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  • Organization Handbook

    Policies & Procedures

    Affiliation with Non-ODU Organizations

    Organizations who are campus chapters of non-ODU organizations must first and foremost abide by University policies set forth in the Student Handbook and Student Organization Handbook. In the event that policies of the non-ODU organization conflict with University policies, the policies of the University will be the default.

    Non-ODU organizations are invited guests on campus and must agree to abide by University policies and philosophy of student involvement. Campus chapters of non-ODU organizations must be student initiated and student led and the non-ODU organization will serve in an advisory capacity.

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    Alcohol at Student Organization Events

    Student organizations may request permission from the Center for Student Involvement to have alcohol served at organization-sponsored functions. Requests must be submitted to the Director of Student Involvement; completed requests may be endorsed and forwarded to the Assistant Vice President for Student Development/Dean of Student Life for final approval. Approval may be given to functions that meet all of the following conditions:  

    • The function must be held in a facility that is licensed for the service of alcohol. The license holder must hold responsibility for checking identification, serving alcohol, and adhering to the laws of the state of Ohio.
    • Organizational funds, allocated or generated, may not be used to purchase alcohol, but may be used to fund costs associated with serving alcohol (such as service fees, etc.).
    • “Open bars” are not permitted; all service of alcohol must be a “cash bar.”
    • Food and non-alcoholic beverages, in a proportionate amount to function attendees, must be available and displayed in an attractive manner.
    • A significant number of function attendees must be 21 or older.
    • Alcohol may not be the primary focus of the function.
    • The statement “a cash bar will be available for individuals who are 21 and over” must be included on all publicity; publicity for a function with alcohol may not depict alcohol as the main focus.

    Student organizations must indicate on the completed Event Registration Form that they wish alcohol to be served at the function and attach a written request outlining the compliance with the mandatory conditions. The primary function coordinators must meet with Mandy Powell, Director of Student Involvement.

    The Center for Student Involvement will determine if the function requires additional security. Security responsibilities must be provided by an approved third party and not student organization members. Costs for additional security must be incurred by the sponsoring student organization.

    The primary function coordinators and executive officers of the student organization are responsible for ensuring that policies are followed. The Center for Student Involvement may discipline individuals or the sponsoring organization for misconduct and/or violations of alcohol laws and policy.

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    Apparel Design Approval

    All designs for apparel (shirts, sweatshirts, hats, etc) must be approved by the Center for Student Involvement before the order can be placed. Depending on the design, the Marketing Office may need to be consulted. Please allow several days for this approval process to take place.

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    Bookstore Purchases

    Student organizations are able to make purchases from the ODU Bookstore to be billed to the organization’s account. Funds for the purchase must be requested and transferred to the organization’s account before the purchase can be made (see the Student Involvement Allocation Board section for complete procedures). The Director of Student Involvement needs to sign all receipts from the Bookstore. Contact the Center for Student Involvement to coordinate an appointment to make the purchase.

    Violations of this policy may result in the loss of an organization’s bookstore privileges.

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    Community Emails

    Recognized student organizations have the ability to send email announcements to the University community through the new Campus Activities e-newsletter distributed by the Center for Student Involvement. The e-newsletter will be sent out on Monday afternoons. All submissions must be received by 12 pm on Mondays.

    Submit organization announcements to involvement@ohiodominican.edu. Announcements should include specific details of the event (if applicable) and the sponsoring organization. An example announcement is:  

    Step Afrika!
    Monday, February 13, 2006
    7:30 pm in the Matesich Theatre
    Admission is free!
    Sponsored by the Student Activities Office, International Office, PAC, and BSU.
     

    The Center for Student Involvement reserves the right to edit announcements for content and length. Special announcements may be sent outside of the scheduled e-newsletter distribution. This will be determined by the Director of Student Involvement on an individual basis.

    Plan ahead and make sure you submit the announcement well in advance of your event!

