Policies and Forms

Club and Community Policies
Accessibility Policy for Bryn Mawr College Events
Bi-Co Alcohol and Drug Policy
Cash Advance, Payment and Reimbursement Policy
Club Activity Policy
Equal Opportunity, Non-Discrimination, and Discriminatory Harassment Policy
Freedom of Speech and the Limit of Dissent 
Fundraising Policy
Hazing Policy
Party Policy (Parties are not permitted Spring 2022)
Posting Policy
Student Club and Organization Policy
Student Handbook
Trip Policy
 
Club Forms
Artist Offer Form (No longer available for 2021-2022)
Club Registration (Club registration for 2021-2022 has ended)
Contract Request (No longer available for 2021-2022)
Constitution Guide
Daily Digest Request
Film Request (No longer available for 2021-2022)
Food and Beverage Waiver 
Fundraising Request Form (No longer available for 2021-2022)
Individual Student Payment Form (No longer available for 2021-2022)
Purchase Request Form (No longer available for 2021-2022) 
 
Party Policy Forms
Party Form 
Party Reimbursement
 
Rental Forms (No longer available for 2021-2022)
Board Games
Karaoke
Video Games
 
SFC Policies
Bi-Co Budgeting Bylaws
SFC Bylaws
SFC forms must be completed on the SFC Moodle site
 

Student Engagement Policies


Accessibility Policy for Bryn Mawr College Events

Bryn Mawr College strives to provide equal access to all College-sponsored activities and events. When requested, reasonable accommodations for College events will be made in order to ensure equal access. Requests for reasonable accommodations at events might include:
· Preferential seating
· Sign language interpreters
· Captioned media
· Alternative formats (e.g. large print, braille, electronic copies) of printed materials
· Program location moved to a more accessible space
· Assisted listening device

All Bryn Mawr College event advertisements (including, but not limited to, print publications such as brochures and flyers, website and email announcements/publications, and social media event pages) must include the following statement:

Bryn Mawr College welcomes the full participation of all individuals in all aspects of campus life. Should you wish to request a disability-related accommodation for this event, please contact the event sponsor/coordinator. Requests should be made as early as possible.

In addition, when event advertisements are posted online, they must be accessible, in accordance with the College’s Web Accessibility Guidelines: https://techdocs.blogs.brynmawr.edu/6808.

Event advertising should also include information regarding accommodations that have been secured for an event. For example, “Computer Assisted Real-Time Translation (CART) services will be provided at Convocation.”

Should an event sponsor/coordinator need assistance in evaluating a request or in procuring services to provide an accommodation, please contact Access Services for advice and/or consultation.

 


Cash Advance, Payment and Reimbursement Policy

Contracts  
Student Engagement processes contract requests on behalf of individual students, student clubs and organizations, and other departments (at their request). All individual students and student clubs and organizations, regardless of funding source, must have contracts completed by Student Engagement and New Student Programs. All student clubs wishing to host an event on campus where an outside performer will be paid must submit a contract for that event. If a Bryn Mawr or Haverford student is hired for a club event and is to be paid, an Individual Student Payment Form is required. For all other students and any non student, a Contract Request Form is required.

Under no circumstances may cash, personal check, or personal credit card be used to pay anyone for performances, or for any service rendered for an activity at the College for which there are SGA or other College funding allocated. 


Invoices
Invoices are to be paid with College check and should be submitted to either SGA or Student Engagement and New Student Programs with a completed W-9 form for payment. Under no circumstances may cash, personal check, or personal credit cards be used to pay an invoice.


Reimbursements and Cash Advances
Contracts and invoices may not be submitted as a receipt for reimbursement. Under no circumstances may cash, personal check, or personal credit card be used to pay anyone for any service rendered for an activity at the College for which there is SGA or other College funding allocated. Cash advances are not permitted to be used for contract or invoice payments, for payments of performances, or any service rendered. Reimbursement for purchase of gift cards will not be provided. 


Purchases
Clubs funded through SGA must plan in advance to purchase items for upcoming activities and events. Items requested through the Purchase Request Form must be available through Amazon as part of the College's procurement system. The Purchase Request Form is available only after a club receives approval for an expenditure from SGA. Requests submitted outside of the two week timeline will not be honored. Personalized items and items for individual or personal use will not be honored. Purchases for vendors other than Amazon will not be honored. 

