Section 3361:40-03-01 - Student organizations: policies(A) Registered student organizations:(1) Students are permitted to organize, join, and hold office in associations for their common interests. To benefit from the privileges granted to student organizations as enumerated in this rule, a student organization must be a registered student organization. A registered student organization is a group of university students who unite to promote or celebrate a common interest and have registered as a student organization with the center for student involvement.(2) The vice president for student affairs, or designee, may establish in consultation with the office of general counsel written procedures governing the registration process for organizations seeking registered student organization status, and written procedures governing the operation of registered student organizations. Written procedures must be consistent with this rule.(B) Criteria for registration: The criteria to receive registered student organization status is as follows:
(1) The organization applying for registration must fill a need for students not currently being met by an existing registered student organization on campus.(2) The constitution, bylaws, and governing documents of the organization applying for registration must be consistent with university rules, regulations, guidelines, processes, and policies (collectively, "university authority") and relevant federal, state, and local laws, regulations, court opinions, and any other applicable legal authority (collectively, "legal authority").(3) The constitution, bylaws and governing documents of the organization applying for registration must be consistent with this rule and any written procedures established pursuant to section (A)(2) of this rule.(4) A registration application with a signed agreement to comply with university authority and legal authority must be submitted with the constitution, bylaws, and governing documents and submitted annually thereafter.(5) All charter members of the organization applying for registration must be matriculating university of Cincinnati students.(6) The organization applying for registration must have a minimum number of ten student members to qualify for registered status. Notwithstanding the foregoing, a social fraternity or sorority may have a minimum number of five students to qualify for initial registered status but must meet the ten-member minimum within two years of initial registration.(7) The organization applying for registration must have a university advisor who is a member of the university faculty or staff.(8) The organization applying for registration must at least have the following two officers: president and treasurer. Written procedures established pursuant to paragraph (A)(2) of this rule may set forth additional officer requirements.(9) The operation and the responsibility of an organization applying for registration must reside with the students, as enumerated in this rule and any written procedures established pursuant to paragraph (A)(2) of this rule.(C) With proper approval and pursuant to university authority, privileges of registered student organizations may include: (1) Use of university facilities in accordance and consistent with the use of facilities handbook.(2) Eligibility for university funding.(3) Access to the university engagement website.(D) Responsibilities of registered student organizations: Registered student organizations, their officers, and members shall:
(1) Comply with the constitution, bylaws, and governing documents of the registered student organization and legal authority and university authority. This obligation extends to the guests of the registered student organizations.(2) Engage in sound financial management.(3) Expend the registered student organization's monies only to further the purpose(s) of the registered student organization and not for the private benefit of officers or members.(4) Regularly inform the registered student organization's advisor(s) on the program, personnel, and activities of the registered student organization.(5) Comply with university authority, including but not limited to those regarding:(a) The request and use of university facilities.(b) The conducting of sales, solicitations, or leafleting.(c) The sponsorship of programs.(d) The solicitation of funds.(e) The consumption or possession of alcoholic beverages on campus.(f) The posting of materials.(g) The registration of speakers.(h) The use of amplified sound.(i) The submission of an application for registered organization status, a financial statement (audit) when requested, and compliance forms.(j) The use of facilities handbook.(k) The student code of conduct.(l) The anti-hazing policy.(E) Membership: (1) Full membership in registered student organizations is limited to full-time or part-time matriculating students at the university of Cincinnati.(2) Full membership entitles members to full voting privileges.(3) Honorary membership shall be open to any non-student elected to such membership by a majority of voting members. Honorary members cannot outnumber voting members.