Revised May STUDENT ORGANIZATION HANDBOOK The University of Alabama A Resource Manual for Student Organizations

Transcription

1 Revised May 2015 STUDENT ORGANIZATION HANDBOOK The University of Alabama A Resource Manual for Student Organizations

2 TABLE OF CONTENTS STUDENT INVOLVEMENT 3 STUDENT INVOLVEMENT OVERVIEW 3 INVOLVEMENT GENIUSES 3 ABOUT THE SOURCE BOARD OF DIRECTORS 4 STUDENT ORGANIZATION REGISTRATION 5 ORGANIZATIONAL AUTHORITY 5 BENEFITS OF BECOMING A REGISTERED STUDENT ORGANIZATION 6 REGISTRATION PROCESS & MAINTAINING STATUS 7 TYPES OF ORGANIZATIONS 11 ADVISORS ROLES AND RESPONSIBILITIES 13 ABOUT STUDENT ORGANIZATION ADVISORS & WHO CAN SERVE 13 RESOURCES AVAILABLE TO ADVISORS & RESPONSIBILITY TO THE ADVISOR 14 LEADERSHIP MANAGEMENT 16 MANAGING YOUR ORGANIZATION 16 ETHICS & UA/FEDERAL GUIDELINES 18 ETHICS & WHAT IS TITLE IX? 18 HAZING POLICY 19 AMERICANS WITH DISABILITIES ACT 20 FINANCES & ORGANIZATION FUNDRAISING 21 BANK ACCOUNTS AND FINANCE GUIDELINES 21 FUNDRAISING & SELLING 23 EVENT SMART PROGRAM & GROUNDS USE 27 PLANNING AN EVENT, REGISTERING AN EVENT, & TYPES OF EVENTS TO REGISTER 28 EVENT POLICIES & PROCEDURES 30 STUDENT ORG & OTHER EVENT RESOURCES 38 COMMUNITY SERVICE 41 ORGANIZATION LIABILITY 42 IMPORTANT CAMPUS CONTACTS 44 THE CAPSTONE CREED 45 ADDITIONAL ADVISOR RESOURCE GUIDE 46 2

3 STUDENT INVOLVEMENT The Office of Student Involvement serves the UA community in an effort to provide quality involvement and engagement opportunities to both undergraduate and graduates alike. The mission of The Office of Student Involvement is to provide opportunities for each UA student to achieve personal excellence by encouraging open exploration and engagement with the campus learning environment and by fostering individual growth and development. Our team supports just over 500 registered student organizations, a vibrant and growing out-of-state student population, the SGA Homecoming Committee, provides support and services to the LGBTQA community, as well as engages in efforts to connect first generation college students to the UA experience. Student Involvement Office 3610 Ferguson Student Union Box Monday-Friday: 8:00am-5:00pm Special Hours may apply to the Involvement Genius Desk (See Posted our website) WEBSITE: PHONE/ ; sileadership@sa.ua.edu UA student INVOLVEMENT GENIUSES Student Staff of the Office of Student Involvement are called Involvement Geniuses. Involvement Geniuses are trained to help students research and create unique involvement experiences while at UA. Whether a student is seeking a specific type of organization or has no clue, the Involvement Geniuses can help with that process. They are also available for in-class presentations and workshops about UA Involvement. If you are interested in booking an Involvement Genius for your next class lecture or organization meeting, contact our office at Come visit them on the 3 rd floor of the Ferguson Student Union! 3

4 ABOUT THE SOURCE BOARD OF DIRECTORS The SOURCE Board of Directors (SOURCE Board) is the governing board for all Student Organizations. The SOURCE Board consists of a total of 8 Directors/Assistant Directors who are selected through an interview and appointment process. They each oversee parts of the five functional areas of the SOURCE Board: Organizational Leadership, Organizational Outreach, Creative Consults, Communications, and Partnership Development & Finance. The SOURCE Board also works collaboratively with the Student Government Association to allocate available funds to registered student organizations through the Financial Affairs Committee (FAC). The SOURCE Board is dedicated to three core principles, their ABCs: they advocate for effective policies, open dialogue, and genuine engagement on behalf of student organizations; they build a strong community of student organizations by developing dynamic leaders, providing practical and accessible resources and facilitating widespread and relevant communication; finally, they connect students to involvement opportunities and foster collaboration among student organizations. As the provider of resources, support, and recognition for student organizations on the campus of the University of Alabama, The SOURCE has the following main duties: Ø connecting students with relevant organizations Ø providing up-to-date reporting on # of registered student organizations and their status Ø providing leadership training and practical resources to support all aspects of organizational development Ø instructing officers and advisors on financial policies Ø assisting in the oversight of mysource, the online organizational management portal Ø hosting various events to highlight involvement opportunities Ø facilitating collaboration among all student organizations The SOURCE Board holds weekly executive meetings and an organization town hall session at least once a semester. Student Organizations seeking to connect with SOURCE Board Directors for services and resources should visit the SOURCE website for more details. SOURCE Board Office 3600 Ferguson Student Union Box Monday-Friday: See Specific Office Hours for Directors at the source website WEBSITE: PHONE/ ; sourcecommunications@bama.ua.edu 4

