University of Maryland, College Park Procedures for Student Organizations
Consolidated USM and UMD Policies and Procedures
V-1.00(F) UMCP PROCEDURES FOR STUDENT ORGANIZATIONS
(APPROVED BY THE PRESIDENT 1 AUGUST 1991)
I. Policy Due to the large number of student organizations at UMCP, it is necessary to establish a process to identify those student groups which will receive University support, and thereby establish a basis of a relationship between the University and the organization. The UMCP Office of Campus Activities was created to support the development of individual students by promoting involvement opportunities; assisting students in making choices about co-curricular activities; facilitating the integration of those experiences into their self concept and total development; and recognizing outstanding achievement in those endeavors. One of the primary functions of the office is to provide assistance to student organizations. The Office of Campus Activities has developed a registration process for student organizations. This process serves many purposes. First, it offers structure by providing parameters in which organizations can function. Secondly, it establishes a communication pattern between organizations and the Office of Campus Activities to provide support and stability for activities. Finally, it clearly defines consequences for groups which choose not to exist in accordance with these guidelines. Following are the registration procedures and guidelines for UMCP students. II. Student Organization A. Definition A student organization is defined as any registered group/organization at UMCP which is directed and controlled by students of the University of Maryland whose programs and activities affect the educational process, promote cultural understanding and student welfare, and/or contribute to the overall community within the University of Maryland College Park. B. Membership Active membership in registered student organizations shall be limited to registered students, faculty and staff. Students must constitute a majority of the membership. All offices must be held by students. Faculty and staff who are not students shall not be eligible to hold an office other than advisor. III. Registration A. Definition Registration approval is a function of the Office of Campus Activities. Registration shall be defined as the process whereby a student organization acquires eligibility to receive University support as described in Section III.D. of this policy. The relationship between the University and registered student organizations generates neither a contractual- relationship between the University and the organization, nor a property right or expectancy in the organization of any sort. Duties performed and activities undertaken by registered organizations are not University duties or activities. The title "University of Maryland" may not be used in conjunction with the name of the student organization. B. Types of Registration 1. Temporary: Temporary registration is generally granted to groups that will only operate for a short period of time on campus. Examples of groups in this category are groups to a support- term program, groups formed to support a specific candidate, or summer school residence hall groups. Temporary registration is granted for a period of time not to exceed one year. 2. Continuing: Continuing registration is granted to groups that are of a more permanent nature. This is an annual renewable registration. 3. Provisionary: Provisionary registration is granted for the expressed purpose of allowing a group of students the time to organize a permanent student organization. The registration is granted for a period of three months. This may be renewed at the discretion of the Office of Campus Activities. 4. Probationary: Probationary status is placed by the Office of Campus Activities upon a student organization which has been registered and involved in judicial violations and/or violation of University policies, procedures and guidelines. While placed in this status, privileges granted to registered organizations may be partially or totally restricted or withheld. this probation is placed upon a group for a specified period of time. The probation may be removed and registration granted only after review and approval of the Office of Campus Activities. C. Responsibilities of Student Organizations and Officers 1. Student organizations shall abide by University regulations. 2. A student organization shall abide by and be subject to the Code of Student Conduct. 3. A student organization shall not conduct commercial activities which either directly or indirectly contribute to the private financial benefit of any person or of any organization other than the student organization itself or the University of Maryland. The officers, advisors and members of a student organization shall refrain from using the student organization or their position therein to the benefit of any private commercial enterprise or organization other than the student organization itself or the University of Maryland. 4. A student organization shall not discriminate in its admission to membership in violation of applicable federal, state, local laws and/or University regulations. 5. If a student organization is funded by the Student Government Association, it shall abide by all University and S.G.A. financial guidelines. 6. Officers are encouraged to improve their leadership skills through attendance at available workshops and other opportunities provided by the Office of Campus Activities. D. Privileges of Registered Student Organizations in Good Standing Privileges include, but are not limited to, the following: 1. Use of campus facilities and space "for free" or for an appropriate charge. 2. Assistance in the planning or development of the student organization and its programs. 3. The University Book Center offers a 15% discount to registered student organizations for the purchase of supplies and group related items. The Office of Campus Activities handles the necessary paperwork for this privilege. 