Student Handbook 2026 - 2027

1.1: To be recognized, a student organization shall be required to apply for recognition within the guidelines established by the Student Government Association (SGA).

1.2: Affiliation with an off-campus organization shall not disqualify a student organization from recognition provided that organization is not in violation of federal or state law.

1.3: The membership, policies, and actions of a student organization shall be determined by vote of only the student membership.

1.4: Student organizations shall be free to establish their qualifications for membership provided such membership shall be open to any student willing to subscribe to the stated aims of each organization and to meet its stated obligations. Only student organizations without additional qualifications for membership are eligible to receive funding from student activity fees.

1.5: Each fall semester recognized student organizations must re-register their organization on WarriorLink by the deadline decided by the Director of Student Organizations in order to be considered an active organization. Re-Registration requires the following:

• Name and contact information of all current officers
• Name and contact information of all current advisor(s)
• Current membership roster
• The place, time, and dates of regular meetings
• Submission of current SGA approved constitution

1.6: Recognized student organizations receive the following privileges upon their recognition status:

• Reserve facilities for programs and meetings
• Eligible to receive start-up grant money upon completion of grant requirements
• Permitted to solicit and fundraise on campus
• Usage of bulletin boards and campus advertising
• Access to use the SAA Graphics Center as an organization
• Advertise as an ESU student organization
• Request funding from the Student Activity Association, Inc. (SAA)
• Utilization of the SAA Business Office and banking services
• Access to an organizational WarriorLink page
• Invited and encouraged to participate in programs and opportunities presented by SGA and SAA

1.7: All SAA recognized student organizations must have a minimum student membership of ten (10).

1.8: A minimum of fifteen (15) members is required to be considered, be allocated, or utilize funding from student activity fees.

1.9: In order to be considered for funding, an organization must be open to any ESU student to join, meaning that the organization does not select their members through any process.

1.10: All organizations must have regularly scheduled meetings, at least once a month.

1.11: A member of the SGA Co-Curricular Affairs Committee, or other elected senator, may make an unannounced visit to confirm the organization’s achievement of its purpose and the organization’s compliance with the membership policy requirements.

1.12: Any organization violating university policies and procedures are subject to discipline as an organization by the Office of Student Conduct and Community Standards.

1.13: All SAA recognized student organizations must hold elections of officers for each academic year. The timeline for completion of elections shall be followed as outlined in each respective student organization’s constitution.

1.14: Any changes to an organization’s constitution must be presented and approved by SGA.

1.15: SAA recognized student organizations are not permitted to have accounts outside of their SAA Club or Budget Accounts. All budgeted funds, donations, dues, or fundraised funds must be deposited to the SAA Business Office immediately.

1.16: The Co-Curricular Affairs Chair in conjunction with the President of SGA, the Director of Student Organizations, and the Executive Director of SAA have the authority to declare any organization inactive if the organization is not in compliance with university or SAA policies.

1.17: All activities, including but not limited to programs, events, or practices, occurring outside of the fall and spring semesters are discouraged and must be approved in advance.
o This includes approval to move-in early/move-out late from the residence halls.

1.18: Banquets and other programs held at off-campus locations, the student organization must adhere to the Student Alcohol Policy as outlined in the Student Handbook. It will be the responsibility of the organization leaders and advisor(s) to ensure that the policy is followed. Failure to do so could result in individual student sanctions and/or sanctioning the Student Organization through the Office of Student Conduct and Community Standards and/or the Student Government Association.

1.19: An organization officer can be removed from their position by either SGA or the Executive Director of SAA for violating university or SAA policies and procedures and/or failing to uphold the integrity of their position as outlined in their organization’s constitution.

1.20: The active (voting) membership, officers, and/or recognized representatives of the organizations must be students who are enrolled at East Stroudsburg University.

1.21: Between semesters, membership is constituted to mean the membership of the previous semester.

1.22: The number of student members shall always exceed the number of non-student members in the organization at meetings and programs that do not open to the general public.

1.23: To conduct business, a quorum, set by each student organization, must be present at the meeting.

1.24: Individuals in club sport organizations must have a completed release of liability and medical information on file with the Assistant Director of Campus Rec and Wellness to be considered a club member. Student participants, who have completed releases will be considered members for funding purposes.

