Student Organization Handbook

 

TABLE OF CONTENTS


1.  Student Organization Basics

2.  Student Organization Recognition Process

3.  Managing Your Student Organization

4.  Funding for Organizations

5.  University Policies and Resources

6.  Resources for Clubs and Organizations

 

 


1. Student Organization Basics

The Associated Students of University of Arizona (ASUA) is charged to uphold all of the policies and procedures outlined in this handbook as they apply to student organizations (also referred to as clubs). In addition, ASUA is committed to providing student organizations with resources that will enhance the experiences of student organization members and leaders on the University of Arizona campuses.

This handbook will aid student leaders and faculty/staff advisors in successfully leading their organization and familiarize them with key rules and policies related to student clubs and organizations.

The University of Arizona, through ASUA, provides certain privileges to recognized clubs and organizations in good standing. These privileges include:

  • Use of University facilities, equipment, and services
  • Opportunities to apply for and receive funding from ASUA or other University departments
  • Access to web-based software to develop a personalized club homepage with an events calendar, member rosters, and much more
  • Inclusion in University/student publications listing Recognized Student Organizations
  • Ability to sponsor fundraising events (including the sponsorship of commercial vendors on the Mall)
  • Use of the University name and logo with approval from Trademarks and Licensing
  • Eligibility for awards and honors presented to student organizations and their members
  • Discounted University services, i.e. room reservations in the Student Unions and Fast Copy Services
  • The ability to display flyers, posters, and banners in the Arizona Student Unions
  • Participation in fundraisers such as Spring Fling

Your group can access these privileges by becoming recognized and following the policies and procedures of the University of Arizona.

The Club Resource Center is located in the ASUA office suite, on the 3rd floor of the Student Union Memorial Center, in Suite 325 W (across from the Bookstore offices).

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1.1  Recognized Organization Requirements

  • Active membership in ASUA recognized clubs/organizations is limited to students currently enrolled at the University of Arizona. Other persons may be admitted to associate membership in recognized organizations, pursuant to the organization’s constitution and bylaws.
  • A minimum of five currently enrolled students is required to recognize a student organization; and each organization must have at least 3 officers. 
  • Organizations have the option to be recognized for a semester or an academic year. Academic year registrations take place the preceding Spring semester. Organizations recognized during the previous school year will be able to reserve rooms over the summer. Clubs who need to reserve rooms for the next academic year are required to be re-recognized.
  • Each organization must have a faculty/staff advisor, with exception of Greek-letter organizations recognized under Fraternity and Sorority Programs and their local governing bodies. Faculty/staff advisors are defined as individuals (faculty, staff, or administrator) who are currently employed by the University of Arizona and hold office hours within the University. Any faculty, staff, or administrator on sabbatical cannot serve as an advisor. Graduate students/assistants cannot serve as an advisor.
  • The University of Arizona, through ASUA, reserves the right to withhold recognition of any organization. Decisions made by ASUA can be appealed in writing to the Dean of Students Office
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1.2  Membership and Officer Requirements

In order to be an active member of a recognized organization, a student must:

  • Be currently enrolled in the University (however, student organizations, and other university recognized groups, events, and projects may require students to meet additional criteria for membership or participation) and 
  • Be in one of the following academic statuses: eligible, academic review, or academic warning. Students on academic probation or ineligible status cannot be organization members. Details on the definitions of these statuses are at https://catalog.arizona.edu/policy/undergraduate-academic-eligibility-policy
  • All elected or appointed officers of recognized organizations must, at the time of their election or appointments:
  • be in eligible academic standing (meet the minimum cumulative grade point average of 2.0; graduate students, work carried for graduate credit only, must maintain a minimum cumulative grade point average of 3.0 unless otherwise determined by their college).
  • Be enrolled in the University for a minimum of six (6) units throughout their term of office, or a minimum of three (3) credits for graduate students.
  • When a student continues in office from one semester to the next, the student must have successfully completed a minimum of six (6) units the previous semester. Graduate students must be enrolled in the University for a minimum of three (3) units throughout their term of office and must have successfully completed three (3) units in the previous semester to continue in office from one semester to the next. For purposes of this paragraph, satisfactory completion in the case of a course taken for undergraduate credit requires the earning of A, B, C, D, S, or P.

Organizations are responsible for monitoring eligibility of all officers (other than the president) and members of the organization.

Non-Discrimination Statement:

Membership and all privileges, including voting and officer positions, must be extended to all students without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or genetic information.   Pursuant to Title IX of the Education Amendments of 1972, Section 106.14, social fraternities and sororities may restrict membership based on gender.  These organizations may not restrict membership/leadership or otherwise discriminate on any other prohibited basis. Pursuant to Arizona Revised Statute 15-1863, religious and political student organizations may limit membership and leadership to persons committed to the organization’s religious or political mission.  These organizations may not restrict membership/leadership or otherwise discriminate on any other prohibited basis. 

Student organizations may impose other standards or membership requirements (i.e., minimum grade point average or class status) provided that these requirements/standards do not violate the University’s policies, including but not limited to the University’s Non-Discrimination and Anti-Harassment policy.

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1.3  Associate Membership

Associate memberships are specified for non-UArizona affiliated personnel who bring specific skills and advice to an organization.  Associate Membership is available under the following circumstances:

  • Associate memberships are allowed under the organization's constitution.
  • Associate members must be recognized with the University of Arizona as a Designated Campus Colleague (DCC) and maintain that status during their membership. 
  • Associate members cannot count towards the membership requirement for club recognition. Associate members cannot vote in club elections and cannot run for any officer positions. 
  • Associate members cannot serve as an advisor for any student organization. 
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1.4  Advisors and their Roles

Advisors for student organizations are an important piece of the club’s successes. Advisors provide valuable information about a particular subject area the organization is interested in, assist student leaders with internal issues, help plan programs and invite speakers, and serve as an additional support for club leaders and members.

An advisor’s responsibilities related to an organization include, but are not limited to:

  • Signing Dean’s Excuses for club travel and having knowledge of the scope and duration of the trip;
  • Reporting important issues (i.e., Code of Conduct violations) to appropriate University authorities;
  • Assisting the Dean of Students Office with planning logistics for speakers who come to campus;
  • Serving as first point of contact with University regarding issues within the club that are brought to the attention of ASUA or the Dean of Students Office.

Advisors are strongly encouraged to enroll in the ASUA Club Advisor Training module within UAccess Learning to understand their full responsibilities. Directions on how to enroll are available at https://www.youtube.com/watch?v=27dgxi-kD0Y&feature=youtu.be.

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1.5  Organization Categories

Academic

 

Academic organizations typically connect to a specific discipline of study. Many academic organizations have strong ties to specific colleges or departments. Academic organizations may also have grade point average requirements for members.

Cultural/International

Cultural and international organizations promote the culture, traditions, and values of other nations, countries, and/or ethnic groups.

Departmental

Departmental organizations are affiliated with a University department.

Environmental/Sustainable

Environmental/sustainability organizations focus on promoting, advocating, and educating the community on environmental and sustainable issues facing our UA and national community.

Health

Health organizations typically correspond to the medical professional fields and/or support and promote medical and health community services.

Honorary

Honorary organizations usually require a minimum grade point average requirement for members. Many honorary organizations are connected to a class (i.e. freshman, sophomore, junior, senior), special interest, or academic discipline.

