Student Organization Handbook

Welcome

Greeting Student Organization Members and Advisors,

The Center for Student Engagement and Leadership is pleased to offer a centralized source of information to assist student organizations in their endeavors at Ohio University. While one manual cannot comprehensively capture the full student organization experience, it can serve as a guide to help your organization in matters relating to policy, programming and implementing best practices.

The Center for Student Engagement and Leadership’s mission is to provide meaningful, high quality out-of-class opportunities through programs and experiences that foster the five core values of Ohio University: character, community citizenship, civility and commitment. We hope your involvement in student organizations will lead to the advancement of these five values, making your time with OHIO meaningful and memorable.

Go Bobcats!

Center for Student Engagement and Leadership

students in the audience at a hypnotist event

Ohio University's Mission and Vision

Section 1: Student Organization Resources

Learn more about the Center for Student Engagement and Leadership.

Name & Title	Contact For	Contact Information
Josh Gruenke Associate Director for Student Activities- Center for Student Engagement and Leadership	Contracts Policy questions Conduct concerns Financial audits Student organization establishment and re-registration process Financial information requests Disbursement vouchers Checks Making purchases on University Purchasing Card (PCard/credit card)	gruenke@ohio.edu (740) 593-1761 Baker 355 Or book an appointment
Josh Knotts Assistant Director for Programming- Center for Student Engagement and Leadership	General student organization matters Policy questions Financial audits Student organization establishment and re-registration process Leadership Development	joshua.knotts@ohio.edu
Assistant Director of Competitive Sports and Community Programming- Well-Being and Recreation	All club sport matters	clubsports@ohio.edu (740) 593-9913 Ping 140
Christianne Medrano Graham Director of Sorority and Fraternity Life-Office of Sorority and Fraternity Life	Sorority and Fraternity life matters	cmedranog@ohio.edu (740) 593-4065 Baker 330
Senate Appropriations Commission (SAC)- Student Senate	All SAC funding related manners	sac@ohio.edu Baker 305
Student Senate	Campus/Student representation	senate@ohio.edu Baker 305

Section II: General Requirements and Expectations

Purpose of Student Organizations

Student organizations are an integral part of the OHIO community and offer students rich, interdisciplinary opportunities to learn outside of the classroom. The Center for Student Engagement and Leadership (CSEL) strives to provide a structure and guidance for students to join together for a common purpose. Individually, student organizations provide a platform for students to develop leadership and organizational skills. Collectively, student organizations enrich campus life by enhancing the cultural, social and intellectual life of the university. In granting recognition to student organizations, the university and Center for Student Engagement and Leadership hope to provide support to students aiming to pursue their various interests, talents and strengths that are separate from formal curricular experiences.

Scope

The student organization manual provides pertinent policy and procedure information specific to registered organizations. Certain organizations, such as social fraternities and sororities and club sports, may have additional requirements. Student organizations must operate in accordance with Ohio University policies and procedures and the Student Code of Conduct. Further, recognition does not imply that the university assumes liability or legal responsibility for the actions of any organizations. For questions not answered in this manual, please email involvement@ohio.edu or drop-in to the Center for Student Engagement and Leadership in Baker.

Definition

A registered student organization (RSO) is defined as a group of five or more currently enrolled OHIO students and a faculty/staff advisor whose primary goal is to advance a common purpose, mission, goal, or interest. Registered organizations maintain their registration status with the Center for Student Engagement and Leadership.

Benefits of Registration

Student organizations have many benefits when they register with the Center for Student Engagement and Leadership:

• Assistance from the CSEL for all student organization related matters
• Receive a student organization financial account
• Listing on the online Student Organization Directory and BobcatConnect
• Discounts through Catering Services, Printing Resources, Event Services, and other university entities
• Access to Ohio University facilities and spaces for student organization events and meetings
• Eligibility for funding through the Student Activity Commission (SAC) of Student Senate. For more information, please email sac@ohio.edu.
• Liability student organization insurance coverage
• Permission to conduct fundraising events on campus
• Eligibility to apply for an office space in Baker University Center
• Access to free table space at the annual Student Organization Involvement Fair

Requirements of Registration

Name of Organization
All registered organizations must have a name. The name cannot duplicate that of an existing registered student organization or a university department. It cannot serve to misrepresent the nature or purpose of the organization. “Ohio University” or “OHIO” may be used as part of the name, but this does not imply an endorsement by the university. Ohio University is not responsible for an organization’s liabilities, including unpaid bills, contractual obligations or other business transactions.

Officers
Each registered student organization is required to have a president, vice president, and treasurer. Creating other officer positions is encouraged but not required. All officers must be currently enrolled students with good standing at Ohio University.

Advisor
All registered student organizations are required to have an advisor. The responsibilities of the advisor are designated by the Camp and the respective student organization constitution. Duties often take the form of attending meetings, events, providing information on policies and procedures, co-signing all financial transactions, and providing guidance/ideas. An advisor must be a full-time member of the faculty, administration, or staff of the University. A graduate student may advise a student organization only if done so as an assigned University job responsibility. There are two allowable exceptions to the policy: 1) alumni/ae members of social Fraternities and Sororities may serve as advisors to these groups at the discretion of the Center for Student Engagement and Leadership and 2) local clergy and/or religious leaders may serve as advisors to religious/spiritual groups at the discretion of the Center for Student Engagement and Leadership. Other exceptions to this policy must be approved in advance by the Center for Student Engagement and Leadership.

