The Division of Student Life and Office of the Dean of Students has authority to manage the policies within this document and to take action based on them, together with other university policies and all applicable law. Campus Life Organizations (CLOs) and all Registered Student Organizations (RSOs) must adhere to the policies outlined below. Unless otherwise denoted hereafter, the use of the term “student organization” shall also include sports clubs registered by Recreational Services and Greek-letter organizations.

I. Financial Management

  1. Student organizations should consider the following resources when considering funding for their respective organizations:
    1. Mandatory student fees 
      1. All student organizations are guaranteed equal access to apply for funds from mandatory student fees. This includes the student activity fee and the Recreational Services fee for sport clubs. Funding criteria and guidelines may be established for specific tiers and or categories. Any criteria must be applied consistently.  
      2. Funding processes and criteria must be content-neutral and must not violate university policy, the university Policy on Human Rights, or inhibit an organization’s exercise of the First Amendment rights of free expression and association.  
      3. Nothing in this section shall be construed to create or guarantee any expectation of the receipt of funding or other benefits from student governments and/or Recreational Services by any student organization or to prohibit the individual consideration of the program merits of funding or other proposals submitted by such student organizations.
    2. Dues or membership fees
      1. Student organizations are allowed to collect membership fees from verified members. 
    3. Fundraisers or sponsorships
      1. Commercial Sponsorship (received from businesses or corporations)
        1. In-kind sponsorship: Student organizations may request and receive contributions (e.g., coupons, gift cards, food, venue rental) from businesses to benefit the organization’s activities. Federal financial aid regulations require the University account for all aid, including gift cards provided to students, if the student is a recipient of need-based financial aid. If the recipient of the gift card receives financial aid from the UI Office of Student Financial Aid, this action may impact the amount of financial aid the student receives.
        2. Monetary sponsorship: Student organizations may request and receive monetary contributions from businesses to benefit the organization’s activities. 
      2. University Co-sponsorship (received from a UI college/department/unit or student organization)
        1. In-kind sponsorship: Student organizations may request and receive contributions (e.g., coupons, gift cards, food, venue rental) from UI colleges/departments/units or other student organizations to benefit the organization’s activities. Federal financial aid regulations require the University account for all aid, including gift cards provided to students, if the student is a recipient of need-based financial aid. If the recipient of the gift card receives financial aid from the UI Office of Student Financial Aid, this action may impact the amount of financial aid the student receives. 
        2. Monetary sponsorship: Student organizations may request and receive monetary contributions from UI colleges/departments/units or student organizations to benefit the organization’s activities.
      3. Sponsorship of external vendor for profit: University policy permits student organizations to sponsor for profit businesses, the University regulates the time, place, and frequency of these opportunities. 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 event as a precondition of the approval.
      4. Fundraising
        1. Event/Tournament/Program Admission: Student organizations are allowed to charge admission to events/tournaments/programs. Admission revenues collected are taxable and receipts must be submitted to the Student Organization Business Office or Recreational Services. 
        2. Event/Tournament/Program Registration: Event/Tournament/Program Registration: Student organizations are allowed to charge registration fees to events/tournaments/programs. Registration revenues collected are taxable and receipts must be submitted to the Student Organization Business Office or Recreational Services.
        3. Merchandise: Student organizations are allowed to sell items for profit outside of their membership. Merchandise sales are taxable, and receipts must be submitted to the Student Organization Business Office or Recreational Services.
    4. Development funds raised in partnership with the University of Iowa Center for Advancement (if applicable)
  2. Student organization funds must not be allocated for purposes prohibited by university policy. 
  3. Mandatory training is held annually that includes information regarding the management of student organization finances.
  4. Student organizations must allow two weeks for payment processing, including transfer and reimbursement of funds and must follow all university processes related to information requested for the transfer and reimbursement of funds.
  5. Campus Life Organization and Supported Student Organizations are required to transact all financial business through the Student Organization Business Office (SOBO) and utilize an institutional Master File Key (MFK). If approved, supported student organizations registered by an academic college or affiliated with a University department or unit may transact business through the sponsoring college/department/unit. All CLOs and SSOs must:
    1. Follow all university cash-handling policies.
    2. Follow all university processes for payment of services.
    3. Follow all university policy related to restricted purchases.
    4. Follow all university policy related to contracts and agreements. 
      1. CLO and SSO student leadership is not allowed to sign or enter into contracts or binding agreements on behalf of the student organization or the university.
      2. CLO and SSO contracts and agreements should be processed through the SOBO and University Shared Services.
    5. Establish and keep a log of equipment purchases. This may be maintained by the SOBO or the appropriate supporting college or department.
      1. Equipment purchases must be consistent with university policy and follow appropriate procurement procedures.
      2. A supporting university department or unit must assume ownership and take responsibility for maintenance, storage, insurance costs (if any), and appropriate use before funds can be allocated to a registered student organization and before the acquisition can be made. The University department or unit assuming responsibility must process a requisition for these items through UI Purchasing. These processes should be outlined in a memorandum of understanding between student life and the supporting college, department, or unit.
      3. Equipment purchased more than $5,000 should be placed on the university’s inventory and must have a full-time faculty or staff member designated as a custodian. A capital asset tag should be attached.
  6. Affiliated and General Student Organizations, including chapters affiliated with the Interfraternity Council and Panhellenic Council must transact business through an outside bank account and are not allowed to:
    1. Maintain a university Master File Key (MFK) 
    2. Apply for funds to purchase equipment with university allocated dollars.  
    3. Utilize the university’s non-profit status.
    4. Use university processes for procurement or contracts and agreements.

