Student Activities Handbook

The Student Activities Handbook serves as a guide in providing all key information pertaining to Student Organization operations. 

1.     INTRODUCTION

The University of the Virgin Islands provides students with an opportunity to gain knowledge through a formal and informal classroom environment thus promoting student learning and development that is purposeful and holistic. Programs are planned and implemented collaboratively by students, staff and faculty that reflect the institution’s ideals and enhance the recruitment and retention of students while instilling a sense of self-worth and pride. Recognizing the rich cultural, athletic, academic and social interest of our students, we encourage programs that promote the diversity of student needs. Joining an organization, representing your peers, or actively participating in your college experience provide means to socialize, develop leadership skills and achieve personal and educational goals.

The Director of Student Activities coordinates student activities and all students are encouraged to “Get Connected.”  The Office is located in the Activities Center between the Middle and North Residence Halls on the upper half of campus.

Contact us: 693-1111 (24-hour audix for messages) e-mail: llafond@uvi.edu.  Fax: 340-693-1105

II. MISSION STATEMENT

The mission of the Student Activities Office is to complement the academic program of studies and enhance the overall learning experience of students through the development of, exposure to and participation in social, cultural, intellectual, student governance and recreational programs.

III. GOALS 

Our main goals focus on the development of student leadership skills and promotion of quality campus programs that is engaging, developmental and experiential. Through the assistance of student organizations, advisors & other campus resources, we aspire to:

IV. ANNUAL STUDENT LEADERS EVENTS 

• September 30^th is the Fall Organization Registration deadline, late registration is January 21st
• September Nuts-n-Bolts Executive Orientation
• September meeting of Advisors
• September/October Activities Fair
• Student Leadership Development Training in January
• Graduating leaders Exit Survey

 V. STUDENT ACTIVITIES PUBLICATIONS

The Student Activities website can be found on the main web site at www.uvi.edu. It provides information on all areas covered by the Student Activities Office, to include:

SGA

• List and Contact information for SGA Executive officers
• Profile of Student Council members
• Contact information for SGA Standing Committee chairpersons
• Student Representatives to UVI Standing Committees
• Student Government Handbook
• Student Government brochure/application form
• SGA Request for funding application

Student Organizations

• Contact information for registered student Clubs/Organizations
• List and purpose of currently registered student organizations
• Forms for Student Organization operations
• Student Activities Handbook

Miss UVI

• Qualifications for Miss UVI
• Application form
• Show segments
• Duties and Responsibilities of Miss UVI

Calendar of Events

Calendar of major University events with a listing of student related activities, by date.

The Master Calendar

A hard copy calendar located in the Student Activities Office that logs student sponsored events and special requests. It is updated daily.

VI. STUDENT ACTIVITIES BULLETIN BOARD

The Student Activities Bulletin Board is located in the Student Activities Center. Information and articles of interest to students are posted. All signs must be neat and complete with accurate details.  Notices must indicate the organization/group responsible for the activity with information on date, time and place or a contact name and number. Clubs and Organizations are expected to remove signs/posters when their activity/event has ended.

 VII. AREAS OF MAJOR STUDENT ACTIVITY:

STUDENT ACTIVITIES CENTER AND THE DINING PAVILION 

Places where students can gather for conversation and relaxation include the Student Activities Center and Dining Pavilion. Occasionally there are planned formal and informal social, recreational and educational activities in these areas. Students are expected to care for the equipment and furniture in these areas. Balls, sticks and paddles as well as other sport equipment and table games can be signed out of the Student Activities Office. Please note that students may not schedule programs/meetings in the Student Activities Center or Dining Pavilion without receiving approval from the Student Activities Office. Notices of events scheduled in these areas are to be posted 24 hours in advance.

 Activities Center (open daily Sunday thru Thurs 8:30am- 11:00pm and Fri-Sat 8:30am- 1am) *Pool Table *Table Tennis Table *TV/Satellite *Air hockey table *Microwave Oven *Commuter Lockers *Water Cooler * Vending Machines *Bathroom Facilities *Mailboxes

VIII. ACTIVITIES FEES 

All students, part time and full time, are now required to pay a student activities fee of $44 ($24.00 for the Wellness Center and $20.00 for Student Activities). All students are thus required to have a UVI I.D and can register for a campus mailbox assignment. Your I.D. can be used for security purposes, to utilize the Computer Lab and for special student discounts at UVI functions and in the community. Mailbox assignments are made through the University’s Mail Clerk located in the Student Activities Center next to the Mail boxes. In addition, part time and graduate students can now vote for student representative to the UVI Board of trustees. Students can now join UVI registered student organizations as well as serve in an executive capacity for these organizations. A list of registered student organizations is available online with a brief description of the organization and contact information. Representatives of registered student organization constitute the Activities Board responsible for deciding how these funds are to be used. 

IX. LOCKERS 

Lockers are located in the Student Activities Center. Lockers are limited and available to matriculated commuting students. Students must supply their own locks and sign for the locker when it is assigned and then at the end of the year when the locker is cleared. 

