Table of Contents Introduction: ...................................................................................................................................... Glossary of Terms/ Acronyms ........................................................................................................ Office of Student Involvement Information ................................................................................... Location ............................................................................................................................. Hours ................................................................................................................................. Contact Information .......................................................................................................... Meet the OSI Staff ......................................................................................................................... Definition of a Registered Student Organization (RSO) ................................................................. Benefits of Being a Registered Student Organization (RSO) ...........................................................
3 3 5 5 5 5 6 7 7
Student Organization Registration: ..........................................................................................
8 How to Register ............................................................................................................................. 8 Use of IUPUI in Student Organization Name ................................................................................ 8 Fraternities and Sororities ............................................................................................................... 8 Advisors .......................................................................................................................................... 9
RSO Resources: ................................................................................................................................ 10 MyInvolvement ................................................................................................................................. 10 Student Development Funding Committee (SDFC) ..................................................................... 10 Funding- Student Organization Grant (SOG) ...............................................................................10 Funding- Educational Enhancement Grant (EEG) ........................................................................10 Reserving Space on Campus .......................................................................................................... 11 Marketing ..................................................................................................................................... 11 Multimedia Production Center (MPC) ......................................................................................... 12 Multicultural Success Center ......................................................................................................... 12 Office of Diversity, Equity, and Inclusion ...................................................................................... 13 Division of Student Life ................................................................................................................ 13
Policies: ................................................................................................................................................. 14 Political Campaign Activity ........................................................................................................... 14 IUPUI Food Policy ....................................................................................................................... 18 Games of Chance (Raffles/ Drawings/ Giveaways) ........................................................................ 18 Hazing Policy ............................................................................................................................... 19 Non-Discrimination Policy ........................................................................................................... 20 RSO Code of Conduct ................................................................................................................. 20 RSO Risk Management Manual ................................................................................................... 23 Overarching Statement ..................................................................................................... 23 Liability of Student Organizations .................................................................................... 24 Recruitment/Hazing ......................................................................................................... 24 Medical/Health Insurance ................................................................................................. 25 Travel ................................................................................................................................ 25 Waivers ............................................................................................................................. 26 Contracts .......................................................................................................................... 27 University Food Policy ...................................................................................................... 28 Alcohol on campus/ off campus ........................................................................................ 28 Concluding Statement ...................................................................................................... 29 Resources ......................................................................................................................... 29 2
Introduction: Glossary of Terms/ Acronyms CAPS
Counseling and Psychological Services offers counseling services to address a wide variety of personal concerns.
CE
The Campus Center houses the Office of Student Involvement and several other student services offices along with a variety of meeting spaces and vendors.
Cube
Many student organization have desk space in the Cube, located in the OSI suite.
EEG
The Educational Enhancement Grant provides funding to enhance professional, academic, and leadership development of undergraduate students.
FSL
Fraternity and Sorority Life is committed to the development of IUPUI’s undergraduate Social Greek Lettered organizations under IFC, NPHC, Panhel, and Order of Omega, housed in the OSI.
FYE
First Year Experience works with University College to provide many opportunities for first-year students to get involved.
GPSG
Graduate and Professional Student Government promotes active dialogue between the community and school administration, and advocate on behalf of graduate and professional students on relevant issues.
HRL
Housing and Residence Life creates on-campus living communities that foster growth, educational success social responsibility, cultural understanding, and leadership.
IFC
Interfraternity Council is the governing and coordinating body of the IFC fraternities supporting the IFC fraternity men, and serving the IUPUI Community.
Lead IUPUI
Lead IUPUI provides purposeful learning experiences to empower students to be engaged and inclusive leaders in their communities. 3
MSC
The IUPUI Multicultural Success Center seeks to engage students and the IUPUI community in proactive dialogue around issues of diversity and multiculturalism and is housed in Taylor Hall.
MPC
Multimedia Production Center is a multimedia lab where RSO’s can design and print flyers, create a website, get a student organization email address for your organization, or check out a laptop, located in OSI.
NPHC
National Pan-Hellenic Council consists of Historically Black Greek Letter Organizations at IUPUI.
OCS
Office Community Service cultivates student leadership, organizes campus-wide service events, facilitates alternative break trips and works with RSOs and community agencies to promote service opportunities.
OSI
The Office of Student Involvement serves to enhance student involvement through programs, student organizations, leadership opportunities, and learning experiences for students
Order of Omega
Order of Omega is an honor society for members of fraternal Greek organizations.
Panhel
Panhellenic exists to promote the values of, and advocate for its sororities through collaboration on campus and in the community.
RSO
Registered Student Organizations are registered student groups with the Office of Student Involvement.
SAPB
Student Activities Programming Board provides students with entertaining, educational, and social campus-wide programming throughout the year.
SDFC
Student Development Funding Committee is a group of undergraduate and graduate students that review funding proposals for the Student Organization and Educational Enhancement Grants.
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SOG
The Student Organization Grant provides funding for events and programming sponsored by IUPUI RSOs.
SOLD
Student Organization Leadership Development provides leadership workshops for RSO leaders to learn how to better lead and manage their organizations.
SRRC
Office of Student Rights, Responsibilities, and Conduct is responsible for establishing and administering IUPUI’s Code for students and RSO’s. The office also promotes the rights of students to exercise fully the freedom to learn in safe environment.
USG
Undergraduate Student Government is the governing body of the IUPUI undergraduate students and serves as their voice to the administration.
