written assignment unit 4 bus 3301

Student Life Policies and Procedures

Administration of registered student organizations.

The contents of this website and the related student organization pages are currently under review. If you have questions regarding a policy or procedure outlined below, please contact Leadership, Service, and Civic Engagement at [email protected] .

University Administration has authority to manage the policies within this document and to take action based on them, together with other University policies and all applicable law. Registered student organizations must adhere to the policies outlined below. Unless otherwise denoted hereafter, the use of the term “student organization” shall include sports clubs registered by Recreational Services.

I. Financial Management & Reporting

Student organization funds may not be allocated for purposes prohibited by University policy. Leadership & Engagement, in cooperation with USG and GPSG, and Recreational Services conduct mandatory financial information meetings annually. Each student organization is responsible for having at least one representative present at these mandatory financial information meetings. Student organizations must allow two weeks for most payment processing.

• Chapters affiliated with the Interfraternity Council and Panhellenic Council transact business through an outside bank account and do not transact business through a University account.
• Cash-handling: Student organizations are required to follow all cash-handling policies established by the Student Organization Business Office, Recreational Services, or UI Accounts Payable and Purchasing Departments.
• Equipment Purchases: When equipment purchases are made by any student organization using mandatory Student Activity fees or Recreational Services fees, the acquisitions become University property and/or the University inherits certain risks and obligations. To help protect the University, the student organization, its members, and its adviser, such acquisitions must be consistent with University policy, follow University procurement procedures, and be processed through UI Purchasing. A University department or unit must be willing to assume ownership and take responsibility for maintenance, storage, insurance costs (if any), and appropriate use before funds can be allocated to a registered student organization and before the acquisition can be made. The University department or unit assuming responsibility must process a requisition for these items through UI Purchasing.
• Equipment items with a cost of $5,000 or more that are placed on the University’s inventory (must have a full-time faculty or staff person designated as custodian, must attach capital asset tag);
• Printing and copying jobs done outside the University (must be done through UI Printing Services)
• Ordering or printing goods with a design that references the University of Iowa (must order from a licensed vendor and obtain UI Licensing approval)
• Personal items or services
• Alcohol/firearms/ammunition
• Telephones (other than University campus phone service)
• Radioactive or hazardous materials
• Wagers or gambling of any sort
• Other equipment or services identified by the Office of Risk Management, Insurance & Loss Prevention that have liability exposure. When a question exists regarding liability exposure, the registered student organization or the college/department/unit should contact the Office of Risk Management.
• Tax Exemption Status: Student organizations are exempt from paying sales tax on the gross receipts from goods and services rendered in fulfilling its purpose as an educational institution when utilizing University-based forms of payment (i.e., procurement cards, vouchers, etc.).
• Check Voucher: Student organizations must pay a vendor with a check when the vendor does not accept credit cards, or the total purchase exceeds $5,000. Authorized signers, as listed in the University of Iowa student organization platform, must first complete, sign, and submit a check voucher. Checks are printed by UI Accounts Payable and may be obtained by a member of the student organization or the University can mail it to the vendor.
• Individual Services Voucher: Student organizations must pay an individual for services (a speaker, performer, student worker, referee, etc.) by completing an appropriate contract (signed by the payee and the appropriate University administrator) and an individual services voucher. Payment will not be processed without completing both the appropriate contract and individual services voucher.
• Credit Card Payments: Student organizations may request to use a Student Organization Business Office (SOBO) credit card (for most routine purchases under $5000). Sport Clubs must see the Financial Management & Reporting Supplemental Guide for Sport Club credit card use. Student organizations must complete a Credit Card Request form and all expenses incurred will be charged to the student organization’s account. Credit Card Request forms must be completed, signed, and submitted to SOBO 24 hours prior to picking up a credit card.
• Monies benefiting student organizations: Student organizations are not able to offer tax-deductibility to individuals and/or businesses when collecting donations, contributions, and/or sponsorships. Accordingly, when student organizations undertake fundraising projects, they need to inform potential contributors that the donor contributions will not be tax deductible.
• Student organizations must provide proof that organization membership voted to approve the contribution/donation to the benefitting agency. Submit meeting minutes to SOBO or Recreational Services that document the approval and complete all appropriate process through Leadership & Engagement. Once the processes are complete, the organization must submit a completed and signed check voucher.
• Receiving Online Payment: Student organizations utilizing online registration through which a financial transaction is occurring that will benefit the student organization must utilize the University approved vendor for online payment.

II. Funding Resources

Registered student organizations are guaranteed an equal opportunity to apply for funds from mandatory Student Activity fees (i.e., for student organizations) or Recreational Services fees (i.e., for sports clubs) or for any other benefit conferred by the Undergraduate Student Government (USG) or Graduate and Professional Student Government (GPSG) or their constituent bodies, without differentiation for reasons that violate the University Policy on Human Rights or inhibit the group’s exercise of First Amendment rights of free expression and association. Nothing in this section shall be construed to create or guarantee any expectation of the receipt of funding or other benefits from USG and/or GPSG and/or Recreational Services by any student organization or to prohibit the individual consideration of the program merits of funding or other proposals submitted by such student organizations.

• Student organizations must follow all University cash-handling policies as established by the Student Organization Business Office, Recreational Services, or UI Accounts Payable and Purchasing Departments. Money received by the student organization may not be converted to private use and must be deposited in the organization’s account.
• In-kind sponsorship: Student organizations may request and receive contributions (e.g., coupons, gift cards, food, venue rental) from businesses to benefit the organization’s activities. Federal financial aid regulations require the University account for all aid, including gift cards provided to students, if the student is a recipient of need-based financial aid. If the recipient of the gift card receives financial aid from the UI Office of Student Financial Aid, this action may impact the amount of financial aid the student receives.
• Monetary sponsorship: Student organizations may request and receive monetary contributions from businesses to benefit the organization’s activities.
• In-kind sponsorship: Student organizations may request and receive contributions (e.g., coupons, gift cards, food, venue rental) from UI colleges/departments/units or other student organizations to benefit the organization’s activities. Federal financial aid regulations require the University account for all aid, including gift cards provided to students, if the student is a recipient of need-based financial aid. If the recipient of the gift card receives financial aid from the UI Office of Student Financial Aid, this action may impact the amount of financial aid the student receives.
• Monetary sponsorship: Student organizations may request and receive monetary contributions from UI colleges/departments/units or student organizations to benefit the organization’s activities.
• Sponsorship of external vendor for profit: University policy permits student organizations to sponsor for profit businesses, the University regulates the time, place, and frequency of these opportunities. An off-campus enterprise whose items or services are being marketed by a student organization may be required to indemnify the University and provide adequate insurance well in advance of the event as a precondition of the approval.
• Raffles: A raffle is a form of gambling and raffle sales will be taxed. Student organizations must complete and sign the gambling license application form and submit to Student Organization Business Office (SOBO) for approval, in addition to completing all processes associated with the event. If approved, a copy of the gambling license must be obtained at the SOBO and displayed at any location where raffle tickets are being sold, and at the time the winner is announced. Student organizations must use a secure cash box (available for rent from the Student Organization Business Office). Gambling other than raffles is prohibited. Additional requirements are included on the gambling license application form and must be followed to receive approval.
• Event/Tournament/Program Admission: Student organizations are allowed to charge admission to events/tournaments/programs. Admission revenues collected are taxable and receipts must be submitted to the Student Organization Business Office or Recreational Services.
• Event/Tournament/Program Registration: Event/Tournament/Program Registration: Student organizations are allowed to charge registration fees to events/tournaments/programs. Registration revenues collected are taxable and receipts must be submitted to the Student Organization Business Office or Recreational Services.
• Merchandise: Student organizations are allowed to sell items for profit outside of their membership. Merchandise sales are taxable and receipts must be submitted to the Student Organization Business Office or Recreational Services.
• Dues: Student organizations are allowed to collect dues or membership fees from members.
• Date/People Auctions
• Events that purposefully destroy property, such as a car smash
• Balloon/Lantern Releases
• Tailgates and events with alcohol at venues that do not have their own liquor license
• Events that purposefully waste food (i.e. food-eating contests and pie-in-the-face events)

III. Programs/Events/Tournaments

Student organizations may participate alone or with others in planning, promoting, financing, executing, and evaluating a program/event/tournament, hereafter referred to as event. An event is considered to be sponsored by a student organization when organization members are notified in a regular or special meeting or by a special announcement or posting, or when the financial responsibility is met by the organization, or when specific plans or arrangements are made to conduct an event. Absence of members at an event does not relieve the organization from responsibility as a sponsor. However, presence of members of a student organization at an event does not automatically qualify that organization as a sponsor unless the organization itself took part in planning, announcing, discussing, financing, or executing the event.

Student organizations sponsoring events must have a balance on hand in its student organization account to cover the costs of the program, including facility rental, Student Organization Business Office charges, speaker’s fee, advertising, and other expenses, or adequate funds must be deposited with the organization by an underwriter, which funds cannot be repaid until all costs and expenses incurred by the organization in presenting the event have been satisfied. No advertising or publicizing of any commercial product or trade name shall be permitted without prior approval.

• Conditions: In determining the reasonableness of the time, place, and manner of the planned event or activity Leadership & Engagement, Recreational Services, IMU Event Services, and Facilities Management, Space Planning & Utilization shall consider whether the proposed activity conflicts with regularly scheduled University activities or other scheduled events in the area. Other reasonable time, place, and manner conditions may be imposed as a precondition of conducting the activity (e.g., an applicant may be asked for information regarding the anticipated number of participants and spectators, the adequacy of arrangements for crowd control, parking, and sanitary facilities).
• No event request shall be denied unless the applicant is apprised of the reasons for the denial. In the case of a denial, an immediate appeal shall be afforded by the vice president or their designee.
• Reservations for space with a rental fee, Hubbard Park, Kautz Plaza/Pentacrest (if spending money), hosting a speaker, blood drives, tournaments, bake sales, rallies, showing or playing copyrighted material (movies), or charging admission/collecting funds, or any other reservation deemed as required by Ce Leadership & Engagement, Recreational Services, or IMU Event Services.
• Student organizations must initiate an event submission form through the University of Iowa student organization platform (Engage). The form is designed to engage key campus partners in the review and support of all student organization events. The submitting student representative is responsible for engaging with the form throughout the process, responding to inquiries and requests for additional information as needed. information as needed. Completed forms, accompanied by any necessary payments, must be submitted before an event will be confirmed. Event submissions should be initiated four weeks before the event date and two (2) weeks before any organizational meetings. Organizations hosting events in a General Assignment Classroom are required to complete and submit an event request through the University of Iowa student organization platform (Engage)
• Charges: Student organizations that are permitted to use available University space and facilities may be charged an amount commensurate with the expense incurred by the University in making the facility available.
• Cash transactions are not permitted in General Assignment Classrooms.
• Food is not permitted in General Assignment Classrooms.
• Policies regarding Pentacrest use (University Operations Manual)
• Policies regarding other outdoor space use (University Operations Manual)
• Waiver & Release Forms: Student organizations may be required to work with the Office of Risk Management, Insurance, & Loss Prevention to assess the need for and develop a waiver and release form for certain types of events (e.g., physical activities, travel).
• Insurance: Student organizations may be required to work with the Office of Risk Management, Insurance, & Loss Prevention to assess the need for and potentially purchase special event insurance for organization-sponsored events (e.g., inflatables, races, competitions).
• Bake Sales: Student organizations are permitted to conduct bakes sales in the IMU, Recreational Services facilities, or academic colleges at specified areas or on Hubbard Park. All regulations set by the Johnson County Department of Public Health and IMU/Recreational Services/academic colleges must be strictly followed. Organizations must complete all required processes including but not limited to submitting an event request through the University of Iowa student organization
• Race Events: Student organizations are permitted to plan and host competitive and non-competitive race events (e.g., fun-runs; timed walk, run, wheel races) to raise awareness and/or funds for charity. Student organizations must meet with and receive approval from the appropriate staff in Leadership & Engagement. Event forms are required to be submitted through the University of Iowa student organization platform for all race events.
• Registration of Programs to which Admission is Charged and/or Donations are Accepted: Student organizations may sponsor entertainment, tournaments, or lecture programs to which a general admission fee is charged provided such programs are registered with Leadership and Engagement or Recreational Services at least two weeks in advance. No contracts or other financial commitments may be made by the sponsoring student organization until registration is completed. When admission is charged or donations are accepted at an event held on campus, the Student Organization Business Office or Recreational Services must approve the method to collect the money. The persons interested in obtaining the Student Organization Business Office fee schedule should contact the Student Organization Business Office. Student organizations must make all financial arrangements with the Student Organization Business Office or Recreational Services.
• In the event the speaker or the issues are controversial, Leadership & Engagement, Recreational Services, or college/department/unit may require the sponsoring student organization to 1) obtain a tenured member of the faculty to chair the program or 2) provide for the speaker to be subjected to questions from the audience at some time during the program. For more information see University Operations Manual section V-28.
• Political Activities in Residence Halls: University Housing & Dining offers politicians and political organizations access to residence hall students on a limited basis. A politician or political organization is defined as: candidates for public office, candidates running for University of Iowa Student Government (USG), political organizations (both student and non-student) campaigning for election or campaigning on behalf of issues on the public ballot, or organizations that are sponsoring a political event.
• Student Government: Candidates for student government positions must follow election rules as established in the Student Elections Code.
• Tabling: Information tables may be reserved by a student organization to disseminate information, or to collect funds or other support (e.g., signatures, supplies) from persons outside its membership. Tables may be reserved in the IMU, Recreational Services facilities, or some colleges/departments/units. An Event Information Form may be required, and all reservation policies must be followed, for all table reservations in the IMU and Recreational Services facilities.
• Alcohol (Refer to Section VII below)
• Events that purposefully waste food (i.e. food eating contests and pie-in-the-face events)