Leadership

Leadership organizations primarily focus on developing various leadership skills amongst members, such as inspiring a vision, motivating others, leading by example, challenging norms, and recognizing the strength of others.

Religious

Religious organizations are usually connected to a particular church, sect, denomination, or belief in or regarding existence of a deity, divine power, or supernatural entity. 

Political

Political organizations focus on furthering the interests of a particular political group or issue.

Professional

Professional organizations typically correspond to a professional field including, but not limited to, medicine, law, pharmacy, or business. Professional Organizations may also have a national organization affiliation and are sometimes referred to as fraternal organizations.

Club Sports

Club sports or organizations promote a common interest in fostering participation and competition in a specific sport or recreational activity. Clubs may represent the University of Arizona in intercollegiate competition or conduct intra-club activities such as practice, instruction, social, and tournament play.

Special Interest

Special interest organizations may not fall within any of the other categories. These organizations may also have a very specific mission or focus on particular skills development.

Social Greek Letter

Social Greek letter organizations include groups that are private, national, or international and are recognized by Fraternity and Sorority Programs at the University of Arizona as well as the respective local governing bodies, including the Interfraternity Council, National Pan-Hellenic Council, Panhellenic Council, and the United Sorority and Fraternity Council. Organizations that are not in good standing with the University of Arizona are simultaneously not recognized by ASUA. These organizations may be entitled to limit membership based on gender if they meet the provision of Section 86.14 of the regulations promulgated under Title IX of the US Education Act Amendment of 1972.

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1.6  Naming Your Organization and University Branding Standards

When creating a name for an organization, organization leadership should follow the University of Arizona’s overall brand and licensing protocols. The University of Arizona has created a valuable resource for clubs regarding naming conventions. Please visit the Marketing and Brand Management site for student organizations at https://brand.arizona.edu/student-clubs.

1.7     Club Sports and Social Greek-Letter Organizations

1.7.1   Information about Club Sports

The Club Sports Program is administered through the Department of Campus Recreation, which serves as an administrative body, resource, and information center for those involved in the Club Sports Program. The Club Sports Program has been developed for the purpose of engaging in extramural-intercollegiate sporting activities. The Club Sports Program is housed in the Student Recreation Center and provides supportive administrators who assist clubs with the following: 

  • Facilities - scheduling, practices, events, and meetings.
  • Equipment - scoreboards, field lining materials, tables, and chairs.
  • A structure to assist clubs in promoting their various functions and competitive activities.
  • Resources to assist clubs in development and improving organization.

The Club Sports Program also provides athletic trainer services for clubs.

Club Sports must be recognized by ASUA, and then be recognized with the Department of Campus Recreation.

In addition to complying the policies set forth in this handbook, Club Sports are also required to comply with all policies set forth in the applicable Club Sports Handbook published by the Department of Campus Recreation.

For more information on sports clubs, visit https://rec.arizona.edu/sports/club-sports.

1.7.2   Information on Social Greek-Letter Organizations

New Social Greek-Letter Organizations must follow these steps in order to gain recognition at the University of Arizona:

  • A fraternity or sorority desiring establishment as a recognized Social Greek-Letter Organization must first complete the University of Arizona Expansion and Colonization Procedures.
  • The chapter must then follow the same procedures outlined in this handbook for existing organizations to gain recognition.

In order to maintain recognition, social Greek-letter organizations must comply with all applicable policies and requirements, including without limitation the following:

1.         Social Greek-Letter Organizations are required to be full members of the appropriate Greek Governing Council.

2.         The organization president agrees to accept full responsibility for the chapter and its members’ adherence to: the constitution, bylaws, rules and judicial procedures of the respective Greek Governing Council and those of the National/International Organization; University policies (including but not limited to those set forth in this handbook and the Student Code of Conduct)  and directives by authorized University officials;  the University of Arizona Greek Relationship Statement, the Greek Strategic Plan, and the Greek Standards of Excellence; the University of Arizona Recognized Student Organization Residential Facility Policy; policies governing social events with and without alcohol; Philanthropy Advisory Board bylaws; Greek Standards Board Constitution; the University of Arizona Student Code of Conduct; the University Rules for the Maintenance of Public Order, and local, state and federal laws. Accordingly, the organization president must be familiar with such policies, laws, regulations, directives, and procedures and must educate their membership (active and new members). In addition, failure to comply with all applicable policies by organization members, organization leaders, or the organization itself may result in withdrawal of the organization’s recognition and/or other sanctions.

3.         Each organization must annually file with Fraternity and Sorority Programs and the  Office of Risk Management Services a certificate of insurance verifying Commercial General Liability insurance coverage within coverage limits and exclusions required by the Office of Risk Management Services, including social host endorsement at the required amount, or request a written waiver.  The organization must also add the Arizona Board of Regents and the ASUA to the policy as an additional insured.

4.         Social Greek-Letter Organizations shall comply with the University‘s Nondiscrimination and Anti-Harassment policy and the Nondiscrimination policy in this Handbook, except as exempted under federal or other legislative protections.

5.         All organizations are expected to cooperate with the University and their respective Greek Governing Council in building and maintaining positive relationships with neighbors (local, national, and international).

6.         Each organization must have a Chapter Advisor. A Chapter Advisor is defined as a volunteer who has been appointed by appropriate fraternity/sorority officials to serve as the primary advisor for the chapter. If this person is a University employee, then advising activities are not considered to be in connection to the employee's official job duties at the University.  However, advisors remain obligated to follow University policies and procedures in relation to their advisory assistance, including required reporting  of violations under the University’s Hazing Policy, incidents or sex-based discrimination (including acts of sexual violence) to the Dean of Students, and certain crimes as required by the University's obligations under The Clery Act.  Chapter Advisors are also expected to:
a.         Be familiar with University and the chapter’s respective Greek Governing Council’s rules, regulations and policies, governing Greek-Letter Organizations and assist the chapter in complying with such policies.
b.        Attend regular meetings of the chapter and be familiar with its activities.
c.        Provide assistance to the organization in meeting and maintaining conditions of University recognition, including signing appropriate documents.
d.        Serve as a mentor and resource regarding financial and general operating affairs of the organization.
e.         Provide assistance in the planning and implementation of chapter activities.
f.         Provide assistance in the areas of organizational and personal development.
g.        Assist University officials in dealing with problems or other situations involving the chapter.
h.        Attend or send another Advisory Board Member to Fraternity & Sorority Advisor Meetings.
7.        Maintain an atmosphere conducive to serious academic endeavor and integrity.
8.        Maintain and ensure compliance with all applicable University, local and state fire, health, zoning and safety codes on the grounds and facilities, as well at organizational events.
9.       Each chapter must remain in good standing with its national/international fraternity or sorority.
10.   Each chapter must complete the Standards of Excellence accreditation process annually. The outlined standards and expectations are the process by which all chapters at the University of Arizona will be evaluated in order to remain organizations in good standing.
11.    All events open to non-chapter members (including without limitation Intake/Rush/Recruitment Activities, Events with Alcohol, Social Functions) shall only occur at Recognized Social Greek-Letter Houses, on campus, or at approved non-residential, third party venues. A Recognized Social Greek-Letter House is defined as a recognized chapter’s facility. The University will recognize only one Social Greek-Letter House at one properly zoned location through the Recognized Student Organization Residential Facility Policy.
12.   Each student organization shall keep its chapter house, property, and surrounding public right-of-way clean and free of debris.

