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StudentOrganizationHandbook2020–20211
Table of ContentsStudent Organization Basics2The Value of Involvement2Definition of a Recognized Student Organization4Privileges of Student Organizations4Responsibilities of Student Organizations5Student Organization Categories7University Policies and Procedures8Getting Recognized as an Organization8Fraternities, Sororities, and National Organizations9Student Organization Adviser Policy10Hazing Policy11Hazing Alternatives11Student Organization Policies12Use of JMU Logo14Student Organization Procedures14Student Organization Management16BeInvolved16Annual Registration17Constitution18Finances and Fundraising20Money Handling20Bank Accounts21Tax ID (EIN)22Fundraising Guidelines and Policies24Fundraising Options24Contingency Funds25Program Grants26Event and Activity Management28Room and Space Reservations28Event Policies30Advertising Policies32
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StudentOrganizationBasics2The Value of InvolvementOrganizations play an important role to JMU andour surrounding communities. By contributing to anactive and positive campus, student organizationscontribute significantly to the success of bothJMU’s mission and its students. As a part of itseducational mission, JMU supports and encouragesparticipation in co-curricular activities as an integralpart of students’ college career. By combiningthe knowledge gained in the classroom withskills developed through co-curricular activities,organization members are much better prepared toexplore and develop their total potential at JMU.
Value To MembersValue To the UniversityValue To the Community Achieving self-developmentand personal growth Creating involved andinformed students Taking part invaluable services Finding groups withsimilar interests Accessing resources toaddress issues and concerns Developing leadership skillsand values, such as problemsolving, communication,organization, andresponsibility to society Forming joint partnershipsbetween students,faculty and staff Hiring college graduateswith leadership qualitiesand abilities Expanding yourcircle of friends Finding a balancefor academic life Creating valuable campusand community contacts Developing programsthat engages theUniversity community Building positiverelationships betweenthe University andsurrounding communities Developing futureleaders with knowledge,skills and integrity Contributing monetaryand personal timecontributions to charitiesboth locally and nationally Experiencing employmentadvantages after graduation Receiving recognitionfor hard work Having fun with theactivity itself3
Student OrganizationBasicsRecognized student organizations are studentorganizations that have completed the recognitionprocess through either Student Activities &Involvement or University Recreation (UREC)and have received notice of official recognition.Privileges of All RecognizedStudent OrganizationsStudent organizations that are recognized byJames Madison University and are in good standingwith the University have the following privileges:41Access to the Club House, a resource centerwhere student organizations can createadvertising and marketing materials2Access to an official organization mailboxlocated in Madison Union or UREC3Reserve and use spaces and facilitieson campus for meetings, events,and advertising that adheres toEvent Management guidelines4Eligible to participate in StudentOrg Night each semester5Access to an official organization pagethrough BeInvolved for organizationmanagement beinvolved.jmu.edu6Eligible to fund-raise on campus throughapproved programs and activities7Eligible to apply for ContingencyFunding consistent with the rules andprocedures of the Student GovernmentAssociation (SGA) as allowed by eachorganization’s governing office8Opportunity to be honored and recognizedthrough various university awards programs9Eligible for rental of JMU state vehiclesproviding all requirements set byTransportation Services are met
Responsibilities of RecognizedStudent OrganizationsTo maintain recognition status, all studentorganizations must comply with the following:1Conduct all activities in compliance with JMUpolicies and procedures, including all policiesand regulations outlined in the JMU StudentHandbook and the constitution and lawsof the United States, the Commonwealthof Virginia, and the City of Harrisonburg.Any policies or laws applying to individualsalso apply to recognized student clubsand organizations. For more information,please refer to jmu.edu/handbook2Adhere to all policies and procedures setout by affiliated offices or departments,including Student Activities & Involvement,Fraternity and Sorority Life, Center forMulticultural Student Services, The Collegeof Business, and University Recreation,as relevant to each organization3Complete the annual registrationprocess every year4Have an organization adviser who isa full- or part-time faculty or staffmember at James Madison University5Maintain and update organizationpage on beinvolved.jmu.edu, includingcurrent roster information and theorganization’s constitutionStudent Organization PoliciesFailure to abide by the listed policies in theJMU Student Handbook may result in sanctionsagainst the organization, including, but not limitedto, suspension of any and/or all activities andremoval of the organization from campus. JMUstaff will investigate allegations of policy violationsto determine if the actions taken were at thedirection or collaboration of an organization. IfJMU staff reasonably believe the violations wereat the level of an organization, then the conductprocess will begin. If not, the individual will bereferred to OSARP for individual charges.5
