Student Organization Policy Manual
GRAND CANYON UNIVERSISTY
Office of Student Engagement


1

TABLE of CONTENTS

INTRODUCTION

PURPOSE OF STUDENT ORGANIZATIONS

BENEFITS OF A REGISTERED GCU STUDENT ORGANIZATION

ORGANIZATION RESPONSIBILITIES

STUDENT ORGANIZATION APPROVAL

STUDENT ORGANIZATION TYPE

STUDENT ORGANIZATION APPLICATION PROCESS

REQUIREMENTS FOR APPLICATION

HOW TO CHANGE AN ORGANIZATION’S CONSTITUTION/BYLAWS OR NAME

ANNUAL RENEWAL

OFFICER TRANSITION

ORGANIZATION LEADER/OFFICER ELIGIBILITY

ADVISOR ROLE

FRATERNITY and SORORITY POLICY

PLANNING AN EVENT

SCHEDULING EVENTS

RESERVING SPACE ON CAMPUS

OFF CAMPUS ACTIVITIES

FUNDRAISING GUIDELINES

FUNDRAISING

CONTRACTS & AGREEMENTS

FINANCIAL ACCOUNTS

ORGANIZATION FUND POLICY

UNIVERSITY TRANSPORTATION

TRAVEL POLICY

CAMPUS ADVERTISING GUIDELINES

CLUB MAILBOXES

LEADERSHIP TRAINING

FACEBOOK

BUILDING FACEBOOK CONTENT

TWITTER

BUILDING TWITTER CONTENT

INSTAGRAM

YOUTUBE

BLOGS

INTERNET & PR GUIDELINES

INTRODUCTION

This manual is a resource for the studentsand advisors involved in a GCU student organization in an effort to make navigating the community-established policies and procedures at Grand Canyon University feasible. It is should be thoroughly reviewed and referenced by all student organizations and clubs.

The policies and procedures detailed in this handbook are not intended to be comprehensive and do not supersede the policies in the GCU Student Handbook. All clubs and organizations are required to adhere to all policies and procedures stated in the GCU Student Handbook. Failure to do so may result in the removal of rights and privileges as an approved GCU club or organization. The GCU Student Handbook can be found online.

PURPOSE OF STUDENT ORGANIZATIONS

The student organizations of Grand Canyon University play a vital role in campus life by encouraging students to pursue interests, develop leadership skills, create meaningful relationships, and enhance academic achievements. We depend upon active student organizations to operate in a manner that uphold and support all of the University policies and Student handbook policies.

BENEFITS OF A REGISTERED GCU STUDENT ORGANIZATION

  • Recognition by the university.
  • Ability to solicit student organization materials and organize/host campus events.
  • Opportunity to co-sponsor programs with the Associated Students of Grand Canyon University (ASGCU).
  • Invitation to participate in leadership training sponsored by Student Engagement.
  • Access to University resources such as facilities, printing services, equipment.
  • Ability to solicit funding from ASGCU.

ORGANIZATION RESPONSIBILITIES

  • Organizations are responsible for observing the policies in the GCU Student Handbook as well as this organization manual.
  • Organizational leaders must maintain an active program to fulfill the purpose of the group as stated in their constitution.
  • Organizations are required to participate in a yearly review process conducted by the Office of Student Engagement at the beginning of each spring semester.
  • Organizations are required to maintain their budget and be accountable for the responsible use of funds acquired.
  • Organizations are required to maintain all necessary contact with Student Engagement.
  • Organizations are expected to support/encourage involvement in campus wide activities.
  • Organizations are to choose the next year’s leaders/officers no later than April 1st of the spring semester and must notify the Student Engagement Office.

STUDENT ORGANIZATION APPROVAL

STUDENT ORGANIZATION TYPE

Upon applying organizations are required to categorize themselves as one of the following:

Professional Student Organizations (PSO) - Student groups whose membership and activities center predominantly around a particular academic course of study or professional interest.

University Ministry Organizations (UMO) - Student groups that provide ministry opportunities for Grand Canyon University students to enhance the spiritual life of the campus and surrounding community. This type of club will go through an additional approval process with Spiritual Life.

