Regulations and Policies
Student Organizations: Procedures and Guidelines
I. General Statement
The University of Georgia has long recognized the value of student organizations. Therefore, The University of Georgia and the Department of Campus Life have adopted a service orientation for the approximately 500 student clubs and organizations currently registered on campus. A listing of existing organizations and other information helpful to student organizations is available in the Department of Campus Life, Tate Student Center.
The formation and dissolution of any student organization will be determined by the membership. While the organization does exist, however, the services and facilities of the institution will be made available to the organization under the following Procedures and Guidelines. It is the University’s intention that membership in these groups be comprised of students, faculty, and staff of the University of Georgia. The intent is to guarantee the protection of the essential functions of the University, to allow an equitable sharing of time and space, and to ensure the reasonable health and safety of the community.
These procedures and guidelines are directly related to the University Regulations governing conduct and are subject to the jurisdiction of the University Judiciary. Individuals and organizations disregarding the following may be in violation of one or more of the University Conduct Regulations.
II. Registration Procedure
Annual Registration
A Directory of Student Organizations as well as other helpful information may be found in the Department of Campus Life. In order to be included in the Directory of Student Organizations, all organizations that expect to be active during the year are asked to register this intent in the Tate Student Center by the end of the third full week in the fall semester. Organizations will be classified according to the chief purpose as stated on their registration form. Over twenty different classifications exist to describe their function, making it possible for one to determine which groups have similar purposes. Registered organizations will be granted requested services according to the physical and personnel capabilities of the services area.
Information Required
All information given during registration must be accurate and remain accurate throughout the year or the organization’s registration is invalid. It is the organization’s responsibility to maintain up-to-date information in the Department of Campus Life.
The following information, included in the Directory of Campus Life, is required at the time of registration
1. The name of the organization. No two organizations may register under exactly the same name.
2. Name, address, email address, and phone number of the chief officer (president, chairman, etc.).
3. Name, address, and phone number of the advisor. In the absence of an advisor, the Campus Life official in charge of Campus Life monies or a member of the staff of the Department of Campus Life may authorize expenditures.
4. Statement of purpose. What does the group plan to do or hope to accomplish?
5. A schedule of meetings and programs. When and where do you meet? Are interested parties welcomed to attend your meetings?
6. Requirements of memberships. Do you charge dues or any other assessments? Is there any training, a license, or certificate required for membership?
7. Membership list of at least 10 student members and birth dates.
8. A copy of the organization’s Constitution and/or Bylaws.
Student organizations must be in compliance with University policy and local, state, or federal laws and may not exclude members on the basis of race, nationality, ethnic
origin, color, religion, sex, age, and/or disability. Failure
to comply with these regulations will make the organization ineligible to obtain assistance from the University.
III. Denial of the Privileges of Registration
Organizations may be denied, by the University’s student judicial system, the use of facilities, services, and funds as a disciplinary measure resulting from the violation of University Conduct Regulations. University Conduct Regulations will be interpreted in reference to these Procedures and Guidelines.
University denial of a request for use of facilities, services, or funds may result from one of the following five conditions
1. The organization refuses to abide by University Regulations and the Procedures and Guidelines as set forth herein.
2. A danger of violence or disruption is demonstrated in the use of the facility, services, or funds. There must be substantial evidence to warrant the conclusion that violence or disruption will occur.
3. The use to be made of the facilities, services, or funds is illegal.
4. Inaccurate information is given on the registration form or incomplete information is provided by the person requesting the service.
5. The organization’s chief officer refuses to sign the Registration Certificate.
The University may ask for whatever information is deemed necessary to make the above determinations. In all cases where prior denial occurs, adequate notice and opportunity to be heard will be afforded the student organization by the Department of Campus Life.
If after approval, but during or immediately prior to the activity, it becomes apparent that one of the above conditions will transpire, the University will take immediate action to curtail the disruption, criminal activity, or violation of University Regulations.