Purchases that cannot be made through the College's Amazon procurement system must be made by the individual clubs either by requesting a cash advance through SGA or submitting receipts for reimbursement to SGA after a purchase has been made. 

Student clubs can purchase food from a vendor other than Dining Services only after receiving formal approval from Dining Services. Clubs are responsible for paying for all food purchases themselves; Student Engagement and New Student Programs will not purchase food or make advance payment to any vendor for food purchases. 


Gift Cards
College and SGA funds cannot be used to purchase gift cards. Reimbursement for gift card purchases will not be provided. 

 


Club Activity Policy

All clubs interested in participating in activities held off campus which include significant risk and liability must meet with Dean Horvath to obtain approval at least 10 business days prior to the scheduled activity date. College funds, which include SGA funds, cannot be used to support unapproved off campus activities. 

The following activities require club leaders to successfully complete an outdoor emergency preparedness class and hire a professional guide selected by the student club and formally approved and contracted with the College: hiking, climbing (all kinds, including but not limited to rope and rock), camping, water sports including but not limited to rafting, kayaking, canoeing, paddle boarding, snorkeling, surfing, and wakeboarding/skating/surfing/skiing. Professional instruction and support is required for and all ski, snowboarding, and ice skating activities. In addition, prior approval and participant liability waivers are required for all equestrian and gymnastic activities. 

The following activities are not permitted: rugby, racing (including but not limited to auto and bike), parachuting, sailing of any kind, gliding of any kind, hot air balloon rides, all aircraft rides and activities, all helicopter rides and activities, all shooting range events and activities, and all recreational diving and underwater sports of any kind.

 


Equal Opportunity, Non-Discrimination, and Discriminatory Harassment Policy
Statement of Principles

Bryn Mawr College is firmly committed to a policy of equal opportunity for all members of its faculty, staff, and student body. Bryn Mawr College does not discriminate on the basis of race, color, religion, national or ethnic origin, sexual orientation, age, or disability in the administration of its educational policies, scholarship and loan programs, athletic and other College-administered programs, or in its employment practices. In conformity with the Civil Rights Act of 1964, as amended, and Title IX of the Education Amendments of 1972, it is also the policy of Bryn Mawr College not to discriminate on the basis of sex in its employment practices, educational programs, or activities. The admission of only women to the Undergraduate College is in conformity with a provision of the Civil Rights Act. The provisions of Title IX protect students and employees from all forms of illegal sex discrimination, which includes sexual harassment and sexual violence, in College programs and activities. The College is firmly committed to academic and professional excellence and to freedom of inquiry and expression for all members of the College community. In order to preserve an atmosphere in which these goals can be pursued, certain norms of civility, based on mutual respect and appreciation of differences, recognition of the rights of others and sensitivity to their feelings, must govern the interactions of all members of the community. The pursuit of these goals and the preservation of this civil atmosphere depend on the active commitment of all community members to making the College’s programs and resources as inclusive as possible.

The Equal Opportunity, Non-Discrimination, And Discriminatory Harassment Policies apply to all College activities. The full policy can be found on pages 69-71 of the Student Handbook. 

 


Freedom of Speech and the Limit of Dissent

Bryn Mawr College currently has in place various policies addressing issues related to freedom of speech and the expression of ideas. Chief among these are the hazing policy and the policy on solicitation on campus, available from College Communications. The Honor Code establishes procedures that can be used to address issues of free speech and dissent when they arise from interactions between undergraduate students. The policy outlined here assumes the framework created by these other policies and procedures and addresses particularly the conduct of both curricular and extracurricular gatherings that feature speakers, films, performances, exhibits, or any other forms of artistic expression, whether these gatherings are open or closed. For the purposes of this policy, the term “speakers” should be understood to mean performers, exhibitors, presenters of films, and others involved in any form of artistic expression as well as those delivering, introducing, or responding to speeches, talks or lectures.

