Policies for Student Organizations
- Recognition: In order to become a recognized organization eligible to receive funds from the Student Government Association and to hold meetings in campus facilities, new groups must:
- Conduct an open all-campus meeting inviting participation,
- Hold at least one organizational meeting,
- Draft and approve a constitution,
- Obtain the signatures of at least five full-time students interested in joining the club,
- Elect a president and treasurer and obtain a faculty or staff advisor.
- Submit all of this information to the Student Government Association for approval by the Senate.
- After receiving approval, the organization must register with the Office of Student Activities. Constitutions from clubs must state the purpose for the organization, the reasons such a group would be beneficial to the campus community and how the group will contribute to the educational mission of Susquehanna. No group may discriminate on the basis of race, color, religion, national or ethnic origin, age, sexual orientation or gender, and a non-discrimination clause must appear in the Constitution. Members of clubs such as the outdoors club, rugby club, etc. may be asked to sign a waiver of liability form before participating in club activities.
- NOTE: The recognition of Greek social organizations is addressed in the Fraternal Organization Recognition Document (FORD), a copy of which can be obtained from the Student Activities Coordinator.
For further specific information regarding the formation and recognition of campus organizations, check SGA guidelines or see the Director of Student Activities.
Initiation Practices Policy/Statement on Anti-Hazing ALL organizations, clubs, teams or groups of students that either, (1) require an initiation process or (2) are perceived as functioning as an organized entity, must abide by the following rules and regulations when (1) developing a program by which persons become members of the organization or (2) interacting with other individuals—group members or otherwise.
The university believes that an effective group is nurtured in an atmosphere of social and moral responsibility, respect for duly constituted authority and loyalty to the principles of higher education. While social behavior cannot be legislated, a group of individuals without morally sound precepts and practices is not a constructive influence on the university community.
Any perceived group has a solemn obligation in the development of its associated members. This responsibility extends alike to the host organization (if applicable), parents and others who make possible the education of these members for good citizenship, as well as the university of which the group is a part.
Despite the fact that much progress has been made, one of the most damaging instruments to groups of students is the employment of a program or activity that includes hazing. This unproductive, ridiculous and hazardous 'tradition' has no rightful place in any university setting.
The university defines hazing as any activity or situation intentionally or unintentionally created, with or without consent, whether on or off university premises, which (1) endangers the mental or physical health of the participants, (2) produces physical discomfort, (3) subjects the individual to embarrassment, harassment or ridicule or (4) creates excessive fatigue or physical or psychological shocks to the individual.
- Anti-Hazing Rules and Regulations:
- All group activities will be non-alcoholic in nature for new, current and alumni members who are involved, with the exception of pre-authorized, carefully regulated B.Y.O.B. events, which follow the B.Y.O.B. policy.
- No person shall engage in an activity that involves compelling a person to remain at a certain place or transporting someone without his or her knowledge or consent.
- Chairings, "poling," "pledge walks" or other similar "traditional" activities, involving any person (new, associate member, member, affiliate, guest), are not permitted at any time.
- No member-related activity shall be required of any person (new, associate, member, affiliate, guest) between the hours of 11 p.m. and 8 a.m.
- In cases where member-related activities are carried out in a campus residence hall or house, the Residence Life staff responsible for that particular building/area must be made aware of the activity prior to the event. (This can be done via Event Registration Forms on MySU.)
- A recognized organization/club/team must submit a member program/calendar to the university upon request.
- Any willful destruction or removal of public or private property is prohibited.
- Member-related activities should be kept within properly reserved space, and generally should not be conducted in "public," unless of a service/volunteer nature.
- All associate/member activities must end two weeks prior to the final exam period.
- Actions and activities which are explicitly prohibited include but are not limited to the following:
- Activities interfering with scholastic activities or participation in other university events;
- Total nudity at any time or dress which is inconsistent with weather conditions;
- Dropping food into mouths or the forced consumption of any food, alcohol, drug or other substance;
- Paddle swatting, beating, whipping, branding or any brutality of a physical nature;
- Waking individuals during the night, therefore depriving the individual of sleep and causing less than eight continuous hours of sleep any given night;
- Creating excessive fatigue, requiring calisthenics, physical or psychological shocks, quests, treasure hunts or scavenger hunts;
- Kidnapping, transportation or stranding of individuals (e.g., "road trips");
- Assigning activities that would be illegal, or might be morally offensive to the individual, including pranks such as stealing, "panty raids" or harassment of another organization;
- Assigning a task of servitude, including errands, clean-up activities, etc.;
- Partaking in verbal abuse of any kind including "line-ups" and berating individuals;
- Requiring members to publicly wear apparel that is conspicuous and not normally in good taste, including the carrying of items such as paddles, canes, etc.;
- Engaging in public stunts and buffoonery;
- Forcing exclusion from social contact;
- Forcing conduct that could adversely affect the mental health or dignity of the individual.