IV. Guidelines Regarding Authorized Use of University Facilities
The Campus Reservations Office in the Department of Campus Life shall be solely responsible for scheduling extracurricular student use of University facilities and grounds, with the following exceptions: Intercollegiate Athletic events and programs sponsored by Academic Departments and Housing Community offices. These units shall authorize and bear responsibility for student use of their facilities in those situations where the activities involved are directly related to the programs of the department or office.
Individual students and off-campus groups or persons requesting the use of University facilities should contact the Campus Reservations Office in the Tate Student Center,
583-8021.
Procedure for Scheduling the Use of University Facilities
1. Prior to granting a request for use of a facility, the Department of Campus Life must secure approval for use of that facility.
2. For the protection of registered student organizations, only those persons authorized by their organization may reserve facilities.
3. University facilities shall be allotted on a first-come basis as long as facilities are available. Program format, date, number expected to attend, and facility requested will be considered in assigning space. On occasions, rearrangement of programs may be necessary to accommodate additional requests.
4. Before signing a contract with any individual or group for entertainment purposes or before issuing an invitation to any prospective speaker, the sponsoring student organization shall reserve the University facility to be used.
5. The following information is required for completion of the Reservation Form. Any other information deemed necessary by the Department of Campus Life may also be required.a.) The purpose or general nature of the event.
b.) The sponsoring organization.
c.) The date and time of the event.
d.) The name of speaker(s) and/or entertainer(s).
e.) The number of persons expected in attendance and whether the event is free or paid admission.
f.) The facility requested and any special arrangements or equipment needed.
g.) Acknowledgment that their authorized use of the University facility is subject to University regulations and state and federal laws and agreement to adhere to the same.
h.) Certification that there will be no discrimination in the use of the facility regarding race, religion, sex, sexual preference, disability, or national origin.
i.) Acknowledgment that the student(s) requesting the reservation and the organization represented bear responsibility for the accuracy of the information herein given, under Conduct Regulation VI, Falsification of University Records.
j.) Acknowledgment that in the fulfillment of this contract, the student(s) and the organization represented may both be held responsible for repair or damage to University property under conduct Regulation V, and may be held responsible for non-compliance with these Guidelines and Procedures under Unauthorized Use of University Facilities, Conduct Regulation VIII.6. Payment for any services and labor associated with the event must be made in accordance with relevant Department of Campus Life policies and procedures.
7. Special care shall always be exercised to identify the sponsoring student group. University of Georgia gives neither its approval nor disapproval to the content of the program. Advertising for events or programs must follow guidelines for campus displays in the Department of Campus Life.
8. The Department of Campus Life, the officers and organization scheduling facilities, and the Public Safety Division bear joint responsibility for taking precautions to ensure the safety of the facility being used and the safety of those in attendance. The officers and the organization scheduling facilities must give accurate information to the Department of Campus Life. The Department, in turn, must notify the Public Safety Division. Attention should be given to: number expected in attendance; nature of program; whether the event is open to the public; and whether the program is open air. Upon notification, Public Safety will advise and take action concerning traffic control, special parking problems, and noise factors and will determine if additional police personnel are needed to cover the event, check to be sure the event is only on University property, provide emergency medical services if necessary, and provide special safety precautions.
V. Student Organization Solicitation
Use of University facilities or grounds for fund raising must be approved by the Department of Campus Life. Requests for approval must be submitted to the office of the Director of the Department of Campus Life. Fund raising as it pertains to student organizations is defined as the on-campus seeking of funds or support by a student group from sources other than its members, including the procurement of supplies and other forms of support; the selling or distribution of items, materials, products, or services; and the sponsorship of events where admission is charged. The distribution by student organizations of materials or commercial publications not protected by the First Amendment must also be approved.
I. To be approved, proposed student organization fund raising projects must comply with the following guidelines
1. Projects may not in any way interfere with normal academic programs or functions.
2. Requests should be submitted to the Department of Campus Life at least one week prior to the proposed event. The appropriate form for making a request can be obtained at the Campus Reservations Office in the Department of Campus Life.
