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Restrictions
and Policies for RIOs
Restrictions
and Policies for RIOs
- The following
restrictions are important for RIO members to know and are, along with
additional important information, contained in the "Administrative
Policies Governing Registered Independent Organizations (RIOs) at the
University of Hawaii at Manoa" (Appendix II). Print out the
entire document by clicking on the link or drop by CC208 to pick up
a copy of this policy.
- The University's
resources (facilities, staff, equipment, groups) cannot be used for exclusive private or personal financial gain to non-campus
entities or individuals without educational benefits accruing to the
RIO or its members.
- Responsibility
for an RIO's activities is not assumed by the University,
which includes relationships with third parties, debts incurred, insurance
coverage, legal defense, as well as attendance at conferences, tournaments,
social events, etc.
- RIOs must include the following disclaimer in all publications and communication
with third parties: "Although this RIO has members who are UHM
students, faculty, or employees, the RIO is independent of the University,
which is not responsible for the RIO's contracts, acts or omissions."
- The leadership
of the RIO who completes and signs the RIO Agreement is responsible
for reading, understanding, and communicating to the rest of the RIO
members the meaning of the contents of the agreement.
- An RIO
shall notify the CAPS office of any changes in the information on record
in the RIO Agreement within ten (10) calendar days of the changes.
- UHM
has a "no hazing" policy. Hazing is defined "as
including, but not limited to, any action taken or situation created,
intentionally, whether on or off University premises, to produce mental
or physical discomfort, embarrassment, harassment or ridicule. Such
activities and situations include paddling in any form; creation of
excessive fatigue; physical and psychological discomfort; wearing, publicly,
apparel which is conspicuous and not normally in good taste; engaging
in public stunts and jokes; morally degrading or humiliating games and
activities; late night sessions which interfere with scholastic activities;
and any other activities which are not consistent with University policies
and procedures." For the complete discussion on hazing, see "Administrative
Policies" (Appendix II).
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Special
Restrictions and Policies for Greek Fraternal organizations
A complete
discussion of policies regarding registration and responsibility (section
5b); definition of Greek fraternal organizations (section 5c); non-hazing
policy (section 5d); Greek governing bodies (section 5e); and policy
administration (5f) can be found in the "Administrative
Policies Governing Greek Fraternal Organizations at the University of
Hawaii at Manoa" (Appendix III). Print out the entire document
by clicking on the link or drop by CC208 to pick up a copy of this policy.
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Policies
regarding the sale and service of food and alcohol
Sodexho
has been granted exclusive right to all catering at UHM as part of the
University's food service contacts. For information on menus, service,
and pricing, contact the catering office at 956-2186. Note that RIOs
are allowed to provide food for their meetings, events, and functions
from vendors other than Sodexho when such meetings, events, and functions
are in the Campus Center facilities.
When the
use of the University facilities involves the sale or service
of food, you will need to complete the "RIO Request to
Serve/Sell Food on Campus" form and obtain prior approval from
the CAPS office, CC 209. This form must be completed 3 weeks prior to
the scheduled event. When using off-campus vendors, the vendor may drop
off the food and return to pick up any items like pans, utensils, etc.
At no time shall vendors engage in full-service catering, and the serving
of food, nor will they be permitted to use food preparation areas of
the Campus Center.
In light
of CAPS' educational mission, it is recognized that alcohol does not make a significant contribution to the purpose of educational,
social, recreational, and cultural programming. Alcohol can detract
from the program's overall purpose. Serving or selling alcohol adds
to the overall risk and related liability for the sponsoring group,
its individual members, and advisors. The following questions can assist
RIOs in determining if they need to use alcohol to promote their activities:
- How
will alcohol enhance the purpose and mission of your organization/program?
- How
much am I willing to be held personally responsible for all the risks
and liabilities that may arise, such as accidents due to DUI, serving
alcohol to minors, fights caused by rowdy behavior, etc.?
- What
alternative beverages or activities are available that can enhance
the program's objectives without the added risk?
RIOs that
decide to serve or sell alcohol need to be aware that they assume responsibility
for the safety and welfare of members and guests. Consequently, RIOs
should strive to promote the highest standards of risk management and
responsible habits and attitudes toward the use of alcoholic beverages.
If your
RIO decides to sell or serve alcohol in the Campus Center, you will
need to pick up and submit the following forms to the Scheduling Officer
at the CAPS office, Campus Center 209:
- "Campus
Center Complex Reservations and Agreements" form.
- "Request
for Service or Sale of Alcoholic Beverages by or to Students"
form.
If your
event is at other campus locations, you will need to:
- Pick
up and complete the "Request for Service or Sale of Alcoholic
Beverages by or to Students" form at the CAPS office, CC 209.
- Submit
this form for approval to the Dean of Students, Student Services Center
409.
Contact
the CAPS office at 956-8178 or the Alcohol and Drug Education Program
at 956-3453 for additional information about alternative alcohol-free
programming and/or other guidelines.
