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Code of Conduct for Clubs and Organizations

COVID-19 Temporary Addendum 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 or designee with the recommendation of the Student Life Council).
  4. Update organization information, including officer and advisor contact information each academic year by completing the registration renewal form on RamPulse 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 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 on RamPulse.
  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 Fraternity and Sorority Life and must adhere to the policies outlined by said office.
  12. All Greek-letter organizations at Shepherd University must be affiliated with a national or international fraternity or sororities. (No local chapters are permitted.)

Registration of new Student Groups

In order to gain the privileges of a registered Shepherd student club or organization, groups must go through the registration process as outlined below:

  1. Students planning to start a club or organization must register their intent and provide written justification for the group’s establishment by submitting an intent to organize form through the RamPulse website, including 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 statement of purpose. 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.
  2. 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.
  3. 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.
  4. Groups are required to complete a registration renewal form and update all information annually to maintain registration and privileges of a student group.
  5. 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.

Advisor

Group advisors must be full-time employees of the university. Student groups may choose to change advisors. However, the group must notify the Student Activities and Leadership Office immediately when such changes occur and update the group roster and advisor information on RamPulse. Groups without a staff advisor will be suspended.

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.

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. Fraternities and Sororities 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:

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. Groups that do not follow the policies as outlined may be sanctioned through University conduct processes as well as through their affiliated governing councils.

IMPORTANT DEFINITIONS:

CLOSED PARTIES/EVENTS – A closed party is an event where ONLY members of the group and their invited guests are allowed to attend. Closed parties may not be advertised and are open to people by personal invitation only.

OPEN PARTIES/EVENTS An open party or event may host both members of the sponsoring organization, club, or group and nonmembers are permitted to attend. These events generally have blanket invitations through posters, fliers, social media, or word-of-mouth. Alcohol is never permitted at these events unless held at a public business establishment with a licensed vendor and approval from the Office of Student Activities and Leadership.

CASH BAR – event or venue where guests legally permitted to consume alcohol may pay for their own beverages on an individual basis.  Cash bar events are only permitted with University approval when there is a licensed and insured third-party vendor or caterer.

OPEN BAR – a bar at a special function at which the drinks have been paid for by the host or are prepaid through the admission fee or by a group.  These are never permitted under Shepherd University policy.

Wristbands – Party Hosts will utilize wristbands to identify those guests who are over the legal drinking age at check-in/registration. The wristband is put on at the entry to the event and cut off when someone departs.  No re-entry is permitted.

Party Hosts – Party Hosts are the members who are responsible for the event signin process (registering, admitting, and wristbanding guests of legal drinking age at the door). These individuals must have attended a Party Host training sponsored by the Division of Student Affairs and must be drug and alcohol-free for the duration of the event.

Distribution Agents – Distribution Agents are members responsible for registering, safeguarding, and distributing alcoholic beverages. Distribution Agents must be of legal drinking age, not under the influence of alcohol or drugs during the entirety of the event and must have attended a Distribution Agent training sponsored by the Division of Student Affairs.

Designated Driversat least two members of the group who agree to remain drug and alcoholfree and volunteer to assure that those consuming alcohol do not drive after drinking.

Sober Monitors – members of the group that agree to remain drug and alcoholfree to assist in monitoring the event and making sure that all policies are being followed to protect the safety of those attending. Based on the guest list, at least 10% of attendees must serve as sober monitors.

Note: Individuals in the role of Party Host, Distribution Agent, Sober Monitor, and Designated Driver may not overlap. For example, Sober monitors cannot be both a designated driver and a sober monitor.

CLOSED PARTIES/EVENTS WITH AN OUTSIDE VENDOR/CATERER

Alcoholic beverages may be present at Closed Parties/Events (SEE DEFINITION ABOVE) on an individual payment cash bar basis with a professional bartender/caterer/venue. Closed parties may not be advertised and are open to guests by personal invitation only. To hold a closed party, groups must register the event through RamPulse at least seven (7) business days in advance using the social event registration form and meet all of the conditions described below:

BRING YOUR OWN BEVERAGE EVENTS

A Bring Your Own Beverage (BYOB) event may be permitted only if the event and all attendees abide by the guidelines listed in the alcohol policy above as well as the BYOB guidelines as outlined below:

In order to host a BYOB event, the sponsoring organization must file a BYOB Event Request Form on RamPulse at least seven (7) business days in advance detailing all event plans and the names of Party Hosts, Distribution Agents, Designated Drivers, and Sober Monitors (SEE DEFINITIONS ABOVE). Party Hosts and Distribution Agents must attend an educational training session about party hosting sponsored by the Division of Student Affairs before a BYOB event will be approved.

