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Arizona State University, in conjunction with the Office of Student Engagement and Student Affairs, supports several types of student groups. This publication is intended to provide all student groups with useful information regarding the University, West campus,the Office of Student Engagement and Student Affairs, organizational privileges and program planning.
While the manual is intended to be a summary of certain matters of interest to student organizations, its readers should be aware that:
University Center Building, Room 320
(602) 543-8200
westcampusclubs@asu.edu
http://www.west.asu.edu/ose
OSE offers many services for registered student organizations at ASU. It is our job to ensure that student organizations are informed about policies and procedures as well as have an opportunity for personal growth and leadership development through the various programs offered by our office. We, in Student Engagement, view ourselves as a resource. Please feel free to come by and obtain forms or organization lists, ask questions, talk about organization concerns or issues, brainstorm ideas, or just share information. We appreciate knowing what your organization is up to so we can help support your efforts.
Our four primary functions are to:
Student Engagement provides advice and support in any area related to running your organization, including:
We are available for individual or group advising. It is the organization’s responsibility to ensure that the faculty/staff advisor is also aware of any situations that may arise where Student Engagement has been asked to intervene.
If you are planning to employ the services of speakers, performers, or if you are scheduling other forms of entertainment, make sure you consult with OSE before you make any arrangements. We can discuss the paperwork and approvals that are required.
Under no circumstances are students clubs/organizations permitted to enter into a contract, written or verbal, without the written consent of the University. If this occurs, organizations or individual members can be held liable for their contracts and agreements. The University is not a party to contracts made by student organizations.
OSE is committed to developing strong leadership skills among student organization members and leaders. The office offers may different types of leadership workshops, seminars, and trainings, dependent upon the needs of each individual organization. Topics can range from recruiting, team building, communication, and much more. OSE will cater to the specific needs of each group, and take all aspects into consideration when planning a leadership development seminar for each particular organization.
In an effort to utilize more sustainable practices, the University will be utilizing OrgSync (http://asu.orgsync.com) as an online club management database. Various forms (including the annual registration form) and information can be found within this website. OrgSync allows student organizations the opportunity to increase communication between officers and members, promote their organization, and maintain accurate records.
OSE maintains a Blackboard community designed to provide organization officers with information, documents, and resources related to effectively leading their group. Officers are also welcome to utilize the communication features within Blackboard, such as discussion boards and e-mails.
Locker space is available for organizational use. Locker rentals are $10 per year, which can be paid for from your student organization budget. If you are interested in renting a locker for storage space, please inquire in Student Engagement. Lockers are available for the academic year only, on a first come, first served basis. Storage space is also available, at no cost, in the Devils’ Den. If interested, please speak with a representative from ASASUW.
Mailboxes are available free of charge for registered student organizations. It is the organizations responsibility to pick up their mail in a timely manner (suggested pick-up time is once per week). Campus departments as well as community members utilize the mailboxes to distribute information of interest to student organizations. Student organization mailboxes are located on the 3rd floor of the University Center Building in Room 320 (OSE).
Mail for your organization can be sent to:
Organization Name, MC 2850
Arizona State University’s West campus
P.O. Box 37100
Phoenix, AZ 85069
University Center Building, Room 226
(602) 543-8186
http://asasuw.asu.edu
ASASUW is a student government organization comprised of students working for students. ASASUW has the responsibility of fulfilling your needs as a member of the West campus community and is interested in your participation in the opportunities we have to offer.
ASASUW provides services for student organizations registered at ASU’s West campus to enrich the organizations and assist them in running smoothly. For more information about these services, please contact ASASUW.
ASASUW offers a limited number of free copies per semester to be used to publicize activities, events and meetings. Copies can only be made in ASASUW offices. Call for deadlines and policies.
ASASUW offers the use of easels for meeting and event promotion. Easels are available on a first come, first served basis. Carts are also available for picking up food orders from Aramark or hauling equipment for an event. Call for information and policies.
