Student Organization Policies

Hazing

Initiation Practices Policy/Statement on Anti-Hazing ALL organizations, clubs, teams or groups of students that either, (1) require an initiation process or (2) are perceived as functioning as an organized entity, must abide by the following rules and regulations when (1) developing a program by which persons become members of the organization or (2) interacting with other individuals—group members or otherwise.
The university believes that an effective group is nurtured in an atmosphere of social and moral responsibility, respect for duly constituted authority and loyalty to the principles of higher education. While social behavior cannot be legislated, a group of individuals without morally sound precepts and practices is not a constructive influence on the university community.

Any perceived group has a solemn obligation in the development of its associated members. This responsibility extends alike to the host organization (if applicable), parents and others who make possible the education of these members for good citizenship, as well as the university of which the group is a part.

Despite the fact that much progress has been made, one of the most damaging instruments to groups of students is the employment of a program or activity that includes hazing. This unproductive, ridiculous and hazardous ‘tradition’ has no rightful place in any university setting.

The university defines hazing as any activity or situation intentionally or unintentionally created, with or without consent, whether on or off university premises, which (1) endangers the mental or physical health of the participants, (2) produces physical discomfort, (3) subjects the individual to embarrassment, harassment or ridicule or (4) creates excessive fatigue or physical or psychological shocks to the individual.

1. Anti-Hazing Rules and Regulations:
   1. All group activities will be non-alcoholic in nature for new, current and alumni members who are involved, with the exception of pre-authorized, carefully regulated BYOB events, which follow the BYOB policy.
   2. No person shall engage in an activity that involves compelling a person to remain at a certain place or transporting someone without his or her knowledge or consent.
   3. Chairings, “poling,” “pledge walks” or other similar “traditional” activities, involving any person (new, associate member, member, affiliate, guest), are not permitted at any time.
   4. No member-related activity shall be required of any person (new, associate, member, affiliate, guest) between the hours of 11 p.m. and 8 a.m..
   5. In cases where member-related activities are carried out in a campus residence hall or house, the Residence Life staff responsible for that particular building/area must be made aware of the activity prior to the event. (This can be done via Event Registration Forms)
   6. A recognized organization/club/team must submit a member program/calendar to the university upon request.
   7. Any willful destruction or removal of public or private property is prohibited.
   8. Member-related activities should be kept within properly reserved space, and generally should not be conducted in “public,” unless of a service/volunteer nature.
   9. All associate/member activities must end two weeks prior to the final exam period.
   10. Actions and activities which are explicitly prohibited include but are not limited to the following:
       1. Activities interfering with scholastic activities or participation in other university events;
       2. Total nudity at any time or dress which is inconsistent with weather conditions;
       3. Dropping food into mouths or the forced consumption of any food, alcohol, drug or other substance;
       4. Paddle swatting, beating, whipping, branding or any brutality of a physical nature;
       5. Waking individuals during the night, therefore depriving the individual of sleep and causing less than eight continuous hours of sleep any given night;
       6. Creating excessive fatigue, requiring calisthenics, physical or psychological shocks, quests, treasure hunts or scavenger hunts;
       7. Kidnapping, transportation or stranding of individuals (e.g., “road trips”);
       8. Assigning activities that would be illegal or might be morally offensive to the individual, including pranks such as stealing, “panty raids” or harassment of another organization;
       9. Assigning a task of servitude, including errands, clean-up activities, etc.;
       10. Partaking in verbal abuse of any kind including “line-ups” and berating individuals;
       11. Requiring members to publicly wear apparel that is conspicuous and not normally in good taste, including the carrying of items such as paddles, canes, etc.;
       12. Engaging in public stunts and buffoonery;
       13. Forcing exclusion from social contact;
       14. Forcing conduct that could adversely affect the mental health or dignity of the individual.
       15. For purposes of definition, any activity described in this policy upon which the initiation or admission into, affiliation with or continued membership in an organization is directly or indirectly conditioned shall be presumed to be “forced” activity, the willingness of an individual to participate in such activity notwithstanding.
