Current through all regulations passed and filed through March 18, 2024
(A)
Policy statement
and purpose
This policy outlines how students may
register an organization; the appeal process if a proposed organization is
denied recognition; and membership, financial responsibility, advisor and
meeting requirements for all organizations.
(B)
Policy
Recognized student organizations are an
important link in the co-curricular activities of Bowling Green state
university. They should contribute to the personal development and enjoyment of
their members within the context of the broader teaching, research and service
missions of Bowling Green state university. Any student group wishing to take
advantage of privileges granted by Bowling Green state university must register
for recognition with student engagement. Students interested in registering a
student organization should contact student engagement for specific information
on the registration process. All groups which meet university requirements for
student organizations will be permitted to register. The division of student
affairs is committed to providing support and assistance to all recognized
student organizations properly registered with the university. The initial step
in receiving this support is the completion of the annual registration process.
Registrations expire annually.
(C)
Recognition of
student organizations
Recognition is a means by which student
organizations may receive standard privileges granted when certain requirements
are met; it does not imply university approval of the student organization's
speech, purpose, function or activities.
(1)
Standard
registration privileges
Standard privileges are granted to all
recognized student organizations that have been recognized upon completion of
the registration process. They include:
(a)
Use of university
facilities, though select event spaces and gymnasiums may carry additional
fees;
(b)
Opportunity to apply for university funds in accordance
with university rules and regulations;
(c)
Use of resources
provided by student engagement, including online organization
platforms;
(d)
An opportunity for inclusion in university
publications, directories and distribution materials;
(e)
Ten per cent
discount on select catering through BGSU dining;
(f)
An opportunity to
participate in university organization fairs;
(g)
Eligibility for
on-campus fund-raising activities;
(h)
An opportunity to
obtain a student organization mailbox, office and/or storage space in the
Bowen-Thompson student union.
(2)
Student
organizations wishing to register for recognition with the university must
submit the following information to student engagement:
(a)
Appropriate
registration files, including a list of the organization's officers as listed
in its constitution, and a full-time member of the faculty or staff indicating
their willingness to serve as advisor to the organization.
(b)
Full roster of
the organization's membership. The organization must have at least ten
university students as active members. Organizational membership may be
composed of BGSU faculty and staff but a minimum of seventy-five per cent of
the membership must be comprised of BGSU students. Organizations that are
unable to meet these criteria must schedule a meeting with staff from student
engagement to create a recruitment plan.
(c)
One copy of the
organization's ratified constitution. A recommended format is available from
student engagement. Organizations should keep this document on file and must
promptly provide student engagement with an updated copy each time the document
is revised.
(d)
Students wishing to start an organization may request
temporary organization privileges for thirty days to organize and meet the
requirements for registration. Student engagement will provide advising support
during this formation period.
(e)
Student
organizations wishing to register may be required to meet with staff from
student engagement to jointly develop a one-page written plan to assist the
organization in its development. The plan may include, but is not limited to,
attendance at workshops, completion of a recruitment action plan, and
participation in leadership training. The written plan must be on file with
student engagement in order for the organization to be in good
standing.
(D)
Denial of
registration
If student engagement determines that
the materials submitted by the organization do not meet the requirements of
this policy or that recognition would be inconsistent with viewpoint-neutral
university policies, registration may be denied. If registration is denied,
student engagement shall notify the president and advisor of the applying
organization of the decision in writing. The applying organization may appeal
in writing to the director of student engagement within five university working
days from the date of the denial letter. The decision of the director of
student engagement is final.
(E)
Student
organization requirements
(1)
Membership in registered student organizations shall be
open to all students of BGSU without regard to race, sex, sexual orientation,
gender identity, gender expression, creed, ethnicity, color, national origin,
ancestry, genetic information, pregnancy, religion, age, marital status,
disability, status as a veteran, or any other class protected by Ohio or
federal anti-discrimination law. Any grievance regarding alleged discrimination
should be reported to the office of the dean of students or the office of
equity and compliance as appropriate. There are two exceptions to this
requirement. First, Title IX does not apply to the membership practices of
social fraternity and sorority organizations. Second, religious qualifications
may be required by an organization if its ratified constitution expresses a
religious aim or purpose.
(2)
Selection criteria for members must be relevant to the
goals and objectives of the organization.
(3)
Dual-enrolled
students, students who are earning college credit while attending high school,
including college credit plus, may participate in student organizations, with
the exception of social fraternities and sororities and club
sports.
(4)
Officers of student organizations must be full-time
BGSU students, unless they are in their graduating semester, in good conduct
standing, and maintain a minimum cumulative 2.25 GPA. The GPA required by their
organization's local or national constitution may be higher than the
university's requirement, and the officers and advisors are expected to enforce
such requirement. Officers are defined as elected or appointed members who
carry official titles and responsibilities germane to the organization,
including but not limited to titles such as: president, vice president,
secretary, treasurer, chairperson, senator, etc. Appeals for exceptions to this
requirement may be made to the director of student engagement. The decision of
the director of student engagement is final.
