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Code of Conduct for Clubs and Organizations

Membership in the academic community accords students’ certain freedoms and responsibilities. Groups on campus reflect the values and attitudes of our academic community. It is the responsibility of each registered student, club, group or organization to adhere to the mission of the University and its supporting bylaws, statutes, and policies. Therefore, all student groups are expected to be familiar with and conduct themselves in accordance with the Student Code of Conduct and the Code of Conduct for Organizations, Clubs, or Groups as outlined in the Student Handbook as well as in the Handbook for Clubs and Organizations. Groups that violate policies run the risk of losing recognition on campus and may face charges/sanctions by university administrators or the student conduct system.

Privileges and Responsibilities

Privileges of Registered Student Groups.

A registered student group is entitled to:

Responsibilities of Registered Student Groups.

 Registered student groups must adhere to all university policies and procedures governing student organizations including:

  1. Adhere to student standards of conduct as outlined in the Shepherd University Student Code of Conduct, the Code of Conduct for Clubs and Organizations, and all applicable state and federal laws.
  2. Maintain at least five or more currently enrolled Shepherd University students. Student groups may have non-student members as part of the student organization but these non-student members are not considered voting members nor may they serve in an official capacity on behalf of the organization.
  3. Must have an advisor who is a full-time Shepherd staff or faculty (Rare exceptions to this policy may only be granted by the Vice President for Student Affairs with the recommendation of the Student Life Council).
  4. Update organization information, including officer and advisor contact information each academic year with the director of student activities and leadership and/or the Greek Affairs Office annually by completing the registration renewal form on Ram Pulse no later than the second Friday of the fall semester. (Contact information on these forms may be shared with the Student Government Association and listed on the Shepherd University website).
  5. Hold meetings regularly (at least once a semester).
  6. Be represented at the annual Student Leadership Conference at Shepherd as outlined in the Student Handbook.
  7. Maintain a current electronic file of the group’s Student Life Council approved constitution which includes the stated mission of the organization. The stated mission must have a direct correlation to the purpose of the organization. In the event that the organization revises its constitution, the revised document must be submitted to the director of student activities and leadership or the Greek Affairs Office for approval.
  8. Advertise or promote events or activities in a manner that does not suggest falsely that the event or activity is sponsored by the university.
  9. Plan and conduct activities furthering the purpose of the group.
  10. Adhere to all national policies if nationally affiliated.
  11. Greek letter social fraternities and sororities must be advised by the Office of the Dean of Students/Greek Affairs and must adhere to the policies outlined by said office.
  12. All Greek letter groups at Shepherd University must be affiliated with a national or international fraternity or (No local chapters are permitted.)

I.      Registration of Student Groups

  1. In order to gain the privileges of a recognized Shepherd student club or organization, groups must go through the registration process as outlined below.
  2. Students planning to start a club or organization must register their intent and provide written justification for the group’s establishment with the Student Center’s director of student activities and leadership by submitting an intent to organize form through the RamPulse website, a list of at least five currently enrolled Shepherd University students interested in starting the group, the contact information for a Shepherd employee who will serve as an advisor to the group, and a proposed group constitution. Groups that have filed appropriately through RamPulse will be granted provisional status and use of university facilities for organizational or recruitment meetings pending review by the Student Life Council. Groups under this status are not allowed to fundraise, hold campus wide events, or request support from Student Government Association.
  3. Once a group has submitted all the required documentation, the group will be submitted to the Student Life Council for review and approval for registration.
  4. Once the group has satisfied all requirements and been approved by the Student Life Council, they are granted the privileges of registered groups for that academic year.
  5. Groups are required to complete a registration renewal form and update all information annually to maintain registration and privileges of a student group.
  6. Student clubs and organizations are independent groups and are not considered to be an extension of the university. Unless the university has specifically requested that a student organization host an event (and by doing so has deemed the organization an agent of the university), the student organization will not be covered by the university’s insurance.

II.     Advisor

Group advisors must be full-time employees of the university. Student groups may choose to change advisors. However, the group must notify the director of student activities and leadership and Dean of Students Office or Greek Affairs Office immediately when such changes occur and update the group roster and advisor information on RamPulse. Groups without a staff advisor will be suspended.

III.     Non-Discrimination

It is the policy of Shepherd University that registered student organizations practice an open membership policy for members of the university community without regard to age, color, disability, national origin, race, religion, military service member or veteran status, sexual orientation, or gender identity. Membership and participation in registered student organizations must be open to all currently registered students without regard to gender, unless exempt under Title IX.

IV. Student Leadership Conference

  1. Registered clubs and organizations are required to be represented at the annual Student Leadership Conference at Shepherd as required by the Student Life Council. In order to maintain recognition on campus, all organizations are required to send at least two representatives to all sessions of the Leadership Conference while clubs are required to send at least one representative to all sessions of the Leadership Conference. Social Greek organizations are required to send at least two executive officers and one active/associate member to all sessions of the Leadership Conference. Exceptions to this policy may be granted by the Student Life Council through appeal prior to the date of the conference. NOTE: While they are encouraged to attend, academic honor societies are not required to attend the Leadership Conference. Representation/attendance at the Conference is considered by the Student Government Association in funding of co-curricular and student activities groups
  2. Clubs and organizations who fail to meet the Leadership Conference attendance requirements as outlined above may face sanctions or lose recognition on campus. Consequences or sanctions will be as follows:

V.     Groups with New Member Education Periods

  1. Student groups with new member education periods, association periods, or pledge education processes are required to meet with either the Greek advisor or the director of student activities and leadership to review the group’s member education plans at least two weeks before the new member intake/education process begins.
  2. Before a student may begin an associate member education period, s/he must attend an anti-hazing seminar sponsored by either Greek Affairs Office or the director of student activities and leadership.
  3. Social Greek organizations must follow the guidelines outlined in the Code of Conduct for Social Greek Organizations found later in this page.

VI.  Alcohol Use by Shepherd Student Organizations, Clubs, or Groups

The following policies apply to all campus organizations, clubs, or groups for events both on campus and off campus.

VII.  Anti-Hazing Policy

Shepherd University unconditionally opposes any action taken or situation created, intentionally or unintentionally, whether on or off premises owned or leased by the organization, which has the effect of producing psychological or physical discomfort, embarrassment, harassment, or ridicule. Such activities or situations may include, but are not limited to, the following:

  1. Use of alcohol or other drugs;
  2. Paddling in any form;
  3. Creation of excessive fatigue;
  4. Physical and/or psychological shocks;
  5. Quests, treasure hunts or non-sanctioned scavenger hunts;
  6. Acts of personal servitude or running errands;
  7. Coercing members to carry pledge books/interviewing books and mandating that new members participate in interviews and/or signatures;
  8. Line ups, standing in formation, or any variation thereof that includes but not lim- ited to any activity where individuals are forced to answer questions or to endure any personal indignity;
  9. Road trips or any other such activities carried on outside or inside of the confines of an organization’s facility or living unit (e.g., house);
  10. Wearing of public apparel that is conspicuous and not normally in good  taste;
  11. Engaging in public stunts and buffoonery;
  12. Morally degrading or humiliating games and activities; and
  13. Any other activities that impede academic achievement are inconsistent with the constitution, regulations, policies, or ritual of the national governing organization, or violate university policies or applicable State Law.

Activities including, but not limited to, those listed above that humiliate, degrade, abuse, or endanger a person’s physical or mental health for the purposes of affiliation with, membership in, or initiation into any organization– regardless of the person’s willingness to participate–will result in the club or organization being prosecuted to the fullest extent allowable under Shepherd University’s student conduct (Class I Offenses)

Activities including, but not limited to, those listed above that are implicitly or explicitly required of any prospective, new, or associate member but not required of active or full member–regardless of the person’s willingness to participate–will result in the club or organization being prosecuted to the fullest extent allowable under Shepherd University’s Student Conduct (Class II Offenses) Adapted from: Fraternity Insurance Purchasing Group (FIPG), 1998.

VIII.        Planning and Scheduling a Campus Activity

Any recognized student club or organization, or any university committee, board, division, department, or group may plan an activity and publicize it on campus. In most cases, the group sponsoring such activities may reserve a university facility. Advance planning and scheduling is necessary to allow equal opportunity for all organizations to reserve facilities. The Student Life Council has established the following policies and procedures for those wishing to schedule activities on campus.

  1. Shepherd University considers programs such as Homecoming, Family Day, Orientation, and Student Recognition Day a high Therefore, groups that wish to hold events during the programs listed above must receive prior approval from the committee in charge of planning that event. Please visit the Student Affairs Office for assistance in contacting the appropriate person or committee.
  2. Registered student clubs or organizations planning non-fundraising off-campus events are not required to receive campus approval for the scheduling of that However, all planned events must comply with the Shepherd University Code of Conduct for Student Clubs and Organizations. The university expects groups not to schedule off-campus activities that would compete with any of the major campus events listed in the preceding paragraph. (Groups planning fundraising activities should refer to Section V below.)
  3. No on-campus or off-campus social events may be held by student groups during the week of final examinations unless approved by the vice president of student affairs or designee.
  4. The following policies have been established for orderly scheduling and use of Student Center facilities:
    • The Program Board, Student Government Association, registered student clubs or organizations, or university divisions and departments may schedule the use of the Student Center meeting rooms, Storer Ballroom, or other facilities. All groups must either complete a room request form available online from the Student Center website . Requests will be granted on a first-come, first-served space available basis.
    • Registered student clubs and organizations may use all meeting rooms, except for Storer Ballroom, for their normal weekly meetings free of charge. However, a clean-up and/or set-up fee will be assessed to those groups that do not clean up or leave the room in an orderly fashion after use. All registered student clubs or organizations have a one-hour time limit for regular meetings before 9 p.m. on Monday through Thursday. Registered student clubs or organizations are limited to one weekly meeting per week. Exceptions may be made by the director or assistant director of the Student Center.
    • Meeting rooms are available to non-student groups, university divisions and departments, and off-campus organizations for a rental (Contact the Student Center Information Center for fees and information at 304/304-876-5497.)
    • All events held in the Student Center requiring extensive set up or extended hours must be scheduled at least 10 working days before the event by using the room request form, which is available online from the Student Center website or from the Information Center or from the virtual online website
    • In order to prevent conflicts and overlap with other campus-wide events, registered student clubs and organizations sponsoring an open event in the Storer Ballroom or Ram’s Den must receive prior written approval from the director of student activities and leadership or the Student Center director. People out- side of the sponsoring club or organization may attend open
    • A usage fee of $25 per hour per required employee may be charged to the sponsoring group for expenses incurred from the set-up/clean-up and/or event management
    • Registered student clubs and organizations requesting use of the Storer Ballroom for a non-meeting closed event, open only to the members of the sponsoring organization, may do so if space is available.
    • Registered student clubs and organizations may not charge admission to events scheduled in the Student Center unless they have received special permission in advance from the Student Government Groups charging admission to events will be charged a usage fee. See Section VI (B) for more information.
    • Events held in the Student Center must be scheduled during normal operating hours when staff is available or an additional staffing fee of $25/hour will be charged.
    • Registered student clubs and organizations that would like to schedule use of the Midway or the Amphitheater for events may do so by submitting a room request form. These events must be approved by the Student Center Director or the Director of Student Activities and Leadership.
    • Any group planning campus-wide games, tournaments, or other open events that may impact normal operations on campus must receive prior approval from the Division of Student Affairs.

IX.  Fundraising Activities or Charitable Events

  1. The Student Government Association will review and approve/deny requests from registered student clubs or organizations to sponsor fundraising activities or charitable events held on or off campus. To gain approval for a fundraising or charitable event, the following criteria will be used:
    • Unique program or activity.
    • Quality of the program or activity.
    • Potential for appeal to Shepherd University students.
    • Potential for enriching student life.
  2. All groups granted permission to hold fundraisers or charitable events in the Student Center will be assessed a $15 per hour per employee usage fee to cover the cost of set-up, clean-up, and event management.
  3. Registered student clubs or organizations desiring to conduct sales, raffles, or other charitable events or fundraisers must complete a request to hold a fundraiser form. These may be obtained in the Student Government Association Office or from the Information Center. The Student Government Association Executive Board must approve the request at least 10 working days before the event.
  4. Fundraisers or charitable events conducted in the residence halls must be approved in advance by both the Student Government Association and the Director of Residence Life
  5. Shepherd University departments/divisions (i.e. athletics, alumni affairs, student affairs, ) do not need Student Government Association permission to hold fundraisers, however they should seek permission from the Office of Advancement.

X.        Policy Regarding Publicity for Events

As is recognized by state and federal law, Shepherd University reserves the right to regulate the time, place, and manner of flier and media distribution on its campus. All registered student clubs or organizations and off-campus entities who wish to post signs/fliers on- or off-campus either publicizing events they will be sponsoring or providing information about themselves must have the sign/flier approved prior to posting it anywhere on campus. The approval process ensures that the sign is in compliance with Shepherd University policies and is in no way intended to inhibit the “marketplace of ideas.” The Student Center director and his/her designee(s) reserves the right not to approve fliers which fail to meet flier guidelines or violate community standards with regard to their content.

How to Have a Banner (to hang on campus buildings and other structures) Approved: Only Shepherd University departments or student groups may hang banners from campus buildings. Students clubs or organizations must submit banner designs for approval to the director of student activities and leadership, Program Board Office, 111 Student Center. Social Greek organizations must submit banner designs for approval to the Greek Affairs advisor in the Student Engagement Suite, 216 Student Center.

How to Have a Flier Approved:

Student clubs or organizations should submit a clean and final original of their flier to the director for student activities and leadership, 111 Student   Center.

Social Greek organizations must have their publicity materials approved by the Greek Affairs advisor in the Student Engagement Suite, 216 Student Center, following the same process described above.

Off-Campus entities may submit materials for approval through the Student Affairs Administrative Suite, 122 Student Center.

Please allow at least 72 hours for the approval process. Upon approval, the flier will be stamped, signed, and dated. Because the approval stamp and signature provides visual evidence that the flier has been approved for posting, it is highly recommended that copies for posting be made from this original with the stamp on it. Building managers have the right to remove media materials which have not been approved. Approved fliers may be posted on any designated student club or organization bulletin board space or kiosk on campus. It is the posting entity’s responsibility to consult with each building manager about the appropriate places for posting (see next page for a directory of building managers).

Important Exceptions:

NOTE: Academic departments, subcommittees of student affairs (Student Government Association, PASS, Program Board, Leadership Conference), Shepherd athletic teams, co- curricular groups (debate, The Picket, Sans Merci, theater, music, etc.) are not considered clubs or organizations. Since they are affiliated directly with departments of the university, they do not need to have fliers approved/stamped.

Posting and Distribution:

  1. Registered student clubs and organizations may post approved signs on bulletin boards provided in the Student Center, the Dining Hall, residence halls, and instructional buildings. Each building manager may designate other appropriate places to post.
  2. Posting signs on the outside walls of buildings, on columns, on sidewalks, in stairwells used as fire exits, or on any part of building doors is prohibited.
  3. Banners are permitted on the Student Center. Banner space may be reserved by submitting a room request Banners may be hung on other buildings with the written permission of the respective building manager (see list below for the contact information).
  4. The sponsoring organization and a contact phone number or email must be identified on the sign or poster.
  5. All publicity materials, decorations, etc. must be removed by the sponsor within 72 hours following the event.
  6. Police officers and building directors reserve the right to remove any sign that does not comply with these policies. Building directors will also be asked not to remove signs that comply with university policy.
  7. Placing fliers or leaflets on vehicles parked on campus is prohibited.
  8. Depending upon the seriousness of an offense, clubs or organizations distributing media that do not comply with university policies may face disciplinary action under the campus student conduct system. Off-campus entities/businesses that violate these guidelines may lose their privilege to post media on campus. No group or individual will be compensated for the cost of media removed by university officials under this policy.
  9. Fliers, posters, or other media may not be posted/taped on bathroom stalls or windows. This poses a hazard to the health and safety of others and is therefore prohibited.
  10. Recognized student groups may use washable sidewalk chalk on campus sidewalks to promote campus events under the following conditions:
    1. Chalking is at least 10 feet away from entrances of buildings.
    2. Chalking is only on sidewalks (no roads, buildings, columns, trees, stairs, fences, walls, or other areas).
    3. No chalking is permitted in the underpass.

Residence Hall Postings:

In order to better serve campus clubs and organizations, Residence Life will post fliers in the residence halls. All fliers must be submitted to Residence Life for the residence hall staff to post in their designated areas. To optimize marketing, Residence Life must receive the copies of all fliers at least one week in advance.

All fliers must have the appropriate approval stamp/signature to be posted in residence halls and must adhere to all guidelines as discussed under the “Policy Regarding Publicity for Events Sponsored by Recognized Clubs and Organizations” outlined in this handbook. Please bring or send 55 copies of your advertisements to Residence Life on the ground floor of Miller Hall. Residence Life will not be responsible for making copies of advertisements.

Building Directors

Butcher Center

Byrd Science Center

Matt McCarty

Bob Warburton

Head Baseball Coach/ Facilities Manager

Assistant Dean of Teaching



Center for Contemporary Arts

Dow Benedict

Dean, Arts and Humanities


Dining Hall

Jack Shaw

Assistant Vice President for Auxiliary Enterprises

Erma Ora Byrd Hall

Sharon Mailey

Professor/Department Chair of Nursing


Frank Arts Center

Dow Benedict

Dean, Arts and Humanities


Gardiner Hall-Ground Floor

Virginia Hicks

Assistant Provost


Human Resources

Marie DeWalt

Director of Human Resources


Ikenberry Hall

Debra Langford-Hiergeist

Executive Director, Purchasing


Knutti Hall

Elvira Allison

Chair of the Department of Education



Laura Renninger

Dean of Teaching and Learning


McMurran Hall

Monica Lingenfelter

Executive Vice President, Shepherd University Foundation


Residence Hall Buildings

Ellisa Woodbrey

Associate Director of Residence Life


Reynolds Hall

Don Rohel

Director of the Student Center


Snyder Hall

Bob Warburton

Assistant Dean of Teaching


Student Center

Don Rohel

Director of the Student Center


Stutzman-Slonaker Hall

Bob Warburton

Assistant Dean of Teaching


Wellness Center

Jim Sweeney

Director, Wellness Center


White Hall

Ann Legreid

Dean, Business and Social Sciences


XI.    Policy on Media Distributed by Student Groups

All printed media distributed or posted by recognized campus groups should comply with the community expectations outlined in the Student Handbook which states: “Our community standards of behavior are intended to enhance and protect the university’s general educational process, including research and public service activities as well as personal academic advancement and maturation. Realization of such goals can only be achieved in a civil atmosphere of mutual respect among individuals regardless of their beliefs, ethnicity, gender, race, life experiences, nation-of-origin, disability, or sexual orientation.”

One of the university’s crucial goals is to promote the “marketplace of ideas” via free speech. However, long-standing, recognized legal limits exist with respect to the First Amendment’s guarantee of freedom of speech. Campus groups as well as individual students must abide by such limitations. Specifically:

  1. In accordance with U.S. Supreme Court and other court precedents and national and state laws, the time, place, and manner of flier and media distribution can be restricted by university officials.
  2. In accordance with U.S. Court and other court precedents and national and state laws, commercial speech and advertising may be regulated by university officials.
  3. Depending upon the seriousness of an offense, students or student organizations distributing media that violate the policies above may face disciplinary action through the campus student conduct system. No group or individual will be compensated for the costs of media removed by university officials under this policy.
  4. In accordance with U.S. Supreme Court and other court precedents and national and state laws, the content of fliers and other  media:
    • Must not be legally obscene
    • Must not be legally defamatory, i.e., libelous or slanderous
    • Must not create a “hostile environment” that violates the 1964 Civil Rights Act and the West Virginia Human Rights Act or that clearly impairs individuals’ rights under the 14th Amendment
    • Must not present a clear and present danger to the institution and its community
    • Must not constitute seditious speech which advocates action to overthrow the government or any part of the government or poses a clear threat to national security.
    • Must not constitute “fighting words”
    • Must not endanger the safety and health of the campus community
    • Must not advocate actions that violate local, state, or federal law (although advocating in a clear, non-deceptive manner the change of laws through the political process is permissible).

Campus clubs and organizations, as well as individuals, will be held accountable and may be disciplined by university officials for violations of any of the above statements.

XII.    Off-Campus Events

  1. The university does not assume liability or responsibility for risk associated with activities that take place off-campus; therefore, officers of student groups should realize that the student group stands alone in its assumption of risk at these programs.
    • Officers must take “reasonable care” to insure that local, state, and federal laws are upheld
    • Officers must make every effort to care for the safety and security of guests either on- or off-campus. Officers, members, and guests may be held liable for violations of the student conduct code as well as local, state, and federal laws
    • In the event that Shepherd University officially closes due to inclement weather conditions, all student activities planned by student clubs and organizations will also be cancelled.
    • No on-campus or off-campus social events may be held by student groups during the week of final examinations unless approved by the Vice President for Student Affairs.
  2. Student groups participating in any activity that disrupts the normal operations of the university and/or infringes on the right of other members of the local community will be held accountable under the university’s code of conduct

*This policy will be in effect in situations on or off campus at the discretion of the university depending on the interest of the university. The purpose of this policy is to define the circumstances and the process for handling matters if the university deems it necessary to review the status of a recognized student organization, as well as sanctions that may follow.

XIII.    Student Group Finances

Responsibility for managing and dispersing the funds of student clubs and organizations lies with the student members and elected officers of each student group. However, because they have agreed to oversee, advise, and hold their advisees accountable to the policies outlined in the Student Code of Conduct, faculty or staff members acting as advisors to student groups shall have the right to review/audit the financial records and transactions of the clubs and organizations they advise. Student groups are not permitted to utilize the Shepherd University tax identification number.