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    Copy Codes

    All student organizations will receive their own copy code to be used in the University Copy Center. The cost of copies associated with the code will be charged to the organization account on a monthly basis. Copy codes will be distributed to organization Presidents, who will determine which members should have access to the copy code.

    Each organization will receive $20 at the beginning of the Fall semester for copy costs. Requests to replenish copying funds must be submitted to the Student Involvement Allocation Board (see the Student Involvement Allocation Board section for complete description of procedures).

    Organizations who have depleted their copy funds will have their copy codes shut off until adequate funding can be arranged.

    Copying funds are to only be used for copying costs and cannot be used for other organization expenses. Misuse of the funds will be considered a Misappropriation of Funds and will be referred to the Student Involvement Allocation Board as such.

    The copy codes are for organization use only and should not be used for members’ personal copying. Misuse of the copy code will result in sanctions for the organization and/or individuals involved.

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    Event/Fundraiser Registration

    All student organization events and fundraisers must be registered with and approved by the Center for Student Involvement.

    An Event Registration Form must be completed for each event.
    A Fundraiser Registration Form must be completed for each fundraiser.

    The purpose of this form is to assist organizations in the planning of their events and fundraisers and to ensure that there is a variety of activities offered to the Ohio Dominican community. Fundraisers will be registered and approved to ensure that there are no violations to University policies and does not overlap with services already provided by the University.

    If necessary, the Center for Student Involvement may request your event not take place on the date proposed, due to conflicts in the calendar.

    Completed Event Registration Forms must be submitted to the Center for Student Involvement ONE MONTH BEFORE the proposed event date.

    Event Registration deadlines are considered a minimum to coordinate an event or fundraiser. Advanced planning is always encouraged and recommended due to availability of reservable space on campus.

    Student organizations are responsible for being familiar with the complete University Fundraising Policy.

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    Event Set Up and Clean Up

    Some events may need special set-up and clean-up from Facilities, such as setting up tables and chairs. These requests can be made by completing the Work Order Request section on the Event Registration Form. The Center for Student Involvement will then help your organization coordinate with Facilities for your event needs.

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    Food Purchases

    Sodexho has catering privileges for campus events. Student organizations wishing to have food at an event should coordinate with the Center for Student Involvement to determine food choices. Sodexho must be asked for approval if a student organization wishes to use outside vendors or caterers. In most cases, Sodexho is flexible, but sometimes they can provide food at a cheaper cost.

    Sodexho charges will be billed directly to student organization accounts.  Account numbers must be provided when the order is placed.

    The following procedure must be followed if a student organization would like to purchase food in bulk from Gordon Food Service (6375 Tussing Road, Reynoldsburg, OH 43068):

    • Complete a Purchase Requisition Form and submit to the Student Activities Office.
    • Pick up GFS membership card from the Student Activities Office.
    • Shop at GFS.
    • Return receipt and membership card to the Center for Student Involvement immediately following shopping.

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    Hazing

    The State of Ohio’s Hazing Law is set forth in Section 2307.44 of the Ohio Revised Code. Any person who is subjected to hazing, as defined in division (A) of Section 2903.31 of the Revised Code, may commence a civil action for injury or damages, including mental and physical pain and suffering, that result from the hazing. The action may be brought against any participants in the hazing, any organization whose local or national directors, trustees, or officers authorized, requested, commanded, or tolerated the hazing. If the hazing involves students in a primary, secondary, or post-secondary school, university, college, or any other educational institution, an action may also be brought against any administrator, employee, or faculty member of the school, university, college, or other educational institution. If an administrator, employee, or faculty member is found liable in a civil action for hazing, then notwithstanding Chapter 2743. of the Revised Code, the school, university, college, or other educational institution that employed the administrator, employee, or faculty member may also be held liable.

    The negligence or consent of the plaintiff or any assumption of the risk by the plaintiff is not a defense to an action brought pursuant to this section. In an action against a school, university, college, or other educational institution was actively enforcing a policy against hazing at the time the cause of action arose.

    Section 2903.31
    (A) As used in this section, “hazing” means doing any act or coercing another, including the victim, to do any act of initiation into any student or other organization that causes or creates a substantial risk of causing mental or physical harm to any person.
    (B) (1) No person shall recklessly participate in the hazing of another.
    (2) No administrator, employee, or faculty member of any primary, secondary, post-secondary school or of any other educational institution, public or private, shall recklessly permit the hazing of any person.

    Hazing is illegal and against University policy.

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    Logos

    All student organization logos must be approved by the Center for Student Involvement before they can be used on publications, apparel, etc. Depending on the design, the Marketing Office may need to be consulted. Please allow several days for this approval process to take place.

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    Mail and Mailboxes

    Student organizations can have organization-related mail sent to them care of the Center for Student Involvement. Your organization’s mailing address is as follows:

    Your Name (optional)
    Student Organization Name
    c/o Student Activities Office
    1216 Sunbury Road
    Columbus, Ohio 43219-2099
     

    All student organizations are given a mailbox in the Center for Student Involvement. This is where you can pick up mail sent to the above address. The Center for Student Involvement may also distribute memos and announcements in the organization mailboxes. Mailboxes will be available during the business hours of the Center for Student Involvement. It is the student organization’s responsibility to check their mailbox on a regular basis.

    If you have organization-related mail to send, bring it to the Center for Student Involvement to be sent out. Postage for large mailings should be included in your organization’s budget request.

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    Posting

    In accordance with the University Student Handbook, all postings:

    • Must be approved by the Center for Student Involvement prior to posting.
    • Can only be posted on bulletin boards.
    • Cannot be posted on building entrance and exit doors, walls, windows, or glass.

    Please refer to the Student Handbook for the full policy.

    Violations of the posting policy may result in the loss of an organization’s posting privileges.

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    Publicity

    All publicity and postings need to be approved by the Center for Student Involvement (see Postings section of handbook).

    In addition, publicity must follow these guidelines:

    • Includes all event information, such as date, time, and location.
    • Includes contact information (optional) and event sponsors.
    • Materials cannot include references to alcohol.

    To post an event or meeting on the myODU calendar, contact the Director of Student Involvement with the necessary information.

    Erskine Display Case Recognized student organizations and University departments have the opportunity to reserve the Erskine Lobby Display Case to publicize events and activities. Reservations are made in the Center for Student Involvement. Student Activities must approve the subject and content of the postings.

    Organizations and departments will check out a key for the display case and return to the keys to the Center for Student Involvement when the posting is complete.

    Misuse of the Erskine Lobby Display Case could result in loss of display case privileges.

    Griffin Student Center Video ScreenRecognized student organizations and University departments have the opportunity to submit an electronic flier for the Griffin Student Center Video Screen (behind the Information Desk) to publicize events and activities. Student Involvement must approve the subject and content of fliers. Submissions will then be forwarded to the Facilities Reservations Office to post on the video screen.

    Submit electronic files (preferably Microsoft Power Point slide) to the Center for Student Involvement. Misuse of the Griffin Student Center Video Screen could result in loss of video screen privileges.

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    Representing Ohio Dominican

    All student organizations are considered to be extensions of Ohio Dominican University and, therefore, represent ODU to the community. Student organizations are responsible for conducting themselves in a respectful manner and for holding themselves to the standards set forth by ODU. Representing ODU includes, but is not limited to, publications, websites, travel, competitions, and community appearances.

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    Reserving Space

    Reservations for classroom space are coordinated through the Registrar’s Office. All non-classroom space reservations are coordinated through the Facilities Reservations Office. Only student organizations who are recognized by the Center for Student Involvement are eligible to reserve space on campus.

    If your organization is reserving space for an event, you must receive initial approval for the event from the Center for Student Involvement before you are able to reserve the space.

    Reservations are made as follows:

    The CSI Conference Room is available for student organization meetings and activities. Contact CSI to reserve the conference room.

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    Soliciting Donations

    Student organizations are prohibited from soliciting donations from individuals and community businesses without prior approval from the Center for Student Involvement and Advancement Office. If your organization would like to solicit donations, submit a list of targeted individuals and businesses to the Center for Student Involvement. Approval will be made in consultation with the Advancement Office.

    Student organizations are responsible for being familiar with the complete University Fundraising Policy.

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    Trip Guidelines

    A student organization function is considered to be a trip if the organization is traveling outside of Columbus and/or the organization will be staying overnight. Examples of student organization sponsored trips include, but not limited to, retreats, conference, competitions, and educational outings.

    Student organization sponsored trips must be consistent with the organization’s mission statement and constitution. Travel must be planned so as not to create an undue interference with academic responsibilities.

    The Center for Student Involvement recommends that an advisor/coach/chaperone should accompany student organization sponsored trips whenever possible.

    While travel can be extremely beneficial to advancing the mission of the organization, it is important to remember that travel can be a high-risk activity that requires adequate proactive planning and preparation.

    Trip Registration All student organization sponsored trips must be registered with the Center for Student Involvement using the Event Registration Form and the regular event registration procedures (see Event/Fundraiser Registration section).

    If the trip is approved by the Center for Student Involvement, the organization will be contacted to meet with the Director of Student Involvement. You will be asked to complete the Trip Information Form and bring it to this meeting.

    Funding Organization Sponsored Trips Student organization sponsored trips may be funded through the organization’s operating and/or fundraising account. If operating funds are being used, the appropriate Student Involvement Allocation Board request procedures must be followed. All Student Activities Allocation Board funding procedures and spending guidelines should be followed.

    Student organizations are also responsible for reasonable expenses incurred by the advisor/coach/chaperone traveling with the organization. The advisor/coach/chaperone should receive his/her own lodging arrangements (i.e., a separate hotel room) at the expense of the student organization. If fundraising funds are being used to fund individual’s meals, the same consideration should be extended to the advisor/coach/chaperone.

    Method of Travel It is recommended that student organizations use University vans for travel whenever possible. Airline flights may be considered in consultation with the organization advisor and the Director of Student Involvement.

    Organizations must abide by all regulations set forth by the Transportation Office. Organizations are responsible for the costs incurred through using the University vans.

    To reserve a University van, complete the online Vehicle Reservation Request Form. The organization will be charged $0.31 per in-state mile or $0.17 per out-of-state mile. It is recommended that organization’s make their van reservations in as much advance as possible.

    All drivers must be approved by the Center for Student Involvement and Public Safety.

    The University is not responsible for damage sustained to personal vehicles used for student organization sponsored travel.

    Driving Guidelines If driving is the method of travel, the Driving Guidelines should be followed:

    • Drivers and all passengers are expected to follow University policy and all Federal, State, and local laws and posted signs. Any tickets for traffic violations received by drivers will be the responsibility of the individual. No organization funds will be authorized for the payment of fines.
    • Drivers must have a valid operator’s license and be trained as required by law.
    • Drivers and all passengers shall have access to and use seatbelts and/or other approved safety restraint devices.
    • Drivers will use the vehicle only for appropriate and approved business.
    • Drivers and all passengers shall not possess, consume or transport alcohol and/or illegal substances.
    • Drivers should take considerable care to allow for adequate rest periods and drive times.
    • Drivers should take care to assess the safety of the vehicle they are driving.
    • Drivers and passengers should have proper communication and emergency plans in place.
    • Drivers will immediately report all accidents to the Center for Student Involvement.

    Alcohol on Organization Trips Student organization sponsored trips are considered to be an event for the student organization. Therefore, the policies established in the Alcohol at Student Organization Events section of the handbook are applicable to student organization sponsored trips.

    Expectations of Leadership
    The student leadership of the organization and/or trip is responsible for communicating the policies and procedures to the trip participants and ensuring that all policies are followed, in consultation with the advisor/chaperone. Failure to abide by the trip guidelines will jeopardize the organization’s affiliation with the Center for Student Involvement and Ohio Dominican University.

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