Constitution and Bylaws
The constitution is the basic framework of any organization. An organization’s constitution and bylaws must include the purpose, requirements for membership, non-discrimination clause, officer duties, election processes, decision-making principles, and other general operating procedures. Specific organization rules and detailed procedures should go in the bylaws. When writing the constitution, consider the organization’s current needs and its future goals; simplicity, clarity, and flexibility are best practice in official documents. An organization’s constitution and bylaws should be regularly reviewed and updated. Please see Appendix A for a sample constitution and bylaws.
Organizations with inter/national affiliation must submit a copy of the inter/national constitution or statement of purpose. Organizations may amend their constitution as deemed appropriate by their bylaws. If amendments take place outside of the Center for Student Engagement and Leadership’s annual registration window, documents may be emailed to involvement@ohio.edu for review, approval, and upload to BobcatConnect.

Membership
Student organization members must be currently enrolled Ohio University students (undergraduate and graduate). Exceptions to this rule may be made for students who take leave for medical reasons, study abroad, or other temporary absences. No Ohio University student may be denied membership into a student organization on the basis of race, national origin, color, religion, gender, age, veteran status, sexual orientation, and/or ability status unless exempt under Title IX. Those organizations must also be entitled to single-sex membership under the provision of Section 86.14 of the regulations promulgated under Title IX of the U.S. Education Act of 1972. Certain exemptions may be granted for groups such as intercollegiate and intramural athletics, social fraternities and sororities, and girl and boy scouts. If your organization does not adhere to the above policies, the organization will be asked to submit evidence that action has been or is being taken to remove restrictive membership provisions. During this period, the CSEL reserves the right to put an organization on hold, freezing the benefits of RSO status. Continued restriction of membership by constitutional requirements or other binding enactments contrary to University policy will result in the withdrawal of University registration of the organization. Members may disassociate from an organization at any time.

Starting a Student Organization

New organization have a window to register their student organization once a semester during a month-long period. Registration periods are listed on the Center for Student Engagement and Leadership website.

Before you begin the process of forming a new student organization, you must research existing organizations using the Student Organization Directory. With more than 550 registered student organizations, it is likely that there are already many options that match your interests or offer opportunities to implement your ideas into existing structures. If starting an organization is still the best option, consider the following questions during the formation stage or set up an appointment with the CSEL (involvement@ohio.edu) to generate methods, ideas, and implementation strategies before registering your organization.

1. What gap on campus/the community am I trying to fill? Is the organization aiming to solve a problem, create recreational opportunities, advance a specific interest, etc.?
2. What is the ultimate impact you want the club to have?
3. What is unique about your organization?
4. Based on the gap you are aiming to fill, the impact you want to have, and uniqueness of your organization, what is the mission/purpose of the organization?
5. How might you advance the mission of your organization? List specific actions/activities your student organization can execute to advance your mission.
6. How might you garner interest in your mission to recruit others to your organization?
7. What type of commitment will members need to make to the organization?
8. Realistically, how long will it take it to form the group and gain momentum? How might the organization’s structure change from year one to year two, etc.?
9. Do you know any OHIO faculty or staff members who may be interested in serving as an advisor for your organization? If not, what are strategies you can use to find an advisor?
10. Will your organization be affiliated with a department/office on campus?
11. Once your organization is started, what resources will you need?

The steps to register your organization are as follows:

1. Review the list of registered student organizations at Ohio University to ensure that your new organization will fill a gap on campus or in the community.
2. Secure a faculty or staff member to serve as your organization’s advisor.
3. Host an election or appoint members to secure the required officer positions for registration (president, vice president, and treasurer). You must have 5 student members, including officers, to begin an organization.
4. Write the organization’s constitution and bylaws to provide clarity, fair and equal consideration, and continuity in the regular operations of your organizations. View Appendix A for a sample constitution and bylaws. Visit BobcatConnect to download a word document constitution copy for editing.
5. Register your organization on BobcatConnect, Ohio University’s student organization management system.

Go to BobcatConnect and log in with your campus ID
Click “Organizations” → “Register an Organization” → “Register a New Organization”
Fill out the form, upload your constitution and bylaws, and submit officer information
Once the form is submitted, the required officers and advisor will receive an email from BobcatConnect. They should follow the link to review and agree to the terms and conditions of their position.
Your submission will be reviewed by the The Center for Student Engagement and Leadership. You will be contacted if your organization is approved or further information is needed.

6. Attend new student organization training. Available dates can be viewed at ohio.edu/engagement.

*When entering the advisor on the registration form on BobcatConnect, you may get a “user not found” message. If so, the advisor must log on to BobcatConnect with their campus ID before the system recognizes them/you can register.

The Director for Student Organizations and Programs is available for consultation to create an organization. Please email involvement@ohio.edu with questions or to set up an appointment.

Maintaining Registered Status

Re-Registering Your Organization
To maintain an active registration status, student organizations must re-register each spring semester. All current officers and advisors of registered student organizations will receive an email from the Center for Student Engagement and Leadership with instructions to re-register via BobcatConnect. Re-registration dates are listed online at ohio.edu/engagement. Any changes of officers, organization constitution and bylaws, and other updates may be changed at this time. Organizations that fail to re-register will be disabled, meaning they are no longer recognized and lose their benefits. After three years of dormancy, the Center for Student Engagement and Leadership reserves the right to audit any organization assets.

Mandatory Trainings
The Center for Student Engagement and Leadership hosts two mandatory trainings per year that must be attended by the president and/or treasurer. Other members are encouraged to attend but are not required. Times and dates will be communicated via email, BobcatConnect, and the CSEL website. Any organization that does not attend the training will be disabled by the Center for Student Engagement and Leadership.

Registering Events and Travel
Any organization that receives Senate Appropriations Funding (SAC) funding for an event and/or travel is required to register the event and/or travel on BobcatConnect. The Center for Student Engagement and Leadership strongly encourages organizations with non-SAC funded events and/or travel to also register. Please register at least one week in advance of your event or travel. The Associate Director of Student Activities and any appropriate stakeholders (i.e. Major Events Committee, Risk Management and Insurance, etc.) review all event submissions. If there are further questions or actions needed to ensure safety and/or compliance with university and community policies, the committee will notify the organization. Once approved, the event will populate on the Center for Student Engagement and Leadership website calendar and events page on BobcatConnect, which serves as an excellent marketing tool.

To register an event, complete the following steps:
1. Go to BobcatConnect and log in with your campus ID.
2. Go to the “Manage” feature → Click your organization under “My Memberships” → Click the edit toolbar → “Events” → “Create event”
3. Fill out the form.
4. Your submission will be reviewed by the Center for Student Engagement and Leadership. You will be contacted if your organization is approved or further information is needed.

Rights and Responsibilities

The university is committed to the belief that you have the right and privilege to organize and participate in groups whose purposes center around the interests and goals of the individuals involved. Though student organizations are able to function on campus and do enhance campus life, neither the Center for Student Engagement and Leadership nor Ohio University assumes responsibility for your organization.

A registered student organization is responsible for conducting its affairs in a responsible manner consistent with the policies and procedures of the university, the Ohio University Student Code of Conduct, and all local, state, and federal laws. Registered student organizations will be held accountable for the actions and behavior of their members and guests at their functions. If your organization is suspended from Ohio University for any reason, it may not re-register under a different name with the intention of functioning in the capacity of the suspended group.

It is the responsibility of the registered student organization members to familiarize themselves with the Guidelines and Policies affecting student organizations. Officers should take responsibility to inform members of their organization about university policies affecting their group. Any change in officers, advisor, and/or constitution should be promptly submitted to the director for student organizations.

Section III: Guidelines and Policies

All student organizations must abide by the Ohio University Student Code of Conduct, Ohio University Policies, and other guidelines set forth in this manual. See below for policies and guidelines that most commonly relate to student organizations. Questions should be directed to involvement@ohio.edu.

Anti-Hazing

Ohio University permits the autonomy of campus organizations within the constructs of the established rules and regulations as outlined in the Student Code of Conduct and the Student Handbook. Initiation into campus organizations and other activities undertaken by such organizations or individuals must be consistent with the stated purpose of the organization and the educational mission of Ohio University. Any activities that may be construed as hazing are specifically and unequivocally prohibited.

Ohio University Policy 23.010 and the Student Code of Conduct D.8 define hazing to include, but not limited to, any action or situation which recklessly or intentionally endangers the mental, emotional, or physical health or safety of a student for the purpose of initiation or admission into, or affiliation with, any student organization or group regardless of the person's consent to participate. This includes brutality, coerced consumption and activities, acts intended to cause mental stress, stalking, and acts of sexual misconduct. Hazing is a serious offense of the Student Code of Conduct and, therefore, is subject to the full range of sanctions (reprimands, disciplinary probation, suspension, and expulsion). In addition, other educational activities may be required as conditions of the sanction. An individual, organization, or group may be subject to other outcomes in accordance with the applicable outside constituents or group in which the student is involved, or their governing bodies. The university has the right to take action regardless of the actions of a governing body.

Hazing is a broad term encompassing any action or activity which does not contribute to the positive development of a person who inflicts or intends to cause mental or bodily harm or anxieties; or which may demean, degrade, or disgrace any person. If you have to ask if a particular activity or action is hazing, then it probably is. Incidents or potential incidents of hazing are to be reported immediately to the Office of Community Standards and Student Responsibility (CSSR). Forms for reporting can be found on the CSSR website.

Catering

Policy 47.015 states that the catering policy must be followed for all events in dining halls, Baker University Center, and other campus locations in which the cost of catering/food exceeds $250. All food and beverages served on the Ohio University campus or at university-sponsored events will be provided by Ohio University Catering Services, unless an exemption has been granted. Catering exemption requests must be submitted at least 21 days prior to the date of your event. If you receive a catering exemption, your organization must have a “Permit to Sell/Serve Food on Campus” approved by Environmental Health and Safety.

Chalking

As defined by Policy 23.055, chalking, as a form of promotion and expression, is allowed on the Ohio University campus for registered student organizations. The following guidelines must be followed:

Only water-soluble stick type chalk (sidewalk chalk) is allowed. Absolutely no spray chalk, markers, paints (latex or oil-based), or similar products may be used.
Chalking is allowed only on horizontal surfaces (e.g., sidewalks, streets, etc.):
1. That are in open areas;
2. That are not covered by an overhang; and
3. That can reasonably be expected to be reached by rain.
No chalking is allowed on vertical surfaces. This includes buildings, walls, benches, picnic tables, signs, poles, the monument on college green, newspaper boxes, columns, mailboxes, light poles, trees, etc.
Chalking is allowed only on concrete or asphalt ("black-top"). With the exception of Morton hill, absolutely no chalking is allowed on bricks (e.g., sidewalk, street, patio, etc.) or stone.
This policy provides permission for chalking on university property only.

Individuals or organizations violating this policy will be held financially liable for the cost of cleanup; may be referred to the Office of Community Standards and Student Responsibility or the Ohio University Police Department; and may be subject to civil or criminal charges (e.g., vandalism), in addition to discipline under the student or employee disciplinary process appropriate to the nature of their relationship to the university.

Contracts

A contract is a legally binding agreement between two or more parties. Students are prohibited to sign contracts on behalf of their organization. Student organizations should contact the Director of Student Organizations in the CSEL if a contract is involved in the execution of activities. Contracts are processed in Bobcat Buy, one of the University’s finance platforms. Contracts may take up to 30 days for review, so organizations should plan their timelines accordingly.

Damage to Property

As defined by Student Code of Conduct D.10, damage to property includes the destruction of, or damage to public or private property or reckless but not accidental action that poses a reasonable risk of damage or destruction of public or private property. Damage to property may be handled by the community standards process, fines charged by the Center for Student Engagement and Leadership, or other remedial procedures deemed appropriate by the Center for Student Engagement and Leadership.

