YSU Student Organization Policies

Student Organizations at Youngstown State University can be categorized into 4 categories: Club Sport (CS), Registered Student Organization (RSO), Social Fraternity/Sorority (FSL), or University Program (UP).

  1.  Club Sports (CS) are designed to promote and develop student interest in a specific physical or sporting activity.  Clubs may be either recreational or competitive in nature. Clubs defined as competitive compete in non-varsity leagues, conferences, tournaments and regional and national play. Recreational clubs conduct regular practices, meetings and clinics.
  2.  Registered Student Organizations (RSO) consist of a group of university students who come together to celebrate or promote a shared interest. RSOs make up most of our student organizations established and housed with Student Activities. These organizations are responsible for their own goals, events and activities, and membership. Registered student organizations are free to exist and disband.
    1. Sub-Categories of Registered Student Organizations include Academic / Educational, Athletic / Sports, Honorary, Leadership & Service / University & Community, Multicultural / Ethnic, Music / Art / Performing Art, Professional, Religious, and Special Interests.
  3.  Social Fraternity/Sorority (FSL) is a group that belongs to the North American Interfraternity Conference (NIC), National Pan-Hellenic Council (NPHC), National Panhellenic Conference (NPC), National Multicultural Greek Council (NMGC), National Association of Latino Fraternal Organizations (NALFO), National APIDA Panhellenic Association (NAPA). National Organizations not listed above will be reviewed on a case-by-case basis.
  4.  University program (UP) is a group that operates under the direct supervision of the sponsoring University department. The department is committed to providing significant financial and staff support to the program whose mission is consistent with the University's and sponsoring department’s mission. University Programs are governed by and responsible for following all University Standards and Policies and processes, including financial and administrative responsibilities for its activities. They operate under YSU’s TIN/EIN or YSU Foundation’s TIN/EIN and its activities are considered department activities.

Student participation in Institutional Governance

The University recognizes the importance of student involvement in the formulation of rules, regulations, and policies directly affecting student life. This involvement is fostered in the following way:

