RSO Policies & Procedures

Registered Student Organizations are responsible for following all university policies, procedures, and applicable local, state, and federal laws. These guidelines help organizations plan events, manage operations, and maintain good standing with UAFS.

Catering

Any RSO planning an event involving catering must contact Chartwells, the university’s food service provider, in advance. Chartwells has the right of first refusal for catered events.

This policy applies whether funds used are university-allocated, such as student activity fees, or generated through fundraising. It also applies whether the event takes place on or off campus if the event is a sanctioned university activity.

Some exceptions may apply for small closed events, grocery store purchases, pizza, or events where an external organization provides a simple meal as part of a ministry-related activity.

Organizations may also work directly with Chartwells to explore lower-cost catering options.

Chartwells Contact: CateringFREEuafs or 479-788-7382

Childcare

Children may attend RSO events with their parents. However, RSOs may not provide childcare for any RSO event or function.

Constitutions and Bylaws

Each RSO must maintain a constitution that clearly outlines the organization’s structure, purpose, membership requirements, officer roles, financial procedures, and amendment process.

Required Constitution Sections

• Article I – Name: The official name of the organization.
• Article II – Affiliation: Any local, state, or national affiliation.
• Article III – Purpose, Aims, and Functions: The mission or purpose of the organization.
• Article IV – Membership Requirements and Limitations: Eligibility requirements for members.
• Article V – Officers: Officer titles, qualifications, selection process, and responsibilities.
• Article VI – Operations: Election procedures, terms of office, and removal process.
• Article VII – Finances: Financial procedures and handling of funds.
• Article VIII – Ratification and Amendments: Procedures for approving and amending the constitution.

Membership Requirement Statement

Organizations must be composed of active student members. A student is defined as someone currently enrolled at UAFS with a minimum cumulative GPA of 2.00, in good standing with the university, and enrolled in at least three credit hours.

Officer Requirement Statement

Officers must meet the following requirements before taking office and throughout their term:

• Maintain a minimum cumulative GPA of 2.25.
• Remain in good standing with the university.
• Be currently enrolled in at least nine semester hours at UAFS.

If an officer does not meet these requirements, the student may no longer serve as an officer.

Financial Statement

All monies belonging to the organization must be deposited within 24 hours after collection. The advisor must approve each expenditure request before payment.

Developing Bylaws

Bylaws are not required, but they can help organizations establish detailed operating procedures. Bylaws should not contradict the organization’s constitution.

Bylaws may include procedures related to:

• Membership selection, resignation, discipline, and duties.
• Officer responsibilities, removal, and vacancies.
• Financial procedures, dues, budgets, and expenditures.
• Committees and committee formation.
• Meeting types, attendance, quorum, and notice requirements.
• Amendment procedures and voting requirements.

Inactivity Clause

Organizations that remain inactive past Feb. 1 of the academic year after being granted inactive status may have allocated funds in their RSO account redistributed by CACE to other active RSOs.

Organizations should define in their constitution how private funds should be handled if the organization becomes archived.

Discrimination

RSOs must follow federal, state, and university policies related to discrimination. Violation of these policies may result in disciplinary action.

Organizations should make reasonable accommodations for members and participants, work respectfully with groups that differ from their own, and address bigotry or prejudice if it arises within the organization.

Incidents of discrimination, harassment, or hazing should be reported immediately to the Office of the Dean of Students.

Non-Discrimination Clause

Membership and participation in RSOs must be open to all students without regard to race, color, sex, gender, gender identity, age, national origin, religion, learning or physical disability, marital status, veteran’s status, or sexual orientation.

Membership and participation must also be open without regard to gender unless exempt under Title IX.

Organizations that select members based on commitment to a set of beliefs, such as religious or political beliefs, may limit membership to students who affirm support for the organization’s goals and beliefs, provided no student is excluded based on protected status.

Copyright Law

Federal copyright law gives creators exclusive rights related to copies, derivative works, public performance, and display of their work. RSOs must follow copyright law when using music, films, images, or other protected materials.

Showing a Movie

Owning or renting a movie does not grant permission to show it publicly. RSOs must obtain permission from the copyright owner or purchase the appropriate license.

UAFS Housing and Residential Life allows RSOs to use SWANK Residence Life Cinema for film screenings.

SWANK Streaming: https://streaming.swankmp.net/uafs

Conditions for using SWANK include:

• Attendance cannot exceed 50 people.
• The showing must be indoors.
• Outdoor viewing is not allowed.
• The showing may only take place on the UAFS campus.

For showings with more than 50 attendees, organizations should purchase a license through Swank Motion Pictures or Criterion Pictures.

• Swank Motion Pictures: swank.com | 800-876-5577
• Criterion Pictures USA: criterionpicusa.com | 800-890-9494

Prices may range from $200 to $1,000 depending on the film’s release date and popularity.

UAFS Boreham Library also has licenses for some movies available through its website with a UAFS login.

Free Speech: Non-Commercial Public Speech on Campus

For information and policies related to free speech or non-commercial public speech on campus, RSOs should refer to the UAFS Student Handbook.

Questions?

For questions about RSO policies and procedures, contact the Office of Campus and Community Engagement.

Email: caceFREEuafs