- For purposes of definition, any activity described in this policy upon which the initiation or admission into, affiliation with or continued membership in an organization is directly or indirectly conditioned shall be presumed to be "forced" activity, the willingness of an individual to participate in such activity notwithstanding.
- In Pennsylvania, any person who causes, participates in or willingly allows hazing can be charged with a third degree misdemeanor.
- Organizational Shared Responsibility:
All organizations, clubs, teams or groups of students who are perceived as functioning as an organized entity, will be held responsible for the behavior of their affiliates (including current students, alumni or guests), particularly when their actions evolve from or are in any way related to their association with or activities of that group. Affiliates of a group or perceived group who act in concert to violate university or state regulations may be given joint responsibility for such violations. Affiliates of a group or perceived group that condone or encourage behavior that violates university or state regulations may be given joint responsibility for such violations.
- Organizational Governance and Membership:
Students are expected to know and abide by the regulations governing student organizations/groups including, but not limited to, groups recognized by the Student Government Association (SGA), Greek Organizations, athletic teams/clubs and national honor societies/clubs. Failure to abide by these regulations may result in action through the Student Conduct System. Accepting membership into an organization that is currently not eligible to recruit new members, due to the group's suspension or withdrawal of recognition, is a violation, and any individual found responsible for such affiliation will be held accountable.
- Program Guidelines for Student Activities
Susquehanna University does not accept financial responsibility for contracts negotiated by students individually or as representatives of student organizations. Any student organization contemplating a contractual agreement is urged to confer with the Director of Student Activities prior to finalizing and signing a contract.
- Date Reservation:
All co-curricular activities must be scheduled on the master calendar in the Office of Events Management. This is necessary so that conflicts can be avoided in facility/resource usage. Because the University Calendar, the Calendar of Public Events, The Crusader and other publicity depend upon the Student Activities Office and the Office of Events Management for accurate information concerning co-curricular programs, it is essential that the information the office receives be as accurate and complete as possible. Programs will be scheduled in accordance with the following policies:
- All requests must be submitted in three working days prior to the event using the request form. For all student-sponsored social events, the names of two persons (preferably officers or program chairs and the advisor of the sponsoring organization) who assume responsibility for the event and will be present for the entire event must be listed on the scheduling form.
- All events held on campus must be sponsored by a recognized student organization or university department or the event will be treated as a non-university sponsored activity and contracted as such.
- Permission for events can be denied for just cause by the Director of Student Activities. Valid reasons may include conflicts with other activities, inappropriate nature of the event or other circumstances.
- The person who schedules the event is responsible for notifying the Student Activities Office and the Office of Events Management as soon as it is known that an event is to be canceled.
- The Crusader newspaper must receive all promotional information no later than Tuesday at 4 p.m. for the event to be included in that Friday's edition.
- A current activities calendar is available on the university Web site. Additions, changes and cancellations must be reported to the Student Activities Office and the Office of Events Management as soon as possible to avoid dissemination of incorrect information.
- Any scheduling conflicts, problems or questions should be referred to the Director of Student Activities who, in conjunction with the Office of Events Management who has final authority for all scheduling issues.
- Funding Information:
i. General Information: Student organizations are required to maintain their funds in university "agency" accounts through the university accounting system for organizational expenses. There is no charge for processing transactions, writing checks, monthly statements, etc. All balances at year-end carry over into the following fiscal year. Monthly reports can be provided to the organization's Treasurer or faculty advisor by the Student Activities Coordinator. It is the organization's responsibility to understand the transactions that have been posted into their accounts and to inform the Student Activities Coordinator of any changes to the account(s), including the naming of a new treasurer.