5 STUDENT ORGANIZATION REGISTRATION Organizational Authority 1. The authority to register and approve/renew student organizations is an administrative function of The University of Alabama. The Office of Student Involvement serves as the official reviewer and registrant of student organizations and maintains current information on each registered student organization, its officers or authorized representatives, as well as its current full-time faculty/staff advisor, and the purpose/mission of the organization. 2. It is the policy of The University of Alabama that registered student organizations shall be in full compliance with all federal and state nondiscrimination and equal opportunity laws, order, and regulations. Student Organizations registered with UA will not practice discrimination against a member or prospective member on the basis of race, religion, sex, disability, national origin, color, age disability, gender identity or expression, sexual identity, or veteran status except in cases of designated fraternal organizations exempted by federal law from Title IX regulations concerning discrimination on the basis of sex. *NOTE: Religious student groups will not be denied registration solely because they limit membership or leadership positions to students who share the same religious beliefs. 3. Registered student organizations are private, voluntary associations and are not official components of The University of Alabama. Registration allows student organizations to enjoy basic privileges granted by the institution when the organization meets minimum standards for registered status. Registration does not imply University approval of the organization or the activities of the group; and The University of Alabama and the Office of Student Involvement in no way accept liability for the actions of registered student groups. 4. The responsibility for establishing and enforcing policy concerning student organizations, including the requirement that they function in accordance with their constitutions, is vested with The Office of Student Involvement. All student organizations are subject to the rules and regulations governing The University of Alabama, the UA Student Code of Conduct, and The Capstone Creed. We recommend that all student leaders and members become familiar with these documents. The Official Constitution that governs an organization at UA is the one that has been most recently submitted by the appropriate organization personel, filed, and then approved by The Office of Student Involvement. 5. Although you are not an official component of The University of Alabama, as a registered student organization your actions are a reflection of the character and reputation of UA. We expect the organization and its members to understand and adhere to UA policies and procedures, as well as the standards of the UA Capstone Creed. Feel free to consult with the Office of Student Involvement (SI) staff for clarification, guidance, and advice at any time. 6. Any student wanting information regarding an established and registered student organization at The University of Alabama can readily find that information by contacting The Office of Student Involvement or by visiting a listing, which is available through mysource, our UA organization management portal. 5

6 Benefits of Becoming a Registered Student Organization Student organizations provide opportunities for co-curricular engagement that promote learning opportunities that occur both inside and outside the classroom. There are many benefits to becoming a registered student organization. Organizations that meet our criteria for organized function on campus should submit an application for recognition. Below are the many opportunities and services registered organizations may take advantage of at The University of Alabama: Ø Use of University facilities including Ferguson Student Union meeting rooms (free of charge or at a discounted rate) Ø Obtain a web presence through the mysource organization management portal, which also serves as a historical documentation vehicle for organization history Ø The ability to receive sponsorship of on-campus events, to sponsor on-campus event, facilitate on-campus solicitation, and fundraising activities Ø Organization mail services (through SI), as well as the UA Student Mail Center (fees may apply) Ø Eligibility to apply to the Financial Affairs Committee (FAC) in accordance with University procedures and regulations Ø Limited computer privileges and access to tech equipment rentals free of charge Ø Eligibility to obtain a student organization or OIT. Forms can be found in the Office of Student Involvement Ø Opportunity to participate in fall/spring Get On Board Day experiences or other programs/experiences hosted by The SOURCE or the Office of Student Involvement Ø Inclusion in the most up-to-date Student Organization Directory and in SI publications Ø Access to consultation with the Office of Student Involvement professional staff on organizational issues (i.e., conflict resolution, retreats, officer transition, etc.) Ø Free advertising of programs/activities in the Ferguson Center and in locations where applicable on campus (chalking, bulletin boards, etc.) Ø Opportunity for recognition through the SAL Awards Banquet Ø Access to grant opportunities through the SOURCE Collaborative Grant, the UP RFP process, or the Bama Dining Food Grant program Ø Access to supplies such as free copies, Pepsi products, and access to reserve the SOURCE space free of charge for use during meetings/programs Ø Eligibility to apply to our premier SOURCE Annex Office spaces Ø There are many rewards to working with the Office of Student Involvement as a registered organization. The resources and services provided by our office are often useful to groups and help them sustain membership and longevity on the UA Campus. Plus, being registered means that your group will have a team of professional staff members and student involvement geniuses promoting you all year long! All student organizations must renew registration every year. Reminders will be sent via during the registration cycle. 6

