render a decision and inform the student organization (and party bringing the complaint if applicable by law or College policy) of the final determination, generally within two business days of receipt of the recommendations. This timeline is subject to extension, in the discretion of the Division of Student Affairs (Executive Vice President for Student Affairs), for good cause shown. Notification will be made in writing and will be delivered by email to the student organization representative or leadership through their College-issued email account(s). Once emailed, such notice will be presumptively delivered. In cases of sexual misconduct and other crimes of violence, notice of the outcome will be delivered to all parties simultaneously, meaning without substantial delay between the notifications to each.
A student organization has the right to appeal to the Executive Vice President for Student Affairs within five days of receipt of the outcome letter (See Appeal section of the Student Handbook).

Sanctions

The following conduct sanctions may be imposed upon student organizations when they have been found in violation of the Student Code of Conduct. All sanctions may be imposed individually or in combination. Conduct sanctions are imposed for the purpose of holding student organizations accountable for their actions and the actions of their guest(s), whether on campus or at any organizational event. Failure to satisfactorily complete a conduct sanction may result in more severe sanctions. More than one sanction may be imposed for any single violation.

Reprimand: An official statement to the student organization explaining that it has violated a College policy, Code, or regulation. Any further misconduct could result in additional disciplinary action.
Restitution: When an organization has damaged or destroyed College or personally owned property the organization may be required to make restitution, or receive additional educational sanctions.
Restriction of Privileges: Restrictions placed upon a student organization which limits College privileges for a specified period of time. These limitations may include, but are not limited to, the following: • Denial to represent the College in any capacity.
- Denial to maintain an office or other assigned space on College property.
- Denial to receive or retain College funds.
- Denial to participate in intramural sports.
- Denial to sponsor, co-sponsor and/or participate in any social event or other activity.
- Denial to sponsor any speaker or guest on campus.
- Denial of rush or membership recruitment activities.
- Denial of having alcohol at organizational events.
- Denial of the use of College vehicles.
- Denial of the use of College facilities.
- Denial of advertising on campus for organizational activities.
- Denial of soliciting and/or selling any items on campus.
Conduct Probation: A specified period of review, observation and/or restrictions during which a student organization is under official warning that its misconduct was very serious. Subsequent violations of College rules, regulations, codes or policies could result in more severe sanctions, including suspension or dismissal of recognition. During the probationary period, a student organization is deemed "not in good standing" with the College and may be subject to specific limitations upon its behavior or College privileges.
Suspension of Organizational Recognition: The denial of privileges of a recognized organization for a designated period of time, which will be no less than one semester. Any organization whose recognition is suspended must.
- Cease all organizational activities.
- Vacate any appointed or elected office with that organization's governing body for the duration of the organization's period of suspension.
- Surrender balances of all organizational funds granted by Student Government.
- Vacate office or housing space assigned by the College from the date of the notice of suspension. Space vacated due to suspension may be reassigned to other eligible College organizations. In the case of housing, individual members will be reassigned provided space is available. There will be no individual College Housing contract cancellations.
Dismissal of Organizational Recognition: Permanently excludes the organization from the College without any recourse to reapply for recognition. Any organization whose recognition is permanently revoked must:
- Cease all organizational activities.
- Vacate any appointed or elected office.
- Surrender balances of all organizational funds granted by Student Government.
- Vacate office or housing space assigned by the College from the date of the notice of dismissal. Space vacated due to dismissal may be reassigned to other eligible College organizations. In the case of housing, individual members will be reassigned provided space is available. There will be no individual College Housing contract cancellations.
Other sanctions - Additional or alternative sanctions may be created and designed as deemed appropriate to the offense with the approval of the Office of the Dean of Students.
Interim Suspension of Organizational Recognition: An interim suspension may be imposed, by the Office of Student Involvement, Office of the Dean of Students, or the Executive Vice President for Student Affairs or their designee prior to the beginning of the administrative process. The interim suspension may be imposed in cases where:
- The alleged action of the student organization may pose a threat to the well-being of the College or any of its members, or to preserve College property;
- The student organization poses a threat of disruption or interference with the normal operations of the College.

During any interim suspension, the organization shall be required to discontinue all organizational activities. The organization will be denied access to all College activities and privileges for which the organization might be eligible. In certain circumstances, organizational leadership may be restricted from communication with the organizational membership or students may be required to vacate organizational housing units. Prior to imposing an interim suspension, every effort will be made to give the student organization an opportunity to respond to the charge(s). Following the imposition of an interim suspension, the opportunity for an administrative hearing as described above will be provided as expeditiously as possible, generally five business days after the interim suspension unless the student organization waives the time deadline or there are extenuating circumstances or other good cause shown.

A decision reached by the Office of Student Involvement or the Office of the Dean of Students or designee about an interim suspension can be appealed by the student organization to the Executive Vice President for Student Affairs (within two working days of the transmittal of the decision. Such appeals shall be in writing and shall cite the name of the case; the grounds for the appeal and the relief requested. The conditions of the interim action shall be imposed while any appeal is under review.

A student or organization that fails to complete or comply with any sanctions may be subject to additional measures from the Office of the Dean of Students.

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Event/Organization Promotion

Bulletin Boards

Bulletin boards are the only acceptable locations to hang flyers inside College of Charleston buildings. Flyers hung on brick or glass will be removed.

Banners

Sheet banners are permitted on campus in approved locations in Cougar Mall and on the St. Phillip and George St. sides of The Cistern Yard. The Office of Student Involvement strongly encourages the use of twin sheets only.
Sheet Banners can be up for at least two (2) weeks before 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 organization’s 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 of 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 marketing@cofc.edu. 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 completing the Standard Marketing Request Form.

Please refer to the College’s Brand Manual for appropriate uses of the College of Charleston name and wordmark, including proper size and color: https://charleston.edu/marketing-communications/

Undergraduate Organizations Eligibility For Funding

The Student Government Association (SGA) allocates funds to undergraduate registered student organizations. Additional funds may be set aside for student organizations through the Contingency process.

A registered student organization can apply for funds through the Student Government Budget Process. 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 Involvement. Pending the outcome of the review, the staff member may authorize the Treasurer to “hold” allocated or revenue 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 28th.

To receive a Fall semester budget, an organization must be registered no later than February 28th.

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.

Semester Budget

Organizations may receive a semester budget of up to $3,000. It is the responsibility of registered organizations to submit budget requests in compliance with this cap. Therefore, any request for a semester budget of more than $3,000 shall receive no consideration and shall not be funded at all.

Before reviewing applications for semester budgets 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 SGA Treasurer shall apply a pro rata reduction to all requests to achieve the funding level available.

Contingency Funding

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.

The contingency funds are for:

Closed membership organizations (who cannot request a semesterly budget)
New student organizations
Open membership organizations who have exhausted their current semesterly budget

If a student organization requests less than the maximum limit of $3,000, they are eligible to request additional funds. In this case, any contingency request cannot push the organization to pass the $3,000 limit. If the organization exhausts all funds, then they are eligible to request additional funds up to $2,000. No organization may receive over $5,000 a semester for any purpose (including semester, contingency, and start-up funding). Funding requests that exceed this cap shall not be considered.

If a student organization requests the max limit of $3,000 and spends its entire budget before the semester concludes, they are eligible to request additional funds up to $2,000. In this case, no organization may receive over $5,000 a semester for any purpose (including semester, contingency, and start-up funding). Funding requests that exceed this cap shall not be considered.

More details about this process can be found in the Contingency Process section.

Funding Criteria

SGA 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 shall evaluate all funding requests according to the following viewpoint neutral criteria and no others:

The applicant must be an organization recognized by SGA for the current academic year. The application must be submitted by the applicable deadline.
The application must be complete. Funding will not be approved for any the following: o Events or expenses where participants receive class credit for their event/travel.
- Clothing such as uniforms, costumes, and other apparel outside of short or long sleeve tee shirts.
- Marketing/Promotional Items shall not include apparel
- A fundraiser to create funds for the organization.
- Awards and trophies.
- Tuition and fees.
- Textbooks.
- Computer hardware/software.
- Alcohol.
- Tobacco.
- Raffle Tickets.
- Drugs (including over the counter medicine).
- Weapons, or weapon looking items (fake weapons, props, cosplay).
- Gift cards.
- Tips (gratuity).
- Monetary donations.
- Scholarships.
- Cash prizes.
- Dues (membership for club/individual).
- Products for fundraising base.
- In-kind donations.
- Class projects.
- Office supplies and general printing will be funded up to $50.00 per semester.
- Registration fees for conferences, conventions, or workshops for members more than $200 per person per academic year.
- Lodging more than $150 per room per night. No student may be funded for more than 3 nights in a semester. Where available, lodging must be quad-room occupancy at no more than a mid-range hotel (e.g., Courtyard by Marriott, Hilton Garden Inn, etc.). Note: personal property rentals (e.g., Airbnb, Vrbo, etc.) are not permitted.
- Requests for air travel unless the distance from Charleston is at least 300 miles. Air travel must utilize economy fare, be booked at least four weeks in advance, with no paid upgraded. Airfare for a student that complies with the requirements herein will be funded up to $600 roundtrip. See the Travel Guidelines section for further details.
- Gas reimbursement for personal vehicles without original receipts.
- Requests for ground transportation to and from the airport more than $40 per round trip for the entire group traveling.
- Personal travel which included interviewing for educational and employment opportunities.
- Personal expenses associated with travel (meals, incidentals, etc.).
- Travel/lodging/registration more than:
  1. $800 for an individual student in an academic year (cumulative of all requests for travel/lodging/registration for that student from a registered student organization during an academic year), or
  2. $3,500 for a registered student organization for an academic year (cumulative of all the organization’s travel/lodging/registration requests during an academic year)
- The amount requested must not exceed the limits set herein.
- The officers must attend the required workshops and meetings.
- The facility for events must accommodate the size of intended audience and type of event.
- The event must be open to all students free of charge.
- The officers listed with SGA and most of the members of the registered student organization must be fee-paying College of Charleston students.
- 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.
- Contributions or expenditures to campaign involving: o Nomination, retention, or election of any person to any public office.
- Urging electors to vote in favor of or against any statewide ballot issue, local ballot issue, referred measure or recall election.

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 who votes not to approve a funding request in whole or part shall specify the funding criteria or requirements that he/she believes were not met by the request.

Reusable Items

Organizations may purchase reusable items and must identify a secure on-campus location where items will be stored. Examples include branded table covers, marketing/tabling materials, or decorations.

Prizes, Gifts, Awards & Promotional Items

Individual prizes, gifts, awards, or promotional items cannot be valued over $75 if a student organization is utilizing SGA allocated funds. Any prize, gift, award, or promotional item valued at $50 or more requires the recipient to complete the Prize and Award Acknowledgment form. The form must be returned to the Office of Student Involvement 24-48 hours after your event. If the recipient of the prize, gift, award, or promotional item is also a College of Charleston student employee, please note that their acknowledgment form will be sent into the College of Charleston Payroll Office for tax purposes.

Funding Procedures For Undergraduate Student Organizations

Budget Submissions

The following processes relating to funding through the SGA can be found on Cougar Connect:

Budget Requests (under the Finance Tab)
Change of Request Form
Student Outreach Fund Form
Start-Up Budget Request Form
Appeal Form

Budget Workshop

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 organization member responsible 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.

Submitting A Budget Request Form

Budget Requests deadline will be announced.

All budget requests must be submitted electronically via Cougar Connect.
The SGA Treasurer reviews all requests according to the established guidelines outlined in the Compass. Tentative approved amount will be posted on Cougar Connect. Organizations must request a copy of the breakdown from the SGA Treasurer. Finalized budgets will be approved in Cougar Connect.
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 be carried forward to the next semester.

Appeal To Semester Funding Process

Organizations wishing to appeal their funding must submit a completed Appeal Form via Cougar Connect by the stated deadline. After the form is submitted, the SGA Treasurer will review new/additional information to reconsider the organization’s budget request in its entirety.

Change Of Request Process

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. Request must be submitted in advance to allow the organization enough time to meet the three (3) week advance planning deadline.

Contingency 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 Contingency Request via Cougar Connect. In addition to the funding criteria and requirements set forth above, please note the following regarding 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.)

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

Student Outreach Program

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 is located on Cougar Connect. Forms should be submitted at least four weeks before the intended event starts.
Student Outreach funding is subject to the same criteria and requirements as contingency funding for a registered student organization. Funding requests that meet all applicable requirements and criteria are approved on a first come first served basis 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.
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.
Cost Requests must comply with the “fair and reasonable” standard set forth in the South Carolina Procurement Act.

Funding Appeals

Persons aggrieved by a student fee funding decision may appeal the adverse decision to the Executive Vice President for Student Affairs where:

The appeal alleges that the decision impermissibly violated the United States Constitution, South Carolina Constitution or and Federal, state, or local law.
The appealing party has exhausted the process for review regarding the funding decision. Appeals under this policy must be made in writing and state specifically 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.
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.

Accessing Funds

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 initial stages of your planning to ensure that you obtain all information needed to proceed with your desired plans. Please reach out to Student Involvement for more information; studentlife@cofc.edu.

Making A Purchase

All purchases are initiated by submitting a completed Purchase Request in Cougar Connect. Purchases may be paid online, with a College check, by purchase order, or over the phone credit card payment.
Student organizations should submit the Purchase Request, along with all required supporting documentation, at least three (3) weeks in advance. (Four weeks in advance if the purchase is travel related.) The supporting documentation may include:
- Vendor web address
- Screenshot or listing of items to be ordered (be sure that screenshot or listing contains all pertinent information needed for placing the order)
Copy of the event flyer or listing of students who attended the event
Once submitted, the request will be reviewed for processing. The Business Manager will contact you if any additional information is needed or if there are any other questions or concerns.

Reimbursements

Student organizations should submit a purchase request for all anticipated purchases. Student organizations may receive a reimbursement for organization related purchases if prior approval is received from the Office of Student Involvement. Organizations using allocated funds may only receive reimbursements during the semester in which their purchase was made. After the semester has concluded, allocated funding will no longer be available to the student organization.

Unauthorized Purchases

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 a written or verbal commitment to a purchase without approval.
All contracts/agreements 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 they have signed on behalf of an organization.

Student Organization Fundraising

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 organization's mission and institutional policies and procedures.
Organizations must complete the Application for Approval of a Fundraiser 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 Involvement 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.
Donation or fundraising proceeds made in check form should be issued payable to “College of Charleston” with the student organization name listed in the memo line. These proceeds may be mailed to:
College of Charleston
Attention: Treasurer’s Office
66 George St
Charleston, SC 29424
Involvement Business Manager within two to three (2-3) business days after the event to prepare for deposit into the organization’s on-campus account. NO ROLLED COINS or loose change that totals more than $.99 will be accepted for deposit. Coins must be transferred to “paper” money before making a deposit with the Business Manager, if possible.
Student organizations are not permitted to use a third-party vendor (Venmo, Cash App, Square or PayPal, Eventbrite) to accept electronic payments on behalf of the student organization. (see following section on credit/debit card payments) Instead, the organization may contact the Office of Student Involvement for a MarketPlace “store” to collect electronic payments for approved fundraising efforts. Violations will result in the organization’s funding being placed on hold.
The Office of Student Involvement 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 secure sealed bags that may be used for making deposits after our business office has closed. Please see the Office of Student Involvement Business Manager for details.
Revenue made from fundraising can be carried over to the next semester and/or academic year.

Credit/ Debit Cards

The Credit Card Acceptance and Processing Policy provides requirements and guidance for all credit card activities for the College of Charleston. This policy complies with the credit card industry’s PCI DSS (Payment Card Industry Data Security Standard) set by Visa and the other major credit cards. The College’s Debit/Credit Card Policy may be read in its entirety at https://charleston.edu/treasurer/index.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/Credit Card Policy and the associated PCI-DSS standards will be disconnected from network services.
Student organizations are not permitted to use a third-party vendor (Venmo, Cash App, Square or PayPal, Eventbrite) to accept electronic payments on behalf of the student organization. If appropriate, the Office of Student Involvement can provide a MarketPlace “store” for student organizations to accept credit/debit card payments on behalf of the organization. MarketPlace is a comprehensive commerce management system tailored specifically for college and universities.
Violations will result in the organization’s funding being placed on hold.

Graduate Organizations Eligibility For Funding

The GSA awards mini grants to graduate students conducting research and presenting at or attending conferences related to their programs of study. Process can be found in Cougar Connect.

There are three types of awards:
Research Grants: $250 – $500 per student, per semester
Presentation Grants: $250 - $500 per student, per semester
Professional Development Grants: Up to $250 per student, per semester
Students applying for these awards are limited to $500 per semester excluding the summer semester. No student can receive more than $1,000 in a year or more than one award during the same semester. The funds for these grants are limited and will be awarded competitively by the GSA. Selection will be based on the clarity and quality of the project description, methodology, and relationship to the student's program of study. Preference will be given to research connected to external grants, thesis or internship completion, and independent studies.

Criteria

Applicants must be a currently enrolled degree-seeking or graduate certificate student in good standing in a College of Charleston graduate program. Students must submit their application to the GSA at least four weeks before their proposed dates of travel or research.
Applications received after travel or research has occurred will not be considered. Proposed budgets must include invoices or cost estimates and should be as detailed as possible. Any projects involving animal or human participants must also receive approval from the Institutional Review Board (IRB) and the Institutional Animal Care and Use Committee (IACUC). Students who receive grant awards must complete and submit a final report to the GSA within six weeks of project or event dates. Students who do not submit final reports will not be eligible for future funding and will have their diplomas withheld.
For research grants: applications must include a project description (maximum length 1,000 words) containing a project abstract, a statement of project objectives and methodology, and a discussion of the project's significance and plans for future dissemination. A separate budget indicating how the money will be used must also be attached. Students should indicate if they have applied for or been awarded support from some other source.
For presentation grants: applications must include a presentation description (maximum length 500 words) containing a project abstract, an explanation of the presentation format (e.g., poster session, panel presentation), a description of the presentation venue (e.g., international conference, annual meeting), and confirmation that the presentation has been accepted (or submitted). A separate budget, breaking down costs for transportation, food, accommodation, and registration fees should be attached. Students should also indicate if they have applied for or been awarded support from some other source.
For professional development grants: applications must address how this opportunity will contribute to a student's current coursework or career goals. Applicants should include a separate budget that indicates the cost of registration, accommodation, travel, and food. Please note that grant funds cannot support every type of request, such as professional organization memberships, professional examinations or credentials, and fees for external program requirements. If you are not sure if your request is eligible for funding, please contact the GSA.

Unauthorized Purchases

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 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.

Contracts And Service Agreements

No student or representative of an organization may sign a contractual agreement that binds the student organizations, The Office of Student Involvement, 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 employees 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.

Funding Partisan/Political Activities

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.

Office Supplies

Herald Office Supply is the State contracted office supply vendor for the College. Requests must be initiated with the Purchase Request via Cougar Connect.

Publicity

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”.

Bookstore

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. This request must be coordinated through Student Involvement or Graduate School office.

Facilities Management

Organizations may use equipment (i.e., tables, chairs, etc.) from Facilities Management. These requests must be coordinated through Student Involvement or Graduate School office.

Catering And Food Services

ARAMARK has the first right of refusal for all on-campus events. You may make your catering needs online by using their website.
ARAMARK Food Services (https://cofccatering.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, meals, 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 the appropriate Budget Administrator. All orders must be submitted three weeks before the event date.
**Depending on the event logistics, some organizations may take advantage of the small purchase exemption per event of $300. This threshold is not per vendor, but per event.
If you have any other questions while booking your event, please contact the Catering Department catering@cofc.edu 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. This approval is for food purchases that exceed $300. You may submit your written request to catering@cofc.edu. 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 vendors are being requested

*** Please note that payments to off-campus food vendors cannot be processed without written permission from Aramark.

Potlucks

Due to Food Handling Safety, liability and possible health risks, the college does not permit potlucks or homemade food items at college sponsored on-campus events. However, if you are planning to have a bake sale on-campus, you are permitted to sell homemade food items at your tabling.

Undergraduate Student Travel Guidelines

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.

Before submitting a Travel Request Form, the organization must ensure that sufficient funding is available and confirmed for the proposed trip. It is recommended that all funding sources be verified and discussed with the appropriate budget manager prior to submission, to avoid delays in processing or approval.

Travel, lodging, and registration expenses are subject to the following annual limits:

For individual students: A maximum of $800 per academic year, which includes the total of all travel, lodging, and registration expenses requested on their behalf by any registered student organization.
For registered student organizations: A maximum of $3,500 per academic year, covering the cumulative total of all travel, lodging, and registration requests submitted by the organization.

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 through the Environmental Health and Safety office
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, then they must opt for triple occupancy, or, if that is unavailable, 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 decide 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 be planned 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

Student Travel Procedures

The Office of Student Involvement must initiate a Travel Authorization form for all official College travel. At least four (4) weeks prior to travel date a completed purchase request through Cougar Connect must be submitted. The request will include:

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

Transportation

Student organizations may use allocated, Contingency, or revenue funding in various forms of transportation associated with their official travel. To be eligible for direct/advance billing (payment made directly by College), arrangements must be made by the Office of Student Involvement. It is imperative that this process is started in a timely manner and all required information and/or documentation is submitted promptly.

Air/Train

Traveler must provide Travel Coordinator with full name (as printed on State issued identification card) and date of birth. Airline tickets are purchased in the student’s name. The student - is responsible for reimbursing the College the cost of the ticket if he/she does not attend the scheduled event. Students 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 (2440 Savannah Hwy, Charleston, SC). The rental is facilitated through the Travel Coordinator. Requirements:

Student must be deemed an “Authorized Driver” by having attended Driver Training
Submit the following documentation to driver training facilitator:
- Copy of current, valid driver’s license.
- 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:

Copy of current, valid driver’s license copy of driving record from the Department of Motor
Vehicle from the issuing state.
Original gas receipt(s) must be submitted to Business Manger within one week after travel is complete.

Lodging

Note: Student organizations are responsible for identifying lodging accommodations.

The College can only pay for room fees. Upon checking, a hotel may require a credit card on file for incidentals. Students are responsible for any incidents incurred.

Student Drivers Training

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 during each semester; check Cougar Connect for details on training. 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 Involvement 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 representatives that have not completed Vehicle Safety Training prior to club travel that meets the conditions described.
Use of Personal, College-Owned or Rental Vehicles: To ensure that student organizations follow 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. To receive this designation, individuals must:
- complete driver training; (by the Environmental Health and Safety office).
- 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 Involvement once it is received in the mail.;

Reserving Space

The Office of Student Involvement is responsible for room/space reservations for the following facilities on-campus:

RITA 101, RITA 102, RITA 103, after academic classes
RSS 101-106, RSS 235, RSS 248 – 253, after academic classes
Bellsouth 323, 323A
Cougar Mall (non-amplified sound)
Rivers Green (non-amplified sound)
Sottile Clock (non-amplified tabling)

Reserving meeting/event space is easy! All meetings/events require a reservation request form:

Visit https://charleston.edu/office-student-life/index.php and click on the Reservation Requests tab on the left-hand side.

Complete all the fields included on the form, including selecting a room (“Assign Room”) and click the Submit button to send your request. Please note that reservations must be received at least three (3) 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. Events requiring outside vendors or Public Safety, may require additional time for processing.

An electronic confirmation for the reservation will be returned if the venue is available on the date requested.

You MUST use your College of Charleston email address for your reservation request to be processed.

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 in large event spaces.

ALL catered food must be requested through Aramark.

Event Management

Steps To Submit An Event Request

All registered student organizations events or programs, excluding general organization meetings, which take place on campus require event approval. The purpose of the request is to ensure organization’s events run smoothly. The request also allows campus partners to be notified of the event details. Approval will be granted if 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.

Log into your organization’s page on Cougar Connect. Click on the menu on the left and scroll down to events. On the right, click on the blue button +CREATE EVENT.
Complete the online Event Request providing information for all required fields.
Once the permit is successfully submitted through Cougar Connect, The Office of Student Involvement will assign any relevant campus partners to review the request and will communicate through Cougar Connect about any additional information that may be required.
After the permit is approved, an email notification will be sent from Cougar Connect.

Event Planning And Management

When planning any event/ program, allowing plenty of time to fully implement ideas is essential to successful programming. Novel issues and planning for unforeseen concerns always arise no matter the size of an event. Allowing at least four weeks for event planning gives organizations the time needed to implement established ideas as well as new and unforeseen elements.

Venue Availability And Reservations

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 programs and events.

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.

Reserving Tables On Campus

Facility features & restrictions for the following tabling locations on campus: Cougar Mall, Rivers Green, & Sottile Clock. More information can be found in the Facility Use Guidelines-2025.docx.

Cougar Mall

Tabling
1. The Office of Student Involvement does not provide any setup assistance for Cougar Mall.
2. Student Organization Tables
  - a. Student Orgs MUST have a confirmed reservation in the Astra Schedule System
  - b. Student organizations may reserve one six-foot table per event. Tabling will be sectioned off and assigned to a group upon reservation confirmation (Cougar Mall A, B, C…)
3. Off-Campus Organizations
  - a. Organizations not affiliated with a College of Charleston entity are prohibited from tabling on campus, unless:
    1. Sponsored by a College of Charleston entity (department, student org) with the express permission of the Director of Student Involvement
Amplified Sound
1. Amplified Sound is NOT PERMITTED for use in Cougar Mall
Tabling Decorations
1. Only free-standing decorations (cardboard cutouts, or table decorations are allowed in Cougar Mall.
2. Hanging or taping materials to walls, lamp posts, benches, art installations, trees, bushes, railings, trash cans, doors, and windows is PROHIBITED.
3. The Clyde the Cougar Statue at the entrance of Cougar Mall shall remain free of any decorations.
4. All items, such as props and/or decorations, must stay within 2ft of the assigned table location.
5. Decorations must be removed from the area immediately after the event.
6. Glitter, candles, smoke/fog machines and open flames are STRICTLY PROHIBITED.
7. Reserving organizations will be responsible for any damages and may risk temporarily losing their reservation privileges.
8. If a student organization fails to remove decorations and or if there is a violation of this directive, the College will attempt to contact the student organization to remove the decorations and materials; otherwise the College will remove them.