- Purchasing Procedures: Some local merchants will allow items to be charged to student organizations if the purchaser shows identification and signs a receiving document. The vendor should send the resulting bills directly to the organization's treasurer and not to the Business Office or Accounts Payable. Both the organization's treasurer and the faculty advisor must approve payment of the bill by signing a properly completed check request form, available on MySU.
- Check Requests: Checks are prepared from properly completed and approved check request forms stapled to invoices or other supporting documentation. Required information includes the 5-digit agency account number and a 4-digit expense sub-code, the amount to be paid, check delivery/pick up options and approvals. Listings of appropriate expense sub-codes are available for reference in the Business Office and from the Student Activities Coordinator in the Campus Center. Properly completed requests received at Accounts Payable prior to 4 p.m. Tuesday will result in checks being available on Friday for pick up in the Business Office or mailing according to the instructions on the form. Please note that as a matter of policy, checks cannot be drawn on accounts with insufficient balances. Therefore, groups should be certain that appropriate funding has been credited into their agency account prior to the time they need expense checks. Funds can be deposited directly through the Business Office or transferred between agency accounts using a preprinted journal entry form, available on MySU. Note that these check request forms are not to be used for payments for services by those on the university payroll; as such payments must flow through the Payroll Office. Any questions regarding organizational accounts should be directed Student Activities Coordinator.
- Fundraising Regulations
Susquehanna University recognizes the need for officially recognized student organizations to raise funds to supplement what is allocated to them by SGA from the Student Activities fee. Individuals, businesses or groups not affiliated with Susquehanna University or Susquehanna groups which are not officially recognized are prohibited from selling products or services and from raising funds on-campus unless they have been contracted as an outside vendor for the DCC lower level display area.
The following is a set of guidelines for planning and implementing fund-raisers on campus:
- Student groups planning to engage in fund-raising efforts in which fellow students, faculty and staff are the persons from whom the funds are raised must register their activity with the Student Activities Office (via the event reservations form). Included in this category would be on-campus events for which admission is charged, the sale of goods or services and direct solicitation for worthy causes.
- University organizations selling products need to adhere to these additional guidelines:
- Items must be reasonably priced, represent a fair deal for purchase and be quality products.
- Items must be in good taste and should not be messy, loud or offensive to the general public.
- If items directly compete with the Campus Bookstore or ARAMARK food service, clearance must be obtained from the supervisors of those operations.
- Sale of items utilizing the name, logo or mascot of Susquehanna University must obtain additional permission by the Office of Communications.
- Items that are prohibited on campus (i.e., drug paraphernalia, candles, incense, etc.) may not be sold or distributed.
- No fund-raising activity may involve the solicitation/ completion of a credit card application. As a result of a vote by SGA in fall 1999, credit card vendors are not permitted to actively solicit on campus.
- Student Organizations must register their fundraiser through the Event Registration form located on MySU. If approved, the fundraiser contact will receive a confirmation from the Student Activities Coordinator.
- If necessary, organizations raising funds for charity are required to provide evidence to the Student Activities Office that the funds were received by the charitable organization at the conclusion of the event.
- Limited storage space, for student organizations, is available in lockers near the 24-hour computer lab in DCC. Keys may be kept at the Information Desk for group members to check out as needed. Storage for group items may not be kept in the Student Activities Office unless authorized by the Director of Student Activities.
- Locations for fundraisers:
- Degenstein Campus Center: Fundraisers are allowed in the vendor table/lower level display area upon receipt of an event confirmation form from the Office of Events Management and the approval of the Student Activities Office. Space is limited to no more than six display tables and the duration of a group's reservation of this space is at the discretion of the Office of Events Management.
- Residence halls: No fundraising/soliciting may be conducted in the Residence Halls without written approval of the Department of Residence Life. Limitations may be applied to groups wishing to fund raise in the residence halls beyond those described in this policy.
- Academic buildings: Fundraisers are not allowed in any building that is designated primarily as classroom space. The Academic Deans may grant exception to this rule as deemed appropriate.
- Other campus facilities & grounds: Contact the Director of Student Activities for restrictions on other areas of campus beyond those listed above.
- All recognized student groups must abide by these regulations. Organization representatives must meet with a member of the Student Activities staff to review these policies, if necessary. The organization representative and the organization's advisor may be required to sign a statement that holds them responsible for compliance with such guidelines. If these guidelines are violated in any way, the Director of Student Activities may deny future fund-raising privileges for that particular organization for a period not to exceed one year.