If a student organization’s event is to be held in the University Center or Student Union (to include the University Center walkway & the breezeway), all food and beverages must be catered with the University food service, Sodexho.  Exception to this rule relates only to ethnic food that Sodexho cannot produce and must be approved by the following offices: Student Auxiliary, Student Involvement Office and Food Service.  When catering services are required, the student organization should contact Sodexho at 235-1076.  University Center. The group should also work closely with the Student Involvement Office to ensure that proper payment is made for the food order. Note, if your organization has received student activity funding, please do not use your personal funds to pay for the food ordered.

If the student organization’s event is not in the University Center or Student Union, food need not be purchased from the University food service, Sodexho.  Food from other food vendors can be catered or brought in by the student group.  However, the group must still work with the Student Involvement Office to ensure that proper procedures are followed to pay for the food ordered.  A certificate of insurance must also be obtained from the establishment specifically stating UMKC.  If a certificate of insurance is not provided to Student Involvement, then the event will not be approved. 

ACTIVITIES INVOLVING ALCOHOL
Policies Affecting All UMKC Recognized Student Organizations
Organizations sponsoring an event in which alcoholic beverages may or will be present, must complete an Alcohol Social Event Registration Form http://www.umkc.edu/stulife/forms.asp  and turn it into the Student Involvement Office at least 5 working days prior to the date of the event.  This form can be found in the Student Involvement Office or on our office webpage. 

A meeting must be held at least 5 working days in advance with the Assistant Director of Student Involvement to review details of the event and ensure all policies are being followed.  The Alcohol Social Event Registration Form must be submitted and received prior to meeting with the Assistant Director for Student Involvement.  No advertising which implies or acknowledges alcohol-related events (i.e., BYOB) will be permitted on campus.

No UMKC student fees will be used to pay for alcoholic beverages.
ALL contracts and agreements must be submitted to the Student Involvement Office for review.  NOTE:  Contracts must be submitted three weeks prior to the date of the event.

Any organization which does not complete the steps as articulated above will fail to comply with the directions of University officials and will be violating the Student Conduct Code.

BULLETIN BOARD POSTING
A.         General Bulletin Board Policy
The University reserves the right to determine the scope, manner, location, duration, and content of materials posted on University property.
1.         All materials to be posted must receive necessary approvals prior to posting (see section B). Approval is restricted for most commercial sale ventures.
2.         All materials must be approved and stamped by the Student Involvement Office and must provide contact information either by way of email address or phone number. 
3.         Material advertising events which conflict with University programs or policies may or may not be approved. The Student Involvement Office shall make this determination.
4.         Sponsorships should be shown on all materials.  The name and phone number or email of a contact person must be listed on the materials.
5.         Election materials for national, state or local elections may not be posted.
6.         It is the responsibility of the sponsoring group to hang and remove posted materials after the event is completed or thirty days after it is posted.
7.         Unstamped/unauthorized material will be removed.
8.         No fliers/posters promoting alcohol or other illegal substance use either stated or implied will be approved.
9.         Images or language deemed profane, defaming, or inflammatory will not be approved.
10.       To post in the Residence Halls, please provide all items you want hung to the hall front desk and they will post.  You are not allowed to post on your own in the halls. 

B. Sources for Approval
1.         The Student Involvement Office (Third Floor, Student Union) reviews all materials for posting in the University Center and on general campus-wide boards. The Office of the Vice Chancellor for Administrative Affairs (336 Administrative Center) may review all off-campus organization materials if deemed necessary by the Student Involvement Office.
2.         In academic buildings, specific boards are designated for academic unit use and may require additional approval. Please contact the Administrative Office in each building for specific guidelines.
C. Posting Procedures
1.         Materials must be posted only on appropriate boards or areas.
2.         Posted materials should not cover in any significant way any existing materials.
3.         All oversized posters will be attached to hang at the bottom of the display board.
4.         No fliers/posters promoting alcohol or other illegal substance use either stated or implied will be approved.
5.         Hand-out/fliers may not be placed on classroom seats, posted at random in classrooms or attached to cars in parking lots. (See also distribution of Literature Policies).

