Student Organization Policy and Procedures

Policy

University recognized student organizations must comply with all California State University and campus rules and regulations, (specifically Chancellor's Executive Order #1068 , certain sections of Title 5 of the California Code of Regulations, and policies adopted by the Academic Senate pertaining to single gender social and/or living groups exempt from Federal Title 9 gender discrimination statutes), and all applicable local, state and Federal statutes. Copies of relevant CSU, Chico and California State University policies are attached.

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Procedures

Recognition

The Student Life and Leadership Office shall issue organization recognition documents to all interested groups. Student organizations seeking recognition by the university must submit bylaws or constitutions. Those organizations affiliated with other non-university organizations must submit the constitution/bylaws of the off campus group. The constitution/bylaws of recognized student organization shall contain the following:

  1. The official name of the organization
  2. A declaration of purpose(s)
  3. The criteria for voting membership (Only California State University students qualify for voting membership and a minimum of 5 CSU students who are currently enrolled in at least one class must be members. Up to a maximum of 20 percent of the members of a student organization may be individuals who are not California State University students).
  4. The criteria for limited membership (members who do not have the right to vote or hold office)
  5. The duties and privileges of membership
  6. The frequency of meetings
  7. A list of the officers of the organization (e.g., president, secretary, treasurer), their duties, and authority
  8. The procedures for selection and removal of officers. The president and treasurer of the organization must meet the following minimum academic qualifications:
    1. The president and treasurer must be matriculated and enrolled in the California State University
    2. The president and treasurer must maintain a minimum overall 2.0 grade point average each term. The student must be in good standing and must not be on probation of any kind. The president and treasurer must maintain a unit load as follows:

      Undergraduate students: at least six semester (nine quarter) units per term while holding office, but no more than a maximum of 150 semester (225 quarter) units or 125 percent of the units required for a specific baccalaureate degree objective, whichever is greater.

      Graduate and credential students: at least three semester (four quarter) units per term while holding office. But no more than 50 semester (75 quarter) units or 167 percent of the units required for the graduate or credential objective, whichever is greater.
  9. The procedures for organization decision-making must include the definition of a quorum, the procedures for the expenditure of funds, and the procedures for payment of debts incurred by the organization
  10. The procedure for establishing committees and their authority, if applicable
  11. A process for amending the constitution/by-laws
  12. The organization's alcohol policy. This policy must clearly state the organization's expectations and guidelines concerning alcohol usage at organization events and/or when members are gathered together. The policy must also include procedures for the enforcement of these rules should member(s) violate the policy. At a minimum, organizations must affirm that they will adhere to all laws regarding the use, sale, service and possession of alcohol
  13. Provisions for the selection and removal of a university faculty/staff advisor. (Advisors must be full or part-time faculty or other professional staff members. Advisors may not be employees of the Associated Students, The University Foundation or the University Research Foundation)
  14. Provision for dispersal of organization assets should the organization cease to exist.

The Student Life and Leadership Office shall review the submitted materials for adherence to all University requirements. Applicant organizations not in compliance will be notified and given an opportunity to comply. Approved organizations will be notified in writing within a reasonable period of time.

Organizations that have been approved for official recognition must adhere to University and community expectations for behavior.  In the event a recognized University student organization, or its members, engage in activity leading to the insult or injury of participants or destruction of property, the entire organization may be reviewed and in some cases University recognition may be temporarily or even permanently revoked.

Requirements for Continued Recognition

All recognized student organizations shall file the following information each semester. Organizations failing to file for recognition each semester will lose university recognition for access to campus resources for that semester.  Organizations failing to file for recognition for two consecutive semesters will need to file and be approved as a new organization.

  1. Organizations must send a representative to a mandatory training/meeting each semester.
  2. Organizations must update their contact information and club description on the OrgSync website to apply for new or continuing recognition, including:
    1. Contact information for club president, treasurer and three additional club members
    2. A signed statement of non-discrimination in membership selection
    3. Contact information for club advisor
  3. Organization must upload a copy of its current constitution (and a copy of its affiliate or parent organization's constitution, if applicable) and must update said documents within 90 days of any member-approved changes.
  4. The Student Life and Leadership Office may request a total financial statement or other documents regarding the operation of the organization.
Recognized Student Organization Benefits
  1. Use of University facilities, services, and resources according to established policies
  2. Participation in University activities and programs
  3. Assistance and advisement from the Student Life and Leadership Office and other university staff and faculty
  4. Eligibility to apply for certain kinds of funding from auxiliary funds (e.g., AS Activity Fee)
  5. Use of the University name for identification purposes. References to the California State University, Chico may not be used in the names of off campus bank accounts
Complaint and Review Procedures
  1. If an organization ceases to abide by its approved constitution and bylaws, or the obligations set forth in this or any other applicable university rule or policy, the Student Life and Leadership Office will conduct a review for possible change in the recognized organization's status.
  2. The Student Life and Leadership Office will review all complaints regarding the activities of a recognized student organization. If the Student Life and Leadership Office determines that an investigation is necessary, organization representatives will be notified in writing and given ample opportunity to respond in writing and/or in person. The Student Life and Leadership Offices may impose sanctions against a recognized student organization, including probation or rescission of recognition, when an organization is found to be in violation of laws or university policy. An organization’s willingness to seek medical assistance for a member or guest will be viewed as a mitigating factor in determining a sanction.
  3. The Student Life and Leadership Office will notify organizations in writing of findings from an investigation or changes in the organization's status and forward such findings and sanctions to the Vice President for Student Affairs and other personnel as necessary.
  4. The Student Life and Leadership Office shall be responsible for enforcing sanctions.
  5. Decisions reached by the Student Life and Leadership Office may be appealed to the Vice President for Student Affairs.
    1. Appeals must be in writing and submitted to the Vice President for Student Affairs within ten days of the issuance of a written decision and sanction.
    2. An appeals hearing shall be promptly set by the Vice President for Student Affairs with all parties notified of the date and place of the meeting. Sufficient time will be allowed for the parties to prepare.
    3. The Vice President for Student Affairs will prescribe the format, rules, and nature of the hearing.
    4. Legal counsel may not represent organizations at the hearing.
    5. The appeals hearing shall provide opportunities for all parties to present their position.
    6. The Vice President for Student Affairs will render a decision within fifteen working days of the receipt of the appeal.

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Memorandum

December 21, 2011

M E M O R A N D U M


TO: CSU Presidents

FROM: Charles B. Reed, Chancellor

SUBJECT: Student Activities - Executive Order 1068

Attached is a copy of Executive Order 1068, Student Activities, which supersedes Executive Order 1006.

This executive order includes the following changes:

  • Revision of the formal chartering and recognition policies for student organizations to include an open membership requirement in addition to the nondiscrimination in student organizations requirement
  • Transfer of the Minor Representative Student Officers section into the CSU policy on minimum academic qualifications for student office holders
  • Transfer of the Student Judiciary section into the executive order on student conduct procedures

In accordance with policy of the California State University, the campus president has the responsibility for implementing executive orders where applicable and for maintaining the campus repository and index for all executive orders.

If you have questions regarding this executive order, please contact the Associate Director of Student Programs at (562) 951-4707 or the Assistant Director of Student Programs at (562) 951-4693.

CBR/rm

Attachment

cc: Provosts/Vice Presidents for Academic Affairs
Vice Presidents for Administration and Finance
Vice Presidents for Student Affairs
Executive Staff, Office of the Chancellor


THE CALIFORNIA STATE UNIVERSITY
Office of the Chancellor
401 Golden Shore
Long Beach, California 90802-4210
562-951-4707

Executive Order: 1068

Effective Date: December 21, 2011

Supersedes: Executive Order 1006

Title:  Student Activities

This executive order establishes systemwide policies, procedures, and guidelines for student organizations and activities. All provisions in this executive order are expected to be implemented by the 2012-2013 academic year.

Student Organizations

Campuses shall establish and publish procedures for formal chartering and recognition of student organizations in compliance with the following policies:

Formal Chartering and Recognition Policies

Campuses shall comply with all student organization filing requirements described in California Code of Regulations, Title 5, Article 4, Nondiscrimination in Student Organizations, Sections 41500 (Withholding of Recognition), 41501 (Definition of Recognition), 41503 (Filing Requisites), and 41504 (Penalties). These sections require each student organization to deposit with the vice president of student affairs or his/her designee copies of all constitutions, charters, or other documents relating to its policies. Documents shall be refiled within 90 days after any substantive change or amendment.

No campus shall recognize any fraternity, sorority, living group, honor society, or other student organization that discriminates on the basis of race, religion, national origin, ethnicity, color, age, gender, marital status, citizenship, sexual orientation, or disability. The prohibition on membership policies that discriminate on the basis of gender does not apply to social fraternities or sororities or other university living groups. Student organizations shall deliver to the vice president for student affairs or his/her designee a statement signed by the president or similar officer of the local student organization attesting that the organization has no rules or policies that discriminate on the basis of race, religion, national origin, ethnicity, color, age, gender, marital status, citizenship, sexual orientation, or disability. This statement shall be renewed annually.

No campus shall recognize any fraternity, sorority, living group, honor society, or other student organization unless its membership and leadership are open to all currently enrolled students at that campus, except that a social fraternity or sorority or other university living group may impose a gender limitation as permitted by Title 5, California Code of Regulations, Section 41500. Student organizations may require applicants for leadership positions to have been members for a specified period of time, and may require officers to compete for those positions in elections of the membership.

In recognizing student organizations, campuses are encouraged to consider such factors as the mix of students who reside on campus, students who commute, part-time and full-time students, students who are working while attending college, and other factors that will provide opportunities that meet the diverse needs of students seeking to affiliate with student organizations.

Withholding and Withdrawing Official Recognition

Official recognition of student organizations that fail to abide by the open membership policy or that discriminate on the basis of race, religion, national origin, ethnicity, color, age, gender, marital status, citizenship, sexual orientation, or disability shall be withdrawn.

In addition, official recognition of a student organization may be withdrawn for hazing or conspiracy to haze as defined in the California Code of Regulations, Title 5, Standards for Student Conduct, Section 41301(b)(8). Individual students may be disciplined for hazing under Section 41301(b)(8).

Campuses may establish codes of conduct for student organizations and procedures for sanctions against the organizations. Sanctions may include actions such as withdrawal of recognition, suspension of recognition for a specified period of time, probation (warning that might lead to a more severe sanction), restriction of privileges, reprimand, and restitution for losses caused.

Minimum Number of Students

Official recognition of a student organization requires a minimum of five CSU students who are currently enrolled in at least one class. A maximum of twenty percent of the members of a student organization may be individuals who are not CSU students, e.g., community members, students at other colleges. Only students enrolled at the CSU campus may vote on issues that come before the student organization. The vice president of student affairs or designee may waive the twenty percent and voting provisions for fraternities and sororities to accommodate such organizations as the National Panhellenic Council that includes representatives from non-CSU campuses. Documentation for this waiver shall include copies of national charters or other appropriate documentation, and these documents shall be submitted to the vice president of student affairs or designee. Campuses retain authority to include additional requirements for recognition and/or to make the requirements listed here more limiting.

Club Advisors

Each officially recognized student organization must have a university advisor who is either a faculty member or professional member. Campuses may permit part-time faculty and professional staff to serve as advisors. Advisors should not be selected from auxiliary organizations. Campuses should develop a training and orientation program for university advisors to student organizations.

Overall Program Evaluations

Campuses shall assess student organizations and activities programs biennially. The review shall include the assessment of such factors as risk management, program quality, student satisfaction, student participation growth, and how the student organizations and activities support the goals of the university. Campuses may develop an individual assessment instrument or select an existing assessment instrument, e.g., The Council for the Advancement of Standards in Higher Education (CAS) or CSU Quality Improvement (QI). The biennial reports shall be submitted to the Office of the Chancellor in August of every even-numbered year.

Club Sports Insurance

Officially recognized student club sports at all CSU campuses must carry adequate liability and secondary medical insurance as determined in collaboration with the campus risk managers or the Office of Risk Management in the Chancellor's Office for all participants and coaches, including non-students and volunteers. The insurance shall cover travel, practices, and competition. Each campus may develop its own method for insurance coverage requiring participants to pay or other fiscally sound approaches as authorized by the campus vice president for student affairs or his/her designee. In no case may a campus use state appropriations to pay for club sports insurance. No student, non-student, or volunteer may participate in a club sport without approved insurance, and no club may be recognized or organized to participate in practices, competition, or travel without approved insurance.

Insurance documents should include appropriate hold harmless provisions as follows: "Insured shall hold harmless, indemnify, and defend the state of California, the Trustees of the California State University, the (campus) and the officers, employees, volunteers and agents of each of them from and against any and all liability, loss, damage, expense, costs of every nature, and causes of actions arising out of or in connection with the use by the insured of said property or participation in said activity."