REG 11.55.06 – Recognized Student Organizations: Regulation for Student Leadership and Registration

Authority: Vice Chancellor and Dean for Academic and Student Affairs (DASA).

History: First Issued: February 6, 2007. Last Revised: August 22, 2017.

Related Policies:
UNC Code Appendix 1, Section XII

NCSU POL11.35.01 – Code of Student Conduct 
NCSU REG02.05.03 – Progress Toward Undergraduate Degree 
NCSU POL01.20.01 – Authority of the Chancellor

Additional References:
Student Involvement
 website

Contact Info: Student Involvement (919-515-2797)


1. Introduction

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 Involvement, 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 are provided with 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 Involvement.  Student Involvement 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 official components of the University. North Carolina State University in no way accepts liability for the actions of such groups.

3. PROCEDURE AND REQUIREMENTS FOR REGISTRATION

3.1. 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 Involvement.

3.1.2. Student Involvement will notify each organization when their renewal deadline is pending by emailing the president and advisor of record.

3.2. Registration Forms

Registration forms are online on the Student Involvement website (getinvolved.ncsu.edu).  Student Involvement can assist if questions arise during the registration process.

3.2.1. 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.

3.2.2 A copy of the organization’s constitution must be submitted at the time of registration.

4. LEADERSHIP AND ADVISORS

4.1 Eligibility

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. The student would then be required to receive his or her 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 his or her service, the student must meet with the organization’s advisor to review his/her 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 his or her 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 his or her service, the student must develop a recovery strategy that meets the organization advisor’s and the student’s academic 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, including a required training on financial management.

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 on the budget and assuring compliance with university accounting procedures and other state requirements.

4.4.3 notifying organization members of 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 with regards to the above, as well as their position descriptions as outlined in the organization’s constitution, and 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 provided in section 3.3 of REG 11.55.07.

5. MEMBERSHIP

Membership in Recognized Student Organizations must comply with and meet the criteria provided in section 5 of REG 11.55.07.