2012-2013 Student Organization Policies
3.1 General Standards for Student Organizations
3.2 Chartering Procedures for Student Organizations
3.3 Performance, Presentation and Speaker (Program) Policy
3.4 Registration of Programs and Events
3.5 Space Reservation
3.7 Fund Raising
3.1 General Standards For Student Organizations
Saint Louis University firmly believes that learning takes place in a wide variety of settings and under a wide variety of circumstances. Involvement and participation in a Student Organization provides limitless opportunities for developing leadership skills, and enhances campus life at SLU. In recognition of the potentially important role of Student Organizations in Student formation and the significant contribution they can provide to the comprehensive mission of the University, Saint Louis University continues to support their growth. Learning leadership skills and learning in the area of interpersonal relationships are of great importance. Many ethical and moral decisions are encountered while running a Student Organization, planning an event or carrying out plans for activities. Often, the decisions made, and/or the accomplishments faced foster the skills vital for personal development and self-realization. This knowledge is of equal importance with the skills and information gained in the more typical "academic" setting.
Each organization's purposes and activities are to be consistent with the mission. Any Saint Louis University Student Organization shall retain its status on campus according to the following guidelines:
3.1.1 Definition. A Student Organization shall be defined as a group of Saint Louis University Students joined together in the pursuit of a common purpose that is not inconsistent with the University's institutional mission and/or Catholic teaching. Student Organizations are open to all Students without regard to sex, race, color, religion, national origin, ancestry, disability, age, sexual orientation, marital status, military status, veteran status, pregnancy, or any other characteristic protected by law. Fraternities and sororities may retain gender specific membership (see Section 3.1.7).
3.1.2 Chartered. Every chartered Student Organization must submit a copy of its constitution (local and national), and bylaws or other satisfactory information governing its operation, to the Student Involvement Center by the end of the 2nd week of the semester. The University will accept in good faith the provisions of such constitutions and bylaws, indicating that the local organization is free to select members upon the basis of individual merit, and the membership in the local organization is not governed by restrictive clauses that deal with sex, race, color, religion, national origin, ancestry, disability, age, sexual orientation, marital status, military status, veteran status, pregnancy, or any other characteristic protected by law.
188.8.131.52 In addition to submitting a copy of a constitution and bylaws, all chartered Student Organizations must provide the Student Involvement Center with an accurate and up-to-date list of executive-level officers who are responsible for organization operations as well as the name of their advisor. At minimum, the name, email address, and phone number of a President/Chair, Treasurer, and advisor must be submitted.
184.108.40.206 Provided the chartered Student Organization submits the aforementioned items, the organization will be entitled to the following:
3.1.3 Membership. The Saint Louis University Student membership must outnumber the non-Student membership in Student Organizations, and all offices or positions, except the advisor, must be held by Students. Should a Student Organization be found in conflict with University policy in the selection of its members, the group will be asked to submit evidence that action has been or is being taken to remove such restrictive membership provisions, such as a request for a waiver of the restriction from the national organization. A reasonable period of time as determined by the Student Involvement Center in consultation with the Student Government Association President may be granted to remove the restrictive provisions. Continued restriction of membership by constitutional requirements or other binding enactment contrary to University policy will result in withdrawal of the charter of the Student Organization.
- The use of Saint Louis University facilities;
- The use of Student bulletin board space;
- Publicity of events and activities open to all Students on all University calendars;
- Help, advice and assistance from the Student Involvement Center personnel;
- Establish an online presence through the university;
- Apply for SGA funding;
- Have a mailbox in the Student Organization Suite or in the BSC.
3.1.4 Advisor. Faculty and staff members are available to advise Student Organizations. Each Student Organization is required to have at least one advisor who is a full-time member of the faculty or administrative staff, whose purpose is to be a resource for the organization, to provide an educational experience for its individual members, and at the same time serve the entire University community by functioning as a University representative. Student Organizations and the University administration share the goal to select advisors who will serve Student Organizations well.
3.1.5 Good standing. Chartered Student Organizations are expected to be respectful of the community standards that help constitute a Catholic, Jesuit community. The Student Code of Conduct must be followed at all times. Chartered Student Organizations must also adhere to all policies and procedures outlined for chartered Student Organizations. Only chartered Student Organizations in good standing with Saint Louis University will be authorized to use University facilities or services, or be permitted to identify themselves directly or indirectly with the University name.
3.1.6 Hazing. Hazing in all forms is prohibited. Missouri state law defines hazing as a crime (RSMO Section 578.360). Any Student attending Saint Louis University, any Chartered Student Organization, or sorority or fraternity is prohibited from conspiring to or engaging in hazing (including any act that injures, frightens, degrades or disgraces another Student). Violation of this policy must be reported to the Office of Student Conduct for review and possible disciplinary action against the Students and/or Student Organization allegedly involved.
