Article VIII: Campus Organizations

8.1.1 Luther College recognizes that students bring to campus a variety of interests and develop other new interests as members of the community. Therefore, students are free to organize and join associations to promote their common interests. Student organizations shall have the right to assemble as long as they do not: a) violate the civil law or the college code of conduct, b) destroy property, c) disrupt classes and the other regular and essential operation of the college, d) or in any other way infringe upon the rights of other individuals and organizations.

Organizations who wish to be officially recognized by the college and are not directly responsible to a college department or office, must submit an organizational constitution to the Campus Life Committee. All constitutions must include a statement of aims and purposes of the organization as well as the bylaws of the organization. Constitutions must be approved by the Campus Life Committee, and based on this, the organization shall be considered officially recognized. This will entitle the organization to the following rights: a) to reserve college facilities; b) to apply for organizational floors; c) to run campus fund-raising activities; d) to advertise e) to apply for funding through the Campus Life Committee. If the Campus Life Committee declines to approve a constitution, it shall provide the organization with a written statement of the grounds for its decision.

Any student organizations, not just social organizations, that choose to host alcohol-related events should be in compliance with section 8.1.7.

8.1.2 Organization (social) advisors shall be chosen primarily from the teaching faculty. A maximum of one fourth of the organization advisors may be chosen from non-teaching faculty, staff, or administration. Each advisor chosen from outside of the teaching faculty must be approved by the Campus Life Committee. The advisor shall be kept fully informed of all activities of the organization and be invited but not required to attend all meetings and social events. The advisor may resign his or her advisory role if the informing and inviting provisions are not met. In the event an advisor should resign for cause this resignation should include a report stating the reasons for resignation and be sent by the advisor to the Social Fraternity/Sorority Hearing Board and the Campus Life Committee for appropriate action. The organization shall have not more than 30 days from the date of a resignation to recruit a new advisor or lose recognition by the college. The advisor’s purpose shall be to advise organizations in the exercise of responsibility, but the advisor shall not have the authority to control the policy of the organization, except as noted above, and will not be held liable for any action of the organization.

A. Social Organizations will select faculty or staff advisors for the coming academic year by May 10th of the previous spring. The Inter-Greek Council (IGC) will then inform the Faculty Organization Committee of the names of the faculty advisors. The committee will then count this advising role as a committee assignment for those faculty members.

B. Faculty and staff advisors will attend three orientation/information sessions, arranged by the Student Life Staff, during the year of their advisory role.

1. The first orientation session will be a joint session of faculty/staff advisors, officers of Greek organizations, and members of the Inter-Greek Council. The sessions will include information on legal liability issues, planning for the fall pledging process, prevention of hazing, and the registration process for alcohol-related events.

2. Other advisor sessions will be designed to cover topics to meet the needs of the advisor group, such as the use of alcohol in social organization activities, leadership opportunities for group members, service-learning opportunities, and ways to share ideas across groups.

3. Another major duty of the faculty/staff advisor is to attend a minimum of two of the organization’s meetings or events each semester, in order to build a positive relationship between advisor and members.

8.1.3 At the beginning of each academic year, each social organization must submit a prospectus to Student Life. The prospectus consists of: a) advisor’s name; b) officers’ and current members’ names; c) goals and objectives that outline the organization’s anticipated activities and projects; d) a list of a minimum of one civic and two college community projects. Prospectuses must be submitted to the Student Life Office on or before the last Tuesday of September. Failure to meet the deadline will be cause for loss of rights as stated in Article 8.1.1. The prospectus will be kept in the Student Activities Office, and a copy will be placed in the library archives. Organizations are encouraged to utilize their advisor in developing this and other reports. Annual charter applications must be submitted by April 10 (see 8.1.7.1).

8.1.4 Election of social organization officers will be held during December of each year. The new officers will not take over their responsibilities until after the leadership workshop. This workshop will be required for all social organization presidents and will be open to all organization officers. The purpose of the leadership workshop is to assist in the development of quality and consistent leadership.

8.1.4.1 Pledging

A. Pledge activities will not commence until fall semester of one’s sophomore, junior, or senior year.

B. Activation must take place by November 1st each year.

C. All prospective pledges will be required to attend an information session covering the pledging process, alcohol use, hazing, and other pertinent issues, the evening before pledging commences.

D. Rush activities may begin on March 1st and will be restricted to two weeks during March or April. The dates are to be set by IGC. Rushing will be defined as pre-pledging activities designed for the purpose of providing information to prospective members.

8.1.5 The Inter-Greek Council will schedule regular meetings. Attendance at these meetings is required of all social organizations. Each organization will be represented by an officer. Failure to attend will be cause for disciplinary action.

