Policies and Forms

Policies

General Forms and Policies

• General Policies for Student Organizations at ETSU
• Guidelines for Campus Displays and Advertisement
• Student Organization Handbook
• Access to University Property Policy
• Reservation Policies Specific to Students/Student Organizations

Forms and Policies for Presidents and Advisors

• Organization Roster Template
• Student Organization Advisor Manual
• Crime Statistic Report Form
• Your Role as a Campus Security Authority (CSA)
  
  • EHS Training Module for CSAs - Login
• Recognizing and Helping Distressed Students-- A checklist of signs and symptoms
• Student Organization Advisor Overview Video-- A 6-minute overview of what to expect as a student organization advisor at ETSU. 

Fundraising

• Financial Solicitation and Acceptance of Gifts Policy
• University Advancement Solicitation Fundraising Request Form
  (To solicit business or alumni donors) 
• General Fundraising Policy for Student Organizations at ETSU

Advertising 

Regarding activities off-campus:  We ask that student groups observe on-campus guidelines. 

Guidelines for campus displays and advertisements

NEW POLICY as of Jan. 1, 2024

• To include an event announcement in the universities Tuesday Weekly Update and Events  email to all students and/or faculty/staff, you must create a Campus Life Calendar event. See complete instructions and options HERE.

• An effort is made to only send one Buc-Hub event message per day. Requests are scheduled on a first come, first served basis. To send an announcement through the Buc-Hub to all student organizations, please email the complete announcement as you wish for it to appear (including any graphic images to be used) to wardence1@etsu.edu
  
  
  
• Check out, follow, and tag our social media pages to help advertise your organization and/or events.
  • Facebook
  • Instagram -Please post to your story and tag @etsuactivities in the story in order for us to reshare - we cannot reshare your regular posts.
  • Twitter

Culp Tabletop Advertisements

Temporary Signage (Yard Signs)

NOTE: Signs will not be approved for use beyond the first 2 weeks of each semester.

For A-Frame display in the Culp Center please reach out to Carter Warden (wardence1@etsu.edu) and Calli Jenkins for (jenkinscp@etsu.edu) approval. ALL A-FRAMES NOT APPROVED ARE SUBJECT TO REMOVAL.

Sidewalk Chalk Permit Form

TV Display Announcements

Button Maker Requests

Events

Reserving Space & Supplies

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• Reserve Space on Campus
• Event Planning Checklist for Student Organizations
• Culp Center Reservation Forms
• Basler Center for Physical Activity (CPA) Reservation Form
• Meeting Spaces List
• Tent Reservations
• Popcorn Machine Reservations
• Walkie Talkie Reservations

Event Policies and Managing Risks

• VIDEO TRAINING--Risk Management for Events with Alcohol
• Policies& Procedures for Events with Alcohol
• Register a Student Organization Event with Alcohol  (Online Form--Risk Management Assurance for Events with Alcohol)
• Alcohol Vendor Statement of Responsibility
• Participation Information & Liability Waiver--Example
• Emergency Contact Form--Example

Football

• Tailgate guidelines
• Student Football Ticket Login
• Student Tailgate Sign-Up Form

Organizations

• Process for Registering a NEW Student Organization
• Sample Constitution
• Student Organization Roster
• Constitution Rubric
• Storage Space Request Form
• Request for an On-Campus Bank Account ("Agency Fund Request")
• IRS Non-Profit SS-4 Instructions
• IRS Non-Profit SS-4 Form
• Buc-Funding
• SOAR 2022 PowerPoint

Food Trucks

Food trucks must be hosted on campus by a student organization or campus department.

Steps for a student organization/campus department to host a food truck on campus:

1. Review the food vendors policy.
2. Email dardenm@etsu.edu to see if the vendor has any active paperwork.
3. If paperwork is missing, inform the vendor of the required documents.

Mobile Food Vendors are required to have the following paperwork:

• Proof of $1,000,000 of liability insurance 
  This can be found on your certificate of Insurance (COI). Please ensure the expiration date listed is after the on-campus event 
• A copy of most recent health inspection, which must have a passing grade 
  If you don’t have the one page document, you may be able to access it here  
• City of Johnson City Mobile Food Vendor Permit 
  As a part of the Mobile Food Vendor Permit process, you will need apply for a  current license to do business in Johnson City. This will also be needed in your packet. 
  
  • License to do business for Johnson City-based businesses 
  • Or license to do business for transient businesses 
• A signed and dated Vendor Statement of Responsibility and University/Hosting Organization Release