Illinois State University values the involvement contributions registered student organizations (RSOs) can make to a student's overall development, and aspires to provide a positive environment for registered student organizations to exist. This page highlights some of the important responsibilities that RSOs have at Illinois State. For a complete listing of university policies, visit www.policy.ilstu.edu.
Classroom Technology Support Services (CTSS) will not charge student groups or other groups associated with Illinois State for the use technology in classrooms with the exception of any event where a fee is charged for entry/participation of the event. In those instances, the use of technology will be charged at the standard classroom rate. However, all groups using technology in classrooms after 10 p.m. on weekdays and anytime between Friday evenings at 10 p.m. and Monday mornings at 6 a.m. must contact Classroom Technology Support Services to make sure that the equipment is available and ready for use. Currently CTSS does not have evening and weekend support so classrooms that have been shut down for the evening/weekend will not be usable without scheduling the room in advance. All non-ISU groups scheduled through conferencing services will be charged for the use of technology in the classrooms.
Student organizations should be aware of the fact that verbal agreements are legally binding in the state of Illinois. Organization leaders should be cautious when dealing with booking agents. Staff members in the Student Involvement Center can assist RSOs in reviewing contracts or preparing to make offers. RSOs enter into contractual agreements on their own behalf.
The Illinois State alcohol policy requires all RSOs to register any events with alcohol and that alcohol must be provided by a licensed third party vendor. In order to complete the registration of those events, the RSO must complete the alcohol registration form and third party agreement form. These forms must be submitted to Student Involvement Center at least 10 calendar days prior to the event. Also, per this alcohol policy, RSOs may have an event with alcohol in the Bone Student Center as long as they go through Campus Dining to serve as their 3rd party vendor and they have a catered meal.
Pre-recorded home videocassettes and DVDs (“videos”) that are available for rental or purchase include the right to exhibit the movie for home use only. These motion pictures do not include a license for showing outside one’s home. If you wish to show movies for any other use or in any other place, you must have a separate license that specifically authorizes such use.
The easiest way to get a license for the movie you want to show is to work with Swank, Criterion or New Yorker Films, the three major distributors of movies on college campuses. There are other companies, so just work with the distributor of the movie. For more information on how to legally show a movie for your organization, check out Motion Picture Licensing Corporation.
Unpaid bills by registered student organizations can affect the RSO registration process. If an RSO has a past due bill with any campus entity, RSO status can be denied. Any past due amounts must be resolved by making immediate payment in full or setting up a payment plan, if allowed by the Bone Student Center. (See "Payment Plans" below.) If a payment plan is established, it must be kept current in order to maintain RSO status.
Bone Student Center (BSC) payment plans can be setup for amounts greater than $250 by visiting the Dean of Students Business office on the first floor (east entrance) of BSC. While on a payment plan, any future events that have charges must be paid in full 14 days in advance of the event. If the terms of the payment plan are not met, all current events scheduled will be cancelled and future events will not be allowed. Any organization that has setup more than one payment plan in the past will need to provide a deposit or payment in full before an event can be held in the future. This procedure will continue until the organization has reestablished their credit.
RSOs interested in hosting a raffle must get approval through McLean County to get a raffle license. The application and information are available at: http://www.mcleancountyil.gov/admin/raffle_application.htm.
To better serve the needs of the RSOs, Risk Management, Facilities Management, and the Dean of Students Office have worked together to procure commercial insurance that would apply to the use of fleet vehicles by university RSOs.
Vehicles covered by this insurance include selected four-door sedans, mini-vans, and an ADA-accessible van. Vehicles available to RSOs are limited and available on a first-come, first-served reservation basis.
RSOs must request fleet vehicles and submit driver information at least two weeks in advance of the anticipated travel. Vehicles should be requested by the RSO advisor through the Agile Fleet Commander Reservation system. RSOs that wish to request a university vehicle must have a university account number. The account number must be entered into the Agile Fleet System as part of the vehicle request process.
In addition, any RSO member or faculty/staff advisor who will be driving on behalf of the RSO will need to enter their driver information into the Agile Fleet System. Each driver can access the Agile Fleet System individually to enter this information. Drivers must be either members or the faculty/staff advisor of the RSO requesting the vehicle.
All RSO drivers must:
Questions about RSO usage of university vehicles may be directed to the Student Involvement Center.
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