IV. Publicity & Marketing

• Printing: Student organizations are prohibited from using student organization funds to purchase or obtain printing or copying services from vendors external to the University. Reimbursement to student organization members, who may have paid for external printing or copying services on behalf of the student organization, is prohibited.
• Design Approval/Licensing: All printed design orders must be approved by Leadership & Engagement or Recreational Services before any orders can be placed. Approval from University of Iowa’s Trademark Licensing Office is required if the design includes use of any University of Iowa trademarks, logos, or indicia. Please refer to the Student Organization Licensing Policy for complete information.
• All student organizations are responsible for complying with the University’s policy regarding “Acceptable Use of Technology Resources” located at http://opsmanual.uiowa.edu/
• Chalking is limited to: the use of water-soluble chalk (sidewalk chalk). The use of markers, paints, oil-based products, nonsoluble products, and spray chalks is prohibited.
• Chalking is permitted only on: horizontal (flat) sidewalks that are open to the elements (i.e., sidewalk that is not covered by a roof or overhang).
• Chalking is prohibited on all vertical surfaces and all non-sidewalk surfaces, both inside and outside, including benches, buildings, bus stops, bridges, columns, fountains, monuments, newsstands, overhangs, planters, poles, roads, rocks, signs, statues, stairs/steps, trash receptacles, trees, walls, and windows.
• areas outside health care facilities, including stand-alone facilities and mixed-use facilities that are embedded within another facility;
• veterinary medicine facilities;
• any facility or outdoor area used by the University’s athletics program or teams, including the following: all athletic and multi-use facilities (Duane Banks Field [baseball], Ashton Cross Country Course, Grant Field [field hockey], Pearl Field [softball], Kenyon Football Practice Facility, Kretzmeyer Track, Carver-Hawkeye Arena, Finkbine Golf Course, Recreation Building, Indoor Practice Facility, Field House, Campus Recreation and Wellness Center, Hawkeye Tennis and Recreation Center, and other outdoor and indoor practice facilities and playing fields); and
• any other outdoor areas where access is restricted to a majority of the campus community.
• Overwriting, erasing, defacing, or altering existing chalking is prohibited by anyone other than the person or organization who did the chalking, except that University facility and grounds personnel will clean and wash sidewalks, plazas, and other outdoor areas in the course of their usual and ordinary campus maintenance activities.
• Chalking that violates any federal or state law or any other University of Iowa policy is prohibited.
• Commercial solicitation, advertising and sales, including through chalking, are not permitted on campus except as explicitly permitted by IAC (681)13.15.
• Posting: Student organizations that wish to post on campus bulletin boards and Cambus, must adhere to the policies established by the respective facility or college/department/unit regarding the posting of materials on campus. Student organizations are responsible for contacting the appropriate facility staff or college/department/unit for applicable policies.
• Mass Email: Student organizations wishing to send a mass e-mail to members of the UI community must obtain permission from the vice president. Student organizations may send two mass e-mails per semester through the University mass e-mail system.
• Digital Signage: Student organizations that wish to post on campus digital signage (electronic displays) must adhere to the policies established by the respective facilities or colleges/departments/units regarding the posting of digital signage. Student organizations are responsible for contacting the appropriate facility staff or college/department/unit for applicable policies.
• Tabling: See section III.I
• Distribution of Fliers, Handbills, and Leaflets: Student organizations are allowed to distribute information to publicize an upcoming event that the organization is sponsoring that will be open to all students. Spontaneous distribution of materials does not require approval as long as it is not disruptive, does not interfere with scheduled University activities, or violates any University policy.

