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Policy on Student Clubs and Organizations: Definitions and Recognition

Policy

Student Organizations at Holy Names University serve a valuable educational function, offering HNU students the opportunity to join together around social, cultural, political and special interest issues and to adopt leadership roles through programs and activities. Club and organization opportunities for leadership and involvement contribute to the total educational experience of students while promoting student development and enriching the campus community.

Definitions

  1. Student Organizations - A student organization is defined as any group or program at HNU that exists primarily for students and is formally recognized by the University. Student organizations are funded partially or totally by the University and individuals involved in student organizations are responsible to policies and guidelines established by the University as well as external agencies, as appropriate and in some cases, required. Student organizations are eligible to request funding from the Associated Students of Holy Names University (ASHNU). Current student organizations at HNU include sport-related teams, which are regulated by the University and the NCAA and Pac West, the Associated Students of Holy Names University (ASHNU), the student newspaper, dance and cheer leading squads, residence hall association (RHA), and the Mother Marie Rose Seminar. Students and advisors involved in student organizations must adhere to all institutional polices and regulations.
  2. Student Clubs - A student club is defined as any student-driven group at HNU that is formally recognized by the University. Student clubs are funded partially or totally by the University through funding provided to the Associated Students of Holy Names University (ASHNU). Examples of student clubs include the American Red Cross Club, HNU Construction Club, Asian Pacific Islanders Club, and Brothers and Sisters United/NAACP. Student clubs must be open for membership to all HNU students. Students and advisors involved in student clubs must adhere to all institutional polices and regulations.

Membership Eligibility

Active membership in student organizations and clubs is limited to registered students, faculty and staff. Students must constitute a majority of the membership of recognized organizations and clubs. Faculty and staff who are not students shall not be eligible to hold any office other than that of adviser.

Privileges of Recognized Student Clubs and Organizations

Registered student organizations are entitled to the following:

  1. Recruit members on campus.
  2. Request funding from the Associated Students of Holy Names University.
  3. Schedule the use of college buildings, grounds, and equipment when available.
  4. Use the services, resources and information available from the Student Development and Engagement office.
  5. Publicize their activities through the use of designated bulletin boards – subject to the terms of the University posting policy – as well as electronic communications generated by the Student Development and Engagement office, and through the use of an individualized page within the CSIL website.
  6. Utilize the services of the University (i.e. Campus Services, Campus Dining, Campus Mail, Requests for Payment, etc), with the approval of Student Development and Engagement.
  7. Participate in the annual Luau and Club Fair and other University activities, which provide an opportunity to recruit new members and let others know about the organization and its programs.
  8. Participate in leadership workshops on such topics as publicity, financial management, group leadership and organizational development sponsored by the Student Development and Engagement office.
  9. Solicit funds on campus for the support of organization activities. (Prior approval from the Student Development and Engagement office is required, as is proper documentation of all fund raising and expenses.)

Student Organization and Club Prohibitions

  1. Under no circumstances may lobby external agencies for political purposes or attempt in any way to influence legislative processes.
  2. Under no circumstances may student organizations or clubs sponsor HNU events, or use HNU facilities or services, unless the organization or club is either formally recognized or has the written approval of the Vice President for Student Affairs.
  3. No student organization or club may open a banking account with an external agency. All finance and accounting processes must be handled through the University.

Recognition Process*

Recognition is defined as the process whereby a student club or organization acquires eligibility to receive University support and services.

The following are criteria for recognition of a student club:

  1. Recognition is conducted through the Student Development and Engagement office.
  2. The recognition process must be renewed annually. This involves the submission of any and all documents necessary for the approval process to be considered.
  3. Clubs must register by September 30 for the fall semester and by January 31 for the spring semester. Clubs that form after these deadlines may be recognized provisionally, which means they will not be eligible for funding until the following term. All clubs must apply for recognition annually, regardless of their status in previous years.
  4. Student(s) must provide a statement of purpose that includes the club’s name and objectives. Objectives must be detailed and aligned with the educational mission and goals of the University.
  5. Student(s) must provide a list of positions that will govern the club (e.g., President, Vice President, Treasurer) and a process for how officers will be selected to govern the club.
  6. The club agrees to adhere to all policies and regulations of HNU, ASHNU and all local, state and federal laws.
  7. The club is open to all HNU students.
  8. The club has an advisor who is a current HNU faculty or staff member.
  9. The relationship between the University and recognized student clubs generates neither a contractual relationship between HNU and the club, nor a property right or expectancy in the club of any sort. Duties performed and activities undertaken by recognized student clubs are not HNU duties or activities.
  10. A student club may be recognized with HNU only after approval is granted.
  11. Registration is valid for one academic year.

All student organizations will be considered through University governance processes (e.g., strategic planning, budgeting, etc.) and approved by the Vice President for Student Affairs. A student organization may be recognized with HNU only after approval is granted by the Vice President for Student Affairs. Approval and/or continued approval is subject to continuous review.

*Registered student clubs and organizations may have an affiliation with organizations, national and/or regional, outside the college and be subject to policies and requirement of a parent organization, provided that this relationship entails no conflict with HNU objectives, policies, and activities.

 

 

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