X. STUDENT ORGANIZATION REGISTRATION PROCEDURES

NOTE: YOU WILL BE EXPECTED TO:

1. Read all correspondences, brochures and handbooks given to you

2. Follow all rules and regulations that govern Student Organization operation

3. Work closely with your Advisor(s) in furtherance of your organization’s goals

4. Open a UVI account if you plan to operate fiscally. A Signature Card with the signatures of  those authorized to sign fiscal documents will update or initiate an organization’s account

5. Complete one community project each semester

•     one at UVI and one in the general V.I./Caribbean community

6. Attend training workshops and participate in Activities Fair.

7. Submit an Annual Organization Report due in the Spring by the last day of classes to include:

• list of activities/programs for the year
• list of active members
• financial report
• general comments
• list of officers for the upcoming year, including off-campus mailing address and telephone numbers.

HERE ARE SOME SIMPLE STEPS TO FOLLOW:

1. Complete an Organization Registration Form
2. Prepare a Constitution -    (If there are no changes to your last constitution on file, you may opt to use it)
3. If you plan to operate fiscally, complete a signature card. Note that your organization cannot     reserve dates for fundraisers on the master calendar until this card is submitted.
4. Submit Organization Registration Form and Constitution to the Student Activities Office by     September 30. If you miss the Fall registration, the late deadline in the Spring is January 21.

WHAT’S NEXT?

1. Director of Student Activities sign Registration Forms

2. A copy of the approved Registration is returned to the Organization’s President along with:

• An Activities Handbook with accompanying forms
• A master calendar of events for the year
• Signature Card copy - if submitted
• An Advisor’s Brochure

3. Look out for notices on the Executive Orientation and the Meeting for Advisors.

X1. PROCEDURES FOR APPLYING TO HOLD AN ACTIVITY

The Office of Student Activities is responsible for coordinating campus activities to ensure there are minimal or no conflicts. Bonafide student organizations that wish to sponsor an activity must first discuss their proposal with their advisor(s).  Applications for Activity Approval are to be completed and signed by the organization’s Advisor, President and the person in charge of the activity at least two (2) weeks in advance for major activities, such as parties, shows, and off-island travel (see guide sheet) and one week for all others.  After careful examination of the application to ensure that all requirements have been met, consideration will be given. No activity is to be held without confirmation from the Student Activities Office via a signed approved copy of the application. It is also highly advisable that major activities will require the presence of the club's advisor.

Organization leaders are expected to submit a report of any unexpected event occurring during the course of an activity held on or off campus. In any such event, the first person to contact is campus security (DIAL 0 for campus security on intercampus phone or dial (340) 776-9200 or (340) 693-1530). Security personnel will take the necessary precautions and contact appropriate officials based on the nature of the incident.

Reservation of Facilities

To facilitate the process for clubs and organizations, reservation of all facilities, including classrooms and recreational facilities will be made through the Student Activities Office via a facility reservation form. Group representatives must travel with the Activity Approval Form for verification purposes. It is wise to call Security (693-1530) to remind them to open the venue. It is the organization’s responsibility to contact Security at the end of the function to secure the site. Note the general contact for each venue. 

Classrooms: Contact Ms. Diana Claxton or Judith Harrigan at 693-1159

Recreation Facilities:

• Contact Dean of Student Affairs at 693-1120 for the Recreational Center (Club House)
• Contact Athletic Department at 693-1199 for Sports & Fitness Center, Softball/Soccer Field, and the Outdoor Basketball Court adjacent to the Recreational Center.
• Contact Campus Operations at 693-1140 for John Brewers Bay Beach, Golf Course, and the Tennis Court.

Activities Center: Contact Student Activities Office at 693-1640

Cafeteria: Contact Student Housing at 693-1110

This site requires a $100.00 security deposit for major activities in the form of a check requisition that is returned if conditions are satisfactory. Users are responsible for professionally cleaning the facility after use.

Resources Available to Organizations (Check the Inventory List online) 

• Mailboxes (Organizations should reserve a mailbox if all Exec. Members reside off-campus)
• Liaison to Physical Plant, Food Services, and Security
• Reservation Forms for campus facilities and other approval/requisition forms
• Equipment and supplies for campus-related events to include: coolers, ice, cash pans, money bags, tables, table cloth, popcorn machine, extension cords, games, athletic equipment, developmental/motivational videos, metal scanner, etc.

UVI Student Groups cannot use UVI’s official letterhead. Groups are encouraged to create their own individual letterhead.

Policies Affecting Major Events - Parties, Variety Shows, Programs and Off Island Travel

1. Parties must end at 3:30am
2. Parties cannot be held more than once on the same weekend.
3. Groups are responsible for hiring additional security for parties and dances.
4. All materials should be checked out of the Student Activities by 4:00pm on a regular working day and must be returned by the next working day.
5. Arrangements must be made for a security safe deposit on campus at the end of the function.
6. All monies collected or deposited in the safe should be deposited in the Accounting area of the Business Office by midday of the next working day, to reduce the security risk to student holding money solely in their possession.
7. Travel outside the VI may require two forms of identification. Students traveling should walk with their validated UVI I.D. and medical card. F-1 students are advised to check with the Access and Enrollment Services Deparment (Admissions) before travelling off-island. Most international travel requires a valid passport. 