       16. In Pennsylvania, any person who causes, participates in or willingly allows hazing can be charged with a third degree misdemeanor.
2. Posting Policy: The following rules and regulations govern the display of signs, posters, notices and banners affixed on university-owned or -operated property.
   1. A recognized student organization or university department must sponsor any promotional materials posted on campus. The sponsoring group must be identified on the posted material.
   2. Items related to student government elections are presumed to be associated with SGA, however the individual candidate is personally responsible for their own postings.
   3. Any written promotion for events sponsored by commercial establishments is forbidden unless authorized by the Dean of Student’s office.
   4. Promotional materials may be placed only on bulletin boards or designated posting areas. Signs or posters shall not be placed on any door or glass area of the university, including windows, doors or partitions and may not be affixed to wood-finished or painted surfaces of any kind. Materials may not be placed over existing postings.
   5. All items must indicate an event date or expiration date. Organizations or individuals are responsible for the removal of materials when they are outdated or no longer relevant.
   6. Masking tape must be used to affix signs and posters. The use of thumbtacks or staples is permitted only on cork-type bulletin boards.
   7. Any notices, publicity, etc., which are applied in such a way (i.e., paint, ink, chalk, spray fixative) so as to deface any campus building, sidewalk, lawn, tree or structure are prohibited.
   8. Mass distribution of promotional materials through the campus mail system must meet the following requirements:
      1. A request is made and approved by the mailroom supervisor.
      2. The organization supplies helpers to stuff mailboxes.
      3. The organization makes an effort to clean up any mess in the Campus Center corridors caused by the mass mailing.
   9. The use of airdrops or placement of materials on windshields is prohibited.
   10. Unauthorized materials depicting or announcing activities at which alcohol is consumed are prohibited.
   11. Commercial advertising may be placed only on the designated posting areas in the east stairwells of the Degenstein Campus Center with permission from the Director of Campus Activities.
   12. Non-commercial posters or notices are not to be removed from the bulletin boards or designated posting areas unless they are outdated, no longer relevant or there are multiple notices of the same event in the same location.
3. Organizational Shared Responsibility: All organizations, clubs, teams or
   groups of students who are perceived as functioning as an organized entity, will be held responsible for the behavior of their affiliates (including current students, alumni or guests), particularly when their actions evolve from or are in any way related to their association with or activities of that group. Affiliates of a group or perceived group who act in concert to violate university or state regulations may be given joint responsibility for such violations. Affiliates of a group or perceived group that condone or encourage behavior that violates university or state regulations may be given joint responsibility for such violations.
4. Organizational Governance and Membership: Students are expected to know
   and abide by the regulations governing student organizations/groups including, but not limited to, groups recognized by the Student Government Association (SGA), Greek Organizations, athletic teams/clubs and national honor societies/clubs. Failure to abide by these regulations may result in judicial actions. Accepting membership into an organization that is currently not eligible to recruit new members, due to the group's suspension or withdrawal of recognition, is a violation, and any individual found responsible for such affiliation will be held accountable.
5. Student Organizations
   Program Guidelines for Campus Activities
   
   1. Contracts
      Susquehanna University does not accept financial responsibility for contracts negotiated by students individually or as representatives of student organizations. Any student organization contemplating a contractual agreement is urged to confer with the Director of Campus Activities prior to finalizing and signing a contract.
   2. Date Reservation
      All co-curricular activities must be scheduled on the master calendar in the Campus Activities Office. This is necessary so that conflicts can be avoided in facility/resource usage. Because the printed University Calendar, the Calendar of Public Events, The Crusader and other publicity depend upon the Campus Activities Office for accurate information concerning co-curricular programs, it is essential that the information the office receives be as accurate and complete as possible. Programs will be scheduled in accordance with the following policies:
      1. All requests must be submitted in three working days prior to the event using the request form. For all student-sponsored social events, the names of two persons (preferably officers or program chairs and the advisor of the sponsoring organization) who assume responsibility for the event and will be present for the entire event must be listed on the scheduling form.
