Policies and Procedures

(Viking Union/Student Activities/Associated Students Policies)

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Administrative Personnel Practices

(currently under review)

Description: Due to the varied nature of administrative positions within the Viking Union/Student Activities area, specific personnel practices have been established in order to define roles, relationships, and procedures for certain personnel actions.

Advertising

Description: AS Advertising Policy

After Hours Use

Description: Access to AS Offices located in the Viking Union

Art Gallery

Description: Policy for use of the Viking Union Art Gallery


Bookstore Agreement 2000

Description: Guidelines for the Administration of Western's Associated Students Bookstore - February 2000

Bookstore Net Revenue Distribution

Description: Directs the AS Bookstore Manager in the distribution of net revenue for the purposes of supporting the AS Bookstore and AS Programs for students.

Board of Directors Parliamentary Procedures & Rules of Operations, Associated Students

Description: Covers Parliamentary Procedures and Operational Guidelines for Meetings of the AS Board of Directors.

Budget Authority

Description: Associated Students Budget Line-of Authority Policy

Bylaws

Description: Associated Students Bylaws


Carry-Over, Associated Students

Description: Outlines the requirements and procedures for carryovers: the orderly transfer of funding from one fiscal year to the next fiscal year. The policy covers all AS budgets.

Challenge Course

Description: Challenge Course

Charter, AS

Description: Associated Students Charter 2010

Club Fund

Description: This policy outlines the processes and procedures related to the establishment, maintenance, and dissolution of accounts within the AS Club Fund.

Club Recognition Procedure

Description: This policy outlines the processes and procedures related to becoming a recognized AS Club.

Code of Conduct

Description: The Associated Students code of conduct outlines employee conduct standards that will help us maintain and enhance the organizationís reputation and success. It also outlines employee behaviors that are inappropriate and unacceptable. Learning about these standards and behaviors is critical for all AS employees, staff and volunteers to behave in a uniform manner and avoid questionable situations.

Computing Guidlines, VU/AS Computers

Description: The purpose of this document is to highlight computing policies and procedures which may be specific to the Viking Union and Associated Students.

AS and VU computer users are also subject to the following State and Western Washington University policies:

Conference

Description: This conference policy governs all programs, organizations and clubs within the Associated Students that come under the jurisdiction of the Activities Council. It also includes employees and volunteers of the Recycle Center and AS Publicity Center. It does not govern AS Board members or the Business Office, Personnel Office, Election Board, Public Information Office and Standing Committee personnel, who are not eligible for Activity Council funding.


Digital Signage

Description: Western Washington University recognizes the need for groups and individuals to communicate their activities, services, and ideas to the campus community, as well as the need to provide a visually pleasing and organized setting for the campus community to receive such communication. The Viking Union, in accordance with the above, has provided the following guidelines for use of the Viking Union Digital Signage System (DSS). The Viking Union is responsible for ensuring that scheduling for the system is provided in a fair and appropriate fashion.


Election Code

Description: Associated Students Election Code

Equipment Use

Description: The Viking Union provides equipment support for a wide variety of activities and events sponsored by University programs, groups and organizations.

Exterior Space Use

Description: This policy is intended to provide for the orderly use of the exterior spaces on the campus of Western Washington University for the organized dissemination of information, production of planned events, and other activities which might have an impact on the normal operation of the University.

Exterior Space Use - Guidelines

Description: The activities listed in these guidelines are subject to the provisions of the Exterior Space Use Policy, Posting Policy, or other scheduling and reservation policies and procedures that might apply depending upon the nature of the request, e.g., Viking Union/Student Activities/ Associated Students Policies and Procedures, WAC 516.


AS Fax Machine

Description: The Associated Students fax machine is located in the Publicity Center (PC), VU-411. The PC Coordinator oversees its operation, product distribution, policies, procedures, budgeting, consumables and maintenance. Repair and technical assistance are the responsibility of the VU Technical Services Department.

Viking Union Fax Machine

Description: The Viking Union fax machine is located in the Publicity Center (P.C.), VU-114.

Free Admissions

Description: This policy covers the distribution of complimentary and promotional tickets/passes for films, concerts, and all other events sponsored by the Associated Students.