Disruptive Conduct

As defined by the Student Code of Conduct D.5, disruptive conduct includes the following:

Disrupting and/or interfering with university operations including but not limited to obstruction of teaching, research and/or administrative activities which occur on or off campus.
Causing, inciting, or participating in any disturbance that presents a clear and present danger to others, causes physical harm to others, or damage and/or destruction of property, including but not limited to participating in or inciting a riot.
Failure to comply with lawful orders of university officials or law enforcement officers acting within the scope of their job duties
An act which deliberately interferes with the freedom of speech of any member or guest of the university community
Misuse and/or tampering with any university safety equipment including but not limited to firefighting equipment, fire alarms, smoke detectors, blue light phones, etc.
Public urination
Election Tampering: tampering with the election of any Ohio university recognized student organization, including the Student Senate

Registered student organizations who disrupt conduct may be subject to the community standards discipline procedure or Center for Student Engagement and Leadership disciplinary action.

Freedom of Expression

Freedom of inquiry and expression is the foundation of an Ohio University education and is essential to the University’s shared mission of discovery and dissemination of knowledge. To read OHIO’s Statement of Commitment to Free Expression, see Policy 01.040. Policies 01.042 and 01.044 outline the use of indoor and outdoor spaces.

Indoor spaces: Users wishing to secure reserved use of an indoor space should contact the unit responsible for managing the facility. Determinations regarding reservations are made without reference to the content of expression associated with the activity. Amplified sound devices such as microphones, speakers, and bullhorns may be used in indoor spaces only with the advance permission of the unit responsible for managing the facility. Indoor demonstrations are permitted, which includes but are not limited to creative activity, public-speech making, picketing, protests, rallies, and similar assemblies in indoor spaces. Demonstrations are permitted in all reservable indoor spaces by users who have reserved them in advance according to the applicable building or other established reservation procedure. Demonstrations that do not conflict with an existing reservation or are otherwise not in use may occur without reservation in the following areas only:

Baker Center: in the rectangular atrium spaces located on the south end of the third, fourth, and fifth floors, and in the lounge area overlooking the rotunda on the north end of the fifth floor.
Baker Center: in publicly reservable conference rooms and meeting rooms in Baker center.
Classrooms that are otherwise empty
As noted above, many of these spaces may also be reserved in advance for the purpose of demonstration according to the applicable building or other established reservation procedure.

Indoor demonstrations are permitted only during normal building operating hours, must adhere to the occupancy limits, and may not take place in hallways, individual offices, office suites, lobbies, or other areas not safe for assembly. Use of indoor spaces may not include disruptive policy as defined in item (C)(6) of the policy. Disruption is dependent on context and includes the following:

Substantial and material interference with the ability of students, faculty, and staff to engage in university activities and operations, including teaching, learning, studying, research, academic, extracurricular and student life, administrative, and other supporting activities;
Substantial hindering or impeding of pedestrian traffic, including by blocking building doors, hallways, stairs, escalators, and lobbies.
Substantial and material interference with a scheduled event or activity conducted in university spaces, including expressive activities permitted under this policy.

Outdoor spaces: Several outdoor spaces are available for advance reservation through Event Services. To reserve a space and make a reservation, contact event services at least twenty-four hours in advance of the planned event. Other event services reservation requirements and fees may apply. The reservable outdoor spaces are described on the event services website, along with corresponding boundaries and specific usage rules. Amplified sound devices such as microphones, speakers, and bullhorns may be used in outdoor spaces only with the advance permission of the office of event services (“event services”), which will evaluate such requests based on the nature of the university space and other university activities and events that may be occurring at the time. Outdoor spaces are generally available to the university community and the public for a variety of activities, including marches, demonstrations, rallies, public speech-making, picketing, protests, and similar assemblies. These events may be in spaces reserved in advance or spontaneous, and they may be loud and involve crowds of various sizes. Activities in outdoor spaces that substantially and materially disrupt or interfere with university activities and operations are not permitted. In general, disruption is defined as conduct that results in, or imminently threatens, the following:

Substantial and material interference with the ability of students, faculty, and staff to engage in university activities and operations, including teaching, learning, studying, research, academic, extracurricular and student life, administrative, and other supporting activities;
Substantial hindering or impeding of pedestrian or vehicular traffic, including by blocking building doors; and
Substantial and material interference with an authorized event or activity conducted in university spaces, including expressive activities permitted under this policy.

Insurance

Registered student organizations (RSO) and student members have general liability insurance coverage provided by Ohio University. For this coverage, registered student organizations include academic fraternities and sororities, but does not include social or charitable fraternities and sororities. Protected members include student members who are enrolled university students at the time of an injury, damage, offense, or event and who participate in an RSO. No student member of an RSO should qualify as a protected person for the following activities related to, arising out of, based upon or in any way involving the following:

Amusement or mechanical rides
Luging
Athletic/sport camps or clinics
Managing/oversight of daycare/preschool
Aviation
Motorsports
Boating
Parachuting
Boxing
Parasailing
Bungee jumping
Rodeos
Demolition derbies
Snowmobiling
Hang gliding
Firearms and edged weapons
Hazing
Watersports
Hot air balloon rides
Intentional acts, or acts taken outside of the
Illegal web-based activities customary course and scope RSO activities
Alcohol

A student member can request approval for an activity listed above pursuant to the Inter-University Council-Insurance Consortium exception process and, if approval is granted, coverage will be evidenced via an endorsement document.

All major events/events with more than standard risk should be registered on BobcatConnect for review and approval. The Director for Student Organizations and Programming will review the activity and send it to insurance and the major events committee if need be. For questions related to insurance or exceptions, please email Enterprise Risk Management and Insurance at insurance@ohio.edu.