3.1.7 Fraternities and Sororities. Through a joint sponsorship of the University and the various national and international Greek-letter organizations, a number of chapters have been established on the campus of Saint Louis University. The recruitment and selection of members, as well as each Greek-letter organization's ritual and tradition, make these organizations somewhat different from other Chartered Student Organizations. In recognition of the extent to which the concerns and objectives of these Greek-letter organizations are reflective of the University mission, self-regulation of the recognized chapters, acting independently or through the Interfraternity and/or Panhellenic Council, will be encouraged and supported at all times. The University is committed to assisting each member chapter(s) of the Interfraternity and Panhellenic Councils to develop and pursue a positive intellectual, social, and spiritual atmosphere, and to meet both University standards and the standards of their national and international organization.
220.127.116.11 Historically Black and minority affiliated Greek Organizations. The National Pan-Hellenic Council (NPHC) is comprised of nine historically black fraternities and sororities. The majority of NPHC chapters recognized by Saint Louis University are city-wide chapters which is defined as a collegiate chapter of two or more participating colleges or universities. Each city-wide chapter operates under a constitution and bylaws, elects officers, holds initiation, and is recognized by their national headquarters. Saint Louis University supports these chapters through the Multicultural Greek Council (MGC) which serves as the governing board of any NPHC or any other minority affiliated Greek Letter organization. The MGC serves as the liaison between the city-wide chapters and the Saint Louis University community.
3.1.8 Dry Recruitment Policy. In accordance with fraternities' and sororities' inter/national bylaws that are members of the Interfraternity and/or Panhellenic Council, the presence of alcohol at any event at which potential new members are present, beginning with the first day of Welcome Week until fall recruitment is completed, is prohibited as well as spring recruitment. The consumption of alcohol by a member of a Greek organization and a potential new member in a private residence during the same period of time is also prohibited.
3.1.9 Online presence. All chartered Student Organizations in good standing are entitled to an online presence provided by the University. An online presence will be defined by the Student Involvement Center and may include an Internet web page and/or use of a Google site. The University will not provide Student Organizations with access to University server space for their development of organizational web sites, unless an exception is granted by the Student Involvement Center. Web sites are defined as an online presence greater than one page and/or beyond the scope of a Google site. Student Organizations that wish to establish an online presence beyond what is provided by the university may not use Student fee or university funds to do so. Further, the Student Involvement Center may, at its discretion, determine the appropriate use of "@slu.edu" email address, "slu.edu" URL aliases, and usage of SLU email lists for Student Organizations.
Failure to comply with these guidelines should be immediately reported to the Student Involvement Center, Student Government Association and the Office of Student Conduct for an investigation, charter review, and resolution with the Student members and/or the chartered Student Organization. The President of the University reserves the right to determine whether any organization proposed for charter does or does not conform to the ideals and goals of the University.
Students shall have the right to establish and elect a democratic Student government. The Student Government Association (SGA), including designated organizations that fall within its structure, will represent the Student body in the formulation and application of policy affecting academic and Student affairs.
3.2.1 Application For Charter
18.104.22.168 To apply for charter as a recognized Student Organization, the organization seeking charter will submit a copy of its constitution, as well as the constitution of any organization that may be extramurally affiliated, and a list of its current officers and organization's advisor to both the Student Involvement Center and the SGA Vice President for Student Organizations.
22.214.171.124 Upon receipt of an application for charter, the SGA Vice President for Student Organizations will inform all members of SGA that an application for charter has been made and the organization will receive probationary status. The SGA Vice President for Student Organizations will distribute a copy of the organization's constitution to requesting members.
3.2.2 Approval of Charter
126.96.36.199 Following the application for charter, provided that a period of 4 months has elapsed between the time of the application and the meeting at which the SGA Vice President for Student Organizations will present the constitution and current list of officers and the organization's advisor to the general assembly. An officer representing the proposed organization will be present to answer any and all questions. If one such officer is not present, the application will be automatically tabled until the following meeting of the General Assembly. Upon a second absence of such an officer, the charter will be automatically denied.
188.8.131.52 Approval or disapproval of an organization's application for Charter will be by a majority vote of the General Assembly.
184.108.40.206 After an organization has been approved by SGA, the Student Involvement Center, as represented by the Director shall have 48 hours in which to file an "objection to charter." This objection must be filed with both the SGA and the organization applying for charter. If no objection is raised during this period, the organization will be immediately chartered and recognized.
