STUDENT ORGANIZATION HANDBOOK

1.0 INTRODUCTION

The Ohio State University recognizes the vital contributions that student organizations make to university life. Recognizing that students are free to organize and join associations to promote their common interests, The Ohio State University sets policies and procedures for student organizations so that the quality of life and overall educational mission of the students and the University are continually enhanced. However, registration is not to be interpreted as an endorsement of the purpose and/or activities of any organization by The Ohio State University.

The annual registration process for student organizations administered by the Office of Student Activities is a mechanism to establish a limited relationship between The Ohio State University and student organizations. The registration procedure insures that all registered organizations within the University can, on an equitable basis, obtain the services and benefits associated with formal registration.

A student organization, as defined by Student Affairs, is a group or association composed of students that is created for any educational purpose including the advancement of academic, social, recreational, religious, political, or other special interests. Any three persons who are enrolled at OSUM as students and currently registered in courses (6 hours minimum) and in good academic standing (GPA of 2.00 or above) at the University may create a student organization. Persons who are not Ohio State students may participate as non-voting members in the activities of student organizations as associate or honorary members.

In order to establish a limited relationship between the University and student organizations, the Office of Student Activities collects and reviews three kinds of information from student organizations:

Registration Information

At the beginning of each autumn quarter, current officer and advisor information is collected. Should this information change at any time during the year, organizations must update that information with Office of Student Activities as early as possible.

Database Information

The database information form enables Office of Student Activities to collect information pertaining to the purpose, focus, and size of student organizations. This information allows the Office of Student Activities to answer inquiries about groups and generate mailing labels.

Compliance Information

Each student organization is required to submit a Constitution and By-laws so that the Office of Student Activities can ascertain that an organization is in compliance with University policies and procedures.

2.0 ORGANIZATION REGISTRATION

2.1. REGISTRATION PROCEDURES FOR NEW STUDENT ORGANIZATIONS

New Student Organizations must register at the time they are created. The Office of Student Activities shall grant or deny registration no later than 20 business days after submission and verification of all completed materials. Registration becomes effective upon written notification to the group from the Office of Student Activities.

The following information is required at the time a new group of students registers as a student organization:

1. A completed registration form from the Office of Student Activities. Please note that an additional signature may be required. Obtain the Director of Student Activities signature if your organization is a social fraternity or sorority, sports club, or media organization.

2. Constitution and by-laws. When affiliated with an off-campus organization, the constitution and by-laws of the off-campus organization are also required (sample constitutions are available at the Office of Student Activities).

3. Statement from the off-campus organization certifying affiliation when the group is a campus chapter of an off-campus organization (if applicable).

4. An organization must maintain an active up-to-date file in the Office of Student Activities. Failure to register annually may result in the denial of all student organization privileges. The file must have the following information:

(a) Registration Form: Completed by the 15th of October of the autumn quarter, when officer and advisor information changes, and/or when the name of the organization changes.

(b) A copy of the organization’s most current constitution, upon request by the Office of Student Activities.

5. The following types of student organizations must comply with additional registration requirements. The types of student organizations and any special requirements are listed below:

Sport Clubs: A certified sports club is a recognized student organization that has been formed by students who are motivated by common interest and desire to participate in a particular sport activity. More specifically, they are formed so the participants in each club may learn new skills, improve existing skills, engage in extramural-intercollegiate competition, and enjoy recreational and social fellowship. The additional registration requirements for sports clubs are as follows:

· The Director of Student Activities must recognize all student organizations that wish to be considered sports clubs. The signature of the Director of Student Activities will be accepted as sufficient documentation of recognition.

· The Director of Student Activities may establish criteria for new sports clubs and specific requirements for existing organizations.

· The Director of Student Activities will make such criteria available to students upon request.

Media Groups: “Student media” means student publications and electronic media, including but not limited to, any brochure, newspaper, magazine, newsletter, yearbook, radio, television, or other telecommunication devices edited, published and/or managed by students for distribution to members of the university community. Additional requirements for media groups are as follows:

· In addition to the requirements for offices and advisors, a registered student media group must have an advisory board.

· The advisory board shall be composed of at least two faculty or administrative and professional staff members (one of whom may be the advisor), and three students (none of whom may be an officer, editor, or general manager of the student media organization).

· The duties of the advisory board shall include, but not be limited to, approval of the organization’s annual budget and expenditures, advising on matters of ethical accountability, and advising on selection of the editor or general manager.

· Unless specifically provided in the organization’s constitution, the advisory board shall not have control over the editorial policy or the organization.

· The advisory board may not engage in prior censorship of student publications or media broadcasts.

· Registered student media groups possessing equipment must submit a written inventory of all equipment to the Office of Student Activities each time there is a change in officers and at least once per year. The inventory shall include a completed description of the equipment, purchase or trade date and price, current value and exact location. The Director of Student Activities may request an on-site inspection to verify.

· The signature of the Advisory Board Chairperson is needed on the Student Organization Registration form.

Governance Organizations: All student organizations recognized by the University Senate as representative bodies and holding seats on the University Senate are considered governance groups for the purposes of student organization registration and its related services.

Currently, there is one government group on campus: Undergraduate Student Government. This student organization is endorsed by the Office of Student Activities. The Director may establish criteria for accepting new governance groups and specific requirements for existing organizations. Such criteria will be made available.

2.2. REGISTRATION PRIVILEGES

Registered student organizations enjoy special benefits on campus. These include:

1. Use of University facilities (reservation forms are available in the Facility Scheduling Office, Morrill Hal, Room 118).

2. Sponsoring on-campus fund raising events.

3. Applying for University funds designed to support the activities and programs of student organizations. Application forms are available in the Office of Student Activities and in Morrill Hall, Room 166.

4. Inviting guest speakers to the campus.

5. Use of the University name to designate the student organization’s location “at The Ohio State University” or “Ohio State” on its letterhead and publications (subject to University name, logo, and seal guidelines).

6. Requests for student address labels and listings subject to written approval of the Director of Student Activities.

7. Access to all services offered by the Office of Student Activities, including organization consultation and workshops.

8. Access to bulletin boards, signboards, outdoor, on-campus signboards and kiosks (subject to approval by the receptionist in Morrill Hall, Room 166.)

