STARTING A NEW STUDENT ORGANIZATION

Want to start a new student organization? That's great! Recognized student organizations are formed for educational, professional, social, recreational or other purposes that enhance the student experience at Washburn University.

Table of contents:

• Recognition has its Privileges
• Recognition has its Limits
• Loss of Recognition
• Requirements for Recognition
• Compliance with Internal Policies and Procedures

RECOGNITION HAS ITS PRIVILEGES

Recognized student organizations are integral to the educational process at Washburn University. Consequently, recognized student organizations are eligible to receive certain privileges, provided they remain in good standing and complete the annual registration process with Office of Student Activities & Greek Life and otherwise comply with the policies and procedures of Washburn University. Once registered, the privileges associated with recognition include:

• Use of Washburn University’s name as part of the recognized student organization’s name, subject to the limitations described below
• Use of Washburn University facilities, services, or resources
  • Including Web site space on the university's server
  • Including an e-mail address for the organization
• Sponsorship or promotion of activities on University property
• Distribution of literature, flyers, posters, banners, or organizational print materials consistent with the Posting Policy and the Code of Student Conduct.
• Listing in university publications
• Eligibility to be considered for awards or honors presented to recognized student organizations and their members
• Eligibility to apply for Student Activity Fee funds consistent with the rules and procedures of the Washburn Student Government Association (WSGA) and Washburn University
• Eligibility to solicit funds on/off campus through programs and approved fundraising activities
• Eligibility to participate in membership recruitment activities
• Eligibility to reserve SAGL's conference room as meeting space
• Access to a photocopier funded by SAGL as well as the Washburn Student Government Association (WSGA)
• Training programs, leadership opportunities, advising, resource referral, and contract negotiation assistance by the staff of the Office of Student Activities & Greek Life
• Assistance with program development, implementation, and assessment from the Office of Student Activities & Greek Life

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RECOGNITION HAS ITS LIMITS

A recognized student organization may not:

• Authorize the organization to enter into contracts or otherwise act on behalf of Washburn University
• Authorize the organization to (1) use the University’s name for any commercial purpose or in any way which may reflect adversely upon the University, or (2) use the University’s logo, seal, or any facsimile thereof, or any trademark or copyrighted symbol of Washburn University without the express permission of University Relations at 670-1154 or e-mail University Relations.
• Imply or otherwise create the appearance that Washburn University sponsors, controls, or is responsible for the activities of the recognized student organization.

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LOSS OF RECOGNITION

Failure to register as a student organization at the appointed time during the academic year may result in immediate loss of privileges. Student organizations that were registered in the prior academic year must re-register for recognition by the third week of September to be registered for the current academic year. Failure to participate in the registration process by the required date may result in denial of recognition and registration privileges. New student organizations may be considered for recognition at any time.

In addition, recognized student organizations may lose recognition—temporarily or permanently—for any of the following reasons:

• Academic – student organization leaders do not meet minimum grade point average requirements to hold an office
• Financial – the student organization is found to have unpaid or overdue bills or the organization has inadequate resources to cover campus expenses
• Membership – the total membership of the organization decreases below the required four (4) currently enrolled students
• Disciplinary – the student group has been sanctioned for violations of the Student Conduct Code or related policies, (see http://www.washburn.edu/services/studentlife/office/conduct_code.html).

Loss of recognition for academic, financial, or membership reasons may be appealed in writing to the Director of Student Activities & Greek Life. If the issue is not resolved at that level, a written letter of appeal may be filed with the Dean of Students, whose decision will be final. Loss of recognition for disciplinary reasons will be resolved and reviewed consistent with the procedures of the University Judicial System.

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REQUIREMENTS FOR RECOGNITION

1. A current, type-written constitution on file with the Office of Student Activities & Greek Life (SAGL). This document must define the lawful purpose of the student organization, criteria for membership, and organizational mission and objectives. A sample constitution (Word format) is available for download into most major word processing software programs. If the student organization has written codes, rules or other regulations by which members of the organization are expected to abide, these documents also are required to be filed with the Office of Student Activities & Greek Life.
2. At a minimum the constitution should include:
   • The date on which the constitution was adopted;
   • A clear statement of objectives which are consistent with the educational mission, core values, and compact of Washburn University;
   • Identification of the organization as a campus-based and student-controlled group, with active membership limited to students of Washburn University. (Other persons may be admitted to associate membership in a recognized student organization if its constitution and by-laws so provide);
   • Procedures for nominations, elections, and removal of officers;
   • Procedures for policy adoption, including amendments to the constitution; and
   • A clear statement of reasonable dues or other financial obligations of members (if applicable).
3. Submission of a completed "Student Organization Registration Application," available online, to SAGL with the appropriate signatures.
4. New social, Greek-letter fraternities and sororities must also participate in a recognition process designated by the Panhellenic Council (for sororities) or Interfraternity Council (for fraternities).
5. A minimum membership of seven (7) students currently enrolled at Washburn University. Those student organizations seeking an exception to this rule must submit a written petition to the Director of Student Activities & Greek Life, who will determine whether, and on what conditions, an exception will be granted.
6. A student organization must be organized, operated, and controlled by its student members but may, at its discretion, also include in its membership other members of the Washburn University community, including faculty, staff and community members. This discretion shall be addressed in the student organization constitution.
7. Organizations must comply with the University's EEO Policy and applicable federal, state and local laws in all their activities, subject to the two following exceptions: (1) social fraternities and sororities exempt under Title IX of the Education Amendments of 1972 may discriminate on the basis of gender; and (2) organizations formed to foster or affirm the sincerely held religious beliefs of their members may adopt a nondiscrimination statement that is consistent with those beliefs. Organizations qualifying for one of these limited exceptions must comply with the University's EEO policy in all other respects.
8. All recognized student organizations are required to have at least four officers. A majority of officer positions must be held by different people. Officers must be full-time matriculated students who hold throughout the tenure of their offices a minimum cumulative grade point average of 2.0 for undergraduate students, 2.0 for law students, and 3.0 for graduate students. The Office of Student Activities & Greek Life reserves the right to monitor the academic performance of recognized student organization officers. Further, SAGL reserves the right to monitor the academic performance of individual members of recognized student organizations that maintain grade point average requirements for membership. Those student organizations seeking an exception to this rule must submit a written petition to the Director of Student Activities & Greek Life who will determine whether, and on what conditions, an exception will be granted.
9. A student organization mentor who is at least 3/4-time faculty or staff member at Washburn University, chosen by the organization.
10. Compliance with the Student Conduct Code and all other applicable policies of Washburn University.
11. Participation in required recognized student organization training, workshops, and leadership development activities.
12. Approval by the Office of Student Activities & Greek Life, communicated in writing to the organization president and adviser/mentor of the student organization.

In an effort to keep records current, recognized student organizations are required to notify SAGL of any changes in the organization’s status during the academic year (e.g., mentor, officers, constitution, by-laws, contact information). For additional information on the recognition process, please contact the Office of Student Activities & Greek Life at 670-1723 or e-mail the Office of Student Activities & Greek Life.

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COMPLIANCE WITH INTERNAL POLICIES AND PROCEDURES

All recognized student organizations and their members are expected to adhere to the individual constitution, charter, by-laws, and/or rules of order of the organization. To the extent that meeting procedures are not addressed in those documents, Robert’s Rules of Order will be assumed to apply.

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