Student organizations must submit an event form through the University of Iowa student organization platform to a request for travel for reasons that are consistent with the organization’s/University’s mission and purpose, individual/organizational leadership and development, or to participate in programs that contribute to the University’s strategic priority of student success.

• Approved uses: Requests for vehicle usage from UI Fleet Services will only be approved for travel to a national or regional conference, or national or regional academic or athletic competition.
• Processes: Student organizations must complete and submit appropriate paperwork to the Student Organization Business Office or Recreational Services.
• Training: Student organization leaders must complete necessary training as required by UI Fleet Services.
• Related Costs: Student organizations are responsible for costs associated with vehicle rental.
• Cambus Rental: Student organizations may request to rent a Cambus vehicle and driver services for a student organization sponsored activity or event. Student organizations are responsible for costs associated with the rental.
• Guns/Weapons/Ammunition
• Bottled gases
• Individuals not approved to travel by Leadership & Engagement or Recreational Services
• Charter Buses: Student organizations may hire a professional charter service to provide transportation service for a sponsored event. Student organizations must follow University policy regarding contracts. See section below.
• Use of Personal Vehicles: In the event vehicles are not available from UI Fleet Services for approved purposes, student organizations may allow use of privately owned or rental vehicles for the above purposes with prior written authorization (the University may require proof of insurance). Rental fees, mileage, or other expenses incurred by individuals or organizations in violation of this policy are not an allowable University travel expense and will not be reimbursed. (From Ops Manual 19)
• Use of 3 rd Party Travel Agency: Student organizations may hire an external travel agency to provide planning services for an approved, organization trip. Student organizations must follow University policy regarding contracts. See section below.
• Lodging: Student organizations must follow all Student Organization Business Office or Recreational Services processes for reserving and paying for hotel accommodations for approved student organization travel.
• International Travel with the Exception of Canada: Student organizations are not allowed to plan, sponsor, or coordinate trips that occur outside of the continental United States.
• Discounts for Individuals Planning Trips: No student organization member(s) may receive discount benefits for providing event coordination or sale of travel packages, which are not made available to all travel participants.

VI. Contracts & Agreements

Student organizations and student organization members are not allowed to sign or enter into contracts or binding agreements on behalf of the student organization or the University. Contracts exist to outline expectations and responsibilities of the involved parties, and are not limited to arrangements involving payment for services. Event forms are required to be submitted through the University of Iowa student organization platform for all student organization events involving contracts.

• Agency or Business issued
• Service Agency Agreement: student organizations are required to follow the policies outlined by the Office of Risk Management, Insurance, and Loss Prevention when establishing these agreements.