D. Specific Policies for University Center
1.         Use of non-bulletin board areas and display areas (i.e. cafeteria tables, lobbies and hallways) and display areas in the University Center requires the approval of both the University Center Student Auxiliary Services and the Student Involvement Office. If permission is granted to hang non-bulletin board displays, only masking tape may be used for hanging.  No nails, tacks, duct tape, or other adhesive materials may be used.
3.         The University reserves the right to determine the scope, manner, location, duration and content of materials posted on University property.

CAMPUS EVENTS COMMITTEE
PURPOSE:  To assist student organizations with the event planning process and ensure they are abiding by university policies and procedures.  This process also assists the campus administration in effectively communicating upcoming campus events.  Members of the committee include campus administrators which approve campus events as well as student representation. 

DEADLINES:
Organizations will be required to be seen by the committee at least two weeks prior to their event.  All forms must be provided to the Student Involvement Office (Third Floor, University Center) by 5:00 pm one week prior to the Campus Events Committee meeting they wish to be seen at, therefore at least three weeks prior to their event.  The CEC will meet every other week.  Please see the Student Involvement Office for a schedule of meetings. 

EVENTS REQUIRED FOR APPROVAL BY COMMITTEE:

• Events that will be required to come before the committee include those which involve:
• Food
• Music
• Equipment needs including tables, chairs, electricity and a/v needs
• Funds will be raised/collected
• Police presence required
• Any outdoor events
• Any contracts must be signed

Once an area/equipment, dance, or other request form has been turned into the Student Involvement Office, your organization will be contacted if they are required to be seen by the committee. 

APPROVAL/DENIAL OF EVENT:
The campus events committee will deliberate on each event the day they are proposed to the committee and a decision will be made at that time or sent via email to the noted designee and organization advisor within 72 hours. 

Events may be denied for the following reasons:

• Could not provide the appropriate risk management information
• Could not provide the appropriate contracts
• Not a recognized student organization in good standing
• The event/s violates any student organization or UMKC policies and procedures

Appeals of the Campus Events Committee will be heard by the Assistant Dean of Students for Volker or Hospital Hill Accordingly.  All appeals must be provided to the Assistant Dean within 72 hours of receipt of decision by the CEC.  If the committees’ decision is upheld by the Assistant Dean, the final appeal will then be decided by the Vice Chancellor for Student Affairs and Enrollment Management.  All decisions by the Vice Chancellor are final. 

CONTRACTS
1.         NO STUDENT MAY ENTER INTO A CONTRACTUAL AGREEMENT ON BEHALF OF THE UNIVERSITY:  the student is not a legal representative for the University.  Even on an honorarium, authorized signatures must appear for the agreement to be legally binding.
2.         If you plan to use student fees to hire a DJ, lecturer, entertainer, etc. for your event, speak with the Assistant Director of Student Involvement for details at least five weeks prior to the event/program. Before agreeing over the phone or in person to ANY contractual agreement, be sure to check with the Student Involvement Office.  Any oral agreement may be BINDING.
3.         All agreements for contracts or services to be rendered MUST be in writing and signed by the Assistant Director of Student Involvement or approved administrator.
4.         If the fee to be paid is small ($500.00 or less), it is usually sufficient that the party to be paid complete the required information - signature, address, and social security number - on an honorarium form, which, when signed by an authorized advisor in the Student Involvement Office, serves as an official letter of agreement.  An example of this letter can be obtained by contacting the Student Involvement Office. 
5.         If it is determined that a University contract is necessary, the student must work with the Assistant Director of Student Involvement to complete an official University contract.  The following information will be necessary for the performer/speaker: his/her/their agent (if applicable), address, phone number, date, time and location of program fee, and social security number/tax ID number.
6.         The information for the contract should be provided by the student in charge of the program AT LEAST FIVE WEEKS prior to the date of the program to allow time for the contract process.
7.         Only authorized contracts (those signed by the Business Office­ or other designated signatory) will be honored for payment.
8.         The Business Office will NOT sign any contract THE DAY OF OR AFTER any performance/appearance.
9.         If the check (for payment) is being held to be presented to the performer/speaker immediately following his/her/their performance/appearance, one must inform the fiscal officer in Student Involvement Office and the Accounting Office will call the Student Involvement Office when the check is ready to be picked up.