The purpose for the meetings is to share ideas, coordinate activities, discuss problems, develop leadership, organize pledging activities, and discuss other issues which are pertinent to the social organizations. Through these meetings the advisors of IGC will offer programming assistance for the purpose of enhancing the range of activities in which the organizations may choose to participate.

Prior to the commencement of pledging, each organization must submit a list of all planned activities to their respective council advisor. All pledging activities must be approved by the council advisor prior to pledging.

8.1.6 The advisor to the IGC will develop a format for all prospectuses. Each organization president will meet with the organizational advisor to prepare its prospectus at the beginning of each fall semester prior to submitting it to Student Life. Each prospectus will state the goals and objectives that outline the organization’s anticipated activities, projects, and guidelines for responsible use of alcoholic beverages. The Student Senate requires that each organization do service projects as stated in Article 8.1.3. These must be whole organization activities, not pledge activities.

8.1.7 Each organization’s prospectus will include guidelines for responsible use of alcoholic beverages. Reports of violations of these guidelines made by members of the Luther community to the Student Life Office shall be referred to Campus Hearing Board under 8.2.1 and 8.2.2. The guidelines must include, but are not limited to, the following:

A. That the possession, use, sale and/or consumption of alcoholic beverages at any organizational activity or function shall be in compliance with all applicable laws and Luther College policies.

B. That the organization will encourage moderation and lawful consumption in regard to alcoholic beverages. They will also discourage irresponsible consumption of alcoholic beverages. To this end, food and alternative non-alcoholic beverages will be available in the same manner as alcoholic beverages at all organizational functions.

C. That if the organization hosts an off-campus event involving alcohol, it will develop and implement programs such as buddy systems, designated drivers, Students Against Drunk Drivers (SADD) contracts, designated bartenders, and will meet with a Lifetime Wellness Educator for an information and discussion session on legal and responsible alcohol use.

D. That any activity designed for the purpose of initiating or activating pledges into the social organization on either pledge night or activation night will involve no alcohol.

E. That there shall be no required alcohol consumption.

F. That when alcohol is available at an off-campus event sponsored by a campus organization, the event shall be in a setting where alcohol sales are legal, provided by a private, licensed vendor on a per drink basis, with no profit from alcohol sales going to the sponsoring organization. This means no purchase, sale, or distribution of alcohol by the organization.

G. That the organization shall register its event with, and receive approval from its advisor, indicating the place, time, anticipated number of guests, and methods to comply with ”a“ through ”f“ above. Such methods may include, but are not limited to, employing local law enforcement officers at the event. A copy of the registration will be sent to the Student Life Office.

8.1.7.1 Social Fraternity/Sorority Charter Review Board

The Co-curricular Committee shall function as a board to review all annual charter applications from social fraternities and sororities wanting official Luther College recognition.

A. Application deadline: Applications for all existing social fraternity and sorority charters must be submitted by April 10 each year. The review board shall open all applications to campus-wide review for a period of 3 days. The review board shall finish acting upon all applications on or before May 10.

B. Duties and responsibilities

1. Review the annual detailed evaluation of each organization.

2. Review the disciplinary file of each organization.

3. Review the annual prospectus of each organization.

4. Review any objections from the Luther community in regard to a charter approval.

5. Make available for community inspection all charter applications for a period of three days.

C. Criteria for charter acceptance:

1. No illicit use of drugs or alcohol.

2. No abusive use of alcohol.

3. Three or more acceptable service projects per year; one must be a community service, and two must be campus service projects.

4. Incidences and nature of disciplinary action.

5. Objections to approval from the Luther community.

6. Support for approval from the Luther community.

7. Contribution to quality of student life and campus life.

8. Compliance with the college Mission Statement.

D. Powers: The review board shall have the power to:

1. Accept the charter submitted.

2. Accept the charter with conditions or restrictions.

3. Refuse the charter application.

E. Grievance and appeal: Any organization wishing to appeal a board decision must submit a written petition to the Co-curricular Committee chairperson within five (5) days after being notified of the denial of their charter. The written petition may include a request for a hearing with the review board.

8.1.8 Organizations are subject to Article 6.12.4 as are individuals should an event they sponsor result in organization members or guests violating 6.12.4.

8.2.1 Student organizations with a constitution or those groups which are accorded these same privileges are subject to college policies, advantages and regulations the same as individual students. Organizational violations of college regulations on campus or at college-sponsored events off campus shall be cause for disciplinary action against the organization and/or individuals of the organization.

8.2.2 In concurrence with Article 7.3.2.4, the student organizations are subject to sanctions for violating college policy, regulations, and guidelines. These sanctions are noted in 7.3.2.4 and 7.3.2.5.

