RSO Manual 2023-2024

Article I. Purpose

Section I.1 Upon assuming his/her office, the president of the SGA shall assemble the Inter-Organizational Council (IOC).

Section I.2 The purpose of the IOC is to work under the supervision of the Student Government Association in cooperation with the Center for Student Involvement in furthering the goals and objectives of the University by ensuring that all university-recognized student organizations (RSOs) are properly structured, maintained, and functioning in such a way as to provide effective student leadership and self-government; to provide a communication link among the various organizations; and to provide a broader scope of student activities.

Article II. Implementation

Section II.1 The IOC shall carry out its aims by consistently and objectively reviewing all University-recognized organizations relative to their constitutional purpose and governing procedures, in keeping with University standards and requirements for recognition.

Article III. Memberships

Section III.1 The President of each chartered student organization is a member of the IOC. Each representative of a University RSO shall be empowered to cast one vote within the Council. The IOC shall be chaired by the President of the Student Government Association.

Article IV. Structure & Composition

Section IV.1 Composition

a. One (1) representative of each organization and class recognized by the IOC.

b. The President of the SGA, who serves as an officer and has voice but no vote unless it’s to break a voting tie.

c. The SGA Secretary, who serves as an officer and the 1st IOC Vice Chairperson, has voice but no vote.

d. The 2nd IOC Vice Chairperson, who serves as an officer, will be the Special Assistant to the SGA President.

e. The Vice President for Student Affairs or his/her representative, who shall have voice but no vote.

Section IV.2 Role of the Officers

a. The SGA President shall chair all IOC meetings.

b. If both the SGA President and the IOC Vice Chairperson are unable to chair a meeting, the SGA President may appoint a representative to chair the IOC meeting.

c. The IOC Vice Chairperson shall be appointed by the SGA President.

d. The SGA Secretary shall keep the minutes of all IOC meetings and upload them to an IOC Drive.

Article V. Jurisdiction

Section V.1 The Inter-Organizational Council shall:

Clause 1: Ensure that all recognized student organizations (RSOs) of the university are structured and maintained according to the principles established in the bylaws, as well as the policies of the University.

Clause 2: Communicate with and provide for the annual registration of all RSOs.

Clause 3: Establish procedures for the recognition and functioning of newly formed organizations.

Clause 4: Recommend to the IOC Leadership to summon for the suspension of any organization that acts contrary to its approved constitution, or the policies of the University.

a. All RSOs which have been recommended for suspension shall have the right to appeal to the SGA Judicial Council.

Clause 5 Sponsor such activities which require a joint effort of all member RSOs.

Clause 6 The president of each University-approved, active organization, and class is a member of the IOC. Each president of a University-recognized organization shall be empowered to cast one vote within the Council.

Clause 7 In every clause where organization or RSO is mentioned, it shall automatically include all organizations, honor societies, and classes recognized by IOC.

Clause 8 New organizations that are granted interest group status by the IOC are recognized as observers in the IOC. They are granted access to meetings and have voice but not voting privileges.

INTRODUCTION

Recognized Student Organization Manual

Welcome to Xavier University of Louisiana’s Recognized Student Organization (RSO) Manual! This manual will address and provide all bylaws, policies, and resources that are essential to running a recognized student organization. The Student Government Association MANDATES all recognized student organization (RSO) leaders to review and understand the IOC RSO Manual and the SGA. As a RSO leader, you will be equipped with transferable professional and leadership skills that will carry you beyond your duties as a leader at Xavier.

Within the IOC RSO Manual, you will find details regarding what is necessary to create, sustain, and execute the mission of a strong student organization.

The Role of Student Organizations

Recognized student organizations contribute greatly to the educational, social, and cultural enrichment of the University. Group membership to all RSOs, clubs, and councils must be open

to all students regardless of race, creed, color, religion, or any disabilities within Xavier University of Louisiana. The Center for Student Involvement maintains records of all student organizations.

Exceptions are noted for professional or social Greek organizations, and honor societies where academic qualifications serve as the additional requirements for entry into honor organizations.

Student Organization Categories

Note: categories may change from year to year.

● Academic/Departmental Clubs: associated with respective departments, these clubs focus on study and research, exposure to career options, and a culture of fellowship among majors and other interested students.

● Honor Societies: these organizations encourage and recognize outstanding academic achievement as their primary purpose.

● Professional Greek Organizations: these organizations provide preprofessional association and contacts while focusing on scholarship, professional development, and ethical leadership.

● Social Greek Organizations: founded on the principles of brotherhood and sisterhood, these nationally-affiliated organizations stress scholarship, leadership, and service through well balanced social programming.

● Student Governance Organizations and Class Councils: these groups focus on enriching the student life experience of their classes or student body through policy-making, programming, and administrative duties.

● Special Interest Organizations: these groups provide interaction and various activities based upon mutual interests which cooperate with and contribute to the general welfare and programs of the University. All organizations that do not fall under the other categories are designated special interest organizations.

X-CONNECT

X-CONNECT (xula.campuslabs.com/engage) is Xavier University of Louisiana’s central database for all RSO resources, including membership lists, event proposals and promotion, financial management resources and tools, document storage, and more. X-CONNECT is also where your organization can access SGA funds.

It is REQUIRED to make sure your X-CONNECT roster is up-to-date and the RSO officers and advisor information is current and correct. Only students listed as officers in XCONNECT have access to your RSO’s on-campus financial information. To be listed as an officer, the RSO president or advisor can add students through the “Roster” tab. If you have any questions about updating your roster or organization contact information, please email smgodfre@xula.edu.

STARTING YOUR NEW STUDENT ORGANIZATION

Important Note: starting a new RSO will take at least half an academic year before becoming an RSO at Xavier University of Louisiana. Don’t see an organization that meets your needs? Do you want to start a new RSO? Listed below is a step-by-step process and what to expect.

Points to think about before you begin:

● How are you going to define your organization?

● What will be the goals for your organization?

● How do you plan to accomplish your goals?

● What is unique about your organization?

● Is there already an organization on campus targeting the same audience and/or goal?

● Will the organization be affiliated with a department or office on campus?

● Do you know of a faculty or managerial/professional staff member at Xavier University of Louisiana who would be interested in serving as an advisor for your organization?

● Are there other students you know who would like to join?

● What benefits will the organization offer its members?

● What type of involvement commitment will members need to make?

STEP 1: EXPRESS INTEREST.

Email the Director of the Center for Student Involvement (CSI), Ms. Sharrone Godfrey (smgodfre@xula.edu), expressing your group’s interest in starting a new organization. The office will forward the pertinent documents for you to complete.

STEP 2: COMPLETE AND SUBMIT THE REQUESTED DOCUMENTS.

The following documents need to be completed and emailed to Ms. Godfrey, smgodfre@xula.edu, at least two weeks before the next IOC meeting:

a. Petition to Organize: This document is where you would share the name and type of organization, the purpose, the main contact person’s information, and the advisor’s contact information.

b. Letter of Intent: This document is typically one page or less and includes the following elements: the official name of the organization, the information of the advisor and the primary contact (a student), a description of the organization and its goals, the manner in which the group intends to accomplish its goals, and how your proposed organization differentiates itself from the current RSOs in the IOC.

c. Proposed Constitution: This document names the organization, defines the purpose of organization, and states the qualification for and types of membership. (see “Constitution Format”)

d. Student Roster: this document should list ten or more full-time Xavier University of Louisiana students, including officers.

If the organization is an academic or religious organization, or affiliated with a national organization, the following additional information must be provided:

a. Academic Organization: a letter of approval of the organization’s constitution must be certified by the Department Chairperson and Dean of College and submitted.

b. Religious Organization: a letter of approval of the organization’s constitution must be certified by the Office of Campus Ministry

c. National Organization: three brochures or other publications of the national organization, one copy of the national constitution and bylaws, and a letter of approval from the regional or national office must be submitted.

STEP 3: THE OFFICE WILL REVIEW THE PETITION AND GIVE THEIR DECISION.

STEP 4: THE SGA PRESIDENT WILL INVITE YOU TO THE NEXT IOC MEETING.

If your petition is cleared, the information will be forwarded to the SGA President who will invite your president to the next Inter-Organizational Council (IOC) meeting.

The organization is now officially recognized as an interest group in the IOC and will enter a semester-long probationary period. There are certain limitations during the probationary period. After the probationary period, the organization must again make their case to become a fully recognized student organization (RSO) before the IOC. The IOC will then vote again.

STEP 5: PETITIONING FOR FULL RECOGNITION AS A STUDENT ORGANIZATION

After the probationary period, the interest group may petition the IOC to become a fully recognized student organization (RSO).

NOTE: Petitioning interest groups must create and present a plan of action for the next semester. (Example: if a group is granted interest group status for the fall semester and then petitions the IOC to become a full RSO in January of the following spring semester, they must present to the IOC a plan of action for that same spring semester.)

The interest group leader may do this by emailing Ms. Sharrone Godfrey, smgodfre@xula.edu and expressing intent to petition the IOC to be granted full RSO status. CSI will then email the SGA President to invite the interest group to present at the next IOC meeting. Make sure to attach the plan of action to the email.

The reasons that this may be denied by the SGA representatives are not limited to the following:

 Missing IOC mandatory meetings and events (only allowed 1 excused absence, second absence qualifies organization as ineligible)

 Not meeting organization requirements (amount of events/community service requirements not met)

 Intent to petition was sent less than two weeks before the next IOC Meeting and documentation for petition was sent less than a week before the IOC Meeting; and other reasons

If the IOC votes in favor, the interest group is granted full RSO privileges, including independent scheduling of activities, use of the University name, and the ability to request SGA funds.

If the IOC votes against the motion to become a full RSO, the interest group will not be supported by the Student Government Association. The reasons a request may be denied by the IOC are not limited to the following:

● The inability to collaborate with other organizations

● An organizational mission that is similar to another existing organization

● Lack of student involvement and membership

● Lack of programming and direction

● Lack of proven leadership within the interest group

● Mismanagement of interest group privileges; and other reasons.

Requestors may appeal the decision to the SGA President.

REGISTERING A NEW STUDENT ORGANIZATION IN X-CONNECT

Once the IOC approves your interest group to become a full RSO or if you have been approved to reactivate an organization that has been inactive for over two years, you need to create your own X-CONNECT portal.

STEP 1: LOG IN TO X-CONNECT (xula.campuslabs.com/engage).

STEP 2: CLICK “ORGANIZATIONS” IN THE TOP TOOLBAR.

STEP 3: CLICK THE “REGISTER AN ORGANIZATION” BUTTON.

STEP 4: CLICK THE BLUE “REGISTER A NEW ORGANIZATION” BUTTON AT THE BOTTOM OF THE SCREEN.

STEP 5: FILL OUT THE X-CONNECT APPLICATION, CLICK SUBMIT, AND WAIT 5-10 BUSINESS DAYS.

Advisor information and primary contact information (student) will be requested in this application. This is how your advisor(s) will be registered. The Center for Student Involvement reviews X-CONNECT submissions on a weekly basis. Once you submit, the Center will review the application and return a decision within 5-10 business days.

STEP 6: ONCE PORTAL IS CREATED, PERSONALIZE IT AND FILL OUT THE PERTINENT INFORMATION.

In this step, you should assign officers in the pertinent section. If you need assistance with navigating the X-CONNECT portal, you can reach out to the Center for Student Involvement (smgodfre@xula.edu or sblancha@xula.edu) or

the SGA President (sgapres@xula.edu). Note: if the organization’s advisor(s) ever change, be sure to update the X-CONNECT portal and add them to it.

REACTIVATING AN EXISTING STUDENT ORGANIZATION

Don’t see your organization in X-CONNECT? Not getting emails from the SGA President about IOC meetings? You may need to reactivate your organization.

Inactive For Up To Two Years

An organization that has been inactive for up to two years can be reactivated as an RSO. Follow these steps:

STEP 1: LOG IN TO X-CONNECT (xula.campuslabs.com/engage).

STEP 2: CLICK “ORGANIZATIONS” IN THE TOP TOOLBAR.

STEP 3: CLICK THE “REGISTER AN ORGANIZATION” BUTTON.

STEP 4: CHECK THE ORGANIZATIONS UNDER “RE-REGISTER EXISTING.”

The subtitle under the organization should say “Available” and there should be a blue button on the right that says, “Re-register.” If the subtitle says “Unavailable,” you don’t see a button, or you don’t see your organization at all, you will need to re-register the organization as a new organization. Follow the process in “Inactive for Over Two Years” to see how to do so.

STEP 5: FILL OUT THE X-CONNECT APPLICATION, CLICK SUBMIT, AND WAIT 5-10 BUSINESS DAYS.

The Center for Student Involvement reviews X-CONNECT submissions on a weekly basis. Once you submit, the Center will review the application and return a decision within 5-10 business days.

STEP 6: ONCE YOUR PORTAL IS CREATED, PERSONALIZE IT AND FILL OUT THE PERTINENT INFORMATION.

If you need assistance with navigating the X-CONNECT portal, you can reach out to the Center for Student Involvement (smgodfre@xula.edu or sblancha@xula.edu) or the SGA President (sgapres@xula.edu).

Inactive For More Than Two Years

An organization that has been inactive for more than two years must re-apply for recognition as a new RSO.

RSO RIGHTS & RESPONSIBILITIES

Rights & Benefits

Once designated an RSO, the RSO is entitled to the following:

1. The use of the University’s name and visual identity in association with the name of the organization.

a. Note: The use of University seal and logo requires prior approval from the Center of Student Involvement

2. Use of University facilities in accordance with policies governing them.

3. Listing of the organization in the official publications of the University.

4. Solicitation of members on campus.

5. Use of the University calendar and reservations system, to schedule and publicize events. (Only advisors may make room and space reservations).

6. Right to request student activity funding from the appropriate source.

7. Ability to establish membership dues and raise funds.

8. Use of the Student Organization Resource Room, equipment and supplies to promote programs, events and activities.

9. Use of University transportation services, when available.

Guidelines

All RSOs of Xavier University of Louisiana must abide by the following guidelines:

1. They must not discriminate against membership of individuals based upon race, creed, age, disability, national origin or gender.

2. Adhere to national, state, local, and college policies, procedures and laws.

3. Be responsible for all activities and/or damage at any event sponsored by or involving the organization.

4. Have representatives from the organization attend leadership programs and workshops throughout the academic year (i.e. SGA Leadership Summits, Finance Workshops, etc.). The required number and types of workshops are decided by the SGA.

5. Have the president attend IOC and student body meetings.

6. Participate in the Annual UNCF Walk for Education.

7. They must submit all required documents and forms requested by the Center for Student Involvement by the deadline communicated to them.

8. Maintain a copy of the organization’s charter and/or constitution on file in the Center for Student Involvement.

9. They may not use Xavier University insignia, seal, logo or any other form of visual identity without prior approval from the Center for Student Involvement.

MAINTAINING YOUR RSO Officer Responsibilities

Student organizations should maintain records to share with members and their advisors. Your

advisor MUST be listed on the on-campus bank account (if created). In order to maintain good financial control, it is important that one person holds responsibility for financial transactions. The organization President and Financial Officer bear the main financial responsibility for the organization. Guidelines regarding on-campus bank accounts should be documented in organizational processes, procedures, and constitutions.

Student leaders’ responsibilities include the following:

● Consistently attend meetings and be actively engaged.

● Regularly update your organization’s X-Connect portal.

● Take initiative and be enthusiastic about your role within the organization.

● Follow through on commitments and take responsibility for their actions.

● Show mutual respect and support of each member within the group and to the entire student body.

● Be open to constructive feedback and commit to the process of learning through experience.

● Understand the university policies regarding RSOs/class councils.

● Keep regular and accurate records of all deposits and expenses.

● Share information with members at general meetings.

● Make financial decisions that are central to the organization’s mission, vision, and goals

● Communicate with your leadership team often.

● Always have a transition plan for the next group of leaders.

● Keep the advisor aware of and engaged with all happenings within the organization.

NOTE: Students are not allowed to sign contracts on behalf of the University. Please check with your advisor on these matters.

Advisor Responsibilities

NOTE: The following list is not an exhaustive list of advisor responsibilities.

Advisor responsibilities include the following:

● Be available to the officers and/or members of the RSO for advising and required signing of documents.

● Assist both the old and new leadership in their transition and provide historical continuity.

● Challenge students to make budget and expenditure decisions that best reflect the central mission and purpose of the organization.

● Hold officers accountable for proactive leadership and management of the RSO.

● If the organization has an on-campus bank account with the Xavier University of Louisiana Federal Credit Union or an off-campus bank account, review monthly financial records with the President and financial officer(s) on a regular basis.

● Communicate with the Office of Student Affairs to reserve spaces as needed by the organization. Students CANNOT reserve spaces.

● Be knowledgeable of your organization’s finances and procedures, as well as university policies.

● Allow the student leadership to exercise primary decision-making authority with regard to organization goals, objectives and activities within the limitations of the expectations above.

● Make sure the organization's events and initiatives are central to the mission of the organization.

● Assist the organization in developing goals and planning projects or events and to make suggestions that will empower members of the organization to become better leaders.

● Reserve spaces for the organization through the appropriate offices for meetings and events.

● Ensure your organization properly registers newly elected officers each year. Ensure the re-recognition process is completed each year, which records the contact information officers and advisors.

● Meet with organization officers and members as determined by the organization.

● Advisors and students are encouraged to develop a list of their own expectations for each other.

● Know how to utilize your resources and provide open communication and feedback to the students.

● Sign any contracts as requested and consistent with university policies.

● Ensure that their board’s academic, physical, mental, and emotional health is sustained.

Creating and Managing Your Social Media Accounts

If your RSO would like to create social media accounts, please fill out the Social Media Account Approval Form managed by the university’s Office of Marketing & Communications. For more information, contact xula1925@xula.edu.

Once your RSO’s social media accounts are created, at least the president and advisor have access to the accounts.

Note: Any social media profiles associated with the University name are property of Xavier University of Louisiana. All login credentials will need to be returned to the university or the incoming executive board of the organization at the end of the term.

Requirements to Remain Active

Follow these guidelines to remain an active organization on campus.

● RSO leaders must re-register their organization in X-Connect annually

- Note: Failure to re-register your organization will result in your RSO becoming inactive for the semester

● RSO leaders must attend monthly IOC meetings.

- Note: Failure to attend quarterly meetings will result in your RSO becoming inactive for the semester.

● RSO leaders must attend monthly student body meetings.

● Host at least 3 community service events per semester.

- RSO’s can collaborate with each other and the Office of Inclusion & Social Justice and the entities within.

● Host at least 3 organizational events per semester.

- Community service events are separate. General body meetings do not count towards this requirement.

● Attend SGA professional development workshops and leadership summits.

- This includes SGA Finance Workshops, the SGA Leadership Summits, etc.

● Update the organization’s X-CONNECT portal with the current roster of officers and advisor(s).

● Attend the UNCF Walk for Education.

Ordering Apparel

Follow these steps:

STEP 1: CREATE A DESIGN PROOF.

Work with your RSO/class council and your advisor to create a design proof that is consistent with the University Branding Guidelines

It is also highly recommended that designs are created through vendors already approved by the University. Check out the Approved Vendors List in the SGA Financial Manual for more information.

STEP 2: GET DESIGN APPROVED BY ADVISOR.

Your advisor must approve the design before moving forward with the process.

STEP 3: SUBMIT DESIGN TO X-CONNECT FOR INITIAL APPROVAL BY CSI.

Submit the design to X-CONNECT through the Student Organization Shirt & Other Paraphernalia Approval Form. The design will be forwarded to the university’s Office of Marketing & Communications for final approval. The final decision will be communicated to the organization by the Center for Student Involvement.

The form is checked once a week. If approval is needed urgently, fill out the form and also email Ms. Sharrone Godfrey, the Director of the Center for Student Involvement (smgodfre@xula.edu).

If approved, continue to Step 4. If denied, work with the Center for Student Involvement to correct any issues before moving forward.

STEP 4: ONCE APPROVED, WORK WITH VENDOR AND SECURE AN INVOICE.

To expedite the process, make sure the apparel vendor is on the university’s Approved Vendors List and secure an invoice.

STEP 5: BEGIN THE PURCHASE REQUEST PROCESS IN X-CONNECT.

Submit the invoice in X-CONNECT through the Purchase Request Process. More information on how to do this can be found in the SGA Financial Manual.

Reserving Spaces for Meetings & Events

In order to reserve most spaces for your organization’s meetings or events, your advisor will need to request an available space through the University’s Virtual Event Management System or contact Ms. Bobbie Gordon (bgordon@xula.edu), Executive Assistant to the Vice President of Student Affairs. There are a few spaces that are managed independently of the Office of Student Affairs. Read through the information provided to get more information.

The following locations are available for RSOs/classes to reserve for meetings and events:

University Center (most commonly used)

After reserving a space in the University Center and in order to request A/V equipment, chairs, and other items, requestors must submit a University Center Set-Up Form (You can find this in UC 316R) as soon as possible.

The following spaces are available in the University Center:

● UC Lobby

● UC Yard

● UC Ballroom

● 2nd-floor meeting rooms (UC 201, 205, 205C)

● UC open lounge (UC 219)

● SGA Student Organization Resource Room

○ NOTE: this room is managed by the SGA and is available for meetings and workshops for small organizations. The resource room is also available for organizations to use materials to create banners and other creative items. To use the room or to request the space for a meeting, requestors should fill out the Resource Room Request Form. If you have any issues, please contact the SGA Deputy Chief of Staff (sgadeputycos@xula.edu). They do not go through the University Event Management System or the Office of Student Affairs.

St. Martin DePorres meeting room

This room is located on the first floor of the building. Requestors should contact the Office of Residential Education (504-520-7321 / reslife@xula.edu) directly. Granting access is at the discretion of the office.

University parking lots

Parking lots are managed by the Xavier University Police Department and the Office of Student Affairs handles these requests. Communicate with Ms. Bobbie Gordon, bgordon@xula.edu to reserve a space.

Convocation Center Annex conference room (Convocation Center Annex - CCA 101)

Communicate with the Office of Student Affairs to reserve a space.

Norman C. Francis Science Complex Auditorium (NCF 105) and Lecture Rooms

Communicate with the Office of Student Affairs to reserve a space.

Qatar Pharmacy Pavilion Auditorium

Communicate with the Office of Student Affairs to reserve a space.

Please note: If money is collected at the door or the capacity is over 50 people, the Xavier University Police Department’s presence is required. Contact the Center for Student Involvement for more information.

Suspension and Revocation of Organization Charter

An organization which fails to meet the necessary requirements as outlined in this manual or violates any University guidelines or regulations will have its charter revoked for a period of no

less than one semester. Organizations should refer to specific university guidelines governing Greek-lettered organizations, the Inter-Organizational Council and professional societies/fraternities.