7 Registration Process & Maintaining Status 1. Registering a New Organization a. New Organizations may register April 1 August 25 (Open Enrollment Timeframe) or the last Friday of each month in September, October, and the 2 nd Friday in the Spring semester (January, February). b. No student organization should have the same or too similarly related name/mission/purpose of a currently existing student organization; If an organization existed at one time or another and has been defunct, then interested individuals may be asked to reactivate the group rather than create a new organization or the group will be asked to re-clarify their mission and provide proof of their delineation from an already existing group. c. Must successfully recruit and add at least 10 members including a President, Vice- President, and Treasurer, as well as secure a regular full-time faculty/staff member as official advisor d. Must successfully submit a New Organization Registration via mysource to include a constitution and other required fields (Information about the New Organization Registration can be downloaded HERE) e. Attend a New Organization Workshop in the 1 st month, submit Sustainability Goals, and Schedule a Provisional Clearance Meeting with an SI staff member at the conclusion of a 1-month provisional time period. f. The appropriate SI staff will review a New Organization Registration form that is submitted through mysource. If the application is approved, the group will become a student organization with Provisional Status for a period of one month. At the end of the one-month, the organization will be either approved for registered student organization status or will remain on provisional status. If the group s application is submitted and is not approved, they will be advised regarding issues and potential ways to resolve the matter. After a repeat of provisional status for 3 months without progress, a group s application for organization status will be terminated. 2. Renewing an Existing Student Organization Annually a. Registered student organizations must renew their organizations annually with the Office of Student Involvement through the mysource organization management portal. b. The annual registration process is available during the Fall Window (March 15 th October 15 th ) or during the Spring Window (November 15 th February 15 th ) and must be completed during that window each academic year. The window that the organization chooses is based on their organizational trends and standard elections timeframe/procedures. c. All organizations that have not completed the renewal process for the coming academic year by the priority deadline (see SOURCE website for details) provided in the organization s given window will become frozen (removed from the online directory). Any group that does not complete the process by the final deadline will be deactivated. d. Organizations that were already in existence, but have been deactivated can regain active status at any time during the academic year prior to the final new org 7

8 deadline in February. Any organization requesting active status after the Feb. date will be considered for renewal for the following academic year. e. Only a member of the organization designated as president, advisor, or administrator will have access to complete the renewal process online in mysource. f. To renew the organization online via mysource, instructions can be found at under the Renew Org tab at the top. All rules for organization creation apply and an updated constitution must be submitted yearly. 3. Conditions for Maintaining Registration and Good Standing a. Registered student organizations are responsible for updating your student organization information via the SOURCE after election or appointment of new officers, or when changes occur in the organizational officers or advisors, mailing addresses, and phone numbers. Changes to constitutional documents should also be reported at all times. Details on the reporting process for change of officers and change of constitution can be found at b. Registered student organizations must notify the Student Involvement Office when changes occur in the general status of the organization (inactive, defunct, name change, etc.). c. To maintain registered status at The University of Alabama, student organizations affiliated/associated with a national/international organization or designated as chapters of national/inter-national organizations must retain official recognition by the national/international association. d. If the organization allows membership to include non-university of Alabama students, at least 50% plus one (1) of the total membership must remain currently enrolled University of Alabama students, and they must have full privileges as members. e. All student organizations shall conduct affairs in a lawful manner and in accordance with the constitution and by-laws which were submitted electronically via The SOURCE to the Student Involvement Office, and with all applicable to The University of Alabama policies and regulations, city ordinances, and state statutes and federal law. 4. Organization Membership Requirements a. The following guidelines for membership in non-fraternal student organizations are located in the Student Handbook. Please make officers and members aware of these guidelines: i. Membership in registered student organizations shall be open to all students of The University of Alabama, without regard to race, religion, sex, disability, national origin, color, age disability, gender identity or expression, sexual identity, or veteran status except in cases of designated fraternal organizations exempted by federal law from Title IX regulations concerning discrimination on the basis of sex. *NOTE: Religious student groups will not be denied registration solely because they limit membership or leadership positions to students who share the same religious beliefs. ii. Registered student organizations must inform the University community of organizational membership criteria and selection processes, including membership application deadlines (found in registration process). 8

9 Organizations should attempt outreach efforts to groups that are typically under-represented in student organizations. iii. If there is a selection criterion, it must be relevant to the goals and objectives of the organization. Organizations with selection criteria adversely impacting a particular segment of the university community must eliminate that criteria or demonstrate adequately the relationship between selection criteria and organizational goals and objectives. iv. The Office of Student Involvement reserves the right to work with registered student organizations to enhance inclusiveness and to determine alternatives to arbitrary criterion that may limit membership or that encourages irrelevant exclusivity. 5. Constitution Guidelines a. All registered student organizations are required to have a constitution that meets the University s requirements and that is kept on file with The Office of Student Involvement. A constitution is a document that establishes the broad structure and fundamental principles that govern the organization. This document should be straightforward and difficult to amend. b. During each annual cycle, student organizations will be required to submit the most up-to-date version of the constitution. For details regarding this process, see the Constitution Guidelines for your current year. c. Anytime during the year that the constitution changes, a Change of Constitution Form should be submitted to the Office of Student Involvement via mysource. The only official constitution governing the organization is the one that has been most recently filed by the appropriate personnel and approved by the SI office. 6. Officer Eligibility a. The primary officers of a registered student organization (president, vice-president, secretary, treasurer, or the equivalent) must be currently enrolled students at The University of Alabama. b. Officers of student organizations must be in good disciplinary standing and must maintain a minimum cumulative 2.00 GPA to hold office for undergraduates and 3.00 GPA for graduate students to hold office. The responsibility of verification rests ultimately with the organization and organization advisor(s). 7. Student Organization Removal/Withdrawal/Dissolution a. No student organization will be officially registered with The University of Alabama if the Student Involvement Office determines that the organizational activities are detrimental to the academic and/or educational missions of the University. b. The Student Involvement Office reserves the right to withdraw registration of a student organization for :[1] failure to comply with regulations governing students and student groups, or [2] loss of recognition by or membership in its respective national/international organization. c. The Student Involvement Office will notify the president and advisor of the organization in writing about the proposed withdrawal of registration and the reason(s) for proposed withdrawal of registration. 9

10 d. Within five [5] University working days of the date of proposed registration withdrawal correspondence, the organization must show cause why registration should not be withdrawn. e. Should the organization choose not to show cause or should the Student Involvement Office determine justifications for retaining registration to be inadequate, the Student Involvement Office will notify the president and advisor of the organization in writing of the actual withdrawal of registration, and the reason(s) for withdrawal of registration, and the effective date of withdrawal of registration. f. The organization may appeal withdrawal of registration in writing to the Assistant VP for Student Affairs within five (5) University working days from the date of registration withdrawal correspondence. If the organization fails to appeal withdrawal of registration within the specified time period, the decision of the Student Involvement Office is final. g. Concerning organizational appeals of withdrawal of registration by the Student Involvement Office, the decision of the Assistant Vice President for Student Affairs is final. 8. Organizational Misconduct a. The following regulations are located in the Student Handbook that is available from the Division of Student Affairs. Please make members aware of the regulations. If a violation of the Student Code of Conduct is believed to have occurred, the judicial procedures laid out in the Student Handbook will be followed. Article IV: i. Organizational Misconduct: Student organizations enrich the campus and community by providing a source of intellectual, personal and social development of students through their programs and activities. The University fulfills an important mission by providing procedures and policies for the registration of student organizations, and it is the obligation of each organization to conduct activities in accordance with University rules, policies, and any applicable laws. ii. Responsibility of Officers: A fundamental aspect of any organization is the right of the membership to elect officers who serve to ensure, among their other duties, that the activities of the organization are conducted properly. It is the responsibility of the officers of each student organization to ensure that the organization complies with this Code of Conduct and to actively oppose and prevent any planned organizational activity, which would violate the Code of Conduct. It is also the obligation of the officers of any student organization to advise and counsel individual members of their organization whose conduct could lead to misconduct charges against the organization, as provided herein. iii. Organizational Responsibly for Misconduct: Student organizations will be held responsible for misconduct in the following circumstances: Organization Responsibility for Organization Actions 1. When the organization fails to comply with a duty imposed by a written University policy, including, but not limited to, improper membership education and initiation, improper organizational registration of activities for which registration and/or permission is required; 10

