TABLE OF CONTENTS

What is the purpose of a student organization?

The purpose of student organizations at Sewanee is to provide opportunities to engage, learn, and lead, allowing students to pursue their passions and interests with other students while developing leadership and organizational skills. Student organizations further enhance the academic experience as you are able to build on critical thinking skills, problem-solving, and leadership development that are developed in the classroom in a real-world setting. Providing opportunities to inquire and grow in community is essential to the values of Sewanee, as well as developing future global leaders.

What is a recognized student organization?

A recognized student organization (RSO) is defined as a group of undergraduate or graduate students who unite to promote or celebrate a common interest. Other kinds of organizations on campus are departmental student organizations (DSOs), club sports, theme houses, and Greek Life organizations. 

What is the difference between organization types?

  • Recognized Student Organization (RSO)
    • (RSOs) are formed by any group of students currently enrolled at Sewanee sharing a common interest and/or goal and are entirely student-run. RSOs are one of the most common forms of student involvement on Sewanee’s campus. 
  • Department Sponsored Organizations (DSO)
    • (DSOs) sponsored by a University department or serve to carry out the mission of that department. Student organizations are considered department-sponsored organizations if one or more of the following applies:
      • The organization’s advisor is designated by the sponsoring department and advises the organization as part of their official duties and responsibilities.
      • They must share a common purpose or function with the sponsoring department.
      • They must be student-led, and have the autonomy to make decisions related to their purpose.
      • They may not be involved in politics or projects for private gain.
  • Recognized Club Sports
    • A club sport is a student organization formed by individuals with a common interest in a sport activity and exists to promote and develop interest in that particular sport. Clubs provide a learning experience for club members through involvement in organization, administration, scheduling, fundraising, public relations, and development of skills in their particular sport. Clubs will be considered active only after completing eligibility requirements established by the Athletic Department. Student organizations are considered club sports if one or more of the following applies:
      • Gaining approval as a club sport from the University Committee on Athletics
      • Securing a faculty/staff advisor
      • Conducting three competitions per year against outside opponents 
  • Recognized Theme Houses
    • A theme house is a recognized student organization formed by individuals with a common interest in a topic or “theme” who have been granted an on-campus house through the Office of Residential Life. Theme houses provide a learning experience around their specific theme and are required to host specific events to bring visibility and complete the educational goals of the theme. Along with an organization advisor, these organizations are monitored and supported by the Office of Residential Life and the Office of Student Involvement. 
      • Complete required programming each semester as outlined by Residential Life and Student Involvement
      • Submit an application for Thematic Housing
  • Recognized Fraternal Organization:
    • A group of Sewanee students holding membership in a fraternity or sorority. These groups engage in membership selection, initiation ceremonies, or rituals that are closed to non-members, and offer lifetime affiliation to their membership. Fraternities can be single-sex or coed.
    • A recognized fraternity or sorority must be a recognized student organization affiliated with one of the Greek governing councils at Sewanee. 
  • Unrecognized or Non-University Organizations
    • From time to time, undergraduates raise questions about their membership in unrecognized or non-University organizations. It is important that students make well-informed decisions when considering membership in these organizations. Organizations that are not recognized student organizations do not receive the privileges and resources afforded to recognized student organizations.

What does my organization's status mean?

Organizations may be designated with a specific status based on their compliance with the Office of Student Involvement processes and procedures. This is to ensure that all organizations are up to date with the requirements held by the Office of Student Involvement for organizations to maintain active status. Below is a list of the three kinds of organizational statuses that exist:

  • Active - Organizations that have completed all requirements to obtain or maintain active status with the Office of Student Involvement. This allows organizations all of the rights and privileges given to an organization as listed in the Student Organization Handbook. Failure to complete all the requirements to achieve active status will result in the organization being moved to frozen status.
  • Frozen - Organizations that have not completed the requirements to maintain active status by the Office of Student Involvement. These organizations are unable to take advantage of the privileges of a student organization on campus (i.e., access organizational funds, host events, reserve spaces on campus, and other privileges defined in the Student Organization Handbook). Organizations can be on frozen status for up to one academic year and are able to complete the steps to obtain active status. Failure to complete the requirements to regain active status will lead to the organization moving to inactive status.
  • Inactive - Organizations that were frozen for an academic year and did not complete the process to regain active status. These organizations are unable to take advantage of the privileges of a student organization on campus (i.e., access organizational funds, host events, reserve spaces on campus, and other privileges defined in the Student Organization Handbook). Organizations can only return to campus and receive active status by completing the student organization recognition process as outlined in the Student Organization Handbook. 

how do you join a student organization?

Student organizations are a great way to get involved with campus and find your home at Sewanee. Interested in joining a student organization, but not sure where to start? Check out Engage, our online student organization platform, and navigate to the “Organizations” tab. The organization’s tab lists all currently recognized student organizations with links to pages about each organization including how to get involved. Students are encouraged to reach out to organizations to determine specific membership requirements. 

What are the benefits and responsibilities of a recognized student organization?

A recognized student organization may receive many benefits, which include: 

  • Planning events and activities on campus
  • Recruiting on campus
    • Participation in recruiting opportunities hosted by the Office of Student Involvement.
    • Ability to use Engage, the online student organization database, to promote student organizations. 
  • Using the University name and brand
  • Managing finances and fundraising
    • Permission to gain access to an organizational funds account.
    • Ability to apply for and receive funds from University sources, such as the Activities Fee Committee, the University Lectures Committee, and other departmental organizations.
    • Upon demonstration of a useful contribution to the University community through the activities of the student organization, the University may determine that a gift or endowment account controlled by the University, to which tax-deductible contributions may be made, could be established at the University for the benefit of the student organization. Please note, any potential fundraising needs to be reviewed and approved by the Funding Priorities Committee and any fundraising must occur in collaboration with the Office of Advancement.
    • Access to the financial tab of Engage which includes the Organizational Account Number, current account balance, and ability to create purchase requests for Purchasing Card (P-Card) access. P-Card access is dependent on available funds in the organization’s account.
    • For more information, visit the section on organizational funds. 
  • Accessing University services and support

Responsibilities of Recognized Student Organizations

Recognized student organizations are expected to meet the following requirements:

  • Compliance
    • Comply with all local, state, and Federal laws and regulations and with the University’s policies and requirements, as set forth in the Code of Conduct.
    • Attend or participate in all required training sessions, including those held annually or online as designated by the Office of Student Involvement.
  • Communication
    • Submit all event requests via Engage.
    • Communicate with University offices in a timely manner. When services are needed from University offices, student organizations should assume that at least three weeks prior notice is required.
    • Ensure organization information is current within Engage and as required by the Office of Student Involvement. It is incumbent upon the organization to update their Engage pages with the most up-to-date information whenever a change is made. A change is defined as officer transitions, new documents or forms, or a logo redesign. 
    • For more information on updating your Engage page and the re-recognition process, go here!
  • Leadership
    • Manage the organization’s finances responsibly by maintaining accurate financial records, implementing appropriate procedures, and meeting all financial obligations.
  • Accurate Representation
    • Clearly and accurately identify the student organization’s relationship with the University in print and electronic publications, on websites, and in promotional materials, fundraising, contracts, and other activities. In all dealings with third parties and written materials, the student organization is required to include the appropriate disclaimers.
    • In all written materials, student organizations should describe themselves as: “A student-run organization at the University of the South.”
  • Advisors
    • Have an advisor who is a current employee of the University and who holds a personal interest or professional expertise that relates to the organization they are advising.
      • Advisors not affiliated with the University require prior approval from the Office of Student Involvement. 
    • Consult regularly with the advisor regarding the activities of the organization. They are a vital resource who can give advice on how best to plan and execute all organizational events.
    • Invite advisors to attend meetings and events on campus to keep them involved in the organization’s activities.