STUDENT · 2019. 11. 21. · STUDENT AFFAIRS 3 WELCOME! The Student Organization Handbook is...

STUDENT

ORGANIZATION

HANDBOOK

PROPRIETARY INFORMATION OF ASHFORD UNIVERSITY. CREATED BY STUDENT AFFAIRS. 11.20.18. CR#0200510

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STUDENT AFFAIRS

STUDENT AFFAIRS

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WELCOME! The Student Organization Handbook is designed to support the development and operation of Student Organizations at Ashford University. Student Organization Leaders and Advisors should use it as a guide. We welcome your feedback and hope you find it helpful to increasing engagement and connection to the University.

Please direct questions or feedback to [email protected].

STUDENT AFFAIRSAshford University / Defining the Modern College Experience////////////////////////////////////////////////////////////////

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“STUDENT ORGANIZATIONS, CLUBS, AND PROFESSIONAL CHAPTERS EXTEND LEARNING BEYOND THE CLASSROOM, AND BUILD IMPACTFUL, CAREER-ENHANCING NETWORKS.”

DR. KATIE THIRY

Student Organizations provide students with opportunities to establish community outside of the classroom and for connection with peers who share a common interest. Participation in Student Organizations helps advance the Ashford University MIssion in the following ways:

• To promote the development of foundational values relevant to leadership in the 21st century: self-worth, creativity, interdependence, service, integrity, and effectiveness.

• To foster intellectual and personal growth, sensitivity to diversity and human dignity, effective and responsible leadership, environmental responsibility, and lifelong learning.

We encourage your ideas and creativity as you imagine new clubs and organizations that might be added to our roster!

TABLE OF CONTENTSIntroduction 5About Student Organizations 6

Student Organizations Oversight 6

Forms & Resources 7

Forming a Student Organization 8I. Naming your Student Organization 8

II. Constitution & Mission Statement 8

III. Membership 8

IV. Official Recognition (Registration) 9

Appealing a Denied Registration 9

V. Maintaining Official Recognition Status 10

VII. Updating or Changing Recognition

Status 10

Membership Information 11I. Basic Membership Expectations 11

Officer/Advisor Updates and Changes 11

II. Privileges 12

Activity Funds 12

Student Organizations Webpage Listing 12

Branding 12

Engagement Platforms 13

Webcasting 14

File Storage 14

Student Officers 15I. Election/Appointment 15

II. Term Lengths & Eligibility 15

Alumni Officers 15

III. Titles & Privileges 15

IV. Expectations of Officers 16

Making the Best Use of an Advisor 14

Advisors 17I. Selection/Appointment 17

II. Term Lengths and Eligibility 17

III. Titles & Privileges 17

IV. Expectations of Advisors 18

Engagement Platform Duties 18

Other Duties 18

V. Approaches to Advising 19

VI. Student Organization Advisory

Community 19

Student Membership 20I. Active Student Members 20

II. Alumni Student Members 20

Deactivating a Recognized Student Organization 21I. No Advisor or an Ineligible Advisor 21

II. Violation of University Policies

or Community Standards 21

III. Disciplinary Action, Suspension, or

Revocation of Recognition 22

IV. Student Community Standards

Information 22

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INTRODUCTIONThis Student Organization Handbook is an introduction to the services and resources available to Student Organizations at Ashford University, sometimes referred to as clubs or communities. It outlines policies that impact Student Organizations and provides guidelines for Advisors.

Student Organization members are responsible for familiarity with the Handbook and are accountable to the standards and requirements outlined here. If you are an Advisor or Officer of a Student Organization, please share the Handbook with the members of your organization.

The Handbook is maintained by Student Affairs as part of its mission to promote student success through programs

and services to meet the individualized needs and interests of our learners.

The Handbook summarizes services, resources, and policies

for Student Organizations. Please be aware that it is not intended to be a complete statement of all procedures, rules, and regulations of Ashford University.

Additional information about Student Organizations

can be found on the Ashford University Student Organization webpage, including a list of recognized Student Organizations and convenient access to necessary forms and resources mentioned in this Handbook.

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About Student Organizations

Ashford University defines Student Organizations as any formally recognized group that includes current, active Ashford University students, with student Officers, and operating as a virtual community that is advised by one or more faculty and/or staff Advisors.

The focus of Student Organizations may be association with a professional society or organization, such as via a formally recognized student chapter, or may be focused on broad and specific academic areas, such as a specific degree or group of degrees or even a college. Additionally, a Student Organization may be focused on a professional or general interest, such as identity group, anthropology, education, engineering, coding, faith, sports, etc. To see a current list of Student Organizations, visit the Ashford University Student Organization webpage.

