Student Handbook: Section 3: Student Activities
The Student Activities Office is responsible for the authorization and coordination of student-sponsored extracurricular programming held in and around Wick Student Center, and throughout the campus. The offices, located in the Wick Center First Floor Wildcat Den and the second floor Student Affairs Suite, are also responsible for the general administration of the student use of Wick Student Center, including the enforcement of federal, state, and municipal laws and ordinances. Recognized student organizations should direct requests for the use of a room in Wick Student Center to the Student Activities Office. The coordinators can advise student organizations in all aspects of planning and programming, and help to publicize approved events through the College’s website and Wick Center video screens. Events arranged through, or sponsored by, College offices must be handled by the Conference Services Office.
The single most important element in the student self-governing process is the Student Government Association (SGA). Each Daemen College student is a member of the Student Government Association. The Student Activities fee provides the budget with which the Student Government Association operates its comprehensive programs and cooperative efforts with administrators and faculty to enhance the social and academic life of the College.
The elected members of the Student Government Association constitute the Executive Board. Its purpose is to act as students’ official representative, to articulate students’ views, and to care for students’ best interests with the administration and the faculty, along with other campus groups, and the public in general.
Each year Student Government Association Executive Board elections are held in the mid spring semester, with the election of class representatives taking place in the late spring semester for the upcoming academic year. The Executive Board together with the class representatives constitute the Student Government Association Senate. The bylaws of the Student Government Association are on file in the Student Activities offices and published on the Daemen College website.
The Campus Activities Team (CAT) is a student-run organization that serves as Daemen’s principal organization for student event planning and campus programming. The mission of CAT is to provide a diverse assortment of fun and safe events to entertain and engage students outside of the classroom. CAT’s focus is on developing, planning, and facilitating quality events in collaboration with campus partners for the Daemen community. CAT activities are supported and funded by the students of Daemen College, and acts in response to the needs and interests of the student body with a primary goal of fostering campus community and unity.
CAT programming is comprised of four divisions, each responsible for the development, implementation, and assessment of specific programming initiatives. These divisions are Daytime Programming, Evening Programming, Off-campus Programming, and Traditional Events. In addition to the four divisions, there is additional focus on marketing and graphic design.
Daemen College students play a major role in self-governance through their elected Student Government Association. Another important vehicle for student participation in College life is the committee structure. Student members represent the interests of the general student body on the following committees:
Educational Policy Committee (EPC)
The EPC has the responsibility to advise the Vice President for Academic Affairs, and thereby the President, on the academic policy of the College. The duties of the EPC include the initiation of new academic programs and effecting changes in existing programs. This is a key committee of the College affording students the opportunity for direct input on the curriculum.
The Council on Diversity and Inclusion
The council serves as an advisory and working group for coordination of the College's efforts as they relate to diversity and inclusion. Under the auspices of the Center for Diversity and Inclusion, the CDI is co-chaired by a faculty and student with appointees made by the president for 2 year terms.
The Library Committee advises the Head Librarian on any issues/concerns/ideas pertaining to operations and services of the library.
Emergency Response Team
Under the direction of the Vice President of Strategic Initiatives, the ERT is comprised of administrators and faculty across key areas of the campus with a focus on crisis planning and regular review of safety operations and procedures.
Campus Standards Board
See Student Conduct Section of this Handbook for more details.
Student Organization Membership
Campus organizations, including those affiliated with outside organizations, are open to all currently enrolled Daemen students in good academic standing (see Academic Standards portion of this section) without regard to sex, sexual orientation, gender, race, color, creed, religion, veteran or military status, national origin, age, disability, familial status, marital status, domestic violence victim status, status as an ex-offender, arrest record, predisposing genetic characteristics or genetic information, or any other characteristic protected by federal or New York State law. To be officially recognized, a student organization must find a advisor who will agree to uphold College policies and regulations. College staff and faculty members are eligible to be advisors.
The Assistant Dean for Student Engagement, and the Director of Student Activities are co-advisors to the Student Government Association. The advisor for the College newspaper is appointed by the administration. All other organizations are free to choose their own advisor(s) from the Daemen faculty or staff. Academic Club advisors are required to be faculty members of the respective department. If a club has not found a advisor, the Director of Student Activities (or designee) will seek an ad hoc advisor to work with the club until a permanent advisor has been found.