Indemnification Clause:

The recognized Social Greek-Letter Organization shall indemnify, defend, and hold harmless the State of Arizona, the Arizona Board of Regents, the University of Arizona, and their respective officers, employees and agents from and against liability, loss, claims, damages, or expenses, including reasonable attorneys’ fees, arising from or related to the performance by the Organization or its respective agents of any obligation or responsibility referenced in this Student Organization Handbook or any activity directly related to the Social Greek Letter Organization’s activities, events and functions, but only in proportion to and to the extent such liability, loss, expense, attorney fees, or claims for injury or damages are caused by or result from the conduct (including negligent acts or omissions) of the Social Greek Letter Organization, its individual members, alumni members, advisor, alumni advisor, associate members, guests, or invitees directly related to the Social Greek Letter Organization’s activities, events, and functions.

More detailed information regarding the obligations of and policies applicable to Social Greek-Letter Organizations, is available from the University’s Fraternity & Sorority Programs Department.  Their website is:  https://greek.arizona.edu/welcome-fraternity-sorority-programs

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2. Student Organization Registration Process

In order to be recognized, an organization MUST have at least 5 members who are enrolled students at the University of Arizona, have at least 3 officer positions, and an advisor who is both present on campus and is a full-time faculty or staff member at UA. Student organizations are also responsible for their own funding, including collecting any dues, and managing their own bank accounts.

2.1  What’s Required in Your Constitution

A recognized student organization is required to have a constitution that outlines the purpose of the club, roles of officers/members, requirements to hold meetings, and procedures for electing and removing officers. Having these key policies and objectives clearly spelled out eliminates confusion on handling issues and clarifies how the organization will run. Constitutions MUST include the following:

  • Date of Adoption
  • Clear statement of objectives, which are consistent with mission and educational goals of the University of Arizona.
  • Identity as a campus-based and student-controlled group, with active membership limited to enrolled students at the University of Arizona.
  • Statement of not-for-profit status.
  • Clear Statement of reasonable dues or financial obligations of members.
  • Statement that officers are directly chosen by members of the club through democratic means and not chosen or influenced by non-members or by a national organization.
  • Statement describing the democratic procedures on how officers are selected and replaced, the procedures for nominating officers, officers’ duties, method of electing, type of vote, term limits, removal of officers, and methods of filling vacancies.
  • Democratic procedures for policymaking, including amending the constitution.
  • Statement on the number of members needed to achieve quorum, the necessary voting percentages to conduct business, and frequency of meetings.
  • Assurance that petitioning group is willing to work in a democratic manner within the framework of University policies and procedures. If the petitioning group is a member of a national or regional organization, the University reserves the right to examine the record of the parent organization or of affiliates on other campuses.
  • Non-discrimination statement listed below, exactly as it is printed here:
    “This organization shall not discriminate on the basis of race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or genetic information in any of its policies, procedures, and practices. This policy will include, but is not limited to recruiting, membership, organization activities, or opportunity to hold office.  Pursuant to Arizona Revised Statute 15-1863, religious or political student organizations may determine that ordering the organizations internal affairs, selecting the organization’s leaders and members, defining the organization’s doctrines and resolving the organization’s disputes are in furtherance of the organization’s religious or political mission and that only persons committed to that mission should conduct such activities. Pursuant to Section 106.14 of the regulations promulgated under Title IX of the US Education Act Amendment of 1972, Social Greek Letter Organizations may limit membership based on gender.”
  • Statement of financial responsibility for any debts accumulated at the University of Arizona by the organization not covered by funds on deposit. Sample listed below:  
    “A specific member or members designated by this organization shall be responsible for payment in full of all debts accumulated by the organization not covered by funds on deposit.”
  • Statement of non-hazing, exactly as it printed here:
    “This organization will not conspire to engage in hazing, participate in hazing, or commit any act that causes or is likely to cause bodily danger, physical harm, or personal degradation  or disgrace resulting in physical or mental harm to any fellow student or person attending the institution.”
  • Statement of compliance with campus regulations, exactly as is printed here:
    “This organization shall comply with all University and campus policies and regulations, in addition to all local, state, and federal laws.”
  • Statement that the organization is subject to the Arizona Board of Regents Code of Conduct.

[Sample Constitution]

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2.2  Creating a New Organization

Don't forget to complete all steps of the registration process! The Collegiatelink Registration is ONLY step 1 of 3! Registration can be completed in any order. Please note that it may take us up to 10 business days to recognize your organization, especially during the discounted registration rate times.

STEP #1

Complete the new club recognition application

  1. Open Firefox and visit https://arizona.campusgroups.com
  2. On the main page, click “sign-in” on top right of screen
  3. Once logged in, click on the avatar on the top right and select “edit profile” to update your information
  4. Once your profile is completed, click on “Groups” (shown as silhouettes of three people” on the top header bar
  5. Click on “All Groups” to find your organization 
  6. On the top of the screen will be two options: “Register new Recognized Student Organization” and “Register new Recognized Greek-Letter Organization”. Click on the appropriate button for your group (Greek-Lettered organizations must be formally recognized by Fraternity and Sorority Programs in order to use the second option)
  7. Complete the steps on the next several screens
    • Reminder to see instructions on naming your club before creating your club.
    • Please note that you MUST have 5 members, including 3 officers, and a full-time faculty or staff advisor. 
    • You will also be asked to identify at least 5 members in your group as a part of the recognition process. 
    • For new clubs, check the What’s Required in Your Constitution page for information regarding the necessary requirements that must be included in your club’s constitution to become recognized.

STEP #2

Complete the ASUA Student Organization Leader Training on UAccess Learning

  1. Open Firefox, go to UAccess and click “Learning”
  2. Enter your Net-ID and password
  3. On the landing page, select “Find Learning”
  4. In the search bar, enter ASUA
  5. Choose “ASUA Student Organization Leader Training” and click “Enroll”
  6. On the next screen, click “launch” to start the training. Follow all instructions to complete the training.
  7. Once you are finished, you will get an e-mail indicating you have completed the training. ASUA will verify through UAccess that you have finished this step. 

STEP #3

Pay the club fee. 

  • 2020-2021 Academic year: $75
  • Per semester: $45

Students can pay for registration online at (INSERT LINK)

  • If you will need a reimbursements during the semester, make sure the club name on all documents meets the naming standards set by Financial Services.  

STEP #4

Make sure your advisor has taken the UAccess Learning training:

Advisors need to take the UAccess Learning training on the roles and responsibilities of being an advisor. If your advisor needs to take the training or to recertify, they can see the steps to do so at https://asuatoday.arizona.edu/advisors-their-rolesYour club will not be recognized until your advisor completes the training. 

Advisor Recertification step-by-step (pdf)

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2.3  Re-Recognizing an Existing Organization

Don't forget to complete all steps of the registration process! The Collegiatelink Registration is ONLY step 1 of 3! Registration can be completed in any order. Please note that it may take us up to 10 business days to get your organization recognized, especially during the discounted registration rate times.