3. The proposed fund raising project must not interfere with existing University-operated services or contracts. Projects involving the sale or distribution of a commercially prepared product or service, or a product or service that may be available through an existing University-operated service or through a University contract with a commercial vendor, may be subject to the policy “Operation of Business Enterprises on Campus,” Attachment A to The University of Georgia Solicitation Policy, and must not violate related state laws and local ordinances.
4. Priority for requests will be given to fund raising activities that are (a) educational in nature or directly related to the curriculum, (b) for philanthropic purposes, or (c) for the benefit of a large segment of the University population. Fund raising requests will not be granted for the personal benefit of an individual.
5. Accounting Procedures: A contract, if applicable, may not be signed by an organization for a fund raising activity conducted on campus until it has been approved.
6. A separate request must be submitted for every fund raising activity.
7. Activities involving student organization fund raising or other projects covered by these guidelines are subject to the following:a.) Door-to-door residence hall contact is prohibited.
b.) Use of the campus mail service is prohibited.
c.) Fund raising is not permitted in buildings and other closed areas. Fund raising may be conducted only in such open areas as designated by the committee.
d.) An organization may not use coercive acts that might intimidate those persons from whom support is sought.
e.) Posters may be placed on approved outside billboards. These areas do not include waste receptacles, entrances to buildings, telephone poles, etc. Posters may be placed on bulletin boards within a building only after permission has been received from the office responsible for the bulletin board.
II. Fund raising activities by a registered University of Georgia student organization for political, religious, or public issue purposes that do not involve the sale of a product shall be regulated only as to time, place, and manner in the following ways
1. Such fund raising activities may be conducted at a stand, table, or booth at the Tate Student Center as designated by the Director of Campus Life.
2. Fund raising activities shall not be conducted in offices, classrooms, corridors, food facilities, and other buildings or open areas of the campus.
3. An organization shall not use coercive acts that might intimidate those persons from whom support is sought.
4. Willful failure to comply with these rules will be grounds for denial of future requests to use the Tate Student Center.
NOTE: The Athens/Clarke Commission must approve all street closings for fund raising events such as street dances, road races, or any other activity taking place on city streets. The request should be forwarded to the Council 45 days before the event. Persons making the request should consult the Athens Police Department prior to submitting.
VI. Services Provided to STUDENT organizations
Only those students authorized by their organization may request services in the name of the organization as described below.
1. All requirements under Guidelines Regarding Authorized Use of University Facilities are applicable to requests for and use of University services.
2. Registered organizations may utilize the services of campus mail.
3. Campus Life equipment may be checked out by registered student organizations and their officers on a first-come basis for use in programming and meetings in Memorial Hall and the Tate Student Center.
4. The Campus Life Business Office will, at the request of registered organizations, handle all accounts for the
organization.
5. In addition to the Department of Campus Life’s Print & Copy Services, Central Office Supply and Central Duplicating services are available to registered student organizations that maintain all of their funds with the Campus Life Business Office.
6. Charter bus service is available for special on-campus and off-campus trips within a 100 mile radius subject to the availability of equipment and limitations stated in the University Policy Number 42.3.2-3, a copy of which is available in the Department of Campus Life. In addition to other limitations, such trips must be sponsored by a department or a fund listed in the Campus Life Business Office Chart of Accounts and approved by an appropriate Dean or Director. trips must be made for educational purposes only.
7. The staff of the Department of Campus Life shall be available to registered student organizations or to those groups seeking to organize for general advisement and particularly for program planning.
8. Only registered student organizations may request advertising through the various means available in the Department of Campus Life. A booklet of guidelines can be obtained from the Tate Student Center Information Desk. Phone: (706) 542-3816. E-mail: infodesk@uga.edu.
VII. STUDENT MEDIA ETHICS
The student newspaper, The Red and Black, is the primary student publication on campus but is operated independently from the University. The student-run radio station, WUOG 90.5 FM, operates under FCC guidelines, as well as under University guidelines outlined in the station policy manual. The Pandora yearbook is produced by students, who handle all editorial responsibilities. Institutional oversight is limited to fiscal matters. Students working with student media are expected to conduct themselves as prescribed by professional codes of ethics.