Student Organization Recognition

Effective: July 1, 2007
Updated/Revised: July 1, 2010
Contact: Director of Student Activities, Memorial Union

INTRODUCTION
POLICY STATEMENT
Benefits of Recognition
Achieving and Renewing Recognition
Student Support Services Exemption
Recognition Classification
- Campus Organizations
- Student* Organizations
Recognition Requirements
Recognition Categories - Student Organizations
- Sponsored Organizations
- Affiliated Organizations
- Registered Organizations
Confidentiality and Regulation of Material
Termination of Organization's Recognition
Appeals - Change in Recognition Category
Appeals - Individual Membership Decision
Appeals - Termination of Recognition
RESOURCES

Introduction

All organizations must be recognized with the Student Activities Center, Division of Student Affairs, in order to function within the university. Recognized organizations play an important role in developing leadership and providing a quality campus environment. Because of their importance, recognized organizations are accorded special privileges and benefits.

The Student Organizations Recognition Board (SORB) is a team of students and staff that determines the recognition level for all student organizations. SORB members are selected through an application process with objective consideration for broad representation from all student organizations.

Students bring to the campus a variety of interests previously acquired, and they develop many new interests as part of the university community. They should be free to organize and join associations to promote their interests. Iowa State University acknowledges the important value that volunteer associations of students have as a part of the educational process. Recognized organizations play an important role in developing student leadership and providing quality campus environments.
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Policy Statement

It is the responsibility of each recognized organization to adhere to the mission of this university, its supporting strategic plan, policies, and procedures. Organizations must abide by all local, state and federal laws. An organization's goals, objectives, and activities must not deviate from established university policies and procedures. Because of their importance, recognized organizations are accorded special privileges and benefits.

Benefits of Recognition

Recognition gives organizations access to a number of services and consideration for eligibility for many benefits. Some of the services listed below involve charges. Benefits are not available to all recognized organizations because of additional criteria and processes from the respective entity.

Recognition as a university organization
Use of university's name in organization's title in accordance with ISU Trademark Licensing Office's Policy and Guidelines
Establishment of an account with the Campus Organizations Accounting Office and appropriate purchasing privileges in accordance with university guidelines and expectations
Inclusion in appropriate university publications
Publication of activities through the university calendar
Use of Information Technology Services' Learning and Teaching Technologies equipment/services (funded through Government of the Student Body)
Utilization of the Student Organizations website
Use of Iowa State University vehicles in accordance with university and state policies
Eligibility to utilize university staff and programming resources
Eligibility to apply for awards and honors presented to university recognized organizations and members
Eligibility for use of campus meeting facilities
Eligibility to apply for Memorial Union Student office space and/or storage space allocations
Eligibility to be considered for the Government of the Student Body student fee allocations
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Achieving and Renewing Recognition

In order to exercise the privilege accorded to recognized organizations, organizations must file an online submission through the Student Organizations website including organizational information, the Compliance Agreement Form, and the organization's constitution and bylaws. Upon receiving this information, the Student Activities Center staff will review it and submit it to the SORB for consideration.

If approved for recognition, the SORB will determine the classification for the organization (student organization or campus organization), and if it is deemed a student organization the SORB will assign the appropriate recognition category (see below).

Student Support Services Exemption

Student Support Services are exempt from the recognition renewal requirement. Student Support Services provide essential services to students as determined by the Government of the Student Body or the Graduate and Professional Student Senate in conjunction with the Division of Student Affairs. They may be funded with student fee allocations and/or university funds. The delivery of these services is directed and overseen by student government and the Division of Student Affairs.

Recognition Classification

All recognized organizations are required to file appropriate paperwork with the Student Activities Center in order to be considered active at Iowa State University. There are two recognition classifications: campus organizations and student organizations. Organizations are classified according to who may serve as the officers and who their primary members are.
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Campus Organizations

Campus organizations are voluntary special interest groups organized for educational, scholarship, social and service purposes. All campus organizations must be recognized by the Student Activities Center in order to function within the university and exercise the privileges of recognition. Membership is open to university community members (faculty, staff, students, spouses/partners of these persons, and/or retired faculty) and non-university community members (alumni, Ames and surrounding community residents). Non-university community members may participate in the activities of campus organizations and act as voting members, provided at least 50% of voting members belong to the university as defined in this section. The president, treasurer, and adviser, as well as the majority of the officers of a campus organization, must be members of the university community.

Student* Organizations

A recognized student organization at Iowa State University is any group whose primary membership consists of students currently enrolled at Iowa State University; formed in order to contribute to the students' personal development; and properly recognized by the Student Activities Center within the Division of Student Affairs. All student organizations must be recognized by the Student Activities Center in order to function within the university. The officers of the organization must be students. Membership in a student organization must be mainly composed of students (minimum 80% student membership) and be controlled and directed by students. Non-students may participate in the activities of student organizations as nonvoting members. Officers must be currently enrolled and not on temporary enrollment.

* For the purposes of this policy, community college students who have been accepted into the Admissions Partnership Program who have chosen to pay the optional student activities fee shall be considered ISU students. Admissions Partnership Program participants who do NOT pay the optional student activities fee shall be considered non-university community members.

Recognition Requirements

An organization is a voluntary special interest group organized for educational, social, and service purposes and comprised of its members. Organizations that request funding from the Government of the Student Body or Graduate Professional Student Senate are required to be recognized by the university. Recognition as an organization requires the following:

Organizations must be established for purposes that do not violate local, state or federal law; are consistent with the broad educational mission of the university; and are supportive of the regulations, guidelines and policies of Iowa State University. The university recognizes that some student organizations may have a purpose to advocate for a change in existing law and this provision does not prevent the student organization from exercising its First Amendment Right to do so.
Annual recognition is required a minimum of once within a 12 month period with the Student Activities Center.
Iowa State University recognizes that a nondiscriminatory environment complements its commitment to academic inquiry, intellectual discourse and personal growth. Iowa State University also recognizes the interests of students to organize and associate with like-minded students. Accordingly, any individual who subscribes to the goals and beliefs of a student organization may participate in and become a member of the organization.

Membership and participation in the organization must be open to all students without regard to race, color, age, religion, national origin, sexual orientation, gender identity, marital status, disability, or status as a U.S. veteran. Membership and participation in the organization must also be open without regard to sex, unless exempt under Title IX. Organizations that select their members and/or leaders on the basis of a commitment to a set of beliefs may limit membership and participation in the organization to students who, upon individual inquiry by the organization, affirm that they support the organization's goals and agree with its beliefs, so long as no student who meets the other criteria for membership or participation is excluded based of his or her status of race, color, age, religion, national origin, sexual orientation, gender identity, sex, marital status, disability, or a U.S. veteran.
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The organization must be nonprofit in nature.
New organizations must submit a constitution in order to be recognized by Iowa State University. If the organization does not submit its constitution within two months of making its initial online submission of information (see Achieving and Renewing Recognition, above), the organization may need to re-submit all information in order to be considered for recognition.
Officers
1. The Compliance Agrement Form submitted for recognition shall certify that the student officers listed are currently enrolled, not on conduct probation or academic probation, and have a cumulative grade point average (GPA) of 2.0 and above.
2. The organization is required to have a president and treasurer (or parallel leadership positions) and those roles must be held by two distinct individuals. Other leadership positions are optional. The president and treasurer (or parallel leadership positions) are required to be annually trained through the officer training program.
Operations
1. The president, treasurer (or parallel leadership positions) and adviser(s) of each organization shall agree to inform their membership of Iowa State University's policies affecting their organization and provide an assurance that their organization will comply with these policies. The president, treasurer (or parallel leadership positions) and adviser(s) must further verify that their organization follows all local, state and federal laws.
2. Annually, each student organization must provide the full names, local home addresses, local phone numbers and e-mail addresses of its president, treasurer (or parallel leadership positions), three additional student members and each of its advisers. Campus organizations must provide the same information except that the three additional members do not have to be students. This contact information must be kept current in the Student Activities Center through the utilization of the Student Organization website and Compliance Agreement Form.
3. Grievances within or among organizations shall be reviewed by the Government of the Student Body Supreme Court. Actions of the Government of the Student Body Supreme Court may be appealed to the Dean of Students Office. Guidelines are on file in the Dean of Students Office and the Government of the Student Body.
4. Organizations are required to submit an annual year-end report that includes a detailed summary of their activities for the past year; any amendments to their constitution and bylaws and any amendments to their operations manual. This report must be filed in the Student Activities Center by the end of each academic or fiscal year (June 30).
5. Recognition granted for residence hall associations, residence hall houses, sports clubs and fraternities and sororities are subject to additional policies administered by the respective office and/or organization: Campus Organizations Accounting Office, Department of Residence, Recreation Services, and the Dean of Students Office - Office of Greek Affairs.
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Fiscal Responsibilities
1. Organizations must maintain financial accounts with the Campus Organizations Accounting Office and must conduct all financial transactions through this office. Student and campus organizations may not hold accounts outside of the university unless authorized by Campus Organizations Accounting and the Student Activities Center.
2. Employees of recognized organizations are not considered Iowa State University employees (except for Student Services, and some sponsored organizations). Payroll is processed by ISU as a convenience to the organization.
Membership
1. All organizations must have at least five members not including their adviser(s).
2. Membership in a student organization must be mainly composed of students (minimum 80% student membership) and be controlled and directed by students. Only student members shall have voting rights in a student organization. Non-university community members may participate in the activities of student organizations but may not be voting members.
3. Membership in a campus organization is open to university community members (faculty, staff, students, spouses/partners of these persons, and/or retired faculty) and non-university community members (alumni, Ames and surrounding community residents). Non-university community members may participate in the activities of campus organizations and act as voting members, provided at least 50% of voting members belong to the university as defined in this section.
4. For the purposes of this policy, community college students who have been accepted into the Admissions Partnership Program who have chosen to pay the optional student activities fee shall be considered ISU students. Admissions Partnership Program participants who do NOT pay the optional student activities fee shall be considered non-university community members.
Advisers
1. University advisers are required for all organizations. Advisers shall be faculty members whenever possible in order to promote student-faculty interaction outside of the classroom. Professional and Scientific or Merit staff members with advising experience and/or relevant expertise may also serve as university advisers. Advisers must be employed at Iowa State University on at least a halftime, permanent basis. The Division of Student Affairs shall have the right to not approve advisers of student or campus organizations which are on disciplinary probation.
2. All advisers will be required to complete the Adviser Training Program and sign the Adviser Contract annually. The Student Activities Center will provide specific information to organizations about these requirements.
3. Graduate assistants may serve as additional advisers in conjunction with university advisers who meet the requirements stated above; however, they will not have signing authority (i.e., financial transactions (vouchers/intramurals), contracts, etc.).
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Constitution and Bylaws
1. In order to complete the recognition process, all organizations must develop and provide a copy of their constitution and bylaws. Sponsored and affiliated organizations must also provide a copy of the charter, constitution and/or bylaws of any organization external to the university with which such group may be affiliated.
2. Required components of the constitution and bylaws:
- All recognized organizations at Iowa State University must include a general statement about membership eligibility, standards, and requirements.
  
  For example, "Membership shall be open to all students at Iowa State University." The membership selection process, types of membership, and procedures for disciplining and/or removing members should also be outlined here if not already appearing in the bylaws. If a student organization selects its membership based on a commitment to a set of goals and beliefs, the constitution and bylaws should clearly identify the goals and beliefs of the organization.
- All recognized organizations at Iowa State University must include the following statement (or its equivalent) in their constitution and bylaws:
  
  "The student officers of this organization must meet the following requirements:
  1. Have a minimum cumulative grade point average (GPA) as stated below and meet that minimum GPA in the semester immediately prior to the election/appointment, the semester of election/appointment and semesters during the term of office. For undergraduate, graduate, and professional students, the minimum cumulative GPA is 2.00. In order for this provision to be met, at least six hours (half-time credits) must have been taken for the semester under consideration.
  2. Be in good standing with the university and enrolled: at least half time (six or more credit hours) if an undergraduate student (unless fewer credits are required to graduate in the spring and fall semesters) during the term of office, and at least half time (four or more credits) if a graduate level student (unless fewer credits are required in the final stages of their degree as defined by the Continuous Registration Requirement) during their term of office.
  3. Be ineligible to hold an office should the student fail to maintain the requirements as prescribed in (i) and (ii)."
- All recognized organizations at Iowa State University must include the following statement (or its equivalent) in their constitution:
  
  "All monies belonging to this organization shall be deposited and disbursed through a bank account established for this organization at the Campus Organizations Accounting Office and/or approved institution/office (must receive authorization via Campus Organizations Accounting Office and Student Activities Center). All funds must be deposited within 48 hours after collection. The Adviser to this organization must approve and sign each expenditure before payment." (See Fiscal Responsibilities above.)
If an organization's constitution is deemed acceptable after review by the Student Activities Center, it will be forwarded to the SORB. The SORB will review the constitution and ratify it by a majority vote. If a constitution is rejected, the organization has thirty (30) calendar days to revise and resubmit the constitution for approval.
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Recognition Categories - Student Organizations

Each student organization granted recognition by Iowa State University is categorized as sponsored, affiliated, or registered. The recognition category is determined by assessing the student organization's relationship to the university, the purpose and scope of its activities, the population served, and the perceived potential risk to participants and the university.

The relationship (mission and culture) of student organizations to Iowa State University is described by the 2005-2010 Iowa State University Strategic Plan:

Mission

Create, share, and apply knowledge to make Iowa and the world a better place

Create knowledge through world-class scholarship in teaching, research, and creative endeavors

Share knowledge through outstanding undergraduate, graduate, professional, and outreach programs

Apply knowledge to improve the quality of life for current and future generations

In carrying out its mission, Iowa State will increase and support diversity in the university community

Diversity enlivens the exchange of ideas, broadens scholarship, and prepares students for lifelong, productive participation in society

Culture
We accomplish our mission…

through innovation, collaboration, and continuous improvement,

with honesty, integrity, and professional ethics, and

with sensitivity and responsiveness to the needs of our state, nation, and the world.

Core Values
We value…

land-grant ideals,

a diversity of ideas, peoples, and cultures,

intellectual freedom,

leadership, and

excellence in all we do.

The privileges and responsibilities associated with each type of recognized student organization are outlined below.
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Affiliated Organizations

Affiliated organizations are those that serve the broad interests of students and the general public, not just its members. They contribute to the mission and culture of the university by routinely presenting events for their members and invited guests. These organizations are often housed within or connected to larger sponsored organizations. However, recognition does not imply Iowa State's endorsement of the purposes of any affiliated student organization, or responsibility for, any of the activities of the group located on or off university property.

In addition to the university resources available to all recognized organizations, affiliated organizations shall:

Select an adviser in cooperation with the Student Activities Center and in accordance with organization recognition requirements.
If connected with a sponsored organization, comply with any rules, procedures, and expectations established by that sponsored organization.
Receive support from the university in regards to risk management, liability protection, legal advice, and contract review.

Because of their broad impact, affiliated organizations may receive second priority consideration for:

Memorial Union Student office space allocations process and/or
Reserving university-wide annual events at the Iowa State Memorial Union and outdoor venues through the event management process.

Affiliated organizations will need to follow appropriate criteria and guidelines from each respective entity to receive these benefits.

Registered Organizations

Registered organizations are those that are consistent with the mission and culture of the university and primarily engage in activities that benefit their membership. These organizations are primarily interest groups capable of functioning with minimal support. The university recognizes but does not support or endorse the purposes of these registered organizations.

In addition to the university resources available to all recognized organizations, registered organizations shall:

Select an adviser in cooperation with the Student Activities Center and in accordance with organization recognition requirements.
If connected with a sponsored or affiliated organization, comply with any rules, procedures, and expectations established by that sponsored and/or affiliated organization.
Receive limited support from the university in regards to risk management and insurance protection.
Receive no support from the university in regards to liability protection, legal advice, and contract review unless the organization is planning to host/sponsor an event that will require approval by the Event Authorization Committee. University resources will be available in relationship to such an event.

Registered organizations may receive third priority consideration for:

Memorial Union Student office space allocations process and/or
Reserving university-wide annual events at the Iowa State Memorial Union and outdoor venues through the event management process.

Registered organizations will need to follow appropriate criteria and guidelines from each respective entity to receive these benefits.
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An appeals process exists for those organizations desiring a recognition category different than that into which they were initially placed or, based on additional information; an organization's recognition category is modified by the Student Activities Center.

Confidentiality and Regulation of Material

The Student Activities Center shall maintain a file of recognized organizations. The Student Activities Center shall make the following available to anyone upon request:

Name of the organization
Purpose(s) of the organization
Location and telephone number for the organization's office, if an office exists
Name and phone number of the adviser(s), president or chairperson, treasurer, and three other representatives of the organization

The Student Activities Center shall comply with laws governing confidentiality of student records. Student members of the leadership of a recognized student or campus organization may request that their names and contact information not be released to the public and only be used within the university for student organization purposes on a "need to know" basis.

Complete rosters of members of recognized organizations shall not be required for recognition.

Groups that have questions about the recognition process should seek the assistance of the Student Activities Center staff.
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Termination of Organization's Recognition

An organization's recognition is granted and governed by the SORB. The SORB is governed by the Division of Student Affairs - Student Activities Center. This recognition may be terminated for the following reasons:

Submission of material for recognition known or determined by the Student Activities Center to be false
Failure to reregister annually
Failure to follow university regulations governing organizations
Failure to follow university policies, procedures, State of Iowa and federal laws

Except in cases of emergency, the organization will be given 7 days notice before termination. The organization shall have the right to appeal the termination decision. See appeals sections below.

Appeals - Change in Recognition Category

An organization has the right to appeal the categorization decision of the SORB or the determination by the Student Activities Center to change or modify an organization's recognition category. An appeal provides a limited review of the original decision. It is not an opportunity to present the evidence again or to re-evaluate credibility. If an error has been made, in most cases the matter will be returned to the SORB so that the error may be corrected.

One of the following two conditions must be used as a basis for appeal:

Discovery of new information that was not available at the time of the decision
The recognition process was not followed

The associate director of the Memorial Union will act as the appeal administrator. The director of the Memorial Union will act as the appeal administrator if the associate director is unable to serve due to conflict of interest or absence.

A written appeal stating the grounds for appeal must be filed with the SORB chair within five business days of receipt of the written SORB decision being appealed.

The appeal administrator will decide one of the following:

Uphold the original decision
Remand the case back to the SORB for its reconsideration consistent with the findings of the appeal administrator
Remand for a new Recognition Process Review for the organization
Modify the recognition category assigned by the SORB

The appeal administrator will provide a written decision to the SORB Chair within three business days of the appeal review. The decision of the appeal administrator will be final and binding.
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Appeals - Individual Membership Decision

An individual has the right to appeal the membership or participation decision of a student organization. An appeal provides a limited review of the original decision of the organization.

The director of Student Activities will act as the appeal administrator. The associate director of the Memorial Union will act as the appeal administrator if the director of Student Activities is unable to serve due to conflict of interest or absence.

A written appeal stating the grounds for appeal must be filed with the appeal administrator within five business days of receipt of the written student organization membership or participation decision being identified.

The appeal administrator will review the circumstances involved in the situation.
The appeal administrator will provide a written decision to the individual and the organization involved within three business days of the appeal review.
Depending on the concern of the appeal, other university grievance channels may be exercised beyond the appeal administrator (i.e., Dean of Students Office-Judicial Affairs, Government of the Student Body-Supreme Court, Office of Equal Opportunity and Compliance).

Appeals - Termination of Recognition

An organization may have its recognition terminated by the Student Activities Center due to:

Submission of material for recognition known or determined by the Student Activities Center to be false
Failure to re-register annually by the stated deadline within the Student Organization website

Organizations terminated for the above reasons may appeal the termination decision to the appeal administrator as indicated in the preceding section.

The Student Activities Center may determine that an organization should have its recognition terminated due to:

Failure to follow university regulations governing organizations
Failure to follow university policies, procedures, State of Iowa and Federal Laws

In such cases, the Student Activities Center shall file a report and recommendation of misconduct with the Office of Judicial Affairs under Section 5.1 of the ISU Student Disciplinary Regulations (see the resources below). From that point forward all proceedings and appeal procedures are held under the procedures of the ISU Student Disciplinary Regulations.
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