Club Leader Manual

The Bowdoin Club Leaders Manual is a comprehensive guide that covers the necessary steps for planning your organization’s events, assisting you in making purchases, advertising events and much more. Use this manual to access information on any given topic but remember that the members of the Student Organizations Oversight Committee and the staff in the Student Activities Office (located behind the Smith Union Information Desk) are always available if you need additional help of any kind.

STUDENT ORGANIZATIONS OVERSIGHT COMMITTEE (SOOC)

The Student Organizations Oversight Committee is the Bowdoin Student Government (BSG) committee tasked with guiding and supporting club life on campus. Paired with the Student Activities Office, the SOOC ensures that clubs can function easily and effectively. If you have any questions that aren’t answered below by this Manual please don’t hesitate to contact SOOC Chair or any member of the Student Activities Office.

Club Advisors

Every student organization is required to choose a staff or faculty advisor. Advisors are expected to be actively involved in the affairs of their organizations and should be willing to share ideas and insights, counsel students, and facilitate learning. An advisor provides continuity and keeps new members and officers informed of the history of the organization. The advisor does not control the organization nor make all the decisions for the group but provides a balanced perspective so groups can make the most informed decisions possible. If you are unsure of who has served as your organization’s advisor in the past, please contact Student Activities. Groups are free to change advisors as the needs of their organizations evolve. Although, active faculty advisors can play a critical role in helping get exams moved if they conflict with post season play, advisors do not have to be limited to faculty members and can be Bowdoin staff.

Meetings & Important Dates for Student Organizations

There are several meetings that Chartered Student Organizations must keep in mind:

Fall Mandatory Club Leader Training
Fall Mandatory Club Sport Captain Training
Fall Student Activities Fair (held during the second week of classes Fall Semester)
Newly Chartered Organizations Mandatory Leader Training (held monthly starting in October)
Spring Student Activities Fair (held during the second week of classes Spring Semester)
Re-Chartering of Student Organizations (typically held in April each year)
Operating Budget Meetings (for student organizations on operating budgets- held in April/May for the following academic year)

Please note: Organization activities end on the second day of Reading Period and don’t begin again until the start of the next semester. No programming can take place after the second day of Reading Period.

Student Engagement Portal

CampusGroups is the Student Engagement Portal for student leaders. This portal will help you manage your club’s roster, send e-mails to your club and other club communication including chats and group feeds, run elections, create forms for your clubs, upload important club documents or photos, and schedule events on campus! It is the responsibility of each club’s leaders to maintain an accurate roster on CampusGroups.

The Student Activities Funding Committee (SAFC) meets weekly and allocates money from the Student Activities Fund to chartered organizations. Please review this manual and SAFC Guidelines to help clarify the SAFC’s decision process and illuminate what is required in each budget. If you need any additional assistance regarding funding, please do not hesitate to contact the SAFC Chair or members of the Student Activities Office. The Student Activities Office will gladly walk your club through your first SAFC proposal online if you have never put in a request.

Contacts

Please refer to the following contacts if you need any additional assistance regarding funding:

SAFC Chair – Danielle Lancaster dlancaster@bowdoin.edu
SOOC Chair – Alex Kruse akruse@bowdoin.edu
Director of Student Activities – Nate Hintze nhintze@bowdoin.edu
Associate Director of Student Activities – Silvia Lorrain slorrain@bowdoin.edu
Assistant Director of Student Activities – Emma Gould e.gould@bowdoin.edu

Before Submitting a Budget

An organization must be chartered by the SOOC before receiving SAFC funding. Contact the SOOC Chair for more information on chartering, or see Starting A New Club.
Budgets must be submitted at least two weeks in advance of the event.
Consult with the Student Activities Office to ensure your event does not conflict with anything else on the calendar.
If negotiating a Speaker/Coach Fee, Student Activities staff should be involved in the process.
If you require a Van, you may reserve it online using the Vehicle Request Form before you have secured funding, with the option of cancelling the reservation later.
Budgets must be submitted at least two weeks in advance of the actual event. Larger budgets (e.g. $500 or over) or budgets involving bringing a speaker or performer over $1000 must have prior approval from the Student Activities Office. When planning to bring a speaker or performer over $1000 to campus, the student organization must contact Student Activities no less than 4 weeks before the proposed date and fill out a Contract Negotiation Form with a member of the Student Activities Office.

Submitting a Budget

Review the SAFC’s Club Funding Guidelines.
Download the Budget Request Spreadsheet (available on CampusGroups and BSG website) and complete it fully.
Make your request as specific as possible, itemizing everything and adding explanatory comments where necessary. However, it is better to submit an early, tentative budget than a late, definite one.
The cost of meals while traveling, vans and posters will be calculated automatically.
Ensure the contact person(s) details are correct – they will receive the allocation email.
Submit an online Budget Request Form on CampusGroups. Upload the completed Budget Request Spreadsheet and provide additional information.
Budgets submitted before midnight on Friday will be reviewed on the following Monday.
Attend a SAFC meeting, if necessary (you will be notified my midday on Sunday). Meetings are held between 5:30PM-8:00PM on Mondays.

Monday SAFC Meetings (5:30-8:00pm) TBD

Wednesday: Allocation Emails Released (midnight)

Friday: Budget Submission Deadline (midnight)

Sunday: Meeting Schedule Released (midday)

ACCESSING AND USING YOUR MONEY

Money appropriated to your organization is placed in your organization’s account. Students do not have direct access to organization accounts, to access club funds you will need to work with Student Activities (Karla Nerdahl – knerdahl@bowdoin.edu) to use the following methods. Failure to follow your SAFC budget and intentionally overspending may result in the loss of future access to SAFC funds. Failure to properly log your purchases and submit your receipts may result in the loss of future access to SAFC funds.

Project Codes

All officially chartered Student Organizations will receive a project code. Project codes can be found at the Student Activities Office. You will be asked for this code when reserving space, submitting SAFC budgets, requesting board transfers, printing posters and managing your club’s finances. If you are a newly chartered club, you will receive the project code after completing the mandatory club leader training.

Smith Union Operations – Bookstore, C-Store, Mail Center

The easiest way to purchase supplies from the businesses located within the Smith Union is to pay with your Project Code. Any of the operations within the Smith Union will accept your Project Code as a means of payment. The funds will be seamlessly transferred out of your approved funding.

