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Southern Oregon University

 

Getting Started! 

I.C.C Guidelines  
This document explains all of the ICC operating principles and rules. 

A: Student clubs and organizations serve as a means for connecting with other students, providing leadership development and opportunities, appreciating diversity, encouraging civic engagement, enhancing your college experience.

A: Good question. It depends what your group would like to do!

All groups must:

  • Have 7 members

  • Have an SOU faculty or staff advisor

  • Have a current constitution

  • Follow the Requirements,Responsibilities,and Privileges of student groups

If groups want to be eligible for funding:

  • They must be in good standing with Inter Club Council, meaning:

  • A representative attends the weekly ICC meetings

  • Someone from the group attends and passes club trainings (Purpose, money, and travel)

What are the the Requirements of student groups?

  • Minimum of 7 SOU students actively involved as members

  • Open to all students, faculty, staff, and SOU community at large

  • Minimum of 1 officer who must be an SOU student enrolled in at least 8 credits per term

  • One advisor who is a member of the SOU Staff or Faculty

  • One member of the student organization and the advisor must complete club/advisor training

  • Membership cannot discriminate on the basis of creed, disability, gender, national origin, veteran's status, race, religion, or sexual orientation
  • Uphold all local, state, & federal laws

  • Abide by all SOU policies and guidelines

  • Have only SOU students as voting members and officers

  • Not allow the group to be used as a "front" for an off-campus group to obtain benefits

  • Re-Register each fall with updated list of officers and student members

  • Update the office of Student Life with any officer changes during the academic year
  • To host meetings and events on campus

  • Apply for student fee money

  • Use of the Student Publicity Center

  • Use of state (SOU) vehicles for authorized trips and conferences

  • Club Meetings & Events–You can book any room in the Union for your club events or meetings for free during normal business hours (Mon-Fri 8am-9pm).

  • Student Publicity Center-can design flyers, logos, and marketing tools for your club at a discounted rate. SPC offers two free hours of design time per club per term.

  • Access to Money-By attending ICC meetings and remaining in good standing you have the ability to request funds for events, trips, and supplies for your club.

  • A seat at Inter Club Council (ICC)-you have an opportunity to explore, plan and engage with all of the other clubs on campus.

Becoming a registered club on-campus is easy.

Go to sou.edu/souconnect

FIRST: Log-in with your SOU Account information

SECOND: REGISTER YOUR ORGANIZATION

  • From your profile click "Organizations"

  • Click Register a New Organization on the bottom left hand side.

  • You must have basic information about your organization (mission, member names, advisor, constitution)

  • Click Submit and wait for approval

THIRD: ADVISOR AGREEMENT FORM

      • Have your advisor complete the Advisor Agreement Form through SOU Connect. The form can be found in the “form” section of Inter Club Council's Profile

A:  At the beginning of every school year each club needs to re register. A current club officer needs to click the register button on the right of the page and follow the process.

Are all your club officers gone? Email Larry Locke, Assistant Director of Student Life at lockel@sou.edu for assistance.

A: This is really up to your group.  All constitutions should at minimum state the purpose of your organization and discuss how leadership transitions will be handled.

Click this link for a “Sample Blank Club By Laws and Constitution.

 

Sample Blank Club By Laws and Constitution

This document is an example of what a clubs by laws and constitutions can look like. Feel free to use and edit to best meet the needs of your group.

 

  • Any club officer can edit club leadership position listings in the club roster.  

  • To do this, from “Roster,” go in to “Manage Roster,” then to the right of the individual’s name, click “Edit Positions.”

  • If you do not have officer rights in the system BUT are a club officer - email Larry Locke (lockel@sou.edu) for assistance). 

 

 

 

The Multicultural Resource Center provides oversight over the groups and organizations that comprise the Multicultural Coalition (MCC). The coalition was chartered to provide a means for SOU's identity based groups to come together in order to develop a sense of community support, design and execute joint programs, share news and explore ways of culturally impacting the SOU community. Specific questions about the MCC groups should be directed toward the MRC Coordinator, Marvin Woodward (woodwardm@sou.ed).

MCC groups are responsible for all the Requirements, Responsibilities, and Privileges of any other SOU student club or organization. However, they are funded directly from SFC. MCC groups are still expected to attend regular ICC meetings or their funds may be frozen.

