Sara Thommesen
Senior Coordinator of Student Organizations
(715) 836-4020 ~ thommese@uwec.edu

Katy Rand
Senior Coordinator of Leadership & Greek Life
(715) 836-4803 ~ randka@uwec.edu

Stephanie Pyykola
AIL & Student Senate Office Manager
(715) 836-4646 ~ pyykolsk@uwec.edu

Joann Martin
Student Activities Coordinator - UAC Advisor
(715) 836-4805 ~ martinjo@uwec.edu

Stephanie Pyykola
AIL & Student Senate Office Manager
(715) 836-4646 ~ pyykolsk@uwec.edu

Student Organizations Commission Director
(715) 836-4646 ~ stusen52@uwec.edu

The Activities, Involvement, and Leadership office is located in Davies 222. The Senior Coordinator of Student Organizations, the Student Senate Program Manager, and the Student Organization Commission Director (of the Student Senate) work with student organizations to provide workshops, leadership development opportunities, and advice and guidance for organization members and advisors.

The Activities, Involvement & Leadership office is part of the Division of Student Affairs and administers arts and events programming as well as oversight of over 200 student organizations. Programs include the Artists Series, The Forum, the International Film Series and Summer Events, all funded through student segregated fees making events very affordable to students.

Staff advise Greek life, the University Activities Commission, Student Organizations Commission of the Student Senate, and the Student Organizations Code of Conduct Committee; coordinate and plan the Artists Series and Forum; and administer the programs and services of the Student Involvement Center.

The office coordinates student leadership initiatives and recognition programs, volunteer services, and special events and student involvement opportunities throughout the year. The staff also collaborate on many campus wide events.

RSO = Registered Student Organization
SOC = Student Organizations Commission
SOCCC = Student Organization Code of Conduct Committee
SUFAC = Student University Fee Allocation Committee - Student Segregated Fee Funding
BC+ =  Blugold Connect+

The Student Involvement Center in Davies Center 220 (second level) provides services and is home base to more than 200 campus organizations.

The center houses the Activities, Involvement, and Leadership Office, the Student Senate Office, the GSRC (Gender & Sexuality Resource Center), as well as student organization mailbox bins, reservable lockers, a computer station, printer/copier, student organization meeting rooms, and a makerspace for all registered student organizations to use!

The Student Organizations Commission serves as the governing link from Student Senate to student organizations on campus and meets regularly throughout the academic year.

This commission works with campus organizations during their founding as well as oversight of the Annual Student Organization Re-Registration Process, the Student Org Segregated Fee Funding Process, assistance with drafting organization constitutions, Blugold Connect+ navigation, workshops, and student organization outreach. The Student Organizations Commission Director can be contacted at stusen52@uwec.edu.

Relationship between Student Organizations and the University
Student organizations are registered, however, they are not officially sponsored units of the University. As a condition for continuation of the registration relationship, the student organization agrees to abide by University rules and regulations. In return, the student organization gains access to selected University facilities and resources.

Student organizations may only identify  themselves with the University by using the following format  in the organization name: "Club XYZ at the University of Wisconsin-Eau Claire"

Importance of Student Organizations
The University considers student organization activities and programs an integral part of the University's mission.  Student Organizations provide experiences which stimulate interest and understanding to current social, economic, political, cultural or religious problems. The programs contribute significantly to the students' total educational development and progress.

Financial Responsibility of Student Organizations
Any student organization that receives funding from the University is governed by the standards and regulations defined by the Segregated University Fees policies established by the Universities of Wisconsin. The University is not responsible for debts or other liabilities of student organizations. 

Responsibility of Organizations
Students are subject to local, state, and federal laws and ordinances. The University expects that all student organizations will prevent unlawful actions relating to their activities. Failure to do so could subject student organizations, the officers and members to disciplinary action. 

Students have the right, accorded to all persons by the Constitution, to freedom of speech, peaceable assembly, petition, and association. Students and student organizations may examine and discuss all questions of interest to them, and express opinions publicly as well as privately. 

Compliance with Charter, Constitutions and Other Operating Documents
Student organizations are expected to be following their charter, constitution, bylaws and the other operating documents at all times. The operating documents form a component of the recognition agreement between the University and the student organization. Failure to comply with the agreed upon operating documents may result in penalties which may include an official warning, revocation and/or limitations of privelege and/or revoking the student organization campus recognition and/or charter.

The Student Organization and Advisor Handbook will be reviewed and revised as necessary each academic year. This will be spearheaded by the Activities, Involvement, and Leadership office and collaborated on with the Student Organizations Commission Director of the Student Senate.

All officially registered UW-Eau Claire student organizations are required to have and maintain a primary advisor who is a current member of the University of Wisconsin-Eau Claire faculty or staff. Retired faculty members, Graduate Assistants, as well as off-campus representatives do not qualify, however may serve as co-advisors.

Though the University outlines minimum roles and responsibilities for student organization - advisor relationships, student organizations should also discuss any additional expectations with their respective advisor(s). Here are some suggestions:

DO:

1. Get to know your advisor
2. Develop expectations of one another (the students and the advisor).
3. Understand that your advisor is a volunteer and has several additional responsibilities outside of advising your organization.
4. Invite your advisor to attend meets and events.
5. Maintain consistent communication with your advisor.
6. Ask you advisor for advice and guidance on difficult matters.
7. Use your advisor as a resource.
8. Trust that your advisor is working in the best interest of your organization.
9. Consult the Student Involvement Center staff if your  have questions or concerns.

DON'T:

1. Expect or allow the advisor to do the work for the organization. 
2. Allow the advisor to control or dictate the actions of the organization.
3. Allow the advisor to use the organization to achieve their own agenda.
4. Expect your advisor to be at everything. They have additional responsibilities outside of advising your organization.
5. Assume the organization can handle everything on its own and doesn't really need an advisor.
6. Ask your advisor to help your organization "bend" or "get around" rules and policies.

Before You Begin:

Please note that several factors will be considered during the review process, including, but not limited to: the number of similar existing organizations, the interest and sustainability of the organization, and the use of campus resources.

New Student Organization requests are accepted between September 1st - March 31st.

Questions and requirements to consider before applying:

1. Does your organization overlap with any existing registered organizations and what makes it different from similar organizations?
2. Does your organization meet current UWEC/UW-System constitution guidelines for recognition?
3. Is your organization sustainable? Do you have members and interest to keep the organization going from year to year?
4. Do you have a minimum of 4 currently enrolled UWEC student members/officers to start the student organization? (this is required)
5. Do you have a current UWEC faculty/staff member who is willing to serve as the advisor to the student organization? (this is required)
6. Do you have a student to serve as the organizations' President and another student to serve as the Treasurer? (this is required)
7. Why does UWEC need this organization you are proposing?
8. What resources will your organization require, and can the UWEC Student Senate/University support your needs?

NOTE: Certain types of organizations may require further vetting and approvals from other departments or administrators as well as additional recognition processes. This includes but is not limited to Club Sports and/or chapters of nationally affiliated organizations.

Application Steps:

1. Sign into Blugold Connect+ - UWEC's online student engagement platform/app using your UWEC credentials - REQUESTS MUST BE MADE BY A CURRENT UWEC STUDENT (UWEC faculty/staff advisors or non-student requests will not be accepted and therefore denied.)
2. Click on the Groups tab to review all currently registered UWEC student organizations to ensure that there isn't a student organization that already exists with the same or similar purpose. The Student Organizations Commission has the authority to deny your request if a similar student organization is already established at UWEC.
3. If it is determined that another student organization does not exist with the same or similar purpose, you will need to prepare the following items prior to submitting your New Student Organization request.
   1. Review the UWEC/UW-System Constitution Guidelines and determine how your organization will answer and adhere to these requirements.
   2. Secure a current UWEC Faculty/Staff member who has agreed to serve as the organization's advisor.
   3. Prepare a "First-Year Plan" (click on link for template)
4. Once you've reviewed/completed the above steps, you will need to complete and submit the "Group Registration Request" form in Blugold Connect+ (only visible from Sept. 1 - Mar. 31st.)
5. Complete all required registration fields.
6. Click Submit.

Upon receiving your completed request:

• The organization will be placed on Provisional Status for up to six weeks while your advisor, the Student Organizations Commission of the Student Senate, and the Activities, Involvement, & Leadership office review your request in its entirety to ensure all requirements have been met. (You will be notified should there be any necessary revisions.)
• The student who submitted the request will also be asked to present at an upcoming Student Organizations Commission meeting to share more about the proposed student organization and present a "first-year-plan." (Up to two students may present.)

During the Provisional Status timeframe, the student organization will be permitted to do the following:

• Reserve meeting rooms - facilities may be used only for the purpose of forming the organization.
• Set up tables in the Davies Center for recruitment purposes only.
• Utilize bulletin board space (to display posters) and digital advertising to conduct membership drives. Upon request, utilize an assigned locker, meeting rooms, & and Student Organization Makerspace located within the Student Involvement Center (220 Davies Center.)

Provisional student organizations are not permitted to:

• Host financial solicitation events/initiatives
• Host speaker presentations
• Host social events
• Participate in Blu's Organizations Bash events (this event is reserved for officially registered RSO's only)

Any organization found violating its provisional status will have their organization immediately revoked. The organization may start the New Student Organization Registration request process over again if it falls between September 1st and March 31st. The decision to revoke status will be made by the Student Organizations Commission of the Student Senate or the Activities, Involvement, and Leadership office. The decision of the Student Organization Commission may be appealed to the Student Senate.

IF YOUR NEW ORGANIZATION REGISTRATION REQUIREMENTS ARE NOT MET: The group shall be granted an additional time period in which to revise the registration/constitution information and resubmit it for a second review.

IF ALL NEW GROUP REGISTRATION REQUIREMENTS HAVE BEEN MET: The Student Organizations Commission will make a recommendation to the Activities, Involvement, and Leadership office who will conduct a final review and make the final determination. Upon approval by the Activities, Involvement, and Leadership office, the group shall be acknowledged as an officially "registered UWEC student organization" (RSO.)