As an educational institution Bryn Mawr is committed to the free expression of ideas. In practice, this commitment means that speakers who conduct themselves within the guidelines of the policies mentioned above are entitled to express their ideas without hindrance, no matter how unpopular or controversial their ideas might be. Students and other persons who choose to attend events on campus are entitled to hear and see speakers without interference or intimidation. Bryn Mawr’s commitment to the free expression of ideas extends to the expression of dissenting ideas; the College recognizes that the free representation of dissenting points of view is necessary to the climate of open and vigorous debate essential to its educational mission. Those who wish to dissent from or protest the views of others are entitled to do so, within the limits set forth here, without interference or intimidation.

Essentially, while the College recognizes the rights of both speakers and dissenters to the civil expression of their ideas, it also recognizes that these rights cannot always be exercised at the same time and in the same space and therefore sets forth the guidelines below. Finally, the College takes seriously its obligation to ensure the physical safety of its students, faculty, staff, and invited guests. This policy is intended to reflect these three commitments and protect the rights and safety of speakers, dissenters, and audiences alike.

The full Freedom of Speech and the Limits of Dissent Policy can be found on pages 71-74 of the Student Handbook. 

 


Fundraising Policy for Individual Students, Clubs and Organizations

Bryn Mawr College permits individual students and student clubs/organizations to raise funds and host donation drives on campus. Fundraising activities must be for the benefit of the collective student club/ organization or for a charitable organization with 501(c)(3) status.

Individual students and student clubs/organizations who wish to participate in fundraising or donation activities must work in partnership with and have ongoing approval of an administrative office of the College in advance of the event. Examples of offices that can work with students on fundraising and donation events include the Career and Civic Engagement Center, Student Engagement and New Student Programs, and the Pensby Center.

Individual students and student clubs/organizations are not permitted to solicit local businesses, national corporations, or alumnae/i for monetary donations or sponsorship.

On Campus Monetary Donations and Merchandise Sales

  • Funds raised shall be exclusively for the non-profit use of the sponsoring club or organization, or donated directly to a 501(c)(3) non-profit charitable organization. No individual student can receive monetary gain or reimbursement from the fundraising of the group. Funds raised must not be used for personal expenses.
  • Students may raise funds from individuals only. College departments must not make charitable contributions to a 501(c)(3) non-profit charitable organization with College funds. 
  • Students must not use any online platform for fundraising (including but not limited to Venmo, Paypal, GoFundMe, and Square).
  • Individual students and student club and organizations can accept cash and checks only made payable to Bryn Mawr College. Credit cards cannot be accepted.
  • Student clubs/organizations must keep accurate records of funds raised and spent. These records must be submitted with any monies raised to the administrative office with which the student is working with no later than the next business day after the conclusion of the fundraiser. 
  • All 501(c)(3) non-profit charitable organizations must provide a current W-9 form to the College before funds can be distributed.
  • Neither the student club/organization nor 501(c)(3) non-profit charitable organization shall in no way state or imply that the College is a donor to the fundraising event or charitable organization.
  • Funds raised cannot be contributed towards supporting political candidates.

Student Finance Committee (SFC) Funded Clubs and Organizations

  • SFC funded clubs/organizations cannot use SFC funds as a donation for any charitable purpose.
  • SFC funded clubs/organizations cannot use SFC funds to purchase items intended as a donation to charity. 
  • SFC funded clubs/organizations cannot charge admission to SFC funded events.
  • SFC funded clubs/organizations must follow SFC bylaws when using allocated funds for purchasing fundraising supplies. Reimbursement for fundraising expenses must be requested through normal procedures.
  • College funds cannot be used to purchase gift cards. Reimbursement for gift card purchases will not be provided.

Bake Sales

  • The sale of food on campus by any student club/organization is limited to items that will not spoil in the absence of refrigeration. Generally, these items are baked goods such as cookies or cupcakes.
  • Food items sold elsewhere on campus and commercially pre-packaged food items are not permitted to be sold.
  • All items must be wrapped in individual portions before sold. Items must be wrapped in a way that will permit the food to be seen by the buyer and keep the food free from contamination.
  • A list of all ingredients used to prepare the bake sale item must be provided on the table where the item is for sale. 

