Student Activities and Leadership
Student Clubs and Organizations Guidelines
General Statement
Registered student clubs and organizations are non-profit groups that are organized, directed and comprised of currently enrolled Southern Oregon University students who have organized to fulfill a well-stated purpose and whose program and activities are clearly related to that purpose. Registration of a student club grants that particular club certain benefits (i.e. use of university facilities, right to establish an on-campus account, etc.) as outlined in these guidelines. However, those benefits should not be interpreted as meaning that the club is part of or controlled by the university nor does it mean that the university supports or adheres to the views held or the positions taken by the group.
Clubs and organizations are free to exist on-campus with or without any university benefits.
Club and Organization Requirements for Recognition
- There must be at least ten (10) SOU students actively involved in the group.
- While participation in students groups is open to all faculty and staff of the university as well as members of the community at large, only SOU students may hold voting privileges.
- All officers (minimum of one) must be enrolled for a minimum of 8 hours per term at SOU.
- Membership and / or requirements cannot discriminate on the basis of race, creed, religion, national origin, sex, disability, or sexual orientation.
- Each club or organization is required to have an advisor. The advisor must be a member of the SOU faculty or staff.
The Associate Director of Student Activities and Leadership is the acting authority for the university in granting registration to a student club.
How to Become a Registered Student Club or Organization
- Submit a Club and Organization Application on-line
- Registration forms may be turned in up to the 4th Friday of each term during the Academic Year
- All registration forms turned in after the 4th week of each term will not be accepted
- For questions call the Associate Director of Student Activities and Leadership at 541.552.6461 or schedule an appointment in the Involvement Center (SU 312)
How to Re-Register a Student Club or Organization
- Submit a Club and Organization Renewal Application on-line by the 4th Friday of Fall Term
- For questions call the Associate Director of Student Activities and Leadership at 541.552.6461 or schedule an appointment in the Involvement Center (SU 312)
Responsibilities of Registered Clubs
- Uphold all local, state, and federal laws.
- Sign appropriate liability waivers.
- Deposit all monies from membership fees, and/ or fund raising activities in an on-campus account. Clubs and Organizations are not allowed to have off-campus accounts unless approved by the Associate Director of Student Activities and Leadership because of extenuating circumstances.
- Comply with all university policies and procedures regarding:
- Health and Safety
- Use and Scheduling of University Facilities and Properties
- Student’ Rights and Responsibilities
- Fund Raising Guidelines
- Submission of an Activity Bid for all events other than regular meetings, including adherence to food service guidelines
- Keep the club or organization financially solvent by fulfilling all financial commitments within 30 days of receipts of bills and conduct all financial business in an honest manner
- Conduct activities for SOU students during the Academic Year
- Not allow the club or organization to be used as a “front” for an off-campus group in order to obtain preferential use of campus facilities
- Conduct all business (including officer elections) in an orderly and democratic fashion
- Maintain current list of officers’ names and addresses and club or organization roster in the Associate Director of Student Activities and Leadership’s office
- Check club mailbox in the Leadership Center at least monthly for official campus correspondences
Benefits and Services for Registered Clubs
- Reserve rooms on campus for meetings, special events, and social functions
- To apply for Student Fees from the Inter-Club Council
- To sponsor fund-raising activities (must abide by fund raising guidelines)
- Maintain funds in an on-campus account through the Involvement Center
- To participate in special functions offered by the Involvement Center for registered clubs and organizations
- To receive funding for travel to conferences or other club or organization events
- Use state vehicles if desired
- Have a Club or Organization Mailbox in the Leadership Center
- To have mail delivered to the Leadership Center
- Club or Organization Name, Stevenson Union, Southern Oregon University, 1250 Siskiyou Blvd., Ashland, OR 97520
- Please do not use personal names or have personal mail delivered
- Storage space in the Stevenson Union on a first-come, first-served basis
- Long distance phone call authorization (fees do apply)
- Club or Organization e-mail account
Liability Limitations
The university assumes no responsibility for club or organization contracts, other acts, or omissions. The club or organization officers assume full responsibility for their actions and agree to indemnify and hold harmless Southern Oregon University and its agents from all liability and claims that may be brought against the club or organization members.
Additionally, contracts of $500.00 or more may not be entered into unless the funds to cover the contract are on deposit in the club or organization’s on-campus account. Responsibility for any actions which violate federal, state, or local laws or ordinances must be assumed by the members of the student club or organization.
The university and the State will not provide legal defense for the club or organization in the event of a claim against them.
Religious Group Restrictions
In accordance with U.S. Supreme Court rulings, religious groups whose purpose is to study or perpetuate a particular organized religion or religious philosophy are not eligible for Student Fee funding unless the follow two situations both apply:
- The sponsored event is open to all students regardless of any religious affiliation
- The event is openly publicized for the general student population as well as the university community
Political Group Restrictions
Students may start a club or organization affiliated with a political party. The same guidelines of inclusiveness are required of these organizations or clubs. However, a club or organization will not be recognized if the sole purpose is in support of a specific candidate or ballot measure. Unlike other clubs or organizations faculty and staff are not allowed to be members of the organization. Faculty or staff members are only allowed to serve as advisors to groups affiliated with a political party. It is considered political organizing in the workplace if staff or faculty members are members of political clubs.
Student clubs or organizations may not receive Student Fee fund for activities supporting political candidates and/ or measures. ASSOU is allowed to co-sponsor these types of events and should be considered for potential support.
Candidate debates and forums are allowed. The other side of the debate or forum must be allowed to participate if there is a want, however it is not required.
Political fundraising for specific groups, organizations, ballot measures, or people is not allowed through SOU. Any monies collected must be given directly to the group. For example, a check must be written to the person it is in support of, not SOU.
Registration Status
A club or organization’s registered status may be withdrawn if any guidelines or policies are violated or abused.
