Ohio Administrative Code
Title 3361:40 - Students
Chapter 3361:40-3 - Student Organizations
Section 3361:40-03-01 - Student organizations: policies
Universal Citation: OH Admin Code 3361:40-03-01
Current through all regulations passed and filed through September 16, 2024
(A) Registered student organizations:
(1)
Students are permitted to organize, join, and hold
office in associations for their common interests. To benefit from the
privileges granted to student organizations as enumerated in this rule, a
student organization must be a registered student organization. A registered
student organization is a group of university students who unite to promote or
celebrate a common interest and have registered as a student organization with
the center for student involvement.
(2)
The vice
president for student affairs, or designee, may establish in consultation with
the office of general counsel written procedures governing the registration
process for organizations seeking registered student organization status, and
written procedures governing the operation of registered student organizations.
Written procedures must be consistent with this rule.
(B) Criteria for registration:
The criteria to receive registered student organization status is as follows:
(1)
The organization
applying for registration must fill a need for students not currently being met
by an existing registered student organization on campus.
(2)
The constitution,
bylaws, and governing documents of the organization applying for registration
must be consistent with university rules, regulations, guidelines, processes,
and policies (collectively, "university authority") and relevant federal,
state, and local laws, regulations, court opinions, and any other applicable
legal authority (collectively, "legal authority").
(3)
The constitution,
bylaws and governing documents of the organization applying for registration
must be consistent with this rule and any written procedures established
pursuant to section (A)(2) of this rule.
(4)
A registration
application with a signed agreement to comply with university authority and
legal authority must be submitted with the constitution, bylaws, and governing
documents and submitted annually thereafter.
(5)
All charter
members of the organization applying for registration must be matriculating
university of Cincinnati students.
(6)
The organization
applying for registration must have a minimum number of ten student members to
qualify for registered status. Notwithstanding the foregoing, a social
fraternity or sorority may have a minimum number of five students to qualify
for initial registered status but must meet the ten-member minimum within two
years of initial registration.
(7)
The organization
applying for registration must have a university advisor who is a member of the
university faculty or staff.
(8)
The organization
applying for registration must at least have the following two officers:
president and treasurer. Written procedures established pursuant to paragraph
(A)(2) of this rule may set forth additional officer
requirements.
(9)
The operation and the responsibility of an organization
applying for registration must reside with the students, as enumerated in this
rule and any written procedures established pursuant to paragraph (A)(2) of
this rule.
(C) With proper approval and pursuant to university authority, privileges of registered student organizations may include:
(1)
Use of university
facilities in accordance and consistent with the use of facilities
handbook.
(2)
Eligibility for university funding.
(3)
Access to the
university engagement website.
(D) Responsibilities of registered student organizations:
Registered student organizations, their officers, and members shall:
(1)
Comply with the constitution, bylaws, and governing
documents of the registered student organization and legal authority and
university authority. This obligation extends to the guests of the registered
student organizations.
(2)
Engage in sound financial management.
(3)
Expend the
registered student organization's monies only to further the purpose(s) of the
registered student organization and not for the private benefit of officers or
members.
(4)
Regularly inform the registered student organization's
advisor(s) on the program, personnel, and activities of the registered student
organization.
(5)
Comply with university authority, including but not
limited to those regarding:
(a)
The request and use of university
facilities.
(b)
The conducting of sales, solicitations, or
leafleting.
(c)
The sponsorship of programs.
(d)
The solicitation
of funds.
(e)
The consumption or possession of alcoholic beverages on
campus.
(f)
The posting of materials.
(g)
The registration
of speakers.
(h)
The use of amplified sound.
(i)
The submission of
an application for registered organization status, a financial statement
(audit) when requested, and compliance forms.
(j)
The use of
facilities handbook.
(k)
The student code of conduct.
(l)
The anti-hazing
policy.
(E) Membership:
(1)
Full membership
in registered student organizations is limited to full-time or part-time
matriculating students at the university of Cincinnati.
(2)
Full membership
entitles members to full voting privileges.
(3)
Honorary
membership shall be open to any non-student elected to such membership by a
majority of voting members. Honorary members cannot outnumber voting
members.
