Student Organization Handbook

Most reservations for space on campus are made through Campus Reservations, located in the Involvement Center. However, please note that reservations for space in some buildings are made through those buildings. All recognized student organizations are eligible to reserve space on campus. Decisions about reservations are solely based on neutral and objective requirements and criteria in the Use of Facilities policy, the procedures referenced below, and specific building reservation policies. Review these policies and follow the procedures below to ensure that your space reservation is successful. All reservation requests that comply with the written guidelines will be approved without consideration of the content or viewpoint of the expression so long as the space is available at the time requested. Please take a moment and review the important notes regarding reservations before reviewing your specific type of reservation. 

Important Notes

• Late add: Events scheduled within three days (72 hours) of the event will incur a $25 late add fee if special event set-up is required. Special event set-up includes requests for additional spaces, room set ups, or equipment in the University Center. Student Organizations may be charged additional fees for any damages or excessive cleaning associated with their event.
• Set-up fees: Organizations using facilities may incur charges for set-up, supervision, or other fees depending on the scope and nature of the event.
• Ongoing Reservations: The maximum number of times an organization or department can reservation a meeting room for "ongoing, week-to-week use" is three times per week. University Center staff reserves the right to change ongoing reservations room assignments in the event unforeseen circumstances arise. Although this happens infrequently, University Center Staff sometimes runs into situations where there may be need to adjust an ongoing reservation due to unforeseen circumstances that were not anticipated when the reservation series was initially entered. For example, there may be an emergency situation where there is a need to perform building or equipment repair work in the space, so staff need to find a comparable location for the event. Another example would be if Event A ends up needing a larger event space, and if Event B (the ongoing reservation) is in a large event space, but is able to be properly supported in a smaller room, then the University Center staff can maximize space utilization by adjusting the room locations for these events. University Center staff will work with the groups involved to find an equal/better space and generally will not move a reservation without agreement from the group. All such changes to ongoing reservation room assignments will be made without consideration of the content or viewpoint of the expression involved in the ongoing reservation event. 
• If you have any questions please contact Campus Reservations.

Reserving Space on Campus

When a space reservation is required for an event there are a few steps that should be followed.

1. Fill out a reservation request form: E-mail your request to Campus Reservations, fill out a Campus Reservations Form online, or complete the paper form in person at the Campus Reservations office located in the Involvement Center.
2. Order food: If food and beverages are being ordered from Chartwells for the event, contact the Catering Manager and view your various catering options.  Note: Recognized student organizations are allowed to provide pre-packaged and/or prepared and delivered food (no homemade items) and non-alcoholic beverages in connection with authorized meetings or events held in the University Center as long as the total value does not exceed $100.
3. Receive confirmation: The Campus Reservations Office will confirm all reservations via e-mail.  Each confirmation will include audio/visual/technical needs and room set-up information. Note: Campus Reservations confirmations will include prices listed as estimates and you will be billed the actual amount approximately two weeks after the event takes place.
4. Review confirmation: Upon receiving the electronic confirmation, it is your responsibility to determine if the facility reservation is correct and complete. Contact Campus Reservations if any errors are found in your reservation.
5. Additional charges: Please be aware that any last minute or day of show changes can incur additional fees. 

Reserving Large Spaces for an Event

If you are holding a large scale event and would like to reserve large indoor or outdoor spaces on campus please be sure to follow the steps below.

Riverside Ballroom, Falcon's Nest, or Lydecker Center

1. Fill out a reservation request form at least 90 days prior to your event date.  You can reserve for large events (i.e. - blood drive, drag show, etc...) up to 18 months in advance.
2. The room reservation will remain tentative status until the group meets with Campus Reservations staff to discuss and finalize event details.
3. Confirm all event details and needs with Campus Reservations at least 30 days prior to the event date (a $5 late fee will be added each day until event details are finalized).
4. Campus Reservations will confirm all reservation requests and send out confirmations via e-mail.  Please review all confirmations to ensure all details are correct.  Please contact Campus Reservations regarding any errors or questions within your reservation.