ASASUW will fund items or events that contribute to the functioning of an organization within the framework of the organization’s mission unless otherwise stated in the ASASUW Constitution and Bylaws or prohibited by applicable law or University policy. Funding shall be rendered in amounts deemed appropriate and necessary by the ASASUW Senate.
Funding request packets are available in the ASASUW office. Please note that no funding will be granted without the completion of the necessary paperwork.
Three types of funding are available:
Registered student organizations are allocated funds from ASASUW to be used for banners, office supplies, events, etc.
These funds may be requested by any on-campus organization hosting an event or speaker at ASU’s West campus that is open to all students. Funds may also be used to purchase promotional materials to help market or publicize an officially registered student organization or ASU’s West campus while participating in an on- or off-campus event. Students requesting special events funding must go before the Senate to submit their proposal. Student organizations are encouraged to work with their assigned Senator in preparing their proposal.
Professional development funds are available to all students currently enrolled in an undergraduate or graduate degree-seeking program at ASU. Students who are employed full-time by the University are not eligible to request funds. Students requesting this funding must go before the Senate to submit their proposal.
*Please visit ASASUW for information about deadlines and additional requirements related to each type of funding. It is the responsibility of the organization to submit all paperwork by the assigned deadline in order to receive funding. No spending is permitted until you have received written approval; purchases made without approval will not be reimbursed.
All registered organizations are granted access to designated University facilities for the use of organization meetings, activities, and events.
All reservations for classrooms will be scheduled through Astra Web Client (https://astra.oasis.asu.edu/astraweb). An instruction manual can be found in Blackboard and OrgSync. If your organization is not listed as a "Customer," please e-mail westcampusclubs@asu.edu. Requests must be made at least six (6) business days in advance. Questions about the specific classrooms can be directed to rooms@asu.edu. A/V equipment from Event & Meeting Services (E&MS) will not be reserved for classrooms, as these rooms already have the necessary media equipment. Food is not permitted inside classrooms.
Organizations wanting to request rooms within the University Center Building or any outdoor spaces should complete a Room/Table Request Form on the Student Engagement website (www.west.asu.edu/ose). Hard copies are also available in UCB 320.
Various types of equipment are available for student organization usage for events. Requests should be directed to eventsmedia@asu.edu, and are processed through the E&MS. Access to television, VCR, laptop computers, overhead screens, and other types of services are available. The request should be made once an event contract has been received and the organization should be as specific as possible when making the request. The same consideration must be taken, should an event be canceled, in regards to equipment.
For any special audio-visual requests, it is necessary to meet with a staff member in E&MS to clarify the equipment needed, proper set-up and any other technical needs. This meeting should occur a minimum of one week prior to your event.
Events and Meeting Services will also provide tables, chairs, canopies and any other equipment from Event and Meeting Services inventory as requested for any event scheduled through Events and Meeting Services into space they manage. They not need to know what the tables will be used to hold. They do expect that all equipment will be protected from damage and not exposed to heat, chemicals, paint, severe weather, physical stress such as hammering, drilling, etc. In the case of electronic equipment, this includes water and other liquids.
The only exceptions to providing this equipment would be matters of inventory or weather conditions:
If an event needs academic space and Event and Meeting Services space, those reservations are submitted separately, through AdAstra for academic space and through E&MS for other schedulable space. Tables, chairs, etc to be used in space managed by E&MS would be scheduled through E&MS as part of the reservation of that space.
Registered student organizations are welcome to schedule events and meeting on the Downtown Phoenix, Polytechnic, and Tempe campuses. Please contact each campus directly for their respective policies and procedures.
Aramark can provide a variety of services for your organization, from light refreshments to elegant dinners. Arrangements should be made at least two weeks prior to your event. Aramark’s staff can help you plan a menu to fit your program and your budget.
