Student Organization Resource Guide

Office of Student Activities

Elon University

Moseley 207

Campus Box 2973

336-278-7214

Table of Contents

Welcome……………………………………………………………………………………………………3

Office of Student Activities…………………………………………...……………………………………3

Student Organization Recognition…………………………………….……………………………………3

Benefits of Organization Recognition…………………………………………….……………….4

Responsibilities of Student Organizations…………………………………………………………5

Forming a New Student Organization…………………………….……………………………….5

Student Leader Expectations and Responsibilities…………………………………………………………6

Links to available resources on campus……………………………………………………………6

Student Organization Advisors………………………………..……………………………………………7

Event Planning……………………………………………………...………………………………………8

Managing Risk………………………………………………..……………………………………8

Requesting Security………………………………………………………………………………..8

Best Practices...... …...9

Liability Release statement…………………………………………...……………………………9

Student Organization Events with Alcohol…………………………...………………………………….…9

University position statement on alcohol…………………………..………………………………9

Code of Conduct…………………………………………………………………………………..………10

Hazing…………………………………………………………...…………………………..……10

Fire and Life Safety…………………………………………..……………………………..……10

Travel with your organization…………………………………...……………………………..…10

Discrimination, Bias, Harassment, and Hate………………………………………………..……11

Fundraising and Solicitation………………………………………….…….……………………………..11

Internal v. External fundraisers………………………………...…………………………………12

Best Practices………………………………………………..……………………………………13

Welcome to the Recognized Student Organization Website

At Elon University, we believe that student led clubs and organizations provide valuable educational and experiential learning opportunities for our students. These recognized student organizations support students joining together around academic, cultural, athletic, social, religious, service, and other special interests, while emphasizing Elon's commitment to lifelong learning and global citizenship. Additionally, these opportunities afford students a unique experiential education opportunity that enhances and compliments classroom learning to provide important leadership experiences that contribute to the growth and development of individual students while developing a strong sense of belonging at the university.

A student organization at Elon University can be defined as a group of students joined together in the pursuit of a common educational or co-curricular purpose that supports the mission and values of Elon. Student organizations serve as a means for enriching academic and professional endeavors, promoting ethical and moral development, appreciating diversity, encouraging civic engagement, providing leadership development, and supporting the establishment of meaningful interpersonal relationships. Elon’s role is to support students in running these organizations, to provide opportunities for students to gain leadership and team building skills, and to give students the opportunity to be responsible for their organizations.

OFFICE OF STUDENT ACTIVITIES

The university supports student organizations, by coordinating the new organization intake process, and yearly registration process, and the collecting of membership rosters and goal reports, is managed by the Office of Student Activities. The Office of Student Activities also serves as the University clearinghouse of all registered student organizations and maintains current information on each recognized student organization, its officers or authorized representatives, its purpose and its advisor. The organization recognition process provides student organizations the ability to use University resources, such as vans, spaces, and access to funding, pursuant to applicable University policies, guidelines, and all information included in the Registered Student Organization website.

It is a privilege for student organizations to be recognized by Elon. It is expected that each registered student organization will align its goals and aspirations with those of the university and to be beneficial to the organization members and the Elon community. In some instances, the Office of Student Activities and the Student Life Committee may deem it necessary to review an organization’s recognized status, operations, and procedures. Under such conditions, Student Activities or the Student Life Committee reserve the right to remove an organization’s recognized status with the University. Elon University reserves the right to review and to take any action it deems appropriate with respect to any questionable actions or activities undertaken by any registered student organization and its members.

STUDENT ORGANIZATION RECOGNITION

All recognized organizations are expected to uphold University policies and procedures and always act honestly in the best interest of all when conducting organizational business and activities. They are also expected to adhere to the Honor Code, all federal and state laws and to other applicable policies. As a collegiate community, Elon University will not support or condone behaviors that violate the integrity of any individual or group. While the university respects the right of its community to exercise free speech, behaviors will not be tolerated that may be considered discrimination, harassment, destruction of property or acts of violence. Elon University does not discriminate on the basis of age, race, color, creed, sex, national or ethnic origin, disability, sexual orientation, gender identity or veteran status in the recruitment and admission of students, the recruitment and employment of faculty and staff, or the operation of any of its programs. Student Organizations that fail to abide by these standards may result in University action being initiated against the group; consequently, policies, procedures and penalties set forth in this web document apply to student organizations collectively as well as to individual students

Designated student leaders within each organization will be required to participate in educational programs on risk management, event planning, and other important topics each year for continued organization recognition and all associated benefits. This recognition does not imply the University assumes legal responsibility for the actions of any organization or individual in the organization. Officers and leaders of student organizations are responsible for assuring compliance both on and off campus for organization activity regarding regulations and may be held accountable for failing to do so.

