Resources and Trainings

SILC is happy to provide the following resources for student organizations. Please contact SILC (silcfront@ku.edu) with any questions.

Student Organization Handbook

We are currently updating out Student Organization Handbook to reflect the most up-to-date information for student organizations. Please check back at a later date to download a copy and contact us in the meantime if you have any questions.

This Student Organization Handbook has been developed in order introduce you to the rights and responsibilities of being a student organization at the University Kansas, as well as to guide you through the process of student organization registration. Along the way we hope to answer many of your questions regarding being a registered student organization at KU. While the Student Organization is designed to be a summary of points of interest; it is not a comprehensive listing of all rules, regulations, and information that pertain to student organizations. The rights and responsibilities outlined in this resource are intended to clarify the University's relationship to registered student organizations, and to serve as a guiding document for each student organization to achieve success.

More resources and detailed information are available at the SILC website at: http://www.silc.ku.edu and we encourage you to review that site on a regular basis. Please review all the materials in this manual and pass the information along to the members of your organization. If at any point you have questions, please feel free to contact SILC at 785-864-4861 or stop by our office located on the 4th floor of the Kansas Union. 

Annual Registration Information

All organizations functioning on the Lawrence Campus of the University of Kansas are required to register with the University. Registration provides several advantages; official identification as a University affiliated group, use of designated University facilities and services, coordination and communication of group activities with campus administration and other organizations, and eligibility to receive funding from Student Senate.

Organizations must be established for legal purposes consistent with the broad educational aims of the University and in accord with regulations, guidelines, and policies of the University, the City of Lawrence, and the State of Kansas. However, registration does not imply University endorsement of the purposes of an organization, nor does the University assume sponsorship of or responsibility for any group activities on or off University property.

Should a student organization not follow general guidelines that are consistent with University policies, the group may be subject to losing their status as a student organization with the Student Involvement & Leadership Center. If a student organization loses its registration, the president may appeal to the Office of the Vice Provost for Student Affairs in order to regain status as an organization.

What are the Registered Student Organization Requirements?

Organizations wishing to register with the University of Kansas must meet the following requirements:
  • Provide the University with the name and a statement of purpose for the organization.
  • A minimum of three members is required to register an organization with the Student Involvement and Leadership Center: President, Vice-President, and Treasurer.
  • Be nonprofit in nature.
  • Annually renew the organization registration.
  • Provide a copy of the organization's charterconstitution, or by-laws, including those of organizations outside the University with which the group is affiliated.
  • Have an advisor who is a member of the faculty or professional staff of the University, or approved by the Student Involvement and Leadership Center if the selected advisor is not on staff. Graduate Teaching Assistants may be considered professional staff.
  • Confirm the Electronic Registration By doing so, the group is acknowledging they will adhere to all applicable Regents and University regulations affecting registered organizations and, in particular, the Regents and University Policies on Nondiscrimination in Organizational Membership.
How do I Register/Renew a Student Organization?
Student Organizations must register or re-register each year with the Student Involvement and Leadership Center (SILC). To register or re-register your group, go to: rockchalkcentral.ku.edu to login to the online student organization management system. In order to login, you must have a personal KU user id and password.

Note: In order for an application to be submitted correctly, an organization must have a minimum of three members (in addition to an advisor).

The SILC office will review the organization's registration materials and determine the group's eligibility to register with the University of Kansas.  The responsibility for verification of membership rests with the organization and advisor.  Registration status is granted administratively by SILC.  The organization's primary contact who completed online registration will be notified via email of the organization registration status.

Upon completing the online registration application, the student organization's leaders, members, and advisors, agree to abide by the Regents Policy on Organization Membership and the Equal Opportunity Statement of the University of Kansas as stated at the bottom of this page. You can also view additional student group information by going to each student organization's webpage on Rock Chalk Central. There you will find mission statements, contact information, and website addresses for each group on campus. All student organizations are encouraged to update their Rock Chalk Central profile regularly. 

Groups wishing to appeal a decision about registration status should submit a written letter to the Director of the Student Involvement & Leadership Center. The petition will be reviewed by three representatives of the Student Senate Executive Committee appointed by the President of the student body. The committee will make a recommendation to the Director of the Student Involvement & Leadership Center.

Note:  It is the practice of the Student Involvement & Leadership Center to publish contact information for each registered organization (on the Rock Chalk Central website), so interested individuals have a means of contacting the organization. The name and email address of the president may be put up on Rock Chalk Central, unless the president and/or officers change their privacy settings indicating his/her desire to not disclose that directory information. An alternate contact must be provided for the student group if the president's information is not disclosed.

