STUDENT ORGANIZATION POLICIES

These policies are provided to serve student organizations, officers, and advisors. They represent minimum standards. For assistance in policy interpretation or compliance, you are encouraged to work with your organization advisor and/or the Director of Student Activities who can assist your organization with meeting group goals.

• ACCESS TO UNIVERSITY RESOURCES BY ORGANIZATIONS

• ACCOUNTABILITY OF ORGANIZATION OFFICERS

• CHECKING ACCOUNTS MAINTAINED BY ORGANIZATIONS

• CONTRACTS ENTERED INTO BY ORGANIZATIONS

• FUND RAISING BY ORGANIZATIONS

• GRADE POINT AVERAGES OF ORGANIZATION OFFICERS

• GUEST SPEAKERS HOSTED BY ORGANIZATIONS

• HAZING

• LOSS OF ORGANIZATION RECOGNITION OR ACTIVE STATUS

• OFF-CAMPUS EVENT NOTIFICATION OF ORGANIZATION ACTIVITY

• OFF-CAMPUS ORGANIZATION HOUSING

• ORGANIZATIONS WITH SECRET RITUAL

• POSTING OF ORGANIZATION PUBLICITY

• RECOGNITION AND REGISTRATION OF ORGANIZATIONS

• RUSH PROGRAMS BY ORGANIZATIONS

• STATEMENT OF NON-DISCRIMINATION

ACCESS TO UNIVERSITY RESOURCES BY ORGANIZATIONS

Shenandoah University values the contribution of student organizations toward the mission of the institution and seeks ways to assist organizations in meeting their needs. Through the office of the Director of Student Activities, organization advisors, and other institutional departments, the university provides an array of services and resources which are available to student organizations. Use of university facilities and resources for organizational use is limited to officially recognized organizations at Shenandoah University. Such use may be subject to procedural approval depending upon the resources being utilized. All other groups must proceed through approval channels designated for external groups in order to obtain permission to access or utilize university facilities or resources.

ACCOUNTABILITY OF ORGANIZATION OFFICERS

Shenandoah University welcomes the activities of student organizations on campus and recognizes that valuable learning occurs as students engage in leadership roles within student organizations. As leaders, students learn of the authority, responsibility, and accountability associated with serving in a leadership position and are charged with conducting their roles, and the activities of the organization, in accordance with those principles. Thus, student organization leaders assume responsibility for the actions of the organization, as do student organization advisors, and may be held to those standards when the organization violates federal, state, or local laws/ordinances. Additionally, the university holds organization student officers responsible for the behaviors and activities of organizations including the failure to comply with university policies. Sanctions for violations may result in penalties against either the organization, its’ officers, and/or both. For additional information regarding the Hearings and Disciplinary Process which applies to student organizations, see the Student Handbook.

CHECKING ACCOUNTS MAINTAINED BY ORGANIZATIONS

Shenandoah University trusts and expects student organizations and advisors to maintain responsibility and control of organization resources including financial resources. The university will not be responsible for any liabilities or debts incurred on behalf of student organizations. Off campus checking accounts may be established under certain conditions including:

• Use of the Shenandoah University name or federal identification number may not be used as a part of the off-campus account;

• Checking accounts must be set up to be co-signed by the advisor of the organization and an organization officer;

• Accounts are the financial and legal responsibility of the signatories;

• Signatories should be reported in writing to the Director of Student Activities office when established or changed to maintain updated files;

Allocation of funds from the university through the Student Government Association and the Director of Student Activities will be maintained and administered by university accounting procedures.

CONTRACTS ENTERED INTO BY ORGANIZATIONS

Shenandoah University’s administration is responsible for the management of institutional operations and must supervise any contractual relationship in which the university becomes obligated. Since officially recognized student organizations are legally part of the university, all contracts into which student organizations desire to enter (such as performance contracts, service contracts, etc.) must first gain the appropriate administrative approval and signature through working with the Director of Student Activities or the student organization advisor who must also authorize the contractual relationship. Only key administrative signatures are valid for the purpose of contract enforcement and, thus, at no time should a contract be signed by a student representing a student organization or the university.