Student organizations are run by the student officers. The advisor’s role is to provide advice and guidance, and to help ensure that College policies and local, state, and federal laws are upheld. The advisor can often assume the role of an advisor, resource person, and student motivator. Advisors should seek to challenge the student officers to be responsible leaders in charge of the organization. Student organizations are great learning vehicles for students developing leadership skills. Advisors often can also provide some continuity as student officers continually change.
An advisor is often called upon to be in attendance at a student organization sponsored event, occurring on campus or off campus. For this reason, many organizations find it beneficial to have more than one advisor. Please recognize that advisor volunteer their time to advise student organizations, so be sure to thank your advisor for all they do.
All officers of a Daemen College recognized student organization need to be currently enrolled Daemen College students in good academic standing. Additionally, the organization needs to maintain a minimum membership of six currently enrolled Daemen College students in good academic standing to be considered in "active" status.
The official roster of officers and members needs to be submitted to the Student Activities Office during the designated registration period each fall semester. These should also be updated by the officers in the organization whenever a change occurs. Organizations not completing these requirements will be considered in inactive status. Persistent inactive status will result in an organization being considered defunct, and removed as a recognized student organization.
Neither Daemen College nor the Student Government Association of Daemen College is liable for debts incurred by any class, club, organization, special-events committee, or individual for anything which was not first authorized by the proper authority, such as the Director of Student Activities. Per College policy, all contracts must be authorized in the Division of Student Affairs by the Vice President and then, based on the contractual amount, by the Vice President for Business Affairs.
Club “Accounts” on Campus
Daemen College does NOT PERMIT student organizations to establish or maintain banking or checking accounts off campus. The College regularly establishes an on-campus account in the Business Office for each newly recognized student organization. These accounts should regularly be used for depositing any and all revenues collected by the organization, and the Business Office’s check requisition system needs to be used for any and all disbursement of funds out of these accounts. Contact the Student Activities Office for information on and/or questions regarding policies and procedures for these accounts. Each fall, when student organizations submit their roster of officers and members, the Student Activities Office transfers an initial supplemental funding amount into the club account. This is intended to help with funding small group activities and expenses the group may have (meeting refreshments, trip expenses, uniforms/apparel, etc.) since the Student Government Association Funding Request forms are generally intended for campus wide programming.
Submitting Receipts/Forwarded Cash
Occasionally, the Student Activities Office will requisition a check to forward cash to a student organization for the purchase of decorations, supplies, etc. needed for student activities. In these instances, we request that receipts (and any balance in cash) be returned to the Business Office in DS within 48 hours of the purchase. (The total of cash re-deposited & purchase receipts submitted need to equal the amount forwarded, for the College’s annual audit.) Failure by a student officer to submit a balance of cash and receipts for cash forwarded will result in both the student’s personal account being charged for the amount borrowed, and the loss of future privileges to obtain forwarded cash. Note: The detailed receipt from credit card purchases needs to be submitted, not just the signature receipt.
Occasionally, the Student Activities Office will requisition a check as reimbursement for materials purchased by student organizations for various student activities. In these instances, your purchases should be prior approved by the Student Activities Office and the receipts brought to this office to be submitted for reimbursement. We do not reimburse for sales tax, so please go to the Student Activities Office to obtain a tax exempt form for all purchases, before you shop.
The Student Government Association has Funding Request Forms for student organizations to use when requesting funding for an event or activity (available in either of the Student Activities Offices). The Student Government Association does not generally fund the more narrowly focused activities of an individual club (refreshments for meetings, club t-shirts, club outings), but may fund activities of interest and accessibility to the wider campus community. Generally, student groups should plan a minimum of two weeks of lead time when submitting your budget requests (more time may be required for certain requests). Student Government Association holds open meetings weekly, on Tuesdays, at 11:30 AM, in Wick Student Center. Student organizations are expected to have a representative in attendance at these meetings, and may not receive funding if the organization isn’t represented at a majority of these meetings.
Certain student activities in which students choose to participate may involve certain personal physical risks. Students should use caution and common sense when participating in any activities, and recognize that the College is not always able to provide for, and can never ensure, student safety. Physical waivers will be required before participating in some activities.
