Organization Policies 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 V 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 IX gender discrimination statutes), and all applicable local, state and Federal statutes.

Copies of relevant CSU, Chico and California State University policies are available.

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 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.
5. The procedures for organization decision-making must include the definition of a quorum
6. A process for amending the constitution/by-laws
7. 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
8. 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.)
9. 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.

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 CatsConnect 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.

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 Procedure

* Student Organization Conduct Process (PDF)

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 department will conduct a review for possible change in the recognized organization's status.
2. The Student Life and Leadership Department will review all complaints regarding the activities of a recognized student organization. If the Student Life and Leadership Department determines that an investigation is necessary, organization representatives will be notified in writing and given appropriate opportunity to respond in writing and/or in person. The Student Life and Leadership Department may impose sanctions against a recognized student organization, including probation or rescission of recognition, when an organization is found to be in violation of bylaws, Executive Orders and/or Executive Memorandum’s (regarding Student Organizations), department or program processes and expectations. 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 Department may inform Student Rights and Responsibilities regarding incidents and/or violations regarding local, state, and federal laws, university policy, and/or Title 5, California Code of Regulations. This process may involve a Cease and Desist, for the student organization, pending an investigation. If the evidence submitted warrants an investigation from Student Rights and Responsibilities, Student Life and Leadership will work in collaboration to provide any necessary information. Once an outcome has been determined, by Student Rights and Responsibilities, Student Life and Leadership will inform the student organization of any sanctions.
4. The Student Life and Leadership Department 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.
5. The Student Life and Leadership Department shall be responsible for enforcing student organization sanctions.
6. Decisions reached by the Student Life and Leadership Department may be appealed to the Vice President for Student Affairs.
   • 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.
   • The Vice President of Student Affairs will determine the format and nature of the review process on a case-by-case basis.
   • The Vice President for Student Affairs will render a decision within fifteen working days of the receipt of the appeal.
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