Events will be canceled if event is not submitted and approved on SOU Connect.

Meetings spaces will be canceled if a group is not registered as a club or organization on SOU Connect.

To schedule events, meetings, displays, or other informational material in the Stevenson Union and courtyard, you must contact the Student Life Office in 312, Monday – Friday 8:00 a.m. – 5:00 p.m or by emailing su_scheduling@sou.edu or by calling 541-552-6462.

The Stevenson Union is open Mon – Fri 8:00am-9:00pm.

Scheduling events and meetings should be done a minimum of 2 weeks in advance. If it is a large-scale event, there should be a minimum one-month advance scheduling. This lead time not only increases the chance that your your requests can be filled, but allows enough time to make sure your publicity has enough time to reach students.

Rooms are available in a first-come, first-served basis and may be reserved up to one year in advance.

Activities with historical consistency will also be given priority for scheduling.

When in use after hours, the club or organization will be charged an hourly fee of $11.00 per Event Member Crew. The rate will begin from time the group takes possession of the facility for decorating/set-up through cleanup after the event.

Events held on the courtyard of the Stevenson Union may have restrictions on sound equipment used based on when the event occurs.

A noise permit may be required from the City of Ashland.

Criteria used during the approval of an outdoor event are listed below:

 Time of day or night o Volume level of sound – especially around academic buildings including library

 Size of group including audience

 Effect on landscape and property

Equipment

Audio-visual equipment and room set-up needs can be arranged during the scheduling of the event or meeting.

Audio-visual and furniture needed for an event are free of charge to registered student clubs and organizations if owned by the Stevenson Union.

 

 

Putting on an Event or Traveling  

Only folks listed as officers for a club or group in SOU Connect may submit event requests.

Click "Submit An Event" from your club or group's profile. 

The “Event Request Form” on SOU Connect uses logic to give gather all the information needed to submit your event for approval.  It is important to complete each page correctly or your submission will be denied or at the very least hold up your event approval.

If you are submitting travel or a contracting request with less than 10 business days away from your date please note your event will automatically be denied.

Not all events are made of the same parts! If you are thinking of doing something original or large scale it is best to check in with one of the Assistant Directors of Student Life first.

You WILL need to know the:

Event type (your options are)

  • On Campus Event/Game
  • Off Campus Event/Meeting/Game/Travel
  • Regular Club/Organization Meeting (On Campus)
  • SU Tabling
  • Outdoor Program Facilitated Trip

 Organization type (your options are)

  • General Club and Student Organizations
  • Multicultural Coalition (NASU, ISA, LSU, BSU, and HHC)
  • Resource Center (WRC, MRC, QRC, CRC, VRO, Ecos)
  • Leadership and Wellness (Raider Rec, OP, HPO)
  • Union and Traditions (Epic, NSO, Building Managers)
  • ASSOU Branch
  • Campus Partner (Non Student Life managed)

 Everyone will also need to answer the following questions: 

  • Are your participants/attendees required to sign "Assumptions of Risk"?
  • Is transportation required for this event?
  • Is this a fundraiser/will anything be sold?
  • Are you hiring a person or renting place a place? Does this event involve any type of contract?
  • Will alcohol be present at this event?
  • Will food be served at this event?

 

Has the venue already been reserved? You will be required to upload a screenshot of the reservation.

If a reservation is not applicable you will have a space to explain where the event will be located (for example the event is being hosted by the MRC and taking place in the MRC).

If you need assistance reserving a space in Stevenson Union, please contact Kay Swader, Stevenson Union Building Manager, at swaderd@sou.edu or stop by SU 312.

To reserve space in another location on campus, contact the appropriate building manager.

You will need to know all the details about an off campus vendor to submit your event approval including a contact person’s name and telephone number.

If a contract is required the system will send you to the “request to contract” page. 

If the vender calls it a contract - the university will treat it as a contract!

If a contract is required note that students and club advisers cannot enter into a contract on behalf of the university. If students or a club adviser sign a contract they are personally responsible for that contract.

If you select "yes" to "Are you hiring a person or renting place a place? Does this event involve any type of contract?" on the SOU Connect Event Form you will be directed to the right page to complete a contract request. All contracts require and SOU Connect Event Request Form submission. 

 

A contract is a signed, or verbal, agreement to pay a person or company for providing a service or to rent equipment or space.

Examples of contracts (not an inclusive list):

  • A specialized skill or service (e.g. speaker, band, referee, bus driver, photographer)
  • Food services (e.g. catering, food trucks)
  • A location, building, or equipment rental (e.g. sports field, hotel event space, jump house)

Anyone providing a service for SOU will require a contract, regardless of whether that service is SOU-specific or includes other vendor clients.  (Example: A jet-boat trip that is open to other customers requires a contract.)

Contracts take a fair amount of time and require you to have all of the details ready at minimum 10 business days in advance.  For each contract you must complete a Request to Contract Form (link here) and upload them individually in SOU Connect when prompted.

If you need more than 3 contracts contact Tatiana Bredikin, at bredikint@sou.edu, immediately. She will work with you directly to complete this process.

Important notes about requesting to contract:

  • The request to contract form is NOT a contract.
  • Allow a MINIMUM of 10 business days for processing.
  • Students and club advisors cannot enter into a contract on behalf of the university.
  • If students or a club advisor sign a contract they are personally and financially responsible for that contract.
  • Advise each vendor that a staff person from SOU will be in contact to go over contract details.

Contracts are designed to provide written elements describing agreements made between two or more parties:

  • The contract is a set of promises to do or not do something; it is usually a promise to exchange goods or services.
  • The university may pay an expense, receive income; however, zero funds might change hands between the parties.
  • Contracts are also known as agreement, memos of understanding, cooperative agreements, interagency agreements, purchase orders, personal/professional services contracts, etc.
  • All contracts must be signed by the appropriate contract authority before services begin. Once signed by all parties, the document becomes legally binding.
  • The contracts officer relies on the originating department for detailed, supportive information.  In order to develop an adequate contract, the following must be present:
  • Scope of the work to be covered
  • The cost or consideration, including payment terms
  • Duration of the contract, including beginning and ending dates
  • Termination rights.

In order to have your travel approved it must be submitted as an event request on SOU Connect.

Organizing travel for a student event is a complicated process that requires a high level of attention to detail. In order to best facilitate the process of approval, please be sure to follow up regularly with the Student Life Office to ensure that all details have been finalized.  You will need to know in advance what mode of transportation is being arranged for this event.

The following are student travel expectations:

  • Requests should be completed by the trip leader
  • Student travel for any SOU-related purpose must receive approval
  • Requests must be submitted for approval at least 10 business days two weeks prior to departure date
  • Requests must be submitted for approval at least 10 business days two weeks prior to purchases (such as registration fees or transportation expenses) being made for the event or activity
  • All supporting documents must be submitted at least 5 business days before departure

The SOU Connect form will ask you for:

·      Departure time

·      Return time

·      A list of all participants (first and last names) – note Participants must RSVP on SOU Connect at least 5 days before departure

·      Travel Routes

·      Will a faculty or staff member be traveling with the students

·      The trip leader to sign an online agreement

·      The trip leaders cell phone.

No reimbursements will be provided if event is not approved on SOU Connect.  We will need a list first and last name of all students, faculty and staff who will be driving at any point during this trip is required.  In addition a list of the first and last names for the owners of all vehicles that will be required.

No reimbursements will be provided for drivers who are not university cleared. To obtain driver clearance review the information on the service Center page and complete the form at the bottom of that page.  

https://inside.sou.edu/sc/support.html#driver-s-clearance

Note out-of-state certified driver history records take a substantially longer time to obtain than Oregon records.  Please contact Tatiana Bredikin bredikint@sou.edu, if you have questions about this.

No reimbursements will be provided for owners of vehicles drivers who do not provide documentation of current auto drivers insurance A copy or photo of the current auto insurance card for the private vehicles driven must be submitted.  Upload in the space provided in SOU Connect. Make sure each files name includes the driving student's name and date their insurance expires.

Van certification is required to drive the SOU 11-passenger vans.  Information on obtaining that is provided in the email giving notice that you have received driver clearance.

Renting SOU vehicles:

For information and to request a van go to the Service Center web page.

https://inside.sou.edu/sc/support.html#sou-van-rental

If you are providing food you will need to list where the foods are coming from in the SOU Connect event request form.

If you are making your own food describe where the food is being prepared.  Renting the commercial kitchen in the SU may be required. Contact catering@sou.edu to make a reservation.