(4) When a registered student organization, whether national or local, has selective membership (e.g. honor and recognition societies, professional, service, and social organizations), the selection of members, regardless of any national practices to the contrary, cannot be discriminatory on the basis of age, ancestry, color, disability, gender identity and/or expression, genetic information, military status (including veteran status), national origin, race, religion, sex, sexual orientation, parental status (including status as a foster parent), pregnancy, or any other status protected by law, except for religious qualifications which may be required by organizations whose aims are primarily sectarian. In accordance with current federal law, Title IX does not apply to the membership practices of a social fraternity or social sorority if the active membership consists primarily of students in attendance at the university and the fraternity or sorority is exempt from taxation under the Internal Revenue Code. All other programs and activities of social fraternities and sororities are governed by Title IX.(5) Membership criteria as set forth in the constitutions of registered student organizations must meet those as set forth in article six, charter of student rights and responsibilities, rule 3361:40-05-01 of the Administrative Code.(F) Officer eligibility:(1) To be eligible to hold a position as an officer in a registered student organization, the individual must be a matriculating student, must achieve and maintain a 2.3 cumulative grade point average, and must be in good standing with their college. Academic standing is confirmed by a university official.(2) Officers may not have a grade point average below 2.3 for more than one semester. Academic standing is confirmed by a university official.(3) Officers who do not meet eligibility requirements must relinquish their position immediately upon notification from the university that they do not meet the eligibility requirements. Ineligible officers will be replaced according to the registered student organization's constitution.(G) Finances:(1) All registered student organizations must anticipate, provide for, and meet promptly their financial obligations.(2) Budgets and expenditures of registered student organizations that receive university funds must have the approval of the appropriate funding board.(3) To receive funding, registered student organizations must be in compliance with this rule and any written procedures established pursuant to paragraph (A)(2) of this rule.(4) Any registered student organization wishing to conduct sales, solicit funds, or charge admission to an event must have the approval of the university advisor and do so in accordance with university authority and legal authority.(5) Registered student organizations are subject to financial review or audit at any time. The university's right to audit the financial operation of a non-funded registered student organization is based upon the registration granted to them and the privileges that come therewith.(6) Registered student organizations and non-registered student organizations may not enter into contracts on behalf of the university of Cincinnati. All contracts signed by unregistered or registered student organizations are the sole responsibility of the organization and are in no way associated with the university of Cincinnati.(H) Use of university name, brand, and logos:(1) University name. (a) "University name" means a word, short phrase, or letters identifying the university, including terms containing the words "bearcats," "UC," "university of Cincinnati" and/or "Cincinnati bearcats."(b) Prior to being granted permission to use the university's name, the registered student organization must affirm the following:(i) The registered student organization will not use the university's name to indicate the university's approval or disapproval, endorsement, or sponsorship of any political issue, social issue, or any other publications, activities, statements, purposes, actions, or positions supported by the registered student organization.(ii) The registered student organization will use the university's name in compliance with university authority, including branding guidelines and rule 3361:10-17-01 of the Administrative Code.(iii) The registered student organization will include a disclaimer on any social media, website or printed or digital material if the website or material uses the university's name. The disclaimer shall state the following:a. The registered student organization is registered with the university of Cincinnati.b. Registration shall not be construed as the university of Cincinnati's approval, disapproval, endorsement, or sponsorship of the student organization's publications, activities, statements, purposes, actions, or positions. (c) Registered student organizations who would like to use the university name on products, must comply with paragraph (H)(2) of this rule.(d) Sanctions for improper use of a university name are set forth in the student code of conduct, rule 3361:40-05-05 of the Administrative Code.(2) University brand on products.(a) "University brand" is defined as the university's name, trademarks, service marks, trade names, logos, seals, symbols, mascots, images, and slogans associated with or referring to the university of Cincinnati.(b) Registered student organizations may request the use of the university's brand on products from the university of Cincinnati trademarks and licensing office. Products are defined as manufactured goods (e.g. apparel, drinkware, stationary, writing utensils, etc.) Products do not include materials, subject to paragraph (H)(3) of this rule.(c) Prior to being granted permission to use the university's brand, the registered student organizations must affirm the following: (i) The registered student organization will not use the university's brand to indicate the university's approval or disapproval, endorsement, or sponsorship of any political issue, social issue, or any other publications, activities, statements, purposes, actions, or positions supported by the registered student organization.