University of Colorado Denver
_________________________________________________________________________
Title:
Student Organizations
Source:
Prepared by:
Approved by:
Effective Date:
Replaces:
February 13, 2004
Applies:
All campuses
______________________________________________________________________
A. Introduction
1. Purpose
The purpose of this policy is to set forth the fiscal oversight rules for student
organizations conducting activities on a University of Colorado Denver (UCD) campus or
associating with the university in any manner.
2. Reference
a. State of Colorado Fiscal Rule 2-1
b. Administrative Policy Statement – Fiscal Roles and Responsibilities.
c. Administrative Policy Statement – Propriety of Expenses.
d. UCD Fiscal Policy – Use of UCD Campus Facilities
e. Administrative Policy Statement – Bank Accounts and Investments.
f. Administrative Policy Statement – Donations.
g. Auraria Higher Education Center – Campus Policies.
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3. Responsibility
At the Downtown Campus (DC), it is the responsibility of the Director of Student Life
and student organization advisors to ensure compliance with this policy. At the Anschutz
Medical Campus (AMC), it is the responsibility of the Director of the Student Assistance
Office (on behalf of interdisciplinary student organizations), school student affairs
officials (on behalf of school-specific student organizations), and student organization
advisors to ensure compliance with this policy.
B. Table of Contents
A. Introduction
1. Purpose
2. Reference
Page(s)
1
1
1
3. Responsibility
2
B. Table of Contents
2
C. Applicability and Definitions
2
D. Policy
1. General
2. Coordination of Overlapping Activities
3. Student Organization Approval and Oversight
4. Depositing Monies generated by Student Organizations
5. Use of the university’s procurement, travel office, payroll
and personnel systems
6. Use of university’s name, trademark, IRS Tax–Exemption
Status
7. Fundraising
8. Donations
9. Awards
10. Alcohol
11. Use of Facilities
12. Legal Liability
E. Procedures
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5
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C. Applicability and Definitions
1. Applicability
This policy applies to all student organizations, with or without university affiliation, that
conduct activities at UCD.
2. Definitions
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a.
Affiliated Student Organizations are permitted to use the university’s name,
trademark, IRS tax-exemption or governmental status, following established
university policies. At DC, the Office of Student Life has recognized them. At AMC,
they have been recognized by the Student Senate (if they are interdisciplinary) or a
school’s administration (if a student council) or by a school student council (if they
are school or program-specific).
Recognized organizations have a constitution or bylaws and a student organization
advisor, who accepts responsibility for the organization’s compliance with state,
university and UCD campus rules and regulations. At DDC, affiliated student
organizations also have affiliation agreements approved by the Office of Student
Life, and they also must comply with Auraria Higher Education Center (AHEC)
campus rules and regulations. At AMC, affiliated student organizations also have
affiliation agreements approved by the campus Director of the Student Assistance
Office (if they are interdisciplinary) or school directors of student affairs (if they
are school-specific). Affiliated student organizations have access to the
university’s purchasing, travel office, payroll and personnel system. Affiliated
student organizations manage their funds through the university accounting
system and may not establish separate checking accounts at any outside banking
institutions or credit unions.
b.
Associated Student Organizations are local chapters of national organizations that
have a presence on campus and have been formally recognized by the Student Senate
(if interdisciplinary) or the student council of the respective School. Student
organizations must be able to use the taxpayer identification (FEIN) of the national
student organization or become a legal entity in their own right with their own
taxpayer identification (FEIN) to use on their external bank account to be classified as
associated, else they must become affiliated. The student organization advisor is
responsible for monitoring the activities of the associated student organization and for
ensuring compliance with policies related to conducting activities on campus.
Associated student organizations are allowed to use meeting rooms in
University-owned buildings without charge as long as the usage is nominal and
does not conflict with regular university business or student classes. Associated
student organizations do not have access to the university’s purchasing, travel
office, payroll and personnel system. Any funds collected by associated student
organizations may not be deposited to a university account. Associated student
organizations may not use the university’s name, IRS tax-exemption, taxpayer
identification (FEIN), or governmental status.
c.