1.25: Each organization may choose their advisor(s) in agreement with the faculty/staff member(s) concerned and the approval of the Executive Director of the Student Activity Association.

1.26: All SAA recognized student organizations are required to have an advisor.

1.27: Advisor(s) shall advise organizations in the exercise of responsibility, but they shall not have the authority to control the organization.

1.28: Advisor(s) who are not employees of East Stroudsburg University or their affiliates are obligated to register as volunteers with SAA.

1.29: Advisor(s) should possess knowledge of the rules, policies, and structures of East Stroudsburg University and the Student Code of Conduct.

1.30: Advisor(s) should possess a knowledge and understanding of the student organization they advise.

1.31: It is the organization’s responsibility to inform their advisor(s) of the following:

• All meetings and events
• Consultation in the planning of all activities or major events
• Consultation on any changes in the organization structure or policies
• Remember that the responsibility for the success or failure of the organization’s projects rests ultimately with the group, not the advisor
• Discuss any organizational issues or concerns
• Provide clarity about advisor your expectations

1.32: Student organizations shall follow East Stroudsburg University’s Time, Place, Manner Policy as written and listed.

1.33: The student and the student organization shall be free to examine and discuss all questions of interest to them and to express opinions publicly or privately.

1.34: Student organizations shall be free to support causes by orderly means which do not disrupt the regular and essential operation of East Stroudsburg University.

1.35: In their public expressions or demonstrations, student organizations shall speak only for themselves.

1.36: Student groups and organizations shall be allowed to invite and to hear any person of their own choosing when the purpose of such an invitation does not violate civil law and does not constitute civil disobedience.

1.37: Routine procedures required by the University before a guest speaker(s) is invited to appear on campus shall be designed only to ensure orderly scheduling of facilities and adequate preparation of the event.

1.38: Sponsorship of guest speakers(s) shall not imply approval or endorsement of their views either by the sponsoring group, SAA, or by the university.

2.1: Student organizations are required to utilize the online platform, WarriorLink to manage the following operations of their organization:

• Roster maintenance of current student members, officers, and advisor(s).
• Scheduling and posting of meetings.
• Requesting, approving, and posting of events being hosted by organization.
• Requesting and posting of fundraisers conducted by the organization.
• Uploading and maintenance of organization files and documents.
• Communicating with membership including emailing capabilities.
• Recruitment and promotion of organization to university community.
• Uploading and maintenance of photos of organization members and events.
• Posting and promoting news articles about/for organization.

2.2: If student organizations would like to utilize campus spaces, they are required to complete reservations using the Coursedog Online Reservation System. Coursedog must be accessed when submitting events on WarriorLink.

2.3: All reservation requests must be approved before the campus space may be utilized by the student organization. Notification of approval will be received via email.

2.4: Student organizations are required to adhere by the following submission guidelines when submitting events for approval:

7-Day Prior Submission:

• General student organization meetings
• Tabling on campus
• On-campus or off-campus fundraisers

10-Days Prior Submission:

• Off Campus Trip
  • Travel Waivers and Travel Logs are due to SAA 48 hours prior to scheduled departure excluding holidays and weekends.
  • Club Sport Travel Waivers and Travel Logs are due to SAA 72 hours prior to scheduled departure excluding holidays and weekends.

21-Days Prior Submission:

Note: The following functions will require a meeting with the Director of Student Organizations for support in planning and logistics. These functions generally require catering and work orders, which require 14 days in advanced submission to those respective offices.

• Lecture/conference
• Guest speaker events
• Large organization event (40 people or more)

90-Days Prior Submission:

Note: The following functions will require a meeting with the Director of Student Organizations for support in planning and logistics. These functions generally require catering and work orders, contracts, safety and security measures, which require 90 days in advanced organizing and submission to those respective offices.

• Concerts

3.1: Regardless of the means of transportation, travel or trip is defined as an organization going to an off-campus site for an organized event that has a specific date(s), time(s), and purpose/activity. These policies and procedures govern all travel for student organizations and SAA departments.

3.2: ESU students, faculty, and staff are the only individuals permitted to travel on SAA approved trips unless the organization receives prior approval from SAA.

3.3: Individuals must have a Travel Informed Consent and Agreement on file in the SAA office prior to travel to be eligible for an approved organizational trip.