Major Events

As defined in Policy 01.030, a major event is defined as any planned gathering expected to attract 200 or more persons. Ohio University may allow the production of events and activities (including popular concerts) by university departments, student organizations, and non-university affiliated users of university property, so long as these events meet the requirements described in related university policies and have been reviewed and approved by the Major Events Committee. By registering your event on BobcatConnect, your organization is taking all the necessary steps to have your event approved by the committee if needed.

Posting of Material for Advertisement or Notification

As defined by Policy 23.050, registered student organizations may post printed materials for advertisement and notification purposes on general bulletin boards. General bulletin boards are those on campus that are not for limited use of a particular department. Materials may not be posted to walls, doors, lamp posts, utility poles, building exteriors, windows, or walkways. Materials for posting must be posted in such a way that they do not obstruct viewing of previously posted materials.

Programming with Alcohol

As defined in Policy 24.001, registered student organizations may serve or sell alcoholic beverages on university property subject to compliance with this policy. University funds, also known as 10 funds for student organizations, may not be used to purchase alcoholic beverages. Funds collected through an organization’s voluntary dues, donations, or fundraising may be used to purchase alcoholic beverages. These funds are known as a student organization’s 80 funds.

Registered student organizations sponsoring an event at which alcoholic beverages will be used or sold must submit an Application to Sell or Use Alcoholic Beverages to the Ohio University Chief of Police and to the Executive Director of Baker University Center, ("the Director"). If alcoholic beverages will be used or sold, the application should be submitted no later than 30 days prior to the event in question.

Prior to submission to the Director, all applications must be approved and signed by the university official responsible for supervising the facility or outside area in which the event will be held.
An application submitted by a registered student organization must be approved and signed by the organization’s university advisor prior to submission to the Director.
The application must identify an individual affiliated with the applicant who will be responsible for supervising the event and ensuring compliance with this policy and any relevant state and local laws. This individual must be present at the event and may not consume alcoholic beverages during that time.
An event at which alcoholic beverages will be used or sold may not be held unless written approval of the Application to Sell or Use Alcoholic Beverages is granted by the Director.
Departments, registered campus organizations, and approved users sponsoring events at which alcoholic beverages will be sold are responsible for submitting the necessary application forms to the Division of Liquor Control and for paying the required fees. Division of Liquor Control applications must include the signatures of the Director and the Chief of the Ohio University Police Department.
F. The sale of alcoholic beverages at events held in Baker University Center and Memorial Auditorium must be conducted under the Division of Liquor control permits held by the university.
G. Consistent with Ohio University's position of not promoting the use or abuse of alcoholic beverages, the university will neither solicit nor accept any form of alcoholic beverage advertising or sponsorship for any university-controlled publication or in or on any university owned or operated facility or property.
H. Under special circumstances an Ohio University department or student organization may accept sponsorship by an alcoholic beverage manufacturer (in its own name or in the name of one of its products), of an event, held on university-owned property, lasting no more than one day, which has demonstrated cultural, educational, or entertainment value to the university, and results in no direct financial gain, from the alcoholic beverage manufacturer, of any kind, to the university, department, or student organization. For specific procedure regarding this, please visit the policy.

Travel Guidelines

Student organizations traveling to and from events off-campus are required to register the travel via the event registration process on BobcatConnect if 1) the travel distance is over 30 miles one way for day trips or 2) the travel requires more than one day of travel and overnight accommodations, regardless of the distance traveled. The form requires that travel itinerary, mode of transportation, and a roster of attendees and emergency contact information is submitted within 24 hours of the travel date or by the Friday prior to weekend travel. The Center for Student Engagement and Leadership does not intend to prohibit any organizations who wish to travel; we collect the information for safety and emergency purposes. If a trip is reoccurring or your organization travels regularly, please email involvement@ohio.edu to set up an appointment so that details can be gathered efficiently. Club sports and sorority and fraternity organizations who file travel forms with their respective university offices are exempt from this requirement.

Use of Ohio University Mark and Logo

The university controls the use of the official Ohio University mark and other related marks including the Attack Cat and the Paw. Use of these marks by student organizations is prohibited except with express written approval. Student organizations can create their own logos or identifying marks for their organizations. Student organization marks created in August 2024 or later should not include "Ohio University," "OHIO" or "OU," or any other logos or branding that are part of the official university brand.

In some cases, outside vendors are able to utilize these marks to sell products, but the university reserves the right to manage this usage and approves all usage in advance. In addition, all vendors pay a royalty to the university for this use. Student organizations wishing to create and/or sell a product utilizing one of the identifying marks of the university can be exempted from the expectation to pay a royalty but must still request permission in advance from the university. If your organization is interested in pursuing permission to utilize one of the identifying marks, please contact University Communications and Marketing at ucm@ohio.edu.

Section IV: Student Organization Conduct

The Office of Community Standards and Student Responsibility (CSSR) is responsible for conducting investigative and disciplinary action for students. In addition, the Center for Student Engagement and Leadership may partner with student organizations undergoing conduct review. Incidents can be reported on the Office of Community Standards and Student Responsibility’s website. There are three available forms on the CSSR website for filing an incident report:

Community Standards Incident Report
Sexual Misconduct, Relationship, Violence, and Stalking Incident Report
Academic Misconduct Incident Report

For incidents that require immediate action, dial 911 or call the Ohio University Police Department at 740-593-1911.

If you are unsure of the disciplinary process or need help filing the form, please email communitystandards@ohio.edu or involvement@ohio.edu.

Section V: Finances

For full explanation of Treasurer duties and resources, the Treasurer’s Manual should be reviewed. This manual provides general guidelines and resources.