(4)
When a registered student organization, whether
national or local, has selective membership (e.g. honor and recognition
societies, professional, service, and social organizations), the selection of
members, regardless of any national practices to the contrary, cannot be
discriminatory on the basis of age, ancestry, color, disability, gender
identity and/or expression, genetic information, military status (including
veteran status), national origin, race, religion, sex, sexual orientation,
parental status (including status as a foster parent), pregnancy, or any other
status protected by law, except for religious qualifications which may be
required by organizations whose aims are primarily sectarian. In accordance
with current federal law, Title IX does not apply to the membership practices
of a social fraternity or social sorority if the active membership consists
primarily of students in attendance at the university and the fraternity or
sorority is exempt from taxation under the Internal Revenue Code. All other
programs and activities of social fraternities and sororities are governed by
Title IX.
(5)
Membership criteria as set forth in the constitutions
of registered student organizations must meet those as set forth in article
six, charter of student rights and responsibilities, rule
3361:40-05-01 of the
Administrative Code.
(F) Officer eligibility:
(1)
To be eligible to hold a position as an officer in a
registered student organization, the individual must be a matriculating
student, must achieve and maintain a 2.3 cumulative grade point average, and
must be in good standing with their college. Academic standing is confirmed by
a university official.
(2)
Officers may not have a grade point average below 2.3
for more than one semester. Academic standing is confirmed by a university
official.
(3)
Officers who do not meet eligibility requirements must
relinquish their position immediately upon notification from the university
that they do not meet the eligibility requirements. Ineligible officers will be
replaced according to the registered student organization's
constitution.
(G) Finances:
(1)
All registered student organizations must anticipate,
provide for, and meet promptly their financial obligations.
(2)
Budgets and
expenditures of registered student organizations that receive university funds
must have the approval of the appropriate funding board.
(3)
To receive
funding, registered student organizations must be in compliance with this rule
and any written procedures established pursuant to paragraph (A)(2) of this
rule.
(4)
Any registered student organization wishing to conduct
sales, solicit funds, or charge admission to an event must have the approval of
the university advisor and do so in accordance with university authority and
legal authority.
(5)
Registered student organizations are subject to
financial review or audit at any time. The university's right to audit the
financial operation of a non-funded registered student organization is based
upon the registration granted to them and the privileges that come
therewith.
(6)
Registered student organizations and non-registered
student organizations may not enter into contracts on behalf of the university
of Cincinnati. All contracts signed by unregistered or registered student
organizations are the sole responsibility of the organization and are in no way
associated with the university of Cincinnati.
(H) Use of university name, brand, and logos:
(1)
University name.
(a)
"University name"
means a word, short phrase, or letters identifying the university, including
terms containing the words "bearcats," "UC," "university of Cincinnati" and/or
"Cincinnati bearcats."
(b)
Prior to being granted permission to use the
university's name, the registered student organization must affirm the
following:
(i)
The registered student organization will not use the
university's name to indicate the university's approval or disapproval,
endorsement, or sponsorship of any political issue, social issue, or any other
publications, activities, statements, purposes, actions, or positions supported
by the registered student organization.
(ii)
The registered
student organization will use the university's name in compliance with
university authority, including branding guidelines and rule
3361:10-17-01 of the
Administrative Code.
(iii)
The registered student organization will include a
disclaimer on any social media, website or printed or digital material if the
website or material uses the university's name. The disclaimer shall state the
following:
a.
The registered student organization is registered with the
university of Cincinnati.
b.
Registration shall not be construed as the university
of Cincinnati's approval, disapproval, endorsement, or sponsorship of the
student organization's publications, activities, statements, purposes, actions,
or positions.
(c)
Registered
student organizations who would like to use the university name on products,
must comply with paragraph (H)(2) of this rule.
(d)
Sanctions for
improper use of a university name are set forth in the student code of conduct,
rule 3361:40-05-05 of the
Administrative Code.
(2)
University brand
on products.
(a)
"University brand" is defined as the university's name,
trademarks, service marks, trade names, logos, seals, symbols, mascots, images,
and slogans associated with or referring to the university of
Cincinnati.
(b)
Registered student organizations may request the use of
the university's brand on products from the university of Cincinnati trademarks
and licensing office. Products are defined as manufactured goods (e.g. apparel,
drinkware, stationary, writing utensils, etc.) Products do not include
materials, subject to paragraph (H)(3) of this rule.
(c)
Prior to being
granted permission to use the university's brand, the registered student
organizations must affirm the following:
(i)
The registered
student organization will not use the university's brand to indicate the
university's approval or disapproval, endorsement, or sponsorship of any
political issue, social issue, or any other publications, activities,
statements, purposes, actions, or positions supported by the registered student
organization.