University Social Organizations (USO) - Student groups whose membership and activities do not center on a particular academic or collegiate course of study or curriculum, but rather activities centered on out-of-classroom interest. (Snowboarding Club, Rock Climbing Club, etc.)

Ad Hoc - Student groups that are in existence for less than a year and are working toward specific goals directly connected with one-time events.

1

**Clubs and organizations that desire to operate under GCU Clubs 501(c)(3) must demonstrate that their activities will be in accordance with the GCU narrative that states a clubs purpose is to foster development, enhance student education, leadership development skills, and academic achievements.

STUDENT ORGANIZATION APPLICATION PROCESS

REQUIREMENTS FOR APPLICATION

Submit all paperwork to the Student Clubs Coordinator in the office of Student Engagement. Applications will be reviewed by the Office of Student Engagement. When applicable, applications may be reviewed by Spiritual life and/or GCU Clubs[1].

The decision process will be completed within 10-15 business days (2-3 weeks). Student Engagement reserves the right to deny student organizations based on the student organization’s general appropriateness as it relates to the mission and vision of the University. Organizations who apply for, but do not receive official approval may appeal the decision to the Office of Student Engagement.

A new student organization seeking official approval shall first have met the following requirements:

  1. The activities and purpose of the proposed student organization must align with Grand Canyon University’s mission and purpose, the student handbook, and the student organization policy manual.
  1. Complete the Student Organization Application(SOA) packet (Pick up in office of Student Engagement).
  1. Petition 50 students from the GCU student body to indicate support for the proposed organization. (Included in SOA packet)
  1. Have at least one faculty, staff, and/or university administrator who shall act as an advisor complete and sign the Advisor Agreement Form. (Included in SOA packet)
  1. Have a ratified Constitution/Bylaws by the members of the club.Any organization that is a part of a national organization must also include the constitution/bylaws from the national organization. (Basic template is included in SOA packet)
  1. Provide list of student officers, contact information for each officer. At a minimum, a registered club must maintain a student organization President and/or a Vice President at all times.
  1. CompleteClubs and Organizations Agreement Form to abide by GCU policies and procedures (In SOA packet).

Student organizations will not be officially recognized until the Office of Student Engagement, ASGCU, and with approval, GCU Clubs approves the application.

HOW TO CHANGE AN ORGANIZATION’S CONSTITUTION/BYLAWS OR NAME

If there are any changes to the student organization’s structure and/or the constitution/bylaws the organization will need to do the following:

  1. Request a Constitutional Bylaws Change Formfrom Student Clubs Coordinator.
  2. Submit the Constitutional Bylaws ChangeForm and the newly amended constitution to the Student Clubs Coordinator.
  3. Once received, new constitution/bylaws will be reviewed. Upon approval your club will be notified and your records updated.

ANNUAL RENEWAL

In order to maintain accurate records of registered student organizations, the newly elected President and an additional officer from each club/organization is required to complete and submit the Club Continuation Form and all documents from the Club Continuation Formby April 1st.(Formcan be found on the GCU clubs website).

Once the following school year begins, clubs and organizations are responsible for notifying the Student Clubs Coordinator of their status each year no later than October 1. This includes:

-Discontinuing recognition status as a GCU club

-Changes made to officer leadership

-Changes made to constitution and/or bylaws

OFFICER TRANSITION

All clubs are responsible for the organization and election of new club officers according to their constitution and bylaws. In the case that an officer resigns from his/her role prematurely it is required that said officer notifythe president and advisor of that club via email with a copy to the Clubs Coordinator prior to leaving. It is also suggested that said officer find a replacement for his/her role. Please notify the Clubs Coordinator of all changes to club leadership. This will aid in updating records.

In the case that a treasurer steps down mid semester, they must find a replacement prior toleaving. The replacement must undergo training with Student Engagementin order to handle money.

ORGANIZATION LEADER/OFFICER ELIGIBILITY

  • GPA of 2.5 or higher.
  • Must at least be a part-time GCU ground student.

ADVISOR ROLE

  • Attend as many meetings and events as possible.
  • Assist the organization in identifying its goals.
  • Assist student leaders in clarifying their areas of responsibility and related duties.
  • Be familiar with the university’s campus policies and procedures in the GCU Student Handbook and Student Organizational Manual.
  • As a facilitator, provide input and encouragement.
  • Review and sign Check Requests, Deposit Forms, Event Requests and Fundraising Proposals.
  • Serve as a resource for problem solving.