3.4: Club sports must have its members’ club sport paperwork on file with Campus Rec & Wellness to be eligible for travel.

• Step 1: Submit a Travel Request by submitting the event in WarriorLink a minimum of 10 days in advance of the requested travel date.
• Step 2: Obtain a Travel Log and Travel Informed Consent and Agreement travel informed consent forms (SAA Waivers) via email from SAA.
• Step 3: Submit the Travel Log and a Travel Informed Consent and Agreement Form (SAA Waiver) for every person on the Travel Log 48 hours in advance of the travel date(s) to the SAA Business Office.
• Step 4: Obtain verification by email that the trip is approved.
• Note: Upon receipt of travel approval, additional travelers are not permitted to be added to the trip.
• Step 5: Ensure the Trip Leader knows their responsibilities.

3.5: The Trip Leader is responsible for enforcing the following SAA procedures throughout the entire duration of the trip, including departure and returns:

• Implementing departure and return procedures
• Responsible for verifying that only individuals on the Travel Log are permitted to be a traveler. If any names are crossed off the Travel Log, the Trip Leader is responsible for denying travel for those individuals.
• Must have a copy of the Travel Log with them for the trip.
  
  • Serve as the emergency contact for the trip:
  • Contact emergency medical or police in the event of an emergency (accident, student behavior, injury).
  • Call 911 to receive emergency services immediately.
  • Call Campus Police at (570)422-3064 to report the incident.
• Provide traveler(s) emergency contact information to emergency medical or police personnel (first responders).
• Provide their cell phone number to each traveler.
• Check-in and checkout procedures for hotels and other amenities.
• Distribute tickets/wristbands, meals, and gas (if applicable).
• Serve as the main contact for the trip for the days and times of the travel for the charter or rental vehicles.
• Coordinate all arrival, departure, pick-up, and drop-off times and locations.
• At the conclusion of the travel, inspect the vehicle for personal belongings of travelers.
• Ensure vehicles are returned in the same condition as received.
• Not permitted to choose Early Departure from a trip.
• Process Early Departure from trip requests.
• Notify the organization and SAA when responsibilities transfer to another individual who is approved to be on the trip.
• Enforce SAA Travel Policies and Procedures

3.6: Departure (Trip Leader) Steps:

• Step 1: Ensure the Travel Log is easily accessible either physically or digitally during the entire duration of travel.
• Step 2: Verify the individuals preparing to depart are on the Travel Log. Decline travel participation to any individual who is not on, or whose name is crossed off the Travel Log.
• Step 3: Contact the travelers who have not arrived on time. Trip Leader is permitted to depart 15 minutes after identified departure times if those on the travel log are not present.
• Step 4: Distribute tickets/wristbands, meals, and gas funds, if applicable.

3.7: Return (Trip Leader) Steps:

• Step 1: Process Early Departure Requests:
  
  • Traveler completes the Early Departure Form that can be retrieved by scanning the QR Code on Travel Log.
  • Trip Leader verifies submission of the form and authorizes departure.
  • Note exit of individual(s) on Travel log.
• Step 2: Verify all travelers are accounted for before returning to campus.

3.8: Travelers are responsible for upholding SAA policies and procedures when traveling with their student organization.

• Must be on the Travel Log and have completed a Travel Informed Consent and Agreement.
  
  • Travelers that are minors (under 18) must have a parent or guardian sign their Travel Informed Consent and Agreement (SAA Waiver) and may not drive for the organization.
• Assume the responsibility of who they choose to ride with in a carpool or rideshare.
• Responsible for being on time for defined departure and return times.
  
  • The Trip Leader, after attempting to contact the travelers, will be permitted to leave 15 minutes after the identified departure or return times without travelers.
• Must be on the trip from start to finish unless they complete an Early Departure Form with the Trip Leader.
• All travelers are bound by the Student Code of Conduct which can be found in the ESU Student Handbook.
• Guests must travel with a Host and may not be unaccompanied at any time.
• Guests are only permitted to depart early if their Host elects to depart the trip.
• Hosts are fully responsible for the actions and behaviors of their guests.
• If the Host removes themselves from the trip prior to departure (cancellation or no show) or during the travel, the Guest may not travel and must depart the trip with their Host.
• Guests are not allowed to choose Early Departure unless the Host departs with them.

