Policy on the Registration, Conduct, and Discipline of Recognized Student Organizations

Policy Statement

The Student Association has adopted the following policy on the standards and procedures for recognized student organizations at the University of Wisconsin-La Crosse (Spring, 1995).  This policy includes procedures for registration, conduct, and discipline.  The policy acknowledges the need to preserve the orderly processes of the University with regard to its teaching, research, and public service mission, as well as the need to observe the students' and recognized student organizations' procedural and substantive rights.  The Student Association, via the Student Organizations Committee, subject to approval by the Chancellor of the University of Wisconsin - La Crosse, shall be responsible for revisions of this policy.  The Student Activities Office is responsible for distribution of updates.  Current updates can be obtained at 212 Cartwright Center.  (Note:  The procedures for registering student organizations and the code of conduct for student organizations in this Policy apply to all UW - La Crosse recognized student organizations.  The disciplinary procedures apply to all student organizations.  Social fraternities and sororities are also subject to the registration requirements and the conduct rules of their governance groups: Panhellenic Council and Interfraternity Council.

Definitions

1.  Chancellor means the Chancellor of the University of Wisconsin - La Crosse, or designee.
2.  Organizations Committee means the student/faculty/academic staff committee on student organizations as established by the Student Association.
3.  Director of Student Activities and Centers means the Director of Student Activities and Centers of the University of Wisconsin - La Crosse, or designee.
4.  Disciplinary Sanction means any action affecting the status of a recognized student organization as a recognized student organization that is imposed in response to the organization's misconduct.  The term includes disciplinary warning, probation (including denial of specific University privileges), financial restitution, suspension or expulsion.
5.  Event(s) means any activity sponsored, co-sponsored, or organized by a recognized student organization.
6.  Expulsion means the termination of a student organization's status as a recognized student organization.
7.  Financial Records means account statements, checking and savings records, and all other records of receipt or payment of funds from any source of organization funds.
8.  Primary Contact means the designated leader of the recognized student organization as listed on the group's registration form.
9.  Probation means that the recognized student organization is permitted to remain registered only upon the condition that it complies with all university rules and regulations and with other standards of conduct which the organization is directed to observe for the duration of the period of the probation.  Probation may include the suspension of some of the organization's rights.  Probation may not exceed two semesters in duration for any given misconduct, except that violation of probationary conditions may be cause for extension of the probation for no more than two additional semesters or for suspension of some rights.
10.  Recognized Student Organization is an organization that has completed the recognition procedure through the Student Organization Committee and has received full recognition and has filed all appropriate registration forms with the Office of Student Activities and Centers.
11.  Student, for the purpose of this Policy, means any person who is enrolled for study at the University of Wisconsin - La Crosse for the current academic period.  A person shall be considered a student during any period which follows the end of an academic period which the student has completed until the first day of classes for the next succeeding academic period, except that a student from the spring academic session, who is not attending any summer session, shall remain classified as a student, for purposes of these regulations, until the first day of classes for the succeeding fall academic period.
12.  Student Association Leader means the head of the UW - La Crosse Student Association's Executive Branch, or designee.
13.  Student Court means the UW - La Crosse Student Association's Judicial Branch.
14.  Suspension means a temporary loss of some or all of a recognized student organization's rights for a specified period of time, not to exceed two years.  Upon completion of the period of suspension, the organization needs to complete the recognition procedure through the Student Organizations Committee.

Registration Procedures for Recognized Organizations

1.  The procedures for registering a registered student organization will be monitored and updated by the Student Organizations Committee, in consultation with the Director of Student Activities and Centers.
2.  Registration of forms will be accepted and maintained by the Office of Student Activities and Centers.
3.  Registration forms will include a statement of understanding, that all primary contacts must sign, to the effect that the recognized student organization understands and agrees to abide by this Policy on the Registration, Conduct, and Discipline of Recognized Student Organizations; this shall include an assurance that the recognized student organization is in compliance with the anti-discrimination procedures as outlined in the Code of Conduct.  Any organization that does discriminate must describe the nature of the discrimination, in writing, and the exception recognized by law that the organization claims allows this discrimination.
4. Registration forms must be completed in their entirety by October 1 of each fall semester and updated upon any changes in primary contact person or advisor; when accepted by the Office of Student Activities and Centers, the organization's registration is complete.  Organizations that do not register by October 1 will be unable to reserve University facilities.
5.  The Student Organizations Committee will retain oversight of all recognized student organizations to assure compliance with these regulations.
6.  The registration of recognized student organizations is an annual process, with the registration period being the current academic year, which is usually from September to August.
7.  The registration of a recognized student organization will remain in effect until the first class day of the following academic year, unless the organization is subject to disciplinary sanction revoking such status.