**Advisors must notify the Student Club/Organizations Coordinator in the Office of Student Engagement in writing if they are unable to continue with their responsibilities for any reason.**

FRATERNITY and SORORITY POLICY

The following excerpt is taken from the University policy handbook:

  • Grand Canyon University does not permit fraternities or sororities to petition, congregate, or operate on campus grounds whether officially or unofficially. All students seeking community are encouraged to either join preexisting clubs and organizations or charter new inclusionary groups on campus.
  • Grand Canyon University reserves the right to refuse the review and approval of any and all groups applying as a “fraternity” or “sorority.”
  • Grand Canyon University reserves the right to discontinue the operation or chartering of any club or group suspected to be operating within the bounds of Greek Life and any related activities.
  • No groups with discriminatory, secret or ritualized membership practices (eg hazing, rushing, etc) will be permitted to charter or continue operation on campus.

PLANNING AN EVENT

SCHEDULING EVENTS

All campus events must be officially sponsored by either a recognized GCU Clubs student organization or a GCU department. All clubs desiring to gain event approval must go through the Office of Student Engagementand follow Student Engagement event planning protocol.

RESERVING SPACE ON CAMPUS

Organizations are required to complete a GCU Club/Meeting Event Request form for the event to be recognized as a Grand Canyon University sanctioned event. The forms also assist in updating the Student Events calendar and are used as an evaluation tool by the committee awarding the President’s Cup to the organization of the year. Completed forms are to be returned to the Student Clubs Coordinator located in the Office of Student Engagement.

Forms are available in the Office of Engagement and within the Student Engagement section of

Event/Meeting Request Forms must be submitted to reserve classrooms, conference rooms, residential facilities, outdoor facilities, or the Student Union. Event/Meeting Request Forms must also be submitted to schedule indoor and outdoor arrangements such as tables, chairs, canopies, a barbeque,and electrical outlets to use for events.

Event/Meeting Requests require a minimum of ten (10) working days to confirm. It is advised to give3 weeks’ notice on requests to ensure their completion.

Televisions, projectors, DVD players, camcorders, and laptops may be reserved as well.

To place an Event/Meeting request contact: Pablo Ciscomani

602-639-6896

OFF CAMPUS ACTIVITIES

Organizations sponsoring an off campus event must have participants complete a release of liability form.

These forms are available in the Office of Student Engagementor online.

1

FUNDRAISING GUIDELINES

Organizations are permitted to conduct fundraising events as approved bythe Office of Student Engagementand, when applicable, GCU Clubs Board. Fundraiser Proposal forms are available in the Office of Student Engagement. Proposals must be submitted at least fifteen (15) business days prior to the fundraiser.

FUNDRAISING

The following fundraising activities are permitted:

  • Penny wars
  • Candy sales
  • Flower sales
  • Bake Sale
  • Car washes
  • Look for corporate donations – corporate sponsorships must be pre-approved
  • Hold restaurant donations
  • Recycling drives
  • T-shirt Sales
  • In-kind donations - must be approved in advance of receipt
  • Fundraising requiring a contractual arrangement must be submitted to Student Engagementfor review, approval, and signature.

The following fundraising ARE NOT PERMITTED

**Raffles, bingo, and any type of gaming fundraisers ARE NOT PERMITTED

**Sweepstakes ARE NOT PERMITTED

CONTRACTS & AGREEMENTS

Organizations desiring to enter into a contract or agreement with another party must have approval from the Office of Student Engagement.

Students are unable to represent the Grand Canyon University through contracts. Upon approval, advisors may sign to represent the University.

FINANCIAL ACCOUNTS

Financial accounts are maintained by the GCU Clubs 501 (c)(3) nonprofit treasurer.Each organization handling money must have a treasurer and/or officer designated to handle funds, abide by the funding policy, and stay in good communication with the Office of Student Engagement. When money is collected or fundraisers occur those funds must be turned in and will then be deposited into the GCU Club account. Under no circumstance should an advisor or a student representative of the student organization hold onto funds of any kind in regard to the student organization.

