Regulations for Student Organizations

Organizational Procedures
Each student organization is required to have at least one faculty advisor. The first step in starting a club is to pick up a Petition for Student Organization from the Dean of Students Office or the Student Government Office. The petition with 20 student signatures is to be submitted to Student Government (LSF 132) along with a club constitution. Following submission of the petition, a member of the potential club must be present at a Student Government meeting in order to be recognized as an official club. From here, the recommendation to recognize the club is passed on to the Director of Student Activities/Athletics and the Dean of Students for final approval.

Guests and Chaperones
Organizations are encouraged to use social functions to invite faculty and staff members, parents, and community residents as guests. Such events may serve as an informal basis to establish good faculty, student, and community relations. Guests should be invited well in advance and be given complete information in writing. Students should specify whether wives, husbands, families, and escorts are included in the invitation. All functions must have two chaperones; one must be a faculty or administrative staff member. The second person must be someone other than the spouse of a student. Undergraduate students may not serve as chaperones.

Chaperones are responsible for working with the officers of a group to keep good order, proper conduct, and adherence to university regulations. The chaperones should call any violations to the attention of the responsible student officer, who should see that the matter is immediately remedied. Serious violation should be reported to the Dean of Students Office (LSF 103).

Finances
All student organizations are required to handle their financial affairs through the Finance Office (SWRZ 127). The following regulations are in effect for organizations in handling of finances:

• Each organization shall prepare, in advance, a budget for the school year in accordance with the procedures outlined in the Manual for the Administration of Purdue University Regional Campus Activity Fee and Athletic Fee Funds (April 1, 1977). General financial procedures, including receiving and disbursing of funds, are to be made in accordance with policies and procedures as prescribed by the Finance Office.

• All financial records are to be kept complete and current by the responsible student organization officer. Financial records may be requested at any time for audit purposes by the Chancellor, Finance Office, or the Dean of Students Office.

• Tickets for all events to which an admission fee is charged are to be secured through the Finance Office (SWRZ 127). The Director of Purchasing is to be consulted before services are solicited. All contracts entered into by organizations are to be approved by the Vice Chancellor for Business and Administrative Services. For the purposes of giving full publicity to all financial matters of student organizations, their officers and the university, a financial report of student organizations if published annually showing receipts, expenditures, and balances of each organization's treasury.

• Financial Responsibility of Student Organization Members - Student organizations are responsible for their own affairs. Failure of any members to account for cash received and expended, or other property entrusted to him as a member of the student organization shall result in referral to the Dean of Students for appropriate action.

Student Service Fee Committee
A Student Service Fee Committee composed of three students recommended by the Student Government, two administrators, and two faculty members shall review all student activity budgets recommended by the Student Government. It is the duty of this committee to establish a continuum form fiscal year to fiscal year and to see that all recommendations are financially sound in light of the purposes of the university.

Space and Calendar
All events taking place in university buildings must be scheduled and the appropriate room space reserved. This is true for both academic and non-academic activities. Therefore, student organizational social events and events with speakers must be scheduled five days in advance in the Registrar's Office (SWRZ 40) and/or the Activities/Athletics Office (LSF 103A).