      2. All events held on campus must be sponsored by a recognized student organization or university department or the event will be treated as a non-university sponsored activity and contracted as such.
      3. Permission for events can be denied for just cause by the Director of Campus Activities. Valid reasons may include conflicts with other activities, inappropriate nature of the event or other circumstances.
      4. The person who schedules the event is responsible for notifying the Campus Activities Office as soon as it is known that an event is to be canceled.
      5. The Crusader newspaper must receive all promotional information no later than Tuesday at 4 p.m. for the event to be included in that Friday's edition.
      6. A current activities calendar is available on the university Web site. Additions, changes and cancellations must be reported to the Campus Activities Office as soon as possible to avoid dissemination of incorrect information.
      7. Any scheduling conflicts, problems or questions should be referred to the Director of Campus Activities who has final authority for all scheduling issues.
   3. Decorations
      Campus facility users should consult the Director of Campus Activities and/or the Coordinator of Events and Services for Campus Activities before proceeding with any decorations related to short-term use of non-academic facilities. For safety reasons, only university staff may install electrical equipment, whenever and wherever needed, and they will see that these installations are removed and stored after each event. In addition, glitter is not permitted in any university facility, and all hung decorations must meet the Posting Policy guidelines.
   4. Funding Information
      1. General Information: Student organizations are required to maintain their funds in university “agency” accounts through the university accounting system for organizational expenses. There is no charge for processing transactions, writing checks, monthly statements, etc. All balances at year-end carry over into the following fiscal year. Monthly reports are provided to the organization's Treasurer or faculty advisor by the Controller's Office. It is the organization's responsibility to understand the transactions that have been posted into their accounts and to inform the Controller's Office of any changes to the account(s), including the naming of a new treasurer.
      2. Purchasing Procedures: Some local merchants will allow items to be charged to student organizations if the purchaser shows identification and signs a receiving document. The vendor should send the resulting bills directly to the organization's treasurer and not to the Business Office or Accounts Payable. Both the organization's treasurer and the faculty advisor must approve payment of the bill by signing a properly completed check request form, available in the Controller's Office in Selinsgrove Hall. All purchases over $300 require the prior approval of the University Treasurer on a University Purchase Order. These forms are also available in the Controller's Office. Resulting vendor bills should also be sent directly to the organization's treasurer for verification that the goods or services were received. They are then to be forwarded to Accounts Payable with a completed check request form that includes the PO number. Since both the organization's treasurer and the faculty advisor sign the PO, the organization's treasurer's approval for payment is sufficient on resulting invoices.
      3. Check Requests: Checks are prepared from properly completed and approved check request forms stapled to invoices or other supporting documentation. Required information includes the 5-digit agency account number and a 4-digit expense sub-code, the amount to be paid, check delivery/pick up options and approvals. Listings of appropriate expense sub-codes are available for reference in the Controller's Office and from the Director of Campus Activities in the Campus Center. Properly completed requests received at Accounts Payable prior to 4 p.m. Tuesday will result in checks being available on Friday for pick up in the Controller's Office or mailing according to the instructions on the form. Please note that as a matter of policy, checks cannot be drawn on accounts with insufficient balances. Therefore, groups should be certain that appropriate funding has been credited into their agency account prior to the time they need expense checks. Funds can be deposited directly through the Business Office or transferred between agency accounts using a preprinted journal entry form, available from the Controller's Office or the Campus Center. Note that these check request forms are not to be used for payments for services by those on the university payroll; as such payments must flow through the Payroll Office. Any questions regarding organizational accounts should be directed to the University Controller at x4125.
   5. Fundraising Regulations
      Susquehanna University recognizes the need for officially recognized student organizations to raise funds to supplement what is allocated to them by SGA from the campus activities fee. Individuals, businesses or groups not affiliated with Susquehanna University or Susquehanna groups which are not officially recognized are prohibited from selling products or services and from raising funds on-campus unless they have been contracted as an outside vendor for the DCC lower level display area.
      1. The following is a set of guidelines for planning and implementing fund-raisers on campus:
         1. Student groups planning to engage in fund-raising efforts in which fellow students, faculty and staff are the persons from whom the funds are raised must register their activity with the Campus Activities Office (via the event reservations form). Included in this category would be on-campus events for which admission is charged, the sale of goods or services and direct solicitation for worthy causes.
         2. University organizations selling products need to adhere to these additional guidelines:
            1. Items must be reasonably priced, represent a fair deal for purchase and be quality products.
            2. Items must be in good taste and should not be messy, loud or offensive to the general public.
            3. If items directly compete with the Campus Bookstore or ARAMARK food service, clearance must be obtained from the supervisors of those operations.
            4. Items that are prohibited on campus (i.e., drug paraphernalia, candles, incense, etc.) may not be sold or distributed.
            5. No fund-raising activity may involve the solicitation/ completion of a credit card application. As a result of a vote by SGA in fall 1999, credit card vendors are not permitted to actively solicit on campus.
            6. If necessary, organizations raising funds for charity are required to provide evidence to the Campus Activities Office that the funds were received by the charitable organization at the conclusion of the event.
            7. Limited storage space, for student organizations, is available in lockers near the 24-hour computer lab in DCC. Keys may be kept at the Information Desk for group members to check out as needed. Storage for group items may not be kept in the Campus Activities Office unless authorized by the Director of Campus Activities.
         3. Locations for fundraisers:
         4. Degenstein Campus Center: Fundraisers are allowed in the vendor table/lower level display area upon receipt of an event confirmation form from the Campus Activities Office. Space is limited to no more than six display tables and the duration of a group's reservation of this space is at the discretion of the Office of Campus Activities.
         5. Residence halls: No fundraising/soliciting may be conducted in the Residence Halls without written approval of the Department of Residence Life. Limitations may be applied to groups wishing to fund raise in the residence halls beyond those described in this policy.
         6. Academic buildings: Fundraisers are not allowed in any building that is designated primarily as classroom space. The Academic Deans may grant exception to this rule as deemed appropriate.
         7. Other campus facilities & grounds: Contact the Director of Campus Activities for restrictions on other areas of campus beyond those listed above.
         8. All recognized student groups must abide by these regulations. Organization representatives must meet with a member of the Campus Activities staff to review these policies, if necessary. The organization representative and the organization's advisor may be required to sign a statement that holds them responsible for compliance with such guidelines. If these guidelines are violated in any way, the Director of Campus Activities may deny future fund-raising privileges for that particular organization for a period not to exceed one year.
   6. Guest Speakers & Program Philosophy
      1. Philosophy: Susquehanna University affirms open inquiry and free discussion as necessary provisions for freedom to learn and for educational development. Therefore, a recognized student organization or faculty or administrative unit may invite any speaker or performer to campus. With this freedom goes the responsibility to prepare adequately for the event so that it is conducted in a manner appropriate to the academic community.
      2. Guidelines
         1. All publicity must clearly identify any and all sponsors of the event.
         2. The sponsoring group should make clear to the public that the views expressed by their guest speaker(s) do not necessarily imply approval or endorsement either by the sponsoring group or by the university.
         3. An opportunity should be provided for questions and statements of opposing views. Also, any speaker who is a guest of the university is entitled to a courteous hearing regardless of his or her position.
         4. Appropriate scheduling arrangements must be made through the Office of Campus Activities.
         5. The sponsoring group has the responsibility for hospitality (i.e., housing, transportation, meals, entertainment) when a guest speaker or group is invited to campus. When an honorarium and expenses have been promised, a check for this amount should be ready before the guest leaves the campus.
         6. As a matter of courtesy, the sponsoring group has the responsibility of notifying the President and/or the Academic Vice President of any guest speaker at the time of scheduling, and before final arrangements are completed.
   7. Facility Usage Responsibilities
      Groups utilizing university facilities for program and meeting purposes are responsible for returning the space to its original condition after the program:
      1. Decorations and trash removed.
      2. Tray meal rubbish returned to dining hall.
      3. Floors clean if anything has been spilled.
      4. Furniture reset in original set-up.
      5. Windows closed.
      6. Lights out.
   8. Room Scheduling
      All university buildings and facilities are available for general university, faculty or student use at times and in any ways that do not interfere with the curricular use for which the facility is provided. Any event, meeting or rehearsal that is not included in the regular class schedule must be reserved in advance through the Campus Activities Office.
   9. Bulletin Boards and Display Cases
      Campus organizations and individual students are encouraged to use the bulletin boards located around the campus to publicize campus activities and all members of the university community are urged to read these announcements. Certain bulletin boards are designated for specific purposes. A variety of focus areas are available in the east stairwells of the Degenstein Campus Center including: clubs and organizations, athletic notices, academic notices, Career Services, student alumni association, campus events and want ads. Posters should be placed only on bulletin boards or designated posting areas. Posters placed on walls, doors and windows will be removed/relocated. Please see the complete posting policy listed under point b of 8. Office of Campus Activities. Each display should be limited to 10 days or less to allow maximum usage of the case throughout the year. The sponsoring group/department must be identified as a part of the display materials.
   10. Lower Level Display Tables & Vendor Policy
       Display tables, located on the lower level of the Campus Center, must be reserved during the academic year by departments or organizations through the University Scheduler. Each table usage should be limited to one week or less to allow maximum usage of the tables throughout the year. The sponsoring group/department must be identified as a part of the display/sales table. Off-campus vendors may contract for the use of the display tables during the academic year through the University Scheduler. Vendors will be charged rental fees and must provide proof of insurance as part of the contract process except where the vendor is being sponsored by a student organization as a fundraiser for the student group. As a result of a vote by SGA in fall 1999, credit card vendors are no longer permitted to utilize the display tables and may not be used as a source for fundraising by campus groups. Merchandise which makes direct reference to alcohol and drug usage, items that make reference to suspended or former Greek organizations or any items that may be offensive to the general public may not be displayed. Items which are prohibited on campus (i.e. drug paraphernalia, candles, incense) as stated in this Student Handbook may not be sold by either on-campus groups or off-campus vendors.
   11. Recognition of Organizations
       In order to become a recognized organization eligible to receive funds from the Student Government Association and to hold meetings in campus facilities, new groups must:
       1. Conduct an open all-campus meeting inviting participation,
       2. Hold at least one organizational meeting,
       3. Draft and approve a constitution,
       4. Obtain the signatures of at least five full-time students interested in joining the club,
       5. Elect a president and treasurer and obtain a faculty or staff advisor.
       6. Submit all of this information to the Student Government Association for approval by the Senate. Recognition may also be pursued through the SUN, Chapel, Inter-fraternity, Panhellenic or Diversity Councils.
       7. After receiving approval, the organization must register with the Office of Campus Activities. Constitutions from clubs must state the purpose for the organization, the reasons such a group would be beneficial to the campus community and how the group will contribute to the educational mission of Susquehanna. No group may discriminate on the basis of race, color, religion, national or ethnic origin, age, sexual orientation or gender, and a non-discrimination clause must appear in the Constitution. Members of clubs such as the outdoors club, rugby club, etc. may be asked to sign a waiver of liability form before participating in club activities.
          NOTE: The recognition of Greek social organizations is addressed in the Fraternal Organization Recognition Document (FORD), a copy of which can be obtained from the Office of Campus Activities.
          For further specific information regarding the formation and recognition of campus organizations, check SGA guidelines or see the Director of Campus Activities.