Oversight Student Affairs is responsible for supervising all recognized Student Organizations and ensures they are acting in compliance with University policies. Policies, programs, and procedures may be updated periodically. Student Affairs monitors compliance with University policy and procedure for all Student Organizations.

Please direct questions or feedback to [email protected].

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FORMS & RESOURCES Throughout this Handbook various forms and resources are referenced. They are linked below and can be found on the Ashford University Student Organization webpage.

FORMS• Advisor Agreement• Club Communications Request• Student Organization Application/Update/Renewal• Student Activity Funds Request

RESOURCES• Student Organization & Advisor Handbook

“GETTING TO KNOW STUDENTS AND FACULTY FROM OTHER DISCIPLINES IS PRICELESS.”

LANE HAGERDORN, STUDENT

“THE CAMARADERIE THAT IS FOUND IN EACH CLUB IS A GREAT WAY TO FEEL IMPORTANT, INCLUDED, AND APPRECIATED.”

AMANDA KISTNER, STUDENT

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FORMING A STUDENT ORGANIZATION

Student Affairs reviews applications and grants official recognition of Student Organizations. By recognizing a Student Organization, the University is not necessarily endorsing the views, discussions, or beliefs represented by the Student Organization. Exceptions to timelines and requirements for forming a Student Organization may be made by Student Affairs at any time. I. Naming

Before a group space is created for a student organization, the name must be approved by Student Affairs.

II. Constitution & Mission Statement

It is the responsibility of the Student Organization to create a documented Constitution and Mission Statement and to provide Student Affairs

with a copy prior to receiving official recognition. Examples of Constitutions and Mission Statements may be requested by contacting Student Affairs at [email protected].

III. Membership

To register and receive official recognition and to remain a recognized Student Organization it must have and maintain the Membership Expectations outlined in this Handbook.

“CONNECTING WITH OTHERS BUILDS KNOWLEDGE.”

JEANNE PERRONE, STUDENT

STUDENT AFFAIRS

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IV. Official Recognition (Registration)

Students wishing to obtain official recognition for their Organization must complete the Student Organization Recognition Application. If there are fees associated with national/ international membership to an existing organization, please speak with Student Affairs prior to initiating the application process. After receiving a completed Student Organization Recognition Application, Student Affairs will review the information. If you have specific questions regarding your submission, please email [email protected].

After review of the submission, the organization’s Officers and Advisor will receive an outcome email granting recognition or providing rationale for denial.

Appealing a Denied Registration

If the organization is denied, the decision may be appealed to Student Affairs. This appeal will not guarantee that the organization will receive recognition. Student Affairs reserves the right to withhold recognition of any organization.

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V. Maintaining Official Recognition Status

In addition to complying with all expectations set forth in this Handbook, to maintain official recognition, Student Organizations must:

• Provide the following documentation to Student Affairs once annually:• A Recognition/Update/

Renewal Application• Include current Officers

• A current Advisor Agreement• A PDF of the Constitution

and Mission Statement• Meet a minimum of once

per quarter (four annually).• Send at least one representative

to the Quarterly Officers Meeting.

VII. Updating or Changing Recognition Status

If your student organization wishes to change any part of the application (including, but not limited to, organization name, advisor(s), and/or minor changes to constitution), please email [email protected]. A member of the Student Affairs team will contact you to discuss the process. A major change may result in a new application and approval process.

“ONE CLASS PROVIDES A SHORT TIME FOR NETWORKING, BUT PARTICIPATING IN STUDENT CLUBS HAS THE POTENTIAL FOR DEVELOPING LONG-LASTING RELATIONSHIPS.”

DR. STEPHEN BREWER

This section outlines the broad responsibilities and expectations for membership in Student Organizations, which includes Members, Officers, and Advisors. All student members of Student Organizations are expected to act in accordance with the Student Community Standards outlined in the Ashford University Academic Catalog. I. Basic Membership Expectations

To become registered and maintain recognition, a Student Organization must meet the following basic membership expectations:

• A minimum of five members, which may include Advisors and Officers.

• At least one active student Officer, which may be titled an Executive Officer, President, Vice President, etc.• Alumni Officers may be

counted as part of the official Membership for up to one year following their graduation.

• At least one active Faculty or Staff Advisor.

• Student Affairs will facilitate the identification of an appropriate Advisor for any student group, if needed. Once identified, the Advisor Agreement form must be submitted to Student Affairs.

