Recognized Student Organizations

Recognized Student Organizations
Student Organization Expectations
Filing Complaints Against Student Organizations

Recognized Student Organizations (RSOs)

Definition

A recognized student organization is one that has successfully completed the recognition process and has received official status from the College. As such, it has earned the benefits and privileges associated with recognized student organizations (RSOs) and will be held to fulfill the responsibilities required of all student organizations. The Student Experience Council (SEC) is charged with administration of the recognition and review processes. Students interested in starting a new student organization at Westminster College must notify the Student Life Office, in writing, of their interest in starting an organization.

Benefits and Privileges

Official College recognition allows student organizations the right to apply for funding through the Student Government Association (SGA), utilize College-owned facilities for meetings and gatherings, use specified College media outlets for announcements and event promotion, and receive assistance and advice from College personnel.

Prospective organizations RSOs may use the facilities of Westminster College for information and interest sessions prior to recognition providing the meetings are approved by the Student Life Office in advance and the desired facility is available and scheduled through the appropriate office. Recognized student organizations (RSOs) may receive priority of facilities, even if the prospective organization submitted the request first.

Prospective organizations RSOs may not apply for funding through the SGA or host campus events until they have successfully completed the registration process.

Student Organization Expectations

Annual Report

Once a year, each recognized student organization must submit a Student Organization Annual Report to the Student Life Office to be evaluated by a representative from the office. The annual report will provide the Student Life Office with updated executive officers, organization members, and other important information about the student organization. This form will also be shared with SGA in preparation of the Audit and Allocation process. Failure to submit this form may result in being moved to inactive status.

Responsibilities of Recognized Student Organizations

To retain recognition and active status, a student organization must:

Complete the Student Organization Annual Report form.
Retain an advisor approved by the College.
Maintain digital copies of a current (national, if applicable) constitution and/or by-laws in the Student Life Office.
Submit to the Student Life Office any revised constitution or by-laws of the organization.
Uphold the purposes and goals under which the organization was granted recognition and the purposes and goals of the College.
Maintain at least five (5) current members. (Honor Societies may maintain recognition with less than five members). If an organization fails to maintain at least five current members for a period of one calendar year, it will be considered to be inactive.
Be financially responsible: successfully pass the SGA annual audit and remain debt free.
Successfully complete the organization self-assessment review process every five (5) years through SEC.
Abide by the policies of Westminster College.
Completion of the Student Organization Monthly Report each month
Presidents attend a one-on-one meeting with the Area Coordinator: Student Engagement each semester.
Actively value and honor the similarities, differences, and contributions of every individual as a unique and contributing member of the Westminster College community.

Election Officers

Campus Programming Council (CPC) officer selection takes place in November, with SGA elections occurring in February.
Sorority and Fraternity Life elections are determined by their national headquarters.
All other active student organizations must elect executive officers by the end of the academic year. Transition meetings between outgoing and incoming officers should occur before the end of the academic year, so that incoming officers feel adequately prepared.
Any officer changes made outside of the official election of executive officers must be submitted to the Student Life Office immediately following elections.

Organization Finances: Audit and Allocation Process

Each recognized student organization is provided with an account with the College’s Business Office and must maintain their finances through this assigned account. Outside checking/savings accounts are not permitted for recognized organizations who receive funding from SGA.
Only the treasurer, president, and advisor may access the account. The organization is required to keep on record in Student Life the names of the current treasurer and president. These positions cannot be held by the same student.
Student Organization Treasurer’s Guide can be found at www.westminster.edu/student/activities
Audits are conducted by the SGA at the end of each academic year for each recognized student organization.
SGA budget allocations will occur at the Student Organization Officer Annual Leadership Retreat.
Recognized student organizations must pass their audit in order to be eligible for an allocation for funding through the SGA.

Student Organization Officer Annual Leadership Retreat

Student organizations will be invited to attend the retreat if they are officially recognized or have registered as a prospective organization during the previous semester, have sufficient membership to maintain active status, and have elected officers.
To be eligible for funding through the SGA, organizations must send two officers/members to the Student Organization Annual Retreat (SOLAR).

Periodic Review

Once every five (5) years, each recognized student organization is reviewed by the SEC to determine if the organization is functioning according to its constitution and/or by-laws and upholding the philosophy, purposes and goals of the organization and College. The SEC will review an organization’s completed Self-Assessment Report.

If an organization fails to submit the Self-Assessment Report, the Student Life Office will remind the organization in writing. All funding through SGA is withheld until the Self-Assessment Report is submitted and reviewed by the SEC.
Failure to respond to a second notice to submit the Self-Assessment Report will result in the termination of the organization’s official recognition. This may include closing the organization’s Business Office account, removal of students from fraternity houses, denial of campus meeting facilities, etc. The organization will be notified in writing of that decision by the Student Life Office.

Sanctions

Sanctions will be assigned to a recognized student organization who violates campus policies or the Student Organization Guidelines and may include warnings, fines, probation, inactive status or closure. Failure to comply with terms of sanctions will result in additional sanction, up to and including closure of the organization.

Recognition Process (Starting A New Student Organization)

Students wishing to start a new student organization must meet the following minimum requirements to apply for official college recognition:

The prospective organization must consist of a minimum of five currently enrolled Westminster College students.
Membership must be open to all students of the Westminster College community without respect to race, color, national or ethnic origin, sex, sexual orientation, gender, gender identity and expression, age, handicap or disability, marital status, veteran status, genetics, or any other protected class. This applies to all organizations with the exception of those organizations specifically exempted in Title IX of the Educational Amendment Act of 1972. Organizations may establish additional membership and academic eligibility requirements.
A prospective organization shall not unnecessarily duplicate an area of interest or endanger student support of any other recognized student organization.
If affiliation with a national organization is required, the local prospective organization must receive preliminary approval from SEC and must subsequently fully establish national affiliation before it can be fully recognized.
The purpose of the prospective organization must be consistent with the philosophy, purposes, and goals of Westminster College.
An advisor must be selected by the student organization prior to the time the SEC considers the application for recognition.
The SEC may consider other factors it deems relevant.

