Process of Starting a Student Organization
Enrolled students of Rhodes College may petition the Allocations and Student Organizations Commission (ASOC) in order to create a new, recognized and active student organization. Below is the process for any student seeking to start a new organization:
- Submit interest form, including a roster of at least 5 students who intend to join the club, to the Vice Commissioner via Presence.
- Write a constitution to be reviewed for approval by Student Engagement staff and the Vice Commissioner. Constitutions must contain acknowledgement of the college’s polices and non discrimination clauses.
- Present final proposal and constitution to the ASOC to be approved by a two-thirds vote of ASOC.
- If approved, all documentation will be sent to the Director of Student Engagement for final approval.
- Once complete, all new officers will be required to complete training.
Requirements of a Student Organization
In order for a student organization to remain active and eligible for funding, it must maintain the following requirements on its student organization’s Presence page:
- An active roster of enrolled students.
- An Allocations-approved constitution and bylaws.
- A current advisor agreement signed by a full-time faculty or staff member.
- Have an updated contact list of the organization’s executive members, including a President and a Treasurer.
With the exception of nationally-affiliated honor societies, fraternities and sororities, and religious groups that have received official approval from the Dean of Equity and Engagement or designee, official recognition by the College will be granted to organizations who meet with the following requirements: (1) the organization’s purpose is not in conflict with the mission of the College, (2) the membership of the organization is available to all Rhodes students who are interested in membership, and (3) the organization must be distinct and unique from all other existing organizations on campus.
The Allocations and Student Organizations Commission (ASOC) Vice Commissioner or Office of Student Engagement will notify the organization in writing of the decision. If denied, a written explanation of the denial along with the procedure for appeal must be included.
The decision of ASOC may be appealed in writing to the Office of Student Engagement, and then the Dean of Equity and Engagement if necessary.
The officers of recognized student organizations are responsible for the actions of their respective organizations. Neither the Office of Student Engagement nor the Allocations and Student Organizations Commission controls or is responsible for actions taken by student organizations.
Student Organization Event Guidelines
The following guidelines have been set forth by the Office of Student Engagement to oversee all events, practices, meetings, and activities for registered Student Organizations at Rhodes College. For the purposes of this document all three will be referred to as events.
- Student Organizations must request the use of campus space through Presence at least 3 weeks in advance. Late submissions may be accepted but to guarantee the ability to accommodate your event, advance notice is required. Please allow 3-5 business days to process your request.
- Any groups that use space on campus are responsible for leaving all rooms in the condition in which you found them, which includes removing or properly disposing of all items that you bring into the room. Clean-up of events on campus must be completed by 8:00 a.m. the following morning unless an earlier time is requested in advance. Failure to follow this directive may result in charges being placed on the student group.
- Attendance tracking is required for all student organization events on or off campus. Attendee information should be collected upon entry. It is highly encouraged for student organizations to use Presence to track Rhodes student attendance at events. Guests invited from outside the Rhodes community must be submitted 24 hours in advance of the event to Campus Safety to ensure their ability to enter campus.
- External vendors and special guest speakers are allowed to be contracted or invited for student organization events, but names must be submitted to Campus Safety 24 hours in advance. Note: Any contracts that are being paid for with funds from Allocations must be signed by a designated college official.
- Student organizations may not schedule activities or study breaks during finals period, including reading days. Events taking place on the last day of class in the spring semester will be approved on a case-by case basis.
- The College will always require adherence to local health department and CDC guidelines for meetings and events unless an exception has been made by Rhodes administration. Attendees are required to abide by the masking and distancing policies in place at the time of the event.
On-Campus Space Constraints & Expectations
- Event attendance must remain within the published capacities for the event space as reported in EMS. This number could change for various reasons. If a space capacity does change, you will be notified in advance of the event and able to alter arrangements.
- Rhodes College Physical Plant maintains a supply of tables and chairs that student groups may request for use at events on campus. Groups can request these resources through their initial request in Presence and a member of the Student Engagement office will reach out if the College does not have the resources for the event. Final event setups must be submitted at least 3 days prior to the event. (Note: Physical Plant is not present on the weekends or after 3:00 p.m. to change setup).
- Audio/Visual needs must be included in the event submission on Presence so the groups can be guaranteed a space with the appropriate set-up. Some events may be required to have a technician to operate the requested needs; these come at an additional cost to the organization. Staff in the Office of Student Engagement can offer consultation about what is most appropriate for your event.
- To reduce damage to campus buildings, groups are only allowed to affix things to the walls, doors, windows, blinds, or railings in any of the rooms or hallways using approved materials. Free standing decorations are permitted. Requests for exceptions must be submitted and approved by the Office of College Events. Student groups can be charged for room or space damages if necessary.
- Registered Student Organizations that wish to obtain funding for an event on or off campus must have their event submitted in Presence at least 4 weeks in advance to be eligible for funding. Budgets must be submitted by the Sunday prior to 3 weeks in advance of the event.
- The Allocations and Student Organization Commission (ASOC) process for funding student events can be found here.
Advertising
- Events must be submitted through Presence are eligible to be placed in the “Rhodes This Week” twice weekly emails.
- Advertising for events must follow the “Campus Posting Policy” outlined here.
- Any advertisement that does not contain the name of a sponsoring organization, has been placed in a prohibited area, or is for an event that has not been registered or notified, is eligible to be removed at any time. Violations of this policy may result in consequences for the organization.
- Student Organizations are permitted to host events with alcohol on or off campus.
- Any event with alcohol may be subject to increased scrutiny and restrictions to ensure state and college policies are being followed.
- A meeting with the Office of Student Engagement is required for any student event or organization that is planning to serve alcohol.
- The Campus Alcohol Policy states that these events must be either BYOB (Bring Your Own Beverage) or run through a Third-Party Vendor.
- All Student Organizations must notify the Office of Student Engagement of events the organization is holding off campus.
- Notification is required at least 1 week in advance through Presence if the group is not utilizing any campus resources. Otherwise 4 weeks is requested.
- Off Campus Student Organization events are any events not held on college owned property, this does include the IFC & Panhellenic Lodges as off campus entities.
- Additionally, an event is considered off campus if students must travel to the event within the city of Memphis or the surrounding Metropolitan area.
- Student organizations planning to travel must notify the Office of Student Engagement at least 3 weeks in advance though Presence.
- Student Organization travel is any time the group is traveling outside the greater Memphis area for Student Organization business, competitions or events.
- Additional meetings may be required to ensure that the group understands College expectations while traveling.
- Student groups may host events with minors on campus if the parents or guardians are present for the duration of the event.
- If the minors are under the supervision of students, each student who will be responsible for a minor will be required to pass a background check under state law. Please allow up to 4 weeks for background checks to be processed.