General Requirements of Recognized Student Organizations

1.  A recognized student organization may not discriminate on the basis of age, race, creed, color, handicap, sex, sexual orientation, developmental disability, national origin, ancestry, marital status, arrest record, or conviction record unless pursuant to an exception recognized by law.  2.  A recognized student organization that violates federal, state, or local laws shall be liable in the appropriate courts and is not exempt from disciplinary action under this Policy.
3.  A recognized student organization can be liable for disciplinary action as a result of actions of individual members of the organization while representing the organization.
4.  Recognized student organizations using University facilities must observe the provisions of any contract issued for use of a particular facility and must follow University policies governing the use of its facilities.
5.  A recognized student organization may use University facilities for events that are primarily for University students and employees.  Publicity for such events must comply with campus publicity guidelines.  Copies of the Campus Publicity Guidelines are available in the Student Activities Office, Room 212 Cartwright Center and at the following website: http://www.uwlax.edu/uc/documents/PublicityGuidelines0708.pdf.
6.  A recognized student organization shall be responsible for all activities and/or damages at any event.  A recognized student organization must exercise reasonable precaution to insure that its events, and agents acting on its behalf, do not cause damage to the property of students, University employees, other organizations, or the University; do not harm or constitute a serious danger to the personal safety of students or University employees; do not obstruct or seriously impair University-run or University authorized activities; and do not violate provisions of the University of Wisconsin System Administration Code, Chapter UWS 18, as shown electronically on the Eagle Eye.
7.  A recognized student organization will be subject to disciplinary action if it organizes, sponsors, cosponsors, or in any way coordinates an event with any recognized student organization that has been prohibited from participating in that type of event or which has had its status revoked.
8.  Recognized student organizations are accountable, through their primary contact, officers, faculty/staff adviser, and other designated representatives, to the University.  Where an organization's primary contact, officers, faculty/staff adviser, or other designated representatives makes a knowingly false statement, either orally or in writing, to any University employee or agent, including the Student Organizations Committee and Student Court or a person conducting an investigation under the provisions of this Policy, on a matter relating to the activities of the organization or its members, the organization shall be subject to discipline.
9.  Recognized student organizations shall be subject to disciplinary action for non-compliance with University alcohol beverage regulations, state statutes, and city ordinances regarding possession, consumption, and sale of alcohol beverages at any event, and also for verified instances of underage persons consuming or possessing an alcoholic beverage, or other violations of any of the above rules at any event.
10.  Recognized student organizations can hold closed meetings for the purpose of peer counseling sessions or for other purposes if attendance is limited to current members.  If such a meeting is publicized, it must be clearly labeled as limited to members only.

Rights of a Registered Student Organization

As a University of Wisconsin - La Crosse recognized student organization, a student group may:

1.  Use the name of the University of Wisconsin - La Crosse to identify the group's affiliation.  When using the name of the University, the student group must clearly identify itself as a registered student organization.
2.  Reserve and use those University facilities in Cartwright Center and elsewhere that are available for non-instructional use;
3.  Take advantage of services and programs developed for registered student organizations by the Office of Student Activities and Centers, the UW - La Crosse Student Association, etc.;
4.  Be placed on official list of registered student organizations; and
5.  Participate in services or events in University facilities that are announced as open to all recognized student organizations.

Disciplinary Procedures

1.  A complaint that a recognized student organization has violated any provision(s) of student organization policies must be submitted in writing to the Director of Student Activities and Centers, and must include a statement of the facts upon which the allegation is based.  The written report shall be signed by the complainant(s) specifying the following:

a.  a detailed description of the violation(s) including the date, time, place, circumstances, and the names of witnesses to the alleged incident,
b.  name(s) of the organization(s) involved in the alleged violation(s),
c.  name(s) of the individual(s) involved in the alleged violation(s), and
d.  name(s), address(es), and phone number(s) of the complainant(s).

2.  The Director of Student Activities and Centers will promptly forward a copy of the complaint to the Chair of the Student Organizations Committee.
3.  The Chair of the Student Organizations Committee, in consultation with the Director of Student Activities and Centers, shall file a formal complaint seeking discipline of the recognized student organization.  The complaint shall be filed with the Student Organizations Committee.
Note:  The Student Organizations Committee shall serve as a hearing body to recommend to the Chancellor findings of fact, conclusions and disciplinary sanctions.  The Student Organizations Committee shall adopt hearing procedures that provide the complainant(s), organizations(s) subject to complaint, and the student court, opportunities to be heard.
4.  The Chair of the Student Organizations committee, in consultation with the Director of Student Activities and Centers, may at any time resolve a complaint by mutual agreement with the recognized student organization for the imposition of discipline; the agreement must be confirmed by the Chancellor before it becomes effective.