(ii) The registered student organization will use the university brand in compliance with university authority, including the branding guidelines, the university of Cincinnati trademarks and licensing office's policies, and rule 3361:10-17-01 of the Administrative Code.(d) Sanctions for improper use of a university brand are set forth in the student code of conduct, rule 3361:40-05-05 of the Administrative Code.(3) University logos for activities, materials, publications, websites, or other social media. (a) "University logos" are symbols or other design such as a stylized text that is used by the university to identify the school, its athletic, academic, or social clubs, and/or its services, products, uniforms, or vehicles.(b) Registered student organizations may request the use of university logos for any of the registered student organization's activities, materials, publications, websites, or other social media by submitting the logo request form to the center for student involvement. This section does not include products subject to paragraph (H)(2) of this rule.(c) Prior to being granted permission to use university logos, the registered student organization must affirm the following:(i) The registered student organization will not use university logos to indicate the university's approval or disapproval, endorsement, or sponsorship of any political issue, social issue, or any other publications, activities, statements, purposes, actions, or positions supported by the registered student organization.(ii) The registered student organization will use the university logos in compliance with university authority, including branding guidelines and rule 3361:10-17-01 of the Administrative Code.(iii) If granted permission to use university logos, the registered student organization will include a disclaimer on any social media, website or printed or digital material if the website or material uses any university logos and is not otherwise sponsored by the university. The disclaimer shall state the following:a. The registered student organization is registered with the university of Cincinnati.b. Registration shall not be construed as the university of Cincinnati's approval, disapproval, endorsement, or sponsorship of the student organization's publications, activities, statements, purposes, actions, or positions.(d) Copies of approved and disapproved logo request forms will be posted monthly on the university of Cincinnati's center for student involvement website. Approved and disapproved logo request forms will be maintained for five years.(e) Denials and improper use of university logos. (i) University logo request denial.a. Registered student organizations whose logo request form is denied will receive notice of the denial and the reason why the request was denied.b. A registered student organization whose logo request form is denied may submit a request for review pursuant to any written procedures established pursuant to paragraph (A)(2) of this rule.(ii) Improper use of a university logo. a. Registered student organizations who improperly use a university logo, including use without approval, use without a proper disclaimer, use not in compliance with university authority, and use to indicate the university's approval, endorsement, or sponsorship of any of the registered student organization's publications, activities, purposes, actions, or positions that are not sanctioned by the university, will be processed pursuant to the student code of conduct, rule 3361:40-05-05 of the Administrative Code.b. Sanctions for improper use of a university logo are set forth in the student code of conduct, rule 3361:40-05-05 of the Administrative Code.(iii) Reports. a. At the conclusion of the processes set forth in paragraph (H)(3)(e)(i) or (H)(3)(e)(ii) of this rule, the employee who decided the outcome of the matter will complete a report. The report will set forth the following information: 1. Description of the issue reviewed;3. Employee's printed and signed name; and 4. Date the report was signed.b. Reports will be posted monthly by the center for student involvement on the university of Cincinnati's center for student involvement website. Reports will be maintained for five years.(I) Withdrawal of registration, sanctions, and interim measures: (1) Registration and/or privileges conferred through registration may be withdrawn for cause, pursuant to rule 3361:40-05-05 of the Administrative Code, for any of the following: (a) A violation of university authority;(b) A violation of legal authority;(c) When a registered student organization fails to carry out its programs consistent with the stated aims and purpose of the registered student organization's constitution;(d) When a registered student organization does not hold meetings, activities, or outings for a period of two academic years; or(e) When a registered student organization becomes delinquent as to its obligations as a registered student organization.(2) Registration may be voluntarily withdrawn or discontinued as follows:(a) At the written request of the registered student organization; or(b) When by constitutional provision the registered student organization is dissolved.(3) Sanctions and interim measures. The university may impose sanctions and/or interim measures against a registered student organization pursuant to the student code of conduct, rule 3361:40-05-05 of the Administrative Code.
(J) A copy of this rule will be provided to registered student organizations during an annual training. Replaces: 3361: 40-03-01
Ohio Admin. Code 3361:40-03-01
Effective: 9/13/2023
Promulgated Under: 111.15
Statutory Authority: 3361.
Rule Amplifies: 3361.
Prior Effective Dates: 03/16/1978, 02/25/1985, 07/25/1988, 11/15/1988, 02/17/1998