COP 06-0701: Administration of Student Government Association and Student Clubs/Organizations

Purpose Statement

The purpose of the general regulations for the Student Government Association and Registered Student Organizations is to provide students and administrators with a helpful guide to facilitate the development and maintenance of student-governed and led programs, activities and events.

Guidelines

This procedure covers five areas within Student Involvement and Student Leadership.

• Section 1 Student Government Association and Student Representation (Student Leadership)
• Section 2 Registered Student Organizations (RSOs) (Student Involvement)
• Section 3 Procedures for Events (Student Involvement)
• Section 4 Marketing and Communication (Student Involvement)
• Section 5 Student Travel (Student Involvement)

Definitions and Abbreviations

1. Advisor: Faculty or staff who advise and oversee a Registered Student Organization
2. Registered Student Organization (RSO): A student-led group recognized by FSW, consisting of at least five current FSW students, two of which act as executive leadership, and an FSW faculty or staff advisor, formed around shared interests or goals. RSOs may also be affiliated with recognized state, regional, national, or international agencies.
3. PanSGA – College-wide organization comprised of the Student Government President and Vice President from each campus’ Campus Congress.
4. Student Government Association: (SGA)
5. Events: Any in-person or virtual gathering organized or sponsored by a Registered Student Organization (RSO), including meetings, programs, activities, or other functions.

Procedures

Section 1: Student Government Association and Student Representation

The Student Government Association (SGA) serves as the students’ voice at Florida SouthWestern State College (FSW). The purpose of this association shall be to further enhance student leadership and encourage unity through education and democracy; unify the student body in order to continually enhance campus and college SGA foundations while addressing concerns that affect FSW students, enriching the college experience through advocacy and service, in harmony with the interest of students; and to serve as an active voice between the student body, the administration, and the state. There is a PanSGA, with a Campus Congress at each FSW location. SGA performs four functions:

• Advocacy: Provide a voice and represent the student body at the state and local level
• Liaison: Act as a liaison between FSW students, administration, and state officials
• Representation: Serve as a symbol of unity of the entire student body
• Service: Provide assistance to the students and engage in community service
• The SGA also assists in the following: Leadership and Professional Development Workshops
• Civic Responsibility
• Community Service Projects
• Conferences
  1. PanSGA functions, obligations, and responsibilities:
     1. PanSGA is comprised of the President and Vice President from each location’s Campus Congress.
     2. Each location is individually represented by their Campus Congress
     3. Representatives confer with their advisor and administration on matters of student interest and concern and promote general student welfare.
     4. Students are free, individually and collectively, to express their views on issues of college policy and on matters of general interest to the student body.
     5. The SGA provides a means for participation in the formulation and application of college policy affecting academic and student affairs with the assistance of the SGA Advisor and the appropriate administrators.
     6. Proposals for changes in policy, regulations and procedures which affect the student body as a whole are to be directed through the SGA and its Advisor, or the appropriate administrator.
     7. The right of assembly for students is recognized, providing that student gatherings do not disrupt or interfere with the orderly educational operation of the institution. Such assembly must be in compliance with Florida statutes and COP 01-0112.
     8. Student participation in college programs for accelerated high school students
        1. Students must meet the appropriate admissions guidelines for Dual Enrollment.
        2. Dual Enrollment students are welcome to join Registered Student Organizations. These students may hold an RSO office with the exception of traveling.

Section 2: Registered Student Organizations (Including Student Government Association)

Recognized Registered Student Organizations at FSW are responsible for maintaining the following standards:

1. Each RSO must have at least one advisor who is approved by his/her supervisor and is a full-time member of the college staff or faculty. Advisors should, at minimum, attend two meetings of the Registered Student Organization (RSO) during each academic year, equating to one meeting per semester.
2. Membership in RSOs is limited to currently enrolled students of Florida SouthWestern State College. Dual Enrollment/Early College/Early Admission students are welcome to join a Registered Student Organization. They are also eligible to hold an Executive Board position; however, further rules and regulations may apply.
3. All FSW RSOs must be open to all currently enrolled FSW Students.
4. Events of RSOs must be conducted in accordance with city, county, state, federal, and college regulations.
5. All financial transactions must adhere to college operating procedures (04-0710 College Club and Organization Accounts) regarding appropriate expenditures and fundraising.
6. Officers and advisors must attend an RSO training with Student Involvement  each academic year, in order for an RSO to receive funding, make expenditures, and plan events.
7. The Executive Board Members  and advisor(s) of the group are responsible for the group and must adhere to college regulations.
8. RSOs must obtain authorization for off-campus events All travel forms must be completed and submitted to Student Involvement at least six (6) weeks prior to the trip or event. Please see Travel Procedures and Guidelines (04-0102) for additional information (Recommendation 15 students to 1 advisor, do not exceed 20:1).
9. An advisor (designee) must accompany any off-campus event sponsored by the group. The advisor has the full authority of the college in matters relating to student conduct and student welfare. Please see Travel Procedures and Guidelines (04-0102) for additional information.
10. Meetings: All RSOs must comply with the following:
    1. Secure meeting times and room reservations through Student Involvement prior to meeting each semester.
    2. Conduct at least one monthly meeting. An Executive Board Member or representative of the RSO must attend one (1) Campus Congress meeting a month.
    3. Keep each individual Bucs Corner page up to date at all times. This includes an updated roster with listed student officers, record of all events, tracking and keeping attendance at all events.
11. Failure to meet these prescribed standards/regulations may result in the following:
    1. Denial of the use of college facilities.
    2. Denial of recognition of the group as an RSO.
    3. Forfeiture of the right to representation in SGA.
    4. Denial of privileges/events(some or all) for a sustained period of time.
    5. Forfeiture of the right to function as a group or charter.
    6. Denial of use of RSO funds.
    7. After satisfying any missed requirements, and meeting with the Director of Student Involvement, an RSO may be considered for reinstatement.

I. Academic and Conduct Standards for Registered Student Organizations

Holders of Executive Board positions must maintain a 2.5 cumulative GPA and maintain and complete at least six (6) credit hours in the fall and spring semesters during their term. To participate in a conference and represent the college, all non-major office holders must maintain at 2.5 cumulative GPA and maintain and complete at least three (3) credit hours in the fall and spring semesters. Any holder of an Executive Board position found to be in violation of the FSW Code of Conduct may be removed from their position at the discretion of the advisor(s) and Student Involvement.

All RSO members must follow the Florida SouthWestern State College Student Code of Conduct at all times, both on campus and during any RSO events off campus.. RSOs not in compliance are subject to the student conduct process, and face sanctions that may include, but are not limited to suspension. As part of Florida SouthWestern State College’s (FSW) student conduct process, the Chief Student Affairs Officer (CSAO), or their designee, may periodically review the conduct records of students involved in co-curricular, Greek organizations, and other registered student clubs and organizations. The purpose of these reviews is to ensure that all students representing FSW uphold the College’s standards and values.

Students who are found responsible for multiple conduct or academic integrity violations during their time at FSW may lose their eligibility to participate in co-curricular activities. This may include a temporary suspension or permanent removal from these activities. Repeated violations not only affect the student but also harm their organization and the FSW community. Such patterns of behavior go against the College’s mission and expectations for personal responsibility and integrity.

II. How to Organize a Registered Student Organization at Florida SouthWestern State College 

1. Students are encouraged to join or organize associations for educational, political, social, religious, or cultural purposes as long as they are in keeping with the vision and mission of the college.
2. To become an official Registered Student Organization, follow these steps:
   1. Fill out the New Registered Student Organization Request form on Bucs Corner
   2. All RSOs must have a minimum of two (2) executive board members.. The required positions are President and Vice President. Sport RSOs must have the aforementioned positions, as well as a Risk Management Officer.
   3. Submit the completed application, which should include the name of the advisor(s), at least five (5) names and Buc emails or ID numbers of prospective members, and the mission, purpose, and goals for the RSO.
   4. Student Involvement will review the application. This process can take up to 14 business days.
   5. If the application meets all of the requirements, and is not in conflict with the College’s Student Code of Conduct, Student Involvement will notify the RSO president/or founder and advisor.
   6. Upon approval, the RSO will be asked to schedule an RSO training with both student leaders and advisor(s) in attendance. The RSO Training will cover the probation period, finances, requirements, conduct expectations, etc.If denied, a Student Involvement staff member  will schedule a meeting with the RSO president/or founder and advisor(s) and will apprise the pending RSO of the next steps to be taken in order for the RSO to reapply.
3. Probation Period for New Registered Student Organizations
   1. Once new Registered Student Organizations have been approved and completed the required RSO Training, they will be placed on a six (6) month probation period to ensure the sustainability of the organization.
   2. The new RSO must maintain at least five (5) current members, including two (2) Executive Board members. The advisor(s) needs to attend a minimum of one (1) meeting during this time.
   3. At the end of the probationary period, Student Involvement will open a financial account for the RSO. The RSO will then be eligible to apply for funding.
   4. If the Executive Board members of the new RSO fail to meet the requirements during the probationary period, the RSO will be dissolved, and any interested students must submit a new application to restart the organization, and the probation period will restart.

III. Inactive Accounts

Any RSO Account that has had no financial activity for at least one year is determined to be inactive. If an RSO Account becomes inactive and remains inactive over a period of two (2) academic years, the account will be closed. For an RSO to be reactivated, the RSO will need to reapply through the New Registered Student Organization Application and be approved through the appropriate avenues in order to be officially recognized at Florida SouthWestern State College. An RSO may also be considered inactive if any of the following occur (04-0701 College Club and Organization Accounts):

1. If the RSO does not follow the Student Code of Conduct.
2. If the RSO does not adhere to the standards and regulations established by  COP 06-0701.
3. If the RSO does not attend the mandatory RSO training held at the beginning of each semester.

Section 3: Procedures for Events

This document is intended to provide event procedures for RSOs, providing definitions of terms, lists of required forms, and guidelines for budget procedures.

1.  Event(s): Any in-person or virtual gathering organized or sponsored by a Registered Student Organization (RSO), including meetings, programs, activities, or other functions. 
2. Approval of Events: All events must be approved at least four (4) weeks in advance. The correct procedures are as follows:
   1. Clear the date with Student Involvement and with the advisor(s).
   2. Complete RSO Meeting Room Request form on Bucs Corner
   3. Create an event on Bucs Corner. No plans should be made until all forms have been approved by Student Involvement.
3. Conduct: Registered Student Organizations assume responsibility for all participant conduct:
   1. Only currently registered FSW students may attend college events sponsored by Registered Student Organizations, unless by special invitation of the group, which must be first approved by the  Student Involvement.
   2. Attire should be event appropriate.
   3. Any functions sponsored by an RSO must abide by all regulations stated herein, whether the event is held on or off the college campus.
   4. Use or possession of alcohol and /or drugs by a student or advisor(s) during any college- sponsored activity is prohibited. Violation of this policy can result in disciplinary action.
   5. All students must follow the Student Code of Conduct.
   6. The right of assembly for students is recognized, providing that student gatherings do not disrupt or interfere with the orderly educational operation of the institution. Such assembly must follow Florida statutes and COP 01-0112
4. Financial Transactions: Prior to purchase, all expenditures must be approved by Student Involvement.
   1. The officers and advisor(s) of an RSO are responsible for ensuring that the group observes the financial policies and procedures of FSW (04- 0701 College Club and Organization Accounts). The advisor(s) has the duty of informing officers of the purchasing regulations. The advisor(s) is held responsible for collecting and depositing all funds to  Student Involvement by the next business day.
   2. RSOs are prohibited from establishing external bank accounts. Any RSO found in violation of this policy will face sanctions, up to loss of official status.
   3. All fundraising must be approved by Student Involvement and must be in compliance with COP 01-0111 and COP 04-0701.
5. Budget Procedures: Once a Registered Student Organization is officially recognized by FSW, it is entitled to an account (Fund 6) within the college. These funds are held by the college’s Office of Financial Services and are accountable to certain guidelines. Note: Registered Student Organization accounts do not generate interest (04-0701 College Club and Organization Accounts).
6. Accounts: Set up: Once the probation period has been completed and the RSO is fully approved Student Involvement will request a financial account for the RSO through the office of Financial Services. Student Involvement staff member and request that an account be opened for that organization.
7. Approval: The Budget Administrator’s signature must be on all budget paperwork before it can be approved/processed. In addition to this, the RSO Executive Board Member and Advisor(s) must also validate any financial transactions with their signatures. Note: The RSO advisor(s) should be listed as the college contact person for any orders placed by the RSO.
8. Transactions: All transactions for RSO funds are completed through Check Requests or Deposit Memos.
   1. Check Request: All RSO expenses may be reimbursed through Check Request. Complete and submit the Check Request form with supporting documents through Bucs Corner.
      1. To make a purchase, RSOs must first purchase any supplies needed for the organization, then complete the Check Request Form for reimbursement.
      2. RSOs attempting to purchase items using any trademarked FSW logos must first submit the design to Student Involvement. Upon approval, RSOs then request a quote from the vendor,complete a Check Request form, and attach it to the quote,.  Checks will be sent directly to the vendor.  
         1. Please allow at least two weeks (10 business days) for processing. The Office of Financial Services will mail the check to the organization/recipient or release it to the individual specified on the form (04-0101 Check Requests). Please be sure to keep a copy for your records. Note- FSW will not reimburse tax on purchases.
9. Deposit Memos: All funds collected through fundraising activities must be submitted to Student Involvement no later than the next business day following the event.Student Involvement is then responsible for completing the Deposit Memo Form and processing the deposit with the Cashier’s Office.. Checks must be made out to the Registered Student Organization and Florida SouthWestern State College (e.g., Environment Club / Florida SouthWestern State College). A copy of the Deposit Memo will be retained by the Cashier’s Office. (04-0701 College Club and Organizations Account). This process is also to be followed when receiving checks regarding dues.