3.9: Personal and rental vehicles are only permitted to carry a maximum of seven (7) travelers including the driver, and all passengers must wear a seat belt.

3.10: Flights require that a flight itinerary for each traveler is attached to the Travel Log Packet.

3.11: It is recommended to select commercial, business lodging as the location is regulated by Occupational Health and Safety Administration (OSHA). SAA will not sign Airbnb contracts, the individual booking the Airbnb takes on all liability. It is not recommended

3.12: Must be over the age of 18 and have a valid state-issued driver license.

3.13: Responsible for ensuring the vehicle being used is mechanically sound, meets the standards set by the state in which it is registered, and is insured.

3.14: Not permitted to travel more than 400 miles in a 24-hour period and may not drive more than five (5) consecutive hours without a 20-minute break.

3.15: May only transport travelers who are listed on the Travel Log.

3.16: SAA is not responsible for damage occurring from an accident regardless of fault.

3.17: All costs associated with the trip are non-refundable and non-transferable as many of the trips are significantly discounted as they are offset by the Student Activity Fee.

3.18: Refunds will not be given to travelers who cancel or are a no-show, and SAA reserves the right to charge those travelers for the full cost of the trip.

3.19: Organizations must have an approved Travel Packet on file with SAA and funds must be available in their budget or club account prior to an advance or reimbursement being released.

3.20: Student organization’s funds used to cover the cost of mileage will be provided at the current SAA approved rate.

3.21: Alcohol and drugs deemed illegal in the state of Pennsylvania are not permitted to be transported in any mode of transportation.

3.22: Travelers under the age of 21 are not permitted to consume alcohol while participating in travel.

3.23: Drivers are to be substance free for the entirety of the trip and are not permitted to consume alcohol or drugs (other substances) deemed illegal in the state of Pennsylvania.

3.24: All travelers are bound by the University Alcohol Policy (ESU-2011-04).

3.25: SAA is partnered with Enterprise Rent-a-Car to provide student organizations with the option to rent a car if needed. Student organizations must abide by the following policies outlined by Enterprise and must begin the process for car rental at least 2-4 in weeks in advance before their departure date.

3.26: Driver Authorization: All Drivers must obtain a Driver’s History Record and complete the SAA Driver Application and Agreement for Rental Vehicles. To obtain a Driver History Report for PA license holders visit apps.pwp.pa.gov/idr (out of state, please access appropriate state website). The Driver History Record must be printed and attached to a copy of the
driver’s license. Both documents must be submitted to the SAA Business Office, University Center Rm 223. This Information will be reviewed and used as the basis for becoming an approved driver with vehicle rental privileges. Please note that only those drivers that have completed this process and have been approved can drive rental vehicles. Allow at least two business days for the SAA review process. A list of authorized (approved) drivers will be given to the vehicle rental company.

3.27: Reservation Process: Once you have been designated an approved driver, you may be authorized to operate a rental vehicle for SAA approved travel. When a vehicle is required for a SAA event or club activity, a SAA Reservation Request for Rental Vehicle Form must be completed. Return the completed SAA Reservation Request for Vehicle Rental Form to the SAA Business Office between 9 a.m. and 4 p.m. Monday through Friday. This should be done at least seven (7) days prior to the rental date. If all information has been completed correctly, an SAA employee will then contact rental vehicle company to make the reservation and coordinate the vehicle delivery time.

3.28: Vehicle Delivery: Rental vehicle company will deliver the vehicle at the scheduled time, to the Innovation Center. There are four designated parking spots in the rear of the building for rental vehicles. The approved driver must meet with the rental company representative at the time of delivery of the vehicle, to sign the forms and accept the key. The approved driver is now responsible for that vehicle until it is returned.

3.29: Vehicle Return: Upon returning to campus at the end of the reservation period, the rented vehicle(s) must be returned to any of the assigned spaces at the rear of the Innovation Center. Notify Enterprise upon return (Nathan.M.Snyder@ehi.com or call 570-426-7071) to notify them of drop off time. The vehicle key(s) must be deposited into the Enterprise drop box located by the back door of the Innovation Center. The organization may be charged for additional days if the driver does not notify Enterprise of their return and deposit the key(s) in the drop box. Note: Billing is done in 24-hour increments.