9. Participation in the Student Involvement Fair.

2.3. REGISTRATION POLICY

In order for student organizations to be recognized and registered on campus, the following guidelines must be met:

1. Discrimination on the basis of race, color, creed, religion, sexual orientation, national origin, sex, age, handicap, and/or Vietnam-era veteran status is prohibited.

2. No student shall be excluded from membership on the basis of sex, unless the student organization is a social fraternity or sorority, or the primary purpose of the student organization is to engage in sports in which the major purpose or activity involves bodily contact, or the student organization is otherwise exempt under Title IX of the Education Amendments of 1972.

3. Voting membership in a student organization must be limited to currently enrolled OSUM students who shall comply with the stated purpose(s) of the organization and reasonable conditions and obligations of membership.

4. Persons who are not OSUM students may participate as non-voting members in the activities and programs of student organizations as associate or honorary members.

5. A student is eligible for a student leadership position (President, Treasurer, etc.) if the student is enrolled for at least 6 credit hours, not on disciplinary probation, and in good academic standing. Good academic standing requires that undergraduate students maintain above a 2.0 grade point average per quarter. Graduate and professional students must maintain above a 3.0 grade point average per quarter.

6. A student must meet these requirements at the time the student assumes a leadership position and continue their eligibility throughout the tenure of the leadership position.

(a) For every four quarters in a leadership position during an academic year a student must be enrolled three quarters. The Director of Student Activities or designee can only authorize exemptions from this policy.

(b) When the Director of Student Activities or designee discovers a violation of this rule, the Director has the authority to remove the student from the leadership position.

9. When complicity on the part of the registered student organization in perpetuating a violation of this rule is alleged, disciplinary proceedings consistent with the rules established in the Code of Student Conduct (Chapter 3335-27) will be initiated.

10. Student organizations that have past due debts with the University will not be allowed to register or conduct business on campus. Account balances can be verified in the Business Office.

11. Provisional registration will be granted to new student organizations only to allow members to use free University meeting space while fulfilling registration requirements. The Director of Student Activities or designee may grant provisional registration for a period of 60 calendar days. Requirements for provisional registration will be made available by the Director or designee upon request from the student(s).

3.0 RESPONSIBILITIES OF ORGANIZATIONS

Registered student organizations at The Ohio State University, their officers, members and guests are to assume and accept the following responsibilities:

· Responsibility for complying with federal law, city code, and all laws for the State of Ohio, including but not limited to provisions of the Ohio Administrative Code including the Rules, Regulations, and By-laws of The Ohio State University, The Ohio State University Operating Manual, the Code of Student Conduct and guidelines promulgated by the Provost of Academic Affairs or designee. Copies of pertinent documents are available at the Office of Student Judicial Affairs.

· Responsibility for the activities of non-student members and guests while participating in the activities of the student organization.

· Responsibility for notifying Office of Student Activities of any changes in the information submitted previously for registration.

· Responsibility for sponsoring and supervising their programs.

· Responsibility for the safe operation of their programs.

· Responsibility for assuring the facilities is used for the purpose for which they were scheduled.

· Responsibility for sound fiscal management and for prompt payment of any debts incurred.

· Responsibility for expending organization monies to further the purpose(s) of the organization and not for the private benefit of officers or members.

4.0 DISCONTINUATION/DENIAL/TERMINATION OF REGISTRATION

The Office of Student Activities reserves the right to discontinue, deny or terminate registration status. The following are circumstances that will result in denial or termination of registration:

1. A request from the student organization to dissolve.

2. Action taken by the Office of Student Judicial Affairs.

3. A lapse in communication with the Office of Student Activities. To retain registration privileges, an organization must maintain an active up-to-date file in the Office of Student Activities.

4. Request from an external organization chartering a student organization at Ohio State.

5. Failure to keep current or to meet financial obligations to the University.

6. Failure to comply with the organization’s constitution.

7. Failure to comply with the rules, regulations, policies, and procedures of The Ohio State University as determined by appropriate University representatives.

8. Registering an organization under termination or sanction from its off-campus affiliate.

9. Registering a sanctioned organization under a new name.

10. Registering a subsidiary of a currently registered organization.

11. When the organization is not formed for an educational purpose.

12. When the organization has not complied with registration requirements.

13. Failure to keep debts current with providers of University goods and services will result in loss of organization privileges (suspended status).

14. Submitting false information to The Ohio State University.

4.1. APPEAL PROCESS

A student organization may initiate an appeal with the Director of Student Affairs of a decision by Office of Student Activities to discontinue, deny, or terminate its registration. An appeal must be initiated within 30 days of receipt of notification of the decision from the Office of Student Activities.

5.0 GETTING YOUR ORGANIZATION STARTED

5.1. IDENTIFYING LEADERS AND STRUCTURING YOUR GROUP

There are many ways to structure your registered student organization. Your organizational structure determines the roles of your members and your leaders and defines who does what. You will likely need at least one person to take responsibility for the following tasks:

· Serve as primary contact person (represent the group)

· Serve as spokesperson, meeting facilitator

· Be responsible for recruitment of membership/publicity

· Be responsible for meeting arrangements and minutes

· Be responsible for programming and fund-raising

· Be responsible for finances

Whatever organizational structure your group decides upon, the primary roles of the leaders should be to keep the group focused on their goals and to see that all members have sense of belonging, a clear understanding of what is expected of them, and shared ownership in shaping the organization’s goals. As leaders, you can’t do all at least for long. Make sure everyone has a part. Ask for help in your areas of weakness and encourage others to do the same. One of your goals should be for the organization to continue indefinitely. Be sure to prepare enthusiastic and responsible group members to take over leadership positions when you leave.

5.2. PURPOSE, GOALS AND OBJECTIVES

One of the very first tasks of your group should be to decide on a clearly stated, realistic, general description of purpose that will be easily understood by members.

Set goals

Identify short, medium, and long-term goals to accomplish during the current school year and future objectives that will fulfill your group’s purpose. If you have an established organization that repeats the same goals annually, discuss which should be continued and which should be changed.

Organizations are composed of members. Members want to get something out of belonging to a group. They want to develop and gain something personally. What experiences do members want as a group member? Why did they join? Ask them. How can you make sure that members will get these experiences? How much social interaction do members want and when?

