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RECOGNITION OF STUDENT ORGANIZATIONS
The following is important information for all student organizations
regarding recognition, both for new and continuing groups.
Recognition Criteria
In order to gain recognition, groups must meet the following
criteria:
- The mission of the student organization must reflect the values
and mission of John Carroll University.
- The services and activities offered by the organization must
be directly related to the organization's mission and must comply
with the policies and procedures of the Student Union, Office
of Student Activities, and those in the JCU Community Standards
Manual.
- The mission, services, and activities of the organization
should be different from any other already-existing student
organization.
- Each student organization must have an advisor who is a full-time
member of the JCU faculty, staff, or administration.
- Each student organization must have active members and a
solid leadership structure, including a president and a representative
to the Legion of Student Organizations (LSO).
Recognition Process
In order to begin a new student organization and become recognized
by the Student Union and Office of Student Activities, the following
steps should be taken:
- Obtain a Student Organization Guide, either in hard copy format
from the Office of Student Activities or a downloadable version
from www.jcu.edu/organizations.
- Complete the Notification
of Student Organization Petition form and submit to the
Office of Student Activities. Submission of this form offers
the organization several privileges as outlined in the next
section.
- Hold organizational meetings with interested students prior
to becoming fully recognized.
- Select an advisor. Advisors must be full-time members of
the JCU faculty, staff, or administration. Graduate assistants
and resident ministers are not eligible.
- Meet with the Student Organization Review Board's Coordinator
of Organization Development and Communication to form a constitution,
mission statement, and help begin the Application
for Organization Recognition. Policies and procedures governing
student organizations will also be discussed at this time.
- Complete and submit the Application for Organization Recognition
to the Student Union Vice President for Student Organizations.
This includes a mission statement, list of possible services/activities,
membership list, and constitution.
- The application will be considered and should take no longer
than a period of one (1) month to be processed. At the discretion
of the Vice President for Student Organizations, exceptions
may be made based on the level of student interest, number of
active members, etc. An organization is registered and recognized
upon the signatures of the Student Union Vice President for
Student Organizations, Student Union President, and Director
of Student Activities.
Privileges of a Petitioning Student Organization
Once an organization has submitted its Notification of Student
Organization Petition form to the Office of Student Activities,
the group has the following privileges until the group becomes
a registered and recognized student organization:
- Posting privileges, including the ability to submit items
for the daily all-student e-mail.
- Opportunity to host a table at the annual Student Involvement
Fair.
Privileges of a Registered and Recognized Student Organization
Once an organization has become registered and recognized by
the Student Union and Office of Student Activities, and renews
its recognition status annually, it has the following privileges:
- Guidance and advising with organizational operations by the
Vice President for Student Organizations, Student Organization
Review Board, and the Office of Student Activities.
- Access to a number of leadership resources, including participation
in the annual Officer Transition Weekend sponsored by the Office
of Student Activities.
- Financial accounts. One is a savings account, where dues/fundraising
money would be deposited, while the other is a LSO account,
used to house any funding awarded through the LSO allocation
process.
- Opportunity to request funding through the LSO.
- Representation and voting privileges at monthly LSO meetings.
- Reservation and use of campus facilities (including off-site
retreat facilities) and services.
- Reservation and use of the university van fleet (certified
drivers only).
- Posting privileges, including the ability to submit items
for the daily all-student e-mail.
- An organization mailbox in the Student Union office.
- A one-page listing on the University's student organizations
website (www.jcu.edu/organizations).
- Ability for a student organization website to be housed on
the University's web server.
- Opportunity for an organization e-mail account on the JCU
domain.
Maintaining Registered and Recognized Status
Once an organization is registered and recognized, it must complete
and submit annually the necessary transition paperwork, which
doubles as the obligatory renewal for recognition. This is due
by the last day of finals in the fall semester to the Office of
Student Activities. Failure to submit the paperwork by this date
will result in the expiration of privileges and an organization
status of "inactive." If officers do not transition
on a calendar year basis, this paperwork is still required to
be submitted to allow for the updating of records and renewal
of the organization's recognition status.
The Graduate Assistant in the Office of Student Activities, Vice
President for Student Organizations, and Vice President-Elect
for Student Organizations will make transition paperwork available
to all organizations each November prior to Thanksgiving break.
This paperwork includes:
- Officer
Transition Form – lists the advisor and all
officers, as well as their contact information, for the coming
year, even if officers are remaining the same and transition
at a later time
- Website
Questionnaire – gives organizations the opportunity
to update for accuracy their web page on the University's student
organizations website
- FERPA
Website Consent Form – gives JCU permission
to list the name and e-mail address of an officer on the University's
student organizations website; a student needs only to submit
one form for the duration of his/her tenure as a student
The status of student organizations that fail to submit the necessary
paperwork by the required deadline will turn to "inactive."
This means that all privileges of registered and recognized student
organizations are no longer available, including facility reservations,
posting privileges, and LSO funding. To return as a registered
and recognized student organization, the organization must submit
its transition paperwork as referenced above, an updated organization
constitution, and a letter to the Office of Student Activities
requesting reinstatement signed by both the organization's president
and advisor. The privileges of a registered and recognized student
organization should resume within one (1) week of receipt of this
information; however, there will be an automatic waiting period
of two (2) months before LSO funding can be requested.
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