Student Handbook: Section 3: Student Activities
The Student Activities Office is responsible for the authorization and coordination of registered student organization-sponsored extracurricular programming held on and off campus. The offices, located in the Student Life Center on the second floor of the Charles J. Wick Student Center, 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. Student Activities staff members advise registered student organizations in all aspects of planning and programming, in conjunction with registered student organization advisors. The office also helps to publicize approved events through the University’s website and Wick Center video screens. Registered student organizations and recognized Greek organizations should direct all room requests to the Student Activities Office. Events arranged through or sponsored by University offices, departmental student organizations, individual students, or outside clients 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 University student is a member of the Student Government Association. The student activity fee provides the budget with which the Student Government Association operates their comprehensive programs and cooperative efforts with administrators and faculty to enhance the social and academic life of the University.
The elected members of the Student Government Association constitute the Senate. Its purpose is to act as students’ official representatives, to articulate students’ views, and to care for students’ best interests related to the administration and the faculty, as well as with other groups within the University and University community.
Each year, Student Government Association Executive Board and Class Representative elections are held in the spring semester for the upcoming academic year. The First Year Class Representative is elected at the beginning of the fall semester. The Executive Board together with the class representatives constitute the Student Government Association Senate. Membership on special committees can be requested on a rolling basis. The bylaws of the Student Government Association are on file in the Student Activities offices and published on the Daemen University Student Government Association website.
All Daemen University students are encouraged to attend Student Government Association open meetings, forums, and events. Concerns can also be brought to senate members during their weekly office hours.
The Campus Activities Team (CAT) is a student-run registered student 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 focuses 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 University through the student activity fee. Members of the team act in response to the needs and interests of the student body with the primary goal of fostering campus community and unity.
CAT programming comprises 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. General volunteers are accepted on a rolling basis.
Daemen University students play a major role in self-governance through their elected and appointed committee positions. Student committee members represent the interests of the general student body on numerous university-wide committees. To learn more about how you can get involved, email firstname.lastname@example.org or email@example.com.
Registered 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. Note that some organizations may require dues and/or an initiation process.
All registered student organizations must maintain a minimum membership of six currently enrolled Daemen University students in good academic standing to be considered in "active" status. Registered student organizations that are inactive for three (3) or more years must complete the new student organization process in order to gain active status.
Registered student organizations are run by the student officers. The advisor’s role is to provide advice and guidance, and to help ensure that University policies and local, state, and federal laws are upheld. The advisor can often assume the role of a mentor, resource person, and student motivator. Advisors should seek to challenge the student officers to be responsible leaders. 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 registered student organization sponsored event occurring on or off campus. For this reason, many organizations find it beneficial to have more than one (1) advisor. Please recognize that advisors volunteer their time to advise student organizations.
The Campus Activities Team and Student Government Association are both advised out of the Student Activities Office. All other organizations are free to choose their own advisor(s) from the Daemen faculty or staff. Academic registered student organization advisors are required to be faculty members of the respective department. If a registered student organization has not found an advisor, the Student Activities Office will seek an ad hoc advisor to work with the registered student organization until a permanent advisor has been found.
All officers of a Daemen University-recognized student organization must be currently enrolled Daemen University students in good academic standing. The official roster of officers and members must be submitted to the Student Activities Office during the designated re-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. Registered student organizations that are inactive for 3 or more years must complete the new student organization process in order to gain active status.
Neither Daemen University nor the Student Government Association of Daemen University is liable for debts incurred by any class, club, organization, special events committee, or individual for anything that was not first authorized by the proper authority, such as the Director of Student Activities. Per University 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. Registered student organization officers, individual students, and registered student organization advisors are not permitted to sign contracts on behalf of the University.
Registered Student Organization “Accounts” on Campus
Daemen University does NOT PERMIT registered student organizations to establish or maintain banking or checking accounts off campus. The University regularly establishes an on-campus account in the Business Office for each newly recognized student organization. These accounts should be used regularly 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 other expenses the group may have (e.g., meeting refreshments, trip expenses, uniforms/apparel, etc.). Supplemental funding is available through the Student Government Association Funding Request process for campus wide programming.
Submitting Receipts/Cash Advances
Occasionally, the Student Activities Office will requisition a check to forward cash to a registered student organization member for the purchase of decorations, supplies, etc. needed for student activities. In these instances, we request that receipts and change be returned to the Student Activities Office within 48 hours of the purchase. The total of cash re-deposited and purchase receipts submitted need to equal the amount forwarded, for the University’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 a cash advance. Note: All receipts must be itemized.
Occasionally, the Student Activities Office will requisition a check as reimbursement for materials purchased by registered student organization members for various student activities. In these instances, your purchases should receive approval by the Student Activities Office prior to purchasing. Receipts should be brought to the Student Activities Office to begin the reimbursement process. Daemen University does not reimburse for sales tax, so please go to the Student Activities Office to obtain a tax exempt form for all purchases.
SGA Funding Requests
The Student Government Association has a digital funding request form for student organizations to use when requesting funding for an event or activity. The Student Government Association does not generally fund the more narrowly focused activities of an individual registered student organization (refreshments for meetings, apparel, outings), but may fund activities of interest and accessibility to the wider Daemen community. Generally, registered student organizations should plan a minimum of two (2) weeks of lead time when submitting SGA Funding Requests. More time may be required for large-scale events, off-campus events, and conferences. Decisions for these requests are made at SGA Open 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 University is not always able to provide, and can never ensure, student safety. Physical waivers will be required before participating in most physical activities on and off campus.