Outdoor Spaces

1. Submit a request at least 30 days prior to your event date by e-mailing Campus Reservations or submitting the Campus Reservations Outdoor Space Request.
2. If the event does not include a bonfire, the request will be processed and a confirmation will be sent via e-mail. If a bonfire is involved, the group will be sent a tentative confirmation and a link to the regulations surrounding such an event.
3. Visit the link within the e-mail, read the agreement, and sign the form electronically.
4. Once you receive the final confirmation, review it and ensure all details are correct.  Contact Campus Reservations will regarding any errors or questions.

The timeline below should be used as a guide to help your student organization plan and execute large scale events.  Please note that the timeline might have to be varied depending on the scale and scope of the event.  If you have any questions regarding event planning please contact the Office of Student Involvement.

90 Days before the event:

• If using an on-campus space for your event, make a space reservation.
• If you are paying your guests, process entertainment contracts with the Office of Student Involvement.
• Send the Volunteer Agreement Form to unpaid guests.
• If using a large venue space (i.e.- Riverside Ballroom, Falcon's Nest, or outdoor spaces) for your event, meet with Campus Reservations and Production Services.

60 Days before the event:

• Develop a marketing plan for your event.
• Using vendor tables to market your event? Schedule promo/vendor tables with Campus Reservations.
• Meet with Marketing and Graphics in the Involvement Center to design promotional materials.

30 Days before the event:

• If you plan to seek funds for your event from Student Senate, submit a funding request a minimum of 30 days before the event.
• Finalize all event details with Campus Reservations.
• Serving food at your event? Order food from Chartwells Catering.
• Print promotional products through Fast Copy.
• Submit public performance rights to Campus Reservations if you are showing a movie.

15 Days before the event:

• Determine volunteer needs and create a sign up.
• Confirm any food orders through Chartwells Catering.
• Distribute advertising to public posting locations on campus.
• Send detailed script and instruction to Production Services if more than one act is performing.

Week of Event:

• Confirm facility set-up with Campus Reservations.
• Confirm any production needs with Production Services.
• Create Day-of-Event Itinerary.
• On the day of the event check-in and check-out with the University Center Building manager or appropriate contact.

Want the world to know the awesome things your student organization is doing? Let us know and one of our Interns will come to your meeting or event to take your organization's photo! The photos will then be shared social media. The photos will not only let us see the amazing things student organizations do each week, but will help you market your organization as well! Fill out this short form and start getting recognized today!

Marketing and Graphics can help student organizations with the creation of posters. Additionally, when hanging posters be sure to follow the regulations below:

Residence Halls

All materials posted in the Residence Halls must be no larger than 11"x17".  Bring 11 copies of your organization's poster to the Residence Life Office in the basement of Hathorn Hall for approval.  Promotional materials will be then posted by Residence Life staff on a space-available basis. Students and/or student organizations cannot hang posters in the Residence Halls without prior approval.

Academic Buildings

Bulletin boards that are not labeled for a specific department are available for University-related postings.  Each specific college has different posting procedures.  Please visit the Dean's office in each college prior to hanging posters in the academic buildings.

University Center

The University Center has a several public posting areas near and around the Involvement Center.  Any student organization may post their materials in these areas.  Additionally, the Involvement Center calendar is open for student organizations to post events.  Postings on the calendar must meet the guidelines below:

• Be less than 4"x6" in size.
• Must be a one time event (no weekly meetings).
• The event must be open to all students.

If there are any questions regarding posting in the University Center please visit the Office of Student Involvement or the Information Desk for assistance.

Vendor tables are a great way to market an event or recruit membership to your student organization, they can be used to:

• Sell tickets to upcoming events
• Sell organization apparel
• Promote upcoming events
• Market and recruit for your student organization 
  

Vendor tables must be reserved through Campus Reservations.  When tabling follow the solicitation policy of the University Center listed below:

Group are not allow to approach students or others using University Center facilities.  This applies to material for sale, materials being given away (handed out), and verbal conversations aimed at persuading students to a particular point-of-view.

If you have questions regarding this policy please contact the Office of Student Involvement or the University Center Building Manager.

