Policy Manual

Conference Rooms (SALP Managed)

This policy specifically refers to conference rooms within SALP-managed spaces.  Only groups and programs officially recognized by SALP are eligible to reserve SALP-managed conference rooms, unless they have the Director’s exception.  At all times, SALP recognized groups and programs have first priority.  Policy last updated January 29, 2018 by the SALP Advisory Board Policy Subcommittee. 

Conference Rooms:

Meeting Rooms:

Lounge/Workspace:

All rooms are to be used for student organization or SALP program business only.  Misrepresentation of the use of the space may result in the group or program being restricted in their future use of SALP-managed spaces.

Groups are expected to keep the spaces clean and to return the space to their designated furniture set up.  Groups who leave the space dirty or who misuse the space will be restricted in future use of SALP-managed spaces.  Groups may not store items in a room without permission.

During times that a room is not reserved, any SALP group or program is allowed to use the space until the next scheduled meeting on a first come, first served basis.

SALP-Managed Rooms are not meant for public events, speakers, dances, receptions, etc.  Events open to the public or that require extensive event set-up should be booked through Conference and Events.

Scheduling

Conference rooms

Groups or programs are permitted 20 conference room bookings per term for a maximum of three hours per meeting.  Rooms are available during SALP front desk regular office hours.  

Groups are able to reserve meetings one term ahead.  Reservations for the following term start the first day of pre-term priority registration.

Groups may reserve Tillikum (M114) for meetings starting at the closing of the business day if they arrive 10 minutes before close and agree to turn off all lights and computers and to lock the door behind them when they leave.  

Meeting Rooms

Groups or programs are permitted 20 meeting room bookings per term for a maximum of three hours per meeting.  Rooms are available during SALP front desk regular office hours.  

Groups are able to reserve meetings one term ahead.  Reservations for the following term start the first day of pre-term priority registration.

OrgSpace (M108)

Business hours reservations: Groups or programs are permitted ten (10) OrgSpace bookings for a maximum of three hours per meeting per academic term between 8am and 5pm.  Between 8am and 5pm when OrgSpace is not reserved, any SALP group or program is able to use the space until the next scheduled meeting and must be willing to share the space with other groups simultaneously.  Making excessive noise or expecting unrealistic quiet is not reasonable during times that the group does not have the space reserved, and may result in the group being asked to come back when they have a reservation.

After hours reservations: Groups are able to reserve OrgSpace up to 10 hours/week between 5pm and 9:30pm Monday through Friday for two weeks leading up to a large-scale event, as approved by their advisor.  Weekend reservations require advisor and SALP director approval and coordination.


Community Standards

Values

Student Activities and Leadership Programs is committed to using the following values to guide our work:

 The Goals of Community Standards Process are to:

Rationale for Community Standards Process

As members of the Portland State University community, we are individuals and community members with both rights and responsibilities. The primary purpose of the Student Activities and Leadership Programs (SALP) Community Standards process is to establish standards and procedures necessary to maintain and protect an environment conducive to learning, leadership, co-curricular programming, and community building.

Student organizations and programs are expected to observe the policies, rules, regulations, and requirements of Portland State University, as well as laws of municipalities and counties, the State of Oregon, and the United States of America. It is a privilege to receive funds from the University and, as such, student organizations and programs are expected to be responsible stewards of student fees.

SALP is committed to resolving allegations of misconduct under the PSU Code of Student Conduct and Responsibility in a manner consistent with its principles of fairness, honesty, and integrity. We acknowledge the importance of balancing the interests of the individual student, student organization or program, and the community at large, as well as protecting the integrity of the University and its values. If an organization or program's conduct does not meet University and departmental standards, the possibility of disciplinary action arises. The hope is to emphasize those kinds of experiences which assist the group involved to think critically, evaluate, and become accountable for personal and group behavior; to establish an organizational code of conduct; and if need be, to redirect behavior in order to meet University expectations.

Scope

All programs within SALP (recognized, forming, affiliate, and department sponsored student organizations, student government, student media, Portland State Programming Board, Student Leaders for Service, and student-operated services) are under the purview of the Community Standards Process.

The SALP Associate Director manages the Community Standards Process in consultation with SALP Advisors (for student organizations) and SALP Coordinators (of their respective programs). The Director will work closely with the Advisor of the organization or Coordinator of the program to determine appropriate sanctions.

Sanctions for all programs under the purview of the community standards process may involve an educational component and/or loss of SALP resources and/or privileges. Additional sanctions for student organizations may include revocation of organizational status, probation, or other sanctions as determined by the SALP Associate Director.

Process

 Last updated March 2014

Educational Leadership Service Awards (ELSA)

Application of Policy

The policy applies to all student leadership positions with and departments that use Educational Leadership Service Awards.  This policy follows all University policies regarding student compensation.  

History and Purpose

Educational Leadership Service Awards were created with the intention of providing financial support for PSU students holding paraprofessional positions or responsibilities in affiliation with the university campus. The Educational Leadership Service Awards were developed (under the name Student Leadership Service Award Program to enhance access to student leadership positions, to provide an additional mechanism for recognizing the valuable contributions student leaders make to co-curricular life, and to create a mechanism for evenly compensating students who are working to provide a student-initiated and -funded University service. The Educational Stipend Policy that governed this program was officially drafted in July 1, 2006. A revision of the policy was completed and went into effect January 1, 2009. 

In 2010, Portland State University and the Office of the Dean of Student Life, in cooperation with Vice President for Student Affairs, Jackie Balzer, Vice Provost for Student Affairs and representatives from General Counsel and Human Resources Offices, conducted a thorough examination of the Dean of Students’ Educational Stipend Program. A broad cross section of departments and units involved in the administration and oversight of this program were brought together in the spring of 2010 in order to address concerns that had arisen regarding the administration of the program. Beginning fall 2010, departments who allocated Educational Stipend Awards to student leaders were assisted in migrating to the Educational Leadership Service Award (ELSA) Program. 

There were revisions summer 2013, summer/fall 2015, fall 2019, spring 2023. 

 

ELSA Committee

Purpose and Responsibilities:

The purpose of the Educational Leadership Service Awards Steering Committee will be to serve in an advisory capacity to the Vice Provost of Student Affairs in overseeing processes and procedures associated with the Educational Leadership Service Awards.  All members of the committee shall be current Portland State students as listed below.  Others are welcome to attend and inform the process as invited by the convener.

Membership of ELSA Steering Committee:

Ex-officio advisory members: 

Student Positions

Types of student positions receiving compensation are defined below.  

a)      Educational Leadership Service Award (ELSA)

Positions that are eligible to receive an ELSA must meet all of the Vice Provost of Student Affairs ELSA policies and be approved by the ELSA committee. Positions that warrant an ELSA are positions of leadership that meet the following criteria:

b)      Hourly Wage

Positions that are paid an hourly wage must meet all of the Human Resource policies for student employees.  Positions that warrant an hourly wage meet the following criteria:

c)      Independent contractor

Only student media may hire freelance writers or photographers as independent contractors subject to all Finance and Accounting Services personal service policies.  Positions that warrant  independent contractor pay meet the following criteria:

 

Criteria

a)      The criteria below are the minimum expectations a department must meet in order to offer ELSA-eligible positions to student leaders.  Departments can have higher expectations for their students.  All expectations should be outlined in terms and conditions that students agree to when accepting their award through Financial Aid.

