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Office of Student Organizations (Grambling State University)

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Office of Student Organizations
1
Student Organizations & Leadership Academy (OSCO)
Favrot Student Union, 214 (318)274-3334
Please type all information on this form.
Every fall/spring semester Grambling State University student organizations must submit to the OSCO office current and
accurate information concerning their officers, members and advisors. Organizations must also submit a current copy of its
constitution and by laws. Failure to provide the information by the due date will result in the loss of chartered status at
Grambling State University.
ALL BLANKS MUST BE COMPLETED; AND, THE ORIGINAL MUST BE SUBMITTED OR APPLICATION WILL
BE CONSIDERED INCOMPLETE.
General Information
Date: ____________________2020
Organization’s Full Name: _______________________________________________________________________
Chapter name (if applicable)______________________________________________________________________
Description and Purpose (25 words or less) __________________________________________________________
____________________________________________________________________________________________________
______________________________________________________________________________________
Requirements for membership: ____________________________________________________________________
Does your group have a national affiliation? Yes___ No____ (If so please list name and address:
Dues/fees? If so, give details as to amount/purpose____________________________________________________
_____________________________________________________________________________________________
ORGANIZATION CLASSIFICATION
Your student organization will be listed under one category in all GSU publications: Check one (1)
__Departmental __Honors __Sports Club __ Social Service __ State/City Club International
Organizations __ Religious ___ Special Interest __Residential Life __Military __ Fraternity __ Sorority
___Other
Contact Information
The chief officer (president) will serve as the contact person for the OSCO office and will be contacted if any additional information is
needed. This person will also serve as the primary contact for the Student Organization Council. OSCO will contact your group on a
periodic basis using e-mail and student organization mailboxes. It is the responsibility of the student organization to check e-mail and
postal mail on a regular basis.
President Name: _____________ ____________________Local Address__________________________________________
Phone Number__________________ City/State________________________ E-mail__________________
Print Name ______________________________Signature____________________________________________
Adviser Information
All chartered organizations are required to have one GSU faculty or staff adviser. Faculty or staff advisers assume the
responsibility of keeping informed about the activities of the student organizations, attending meetings, and advising the
officers and members on University policies, procedures, and budgetary matters. An adviser’s signature is required on all
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Office of Student Organizations
2
forms for organization expenditures, scheduling, meetings and activities. Advisers are required to attend all organization,
events/activities. Security is required if determined necessary by GSU police department.
N a m e : _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ D e p a r t m e n t : _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
Phone Number______________________________ Campus Address___________________________________
E-mail Address:______________________________Signature_______________________________________
Organization Officers
Officers of chartered student organizations must be currently enrolled for at least (12) semester hours as an undergraduate
student and (6) semester hours as a graduate student. All officers must have a cumulative academic average of no less than
2.0 or higher (unless the organization’s charter requires members meet higher academic Grade Point Averages (GPA); and,
not be on academic probation. Please attach additional sheets if necessary. Graduate students are not permitted to serve as an
officer in an undergraduate student organization. Please list your officers in the space provided below.
Vice President Local
Name: ______________________________Address: ________________________________Signature_____________________
Phone: ______________________Cell: ___________________________ E-mail: ______________________________
Secretary Local
Name: _______________________Address: _____________________________Signature: ______________________________
Phone: ______________________Cell: __________________________E-mail: ________________________________
Treasurer
Name__________________________________Address: ______________________________Signature__________________
Phone: ______________________Cell: ____________________________E-mail: _________________________________
Organization Representative
Each authorized student organizations must appoint one person from its membership to serve as the representative for the organization.
Please list your group’s appointment and an alternate if necessary, in the space provided below. Please consult the university calendar for
meetings of the House of Representatives. The representative must be present at all meetings for the Student Organization Council. (Your
organization will be fined if a representative is not present, therefore please appoint someone who is responsible and will not miss
the meeting).