Rivers Green

Facility Restrictions
1. Available only for events sponsored by College of Charleston student organizations, faculty and staff
2. No events are to be scheduled during the Dark Period leading up to Fall, Spring, Summer I and II exams.
3. Events are limited to one daytime event per week and one evening event per week.
4. Events are limited to 500 people or fewer.
5. All entrances to Addlestone Library must remain accessible.
6. Addlestone Library and Starbucks activities must not be disrupted.
7. Amplified sound is limited. Please contact the Associate Director for Events and Operations if the organization is requesting the use of sound.
8. All events must be finalized with the Office of Student Involvement 10 business days prior to the event and must comply with the city noise ordinance.
9. Events must not conflict with Blacklock House events.
10. No events are to be booked when the College of Charleston is closed.
11. Events booked must be open to all students, faculty and staff.
12. A rain location must be identified and reported to the Office of Student Involvement. The Addlestone Library is not available as a rain location for Rivers Green events.
13. Clean-up is the responsibility of the sponsoring organization.
14. Valid Cougar Card is needed for entry into Addlestone Library for restroom access
Tabling
1. The Office of Student Involvement does not provide any setup assistance for Rivers Green.
2. Student Organization Tables
  - a. Student organizations may reserve one four-foot table per event from the Student Involvement Operations Office (Bell 322A).
  - b. Tables must be requested at the time the reservation is placed with the Office of Student Involvement
  - c. The reserving organization is responsible for returning the table to the Student Involvement Operations Office (Bell 322A) daily at the conclusion of their event.
  - d. The reserving organization will be charged a replacement fee for the table if it is not returned on time.
3. Faculty/Staff Tabling
  - a. Departments planning tabling events MUST submit a work order with Facilities Management to secure tables and chairs, at least 14 DAYS in advance.
  - b. If event only requires use of one table. A table can be rented through the Office of Student Involvement, or department can use their own.
Decorations
1. Only free-standing decorations or table decorations are allowed in this facility.
2. All items, such as props and/or decorations, must stay within 2ft of the assigned table location. The College will remove any decoration or materials that violate this directive
3. Hanging or taping materials to walls, lamp posts, benches, memorial markers, the fountain, trees, bushes, railings, trash cans, doors, and windows is prohibited. All items, including props and decorations, must be removed from the area immediately after the event. If a student organization fails to remove decorations and or if there is a violation of this directive, the College will attempt to contact the student organization to remove the decorations and materials; otherwise, the College will remove them.
4. Glitter, candles, smoke/fog machines and open flames are STRICTLY PROHIBITED.
5. Reserving organizations will be responsible for any damages and may risk temporarily losing their reservation privileges.

Sottile Clock

Tabling
1. Student Organization Tables
  - a. Student organizations may reserve one four-foot table per event from the Student Involvement Operations Office (Bell 322A). Organizations that possess their own table may use it for tabling events.
  - b. Tables must be requested at the time the reservation is placed with the Office of Student Life.
  - c. The reserving organization is responsible for returning the table to the Student Involvement Operations Office (Bell 322A) daily at the conclusion of their event.
  - d. The reserving organization will be charged a replacement fee for the table if it is not returned on time.
2. Faculty/Staff Tabling
  - a. Departments planning tabling events MUST submit a work order with Facilities Management to secure tables and chairs, at least 14 DAYS in advance.
  - b. If the event only requires the use of one table. A table can be rented through the Office of Student Involvement, or the department can use its own.
Decorations
1. Only free-standing decorations or table decorations are allowed in this facility
2. Hanging or taping materials to walls, lamp posts, benches, memorial markers, the fountain, trees, bushes, railings, trash cans, doors, and windows is prohibited.
3. All items, such as props and/or decorations, must stay within 2ft of the assigned table location.
4. All items, such as props and/or decorations, must be removed from the area immediately after the event. If a student organization fails to remove decorations and or if there is a violation of this directive, the College will attempt to contact the student organization to remove the decorations and materials; otherwise, the College will remove them.
5. Glitter, candles, smoke/fog machines and open flames are STRICTLY PROHIBITED.
6. Reserving organizations will be responsible for any damages and may risk temporarily losing their reservation privileges.

Dark Period

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.

Funding And Expenses

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 the Business Manager before committing any available funds to an event. Organizations must demonstrate the availability of funds to cover all expenses associated with the event. Please refer to the Funding Procedures For Undergraduate Student Organizations section for more information.

Advertising

Promoting an event/program should start at least two weeks prior to the event date. 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.

Contracts And Service Agreements

No student or representative of an organization may sign a contractual agreement that binds the Division of Student Affairs, Office of Student Involvement 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.

Risk Management

Many events inadvertently include some level of risk management, and it is the philosophy of the Office of Student Involvement 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. Every student organization is responsible for ensuring their attendants have a safe and enjoyable experience. Organizations must demonstrate compliance with any risk management requirements reasonable imposed by the Office of Student Involvement after evaluating the event.

Waivers

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. This form ensures that those who participate are aware and understand the risks involved with the event. Completed waiver forms should be kept on file by the hosting organization for at least 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. This form ensures that those who participate are aware and understand the risks involved with the event. Waivers can be obtained through the Office of Student Involvement. Completed waiver forms should be submitted to the Office of Student Involvement.

Certificate Of Insurance

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 meeting the College’s requirements. The contracted vendor must provide a copy of the certificate. The College of Charleston and the State of South Carolina cannot insure off-campus contracted entities.

Audiovisual Assistance

The Office of Student Involvement will set up all equipment requested on the Facility Reservation Request Form in the reserved space prior to your event.

Audio/Visual Event Support: When reserving facilities, Audio Visual Event Support can assist student organizations with audiovisual equipment needs. Audio Visual Event Support must be contacted at least three (3) weeks in advance and the student organization is responsible for any personnel and equipment rental fees. The student organization must submit a request through the Finance tab on Cougar Connect to being the process of requesting AV Support. 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.