Academic Criteria

Experiential Learning

The ELSA is based on the assumption that students will be learning from the experiences gained.  There should be a time commitment expected and tracked by the department administering the award. The award is meant to provide opportunity for students to learn experientially. Therefore, students must be engaged and participating in their student leadership experience.  Students must work with the advisor, faculty member or other appropriate PSU personnel in order to determine how time dedicated to the service activity will be documented. The nature of the experiences award recipients are expected to participate in will be considered as part of determining the “Commitment” level of the ELSA (*see Rubric in Attachment I)

Leadership Development and Learning 

Staff or faculty leads in departments must provide leadership development and learning opportunities over and beyond the experience which the student is required to participate. Departments must create Measurable Learning Outcomes which are matched with opportunities to learn and reflect. Student leads are ineligible to receive the ELSA if they have not met the learning outcomes as set forth by the department. These opportunities for learning and reflection might look different in each department, some examples include:

a.      Introduction, mid-term, and end of term check ins;

b.      Weekly written reflection, assigned reading, assigned activities or group discussions, presentations and lectures; 

c.       Defined learning outcomes with specific measures or hallmarks of how the attainment of these learning outcomes will be defined or achieved;

d.      Summary of goals for term or year

e.      Reflective E-portfolio

Because student leaders are expected to meet academic criteria in addition to participating in the expectations outlined above, staff and faculty leads within the department are responsible for creating a policy around student leaders who wish to hold multiple ELSA-eligible positions, both within the department and across campus.

 

Expectations of the Department

a)      There must be a staff person responsible for administering the awards and providing meaningful opportunities for learning and reflection.

b)      To be approved by the Vice Provost of Student Affairs to administer awards, the department must:

c)      Departments must:

d)      Departments may create additional restrictions as are programmatically appropriate and necessary. 


Determining the appropriate ELSA level

a)      Vice Provost of Student Affairs or designee determines if a department is authorized to grant ELSAs

b)      Award amount must be approved by the committee upon creation and any changes to awards must be approved by the committee

c)      ELSA-eligible positions are not considered employment, are not subject to raises, BOLI, etc.

d)      Awards are based on the rubric approved by the ELSA committee (*see Rubric in Attachment I) and should be seen as the appropriate amount a department can award for a particular leadership opportunity

e)      Programs with leaders at a 3-point ELSA can pay as little as $100 a term with prior permission from the Vice Provost of Student Affairs or designee.  

Approvals

a)      Each fiscal year, the ELSA committee will evaluate new and recurring ELSA positions.

b)      The ELSA committee shall issue to the coordinator/director of each continuing program a time table of requirements and deadlines for each of the following (Please see Appendix 2 for applicable deadlines):

c)      The ELSA Committee will review requests based on the submission by programs of completed requests and justifications referencing the ELSA rubric. Complete requests will include the following information:

(1)   Commitment: Outline of expectations for the position (i.e. meetings, outside research, reflections) as well as expected time commitment for average student to complete these functions 

(2)   Impact: The impact of this position on the campus community

(3)   Responsibility for Group: The impact of this position on the program

d)      Documentation in support of requests and appeals shall be submitted to askdosl@pdx.edu

Appeals

a)      Requests for review of decisions such as position placement in rubric, departmental denial of use of ELSA, or other policy decisions will be heard by the ELSA Committee, in consultation with the Vice Provost of Student Affairs or designee.

b)      Request for Waiver of Academic Eligibility requirements will be heard by the Vice Provost of Student Affairs or designee.

Full policy with appendix

Equipment and Property

Definitions  

Storing Property and Equipment

Portland State students and staff are responsible for the safeguarding and proper care of the equipment provided them. Each person is expected to take reasonable precautions to protect that property from unauthorized removal or use as well as exercising reasonable care in operation and maintenance of University equipment.

Portland State students and staff are responsible for the safeguarding and proper care of the equipment provided them. Each person is expected to take reasonable precautions to protect that property from unauthorized removal or use as well as exercising reasonable care in operation and maintenance of University equipment.

SALP must maintain current record of all capitalized, inventoried, and high-risk minor equipment. Student organizations must notify SALP of where equipment is stored and anytime the location changes. For use off-campus, an individual must have the property assigned to them to be in their care and possession. That person may be held financially liable for any missing items.

Equipment Loan Agreement

The Equipment Loan Agreement form must be completed whenever someone uses PSU-owned equipment off campus for educational or research purposes. This form releases the borrower from personal liability for the loaned equipment. Individuals should not borrow PSU equipment without a signed agreement because, in the event of loss or damage to the loaned property, the borrower may be personally liable. State property should not be used for personal gain, unlawful purposes, or activities inconsistent with PSU's mission. At the end of the loan term, equipment must be returned to PSU in the same condition as it was at the time of a loan.

Loaned Property from Private Parties

From time to time, private individuals and local businesses will offer to loan or lease property to the University.  In order to protect the lender and the University and clearly define the extent of liability applicable to each party, a contract must be completed before the loaned property arrives on campus.  Miscellaneous Personal Property Loan Agreement must be completed by the lender and the PSU Department (Student Organization) accepting the loan.

If for some reason, the lender does not wish to sign a Loan Agreement, a Waiver of Responsibility must be completed. This form releases the University from liability for the loaned property. The lender assumes all risk involved in the loan. Student organizations should not accept loaned property without a signed contract or a waiver because, in the event of loss or damage to the loaned property, the individual who accepted it may be held personally responsible.

Donated Equipment and Gifts

If a student organization receives donated equipment, they must let their Advisor know so that we can acknowledge the gift, record the donation, and inventory the equipment.

Transfer of Equipment

Transfer of equipment from a student organization to another or to a department must be recorded. Student organizations must notify their Advisor in order for SALP to fulfill all accounting requirements.

Transfer of equipment from a student organization to another or to a department must be recorded. Student organizations must notify their Advisor in order for SALP to fulfill all accounting requirements.

Equipment Disposal

To dispose of any equipment, it must go through SALP Accounting to coordinate. All broken, worn-out and irreparable equipment must be disposed of through PSU Warehouse/ Surplus. No individual or department may dispose of equipment without consulting Property Control.  All property which is stolen, lost, or disposed of must be recorded. Disposal fees may apply for computers or items that need special handling.

Residential Property and Living Situations

Student Activities and Leadership Programs (SALP) does not permit registered student organizations to have officially affiliated or sponsored residential housing spaces. (policy updated as of November 15, 2021 by SALP Advisory Board)

Events

Accommodations for Students with Disabilities 

Per Federal Law and PSU policy, it is prohibited to discriminate on the basis of disability when hosting programs, events or meetings. Student leaders contacted for accommodations should work with their SALP Advisor as soon as possible to facilitate services through the Disability Resource Center. Every attempt should be made to grant reasonable accommodations as recommended by the DRC. However, requests made to the Disability Resource Center less than two weeks before the event may not be able to be accommodated. Accommodations are reasonable as long as course standards are not fundamentally altered and there is a logical link between the student' limitations and the accommodation. Costs associated with an accommodation will be accrued by the student organization sponsoring the event. You must permit attendees to use auxiliary aids and technology that ensure access. Depending on the disability, people may use notetakers, sign language interpreters, real-time captioners, readers, scribes, and lab assistants. Others may use tape recorder/players, computers, assistive listening devices and other technologies for the same purpose. Treat disability-related information with the strictest confidentiality. Refrain from identifying people with disabilities unnecessarily to their peers or other colleagues without their consent.