3.30: Fuel: Vehicles will be delivered with a full tank of gas and should be returned with a full tank. Students can submit original gas receipts to be reimbursed for gas purchased, based on the availability of funds in the account. If the vehicle is returned with less than a full tank, the organization will incur an additional charge from Enterprise for fuel.

3.31: Cancellation Process: To cancel a reservation, notify SAA in person or by calling (570)-422-3291 during normal business hours (M-F 8:00 a.m.-4:30 p.m.) at least 24 hours before the scheduled delivery time. After SAA business hours, notify Enterprise directly by email at:
Nathan.M.Snyder@ehi.com and cangione@esu.edu. Please follow up with SAA the next business day.

3.32: In Case of an Accident:

• Stay at the scene and stay calm
• Turn on your vehicle’s hazard lights
• Check for injuries
• Call 911 to report the accident & request medical assistance if needed
• Move vehicle to side of road if possible to avoid blocking traffic
• Exchange information with the other driver(s). Get their name, address, contact number, insurance company name and policy number. You should provide the same to the other driver(s) only (do not give personal information to passengers or witnesses)
• Collect contact information of any witnesses
• Take pictures of any damage and the surrounding area, if possible
• Sketch accident scene
• Get police information
• Call Campus Police at (570)-422-3064
• Call Enterprise – East Stroudsburg (570)-426-7071 (open 8-5 M-F & 9-1 Saturday) after business hours call Enterprise ROADSIDE ASSISTANCE (800)307-6666

4.1: Organizations which have been granted SAA funds must use appropriate forms:

• Budget Reallocation Forms are used when your organization needs to move or transfer money from one line to another.
• Payment Vouchers are used to access organization account funds and should be submitted with all required supporting documents.
• Request to Spend Revenue Forms are used when your organization generates money through achieving its purpose or sponsoring an event in which SAA funds were requested/allocated in your organization’s budget (i.e., gate/ticket sales from an event, Stroud Courier advertisement revenue, etc.).

4.2: Fill out a Budget Reallocation Request completely.

4.3: Budget Reallocation Forms with supporting documentation to Student Government Association Finance Chair at least two weeks in advance.

4.4: Finance Chair of SGA will either approve or disapprove request and forward copies of decision to both the organization and SAA Business Office.

4.5: Vouchers must be submitted three (3) working days before the check is needed to allow appropriate time for processing. Five (5) working days if the voucher exceeds $2,500.

4.6: All Payment Vouchers must be signed by an officer and advisor of the student organization.

4.7: Vouchers will be sent via Adobe Sign for completion.

4.8: All Payment Vouchers must be supported by bills, invoices, and/or receipts.

4.9: Student organizations must prepare and submit their Payment Vouchers as soon as possible after receipt of bills or invoices so that suppliers, vendors, and contractors may be paid on time. Problems or situations should be brought to the attention of the SAA Director of Business Services.

4.10: Payment Vouchers will be reviewed and signed by a representative of the Student Activity Association, Inc. Incomplete vouchers will be returned to the respective organization for correction/updating.

4.11: Organization must complete a Payment Voucher and mark the “advance box” on the upper section of the voucher.

4.12: Cash Advance requests must be supported with documentation of intended purchases.

4.13: An SAA recognized student organization can be approved to use a crowdfunding website for their fundraising activities. Crowdfunding can be done through websites set-up for the purpose of collecting funds or through the websites of specific charities.

• How To Register:
  
  • The organization must provide the website for the crowdfunding sources and the name and contact information for the individual responsible for maintaining the site on the Fundraiser Request Form on WarriorLink.
  • The Fundraiser Request Form must be submitted to SAA within seven (7) calendar days prior of setting up the crowdfunding website.
• Handling of Funds:
  
  • Funds collected may only be withdrawn for deposit into their SAA held club account.
  • When using a general crowdfunding website, all funds must be withdrawn and deposited into the organization’s SAA held club account for no more than ten (10) business days following the conclusion of the solicitation.
  • When a charity specific website site is used, the organization must bring a printout from the site which will detail the total amount of funds collected for the charity by the organization.
  • This printout should be brought to the SAA Office for no more than ten (10) business days following the conclusion of the solicitation.
  • There can be no other disbursements from the crowdfunding website. Any expenditure to be paid from the crowdfunding funds must be processed through the organization’s SAA held club account. This does not include any administrative fees charged by the crowdfunding website.
• Violation of Policy:
  