II. Events and Use of University Spaces and Facilities

  1. Student organizations must follow all university policy established by the Office of the Dean of Students as it relates to event registration. Event registration processes may vary dependent on student organization tier or category.
  2. An event is sponsored or supported by a student 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 a sponsor. However, presence of members of a student 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. 
  3. ASOs and GSOs are eligible to complete Single Event Partnership Agreements when the university is a co-sponsor of an event with an ASO or GSO.  
  4. Student organizations may use university spaces and facilities with permission and subject to university time, place, and manner restrictions and other university regulations.  
  5. Student organizations may incur charges for the use of university spaces or facilities.  
  6. General assignment classrooms may be reserved by student organizations when events cannot be accommodated in the Iowa Memorial Union. The following is not allowed in General Assignment Classrooms:  
    1. Cash transactions
    2. Food
    3. Ticketed events where an admission is charged.
  7. All University Events Committee policy, procedures, and guidelines should be followed by student organizations when planning events.
  8. CLOs and SSOs should work with Risk Management, Insurance, and Loss Prevention (RM) to identify and assess risk when planning campus events. Student organizations will be referred by the Office of the Dean of Students to RM. Waiver and release forms may be required or insurance may need to be purchased for unique events or identified organization-sponsored activities or events. This may include CLO or SSO events where the following is present:
    1. Physical activity
    2. Travel
    3. Inflatables
    4. Races
    5. Competitions
  9. Student organizations must follow all Policies for Visiting Political Candidates and Elected Officials.  

III. Travel

  1. CLOs and SSOs must submit an event form through the University of Iowa student organization platform to request travel for reasons consistent with the organizations or university’s mission and purpose, individual/organizational leadership, and development, or to participate in programs that contribute to the university’s strategic priority of student success.
    1. CLOS and SSOs may rent vehicles from University of Iowa Fleet Services.
      1. Approved uses include:
        1. Travel to a regional or national conference, or national or regional academic or athletic competition.
      2. CLOS and SSOs must follow all the appropriate processes when making a fleet vehicle reservation and complete all the necessary paperwork in the Student Organization Business Office as well as complete the necessary training as required by UI Fleet Services.
      3. CLOs and SSOs are responsible for any costs associated with vehicle rental.
    2. CLOs and SSOs may request to reserve and rent services from Cambus for student organization sponsored activities. All processes from UI Parking and Transportation must be followed and the organization is responsible for all associated costs.  
    3. CLOs and SSOs may hire professional charter services.
    4. CLOs and SSOs may use personal vehicles for travel in the event vehicles are not available from UI Fleet Services for approved purposes. The organization may allow use of privately owned or rental vehicles for the above purposes with prior written authorization (the University may require proof of insurance). Rental fees, mileage, or other expenses incurred by individuals or organizations in violation of this policy are not an allowable University travel expense and will not be reimbursed per University policy. 
    5. CLOs and SSOs may hire external travel agency services.
    6. CLOs and SSOs are required to follow all university policy related to lodging as well as additional parameters enforced by the SOBO.  
  2. ASOs and GSOs are not permitted to travel and represent the university or use UI Fleet Services without an approved Single Event Partnership Agreement.  
  3. Student organizations are not allowed to travel internationally with the exception of Canada.  
  4. Student organizations are not allowed to travel outside of the continental United States. Travel to Alaska or Hawaii require additional approval processes.  
  5. No student organization member(s) may receive discount benefits for providing event coordination or sale of travel packages, which are not made available to all travel participants. 

IV. Alcohol

  1. Student organizations are required to follow all university policies related to alcoholic beverage service.  
  2. Alcoholic beverage service requirements for student organizations: 
    1. On-Campus: As a general policy, alcoholic beverage service will not be available to student organizations sponsoring events in the Iowa Memorial Union/Recreational Services facilities/academic colleges. 
      1. Parameters: All beverage service (alcoholic and non-alcoholic) will be supplied by UI Catering subject to availability of facilities, staff, and supplies. Under Iowa State law, the IMU, or any University department or organization, may not accept free alcoholic beverages from an outside source or funds from a distributor. The dispensing and control of alcoholic beverages within the IMU/Recreational Services facilities/academic colleges is the responsibility of University Catering with final approval from the vice president. All money collected by the UI Catering from alcohol sales will be deposited in a designated university account. Under no circumstances is a sponsoring organization to receive money collected as a result of alcohol sales. 
    2. Organization Classification 
      1. Undergraduate student organizations with a majority of membership under twenty-one: Are not allowed to sponsor events with alcoholic beverage service on campus.
      2. Undergraduate Student Organizations with a majority of membership twenty-one and over: May be able eligible to request alcoholic beverage service as an amenity to a program held on campus. 
      3. Graduate & Professional: Student organizations whose membership is composed of graduate or professional students over the age of 21 may request alcoholic beverage service as an amenity to a program held on campus. 
    3. Service Requests & Approval Processes: 
      1. The student organization must submit a proposal outlining the rationale as to why the organization is requesting alcoholic beverage service. This proposal must accompany the event forms submitted through the University of Iowa student organization platform and Alcoholic Beverage Service Request Form. 
      2. A request form for alcoholic beverage service must accompany the event forms submitted through the University of Iowa student organization platform and be submitted to the IMU Event Services Office no later than four weeks prior to the scheduled date of the event. If approved, all State, University, and IMU/University Catering 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 campus is contained in the IMU Alcohol Beverage Service policy. 
    4. University administration retains the right to require additional precautionary and risk management strategies to events where alcohol is present. 
    5. Off-Campus: Student organizations conducting events off-campus are expected to adhere to all applicable laws, ordinances, regulations, and university policies. In addition, student organizations are expected to undertake reasonable preventive measures to ensure that local, state, and federal laws are observed at events they sponsor, host, or co-host. 
      1. Requirements for request submission. All requirements outlined below must be submitted at least four weeks prior to the event date: 
        1. The student organization must submit a proposal outlining the rationale as to why the organization is requesting alcoholic beverage service. This proposal must accompany the event forms submitted through the University of Iowa student organization platform. 
        2. If the student organization is selecting a theme for the event, it must be an appropriate theme. The event theme should correspond with the values of the organization. 
        3. Submit required paperwork for all third-party venues: 
        4. Venue Facilities Agreement (your contract or agreement with the venue you are using for your event) 
        5. Venue Certificate of Liability Insurance (proof of at least a million-dollar insurance policy that verifies that the third-party vendor is insured for any instances that may occur). 
        6. Transportation Agreement and Insurance (if providing members and guests with bus services). 
        7. Venue, room, or establishment must be rented out exclusively to the sponsoring student organization (otherwise this is considered an OPEN EVENT, which is not allowed.) 
        8. Liquor License 

V. Hazing

  1. 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 registered student organization at the University of Iowa. 
  2. 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 Leadership & Engagement/Recreational Services/academic colleges.
  3. This policy applies to all registered student organizations and their student leaders/members. 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, Panhellenic Council, Multicultural Greek Council, and National Pan-Hellenic Council. Copies are available at the respective department offices.