220.127.116.11 In the event that both the SGA and the Student Involvement Center, as represented by the Director, "object to charter," the organization's application for charter will be denied without recourse to appeal.
18.104.22.168 Appeals Board. In the event that the SGA and the Student Involvement Center do not concur regarding the granting or revocation of a charter, the question will be referred for resolution to an appeals board composed of one faculty member and one administrator and three Students chosen by the President of the University, or designee. This appeals board will meet and rule within a 10-day period after request for appeal has been made, and its decision will be final.
3.2.3 Review of Charter. If it is believed that a Chartered Student Organization has changed its purpose or method of operation, altering the essential nature of the organization as it was originally chartered, or has a purpose which has fallen outside the Jesuit, Catholic mission of the University, the Student Involvement Center, or the SGA, by majority vote, may request a "review of charter." The SGA Senate will conduct the charter review. Should the SGA find that the organization in question has essentially departed from the terms under which it was chartered, it may vote to "suspend charter," and the organization will have to reapply for recognition and charter.
3.2.4 Continuation of the Charter. To remain an "active" Student Organization on the campus, with all rights and privileges outlined, each organization must provide the Student Involvement Center with an accurate and up-to-date list of executive-level officers who are responsible for organization operations as well as the name of their advisor by the end of the 2nd week of the fall semester. At minimum, the name, email address, and phone number of a President/Chair, Treasurer, and advisor must be submitted. Each organization must also register its officers with the Student Government Association each September and whenever an election is held during the academic year. Failure to comply automatically suspends the charter indefinitely until such time the organization registers its group. Student Organizations should submit any changes to their constitution or bylaws and its Executive Board membership to the SGA Vice President for Student Organizations within two weeks of the change.
Saint Louis University understands that the exchange of ideas and the opportunity to critically analyze and express different viewpoints is essential to the University's mission, which emphasizes the pursuit of truth for the greater glory of God and for the service of humanity. However, speech and expression are not absolute rights at a private institution and must be examined in light of both particular circumstances and the broader values and aspirations of Saint Louis University as a Catholic, Jesuit institution. While restrictions on expression must be reluctant and limited, in some situations they may be deemed appropriate.
22.214.171.124 This policy provides guidance for Students and recognized Student organizations who seek to sponsor a performance, presentation or speaker (hereafter, referred to as "program") at Saint Louis University, such that: (a) the freedom to pursue truth may flourish; (b) the teachings of the Catholic Church will always be respected even when examined; and, (c) the opportunity to exchange ideas will not conflict with the rights or safety of others in the Saint Louis University community, or interfere with the University's mission, traditions, responsibilities, and objectives as a Catholic, Jesuit institution of higher education.
126.96.36.199 In providing guidance, this policy integrates concepts of inquiry, expression, dialogue and the exchange of ideas with an expectation of social responsibility. Saint Louis University acknowledges the distinct roles that activities "outside of the classroom" have on the University campus. To effectively accomplish the integration of these concepts, this policy and appendices outline a way of proceeding that focuses Students on both the pursuit of truth and how that pursuit is expressed.
3.3.3 Individuals Affected
188.8.131.52 Target audience: Students and recognized Student organizations by Saint Louis University seeking to sponsor a campus performance, presentation or speaker. This policy excludes Student and Student organizations affiliated with the Law school, which has their own policy.
184.108.40.206 Area oversight: The Division of Student Development, under supervision of the Vice President and Assistant Vice Presidents of Student Development, oversees this policy on behalf of Saint Louis University.
220.127.116.11 Other areas affected: Academic Affairs, General Counsel, Marketing and Communication, Mission and Ministry and Public Safety may be involved in the review of some program proposals. Depending on the nature of the program proposal, the review may not be limited to these areas.
18.104.22.168 Program: A campus performance, presentation or speaker, sponsored by Students and/or recognized Student organizations.
22.214.171.124 Sponsorship: The approved hosting of a program does not imply approval or endorsement, by the sponsoring group or by Saint Louis University, of the views expressed by speakers, presenters, or others who participate
126.96.36.199 Appeals: Requests to appeal decisions by the Division of Student Development may be sent to the Vice President for Student Development (See Section 3.3.8).
188.8.131.52 While Saint Louis University acknowledges a Student's individual right to express and explain his or her own beliefs, by virtue of its Catholic, Jesuit character, the time, place and manner of exercising speech on campus for events planned by Students and recognized Student organizations is subject to policies and procedures adopted by the University. As such, the University reserves the right to review programs proposed by Students and recognized Student organizations, including those which are funded in full or in part by University sources (e.g., Student activity fee). It also reserves the right to reject or alter programs that the University deems to be inconsistent with its values and mission. This means that a balanced program, one that would include opportunities for opposing viewpoints to be presented, may be necessary in order for controversial societal, political, moral and/or ecclesiastical topics to be addressed in a way that provides a more complete educational experience and understanding of the subject matter.