ORGANIZATION FUND POLICY

  • Each club/organization will need to appoint a Treasurer and/or designated officer to handle funds and attend mandatory training.
  • The Treasurer will work with the appropriate staff member in the Office of Student Engagement for all financial matters in the club/organization (ex: deposit, withdraw, check requests, fundraising, etc.)
  • Deposits
  • Please print and fill out a Deposit Form (Found Online)
  • Make sure to specify what each deposit/check is for.
  • Turn the form and deposit into the appropriate staff member in the Office of Student Engagement.
  • The Treasurer of the club is responsible for all cash/checks until the Student Engagement staff member signs off on the deposit form
  • Reimbursements
  • Must be approved in advance of the purchase by submitting a Reimbursement Anticipation Request. Contact the Student Clubs Coordinator for the form.
  • Forms must be submitted ten (10) business days in advance of the expected purchase for approval by GCU Clubs Board.
  • Receipts from purchases must be taped to an 8 ½ x 11 sheet of white paper and must be reconciled to the total amount of the expense and be submitted to the Clubs Coordinator within five (5) business days of the purchase along with a check request form.
  • Withdrawals
  • All withdrawals will be in the form of a Check Request available online.
  • Check Requests
  • Please print and fill out a check request form
  • Please allow for a minimum of 7-10 business days for approval by GCU Clubs Board and payment of check requests.
  • An invoice, and/or budget, and W-9 are required for payment. (Found online)

UNIVERSITY TRANSPORTATION

Motor pool vehicles are reserved through the Office of Student Engagement. An advisor must make reservations. To reserve a vehicle please complete and submit a Transportation Request Form to the Office of Student Engagement.

1

Drivers must be a GCU student, faculty or staff member, and twenty-one (21) years of age for in-state travel and twenty-five (25) years of age for out of state travel, and they must possess a valid driver’s license. Drivers who meet the above mentioned criteria are required to take a Grand Canyon University driver’s test before they are allowed to drive. To set up a driver’s test, contact the Office of Student Engagement several weeks prior to your departure date.

TRAVELPOLICY

All student Clubs and Organizations are required to submit a Travel Request Form prior to leaving on any Club/Organization related travel. Examples of appropriate travel may include, but are not limited to, Competition Travel, Excursions, Seminars, Conferences, Volunteer Opportunities, etc. Forms can be found within the ASGCU Student Club Resource Center. Club Travel Waivers must be completed by each student in attendance.

CAMPUS ADVERTISING GUIDELINES

Notices, announcements, and advertisements to be placed on the University’s campus must be cleared through the Office of Student Engagement. Posted materials which do not bear the Office of Student Engagement stamp, are subject to removal from the boards. Posters and notices may only be placed on properly designated locations, e.g., on bulletin boards in University buildings. Approved hanging materials include blue painters tape, sticky tack, staples, and push pins. Flyers are NOT to be placed on painted walls or exterior doors.

CLUB MAILBOXES

All clubs that need to receive mail can have mail sent to the following address:

ATTN: Office Student Engagement

[Insert Club/Org Name Here]

3300 W. Camelback Road

Phoenix AZ, 85035

LEADERSHIP TRAINING

1

The Office of Student Engagement sponsors ongoing leadership training for Grand Canyon University students. Training sessions are offered periodically during the academic year. There is no fee for participating in the program. Schedules for the Leadership Program are available through the Office of Student Engagement.

GCU SOCIAL MEDIA POLICY

Social media is an important tool students use to connect to one another as a part of student life. GCU recognizes that tools like Facebook and Twitter are an excellent way to share information and “meet up” with online students interested in being involved with on campus organizations affiliated with the university.

No student organization will be grandfathered in if they currently have an existing page. Student organizations will be required to delete existing pages.

No unauthorized or unsanctioned clubs in a probationary status will be granted the opportunity to create social resources for themselves.

Student clubs and organizations properly registered and in good standing with the Student Engagement Office are eligible to develop social media resources as outlined below. Guidelines to assist club leadership in developing their own space to communicate to other students with social media follow.All GCU faculty and staff are asked to adhere to the following. Leadership for student organizations represented under the GCU umbrella should plan to abide by the same criteria: