INDIANA UNIVERSITY MAURER SCHOOL OF LAW
STUDENT ORGANIZATION HANDBOOK
The Leonard D. Fromm Office of Student Affairs of the IU Maurer School of Law oversees the creation, recognition and activities of law student organizations on the Bloomington campus. This handbook summarizes the policies and procedures associated with student group functions.
Table of Contents 2019‐2020 Student Organizations ......................... 3 Helpful Contacts ................................................... 4 Helpful Resources ................................................. 5 Spring 2020 ........................................................... 6 Important Dates ................................................... 6 Confirmed Organization Events ........................... 7 Student Organization Classifications ..................... 8 Good Standing with the Office of Student Affairs 10 Creating/Reactivating Student Organizations ...... 11 Establishing New Student Organization ............. 11 Reactivating an Existing Student Organization .. 12 Recruiting New Members ................................... 12 Student Organization Fairs................................. 12 Call‐Out Meetings .............................................. 12 Promotion and Communication .......................... 13 IU Maurer School of Law Website ..................... 13 Email Accounts ................................................... 13 Law School Events Calendar .............................. 13 Indiana Law Annotated ...................................... 13 Email Blasts ........................................................ 14 Social Media ....................................................... 14 Marks and Logos ................................................ 14 Physical Space ..................................................... 15 Room Reservations ............................................ 15 Storage Closet .................................................... 15 Bulletin Boards ................................................... 15 Offices ................................................................ 15 Events ................................................................. 16 Restrictions on Student Events .......................... 16 Responsibilities .................................................. 16 Audio‐Video Support and Table Set‐Up ............. 17 Speakers and Performers ................................... 17
Collaboration and Co‐Sponsorship ..................... 17 Networking and Career‐Related Events ............. 17 Food Distribution................................................ 17 Parking ................................................................ 17 Programs Involving Children .............................. 18 Contests, Drawings, Games and Prizes .............. 18 Budgets and Finances ......................................... 19 Funding Sources ................................................. 19 Organizational Dues ........................................... 19 Sales .................................................................... 19 Fundraising ......................................................... 19 Leonard D. Fromm Office of Student Affairs ...... 19 Indiana University Funding Board ...................... 20 Requesting Reimbursement ............................... 20 Supply Requests ................................................. 20 Elections ............................................................. 21 Encouraging Next Year’s Leaders ....................... 21 Running an Election ............................................ 21 Officer Transitions .............................................. 25 Transition Deadlines ........................................... 25 Suggested Transition Steps ................................ 25 Compliance Reports ............................................ 27 Graduation Activities .......................................... 28 Student Organization Banquet ........................... 28 Law Library Graduation Party ............................. 28 Wallace Teaching Award Student Advisory Committee .......................................................... 28 Appendix ............................................................ 29 Alcohol Policy for Law School Student Organizations and Participants .......................... 29 Event Planning Checklist .................................... 31
2019-2020 Student Organizations Organization Advocates for Life American Constitution Society Asian Pacific American Law Student Ass’n Black Law Student Association Business and Law Society Christian Legal Society Cybersecurity and Privacy Law Association Environmental Law Society Federalist Society Feminist Law Forum Health Law Society If/When/How Indiana Journal of Global Legal Studies Indiana Journal of Law & Social Equality Indiana Law Journal Inmate Legal Assistance Project Intellectual Property Association International Law Society International Student Association IP Theory Jewish Law Students Association Journal of Constitutional Design Labor and Employment Law Society Latinx Law Student Association LGBT Project Middle Eastern Law Student Association Moot Court Executive Board OUTlaw Outreach for Legal Literacy Phi Alpha Delta Phi Delta Phi Protective Order Project Public Interest Law Foundation Sports & Entertainment Law Society Student Bar Association Tax Law Society Tenant Assistance Project Volunteer Income Tax Assistance Women's Law Caucus
Class LSO LSO SGSO USO SGSO LSO LSO SGSO LSO SGSO LSO LSO USO USO USO USO SGSO SGSO LSO USO LSO USO SGSO SGSO USO LSO USO SGSO USO SGSO
President Katie Slisz David Adeleye Rita Xia Lakeisha Barnes Jad Labban Dane Foster Payal Patel Kacey Cook James Collins Julie Baffoe Monica McCoskey Meredith Dickerson Christa Kumming Ben Adams Jose Moncada Victoria Peterson Sarah Kelly Mahrukh Ali Siyu Li Francesca Campione Joshua Winograd Christine Walsh Phil Jones Michael Hernandez Celia Meredith Mostafa Zaki Taha Robert Esrock David Johnson Nell Collins Drew Halter Brittni Crofts LSO Wassmer USO Stephanie Figueroa USO Hayley Sears SGSO Jack Griffith USO Aaron Vance LSO Douglas Stratton USO Dustin House LSO Douglas Stratton SGSO Callie Kidwell
Advisor Laura Daghe Dawn Johnsen Carwina Weng Jeannine Bell Mark Need Laura Daghe Joseph Tomain Daniel Cole Ryan Scott Susan Williams Jody Madeira D. Johnsen, J. Madeira Alfred C. Aman Luis Fuentes‐Rohwer Dawn Johnsen Seth Lahn; Sarah Doty Mark Janis Timothy Waters Leslie Davis Mike Mattioli Seth Lahn David & Susan Williams Ken Dau‐Schmidt Luis Fuentes‐Rohwer Seth Lahn Aviva Orenstein Seth Lahn P. Foohey, S. Sanders Charlie Geyh Donald Gjerdingen Jeffrey Stake Seth Lahn Carwina Weng Robert Meitus Katie Beck Leandra Lederman Jen Prusak David Gamage Gina‐Gail Fletcher
Helpful Contacts Name Katie Beck
Title Director of Student Affairs
Libby Steinbach Administrative Secretary Ken Turchi Assistant Dean for Communications and Administration Mary Edwards Executive Director of Fiscal Affairs Chelsey Director of Events Browning Sandy Ault Business Office Coordinator
Lisa Bailey Marian Conaty
Business Office Assistant Support Technician
Student Organization Coordinator, Student Involvement and Leadership Center Assistant Dean of External Affairs and Alumni Assistant Dean of Career Services
Steve Withem and Phil Poff Kim Bunge
How they can help General questions and consultation, approval of budget requests, events and speakers, emergencies firstname.lastname@example.org Rooms; parking passes email@example.com Updates to website, questions about marketing and branding firstname.lastname@example.org Any revenue‐generating activity for USOs email@example.com Event management for USOs firstname.lastname@example.org Vendor registration and reimbursements (all groups); merchandise orders (USOs) email@example.com Ordering supplies (USOs) firstname.lastname@example.org Setting up @iu.edu email accounts email@example.com Recording presentations; technology set‐up for events firstname.lastname@example.org Questions about IU policies related to student organizations, BeInvolved, etc. email@example.com Anything involving alumni or external donors firstname.lastname@example.org
Assistant Director of Career Services
Office of Student Affairs Coordinator Aviva Orenstein Associate Dean for Student Affairs
Collaborations with CSO, events involving employers, funding for career‐related travel or events Building issues, table set‐up Purchasing food with a school credit card (USO and LSO only) Keys to locked bulletin boards, student org closet Emergencies, misconduct, assistance with group dynamics, funding
Helpful Resources BOX Toolkits Toolkits for each type of organization can be found here:
• • •
LSO Toolkit: https://iu.app.box.com/v/MaurerLSOtoolkit SGSO Toolkit: https://iu.app.box.com/v/MaurerSGSOtoolkit USO Toolkit: https://iu.app.box.com/v/MaurerUSOtoolkit
Student Involvement and Leadership Center Housed in the Indiana Memorial Union and a key part of the University’s Division of Student Affairs commitment to supporting and enhancing the student experience beyond the classroom, the Student Involvement and Leadership Center connects all students at Indiana University to the campus, the community, and themselves. By providing, supporting, and promoting opportunities to foster growth and learning, the Center helps all students find meaningful ways to become engaged on campus, develop leadership skills, and find community. Contact Information Address
Indiana Memorial Union, Suite 270 900 East 7th Street Bloomington, IN 47405
email@example.com (812) 855-4682
beINvolved beINvolved is an online platform used by Indiana University to help student organizations connect with potential members, share news and stories about their activities, maintain their roster, collect dues, administer elections, store documents, and track engagement. All Law School USOs and SGSOs are required to maintain an active beINvolved page, which is ensured through annual re-registration with the Student Involvement and Leadership Center. All USOs that collect dues must do so through the beINvolved platform, and therefore must ensure their rosters are up to date. Both USOs and SGSOs can choose the extent to which they use this platform otherwise. A guide to the beINvolved platform can be found in the USO and SGSO Toolkits on BOX.
Spring 2020 Important Dates Date
Tuesday January 21 Thursday January 23 Monday March 23 Friday March 27 Wednesday April 8 Sunday April 12 Wednesday April 15 Thursday May 8
Spring Student Org Fair SGSO Treasurer Training Registration with SILC opens Deadline for elections Deadline for officer transitions Compliance reports due Student Org Banquet Graduation Party (Org Recognition)
Main Lobby FCR beINvolved
Email to Director Beck Student Lounge Law Library
By 11:59pm 6-7:30pm TBD
Confirmed Organization Events Updated December 10, 2019. Subject to change. Date 1/27/2019 1/16/2020 1/23/2020 2/1/2020 2/6/2020 2/8/2020 2/10/2020 2/11/2020 2/13/2020 2/13/2020 2/15/2020 2/25/2020 3/2/2020 3/2/2020 3/2/2020 3/3/2020 3/4/2020 3/5/2020 3/6/2020 3/7/2020 3/9/2020 3/10/2020 3/14/2020 3/23/2020 3/24/2020 3/26/2020 3/28/2020 3/28/2020 4/7/2020 4/9/2020
Org IPA various Moot Court Moot Court WLC Moot FedSoc LGBT+ ; BLSA IJLSE Moot Court BLSA PILF FedSoc ILS LGBT+ Project ILS If/When/How Journal Moot Court Outlaw LGBT+ Project FedSoc Moot Court LGBT+ Project Journal LLSA LLSA LGBT+ Project AFL Moot Court
Social event at The Cade Diversity Mixer @ Nicks Trial Competition Info Session / Training Trial Competition Preliminary Rounds (Feb 1 and 2) WLC Auction 6‐10pm at Nicks Trial Competition Semi‐Finals (2/8 and 2/9) Professor Josh Blackman, Freedom of Speech A love letter to black queerness; a showing of KIKI + panel discussion IJLSE Symposium (all day) Trial Competition Finals (evening) Barrister's Ball Singing for Summer Salaries Professor Lee Strang, Originalism and the Living Constitution International Women's Day Panel 12pm LGBT+ Project Advocacy Training 5‐7pm Maurer Movie Night: He Named Me Malala (ILS) Maurer Movie Night: Birthright ‐ A War Story (If/When/How) Journal Trivia Night at Switchyard (tentative) ADR Competition (3/6 and 3/7) Drag Show Night @ The Back Door Speaker (TBA ‐ 12pm) and Meet & Greet (3pm) Clark Neily of Cato Institute ADR Competition (maybe moving to 3/5‐3/7) Name and Gender Marker Training 12pm Journal Callout Meeting 12‐1pm Women in Cyber Security: A Conversation with Jeanette Hanna‐Ruiz Latin Night at the Back Door 7‐10 pm Name and Gender Marker Change Fair @ MCPL 3:30‐6pm AFL Speaker 12‐1pm Moot Court Callout Meeting 12‐1pm (Tentative)
Student Organization Classifications Indiana University adopted a new policy on student organizations in 2016, effective in academic year 2018-2019. The policy, STU-01 1, clarifies that all student organizations operating at IU are designated and administered in one of three ways: as a University Student Organization (USO), a Self-Governed Student Organization (SGSO), or a non-registered student organization (in our case, these organizations are considered LSO, law student organization). 0F
Some details about each type of organization are below. Please review STU-01 for more information.
University Student Organization (USO) USOs are treated as operating units or agencies of IU within the administrative and fiscal structure of Indiana University and are subject to all university policies and procedures. There are key differences for organizations designated as a USO: • •
• • •
USOs may not have an outside bank account and must use IU accounts. Donations and gifts to the USO are counted as donations to Indiana University. Other revenue producing activities must follow the Establishing and Modifying Revenue Producing Activities (RPA) policy. USOs may not have outside employees, any employees must be IU employees. The affiliated IU campus, school, or department controls the funds, advising, risk mitigation, travel, and training for a USO. USOs must use the Indiana University name and marks as well as those of the affiliated campus, school, or department.
Maurer USOs are those organizations that relate to student governance (e.g., Student Bar Association), Scholarship (e.g., Indiana Law Journal), or experiential learning (e.g. pro bono initiatives and non-credit projects supervised by faculty). Currently they also include organizations with substantial budgets. The following law school student organizations are classified as University Student Organizations (USOs). 1. 2. 3. 4. 5. 6. 7. 8.
Black Law Student Association Indiana Journal of Global Legal Studies Indiana Journal of Law & Social Equality Indiana Law Journal Inmate Legal Assistance Project IP Theory Journal of Constitutional Design LGBT+ Project
9. 10. 11. 12. 13. 14. 15.
Moot Court Executive Board Outreach for Legal Literacy Pro Bono Immigration Project Protective Order Project Public Interest Law Foundation Student Bar Association Tenant Assistance Project
Self-Governed Student Organization (SGSO) Self-Governed Student Organizations are treated as separate organizations and must register annually with Indiana University and agree to and operate under the terms of the Self-Governed Student Organization Agreement (“SGSO Agreement”). 2 SGSOs may receive a range of benefits by registering with IU, including eligibility to apply for and receive student activity fee funding; priority use of university facilities and services; association with the Indiana University name through approved IU student organization branding elements; a network ID and email address; and access to an insurance policy for off-campus events. 1F
The following law school student organizations registered with the law school are classified as SelfGoverned Student Organizations (SGSOs). 7. 8. 9. 10. 11. 12.
1. Asian Pacific American Law Student Association 2. Business and Law Society 3. Environmental Law Society 4. Feminist Law Forum 5. Intellectual Property Association 6. International Law Society
Labor and Employment Law Society Latinx Law Student Association Outlaw Phi Alpha Delta Sports & Entertainment Law Society Women's Law Caucus
Law Student Organization (LSO) Law School Organizations are non-registered student organizations under the Indiana University Policy on Student Organizations (STU-01). 3 Non-registered student organizations will not receive the privileges and benefits accorded SGSOs or USOs, however, they are free to assemble and associate in areas of the campus that are open to them as students of the University. Furthermore, they are welcome to reserve campus space for their events under the same terms and conditions as other third-party groups. Organizations classified as LSO should not have a bank account or collect dues from their members. If your programs and activities necessitate the management of funds, please consult with the Director of Student Affairs about the possibility of changing your organization’s classification to SGSO (SelfGoverned Student Organization). 2F
The following organizations are registered with the law school (but not IU) and classified as Law Student Organizations (LSOs). 1. 2. 3. 4. 5. 6. 7.
Advocates for Life American Constitution Society Christian Legal Society Cybersecurity and Privacy Law Ass. Federalist Society Health Law Society If/When/How
8. 9. 10. 11. 12. 13.
International Student Association Jewish Law Students Association Middle Eastern Law Student Association Phi Delta Phi Tax Law Society Volunteer Income Tax Assistance
2 Indiana University. Self-Governed Student Organization Agreement. Retrieved from https://policies.iu.edu/doc/self-governed-student-organization-agreement.pdf. 3 Id.
Good Standing with the Office of Student Affairs Student Organizations based at the School of Law (of all classifications) must maintain good standing with the Leonard D. Fromm Office of Student Affairs to continue operating and benefiting from the support of the law school. Some of these benefits include: •
Participation in the semi-annual student organization fair
Access to the student organization storage space
Ability to reserve event/meeting space at the School of Law
Posting of organization information on the School of Law web site
Access to bulletin board space and the ILA to promote events
Ability to apply for Student Affairs funding
To maintain good standing with the Leonard D. Fromm Office of Student Affairs, student organization leaders must: •
Attend a President’s Council Meeting at the start of each semester
Attend additional trainings and leadership development opportunities (as offered)
Register annually with the Student Involvement and Leadership Center (USO and SGSO only)
Submit a Compliance Report at the end of each academic year (see Compliance Reports)
Adhere to all relevant policies governing student organizations (see Appendix)
All student groups must comply with all Indiana University policies and regulations, as well as applicable federal, state, and local laws. A student group accused of violating any part of the Indiana University Code of Student Rights, Responsibilities, and Conduct may face Law School 4 and/or Bloomington Campus disciplinary procedures. 3F
Failure to adhere to any of the above-described requisites for good standing may result in an organization’s suspension. While suspended, all benefits will be restricted and organizations may not host events. Suspended organizations will be given the opportunity to work with the Director of Student Affairs and the Student Bar Association to rehabilitate their status.
See Law School Academic Regualations (https://www.law.indiana.edu/student-life/student-affairs/academicregulations.shtml). 4
Creating/Reactivating Student Organizations Establishing New Student Organization Students at the IU Maurer School of Law may submit a request to create a recognized organization. The proposed organization must serve a legitimate interest of students and the law school community in general. The request will be reviewed jointly by the Director of Student Affairs and the Student Bar Association (SBA). The SBA will inquire into the likelihood of sustained student interest in the group beyond the founding members, and consider the anticipated contribution of the proposed group to the law school community. The Director of Student Affairs will facilitate the process to ensure compliance with both law school and IU policies and protocols. Only after final approval by SBA and the Leonard D. Fromm Office of Student Affairs, may a group recruit new members (beyond the founding members) and receive the benefits of formal recognition. Law students wishing to form a new student organization must complete the following steps: 1. Proposal: Submit proposal to the Student Bar Association a. Name of proposed organization b. Mission and goals c. Brief description of at least two events the organization would like to sponsor d. Information on a national organization with similar mission (if any) e. List of similar organizations at other law schools f.
Potential fundraising methods (including dues, if any)
2. Preliminary Approval: meet with SBA President and Outreach Chair 3. Advisor: confirm faculty advisor commitment with signed faculty advisor agreement 4. Students: Confirm sufficient student support (minimum of 5 members) 5. Leadership: provide a brief description of each board positionâ€™s duties, identify the new organizationâ€™s initial leaders, and describe the plan for electing remaining leadership roles 6. Documents: draft a constitution (in accordance with relevant requirements) 7. Check in with OSA: confirm completion of steps above, review process for IU registration 8. Final Approval: SBA board votes to approve (or requests additional information) 9. Follow Up: at end of semester during which new student org is activated, the leadership must check in with OSA to ensure all details are in order and talk about drafting bylaws
Reactivating an Existing Student Organization Law students wishing to reactivate an existing inactive student organization must complete the following steps: 1. Advisor: confirm faculty advisor commitment with signed faculty advisor agreement 2. Students: Confirm sufficient student support (minimum of 5 members) 3. Leadership: identify the new organizationâ€™s initial leaders, and an election plan for remaining leadership roles 4. Documents: draft or update constitution (in accordance with relevant requirements) 5. Check in with OSA: confirm completion of steps above, review process for IU registration 6. Follow Up: at end of semester during which student org is reactivated, the leadership must check in with OSA to ensure all details are in order and talk about drafting bylaws
Recruiting New Members Student Organization Fairs The Office of Student Affairs will coordinate two student organization fairs per year, in the first or second week of each semester. The Director of Student Affairs will ask each organization to confirm their participation in the fair and will assign tables accordingly. The fairs are held from 12-1pm in the main commons, and representatives from each participating organization will have a table from which they can share information and resources with prospective new members. These student organization fairs provide a crucial recruitment opportunity for most organizations. The winter fair, which will inaugurate in 2020, will allow new and newly reconstituted organizations an opportunity to recruit members. As with the Fair in the fall, it will offer a chance to any students with newly discovered interests, or those who missed the fall student organization fair for whatever reason, to discover opportunities to participate in law student organizations.
Call-Out Meetings Most student organizations hold a callout meeting toward the beginning of the fall semester. These callout meetings cannot be scheduled or publicized before the student organization fair. The Leonard D. Fromm Office of Student Affairs strongly advises organizations to consider partnering to host joint callout meetings, particularly where interest areas and potential members overlap. The beginning of the fall semester is typically very busy, and it can be challenging for organizations to find an opportune time to host a callout meeting. The Director of Student Affairs will aim to compile all of the callout meeting information (dates, times and locations) and communicate such information completely and cohesively to the student body. Each organization must book a room and confirm publication in the ILA and law school website events page regarding their callout meeting. No callout meetings (or any other meetings) may occur during the Wednesday noon hour. 12
Promotion and Communication IU Maurer School of Law Website Each student organization is represented on the Maurer School of Law website. Most organizations are listed on the Student Organizations page, while Pro Bono Projects and Journals are found on the Pro Bono and Law Journals pages, respectively.
Email Accounts All USO and SGSO groups may request an @iu.edu email address on behalf of the organization, if they do not already have one. Opening a group IU email account will also give you access to many other IU computing services, such as Box, Google@IU (drive, calendar, gmail, etc.), online meetings through Zoom, etc. This account must be sponsored by a faculty or staff member who is ultimately responsible for the account and its use. Learn more about IU computing accounts for groups here. 5 If you are unsure of whether your group already has an account, check with the Director of Student Affairs. If you wish to open a new group account, contact the Director of Student Affairs to get the process started. 4F
Law School Events Calendar The School of Law Master Calendar is accessible through the School of Law website (http://law.indiana.edu). The Calendar is a comprehensive record of events and activities that take place within the law school. Please be sure to complete the Plan a Meeting form 6 online to ensure that your organizationâ€™s event appears on the Calendar. When filling out your event description, please provide all information possible for those who may have an interest in attending the event. 5F
The Plan a Meeting form also enables you to reserve rooms for your event. Please start with this form if you want to reserve a room (see below).
Indiana Law Annotated Indiana Law Annotated is published every Sunday while school is in session and is distributed via email. ILA contains news about the coming week (and, if requested, for the week after that). Submit information and articles for ILA to firstname.lastname@example.org by Thursday at noon for inclusion in Sunday's edition. Length of submission is limited to 150 words, unless otherwise approved. Entries may be edited to ensure consistent presentation. If you have questions about an item appearing in the ILA, please contact Dean Turchi (email@example.com or 856-4044). All events and announcements should be published in the ILA. Events published in ILA also appear on the digital screen in the main lobby.
Email Blasts Each student organization is permitted to send one email per semester to the entire student body through the Leonard D. Fromm Office of Student Affairs. The president should email the request to the Director of Student Affairs including the following information: (1) (2) (3) (4)
date the email is to be sent to the student body; subject line; text of the email; and name and email address of organization contact person.
Social Media Peer-to-peer is the best way to get the word out. The Law School’s social media coordinators will share your posts on the school’s platforms: • •
Justin Snyder: Instagram (@IUMaurerLaw) Eka Putra: Facebook and Twitter (Indiana University-Maurer School of Law; @IUMaurerLaw)
Marks and Logos All student organizations must comply with the university’s Licensing and Trademark Policy, which in part states: •
Self-Governed Student Organizations (SGSOs) are not permitted to use Indiana University’s trademarks, symbols, logos, mottoes, or depictions of campus buildings and landmarks. SGSOs may use the official SGSO mark. All goods and services, including those used as a fundraiser, or promotional products bearing university trademarks, including the IU-approved student organization branding elements, must be produced by a university licensee and submitted to the Office of Licensing and Trademarks for review and approval. Unfortunately, this often makes the cost of merchandise prohibitive. Self-Governed Student Organizations (SGSOs) may only indicate an association with IU or with any specific IU unit in a locational sense (i.e., “Club at Indiana University”). “The Indiana University Club” or any similar use of other university marks (for example, “IU Club” or “Indiana Club”) is not acceptable and can never be used in any form, including as part of a top-level domain name or email address.
University Student Organizations (USOs) should work with Dean Turchi to make sure that they adhere to IU’s brand guidelines. SGSOs are free to design your own wordmarks and logos for your organization. If you like, you can add a logo indicating that the organization is part of IU. 7 However, you cannot use the Law School’s name or wordmark on your swag. 8 If you want to sell swag that displays only the Law School’s wordmark, you may do so, but please check with Dean Turchi before ordering. 6F
See “Promotional Guidelines” at https://studentaffairs.indiana.edu/get-involved/student-organizations/manageorganization/policies/index.html 8 Download SGSO marks here: https://policies.iu.edu/doc/student-organization-marks.zip 7
Physical Space Room Reservations To make room reservations, please complete the Plan a Meeting request form online located on the School of Law website. 9 Please be sure to indicate if you would like the event to be publicized in the Indiana Law Annotated and on the Law School Calendar. When filling out your event description, please provide all information possible, especially if you are requesting that the event be publicized. The request is managed by the Room Scheduler in the Deansâ€™ Suite, who can be reached at firstname.lastname@example.org. You will receive confirmation that your room has been reserved after your request has been processed. Make the reservations before advertising an event. 8F
Storage Closet All student organizations will be able to access the storage closet located under the stairs on the ground floor. As shared space, student organizations are expected to maintain the tidiness and organization of this space. The key may be checked out from the Leonard D. Fromm Office of Student Affairs.
Bulletin Boards Each student organization has a designated bulletin board space located in the hallway outside the student lounge on the ground floor of Baier Hall. These bulletin boards will be cleared each semester by the Director of Student Affairs. Each organization should use these boards as it sees fit, and ensure that outdated material is removed in a timely fashion. Flyers and/or posters for any student organization events may be posted in the law school only in designated locations. Please remove all flyers after the event has been held. Student organization flyers should not be posted on department bulletin boards without prior approval or they will be removed. Flyers and/or posters for student organization events may also be posted in the display cases by the lockers on the ground floor. The key may be checked out from the Leonard D. Fromm Office of Student Affairs. Do not post flyers on doors, walls or windows of the School of Law.
Offices Several student organizations have space in the law school dedicated to their use. These include three of the journals (ILJ, IJLSE and IJGLS), some of the pro bono projects (ILAP, POP), the Moot Court Executive Board, the Student Bar Association, and the affinity-based groups (BLSA, LLSA, APALSA). Access to these offices is restricted to the members, and sometimes to the leadership, of these groups. Other student organizations are free to use law school classrooms and meeting rooms as available, and should coordinate with the room schedule at email@example.com when in need of space for meetings or events.
Events Student organizations must submit an event request to the Leonard D. Fromm Office of Student Affairs for every event they plan to host. 10 Internal organizational meetings are not considered events, and therefore do not need to seek this approval. The Leonard D. Fromm Office of Student Affairs must be aware of all activities and will help minimize scheduling conflicts with other activities and events. 9F
Student organization leaders may submit event requests on a rolling basis, but scheduling as early as possible will ensure confirmation of your desired event date. Any event involving the service of alcohol or invited outside speakers will be evaluated by the Director of Student Affairs for compliance with relevant policies. See the Appendix for the Student Organization Alcohol Policy and an Event Checklist.
Restrictions on Student Events Student groups are not permitted to host events from 12:00pm to 1:00pm on Wednesdays of each week. The Wednesday noon hour is reserved for official law school programming, such as programs from the Deanâ€™s Office and Career Services.
Responsibilities All law students assume responsibility at events for monitoring their own behavior and assisting others who appear to need help. Whether the event is at the law school, another University facility, or off campus, adequate attention must be given to potential security or behavioral problems. Specific officers of the organization should be assigned the function of monitoring the behavior of participants during the event, helping where possible, and confronting and referring to outside authority when necessary. The Law School and the University may discipline a student organization and responsible individual students, whether the misconduct at a law school student organization event occurs on or off University property. Such misconduct includes, but is not limited to, harassment of a student or outside guest, sexual assault, hazing, bias because of race, religion, ethnicity, gender or gender identification, threats, battery, use or possession of any drug or controlled substance contrary to law, physical force to restrict the freedom of movement, or verbal behavior that involves an expressed or implied threat to interfere with an individualâ€™s personal safety or participation in the event. (See Indiana Universityâ€™s Code of Student Rights, Responsibilities, and Conduct.) All law students attending events, especially parties involving alcohol, should adhere to their professional obligations and bear in mind the professional repercussions resulting from unacceptable behavior, which includes mandatory reporting to the bar concerning law student misconduct. (See State Board of Law Examiners Character and Fitness evaluation, and see Section 9 of the Academic Regulations.) 10
Link to Event Request Form: http://go.iu.edu/2crr 16
Audio-Video Support and Table Set-Up Send requests for AV services to Paul Styles (firstname.lastname@example.org). Please include the name of your group and the e-mail address of the contact person, a description of what you want to do, and the date, location, starting time, and duration of the event. Requests must be made at least 48 hours in advance and will be confirmed by e-mail. If you need a table or podium for your event, please email your request to email@example.com within 48 hours of your event. Please note that events serving food in the Moot Court Room will require table setup.
Speakers and Performers The Leonard D. Fromm Office of Student Affairs must be notified (via the event request form) of all outside speakers and performers. The purpose of this notification is not to evaluate the content of the guest lecture, but rather to ensure ample time to put into place any necessary security precautions. Also, it is important when we invite alums to clear it with the Alumni Office, so that we do not overtax our loyal graduates. Any USO seeking to make payment to or reimburse someone who has performed a service for the organization (i.e. speaker, band, etc.) must contact Sandy Ault in the Business Office as far in advance as possible to arrange for that service provider to be added to the IU vendor system.
Collaboration and Co-Sponsorship Student organizations are strongly encouraged to co-sponsor events with other student organizations within the School of Law and IU. This ensures better attendance and makes the organizationsâ€™ dollars go farther. Funding requests for activities co-sponsored by multiple student organizations will be given priority.
Networking and Career-Related Events When planning networking and career-related events, student leaders should consult with the Office of Career Services and the Office of Alumni and Development (see Helpful Contacts).
Food Distribution Student organizations may sell pre-purchased baked goods to raise funds. Student organizations hosting any event in which food will be served to the public (not just law students) on IU properties must submit a Temporary Food Service Application Form 11 at least seven days before the event. 10F
Parking Visitors to the School of Law should park at the Henderson Garage located on Fess Avenue between Atwater Avenue and Third Street. Parking fees do apply so please check rates with IU Parking
Operations. If your organization would like to make parking arrangements for your guest in advance, please contact the Office of Student Affairs to arrange for a visitor parking pass (fees will apply).
Programs Involving Children Student organizations oftentimes host or are involved in activities that include minors (i.e. individuals under age 18). If your organization is working with children, please be aware of the following: (1) Indiana state law requires any person who has reason to believe that a child is a victim of child abuse or neglect has an affirmative duty to make an oral report to Child Protective Services (CPS) 1-800-800-5556 or to their local law enforcement or to the IU Police department. Failure to report may result in criminal charges. (2) Anyone associated with the program who works with children must have a background check at least every five years (including staff, temporary/hourly employees, students, academic, faculty and volunteers). (3) You MUST notify the Leonard D. Fromm Office of Student Affairs as early as possible if your activity involves children. (4) The Leonard D. Fromm Office of Student Affairs will connect you with Sarah Snyder in the business office to complete the online registration form to provide information about the program. This must be done at least 14 days prior to the start of a new program. The form can be found by searching "Programs Involving Children" in One.iu.edu. It is important that program information be re-entered or updated annually in the event aspects of the program change.
Contests, Drawings, Games and Prizes University units, including University Student Organizations (USOs), may conduct contests, drawings, or games for prizes to encourage attendance at or participation in events or activities, if the total value of all prizes offered at any event does not exceed $5,000. Vendors participating in a university event are also subject to the prize limit. Academic contests are exempt from the $5,000 prize limit. In rare circumstances, a request may be made to award prizes with values that exceed the amounts identified here. Raffles (i.e. the selling of tickets or chances to win a prize awarded through a random drawing) are prohibited. Bingo and poker and other similar games are prohibited if any prizes are awarded. Read the full policy on drawings, games and prizes. 12 11F
In limited cases, some Self Governed Student Organizations (SGSOs) may be eligible to conduct a legal gaming event in Indiana, which are regulated by the State and require a gaming license or exemption, as well as post-event reporting. Raffles are not allowed on University Property. See the Indiana Gaming Commission 13 for more information. 12F
Budgets and Finances Law students must exercise caution and good judgment, avoiding any self-dealing, misappropriation, other misuse of group funds and even the appearance of financial impropriety. Bar examiners specifically ask about the use of such funds in character and fitness applications.
Funding Sources Organizational Dues
USO: USOs must coordinate with Mary Edwards at the beginning of the year to set up dues collection. This must be pre-approved by the University, so be sure to let Ms. Edwards know as early as possible. In most cases, dues will be collected directly through beINvolved and can be paid by credit card or bursar. SGSO: For SGSOs, the collection of dues is allowed and must be administered directly by the organization. The funds should be deposited into the organizational bank account and managed by the group’s treasurer. LSO: Dues collection is not permitted for LSOs.
You may choose to raise money by selling merchandise or other items. USOs are restricted by the branding, licensing and vendor requirements of IU, and should work closely with Mary Edwards and Ken Turchi if planning to sell anything
USOs must work with Mary Edwards to seek pre-approval for all revenue-generating activities you wish to engage in throughout the course of the year. Planning ahead essential because some parts of this process take significant time to pass through various IU offices and are not within the law school’s control. If you plan to be in contact with employers or alumni for purposes of fundraising, you must inform the Career Services Office and the Alumni and Development Offices of your proposed outreach and communications. See the “Helpful Contacts” section for contact information.
Leonard D. Fromm Office of Student Affairs
All law school student organizations are eligible to receive a limited amount of financial support from the Office of Student Affairs. For LSOs, funding from the Office of Student Affairs will be provided via reimbursement only. For USOs, funding from the Office of Student Affairs will be transferred directly to your account by the Business Office. For SGSOs: Funding requests will be distributed directly to the SGSO’s bank account. To qualify for financial support, a SGSO must: • • •
Be active and registered with the university’s Division of Student Affairs; Have a valid federal Employer Identification Number (EIN); Have an active bank account in the name of, and under the EIN of, the SGSO; and 19
Be established as a supplier accepting ACH payments in the university’s procure-to-pay system, BUY.IU. 14 13F
Funding requests are received on a rolling basis by the Director of Student Affairs, with a priority deadline each semester. Requests for projects and events proposed by multiple organizations will receive priority. Please submit a funding request for each event or item for which you are requesting support from the Office of Student Affairs. 15 14F
• • • •
The standard maximum allotment for food for public-facing events is $100. The standard maximum allotment for large-scale student-run events is $500. We do not generally approve funding for food for internal org meetings. We cannot approve funding for alcohol.
Indiana University Funding Board
USOs and SGSOs may apply for funding each semester through Indiana University Funding Board, which provides up to $7,500 in funding to student organizations each semester. Visit www.fundiu.indiana.edu for more information. Your organization may also be eligible to apply for grants through Indiana University. Grants and additional information can be found here. 16 15F
Requesting Reimbursement You must submit original itemized receipts to the Director of Student Affairs in order to be reimbursed up to the amount that received final approval. No reimbursement will be possible, even for an approved expense, if you do not have an original receipt that details the items and amounts covered by the total listed on the receipt. If the expense involves specific individuals, they must be named. As soon as possible after the expense was incurred, bring your receipt to the Office of Student Affairs. The Director will assist you in filling out a reimbursement form, and will then make two copies of the completed form and the itemized receipt. One copy will be given to the student submitting the reimbursement request, and one copy will be filed by the Director of Student Affairs. The original form and receipt will be given to the Business Office for processing. Please do not submit anything to the Business Office directly – it all needs to go through the Director of Student Affairs.
Supply Requests Minimal supply requests (e.g., a few copies, use of a few markers, name tags, etc.) often can be supplied by the Leonard D. Fromm Office of Student Affairs with no charge to your budget – just let the Director know what you need and we will let you know what is possible. The more lead time you provide, the more likely that we will be able to offer such assistance.
If you are an SGSO and have not already done so, work with Director Beck to register as a supplier within BUY.IU. Link to Funding Request Form: http://go.iu.edu/2crr 16 https://studentaffairs.indiana.edu/get-involved/student-organizations/manage-organization/funding.html 14 15
If you are a USO, work with Lisa Bailey in the Business Office to place orders with approved vendors that can be directly billed to your organizational account. For printing, USOs may also access discounted rates through Indiana University Document Service Centers. If you are an SGSO, you may make purchases from the vendor of your choosing. If you are an LSO with printing or copying needs, please check with the Director of Student Affairs to see if the office can help you.
Elections Encouraging Next Year’s Leaders During the year, student leaders may delegate responsibilities to members of the organization and may even elect 1L representatives. It is important to identify and encourage members who seem to perform well in various aspects of leadership to consider running for an elected position. Current student leaders can help members decide if an executive board position is right for them by: 1. Encouraging potential leaders to learn as much as possible about the position from as many sources as possible. a. What is the nature of the position and what are the time commitments? b. How does the position relate to the organization as a whole? c. Are there training opportunities for new leaders? 2. Encouraging potential leaders to evaluate their own personal qualities, interests, and skills for the position. a. Are they a good candidate for the position? b. Do they have the necessary skills for the position? c. Will they have the time required by the position? 3. Encouraging the potential leader to read the position description, the organization’s constitution, and review relevant files. The more information they can gather, the better they will be able to make a good decision.
Running an Election Most student groups will hold elections sometime in the middle of the spring semester, and will complete a leadership transition process shortly thereafter. The exact timing and format of your elections is up to each organization, but they should be coordinated in order to comply with any deadlines set forth by the Office of Student Affairs. For spring 2020, the deadline for completing elections for officers for the 2020-2021 academic year is Friday, March 27, 2020. All student organizations should plan their election processes accordingly. Steps to a Successful Election: 1. Consult your organization’s constitution and/or bylaws to clarify election procedures. 21
2. Schedule your election to occur before the deadline. 3. Notify your members about the election meeting date and provide information about nomination procedures. This should be sent out 4-6 weeks before your election (mid-February at the latest). You should also invite your faculty advisor. 4. Consider establishing an impartial election committee / chairperson to oversee the election. This committee could be comprised of current officers not running for re-election, and should determine guidelines for the election meeting and absentee voting. The Student Bar Association may be able to help other student organizations by offering elections support. 5. Provide ample time for nominations, and publicize the opportunities available to those eligible. It is helpful to share job descriptions and/or host an informational meeting with current officers talking about their positions’ responsibilities and commitments. 6. During the election meeting: a. Someone should ensure that only voting members are allowed in the room or given a ballot. b. If the nomination period ends prior to the election, prepare preprinted ballots with the names of the candidates under each position. If self-nomination is an option, include a blank line to write in a name. c. Allow each candidate to give a brief speech about their qualifications and interest in the club and the position. d. After voting, the election committee counts the votes. e. Follow procedures in your constitution for breaking a tie vote. f. Notify all members of the club and your faculty advisor of the election results within 24 hours. In the absence of defined election procedures in the constitution: If your constitution and bylaws are silent on the issue of elections, consider amending them to include guidance as to how your organization should proceed. You might consider one of two widely used voting systems: 1. The “One Vote” system: organization members will select only one candidate for each position up for election. The candidate with the most votes is elected. 2. The “Ranked Voting” system: organization members rank each candidate numerically in order of their preference (e.g. 1 is their first preference). The candidate with the most first preference votes is elected. In case of a tie, the second preference votes are counted and checked for a majority. 3. Update your constitution to address voting. Running Elections on beINvolved: All USOs and SGSOs have the option of using the beINvolved system to hold their annual elections. 17 To create an organization-based election, follow the instructions below. 16F
Instructions available at https://engagesupport.campuslabs.com/hc/en-us/articles/204033084-Creating-anOrganization-Election 17
1. Defining Election Parameters Sign in to beINvolved and head to the Action Center for your organization, and then click on Elections in the organization tool drawer. If you do not see this tool, either you do not have access to manage this tool for your organization, or the tool has been disabled by your campus administrators. From here, click the Create Election button. Identify the Name of the election, if it should include instructions, and any additional (custom) instructions that should be included.
Below that, you can choose if your election should be active and the date range your election should be available. When the election is set to Active and it falls within the date range, users will be allowed to access the ballot. You can also choose to display an alert on the organization homepage when the election is active and voting is open by checking the next box. The last option is whether or not to allow users outside your organization should be allowed to vote in the election-- checking the box will limit it to only users within your organization roster. 23
When you're finished with these settings, hit Create. Setting up the ballots You can create as many ballots as needed. Each ballot can be accessible to the general user population or any number of eligibility lists. A user will see each ballot they are designated to see. To start creating your ballots, click Create Ballot.
You can create as many ballots as needed. Each ballot can be accessible to the general user population or any number of eligibility lists. A user will see each ballot they are designated to see. To start creating your ballots, click Create Ballot. Enter the name of your ballot, then determine if the ballot should be general access by selecting Enable or Disable. If you select Disable, you'll be prompted to enter settings for each of the available eligibility lists. Eligibility lists are set up by campus administrators and are shared to organizations. If you are not seeing an eligibility list that you expect to see, contact your campus administrator. Setting Allow Deny Ignore
Definition Users on the list can access the ballot Users cannot access the ballot, and supersedes being on an allowed list List will not be used for the ballot, users cannot access the ballot
Once you have determined your eligible usersâ€™ access, click Create to advance to the next page. You'll now be taken to the form builder with a limited selection of question types. Please see Form Building for complete instructions on creating or editing questions. The builder will automatically save your progress as you create questions. At any time, you can revise the title and access of your ballot by clicking Form Properties in the upper right corner.
When you are finished, click Back to Ballots in the upper left corner. Repeat this for any additional ballots you need to create within the same election. Once all your ballots are ready, be sure to set your election to Active to ensure users can vote when the election starts and the prompt to vote will display on your organization homepage, if requested.
Officer Transitions It is very important that you think through the steps you will take for a successful and smooth transition of leadership from one executive board to the next. This process is inevitably time-strapped as it typically occurs when everyone is quite busy with classes and academics. The end of the year tends to sneak up on people, which is even more reason to have a clear plan in place and a pre-scheduled opportunity to carefully hand over the information and institutional knowledge that the incoming leaders will need to hit the ground running. The section below contains a template you may adapt to your needs. This is a living document that we hope to improve over time, so please send suggestions or examples to firstname.lastname@example.org.
Transition Deadlines • • • •
Monday March 23 Friday March 27 Wednesday April 8 Sunday April 12
Re-Registration on beINvolved opens (USO and SGSO) Deadline for elections Deadline to complete officer transitions Compliance reports due (11:59pm to email@example.com)
Suggested Transition Steps 1. Exiting officers update and forward important documents Update constitution, bylaws, job description, and any other relevant documents that have changed since being in office. Consider creating/updating transition binders (physical or digital) for all positions, which may include: Contact information for alumni, partners, advisors, and community organizers History of organization and organizational chart Constitution and bylaws Funding, financial documents, and other sources of income Job descriptions and expectations of each position List of goals - accomplished and unaccomplished Past meeting agendas/minutes/reports Calendars of previous and future events Previous flyers, materials, logos, templates, photos, etc. Event debriefs/assessments Leadership resources and handouts 25
2. Hold a transition meeting between exiting and incoming officers Sample Transition Meeting agenda: I.
General policies & procedures
Incoming/outgoing officer one‐on‐one 1. Job description & expectations 2. Review budget & funding 3. Share resources (reserving space, beINvolved, advertising events, etc) 4. Share all accounts and passwords (work with Marian Conaty if you have an IU group account to transition Duo device login) 5. Share previous projects, evaluations, and advice 6. Discuss ongoing projects
Group and Individual Goal Setting 1. Focus on SMART Goals (Specific, Measurable, Attainable, Relevant, and Timely) 2. How do we reach our goals? 3. What benchmarks can we set to ensure we get there? 4. How will we know we have been successful?
3. Incoming officers prepare for term
The outgoing President should introduce the incoming President to the group’s advisor. If an SGSO or USO, have the advisor sign a new advisor agreement (found on beINvolved). You will need this for re‐registration on beINvolved.