NEW - Purchasing Food
The University contract with A'viands lists that A'viands has first right of refusal to provide catering services for any event on campus. This includes any event, meeting, etc that involves outside catering.
Student Organizations/Departments purchasing or engaging in catering services, or getting pizza for their meetings, will need to complete the "Food Service Approval Form", submit to A'viands or SU 312, and get approval to proceed prior to service.
A'viands states this form must be submitted to them 10 days in advance of the event.
There are some exceptions. Potlucks or other SMALL, functions where food is purchased (nothing hot or that needs to be cooked) from markets are not considered catering thus do not need the form.
Student Organizations/Departments that do not meet this requirement will not be reimbursed!
Registering your organization (New and Returning).New Student Organization
Becoming a registered club on-campus is easy.
Go to sou.edu/souconnect
FIRST: Log-in with your SOU Account information
SECOND: Click "Organizations, Click “Register a New Organization” on the left hand side. You must have basic information about your organization (mission, 7 member names, advisor, and a completed constitution). Click “Submit” and wait for approval
Returning Registered Student Organization
Once logged into SOU Connect go to your group’s profile and select “manage organization” in the top right hand corner. If your group is eligible for re-registration a blue box will appear in the middle of the screen reading “RE-REGISTER THIS ORGANIZATION.” The student who completes the registration process for the group will automatically be assigned as the primary contact of that group.
Responsibilities / What must a student organization do after they register?
Registered Student Organizations must:
1)Have at least one member attend club training. If the group registers after fall term they should reach out to Student Life for a private training.
2) Have an SOU staff or faculty advisor complete the “Advisor agreement form” on SOU Connect . If the link doesn’t work, the form can also be found on the ICC profile.
3) Send a representative to Inter Club Council. RSOs that miss more than one meeting per term are not eligible to receive or spend university money.
4) Maintain nondiscriminatory membership guidelines
5) Uphold all laws and SOU policies/guidelines
6) Not allow the group to be used as a "front" for an off-campus group to obtain SOU benefits, such as reduced room rental rates
7) Update SOU Connect with any officer changes during the academic year
Groups who do not meet these expectations may lose their recognition and/or funding depending on the severity of the situation. Inter Club Council has the power to rescind current funds and put a hold on a fund request for four full terms for major violations. The Assistant Director of Student Life may remove the status “registered student organization.” The ICC and the Assistant Director of Student Life will work together for the most appropriate outcome.
What does “Good Standing” mean? Why is it important?
Good standing means a registered student organization is meeting all of the responsibilities required.
Organizations that are not in good standing are ineligible to receive funds from ICCAC. All RSOs may have their funds frozen or rescinded if they fall out of good standing.
Constitutions and bylaws
All constitutions should at minimum state the purpose of your organization and discuss how leadership transitions will be handled.
Click this link for a “Sample Blank Club By Laws and Constitution.”
This document is an example of what a clubs by laws and constitutions can look like. Feel free to use and edit to best meet the needs of your organization.
Organization Advisors and the Advisor Form
Advisors are required to complete the advisor form each academic year. The form is located on the Inter Club Council SOU Connect page.
In order to assist clubs in the comprehension of Student Life policies, regulations or state and local ordinances, it is Southern Oregon University’s position that each approved club must have an advisor (either a faculty member or administrator/staff person) whose role will be to guide and nurture the group in order to adhere to the philosophy and intent of the club and Southern Oregon University’s mission statement.
An advisor’s primary responsibility is to make a strong commitment to the group and to aid in the personal growth of the students. It is expected that all club advisors will fulfill the following expectations and responsibilities:
Be a member of Southern Oregon University faculty or staff and be assigned to the role.
Serve as a positive role model to the students of Southern Oregon University and take an active role in helping students accomplish the goals of their club.
Assist the organization in the completion of all necessary paperwork authorizing them for trips and events.
Be well informed about organization activities and attend at least 1 organization meeting per academic year.
Help ensure full compliance with all college policies related to student conduct during organization events and consult with the Assistant Director of Student Life for Leadership when questions of policy or procedure arise or other issues evolve.
