Student Organization Policies

Student organizations cannot schedule programs, activities, events and meetings during the study period, during final exams, or during university breaks including weekends before and after the breaks.

There can be no food or drink brought into the Oakland Center. All food service in the Oakland Center must be ordered through Chartwells. Food orders may be placed through the Chartwells Catering Office, 121 OC, x3400 or here. This includes food for events and general organizational meetings. For further information, click here.

Always check the Chartwells quote and order sheet and the account number to ensure they are correct. Students can email [email protected] for more information on Chartwells and catering. If funding is not approved, please be sure to cancel the Chartwells order or the organization will be held liable.

If holding an event outside of the Oakland Center, organizations may use alternate food service providers. A current certificate of liability insurance is required from the vendor to order. A completed W-9 form is required to pay the vendor. Additionally, a copy of the event flyer and a list containing the names of the student organization members attending the event is also required.

Pepsi is the exclusive beverage supplier for Oakland University. According to OU's agreement with Pepsi, products manufactured by Pepsi are to be the only beverage products of their respective types sold, distributed, advertised, displayed, sampled or otherwise made available on OU's campus. This means that even when it comes to reimbursements, only Pepsi products may be purchased.

Aquafina is Pepsi's bottled water brand. For a comprehensive look at all of Pepsico's beverage brands, please visit their website here.

Student organizations wishing to show films that will be advertised to the university community and shown publicly must obtain a public performance license. Purchasing this license allows organizations to show the movie to a large, public audience without violating federal law. The cost for films vary, depending on the availability and type of film. Contact [email protected] for more information.

Games of Chance such as bingo, casino parties, charity games, poker, and raffles are considered forms of gambling in the State of Michigan, and as such, are illegal for all organizations and individuals except as authorized by law. State law provides that Michigan colleges and universities may conduct certain games of chance under specific circumstances. Games must:

• be held for the direct institutional benefit of the university or its activities
• be in compliance with State law and the Bureau of State Lottery
• follow University Policies Procedures

Any organization wishing to sponsor a game of chance on OU’s campus must contact the Director of the Office for Student Involvement. The request is reviewed by the Director of the Office for Student Involvement, in consultation with the Vice Presidents for Student Affairs and Vice President for Development. If approved by the Vice President's, State-licensing requests must be prepared and submitted through the Division of University Relations. Most games of chance require a State licensing or registration fee.

Games of Skill (i.e., guess the number of M&M's in a jar) do not require state licensing or registration. Drawings are considered games of chance, not games of skill. 50/50 Drawings for $100 or less when all tickets are sold at a single gathering and the drawing is conducted at the same gathering does not require a state license or registration. Do not use the term raffle on advertisements, please use the word drawing. All drawings, regardless of prize amount, must have university approval. For further information and approval for games of chance and games of skill, contact [email protected] for more information.

Hazing is defined as any action taken or situation related to organizational membership that produces mental/physical discomfort, embarrassment/ridicule, or threatens/endangers the life or safety of an individual. All forms of hazing are strictly prohibited at Oakland University and against the law in the state of Michigan. This includes:

• disfiguration to include branding or self-mutilation
• paddling in any form
• creation of excessive fatigue
• activities such as quests, treasure hunts, scavenger hunts, and road trips, that are conducted in an illegal, demeaning or dangerous manner
• public wearing of apparel that is conspicuous and not normally in good taste
• engaging in public stunts and buffoonery
• morally degrading or humiliating games and activities
• any activities that interfere with class attendance, class preparation or scholastic activities, or activities that are disruptive to any university department, office or classroom
• verbal abuse that leads to public embarrassment or humiliation
• implication that an act of hazing could be pre-initiatory
• any other activities that are not consistent with fraternal law, ritual policy, or the policies and regulations of Oakland University

If members of an outside, non-Oakland University chapter or organization initiate a hazing incident on Oakland University's campus or against an Oakland University student or recruit, the Oakland University organization or chapter will be held responsible.

Any student organization or Greek organization or individual accused of hazing shall be referred the Dean of Students and charged under the terms of the Oakland University Code of Conduct and judicial system.

Proposals for off-campus events may be considered on a case-by-case basis in the event that adequate venues or services are not available on campus. Off-campus events at which alcoholic beverages will be present are not approved. If alcoholic beverages are later discovered to have been present, the approval is thereby revoked and the organization and its members will face financial and disciplinary consequences accordingly.