Gambling

Description: This policy covers the conduct of gambling activities by the Associated Students programs or organizations. These activities may be conducted as fund-raisers or event programs in accordance with the laws and policies of the State of Washington.

General Services

Description: The Associated Students provides various central administrative services and resources to enable recognized programs, administrative offices, and organizations (clubs) to carry on their respective mandated and/or authorized activities. Since all services are funded through state funds (primarily student fees), these resources may only be used for official business related to the group or office purpose. Use for personal, private business, or other non-University purposes, except as noted herein, is a misappropriation of funds and a violation of policy and law.


Hospitality

Description: This policy covers the purchase of food, beverages, and related production costs with Associated Students funds in relation to events and activities.


Information Desk

Description: VU Information Desk


Key Issuance Policy

Description: The Viking Union is charged with the responsibility for providing access to its facilities for students, employees, and the general public. These policies are designed to provide necessary access while preserving the security of the facility, its occupants, and its contents.

KUGS Policies

Description: Policies regarding KUGS FM 89.F3 radio station.


Lakewood Watersports Facility

Description: The Lakewood Watersports Facility serves as a center for general recreational use by members of the University community. The facilities and equipment may also be reserved according to the policies listed, provided that such scheduled use does not significantly interfere with open recreational use.

Large Event Loans

Description: The Large Event Loan Fund (LELF) is a reserve account established by the AS for the purpose of making loans to front the cost of very large events. The fund is not part of the regular operating budget.

Lost and Found

Description: The Lost and Found is designated as the University's central repository for items found in all campus facilities. Items are forwarded from other University departments and areas on a periodic basis.


Marketing Plan, AS

Description: The 2011-2012 Marketing Plan was produced by the AS Communication and Marketing Office. Its purpose is to outline tactics for AS departments to enrich the WWU experience for students, clarify the message of the AS, and define the AS brand.

Mission and Philosophy

Description: The Viking Union/Student Activities area is responsible for providing advisement and management services for the Associated Students' governance, programming, human resource, community, legislative and organizational activities; operation of the Viking Union and related satellite facilities; policy advisement of the Cooperative Bookstore; coordination of retail food services; and the administration of policies governing student and campus activities.

Motorpool, Associated Students

Description: The AS Motorpool provides Associated Students' programs, support services, organizations, and Viking Union staff access to a variety of vehicles for outdoor recreation trips, cargo hauling, and passenger travel to meetings, conferences, and other events.


Operating Enhancement Fund, Associated Students

Description: The AS Operating Enhancement Fund (OEF) is an operating account established by the AS Board for the purpose of funding but not limited to: new projects or expansion of existing programs, resources and services. Money from the AS OEF may be given as a grant, loan, or underwrite.


Pay Dates, Associated Students

Description: This policy will affect all salaried Associated Students employees receiving pay checks during an academic quarter excluding summer quarter and breaks between quarters.

Periodical Dispensing Policy

Description: The Viking Union is the community center of the University and as such, provides a forum for diverse thoughts and multiple activities. Periodical dispensing units are provided in key locations within the complex for a variety of publications which are both internally and externally produced.

Posting Policy

Description: Western Washington University recognizes the need for groups and individuals to communicate their activities, services, and ideas to the campus community, as well as the need to provide a visually pleasing and organized setting for the campus community to receive such communication. The Viking Union is charged by WAC 516-23-045 with the responsibility for establishing and enforcing University posting policies.

Posting Guidelines

The AS Publicity Center will post a fixed number of posters on the reserved boards around the VU for no cost. Refer to this document or the posting guidelines page for details.


Please note: These boards are reserved for Publicity Center posting only. Any materials not posted by Publicity Center staff will be removed from these boards. Drop off the appropriate number of items to be posted with the Information Coordinator in VU535.

Program & Services Recognition, Associated Students

Description: The Associated Students of Western Washington University are charged, by the Board of Trustees, with the responsibility for providing a framework for the development of a program of student activities in which student initiative and responsibility may find expression. Thus, in order to assure equal access to AS/WWU resources and to insure compliance with relevant laws and regulations, the following policies and procedures govern the recognition of organizations and programs at Western Washington University.

Program Standards, Associated Students

Description: The Associated Students of Western Washington University Program Office Standards exist to ensure effective stewardship of the AS mission and emulate the values, best practices, and responsibilities of student employees within AS Program Offices.