Walmart Credit Card (for purchases at Walmart only)

Student Activities has a Walmart credit card that is available for check out. To do so, you will need to come to the Student Activities Office, provide proof of funding, sign it out, and return it (accompanied with the itemized receipt) by 5:00PM on the same day. Please note, the Walmart card is accompanied by a tax-exempt card which must be given to the checker before they begin ringing up your items for purchase. The Walmart credit card is available on a first come, first served basis and may not always be available for checkout.

Student Activities Corporate Credit Card (for online purchases only)

If you are placing an order online, you can use the Student Activities Corporate Credit Card in our office. To use the card, you must provide proof of funding, place your order in our office, log your purchase/s, print out your receipt/s, code the receipt with your Project Code and Account Code and place your receipt in the log binder. If you are ordering food, you must provide an itemized list of what you are ordering before placing your order.

Items ordered must be shipped to our office (not your SU box). Please note, the credit card is not available for checkout and credit card information cannot be sent via text or email.

Amazon Prime, Pay Pal, and Walmart Online

The Student Activities Corporate Credit Card is linked to an Amazon Prime account (free two-day shipping) as well as a Pay Pal account and a Walmart Online account. You can use these accounts when you are in the Student Activities Office to purchase supplies/products for your club or to pay for dues and fees. These purchases are treated as credit card transactions and so the same protocol applies; the credit card log sheet must be completed, and receipts must be printed, coded, and filed in the credit card binder immediately.

Reimbursements

If you are certain that your club has the funds in your organization’s account, you can also spend your personal money to pay for club expenses and be reimbursed. This is true for everything except Contract payments. Students are not authorized to pay for college-contracted services with their personal funds.

To be reimbursed, you will fill out an Accounts Payable Voucher and include the appropriate receipts (all receipts must be itemized, non-itemized receipts will not be reimbursed). This form can be completed online through a CampusGroups form or in person at the Student Activities Office. The completed voucher will need to be approved by a member of the Student Activities staff. Link to form

If the total amount of the reimbursement is less than $200, you can be reimbursed in cash by taking the approved voucher and accompanying receipt/s to the Bursar’s Office on the 1st floor of 216 Maine Street (located across Maine St. from the Chamberlain statue). Reimbursements greater than $200 will be paid via check in the next pay cycle (normally within two weeks). If you have an active direct deposit arrangement for paychecks, the reimbursement will be deposited directly.

Please note: Polar Points cannot be reimbursed. Do not use your Polar Points to purchase club food.

Cash Advances

If the funds in your account allow, you can obtain up to $200 in cash from the College to purchase items related to your event. If your group needs to obtain more than $200, you will need to receive prior authorization from the Bursar’s Office. Student Activities will help you receive this authorization. To obtain a cash advance, you must fill out an Advance Voucher in the Student Activities Office located behind the Smith Union information desk.

After you have completed the voucher and it has been signed by a member of the Student Activities Office, you need to take the voucher to the Bursar’s Office on the 1st floor of 216 Maine Street (located across Maine St. from the Chamberlain statue) to receive the cash. Please note that once you receive the cash, you take responsibility for it.

Within 10 days from receiving your cash advance, you must reconcile it in the Student Activities Office with receipts (all receipts must be itemized, non-itemized receipts will not be reimbursed), unused cash, or a combination of the two.

Venmo Transactions

Venmo prohibits Colleges and Universities from having accounts. Groups are not allowed to use Venmo for club related activities.

Financial Assistance

If a specific cost not allocated by the SAFC for a student activity poses a significant financial strain to any students in your club with financial need, extra money may be available. If a member of your club is interested in finding out if they qualify for financial assistance, please have the student contact their Dean or Nate Hintze, Director of Student Activities, and the David Saul Smith Union.

When organizations co-sponsor an event, one organization must be designated as the primary account that will be accessed for accounting purposes. This is the organization that should submit a budget to the SAFC. However, if one of the other sponsoring organizations runs on an operating budget or is a department, a Journal Entry must be completed to transfer the funds from that operating budget into the primary account for the event.

Journal Entries can be completed by the Student Activities Office. An email needs to be provided as a back-up for the funds pledged indicating support for the club’s event. A department coordinator may also fill out the Journal Entry once they are provided with the project number of the group organizing the event. Club leaders should provide a copy of the Journal Entry to Karla Nerdahl in the Student Activities Office when a different department makes the transfer. Please Note: You will not have access to any of your funding, either allocated by the SAFC or the transferred funds until all the transfers are complete.

Departments

Relevant departments may be able to contribute to your event. If you are interested in this sort of funding, please contact a member of that department directly. To transfer funds from a department to a student organization’s account, a Journal Entry must be completed.

The College Houses:

To co-sponsor with a College House, please contact the house leadership directly.

The Donald and Barbara Kurtz Fund:

Managed by the Office of Residential Life, the Kurtz Fund supports campus events that encourage learning and discussion outside the classroom and bring faculty, staff and students together within the College Houses. It is not enough to just host your program inside a College House- there must be some true collaboration on the event from start to finish.

Career Exploration and Development (CXD):

Bowdoin Career Exploration and Development can help you engage alumni! They are glad to support you in identifying and connecting with interesting and influential alumni who have indicated a willingness to offer advice about navigating your time at Bowdoin and about your careers. CXD often co-sponsors career exploration or student-alumni community-building events with clubs or can point you in the right direction for your own event.

Because your contact information is public, you’ll find that employers may reach out to you directly (and sometimes aggressively) to recruit your club members. If an employer reaches out to your club or organization with a request to host an event or promote an opportunity, immediately direct them to the CXD cxd@bowdoin.edu or the CXD staff member you work with most. Student clubs are not allowed to host recruiting events; they must be owned by CXD (though clubs can co-sponsor w/ CXD). This is because Bowdoin is committed to equitable access to jobs and internships for all students which requires that all students are aware and can attend events and can see all posts in Handshake. Once CXD has posted the opportunity or created the event, CXD invites and encourages club leaders to promote opportunities that are publicly posted on Handshake that might be of interest to their club members.