For more information on event accommodations please click here

Alcohol at Events

No alcohol will be approved for SALP events on campus.  If a program is having an event off-campus in which alcohol is served, it must be at a licensed establishment and cannot be advertised as a primary draw to the event.  Because student fees are state monies, groups may not use their SFC or OBC funds to pay for alcohol or bartending services. Alcohol Policies are overseen by the Vice President of Finance and Administration.


Last updated May 2020

Campus Recreation Spaces

SALP Student Organizations may reserve a multi-purpose room or court in the Student Recreation building. Per Campus Recreation policy, Campus Recreation programs and events have priority in the building. After Campus Recreation schedules each term, there may be space available for reservation by SALP Student Organizations.

SALP student organizations are eligible to reserve space if the activity is related to the mission of the organization, approved by the SALP Advisor, and approved by the CREC Assistant Director of Operations or their designee. These requests can be submitted up to one term prior to the activity, but will not be scheduled until after priority users reserve space.  There is a limit of 4 hours/week per organization.  

No-shows for reservations may result in inability to reserve space in the future.

Spaces(s) are to be used for appropriate recreation purposes only.

Non-members of the Recreation Center must be accompanied by a student or current member of the Rec Center, will be assessed the non-member day-use fee, and cannot check out equipment.  Please refer to this youth policy page if the guest is under the age of 18.

Career Fairs

Advising & Career Services holds primary responsibility for employer relations and career events at Portland State University. 

Recognized student organizations may not independently host career fairs because it poses too great a risk to PSU’s reputation in the community. However, members in recognized student organization may participate individually on a volunteer basis to provide support and assist with logistics on the day of the event.

Department sponsored and affiliate student organizations may host career fairs, but must do so in conjunction with Advising & Career Services (and the academic department, if appropriate). To be considered co-sponsorship, the student organization and sponsoring department (academic or Advising & Career Services) must develop a Memorandum of Understanding (MOU) delineating the responsibilities of each co-sponsor. Such responsibilities may include, but are not limited to booking of space, invitation list, registration, event logistics (facilities, parking, food, etc.), publicity, and budget. The MOU must be signed by a representative of the student organization, the sponsoring department, and the student organization’s SALP Advisor at least six weeks before the date of the event. 

If a department sponsored or affiliate student organization is co-sponsoring a career fair with an academic department, they must first contact Advising & Career Services to ensure the career fair does not conflict with any Advising & Career Services events. Last Updated: May 30, 2014

Food/Catering

In accordance with the University's contractual agreement, PSU Eats is granted the exclusive right to operate and provide daily and catered food services in Smith Memorial Student Union, Ondine, and the Viking Pavilion. 

However, Portland State University reserves the right to approve occasional culturally specific catered special events that are sponsored by students, staff, or faculty in the Smith Memorial Student Union (SMSU) or Viking Pavilion. In order to receive an exception, a department or student organization must fill out a food waiver request. A cleaning fee may be assessed for all events using outside catering. In accordance with Multnomah County Health Office all outside caterers are required to have a current business license and proof of insurance.

Brown bags, potlucks, and bake sales DO NOT NEED to get special permission. 

Bake sales must display a prominent sign with the following message: "Food served at this location may not have been inspected by Multnomah County Health Office. Items were not prepared in a licensed kitchen. Eat at your own risk". 

Definitions:

Hosting Candidates or Ballot Measure Initiatives

This policy was last reviewed January 2020 by SALP, General Council, and Government Relations to assist student organizations in meeting all University policies, State and Federal laws while hosting or co-sponsoring political candidates or ballot measures. This policy is subject to change by the Government Relations Office or General Council.

Because student organizations at Portland State University are part of a state entity, they must be cautious in how they interact with political campaigns.  State entities, such as student organizations, are not allowed to endorse or use state resources (including funding, room reservations, etc) to support a candidate or ballot initiative.  

As a University, we support civic engagement through active debate and discussion, which is fostered by presenting a range of opinions and perspectives.  To further this mission, student organizations and programs may host forums, debates, or discussions in which multiple sides and/or candidates are represented.  Similarly, groups many host a political candidate or ballot measure only in the case of debates and forums with a wide range of the political spectrum or the race in question represented.  All advertising for these events must remain neutral and not give the appearance of endorsing a political candidate or ballot measure campaign.

Student organizations and programs may be asked by candidates or ballot measure campaigns to host or support their message.  In such instances, the groups should refer the candidate to Government Relations who can assist them in campus events or outreach.

Per Senate Bill 731 (2019), the Associated Students of Portland State University “may make a statement or issue a resolution to promote or oppose the adoption of a measure or the gathering of signatures on an initiative or referendum petition.” This privilege does not extend to other student groups, does not include endorsement of candidates, and does not include using resources to support a candidate or ballot initiative. 

Smith Memorial Student Union

Meeting rooms in smith Memorial Student Union are available for use by student organizations/ programs, Portland State departments, and community members/groups.  All rooms requested by student organizations/programs must be approved by an advisor.  All policies and procedures for Smith Memorial Student Union can be found at this website.

Live Music

Per Conference and Events policy, live music, regardless of whether it is acoustic or amplified, is only allowed in the following indoor locations: SMSU Parkway North, SMSU Ballroom, Hoffman Hall and University Place Hotel. Live music is not allowed at any other event venues. The sound level for all meeting rooms cannot exceed 55 decibels as measured from inside any other meeting room.  Events are required to reduce sound level if requested to do so by building personnel even if they are not exceeding the maximum sound level.

Outdoor Events, Air Quality and Heat Restrictions

Student Activities and Leadership Programs will follow all procedures and policies required by Environmental Health and Safety and relevant university, state, and federal laws. 

Air Quality

Student Activities and Leadership Programs will follow the PSU Protection from Wildfire Smoke Program and the AQI related resources for outdoor recreation activities. https://www.pdx.edu/environmental-health-safety/wildfire-smoke

Using the Air Quality Index (AQI) found at airnow.gov for the area in which the outdoor activity is occurring, SALP will do the following:

AQI Value of 101-200: The professional staff member responsible for oversight of the event or program will monitor the AQI, will communicate with the event or program organizers that high AQI levels may require us to alter, postpone, or cancel the event, and may make decisions to proactively shorten, modify, decrease intensity level, move location, reschedule, or cancel a planned outdoor event or activity. At an AQI of 150 or above, event organizers will notify participants that people with respiratory problems are advised to cease outdoor activities. KN95 masks will be provided for employees for voluntary use for protection against wildfire smoke. Event organizers can determine if they would like to pay for and provide KN95 masks for participants.

AQI Value of over 200: SALP will cancel, postpone or move indoors any planned outdoor activities. Time spent outdoors by employees should be limited and masks will be required for any outdoor activity.

This policy was last reviewed by the SALP Advisory Board April 2023.


Heat Index

Student Activities and Leadership Programs will follow all policies and recommendations of the PSU Environmental Health and Safety Heat Illness Prevention Program, including requiring all professional staff to complete the training. SALP will submit a specific Heat Illness Prevention Plan to Environmental Health and Safety Plan to operationalize the following policy. 

The professional staff member responsible for oversight of the outdoor event or program will monitor the heat index during times when excess heat is forecasted using the OSHA-NIOSH heat index tracking tool. When temperatures reach or exceed 80 degrees fahrenheit, an adequate supply of drinking water must be provided to all participants of outdoor events and activities. Refer to Section 5.1.2 of the Heat Illness Prevention Program for specific requirements.  When temperatures reach or exceed 80 degrees fahrenheit, adequate shade must be available for employees and participants at outdoor events and activities. When heat is forecast to reach 90 degrees fahrenheit or above, professional staff may make decisions to proactively shorten, modify, decrease intensity level, move location, reschedule, or cancel a planned outdoor event or activity.

This policy was last reviewed by the SALP Advisory Board April 2023.

Stott Field

Each SALP Student Organization is eligible for up to a one-day activity reservation on the field per term with out charge. The activity must be related to the group's mission, approved by the SALP Advisor, and approved by Conference and Events. These requests can be submitted up to one term prior to the activity, but will not be scheduled until after priority users reserve space.

Any requests for time by SALP Student Organizations beyond the free activity each term will be charged at the field rental rate (currently $110/hour).* These requests can be submitted at any time, but will not be scheduled until after priority users reserve space.

*Campus Rec Endorsed Events-If a SALP organization is interested in conducting an activity that fits its mission and helps promote recreation to the campus community but is not offered by Campus Recreation, the organization can submit an appeal to have Campus Rec endorse the event and waive the rental fee. To request the appeal the organization must submit an email at least one month in advance of the requested date to the CREC Assistant Director of Programs that contains the following: the date and time requested, the name of the activity, the purpose of the activity, how the activity fits with the group's mission, how the activity helps promote recreation to the campus community, who will be participating in  the activity, and the name, email, and phone number for the person requesting the endorsement and fee waiver. The CREC Assistant Director of Programs will review the appeal and provide a response within 5 business days of receipt of the appeal.

Ticket Sales and Admission

This policy has been developed by Student Activities and Leadership Programs and the Portland State Box Office to comply with all relevant Portland State policies and contracts. The policy applies to all student organizations holding events in any building on campus. It is required that student organizations use the PSU Box Office whenever admission is charged regardless of location.  

The Box Office does not need to be used when the organization does not charge admission.  Because of IRS rules, groups are not allowed to charge a "donation" at the door.  

All revenue from the event,  must be handled with appropriate accounting procedures and deposited into the student organization account.

It is required that you meet with your Advisor early to discuss any time you are collecting money at an event.

Door Sales

Door sales are defined as taking admission at the event. The Student Organization must work with the PSU Box Office to collect door sales. The Box Office will charge an hourly amount per staff person to sell tickets. Revenue from door sales will be deposited directly into the Student Organization’s account.  The door staff fee will be charged back to the Student Organization’s account after the event. 

Advance Sales

Advance sales are defined as any time tickets are sold in advance of the event date: either in person, over the phone, or over the internet.  If a Student Organization wishes to have tickets available in advance, their tickets will be sold on the PSU internet ticketing site.  The PSU Box Office adds a service charge to all ticket sales.  This service charge will be paid by the customer purchasing the ticket.  The price advertised for an event must be the base ticket price plus the PSU Box Office service charge. 

When to Contact the Box Office

Door Sales: Student organizations must contact the Box Office a minimum of two weeks prior to the event.

Advance Sales: Student organizations must contact the Box Office a minimum of one month prior to the event.

Vendor Booths at Events

Organizations and programs may have vendors as part of a larger event in accordance with these and any other relevant university policies.  A vendor is defined as a person or entity that is selling or promoting a product or service.  This policy was last approved by the SALP Advisory Board on May 11, 2015.

External Partners (with Student Organizations)

Definitions

External Partners can provide valuable services to a student organization, including sharing of expertise in hosting events and conferences, providing contacts in the field or community, and sharing knowledge and ability to teach important skills.

An External Partner is someone who has agreed to work with a student organization in order to support their mission and activities. In addition, they encourage students to think critically about topics or issues related to the organization and help students link their academics and leadership experiences.

External partners can work with recognized student organizations, departmental sponsored organizations, and affiliate student organizations.

The External Partner will be familiar with, and help students follow, University and departmental procedures including, but not limited to:

External Partners may be a PSU Faculty or Staff member, selected from the local community, or may be a certified or trained field professional. 

 

External Partners of Recognized Student Organizations

An External Partner provides exposure to professional, campus, and community networks that strengthen the student organization and the individuals' career and leadership development.

These positions may be paid or unpaid, depending on the student organization's resources and needs (e.g., Debate team coach). The External Partner may be selected from the local community, may be a certified or trained field professional, or PSU staff or External member. Each student organization is responsible for finding and selecting its own External Partner. Recognized student organizations are not required to have an External Partner as a condition for recognition. All recognized student organizations must ensure that the External Partner completes required paperwork and receive SALP Advisor approval each academic year.

**All External Partners must have SALP Advisor approval and a signed volunteer wavier on file in the SALP Office PRIOR to working with a recognized student organization.**

**All paid External Partners must have SALP Advisor approval and all necessary HR paperwork signed and on file in the SALP Office PRIOR to working with a recognized student organization. **

Expectations of External Partners of Recognized Student Organizations

Successful External Partners typically are involved by serving as a resource, attending organizational events, attending meetings, providing continuity in the organization as student leaders transition from year to year, helping to solve problems and deal with crises, being a role model and mentor, serving as a sounding board, providing professional connections, and giving honest feedback to group members.

 

External Partners of Department Sponsored Student Organizations

The sponsoring department must provide an External Partner who will act as liaison between the department and the student organization and serve as a resource for the student organization.

The External Partner is responsible for supporting the sponsorship agreement and ensuring the student organization’s compliance with all University policies and procedures; including but not limited to: risk management, finances, travel, and community relations.

It is recommended that the student organization and External Partner discuss any additional roles and responsibilities of the External Partner in supporting the student organization. This information should be delineated in the governing documents of the student organization.

*In order for student organizations to be recognized as a department sponsored, all External Partners must submit the Department Sponsored Student Organization Agreement form in CONNECT annually at the beginning of Spring term, or if there is a change in the External Partner .* 

Expectations of External Partners of Department Sponsored Student Organizations

External Partners of Affiliate Student Organizations

An External Partner provides exposure to professional, campus, and community networks that strengthen the student organization and the individuals' career and leadership development.

The External Partner is responsible for supporting the PSU chapter of the affiliate organization. The External Partner may be selected from the local community, may be a certified or trained field professional, or PSU staff or External member. Each student organization is responsible for finding and selecting its own External Partner. Affiliate student organizations are required to have an External Partner as a condition for recognition.

It is recommended that the student organization and External Partner discuss any roles and responsibilities of the External Partner in supporting the student organization. This information should be delineated in the governing documents of the student organization.

*In order for student organizations to be recognized as an Affiliate, all External Partners must submit the Affiliate Sponsored Student Organization Agreement form in Connect annually at the beginning of Spring term, or if there is a change in the External Partner .* 

Expectations of External Partners of Affiliate Student Organizations

Last Updated: May 30, 2014

Marketing and Publicity

Digital Displays in Smith

This policy is written in partnership with Student Activities and Leadership Programs and Smith Memorial Student Union Marketing.  Last updated January 2019. Student Union digital signage is intended to promote student engagement and student services across the Portland State campus. It offers opportunity for Portland State’s officially recognized student organizations and campus departments to broadcast events or announcements in the Student Union. Events or announcements must be of student interest or student-oriented in nature, and must be open to the public or a broad segment of the campus community.

