Student Organizations Handbook Revised August 2009
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___________________________________________________________________ Student Life & Leadership Student Organizations Handbook Revised August 2009 SDSU Student Affairs Bridges to Success _______________________________________________________________________ Table of Contents Chapter 1: Introduction Message from the Vice President for Student Affairs 1-1 Message from the Director of Student Life & Leadership 1-1 Introduction 1-2 Principles of Community 1-3 Diversity 1-3 Membership 1-3 Membership Development 1-3 Free Speech and Campus Community 1-3 Categories of Student Organizations 1-4 Chapter 2: Student Organization Recognition Process Process for Obtaining Official Recognition 2-1 Changes or Updates to your Student Organization Application 2-1 Withholding/Withdrawing Official Recognition 2-1 Responsibilities of Recognized Student Organizations 2-2 Organization Rights and Responsibilities 2-2 Membership 2-2 General Members 2-3 Finances and Debts 2-3 Benefits of Official Recognition 2-3 Office Space 2-3 Specialized Organizations 2-3 Imperial Valley Campus (IVC) 2-3 Sports Clubs 2-4 Social Fraternities and Sororities 2-4 Honor Societies 2-4 Chapter 3: Student Organization Advisors Who Can Be an Advisor 3-1 Roles and Responsibilities of Advisors 3-1 Resources for Advisors 3-1 Selecting Your Advisor 3-1 Working with Your Advisor 3-2 Responsibilities of the Organization to Advisors 3-2 Chapter 4: Event Planning Student Organization Activities and Events 4-1 Business Meetings 4-1 Student Organization Events Requiring Approval 4-1 On-Campus Event Approval Process 4-2 Appearances, Appeals and Waivers 4-2 Facilities Use and Reservations 4-3 Statement on Use of University Facilities 4-3 SDSU Campus Facilities 4-3 Facilities Reservations 4-3 University Facilities 4-4 Associated Student Facilities 4-5 Aztec Center and Scripps Cottage Student Union Facilities 4-5 Aztec Shops Facilities 4-6 Outdoor Spaces and Events 4-6 Free Speech/Campus Expression Area 4-6 Informational Tabling, Displays, Fairs, and Sales 4-7 Furniture and Audio-Visual Equipment Use 4-7 Campus Facilities 4-7 Associated Students’ Facilities 4-8 Special Event Policies and Procedures 4-9 Event Parameters 4-9 Special Events 4-13 Things to Remember 4-16 Food and Beverages 4-18 Food Service, Sale and Safety 4-18 Weekly Meeting Food Guidelines 4-18 Food Event Approval Process 4-19 Fire and Electrical Safety 4-20 Catering 4-21 Concessions 4-21 Policy Enforcement 4-21 Food and Beverages at Off-Campus Events 4-21 Food Handling Guidelines 4-21 Alcoholic Beverages and Illegal Drugs 4-23 Types of Beverages 4-23 Policy for On-Campus Events with Alcoholic Beverages 4-23 Alcoholic Beverages at Events Off-Campus 4-24 Publicity 4-28 Informational Tabling 4-28 Associated Students Aztec Center Walkway Tabling Policy 4-28 Associated Students Publicity Opportunities 4-29 Aztec Center Electronic Sign Board 4-29 Aztec Center Walkway Banners 4-29 Aztec Center Walkway Signs 4-30 Aztec Center Public Posting Board 4-30 Other Publicity Opportunities and Information 4-30 Handbills and Flyers 4-30 Bulletin Boards 4-30 Large Signs and Banners 4-31 The Daily Aztec Newspaper 4-31 Poster Making at the Cross-Cultural Center 4-31 Residence Halls 4-31 Posting on Other Campuses 4-31 Staked Signs 4-31 Illegal Publicity 4-32 Removal of Publicity of Other Organizations 4-32 Chapter 5: Insurance and Financial Information Insurance 5-1 SDSU Insurance Certification 5-1 AS Liability Insurance 5-1 Liability Insurance for Higher Risk Student Organization Events 5-1 Insurance Requirements for SDSU Campus Facilities Rental 5-1 Funding Sources 5-1 Associated Students Finance Board 5-1 CASE 5-2 Obtaining a Tax ID Number 5-2 Completing a W-9 Form 5-2 Donations and Scholarships 5-3 Chapter 6: Organizational Travel Associated Students Travel Approval 6-1 Associated Students Travel Funding 6-1 Sports Clubs Travel 6-1 Air Travel 6-1 Other Organizational Travel 6-1 Chapter 7: Additional Campus Policies Animals 7-1 Assassin Games 7-1 Auctioning Policy 7-1 Charitable Donations 7-2 Compressed Gas Cylinders 7-2 Contracts and Financial Management 7-2 Discrimination and Sexual Harassment 7-2 Fire and Life Safety 7-2 Fireworks 7-3 Harassment and Abusive Behavior 7-3 Hazing and Initiation 7-3 Promoters 7-6 Smoking 7-6 University Symbols and Letterhead 7-6 Weapons 7-6 Chapter 8: Policies for Social Fraternities and Sororities Definition of Social Fraternities and Sororities 8-1 Greek Governing/Coordinating Councils 8-1 Membership Requirements, Rosters, and Auxiliary Organizations 8-1 National Charters 8-2 Chapter Advisors 8-2 Standards of Excellence 8-2 Chapter-Related Facilities 8-3 Definition of a Chapter House 8-3 Zoning Requirements 8-3 Fire Inspections 8-3 Maintenance