11 2. 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; and violations of any other rule or policy applicable to organizations. 3. When one or more officers refuse or neglect to perform their duties under this code as described above in Article IV. Organization Responsibility for Individual Acts of Misconduct 4. The organization will be held responsible for the actions of one or more of its members, which violate this Code of Conduct when the actions arise in the course of or derive from the activities of the organization. 5. In situations other than those described in (1) above the organization may be held responsible for a member or members misconduct when, prior to such misconduct, a member or members have committed acts of misconduct the nature of which has caused the Student Involvement Office to be concerned that the organization is not conducting activities in a manner which discourages such conduct, and the Student Involvement Office has notified the organization that further occurrences of such conduct by one or more members will result in disciplinary actions against the organization. Examples of such violations include, but are not limited to offenses against persons, offenses against property, alcohol abuse and illegal drug use. The notice will be in sufficient detail to notify the officers of the precise nature of the offenses and the length of time the notice shall be effective. 9. Organization Training a. The Office of Student Involvement is committed to creating an environment that encourages leadership development and inspires active engagement among students at The University of Alabama. For this reason, we will continue to provide tools and resources to develop successful student organizations. b. The executive members of each student organization are required to participate in and attend at least one student organization enrichment experience per semester. Experiences and types of opportunities will vary. However, in particular, the Office of Student Involvement hosts the SOURCE Officers Academy, the Power Hour Series, and the New Organization Workshop, which are all viable options. The Office of Student Involvement also partners with Crossroads Community Center to endorse any student organization leader who participates in the Sustained Dialogue course. Types of Organizations Each registered student organization must have a minimum of ten (10) members including a President, Vice-President, and Treasurer, an approved constitution, and a full-time faculty/staff member as advisor; they must complete the registration process on mysource; the president should submit the Child Protection Training Acknowledent Form; and they must maintain active engagement with training opportunities offered by the Office of Student Involvement and/or The SOURCE. Student Involvement will assign the most appropriate type to the student organization and category from the following: 11

12 1. Student Organization: The majority of organization at UA fall into this category. These organizations are formed by any group of students currently enrolled at UA, which share a common interest and/or goal, and are student-run. 2. Coordinating Body and/or Sponsored Organization: This category of student organizations consists of groups that serve as a function or an extension of a University department, and/or any student organization, which receives significant support from a University entity. This includes, but is not limited to space, direct guidance or advisement from paid UA staff and/or faculty, resources, funding, etc. These organizations may not be eligible for FAC funds depending on the nature of their University support. 3. Sports Club: Sports Club organizations are registered organizations, which also have a relationship to the UREC Intramural Office. These organizations are governed by the same guidelines of student organizations, but are also required to adhere to any guidelines related to sports clubs as established by UREC. 4. Social/Fraternal Greek Organizations: Social sororities and fraternities are often singlesex organization or organizations, which operate in a social nature. These organizations must register with The SOURCE, but are also required to adhere to any additional registrations or guidelines for good standing established by the Office of Fraternity and Sorority Life and their governing council (IFC, Panhellenic, NPHC, UGC). No social sorority or fraternity may exist at UA without approval from the Fraternity/Sorority Life Office. An organization that is going through the process of colonization is referred to as a Provisional Social/Fraternal Greek Organization ADD GREEK STIPULATIONS HERE FOR REGISTRATION OR WHAT CONSTITUTES THIS DESIGNATION 5. Honor Society (Student Organization): Honor Societies are deemed as any organization, which serves an academic purpose, but selects membership or invites students to membership. Their registration process includes additional questions regarding their selection and membership criterion, as well as statements regarding ethical behavior. These organizations may be eligible for membership in the Coordinating Council for Honor Societies (CCHS). The Office of Student Involvement currently recognizes any organization that meets the criteria for membership in the Association of College Honor Societies (ACHS) or has demonstrated longevity/history in its operation with UA for at least 3 or more years as the category of "Honor Society". Any organization that does not currently meet that requirement is considered an "Academic" group and should utilize best practices in recruiting similar to our non-honor society organizations. Groups who are conferred the official category of Honor Society may be eligible for limited access to request membership recruiting assistance from the Office of the Registrar when necessary. We are happy to work with any group that does not currently meet that designation to aid in recruiting. There are a number of other useful means at UA that can assist groups who do not meet our above listed criterion in recruiting a viable membership. 6. New Student Organization: A new student organization is an organization that has gained approval for provisional status, but has not yet completed the stipulations of their status to gain regular Student Organization recognition. Any organization, which remains in new organization for 3 months or more may be frozen or labeled as defunct. 7. Organization Categories- The following organization categories currently exist within mysource: a. Academic j. Professional b. Advocacy k. Religion/Spirituality c. Arts/Entertainment l. Social/Fraternal 12