184.108.40.206 Examples of programs that the University would not approve would include those deemed to encourage, celebrate or glorify hatred, violence, abusive behavior, religious intolerance, irresponsible or illicit drug and alcohol use, and the objectification of human
beings. Furthermore, the University will not approve any campus program which it determines cannot be held in a safe, orderly way, in adherence to its policies and procedures, and without significant interference to other University events or normal functions.
220.127.116.11 While acknowledging there may be approved programs which include critiques of Catholic teaching and/or of Saint Louis University, the University does not knowingly make available its facilities to individuals, organizations or businesses, whose activities will deride, mock or ridicule the Roman Catholic Church or the University's mission and values.
18.104.22.168 Students and recognized Student organizations of the University who seek to sponsor a campus program may apply to do so according to the procedures outlined below.
22.214.171.124 Students must complete the Program Planning Form (PPF), available online through the Student Involvement Center. Completing a Program Planning Form does not guarantee approval.
126.96.36.199 Completed Program Planning Forms must be submitted online to the Student Involvement Center at least twenty (20) business days prior to the proposed program. Completed forms will include the review and signature of the recognized Student organization's advisor. Therefore, advisors must commit their approval to advance the online PPF with full consideration of the PPSP and having completed a review of the group's proposed activity.
188.8.131.52 The submitted Program Planning Form will be forwarded to the Division of Student Development's designee to initiate the program review process once the student group's advisor has reviewed and approved the online PPF.
184.108.40.206 The Division of Student Development's designee will provide a written notification of any procedural questions or concerns about the program within five (5) business days of submission.
220.127.116.11 Procedural questions or concerns may include, but are not limited to, clarification of issues related to Sections 3.3.5 and 3.3.7.
18.104.22.168 After receiving program approval from the Division of Student Development's designee, students may reserve a campus venue for the program through the Department of Event Services, located in Busch Student Center 356.
22.214.171.124 Students must complete the Student Event Registration Form. (This is completed at the time of submitting the online Program Planning Form and once the program has been reviewed and approved the Student Event Registration Form will be forwarded to Event Services.)
126.96.36.199 Completed Student Event Registration Forms must be submitted to the Office of Event Services at least two (2) weeks prior to the anticipated program date.
188.8.131.52 Event Services will provide a written notification of which University space is available for the event within three (3) business days of submission. Any notification of space availability does not guarantee approval of the Program Planning Form.
3.3.7 Additional Guidelines and Process
184.108.40.206 Additional program planning guidelines and program review guidelines for the process is provided in Appendices A and B of the official Performance, Presentation, and Speaker Policy, which can be found online at the Student Involvement Center website.
220.127.116.11 The guidelines are included with the Program Planning Form.
18.104.22.168 Students or recognized Student organizations of the University who seek to sponsor a campus program, may appeal a decision by the Division of Student Development's designee to the Vice President of Student Development. The appeal process for program proposals is as follows:
22.214.171.124 A written appeal addressed to the Vice President for Student Development should include, in detail, an explanation of how the Student or recognized Student organization believes they followed the program planning guidelines or, how the program review guidelines were not followed by the Division of Student Development's designee.
126.96.36.199 The Vice President for Student Development or his/her designee shall contact the Student or recognized Student organization within five (5) business days of submission of the written appeal to arrange a meeting time. During the appeals meeting, the Vice President for Student Development shall gather all necessary information regarding the process.
188.8.131.52 After meeting with the Student or recognized Student organization, the Vice President for Student Development shall gather all other pertinent information at his/her discretion from any other parties involved in the process.
184.108.40.206 The Vice President for Student Development shall provide a written notification of his/her decision within ten (10) business days of the initial meeting with the Student or recognized Student organization.
The following policies and procedures cover the registration of programs and events of Student Organizations by the University. These policies and procedures supplement the general standards of good taste and etiquette that govern responsible social and educational events. Students are expected to maintain consideration for both personal and University interests in planning all activities. Those events that are registered and are thus sanctioned by the University are expected to comply with University policies and guidelines. Private behavior at functions of chartered Student Organizations held off-campus without the financial support or sanction of the University are the sole responsibility of the organization and its members. Events occurring on campus may be subject to metal detector "wanding" and persons may have their personal effects searched for illegal weapons.
3.4.1 University-Sanctioned and Registered Student Events. Registration of Student-sponsored programs and events provides for coordination of the use of University facilities and provides the opportunity for publicity for sanctioned University events on the All University Activities Calendar. Use of University facilities such as Busch Student Center, academic classrooms and auditoriums, Allied Health Multipurpose Room, DuBourg Hall 157, DuBourg Grand Hall, IL Monastero and Boileau Hall as well as all mall/quad areas of campus by Student groups require registration of the event through Event Services. All Student programs and events must be scheduled with Event Services.
220.127.116.11 Programs approved by the Division of Student Development's designee must be registered with Event Services and include:
18.104.22.168.1 Any event advertised and open to the campus and/or the general public.
22.214.171.124.2 Any event sponsored by a chartered Student Organization to which a guest speaker has been invited and which is open to the campus and/or the public.
126.96.36.199.3 Any event using University funds or facilities at which alcoholic beverages are to be served or sold.
188.8.131.52.4 Any event of unconfined public or traveling nature.
184.108.40.206.5 Any event held on University mall/quad/outside areas by Student Organizations.
220.127.116.11 Procedures for registration of Student Organizational meetings include:
18.104.22.168.1 To use University premises and facilities: When details of the event have been determined, check the availability of the space desired by calling 314-977-MEET (6338).
22.214.171.124.2 Request a Student Organizational Meeting Request form from Event Services, Busch Center 356 or at www.slu.edu/events. Complete the form and submit it to Event Services. If all requirements are fulfilled for the Student Organizational Meeting Request form, the Student Organization will receive a copy for its files.
Chartered Student Organizations are encouraged to take advantage of the available facilities for meetings and activities. When adequate or appropriate space or campus facilities are not available, community facilities may be sought.
The following procedure covers the use of all University facilities, such as, but not limited to, Busch Student Center, Bauman Eberhardt Athletic Center, academic facilities, etc., by chartered Student Organizations for business meetings and/or all other activities.
Use of community or off-campus facilities is the responsibility of the Students involved. While no listing of approved facilities is maintained, assistance in locating facilities may be available in the Student Involvement Center.
3.5.1 Residence hall common areas are available to Student Organizations with prior approval from appropriate personnel in the Department of Housing and Residence Life.
3.5.2 When rental fees are applicable, payment must be made by interdepartmental order (IDO) or a check made payable to Saint Louis University. This payment must accompany the reservation and will be returned if the reservation is canceled.
3.5.3 After satisfactory registration and reservation of space, requests for food and beverages must be made with a representative of University Dining Services, Busch Student Center, 977-1559.
3.5.4 Particular policies governing the cancellation of facility reservations are at the discretion of the chief administrator of the particular facility and will be explained at the time the reservation is made.
Publicity for Student-sponsored events, activities or elections is the responsibility of the sponsoring organization or Student candidate. Bulletin boards are conveniently placed for the use of Students, faculty and staff. Departmental bulletin boards also are conveniently located and clearly marked for departmental use only. Posters, displays or other forms of publicity must comply with the following regulations. Additional information may be obtained from the Student Involvement Center, located in BSC 319.
3.6.1 Posters and Displays
126.96.36.199 All postings including but not limited to fliers, posters, handbills, sheet signs and banners must have the approval stamp of the Student Involvement Center three (3) business days prior to posting or distribution. The permission of department personnel, when applicable, must be received before posting any material on their bulletin boards.
188.8.131.52 All fliers and posters may be displayed for two weeks and must be marked with the date on which they will be removed.
184.108.40.206 No group or chartered Student Organization may have more than one poster at a time on a bulletin board unless the posters publicize separate events.
220.127.116.11 The maximum size of any poster will be 60" in perimeter and the name of the sponsoring group must be clearly identified on the poster.
18.104.22.168 In residence halls, posters and other publicity are subject to the rules and regulations of the Department of Housing and Residence Life.
22.214.171.124 In order to maintain the beauty of the campus and to preserve the quality of the buildings, trees, and shrubs, there will be no posting of notices on trees, buildings, telephone poles on the campus or sidewalks. By special authorization of the Student Involvement Center and Facilities Services, posters may be displayed on the campus trash receptacles cans or by stake sign. Student Organizations requesting approval to post flyers on the outdoor trash receptacles for a limited period of time (48 hours) must complete an Outdoor Posting Authorization form signed by representatives of the Student Involvement Center and Facilities Services according to the Stake Sign Guidelines available on the Student Involvement Center website.
126.96.36.199 St. Louis City Code states that it is unlawful to stick, paint, brand, attach, hang or suspend upon any house, building, fence or wall, without the consent of the owner thereof, or upon any pole used for the purpose of carrying electrical conductors or upon any street or sidewalk, pavement or other public place, any printed, written, painted or other advertisement, bill, notice, sign or poster.
188.8.131.52 Scotch/duct tape may not be used to post materials.
184.108.40.206 Posting is not permitted on woodwork, doors or bulletin board frames.
220.127.116.11 Municipal, state or national campaign posters are not permitted on the campus.
18.104.22.168 Decorations are permitted, on special occasions, in the windows of the Student residences with the permission of the Department of Housing and Residence Life.
22.214.171.124 In accordance with the state fire marshal's regulations, all postings within 30 inches of any light fixture must be of fireproof material.
126.96.36.199 Special provisions can be made to display posters during Student Government elections or other all-campus referenda, through the Student Involvement Center and the Student Government Association.
188.8.131.52 Courtesy and respect for the freedom of expression by others dictates that posters should not to be marked on, destroyed or removed. Anyone discovered defacing posters will be subject to disciplinary action through designated disciplinary channels.
184.108.40.206 Violations of the above poster regulations may be referred to the Director of Student Conduct.
3.6.2 Fliers and Handbills
- Outside buildings where normal flow may be impeded;
- Inside buildings and offices, except from reserved distribution tables.
220.127.116.11 The University reserves the right to regulate locations on campus where fliers and handbills may be distributed. Fliers and handbills must be approved by the Student Involvement Center three (3) business days prior to posting or distribution. In general, handbills, fliers or posters may not be distributed:
18.104.22.168 Fliers and handbills may not be placed on car windshields.
22.214.171.124 Sponsoring Student Organizations or departments must be clearly identified on the flyer or handbill.
126.96.36.199 Sponsoring Student Organizations or departments distributing handbills or fliers are responsible for their content.
188.8.131.52 These same rules also pertain to the distribution of fliers or handbills in the city of St. Louis. City ordinance prescribes that it is unlawful to place, throw or knowingly drop in or upon any street, highway, alley or public ground in the city, handbills, blotters, posters or advertising samples, or to place these or like items in or on any street, highway, alley or public grounds in the city. Permission must be secured from the mayor's office to distribute handbills to homes in St. Louis, along the streets or on any city property. Permission to place large banners (fliers, posters, etc.) in local stores must be obtained from the individual merchants.
3.6.3 Advertising and Alcohol
Publicity for events at which alcohol is to be served must not emphasize or promote the sale, distribution or consumption of alcohol, nor depict the use of alcoholic beverages. Only events that comply with state law and University policy may be advertised to the University community.
To ensure the proper use of the University name in fund-raising ventures, to minimize the inconvenience of donors and streamline communication by various University groups and to assure proper adherence to state and municipal laws, the following policies are established.
These policies and procedures pertain to fund-raising ventures entered into by chartered Student Organizations, either on or off-campus.
The purpose of this policy is to prevent inconveniences and disturbances to Saint Louis University's donors and other stakeholders with multiple contacts soliciting donations by various groups within the University's community, to protect the good name and reputation of the University, and to maintain the University's ongoing compliance with its legal and statutory obligations.
Saint Louis University is a tax-exempt charitable organization under section 501(c)(3) of the Internal Revenue Code and is therefore strictly prohibited from intervening, directly or indirectly, in support of or opposition to the political campaign of any candidate or group of candidates for elected public office. Recognized student organizations are therefore also strictly prohibited from using any of the University's facilities, resources and services, including its names marks and logos for political campaign purposes including, without limitation, the endorsement or solicitation of goods and services or any other commitments, financial or otherwise.
Fundraising, for purposes of this policy, is defined as any solicitation for financial or other commitments for the provision goods, in-kind donations or services; the sale of goods and services (including event ticket sales); raffles, prize drawings and auctions; the collection of membership dues and fees, whether the proceeds from which are intended for the benefit of recognized student organization or are to be used by sponsoring recognized student organization to make a as to donation to a tax-exempt charitable organization under section 501(c)(3) of the Internal Revenue Code.
184.108.40.206 Internal Fundraisers are fundraising activities that are intended for the benefit of organizations within the University community or the University community itself.
220.127.116.11 External Fundraisers are fundraising activities that are intended for the benefit of other groups and organizations from outside of the University community, and must be tax-exempt charitable organizations under section 501(c)(3) of the Internal Revenue Code..
18.104.22.168.1 The proceeds of Fundraising activities that are intended to benefit an outside organization must be paid directly to the organization in the form of a check unless, pursuant to a written agreement with the outside organization such funds are to be collected directly by the outside organization, in which case the outside organization must provide a detailed accounting of the funds collected.
22.214.171.124.2 Student organizations seeking to collaborate in Fundraising activities with third parties and individuals from outside of the University community (e.g. profit shares) must obtain the prior written approval of the Student Involvement Center in accordance with Fundraising approval processes that may be established by the Student Involvement Center. At a minimum, requests for approval must contain a detailed written description of the proposed Fundraising activities, the organization(s) who will benefit from the proceeds and how the proceeds are to be used.
126.96.36.199 Profit shares, for purposes of this policy are defined as any arrangement where a third party or commercial business shares some of its profits with a student organization for the purposes of raising money toward a cause.
188.8.131.52 Sales, for purposes of this policy, shall include, without limitation, the sale of any goods and services, tickets to fundraising events, and chances in a raffle or prize drawing, whether by direct sale or auction.
184.108.40.206.1 Sales activities must be conducted in accordance with all municipal, state and federal laws and University. Fundraising activities, which entail "Sales," must receive the prior written approval of the Student Involvement Center. Sales activities may only be conducted from behind a table, and only in those locations specifically designated by Event Services. "Door-to-door" sales which, include but are not limited to, approaching individuals and groups on University premises, or calling on individuals and groups in their offices, and residences are prohibited except as may be expressly authorized by the Student Involvement Center.
220.127.116.11.2 The sale of food items that are made or prepared by an organization must meet all laws and regulations for the safe handling and preparation of food items. Sponsoring student organizations are solely responsible for obtaining any required authorizations and licenses from the City of St. Louis Department of Health. The Student Involvement Center will be available to advise organizations on the process for contacting the City of St. Louis Department of Health.
18.104.22.168.3 Any and all sales for the purpose of fundraising must be conducted directly (person-to-person) by a student member of the sponsoring organization.
22.214.171.124.4 Any uses of Saint Louis University's names, registered marks and logos used on, or in reference to any items or services for sale must receive prior written approval from the University's Marketing and Communications Office. The name "Saint Louis University" and the names of campus buildings and areas may be used purpose of providing directions to the location where the Fundraising activity is to be conducted. The sponsoring organization must clearly indicate in all announcements and promotional materials, and at the point of sale that Saint Louis University, a matter of policy will not endorse or provide its approval of any products or services, or any of the providers thereof.
126.96.36.199 Solicitation, for purposes of this policy, is defined broadly to include any request express or implied, of any contribution, financial or in-kind, that is made in person or, via the mail, telephone, email or any other means of communication.
188.8.131.52 In-Kind Contributions, for purposes of this policy, is defined broadly to include to include any type of non-cash contribution or donation of goods, services, or any other commitment which can be assigned a cash value.
184.108.40.206 Collection of membership dues and fees - Requiring members to provide personal funds in order to participate in a recognized student organization and/or activities.
220.127.116.11.1 Only recognized student organizations are permitted to collect membership dues. The purposes of these funds may be used in support of the organization's sponsored activities, recruitment activities, etc....
18.104.22.168.2 Funds collected in this manner do not need to be approved by the Student Involvement Center. Recognized student organizations that hold accounts with Saint Louis University must deposit these funds into the recognized student organization's account through the Student Involvement Center with clear descriptions on how and in what manner the funds were collected.
22.214.171.124 A Raffle, or prize drawing is a type of lottery in which chances are sold, and the prizes awarded are goods or services rather than money. Raffles, or prize drawings may be permitted in certain limited circumstances. Fundraising activities that involve elements of chance, will require that strict oversight measures be put into place to maintain the organization's and University's ongoing compliance with all applicable laws and regulations. The types and number of such measures shall be determined by the Student Involvement Center in consultation with the Vice President for Student Development.
This policy covers any and all fundraising activities conducted by recognized student organizations whether alone or in conjunction with a third party, regardless of the activities' location, that are for the benefit of the student organization, the University community at large, or outside organization that is tax-exempt under section 501(c)(3) of the Internal Revenue Code.
Any student, recognized student organization, or group of two or more SLU students may sponsor a Fundraising activity. This policy applies to all Fundraising activities conducted by any of the aforementioned sponsors, whether conducted on or off University premises or with the use of University resources for Fundraising.
126.96.36.199 Students who are organized as part of a team that is sponsored by a recognized student organization are exempt from needing to obtain approval from the Student Involvement Center for their fundraising activity, unless said approval is expressly outlined in the above sections of this policy for the following:
- Use of Saint Louis University's names, registered marks and logos on reference to items for sale
- The sale of baked goods and other food items requiring preparation
- "Door to Door" sales
- Obtaining and using University phone or mailing lists, email lists, listservs, and bulk mail services to contact alumni, individuals, foundations, or corporations
- Raffles and drawings.