A variety of services are available from Copy Services, located in the lower level of the Faculty and Administration Building (FAB) B23. Copy Services has three high quality multi-featured photocopy machines, a color copier/printer and a poster maker and is able to provide digital printing, high quality images in color or black and white, and color posters with minimal turnaround time. In addition to photocopying, other services are offered, including spiral binding, tape binding, laminating, custom cutting and fax services. For online order forms and additional information about Copy Services please call (602) 543-5575 or email them at west.copy.services@asu.edu. You may also visit their website at: http://www.west.asu.edu/adaff/auxs/copyservices/index.cfm
To request to spend student organization funding from ASASUW, please be prepared to provide the following information:
Student organization funds are swept on May 1st of each year, as per the ASASUW Bylaws. Please plan your budget accordingly.
Some organizations may choose to keep some of their money in an off-campus account at a bank or credit union. Any money appropriated from ASASUW or a University department may not be withdrawn from your on-campus account and deposited into an off-campus account. Monies obtained from dues, fundraisers or donations must be deposited off-campus. An off-campus account is not held to the policies of the University. Please be advised that neither Student Engagement, nor the University, takes any responsibility in the management of your off-campus funds. Student Engagement will not track these expenses and will not keep record of your account number, your balance, or your approved signers.
(Also known as Employer Identification Numbers - EIN)
The United States Treasury Department and the Internal Revenue Service require an organization to disclose its TIN/EIN when opening any type of deposit account. To obtain an off-campus bank account, you will need this number. Registered student organizations at ASU cannot use the University’s TIN/EIN. For more information about applying for a TIN/EIN, please visit the IRS website (http://www.irs.gov/businesses/small/article/0,,id=98350,00.html).
In applying for a TIN/EIN, the organization officer who is listed as the executor of the number will be required to provide his/her social security number. When transitioning between officers, it is recommended that the executor of the TIN/EIN be switched as well. This will protect the outgoing officer and ensure that his/her name is not associated with the account after he/she leaves office.
When preparing to open an off-campus bank account, please consider the following:
Many student organizations choose to hold fundraisers to obtain additional money. Whether the proceeds will be given to a charity, used for a specific function, or deposited into an off-campus account, be aware that there are some specific guidelines organizations will need to follow when raising funds on campus.
Organizations must have ownership of all activities (i.e. a representative of the organization must be present the length of the activity, and a banner with the organization insignia should be prominently displayed). All relevant University rules and regulations, as well as federal, state and local laws must be followed. Failure to comply with these may result in Student Code of Conduct disciplinary action against the organization and/or specific individuals.
Money boxes are available on a first come, first served basis. If your registered organization is going to sponsor a fundraising event, stop by OSE to reserve a box.
If your organization would like to charge admission or a registration fee to an event in order to raise funds, please be advised that your space and equipment rental from the University will not be free. Because University funds cannot be used to make money, there will be a charge for your space, set-up and equipment usage. If you would like to accept donations rather than charge a set admission, you may do so without incurring a space reservation charge. However, this means that your event is open to all, regardless of whether or not they are willing to donate.
Raffles are considered a form of gambling and are prohibited activities for organizations and departments of ASU. For more information on this policy, please visit http://www.asu.edu/counsel/brief/raffles.html.
Registered student organizations are permitted to sell items (except food) on campus for organization fundraising. The following guidelines must be followed:
Student organizations wishing to conduct sales of food or beverages on University property must receive approval prior to the sale, and are responsible for meeting all health and safety regulations.
Student Engagement has created a vendor fundraising program for registered student organizations on campus. This program allows organizations to charge vendors (i.e. banks, local businesses, etc.) a fee for setting up an information table on campus. If your organization is interested in participating in this program, please contact Student Engagement.
ASU requires that all registered student organizations have an advisor who is a full-time or part-time ASU faculty member, academic professional, or staff member. The advisor assists the organization in developing a constructive program within University policy. If an advisor’s employment status changes and he/she is no longer eligible to advise an organization, it is his/her responsibility to notify the student organization as well as Student Engagement. Student organizations may also utilize a secondary advisor, who may or may not be affiliated with the University.