13 d. Coordinating Body m. Special Interest e. Department n. Sports Clubs f. Graduate o. Student Government g. Honor Society p. Political h. Law q. Cultural i. Military ADVISORS ROLES & RESPONSIBILITIES About Student Organization Advisors All registered student organizations are required to have an approved advisor. The advisor role is an integral part of the student organization experience; one should take this role seriously and possess a willingness to be a resource to the growth and development of the specific group. The role of advisor is to counsel and serve as an objective ear in times of need. An advisor s role can be very different depending on the group, but in every case, your group is a STUDENT ORGANIZATION and so the primary responsibility of organization matters should remain with the students. However, here are primary responsibilities as outlined by UA. Advisors of registered student organizations must be regular full-time employees (not retired/emeritus status) of The University of Alabama, and hold the primary responsibilities of: Ensuring that officers have a minimum cumulative 2.00 GPA and 3.00 for graduate students; and ensuring that primary officers are currently enrolled University of Alabama Students (To check this information, if you do not have access to banner, please work with the Office of Student Involvement at Please note that your organization must obtain written permission from students to check their grades for this purpose. We encourage advisors to initiate and/or implement a contract and/or grade release form process with organization officers, which will allow for this access) Providing consultation concerning membership selection procedures and responsibilities, conducting an initial overview of membership outcomes and reviewing profiles of newly selected members; advisors should be aware of the constitution and bylaws that govern the organization and help with interpretation, when applicable; Reviewing and signing/approving organizational documents (i.e.- registration, rental agreements, on-campus room reservations, grounds use, etc.) and Annual reports when requested; Performing other duties deemed appropriate by the organization and outlined in the organization s constitution and by-laws; Attending events put on by the Student Involvement Office and reporting individual member or organizational violations to the appropriate individuals (to include any mandatory reporting, violations of the Code of Conduct, harassment, or any other UA guideline, etc.); Be aware and well informed about the plans and activities of the organization. Advisors should attend some meetings, and consult frequently with organization officers; The advisor should NOT run the organization, by reserving the right to approve or control its decision and activity; 13

14 Be familiar with The Student Organization Advisor Handbook, as well as policies and resources available on campus regarding the Campus Security Act reporting obligation, Title IX policy, sexual assault policy, child protection policy and mandatory reporting, harassment policy, the code of student conduct, hazing hotline services, or assumption of risk resources available. Advisors should be aware of said policies and seek them out as needed. Be aware that registered student organizations have the right to select a new advisor at any time according to procedures outlined in the organization s most up-to-date constitution and by-laws. Who can serve as an Advisor? 1. Regular Full-time, faculty/staff members are eligible to serve as student organization advisors, as long as they are not on leave or away during their term with the group. 2. Student teaching assistants, graduate assistants, and retired/emeritus and some adjunct professors can serve in a secondary advisory capacity, but only if the primary advisor of record meets the criteria. If you are a regular faculty/staff member that is interested in becoming an advisor, contact our office at or complete the Advisor Interest Form online at 3. Some organizations have multiple advisors. Those that are considered Sponsored and/or Coordinating Bodies may have an advisor that is designated by the department or college. Resources Available to Advisors Currently, the office of Student Involvement and The SOURCE provides on-going resources and support to student organization advisors. The following outlines some of those programming and resource opportunities: 1. Annual Advisors Luncheon- Held each year around October, the annual Advisors Luncheon serves as an introduction to current trends in student organization advisement and policies on the horizon at UA. The luncheon serves as a great time of engagement between advisors, but also is a refresher regarding policies, mandatory reporting, and procedures that impact advisors during the course of their work. Attendance is strongly encouraged, and Advisors are provided with the most up-to-date version of the Advisors Handbook. Outside offices such as UA Legal, UAPD, Risk Management, and Title IX are also present to share information. 2. The SOURCE Newsletter- This newsletter is sent out monthly and provides updates regarding upcoming deadlines, events, and/or programs of interest to student organizations. 3. Advisors Handbook- The Student Organization Advisors Handbook is available with information for advisors to navigate campus and their role effectively. 4. Advisor Roundtables- Advisor Roundtables are available to give advisors an opportunity to meet with other advisors and share challenges, triumphs, and best practices. 5. SOURCE Officers Academy- The Officers Academy is a program designed to train organization leaders to effectively navigate the campus, as well as policies and procedures pertaining to student organizations. All workshops and trainings like Officers Academy are open to advisors. Other programs include: NOW Workshops, Power Hour, Executive Transition Dinner; Transition 101 Workshop, etc. 14

15 6. Co-Curricular Cohesion- This program is designed to focus on meeting student organizations at the point of conflict, communication breakdown, and/or crisis. This program offers full-scale services in mediation, arbitration, and crisis support. The program can be initiated by an advisor, member of the organization, or officer and focuses on coming to a resolve that is beneficial for all parties involved. As an advisor becomes familiar with the organization and its leaders, one can assess group needs. An advisor should be perceptive and sensitive to changing leadership and organization conditions and adjust their style accordingly. Maintaining frequent and open communication with the organization and is officers can easily facilitate that process. Full-time professional staff members are also always available to aid Advisors at any time. Please contact the Office of Student Involvement at sileadership@sa.ua.edu or for assistance. If an advisor chooses to leave their advisor role, providing proper and good transition is key. Please contact The Office of Student Involvement, inform the leadership of the organization of your intentions, and assist the leadership in identifying a new advisor, if possible. If you are able to, meet with the new advisor to pass on knowledge and information. That can be very helpful to the transition process. If you are an advisor and your status changes from regular full-time to anything else, please notify the Office of Student Involvement. The Organization s Responsibilities to the Advisor The organization should clearly outline the roles and responsibilities of the advisor in the constitution and by-laws. In addition, the following are general guidelines that can aid an organization in having a healthy relationship with their advisor: Ø Notify the advisor of all meetings and events; Respond to advisor inquiries in a timely manner Ø Consult the advisor regarding any planning and/or activities related to the organization Ø Consult the advisor regarding any changes to the structure, constitution/by-laws, or policies that might be made in the name of the group, as well as before any large projects or undertakings Ø Although advisors are bound to the guidelines set in the organizations constitution, they do have the right to express their opinion regarding business of the organization. Give them that right and ability Ø Keep all meetings and commitments made to your advisor Ø Talk over any problems or concerns with the group or with the advisor s role with them directly first Ø Acknowledge the advisor s time and energy in providing support and resources to your organization Ø Be clear about your expectations for the role of your advisor Registered student organizations have the right to select a new advisor at any time according to the procedures outlined in the organization s constitution and/or by-laws. Sponsored Student Organizations and/or coordinating bodies may not have that authority if the appointed advisor is done at the direction of the department and/or college that sponsors the student organization. 15

