Policies

 

The Role of Registered Student Organizations
Co-curricular programs and organizations provide opportunities for students to develop friendships, learn new skills and practice leadership and group development skills. There are more than 100 Registered Student Organizations (RSOs) representing many areas of interest in the following categories: Academic/Professional, Fine Arts, Fraternity/Sorority, Honorary, Multicultural, Recreational, Religious, Special Interest and Student Governance. It is well documented that students who are involved in campus activities of their choice are more likely to complete their educational goals.

The overall goal of RSOs at the University is to provide students additional educational tools which will assist them: function successfully in their chosen occupational fields; achieve a greater cultural appreciation; achieve greater personal happiness and self-satisfaction; and develop the concepts of responsibility and service to others.

Operating on the basis of voluntary participation and self-government, RSOs are an integral part of the University community and as such are obligated to contribute to the scholastic attainment and general development of the individual student. Skills and experiences obtained through memberships in RSOs serve as a valuable supplement to the formal curricula. Organizations applying for registration by the University will be evaluated in view of the manner in which their constitutional objectives support the stated role of RSOs at Arkansas Tech University.

General Requirements
General requirements for RSOs are as follows:

  1. Individual students and student groups are responsible for conducting their activities in a manner consistent with all regulations, standards and aligned with the Student Code of Conduct at Arkansas Tech University.
  2. No organization shall require of its members any activity incompatible with scholastic attainment or acceptable general development. In particular, hazing in any form is prohibited. No student or group of students will be permitted to use mental, verbal or physical violence against, or in any way jeopardize the health, scholastic standing or civil liberties of another student or university personnel.
  3. On or off-campus activities which are sponsored or affiliated with a University RSO must be approved by the Office of Student Life.
  4. Each organization has the right to elect and expel its own members and is accountable for members' acts committed on behalf of the organization.
  5. Each organization which desires to be registered by Arkansas Tech University and which desires to use the facilities and services of the University must obtain approval in the manner described in the following paragraphs.


Registration of Student Organizations
Categories and Definitions
An RSO is a group of students enrolled at Arkansas Tech University who voluntarily come together under a common purpose. The purposes and activities of the organization shall be lawful and not in conflict with the policies, rules, regulations and standards of the University and/or local, state or federal laws.

Conditions for Registration

  1. Membership in the organization shall be open only to students enrolled at Arkansas Tech University without regard to race, religion, gender, disability or national origin; except in cases of designated fraternal organizations which are exempt by federal law from Title IX regulations concerning discrimination on the basis of sex.
  2. The organization shall not duplicate the purposes and functions of a previously approved or current RSO unless the need for duplication is substantiated with the Office of Student Life.
  3. The organization shall show initiative in effectively meeting its stated goals and be lawful and peaceful in its activities. The Office of Student Life is available to assist in organizational development.
  4. The organization shall be free from control by any other non-student individual or organization. Alumni and affiliate/associate members should not be granted voting privileges nor can they hold executive officer positions. To preserve the governing integrity of a student organization, these privileges can only be vested in currently enrolled students at Arkansas Tech University.
  5. Organization registration does not imply University approval of either the organization or its activities.

Registration of New and Reforming Groups

  1. New and/or reforming student groups that desire the benefits of being an RSO must make an appointment with an Office of Student Life staff member coordinating RSOs to discuss the policy regulating the registration of student organizations.
  2. After meeting with the staff member, the student should complete a registration packet on theLink.
  3. The Office of Student Life will review submitted materials for registration on theLink. The decision will be communicated back to the applying organization from the Office of Student Life.

Annual Registration Process

  1. The completed registration application should be completed on theLink annually by late September. Specific dates will be announced annually. Complete registration packets include:
    • a. List of officers
    • b. Updated electronic copy of local constitution and/or by-laws and constitution and/or by-laws of any other local, state or national affiliate organization a minimum of once every fall registration period or when changes have been made. The constitution must contain the following:
      • i. Name of organization. The name of an organization shall indicate the purpose of the group.
      • ii. Purpose, goals and objectives of the organization.
      • iii. Eligibility requirements of membership.
      • iv. Selection process and procedures for membership, including non-discriminatory statement.
      • v. Election process for officers.
    • c. Agree to comply with all university standards, rules and/or policies as well as all local, state and federal laws.
    • d. A full-time Arkansas Tech University faculty or staff member completing the Advisor Agreement form on theLink, indicating their willingness to serve as the organization's advisor.
  2. New organizations registering as a single-sex, social fraternity or social sorority must show proof of their Title IX exemption. Upon filing their registration application, groups must attach a letter from their national affiliate with their IRS 501 C (Internal Revenue Code) tax exemption number from the Internal Revenue Service. This is the mechanism the government uses to verify single-sex exemption.

