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2020-2021USUSA CLUBS POLICIES AND PROCEDURES centertop The information outlined in this policies and procedures guide is university policy. Failure to adhere to these policies could result in suspension or termination of your club. Revised 3/23/2020Table of ContentsContents TOC \o "1-3" \h \z \u Contact Information PAGEREF _Toc35956814 \h 3Welcome Clubs & Organizations PAGEREF _Toc35956815 \h 3Club Classifications PAGEREF _Toc35956816 \h 4Important Dates PAGEREF _Toc35956817 \h 4Club Tiers- New This Year PAGEREF _Toc35956818 \h 5Expectations and Responsibilities of Clubs PAGEREF _Toc35956819 \h 6Good Standing/Probation PAGEREF _Toc35956820 \h 6Alcohol and Illegal Substances PAGEREF _Toc35956821 \h 7Hazing PAGEREF _Toc35956822 \h 7Registering and Re-Registering Clubs PAGEREF _Toc35956823 \h 7Clubs Constitution Sample PAGEREF _Toc35956824 \h 8Sample Mission Statement PAGEREF _Toc35956825 \h 10Planning an On-Campus Events PAGEREF _Toc35956826 \h 10Branding & Marketing PAGEREF _Toc35956827 \h 11Clubs & Organizations Funding PAGEREF _Toc35956828 \h 11Bank Account & Credit Card Use PAGEREF _Toc35956829 \h 12Club Fundraising PAGEREF _Toc35956830 \h 13Contact InformationUSUSA Diversity and Clubs VPOscar Diazdiversityandclubsvp.ususa@usu.eduLocation: TSC 342USUSA Club DirectorKendall Morrisonclubsdirector.ususa@usu.eduUSUSA Clubs and Diversity Liaison Diana Felipeorganizationsliaison.ususa@usu.eduUSUSA Diversity DirectorKayleen Lamkayleen.lam@usu.eduUSUSA PR DirectorRachel Arnerprandmarketing.ususa@usu.eduLocation: TSC 332SUSUSA Student Involvement AdvisorMegan Croslandmegan.crosland@usu.eduLocation: TSC 326Phone: 435-797-5740Student Involvement Officeinvolvement@usu.eduLocation: TSC 326Phone: 435-797-2912Event Services eventservices@usu.edueventservices.usu.eduPhone: 435-797-0423Campus Rec Scheduling CoordinatorAshley DetersAshley.deters@usu.edu Phone: 435-797-1503Welcome Clubs & OrganizationsWe would like to welcome all club presidencies to USUSA Clubs and Organizations. Thank you for being a part of the larger community at Utah State University. You have the great opportunity of being part of Utah State University’s push to increase student involvement. Within USUSA, our vision is to ensure that every student involved with a club is using that club as a gateway to opportunities both on campus and after graduation. We hope that USUSA can help you in your efforts to grow and improve each of your clubs and/or organizations. Our goal is to increase club memberships, as well as club quality as we strive to provide the best student run clubs and organizations in the state. We encourage you to be as involved with the program as much as possible and to devote your time and efforts to providing a unique experience for all club members. We urge you to hold meetings, sponsor activities, participate in service projects and cultivate memorable experiences for not only yourself, but also your club members.We have a clear goal backed by innovative ideas that we plan to implement into USUSA Clubs and Organizations this year. We look forward to the new changes and hope that you benefit from them as well. In saying this, we thank you for your cooperation and help as we strive to make the Aggie experience even better! Club ClassificationsA USUSA club is a group of students who share a common interest and have gone through the formal recognition and approval process through USUSA. USUSA Clubs & Organizations take a role in the enhancement of a student’s personal and professional growth. By getting involved, students have the opportunity to increase their leadership, citizenship, and service skills that also enhance USU and the community. USUSA Club vs. Department ClubUSUSA Clubs & Organizations: A group of students with a common interest coming together to participate in an activity (such as a sport, hobby or academics). The club is initiated and ran by students, in some cases with the assistance of an employee advisor.Department Club: A student group that is sponsored and ran by an on-campus department. Indicators that a club may be a departmental club are: the advisor advises the club as part of their job description as written by the department they work for, the club receives funding from an on-campus department, or the club has an index number/P-Card, or the club is faculty or staff run rather than student run. If any of these apply to a club, it will not be accepted as a USUSA club. Important DatesClubs & Organizations Meetings (via Zoom):September 3, 2020- 4:00 pm No October Meeting. We will have an optional Q&A via Zoom October 8th at 4:00 pm. November 5, 2021- 4:00 (this is a mandatory Title IX training. You MUST attend this training to remain a USUSA club. Presidents are required to attend, and club leadership is highly encouraged to attend). February 4, 2021- 4:00March 4, 2021- 4:00Last day to apply for new club status: Friday Before Spring Break, 2021Club Re-Registration: April 1-April 30, 2021Tier 1 and 2 USUSA clubs must send one representative to every meeting, including all club leadership must come to one Upstander training in November. Failure to attend one meeting will result in probation (not eligible for space or club funding), and failure to attend to a second meeting will result in club expulsion for the rest of the year. Failure to send club leaders to the November training will result in automatic expulsion of the entire club.Tier 3 Clubs are required to come to the September training, as well as send all club leaders to Upstander training in October. Failure to attend will result in club expulsion.Club Tiers- New This YearThis year, we are implementing a tier system for all organizations recognized under Student Affairs, including USUSA clubs. This is a great way to establish both the needs and the expectations of your club. Clubs with more activities or higher risk will be in a higher tier, while clubs with fewer needs and lower risks will be in a lower tier. You can use the chart and descriptions below to identify what tier your club will be in. Keep in mind, the Club Council and Council of Advisors can change your tier based on risks, activity level, and needs.Need or ActivityTier 1Tier 2Tier 3Advisor Required XX Access to PR and Marketing through USUSAXXConsidered High RiskXConsidered Medium RiskXConsidered Low RiskXAgreement to written alcohol/risk policy and relationship agreement with USUXAbility to host on-campus eventsXXAccess to apply for club fundingXXService Hours (4 per semester)XHere are a few things USUSA clubs do not qualify for:Use of University Marks (USU, Utah State University, or Aggie verbiage of any kind)Designated workspaces on campus (i.e. office space)Use of University Tax IDContracting under USUOfficially representing USU through competition (you may represent your USUSA club)Travel sponsored by Utah State UniversityFunding housed on campusHere are a few things all USUSA clubs qualify for or must participate in:Day on the Quad (optional)USUSA website (required)Annual registration (required)Upstander training (required)Fundraising through USU Advancement (required if you choose to fundraise)Required departmental logos on printed and digital material (SILC logo and Clubs logo)Expectations and Responsibilities of ClubsAdherence to all university rules and pliance with the club’s own constitution; and when applicable, constitutions of affiliated national organizations.Avoidance of any act of dishonesty, breach of law or university regulations, or any public or private act that brings discredit to the university. Avoidance of activities that pose undue risk to the safety of individuals or which create liability for the club and the university.Re-register and update records with the Student Involvement & Leadership Center by the end of each spring semester.Held accountable, as a club, for the actions of its members if the behavior is related to the activities of the club. Must continually supply the USUSA Clubs & Organizations Council with updated information (i.e. changes in officers, members, and advisors).Maintain current rosters of participating club members including their name, phone number, email address, and A-Number. Good Standing/ProbationTo be in good standing as a club, you must follow the guidelines as set on page 5 according to your club tier. Tier 1 and 2:Being absent from one monthly meeting will place your club on probation and will:Forego the opportunity to receive USUSA club fundingRemove the ability to schedule club or organization events at the USUSA free of cost price.Being absent from two monthly meetings, the club or organization will no longer be recognized through USUSA. Tier 3:Being absent from either the September meeting or November meeting will result in your club no longer being recognized by USUSA.In addition, each spring all clubs and organization must re-register their membership. If you do not re-register by the purge date (April 30, 2021) the club or organization will no longer be recognized for the next academic year, which means your club or organization will forfeit the opportunity to participate in some fall activities, i.e. Day on the Quad. We do this to keep the USUSA clubs and organizations organized and the website up to date. Registration shall be valid from the date of approval to the end of the succeeding spring semester.Please note- the misuse or mishandling of allotted funding will result in the immediate termination of your club. Please refer to page 11-12.Alcohol and Illegal SubstancesUSUSA Clubs are prohibited from serving, promoting, possessing, consuming, selling, distributing, manufacturing, and/or storing alcoholic beverages or illegal substances at club-sponsored events, on or off campus. HazingHazing within or by student organizations is prohibited. Hazing is defined as: endangers the mental or physical health or safety of another; orproduces mental or physical discomfort, embarrassment, harassment, or ridicule of another; orinvolves any brutality of a physical nature such as, but not limited to, paddling, whipping, beating, branding, calisthenics, creating excessive fatigue, bruising, electric shocking, causing physical and psychological shocks, placing of a harmful substance on the body, or exposure to the elements; orinvolves consumption of any food, alcoholic beverage, liquor, drug, or other substance or any other physical activity that endangers the mental or physical health and safety of an individual; orinvolves any activity that would subject the individual to extreme mental stress, such as sleep deprivation, extended isolation from social contact, or conduct that subjects another to extreme embarrassment, shame, or humiliation, or subjects the individual to the wearing of apparel which is conspicuous or not normally in good taste, engaging in public stunts and buffoonery, engaging in morally degrading or humiliating games; orinvolves defacing or destroying public or private property; orinvolves cruelty to any animal; andis for the purpose of initiation, admission into, affiliation with, holding office in, or as a condition for continued membership in any organization; orif the actor knew that the victim is a member of or candidate for membership with a team or organization to which the actor belongs or did belong within the preceding two years.Registering and Re-Registering ClubsAll USUSA