Operational Policies

1.1 Each student organization is assigned a mailbox within the CSEI Office. These mailboxes are used to hold paper communications, forms, and mail received for each organization.

1.2 To access and collect the materials, the President or Treasurer may stop by the front desk of CSEI. Materials will only be distributed to those officers who are authorized to do so. The President and Treasurer will be automatically placed into this role unless written permission is received from the President to change permissions.

2.1 Postage for organization related activities is paid for by the Student Government Administrative account, not the individual organization.

2.2 Mailings over 200 pieces must be sent by bulk rate and sent three weeks prior to desired receipt date.

2.3 Mailings must be sorted by zip code in numeric order.

2.4 Label request may be made through CSEI.

2.5 CSEI reserves the right to refuse to process mailings not abiding by the above regulations.

3.1 The Marketing and Creative Services Office is responsible for the University's public relations and image. The staff produces news releases, serves as the contact for the local media and works with publications that reach not only the UBalt community, but also the Baltimore metropolitan area as a whole.3.1.1 If your organization would like help using the resources provided by University Relations to promote a major event or program, please contact CSEI for assistance.

3.1.1 If your organization would like help using the resources provided by University Relations to promote a major event or program, please contact CSEI for assistance.

4.1 Student Organizations should follow the UBalt Style Guide, which outlines appropriate use of UB graphics and logos. The Style Guide is available here.4.2 If you need The University of Baltimore logo, please do not copy it from another document or online. Contact a staff member in CSEI who can provide you the appropriate file that you need.4.3 A student organization may state that it is a part of and its members attend the University of Baltimore, and may identify themselves as “(Insert Org) of The University of Baltimore” or “UBalt (Insert Org)” However, when listed on Campus Groups, the UBalt or University of Baltimore may be dropped to help ease the navigation of the organization directory.

4.2 If you need The University of Baltimore logo, please do not copy it from another document or online. Contact a staff member in CSEI who can provide you the appropriate file that you need.

4.3 A student organization may state that it is a part of and its members attend the University of Baltimore, and may identify themselves as “(Insert Org) of The University of Baltimore” or “UBalt (Insert Org)” However, when listed on Campus Groups, the UBalt or University of Baltimore may be dropped to help ease the navigation of the organization directory.

5.1 Please keep in mind that CSEI does not have easels for organizations to borrow; make sure you have the correct equipment before you purchase a poster.

5.2 In the UBalt Student Center, each organization may only have one poster per building for one week (5 business days) or until the event is over, whichever period of time is shorter.

5.3 All posters on display must be on a foam core (foam board). Any poster not meeting these regulations will be removed and disposed of

5.3.1 For academic buildings, please contact that building Deans Office for their specific posting policy.

6.1 Art and information submitted for advertising should be thoroughly proofread and compliant with the University of Baltimore Graphics Standard and Editorial Style Guide (use internal login). Events submitted with obvious or excessive errors will be returned for revisions.

6.2 UBalt Calendar and Daily Digest: For an event to be listed on these resources, you must first create an event in Campus Groups and select the resource where you would like your event to post.

6.2.1 Digital advertising requests for the Daily Digest, Event Calendar, and the Digital Signage displays must be submitted at least 14 days prior to the event date.

6.2.2 Events posted solely on the UBalt Calendar will automatically post to the ‘Events’ section of the Daily Digest.

6.2.3 No meetings will be added directly to the Daily Digest, they will only be added to the calendar; the only exceptions are first meetings of the semester and initial startup meetings.

6.2.4 Please make sure to review your event description carefully, as we will use that to publish your event to the Daily Digest and Calendar if requested. You should follow University Brand Guidelines. Please refrain from using abbreviations and acronyms to avoid confusion.

6.3 Daily Digest requests will show up the day before and the day of an event in the "Announcements" section of the Daily Digest.

6.4 Event Calendar requests will show up the day before and the day of an event in the "Upcoming Events" section of the Daily Digest.

6.5 Digital Signage requests must be submitted to the Office of Marketing and Creative Services and confirm to University Branding and Style Guidelines. See this page for signage location and requirements, instructions, and to submit a request for digital signage.

6.5.1 Student Organizations are responsible for designing their own digital signage that meets the requirements of the Office of Marketing and Creative Services.