Student organizations must remain in good standing with Ohio University. Breach of Center for Student Engagement and Leadership and/or Ohio University policies or federal, state, and local laws will result in loss of recognition as an Ohio University Student Organization. This loss in recognition includes the freezing of an organization’s financial account. Failure of the President and/or Treasurer to attend mandatory student organization training in the fall and spring semesters will also result in the organization’s loss of recognition.
All registered student organizations must maintain their financial account with the Center for Student Engagement and Leadership. External bank accounts are strictly prohibited.
- An organization’s 4-digit account number is viewable on their BobcatConnect page
- If your organization does not have a University financial account set up, please email involvement@ohio.edu for establishment.
- Organizations may not use external applications (Venmo, square card readers, etc.)
It is the responsibility of the treasurer to provide documentation of receipts, invoices, deposit slips, or other financial documents if requested by Ohio University or affiliates. Treasurers should maintain a record of transactions throughout the year.
Organization funds cannot be used for the personal benefit of any organization members or the Advisor.
Petty cash funds are prohibited.
Alcohol and other intoxicants are prohibited uses of organization funds.
Necessary forms (vouchers, deposit slips, W-9, Supplier Information Forms, etc.) can be picked up at the CSEL in Baker 355. The use of other forms is prohibited unless the Center for Student Engagement and Leadership grants permission.

Income

Collecting Monies

Registered student organizations may collect cash for deposit, but they may not use credit card readers or other applications, such as Venmo, for collection. Any monies collected by a student organization should be deposited into the student organization’s financial account within 24 hours of collection. Deposits can be made at the Bursar’s Office located on the ground floor of Chubb Hall. Any checks for deposit should be made out to the student organization and include the 4-digit account number (e.g. Rufus Fan Club 0001).

Tax ID

Student organizations can use the Ohio University Tax ID number for fundraising (this is a common request for fundraisers through Chipotle, Buffalo Wild Wings, etc.). If you need this number, please email involvement@ohio.edu Many organizations will still work with student organizations, regardless of their inability to provide a tax ID. Organization’s may apply with the IRS for an official tax number, but they are responsible for filing required tax forms each year.

Fundraisers

Student organizations are permitted to host fundraising activities. Only registered student organizations may host a fundraiser on campus and/or use university resources. The organization assumes all responsibility and liability for the event. Fundraising must comply with the policies of Ohio University and all local, state, and federal laws and ordinances. Ohio University’s definition of an income-producing project (fundraiser) is as follows: “any project which produces income, including that which involves the sale of tickets; any article of voluntary contribution.” Income-producing projects may include, but are not limited to, bake sales, movies, dances, contributions, and sale of foods, beverages, or snacks.

Senate Appropriations Commission Funding

Student organizations are eligible to apply for funding through the Senate Appropriations Commission (SAC), a commission of Student Senate. SAC is "the subdivision of senate responsible for accepting funding requests, evaluating funding requests, and allocating funds for programs & events to registered student organizations at Ohio University" (7.02). Student organizations can apply for the following for new organization grants, bi-weekly funding, and semesterly funding. Any program or event that receives SAC funding must register their event on BobcatConnect. For more information, see the Treasurer’s Manual, visit SAC’s BobcatConnect page, or email sac@ohio.edu.

Expenditures

Disbursement Vouchers

All payment requests must be made by submitting a completed Disbursement Voucher, which can be picked up from the Center for Student Engagement and Leadership (Baker 339). Disbursement vouchers can also be completed using the BobcatConnect Student Organization Disbursement Voucher form. Do not under any circumstance pay bills directly with cash collected for dues, social assessments, fundraisers, etc. Once the disbursement voucher is completely filled out with both the advisor and the treasurer signatures and proper attachments, return the form to the Center for Student Engagement and Leadership or submit online. If the payee has direct deposit set up with the university, the funds will be directly deposited into that account; otherwise, the check must be picked up in the CSEL office when it is ready.

University Purchasing Card (Pcard)

In most cases, The CSEL can provide advance payment using a University Purchasing Card (Pcard), a University credit card, for large organization expenditures. This advance payment option is typically available for the following expenditures:

Conference registrations
Transportation reservations
Certain group travel arrangements (e.g. team travel, field trips, etc.)
Magazine subscriptions
Facility deposits
Large online purchases

Use the booking link on Bobcat Connect to set up Pcard use appointments.

Section VI: Event and Program Planning

Reserving Space

All registered student organizations have the ability to reserve space in available campus facilities. OHIO has two reservation platforms for requesting space.

Baker University Center, Galbreath Chapel, Memorial Auditorium, Walter Rotunda: Virtual EMS is managed by Event Services and spaces in Baker University Center (including outdoor Baker tables), Galbreath Chapel, Memorial Auditorium, and Walter Hall Rotunda can be reserved on this platform. Student organization President and Vice Presidents as listed on your Bobcat Connect roster are teh only members able to make reservations for your organization. Rosters are uploaded into the system on the 15th of every month. Once approved, users can login to the site and click “Create a Reservation” to book space. The “User ID” is your Ohio ID, but you do not need to include “@ohio.edu.” Spaces such as conference rooms are free for registered organizations, but larger spaces such as Baker Theater are offered at a discounted fee for registered student organizations. View the fee schedule and other policies here. For inquiry, email eventservices@ohio.edu. Please visit the CSEL website for video trainings on how to make reservations using the EMS platform.

Classrooms: Astra is managed by the University Registrar and registered student organizations may reserve classrooms for free using this platform. To reserve a classroom, submit a request online at astra.ohio.edu, by choosing the "Request an Event" link in the center of the page and use the Student Organization Room Request Form. You will be notified via email once your room reservation is confirmed or additional information is required. For more detailed information, view the Room Reservation Instructions (PDF) document.

Student organizations may request classroom space in advance of the semester starting, however, requests will not be reviewed and confirmed until the week prior to the start of the semester. Once a semester has started, room requests for that semester will be reviewed on a rolling basis. Same day requests, next day requests made after 4:30 p.m., and weekend requests made after 4:30 p.m. on Friday may not be submitted online. This type of reservation must be made in person at the Registrar's Office, Chubb Hall 112, between the hours of 8:00 a.m. and 5:00 p.m. Reservations needed during finals week may be made by in person. For inquiry, email scheduling@ohio.edu.