  1.  Two students are appointed by the Governor to serve a two-year term on the Youngstown State University Board of Trustees.
  2.  Fifteen students are annually elected by the student body to serve as members of the Academic Senate.
  3.  Students are designated as voting members of most administrative boards and advisory committees and standing committees of the Academic Senate.
  4.  Student Government comprises two branches, the executive and legislative.  Student Government is primarily responsible for conducting all student elections; enforcing Student Government rules, regulations, and legislative actions; nominating students to serve on University-wide committees; and budgeting and administering funds allocated to it. The Student Government Constitution and Bylaws and Financial Path provide the structure and procedures for the implementation of its responsibilities.
Section A. Provisional Registration
  1.  Groups wishing to become registered student organizations may be granted provisional registration for a period not to exceed one semester. Provisional registration is granted for groups with: an incomplete Constitution; less than five members; no advisor. Provisional registration shall only permit the student organization to use University facilities for a maximum of three (3) organizational meetings. Provisional Status is reserved for organizations that are reregistering. Groups seeking first time registration are not permitted provisional status but may be eligible for the three (3) organization meetings for recruitment or creation of application materials.
  2.  If a new Student Organizations completes all of the steps for registration after the above defined deadlines have passed, the organization may stay in Provisional status until the start of the next semester.
  3.  Groups may be granted provisional registration after submitting the online registration through the Office of Student Activities and providing the following:
  • A statement of name and purpose of the proposed organization; and
  • The name, student identification number, and phone number of the person(s) requesting provisional registration.
Section B. Registration of Student Organizations
  1.  Registration is available online through the CampusGroups platform. Instructions for starting a new student organization can be found on the Start Your Student Organization page of the Student Activities website. If you need assistance, contact the Office of Student Activities (Kilcawley Center; 330-941-3575).
  2.  A group will become registered with the University after the online registration has been reviewed and approved by the Office of Student Activities.
  3.  Organizations shall have a minimum of five currently enrolled YSU students as active members. Only active members are permitted to vote in issues pertaining to student organization governance.
  4.  Groups shall provide the following information in order to be considered for registration:
    • Name of proposed group and a statement of purpose;
    • Membership requirements;
    • A constitution and bylaws and, for organizations affiliated with external groups, the constitution and bylaws of their outside affiliate; an electronic copy of the constitution(s) and bylaws must be uploaded with the online application;
    • Listing of dues, initiation fees, and any other fees assessed by the group;
    • Names, student identification numbers, and phone numbers of all officers (including a treasurer, if use of Student Government funds is anticipated);
    • Officers must be registered for two-thirds of a full-time load (nine hours for undergraduates and six hours for graduates) and be in good academic standing. Students seeking officer status who are registered for less than the minimum number of hours required may submit a written appeal to the Director of Student Activities, or designee, requesting permission to serve in the respective capacity. This request should include an explanation of the student’s current enrollment status (i.e. graduating in current semester and have fewer than 9 hours required to complete degree.)
    • Following confirmation of the organization’s registration the group will need to provide a current roster of members. This roster must be updated every time a change in membership occurs.
  5.  Organizations shall submit the name of at least one faculty or staff advisor. Appointed annually by the Associate Vice President for Student Experience, or designee, the advisor agrees to maintain contact with the organization and to be familiar with its programs and personnel. An advisor’s manual of specific responsibilities is available online at the Office of Student Activities website.
  6.  Student organizations register annually. Organization Re-Registration for the following academic year will open on April 1st annually. Application review will begin annually in July. Organizations must be fully approved to be awarded the full privileges made available to student organizations for the forthcoming year, i.e. Homecoming candidate nominations, campus space reservations, organization fair registration, and Student Government Association appropriation requests. Organizations submitting re-registration materials after September 30th may be ineligible to become active until the Spring Semester.
  7.  Organizations wishing to be reregistered shall provide annual reporting information as part of their Student Organization Re-Registration Form.
  8.  A minimum of two organization members, preferably officers, must attend one of the two organization workshops conducted by the Office of Student Activities: the Student Organization Leadership Summit at the start of fall semester, or the Student Organization Leadership Retreat at the start of spring semester. Members of prospective student organizations may attend in order to meet compliance once their organization receives approval.
  9.  Registration may be withdrawn by the Office of Student Activities if the organization violates University regulations or engages in activities which are not consistent with University policies or procedures; adversely affects the University community; or interferes with the University’s pursuit of its educational objectives and programs. Notice of and opportunity for a hearing will be provided to the officers of the organization in question.
  10.  In compliance with Ohio’s Anti-Hazing Law, Collin’s Law, all who participate in student organizations are required to complete anti-hazing training. Information on Youngstown State Universities training can be found on the Hazing Prevention and Education webpage. Report a Suspected Incident of Hazing.
Section C. Re-Registration
  1.  All student organizations wishing to remain affiliated with the University for the following academic year will need to re-register. Re-registration may be completed on CampusGroups beginning April 1st. Further instructions for re-registration can be found on the Student Activities Re-registration page.
  2.  Club Sports may be required to submit additional registration materials to Campus Recreation in order to register.
  3.  Greek Letter Organizations which are social in nature and are represented by a council are subject to additional requirements based on national affiliation.
  4.  If officers change mid-semester, the new leadership must change the position on the roster on CampusGroups by updating each member’s record. Once changes are made, Student Activities must be contacted via e-mail: studentactivities@ysu.edu. Students who do not have administrative access on CampusGroups must call the Office of Student Activities to complete updates.
Section D. Privileges of Registered Student Organizations

Registered student organizations in good standing shall be permitted the following:

  1.  Apply for the use of University space as provided for in Section F., 17 & 18.
  2.  Use of University name as provided for in Section F., 16.
  3.  Assistance of a faculty/staff advisor appointed by the Associate Vice President for Student Experience, or designee.
  4.  Invite guests and speakers to the University as provided for in Section F., 19.
  5.  Apply for Student Government Association funds.
  6.  Solicit or generate funds for your organization, please visit the Student Activities Fundraising page for more information.
  7.  Have a mailbox in the Office of Student Activities (Kilcawley Center).
  8.  Use of the services of the Office of Student Activities (Kilcawley Center). Including the use of equipment previously purchased using Student Government funds. These items may be requested using the Equipment Request form on CampusGroups.
  9.  Use of University vehicles for travel purposes. Procedures and rules for University travel may be found at on the EHS Risk Management website under Risk Programs.
Section E. Denial or Loss of Registered Status