  • If it is found that an SAA recognized student organization maintains a crowdfunding website which has not been approved or made disbursements from the site other than those outlined above, the organization may be subject to immediate freezing and audit of all funds, having their organization deemed inactive or defunct and/or other sanctions from the Student Government Association, ESU Student Activity Association, Inc. and/or the Office of Student Conduct and Community Standards.
• Assumption of Risk and Costs
  
  • The student organization will be responsible for any and all costs associated with hosting a crowdfunding website.
  • The organization conducting the concession or solicitation assumes any and all risks. SAA will not be held liability for any negligence on the part of the crowdfunding website; including, but not limited to, the release of funds from the crowdfunding website.
• General Information
  
  • SAA will maintain a page on their website that will list all organizations who have been approved to conduct a solicitation or concession via a crowdfunding website. This page will include a link to the approved crowdfunding site.
  • SAA will not provide any type of documentation that can be used for a tax deduction for any funds collected via the crowdfunding site.
  • All solicitations involving contacting local companies or businesses must receive PRIOR approval from the ESU Foundation.

4.14: Deposits:

• Student organizations accepting Venmo payments must have the purchaser send the payment directly to SAA’s VENMO account.
• Funds must not be sent to a student’s personal account. You can find SAA by using our VENMO account @ESU-StudentActivityAssoc
• All deposits must include:
  
  • Organization’s name and SAA account number where the money is to be deposited.
  • Reason for payment (Example: ABC Club C99 bake sale)
• The SAA Business Office will deposit funds to each organization’s account within 5-7 business days of receipt.

4.15: Payments:

• In order to request payment through VENMO, the organization must complete a Payment Voucher.
• Venmo payments are limited to $50 or less.
  
  • Individual payments over $50 will be processed as a check.
• The completed Payment Voucher must also include:
  
  • Name of the individual being reimbursed
  • The individual’s Venmo username
  • The box marked Venmo Payment must be checked.
  • Payments through Venmo will be processed weekly.

4.16: The following items must be present when submitting receipts and invoices as documentation. Failure to do so may result in decreased allocations. These changes are subject to the discretion of the finance committee.

4.17: Items necessary for invoices:

• Name of company
• Invoice number
• Where check is payable to
• Item numbers & prices
• Total invoice amount

4.18: Items necessary for receipts:

• Name of company
• Address of company
• Item numbers (if applicable) & prices
• Date of purchase
• Total cost for items
• Purchase method

5.1: Initial Meeting

Schedule a meeting with the Director of Student Organizations and SGA’s Co-Curricular Affairs Chair to discuss the proposed purpose of the new organization, potential conflicts with existing organizations, and the overall recognition process.

• Assistant Director of Campus Rec & Wellness will be notified and involved in the process for all proposed recognition of new Club Sport Organizations.
• Director of the Center for Multicultural Affairs and Inclusive Education will be notified and involved in the process for all proposed recognition of new Multicultural and Interfaith Organizations.

5.2: Intent to Organize

File an Intent to Organize Form on WarriorLink. Intent to Organize Form will require the proposed group to meet the following criteria:

• Names, class years, and emails of 10 (ten) pending student members
• Names of 3 pending officers
• Positions must include a President, Treasurer, and a Third Officer
• Name of pending advisor(s)
  
  • Students must review Article I. Section 6: Student Organization Advisor(s) before selecting a pending advisor.
• Draft of proposed purpose of organization

Once the Intent to Organize Form is submitted, it will be reviewed and either approved or denied by the Co-Curricular Affairs committee of SGA.

NOTE: Once an Intent to Organize Form has been approved, the potential new student organization will be considered an emerging organization and will be provided with a WarriorLink page. The emerging organization will have a maximum of two (2) consecutive semesters (not including summer sessions) to complete the recognition process before the emerging organization will need to restart the process. Priority for consideration will diminish after extended periods of inactivity on the part of the emerging organization to provide requested revisions to their constitution.

