Office of Student Activities

STUDENT ORGANIZATIONS

UNIVERSITY RECOGNITION

Student organizations at Salve Regina provide activities, programs and resources that enhance the quality of campus life. The office of student activities encourages and promotes participation in these organizations as a way for students to integrate what they learn in the classroom with real life experiences.

Students interested in forming a new organization at Salve Regina must complete the recognition process before they can apply for funds, reserve campus facilities or sponsor events. Students should start by scheduling a meeting with the director of student activities to discuss the recognition process and learn more about the rights and responsibilities of student organizations.

Once students complete the necessary paperwork, requests for recognition are forwarded to the student life committee. The committee, comprised of administrators and students appointed by the vice president for student life, meets periodically throughout the academic year to act on recognition requests.

For more information about establishing a student organization contact the director of student activities by calling 341-2225 or stop by the student activities office located in 006 Wakehurst Student Center.

Recognition Criteria
Recognition Process for New Organizations
Annual Renewal of Recognition
Probation
Loss of Recognition
Rights and Responsibilities
Sample Constitution
Constitution Revisions and Amendments

Recognition Criteria

All student groups requesting official recognition from Salve Regina University must agree to:

abide by all federal, state and local laws and university policies;
conform to the university’s affirmative action policy (student organizations can not discriminate on the basis of race, creed, color, national origin, sex, marital or veteran status or sexual orientation except where applicable by law);
outline a purpose that is consistent with the mission of the university;
disclose if they are known by any other name or are affiliated with any other organization;
maintain a minimum of five active members;
identify all dues or costs associated with membership;
permit members to disassociate at any time, provided that any financial obligations to the organization have been met;
have an advisor who is a member of the Salve Regina faculty, staff or administration;
limit undue risk to group members and the university; and
participate in periodic assessment conducted by the office of student activities and/or the student life committee.

Groups affiliated with a regional or national organization must also:

provide a copy of the constitution or other governing document for the regional or national organization; and
identify any and all dues required by the regional or national organization and any financial support the student group receives in return.

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Recognition Process for New Organizations

Step One: Organizing

Students interested in starting a group on campus should send a letter of intent to organize to the office of student activities signed by a student representative and the organization’s intended advisor. Upon receipt of the letter, groups are allowed to conduct limited business on campus. Groups may, over a three month period, post notices on campus bulletin boards and reserve meeting room space on three separate occasions. Students may meet for organizing purposes only. Groups are not eligible to receive funding or sponsor campus programs until they are officially recognized. Students are encouraged to meet with the director of student activities to learn more about the recognition process.

Step Two: Requesting Recognition

Once a letter of intent to organize has been received, student activities will provide the group with a recognition packet. Groups are responsible for submitting the following materials to the director of student activities:

completed recognition application;
the names and address of 25 full-time Salve Regina students who support the establishment of the organization on campus;
constitution (see example on this web site); and
one paragraph description of the organization.

Step Three: Review & Approval

The student life committee will meet to review the request once all necessary materials have been submitted. The committee will invite representatives of the organization to the meeting if additional information is required. The committee’s decision is final.

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Annual Renewal of Recognition

All recognized student organizations must submit the following information to the office of student activities by the last business day of September in order to maintain their official university recognition:

organization update form;
updated description of the organization; and
annual report of the organization’s activities from the previous year (reports may be submitted in April or prior to the September deadline).

Organization update forms are placed in club mailboxes prior to the start of the academic year. Groups that fail to submit their information by the September deadline will be placed on probation until which time they provide student activities with the necessary paperwork. Groups that complete the renewal process are authorized to receive funds, reserve university facilities and sponsor campus programs.

For more information about the renewal process contact the office of student activities by calling 341-2225 or stop by the student activities office located in 006 Wakehurst Student Center.

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Probation

Student organizations may be placed on probation for the following reasons:

failure to follow through with the annual recognition renewal process;
failure to attend mandatory training sessions or workshops;
inability to maintain minimum membership levels;
violation of federal, state or local law and/or university policy; or
actions that place students and/or the university at risk or violate the principles of the university’s mission statement.

Organizations that are placed on probation will lose all rights and privileges granted by the university. Groups must comply with all student activities and/or student life committee requirements and recommendations before their probation will be lifted.

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Loss of Recognition

Student organizations may lose their recognition for the following reasons:

failure to meet the minimum established criteria for recognition;
through assessment or the annual renewal process, it is determined an organization’s activities or mission are no longer consistent with that of the university; or
actions that place students and/or the university at risk.