The Director of Student Activities, or designee, may recommend to the Office of Community Standards & Student Conduct that the registration of a group be denied, and organizations may be placed on interim suspension or lose registered status for any of the following reasons:

  1.  Non-compliance with University regulations.
  2.  Failure to provide the information required for registration prior to the deadline established by the Office of Student Activities for receiving such materials.
  3.  Providing false information on the application for registration.
  4.  The purpose of the group/organization is judged by the Director of Student Activities, or designee, and supported by the Associate Vice President of Student Experience, or designee, to be in conflict with University policies and regulations and/or state and federal regulations.
  5.  Misuse or abuse of University space.
  6.  Failure to adhere to stated purposes of the group/organization’s constitution and bylaws.
  7.  Failure to pay outstanding debts incurred by the group/organization. Student Organizations with outstanding debt will not be allowed to complete the re-registration process. ie, outstanding debt with Chartwells, Kilcawley Center, Youngstown State University, or university approved vendors.
  8.  Being under sanction of deactivation and/or suspension by the group or organization’s outside governing bodies.
  9.  Request by the organization/group that the ties with the University be severed.
  10.  Failure to attend an organization workshop (Section B. 9. above) either academic semester.
Section F. Regulations
  1.  Organizations/groups shall be responsible for complying with all University Board and Administrative policies  including, but not limited to, The Student Code of Conduct, the University’s Posting Guidelines, and the University’s Campus Free Speech and Use of University Facilities and Grounds for Expressive Activities policies.
  2.  Organizations/groups shall not restrict membership or eligibility to hold appointed or elected student officer positions in the organization/group on the basis of race,  color,  national origin, sex, sexual orientation, gender identity and/or expression, disability, age, religion, or veteran/military status.  Notwithstanding, a Student Organization formed to foster or affirm the sincerely held religious beliefs of its members may adopt a nondiscrimination statement that is consistent with those beliefs.
  3.  Officers of organizations must be registered for two-thirds of a full-time load (9 hours for undergraduates and 6 hours for graduate students) and remain in good academic standing (at least a 2.0 Grade Point Average). Students seeking officer status who are registered for less than the minimum number of hours required may submit a written appeal to the Director of Student Activities, or designee, requesting permission to serve in the respective capacity. This request should include an explanation of the student’s current enrollment status (i.e. graduating in current semester and have fewer than 9 hours required to complete degree).
  4.  Officers are responsible for guests attending an organization’s activities and for compliance with University regulations.
  5.  Organizations shall inform the Office of Student Activities of any changes in officers or other information submitted in the application for registration within fifteen (15) days after the change occurs. The officer submitting the changes is obligated to contact the Office of Student Activities by calling 330-941-3575 or by stopping by the office in Kilcawley Center.
  6.  Officers shall keep the faculty/staff advisor(s) informed of the organization’s activities, operations, programs, membership, and bank accounts. Advisors are prohibited from having signature authority on student organization bank accounts.
  7.  All social fraternities and sororities shall maintain regular membership in Interfraternity Council, National Pan-Hellenic Council or Panhellenic Council, in line with the policies of the national organizations.
  8.  Organizations that have probationary membership (e.g., fraternal organizations) shall not pledge, initiate, or activate any student who is not registered full-time and in good academic and conduct standing.
  9.  Organizations/groups shall take no action which involves hazing. Acts of hazing include, but are not limited to, coercion of any form, extended deprivation of sleep or rest; forced consumption of food, alcohol, other beverages, or drugs; beating or branding; forced exclusion from social contact; and/or forced conduct that could result in embarrassment to any person. In compliance with Ohio’s Anti-Hazing Law (“Collin’s Law”), all who participate in student organizations are required to complete anti-hazing training. Information on Youngstown State Universities training can be found on the Hazing Prevention and Education webpage. Report a Suspected Incident of Hazing.
  10.  The University shall not be responsible for any contracts entered into or debts incurred by groups/organizations.
  11.  Organizations/groups shall observe the University policies and regulations governing marketing, promotion, and sponsorship related to alcohol. For more information please refer to Youngstown State University Board Policy 3356-5-02.
  12.  Alcoholic beverages are not permitted at any student organization/group program that involves recruiting new members. No student organization/group, collectively or individually, shall purchase, serve, or sell alcoholic beverages to any minor (i.e., those under legal drinking age).
  13.  The use of alcohol at events sponsored by student organizations/groups is governed by University regulations and federal, state, and local laws which prohibits persons under twenty-one (21) years of age from possessing, ordering, purchasing, buying, sharing the cost of, or consuming alcoholic beverages.
