RSO Organization Policies and Procedures

Updated as of January 2024

Student Life

The Office of Student Life works with student organizations to develop extracurricular activities. Participation in these activities constitutes an integral part of the total educational experience. An organization fair will be held at the beginning of the academic year to introduce students to the many and varied organizations existing at NYITCOM at Arkansas State University. 

Student Government Association and Organization

The Student Government Association (SGA) serves as the official representative organization for the NYITCOM at Arkansas State University student body and aims to: 

1. Promote the highest academic, professional, and ethical standards in the study and practice of osteopathic medicine; 

2. Provide an effective means of communication and representation for the student body to NYITCOM at Arkansas State University /NYIT administration, faculty, and staff on all issues involving the curriculum, co-curricular programs and services, policies and procedures, quality of life, and the daily operation of the college; 

3. Provide representation of the student body to the American Osteopathic Association (AOA),the American Association of Colleges of Osteopathic Medicine (AACOM), the Council of Osteopathic Student Government Presidents (COSGP); 

4. Promote the organizational objectives and uphold the ethical standards of the American Osteopathic Association (AOA), the American Association of Colleges of Osteopathic Medicine (AACOM), the Council of Osteopathic Student Government Presidents (COSGP) and NYIT College of Osteopathic Medicine; 

5. Promote student involvement and participation in professional and co-curricular activities that enhance quality of life and benefit the college community and the osteopathic profession. The SGA is governed by its Constitution and Bylaws and consists of an executive committee, class officers, and multiple committees with representatives from all classes. Additionally, the SGA recognizes and supports student organizations including professional, special interest, and social groups that all contribute to the academic and co-curricular environment of the medical college, the community, and the osteopathic profession. All SGA Officers, Class Officers, Committee Members and Organization leadership members begin their terms May 1. 

All NYITCOM at Arkansas State University students are members of the SGA and are eligible and encouraged to participate in all aspects of the organization including SGA sponsored activities and SGA recognized student organizations. 

Recognized Student Organizations

The purpose of Recognized Student Organizations (RSOs) is to provide for student participation and involvement in academic, professional, and co-curricular activities. Membership in RSOs should be open to all SGA members regardless of race, religion, gender, disability, sexual orientation, or academic status. RSOs cannot use credit card applications as criteria for membership. 

As part of their recognition, RSOs are eligible to receive annual financial support from the SGA as outlined in the SGA governing documents. RSOs also have access, where appropriate, to SGA resources including, but not limited to publications, facilities, and media support. 

Annual Recognition Renewal

The following renewal items are due by July 31st, by 11:59pm:

• A completed Student Organization Registration Application which will be used to verify the election of incoming officers and faculty advisor. 

• A summary of organizational goals and objectives for the coming year. 

• A signed copy of your RSO Advisor Agreement 

• An updated copy of the RSO Constitution & Bylaws 

• A list of your current RSO leadership team and contact information 

Applications for continued recognition will be brought before the SGA General Council for approval. As reasonably feasible, this vote will occur immediately following the deadline outlined above. A simple majority is needed to approve applications for SGA recognition. 

Recognition of New Student Organizations

In order to be considered for recognition, the founding members of new student organizations must complete the new RSO recognition process with the SGA and Office of Student Life. If a proposed RSOs is deemed to fit into the medical specialty and/or discipline of an existing RSO, it will instead be placed within that parent organization as a committee. 

Prior to being considered for full recognition, all proposed new RSOs must do one year of interest with no financial support for the SGA. During this period of interest, proposed RSOs will be allowed access to rooms and media for interest meetings. Proposed RSOs may submit the items outlined in the Annual Recognition Renewal section at any time throughout the academic year. New student organization applications will be voted on in the SGA General Council Meeting following the successful submission of required documents. Approved applications will result in recognition of the organization starting on the date of approval. 

RSO Expectations 

In order to be an RSO, the purpose and/or structure of the organization must reflect the pathways of medical training. RSOs are required to maintain an SGA-linked bank account, accurate financial records, and participate in the Audit Committee’s semiannual financial audit process. They are also expected to record and maintain organizational records and documentation. These organizational records shall be relinquished to incoming organizational officers at the end of the academic year to allow for successful organizational transition. 

RSO meetings shall be held regularly, according to the constitution and bylaws of each organization, however all RSOs are expected to schedule a minimum of six (6) events per academic year. The RSO leadership team is required to meet with their advisor a minimum of 5 meetings per academic year. The meetings will be scheduled per the applicable scheduling policies. The general category of “events” includes any presentation, panel, speaker or event hosted or co-sponsored by the Student Organization. For events co sponsored by two or more RSOs, events must be approved by Office of Student Life. All involved RSOs should inform their membership and advisor of the upcoming event. At least 2 members of each RSOs’ leadership should be in attendance at the event. 

Officers & Elections 

RSO are able to conduct elections as outlined within each organization’s constitution and bylaws, however they must take place before the final SGA General Council meeting of the year and must be completed electronically with the ability to be reviewed and shared with the SGA and the Office of Student Life. Only members of each specific organization are permitted to vote in elections for that organization. 

Before elections are held by an organization, names of the candidates must be forwarded to the SGA 2nd Vice President and the Office of Student Life within one week before the end of RSO election deadline. The Office of Student Life and Assistant Dean for Student Administration will verify all elected candidates are in good academic and disciplinary standing. 

RSO Leadership Transition 

Officer training and transition is one of the most important responsibilities outgoing officer team members have to their successors and to their RSO. While outgoing officers may be tired at the end of their term or even looking forward to "passing the gavel" to their counterparts, they must remember how they were treated when they took office... 

• Did your predecessor have a notebook compiled? 

• Did they take the time to clean out their of icer notebook before they gave it to you? 

• During your transition period, did they introduce you to individuals who were important resources to them? 

• Did your predecessor spend one-on-one time with you? 

• After your transition did you feel confident carrying out the responsibilities of the position and taking the organization to a new level? 

A successful transition provides a strong platform for the continuation of all the activities and plans initiated by the outgoing officer team. The Office of Student Life has prepared an RSO Transition Packet that all RSO officers should complete at the end of their term. This guide will provide the process and the resources to help outgoing officers plan and implement a strong officer training and transition program. 

RSO REPRESENTATION AT SGA GENERAL COUNCIL MEETINGS 

The executive board members of each RSO are expected to attend all SGA General Council meetings. Voting members of the General Council shall be limited to all members of the SGA Executive Board, all class officers, all SGA committee representatives, and Core Executive Board members consisting of President, Vice-President, Secretary, and Treasurer of each SGA recognized student organization. For students holding multiple executive positions, they will be limited to one vote per person. 

Absence request must be made via email to both SGA and the Office of Student Life at least 48 hours prior to the start of the scheduled general council meeting for final approval. A maximum of two excused absences are allowed per academic year. Absences are divided into notified and un-notified. One notified absence is allowed per academic year, however after the second notified absence, students will receive a written warning. For a notified absence, the student must notify the SGA secretary and the Associate 

5

Director of Student Life at least 48 hours prior to the General Council meeting and provide the proxy’s name to attend the meeting on the student’s behalf. There are no unnotified absences allowed per academic year. For additional information regarding absences, please refer to the Standing Rules of SGA, Article 1 - Section 2. 

RSO Advisor

All RSOs must have an active Faculty/Staff Advisor. The Office of Student Life believes that the advisor to an RSO is an integral part of the development and success of that organization. The commitment of a faculty or administrative member to advise a student organization "implies" that the advisor will bring a vision and excitement to the student organization. The advisor recognizes and supports participation in student organizations for its contribution to the educational and personal development of the students. The advisor should take an active part in the formulation of the policy of the organization through interaction with members of the organization. Since members and officers in any organization are ordinarily active only as long as they are students, the advisor serves as a continuity factor for the organization and can implement long-term developmental goals. The voluntary relationship between an advisor and a student organization should continue as long as both parties believe the relationship is productive and mutually satisfying. 

Advisor Responsiblities 

The Office of Student Life believes that the advisor to a student organization is an integral part of the development and success of that organization. The commitment of a faculty or administrative member to advise a student organization "implies" that the advisor will bring a vision and excitement to the student organization. The advisor recognizes and supports participation in student organizations for its contribution to the educational and personal development of the students. The advisor should take an active part in the formulation of the policy of the organization through interaction with members of the organization. Since members and officers in any organization are ordinarily active only as long as they are students, the advisor serves as a continuity factor for the organization and can implement long-term developmental goals. The voluntary relationship between an advisor and a student organization should continue as long as both parties believe the relationship is productive and mutually satisfying. 

Commitment of Advisors

• The advisor should meet with the organization’s Executive Board regularly to establish a meaningful working relationship and to exercise effective advisorship. 

• The advisor should assist the group in setting realistic goals and objectives each academic year. The advisor should not direct nor dictate the organization's programs or activities. Advisors should be frank, however, in offering suggestions, considerations, or ideas for the group's discussion. 

• The advisor should assist the organization in implementing the policies and procedures of the Office of Student Life. 

• The advisor should discourage domination of the organization by any individuals or actions.

• The advisor should be well-informed about all of the plans and events sponsored by the student organization. The advisor should provide direct assistance, if needed, in the planning and evaluation of these programs. 

• The advisor should be aware of the organization's financial status and demand the maintenance of efficient financial records. The advisor should supervise financial procedures. 

• The advisor must direct all students to register all on and off campus events. He/she should assist the student organization in filing the necessary forms to renew the group's recognition for the academic year. The advisor thus insures the group's compliance with the College’s policies and procedures. 

• The advisor assists in orienting new officers and in developing the leadership skills of members.

• The advisor should be prepared to deal with major problems or emergencies within the organization, in consultation with the Office of Student Life. 

• Advisors to student organizations should use the Office of Student Life staff as a resource for 6 advisor issues, student development issues, programming ideas and materials. 

Responsibilities of the Organization to the Advisor 

• Notify the advisor of all meetings and events. 

• Consult advisor in the planning of events. 

• Consult advisor before any changes in the structure of the group, or in the policies of the organization are made, and before major projects are undertaken. 

• Understand that although the advisor has no vote, he/she has speaking privileges. 

• Discuss any problems or concerns with the advisor. 

• Be clear and open about your expectations of your advisor. 

• Periodically, evaluate your advisor and give appropriate feedback. 

Maximizing the Advisor/Student Relationship 

As with any relationship, the success of the Advisor/Student relationship requires the commitment of both parties. Both parties must remain open to each other’s suggestions and feedback. They must be able to trust each other. Student leaders must sense that advisors are available and attentive to their needs. Advisors must be shown that student leaders are responsible and dedicated. 

A successful advisor/student relationship requires nurturing. Both sides must care enough about the success of the organization, to realize that this relationship is pivotal. 

Students must recognize that advisors are full-time professionals with important obligations. Meetings with advisors should be productive; therefore students should have a purpose when scheduling meetings. Students should be prepared to discuss relevant issues. 

Students should also be prepared to be offered constructive feedback, be it positive or negative. Do not resent what you may perceive as an intrusion on the part of the advisor. Remember that advisors have foresight and the benefit of years of experience and as such, may be able to recognize problems not readily apparent to you. 

Above all, trust your advisor and maintain regular contact with him/her. Leadership and its responsibilities may require that you make some difficult or unpopular decisions. Consider your advisor your ally, so work to establish a good rapport with him/her. 

In order to maximize the working relationship between the student organization president and the advisor, we have prepared the following information to serve as a guideline. 

Expectations of Presidents and Advisors

• Lines of communication should be developed and stay open at all times. 

• Academics are important and the advisor should have an idea of the student's academic load and peak times. 

• Communication should be as specific as possible, leaving little to "interpretation".

• Responsibilities need to be discussed and agreed upon, preferably in writing.

• If disagreement occurs, determine where it originates, what compromises or alternatives exist, and try to reach an agreement on how to proceed. 

• Be sensitive to the leadership styles of each other. 

• Remember, there is a time for fun and a time to get things done. Make sure there is time for both. At meetings between the student organization president and the advisor: 

• Have some "How are you doing?" time. 

• Review last meeting and any items that need to be followed up. 

• Review "to do" lists - make new lists as needed. 

• Set agenda for next meeting. 

• Talk about areas of concern. 

• Are there things we could be doing better? 

• Is the student organization working okay? 

• Share insights with each other. 

• Talk about available resources to assist the student organization's work. 

The student organization president and advisor should: 

• Review student organization goals and progress. 

• Step back and look at the "big picture". 

• Are club members having fun? 