1. Name: ___________________________________________Campus or Local Address: ____________________________
City_________________________ State____________________ Phone Number: ____________________________________
E-Mail Address: ___________________________Signature_________________________________________________
Alternate Representative
2. Name: _________________________________________ Campus or Local Address: ________________________________
City_________________________ State____________________ Phone Number: ____________________________________
Mail Address: ___________________________Signature_______________________________________________________
Student Organization Requirements
We certify that the above information is accurate and acknowledge our responsibility to keep this record accurate and up to date. Our
organization will comply with University policies and procedures outlined in the GSU Student Code of Conduct Handbook and the Student
Organization Manual. Included in these policies are regulations on large event planning, hazing, illegal use of alcoholic beverages,
narcotics or drugs. Our organization will make this information available to all organization members. Our organization will abide by all
applicable state, local, and federal laws. Our organization will not discriminate against members or prospective members on the basis of
age, sexual orientation, race, color, creed, national origin, physical handicap, or gender. (Sororities and fraternities may determine the
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Office of Student Organizations
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gender of their members under the provisions of the Title IX Education Code). We also certify that there is nothing in the national and/or
local constitution of this organization which violates the rules and regulations of Grambling State University. All students must maintain a
2.0 or higher GPA to participate in a club or organization. It is understood that we may be responsible for activities or behavior of the
organization and may be personally liable for all debts and obligations incurred by the organization. Further, the undersigned agrees that it
is a violation of Grambling State University policies and Louisiana statutes to:
•Use the designation of GSU or Grambling State University in the name of a student organization and to represent themselves as
“GSU” or “Grambling State University” on any document, including checks and/or a checking account application or signature;
and all monies belonging to the organization must be placed in a GSU agency account.
•Use the University tax ID number and further agrees to not use this designation or the numbers.
PLEASE ANSWER THE FOLLOWING QUESTIONS:
Does or will this organization discriminate or differentiate in its membership or in its membership eligibility or to hold office based on
race?
YES______ NO______
Does the National constitution (if applicable) of your organization require that its local chapter restrict eligibility for membership or for
holding office based on race? YES____NO____
Does your group plan to be a collegiate chapter of a national organization? YES____NO____
If yes, please attach a letter of endorsement from the national organization with this form and a copy of the local and national constitution.
_______________________________________ ________________________________________
Signature of Chief Officer/President/Date Signature of Adviser/Date
________Constitution - bylaws on file in OSCO Office
________Updated constitution/bylaws attached
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Office of Student Organizations
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Organization Membership Information Form
__________Semester Date______2020
Name of Organization: ____________________________ Chapter: ________________________________
President Signature: ________________________________ Adviser Signature: _______________________
Candidates for membership Show name and G # only (only Gray columns); leave all other columns blank)
NAME
G
NUMBER
PREVIOUS
SEMESTER
GPA
CUMULATIVE
GPA
HOURS
REGISTERED
THIS
SEMESTER
TOTAL
HOURS
EARNED
HAZING
TRAINING
COMPLETE
Authorization: ______________________________ Verification: _________________________
Student Organization Coordinator Registrar
(Make a copy of this form if additional pages are necessary)
Organization Adviser Signature Date OSCO Coordinator Signature Date
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Office of Student Organizations
5
Grade/Judicial Records Release Form
I am a candidate for membership in _________________________________. My signature below
(name of organization)
grants my permission to the Office of Student Clubs and Organizations to release my semester and cumulative grades and prior
judicial record to the chapter president, academic advisor and the organization’s national headquarters, (if any) and this University’s
governing offices for the purpose of meeting academic goals and behavior expectations for as long as I am a candidate and/or member
of the organization.
Print Name
Sign Name
G #
Form for selected candidates only
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Office of Student Organizations
6
Chapter Information
Due prior to the 1
st
Information/Interest session or activity
Semester: _____Fall ___Spring
Year Year
Organization Name_______________________
Chapter: ______________________________
Chapter President _____________________Signature
Chapter Adviser _______________________Signature
Will your organization conduct membership intake this semester? ____Yes ____No
If no, please check no and return this form to the Student Organization office during the first week of
September/January. If your answer is yes, please complete all of the forms in the membership intake
packet as instructions indicate.
A. Organizations must attach a detailed listing of ALL intake activities. Attach a single sheet of all
events by month, if more details are needed.
B. Any intake activities conducted outside of dates designated as intake activity dates by the University
will be fined $1000. Please advise the Student Organization office by completing the appropriate
forms to obtain approval for any activity which may be construed as intake activity.
C. Planned Information/Interest/Education Sessions:
Intake period:
1. Start date: ________ End date: _________
2. Date(s) of Membership Applications: _________
3. Date(s) of Potential Member Interviews: _________
4. Date members will be initiated: _______________________
5. Date members will probate (if applicable): __________________________
Updates must be submitted and approved within 24 hours of any changes to schedules.