STEP #1

Complete the new club recognition application

  1. Open Firefox and visit https://arizona.campusgroups.com
  2. On the main page, click “sign-in” on top right of screen
  3. Once logged in, click on the avatar on the top right and select “edit profile” to update your information
  4. Once your profile is completed, click on “Groups” (shown as silhouettes of three people” on the top header bar
  5. Click on “All Groups” to find your organization 
  6. Scroll to your organization and click on the “Group re-registration” button on the right of the screen.
  7. Complete the steps on the next several screens
    • Reminder to see instructions on naming your club before creating your club.
    • Please note that you MUST have 5 members, including 3 officers, and a full-time faculty or staff advisor. 
    • You will also be asked to identify at least 5 members in your group as a part of the recognition process. 
    • For new clubs, check the What’s Required in Your Constitution page for information regarding the necessary requirements that must be included in your club’s constitution to become recognized.

STEP #2

Complete the ASUA Student Organization Leader Training on UAccess Learning

  1. Open Firefox, go to UAccess and click “Learning”
  2. Enter your Net-ID and password
  3. On the landing page, select “Find Learning”
  4. In the search bar, enter ASUA
  5. Choose “ASUA Student Organization Leader Training” and click “Enroll”
  6. On the next screen, click “launch” to start the training. Follow all instructions to complete the training.
  7. Once you are finished, you will get an e-mail indicating you have completed the training. ASUA will verify through UAccess that you have finished this step. 

STEP #3

Pay the club fee. 

  • 2020-2021 Academic year: $75
  • Per semester: $45

Students can pay for registration online at (INSERT LINK)

  • If you will need a reimbursements during the semester, make sure the club name on all documents meets the naming standards set by Financial Services.  
  • Payments can be made at the ASUA Front Desk located in the Student Union Memorial Center. Hours for the academic year are 9am-5pm Monday through Friday.

STEP #4

Make sure your advisor has taken the UAccess Learning training:

Advisors need to take the UAccess Learning training on the roles and responsibilities of being an advisor. If your advisor needs to take the training or to recertify, they can see the steps to do so at https://asuatoday.arizona.edu/advisors-their-rolesYour club will not be recognized until your advisor completes the training. 

Advisor Recertification step-by-step (pdf)

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3. Managing Your Student Organization

3.1     Important Responsibilities

Student organizations at the University of Arizona shall complement the academic mission of the University and enhance the educational experience for students. An organization will be held responsible for its own actions and the actions of its members and guests.

The following is a list of conduct for which an organization will be held responsible.  The list is not exhaustive or all-inclusive

·      When the organization fails to comply with a duty imposed by a University policy, including without limitation, improper membership education and initiation; improper registration of activities for which registration and/or permission is required; failure to comply with applicable health and safety regulations; misuse of University property, facilities and equipment; violations of University regulations on the use of alcohol; misrepresentation of the organization or group; abuse of student election procedures and regulations; misappropriation of funds; and violations of any rule or policy applicable to organizations and/or its members.

 ·      When the organization’s organizational purposes, activities, or conduct are not compatible with the educational purposes of the University; the organization engages in financial mismanagement; or the organization conducts activities that are in violation of University regulations, local, and state laws.

·      When one or more officers refuse or neglect to perform duties outlined for Student Organizations (see Section D. in the Student Code of Conduct).

·      When the organization violates the Student Code of Conduct.

When a student organization is charged with a violation of the Code of Student Conduct, the presiding officer or individuals affiliated with the group shall be required to participate in proceedings conducted under this Code as representatives of the group. 

Shared Responsibility for Infractions

Students and organizations may be held responsible for the conduct of their guests while on University premises, at University-sponsored or supervised activities, and at functions sponsored by any recognized student organization.

Organizational Responsibility

A complaint may be filed against an organization under the Student Code of Conduct. An organization and its members may be held collectively and individually responsible for violations of the Code by those associated with the organization, including guests and alumni of the organization. When a complaint is filed with ASUA or the Dean of Students naming an organization as a Respondent, the presiding officer and/or students affiliated will be notified of proceedings by Student Governance and Programs or the Dean of Students Office.

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3.2     Review, Suspension, or Revoked Recognition

Where the University alleges that the organization, its officers, and/or its individual members have failed to comply with one or more ASUA, University, or ABOR policy, the University will conduct an investigation and render sanctions, conduct an administrative review and take summary action as it deems appropriate under the circumstances, and/or utilize other disciplinary policies and procedures as established with respect to student organizations. Written appeals will be handled per the Student Disciplinary Procedures, available for review on the Dean of Student's website.

The University may elect, in lieu of revoking recognition, to impose educational and/or punitive measures against the organization and/or its officers, including without limitation, academic probation or expulsion.

An organization whose recognition is suspended loses all benefits associated with recognition as enumerated in this handbook, including without limitation, the opportunity to use the name of the University, to use University facilities, and schedule activities on campus. A suspended organization must continue to comply with al Institutional Policies and all applicable University and ABOR policies. Failure to do so may prevent the organization from having recognition reinstated.

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3.3  Leadership Transition

Every recognized organization should have a transition of leadership plan where important details of the club’s operation must be shared with new executives. A smooth transition of materials and information ensures your organization remains vibrant and does not lose time and momentum catching up from one school year to the next.

Each leadership team should put together transition materials for incoming executives that include:

·      Updated copies of organization’s constitution and associated bylaws;

·      Passwords to social media platforms, e-mail accounts, and any other digital tools where the organization conducts business or communicates with members;

·      Information about financial accounts, including banking information, current balance of funds, transaction information about deposits and withdrawals, and recent bank letters;

·      Any remaining checks/money orders and cash for the organization that needs to be deposited in the club’s bank account;

·      Updated roster of active members;

·      Physical copies of meeting minutes, or instructions on how to access them digitally;

·      Copies of reservation confirmations for future meetings, events, lectures, tabling on the Mall, or other organization functions;

·      Any other information that is necessary for the organization to continue successfully.

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3.4     Event Planning

Organizations are encouraged to host events that welcome other students to learn about the club.  In planning events, organizations need to consider, be aware of, and comply with a number of important ASUA and/or University policies, including without limitation the following:

3.4.1   ASUA Disability Accommodation Statement

Per the ASUA Senate Resolution on the Commitment and Support to Accessibility for Students with Disabilities, all student organizations that are funded through ASUA are required to submit a statement outlining the ways in which they will work to make their event, program, or student engagement experience accessible. Resources and steps to consider can be found at: https://drc.arizona.edu/sites/drc.arizona.edu/files/documents/2018_DRC_EventAccess_PrintReady_FINAL%20(Accessible).pdf.

Your organization will be asked to submit accessibility and accommodation plans through InvolveUA.

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3.4.2   Campus Use/Mall Use Procedures

Any event that takes place on campus must comply with the University’s Campus Use Policy and be scheduled and approved, at a minimum, by the Student Unions Event Scheduling Office and any other body required to approve the event as required by the Campus Use Policy or any other applicable policy.   Keep in mind that, depending on the location and/or scale of the event, different requirements may need to be satisfied before the event/campus use can be approved.  For more information, see the Campus Use and Mall Scheduling webpage:  https://union.arizona.edu/mall/.  This webpage contains information regarding the University’s requirements for campus use, including without limitation issues concerning safety, sustainability, accessibility, and impact on both the UA and local community.  The University’s Campus Use Policy can be found at:  https://policy.arizona.edu/ethics-and-conduct/campus-use-policy-interim

Events need to be scheduled via a Campus Use Activity Request Form available online at https://union.arizona.edu/mall/request_form.php. Campus Use Request Forms should be submitted several weeks in advance and no later than 10 business days in advance of the event.

