Student organizations are an important link in the co-curricular activities of the University of Iowa. As such, the University encourages the formation of organizations around the areas of interests of its students, within the limits necessary to accommodate academic needs and ensure public safety and the safety and welfare of student members.
The University of Iowa, through the Office of the Vice President for Student Services, has delegated the responsibility and obligation of recognizing student organizations to the Partnership for Student Governments at Iowa (PSGI), to deans of academic colleges, to Recreational Services, and to the Office of Student Life. Recognition of a student organization by the University does not constitute an endorsement of its program or its purposes, but is merely a charter to exist. The reasons for denying or withdrawing recognition of a student organization shall not violate the University Policy on Human Rights. A recognized student organization is entitled to certain privileges such as the use of University facilities as long as its members comply with all regulations contained in the Code of Student Life, the PSGI Constitution, Office of Student Life rules, and those listed below.
B. Regulation of Student Organizations
For purposes of this subsection, "recognized student organization" refers to a student organization recognized by a student governing body unless otherwise noted. Student organizations not recognized by a student governing body but recognized by an academic college are bound by regulations listed below governing solicitation on campus, guest speakers, posters, printing, and alcohol. Student organizations recognized by a college may use University facilities and services but requests for use of University services and facilities must be made by a representative of the college. Residence hall governing bodies (such as the Associated Residence Halls and individual building associations) operate under regulations promulgated by the Department of University Housing and are exempt from these procedures.- Sponsorship. Sponsorship is determined
by an organization’s participation alone or
with others in planning, promoting, financing, executing,
and evaluating an event. An event is considered to
be sponsored by an organization when organization
members are notified in a regular or special meeting
or by a special announcement or posting, or when the
financial responsibility is met by the organization,
or when specific plans or arrangements are made to
conduct an event. Absence of members at an event does
not relieve the organization from responsibility as
sponsor. However, presence of members of an organization
at an event does not automatically qualify that organization
as a sponsor unless the organization itself took part
in planning, announcing, discussing, financing, or
executing the event.
- Use of University Space and Facilities. Recognized student organizations may use University space and facilities with written permission subject to University regulations. In order to seek written permission to use University space and facilities, recognized student organizations must submit an Event Information Form at the appropriate office (as identified below) prior to the event within established time limits. The event registration process for all facilities on campus begins at IMU Guest and Event Services, 135 IMU, and Event Information Forms must be signed by a representative of the Office of Student Life. Requests for use of Iowa Memorial Union facilities, Hubbard Park and Danforth Chapel are to be submitted to IMU Guest and Event Services, 135 IMU. Requests for Carver-Hawkeye Arena, the Recreation Building, Field House, Halsey Gymnasium, North Hall Gym, Kinnick Stadium, canoe house, and tennis courts, are to be submitted to Recreational Services, 113 Field House. Requests for Clapp and Harper halls should be submitted to the School of Music. Requests for Hancher should be submitted to the director of Hancher Auditorium. Requests for use of space within the residence halls system should be submitted to the hall manager of the building in which the desired space is located. Requests for permission to use other University rooms, auditoria, and indoor facilities ordinarily must be submitted at least one week in advance to the Class Scheduling Office, Office of the Registrar, 34 MacBride Hall. Requests for use of the Pentacrest, Kautz Plaza, and other outdoor space should be submitted to IMU Guest and Event Services, 135 IMU for final approval by the Vice President for Student Services.
- Charges for Use of Space and Facilities. Recognized student organizations which are permitted
to use available University space and facilities will
not be charged, except to defray costs or expenses
incurred by the University in making the facility
available; if the student organization charges admission
or otherwise solicits funds from the public, however,
rental fees and labor charges for the facilities will
be charged.
- Fund-Raising. Fund-raising activities
by recognized student organizations are regulated
on the basis of the type of event and the proposed
location. Any activity is considered to be a fund-raising
event if funds or other valuable assets such as food
or supplies are sought to be obtained from members
or non-members for purposes of improving the financial
status of the organization or another organization.
This includes, for example, raffles or other games
of chance or events in which services are provided
in exchange for money or other assets. This does not
include, for example, periodic membership dues, payments
or activities in which a service is provided to persons
in attendance for a fee that is based upon the expected
per capita cost of the service.
Fund-raising activities that constitute commercial solicitation must take place in or adjacent to the IMU, which is the only campus building designated for commercial solicitation (refer to subsection 6 below). Recognized student organizations may engage in fund-raising activities off campus, provided such activities are registered in advance. For activities that are not fund-raising events, necessary paperwork must be filed if student organization funds are utilized, such as an event at which admission is charged (refer to subsection 5 below).
To register a fund-raising activity, an Event Information Form must be completed. These forms are available in IMU Guest and Event Services. Recognized student organizations wishing to hold games of chance, raffles, bingo, and so forth, as part of a fund-raiser must also register this event/activity in the Office of Student Life, which administers the University of Iowa license covering these types of events. Fund-raising activities which take place on campus must be in compliance with the University solicitation policy (refer to subsection 6 below).
- Registration of Programs to which Admission
Is Charged and/or Donations Are Accepted. Recognized student organizations may sponsor entertainment
or lecture programs to which a general admission fee
is charged provided such programs are registered with
IMU Guest and Event Services at least one week in
advance. Event
Information Forms are available in
IMU Guest and Event Services and are to be signed
by a principal representative of the sponsoring organization
and an adviser from the Office of Student Life. No
contracts or other financial commitments may be made
by the sponsoring organization until registration
has been completed.
When admission is charged or donations are solicited at an event held on campus, the University Box Office must collect the money. Persons interested in obtaining a Box Office fee schedule should contact the University Box Office.
Organizations must make all financial arrangements through the Student Organization Business Office (159 IMU). The sponsoring organization must have a balance on hand in its treasury sufficient to cover the cost of the program, including facility rental, University Box Office charges, speaker’s fee, advertising and other expenses, or adequate funds must actually be deposited with the organization by an underwriter, which funds cannot be repaid until all costs and expenses incurred by the organization in presenting the program have been satisfied. No advertising or publicizing of any commercial product or trade name shall be permitted without prior approval.
- Solicitation on Campus. A recognized
student organization is eligible to engage in solicitation
activities on campus consistent with University regulations.
An organization may engage in commercial solicitation
and non-commercial solicitation, although commercial
solicitation must take place in or adjacent to the
IMU, which is the only campus building designated
for commercial solicitation.
For the purposes of this section the term “commercial solicitation” is defined as the selling of items, materials or products, and services by a recognized student organization to persons outside its membership. This includes raffles and other games of chance authorized through the University of Iowa gambling license. Thus, commercial solicitation includes, for example, the selling of literature or the selling of tickets to a public event. Solicitation that is non-commercial in nature is subject to time, place, and manner restrictions.
Financial benefits secured by a sponsoring student organization through solicitation may not be converted to private uses and must be deposited in the organization’s account. The benefits may be donated to a non-profit charity. While University policy permits recognized student organizations to solicit on behalf of commercial for-profit enterprises, University policy regulates the time, place, and frequency of solicitation. An off-campus enterprise whose items or services are being marketed by a student organization may be required to indemnify the University and provide adequate insurance well in advance of the solicitation event as a pre-condition of approval.
On campus, recognized student organizations may only solicit (1) at reasonable times and places, (2) in a manner consistent with the educational purposes of the University, (3) under reasonable conditions imposed by the University officials charged with control of the areas involved, and (4) under any rules prescribed by the Office of Student Life and IMU Guest and Event Services. To receive permission to solicit funds or other valuable assets, a student organization must first file an Event Information Form as explained in sub-section 4 above, and permission must be approved before solicitation may commence. General questions about solicitation should be directed to the Office of Student Life. All financial transactions shall be handled by the University Box Office to ensure compliance with the solicitation policy.
Nonprofit associations (those granted exemption from taxes by the Internal Revenue Service under Section 501(c)(3) of the Internal Revenue Code) not recognized as student organizations may only solicit in the Iowa Memorial Union. To receive written permission to solicit in the Union, student and non-student organizations must submit an Event Information Form, which is available in IMU Guest and Event Services, which is to be signed by a principal representative of the sponsoring organization and an adviser from the Office of Student Life and which is to be submitted at least 3 working days in advance of the event date. No outside organization may solicit in the IMU for more than 14 days, whether continuous or intermittent, per fiscal year except by contract with the University.
As space permits, each recognized student organization is entitled to a reservation for one table in the designated area within the Iowa Memorial Union for a period of five days per month, consecutive or not. If an organization has not occupied the reserved table within an hour of the scheduled time, the table is forfeited. Forfeited space will be allocated to organizations upon request on a daily first-come, first-served basis. Six organizations can be scheduled for tables at one time. The Event Information Form must still be completed before occupying the table.
If an organization is raising funds by sponsoring an outside vendor to sell their products, the organization must have a written agreement (available from IMU Guest and Event Services) with the vendor which entitles the sponsoring organization to 25 percent of the gross sales. A copy of this agreement must accompany the Event Information Form. All financial transactions shall be handled by the University Box Office to ensure compliance with the solicitation policy. Each organization maintaining a table in the Iowa Memorial Union is responsible for requiring solicitors to remain behind the table, providing a student member in attendance at the table, and for clearly identifying the sponsoring student organization at each table. All materials, equipment and literature must be confined to the table or the posting strips behind the table. No organization may solicit by accosting individuals or by hawking or shouting.
Requests for the use of indoor University facilities other than the Iowa Memorial Union should be made to the Facilities Services Group, Space Planning and Utilization, pursuant to the provisions of the University Operations Manual. Final decisions in response to requests for outdoor solicitation are made by the Vice President for Student Services.
When an organization is conducting the solicitation, it must be identified at every location by means of a sign or announcement.In determining the reasonableness of the time, place, and manner of the solicitation activity planned, the offices of Student Life, IMU Guest and Event Services, and Facilities Services Group, Space Planning and Utilization shall consider whether the proposed activity conflicts with regularly scheduled University activities or other scheduled events in the area. The effect of the activity on normal pedestrian and vehicular traffic, the availability of alternate facilities, and similar factors may also be considered. Other reasonable time, place, and manner conditions may be imposed as a precondition of conducting the activity (e.g., an applicant may be asked for information regarding the anticipated number of participants and spectators, the adequacy of arrangements for crowd control, parking, and sanitary facilities).
No application shall be denied unless the applicant is apprised of the reasons for the denial. In the case of a denial, an immediate appeal shall be afforded by the vice president.
- Political Solicitation. Solicitation
by and on behalf of candidates for municipal, county,
state, or federal political offices is permitted under
limited circumstances. Student organizations that
support the election or defeat of a particular candidate,
party, or ballot issue may (1) advertise meetings
and events on campus bulletin boards; (2) reserve
tables in the designated area of the Iowa Memorial
Union; (3) reserve display cases in the Landmark corridor
of the Iowa Memorial Union; and (4) reserve University
facilities for meetings and events. These privileges
are subject to space limitations and appropriate University
regulations regarding use. A visit to campus by a
candidate for a non-University elected office or by
an agent for such a candidate must be sponsored by
a recognized student organization.
Candidates for student government positions must follow election rules for solicitation and posting established by the Student Elections Board.
Information about posting regulations is available at the University Box Office. Residence hall regulations governing political solicitation are available from University Housing, Burge Hall.
- Guest Speakers. Recognized student
organizations may invite guest lecturers, panel participants,
discussion leaders, or others from off campus to speak
or otherwise participate in campus programs, provided
such programs are registered at least one week in
advance. Event Information Forms are available from
IMU Guest and Event Services and are to be signed
by a principal representative of the sponsoring organization
and an adviser from the Office of Student Life. Final
arrangements with guest speakers should not be made
by the sponsoring organization until registration
has been completed.
In the event the speaker or the issues are controversial, the adviser may require the sponsoring organization (a) to obtain a tenured member of the faculty to chair the program and (b) to provide for the speaker to be subjected to questions from the audience at some time during the program. (For more information, see University Operations Manual Section V-28).
- Posters & Chalking. Recognized
student organizations are permitted to advertise and
publicize forthcoming activities or events by means
of posters. Posters to be displayed on the 29 campus
bulletin boards must be approved by the University
Box Office, first floor, Iowa Memorial Union. Posters
may not exceed 11 x 14 inches in size. The University
Box Office is responsible for posting and removing
items from University bulletin boards. Posters will
be removed two weeks after approval. The name of the
organization sponsoring a campus activity or event
must appear on every poster, and no advertising or
publicizing of any commercial product or trade name
is permitted.
Student organizations that wish to post throughout the residence halls system must contact University Housing, Services' Administrative Office, 8 Burge Hall. Student organizations that wish to post only in one residence hall should contact the hall coordinator office for that building. Recognized student organizations that wish to place posters on the Cambus buses must contact the Cambus office, Stadium Drive. The chalking of University sidewalks is not permitted.
Posters and chalkings displayed in violation of the posting policy will be removed by employees of the Facilities Services Group. Costs associated with removal will be charged directly to the student organization account.
- Display Cases in the IMU. Recognized
student organizations and University departments may
reserve display cases in the Iowa Memorial Union.
Any group may reserve one case for up to two weeks
each semester.
Display cases are located in the Landmark corridor and the Terrace Lobby. Landmark corridor cases are for general use, including political, issue-oriented displays. Terrace Lobby cases are for cultural and educational displays only.
In the event of controversies resulting from the contents in display cases, the directors of the Iowa Memorial Union and the Office of Student Life will attempt to arrange a meeting of those organizations involved in order to facilitate an exchange of ideas of diverse vantage points and a better understanding of the ideology or message of the display. If requested and if space permits, IMU Guest and Event Services will offer the protesting organization an equal opportunity to use a display case to present its viewpoint. (For more information, see University Operations Manual section IV-4.)
- Printing. The University of Iowa
Printing Department is the University’s printer
and purchasing agent for printing and related services.
All printing services paid for by a university account,
including the accounts of recognized student organizations,
must be purchased through the Printing Department.
Any use of an outside vendor for printing services
must be approved in advance by the Printing Department.
Printing services include typesetting, copying, duplicating,
printing, and any other graphic process or service,
such as programs, flyers, brochures, and posters.
- Alcohol. Student organizations
recognized by a student governing body or an academic
college must abide by all University rules governing
possession and consumption of alcoholic beverages.
University alcohol regulations are described in Section
II (D.) of the Policies & Regulations affecting
Students. University policy prohibits the use of University
funds for the purchase of alcoholic beverages for
events on campus or off campus. In addition, any reference
to alcohol in advertising for the activity shall be
omitted. During the event, the sponsoring student organization is responsible
for ensuring that state laws concerning sale, possession,
and consumption of alcoholic beverages are observed.
Alcoholic beverage service will not be available to student organizations sponsoring events in the Iowa Memorial Union where students under the age of 21 are in attendance. Student organizations whose membership consists of students over the age of 21 may request alcoholic beverage service as an amenity to a program held in the Iowa Memorial Union. A Request Form for Alcoholic Beverage Service must accompany the Event Information Form and be submitted to IMU Guest and Event Services no later than 30 days prior to the scheduled date of the event. If approved, all State, University, and IMU policies and procedures related to the sale and service of alcoholic beverages will be observed. Additional information regarding the sale, distribution, and consumption of alcoholic beverages in the IMU and on the University campus is contained in the IMU Alcohol Beverage Service Policy.
Greek-letter chapters affiliated with the Interfraternity Council or Panhellenic Association must abide by the Events Policy established by their respective governing body.
- Hazing. The Code of Student Life
and the Policy on Violence prohibit harassment, assault,
and other forms of threatening behavior. When threatening
behavior takes place within the context of a student
organization or club and is directed at a student
interested in participating in group activities, sanctions
will be imposed upon the group or club as well as
the students. Sanctions up to and including de-recognition
from the University are imposed upon a group or club
when one or more members or associates of the group
or club commit an act of hazing.
In addition to institutional sanctions, a person who commits an act of hazing may be subject to criminal sanctions under section 708.10 of the Code of Iowa . The University defines hazing more broadly than the Code of Iowa criminal definition. In applying the anti-hazing policy to individual cases, the following standards will be utilized during the administrative process to determine whether a hazing violation did occur as alleged.
Hazing is any intentional or unintentional reckless action or situation – with or without consent – that endangers a student or creates risk of injury, mental or physical discomfort, harassment, embarrassment, and/or ridicule – whether on campus or off campus – for the purpose of initiation into, affiliation with, or as a condition for continued membership in any student organization or team recognized by the University of Iowa Student Government or by any other University sponsor.
Acts of hazing include, but are not limited to: compulsory alcohol or drug consumption; physical brutality; psychological cruelty; public humiliation; morally degrading activities; forced confinement; creation of excessive fatigue; required removal or destruction of public or private property; or any other activity that endangers the physical, mental, psychological, or academic well being and/or safety of an individual. Any requirement imposed upon prospective, new, or current members which is not related to the organization's purpose is discouraged and will become the subject of a University investigation once the practice is brought to the attention of the Office of Student Life.
This policy applies to all UI students and all UI student organizations and clubs. Some University programs promulgate anti-hazing policies specifically for students participating in their programs. The Department of Athletics enforces a hazing policy, as does the UI Interfraternity Council and Panhellenic Council. Copies are available at the respective department offices.