Note: This is not a comprehensive listing of SAO policies. The policies listed represent those most frequently referenced. Please stop by Schleman Hall, Room 250 for any questions regarding policies and procedures.

Car Smashing
Student organizations may sponsor a car smashing event. Certain rules and restrictions apply. Come to Schleman Hall, Room 250 for more information. For student organizations planning a car show, the following guidelines apply:

• The vehicle must be placed by a commercial towing company.
• The fuel tank and all associated fuel supply systems for the vehicle must be removed.
• All fluid materials in the vehicle shall be removed. This includes, but not limited to, lubricants, cooling materials, brake fluids, windshield washer solution, and fluids used for shock absorption.
• The vehicle shall be free of all materials possessing mechanically stored energy. This includes, but is not limited to, automobile airbags, shock absorbing bumpers, and air shock absorbers.
• All glass will be removed from the vehicle including mirrors, headlights, taillights, and any side marking lights.
• The vehicle must be placed on two sheets of plastic that are minimum thickness of 10mil. The plastic must extend at least 10 feet beyond the edge of the vehicle on all sides.
• The vehicle must be secured in a manner such that the application of a two hundred-pound load will not result in any movement of the vehicle.
• A barrier must be placed around the vehicle. The barrier must be a minimum distance of 10 feet from the edge of the plastic.
• Only one contestant at a time will be allowed inside the barrier.
• Contestants must be wearing full-length pants and a shirt that covers all portions of the upper torso.
• Contestants must wear safety goggles or a full-face shield. Contestants shall also wear leather gloves which will meet the requirements of O.S.H.A. Standard 29 C.F.R. 1910.156
• The vehicle and all detached debris must be removed from the site before dark on the day of the event. Prior arrangements must be made for the removal through a commercial towing company.
• Hold harmless agreement must be signed by each participant. This agreement should be given at the time of initial approval of event planning form at the Office of the Dean of Students, Student Activities and Organizations.

Certificate of Insurance
For high-risk activities, such as barn dances, hayrides, moonwalks, dunk tanks, bungee runs, sky diving, car racing, bicycle races, professional entertainment, etc., a certificate of insurance in the amount of $1,000,000 or more general liability is required. This may be obtained from the property owner. If a hayride is planned, a special rider must be included. The certificate holder must be: Trustees of Purdue University. A hold harmless agreement (RM 29) for participants may also be required for some events. Come to Schleman 250 for sample agreements.

Charity Events
Recognized student organizations may raise funds or cash, goods, or gifts in kind on campus on behalf of a charitable organizations under the following provisions.

• The event must be scheduled on a Purdue student organization Event Planning Form.
• The sponsoring student organization must provide a statement verifying that the charitable student organization is organized and operated exclusively for charitable purposes as defined by the Internal Revenue Code, Section 1-501 (c)(3)-1(d)(2).
• If such a statement of verification is not available in the case of solicitations for disaster or human suffering, the sponsoring student organization must obtain prior approval from the Office of the Dean of Students. If an outside individual or group is coordinating the charitable fundraising, the sponsoring student organization must obtain a statement on letterhead explaining the cause and procedure.
• The sponsoring student organization must adhere to the policies and procedures for funds collected as prescribed by the Business Office for Student Organizations.
• Charges will be made to the sponsoring student organization for any services or facilities provided by the University whenever applicable.
• Student organizations will be limited to three (3) periods of charity per semester not to exceed seven (7) consecutive days each. An additional charity activity will be permitted each semester to support the University's United Way initiative.
• Approval will not be given for solicitation of funds or revenue producing sales and programming for political or religious organizations, political candidates or causes as defined by the Internal Revenue Code,1-501 (c)(3)-1(d)(2).
• The University may set restrictions on this type of activity with regard to time, place, and manner.

Revised 8/01, Policy on Retailing, Soliciting, Sponsorship, and Marketing Activities on the Campuses of Purdue University, Article 8, Section 8.04

Split Charities
A stated goal in the University Strategic plan is an increase in engagement, service learning, and community service, which resulted in the formation of the Office of Engagement and the Boiler Volunteer Network. This modification of our existing practice serves to not only support student organizations but also the Strategic Plan. In support of the mission of Business Services in regards to offering thoughtful guidance and delivering quality service, and the mission of ODOS in regards to providing students with worthwhile experiences, it is important to respond to this increased interest in split charitable activities; therefore, student organizations may conduct split fundraiser/charity activities, effective January 12, 2004. Split charity events may be defined as a certain percentage split of net proceeds between the student organization and charity.

Stipulations for a split charity include the following:

• The charity must receive at least 50% of net proceeds.
• The sponsoring organization must clearly advertise the manner in which the charity will be receiving funds, subject to approval by ODOS.
• A written acknowledgement and approval of the split proceeds by the charity organization representative must be received by ODOS prior to approval of the Event Planning Form (click here for sample letter). The approval by the charity and the percentage of the split must be noted on the Event Planning Form prior to submission to BOSO.
• Fraternities, sororities, and cooperative housing organizations that do not maintain accounts with BOSO must give their portion of net proceeds to their respective governing council (i.e., Interfraternity Council, Panhellenic Association, and Purdue Cooperative Council).
• All cash receipts collected in connection with a charity activity must be deposited to a charity account established by BOSO according to University cash handling procedures.
• Any questions or issues regarding the percentage of the split, as approved on the Event Planning From, will be addressed by ODOS.

Commercial Solicitation

Appendix B: Regulations Regarding Retailing, Commercial Soliciting, Canvassing, Sponsorship, and Marketing Activities on the Campuses of Purdue University

Retailing, commercial solicitation, canvassing, sponsorship, and marketing activities of any product or service on campus is generally prohibited, except for the provisions contained in this document. Nothing contained herein shall be interpreted to limit the lawful and authorized or constitutionally protected use of University facilities.

Commercial Sponsorship of Student Organizations
A student organization may accept financial assistance (i.e., money, products, or service) from an agency, company, or business that is not a part of the University under these conditions:

• The student organization may not imply any endorsement, nor connection between Purdue University and any product, service, agency, or business.
• All advertising and promotional material must clearly and dominantly indicate that the student organization is the sponsor. An outside source giving significant financial assistance may be recognized as a supporter through the use of the words "with support from." The Business Office for Student Organizations determines the extent to which financial assistance is significant.
• The student organization must manage all advertising and promotions.
• The student organization may not permit the free distribution of an outside source's commercial product on campus if the activity is open to the public.
• If commercial sponsorship of a student organization is from a business that primarily involves the production, sale, distribution or serving of alcoholic beverages, that acknowledgement must contain a clearly identifiable message from the outside source promoting responsible drinking.
• If commercial sponsorship of a student organization is from a business that primarily involves the production, sale, or distribution of tobacco products, that acknowledgement must contain a clearly identifiable Surgeon General's warning about the health risks associated with the use of tobacco.
• Before any commitment is made to accept financial assistance from an outside source, the student organization must secure a contract with the outside source, and the contract must be approved by the Business Office for Student Organizations.
• Whenever an outside source plans to provide a product or service, both the student organization and the outside source must agree to write into the contract a liability statement that is satisfactory to the staff of the Business Office for Student Organizations.

Encumbrances
Student organizations may encumber members for failure to make payment to the organization. Eligible encumbrances must be for charges universally applied to all members (e.g. national dues, local dues, equipment, uniforms, room and board, etc.). Minimum encumbrance is $50. Other rules and restrictions apply. Come to Schleman Hall, Room 250 for more information.

Games of Chance/Raffles
Student organizations may not conduct games of chance on or off campus. Games of chance include, but not limited to: bingo games, raffles, charity game nights, door prize events, or festivals that include prizes from pull tabs, punch boards, or tip boards. Games that require some level of skill are allowable. Examples of games of skill include: guessing the number of jelly beans in a jar, basketball shooting contest, tossing a bean bag through a loop, etc. Special note: Casino-type games (e.g., blackjack, poker, craps, etc.) are considered games of chance, not skill.

• Overview: Information about members of student organizations is important to support the business need of the organization; provide emergency contact information for its advisors, officers or other members; inform other students about program events; and for communicating the business of the organization to its members. Collecting personal information from student organization members, especially medical information or the social security number that is private and confidential, is discouraged. If there is a legitimate business need for this confidential information, officers must request only the minimum amount of information necessary to accomplish the purpose in order to reduce the risk of abuse if the information is accidentally or intentionally disclosed. If there is a need to collect medical information, the approved form is available at http://www.purdue.edu/ODOS/sao/forms/forms.htm.
• Current Process: The current process for obtaining information about members is 1) to ask members to self-disclose information and/or; 2) to obtain information from the Office of the Dean of Students, prepared by the Office of the Registrar, through the organization's advisor. Information released to the student organization advisor is accompanied with the proviso that the information be used in a timely manner since the data change daily. Storing operational data obtained from the Office of the Registrar, such as addresses, is not recommended because of the changeable nature of the data and the fact that students can elect to restrict some or all of their directory information. Non-directory information prepared by the Office of the Registrar is released only to the advisor to the student organization. Non-directory information released by the Office of the Registrar to the advisor must not be shared with members of the student organization without the student's prior written consent (see Student Organization Participant Consent Form).

Proper Usage of Student Data by Student Organizations:

1. Any officer collecting data for the organization’s members needs to be aware of the following:
    
   • Signed Student Organization Participant Consent Forms must be obtained for any educational, demographic, medical, or personal information about individual members and an explanation must be given as to how the information will be used, where it will be stored, and who will have access to it. The approved consent forms are available at http://www.purdue.edu/ODOS/sao/forms/forms.htm.
      
   • Data provided by the student organization advisor should only include directory information, based on the draft of "Policies and Procedures for the Release of Student Information" (http://www.purdue.edu/VPSS/DSE/index2.htm)
      
2. Officers of student organizations should sign statements of confidentiality of records (see the Election Report and Officer's List form) that indicate that they understand that student organization members have a right to privacy. Officers must understand that the information they solicit from student members may be identical to student education records, which are covered under the Family Education Rights and Privacy Act of 1974, as amended (FERPA). As such, the information collected must not be shared with any other individual without the student's prior written consent.
    
3. Any officer storing data for student organization members either electronically or via other media must follow these guidelines:

• University data provided by the student organization advisor must be protected from unauthorized access. If the data are defined by the University as "directory information," no special requirements are needed. (see http://www.adpc.purdue.edu/mi/WL/Security/web/DATASEC/handling.htm and http://www.purdue.edu/oop/univregs/pages/stu_edu_rec/stu_edu_rec.html for the definition of "directory information")
   
• Data collected by the student organization must be protected from unauthorized access. http://www.adpc.purdue.edu/mi/WL/Security/web/DATASEC/handling.htm
   
• Do not collect the SID for members since this is often the student's social security number. If there is a business need to have this information, the student organization must inform its members about why this is needed and the potential risks. See Executive Memorandum B-54 for additional information on requesting the social security number located at the following site: http://www.purdue.edu/oop/policies/pages/human_resources/b_54.html
   
• Officers sharing computers should take precautions when there is a need to store student information on a non-secured, shared computer. Documents and files should be password protected on shared computers. Student information must never be stored on a public computer's hard drive. Instead, student information must be accessed from an auxiliary drive (i.e. diskette, CD, etc.). Any files must be saved and closed on the auxiliary drive and removed from the public computer. This must be done even if the user leaves the public computer for only a few minutes.
   
• Printing student information in public labs or on public printers should be done so that the information can be picked up as quickly as possible so that it is not left on the printer for casual viewing or picked up by unauthorized individuals.
   
• Printed information should be stored securely by locking it in file cabinets or desks.
   
• Printed information that is outdated or no longer needed must be shredded or returned to the Office of the Dean of Students, Student Organizations for destruction. Data that have been electronically stored should be erased or deleted when no longer needed. The student organization advisor is responsible for ensuring that all confidential student information has been destroyed.
   
• Confidential information, such as grades, student identification numbers, dates of birth, or medical information, may not be transmitted via e-mail. Confidential information should be sent to the student via U.S. mail, campus mail which has been sealed and marked "confidential," or given personally to the student.