If you are making our own food please list the students’ names of students with food handlers’ cards.

If you are planning a BBQ (or something else with a flame) you will be asked to complete an Open Flame permit during the SOU Connect process.  

If your event will use volunteers they must complete a “volunteer services form” prior to participating in club or other campus related activities.

**Volunteers are outside parties not associated with SOU and include alumni.

You can download the volunteer form here. All volunteer forms need to be turned into Student Life (SU 312) 5 days before your event.

The event lead will serve as the "site supervisor" on the volunteer form, if the individual is only volunteering for the specific event.   Volunteer forms are valid for the entire academic year.  In that case the “site supervisor” is the club adviser.

Risk Management is the process of considering the potential and perceived risk involved in student activities.  It includes monitoring organization activities and taking both corrective action and proactive steps to minimize accidental injury and/or loss.

All events have risk. You must select at least one of the risks listed on the SOU Connect page when prompted and more if they apply. You are required to describe how you plan to mitigate the risk for the event. If you need help planning to address the risk, please write "I need help" in the text box and someone will contact you.

Staff will help you navigate risk as best they can.

Associate or Assistant Directors of Student Life approve events for their area.

Other staff members, such as Resource Center coordinators, have responsibilities to review events, interact with club members to ensure the request is complete and collect required documentation, and make recommendations for complete submission status.

Event Approves

Larry Locke, Assistant Director of Student Life for Leadership, lockel@sou.edu

Janelle Wilson, Associate Director of Diversity and Inclusion, wilsonjan@sou.edu

Danielle Mancuso, Assistant Director of Student Life for Involvement, mancusod@sou.edu

Event Reviewers

Treasa Sprague, Risk Management.  Do not contact her directly.  Address your questions to Student Life staff

Tatiana Bredikin, SOU Connect, travel, reimbursements, and contracts support, bredikint@sou.edu


Event submissions must be made on SOU Connect, and supporting documentation submitted, within the timeframes indicated in SOU Connect, usually 10 business days before the event.  Staff members are unable to drop commitments to other students to push through late event requests.  Late submissions and late supporting documentation may result in the event cancellation.

Oops, you made a mistake which you noticed after submitting your event!

Events cannot be changed once they have been submitted, but you can make notes in the “Comments” section.  If it needs to be corrected in the event, the event will be “Denied” by the appropriate Student Life administrator and you will be asked to correct it in the event.  Events can only be changed if they are “Denied.”

Someone in the review process has asked you for more information or to correct something.  What to do?

Respond in the “Comments” section, unless they have “Denied” your event, in which case you will go back in {HOW} and correct the information in the original event, but  you will not create a new event.

Your advisor, (or Assistant or Associate Director for Student Life), sent your submission back and asked you to make corrections.

In this case that person would have “Denied” the event, and you can go back in and make corrections in the original submission.  Do NOT create a new event.  It takes you a lot longer, shows it as two separate events, and confuses the process since we don’t know which one is accurate.

Oh no! Your event has been denied!

Go back into the event and make corrections requested in the original submission.  Do NOT create a new event.  It  confuses the process since we don’t know which one is accurate.

1) Go to your “involvement” page and click on “Submissions”

2)Click on events

3) Click the event that was denied, edit it, resubmit it.

How to use Catertrax and Order food from Catering:

All orders need to be made 7-10 days prior to the event.

And any special menus please contact us two weeks

or more to be able to provide that service.

1. Go to https://southernoregonuniversity.catertrax.com/

2. Need a new account? Click where is says “Need an account?Click here”

3. Fill out all the require fields and click “continue.”

4. It will bring you to this page where you can look at the menu and order food, to place an order click on “Catering Menu” Or “Student Menu.”

5. When you find the item you want, put it the quantity you want and click order. Make sure to check the number of people that 1 quantity feeds.

6. Once you click order, this page will show up where you will start putting in your information.

7. Click what day you would like to have your catering, the system will tell you if that day is okay. Then choose your pick-up or delivery preference. Note: Student Catering items are pick-up only.

8. If you choose pick up, it will ask you to fill out some additional information

9. If you choose delivery, it will ask you to fill out some additional information. Note: Student Catering menu is not available for delivery

10. Once you have filled out your preference, hit continue. It will now have you review your selection, once you are satisfied with your order, hit proceed to checkout.