Advisors are first and foremost educators. In this role, advisors will provide information, present alternatives, encourage responsibility, support creativity, and challenge students to develop as leaders. In this role, an advisor walks a fine line between leading the organization and giving the organization strength to lead itself.
The advisor should have some basic knowledge as to the history, structure, and purpose of the group being advised. This can be done through a review of the group’s constitution and budget, meeting attendance, discussions with group leaders, and/or consultation with the previous advisor.
Advisors should not assume the role of leader, officer or voting member with the organization. The advisor’s role can be divided into five categories: planning assistance, leadership skill development, resource guidance, policy interpretation, and transition.
The advisor should not assume the responsibility for setting goals or policies for the organization; rather, the advisor should guide and encourage the students to accept responsibility for their organization by assisting with the development of goals and objectives for the group.
To register as a campus organization, campus organizations must:
Eligible organizations are permitted to register and maintain registration during the registration year unless the University finds that the organization:
Registration of an organization does not constitute University endorsement or approval of the organization’s policies and activities. It does not guarantee the availability of funding. It does, however, signify a willingness on the part of the organization to comply with state law and the rules, regulations, and policies of the University and Board of Regents.
In denying or revoking registration, the University considers among other factors:
If registration is denied or revoked, the organization may appeal the decision unless the denial or revocation was initiated under the Student Code of Conduct.
Registration as a student organization obligates the organization to comply with the University’s and Board of Regents’ policies, including the following:
Under the same Student Code of Conduct, sanctions may be appealed to the University Hearing Board as provided in the Student Disciplinary Procedures.
Registration is an annual process and organizations must register each academic year. Failure to register by the designated deadline will result in:
ASU extra-curricular activities provide valuable opportunities for students to enhance their educational experience at ASU. The privilege to participate in these activities is conditioned on the important responsibility to represent the University with honor, dignity and integrity. The student’s responsibility in representing the University extends to conduct that relates directly to the activity as well as all other conduct on and off campus. Failure to meet this responsibility may result in loss of eligibility to participate in some or all ASU extra-curricular activities.
Participation in ASU extra-curricular activities includes membership in recognized student organizations, elected or appointed office in student government, participation in academic and non-academic internships and externships, and participation in any ASU sponsored activity in which the student is or reasonably could be understood to be representing the University.
Any of the following University officials, or their designees, may remove a student from eligibility to participate in ASU extra-curricular activities: the Office of Student Engagement staff, the Associate Dean of Student Affairs, the Dean of Student Affairs, the Vice President for University Undergraduate Initiatives, and the President of the University. If the student is paid by ASU in connection with participation in an ASU extra-curricular activity, these University officials or the student’s direct supervisor may terminate employment or immediately stop other payments to the student if the student fails to represent the University with honor, dignity and integrity. For purposes of this policy, any act that violates University or Board of Regents Policy or local, state or federal law (even if the violation is not prosecuted by relevant authorities) may be grounds for loss of the privilege of participation.
This policy is not intended to diminish the important values of freedom of expression and academic freedom, but is intended to clarify the responsibilities inherent in the privilege to participate in activities in which the student represents ASU. This policy is in addition to and is not intended to replace other published membership or eligibility requirements, termination provisions, codes of conduct or other policies that may apply to the individual activity.
Misuse of University assets is a violation of policies of the Arizona Board of Regents (ABOR), the Academic Affairs Policies and Procedures Manual (ACD), the Staff Personnel Policies and Procedures Manual (SPP), the Student Code of Conduct, and other policies of the University (collectively "board and University policies"). Therefore, this policy is in addition to, but does not substitute for other laws and policies governing employees and students at the University, whether currently in effect or whether established after the adoption of this policy. Employees and students are required to be familiar with all policies governing the appropriate use of University assets.