Each individual event requires its own request form.  For example, if an organization plans to table every day for a week, the organization must submit a request for each day it plans to table. Location requests are subject to other events that have been granted prior approval by Mall Scheduling.

If a recognized organization is planning a large event, in addition to the Campus Use Activity Request Form, the organization  may be asked to present at a Campus Use Committee meeting to discuss their event, evaluate compliance with the Campus Use Policy, and get constructive feedback from University partners about how to make the event more successful. Members from the Committee will reach out to organizations to discuss important details (i.e. turning off water sprinklers, getting insurance certificates from vendors, approvals from Union on food trucks) and prepare groups for the Committee meeting.

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3.4.3   Speakers/First Amendment Assistance

Student organizations are encouraged to host speakers and events that pertain to the mission of the group and its interests. The University of Arizona works to support students’ First Amendment rights of assembly and speech and has a team of staff who have been trained to work with groups to help ensure that the First Amendment rights of speakers, guests, and protesters are all respected and protected. More information about the University of Arizona’s First Amendment guidelines, policies, and monitoring is available at https://deanofstudents.arizona.edu/first-amendment.

If your organization wants to bring a speaker or lecture series to campus that may garner great interest from the campus community or bring attention from media outlets, several factors should be considered. The organization must coordinate with the Dean of Students Office to help ensure that the First Amendment rights of all students, staff, and faculty are protected and respected.  For example, some speakers/lecturers may require additional security from the University of Arizona Police Department, or the anticipated audience may be larger than the venue can handle. If an event takes place in the Student Union Memorial Center, staff in the facility can help with crowd management and audio/visual issues. In addition, issues around publicity and media requests can be mitigated through the University’s Media Relations team.

A successful speaker event can only be facilitated with prior planning and early communication. If your group is bringing a lecturer on campus that may garner media interest, possible protest, or security concerns, contact the Assistant Dean of Students for Student Governance and Programs at 520-621-2782 as soon as your group starts planning for the event.

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3.4.4   Date Auctions

“Date” auctions involve the process of “bidding” on a human being for the services or the ability to spend time with a certain person. This process devalues a human being to the level of merchandise and involves a comparison of the relative “value” of each person being auctioned.  Date auctions and any similar conduct or event is prohibited.

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3.5  University Branding Standards and Branded Items

For information about branding your student organization and ordering/using branded items, please visit the Marketing and Brand Management’s website for student organizations at https://brand.arizona.edu/student-clubs.

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3.6  Student Union Benefits for Organizations

The Student Union Memorial Center (SUMC) and ASUA have negotiated certain benefits specifically for ASUA-recognized student organizations. These benefits are subject to change.  

Benefits afforded to ASUA-recognized organizations include:

·      Access to the following SUMC rooms for meetings.  An organization can use an SUMC room two different per week for no more than two hours at a time. Student organizations are still responsible for any audio/visual equipment charges.

  • o   Agave
  • o   Cholla
  • o   Copper
  • o   Madera
  • o   Mesquite
  • o   Ocotillo
  • o   Picacho
  • o   Pima
  • o   Presidio
  • o   San Pedro
  • o   Santa Cruz
  • o   Tubac     

Access to one large SUMC room (Kiva, Savino, Ventana, Sonora) once per semester for special events, depending on availability;

·      Discount on Fast Copy and Fast Design

·      Discounts on catered meals from the following dining locations:

  • o   Chick-fil-A
  • o   Einstein Bros. Bagels
  • o   Highland Market Catering Menu
  • o   On Deck Deli
  • o   Papa John’s Pizza
  • o   RoadRunner Mobile Kitchen
  • o   The Scoop

·      ASUA-recognized organizations will be invited to an annual presentation on catering options, discounts, and payment policies.

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3.6.1   Student Union Memorial Center Payment Policy

The below policy relates to ASUA-recognized student organizations and payment of any charges incurred for hosting an event (i.e., room charges, A/V charges, catering orders) within the SUMC.

·      ASUA will share a list of recognized student organizations with SUMC to ensure clubs are being given the appropriate discounts and payment plans.

·      ASUA-recognized student organizations who do not receive funding through Appropriations or Senate will pay a $50 non-refundable deposit when a contract for services is signed. The remaining balance is due ten (10) days after the event.

·      ASUA-recognized student organizations who receive funding through Appropriations or Senate will not have to pay any deposits. ASUA will work with the SUMC to remit payment for the group.

·      All ASUA-recognized student groups MUST be current with all payments in order to continue receiving free or discounted rooms and services. Recognized clubs will not be allowed to make future reservations until all balances are paid in full.

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3.7  Dean’s Excuses

Recognized 0rganizations may request Dean’s Excuses if organization members are going to be absent due to official activities of the organization.   Eligibility for and issuance of Dean’s Excuses are governed by University Policy.   Please visit https://deanofstudents.arizona.edu/forms and http://policy.arizona.edu/employmenthuman-resources/attendance for more information on the policies and procedures for requesting Dean’s Excuses.

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3.8  International Travel

ASUA-recognized student organizations who travel outside the United States and its territories must register their travel with UA Global prior to their departure, regardless of whether the trip is being funded by ASUA.

Students traveling abroad will visit https://travel.arizona.edu and click on “International Travel Registry” to complete the process.

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4. Funding for Organizations

4.1   Tax Information

4.1.1   Tax Identification Number (TIN) or Employee Identification Number (EIN)

In order to open a checking account at a bank, your student organization will need an EIN/TIN In order to apply for an EIN/TIN, the organization will need to complete an application that is available on the IRS website at https://www.irs.gov/charities-non-profits/employer-identification-number.

Student organizations cannot use the University’s EIN/TIN.

When applying for an EIN/EIN, an individual associated with the organization (i.e., the President or Treasurer) will need to provide personal information, including a Social Security Number.  When transitioning between officers, it is recommended that the executor of the TIN/EIN be switched as well.  This will protect the outgoing officer and ensure that his/her name is not associated with the account after leaving office.  

Information about applying for an EIN is available at  https://www.irs.gov/pub/irs-pdf/iss4.pdf.

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4.1.2   Tax-Exempt Status

IMPORTANT!  Recognized student organizations DO NOT have 501 (c) 3 non-profit status unless the organization has been recognized as a 501 (c) 3 with the Internal Revenue Service. Student organizations are responsible for complying with all applicable tax laws, regulations, and obligations.

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4.2  Bank Letters

Bank letters are required for banks to open accounts or change co-signers for student organizations. These letters state that your groups is officially recognized by the University of Arizona. You can request a bank letter online at www.asuatoday.arizona.edu/bank-letter. Please note it may take up to 14-21 days to process the letter.

Clubs shall not open any banking accounts under the University name, including without limitation any of the variants listed below:
· The University of Arizona
· University of Arizona
· U of AZ
· UofA
· UOA
· UArizona
· Board of Regents, University of Arizona (or any similar variants)
· Or contain “The University of Arizona” in the bank account name.

Organization advisors are prohibited from being signatories on or for organization bank or other financial accounts.