Hosting Performers, Speakers and Other External Guests without Contracts

Student organizations may host performers, speakers, or external guests to campus. If paying an honorarium, a W-9, Supplier Information Form, Honorarium Agreement Form, and proof of declared honorarium amount (e.g. an invoice or email agreement) must be attached to the disbursement voucher and turned into the Center for Student Engagement and Leadership (Baker 355) for payment. Advance payment options are prohibited for these types of services. It may take up to 30 days after disbursement vouchers are processed to pay external payees.

Hosting Events with Contracts

Contracts are processed in Bobcat Buy, one of the University’s finance platforms. Contracts may take up to 30 days for review, so organizations should plan their timelines accordingly.

Event Planning Assistance and Resources

OHIO has a number of resources available to help you and your organization plan your event. Offices available to help assist are as follows:

Center for Student Engagement and Leadership: involvement@ohio.edu
Culinary Services: dining@ohio.edu
Environmental Health and Safety: ehs@ohio.edu
Event Services: eventservices@ohio.edu
Facilities Management: facilities@ohio.edu
Risk Management and Insurance: insruance@ohio.edu
Ohio University Police Department: police@ohio.edu
Office of Sustainability: sustainability@ohio.edu
Student Accessibility Services: disability@ohio.edu
Transportation and Parking Services: tps@ohio.edu

Student Organization Event Planning Checklist

Name of event: __________________________________________________________

Date(s): ________________________________________________________________

Responsible organization(s): ________________________________________________

Person in charge and cell phone: _____________________________________________

Estimated number of participants: ____________________________________________

Registration:

Registered event on Bobcat Connect: ___ ____________________________________

Facilities:

Location(s) reserved: ____________________________________________________

Rain location reserved: ___________________________________________________

Set up confirmed (i.e. tables, chairs, recycling and trash, stage, etc.): _________________

Set up date/time: ________________________________________________________

Permits, work orders, or any other approvals obtained: ___________________________

Audio/Visual/Lighting:

Equipment ordered (microphone, speakers, etc.): ________________________________

Computer and projector (is it provided?): ______________________________________

Auxiliary/HDMI cord: ____________________________________________________

Test sound in location: ____________________________________________________

Set up date/time: _________________________________________________________

Publicity:

Invitations (number) _______________________(Date sent):______________________

Flyers created and distributed (when and where): ________________________________

Banners hung (when and where): _____________________________________________

Digital signs posted (when and where): _________________________________________

Emails sent (date): _________________________________________________________

Other: __________________________________________________________________

Food:

Menu selected (consider allergies): _____________________________________________

Drinks selected (menu): _____________________________________________________

Ordered through OU catering if more than $250 (Y/N): ___________________________

Set up time: ______________________________________________________________

Compliance with alcohol policies: ____________________________________________

Utensils secured: __________________________________________________________

Speaker/Band/DJ/Honorarium:

Entertainer/performer confirmed (date): _______________________________________

Any contracts reviewed by Associate Director of Student Activities (Y/N): _____________

Contract approved (if applicable): _____________________________________________

If honorarium, proper forms and disbursement voucher turned in: ____________________

Logistics for guest established (arrival time, flights, transportation, hotels): ______________

Decorations:

Decorations: ______________________________________________________________

______________________________________________________________

Accessibility:

Arrangements made for any special needs (interpreter, etc.): __________________________

Risk Management and Insurance:

Major event registered and approved with the Major Events committee: _________________

Events with higher risk than standard approved by Risk Management and Insurance:_______

Participant waivers obtained (if applicable): _______________________________________

Funding:

Created event budget: ________________________________________________________

Checked Oracle Business Intelligence for organization fund balances: ___________________

Applied for SAC funding: _____________________________________________________

Co-sponsorships confirmed: ___________________________________________________

Other Supplies Needed:

Paper and pens: ____________________________________________________________

Tablecloths: _______________________________________________________________

Tape, staples: ______________________________________________________________

Sign-in/interest sheet: _______________________________________________________

Cash box/change: __________________________________________________________

Trash bags, rolling carts, etc.: __________________________________________________

Water for guests: ___________________________________________________________

After the Event:

Returned rented items: _______________________________________________________

Sent thank you notes: ________________________________________________________

Paid all bills: _______________________________________________________________

Participants completed evaluation: ______________________________________________

Organizers/volunteers/organization completed evaluation: ___________________________

Created recommendation list for next time: ________________________________________

Section VII: Advisors

All registered student organizations are required to have an advisor. The responsibilities of the advisor are designated by the Center for Student Engagement and Leadership and the respective student organization constitution. Duties often take the form of attending meetings, events, providing information on policies and procedures, co-signing all financial transactions, and providing guidance/ideas. Advisors may disassociate from an organization at any time.

An advisor must be a full-time member of the faculty or staff of the University. A graduate student may advise a student organization only if done so as an assigned University job responsibility. There are two allowable exceptions to the policy: 1) alumni/ae members of social Fraternities and Sororities may serve as advisors to these groups at the discretion of the Center for Student Engagement and Leadership and 2) local clergy and/or religious leaders may serve as advisors to religious/spiritual groups at the discretion of the Center for Student Engagement and Leadership. Any other exceptions to this policy are at the discretion of the Center for Student Engagement and Leadership.

The advisor must give prior approval for all financial transactions and may be required to co-sign for financial obligations assumed by the student organization. Financial obligations are the responsibility of the individual incurring them or the student organization and are not to be considered the obligation of Ohio University. In the case of gross negligence or lack of oversight by the advisor, they may be held financially responsible if the student organization defaults on financial obligations. If the university judges that the advisor acted in good faith and within the scope of their authority, the University may represent the advisor and student organization in resolving any transaction, therefore protecting the advisor from any liability.