CO-SPONSORSHIP WITH OUTSIDE GROUPS

There are circumstances in which the purposes of non-university groups coincide with and/or complement those of the university and its student organizations and/or departments. In such circumstances, non-university groups may be authorized to use university facilities and co-sponsor events under agreements in which all conditions and pertinent details are arranged by the University or subject to its formal approval.
Co-Sponsorship is defined as:
1. Cash or in-kind donation by outside group for an event in exchange for advertising, or face to face access to UMKC Students
2. Events by an outside group requesting access to university facilities/students without meaningful involvement of student organization, or solely for the financial benefit of the outside organization.

The following policy has been generated for outside groups that wish to co-sponsor an event on campus or sponsor an off campus event facilitated by a Recognized UMKC student organization/department:
A. Events involving the use of university facilities or sponsoring events by non-university groups may be cosponsored by the university, by university units, or by recognized student organizations.

B. The approval process should begin prior to the event planning process. Please contact the Office of Student Involvement to ensure appropriate steps are taking place and which paperwork needs to be completed.

C. The cosponsoring campus organization/department must have a member of their leadership present at all times during the duration of the event.

D. The university, by the very nature of the functions for which it exists as a publicly-supported institution of higher education, should not enter into joint sponsorship of any project or program that is to result in profits or private gain for the non-university group.

E. Whenever non-university groups share in the use of university facilities, it is with the approval of the university, and all conditions of that co-sponsorship are to be set by the university.

F. Upon entering into co-sponsorship or any program or activity, the university assumes the full responsibility and authority for all pertinent details, such as setting of hours, selling of tickets, pricing of tickets, supervision of buildings, etc. It reserves the right to approve all copy for advertising as well as all news releases.

G. The university will not enter into co-sponsorship of any program or activity in which the educational or public service implications are not evident and which does not relate appropriately to the missions of the university.

H. A member of the sponsoring recognized student organization must be with the non-campus organization at all times

I. Recognized student organization advisor must sign off prior to event.

CREDIT CARD SOLICITATION POLICY
In person credit card solicitation is prohibited on University property. Companies wishing to post informational material on University bulletin boards may do so within campus guidelines and should contact the Student Involvement Office.

Student groups are not allowed to sponsor credit card companies on campus as part of their fundraising event.

DANCES
In order to maintain a safe and secure environment for the campus community, the University of Missouri-Kansas City has adopted a comprehensive dance policy. The following is a list of steps involved:

• Reserve Pierson Auditorium, University Playhouse, or Student Union Multi Purpose Rooms. 
• Review the UMKC student organization social event policies for use of Pierson Auditorium at least three weeks in advance.  This can be found on the Student Involvement Office website under “forms/resources” then “downloadable forms”. 

• No advertising off campus.

• Acquire dance marshals and complete the Pierson Auditorium reservation form addendum for social events. Marshals must be currently enrolled UMKC students and preferably members of the sponsoring organization.  Budget for anticipated costs such as the hiring of a UMKC off-duty police officer. There is also a charge for the rental of Pierson Auditorium if the dance is a fundraiser for your organization.

Complete guidelines can be obtained by contacting the University Center/Union Reservations Office at 235-1416.

DECORATIONS and CLEAN UP OF UNIVERSITY FACILITIES
Immediately following a campus event, all debris must be removed from buildings and grounds by the sponsoring organization. In cases where the University must provide extra cleaning, the cost of the work will be paid by the organization. Any damage to a building or loss of University-owned material or equipment resulting from the use of a building will also be charged to the responsible organization.

DEMONSTRATIONS
All rallies, demonstrations or similar activities shall be registered through the Student Involvement Office at least ten working days before the event by completing a permit request form. Any organization holding a rally, demonstration or like event shall appoint four students to act as marshals.  It will be the duty of the marshals to ensure that all participants are properly instructed as to provisions of these regulations and that no action is performed which will reflect discredit on the student body or UMKC. The marshals' names must be listed on the permit request form. The organization, as well as all individuals participating, are responsible for following the Student Conduct Code. If the organization is distributing handbills or leaflets, the group is responsible for the clean-up. Use of a sound system must be approved on an Area Equipment Request Form. Failure to abide by this policy may cause the permission for the use of the facility to be withdrawn at any time, or denial of future demonstration/s.

DISTRIBUTION OF LITERATURE ON CAMPUS
1.         Recognized student organizations may distribute literature on campus with prior authorization of the Student Involvement Office with four stipulations:
a.         All posters, handouts and flyers must clearly state sponsorship by a recognized student organization.
b.         Posters/notices are to be posted in accordance with the Bulletin Board Policy.
c.          A copy of all mass handouts and/or flyers must be filed in the Student Involvement Office.
d.         Handouts or flyers may not be placed in classroom seats or posted at random in classrooms, or attached to cars or to University property not designated for that purpose.
2.         In the case of a petition, sponsorship may be an individual student.
3.         Distribution of SGA election material must be in accordance with policies of the SGA Election Board.
4.         The University reserves the right to define the time, the place and manner for the distribution of literature and the holding of activities and events.

FUNDRAISING GUIDELINES
Please stop by the Student Involvement Office (Third Floor, University Center Suite 320) or contact us at 235-1407 prior to facilitating any type of fundraising activity.

FUND-SEEKING ACTIVITY
1.  What type of fund-raising activities should be coordinated through the University Advancement Office?
One hundred percent of every fund-seeking activity must be coordinated through the University Advancement Office.
2.  Why must all fund-raising activities be coordinated through the University Advancement Office?
All fund-raising activities require the University's prior approval before any action can be taken on behalf of the University or any of its sub-organizations, groups or individuals. They include all events like selling advertising, car washes, calling on various businesses for product gifts or for cash gifts from any individual corporation or foundation.
3.  Which University office assists organizations to coordinate a fund-raising activity?
The Office of University Advancement
This Office is one of the four principal divisions of the University of Missouri-Kansas City.  Its central purpose is to work on behalf of the University with all individuals, organizations, associations, corporations or foundations who have any interest in or association with the University. The four classifications of individuals who might be working with the University at any time may include: faculty, organized through the Office of Academic Affairs; students, organized through the Office of Student Affairs; other non-academic employees, organized through the Office of Administrative Affairs; and community who are organized through the Office of University Advancement.
4.  Is there a charge for using the University Advancement Office?No.
5.  Does the Office of University Advancement have any resources to assist student organizations that are planning a fund-raising activity?
They have extensive resources including professional staff, a major records division and a research database, all of which are organized to support building of resources for UMKC in order for UMKC to achieve its goals and mission.
6.  What are the ramifications if an organization chooses not to work with the University Advancement Office to pursue a fund-raising drive?
The Curators' Rules and Regulations of the University of Missouri clearly outline that individuals employed by, or enrolled at the University of Missouri cannot choose to work independent of the Office of University Advancement. No fund-raising drives can be pursued in any way, shape, or form on behalf of the University without prior involvement and approval of the authorities within the Office of University Advancement.  The Curators of the University of Missouri are the legal entity responsible for the entire University. Anyone soliciting on behalf of something to benefit the University has to be certain that their solicitation is sought by the University and its officials and that the prospect who's being solicited is approved for that solicitation. In some cases, funding sources could decline supporting a proposal because the Office of University Advancement did not approve it.

GRADE REQUESTS
1.  Students in all general honor societies and social fraternities and sororities desiring grade checks on members must begin this process with the Student Involvement Office. 
2.  Members of academic honor societies can begin the process with the Student Involvement Office or the University official from their specific academic unit that advises the society.
3.  Students should not go directly to the Registrar’s Office for this service. 
4.   The Student Involvement Office will not release specific grade information, but will provide you with a list of who meets your organizations scholastic requirements and those who do not. 

GRIEVANCES
It is the policy of the University of Missouri to provide equal opportunity for all enrolled students and applicants for admission to the University on the basis of merit without discrimination on the basis of their race, color, religion, sex, sexual orientation, national origin, age, disability or Vietnam-era veteran status. Sexual harassment shall be considered a form of discrimination. To ensure compliance with this policy, all University of Missouri prospective or enrolled students will have available to them this student-discrimination grievance procedure for resolving complaints and/or grievances regarding alleged discrimination. This grievance procedure neither supersedes nor takes precedence over established University procedures of due process for any and all matters related to academic dishonesty, grade appeals, traffic appeals, disciplinary appeals or other specific campus procedures that are authorized by the Board of Curators and that deal with faculty and staff responsibilities. These proceedings may be terminated at any time by the mutual agreement of the parties involved.