BEFORE:

1. Submit Activity Approval Forms two (2) weeks in advance
2. cleaning and security deposit $100 Pavilion
3. Check Requisition to cover expenses
4. Permission request to serve alcohol on campus is available through the Dean of Student Affairs office (Requires submission two weeks before)
5. Name of Advisor who will be supervising the function
6. Name & phone numbers of police officers if the event is a late night activity where money is collected.

DURING/AFTER

1. Set up site
2. Serve drinks in plastic cups only
3. Dispose of garbage and remove it from the site
4. Pick up cups and debris from the facility and surrounding areas
5. Accompany Security to make overnight deposit
6. Report any incident that occurs to Student Activities Office by the next working day to be addressed accordingly

 XII. FINANCIAL PROCEDURES 

Funds collected by all student organizations must be deposited in the University’s Accounting Office. These funds can be removed from the organization’s account by a Check Requisition form signed by the organization’s President, or Vice President, Treasurer and Advisor before turning in to the Student Activities Office. Check Requisition Forms should be submitted at least two weeks before the date needed. Consultative services are available through the Student Activities Office, where the fiscal document must be approved before being processed by the Accounting Office. Check requisition must include the name, address and identification number of the person who will be cashing the check, along with the organization’s account number and name and account description. Check requisitions to businesses or vendors must include a certified name and address. 

Funds collected from activities must be deposited into the University’s Accounting Office within twenty-four (24) hours. On the weekend, large collections ($50 or more) are to be deposited directly into the safe on campus.  Students should not keep large sums of money that belong to Organizations in their rooms or place of residence, as they are personally liable in the event of loss or theft. 

XIII. FINANCIAL RESPONSIBILITIES 

a. Do not obligate more than your organization can afford!

b. Except SGA, all groups must pay for supplies/services up front - bookstore, printing, meals & cafeteria services, on and off island purchases.

c. At the end of major functions, cash in a locked moneybag can be secured in a safe on campus.     The group must identify an individual who will contact the UVI Security on duty at the function.  The individual will accompany Security to the safe where Security will open the safe. The individual will deposit the locked bag and leave with the key to the bag. After a week-end event, the organization must contact security by midday of the Monday following to pick up the bag with money. The key and bag are to be returned to the Student Activities Office once the cash has been deposited at Accounting. The University will not be responsible for money left in the safe.

d. Student groups wishing to approach vendors and businesses in the community for contributions of any sort must complete the necessary request for external support. As a result of the univeristy's solicitation policy, a list of these prosepctive vendors and businesses must be submitted with the form. This request is submitted to the Director of Student Activities for further processing in the office of Institutional Advancement. For more information contact;  Mitchell Neaves at 693-1046.

Chart of accounts commonly used by groups and organizations

XIV. ROLE OF ORGANIZATION ADVISOR

Advisors and Co-Advisors can be part or full time UVI faculty and staff members who have been invited by an organization to counsel. The person selected should be highly interested in the work of the organization and should be willing to attend meetings and be present at major activities sponsored by the organization.  The advisor’s signature is required on all Activity Approval Form(s) and Check Requisition Forms.  This is to ensure that the advisor is cognizant of the activities that the organization is undertaking.  Advisors are encouraged to contact the Student Activities Office for guidance and attend an orientation meeting where UVI procedures and expectations are outlined. 

XV. RESPONSIBILITIES OF AN ADVISOR TO STUDENT ORGANIZATIONS

Aadvisors are expected to:

• Ensure that meetings are properly scheduled and conducted. Serve as a resource person at executive and group meetings as well as attend major functions sponsored by the organization.
• Encourage and assist the organization in the setting of group goals. They should assist students in the planning and carrying out of a well-balance program of activities.
• Work with officers to promote an efficient and effective administration for the organization.
• Sign all Activity Approval and Check Requisition Forms that indicates knowledge of budget matters.

Advisors should be aware of and be able to interpret University policies and regulations that govern student organizations. There may be occasions when they may have to advise a group on the legal ramifications of an activity.

Advisors who no longer have the time to effectively advise a group may need to determine whether or not they can continue to serve as advisor, they may want to consider co-advising. If the interest is high, but time is limited, they may want to consider co-advising with another faculty/staff member.

In the event that an advisor resigns his/her position as advisor, he /she shall inform the organization and the Student Activities Office of the decision. This information must be formally forwarded to the Student Activities Office. The advisor’s assistance in recommending a new advisor would be helpful.

XVI. SUPPORT FOR ADVISORS

Procedures relating to student organizations are administered through the Student Activities Office.  Advisors and all members of student clubs and organizations are responsible for understanding and following the policies and procedures as put forth in the Student Handbook and the Student Activities Handbook.  Any needed interpretation of policies and procedures can be obtained through the Director of Student Activities.