Students interested in starting a new student organization at Westminster College must notify the Student Life Office, in writing, of their interest in starting an organization. After submitting their intent to start a new organization, the student must meet with a representative from the Student Life Office to learn about the recognition process and the steps that must be taken to gain recognition and active status.

A representative from the Student Affairs Office shall serve as administrative advisor during the period of organization (not to exceed one semester). The representative shall aid the prospective organization in developing a constitution, understanding College procedures pertaining to student organizations, and obtaining an advisor.

Required Documents for Recognition Process

A digital copy of a national constitution (if applicable).
A digital copy of the local constitution and/or by-laws.
A digital copy of a list of officers (these may be temporary officers, pending a future election). However, two different students must be designated as President and Treasurer.
A letter of acceptance as advisor from a faculty member, staff, or administrator employed full time by Westminster College. Individuals who are not currently employed by the College but wish to assist the organization on a regular basis may only serve as a consultant to the organization. They also must first be approved to serve in that capacity by the SEC.
Printed names and signatures of at least five students who have attended the prospective organization’s meeting(s).

Presentation to Student Experience Council

After submitting the above materials, a designated spokesperson for your organization must appear at the designated SEC meeting to present the organization’s request and to answer any questions from the Council. There will be one SEC meeting each semester dedicated to the consideration of new student organizations. The meeting date is determined each semester by the Chair of the SEC.

Following your presentation, the SEC will:

Recommend approval of your organization’s request.
Recommend tentative approval of your organization’s request until changes required by the Council are made.
Deny your organization’s request.

Presentation to Campus Community

Receiving SEC’s recommended approval is the first of a three-step process. If your organization is recommended for approval, a representative from the Student Life Office will notify you accordingly. They will also announce the Council’s intention to recommend recognition by publicizing to the campus community via email a brief overview of the organization’s Statement of Purpose.

The email will invite campus members to comment on whether or not your organization should be granted recognition. Comments will be accepted by a representative from the Student Life Office for one (1) week during the period when classes are ordinarily in session (September to May, excluding holidays). A copy of your organization’s supporting documents will be made available in the Student Life Office for review. The documents may not be duplicated and/or removed from the Office.

Following the one-week comment period, the SEC will review the comments and determine whether further review of the organization is warranted. If additional input or clarification is necessary, you may be requested to meet with the Council until its concerns have been successfully addressed. If they have, the process continues as outlined in these policies.

Presentation to President of the College (Final Approval)

The Council will submit its recommendation for approval to the President of the College who will have final authority concerning the recognition of your organization. The President will attempt to make his/her determination within 28 days. A representative from the Student Life Office will then notify you of the President’s decision. The President’s decision is final.

If your organization receives tentative approval, the organization’s representative will receive correspondence from a representative from the Student Life Office outlining SEC’s required changes (e.g., Constitution, By-laws) necessary to receive a recommendation for official recognition. Your organization will submit changes to a representative from the Student Life Office who will then share them with the SEC to make a final determination. The steps found in the approval process above will be followed accordingly.

Social Event Responsibilities

Recognized Student Organizations are encouraged to host social events on campus, especially in Berlin Student Lounge, on the campus grounds, or in residence halls. Social events held in residence halls shall be limited to the lounge. Officers of the organization sponsoring the social event are responsible for the conduct of those in attendance and for the observance of College and/or residence hall policies when on campus and, where applicable, when off-campus. Officers of the organization are to ensure that the conduct of those attending the social event does not interfere with the rights and responsibilities of others. A minimum of two officers offrom the organization should be present during the event, from the start to the end. Officers may choose to share this responsibility. Fraternity parties are governed by social regulations that are approved by the College.

Hazing Policy Pertaining to Student Organizations

Westminster College does not permit members of any organization, group, or athletic team to haze. Hazing is defined as any activity in which the organization expects prospective members to participate, and which is created intentionally, on or off college premises, for the purpose of producing mental or physical discomfort, embarrassment, harassment or ridicule. Such activities include but are not limited to the following: paddling in any form; creation of excessive fatigue; physical or psychological shocks; required trips from campus; required physical exercises; the wearing of conspicuous public apparel; public stunts and buffoonery/morally degrading or humiliating games and activities; late night work sessions which interfere with scholastic activities.

A student may not choose (give consent) to be hazed. The giving of consent does not excuse hazing activities. A violation of the College’s hazing policy will result in disciplinary action taken against a student organization and may include separate action taken against an individual(s) within the organization.

Filing Complaints Against Student Organizations

Complaints must be presented in writing to the Chair of the SEC. The complaint must outline the nature of the objections. SEC shall call a hearing with the officers or representatives of the organization. The person(s) who filed the original complaint must be present at the hearing. The organization against which the complaint has been filed shall have a representative attend the hearing. The organizational representative will have the opportunity to provide any information s/he wishes to be considered.

SEC shall reach a decision on the case by majority vote of those present and hearing the case. A quorum of four students and three faculty or administrators must be present. The decision of SEC is final. There is no further appeal. The authority of SEC concerning official recognition of student organizations does not supersede the authority of Westminster College pertaining to violations of the Code of Conduct as outlined in the Handbook for Students.