ORGANIZATIONS

Section
11:01 Formation of Organizations
11:02 Faculty Advisor
11:03 Maintaining Registered Status
11:04 Deactivation and Reactivation
11:05 Colonization of Men’s and Women’s Fraternities
11:06 Organizations Operating Housing Facilities
11:07 Compliance with Regulations
11:08 Accountability
11:09 Outdoor Sound Amplification
11:10 On-Campus and Off-Campus Solicitation
11:11 Finances

All matters relating to activities and organizations are under the control of the Student Affairs Committee, subject to direction by the Academic Senate and the President of the University. The Vice President for Student Affairs is responsible for the administration of all regulations in this area. While students manage extracurricular activities, the faculty retains an advisory interest.

The University affirms a policy of non-discrimination with regard to the formation of organizations and the selection of members. In accordance with the South Dakota Human Relations Act of 1972, as amended, all extracurricular activities and benefits are available without regard to race, color, creed, religion, national origin, ancestry, citizenship, age, gender, sexual orientation, or disability.

11:01 Formation of Organizations.

11:01:01 Students may form a campus organization by satisfying the following requirements:

11:01:01:01 Complying with sections 1:06:08 and 1:06:09 of the Student Code.

11:01:01:02 Obtain and comply with the procedures and guidelines in the "New and Forming Organizations Recognition Packet."

11:01:01:03 Filing with the Department of Student Union & Activities an organizational constitution. A copy of the model constitution will be included in the "New and Forming Organizations Recognition Packet."

11:01:01:04 Submitting to the Department of Student Union & Activities a current list of officers, the name(s) of the faculty/staff advisor(s), and the names of a minimum of seven (7) students affiliated with the organization.

11:01:01:05 Ensuring constitutional and organizational compliance with the regulations and policies of the Board of Regents and South Dakota State University.

11:01:02 Upon satisfactory completion of the "New and Forming Organizations Recognition Packet," the Director of Student Union & Activities will grant provisional recognition for thirty (30) days to the organization. The organization may reapply once within the same academic year if recognition is denied.

11:01:03 Upon completion of the steps outlined in 11:01:01 and 11:01:02, the Director of Student Union & Activities will forward to the Students’ Association and to the Student Affairs Organizations Subcommittee the constitution, and a list of officers, advisor(s), and other members of the petitioning organization. The Students’ Association and the Student Affairs Organizations Subcommittee will review these materials, and send all comments and recommendations regarding the organization's proposed constitution and their request for registered status to the Director of Student Union & Activities.

11:01:03:01 The Students’ Association and the Student Affairs Organizations Subcommittee will have three (3) weeks from receipt of the organization's materials to make comments or recommendations to the Director of Student Union & Activities.

11:01:04 Upon receipt of all comments and recommendations, or at the end of the three-week review period, the Director of Student Union & Activities will take action regarding the organization's request for registered status. Notification of the action taken will be given in writing to the organization's president and advisor(s). The offices of the Vice President for Student Affairs, University Relations and Central Reservations will be notified when an organization has been granted registered status.

11:01:05 The procedures as delineated in 11:01, 11:02, 11:03, and 11:04 do not apply to the formation of men’s and women’s fraternities or campus groups which intend to provide room and/or board for its members. Procedures for these groups are listed under 11:05, Colonization of Men’s and Women’s fraternities, and 11:06, Organizations Operating Housing Facilities.

11:02 Faculty Advisor.

11:02:01 Each organization will have an advisor registered with the Student Union & Activities. Any full-time administrative and instructional faculty and career service staff may serve as an advisor to a registered student organization.

11:02:02 The advisor will attend the meetings of the organization. He or she will advise the exercise of responsibility, but will not have the authority to control the policy of the organization. One of the duties of the advisor is to monitor financial conditions in conjunction with the student organizations leadership.

11:02:03 Advisors to Greek social organizations must be approved by the Greek Council, and be registered with the Student Union & Activities.

11:02:04 In the event that no approved University staff members who are qualified alumni of national social men’s and women’s fraternities are willing to serve as advisors, the organization may select an advisor who is an alumnus of the Greek organization but is not employed by the University. Advisors must be approved by the Greek Council and the Director of Student Union & Activities. They must reside in the Brookings community.

11:02:05 All advisors of student organizations with constitutions that do not state length of term for advisors will be limited to a one (1) year term, renewable at the request of the organization and contingent upon acceptance by the advisor designee.

11:03 Maintaining Registered Status.

11:03:01 To maintain status, all organizations must comply with the following procedures:

11:03:01:01 In order to maintain registered status, each organization must submit to the Student Union & Activities a list of officers and advisor(s) by September 15 of each academic year.

11:03:01:02 Any organization which holds elections after September 15, must notify the Student Union & Activities of their election dates and must submit a list of officers and advisor(s) within one (1) week of election.

11:03:02 Any organization which revises its constitution without major changes in name, purpose, structure, or function must submit two (2) copies to the Assistant Director of Student Activities.