188.8.131.52 These student teams are still required to follow the guidelines set forth in the previous sections of this policy. Examples of student teams would be for such sponsoring organizations as SLU Relay for Life or SLU Dance Marathon.
The sponsor of a Fundraising activity must complete a request form and obtain approval for the fundraising activity from the Student Involvement Center. Recognized student organizations submitting requests for approval of fundraisers should take into account the purpose, process, and manner in which they plan to raise the funds.
Any fundraising activities that involve the sale or distribution of alcoholic beverages, or which promote the consumption of alcoholic beverages is strictly prohibited. a. Fundraising activities may not be conducted at or in conjunction with any establishment for which the sale or distribution of alcoholic beverages is a specific focus of their business.
Fundraising must provide a benefit to the University community and be consistent with Saint Louis University's mission as a Catholic, Jesuit institution and comply with all applicable local, state, and federal laws and University policies, rules and regulations.
184.108.40.206 Fundraising activities may not disrupt or impair University operations or services.
220.127.116.11 Overbearing, coercive or intimidating Fundraising practices will not be tolerated, and taking part in such actions may result in University disciplinary and legal consequences.
18.104.22.168 Individuals and groups must be sponsored by a recognized student organization and must be approved by the Student Involvement Center in order to conduct fundraising activities on University premises.
22.214.171.124 Students are strictly prohibited from using any University phone or mailing lists, email lists, listservs, and bulk mail services for fundraising purposes.
126.96.36.199 Students who wish to enter into a contract with a third party to host, co-sponsor, profit-share, speak, perform, or present as part of their fundraiser must first obtain approval from the Student Involvement Center through the Fundraising approval process.
188.8.131.52 All fundraising contracts must be reviewed and approved by the Student Involvement Center prior to their execution or the commencement of any fundraising activities. Fundraising activities must be conducted in compliance with any instructions, limitations and conditions for their conduct that may be established by the Student Involvement Center in consultation with the Vice President for Student Development.
184.108.40.206 When conducting Fundraising activities off of Saint Louis University's campuses, students must obtain prior written permission from the University in order to identify themselves as Saint Louis University students. Such permission will identify the specific student or students conducting the Fundraising activity indicating that they are Saint Louis University students, the student organization with which they are affiliated and the intended use or beneficiary for the proceeds. Students conducting fundraising activities may request a letter from the University identifying them as members of a specific, recognized student organization and the specific purpose and beneficiary for which they are raising funds. Students must show her or his Saint Louis University ID to help identify her or himself as a member of the Saint Louis University community.
220.127.116.11 Recognized student organizations' Fundraising proceeds must be used in a manner that is consistent with the official purpose of the organization, and in accordance with all applicable rules and policies of Saint Louis University. An accounting of any funds raised must be provided to the Student Involvement Center within five (5) business days after the event.
Recognized student organizations seeking the required permissions and approvals for a proposed Fundraising activity must follow the procedures set forth below:
18.104.22.168 Students must complete the Program Planning Form for a Fundraising activity (the "Form"), available in the Student Involvement Center. Completing a Form does not guarantee approval.
22.214.171.124 Completed Forms must be submitted to the Student Involvement Center at least twenty (20) business days prior to the commencement of the proposed Fundraising activity.
126.96.36.199 The Director for the Student Involvement Center or his or her designee will conduct an initial review of the Form and may request additional information and documentation from the sponsoring student organization.
188.8.131.52 Following approval by the Student Involvement Center, students may apply to reserve a campus venue for the Fundraising activity in accordance with the policies and procedures of the Department of Event Services, located in Busch Student Center 356.
Saint Louis University Student organizations whose application to conduct a Fundraising activity is denied by the Student Involvement Center may appeal the decision to the Vice President of Student Development. The appeal process is as follows:
184.108.40.206 Appeals must be in writing and sent to the Vice President for Student Development. At a minimum, appeals must include a detailed explanation of how the student organization believes they followed the fundraising activity guidelines or, how the fundraising activity review guidelines were not followed by the Student Involvement Center.
220.127.116.11 The Vice President for Student Development, or his or her designee, shall contact the Student organization to arrange a meeting time. During the appeals meeting, the Vice President for Student Development, or his or her designee, shall gather all necessary information regarding the process.
18.104.22.168 After meeting with the Student organization, the Vice President for Student Development, or his or her designee, shall gather all other pertinent information at his/her discretion from any other parties involved in the process.
22.214.171.124 The Vice President for Student Development, or his or her designee, shall notify the organization of the decision within ten (10) business days of the initial meeting with the Student organization. All decisions by the Vice President for Student Development, or their designee, are final.