Bowdoin and CXD also do not accept corporate sponsorship for recruiting activities. If an employer, or an alum, approaches you about paying for an event that might also benefit their company’s recruiting or profile on campus, stop and consult CXD and Nate Hintze. (See also the rule that explains clubs can’t fundraise.)

https://www.bowdoin.edu/cxd/staff-directory/index.html

Lectures and Concerts Committee:

The Lectures and Concerts Committee reviews applications from the faculty for assistance in funding events that enhance the academic life of the College, including lectures, discussions, readings, workshops, concerts, dance and theatrical performances. The application to the Lectures and Concerts Committee must be submitted by a faculty member, therefore clubs that would like to apply for funding must partner with faculty. The awards are drawn from funds allocated to the Committee from the College’s operating budget, from the Jacob Jasper Stahl Fund, the Annie Talbot Cole Lectureship, the Charles F. Adams Lectureship, the Blythe Bickel Edwards Fund, and several endowed lecture funds.

Students are not allowed to enter into contract negotiation or agreements on behalf of Bowdoin College. To be valid, all contracts need to be signed by a Bowdoin Administrator. Please have one of the following administrators sign off on your negotiation form for each of the following sections (Nate Hintze, Silvia Lorrain, Eunice Shin, and Eduardo Pazos Palma). This process must be started no later than four weeks before your anticipated event date and for any speaker over $1,000.

The Student Activities Office uses a standard Bowdoin College contract for many speakers and performers. This contract template can be obtained from the Student Activities Office.

1. Contact Guests

In your initial email or phone call inform all agents and artists that you are simply gathering information about their service and are not authorized to make or confirm an official offer at this time. If you have a budget for this event, do not reveal that amount at this time.

You are required to ask your potential speaker/agent the following questions:

What is the speaker's honorarium or fee?
Is there any room for negotiation on the fee?
What are the accommodations (e.g. travel expenses, lodging, meals, etc…) they require?

If the fee includes accommodations, ask, "is the speaker fee requirement open to an all-inclusive offer/contract?"

All-inclusive means that Bowdoin pays one flat fee that covers all costs including speaker fee, travel, hotel and meals.

2. Meet with Student Activities and start a Bid Process.

Meet with Student Activities to discuss opportunities and steps for negotiating speaker fee and ideas for collaboration or supportive funding across campus. Bring along or email in advance of the meeting a proposal answering the following questions:

Program description
Benefits of bringing the speaker to campus
Event marketing plan
Potential partnerships or collaborators

You will need to meet with the Student Activities Office and form a bid offer before going to the SAFC. The bid form is the first step before inviting a guest.

3. Reserve a Space for the Speaker.

4. Submit SAFC Proposal.

5. Start the contract process with the Student Activities Office.

After contracting a Performer/Lecturer...

Paying a Performer or Lecturer

To begin the payment process, you must fill out an Accounts Payable Voucher. You can do this with the help of a Member of the Student Activities Office. You will need the following information:

Signed Performance Contract or Guest Performance Agreement.
Performer’s W-9 tax form
SAFC funding approval
An Accounts Payable Voucher must be submitted to the Student Activities Office by 5 p.m. on Thursday the week prior to be processed for check pick-up the following Thursday after 3 p.m. The check will need to be picked up in person at the Controller’s Office. The Student Activities Office can help you figure out the best way to pay the performer or lecturer for their appearance on campus. It’s always best to plan ahead to ensure you will be able to have the check-in time. The office recommends a two-week lead time on processing checks.

Accommodations for Performers or Lecturers

The Student Activities Office can get special rates at many of the local hotels. If you are bringing a performer or lecturer and your group is providing a hotel for them, please meet with or e-mail Karla Nerdahl (knerdahl@bowdoin.edu), Administrative Assistant in Student Activities, to book the room. Please email Karla with the name of the performer who will stay in the room as well as the number of nights they will be staying to hold the reservation.

Six Tips for Writing a Successful Email:

1. Decide if this email is one that should be written from your handheld device. In today’s world it’s incredibly easy to fire off a brief email from your iphone. When reaching out to Professionals you need to decide if you can write a professional looking email with just your thumbs. More often than not, first contact emails need to be planned and well thought out.

2. Begin with a greeting:

Start your email with a proper salutation with consideration for your relationship to the person and his/her level of experience. Never use “Hey.”

For most emails to faculty, staff, alumni or speakers, we recommend “Dear Mr./Mrs./Professor, XXXX,” as the salutation.
For a close personal contact you are emailing or for a recent Bowdoin graduate (1-3 years out), we recommend “Dear John” as the salutation. Doing so maintains a professional yet familiar tone.

Share your connection to the contact and purpose for writing in the opening sentence or two:

“I am currently a sophomore at Bowdoin and have recently started a new club at Bowdoin that parallels your field of study. I was wondering if you would be interested and available to talk with me about potentially being an advisor to our club.”
“I recently met with Nate Hintze of Bowdoin Student Activities and he recommended I reach out to you to discuss the possibility of you coming to Bowdoin College to give speak on your experience in the NAME OF FIELD. I am currently a sophomore majoring in MAJOR NAME with an interest in YOUR FIELD or YOUR COMPANY.”
“I am currently a student at Bowdoin College and President of Club and I’m writing to enquire about your availably to speak at Bowdoin College.”
“I found your name listed in the Bowdoin Career Advisory Network on LinkedIn as a Bowdoin alumnus working at FIRM NAME. I am currently a sophomore at Bowdoin exploring a career in the FIELD NAME.”

Tell them a little bit more about your interest in the, subject, field, firm or industry:

Create a personal connection. Make your purpose clear early on in the email. Remember, people want to read emails quickly, so keep your sentences short and clear. You’ll also need to pay careful attention to grammar, spelling and punctuation so that you present a professional image of yourself and your organization.

Add your closing remarks:

Before you end your email, it’s polite to thank your reader one more time and add some polite closing remarks.

“Thank you for your patience and cooperation”
“Thank you for your consideration”

and then follow up with, “If you have any questions or concerns, don’t hesitate to let me know” and “I look forward to hearing from you”.

End with a closing:

The last step is to include an appropriate closing with your name.

“Best regards”
“Sincerely”
“Thank you”

Avoid closings such as “Best wishes” or “Cheers” unless you are good friends with the reader.