All currently registered student organizations must complete the ANNUAL RE-REGISTRATION REQUIREMENTS (outlined below) between September 1st and October 15th (by 11:59pm) each fall semester to remain in good standing:

1. Ensure you have a current UWEC faculty/staff advisor in place and schedule a meeting to discuss the upcoming year (expectations of each other, financials, goals/plans/events etc.) New this year: You must obtain your advisor's written acknowledgement of their agreement to serve as your advisor for the upcoming year (email acknowledgments will suffice and must be saved to upload within your org re-registration request.)
2. Update your Blugold Connect+ Group Page: Submitting your re-registration information does not automatically update your group officer information or any other information shown on your public BC+ group page. Click here for instructions on how to make these important updates.
3. All student organization Presidents and Treasurers are required to attend the Student Organization Leaders "Nuts & Bolts" Training each fall semester. (Additional officers are encouraged to attend this training as well.)
4. Submit your organizations' "Group Re-Registration" form via Blugold Connect+. (This includes completing the required annual Constitution form that is already built into the re-registration form.)
   • Choose your "Group" from the group list
   • Click on the blue "+ Group Re-registration" button to complete your information (be sure to hit "Submit.") (Note: the blue "+ Group Re-registration" button will not appear until Sept. 1st.)
   • Notify your advisor that they must review and approve/deny your submission before it can move forward in the approval process. (Advisors will receive an email from mail@campusgroups.uwec.edu upon your submission.)

IMPORTANT NOTES:

Student organizations must also update their organizations' Blugold Connect+ portal information any time there's a change in the constitution, officers, members, or advisors throughout the year.

Student organizations that fail to re-register their organization by the October 15th deadline will be automatically deactivated.

Deactivated student organizations lose all rights and privileges of a "registered student organization" including, but not limited to:

• The right to reserve rooms
• Apply for funding
• Participate in the bi-annual Blu's Organizations Bash events
• Participate in student organization professional development workshops
• Set up tables in the Davies Center and/or on the Campus Mall
• Use bulletin board or digital monitor space to display/promote information
• Use mailbox units, lockers, or supplies in the Student Involvement Center and Student Org Makerspace
• Use of the online student organization/engagement management system - Blugold Connect+

Deactivated organizations can reapply for active status by filling out a Group Re-Reactivation Request Form via Blugold Connect+ after ONE FULL SEMESTER has lapsed (the next fall semester.)

Student organizations are required to review their constitutions annually in order to update any necessary information. Student organizations will complete their constitution form via their Blugold Connect+ portal as part of the Annual Group Re-registration submission process. All initial submissions, corrections/revisions must be approved by the organizations' advisor, the Student Organizations Commission, and the Activities, Involvement, & Leadership office to become valid.

Purpose of a Constitution: An organization’s constitution is a written document that incorporates the organization’s basic principles and rules and defines the way it will be governed. If you have any questions regarding the importance of any of the following points, if you need help in formulating your constitution, or to obtain a sample constitution, please contact one of the following:

• Student Organizations Commission
• Student Senate Office
• Activities, Involvement, & Leadership Office

Student Organization Reactivation Guidelines

Requests to reactivate a previously registered UWEC student organization are accepted September 1 – March 31 each year. To qualify, the organization must meet the following criteria:

• It was officially registered with UWEC in the past, and
• It has been inactive for two years or less, and
• A similar student organization has not been officially registered within the past two years

If the organization has been inactive for more than two years, you’ll need to start over by submitting a New Group Registration Request (available on Blugold Connect+ between Sept. 1 – March 31).

When you can apply:

• September 1 – March 31 each year
• Organizations deactivated for non-compliance with the Annual Re-Registration process may reapply the following fall (after one inactive semester)
• Requests are not accepted during the summer
• Important: Only current UWEC students may submit requests (faculty/staff submissions will be automatically denied).

Steps to Reactivate Your Student Organization

1. Secure an eligible advisor
   • Your primary advisor must be a current UW-Eau Claire faculty or staff member (retired faculty/staff are not eligible).
   • Obtain written acknowledgment from your advisor confirming their agreement to serve for the upcoming year (email acknowledgment is acceptable and must be uploaded with your Reactivation Request).
2. Meet the minimum membership requirement
   • You must have at least 4 currently enrolled UWEC student officers and/or members.
3. Understand provisional status
   • Once submitted, your organization will be considered “provisional” for up to six weeks (or until a final determination is made).
   • During this period, you must follow all Provisional Status guidelines.
4. Complete the review and approval process
   • Your advisor must first review and approve your request.
   • The Student Organizations Commission (SOC) will then review and either approve or request revisions.
   • If approved by the SOC, the Activities, Involvement, and Leadership office will conduct a final review and request revisions and/or issue the final decision.

Student Organization Reactivation Guidelines

Requests to reactivate a previously registered UWEC student organization are accepted September 1 – March 31 each year. To qualify, the organization must meet the following criteria:

• It was officially registered with UWEC in the past, and
• It has been inactive for two years or less, and
• A similar student organization has not been officially registered within the past two years

If the organization has been inactive for more than two years, you’ll need to start over by submitting a New Group Registration Request (available on Blugold Connect+ between Sept. 1 – March 31).

When you can apply:

• September 1 – March 31 each year
• Organizations deactivated for non-compliance with the Annual Re-Registration process may reapply the following fall (after one inactive semester)
• Requests are not accepted during the summer
• Important: Only current UWEC students may submit requests (faculty/staff submissions will be automatically denied).

Steps to Reactivate Your Student Organization

1. Secure an eligible advisor
   • Your primary advisor must be a current UW-Eau Claire faculty or staff member (retired faculty/staff are not eligible).
   • Obtain written acknowledgment from your advisor confirming their agreement to serve for the upcoming year (email acknowledgment is acceptable and must be uploaded with your Reactivation Request).
2. Meet the minimum membership requirement
   • You must have at least 4 currently enrolled UWEC student officers and/or members.
3. Understand provisional status
   • Once submitted, your organization will be considered “provisional” for up to six weeks (or until a final determination is made).
   • During this period, you must follow all Provisional Status guidelines.
4. Complete the review and approval process
   • Your advisor must first review and approve your request.
   • The Student Organizations Commission (SOC) will then review and either approve or request revisions.
   • If approved by the SOC, the Activities, Involvement, and Leadership office will conduct a final review and request revisions and/or issue the final decision.

CONSTITUTION RECOMMENDATIONS: Groups or organizations needing to establish their constitution form responses should refer to the Requirements/Guidelines for Constitutions prior to completing the Group Registration, Group Re-Registration, Student Organization Name Change, or Student Organization Reactivation forms.

Click Here to see an Example Constitution.

The Student Organizations Commission of Student Senate reserves the right to review and assess both student organizations and their constitutions. In addition, should an organization’s national affiliate not reasonably comply with the requirements for UW-Eau Claire/Universities of Wisconsin constitutions, the Student Organizations Commission of the Student Senate reserves the right to revoke a UWEC student organization's recognition status.

If at any time a currently registered UWEC student organization voluntarily disbands or becomes inactive, it is to notify the Senior Coordinator of Student Organizations and the Student Organizations Commission Director in writing.

Click Here to see an Example Constitution. Please contact the Student Senate office with any questions you may have or for more information.

Blugold Connect+ allows student organization to upload media and create events that will help them gain members and promote their organization. Students can search for any student organization and send a join request to get involved.

Blugold Connect+ Assistance/Training
When logged into the BC+ system, you'll find a multitude of online help tutorials accessible via the Blugold Connect+ Help & Support. Should you have any specific questions, you can also contact the Student Involvement Center at 715-933-4833 or e-mail activities@uwec.edu.

How Student Organizations Benefit from Blugold Connect+
All members of an organization can view & create events (that automatically populate to the Blugold Connect+ app), track attendance at their own org events (via QR code), store files, create forms, message and chat with all members in one place, upload photos/videos, register for various Student Organization related events, conduct officer elections, customize your join options, create an official UWEC co-curricular transcript, and more! Advisors and org leaders will have more control over the information within the organizations' portal as officers. Files and forms remain on the system so new officers will instantly have access to the documents (ie: constitutions) they need (no more binders!)

How Individual Students Benefit from Blugold Connect+
The Blugold Connect+ system and app makes it easier for students to find organization to get involved in as they can browse through all organizations and send join requests if they are interested. Student involvement can be tracked within your individual Blugold Connect+ portal. 

Students can also check out all events happening around campus and within the Eau Claire community at any given time. There's always something to do!

The Blugold Connect+ app is an "all-in-one" campus-wide app hub - no more searching for multiple UWEC apps - they're all in one location right at your fingertips!

Student Organization Officers/Portal Administrators Responsibilities
1. Complete the student organization re-registration process every fall (maintaining profile information including constitution form)
2. Maintain and update organization membership and officer information
3. Provide and train new officers/advisors (officer transition checklist)
4. Ensure your student organization portal is complete and looks appealing
5. Create and promote org events/meetings etc.
6. Save important org documents, files, photos, videos and more!

The possession or consumption of alcoholic beverages on campus outside the residence halls is governed by established policies administered through the Davies Center. Such possession or consumption is not permitted on campus, other than at catered events in authorized areas. The primary authorized area is Davies Center. In exceptional circumstances, the Chancellor may grant special authorization for events elsewhere on campus grounds.

Alcoholic beverages may be catered by Blugold Dining to any authorized area on campus under the following conditions:

1. Alcoholic beverages will be served only to those of legal drinking age.
2. Serving arrangements will be determined by Blugold Dining, the sponsor, and the Director of Davies Center or designated representative.
3. Alcoholic beverages may be sold and consumed only within the authorized area and may not be carried out of that area. 
4. Individuals and/or the sponsoring group will be expected to maintain responsible standards concerning their use of alcoholic beverages. Immoderate use leading to offensive behavior or disorderly conduct will result in the discontinuance of service to that individual and/or sponsoring group. Further disciplinary action may be taken, if necessary.
5. Possession of alcoholic beverages shall include both actual possession, as well as constructive possession, which shall be defined as knowingly being the immediate presence of someone who is in actual possession of alcoholic beverages.
6. Inappropriate conduct resulting from the use of alcoholic beverages in a serious offense and may constitute grounds for University disciplinary action as well as civil action.
7. Implementation of these guidelines will be the responsibility of the Director of Davies Center

State and local statutes govern the consumption of alcoholic beverages at university functions that are held off campus.