Organizations that lose their recognition are banned from conducting further business on campus. Groups may petition the student life committee for reinstatement after members have taken steps to correct any actions that contributed to the group’s loss of official status.

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Rights & Responsibilities

Student Organization Rights

Recognized student organizations are entitled to:

associate the university’s name with that of the organization;
receive funds generated from the collection of student activity-fees;
reserve university facilities for meetings, programs and fundraising activities;
sponsor programs and fund-raising activities on campus;
post and distribute materials on campus in accordance with established policies and procedures;
appear in university publications, when appropriate;
a club mailbox in the student center office and use of campus mail for conducting official business; and
receive general guidance and support from the office of student activities.

Student Organization Responsibilities

Recognized student organizations are expected to:

support the mission of the university;
have a current constitution and list of officers on file with the office of student activities;
restrict membership to currently enrolled Salve Regina students;
select full-time students, in good academic standing, as officers;
attend mandatory training sessions or workshops;
attend president’s council meetings (organization presidents or their designee);
maintain internal accounting systems for tracking club expenditures and fund balances;
use the university’s business office for the administration and collection of all club funds;
submit an annual report to the office of student activities;
adhere to all federal, state and local laws and university policies; and
ensure members do not practice any physical or psychological abusive behaviors.

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Sample Constitution

Article I. NAME
State the official name of the organization

Article II. PURPOSE

State the purpose of goals of the organization. It may be, by definition, academic, cultural, service-oriented, political, religious, etc. The group should not duplicate the ideals of an existing student organization. If there are similarities, state the unique aspects which characterize the organization.
State any local, regional or national affiliations with any other groups. State how the organization’s purpose is consistent with the university mission.

Article III. MEMBERSHIP

Define who is eligible for membership. Membership may only be open to Salve Regina University students. State that membership must be open to all Salve Regina University students.
State that the organization will not discriminate on the basis of race, creed, religion, color, age, sexual orientation, disability, veteran status, marital status or national origin.
State guidelines for membership renewal, removal or voluntary discontinuance. Members must have the freedom to discontinue membership at any time.
State that the organization will ensure that its membership will not practice any physically or psychologically abusive hazing behaviors either intentionally or unintentionally.
State any requirements for membership such as paying dues, academic progress, etc.

Article IV. OFFICERS, DUTIES and RESPONSIBILITIES

Describe the governance structure (is there an executive board?).
State the duties of the officers (call meetings, determine agendas, approve expenditures, etc.).
State any requirements for officers (academic progress, extended membership, etc.).
State the organization must have full-time Salve Regina University students in good academic standing as officers.

Article V. MEETINGS

State approximately how often meetings will be held.
State who has the authority to call meetings.
State what quorum is required at meetings (if appropriate).
State how meetings will be run (Parlimentary Procedure, etc.).

Article VI. ELECTIONS and OFFICER REPLACEMENT/REMOVAL

State how officers will be elected, appointed, removed or replaced. It is strongly suggested that elections be conducted by democratic procedures.
State the time line for elections. Elections for all student organization officers must take place prior to the conclusion of the spring semester.
State what justifies removal from office.
State the formal process for removal.

ARTICLE VII. JUDICIAL ACTION (optional)

State the process for disciplining members of the organization.

Article VIII. FINANCES

State how the organization will be funded (dues, Activities Funding Board, outside sources, etc.)

Article IX. ADVISOR

State the process for selecting/removing the advisor. Advisors must be full-time Salve Regina University faculty or professional staff members.
State whether the advisor is a voting or non-voting member.

Article X. AMENDMENTS/REVISIONS

State the procedures for amending/revising the constitution (posted notices of amendments for two weeks prior to vote, placing an amendment on the floor for two weeks, etc.)
State who may propose an amendment.

Article XI. STUDENT LIFE COMMITTEE ENABLING CLAUSE
The following clause must appear in every student organization constitution: The (name of the organization) agrees to abide by the policies of Salve Regina University as well as all federal, state and local laws. This Constitution and any substantive revisions or amendments must be approved by the Student Life Committee prior to implementation.

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Constitution Revisions & Amendments

Recognized student organizations can revise and/or amend their constitution at any time. However, an updated copy of a revised or amended constitution must be submitted to the office of student activities within five business days of the adopted changes. Revisions or amendments that appear to change the mission or character of an organization will be referred to the student life committee for approval.

For more information about revising or amending constitutions contact the office of student activities by calling 341-2225 or stop by the student activities office located in 006 Wakehurst Student Center.

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