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 Center, and throughout the campus. The office, located in the Den, is also responsible for the general administration of the student use of Wick 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 Center to the Director of Student Activities. The director can advise student organizations in all aspects of planning and programming, and help to publicize approved events through the College’s website. 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 Association (S.A.). Each Daemen College student is a member of the Student Association. The Student Activities fee provides the budget with which the Student 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 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.
Student Association Executive Board elections are held in the spring of each year, with the election of class presidents taking place in the early fall semester. The Executive Board together with the class presidents constitute the Student Association Senate. The bylaws of the Student Association are on file in the Student Association and the Student Activities offices and published on the Daemen College website.
Daemen College students play a major role in self-governance through their elected Student 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 Office of Diversity and Multicultural Affairs, 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 for Student Affairs, 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.
Academic Affairs Committee
The Academic Affairs Committee shall provide advice and counsel to the Board to ensure the quality and effectiveness of the College's educational offerings by monitoring the effectiveness of academic programs and curriculum and review academic standards and requirements.
In close collaboration with the President and the Vice President for Institutional Advancement, the Development & Alumni Committee shall have the responsibility to consider and recommend policies for the fundraising activities of the College, including but not limited to, policies that foster growth in the College's Endowment, long-term corporate and other donor relationships, alumni giving, and assist in the coordination of all Alumni related events on and off campus.
Business Affairs Committee
In consultation with the President and Vice President for Business Affairs and Treasurer, the Business Affairs Committee shall monitor the College's financial assets and operations and advise the Board of Trustees of the condition and adequacy of these assets and operations in support of the College's mission and long-term economic health.
In close collaboration with the President and the Vice President for Enrollment Management, the Enrollment Committee shall assist the Board in the oversight, monitoring, and development of policies, plans and initiatives that enhance the goals and objectives for admissions, retention, persistence, and financial aid.
Intercollegiate Athletics Committee
In close collaboration with the Director of Athletics and the President, the Intercollegiate Athletics Committee shall have the responsibility to oversee the administration of athletic programs and policies of the College. Such oversight shall include the evaluation and monitoring of the College's compliance with National Collegiate Athletic Association (NCAA) rules, regulations, and all appropriate matters pertaining to the College's entry into Division II of the NCAA.
Student Affairs Committee
The Trustee Committee for Student Affairs meets to address issues related to college life outside of the classroom so that the Board of Trustees may formulate long-range policy with the changing needs of students in mind.
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 moderator who will agree to uphold College policies and regulations. College staff and faculty members are eligible to be moderators.
The Vice President for Student Affairs and Dean of Students, and Director of Student Activities are co-moderators to the Student Association. The moderator for the College newspaper is appointed by the administration. All other organizations are free to choose their own moderator(s) from the Daemen faculty or staff. Academic Club moderators are required to be faculty members of the respective department. If a club has not found a moderator, the Vice President for Student Affairs and Dean of Students will seek an ad hoc moderator to work with the club until a permanent moderator has been found.
Student organizations are run by the student officers. The moderator’s role is to provide advice and guidance, and to help ensure that College policies and local, state, and federal laws are upheld. The moderator can often assume the role of an advisor, resource person, and student motivator. Moderators 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. Moderators often can also provide some continuity as student officers continually change.
A moderator 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 moderator. Please recognize that moderators volunteer their time to advise student organizations, so be sure to thank your moderators 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 posted to the organization’s daemen.edu/dclink page 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 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 Vice President for Student Affairs and Dean of Students or the Director of Student Activities.
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 complete the daemen.edu/dclink 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 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 see the Director of Student Activities to obtain a tax exempt form for all purchases, before you shop.
The Student Association has Funding Request Forms for student organizations to use when requesting funding for an event or activity (available at Wick Desk.). The Student 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. Plan a minimum of two weeks of lead time when submitting your budget requests (more time may be required for certain requests). Student Association holds open meetings weekly, on Tuesdays, at 11:30 AM, in Wick Campus 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.
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
- 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 requirements
- Student Association policies
- Wick Center room policies
- Organization Moderator requirements
- New 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 Association review.
- Present the following items to the Student Association:
- A copy of the organization's revised bylaws
- A list of interested student members
- The name of the group's faculty/staff moderator
- The organization's current list of student officers in good academic standing
- A cover letter stating the organization's desire to seek College recognition.
- The Student Association will discuss the bylaws and make a formal recommendation to the Vice President for Student Affairs and Dean of Students regarding the new organization's petition for institutional recognition.
- The Vice President for Student Affairs and Dean of Students, in light of the recommendation of Student Association, and any other related information, will make a final decision regarding institutional recognition, subject to approval by the President of the College.
Additional requirements for Greek Organizations
The following additional stipulations will be required of any students seeking to start a new Greek fraternity or sorority on campus. (These do not apply to honoraries with Greek letters.) For more information about national Greek organizations, consult NPC & NIC (npcwomen.org and nicindy.org)
- 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.
- Bylaws for the newly forming Greek organization should be written and submitted following the procedures outlined above.
- The Student Association will hold a meeting with an invited representative from each recognized Greek organization on campus (limit of one representative per organization), and no fewer than 4 of the new organization's founding members, to discuss the new organization's petition for institutional recognition and the College's procedures.
The Student Association will discuss the bylaws and make a formal recommendation to the Vice President for Student Affairs and Dean of Students regarding the new organization's petition for institutional recognition.
The Vice President for Student Affairs and Dean of Students, in light of the recommendation of Student Association, 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 Student Affairs and Dean of Students 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.
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 student affairs (or his/her 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.
The Director of Student Activities has the authority to coordinate the student use of Wick Center. Student organizations are allowed to reserve various rooms in the building on a first-come, first-served basis with the approval of the Director of Student Activities. Room reservation request forms are available at Wick Desk and in 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 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 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 the Director of Student Activities. Copies of the approved form are given to the requesting group/organization and to the Campus Safety Office in Wick 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 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 the Director of Student Activities to obtain approval for the event:
- Firewood may sometimes be obtained from the Student Activities Office (pending availability). Hosting organizations should be prepared to bring their own kindling, paper, matches/lighter.
- 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 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 at the end of an event, however, Campus Safety should be notified when the event is over and a fire remains in the pit.
- 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.