FUND RAISING BY ORGANIZATIONS

Shenandoah University recognizes the need of student organizations to raise funds in order to meet operational and financial goals. Organizational fund raising is an excellent way for students to also learn skills which will benefit them beyond their study at the institution. In order to ensure that fund raising is conducted in accordance with university policies, interests, and legal considerations in mind, all fund raising efforts by student organizations, beyond the payment of membership dues, must be approved in advance by the student organization advisor or the Director of Student Activities. Approval can best be achieved by setting up a meeting in which to initially consider the fund raising idea and then submitting the final brief plan in writing addressing all the concerns raised from the previous meeting.

Fund raising may be conducted at three levels in order to meet organizational goals.

    First, student organizations may submit a proposal to the Student Government Association Activities Committee (SGA/AC) which makes recommendations for the allocation of funds to generate student activities which serve the institutional community. Funds recommended by the SGA/AC do not require a separate meeting with the student organization advisor or the Director of Student Activities since approval of those allocations are built into the SGA/AC review process. Information about appropriate use of institutional funds and about obtaining funds through the SGA/AC may be obtained from the SGA/AC or the Student Programs office.

    Second, student organizations may raise funds on campus from the institutional community when permission is granted by the student organization advisor and/or the Director of Student Activities, and others who coordinate university facilities and resources.

    Third, student organizations may raise funds off campus from the greater community when permission is granted by the student organization advisor and/or the Director of Student Activities, and others at the institution with an interest in how the institution is represented in the greater community (For off campus fund raising, also see the Off Campus Event Notification policy).

GRADE POINT AVERAGES OF ORGANIZATION OFFICERS

Shenandoah University embraces the concept of learning which takes place both inside and outside the classroom during a student’s study at the university. Participation in student organizations and organizational leadership are excellent experiences which contribute toward students overall learning and which helps to prepare them for professional employment or advanced study. Students are encouraged to maintain a balance of activities and to ensure that their academic study does not suffer due to over-extension in other areas. To help ensure such balance, the university has established a minimum cumulative grade point average of 2.0 which all organization officers must maintain in order to continue in their office. Individual organizations may elect to require a higher cumulative GPA requirement for their officers. Failure to maintain at least a 2.0 grade point average requires the organization officer to step down from office until such time as their cumulative grade point average is a 2.0 or better if required by the organization by-laws to be higher. Review of student organization officers' grade point averages will be by the Director of Student Activities who will notify the organization advisor when a grade point average falls below the established 2.0 minimum requirement.

GUEST SPEAKERS HOSTED BY ORGANIZATIONS

Shenandoah University welcomes the initiative of student organizations to contribute toward the learning environment by inviting guest presenters and speakers on various topics. The university also wants to ensure that all activities on the campus are consistent with the interest of the institution and contribute toward the fulfillment of the institutional mission. In order to ensure that the university is aware of all guests presenting at the university, student organizations must notify in writing their organization advisor or the Director of Student Activities at least ten business days prior to the event all details of the event including presentation subject, date, time, location, organization name, and organization contact person.

HAZING

Hazing is not permitted and has no place in student organizations. Shenandoah expressly forbids all acts of hazing by any organization, member thereof, or alumni. Hazing includes any activity where members or prospective members of an organization are subject to practices which harass, intimidate, physically exhaust, cause pain, produce mental fatigue or mental duress, or cause mutilation or alteration of parts of the body. These activities include but are not limited to, endurance tests, submitting members or prospective members to potentially dangerous or hazardous circumstances, activities which result in personal injury or cause severe mental anguish, mental distress, panic, human degradation, public ridicule or embarrassment. For additional information on what types of activities have been interpreted to be hazing, please see the Student Affairs office.

Section 18.2-56 of the Code of Virginia provides as follows:

"It shall be unlawful to haze, or otherwise mistreat so as to cause bodily injury, any student at

any school, college, or university.

Any person found guilty thereof shall be guilty of a Class 1 misdemeanor, unless the injury

would be such as to constitute a felony, and in that event the punishment shall be inflicted as is

otherwise provided by law for the punishment of such a felony.

Any person receiving bodily injury by hazing or mistreatment shall have a right to sue, civilly,

the person or persons guilty thereof, whether adults or infants."

It is the responsibility of all student organizations to encourage an atmosphere of learning, social responsibility, and respect for human dignity and to provide a positive influence and constructive development for members and aspiring members. All organizations are expected to utilize good judgment to determine the abilities of individual students as they relate to organizational activities and requirements. Hazing is an unproductive and hazardous custom that is incongruous with this responsibility and has no place in our university life.