• Are we providing good programs and activities that students want? 

• What are we learning from this experience? 

The role of the student organization president: 

• Provide leadership to the student organization. 

• Chair the organization’s meetings. 

• Prepare agendas. 

• Be available

• Attend monthly meetings with Advisor. 

• Delegate responsibilities to organization members. 

• Try to insure that responsibilities are followed through. 

• Attend your events. 

• Lead the student organization in establishing goals. 

• Try to insure that student organization members enjoy their experiences. 

• Become knowledgeable about budget and oversee expenditures. 

• Establish personal goals to improve individual leadership and team-building skills while building a stronger foundation for the organization. 

The role of the advisor: 

• Serve as a resource for the student organization president and organization members. • Attend monthly meeting with president. 

• Attend all student organization events, in accordance with the by-Laws. 

• Review student organization plans and provide insight and advice to help facilitate their success. • Help the organization evaluate the program/activity and the process to emphasize the learning experience. 

• Assist the student organization president in the coordination and facilitation of organization business. 

• Help keep everything in perspective. 

• Share insights at meetings, but avoid "ownership". 

• Be aware of financial status of student organization. 

Some other thoughts: 

• If you can't make a meeting or follow through on a responsibility, let the other person know beforehand. 

• Constructive criticisms should be viewed as such. They should be constructive and they should be suggestions. 

• Be sensitive to each other's personalities. 

• Don't always meet in the office. The interruptions and atmosphere may not be conducive to the business you have to conduct. 

• Sometimes you will need "uninterrupted" time by yourself. If so, tell someone who can tell those who need to know. 

• Challenge each other to grow and develop. 

Roles and Functions of an Advisor 

Your Advisor will play numerous roles while working with individual students and student organizations: 

• Mentor 

• Supervisor 

• Teacher 

• Leader 

• Follower 

Advisor Leave and Change

There comes a time for most advisors when they can no longer find the time or muster the enthusiasm to continue advising their organizations in the way they feel is necessary. When that time comes, do your best to respect your advisor’s honesty and be very supportive for their need to pursue new interests. If an organization is determined to succeed, it will find a new advisor with new enthusiasm. Changing advisors will not damage the organization nearly as much as having an advisor stay on after his or her interest has dissipated. Organizations need advisors, not sponsors. 

Financial Structure 

Each RSO will have an individual account that is linked to the SGA master account. The RSO officers serve as the signatories on financial paperwork for the organization. Funds allocated to an RSO by the SGA are accessible only through the SGA master account. RSOs are strictly prohibited from having bank accounts outside of NYIT. 

Funding of RSO Operations/Activities by SGA 

All RSOs will receive equal baseline funding, the exact amount determined annually by the SGA Budget Committee. RSO funding will be limited and as available until NYITCOM at Arkansas State University has a full, four classes. Baseline funding is provided only to stand-alone or umbrella RSOs and not their individual committees. It is the responsibility of the leadership within each umbrella RSO to determine how to allocate their baseline funding to its committees. 

Any SGA funds received by an RSO may not be used for illegal activities or to purchase illegal substances. Use of SGA funds for illegal activities or to purchase illegal substances will result in revocation of funding and referral to the Assistant Dean of Student Administration for disciplinary action. 

Any RSO activities, events, etc. that are funded in full or part by the SGA are considered to be co-sponsored by the SGA. The SGA should be recognized accordingly as a co-sponsor in all associated publications, announcements, media, etc. While all RSOs will receive equal baseline funding, each RSO is responsible for requesting funds from SGA. 

If following the annual budgeting process there are unallocated funds remaining in the SGA account, these funds will be considered programming funds and shall be available to all members, subject to the guidelines established by the SGA Budget Committee. RSOs, and their committees, may request funding beyond the baseline funding for activities or events open to all SGA members. Supporting documentation shall be provided for specific purposes (e.g., events, activities, travel). 

Any funds, whether baseline or additional requested, will not be distributed until the appropriate request has been made. Once the request has been submitted and approved, the funds will be distributed. Funds will be disbursed via the NYIT master account to the respective RSO’s linked account. The SGA Executive Board and Office of Student Life at both locations will review and consider requests for funding not exceeding five thousand dollars ($5,000). The SGA Budget Committee and Office of Student Life will review and consider funding requests for funding that exceed five thousand dollars ($5,000). The Assistant Dean of Student Administration will personally review and consider requests for funding exceeding ten thousand dollars ($10,000). 

All contracts necessary for RSO events must be submitted to the Office of Student Life for review and approval by the legal department at NYIT. If approved, all contracts will be forwarded for signature to the Vice President. 

Fundraising

RSOs are able to conduct fundraising activities for charitable organizations only. Credit Card promotions are strictly prohibited. Any solicitation of the College, faculty, staff, and students must have the written approval of the Associate Dean of Student Administration. 

Any requests for donation of items or sponsorship for event from external businesses/vendors must be coordinated through and receive approval by the NYITCOM at A-State Director of Community Outreach. 

At this time, operational fundraising is not allowed for RSOs at NYITCOM at A-State. 

Travel 

NYITCOM at Arkansas State University supports student attendance at conferences/conventions as an educational enrichment activity. Applications to attend the conferences will be available in the Office of Student Life. The SGA and Office of Student Life will review individual RSO Officer requests to attend one national conference per year if the student is representing NYITCOM at Arkansas State University in an officer related position in the NYITCOM at Arkansas State University local chapter of the national organization. The Associate Dean of Academic Affairs, or designee, will approve the request for an excused absences for approved travel. First year students have limited eligibility. 

Individuals traveling on behalf of NYITCOM at A-State, regardless of funding, should at all times act as professional future physicians. Unprofessional behavior while representing NYITCOM at A-State will result in referral to the Student Discipline Review Board. 

All RSOs seeking to sponsor and fund group trips or events off campus must receive the approval of the organization’s Faculty Advisor and the Office of Student Life prior to finalizing and announcing plans for the trip or event. For any off-campus meeting or event, all participants must complete a Student Activity Waiver Form prior to participating and the students must be accompanied by their Faculty/Staff Advisor or approved designee. 

Semi-Annual Financial Audit Process 

Each semester, the SGA Audit Committee conducts a financial audit process for all SGA related accounts. As part of this process, each RSO will prepare end of semester financial statements which contain, at a minimum all source(s) of income (e.g. SGA, fundraising), all expenditures/disbursements with vendor/payee, amount, and purpose should be available for review if necessary, and the current balance of all banking accounts (SGA-linked). Supporting documentation (e.g. receipts, invoices) should be attached to the statement along with any outstanding debts. Upon completion (prior to May 1 each year but no earlier than the final two weeks of the academic year), the SGA Finance Committee will generate a report detailing the results of the annual financial audit process. All documents generated and received during the semiannual financial audit process becomes SGA property and will remain on file in the SGA Office for a period of no less than five (5) years. 

GUIDE TO MAKING AN RSO BUDGET 

As a treasurer or president of RSO, the budget is one of the most important components to consider when planning out your activities for the year. Not only will your RSO’s budget determine the amount that you will have to run your RSO but also will serve as a guide to the overall planning of your group’s events. 

To begin, we will provide some insight into how you should prepare the actual budget. The budget should be a year-long plan of practical and achievable events and goals with realistic cost estimates, and not just a wish list for funds. Since the SGA funds are allocated at the beginning of the year, your E-board should plan its programming (with tentative dates) for the entire class year before classes start. This is crucial to preventing problems that usually occur later on in the year with time crunches before exams, board preparations, etc. By having the year planned out at the beginning, you can save a lot of time and greatly increase your chances of receiving funds. 

Once your E-board has its events planned out for the year, it’s time to start the budget process. To begin, you first need to understand how the SGA assigns money and the various funds that are associated with it. Once the SGA is fully funded (i.e. NYITCOM at A-State has four classes), there are certain sources of money that you need not include in your organization budget. Until SGA is fully funded, these items should be included in your budget requests. 

These amounts will be equal for each RSO and cannot be changed. Now at this point, you should be asking yourself: Why then should I have to submit a budget? The answer is this: in addition to these required funds, the SGA will be designating additional funding to RSOs based on their submitted Budget Request Form. The process for determining how much additional funding your RSO will receive is complex and is based on several factors including: your RSO’s current account balance, size, activities proposed for the year, and funding available. While the SGA strives to maximize RSO funding, there are certain things that the SGA bylaws prohibit funding. These include: fundraisers, speaker gifts and costs (note: some speakers are eligible for compensation- please consult the SGA), E-board meeting costs, national dues or any activity that is in violation of the NYITCOM at Arkansas State University Student Handbook or NYITCOM Policies. 

Please keep these important points in mind when creating your organization budget: 

• Fundraisers: No RSO, including the SGA as a whole, is permitted to fund a fundraiser. In a nutshell, you have to cover the cost of the fundraising expenses BEFORE calculating how much money you have raised and how much money you can donate. For example, if you spent $200 on T-shirts that you then sold for $10 each, and you sold 18 T-shirts, you would have collected $180. However, the cost of the T-shirts was $200, so you are negative $20, and therefore cannot donate any money to a fundraiser. If you had sold 40 T-shirts, you would have collected $400, and therefore your RSO would be eligible to donate $200 to the cause as a fundraiser. Your RSO must cover the cost of fundraising activities. 

• Food: You will need to include any food expenses in your budget. 

• Conferences: SGA does not provide money to RSOs for travel to conferences. 

• Be specific: Do not budget intangibles, because the SGA cannot measure their cost. For example, do not write, “$100 for October workshop.” The SGA Budget Committee is left wondering, “What is the $100 for, what are they buying?” You need budget tangible budget items for specific events. For example, “$25 for heart-healthy bookmarks to be passed out during the AHA’s Healthy Heart week; $50 for white T-shirts to draw on for any attendee of our November meeting focused on winter safety tips.” These are things the SGA Budget committee can factor, and increase your odds are receiving funding. 

• Be Inclusive: For all funding, it must be inclusive of the entire student body. Funding for student RSO comes, in part, from student activity fees, and therefore must be open to all individuals. If there is something you’d like to do that is member-exclusive, that must be done with membership dues money, which the SGA treasurer can explain to you if you have questions. Any budget item that is not inclusive of the entire student body will not be considered. 

• Transportation: The allocation of funds towards transportation for RSO activities is very limited, based on the nature and sprit of the activity, and factoring in lowest-cost options for transportation methods. Further information and planning may be requested by the SGA when allocating funds for transportation. 

• A Budget is mandatory: Even if you anticipate zero expenses for all events and activities for the year, or even for a particular activity or meeting, you must list that event name and indicate $0 cost on the Budget Request Form. Failure to submit an on-time budget may result in your RSO being suspended from all activities. The SGA does not want to see that happen, so be sure to submit a budget. 

• Printing, Copying, and Shipping: Utilization of vendors or businesses to carry out your printing needs can get expensive very quickly. While you may budget for these expenses, the SGA may have a less expensive alternative, through past experience or through NYITCOM at Arkansas State University Office of Student Life, and that may be reflected and explained in the review of your RSO’s budget. 

So now that you have an understanding of how RSOs are funded at NYITCOM at Arkansas State University, you are ready to work with your E-board to create your annual budget, it is time to fill out the RSO Budget Review Form. This is an exciting process, in which your team gets to sit together and formulate a plan for the year. Prior to actually budgeting, you will probably need to individually come up with some ideas, and work together on a yearly game plan. Completing the budget does take some time and commitment, but that’s why you’ve been elected to your leadership position- you have the skills to see it through, and the ability to plan for a successful year! 

In future years, the best way to approximate cost will be to look at what your RSO spent for similar events the previous year and use those figures as basis for estimation. In your first year of budgeting, you will need to do your research and get price estimates for all activities for which you are requesting funds. The SGA will not fund inflated costs for events and items, but your RSO also does not want to under-budget and end up spending more money than allocated. Effective budgeting is both a science and an art form, and your best resource is your RSO’s records and prior experience as well as your RSO Faculty Advisor. 

When you obtain the Budget Review Form, please be sure to read it carefully and complete both part I and Part II. 

RSO MEETINGS 

Any RSO wishing to hold a meeting as outlined in the RSO expectations portion of this manual must submit a Event Registration Form to the Office of Student Life prior to the meeting as outlined in this section. For events that do not involve a speaker/presentation (internal or external) or travel off campus, this form is due 2 weeks prior to the event. Prior to scheduling a meeting, RSO leadership should check the SGA Calendar (Teamup) to avoid conflicts and over programming. All events must be made aware to SGA for proper scheduling on the SGA Calendar. Do not commit or confirm any resources or individuals to a date until that date is confirmed with the Office of Student Life. RSO leadership will be notified of approval/denial at the completion of the review and the event will be added to the SGA calendar. 

Any organization wishing to include financial programming as part of their activities must have such programming approved by the Office of Student Life. 

GUEST SPEAKERS 

For meetings that involve a speaker/presentation (internal or external) or travel off campus, this form and an event registration form is due 30 days prior to the event. For meetings that involve speakers, the following steps should be followed: 

leaders will submit event registration form and 

External Speakers

1. RSO Leader discusses desired speaker with RSO Faculty Advisor 

2. Faculty Advisor makes initial contact with proposed speaker to find out costs, available dates, credentials, etc. 

3. Faculty Advisor communicates with RSO leadership to share information so leadership can submit guest speaker form. 

4. Office of Student Life processes guest speaker form. If any contracts are involved, those must be submitted to the Office of Student Life for appropriate review by NYIT legal and signature by the appropriate Vice President 30 days in advance to scheduled event. 

5. Once guest speaker form is approved, RSO reach out to the speaker to coordinate details. 

Internal 

1. RSO Leader discusses desired speaker with RSO Faculty Advisor 

2. Faculty Advisor makes initial contact with proposed speaker to find out available dates. 

3. Faculty Advisor communicates with RSO leadership to share information so leadership can submit event registration form. 

4. RSO leaders will submit event registration form and reach out to the speaker to coordinate details. 

Any student wishing to give an extracurricular presentation at an organization meeting must have the permission of the Faculty Advisor as well as the Office of Student Life. The student must possess a degree in the topic to be presented as well as have a faculty mentor who will assist with and be present at the presentation. 

Prior approval of the Office of Student Life is needed for an organization to commit the college participating in a conference, workshop or other program. A written request from the organization must be submitted to the Office of Student Life at least 30 days prior to the event. 

ATTENDANCE 

RSOs are expected to keep attendance at every meeting, programming, and event held, both on and off campus. A great way to do this is to create a google document. In the event there is no internet access, an excel spreadsheet may be used instead. Caution should be used when accessing the electronic attendance spreadsheet, as the form may become corrupt if key columns or fields are altered. Attendance should be submitted along with your Post-action Plan Form. 

Within two weeks of an RSO meetings, RSO leadership should submit a Post-Action Plan Form. This serves as an opportunity for RSOs to reflect on preparation and ensure successful planning for future events. 

FACILITY SPACE SCHEDULING 

Requests for use of facilities and technology support are handled by the Office of Student Adminstration. Be sure to submit a Room Reservation form to reserve your space. Requests should be made at least two weeks in advance but ideally upon internal scheduling of the event as space is limited and fills up quickly. 

Additional meeting space is available in the A-State Student Union. If you would like to use space in the Union, contact the NYITCOM Office of Student Life at least 30 days in advance so we can coordinate with the Union staff. 

In general, we have space for two to four RSOs or their committees may have a meeting on the same date and time. In the event that an RSO or department have a major event or speaker planned, the time for that event will be held with no conflicting meetings being scheduled. Please try to co-sponsor major events or speaker with other RSOs. 

CATERING AN RSO MEETING 

RSOs may decide to order food for their events. Food must be ordered for the RSO, not just the leadership team or individuals. For events held in Wilson Hall, RSOs may order through Sodexo (A-State’s Catering Service) or an off-campus caterer. For events in other A-State buildings or outside, RSOs must go through Sodexo. 

If your meeting is receiving no funding through SGA, you may contact the vendor directly to place an order once you receive approval from the Office of Student Life for your meeting. 

POSTING POLICY 

Posters and other forms of advertising within Wilson Hall must conform to the following regulations and must be individually stamped prior to being posted. The college reserves the right to refuse requests for postings of information by non-University organization, private individuals, groups, etc. 

All University-recognized and duly chartered student clubs and/or organizations must have programs and events approved by the Office of Student Administration before distributing related publicity. The Office of Student Administration can approve posters and flyers advertising non-college sponsored events if the event supports the college’s mission. 

Postings are limited to 8 ½” by 14” or smaller and permitted on the fourth floor bulletin board and on each of the glass display cases on either side of the main Auditorium only. Only one flyer may be posted in each location per event. Posting is not permitted on windows, doors, refrigerators, glass, trees or painted walls. Materials posted in these areas will be removed and discarded. RSOs that post flyers inappropriately are subject to the possible suspensions of their privileges and/or fines. Flyers and other postings may be posted for a maximum of three weeks or until the date of the event (whichever comes first). Flyers and other advertisements must be removed within 24 hours after the event has taken place. 

All information on any posting must be expressed clearly with the name of the sponsoring organization/group prominently displayed. If a flyer is written in a language other than English, the flyer must include an English translation. Display literature (pamphlets, table tents and brochures) may not be placed on tables or counters, unless approved by the Office of Student Administration. 

There will be no postings of alcohol-related or drug-related events, obscenities, slanderous material, or material containing racist or sexist statements. This would include, but not be limited to, advertisements that show/promote nudity, violence, racism, sexism, alcohol, drugs, firearms or other items deemed inappropriate. Profanity or vulgarity is not permitted on advertisements. 

There will be limited posting of notices or flyers that support or endorse candidates for political office or political statements. NYITCOM at Arkansas State University is a private college and not a public forum and reserves the right to limit and/or exclude such postings. 

Students or RSOs in violation of any of the preceding regulations are subject to disciplinary action or financial sanction. Outside organizations in violation of these policies will not be permitted to post any information or use NYITCOM at Arkansas State University facilities, and criminal charges may be pursued. 

Event information may be posted on the electronic monitors throughout the building. To do so, please send either a prepared slide or basic event information (who, what, when, where, sponsored by, etc.) to the Office of Student Life at least one week prior to the event. The Office of Student Life will coordinate with Academic Technology Group to have the information added to the monitors. 

If you would like your RSO meeting to be included in the Weekly Newsletter sent out by the Office of Student Life, please e-mail the text of your announcement to Student Life no later than the Wednesday of the week prior to the meeting at 5:00 pm. Announcements that miss the deadline will not be included in the newsletter that week. 

APPAREL AND LOGO USAGE 

It is common for RSOs to want to use the official logos of NYITCOM at Arkansas State University for marketing or apparel. Any usage of the logos must be approved. Be sure to submit a custom apparel form, before submitting an order. Usage must meet the acceptable parameters as defined in the NYIT Style Guide. Please allow 3-4 weeks lead time for approval. 

PROBATION 

If an RSO does not meet the financial or programming expectations outlined in this manual, the RSO will be placed on Probation by the SGA Executive Board. The Probation will last fifteen (15) academic days. Academic days are defined as days in which class is in session. During the Probation, all activities of the RSO must receive prior authorization from the Office of Student Life. This includes all meetings, room reservation requests, food orders or other financial transactions. The RSO must create and communicate an improvement plan to the SGA Executive Board which addresses the issue(s) which lead to the Probation. If all requirements are met by the end of the Probation period, all restrictions will be lifted from the operations of the RSO. If requirements are not met during this time or if the same precipitating issue(s) reoccur within the same academic year, the RSO will be placed on Suspension. 

SUSPENSION 

If an RSO has repeat violations of the financial or programming expectations, the RSO will be suspended by the SGA Executive Board. The suspension will last fifteen (15) academic days. Academic days are defined as days in which class is in session. The RSO’s members will be notified of the suspension. The RSO is prohibited from scheduling new events during the period of the Suspension. Any previously scheduled events which are scheduled to occur during the Suspension are subject to cancellation at the discretion of the SGA Executive Board and the Office of Student Life. RSOs are not permitted to perform any financial transactions during the period of suspension. The RSO’s Executive Board is required to meet with the RSO’s Faculty Advisor, the Office of Student Life and members of the SGA Executive Board to discuss the issues which resulted in suspension. If these requirements are met and the issue(s) leading to suspension are resolved, the RSO will be placed on a period of probation following the suspension. If the issue(s) leading to suspension remain unresolved, the RSO’s Executive Board will be recalled at the discretion of the SGA Executive Board. The RSO’s membership will be required to hold an election to fill any vacant Executive Board positions. Elections shall be conducted in accordance with the RSO’s Bylaws. Recalled Officers are not eligible for re-election.