8.3. On-campus Activities

8.3.1 Procedures and Responsibilities

8.3.1.1 The student organization must assume the responsibility for the proper conduct of the activities in accordance with the prevailing federal, state, and local laws as well as college regulations and policies. The responsibility to see that the social activity is conducted in accordance with these regulations and policies rests with the student organization officers. This responsibility should include:

A. Preventive measures. Inform members of the organization of what is expected in regard to social activities.

B. The conduct of the activity be such that individuals in attendance can participate or refrain from participating on a voluntary basis - without undue peer pressure.

C. Observe stated college regulations, federal and state laws concerning alcoholic beverages and drugs. Local ordinances regulating disturbances of the peace must also be observed.

8.4. Off-campus Activities

8.4.1 Student organizations are responsible to the college for the activities of their members as follows:

A. Students who are traveling in a college-initiated function, such as groups representing athletic or forensic teams, musical or dramatic performances, activities of student congregation, etc.

B. Students and student organizations traveling to and from and in attendance at college-initiated functions.

C. Students participating in activities organized or sponsored by a student group, but not necessarily college-initiated.

8.4.2 Luther College does not bear responsibility for student-initiated off-campus activities. Groups engaged in such must assume responsibility for their conduct to themselves, the public, and the civil authorities.

7.3.2.5 Social Fraternity/Sorority Hearing Board (numbering is from Judicial/Disciplinary Processes section)

The Campus Hearing Board shall also function as the Social Fraternity/Sorority Hearing Board. The purpose of this committee will be to investigate and determine the responsibility in grievances filed against social fraternities, sororities, and/or particular individuals, and to assess the proper sanctions to an organization found guilty.

A. The board shall use the following principles to guide their deliberations:

1. Membership selection practices shall allow for fair access to all students seeking membership.

2. Pledge activities shall be conducted in such a manner as to respect the dignity and self-esteem of each pledge both on and off campus.

3. Greek organizations shall conduct themselves both on and off campus in ways that reflect favorably on the college and do all in their power to eradicate negative behaviors.

4. Greek organizations shall foster attitudes and practices that respect individual differences in behavior, opinion, and practice.

5. Greek organizations shall foster attitudes and encourage the achievement of academic excellence by all of its members.

6. Greek organizations shall follow practices which uphold the dignity of all human beings and avoid practices that are sexist or racist in character.

7. Members and officers of Greek organizations shall be responsible both individually and collectively for the activities of all of their members both on and off campus at all organizationally sponsored events.

B. Grievance Procedure. A grievance may be filed by anyone and submitted to the committee chairperson or sent to the Campus Hearing Board c/o Student Life. Grievances must be filed within two weeks of the alleged violation. The committee will make the necessary investigation which includes notification of the organization involved. They will then decide responsibility by a simple majority vote.

C. Sanctions. The following sanctions may be imposed by the Campus Hearing Board upon individuals or the entire organization:

1. First offense

a. Damage to personal property:

i. Written apology to party involved with a copy sent to chairperson of the Social Fraternity/Sorority Hearing Board.

ii. Make proper restitution (financial).

iii. Perform a service project to party involved approved by the Hearing Board.

iv. Organizational fine: $5 per member payable to Campus Hearing Board (includes whole membership and not just parties involved).

b. Damage to public property:

i. Written apology to local newspaper with a copy sent to the Hearing Board.

ii. Make proper restitution.

iii. Perform a public service project approved by the Hearing Board.

iv. Organizational fine: $5 per member payable to the Campus Hearing Board.

c. Public embarrassment to the college:

i. Written apology to Luther College students and administration as well as the public with a copy sent to the Hearing Board.

ii. Perform a public service project approved by the Hearing Board.

iii. Organizational fine: $5 per member payable to the Campus Hearing Board.

d. Infringement on pledge’s civil rights (drinking, hazing, etc.):

i. Loss of advertising privileges, fund-raising activities, and self-sponsored campus events.

ii. Luther College service project approved by the Hearing Board.

iii. Organizational fine: $5 per member payable to the Campus Hearing Board.

2. Second offense

a. Damage to personal property

i. Same as first offense with the following exception: Organizational fine —$10 per member payable to the Campus Hearing Board.

b. Damage to public property:

i. Same as first offense with the following exception: Organizational fine—$10 per member.

c. Public embarrassment to the college:

i. Same as first offense with the following exception: Organizational fine—$10 per member.

d. Infringement on a pledge’s civil rights:

i. Loss of next pledge class.

3. Third offense

a. Organization: Recommendation for immediate revocation of charter.

b. Additional information:

i. Second offense does not have to be under the same category of the first offense.

ii. Organizational fines must be submitted to Campus Hearing Board within five days from the date of judgment with penalty being the suspension of one’s charter until payment is due.