Movie And Film Copyright Law Guidelines

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 people outside of a normal circle of a family or its social acquaintances are gathered. A license is required for all public performances 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 Involvement works closely with companies that facilitate the purchase of a license to show a movie. Consult the Office of Student Involvement if your organization is planning to show a film.

Organizations may utilize the Kanopy platform found on the College of Charleston website which host an array of films that may be showed to large audiences.

Amplified Sound Policy

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. This policy is in connection with programs and events held on weekdays during business hours during the upcoming academic year. Amplified sound will not be allowed between 8 a.m. – 9 p.m. on weekdays in areas adjacent to offices or classroom facilities (i.e. Maybank Hall, the Cistern, etc.).
The Office of Student Involvement 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.

Organization Sponsored Events With Alcohol

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: https://charleston.edu/policy/policy-list.php.

On-Campus Student Organization Sponsored Events With Alcohol

Any registered student organization and office working with student organizations sponsoring an on-campus event with alcohol must adhere to the following:

All alcoholic beverages, including donated alcoholic beverages, served on College-owned, managed or affiliated properties must be provided and served only by Dining Services. Dining Services holds a valid liquor license for services on the College of Charleston campus and corresponding liability insurance.
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.
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 managers must remain sober while carrying out their duties during the event.
The event must be registered with The Office of Student Involvement at least TWO WEEKS (14 business days) in advance. An event submission should be submitted in Cougar Connect.
A method of identifying participants under 21 must be in place during the event.
No personnel, including security, are 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 Involvement to arrange payment.
Campus areas designated for consuming alcoholic beverages at a student-sponsored event are Barnet Courtyard, Cistern Yard, and P Parking Lot (located behind housing off Wentworth Street).
Non-alcoholic beverages and unsalted food for fifty (50%) percent of anticipated guest attendance must be available at every function.

Attendance, Guest Procedures, Advertising And Violations

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 and must have their hands stamped or marked or wristband applied designating that they are 21 or older. Individuals shall not be permitted to leave and return to the function site. 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:
Advertisements 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 Student Handbook Code of Conduct. 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.

Off-Campus Events

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 Involvement (for all-non-Fraternity and Sorority organizations) or to the Higdon Center for Student Leadership and Fraternity & Sorority Life (for Fraternities and Sororities).
The form must be submitted at least two weeks before the event date.
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.)

Posting Guidelines

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 the 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 can 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 boards 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).s
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 3:30 pm 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.

Prohibitions

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 painter’s 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.
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 Involvement.

Advertising In The Residence Halls

Registered Student Organizations can advertise events in the Residence Halls with paper flyers. Please reach out to Residence Life at reslife@cofc.edu.

Snipe Signage Policy

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.

Peer To Peer File Sharing

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 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 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: http://www.copyright.gov/title17/92chap5.html.

Back To The Top

A Guide For Student Organizations

Table Of Contents

Student Involvement

Student Involvement Mission Statement

Statement Of Purpose

Viewpoint Neutrality

Registered Student Organizations

Unregistered Organizations

Statement On Hazing

Tucker Hipps Transparency Act

Free Speech, Expression And Assembly Of Students, Faculty And Staff

Organization Types And Catagories

Undergraduate Student Organization Leadership

Graduate Student Organization Leadership

Benefits Of Being A Registered Student Organization

Organization Registration

Organization Conduct

Honor Board Process

Sanctions

Event/Organization Promotion

Undergraduate Organizations Eligibility For Funding

One-Time “Start-Up” Budget

Semester Budget

Funding Procedures For Undergraduate Student Organizations

Unauthorized Purchases

Student Organization Fundraising

Credit/ Debit Cards

Graduate Organizations Eligibility For Funding

Unauthorized Purchases

Contracts And Service Agreements

Funding Partisan/Political Activities

Office Supplies

Publicity

Bookstore

Facilities Management

Catering And Food Services

Potlucks

Undergraduate Student Travel Guidelines

Student Travel Procedures

Transportation

Lodging

Student Drivers Training

Reserving Space

Event Management

Event Planning And Management

Venue Availability And Reservations

Reserving Tables On Campus

Dark Period

Funding And Expenses

Advertising

Contracts And Service Agreements

Risk Management

Waivers

Certificate Of Insurance

Audiovisual Assistance

Movie And Film Copyright Law Guidelines

Amplified Sound Policy

Organization Sponsored Events With Alcohol

On-Campus Student Organization Sponsored Events With Alcohol

Attendance, Guest Procedures, Advertising And Violations

Off-Campus Events

Posting Guidelines

Prohibitions

Advertising In The Residence Halls

Snipe Signage Policy

Peer To Peer File Sharing