Benefits. Benefits of RSOs include, but are not limited to, free reservations for meeting space in the Doc Bryan Student Service Center, organization information published on theLink, leadership training and access to RSO resource manuals. RSOs may apply for funding through the Student Development Fund and GOLD Cabinet each year provided they are registered as a student organization with the Office of Student Life prior to the application deadline.

Membership and Offices of Registered Student Organizations. Active membership (those who are eligible to vote) in RSOs shall be limited to registered full-time students on the Arkansas Tech University-Main Campus. Full-time is defined as twelve (12) hours for undergraduate students and six (6) hours for graduate students. Students on academic or disciplinary probation may not hold offices in RSOs.

Organizational Meetings. Each RSO may, on its own responsibility and with approval of its advisor, hold closed meetings at which attendance is limited exclusively to members, and shall be allowed to invite any speaker of their own choosing to such meetings. Special permission must be obtained from the Director of Student Life to hold open meetings at which attendance of non-member students and/or the public is solicited or permitted.

Anti-Hazing Statement. Arkansas Tech University has a zero tolerance policy for the practice of hazing rituals and activities by any student, RSO, campus program or athletic team. Students involved in, encouraging, aiding and/or assisting in hazing or hazing related activities are subject to a conduct review resulting in possible suspension or expulsion from the University and reporting of involvement to local authorities. Failure to report known hazing incidents to the Dean of Students, an advisor or coach of an organization, the National Anti-Hazing Hotline, or the police may result in disciplinary action.

For more information on anti-hazing policies, please see Student Code of Conduct, Article III, Section C, 10, or click HERE.  

Dry Recruitment. Arkansas Tech University has a zero tolerance policy for the use of alcohol in any form by any student, RSO, campus program or athletic team for the purpose of membership selection. All activities, ceremonies, new member programs, trainings and other events must be alcohol free.

Faculty or Staff Advisor

  1. Each RSO shall have a full-time University faculty or staff advisor available to the officers and members for consultation regarding the affairs of the organization. Attendance at organizational meetings and functions is encouraged to facilitate incorporating the advisor into the RSOs program planning and decision-making. The advisor must certify the RSOs expenditures by signing all agency account check requests. Most importantly, the advisor must oversee adherence to university standards, rules and/or policies as well as the RSOs constitution and by-laws.
  2. RSOs may have additional advisors, i.e., coaches (typical of sports clubs), to the extent permitted by their constitution and by-laws; however, one advisor must be a full-time Arkansas Tech University faculty or staff member as required and identified in the registration packet.
  3. Any individual who is a secondary advisor or coach who is not affiliated with the university or is not a full-time Tech employee should also be included when filling out the registration application on theLink, complete with names, addresses, telephone numbers and e-mail addresses.
  4. RSOs have ten (10) business days to notify the Office of Student Life via theLink with the name, address, telephone number and e-mail address of any new or replacement full-time University faculty or staff member appointed as their advisor. Failure to do so may result in suspended privileges.

Pre-Requisites for Maintaining Registration. To maintain active status throughout the academic year, an RSO must meet or submit the following criteria to the Office of Student Life.