11. You can click on the invoice number to view your order. From this screen you can also change your order, print invoice or repeat order.

12. Regarding payment, a deposit is due 7 days before the event and full payment is due at the end of the event. The easiest way to pay is with an index code. Don’t know your clubs index codes?

Check with Student Life–be sure to check that you have the money to spend in your account!

How to rent an SOU vehicle.

For information and to request a van go to the Service Center web page.

https://inside.sou.edu/sc/support.html#sou-van-rental

Information needed to fill out the request

Department: Student Life

Index code: see FAQ index codes if needed

Account Authority:Your AD - Clubs: Larry Locke; Resource Centers: Janelle Wilson; EPIC: Danielle Mancuso; ASSOU: Jennifer Fountain; International Programs: Na Murphy

Primary Driver and additional driver names

Note: Write “fund approvers: List the names of your club”  They will be contacted to approve the expenditure.

How to get Van Certification

Driver clearance is required before you can apply for van certification.

When you receive email notification of your driver clearance that will include instructions on how to obtain van certification.

  • Watch a video

  • Schedule a driver test

Van certification is required to drive the SOU 14 passenger vans, but not for the 7 person vehicles.

It is not required to rent an 8-passenger minivan from Enterprise or other vehicle rental companies.

 

Money, Money, Money

An Index Code is a six-digit university indicator for a department financial account.

Clubs may have up to four, but most commonly two, accounts that may hold money for them to use.  University accounting procedures must be followed to access the money in any type of account.  

The first three letters describe the type of account it is, the second three describe the specific club, in the first two types of index code which are the most common club accounts.

1. SCO--- (e.g. SCOSNO) is your club’s deposited funds.  They may be from fundraising or member dues. These can be spent as the club determines, and must be in line with university policies.  All university purchasing policies apply.

2. EAA--- (e.g. EAABEE) is club money allocated through the ICCAC (InterClub Council Allocation Committee) process.  These funds are held aside for the club for a limited time and may only be used for the purpose for which they were requested and allocated.   They cannot be carried over from term to term unless specific arrangements were made with ICCAC in advance.

3. SU---- (e.g. SUINTL) is money allocated through the Student Incidental Fee (referred to as SFC, Student Fee Committee) process.  A few clubs, mostly unions and resource-center-related clubs, will have access to these funds which must be approved by the related budget authority, usually the resource center coordinator.  Please see your coordinator or Tatiana (bredikint@sou.edu) if you believe you have gift funds or want to use them.

4. Gift accounts have the letter “X” in them. (e.g. SUXGEN) They hold money that came to the club through a donation.  Please see Tatiana (bredikint@sou.edu) if you believe you have gift funds or want to use them.

5. Foundation account funds do not have an index code, and are usually larger sums of money that have been donated to a club.  They need to be transferred to a university gift account to be spend.  Please contact Tatiana (bredikint@sou.edu) if you believe you have Foundation account funds or want to use them.

You must use the correct index code and know how much money you have to spend from that account, or you could put the account, and your club, in a deficit - a very NOT -good place to be.

Index codes are used to pay for on campus services.  

The following are campus services that clubs use and require accurate index codes:

  1. Catering
  2. Stevenson Union after hours room reservations
  3. Student Publicity Services
  4. Driver Clearance Requests
  5. Van rental requests
  6. Print and Copy services
  7. Room reservations in Hannon Library

If your club leadership is not sure of the index code, or which of your index codes to use for a particular expense, please see Tatiana, bredikint@sou.edu to get the correct one.  It is much safer to get the correct index code than to make a mistake.  Mistakes can be missed and cost the club funds that should have been paid from another account.

Reimbursement/Payment form: http://www.sou.edu/assets/studentlife/Student_Life_Reimbursement_Form_3_2016.pdf

Fill this out completely.

Funding Source:

SFC, Student Fee Committee funds, (e.g. Student Unions, BSU, LSU)

ICC, Inter Club Council, (Funds to clubs, received from ICCAC, after a request and presentation, EAAxxx index code)

Club, Funds raised by your club, (SCOxxx index code)

Food or hosting expenses: You must include names of participants who ate the food you purchased on page 2 of the Reimbursement Form.  Take that form with you to the event to have people sign in, or if you have a small group you may list participant names. If you are selling food at an event, you may write “open to the campus community.”