For Catering Regulations - click HERE.

Eau Claire City Ordinances

9.52.030 Consumption or the possession of open containers on streets
9.52.040 Consumption of alcohol beverages or possession of open containers in city buildings, public parking lots, public parking ramps, and private parking areas.

The consumption of fermented malt beverages or intoxicating liquor as defined by the statutes of the state of Wisconsin, which are herein incorporated by reference, on the streets, sidewalks, alleys or boulevards of the city, is prohibited except at such times and such places as may be specifically exempted temporarily from the provisions hereof from time to time by the City Council in connection with public celebrations.

The availability of alcohol at any activity sponsored by University-recognized student organization(s) must comply with the rules and regulations of the the UW-Eau Claire and with the laws of the State of Wisconsin. Should a recognized student organization choose to make alcohol available at any event or activity, the following will also apply:

1. The possession, sale, use or consumption of alcoholic beverages during a recognized student organization event, in any situation sponsored or endorsed by the organization, or at any event an observer would associate with the organization, must be following any and all applicable rules or laws of the University, city, county, state, and federal government.

2. Recognized student organizations hosting events at which alcohol is present must have a licensed third-part vendor.

3. Recognized student organizations may not use funds collected from member dues, fees, or collaborative fundraising efforts to purchase alcohol, nor may the purchase of alcoholic beverages for members or guest be undertaken or coordinated by any member in the name of or on behalf of the recognized student organization. In addition, these same funds may not be used to purchase promotional materials (i.e., bar crawl t-shirts, etc.) for unofficial events that can only be attended by those of legal drinking age. 

4. Open parties, meaning those with unrestricted access by non-members of the recognized student organization, without specific invitation, at which alcohol is present is prohibited.

5. No members of a recognized student organization, collectively or individually, shall purchase for , serve to, or sell alcoholic beverages to any minor (i.e., those under the established legal drinking age).

6. Recognized student organization hosting events on campus at which alcohol is available must follow the campus alcohol policy (see "Campus Alcohol Policy" above).

7. Recognized student organizations must hold all organization events at locations that allow entry to persons of any age.

No food or beverages in excess of $250 may be provided by campus organizations or off-campus vendors unless authorization is granted through the Event Services office at least 24 hours in advance.

The University of Wisconsin-Eau Claire’s dining service contractor has exclusive rights to provide all types of food services on campus. No food or beverages may be provided by campus organizations or off-campus vendors unless authorization is granted through the Event Services office and Blugold Dining at least 14 working days in advance. Unauthorized food service may result in the revocation of reservation privileges. The Blugold Dining Waiver Request is used to request an exemption from the University of Wisconsin- Eau Claire contract with its dining services provider. Unauthorized food service may result in the revocation of campus reservation privileges. Full details are provided in the Food On Campus policy.

Please visit the online Event Services Tabling Reservations information by clicking HERE.

Student organizations are permitted to fundraise for their organization both on and off campus so long as fundraising events follow all university, city, county, state, and federal rules and laws.

Student organizations fundraising on campus may be subject to facility and/or equipment rental fees depending on the nature of the fundraiser and the space required. All events that generate revenue will be charged such fees, with the exception of bake sales.

If an organization is sponsoring an outside vendor to sell products or services, vendors shall not be allowed to sell items in competition with any Davies Center contracted vendors, including Blugold Dining, the University Bookstore, and US Bank. In addition, sales of tobacco, alcohol, or items that can be found in Davies Center vending machines are not allowed.

Organizations wishing to sell food or beverage should refer to the Food on Campus Policy and Hosting a Bake Sale.

Organizations may not use the University’s tax exemption status for any fundraising efforts. Organizations needing a tax identification number for fundraising purposes may apply through the Internal Revenue Service. Directions are available by clicking here and the application is available by clicking here.

Considering the proximity of academic and administrative buildings, the following policy shall apply to the Central Campus Mall during the academic year.

1. All reservations must be made through the Event Services office, 240 Davies, and must comply with existing scheduling policies. Reservations will only be accepted from University departments, student groups or organizations. The usage of the Campus Mall will depend on weather and ground conditions, and that determination shall be made by the Event Services office.

2. Equipment reservations must be made through the Event Services Coordinator. Davies Center staff will set-up and remove all requested equipment. In special cases, the request for chairs and the Davies Center tent will be reviewed and granted on an individual basis.

3. Electrical outlets will be activated for programs scheduled with the Event Services office. No charges are assessed for this service.

4. Only contracted groups that can perform or conduct business in the Marketplace Lounge of Davies Center will be moved indoors due to inclement weather. Promotional displays must be rescheduled by the sponsoring department or organization.

5. Amplified events shall primarily be scheduled for no more than 60 minutes between 11 a.m. and 1 p.m.

6. Sales of food and beverages by organizations are allowed, however raw products must be purchased through Blugold Dining.

7. Entertainment or promotional displays shall not deface the grounds.

Click here for a complete listing of all Promotional Materials policies.

Click here for a complete listing of all Solicitation policies.

Click here for a complete listing of policies on Solicitation in Residence Halls.

Those wishing to exhibit a film in a space reserved through Event Services must produce documentation that a public performance license has been obtained.

OBTAIN A PUBLIC PERFORMANCE LICENSE FOR THE FILM TO BE EXHIBITED

There are several companies that hold film rights and can issue a public performance license. The Event Services department has contacts for these companies and will assist in obtaining a public performance license for a film presentation. Student organizations should contact the Event Services office for assistance. The license must be in the possession of the organization, office or department prior to the exhibition date.

A fee will most likely be associated with any and all public performance film licensing.

Willful infringement is a federal crime that carries a maximum sentence of up to five years in jail and/or a $250,000 fine. Even inadvertent infringement is subject to substantial civil damages. Not only is the event sponsor responsible — the venue itself is also held responsible. Colleges and universities are the most frequent violators and are closely monitored.

Public Performance Law, Motion Picture Association of America

THE CRITERIA FOR AN EDUCATIONAL EXEMPTION

To be eligible for an educational exemption, there are six points to be met — and every screening must meet all six points.

1. A legal, legitimate (original) copy of the film must be shown.

2. The screening must be part of the systematic course of instruction, related to that course’s current curriculum, and not for the cultural, entertainment or recreational value of anyone present.

3. The film must be presented by the course instructor. The instructor must be present.

4. The screening must take place in a place devoted to instruction — a classroom setting.

5. The screening must be part of the teaching activities of a nonprofit educational institution.

6. Attendance must be limited to instructors, pupils and guest lecturers only. The educational exemption applies exclusively to academic buildings and classrooms. None of the rooms and spaces overseen by University Centers are considered to be “a place devoted to instruction,” and a public performance license is required for film screenings.

Student groups often wish to purchase organization merchandise (t-shirts, coffee mugs, tote bags, etc.) for members of their group or to raise funds for their group. The University of Wisconsin – Eau Claire has procedures in place to help maintain the integrity of the institution and assist students with their orders.

All logos, seals, wordmarks, names, symbols and slogans associated with UW-Eau Claire are trademarks and are the exclusive property of UW-Eau Claire. Reproduction of these marks for resale or other commercial purposes must have university authorization. If your organization is involved in any activities deemed commercial, the vendor from which you purchase merchandise must be licensed.

The Licensing Manager is responsible for protecting the use of UW-Eau Claire trademarks and for licensing commercial use of these marks. All artworks must be approved by the licensing office before production can begin. The licensing office must grant approval to all outside vendors using the trademarks of the university, even if they are producing it for a university-affiliated group. If your project falls in the exempt category, you must obtain a waiver for your organization and the vendor.

The University Integrated Marketing & Communications provides the requirements and guidelines for using the University wordmark, the University seal, and other University logos. In addition, information regarding colors, typography, affirmative action statements, and web guidelines are also available here.

The following steps should be used for all merchandise orders:

1. The student organization should select what product they will be purchasing and develop the artwork.

2. The artwork should be reviewed by the student organization advisor. If the artwork does not represent the University or the organization appropriately, this is a great time to have a discussion with the students about the messages they are sending to others about themselves, the organization, and the University.

3. For artwork that includes the University name, a University wordmark, or a University logo:

• Once the artwork has been agreed upon by the organization and the advisor, a student representative must schedule an appointment with the University Licensing Manager (Director of Athletics) at least 48 hours prior to the time when the artwork needs to go to print. The student representative should bring a copy of the artwork for approval and information about how the organization plans to use the merchandise (individual group use or for fundraising). If the artwork is approved, the University Licensing Manager will assist the student in filling out the appropriate paperwork for the vendor.

• Please note: Any merchandise that has the University name will be used for fundraising purposes must be produced from a licensed vendor. A list of licensed vendors is available from the University Licensing Manager. Please visit: https://kb.uwec.edu/articles/policies-licensing-athletics.

• Groups selling merchandise for fundraising purposes will be charged a 7% royalty fee.

Student organizations that produce merchandise without following the process for approval risk having all merchandise confiscated without reimbursement for costs associated with production.

For purposes of this policy, mass e-mail is defined as a single message being sent to more than 1,000 recipients.

Integrated Marketing and Communications will disseminate emergency campus wide e-mails and electronic publications. Emergency campus wide e-mails are typically those informing the campus community of timely news before it is released to the media, or announcements of immediate importance to the campus community that cannot be disseminated in a timely manner by any other means.

Departments, offices, units, and student organizations are authorized to submit announcements, events, and volunteer opportunities to the Activities, Involvement, and Leadership office for publication in the weekly UW-Eau Claire Blugold Briefing student newsletter. The newsletter is distributed weekly to all active UW-Eau Claire e-mail addresses during the academic year.

Student organizations should also create and promote all student org related events within their Blugold Connect+ portal – events are automatically posted on the Blugold Connect+ app. Student organizations (as well as all students) can also post to the Blugold Connect+ Community Feed.

Student groups may decorate rooms in Davies Center for special events. For any such decorating, the following applies:

1. Organizations may decorate their reserved rooms in Davies Center. All organizations must clear all decorating plans with Event Services prior to decorating.

