STUDENT ORGANIZATION GUIDELINES
The University recognizes the roles in which organized activities serve in enhancing the educational, professional, and social experiences of the Xavier community. Intellectual and personal growth takes place in student organizations which have effective leaders and cooperative members. Organizations and groups may be established for any legal purposes, provided these groups do not disparate with regard to race, creed, color, religion, or disabling condition. Students are encouraged to participate in the programs provided by these organizations. The Office of Student Activities maintains records of all student organizations.
Operating License
Only officially registered and University-approved organizations shall operate on campus. Existing organizations must maintain Inter-Organization Council (I.O.C.) standards in order to retain University recognition and shall meet all prerequisites before obtaining complete accreditation and charters are issued. Membership in recognized student organizations must be open to ALL registered students at the University. Student Organizations that are granted exemption to have members of only one gender under Title IX of the Educational Amendment of 1972 are granted the same exemption by the University.
In order for an organization to be approved, it must be sanctioned by the Inter-Organizational Council. All registering student organizations will agree, at the time of registration with the University, to the policies and procedures promulgated herein relating to activities on campus.
While members of the faculty and staff serve as advisors to assist student organizations in their programs, the Director of Campus Activities supervises all campus clubs and organizations.
Detailed guidelines governing all university organization are further outlined in this section and in the Student Activity Guide Book.
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Rights of Campus Organizations
Upon receipt of its charter, an organization will attain all rights and privileges and immunities conferred by such a charter.
- The use of the University's name in association with the name of the organization.
- Use of University facilities in accordance with policies governing them.
- Solicitation of members on campus.
- Listing of the organization in the official publications of the University.
- Right to request use of campus mail boxes, if available
- Use of University calendar, to register and publicize events.
- Right to request student activity funding from the appropriate source.
INTER-ORGANIZATIONAL COUNCIL (I.O.C.)
Purposes
The purpose of the Inter-Organizational Council is to work under the supervision of the Student Government Association in cooperation with the Office of Student Activities in furthering the goals and objectives of the University by insuring that all University Organizations are properly structured, maintained , and functioning in such a way as to provide effective student leadership and self government; to provide a communication link among the various organizations; and to provide a broader scope of student activities.
Implementation
The I.O.C. shall carry out its aims by consistently and objectively reviewing all University-recognized organizations relative to their constitutional purpose and governing procedures, in keeping with University standards and requirements for recognition.
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Memberships
The President of each chartered student organization is a member of the I.O.C. Each representative of a University-recognized organization shall be empowered to cast one vote within the council. The I.O.C. shall be chaired by the President of the Student Government Association.
Advisor
The Director of Student Activities shall serve as advisor to the I.O.C. and is available to assist students in planning events that help build community on campus.
PETITIONING FOR RECOGNITION ON CAMPUS
General Requirements for Recognition
Registration of student organizations shall be with the Vice President of Student Services, or designee. Upon initial contact the feasibility and mechanics for starting and organization shall be discussed with the Director of Campus Activities. Any organization which limits their membership on the basis of race, religion, color, disabling condition or national origin will not be granted recognition. An organization must have a minimum of ten (10) students of Xavier University interested in the goals of the organization.
All newly recognized organizations shall be granted temporary charters for one academic year. Until chartered, all such groups will be designated as Interest groups and may utilize University facilities for meetings, but they can not be authorized to hold fund raisers or dances, sponsor speakers or any other type of program, nor utilize the University's name.
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Procedures and Requirements for Local Chartering
Any organization who has met the above requirements must make a formal application following procedures to obtain a charter.
• Submit three copies each of Petition to Organize, Proposed Constitution, Member Roster and Letters of Support (if applicable).
• The proposed constitution shall define its types of membership and designate that each member be enrolled in the University for twelve (12) hours or more and have an overall GPA of 2.000 or better.
• An academic organization must submit evidence, certified by the Department Chairman and Dean of College, of approval of the constitution.
• A Religious organization must submit evidence certified by the Office of Campus Ministry of approval of the constitution.
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Procedures and Requirements for National Affiliation
A chartered local organization or a group of students interested in having national affiliation shall meet the same requirements as for local chartering. The organization must also meet the following additional requirements.
• Submit three brochures or other publications of the national organization.
• Submit at least one copy of the national constitution and by-laws.
• Group must secure and submit a letter of approval from the regional or national office before it can be recognized on campus.
Requirements for Greek Organizations
To merit continued existence, an organization must:
• substantially fulfill the purpose for which it was chartered;
• be an active member of the Pan Hellenic Council;
• maintain at least ten (10) active members;
• maintain a cumulative average of 2.75 each semester;
• complete the annual charter renewal form and any other information requested by the Vice President of Students, Campus Activities Director and the Student Government Association.
Failure to maintain a 2.75 cumulative semester average for one semester will result in restricted probation. Failure to maintain the academic requirements for two consecutive semesters will result in the suspension of the organization and possible revocation of its University charter.
MEMBERSHIP INTAKE
The University requires a resident and cumulative GPA of 2.75 or better.
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Final Recognition
ACCEPTANCE
After all requirements have been met and procedures properly followed, the Office of Student Services and the Inter-Organizational Council of the Student Government Association will review the organization's petition for recognition and their constitution. If approved the above bodies, the organization is recognized as an Inerest Group for one probationary year. Upon approval the Office of Student Services must be notified and supplied with a copy of the constitution, the name of the proposed faculty advisor(s), and the names and addresses of elected offices.
DENIAL OF RECOGNITION
If disapproved by the Student Government Association, the Vice-President must inform the organization in writing of the reasons of the objection. The organization may resubmit its documents at the next meeting with a representative present. If it is denied a second time and the organization can show prejudicial treatment, it may appeal to the Director of Student Activities. 38
EVALUATION/REVIEW/APPEAL
At the end of approximately one year the organization will be evaluated by the Inter-Organizational Council. A written evaluation will be submitted to the Office of Campus Activities and the Student Government Association. The evaluation will either recommend or deny final recognition listing its reasons or objection(s). If recommended and accepted by both the Director of Student Activities and the Student Government Association, the organization may continue to function with all the rights and privileges so granted. If denied final recognition, a public hearing may be called with presentations made by the Student Government Association and the organization's President and Advisor. At the conclusion of the hearing, the committee appointed by the Director of Campus Activities or the President of the Student Government Association will discuss, debate, and vote on the organization. The action of the committee is expressed as a recommendation to the Student Government Association and the Director of Student Activities.
Registration of Members
Each fall semester an organization must submit to the Office of Campus Activities an Organization Roster. This roster should include Active, Inactive, Association, and Honorary members. The form can be obtained in the Office of Student Activities and submitted no later than the first two weeks of the Fall Semester.
An organization with national affiliation must submit proof of membership from the national office in order to be considered a campus affiliate member.
An organization failing to submit its roster on time, will have its charter revoked for a minimum of one semester. Once the membership roster has been submitted, any change in this membership should be reported immediately.
An organization having less than ten (10) active members will have the charter suspended for a period no less than one semester or until the total active members are at least ten.
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Registration and Requirements for Officers
Each organization must register its officers with the Office of Student Services within 72 hours of their election or by May 1st. Any student seeking or holding office in any chartered organization on Xavier's campus must meet the following requirements:
• Full time enrollment status.
• Resident GPA of 2.75 or better.
• No University sanctions - academic or disciplinary.
The officers are responsible for assuring that the organization adheres to all governing regulations.
Eligibility requirements for the Student Government Association, Classes, and other organizations, only where the GPA is higher and/or other requirements are necessary, will supersede or be added to the minimum listed above.
Suspension and Revocation of Organization Charter
An organization which fails to meet the necessary requirements as outlined in this manual or violates any university guidelines or regulations, will have its charter revoked for a period of no less than one semester.
Organizations should refer to specific University guidelines governing Greek Letter organizations, Inter-Organizational Council and Professional Societies/Fraternities.
Copies of each set of guidelines are available to relevant organizations in the Office of Campus Activities.
USE OF UNIVERSITY FACILITIES
Activity Clearance
XULA SCHEDULA is the online Event Information and Scheduler (formerly Calendar Control) for the university. It operates under the Office of the Vice President for Student Services, coordinated by the Dean of Students. The University Scheduling process assists all XU faculty, staff and students needing to reserve university facilities. Event Scheduling is operated daily by the University Scheduler (UC 305B) who serves as central processing and manages the general distribution of information related to the use of university facilities.
University facilities are assigned a Location Manager whose office should be contacted directly for questions about room set-ups per capacity and specific building resources or requirements. For additional questions or comments, please email events@xula.edu or visit the University Center 305B.
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Reservation Requests
All requests for use of university facilities other than courses scheduled through the Registrar's office are considered events. Events can be requested and viewed online from the university website. Event requests should be submitted at least two weeks prior to the desired date. You must be an officially recognized student organization or group to have use of university facilities.
To Request an Event:
• Meet with Campus Activities to discuss programs/annual budgets for the semester/year.
• Advisor submits event request online.
• Submit event set-up form to Location Manager
• The room requested will be assigned if available. The University reserves the right, however, to assign another room or facility to meet overall space requests.
• Decisions are made based on information supplied in your request. Please be accurate and complete in your event request and set-up. Material alterations in either may result in cancellation, room change or fees assessed.
• Confirmation is sent electronically to Organization Advisor usually within five business days.
• Meeting rooms are available 30 minutes prior to scheduled meeting time. Misuse of facilities may result in refusal of permission for future requests.
NO ACTIVITY SHALL BE PUBLICIZED PRIOR TO FINAL CLEARANCE BEING GRANTED!
Contracts
All contracts for campus entertainment, vendors, etc. must be reviewed and approved in the Office of Student Services. No student may agree to verbal or written contracts on behalf of any student organization or the University.
Alcoholic Beverages
The serving of alcoholic beverages at any function is strictly prohibited. ALL EXCEPTIONS MUST BE APPROVED BY THE VPSS.
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Security
All organizations must provide security at activities that are open to the public. Arrangements must be made with the Student Services Office.
STUDENT CLUBS and ORGANIZATIONS
A number of chartered student organizations are available to students, offering something for everyone. The organizations give students ample opportunity to become involved in planning activities, making new friends, developing leadership qualities, and receiving recognition for a job well done. Included are governmental, academic, professional, service, religious, social, and special interest groups. The following is a list of the many diverse clubs and organizations that are registered with the University. A detailed description of these organizations is listed in the Student Organization Guide Book.
Note: Because the University requires clubs and organizations to register each fall semester, this listing may not be current.
ACADEMIC/DEPARTMENTAL CLUBS
Closely associated with respective academic departments, these clubs focus on study and research; exposure to career options; and foster fellowship among majors and other interested students.
Academy of Students of Pharmacy |
Marketing Association |
ACS/Chemistry Club |
Psychology Club |
African American Studies Club |
Sociology Club |
Biology Club |
Student Art Organization |
English Majors Club |
Theology Club |
History Club |
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HONOR SOCIETIES
These groups encourage and recognize outstanding academic achievement as their primary purpose.
Alpha Epsilon Delta (Pre-med) |
Phi Alpha Delta (Law) |
Alpha Kappa Mu (University) |
Psi Chi (Psychology) |
Beta Beta Beta (Biology) |
Rho Chi (Pharmacy) |
Kappa Phi Kappa (Education) |
Sigma Tau Delta (English) |
PROFESSIONAL GREEK ORGANIZATIONS
These organizations provide pre-professional association and contacts while focusing on scholarship, professional development, and ethical leadership.
Kappa Epsilon (Pharmacy)
Phi Gamma Nu (Business)
Kappa Psi (Pharmacy)
Phi Lambda Sigma (Pharmacy)
SOCIAL GREEK ORGANIZATIONS
Founded on the principle of Brotherhood and Sisterhood, these nationally-affiliated organizations stress scholarship, leadership, and service through well-balanced social programming.
Sororities |
Fraternities |
Alpha Kappa Alpha |
Alpha Phi Alpha |
Delta Sigma Theta |
Kappa Alpha Psi |
Sigma Gamma Rho |
Phi Beta Sigma |
Zeta Phi Beta |
Omega Psi Phi |
RESIDENCE HALL COUNCILS
Each residence hall council operates from a committee structure with goals varying depending on the challenges and projects taken on by the group.
Female |
Male
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Claver Hall |
St. Michael's Hall |
House of Studies |
Fountainbleau Apartments |
Katherine Drexel Hall |
Living Learning Center |
St. Joseph Hall |
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Fountainbleau Apartments |
|
Living Learning Center |
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SPECIAL INTEREST ORGANIZATIONS
These groups provide interaction and various activities based upon mutual interests which cooperate with and contribute to the general welfare and programs of the University.
Business Achievers |
National Association of Black Accountants |
California Club |
National Society of Black Engineers |
Caribbean Students Association |
National Student Speech, Language, Hearing Association |
Chicago Club |
New Voices |
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East Coast Club |
Nubian Expressions |
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Georgia Connection |
Panhellenic Council |
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Gold Star Dance Team |
Pre-Alumni Association |
Golden Girls Pom Pom Squad |
Pre-Dental Club |
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Louisiana Association of Educators Student Program |
Pre-Pharmacy Student Association |
Louisiana Association of Health Systems Pharmacists |
Pre-Vet Club |
|
M.A.X. |
Pure Genius Poetry Club |
Memphis Club |
Student Environmental Club |
Michigan Club |
Student National Pharmacy Association |
Minority Association for Pre-Health |
Texas Team |
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Mississippi Club |
Toast Masters |
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NAACP |
XU Vietnamese Association |
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OTHER STUDENT GROUPS
There are other student groups which do not operate on the basis of self-government, but are under the umbrella of University departments. A partial list of these groups appear below.
Intercollegiate Athletics |
Gold Rush Men's Basketball Team |
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Gold Nuggets Women's Basketball Team |
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Gold Rush Men's Tennis Team |
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Gold Nuggets Women's Tennis Team |
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Cross Country |
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Tennis |
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Volleyball |
Performing Groups |
Cheerleading Squad |
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Instrumental** Symphonic Band |
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Jazz Ensemble |
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Vocal** |
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University Chorus |
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Concert Choir |
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Opera Workshop |
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Campus Ministry Gospel choir |
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**Students are not required to be Music majors to participate
