3361:40-03-01. Student organizations: policies

Students have the right to organize, join, and hold office in associations for their common interests. Membership in student organizations shall be open to all students without respect to race, color, religion, national origin, sex, sex orientation, physical or mental handicap, status as disabled veteran or of the Vietnam era, or age, except for religious qualifications which may be required by organizations whose aims are primarily sectarian. All registered student organizations shall have access to university facilities in accordance with university practice.

(A) Registration:

A group or association composed of students is required to register as a student organization with the student organizations and activities office of in order to benefit from the privileges granted groups, as enumerated in the student organizations policies.

(1) Criteria for registration:

(a) The organization must fill a need for students not currently being met by an existing organization on campus.

(b) The constitution of the organization must be consistent with university rules, regulations, or policies.

(c) The constitution of the organization must be consistent with the constitutional standards established by the group's respective governing body .

(d) A registration application with a signed compliance form must be submitted with the constitution and submitted annually thereafter.

(e) All charter members of the organization must be students (full and/or part-time).

(f) The organization must have a minimum of ten student members to qualify for registered status.

(g) The organization must have a university advisor who is a member of the university faculty, staff or administration.

(2) Privileges of registered student organizations:

(a) Cooperation and assistance of staff.

(b) Advertisements and notices in official publications.

(c) Use of university facilities.

(d) Sponsorship of all-university events.

(e) Use of the university name in non-commercial not-for-profit applications.

(f) Scheduling of off-campus speakers.

(g) Sponsorship of fundraising events.

(h) Eligibility for university funding (except political, religious, honorary, fraternity or sorority groups).

(3) Responsibilities of registered student organizations: Registered student organizations, their officers and members shall:

(a) Comply with all laws of the state of Ohio, including but not limited to provisions of the rules of the university of Cincinnati and the code of student rights and responsibilities; this obligation extends to the guests of the registered student organizations.

(b) Engage in sound financial management.

(c) Expend the organization's monies only to further the purpose(s) of the organization and not for the private benefit of officers or members.

(d) Regularly inform the organization's advisor(s) on the program, personnel, and activities of the organization.

(e) Comply with published guidelines (copies of which shall be available in the student organizations and activities office), including but not limited to those regarding:

(i) The request and use of university facilities;

(ii) The conducting of sales, solicitations, or leafleting;

(iii) The sponsorship of programs;

(iv) The solicitation of funds;

(v) The consumption or possession of alcoholic beverages on campus;

(vi) The posting of materials;

(vii) The registration of speakers;

(viii) The use of amplified sound;

(ix) The submission of an application for registered organization status, a financial statement (audit) when requested, and compliance forms.

(f) Comply with the policies in the "Use of Facilities Handbook."

(g) Comply with all standards in the "Student Code of Conduct."

(B) Withdrawal of registration, warning, probation, suspension:

(1) The privileges conferred through registration may be withdrawn for cause which shall include willful or negligent violation of university, state or federal standards, codes or policies.

(2) Registration may also be withdrawn or discontinued:

(a) When an organization fails to carry out its programs consistent with the stated aims and purpose of the organization's constitution;

(b) At the written request of the organization;

(c) When by constitutional provision the group is dissolved;

(d) When an organization does not hold meetings, activities or outings for a period of one academic year.

(3) Registration may be withdrawn, a warning issued, or an organization placed on probation or suspension when appropriate maintenance forms are not filed (e.g., affirmative action, membership report, officer list, financial reports) or if for any reason an organization becomes delinquent as to its obligations as a registered group.

(4) Warning:

A notice to the group that they will be placed on probationary status if specified obligations are not met within a designated period of time.

(5) Probation:

Loss of any or all privileges of registered student organizations. Probation may be for a specific duration after which the status may be reviewed.

(6) Suspension:

Suspension shall involve the permanent, complete withdrawal of all privileges and rights of the student organization. In addition, no suspended group may use or rent university facilities as a non-university group. In order to regain recognition as a university of Cincinnati student organization, the group must register as a new-forming group during a regular registration period the following academic year.

(7) The above actions may be initiated by the student organization's governing board and/or the appropriate administrative unit (e.g. student organizations and activities).

(C) Membership:

(1) Full membership in registered student organizations is limited to persons who are officially connected to the university.

This affiliation must be that of a full or part-time student, faculty, or staff.

(2) Full membership entitles members to full voting privileges.

(3) Honorary membership shall be open to any person desiring such membership, elected to such membership by majority of voting members. (Honorary members cannot outnumber voting members.)

(4) When a student organization, whether national or local, has selective membership (e.g. honor and recognition societies, professional, service, and social groups), the selection of members must be made, regardless of any national practices to the contrary, without reference to race, creed, national origin, or sex orientation.

(5) Membership criteria as set forth in the constitutions of student organizations must meet those as set forth in article six, charter of student rights and responsibilities.

(D) Officer eligibility:

(1) Students, in order to be eligible to hold office in a student organization, must be matriculated, must achieve and maintain a 2.0 cumulative grade point average, and be in good standing with their college. While in office the officer must not have below a 2.0 grade point average for more than one quarter.

(2) Student officers not fully meeting the eligibility requirements will have to relinquish their office immediately upon notification from the student organizations and activities office and/or advisor that they do not meet the academic standard. Replacement of ineligible officers will be conducted according to the organization's constitution.

(E) Finances:

(1) All organizations must anticipate, provide for, and meet promptly their financial obligations or be subject to sanctions by their governing body.

(2) Budgets and expenditures of student organizations that receive university funds must have the approval of the appropriate funding board, i.e., undergraduate funding board, graduate funding governance association, club sports board, etc.

(3) In order to receive funding, student organizations must have a minimum of ten members.

(4) Any student organization wishing to conduct sales, solicit funds, or charge admission to an event must have the approval of the university advisor.

(5) Non-funded student organizations are subject to financial review or audit when deemed necessary. The university's right to audit the financial operation of non-funded groups is based upon the registration granted to them and the privileges that come therewith.

(6) Student organizations that sponsor outside vendors must sign an agreement, along with the vendor stating that the organization will receive a percentage of total sales. Agreement forms are available in the student organizations and activities office.

Replaces: 3361:40-3-01

Effective: 2/17/1998
Promulgated Under: 111.15
Statutory Authority: 3361
Rule Amplifies: 3361
Prior Effective Dates: 3/16/1978, 2/25/1985, 7/25/1988, 11/15/1988