Fund Approvers: A fund approver (a student club member, or occasionally an advisor) has been given authority by the club leadership to approve the expenditure of club funds.  Two fund approver signatures are required for reimbursements or payments and must be listed on the Club SOU Connect Roster as a “Fund Approver.” The claimant (recipient of the reimbursement) cannot be the fund approver signature on their own reimbursement, even if they are a fund approver,.  {see how to change positions in the club roster, to learn how to establish a fund approver}

Tape ITEMIZED receipts to re-used paper, available in SU 312. Credit card receipt are NOT an itemized receipt and therefore not acceptable.

Paperclip the request form and receipt pages together.

If you have any questions contact Tatiana at Bredikint@sou.edu, or bring your partially completed form to SU 312 to review it.

What if the raft flipped and the receipts were in your pocket?

Lost receipt affidavit form: https://www.sou.edu/assets/bus_serv/docs/travel/team_travel/ath-lost-receipt-affidavit.pdf

Fill this out with all the known information and your signature that indicates this is true.

There are several ways to pay an outside (SOU) vendor.

  1. Student club members are encouraged to pay the vendor directly and then be reimbursed by SOU.  (see “Reimbursements” above)

  2. SOU can pay the vendor with a check.  If the vendor has not worked with SOU previously, then there are additional steps the vendor must complete which may slow the payment process. Contact Tatiana at bredikint@sou.edu to learn if your proposed vendor is established to receive payments from SOU.

  3. Payment with an SOU Student Life credit card may be an option.  Contact Larry Locke at lockel@sou.edu or Tatiana at bredikint@sou.edu, directly if you would like to explore this possibility.

For reimbursements for travel expenses, use this form: https://www.sou.edu/assets/bus_serv/docs/training/TravelExpenseReimbursementForm.pdf

Fill it out completely and get two club fund approver signatures.  There are no specific lines for clubs on this form, so use the space at the bottom for fund approver signatures, date, and names printed clearly.

Clubs can decide how they want to reimburse drivers: full university rate, or gas expenses with receipts.  Regardless of the type of reimbursement, documentation is required.  Use mileage documentation (such as google maps print out) or receipts for expenses.  Even if the club decided to pay drivers a flat rate, the driver must demonstrate there were expenses to be reimbursed.

A fund approver is a club member (may occasionally be a club advisor) who has been given authority, by the club leadership, to approve the expenditure of club funds.  It is considered a club position. Two fund approver signatures are required for reimbursements or payments and they must be listed on the Club SOU Connect Roster as a “Fund Approver.” The claimant (recipient of the reimbursement) cannot be the fund approver signature on their own reimbursement, even if they are a Fund Approver.

Inter Club Council Allocation Committee (ICCAC) is the committee that hears funding requests from clubs. Your group must fill out an ICC fund Request form via SOU Connect.

Steps to Requesting Funds from ICCAC

1. Go to the Inter Club Council profile on SOU Connect and click on “Forms”

2. Click on the "2016-17 ICC Allocation Committee Application For Funding (ICCAC Request)"

3. Follow directions and complete both the form and the downloadable budget request document.

4. Once you have filled out both pages, there is an option to review and then you will hit “Submit.” There is also a discussion tab to type in any questions or provide more information. You will receive an email that says your submission had been received.

5. Your club will be required to do a short presentation on your request to the Inter Club Council Allocation Committee (ICCAC). ICCAC will contact you with more information after receiving your request. When  you present, please be prepared to answer questions about your group’s request.

Funding proposals should demonstrate how funding will: 1. Advance the mission of Southern Oregon University. 2. Promote the importance of clubs and community. 3. Contribute to the student experience.

Do you have questions or want advice? The ICCAC Chair Nicole H can be reached at iccac@sou.edu. You may also contact Larry Locke, Assistant Director of Student Life for Leadership at lockel@sou.edu 

TWO types of budget requests can be proposed to ICCAC:

ANNUAL: Clubs that have been established for at least two full years and have perceivably transitioned their organization effectively can make annual budget requests. Annual requests must be submitted by the fourth week of fall term. Once this budget has been presented and accepted that organization/club CANNOT receive additional funds from ICCAC for the remainder of that academic year.

QUARTERLY: A quarterly budget request, can be submitted to ICCAC starting at the beginning of the term until the end of the fifth week of that particular term.