SUBMISSION GUIDELINES

Should the group wishing to advertise meet the following criteria, they may submit a digital advertisement for the TVs to asksalp@pdx.edu

TECHNICAL SPECIFICATIONS

Your broadcast-ready slide -- in a horizontal TV screen format -- must meet the following specs:

SCREEN LOCATIONS


Posters within SALP Spaces

Staff and programs may hang any posters that they feel are of general interest and are appropriate for their visitors.  No student organization or non-SALP posters are displayed in the SALP main office, conference rooms, or lounges.  SALP student organizations and programs may hang posters on the corkboard inside the Clubhouse.

SALP Display Cases

SALP manages a number of glassed-in display cases on the first floor of Smith Memorial Student Union.

Reservations run from 9:00am Monday through 9:00 am the following Monday. All users are responsible for removing displays before the expiration of their reserved time. SALP reserves the right to discard displays that are not removed after the user's time has expired. SALP is not responsible for materials in the Display Case, or materials taken from the display after a user's reservation has expired.

Only recognized Portland State groups and departments may check out a display case. It is required that any group reserving the case supply their contact information when reserving the Display Case.

Each SALP group or program may reserve a case no more than 3 times per term unless otherwise approved by the Office Manager or designee due to availability. Each user may have the All University Display Case no more than once a term.

In order to claim their reserved case, the user must have the name of the group/program posted within the case. If a user fails to claim their reserved case by Monday, 4:00pm they lose that reservation. The case will be opened to the groups on the waitlist.

In order to give SALP groups and programs first priority, non-SALP departments may request a display case, but will be put on a waitlist after any SALP groups or programs.

Keys to SALP Display Cases may be picked up during SALP business hours. Keys must be returned to the SALP Front Desk the same day before the office closes.

This is a Student Activities and Leadership Program policy which was last updated May 11, 2015.

Banners on Smith Mezzanine Railing

Posting on Campus Bulletin Boards and Spaces

Per Facilities policy updated September 30, 2015, postings may not be placed on walls, doors, windows, signage or any surface. Postings must be affixed with tacks only. The use of staples, tape and glue are prohibited. Persons who are posting materials are encouraged to respect others’ posting needs. Duplicate or outdated postings may be removed if posting space is unavailable. If you are unsure whether a surface on campus is an approved surface or not, please contact Facilities Work Order Center, 2fix@pdx.edu 503-725-2349.

Banners and Signs Outside Buildings and On Skybridges

For all banner, temporary and permanent signage requests including A-frames, please contact Facilities Work Order Center, 2fix@pdx.edu, 503-725-2349.

Chalking

Chalking is the writing or drawing of messages or images in chalk in or on any university buildings, facilities, or grounds. Chalking on the PSU campus must be approved in advance by the Art and Temporary Installation Committee by submitting an installation request at https://www.pdx.edu/pcre/installations-commissioned-and-donated-art.

Note that there are several limitations on chalking activities on the PSU campus.

This is a Facilities and Planning policy last updated September 30, 2015.

Membership Dues

Student Organization Membership Dues

Definition: Dues collected from members for use by the Portland State student organization. These dues are in exchange for services, opportunities, or materials provided by the student organization.

Recognized student organizations may not collect dues from members. Recognized student organizations receive their funding from student fees; therefore, membership in recognized student organizations is open to all fee-paying students. This does not apply to affiliate and department-sponsored groups. 

The collection of membership dues also poses too great a risk in regards to cash handling and storage, which could result in theft or violation of state laws or PSU policies.

Association Membership Dues

Definition: Dues that are required for individual students to belong to a national or local organization, professional association, honorary society, or similar. The student organization or program is not allowed to collect and/or pay for individual membership dues to an association.

Portland State cannot pay for individual membership dues to a national or regional association. With approval from an Advisor or Coordinator, a student group or program may purchase an institutional membership to a national or regional association. An institutional membership is one in which membership can be transferred to another individual if the member leaves the group. In determining if an institutional membership is authorized, the Advisor or Coordinator must take into account 1) benefits to the group or University opposed to the individual, 2) number of paid memberships, 3) availability of funds.  No payment of membership dues may be authorized for organizations which discriminate in membership on the basis of age, disability, national origin, race, color, marital status, veteran status, religion, sex, sexual orientation, gender identity and expression, genetic information, or any other basis protected by federal, state, or local law.

 

Last Updated: May 30, 2014

Money

Receiving a Budget

Student-operated services, Student Media, and Student Leaders for Service receive funding directly from the Student Fee Committee (SFC). Please refer to the SFC Guidelines for the process to receive a budget.

 Recognized student organizations may apply in the spring term of each academic year to receive funding from the Organization Budget Council (OBC) for the following fiscal year (July 1-June 30). Organizations must re-apply every year to receive funding.  The OBC will determine the level of funding an organization receives in accordance with the OBC guidelines. Funding tier placement is based on engagement, communication, fiscal responsibility, community standards, recognition, and service. After being placed in a funding tier, a recognized student organization will receive a base operating budget from the OBC to use for the administration of the organization. Additionally, the organization may apply to receiving funding to use for programming and travel. Organizations may not spend more than the spending cap of their tier placement (i.e., base operating budget plus programming and travel budget).

Fundraising and Solicitation

Purpose

The purpose of this policy is to clarify fundraising and solicitation activities in which student organizations and programs are permitted to participate. For purposes of this policy, fundraising is defined as the collection of money through donations, sales, and/or event programming for the purposes of charitable donation or organizational budget enhancement.  In addition, general guidelines are given to these organizations to engage in best practices for fundraising. All fundraising and solicitation efforts by student entities must be consistent with the University’s mission and comply with all other University policies.  This policy is created in partnership with the Senior Fiscal Officer of Enrollment Management and Student Affairs and is a conglomerate of relevant University Policies.  Last updated February 2015.

Additional Restrictions and Requirements

Portland State acknowledges that a policy of this nature may not anticipate every possible issue that may arise with respect to fundraising activities. As a result, the University reserves the right to impose reasonable restrictions and/or requirements with respect to the time, place, and manner of fundraising activities. These restrictions may be in addition to, or in lieu of, those set forth in the policy. Go to  https://www.pdx.edu/ogc/university-policy-library for additional policies.

Enforcement

Failure to obtain permission to engage in or sponsor sales or fundraising, or failure to adhere to University policy regarding activities for which permission has been granted, will result in the curtailment and/or cancellation of the event by SALP or other appropriate University official. Portland State reserves the right to amend this policy at any time.

Guidelines

The following guidelines are applicable to all fundraising activities by recognized, state funded SALP programs and organizations on Portland State owned, operated, or controlled property or when using the group name or resources. 

General

Donations

Donation Jars

Event Sponsorship

Auctions

Sale of Merchandise

Raffles and Games of Chance

Pledge Drive

Cash Handling

The purpose of this policy is to establish and document cash handling guidelines for the proper management of monies for those students responsible for receiving, handling, and safeguarding cash and cash equivalents. This policy and guidelines are for the protection not only of the State monies, but also those students, charged with cash handling.

Any student handling cash (for merchandise sales, membership dues, raffles etc. not including admission to an event) is responsible for the integrity of the cash fund and management. Students should understand their accountability for all monies which are property of the State and Portland State.

Definitions

Cash: Currency: coins and bills. Also used for all cash equivalents such as checks. Often used in the plural: cash receipts or monies.

Monies: Money in any form: currency (coins and bills), check, wire transfer, credit card charge, ACH (direct deposit), other electronic funds transfers, etc.

Cashier's Check: A check purchased at a bank for any amount; the bank completes all information on the face of the check with a bank officer signing as the maker.

Money Order: An item purchased at a bank, post office, or other business establishment for any amount up to $1,000.00. The bank completes only the amount information.

Personal Check: A written order payable on demand, drawn on a bank by a depositor; a personal check is written against an individual's checking account as opposed to a cashier's check, certified check, money order, or traveler's check, all of which are written against bank funds.

Receipt: A written acknowledgment that a sum of money or specified article has been received; the paper that provides the audit trail of the monies.

 

Cash Handling General Policy

Accepting Monies and Payment Guidelines

Currency Payments

All currency received needs to be recorded immediately on provided receipt. Cash handlers must provide a receipt for all transactions. In the case of a raffle, the ticket will act as a receipt of purchase. No foreign currency or credit card payments are ever to be accepted. When receiving a check or money order, amount cannot be written more than merchandise value.

Check Payments

Every check or money order must be reviewed for completeness as follows:

Deposits General Guidelines

Expenditures

All expenses must follow Federal, State, University, and relevant funding (SFC/OBC/Foundation) policies.  Because these policies and laws are numerous and subject to change, you must have your advisor/coordinator approve all expenses prior to spending.  

Accounting transactions require time to process by the SALP Accounting team and other campus partners (Financial Accounting Services, Human Resources, Foundation, etc).  In order to best serve student leaders, we have put together processing times which can be found at the front of the Request to Spend Money.  If you submit your requests outside of the processing time required, your request may be denied.

Office/Program Space and Operation

Access

For security reasons, visual access to spaces may not be blocked by covering windows and doors. As with all PSU office spaces, University staff may enter offices for legitimate business purposes; for example, inspections, repairs or custodial needs. The Space Allocation Committee may also obtain access to offices along with a University staff member to help in the planning process for allocation, or to ascertain usage.

Animals and Pets

Due to health and to maintain a clean environment, absolutely no animals and /or caged pets are permitted within the SMSU, with the exception of support animals approved by the Disability Resource Center or a service dog. Per the PSU Assistance Animal Policy, at no time should a support or service animal be left unattended in a space.

Bicycles, Rollerskates, Scooters, and Skateboards

The use of bicycles, roller skates, scooters, and/or skateboards within the SMSU is prohibited. 

Building Hours and Access

Office/program space is available for use during building hours. Unauthorized access when the building is closed (e.g. after hours and holidays) may result in immediate forfeiture of office space privileges.  Some programs may have special permissions on a case-by-case basis. 

Cleaning

Light housekeeping is provided throughout the common areas of SMSU and once a month in program offices. Trash cans and recycling in individual offices need to be emptied into a common space bin. All SALP programs are required to maintain their allocated space in a safe, accessible and sanitary condition.  There are cleaning supplies available for check out at the front desk.  

Common and Public Spaces & Egresses 

Items cannot be left outside of spaces outside of operational hours–whether that is outside on the sidewalk or in hallways. Special permission may need to be obtained from your supervisor/coordinator or from SMSU for using common or public spaces for extended periods even if within operational hours. At all times, hallway and common spaces need to have at least four foot width of space for ADA accessibility compliance.

Cooking Equipment

Only refrigerators, kettles, and microwave ovens are allowed in office spaces. All other cooking or heating implements are prohibited. 

Damage

We will be held financially responsible for damage to University property and for any damage to allocated office space. Any damage should be reported to your supervisor, coordinator, or the Central Operations Coordinator in a timely manner so we can get it fixed.

Fire Regulations

Do not tamper with or hang items from fire alarm or suppression systems, and only use fire exit only doors when there is an actual emergency. Leave the building immediately when an alarm goes off. Noncompliance with this policy will result in disciplinary action, and could result in a fine from the City of Portland.

All exposed cords must be covered in areas where people walk. No candles, halogen lamps, extension cords or multi-plug adaptors are allowed. Surge protectors are allowed.

Due to fire regulations, open flames of any kind are strictly prohibited SMSU. This includes all candles, matches, lanterns, and the like. 

Raising, moving, propping, or otherwise tampering with ceiling tiles is against fire regulations, as is covering light fixtures or bulbs with paper or fabric.

Firearms, Explosives, Combustible Fuels, Fire Crackers, and Dangerous Weapons

Combustible fuels, such as lighter fluids, propane, etc. are not permitted in the SMSU. Possession and/or use on University property of firearms or ammunition, explosives, combustible fuels, firecrackers, and potential ingredients thereof, and dangerous weapons is forbidden by University policy. 

Furniture and Equipment

All furniture and equipment purchased for spaces is the property of Portland State University and must be inventoried. For the common area spaces, furniture may not be removed from these areas and moved into individual offices.  Any changes to furniture should be discussed with your supervisor or coordinator beforehand.  No equipment may be disposed of before first discussing with the SALP Senior Accountant.  Inventory of all equipment worth $100 or more is done twice a year.

Keys and Key Access Lists

University policies pertaining to keys can be found in the Internal Management Directives (3.1). 

 

Noise

Radios, televisions, stereos, musical instruments, and other audio equipment should be adjusted so as not to disturb the entire community. Sound is not isolated in program/office spaces, so adjustments may need to be made. 

Smoking and Vaping

Smoking and vaping is strictly prohibited in campus buildings. 

Telephones

All telephone lines and equipment are the property of Portland State University. Any requests for changes or repair should be sent to the SALP Office Coordinator.

Trash and Recycling

Programs must maintain a clean and orderly space in the public areas outside their offices at all times to ensure safety and accessible egress. Any program discovered to be leaving trash outside trashcans or leaving excess recycling material (recycling which is not contained within the recycling bins), will be charged the appropriate cleaning fees by SMSU. If you have excess trash or recycling, please take it to the dumpsters located on the south side of the building near the loading dock. A dock key can be checked out from the front desk.

Use of Spaces

All SALP groups with spaces must maintain a minimum of six hours a week, which shall be posted outside of their door with current contact information.

Spaces are to be used for purposes related to the SALP programs. Under no circumstance may students or staff take up residence in their office or use office for personal business. Students and staff shall not operate or maintain non- Portland State businesses in a SALP maintained space. Programs may not lend or reassign their assigned office/space to individuals, other student organizations, or to non-university organizations. If a group is no longer recognized by SALP their spaces will be declared vacant and reallocated by the SALP Advisory Board. 

Walls

The installation of objects in/on the walls or the hanging of objects from the ceiling or walls should be installed via a work order request submitted to your supervisor or coordinator. For posters, use only blue painter’s tape to adhere to the wall. The exception to this is Littman + White Galleries and may require additional training.




Storage

Student organizations and programs are able to check out up to one locker or one storage cage (more than that must be approved by the SALP Director).  Lockers and storage are allocated based on a first-come, first-serve basis to those who have submitted a Storage Contract.  They are explicitly for group purposes and not for personal use.  An active group member must have a signed, current contract on file with the SALP front desk.  Locker keys and combination locks are the responsibility of the person who signs the contract.  Loss of a locker key or combination lock may result in a key replacement fine.  

Contracts expire on the first Friday after Spring finals each year.  If the contract is not renewed, any belongings become the property of Student Activities and Leadership Programs and may be disposed of.  Per Environmental Health and Safety policies, prohibited items include perishable food, fuel, and flammable liquids. Violating these or any other university policies may result in the group losing storage privileges. Failure to clear out items upon notice may result in storage items being disposed of.

Lockers

Any officer listed on the student organization's CONNECT page will be able to check out their group's locker key.

Storage Cages

Only current officers of the group who have been admitted to the SALP Admin Club are authorized to access the storage space and combination. They are fully responsible for anything that happens in the space while they are badged in. 

Last reviewed and approved November 7, 2024

Student Organization Application and Registration

The Student Affairs Office in partnership with Student Activities and Leadership Programs, Campus Recreation, the Student Fee Committee Chair, and the Organization Budget Council began work on the criteria and process for student organization recognition in Fall 2005. The Student Organization Registration policy is overseen by the Student Organization Application and Registration (SOAR) committee through the Office of Student Affairs. The Committee consists of the Vice Provost of Student Affairs (or designee), Executive Director of SALP, SALP Associate Director of Student Organization Advising, Rec Clubs Coordinator, SFC Chair (or designee), ASPSU President (or designee), representative from Recreational Club Council, and a representative from the Organization  Budget Council. This committee will discuss and recommend policy changes and appeal decisions for final decision by the Dean of Student Life (or their designee). The following policy is to be reviewed and updated during Spring term of each year. Last revised: March 2022.

The Student Organization Application and Registration committee has the responsibility of reviewing and updating the following policy and hearing appeals.

The Campus Recreation and Student Activities and Leadership Programs Advisors are authorized by the Office of Student Affairs to use this policy to determine the registration of a group of students as a registered student organization, student-operated service, affiliate, or forming group. It is also the responsibility of the Advisors to determine if the group has continued to meet the criteria in order to maintain registration, department sponsorship, or affiliation.

Purpose

The purpose of formally registering student organizations or student-operated services is to:


The purpose of registering a affiliate group is to:


The purpose of registering a forming group is to:

Types of Groups

SALP or Campus Rec may choose to register a group as one of the following five types of groups.  Each type has different rights and responsibilities outlined below. 

Recognized Student Organization

Student Operated Service

Department Affiliate Organization

External Affiliated Student Groups

Forming

Definitions

Eligible Student Leader 

A student leader in the organization, for the purposes of this policy, is someone who has been selected, hired, or voted in and has decision making, community building, and administrative responsibilities in the organization. They are eligible if they are an undergraduate student completing six credits and maintain a 2.5 GPA per term or a graduate student completing five credits maintaining a 3.0 GPA per term. Eligible student leaders must be in good standing with Portland State University (2.5 cumulative PSU GPA for undergraduates and a 3.0 cumulative PSU GPA for graduates). A person who is staff or faculty at Portland State, not including student staff, as defined by Human Resources, is not eligible to be a student leader.

Active member

Current Portland State students who meet the criteria set out in the organization constitution. If no criteria is set, than an active member is one that the organization identifies as someone who regularly attends meeting and events.

Criteria for Registration as a Recognized Student Organization, Affiliation, Department-Sponsored Group, or Student Operated Service

SALP and Campus Recreation reserve the right to not register a group if the needs of the group are beyond the scope of services and resources they are able to provide.

Distinct Mission:

The mission and constitution of each student group must be distinct from other student organizations and services and from off-campus or department affiliations. Students proposing a new organization should ensure that the purpose is clearly distinguishable from existing student organizations' missions. The SALP and Campus Recreation websites list all current student organizations' missions.

Student Interest:

A new student organization is viable if at least five eligible students are interested in starting and maintaining the group. Recreation organizations may have a higher minimum depending upon club status within their system. Student-operated services may have fewer depending on the nature of the service.

Tenure and Activity:

A student organization is viable if there is an intention to be active for at least three terms out of the subsequent four (groups must be approved by the second week of the term to count the term as active). The length of time and level of engagement in activities central to the mission are criteria for determining a student organization's renewal status. Campus Recreation groups must remain in good standing with the Recreation Club Council. Student-operated services may be required to show a higher level of viability due to the larger responsibility of providing services.

Risk Management:

A student organization is viable if the Advisor determines that the risk incurred by the proposed mission and activities is acceptable. Student organizations may be required to work with an Advisor to identify risk mitigating strategies and/or an alternative mission and activities as part of the recognition process.

Leadership:

A student organization is viable if at least three students are committed to engaging in the leadership. The leadership responsibilities include, but are not limited to, completing necessary paperwork, attending required trainings, meeting with an Advisor, and stewarding the mission, purpose, outreach, and proposed activities. The stewardship of the organization must be clearly held by students. Advisors will not recognize classes or initiatives led by non-students (staff, faculty, community, corporations) as student organizations. 

Privileges and Responsibilities of Registered Organizations

Recognized Student Organizations

Privileges:

Responsibilities:

Student Operated Services

Privileges

Responsibilities

Forming Organizations

Privileges

Responsibilities

Department and External Affiliated Student Groups

Privileges

Responsibilities

Process for Application

Student organizations, student-operated services, department sponsored organizations, and affiliations are registered in spring term for the following academic year. All student organizations, department sponsored organizations, and affiliations must re-register each spring. Recognition of new groups will happen at this time. Their assigned Advisor will evaluate the organization and review any available student organization documentation, observations, and meetings. The organization must provide all information relevant to recognition during the review period. The Advisor will then approve or deny the registration and determine the group type based on their timely completion of the application process and all recognition criteria. If a group's application for registration is denied, they may appeal the decision and/or reapply during the registration period. Registration is not guaranteed based on previous recognition.

Additional Criteria for Department Affiliate Sponsorship

Additional Criteria for Affiliation

Cancellation, Suspension, or Probation of Status

Registration of student organizations, student-operated services, department sponsored organizations, and affiliations may be revoked by the Advisor or designated body if the organization has not been active for two full quarters, or if it does not meet the responsibilities outlined above. Furthermore, a student organization, student-operated service, department sponsored organization, or affiliation’s registration status may be revoked, suspended, or be put on probation if it is determined that they no longer meet the criteria, if they are found to have misrepresented information during registration, due to inactivity, if they lack sufficient leadership, or as a result of a Student Conduct hearing.

Appeals

An Advisor's registration decision can be appealed to the SOAR Committee by putting the appeal in writing through the form or email provided by the advisor within 10 business days of notification of the registration decision. The SOAR Committee can only hear appeals based on registration. The SOAR Committee will not hear appeals that are based on a Student Conduct Code decision. The SOAR Committee's decision will be based on the criteria, privileges, and responsibilities as articulated in the policy.

Funding of Student Organizations

Funding of student organizations and student-operated services and the criteria thereof is determined by student-run funding committees. Requirements for formal student organization registration in order to receive funding are determined by the funding bodies. SALP and Campus Rec accounting support is not available to affiliate or forming groups.

Student Organization Leadership, Membership, and Participation

Definitions

Leader: Student formally recognized in the student organization that may have administrative and/or facilitation responsibilities

Member: Students participating in the student organization that may have voting rights and/or privileges beyond a student at large

Participant: Students that participate or attend events or activities hosted by the student organization

Class Standing: Any determination based on credits completed.  For example: Sophomore, 60+ credits, or Graduate Student

GPA standard: Refers to minimum requirements over and above those required by the Student Organization Application and Recognition policy


Minimum Academic Eligibility for Student Leaders

Per the Student Organization Application and Registration policy, an eligible candidate is a Portland State student taking six undergraduate credits and maintaining a 2.5 GPA per term or taking five graduate credits and maintaining a 3.0 GPA per term. Eligible student leaders must be in good standing with Portland State (2.5 cumulative PSU GPA for undergraduates and a 3.0 cumulative PSU GPA for graduates). Furthermore, all student leaders must complete the Understanding Sexual Misconduct and Available Resources  in order to access student leader resources such as access to the admin club, awards, or recognition. A person who is staff or faculty at Portland State is not eligible to be a student leader, with the exception of student staff as defined by Human Resources.

 

Student Leader, Member, and Participant Restrictions

Recognized Student Organizations

Department Sponsored and Affiliate Student Organizations

Voting Rights

Portland State University students who are currently enrolled for at least one credit hour and who are voting members of an organization may vote in student leader elections. Each organization may determine its own criteria for voting membership. These membership criteria must be outlined in the constitution or charter document, should follow all non-discrimination policies, and must be approved by the organization’s SALP Advisor. Exceptions to this policy may be granted for department sponsored and affiliate student organizations (e.g., Greek organizations).

 Last Updated: May 18, 2020

Travel

This policy is the overarching policy for all SALP entities (excluding professional staff): recognized student organizations, student government, student media, Portland State Programming Board, Student Community Engagement Center, and student-operated services. The Travel Policy covers any time a person travels as a representative of a student organization or program (paid for by the organization or not) outside of the tri-county area (Multnomah, Washington, and Clackamas Counties). Last revised: May 30, 2014

 Minimum Requirements

Liability Issues

Retreats 

The most exposure to risk and liability for an organization takes place during travel of any kind. Student groups are encouraged to utilize campus and local resources when planning for a retreat. Retreats are opportunities for organizations to set goals, get to know one another, and manage leadership transition. Moreover, retreats should be educational, purposeful, and related to the organization's mission. 

Overnight retreats are difficult on many students and present an added risk for all involved. Retreat locations and activities should take into consideration diverse student needs; such as safe spaces, cultural and religious practices, access for students with disabilities, and students with family obligations. 

Additional requirements must be met for any overnight retreat and will not be approved for any stay longer than one night. To help student groups facilitate successful retreats the student organization should meet with their Student Activities and Leadership Programs Advisor at least six weeks prior and consult the retreat guide when planning retreats for their group. All SALP entities (professional staff, recognized student organizations, student government, student media, Portland State Programming Board, Student Leaders for Service, and student-operated services) must follow this policy as well as SALP’s Travel Policy when conducting off-campus retreats that are planned by the SALP organization.

Specific Requirements

Conferences

This policy refers to conferences that students are attending as representatives of a student organization or program.

Specific Requirements

By Vehicle 

Definitions:

Vehicle: means any device included in the definition of "vehicle" in ORS 801.590 of the Oregon Vehicle Code (including, but not limited to, cars, vans, trucks, buses, and motorcycles).

State-owned vehicle: means a vehicle owned or registered in the name of the State of Oregon, the University or any of its departments.

Hired vehicle: means a vehicle leased, hired, or rented by the State, the University or any of its departments.

Borrowed vehicle: means a vehicle that is not a state-owned vehicle or a hired vehicle used in connection with University travel. Borrowed vehicles include vehicles owned by employees, students or others used in the course of University travel. [SALP usually refers to "borrowed vehicle" as "personal vehicle"]

Traffic Crime: A traffic crime is defined as a conviction of any of the following: driving while under the influence, reckless driving, hit and run, attempting to elude, driving while suspended, or any other offense that results in license suspension for any period of time.

University travel: means any travel on University-related business, including:

Driver Qualifications and Regulations:

To become an SALP Authorized Driver, students must meet the following criteria:

Training is required to drive vehicles in connection with University-sanctioned programs. [Anyone driving for student organization or program travel must complete an online driver's training and have their driving record reviewed in order to become an Authorized Driver. Only student leaders and PSU staff may be Authorized Drivers for a student organization or program.

Once approved, any citations issued or changes in the status of a driver’s license must be reported to the appropriate supervisor (SALP Advisor or Coordinator) within 5 business days of the citation or change. Failure to report any changes or citations will result in removal of driving privileges.

Revocation of Authorized Driver Certification:

Once a student is approved as a SALP authorized driver, their certification lasts until the end of the Academic Year, unless the status is revoked by SALP.  Revocation can happen if any of the following instances occur:

Relief Drivers and Itineraries

Individual drivers may not drive more than six hours in one shift. For each trip by passanger vehicle, you must have at least one extra authorize driver than vehicles.

If travel related to a University-sanctioned program is expected to require driving beyond the Tri-County area or the student organization or program is paying for any part of the travel, the driver shall file a proposed itinerary, accurate list of all passengers and liability waivers for all passengers to SALP before departure. No itineraries may be planned which include driving between the hours of 1 am and 5 am, except in the case where said trip is of a shuttle nature and is expected to end in Portland during this period of time.

Use of vehicles

State-owned or hired vehicles [or borrowed vehicles] shall not be used to transport University students, faculty, or staff for any use that is not directly related to University travel. Passengers who are not PSU students, faculty, or staff must be approved by the SALP Advisor or Coordinator and there must be a clear connection between their transportation and the related business. No passengers under 18 will be permitted who are not PSU students, faculty, or staff.

State-owned vehicles are for state business only and may be used only as authorized by applicable Department of Administrative Services regulations.

Faculty, staff, and students are encouraged to use hired vehicles while conducting University travel. 

To the extent that private vehicles are the means of transportation, individuals shall be responsible for maintaining insurance coverage on the private vehicles equal to the amount required by State law.  The responsibility for the condition of the private vehicle shall rest with its owner.

No alcohol or drugs are permitted in the vehicle or in towed trailer, at any time including closed containers.

Drivers are not permitted to use a cell-phone while the vehicle is moving.

Gas Cards

Gas cards must be checked out if you are renting an Enterprise vehicle. Gas cards are for fuel only. Drivers must turn in the original gas receipts and the gas card to the SALP Office the next business day after your return. Failure to do so will limit your access to travel in the future and may limit availability of gas cards and travel to all student organizations.

When using a state-owned vehicle, you pick up the gas card from Motor Pool in Salem at the time you check out the vehicle. Gas cards are for fuel only. Drivers must turn in the gas card to Motor Pool in Salem upon returning the vehicle. Drivers turn in the original gas receipts to the SALP Office the next business day after your return.

Gas cards may not be checked out if you are using a borrowed vehicle.

Emergency/Accident Protocol

In the event of an emergency or accident, the following protocol is expected:

Life Threatening Emergency:

Non-life Threating Emergency:

Drivers and trip leader should take responsibility to manage minor issues that may arise during travel.  Common concerns are addressed in the SALP Travel FAQ’s, which is provided in the travel packet.

The first step is to attempt to deal with the situation on your own.  Complete an incident/accident report when you return and submit it to your SALP Advisor or Coordinator.

The second step is to contact a SALP staff member.  They may be able to help you problem solve the situation.  Each travel packet contains contact numbers for SALP professional staff.  If you are unable to make contact with your SALP Advisor or Coordinator, call the next SALP staff member listed until a staff member is reached.

Only in the case of an unexpected medical emergency involving the authorized driver shall an un-authorized driver be allowed to drive the vehicle.

Reimbursements for Meals While Traveling

Staff and students may be reimbursed for meals while traveling on approved business with the following stipulations: