Student Code of Conduct - Conduct Rights and Obligations of Student Organizations
Student Code of Conduct
XI. Conduct Rights and Obligations of Student Organizations
Oklahoma State University has adopted policies and procedures governing student organizations. These policies and procedures are available in the Office of Campus Life.
As individual students are asked to uphold certain expectations, organizations and their officers are under obligation to the University and larger community to maintain high standards of ethics and conduct. This includes proper maintenance of financial records and sponsorship of events and activities that uphold the standards of the University. Any activities that encourage the improper conduct of student members which violate the prohibitions contained within the Student Rights and Responsibilities Governing Student Behavior may cause the charter of the organization to come under judicial review by the appropriate administrative judicial board.
A. Student Organization Misconduct
In cases where organizational behavior is believed to be against the best interest of the membership, the purpose of the organization, and/or the mission of the University, the Director of Campus Life can suspend all organizational activities on an interim basis until such time that a final decision has been made on the pending allegation of misconduct through a hearing process. When misconduct by a fraternity or sorority is believed to be detrimental to the well-being of students, the organization, or chapter property, the Director of Campus Life, in consultation with the Manager of Fraternity and Sorority Affairs, is authorized to suspend that fraternity or sorority on an interim basis until the misconduct has been fully investigated and a decision has been made on the pending allegation of misconduct through a hearing process.
B. Benefits Afforded Student Organizations
- Benefits available to both registered and recognized organizations are:
- The opportunity to use designated University facilities for regularly scheduled meetings, usually at no cost.
- The opportunity to use the student notices section in the Daily O'Collegian.
- The opportunity to use the bulletin boards on campus, with the proper registration.
- The opportunity to use the non-postage campus mail service for the distribution of materials pertaining to the business of the organization.
- The opportunity to use the name of the University to show affiliation.
C. Obligations of Student Organizations
- Required Information: Each student organization is required to submit the following information to the Office of Campus Life by no later than the first Friday of October of each fall semester or when new officers are elected. Changes during the school year need to be reported promptly.
- The name, address and telephone number of each officer.
- Name of the organization's faculty advisor.
- Time and place of regularly scheduled meetings.
- The purpose of the organization.
- Advisors: Each registered or recognized organization must have an advisor who is a full-time faculty or staff member. Other exceptions to this rule may be granted by the Office of Campus Life. Advisors responsibilities include:
- Attending group meetings.
- Assisting in program and/or project development.
- Serving as a resource to the organization with regard to University policy and procedures.
- Advising the organization on financial matters.
- Financial Obligation: All funds of recognized organizations must be kept on deposit with the University if obtained in any of the following ways:
- Funds collected by the University on behalf of the organization.
- Funds allocated by the University to the organization, including the Activity Fees Allocation process. Funds of those groups on deposit with the University may not be used to purchase alcohol or beer. Likewise student organizations are prohibited from using mandatory fees, dues or assessments paid by members of the group to buy alcohol or beer.
- Meetings: It is the responsibility of the student organization to schedule its meetings in accordance with the policies of the University, Campus Life and the room being scheduled. Only registered or recognized student groups may schedule, sponsor or hold activities using University facilities, property or buildings unless a special exception has been made by the Coordinator of Campus Life and the OSU-Tulsa Events Coordinator.
- Use of Facilities and Grounds
- Facilities - Student organizations are encouraged to use facilities at OSU-Tulsa. Room reservations may be made through the OSU-Tulsa Events Coordinator. All groups will be expected to comply with the following statements:
Campus University Grounds - All outdoor activities of Student Organizations on the OSU-Tulsa Campus shall be scheduled and approved through the Office of Campus Life and the OSU-Tulsa Events Coordinator. The only exception shall be for academic (classes) and intramural sports. Each group is responsible for the preservation and the maintenance of the grounds assigned. In the event damage occurs, financial responsibility will be assumed by the group and its officers.
Pre-Finals and Finals Week Policy:
- Facilities will be scheduled through the OSU-Tulsa Events Coordinator.
- The purpose of the activity is consistent with the stated purposes of the organization.
- The organization will comply with the facilities utilization policies of the scheduled areas.
Faculty and Staff Representatives at Functions: It is desirable for student groups holding functions to host faculty and staff representatives at their activities. The institutional representatives may be the faculty advisor and guest.
Poster and Posting Regulations:
- a. Student organizations organizing, sponsoring, scheduling or holding activities are responsible for complying with the University's Pre-Finals and Finals Week policy. During pre-finals week no student or campus organization may hold meetings, banquets, receptions, or may sponsor or participate in any activity, program, or related function, which requires student participation. Any exception to this policy must have prior approval from the appropriate Department Head, the Coordinator of Campus Life and the Vice President for Academic Affairs.
- b. Final examinations are scheduled at the end of each semester and are preceded by pre-finals week, which shall begin seven (7) days prior to the first day of finals. During pre-finals week, all normal class activities may continue; however, no assignment, test or examination accounting for more than 5% of the course grade may be given; and no activity or field trip may be scheduled that conflicts with another class. This excludes make-up and laboratory examinations and independent student courses.
The painting or other defacing of sidewalks is not allowed.
Lawn signs must be registered and approved by the Assistant Director of Campus Life for special events of an all-campus nature.
- Registered or recognized student organizations are allowed to post signs, handbills or fliers in designated areas in buildings at OSU-Tulsa. All materials to be posted must be registered and approved by the Office of Campus Life. Others wishing to post materials may inquire at the Office of Campus Life.
- Detailed regulations for posting materials are available in the Office of Campus Life.
D. Code of Ethics for Student Organizations
- Relationship of Student Organizations to the University: Recognition of or registration of an organization does not mean that the University supports or adheres to the views held or position taken by registered or recognized student groups. Responsibility for any action which violates federal, state or local law, or University regulations is assumed by the individual groups, their officers and members.
- Introduction of Code of Ethics: The extension of privileges by the University as detailed in this document requires recognized and registered student organizations to conduct their organizations and activities as responsible bodies in their relationships with their members, other students, the community and the University. Organizations and their members are subject to being governed and sanctioned by the same rules and regulations established for individual students. In addition to statutory obligations, this Code of Ethics has been established for the students by the students as a set of guidelines for all registered and recognized student
organizations. Each registered or recognized student organization is encouraged to adopt and abide by this Code of Ethics.
- Specific Standards of Ethics:
- Academic: In accordance with the larger mission of the University, the Code of Ethics encourages that a portion of an organization's activities reflect a conscious effort to enrich each member's academic development.
- Character Development: The moral conduct and personal behavior of each member affects the organization's image. This makes it important for the individual to act at all times with self-respect and integrity. University policy prohibits students from cheating, using alcohol on campus, providing fraudulent information, or in any way misrepresenting themselves in interactions with the campus or larger communities.
- Community Relations: Supportive, communicative and positive relations with the community will result in mutual benefit. The impression made by an organization on the community reflects upon the University as a whole. All organizational members will conduct themselves so as to support a positive relationship with the community.
- Financial Management: Members shall handle both institutional and private funds judiciously, recognizing the annual transfer of debt responsibility. Members shall not incur debts (either individually or in the name of the organization) which result in organizational disability.
- Health and Safety: Members shall take basic precautionary measures to ensure individual and group safety. An appropriate program would encompass a concern for mental, emotional and physical well being.
- Leadership Development: The continuing existence of the organization requires a regular succession of effective leaders. An appropriate program would provide for the development of the members leadership skills for future positions of service and authority.
- Legal Responsibility: Each organization's members have a responsibility to know and uphold all relevant federal, state, and local laws and University policies. Student organizations should be knowledgeable of and comply with the expectations set forth for individual students and student organizations in Student Rights and Responsibilities Governing Student Behavior.
- Multi-Cultural Sensitivity: Both the University community and the larger society are diverse with persons from differing ethnic and cultural backgrounds. Organizations must recognize and respect the cultural heritage of others. Compliance with the Oklahoma State University Equal Educational Opportunity Policy is required. Guidance regarding the interpretation and implementation of this policy is always available from the Chief Student Affairs Officer, the Office of Campus Life or the Director of Minority Support Services.
- Membership in any student organization is limited to students only and those students must meet the minimum standards as required in the Student Rights and Responsibilities Governing Student Behavior. University faculty or non-faculty staff employees may be associate or honorary members in student organizations. Persons not affiliated with the University may also become honorary or associate members of student organizations if authorized by the Chief Student Affairs Officer.
- Non-Discrimination: The organization must not unlawfully discriminate on the basis of race, color, national origin, sex, age, religion, disability or status as a veteran.
F. Requirements for Holding Office
- To be eligible for office within a student organization, an undergraduate student must maintain a 2.0 grade point average and be enrolled in a full course of study (12 hours). A graduate/professional student must be in good academic standing and be enrolled in a full course of study. Each individual group may set higher standards if it so chooses or may authorize part-time students to hold office if granted permission to do so by the Chief Academic Affairs Officer. Notwithstanding the above, where the University has authorized a particular student to be considered a full-time student even though the student is enrolled in less than the normal full course load (such as in the case where a student with a learning disability has been granted a reasonable accommodation), such authorization shall also permit the student to be eligible for office within a student organization. Such student must meet all other requirements for the position in question.
G. Review of Status or Denial of Requested Status
- Causes for Change or Revocation of Status: The Coordinator of Campus Life has the right either on their own or at the request of any individual or interested University agency to review the status of any student organization. A student organization may have their status reduced to “inactive” or their status revoked by the Coordinator of Campus Life as a disciplinary action. Some of the reasons may include
- Failure of the group to maintain current records in the Office of Campus Life.
- Failure to plan and implement a program of activities.
- Failure to hold any meeting for a period of one year.
- Failure to maintain an adequate system of financial accountability.
- Failure to comply with its constitution and by-laws.
- Violation(s) of University rules and regulations or municipal, state or federal laws.
- Procedures Prior to Status Review: Prior to any disciplinary action which might adversely affect the status of a group, the Coordinator of Campus Life will inform the group of its situation and will give that organization the opportunity to correct the problem, if possible.
- Appeal to the Chief Academic Affairs Officer
- Under extraordinary circumstances, the Chief Academic Affairs Officer or his/her designee can act to protect the interests of the University. If the normal procedures and processes pertaining to student organizations are determined by the Chief Academic Affairs Officer or his/her designee to be inadequate for the situation or not appropriate at the time, they may take such actions including temporary denial of further activity, temporary suspension of the group's University privileges or similar sanctions.
- Denial of Status to Student Organizations: The mere request to be a recognized or registered student organization does not assure that an official status will be granted. A few of the criteria upon which the Coordinator of Campus Life will use to evaluate each application are:
- The proposed student organization must not duplicate the specific purpose(s) of an existing organization.
- There must be an indication of sufficient student interest as evidenced by the number of charter members.
- The purpose and structure of the organization must be in accord with approved policies and the rules and regulations which govern such matters at Oklahoma State University.
- A group may be organized for the secondary purpose of instruction but it cannot be organized for the primary instruction of an art or skills.
- The organization must be under the supervision and control of the officers and members as reflected in the submitted constitution.
- Loss of Status: Any recognized or registered student organization or fraternal organization that has lost University or national recognition may not engage in any University event or activity. This includes but is not limited to the use of the university name, nickname, ritual, mascot, organization letters or recruitment activities. Recognized, registered or fraternal organizations are not permitted to co-host or co-sponsor any type of event with an organization, which has lost their status.