Student Organization and Advisor
Handbook
October 2014
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Student Organization Recognition Procedures
Recognition of Student Organizations is reviewed semi-annually in September
and February by the Ashford University Office of Student Activities and by the Student
Government Association.
Process for Recognition of New and Existing Organizations:
A. The Office of Student Activities will distribute the recognition packet to all
student organization representatives at the Student Government Association
(SGA) meeting for the purpose of renewing recognition.
B. The organization will complete the Student Organization Recognition application
and other necessary forms from the recognition packet and return them to the
Office of Student Activities.
C. After updating the information and verifying that the conditions for maintaining
recognition have been met, the organization’s President and Advisor will receive
confirmation that recognition is granted or the reason recognition is denied. If the
organization is denied, the decision may be appealed to the Director of Student
Affairs. This appeal will not guarantee that the organization will receive an
allocation from Student Government Association.
D. Each student organization must have an Advisor. An Advisor is defined as being a
full- or part-time administrator, faculty, or staff member. The Advisor must attend
every scheduled activity and meeting for the organization to which he or she is
assigned. Refer to the role of the Advisor section in this handbook.
E. It is the responsibility of the student organization to create a constitution and
mission statement with a copy to be kept on file in the Office of Student
Activities. A sample constitution is available in the recognition packet or through
the Office of Student Activities. The sample constitution is given to provide
guidelines; it is not a form to be filled in. The constitution must be typed.
F. The Office of Student Activities and SGA reserve the right to withhold
recognition of any organization.
To ensure continuity and consistency, an organization’s constitution must include:
A. A date of adoption;
B. A clear statement of objectives consistent with the mission and educational goals
of Ashford University;
C. Identification as a campus-based and student-controlled group with active
membership limited to students;
D. Democratic procedures for nominations, elections, and removal of officers;
E. Democratic provisions for policy making, including amendments to constitution;
F. Clear statement of reasonable dues or other financial obligations of members;
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G. Adoption of the following statement of non-discrimination;
This organization shall not discriminate on the basis of race, color, national
origin, religion, gender, disability, sexual orientation, marital status, veteran
status, or age in any of its policies, procedures, and practices. This policy will
include, but is not limited to recruiting membership, organization activities, or
opportunity to hold office;
H. Statement of financial responsibility for any debts accumulated at Ashford
University by the organization not covered by funds on deposit;
I. Statement of non-hazing must include the following statement exactly:
Hazing is strictly prohibited. Hazing shall be defined as any action taken or
situation created intentionally, whether on Ashford University property or not,
to produce mental or physical discomfort, embarrassment, harassment, or
ridicule;
J. Statement of compliance with campus regulations must be included exactly as
follows:
This organization shall comply with all campus policies and regulations of
Ashford University, and local, state, and federal laws;
K. Clear statement of job descriptions for each executive officer.
Requirements for Maintaining Recognition
Failure to comply as an individual member or as an organization with the following
requirements, or a violation of law or Ashford University policy by the organization or its
members or representatives, may constitute grounds for review or withdrawal of the
organization by the University.
A. The organization’s President and Advisor(s) agree to accept full responsibility for
the group’s adherence to its Constitution and By-Laws; Ashford University
policies and directives by authorized University officials; Ashford University
Academic Catalog; Ashford University Student Organization and Advisor
Handbook, and local, state, and federal laws. Accordingly, the President and
Advisor must be familiar with such policies, laws, regulations, directives, and
procedures and must educate the membership;
B. Each student organization must file the following information with the Ashford
University Office of Student Activities by the deadline given for applicable
recognition year.
1. Student Organization Recognition Application and a budget proposal
along with the budget.
2. Copy of Constitution and By-Laws.
C. If an organization wishes to be recognized and would like to receive University
money, it must have a representative present at all scheduled meetings; both the
organization and the SGA will benefit.
1. Informing the President or Vice President of the expected absence in
writing in a minimum of 24 hours in advance must precede a planned
absence. At no time shall planned absences occur consecutively; the
second absence and following absences shall be counted as unexcused
absences.
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2. Unexcused absences will occur when an organization’s representative
does not attend a scheduled SGA meeting without informing the SGA
executives in writing or as defined in Section C-1.
A. On the first offence of the year, SGA shall serve the club or
organization a written warning.
B. On the second offence of the year, SGA shall serve the club
or organization a written warning, notifying them of the
consequences of future offences.
C. On the third offence of the year, SGA shall reclaim 10% of
the club or organization’s allocation money.
D. On the fourth offence of the year, SGA shall reclaim a total
of 20% of the club or organization’s remaining allocation
money.
E. On the fifth offence of the year, the club shall no longer be
sanctioned by SGA and shall lose additional rights and
privileges granted to SGA-sanctioned clubs and
organizations, including all their allocation money.
In order to encourage the attendance of representatives, SGA has decided to implement a
fining system that shall not be waived under any circumstances.
D. Student organizations shall abide by the following non-discrimination policy of
Ashford University, except as exempted under federal or other legislative
protections:
Ashford University is an educational institution that admits academically
qualified students without regard to sex, race, color, age, national or ethnic
origin, disability, sexual orientation, religion, or veteran status to all the rights,
privileges, programs, and activities, generally available to students at the
University. Ashford University is an equal opportunity employer and complies
with all applicable federal, state, and local laws.
E. Active membership in recognized organizations is limited to students currently
enrolled at Ashford University. The following functions and activities must be
reserved for active members.
1. Holding office in the organization;
2. Presiding, officiating, voting, making or seconding motions at any meeting
as the organization, or acting as its spokesperson;
3. Working at the tables and distributing materials on campus on behalf of
the organization;
4. Soliciting funds on behalf of the organization;
5. Sections E-2 and E-4 are not intended as a comprehensive definition of
active membership. Other functions or acts may also indicate that a person
is participating as an active member of an organization.
F. All student organizations are expected to follow Ashford University rules and
regulations governing the use of funds. All debts, whether incurred on or off
campus, must be paid. Unpaid debts to Ashford University will result in the
responsible parties being encumbered for the amounts owed among other
potential individual or organizational sanctions;
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G. Organizations may not attempt to assume functions of established student or
faculty government;
H. Activities or organizations may not substantially interfere with the normal
operations of Ashford University;
I. Student organizations, in the conduct of their activity, cannot represent the
institution without the prior written consent from Ashford University.
Privileges within the Ashford University System:
As the student organization system is an integral part of the co-curricular experience at
Ashford University, it may thereby receive certain privileges. Privileges are given to
those recognized student organizations in good standing with the Office of Student
Activities and Ashford University, and which comply with specific requirements related
to each of those specific privileges.
Review, Suspension, or Revocations of Recognition:
A. Where Ashford University alleges that the organization, its officers, or its
individual members have failed to comply with the obligations set forth under the
Requirements for Maintaining Recognition, the University may follow established
Ashford University Student Code of Conduct policies and procedures to conduct
an investigation and render sanctions, or such other disciplinary policies and
procedures as established by the University with respect to student organizations.
Ashford University may also conduct an administrative review and take summary
action, as it deems appropriate under the circumstances, with written appeals of
each action to be reviewed by the Director of Student Affairs.
B. Ashford University may elect, in lieu of recognition termination, to impose
educational and punitive measures against the organizations and/or its officers.
C. An organization whose recognition is suspended loses the opportunity to use the
name of Ashford University, its facilities, or to schedule on campus and any other
privileges as established by the University. A suspended organization must
continue to comply with those requirements stipulated under Requirements of
Maintaining Recognition. Failure to comply with these requirements will prevent
the suspended organization from having its recognition reinstated. If an
organization’s recognition is revoked, the organization will cease to be recognized
by Ashford University.
Select Ashford University Policies
Recognized student organizations and Advisors should also be aware of policies
found in the Student Handbook, as follows:
Alcohol Policies
Ashford University, as a “dry campus,” strictly prohibits the use, consumption,
possession, and distribution of alcohol by any students regardless of legal age
within the residence halls, on campus grounds or at University-sponsored
activities. Any organization wishing to host a University-sponsored activity, on or
off campus, where alcoholic beverages will be present and/or available to those of
legal drinking age, must receive written permission by Ashford University
President or his/her designee. For certain University events/functions, alcohol
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may be served only to those persons of legal drinking age. Any Ashford
University group or organization wishing to serve alcohol at an off-campus
event/function must obtain an alcohol permit. The sale of alcohol is not permitted
by any organization, group, or individual on campus.
Poster Distribution
The posting of signs/posters for clubs, organizations, and activities on and off
campus, community events, or publicity information must be approved through
the Student Services Office. All items must be stamped and initialed prior to
posting. Anyone from the Student Services department reserves the right to
remove any item(s) posted improperly. No posters or fliers are to be taped to
sidewalks, windows, or walls on Ashford University property.
All posters advertising an event must be removed within two days of the
event, or the organization will lose the privilege of hanging posters on
campus.
Sexual Harassment Policy
The University is committed to maintaining a humane atmosphere in which
individuals do not abuse their personal and/or professional authority or power in
interpersonal relationships. More specifically, administration, faculty, staff, and
students will not condone actions or works which a reasonable person would
regard as either discrimination or harassment. Reports of sexual harassment will
be met with appropriate disciplinary action, up to and including dismissal from
the University. For a complete guide, please review the Student Handbook.
Allocation Procedures - How to Receive Monies from the Student Government
Association
After an organization has successfully completed the application for becoming
recognized, it may then ask to receive monies from the SGA. Allocation is based on what
type of programs or services the organization and its members want to provide to the
entire student body and campus community without cost.
An organization must prepare a program-based budget (as specifically as possible) on the
programs it would like to sponsor during the year, associated administrative costs (i.e.,
telephone, supplies, educational workshops), and present it to the Student Government
Association Executive Board (SGAEB). Allocation forms are available from the
Treasurer of Student Government Association.
The SGAEB then reviews the budget and determines how much money an organization
will be allocated; the itemized budget is then returned to the organization for review. The
organization can make an appeal at this time regarding the budget if it so desires. If there
is no appeal, SGAEB then makes its recommendation to the Coordinator of Student
Activities for approval.
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Upon approval by the Coordinator of Student Activities, the Executive Board returns the
approved budget to the organization based on the Executive Board’s decisions. The
organization is obligated to spend its allocation according to the line items and programs
that have been approved. If an organization realizes it needs to alter, expand, or add on to
programs that were approved by the Executive Board, it should work with SGAEB to
amend its budget. An organization must request permission from the SGAEB to:
• spend money for additional programs;
• cancel programs that funds were allocated for and substitute programs;
• spend money for programs not originally approved by the Executive Board.
There are forms available from the Treasurer of SGAEB to make a transfer request. After
submitting the forms to the Treasurer, the SGAEB will decide whether or not to grant the
request. The organization is then notified of the decision and may appeal if the request is
denied.
If an organization receives monies from SGA, it will receive those funds when the
specific activity takes place. The organization’s Secretary must submit a request to
transfer the funds and state what the funds are for. After the event, the group must
submit all receipts. If there is money remaining, the money will be transferred back
to SGA.
It is important to note that organizations cannot spend funds in any manner they wish.
The organization receives funds based on specific requests that are reviewed by the
Executive Board and, in turn, the Executive Board is charged with maximizing the
effective use of student activity funds and has developed these guidelines and policies to
ensure the most efficient use of student funds.
Criteria for Allocation
In order to receive any allocations, the organization applying for the allocation must
complete the following items:
A. Evidence that allocated funds from the previous year were used for stated
proposed purpose(s).
B. Each organization must present a minimum of four programs per academic school
year.
1. Two Possible
2. Two Educational
C. All programs must comply with the requirements established by the SGA in
cooperation with the Office of Student Activities.
They are as follows;
1. Completion of paperwork (located in this packet)
2. Submission of dates for each program to be placed on the calendar.
2. Attendance at all SGA meetings.
3. Advisors must attend two informational SGA meetings per year.
4. The allocated money must benefit all students of Ashford University.
5. SGA funds will not pay for students’ food, apparel, meetings, or conferences.
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6. SGA will not pay more than half of the total cost of the event.
7. After an event has occurred, the organization will submit all receipts. Any unused
money will be returned to SGA.
Advisor
Ashford University requires that all recognized student organizations have an assigned
faculty or staff Advisor to help guide the group in accordance with the purpose and ideals
of Ashford University. Advisors must be full- or part-time employees of Ashford
University. Advisors do not directly control the group’s programs, funds, or activities.
The relationship of the Advisor to the group will vary depending on each organization
and its members. Therefore, the responsibilities and duties of the Advisor will vary
according to the group’s needs.
The person filling the position defines the role of the Advisor. Each Advisor will become
involved in the organization through meetings, planning, programming, and activities.
Advisors must attend all events.
Role of the Advisor
• Guide the group in accordance with the purpose and educational objectives of
Ashford University.
• Supervise the financial procedures of the organization and observe how it handles
its funds.
• Help increase awareness of both students and staff of Ashford University
facilities, events, and personnel.
• Be familiar with the policies and procedures listed in Ashford University’s Code
of Student Conduct and the Student Organization and Advisor Handbook.
Different Approaches to Advising
There are many different approaches to advising. The most important aspect of advising
is to remember that the main role is to do just that: TO ADVISE.
The suggestions listed below are meant to help the Advisor work more effectively with
the student organization:
• Assist the officers of the organization on issues related to ideas the organization
considers.
• If an idea is inappropriate, the Advisor should ask the students to consider other
alternatives.
• Informal meetings are encouraged for open and worthwhile discussions.
• In delegating authority, the officer should be encouraged to take an occasional
chance on some less proven members.
• The Advisor may wish periodically to evaluate officers on their effectiveness.
What an Advisor may expect of a student officer
• Keep Advisor informed of organizational activities, meeting times, locations, and
agendas.
• Provide Advisor with minutes of meetings.
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•
•
Meet regularly with the Advisor and discuss plans and problems.
Keep Advisor informed of information from SGA meetings.
How can you best use your Advisor?
• Meet with your Advisor at least one day before meetings to go over the
agenda and topics to be discussed at the meeting. If you are unsure of how to
run the meeting or deal with a situation that may arise, use your Advisor’s
knowledge and experience to come up with the solutions.
• Meet with your Advisor after the meeting to brief him/her on what happened
if he/she could not attend. Be willing to ask for advice or comments on the
way that you handled the meeting.
• Share your Advisor. Make him/her feel like he/she is part of the group.
Introduce the Advisor to new members or visitors. Ask for input in
discussions.
• Both the Advisors and organization members should understand that the
Advisor is there to assist the group and that the Advisor is, with the exception
of paid staff Advisors, chosen and retained at the group’s discretion.
Organizations should realize that an Advisor has much to contribute to the
success of the organization. Be sure to make your Advisor feel welcome at
your meetings as well as social functions.
Financial Supervision
Each organization must elect a Treasurer. The Advisor must to work with Treasurer to
supervise the handling of the organization’s financial records to include the following:
• expenditures and income;
• accounts receivable;
• current balance; and
• prompt payment of bills.
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