  14.  Commercial Solicitations and sales on campus to generate funds, sponsored and conducted by organizations and/or groups, must be registered in advance with the appropriate office and carried out in designated areas. Permission will be granted where the proposed activity aids achievement of the educational objectives of the University, does not unreasonably interfere with the operations of the University (e.g. teaching, studying, or create congestion on campus) and is not prohibited by law.
  15.  Use of University Name & Logos
    • Student organizations/groups may not use the University’s name without the expressed authorization of the University except to identify institutional affiliation. University approval or disapproval of any political or social issue may not be stated or implied by any organization.
    • Student organizations are required to obtain prior approval in order to use any university logos (logos that include, but are not limited to, official university letterhead stationery, university seal, and any trademarks registered by the university) for activities, materials, publications, websites, or any other printed materials.
    • Student organizations shall not use the university logos for any activities, materials, publications, websites, or any other printed materials without the prior approval by the university, as set forth in Board Policy 3356.6.04. Procedure for requesting the use of university logos
    • Student organizations requesting the use of university logos are required to submit a request through the Student Organization Logo Approval Request Form.
    • Students are encouraged, but not required, to utilize Graphic Services located in Kilcawley Center to design their organizational logos. (Any organizational logos created through graphic services still require prior approval)
    • Submissions per policy, will then be displayed on the Student Organization Submission Approval page with the remarks and approvals.
    • Student Organizations can submit an appeal by submitting an Appeal for Denied Use of Logo Form.
    • Organizations will need to provide a reason for requesting an appeal and upload the logo and supporting documents.
    • Appeals are typically resolved within 30 days following receipt of the appeal request from. University appeal decisions are final.
    • Please see the full Board Policy 3356.6.04 for further information about the approval and appeal process.
  16.  Use of University Space (outside Kilcawley Center)
    • All use of University Space is subject to Youngstown State University Board Policy 3356-4-21 – Campus Free Speech.
    • In order to ensure availability of the desired facility, arrangements should be made as far in advance of the event as possible. Contacts for locations on campus can be found on the Student Activities Room Reservation webpage.
    • Institutional facilities may only be used by registered student organizations for regular business meetings or special programs. The University may develop policies that limit or restrict access to persons who are not currently enrolled students, faculty, or staff. Organizations’ use of space must be consistent with all policies of the University.
    • Reasonable conditions may be imposed to regulate the timeliness of requests, determine the appropriateness of the space assigned, regulate time and use, and ensure proper maintenance and order. This may include staffing and security requirements. For more information, see the University’s Posting Guidelines, and the University’s Campus Free Speech and Use of University Facilities and Grounds for Expressive Activities policies.
    • A rental fee may be assessed for the use of specifically designated University facilities, if required by the policies of the reserved location.
    • Security fees may be assessed for specific events, if required by the policies of the reserved location.
    • The organization requesting space must state the general purpose of any meeting.
      • For all functions and meetings, the Director of Student Activities, or designee, may require other personnel to be present in a supervisory, advisory, or security role; if required by the policies of the reserved location.
      • Officers of an organization must take all precautions to ensure that no social event or function shall interfere with the University’s pursuit of its educational objectives and programs. The sponsoring organization(s) shall be responsible for the behavior of persons attending the function and for any illegal, negligent, and/or intentional misconduct either engaged in or knowingly permitted by the organization, including illegal sale and/or excessive consumption of alcoholic beverages. Officers of an organization shall be responsible for activities of the organization and for its compliance with University regulations. They shall ensure that a public nuisance does not occur as a result of a social event or function sponsored by the organization. Failure to comply with the listed guidelines is a violation of the Student Code of Conduct and may result in a referral to the Office of Community Standards & Student Conduct.
      • The University may require presentation of a valid University ID Card for admission to events held on University premises and may limit functions to members of the sponsoring organization(s) and their invited guests.
      • Functions which are held in University facilities must end no later than the established closing hour of the facility concerned, unless prior arrangements are made through the Office of Kilcawley Center Reservations (for Kilcawley Center) or University Events (for other University facilities).
  17.  