Financial goals

How will the group obtain money for publicity, phone calls, uniforms, trips, etc.? How much money is needed? Are there costs associated with reaching the goals you’ve outlined? Add up the cost of each goal to determine your financial need. Do you have the funds to cover the costs? If not, how will you obtain them? Discuss dues. Do you want them? How much? Will students pay less than non-students? Discuss fund-raising. Are people willing to commit time and energy? Can you realistically raise the funds you need? Will fund-raising interfere with your goals? Include financial stability in your goals.

Implementing goals and objectives

Develop a time line for each of the goals and steps necessary to accomplish them. Objectives are the individual steps needed to obtain each goal. Now that goals are set for the group and its members, outline the steps required to reach each of those goals. Discuss whether your total plan is realistic and fulfills the purpose of the group. Assign tasks to individuals or committees and determine who will accomplish these tasks.

5.3. RULES, CONSTITUTION, AND BYLAWS

To be effective, an organization needs basic rules. Set these rules up early to answer questions that inevitably come up; how will officers be selected? When will they be selected? How many members make a quorum? What percent of members need to be present for policy review and final decisions? Referring to these documents is especially helpful when disputes occur. Save yourself a headache and decide your procedures now.

Be sure to include rules insuring that your group will be composed mainly of students and be controlled and directed by students. Although University regulations do not specify that all your officers must be students, you should consider carefully how your selection of officers might affect your definition as a “student organization.” Also refer again to the eligibility requirement section in this Handbook and be certain your organization meets those requirements.

A constitution and/or bylaws are a useful way to write up your rules. Some organizations may adopt a constitution while others operate with bylaws alone. Whatever structure you choose should be formally adopted by your organization. Be patient, this may take some time, but you’ll benefit when it’s completed.

Using the constitution and bylaws of another organization as an example saves time. We’ve included a sample constitution at the end of this handbook. Use the parts that are useful to your group and discard what is not useful. If you would like assistance devising a constitution for your organization, contact any of the staff in the Office of Student Activities for assistance.

A constitution may be arranged in articles, each article being subdivided into sections. The constitution should contain only what is fundamental to the structure of the organization and should therefore be difficult to amend. Usually to amend a constitution, previous notice is required of the amendment with a two-thirds or three-fourths vote for its adoption. An amendment should not be permitted except after having been proposed at the previous meeting.

Typical elements of a constitution

· Name and statement of purpose of the organization

· Qualifications for membership

· Officers, election procedures and duties

· Meetings of the organization

· How to amend the constitution

Bylaws contain all the other standing rules of organization. Include only what is essential in the constitution; leave all other details to the bylaws. It is also a good idea to set up the bylaws so they cannot be modified during a single meeting of the group, i.e., changes should be proposed and voted on at different times. A sample constitution is included at the end of this handbook.

5.4. RECRUITING & RETAINING MEMBERS

Recruitment and retention of members should be a focus throughout the year. Many student organizations have a stated purpose that appeals to a broad constituency of potential members. Your organization may be of interest to students regardless of gender, racial or ethnic background, sexual orientation, ability, religion or national origin, college, major or year in school.

RECRUITMENT

Before you begin to recruit members, review your current membership and determine whether you are reaching a wide range of students. Your organization will benefit if you are successful in attracting a number of students from varied backgrounds because of the new ideas, perspective and experience they will bring. No matter what type of organization you have, don’t think you can predict the people that will be interested in your group. Even if you are connected to an academic major, there may be exploring students or people with a great deal of knowledge about the subject but who have chosen a different academic focus. If your group decides it has not been successful in reaching certain kinds of members (e.g., women, returning adult students, students outside a particular major, students from a range of cultural backgrounds), make a plan for doing focused outreach to the “missing” members. The Office of Student Activities can help you in developing a plan.

In your recruitment publicity and information you can be welcoming and inviting to the broadest possible range of members by remembering to do the following:

· Use inclusive imagery in posters and pamphlets representing your organization.

· Make sure that the language you use in your publicity is respectful of all people and that it is gender neutral.

· On your publicity materials, indicate whether your event or meeting is accessible and how to contact your organization if students have special accommodations.

OUTREACH

Fliers and general mailings may not be enough to entice people to join your group. It is likely you will have to do outreach to get members to come to you.

· When reaching out around campus to recruit new members, visit places where you might meet students with a variety of backgrounds and experiences.

· Be willing, to change your method of outreach, for example, by visiting with individual students around campus--letters or posters may not be effective for all groups.

· Don’t wait for people to come to you! REACH OUT!

5.5. MEETING THE NEEDS OF YOUR MEMBERS

How does your organization meet the needs of members? Are there opportunities for new members, as well as graduating seniors? What opportunities are there? List them. The Offices of Student Affairs and Student Activities also provides student organizations with the following:

Retreat Planning Services - As the name implies, this service is designed to help student organizations plan retreats. Topics can range from setting goals to maximize communication skills to effective planning, publicizing, and implementing events. We can help with selection of location, topics, speakers, icebreakers and team building exercises, and other facets of effective retreat planning.

Advising - The Office of Student Activities staff provides direct advising services to a wide variety of student organizations, including consulting about organization development and providing ideas and information about programming and planning events. The Office of Student Activities also helps foster collaborative relationships among organizations through its support of advisors. In addition, the Office of Student Activities provides support to the multitude of faculty, staff, and administrators who serve as official advisors to the numerous student organizations. The staff in Student Activities is available to provide assistance to any student leader or advisor in addressing current or potential organizational challenges.

Below are some tips to assist you in better meeting the needs of students.

ORGANIZATION DEVELOPMENT

All groups are dynamic, changing entities. Just as individuals change and grow, so do organizations. You as a leader need to be aware of the condition of your group, and what you can do to facilitate its success. The Office of Student Activities, through the Student Organization Resource Room, can help with all of these areas.

ÞTeam Building and Group Development

Acquaintanceship, the members of the organization simply getting to know one another, is the first step for any organization. The individual members of the group need to be familiar and comfortable with each other in order to facilitate good communication. Trust, confidence and the ability to negotiate disagreements all begin with familiarity.

To this end, organizations occasionally need to back away from business, and spend some time focusing on the individual members. Often this can best be accomplished in a retreat setting, using structured exercises for this purpose. Structured activities can be used to facilitate the group members learning to work together in this stage of group development, known as team building.