Finally, before you hit the send button, review and spell check your email one more time to make sure it’s truly perfect!

Before your season starts please submit the following information to the Student Activities Office:

Competition/game schedule (please include start and estimated end times) on Campus Groups.
A rough draft of a roster under your organization’s site on Campus Groups. insert link
A practice schedule (this can be “practice M-F 4-6.” If you always have a particular day off that would be good information to know as well) - provide in person to the Student Activities Office and on Campus Groups.
Names of Team Captains/Coaches with contact information.
Changes to competition/game schedule

*Schedule shall be set 2 weeks prior to a competition/game Adjustments to the schedule due to WEATHER/ENVIRONMENT ONLY will be accommodated within the 2 weeks prior to the competition/game.

Injuries During Practice or Games

Students participating in club sports may sustain injuries that require medical or orthopedic follow up. If that should happen, their campus resources include the Athletic Trainer Staff and the Bowdoin College Health Service staff. Athletic Trainers may already be on site and are a great first resource. They can help to determine proper follow up care including coordination of care with Health Services or Sports Medicine and Orthopedics. Athletic Trainers, Health Services staff or other Sports Medicine staff will determine an athlete’s status for return to play from an injury or illness.

For more information contact:

Gretchen Henderson, Assistant Athletic Trainer

Email: ghenders@bowdoin.edu

Concussions

Concussion Education

The following teams will need to complete a mandatory concussion educational session before your first practice. This training will take about 15-20 minutes. Captains of each respective team will need to speak with an athletic trainer to set this up. Please contact Gretchen Henderson, x4280 (ghenders@bowdoin.edu)

ImPACT Concussion Test:

Any NEW members to the teams listed below will need to take the computer concussion test ImPACT. (If you have taken the exam last year, you do not need to retake the test).

Men’s and Women’s Water Polo
Ultimate Frisbee
Equestrian
Men’s Rugby* (first year and junior year)
Men's and Women's Soccer
Volleyball

How to Take ImPACT Baseline Tests:

Please make sure your room is quiet and you have a mouse. It is imperative that you have a mouse and a quiet working environment.

The test takes between 30-40 minutes.

Log in using windows NOT iOS!
Open internet (must be internet explorer) – go to www.impacttestonline.com/colleges
Select organization- “Maine”
Enter customer code - 81C177320A
Click “launch test”
Follow all instructions
Give a solid effort on the test or you will have to take it again
You do not need to print anything at the end

Computer requirements to take the test:

Make sure you are using Internet Explorer 7.0 and above or Firefox 9.0 or above. Chrome and Safari are not recommended or supported.
You must have Macromedia FLASH PLAYER 11.0 or newer installed. You can download FLASH PLAYER at www.adobe.com
If you have a pop up blocker installed you must turn it off for the duration of the test.
Test cannot be run on Chromebooks.
Close all other programs on your computer before taking the test.
You need a broadband internet connection.
The computer you use must have an external mouse.
The screen must be 12 inches or larger.
Java Script must be enabled.
If you are running Windows 7, make sure power management is set to High Performance; otherwise performance will be slowed negating test scoring.
HL downstairs computer lab stations will support using the ImPACT test.

HIT App Bowdoin Informed Consent

Bowdoin College is currently implementing an innovative program for tracking mild traumatic brain injuries (mTBI), more commonly known as concussions. In order to better manage concussions sustained by our student athletes, Bowdoin College has partnered with the Maine Concussion Management Initiative (MCMI) to record and track concussion data through a project called the Head Injury Tracker (HIT). This project will track all Men’s and Women's Ultimate, Men’s and Women’s Water Polo, and Equestrian athletes in participating NESCAC schools. The waiver can be found by going to:

Forms and Waivers

Bowdoin College Athletic Training Department Medical Examination & Authorization Waiver for Club and JV Sports Participants: [insert link]

All Club teams need to go to CampusGroups and fill out this waiver each year.

*INSERT LINK TO WAIVER FORM

Any student that participates in a club sport and injures themselves during a practice or game is entitled to coverage under the Bowdoin Excess Sports Plan.

The Excess Athletic Insurance plan, provided by Bowdoin College, is offered on an “excess” basis to a student-athlete’s primary (secondary and tertiary, when applicable) health insurance, such as Bowdoin’s Student Health Insurance plan, Bowdoin’s Injury Only plan or a parent’s plan. Therefore, the Excess Athletic policy will always pay secondary (or tertiary, when applicable) to other valid and collectable health insurance plans.

Bowdoin College maintains a sports accident insurance policy for all covered athletic injuries. This policy is excess to any other valid and collectible insurance – it is a secondary policy (or tertiary, when applicable) and all claims must be submitted to the athlete’s primary insurance first.

A student needs to take the following are the steps to ensure coverage:

Be seen at the Bowdoin Health Center as soon as possible. During this visit the student will want to discuss with the provider having a sports claim form completed making sure the correct injury date is documented.

*without a completed claim form, coverage cannot be extended

Should services be required off campus, the student will want to advise the provider that they have additional coverage for the injury, which is secondary to the coverage they have under their primary insurance plan. This ensures a smoother claims process.
Submit medical charges to any other insurance policy the patient is covered under first (regardless if the patient is the primary member or a dependent).
1. *In order to ensure the smooth payment of medical claims, we recommend student-athletes always provide each medical provider the plan information prior to each visit. To assist with this, we have provided all pertinent policy and claim submission information (ID card is also included for your convenience).
Once a response is received, submit a valid HCFA-1500 or UB92/04, along with a copy of primary insurance Explanation of Benefits, directly to our claims administrator at:

Sue Santos

NAHGA Claim Services

PO Box 189

Bridgton, Maine 04009-0189

Phone: (800) 952-4320

Group Name: Bowdoin Athletics

Policy Number: SRG0009155072

ID Number: BOW201920

**Electronic Claims Submissions can be sent to NAHGA using Payer ID 67788**

Payment will be made directly to the medical provider, unless otherwise requested. For bills that have been paid out of pocket, please forward all receipts and/or proof of payment to NAHGA Claim Services along with the same documentation previously outlined.
Contact NAHGA Claim Services (800) 952-4320 with any questions.
Feel free to sign up for online claims viewing at: https://claims.nahga.com

Disclaimer: Claims submitted under the Bowdoin College coverage are subject to all policy limitations and exclusions. This instruction sheet is not a guarantee of payment, it is intended only to facilitate submission of claims. NAHGA maintains appropriate standards and procedures to prevent unauthorized access to Protected Health Information in compliance with HIPAA. Please contact them at (800) 952-4320 if you wish to view a complete copy of our Privacy Policy.

For more information contact:

Cathy Hayes, Student Health Insurance Coordinator

Email: chayes@bowdoin.edu

CERTIFICATES OF INSURANCE

Bowdoin College requires all teams coming to compete at Bowdoin College to be officially recognized by their College or University. Each team must send a copy of their Certificate of Insurance prior to the event to Kevin Loney. The required limit is $1 Million of liability insurance evidenced on a certificate of insurance. The certificate of insurance should name Bowdoin College as additional insured and the certificate holder should be listed as: Bowdoin College, 5600 College Station, Brunswick, ME 04011.

When requesting a certificate you will be asked for the following information:

Name
Email
Team
Date
Location of Game

For more information contact:

Jim Kelly, Procurement and Risk Manager

Email: jkelly@bowdoin.edu

The purpose of this policy is to clearly define expectations for service and food safety for events being held in Bowdoin College Dining Services licensed catering facilities. This policy applies to all organizations, including faculty, staff, student, and external organizations.

Bowdoin College Dining Services licensed catering facilities (hereinafter “the licensed facilities”) are as follows:

Thorne Hall Dining Room
Moulton Union Dining Room
Smith Union Dining Facilities (Jack Magee's Pub, Lamarche Gallery)
Main Lounge
Lancaster Lounge
Daggett Lounge
Mills Hall Event Space

All events to be held in the licensed facilities must first reserve the space through the Office of Events and Summer Programs. All requests for food and/or beverage service should be communicated to Bowdoin Dining Services as soon as possible but with a minimum notice of two weeks.

Generally, all food and beverage provided or served in the licensed facilities must be provided by Dining Services. On rare occasions, permission for food and beverage services to be provided by an external caterer in a licensed facility may be granted. These exceptions will be made at the sole discretion of the Executive Director of Dining Services, and additional requirements will be communicated upon approval.

Bowdoin College catering-related inquiries should be directed to the following individuals:

Rob Fente- Catering Manager- rfente@bowdoin.edu
Allison Cyr- Administrative Coordinator- acyr@bowdoin.edu
Adeena Fisher- Associate Director of Dining Services- afisher@bowdoin.edu
Ryan Miller- Executive Director of Dining Services- miller@bowdoin.edu

Requirements for External Caterers in Bowdoin Dining Licensed Facilities:

The following requirements apply to all external caterers and organizing groups serving food in Bowdoin College Dining Services licensed facilities:

All external catering must be prepared and served by an entity licensed and in good standing with the Maine Department of Health and Human Services. Proof of licensing must be provided to Dining Services within two weeks of the event.
For catered events where hot or cold foods are being served, the licensed caterer will be required to:
- Have at least one ServSafe Manager certified employee on site for the duration of the event. This employee must know the foods and ingredients being served and take responsibility for maintaining service throughout the event.
- Maintain appropriate temperatures for hot and cold foods (below 41 degrees and above 135 degrees) for the duration of the event. Temperatures must be documented. Bowdoin Dining Services will not provide food storage, holding, and cooking equipment.
- Communicate all dishes, ingredients, and allergens to Bowdoin Dining Services within two weeks of the event. Allergens are soy, wheat, fish, shellfish, eggs, dairy, peanuts, tree nuts, and sesame.
- Provide all service ware, chafing dishes, linens, and supplies needed to execute their menus. If the caterer does not provide these items, service ware can be rented by the event organizer from Bowdoin Dining Services.
- It will be the event organizer’s responsibility, not the external caterer, to facilitate the menu, ingredient, and allergen conversation between the external caterer and Bowdoin Dining Services. Communication should be directed to Rob Fente (rfente@bowdoin.edu) and Adeena Fisher (afisher@bowdoin.edu).
A signed catering contract between Bowdoin and the external caterer will need to be completed before the commencement of catering services.
A certificate of insurance will need to be provided by the caterer to Bowdoin. The certificate holder shall be listed as Bowdoin College, 5600 College Station, Brunswick, ME 04011. Bowdoin College must be listed as “additional insured” on a primary and non-contributory basis to any insurance maintained by the College.
The Caterer shall procure and maintain for the duration of the contract the following minimum insurance:
- Workers Compensation with statutory limits in accordance with the Workers Compensation Laws of the State of Maine and employers’ liability insurance in an amount not less than $500,000 each accident for bodily injury or disease.
- General Liability insurance for claims for bodily injury, property damage, and advertising injury in an amount not less than $1,000,000 per occurrence
- Liquor Liability (if the caterer or caterer’s agent will serve liquor) in an amount not less than $1,000,000 per occurrence
- Auto Liability covering owned, hired, non-owned, and borrowed vehicles, with limits of $500,000 combined single limit each accident.
Any exceptions to insurance requirements will be approved by the College’s Procurement and Risk Manager or the College’s Legal Officer.
Bowdoin Dining Services will provide menu signage and allergen labeling for the dishes served by the external caterer in a licensed facility. Menu signage will reflect the external caterer’s business name and allergens. It will be the responsibility of the external caterer to guide Bowdoin Dining Services staff with the placement of menu signage.

There are various facets to advertise your event on campus. They include but are not limited to:

Poster Designs

If you would like to have a poster designed by the BSG’s Poster Designer, please email your request to stuactintern@bowdoin.edu with the details of what information you need on the poster, any sort of dimensions, and any design ideas you’d like to see used. This service is free for all chartered clubs, but keep in mind that you do need to request funds from the SAFC to print the design.

Poster Copies

The copy center can print posters usually within 24 hours of their submission. To have copies printed by the Copy Center, please submit an online work order. Please ensure that you have funding to print posted from the SAFC. The typical request from the SAFC is $5 which allows you to print 25 posters. Once you have received your $5 allocation for posters, you can request 25 posters from the Copy Center.