Officers and organization leaders are also responsible for representation of their group when University proceedings are initiated. Group violations of Elon's Code of Conduct may occur when any one of the following situations exists:

  • Members of the group act in concert, or the organization provides the impetus for violation of University policies and procedures.
  • A violation arises out of a group-sponsored, financed or endorsed event, including those that are promoted informally and aren't necessarily part of the official organization minutes/records
  • A group leader(s) has knowledge of the act or incident before or while it occurs and fails to take corrective action.
  • A pattern of individual violations is found to have existed without proper or appropriate group control, remedy or sanction.
  • Some Elon student organizations belong to a governing council that adopts policies and procedures applicable to its organizations and their members. For example, club sports have a Council and belong to regional/national leagues that both have policies; another example is Fraternity and Sorority Life, fraternities and sororities have organized councils such as National Panhellenic Council (NPHC), Interfraternity Council IFC, Panhellenic Council (Panhel). Elon expects council policies and procedures will be followed and enforced by the student organizations and councils.

Benefits of Student Organization Recognition

There are a number of benefits associated with being a recognized student organization at Elon. Organizations must be in good standing to access the following benefits:

  • Use of university facilities and spaces on campus
  • Opportunity to sponsor on-campus events and activities
  • Listing in the student organization website directory
  • Ability to reserve university vans (for those who have been van certified)
  • Ability to apply for office space in the Student Center in Moseley
  • Eligibility to apply for funding through the Student Government Association (if applicable)
  • Access to leadership, diversity, and risk management training
  • Use of “Elon University” in the constitution and identity of the organization
  • Ability to request university resources for meetings and events (i.e. media, catering, moving and set up, etc…)
  • Eligibility to participate in university sponsored events, such as the Organization Fair and the Cultural Festival
  • Resources and support of staff members in the Office of Student Activities, the Center for Leadership, and the Moseley Center
  • Faculty/staff advisor

Responsibilities of Student Organizations

In order to continue receiving the benefits of organization recognition status, student organizations must meet certain expectations. These expectations include:

  • Participating in the annual renewal process through the Office of Student Activities
  • Follow all university policies and procedures, including the Code of Conduct, the Elon Student Handbook, and adhering to all local, state and federal laws both on and off campus
  • Ensure all activities and programs sponsored by the organization are consistent with the mission and goals of the organization and the university
  • Operating in a manner that is consistent with the mission and goals of the university and the organization’s bylaws
  • Demonstrating respect for the university community and other student organizations
  • All officers and members must meet the eligibility for participating in student activities as indicated in the Student Handbook
  • Keeping the Office of Student Activities informed of changes in organization leadership or governing documents in a timely manner
  • Submitting all membership and leadership updates to the Office of Student Activities each semester
  • Maintain on file all chartering documents including uploading bylaws to the student organization administrative site

Forming a New Student Organization –

Recognized student organizations provide opportunities for learning, student engagement, leadership development, and fostering of shared interests. A student organization at Elon can be defined as a group of students joined together in the pursuit of a common educational or co-curricular purpose. Student organizations at Elon are student-initiated and student-run. In order to begin the reviewing process, potential new student organizations at Elon must meet the following criteria:

  • The mission of the student organization must reflect the mission and values of the university.
  • The services and programs offered by the organization must directly relate to the university and organization missions.
  • The mission, services, and activities of the organization should be different from any other fully-recognized student organization.
  • A full-time faculty or staff member of the university must be in agreement to serve as the organization’s advisor.
  • The organization must have a notable pool of interested members, a workable leadership structure, and democratic processes established.

Please go to the Office of Student Activities website to officially begin the recognition process -

STUDENT LEADER EXPECTATIONS AND RESPONSIBILITIES

With being a student leader at Elon comes distinct responsibilities and expectations. You are not merely serving as the head or face of the organization, but rather a conduit of pertinent information that is vital to the success and sustainability of your organization. These responsibilities include:

  • Be knowledgeable about University policies, including the Honor Code, the Elon Student Handbook, and adhering to all local, state and federal laws that relate to student organizations and their activities
  • Inform and educate all members of the above stated policies and documents
  • Be knowledgeable about what is going on within the organization
  • Do not act on behalf of the University, which includes signing contracts
  • Notify the Office of Student Activities when changes in leaders/contact persons or advisor(s) occur
  • Confront and stop inappropriate activities of the organization
  • Work to prevent inappropriate activities from starting in the first place
  • Notify the Office of Student Activities of all changes to the organization’s bylaws/constitution
  • Keeping your advisor informed of meetings, events, or other activities planned by the organization
  • Attend all trainings, workshops, or education sessions offered to student organization leaders, including the SPACES and Event Management training and the Intersect Conference
  • Communicate, to all organization members and your advisor
  • Ask questions!

All information on this website is intended to be a practical resource for recognized student organization leaders. It was created to help support all student leaders, answer common questions, and share vital information. Included throughout the website are several resources available through the Office of Student Activities, the Moseley Campus Center, and the Center for Leadership. If you can’t find what you are looking for, we encourage you to contact us directly (, 336.278.7214, or stop by Moseley 207).