The Office of Student Involvement Information The Office of Student Involvement serves to enhance student involvement through programs, student organizations, leadership opportunities, and experiences for students that allow for the practical application of what is learned in the classroom. OSI provides a balance of challenge and support designed to enhance students’ educational growth. Location OSI is located on the third floor of the Campus Center, in Suite 370. You can take the elevator to the third floor, turn left and walk to the end of the hallway; or take the escalator to the third floor and go straight. Hours Academic Year: • Monday- Thursday, 8:00am- 7:00pm • Friday, 8:00am - 5:00pm
Summer and Breaks: • Monday- Friday, 8:00am- 5:00pm
Contact Information Feel free to call us at 317-274-3931 or emailing us at osi@iupui.edu. 5
Meet the OSI Staff Name Alex Snowden Amanda Bonilla Chad Ahren Chelsea Wheeler Chelsea Zimmerman Diana Sims-Harris Ellen Barlow Jarod Wilson Jen Halford Jillian Van Auken Juhanna Rogers Karina Garduno Kristin Bentrem Matthew McKay Patti McMullin Sherry Steingass Tho Le Vanessa Pacheco
Position Assistant Director for Fraternity & Sorority Life Assistant Director for Social Justice Education Director Graduate Assistant for Fraternity & Sorority Life Graduate Assistant for Leadership Associate Director Graduate Assistant for Fraternity & Sorority Life Coordinator for Community Service Assistant Director for Community Service and Civic Engagement Coordinator for Student Activities Graduate Assistant for Social Justice Education Coordinator for Social Justice Education Graduate Research Assistant Assistant Director for Student Activities Graduate Assistant for Civic Engagement Administrative Specialist Business Manager Graduate Assistant for Community Service
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Email asnowden@iupui.edu abinukka@iupui.edu cahren@iupui.edu chewheel@indiana.edu snzimmer@iupui.edu dsimshar@iupui.edu elbarlow@indiana.edu wilsjama@iupui.edu jhalford@iupui.edu jjvanauk@iupui.edu junroger@iupui.edu kgarduno@iupui.edu bentrem@iupui.edu mwmckay@iupui.edu pmcmilli@iupui.edu ssteinga@iupui.edu tdle@iupui.edu vpacheco@indiana.edu
Definition of a Registered Student Organization (RSO) A student has the right to form, join, and participate in groups or organizations that promote the com¬mon interests of students. Student organizations are groups whose regular membership is comprised of students enrolled at IUPUI, as well as faculty, staff, or individuals from the community. However, only students can serve as officers or have a controlling interest in the organization. Student organizations are considered affiliated with, but not official units of IUPUI. As a condition for establishment of the affiliation relationship, the named student organization agrees to abide by all University regulations. Organizations establish their affiliation with the campus through the Office of Student involvement and must renew that affiliation each year.
Benefits of being a RSO Gaining RSO status qualifies your student organization for a great list of benefits. As an RSO you are eligible to: • Market to prospective members and manage student organization functions with MyInvolvement profile • Apply for SDFC funding • Reserve space in the Campus Center for free • Utilize the Multimedia Production Center • Apply for a desk space in the cube • Submit flyers to be posted throughout campus • Receive a mailbox where US Mail can be delivered • Access to the Student Organization Leadership Development (SOLD) program.
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Student Organization Registration Policy: How to Register: In order to achieve Registered Student Organization (RSO) status, all organizations must annually register/ renew with Office of Student Involvement (see all RSO requirements below). You will also be required to have you advisor complete the advisor’s agreement and attend a Nuts & Bolts Session. Requirements must be completed to access the benefits of RSO status. RSO’s Must: • Have at least three active (five beginning Fall 2014) IUPUI student members • Have a full-time faculty or staff member serve as an advisor • Have a written constitution • Annually, send at least one representative to a Nuts & Bolts Session (by October 1 if re-registering) • Annually register/renew with OSI through MyInvolvement For more information on RSO requirements, visit our website at http://rso.iupu. edu.
The Use of IUPUI in Student Organization Names If your organization has “Indiana University-Purdue University Indianapolis”, “IUPUI”, or any school or department name in its title, it must follow the main portion of the name. For instance: An acceptable name would be: Chess Club at Indiana University-Purdue University Indianapolis (or IUPUI). An unacceptable title would be: Indiana University Purdue-University Indianapolis Chess Club or IUPUI Chess Club.
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Fraternities and Sororities Fraternity and Sorority Life is an emerging and growing area of student life at IUPUI. Students have the opportunity to become members of diverse organizations that are values based and provide opportunities for leadership, service, academic enrichment and friendship. The fraternity and sorority community is composed of 14 chapters, three governing councils and one honorary organization. Recognized Chapters: Alpha Kappa Alpha Sorority, Inc. (ΑΚΑ) Phi Kappa Psi Fraternity (ΦΚΨ) Alpha Phi Alpha Fraternity, Inc. (ΑΦΑ) Phi Mu Fraternity (ΦΜ) Alpha Sigma Alpha Sorority (ΑΣΑ) Sigma Alpha Epsilon Fraternity (ΣΑΕ) Delta Sigma Phi (ΔΣΦ) Sigma Gamma Rho Sorority, Inc. (ΣΓΡ) Delta Sigma Theta Sorority, Inc. (ΔΣΘ) Sigma Kappa (ΣK) Gamma Phi Omega Sorority, Inc. (ΓΦΩ) Tau Kappa Epsilon Fraternity (ΤΚΕ) Kappa Alpha Psi Fraternity, Inc. (ΚΑΨ) Zeta Phi Beta Sorority, Inc. (ΖΦΒ) Phi Beta Sigma Fraternity, Inc. (ΦΒΣ) Zeta Tau Alpha (ΖΤΑ) Governing Councils: Interfraternity Council (IFC) National Pan-Hellenic Council (NPHC) Panhellenic Council (PHA)
Honorary Organization: Order of Omega (Order)
To learn more the University’s recognized chapters, membership, and FSL policies visit us online at fsl.iupui.edu or stop by the Office of Student Involvement. Also be sure to check us out on Twitter (IUPUI FSL) and Facebook (IUPUI Fraternity and Sorority Life).