4. Access to the Maryland Organization Resource Center (MORC), located in the Office of Campus Activities. 5. Eligibility to apply for S.G.A. funding. 6. On-campus fund raising through acceptable methods with prior approval. 7. Advertising through University sponsored forums to recruit members from the campus community and, when appropriate approval has been obtained, advertisement of organization sponsored events in University publications. 8. Free copies of various University and Campus Activities publications, booklets and handouts. 9. Use of University services such as purchasing, printing, maintenance, motor pool, computer services, and general stores with approval of, and coordinated through, the S.G.A. Accounts Office. 10. A listing in the Student Organizations Directory. 11. Access to a Bulk Mailing Permit through the Office of Campus Activities. VI. Registration Process The officer(s) must meet with the Office of Campus Activities to determine the appropriate type of registration. A. Continuing and Temporary Registration Process Registration for Continuing and Temporary Registration Status will require one of the following two processes: 1. Renewal Registration: If the Office of Campus Activities has a current file on an organization, the organization must renew its registration one month after the organization's officer elections occur, or a change is made in the organization's constitution, address or stated purpose. Complete the renewal form available at the Office of Campus Activities. The renewal form must be submitted by a member authorized by your organization to conduct business for your organization with the Office of Campus Activities (generally the past president or treasurer). Failure to renew an organization's registration will result in the revocation of the organization's privileges, including eligibility to reserve campus space, the 15% book store discount and eligibility to apply for S.G.A. funds. 2. New Registration: If an organization was not formally registered with the Office of Campus Activities during the past academic year, it must complete and submit the Student Organization Registration/Recognition Form along with a copy of the organization's constitution or by-laws. Upon approval of the organization's registration by the Office of Campus Activities, the organization may take advantage of the privileges discussed in section III, part D of these guidelines. For either the renewal or new registration process, the following information must be provided: 1. Names and social security numbers of eight members. 2. Names and addresses of group contact person, treasurer, and organization faculty advisor. 3. Copy of constitution (new registration or if changes have been made to existing constitution). Approval by the Office of Campus Activities is discretionary. It is contingent upon the Office of Campus Activities' determination that the student organization meets the criteria listed in Section IV, part C of these guidelines, and that the registration is in the best interest of the campus community. B. Provisionary Registration Process 1. Submit completed and signed registration application to the Office of Campus Activities. Applications will be accepted at any time during the year but must be submitted at least ten (10) working days prior to the conduct of any planned activities of the student organization. 2. Meet periodically with the Office of Campus Activities. 3. Approval by the Office of Campus Activities is discretionary. It is contingent upon the Office of Campus Activities' determination that the student organization meets the criteria listed in Section IV, part C of these guidelines, and that registration is in the best interest of the campus community. 4. Within three months must apply for Continuing or Temporary Registration. C. Criteria for Registration Approval 1. The proposed student organization meets the definitional and membership requirements of a student organization as outlined in these guidelines. 2. The purpose of the proposed student organization is determined by the Office of Campus Activities to be in the best interest of the University of Maryland and the student organization shall be able to fulfill all responsibilities of a student organization as outlined in Section III, part C of the guidelines. 3. The proposed student organization has completed the required steps for registration approval. V. Failure to Adhere to Regulations A. Registration Review The Office of Campus Activities will periodically review student organization registrations. Failure to continue to meet the definition of a student organization and/or organization membership or failure to adhere/comply with the responsibilities of a student organization and/or its officers could cause the organization's registration to be reviewed. The registration may be reviewed by the Office of Campus Activities and/or the Judicial Programs Office. Prior to action by the Office of Campus Activities, the student organization will be notified of an opportunity to meet with a representative of that Office to discuss specific concerns. The student organization will subsequently be notified in writing of any sanctions imposed by the Office of Campus Activities. B. Sanctions As a result of registration review, sanctions that may be placed on the organization include but are not limited to: 1. Placing a group on probation with full privileges. 2. Placing a group on probation with restricted privileges. 3. Suspension of registration without privileges. 4. Revocation of registration. 5. Referral of organization's officers to the Judicial Board. VI. Authority The Office of Campus Activities makes the final decision regarding the registration of an organization in accordance with these guidelines and may grant certain exceptions or make additional requirements on a case-by-case basis.