  1. Update the list of current officers within ten (10) business days from the day of elections and update the list of subsequent changes when such occur on theLink.
  2. Update all advisor information on theLink within ten (10) business days of the acceptance of the full-time faculty or staff advisor to the position.
  3. Submit all changes in documents on theLink relating to the organization (i.e., revisions to constitution, changes in statement of purpose, procedures for handling organization funds or membership requirements). RSOs shall be responsible for updating any revision to their local and affiliate constitutions with the Office of Student Life via theLink within ten (10) business days of any changes. Should an organizational dispute occur that involves University intervention, RSOs are bound by the constitutions and by-laws on theLink.
  4. Conduct affairs in a lawful manner, in accordance with the constitution and by-laws on file, and applicable policies, rules, regulations and standards of the University and all local, state and federal laws.
  5. Solicitation on or off campus is prohibited by RSOs that may abridge any contractual agreements of Arkansas Tech University. To avoid violations, RSOs should seek clarification on any solicitation initiatives or materials in the Office of Student Life. Any organization wishing to solicit must follow the policies and procedures listed in this Student Handbook.
  6. Ensure off-campus individuals or organizations whose appearance on campus is sponsored by the organization observe all applicable policies, rules, regulations and standards of the University. Any RSO sponsoring off-campus individuals or organizations should submit notification to the Office of Student Life via theLink.
  7. The Office of Student Life and/or the Dean of Students may suspend the registration of an organization for noncompliance with the regulations and/or standards as set forth in the current Student Handbook.


Organizational Discipline. RSO discipline is outlined in the Student Code of Conduct, Article III, B.

Finances of Registered Student Organizations
The University expects each RSO to anticipate, and meet promptly, its financial obligations. Financial aspects of all events sponsored by RSOs shall have the approval of the faculty or staff advisor. RSOs are urged to arrange for annual audits. In the event of disbanding or inactivation of an RSO, the primary responsibility for properly providing for close-out of RSO accounts and disposition of remaining monies rests with the RSO itself.


University Agency Accounts

  1. All RSOs will be required to maintain an agency account in the Office of Student Accounts and conduct all business transactions there. The residence hall agency accounts will also be maintained in the Office of Student Accounts. National social fraternities and sororities must maintain an agency account in order to conduct business with the University. Procedures for establishing and maintaining an agency account are found in the following section.
  2. Any money awarded to an RSO by the University for services rendered or as a prize for events, such as Homecoming or other campus activities, will only be deposited in the RSOs on-campus agency account.

Opening and Maintaining an On-Campus Agency Account

  1. Forms for Office of Student Accounts agency accounts are available in the Office of Student Life and online at http://www.atu.edu/controller/forms.php. Up to three (3) student officers and an advisor will need to sign the forms. Signed forms need to be returned to the Office of Student Life, and within five (5) business days your student organization will be assigned an agency account number.
  2. To activate the account or make deposits, you may find the deposit forms online at HERE or in the Office of Student Accounts. Complete the form. Use 240000 following the agency account number for all deposits. Make sure the account number is correct. Take the form and deposit in the Office of Student Accounts between 8 am – 4 pm, Monday through Friday. Allow four (4) business days for your deposit to be posted to your account.
  3. To change the current officers/advisor on file to be able to manage each agency account, you will need to complete a new agency account form in the Office of Student Life.
  4. To make payments and charges from your agency account, listed officers or advisors will need to obtain a Request for Check Form online at http://www.atu.edu/controller/forms.php or from the Office of Student Life. Complete the request form. You will need to enter the agency account number in the fund location and 240200 in the account location. It is preferred that the request form be typed with the complete name and address of the vendor payee. If the payee is an individual, you will need to complete a Vendor Number Request form. Give a complete description of the item purchased. The Request for Check Form needs to be signed by one of the students on the signature card and the advisor. Allow five (5) business days for the checks to be drawn. Checks will be mailed directly to the vendor unless otherwise indicated on the request. Checks will not be issued unless you attach the original receipts or other detailed documentation to the Request for Check form. The Request for Check form will not be processed if there is not enough money in the account to cover the expenditure.

Use of University Space, Facilities and Off-Campus Events

An application for each date of an activity should be completed on theLink via the event registration form. Organizations will be notified of action taken. Reservation approval is pending event approval on theLink.
The procedures for scheduling events are as follows:

  1. For events held inside Baswell Techionery, Doc Bryan Student Services Center or Young Building, complete the necessary forms at http://reservations.atu.edu/. Events in these buildings may be scheduled only two semesters in advance. For questions regarding this process, please contact Student Services, Doc Bryan Student Services Center, Suite 233, 479-968-0239.  
  2. For events in academic buildings such as classrooms, complete the necessary forms in the Academic Affairs Office, Administration Building, Room 202, 479-968-0319. Copies of the necessary form will be forwarded to Student Services. 
  3. For events in the Hull Building, complete the necessary forms in the Health and Physical Education Office, Hull Building, Room 110, 479-968-0344. Copies of the necessary forms will be forwarded to Student Services.