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Advisors All RSOs are required to have a full-time faculty or staff member at IUPUI serve as their advisor and complete an annual agreement through the re-registration process. Beginning the fall of 2015, all student organization advisors will be required to complete the CORE Competency Education Sessions. Advisors provide support and guidance for student organizations. The Office of Student Involvement is committed to providing educational opportunities for advisors through the Advisor Competency Education program. For more information on the program please visit our website rso.iupui.edu
Advisor Competency Model Developed on the IUPUI campus during the 2011-2012 academic year, the advisor competency model provides insight into the areas of knowledge and skill that student organization advisors exhibit in their role. The model is made up of several key areas: Institutional & Organizational Knowledge Risk Management Communication Cultural/Social Awareness and Understanding Student Development Group Development Leadership
CORE Competency Sessions The CORE sessions are designed to give student organization advisors basic knowledge and skills to support their student organizations. The sessions that compose the CORE are listed below: Nuts & Bolts Risk Management Group Dynamics Advising 101
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RSO Resources: MyInvolvement MyInvolvement is the one-stop shop for student organizations. MyInvolvement is your source for organization registration, funding proposals, and other organization management tools. Visit the database at http://myinvolvement.iupui.edu/.
Student Development Funding Committee (SDFC) The SDFC reviews proposals of recognized student organizations and individuals applying for the Student Organizations Grant (SOG) and the Educational Enhancement Grant (EEG). The SDFC is a student review committee for these proposals, and committee members are trained in the approval guidelines, provide an unbiased viewpoint, and promote the good use of Student Activity Fees. This committee works to provide an equitable review of each proposal, regardless of content. Proposals for each grant are must be submitted at least 30 days in advance of the event/experience. They are reviewed each week (except over student breaks) with the weekly deadline of Wednesday by 5pm. Registered organizations and individuals will receive notification of the funding decision by the following Friday of the review period.
Funding – Student Organization Grant (SOG) The purpose of the SOG is to enrich student life and increase student engagement through events and programming sponsored by IUPUI student organizations. Allocated funds should benefit the IUPUI student experience and further the endeavors of intellectual development, cultural competence, and critical thinking. Visit http://funding.iupui.edu for full guidelines.
Funding – Educational Enhancement Grant (EEG) The purpose of the EEG is to enhance professional and academic development and leadership training to further the overall educational experience for students of IUPUI. EEG must provide professional or leadership training related to the academic major or organizational purpose of undergraduate students. For full funding 11
guidelines, visit http://funding.iupui.edu. Note: You can only apply for either the SOG or the EEG per event.
Reserving Space on Campus To reserve a room in the Campus Center, RSO’s must annually fill out a Room Request Authorization Form. Reservations can be made by completing a Room Request Form, or select rooms can be reserved online at http://rooms.iupui.edu. The Game Room is located on the lower level of the Campus Center and can be reserved by completing a Game Room Request Form. The room is available to all IUPUI students, but can only be reserved by RSOs. Please note that to cancel a room, you must notify the Campus Center at 317278-8511 within 2 business days or it will result in a fine of $50 for a 1st time late cancellation/no show; $75 for a 2nd time late cancellation/no show; and $100 for a 3rd late cancellation/ no show • All forms can be picked up and returned to the Campus Center Administrative Offices, Room 278 • Special Events Applications must be completed for large events (not in the Campus Center), food fundraisers, outdoor events, or if you require other campus resources.
Marketing RSO’s can advertise, market, and promote their events at IUPUI. Please reference forms and resources below and reference specific policies when necessary. -RSOs can reserve a table on the first or second floor in the building to market your RSO/event. • Campus Center Information Table Request Form: -RSOs table tents are distributed on tables in the food court. • Campus Center Table Tent Request
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-RSOs can advertise on A-Frames in the front entry of Taylor Hall and the Library walkway. • A-Frame Posting Request -RSOs can chalk on specified locations. • Chalking Request Form -RSOs can have their flyers distributed across campus. • Posting Request and Posting Regulations -RSOs can provide a drop off location on the first floor to collect donations. • Campus Center Container Request -RSOs are able to advertise digital flyers on the IUPUI Kiosk in the Campus Center. • Campus Center Digital Signage Announcement Request -RSOs can advertise upcoming events on the IUPUI events calendar. • Events Calendar -IUPUI provides media outlets that deliver timely information about campus events and opportunities in a variety of media formats. • Jag News/ Jag TV/ Inside IUPUI
Multimedia Production Center (MPC) • Located in OSI, Campus Center 370 The MPC assists with many of the multimedia needs of RSOs and operates a computer lab for student organizations. In the MPC, you can learn how to design flyers with different software options, create a RSO email and web accounts, print 75 free flyers per month for your events, print posters for your events, host workshops on how to use the software in the lab, check out laptops to use in The Cube, use the new print station that uses your JAGtag’s free prints, and post your flyers on JagTV throughout campus.
Multicultural Success Center (MSC) • Located on the first floor of Taylor Hall The MSC seeks to support the entire student population by promoting the value of diversity, broadening multicultural awareness and sensitivity, and advancing 13
and supporting cultural competence and civic responsibility among all members of the IUPUI community. The Center, while being inclusive of diverse IUPUI communities including: GLBT students, women, and students with disabilities, has a definitive focus on African-Americans, Latinos/Hispanics, Asian American and Pacific Islanders and Native Americans. Visit the website at msc.iupui.edu.
Office of Diversity, Equity, and Inclusion •Located in the Administration Building (AO) Room 139 The mission of the Office of Diversity, Equity and Inclusion is to foster an inviting learning environment for faculty, staff and students who bring varied human characteristics, backgrounds, interests and points of views that serve to enrich the IUPUI Community. We will continually endeavor to facilitate, build and create interaction, understanding and dialogue between our diverse cultures to achieve an increased inclusive community. Our collective goal is to instill Diversity into our Institution’s consciousness; reinforce it with equity and inclusion through our policies, practices and programs; and prepare all members of the community for a multicultural world.
Division of Student Affairs The Division of Student Affairs at IUPUI, as educators and advocates, provides student-centered services, consulting, facilities, learning experiences and programs for students, faculty, staff, alumni and the com-munity. Departments Include: • Campus Center • Office of Student Involvement • Counseling & Psychological Services • Housing & Residence Life • Campus Recreation • External Affairs & Special Projects • Student Health • Student Rights, Responsibilities, and Conduct • Educational Partnerships & Student Advocacy
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Policies: Below is a list of policies created to promote a safe and educational environment that will guide RSO decisions to achieve positive outcomes. While commonly used policies are listed below, RSOs are expected follow all IUPUI Policies.
Political Campaign Activity Guidelines for Political Campaign Invitations, Events, and Activities I.
Introduction:
Indiana University encourages students, staff, and faculty members to exercise their constitutional right to vote and to actively participate and express their opinions regarding local, state, and national political candidates, issues, and referendums. However, as a public institution, Indiana University receives tax exempt status under sections 115 and 501(c)(3) of the Internal Revenue Code. In order to maintain this status, the University shall not participate or intervene in any political campaign and must prevent its resources from being used in any way that could appear to support a political candidate. Examples of the University’s resources include but are not limited to: • The University’s name, logo, or other identifying mark; o Note: For more information, please refer to http://iu.licensing.indiana.edu/trademarkpolicy.pdf • The University’s funds, facilities, office supplies, photo equipment, letterhead, telephones, fax machines, computers, etc.; • The University’s information technology resources such as email, websites and on-line discussion boards. o Note: For more information, please refer to http://informationpolicy.iu.edu/policies/IT01 15
The university, in accordance with the provisions of section II B of these guidelines, may host sponsored events and invite political candidates in either their campaign or individual capacities.
II.
Examples of Permitted Activities:
A. Voter Education: Section 501(c)(3) organizations are permitted to conduct certain voter education activities as long as they are carried out in a non-partisan manner. 1. Conducting public forums, get-out-the-vote drives, and the publication of voter education guides that covers a wide range of issues are examples that are allowed as long as the activities are NOT conducted in a biased manner that favors or opposes a single candidate or issue. 2. Circulating unbiased questionnaires to all candidates running for a public office and then reporting the results is acceptable assuming that the questions are fair and neutral, cover a broad array of topics, and each candidate is afforded a reasonable amount of time to respond to the questionnaire. Any “yes or no� questions should include space for a candidate to explain their response. B.
Candidate Appearances:
1.
University Sponsored Invitations and Events:
i. Political candidates can be invited to speak at events in their capacity as a political candidate or in their individual capacity. If a candidate is being invited in a campaign capacity by the University, 16
the University must provide all legally-qualified candidates or their representatives an opportunity to appear either at the same event or at a comparable event within a reasonable time period. If a candidate declines, the University should retain documentation that the invitation was issued and declined. The introduction of a candidate or their representative should be neutral and include a brief statement that the University does not endorse or oppose any candidate or organization in connection with this or any other political campaign or election. Appropriate steps must be taken to avoid the appearance of the University’s endorsement of or opposition to any candidate. No fundraising is allowed. ii. When a candidate is invited in an individual (non-candidate) capacity, there is no need to provide a comparable opportunity to the other candidates, the introduction of the candidate should not mention their candidacy, absolutely no fundraising or campaign literature is allowed, and a nonpartisan atmosphere should be maintained. 2.
Student Organization Sponsored Invitations and Events:
i. “Student organization� refers to a student group that is recognized in accordance with any specific campus policies or practices. ii. A student organization hosting an event may extend invitations to candidates to come and speak. A student organization is not obligated to invite all legally-qualified candidates if the student organization is using its own funds and resources. However, no campaign fundraising may occur and the student organization must include a brief statement when introducing the candidate that the University does not endorse or oppose any candidate or organization in connection with this or any other political campaign or election. iii. The nature of the event will determine the facility rental 17
charge that a student organization will be assessed. If it is a campus community event and is not open to the general public, then the normal fees, if any, assessed to a student organization for facility rental and usage fees can be applied. However, if the event is open to the general public, facility rental and usage fees must be charged. iv. Appropriate steps should be taken by student organizations to avoid the appearance of the University’s endorsement of or opposition to any candidate. 3.
