Policies and Procedures

 

Maintenance of Recognition

1. Organizations must complete annually, or when officers change, Annual Registration Form. Forms are available at the Office of Student Programs or may be downloaded off the Office of Student Programs website.

2. Organizations must have a student organization advisor to maintain recognition. The advisor must be a full-time faculty or administrative staff member of the university. Faculty members on sabbatical or leave may not be faculty advisors. Approval of advisors will be at the discretion of the Director, Student Programs or designee.

3. Any changes to the organization's constitution or bylaws must be submitted to the Director of Student Programs or designee as they occur.

4. To remain a student organization, presidents must attend "Presidents Training" provided by the Office of Student Programs. This program will take place annually in the Fall Semester.

5. Student organizations must have at least 5% of their membership attend at least 1 leadership program per year to maintain eligibility.

6. Organizations must comply with all Millikin University Student Organization Policies and all other applicable university regulations, local, state, and federal laws. Student Organization Policies may be found on this website.

7. Each organization is responsible for seeing that it elects only eligible persons to its offices or membership as specified in the Scholastic and Conduct requirements.

8. Organizations are expected to engage in programs and initiatives that are consistent with the organization's mission.

 

Privileges Accorded Recognized Student Organizations

1. Use of campus duplicating and postal services.

2. Use of campus bulletin boards (includes Kiosks)

3. Ability to post publicity on campus property.

4. Implement fund-raising activities on campus, under the organization name.

5. Solicitation of membership on campus under the organization name.

6. Preferential use of University facilities, including reduced rates where they apply.

7. Scheduling and pre-scheduling of events.

8. Receipt of university publications.

9. Use of university name, seal, and/or logo upon approval from the Director, Student Programs or designee.

10. Establishment of a University Business Office account with purchase order, accounts payable, and check writing privileges.

11. Privilege to request Student Organization Office Space, if available.

12. Staff assistance with organizational events and programs.

13. Privilege to link organizational information to the Student Organization website on the Millikin network.

14. Student organization mailbox, located in lower RTUC.

15. Use of university vehicles for travel associated with the organization.

Withdrawal of Recognition

1. Any organization may relinquish its recognition at any time by submitting a written notice to the Director, Student Programs or designee. All organization officers must sign the notice and the advisor must indicate disposition of organizational funds. The notice must also certify that there are no outstanding debts or current disciplinary actions pending. The date of the letter relinquishing recognition shall be the effective date of the cancellation of recognition.

2. The recognition of the organization may be suspended through the Director, Student Programs for failure to meet any one or more of the conditions for recognition and/or obligations of student organizations. During the time of suspension, the Director, Student Programs or designee shall render any final decision concerning withdrawal of recognition.

3. Any infraction of University regulations or state, local, and/or federal laws immediately become a matter for referral to the Director, Student Programs or designee. Disciplinary procedures for student organizations will be in accordance with all applicable sections of the Millikin University Student Handbook.

4. The organization should consider its recognition suspended upon receipt of a letter from the Director, Student Programs or designee stating the suspension and reason(s) for the action. Communications pointing out the needed organizational changes may precede the above letter of suspension.

5. If recognition is suspended and withdrawn, the organization will be considered inactive. Any organizational funds will be released to the Office of Student Programs to be used in support of new student organizations.

6. Appeals of the suspension should be directed to the Dean of Student Development or to the Director of Student Programs.

Scholastic and Conduct Requirements

1. Participation in campus programs may be restricted for failure to meet various campus scholastic and/or conduct requirements.

2. If a student has a cumulative grade point average below a 2.0 or less than the standards set by the organization, the student may be unable to participate actively in any recognized student organization as an officer or member.

3. Some disciplinary actions may restrict the student from campus programs. If a student is not in good standing due to conduct violations, the student may be restricted from active participation in a recognized student organization as an officer or member.

4. Organizations may set higher scholastic and conduct standards based on their constitution and bylaws.

5. Students may participate despite scholastic and conduct requirements in activities required for academic credit.

Obligations of Organizations

1. Ensure that elected officers and all members meet the Scholastic and Conduct Requirements.

2. Request approval to use the Millikin name, seal, and/or logo on any material. Written requests must be submitted to the Director, Student Programs before such materials are ordered or manufactured.

3. Submit all contracts to the Director, Student Programs or designee for signature. Students and/or student organization advisors are not authorized to sign contracts on behalf of the University.

