New student organizations

Students bring to the university a variety of interests and develop many new interests as members of the academic community.

Student organizations must be established for purposes that are legal and consistent with the broad educational mission of the university. Organizations wishing to be recognized by the university must form and operate in compliance with university policies and procedures. Organizations that are recognized by the university are required to abide by all applicable local, state, and federal laws, including Title IX and university policies, rules, and regulations.

The recognition of a student organization by the university does not constitute an endorsement of the objectives, policies, or practices of that organization, nor does the university assume sponsorship of or responsibility for any of the programs or activities of that organization. As adults, all students of the university are expected to take personal responsibility for their own conduct, including participation in extracurricular activities.

The recognition procedures that follow were established by the university to ensure that all student organizations can, on an equitable basis, obtain those rights and privileges that are normally associated with formal recognition.

Students interested in forming a new student organization should contact the Office of Student Life, ASC 213 to discuss the type of organization desired and the procedures that must be followed.

RECOGNITION PROCEDURES

Forms:

New Club Proposal
New Club Consititution (Template)
Advisor Agreement Form

  1. A student organization seeking university recognition must be composed of undergraduate students currently registered at the university.   

  2. A university organization seeking university recognition may be composed of undergraduate and graduate students currently registered at the university, teaching faculty, administrators, and staff members.

  3. A student group interested in organizing and applying for recognition may be granted a 30-day permit to use campus facilities for the purpose of completing required procedures and for recruiting interested members. It will not be allowed to sponsor speakers, programs, or events; sponsor fund-raising activities; or use the name of the University until it has been formally recognized.

A. Proposals may be picked up and submitted to the Office of Student Life, ASC 213, and must contain the
     following information:

               1. Name of the proposed organization.
               2. A statement of purpose.
               3. A statement explaining the potential benefits of the proposed organization to the university and members of
                   the student body.
               4. A statement of the membership policy.
               5. Names of those interested in forming the organization.
               6. Evidence of faculty sponsorship. All student organizations are required to have faculty advisors who are
                   members of the teaching faculty, administration, or staff. Faculty members may be recommended by the
                   organization, but are appointed by and serve at the discretion of the Dean of Student Affairs.
               7. A copy of the proposed constitution.
               8. An organization desiring university recognition of its affiliation with a state and/or national organization
                   must submit a copy of the state and/or national constitution and bylaws. These shall be reviewed as part of
                   the recognition process.

B. Upon an initial review by the Board of Constitutional Review the Chairperson will submit copies of the
     completed proposal to the Office of Student Life for review and approval.

C. An organization granted recognition by the university will be granted provisional status for one calendar year by
     the Student Governement Association and the Office of Student Life. At the end of the year provisionary period,
     the Board of Constitutional Review will review the organizations status and make recommendations to
     the Office of Student Life that full recognition be approved or denied. During the provisionary period the Office
     of Student Life may terminate a club that does not comply with university policies or regulations or with
     applicable local, state, or federal laws or violates the rules and procedures governing the use of Student Activity
     funds as outlined in the Manuals for Funded and Non-Funded Organizations.

4. A recognized organization that wishes to revise or amend its approved constitution can obtain the appropriate forms
    and procedures from the Office of Student Life, ASC 213. Upon approval of the Board of Constitutional Review the
    chairperson shall submit copies of the revised constitution to the Office of Student Life for their review and approval.

5. Student groups wishing to benefit from the advantages of recognition for a limited period of time without the intent of
    becoming a permanent student organization should meet with the Assistant Director of Student Life to discuss specific
    group plans and objectives.

RIGHTS AND PRIVILEGES OF RECOGNIZED ORGANIZATIONS

  1. Use of certain university facilities, equipment, and services.

  2. Right to schedule meetings and programs in campus facilities.

  3. Right to publicize group meetings and other events as approved.

  4. Right to disseminate information and literature on campus in approved areas.

  5. Eligible to establish financial accounts. All student organizations must maintain their financial accounts with the university Business Office.

  6. Right to raise funds or make other permissible solicitations on university property in accordance with written university policies.

  7. Right to invite membership.

  8. Opportunity to participate as a group in appropriate university events and other activities.

  9. Right to invite speakers to campus.

  10. Eligible to receive assistance from a faculty adviser.

  11. Right to request calendar dates in designated university and student publications.

  12. May be granted permission to use the name of the university in connection with its approved programs and activities. No organization, however, shall advertise or promote its programs or activities in a manner that suggests that the function is sponsored by the University.

WITHDRAWAL OF RECOGNITION

  1. All recognized organizations must register with the Director of Student Life / Student Affairs within the first 30 days of the fall semester of each academic year. The registration procedure consists of filing a Directory Information Form. Should any organization fail to register within the prescribed period, it shall automatically lose its recognition and all the rights and privileges associated with formal recognition. It is the organizations responsibility to keep this information on file, accurate, and up-to-date.

  2. Any organization that fails to comply with its own constitution; fails to abide by all applicable local, state, and federal laws, and university policies, rules and regulations; engages in unlawful activities; or violates the rules and procedures governing the use of Student Activity funds (see the Manuals for Funded and Non-Funded Organizations) is subject to disciplinary action including, but not limited to, probation, suspension, or withdrawal of university recognition by the Student Affairs Committee.

  3. Disciplinary action may be initiated by the Student Government Association, the Student Affairs Committee, or the Office of the Dean of Student Affairs. A formally recognized organization subject to disciplinary action that may result in the termination or suspension of recognition, shall be guaranteed the right to a hearing and all the protections of due process.

  4. An organization whose recognition was terminated or suspended by the Student Affairs Committee may petition the committee for reinstatement. The Student Affairs Committee may set terms, conditions, and/or restrictions that the organization must follow before and after its recognition is reinstated by the university.

  5. Disciplinary action involving suspension or withdrawal of university recognition may be appealed to the president of the university. The decision of the president will be final and binding.

RESPONSIBILITIES OF STUDENT ORGANIZATIONS

In addition to the rights and privileges that formal recognition carries, responsibility is placed on each organization, including its officers and individual members, to conduct its affairs within the framework of university policies, rules, and regulations and the provisions stated in the constitution of the organization.

  1. Organizations have the responsibility to take reasonable steps to ensure that all programs and activities sponsored by the organization comply with all applicable local, state, and federal laws, and with university policies, procedures, rules and regulations.

  2. Officers of an organization shall be held accountable and responsible for the programs and activities sponsored by the organization in the event that the organization and/or its members violate established university policies, procedures, rules, or regulations.

  3. An organization shall be responsible for its members behavior when they are acting as members of the organization (with or without official approval) rather than as individual students; when an event is held (officially or unofficially) in the name of the organization; and when the actions or activities of individual students draw attention to the organization rather than to themselves as individuals.

  4. An organization shall have an up-to-date copy of its constitution, a Directory Information form, an up-to-date membership list, beneficiary form, and equipment and supply inventory forms on file with the Office of the Dean of Student Affairs.

  5. Organizations have the responsibility to ensure that all students within the university community, including those with disabilities, are able to participate in and benefit from all programs and activities sponsored by the organization. All publicity for approved trips must include the name of a Disability Accessibility coordinator.

  6. Organizations have the responsibility to supervise their events and ensure the safe operation of their programs and activities.

  7. Organizations accept responsibility for any destruction of or damage to university property, equipment, or facilities and any costs related to the utilization of University property, equipment, or facilities.

  8. Organizations accept responsibility for assuring that facilities are used for the purpose for which they were scheduled.

  9. An organization accepts responsibility for any of its programs and activities that interfere with the rights of any member of the university community, with another student organization and/or its guests, or with the normal operation of the university.

  10. Organizations have the responsibility to ensure that all fundsiversity services or appeals of administrative decisions through the faculty advisor;

  11. Organizations must register with the Director of Student Life / Student Affairs within the first 30 days of the fall semester of each academic year in order to maintain their recognition status.

  12. Organizations take responsibility for maintaining contact with their approved faculty adviser and meeting their responsibilities to their faculty adviser as described in section VII of this policy.

ADVISER'S RESPONSIBILITIES

The faculty adviser has the following responsibilities to an organization:

  1. To be knowledgeable about the purpose and program of the organization;

  2. To ensure that the officers and members of the organization are informed of university policies, procedures, rules, and regulations;

  3. To ensure that university policies, procedures, rules, and regulations governing student activities and student organizations are followed;

  4. To ensure that officers of the organization are selected according to the procedures stated in the organizations constitution;

  5. To ensure that all funds, including Student Activity funds and money raised through fund-raising are maintained and expended according to the rules and procedures established by the Student Affairs Committee (see the Manuals for Funded and Non-Funded Organizations);

  6. To approve the scheduling of and attend all meetings of the organization;

  7. To attend and supervise all activities, programs, and events sponsored by the organization on or off campus. The adviser is expected to be in attendance from the start of an event to its conclusion and supervise any off-campus trips in their entirety;

  8. To ensure that requests for university services or appeals of administrative decisions are processed through the faculty adviser;

  9. To inform the Office of the Dean of Student Affairs immediately when the organization is disbanded or becomes inactive.

THE ORGANIZATION'S RESPONSIBILITIES TO THE ADVISER

The organization has the following responsibilities to its adviser:

  1. To meet with the adviser on a regular basis and to keep the adviser informed of the overall program and activities of the organization;

  2. To inform the adviser well in advance of the schedule (date, time, and location) of all meetings, activities, programs, and events sponsored by the organization;

  3. To process requests for university services or appeals of administrative decisions through the faculty adviser;

  4. To give the adviser an opportunity to express an opinion on issues that affect the welfare of the organization and the interest of the university.