Student Organizations

PS# 8502

Issue # 1

Page 1 of 4

TITLE: Student Organizations

AUTHOR: Dean of Student Development

EFFECTIVE: Fall, 1982

PURPOSE: To establish a university policy concerning student organizations

REVIEWER: Dean of Student Development

OPERATING DETAILS:

1. Interested students who wish to from a group recognized as a university organization must meet with the Dean of Student Development prior to scheduling any meeting.

2. Prior to officially chartering an organization, students may request three organizational meetings for the purpose of forming the proposed group. Business during these meetings will be limited to constitution drafting and structural formation of the organization. The students forming this proposed organization must schedule on appropriate forms these three organizational meetings with the office of Student Services. A member of the Student Services staff may meet with the group to assist in forming the new organization.

3. A new organization may not organize under the sponsorship of an existing organization.

4. When a proposed organization is affiliated with an academic division, it will be necessary to have a letter from the division director giving approval for the establishment of the proposed organization.

5. Members forming an organization must submit the following information to the Dean of Student Development for university approval:

a. Two copies of the proposed constitution. The proposed constitution should specify purpose; affiliation with or assistance of any other group or organization on or off campus; membership selection and termination; membership requirements; officers, duties and terms of office; financial obligations of the organization and its members; type and frequency of meetings; activities and programs to be planned and submitted for approval.  If the group is seeking affiliation with a state, regional and/or national organization, two official copies of that constitution must also be submitted for approval. The constitution must contain the affirmative action statement, All constitutional changes must be approved by the university. If controversy arises within the group, the official office copy will be used to determine points in question.

b. Two copies of prospective membership list. Prospective members must give full name, address, social security number, classification and division. Organizations must have fifteen members to be chartered and must maintain a minimum membership of ten students. An exception may be made for representative bodies.

c. Two copies of the new organization form. An organization must submit for approval names of MUW faculty or administrative staff who are willing to serve as an advisor. An organization may have one advisor only. Approval must be obtained prior to changing advisors. Names or new officers will be submitted on this form. Officers must be selected by members of the organization.

6. When a proposed organization is approved, the members will receive written notification of university recognition from the university president.

7. University recognized organizations are afforded certain privileges and are expected to discharge certain responsibilities.

a. An organization's officers and its members are to be familiar with and responsible for upholding policies and regulations governing organizations set forth by the university and the office of Student Services. These policies and regulations will be furnished to the organization, and notifications of changes and additions will be made through the mail. It is the organization's responsibility to check with the office of Student Services to ensure that information is current. Official copies of policies and regulations are kept in the Office of Student Services for an organization and/or its members to review.

b. Members are responsible for upholding city, state and federal laws.

c. An organization is responsible for the conduct of its members and guests both on and off campus.

d. The stated purpose of the organization must be followed. Each organization will sponsor only those projects which will be beneficial to the organization, it members or the university. Before plans are completed, organizations must submit for approval all meetings and activities, whether on or off campus, to the office of Student Services. An activity is not officially approved until written confirmation is received by the organization.

e. An organization should not assume that an activity is acceptable only because it is not specifically prohibited. In planning all activities, an organization should consult with its advisor. When there is doubt concerning the appropriateness of an event, the organization should contact the Director of Student Services.

f. All activities with arrangements for set-up and/or equipment must be completed ten days prior to the event. Reservations for an activity or a facility will be held three days without a completed form. If a form is not submitted within three days, the activity and/or facility reservation will be cancelled.

g. An officially chartered student organization will not use its official status for any purpose other than its own organization. This shall include but not be limited to sponsoring activities for an unchartered group. Written approval from the Director of Student Services in necessary for a student organization to sponsor an event with an off campus of uncharted group.

h. Each organization must have an advisor. Faculty or administrative staff may serve as a advisor upon the approval of the Student Organization Activity Board Advisors are reviewed on a yearly basis.

I. The advisor or approved faculty or administrative staff member must be present during all student organization social events, on or off campus.

j. All organizations must maintain a current constitution, officer list, membership list and advisor name on file in the office of Student Services. Amendments to the existing constitution or an advisor change must have university approval.

k. Organizations should submit plans for meetings and activities for the next academic year prior to April 15 of the preceding year.

l. Organizations are expected to meet all financial obligations promptly.

m. Two annual reports must be submitted by all organizations prior to May 1.

n. Officer and member selection must be made by members of the organization.

o. Organization officers are required to attend annual leadership workshops and any other meetings or programs designed for student organizations.

p. It is the responsibility of each organization to support the university goals and educational programs by planning activities according to the objectives set forth in its constitution.

8. All organizations are expected to operate within the guidelines and regulations set forth for student organizations. Violation of university policies and regulations by an organization and/or its members.

Disciplinary procedures are set forth in the University Activities Board constitution. University recognition of any student organization is based on the condition that the organization operates according to the charter purpose and adheres to the privileges and obligations set forth by the university. The university reserves the right to revoke the charter of any organiation. When the charter of an organization is revoked, the organiztion, as originally approved, may not be reinstated at the university. The organization may apply for university recognition as a new organization after a period of one year.