Student Organizations: Their roles and responsibilities

Student organizations are a vital component of the campus community. These clubs, teams, and organizations sponsor activities, and teach skills that improve your experience as a student, and enrich the University environment.

This video includes vital information regarding:

• Registered Student Organizations
• Student Organizations - Responsibilities
• Liability
  • Mission
  • Benefit and Control
  • Agency Status
• Special Events
  • Special Event Issues: Security, Food Services and Health Insurance
• Alcohol
• Hazing, Vandalism & Theft
• Use of University Vehicles
• Advisors
  • Advisors - Liability Issues

Registered Student Organizations

A Registered Student Organization is a campus based group that has registered with the student organization office in order to be eligible for certain privileges and access to University facilities.

• First step, approval by the University Segregated Fee Allocation Committee
• Funding is then reviewed and is subject to final confirmation

Student Organizations - Responsibilities

• Conduct of all organizational activities must be in accordance with Federal, State, and local laws, the University of Wisconsin System, and the local campus.
• Complete all requirements for University recognition and annual renewal.
• Communicate with an advisor on a regular basis.
• Draw up a constitution or purpose statement, elect officers, and present the names and documents to the campus student organization office.
• Create an inclusive environment that allows all students to participate, and contributes to the learning process in a positive manner.
• Consider creating a Risk Manager role in the student organization (See Appendix A - Sample Position Description).

Liability

Liability is a legal obligation, incurred by an individual or group, resulting from injuries to a third party or damage to their property.

• Are your members, or other individuals attending your organization's functions covered by liability insurance?
• Is there a need to supply coverage?
• If no coverage exists, is your organization, or its officers exposed to possible lawsuits?

• Mission
• Benefit & Control
• Agency Status

Mission

• University of Wisconsin System Mission
• Campus Mission
• Organizational Mission

• Provide an academic education, along with life, and diverse cultural experiences that produce a well rounded, educated individual who is a benefit to society.

• Degree programs
• Type of academic environment
• Activities that should be promoted
• The extent the campus should reach out to the community

• Describes why your organization exists. It is often the first statement in your constitution, and defines the purpose of your organization.

Benefit and Control

• Provide an economic benefit to the University.
• Enhance the community outreach goals of your campus.
• Help realize the academic and student development goals of the university.
• Your student organization office can clarify activities that benefit the University.

• The University must officially recognize the organization.
• The program, event or activity must fall within the mission statement of the organization.
• The organization must have an advisor.
• The activity must be in conformance with University policies, Municipal, and State laws.
• Members of the organization do not have signature authority to enter into contracts.

Agency Status

• Acting as agent of the University.
• Activity must meet the mission of the University.
• Agent follows established rules and regulations of the University.
• An advisor is actively involved with the student organization.

• Each participant will assume all of the risk and responsibilities that their involvement may entail.
• Releases and discharges the University of Wisconsin System employees, and members of the student organization from claims of damage
• Language on hold harmless agreements may be obtained from the campus Risk Manager. (See Appendix B for sample hold harmless agreement).

Special Events

• Monitor behavior and assist guests at the event.
• Ensure that performers or presenters abide by the terms of their contract.
• Abide by all university policies.
• Work cooperatively with building, campus and food service personnel.
• Adhere to agreed opening and closing times for the event.
• Take responsibility for selling tickets, or otherwise controlling admission.
• Have sufficient insurance coverage for the event if necessary.

• The Student Organization and the Board of Regents of the University of Wisconsin System, its officers, employees, and agents must be named as additional insured parties.
• Commercial General Liability policy.
• Must carry the minimum coverage applicable for the event.

Special Event Issues:

Security, Food Services and Health Insurance

The University does not provide health insurance coverage for injuries resulting from a student organization event.

• Check specific campus policy to determine requirements for preparing and serving food and event security.

Alcohol

• Possession of alcoholic beverages on university premises is forbidden except as expressly permitted by the Chancellor.
• Service of alcohol is governed by the Responsible Beverage Act
• Underage drinking is expressly forbidden.
• It will be virtually impossible to make a case that the event benefits the mission of the University.
• Opens up the possibility of civil or criminal charges against individuals or the organization.
• State and federal laws prohibit the resale of alcoholic beverages for profit without a license.

Hazing, Vandalism & Theft

Hazing can lead to expulsion for individual students, loss of university recognition for your organization, lawsuits and jail time.

What is hazing?

• Any action or situation on or off campus that is meant to intentionally produce mental or physical discomfort, embarrassment, or ridicule to an individual, or individuals.
• Any activity which does not contribute to the positive development of a person; inflicts physical or mental harm, demeans, degrades or disgraces an individual or endangers a student who is seeking admission to an organization.

Use of University Vehicles

• University vehicles may only be used by student organizations for approved purposes related to the System, campus and the organization mission.
• All drivers must have approved motor vehicle authorization under requirements established by the University prior to using a university-owned vehicle.
• The student organization advisor, must sign the driver authorization form.
• Students and volunteers who drive a 12 to 15-passenger van must be van certified.

Advisors

• Advisors may be involved with an organization for a number of years, and thus provides continuity, teaching new students about the history and tradition of the organization.
• Advisors help to improve the operation and effectiveness of the group and help the organization progress toward its goals.
• Advisors help plan activities that contribute to educational development, while enriching campus life by fulfilling the club's mission.
• Advisors should have a letter of appointment in their personnel file (See Appendix C for sample Advisor letter).

Advisors - Liability Issues

• Signature authority to authorize payment of debts.
• Advisors should check with the student organization office on their campus regarding signature authority for contracts.
• Express their concerns directly to the organization in writing, and send a copy to the campus student organization office.

Sources for Additional Information:

The University encourages students to form and actively participate in student organizations. These groups, clubs and teams are what make the University of Wisconsin a community, and fulfill our mission to produce well-rounded, intelligent individuals who are a benefit to their communities and to society as a whole. Again, if you have questions you should contact your Student Organization or Risk Management office.