ÞPurposes and Goals

All members should be aware of and have input in developing the long-term direction of the group. While many groups have specific purposes, others are less focused. Regardless, it is important that everyone be aware of and understands the purposes and goals of the organization. The group must also look at and evaluate short-term goals. What does the group want to accomplish this year, this quarter, or even with a specific event? Again, proceeding with a concise plan will help the group assess and facilitate its success.

ÞEvaluation

Another important component of organizational development is evaluation. If the group made explicit goals, this process becomes easier. How close did the organization come to meeting its stated goals? What helped or hindered your success? What can you change to ensure success in the future?

ÞPublicity

Organizations need to be creative when it comes to publicizing themselves and/or their events. Below are some general guidelines for good publicity followed by some specific information on campus and community policies.

5.6. CHARACTERISTICS OF SUCCESSFUL ORGANIZATIONS

Remember, students stay with organizations that are organized, dynamic and meet their personal goals for membership. Prospective members want to know that the organization is moving forward and successful in meeting the group’s goals. Identifying the needs of the individual members is the key to having a strong organization with enthusiastic members. To remember why students join organizations and what helps retain them, just think of GRAPEs.

The “GRAPE” Principle

G is for Growth

Does your organization provide growth opportunities for all interested members? Are there opportunities for members to move into positions of leadership or are there only a few opportunities usually “saved” for the senior members?

R is for Recognition

Do you recognize members when great things are occurring in your organization? Don’t wait until the end of the year. People need and appreciate being recognized for the hard work they have been accomplishing in a timely manner. Recognition or awards that are presented may also serve as a motivating factor for other members who would like to achieve a certain level of success.

A is for Achievement

A sense of “team” achievement is important. Even if the member wasn’t the “key” person who helped accomplish a task. It’s important that everyone feels as if they contributed to the success of the organization. When the organization is honored, it is important that the group realizes that everyone from a member who may have done a simple task to the president of the organization contributed and has a feeling of accomplishment.

P is for Participation

Can everyone participate in programs and events? At one time, perspective members of certain organizations had a six-month waiting period before reaching “full” member status. This limited the participation of the new members. There was no problem when new members were needed to work on menial tasks but other tasks were reserved for the “full” status members only. Make sure your organization is open and willing to accept all student members’ contributions regardless of how long they have been with the organization.

E is for Enjoyment

Volunteering and working hard in an organization has to be fun! If being part of a group isn’t fun, why be a member? Students’ time is valuable and there is a multitude of options for them to be involved with. Make sure one of the best options on campus is being involved with your organization!

5.7. MEMBERSHIP RETENTION STRATEGIES

Once you have attracted a broad range of members you will need to think about what will keep them interested and involved with the organization. Some ways include:

· Offer leadership training to all interested members, using campus resources (Contact the Office of Student Activities about free workshops available to students and student organizations).

· Demonstrate your commitment to diversity by modeling respect for all members.

· Plan programs that are of interest to all of your members; you may want to offer some specialized programs for subsets of your members, but be certain you aren’t serving some subsets and ignoring others.

· Review your programming to attract new members and meet the needs of current members--make changes to fill program gaps.

· Create an organizational structure/governance that encourages participation by all members.

Making Your Organization Accessible to All

The Americans with Disabilities Act of 1990 (the ADA) is a federal law that recognizes, and seeks to ensure, the right of individuals with disabilities to participate to the fullest extent possible in the activities and benefits of society. The ADA addresses the rights of persons with disabilities to building access and other accommodations, such as interpreters, note-takers, etc. These accommodations help to ensure that, among other things, persons with disabilities can attend college with a minimum of difficulty and that their right to experience the world of higher education is not infringed upon.

Although your group is not an official University office, as a registered student organization, you are expected to provide accommodations when possible. Let people know that you are willing to change meeting sites and accommodate their special needs. When planning events, use facilities that are accessible to the University community. Considerations in planning for an event that will be accessible to individuals with disabilities include the following:

Wheelchair users and those with mobility impairments:

· Make sure the event is in an architecturally accessible site with elevators, ramps and nearby restrooms, adjacent disability parking, etc.

· Reserve space in the front for use by wheelchair users and their guests.

Hearing impairments and individuals who are deaf

· Contact the Office of Disability Serves (ODS, 292-3307) several weeks in advance of the event if you feel you need to arrange for a sign language interpreter. Be sure to factor in the cost(s) of interpreter(s) when planning event expense

· For a large public event with a guest speaker, consider the use of real time captioning (contact ODS for more information).

· If it is certain that a sign language interpreter will be used during the program, be sure to include the pictorial symbol that will alert individuals who are deaf that this service will be provided.

· Provide for seating in front so that individuals who are deaf can see the sign language interpreter.

· If a film or video is being shown, make sure that they are available in a captioned format and that you have the appropriate equipment to view it.

Visually impaired, individuals who are blind and individuals who are print impaired:

· Make sure that programs, handouts/brochures are available in larger print, on computer disk, or audiotape.

· Make sure that if overheads are being used in the presentation, that the speaker reads what is on the overhead and describes the graphics and pictures.

If registration is a requirement for attendance at an event, be sure to have a space where the person can request their needs, such as: “I will need the following disability related accommodations: ___________________________.”

This information is provided by the Office for Disability Services, Pomerene Hall, 292-3307 or on the web: www. osu.edu/units/ods.

5.8. ELECTION OF OFFICERS

The organization’s elected leadership is very important. Those members chosen by the group to have the normal authority should be carefully selected. The Office of Student Activities has the following suggestions:

· Elect a new set of leaders at the same time every year. Most groups elect their officers during Spring Quarter, enabling the group to begin a school year with experienced leaders. This will also allow the leader to receive additional training before the next school year and continuity in mailings from the Office of Student Activities.

· Check your constitution and by-laws for nominating and election procedures. The Office of Student Activities recommends a one-person, one-vote standard. While it is a good idea to periodically review these documents and procedures, they should not be changed with every election.

· At a minimum, every student organization should have three officers, a primary student leader or chair, a treasurer, and another officer. Of course, you may choose to have others. Regardless of how many officers the organization has, their powers and duties should be spelled out in the constitution.

Projects and Activities

Careful planning is the key to successful programs, projects or events. From meetings to marathons, every activity your group is involved with it should be well thought out. Student organizations can and have planned all sorts of academic, social, political, and recreational events, and the Office of Student Activities encourages a wide array of activities and events. However, all events must be consistent with the educational mission of The Ohio State University.

· All gambling is prohibited on campus.

· Dangerous activities such as car smashes, those involving live animals, explosives, firearms or other weapons are not permitted on University property.

· “Slave” auctions are not permitted.

· Beauty Pageants are not permitted.

6.0 GETTING YOUR ORGANIZATION STARTED

6.1. CODE OF STUDENT CONDUCT

The Board of Trustees, at their July 5, 1992 meeting, approved changes to the Code of Student Conduct having significant implications for behavioral accountability of registered student organizations to the university. The new sections read as follows (with the significant passages in bold):

The code exists to foster and enhance the academic mission of the university. The code protects the students, staff and faculty of the university and their rights. In addition, the code protects the property of the university, and all property of faculty, staff and students, on university premises. The term “university premises” means all lands, buildings and facilities owned, leased or operated by the university. The term “student” is defined for purposes of this code as an individual who has paid an acceptance fee, registered for classes, or otherwise entered into any other contractual relationship with the university to take instruction, and lasts until that individual graduates, formally withdraws, or is expelled. The code applies to the conduct of all students and registered student organizations (hereinafter “student”); while on university premises; while on professional practice assignment; on assignment which is associated with academic course requirements, such as internships or student teaching; or, while involved with, a university related activity, or a registered student organization activity.

Rationale:

The Ohio State University maintains a commitment to the co-curricular development of students. The Office of Student Activities provides support and opportunities for the development of leadership skills and opportunities for growth through involvement with and participation in student organizations. The corresponding responsibility of the student organization is to uphold the standards of integrity, civility, and responsible behavior inherent in an academic community.

The Code of Student Conduct is the official document which establishes the minimum standards of behavioral expectations the university can expect from students and organizations, and articulates the processes and procedures established to protect students’ rights. Therefore, registered student organizations, and students involved with the activities of a student organization are held to the minimum behavioral standards articulated in the Code.

The definition of a registered student organization activity should be interpreted broadly. That is, an “activity” is defined contextually within the operation of a student organization. Activities of registered student organizations include, but are not limited to:

(a) Any planned event or program in which the registered student organization participates in organizing and executing, and/or is identified as an event sponsored or co-sponsored by or associated with the organization.

(b) Any formal event or program in which the primary participation is by members of an organization; occurs on the premises of a building or land leased or owned by the organization; or, any group activity in which members of a specific organization behave in a way which leads one to believe they are acting under the guise of the organization, or are acting on behalf of an organization.

(d) Actions of individual members, or non member guests and participants, which are conducted on behalf of, or under the auspices of, the registered student organization, whether or not the event is officially sanctioned by the organization.

The Code applies to the behavior of individuals as well as the behavior of the group representing an organization. Misconduct allegations may include charges against both the organization and specific individuals within the context of the organization activity. Therefore, members of an organization as well as students who are not members of a specific registered student organization, who are involved in prohibited conduct while on the premises of an organization, or at an event sponsored, planned, or conducted under the auspices of an organization will be responsible for their behaviors.

6.2. FUNDING FOR STUDENT ORGANIZATIONS

Student Affairs supports the activities and programs of student organizations. Monies appropriated by the Student Affairs Allocation Committee are public monies, and must therefore be used in the furtherance of the educational mission of the University, and not for private purposes.

6.3. OPERATING FUNDS

Operating funds cover expenses essential to the group’s operation.

The fundable categories of Operating expenses are listed below:

· Office Expenses-office supplies including stationary, pens, disks, paper clips, and other items needed to conduct business. Stamps for general organizational use and general photocopying are also included.

· Newsletter-there is a regular or periodic publication to the organization’s membership containing information about the organization and its activities.

· Advertising and Promotion-materials used to recruit members and announce meetings, etc.

· Books and Subscriptions-materials central to the organization’s purpose and readily available to its membership.

· Dues to State and National Organization-membership dues for an organizational membership in a state or national organization. Dues for individual memberships are not covered.

· Bank Charges-charges associated with maintaining checking and savings accounts. This does not include insufficient funds charges or interest on loans.

· Awards-plaques, certificates, prizes, scholarship, recognitions, etc.

· Food-an organization can provide refreshments for a meeting, recruitment event, or as part of a marketing plan to encourage students to join your organization. NO ALCOHOL

· Transportation-costs associated with traveling to the destination by private car, or private rental, plane, train, or bus. If a public carrier, such as an airline or bus line, is used, costs of the number of supported individuals. For a private car, the cost shall be reimbursed at the current University rate.

· Lodging-Costs associated with accommodations at the destination, or in transit to or return from, the destination.

· Registration-registration costs for a conference or program, as well as any pre or post- conference workshops, may be requested.

· Entertainment-entertainment includes speaker’s fee, honorarium, or other fees for speakers or other presenters, band or DJ fees, artists’ fees, or rental for films or other entertainment medium. Travel expenses for the presenters, if charged to the sponsoring organization(s), may be included.

· Facility Charges-any fees associated with renting space for the event.

· Physical Facilities-any fees charged by University Physical Facilities for the setup or cleanup of the special event, including, but not limited to, electricity, water hook-up, tables and chairs.

· Ticket Printing-costs to design and print tickets for the event.

· Publicity-costs to advertise the event, including but not limited to, flyers, posters, ads, etc. Costs for design and printing are acceptable.

· Security-cost for uniformed or plain-clothes officers hired to maintain order at the event. Costs for EMS/Fire Prevention offices, if needed, are also acceptable.

· Expenses must be reasonable and are subject to review as per University guidelines.

· Other-other miscellaneous expenses including, but not limited to, long distance telephone calls related to the activity, and fees to notarize contracts. An organization may request funds for other operating expenses that do not fit the previously listed budget categories. Other miscellaneous expenses including, but not limited to, parking, tolls, and taxi fees, etc. The organization must provide justification as to why they feel it is fundable.

Below are the categories of expenses that are not fundable through the Operating Fund. Some items may be fundable under other funds. Exceptions to these categories for student government groups are also listed.

· Books and Subscriptions-materials for personal use of members are not fundable.

· Telephone-personal long distance charges are not fundable.

· Donations-gifts made by the organization to individuals, groups, or associations, including political and religious organizations, are not fundable.

· Individual dues/fees paid to state, regional, and national organizations for individual memberships are not fundable.

· Activities to Benefit Individuals-expenditures designed for the personal gain of individuals and not the organization as a whole (e.g. printing or resumes, duplication of course materials) are not fundable.

· Travel primarily social in nature.

6.4. FUNDRAISING FOR STUDENT ORGANIZATIONS

All registered student organizations are encouraged and expected to make every possible effort to become financially self-supporting. Organizations may generate funds in several ways:

1. Dues or fees charged to members should be set fairly and must not be used as a means to discriminate against students in a manner that would be in violation of the University’s non-discrimination policy.

2. Admission charged at events is an excellent way to cover event expenses. Tickets, of course, are necessary for an event involving advanced sale of admission. As a financial accounting mechanism, it is advisable to use numbered tickets any time admission is charged for an event. The prototype of the ticket intended to be used for an event and the method to be used in selling tickets and collecting money needs to have approval obtained at least two weeks prior to the event and before tickets are printed or money collected.

6.5. SALES AND SOLICITATIONS FOR CONTRIBUTIONS

Sales of goods or products by registered student organizations on University property require approval. Sales by registered student organizations must be conducted and staffed solely by members of the sponsoring organizations. Requests for all space to sell goods or products on campus must be submitted on a “Request for University Facilities” form, which may be obtained from the Office of Student Activities. The request must be submitted two weeks prior to the planned event. The following information should accompany the request:

· the name of the organization

· nature of the sale

· type of item sold

· the name, address, and phone number of the president, treasurer, or secretary of the organization sponsoring the activity

· the date(s), time(s), and place(s) requested for the activity to occur.

Food Sales Food items sold by student organizations must be:

(a) Commercially prepackaged by a reliable vendor, and the organization or vendor selling and handling the food must comply with all city, state and University codes, rules and regulations governing the preparation and sale of food;

(b) Foodstuffs grown, raised, or produced by the members of registered student organizations as a part of their members’ academic program or a majority of those whose members are enrolled in an academic program providing instruction in the growing, raising or producing of the foodstuffs to be sold. In either case, a written request for the food sale must be submitted to the Office of Student Activities and must be approved by both that office and the chairperson of the academic department involved.

Registered student organizations cannot operate vending machines on University premises.

Direct solicitation of funds, in-kind services or goods and services (not limited to prizes, trophies, publicity funds, and food) requires prior University approval before student organizations contact potential contributors. Examples include off-campus vendors, University alumni, past members of the organization, businesses, foundations, or any other group or person. Monies collected are used to cover general operating expenses or to purchase special goods, services or equipment. To obtain approval, a group must submit a letter of intent to the Director of Student Activities for review. A response will be given within 2-3 business days.

Student organizations violating sales and solicitation rules are subject to termination of the organization’s registration. Any person violating the foregoing sales and solicitation rules is subject, upon proper notice, to eviction from University property or arrest.

Only requests by student organizations for sales, drives, solicitations, canvassing or leafleting will be considered for activities which:

· are not in conflict with University or other civil regulations

· are not in violation of existing University guidelines or contracts

· do not jeopardize public or individual safety

· the activity will be conducted only by members of the registered organization

· the sale activity is not in violation of a department’s activities or space use guidelines

6.6. ORGANIZATIONAL SERVICES

The sale of organizational services is an overlooked source of funds. If an organization has members with special talents it may wish to sell these services to other organizations. For example, a public relations or advertising club might, for a fee, design advertising campaigns for other organizations wishing to promote a special event.

6.7. CO-SPONSORSHIP OF EVENTS

Co-sponsorship with other student organizations, academic units, or off-campus groups involves sharing resources to produce a given event. Through co-sponsorships, organizations may be able to conduct bigger projects with reduced risk for each sponsoring organization.

7.0 STUDENT ORGANIZATION ADVISORS

7.1. POLICY ON ORGANIZATION ADVISORS

All registered student organizations are required to have an advisor. Advisors are to be selected from the ranks of faculty and/or administrative and professional staff of the University. Generally, no one person should advise more than two groups, and the Council of Student Affairs rules state that no one can advise more than six groups without special permission.

According to the by-laws of the Board of Trustees:

1. To maintain contact with the organization so as to be familiar with its program and personnel.

2. To advise the organization as to its program and personnel, having in mind not only the objectives of the particular group but also the purposes of the University, one of which is to foster a spirit of free inquiry in a setting that provides for open-minded, objective, and critical evaluation of the ideas expressed.

7.2. THE ADVISOR ROLE

By sharing knowledge about the University and personal experiences, the advisor can assist the organization in the conduct of its activities. In addition, valuable, mutually rewarding, co-curricular relationships between students and advisors are fostered. The relationship between an advisor and an organization will vary from year to year and individual to individual. However, the student/advisor relationship can be crucial to the success of the organization. We suggest the following guidelines for fostering that relationship:

· The advisor recognizes and supports participation in student organizations for its contributions to the educational and personal development of students.

· Advisors should work with student organizations but not dictate the group’s programs or activities. However, advisors should be frank in offering suggestions, considerations or ideas, and discussing possible consequences.

· The advisor should be well informed about the plans and activities of the group. The expectation is the advisor will attend some meetings and will consult frequently with the organization’s officers.

· The advisor should know the goals and directions of the organization and should help the group evaluate its progress. The advisor should be aware of the constitution and bylaws of the group and help with interpretation.

· The advisor provides a source of continuity within the group and is familiar with the group’s history.

· The advisor should be familiar with University policies and procedures and help the group comply with them.

· The advisor should be aware of the general financial condition of the organization, and encourage good record keeping. The advisor must serve as a co-signatory on all organization checking accounts and financial matters.

· The advisor should help in training new officers and help them develop their leadership skills.

· The advisor should be prepared to deal with major problems or emergencies within the group.

· The advisor should monitor group functioning and encourage members to fully participate; to assume appropriate responsibility for group activities; to maintain a balance between academic activities, and to maintain a balance between academic activities and co-curricular commitments.

· The advisor is required to attend scheduled events.

7.3. NEGOTIATING THE ADVISOR ROLE

Every advisor and every organization will have a unique relationship, and one that will change as the members and styles of the group change. The key is good communication. The following are a few suggestions to facilitate the process:

As soon as possible, after the selection of new officers or a new advisor, the officers and advisor should get together to discuss the organization. At this meeting discussion should center on topics such as mutual expectations of one another, goals and purposes of the organization, university expectations and rules, and strengths and weaknesses of the group.

Following this initial discussion, the advisor and the group can work out specific procedures and expectations for how to keep the advisor informed and involved, what role each should play in the group’s planning process; regularity of meetings and other issues of importance. A process for re-negotiation should also be established at this time.

Perhaps the most important role of the advisor is to provide a sense of continuity and long term thinking for the group. As such, the advisor has a crucial role to play in evaluation and officer transition.

Keep in mind that the voluntary association between advisor and organization should only continue as long as both parties believe the relationship is productive and mutually satisfying.

7.4. THE ORGANIZATION’S RESPONSIBILITIES TO THE ADVISOR– IMPORTANT

1. Notify the advisor of all meetings and events

2. Consult him/her in the planning of projects and events.

3. Consult him/her before any changes in the structure of the group, or in the policies of the organization are made, and before major projects are undertaken.

4. Understand that although the advisor has no vote that he/she should have speaking privileges.

5. Remember that the responsibility for the success or failure of the group project rests ultimately with the group, not the advisor.

6. Talk over any problems or concerns with the advisor.

7. Acknowledge the advisor’s time and energy are donated, and express appreciation.

8. Be clear and open about your expectations for your advisor’s role.

9. Periodically, evaluate your advisor and give appropriate feedback.

7.5. SUGGESTIONS FOR EFFECTIVE ADVISING

1. The maturity/skill of the organization and its leadership should dictate your style of advising. If they have beginning skill levels, you may need to be more actively involved with the group. As the leaders’ skill level matures, you can then decrease the amount of direction you need to provide the group.

2. Express sincere enthusiasm and interest in the group and its activities.

3. Be open to feedback from the group. Talk with them regarding your role as advisor. Be willing to admit mistakes.

4. Give the group and leaders feedback regarding their performance. Raise questions regarding their goals.

5. Be aware of University Policies and procedures so that you can be a knowledgeable resource for the group. Be familiar with Code of Student Conduct and this handbook.

6. Get to know members. Be available and accessible to them. They will feel more comfortable with you and be more open to your input if they know you.

7. Meet with the officers before group meetings. Assist them in setting an agenda.

8. Following group meetings, discuss with officers any problems encountered during the meeting.

9. Be careful of becoming too involved with the group. You are not a member. Advise, assist, facilitate; not lead, or do.

8.0 GUIDELINES FOR GOOD PUBLICITY

· Publicity should be true, specific, clear, attractive and informative. At all times it should be tasteful and not reflect poorly on your organization or the University.

· Be sure to include basic information: who, what, where, when, and how.

· Plan your event and allow enough time for a good publicity campaign. Remember, Ohio State has a lot going on, and our students are busy, so give them enough time to plan to attend.

· Use more than one approach. One method by itself will not reach every one. Word of mouth is the best and most successful of all techniques.

· There are a number of different techniques: posters, flyers, Buckeye Briefs, newsletters, buttons, balloons, kiosks, T-shirts, chalkboards, in-class announcements, etc.

8.1. GUIDELINES FOR POSTING PUBLICITY ON CAMPUS

No posters, flyers, handouts, brochures or other materials may be posted, affixed or otherwise attached on any University premises including but not limited to doorways, buildings, trees, shrubbery, lamps, sidewalks, utility poles, traffic signs, bus shelters, statues, parking meters, motor vehicles, telephone booths, or fire escapes.

· Multiple copies of flyers and/or posters may not be posted so as to obscure or cover materials already posted on bulletin boards.

· Written material can be posted on bulletin boards, in buildings or any other area of the University with prior approval of the Director of Communications in Morrill Hall, Room 138. Any posters that do not have an approved logo will be removed.

· Materials are not to be posted anywhere on glass doors.

· Failure to comply with these policies may result in the imposition of clean-up fees and possible disciplinary action against the student or student organization responsible.

9.0 POLICY FOR USING MARION CAMPUS FACILITIES

· A registered student organization, University department, University organization or a University faculty or staff member must be present or an associated sponsor for any activity scheduled on university property.

· A written confirmation for facility usage will be provided upon approval by the Office of Facilities Scheduling, in Morrill Hall, Room 118. A copy of this approval must be at the site at all times during the event.

· A student, faculty, or staff member, and some banner or sign, representing the sponsoring organization must be present while the space is occupied.

· Only the specific area approved the Office of Facilities Scheduling may be used. Sales are permitted only in specific spots designated as approved.

· Any sponsored non-University organization or group requesting the use of University space must submit request to the Office of Facilities Scheduling, in Morrill Hall, Room 118 a letter identifying the organization and the persons responsible for the activities scheduled.

· No signs, banners, or other items may be attached to site furniture, trees, or light poles. Freestanding signs may not be larger than four feet by four feet.

· Motor vehicles are not permitted on the campus grounds except where designated. Exceptions for purposes of delivery service etc., must be approved by the Director of Facilities Management.

· The Physical Facilities Department will identify a safe route to avoid damage to infrastructure.

· No tents, requiring staking or other signs, causing penetration of lawn, will be set up without approval from the Director of Facilities Management.

· Athletic events and concerts are scheduled only in Morrill Hall or the Alber Student Center.

· No amplified sound may be used Monday through Thursday before 4:30 p.m.

· Specific services, if needed, must be arranged and paid for as outlined in Facilities Scheduling, Morrill Hall, Room 118.

· Any flights over, helicopter landings, or hot air balloons must be approved by the Director of Facilities Management.

· An Agreement regarding use of space, liability, and similar issues may be required for signature by the sponsor or person responsible for the event.

· USG election items for all buildings must be approved by the Offices of Student Activities and Student Affairs.

· Any violation of this policy may result in judicial action.

10.0 FREQUENTLY ASKED QUESTIONS

Why do I have to register every year? Why is October 15th recommended?

Students and advisors move frequently, just as officer’s transition on a fairly routine basis. It is important for us to have up-to-date mailing information to keep you informed about events and programs. Registering your organization provides many benefits that are outlined in this publication. We encourage student organizations to register with the Office of Student Activities by October 15 so that we can process requests for checks for operating funds.

How does my organization receive funding?

Current organizations can apply for operating funds to run their organizations from the Council on Student Affairs (CSA) Allocations Committee over the summer or when they complete the Student Organization Registration form. Student organizations must re-register, and have an audit on file for the funds they used in the previous school year. Organizations may receive support from academic departments, businesses in the community or have membership dues.

How can I spend my organization’s operating funds?

Operating funds can be spent on any items that are required to operate your organization. You can use the funds for: advertising, bank service charges, books and subscriptions, office supplies, organization dues, photocopying, postage, and telephone charges (for student organizations with a campus office, or access to a campus phone). You may NOT spend operating funds on controlled substances (alcohol and other drugs). If you have a question on operating funds, call the Office of Student Activities BEFORE you spend the money. This will save you or your organization from any financial hardships.

What about spending operating funds on food? Operating funds can be used for food purchases as adopted in the 1999-2000 school year. Please detail how you spent money on refreshments/food on the audit form for student organizations. List the names of all participants taken out to dinner on the form, and describe the nature of the affair. No operating funds money may be spent on alcohol, regardless of the age of the participants. Operating funds may NOT be spent to provide refreshments or food for an activity or a trip, nor may operating funds be used for an awards banquet. If this money was spent to purchase refreshments for a meeting, list the day, date, time, and location of the meeting.

May I have food at events?

Any food that your organization sells or gives away at an event must be prepared by a licensed vendor, and must be individually wrapped, unless your organization provides a specific product as part of the members’ academic program.

Can my organization have a fundraising event?

You are encouraged to raise funds for your group to supplement the university’s contribution to your operation expenses. In order to conduct any fundraising, please follow the guidelines listed in this publication in the section, “Sales and Solicitations for Contribution”.

What is the best way for me to get information about campus events, and leadership programs?

Check you’re the . We often put information there about events and programs. Also, we use email to communicate with student leaders and advisors. You may send email messages to <student-activities@osu.edu>.

Is my organization tax exempt?

Many student leaders think that their student organization is tax-exempt (i.e. exempt from paying sales taxes, etc.). In order to be tax-exempt, your organization must apply for tax-exempt status from the Internal Revenue Service office located in Cincinnati (call 606-292-5467 for more information). The process is long and cumbersome, and requires that student organizations apply each year for continued status. Organizations that do not re-apply for tax exemption status face fines and penalties. Please contact the Office of Student Activities to learn about this process. Any department or office with the university is tax-exempt by virtue of the affiliation with the University, but these policies vary by department or office.

How do I open a bank account?

If your organization receives funds from the University, the treasurer of your organization must open a checking account. The President, Treasurer, and Advisor must sign the bank’s signature cards, and should be the individuals responsible for managing the finances. When ordering checks, be sure to choose checks that have a double signature line. This will support proper accounting procedures and maintain a level of accountability. In order to open a bank account, your organization needs to complete IRS form SS-4, and obtain an Employer Identification Number (also called a “federal ID number”). This number acts as a social security number for your organization. The process is quite simple: complete the form available in the Office of Student Activities. You can call in the information, or send the form via fax to the IRS office in Cincinnati.

How should l keep track of our finances?

The Office of Student Activities will provide an audit form and information that will detail the audit procedures that your organization must follow. The general rule of thumb is that you should save all receipts and cancelled checks and keep them in order. An itemized receipt MUST be obtained anytime and every time that you make a purchase. Plan to purchase an accounting journal or to use a computer program like Quicken or Microsoft Money to assist you. Treasurers and advisors should work closely to manage the organization’s finances.

What happens if my organization does not spend the operating funds allocated to us?

If your organization does not spend the operating funds provided by the CSA Allocations Committee, the money must be returned to the CSA Allocations Committee. This money will then be reallocated to fund organizations. Failure to return unspent dollars will result in a denial of future funding.

11.0 SAMPLE STUDENT ORGANIZATION CONSTITUTION

(Please change or modify to meet your organization’s needs or develop your own)

Article I (name)

The name of the organization shall be

Article II (objectives, aims, or purpose)

It shall be the purpose of (name of organization) to

Article III (membership and eligibility criteria)

Section A:

Membership is open to any enrolled student who:

Section B:

Dues and collection procedures (if any)

The fiscal year of the organization, shall be from

(month/day).

The amount of annual dues shall be determined each year by

Dues shall not exceed

per year.

Article IV (voting)

Section A:

A quorum will be

Section B:

Each member in good standing may vote.

Section C:

Proxy voting is allowed by the following process:

Article V (officers)

Section A:

The (name of organization) shall have a President, Secretary, and/or Treasurer, Advisor (these titles

may vary for your organization, or you may choose not to have officers at all but to have team leaders

of equal standing and operate on a consensus model). These officers comprise the Executive

Committee or Board.

Section B:

All officers must be members of (name of organization).

Section C:

The term of the officers shall be from

(month/day) to

(month/day)

Section D:

Election of officers shall be held

(month)

annually.

At least two weeks notice shall be given before the election meeting. Nominations shall be initiated

From the floor and elections done by a ballot. The person receiving majority vote shall be elected.

Section E:

Any officer may be removed from membership by a two-thirds vote of the Executive Committee or

Board. Any officer removed may appeal to the general membership. Said officer shall be considered

Reinstated with two-thirds approval of the members.

Section F:

Any vacancy which may occur in an office shall be filled by appointment by the President pending

Ratification at the next group meeting.

Article VI (duties of officers defined – this is only one possible way to organize duties, you may decide on a different

division of labor for your officers.)

Section A:

The President

The president shall be the chief executive officer.

The president shall appoint all committee chairpersons.

The president, with approval of the Executive Committee or Board, directs the budget.

Vacancies in offices will be filled by appointment of the President with approval of the general membership.

Section B:

The Vice President

The vice president shall be the parliamentarian for the organization.

The vice president shall assume the duties of the president should the office become vacant, or in the absence

of the president.

The vice president will keep and have available current copies of the constitution any bylaws.

The vice president will be responsible for scheduling programs.

Section C:

The Secretary

The secretary shall be responsible for keeping the minutes of all meetings and meetings of the Executive

Committee or Board.

The secretary will provide a copy of the minutes for each officer and keep a master file.

The secretary shall maintain a complete and accurate account of attendance and membership status.

Section D:

Treasurer

The treasurer shall keep a current record of all financial transactions.

The treasurer shall develop quarterly reports containing a list of all receipts and

Disbursements and distribute them among the membership.

The treasurer will be responsible for checking the accuracy of all bills and invoices and paying them correctly

and on time.

The treasurer will perform other duties as directed by the president.