NOTE: A grievance concerning specific incidents filed under this discrimination grievance procedure will not be processed on behalf of any student who elects to use another University grievance procedure. In addition, the filing of a grievance under these procedures precludes the subsequent use of other University grievance or appeals procedures for the same incident.

Definitions of Grievances
A complaint is an informal claim of discriminatory treatment. A complaint may, but need not, constitute a grievance. Complaints are processed through informal procedures. A grievance is the written allegation of discrimination that is related to:

Recruitment and admission to UMKC

Admission to, and treatment while enrolled in, an educational program

Employment as a student employee on campus

Other matters of significance relating to campus living or Student Involvement, including, but not limited to, assignment of roommates in residence halls, actions of fraternities and sororities, memberships in or admission to clubs or organizations, student health services and financial-aid awards

A student with an informal complaint will be provided a copy of the appropriate policy and procedure on student complaints and grievances, and the Vice Chancellor for Student Affairs or his/her designee will be available to help the student understand the opportunities afforded through such policies and procedures. The Vice Chancellor for Student Affairs is located in room 336 of the Administrative Center.

HAZING
Hazing is strictly prohibited in the State of Missouri and by the University. Hazing is defined as any willful act, occurring on or off the campus of an educational institution, directed against a student or a prospective member of an organization operating under the sanction of an educational institution, that recklessly endangers the mental or physical health or safety of a student or prospective member for the purpose of initiation or admission into or continued membership in any such organization.

Acts of hazing include, but are not limited to:
Any activity that recklessly endangers the physical health or safety of the student or prospective member, including but not limited to physical brutality, whipping, beating, branding, exposure to the elements, forced consumption of any food, liquor, drug or other substance.

Any activity that endangers the mental health of the student or prospective member, including but not limited to sleep deprivation, physical confinement, or other extreme stress inducing activity.

Any activity that requires the student or prospective member to perform a duty or task which involves a violation of the criminal laws of this state or any political subdivision in this state.
Hazing is a class C Felony.

INSURANCE
Each social fraternity or sorority is required to obtain and maintain an insurance policy of a minimum of 1 million dollars.  Proof of insurance, including the amount and name of insurer must be submitted by the 3rd week of the academic year.

NON-DISCRIMINATION / HUMAN RIGHTS STATEMENT
The Board of Curators and the University of Missouri-Kansas City are committed to the policy of equal opportunity on the basis of race, color, religion, sex, sexual orientation, national origin, age, disability and status as a Vietnam era veteran. This policy pertains to educational programs, admissions, activities and employment practices.
The Office of Diversity, Access and Equity is responsible for all relevant programs and may be contacted at 359 Administrative Center.

OPEN CAMPUS STATEMENT
The “open campus” has long been a traditional policy at UMKC.  During formal sessions or in informal settings, the entire academic community, students and faculty have the right to hear and express varying viewpoints.  These discussions often center on such areas as educational, research or service functions and objectives of the University.

In addition, the freedom to demonstrate in an orderly fashion as a means of presenting views is recognized by the University.  However, UMKC does not condone demonstrations that interfere with the freedom of decision and action of other students, or that prevent the free movement of students to or from classes, lectures, seminars or employment interviews.  When such demonstrations occur, the institution and academic community must take action, even if such action protects the rights of just one student.  Freedom of expression is one of the hallmarks of a democratic society.  While orderly demonstrations are not to be interpreted as infractions of University rules, disorderly demonstrations that disrupt the normal life on campus are considered violations.  In these cases, individuals who are responsible will be dealt with through the established disciplinary procedures and policies.

PRESS RELEASES
Events open to the public should be advertised via a press release coordinated by University Communications, 235-1594. Press releases are generally sent 6 weeks before an event and are applicable only to events open to the general public.

SALE POLICY
The sale of anything, the soliciting of subscriptions, or the collections of dues is prohibited in University buildings and on University grounds without prior authorization of the Vice Chancellor for Administrative Affairs and the Student Involvement Office.

A Permit to Sell form can be downloaded from the Student Involvement Office website and must be completed along with a Facilities Request form at least two weeks before the sales event. The form needs to be approved before any selling is to occur.

Permission to sell item/s on University property is given only to recognized UMKC faculty, staff and student organizations. The sales table/booth needs to be staffed at all times by a member of the sponsoring organization who is a currently enrolled student at the University of Missouri-Kansas City (See co-sponsorship policy).
The Vice Chancellor for Administrative Affairs or his/her representative will act to preserve order and to protect the rights of those selling materials. In the event that the physical facilities available for selling become over-crowded, the Vice Chancellor of Administrative Affairs or his/her representative is authorized to restrict the duration of any group’s sales effort and/or to relocate sales tables to other areas.

The University shall not be used for commercial or promotional advertising purposes, nor will the name of the University be identified in any way with the aims, policies, programs, products or opinions of any organization or its members; but an exception may be made by the Board of Curators upon recommendation of the President of the University. When an exception is made, the conditions for using the name will be prescribed. 

Bake Sale
If recognized student organizations want to hold a bake sale, all sanitation guidelines and health regulations must be followed completely. The sale area must be kept in an orderly appearance throughout the sale period and must be restored to its normal appearance immediately following the bake sale.

STUDENTS’ RIGHT-TO-KNOW STATEMENT
In accordance with Public Law 101-542, UMKC reports 74 percent of its first-time freshmen students return the second year. The UMKC Police department publishes an annual campus report on personal safety and crime statistics. The report is available at the UMKC Police Department Office, 4825 Troost Room 213, upon request or on the UMKC Police Department website. 

SEXUAL HARASSMENT
The University of Missouri uses information, education and guidance to increase awareness of the problem of sexual harassment.
Policy Statement - It is the policy of the University of Missouri, in accord with providing a positive, discrimination-free environment, that sexual harassment in the work place or the educational environment is unacceptable conduct. Sexual harassment is subject to discipline, up to and including separation from the institution.

Definition - Sexual harassment is defined for this policy as either:

Unwelcome sexual advances or requests for sexual activity by a University employee in a position of power or authority to a University employee or a member of the student body.

Other unwelcome verbal or physical conduct of a sexual nature by a University employee or a member of the student body to a University employee or a member of the student body. This happens when: Submission to or rejection of such conduct is used explicitly or implicitly as a condition for academic or employment decisions. The purpose or effect of such conduct is to interfere unreasonably with the work or academic performance of the person being harassed. The purpose or effect of such conduct to a reasonable person is to create an intimidating, hostile or offensive environment.

Non-retaliation - This policy also prohibits retaliation against any person who brings an accusation of discrimination or sexual harassment or who assists with the investigation or resolution of sexual harassment. Notwithstanding this provision, the University may discipline an employee or student who has been determined to have brought an accusation of sexual harassment in bad faith.

Redress Procedures - Members of the University community who believe they have been sexually harassed may seek redress, using the following options:
Pursue appropriate informal resolution procedures as defined by the individual campuses. These procedures are available from the campus affirmative action/equal opportunity officer.

Initiate a complaint or grievance within the time prescribed by the applicable grievance procedure. Faculty are referred to Section 370.010. "Academic Grievance Procedures;" staff to Section 380.010, "Grievance Procedure for Administrative, Service and Support Staff;" and students to Section 390.010, "Discrimination Grievance Procedure for Students." Pursuing a complaint or informal resolution procedure does not compromise one's rights to initiate a grievance or seek redress under state or federal laws.

Discipline - Upon receiving an accusation of sexual harassment against a member of the faculty, staff or student body, the University will investigate, and if the accusation is substantiated, will initiate the appropriate disciplinary procedures. There is a five-year limitation period from the date of occurrence for filing a charge that may lead to discipline. An individual who makes an accusation of sexual harassment will be informed:

• At the close of the investigation, whether or not disciplinary procedures will be initiated.

• And at the end of any disciplinary procedures, of the discipline imposed, if any.

T-SHIRTS AND OTHER MEMORABILIA
All recognized student organizations should work with the Student Involvement Office when purchasing t-shirts or other memorabilia items to ensure that the necessary procedures are followed. For instance:

-           The design is approved by University Communications;
-           The proper payment arrangement is made;
-           The items are made by a vendor under the UMKC’s Trademark Licensing Program.

Please call the Student Involvement Office at 235-1407 for assistance.

UMKC STUDENT TRAVEL GUIDELINES
I. Purpose:
UMKC recognizes that students are responsible adults and travel off campus as a necessary way to pursue activities that enhance their academic experience. To this end, UMKC provides University funds for student travel to events and activities that facilitate and/or enhance student learning.
These travel guidelines are designed to promote safe travel away from the University to events and activities for individual UMKC students as part of their involvement in University recognized student organizations. These guidelines apply to student travel in cases where students travel on behalf of or with financial support of the University.

These guidelines do not apply to travel undertaken by individual students attending non-University sponsored activities like student teaching, internships, off campus work, practicum, observations or research. UMKC Risk Management should be consulted when students, faculty, staff are uncertain of a specific case.

II. Definitions:
A University(UMKC) sponsored travel, event, or activity is one that is financially supported or initiated, planned, or managed, by a UMKC student, faculty, or staff member which uses student activity fees or other University financial resources.
A Recognized student organization is comprised only by currently enrolled students. All recognized student organizations are approved by the Vice Chancellor for Student Affairs and Enrollment Management through the Student Involvement Office.  These guidelines also apply to all student groups sponsored by academic units and departments.
A currently enrolled student is one who is currently enrolled at UMKC on a full- or part-time basis. A faculty advisor is the designated advisor of record for the recognized student organization or the faculty or staff member who accepts responsibility for the individual students’ travel.  Before any action can be taken on a proposed sponsored event, a designated advisor of record must initiate with process with a signed form indicating his or her approval and agreement to travel with the students.
An appropriate administrator is a University Dean, Department Chair, or Director of an administrative unit, or his or her authorized designee.
A student officer is a student who is a member of a recognized student organization’s executive board.

III. General Requirements for University Sponsored Student Travel
To assure that events or activities involving student travel are consistent with the mission of UMKC and that student safety issues have been addressed, UMKC sponsored student travel must be reviewed and approved in advance by an advisor and then by an appropriate administrator or his or her designee. The appropriate administrator will assure that the proposed travel conforms to the UMKC travel guidelines. The following rules apply to the travel of currently enrolled UMKC undergraduate and graduate students attending activities or events sponsored by UMKC which occur beyond the boundaries of UMKC.   Travel to University sponsored activities should be limited to UMKC students, faculty and/or staff unless authorized by the appropriate administrator who may permit other students, faculty or staff in the University of Missouri System or students from local institutions of higher education to participate.  All travelers are responsible for their own behavior and any resulting consequences. UMKC is not liable for any loss, damage, injury, or other consequences resulting from a participant’s failure to comply with University rules and regulations, the direction of University employees, or applicable local, state, and federal laws.  All travelers are subject to the provisions governing the behavior of representatives of UMKC and are subject to the supervision of the advisor from UMKC participating in the travel.  Non-UMKC students permitted to participate in the UMKC-sponsored travel must sign a statement acknowledging the above which also includes the signature of their organizations adviser or their campus Director of Student Involvement.
All travelers are required to comply with UMKC Code of Student Conduct and the applicable University policies, procedures, rules and regulations, understanding that such compliance is important to the success of the trip and to the safety of all participants as well as the reputation of the participants, organization and University.  The University’s willingness to permit future similar activities and travel is contingent upon the success of the previous trips.  All travelers are required to conduct themselves as outlined by the appropriate administrator and assume the responsibility for their own actions, understanding the circumstances of an off-campus activity may require a standard of decorum which may differ from that acceptable on campus.

For University sponsored travel, it is the responsibility of the groups and/or departments sponsoring the program to assure compliance with these guidelines:

Each student traveling must arrange to complete academic responsibilities such as missing classes, submitting assignments earlier or later, etc.
All UMKC sponsored travel must be chaperoned by a faculty advisor or appropriate designee except with the approval of an appropriate administrator. If students are traveling on their own for the purpose of a recognized organization or University funds are being used to support the activity, then each member must meet with the appropriate administrator or designee for a pre-trip meeting.

Pre-Trip Meeting: At least one member of the recognized student organization in charge of the trip must attend a pre-trip planning meeting with the Coordinator for Student Organization Accounts in Student Involvement or their designee at least two weeks before the trip. It is also recommended that the on campus advisor attend this meeting if available.  All of the following information must be submitted prior to the funding request being submitted for consideration:

• A list of students and student ID numbers participating in the travel.
• The itinerary, including plans for transportation, lodging, planned activities, and unstructured time including address and contact information for all traveler destinations.  Emergency contact telephone numbers for every traveler.
• The groups’ communication tree with the appropriate administrator during the trip (i.e. through the faculty advisor and designated students)
• A signed statement that all students understand their responsibility related to the UMKC Student Conduct Code and applicable University policies, procedures, rules and regulations.
• That each traveler understands that he or she will only be compensated up to the University’s per diem rate for meals.
• That participants should participate in events together whenever possible or make arrangements to meet regularly during the trip to make sure everyone is benefiting fully.  This stipulation does not mean that students are not to meet others participating in the event or to participate in as many different activities as possible; instead, the intention of the stipulation is to promote UMKC participants’ general awareness of where each other is and each others’ well being.
• If students are driving a list of approved drivers must be provided along with copies of their drivers’ licenses and proof of insurance. 

-     That all travelers are required to participate fully in the planned activities.
-     That unstructured time should be kept to a minimum to reduce the risks inherent in unsupervised activity.

This information must be submitted to the Assistant Director of Student Involvement or his/her designee. 

Transportation: The sponsoring University department should be prepared to arrange for transportation by official University vehicle(s), rental vehicle(s), chartered services, or if necessary personal vehicles. The following rules apply to vehicle use:

• All drivers operating automotive vehicles paid for by University funds must be 21 years of age or older, have a valid driver’s license and proof of insurance. Copies of this information will be kept in the Office of Student Involvement
• University vehicles: Vehicles owned and operated by UMKC. Only University employees can drive these vehicles.
• Rental vehicles: If rented with University funds, only UMKC employees and students over the age of 21 years with valid drivers’ licenses, who are approved by the appropriate administrator can drive. All travelers must comply with terms of the rental contract.   UMKC prohibits departments or employees from renting 15 passenger vans or larger.  All rental vehicles must be arranged through the Student Involvement Office and should not be done by the individuals traveling. 
• Contract bus service: Adequate insurance coverage for personal injury and property damage must be provided by the bus company and coordinated with the UMKC Risk Management department. It is the responsibility of the student organization to arrange for the bus company contract to get to Risk Management within their appropriate timeframe. 
• Regularly scheduled carriers: Regular scheduled transportation service providers (e.g. airlines, public bus lines, Amtrak) may be used for transportation.
• Personal vehicles: The University strongly discourages the use of personal vehicles for student travel. Personal vehicles should only be used on a voluntary basis. The owners/drives must provide their own insurance coverage. All student participants choosing to ride in a private automobile do so voluntarily and at their own risk. UMKC does not accept liability for any damage, loss, or injury resulting from the use of a private vehicle. Students will be required to sign a waiver stating that they understand they are riding at their own risk. The appropriate administrator must still approve the use of personal vehicles for travel involving University funds.

Accident and Medical Insurance: The University does not provide medical insurance for any students’ participation on the trip. All travelers are responsible for any medical costs they incur during and/or as a result of the trip.

Participation by Nonstudents or Organization Members: Except with the permission of the appropriate administrator, non-UMKC affiliated individuals including friends and family of UMKC student, faculty, and staff members are not eligible to participate in University travel.

Any trip taken that fails to follow these travel guidelines or results in other violations of UMKC policy may result in individual and/or student organization discipline under the UMKC Conduct Code.

IV. Non-University Sponsored Travel

UMKC recognizes that students may or may not be required to travel as a part of their membership in a recognized student organization. However, the policies contained in this document apply only to travel that is financially supported by the University. It is strongly encouraged that students utilize the process and safeguards contained herein to ensure student safety while traveling.

USAGE OF UNIVERSITY NAME, LOGO, EMBLEM, ETC.
The UMKC Logo, Official University Seal, Kangaroo symbol and the UMKC Symbol are all officially licensed trademarks of the University of Missouri-Kansas City. Any organization planning to reproduce T-shirts or any other item using these symbols must have the design approved in advance by University Communications.  Please provide these items to the Assistant Director of Student Involvement and he/she will send them to University Communications for approval.  This assures that all merchandise bearing UMKC trademarks promotes and protects the University, as well as fulfills the needs of consumers wanting goods bearing UMKC marks, symbols and insignias.