5.3: Constitution

A constitution defines the mission and vision of a student organization. The constitution clearly outlines the operations of the organization, responsibilities of officers, and criteria for membership.

• Upon approval of the Intent to Organize Form, pending officers will meet with the Director of Student Organizations and SGA’s Co-Curricular Affairs Chair to begin drafting their constitution.
• The proposed constitution will go through the revisions with the Director of Student Organizations and the Co-Curricular Affairs Chair and committee until the constitution has met all policies and expectations of SAA and SGA.
  
  • If the emerging organization is proposing to be a club sport, the Assistant Director of Campus Rec and Wellness will also need to approve of the constitution
  • If the emerging organization is proposing to be a multicultural or an interfaith organization, the Director of Multicultural Affairs and Inclusive Education will also need to approve of the constitution
• The proposed constitution will be submitted to the Executive Director of SAA to complete final review and approval.
  
  • If required, the proposed constitution will be returned to the proposed organization with required or recommended changes.

5.4: Recognition

• Upon the Executive Directors Approval, the SGA Co-Curricular Affairs Chair will invite the emerging organization to an SGA Open Meeting to present and answer questions about their emerging organization. The SGA membership will complete an official vote on the official recognition of the organization.
• If the emerging organization receives official recognition from SGA, the student organization will be announced on WarriorLink and submitted to WarriorNotes for promotion.
• If the emerging organization is not approved by SGA, the organization may meet with the Director of Student Organizations to address concerns. Afterward, the organization may present a second time at an SGA Open Meeting.
• If the emerging organization presents, and recognition is not approved a second time, the emerging organization has ten (10) days to appeal the decision to the SGA President. If the SGA President upholds SGA’s decision, the emerging organization has ten (10) days to appeal to the Executive Director of SAA. This decision is final.

5.5: No two recognized organizations may have the same name.

5.6: No two recognized organizations may have the same purpose.

5.7: Criteria for membership must be included in the constitution.

5.8: Dues and/or fees requirements, if any, must be stated.

5.9: Document must state that the student membership must control all funds -neither an individual student nor the advisor can have sole control of organization’s account(s).

5.10: Each proposed organization must have at least three (3) officers to lead the group - positions must include a President, Treasurer, and a Third Officer.

5.11: No individual may hold more than one officer position within that organization at a time.

5.12: Qualifications for holding an officer position must be specifically stated.

5.13: Responsibilities of organization officers must be specifically stated.

5.14: Officer elections must be held at least once per year.

5.15: The election process and timeline must be stated in the constitution.

5.16: There must be provisions stated in case of a vacancy in an elected office.

5.17: Impeachment criteria and procedures for removal of officer(s) must be clearly stated.

5.18: Document must state that advisors can only advise the organization and cannot be directly involved in business.

5.19: Advisor responsibilities must be stated in the constitution.

5.20: All organizations are expected to meet monthly.

5.21: The type of meeting rules that are to be followed, such as Robert’s Rules of Order, must be stated.

5.22: No business may occur without a quorum present.

5.23: Constitution shall state what constitutes quorum for the organization.

5.24: The procedure for amending the constitution must be stated.

5.25: Document will include amendment that the constitution must be approved and amended by the Student Government Association at any time changes are implemented.

Emerging organizations will be provided with constitution templates and examples while completing the recognition process.

5.26: Emerging Organizations receive the following privileges:

• Access to an organizational WarriorLink page
  
  • An emerging organization’s WarriorLink will have (emerging) in the title
• Host organizational and business meetings only and may not conduct any voting
• Advertise as an emerging organization
• Reserve facilities for organizational or interest meetings
• Invited and encouraged to participate in programs and opportunities presented by SGA and SAA

NOTE: Emerging organizations are not permitted to host any fundraisers or events while they are in the recognition process.

6.1: A student organization that completes the annual registration and is actively engaged in fulfilling its mission on campus.

6.2: A student organization that has submitted an Intent to Organize Form that has been approved by the Co-Curricular Affairs Committee and is in the recognition process.

6.3: A student organization may be deemed inactive when it fails to maintain required membership, operational standards, or compliance with institutional, SGA, and SAA policies and procedures.