SAFB funds cannot be used towards restaurant trips. To attend events off campus (such as Whirly ball, Laser tag, etc.), the vendor’s current certificate of liability insurance must be submitted to the OSI for each event before approval will be considered. The Oakland University name cannot be attached to events at stand-alone bars or clubs.

Reimbursements for off campus events must include an itemized receipt and a list of members that attended the event. The total on the receipt cannot exceed $200 and there can only be one receipt per store or chain per day. No reimbursements will be given if alcohol or tobacco products are on the receipt.

Only one bonfire will be approved per day. Bonfire requests should be submitted in advance to reserve space and will take a minimum of seven (7) business days to process. However, the Fire Marshal will not approve bonfires more than one to two weeks prior to the event. Student organizations will be notified if their date is not able to be reserved. Otherwise assume the space is reserved and pending Fire Marshal approval no more than two weeks prior. The Fire Marshal reserves the right to cancel bonfires at any time.

Student organizations are responsible for cleaning up after their events and for any damages incurred during them. Organizations must provide their own firewood. Wood cannot be used from the property of Oakland University. All wood must be removed from the site at the end of the event. Charcoal cannot be used. The bonfire must be completely extinguished by water at the completion of the event. Water is available at the site for use in putting out the fire.

The bonfire pit is located by the P11 parking lot and the Recreation and Athletic Outdoor Complex. For the safety of the participants, be sure they are familiar with the area surrounding the bonfire pit. No vehicles can be driven on the upper fields or bonfire pit area at any time.

Cooking, grilling and the use of unapproved cooking appliances are prohibited except in areas designated for such use or with the written approval of the authority having jurisdiction. Use of any unauthorized electrical equipment (i.e. space heaters, hot plates, grills) is prohibited. Open burning flames and burning of candles or combustibles is prohibited.

No alcohol, tobacco or drugs are permitted at any student organization event or activity, on or off campus. The only exception to this rule is the university-sanctioned BYOB tailgates during Homecoming and Winterfest.

The Oakland University name cannot be attached to events held at stand-alone bars or clubs for any purpose. University funds cannot be used to purchase alcohol, tobacco, or any associated products. In addition, all events must follow the university’s Administrative Policies & Procedures Section 400: Unlawful Use of Alcoholic Beverages.

If a student organization would like to hold an auction, silent and live auctioning of items is permitted, such as tickets to a sporting event or theatre tickets. The auctioning of people for dates, service or otherwise is not allowed at Oakland University.  Please contact [email protected] for more information.

All contracts must be processed and negotiated through the Office for Student Involvement. Individuals and student organizations may not sign any contracts for services or goods with an individual or a company on behalf of Oakland University. It is recommended that all contracts are turned into the OSI one month prior to the event. There is still no guarantee that the check will be prepared prior to the event. If this occurs, the performer will be mailed payment unless otherwise requested. The contractor must sign before Oakland University will process the contract. A W-9 and certificate of liability insurance (with Oakland University as the certificate holder) must be turned in with the contract. The Oakland University Services Agreement must be used; no outside contracts will be accepted.

If a performer or service provider does not have insurance, the student organization will have to work through the OSI to determine if the insurance requirement can be waived or insurance needs to be purchased. Any changes to a contract must be reviewed and approved by the Department of Risk Management and the Oakland University General Counsel’s Office.  If a student organization would like assistance selecting, contracting, or negotiating with a performer or presenter, the staff of the OSI has several resources available. Student organizations are not to contact the Department of Risk Management or the Office of General Counsel.

A checklist to assist in completing the contract process is available on GrizzOrgs.

• Taxpayer Identification Number
• Certificate of Liability Insurance

In addition to the Service Agreement, the performer will also need to fill out an Invoice.

A major event is a program, event or activity sponsored by student organizations involving 250 or more participants held on OU’s campus. Examples of major events include dances, balls, step shows, talent shows, fashion shows, comedy shows, lectures, entertainment performances, and pig roasts. Meetings are not considered major events. Student organizations can only sponsor or co-sponsor one major event per semester.

A student organization must have a minimum of 10 active members to sponsor a major event.  Student organizations may co-sponsor a major event, but the main sponsor must have 10 active student organization members. If a major event is co-sponsored with an OU office or department, the student organization must follow the major events policy.

Three weeks prior to the date of the major event, the sponsoring organization must meet with the Assistant Director of Student Organization Programs or the Director of the Office for Student Involvement to review the major events policy. One week prior to the major event/dance date, all required documentation must be submitted to the OSI or the event will be cancelled.

Prior to the major event, the sponsoring organization must have allocated funds in their on-campus student organization account to cover all major event related expenses. The sponsoring organization is responsible for one half the cost of the Oakland University Police Department officers and one half of the cost of the OSI student employees if required to be present at the major event. The number of OUPD officers will be determined by OUPD and the OSI. Arrangements will be handled through the OSI.

Ten members of the sponsoring student organization(s) are required to be present for the duration of the major events. They must arrive thirty minutes prior to the start of the major event and attend a pre-major events meeting to review the major events policy, emergency guidelines, and receive assignments. The sponsoring organization(s) cannot host another OU approved program, activity or event, in the Oakland Center or elsewhere on OU’s campus the same evening they are sponsoring a major event.

Major events must conclude no later than the requirements of the venue. Major events are not permitted during the final examination period. Dances are only permitted on Friday or Saturday nights. Dances are restricted to the Gold Rooms of the Oakland Center, unless otherwise approved by the Office for Student Involvement. Once maximum capacity has been reached, no additional OU students or guests are permitted to enter the dance.

Oakland University officials reserve the right to refuse admission to anyone when deemed necessary to ensure the safety and security of the campus. Major events are not open to the general public.

Major events and dances are open to all currently registered Oakland University students. During dances, OU students must present a valid OU identification card to be admitted.

OU registered students are eligible to host one guest. If an organization is hosting an event that is open to off-campus or family members, please meet with the Office for Student Involvement.

The OU student host must accompany their guest through the guest sign-in process with the understanding that they will be held responsible for any acts of their guest that violate the Oakland University Student Conduct Code. OU students cannot sign-in a guest they do not know. Guests must be a minimum age of 18 and present valid photo identification during the major events sign-in process. Acceptable identification includes a valid driver’s license or state identification card. OU alumni are required to have an OU student host to be admitted to a major event/dance. Anyone leaving the major event at any time will not be readmitted. No one will be permitted to enter the dance/major event after midnight. A pre-approved, pre-sign-up guest list can be submitted one week prior to the major event/dance. The number of pre-signed guests will be capped at 15% of the approved number in attendance or size of the venue.

OU students will not be charged an admission fee to major events sponsored by student organizations. However, non-OU guests can be charged an admission fee. A student organization would need the approval of the OSI to sponsor a fundraiser. All monies collected from an admission fee and an approved fundraiser must be deposited into the student organization’s on-campus Flex account.

The sponsoring student organization adviser is required to be present at all major events with more than 100 people. If the adviser is not available, the organization must inform the Office of Student Involvement of a substitute at least three weeks before the event.

Based on the expected number of major event attendees, the number of OUPD officers will be determined by OUPD and the OSI. Scheduling of police officers will be arranged by the Office for Student Involvement. OUPD rates for officers are $60.00/hour, and $64.00/hour for sergeants ($30/$32 for student organizations respectively). Most major events with over 500 people will require two over-time officers for a minimum of four hours (unless OUPD deems unnecessary). Events taking place in 201 Dodge Hall will also require officers for attendance greater than 200 people.

The student organization’s adviser along with a staff member from the Office for Student Involvement must be present at all dances. Two OUPD officers are required at all dances and are paid for a minimum of five hours.

Possession and consumption of alcohol or illegal substances are prohibited and will result in immediate expulsion from a major event. Violators of this policy will be subject to the campus judicial process and criminal prosecution.

University officials have the authority to shut down a major event for a just cause such as the sponsoring organization’s failure to comply with the major events policy or a violation of campus ordinances. In the event a major event is shut down, the OSI may require the sponsoring organization to pay back all funding allocated for the major event by SAFB, as well as labor charges to the OSI, Oakland Center and OUPD. Additionally, the sponsoring organization may not be eligible to host another major event for a specified period of time. The sponsoring organization will be held financially accountable for any damages or excessive cleaning to the facility resulting from disorderly behavior of OU students and guests attending the event.

No advertising of any kind is permitted off campus or via the internet with public viewing.

Publicity for a major event must include the following information: OU guest policy, under 18 entry restriction, valid picture identification requirement (driver’s license or state ID card), no glass or plastic bottles, alcohol, drugs, or weapons are permitted, and no re-admittance to the major event. A copy of the publicity for the sponsoring organization’s major event is due one week prior to the major event date.

Violations of the major events policy will be adjudicated by the Office for Student Involvement.

Exceptions to the Major Events Policy will be addressed on a case by case basis through the OSI , Dean of Students Office and OUPD.

Consistency is key to strengthening brand identity — particularly when it comes to logo usage and creation. All student groups must follow guidelines put forth by the Communications and Marketing Department. Brand guidelines for logos, colors and general marketing can be found here. For questions, please contact the Office for Student Involvement.>

Posting is defined as the hanging of information or advertising on any campus bulletin board, window, door, wall or other university property. Oakland University reserves the right to refuse permission to any individual or group for postings that:

• seriously impede normal university activity
• do not follow Oakland University policies and procedures
• include inappropriate material
• contain content in violation of university policies and ordinances, or state and federal laws
• do not support the role and mission of the university.

Examples of posters that would be denied posting include advertisements for events at bars or nightclubs and posters containing alcohol or drugs.

Bulletin boards are primarily available for the university community. The “OSI Posting Areas” are reserved for campus activities sponsored by registered student organizations, University departments, offices, and off-campus individuals/groups/businesses with permission from the OSI. All fliers to be hung on bulletin boards must be approved and stamped by the OSI.

The approved OSI posting areas can be found here.

Student Organizations wishing to purchase a banner must fill out a Banner Request Form on GrizzOrgs. Banners are hung in the OC for one week prior to the event. If space is available, requests can be made for an extended period of time. Banners are printed on white paper that measures 36 inches high by 84 inches wide. Other size banners and posters may also be requested and prices will vary depending on size. All requests for colors and graphics will be taken into consideration, but final copy design is at the discretion of the OSI. The cost of each banner starts at $15. If a banner uses more than the average amount of ink, additional charges will incur accordingly. Requests received within one week of the date needed will incur a rush fee of $10 per banner.

Organizations are responsible for obtaining permission to hang banners in buildings other than the Oakland Center. Personal banners can be ordered but not on a priority basis, and must be paid for in full by check, cash or credit card upon receipt. To display a banner in and around the residence halls, please contact the Housing Office, Hamlin Hall, Room 448 or extension 3570.  To display a banner in the Campus Recreation Center, please contact Campus Recreation and Well-Being at extension 4372. To display a banner in an academic building please contact the dean’s office of that building.

The use of standard chalk (not paint or chalk paint) is permitted on areas of the sidewalk that are subject to weather. Chalking under the overhangs, on the side of buildings, columns, benches, and other campus structures is not permitted. Chalking should be limited to the areas of campus around the Oakland Center and the sidewalks to the residence halls. In addition, please keep the chalking appropriate, tasteful and respectful of other organizations, individuals and the OU community. Student organizations cannot chalk the Oakland University Seal located between North and South Foundation Halls. Student organizations who do not cooperate with the chalking policy may be subject to disciplinary action.

Registered student organizations are permitted to display A-frames and wooden signs on campus. The signs can be no larger than 3’ high and 2’ wide. The signs can be a maximum of 15 pounds. Signs can only be placed on cement sidewalks and cannot obstruct any walkways or paths. Additionally, signs cannot be in front of doors, forks in the sidewalk, in any parking lot or space. Signs cannot be chained or weighted down. All signs must be removed from Oakland University property prior to Thanksgiving recess. The OSI is not responsible for stolen or damaged signs. Placement of the signs outdoors is at the organization’s risk. Student Organizations may reserve A-Frame signs from the OSI by filling out an Equipment Form on GrizzOrgs.

Per OU policy students must only use their OU email address for all communication with the OSI. The OU email system cannot be used as a means of advertising, soliciting or spamming any student, organization or department in the OU community.

Student organizations may submit event information for display on the electronic message boards located in the Oakland Center and the marquee on the corner of Walton and Adams.

To submit information for the board in the Oakland Center, contact the OC Reservations Office, Oakland Center, Room 118, extension 3230.

To submit information for the marquee, contact the University Communications and Marketing account manager for the Office for Student Involvement found here. General student activities are typically not advertised through the marquee and advertising is not open to the general public.

There are existing spirit rocks available for use by student organizations. They are located on the north and east end of the Oakland Center. Messages should be appropriate, tasteful and respectful of other organizations and individuals in the OU community. Paint must be kept off of all university property and the surrounding areas of the spirit rocks. Painting of the rocks comes at a first come first serve basis and a courtesy of 24 hours before repainting is expected. Do not paint the rocks around the lake or the parking lots. Tampering with any campus artwork, including the statues in front of Kresge Library and the Oakland University Seal is prohibited.

There are tables available in the Oakland Center for student organizations to use for sales, publicity and promotions. These tables must be reserved through GrizzOrgs. Any sale must be approved by the Oakland Center. Food sales are not permitted. Crafts, candy and flower sales are permitted. To allow for the uninterrupted flow of traffic in the hallways, all transactions must be completed from behind the table assigned to the organization. In addition, representatives are prohibited from active solicitation, which disrupts normal university activity. If an organization has reserved a table in the Oakland Center, please see the Reservations Office to have it set up.

Student organizations can advertise with table tents in the Pioneer Food Court. Table tents must be approved and scheduled for display through GrizzOrgs. The sponsoring organization is responsible for placing their approved table tents on any Pioneer Food Court tables. Up to three different table tents may be displayed per week. Fliers, handouts and other printed materials may not be left on any tables in the Oakland Center. Each student organization can set up table tents for one event per month.

If an organization wants to put up table tents in Vandenberg Dining Hall or other Housing locations, it must get approval from Housing first.

Transportation of any sort for Oakland University student organizations must be provided only by an approved vendor, which can be found on the purchasing website. A Payment/Reimbursement Request Form (located on GrizzOrgs) must be completed. Please attach a copy of the planned travel itinerary. This includes number of people attending, times and dates that transportation is needed, as well as destination.

For at-risk activities such as canoeing, horseback riding or hay rides, the facility and company must provide a current certificate of liability insurance, listing Oakland University as the certificate holder.

Please be advised that Oakland University does not provide vendors with a deposit for service or equipment.

The Office for Student Involvement and Oakland University take no responsibility or assume any liabilities for off campus accounts. Credit and debit cards cannot be used.

All students are required to sign the waiver of responsibility for participation in activity. Forms are obtained through GrizzOrgs. In addition to the Oakland University Travel Policy for Student Organizations, student organizations are subject to the following guidelines and policies regarding travel:

• For all in-state travel, travel must be approved by the Assistant Director Student Organization Programs.
• For out-of-state travel in the United States, travel must also be approved by the Dean of Students.
• For out-of-country travel (including Canada and Mexico), travel must also be approved by the Dean of Students and Vice President for Student Affairs

All forms must be submitted at least ten working days prior to travel. For out-of-country travel, please ask first and at least a semester in advance before planning. Documents verifying the purpose of the trip must be included with the travel authorization form.

After approval is received from the appropriate university officials, the organization is required to collect signed waiver of responsibility forms from each person participating in the trip. These waivers must be submitted online through GrizzOrgs prior to travel.

All transportation rentals in which university funds are being used must be approved through the OSI accounting clerk. The rental of 15 passenger vans from any vendor is not allowed. Rental vehicles are subject to OSI approval and compliance with university policy.

For individuals traveling on behalf of student organizations, no alcohol may be consumed or possessed in any vehicle. All approved drivers and trip supervisors must abstain from use of alcohol over the entire duration of the trip. Trip supervisors may prohibit the participation of individuals showing signs of intoxication or other inappropriate behavior from any or all activities over the duration of the trip.

Depending upon the nature of the trip, a pre-approved OU employee may be required to accompany the organization. The Assistant Director of Student Organization Programs, the Dean of Students, or the Vice President for Student Affairs may add stipulations as conditions of approval for travel.

Student Activities Funding Board (SAFB) funds can only be utilized towards conference registration costs. Travel expenses, hotel and food costs must be paid for through the organization’s FLEX account, or by the individual students traveling. Organizations applying for conference registration fees through SAFB are responsible for contacting the conference coordinator to obtain accurate amounts for registration fees that do not include meals or housing costs.