Student Organization Administration Policy


The University of Maine herein establishes a system of recognition for student organizations to insure the rights of students to freely form associations; to maintain the right of the University to choose which student organizations it will recognize; to define the relationship between the University and the student organizations; and to insure that requirements for recognition, the privileges received through recognition, and the policies and procedures that govern student organizations are administered in a fair and equitable manner.

Only recognition in accordance with this policy sanctions the existence and operation of an organization on campus, although students may participate in off-campus organizations. Recognition criteria apply to all activities of recognized organizations, whether those activities take place on or off campus.

Recognition requirements apply to all student organizations. The University of Maine provides for two types of recognition: registration and direct-funded certification.

I.  REGISTRATION
Registration is the most common type of recognition, and it will be administered by and through the student governments, as has been the case in the past. Requirements for and privileges associated with Registration are listed below.

A.  Requirements for Registration
In order for a student organization to become registered and retain registration status, the following conditions must be met to the satisfaction of the applicable student government.* Student governments have the authority to revoke a registration in accordance with this policy. This process is separate from action the University may take under the Student Conduct Code. In order to become registered, the organization must

*Organizations that are denied registration may appeal to the Dean of Students and/or a designee for reconsideration. Recognition granted by the Dean of Students and/or designee will permit access to University programs and services but not student government recognition or funding.

1. for initial registration, submit the appropriate registration application to Student Government, Inc. (for undergraduates) or to the Association of Graduate Students.

2. for continued registration, submit an updated registration form annually by October 15 and within two weeks of any changes in officers and/or the advisor.

3. accurately disclose the purpose of the organization and operate in accordance with its stated purpose.

4. submit a constitution and bylaws according to prescribed
standards.

5. submit all changes in the constitution and bylaws within two weeks of any action taken.

6. follow the appropriate student government guidelines with respect to organization officers and membership.

7. adhere to University regulations.

8. adhere to local, state, and federal laws.

9. conduct all activities in a manner consistent with the mission
of the University.

10. not participate in any hazing activities and abide by UMaine Hazing Policy.

11. comply with the University of Maine’s nondiscrimination policy.

12. not participate in any physical disruption of the educational process or the peace, order, and discipline of the University.

13. not use the organization for the inappropriate financial enrichment of any officer, member, or affiliate.

14. use dues and other membership fees for the express and direct benefit of the organization and in fulfillment of its purpose.

15. not enter or attempt to enter into contracts which obligate the University of Maine without prior written authorization by the appropriate University official.

16. agree not to use University funds, including, but not limited to student activity fee monies, to finance administrative claims, or litigation of any kind against the University of Maine System, the University of Maine, or any of its trustees, officers, employees or agents.

17. designate employees of the organization as such and not as employees of the University and
a. comply with all applicable state and federal laws regarding employment, and
b. adhere to the University of Maine equal employment and nondiscrimination policies and other UMaine policies related to classified and/or professional employees.

18. appoint a currant University employee as advisor to the organization. (An organization that cannot find an advisor should contact the office of Student Organization and Leader Development in the Division of Student Affairs for assistance.)

An advisor must perform the following functions:
• meet at least once a semester with the executive board
or officer group and inform them of institutional matters;
• attend full organization meetings periodically, but not less
than once a semester;
• advise delegations regarding trips to conferences, business
meetings, and inform organization of the Student Travel Policy
• respond to concerns from the members about officer
elections, transition, and the group’s development;
• provide background history and institutional insight as
appropriate;
• hold at least one goal-setting or assessment meeting for the
executive board, officer group, or membership at least
once annually and
• monitor and advise the group regarding risk management decisions and practices.

B. Privileges of Registration

Registered student organizations are eligible to:

1. use the University of Maine as part of their name designation;

2. use University facilities, equipment, and services, as available and according to prescribed policies and procedures;

3. apply for funding from the applicable student government under the policies and procedures set forth in that student government’s constitution and bylaws;

4. request professional advising and other services from the Office of Organization and Leader Development;

5. collect reasonable dues and/or fees for service, sponsor fund-raising events, and solicit funds according to University policy;

6. receive awards or honors presented by the colleges to organizations and/or members;

7. be listed in University/student publications;

8. participate in University/student activities;

9. apply for student organization office space in the Wade Leadership Center;

10.distribute literature and organizational materials according to established University policies and procedures;

11.utilize the University mail service and to maintain a mailbox in
the Office of Campus Activities and Events;

12.apply for a University C&I account and to request the services of
other University departments;

13.request assistance from University Relations to promote organizational activities and

14.post materials on designated University bulletin boards and web sites within the parameters of existing guidelines.

C. Suspension/Revocation of Registration

Any violation of the registration requirements may result in suspension or revocation of registration.* Student Government, Inc. or the Association of Graduate Students adjudicates registration violations. These decisions may be appealed to a three-person committee set up by the Chief Student Affairs Officer, and such decision is final. This process is separate from action the University may take under the Student Conduct Code.

*Organizations granted approval by the Dean of Students may have their recognition suspended or revoked for specified violations by a three-person committee set up by the Chief Student Affairs Officer, and such decision is final.

II.  DIRECT-FUNDED CERTIFICATION

There are a handful of student organizations that receive partial funding from mandatory student fees collected by the University and directly transferred to student organizations. The University of Maine System Policy and Procedures Manual, Section 704.1, states “The Board of Trustees recognizes the educational value of student-administered funds for educational, cultural, social, and recreational purposes consistent with Board policy and law. The Board recognizes its ultimate responsibility for these funds and delegates to the Chancellor and the Presidents the authority to assure that student government funds are expended for University-related educational, cultural, and recreational purposes. ... Changes to the amount of the fee shall be requested by the recognized student governing body on each campus and authorized after (a) a referendum approved by the student body, (b) approval of the President, and (c) approval of the Chancellor for presentation and approval by the Board of Trustees.”

It is clear from Section 704.1 of the University of Maine System Policy and Procedures Manual that the Board intends for the University administration to provide sufficient oversight to these direct-funded organizations to insure that the funds are used properly. Furthermore, the University of Maine System Administrative Practice Letter 16 sets forth guidelines that must be followed in the areas of financial record audits, administration of payrolls for any employees, bank accounts for funds, and proper fiscal control procedures. Accordingly, additional requirements and privileges must be afforded to direct-funded student organizations: the Maine Campus, WMEB Radio, the Student Government, Inc., Association of Graduate Students, and the Maine Channel.

All University of Maine student publications and student broadcast media organizations and activities are governed by and accountable to the Student Publications Board and the Broadcast Media Board, respectively, as a condition of their receiving any “Student Activity” or “Communication” fee monies These Boards are established and chartered in full recognition of, and with respect for, the legal and educational responsibilities and proprietary interests of the University, and for the long-honored principle of an editorially independent campus press and broadcast media. Both Boards are appointed by and accountable to the President of the University of Maine.


A. Requirements for Direct-Funded Certification

In order for a direct-funded student organization to be certified, it must:

1. meet the requirements for Registration except for items 1. and 2., that pertain to the method of application.

2. in place of Registration item 1., make initial application to one of the student governments for registration leading to certification. This initial application is not required for organizations already in existence when this policy is adopted. If the student government approves, it will schedule the necessary referendum. If the referendum passes, the organization must next apply to the Chief Student Affairs Officer and the Vice President for Administration and Finance  (VPAF) for certification as a direct-funded organization. If both approve, the VPAFwill prepare the necessary paperwork for the approval of the President, the Chancellor, and the Board of Trustees for the establishment of or addition to the mandatory fee(s). When approval of the fee is final, the VPAF will insure that the organization officials are aware of the necessary procedures and documentation for sound business practices and fiscal management.

3. in place of Registration item 2., submit a copy of an annual audit in accordance with the provisions of paragraph 4. below along with a one or two-page summary of activities for the previous year and any changes in operation anticipated for the coming year. This information should enable the VPAF to report to the President and to the Chancellor the organization is in compliance with provisions of the University of Maine System Policies and Procedures Manual Section 704.1 and Administrative Practice Letter 16.

4. maintain any University accounts as required and have an audit performed annually by a recognized auditing firm. A copy of the completed audit shall be submitted to the University of Maine System Internal Audit Department, the University of Maine’s Vice President for Administration and Finance, the Chief Student Affairs Officer, the appropriate student government and, when applicable, to the organization being audited.

5. submit to periodic audits performed by the University of Maine System Internal Audit Department. Any advice on means of improving fiscal control and operational management practices must be reconciled with Internal Audit within 60 days to the satisfaction of the Vice President for Administration and Finance.  Failure to comply fully will allow the University to take appropriate action up to and including no longer collecting or disbursing funds to that organization.

6. require all students elected and/or appointed officers, committee chairs, and/or other leadership positions to be enrolled in a degree program and carrying six (6) or more credit hours as an undergraduate or three (3) or more credit hours as a graduate student in the semester(s) in which they serve and possess a cumulative 2.0 GPA and a 2.0 GPA for the immediate semester proceeding their selection to a leadership position.

7. if employing individual(s), comply with all applicable state and federal laws regarding employment.

8. if employing individual(s), adhere to the University of Maine’s equal employment and nondiscrimination policies.

9. comply with procedures of Administrative Practice Letter 16 and with policies established by the Director of Budget and Business Services in maintaining accepted business practices and responsible fiscal control.

10.insure that all published material by the organization complies with current and applicable laws.

11.assure that any redistribution of funds be made on a content-neutral basis as required by law.

B. Privileges of Direct-Funded Certification

A Certified direct-funded organization will be:

1. eligible for all of the privileges of Registered organizations.

2. assisted in the collection of fees from students and in distribution of funds to the organization by the University Bursar.

3. eligible to use permanent space in University facilities pending availability and to use University utilities.

4. eligible to hire College Work-Study Program students.

C. Suspension/Revocation of Direct-Funded Certification

Because of the unique responsibilities assigned to the President of the University for these organizations and because direct-funded certification is a privilege and not a right, the President may suspend or revoke certification or withhold certain privileges from any direct-funded organization that fails to comply with these requirements. Furthermore, in view of participation of Student Government, Inc. and the Association of Graduate Students in setting the fees for these organizations, these student governments may recommend to the President that certification be suspended or revoked from any organization that either government believes fails to comply with these requirements. This process is separate from action the University may take under the Student Conduct Code.

DISTRIBUTION AND AVAILABILITY OF THIS POLICY DOCUMENT

A copy of this Student Organization Administration Policy and any future changes to this policy will be distributed to University vice presidents, academic and student personnel deans and directors, the Association of Graduate Students, the Student Government, Inc., all direct-funded certified organizations, and through the student governments to all registered student organizations. The Chief Student Affairs Officer and the Vice President for Administration and Finance and both student governments will keep a copy of an up-to-date version of this policy available for ready reference by any of the University of Maine’s students or employees.

Reviewed and updated May 2007

Information Contact: Division of Student Affairs