• Organizations may not use nails, glitter, push pins, tacks, or staples.
• Organizations must use only painter’s tape for hanging.
• Decorations my only be put up on the day of the event and must be removed by the time the event reservation concludes.
• No decorations can be attached or hung from the chandeliers or light fixtures.
• Organizations may temporarily tape paper over the door windows for initiations or private ceremonies, however doors may not be locked or blocked (this is a safety issue.)
• Windows cannot be painted.

2. The use of candles, confetti, or glitter is strictly prohibited.

3. If decorations are not cleaned up, or garbage is left, the organization will be charged for labor to clean it up. The clean-up charge will always be the current labor cost for the year. Charges will be for a minimum of one hour. If the walls, carpet, or floor finish is significantly damaged, the organization will be responsible for the cost of the replacement.

Student organizations may travel if the trip is related to the mission/purpose of the organization and the constitution on file within the organizations’ Blugold Connect+ portal.

ALL student organization travel outside of Eau Claire County must be approved by the organizations’ advisor via the Student Organization Travel Request Form a minimum of 2-weeks prior to travel (the information on the travel form will be shared with the Student Senate office, and the Student Organizations Commission Director of the Student Senate.) (Club Sports organizations are exempt from this requirement.)

IMPORTANT NOTE: Depending on current CDC guidelines for our area of the country, or area(s) that your organization is traveling to - any travel brings a risk of last-minute cancellation. Student organizations must take this risk into consideration. To protect your own personal budgets as well as your student organizations’ budget - please ensure your organization is fully aware of ALL cancellation/refund policies pertaining to your travel arrangements (ie: Conference/Tournament registration fees, hotel reservations/deposits, airfare, vehicle rentals, etc.) Pandemic travel insurance is highly recommended.

Travel must be planned so as not to create an undue interference with academic responsibilities. Student organization travel does not constitute an “excused absence” from class; each traveler is responsible for notifying their faculty members and arranging to make up any work that is missed. This policy is in effect year-round, including breaks and summers. It is encouraged that you consider early registration or fund saving opportunities in the planning of your organization’s travel (i.e. early-bird registration.)

Even when off-campus, students are representatives of the University and must comply with the Blugold Code of Conduct and the Student Organizations Code of Conduct policies.

Overview: STUDENT ORGANIZATIONS ARE ALLOWED A MAXIMUM OF 2 MEETINGS/EVENTS PER WEEK CAMPUS WIDE

How to make a reservation: There are a few options available for student organizations to request room/space reservations in Davies Student Center, Campus Mall/Amphitheatre, Schofield Auditorium, Hilltop Table Tents, or Davies Center Table Tents:

• Reserve Online: www.mymazevo.com (login with UWEC credentials)
• Email mailto:unictr05@uwec.edu or mailto:storesmt@uwec.edu
• Call 715-836-3928 or 715-836-5631
• Stop into the Event Services Office, Davies 240Q between 8am-4pm Weekdays (not open on weekends or holidays)

To make a reservation in an academic space (Centennial, Hibbard, Schneider, etc.) please click HERE and follow the directions.

Room reservations in Davies Center for student organizations and academic departments may be made with Event Services, 240 Davies, in the spring for the following academic year. It is recommended that requests be submitted with as much advanced notice as possible, whether it is for a weekly meeting or an occasional meeting. The latest notice to make a reservation for a meeting room is 24 hours prior and 14 days for large event spaces. Tentative reservations are accepted with a predetermined deadline for confirmation.

The Event Services office reserves the right to relocate a group to a room that is more appropriate for the group's size or type of program. Reservations are confirmed when all the requested information has been verified by a member of the organizations’ Executive Board AND that member has received a reservation confirmation document from the respective Event Coordinator. If there are any changes that need to be made, the Event Services office must be contacted prior to the event taking place. Please ensure your event has been confirmed prior to promoting/advertising your event.

Audio-Visual equipment requests should be requested with the original reservation. If you do not know what you will need at the time you make the room reservation, you will need to let Event Services know at least 24 hours in advance for meeting rooms, and 14 days in advance for larger event spaces to ensure availability. Requests made without prior notification are considered late and services or equipment cannot be guaranteed. Availability of University Centers’ services or equipment cannot be guaranteed. Event Services will make every attempt to accommodate your needs.

A. Student Organization Reservation, Cancellation, and No-Show Policies

• Reservations sponsored by any recognized student organization can only be made by an active serving member of the executive board (listed on Blugold Connect+) of the sponsoring student organization. This includes all reservations made in the Davies Center, Schofield Auditorium, and all outdoor spaces.
• All communication in the planning and implementation of student organization sponsored events must be conducted by a member of the sponsoring student organization’s executive board.
• It is the responsibility of the primary contact person listed on the reservation to ensure accuracy of all dates, times, and locations listed on the confirmation. The organization will only be allowed access to a room or space not listed on the reservation with the permission of a member of Event Services.
• Date and time changes or cancellations for a meeting room in the Davies Center must be made within 2 hours prior to scheduled event. Event Services cannot guarantee availability with any desired request change however will work to find a viable solution.
• Date and time changes or cancellations for the Ojibwe Ballroom, Dakota Ballroom, Woodland Theatre, Schofield Auditorium, or an outdoor space must be made within 48 hours of the scheduled event. Event Services cannot guarantee availability with any desired request change however will work to find a viable solution.
• Equipment or layout changes made to a reservation in the Ojibwe Ballroom, Dakota Ballroom, Schofield Auditorium, or outdoor space must be submitted no later than 10 business days prior to the starting date of the scheduled event. Event Services is not responsible for changes requested less than 5 business days of the scheduled event. This may include, but is not limited to staging arrangements, additional A/V needs, diagram layouts, or table and seating counts.
• Student organizations are allowed up to 2 no-shows per academic calendar year, a 3rd no-show will result in forfeiture of any scheduled events as well as revocation of the privilege of reserving space within the Davies Center, Schofield Auditorium, and all outdoor spaces for the remainder of the academic year.
• A no-show for the Dakota Ballroom, Ojibwe Ballroom or outdoor space will count as 2 no-shows against the student organization for the entire academic year.

B. Student Involvement Center Dedicated Student Org Meeting Rooms

• There are 2 small meeting rooms (Cedar & Pine Rooms) that can accommodate 8-10 people located within the Student Organizations & Leadership Center (Davies 220) that only RSO’s can reserve via the front desk or by e-mailing activities@uwec.edu.
• RSO’s can reserve any one of the two meeting rooms ahead of time at a rate of ONE MEETING PER DAY for up to TWO HOURS at a time. Please check with the front desk staff if you need additional meeting times for the same day to see if there is availability.
• All RSO reservations must be made by a current member/officer of the student organization.

The digital signage system in Davies Center displays event promotion created by recognized UW-Eau Claire student organizations, academic departments and administrative offices.

• For Davies Center & Campus-wide Indoor Displays: click here for display creation and submissions information.
• For Outdoor Davies Center Displays: Click here for policy and guidelines information.

Student organizations are free to develop their own websites within their group portals in the Blugold Connect+ system/app.

Student organizations may use the Service Center or the main post office downtown to use University’s First-Class mail service (postage not provided.)

Events sponsored by a student organization in cooperation with a department or outside organization must first be approved by a staff member of Event Services during the reservation period. Cosponsored events will be subject to charges. Please contact the Event Services Department.

Raffles are permissible provided the organization files for and receives a raffle license from the State of Wisconsin. There is a $25 filing fee, and the application must be filed 4 to 6 weeks ahead of time.

No food or beverages may be sold by campus organizations, academic departments, administrative offices or off-campus vendors in the areas of Hilltop Center, Crest Wellness Center, Schofield Auditorium, Central Campus Mall, and the outdoor amphitheaters by anyone other than Blugold Dining, the vending contractor or the University Bookstore. *All bake sale items must be homemade and individually wrapped*

Sale of food in Davies Center is restricted to bake sales, which must follow these guidelines:

1. Three dates are available per organization per semester.
2. Food items featured must be homemade and individually wrapped/packaged. The sale of commercially produced food items is not permitted.
3. The reserved fundraising table must display the name of the organization and be always staffed by the reserving group. Groups are responsible for maintaining the area.
4. Bake sales by recognized campus organizations may be permitted in other campus locations at the discretion of the building supervisor or administrator.

For Universities of Wisconsin Guidance on Political Campaign Activities click here and review the “FAQ’s for UW Students and Recognized Student Organizations” and/or the “FAQ’s for Political Activity on Campus” information.

Occasionally, organizations may take trips that require members to miss class. Organization members may request an excused absence memo/letter from their organization advisor to present to their professor(s.) Excused absence memos are at the sole discretion of the organizations’ advisor and the professor(s.) Students should contact and present their advisors’ excused absence memo/letter to each of their class professors at least two weeks prior to the absence. Please see example absence request templates below.

Student Organization Member to Advisor Excused Absence Memo/letter Request Advisor to Professor(s) Excused Absence Request

Option 1: On-Campus Student Organization Accounts (highly recommended)

It is strongly recommended that student organizations establish an “On-Campus Account” that is overseen by the University Accounting & Blugold Central offices upon forming. These accounts will ensure less risk for your student organizations’ funds, enhanced accountability, and assistance/oversight by the University. Student organization financial management is the responsibility of the organization.

It is recommended that you have a minimum of TWO officers authorized to make deposits and withdrawals from your account. It is also helpful to have written procedures on how the account will be managed including processes to manage conflict of interest and transitioning control of the account to new officers.

Student organizations can apply for an “On-Campus Account” via the Blugold Connect+ system. Please be sure to read the application instructions carefully before you begin. Your advisor must first approve your request to open the account.

*Student organizations are required to have an “On-Campus Account” to apply for Segregated Fee funding awards.

Option 2: Student Organization Bank Accounts (not recommended)

The University does not endorse any specific bank and does not oversee or assist with student organization bank accounts or banking services. It is important to establish financial controls to limit the risk of mismanagement of funds and online theft of the account.

Banks require a tax identification number in order for a student organization to open a new account. The student organization will be required to apply for an Employer Identification Number (EIN) from the IRS for this purpose. A social security number is required to complete the EIN application – which poses a high risk to the student officer completing and submitting the application.

