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Student Organization Guidelines

The following guidelines apply for all student organizations at SMU.

SMU STUDENT VALUES STATEMENT

"I, as a citizen of the SMU Community, commit myself to upholding the values of intellectual integrity, academic honesty, personal responsibility, and sincere regard and respect for all SMU students, faculty, and staff."

PARTY THEME GUIDELINES

In accordance with the values of the University and our shared vision for an inclusive campus community, all social event themes should be respectful of race, ethnicity, national origin, familial status, sexual orientation, gender identity and expression, religion, social class, age, and ability status.

Cultural appropriation (adopting specific elements of a culture for entertainment) and discrimination must be avoided and rejected at all times. When a culture is exploited and its elements are used disrespectfully, the values of the University are compromised.

SMU student organizations and their leaders should consider the implications of the name of their event in addition to the dress code they set, how they advertise, and all social media posts and decorations related to the event.

Examples of Inappropriate Party Themes:

  • Golf Pros and Tennis Hoes
  • Cowboys and Indians
  • Thug Mansion
  • White Trash Party

If you wish to discuss your event theme with a staff member in Student Affairs, or have questions, you are encouraged to contact any of the below offices, all located in the Hughes-Trigg Student Center, 3rd Floor:

Social Change and Intercultural Engagement - (214) 768-4580
Student Involvement - (214) 768-4400
Women and LGBT Center - (214) 768-4792
Dean of Students Office - (214) 768-4564

 

PLEASE NOTE:   If your organization or event is found in violation of these guidelines and/or has failed to register for approval through the Student Organizations Off-Campus Party with Alcohol Registration Process prior to advertising, the event organizers and the organization will be held accountable through the SMU Student Code of Conduct and/or other applicable University policies.

Fundraising/Solicitations by student organizations

Depending upon the fundraising/solicitation category (see below) all forms must be submitted with the deposit (funds from fundraising only.) Additionally, if the fundraising event generates no profit, the forms still must be completed. In either case, if the forms are not received within 3 business days from the last day of the event, the organization’s account(s) will be placed on hold until the form is received.

Organizations fundraising for self:
Organizations fundraising for others:
  • Complete the Donation Approval Form, obtain the signature of the University President, 2nd floor Perkins Administration Building, and submit to the Students’ Association Comptroller.

  • Complete and submit the Fundraising Event Income Sheet to the Students’ Association Comptroller.
Organizations soliciting goods for self:
Organizations soliciting goods for others:
  • Complete the Donation Approval Form, obtain the signature of the University President, 2nd floor Perkins Administration Building, and submit to the Students’ Association Comptroller.

  • Complete and submit the In-Kind Donation Form to the email address listed on the form.

  • Complete and submit the Fundraising Event Income Sheet to the Students’ Association Comptroller.

SMU Student Affairs Event Guidelines

 

In order to ensure events are safe, well-supported and attended, and to encourage a balanced calendar of events utilizing best practices throughout the academic year, the Division of Student Affairs announces SMU Event Guidelines. These guidelines apply to all recognized student organizations and all departments within the Division of Student Affairs.

 

Priority Event Guidelines

By creating our calendar of events in advance and including Tier standards, our most impactful events will be primed for success. Additionally, avoiding schedule conflicts prevents us from competing against ourselves. Tier status is determined by the Assistant Vice President for Student Affairs/Chief of Staff (AVP/COS) or designee.

 

Tier 1

Events in this category are large in scale (1,000 or more students in attendance) OR are smaller-scale events specifically focused on SMU and divisional values. In either case, they must be open to the entire SMU community. Tier 1 events often support a University or division initiative. Once a Tier 1 event has been scheduled, no additional events will be approved via Connect, the Outdoor Events Request, or Hughes-Trigg Student Center reservation. Spring 2018 Tier 1 events must be registered on Connect by December 14, 2018, or as soon as possible.

Examples: Celebration of Lights, Sing Song, heritage month events, Midnight Market, and home football games/Boulevards.

 

Tier 2

Events in this category are large or medium (500 or more students in attendance) in scale but focus on a specific population of SMU students. Competing events for the same specific population may be planned in conflict with a Tier 2 event if a viable alternative is not available. Departments and student organizations should avoid scheduling conflicting events in order to encourage robust attendance at all events. Tier 2 events should be registered on Connect at least six weeks in advance.

Examples: Career Fair, sorority and fraternity recruitment, All-Greek Info Session, First 5.

 

Tier 3

Events in this category are small or medium in scale but important to our University community. Some large-scale events that attract mostly community members may be included as well. Tier 3 events should be registered on Connect at least two weeks in advance. These events should be available to all members of the SMU community.

Examples: Tate Lecture Series, Wednesday Worship, Diwali.

 

Tier 4

Events in this category are numerous, small-scale and often tailored to a special interest. Tier 4 events should be registered on Connect in order to take advantage of mobile check-in. This tier of events do not have to be made available to the entire SMU community.

Examples: organization meetings, small FiR events, workshops

 

A calendar of Tier 1-2 events will be available on Connect and linked from the Event Request Form.

 

For additional questions about the Priority Event process, contact Student Involvement.

 

 

Registering on Connect; Utilizing Mobile-Check-In

  1. All events planned by student organizations and departments of the Division of Student Affairs must be registered on Connect; outdoor events must also be approved via the Outdoor Events Request Form.
  2. “Event” refers to any program held on or off campus that is open to SMU students, faculty, and/or staff and/or the general public. Examples include but are not limited to: speakers, performers, concerts, festivals, philanthropies, workshops, conferences, and movie nights. Registering on Connect allows you to request a tiered status and have one assigned.
  3. Events must be registered on Connect before the organization/department publishes any advertising for the event, or at least a week in advance of the event; whichever comes first.
  4. Regularly scheduled organization meetings for the purpose of discussing business are not considered “events” under these guidelines.
  5. Event attendance should be taken utilizing Connect mobile check-in to ensure compliance with Student Senate funding guidelines and to capture accurate records. Attendance reports, including ID numbers, can be requested from a Student Involvement staff member and can include a variety of demographic information. Connect Mobile Check-In is the only form of attendance records accepted by Student Senate and university special committees for funding purposes.

 

Contracts

  1. SMU reserves the right to cancel any event which does not follow the contract guidelines listed below.
  2. Student organizations and departments must process a contract via the Contract Information Form on Connect for any of the following vendors:
    1. Performers (speakers, musicians, dancers, comedians, DJs, etc.)
    2. Catering (a restaurant or catering company serves food on campus, food trucks)
    3. Services (rental equipment such as tables, chairs, stage, lighting, sound, tents)
    4. Transportation (rental cars, buses) {Contracts are not required to book individual airline tickets}
    5. Risky Activities (inflatable games, bounce houses, dunk tanks)
  3. Contracts are required regardless of the amount paid or funding source (Student Senate appropriated, University funds, private funds, checking account, or other). Vendors providing services at no cost are also required to have a contract.
  4. For co-sponsored events with a non-SMU group or entity: contracts are required for all vendors associated with the event or program, even if the vendor also has a contract or agreement with the non-SMU group and/or is paid for by the non-SMU group.
  5. Students, advisors, and staff members may not sign contracts. This includes invoices with a signature line and other written agreements.
  6. A contract may be required by SMU even if the company or vendor does not require one. If the vendor does not provide a contract, SMU will develop one after you submit the Contract Information Form.
  7. The Contract Information Form must be submitted at least 14 days in advance, though 30 days in advance is ideal. Additional time may be required for more detailed contracts or when significant funding is involved.
  8. Student Senate passed legislation for student organization events featuring a speaker: “Student Organizations are not permitted to promote the event, activity, or speaker prior to the contract being signed by the adequate University designee.” S-104-15: A Resolution on Speaking Event Promotion Timeline

     

    Additional Guidelines

  9. Student organizations must abide by all Student Senate resolutions regarding events (if funded by Student Senate) including but not limited to the following:

                  S-104-16: A Resolution on Advertising Standards

                  S-104-15: A Resolution on Speaking Event Promotion Timeline

 

  1. Student organizations and Student Affairs departments must adhere to all SMU brand guidelines.

 

Accountability for Student Organizations

Official student organization recognition including chartered status at SMU is a privilege. Student organizations that do not adhere to these guidelines may face consequences including but not limited to:

  1. Referral to the Department of Student Support, Advocacy, and Accountability for a conduct hearing;
  2. Forfeiture of University and/or Student Senate funding;
  3. Revocation of chartered status by Student Senate.
  4. Funds may be denied for direct payment or reimbursements related to your event.

SMU student organizations are expected to comply with all SMU policies including 1.5: Use of University Name which addresses student organization names:

Undergraduate and graduate student organizations may not hold programs, events, or official meetings during periods designated as reading days or final exams on their school's respective academic calendar in order to support student academic success.