Student Organization Responsibilities and Conduct Standards

Student organizations must comply with Longwood's policies and regulations. In particular, students are encouraged to be aware of Longwood's policies on non-discrimination and hazing. Specific questions pertaining to student organization conduct should be referred to the Director of Honor and Judicial Programs for possible disciplinary action (see Student Arbitration Board, and in the Student Government Association Constitution.)

        Academic Standards

Student organization officers must maintain a cumulative GPA of 2.0 or above. It is the responsibility of each organization to ensure compliance with this grade requirement. Students whose GPA falls below 2.0 must relinquish any office or leadership responsibilities held. Individual students are accountable as well.

        Accounting for Funds

Student groups receiving activity fee monies must comply with special accounting guidelines for the use and record keeping of these funds and must pass annual audits. The Vice President for Student Affairs Office has more details about use of activity fees, accounting policies, and audit requirements. Student organizations are responsible for ensuring compliance with the guidelines and requirements governing the use of any activity fee funds.

        Contracts

All contracts involving Student Activity Funds entered into by student organizations with agencies, businesses, or groups outside of the University must be made under the direction of the Director of the Student Union and Student Activities.

        Purchasing

The Purchasing Office staff is available to assist registered student organizations in the acquisition of equipment, product information, or vendor listings.

        Registration

All student organizations must be registered through the Student Union Office (see below).

        Policy and Criteria for Registration

All student organizations at Longwood must meet the following criteria to maintain active status and accompanying benefits:

• Register annually in the Office of the Student Union and Student Activities (Registration Forms are available in the Student Union, Room 201, or on this website)
• Provide the names, addresses, phone numbers, and email addresses of at least four registered Longwood student members or officers
• Provide the name and signature of at least one faculty or staff advisor
• Comply with all regulations pertaining to student organizations
• Have an up-to-date constitution on file with the Student Union and Student Activities

        Formation of New Organizations

New groups seeking first-time registration and SGA recognition must submit a constitution and a Student Club and Organization Registration Form to the Student Union and Student Activities Office. All materials will be forwarded to SGA for review and registration approval. Social fraternities and sororities seeking to register for the first time should consult with the Assistant Director of Student Activities for Fraternity and Sorority Life to determine Inter-Fraternity Council, National Pan-Hellinic Council, and Panhellenic Council policy for expansion.

        Change of Officers

Student organizations that change officers or advisors during the year due to elections or vacancies must provide the updated information to the Student Union and Student Activities Office. The group's existing Student Organization Registration Form will be amended or replaced as appropriate.

        Changes in the Constitution

Student organizations must report changes to their constitutions by submitting a new constitution to the Student Union/Student Activities Office. Significant alterations might require review of the registration by SGA.

Benefits

The benefits of registration include the following:

• Eligibility for activity fees (unless prohibited by law or Longwood/SGA policy)
• Space reservation and facility rental privileges
• Recognition for campus awards
• Vehicle use privileges
• Booth reservations at Spring Weekend and/or Oktoberfest
• Use of name (e.g., Club XX at Longwood)
• Leadership information (newsletters, conferences, and workshops)
• Inclusion in directory/handbook for visibility