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:

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).

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 IX 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.
    • 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 may be assessed to those groups that do not clean up or leave the room in an orderly fashion after use. Registered student clubs or organizations are limited to one weekly meeting per week. Exceptions may be made by the Student Center Operations Manager.
    • Meeting rooms are available to students, staff, and faculty for personal use/events. (Contact the Student Center Information Center for fees and information at 304-876-5497).
    • 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 Association. Groups charging admission to events may be charged a usage fee.
    • Events held in the Student Center should be scheduled during normal operating hours when staff is available. Normal Hours can be found here.
    • 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 . A staff fee of $25 per hour per employee may be charged for expenses incurred.
    • Registered student clubs and organizations that would like to schedule use of outside spaces for events may do so by submitting an online request form. These events must be approved by the Student Center Operations Manager.
    • 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 designee.
    • The Operations Manager of the Student Center reserves the right to override a specific room request based upon the size of the group or specific needs of the space. However, in most cases, requests will be granted on a first-come first-served basis.
    • Additional Student Center policies and procedures may be found at the Student Center Website.

Student Group Finances and Fundraising Activities or Charitable Events

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.

University departments, athletic teams, and student groups reserve the right to request return of uniforms/clothing or equipment upon member resignation or separation/termination.

Any funds raised on behalf of or in the name of a student group are wholly the property of the student group.

100% of all funds raised during charitable or philanthropic events must go to the charity/charities advertised. No group may retain a percentage of funds raised in the name of a charity (i.e. Relay For Life, Habitat for Humanity, Doctors Without Borders, etc.).

  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. 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 on the Student Government Association RamPulse.
  3. 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
  4. 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.

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.” Shepherd University and their 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, 110 Student Center. Social Fraternities and Sororities must submit banner designs for approval to the Fraternity and Sorority Life advisor in the Student Center 110.

How to Have a Flier Approved:

Student clubs or organizations should submit a clean digital version of advertisements through the Poster Approval Form on the Student Activities and Leadership page on RamPulse.

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 or in any other covered area where rain will not wash the chalk away.

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

304-876-5472

304-876-5401

Center for Contemporary Arts Dow Benedict Dean, Arts and Humanities 304-876-5393
Dining Hall Jack Shaw Assistant Vice President for Auxiliary Enterprises 304-876-5496
Erma Ora Byrd Hall Sharon Mailey Professor/Department Chair of Nursing 304-876-5344
Frank Arts Center Dow Benedict Dean, Arts and Humanities 304-876-5393
Gardiner Hall-Ground Floor Virginia Hicks Assistant Provost 304-876-5712
Human Resources Marie DeWalt Director of Human Resources 304-876-5299
Ikenberry Hall Debra Langford-Hiergeist Executive Director, Purchasing 304-876-5216
Knutti Hall Elvira Allison Chair of the Department of Education 304-876-5305
Library Laura Renninger Dean of Teaching and Learning 304-876-5461
McMurran Hall Monica Lingenfelter Executive Vice President, Shepherd University Foundation 304-876-5286
Residence Hall Buildings Ellisa Woodbrey Associate Director of Residence Life 304-876-5172
Reynolds Hall Nick Mummert Student Center Operations Manager 304-876-5076
Snyder Hall Bob Warburton Assistant Dean of Teaching 304-876-5401
Student Center Nick Mummert Student Center Operations Manager 304-876-5076
Stutzman-Slonaker Hall Bob Warburton Assistant Dean of Teaching 304876-5401
Wellness Center Jennifer Flora Director, Wellness Center 304-876-5295
White Hall Ann Legreid Dean, Business and Social Sciences 304-876-5332

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. 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.

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.

Use of Official University Symbols

The name of the University, the official seal, the motto, the Ram mascot, replicas and facsimiles of campus buildings or any logo or graphic representation of these symbols are all registered trademarks of Shepherd University. These symbols are for the exclusive use and official representation of the University.

Requests to use the registered trademarks shall be communicated to the Executive Director for University Communications. In the case of student organizations, the request must first be authorized by the Vice President for Campus Services. Specifically prohibited is the use of the University’s name or other insignia in fundraising campaigns, which have not been authorized by the Executive Vice President of the Shepherd University Foundation. In general, no solicitations in the name of the University are permitted except those coordinated through the Executive Vice President of the Shepherd University Foundation.

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 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 or designee.
  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.

Student Conduct and Sanctions for Clubs and organizations

If the organization is found responsible for one or more policy or guideline violation, sanctions may be imposed. It must also be noted that violation of a guideline or policy may result in one or more judicial investigations by one or more of the following constituents: The Student Affairs Office and Individual Chapter’s National Offices. Sanctions are as followed: