Campus Policies for RSO | Student Handbook

Campus Policies for Registered Student Organizations

Georgia College & State University recognizes that co-curricular activities are important in the educational development of the individual and therefore encourages students to participate in student organizations.

The President of Georgia College & State University is charged by the Board of Regents with the responsibility and authority for the registration and operation of all organizations on the Georgia College campus. This responsibility has been delegated to the Department of Campus Life through the Vice President and Dean of Students.

In order to sponsor any activity on campus, an organization must be approved by the Student Government Association and the Department of Campus Life. Anyone interested in starting an organization can get the necessary help to do so at the Department of Campus Life.

In order for a student group to become organized and registered on the Georgia College campus, the following procedures have been developed.

Student Organization Classification
Recognized Student Organizations (RSO) on the campus of GCSU are classified in the following four categories: Institutional organizations, Greek organizations, Activity Clubs and Traditional organizations. All groups are required to register annually with the Department of Campus Life.

Institutional organizations are student organizations that serve a primary function and help to support the mission and goals of the University. These groups, by nature of their design, are essential to the fundamental purpose of student learning. The SGA President and the Director of Campus Life must approve any student group wanting to classify itself as an Institutional group. Appeals can be made to the Vice President of Student Affair and Dean of Students. The following group will be classified as such: WGUR, Colonnade, Pep, Concert & Jazz Bands, Student Ambassadors, Peacock's Feet, Campus Activities Board, SGA and the University Cheerleaders.
Greek Organizations are traditional fraternities and sororities whose primary focus is social in nature. These groups are governed by the Greek Life office and restrict their membership based on gender. An organization in this classification must be a member of the Interfraternity Council, National Pan-Hellenic Council, or Panhellenic Council. The following groups will be classified as such: Delta Zeta, Alpha Delta Pi, Delta Sigma Phi, Phi Mu, Kappa Sigma, Pi Kappa Phi, Pi Kappa Alpha, Kappa Delta, Kappa Alpha Order, Kappa Alpha Psi, Alpha Phi Alpha, Phi Beta Sigma, Alpha Kappa Alpha, Delta Sigma Theta, Zeta Phi Beta & Sigma Gamma Rho
Activity Clubs are traditional student organizations who have chosen to classify themselves as such. This classification was developed for those groups who only meet once or twice a semester and never request funding from the Student Government Association. Groups such as departmental honor societies and professional fraternities would be good candidates for this group. Activity Clubs cannot do the following:

Petition Student Government for funds or have another group petition for you.
Petition the Student Activities Budget Committee for long-term funding

Traditional Student organizations are student groups with at least seven currently enrolled students joined together for a common cause. Members are those individuals interested in goals of the organization who are actively willing to work toward those goals. Any group of students who meets the minimum requirement and receives approval from the Student Government Association can form these groups.

Criteria for Registration
Registration will be granted only to those organizations whose purpose and proposed activities are clearly related to the educational goals and mission of the University. Registration shall be denied if the evidence shows that the proposed organization will conflict with the educational process of the university or any of the following:

The regular and orderly operation of the University.
The requirements of appropriate conduct within the University community.
The academic pursuits of teaching, learning and other campus activities.
The statutes and regulations of the University and the policies of the Board of Regents.

Note: Recognition of any organization is not to be interpreted as an endorsement by the university of the purpose, activities, partisan political position, or point of view of the organization.

Procedures for Registration
Following are procedural steps which must be followed in order to achieve student organization registration:

Hold informal meetings to discover potential members and to discuss purpose of organization.
Secure and complete a Student Organization Application from the Department of Campus Life in the Student Activities Center.
Develop an organizational constitution (a sample is available from the Department of Campus Life). This constitution should be submitted before the RSO deadline established by the Director of Campus Life.
Present to the Director of Campus Life the following:
     Student Organization Application
     Proposed Constitution
    Membership List (minimum of seven member required)
The Director of Campus Life will submit a copy of the above to the president of the Student Government Association.
A prospective officer of the student organization seeking registration will contact a student senator for sponsorship in the form of a senate bill or resolution.
The Student Senate will place the request on its agenda and will ask a member of the prospective organization to be present at the Senate meeting to answer any questions. The Student Senate will then take action on the request.
The request is then forwarded to the Director of Campus Life. The Department of Campus Life will then inform the prospective group of its status.

Changes to Constitution/Local Charter
Any changes to the organization's constitution or local charter must be submitted through the procedures for registration. Constitutions are kept on file in the Department of Campus Life and must be updated every two years.

Rights of Student Organizations
The official registration of a recognized student organization authorizes it to:

Use "at Georgia College & State University" in promotion of activities and events.
Use University facilities and equipment, subject to approval of the facilities manager, and equipment allocating authority.
Solicit membership on campus.
Participate in homecoming, rallies, organization fairs, and other University activities as an organization.
Participate in fund-raising, social and service activities on University property.
Petition the Student Government Association for special projects funding consideration.
Apply for yearly funding through the Student Activities Budget Committee.
Be listed online as a recognized student organization.
Gain access to room reservations, copy services and sign posting.

Advisers
Every student organization must have an adviser either selected by the group or appointed by the Director of Campus Life. An adviser shall be defined as faculty, staff, or administrative officer of the University who shall offer support and advice to the organization. Certain organizations may be approved to have a professional adviser. All advisers to student organizations must be approved by the Director of Campus Life.

The amount of involvement expected of the adviser will depend primarily on the level of activity of the organization. An individual should not accept the invitation to serve as an adviser if he or she is not prepared to fulfill the expectations of the role. The voluntary association between the adviser and the organization should continue as long as both parties believe the relationship is productive and mutually satisfactory.

Financial Responsibility
Organizations should carry on business transactions and contractual obligations in a professional manner whether using student monies or off-campus accounts. Any student organization receiving monies must conform to the purpose and practices approved by the Student Activities Budget Committee. All budget payment requests should be submitted with proper documentation and authorization. No university employee may be a signatory to any campus organization's off-campus financial accounts.

Fund-Raising Projects
Registered student clubs and organizations may supplement their budgets by raising money through special projects, events, or activities. The Department of Campus Life must be contacted at least one week in advance of the fund-raising activity for proper clearance. The office of University Advancement must ultimately approve all fund-raising projects to insure that there is no conflict of interest.

Implementation of Regulations
Charges of violations by a non-Greek student organization shall be submitted to the Director of Campus Life. The Director may impose the following sanctions if deemed necessary:

Cancellation of recognized status.
Imposition of monetary fines, withholding or withdrawal of allocated student activities monies.
Imposition of restitution for damages.
Removal of any of the organization's officers or members from participation in the organization or its activities.
Restriction of any of the privileges or rights enjoyed by organizations.

An organization may appeal the imposition of any sanctions by the vice president and dean of students to the president of the university.

For violations of the Honor Code or the Student Code of Conduct, organizational hearings are held by the Student Judicial Board, or in the case of Greek organizations, the Greek Judicial Board.