Chapter 3361:40-3 Student Organizations

3361:40-03-01 Student organizations: policies.

Students have the right to organize, join, and hold office in associations for their common interests. Membership in student organizations shall be open to all students without respect to race, color, religion, national origin, sex, sex orientation, physical or mental handicap, status as disabled veteran or of the Vietnam era, or age, except for religious qualifications which may be required by organizations whose aims are primarily sectarian. All registered student organizations shall have access to university facilities in accordance with university practice.

(A) Registration:

A group or association composed of students is required to register as a student organization with the student organizations and activities office of in order to benefit from the privileges granted groups, as enumerated in the student organizations policies.

(1) Criteria for registration:

(a) The organization must fill a need for students not currently being met by an existing organization on campus.

(b) The constitution of the organization must be consistent with university rules, regulations, or policies.

(c) The constitution of the organization must be consistent with the constitutional standards established by the group's respective governing body .

(d) A registration application with a signed compliance form must be submitted with the constitution and submitted annually thereafter.

(e) All charter members of the organization must be students (full and/or part-time).

(f) The organization must have a minimum of ten student members to qualify for registered status.

(g) The organization must have a university advisor who is a member of the university faculty, staff or administration.

(2) Privileges of registered student organizations:

(a) Cooperation and assistance of staff.

(b) Advertisements and notices in official publications.

(c) Use of university facilities.

(d) Sponsorship of all-university events.

(e) Use of the university name in non-commercial not-for-profit applications.

(f) Scheduling of off-campus speakers.

(g) Sponsorship of fundraising events.

(h) Eligibility for university funding (except political, religious, honorary, fraternity or sorority groups).

(3) Responsibilities of registered student organizations: Registered student organizations, their officers and members shall:

(a) Comply with all laws of the state of Ohio, including but not limited to provisions of the rules of the university of Cincinnati and the code of student rights and responsibilities; this obligation extends to the guests of the registered student organizations.

(b) Engage in sound financial management.

(c) Expend the organization's monies only to further the purpose(s) of the organization and not for the private benefit of officers or members.

(d) Regularly inform the organization's advisor(s) on the program, personnel, and activities of the organization.

(e) Comply with published guidelines (copies of which shall be available in the student organizations and activities office), including but not limited to those regarding:

(i) The request and use of university facilities;

(ii) The conducting of sales, solicitations, or leafleting;

(iii) The sponsorship of programs;

(iv) The solicitation of funds;

(v) The consumption or possession of alcoholic beverages on campus;

(vi) The posting of materials;

(vii) The registration of speakers;

(viii) The use of amplified sound;

(ix) The submission of an application for registered organization status, a financial statement (audit) when requested, and compliance forms.

(f) Comply with the policies in the "Use of Facilities Handbook."

(g) Comply with all standards in the "Student Code of Conduct."

(B) Withdrawal of registration, warning, probation, suspension:

(1) The privileges conferred through registration may be withdrawn for cause which shall include willful or negligent violation of university, state or federal standards, codes or policies.

(2) Registration may also be withdrawn or discontinued:

(a) When an organization fails to carry out its programs consistent with the stated aims and purpose of the organization's constitution;

(b) At the written request of the organization;

(c) When by constitutional provision the group is dissolved;

(d) When an organization does not hold meetings, activities or outings for a period of one academic year.

(3) Registration may be withdrawn, a warning issued, or an organization placed on probation or suspension when appropriate maintenance forms are not filed (e.g., affirmative action, membership report, officer list, financial reports) or if for any reason an organization becomes delinquent as to its obligations as a registered group.

(4) Warning:

A notice to the group that they will be placed on probationary status if specified obligations are not met within a designated period of time.

(5) Probation:

Loss of any or all privileges of registered student organizations. Probation may be for a specific duration after which the status may be reviewed.

(6) Suspension:

Suspension shall involve the permanent, complete withdrawal of all privileges and rights of the student organization. In addition, no suspended group may use or rent university facilities as a non-university group. In order to regain recognition as a university of Cincinnati student organization, the group must register as a new-forming group during a regular registration period the following academic year.

(7) The above actions may be initiated by the student organization's governing board and/or the appropriate administrative unit (e.g. student organizations and activities).

(C) Membership:

(1) Full membership in registered student organizations is limited to persons who are officially connected to the university.

This affiliation must be that of a full or part-time student, faculty, or staff.

(2) Full membership entitles members to full voting privileges.

(3) Honorary membership shall be open to any person desiring such membership, elected to such membership by majority of voting members. (Honorary members cannot outnumber voting members.)

(4) When a student organization, whether national or local, has selective membership (e.g. honor and recognition societies, professional, service, and social groups), the selection of members must be made, regardless of any national practices to the contrary, without reference to race, creed, national origin, or sex orientation.

(5) Membership criteria as set forth in the constitutions of student organizations must meet those as set forth in article six, charter of student rights and responsibilities.

(D) Officer eligibility:

(1) Students, in order to be eligible to hold office in a student organization, must be matriculated, must achieve and maintain a 2.0 cumulative grade point average, and be in good standing with their college. While in office the officer must not have below a 2.0 grade point average for more than one quarter.

(2) Student officers not fully meeting the eligibility requirements will have to relinquish their office immediately upon notification from the student organizations and activities office and/or advisor that they do not meet the academic standard. Replacement of ineligible officers will be conducted according to the organization's constitution.

(E) Finances:

(1) All organizations must anticipate, provide for, and meet promptly their financial obligations or be subject to sanctions by their governing body.