7.1 Sidewalk chalk is only permitted to be used on the bricks in front of the student center at least four (4) feet away from the entry door and along the cement divider on Gordon Plaza (it is not permitted on the brick).

7.2 Organizations are allowed to use chalk for up to five (5) days prior to and including their event.

7.3 All chalk must be cleaned off immediately following the event, or on the fifth day.

7.4 Organizations may only use sidewalk chalk to advertise an event that is open to the campus as a whole.

7.5 Approval must be gained from CSEI at least 5 business days prior to the use of chalk. All requests may be submitted by emailing studentorgs@ubalt.edu, and must include an outline of the message to be displayed.

7.6 Chalking is prohibited on all structures and vertical surfaces, including buildings, walls, signs, benches, lampposts, poles, columns, and trees.

7.7 All chalk must be water-soluble, and easily removed with water.

7.8 Each use of sidewalk chalk must bear the name of the sponsoring organization and must be written legibly.

7.9 Overwriting, erasing, defacing, or altering the chalking made by another person or organization is prohibited.

7.10 The content of the chalking must adhere to University policies, including but not limited to, the Student Code of Conduct and the Non-Discrimination Policy.

8.1 Flyers can only be posted on appropriate bulletin boards as listed below with push pins (tape and staples are not permitted). See full CSEI posting policy

9.1 Academic Center: Flyers are to be placed on unrestricted bulletin boards only. Banners may be hung in the Academic Center. Signs may be hung from the ceiling, but may not obstruct major traffic patterns.

9.2 Angelos Law Center: Flyers are to be placed on unrestricted bulletin boards only.

9.3 Business Center: Posting is permitted on the bulletin boards in the student lounge space.

9.4 RLB Library – You must seek permission from library personnel before displaying any poster or announcement in the library. Flyers to be posted in the library will be approved for posting according to the policies outlined above.

9.5 Learning Commons: Flyers are to be placed on unrestricted bulletin boards on the first floor only.

9.6 Student Center: Posting is permitted on the bulletin boards only on each floor. The following locations have bulletin board space: Lower Level, 1st floor, 4th floor SOS area.

9.7 See the full CSEI posting policy here.

10.1 Because Campus Groups provides student organizations with a customizable website, external, non-Campus Groups websites may not be funded through student fees but rather need to be funded through revenue generated by the organization or held in an external account.

10.2 Organizations are not permitted to use the University’s name, trademark, logos, symbols, or slogans on outside, non-Campus Groups websites without prior written consent from the University.

10.2.1 The UB Post/Sting is exempt from the requirement to obtain prior written consent from the University to use the University’s name, trademark, logos, symbols, or slogans, provided that the UB Post/Sting makes clear that it does not speak on behalf of the University.

11.1 To create any student organization's social media accounts, please see UBalt Social Media Policy: (III.B.a): "Prior University approvals should be obtained before creating an account on any platform that would serve the University or any affiliated organization within the University. To obtain approval to create a University social media account, contact the Office of Marketing and Creative Services at marketing@ubalt.edu.

• A faculty or staff adviser and/or department employee other than the account manager should have account information, including the handle, account email address, and password, for each University-affiliated account and, when possible, be a page/account administrator.
• All accounts, whether existing or new, should be connected to a University email (@ubalt.edu) affiliated with the office, division, department, etc., under which that account falls (ex. marketing@ubalt.edu or sga@ubalt.edu). No account should be primarily tied to a student account or any non-University email, such as Gmail."

11.2 You can find the full policy here:

12.1 Federal copyright law restricts the use of DVDs and streaming for private showings that are not for educational purposes and prohibits their public performance without the holder's prior written consent.

12.1.1 A public performance includes, but is not limited to, showing a motion picture in a location open to the public; showing a motion picture to a selected group of people gathered in a location not open to the public (i.e. theater or lounge); or showing a motion picture by broadcast or transmission.

12.2 Student organizations choosing to publicly show a motion picture in any form (Netflix, DVD, Blu-Ray, streaming, etc.) must secure a license from a booking agency.

12.2.1 For a list of booking agencies, please contact CSEI at studentorgs@ubalt.edu.

12.3 Public showings of content from streaming services (Netflix, Hulu, Amazon Video, etc.) cannot be shown at UB because it is not compatible with commercial-grade A/V equipment due to special encoding of the content.

12.4 DVDs that are rented or purchased from a retail outlet are for home use only and cannot be shown on campus.

12.5 To meet the guidelines that exempt the use of film for educational purposes, the film must be shown as part of a registered course supervised by a teacher in a classroom.

13.1 The Student Organization Suite on the 4th floor of the Student Center has been designed to provide meeting and work space exclusively to active members. Only officers will be given access to the space controlled by keycard access.

13.2 Access to the suite is controlled by your BeeCard and is provided only to the officers of registered student organizations listed on Campus Groups. An officer must let all others into the space when the doors are locked.

13.3 Student Organization Suite access will be updated at the beginning and middle of each semester. An officer must accompany organization members to gain entrance to the suite. Users are asked to observe guidelines for usage or risk losing Student Organization Suite privileges.

• Keep noise to a minimum when other student organizations are meeting in the space.
• Respect the equipment in the space. Do not abuse the equipment.
• Clean up after yourself; this includes the workspace and meeting room.
• Do not prop the access doors open with any object.

14.1 Obtaining: Student Organization lockers are located in the Student Organization Suite. Three different sizes of lockers are allocated on a first-come-first-serve basis. Every semester, locker usage is evaluated, and some lockers are re-allocated. The policy for obtaining a locker is as follows:

• Those with lockers will be reevaluated at the end of the academic year.
• As part of the registration process, existing student organizations with lockers must submit a locker registration form to Campus Groups.
• Student Organizations without lockers and new Student Organizations may request a locker by filling out a New Locker Request section of the Registration Form on Campus Groups.
• If the locker request is approved, a locker will be assigned to the student organization based on their space needs and available space. Locker codes are pre-assigned by CSEI.

Student organizations that are granted a locker must abide by the following rules

• Locker codes will be recoded each year, and organizations that register their locker or register for a new locker will be given their new codes after registration.
• Lockers may be reassigned without notice if CSEI believes the organization is not using the locker space.
• Lockers will be inspected multiple times each semester for food and cleanliness. CSEI reserves the right to change locker assignments, clean lockers, and/or throw away items without giving the organization notice.
• If a Student Organization that currently has a locker elect to no longer register their locker or have their locker, CSEI staff will contact them with a deadline of when to have their items out.
• Student Organizations are assigned a locker for one academic year (two semesters).
• No currency will be allowed to be stored in the lockers. All funds must be deposited in the organization's revenue account via CSEI.
• No firearms, ammunition, or weapons of any sort.
• No illegal substances or explosives of any kind will be allowed in the lockers.
• No food or beverages, including alcoholic beverages of any kind, may be housed in the lockers. If food or beverage storage is required, please email studentorgs@ubalt.edu with advanced notice.
• CSEI reserves the right to enter lockers without notice given at any time.
• Failure to complete the form by the designated registration deadline will result in the organization’s removal from the locker.
• Failure to adhere to the rules as written here will result in forfeiture of your organization locker.​​​

15.1 Some organizations operations require the purchase and use of equipment. Any item that is valued above $500.00 on the date of the purchase must be entered into the Universities Inventory (they will receive a barcoded property sticker) and must be stored in a secure locker.

15.2 All equipment, regardless of price, must be listed on the organizations inventory control list at the beginning and end of each year.

16.1 Any time a student org works with an agent or business representative to discuss contracts, a professional staff member from CSEI must be present or consulted prior to reaching out and must be copied on any e-mail transactions. See policy on contracts.

17.1 Groups submitting new constitutions must use the template constitution found here (adding additional articles as needed). Any groups submitting revised constitutions must also use the template. Groups are expected to follow their constitutions and bylaws at all times. Groups that are found to be operating outside of their constitutional requirements may be sanctioned by CSEI up to loss of privileges and other group sanctions.

17.2 Groups are expected to follow their constitutions and bylaws at all times. Groups that are found to be operating outside of their constitutional requirements may be sanctioned by CSEI up to loss of privileges and other group sanctions.

17.3 Any groups submitting revised constitutions must also use the template. Groups found to be operating outside of their constitutional requirements may be sanctioned by CSEI up to the loss of privileges and other group sanctions.

17.4 Election processes for student organizations cannot be altered within an academic year. Any update to election processes will be effective the following academic year.