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Student Organization CategoriesThe following categories are outlined to provide groupings for all recognized student organizations.These categories help clubs define the purpose of their organization and students who are lookingto get involved in a specific type of organization. Through BeInvolved, organizations can selectthe category that best fits the mission of their organization. The categories are as follows:Academics – Organizations whosemission relates to student success in aparticular college or area of study.Advocacy – Organizations whose primarypurpose and activities support or oppose anyspecific ideology, political thought, or cause.Diversity – Organizations that offer opportunitiesto explore cultural, social, and service aspectsof various cultural and international groupswhile fostering cultural diversity and support fortheir members and the campus community.Greek-Lettered Orgs – Local chapters of nationalorganizations including social fraternities andsororities (members of IFC, NPC, or ICGC),honor societies, and professional fraternities.Leadership – Organizations that promote personaland organizational influence on campus.Music – Organizations related toa capella or other music.Recreation – Organizations that promote sportsoriented programs and/or recreational activities.Religion/Spirituality – Organizations whoseprimary activity is worship, devotion, prayer,mediation, or study of religious concepts.These organizations serve as support forstudents of a particular religious persuasion ordenomination or discuss a religious ideology.Service-Oriented – Organizations whosemain purpose is to provide a learningopportunity for students in the area ofcommunity service and volunteering.Special Interest – These organizations offer studentsopportunities to get involved in a variety of activitiesthat are not generally offered in any other category.Sports Clubs – Organizations that compete withclub sports teams at other universities. These sportteams are also recognized and supported by theSports Club Council and the University RecreationCenter. Visit UREC’s website for more information.Professional Development – Organizations whosepurpose and activities help prepare studentsfor particular professions after graduation.7
UniversityPolicies &Procedures8Getting Recognized as aUniversity OrganizationThe most up-to-date information regarding thetimeline and process for recognition of new (orreturning from inactive status) organizations can befound at Student Activities & Involvement’s Start anOrg website. This is the first step for the majority ofgroups that want to be recognized with full universityprivileges. For more information regarding SportClubs, please visit University Recreation’s website.
Fraternities, Sororities, and National OrganizationsFraternity and Sorority Lifeand CMSS Organization DualRecognitionA student organization wishing to affiliate itself witheither FSL or CMSS must be recognized throughStudent Activities & Involvement. Organizationssponsored through these offices, but who have notcompleted the Recognition Process outlined throughStudent Activities & Involvement, do not haveprivileges associated with recognized organizations.IFC, Panhellenic, and ICGCOrganizationsSocial Fraternities and Sororities must firstgain approval from the Assistant Director forFraternity and Sorority Life (University Unions)or the Assistant Director of ICGC (Center forMulticultural Student Services) for MulticulturalGreek Life, as appropriate, before they are allowedto participate in the recognition process throughStudent Activities & Involvement. Submissionsfor social fraternities or sororities without thisapproval will not be considered for recognition.For reference, please read the FraternityExpansion Policy provided by FSLSocial fraternities (also known as generalfraternities) are Title IX protected, single-sexstudent organizations whose main purpose isthe personal development of their members.These fraternities do not promote a specificprofession, discipline, department, or service.Other National OrganizationsStudents wishing to start a local chapter of anynational organization, be it social, academic, orprofessional must have permission to do so by theexpansion chair of that national organization orother designee. It is the responsibility of the studentchapter to adhere to their national policies andexpectations in addition to JMU policies outlinedin this handbook or otherwise distributed.9