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4.3     Applying for Appropriations

Recognized student organizations may apply for ASUA Club funds through the ASUA Appropriations Board. Funding for organizations is provided through the Student Services Fee. Club Advocates in the Club Resource Center are available to help organizations apply for funds. For more information regarding the Appropriations Board , please see https://asuatoday.arizona.edu/clubs/club-funding/appropriations-board    

4.3.1   The Appropriations Process

·      Funding is based on availability on a first come, first served basis. Funding is never guaranteed.

·      Recognized Organizations can apply for General Funding (covering merchandise, equipment, marketing materials, room rental costs, etc.) and Travel Funding (motor pool, plane tickets, hotel, etc.).

·      Applications are available at https://asuatoday.arizona.edu/clubs/club-funding/general-travel-funding

·      Applications are due every Thursday at 2:00pm to be considered by the Appropriations Board.

·      Applications must be presented to the Appropriations Board meeting at least 3 WEEKS OR MORE before the event.

·      Applications not heard 3 weeks or more before the event will not be seen by the Appropriations Board.

·      During the Board meeting, at least one member of the group applying for funding MUST be present to discuss their proposal and answer questions from Board members.

·      Incomplete applications will not be seen by the Appropriations Board.

·      Funds allocated by the Appropriations Board are not officially ready for disbursement until the ASUA Senate confirms the Board’s decision on the Wednesday following the Appropriations Board meeting.

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4.3.2   General Appropriations Rules

·      Clubs and organizations MUST be recognized by ASUA.

·      Appropriations Board members can either approve, amend, or deny funding in accordance with ASUA Bylaws and applicable University policies.

·      No more than 30% of the event/travel budget can come from University departments, Colleges, or other institutional sources.

·      Clubs who charge more than $750 in dues/membership fees are ineligible to apply for Appropriations funding.

·      A maximum of $5000 can be allocated per club per academic year.

·      Appropriations will NOT fund:

  • o   Food
  • o   Gas/fuel
  • o   Alcohol
  • o   Awards/Trophies
  • o   Speaker/presenter fees
  • o   Honorariums
  • o   items for personal use

·      Applications for funds related to an event may be denied if the Organization does not demonstrate in its application that the event will be accessible to all students consistent with the following ASUA Statement on Disability Accommodation:

o   Per the ASUA Senate Resolution on the Commitment and Support to Accessibility for Students with Disabilities, all student organizations that are funded through ASUA are required to submit a statement outlining the ways in which they will work to make their event, program, or student engagement experience accessible. Resources and steps to consider can be found at:
http://drc.arizona.edu/sites/drc.arizona.edu/files/documents/2018_DRC_EventAccess_PrintReady_FINAL%20%28Accessible%29.pdf.

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4.3.3.  Receiving Your Reimbursement from Appropriations

After your event or travel is completed, it is important that you bring ALL your receipts and funding approval sheet to ASUA in order to process a reimbursement. You will be reimbursed up to the amount determined by the Appropriations Board. If you do not submit your receipts within 14 days after your event or travel, you forfeit your reimbursement. Reimbursement requests for each academic year are due by June 14. No reimbursements will be processed after that date.

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4.4     Other Sources of Funding

4.4.1   Percentage Night

Many businesses around the University will allow your organization to participate in a percentage night. These events are often a good way for your organization to raise money for the club. Do note that clubs and organizations are not 501(c)(3) organizations under the University of Arizona Tax ID number.

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4.4.2   Spring Fling

Every fall, Spring Fling recruits clubs to host/staff food and game booths as a fundraiser for their organizations. Applications are competitive. Make sure your club is on our asua_clubs@list.arizona.edu list serve to stay up to date when applications are available. To join, go to list.arizona.edu, log in, and search for asua_clubs.

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5. University Policies and Resources

All student organizations (including recognized organizations), their members, and their guests are expected to comply with all University policies, statements, and guidelines at all times.  The following is a list of select policies that are applicable to student organizations.  

5.1 University Policies

5.1.1   Alcohol Policy and Regulations

The University of Arizona recognizes that the use of alcoholic beverages by those of legal age is a matter of personal choice. The University requires that those who choose to drink on University property abide by state law and University policies and regulations, and expects that such individuals will conduct themselves responsibly, mindful of the rights of others.

The University’s complete  Alcohol Policy and Regulations, as well as the most up-to-date information regarding our alcohol policy, is available at: http://policy.arizona.edu/ethics-and-conduct/alcohol-policy-and-regulations.

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5.1.2   Americans with Disabilities Act (ADA) Statement

Available at https://drc.arizona.edu/about/ada504-compliance

In accordance with the Americans with Disabilities Act (ADA) and the Rehabilitation Act of 1973, Section 504, no qualified person will be denied access to, participation in, or the benefits of, any program or activity operated by the University because of disability. The University will not discriminate against qualified individuals with disabilities in employment practices and activities, including, but not limited to, application procedures, hiring, tenure, promotion, advancement, termination, training, compensation and benefits. The University will not discriminate against a qualified individual because of the known disability of another individual with whom the qualified individual is known to have a relationship or association.

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5.1.3   Business Practices Policy

The purpose of the University’s Business Practices Guidelines is to: 

1.         Express the University's intentions and guide its departments/units in the conduct of business with both University constituencies and the general public;

2.         Facilitate compliance with applicable federal and state laws and Arizona Board of Regents policies regarding competition with private enterprise; and

3.         Provide additional clarification and guidance within a framework in which business practices decisions are made by University managers at all levels.

The University’s complete Business Practice Guidelines, as well as the most up-to-date information regarding the Business Practices Guidelines Policy is available at: http://policy.arizona.edu/business-and-finance/business-practices-guidelines.

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5.1.4   Residential Organization Housing Policy

The University of Arizona is empowered, and has historically exercised its power, to determine which student organizations can operate as officially recognized student organizations, including Residential Organizations.  Residential Organizations are defined as recognized student organizations which own, control, or otherwise operate any real property, whether on campus or off campus, that provides overnight housing accommodations to its members while enrolled in and attending the University.   The University’s complete Housing Policy and information regarding other policies that Residential Organizations must comply with are available at: http://greek.arizona.edu/housing-policy.

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5.1.5   Hazing Policy

The University of Arizona seeks to promote a safe environment where students may participate in activities and organizations without compromising their health, safety, or welfare. It is therefore the University's policy that hazing is prohibited. The impact of hazing activities can result in irrevocable harm to their victims, victims' families, and the University community.

"Hazing" means any intentional, knowing, or reckless act committed by a student, whether individually or in concert with other persons, against another student, and in which both of the following apply:

  1. The act was committed in connection with an initiation into, an affiliation with, or the maintenance of membership in any organization that is affiliated with the University; and
  2. The act contributes to a substantial risk of potential physical injury, mental harm, or degradation; or causes physical injury, mental harm, or personal degradation.

The University’s Hazing Policy and the most up-to-date information regarding the policy is available at:

http://policy.arizona.edu/education-and-student-affairs/university-arizona-hazing-policy.

NOTE: To report a hazing incident or to ask questions regarding the policy call 626-HAZE (4293).