Donation Drives

  • Donation drives collecting new and unused items such as clothes, canned goods, and supplies, are permitted.
  • Donation drives must be connected to, have received approval from, and provide the name, phone and email address of a contact person from an established 501(c)(3) non-profit charitable organization.
  • Individual students and student clubs/organizations are permitted to partner with a 501(c)(3) non-profit charitable organization to create an online wish list which enables donors to purchase and directly send items to the organization. The wish list must be in the name of the 501(c)(3) non-profit charitable organization and not an individual.
  • Perishable food items and water are not allowed to be collected through donation drives.
  • Individual students and student clubs and organizations must contact the staff building liaison in each public building in which they would like to collect items. If collecting in dorms, the dorm presidents must approve placement of the collection bin.
  • Collection bins must be monitored on a regular basis and donations removed at least twice per week.
  • Student clubs/organizations must provide their own collection bin.
  • Donation drives cannot last longer than 14 days.
  • A sign must be posted on each collection bin which indicates the name of the charitable organization, the name of the donation drive, a contact person and contact information, and the ending date of the drive.
  • Bins must be picked up within 24 hours of the ending date of the drive.
  • The individual student and student clubs/organization must pay to ship and/or pay to transport the collected items to the charitable organization at the conclusion of the drive.

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Hazing Policy

Bryn Mawr College is committed to providing a welcoming, inclusive and respectful environment for all community members. We value the community and relationships that traditions help to build among current students and the connections to past and future generations they create. Because we value relationships that are founded in respect, it is incumbent upon each generation of students to evaluate not only traditions but all student run activities, including those designed to welcome new members to clubs, teams, and dorms, to eliminate any elements that may be construed as hazing.

Hazing, in all forms, on- or off-campus, is expressly prohibited by the College under state law, College policies, and the Honor Code. The infliction of mental or physical discomfort, embarrassment, harassment or ridicule on a community member for the purposes of initiation or entry into any organization, club or group is inconsistent with Bryn Mawr’s values and will not be tolerated. Allegations of hazing will be investigated and may lead to a Dean’s Panel and/or criminal charges. Procedures for the conduct of a Dean’s Panel are found elsewhere in this Student Handbook. In addition to the educative measures and warnings important to all responses to misconduct or insensitivity, sanctions for individuals who violate this policy may include restorative action such as community service or education assignments, separation from the College, and/or referral to law enforcement. Furthermore, individual student organizations such as clubs or athletic teams may be sanctioned and prohibited from hosting events or participating in activities as a group.

The College recognizes that there are activities which can help to build community and that there are other activities which may cause harm. What may seem like harmless fun to some may be deeply humiliating to others and affect them in other negative ways. Students should be aware of their rights, responsibilities, and resources available to them so that they can make informed decisions. We expect all students to educate themselves about this policy and its rationale and understand what constitutes hazing under the Bryn Mawr College hazing policy, other College policies and Pennsylvania State Law.

The full Hazing Policy and associated guidelines can be found on pages 64-65 of the Student Handbook and on the Campus Safety Website

 


Student Club and Organization Policy 
Bryn Mawr College is committed to supporting a variety of student clubs and organizations which are consistent with the educational philosophy and mission of the College.

Social fraternities or sororities are not permitted at the College. The College has determined that students are better served by the numerous non-exclusive student clubs and organizations which exist on campus. Bryn Mawr College does not recognize the charter of any social fraternity or sorority. No College facilities (including all public and private spaces, bulletin boards, and campus mail) can be used for any social fraternity or sorority activities.

Violation of this policy by any student constitutes a violation of the social honor code and may result in disciplinary sanctions.
 


Trip Policy
All off-campus events are open to Bryn Mawr students only. Tickets are first-come, first-serve. Bryn Mawr students are permitted to sign up a maximum of two BMC students at time of sign-up (i.e., themselves and another Bryn Mawr student). You must pay when you sign-up. Non Bryn Mawr students can sign-up for trips if space is available two days prior to the trip date. Refunds for cancellations are given up to one week prior to the event. Refunds will not be given if the cancellation is made less than one week prior to the event. 
 


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Contact Us

Student Engagement and New Student Programs

101 North Merion Avenue
Bryn Mawr, Pennsylvania
Phone: 610-526-7331
Fax: 610-526-7324
studentengagement@brynmawr.edu