What can I do within Rock Chalk Central?

  1. Register your organization.
  2. Update your organization's contact information, including officers, meeting times, roster, social media accounts, pictures, upcoming events, etc.
  3. Renew your organization's registration for the coming year.
  4. View your organization's saved documents, included the most recent Constitution and By-Laws.
  5. Assess your organization events, meetings, and programs.
  6. Track your event, meeting, and program attendance.
  7. Create a co-curricular involvement record.
  8. Store documents pertinent to your organization.
  9. Manage your student organization's membership requests.
  10. Elect new officers for your organization.
  11. Email/Text Message members of your organization.
  12. Build forms such as applications, scholarships, surveys, awards, etc.
  13. Advertise your events on an interactive event calendar.
  14. Link to social media websites.
  15. Manage the roster of your organization.
  16. Poll members of your organization.
  17. Connect to KU students and student organizations across campus.
What are the Organization Categories of Student Organizations at KU?
  • Academic & Professional
  • Arts & Culture
  • Campus Governance
  • Housing & Residence Life
  • Identity/Multicultural/Ethnic
  • Political
  • Religious/Spiritual
  • Service/Philanthropy
  • Social Change/Advocacy
  • Sorority/Fraternity - Greek Life
  • Special Interest
  • Sport Clubs/Recreation

Benefits to Registered Organizations

Registering with the University entitles organizations to a number of benefits. The current available facilities and services are listed below. These facilities and services will be periodically reviewed, and organizations will be advised of any revisions.
  • Use of the University name in the organization's title: 
    However, the University cannot permit its image (name) to be used in any commercial announcement, commercial or artistic production, or in any other context where endorsement of a product, organization, person, or cause is explicitly or implicitly conveyed.
  • Request funding: 
    Student organizations may request funding through the established Student Senate funding process, apply for Pepsi Funding, and explore crowdfunding by creating a LaunchKU account with KU Endowment.
  • Use of University facilities: 
    • Schedule meeting rooms, public auditoriums and other designated spaces.
    • Request storage space and receive organization mail that can be picked up from the SILC office in the Kansas Union.
  • Use of University Services: 
    • Establish an organization email account in collaboration with the organization's advisor and KU IT.
    • Request a table space at the fall & spring semester student organization involvement fairs.
    • Establish a SOFAS account. 
    • Receive food services discount rates from KU Dining & Catering.​

Nondiscrimination Policies

The University of Kansas prohibits discrimination on the basis of race, color, ethnicity, religion, sex, national origin, age, ancestry, disability, status as a veteran, sexual orientation, marital status, parental status, gender identity, gender expression and genetic information in the University’s programs and activities. The following person has been designated to handle inquiries regarding the non-discrimination policies:

Director of the Office of Institutional Opportunity and Access, IOA@ku.edu, (785) 864-6414, https://ioa.ku.edu/

Regents Policy on Nondiscrimination in Organizational Membership:
Policy and Procedures Manual Chapter II: Policies and Procedures, Section E: Students, Item 6: Student Organizations and Activities.

a. The established policy of the Board of Regents of the State of Kansas prohibits discrimination on the basis of age, race, color, religion, sex, marital status, national origin, physical handicap or disability, status as a Vietnam Era Veteran, sexual orientation or other factors which cannot be lawfully considered, within the institutions under its jurisdiction. All fraternal and campus-related organizations shall follow this policy in the selection of their members, except the prohibition against sex discrimination shall not apply to social fraternities or sororities which are excluded from the application of Title IX of the Education Amendments of 1972 (20 U.S.C. Sec. 1681 et seq.). (6-27-02)

b. The right of organizations to establish standards for membership is acknowledged, provided that all students are afforded equal opportunity to meet those standards. Just as all students have the right to choose those with whom they would associate on the campus, an organization shall have the right to select its members subject to these principles. Nothing in this policy shall be interpreted as imposing a requirement which would violate the principle of selection on the basis of individual merit.

c. The responsibility for compliance with this policy lies with each organization. In discharge of this responsibility, each organization shall acknowledge its understanding of this policy. Such acknowledgement shall assure that there exist no restrictions on membership, either local or national, which violate this policy. (9-24-65; 1-21-77)

d. Determination of Appropriate Student Activities and Fees: The chief executive officer shall be ultimately responsible for reviewing proposed expenditures from fees required of every student as a condition of enrollment and as determining whether such expenditures are in support of an appropriate student activity.

Funding Sources for Student Organizations


Student Organization Fundraising Graphic

You can also learn more about funding options by reviewing this presentation.

Pepsi Funding


As part of the agreement between the University of Kansas and Pepsi, two separate programs are available for University activities. First, the Program Funding is designated each year for financial support of University programs. Second, Pepsi  Product Requests are available as a form of support for University programs.  Proposals for program funding are welcomed from all University units, primarily non-academic units; and registered student organizations. Program funding application material and more information are available at Program Funding.

Applications for product requests are also welcomed from all University units, primarily non-academic units; and registered student organizations. Pepsi product request application materials are available at Product Requests.
After you have reviewed the applicable pages, if you have additional questions, please contact the Office of the Vice Provost for Student Affairs at 785-864-4060.

Should I make a request for product or program funding?

Product Requests : ***(Applications for Pepsi Product will be available by August 1, 2017.)***

I would like Pepsi products to be provided at my program/event

Program Funding : I would like money to help support or pay for part of my program/event

 

Student Senate Funding

Student Senate funds each of its allocations out of the Student Senate Activity Fee, a required campus fee that each student must pay each semester. Since KU is a public institution, all allocations must follow state laws regarding proper usage of fees. Here is a general breakdown of how funds can be used for student organizations during the Line-Item and Unallocated funding processes:

  • Student Senate can only fund student groups that are registered through the Student Involvement and Leadership Center.
  • Student Senate funding can only go to groups and events that are opened to ALL students at KU.
  • Groups seeking funding cannot have academic requirements (enrollment in a school, GPA requirement, or more)
  • Groups seeking funding cannot have fees that keep people from participating in the organization.
  • Events must have an educational or multicultural value in order to receive funding.
  • Senate funding cannot fund: Food, T-Shirts, Travel Expenses for students, Reimbursements for items, Donations to 3rd Parties, Items worth $50 or more that cannot be kept in a locked location.

Questions?

Student Senate Treasurer, senatetreas@ku.edu
Assistant Treasurer, senateassttreas@ku.edu

To get the process started, contact Student Senate Chief of Staff at senatecos@ku.edu or complete the Online Funding Application. 

LaunchKU

LaunchKU is a crowdfunding initiative by KU Endowment that aims to help students, faculty, and staff at the University of Kansas raise funds for projects and passions that benefit the KU community. LaunchKU also offers donors a new way to provide direct support to the people, schools and programs that are most meaningful to them. To learn more about KU Endowment’s mission, visit www.kuendowment.org.

Check out this video to learn more: LaunchKU - Crowdfunding at the University of Kansas from KU Endowment on Vimeo.
Rock Chalk Central Trainings 
Rock Chalk Central 101 This training covers best practices when using Rock Chalk Central to manage your student organization. 

Online Elections and Remote Officer Transitions - This presentation will help student organizations understand the resources available to conduct elections and transition officers remotely. For more instructions and help with elections using RCC, please check out these helpful resources from Campus Labs.  

Other Resources for Online Engagement

While Rock Chalk Central can be used to help manage your student organization, there are other options for student organizations to utilize to facilitate remote/online engagement: 

Microsoft Teams
Microsoft Teams is a messaging platform for your group, team, or department. It provides a workspace for real-time collaboration and communication, meetings, plus files and app sharing.
 
KU IT's website has several helpful resources to help you create a team, conduct virtual meetings, work collaboratively on word documents, and much more! This handout is also a helpful starting place for student organizations. 

Teams includes the following tools and capabilities:

  • Chat-based collaboration hub
  • Keeps all conversations in one place
  • Create, upload, store and share files in one place
  • Integrates with Planner to organize and manage tasks
  • Virtual space for meetings that include audio, video, and recording capabilities
  • Each team comes with SharePoint site in the background
Zoom
Zoom combines video conferencing, online meetings and in-conference group chat into one easy-to-use tool that is ideal for KU conference rooms and online meetings with external partners. Get started by downloading the Zoom App. *It is important to note that student's hosting Zoom meetings may run into capacity and length issues. Microsoft Teams is a great alternative that has much higher capacities. See above for more information. 
Using Rock Chalk Central Event Passes and Event Check-In App
Student Organizations are required to use the Event Check-In App and Rock Chalk Central Event Passes to take attendance at all in-person events. The simple system requires two components:  ​

A Rock Chalk Central Event Pass for attendees. All users of Rock Chalk Central have a unique event pass that is similar to a mobile boarding pass. To access your pass, follow these instructions:   

  • Using the desktop version of Rock Chalk Central: click your profile picture in the top right of the screen, and click the “Event Pass” option.  
  • Using Corq, the official mobile app of Rock Chalk Central: open up your menu in Corq and select “Event Pass” to generate your unique pass. Apple users will have the option to add their pass to their wallet for easy access in the future. 

The mobile Event Check-In App to scan event passes.  **Only administrators or student organization officers checking-in attendees need to download the app. Follow these step-by-step instructions to get started: 

  1. Once you’ve downloaded the app, open it up! The first screen will ask you to enter an event access code. This code is provided after you create an event within Rock Chalk Central. If you haven’t created an event, you’ll need to do this first before you can use the app to track attendance. To locate the code, switch to the “Manage” view of Rock Chalk Central using the 9-box icon located next to your profile picture in the top right corner and select your organization. Use the organization tool menu (three lines next to your organization’s name) to open the "Events" tab. The access code should appear in the bottom right of the screen once you click on the appropriate event. 
  2. Enter the code into the mobile app, tap Start Session, and you’ll be prompted to sign in. Type in your credentials (you KU online ID and password) and you’ll be directed to the event’s check-in page. 
  3. Tap Start Scanning and you’re ready to scan! If your phone asks for permission to use your camera, choose “yes” because it will need the camera in order to scan event passes. Position the edges of the box over the edges of an attendee’s Rock Chalk Central Event Pass. As soon as it recognizes the user, it will display a box with their basic details, including their RSVP status. Tap Check In to confirm the user and click OK to continue scanning. 
  4. When you’re done tracking attendance, there are no additional steps required. You can close the app and all of your attendance information will be saved. While not required, you can end your check-in session if you tap on your profile picture in the top left of the screen, then select End Session. 

Frequently Asked Questions 

What if someone doesn’t have a pass?  
If you come across an attendee without a mobile pass, tap No Pass? below the scanning area or select Lookup from the bottom menu. Search for the attendee by name or email and when you find the right person, tap their name to confirm their check-in. If searching by email, you will need to enter the complete email address of the user to locate them. If the attendee is not in the system, you can add them by email if you click the plus sign in the top right of the screen, type in theiemail address, and submit.

Where can I find the attendance information after?  
To track event participation, switch to the “Manage” view of Rock Chalk Central using the 9-box icon located next to your profile picture in the top right corner and select your organization. Use the organization tool menu to open the "Events" tab. Click the event you want to manage and click "Track Attendance” to view a list of participants.  

Event Planning
Is your organization thinking of hosting an event? Be sure to refer to SILC's Engagement during Covid-19 webpage to be sure you are following the appropriate health and safety guidelines. 

Getting Started

Make sure you allow enough time to complete your plans, obtain the necessary approvals, and submit your event request at least 2 to 3 weeks in advance of your scheduled event. You must have event approval before you may advertise an event.
If your group is not registered with the Student Involvement and Leadership Center, you will need to register your group online at Rock Chalk Central. Your organization must be registered before you can submit an event request. 

As needed for your event

Reserve rooms with appropriate reservation clerk, and obtain a confirmation number or a confirmation email. 

Arrange for food/snacks/beverages with KU Dining Services or Housing Food Services. 

Late night parties: Arrange for security; indicate security plans on the activity form. Also indicate any entrance restrictions, such as KUID only. Groups are responsible for removing any post-party refuse.

For University policies and procedures, please visit the webpage of the Office of Event Management and Protocol.


Room Reservations and Cateringcheck out this handout from the Kansas Union on how to request meeting space and place catering orders. Be sure to note that the Union has reduced capacity to allow for social distancing. To schedule a meeting in the Kansas or Burge Union, email eventservices@ku.edu.

Marketing - this presentation from the Union will provide tips and tricks for successfully marketing your organization and events. 

Registering your event on Rock Chalk Central - presentation coming soon. 

Past Toolbox Trainings

Constitution and Bylaws: Check out this presentation to learn how to update your constitution and bylaws to meet the requirements to be a registered student organization.

Leadership in your Pajams: Feeling  a loss of control and lacking motivation?! Check out this conversation about how to regain a sense of control through time-management and finding motivation. 
 

AHH! What do we do?!: 
Feeling overwhelmed and not sure what to do next?! Check out this presentation about how to tackle conflict and risk management in your organizations.

Online Community Building:  As a part of National Hazing Prevention Week, the Student Involvement and Leadership Center begins by covering hazing prevention information and how your student organization can build community online!


Resume 101: This presentation provides helpful writing techniques and tips for professional resumes, and includes a specific focus on student involvement. The presenter is Jerica Burgess, a Graduate Career Coach in the University Career Center at KU.

 


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