External Group Sponsored Invitations and Events:
i. Candidates, campaign organizations, and other external groups may request space on the campus to host political events which may be either limited audience or general public events. ii. Normal charges assessed to outside groups renting space shall apply with no discounts, preferential scheduling or other gratuities (security, sound systems, parking, etc.) extended to the sponsoring individual or organization. iii. If facilities are made available to one candidate or political party, the same must be made available to all others on equal terms and conditions, which include any limitations on availability of particular facilities, due to the scheduling of other events, at the time a candidate or party makes a request. iv. University or campus officials should not appear on the podium to introduce or in any other way convey the perception of support or endorsement. v. Appropriate steps must be taken to avoid the appearance of the University’s endorsement of or opposition to any candidate. 18
III. Examples of Prohibited Activities: A. The University shall not expressly or impliedly endorse any candidate for public office. B. Hyperlinks to the websites of candidates for public office shall not be placed on the University’s website in any manner that favors one candidate over another. C. No political fundraising may occur on university property or through the use of the University’s technology resources. D. Student organizations shall not use the name of the University or any trademark of the University, such as a logo, in connection with political candidates or partisan political activities. Additional information about the policies and regulations related to logos and licensing can be found at: http://iu.licensing.indiana.edu/trademarkpolicy.pdf
E. Student organizations shall not use University funds on behalf of a candidate for public office in a political campaign or to influence the public legislature. F. The foregoing is not exhaustive. Maintaining its 501(c)(3) tax status is of the utmost importance to the University and sensible judgment and due diligence should be exercised in arranging any event or activity that involves political activity. IV. Additional Information: 19
A. The Office of the Vice President for Public Affairs and Government Relations and the appropriate campus vice chancellor responsible for external affairs and government relations shall be notified of all requests for political campaign invitations and events in order to help ensure proper communication within the University. B. These guidelines are to be read as a complement to the Academic Guide, Academic Handbook, Non-Tenure-Track Handbook, Tenure & Promotion Handbook, Handbook for Student Academic Appointees, all policy memoranda, and the policies listed at http://gov.indiana.edu/ policies/index.shtml. C. These guidelines do not address contacts with elected officials by faculty, staff and students. For more information regarding elected officials and staff, please see the policies found in the Academic Handbook or http://www.gov.indiana.edu/policies/contacts.shtml. D. If you have additional questions after reviewing these resources and the additional resources that each campus may have, please contact Judith Palmer in the Office of the Vice President for Public Affairs and Government Relations. IUPUI Food Policy IUPUI Food Service is the contracted exclusive food service provider which includes all retail, catering (FourCourse Catering) and concession sales on the IUPUI campus. This is an exclusive right and applies to all IU buildings and any person/ group utilizing an IU property, (grounds generally located between West Street on the east,White River on the south and west and Indiana Avenue on the north.) Additionally, Indiana University has a system-wide contract with Coca Cola and only Coke products can be sold or advertised on any IU campus. For a full description of IUPUI food policy, visit http://food.iupui.edu/. There are 20
some exceptions to the food policy, these are detailed on the website. However, before making any food commitments please talk to an OSI staff member. Food fundraisers are an important source of revenue for students groups. The sale of food to raise funds – and the applicable Board of Health regulations – has been formalized in the IUPUI Food Safety Policy. This Policy can be found on The Office of Student Involvement, Environmental Health & Safety, and IUPUI Food Service websites. This Food Safety Policy was developed specifically to address food fundraisers and the safe handling of food. Briefly, the policy requires adherence to safe food practices, limits fundraising to preset dates throughout each semester (dates are set by OSI and listed on the OSI website), and allows the fundraising organization to avoid the collection of sales tax. As long as this Food Safety Policy is followed it is not a requirement that food be purchased (to be resold for fundraising purposes) from IUPUI Food Service. For other exceptions, visit http:// life.iupui.edu/osi/student-orgs/policies/food.html.
Games of Chance (Raffles/ Drawings/ Giveaways) University units and registered (recognized) student organizations may conduct drawings or other “games of chance” to encourage attendance at or participation in events or activities if a) the value of any prize offered does not exceed $300 and b) the total value of all prizes offered at any event does not exceed $900. • Units and organizations may not purchase prizes with university funds, including student activity fee revenues. • Raffles are prohibited. Raffles include the selling of tickets or chances to win a prize awarded through a random drawing. • Items with a fair market value of $20 or less (e.g., mug, t-shirt) would not require the completion/submission of the Prize Tax Data Collection form. • The value of a prize is considered taxable income to the recipient and may require the university to report the value of the prize to federal and state revenue agencies. Units and organizations must file the appropriate forms, including the Prize Tax Data Collection Form, if applicable, within 10 days of distribution of any prize. • Student organizations that privately administer their own funds and do not use 21
university funding are not required to complete and submit the prize tax data collection form to the University. However, the student organization and individual recipient may be required to complete and submit tax information according to federal policies. • Student organizations must file all appropriate forms if their funding is administered/ distributed by university systems. • A student or University employee may provide their 10-digit university ID number on the Prize Tax Data Collection form in lieu of completing an official W-9 or W-8BEN. If a tax ID does not exist in the system then the individual recipient will need to be contacted to obtain the tax identification number. • For complete details regarding the prize policy and procedures: http://www.iu.edu/~vpurapp/policies/documents/DrawingsPrizesPolicy2-12-10.pdf
Hazing Policy Hazing by members of IUPUI student organizations is strictly forbidden. Hazing activities are defined as “any action taken or situation created, intentionally, whether on or off university premises, to produce mental or physical discomfort, embarrassment, harassment, or ridicule.” Such activities may include but are not limited to the following: use of alcohol; paddling in any form; creation of excessive fatigue; physical and psychological shocks; quests, treasure hunts, scavenger hunts, road trips, or any other such activities; wearing of public apparel which is conspicuous and not normally in good taste; engaging in public stunts or buffoonery, morally degrading or humiliating games and activities; and any other activities which are not consistent with academic achievement, the regulations and policies of IUPUI/Indiana University, or applicable state law.
Non-Discrimination Policy Participation in the registered student organization and prerogatives of membership must be without regard to arbitrary consideration of such characteristics as age, color, disability, ethnicity, gender, gender identity, gender expression, marital status, national origin, race, religion, sexual orientation, or veteran status. GREEK-LETTER SOCIAL FRATERNITIES AND SORORITIES
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Fraternities and sororities which otherwise meet University requirements in this category may waive the gender discrimination aspect of the above IUPUI Statement of Non-Discrimination.
RSO Code of Conduct RSO EXPECTATIONS Registered Student Organizations are expected to maintain appropriate standards of conduct and will be responsible for abiding by federal, state, and local laws, as well as all University policies as specified in the Student Code of Conduct at www.iupui.edu/code/. • A complaint may be filed against the RSO, against individual members of the organization, or against the organization and individual members of the organization. If the complaint involves an allegation of personal misconduct by a RSO or individual student member of the organization, the Office of Student Rights, Responsibilities, and Conduct/ and or designee has the authority to initiate investiga¬tive or disciplinary proceeding against the organization or student. • The University may become involved in the off-campus conduct of registered student organizations when such conduct is determined to have a substantially adverse effect on the University or upon individual members of the University community. • The officers or leaders or any identifiable spokesperson for a student group or organization may be directed by the Office of Student Rights, Responsibilities, and Conduct or a designee to take appropriate action designed to prevent or end violations by the group or the organization or by any persons associated with the registered student organization who can reasonably be said to be acting in the 23
organization’s behalf. Failure to make reasonable efforts to comply with the Office of Student Rights, Responsibilities, and Conduct directive shall be considered a violation of IUPUI Code of Conduct both by the officers, leaders or spokesperson for the organization. • Hazing by members of IUPUI student organizations is strictly forbidden. Hazing activities are defined as “any action taken or situation created, intentionally, whether on or off university premises, to produce mental or physical discomfort, embarrassment, harassment, or ridicule.” Such activities may include but are not limited to the following: use of alcohol; paddling in any form; creation of excessive fatigue; physical and psychological shocks; quests, treasure hunts, scaven¬ger hunts, road trips, or any other such activities; wearing of public apparel which is conspicuous and not normally in good taste; engaging in public stunts or buffoonery, morally degrading or humiliating games and activities; and any other activities which are not consistent with academic achievement, the regulations and policies of IUPUI/Indiana University, or applicable state law. In determining whether or not the organization as a whole will be charged for an alleged violation the following questions may be taken into consideration: Did the organization approve of, preplan, have knowledge of, or support the activity? Did any of the organization’s officers, whether or not they were acting in their official capacity, participate in the activity? Were 2 or more of the organization’s members involved in the activity? Did any members of the organization attempt to conceal the activity or protect other members who were involved? Were organization funds used for the activity in question? Did the organization fail to fulfill its responsibility to abide by federal, state, and local laws as well as University policies? Was the purpose of the activity for initiation, admission into, affiliation 24
with, or as a condition for continued membership? Did officers of the organization have knowledge of the activity? Types of Disciplinary Action 1.
No Action • The Conduct Officer finds that the charges are unsubstantial or exonerates the RSO. The decision letter specifies the charges are cleared and no disciplinary action is taken. 2.
Written Warning • A RSO may be given a written warning that additional sanctions may be imposed if the RSO engages in the same conduct again or commits any other violation of the Code.
3.
Restitution •A RSO may be required to pay the cost for replacement or repair of any property damaged by the RSO. If the RSO fails to pay the cost of make the repairs, the RSO may be subjected to additional sanctions, including termination of university registration, restriction on or suspension of the use of university facilities or services, suspension of the privilege to sponsor events, or the loss of university funds. • Individual RSO’s must also abide by their individual councils rules and regulations. 4.
Restrictions • Restrictions are conditions imposed on a RSO that would specifically dictate and limit future presence on campus and participation in IUPUI activities. The restrictions involved will be clearly identified and may include but not limited to restrictions on university funding, the use of university facilities, the privilege to sponsor events, market the RSO or recruit new members. 25
5.
Suspension • A RSO may be prohibited from participating in all aspects of university life for a specified period of time. When an organization is suspended they forfeit all rights given to a RSO and must cease all functions of an organization in good standing with the university. • A RSO may be prohibited from participating in all aspects of university life for a specified period of time. When an organization is suspended they forfeit all rights given to a RSO and must cease all functions of an organization in good standing with the university. 6.
Termination of University Recognition • Termination of recognition is the permanent removal of University recognition for an organization. Additionally, charter revocation may be recommended. 7.
Additional Group Sanctions • In addition to the above, the Conduct Officer may apply or recommend additional sanctions, as well as refer the case to the organization’s governing bodies for consideration of other sanctions. Conduct Process for Registered Student Organizations Student organizations are collectively responsible for any actions committed by members that serve to reflect upon the organization as a whole or upon the University community. Disciplinary action against organizations is separate from disciplinary action taken against individuals, and the facts of an incident may necessitate action against both an organization and its individual members. 1. Cases will be referred to the Office of Student Rights, Responsibilities, and Conduct and the Office of Student Involvement. OSI staff may serve as conduct officers and has the authority to hear cases of organizational misconduct. If deemed necessary, conduct officers can bypass the Informal Process and move forward with a Formal Hearing. 26
2. If appropriate, investigations and disciplinary actions will be pursued as outlined in the student organization conduct process. Conduct officers have the authority to impose all types of organization disciplinary action, as outlined in the RSO Code of Conduct. 3. Cases may include but are not limited to physical or sexual assault, hazing, disorderly conduct, acts of intolerance and/or harassment, drug violations, or repeated alcohol violations. 4. If the accused organization fails to schedule or attend the disciplinary conference, the conduct officer shall make a decision in their absence. 5. The final outcome of a disciplinary proceeding against an organization shall be provided by the Office of Student Rights, Responsibilities, and Conduct upon request of any party. The final outcome includes the finding of violations and the sanctions imposed upon the organization, if any, at the conclusion of all appropriate appeals processes. Overall Student Organization Conduct Process Step #1 - Informal Resolution Process Step #2 Hearing Board Commission (if needed) Step #3 Final Appeal through Dean of Students (if needed) RSO Risk Management Manual Overarching Statement on Risk Management: Risk Management is: • The process of identifying and evaluating the risks associated with activities and operations 27
of an organization; developing a means to control, reduce, or eliminate those risks. • Any possibility about a future event or experience that threatens your organization’s ability to accomplish its purpose, host an event, maintain status as a RSO, maintain a healthy and safe environment for you and others, or avoid legal or financial sanctions. • Identifying the many unexpected factors that can occur, causing harm those involved, properties, and even the reputation of your RSO, and proactively preparing to respond to such incidents. Each student has the responsibility to be fully acquainted with and comply with the IUPUI Student Code of Rights, Responsibilities, and Conduct. The event planning form and risk management presentation represents guidelines in which the University provides advice and assistance as practicable. The organization accepts the responsibility for its operation, conduct, and contributions to the University community. The event planning form is designed to assist RSOs to identify possible risks; ie. Physical, Reputational, Emotional, Financial, and Facility, in an attempt to promote a safe and successful event. However, the ultimate responsibility for performance rests with the RSO and its members themselves. o Physical – risk related to physical activities, travel, food illnesses, etc. o Reputation – risk related to damaging the character or image of individuals, the organization, or institution. o Emotional – risk related to the discomfort or damaging to an individual’s personal feelings and well-being. o Financial – risks that negatively affect the fiscal strength of the organization or related parties. o Facilities – risks that inhibit the activity from taking place including weather, space, property damage, equipment, etc. Plan for the unexpected as much as possible. Think about the worst case scenario and plan for those situations. Take time to consider the risks and develop a risk management plan. Be sure to follow established policy guidelines.
Liability of Student Organizations IUPUI does not accept responsibility or liability for RSO’s and their members. It is the responsibility of the student organization to understand the risks that are involved in 28
any activity and any financial consequences that may result from their actions. Any claims against the student organization would be the responsibility of the student organization. General liability coverage for student organization events may be available in some circumstances. RSOs interested in seeing if events are eligible can contact the IU Office of Risk Management at 812-855-4913.
Recruitment/Hazing Hazing by members of IUPUI student organizations is strictly forbidden. Hazing activities are defined as “any action taken or situation created, intentionally, whether on or off university premises, to produce mental or physical discomfort, embarrassment, harassment, or ridicule.” Such activities may include, but not limited to, the following: • use of alcohol • paddling in any form • creation of excessive fatigue • physical and psychological shocks • quests, treasure hunts, scavenger hunts, road trips, or any other such activities • wearing of public apparel which is conspicuous and not normally in good taste • engaging in public stunts or buffoonery, morally degrading or humiliating games and activities • any other activities which are not consistent with academic achievement, the regulations and policies of IUPUI/Indiana University, or applicable state law. Hazing will interfere with your student status and result in expulsion from the University. It could also impact your RSO status through temporary or permanent removal of your group. This could prevent the RSO from ever returning to IUPUI’s campus. In extreme cases, lawsuits against students can occur in to the millions of dollars.
Medical/Health Insurance IUPUI does not require students to have any type of insurance to enroll at the university. Therefore, you may have members of your student organization that do not have medical/health insurance. Students are responsible for their own insurance coverage. Students are advised to carry an adequate medical/ health insurance policy of their own. For students who are not covered by family or other medical/ health insurance can 29
enroll through The Aetna Group, a division of Aetna. Enrollment in the student health insurance plan is mandatory for medical students, international students, and student academic appointees. Enrollment in the student health insurance plan is voluntary for all other students. Dental students are required to have insurance, but no specific plan is mandated. Questions about insurance coverage need to be directed to the insurance company. Many students are under the assumption IUPUI provides health care for students. It is your responsibility to take the proper precautions in finding health and maintaining a healthy lifestyle. It is also the responsibility of your student organization to know the coverage of your participants as you participate in activities and risky behaviors.
Travel Student organizations travel for many purposes: retreats, conferences, competitions, and for fun! Traveling can help an organization accomplish its goals and can serve an extremely valuable purpose. However, it is important to remember that travel is a highrisk activity. With proper risk management, your organization can reduce the risk your organization faces as a result of travel. • RSOs are strongly encouraged to review and complete the travel packet link at http:// studentlink.iupui.edu/Community?action=downloadDocument&docID=3510&hash= Below are the forms that we recommend you keep in your organization’s file before you begin travel. Additionally, OSI offers one-on-one travel consultations to assist groups in planning safe trips. Please contact us to learn more if your group is planning a trip! Package Contents: Page 1: Cover Letter Page 2: Personal Information Page 3: Applicant Commitment Page 4: Participant Agreement and Release Page 5: Emergency Contact Information Additional Contents: Page 6: Possible Pre-Departure Meeting Agenda Page 7: Possible Additional Information to Include in the Travel Packet Registered student organizations are reminded that generally travel should not be required of the organization’s members unless it is fundamental to the purpose of the 30
organization or otherwise critical to its mission or goals. Some examples of travel that may be fundamental to the organization’s purpose or critical to its mission may include, but are not limited to, debate teams, sport clubs, and organizations that are organized in large part for the purpose of engaging in state, regional, or national academic or athletic competitions.
Waivers Each RSO is accountable for the conduct, safety, and general welfare of its members and their guests whenever they represent the organization or are participating in organizational activities. If an event involves increased potential risk of harm for its participants, RSOs are encouraged to have waivers available for participants to sign. A waiver explains the potential risks and indicates voluntary participation. This does not release RSO’s of liability; however it makes participants more aware of the risks associated. Despite using a waiver, RSOs should still proactively plan for all possible risks, utilizing other methods to ensure safety. A waiver should not be the only form of risk management conducted by your organization. A standard ASSUMPTION OF RISK AND RELEASE OF LIABILITY form has been developed for use by student organizations. If you have any questions regarding the use of this form, please contact the Office of Student Involvement at 317-247-3931
Contracts Organizations signing contracts do so in their own name – not in the name of IUPUI. The RSO and its officers are responsible for the terms and conditions stated in the contract and accept any and all risks and financial obligations associated with that contract. No employee of the University (management, staff or faculty) is authorized to sign a “Hold Harmless and Indemnification”* or similar agreement. Students should be advised not to sign such documents, but if they choose to, they need to understand the implications. *Hold Harmless and Indemnification Agreements- are defined as contracts that if signed would relieve the contractor of any responsibility during the contracted time. Essentially, 31
this means that one party agrees not to hold the other responsible for certain acts or under certain circumstances. Clauses like this may look harmless, but without close scrutiny, they could leave your organization open to undeserved liability. RSOs are encouraged to collaborate with the OSI and/ or their advisor to read over every contract carefully before committing to sign. Targeted Audience- Membership vs. All-Campus vs. General Public Audience • A “membership audience” is generally defined as an audience composed of only people a part of the RSO (i.e. board meetings, workshops, etc.). • An “all-campus audience” is generally defined as one that is advertised outside the membership of the organization but limited to IUPUI students, (i.e. Ball Fair, Summer Slam, etc.) • A “general public audience” is generally defined as one that is advertised to individuals not affiliated with IUPUI; both being promoted as being open to persons who are not members of the sponsoring organization(s), (i.e. parties, fashion shows, etc.) The chance of risk increases when non-IUPUI individuals are taking part in university events. When students do not attend the University they have little to nothing to lose by damaging property or disturbing the peace. Organizations should always consult the OSI for assistance, especially for an all-university or general public audience.
Alcohol on campus/ off campus In general, Indiana University has restricted or prohibited the possession or consumption of alcoholic beverages by students, especially those who are not old enough to legally possess or consume alcoholic beverages. Specifically, Indiana University restricts the consumption of alcoholic beverages on university property and during student activities It is understood that gatherings of graduate students in university facilities are different from gatherings of undergraduate students. From time to time schools use university facilities to sponsor and host events for graduate students at which alcoholic beverages may be appropriate. The dean of the relevant school should oversee these events to ensure that no underage persons will consume alcohol.
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As these events are planned, the school dean should notify the campus chancellor and request approval for the serving of alcoholic beverages at a particular event to be held in university facilities. In this request the dean should set forth the particulars of the event along with the steps taken to fulfill the dean’s oversight responsibilities. The chancellor will share the dean’s request with the university general counsel, with whom the chancellor will discuss requests prior to approving them. For full information on “On Campus Alcohol Policy” please view links below or collaborate with an OSI staff member. • Alcohol Policy Clarification • Service of Alcohol Guide
Concluding Statement As a student organization leader, OSI hopes that you care about the well-being and safety of your members and event participants. The OSI staff encourages you to visit rso. iupui.edu for more resources on risk management, ask any questions you may have, and attend our SOLD workshop to learn about effective ways to practice risk management.
Resources: • Event Planning Worksheet • Risk Assessment Matrix • Risk Identification and Management Chart
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