Policies

Recognized student organizations play an important role in creating a vibrant campus community. Whether your organization focuses on academics, culture, service, recreation, leadership, or special interests, recognition by Miami University provides access to the resources and support needed to help your organization succeed.

Each recognized student organization must complete an annual registration through Miami Central. Annual registration keeps your organization's information current and ensures continued access to university resources and services

Review the Policy

Planning an event? We want to help you host a successful, safe, and enjoyable experience for everyone involved. 

You must reserve space for your event through 25Live and register your event through Miami Central. 

Some events require additional planning, approvals, or security considerations based on factors such as attendance, location, or event activities. Registering your event early helps connect you with campus partners, reserve the space you need, and identify any additional requirements before your event takes place.

Review the Policy

This insurance agreement for registered student organization events provides liability and protection for bodily injury and property damage for basic student events. Non-covered activities are detailed when you register your event on Miami Central. Supplemental insurance may be required to be obtained by the student organization. 

Steps to Confirming Insurance Requirements

1. Student organization will register the upcoming event through Miami Central. 
2. On the event registration form, the student organization will choose the general type of event.
3. The student organization will then choose from the list of activities to indicate the types of activities to be held during the event. This information will be used to assess risk beyond the level covered by the Student Event Umbrella policy.
4. Once the form is complete and submitted, the Office of Student Engagement and Activities will review the event. If additional insurance is required, the office will notify the organization.
   • For activities that are not covered by the umbrella policy, a certificate of insurance naming Miami University as an additional insured, or additional insurance will be required. This certificate must carry limits with a minimum of $1,000,000 per occurrence/$3,000,000 aggregate. Any amount under these limits must be approved by the Senior Vice President for Finances’ office.
5. The student organization will be advised to forward the required certificates of insurance to Clarissa Gulley in Finance and Business Services. If the certificate of insurance is not available, the organization may have to purchase additional liability insurance. 
6. The Senior Vice President for Finance and Business Services’ office will work with Student Engagement and Activities and/or the student organization to attempt to secure insurance for the student organization. For more information about securing insurance, please email the Vice President for Finance and Business Service Office. 
7. If unsuccessful, or the student organization chooses not to pay the premium associated with the insurance, Miami University will not permit the event to take place and the student organization will work with Student Engagement and Activities to cancel the event.

If you plan to show a movie on campus, you may require a public performance license, even if admission is free. Before planning a film screening, it's important to determine whether your event requires a license or may qualify for an educational copyright exemption. 

When is a public performance license required?

A license is generally required when your film screening:

• Is held for entertainment purposes (e.g., a "family night" screening of Toy Story, or showing The Emoji Movie on National Emoji Day). 
• Is open to the campus community or the general public (even if the screening is made for educational purposes).
• Is part of a public event or film festival.

When might a license not be required?

Some film screenings sponsored by recognized student organizations or academic departments may qualify for an educational exemption. To qualify, the screening must:

• Be sponsored by a registered student organization or academic department.    
• Be made for scholarly purposes in conjunction with the educational objectives of the student club and/or academic department, and include scholarly discussions or activities regarding the film as part of the screening.
• Be limited to only those student and faculty members of the student group or affiliated with the academic department.
• Use a legally obtained copy of the film (e.g., a copy that was purchased by the university, the student group, the academic department, or one that is obtained through the library). Under no circumstances should a film that has not been lawfully obtained be used. If the group sponsoring a film screening needs assistance obtaining a lawfully acquired copy of a film, they should contact their subject librarian for assistance.

Meeting these criteria does not automatically exempt a screening from copyright requirements. If you are unsure whether your event qualifies, seek guidance before advertising or hosting your event.

Due to health code requirements and liability issues, student organizations may not sell or distribute any food item that needs to be cooked or refrigerated without obtaining the proper vendor’s license from the Butler County Health Department. Cook-offs and carry-ins for closed events are excluded from this policy.

Student organizations submitting bake sale fundraisers/events through Miami Central will be approved providing the location is available; however, baked goods must be served and packaged properly.

Procedures to Secure a Temporary Food Service License

1. You will need to secure an application for a “License to Conduct a Temporary Food Service Operation” from the Butler County Health Department.
2. Finalize your menu; the County Health Board must know of all foods you will be vending.
3. Complete the application for a “License to Conduct a Temporary Food Service Operation” for each time you plan to operate. You must list your specific hours of service, and your finalized menu.
4. Submit a request through Workday for a “License to Conduct a Temporary Food Service Operation.” Student organization’s treasurer will need to upload the application for temporary food service license. The application fee is non-refundable. 
5. Take your applications and check, made payable to the Butler County Health Department, to their office at 301 S. Third St., Hamilton OH 45011. There they will issue you a receipt and a confirmation of your application. 
6. Have disposable gloves, food safe thermometer, method of washing hands, methods to keep hot foods hot, and cold foods cold, as well as methods to control your staff’s hair in place prior to the health departments site visit. 
7. On the day(s) of your event, you must pass an on-site health inspection by a county inspector in order to be issued your license and operate your food service. To pass the health inspection, you must be able to show how you will: 
   • Keep cold foods at or below 40 degrees.
   • Keep hot foods at or above 145 degrees.
   • Provide opportunities for staff to sanitize their equipment and hands on site.
   • Minimize customer contact with the food prior to sale, by using ready-made techniques, food wraps and bags, sneeze guards, and sanitary bagging for utensils.
   • Monitor and record temperatures of food.
   • Minimize employee contact with food, through gloves, beard nets, hats, aprons, uniforms, etc.
   • Store dry goods eight inches off the ground.
   • Sparate cash handling employees from food preparation and distribution employees.
   • React to adverse weather conditions and, should you stay in operations, maintain the safety of the food products for customers.

While the university generally supports the fundraising efforts of its registered student organizations, the legal complexities of definition, methodology, and distribution of monies associated with schemes or games of chance such as raffles, bingo, poker, or other similar activities necessitate the university’s prohibition of such activities in conjunction with its student organizations. A game of chance is any event where a player gives anything of value in hope of gain where the outcome of which is determined largely by chance. For instance, if participants pay an entry fee to play AND prizes of any type are awarded to the players, then this is a game of chance.

Student organizations are prohibited from distributing cash prizes. This includes drawings, "split-the-pot"-type fundraisers, and prizes or awards of any kind for participating in a student organization event, contest, fundraiser, or other function.

Games of chance, including raffles, in exchange for payment are not permitted.

IRS rules require that gifts, prizes, or awards worth $50 or more will be reported as taxable income.

Any student organization giving any gifts, prizes, or awards valued over $50 to any individual must provide the name, social security number, contact phone number, and address of the recipient along with the reason for the gift, prize, or award.

Review the Policy

It's important that members understand and acknowledge various risks associated with travel.

Travel Form

Student organizations traveling off campus are required to register their event through the event registration form on Miami Central. The form must be completed prior to travel.

Charter Buses

Please note the following policy for charter buses: "During passenger pick-up and/or unloading, the charter bus service shall not dwell, stop, or stand in bicycle lanes in accordance with Ohio Revised Code ORC 4511.713 and ORC 4511.68."

While transit bus stops may be available at some locations, the university prefers and suggests that charter services consider loading/unloading at alternate locations such as Ditmer (4945 Oxford-Trenton Rd.), Chestnut Fields (101 W. Chestnut St.), or Millet Hall West (500 E. Sycamore St.) parking lots.

Motor Vehicle Rentals

Miami University, along with the Inter-University Council of Ohio, has entered into a vehicle rental contract with Enterprise/National for business rentals. This contract allows students 18 and older to rent vehicles through Enterprise/National. The full policy and procedure can be found at Travel Management Services Vehicle Rental.

Review the Policy