Disciplinary action against employees or students for misuse of University assets will be pursued under one or more of those policies, using the procedure applicable to that category of employees or students in connection with those policies.
The policy is available at http://www.asu.edu/aad/manuals/acd/acd123.html.
ASU’s West campus is strongly committed to academic freedom and free speech. Respect for these rights requires that it tolerate expressions of opinion that differ from its own or that it may find abhorrent.
These values of free expression justify protection of speech that is critical of diversity and other principles central to the University’s academic mission. However, values of free expression are not supported but are undermined by acts of intolerance that suppress alternative views through intimidation or injury. As members of an institution of higher education, we must stand against any assault upon the dignity and value of any individual through harassment that substantially interferes with his or her educational opportunities, peaceful enjoyment of residence, physical security, or terms or conditions of employment (collectively, "protected interests").
For additional information, please visit http://www.west.asu.edu/cet/policies.html.
The ASU logo, word mark and signature may be used only by faculty, staff and units of the University when conducting ASU business. Student organizations are not permitted to use logos, word marks or signatures
Use of Sparky, the official ASU mascot, is limited to Intercollegiate Athletics, registered student organizations, and the Alumni Association. Sparky is a registered trademark of the Arizona Board of Regents. Sparky must not be redrawn or modified in any way without prior authorization from the President’s Office. Please consult the Graphic Standards Manual (http://commguide.asu.edu/) for guidelines.
Registered student organizations should contact Student Engagement for authorized digital files. Any items using the ASU name or mascot must be approved before they can be printed. Submit all proofs to Student Engagement. Items using the ASU name or mascot that do not meet University approval will not be processed for payment using University funds (including money allocated by ASASUW).
For additional information about use of the University logo, word mark, signatures, and/or mascot, please contact the Trademark Licensing Office at (480) 965-5499 or (480) 727-7848.
The Office of Student Engagement (OSE) is dedicated to provide resources to student organizations to assist in identifying the perceived and potential risks involved in their activities. Officers, members and advisors are encouraged to meet with an OSE staff member for more information about risk management.
Students should consider the following questions:
There are five types of risk that you should consider when planning your events:
ASU recognizes that student organizations travel for many purposes including retreats, conferences, competitions, and social events. While travel can be extremely beneficial to advancing the mission of the organization, it is important to remember that travel can be a high-risk activity that requires adequate planning and preparation. Proper planning can mitigate many of the risks often associated with travel.
Student organizations should consult with their advisor in order to properly plan any trip. Organizational leadership should consider transportation options, lodging options, insurance requirements, and cost before planning a trip. A travel worksheet should be completed with the assistance of the advisor no less than 7 days prior to departure. In addition to the travel worksheet, student organizations should have participants submit a copy of the Release, Indemnity, Assumption of Risk and Consent to Medical Treatment form. Finally, if personal vehicles will be used, all drivers must submit a photocopy of their current driver’s license and insurance to the advisor. The advisor should be left with a copy of all relevant documentation. A post-trip evaluation should be completed with the advisor once the trip has commenced. Consider what was successful and what can be improved. This will assist with future planning.
Students are discouraged from using personal vehicles for organization-related travel. When a personal vehicle must be used for travel, the driver assumes all liability associated with the trip. Whenever possible, student organizations should use chartered bus/van service for transportation. Due to safety concerns, organizations should note the use of large passenger vans defined as 12 and 15 passenger vans is prohibited at Arizona State University. Student organizations and student groups are not permitted to purchase, lease, rent or transport passengers in 12 and 15 passenger vans.
ASU does not encourage student organizations to travel outside of the United States unless it is deemed necessary for an educational or service-related purpose. Student organizations that wish to travel outside of the United States should consult with staff from OSE no less than 14 days prior to departure. A travel worksheet must be completed prior to departure.
Additional travel policies and downloadable forms are available at: http://www.asu.edu/clubs.
Group Awards:
Individual Awards:
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