Student organizations may not use UW-Eau Claire or Universities of Wisconsin’s tax ID number. In addition, UW-Eau Claire or any abbreviation thereof, on or in the name of your bank account is strictly prohibited. Student organizations found utilizing UW-Eau Claire within their bank account name will be subject to possible deactivation if the student organization fails to change the name of their account within the time allotment given by the University.

While bank accounts allow for some flexibility (like a debit card), there are limitations to them such as: It is challenging to change authorized users – if authorized users cannot be located – no university help is available, and the bank is in full control of your funds. If security is not in place, a student organization member can make unauthorized withdrawals and not be held legally accountable.

Option 3: Foundation Accounts (these can be in addition to On-Campus Accounts and/or Bank Accounts)

Foundation accounts are managed by the UW-Eau Claire Foundation office. Any recognized student organization is welcome to hold a Foundation account. Foundation accounts should be used when your organization is soliciting donations, and your donors would like their donation to be tax deductible.

Benefits of a Foundation Account

• Donations can be made via cash, check, or online with a credit card
• Donors can receive tax deductions for their contributions
• The Foundation takes care of sending all tax receipts to donors
• Staff members on campus are also available to assist with the account

Guidelines

• A new account can be set up via an email request from the org advisor sent to foundationap@uwec.edu
• Checks from donors must be made payable to “UW-Eau Claire Foundation” with the name of the student organization in the memo line of the check
• Funds from the account must be spent within the account purpose, and within the current balance of the account

Limitations of a Foundation Account

• No debit card or check book is available to use with the account
• Need to plan for expenses/reimbursements ahead of time

EIN numbers

Financial institutions require an employer tax identification number (EIN) for all accounts. To request a new Employer Identification Number, visit the U.S. Internal Revenue Service (IRS) website and complete the Online Application for EIN. The application form (SS-4) can also be downloaded from this website and completed manually. For more information, or to verify your existing EIN number, please call the IRS directly at 800-829-1040, or visit irs.gov.

In general, an organization with less than $25,000.00 in gross income (fundraising, donations, interest from checking account, etc.) and has an IRS issued EIN will need to submit a Form 990-N to the IRS. “Form for Small Exempt organizations.” Student organizations should research the specifics of their unique situation to ensure that they are addressing appropriate filing obligations with the IRS.

Lost or misplaced EIN’s

If your student organization cannot find a previously issued EIN, visit the IRS website at www.irs.gov and search for “lost or misplaced EIN” to obtain current information about how to retrieve the EIN from IRS records.

Disclaimer: The UW-Eau Claire Activities, Involvement, and Leadership office staff does not offer tax advice nor does the office house student org EIN’s. Nothing in this publication or on the website shall be construed as the offering of tax advice. For any additional questions related to obtaining an EIN, please contact a qualified tax/legal advisor.

Suggestions for maintaining student organization bank accounts:

Deposits: Record all deposits as they are made. For all deposits, one person should prepare the deposit and another should verify the amount. This procedure helps reduce the possibility of mistakes or theft.

Withdrawals: Record all activities in a checkbook register or saving ledger as they are made. Note the reason for the withdrawal. It is extremely important to keep all receipts from these distributions.

*Utilize the budget tracker within your organizations’ Blugold Connect+ portal to ensure your organizations’ financial information translates between officers/members/advisors from year-to-year.

Reconciling bank statements:

When you receive a bank statement (all statements should be set up as e-statements as of summer, 2021 – this must be set up with your banking institution), go through each withdrawal/deposit and place an asterisk (*) in front of each entry listed in the register. For business checking accounts, note outstanding checks written. Verify the ending balances. For business checking accounts, remember to deduct the outstanding checks.

Reconciling problems:

Business checking accounts: First, verify the math in the online account register. If there is still a discrepancy, double check the outstanding items. For further error detection, verify the amount of each transaction against the bank statement amounts. When it is determined that the error cannot be found, contact the financial institution. If the error still cannot be determined, reconcile the bank statement by making an adjusting entry in your online account register.

Business savings accounts: Double check the calculations in the online savings account register. For discrepancies, verify the bank statement to the deposits. If a problem exists, compare the deposits to the receipts of purchases and cash on hand. When it is determined that the error cannot be found, contact the financial institution. If the error still cannot be determined, reconcile the bank statement by making an adjusting entry in your online savings account register.

Establishing student organization bank account requirements:

The following information outlines the requirements for establishing a student organization account with US Bank – although these requirements may be similar at other banks or credit unions, students should refer to the UWEC US Bank branch for their requirements.

• EIN letter from the IRS in the name of the student organization
• Meeting minutes dates on the US Bank Meeting Minutes Template form that includes a declaration of the group’s desire to open a US Bank account, names of the persons to be added to the account as a joint owner or authorized signer and names of members present at this meeting.
• Identification (Driver’s License or Passport and UWEC student id) for all persons to be added to the organizations’ account. They MUST be present to be added.
• Any checks or money orders made out to an individual cannot be accepted into a student organization account.
• Advisor and/or signatories on the account should sign up for monthly e-statements (the Student Involvement Center no longer stores/houses student organization paper bank statements.)

Accounts can be opened at the Davies Center US Bank location (1st floor.) Please contact Ashley Patten with questions and to schedule a time to open an account.

Changing the authorized signatures:

Each time there is an officer change, you must update the bank records for the authorized users. Most banks require the old officers to be present to sign over the account to the new officer(s.) US Bank requires the account “owner” (there may be multiple authorized users, but one owner works best.)

Closing a student organization bank account:

To close a student organization US Bank account – a current signer on the account must come to the US Bank branch location in Davies Center with a valid ID to close it.

Balances left within an account will be cut a check made payable to the student organization. If the student organization does not want a check, US Bank will do a withdrawal for the balance in the account and will close it thereafter. The student organization should determine from the outset what will happen with the remaining funds if the organization becomes inactive.

When establishing an account, you will need an Employer Identification Number. This can be requested online through the Internal Revenue Service. Once the EIN has been obtained, please send or deliver a copy of this number to the Activities, Involvement, and Leadership office (222 Davies Center) to be placed in the student organizations’ permanent file.

Tax Exemption: Student organizations are not permitted to use the University’s tax exemption status for any reason. Student organizations wishing to apply for tax exempt status or a tax identification number must do so through the Internal Revenue Service. For information about how to establish 501(c)3 status, visit http://www.irs.gov/charities/charitable/index.html. Tax identification number information may be found at http://www.irs.gov/pub/irs-pdf/iss4.pdf and http://www.irs.gov/pub/irs-pdf/fss4.pdf?portlet=3.

• If a student organization/club does not know if they are tax-exempt, they must contact their local IRS local office.
• Tax Filing Requirements: Student organizations with a Tax Identification Number (also called a TIN or EIN) issued by the Federal Internal Revenue Service (IRS) are impacted by the information below.

All organization accounts held at banks and/or credit unions MUST have an EIN on the account and are therefore impacted by this information. Student organizations are responsible for their tax filing and payment obligations to both the Federal Internal Revenue Service (IRS) and the Wisconsin Department of Revenue; it is the obligation of the organization members and officers to be aware of and comply with applicable tax codes.

With the enactment of the Pension Protection Act of 2006, beginning in 2008, small tax-exempt organizations whose gross receipts are normally $25,000 or less that previously were not required to file with the Internal Revenue Service (IRS) using Form 990 or Form 990EZ will now be required to file an electronic informational notice to the IRS: Form 990-N (Also known as the e-Postcard). See e-Postcards for frequently asked questions and the Form 990-N User Guide.

Who Must File:

Your organization may be required to file on an annual basis Form 990-N (e-Postcard) if the organization’s gross receipts are normally under $50,000 and the organization does not already file a Form 990 or Form 990EZ.

Does an organization have to file Form 990-N if it is a subordinate organization in a group exemption ruling?

If an organization is a subordinate of a parent organization and your organization is included on the parent’s group return, you are not required to file Form 990-N. The group return satisfies your reporting requirement. However, if you do not file as part of a group return and your annual gross receipts are normally $50,000 or less, you must file Form 990-N. Contact your parent organization for more information.

What information should be included in filing the 990-N?

The following information is required to file a 990-N:

• Organization’s legal name
• Any other names your organization uses
• Organization’s mailing address (Form 8822 Change of Address on the IRS website to update)
• Organization’s website address if applicable
• Organization’s employer identification number (tax ID)
• Name and address of principal officer of your organization
• Organization’s annual tax period (the chapter’s fiscal year)
• A statement that your organization’s annual gross receipts are still normally $25,000 or less

How do I file Form 990-N?:

To electronically fill out Form 990-N visit the IRS website

When will the e-Postcard (Form 990-N) be due?

The e-Postcard will be due by the 15th day of the fifth month after the close of your organization’s tax period/fiscal year. See your organization’s EIN and the IRS website to determine the organization’s tax year. The Pension Protection Act requires the IRS to revoke tax exempt status of any organization that fails to meet this annual filing requirement.

Disclaimer: The UW-Eau Claire Activities, Involvement, and Leadership office staff does not offer tax advice nor does the office house student org EIN’s. Nothing in this publication or on this website shall be construed as the offering of tax or financial advice.

Useful links:

Federal Internal Revenue Service (IRS): www.irs.gov

Keywords: Exempt organization, 990-N, e-Postcard, charities, Publication 775, Form 1023 (Also see Sales Tax section of the Student Organization Manual and the Quick Reference title Tax Information.)

All Student Organization Funding processes and requests are reviewed/managed by the Student Organizations Commission and the Finance Commission of the UW-Eau Claire Student Senate.

All currently recognized UWEC student organizations (that are in good standing) can apply for annual Student Organization Segregated Fee Funding or a one-time Special Allocation.

Check out the Student Organizations Funding Options & Guidelines for Segregated Fee funding eligibility information, application procedures, timelines/deadlines, and more!

With a few exceptions, student organizations are NOT provided liability protection from UW-Eau Claire or from UW System. While student organizations on this campus may use University grounds and facilities, and their development is encouraged, the University does not grant student groups approval or endorsement with respect to their practices, ideas, or projects. Student organizations in no way officially represent the University. The University does NOT provide insurance coverage for Student organizations.