Residence Life tabling policy:

Designated members of approved campus organizations may utilize hall main lobbies to present their viewpoints by discussion or materials following approval by the Department of Residence Life.  A member of the organization must be present at the table while the materials are being distributed.  Recognized student organizations may reserved lounges in specific residence halls for informational meetings, candidate meetings, or presentations.  Questions can be directed to the Department of Residence Life.

Please note that solicitation in the residence halls is not permitted. 

Chalking is a great way to promote your event to students navigating campus.  All chalking must be appropriate in content and include the name of the organization, date(s) of event, and contact information and/or location.  Chalk can be checked out from the University Center Information Desk.

Please note chalking is only permitted in designated areas on campus.  The designated area is on the main campus mall extending from Third Street to Sixth Street.  Any chalking done outside of approved areas will be removed and the organization(s)/individual(s) responsible may face disciplinary sanctions.  The graphic and notes below further explain where acceptable chalking can occur.

• Chalking is NOT allowed on the sides of the patio entrances to the University Center
• Chalking is NOT allowed on the patios of the University Center.
• Chalking is NOT allowed on the side wall face of the University Center.

Axis TV Slides: Advertise your organization's events on the large TV screens in the University Center, Riverside Commons, and on Channel 118 in the Residence Halls. Learn more by downloading the brochure here: Contact Marketing and Graphics for more information.

Social Media: Facebook, Twitter, and Instagram are all great ways to expand the reach of your marketing. Whatever method(s) you choose just remember to keep them up to date!

There are two different ways that you can request funding for your student organization.  First, your student organization can develop a budget and request Annual Funding through the Finance Committee (FC). If your student organization does not qualify to receive annual funding, you can still request Single - Event Funding. Both of these options are explained in more detail below. If you have further questions about funding for your student organization, please contact the Office of Student Involvement. 

There are several different ways that you can raise funds for your student organization.  Prior to choosing a method to fundraise it is important to understand how to hold a successful fundraiser.  

How to host a successful fundraiser…

Student organizations can choose to host events to raise money for their organization or a charity of their choosing.  These events can take a variety of forms and sizes. The size of an event determines how much time you should allow for planning.  In all cases, we recommend you allow 2-4 months to plan a fundraiser.  A successfully planned fundraiser can do much more than raise money.  It can promote and market your student organization, as well as create pride among existing members.  Please see the checklist below to ensure that you are adequately prepared to plan and execute a successful event. Please note that the FC does not fund fundraising.

Pre-event planning

• Always have a fundraising goal in mind.  Having a goal can help you select the most appropriate fundraiser to meet your needs.
• Be creative!  Don't do an event that every other organization on campus is doing or this will not catch students' attention.
• Create a fundraising budget early!  If you need assistance understanding what is needed for a particular event, come see us in the Office of Student Involvement.
• Create a timeline for your event and stick to it.  The timeline will help ensure that your event is properly planned and successful.

Characteristics of successful fundraising

• It happens at a regular interval so students can expect it.
• It appeals to a diverse group of students.  The more people who will be interested, the better!
• It is well advertised so students and people outside your organization know about it.
• There is little overhead cost.  These are costs that the organization must pay in order for the fundraiser to occur.
• It highlights the talents of your group.  Look at the strengths of your members and host a fundraiser that focuses on them.

 Food stands are frequently used by UWRF student organizations.  While this is an effective fundraising activity it is very important that your organization know and follow proper processes and procedures related to food stands.  Please thoroughly review the process below to ensure a successful food stand!

Step 1: In order to host a temporary food stand, one organization representative must take and pass the Food Stand Quiz with a score of at least 90% one time per year.  This representative is expected to then provide guidance to other members who prepare and/or staff the food stand.  

Step 2: Complete the Food Stand Application. This application must be filled out by the person who took and passed the Food Safety Quiz and must be submitted at least 14 days before the food stand.  Organizations are limited to three food stands per year.  If you are wishing to have more than three food stands per year, your organization must work with Pierce County Public Health to obtain a Temporary Food Stand Permit.

