RSO Rights and Responsibilities
What Are Our Rights, Responsibilities and Obligations?
Freedom to Organize
The Freedom to Organize granted to a registered organization implies a responsibility for developing the direction, scope, and character of the organization in promoting the educational mission of the University. This Freedom to Organize is limited only by the stated purpose of the organization and the rules and regulations imposed on the organization by the University and society. Students are reminded that they are subject to Municipal, State and Federal laws. The University expects that all student organizations will prevent the occurrence of unlawful actions in connection with their activities.
Established regulations are primarily intended to protect all parts of the University program from interference from each other and from duplication of effort. Because students share in the establishment of policies and regulations, it is expected that student organizations dissatisfied with these policies will address themselves to the appropriate area. For tudent organizations that is THe Office of Student Enagement and the Division of Student Afairs. Acceptance of established procedures of government is a part of the responsibility undertaken by a student group in becoming student organization at the University.
- Use of the University name in association with the student organization in the manner designated by the institution.
- Use of University facilities at no charge or at reduced charge.
- Ability to solicit membership on campus.
- Opportunity to sponsor events, programs, fundraising, and guest speakers in accordance with the University policies.
- Eligibility for the right to request student activity funding from appropriate sources.
- Access to campus services, leadership programs, expertise of a faculty/staff advisor, representation by student government, and advice and counsel from appropriate administrative offices.
- Use of campus bulletin boards and other designated posting areas as well as additional communication resources on campus.
- The student organization shall be reviewed for compliance of their activities with their constitution and shall have a constitution that states the purpose and goals of the organization and how they are consistent and compatible with the mission and goals of the institution r. Any changes in an organization’s constitution related to the purpose of the organization will require review of the organization’s charter or registration.
- The student organization shall have a constitution and other chartering or registration materials that include a statement with respect to the student organization’s affiliation, if any, with off-campus organizations.
- The student organization shall agree to institutional policies and procedures appropriate to the organization’s activities and conduct both on and off campus.
- The student organization shall ensure that all leaders and officers meet the eligibility to serve in their roles. This information is also vetted by the Associate Dean for Student Engagement.
- The student organization shall agree that the exercise of freedom of expression will be peaceful and non-disruptive, with appropriate consideration of and respect for differing points of view.
- The student organization shall seek the advice and counsel of its advisor.
- The student organization shall ensure that activities and programming are consistent with the organization’s constitution and bylaws or similar documents as well as adhere to University policies and local, state, and federal laws including Title IX, Section 504 of the Rehabilitation Act, Americans with Disabilities Act, and NCAA bylaws.
The university expects all student organizations to:
- Abide by all university policies, regulations and procedures as defined by ASU and elsewhere, all state laws, and any applicable governing regulations associated with a national affiliation;
- Limit its participation to students, faculty, staff, alumni and alumnae of the university;
- Limit its voting members and officers to currently enrolled ASU students;
- Refrain from discriminating in membership decisions, elections, and all other matters on the basis of race, creed or religion, sex*, age, ethnicity, disability, sexual orientation, gender identity, medical condition and national origin. A statement to this effect should appear in the constitution of all recognized organizations.
*Except those exempted from Title IX compliance.
Financial Responsibility of Organizations and Officers
Every student organization is governed by the standards and regulations defined by the Student Code of Conduct. Officers of organizations are responsible for making sure their groups are financially sound.
The University is not responsible for debts or other liabilities of student groups.
All new and continuing members of groups, as well as businesses where products and services are ordered, should be informed of this. Officers of groups may be held liable for financial obligations incurred by the group.
Officers, Members, and Advisors
Officers. Only currently registered students in good standing in ASU can hold office or act officially on behalf of an organization in any way. Officers should be aware that they are financially and legally responsible for the organization during their terms of service and can be held responsible by ASU for infractions committed by their organizations. Maintaining updated information regarding the organization and its leadership is expected by Student Leadership & Development and the Office of Student Engagement. Updated information should be submitted to RSO@asurams.edu
A student on disciplinary probation may not hold leadership or officer positions in any registered ASU student organization. Officer rosters are verified each semester by the Associate Dean for Student Engagement. Advisors will be notified in writing of roster status.
Members. A complete roster of members is required of all organizations and must be kept up to date by the organizations. Updated information should be submitted to RSO@asurams.edu
Although the functioning of registered student organizations must be confined to and controlled by their active membership, organizations may invite others to attend or participate in events of general interest.
Withdrawn students, alumni, and students on a leave of absence are not considered registered students and may not participate in the activities of any organization.
For organizations in which special talents or skills are required, including but not limited to application and audition-based organizations, the standards used to select members must be related to the needs of the organization, and public announcements about auditions or competitions should be made to ensure that interested students are informed about the opportunities to be considered for membership in the organization. The information must be outlined clearly in the organization's constitution and must include a timeline of the process. The criteria must be skills based and must operate in accordance with policies on equal opportunity.
Advisors. To assist in providing continuity from year to year, primary advisors must be full-time staff or faculty of Albany State University. Organizations must keep their information about their advisers up to date and on file in the Office of Student Engagement. Updated information should be submitted to RSO@asurams.edu
Student Org. Advisors - Requirements and Expectations
Student Organizations are designed to enhance the out-of-class experience for students. An advisor is very important to the success of a student organization. Advisors serve to guide student organization members through the process of effectively operating an organization. In addition, advisors act as confidantes in both individual and organizational-related matters. Advisors can render knowledge about the organization's history and tradition and can be a valuable source of information. Finally, whether assigned or volunteered, it is important to remember that an advisor devotes a significant portion of their time to making the students’ experience at ASU a rewarding one. To become an advisor, the faculty or staff member must attend student leader and advisor training and complete the necessary forms in the Office of Student Engagement.
Requirements and Expectations
These requirements and expectations were developed to guide the adviser through process and enhance the effectiveness, quality of rapport and satisfaction of students and adviser.
Advisors should attend all organizations functions including regularly scheduled meetings of their organizations.
Advisors should meet on a regular basis with the executive officers for the following purposes:
- To assist with the development of organizational programs.
- To discuss organizational goals and direction.
- To discuss the financial status, including the identification of problems and their potential solutions, and the identification of financial strengths and means of perpetuating them.
- To discuss internal organization difficulties – communication, delegation, etc. and their resolutions.
- To be available to meet with officers and or members when they request help.
- To strongly encourage their organization to adhere to the policy and rules of the University and the law.
- To provide constructive criticism when deemed necessary and appropriately acknowledge organizational successes.
- To engage in general discussion of organizational matters but not to dominate conversation or be the focus of attention.
- Attend official functions of the organization.
- Know the names of organization members.
- Be familiar with ASU policies and rules for student organizations to assist with problem solving more effectively.
- Be aware of services offered on campus for students.
- Be aware of the commitment of time and effort to be a successful adviser and not accept the appointment unless prepared to fulfill the expectations.
- Show enthusiasm and interest in the student organization.
- Be receptive to feedback from the group.
- Inform your direct supervisor of this function if not directly assigned to you by them.