Officer/Advisor Updates and Changes

After receiving a request to update the Student Organizations website profile, Officer, or Advisor information, Student Affairs will address the submission by making the revisions. A Student Organization that has been notified of an inactive or ineligible Advisor will be replaced by an appropriate Advisor identified by Student Affairs.

MEMBERSHIP INFORMATION

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STUDENT AFFAIRS

II. PrivilegesPrivileges are given to those officially recognized Student Organizations which are in good standing with Ashford University and otherwise in compliance with specific requirements related to each privilege. Use of any of the privileges given to Student Organizations for anything other than organizational purposes is prohibited.

Activity FundsFinancial support is available to officially recognized Student Organizations through the Student Activity Funds Request process. To obtain these funds, a representative of the student organization must submit a completed Student Activity Funds Request form and have a member present at the Quarterly Officers Meeting.

Approval of Activity Funds RequestsDuring this meeting, submitted requests will be reviewed and voted on; each officially recognized organization is allowed one vote by any member in attendance.

Use of Activity FundsGoods and services are purchased by Student Affairs. Membership fees and other items can be reimbursed once approved by Student Affairs. All funds must be spent in the same quarter that they were requested. Funds are never released directly to students.

Solicitations or Fundraising NoticeExcept for funds provided through the Student Activity Funds Request form process described above, all other forms of soliciting funds or fundraising for funds by Student Organizations are not sanctioned.

AU Student Organizations Webpage ListingAn official webpage designated for the Student Organizations exists to provide links to the designated social media space. It is the responsibility of the Student Organization Advisor to submit changes to website information by emailing [email protected].

BrandingStudent Organizations are granted the privilege of using logos, colors, and the name of Ashford University on approved communications. Use of approved branding and completion of a communications review by the Advisor are required before mass distribution of any materials including Ashford University branding.

Materials with the Ashford University name or brand must be approved by Student Affairs before they are shared, posted, communicated, etc. Authorized communications or publications may not be redistributed or sold.

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STUDENT AFFAIRS


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Engagement PlatformsStudent Affairs recognizes the importance of recruiting and maintaining membership using engagement platforms. The following information is intended to be an overview of available engagement platforms and associated expectations and privileges related thereto.

LinkedInStudent Organizations are given a LinkedIn group that is co-managed and owned by a representative from Student Affairs. The LinkedIn group membership does count for the official Membership number reporting purposes. Advisors and active student Officers are granted administrator privileges in the Engagement Platforms, such as accepting new members, removing inappropriate posts, and granting administrative access to other Officers.

Deletion of LinkedIn Group SpaceStudent Affairs will delete any organization profile that has been deactivated for longer than one calendar year. Once a Student Organization profile is deleted, the group must apply for registration as a new Student Organization to have the profile reinstated.

Other Social MediaThere is currently one approved social media tool that may be used by Student Organizations for use for official business of the Student Organization, LinkedIn.

Profiles and accounts managed by a Student Organization beyond approved Engagement Platforms may be removed.

Social MediaA privilege of Student Organizations includes the opportunity to publicize Student Organization information on Ashford University’s official Social Media (Twitter and Facebook). Please contact [email protected] to request a Tweet, or Facebook post on behalf of your Student Organization.

Unoffical Facebook PagesPublic Facebook pages/groups/profiles are NOT approved for Student Organizations. Any Student Organization found to have a Facebook presence will be asked to remove that group or page. However, Student Organizations are encouraged to post to official Ashford University Facebook groups and pages, such as those affiliated with various colleges and schools.

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STUDENT AFFAIRS

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This section outlines information and expectations for Officers.

I. Election/Appointment

Officers may be elected or appointed by their respective organizations. Elections are to be conducted according to the needs and preferences of each organization with approval of the chosen method from Student Affairs.

II. Term Lengths & Eligibility

Officer terms are typically for one year, with an unlimited opportunity for re-election or re-appointment while an active student. Officers must be in good standing with the University. An academic or disciplinary offense on record disqualifies an Officer from being eligible for continuing in their role.

Alumni Officers

Upon graduation, an Officer can transition to an Alumni Officer position to assist new leadership in their role. The nature of service and recognition of Alumni Officers is at the discretion of the Student Organization’s active student Officer(s) and Advisor(s).

III. Titles & Privileges

Officer titles may be created based on the Student Organization’s needs. Examples of Officer titles might include Board Member, Executive Officer, President, Vice President, and so forth. In addition to using their respective officer title on resumes and other documentation, such as in an email signature, Student Organization active student Officers are granted administrator privileges in the Engagement Platforms, such as accepting new members, removing inappropriate posts, and granting administrative access to other Officers.