Special Events on Campus

  1. Any committee or officers representing a group of students or an RSO wishing to plan a party, banquet, luncheon, dinner, picnic, entertainment or other special event on campus, must have the event registered via the event registration form and approved on theLink. All events must be properly supervised. The advisor of the RSO or his/her designee should ensure proper supervision throughout the entire time of the activity. The University reserves the right to provide uniformed security officers at such programs as it deems necessary, at the expense of the RSO.  
  2. Any events sponsored by RSOs may not have portable stages that are assembled by students. Portable stages are defined as stages that can be assembled and removed from the space.  
  3. Each group will be responsible for the conduct of individuals (members and guests) attending social functions. In keeping with University policy, the use or possession of alcoholic beverages is not permitted at any on-campus function. For further details, please see the Student Code of Conduct.

Off-Campus Events
RSOs may conduct activities and programs off-campus which do not violate local, state or federal laws. Arkansas Tech University assumes no responsibility for the conduct of participants nor for the financial and/or contractual obligations associated with off-campus events. Off-campus events, which are sponsored by or affiliated with an RSO must be submitted for approval via event registration on theLink.


Food at Events
Food at events on campus must adhere to the following guidelines:

  1. Any RSO desiring food or drinks at their event on campus may do so if all supplies (including, but not limited to, drinks, food, cups, cutlery, napkins, plates, etc.) are under $150.
  2. For events that will encumber supplies costing more than $150, Chartwells Food Service must be contacted for first right of refusal. If Chartwells Food Service is not able or willing to provide needed items, RSOs may obtain food/drinks off-campus.  
  3. Food that is served free of charge at potlucks, parties or meetings where the event is not open to the general public does not need prior approval. A potluck is defined as a gathering of people for a meal where the participants are expected to bring food ready to be shared among everyone at the gathering.
  4. For events in Chambers Cafeteria or Baswell Techionery, all food, no matter what the item, must be purchased from Chartwells Food Service or one of its operations. No other food items, including items from home, can be brought into the dining operation.

Travel in University Vehicles
Students traveling in University vehicles and under the auspices of the institution are expected to follow these regulations:

  1. Students representing Tech are expected to obey all federal, state and local laws.
  2. Advisors are encouraged to attend any travel events with the RSO.
  3. No possession or use of alcoholic beverages, tobacco or illegal drugs by anyone in a University vehicle is allowed. Violation of this regulation will result in disciplinary action.
  4. When any kind of problem arises related to student travel or violation of Tech regulations or state laws, the Director of Student Life should be notified on the first business day following the return to campus.
  5. Plans for travel including designated drivers, must be submitted at least ten (10) business days in advance to allow for a driver's license background check.
RSO Independent Travel 
Independent RSO travel that is organized, conducted, or sponsored by an RSO in its own interest where no University vehicles are used or no reimbursement is to be issued are not required to complete travel documents. Such trips are not made on behalf of the University as official travel, and the University will accept no responsibility for any liability arising there from. The event is required to be registered on theLink via the event registration process.

Students should exercise good judgment before agreeing to provide transportation for other students or to travel as a passenger in another student's vehicle. Arkansas Tech University cannot be held liable for student choices of transportation for these independent RSO travel activities.

University Sponsored RSO Travel

Arkansas Tech University sponsored transportation for Registered Student Organization (RSO) events is defined as transportation coordinated and funded by the University on behalf of the RSO. RSOs must submit their proposed activity with the transportation requirement through the Office of Student Life, via theLink, at least 10 days prior to the event.

If any reimbursement for travel is to be made to a student, the student travel, by default, is defined as University sponsored travel and must comply with the Arkansas State Travel Laws, the Arkansas Vehicle Safety Program, and University policies.