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5.1.6   Non-Discrimination and Affirmative Action Statement

Available at https://equity.arizona.edu/information/statements

The University of Arizona is an equal opportunity, affirmative action institution. The University does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or genetic information in its programs and activities. The following persons have been designated to handle inquiries regarding the nondiscrimination policies:

Title IX Coordinator

Mary Beth Tucker
Old Main
1200 E. University Blvd.
P.O. Box 210021
Tucson Arizona 85721-0021
Phone 520-621-9438

titleix@email.arizona.edu

ADA/504 Compliance Officer

Amanda Kraus 
El Portal
501 N. Highland Ave. 
P.O. Box 210182
Tucson Arizona 85721-0182
Phone 520-621-3268

akraus@email.arizona.edu

Anyone who believes that they have experienced sexual harassment or discrimination should call the Office of Institutional Equity (OIE). They will be transferred to an individual with expertise in these areas for advice on handling the situation and information on filing a complaint.

Office of Institutional Equity
The University of Arizona
University Services Building, Room 113
P.O. Box 210158
Tucson Arizona 85721-0158
Phone 520-621-9449

equity@email.arizona.edu

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5.1.7   Non-Discrimination and Anti-Harassment Policy

Available at http://policy.arizona.edu/human-resources/nondiscrimination-and-anti-harassment-policy

The University of Arizona is committed to creating and maintaining an environment free of discrimination. In support of this commitment, the University prohibits discrimination, including harassment and retaliation, based on a protected classification, including race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or genetic information. The University encourages anyone who believes he or she has been the subject of discrimination to report the matter immediately as described in the section below, “Reporting Discrimination, Harassment, or Retaliation.” All members of the University community are responsible for participating in creating a campus environment free from all forms of prohibited discrimination and for cooperating with University officials who investigate allegations of policy violations.

Reporting Discrimination, Harassment, or Retaliation 

Reporting Complaints to University Offices

An individual who believes that he or she has been subjected to discrimination, harassment, or retaliation in violation of this policy should report the matter immediately as set forth below to obtain information about resolving concerns, including complaint-filing options and procedures, and to enable the University to take prompt remedial action. If the alleged policy violator is a University student, the individual who has been the subject of discrimination, harassment, or retaliation in violation of this policy should contact:

Dean of Students
Dean of Students Office
Robert L Nugent Building
1212 E. University Blvd
PO Box 210040
Tucson, AZ 85721-0040
(520) 621-7057

dos-deanofstudents@email.arizona.edu

For all other instances, the recipient of the alleged conduct should contact:

Director for Equity Compliance
Office of Institutional Equity
University Services Building, Room 113
P.O. Box 21058
Tucson, AZ 85721-0158
(520) 621-9449

equity@email.arizona.edu

If the alleged policy violator is employed by the Dean of Students Office or the Office of Institutional Equity, then the individual who has been the subject of discrimination, harassment, or retaliation in violation of this policy may contact the Vice President of Equity, Inclusion.

Good Faith Allegations

Because of the nature of discrimination, harassment, or retaliation complaints, allegations often cannot be substantiated by direct evidence other than the complaining individual’s own statement. Lack of corroborating evidence should not discourage individuals from seeking relief under this policy. No adverse action will be taken against an individual who makes a good faith allegation of discrimination, harassment, or retaliation under this policy, even if an investigation fails to substantiate the allegation. However, individuals who make dishonest statements or make statements with willful disregard for the truth during an investigation or enforcement procedure under this policy may be subject to disciplinary action in accordance with existing University policies.

Anonymous Inquiries and Complaints

Members of the University community may contact the Office of Institutional Equity or the Dean of Students Office at any time to ask questions about discrimination, harassment, retaliation, or complaint-filing procedures and may provide information without disclosing their names. This provision does not relieve managers, supervisors, instructors, or advisors of their responsibility to promptly report under this policy.

Reporting Complaints to Outside Agencies

University employees and students have the right to file discrimination, harassment, and/or retaliation complaints with outside agencies as well as with the University’s Office of Institutional Equity or the Dean of Students Office. If an individual files a complaint with an external agency, the filing will not affect the University’s investigation concerning the same or similar events.

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5.1.8   Campus Use Policy

The campus grounds and properties of the University are devoted to and maintained for the sovereign function of providing higher education to the people and are not places of unrestricted public access.

The University is committed to protecting the free speech rights of students, faculty, staff, and invited guests. The purpose of the University’s Policy and Regulations Governing the Use of the Campus is to respect the Campus Community’s rights to free speech and expressive activity within public and designated public forums, while preserving public health, safety, and welfare; the normal business uses of the campus; and the rights of others to legitimately use and enjoy the campus.

The University’s complete Policy and Regulations Governing the Use of the Campus and the most up-to-date information regarding the Policy and Regulations Governing the Use of the Campus are available at:
http://policy.arizona.edu/ethics-and-conduct/policy-and-regulations-governing-use-campus

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5.1.9   Product Licensing and Trademark Usage Policy

The Arizona Board of Regents on behalf of the University of Arizona has registered or otherwise protected through common law the "Trademarks" of the University. The University has delegated the responsibility for maintaining, managing, and licensing of all "Products" that bear University Trademarks to the Trademarks & Licensing Office in University Marketing & Brand Management, regardless of the manner of distribution.  The University’s complete Product Licensing and Trademark Usage policy and the most up-to-date information regarding the policy are available at: http://policy.arizona.edu/university-relations/product-licensing-and-trademark-usage.

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5.1.10 Risk and Liability Policy

The wide variety of interests and activities represented by recognized student organizations and student government at the University of Arizona have an equally wide array of potential risks and liabilities associated with them. As a condition of recognition by the Associated Students of the University of Arizona (ASUA), all student organizations are required to conduct their activities in a manner that maximizes safety and health and minimizes the risk of accidents, injuries, illnesses, or other losses.

For most routine organization activities, such as regular meetings or social gatherings, members are solely responsible for their own actions and any loss, damage, or other liability incurred as a result of those actions.

For certain actions or activities, an organization and/or its members may be provided liability protection by the State of Arizona Risk Management Program (A.R.S. § 41-621) on an excess basis, provided the following conditions are satisfied:

·       All individuals to be covered by this program must be recognized by ASUA as authorized volunteers performing a specific task or service on behalf of the UA.

·       Liability coverage is for official business only. Accordingly, the volunteer activity must further the goals of the UA and must be conducted under the direction and authorization of a responsible University official acting in an official capacity, and not as a private individual.

·       Job and/or activity descriptions for volunteers must be submitted in writing to ASUA for review and filing. ASUA and UA Risk Management will determine if the proposed activity meets the volunteer coverage criteria described above. The final determination of coverage rests with the Arizona Department of Administration, Risk Management Section.

·       This liability protection is valid only to the extent that the volunteer’s actions are within the course and scope of the authorized volunteer activity and only while performing the activity.

·       In the event that individual liability is incurred as a result of activities outside the course and scope of authorized volunteer service, the University of Arizona and the State of Arizona are prohibited by statute from accepting any portion of that liability. All responsibility for damages rests solely with the responsible individual.

·       Any student organization that is affiliated with a national organization should determine if   the national organization’s liability insurance policy can be extended for official events or activities of the organization. It is fairly commonplace for national parent organizations to extend liability coverage to the official activities of individual chapters.

·       If a student organization is required to provide proof of liability insurance coverage when leasing or using any UA facility, a temporary insurance policy can be purchased through the UA’s TULIP program (https://tulip.ajgrms.com/).

Please contact Steve Holland or Miguel Delgado @ 520.621.1790 if you need assistance or have questions.

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5.2  ASUA Statements

All student organizations, their members, and their guests are expected to comply with all ASUA policies, statements, and guidelines, including but not limited to the following, at all times. 

5.2.1   ASUA Senate Statement on Disability Accommodation

Per the ASUA Senate Resolution on the Commitment and Support to Accessibility for Students with Disabilities, all student organizations that are funded through ASUA are required to submit a statement outlining the ways in which they will work to make their event, program, or student engagement experience accessible. Resources and steps to consider can be found at: https://drc.arizona.edu/sites/drc.arizona.edu/files/documents/2018_DRC_EventAccess_PrintReady_FINAL%20(Accessible).pdf.

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5.2.2   Financial Responsibility Policy

Recognized student organizations shall identify a member or members who are financially responsible for payment in full of all debts accumulated by the organization not covered by funds on deposit. Debts to the University may result in responsible parties being encumbered, in addition to other potential individual or organizational sanctions.

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5.2.3   Good Neighbor Policy

All recognized student organizations are expected to cooperate with the University in building and maintaining positive relationships with their neighbors and community (local, national, and international).

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6.  Resources for Clubs and Organizations

6.1     Contact Numbers and Websites

Office/Department

Phone

Website

Associated Students of the University of Arizona

621-2782

http://asua.arizona.edu

African American Student Affairs

621-3419

https://aasa.arizona.edu/

Arizona Daily Wildcat

621-3551

http://wildcat.arizona.edu

Asian Pacific American Student Affairs

621-3481

https://apasa.arizona.edu

Club Sports Office

621-8708

https://rec.arizona.edu/sports/club-sports

Campus Recreation

621-8702

https://rec.arizona.edu

Common Ground Alliance

626-1258

https://commonground.arizona.edu/

 

Dean of Students Office

621-7057

http://deanofstudents.arizona.edu

Disability Cultural Center

621-3268

https://drc.arizona.edu/students/disability-cultural-center

Disability Resource Center

621-3268

https://drc.arizona.edu

Event Planning Office (Student Unions Room Reservations)

621-1414

http://www.union.arizona.edu/rooms/reserving.php

Fast Copy

621-5306

http://www.union.arizona.edu/fastcopy/

Fast Design

621-5306

http://www.union.arizona.edu/fastcopy/

Fostering Success

626-5710

https://fosteringsuccess.arizona.edu

Fraternity/Sorority Programs

621-8046

https://greek.arizona.edu

Global Experiential Learning

626-1258

https://gel.arizona.edu

Guerrero Student Center

621-5627

https://chsa.arizona.edu

Hazing Hotline

626-HAZE

https://greek.arizona.edu/hazing-policy-and-prevention

Hillel Foundation

624-6561

https://uahillel.org

Immigrant Student Resource Center

626-2300

https://immigrant.arizona.edu

International Student Services

621-4627

https://global.arizona.edu/international-students

LGTBQ Affairs

621-7585

https://lgbtq.arizona.edu

Mall Scheduling

626-2630

http://www.union.arizona.edu/mall/

Native American Student Affairs

621-3835

https://nasa.arizona.edu

Office of Institutional Equity

621-9449

https://equity.arizona.edu

Parking & Transportation Services

626-7275

http://parking.arizona.edu

Residence Life

621-6501

https://housing.arizona.edu

Risk Management & Safety

621-1790

http://risk.arizona.edu

Room & Course Scheduling

621-3313

https://registrar.arizona.edu/room-scheduling/scheduling-polices-and-procedures?audience=students&cat1=12&cat2=321

Title IX

621-9438

https://titleix.arizona.edu

Trademarks and Licensing

621-3547

http://brand.arizona.edu

UA Police Department

621-8273

http://uapd.arizona.edu

Veteran and Transition Services

626-8380

http://vets.arizona.edu/

Women and Gender Resource Center

621-4498

https://wgrc.arizona.edu

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6.2 E-Mail Listservs

Student organizations are able to create and maintain e-mail lists (listservs). If you would like to create an e-mail list for your organization, please have your advisor use the link below to create one on behalf of your club. For more information on how to create a listserv, visit https://it.arizona.edu/service/email-lists-sympa

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6.3 Motor Pool Reservations

ASUA-recognized student organizations may request to use vehicles from Motor Pool. Any student wanting to drive a University-owned vehicle must complete the Defensive Driving Course online at https://risk.arizona.edu/training/defensive-driving before reserving the vehicle.

Student groups can complete the Motor Pool Request Form at https://asuatoday.arizona.edu/motorpool/. For fees associated with renting a vehicle, visit https://www.fm.arizona.edu/#/department/7.

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6.4 Risk and Liability Waiver

If your organization is involved or participates in any activity or event where injury may occur, the Organization should notify Risk Management of the activity or event and consider having participants (regardless of whether they are members of the Organization or not) complete an Assumption of Risk and Release Agreement before participating in the activity. More information regarding the Assumption of the Risk and Release Agreement is available from Risk Management.

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6.5  Housing and Residence Life Resources

Recognized Organizations may be able to advertise their clubs, events, and activities in coordination with Housing and Residential Life.  Housing and Residence Life facilitates student outreach through posters, social media posts, emails, and digital signage.  Any advertising must comply with Housing and Resident Life policies.   These policies, and the most up-to-date information regarding advertising in residence halls/dorms is available at: https://housing.arizona.edu/advertising.

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6.6 Room and Course Scheduling

Student organizations that are recognized by ASUA have the opportunity to reserve Centrally Scheduled Rooms on campus through Room and Course Scheduling (RCS). In order to reserve a Centrally Scheduled Room for an event, a club must have the current President and Treasurer information included on the ASUA Approved Clubs list, which is updated with RCS weekly. For more information on how to reserve a classroom, visit https://registrar.arizona.edu/room-scheduling/scheduling-polices-and-procedures?audience=students&cat1=12&cat2=321

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6.7   Campus Recreation Rentals

Campus Recreation has many facilities that are available for use by both University and community members when available. The purpose and usage of the facility must be complementary to the mission of the University. For up to date information on reserving space through Campus Recreation, visit https://rec.arizona.edu/facilities/facility-rentals-reservations

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6.8   Student Union and Mall Scheduling Resources

Student Union Memorial Center Room Reservation

Per the working agreement between Arizona Student Unions and ASUA, recognized student organizations have the ability to reserve rooms for meetings and events. Student organizations are responsible for any charges for rooms and services, unless funding for rental and charges has been approved by the ASUA Appropriations Board. For more information on reserving rooms in the Student Union Memorial Center and appropriate policies, visit http://www.union.arizona.edu/rooms/procedures_studentorg.php.

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6.8.1   Mall Reservations

Student organizations are able to reserve space on the UA Mall through a new set of procedures. Steps to reserve any space on the Mall are available at http://www.union.arizona.edu/mall/.

6.8.2   Student Union Dance Policy

The Student Union Memorial Center has guidelines for student organizations who want to host dances within the facility. Information on hosting dances at SUMC and required forms are available at https://union.arizona.edu/operations/policies/dances.php.

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6.8.3   Bulletin Board and Banner Policies

The Student Union Memorial Center has specific policies for posting materials on bulletin boards and hanging banners within the facility. Bulletin board posting information is available at https://union.arizona.edu/operations/policies/bulletinboards.php. Banner information is available at https://union.arizona.edu/rooms/banner_policies.php.

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