Should an advisor need to be relieved of their responsibility, advisors will inform their organization and the Assistant Director of Student Life for Leadership. The organization is required to find a new advisor within 30 days or they will no longer be a registered organization.
Assist in leading organizational transitions each spring term, this could include assisting club in conducting new officer selection, selecting the contact for fall involvement fair, etc.
Be available to the organization by phone when students travel or provide an alternative SOU contact person to assist with solving problems.
Student Life staff persons whose job descriptions entail a great deal of advising do not have to complete the advisor form.
Change Positions/Fund Approver: How to change positions in the club roster: fund approver, ICC rep, officer on SOU Connect
It is important to keep your organization roster updated on SOU Connect. SOU Connect tracks students in positions in the organization and the associated special rights. Only students with “officer” status on SOU Connect may make edits to these positions.
To do this, from your organization's SOU Connect page click “Manage Organization” in the top right hand corner, next click the tab on the top left corner, followed by “roster.” Next find the name of the student who you would like to add or remove access to and click the pencil icon on the right. A pop up will appear and you can select, or deselect, the positions that individual should have.
If you do not have officer rights in the system BUT are a club officer, have another club officer go into “Manage Roster” and identify you as an officer. Or email Larry Locke (email@example.com) or Tatiana Bredikin (firstname.lastname@example.org) for assistance.
How do we schedule events and meetings?
Meetings spaces will be canceled if a group is not registered as a club or organization on SOU Connect.
To schedule events, meetings, displays, or other informational material in the Stevenson Union and courtyard, you must contact the Student Life Office in 312, Monday – Friday 8:00 a.m.–5:00 p.m, by emailing email@example.com or by calling 541 552 6462.
The Stevenson Union is open Mon – Fri 8:00am-9:00pm.
Scheduling events and meetings should be done a minimum of 2 weeks in advance. If you are hosting a large-scale event, there should be a minimum one-month advance scheduling. This lead time not only increases the chance that your your requests can be filled, but allows enough time for your publicity to reach students.
Rooms are available in a first-come, first-served basis and may be reserved up to one year in advance.
When in use after hours, the club or organization will be charged an hourly fee of $18.00 per Event Crew Member. Charges begin from time the group takes possession of the facility for decorating/set-up through cleanup after the event, for the after-hours use time.
Audio-visual equipment and room set-up needs, if owned by the Stevenson Union, can be arranged during the scheduling of the event or meeting and are free of charge to registered student organizations.
Events held on the courtyard of the Stevenson Union may have restrictions on the sound equipment used based on when the event occurs.
A noise permit may be required from the City of Ashland.
Criteria used during the approval of an outdoor event are listed below:
· Time of day or night
· Volume level of sound – especially around academic buildings including the library
· Size of group including audience
· Effect on landscape and property
Volunteers: Volunteers, Mentors, Community members in clubs. What are the requirements?
Volunteers provide a specific service to the university or the club. Generally they are teaching, coaching, training, or presenting/speaking to the club. **Volunteers are outside parties not associated with SOU and include alumni. Before they engage in any volunteer activity the must have both a Volunteer Assumption of Risk form and an SOU Assumption of Risk form complete and on file in Student Life, SU 312.
All volunteer forms need to be turned into Student Life (SU 312) five (5) days before your event or the volunteer’s participation with your club.
Volunteer forms are valid for the entire academic year. Completed forms must be turned in to the Office of Student Life (SU 312). The Volunteer Assumption of Risk will be finalized when signed by the “site supervisor,” Larry Locke, Lockel@sou.edu.
The Volunteer Assumption of Risk Form covers liability for something they do wrong while providing the service, such as injuring a student, or damaging university property. The university does not carry insurance, or cover them if they are injured while volunteering.
The SOU Assumption of Risk form clarifies the volunteer's responsibilities in regards to the potential risk of participating in the activity.
When volunteers will be working with participants younger than 18 years of age, there are further requirements that must be met. Please see Larry Locke, firstname.lastname@example.org for information on that.