Guests at Events
Student activities at Daemen University are generally intended for Daemen University student participants. However, outside guests are permitted under certain guidelines. All outside guests must check in with Campus Safety on the first floor of the Wick Student Center.
- Most event ticket sales at the University are limited to currently enrolled Daemen students (or Daemen community members) and one guest.
- Events ending past midnight are limited to the Daemen University 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 University-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 to 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. All registered student organizations who wish to host an event with alcohol must work with the Student Activities Office for approval. Registered student organizations are also encouraged to provide transportation for these events. Note that off-campus events with alcohol will require an alcohol permit and proof of insurance from the host venue.
(Please note: General policy information regarding drugs and alcohol are covered in Section 5, Campus Policies)
How to Start a New Registered Student Organization
- Submit the new registered student organization form on Daemen Connect.
- Meet with the Student Government Association to review the following policies and procedures:
- Officer and member requirements
- Student Government Association policies
- Room reservations policies
- Organization Advisor requirements
- Bylaws and cover letter guidelines (students should use the Bylaws Worksheet provided by the Student Activities Office)
- Draft and Review Bylaws with the Student Activities Office
- Submit the following items for final recognition:
- A copy of the organization's revised bylaws
- A list of at least six (6) interested Daemen student members
- The name of the faculty/staff advisor(s)
- A list of student officers in good academic standing
- A cover letter stating the organization's desire to seek University recognition
- The Student Government Association will discuss the submitted proposal and make a formal recommendation regarding the new organization's petition for institutional recognition.
- The Senior Vice President for Strategic Initiatives and their designees, in light of the recommendation of 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 University. Approval may take two (2) weeks to one (1) semester and additional information may be requested at any time.
New Recognized 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 University. Those seeking to gain recognition for Greek Organizations with city-wide or metropolitan chapters should see the Affiliated Greek Organization policy. Greek Letter honor societies should follow the new student organization process. Please note that Recognized Greek Organizations are considered registered student organizations.
- The newly forming group must have a minimum of eight (8) founding members (all Daemen University students in good academic standing).
- The founding members will be required to attend no fewer than four(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 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. 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 University recognition
- Conduct a formal presentation with the Greek Council on the new organization’s role into the Greek Life community on campus. The Greek Council 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 the Greek Council's recommendation and all relevant material and make a formal recommendation to the Senior Vice President of Strategic Initiatives and their designees regarding the new Greek organization's petition for institutional recognition.
- The Senior Vice President for Strategic Initiatives, in light of the recommendation of the Greek Council and SGA, and any other related information, will make a decision on whether 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 (1) academic year.
Academic Standards for Participation in Extracurricular Activities
Any student currently on academic probation must limit extracurricular involvement to one (1) 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 (2) 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 University 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 University 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 universities, and has been recognized by Daemen University as a Greek organization that includes active membership by Daemen students. These groups are not considered an official Daemen registered student organization or recognized Greek organization and are not provided financial support by the University. However, they have been granted the ability to provide information to Daemen students and collaborate with registered student organizations on Daemen‘s campus for events. Affiliated Greek Organizations are not permitted to host events on Daemen's campus without the co-sponsorship of another recognized Greek organization, registered student organization, or departmental student organization.
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. Organizations seeking affiliated Greek organization status must have at least one (1) active member already on Daemen's campus. See the Student Activities Office for more information.
Hazing and Other New Member Initiations
See posting under General University Policies.
The Daemen student organizational structure includes academic organizations, honor societies, student publications, Greek organizations, and special-interest groups that all fall under two categories: registered student organizations or departmental student organizations. Registered student organizations are approved and recognized through the Student Activities Office and Student Government Association. Departmental organizations are recognized through independent University offices and departments. Recognized Greek Organizations are considered registered student organizations. See the Affiliated Greek Organizations Section for more information about Greek organizations with metropolitan or city-wide chapters. New registered student organizations and departmental organizations are always forming. For the most current listing of registered student organizations and departmental student organizations, go to: daemen.edu/student-activities.
While Daemen University respects the rights of registered student organizations and student groups to bring in speakers and performers of their choice, the University, under the discretion of the Senior Vice President for Strategic Initiatives (or designee), reserves the right to postpone or cancel a booked speaker or performer if the event poses an interruption to regular academic and university activities and/or a threat to the safety and security of the campus community. See “Event Contracts” under General University Policies. Individual students, student organization officers, and student organization officers are not permitted to sign artist contracts on the University's behalf. Please see the Student Activities Office for more information on the contracting process.
The Student Activities Office members have the authority to coordinate the student use of Wick Student Center. Registered 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 University Code of Conduct. Disciplinary action may be directed toward either student organizations, individual students, or both.
The Director of Conference Services has authority to coordinate usage of Wick Student Center by non-registered student organizations. This includes Daemen administrative and academic offices, departmental student organizations, individual students, and off campus organizations clients. 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 fire pit requires permission from the Student Activities Office. A fire pit reservation form needs to be completed on Daemen Connect and policies must be reviewed with one of the staff members 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 University 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 Student Center North Lawn Fire Pit
Recognized student organizations and general student body members may reserve the Wick Student Center North Lawn Fire Pit for campfires approved through the Student Activities Office. An officer of the sponsoring organization or a responsible member of the group needs to be designated as the person supervising the fire. The fire pit can be reserved through Daemen Connect.
Fire Pit Policies:
- On the 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. Otherwise Campus Safety will give the designee access to the space where the wood is located.
- Lighter fluid is permissible, but no other type of flammable liquid should be used.
- The maximum height of stacked firewood cannot exceed 24”.
- Daemen University 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. They will notify the fire department for their immediate response and direction. Campus Safety can be reached at 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.