I. Sponsoring Events:

1. Any full or part time faculty or staff member can sponsor events.

2. In order for faculty to be counted as sponsors of events they must help arrange the event and bring students. Otherwise the faculty are guests, and in general we are trying to have as few guests as possible since the money is student money, and in general chaperones are not necessary.

II. Students and Guests:

1. A student is an individual who has paid a student activities fee during the current academic year.

2. Everyone else is a guest.

III. Charging for Events:

1. In general CEPAC will pay 50% of the cost of a student's ticket up to a maximum of $35, and will pay 25% of the cost of a guest's ticket

2. When faculty take a trip that just involves the cost of the bus, then we will ask students to contribute $5 toward the cost of the bus, and guests $10. However if a trip has entrance or admission fees, or ticket prices which we are asking students to contribute toward, then students will not be charged for the bus.

3. Faculty who sponsor an event will not be charged, and in addition may bring one guest who will also not be charged.

IV. Paying Speakers:

1. Guest speakers who speak in individual classes will generally be paid in the $150-250 range.

2. The fees/honorariums for all other speakers will be negotiated.

V. Paying for Events:

1. Events can be charged on the CEPAC Visa card and then money can be collected and returned to the account.

2. If a check is need to pay for an event or fund a speaker, then two forms must be filled out: A voucher form and a W9 Tax form.

On the Voucher form the faculty member will need to fill in:

    1. The date
    2. The name of the speaker
    3. The speaker's address
    4. The speaker's social security number or tax ID number.
    5. And under the section "Deliver check to" the faculty member
        will need to indicate whether he or she wants the check sent
        to them or mailed to the speaker. We prefer that it be sent
        to the faculty member and they can hand it to the speaker
        after they are finished.
    6. The faculty member will also need to sign his or her own
        name where it says "Organization President"

On the W9 Tax form the faculty member will once again need to fill in:

    1. Part 1: The name of the speaker/organization on the 
       appropriate line, as well as the appropriate social security or 
       Tax ID number
    2. Part 3: The speaker/organization's address.

Both of these forms will then need to be returned to the Chair of CEPAC who will submit them with the proper supporting documentation. It usually takes 7-12 days to get a check cut, but in an emergency a check can sometimes be cut in 24 hours.

VI. Buses:

1. The buses we rent have 49 seats (one has 55 and another 57, but they are more expensive). In general our aim is to fill a bus. The faculty who sponsor an event will first see if they can fill a bus using their own students. If they cannot, then they will open the event up to other students. They may do this in any way that is comfortable for them.

2. After an event is approved, then buses are reserved through Ms. Millie Kosciuk, the Administrative Assistant to the Director of Student Services, Jim McCue. Ms. Kosciuk can be reached at (709-7094) (kosciuk@ucc.edu). She will arrange to have the bus ready and the bus company will be paid directly from her office.

3. A Release Form must be filled out for everyone on the bus. That can usually be done on the bus itself, although if any student is a minor the form will need to be filled out by a parent. These forms are for the faculty member in case there was an emergency and someone need to be contacted. After the trip is over these forms can be destroyed, but for insurance purposes the faculty member will still need to tell Mr. McCue via Ms. Kosciuk how many people were on the bus. This can be done by e-mail.

4. The drivers of the buses will be tipped at the rate of $5 an hour, rounding up to the next hour and up to a maximum of $60, and so a driver for a 4 ½ trip will be paid $25.

VII. Publicity:

1. The SGA must be given credit in any publicity. The sentence we suggest is:, "This event has been sponsored by the faculty and funded by the SGA."

2. All publicity should include the following statement at the bottom: "If you or someone attending with you is in need of special accommodations due to a disability, please contact Barbara Milne, Coordinator of Services for Students with Disabilities at 908-709-7164."  Barbara's e-mail address is milne@ucc.edu.

Last revision of the guidelines:  28 March 2002

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