Other

 

All publicity must be approved through the Student Life Office for posting in the Stevenson Union.

All publicity must include the name of the sponsoring group. Only campus related events or info may be advertised on campus bulletin boards.

 Advertisements must be placed within the boundaries of the appropriate bulletin boards. No more than one poster per board.

Existing signs may not be covered, moved, or removed when posting new signs. All signs must conform to Oregon State laws, Ashland City ordinances, and Southern Oregon University policies. Signs in violation of these policies will be removed.

The university reserves the right to remove all signs at the end of each month, or at times deemed appropriate.

Special exceptions to the posting policy may be granted by the Director of Student Life as appropriate.

All reservations for the Boulevard Sign are made through the Student Publicity Center. The boulevard sign is for major events. The Student Publicity Center will make all signs and hang them, which incurs a fee for the requesting club or organization.

All reservations for the Kiosk Sign are made through the Student Publicity Center. The Student Publicity Center will make all signs and hang them, which incurs a fee for the requesting club or organization

Plastic sign holders (“table toppers”) located in Elmo’s are used to promote SOU campus activities. Contact the Student Publicity Center to create the toppers and the Student Life Office for permission to place them in Elmo’s.

Any political advertisements for candidates running for office must be posted only on the public bulletin board. This does not include student government elections.  Chalking in the SU Courtyard must be a minimum of 20 feet from the SU Doors.

The Director of Student Life is responsible for interpreting campus policies related to posting. Policies related to solicitation on campus are notes in the Administrative Rules for Southern Oregon University. Appeals of any decisions made by the Director of Student Life will be referred to the Provost Office.

 

The showing of movies may require a public viewing license. For information about public film viewings please contact the office of Student Life. 36 Movies publicized and shown in a public setting by SOU groups are required to purchase the “rights” or public viewing license. There are various companies that sell movie licenses. The United States Copyright law provides the exemption of purchasing movie rights if the purpose is for direct face to face teaching activities, but does not include performances for recreation or entertainment purposes, even if there is cultural value or intellectual appeal. The United States Copyright Law section § 110(1) with specific language for public viewing license exemptions is found in Title 17 of the United States Code and is stated below. § 110. Limitations on exclusive rights: Exemption of certain performances and displays Notwithstanding the provisions of section 106, the following are not infringements of copyright: (1) performance or display of a work by instructors or pupils in the course of face-to-face teaching activities of a nonprofit educational institution, in a classroom or similar place devoted to instruction, unless, in the case of a motion picture or other audiovisual work, the performance, or the display of individual images, is given by means of a copy that was not lawfully made under this title, and that the person responsible for the performance knew or had reason to believe was not lawfully made; http://www.copyright.gov/title17/92chap1.html#110

 

In accordance with U.S. Supreme Court rulings, religious groups whose purpose is to study or perpetuate a particular organized religion or religious philosophy are not eligible for Student Fee funding unless the following two situations both apply:

 The sponsored event is open to all students regardless of any religious affiliation

 The event is openly publicized for the general student population as well as the university community.

 

Clubs and organizations may not receive Student Fee funds for activities supporting political candidates and/or measures. NO GROUP MAY REPRESENT A POLITICAL CANDIDATE. GROUPS MAY REPRESENT POLITICAL PARTIES. The Associated Students of Southern Oregon University will sponsor or co-sponsor all political speakers and candidates who desire to appear on campus in order to provide equal access to the campus and expedite arrangements.

The Stevenson Union may be used for the purpose of holding political meetings, provided that:

 There is no interference with regularly scheduled functions

 Students are permitted to hear the speakers without charge

 Sponsors pay any regular fees required for the use of the facilities

 There is equal opportunity for each of the political party candidates to speak

 The activity is educational in nature

Posting campaign signs, announcements, etc. in campus buildings or on campus grounds is prohibited. The public bulletin board inside the Stevenson Union is the only location on campus for posting of campaign signs or political announcements. The Stevenson Union courtyard, raised lounge, and Elmo's are available for political candidates to visit with students, faculty, and staff. However, these areas are not to be used for speech making and no material is to be distributed.

Individuals from off-campus may solicit signatures for ballot measures in the free speech zone outside of the Stevenson Union in the courtyard only.

 

Club Manual 2015-2016 
This document explains all of the Club rules, resources, and functions from 2015-16. For more up to date information check the FAQs below!