Participants are community members who engage with the club but are not providing a specific service. Community members may, for example, be interested in the activity or participate with a community club, and pay to participate with the SOU club, (e.g. Tango Club) or without charge, (i.e. Medieval Arts Club). Participants must complete the SOU Assumption of Risk form before participating.
Stevenson Union Posting Guidelines
- All publicity must be approved and date-stamped through the Student Life Office for posting in the Stevenson Union.
- Advertisements must be placed within the boundaries of the appropriate bulletin boards. No more than one poster per board.
- Existing signs may not be covered, moved, or removed when posting new signs. All signs must conform to Oregon State laws, Ashland City ordinances, and Southern Oregon University policies. Signs in violation of these policies will be removed.
- The university reserves the right to remove all signs at the end of each month, or at times deemed appropriate.
- Any political advertisements for candidates running for office must be posted only on the public bulletin board. This does not include student government elections.
- Chalking in the SU Courtyard must be a minimum of 20 feet from the SU Doors.
- The Student Publicity Center manages the Boulevard Sign and the Kiosk Sign. The Student Publicity Center will make all signs and hang them, which incurs a fee for the requesting club or organization
- The Student Publicity Center may also make your organization “table toppers” to promote SOU campus activities in Elmo’s.
- The Director of Student Life is responsible for interpreting campus policies related to posting. Policies related to solicitation on campus are in the Administrative Rules for Southern Oregon University. Appeals of any decisions made by the Director of Student Life will be referred to the Provost Office.
The showing of movies may require a public viewing license. For information about public film viewings please contact the office of Student Life. Movies publicized and shown in a public setting by SOU groups are required to purchase the “rights” or public viewing license. There are various companies that sell movie licenses. The United States Copyright law provides the exemption of purchasing movie rights if the purpose is for direct face-to-face teaching activities, but does not include performances for recreation or entertainment purposes, even if there is cultural value or intellectual appeal. The United States Copyright Law section § 110(1) with specific language for public viewing license exemptions is found in Title 17 of the United States Code and is stated below. § 110. Limitations on exclusive rights: Exemption of certain performances and displays Notwithstanding the provisions of section 106, the following are not infringements of copyright: (1) performance or display of a work by instructors or pupils in the course of face-to-face teaching activities of a nonprofit educational institution, in a classroom or similar place devoted to instruction, unless, in the case of a motion picture or other audiovisual work, the performance, or the display of individual images, is given by means of a copy that was not lawfully made under this title, and that the person responsible for the performance knew or had reason to believe was not lawfully made; http://www.copyright.gov/title17/92chap1.html#110
In accordance with U.S. Supreme Court rulings, religious groups whose purpose is to study or perpetuate a particular organized religion or religious philosophy are not eligible for Student Fee funding unless the following two situations both apply:
The sponsored event is open to all students regardless of any religious affiliation
The event is openly publicized for the general student population as well as the university community.
Student organizations may not receive Student Fee funds for activities supporting political candidates and/or measures. NO GROUP MAY REPRESENT A POLITICAL CANDIDATE. GROUPS MAY REPRESENT POLITICAL PARTIES. The Associated Students of Southern Oregon University will sponsor or co-sponsor all political speakers and candidates who desire to appear on campus in order to provide equal access to the campus and expedite arrangements.
The Stevenson Union may be used for the purpose of holding political meetings, provided that:
· There is no interference with regularly scheduled functions
· Students are permitted to hear the speakers without charge
· Sponsors pay any regular fees required for the use of the facilities
· There is equal opportunity for each of the political partie’s candidates to speak
· The activity is educational in nature
Posting campaign signs, announcements, etc. in campus buildings or on campus grounds is prohibited. The public bulletin board inside the Stevenson Union is the only location on campus for posting of campaign signs or political announcements. The Stevenson Union courtyard, raised lounge, and Elmo's are available for political candidates to visit with students, faculty, and staff. However, these areas are not to be used for speech making and no material is to be distributed.
Individuals from off-campus may solicit signatures for ballot measures in the free speech zone which is outside of the Stevenson Union in the courtyard only.