6.4: Student organizations will be deemed inactive by the Co-Curricular Affairs Chair and the President of SGA in conjunction with the Director of Student Organizations and the Executive Director of SAA if the:

• The student organization falls below the required minimum membership as outlined in the Membership Policy stated in Article I. Section 5 of this handbook.
• The student organization does not hold regularly scheduled meetings.
  The student organization fails to adhere to all articles of their organization’s constitution or bylaws.
• The student organization fails to comply with university, SGA, and SAA policies and procedures outlined in the Student Government Association Handbook for Recognized Student Organizations or the Student Code of Conduct.
• The student organization fails to update their officer, membership, and meeting information on WarriorLink by the established deadline.
• The student organization is suspended due to judicial proceedings adjudicated through the Office of Student Conduct and Community Standards for up to three years.
• Upon being declared inactive, a letter will be sent to the last advisor of record for the organization indicating the reason(s) for the current status of the organization.

6.5: To reinstate an organization after being declared inactive, the student membership must complete the recognition process.

6.6: A student organization may be deemed defunct when it has remained inactive for an extended period, has committed serious policy violations, or has been suspended for a prolonged duration, resulting in the forfeiture of organizational funds and requiring the organization to complete the new organization recognition process for any future reinstatement. Student organizations finalized to be defunct will relinquish club account funds to SAA.

6.7: The Board of Directors of SAA can declare an organization defunct for one of the following violations:

• Been inactive for a minimum of five (5) years.
• Violated, in a severe nature, the policies of the university, SGA and/or SAA.
• Been suspended due to judicial proceedings adjudicated through the Office of Student Conduct and Community Standards for more than three (3) years.

6.8: To reinstate an organization after being declared defunct, the student membership must complete the recognition process.

6.9: A student organization’s recognition that is terminated due to judicial proceedings adjudicated through the Office of Student Conduct and Community Standards will never be permitted to be reinstated as a recognized student organization.

7.1: Contracts:

All programs, speakers, and personal services require a contract. The first step in this process is to determine whether the circumstances warrant an SAA Contract or a University Contract.

Generally, if a sponsoring organization is a recognized student group or administrative unit of the ESU Student Activity Association, the procedure which follows below should be employed. If, however, the sponsoring organization is an administrative department of the University or will be funded, in part, with university funds, then procedures established by the University Business Office must be followed and the sponsor should contact the ESU Business Office to initiate the process.

• If the individual or group has its own contract, theirs may be used, otherwise SAA Contracts are available in the SAA Office.
• The contract process must be started at least one month in advance of the event.
  Organization representatives, advisors, and student leaders are not authorized to sign a contract.
• Standard Contracts are to be used for programs involving bands, speakers, performers, or individuals providing a service for an organization (i.e., officials, choreographers, accompanists, etc.).
• This contract must have the written approval of the SAA Executive Director.

Riders and Proof of Insurance:
In conjunction with the contract it is often necessary to attach a rider, which also may be obtained in the SAA office.

A rider is an addendum to a contract which contains additional provisions to protect the student organization, SAA, and ESU.

Additionally, the performer may be required to provide proof of ownership of general liability insurance. The organization should contact a staff member in the SAA Office for a determination on the necessity of a rider and/or the need to secure proof of insurance.

7.2: W-9 Forms:
All contracts are accompanied by a W-9 Form. A W-9 Form is a required IRS form
requesting a taxpayer identification number or an individual’s social security number.

7.3: Co-Funded Events:

If this is a co-funded event, the organizations must secure committed funds by requesting all participating groups to complete a Payment Voucher.

The committed funds must be received and deposited into the organization’s SAA accounts prior to having any payments processed.

If a university department is involved, all contracts and payments must be made through the University Business Office.

No contracts will be signed or payments made after the date on which the performance occurred, or the service was provided.

Step 1: Select preferred vendor/performer

Step 2: Negotiate dates, price, etc. with preferred vendor/performer

Step 3: Request contract from preferred vendor/performer

• If performer does not have their own contract, an SAA contract will be provided.
• Student organizations are not permitted to sign any contracts

Step 4: Schedule a meeting with the Administrative Assistant of SAA to review contract terms and conditions, W-9, and Payment Voucher, etc.

Step 5: SAA will process contract to the preferred vendor/performer

Step 6: SAA will confirm contract completion and approval via email