Section 4: Marketing and Communication

I. Communication & Publicity Procedures for Registered Student Organizations

Registered Student Organizations have various avenues for communicating opportunities for involvement with the greater student body. Some are more effective than others, and Student Involvement can be consulted for advice on the best way to publicize RSO events . In all RSO communication and publicity, there are several procedures in place: All publicity must be approved by the RSO's advisor(s)Student Involvement prior to distribution. RSOs that wish to utilize college-owned platforms for publicity or mass communication may be denied if:

1. Unapproved by the advisor,
2. Deemed to be in poor taste or reflect poorly on the college, or
3. Failed to follow guidelines below. (RSOs may face disciplinary actions, including the denial of future event requests. When in doubt, consult Student Involvement)

II. Bucs Corner

Bucs Corner is utilized and visible by all students, faculty, and staff at Florida SouthWestern State College and serves as the primary platform for promoting meetings and events. Registered Student Organization (RSO) Executive Board members and advisors are able to request access to their page by emailing the Student Involvement at RSO@fsw.edu.  A brief training may also be required for Bucs Corner usage.

III. Flyers

All flyers must be approved by Student Involvement and RSO advisor(s) prior to distribution. RSOs are responsible for printing and distributing their flyers.  Student Involvement reserves the right to deny the production and distribution of any flyers. Flyers must meet the following:

1. EEO statement visible
2. Fit on 8 1/2 x 11 paper
3. Non-copyrighted material
4. RSOs are responsible for removing flyers no later than 24 hours following the event.

Any materials placed on prohibited surfaces e.g., windows, walls, doors, vehicles, etc. will be removed immediately by building maintenance personnel or by Student Involvement staff. Consult Student Involvement to understand prohibited locations.

IV. Social Networks and Internal Communication

1. Social Networks:
   1. No Registered Student Organization is permitted to have social media accounts outside of Bucs Corner. This includes, but is not limited to Facebook, Instagram, X (formerly Twitter), SnapChat, and TikTok. If RSOs wish to post something on the Student Life social media accounts, they may reach out to Student Involvement.Additionally, RSOs are not permitted to create and use email addresses outside of the FSW.EDU domain. This includes but is not limited to Gmail, yahoo, AOL, Hotmail, iCloud, and any other email communication platform. Creation of social media and/or external email accounts are grounds for dissolution of the RSO.
2. Internal Communication:
   1. For internal RSO communication, RSOs must only use APPROVED communication platforms set up through Student Involvement. FSW is a public institution, and therefore subject to Public Records Requests (Social media accounts and communication platforms included). Approved Channels are as follows:
   2. FSW Canvas Page – Student Involvement will request an official FSW Canvas page for your organization to use.
   3. FSW Discord Channel – Student Involvement will request a channel for your Student Organization on the official FSW Discord.

Communication regarding RSO matters should only take place on FSW Communication platforms, not in personal/private conversations (texts, Whatsapp, Groupme, etc.)

Individuals who are not currently enrolled at FSW must be removed from RSO communication platforms immediately.

V: Off-Campus/Community Publicity

Any off-campus/community advertisement questions must consult with Student Involvement prior to distribution.

VI: Intellectual Property

Registered Student Organizations utilize College resources, including funding, equipment, faculty/staff advisors, facilities, the internet network, and other materials. In accordance with College Operating Procedure (COP) 03-1403, materials created with college resources belong to the College.

Exceptions in the COP-031403 apply to academic work and intellectual property produced by a student to satisfy a course requirement. These exceptions do not extend to activities or products created by RSOs.

Section 5: Student Travel

I. Student Travel Procedures

1. To be approved for travel, an RSO must complete the process listed below. PLEASE NOTE: Student Involvement will not complete the forms for the advisor or the RSO.
2. All travel will be reimbursed in accordance with travel procedures established in COP 04-0102.

II. Advisor Responsibilities for Off-Campus Travel Form

The RSO advisor(s) must accompany and chaperone all off-campus events and must notify Student Involvement of any planned travel at least six (6) weeks prior to departure.

Transportation: Advisors of RSOs may use college vehicles, rental vehicles, commercial transportation, or their personal vehicles for trips and conferences. Specific stipulations apply to each means of transportation. (04-0102 Travel Procedures and Guidelines)

1. College or Rental Vehicle: No student may drive a college vehicle or rental on behalf of the college or any Registered Student Organization unless that student is an employee of the college. Only full-time employees who are 18 years of age or older holding a valid Florida driver’s license may drive college-owned or rental vehicles. (01-0107 Verification of Driver’s License and College Vehicle Use)
2. Personal Vehicle: Students are not permitted to drive their own personal vehicles to any college-sponsored trip/conference per COP 04-0102.
3. Public Transportation: Commercial transportation includes air, train, bus and boat.Student Involvement and advisor(s) should always be consulted prior to making any reservations. All proper paperwork must be submitted before arrangements are made. (04-0102 Travel Procedures and Guidelines)

The college uses a Travel Authorization Form (TA) for student and staff travel. Should an individual or organization require reimbursement for hotel, gas, parking, tolls, transportation, etc., the Travel Expense Reimbursement Form BO-002 must be completed and submitted to Student Involvement within one (1) business day after returning from the trip. Be sure to submit original receipts at the same time for all covered expenditures that require reimbursement. It is recommended to make a copy of the original receipts for the RSO’s Executive Board Member and advisor(s) for record keeping purposes. (04-0102 Travel Procedures and Guidelines).

Pay in Advance: Student Involvement encourages RSOs to submit all paperwork and requests in advance to pay for as many expenses as possible before the trip. Expenses for conference registration, hotel, commercial transportation, and rental car are paid in advance by submitting a Check Request. (04-0102 Travel Procedures and Guidelines).

1. Check Request or Purchase Order should be:
   1. A copy of the conference registration form submitted to the Student Involvement (04-0101 Check Requests)
   2. Indicate the names of students being registered and the cost for each.
   3. Made payable to the vendor.
   4. The Accounts Payable department will settle the expenses on behalf of the RSO.Travel expenses from an RSO account (6###) must be submitted using the workflow travel form (BO-002) under the advisor. When the RSO returns from the trip, the Travel Expense Reimbursement Form BO-002 is completed with exact figures for expenses. The total amount owed the traveler or owed the college will be evident on the Travel Expense Reimbursement Form BO-002 and documented by attaching the original receipts.

Pay upon Return: The College will pay the amount due to the traveler or creditor. The total amount due should be evident on the TA form located in the student travel packet and supported with original trip receipts. (04-0102 Travel Procedures and Guidelines)

Dual-Enrolled Students: Students under the age of 18/Dual-Enrolled Students are being considered for overnight travel. Student Involvement MUST be notified PRIOR to any travel arrangements being made. Student Involvement will provide approval for the student(s) under 18 to travel with the group, once justification for their participation is made. The following conditions must be adhered to:

1. Students under 18 may not travel alone. The advisor of the Registered Student Organization or Designated chaperone must be with the student during all travel arrangements (flights, etc).
2. Parent/Guardian written approval is required before arrangements are made.
3. Parent/Guardian must be involved in signing the Code of the Rode and Off-Campus Liability Waivers.
4. Students under 18 are not permitted to share a room with non-related adults or other students over 18, unless explicit approval is received from the Parent/Guardian.
5. Curfews or safety expectations may be put into place as determined by the Designated Chaperone.
6. Students under 18/Dual-Enrolled are expected and required to follow the FSW Code of Conduct. Failure to do so may result in disciplinary actions for the individual and/or Registered Student Organization, and/or removal from the trip (at the parent/guardian’s expense.)

Code of Conduct: All students traveling on behalf of FSW must adhere to the FSW Code of Conduct. Failure to do so may result in disciplinary actions for the individual and/or Registered Student Organization, and/or removal from the trip (at the student’s expense.)

1. All students traveling on an overnight trip with a Registered Student Organization must sign:
   1. Off-Campus Liability Waiver
   2. Code of the Road