Official Representation:The University recognizes that a student travels as its official representative when, and only when, all of the following requirements are satisfied:
  1. An administrative official having authority to do so authorizes an RSO or members of an RSO to be official University representatives for the purpose of attending an event related to accomplishment of University educational purposes.
  2. The RSO or members of an RSO travel by University vehicle or travel according to transportation selected for them and approved by the person authorizing the travel. This includes, but is not limited to, public carriers, in charter or aircraft, in University fleet vehicles, in rental vehicles, or by private vehicle (if mileage is being reimbursed).
  3. The RSO or members of an RSO travel is being funded by the University or if reimbursements are being issued to fund travel. This includes, but is not limited to, lodging.
  4. Before leaving the campus, the RSO or members of the RSO and accompanying faculty or staff, if any, shall have registered according to the procedures outlined in this policy. RSOs or members of RSOs attending functions on their own initiative in the guise of being from Arkansas Tech University, the institution deriving benefit only from the resulting publicity, are not official University representatives. Because of the possibility of claims and liability arising from student travel, it is necessary that strict procedures be established concerning the dispatching of enrolled students off campus for University purposes.

Procedures: The following procedure, therefore, is established for RSO travel that qualifies as official representation:

  1. Secure approval from appropriate RSO advisor.
  2. Register the travel by completing a Student Travel Request form 10 days prior to leaving for the trip.
    • a. If the travel is an event for the RSO then the Student Travel Request form will be completed through the Event Registration form on theLink.
    • b. If the travel is being funded through the Student Development Fund, the Student Travel Request form will be completed during the application process. Applications are available on the Student Life page on theLink in the Forms section.
  3. If student drivers are being used, all drivers must complete a Driver Authorization form. These forms can be obtained through the Student Life page on theLink in the Documents section. This form should be returned to Office of Student Services, Doc Bryan Suite 233, at least 10 days prior to the event. These forms will be forwarded to the Travel Office in Bryan Hall.
    • a. The Driver Authorization form acts as a release to permit the University to check the student's driving record.
    • b. Anyone found to have an unacceptable driving record as defined by the University will not be allowed to drive under this policy.
  4. All RSO members attending must sign a Liability Waiver with an Emergency Contact form. These forms can be obtained through the Student Life page on theLink in the Documents section. This form should be returned to Office of Student Services, Doc Bryan Suite 233, prior to the event. It is recommended that the RSO advisor keep a copy of this form for each student attending.
  5. In the event of an accident, RSO members shall file reports with the Office of Student Life concerning any accidents, collisions, personal injury, or property damage to themselves or to others on returning to the campus.

RSO Advisor Role: RSO advisors are encouraged to accompany students on off-campus trips covered under this policy. An advisor can be defined as any full-time or part-time faculty or staff member, any graduate assistant with a direct connection to the purpose of the off-campus travel, or any graduate assistant who advises a Registered Student Organization in an official capacity as defined by the Registered Student Organization policies.

Solicitations
Definitions. Solicitation is selling, advertising or obtaining contributions on or off campus. Any RSO may be permitted to solicit, subject to approval by the Office of Student Life. RSOs must register their requests with the Office of Student Life by completing the event registration form on theLink.

General Provisions. University facilities are not to be used for commercial activities or for personal gain.

Procedure

  1. All requests must be completed via the event registration form on theLink at least seven (7) business days prior to the requested date(s) of solicitation. All requests will be reviewed, and applicants will be notified of approval or disapproval within three (3) business days after the application has been filed.  
  2. If a Solicitation/Fundraising Proposal is targeting area businesses, the proposal must be turned in at least thirty (30) business days prior to the requested date(s) of solicitation. This is to ensure that there are currently no conflicts with University contracts and/or sponsorship efforts as well as to give the requesting party ample time to conduct solicitation/fundraising efforts. All proposals will be reviewed and applicants will be notified of approval or disapproval within fourteen (14) business days after the proposal has been filed.

Facility
RSOs may use University facilities to raise funds on campus when they are in compliance with the following definitions and regulations:

  1. All fundraising events must be approved by the Office of Student Life via the event registration form on theLink.
  2. The funds raised using campus facilities may not be used for any illegal purposes and must be consistent with the stated purposes of the sponsoring organizations.
  3. When a University facility or grounds is used for an event, the sponsoring organization shall pay and/or encumber beforehand all pre-established program costs (e.g., production costs, equipment rental fees).
  4. When a University academic building is used for an event, the department head must approve the sponsoring organization's request via theLink. 
  5. Organizations using University facilities to raise funds must be financially accountable and operate within the following guidelines:
    • a. All funds raised must be deposited in an on-campus Agency Account and may be withdrawn in accordance with the original fundraising purpose only after all the bills incurred during the event have been paid.
  6. The University reserves the right to investigate financial records of an RSO that has been allowed to raise funds on campus to determine if the funds are being used for the purpose for which they were raised.
    • a. In the event that a fundraiser loses money, the sponsoring organization remains liable for covering all cost incurred by the activity.
  7. The publicity for the event must be submitted with the fundraising event registration form on theLink and approved by the Office of Student Life prior to distribution. Publicity should include the following information:
    • a. The name of the sponsoring campus organization(s).
    • b. The name of the benefiting on or off-campus organization(s) or individual.
    • c. The intended specific uses of funds collected at the event.
    • d. The amount of donation or percentage of net profit going to benefiting organizations.

Benefits and Donations
RSOs may sponsor non-commercial activities, sales and performances for the benefit of persons or off-campus organizations as long as the personal gain restriction is not violated and the RSO agrees to comply with the following stipulations:

  1. The publicity for the event must be submitted with the fundraising event registration form on theLink and approved by the Office of Student Life prior to distribution. Publicity should include the following information:  
    • a. The name of the sponsoring campus organization(s).
    • b. The name of the benefiting on or off-campus organization(s) or individual.
    • c. The intended specific uses of funds collected at the event.
    • d. The amount of donation or percentage of net profit going to benefiting organizations.
    • e. A specific disclaimer of University sponsorship or endorsement.
  2. All funds collected must be deposited into the RSOs on-campus agency account. Benefit income may be disbursed only from the account after all bills for the event expenses have been paid. All disbursements must be consistent with the original stated purpose of the event and in compliance with contractual agreements, including the amount of donation or percentage of net profit.
  3. Soliciting donations from businesses in the Russellville area must comply with the following stipulations:
    • a. A list of proposed businesses should be submitted with fundraising event registration form via theLink and be approved by Office of Student Life and the Vice President of Development.

Liability
RSOs sponsoring solicitation may be held liable for any false advertising, fraudulent and/or illegal conduct as it relates to the sale of their merchandise, services or activities.

Food Sales
Food sales on campus must adhere to these guidelines:

  1. All food sales events must be submitted via the event registration form on theLink and approved by the Office of Student Life and by the department responsible for the facility.
  2. The RSO responsible for selling food must accept the responsibility for any illness that may occur from consumption of the food sold.
  3. No food sales may be conducted inside or in front of Baswell Techionary or Chambers Cafeteria or set up adjacent to any building entrance in such a way as to impede free access into the building.
  4. No commercial food vendor sales are permitted.
  5. If food/drinks are to be sold, it must be handmade or donated.
  6. RSOs may request to sell food on campus that is prepared by Chartwells Food Service.
    • a. If food/drinks are to be purchased and re-sold, RSOs must first contact Chartwells Food Service for first right of refusal. If Chartwells Food Service is not able or willing to provide needed items, RSOs may obtain food/drinks off-campus.
  7. Food that is served free of charge at potlucks, parties or meetings where the event is not open to the general public does not need prior approval. A potluck is a gathering of people for a meal where the participants are expected to bring food ready to be shared among everyone at the gathering.

Gambling
Gambling in any form is prohibited on University property. RSOs are prohibited from organizing gambling events off campus. Gambling includes, but not limited to, pay to enter activities such as raffles, bingo, tournament brackets, card games, tournaments, etc.


Motion Picture Policy
Under the U.S. Copyright Act, Public Law 94-553, Title 17 of the United States Code, Section 106 "the copyright owner has the exclusive right to display the copyrighted work publicly." Hence, RSOs wishing to show a copyright motion picture or audiovisual must acquire a license.

To discuss the licensing process, please schedule a meeting with the Director of Student Life.

For more information about understanding copyright, click HERE.  

 

For more information about any of these policies, please review the Student Handbook.  

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