(2) Budgets and expenditures of student organizations that receive university funds must have the approval of the appropriate funding board, i.e., undergraduate funding board, graduate funding governance association, club sports board, etc.

(3) In order to receive funding, student organizations must have a minimum of ten members.

(4) Any student organization wishing to conduct sales, solicit funds, or charge admission to an event must have the approval of the university advisor.

(5) Non-funded student organizations are subject to financial review or audit when deemed necessary. The university's right to audit the financial operation of non-funded groups is based upon the registration granted to them and the privileges that come therewith.

(6) Student organizations that sponsor outside vendors must sign an agreement, along with the vendor stating that the organization will receive a percentage of total sales. Agreement forms are available in the student organizations and activities office.

Replaces: 3361:40-3-01

Effective: 2/17/1998
Promulgated Under: 111.15
Statutory Authority: 3361
Rule Amplifies: 3361
Prior Effective Dates: 3/16/1978, 2/25/1985, 7/25/1988, 11/15/1988

3361:40-03-12 Student organizations: hazing policy.

(A) Philosophy

The university of Cincinnati recognizes that participation in extracurricular activities may significantly enhance the learning and growth experiences of university students. In accordance with state and federal laws, the university shall adamantly prohibit any form of hazing associated with these activities. All student activities, including, but not limited to, student organization membership orientation and initiation, shall be expected to be unquestionable in their purpose and intention. Further, these activities shall support attainment of all purposes stated in the respective student organizations' constitutions.

(B) Policy

Consistent with this philosophy and sections 2307.44 and 2903.31 of the Revised Code, the following hazing policy shall be adopted by the university. This policy shall be complied with by all students, recognized student organizations, university advisors, and any other person or group where the activity involving hazing, whether on or off campus, may affect or interfere with the lawful function of the university.

(1) The laws of the state of Ohio concerning hazing shall be observed.

(2) Hazing shall be defined as participating in or allowing any or coercing another, including the victim, to do any act that creates a substantial risk of causing mental or physical harm to any person. A forced or coerced activity shall also be considered hazing when the initiation or admission into, or continued affiliation with, a university organization is directly or indirectly conditional upon performing that activity. In no event shall the willingness of an individual to participate in such activity serve as a defense in cases of hazing.

(3) Actions and activities which are explicitly prohibited include, but shall not be limited to, the following:

(a) Any activity that creates a substantial risk of physical or mental harm to the individual.

(b) Paddling, beating, or hitting individuals.

(c) Wearing anything designed to be degrading or to cause discomfort.

(d) Depriving individuals of the opportunity for obtaining a minimum of six hours of sleep per day, proper and adequate means, or access to means, of maintaining body cleanliness.

(e) Activities that interfere with an individual's academic efforts by causing exhaustion, or loss of reasonable study time.

(f) Use of drugs.

(g) Eating or drinking foreign or unusual substances, including alcohol or anything an individual chooses not to eat or drink.

(h) Having any object or substance thrown at, poured on, attached to or otherwise applied to the bodies of individuals.

(i) Any activity or game that makes an individual the object of amusement, ridicule, or intimidation or which cause the individual to be degraded or humiliated.

(j) Kidnapping, transporting and/or stranding anyone.

(k) Interrogations or audible stress such as yelling or loud noises.

(l) Activities which are illegal such as theft or public indecency.

(m) Activities which are contrary to the policies and rules of the university.

(C) Procedure

(1) This policy shall be referenced in the university of Cincinnati student handbook, student code of conduct, and the registration packets for all student organizations. The organization's president, with the organization's university advisor, shall be responsible for signing the compliance form which shall be part of the registration process with the student organizations and activities office. Any group not filing a registration packet shall not be given recognized student organization status. The officers shall also communicate this policy to all members and new officers to see that the organization strictly adheres to the policy. Members shall also understand that not only shall the organization be responsible for preventing hazing in any form, but any and all members involved in a hazing violation shall be held personally accountable. Any participants in hazing; the local organization, local directors, trustees or officers who authorized, requested, commanded or tolerated the hazing; and any local officer who authorized, requested, commanded or tolerated the hazing shall be subject to university discipline. The national organization an its officer, and national and local directors or trustees may be subject to civil suits for injury and damages under Ohio law.

(2) Any violation of this policy shall be handled through the student organizations and activities office. A written complaint of alleged hazing shall be filed with this office. In cases involving a complaint against a student group, the student organizations and activities office may refer the complaint to the appropriate governance board, administrative unit or handle the complaint within the student organizations and activities office.

(3) If the local organization is a chapter of a national organization, the student organizations and activities office shall inform the national headquarters of the accusation and of any disciplinary action taken.

(4) The negligence or consent of the plaintiff/victim or any assumption of risk by the plaintiff/victim shall not be a defense to a suit or disciplinary action of the university brought against a violator.

(5) In compliance with rule 3361:10-17-02 of the Administrative Code, the student organizations and activities office shall report possible violations of that state hazing laws to civil authorities for prosecution. Hazing is a criminal offense in Ohio.

(6) Sanctions that may be imposed for the violation of this policy include but shall not be limited to:

(a) For student organizations, a warning may be served, a fine may be levied, the organization may be placed on probationary status, or the organization may be suspended.

(b) For individual students, sanctions shall include reprimanded, probations, suspension, dismissal or other disciplinary sanctions, as contained in rule 3361:40-5-05 of the Administrative Code.

Replaces: 3361:40-3-12

Effective: 7/8/2014
Promulgated Under: 111.15
Statutory Authority: 3361
Rule Amplifies: 3361
Prior Effective Dates: 12/21/1990