    Use of all Kilcawley Center facilities must be scheduled through Staff Offices in Kilcawley Center.

     

  18.  Invitation of Off-Campus Speakers (See also Board Policy 7005.01, Access to Campus for Purposes of Solicitation, Distribution of Materials and Presentation of Information by Employees and Visitors)
    • The freedoms of speech and assembly guaranteed by the First and Fourteenth Amendments to the United States Constitution shall be enjoyed by the members of the University community regarding the opportunity to hear off-campus, or outside, speakers on the campus.
    • However, there is no absolute right to assemble or to make or hear a speech at any time or place regardless of the circumstances, content of speech, purpose of assembly or probable consequences of such meeting or speech. In order that the rights of all students might be assured, the calendaring of outside speakers shall be subject to the following:
      • A request for space shall be made to the Office of Kilcawley Center Reservations (for the use of Kilcawley Center) or to the Events Coordinator (for other University facilities) by an officer of the registered student organization sponsoring the speaker not later than ten (10) University working days prior to the date of the proposed speaking engagement.
      • Requestors are required to answer the following questions when submitting their reservation(s):
        • Provide a detailed description of the event.
        • Provide the name(s) of the Speaker(s) along with a biography/background.
        • Is the event a lecture or an open forum where the attendees will have the ability to participate with questions and comments?
        • If the event is open to the public, how will it be promoted to the community?
      • The university reserves the right to cancel or modify the request if university policies are  violated.
      • A request made by a registered organization may be denied only if the Vice President for Student Affairs, or designee, determines, after proper inquiry, that the proposed speaker will constitute a clear and present danger to the institution’s orderly operation by the speaker’s advocacy of such actions as:
      • The violent overthrow of the government of the United States, the State of Ohio, or any political subdivision thereof.
      • The willful damage or destruction, or seizure and subversion, of the institution’s buildings or other property.
      • The forcible disruption or impairment of, or interference with, the institution’s regularly scheduled classes or other educational functions.
      • The physical harm, coercion, intimidation or other invasion of lawful rights of the institution’s officials, faculty members, or students or other campus disorder of a violent nature.
      • In determining the existence of a clear and present danger, the Vice President for Student Affairs, or designee, may consider all relevant factors, including whether such speaker has, within the past five (5) years, incited violence resulting in the destruction of property at any educational institution or has willfully caused the forcible disruption of regularly scheduled classes or other educational functions at any such institution.
    • The decision of the Vice President for Student Affairs, or designee, is final.
    • In granting the request, the Vice President for Student Affairs, or designee, may require that the speaking event be chaired by a member of the administration or faculty, and may further require a statement to be made at the meeting that the views presented are not necessarily those of the institution or of the sponsoring group.
  19.  Marketing
    • Bulletin Boards
      • Bulletin board space is provided at numerous locations throughout campus. Regulations governing the posting of materials on bulletin boards are described below. Posting of materials on trees, posts, buildings, or other non-bulletin board surfaces (e.g., auto/truck windshields, lamp posts) is prohibited.
        • Official University/departmental bulletin boards are located in all University buildings. Regulations governing the posting of materials on these boards are determined by the department responsible.
        • Posting of materials in Kilcawley Center is governed by the Office of Student Activities. Posting and/or distribution of materials in residence hall facilities (including Christman Dining Commons) are governed by Housing & Residence Life.
        • The University reserves the right to deny posting privileges or remove materials that violate any provisions of The Student Code of Conduct or other University regulations or policies. See University Policy 3356-4-17: Posting on campus
  20.  Students acting individually or on behalf of a registered student organization/group may distribute written material at designated on-campus locations after reserving those locations with the site administrator.
  21.  Functions of organizations/groups that involve unique circumstances for members or others, as determined by the Director of Student Activities, or designee, may be required to secure special approval for registration by the Associate Vice President for Student Experience, or designee. For the protection of the organization and its members, the University may require special liability and/or health insurance coverage on the part of the organization and/or individual members and participants, and may also require a release and waiver of liability by the participants.
  22.  Registered student organizations are entitled to raise funds to support the activities and goals of their organization. Information on Fundraising as a student organization can be found on the Student Activities Fundraising webpage.
  23. Sales of Food Items
    • Sales of any non-commercially prepared (any food item prepared by an individual) or commercially prepared food item is prohibited in Kilcawley Center.
    • Bake Sale
      • Complete and submit the “Approval Form for Bake Sales” to the University Events Office, First Floor, Tod Hall (330-941-2962). This will allow the organization to schedule space in any building with the exception of Kilcawley Center. Reservation of space must be displayed at the site of sale.
      • Obtain a Bake Sale Permit from the Department of Occupational and Environmental Health and Safety, Room 2046 Cushwa (330-941-3700). Regulations related to bake sales are based on state and federal safety guidelines. The Bake Sale Permit must be displayed at the site of the sale.
      • Sales of commercially prepared food items are permitted on campus with the exception of Kilcawley Center.
    • Sales of Non-Food Items
      • The sale of non-food items (e.g. flowers, balloons) is permitted and no formal approval process is required.
      • Organizations that wish to sell items at a designated location, must reserve space ahead of time. For space in Kilcawley (non-food items only) contact Staff Offices, Kilcawley (330-941-3577). For space elsewhere contact University Events (330-941-2962).
      • Students with questions about the appropriateness of a sale item may contact the Office of Student Activities.
    • Raffles - Organizations/groups shall not hold any activity in the form of a lottery, raffle, or game of chance without securing permission from the Director of Student Activities or designee.
      • A request for raffles, lotteries or games of chance must be submitted to the Office of Student Activities at least two weeks prior to the scheduled events via the Student Organization Raffle Request Form.
      • The request should include details of the raffle, lottery, or game of chance including dates, times, cost of tickets, type of raffle, how the proceeds will be used, the source of the prize being raffled (purchased or donated) and any other relevant information. Organizations must also indicate who will be responsible for handling all money and provide verification that the organization advisor is aware that the raffle is taking place.
      • A written response will be provided to the student organization contact person.
    • Soliciting Funds, Prizes or Donations from Off-Campus or On-campus Donors
      • Prior to solicitation of any off-campus entity, a request for permission must be submitted and approved by the YSU Foundation (330-941-3119). A minimum two weeks is required.
      • Information in the request needs to include donor(s) to be solicited, donation requested, purpose of the donation, and proposed time line.
Section G. Financial Management

YSU Student Organization Financial Management

Student organizations are viewed as legally distinct from YSU. As such, student organizations and their officers are responsible for organization finances and financial records. It is important for each student organization to establish financial controls to limit the risk of mismanagement of organization funds. Financial decisions and priorities for expenditures should relate consistently with the organizational mission and goals. The organization constitution and bylaws should communicate clear responsibilities for the Treasurer which outline the duties and expectations of managing organization finances.

To properly manage organization funds, determine a budget for organization operations, track expenses and membership dues, and maintain the financial viability of the organization, registered student organizations maintain bank accounts outside of university financial systems.

For more information on Financial Management best practices or policies as they relate to student organizations at Youngstown State University, please visit the Student Organization Financial Management Guide.