11:03:03 In the event of any major constitutional changes in name, purpose, structure, or function, the organization must submit two (2) copies of the revised constitution to the Office of Student Activities. The constitution will then be forwarded to the Student’s Association and the Student Affairs Organizations Subcommittee for their review, in accordance with procedures identified in 11:01:02 and 11:01:03.

11:03:04 Changes in University policy, the Student Code, the Student Policies Manual, and/or Students’ Association Constitution or Bylaws may necessitate corresponding changes in an organization's constitution.

11:04 Deactivation and Reactivation.

11:04:01 If a list of officers and advisor(s) is not provided at the end of the semester following election, the Office of Student Activities will contact the advisor(s) to assess the status of the organization. If a list has still not been received by the end of the second consecutive semester, the organization will be considered as no longer functioning and placed on inactive status.

11:04:02 An inactive organization will request reactivation by submitting two (2) copies of an up-to-date constitution and a list of officers and advisor(s) to the Office of Student Activities.

11:04:03 If the organization had no sanctions against it at the time of inactivation, then re-registration of the organization will take place in accordance with the procedures delineated in 11:01:03 and 11:0:04.

11:05 Colonization of Men’s and Women’s Fraternities.

11:05:01 Colonization and recognition procedures for establishing a national social fraternity or sorority will be as follows:

11:05:01:01 At the direction of the Greek Council an on-campus review committee will be established to determine the need and practicality of colonizing a new social men’s and women’s fraternity. The committee, composed of an equal number of members from the men’s and women’s fraternities, the Director of Student Union & Activities, and the Program Advisor for Greek Life will meet and review on-campus conditions and make a recommendation to the Greek Council.

11:05:01:02 A formal request for colonization from a national official of a men’s or women’s fraternity will be sent to a screening committee (see 11:05:01:01 for the composition of the committee). The committee will review the application(s) for colonization and forward its recommendation to the Greek Council.

11:05:01:03 Upon the receipt of the recommendation from the Greek Council regarding either 11:05:01:01 or 11:05:01:02, the Director of Student Union & Activities and the Program Advisor will consult with the Vice President for Student Affairs and the President of the University regarding the colonization request. A letter from the President of the University to either the Greek Council or the requesting men’s or women’s fraternity(ies) will indicate the action taken.

11:05:01:04 After the application for colonization or the perceived need to pursue colonization has been accepted by the President of the University, formal procedures will begin. The men’s or women’s fraternity planning to colonize South Dakota State University will consult with the Greek Council to plan the formal colonization process. A letter of application for colony status will be submitted to the Director of Student Union & Activities, and will include the name, purpose, and constitution of the national organization, the names of students interested in becoming members of the colony, and the name of the advisor(s). The application letter must be signed by a national official of the men’s or women’s fraternity. A copy of this application letter and support materials will also be filed with the Vice President for Student Affairs, the President of the University, the President of the Greek Council and the Program Advisor for Greek Life.

11:05:01:05 When the information requested in 11:05:01:04 has been received and all on-campus parties have had an opportunity to review these materials, the President of the University will send a letter indicating the action to be taken to the national office of the applicant.

11:05:01:06 Once formed, the colony will have probationary status for a minimum of one year (1) from the date of formal colonization. The Greek Council will monitor the colonization period and will establish guidelines for the probationary period.

11:05:01:07 Upon satisfactory completion of the probationary period, the applicant will submit a letter to the Director of Student Union & Activities from a national official of the men’s or women’s fraternity requesting recognition of chapter status. The letter will include a copy of the chapter constitution, a list of the chapter officers and advisor(s), a written report of the colony's activities during the probationary period, and a letter of recommendation from the President of the Greek Council.

11:05:01:08 Upon receipt of the materials outlined in 11:05:01:07, the Director of Student Union & Activities will consult with the Vice President for Student Affairs and the President of the University regarding the organization's request for chapter status. The petitioning men’s or women’s fraternity will be notified of the action taken on their request by letter from the President of the University. Copies of the letter will be filed with the President of the colony, the colony's advisor(s) and the President of the Greek Council, and the Program Advisor for Greek Life.

11:05:02 Colonization and recognition procedures for establishing a local social men’s or women’s fraternity will follow the procedures outlined in 11:05:01, with the exception of reference to national officials. The organization's President and advisor(s) will be responsible for providing the documentation required. A constitution will be necessary for approval of colony status.

11:06 Organization Operating Housing Facilities.

11:06:01 All registered organizations and national and local men’s and women’s fraternities which intend to provide room and/or board for their members will comply with the housing regulations established by the Board of Regents and South Dakota State University.

11:06:02 All registered organizations and national and local men’s and women’s fraternities operating housing facilities for twenty (20) individuals, and offering a meal plan, will employ a live-in houseparent.

11:06:03 All registered organizations and national and local men’s and women’s fraternities operating housing facilities for fewer than twenty (20) individuals and/or not offering a meal plan may apply for lodge status. (The granting of lodge status eliminates the houseparent requirement.) Lodge status applications will be submitted to the Program Advisor by September 15 of each academic year. Applications will be reviewed and approved by the Student Affairs Organizations Subcommittee, the Student Affairs Committee and the Director of Student Union & Activities.

11:06:04 All registered organizations and national and local men’s and women’s fraternities planning to initiate operation of facilities and offer their members room and/or board, will complete the Housing Facility Operation Form. The request will then be reviewed and approved by the Director of Student Activities and the Vice President for Student Affairs.

11:07 Compliance with Regulations.

11:07:01 Any organization (includes fraternities and sororities) which fails to comply with regulations, as established by the Student Affairs Committee or as stated in Students’ Association Constitution and Bylaws, will lose its status as a registered campus organization. Complaints will be filed with the Organizations Subcommittee through the Director of Student Union & Activities office. Administrative officers, members of the organization, advisors, student government officers, other students or faculty may file complaints. Upon receipt of a complaint, the Organizations Subcommittee will investigate the charges and allow representatives of the officers, members or advisors of the organization to respond to the complaint and present pertinent information. If a violation of rules and regulations has occurred, the Organizations Subcommittee will recommend one of the following to the Student Affairs Committee:

11:07:01:01 The organization will lose its registered status for a specified duration (not less than one (1) year). Reactivation of registered status may be initiated by procedures outlined in 11:04:04.

11:07:01:02 The organization will be placed on probationary status for a specified duration (not less than one (1) semester). The organization maintains registered status but is denied participation in campus activities, recruitment of new members, or organizational functions such as trips, social events or other violation-related activities.

11:07:01:03 The leadership of the organization will be changed. The recommendations will require a special election to replace officers and/or advisors whose activities have placed the organization in violation of rules and regulations.

11:07:01:04 The organization will be reprimanded and warned that further violation could lead to future actions.

11:07:01:05 No action.

The Student Affairs Committee may accept the recommendation, reject recommendation and suggest other action, or reject the recommendation resulting in no action. The Student Affairs Committee has the option to establish itself as a reviewing body prior to its final action. The Secretary of the Student Affairs Committee will inform the organization president, secretary and advisors of the committee action by mail.

11:08 Accountability.

11:08:01 Officers and members of the sponsoring organization are responsible and will be held accountable for proper conduct at social functions and organized events. This includes security of persons and property.

11:08:02 The University reserves the right to limit admission to events and facilities.

11:09 Outdoor Sound Amplification.

11:09:01 The use of outdoor sound amplification to advertise or solicit for private business or enterprise is prohibited.

11:09:02 Student organizations may use outdoor sound amplification to advertise student activities upon written permission of the Director of Student Union & Activities.

11:09:02:01 Permission will not be given for hours when classes are in session (7:20 A.M. - 5:20 P.M.).

11:09:02:02 Permission will be given to the University Program Council during the days of Hobo Day week as needed from 2:20 P.M. until sunset to operate outdoor sound amplification immediately in front of the residence halls.

11:09:02:03 Outdoor sound amplification may be operated on campus during the weekend from 9:00 A.M. to 10:00 P.M.

11:09:02:04 Activity events being held outdoors and utilizing amplification systems will be approved in advance. A Special Activity Authorization Request will be submitted in advance. The request will be reviewed and approved by the manager of the facility where the event will take place, the University Police Department and the Director of Student Union & Activities.

11:10 Off-Campus and On-Campus Solicitation.

11:10:01 University registered organizations may conduct fund-raising events on campus. These events will be approved through the Central Reservations Office in the University Student Union.

11:10:02 Solicitation of students is not permitted except in accordance with the Regent's approved policy and with the permission of appropriate University delegated authorities. Contact the Director of Student Union & Activities for the approval procedure.

11:10:03 Sale of goods and services within the residence halls is governed by the Residence Hall Solicitation Policy. A copy of the policy may be obtained in the Housing Office.

11:11 Finances.

11:11:01 Funds will be deposited in the University Cashier's Office, except for organizations whose membership is voluntary, and which do not use the authority of the University or the State to collect their money.

11:11:02 Before any purchase is made with money deposited in the University Cashier's Office, a student organization must obtain an authorization (or purchase order if the amount is over $50.00) from the Cashier's Office. Officers authorized to manage the funds of the organization will comply with Business Office procedures (see TREASURER'S HANDBOOK, a Business Office publication).

11:11:03 Student organizations wishing to establish off-campus accounts must receive written permission from the Student Union & Activities. Permission is contingent upon:

11:11:03:01 The existence of a satisfactory constitution;

11:11:03:02 The amending of the constitution to clarify new fiscal procedures (i.e. proper authorization of expenditures, advisor's responsibility, annual audit);

11:11:03:03 The intention to deposit money in a local financial institution;

11:11:03:04 Inclusion of the following statement in the organization's constitution: "The ultimate responsibility for financial obligations of student organizations rests with the membership of each organization."

11:11:04 Any funds remaining in on-campus accounts of inactive organizations for a period of eighteen (18) months will be transferred to Activity Account #719350-5151 - Special Programs, Student Activities.

Revised: July 2004