Authority: Vice Chancellor and Dean for Academic and Student Affairs (DASA).
History: First Issued: February 6, 2007. Last Revised: October 26, 2021.
Student Leadership and Engagement website
Contact Info: Student Involvement (919-515-2797)
Leadership in student organizations is a critical component of the learning process, providing students with lifelong skills and experiences that will enhance their effectiveness as citizens of the world. In support of the academic mission of the University, as well as individual student success, this regulation defines Recognized Student Organizations, outlines procedures for registering Recognized Student Organizations with Student Leadership and Engagement, and establishes the requirements for leadership in Recognized Student Organizations.
2. RECOGNIZED STUDENT ORGANIZATIONS
2.1 Recognized Student Organizations are those organizations that are sponsored within a division, unit, or college, and have University-provided advisors and/or financial support. Recognized Student Organizations may access certain University-controlled benefits and resources, such as facilities and equipment, are accountable to the University for compliance with University policies, regulations and rules, and may seek funding from Student Government. The Vice Chancellor and Dean for Academic and Student Affairs, or assigned designee, will be responsible for designating that the organizations are Recognized Student Organizations at the time of the annual process registration.
2.2 Recognized Student Organizations must register annually with Student Leadership and Engagement. Student Leadership and Engagement will maintain a list of Recognized Student Organizations on its website and update the list annually.
2.3 Recognized Student Organizations are private, voluntary associations and are not components of the University. Recognized Student Organizations are led by students who are not authorized to act on behalf of North Carolina State University. The University does not accept liability for the actions of Recognized Student Organizations.
3. PROCEDURE AND REQUIREMENTS FOR REGISTRATION
Registration is an annual process; once an organization is registered, renewals must be completed every year.
3.1.1 Registration and renewal for student organizations occurs at the beginning of each semester during a designated open registration period as determined by Student Leadership and Engagement.
3.1.2 Student Leadership and Engagement will notify each organization when their renewal deadline is pending by emailing the president and advisor of record.
3.2 Registration Forms
3.2.1 Registration forms are online on the Student Leadership and Engagement website (getinvolved.ncsu.edu). Student Leadership and Engagement can assist if questions arise during the registration process.
3.2.2 Four NC State students (who meet the criteria outlined in Section 4 of this regulation) must be designated as leaders on the registration form. If the student leaders and/or advisors fail to comply with the requirements in Section 4 of this regulation, NC State may suspend the organization’s registration.
3.2.3 A copy of the organization’s constitution must be submitted at the time of registration. Any revisions to an organization’s constitution must be submitted to Student Leadership and Engagement within 30 days of the effective date of the revision.
4. LEADERSHIP AND ADVISORS
To establish standards for leadership in Recognized Student Organizations that are consistent with the academic mission of the university and the goals of out-of-class learning, the following eligibility criteria are required for student leaders (elected or appointed as officers, elected by the student body for any other position, or elected or appointed as committee chairs or other leadership positions with designated responsibilities (as opposed to general members)):
4.1.1 Enrollment in a degree program for at least 12 hours or enrollment in a program from which a student will matriculate into a degree program for at least 12 hours at the time of election/appointment and maintained throughout service.
(a) If at the time of election/appointment, a student’s course load is below 12 hours, he or she may appeal to the organization advisor for special dispensation. After reviewing the student’s academic record, if the organization advisor considers that the student’s taking on the new leadership role will not adversely affect the student’s academic progress, the organization advisor may approve the student’s candidacy. In some circumstances, the advisor or the organization and/or Student Leadership and Engagement would determine that the student be required to receive their academic advisor’s approval before being fully declared eligible for the position.
(b) If the student’s course load drops below this standard for any semester during their service, the student must meet with the organization’s advisor to review the student’s academic plan and, if appropriate, develop a recovery strategy that meets the organization advisor’s and the student’s academic advisor’s approval. The recovery strategy may include probationary status or suspension from the leadership role for a minimum of one semester.
(c) Student leaders who do not meet the minimum course load standard must meet with the organization advisor within four weeks to develop a recovery strategy, if appropriate.
4.1.2 A minimum 2.5 cumulative Grade Point Average at time of election/appointment is required.
(a) If at the time of election/appointment, a student’s cumulative GPA is below 2.5, he or she may appeal to the organization advisor for special dispensation. After reviewing the student’s academic record, if the organization advisor considers that the student’s taking on the new leadership role will not adversely affect the student’s academic progress, the organization advisor may approve the student’s candidacy. The student would then be required to receive their academic advisor’s approval before being fully declared eligible for the position.
(b) If a student leader’s semester GPA drops below 2.5 any semester during their service, the student must develop a recovery strategy that meets the organization advisor’s approval. Organization advisors will also encourage the student to take advantage of tutorial and other academic support services available on campus. The recovery strategy may include probationary status or suspension from the leadership position for a minimum of one semester.
(c) Student leaders who do not meet the minimum cumulative GPA standard must meet with the organization advisor within four weeks to develop a recovery strategy, if appropriate.
4.1.3 Satisfactory progress to degree as defined by (NCSU REG02.05.03 – Progress Toward Undergraduate Degree)
4.1.4 No active disciplinary sanctions. Disciplinary history subject to review and approval of the Director, Office of Student Conduct. Students who plan to seek leadership positions and who have active disciplinary sanctions may appeal to the Office of Student Conduct, for special dispensation.
4.1.5 If the student fails to develop a recovery strategy, or if, after the recovery strategy has been implemented, the student fails to recover to the standard level, the organization advisor will notify the organization that the student is no longer eligible to serve in the leadership role. If the student in question is grieving/appealing the matter that resulted in revocation of eligibility to serve as a leader-i.e. dropping below full-time course load, lower semester GPA, or disciplinary action– the organization advisor may use discretion in suspending the revocation of eligibility pending the outcome of the grievance/appeal. The organization advisor should consult with the grievance/appeal reviewer.
4.2 Graduate Student Eligibility
Graduate students in good standing are eligible to participate in leadership positions in Recognized Student Organizations.
4.3 Leadership Requirements
For students to successfully achieve the goals of student learning in leadership and governance, they will be expected to fulfill the following in order to maintain their positions in Recognized Student Organizations:
4.3.1 participate in all training activities, designated as required by Student Leadership and Engagement.
4.3.2 meet regularly with the organization advisor, including individually as determined by the nature of the position, and keep the advisor informed of all organization activities.
4.3.3 consider the advice of the organization advisor on any changes to the organization’s governing documents.
4.3.4 consider the advice of the organization advisor on all budget matters.
4.3.5 adhere to all University accounting procedures, State requirements, and all other governing documents.
4.4. Advisor Responsibilities
To help assure that students engaged in the leadership of Recognized Student Organizations are afforded all of the benefits of that experience, the University will provide at least one faculty or staff member to serve as organization advisor to each organization. The organization advisor is responsible for:
4.4.1 planning and executing pre-service and in-service training for student leaders to effectively fulfill the duties of their positions and pursue the mission and goals of their organization.
4.4.2 advising about the budget and compliance with university accounting procedures and other state requirements.
4.4.3 advising organization members about applicable university policies, regulations, and rules (including the Code of Student Conduct and other governing documents) and reporting any violations that occur.
4.4.4 advising student leaders of their responsibilities, their position descriptions as outlined in the organization’s constitution, and their expected level of performance.
4.4.5 providing guidance and support for the student leaders as they fulfill the duties of their positions and pursue the mission and goals of their organization.
4.4.6 completing all required trainings, as outlined by Student Leadership and Engagement.
Membership in Recognized Student Organizations must comply with and meet the criteria provided in section 5 of REG 11.55.07.