Student Organizations Requirements
Each organization shall be free to choose its faculty or staff advisor who, by accepting appointment, agrees to maintain contact with the organization so as to be familiar with its programs and personnel. The advisor shall be responsible for advising the organization as to its programs and personnel having in mind not only the objectives of the particular group, but also the best interests of the University.
- Approved Advisors — An approved advisor shall be
- a person with the rank of instructor or above;
- a person engaged in research duties, holding the equivalent rank of instructor or above;
- a full-time administrator employed in one of the administrative units of the University;
- a director of a recognized religious organization; or
- a chapter advisor of a social fraternity or sorority appointed by the national organization of that particular group.
- Additional Responsibilities of Advisors
- advise and consult with the organization and its officers in its financial affairs to see that proper budgets are formulated; to see to the proper disbursement of, and accounting for, funds of the organization; and to see to proper security for the payment of debts for the organization
- accept any responsibility of advisor including transmitting communications between any University office and the officers of the organization
- maintain contact with the organization and its officers so as to be familiar with its program, financial status, and personnel
- House Director
Any organization which maintains a residence for students must have a University-approved house director in residence.
Bank Account Requirements
In the event a registered student organization maintains a bank account, at least two (2) signatories will be required for withdrawal or payment of funds from the account.
All registered student organizations are required to maintain a University post office box in the name of the respective organization. Each organization is responsible for paying the annual postal service fee.
Student Reports and Orientation Session
- Organization Information and Statement of Assurance Report — Each registered student organization shall complete and submit an Organization
Information and Statement of Assurance Report. This report will include a statement
of assurance that, consistent with Title VII of the Civil Rights Act of 1964 and Title
IX of the Education Amendments of 1977, the organization has a nondiscriminatory membership
policy. In addition, the report will include a statement of assurance that the organization
will observe the following guidelines for the responsible use of alcohol at off-campus
- Alternative nonalcoholic beverages are served and are made as available and at least as accessible as alcoholic beverages and are available in sufficient quantities to provide students with an opportunity to choose to consume a nonalcoholic beverage.
- Alcoholic beverages will not be available on self-serve basis; that is, students attending a function do not have open and unlimited access to alcoholic beverages.
- Food items are made available in sufficient quantities and are served at the same location as alcoholic and alternative beverages.
- Reasonable efforts are made to enforce the legal drinking age.
- Drinking games and contests involving alcoholic beverages are not encouraged nor condoned.
- Persons who appear to be intoxicated are not to be served alcoholic beverages.
This report must be filed no later than the date designated and advertised by the director of Student Organizations and Service. Registration of the organization will be withdrawn if this report is not filed by the designated date. Officers are also expected to file corrected reports as necessary or appropriate. Specifically, a new report must be filed when there is a change in the current president and/or advisor. Failure to file a new report will result in the organization’s placement on inactive status.
- Orientation Session — There shall be a mandatory orientation session of presidents of campus organizations (or their designees) to be held at the beginning of the fall and spring semesters. Standards of expectation for student organizations will be explained. Organizations that fail to attend the orientation session are not eligible to receive funds from the student activity fee for any semester in which the organization is not in compliance with this requirement.
- Constitution and/or By-Laws Changes — Changes and additions in the constitution and/or by-laws of the organization must be submitted in writing to the director of Student Organizations and Service within seven (7) days after adoption. Personnel there shall take cognizance of such changes and forward major revisions to the Dean of Student Life when necessary or appropriate.
- Financial Reports — All University-approved student organizations must be prepared to submit a financial statement and/or reports concerning programs and activities upon request to the Assistant Vice President for Student Affairs. The University reserves the right to place on probation or withdraw its approval from organizations which operate outside the bounds of sound financial procedure or show other evidence of financial irresponsibility. The University assumes no responsibility for indebtedness incurred by student organizations. Every University-approved organization must submit a statement of fees, dues, and assessments to the Assistant Vice President for Student Affairs upon request.
- Inactive Status — Organizations placed on inactive status are not eligible to use University facilities, apply for or receive money from the student activity fee, or exercise any other privilege associated with the status of an active registered student organization. Organizations which have been previously registered but are placed on inactive status for more than one (1) year must complete the Organization Information and Statement of Assurance Report and provide an updated constitution in order to be reinstated to active status.