“MEMBERSHIP IN A STUDENT ORGANIZATION AFFORDED ME UNIMAGINABLE OPPORTUNITIES AND THE ABILITY TO MEET AND NETWORK WITH PROFESSIONALS I WOULD NOT HAVE ACCESS TO OTHERWISE.”

JANET HORTON, STUDENT

OFFICERS

“THE POTENTIAL FOR LEVERAGING CLUB LEADERSHIP AND TEAMWORK EXPERIENCES BEYOND THE CLASSROOM IS AN EXCITING OPPORTUNITY FOR OUR STUDENTS.”

DR. LISA JOHNSON, FACULTY

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IV. Expectations• Keep the Advisor(s)

informed of organizational activities, meeting times, locations, and agendas, as well as the direction and desired outcomes of the organization.

• Provide Advisor(s) with meeting agendas 48 hours prior to meetings and include an overview of the meeting and topics to be discussed.

• Provide Advisor(s) with summaries of meetings in a manner decided upon with the Advisor(s).

• Meet with Advisor(s) regularly to discuss plans and problems.

• Submit promotional communications about events and meetings to the Advisor(s) for approval before distribution.

• Organization Officers/Advi-sor(s) will review all commu-nications and publications prior to submitting them to Student Affairs for final approval.

• Materials with the Ashford University name must be approved by Student

Affairs before they are printed, posted, distributed, shared etc. All communica-tions and advertisements for the Student Organization must comply with the Stu-dent Community Standards.

Making the Best Use of an Advisor

If you are unsure how to run the meeting or deal with a situation that may arise, use your Advisor’s knowledge and experience to come up with solutions.

Communicate with your Advisor after the meeting to brief them on what happened if they could not attend.

Be willing to ask for advice or feedback on the way you handled the meeting.

Share with your Advisor(s) by making them feel like they are part of the group. You can do this by introducing the Advisor(s) to new members or visitors, asking for input in discussions, and making them feel welcome at meetings and social functions.

The purpose of Advisors is to help guide the Student Organization in accordance with the mission and values, and with the student community standards of Ashford University to ensure compliance with the policies and expectations set forth in this Handbook. Advisors should review the Officers and Other Members sections of this Handbook carefully to understand the scope of their oversight beyond what is explained in this section.

I. Selection/Appointment

Once identified, the Advisor Agreement form must be placed on file with Student Affairs. Advisor must be a full-

time Faculty or Staff employed by Ashford University.

II. Term Lengths and Eligibility

Advisors may serve indefinite terms. A Student Organization

dissatisfied with an Advisor may appeal to Student Affairs for a new Advisor to be selected or appointed.

III. Titles & Privileges

Advisor titles include either Faculty Advisor or Staff Advisor. In addition to using their respective

Advisor title on resumes and other documentation, such as in an email signature, Student Organization Advisors are granted administrator privileges in the Engagement Platforms.

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ADVISORS


STUDENT AFFAIRS

IV. Expectations

• Advisors provide general guidance to Student Organizations, but do not directly manage the group’s programs, communications, or activities.

• The relationship of the Advisor to the group will vary depending on the organization and its members. Therefore, the responsibilities and duties of the advisor will vary according to each group’s needs.

• The Advisor does not need to attend every scheduled activity or meeting, but must be knowledgeable of these events, and be actively involved with the organization. In essence, the person filling the position defines the role of the Advisor.

• Each Advisor will become

involved in the organization through meetings, planning, programming, and activities.

• Advisors have immediate oversight responsibilities for the activity of their Student Organizations including maintenance and oversight of the Engagement Platform, which is currently LinkedIn.

Engagement Platform Duties• Create or assist the student

organization’s Officers in the creation of consistent and appropriate content.

• Delegate or directly administer membership and participation aspects of the Engagement Platform, such as:• Responding to and

moderating posts.• Accepting new members.• Documenting and removing

inappropriate posts.• Granting administrative

access to Officers. Other Duties• Facilitate the election or

appointment of new Officers.• Update the list of Officers

found on the OneDrive document.

• To request access to

“BUILDING MY NETWORK OF COLLEAGUES AND FRIENDS THROUGH MY CLUB IS PRICELESS”

LYNN HAINES, STUDENT

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the OneDrive, contact [email protected].

• Promote Student Organization events internally with faculty, staff, and other groups as appropriate.

• Participate in a quarterly meeting with a Student Development and Engagement Specialist, which may be accomplished through membership in the Student Organization Advisors Community (SOAC).

• Notify Student Affairs of any challenges the Student Organization is facing or if a new Advisor is needed to guide the organization.

V. Approaches to Advising

There are many different approaches to advising. The most important aspect of advising is to remember that the main role is to advise. The suggestions listed below are meant to help the Advisor work more effectively with each student organization:

• Participate with the Officers of the organization in conversations about vision, mission, goals, and operations of the organization.

• If an idea is inappropriate, the advisor should ask the students to consider other alternatives.

• Informal meetings are encouraged for open and worthwhile discussions.

• In delegating authority, the officer should be encouraged to take an occasional chance on some less proven members.

• The advisor may wish to periodically evaluate the Officers’ effectiveness.

VI. Student Organization Advisory Community (SOAC)

Advisors for Student Organizations are required to assist Student Affairs by ensuring their Student Organizations are in compliance with University policies and procedures. The Student Organization Advisory Community (SOAC) exists to provide a community for Faculty and Staff who advise Student Organizations. Questions about joining the SOAC can be sent to Student Affairs at [email protected].

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MEMBERSHIPEach student organization must have a minimum of five members, which may include Advisors and Officers, in order to request recognition and to remain a recognized Student Organization. An eligible member must begin as an active student but can remain a member after graduation should they choose to stay involved with the organization. Alumni Officers may be counted as part of the official Membership for up to one year following their graduation.

I. Active Student Members

Students currently enrolled at Ashford University may join Student Organizations. Members are expected to focus on their studies first. Active student membership grants the member an opportunity to:

• Hold office in the organization• Officiate, vote, make or second

motions at meetings, and/or act as the organization’s spokesperson

• Distribute materials on behalf of the organization

• Create consistent and appropriate content for discussion and debate on the engagement platform

II. Alumni Student Members

Students who have graduated from Ashford University may join or continue affiliation with a Student Organization. In essence, aside from Alumni Officers, an Alumni Student Member is a member of the LinkedIn group associated with a Student Organization. These individuals are counted as members yet have may not have access after graduation to certain privileges of Active Student Members.

“BEING A PART OF A STUDENT ORGANIZATION HAS SHAPED ME PROFESSIONALLY AND LETS ME USE THE SKILLS I HAVE GAINED IN CLASS.”

KAYLA O’LEARY, STUDENT

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DEACTIVATING A RECOGNIZED

STUDENT ORGANIZATION

A Student Organization may seek to be deactivated and Student Affairs may deactivate registered Student Organizations.

I. No Advisor or an Ineligible Advisor

Student Organizations that do not have an active Advisor or whose Advisor does not meet the criteria of eligibility identified in this Handbook may be deactivated. Upon confirmation of there being no Advisor or an Ineligible Advisor for a Student Organization, Student Affairs will notify the recognized Officers of the Student Organization. Organizations that are unable to secure an advisor will be deactivated until an Advisor is reestablished.

II. Violation of University Policies or Community StandardsStudent Organizations may not attempt to assume functions of established student or faculty government.Activities of Student Organizations may not substantially interfere with the normal operations of Ashford University.Student Organizations, in the conduct of their activities, cannot represent the institution without prior written consent from the University.

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III. Disciplinary Action, Suspension, or Revocation of Recognition

Where Ashford University alleges that the student organization, its Officers, or its individual members have failed to comply with the obligations set forth under the requirements for Official Recognition, the University may conduct an investigation and render sanctions, with written appeals of each action to be reviewed by Student Affairs. However, in lieu of recognition termination, Student Affairs may impose educational and restorative measures against the organization and/or its Officers. An organization whose recognition is suspended loses all Membership Privileges outlined in this Handbook.

IV. Student Community Standards Information

For questions on the expectations of students, please contact a Student Conduct Officer at [email protected]. The Student Community Standards are integrity, community, respect, fairness, and responsibility. Student Organizations will not engage in hazing, or commit any act that causes or is likely to cause bodily danger, physical harm, or personal degradation or humiliation resulting in physical or mental harm to any fellow student or person attending the University.

All students of the University are expected to conduct themselves in such a manner as to be a credit to themselves and to the University. As responsible individuals, they are expected to seek the resolution of all issues through the process of reason. Moreover, students have a responsibility to comply with all University policies and procedures. In a community of higher learning, individual or group conduct that is unlawful, disrupts or interferes with the educational process, causes destruction of property, or otherwise infringes upon the rights of other members of the University community or of the University itself cannot be tolerated.

“TO BUILD AND DEVELOP AN EFFECTIVE CLUB, PERSISTANCE WILL GET YOU THERE, BUT CONSISTENCY, ENGAGEMENT, AND CARING WILL KEEP YOU THERE.”

BILL DAVIS, STUDENT

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