Policies and Procedures Governing Recognized Organizations

General Policies

1. All recognized student organizations must have a minimum student membership of ten. (Note: A minimum of fifteen members is required for funding.)
2. All organizations must have regularly scheduled meetings, at least once a month. A member of the Extra Curricular Affairs Committee may make an unannounced visit to confirm the organization's achievement of its purpose and the organization's compliance with the membership policy requirements. {Note these regularly scheduled meetings can not take place in a classroom that is scheduled for an academic class.}
3. All organizations will be required to submit an Activity Statement documenting achievements of the club/organization for the academic year. This statement is due to the Student Senate on the due date that the Student Senate Finance Committee establishes for budget requests.
4. Any organization violating university policies and procedures are subject to discipline as an organization by the
   Coordinator of Judicial Affairs
5. All organizations are required to submit at the beginning of each semester an Organization Update Card to the office manager of the Student Activity Association, Inc.
6. All organizations are required to submit at the beginning of each semester a Membership/Meeting Audit as defined by the Student Senate.
7. All organizations are required to check and empty their organization's mailbox located in the University Center every week.
8. Upon request, all recognized organizations shall submit an updated copy of their constitution to the Student Senate Office. Any changes to the original constitution must be approved by the Student Senate.
9. All organizations must deposit budgeted funds, gate receipts, revenue, and/or any other funds raised or generated by the organization in the SAA Accounting Office.
10. The Coordinator of Extra Curricular Affairs in conjunction with the President of the Student Senate and the Executive Director of the Student Activity Association have the authority to declare any organization inactive that is unwilling to be bound by University or SAA policies.

Membership Policies

1. The active (voting) membership, officers, and/or recognized representatives of the organizations must be students who are enrolled at East Stroudsburg University. Between semesters membership is constituted to mean the membership of the previous semester.
2. Students who are on academic probation or disciplinary level two probation may not serve as an active member of any campus clubs or organizations.
3. The number of student members shall always exceed the number of nonstudent members at meetings and programs not open to the general public.
4. In order to conduct the business of the organization a quorum of more than 50% of the active student membership should be present at the meeting.

Inactive Organizations

1. 1 Student organizations will be deemed inactive by the Coordinator of Extra Curricular Affairs and/or the President of the Student Senate in conjunction with the Executive Director of the Student Activity Association, Inc. if the:
   · Organization falls below the required minimum membership as outlined in the Student Senate Handbook for Recognized Clubs and Organizations.
   · Organization does not hold regularly scheduled meetings.
   · Organization fails to adhere to all Articles of their organization's constitution or bylaws.
   · Organization fails to comply with University, the Student Senate, and Student Activity Association policies and procedures outlined in the Student Senate Handbook for Recognized Clubs and Organizations.
2. 2 To reinstate an organization after being declared inactive, the student membership must complete the following procedures:
   · Submit a letter to the Coordinator of Extra Curricular Affairs requesting reinstatement.
   · A student member of the organization and the organization's advisor must appear before the Extra Curricular Affairs Committee with an Organization Update Card, a Membership/Meeting audit and an updated constitution. Exceptions may be petitioned before the Extra Curricular Affairs Committee.

Defunct Organizations

Student Organizations will become defunct if the organization has:

1. Been inactive for a minimum of three (3) years;
2. Violated in a severe nature, the policies of the University, the Student Senate and the Student Activity Association. The Board of Directors of the SAA must declare an organization defunct for such a violation.
3. Organizations seeking recognition after becoming defunct must follow the policies and procedures for recognition of new organizations.

Concession and Solicitation Policies

Definitions

• Solicitations are defined as a request of funds by an organization without exchanging anything of material value.
• Concessions consist of selling an article or service of material value.
• Registered Organizations consist of University student groups that are complying with the policies and procedures outlined in the Organization Handbook. University departments and collective bargaining units may also be considered registered organizations.
• Nonregistered organizations include all groups or individuals who have not met the above conditions.

Guidelines

• Nonregistered groups, including charitable organizations, will not be permitted to sell or solicit on campus unless such organization offers a program/benefit which is deemed appropriate and desirable by the Vice President for Student Affairs or designee, and obtains sponsorship by a registered organization. In the case of a fund raising activity, the sponsoring campus group must receive at least 15% of the gross sales.
• Registered organizations with a continuing program of solicitation or concession will be limited to three (3) days a month for such activities.
• Permission will not be granted to sell merchandise in the University Center which is offered for sale in the University Store or Food Court (with the exception of bake sale items).
• Nonregistered organizations, including charitable organizations, offering a specific program under the auspices of a recognized campus group, must obtain facility utilization approval independent of requesting permission for solicitation or a concession.
• Raffles, lotteries, or games, in which prizes are awarded based solely on chance, provided they follow the requirements for conducting small games of chance as specified in the "Small Games of Chance Act" and also provided that the organization has obtained a small games of chance license from the Monroe County Treasurer's Office, Monroe County Courthouse, Stroudsburg, PA. The Assistant to the President of ESU will determine if the requested activity is a game of chance and will outline the conditions under which the activity must be conducted.
• All moneys must be collected and accounted for by the registered organization and a summary statement with complete financial information is to be submitted to the Executive Director of SAA, Inc. Organizations will be held responsible for allocating funds as stated in their request to solicit.
• Athletic events, concert series, theater series and movie series and any other concessions or events sponsored directly by East Stroudsburg University and its departments or divisions constitute University sponsored events and are subject to fiscal and auditing controls.
• Students are not permitted to use their rooms or any campus facilities in the residence halls for solicitation or concession programs.
• Solicitors, salesmen, or agents may transact with individual students only by explicit invitation of the student.
• The Vice President for Student Affairs may grant concession rights for specific University Organizations upon request.
• Concessions and solicitations are limited to the following campus locations and cannot be conducted elsewhere except as expressly approved by the Executive Director of SAA, Inc. or as provided for in another section of Administrative Memorandum 93-1.
  a The University Center Lobby
  b Rosenkrans West Lounge Area
  c Residence Hall Lounge Areas
  d The University Stadium
  e Koehler Fieldhouse
  f The Quad
  g Dansbury Commons
• Revocation of concession or solicitation privileges may occur for any organization whose representatives do not follow established policies and procedures.
• Requests to conduct sales or solicit in the residence halls must be approved and scheduled by the Vice President for Student Affairs or designee.

Procedures

• Application for concessions and solicitation must be submitted to and approved by the Executive Director of SAA, Inc. All requests must be submitted at least one week in advance.
• An explicit statement as to the purpose(s) of the solicitation or concession must be open and visible to the contributor at the time of solicitation or concessions.
• University organizations who desire to, should apply for exclusive and long-term concessions and solicitation privileges from the Executive Director of SAA, Inc.

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