Club Leader Manual and Student Activities Policies

Students should place the highest priority on their academic work. Extra-curricular activities are also crucial to the College’s purpose of developing the individual talents and abilities of students. In cases where academic and extra-curricular activities conflict, students are expected to place highest priority on academic activities. 

When scheduling, all Student Organizations should make every effort to minimize missed classes. No activities shall be scheduled in the final two days of the reading period, during the exam period or over the summer. Students are responsible for all course material missed due to any absence from any academic activity. 

When conflicts arise it is expected that students will approach faculty in a timely and responsible fashion to discuss these situations. Faculty are under no obligation to make any exceptions. As a reference, traditionally students have been allowed to miss no more than three hours of a single class in any semester. 

With regard to post-season competition, weekend conferences and other extra-curricular events that arise from the achievements of students during the semester, the College recognizes that these are unique and special opportunities. However, while cooperation is encouraged, faculty are under no obligation to make exceptions.  

TREASURY CHARTERING COMMISSION (TCC)  

The Treasury Chartering Commission is the Bowdoin Student Government (BSG) commission tasked with guiding and supporting club life on campus. Paired with the Student Activities Office, the TCC 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 TCC Chair or any member of the Student Activities Office.  

Treasury Chartering Commission Guidelines

The Treasury Chartering Commission (TCC) serves as the Bowdoin Student Government (BSG) governing body on club recognition and manages the chartering process. The TCC will use this document as guidance on what we see as essential for an organization or proposed organization to be considered for recognition as a chartered student organization, and what should disqualify a club or proposal from being recognized. Please remember that these are just guidelines, not fixed rules. The TCC withholds the right to make chartering decisions at their discretion. Please contact the Student Government Charterer if you have any questions.

1) College and BSG Policy
All clubs and organizations on the Bowdoin College campus, chartered by the TCC or nonexistent otherwise, will submit their amended club contracts to the TCC. These contracts will adhere to the following requirements:

• Be fully inclusive and open to all students. They must admit all students regardless of race, religion, age, ethnic or national origin, gender, ability, or sexual orientation. They may not be exclusive in any way, shape, or form. This policy is all-encompassing and will be enforced by the BSG and the Student Government Charterer without apology. Any reason for concern will result in a meeting with the Student Government Charterer to resolve the issue in conjunction with the Assembly and action the College administration deems necessary and appropriate.
• Abide by the Bowdoin Social and Academic Honor Code.
• The entirety of the Student Handbook as put down by Bowdoin College. This handbook will remain as the parameters and framework of each and every club contract. The Student Handbook may be found at the following link: http://www.bowdoin.edu/studentaffairs/student-handbook/
• The By-Laws of the BSG (http://students.bowdoin.edu/bsg/about/) will remain as further parameters of each and every club contract.
• The formatting of each club’s contract will remain in alignment with the Rules and Regulations of the TCC.
• No group, if part of a greater local, regional, national, or international organization, will allow said group’s guidelines to supersede College and BSG policy.

2) General Policies

• Official meetings may not take place by a club that has not been chartered, that has a suspended charter, or that has been stripped of its charter.
• Informal meetings may be held by non-chartered clubs to gauge interest. They may not program.
• Clubs and organizations cannot sign any contracts on behalf of the College
• Active clubs and organizations must:
  Offer an opportunity to hear diverse viewpoints and enhance the cocurricular life of the college
  Benefit the Bowdoin student body and enhance student life on campus. Events and activities should not primarily occur away from campus or exclusively benefit off-campus groups.
• Adhere to the following advertising rules:
  a. Official Bowdoin logos and wordmarks (i.e. the Bowdoin seal) may not be placed on any advertisements without the express permission of the Communications Office.
  b. Club posters and advertisements must have the full name of your organization easily visible.
  c. Online conduct by all organizations through social media must still abide by the College’s Social and Academic Honor Code.
• Adhere to the following Accessibility rules:
  a. At least the first two club meetings must be held in an accessible location
  b. It is at the committee’s discretion to decide who remains in an accessible location
  c. If a student organization is meeting in an inaccessible location, they must state on all platforms (i.e. Blink, posters, etc.) that students can get in touch with any member of the TCC or club leaders to discuss accessibility issues

3) Managing Your Club
Active student organizations must:

• Be run by currently enrolled Bowdoin Students
• Hold events that benefit and are inclusive to all club members
• Not hold events that cause students to skip classes or other academic-related events. Clubs must always support an “academics first” mentality.
• Not be dependent on a national organization for campus activities, guidance, or support. Clubs may be chartered as a chapter of a national organization if it allows for access to resources not otherwise found at Bowdoin.
• Not place the bulk of the work and leadership responsibilities to an advisor. Advisors support student leadership and can provide a historical perspective.
• Submit re-charter forms every year. By this time, new leadership should have been elected. Because the recharter form includes vital details necessary for the rechartering process, including the names of the new leadership, negligence of this deadline will result in the suspension of a club’s charter for one semester. If a club is on its probation period, it will not be given a full charter.
• Meetings should be held at least once during the following months: September, October, November, February, March, and April. The inability to accomplish this will risk a charter suspension.
• No events, meetings, or programming of any kind by TCC-chartered clubs may take place after the first two days of Reading Period.

4) Club Contracts
All Club Contracts will contain the following articles, except Article (A), followed by articles that may be amended by the club.

A) Club Charters

• To be chartered, each club will go through the TCC Charter Process. This includes filling out the online forms and meeting with the TCC. At the semester end re-chartering Process, successful clubs will receive a full Charter.
• Clubs can be chartered as either Charter A or Charter B. Charter A clubs will have access to full TFC funding, reserving campus spaces, etc. Charter B clubs will have access to reserving campus spaces and are limited to funding for the snacks, vans, and posters.

B) Leadership

• All clubs will vote for exactly two members to top leadership positions. These position names may be supplemented by the club and may be Co-Presidential, Presidential-Vice Presidential, or any other combination or terminology that the club thinks appropriate. These positions MAY NOT be liaison positions to the BSG. This will serve to establish quick, effective, and direct communication between club leaders, the BSG, and the College.
• If applicable: ALL leadership, current and newly voted for the next year, will be present at TFC operating budget meetings at the end of the academic year.
• All clubs must have at least two leaders attend the mandatory club leadership training prior to holding any club events or activities as well as any other mandatory Student Activities-BSG-run Leadership Development Series. If the TCC strongly believes a certain club should be in attendance, the TCC reserves the right to include a mandatory attendance article for the leadership in a club’s contract.
• All club leaders will be required to attend an annual hazing workshop at the start of the year, hosted by Athletics or Student Activities.
• Leadership must be updated as appropriate on CampusGroups. This includes any electoral changes or changes in leadership due to a student’s abroad status.
• The TCC reserves the right to remove individuals from leadership positions, call for elections within a club, and establish a new leadership in the case of violations of the TCC Rules and Regulations. Club members may petition the TCC to commence an inquiry to evaluate the effectiveness of the current leadership.

C) Membership

•  If a club has not attained sufficient membership, is experiencing funding difficulties, etc., the TCC reserves the right to examine the benefits of re-chartering a club. This may be due, among a variety of reasons, to the following:

1. A club with low student interest and high cost-per-student, may not be chartered or re-chartered if the TCC believes they will be unable to provide a club the support it needs without sacrificing the support of other clubs.
2. The existence of another club that has greater membership and fulfills the same or a similar mission statement as the club in question.
3.  Lack of interest in a club from the student body.
4. Because “sufficient membership” and “funding difficulties” are subjective, clubs are assured that the BSG and TCC understand that each club is different. A majority vote from the TCC and the opinion of the Chair of the Treasury will be taken into account when making final decisions.

D) Mission Statement

• Each club is required to have a mission statement that includes what the club is and some goals that it hopes to achieve. It must highlight how each club on campus is unique and diverse from others.
• The mission statement reflects the purpose of the club and therefore will be used to help the TFC make funding decisions in that items that do not help the club’s mission will only be funded at the TFC’s discretion.
• Mission statements may be revised through a meeting with the TCC.
• Mission Statements must:

1. Be distinct and unique from all other clubs on campus.
2. Explain how the club helps the Bowdoin community.
3. Ensure that the club will have continuity from year to year. Clubs should not have a potential end in their mission statement.
4. Not include any events that the club will hold that could possibly lead to a liability for the college. Any mission statement that includes events that could potentially be dangerous to students will not be approved.

Active student organizations must have:

• At least ten active members
• A staff or faculty advisor who is actively involved in the affairs of their organization. The advisor should not control or make decisions for the club but rather help organizations make informed decisions. Groups are free to change advisors as needed.
• Two club leaders who are on campus in order to ensure proper leadership and continuity for the club
• Logistical requests that are within the ability of the campus to support your needs. This includes the ability to reserve practice space, storage space, etc.

6) Club Sports

Club Sports must:

• Establish the season or seasons that they will be active in with the TCC. Club sports are chartered for only one season and may only have club events, practices, and competitions within that season.
• Not consist of individual events or competitions and must be team-based. Club sports must be competing for Bowdoin College.

Policy for Starting a New Club Sport

1. Eligibility: Students are welcome to propose new club sports but should be mindful of two conditions for eligibility: If a varsity team or intramural program for the proposed sport already exists, the proposed sport is considered ineligible; and/or The proposed sport will not be approved if it is considered very high or high risk (see below for detailed list).
2. Space Availability: Separate approval from Bowdoin Athletics is required to ensure adequate field or gym space is available.
3. Insurance Coverage: The sport must be or be able to be covered by Bowdoin's insurance. Approval of sport is contingent on the actual purchasing of insurance which will take place over the summer.
4. Contact Sports: For contact sports, approval from the Head Athletic Trainer Dan Davies is required to ensure adequate staffing for safety.
5. Cost Per Student: The cost per student participating in the sport will be taken into consideration.
   Once a proposed sport meets these requirements, the Treasury Chartering Commission must issue the final approval. Club sports will be approved on an annual cycle in the spring, so that the College can add them to our insurance policy in anticipation of the upcoming academic year. List of Very High Risk and High Risk Sports List Provided by our Insurance Company VERY HIGH RISK: Boxing Tackle Football Gymnastics Ice Hockey Polo Rodeo HIGH RISK Rock Climbing (not indoor on a wall but real mountain/rock climbing) Diving Field Hockey Martial Arts/MMA Lacrosse Roller Hockey Snowboarding Surfing Wakeboarding Wrestling

7) Political Activity Policy Established Student Groups (such as the College Democrats and Republicans):

• May use Bowdoin resources for partisan political purposes, reserve rooms, tables, and TFC funding. 
• May endorse candidates or an issue.
• May invite candidates to hold rallies or speak on campus.
• Cannot accept funding or donations from outside organizations or campaigns.
• Must clearly state the sponsoring student organization in all posters. Placement of posters must be in accordance to the poster display policy in each building and 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.”
• When Working with an Outside Political Organization: Student organizations can reserve rooms and Smith Union Info tables to support these causes and organizations. A student member from the sponsoring organization must be with the candidate or members of the outside organization at all times.

8) Other Chartering Source

• Proposed organizations must look at what other departments they could be chartered through before approaching the TCC. Generally, if the mission statement falls within an obvious college department or creates a duplicate event that is already sponsored by a department, the club should work within that department to sponsor these events.

• If your proposed organization falls under one of these categories, please look into academic departments that you could be chartered through or sponsor events through instead:

1.  Is only open to students within an academic department.
2. Consists of members whose makeup falls solely within the same major.
3.  Pre-professional and academic groups

• If your proposed organization falls under one of these categories, please look into working with the
  McKeen Center to pursue your mission instead:

1. Has a mission that has a primary focus on fundraising.
2. Has volunteer or community service as the focal mission of the club.

9) Role of the TCC

• The six voting members of the TCC are the four Class Council Vice Presidents and the two At-Large representatives. The Student Government Charterer only votes as a tiebreak.
• The Chair of the Treasury may participate as a non-voting member with the privilege to participate in TCC deliberations.
• If a TCC member is attempting to charter an organization, they must abstain from votes pertaining to said club. They may participate in deliberation but must make their role known to the TCC.
• The TCC, in collaboration with the Office of Student Activities and Chair of the Treasury, works to grant and deny proposed charters as well as review existing charters.
  ○ Charter and rechartering requests may receive an approval, conditional approval, or denial following TCC review.
  ○ Leaders of an application receiving a conditional approval must satisfy expressed requirements from the TCC and notify the committee in order to gain access to next steps in club establishment. Leaders may also appeal the decision through further communication with the committee.
  ○ Leaders of an application receiving a denial may reapply and may do so at any time the new club application remains open.

• The TCC will assist clubs throughout the year in event planning and advertisement as well as advocating on behalf of club leaders in dealing with the administration and larger policy changes. Historical examples of changes include the following.
• Name Change - Clubs must provide proper justification and detail concerning the choice to change the club name and the choice of the new name. Proper approval must be expressed by the Treasury Chartering Commission to enact such a change.
• Charter Change - Clubs that wish to change between Charter A (general club subject to general funding guidelines outlined by the Treasury Funding Commission) and Charter B (clubs with funding access restricted to vans, posters, space reservations, and snacks) must seek approval from the Treasury Chartering Commission to process the conversion.
• Constitution Change - All publications and revisions of club constitutions must be reviewed and approved by the Treasury Chartering Commission before they may be publicized on the club CampusGroups page.
• The TCC is responsible for updating records of club members by administering a Club Census near the conclusion of each semester. Data from the census will be managed by the Student Government Charterer and shared with the TFC for funding regulation purposes.
• New Club Charters

All new club applications should adhere to the following in order to achieve a successful charter.

• Adhere to all terms described in the guidelines thus far.
• Applications in the spring semester must be led by two student leaders who are not seniors.
• Establish a club name that avoids the potential to be polarizing, derogatory, or directly misleading.
• Non-mergeable with any existing campus organization.
• Clearly define a club leadership structure and transition process.
• Clearly define recurring meeting activities or set of potential events.
• Funding and resource demands to run club operations that are realistic under TFC guidelines.

10) Revoking a Charter

The TCC holds the right to revoke the charter of any organization on campus. A charter can be revoked through a vote of the TCC. Chartering of a club may be revoked for the following reasons:

• Failure to comply with the guidelines and policies mentioned above
• Failure to comply with the TFC guidelines and policies and misuse of funds received from the TFC
• Failure to comply with Bowdoin College’s policies and procedures
• Acting outside of a club’s mission statement
• Holding events or fundraisers that have not been approved by the Student Activities Office
• Requiring members to pay dues

The organization’s club leaders will receive a notification from the TCC of the revocation of the organization’s charter and shall be given the chance to defend their case. Any club that violates the TCC guidelines three times will be automatically unchartered for the year.

Effective Date: April 18, 2025

Contact: TCC Email (tcc@bowdoin.edu)
Tyler McGrath (tmcgrath@bowdoin.edu) Chair of TCC

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.  

Each year all Student Organizations are asked to recharter their organizations with the Student Government. Charters include the club’s mission, leader names, and an agreement to adhere to BSG and College Policies. Clubs on an fixed budget will submit their recharter forms by April 1st of every year. Clubs asking for an fixed budget will submit for funding for the year’s budget from the Treasury Funding Commission (TFC) in the spring. Fixed budget clubs are not allowed to ask for additional monies during the school year.  

Non-fixed budget clubs must submit recharter forms by April 15th of every year. Non-fixed budget clubs will submit a budget during the school year to the TFC to receive their funding. By this time, two weeks should have passed from the end of Spring Vacation, and new leadership should have been elected. If Spring Break has not passed, April 20th will be the deadline. You will receive rechartering information from the Student Government Charterer, which requires you to provide vital details necessary for the rechartering process, including the names of the new leadership. Negligence of this deadline will result in your club not being able to reserve space or access funds at the start of the new school year and potentially result in the suspension of a club’s charter for one semester. If a club is on its probation period, it will not be given a full charter.  

All rechartering forms must be completed by the organization’s incoming leaders.  

Constitutions 

Student Organizations are required to have a constitution, as part of the rechartering process please review your constitution and update as needed. Failure to have an up-to-date constitution will result in losing access to your CampusGroups page until a new constitution is submitted.

The TFC requires that a cost benefit explanation as well as pricing options be included with any request for equipment. Club equipment/jerseys will only be funded if they are necessary for a club to compete or participate in an activity. The TFC will not fund any item that is purchased for individuals. All equipment must stay with the organization from year to year, without exceptions. 

The TFC will not fund gear that is already freely available for students to use on campus (e.g. in the Buck Fitness Center, Buck 3rd Floor Facilities). Furthermore, the TFC cannot fund gear to be kept by individual club members, gear to be freely distributed to the campus community or public, or any type of ‘giveaways’. 

Storage and Usage Policy 

When requesting funding for equipment, please include information regarding intended storage. This should clarify where the equipment will be kept and if it will be available to all student organizations or solely to your organization. If you need assistance finding storage space, please contact the TCC or Student Activities; note that student housing is not an acceptable location for club storage. 

Liability 

Club leaders are financially responsible for any gear funded by the TFC. Gear lost or stolen as a result of leadership oversight may not be replaced the following year, and it is the responsibility of all club members to ensure this does not occur. 

Organization Paraphernalia (T Shirts, Sweatshirts, etc.) 

The TFC does not fund nonessential team clothing, but it may provide loans to organizations for these items. If given a loan, you must sign a contract with the Student Activities Office, requiring the club to repay the loan by the semester’s end. Items must be sold at cost, without profit. 