Because Student Organizations are not typically covered through the University’s insurance, Student Organizations may be required to purchase insurance for events on campus which expose the University to additional risk. Such insurance must meet the same requirements any non-UW System user of the campus space would have to have. Many national student organizations already have insurance through the national chapter or organization. Organizations without access to adequate insurance may purchase TULIP insurance, if desired. TULIP is a program through UW System’s insurance broker which generally has reduced event insurance for UW student organizations. TULIP insurance is only an option to student organizations and not mandated; the organization may purchase insurance from any insurance provider who meets the UW System policy requirements. Insurance requirements can be found here. Please reach out to the Department of Risk Management, Safety and Sustainability with any specific questions or concerns about insurance.

Students, especially organization officers, and student organizations are not immune from being sued. If you are sued, be aware that certain elements must be present for litigation to be successful for a claimant. For example, for a claimant to win a claim for negligence, the claimant must prove: (1) the accused owes a duty of care to the claimant, (2) the accused failed that duty, and (3) the failure of that duty was the reason for the injury. The applicable general standard in this situation is that you must behave like a "reasonable person," meaning you must behave the way a reasonable person would in a similar situation. This standard does not call for extraordinary insight or some other quality that an average person normally would not apply to similar circumstances.

College students tend to see themselves as being invulnerable to accidents and injuries, and they may plan events without carefully reflecting on the risks involved. Thus, it falls to you to apply the "reasonable person" standard to student events, reviewing activities with the Department of Risk Management & Safety, with the University Police, and with other members who are planning programs to make sure that risks have been identified and minimized. In practical terms, the "reasonable person" standard means that normal precautions should be taken to prevent problems from occurring that a reasonable person would anticipate. You are not expected to foresee that falling space junk will hit a car and cause an accident resulting in injuries to passengers. On the other hand, climbing up a very tall vertical cliff without any rope, equipment, or experience would make no sense because this activity would involve a great deal of risk. A reasonable person would not schedule such an event.

Our discussion about risk management and reduction is not to scare you or members of your organization but rather to help inform you so that you may make appropriate and wise decisions regarding the activities and events your organization sponsors. With your understanding of risk and legal issues, you can help your fellow organization members to understand and make better choices. Remember, student organizations do not receive liability protection from UW-Eau Claire or UW System, and, therefore, the organization and individual organization members can be held liable in the event of an injury, accident, or death resulting from participation in an organization activity.

Here are some steps and suggestions for discussing risk reduction and management within your organization and possible questions to pose to your members:

Steps to complete when planning an event:

1. Create a safety plan. This should include emergency contacts, how to keep spectators safe, use of personal protective equipment (PPE), location of nearest shelter, etc.
2. Verification and completion of liability insurance coverage.
3. Complete a Facility Use Agreement.
4. Create a Waiver or Hold Harmless Agreement for participants to sign.
5. Contact the Department of Risk Management, Safety and Sustainability to assist in creating a plan.

Suggestions:

1. Encourage the group to plan activities and programs that fulfill the mission and goals of the group.
2. Challenge individuals or the group when you believe a program does not fulfill the mission and goals of the group
3. Be clear that you do not condone activities/events/programs that involve risky, dangerous, or non-inclusive behavior.
4. Use the "reasonable person" standard: ask yourself if a "reasonable person" would make the same decision in a similar situation.
5. For activities/programs/events, use industry standards (instructions for set-up and use of equipment) and/or governing body regulations when available.

Questions:

1. How does this activity/event/program fulfill the mission and goals of the organization?
2. What is the purpose of the activity/event/program? Can the purpose be fulfilled with an alternative activity that is less risky?
3. Is this event inclusive of all members of the organization? Can all members legally participate in this event?
4. What are the foreseeable risks of this activity and what are the possible consequences?

HAZING:

"Hazing" refers to any activity expected of someone joining a group (or to maintain full status in a group) that humiliates, degrades or risks emotional and/or physical harm, regardless of a student’s willingness to participate in the activity. In years past, hazing practices were typically considered harmless pranks or comical antics associated with young men in college fraternities.

Today we know that hazing extends far beyond college fraternities and is experienced by boys/men and girls/women in school groups, university organizations, athletic teams, the military, and other social and professional organizations. Hazing is a complex social problem that is shaped by power dynamics operating in a group and/or organization and within a particular cultural context.

Hazing activities are generally considered to be: Physically abusive, hazardous, and/or sexually violating. The specific behaviors or activities within these categories vary widely among participants, groups, and settings. While alcohol use is common in many types of hazing, other examples of typical hazing practices include: personal servitude; sleep deprivation and restrictions on personal hygiene; yelling, swearing and insulting new members/rookies; being forced to wear embarrassing or humiliating attire in public; consumption of vile substances or smearing of such on one's skin; brandings; physical beatings; binge drinking and drinking games; sexual simulation and sexual assault.

Still not clear? Ask yourself these questions:

• Would I feel comfortable participating in this activity if my parents were watching?
• Would we get in trouble if the Dean of Students walked by?
• Am I being asked to keep these activities a secret?
• Am I doing anything illegal?
• Does participation violate my values or those of my organization?
• Is it causing emotional distress or stress of any kind to myself or others?

All student organizations are encouraged to view the following video that showcases some impactful information about the effects of hazing - click here to view and share with other officers & members of your student organization.

Below is the current Wisconsin law on hazing.

Sec. 948.51. Hazing

1. In this section "forced activity" means any activity which is a condition of initiation or admission into or affiliation with an organization, regardless of a student's willingness to participate in the activity.
2. No person may intentionally or recklessly engage in acts which endanger the physical health or safety of a student for the purpose of initiation or admission into or affiliation with any organization operating in connection with a school, college or university. Under those circumstances, prohibited acts may include any brutality of a physical nature, such as whipping, beating, branding, forced consumption of any food, liquor, drug or other substance, forced confinement or any other forced activity which endangers the physical health or safety of the student.
3. Whoever violates sub. (2) is guilty of:
   • A Class A misdemeanor if the act results in or is likely to result in bodily harm to another.
   • A Class H felony if the act results in great bodily harm to another.
   • A Class G felony if the act results in the death of another.

Punishment: Class A misdemeanor (bodily harm or risk of bodily harm) For a Class A misdemeanor, a fine not to exceed $10,000 or imprisonment not to exceed 9 months, or both. §939.51(3)(a)

Punishment: Class H felony (great bodily harm) For a Class H felony, a fine not to exceed $10,000 or imprisonment not to exceed 6 years, or both. §939.SO(h)

Punishment: Class G felony (death) For a Class G felony, a fine not to exceed $25,000 or imprisonment not to exceed 10 years, or both. §939.SO(g)

See the following link to the Dean of Students if you wish to anonymously report an event that includes hazing.

Dean of Students – Anonymous Online Hazing Report Form

STUDENT DRIVING:

For student organizations that are not state-funded, students traveling for an activity/program/event should have valid operating licenses, have a history of safe driving, and utilizing vehicles in good operating condition. Most importantly, any students driving personal vehicles to events/programs should have adequate vehicle insurance, as any injuries resulting from an accident will follow the driver's personal insurance. Although student organizations are not sponsored by the University, it is mandatory that any student who drives as part of a student organization activity or event must complete a Vehicle Use Agreement (see below.) This agreement ensures that students acknowledge and adhere to all relevant safety, liability, and operational procedures required by the University.

Students who are driving and will be receiving reimbursement from the University are considered “official business” of the University and must meet the University travel policy requirements, including having an approved Vehicle Use Agreement before traveling.

IMPORTANT NOTE: Student driver authorizations expire one calendar year from time of application. Forms are now located online in e-Forms. Completed forms for students are to be returned to the driver's organization advisor for their signature and promptly forwarded to the Department of Risk Management, Safety and Sustainability located in the ASK Center - Schofield Hall. E-mail notification of a denial will be made to both the driver and organization advisor. Please allow up to 10 business days for processing.

Vehicle Use Agreement (VUA)

1. All active officers, employees, currently enrolled students, or specified volunteers or agents traveling (or driving on university business) must have the following information ready prior to completing your VUA:

• UWEC Username and Password
• Driver's license number
• Your supervisor's name and email address
• Your department's UDDS code

2. Complete the electronic VUA online at: https://fleetportal.wi.gov. You can access detailed directions on the Department of Risk Management, Safety and Sustainability website.

3. If you have a non-Wisconsin driver's license or have less than 2 years driving experience with a Wisconsin License:

• Complete steps 1 and 2 above
• Applicants do "not" need to provide a driving abstract - please disregard that request within the application and proceed to the next section.
• Applicants will be sent a separate email from HireRight, our third-party partner, which will obtain a copy of the applicant's driving abstract. Please respond to this email immediately. (Email may be found in your "junk" folder).

4. Contact GetHelpUW@support.wisconsin.edu with questions.

Hold Harmless Agreements (Waivers)

Hold Harmless Agreements are useful tools for explaining risks associated with a given activity to participants. Participants signing a Hold Harmless Agreement assume the risk and responsibilities that their involvement may entail, and state that UW-System employees and organization members are released and discharged from claims of damage. However, Hold Harmless Agreements DO NOT protect employees or organization members if the employees or organization members were negligent.

Contact the University's Director of Risk Management, Safety and Sustainability at (715) 8364414 for assistance in customizing a Hold Harmless Agreement for a specific activity.

Click here to see an example Hold Harmless Agreement Form.

Starting Out

• Make a plan. Decide which platforms you want your organization to use. Think about Facebook, Instagram, Twitter, Snapchat, TikTok, and YouTube. Think about what your audience uses and what type of content you are best at making. How are you going to promote your pages on these sites?
• Research. Find similar organizations to yours at your school and at other schools. Look at their social media accounts to see what works well and what doesn’t. You can pull some ideas from others into your strategy.
• Set goals. What do you want to accomplish with your social media? A certain number of followers? Maybe you want to use different sites to get your name out there and recruit new members. Set SMART goals to make sure you accomplish what you want to with social media.
• Make the time. Don’t start social media accounts unless you are willing to put in the time and effort to build it. Consistent new content is essential when running social media accounts. Promoting your account, interacting with your audience, and putting out content isn’t easy and only gets harder as you grow so be ready!
• Adjust. You will learn a lot when starting up your social media accounts. Take what you learn and tweak your strategy, so you keep growing! Also reflect on your progress towards your goals. Maybe your goals need to be adjusted.

Think Before You Post

• Be respectful & positive. Think about how you want people to view your organization. If you are negative and disrespectful to people, it will change your organization’s image.
• Be accurate & authentic. Make sure you aren’t lying about anything on social media to make your organization sound better or to put other organizations down. It is also okay to be casual in social media posts. It doesn’t have to have the same tone and professionalism as an essay.
• Encourage conversation. Make sure you allow all comments on your post. It is good to encourage discussion and debates within your organization.
• Be smart. Could this post get me or my organization in trouble? How will this post affect my organization’s image? Can the post be negatively interpreted? Is everything spelled correctly?
• Separate personal views. Don’t post your personal views on controversial topics like politics, religion, and other social issues. The opinions you post should be kept for your personal account. Also remember that if you talk about your organization within your personal account, everything you say can be associated with that organization.
• Don’t post copyrighted media. Find out who owns the material and contact them for permission. You need to make sure it’s okay that you use the material and that you give the owner credit.

Any member(s) traveling abroad as part of a UW-Eau Claire RSO program/event must purchase CISI Insurance through the UW-Eau Claire Center for International Education. Please note that “not-for-credit” international student organization travel/activities are not considered University activities and student participants are responsible for vetting for quality and risk. Please visit the Center for International Education website for specific sign-up instructions. Please contact the Center for International Education for enrollment information: in-person@ Schofield 3, tel. 715-836-4411, or email: cie@uwec.edu. Office hours are M-F, 7:45 am to 4:30 pm.

Activities sponsored by University-registered student organizations must comply with the rules and regulations of the University of Wisconsin-Eau Claire and with the laws of the state of Wisconsin. When a sponsored activity or activities of a registered student organization causes violations of University rules and regulations, violation of law, and/or injury to persons or property, the organization shall be subject to disciplinary action. In the event of such violation or injury, the University investigating officer shall follow the disciplinary procedures for non-academic matters in Chapter UWS 17. If, in a fair hearing, the organization’s activity or activities are found to have caused such violation or injury, the organization shall be subject to reprimand, probation or suspension of the group’s University recognition for a pre-determined amount of time set forth by the Student Organizations Conduct Committee and/or the Dean of Students.

If placed on probation, the organization shall be subject to automatic suspension for two full years if subsequent sponsored activity or activities are found through the above-mentioned procedures to have caused such violation or injury during the period of probation.

If suspended, the organization can reapply for recognition as a University organization after two full years. With such application, the organization must provide written assurance that the action which led to the suspension will not recur. This assurance shall include an explanation of how the organization will avoid the situation which led to the suspension. In reapplying for recognition, the organization shall follow the steps described in Section 3 for Forming and Maintaining Student Organizations.

All registered student organizations (herein referred to as “RSO(s)” have considerable freedom to accomplish their goals. However, student organizations must comply with the federal, state, and local laws/ordinances, as well as University rules, policies and procedures. In addition, individual members (students and non-students) representing a student organization, and the University are expected to abide by all federal, state, and local laws/ordinances, as well as the policies, procedures and guidelines of any off-campus facilities or localities which the organization may be using.

Any organization in violation of these standards is subject to disciplinary action by the University. Some possible violations of law and regulations include, but are not limited to:

• Violations of state statutes pertaining to the legal drinking age and the provision of alcoholic beverages to minors.
• Violations of the University of Wisconsin – Eau Claire Hazing Policy and state statutes pertaining to hazing.
• Violations of the Student Organization Alcohol Policies.
• Illegal drug use or sales at organization events or in organization facilities.
• Conduct that obstructs or impairs the ability of students or community members to participate in university‐sponsored or authorized events, or that substantially and unreasonably interferes with others’ participation in lawful activities.
• Creation of an unsafe or dangerous environment at an organization event or facilities, which may include:
  • Dangerous or excessive use of alcohol or drinking games
  • Fighting by members or guests
  • Physical or sexual assault
  • Branding or tattooing members or guests
• Incidents of theft, vandalism, disorderly conduct, inappropriate social media usage.
• Violations of University Equal Opportunity policy or Student Organization Non-Discrimination Policy.
• Non-Compliance with University Purchasing and Accounting/SUFAC Funding Procedures.
• Any other violations of University policies, procedures, or regulations.

Any organization violating these, or other standards may be subject to disciplinary action, as outlined in this document. Individual students involved in acts violating University policy or state or federal law may face charges under UW-System Chapter 17.

I. PROCEDURES FOR COMPLAINTS

Any UWEC student, UWEC faculty/staff, or community member may file a written complaint of an alleged violation by an RSO with designated Dean of Students personnel and/or the Senior Coordinator of Student Organizations in the Activities, Involvement and Leadership office. Complaints must include the following information:

• Detailed description of the alleged violation,
• Date, time, and place of the alleged violation,
• Name(s) of the student organization(s) involved in the alleged violation,
• Name(s), if possible, of the individual(s) involved in the alleged violation,
• Name(s), if possible, of witnesses,
• Name(s) of the complainant(s),
• Any complaint of sexual harassment or sexual violence shall be directed to the University of Wisconsin-Eau Claire Title IX Coordinator and/or other appropriate University office or official by the Student Organization Code of Conduct Committee (SOCCC) in consultation with the designated Dean of Students personnel and/or the Senior Coordinator of Student Organizations.

The Dean of Students reserves the right to determine the immediate status of the RSO based on the alleged violations (being investigated) until the MEETING WITH THE STUDENT ORGANIZATION can occur.

All recognized student organizations shall be afforded due process. The following guidelines will be followed upon receipt of a written complaint.

II. NOTIFICATION

• Within fourteen (14) calendar days (excluding breaks) of receiving the complaint(s) the registered student organization (RSO) will receive written notification outlining the allegations via university email from the Dean of Students office.
• The RSO, upon receipt of this notification, must schedule a meeting with the designated Dean of Students personnel to occur within fourteen (14) calendar days (excluding breaks.)

III. MEETING WITH STUDENT ORGANIZATION

• The current president and advisor of the RSO are required to attend a meeting with the designated Dean of Students personnel. RSO may also invite up to two additional members, excluding any individuals named in the complaint.
• The purpose of this meeting is to:
  • (1) review the alleged violations/complaint(s),
  • (2) to provide the RSO with the opportunity to speak and participate in a question-and-answer discussion,
  • (3) to determine if RSO is potentially responsible or not responsible for the alleged violation(s)
    • If RSO is potentially responsible for one or more violations: The Organizational Enhancement Partnership Process and the SOCCC Hearing Process will be explained, and the appropriate process will be determined.
• Please Note: The Dean of Students reserves the right to determine which of the two processes the RSO will enter into:
  • (1) Organizational Enhancement Partnership Process (Section IV) or,
  • (2) SOCCC Hearing Process (Section V.)
    • If it is determined at this meeting that the RSO is not responsible: The alleged violations(s) will be immediately dismissed. This does not preclude action against individual members.

IV. ORGANIZATIONAL ENHANCEMENT PARTNERSHIP PROCESS PROCEDURES

• RSOs determined to be eligible to participate in the Organizational Enhancement Partnership Process by the designated Dean of Students personnel will be afforded the opportunity to undergo investigation by the Dean of Students representative and draft an Organizational Enhancement Partnership Plan. An investigation by the Dean of Students will be conducted within fourteen (14) calendar days (excluding breaks) after the Meeting with Student Organization outlined in section III.
• After the designated Dean of Students personnel has concluded their investigation, RSOs will have a Post-Investigation Meeting within seven (7) calendar days (excluding breaks) to discuss the findings of the investigation. Based on the findings of the investigation, RSOs will draft an Organizational Enhancement Plan.
• Within seven (7) calendar days (excluding breaks) of the Post-Investigation Meeting, the RSO must provide a written Organization Enhancement Plan, outlining all corrective action and self-imposed sanctions the RSO will complete (by specified deadlines) to remedy the situation. The Organization Enhancement Plan must be approved by the designated Dean of Students personnel, the Senior Coordinator of Student Organizations/or the SOCCC.
• Upon approval of the Organization Enhancement Plan, the RSO leadership must obtain proof of consent by ALL MEMBERS of the RSO within ten (10) calendar days (excluding breaks) and submit a Commitment Contract, indicating full responsibility for completing all outlined conditions/corrective actions outlined within the Organization Enhancement Plan.
• If applicable, the designated Dean of Students personnel will issue a letter of reprimand to the RSO, outlining all deadlines for Organization Enhancement Plan completion. For record keeping purposes a copy of the letter of reprimand will also be placed in the RSO’s file, in the Activities, Involvement and Leadership office.
• If the RSO misses any deadlines or violates any other condition of the Organization’s Enhancement Plan, as determined by the designated Dean of Students personnel, the Senior Coordinator of Student Organizations and/or the SOCCC, it will be moved to the SOCCC Hearing Process.
• If at any time it is determined by the designated Dean of Students personnel, the Senior Coordinator of Student Organizations and/or the SOCCC that the allegations are pertinent to individual conduct and not RSO conduct, the Organizational Enhancement Partnership Process will end, and individuals may face charges under UWS Chapter 17.

V. SOCCC HEARING PROCESS

• Should the Dean of Students determine that an RSO must participate in the SOCCC Hearing Process, the designated Dean of Students personnel and the Senior Coordinator of Student Organizations will work with the SOCCC chairperson to schedule a formal hearing. The hearing must be scheduled within thirty (30) calendar days (excluding breaks) of the Meeting with the Student Organization.
• Once the hearing is scheduled, the accused RSO and individual(s) filing the complaint shall receive the following information:
  • Written notification of the time and location of the hearing;
  • A statement of allegations against the RSO;
  • A copy of the procedures for student organization conduct hearings;
  • Number of witnesses and time allotment RSO will be allowed during hearing
• Once the hearing is scheduled, the RSO shall receive written notification of the time and location of the hearing via university email.
• The SOCCC will determine how many witnesses the organization will be allowed and the timeframe for witness questioning.
• The accused RSO must provide the names of witnesses to the chair of the SOCCC, designated Dean of Student personnel and the Senior Coordinator of Student Organizations three (3) calendar days (excluding breaks) prior to the hearing.
• The accused RSO, if unable to attend the hearing, must give a forty-eight (48) hour notice to the SOCCC chairperson, the designated Dean of Students personnel and the Senior Coordinator of Student Organizations. They must also, if unable to attend, submit a written statement addressing the allegations to the SOCCC chairperson, the designated Dean of Students personnel and Senior Coordinator of Student Organizations at least twenty-four (24) hours prior to the hearing.
• Should the RSO decide not to attend the hearing or to otherwise non-cooperate with the process, the SOCCC reserves the right to issue a recommendation and report on the matter based on all pertinent information available to the SOCCC.

VI. HEARING PROCEDURES

• The Student Organization Code of Conduct Committee (SOCCC) shall conduct all hearings, which shall be properly noticed under the state open meetings law and held in closed session.
• The SOCCC quorum shall be made up of four members and a Chairperson. In the event there is a tie, the Chairperson will act as the tiebreaker.
• All hearings shall be recorded.
• At the outset of the hearing the SOCCC Chairperson shall:
  • Call the meeting to order,
  • Establish the attendance,
  • Ask those present to state their name and association with the case,
  • Explain the format of the hearing to all assembled,
  • Have the designated Dean of Students personnel review the allegations against the student organization,
  • Additional information from other campus department representatives will be presented,
  • Answer any questions about the complaint or the format of the hearing.
• The RSO may have a representative to assist at the hearing. This representative could be the RSO advisor, an attorney, or someone else of the RSO’s choosing.
• The Chairperson will ask the RSO to claim or deny responsibility for the allegations.
  • If the RSO claims RESPONSIBLE:
    • The individual(s) filing the complaint and the RSO will each be provided 5 minutes to make an opening statement.
    • The individual(s) filing the complaint and others in attendance may be asked to leave the hearing.
    • The SOCCC will have the opportunity to question the RSO.
    • The RSO and others in attendance will be asked to leave the room after the RSO has answered any questions pertaining to the matter in question.
    • The SOCCC will discuss the case and recommend and report on a suitable sanction for the RSO. Previous cases and findings concerning the RSO will be considered in this process.
  • If the RSO claims NOT RESPONSIBLE:
    • All witnesses will be required to leave the hearing during the 5-minute opening statements, however, will remain in the area to be called for questioning.
    • The individual(s) filing the complaint, or their designee, will be provided 5 minutes to make an opening statement.
    • The RSO will be given 5 minutes to make an opening statement.
    • The individual(s) filing the complaint will be permitted to call a pre-determined number of witnesses and/or present information according to the SOCCC’s preestablished timeframe for questioning. Upon conclusion, the RSO may ask questions. Following any questions by the RSO, the SOCCC may ask questions.
    • The RSO will be permitted to call a pre-determined number of witnesses and/or present information according to the SOCCC’s pre-established timeframe for questioning. Upon conclusion, the individual(s) filing the complaint may ask questions. Following any questions by the individual(s) filing the complaint, the SOCCC may ask questions. Questions must be relevant to the incident being reviewed.
    • The individual(s) filing the complaint will be given 5 minutes to make a closing statement.
    • The RSO will be given 5 minutes to make a closing statement.
    • Once all information and witness accounts have been heard, all persons other than the SOCCC will be asked to leave the room. The SOCCC will discuss the case and decide whether to recommend that the RSO is to be found in violation or not in violation based on the preponderance of evidence standard (UWS 17.02 (13)), and if necessary, to recommend a sanction. A majority vote of the members present is needed to recommend finding an RSO in violation, with the SOCCC Chairperson casting the deciding vote in case of a tie.
  • The designated Dean of Students personnel, in conjunction with the Senior Coordinator of Student Organizations shall provide the determination and sanctions in writing to the RSO. For record-keeping purposes, a copy of the findings and recommendations will also be placed in the RSO’s file, in the Activities, Involvement and Leadership office.

VII. POSSIBLE SANCTIONS

Possible sanctions which SOCCC may recommend imposing include, but are not limited to:

• Community Service. The RSO may be required to organize and/or participate in specified community service activities or events.
• Education/Training Programs. The RSO may be required to attend or participate in an educational program(s) or the planning of an educational program(s) for the RSO members and/or the campus community on a specified topic. Programs may not be presented by member(s) or advisor(s) of the RSO.
• Fines. RSOs may be required to pay a sum of money, the amount of which shall be determined through the conduct process.
• Loss of University Privileges/Services. Including but not limited to access to university funds, accounting services, posting, room reservations, printing services, etc.
• Probation. Probation means that an RSO will remain recognized providing that it abides by all applicable laws and policies. Probation may also have several conditions attached. RSOs currently on probation that are found responsible for further misconduct will be subject to a minimum of one semester of suspension of University recognition.
• Referral of Individuals from the RSO to the Dean of Students Office. If from the RSO conduct hearing it becomes apparent that the policy violations were conducted by an individual(s) of a RSO, without the knowledge of the RSO, the individual(s) will be referred to the Dean of Students office for individual conduct hearings.
• Restitution. RSOs may be required to pay for damages.
• Revocation of University Recognition. Permanent removal of university recognition at the University’s discretion for the RSO.
• Specific Conditions Related to Organization Functions and Activities. Limitations or parameters may be placed on the activities and functioning of the RSO.
• Suspension of University Recognition/Registration. Includes loss of all University privileges and services. The suspension of University recognition/registration would be for a specified period.
• Warning. A written warning that the conduct of the RSO was not appropriate and should not be repeated.

It is the discretion of the University to provide appropriate sanctions for RSO and/or individual RSO members.

VIII. APPEAL PROCESS

• RSO can appeal the decision made by the SOCCC within seven (7) calendar days (excluding breaks) after the initial hearing. Appeal requests must be written and include the following information:
  • Name of RSO
  • The decision of the SOCCC from the hearing
  • A detailed description of why you feel the decision should be appealed
• The Dean of Students shall review the SOCCC’s findings and recommendations based solely on the hearing record created before the SOCCC and provide its recommendation to the Dean of Students.
• The Dean of Students shall review the hearing record, the SOCCC’s findings and recommendation, and make the final institutional decision, or if the hearing record is determined to be inadequate, return the matter to the SOCCC for further hearing. For record keeping purposes, a copy of the final decision and the SOCCC’s recommendation will also be placed in the RSO’s file in the Activities, Involvement, and Leadership office.

IX. STUDENT ORGANIZATION CODE OF CONDUCT COMMITTEE

• Mission Statement: The purpose of the Student Organization Code of Conduct Committee shall be to establish and enforce the policies and regulations governing RSOs on the UW-Eau Claire campus.
• Membership: The membership of SOCCC shall be comprised of a designated representative from the Dean of Students office, the Senior Coordinator of Student Organizations as co-advisors, four student senators and four student non-senators appointed to committee and the SOCCC Chairperson. The student senators and student non-senators appointed to the committee will act as voting members. A majority vote is required for the SOCCC decision to pass.
• Executive Positions:
  • 1. CHAIRPERSON - The Chairperson shall be a designated representative from the Dean of Students office. In the event that the Chairperson is unable to perform their duties, a designee will be chosen by the acting Dean of Students within a reasonable timeframe.
    • Duties:
      1. Chair the Student Organization Code of Conduct Committee meetings.
      2. Be present at all conduct related student organization meetings and hearings.
      3. Disseminate the policies, procedures and laws governing RSOs and the Student Involvement Center in Davies Center.
      4. Enforce all policies, procedures, rules, and laws governing RSOs.
  • 2. ADVISOR(S) – A designated Dean of Students representative and the Senior Coordinator of Student Organizations shall serve as co-advisor(s) to the SOCCC and will assist the Student Organization Code of Conduct Committee in its role.
• Meetings and Hearings: The SOCCC shall meet as needed to discuss issues related to RSOs and to hold conduct hearings for RSOs.
• Responsibilities and obligations of the SOCCC members:
  • To participate and complete a mandatory training session at the start of the fall and/or spring semester (depending on appointment date) to ensure knowledge of University policies and procedures, SOCCC member behavioral standards, viewpoint neutrality, as well as standards for RSO’s,
  • To be objective and attend all meetings and hearings,
  • To read complaints and familiarize themselves with the cases prior to the hearings,
  • To remove themselves in particular cases, if they have a bias or direct involvement in the case, or are members of the RSO under investigation,
  • To keep confidential all proceedings, discussions, and votes.

X. CRITERIA USED IN DETERMINING STUDENT ORGANIZATION SPONSORED ACTIVITIES

The following questions are used to help determine whether or not an activity should be considered as an “organization activity”, as opposed to the actions of some individual members:

1. Purpose of Activity: What is the purpose of the activity? Is the activity held to promote group development and bonding?
2. Attendance: Who is attending the activity? Why are they attending? Will a significant number of the members of the RSO attend the activity? Do members perceive this to be an activity that mainly other members will attend?
3. Resources: What resources will be used to fund the activity? Were RSO funds used to support the activity?
4. Publicity/Advertising/Communication: How was the event publicized or communicated? Was the RSO’s name, initials, or logo used on publicity material? Was the RSO’s listserv, email account, or social media account used to promote the activity? Was the activity posted/promoted on the RSO’s website or social media sites? Was the RSO’s name associated with the activity through word of mouth or electronic means? Was the activity discussed at formal meetings?
5. Location: Where was the activity held? If the RSO owns or rents a house or common living area (or if most members of the residence belong to the RSO), was the event held at this dwelling?
6. Reasonable Person: Would a reasonable person think that the activity is associated with the RSO in question?
7. Organization Responsibility: As a leader in your RSO, do you believe that you are in any way responsible for this particular activity? If not, who would be held responsible in the event of an accident or mishap?

Each activity will likely have a unique set of circumstances and should be evaluated separately. These are samples of the types of questions that decision makers (university officials, courts) will use when determining whether or not your student organization is responsible for a specific activity. Please ask yourself these questions as you plan safe and effective activities. If you have questions or would like to talk about these issues, please contact the Senior Coordinator of Student Organizations (Activities, Involvement, & Leadership office) or the Dean of Students office.

Click here to see the Student Organization Code of Conduct Process Flowchart