Hanging Posters

• Official Bowdoin logos and wordmarks (i.e. the Bowdoin seal) may not be placed on any advertisements without the expressed permission of the Communications Office.
• Club posters and advertisements must have the full name of your organization or department clearly visible. Annoymous posters will be promptly removed.

Each building on campus may have its own poster policies. Please check with building administrors prior to hanging posters.

Smith Union

• All posters will be allowed to be up for two weeks, posters will be removed after this time.
• Do not to place posters on glass surfaces or doors.
• Do not cover accessible door buttons.
• Please place posters on the white walls or any of the corkboards. Any posters placed on the tan, green or purple walls will be taken down immediately by Housekeeping, and any damage done to surfaces will be charged to your club or department.
• Do not use duct tape to hang your poster.

Outside Posters, Flags, Banners or Chalk

Bowdoin prohibits the use of its property, including buildings, facilities, and grounds to display flags, signage, banners, or objects without permission. Using chalk, paint, or other permanent or semi-permanent medium on College buildings and/or other structures is strictly prohibited to prevent damage to the structure and injury to anyone stopping at entrances or exits. The prior approval of Bowdoin’s Facilities Management is required to mark or use trees or any College structures to support or display signs, messages, materials, or equipment.

Table Tents

The Copy Center will cut and fold table tents if you include that information under special instructions when you order. Please note that you must clear your table tents with Dining if you want them to stay for longer than one meal. Table Tent and Poster Policy

Website for your Student Organization

Our Student Engagement Portal, CampusGroups can serve as your organization’s main website. You can load pictures, documents, have discussions, and more on CampusGroups and create a web presence for your club.

Booking an Info Table in Smith Union

If your organization would like to setup a table in Smith Union (across from the C-Store or the Mail Center), please contact Karla Nerdahl. In your request, you must provide your project code, dates and times you would like to setup the table. If you will be selling anything during the time you will be at the table, please meet with Karla Nerdahl in Student Activities to discuss the details of your sale.

Tickets for your Events

If your organization plans to distribute tickets for an event, there are a few different ways to print the tickets. Your organization could use the BSG Poster Designers to create a ticket design and template and print the tickets using the Bowdoin Copy Center. For larger or high profile events, tickets should be ordered from an outside company who will create, print and number all tickets. When in doubt, consult the Student Activities Office staff. You must secure SAFC funding for the printing of tickets.

Tickets for events can easily be distributed from the Smith Union Information Desk. This allows students, faculty, staff and the Brunswick Community to pay for the tickets using cash, One Card or debit and credit cards.

Transportation Policies, Reservations and Accident Procedures.

Bowdoin Vehicles

The steps for certification for ALL students (who have had their license unrestricted for one full year) are:

Complete the driver application to obtain an MVR.
Using Firefox, log in to Blackboard, click on Bowdoin College Compliance Training (under Organizations), which will take you to the Driver Safety training module. Print the certificate of completion.
Complete Traveler’s large passenger van training on-line and print the certificate of completion. The training takes about 30 minutes to complete.
Review Bowdoin’s Vehicle Reservation Video. The video is about 5 minutes.
Sign up for a 20 minute commentary drive within 30 days of completing the required on-line training(s).
Bring proof of completion of all required items to the commentary drive, i.e. certifications of completion for on-line training.

If a Bowdoin van is not available, you can set up a direct rental with USAVE (Larry Stewart’s). The Student Activities Office can assist you with contacting the company. The cost is around $90.00 per day plus the cost of gas. You will need to pick up and drop off your rental vans at their location in Lisbon, ME there is no delivery to campus.

Larry Stewart's Auto Sales & Rentals

Address: 53 Lisbon St, Lisbon, ME 04250

Phone: (207) 353-4133

Student Activities Vehicle Use Policies:

The use of College vehicles for your organization’s travel is limited to a 500-‐mile radius from campus. For travel over 500 miles, your organization must submit a travel plan to the Student Activities Office at least one month in advance. The travel plan should include the following:

Purpose of travel
Dates
Destination
Primary contact (name, email and cell phone number)
List of certified drivers who will be traveling

Mode of transportation:

Individual drivers must limit their driving time to a maximum of 4 hours per day.
Drivers must drive within posted speed limits at all times. Failure to do so may result in the revocation of college van licenses and in additional consequences for the student organization involved.
Trips shall not depart from any location nor should driving take place between the hours of 1:00AM and 5:00AM.
"Caravanning" (travel in convoy) is not permitted. When multiple vehicles are involved, departure times should be staggered (30 or more minutes between departure times) to avoid such travel.
Plan all travel to minimize driving in darkness.
Drivers may not use cell phones when driving.
The College reserves the right to cancel trips when driving conditions are deemed unsafe. Every effort will be made to work with your organization’s leadership as these decisions are being made.
Drivers are required to use the Bowdoin gas card provided with the vehicle. Bowdoin will not reimburse if you fail to use the assigned gas card. The staff member checking the driver’s license will write the student PIN on the form. This is the pin to be used with the assigned gas card.

Accidents involving Bowdoin Vehicles

Driving a Bowdoin vehicle is a privilege and not a right. The safety of all passengers is of utmost importance. We recognize that accidents do happen. When damage does occur to a Bowdoin vehicle, the cost to repair the vehicle will be charged to the student organization’s account and paid for by the SAFC. If a Bowdoin vehicle is in an accident that involves a parked automobile, the Club will lose access to Bowdoin vehicles for the next semester. Drivers are strongly encouraged to find parking away from other vehicles and use spotters.

Student Vehicles

Students may receive mileage compensation at a rate of $0.21 per mile. Note that this is not an automatic reimbursement and that funding requests and approval must be received prior to trips. The rate for student vehicles is subject to gas market prices and will be adjusted accordingly by the Facilities Office and the SAFC. The SAFC and Bowdoin College will not pay for damages to personal vehicles.

Parking Tickets

All parking tickets will need to be paid by the driver who was authorized to drive the vehicle. Failure to do so will result in a charge to the student’s tuition bill in the amount of the ticket.

Student Activities Student Organization Policies and Disciplinary Process

Bowdoin Student Activities encourages student participation in clubs and organizations. These programs can enrich a student’s college experience and contribute to a student’s development. The College and Student Activities expects that student leaders and members will uphold all aspects of the Code of Community Standards (CCS) and other Student Activities policies when they are acting in their capacity as a member or leader of a student group.

Group membership and the benefits it confers on participants is a privilege, not a right. All students are expected to respect this privilege and abide by College principles and community values.

Student Activities will work with the Student Organization Oversight Committee when deemed necessary to review the conduct of a student organization. Nothing in this policy shall prevent the College from referring individual members of a student group to the Student Disciplinary Process for parallel individual disciplinary action.

Scope

Student Activities holds students accountable for their actions on and off-campus and has the discretion to address minor violations of College policy, without referring the student group to the Student Group Disciplinary Process. Including violating rules outlined in the Club Leader Manual which includes (but not limited to the following below):

Overspending SAFC Accounts

Intentionally overspending or spending SAFC funds without submitting an SAFC request may result in the loss of future access to SAFC funds.

Reimbursements

Failure to properly log purchases and submitting receipts including cash advances in a timely manner may result in the loss of future access to SAFC funds.

Off Campus Bank Accounts

Organizations are not allowed to have off campus bank accounts. Any organization that is found to have an account will be asked to close the account and transfer all funds into their Bowdoin Student Activities account immediately.

Alcohol and Other Drugs Policy for Student Organizations and Club Sport Teams while Traveling

Regardless of age, members of Student Organizations and Club Sports are not allowed to drink alcoholic beverages or use illegal drugs at any time while traveling on behalf of the College.

Accidents involving Bowdoin Vehicles

When damage does occur to a Bowdoin vehicle, the cost to repair the vehicle will be charged to the student organization’s account and paid for by the SAFC. If a Bowdoin vehicle is in an accident that involves a parked automobile. Drivers are strongly encouraged to find parking away from other vehicles and use spotters.

Parking Tickets

All parking tickets will need to be paid by the driver who was authorized to drive the vehicle.

Costume Shop Policy

Items will be returned in their original condition.

You are responsible for cleaning all borrowed items before their return, and for checking with the Costume Shop Manager upon checkout about the items' care - i.e. machine wash vs. dry clean etc.

When you check out the items, you will provide a cleaning plan and set up a return and restock appointment.

Your club is responsible for any costs in the event items are lost or damaged.

A $50 late fee will be charged to the borrowing entity per late day.
If the costumes are over a week late, your group will not be permitted to borrow for the rest of the current school year and all of the next school year.
The SAFC can elect to not pay these fees, if that happens the costs will be transferred to the student that checked out the equipment.

Contracts

Students are not allowed to enter into contract negotiation or agreements on behalf of Bowdoin College. To be valid, all contracts need to be signed by a Bowdoin Administrator.

Student Conduct

Violations can include but are not limited to: disregarding a directive from a College official or group advisor; hosting, assisting, facilitating, or participating in the planning or concealing of acts that violate Bowdoin policies, failure to be forthcoming and truthful to any College official on matters related to the activities of the organization or its members, actions that result in damage to or destruction of private or public property, disrupting College events or programs.

Process

All students are individually responsible for adhering to the CCS and other College policies during their time at Bowdoin. Student groups may be held collectively accountable for violating any College policies as a result of the conduct or actions of individual members who act in concert with or as representing the group, even if not all members participated.

Individual members can be held accountable for their specific behavior as part of a group if it is in violation of College Policy.

Students participating in groups that have been banned or previously removed from campus (e.g., fraternities, organizations that have lost a charter, etc.) will be referred to the Student Disciplinary Process.

Sanctions and Outcomes

If the Director of Student Activities, or designee, finds the student group responsible for violation(s) of College policy, or if the student group takes responsibility, the Director will determine an appropriate sanction.

In determining sanctions, consideration will be given to the context and seriousness of the violations, the willing to be forthright and truthful, and acceptance of responsibility. Sanctions specific to group or organizational misconduct may include one or more of the following:

Official Reprimand: Written notice that continuation or repetition of the behavior found to be in violation of College policy will lead to more severe consequences.
Loss of Privileges: This may include one or more of the following:
- Loss of College and SAFC funding;
- Loss of season(s) or contest(s);
- Membership restrictions for a specified period of time;
- Loss of leadership positions and/or from participation in specified organizational programs and activities for a designated period of time to represent the College in any capacity;
- Exclusion from specific areas of campus or from official College functions;
- Loss of privileges and exclusion from activities; or
- Inability to host events for a specified period of time.
Restorative and Rehabilitative Outcomes:
- Referral to the Program for Nonviolence and Conflict Resolution (PNVCR);
- Community Service;
- Restitution;
- Participation in designated educational programs, services, or activities;
- Letter of Apology;
- Defined plan to allow the student group to take steps to rehabilitate its standing.
Temporary Loss of College Recognition: This may include suspension of a group’s charter or recognition. The sanction letter will specify the amount of time, which can range from one semester to 10 (ten) years.
Permanent Revocation of College Recognition: This will result in a permanent ban of the student group from the College.

Failure to comply with any conditions imposed may subject the student group to additional disciplinary action.

Because action is taken against a student group, and not an individual student, Bowdoin does not consider disciplinary action against a student group to be reportable.

Appeals

Student Organizations can appeal to the Dean of Students and participate in the Student Group Disciplinary Process.

Bowdoin College Student Entrepreneur Policy

Bowdoin College encourages thoughtful and creative enterprise among students. As an educational institution, the College has certain tax exemptions, which can be jeopardized when individuals in the campus community operate a business enterprise or engage in business activities on-campus or on premises owned or operated by the College. For purposes of this policy, “business activity” is defined as any activity carried on by a student that is intended to or does generate revenue or trade, whether or not for profit.

Any student entrepreneur (SE) wishing to run, operate, or conduct business activities on College property must comply with the following policy:

A student must request permission in writing from the Director of Student Activities & The David Saul Smith Union (Director) prior to conducting any business activities.
If approved, the student shall be designated as an SE and will be required to sign and comply with an SE Agreement (Agreement).
Agreements must be requested by the SE and reviewed annually. The fact that an SE received an Agreement a previous year does not guarantee that an SE will receive an Agreement in subsequent years. The Director is responsible for reviewing, administering, and approving all Agreements.
The Agreement establishes the terms and conditions under which the SE may do business on campus. The Agreement is limited to the specific business operation proposed by the SE in their initial request. It must be signed by the SE and returned to the Director before the SE is permitted to conduct business.
An Agreement for an enterprise involving more than one SE must be signed by all involved SEs.
Business activities must not jeopardize Bowdoin’s tax-exempt status.
SEs may not use the Bowdoin College name (or any variations of the name), mark, seal, or insignia.
An SE must comply with all College policies, including but not limited to the policy regarding Publicity, Outside Organizations, Use of College Property (includes, email, phone, servers, printers, listservs, etc.), Solicitation on Campus Fundraising and Student Group Funding policies.
SE may not use any Bowdoin social media or LinkedIn Groups to advertise business or reach to alumni, parents, or students.
The business enterprise may not be a multi-level marketing (MLM) business.

The ability to operate or conduct business on campus is a privilege, not a right. The College, in its sole discretion, may refuse, revoke, or decline to renew an SE Agreement at any time, including, but not limited to failure to comply with the terms of the Agreement or failure to comply with College policy.

A student in violation of the SE Agreement or conducting business on-campus without proper authorization may be referred to the disciplinary process.

This policy does not apply to students who performs work on behalf of the College or a student who engages in remote work for a business owned by a non-Bowdoin student.

Please note that nothing in this policy is intended to restrict the freedom of speech or political activity of any individual, and College employees and students are entitled to freely participate in the election process, but there are a few limitations as to what we can do on campus or from off campus using College resources. Students are encouraged to vote and get involved in the election process – for ways to get involved please check the Bowdoin Votes website. Voter registration activities must be nonpartisan, and may not be conducted by partisan groups.

Below is a list of some do’s and don’ts to hopefully clear up any confusion. If an activity isn’t on this list or ruled out by other Bowdoin policies, chances are that it’s ok. But always feel free to ask!

Established Student Groups such as the College Democrats and Republicans

Can use Bowdoin resources for partisan political purposes, reserve rooms (or tents), tables, online platforms (CampusGroups), Bowdoin Zoom accounts and access SAFC funding.
Can endorse candidates or an issue
Can invite candidates to hold rallies or speaking events. These can be done over Zoom or in person following Covid Guidelines.
Partisan groups cannot conduct voter registration activities.
Cannot accept funding or donations from outside organizations or campaigns.
Cannot fundraise for outside organizations or campaigns.
All posters or event postings must clearly state the sponsoring student organization. Placement of posters must be in accordance to the poster display policy in each building. Must contain the following statement:
- “The views or support stated are of those of the (Student Organization) and do not express the position or view of Bowdoin College.”

Individual Students

Can work for a political campaign and accept payment.
Cannot use Bowdoin resources to endorse a candidate, political party, or political action committee including e-mail, computers, online platforms (CampusGroups), telephones, tape, photocopying equipment or OneCards.
Partisan groups cannot conduct voter registration activities.
Cannot fundraise for outside organizations or campaigns.
Students supporting a candidate must work with a recognized student organization (example: the Bowdoin Democrats or Bowdoin Republicans) to reserve tables, rooms (or tents) or host Zoom events.
Can place posters on campus for a candidate or issue – all posters not affiliated with a student organization must have a student’s name and email. Posters cannot be anonymous. Placement of posters must be in accordance to the poster display policy in each building. Must contain the following statement:
- “The views or support stated are of those of the (individual students name) and do not express the position or view of Bowdoin College.”

When Working with an Outside Political Organization

Student organizations can reserve rooms (or tents) and Smith Union Info tables to support these causes and organizations. Members of the public are allowed to be at these tables following Covid Guidelines.
Outside organizations are not allowed to petition on campus.

Can host political activity; debate viewing parties, gatherings of students supporting a candidate, candidate forums and meet and greets of candidates. These can be done over Zoom or in person following Covid Guidelines.
Cannot endorse candidates or an issue.
Cannot use College House funds in hosting of political activity except for non-partisan initiatives.
Need to work through a registered student organization and the SAFC.
Cannot accept outside donations from outside organizations or campaigns.
Cannot fundraise for outside organizations or campaigns.
Cannot use Bowdoin resources to endorse a candidate, political party, or political action committee including e-mail, online platforms (CampusGroups), computers, telephones, tape, photocopying equipment or OneCards.
Cannot place campaign yard signs outside of College Houses.
All posters not affiliated with a student organization must have a student’s name and email. Posters cannot be anonymous. Placement of posters must be in accordance to poster display policy in each building. Must contain the following statement:
- “The views or support stated are of those of the (individual students name) and do not express the position or view of Bowdoin College.”

If you have questions about these guidelines generally or about a specific activity or campus visitor, please contact Nate Hintze, Director of Student Activities at nhintze@bowdoin.edu.

Club Leader Manual

Commitment to Academics

Creating a Club

Re-Chartering a Club

Transitioning Leadership

Equipment and Gear

Additional Resources

Club Funding (SAFC)

How to Navigate the Funding Process

How to Submit a Successful Budget

Accessing and Spending Your Budget

Trips to Nationals

Co-Sponsoring Events

Bringing a Performer or Lecturer to Campus

Tips for Emailing Administrators, Performers, and Lecturers

Hiring a Coach/Instructor

Volunteers, Alumni, and Community Members at Bowdoin

Certification for Eligibility for Club Sports

Athletic Training Protocols

Insurance Policy for Injuries (Excess)

Club Sport Awards

Student Trainers

Venue Reservations

Catering Policy for Bowdoin Dining Services Licensed Facilities

Dining Board Transfers & External Catering

Event Planning Accessibility Guidelines

Venue Setups

Audio Visual Services Request

Collaborative Programming With the BOC

Advertising On Campus

Mail Center Distribution

Emailing to Class Standing Lists

Transportation

Bowdoin Dining Student Catering Guide

Film Screenings

Additional Support

Approved Vendors

The Code of Community Standards

Student Activities Student Organization Policies and Disciplinary Process

Student Entrepreneurship Policy

Political Activity

Student-Run Media

Publicity, Outside Organizations and Solicitation on Campus

Brand Guidelines for Student Clubs and Organizations

Fundraising and Student Group Funding

Student Group Food Handler Training - ServSafe