Guests at Events
Student activities at Daemen College are generally intended for Daemen College student participants; however, outside guests are permitted under certain guidelines.
- Most event ticket sales at the College are limited to currently enrolled Daemen students (or Daemen community) and one guest.
- Events ending past midnight are limited to the Daemen College community and escorted guests only.
- Events open to the public are clearly noted in event advertising.
- Students are responsible for the conduct of their guests on campus.
Variations to these policies require approval of the Student Activities Office.
Daemen College recognized student organizations are not permitted to host events on campus or off campus where the primary focus is the consumption of alcohol. This typically refers to bar parties or fundraisers where persons pay a cover charge and alcoholic beverages are provided free or at a reduced fee. The intent of this policy is prevent and discourage events that promote alcohol abuse (binge drinking, underage drinking, DWI) and to reduce the risk of liability faced by student organizations and their officers when holding these types of events.
(Please note: General policy information regarding drugs and alcohol are covered in Section 5, Campus Policies)
How to Start a Campus Organization
1. Students wanting to start a new recognized student organization on campus should meet with the Director of Student Activities to review policies and procedures which include:
- Officer and member requirements
- Student Government Association policies
- Room reservation policies
- Organization Advisor requirements
- Bylaws (students should use the Bylaws Worksheet provided by the Director of Student Activities)
2. Prospective student organizations are required to draft a set of bylaws and review them with the Director of Student Activities. This usually involves a process of writing, review, and revision of several drafts of the bylaws, before they are approved for Student Government Association review.
3. Present the following items to the Student Government Association:
- A copy of the organization's revised bylaws
- A list of at least six (6) interested Daemen student members
- Faculty/staff advisor's name
- A list of student officers in good academic standing
- A cover letter stating the organization's desire to seek College recognition
4. The Student Government Association will discuss the bylaws and make a formal recommendation to the Vice President for Strategic Initiatives and Dean of Students regarding the new organization's petition for institutional recognition.
5. The Vice President for Strategic Initiatives or their designee, in light of the recommendation of the Student Government Association, and any other related information, will make a final decision regarding institutional recognition. Final recognition is subject to approval by the President of the College.
New Greek Organization Process
The following additional stipulations will be required of any students seeking to start a new Greek fraternity or sorority on campus. Additional steps may be required for students who are looking to bring organizations with national affiliations to Daemen College. Honor societies with Greek letters should follow the new student organization process.
- The newly forming group must have a minimum of 8 founding members (all Daemen College students in good academic standing).
- The founding members will be required to attend no fewer than 4 campus events sponsored by other recognized Greek organizations on campus during their probationary year.
- Greek organizations will be required to adopt a specific community service project that will either be an ongoing commitment or an annual happening.
- Newly forming Greek organization are required to draft a set of bylaws and review them with the Director of Student Activities. This usually involves a process of writing, review, and revision of several drafts of the bylaws, before they are approved for Student Government Association review. Students should start by using the Bylaws Worksheet provided by the Director of Student Activities.
- Create a packet of information for review and approval:
- A copy of the organization's revised bylaws
- A list of interested student members (founding members)
- The name of the group's faculty/staff advisor
- The organization's current list of student officers in good academic standing.
- A cover letter stating the organization's desire to seek College recognition.
- Conduct a formal presentation with the Inter-Greek Alliance (IGA) on the new organization’s role into the Greek Life community on campus. IGA will make a recommendation, based on majority vote, regarding whether to support the new Greek organization or not, and provide that recommendation to the Student Government Association.
- The SGA will review IGA's recommendation and all relevant material and make a formal recommendation to the Vice President of Strategic Initiatives regarding the new organization's petition for institutional recognition.
The Vice President for Strategic Initiatives, in light of the recommendation of the IGA and SGA, and any other related information, will make a decision whether or not to grant the newly forming Greek organization "provisional recognition.” Until this provisional recognition is granted, the organization will refrain from the use and/or display of Greek letters. All newly forming Greek organizations will have a probationary period of one academic year, after which time the Vice President for Strategic Initiatives will decide upon the group's official recognition.
Academic Standards for Participation in Extracurricular Activities
Any student currently on academic probation must limit extracurricular involvement to one major activity such as playing on a club sports team, being an officer of a student organization, or serving as a committee chairperson. In the interest of academic success, all other extracurricular activities which involve significant amounts of time must be discontinued. Students who have been on academic probation for two consecutive semesters will be ineligible to participate on a club sports team, to hold any student organization office, or to chair any committee while on probation.
All intercollegiate student-athletes must be in academic good standing as set forth in the Daemen College Catalog and satisfy the academic eligibility requirements of the East Coast Conference (ECC) and Division II of the National Collegiate Athletic Association (NCAA). Current student-athletes should consult the Daemen College Student-Athlete Handbook for comprehensive information.
Affiliated Greek Organization
An Affiliated Greek Organization is a national (metropolitan/city-wide) Greek organization that consists of student membership from various local colleges, and has been recognized by Daemen College as a Greek organization that includes active membership by Daemen students. These groups are not considered an official Daemen student organization and are not provided financial support by the College; however, they have been granted the ability to provide information to Daemen students and collaborate with registered student groups on Daemen‘s Campus.
The Office of Student Activities manages a specific process and set of procedures individuals need to follow before having an organization classified as “Affiliated” prior to being recognized as one.
Hazing and Other New Member Initiations
See posting under General College Policies.
The Daemen student organizational structure includes academic organizations, honor societies, student publications, and special-interest groups. New organizations are always forming. For the most current listing of organizations and contact persons, go to: daemen.edu/DClink.
While Daemen College respects the rights of student groups to bring in speakers and performers of their choice, the College, under the discretion of the Vice President for Strategic Initiatives (or designee) reserves the right to postpone or cancel a booked speaker or performer if it poses an interruption to regular academic and college activities and/or a threat to the safety and security of the campus community. See "Event Contracts" under General College Policies.
The Student Activities Office members have have the authority to coordinate the student use of Wick Student Center. Student organizations are allowed to reserve various rooms in the building on a first-come, first-served basis with approval from the Student Activities Office. Student organizations, as well as individual students, are expected to behave in accordance with the Daemen College Code of Conduct. Disciplinary action may be directed toward either student organizations, individual students, or both.
The Conference Services Director has authority to coordinate usage of Wick Student Center by non-student organizations. This includes Daemen administrative and academic offices. Off-campus organizations must sign a reservation contract to use Daemen facilities.
Use of either the Wick Student Center Alumni Lounge fireplace or the backyard firepit requires permission from the Student Activities Office. A firepit reservation form needs to be completed and policies reviewed with one of the coordinators in the Student Activities Office. Copies of the approved form are given to the requesting group/organization and to the Campus Safety Office in Wick Student Center.
From time to time scheduling conflicts occur as important College events that require special consideration are added to the building calendar. Flexibility is often required when building reservations change, as both the Student Activities Office and Conference Services Office staff work together to try to accommodate all parties’ needs and concerns.
Wick Center North Lawn Firepit
Recognized student organizations may reserve the Wick Student Center North Lawn Firepit for campfires approved through the Student Activities Office. An officer of the sponsoring organization needs to be designated person supervising the fire. This person needs to review the following policies with a staff member in the Student Activities Office to obtain approval for the event:
- Day of reservation, the designee will check out the approved lighter and lighter fluid from Campus Safety.
- Student Activities will provide approved wood; with enough advanced notice wood will be placed at the pit in advance, if not Campus Safety will give designee access to the space where the wood is located.
- Lighter fluid is permissible, though no other type of flammable liquid should be used.
- The maximum height of stacked firewood cannot exceed 24”.
- Daemen College Campus Safety (located at the Wick Student Center information desk) has a fire extinguisher for emergency purposes. Campus Safety should be immediately contacted for any kind of fire emergency, who will notify the fire department for their immediate response and direction. Campus Safety: 716-839-SAFE (7233).
- It is normally not necessary to extinguish the fire coals at the end of an event; however, it is expected that the sponsoring organization be present to supervise the fire while flames are present. Campus Safety should be notified when the event is over.
- Use of the firepit may be denied or revoked if the weather conditions are too dry or windy, or detailed information about the event is unclear.