Step 3: Once the Food Stand Application is submitted the Office of Student Involvement will review the application.  Please note a lack of detailed answers may result in denial of the application.  The Office of Student Involvement will then notify the student organization if their application has been approved or denied.  If the application is approved, a copy of the Food Stand Application will be e-mailed to the president of the hosting student organization.  If the food being served is required to maintain a specific temperature, a Food Temperature Recording Chart will also be e-mailed to you.

Step 4: Pick up a food safety kit from the Information Desk located in the University Center on the day of the food stand.  Additionally, the Food Stand Application must be on display at all times during the food stand.

Step 5: The Food Temperature Recording Chart must be completed and turned back in to the Involvement Center Desk within 14 academic days after the completion of the food stand.  Failure to do so will result in the loss of food stand privileges for your organization for one year.

Prior to designing or selling any apparel it is important to understand the University rules that surround using the Falcon or University logo.  Please note any design with the Falcon, Freddy, the UWRF logo, or even the words UWRF or the University of Wisconsin-River Falls must follow the licensing guidelines for UWRF Registered Marks found here: https://www.uwrf.edu/Administration/ViceChancellor/VCLicensingRegisteredMarks.cfm

Please remember that anything with the UWRF logo or language on it must be appropriate because it is representing the University.  Marketing and Graphics located in the University Center can help with the approval of designs containing University licensed words or images.   

If you plan to design apparel, please reach out to the Office of Student Involvement.

Consider the following when creating apparel for fundraising purposes:

• Apparel is best if sold to existing members within a student organization.  The apparel should be optional to buy and funds raised by sales should be allocated to a specific event or cause. 
• If you are looking to sell apparel to the general campus community, be sure to take into account the overhead costs of designing and creating apparel for such a large population. 

Some student organizations hold fundraisers at local restaurants where the organization recieves a designated percentage of the sales.  Please note the following when considering such a fundraiser:

• Overhead costs to organize such a fundraiser are not funded by the FC

• Some restaurants require that student organization members assist on site during the fundraiser

• In order to fundraise at some local restaurants a tax ID number is required, please click here to contact the appropriate University personnel for assistance with this process.

One of the more popular options for restaurant fundraising is Buffalo Wild Wings Eat Wings, Raise Funds.  Other restaurants that may have fundraising opportunities include Culvers and Chipotle.

Online crowdfunding is raising money by getting small donations from a large number of people.  This fundraising tactic often uses online sites and social media such as Go Fund Me, etc.  Please note the following when considering crowdfunding for your student organization.

• This method is usually used to fund a large trip, program, project, or purchase.
• The most effective way to crowdfund is to have each member individually reach out to their family and friends for donations.
• This method is especially effective with the increasing use of social media.  Consider that millennials check their phones an average of 43 times per day.  This means your fundraising will be sure to catch the attention of your friends and family.

Examples of websites that support crowdfunding include:

• Razoo
• Kickstarter
• Indiegogo
• Crowdrise

Philanthropic events are held by student organizations and usually do not require admission, but donations for a charity are normally collected. Please note while te FC does not fund events that fundraise for a student organization itself, they will consider funding philanthropic events which raise money for a charity.  If you have any questions regarding philanthropic events or the FC funding please contact the Office of Student Involvement.

Please consider the following when planning a philanthropic event:

• It is best if a fundraising event is related to your student organization's mission or cause.  One good example of this is the GSA hosting the Drag Show, or the Dance Team hosting Dancing with the Stars.
• Remember you can always use other fundraising methods such as vendor tabling to get the word out on campus about your event, but don't forget the number one way to market on college campuses is word of mouth.

Examples of other philanthropic events at UWRF include:

• Take Back the Night
• Puppy Petting
• Dancing with the Stars

Recognized Student Organizations and University departments may use the University Center for fundraising activities.  Other organizations and off-campus vendors must be sponsored by a recognized student organization or campus department and have prior approval from the Director of the University Center.  Additional policies are listed below:

• Recognized Student Organizations and University departments may sponsor three non-food fundraising events each semester with a maximum length of three days each. 

• The Director of the University Center is responsible for the approval or denial of all off-campus vendors based on the following conditions:

• A copy of a written agreement between the vendor and the student org is made available to the Campus Reservations office.
• The sponsoring student organization must supply exact times/dates the vendor will be on campus.  In addition, the description of merchandise, names of three references where the vendor has sold merchandise before, and a list of requested equipment must be provided.
• The name of the sponsoring organization must be clearly posted at the site of sale.
• The sponsoring student organization is expected to be present at the time the vendor is setting up and tearing down the display.

Membership in a registered student organization at the University of Wisconsin-River Falls is intended to be a valuable and beneficial experience to each student who takes part in this opportunity. Each organization is encouraged to provide new members with an orientation that is positive, informative and in alignment with federal, state, and local laws, as well as UWRF policies. Any for of hazing is prohibited by University policy and Wisconsin State Law, in accordance with Wisconsin statute 948.51 which can be further understood at https://docs.legis.wisconsin.gov/statutes/statutes/948/51

As defined by the Fraternity Executives Association, hazing is any action taken or situation that is created intentionally, whether on or off premises, to porduce mental or physical discomfort, embarassment, harassment, or ridicule. Hazing is a complex social problem that is shaped by power dynamics operating in a group and/or organization and within a particular context.

Hazing activitries are generally considered to be physically abusive, hazardous, and/or sexually violating. The specific behaviors or activities vary widely among participants, groups, and settings. While alcohol use is common in many types of hazing, other examples of typical hazing practices include personal servitude, sleep deprivation, and restrictions on personal hygiene; yelling, swearing, and insulting new members/rookies; being forced to wear embarasssing or humiliating attire in public, consumption of vile substances or smearing of such on one's skin' brandings; physical beating; binge drinking and drinking games; sexual simulation and sexual assault.

For such activities to be considered hazing, forced or mandated participation is not required. If a new member feels that he or she will not be considered a fully participating member of the group or feels that they would be ostracized for not participating in particular behaviors (for example, drinking alcohol) then such implied coercion would be considered hazing.

Examples of Hazing

The following are some examples of hazing divided into three categories: subtle, harassment, and violent. It is impossible to list all possible hazing behaviors because many are context-specific. While this is not an all-inclusive list, it provides some common examples of hazing activities.

A.SUBTLE HAZING

Behaviors that emphasize a power imbalance between new members/rookies and other members of the group or team are termed "subtle hazing" because these types of hazing are often taken-for-granted or accepted as "harmless" or meaningless. Subtle hazing typically involves activities or attitudes that breach reasonable standards of mutual respect and place new members/rookies on the receiving end of ridicule, embarrassment, and/or humiliation tactics. New members/rookies often feel the need to endure subtle hazing to feel like part of the group or team. Examples include:

• Deception
• Implied requirement to participate in illegal or dangerous activities
• Silence periods with implied threats for violation
• Deprivation of privileges granted to other members
• Requiring new members/rookies to perform duties not assigned to other members
• Socially isolating new members/rookies
• Line-ups and drills/tests on meaningless information
• Requiring new members/rookies to refer to other members with titles (e.g. "Mr.," "Miss") while they are identified with demeaning terms
• Expecting certain items to always be in one's possession

B. HARASSMENT HAZING

Harassment Hazing involves behaviors that cause emotional anguish or physical discomfort in order to feel like part of the group. Harassment hazing confuses, frustrates, and causes undue stress for new members. Examples include:

• Verbal abuse
• Threats or implied threats
• Asking new members to wear embarrassing or humiliating attire
• Stunt or skit nights with degrading, crude, or humiliating acts
• Expecting new members/rookies to perform personal service to other members such as carrying books, errands, cooking, cleaning, etc.
• Sleep deprivation
• Sexual simulations
• Expecting new members/rookies to be deprived of maintaining a normal schedule of bodily cleanliness
• Being expected to harass others

C.VIOLENT HAZING

Violent hazing includes behaviors that have the potential to cause physical, emotional, and/or psychological harm.

Examples include, but are not limited to:

• Forced or coerced (explicit or implied) alcohol or other drug consumption
• Beating, paddling, or other forms of assault
• Branding
• Forced or coerced ingestion of vile substances or concoctions
• Burning
• Water intoxication
• Expecting abuse or mistreatment of animals
• Public nudity
• Expecting illegal activity
• Bondage
• Abductions/kidnaps
• Exposure to cold weather or extreme heat without appropriate protection

Wisconsin State Law on Hazing
State Statute 948.51, Sections 1-3

(1)?In this section “forced activity" means any activity which is a condition of initiation or admission into or affiliation with an organization, regardless of a student's willingness to participate in the activity.

948.51(2) (2)?No person may intentionally or recklessly engage in acts which endanger the physical health or safety of a student for the purpose of initiation or admission into or affiliation with any organization operating in connection with a school, college or university. Under those circumstances, prohibited acts may include any brutality of a physical nature, such as whipping, beating, branding, forced consumption of any food, liquor, drug or other substance, forced confinement, or any other forced activity which endangers the physical health or safety of the student.

948.51(3) (3)?Whoever violates sub. (2) is guilty of:

 (a) A Class A misdemeanor if the act results in or is likely to result in bodily harm to another.

948.51(3)(b) (b) A Class H felony if the act results in great bodily harm to another.

 (c) A Class G felony if the act results in the death of another.

948.51 History History: 1983 a. 356; 1987 a. 332 s. 32; Stats. 1987 s. 948.51; 2001 a. 109.

Reporting

If you feel that an activity or event should be reported, please visit our “Report it!” Resource page for more information.

Hazing can be reported in various ways to university or local authorities. If bodily harm takes place, UWRF strongly encourages you to follow up with the River Falls Police Department and the Office of Student Conduct and Community Standards. However, given the nature that hazing can occur and emotions that can follow an incident, it is essential that the student inform any professional staff at the university so that we can identify the necessary resources and steps needed to best serve the student involved. UWRF aims to create a safe learning environment that does not encompass any act of hazing.

The Office of Student Involvement is committed to preventing all forms of sexual misconduct, including sexual assault, dating and domestic violence, stalking, and sexual harassment. Any complaint of sexual harassment or sexual violence can be directed to this link. For general Title IX information please visit this page.

The following policy addresses some commonly asked questions regarding political activity on campus.  Please contact the Office of Student Involvement regarding any questions you may have which are not addressed in this policy. For a full list of state policies surrounding political activity on campus, please view the following document here, 

Can a student organization plan a political event to be hosted on campus?

Political events can be sponsored by student organizations under certain circumstances, but any student organization planning such an event is encouraged to contact the Office of Student Involvement to ensure their event falls within UW System policy.  Non-partisan events are acceptable under UW system policy and are encouraged.  Events such as campus tours for candidates, open forums with candidates, and debates would all be considered non-partisan political events.

Can a student organization fundraise for a political candidate on campus?

No. State law Wis. Stat. § 11.1207 prohibits the use of state owned buildings for political fundraising.  This means that on-campus fundraising cannot be political in nature.

Can student organizations use their FC funding to contribute to or advertise for a political campaign or candidate?

No. UW system policy states student organizations may not use FC funding to make contributions, gifts or donations of any kind to a political campaign or candidate.  While donations of any kind to a political campaign are prohibited student organizations can use their FC funding to produce political promotional materials being displayed on-campus.  Any questions about the appropriate use of segregated fees should be referred to the Office of Student Involvement Budget Coordinator.

Can student organizations urge students to vote?  What about voting for a particular political party or candidate?

Yes. Student organizations can encourage students to vote and inform students about upcoming elections.  Additionally, student organizations can also encourage students to vote for a particular party or candidate.  Please note, UW system policy prohibits the use of state-owned buildings or FC budget funds for political fundraising, so while you may encourage students to vote in a particular manner you cannot fundraise for any candidate.  If you have any questions if you event is in violation of this policy please discuss your idea with the Office of Student Involvement.

Can campaigning be done in the Residence Halls?

Individuals who wish to campaign in the residence halls regardless if representing Hall Council, RHA, Student Senate, Town of River Falls, or State of Wisconsin must adhere to the following procedure.  Any individual running in an election will have the opportunity to utilize hall main lobbies to present their viewpoints by discussion or materials following approval by the Department of Residence Life.  The manner of presentation must not interfere with the flow of traffic, not constitute harassment to residents, and must be done in a reasonable fashion so that the information/discussion is conducted on a voluntary basis with student residents.