Publicity Center/Printshop

Description: The Associated Students Printshop exists for the primary purpose of printing materials for the Associated Students organizations and Western Washington University students.

Public Areas

Description: Public Areas


Reservations and Scheduling

Description: The Viking Union is responsible for scheduling all University space for student activities and student organization use, as well as all Viking Union space and equipment.

Reserves, Associated Students

Description: In order to insure the continuous, safe, and efficient operation of Associated Student functions, these Reserves are established.


Salary Base Determination Policy, Associated Students

Description: This policy provides a set of guidelines for the AS Budget Committee and the Personnel Director to use in the determination of the base amount used with the salary indexes to determine the salary level for the salaried personnel of the Associated Students.

Sales of Goods and Services

Description: The purpose of this policy is to regulate the on-campus sale of goods and services to members of the University community while providing a campus market atmosphere. This policy shall not apply to the sale of goods and services by a person pursuant to a written agreement, involving the long-term lease, rental or use of University facilities, or to an activity that is part of a University-sanctioned program (e.g., art sales, crafts fairs, etc.). This policy shall not apply to private sales between individuals, which do not involve a general or public offer of goods or services for sale.

Smoking

Description: It is the responsibility of the Viking Union/Associated Students to enforce the laws of the State and provide for the comfort of its users, while maintaining their right to freedom of expression. To that end, this smoking policy has been established.

Strategic Plan, AS

Description: This comprehensive plan will set a strategic direction for the organization. It will include mission, values, and objectives of the organization.

Student Development Fund, Associated Students

Description: The AS Student Development Fund (SDF) is an operating account established by the AS Board of Directors for the purpose of funding the professional development of AS employees, while benefiting the Western student body. Money from the SDF may be given as a grant or underwrite

Student Employment Policy, Associated Students

Description: AS Student Employment Policy

Student Employment Policy, Viking Union

Description: Viking Union Student Employment Policy

Student Employment Suspension Policy, Associated Students

Description: AS Student Employment Suspension

Student Office Allocation

Description: The Associated Students is responsible for allocation of student office space within the Viking Union Complex.

Sunset Clause, AS Charges and Charters

Description: This policy sets timelines in which all charge and charters for committees, councils, and task forces established by the Associated Students (AS) Board of Directors must be renewed.

Supplemental Event Fund, Associated Students

The purpose of supplemental funding is to supplement the cost of programs or events for AS Programs. Money from supplemental funding may be given as a grant, loan, or underwrite.


Transfer Policies, Associated Students

Description: This policy shall be applicable to all Associated Students clubs, programs, and organizations. It shall cover transfers within a budget, transfers from other sources to any Associated Students budget, and transfers from any Associated Students budget.

Travel Policy, Associated Students

Description: This policy provides guidelines for all AS funded travel including conferences, workshops, meetings, club competitions, organization work projects, and transportation for visiting artists and speakers which enhance a particular organization's operations or the AS as a whole.

Tickets

Description: This policy shall cover the design, production, distribution, and sale of tickets for films, concerts, slide shows, lectures, and all other events sponsored by the Associated Students. The intention of this policy is to provide for a system that produces clear, legible, and auditable tickets.


Underground Coffeehouse

Description: The Underground Coffeehouse is a University Dining Servicesí venue provided by the Viking Union located on the third floor. This space provides the University Community with a relaxed and comfortable environment where students and others may enjoy reading, playing board games, shooting pool or taking in a concert or poetry reading. Operation of the UGCH is provided by University Dining Services under administrative control of the Viking Union.


Viqueen Lodge

Description: The Viqueen Lodge is provided by the Associated Students as a leisure activity facility on Sinclair Island, south of Bellingham. Cabin and grounds maintenance are provided by volunteers of the Western Washington University community.

Viking Union Administative Offices

Description: The Viking Union offices provide support services to all student use of Viking Union facilities.


AS Web Authoring Policy

(currently under review)

Description: The Associated Students encourages the use of the World Wide Web and, in particular, web pages to inform members of the Association and its constituents about the activities, services and offices of the AS The purpose of this policy is to clarify the responsibility of the AS Webmaster, and to provide guidance to the Associated Students and its constituents regarding the creation, maintenance and posting of AS web pages.