VII. Alcohol

All student organizations must abide by University rules governing possession and consumption of alcoholic beverages. University alcohol regulations are described in Section II (D) of the Policies & Regulations affecting Students. University policy prohibits the use of University funds for the purchase of alcoholic beverages for events on campus or off-campus. In addition, any reference to alcohol in advertising for the activity shall be omitted. In the event that state laws concerning sale, possession, and consumption of alcoholic beverages are not observed during an event sponsored by a student organization, the organization’s registration may be revoked. Event forms are required to be submitted through the University of Iowa student organization platform for all student organization events including alcohol.

• Parameters: All beverage service (alcoholic and non-alcoholic) will be supplied by UI Catering subject to availability of facilities, staff and supplies. Under Iowa State law, the IMU, or any University department or organization, may not accept free alcoholic beverages from an outside source or funds from a distributor. The dispensing and control of alcoholic beverages within the IMU/Recreational Services facilities/academic colleges is the responsibility of UI Catering and IMU Administration with final approval from the vice president. All money collected by the UI Catering from alcohol sales will be deposited in a designated university account. Under no circumstances is a sponsoring organization to receive money collected as a result of alcohol sales.
• Undergraduate Student Organizations with a majority of membership under 21: Are not able to sponsor events with alcoholic beverage service on campus.
• Undergraduate Student Organizations with a majority of membership 21 and over: May be able eligible to request alcoholic beverage service as an amenity to a program held on campus.
• Graduate & Professional: Student organizations whose membership is composed of graduate or professional students over the age of 21 may request alcoholic beverage service as an amenity to a program held on campus.
• The student organization must submit a proposal outlining the rationale as to why the organization is requesting alcoholic beverage service. This proposal must accompany the event forms submitted through the University of Iowa student organization platform and Alcoholic Beverage Service Request Form.
• A request form for alcoholic beverage service must accompany the event forms submitted through the University of Iowa student organization platform and be submitted to the IMU Event Services Office no later than four weeks prior to the scheduled date of the event. If approved, all State, University, and IMU/University Catering policies and procedures related to the sale and service of alcoholic beverages will be observed. Additional information regarding the sale, distribution, and consumption of alcoholic beverages in the IMU and on campus is contained in the IMU Alcohol Beverage Service policy.
• University administration retains the right to require additional precautionary and risk management strategies to events where alcohol is present.
• The student organization must submit a proposal outlining the rationale as to why the organization is requesting alcoholic beverage service. This proposal must accompany the event forms submitted through the University of Iowa student organization platform.
• If the student organization is selecting a theme for the event, it must be an appropriate theme. The event theme should correspond with the values of the organization.
• Venue Facilities Agreement (your contract or agreement with the venue you are using for your event)
• Venue Certificate of Liability Insurance (proof of at least a million dollar insurance policy that verifies that the third party vendor is insured for any instances that may occur).
• Transportation Agreement and Insurance (if providing members and guests with bus services).
• Venue, room or establishment must be rented out exclusively to the sponsoring student organization (otherwise this is considered an OPEN EVENT, which is not allowed.)
• Liquor License

VIII. Hazing

• Hazing is any intentional or unintentional reckless action or situation – with or without consent – that endangers a student or creates risk of injury, mental or physical discomfort, harassment, embarrassment, and/or ridicule – whether on campus or off campus – for the purpose of initiation into, affiliation with, or as a condition for continued membership in any registered student organization at the University of Iowa.
• Acts of hazing include but are not limited to: compulsory alcohol or drug consumption; physical brutality; psychological cruelty; public humiliation; morally degrading activities; forced confinement; creation of excessive fatigue; required removal or destruction of public or private property; or any other activity that endangers the physical, mental, psychological, or academic well-being and/or safety of an individual. Any requirement imposed upon prospective, new, or current members which is not related to the organization's purpose is discouraged and will become the subject of a University investigation once the practice is brought to the attention of Leadership & Engagement/Recreational Services/academic colleges.
• This policy applies to all registered student organizations and their student leaders/members. Some University programs promulgate anti-hazing policies specifically for students participating in their programs. The Department of Athletics enforces a hazing policy, as does the UI Interfraternity Council, Panhellenic Council, Multicultural Greek Council, and National Pan-Hellenic Council. Copies are available at the respective department offices.

Student Organizations

• Registration of Student Organizations
• Discipline of Registered Student Organizations