(ii)
The registered student organization will use the
university brand in compliance with university authority, including the
branding guidelines, the university of Cincinnati trademarks and licensing
office's policies, and rule
3361:10-17-01 of the
Administrative Code.
(d)
Sanctions for
improper use of a university brand are set forth in the student code of
conduct, rule
3361:40-05-05 of the
Administrative Code.
(3)
University logos
for activities, materials, publications, websites, or other social media.
(a)
"University
logos" are symbols or other design such as a stylized text that is used by the
university to identify the school, its athletic, academic, or social clubs,
and/or its services, products, uniforms, or vehicles.
(b)
Registered
student organizations may request the use of university logos for any of the
registered student organization's activities, materials, publications,
websites, or other social media by submitting the logo request form to the
center for student involvement. This section does not include products subject
to paragraph (H)(2) of this rule.
(c)
Prior to being
granted permission to use university logos, the registered student organization
must affirm the following:
(i)
The registered student organization will not use
university logos to indicate the university's approval or disapproval,
endorsement, or sponsorship of any political issue, social issue, or any other
publications, activities, statements, purposes, actions, or positions supported
by the registered student organization.
(ii)
The registered
student organization will use the university logos in compliance with
university authority, including branding guidelines and rule
3361:10-17-01 of the
Administrative Code.
(iii)
If granted permission to use university logos, the
registered student organization will include a disclaimer on any social media,
website or printed or digital material if the website or material uses any
university logos and is not otherwise sponsored by the university. The
disclaimer shall state the following:
a.
The registered student organization is registered with
the university of Cincinnati.
b.
Registration shall
not be construed as the university of Cincinnati's approval, disapproval,
endorsement, or sponsorship of the student organization's publications,
activities, statements, purposes, actions, or
positions.
(d)
Copies of
approved and disapproved logo request forms will be posted monthly on the
university of Cincinnati's center for student involvement website. Approved and
disapproved logo request forms will be maintained for five
years.
(e)
Denials and improper use of university logos.
(i)
University logo
request denial.
a.
Registered student organizations whose logo request
form is denied will receive notice of the denial and the reason why the request
was denied.
b.
A registered student organization whose logo request
form is denied may submit a request for review pursuant to any written
procedures established pursuant to paragraph (A)(2) of this
rule.
(ii)
Improper use of a university logo.
a.
Registered student
organizations who improperly use a university logo, including use without
approval, use without a proper disclaimer, use not in compliance with
university authority, and use to indicate the university's approval,
endorsement, or sponsorship of any of the registered student organization's
publications, activities, purposes, actions, or positions that are not
sanctioned by the university, will be processed pursuant to the student code of
conduct, rule
3361:40-05-05 of the
Administrative Code.
b.
Sanctions for improper use of a university logo are set
forth in the student code of conduct, rule
3361:40-05-05 of the
Administrative Code.
(iii)
Reports.
a.
At the conclusion
of the processes set forth in paragraph (H)(3)(e)(i) or (H)(3)(e)(ii) of this
rule, the employee who decided the outcome of the matter will complete a
report. The report will set forth the following information:
1.
Description of the
issue reviewed;
2.
Resolution;
3.
Employee's printed
and signed name; and
4.
Date the report was signed.
b.
Reports will be
posted monthly by the center for student involvement on the university of
Cincinnati's center for student involvement website. Reports will be maintained
for five years.
(I) Withdrawal of registration, sanctions, and interim measures:
(1)
Registration
and/or privileges conferred through registration may be withdrawn for cause,
pursuant to rule
3361:40-05-05 of the
Administrative Code, for any of the following:
(a)
A violation of
university authority;
(b)
A violation of legal authority;
(c)
When a registered
student organization fails to carry out its programs consistent with the stated
aims and purpose of the registered student organization's
constitution;
(d)
When a registered student organization does not hold
meetings, activities, or outings for a period of two academic years;
or
(e)
When a registered student organization becomes
delinquent as to its obligations as a registered student
organization.
(2)
Registration may be voluntarily withdrawn or
discontinued as follows:
(a)
At the written request of the registered student
organization; or
(b)
When by constitutional provision the registered student
organization is dissolved.
(3)
Sanctions and
interim measures.
The university may impose sanctions and/or interim measures against a registered student organization pursuant to the student code of conduct, rule 3361:40-05-05 of the Administrative Code.
(J) A copy of this rule will be provided to registered student organizations during an annual training.
Replaces: 3361: 40-03-01
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