APPROVAL POLICIES

Of the

Division of

STUDENT ORGANIZATIONS

University of Maine Student Government, Inc.

Student Organization Approval Policies (SOAP)

PART I DEFINTION OF ORGANIZATIONS:

The University of Maine Student Government , Inc. (UMSG, Inc.) has been granted the authority to recognize and regulate student organizations on campus. Organizations will be defined in the following ways:

Section 1. No Approval

An organization that does not have approval is one that has failed to seek approval from and is not known to UMSG, Inc., one that has been denied approval by the General Student Senate (GSS), or one that has had its approval rescinded by the GSS. Organizations without approval shall not be entitled to any of the rights and privileges of approved organizations. *

Section 2. Preliminary Approval

Organizations that have been granted preliminary approval by the GSS shall be recognized as such by UMSG, Inc. and entitled to

•  use The University of Maine as part of their name.

•  use University facilities, equipment, and services, as available and according to prescribed policies and procedures.

•  recruit membership and hold meetings as a student organization on the campus of the University of Maine .

•  be represented in matters concerning the University of Maine , the surrounding community, and the County, State, and Federal Government by the UMSG, Inc. Representation is limited to the resources available to the UMSG, Inc.

•  to apply to the University of Maine for funds designated by the University of Maine for use by student organizations (e.g. Program Fund).

•  request professional advising and other services from the Office of Student Organizations and Leader Development (SOLD).

•  receive awards of honors presented to college organizations and members.

•  be listed in University/student publications.

•  participate in University/student activities.

•  apply for student organization office space.

•  distribute literature and organizational materials according to established University policies and procedures.

•  utilize the University mail service

•  request assistance from the Department of Public Affairs to promote organizational activities.

•  post materials on designated University bulletin boards within the parameters of existing guidelines.

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* Organizations that are denied approval by the GSS may appeal to the Dean of Students for reconsideration. Recognition granted by the Dean of Students will permit access to University programs and services but not UMSG, Inc. recognition or funding.

Section 3. Final Approval

Organizations that have been granted final approval by the GSS shall be recognized as such and entitled to

•  all privileges granted to organizations with preliminary approval

•  apply to UMSG, Inc for funding * (See UMSG, Inc Financial Policies )

Section 4. Inactive

Organizations that fail to remain in contact with UMSG, Inc. or violate policies of UMSG, Inc. will be considered inactive. Inactive organizations shall have the same status as organizations with no approval and as such shall not be entitled to any of the rights and privileges of recognized organizations.

PART II APPROVAL OF AN ORGANIZATION:

All student organizations must complete the following process to be recognized

as an organization on the University of Maine campus:

Section 1. Preliminary Approval :

Preliminary approval shall grant the organization a 15 academic week (does not

include summer session) probationary period of recognition by the University of Maine Student Government, Inc. (UMSG, Inc.) During the probationary period the organization will be entitled all the rights and privileges, with the exception of funding, and be responsible for all duties required of an organization.

In order to be considered for preliminary approval, the organization seeking it must complete a preliminary approval form and submit it, along with a copy of the organization's constitution or by-laws to the Administrative Assistant of the UMSG, Inc. A meeting must be scheduled with the Vice President for Student Organizations (VPSO) upon completion of the above requirements and a time will be set for the club to speak before the General Student Senate (GSS).

At the meeting of the GSS in which the organization's application and constitution

or by-laws are to be considered, the forms will be distributed to all senators, and will be subject to the GSS's review and approval. The organization should have one (1) undergraduate member present at the meeting.

Acceptance of a request for preliminary approval requires a majority vote of the GSS at a regular meeting in which a quorum is present. If the request for preliminary approval

is denied by the GSS, the organization will not be able to reapply until the following semester or

according to the timetable set by the GSS.

The purpose of preliminary approval is to provide a probationary period for the organization to prove that it complies with the requirements of, and can meet the responsibilities and duties imposed upon organizations granted recognition by UMSG, Inc. The preliminary approval period shall also serve to prove that the organization will succeed and continue to exist for a reasonable period of time with a reasonable number of active members.

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* Every organization that has purchased equipment with UMSG, Inc. funds must keep receipts and a current inventory list with the location of such on file in the UMSG, Inc. FAO. Organizations receiving any Student Activity Fee money may be subject to an audit, of that money only, by the FAO of UMSG, Inc. at any time.

Section 2. Final Approval :

Following the end of the probationary period, the organization must make an

appointment for a meeting with the Vice President for Student Organizations (VPSO) to discuss the organization's future needs. The president and another undergraduate student member of the club will need to bring the following information to the meeting:

•  A current club update form with a minimum of 10 undergraduate students listed (or if membership exceeds 20 people, 50% must be undergraduate).

•  A completed final approval form.

The VPSO will post the date of this meeting on the final approval form and direct

the organization's representatives to the Administrative Assistant if the organization is in compliance. A meeting date will be scheduled for one (1) undergraduate member to appear before

the GSS for final approval. Noncompliance would place a hold on the approval process. If a request for final approval has been denied by the GSS, the organization will not be able to reapply until the following semester or according to the timetable set by the GSS.

The purpose of final approval is to ensure that all organizations on the campus of the University of Maine are known to the UMSG, Inc. and to ensure that they are in compliance with all laws and policies which apply to the organization from all levels of government and the University as well as from the UMSG, Inc. Final approval will entitle an organization to request funding from the UMSG, Inc. through a resolution or by completing the request for funding forms and participating in the Annual Budget process during the spring semester.

PART III. DUTIES AND RESPONSIBILITIES:

In order to maintain its recognition on the University of Maine campus,

an organization must comply with the following duties and responsibilities.