Independent Student Organizations are any student organizations that are neither
Affiliated nor Associated. They are fully responsible for their own activities.
Independent student organizations must comply with university policies and
procedures in scheduling and conducting activities on campus. These groups do not
have access to the university’s purchasing, travel office, payroll and personnel
system. Any funds collected by an independent student organization may not be
deposited to a university account. Independent student organizations may not use the
university’s name, IRS tax-exemption, taxpayer identification (FEIN), or
governmental status. Usage of university facilities is to subject to a rental charge (see
UCD Fiscal Policy 2-4 “Use of Facilities and Equipment by Outside Parties or for
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Private Gain”). Independent student organizations may not associate themselves to
the university in any manner.
d. Bylaws or Constitution: a formalized set of rules adopted by a student organization
governing its meetings and affairs.
e. Student Organization Advisor: a UCD employee (faculty or staff) assigned to the
student organization to provide oversight and guidance and to ensure compliance with
state, university, and campus rules and regulations. Advisors must regularly
participate in their organization’s plans and activities, including after-hours events,
and must maintain direct knowledge of their organization’s finances. Some student
organization advisor duties may be delegated to other employees, but overall
responsibility of student organization activities remains with the advisor. Advisors
must be present during activities, which include the serving of alcohol, unless the
activity is within a venue with its own liquor license. No alcohol may be served at any
downtown Denver student organization event with the exception of special fund
raising events.
f.
Student: includes any individual who is registered or enrolled in an academic program
at UCD. Some student organizations may require full-time status or even degree
seeking status within a particular program or on a specific campus for students
wishing to participate within the respective organization.
g. Student Organization: Students organizing in groups and conducting activities related
to the educational and social experience at UCD. Students may form, associate with,
or disband any student organization as affiliated, associated, or independent student
organizations.
D. Policy
1. General
Recognizing the value of student organizations to the mission of the university, UCD may
provide assistance to student organizations in conducting their activities. The level of
assistance varies depending on the relationship of the student organization with UCD.
The formal relationship is dependent on the interest of the organization and its mutual
agreement for carrying out functions on behalf of the institution. Because student
organizations differ in their interest and ability to conduct activities on behalf of UCD, the
relationship of student organizations varies by type. The recognized relationship types
are affiliated, associated, and independent.
Affiliated student organizations shall adhere to policies and procedures for official
recognition, including non-discrimination in determining their membership. UCD will
deny recognition to groups who advocate inciting or producing lawless action, who
engage in unlawful activity or conduct, or who fail to comply with state, university, or
campus rules and regulations.
2. Coordination of Overlapping Activities
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Student organizations may undertake activities that touch on or overlap with program
areas the chancellor has vested in certain offices within the UCD organization. Without
close coordination between the student organization and the program director charged
with the responsibility for such an activity, there is potential for unnecessary duplication
and potential conflict.1
Therefore, it is critical for student organization advisors, the DC Office of Student Life,
the AMC Director of the Student Assistance Office, and each AMC school’s student
affairs officials to work with student organizations wishing to undertake activities that are
similar to or overlap with existing program areas within the campus. In such instances,
the student organization’s advisor and officers from the student organization should meet
with the director of the program in question to collaborate and work through any issues,
including duplication of effort or potential conflicts. The program director in question has
the final authority to approve or deny the activities which will affect his/her respective
program responsibility. Any conflicts which arise in this area will be referred to the
appropriate school or college dean or vice-chancellor for final resolution depending upon
the school or campus-specific program in question.
3. Student Organization Approval and Oversight
a. Any student organization wishing to have a designation of “Affiliated” status must
submit a registration form annually to the Student Assistance Office at AMC or each
semester to the Office of Student Life at DC. The form must identify the student
organization advisor, who has agreed to participate actively in the organization’s
affairs and take responsibility for compliance of the group’s activities with respect to
state, university, and campus rules and regulations. It also documents by signature
the responsibilities agreed to by the student organization advisor and student
organization’s president as an affiliated student organization. The request must
include a copy of the organization’s bylaws or constitution. If it is not explicitly
stated in the organization’s bylaws or constitution, a written statement outlining the
scope of current and planned activities for the organization must be attached to the
registration form.
For AMC, all registration materials will be reviewed and copies forwarded to the
Student Senate (for interdisciplinary organizations) or school-specific student
councils for further review and proposed recognition. Final approval of these
agreements at DC rests with the Office of Student Life, and at AMC it rests with the
Director of the Student Assistance Office (for interdisciplinary organizations) and the
school directors of student affairs (for school-specific organizations).
b. Associated student organizations are required to submit a registration form annually
to Student Assistance Office at AMC or each semester to the Office of Student Life at
DC. The registration material is used for informational purposes only and allows the
Student Assistance Office at AMC and the Student Life Office at DC to be aware of
new associated student organizations on campus so they can be advised of the policies
1
For example, as one of its service activities, a student organization may wish to provide students at the campus
information on UCD Financial Aid opportunities and various scholarships that may be available for students
pursuing health professions. This activity is already vested in the campus Student Financial Aid Office. The web
and many private, profession-oriented and federal sites contain general financial aid and scholarship information
that a student group might want to share with students that would not necessarily be duplicative of the UCD
Financial Aid Office’s mission.
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that pertain to the student group, such as, facilities usage policies and the student
organizations policy. Since associated student organizations do not have funds on the
university’s books, no university employee has fiscal oversight responsibilities over
them.
c. All approved registration forms for AMC will be kept on file in the office of the
Director of the Student Assistance Office, and for DC they will be kept on file in the
Office of Student Life.
4. Depositing Monies Generated by Student Organizations
Funds collected by affiliated student organizations shall be deposited into one or more
university accounts in accordance with campus policies. Funds will be deposited and
managed at AMC by the Student Assistance Office (for interdisciplinary student
organizations) or the student organization advisor (for school/program specific student
organizations) and at DC by the Office of Student Life. Affiliated student organizations
may not deposit monies into an outside bank account.
Associated and independent student organizations are not permitted to deposit funds with
the university and may not use the university’s taxpayer identification (FEIN) on external
bank accounts.
5. Use of the University’s Procurement, Travel Office, Payroll and Personnel Systems
Affiliated student organizations will have access to the university’s procurement, travel
office, payroll and personnel systems at AMC through their fiscal oversight staff and at
DC through the Office of Student Life. Access to these services is to be in compliance
with the related state, university and campus policies, rules and regulations regarding
procurement and propriety of expenditures. The student organization advisor is
responsible for ensuring compliance with these related policies.
Associated and independent student organizations are not allowed to use the university’s
procurement, travel office, payroll and personnel systems.
6. Use of University’s Name, Trademark, IRS Tax –Exemption Status
Affiliated student organizations are allowed to use the university’s name, CU logo,
trademark, letterhead, taxpayer identification (FEIN), tax exempt, and governmental
status.
Associated student organizations must obtain prior approval from the Director of
University Licensing to use the CU logo or trademark. Associated student organizations
may not hold themselves out to the public as affiliated student organizations, nor are they
allowed to use the university’s letterhead, taxpayer identification (FEIN), tax exempt, or
governmental status.
Independent student organizations are not allowed to hold themselves out to the public as
being either affiliated or associated with UCD or any UCD college, school or program.
Independent student organizations are not allowed to use the university’s logo, trademark,
letterhead, taxpayer identification (FEIN), tax-exempt, or governmental status.
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7. Fundraising
Fundraising consists of soliciting and collecting gift revenue for the organization. A
fundraising special event is an event sponsored by an organization for which any payment
made to attend or sponsor or to purchase goods or services at the event is composed of an
identifiable gift and non-gift component.
Determining if the fundraising event meets the requirements of an immaterial fundraising
event or material fundraising event. An immaterial fundraising event is a fundraising
event that does not involve purchase of meals; sale of goods or services valued at more
than $40 (individual item value); or receipt of monies equal to or greater than $250 from a
single donor. A material fundraising event is any fundraising event that does not meet the
definition of an immaterial fundraising event. The Office of University Controller has the
authority to make the final ruling on whether a fundraising event is an immaterial
fundraising event or material fundraising event.
a. Immaterial Fundraising Event
Sales of minimal-value goods, such as bake sales or tee-shirts, are considered
regular sales, not fundraising events. Before conducting any regular sales
activities, student organizations must obtain written approval from the Office of
Student Life at DC or from the Director of the Student Assistance Office or the
appropriate School’s student affairs official at AMC and sales tax must be
collected on all proceeds. All proceeds from fundraising events held by affiliated
student organizations must be deposited with the Office of Student Life at the DC
or with the Director of the Student Assistance Office or the appropriate School’s
student affairs official as soon as the activity is completed.
b. Material Fundraising Event
Special policies and procedures apply to fundraising special events.
Responsibility for ensuring compliance with these policies and procedures for any
fundraising efforts of affiliated student organizations shall rest with the student
organization advisor. Before conducting a material fundraising activity, student
organizations must obtain written approval from the Office of Student Life at DC
or from the Director of the Student Assistance Office or the appropriate School’s
student affairs official at AMC. All procedures outlined in the University of
Colorado, Office of the University Controller, Finance Procedural Statement:
Fundraising Events must be followed for material fundraising events.
https://www.cu.edu/controller/documents/FPS-Fundraising-Events.pdf
Affiliated student organizations are allowed to conduct fundraising activities on campus.
All fundraising activities, including printed materials soliciting donations to benefit the
student organization at DC must be reviewed and approved by the Office of Student Life,
and at AMC they must be reviewed and approved by the Director of the Student
Assistance Office (on behalf of interdisciplinary student organizations), School student
affairs officials (on behalf of school-specific student organizations), and the student
organization advisor.
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All procedures outlined in the University of Colorado, Office of the University Controller,
Finance Procedural Statement: Fundraising Events must be followed for material
fundraising events and supersedes any statements within this policy.
https://www.cu.edu/controller/documents/FPS-FundraisingEvents.pdf
Student organizations are prohibited from securing a raffle license as a fund raising
activity.
8. Donations
Affiliated student organizations may not donate university funds including monies
generated from fundraising activities as a contribution or charitable gifts to any
organization or make in-kind contributions to campaigns involving the nomination,
retention, or election of any person to any public office, or to urge voters to vote in favor
of or against a ballot initiative.
The prohibition does not include donations to non profit organizations when (1) the
donation is directly related to achieving the university's educational, research, or public
service mission and (2) the donation has been approved in advance by the Vice
Chancellor for Finance. See the Administrative Policy Statement “Donations”.
9. Awards
Affiliated student organizations applying for financial assistance in the form of an award
from external organizations such as foundations, community civic groups, or local
businesses may do so using the related identifying information of the university (e.g. tax
identification number, etc.). For successful awards, the check should be made payable to
the “Regents of the University of Colorado” and deposited into the related student
organization program in the general ledger. Award applications filed by an affiliated
student organization need to be reviewed and approved prior to submittal by the student
organization advisor at AMC or the Office of Student Life at DC.
Associated and independent student organizations are not allowed to apply for awards or
financial assistance using the university name or tax identification number.
10. Alcohol
The purchase of alcohol by affiliated student organizations at AMC is prohibited.
At the Downtown Campus, no student organization is permitted to purchase alcohol for
use at an on campus event.
As stated in the “Use of UCD Campus Facilities” policy, the consumption of alcohol on
campus is prohibited except at approved events.
11. Use of Facilities
Affiliated and associated student organizations may use university-owned meeting rooms
without charge as long as the usage is nominal and does not conflict with regular
university business or student classes. Use of Auraria facilities is subject to AHEC rules.
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Use of Auraria facilities by associated student organizations may require a damage
deposit; contact the DC Office of Student Life for details.
12. Legal Liability
As indicated in the Administrative Policy Statement “Fiscal Roles and Responsibilities,”
the individuals involved in a transaction may be held personally liable for a transaction
that is made in violation of policies, laws, regulations, and rules and contracts, grants and
donor restrictions, regardless of when the approval occurred.
Procedures for AMC
http://www.uchsc.edu/studentassistance/orgs/index.htm
Procedures for DC
http://thunder1.cudenver.edu/studentorgs/recognitionguidelines.html
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