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Using
Campus Center and Hemenway Hall facilities
RIOs are
not charged for the use of regular meeting rooms in Campus Center and
Hemenway Hall during regular hours of operation. There is a nominal
charge (a 25% discount off the standard charge) for set up, equipment
use, for events where admission is charged, and for meetings conducted
when the facilities are closed. See the "Campus
Center Room Fees for UH-Affiliated Organizations" (Appendix
IV). As the representative for your RIO, you will need to submit a room
reservation form (available at the CAPS office, CC 209) to the Scheduling
Officer at the CAPS office. Coming in the fall 2002 semester -- an on-line
registration website.
Effective
December 2001, the Meeting and Events services at Campus Center will
be asking for a direct payment to be made on all meetings and events
that are within you group's ability to pay in advance. Payment should
be made after receiving confirmation of your reservation prior to the
date of your meeting or event. However, this requirement for a direct
payment may not be applied to large events or fundraisers you may wish
to have in the Campus Center Ballroom. Pending prior approval, such
events that may require ticket sales before your group can pay the rental
cost mayl be invoiced at your request. If you have any questions or
concerns regarding this matter, please e-mail Iris Miura in the scheduling
office at imiura@hawaii.edu or call 956-4817.
Please
note the following restrictions and policies:
- The priority in reserving Campus Center and Hemenway Hall facilities
is as follows: first priority to organizations chartered
by the Board of Regents, RIOs on the Manoa campus, and registered
UHM students; second priority to faculty, staff, UHM administration;
third priority to UHM alumni; and fourth priority to all others. Within
these guidelines, scheduling will be done on a first-come, first-served
basis.
- You cannot attach materials on any surface of the buildings except
on the designated bulletin boards. Please see a meeting & events
service representative in CC 209 for details.
- Only
RIOs and University programs and departments can reserve information
tables. Pick up a form for this in CC 209.
- For charged events, the rental charge for space will
be 15% of gross receipts collected (admissions, donations, etc.) or
the normal room rate, whichever is greater. Rental and deposit payments
are due at the time of the reservation.
- At least
3 off-duty campus security officers are required
for public dances and all concert events that are scheduled in Campus
Center/Hemenway. The person in charge of the event (1) must identify
her/himself to the officers and be available during the program or
event; and (2) should call the Campus Security Office prior to the
event to go over specific duties. Consult the CAPS office for more
information.
For a list
of the rental and set-up charges for Campus Center and Hemenway Hall
facilities, view the "Campus Center Equipment Fees " list.
(Appendix IV).
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Using
campus facilities other than Campus Center
RIOs may
reserve classroom space on weekends, holidays, and after 5:30 p.m. on
weekdays for the current semester only. All academic credit classes
have priority to use these spaces and RIOs may be bumped or reassigned
to accommodate academic classes if necessary.
Facility
use is for the RIOs current membership only. It is the responsibility
of the RIO to inform the scheduler if the use will involve a sponsorship
of an outside organization or if the event is open to the general public.
Separate contracts, liability insurance, and provisions for disability
access may be required for confirmation.
As the
designated RIO representative, you must complete the "Application
& Agreement for Evening & Holiday Use" form available at
CC 209. After you have completed the form, obtained the proper signature
from CAPS, and file any necessary supplemental forms (e.g., fundraising),
you must take the form to the Facilities Planning & Management Office
(FPMO), Work Coordination Center, Physical Plant Building, 2002 East
West Road for room assignment. If room use charges are assessed, you
must pre-pay them before confirmation will be issued. Room use fees
may change without prior notice.
To insure
proper processing, you should make reservations at least 48 hours prior
to use. FPMO may not be able to accommodate requests made on shorter
notice. You should also submit cancellations at least 48 hours prior
to the event for full refund.
Application
forms are numbered for audit purposes. Any issued by unused forms should
be returned to FPMO or to the CAPS office for proper documentation.
Some buildings
and sites have special use policies. If your RIO is requesting to use
a space in
- the Art, Law, or Architecture buildings, please call FPMO at
956-7134 for the appropriate scheduler. FPMO will not accept any telephone
reservations or telephone inquiries on room availability.
- the athletic facility area makai of the parking structure,
you will need to (1) obtain the "Application & Agreement
for Evening and Holiday Use of University Facilities from CC 209;
(2) submit the completed form to CC 209 for verification of your organization's
registered status; and (3) submit the form for processing to the Facilities
Section, Intercollegiate Athletics at the Physical Ed/Athletic Complex,
Room 326 once it has been verified.
- the student housing areas, you must contact the Student
Housing Office in Johnson Hall (956-8177) to make your request. Please
note that priority is given to the Housing Office and hall student
governments.
- Andrews
Outdoor Amphitheatre, you must contact the Work Coordination
Center, Facilities Management Office (956-7134). They will instruct
you as to the rules and regulations governing the use of Andrews.
A minimum scheduling lead-time of six (6) weeks is required. Please
be aware that different rules apply, depending on whether your program
is a "charged" or "non-charged" event. Liability
insurance is generally required.
Questions
zbout classroom use? Contact the FPMO-Work Coordination Center at 956-7134.
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Requesting
a UHunix email account
To set
up an email account, your RIO's designated representative must complete
the organization ID request form available at the ITS web page: http://www.hawaii.edu/help/accounts/deptaccts.html.
This form must be filled out each year (or anytime there is a change
in the designated user) for the account to remain active. If the form
is not submitted, the account will be locked down and removed from the
unix system.
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Using
the services of the Campus Center Ticket and Information (T&I) Desk
An RIO
can use the Ticket and Information desk to sell tickets to its event
through the terms of a service contract. For events held in Campus Center/Hemenway
Hall, a 25% minimum price reduction must be offered to Campus Center
fee payers (i.e., students). The same price differential must be available
for tickets sold at the time of performance. Contact the T&I desk
at 956-7235 for more information.
Your RIO
can establish an account with the T&I desk to receive and send FAX
transmissions.
Your RIO
can ask the T&I desk to serve as a central place to distribute
information about your organization or event or to have students sign up for your RIO's event.
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Raising
funds
Fundraising
refers to those events scheduled on campus with the intent of raising
monies for the RIO through the selling of goods and services, charging
of admission, or soliciting donations. Such fundraising activities shall
be sponsored by RIOs for the benefit of the UHM campus community.
If your
RIO wants to conduct fundraising activities, you must receive express
prior written approval from CAPS, which acts on behalf of the Vice President
of Student Affairs. Specific requirements for on-campus fundraising
activities are outlined in section 5L in the "Administrative
Policies Governing RIOs at UHM" (Appendix II).
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Seeking
funding
RIOs may
request funding from two Chartered Student Organizations (CSOs): the
Student Activity & Program Fee Board (SAPFB) and the Associated
Students of the University of Hawaii (ASUH).
- SAPFB makes recommendations to the Vice President for Student Affairs regarding
allocation of funds form the student activity fee, which is used to
provide financial support for a variety of co-curricular programs.
All currently registered RIOs are eligible to seek funding from SAPFB.
The SAPFB funding cycle occurs once each semester. Applications for
programs in the fall semester are solicited in the preceding spring semester; applications for programs in the spring semester
are solicited in the preceding fall semester.
- ASUH supports organizations on campus that provide direct services and
programs to benefit the undergraduate students as well as the University
community. Programs with inherent cultural, economic, or social impact
and those that strive to manifest the ASUH Senate goals are most likely
to receive funding.
Contact
SAPFB at 956-4814 and ASUH at 956-4843. Also, watch for announcements
in Ka Leo.
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Seeking
co-sponsorship with the Campus Center Board's Activities Council (AC)
If your
RIO is interested in the possibility of co-sponsoring a program or event
with the Activities Council (AC), pick up a proposal intake form from
CC 209, or at the AC office, Hemenway 209. The AC will review the request
and make a decision within 2 to 3 weeks, so please plan accordingly.
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Publicizing
your organization and its events on campus
Your RIO
may inform the campus about the group and its activities through handbills,
posters, flyers, banners, displays, and large signs. Specific
requirements are outlined in the "Administrative
Policies Governing RIOs at UHM" (Appendix II). You will also
find a list of campus "Bulletin Boards"
(Attachment B in Appendix II) available for RIO use.
More detailed
specifications and regulations regarding campus publicity policies can
be found in the "UH-Manoa Facilities Use Practices & Procedures"
and in the "Campus Center Complex Operating Policies" available
at the CAPS office, CC 209.
Subject
to space availability, Ka Leo, the
campus newspaper, will print announcements of your RIO's upcoming
events. This service is free, but your news items must be submitted
one week prior to publication. Call Ka Leo at 956-7043 for more information.
An enclosed
display board in the Campus Center can be used by RIOs to inform
the campus community about their organizations. Any RIO is eligible
to use the display board for a period of up to 2 weeks. Contact the
CAPS office, CC 208, 956-8178.
In addition
to listing your RIO on the CAPS website, which includes
contact information for your RIO and a brief description of your organization's
purpose, CAPS will occasionally feature select RIOs on its website.
Call 956-9981 for more information.
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Receiving
a discounted rate on printed materials at UHM's Beau Press
Beau Press
offers many printing and publishing services to the University community.
RIOs can purchase pamphlets, posters, business cards, and other items
at a discounted rate. Call 956-7146 for more information.
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Arranging
for leadership training and team building activities for you and your
RIO:
If you
and your RIO members are interested in developing your leadership, management,
and interpersonal skills, the CAPS Leadership Development staff can
assist you in arranging for a team building experience (Teams
Course), training program, workshop, or conference designed specifically
to meet your organization's needs. The CAPS leadership development staff
can also meet with you one-on-one to discuss your personal leadership
style, leadership goals, and any concerns you have with your organization.
The CAPS
staff also teaches credit classes and conducts non-credit seminars, workshops, and other experiential
and interactive programs where you will be introduced to leadership
theories and acquire practical communication and organizational skills.
The 3-credit, writing intensive credit leadership courses are IS/ENGR
250 for first and second year students and EDEA 360 and EDEA 460 for
upperclass students. For more information, contact the CAPS office,
CC 208, 956-8178.
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