4. Activities sponsored by Millikin University student organizations are for currently enrolled Millikin students and/ or each student’s personal guests. The organization may further restrict attendance at their events. Those people desiring admission to an activity must meet one of the following conditions:

• Be able to produce a current and valid student ID card issued by Millikin University.

• Have a written invitation extended to them by the organization.

• Be a personal guest in the company of a currently enrolled Millikin University student, faculty, or staff member.

• Be an invited faculty or staff member of Millikin University.

5. It is left to the discretion of the organization whether they invite faculty or alumni guests with the understanding that their guests in no way serve in a supervisory capacity.

6. A minimum of two (2) officers of the organization must attend all functions and be responsible for the event. It is strongly encouraged that the student organization advisor also be present.

7. The host and the organization are responsible and will be held accountable for the conduct of their guests.

8. Organizations are expected to hold events that are inclusive and free from discriminatory, offensive, or sexist behavior.

1.Organizations are required to register certain campus events sponsored by their organization.

Events that need to be registered include (but are not limited to):

• Late Night Events (see Late Night Event Policy)

• All Greek Organization Events

• Events in Off Campus Facilities (meet with the Director, Student Programs)

• Events with alcohol

Events where organizations must meet with the Director, Student Programs to review registration requirements include (but are limited to):

• Events that will attract over 200 people

• Large scale outdoor events (music festivals, carnival, etc)

• Events that have been advertised in the community

• Events that are expected to draw a significant number of participants from the community

It is expected that if an organization questions whether or not their event should be registered, the organization must meet with the Director, Student Programs.

2. Organizations are required to ensure that students and guests comply with University regulations and/or state, local, and federal laws.

3. Organizations will be responsible for damage, removal or breakage of University property related to the event, including preparation and clean up.

4. Organizations should ensure that all participants have cleared the facility at the pre-determined ending time of the event.

1. All Student Organization events should be arranged in advance with the Coordinator of Campus Scheduling in order to be placed on the University calendar.

2. Organizations should schedule events for the following calendar year during the calendar process during each spring semester. Events scheduled after this time should be submitted to the Coordinator of Campus Scheduling at least 14 days prior to the event.

3. Organizations are expected to notify the Coordinator of Campus Scheduling of any cancellation or changes in time for an event at least 48 hours in advance of the event date.

4. No events sponsored by Millikin student organizations are to be held during vacation periods. Exceptions will be made at the discretion of the Director, Student Programs or designee.

Funding for Student Organizations

Solicitation of Funds and Sales or other Fund-Raising Projects

1. On-campus groups: Campus organizations may raise funds or make sales on campus under the organization name. The Director, Student Programs reserves the right to halt any fundraising activity that is deemed not in the best interests of Millikin students or Millikin University.

2. Solicitation of off-campus businesses and friends of the university for sponsorship or to underwrite an activity of a campus organization must be approved by the Director, Student Programs or designee.

3. Solicitation by off-campus groups, sales, representatives, student or non-student, or off-campus organizations and companies is generally not permitted to solicit on Millikin University property. However, in the case where solicitation does take place, the off-campus group must be sponsored by a Millikin University organization and approved by the Director, Student Programs or designee.

Student Activity Fees

• Student activity fees are allocated to recognized student organizations through the Student Organization Allocations Committee (non "Big 8" groups). Allocations occur in the late fall and mid spring semester.

• A list of approved organizations may be found at the Office of Student Programs, lower RTUC.

Late Night Events Policy

Late night events at Millikin University are defined as any event sponsored by a university group that ends past the facility closing time. All late night events must end no later than 1:45am and the facility must be cleared by 2am. Late night events must be registered through the Office of Student Programs. Approval of late night events will be at the discretion of the Director of Student Programs or designee. Late night events are subject to specific policies and regulations. The Late Night Events Policy and registration forms may be found at the Office of Student Programs or may be downloaded off the Office of Student Programs website.

Student Organization Travel Policies & Procedures

1) Use of University Vehicles · All drivers must pass the certification test through Information Technology and Safety & Security before the driver will be assigned a university vehicle. Certain age restrictions will apply to specific University vehicles.

2) Travel in non-University vehicles · Student organization members who drive their personal vehicles to organization events, programs, activities and members of organizations who travel in personal vehicles as passengers must sign liability waivers.

3) Advisor Attendance · Advisors will not be required to accompany organization members on day (non-overnight) trips to locations within a 150 mile radius of campus.  For overnight travel or travel to locations beyond the 150-mile radius of campus, an advisor must accompany the group. If university vehicles are used, there must be two certified drivers per vehicle. Advisors are not required to be present on local travel in the City of Decatur.

4) Student organizations must submit a Student Organization Travel Information Form for each trip in order to gather important emergency information.

Campus Publicity Policy

This policy refers to all publicity that is displayed by any group, university affiliated and not, on University and University-affiliated property.

 

General Guidelines

All Publicity must be approved through the Office of Student Programs

 

1. The Office of Student Programs reserves the right to deny approval of publicity that is deemed inappropriate due to the use of oppressive language or art, the promotion of alcohol or drugs, or any representation which may exclude or degrade any member of the Millikin community.

2. All publicity must include the name of the sponsoring organization or person sponsoring the activity.

 

Standard Fliers

The term "standard flier" refers to any publicity printed on traditional 8 ½ x 11 inch, legal sized (8 ½ x 14 inch), or smaller paper.

 

1. No more than 5 "standard fliers" may be posted in the Richards Treat University Center for any given event.

2. All "standard fliers" must be posted on bulletin boards or in display cases. Fliers may be placed (but not attached) on the benches in the building, but no more than 10 fliers for each event may be placed on a bench.

3. "Standard fliers" may not be posted on interior or exterior doors, windows, walls, or on brick.

4. The Office of Student Programs must approve and stamp all "standard fliers" before they can be posted on campus.

5. "Standard flyers" that are not stamped will be removed and discarded.

 

Banners

The term banner refers to any publicity that is larger than 26x36 inches. Banners may be cloth, paper, or vinyl.

 

1. Banners can only be hung in the Richards Treat University Center.

2. Banners may not be displayed for more than a 1.5 week period. Special permission may be given for major campus events.

3. The Office of Student Programs must approve and stamp all banners before they can be posted on campus.

4. Please understand that a limited number of banners can be hung in the building.

5. All Banners must publicize events that are open to the entire Millikin community. Private event banners will not be hung.

6. If an organization is interested in hanging banners in campus facilities other than RTUC, they need to contact the Director, Student Programs.

 

Posters

The term poster refers to any publicity which is larger than 8 ½ x 14 but smaller than 24x36 inches.

 

1. A limit of 3 posters per event may be hung or displayed in any one area; an area consists of a bulletin board or wall space.

2. Posters may not display heavy objects.

3. Posters may be hung in display cases and on walls in RTUC. In all other campus facilities, posters must be placed on bulletin boards.

4. Posters may not be tacked over other publicity on bulletin boards.

5. Posters may be displayed on easels. Easels may be acquired through the Coordinator of Campus Scheduling or Housekeeping.

6. The Office of Student Programs must approve and stamp all posters before they can be posted on campus.
    

Novelty Publicity

Novelty publicity is defined as, but not limited to: three dimensional publicity, freestanding publicity, table tents, door hangers, apparel, etc.

 

1. The Office of Student Programs must approve all novelty publicity. The Office of Student Programs reserves the right to deny approval of any novelty publicity which may present danger, or which is deemed inappropriate.

2. Apparel (T-shirts, hats, etc.) created to promote a specific event or a student group must be created, directly and in its intent, within the general guidelines for campus publicity.

3. Tables tents or other novelty publicity which are to be placed in dining facilities (i.e. Wornick, Quizno's, Coffee Shop) must be first approved by the Office of Student Programs.

4. The Office of Student Programs reserves the right to designate areas for certain novelty publicity.

 

Chalk and other transferable materials

 

1. Chalking sidewalks is an acceptable form of publicity, however, chalking may not take place 25 ft or nearer to a building.

2. Chalk or other transferable materials (i.e. craypas, charcoal) are not acceptable for indoor publicity.

3. Chalking and/or marking walls, brick, outdoor fixtures, or the exterior on any building is strictly prohibited.

 Off Campus Groups/Businesses/Organizations

1. Off Campus groups wishing to post publicity on campus must have their publicity approved and stamped in the Office of Student Programs.

2. All off campus publicity will be posted on the designated bulletin board in Upper RTUC.

3. Some exceptions are made for those organizations who provide specific services to Millikin students. Exceptions are at the discretion of the Director, Student Programs or designee.