Mediation/Facilitated Dialogue  

Over the course of the year, your group may experience a conflict or a group member behaves in a way that is at odds with the group’s expectations. If your group’s leadership is unable to resolve the issue, you may wish to explore mediation or facilitated dialogue. Click here for more information. 

As leaders of Bowdoin-sponsored clubs, you are responsible for ensuring that the conditions created by your club meetings and events are safe and respectful for all members of the Bowdoin community. Leaders are expected to abide by all College policies and create an environment where all of their club members do as well.

Bowdoin College Title IX Resources

Code of Community Standards

Special Collections & Archives 

Posters, meeting minutes, photographs all tell the story of your organization. The staff of the College Archives can assist student group leaders with recording their group’s history. Preserving the voices of student groups ensures that future members, as well as research scholars, understand the valuable contributions student organizations make to the College. We have a Student Group Records FAQ available as well as information on do-it-yourself archiving of both digital and physical materials. Fill out this form if you are interested in transferring records to the Archives.  

Costume Shop and Prop Barn Use

The Bowdoin Costume Shop and Prop Barn are great resources for student groups who may need to borrow a specific costume piece or props from time to time. However, failure to return borrowed items can result in fees of $25 and up. Any costume shop or prop barn fee will be charged to the responsible student’s tuition bill. If there is a second violation of the costume shop/prop barn return policy, the club will lose privileges of borrowing items for the following semester. To borrow costumes from the Bowdoin Costume Shop contact Theater and Dance Click here for more information.

The Treasury Funding Commission (TFC) is a branch of the BSG that provides funding for student organizations. This student-run committee allocates money from the Student Activities Fund to campus organizations including club sports, cultural organizations, college houses, etc. Keep in mind that only chartered organizations may request funding from the TFC. 

With great (monetary) power (and freedom) comes great responsibility. This is true for student organization leaders. Budget allocations represent significant trust in student organization leaders to utilize funds to enhance student life. Your organization’s maintenance of financial records is CRUCIAL to the continued allocation of funds this year and in the future.  

Always be aware of how much money is in your organization’s account by keeping accurate and up-to‐date financial records. Several financial management tips are provided later in this handbook to help you stay on top of your budget. Do not overspend your budget. Club Leaders may stop by the Student Activities Office at any time during the year to check on their club’s spending. A member of the Student Activities Office can print out a report for you via the Financial Reporting Tool. Intentionally overspending or spending TFC funds without submitting an TFC request may result in the loss of future access to TFC funds. 

TFC Club Funding Guidelines

Reviewed Fall 2024

Please remember that these are just guidelines, not fixed rules, and all values listed are approximations. The TFC withholds the right to make funding decisions at its discretion. This document should be used in conjunction with How to Navigate the Funding Process, which provides a more general overview for understanding the TFC funding process. Please contact the TFC Chair, Chase Lenk (clenk@bowdoin.edu), if you have any questions.  

Table of Contents

1. Campus Services

1. Venue Reservations 
2. Facilities Management 
3. Audio Visual 
4. Advertising 
5. Copy Center & Printing 
6. Academic/Career Services

1. Guest Speakers

1. Honorariums
2. Travel
3. Guest Lodging 
4. Guest Meals

III. Events

1. Performance Production Costs
2. Event Supplies
3. Rights for Club Productions
4. Concerts & Performers
5. DJ Policy
6. Decorations
7. Films
8. Tickets

1. Food

1. Semester Meeting Snacks
2. Meals During Travel
3. Board Transfers (Meal Subsidies)
4. Meals with Campus Guests
5. Banquets
6. Kickoff Events
7. First Meetings & Recruitment Events
8. Event Food

1. Travel

1. Vehicle Travel
   1. College Vans
   2. Student Vehicles
   3. Local Travel
2. Parking & Toll Charges
3. Other Forms of Travel 
4. Hotels & Accommodation 

1. Conferences, Tournaments, and Retreats

1. Club Bonding Activities
2. Overnight Retreats
3. Non-Competitive Conferences
4. Competitive Conferences
5. Hosting Conferences
6. Club Sports’ Seasons

VII. Equipment and Gear

1. Justification
   1. Uniforms necessary to compete/perform
   2. Uniforms essential to the SOOC club mission
   3. Gear essential to the SOOC club mission
2. Storage & Usage Policy
3. Liability & Accountability
4. Organization Paraphernalia

VIII. Publications and Media

1. Licensing & Registration Costs
2. Distribution
3. Printing
4. Websites & Software

1. Expert Instruction and Coaches

1. Weekly Instruction
2. Workshops & Non-Weekly Instruction

1. General Policies

1. TFC Funding Guidelines
2. SOOC Guidelines Policy
3. General Funding Policy
4. TFC Voting Policy
5. Funding Requests & Reimbursements
6. Financial Aid
7. Student-Provided Services
8. Fixed Budgets
9. Fundraising & Donations
10. Membership Fees
11. Co-sponsorships
12. Non-TFC Funding
13. Budget Request Submission Format
14. Virtual TFC Policy 
15. Personal Residences
16. Club Categorizations
17. Club Donations

I. Campus Services 

1. Venue Reservation

If your event requires an on-campus venue, please reserve the space using your organization’s CampusGroups page.

2. Facilities Management

The TFC expects students to substitute Facilities labor whenever possible. If you need services from Facilities, you will also request that via CampusGroups when entering “Set-up Notes”.

3. Audio/Visual

Audio Visual Services provides many audio/visual needs at no cost. Request AV support and equipment via CampusGroups. The TFC may cover expenses for services not provided by AV if they are clearly justified for an event.

4. Poster Design

The TFC may fund appropriate advertising for campus events. If you would like to have a poster or table tent designed for your event for free, you can contact the BSG Poster Designer through the Assistant Director of Student Activities with details about the design elements, information, or format you would like to use.

5. Copy Center & Printing Costs

All printing must be done at the Copy Center (located in Smith Union); personal printing credits should never be used for club purposes. In order to have your items printed, you can place an online Copy Center Order form or submit a written one. If you are printing a table tent, be sure to have it approved with Dining (Mark Dickey, mdickey@bowdoin.edu, for Thorne and Susanne D’Angelo-Cooley, sdangelo@bowdoin.edu for Moulton) and denote to the Copy Center that you need it folded.

The TFC may fund the printing costs of advertisement posters, awareness campaign posters, scripts, performance/show brochures, and other materials essential for activities directly related to a club’s mission.

Pricing for the Copy Center, regardless of the paper stock, is as follows:

Black and White (Letter/Legal) Black and White (11x17)

$.02/copy Color (Letter/Legal) $.15/copy $.04/copy Color (11x17) $.20/copy

$5 for 25 11x17 posters for advertising an event 

$3 for 15 11x17 posters for general advertising a club/first meeting. 

$30 for large-size posters (42x56) for advertising a series of events a week or longer 

$24 for printing awareness campaign posters 

$0.02 per seat for printing pamphlets/brochures for shows and performances 

$18 for a 32x32 poster (last square area on the green wall in Smith Union)

6. Academic/Career Services

The TFC will not fund items/services that are already provided to the campus community through academic departments, the CXD, the Library, etc. 

II. Guest Speakers

If you expect your event to cost more than $1,000, please submit your budget request form and contact Student Activities to fill out a contract negotiation form at least 4 weeks before the proposed date of the event. 

1. Honorariums

Each club may request a limited number of speakers per semester based on expected community impact, size of the club, price of the speaker, etc. Clubs should seek to limit their spending on speaker fees to $3,000 per year. The TFC reserves the right to grant exceptions based on extenuating circumstances. Proposals for a speaker must include background information and adequate justification for bringing them to campus. The TFC encourages you to seek connections through faculty.

Groups must enter into negotiations with speakers to minimize the cost of honorariums before submitting a budget to the TFC, however, no verbal or finalized contracts can be made before consulting both the TFC and Student Activities. The TFC expects a good faith effort on the part of club leaders to negotiate the price of a speaker. If the speaker costs more than $1,000, contact Student Activities at least 4 weeks in advance of the proposed event date to begin negotiating a contract. If your intended speaker is expensive, you should begin planning months in advance in order to take advantage of outside funding sources, such as the Lectures and Concerts Committee. 

If the speaker is an employee of the College, the TFC will fund a $50 gift instead of an honorarium.

The TFC will fund virtual speakers up to $1000 per year.

The TFC will only fund a $500 honorarium for an academic visiting from another institution, who is considered an expert in their field.

In-person up to $3000 per year, $500 for academic visiting speaker

2. Travel

Although the TFC may cover transportation costs, please encourage speakers to be as cost-efficient with their mode of transportation as possible. Please note that the TFC will only fund economy class flights, and requires students to book travel via flights a month in advance. The TFC will only upgrade a seat under special circumstances. Tickets must be purchased under the supervision of a Student Activities staff member once funding has been approved by the TFC. Speakers traveling by car are only eligible for a mileage (not gas) reimbursement. 

$0.25 per mile

3. Guest Lodging

The TFC may fund lodging for official visitors to campus. To arrange lodging, please contact Administrative Assistant Karla Nerdahl (knerdahl@bowdoin.edu) in the Student Activities Office, as the office receives a discount for most local hotels. If this form of lodging is inappropriate for a guest, an organization may request a room in the President’s House but should be prepared to justify its request to the TFC. 

Guest lodging costs $119/night* at the Brunswick Hotel when booked through Student Activities. *Prices vary based on season: from August – November 1: $189/night and from November 1 – May 20: $139/night. 

4. Guest Meals

The TFC may fund meals for guests. Student groups should attempt to take speakers to the dining hall.

$6.00 for breakfast; $8.75 for lunch; $11 for dinner

III. Events

If you expect your event to cost more than $1,000.00, please contact Student Activities at least 6 weeks before the proposed date of the event to fill out a contract negotiation form. Off-campus venues must be justified as providing services otherwise unavailable on campus.

1. Performance Production Costs

Costs of staging and production may be funded by the TFC only if the services are well justified for your event, and the production is relevant to the club mission. 

2. Event Supplies

The TFC may fund up to $100 for event supplies integral to the function and purpose of an event. If the event is estimated to have greater than 100 Bowdoin student attendees, then the TFC can choose to allocate greater funding for event supplies at its discretion. Any supply funding for club-only events will come out of a club’s club bonding funds. 

3. Rights for Club Productions

Production rights will only be funded after the club has confirmed space on campus at a time that does not conflict with other events. Refundable fees are expected to be returned to the TFC, if the equipment is damaged or lost, the TFC will require the refundable amount from the responsible club member(s).

4. Concerts and Performers

A request for concert or performer (including musicians, comedians, actors, etc.) funding must provide background information about the performer and must be relevant to the club’s mission. For assistance in organizing this information, please consult the Student Activities staff. Contact the E-Board and WBOR for co-sponsorships. The TFC will not fund student performers.

The TFC encourages collaboration with other funding sources: College Houses, academic departments, Office of Multicultural Life, Office of Religious & Spiritual Life, SWAG Center, Lectures & Concerts Committee, etc.

Typically between $500 and $1,500

5. DJ Policy

The TFC may fund DJs up to $600 per year per club. Club leaders are encouraged to negotiate with the performers to accommodate this cap. Exceptions may be made for annual and traditional events, and, as always, the TFC may exercise discretion in this allocation.

Certificates of Insurance for bands, DJs, etc. are required to perform on campus. These policies need to list Bowdoin as additionally insured for $1,000,000.  Most performers may already have a policy, but if your club comes across one that doesn’t, you can purchase a day policy. Policies can range from $200 - $1,000 depending on the size of the event.

6. Decorations

The TFC may fund up to $75 for decorations for an event space at the TFC’s discretion. If the event is estimated to have greater than 75 Bowdoin student attendees, then the TFC can choose to fund more decorations at its discretion. Decorations must have a connection to the event.

7. Films

Check with Student Activities whether the film can be uploaded to Polarflix. Otherwise, groups must obtain a public viewing license for all films shown on campus. The TFC may fully fund this expense, but be sure to contact the leader(s) of the Bowdoin Film Society to receive assistance in acquiring the best rates. The TFC will only fund screening rights when the film is sufficiently connected to a club’s mission. 

8. Tickets

Clubs may require tickets for entrance to an event, with the tickets made available at the Smith Union Info Desk in advance. However, clubs cannot charge for tickets for Bowdoin students. If clubs charge for tickets for non-Bowdoin students, the funds raised will be returned to the TFC.

Clubs may charge for an event if fundraising for a cause relevant to the club's mission. Prior approval from the Director of Student Activities, Nate Hintze, is required.

IV. Food

If your organization is using Dining Services to cater an event, you must meet with Dining prior to submitting a budget request through TFC. Use the Dining Student Catering Guide for additional information. A comprehensive breakdown of all Dining costs must be provided.

1. Semester Meeting Snacks

The TFC may fund $50.00 of snacks for general or special club meeting purposes per semester. 

If a club has more than 40 active members, they can request a snack budget of $100, twice a year. At any time a club can ask the TFC how much is left in their snack budget.

2. Meals During Travel

Student groups may transfer board to receive a boxed meal or a meal subsidy from Dining Services while traveling. The TFC will provide a Board Transfer Request form that must be submitted to Dining Services at least one week in advance of the date(s). The TFC will supplement board transfers by $4.75 per person for each Bowdoin meal missed. If student groups will be gone all day on Saturday and/or Sunday for away competing conferences, the TFC will grant a lump sum amount of $30 per day to supplement board transfers.

Breakfast: $7.35 per person per meal (including board transfers)

Brunch/Lunch: $8.25 per person per meal (including board transfers)

Dinner: $8.50 per person per meal (including board transfers)

3. Board Transfers (Meal Subsidies)

Board transfers can occur up to twice per year unless Stephanie LeMieux (slemieux@bowdoin.edu) gives a club special permission. The TFC will provide a Board Transfer Request form. After meeting with the TFC, all participating students’ ID numbers will be required at least one week before the event for the Board Transfer to be approved by Alison Cyr. 

$2.60 for breakfast, $3.50 for lunch/brunch, and $3.95 for dinner

4. Meals with Campus Guests

The TFC may fund an on-campus meal in Thorne with a campus guest, plus faculty if appropriate. For meals purchased under a club’s project code, the rates are as follows.

$8.75 for Lunch and $11.00 for Dinner

5. Banquets

For non-competitive clubs that do not travel off-campus overnight, the TFC may fund one Banquet or one Retreat per academic year. For Overnight Retreats, see Section VI. 2. A banquet is defined as a meal only for club members, not necessarily related to the club mission. The TFC may fund one banquet per club per year. For this banquet, the TFC will supplement board transfers up to $8.00 per person. The TFC reserves the right not to fund a banquet, prioritizing clubs that have been active during the year. Clubs are required to discuss their event with the Student Activities Office prior to requesting funds so they can figure out the most cost-efficient options. 

6. Kickoff Events

Kickoff events are events geared towards encouraging new students to interact with and join clubs early in the year. Kickoff events must occur before fall break and the budget must be submitted in the spring. Only non-competitive clubs with greater than 175 members can request funding for a Kickoff event. New clubs formed during the academic year have two months to request for a kickoff event. If the kickoff event costs more than $1500, then the remaining cost will come out of the student group’s club bonding budget.

$1500 for kickoff events

7. First Meetings & Recruitment Events

Clubs hosting a first meeting or recruitment event at the start of the academic year to attract new club members and promote their mission may request funds for food.

$50 for recruitment event food

8. Event Food

For events where food is auxiliary to the central purpose of the event (i.e. a lecture), then funding for food will be determined at the discretion of the TFC. The number of people attending the event should be considered when determining auxiliary food costs. If a club collaborates with a College House, the College House should pay for event food. Bowdoin Logs cannot be ordered as food auxiliary to an event. Exceptions may be made for annual and traditional events, and, as always, the TFC may exercise discretion in this allocation. The TFC reserves the right to define whether or not your food request is necessary for your event

Campus Wide Events: up to $200 

Special Events (Family Weekend, Homecoming, etc.): up to $300

V. Travel

1. Vehicle Travel

The TFC expects student organizations to use the most cost-efficient form of travel. The TFC will fund vehicle travel (mileage and tolls) in either of the two formats below; personal vehicles will only be funded in extreme circumstances. Clubs that travel often should make every effort to have their members van certified by Facilities. The TFC does not fund Zipcars, road trips over 500 miles from Bowdoin, or road trips outside the United States.

1. College Vans

College vans cost $30 a day, regardless of gas mileage. Students must use college-provided gas cards to fuel these vehicles. The TFC will not reimburse students if they use personal funds for College Vans. To reserve a van fill out the Facilities Vehicle Request form.

Two van-certified drivers are required to take out any college vehicle. The TFC requires that the names of the van-certified drivers be listed on the budget request form. The TFC strongly encourages that at least one backup van-certified driver be listed as well. Requests for emergency travel costs that emerge as a result of van-certified driver cancellations will be approved only in extenuating circumstances.

You must reserve a Van before receiving TFC funding to ensure its availability, with the option of canceling it later if funding is not granted.

1. Student Vehicles

Students may receive gas compensation at a rate of $0.25 per mile. Note that this is not a reimbursement and that funding requests must be made 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 TFC. The TFC will not pay for damages to personal vehicles.

1. Local Travel

If traveling locally, please use Brunswick Taxi, the Brunswick Explorer, MetroBreez, or the Bowdoin Shuttle. College Vans will not be funded for travel in Brunswick.

2. Parking & Toll Charges

The TFC may cover the cost of parking if no free option is available. The TFC may also cover the cost of toll charges as necessary.

3. Other Forms of Travel

Plane tickets will only be funded for postseason play, and students should find regional alternatives to games/conferences that require flying. Clubs that are requesting airline tickets should do so at least a month in advance, preferably as early as possible. Exceptions to the month rule can be made for postseason tournaments at the TFC’s discretion. 

Bus or train tickets booked without ample time to the date of departure, thus incurring a price premium, may not receive funding from the TFC. However, the TFC is willing to work with clubs if transportation costs increase unexpectedly after a budget allocation.

4. Hotels & Accommodation

If possible, events should always be scheduled to allow you to return to Bowdoin for the night and prevent the need for lodging. If this is not possible, please explore all cost-free options for lodging with family, friends, or alumni. If necessary, the TFC may fund the most cost-effective lodging for students when they are traveling to or from events (only in extenuating circumstances will the $200 guideline be exceeded). Hotels must be requested at least two weeks in advance, but preferably as early as possible.

Airbnb accommodation will only be considered if approved in advance by the Director of Student Activities, Nate Hintze. Furthermore, the total cost of Airbnb must be less than the guideline amount for hotel funding or less than the cheapest available hotels. Club leaders should check with the Airbnb host in advance of the TFC meeting whether groups of college students are permitted to rent the accommodation.

$200 per room per night (including tax and fees), assuming four people per room.

VI. Conferences, Tournaments, and Retreats

Students looking to go on retreats and attend conferences paid for by the TFC may not miss class to do so. In extenuating circumstances, club leaders may consult their faculty advisor, who may represent their cause to the rest of the faculty.

The TFC will not fund events that occur over break (when classes are not in session and housing is closed). Exceptions include the weekend of Fall Break, the weekends at the start and end of Spring Break, and the last weekend of Winter Break. Exceptions may be made, at the TFC’s discretion, for a tournament as part of a club’s league. In such an instance, the event will be funded following regular guidelines – transport leaving and returning to Bowdoin, meals only when the board plan is active, cost-effective hotels, etc.

Under-represented student groups should contact their affiliated offices (e.g. Office of Multicultural Life, Office of Religious & Spiritual Life, and SWAG Center) for conferences, as these offices are now responsible for such funding.

1. Club Bonding Activities

Each non-competitive club with under 175 registered members can access up to $500 per semester for club bonding on or off campus. Non-competitive clubs with more than 175 registered members can access up to $600 per semester for club bonding. It is up to the Club Leaders to spend the bonding activity funds on reasonably-priced transportation, cooking events, crafts, tickets, or other general bonding events. Club Bonding funds should be used for the benefit of the majority of the club, and not for unnecessarily exclusive events. At any time a club can ask the TFC how much money is left in their club bonding funds.

2. Overnight Retreats

For non-competitive clubs that do not travel off-campus overnight, the TFC may fund one Banquet or one Retreat per academic year. For Banquets, see Section IV. 5. A retreat is defined as an off-campus overnight club-bonding event only for club members, related to the club’s mission. The TFC will not fund hotels for retreats. Retreats are usually held at the BOC Cabin or the Coastal Studies Center. The TFC may fund vans and board transfers. Other costs may be covered at the discretion of the TFC.

3. Non-Competitive Conferences

The TFC may fund no more than $500 total for registration/entrance fees for no more than 12 club members to attend one conference that is essential to the club mission per academic year. The TFC can pay for registration, lodging, and travel (not flights). The TFC will not fund conferences that solely benefit participants (i.e. through networking). Conferences of a solely academic nature will not be funded by the TFC and students are encouraged to discuss funding with academic departments or their dean.

Up to $500 for registration fees for up to 12 club members

4. Competitive Conferences

Games or tournaments required for participation in the team’s league will be prioritized over extra league games or tournaments. The TFC can pay for registration, lodging, and travel (not flights). The TFC will make funding decisions relating to other components of the budget in line with current guidelines. 

The TFC will fund 1 competitive scrimmage a semester. Scrimmages must be reasonably close day-trips. The TFC will not fund hotels for scrimmages. The TFC will fund scrimmages at their discretion, considering the number of total events that the club goes to per year. The TFC will fund Board Transfers and a $30 meal supplement for scrimmages.  

5. Hosting Conferences

The registration fees charged to non-Bowdoin teams should cover the costs associated with hosting a conference for non-Bowdoin teams. The TFC may fund the cost of food for necessary campus guests (e.g. judges, referees, etc.) who are essential to the success of the conferences.

$11 per necessary campus guest per meal, up to a maximum of $220

6. Club Sports’ Seasons

The TFC will only fund club sports within their season as specified by the Chair of Student Organizations at the time of their charter. 

VII. Equipment and Gear

The TFC will not fund gear that is already freely available for students to use on campus (e.g. in the Buck Fitness Center, Buck 3rd Floor Facilities). Furthermore, the TFC cannot fund gear to be kept by individual club members, gear to be freely distributed to the campus community or public, or any type of ‘giveaways’. In the event of a global pandemic, the president of the BSG retains the right to lift these restrictions on the funds allocated to the BSG in order to increase student engagement.

1. Justification
2. Uniforms necessary to compete/perform

Uniforms are defined as apparel necessary for competitive and performance groups to compete or perform. The TFC may fund reasonably priced uniforms necessary to compete/perform for all competitive groups and theater groups, regardless of whether they are reusable by multiple members. 

1. Uniforms essential to the SOOC club mission

The TFC may fund reasonably priced uniforms for groups including non-theater performance groups (i.e. Dance Groups) that are reusable by multiple members of the club for generally two years. 

1. Gear essential to the SOOC club mission

Club gear is any item that is the property of the club and is essential to the club mission that is not a uniform as described above. The TFC may fund reasonably priced gear that is reusable by multiple members of the club for generally two years. Gear may only be purchased for current competing/performing members of the organization, and will be funded at the discretion of the TFC. 

When food is an integral part of a club’s mission, food/ingredients will be considered as gear and may be funded at the discretion of the TFC. 

2. Storage & Usage Policy

When requesting funding for equipment, please organize suitable storage for the equipment in advance. This should clarify where the equipment will be kept and if it will be available to all student organizations or solely to your organization. Keeping gear in personal residences is not acceptable for club storage. If you need assistance finding storage space, please contact the SOOC Chair, Vincent Chen (vchen@bowdoin.edu).

3. Liability & Accountability

Club leaders are financially responsible for any gear funded by the TFC. Gear lost or stolen as a result of leadership oversight may not be replaced the following year, and it is the responsibility of all club members to ensure this does not occur. If rented equipment is lost or damaged, the cost must be covered by the responsible club member(s) before further TFC funding can be approved for the club. The TFC has the right to not fund gear that was requested and allocated the previous year but never purchased by the club.

4. Organization Paraphernalia (T-Shirts, Sweatshirts, etc.)

The TFC does not fund nonessential team clothing, but it may provide loans to organizations for these items. If given a loan, you must sign a contract with the Student Activities Office, requiring the club to repay the loan by the semester’s end. Items must be sold at cost, without profit.

An exception will be made for paraphernalia such as stickers, badges, and buttons that either advertise an important service for the campus community or act as part of a wider awareness campaign (not a single event or program). 

$100 for stickers per semester

VIII. Publications and Media

1. Licensing & Registration Costs

The TFC will fund licensing and registration fees with the understanding that the publication should consist of work contributed by current Bowdoin students.

2. Distribution

The TFC may fund printing and distribution costs for publications that are distributed on the Bowdoin campus only. The number of copies printed will be determined on a case-by-case basis.

3. Printing

The TFC may fund publications that are essential to the club mission. The number of editions may be maximized by considering multiple printing companies, and adjusting page numbers, paper type, binding style, and color. To have access to publication printing funds a club must come into the TFC and justify why their publication is necessary, once a club has done this they do not need to return.

$2750 per year for all editions

4. Websites & Software

Clubs should work with IT Services to set up a WordPress website at no cost. Similarly, clubs should inquire about software downloads that are available for college and personal computers. In exceptional circumstances, the TFC may fund website maintenance costs and computer software (either one package available to all club members or individual packages for club leaders only). The TFC will not fund additional Cloud storage as Bowdoin Outlook services provide up to 1 terabyte of hard drive storage per student. The TFC will not fund CanvaPro or other design software subscriptions, as all students have access to Adobe Express through their Bowdoin accounts. 

IX. Expert Instruction and Coaches

The TFC reserves the right to request attendance sheets from practices/sessions with instruction in order to determine if the number of participants justifies the expense of the coach or expert instruction.

1. Weekly Instruction

If the nature of the sport or activity and the number of participants justifies the expense, the TFC may fund a coach or instructor. Each group may spend up to $100 per week on instruction costs. If necessary, Assistant Coaches may be paid up to $50 per week. If the coach is classified as a Bowdoin Casual Employee, the hourly wage is $17.50 per hour, which cannot be changed. Coaching will be provided for the duration of the team’s season, as well as up to three weeks of preseason. Instructors or coaches for non-seasonal sports will be funded for up to 10 weeks of instruction. For specialty clubs, if the coaching fee exceeds this amount and the club has demonstrated a good faith effort in reducing its coaching fee, the TFC will consider allocating higher coaching fees.

Up to $100 per week (plus up to $50 per week for the assistant instructor), for a maximum of 10 weeks.

2. Workshops & Non-Weekly Instruction

The TFC may fund non-weekly instruction if the instructor fees are reasonable and the instruction is related to the club mission.

Typically $100 per hour

X. General Policies

1. TFC Funding Guidelines

The TFC guidelines are not fixed rules, and all values listed are approximations. The TFC withholds the right to make funding decisions at its discretion.

2. SOOC Guidelines Policy

If a club is in violation of the SOOC Guidelines, the TFC has the right to withhold funding until the club has settled the issue with the SOOC.

3. General Funding Policy

The TFC can only allocate money for Bowdoin students and faculty, with the exception of speakers, referees, and coaches. 

4. TFC Voting Policy

The six voting members of the TFC are the four Class Council Treasurers and the two At-Large Representatives. The Chair of the Treasury only votes as a tiebreak. If an TFC member is a SOOC-listed club leader, they must abstain from votes pertaining to budgets for their club (they may participate in deliberation, but must make it known to the TFC that they are a SOOC-listed club leader beforehand). The deliberations of the TFC are private due to the unique nature of committee members’ role as students voting on student requests.

5. Funding Requests & Reimbursements

All budget requests must be submitted to the TFC at least two TFC meetings in advance of an event. Itemized requests must be as detailed as possible (please provide links to costs). All funds must be requested and approved by the TFC before being spent. The TFC cannot fund reimbursements. The TFC cannot reimburse the use of printing credits or PolarPoints.

6. Financial Aid

The purpose of the TFC budget is to fund clubs for the benefit of students, not to fund students directly. The TFC budget cannot be used as financial aid for individual students, however, the TFC acknowledges that there are unique situations where students need to have access to financial aid for club purposes. In this instance, the student or club leaders should speak with the Director of Student Activities.

7. Student-Provided Services

Current students may not be paid for services provided to student clubs using TFC funds. This includes but is not limited to: mechanics, DJs, programmers, and performers. The Bowdoin Student Government is exempt from this rule. Some clubs on Fixed Budgets may be granted exemption during the request process.

8. Fixed Budgets

Fixed budgets that receive an allocation decision in the spring may not return to the TFC in the following fall and spring to renegotiate a similarly requested fixed budget. Fixed budgets that require more funding for things unknown during the spring may come to the TFC to ask for additional funds; however, it is up to the TFC’s ultimate discretion to decide whether to fund. The TFC will audit all fixed budgets at the end of the fall semester.

The Bowdoin Student Government, which may return to the TFC throughout the year to request funding for new initiatives and projects, is exempt from this rule.

9. Fundraising & Donations

See the Bowdoin Code of Community Standards and the Student Activities Club Leaders Manual for Fundraising Policies and Guidelines. The TFC does not fund prizes or auction items, and it cannot allocate funds that are going directly to charitable organizations. If the Director of Student Activities approves a fundraising event (for a charitable cause or organization), the TFC may fund necessary materials for the event if the amount raised will significantly exceed the TFC allocation.

10. Membership Fees

No club can charge formal or informal membership fees to club members. This means there cannot be an individual financial cost for any Bowdoin student in order for them to be full members of that club.

11. Co-sponsorships:

In order to receive funding for a co-sponsorship, all parties involved must be an integral part of the planning process of the event (choosing the speaker/performer, making posters, coordinating logistics, etc.). The event must be relevant to the mission of all co-sponsors. Co-sponsors must come into the TFC together to present budgets for a joint event, or the TFC will withhold funding.

12. Non-TFC Funding:

The TFC asks that all sources of outside funding (i.e. academic departments, SWAG, Student Center for Multicultural Life, etc.) be finalized and given to the TFC prior to the committee’s deliberations. If outside funding sources are not finalized at that time, a decision on the request will be delayed.

13. Budget Request Submission Format

The TFC will postpone a budget request if the request is not submitted through proper formatting (Excel) through CampusGroups by midnight on the Friday prior to the next meeting. Itemized lists must be included in the request to avoid delays in funding. Links for items purchased online must be included when possible. 

14. Virtual TFC Policy

If the college is in a state of remote learning, the TFC will continue to fund student clubs and organizations as it would if the school were not in a state of remote learning. All budget requests made while in a state of remote learning must be in accordance with the TFC Guidelines. As always, the TFC withholds the right to make funding decisions at its discretion. 

15. Personal residences

The TFC is unable to provide funding for events in personal residences, whether they are club-only or public events. Individual rooms, apartments, or off-campus housing all fall under personal residences. Clubs must hold events in spaces bookable through CampusGroups, or public spaces in college houses/residence halls.

16. Club Categorizations

Charter B Clubs, as defined by the Student Organizations Oversight Committee, will be able to reserve rooms and can only request funding for their snack budget, vans, and posters. Club membership totals are determined using your organization’s CampusGroups page. Clubs must keep their member totals up to date.

17. Club Donations

If clubs have substantial funds in their club accounts (excluding funds raised through the GoUBears Challenge) the TFC may not fund any budget requests unless there is a sufficient reason why club funds cannot be used. 

The Treasury Funding Commission (TFC) meets weekly and allocates money from the Student Activities Fund to chartered organizations. Please review this manual and TFC Guidelines to help clarify the TFC’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 TFC Chair or members of the Student Activities Office. The Student Activities Office will gladly walk your club through your first TFC 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:  

• TFC Chair – Chase Lenk clenk@bowdoin.edu
• TCC Chair – Tyler McGrath tmcgrath@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 – Brandon Rogers-Reed b.rodgersreed@bowdoin.edu

 Before Submitting a Budget

• An organization must be chartered by the TCC before receiving TFC funding. Contact the TCC 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 TFC’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 TFC meeting, if necessary (you will be notified my midday on Sunday). Meetings are held between 5:30PM-8:00PM on Mondays.

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

Wednesday: Allocation Emails Released (midnight)  

Friday: Budget Submission Deadline (midnight)  

Sunday: Meeting Schedule Released (midday) 

How to submit a successful budget:  

1. First consult the TFC Guidelines.
2. Make requests as specific as possible. Any requests for funding should be justified with line item breakdowns and explanations of each item. However, it is better to submit an early tentative budget than a late final budget. Budgets must be submitted by Friday at midnight to be considered for the following Monday’s meeting. All meetings occur starting at 5:30PM on Mondays. 
3. Student Activities can help you figure out what costs have been previously submitted. 
4. Club leaders and the creator of the budget must attend the TFC meeting if they are scheduled on the agenda (an email will be sent out each Sunday evening with the agenda) 

When live, the online Budget Submission Form is located on the homepage of CampusGroups.  

Reimbursements for costs that have already been incurred will not be funded by the TFC.  

Misuse of TFC funds will result in a meeting with the TFC and TCC Chairs, a serious examination of future budget proposals and, in extreme cases, suspension of a charter for the length of time deemed appropriate by the Chairs and the Student Activities Office.  

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 TFC budget and intentionally overspending may result in the loss of future access to TFC funds. Failure to properly log your purchases and submit your receipts may result in the loss of future access to TFC 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 TFC 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 TFC Student Reimbursement form on CampusGroups, upload the appropriate receipts (all receipts must be itemized, non-itemized receipts will not be reimbursed) and submit your reimbursement for repayment. Once approved, if you have an active direct deposit arrangement for paychecks, the reimbursement will be deposited directly, otherwise you can expect a check in about two weeks after approval.

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 photocopies of your 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 TFC 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 TFC. The bid form is the first step before inviting a guest. 

3. Reserve a Space for the Speaker.  

4. Submit TFC 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.

3. 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.” 

4. 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.

5. 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”. 

6. 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!

Students are not allowed to enter into contract negotiation or agreements on behalf of Bowdoin College. Before engaging in discussions with any potential Coach or Instructor, Club Leaders need to reach out to the Student Activities Office to discuss proper hiring procedures. Club Leaders are required to follow the Bowdoin Contract. 

You will need:

• Contract Negotiation Form, which can be obtained from the Student Activities Office. This process must be started no later than four weeks before your anticipated start date.  

Coaches/Instructors are not allowed to work with teams outside of their allotted hours stipulated in their hiring agreement. Once an instructor/coach becomes a paid employee they are no longer allowed to be a volunteer on campus. All Coaches/Instructors must be fully vaccinated for COVID-19.  

Volunteers, Alumni, and Community Members

Any club that is interested in working with a volunteer needs to work with the Student Activities Office to make sure the potential volunteer fills out the proper paperwork and is fully vetted by the College. All volunteers are prohibited from working with the club in advance of completing all required paperwork and receiving a clear background check.  

Bowdoin alumni community members that are not considered Advisors or Volunteers and have not been vetted by the College are not allowed to participate in club activities. 

To send a newsletter to alumni or plan a Homecoming event on behalf of your student organization, please keep these logistical deadlines in mind:

First Step: Schedule a meeting with Student Activities to discuss event logistics.

• Homecoming Events: Plan well in advance. Meet with Student Activities before April for an event in the following Homecoming. (e.g., Homecoming in September 2025 → Meeting by April 2025)

• Newsletter: Please connect with either Dominique O’Neil, Assistant Director of Alumni Relations (dlozzi@bowdoin.edu) or Dan Olds, Vice President of Alumni Relations (d.olds@bowdoin.edu) for next steps.

After Approval: Once approved by Student Activities, you will begin to work with the Alumni Relations Office to finalize logistics and plan the event / newsletter.

BOWDOIN COLLEGE CERTIFICATION FOR ELIGIBILITY FOR CLUB SPORTS 

1. Captains from the team will obtain the certification form from the applicable team association such as IHSA.
2. Captains will review the form to see what needs to be obtained for eligibility (ie, student ID, enrollment verification, signatures, etc).
3. Captains will obtain all personal information from team members such as ID, DOB, etc that is not releasable by the Office of the Registrar.
4. Captains will be sure to confirm with the Registrar’s Office that all team members have given consent to release information on their enrollment form. If someone has not given the Registrar’s Office permission to release information, they will need to email the Registrar at registrar@bowdoin.edu to provide that.
5. If a student intends to participate in sports during their time at Bowdoin, they only need to indicate this during their first enrollment period prior to participation in said sport.
6. Have a member of Student Activities sign the Club Sports Eligibility or Award Nomination Certification Form.
7. The Registrar’s Office can confirm the enrollment, grade level, academic standing, and gpa only if the release has been provided.
8. The Registrar will sign the form and return it to the team coach/representative for submission.

Link to form: student-organizations/bowdoin-college-certification-for-eligibility-for-club-sports-form.pdf

For more information contact: 

The Registrar at registrar@bowdoin.edu

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. 

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

Computer requirements to take the test: 

1. 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.
2. You must have Macromedia FLASH PLAYER 11.0 or newer installed. You can download FLASH PLAYER at www.adobe.com
3. If you have a pop up blocker installed you must turn it off for the duration of the test.
4. Test cannot be run on Chromebooks.
5. Close all other programs on your computer before taking the test.
6. You need a broadband internet connection.
7. The computer you use must have an external mouse.
8. The screen must be 12 inches or larger.
9. Java Script must be enabled.
10. If you are running Windows 7, make sure power management is set to High Performance; otherwise performance will be slowed negating test scoring.
11. 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: 

1. 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 

1. 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.
2. 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). 
3. 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** 

1. 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.
2. Contact NAHGA Claim Services (800) 952-4320 with any questions.
3. 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 

Jennifer S. Harvey '04 Leadership Award for Junior Varsity and Club Sports Leadership

Every year during the Athletics Award Ceremony this annual award is presented in support of and to acknowledge non-varsity athletics at Bowdoin. The award is presented at the Sports Night ceremony held each spring. 

Submit nominations to: 

Silvia Lorrain, Associate Director of Student Activities 

Email: slorrain@bowdoin.edu 

In the absence of a Bowdoin provided athletic trainer, Clubs may substitute student who are trained as EMT, Wilderness First Responder or First Aid. Student trainers must remain onsite for the duration of the contest or tournament. Student Activities will provide you with a first aid kit to use. 

To make a reservation request, please fill out the event submission form on CampusGroups two weeks prior to your event. In order to reserve a room on campus, you must be a chartered student group with a project code or affiliated with a department here on campus. If you don’t know your group’s cost center, please ask the Student Activities Office.  

Booking meeting/event space for your club (part 1)

Booking meering/event space for your club (part 2)

If you need to change/alter your event after it has been booked, please e-mail scheduling@bowdoin.edu. Be sure to request all set up details (i.e. chairs, tables, podium, buffet tables, etc) to scheduling@bowdoin.edu at least two weeks before your event is scheduled to take place.  

Campus Scheduling works to accommodate all requests. There are times in which your event may be bumped. Academically driven functions, catered meals, and College events do take precedence. If this happens, Campus Scheduling will work with your student group to find an alternate space for your event. At the end of each semester, student groups may only program during the first two days of Reading Period. After this period of time, programming is prohibited. Programming is prohibited from taking place over the summer. 

For more information on scheduling contact: scheduling@bowdoin.edu  

Reserving Private Dining Rooms

In order to accommodate all groups who would like a private meeting, private dining rooms at Thorne or Moulton can only be submitted for one of the two slots: 5pm - 6:15pm or 6:30pm - 7:45pm. To reserve a private dining room, please go through the event submission form on Campus Groups. All spaces are linked with Campus Groups. 

Other Spaces  

Rooms are reserved through your organization page in CampusGroups. Some spaces require clearance before the Campus Scheduler can book it for you. Others require that you book your space directly with the department coordinator. Please refer to the list below before submitting your event submission form in CampusGroups.  

List of Clearance Spaces

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
• 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. 

Bowdoin Dining Board Transfers

At no cost, student groups may transfer board to receive a meal subsidy from Dining Services while traveling. Board transfers can occur up to twice per year unless Dining gives a club special permission. Board Transfers will be organized through the TFC, and will be supplemented to make a total allocation of $8 per person per meal. After meeting with the TFC, all participating students’ names & ID numbers will be required at least one week before the event. When requesting a meal subsidy, please note Dining’s rates are the following: $2.60 breakfast, $3.50 lunch/brunch, and $3.95 dinner. Send the completed list and request or questions to Stephanie LeMieux (slemieux@bowdoin.edu).  

External Vendor Catering 

When a student group places a catering order (i.e. catering from a restaurant, food truck, etc), a sales tax exemption certificate must be presented. Please work with Student Activities staff to get a tax exempt certificate for your order.

As you plan your event, please refer to the College's Accessibility Guidelines:

https://www.bowdoin.edu/accessibility/student-accessibility-office/event-planning-accessibility-guidelines.html

Facilities setups requests must be made when you are reserving your venue with the campus scheduler via CampusGroups at least two weeks ahead of time. Requests can include extra chairs, tables, trash cans, etc. If you have any special requests, you can always check with a member of the Student Activities staff to see if Facilities has the means to accommodate your event. When an event requires a specific setup, a diagram should be provided to Facilities. Be sure to request any and all changes and additional set up details by emailing scheduling@bowdoin.edu two weeks before your event is scheduled to take place. There is a fee associated with all Facilities requests and your project code will be billed.  

If there are any maintenance issues with your venue, you can place a work order. 

If you need Audio Visual services for your event, please fill out the request as part of your event submission form on CampusGroups. All requests must be submitted a minimum of 2 weeks in advance of an event in order to schedule the appropriate resources. Events requests received less than 2 weeks before the event may not be able to be serviced. You will be notified if an event is accepted or not.  Please note that Audio Visual Services do not provide equipment for bands. Your club should be as specific as possible in the request to AV services. There is no fee associated with booking Audio Visual Services for your event. However, assistance is only available on a first-come, first-serve basis with classes taking priority. All cancellations must be done 24 hours before the start of the event. If the event is cancelled within the 24-hour window or if no one shows up to host the event, there may be a $100 departmental charge to the hosting department to cover the costs of staffing, setup and teardown.  

For complex audio needs (including events in Pickard Theater), please work with the Student Activities Office to book AV Technik, a local contracted production company.  

The BOC is connect and work with any student groups interested in the BOC. Please refer to the following guidelines to see what we offer: 

collaborative-programming-with-the-bowdoin-outing-club.pdf

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 TFC. 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.  

Guidelines for Mailings to Students 

It is important that you contact the Mail Center as part of the planning for your mailing.  

Basic Information  

• Use size discretion for large volume of mailings to students (max 50 students per mailing).
• Club leaders of clubs that would like to send out items to club members must provide a list of names to the Mail Center and notify recipients of the mailing. Prompt pick-up is appreciated.
• Box numbers must be put on all items
• For special occasions where candy or food might be distributed, please discuss in advance with the Mail Center staff. Candy or food items must be wrapped and cannot require refrigeration.
• For unaddressed mass mailings, discuss options with Mail Center staff. Absolutely no external mass mailings.

In an effort to rein in the amount of Class Standing List emails, we are limiting the amount of emails sent through these lists. The policy for emails sent to the Class Standing Lists is:

• Any email sent by the Bowdoin Student Government (exec team, Multicultural rep, Mckeen center rep, etc), Class Councils and departments will be approved. Emails that are directed at a specific class need to be more than just changing Dear XXX Class at the top of the email.
• The email needs to be written specifically as to why that class should attend the event or be involved.  Student Activities will allow groups to send one email advertising an event or deadline.
• Emails sent after 5:00pm or over the weekend will be approved the next business day. If you have an urgent reminder please use the CampusGroups Feed.

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:  

1. Complete the driver application to obtain an MVR. 
2. 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. 
3. Complete Traveler’s large passenger van training on-line and print the certificate of completion. The training takes about 30 minutes to complete. 
4. Review Bowdoin’s Vehicle Reservation Video. The video is about 5 minutes. 
5. Sign up for a 20 minute commentary drive within 30 days of completing the required on-line training(s). 
6. 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.  

Please refer to the following link for all Bowdoin Dining Catering policies: https://www.bowdoin.edu/dining/catering/student-catering/index.html

If your organization wishes to screen a film, you may need to obtain public performance rights for the event. Please consult the leaders of the Bowdoin Film Society or the Student Activities Office to learn more about how to secure the rights. The fee to obtain the rights must be included in an SAFC request prior to the movie screening.  

If you believe you may need extra help at your event, come meet with a member of the Student Activities Staff. They may be able to assign students to work your event (ushers, box office staff, etc).  

Approved and Recommended Vendors (Apparel) 

The Student Activities Office has a list of approved vendors for Apparel purchases that can shared with you to assist in your planning. There is also a list of recommended and frequently used vendors, including photo booths, inflatables, entertainment, agencies, rental equipment, other professional services etc. These are vendors we have worked with in the past and can ensure quality services and products. You can see any member of the Student Activities Office for suggested vendors to assist you in your event planning.  

Student Activities Student Organization Policies 

Student Activities holds students accountable for their actions on and off-campus and has the discretion to address minor violations of College policy, including violating rules outlined in the Club Leader Manual which includes (but not limited to the following below), without referring the student group to the SOOC or the processses outlined in Code of Community Standards. 

The Code of Community Standards

This CCS will remain as the parameters and framework for each and every club at Bowdoin College. 

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 less significant 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 is not limited to, the below):

Overspending SAFC Accounts 

Intentionally overspending or spending TFC funds without submitting an TFC request may result in the loss of future access to TFC 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 TFC 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 for Student Organization or Club Sport purposes.

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 TFC. If a Bowdoin vehicle is in an accident that involves a parked automobile your groups access to Bowdoin vehicles will be suspended for a semester. 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 TFC can elect to not pay these fees, in that case, 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 

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. Alleged violations of College policy will be addressed through the applicable process. 

The Student Group Disciplinary Process is outlined here. 

Bowdoin College Student Entrepreneur and Ambassador 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 or act as representatives or ambassadors for an organization 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, or brand awareness 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.
• 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. 
• A member of the sponsoring student organization must be present the entire time while the outside organization is on campus.   
• Outside organizations are not allowed to petition on campus.

 College Houses

• 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.  
• Cannot endorse candidates or an issue.
• Cannot use College House funds in hosting of political activity expect 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.

Our corner of Maine is linked to the rest of the country and world in a multitude of ways. Any given year, Bowdoin students choose to engage on issues near and far, from politics to global conflict. College policies on events, gatherings, demonstrations, and rallies can be found sprinkled across various parts of the Club Leader Manual and the Code of Community Standards. Rather than serving as the end-all be-all, the following FAQs exist to provide an overview of relevant policies and to offer initial guidance for students contemplating and planning to engage in this type of programming.

Q. Where do I find information on voting and registration in the United States?

A. Bowdoin Votes offers a wealth of information on voting and registration practices. Voter registration activities on campus must be nonpartisan and may not be conducted by partisan groups.

Q. Can students or organizations hold rallies or demonstrations on campus?

A. It depends. The College policy on Use of College Property contains detailed guidance on how students and organizations may utilize the campus for events. This includes:

• The use of College facilities and grounds must be approved in advance by the relevant College office. If you are not sure where to begin, the student activities office is a good place starting point.
• College policy prohibits displaying of banners, signage, flags, or objects from College buildings, trees, or structures. Chalking is permitted on College pathways and sidewalks, provided it does not violate policies on Student Freedom from Discrimination and Harassment.

Q. What other policies on postings or flyers should I be aware of?

A. The Club Leader Manual contains a wealth of information for anyone looking to organize an event on campus, including suggestions on how to promote your event. Just navigate to the “Advertising on Campus” section.

Q. Do state, federal, and local policies apply on campus?

A. Yes. The Academic Honor Code and Social Code specifically states that students must abide by relevant state, federal, and local policies.

Q. What about guests or activities that take place off campus?

A. The Academic Honor Code and Social Code and the Guest Policy also state that Bowdoin students are responsible for the behavior of any guests hosted on campus, as well as for their own individual behavior on and off campus.

Q. What’s my responsibility if my group organizes a demonstration or I participate in one?

A. The biggest thing to keep in mind is that activities may not obstruct teaching, research, administration, athletic activities, or other College programs. The Academic Honor Code and Social Code contains helpful examples of actions that constitute disruption of the orderly processes of the College. If you still have questions, you can always reach out to staff in the student activities or office of the dean of students.

Q. What about noise levels? Are there policies to consider there?

A. Yes. The On-Campus Noise Policy prohibits excessive noise that disturbs the ability of community members to engage in academic pursuits, obstructs classes, College business and faculty offices, the neighboring Brunswick community, and other campus activities. The impact of noise is an important consideration of planning or managing any event. Student activities and the office of safety and security are important resources to consult. 

Q. Where do I find information on reserving spaces?

A. You can find detailed information about reserving spaces in in the Club Leader Manualunder Venue Reservations. It is also always a good idea to contact whatever college department oversees the space you are hoping to reserve. Any student-organized activity or event that takes place in College facilities or on College grounds must go through our space reservation process This is a standard we maintain to ensure appropriate staff, support, and services for all events.

Q. Are there specific guidelines for College Houses or Residential Spaces?

A. Any events or gatherings hosted in a College Houses must be approved collectively by members of the House and are subject to Bowdoin policies and Maine laws. Individuals interested in using a College House should communicate directly with that House’s campus community and academic liaison. 

Any events or gatherings occurring in common indoor or outdoor spaces of a Residence Hall must be approved by the Proctors or Resident Assistants overseeing the building and are subject to all Bowdoin policies and Maine laws. Individuals hoping to use a residential common space should contact the Office of Residential Life.

Q. What expectations are there for student organizations engaging in political campaign activity? What about individual students?

A. The Club Leader Manual has a detailed section on the “dos and don’ts” of campaigning on campus (see Student Political Campaign Policy). Make sure you review it carefully and reach out to the student activities office with any questions.

Q. Can an outside organization operate on campus?

A. Again, per the Club Leader Manual’s Student Political Campaign Policy, student organizations can reserve rooms and Smith Union info tables to support these outside organizations and causes. Members of the public are allowed to be at these tables. A member of the sponsoring student organization must be present the entire time while the outside organization is on campus. Outside organizations are not allowed to petition on campus.

Key contacts:

Office of the Dean of Students

Office of Residential Life

Office of Safety and Security

Office of Student Activities

Student-run media organizations, which include newspapers, magazines, radio, and other programming, are editorially independent of the College and its administration.

More information can be found in the Code of Community Standards:

https://www.bowdoin.edu/dean-of-students/ccs/campus-life/student-run-media.html

More information can be found in the Code of Community Standards:

https://www.bowdoin.edu/dean-of-students/ccs/campus-life/solicitation-on-campus.html

The Office of Communications and Public Affairs is excited to help your club or organization tell your story, get new gear, and promote your activities and events.

The easiest way to ensure that your club or organization looks great and adheres to these standards is to get our office involved early.

https://www.bowdoin.edu/communications/guidelines/student-clubs-and-organizations.html

Note: this policy applies to student groups seeking to fundraise. Individual students with questions about fundraising should reach out directly to Tim Ryan (Director of Athletics) and/or Nate Hintze (Director of Student Activities and the David Saul Smith Union).

The College recognizes student groups may occasionally seek to organize fundraising efforts, either to benefit charitable causes not associated with the College, or to benefit groups themselves. Students must request and receive formal approval to organize such efforts, either from the Director of Athletics (or their designee) or the Director of Student Activities (or their designee, including the Director of the McKeen Center for the Common Good).

https://www.bowdoin.edu/dean-of-students/ccs/campus-life/fundraising-policy.html

This training is for any clubs that would wish to cook their own meals and serve to students.  Clubs must have two active members that have completed this training. Groups must have completed this training before they can serve any food.

ServSafe 6th Edition Food Handler® Online Course and Assessment is a comprehensive solution that delivers consistent food safety training to employees. This ensures the same food safety principles are delivered each and every time.

Exam Type: Three attempts at the online assessment are Included
Certificate: The ServSafe Food Handler Certificate is valid for three years

Sections can be completed in approximately 10 minutes.

Color photographs from the learners point of view helps reinforce food safety concepts.

Covers five key areas:

• Basic Food Safety
• Personal Hygiene
• Cross-Contamination & Allergens
• Time and Temperature
• Cleaning and Sanitation