Section 1. Club Update :

The club update form must be completed and submitted to the VPSO no later than October 15 of every fall semester. A new club update must also be submitted within two weeks of any changes to the officers or advisor. If an organization fails to follow these guidelines it will be considered inactive and lose all rights and privileges associated with recognition, until such time as compliance is secured.

The update form will contain a list of current officers (at least three), a list of members and their classification, a list of equipment owned/rented/leased with Student Activity Fee money, as well as a list of questions used to determine if the organization is complying with all applicable laws and policies from all levels of government, the University of Maine, and the UMSG, Inc.

The purpose of the club update is to ensure that the organization is active on campus and that it is continuing to comply with the duties and responsibilities of organizations

recognized by the UMSG, Inc. And, the VPSO can refer prospective members to the club officers with current information on file.

Section 2. Constitution or By-Laws :

In order to remain active, an organization must continue to supply the UMSG, Inc.

with a current version of the organization's constitution or by-laws and receive approval from the GSS on any changes. (A sample of by-laws can be obtained in the Financial Affairs Office from Robert's Rules of Order, Newly Revised.)

Section 3. Officer/Membership Requirements :

The president/chairperson and treasurer must be undergraduate students. Occasionally a club elects a graduate student as president or treasurer without realizing the above requirement. Under these circumstances, the club should elect co-presidents (graduate and undergraduate with the understanding that any contact with UMSG, Inc. will be done with the undergraduate president and treasurer). In order to remain active, an organization must maintain a minimum of ten active undergraduate members or if the membership exceeds 20, then 50% must be undergraduate students. If the club receives funding from UMSG, Inc., the moneys will only cover the undergraduate student members of the club. Examples would be conference registration and travel expenses; however, in the case of funding for a speaker the whole University community can be included.

Section 4. Meeting Requirements

An organization should be meeting on a regular basis according to it's

by-laws or constitution and information regarding finances and club activities made available to

all its members.

Section 5. Name, Purpose and Classification :

An organization must continue to function under the name, and within the purpose and classification detailed on its most current approval form. Failure to do so will result in the organization being placed on inactive status until such time as it resumes its approved name and/or activities.

Section 6. Legal Responsibilities :

It is the organization's responsibility to comply with all applicable laws and

policies from all levels of government, the University of Maine , and the UMSG, Inc.

Section 7. Faculty or Staff Contact Person :

All organizations are required to maintain at least one contact person who

is a member of the faculty or staff of the University of Maine . The purpose of the contact person

is to serve as an additional liaison between the organization and the University, and to provide a

permanent contact for the organization in case the student leadership of the organization cannot

be reached. The faculty/staff contact person should never have control of the organization or

its finances.

Section 8. Active/Inactive Status :

An organization which does not comply with the duties and responsibil-

ities of an organization recognized by the UMSG, Inc. shall be considered inactive and will be unable to receive funding from UMSG, Inc.

An organization is considered inactive if:

•  It has preliminary approval and does not apply for final approval within two years, unless a waiver is granted by the VPSO.

•  It has preliminary or final approval and does not submit a current club update by October 15 of every fall semester. If a club update is submitted before October 15 of the following year, the organization will be automatically reactivated. If, however, an organization fails to comply two years in a row it will be subject to the reactivation process, unless a waiver is granted by the VPSO.

Section 9. Reactivation:

An organization that has had no contact with Student Government for two consecutive years will need to start over with preliminary approval unless they can provide written documentation to the VPSO from their faculty/staff contact person that they have been an active organization on campus. Copies of minutes from several meetings over the inactive period will need to be submitted along with flyers showing meeting places and times or room reservations for the club. This documentation must also be accompanied by a signed letter from the faculty/staff contact person attesting to the activity level of the club and requesting reactivation.

PART IV. CHANGES IN NAME, PURPOSE AND CLASSIFICATION:

If an organization wishes to change its name, purpose or classification it

must submit a letter signed by the officers stating the reasons and how the club will benefit from the name change. The letter and updated constitution/by-laws must be submitted to the Adminis- trative Assistant of UMSG, Inc., and an agreeable meeting date to appear before the GSS will be scheduled.

If the request for final approval under these changes is denied, the organization may only continue to exist under the information detailed in its original approval and constitution/

by-laws.

PART V. LOSS OF APPROVAL:

Section l. Suspension:

An organization may be suspended by the VPSO for egregious violations of UMSG, Inc. policy. The length of suspension shall be determined by the VPSO, but shall not exceed one year. The VPSO may suspend final and/or preliminary approval. If only final approval is suspended, an organization may continue to function with preliminary status. If all approval is suspended, an organization shall not be entitled to any of the rights and privileges of approved organizations. At the end of the suspension period, an organization shall be automatically restored to its pre-suspension status.

A suspended organization may appeal the decision of the VPSO to the GSS by notifying the VPSO in writing of the intent to do so within fourteen (14) days of the suspension date. GSS may overturn the suspension, or change its duration, by a two-thirds (2/3) vote in a meeting at which a quorum is present.

Section 2. Removal of Approval :

Any and all organization approvals may be rescinded by a two-thirds (2/3) vote of the GSS, provided a quorum is present. Not less than seven (7) days prior to such a vote, the affected organization must be notified of the date and time of the meeting, and the intent to remove approval.

PART VI. FORMS:

The construction and content of all forms mentioned above shall be determined by the VPSO.

PART VII. PROVISOS:

Section 1. Date of Effect :

The policies herein stated shall become effective upon approval of the GSS, and shall render all previous policies null and void.

Section 2. Amendments :

These Student Organization Approval Policies (SOAP) may be amended

by a two-thirds (2/3) vote of the GSS, provided a quorum exists at any regular meeting.