STUDENT ACTIVITIES POLICIES AND PROCEDURES
STATEMENT OF PURPOSE
The purpose of the Student Activities Office is to help USF students develop and mature through a variety of co-curricular programs and activities. Through involvement and interaction, students can develop leadership, interpersonal and analytical skills as well as acquire an appreciation for and sensitivity to, cultural diversity and global interdependence. Central to this task, Student Activities provides administrative support and guidance that enable University students to organize and sustain officially sanctioned student organizations. Student Activities strives to provide an emotionally supportive and physically safe environment for student exploration, socialization, and growth. Additionally, Student Activities is an information resource concerning student organizations and related activities. Student Activities administers special programs such as Campus Compact, Campus Activities Board (CAB), University Lecture Series, and Leadership Development Programming.
I. CLIENTELE
Student Activities clients are University students, officially recognized student organizations (active and provisional) and their membership, University Faculty and staff associated with student organizations and related activities, the University community, and the local community.
II. POLICIES
A.
All forms necessary for starting an organization, maintaining an organization, requesting Student Activities services as well as other pertinent forms are available at the Student Activities Office (CTR 259). Additional information about the Registration and conduct or student organizations may be found in the Student Handbook. (copy attached to this document as appendix)
B.
Student Activities maintains a record of status and officer listings of all officially recognized University student organizations. To remain active, each organization must submit an updated officer listing to OSA between August 25 th and September 30 th of each academic year. Student Organization Officers must be degree-seeking students at the University of South Florida with at least a 2.0 GPA. Officer listings are verified randomly throughout the year. Forms with invalid information will be returned to the organization. Failure to update officer listings may result in deactivation.
C.
Each student organization is required to retain an advisor. The advisor must be a current USF faculty or staff person and will be the official representative for the organization (special exemption requests can be submitted to the Associate Director for Student Activities). The advisor should guide, interpret, and educate the students regarding all rules, regulations, and procedures set forth by the University, the State of Florida , and the United States Government. Student Activities staff members will conduct advisor training in these areas including the overall roll of an advisor and the Event Approval Process. Each advisor is permitted to advise a maximum of three organizations. Advisors are included on the Student Organization Registration Form submitted to Student Activities each year. Failure to update advisor status on the officer listing may result in deactivation. Student organization membership must be at least 80% currently enrolled USF students (80/20 rule). However, in order to be eligible for Activity and Service fee funding by Student Government, 100% of student organization members must be currently enrolled USF students and 10 students must be listed on the Student Organization Registration Form.
D.
Organizers can request official registration for a student organization by submitting a completed Student Organization Registration Form together with one copy of the organization's constitution to Student Activities for review, and meeting with the Associate Director for Student Activities (DSA). The organization is responsible for making changes (i.e., corrections, additions, and deletions) directed by Student Activities and resubmits the required forms and/or constitution. Student Activities will forward a letter of official registration to the organization and a verification letter to the advisor. Information regarding the officially recognized organization will be filed and entered in the computer database. Questions regarding constructing a constitution and membership requirements (80/20 rule) should be directed to Student Activities staff members.
E.
An organizer can request a provisional registration for a student organization by submitting the appropriate form. The DSA will review the request and verify the enrollment status of the organizer. Provisional registrations are authorized for not less than 30 days, and not more than 90 days. During this time, the organizer should finalize their Student Organization Registration Form and Constitution and submit these documents to Student Activities. Student Activities will forward the results of the review to the organization.
F.
Student Activities initiates deactivation procedures for student organizations that fail to submit the appropriate officer and advisor listing form by the above-mentioned deadline. An organization that has been deactivated can request reactivation by submitting the appropriate form, a current constitution, and reconciling all outstanding debts for University services. The DSA will review all requests for deactivation and reactivation. Changes are entered into the computer database.
G.
Student Organizations can request name changes by submitting the appropriate forms. Changes are entered into the computer database.
H.
Student organizations are not permitted to schedule meetings or events during final exam week.
I.
Student organizations are subject to the USF fundraising policy. Information regarding the policy may be obtained from the Student Activities Office.
J .
The Student Activities Office will investigate violations of university rules, and/or State laws by Student Organizations, and will impose appropriate sanctions when necessary. A copy of the Student Organization Judicial Policy is available through the Student Activities Office or on our WEB Site http://ctr.usf.edu/osa/. (Student Organization Judicial Policy appended to this document)
K.
Student Organizations with past due accounts will be sent letters of reminder to both Chapter President and Advisor at 30 and 60 days past due. Organizations with bills 61-90 days late shall have all of their room reservations and other campus event reservations cancelled. Student Organizations with bills over 91 days late will have their registration suspended until the bill is paid in full. Under temporary suspension, the organization cannot hold social functions, participate in intramurals or avail themselves of any of the services afforded to registered student organizations at USF.
L.
Student Organizations may not use Greek Letters or words in their organization name unless the group is formally affiliated with a Greek council or Honor Society.
III OSA SERVICE POLICIES
A.
All services are reserved for officially registered student organizations.
B.
Mailboxes are available for student organizations on a limited basis. Mail is sorted and distributed by Student Activities staff. Organizations can pickup Packages and bulk mail in CTR 259. Any package or bulk mailing not picked up after two notifications will be returned to the sender.
C.
Student organizations can display information for 30 days in the display case located on the first floor of the Marshall Student Center . Organization can sign-up for this service at the Student Activities Office.
D.
Helium can be requested by student organizations. Procedure information and request forms are available by contacting the Student Activities Office or through or WEB site at http://ctr.usf.edu/osa/. There is a nominal fee for this service.
E.
Student Organizations may post large display signs for 10 day maximum. Sign approval forms are available from the Student Activities Office or on our WEB site at http://ctr.usf.edu/osa/. Organizations must receive approval before a sign(s) is posted, and must comply with size and location limits as stated.
F.
Mailing labels are available for student organizations. Procedure information and request forms are available by contacting the Student Activities Office or through our WEB site at http://ctr.usf.edu/osa/.
IV. SPECIAL PROGRAMS
A.
Volunteer Services : The goal is to provide public service opportunities for students and to develop an expectation of service as an integral part of their life and the college experience.
B.
University Lecture Series (ULS): ULS offers the University community an opportunity to be exposed to some of the most up-to-date perspectives on a wide range of significant issues. (ULS Procedures attached and available on web site)
C.
Student Organization Advisory Board (SOAB): SOAB provides support to OSA staff in planning and coordinating Student Organization's Showcase of Services, Presidents Club Conference, Emerging Leaders Conference, and other similar programs.
D.
Campus Activity Board (CAB): CAB plans and produces extra curricular activities and provides an opportunity for University students to develop leadership skills in presenting
and promoting these activities. These activities will represent high quality, low cost, and diverse selection of social, cultural, educational, and recreational events. (CAB Procedures attached and available on web site)
E.
Multicultural Activities: The Office of Multicultural Activities recognizes and aims to promote the diversity of the student culture at the University of South Florida . The office seeks to expose students, faculty and staff to the wealth of cultural resources that can be found within the university community. It is our purpose to educate and inspire all students to learn about and appreciate the differing cultural groups that exist on campus by encouraging them to participate in multicultural co-curricular activities. This is accomplished through student organization advising services, advocacy efforts, leadership and training opportunities, and student activities.
F.
Homecoming Steering Committee: The Homecoming Steering Committee coordinates the large public events during Homecoming week. Their mission is to strive for excellence by abiding by the rules and procedures of the constitution, accomplishing individual responsibilities assigned to the position which we serve, listening to the opinions of the student body whom we represent, and lastly promoting school spirit and tradition in order to better unite this University . (Procedures attached and available on web site)
G.
Centre Gallery: The Centre Gallery is an art exhibition area in the Marshall Student Center that showcases the work of our most talented USF students. The Gallery is operated and directed by USF Students. (Procedures attached and available on web site)
H.
Leadership Development: The Leadership Development program offers students an opportunity to learn the skills necessary to be effective student organization members, and ultimately, productive citizens. This program offers a series of workshops during the year to assist student organization leaders in making the most of their extracurricular experience at USF. The Leadership Center is a partnership between the College of Business and the Marshall Student Center ; it houses a leadership library and resource area and hosts a variety of developmental programs for individual students and student organizations. The academic minor in Leadership Studies is housed in Undergraduate Studies and involves faculty from various departments/colleges and Student Affairs. The Program is coordinated by an interdisciplinary advisory committee and is co-chaired by one tenured faculty member and the Associate Director for Student Activities.
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