2011
2012
STUDENT
ORGANIZATIONS
MANUAL
Presented by the
Office of Student Involvement and Leadership
The University of Alabama
2011-2012
STUDENT ORGANIZATIONS RESOURCE GUIDE
TABLE OF CONTENTS
General Policy and Information
Important Campus Contacts
Benefits of Registering as a Student Organization
Conditions for Maintaining Registration
Organization Membership
Organization Advisors
Organization Officers
Withdrawal and Denial of Registration
Organizational Misconduct
Social/Alcohol Policy
Facilities and Services
a. Facilities
b. Classic Fare Catering
c. Equipment Rental
d. Grounds Usage Permit
e. Promotional and Advertising Space
f. Student Organization Office Space
g. Student Organization Lockers
h. Vehicle Rentals
Advertising and Soliciting on Campus
Getting the Word Out About Your Organization
a. Chalking
b. Crimson White
c. 91 Seconds on New Rock
d. World Wide Web
e. Student Organization Directory
f. SOURCE E-mail List
g. Student Organization Display Board
h. SOURCE Application Center and Drop-Off Slot
i. Get On Board Day
j. Student Organization of the Month
k. Student Organization Awards Banquet
Financial Information 14
a. Financial Affairs Committee
Appendix
Ferguson Center Policies
Financial Affairs Committee Information
Hazing Policy
Student Organization Update Form
Social Events Registration Form
Alcohol Beverage Permit
IMPORTANT CAMPUS CONTACTS
Athletic Marketing and Trademark Licensing
www.rolltide.com
348-7731
Campus Mail Service
campusmail.ua.edu
348-7807
Campus Media
Corolla Yearbook
Crimson White
WVUA-FM
WVUA-TV Cable TV
osm.ua.edu
corolla.ua.edu
www.cw.ua.edu
www.wvuafm.ua.edu
348-7257
348-8032
348-6144
348-6061
348-8660
SOURCE Board of Governors
thesource.ua.edu
348-2276
(fax) 348-1405
Community Service Center
volunteer.ua.edu
348-2865
Counseling Center
www.sa.ua.edu/Counseling/
348-3863
Crimson Ride
www.crimsonride.ua.edu
348-RIDE
Dean of Students Office
www.dos.ua.edu
348-3326
Ferguson Center Student Union
Bama Dining and Classic Fare Catering
Career Center
Crimson Copies
Ferguson Reservations
Sylvester Jones Resource Center
The Supply Store
www.ferguson.ua.edu
www.bamadining.com
www.career.ua.edu
printing.ua.edu/pages/crimsoncopies.
www.ferguson.ua.edu/formspagenew.
www.career.ua.edu/resources/jones.
www.universitysupplystore.com
348-6063
348-9881
348-5848
348-6544
348-2827
348-5848
348-6168
Housing and Residential Communities
housing.ua.edu
348-6676
New Student and Parent Programs
www.parents.ua.edu
348-8404
Office of Student Involvement and Leadership
leadership.ua.edu
348-6114
Office of Judicial Affairs
ja.ua.edu
348-8234
police.ua.edu
www.ua.edu/financial/aux_svcs/transportation
348-5454
348-0121
Public Safety
UA Police Department
Motorist Assistance Program
Seebeck Computer Center
helpdesk.ua.edu
348-HELP
Student Government Association
Financial Affairs Committee
sga.ua.edu
34UASGA
348-5715
Homecoming
Student Legal Clinic
University Information
University Printing
Bulk Mail Processing
www.sa.ua.edu/Counseling/FreeLegalClinic.htm
www.ua.edu
printing.ua.edu
printing.ua.edu/pages/bulkmail.html
348-4242
348-4960
348-6010
348-5200
348-0333
University Programs
www.up.ua.edu
348-7525
University Recreation
urec.sa.ua.edu
348-3994
University Relations
universityrelations.ua.edu
348-5320
Women’s Resource Center
wrc.ua.edu
348-5040
BENEFITS OF REGISTERING AS A STUDENT
ORGANIZATION
There are many opportunities and services
registered organizations may take advantage of:
 Use of University facilities including
Ferguson Center meeting rooms (free of
charge or at a discounted rate)
 Sponsorship of events, on-campus
solicitation, and fundraising activities
 Organization mail services (through SIL) put
address
 Eligibility to apply for FAC in accordance
with University procedures and regulations
 Limited computer privileges determined by
User Services
 Eligibility to obtain a student organization
E-mail and Website accounts through the
Seebeck Computer Center. Forms can be
found at 355 Ferguson.
 Opportunity to participate in “Get On
Board Day”
 Inclusion in the Student Organization
Directory
 Access to consultation with the Student
Involvement and Leadership Office
professional staff on organizational issues
(i.e., conflict resolution, retreats, officer
transition, etc.)
 Free advertising of program/activities in
the Ferguson Center
 Free use of display cases in the Ferguson
Center.
 Opportunity for recognition through the
SOURCE Awards Banquet
Registered student organizations are private,
voluntary associations and are not official
components of The University of Alabama.
Registration allows student organizations to enjoy
basic privileges granted by the institution when the
organization meets minimum standards for
registered status. Registration does not imply
University approval of the organization or the
activities of the group; and The University of
Alabama and the Student Involvement and
Leadership Office in no way accept liability for the
actions of registered student groups
ALL organizations must renew registration every
year. Reminders will be sent by mail and via email.
CONDITIONS FOR MAINTAINING REGISTRATION
To remain registered status, previously registered
student organizations must:
A. Renew registration each fall semester by
updating your student organization via the
SOURCE. Official registration will take place in
August of each academic year. Organizations
with officer selections mid-academic year must
notify the SOURCE via email at
source@bama.ua.edu.
B. To renew your organization follow the online
instructions found on http://thesource.ua.edu.
C. Registered student organizations are
responsible for updating your student
organization via the SOURCE after election or
appointment of new officers, or when changes
occur in the organizational officers or advisors,
mailing addresses, and phone numbers.
D. Registered student organizations must notify
the Student Involvement and Leadership Office
via the SOURCE when changes occur in the
general status of the organization (inactive,
defunct, name change, etc.).
E. To maintain registered status at The University
of Alabama, student organizations
affiliated/associated with a
national/international organization or
designated as chapters of national/international organizations must retain official
recognition by the national/international
association.
F. If the organization allows membership to
include non-University of Alabama students, at
least 50% plus one (1) of the total membership
must remain currently enrolled University of
Alabama students.
G. All student organizations shall conduct affairs in
a lawful manner and in accordance with the
constitution and by-laws which was submitted
electronically via The SOURCE to the Student
Involvement and Leadership Office and with all
applicable The University of Alabama policies
and regulations, city ordinances, and state
statutes and federal law.
advisor will be able to share insights and directions
with you to ensure your organization promote the
objective and meaningfulness of your group.
Advisors of registered student organizations must
be permanent employees of the university, either
faculty or staff.
ORGANIZATION MEMBERSHIP
The following guidelines for membership in nonfraternal student organizations are located in the
Student Handbook. Please make officers and
members aware of these guidelines.
1. Membership in registered student
organizations shall be open to all students of
The University of Alabama, without regard to
race, religion, sex, disability, or national origin,
except in cases of designated fraternal
organizations exempted from Title IX
regulations (20 U.S.C. §1681) concerning
discrimination on the basis of sex.
2. Registered student organizations must inform
the University community of organizational
membership criteria and selection processes,
including membership application deadlines.
Organizations should attempt outreach efforts
to groups that are typically under-represented
in student organizations.
a. Selection criteria must be relevant to the goals
and objectives of the organization.
Organizations with selection criteria adversely
impacting a particular segment of the university
community must eliminate that criteria or
demonstrate adequately the relationship
between selection criteria and organizational
goals and objectives.
b. The Student Involvement and Leadership Office
reserves the right to work with registered
student organizations to enhance inclusiveness
and to determine alternatives to arbitrary
criteria, limiting membership and encourage
irrelevant exclusivity.
ORGANIZATION ADVISORS
In order to take full advantage of all that is
available to student organizations, it works to the
organization’s advantage to have an advisor. The
An advisor’s role is different for every group, but in
every case your group is a STUDENT organization.
The primary responsibilities of an organization
advisor include:
 Overseeing all financial transactions and
receiving all bank statements:
 Ensuring that officers have a minimum
cumulative 2.00 grade-point average and
3.00 grade point average for graduate
students and that primary officers are
currently enrolled University of Alabama
students;
 Providing consultation concerning
membership selection procedures and
responsibilities, conducting an initial
overview of membership outcomes and
reviewing profiles of newly selected
members;
 Reviewing and signing organizational
registration documents and Annual Reports;
 Performing other duties deemed
appropriate by the organization and
outlined in the organizational constitution
and by-laws.
Registered student organizations have the right to
select a new advisor at anytime according to
procedures outlined in the organizational
constitution and by-laws.
As an advisor becomes familiar with the
organization and its leaders, he or she can assess
group needs. An advisor should be perceptive and
sensitive to changing leadership and organization
conditions and adjust his or her advising style
accordingly. Maintaining frequent and open
communication with the organization and its
officers can easily facilitate this process.
ORGANIZATION OFFICERS
1. The primary officers of a registered student
organization (president, vice-president,
secretary, treasurer, or the equivalent)
must be currently enrolled students at The
University of Alabama.
2. Officers of student organizations must be in
good disciplinary standing and must
maintain a minimum cumulative 2.00 GPA
to hold office for undergraduates and 3.00
GPA for graduate students to hold office.
The responsibility of verification rests
ultimately with the organization and
organization advisor(s).
Student Organization Leadership
There are many styles of student leadership –
leading vs. managing, personal vs. position power,
and success vs. effectiveness. The Student
Involvement and Leadership Office provides
opportunities to gain leadership experience
through both traditional settings and through nonpositional leadership development offerings
designed to boost your leadership potential. By
participating in workshops, service opportunities,
and leadership training conferences and events,
you can become the kind of leader that employers
seek. Some of these programs are facilitated by
students comprising the Student Organizational
Leadership Team of the SOURCE. These students
are peer educators whose primary focus is to equip
students with marketable skills and to help student
organizations improve their efficiency and
effectiveness. For more information, call 3486114.
WITHDRAWAL
No student organization will be officially registered
with The University of Alabama if the Student
Involvement and Leadership Office determines that
the organizational activities are detrimental to the
academic and/or educational missions of the
University.
A. If the Student Involvement and Leadership
Office denies registration of a new student
organization, the Student Involvement and
Leadership Office will notify the president
and advisor of the organization in writing of
the decision to deny registration. The
organization denied registration may appeal
in writing to the Associate Vice President
for Student Affairs within five (5) University
working days from the date of the denial
notification correspondence. The decision
of the Associate Vice President for Student
Affairs is final.
B. The Student Involvement and Leadership
Office reserves the right to withdraw
registration of a student organization for [1]
failure to comply with regulations governing
students and student groups or [2] loss of
recognition by or membership in its
respective national/international
organization.
a. The Student Involvement and
Leadership Office will notify the
president and advisor of the
organization in writing about the
proposed withdrawal of registration
and the reason(s) for proposed
withdrawal of registration.
b. Within five [5] University working
days of the date of proposed
registration withdrawal
correspondence, the organization
must show cause why registration
should not be withdrawn.
c. Should the organization choose not
to show cause or should the Student
Involvement and Leadership Office
determine justifications for retaining
registration to be inadequate, the
Student Involvement and Leadership
Office will notify the president and
advisor of the organization in writing
of the actual withdrawal of
registration, and the reason(s) for
withdrawal of registration, and the
effective date of withdrawal of
registration.
d. The organization may appeal
withdrawal of registration in writing
to the Associate Vice President for
Student Affairs within five (5)
University working days from the
date of registration withdrawal
correspondence. If the organization
fails to appeal withdrawal of
registration within the specified
time period, the decision of the
Student Involvement and Leadership
Office is final.
e. Concerning organizational appeals
of withdrawal of registration by the
Student Involvement and Leadership
Office, the decision of the Associate
Vice President for Student Affairs is
final.
ORGANIZATIONAL MISCONDUCT
The following regulations are located in the
Student Handbook that is available from the Office
of the Dean of Students. Please make members
aware of the regulations. If a violation of the
Student Code of Conduct is believed to have
occurred, the judicial procedures laid out in the
Student Handbook will be followed.
5. Article IV: Organizational Misconduct
Student organizations enrich the campus and community by
providing a source of intellectual, personal and social
development of students through their programs and
activities. The University fulfills an important mission by
providing procedures and policies for the registration and of
student organizations is the obligation of each organization to
conduct activities in accordance with University rules and
policies and applicable laws. Student organizations are
required to comply with the written rules and policies of the
University.
A. Responsibility of Officers
A fundamental aspect of any organization is the right of
the membership to elect officers who serve to ensure,
among their other duties, that the activities of the
organization are conducted properly. It is the
responsibility of the officers of each student organization
to ensure that the organization complies with this Code
of Conduct and to actively oppose and prevent any
planned organizational activity, which would violate the
Code of Conduct. It is also the obligation of the officers
of any student organization to advise and counsel
individual members of their organization whose conduct
could lead to misconduct charges against the
organization, as provided herein.
B. Organizational Responsibly for Misconduct
Student organizations will be held responsible for
misconduct in the following circumstances:
*Organizational responsibility for its own acts. The
organization will be held responsible:
1. When the organization fails to comply with a duty
imposed by a written University policy, including, but not
limited to, improper membership education and
initiation, improper organizational registration of
activities for which registration and/or permission is
required; failure to comply with applicable health and
safety regulations; misuse of University property,
facilities and equipment; violations of University
regulations on the use of alcohol; and violations of any
other rule or policy applicable to organizations.
2. When one or more officers refuse or neglect to perform
their duties under this code as described above in Article
IV.
*Organizational responsibility for individual acts of
misconduct.
1. The organization will be held responsible for the actions
of one or more of its members, which violate this Code of
Conduct when the actions arise in the course of or derive
from the activities of the organization.
2. In situations other than those described in (1) above the
organization may be held responsible for a member or
members’ misconduct when, prior to such misconduct, a
member or members have committed acts of misconduct
the nature of which has caused the Student Involvement
and Leadership Office to be concerned that the
organization is not conducting activities in a manner
which discourages such conduct, and the Student
Involvement and Leadership Office has notified the
organization that further occurrences of such conduct by
one or more members will result in disciplinary actions
against the organization. Examples of such violations
include, but are not limited to offenses against persons,
offenses against property, alcohol abuse and illegal drug
use. The notice will be in sufficient detail to notify the
officers of the precise nature of the offenses and the
length of time the notice shall be effective.
SOCIAL/ALCOHOL POLICY
The University of Alabama has established a
social/alcohol policy in order to ensure that the
normal academic functions of the University are
not disrupted and to encourage the responsible
developments of all students. For more
information and specific guidelines, please see the
appendix or obtain a copy of Party Smart, available
at the Office of the Dean of Students.
FACILITIES AND SERVICES
There are several facilities and services available to
registered student organizations including facilities
for meetings and events, promotional and
advertising space, vehicle rentals, and technical
services.
Facilities
Facilities are available for various size groups in the
Ferguson Center, Plaza, Crimson Promenade, and
Student Services Center. For specific guidelines,
please see the Ferguson Center User’s Guide or the
appendix. Some of the facilities that are available
to student organizations are as follows:
Ferguson Center
17 meeting rooms
Alabama Ballroom
Heritage Room
Forum (80 people)
Theater (424 people)
Plaza – outdoor facility
Game Room – pool tables and arcade games
Crimson Promenade
Outdoor area available for informational and
recognition nature
Student Services Center
2 meeting rooms
Social Activity Space
Space at The Student Recreational Center is
available for social functions. Reservations made
ONLINE only. Go to urec.sa.ua.edu for reservation
and reservation policies.
Classic Fare Catering
Classic Fare is available for all catering needs for
student organizations. Special student discounts
are available. For more information, please call
348-9881.
Note: Registered student organizations are
allowed to bring in snack food and beverages to
organization meetings in the Ferguson Center
(subject to certain conditions) not totaling more
than $35. For a list of those conditions, please see
the appendix or call 348-6063.
All groups reserving room space in the Ferguson
Center that will need food for meals will be
required to use Classic Fare for all catering.
Equipment Rental
Student organizations can rent a full range of
audio-visual equipment, and accessories to use in
conjunction with their Ferguson facility reservation.
These arrangements can be made in the time the
facility reservation is made at the SOURCE space.
Grounds Usage Permit
Areas such as the Quad and other University
grounds are available for use. Contact the Office of
the Dean of Students at 348-3326 for more
information and/or specific guidelines.
Promotional and Advertising Space
The following promotional and advertising space
can be reserved by student organizations in the
Ferguson Center Event Planning Office:
Display Cases
Many large display cases are located throughout
the Ferguson Center. The cases may be reserved
for a maximum of four (4) weeks. And can only be
reserved once a semester. Policies are posted on
the Ferguson Center website at ferguson.ua.edu.
Banner Spaces
Areas around the Plaza and parking deck are
available for hanging professionally made banners.
These spaces are rented by the week. Policies are
also posted on the Ferguson Center website at
ferguson.ua.edu.
Ferguson Center Table Spaces
Table spaces are available in the Ferguson Center
for distributing information and for appropriate
fundraising. Please note the policies on the
Ferguson Center website.
Vehicle Rentals
Fleet Services has passenger vans and cars
available for rental by registered student
organizations. The vans are available for official in
or out-of-state travel by UA faculty, staff,
employees, students, and authorized guests.
Students are not permitted to travel out of the
Tuscaloosa area without a faculty or staff member
with them or within a caravan. Reservation
requests must be completed and turned into the
Student Involvement and Leadership Office at least
five (5) business days prior to the trip. Please note
that personal use of these vehicles is STRICTLY
PROHIBITED.
A note to new student organizations: Privileges
afforded to prospective student organizations are
limited to use of Ferguson Center meeting space up
to three [3] times within 30 days after submitting
the proper forms, permission to publicize meetings
for membership recruitment and to complete the
registration process, and pre-registration advising
from the Student Involvement and Leadership
Office concerning organization and registration
participation in “Get on Board Day.”
ADVERTISING AND SOLICITING
ON CAMPUS
There are several options available to student
organizations regarding advertising, but keep in
mind that there are some restrictions and
regulations regarding such. Please make all
members and future members of your organization
aware of policies as well as the many options they
have to promote the organization. The following is
located in the Student Handbook (VIII.
Advertisements, Co-sponsorship, Printed Materials,
and Solicitation):
I. General Guidelines
A. Solicitations, advertisements, sales,
displays, or distribution of publications on
The University of Alabama campus will be
permissible under the circumstances and
within the parameters provided for herein.
All other solicitations, advertisements,
sales, displays, or distribution of
publications on campus are prohibited.
B. These guidelines apply to all individuals,
groups, associations or businesses of
whatever kind or nature wishes to post any
advertisement or distribute printed
materials or who wish to engage in any
commercial activity on the campus of The
University of Alabama.
II. Advertisements, Printed Materials, and
Publicity
A. General Provisions
a. Printed materials may be posted on
designated bulletin boards in
accordance with these guidelines.
Posting of such printed materials in
any other location inside campus
buildings is strictly prohibited.
b. All posters, signs, and bumper
stickers should be in good taste. Any
questions that arise concerning the
interpretation of good taste should
be directed to the Auxiliary and
Support Services Office. Advertisers
are responsible for the removal and
proper disposal of all advertising
materials within seven (7) days after
the event, which has been
publicized, has occurred or the time
limits or conditions of the
advertisement have expired.
c. City codes and state statutes
prohibit notices on any curb, tree,
mailbox, utility pole, or public
building.
d. Printed materials may not be affixed
to the outside of University
buildings.
e. Placement of printed materials on
motor vehicles is prohibited.
f. Printed materials may be distributed
on public sidewalks. Tables or
structures, which would impede
pedestrian traffic on public
sidewalks, are prohibited.
B. Ferguson Center
The placement of printed advertising or
promotional materials in the Ferguson
Center must be coordinated in advance
with the Ferguson Center Events
Coordinator. Such placement of printed
materials is subject to specific guidelines
established by the Ferguson Center
Directors Office.
C. Academic Buildings
Permission for distribution or display of
nonacademic printed materials or the Dean
of the college or school responsible for the
building(s) must approve commercial
advertisements in academic buildings.
D. Residential Facilities
Permission for distribution or display or
printed materials for commercial
advertisements in University residence halls
and apartments must be approved by
Housing and Residential Communities
E. All Other University Facilities
Permission for distribution or display of
printed materials or commercial
advertisements in all University facilities
other than the Auxiliary and Support
Services must be approved by that
department.
F. Commercial Co-Sponsorship of Student
Events and Activities
The University permits all recognized
student organizations and the Residence
Hall Association to enter into cosponsorship agreements with commercial
businesses and corporations for the
purpose of providing campus-based student
activities and events in accordance with the
policies and procedures contained within
The University of Alabama Student
Handbook. The administration of the
policies and procedures for the commercial
co-sponsorship of student organization
events and activities is the responsibility of
the Student Involvement and Leadership
Office.
G. Campus Merchandising Policy
The University Supply Store, as mandated
by The University of Alabama Board of
Trustees, has the exclusive franchise rights
to conduct all mercantile activity on
campus. No other mercantile activity shall
therefore be permitted without permission
of the Auxiliary and Support Services Office.
Upon approval from the Auxiliary and
Support Services Office, reservations for
vending space within the Ferguson Center
can be scheduled through the Ferguson
Center Events Coordinator. The availability
of such space will be subject to specific
guidelines established by the Ferguson
Center Directors Office. Commercial
solicitations for sales of goods and services
by off-campus businesses, corporations,
and individuals or through recognized
University organizations are normally
limited to the Ferguson Center as outlined
in Item III.G. However, location exceptions
may be granted for special campus wide
events or activities. Requests for campus
commercial solicitations outside the
Ferguson Center must be approved by the
Ferguson Center Directors Office and
Leadership Office and the Office of Auxiliary
and Support Services. Commercial
solicitations for sales of goods and services
by off-campus businesses, corporations,
individuals or through recognized University
organizations that are to be conducted in
University residence halls and apartments
must be approved by the Office of Housing
and Residential Communities and the Office
of Auxiliary and Support Services.
H. Distribution of Printed Materials,
Advertisements, and Solicitations through
Student Media.
The distribution of printed advertising
materials through student publications
must be coordinated through the Office of
Student Media. Requests for distribution of
printed materials at campus locations
served by the student newspaper can be
arranged by contacting the Office of
Student Media. All advertisements and
solicitations on printed material must meet
all production requirements and
established procedural guidelines of the
Office of Student Media before it will be
considered for distribution. The Office of
Student Media will charge a fee for the
distribution of any printed advertisement or
solicitation material that is accepted.
Advertisers that are interested in
distributing their materials through the
student newspaper should contact the
Office of Student Media for information.
III. Use of University of Alabama Trademarks
The use of any University of Alabama
trademarks that appear on the artwork
sheet in association with the promotion,
advertisement, or merchandising of any
product or service is strictly prohibited
without first obtaining written permission
from the University’s Trademark Licensing
Office.
IV. Violations of These Guidelines
The University reserves the right to enforce
these guidelines by all necessary means to
ensure compliance. Persons who violate
these guidelines may be criminally
prosecuted under the ordinances of the City
of Tuscaloosa as well as the trademark
statutes of the State of Alabama and the
United States. Persons, groups or
associations that repeatedly violate these
guidelines will be prohibited from further
distribution of materials or use of University
facilities. NOTE: All inquiries regarding The
University of Alabama Commercialization
and Solicitation Guidelines should be
directed to the Auxiliary and Support
Services Office, 202 Hayden Harris Hall.
GETTING THE WORD OUT ABOUT YOUR
ORGANIZATION
Crimson White
Student organizations may purchase a display
advertisement in the Crimson White based on the
size of the ad. For more information or to find out
the Crimson White reporter assigned to your
organization, please call 348-6144.
91 Seconds on New Rock
91 Seconds on New Rock is a program available to
registered student organizations through the the
SOURCE Board of Governors and New Rock WVUAFM. This program allows student organizations
easy access to having public service
announcements made on the campus radio station.
For more information or an application, please call
348-2276.
World Wide Web
A registered student organization may apply for email and website space through the Seebeck
Computer Center. Applications are available in the
Student Involvement and Leadership. For more
information call 348-6114.
Student Organization Directory
The Student Organization Directory is a listing of all
registered student organizations on campus.
Included is the directory is a brief description of the
organization and contact information for the
president and advisor. For more information visit
http://thesource.ua.edu or call 348-6114.
Student Involvement and Leadership E-mail List
Once an organization is registered, the president
and officers, and the advisor will be placed on the
SOURCE E-mail list. The list is used as a tool to
inform the officers of current and upcoming events
only from the Office of Student Involvement and
Leadership or SOURCE Board of Governors. The
Office of Student Involvement nor the SOURCE
Board of Governors will release these email
addresses unless it is determined to be in the best
interest of the organizations by the Office of
Student Involvement and Leadership.
The SOURCE Application Center and Drop-Off Slot
The Application Center, located at the SOURCE, is a
great way to promote student organizations.
Applications may be placed in the Application
Center, and completed applications may be
dropped off at 355 Ferguson or the SOURCE space.
A contract must be completed before the
Application Center can be used. For more
information on the center and/or specific
guidelines, please call 348-6114.
Get On Board Day
The SOURCE sponsors Get On Board Day each fall
and spring. The event is a wonderful way to
promote an organization and recruit new
members. Held in the fall and the spring, Get On
Board Day draws large numbers of students who
are interested in joining organizations. An officer
within the organization will receive an application
by e-mail when it is time to apply, which is a “first
come, first serve” basis.
Student Organization Awards Banquet
Held during Honors Week each year, the Student
Organization Awards Banquet is a formal dinner
and ceremony in which the SOURCE recognizes
outstanding students, advisors, and organizations.
Awards are presented for outstanding
organizations, officer, advisors, and programs and
projects.
Student organizations losing registered
status also forfeit student fee allocations.
2. Registered organizations maintaining an
account outside the University must keep
accurate records of funding sources and
disbursements, including the amount of
income and expenditures, the means of
generating funds and approving
expenditures, and the purposes of
expenditures. Student organizations must
keep receipts for moneys expended and
must issue receipts for moneys collected.
3. Members of registered student
organizations have the right to know how
organizational funds are collected and
disbursed. Additionally, sources and
amounts of organizational revenues and the
objectives and amounts of organizational
expenditures are public knowledge.
4. Organizational moneys should be dispersed
by use of checks rather than cash. All checks
must include the signature of the advisor
and one (1) officer, preferably the president
or treasurer.
Financial Affairs Committee
FAC serves as a source of funding for registered
student organizations that do not receive a direct
allocation from University sources. The committee
is able to fund such things as office supplies, travel
to national/regional conference, and events and
programs that are sponsored by student
organizations. For more information and/or
specific guidelines, please contact the Student
Government Association at 34U-ASGA.
FINANCIAL INFORMATION
Guidelines for financial management and
accountability are the following:
1. Registered student organizations must
maintain all funds allocated from
University-controlled sources in a University
account and must spend these moneys in
accordance with current University of
Alabama financial policies and procedures.
FAC Account
All registered student organizations will be granted
an FAC account through the University. This
account is managed and maintained by the advisor
of FAC. If a student organization needs to provide
an account number to use Grounds at the
University they may use this account. If any charges
are made to this account the student organization
president will be responsible for all charges. If the
matter has not been handled within 60 days of the
account being charged the student organization
president can be brought before the Student
Judiciary Committee.
Forms and Documents
Hazing Policy
http://thesource.ua.edu/forms/HazingPolicy.pdf
Social Events Registration Form/ Alcohol Beverage Permits
http://events.ua.edu/event_planning_form.pdf
Constitution Checklist
Student Involvement
STUDENT ORGANIZATION CONSTITUTION CHECKLIST
Name of Organization
The Student Handbook requires organizations to include this information in constitutions.
_____ * ARTICLE ONE (Name)
State the name of the organization. (Organizations should not use “The University of Alabama” in the title of the organization.)
_____ * ARTICLE TWO (Purpose)
State the purpose, objectives, and aims of the organization.
_____ * ARTICLE THREE (Members)
State the requirements for membership, including the following aspects of organizational membership:
(1) Organizations must allow for self-nomination for membership.
(2) If non-University of Alabama students are allowed membership, at least 50% plus one of the membership
should be University of Alabama students. All organization officers must be University of Alabama students.
(3) Membership selection and expulsion procedures should be outlined.
(4) Membership in registered student organizations shall be open to all students of The University of Alabama,
without regard to race, religion, sex, disability, or national origin, except in cases of designated fraternal
organizations exempted by federal law from Title IX regulations concerning discrimination on the basis of
sex.
_____ * ARTICLE FOUR (Offices)
Include a (1) list of offices, (2) the terms of office, (3) descriptions of office responsibilities, (4) officer election/selection
procedures, and (5) provisions for filling vacancies.
_____ * ARTICLE FIVE (Meetings)
State when regular meetings are to be held as well as provisions for calling special meetings. State what number constitutes a quorum
at any organizational meeting.
_____ * ARTICLE SIX (Relationships)
State any present or intended relationship the organization may have to any other local, state, or national organization. Include
one copy of the constitution and by-laws of any such related organization.
_____ * ARTICLE SEVEN (Committees)
Include the structure of the executive committees, a description of standing committees, and the responsibilities of each
committee/committee chairperson, and the method of membership and chairperson selection.
_____ * ARTICLE EIGHT (Advisors)
State the selection procedures for the advisor(s), the advisor’s responsibilities, and the length of the advisor’s term. The
advisor(s) must be a full-time faculty, staff, or a full-time employee of The University of Alabama.
_____ * ARTICLE NINE (Parliamentary Authority)
Provide for some form of parliamentary authority (Robert’s Rules of Order recommended).
_____ * ARTICLE TEN (Amendments)
State provisions for adopting amendments.
_____ * ARTICLE ELEVEN (By-Laws)
State provisions for adopting by-laws.
Chalking Guidelines
Chalking is a wonderful and inexpensive way to advertise or promote programs and events. Failure to adhere
to the following guidelines may result in disciplinary action as outlined in the Code of Student Conduct.
A. Only registered student organizations (through the Office of Student Involvement and Leadership),
departments, and faculty organizations are allowed to chalk within the guidelines provided below.
B. Chalking is only permitted on natural gray concrete sidewalks that are subject to being washed by the
rain.
C. No chalking can occur on sidewalks or building entrances that are covered by a shelter of any type.
D. No chalking can be closer than 20 feet to a building. A building structure includes porches, stairs, and
drive-thrus.
E. No chalking is permitted on a vertical surface including the riser portion of stairs.
F. Chalking is not permitted on any type of brick or concrete paver, and/or engraved surfaces.
G. Only solid concrete surfaces as outlined in B-E are subject to chalking.
H. The type of chalk used must be washable and not capable of withstanding several rains. Spray chalk is
strictly prohibited. It is recommended that you use Crayola Sidewalk Chalk©.
I. The following are expressly prohibited from chalking:
a. Ferguson Plaza
b. Crimson Promenade
c. Walls anywhere on campus
d. Brick pavers (bricks or brick like materials used for surfaces on which to walk)
e. Surfaces under porches or drive thrus
f. The entrance to the south end of the Recreation Center
g. Law School and surrounding sidewalks
h. Brick pavers surrounding the Culverhouse College of Commerce and Business
J. Removal of chalk in prohibited areas will be handled by the department responsible for the given area.
Organizations may be contacted by said department and asked to remove the chalking at their own
expense.
K. Please note that all departments have the right to remove chalking for aesthetic and event purposes.
L. If any expense is incurred in the removal of chalk because of a violation of the above policies (see G) the
organization may be held responsible for all expenses and is subject to judiciary action by the Student
Judiciary Committee.
Registration Instructions
Create an Organization
To register you organizations follow these steps:
To create an account:

Log into mybama.

Click the Campus Life tab.

Click on The SOURCE logo.

Update your personal profile-(this step only needs to be done once).

Continue by clicking “Next”.

Save your profile.

“Submit”.
To create your organization:

At the profile portal on the right hand side , click “JOIN AN ORG”

Select University of Alabama, Click Organizations

Click Register New Organization on top of the page

Fill out the appropriate information

Click Finish
To register for Get on Board Day

On the left hand side of your organization’s home page click TOOLS

Click FORMS

Click 2011 Fall Get on Board Day
*Completion of this form does not guarantee your organization a table until payment is received and 2011-2012
Hazing form has been received in 355 Ferguson Center*
Renew Your Organization
To register you organization you must be listed as an administrator for your organization. You must first create an
account on the SOURCE and then email karag001@sa.ua.edu the name of your organization and that you need
administrative access.
To create an account:

Log into mybama.

Click the Campus Life tab.

Click on The SOURCE logo.

Update your personal profile-(this step only needs to be done once).

Continue by clicking “Next”.

Save your profile.

“Submit”.
To renew your organization:

At the profile portal, click “JOIN AN ORG” at the top right of the page
OR If you already part of the
organization then click “My Orgs” and select your organization and skip to the 5th step listed.

Select University of Alabama.

Select the organizations of interest by searching or browse by name or category.

The generic password for your organization is alabama which will need to be changed once you have
logged in.

Click My Home

Click My Orgs and choose your organization

Once in your organization’s home page on the left hand side click “Org Profile”

Fill out the appropriate information then click Finish

To receive “Registered Student Organization” status, you must submit a hazing form to 355 Ferguson
Center
To register for Get on Board Day

On the left hand side of your organization’s home page click TOOLS

Click FORMS

Click 2011 Fall Get on Board Day
*Completion of this form does not guarantee your organization a table until payment is received and 2011-2012
Hazing form has been received in 355 Ferguson Center*
Meeting Dates & Deadlines – 2011-2012
Monday, October 3, 2011 – 6:30 p.m. 204-A Ferguson Center


Funding Requests due – Midnight on Monday, 9/26/11
President & Advisor approvals due – Midnight on Sunday, 10/02/11
Monday, November 7, 2011 – 6:30 p.m. 204-A Ferguson Center


Funding Requests due – Midnight on Monday, 10/31/11
President & Advisor approvals due – Midnight on Sunday, 11/6/11
Monday, January 9, 2012 – 6:30 p.m. 204-A Ferguson Center


Funding Requests due – Midnight on Monday, 01/02/12
President & Advisor approvals due – Midnight on Sunday, 01/08/12
Monday, February 6, 2012 – 6:30 p.m. 204-A Ferguson Center


Funding Requests due – Midnight on Monday, 01/30/12
President & Advisor approvals due – Midnight on Sunday, 02/05/12
Monday, March 5, 2012 – 6:30 p.m. 204-A Ferguson Center


Funding Requests due – Midnight on Monday, 02/27/12
President & Advisor approvals due – Midnight on Sunday, 03/04/12
Monday, April 2, 2012 – 6:30 p.m. 204-A Ferguson Center


Funding Requests due – Midnight on Monday, 03/26/12
President & Advisor approvals due – Midnight on Sunday, 04/01/12
Monday, September 10, 2012 – 6:30 p.m. 204-A Ferguson Center


Funding Requests due – Midnight on Monday, 09/03/12
President & Advisor approvals due – Midnight on Sunday, 09/09/12
Foresight Meeting Dates & Deadlines – 2011-2012
Monday, September 26th, 2011- 6:00p.m.
SOURCE Space on 3rd floor of Ferguson Center
Monday, October 31st, 2011- 6:00p.m.
SOURCE Space on 3rd floor of Ferguson Center
Monday, November 28th, 2011- 6:00p.m.
SOURCE Space on 3rd floor of Ferguson Center
Wednesday, January 11th, 2012- 6:00p.m.
SOURCE Space on 3rd floor of Ferguson Center
Monday, January 30th, 2012- 6:00p.m.
SOURCE Space on 3rd floor of Ferguson Center
Monday, February 27th, 2012- 6:00p.m.
SOURCE Space on 3rd floor of Ferguson Center
Monday, March 26th, 2012- 6:00p.m.
SOURCE Space on 3rd floor of Ferguson Center
Monday, September 3rd, 2012- 6:00p.m.
SOURCE Space on 3rd floor of Ferguson Center
University of Alabama
Ferguson Center
Display Case Reservation Policy
Reservations must be made at least (5) working days in advance. Reservations can be made by contacting the
Ferguson Center Reservations Office at 205.348.2827 or by filling out an on-line Display Case Reservation Form.
Only recognized University affiliated groups and University Departments will be allowed to reserve display
cases.
Display cases may be used to promote student activities, organizations or departments and may be reserved
for a maximum of one (1) calendar month. Items must be placed into the rented display case within the first
week of the reserved month. If not, the display case will be forfeited and the space will be given to the next
person on the waitlist. Display cases cannot be reserved for consecutive months by the same department or
student organization.
The reserving party must provide all decorations and materials necessary for the display.
The use of nails or staples to tack items in the display case is prohibited. Anyone doing so will be charged for
damages.
The reserving party is responsible for removing all materials and decorations at the conclusion of the
reservation period. If materials are not removed, unclaimed displays will be taken down by Ferguson Center
staff and discarded.
The Display Case key may be checked out at the Ferguson Center Reservations Office during regular hours of
operation. The key must be returned as soon as you have either set up and/or removed your display. Please be
sure that the display case is locked. If there is not a lock on the display case that you have reserved, please
notify the Ferguson Center Reservations Office, Facilities Manager or Student Building Manager on duty (if
during evening or weekend hours).
The Ferguson Center is not responsible for any lost, damaged or stolen items that are a part of any display
case.
Posting Policy for Display Boards (Near Theater)
1. All flyers must be no larger than 8 1/2" x 14" and must clearly state the name(s) of the sponsoring
organization(s) or departments(s).
2. A maximum of one flyer or sign per event, per week can be posted.
3. Posters or flyers in any language other than English should carry an English translation.
4. Items should be brought to Room 230 Ferguson Center for posting.
5. All flyers/signs will be removed after the date of the event.
6. Profanity, nudity, or the promotion of alcoholic beverages or bars on display board flyers will not be
permitted.
7. Questions regarding the posting policy should be directed to the Union Director's Office in Room 230
Ferguson Center.
General Reservation Guidelines
The Ferguson Center Event Planning Office (EPO) is located in Room 356 in the Ferguson Center Student Union.
The staff is available from 8:00 a.m. to 6:00 p.m. Monday – Friday to answer questions and can help you
successfully plan and carry out any size event.
Who is eligible to make reservations at Ferguson Center?
Registered student organizations, University Departments, faculty/staff organizations and external
guests of the University are eligible to reserve Ferguson Center facilities.
For student organizations, the President, Advisor, or a specified individual(s) must initiate the
reservation request. Please note that the Ferguson Center is not available for regular academic classes.
On-line reservation form requests are preferred and can be submitted via the on-line reservation system. To
access the web site go to www.ferguson.ua.edu and click on Reservations/Room Request.
The Ferguson Center EPO will try to assign requested space when possible and appropriate. The EPO reserves
the right to substitute assignments when necessary to best accommodate all space requests.
Please note that the time frames listed below are guidelines. Requests may not be able to be accommodated
if adequate notice is not received; additional fees may also be incurred.
1. Reservation Time Frames
10 (ten) working days notice for:
Building hour extension
Internet connection
Security
Teleconference arrangements
Telephone line activation
Grounds Use Permit Application
Plaza Usage
5 (five) working days notice for:
Audio-visual requests
Room set-up requirements
Cancellation of the Ballroom, Heritage Room and Plaza
Display Case Requests
2 (two) working days notice for:
Cancellation of audio-visual equipment
Cancellation of the Amphitheater
1 (one) working day notice for:
Cancellation of regular meeting rooms
Cancellation of vendor tables
Cancellation of information tables
2. An organization or department may schedule only one series of general meetings and/or one series of
executive committee/board meetings per week. The same holds true for sub-committees of larger student
organizations. Auditions, petitions, interviews, etc. are not considered serial weekly meetings.
3. Audio/Visual Policies
The use of all audio/visual equipment requires a reservation placed five working days in advance of
the event date.
Cancellations made less than 48 business hours before the event will be charged a cancellation fee of
50% of the rental charges.
4. Food and Alcoholic Beverages
Bama Dining Services/Classic Fare Catering operated by Aramark holds an exclusive contract with the
Ferguson Center.
All food and beverage service at an event in Ferguson must be provided by Bama Dining/Classic Fare
Catering with the exception of foods and procedures as outlined in the Student Group Snack Policy.
Any student organization wishing to request an exception to the food policy should contact the Event
Planning Office two weeks prior to the event.
When serving alcohol, arrangements must be made through Ferguson Center to ensure that no one
under 21 will be consuming alcohol.
Any organization bringing in its own food or beverages is in violation of these policies may lose their
right to meet in Ferguson Center.
5. Billing
A University of Alabama departmental account number is helpful in processing reservations with
billable charges.
All reservations will be billed on a weekly basis and payment should be remitted to the Accounting
Assistant for Ferguson Center at Box 870292, Tuscaloosa, AL 35487.
6. No Shows/Cancellations
In order to accommodate as many requests for events as possible, we must ask all organizations to honor
their reservations. Because of the high demand for Ferguson Center meeting rooms, an organization or
department that reserves a room and does not use it and fails to cancel the reservation within a reasonable
amount of time may be assessed a late cancellation fee.
Cancellations for regular Ferguson Center facilities must be received by 2:00 p.m. one (1) business day prior
to the event by sending an e-mail to reservation@sa.ua.edu or by calling (205) 348-2827.
Cancellations for the Ferguson Center Ballroom, Ballroom/Heritage Room or Pavilion must be submitted
at least five (5) business days prior to the event without incurring a charge.
The following late cancellation fee will be applied:
Ballroom and Heritage Room - $100.00
Theater and Forum - $50.00
All other meeting rooms: $25.00
Failure to show or cancel a reservation will result in the following:
First occurrence – warning
Second occurrence – loss of privileges for one month and cancellation fee.
Third occurrence – loss of privileges for one semester and cancellation fee.
7. Time Restraints
Rooms may be occupied only during specified event times.
Events must end at least 30 minutes before the building closes.
8. Extending Building Hours
Requests for a building hour extension must be made at least 10 working days in advance of the
event to the Event Planning Office.
If an extension is approved, an operating cost of $150 per hour will be charged to keep the building
open late. Fees are not pro-rated for partial hours.
9. Event Security
Sponsoring student organizations must take adequate precautions for the security of attendees at an event, as
determined by the Union Director’s office and the University of Alabama Police Department. Failure to adhere
to these security policies may result in an administrative and/or disciplinary sanction.
Event security is scheduled through the Ferguson Center Union Director’s Office. The sponsoring organization
will be required to pay a portion of the security personnel in advance of the event. UAPD establishes the hourly
rates for security and UAPD and Ferguson Center will jointly decide the number of officers needed for an event.
If security requirements are not completed, the event will be canceled.
In general, the required number and type of security personnel for an event will be determined by the
following:
Projected attendance (usually 250 or more people)
Time and location of event
Presence of alcoholic beverages
Description of activity planned
Number of organizational personnel available to help monitor the event
Final determination as to the appropriate number of security personnel will be made by the Assistant Director,
Operations for Ferguson Center.
Other factors which may be determined are as follows:
Advertising:
Dependent upon the content and nature, advertising can either increase or reduce the need for security.
Advertising which indicates that the attendance will be limited in number and/or restricted to University of
Alabama students and their guests may reduce security needs.
Closed vs. Open Event:
Closed events (restricted to the members of the sponsoring organization and their guests) may require less
security than events open to all University of Alabama students and their guests.
Money Collection:
The collection of money for any purposes (ticket sales, souvenir sales, refreshment sales, etc.) could require
additional security personnel.
Risk Assessment:
Increased risks (e.g., threats received, demonstrations planned) will increase the security requirement.
Written Invitations or Prior Ticket Sales:
Events which are restricted to persons with written invitations or advanced ticket sale holders will usually
require less security than events selling tickets at the door.
10. Decorations
Must be flame retardant.
Candles, incense, and fire are not permitted.
No glitter sparkles or small confetti may be used.
No smoke machines are allowed.
Waterfalls, fountains, or pools are not allowed.
No decoration materials of any kind are to be attached to the interior walls, doors, door frames,
draperies, light fixtures, columns, or ceilings.
Taping, tacking, nailing, or gluing decorations is strictly prohibited.
PLEASE CONTACT THE FERGUSON CENTER EVENT COORDINATOR FOR DECORATING IDEAS AND SUGGESTIONS.
11. Solicitation and Publicity
May take place only at reserved locations on the First and Second Floor by registered student
organizations, University Departments, or approved vendors who have made a reservation through the
EPO. In order to protect the rights of our patrons, distribution or solicitation is not allowed away from
assigned space in other parts of Ferguson Center or in the areas outside of Ferguson Center (including
parking lots).
12. Parking
Permits are required to park on campus Monday-Friday, 7:30 am - 4:30 pm. Handicap zones are in
effect at all times.
Arrangements for Visitor/Vendor parking permits can be made through the Transportation Services
Office located in Room 103 Student Services Building (348-8391). Please note that there is a fee
associated with temporary parking permits.
Parking is also available for $3.00 on the upper two levels of the Ferguson Center Parking Deck
located off of McCorvey Drive.
13. Furniture and Room Sets
The SGA President’s Room (307), Morris Mayer Room (312), Anderson Society Room (313), Sparkman
Room (358), The Forum (360), and Rooms 204-A, 204-B, and 305 have pre-set conference furniture. A
minimum of $25 fee will be levied if these sets are altered or rearranged in any way.
Organizations should contact the Event Planning Office at least five days in advance to discuss room
sets.
Ferguson Center furniture and audio/visual equipment is not available for rental at other venues
on campus. As the only exception to this provision, Ferguson furniture and equipment may be rented
for a fee by organizations using the Ferguson Center Plaza or Crimson Promenade. The EPO can arrange
the rental furniture order for you.
14. Smoking Policy


Ferguson Center is a smoke free building. Smoking is not permitted at any time.
The Second Floor Terrace area outside Starbucks has also been designated as a no smoking area. The
designated smoking area is located outside the Game Room and Supply Store Entrance on the First
Floor.
15. Responsibility
The sponsoring organization is responsible for all charges, fees, and any damage resulting from a
member of the organization or from anyone attending the event.
The sponsoring organization will be assessed the full replacement cost for any damaged furniture,
draperies, carpeting, etc.
Users of departmental facilities or grounds must abide by University regulations and Federal, State
and local laws. Failure to do so may result in the cancellation of future reservations and/or restriction of
use of Ferguson Center facilities.
16. Misrepresentation

Student organizations shall not use their privileges for access to university space and services
inappropriately. As an example, a student organization should never agree to reserve a meeting room
for a non-university group or commercial vendor who would not have access to campus or for whom
there would be a fee charged. If a non-university group of any type contacts your student organization
about "co-sponsorship" for access to space or service, please contact the Event Coordinator for more
information.
Student Group Snack Policy
1. Student groups are allowed to bring in snack food and beverages to organizational meeting (subject to the
following conditions) not totaling more than $35 in value in to the Ferguson Center.
2. Approved snacks include:













Pretzels
Chips
Salsa/Dips
Crackers
Candy
Popcorn
Cookies/Brownies
Peanuts
Baked goods (donuts, breads, Rice Krispie Treats, bread sticks, etc.)
Vegetables and fruit platters
Whole fruit
Sodas
Bottled Waters




Iced Tea
Juice
Punch/Lemonade
Pre-made hot beverages
3. All incidental items (paper plates, tableware, napkins, and cups) must be provided by the student group.
Classic Fare Catering can provide these items for a charge if required in advance.
4. The use of appliances that require and electrical supply (coffeepots, crock pots, etc.) is not permitted.
5. No food preparation is allowed in meeting rooms.
6. Student groups who plan to bring food in to the Ferguson Center must stop at the Information Desk upon
entry to the building and inform the Information Desk attendant that they will be bringing food in to the
Ferguson Center.
7. Rooms must be left in the condition they were found. All trash must be placed in the trash bags obtained
from the Ferguson Center Information Desk.
8. Organizations that fail to follow the above guidelines or abuse the snack food policy can have their privileges
revoked by the Ferguson Center Union Directors Office.
9. This policy only applies to registered student organizations. All University Departments and outside
organizations must use Bama Dining/Classic Fare Catering to provide refreshments.
Information Table/Promotional Table Space Policy
1. Distribution of literature, petition drives, surveys, and similar activities in Ferguson Center may be
conducted only from a reserved information table location.
2. Tables are only available for registered student organizations and University Departments.
3. In order to protect the rights of patrons, distributions or solicitation is not allowed away from assigned
space in other parts of Ferguson Center or outside of Ferguson Center. Group members should remain behind
the table and not approach patrons in the hallway area.
4. Group members must remain with the table at all times. Groups cannot leave information displays
unattended.
5. Amplified sound (i.e., radios, TVs, etc.) may be used only with permission from the Event Planning Office and
must be at an acceptable volume level. The Ferguson Center EPO reserves the right to ask groups to lower the
volume on sound equipment.
6. Tables can be reserved for up to one week (Monday-Friday) for a specific activity or promotion.
7. Information tables reserved during Study Week or Finals Week should not be staffed by students.
8. Student groups must adhere to the same policies as outside vendors regarding the prohibition of credit