If the student organization, its members, or advisor are alleged to have violated a criminal law or a university policy or procedure, the Office of Community Standards and Student Responsibility, the Ohio University Police Department, and/or University Human Resources will review the incident and take appropriate action.

Section VIII: Resources

Sample Club Constitution and By-Laws

All student organizations must create and submit a constitution as part of the recognition process. Below, we’ve provided a rubric that groups may want to use while creating their constitution. We show suggested language as well as notes that may help you think through what information you should include. Your organization may deviate from this sample, provided that Article I is included as well as Article II, Section A, Item 1 (marked with an *) are included, word-for-word. You may wish to elaborate on this template or customize this document for your particular organization. Each year, student organizations must submit their constitution to the Student Organization Portal in electronic form as a part of the annual re-registration process.

ARTICLE I: ORGANIZATION NAME & PURPOSE

Section A: Name – The name of this organization shall be [name].

Section B: National Affiliation – If the club is a member of a national or state organization, add the following statement and attach a copy of the national constitution as it will become part of this document: “The rules and regulations of the National Constitution shall be followed when not inconsistent with the rules and regulations of CSM.”

Section C: Purpose – The purpose of this club shall be:

[List in detail the purposes and objectives of the clubs.]

ARTICLE II: MEMBERSHIP & DUES

Section A: Membership

Membership in this organization shall be open to all students in good standing currently enrolled at Ohio University, regardless of race, creed, color, sex, gender identity, sexual orientation, or physical disability.*

Section B: Dues – Dues shall be $______ per year. [List national and state dues separately if applicable].

ARTICLE III: OFFICERS

Section A: Officers – The officers shall be a President, Vice-President, Secretary, and Treasurer. [These are general officers, add officers specific to the needs of the club, if necessary.]

Section B: Eligibility – Officers must be_______ [full-time students, carrying at least 1 credit, etc.]

Section C: Election – The officers shall be elected by ballot at the last meeting of the spring semester by a majority of the vote cast for that office.

Section D: Term – The officers shall serve for one year and their term of office shall begin at the commencement of the fall semester.

Section E: Vacancy – If a vacancy occurs in the office of President, the Vice-President shall assume the office for the remainder of the term and vacancies in any other office shall be filled by a special election.

ARTICLE IV: DUTIES OF OFFICERS

Section A: President – it shall be the duty of the President to:

Preside at meetings
Vote only in case of a tie
Represent the club
Appoint committee chairpersons subject to the approval of the Executive Committee
Serve as an ex-officio member of all committees except the nominating committee
Perform such other duties as ordinarily pertain to this office

Section B: Vice-President – It shall be the duty of the Vice-President to:

Preside in the absence of the President
Serve as chairperson of the Program Committee

Section C: Secretary – It shall be the duty of the Secretary to:

Record the minutes of all meetings
Keep a file of the club’s records
Maintain a current roster of membership
Issue notices of meetings and conduct the general correspondence of the club

Section D: Treasurer – It shall be the duty of the Treasurer to:

Receive all funds and process Request for Payment, Deposit Slip, and Officer Signature Forms.
Keep an itemized account of all receipts and expenditures and make reports as directed

ARTICLE V: MEETINGS

Section A: Meetings – Regular meetings shall be held monthly during the regular school year.

Section B: Special Meeting – Special meetings may be called by the President with the approval of the Executive Committee.

Section C: Quorum – A quorum shall consist of [example: two-thirds (2/3)] of the membership. [The number required should be small enough to ensure that a quorum will usually be present but large enough to protect the club against decisions being made by a small minority.]

Section D: Parliamentary Authority – Robert’s Rules of Orders, shall govern this club in all cases to which they are applicable and in which they are not inconsistent with these bylaws.

ARTICLE VI: EXECUTIVE COMMITTEE

Section A: Responsibility – Management of this club shall be vested in an Executive Committee responsible to the entire membership to uphold these bylaws.

Section B: Membership – This committee shall consist of the officers as listed in Article III and the faculty advisor.

Section C: Meetings – This committee shall meet at least once between regular meetings of the club to organize and plan future activities.

ARTICLE VII: ADVISOR

Section A: Selection – there shall be a faculty/staff advisor who shall be selected each year by the membership.

Section B: Duties – The responsibilities of the faculty advisor shall be to:

Maintain an awareness of the activities and programs sponsored by the student club.
Meet on a regular basis with the leader of the student club to discuss upcoming meetings, long range plans, goals, and problems of the club.
Attend regular meetings, executive board meetings as often as schedule allows.
Assist in the orientation of new officers.
Explain and clarify campus policy and procedures that apply to the club.
Maintain contact with the Student Life Office.
Provide direction in the area of parliamentary procedure, meeting facilitation, group-building, goal setting, and program planning.
Assist the club treasurer in monitoring expenditures, fundraising activities, and corporate sponsorship to maintain an accurate and up-to-date account ledger.
Inform club members of those factors that constitute unacceptable behavior on the part of the club members, and the possible consequence of said behaviors.

ARTICLE VIII: COMMITTEES

Section A: Program Committee – A program committee composed of the Vice-President as chairperson and four other members shall be appointed by the President before the end of spring semester, whose duty shall be to plan the overall program of the club.

Section B: Other committees – [List other committees germane to the club such as finance, publicity, membership, professional relations, social, etc.]

Section C: Special Committees – The President shall have the authority to appoint any special committees, with the approval of the Executive Committee, from time to time as need demands.

ARTICLE IX: AMENDMENTS

Section A: Selection – these bylaws may be amended by a two-thirds (2/3) majority vote of the chapter membership.

Section B: Notice – All members shall receive advance notice of the proposed amendment at least five days before the meeting. [The time may be extended to the following meeting.]