(5)
Organizations may
have as many officer roles as required by their organization's constitution but
those roles must include a president and a treasurer (or titled roles which
fulfill the duties of those two positions). The president and treasurer may not
be the same person.
(F)
Financial
management and accountability
(1)
Recognized student organizations interested in
requesting university funding or accessing funds in a university account are
required to have their president and/or treasurer attend annual trainings. The
president and/or treasurer must comply with university policies related to
initiating contracts. Organizations may also complete an alternative plan
approved by student engagement prior to submitting a request for funding and/or
accessing university funds. Expenses incurred on-campus (e.g., Falcon
outfitters or BGSU dining charges) must be directly billed to the organization
and submitted to student engagement. All other expenses, including travel
arrangements, must be submitted to student engagement, and the staff will
coordinate the payment process.
All funds allocated to the organization
from university-controlled sources must be maintained in a university account
and spent in accordance with university policies and procedures.
(2)
Pre-loaded debit cards
Recognized student organizations with
non-university allocated funds (i.e., agency or revenue dollars) in a
university account may request one pre-loaded debit card. The use of debit
cards must comply with all university policies and procedures. Each transaction
must be reconciled with student engagement. Failure to adhere to these
expectations will result in the student organization forfeiting its right to
have a debit card.
(3)
Contracts
Authority to obligate the university by
contract in all matters relating to recognized student organizations lies
solely with the division of student affairs. All contracts involving recognized
student organizations' funds managed by the university must be submitted to
student engagement no later than four weeks prior to the event or contracted
date, for signature by the associate vice president for student affairs (or
designee) after approval from the university's general counsel (if applicable).
The associate vice president for student affairs (or designee) is the only
person who can sign contracts for recognized student organizations. This review
is established for the protection of the organization, its officers and
members, and the university. Some service providers may not be eligible for use
by student organizations because of existing contractual relationships the
university has with other vendors.
To expedite the contract review and
signature process, all student organizations must submit a request for student
engagement to complete the appropriate agreements. The provost and senior vice
president for academic and student affairs (or designee) must pre-approve the
use of any contract that differs from this template.
Students shall not participate in
forming contracts with entities in which the student or the student's immediate
family has an ownership interest.
University employees may not enter into
an agreement with student organizations for compensation.
To enter into any agreement, student
engagement requires that a recognized student organization be able to
financially cover the cost of any contract without relying on projected revenue
(e.g., ticket sales). A student organization might consider co-sponsorship with
another organization to secure needed funds.
(4)
Student
organizations may not use funds to contract with individuals/entities,
excluding currently enrolled Bowling Green state university students, in a way
that would create an employment relationship. Accordingly, all
individuals/entities must follow the university's purchasing policies and meet
criteria as an independent contractor. For more information, visit
https://www.bgsu.edu/purchasing/vendor-data-forms.html.
(5)
Recognized student organizations must maintain records
of how their funds are generated and disbursed. This includes an account of the
amount of funds, the methods by which funds are generated and expended, and an
account of the amount and object of expenditures. Recognized student
organizations are to keep receipts for money collected.
(6)
Student
engagement may request financial records from any recognized student
organization for the purpose of upholding the student organization allocation
board policies, university rules and regulations, as well as state and federal
laws.
(7)
Recognized student organization members shall have the
right to know how their money is being spent. The treasurer must keep detailed
financial records and make them available to members, the advisor(s), student
engagement, as well as local, state, and federal officials upon
request.
(8)
All records associated with university fund allocations
and expenses are available for public inspection as required by state
law.
(G)
Recognized student organization advisor
(1)
All recognized
student organizations are required to have an advisor who is a full-time staff
or faculty member at BGSU. Graduate students may not serve as primary advisors
to recognized student organizations.
(2)
Within the
context of the broader mission and policies of the university, advisors shall
share insights and directions that allow recognized student organizations to
further their objectives and enhance the meaningfulness of organization
membership.
(3)
Specific responsibilities of the advisor may include
but are not limited to: regularly attend general and executive board meetings;
provide guidance to the officers; oversee all financial transactions of the
organization; ensure that officers meet the minimum requirements for holding
office as established by the university and the organization's constitution and
bylaws; provide consultation concerning membership selection procedures and
responsibilities; and review the organizations registration.
(H)
Meetings and activities
Each recognized student organization
and its members and officers are responsible for coordinating the activities of
the group. This includes:
(1)
Planning all programs and activities, including
associated facilities and equipment rentals.
(2)
Managing and
accounting for all funds under the recognized student organization's
account.
(3)
In the case of sport clubs or groups that engage in
physical activity, the group must make sure all rules and safety procedures are
followed and in accordance with university policies. They must also obtain,
maintain and inspect all necessary equipment, make sure all required training
related to equipment usage is completed, and assure that prompt medical
attention is available when necessary.
(4)
No meetings or
activities are permitted from five p.m. the Friday before each week of final
exams through the end of the final exam period.
Equity impact statement: the policy has
been assessed for adverse differential impact on members of one or more
protected groups.
Replaces: 3341-02-36