Student Organization Assumption of Risk

By participating in student organizations, as a member and/or as a participant, it is assumed participation is voluntary and by its very nature, carries with it certain inherent risks.  Specific risks vary based upon the activity and can range from minor injuries to catastrophic accidents that can result in major injury or death.  UW-River Falls encourages participants to consult with a doctor regarding any strenuous activity since no health or accident insurance is provided for student organization participants by the University of Wisconsin-River Falls or the State of Wisconsin.  Participants acknowledge, understand, and accept the risks that are inherent in participation in student organization activities and assert that participation is voluntary and that participants assume all such risks.

Reducing Risk of Student Organization Activities

All activities, regardless of intention, have some inherent risk.  As a tool to help decrease risk associated with student organization activities, the UW-River Falls Risk Management office has developed the Risk Assessment Matrix.  The matrix should be utilized as a critical part of activity planning to ensure risk in minimized.  Please contact Risk Management with any specific questions or concerns.

The Office of Student Involvement supports and enforces the UW-System policy in regards to alcohol use at student organization events.  Student Involvement requires that any event that will provide alcohol be approved by the Director of Student Involvement.  Please contact the Office of Student Involvement to visit about events serving alcohol at least 30 days prior to the event.  Please review the UW-System and UW-River Falls policies below regarding alcohol and student organizations.

Overview/Background: UWS 18.09

UW-River Falls Administrative Policy: Alcoholic Beverages on Campus

UW-River Falls Administrative Policy: Alcohol and Tobacco Sponsorships

Off-Campus Alcohol Procedures

Student Organizations may plan an event where alcohol is served to individuals of the appropriate age and in accordance with state and federal laws.  While such events pose inherent risks, the Office of Student Involvement understands that events can take place where alumni, parents, and family, etc. can participate and alcohol can be present.

The Office of Student Involvement requires any organization planning to host an event where alcohol is served either by members of the organization or by a third-party vendor (i.e.- banquet hall, UW-River Falls, local restaurant or bar) submit necessary paperwork at least 10 days prior to an event taking place. Once submitted, forms will be reviewed, and either approved or denied by the Office of Student Involvement.  Any event that takes place without an approved application is subject to disciplinary action by the Office of Student Involvement and Office of Student Conduct and Community Standards.  Please note that a copy of the vendor's liquor license and proof of insurance, as well as a guest list will be required with all alcohol applications. Links to necessary forms are provided below:

Hosting an Event at an Organization Member's Residence/Facility: Click Here

Hosting an Event with a Third Party Vendor

Please note any student organization planning an event where alcohol is served off-campus is expected to understand and uphold the off-campus alcohol and drug policies.

Purpose of Mascot

The purpose of the University of Wisconsin-River Falls (UWRF) mascot, Freddy Falcon is to promote UWRF spirit at all times.  The mascot should strive to motivate, inspire, and entertain Falcon fans and students.  Please note that violating the purpose of the mascot or performing in Freddy in any way which may hinder the image of UWRF is prohibited. To request Freddy, email marketing@uwrf.edu. 

Mascot Rules

The following guidelines will be enforced and must be followed while "mascoting" within Freddy the Falcon:

• While portraying Freddy, mascots cannot speak.
• The full Freddy uniform must be in place at all times in public.
• Performances must be kept appropriate and family-friendly at all times, please note that other people, including children, are looking at you as an extension of the University of Wisconsin-River Falls brand.
• HAVE FUN!

Mascots other than Freddy the Falcon

Using mascots other than Freddy the Falcon to represent your student organization is strictly prohibited.  This includes using another mascot on printed materials, t-shirts, or student organization gear.  If you have questions regarding the use of the Falcon head or the Freddy the Falcon mascot please contact us in the Office of Student Involvement.

In the event that a conduct violation is suspected the Director of Student Involvement will determine if an investigation is warranted.  If the Director feels an investigation is necessary a meeting will be arranged with the student organization named in the complaint.  The purpose of this meeting will be to review the complaint with the student organization representatives in attendance.  The Director of Student Involvement may also arrange meetings with any potential witnesses.  If representatives from the student organization do not respond to the offer of a meeting with the Director of the Office of Student Involvement within a specific time period, a determination will be made concerning any responsibility for violation of policy using the information available to the Director of Student Involvement.

If a determination is made based on available information and discussion with student organization members that misconduct did NOT occur, or that disciplinary sanctions are NOT warranted, the matter will be considered resolved without further action.

If a determination is made based on available information and discussion with student organization members that misconduct DID occur, the Director of Student Involvement will select one or more of the disciplinary sanctions listed below.  The written report from the Director of Student Involvement will be e-mailed to the student organization's President, and Advisor.

The Director of Student Involvement can choose one or more of the following sanctions in response to actions of misconduct by a student organization.

Disciplinary Warning: A written warning outlining why the conduct of the student organization was inappropriate and warning of additional sanctions if the conduct continues.

Disciplinary Probation: The student organization will remain recognized provided it abides by all applicable laws and policies. Probation will allow the use of University of Wisconsin-River Falls facilities and resources available to all student organizations. Probation signifies a warning status that any further violation of policy may result in Disciplinary Suspension or loss of University Recognition. Disciplinary Probation will be given for a specific time period then the student organization will return to good standing once the time period has expired. 

Disciplinary Suspension: Resources available to student organizations and the use of University facilities will be suspended. Student organizations on suspension will not be allowed to meet, conduct organization business and will be held accountable for any continued misconduct of the student organization. Any further violation of policy when suspension has been invoked will result in immediate loss of University Recognition. Disciplinary Suspension will be given for a specific time period after which the student organization must re-apply for University Recognition. The re-application must include a plan for steps the student organization has taken to eliminate the risk of future violation of policy. 

Revocation of University Recognition: The student organization will officially lose recognition by the University of Wisconsin – River Falls. All resources and rights enjoyed by recognized student organizations will be permanently lost. Revocation of University Recognition will occur based upon the type and severity of the misconduct. In addition, University Recognition may be revoked when a student organization on Disciplinary Suspension violates University policy and/or federal, state, or local law. 

Emergency Suspension: Recognized student organizations may be immediately suspended if the Director of Student Involvement has reason to believe the safety of individuals or the community may be in jeopardy. Any Emergency Suspension will be followed by an investigation as outlined in this document. Emergency Suspension should be used in extraordinary circumstances and is not intended to be a long-standing condition for student organizations. 

Loss of University Privileges: Student organizations will be prohibited from using specific resources if found in violation of abuse of such resources. Loss of University Privileges will be sanctioned for a specified time period after which the privileges will be reinstated. 

Restitution: The student organization will be responsible for the cost associated with replacement or maintenance of an item that was damaged due to misconduct.

Community Service: The student organization will be required to organize, fund, and/or participate in an agreed upon service opportunity to give back to the larger community.

Educational Programming: The student organization will be required to attend educational events held on campus to receive information for the betterment of the student organization. Student organizations may also be required to plan or sponsor an educational program for members and/or the larger campus community.

Referral to the Office of Student Rights and Responsibilities: Individual student organization members may be referred to the Office of Student Rights and Responsibilities for individual student misconduct concerns under UW System Chapter 17. It is important to note, the policies and processes in this document outline organizational level misconduct. Individual conduct is another matter subject to the policies and processes of the Office of Student Rights and Responsibilities.

Student organization leaders may appeal to the Director of Student Involvement within one week after the written report is received. The Director of Student Involvement shall sustain the decision unless it is found that the evidence does not support the sanction.

Reason to appeal a decision may include:

• An error in the process occurred
• Significant new evidence has become known after the sanction decision was made
• The sanctions given are too severe in the opinion of the student organization leaders

If the Director of Student Involvement finds the record supports the grounds for the appeal, he or she may invoke an appropriate remedy to settle the complaint against the student organization.

The student organization can agree that the said misconduct did in fact occur at any time during the investigation.  Any such agreement will be made with the Director of Student Involvement and shall be put in writing.  The signed written agreement will bind the student organization to the completion of the mutually agreed upon sanction(s) and will conclude the case.