Shenandoah shall not allow a defense to the charge of hazing by fact of participants or organization members taking part in said activity, that participation was voluntary, or that no injury was in fact suffered. Violation of this policy may result in any one or combination of the sanctions which may be imposed upon individuals, officers, and/or organizations.

LOSS OF ORGANIZATION RECOGNITION OR ACTIVE STATUS

Shenandoah University recognizes that the interests of the student body are dynamic and the need for various student organizations will change over time. When a student organization fails to meet annual registration requirements as set forth in university policy, the organization will be placed on inactive status and will lose university privileges until such time as it comes into compliance with university registration procedures. Occasionally, a student organization may lose official recognition status at the university. The conditions under which a student organization may lose official recognition status are as follows:

• Failure to comply with the Organization Registration policy for four semesters.

• As a sanction imposed for violation of university policy.

Once official recognition status has been lost, organizations must follow recognition procedures in order to regain official recognition status. When student organizations are placed in inactive status, are sanctioned, and/or lose official recognition status, the last adviser of record in the Student Programs office will be notified in writing by the Director of Student Activities prior to the change in status to allow for correction if possible.

OFF CAMPUS EVENT NOTIFICATION OF ORGANIZATION ACTIVITY

Shenandoah University welcomes interaction of student organizations with the greater community. In an effort to help guide and protect student organizations as a risk management approach to legal and public relations considerations for the university and student organizations, the university requires all student organizations to gain approval for official organizational activity off campus from the student organization advisor or the Director of Student Activities, and in some cases, to procure additional insurance coverage to protect the organization’s membership, officers, advisor, as well as the university. Approval may be gained by consulting with the advisor or Director of Student Activities in advance and then submitting a brief activity plan in writing for review and approval prior to scheduling the event.

OFF-CAMPUS ORGANIZATION HOUSING

Shenandoah University wants to maintain a safe and supportive environment in which to learn while students are attending the institution. In order to ensure such, the university endeavors to create and maintain appropriate campus facilities for students and student organizations to utilize for their activities. Since officially recognized student organizations are a part of the institution and the institution seeks to provide adequate learning environments, student organizations are prohibited from establishing organization sponsored, owned, or rented off-campus housing of any kind.

ORGANIZATIONS WITH SECRET RITUAL

Shenandoah University wants to ensure that all activities conducted as part of the institution meet with the ideals articulated in the university’s Statement of Purpose. Since student organizations recognized by the university are an important part of our university community, the university wants to ensure that proper supervision of all organizational activities meet with the policies established by the institution. The university recognizes that some organizations conduct ceremonies which must be maintained a secret in order to meet compliance with national affiliations. Therefore, in order to protect the interests of the university while preserving the needs of these organizations, the university will allow the conduct of secret activities upon the condition that the organization maintains at least one faculty or staff member of the university in full advisorship/membership of the organization, who is charged with ensuring the interests of the university, such that the faculty or staff member is allowed to attend all organization activities including those of a secret nature. When such university representation is lost by the student organization, the Director of Student Activities must be notified and organizations activities discontinued until such time as a resolution can be found.

POSTING OF ORGANIZATION PUBLICITY

Shenandoah University encourages activities initiated by student organizations as they contribute to the campus community. The university also wants to ensure that the campuses are maintained appropriately and in a pleasing condition for the university community. The university requires all organization flyers and posters to be posted on appropriate bulletin boards. Student organizations must refrain from posting on walls, doors, windows, trees, fences, or other such places throughout the campuses. The displaying of banners by organizations must be approved by the organization advisor and/or the Director of Student Activities for Student Affairs prior to their display. All postings must meet with safety and aesthetic expectations of the institution and be in good taste. Additionally, all flyers, posters, banners, or other such materials must include the following information in the lower right corner visible to the viewer:

• Name of the organization;

• Date of posting.

Posting will be removed at the end of events, after a two week period, at the end of each month, or on a regular basis as determined by the supervising department for the bulletin board.

RECOGNITION AND REGISTRATION OF ORGANIZATIONS

Shenandoah University welcomes and encourages the formation of student organizations on campus which contribute to and are compatible with the purpose of the institution (as stated in the university catalog) and contribute to the learning environment and community. Gaining official recognition provides many services and resources with which student organizations can take advantage in meeting their objectives. Although many organizations are active on the campuses, the university does not have an obligation to recognize, register, nor provide services to all organizations which may seek to become affiliated with the university. Organizations which have a direct contribution toward the university’s interest and purpose will be considered for official recognition. Student organizations with an exclusively or predominately social purpose (such as private clubs, social

fraternities, social sororities, or exclusive membership organizations) will not be recognized at Shenandoah University.

Procedures for a student organization to gain official recognition by the university are:

• Development of an organization constitution (and by-laws if desired) relevant to the campus-based organization with a clear statement of purpose and a statement of non-discrimination worded exactly as the current institutional statement of non-discrimination; (Note: where the campus-based organization is affiliated or desires affiliation with an organization external to the university, the constitution, by-laws, and other information about the organization must also be included.);

• Development of a list of all current members of the organization with complete local contact information as well as year and degree program of study at the university for each member;

• Procurement of a letter of agreement addressed to the Director of Student Activities from a faculty or staff member of the institution indicating willingness to serve in the role as an advisor to the organization;

• Development of a letter of interest addressed to the Director of Student Activities and signed by the organization officers indicating the desire of the organization to be officially recognized by the university; and

• Completion of the university Registration Form provided by the Director of Student Activities of Student Programs (it is recommended that the name of the organization not include 'Shenandooh University' as this is implied and creates difficulty when applying for off-campus checking accounts where the use of the university's name is prohibited).

Upon completion of the above materials and submission to the Director of Student Activities, the student organization will be considered in petitioning status and will have access to limited services and resources of the university for a limited time during the petitioning phase as approved by the Director of Student Activities but will not be considered affiliated with the institution until the completion of the recognition process. The process by which the student organization will proceed is:

1. Acknowledgment by the Director of Student Activities that the application materials are complete and appropriate for beginning the recognition process;

2. Review by the Student Government Association of the petition with comment indicating endorsement for recognition or non-endorsement for recognition (representatives from the organization should be present at the beginning of the scheduled meeting only to provide a brief orientation to the organization and answer any questions which may arise);

3. Review by the Student Retention and Programs Council of the petition with comment indicating endorsement for recognition or non-endorsement for recognition (two representatives from the organization and the faculty or staff member who has agreed to serve as the advisor to the organization should be present at the beginning of the scheduled meeting only to provide a brief orientation to the organization and answer any questions which may arise); and

4. Review of the organization petition for recognition or denial of recognition by the President’s Executive Council (two representatives from the organization should be present at the beginning of the scheduled meeting only to provide a brief orientation to the organization and answer any questions which may arise).

Scheduling of petitioning organizations on the agendas of the various review bodies will be coordinated through the Director of Student Activities who will notify the organization contact person and advisor of the meeting dates, times, and locations. Upon the approval of the President’s Executive Council, the student organization becomes officially recognized by the university and is eligible to receive institution support and resources.

Every organization is required to register before the commencement of classes at the beginning of each academic year with the office of the Director of Student Activities. Further, organizations should update their registrations as new officers are elected to keep their files current. Organizations which update their registration between April 1 of the preceding year and the commencement of classes for the new academic year are not required to register twice. Organizations which fail to register will be placed on inactive status and suspended from all privileges for support or resources by the university until such time as their registration is updated (two year maximum after which the organization loses recognition status).

RUSH PROGRAMS BY ORGANIZATIONS

Shenandoah University welcomes the activities of officially recognized student organizations on campus and those activities associated with the recruitment of new members. In order to protect the student recruits, the student organization, and the university while complying with the university Alcohol and Other Drug policies, student organizations are prohibited from including any alcohol or other drugs in any rush or recruitment activities. Further, the inclusion of alcohol or other drugs in any organization activity outside of rush/recruitment programs requires proper authorization prior to the event (see Social Event Approval Policy for details).

STATEMENT OF NON-DISCRIMINATION

Shenandoah University embraces the contributions of all persons at the university toward fulfilling its mission. As part of realizing that goal, the university maintains a legally mandated statement of non-discrimination. Student organizations, as a part of the university, are bound by the same legal obligations as the university and must conduct their activities in accordance with the university’s statement of non-discrimination. Further, student organizations seeking recognition by the university must submit an organization constitution (and by-laws if used) which reflect the exact wording of the institutional statement of non-discrimination as may be located in the university catalogs and appropriate handbooks.