of Chapter Facilities 8-3 Noise and Neighbor Relations 8-4 Liability Insurance 8-4 Social Event Management Policies 8-4 Yard Shows 8-5 Other Policies Applicable to Fraternities and Sororities 8-5 Chapter 9: Volunteer Opportunities Associated Students 9-1 Campus-Wide Events and Programs 9-1 Student Awards and Recognition (including Quest for the Best ) 9-1 Chapter 10: Student Code of Conduct and Disciplinary Procedures Organizational Discipline 10-1 Accountability of Organization Officers 10-2 Individual Discipline 10-3 Chapter 11: List of Key Resources 11-1 Student Life & Leadership reserves the right to modify the requirements herein with or without notice. Chapter 1: Introduction Message from the Message from the Director of Student Life & Vice President for Leadership Student Affairs Dear Student Leader, Dear Student Leader, A college education includes more than what goes on in the classroom. Our department exists to Welcome to San Diego State University. You support you in making the most of your campus life at have chosen to become an active student leader at one SDSU. Involvement in student organizations helps of the finest universities in the country. The guiding shape valuable personal, civic, social and leadership philosophy of Student Affairs is that learning is encounters that will compliment your learning continuous: in the classroom, outside of the classroom, experience at SDSU. and in the community. Co-curricular activities are Student Life & Leadership is a key resource on integral to your personal development, leadership campus to know and visiting us is your first step in involvement, and education here at SDSU. To become succeeding as an organization. Our department a successful university student leader, we will assist includes Student Organizations and Activities, you in establishing meaningful connections with the Fraternity and Sorority Life and Leadership. We also campus community by: enjoy a close collaboration with Associated Students. The Student Organization Handbook contains • Encouraging mentorship relationships with summaries of the policies, procedures, privileges and faculty, staff, peer-to-peer, and community responsibilities of recognized student organizations. It members should be read carefully and retained for your reference, as it defines the conditions under which • Creating leadership and involvement your association must operate. You and your opportunities organization will be held accountable for adhering to all of the policies. • Promoting positive wellness and health We appreciate the contributions made by choices student organizations to SDSU and the greater San Diego community and strongly encourage that your • Supporting personal engagement within a group be active in such activities as Welcome Week, diverse university and surrounding Homecoming, Aztec Nights and Explore SDSU. community If you have questions about policies or procedures outlined in this handbook, or are looking for • Assisting with career exploration and involvement opportunities, please contact Student Life development & Leadership at (619) 594-5221. The Division of Student Affairs is prepared to help Sincerely, you maximize your student experiences by ensuring that you have complete access to university resources and learning opportunities that will promote your Randy Timm personal and professional aspirations. Make every Director, Student Life & Leadership experience count while at SDSU. Student Services West, Room 1661 Sincerely, Dr. James R. Kitchen Vice President for Student Affairs 1-1 Introduction Life & Leadership believes involvement Student Life & Leadership is excited outside of the classroom is an important about your interest in student organizations. aspect of your education at San Diego State We recognize that student organizations University. Any student can take the provide a valuable service to the San Diego initiative to create a new student State University community by providing organization. There is an organization to leadership development, spirit, activism, meet your needs, whether you arrive at San public service, and social and cultural Diego State University with outstanding interaction. As a student at San Diego State leadership ability or emerging potential. University, you have the unique opportunity to participate in a wide variety of activities. Student Life & Leadership expects that all student organizations exemplify Involvement in student organizations respect and inclusion in all organization is a great way to get connected to the events and activities. As you represent your campus, build leadership skills, meet people organization through its events and activities, and have fun! There are many benefits to please remember that you are also being involved on campus, such as: representing San Diego State University.