(for Social, Service, Special Interest, Academic, Career Professional Organizations, Club Sports and Honoraries)

A. Student organizations are an important link in the co-curricular activities of Bowling Green State University. They should contribute to the personal development and enjoyment of their members within the context of the broader teaching, research and service missions of Bowling Green State University. Any student group wishing to take advantage of privileges granted by Bowling Green State University must register with the Office of Campus Activities. Students interested in registering a student organization should contact the Office of Campus Activities, 401 Bowen-Thompson Student Union, for specific information on the registration process. All groups which meet University requirements for student organizations will be permitted to register. The Division of Student Affairs is committed to providing support and assistance to all student organizations properly registered with the University. The initial step in receiving this support is the completion of the annual registration process. Registrations expire the last day of the spring semester unless new registration material has been submitted to the Office of Campus Activities.

B. Registration is a means by which student organizations may receive standard privileges granted when certain minimum requirements are met; it does not imply either University approval or disapproval of the student organization’s purpose, function or activities. All of the minimum requirements must be met in order to receive University privileges. Each organization must register annually.

C. Registration Privileges
Standard privileges are granted to all student organizations that complete the registration process. They include:

• Use of University facilities through the Bowen-Thompson Student Union administrative office.
• Opportunity to apply for University funds and pouring rights funding in accordance with University rules and regulations.
• Use of University services.
• Use of resources provided by the Office of Campus Activities.
• Inclusion in University publications, directories and distribution materials.
• 20% discount on selected catering through University Dining Services.
• Participation in University student organizational fairs.
• On-campus advertising.
• Ability to have a Web page on the University server.
• Eligible for on-campus fund-raising activities.
• Opportunity to obtain student organization office and/or
storage space in the Bowen-Thompson Student Union.

A. Student organizations wishing to register with the University must file the following documents with the Office of Campus Activities.

1) Submit a completed “Student Organization Registration Packet” listing the organization’s officers, members, and a full-time member of the faculty or staff indicating his or her willingness to serve as advisor to the organization.

2) Submit the full roster of the organization’s membership with the names, BGSU e-mail addresses, and signatures of at least ten full-time University students interested in organizational membership. Organizational membership may be composed of BGSU students, faculty and staff but must have a minimum of 75 percent of the membership comprised of BGSU students. The actual number of BGSU students can be not less than ten. Organizations that are unable to meet this minimum criteria will need to schedule a meeting with the Coordinator of Student Organization and Community Service Programs to create a recruitment plan.

3) Submit one copy of the organization’s ratified constitution and by-laws. A recommended format is available in the Office of Campus Activities. Organizations should keep this document on file and provide the Office of Campus Activities with an updated copy each time the document is revised.

B. Students wishing to start an organization may request organization privileges for 30 days to organize and meet the requirements for registration. The Office of Campus Activities will provide advising support during this formation period.

C. Student organizations wishing to register may be required to meet with the Coordinator of Student Organization and Community Service Programs or his/her designee to jointly develop a one-page written plan to assist the organization in its development. The plan may include, but is not limited to, attendance at workshops, completion of a recruitment action plan and participation in leadership training. The written plan must be on file with the Office of Campus Activities in order for the organization to be in good standing.

The registration of an organization may be withdrawn by the Office of Campus Activities for non-compliance with policies pertaining to student organizations, the Code of Student Conduct and other University regulations. The procedure for such withdrawal is:

A. The president of the organization and its faculty/staff advisor shall be notified in writing of the proposed action to withdraw registration, the effective date of the withdrawal of registration, and the reason(s) for the proposed withdrawal.

B. The decision of the Office of Campus Activities to withdraw registration from an organization may be appealed by the organization, in writing, to the Dean of Students within five University working days from the date of notification of withdrawal of registration. If an appeal is not filed within the time limit, the decision of the Office of Campus Activities will be final.

C. The decision of the Dean of Students is final.

D. If a student organization loses official membership status within its national/international organization, it will also cease to be registered by the University; loss of University registration in this manner will be effective at least as long as the national/international suspension is in effect.

A. Membership

1. Membership in student organizations shall be open to students of BGSU without regard to race, religion, sex, sexual orientation, handicap or national origin, except in the case of designated fraternal organizations which are exempted by federal law from Title IX Regulations concerning discrimination on the basis of sex.

2. Student organizations are to make a reasonable effort to inform the University community of their membership criteria and processes, including membership application deadlines. Outreach efforts to groups that are typically underrepresented in student organizations should be made.

3. Selection criteria must be relevant to the goals and objectives of the organization.

4. Organization membership must be composed of 75 percent BGSU students with a requirement of at least ten BGSU students.  Officers of student organizations must be full-time BGSU students, in good disciplinary standing, and maintain a minimum cumulative 2.00 GPA or the GPA required by their organization’s local or national constitution, whichever is higher.  Officers are defined as elected or appointed members who carry official titles and responsibilities germane to the organization, including but not limited to titles such as:  President, Vice President, Secretary, Treasurer, Chairperson, Senator, etc.  Appeals for exceptions to this policy may be made to the Dean of Students

B. Financial Management and Accountability

1. Student organizations interested in requesting University funding or accessing funds in a University account are required to have their president and/or treasurer attend annually a treasurer’s workshop. The president and/or treasurer will understand and comply with University policies related to initiating contracts. Organizations may also complete an alternative plan approved by the Coordinator of Student Organization and Community Service Programs prior to submitting a request for funding and/or accessing University funds.
2. All funds allocated to the organization from University controlled sources must be maintained in a University account and spent in accordance with University policies and procedures. If a student organization receives University funding, it is not permitted to have a non-University account for those funds.

3. Organizations must maintain records of how their funds are generated and disbursed. This includes an account of the amount of funds, the methods by which funds are generated and expended, and an account of the amount and object of expenditures. Organizations are to keep receipts for moneys collected.

4. The Office of Campus Activities may conduct a financial review of any registered student organization with a University account for the purpose of upholding the Student Budget Committee policies, University rules and regulations, as well as state and federal laws.

5. Organization members shall have the right to know how their money is being spent. The sources and amounts of organization revenues and the objectives and amounts of organization expenditures shall also be public knowledge. Monthly financial reports and an annual financial report/audit shall be provided to the members and the advisor by the treasurer of the organization.

6. Organizations must pay all debts incurred in the name of the organization within 30 days.

7. Student organizations should seek advisory support about contract negotiation from the Office of Campus Activities. However, the student organization is solely responsible for any contracts entered into by the organization or debts incurred by the organization.

8. Student organizations are encouraged to work collaboratively and form partnerships with other student organizations and University departments. Student organizations may intentionally seek co-sponsorships from other organizations and/or departments; however, blanket solicitation is not permitted. Blanket solicitation includes sending out generic co-sponsorship letters to departments and organizations. Co-sponsorships are permitted when the student organization and/or department being asked for a co-sponsorship has (a) a significant role in the planning of the event, (b) the program is identified as an annual department or organization goal or strategy, or (c) the mission complements the mission of the organization.

C. Organization advisor

1. All student organizations are required to have an advisor who is a full-time staff or faculty member at BGSU.

2. Within the context of the broader mission and policies of the University, advisors shall share insights and directions that allow student organizations to further their objectives and enhance the meaningfulness of organization membership.

3. Specific responsibilities of the advisor shall be to: regularly attend general and executive board meetings; provide guidance to the officers; receive all financial statements and oversee all financial transactions of the organization; ensure that officers meet the minimum requirements for holding office as established by the University and the organization’s constitution and by-laws; provide consultation concerning membership selection procedures, and responsibilities; review and sign the organizations registration packet.

D. Meetings and Activities

1. Each student organization and its members and officers are responsible for coordinating the activities of the group. This includes:

a. Planning all programs and activities, including associated facilities and equipment rentals

b. Managing and accounting for all funds under the organization’s account.

c. In the case of sport clubs or groups that engage in physical activity, the group must make sure all rules and safety procedures are followed and in accordance with University policies. They must also obtain, maintain and inspect all necessary equipment, make sure all required training related to equipment usage is completed, and assure that prompt medical attention is available when necessary.