Student Organization Adviser, Policy 3101All student organizations must have a JMUfaculty or staff member serve as their adviser.Advisers play a key role in offering guidanceand advice. For Sports Clubs, the AssistantDirector of Sport Clubs serves in this capacityautomatically and no additional adviser isrequired. For social fraternities and sororities,a Coordinator from the Office of Fraternityand Sorority life will fulfill this role.The adviser should be the first stop with anyquestions regarding university policy or if theorg is in need of any assistance in the day-today operations. Each organization will have adifferent relationship with their adviser; StudentActivities & Involvement does not dictate therelationship an org must have with their adviser.Advisers can be any full or part-time facultyor staff member with JMU. Graduate Studentscannot be the listed adviser to an organization,but may assist in the adviser role under thesupervision of a JMU faculty or staff member.10Each organization will have a differentrelationship with their adviser, but here aresome possible responsibilities of an adviser:1To carry out the duties assigned tothe adviser by the organization’sapproved constitution2To serve as a liaison between the Universityand the student group, to interpretuniversity policies and procedures, and tobe an official guest at the organization’sfunctions when appropriate3To be aware of and assist the organization inthe management of its financial operations4To assist the organization in planningand executing its programs andevents, and to refer organizers toappropriate university resources whichmay aid in the planning process5To approve the organization’s applicationsfor use of university space, vehicles andfundraising and to verify the organization’srequests for financial support throughstudent fees (like Student GovernmentAssociation Contingency Funds)6To consult periodically with the designatedstaff concerning the organization’sdirection, programs, and function and tonotify designated staff in the event theorganization has decided to disband or hasceased to function as a student organization7To assist the organization in the periodicexamination of its progress toward thegoals specified in the organization’sconstitution and to suggest alternativesthat may aid in goal attainment8To submit an Adviser Confirmation Formto Student Activities & Involvement within10 days of accepting an adviser position
Hazing Policy J17-100The university prohibits any situation createdintentionally to produce mental or physicaldiscomfort, embarrassment, harassment, orridicule in connection with initiation, admissioninto, or affiliation with or as a condition forcontinued membership in a club, organization, orassociation, regardless of whether the studentsparticipated voluntarily in the relevant activity.Students directing, engaging, aiding, or participatingin, actively or passively, the forcing, compelling,requiring, encouraging, or expecting, whether director implied, of individuals to participate in hazingactivities shall be considered in violation of thispolicy. It is impossible to anticipate every situationthat could involve hazing. Further, this policy is notintended to prohibit customary athletic events, andcontests. Competitions that are sponsored by theinstitution or the organized and supervised practicesassociated with such events, activities, or conductthat furthers the goals of a legitimate educationalcurriculum, extracurricular program, or militarytraining program as approved by the University.An individual cannot consent to being hazed;a victim’s voluntary or willful participation inhazing activities will not be considered evidencethat a violation of this policy did not occur.Section 18.2-56 of the Code of Virginia declareshazing illegal, establishes conditions for civiland criminal liability, and outlines the duties ofthe University when a student has been foundguilty of hazing in civil or criminal court.Hazing AlternativesJMU is committed to the positive educationof new members in the process of joining anorganization; this process should create bettermembers through the development of maturityand leadership. We believe that hazing sets astandard that focuses on endurance or toleranceof a difficult pledge education process thatshould instead focus on achievement of positivestandards. Thus, the following alternatives arerecommended to create positive traditions.Develop Leadership: Assign and involve newmembers in organizational committees for fundraising activities, community service projects,public relations, new member recruitment, etc.Involve your Organization with the University:Encourage members to participate in universitycommittees, the Student Government Association,Freshman Orientation, intramural sports, andother organizations. Invite university facultyand staff members to conduct presentations.Instill a Sense of Unity Within Your Organization:Plan special events for members such as holdinga retreat, attending a football game or culturalevent, honoring your adviser, or having a formaldinner and dance. Remember, retaining membersis just as important as recruiting members.11
Student Organization PoliciesAll student organizations are subjectto the following policies.Alcohol PolicyJMU Public Posting PolicyPolicy, J38-101 – Student organizations aresubject to policy J38-101 and all related Universitypolicies on alcohol, including but not limited to thepolicy of any on-campus building in which an eventoccurs. Groups that belong to the InterfraternityCouncil, Panhellenic Council, or Inter-CulturalGreek Council are also subject to Fraternity &Sorority Life and CMSS policies, respectively.Policy 3104 – Student organizations mustadhere to the JMU Public Posting policy,including limiting flyer posting to 2 weeks andonly posting in approved posting areas.Drugs PolicyPolicy, J38-102 – Student organizations aresubject to policy J38-102 Drug Policy.Free Speech PolicyPolicy, J32-100 – JMU seeks to preserve students’privileges to take active roles in exercising theirrights of expression, conscience, affiliation, andpeaceful assembly. At the same time, the universityalso recognizes its responsibility to ensure the rightsand freedom of those who want to pursue theireducational interest without interference. Studentorganizations must adhere to the Free SpeechPolicy when exercising their right to assemble.Student Clubs and OrganizationsContractual Agreements PolicyPolicy 4101 – No student organization, officer, oradvisor may sign a contractual agreement on behalfof James Madison University. Any contractualagreement must be approved and signed by theAssociate Director of University Unions Finance,Paula Lam or other authorized representative.Furthermore, individuals should not personallysign contracts as that leaves the individualresponsible for fulfilling the terms of the contract.12Student OrganizationConduct PolicyIn case of an emergency involving members ofor associated with a student organization afterregular business hours, please contact CampusSafety at 540-568-6911. They will inform theappropriate professional staff member who willbe able to assist you. Fraternity and SororityLife organizations should also call the FSL onduty phone immediately at 540-421-1177.Any member of the university community maybring a written report giving details of thealleged harm or incident to the Coordinator ofStudent Activities & Involvement for OrganizationDevelopment or their designee. The writtenreport must include the following information: Detailed description of thealleged harm or incident Date, time, and place of incident(s) Name of the organization(s) involved Name of the individual(s) involved Name, address and phone number ofthe person(s) filing the report
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Use of JMU LogoRecognized Student Organizations may useapproved JMU Logos in accordance to the JMUBrand Standards. Any licensed James MadisonUniversity seals and marks will be used inaccordance with university licensing procedures.When selling merchandise with any form of theJMU name or logos, groups must use licensedvendors approved by the JMU Foundation.Use of JMU NameThe use of the University’s name in theorganization’s title is possible, as long asUniversity sponsorship or endorsement is notimplied or stated. Neither the organization northe officers or members acting on behalf of theorganization will represent itself or themselvesas official “agents” of James Madison University.The organization will not authorize the use of or usethe University’s name for any commercial purposeor in any way which may reflect adversely uponthe University. The organization may not imply orotherwise create the appearance that James MadisonUniversity sponsors, controls, or is responsible forthe activities of the recognized student organization.Student OrganizationProceduresProcedures are set forth by the university to ensurecompliance with university policies in a timelyfashion. Failure to follow procedures may result indelayed or non-approval for organization eventsor requests. Sanctions and/or suspensions mayalso occur based on the severity of the violation.14
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BeInvolvedBeInvolved is a web management platform forrecognized student organizations and advisers toconnect with current members, recruit new ones, andmarket your organization to the JMU community.Every JMU student has a personal profile that allowsthem to browse all of the recognized organizationson campus. All clubs recognized by Student Activities& Involvement have a page on BeInvolved.Things you can do through BeInvolved: Register your organization each year withStudent Activities & Involvement Promote your organization’s eventsStudentOrganizationManagement Communicate with organization members
Music – Organizations related to a capella or other music. . profession, discipline, department, or service. Other National Organizations . expectations in addition to JMU policies outlined in this handbook or otherwise