Clubs and Organizations must register via the online form through the USUSA website. Upon meeting eligibility requirements and receiving approval by the USUSA Clubs Council, the club or organization will then be granted the privileges of USUSA Clubs and Organizations. Registration:A student club or organization must file the following information to qualify as a USUSA club: Register at: involvement.usu.edu/clubsLook on website to ensure the club you want to start, or something very close to it does not already exist.Club president MUST be a current USU student.Find an advisor (must be employed by USU).Name of the Organization (must begin with USUSA).Current Roster- Names and A#’s of at least 5 club members that are current USU students.Purpose and brief description of organization.Current mission statement.Club or organization must submit a typed constitution following the outlined guidelines for writing a constitution. Evaluation and justification of which tier your club should belong to.Re-Registering:Existing clubs or organizations must complete a re-registration form provided by the Division of Student Affairs. This form will be sent out to club presidents prior to the re-registration period via email. This can be done any time during the month of April. All information will be deleted for clubs who choose not to re-register after the month of April. All clubs that wish to re-register must also review the Clubs and Organizations policies and procedures each year and comply with all guidelines. Registration shall be valid from the date of approval to the end of the succeeding spring semester.Clubs Constitution SampleThe following outline and questions are designed to help you write a constitution for your organization. The constitution should contain statements concerning aspects of the organization and the way the club is maintained. Items that are subject to frequent revision should be included in your by-laws. In order to be officially registered with USUSA Clubs and Organizations, you must include this information in your constitution. You may want to delete certain sections and add others to your constitution. Constitution of (Club Name)Article I- Name, Purpose and General StatementsSection 1: What is exact title of organization?Section 2: Nonprofit status of organization (must operate as nonprofit)Section 3: How does one maintain Clubs & Organizations membership in good standing? (Clubs are subject to all policies and procedures as outlined by USUSA and the Utah State University Student Code). Section 4: What is (are) the purpose (s)?Article II- MembershipSection 1: Who is eligible for membership? Are there special requirements or restrictions? (University policy requires there be no arbitrary exclusion on basis of race, creed, color, sex, national origin, or disability).Section 2: Are there categories of membership? If so, what are they? (Policy requires two-thirds or voting membership must be registered students of Utah State University). Section 3: How does one become a member?Section 4: How does one maintain membership in good standing? Can a member be removed from the rolls of the organization, and for what cause, and by what process?Article III- OfficersSection 1: How many officers are there? What are requirements to be an officer? (Policy requires that only students matriculated with Utah State University may be officers. Upon request of the USUSA Executive Council this requirement may be waived for honorary and/or professional societies).Section 2: What are the duties and general responsibilities of the officers?Section 3: How are officers elected/appointed? When are they selected; take office? How long do they serve? Can they be removed from office? Under what circumstances and by what procedure? Article IV- CommitteesSection 1: What standing committees shall exist? What are the duties and responsibilities of these committees? Who serves on these committees? Section 2: Special committees?Article V- MeetingsSection 1: How many regular meetings are to be held? When? How are they called and who is responsible? Section 2: How many for a quorum? Section 3: How are decisions made? By simple majority?Section 4: Special meetings? For special purposes only? Who may call them?Article VI- Financial MattersSection 1: The club shall not provide monetary gain, incidentally or otherwise, to its directors or membership except as payment for services rendered in the form of wages, salaries, or incentives.Section 2: Should the organization dissolve leaving residual assets, how shall these be distributed? If not stated, who shall decide? Article VII- By-LawsSection 1: If there are to be provisions for by-laws, how are they to be established? Who prepares? How are they announced? Who can vote? Quorum needed? Majority vote? Article VIII- CommitteesSection 1: Who can propose? To whom are they submitted? Who reviews? How much notice must be given to members of upcoming vote? When do they take effect?Section 2: Quorum? Vote needed to pass?Date of Ratification:Signatures of Officers/Witnesses:Sample Mission Statement The mission of the USUSA Four Square Club is to offer all USU students the opportunity to learn, experience, and engage in the game of four square in a fun and safe environment.Planning an On-Campus EventsIf you are a Tier 1 or a Tier 2 club, you qualify to reserve space and host events on campus. Tier 3 clubs may hold meetings on campus in non-reservable space, such as open grass areas or eating areas. If you or your fellow club members are not familiar with planning an event on campus or need some direction on where to start, follow these directions and contact the Student Involvement and Leadership Center on for tips on hosting a successful event.?Start by using these six questions and answers?(The Six R’s):?REASON. Why are you planning this event? Do you have a good REASON??RESOURCES. How will you facilitate this event and what RESOURCES are available within your organization??RESERVE. Where will?it?best take place? RESERVE the best space/venue for your event; learn venue specific policy?RELEVANCE. When is it? You will have Better RELEVANCE if you don’t compete but collaborate with other orgs.?REALISTIC. Who is your audience? Know your scope and be REALISTIC to get maximum attendance and marketing.?RESULTS. What will measure your success? Have a clear view of what RESULTS determine success of your event.??If you can answer these questions you can start with the following:?Has it been approved through proper channels with COVID-19 restrictions? Fill out your form at and send it to megan.crosland@usu.edu to begin the approval process.Schedule a space for the event; it is your responsibility to know the policies of the location you have reserved. Event Services will be your primary contact for this in most cases. You can find their contact information at the beginning of this manual. ?Make sure to loop in Megan Crosland so she can help you get approved for the space and help with other logistics.?Budget your finances and resources specifically and carefully; be sure to include cost of food, marketing, rental, etc. Student Involvement does not pay for events unless club funding was approved?before?the planning process, so make sure price of space rental, food, etc. is all taken into account.?Will it be open to the public? How many people are you expecting? Will there be food? Are you charging admission? These are all important questions to get you started.?If you plan on serving food, you most likely will need to go through USU Catering if you are hosting in the TSC. They can be scheduled through Event Services also. If you are planning on serving food you make, you will still need to contact Event Services in addition to the Bear River Health Department. Not only will you need food handlers permits, but a temporary food permit as well. These get more expensive as you get closer to your event, so make sure you get that as soon as possible?Branding & MarketingAll clubs are required to use appropriate and approved club logos and SILC marks in any advertising. Clubs are not to use any association of the Utah State name or logos, such as “USU”, “Aggies”, “Utah State University”, the bull logo, U-State, etc. All prints, clothing, etc. must be done by a USU Licensed vendor only and must be approved through USUSA PR and Marketing prior to print. Any recognized Tier 1 or Tier 2 club may utilize the services and materials of USUSA PR and Marketing free of charge. Please allow adequate time for the designing and printing of your requested artwork. All projects need a minimum of 6 full weeks to be completed. You can find the form on the involvement.usu.edu website.*Clubs and organizations will not be allowed to submit a PR & Marketing request until they have been approved as a club by the USUSA club committee.Clubs & Organizations FundingIn order to receive funding from USUSA Clubs & Organizations, there are certain requirements that must be met beforehand. To start your funding process:Go to involvement.usu.edu, Click “Student Clubs” then “Request Club Funding”.Approval process can take anywhere from 2-4 weeks. Be sure to fill out the request at least 4-6 weeks BEFORE the money is needed. No reimbursements will be given for after-the-fact requests.You may be asked to show what your club or organization has done to try and raise money before requesting from USUSA and what you will be using the USUSA funds for. USUSA Club funding cannot for any reason be used for food, travel, prizes, or contracted speakers. USUSA Club funding should be used to help enhance your club or organization, and it is encouraged that you use funding on something that will benefit your club long-term rather than for one event or meeting. We will continue utilizing the P-card form of funding. Once you receive notice of your approved award, a representative from your club or organization will need to set up an appointment with Sophia May (435-797-2912) in TSC 326 to be P-card trained. Do NOT use the P-Card for Amazon purchases. These must be sent to Megan Crosland to purchase tax exempt. Checks cannot be written to a club or organization.After you have been trained, and are ready to use the P-card, you will have 24 hours to purchase the items you need up to the approved amount. You will only have one 24-hour period to use the P-card. Funding requests will be taken starting August 31st, 2020 and will end March 31st, 2021. Please take school holidays into consideration, as the club council is made up of students who will not be present to process your request during those times.Misuse or mishandling of club funds or the P-Card will result in immediate termination of your club, and funds will need to be repaid to the Student Involvement office.Bank Account & Credit Card UseWhere to bank?Clubs can bank anywhere they desire. USUSA does not provide accounts for clubs. After shopping around for a bank or credit union that will work with you and fit your clubs needs, ask the bank or credit union to help you know what kind of account to setup to ensure your financial success.Can we rent credit card machines from the university?No. If you have an event where you are charging money you will need to do cash, check, or purchase your own square reader. USUSA will not provide change for cash registers.What will we need to do?This depends on where you go to create your account. Speaking directly to the bank about what you will need is the best route to take. USUSA does not provide anything in order for you to start a bank account, including but not limited to EIN numbers, tax exempt status, or letters indicating club status. Here is an example of a process one club went through in 2017:Apply online for an EIN (for help, contact the Student Involvement office).Compile the following documents and information:Club constitutionClub information such as: Official name, EIN number, Officer's names and contact information, Advisor's name and contact information, number of current club members, etc.Meet with bank or credit unionIt will take about an hour2-3 Officers need to be there to act as signers/account ownersEach officer will need their driver’s license and SS#Bring all the documentation and information listed aboveYou'll need $100 to deposit in the account at the time of opening itAfter obtaining a bank account:The account signers will need to be updated each year as officers changeThe representative for the EIN# (whoever applied for it online) will also need to be changed each year through the IRS as officers change. You can do that by calling or writing the IRS.Club receipts and a log of all purchases should be kept to make taxes as easy to file as possible!The bank account is not non-profit and you will pay taxes on all purchases and for the accountIf you want to apply for funding and are accepted you can use the USUSA P-Card. which is tax-exemptAdditional Information:You may need to fill out a form called TC-161 for the State of Utah for taxes. You can find the form here: FundraisingWhat defines Student Organization fundraising?Any event where the student organization intends to raise additional funds through solicitation (funds and/or items), charging admission to a fundraising event, or selling products or services. This excludes collecting membership fees or dues. This includes fundraisers that may benefit the student organization, other charitable group or an individual. Can my Student Organization fundraise?Only student organizations that have been pre-approved by completing the Application to Raise Funds () at least ten business days prior to the day of the fundraiser will be allowed to fundraise.How will I know if the Fundraiser has been approved?Applicants can expect a response via email within five business days of submitting a completed application. If the fundraiser has been approved, the response will include instructions pertinent to your fundraiser.If the fundraiser is not approved, the student organization is not allowed to hold the fundraiser. Appeals to this decision must be directed to the Senior Director of Advancement Services and the Student Affairs Financial Officer.My Fundraiser has been approved, is there anything else I need to know?Fundraisers for USUSA Clubs, Fraternities or SororitiesMust clearly identify itself when raising funds and make it clear the fundraiser is not raising funds for USU nor give the impression the donation is tax-deductibleMust not use the university’s tax-exempt status in organizing or operating the fundraiserWhat are some fundraising options?Collecting donations at meetings and events. Charging admission to scheduled events such as speakers, conferences, films, tournaments, dinners and dances. Conducting sales at approved events or at Student Center outdoor tables. Soliciting donations via letter/email campaign. The solicitation must be clear that the donations are not for USU or give the impression they are tax- deductible. USUSA Fraternities and Sororities may solicit donations from family, friends and alumni under the following criteria:Your organization must possess an internal list of contacts. USU will not provide a list or database of alumni, friends or family. The list of contacts must be vetted through the USU Advancement Office to determine potential conflicts with other USU fundraising priorities.Raffles – The State of Utah defines raffles as a “lottery”. Therefore, raffles are considered gambling in the State of Utah and as such, organizations cannot hold raffles. Responsibilities of AdvisorsTier 1 and Tier 2 clubs are required to have an employee advisor. The club advisor should provide a cornerstone upon which the organization can build. The advisor’s organizational experience helps student leaders in building and running an effective club. Student leaders can use the club advisors as a sounding board for ideas, as a reference, as a friend, and as a member of the organization whose primary goal is to see that it is successful. The most critical part of the advisor’s job will be to provide continuity year after year to the club. This can be fostered by helping to ensure successful club officer transitions.An advisor must have knowledge about the University and its mission. It is important to be open to new ideas, listen to all sides of an issue, and be non-judgmental and flexible in problem-solving and decision making. It is important to remember that the advisor is there to guide, but not direct. The membership sets the agenda and the advisor’s role is to help them to achieve their goals. All events held on campus must follow campus policy as outlined by each building and Event Services. Advisors must sign an approval form saying they will be at the event, and that they are responsible for helping coordinate the event beforehand, anything that happens during the event, and cleanup afterwards. Becoming a club advisor can be very rewarding as you serve as a mentor for students. There are some mandatory responsibilities that come with this position. ................
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