  • Alcohol Policy
  • Event Management and Planning
  • Fundraising
  • Funding for your organization and SGA
  • Hazing Policy
  • Leadership Trainings and Workshops
  • Media Service Request
  • Recognized Student Organization Directory
  • SPACES Request
  • Transportation and Van Use
  • Undergraduate Academic Calendar
  • University Posting policy
  • Work Request
  • Sexual misconduct policy and Title IX
  • Bystander training
  • A Campus of Difference (ADL)

STUDENT ORGANIZATION ADVISORS

Role of Student Organization Advisor

Student organizations are student-initiated and student-run. The success of the organization is the responsibility of the students, not the advisor. The role of the advisor is to be a mentor and resource to students, providing feedback and advice in order for students to develop leadership skills and to reflect on what they are learning through their activities.

Basic Responsibilities of the Advisor:

  • Meet on a regular basis with organization officers.
  • Attend organization meetings when possible. Many organizations require an advisor be present when officers are elected/selected.
  • Travel with (or students must find an appropriate substitute for) ALL student organization trips that are overnight and/or further than 60-mile radius from campus. (Club Sports are an exception).
  • Serve as the official Elon liaison. Sign all University documents (room/van reservation, membership rosters, goal reports, event registrations etc.)
  • Be informed of all university policies and procedures and advise thestudent organization and leaders to follow all safety measures.
  • Attend Registered Student Organization training

Additionally, advisors may assist with student development, budgeting, event planning, organization and other areas that support the mission of the student group.

Depending on the mission, function, and needs of a student organization, the advisor’s role can vary. Here are some best practices the Office of Student Activities has identified in helping all advisors be successful:

  • Have an understanding of the organization’s mission, purpose, and goals for the year (you can access a copy of your organization’s bylaws online ( or by requesting a copy from the Office of Student Activities)
  • Mentoring – get to know your student leaders and be supportive, help leaders make meaning of their experiences
  • Be aware of important dates such as mandatory training sessions, budget timelines, available workshops and recognition events, and the annual renewal process
  • Be able to serve as a resource to your leaders with regard to understanding all university policies and procedures and know how to find the answer
  • Be accessible and visible to you leaders
  • Understand the group’s dynamics and development – help good organizations become better
  • Assist in the leadership transition process and help in sharing consistent information with new officers – be the preservationist and help maintain a “healthy” organization

The Center For Leadership offers many resources and support for advisors, including the Advisor Role Checklist, an event debrief template, one-on-one consulting, and training opportunities. Please visit their website to learn more about the resources available to recognized student organization advisors.

EVENT PLANNING

Managing Risk with Planned Events

All recognized student organizations on campus host some type of event(s) throughout the year. An event can be defined as large or small occurrences that contain programming or social aspects including but not limited to: speakers, performances, philanthropies, fundraisers, social gatherings, conferences, rallies, outside exhibits, Moseley Center tables, college coffee tables, etc. Events are usually advertised and open to the public or campus community. An event is anything your group plans that is not ameeting.Also, any use of university facilities, name, or funding by your student organization is considered an event.

Student organizations are required to register all on-campus events through SPACES. Organizations are also required to register events off-campus when using university vehicles, university name or university funds (department or SGA funding). Many organizations may choose to host events or programs off-campus. This may include community service opportunities, retreats, conferences, or social events. Student organizations holding off-campus events will assume the responsibility and liability for such events and activities. If any reasonable person would assume that an event off-campus is related to a recognized organization, then it can be considered an organization-sponsored event.For all planned events, organizations are advised to consider best practices and event planning guidelines. Know that student organizations and their members are expected to follow all university policies and procedures regardless of the event location.

Basic Event Information

  • All events have some element of risk. Event planners must work diligently to identify potential risks and minimize them. The term “risk” can be defined as the potential loss, damage, or danger associated with an event, activity, or decision made by the organization. Any possibility of loss, harm or damage to individuals or property with an organization event or activity would be considered to be at risk.
  • Thorough planning and following established risk management guidelines are the most effective means to reduce risk of harm or litigation.
  • All student organizationsare required to send 3-4 representatives to attend the event registration and SPACES training each semester. The president and/or event planner are recommended. These student leaders are responsible for sharing all information with their respective organization.
  • Student Organizations are not permitted to host organization-sponsored events with alcohol in a private residence.

Requesting Security Officers

Student Organizations will need to request security officers for events on campus or in university-run facilities if:

  • Alcohol is present
  • You are planning an overnight event on campus
  • Your event has over 100 participants. If there is no alcohol or entry fees, a faculty or staff advisor can be present in lieu of a security officers for the duration of the event (1 advisor per 100 participants)
  • The event is late night and/or requires an entry fee. (Security may be determined on a case-by-case basis by the cluster leader and Campus Police.)
  • Your event poses potential loss, damage, or danger to individuals or property
  • Your event is a competition or debate and does not meet the above criteria; it will be decided by the cluster leader and Campus Police (i.e. political debate, step show, club sports, etc.)
  • It is recommended by your organization advisor or a university administrator.

To request an officer, a request form must be completed in the office of Campus Safety and Police located in the Oaks Commonsat least ten (10) working days prior to the event.