Important Reminder: You must complete an Activity Clearance Form for each activity, i.e.: room reservation
for education session or any meeting where members/advisor have contact with candidates, probate, initiation,
etc.
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Office of Student Organizations
7
Advisor Agreement Form
Advisors are essential to the success of student organizations at Grambling State University (GSU). All organizations are
required to have a faculty or staff advisor who is a full time employee at GSU. The advisor agrees to assist the organization,
to provide educational experiences for the members, and be familiar with its programs and activities. An advisor is a
consultant to an organization who assists in the growth and development of the group by providing direction through
advice, understanding and clarification.
The advisor to a student organization accepts the responsibility of encouraging the organization to adhere to its aims and
purposes in accordance with University policy and regulations.
Advisors:
1. Are expected to be present all of the organization’s functions during the entire period of the activity.
2. Must attend at least one of the advisor training workshops offered by OSCO (TBA; office will notify).
3. Must be involved with the group’s activities to assist the group in evaluating progress toward reaching
desired goals. This assures open communication with various officers and members and can effectively
guide the organization in fulfilling its purpose.
4. Should be familiar with the organization’s constitution and bylaws to assist with its interpretation.
Assistance should be provided in orienting new officers and promoting leadership development.
5. Should assist with the transition of officers and year to year changes (for continuity).
6. Should know the goals of the organization, and how to efficiently facilitate the achievement of these
goals while abiding by University policies and procedures.
7. Should be acquainted with the financial condition of the organization and promote efficient record
keeping by all officers.
8. Advisors should assure that all student organization funds are deposited in an on campus account.
9. Must sign all requisitions presented for processing.
10. Should oversee the planning of all activities/functions to ensure optimal success for the organization and
its members. Further, an evaluation measure should be employed for each activity or function of the
group’s activities in such a manner that they will reflect the best experience possible for the students
and the University.
11. Must attend OSCO orientation/registration held in August and January.
12. Must ensure that all organizations comply with federal, state, parish and municipal laws.
13. Must assist the officers in enforcing sanctions for any violations according to the organizations’ bylaws
and constitution.
14. Should be aware of the policies and procedures in all University handbooks.
15. Must bring any violations to in item 11 to the attention of the Office of Student Clubs and Organizations.
By signing this agreement, the GSU faculty or staff member certifies that he or she will fulfill the duties of a
registered student organization to the best of his /her ability; and, he/she has read, understands and agrees to
act in accordance with University policies and procedures.
Advisor Information:
Name_________________________ Job Title ______________________Address_______________________
Office of Student Organizations
8
Full time Employee _______________Campus Phone Number______________________
GRAMBLING STATE UNIVERSITY
OFFICE OF STUDENT CLUBS AND ORGANIZATIONS
SIMPLE MEMBERSHIP INTAKE ORGANIZATIONS POLICY
RECRUITMENTACTIVITY REQUIREMENT AGREEMENT
FOR NON-NATIONAL PAN HELLENIC COUNCIL ORGANIZATIONS
Grambling State University (GSU) has certain expectations of authorized student organizations that operate on the campus. Students
who seek membership in organizations expect to join those organizations if the requirement to join is based on interest in the
organization’s purpose and when academic and judicial requirements are met. As regards membership intake, these organizations are
authorized only to provide general education of the organization’s purpose, understanding of the rules of their organization and collect
any fees and dues necessary for membership. Additionally, organizations must abide by the University hazing policy in the GSU
Student Handbook. Any further membership intake activity is prohibited by this policy. A calendar of membership recruitment,
including interest meetings must be submitted to the student organization office prior to the activity. Names and Student Identification
numbers of candidates and members must be submitted within seven days of acceptance into the organization. All intake activity
must take place on the campus of Grambling State University. Please submit an Activity Clearance form for all activities scheduled
(this includes organization meetings).
It is understood that individual members and the organization may be held responsible if this policy is violated. Therefore, we certify
that our organization will comply with University policy regarding membership intake. The organization will not discriminate based
on race, age, creed, sexual orientation, national origin, physical handicap or gender. (Sororities and fraternities may determine the
gender of their members under the provisions of Title IX9 Education Code). Organization officers/advisors will make this information
available to organization members.
I certify that I have read and will comply with the above policy.
________________________________________________________________________
Organization Name Chapter name
______________________________Date __________________________Date
Advisor (signature)
President (signature)
____________________________ ___________________________-
Print advisor name
Print president name
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Completed 8 February 2021

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