16 LEADERSHIP MANAGEMENT Managing Your Organization There are many styles of student leadership leading vs. managing, personal vs. position power, and success vs. effectiveness. The Office of Student Involvement provides opportunities to gain leadership experience through both traditional settings and through non-positional leadership development offerings designed to boost your leadership potential. By participating in workshops, service opportunities, and leadership training conferences and events, you can become the kind of leader that employers seek. Students comprising the Student Organizational Leadership Team of the SOURCE facilitate some of these programs. These students are peer educators whose primary focus is to equip students with marketable skills and to help student organizations improve their efficiency and effectiveness. For more information, call Here are a few tips related to keeping your student organization sustainable: Recruitment & Retention: Having an effective plan for the management, recruitment, and retention of your members is key. You should take advantage of Involvement Fairs like our annual Fall and Spring Get On Board Day experience, as well as opportunities to be in our publications and programs. In order to retain your members, you should have an organized process for committee involvement, as well as officer positions. Having long-term and short-term goals can also help organizations feel more connected to your organization s mission and vision. Meeting Structure: Running successful meetings takes preparation and proactive leadership. This type of structure is beneficial because it provides your organization with legitimacy and ensures that you are able to meet the goals you strive to accomplish. Here are a few tips to aid in successful meeting preparation- Before the Meeting 1. Have a purpose for the meeting. Create an agenda and choose meeting times that do not conflict with a the majority of your organization leadership and members 2. Get the agenda to members ahead of time, if possible, so that they can contribute or know what will be discussed in advance 3. Hold meetings at a consistent time and at a consistent place each time; any pertinent information to your organization 4. Student organizations should hold their meetings in locations that do not pose threat or danger to student wellbeing and should always be considerate of having official events in locations where ADA compliance and barriers to access do not exist. 5. The Office of Student Involvement can aid student organizations in locating appropriate space on campus to hold official functions and recommend such locations be utilized. During the Meeting 1. Start on time and end on time. Follow your agenda. 2. Use nametags so that members of the group can get to know each other. 3. Try an icebreaker or leadership building activity to engage members (See the SOURCE LASSO program) 16

17 4. Keep minutes of what is discussed at the meeting for future reference. Send those out to anyone who was unable to attend or store in your mysource documents. After the Meeting 1. Post meeting minutes to your mysource portal within a few days after the meeting 2. Have a meeting with executive officers to discuss any issues with the meeting and take steps to correct them. 3. Add any unfinished business from the previous meeting to the agenda for the next meeting. Organizational Management: Good leaders have trust in their executive officers and they learn to maximize the strengths of the group by delegating accordingly. Your members will feel better connected if they are a part of vision, and are given the autonomy to carry out that vision. The Organizational Leadership team works to facilitate more effective leadership among organizations. Take advantage of those opportunities and check them out on Transition & Legacy: Implementing a sound and effective process of transition is critical to the success of organizations. Through an effective transition, you allow new officers to start where you left off, and they don t have to waste energy recreating the wheel. The SOURCE provides a comprehensive training and workshop called Transition 101 that can aid you in developing some of these highly effective habits. Some of the reasons why an effective transition process is useful are that: Ø They provide new leaders with significant past and present knowledge of the organization Ø It minimizes confusion regarding leadership changes throughout the entire organization and helps outgoing leadership gain a sense of accomplishment and closure. Ø It minimizes the loss of momentum and accomplishments of the organization and provides a sense of continuity among the new leadership Some useful tips in transitioning include: Ø Identifying potential leaders within the organization early in the year Ø Allow officers and members to develop skills by delegating responsibility to potential leaders Ø Model effective leadership through the actions of current officers Ø Develop notebooks or end of year reports to aid in passing down useful knowledge Ø Hold officer elections at least one month prior to the end of the semester to provide an overlap between new and old officers Ø Review job descriptions and constitutions to ensure that they are functioning in accordance with the organizations current practices Ø Encourage meetings between incoming and outgoing officers Ø Plan a transition retreat or meeting Ø Attend the SOURCE Executive Transition Dinner and Transition 101 workshops Ø Review and update all dues, lists and rosters for the incoming year to reflect accurate membership Organization Disputes and Mediation Any dispute, controversy, or claim arising out of or relating to the interpretation or application of a student organization constitution, inclusive of organizational bylaws if applicable, shall be settled by 17

18 the primary advisor of record for the student organization. In the event that the primary advisor is unavailable, is a party to the dispute, or is unable or unwilling to resolve the dispute, then the issue shall be submitted to the Office of Student Involvement for binding arbitration. Requests for arbitration must be submitted in writing and include: A. The name of the student organization; B. The name and contact information of the individual(s) filing the request; C. The specific act(s) or circumstances(s) alleged to constitute the basis of the complaint; D. The remedy requested. Upon receipt of a full and complete request for arbitration, the Office of Student Involvement will assign the request to an Arbitrator, who will review the materials in order to determine if additional information or materials are necessary to inform a binding decision. If additional information is deemed necessary or appropriate, the Arbitrator will conduct additional fact finding to his or her satisfaction, which may include requesting additional written statements, conducting in-person interviews, or holding formal hearings. The final decision of the Arbitrator will be the final and exclusive remedy of the parties for all claims, counterclaims, issues, or accountings presented or pled to the arbitrator. Should both parties agree, disputes can also be handled through Mutual Mediation Process and a mediator will be assigned by The Office of Student Involvement and parties will discuss outcomes to be agreed upon in an official mediation contract. ETHICS & UA/FEDERAL GUIDELINES Ethics Involvement at UA is a great opportunity to develop leadership skills and to make lifelong friends. The benefits of being involved are virtually immeasurable. At UA you can make your involvement experience your own through a variety of measures! As a leader of an organization, your attention to careful and ethical decision-making is also VERY important. As you begin your journey with your organization, we ask that you do the right thing by keeping all members informed, clarifying your options, and considering the risk/benefits of all decisions. If your actions might do more harm than good, then you should consider the ethicality of it. What is Title IX? Title IX of the Education Amendments of 1972 is a comprehensive federal law that prohibits discrimination based on the gender of students and employees of educational institutions that receive federal financial assistance. No person in the United States shall, on the basis of sex, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any education program or activity receiving Federal financial assistance. 20 U.S.C The United States Department of Education s Office for Civil Rights (OCR) is charged with enforcing compliance with Title IX. For more information on OCR, please visit 18

19 Title IX encompasses Sexual Harassment, Gender Discrimination, and non-discrimination. Responsibility to Report As registered student organizations you are required to report any instances of any of the issues listed above that may arise. If you become aware of any such conduct within your organization, you should immediately report it to the Office of Student Involvement, the Office of Student Conduct, the Women s Resource Center, or the University s Title IX coordinator. Acceptable Use Policies The University of Alabama provides access to computing and networking facilities and resources as a service primarily to faculty, staff, and students in support of their research, instructional, administrative, and other intellectual pursuits related to and in fulfillment of the University of Alabama's mission and to the members of the local community when possible. All users of the electronic resources located on UA s campus have a responsibility to use these resources in an ethical and legal manner. For information on these policies, visit the Office of Information Technology site. Hazing Policy The University of Alabama ( the University ) is committed to maintaining a supportive, educational environment that seeks to enhance the well being of all members of its community. This commitment reflects the institution s adherence to its mission, to its various policies supporting its mission, and to relevant state and federal laws. Consistent with that commitment, the University has implemented the following policy on hazing. PROHIBITION ON HAZING For purposes of this Policy, the University adopts and incorporates herein the detailed definitions of hazing set forth in the University s Code of Student Conduct and Alabama Code Simply defined, hazing includes any act that threatens or inflicts physical, emotional, or psychological pressure or injury on an individual or that purposely demeans, degrades, or disgraces an individual. The University does not condone hazing, regardless of its form. Indeed, hazing is prohibited by the University s Code of Student Conduct, and is considered a crime in the State of Alabama under Alabama Code No individual shall directly engage in hazing or indirectly encourage, aid, or assist any other person in hazing. All students and other University representatives, including employees, should immediately report known or suspected hazing violations as directed herein. REPORTING HAZING To report hazing, please provide specific information about the hazing incident to any of the following: The University s Hazing & Harassment Hotline ( HALT (4258)) The University s Hazing Website ( The University s Office of the Dean of Students ( ) The University s Office of Student Conduct ( student.conduct@sa.ua.edu) 19