Legal & Ethical Guide to Student Organizations in Higher Education by Yaribel Caraveo https://padlet.com/ycaraveo1/vip89s8n85isyw6e This legal guide is filled with resources geared towards policies and best practices needed to manage student organizations and their event planning in higher education setting. en-us 2021-09-19 16:33:29 UTC 2025-03-16 00:48:59 UTC hello@padlet.com Assistant Director of Student Involvement at Texas A&M University-San Antonio (A&M-SA) ycaraveo1 https://padlet.com/ycaraveo1/vip89s8n85isyw6e/wish/1752517157 Cristina Dominguez is the Assistant Director of Student Involvement at A&M-SA. In her role, she oversees student organizations, fraternity and sorority life, co-advises the Student Government Association, and manages the student organization portal known as JagSync through the company CampusLabs.

(C. Dominguez, personal communication, September 15, 2021).

https://www.tamusa.edu/studentengagementsuccess/studentlife/meet-the-staff.html ]]> 2021-09-19 23:41:30 UTC https://padlet.com/ycaraveo1/vip89s8n85isyw6e/wish/1752517157 Risk Management Programs for Members and Advisors of Student Organizations ycaraveo1 https://padlet.com/ycaraveo1/vip89s8n85isyw6e/wish/1752549821 Tex. Educ. Code § 51.9361
  • Registered student organizations and their advisors must attend at least one risk management training per academic year.
  • Institutions must create specific policies of which representatives will be required to attend.
  • Student organization officers or their advisor must present the risk management information in full to the remaining members of the organization.

Full Link: https://statutes.capitol.texas.gov/Docs/ED/htm/ED.51.htm#51.9361 
]]> 2021-09-20 00:16:46 UTC https://padlet.com/ycaraveo1/vip89s8n85isyw6e/wish/1752549821 Copy of Tex. Educ. Code § 51.9361 ycaraveo1 https://padlet.com/ycaraveo1/vip89s8n85isyw6e/wish/1752550360 2021-09-20 00:17:21 UTC https://padlet.com/ycaraveo1/vip89s8n85isyw6e/wish/1752550360 Texas A&M University v. Bishop (2000) ycaraveo1 https://padlet.com/ycaraveo1/vip89s8n85isyw6e/wish/1752553963 Texas A&M University v. Bishop, 2000
  • A student was injured by an accidental stabbing during a theater production on campus. 
  • Student organization faculty advisors were found to have been negligent in the supervision of the production.
  • If the role of a student organization advisor has a stipulation of the advisor being a faculty or staff member of the institution, then the role will be held to the standards of a regular employee.
    • This means that student organization advisors must ensure the organization is in compliance with all university regulations or they may be held liable.  

Full Link: unavailable since the case was found through a university database.
]]> 2021-09-20 00:21:09 UTC https://padlet.com/ycaraveo1/vip89s8n85isyw6e/wish/1752553963 Why Student Organizations are important to my field in education? ycaraveo1 https://padlet.com/ycaraveo1/vip89s8n85isyw6e/wish/1752563181  A positive trend related to student retention rates is the perceptions of the campus environment which includes student activities and organizations (National Survey of Student Engagement, 2019). It is important for students to pursue engagement outside of the formal classroom setting. One example for students to become engaged is through student organizations which can be categorized as interest groups, recognized, university-sponsored, or athletic teams (Texas A&M University-San Antonio, 2021).]]> 2021-09-20 00:29:03 UTC https://padlet.com/ycaraveo1/vip89s8n85isyw6e/wish/1752563181 Best Practices ycaraveo1 https://padlet.com/ycaraveo1/vip89s8n85isyw6e/wish/1752563499 During my interview with Cristina Dominguez, she shared some best practices related to her role of working with student organizations:
  1. A student affairs professional should maintain frequent communication with student organization leaders. This will ensure all parties involved are aware of any actions, safety precautions, or policies that must be followed when hosting an event.
  2. Cristina shared a digital request form that includes policies and procedures with "survey logic" to help guide student organizations related to event planning. Additionally, all information provided includes policies and procedures for on or off-campus events.
  3. Lastly, it is important to create a positive working relationship with the campus Office of Risk Management as they can help clarify information regarding policies.
(C. Dominguez, personal communication, September 15, 2021).
]]> 2021-09-20 00:29:18 UTC https://padlet.com/ycaraveo1/vip89s8n85isyw6e/wish/1752563499 Emerging Issue ycaraveo1 https://padlet.com/ycaraveo1/vip89s8n85isyw6e/wish/1752563798 As technology advances, student organizations are becoming more creative in ways to recruit and fundraise. Therefore, some of their ideas may not have clear policies in place for them to abide by. It is important to maintain communication with student organization leaders to provide appropriate guidance related to policy and safety procedures. For example, at A&M-SA, Cristina shared her student organizations like to host movie nights as recruitment efforts. However, although there is easy access to online streaming services for movies student organizations must understand they have to purchase the movie rights in order to host their event.

(C. Dominguez, personal communication, September 15, 2021).]]> 2021-09-20 00:29:33 UTC https://padlet.com/ycaraveo1/vip89s8n85isyw6e/wish/1752563798 National Association for Campus Activities (NACA) Blog ycaraveo1 https://padlet.com/ycaraveo1/vip89s8n85isyw6e/wish/1752576603 Collaborating with Universities for Student Leader Development

Courtney James (2020) wrote a blog on the NACA webpage about a web series DePaul University hosted to help create online engagement for student organizations throughout the pandemic. This blog was beneficial as student organizations continue to navigate a hybrid environment of online and in-person events to accommodate the schedules of their members. DePaul University published the series recordings on their Student Involvement YouTube Channel. An example of one of the videos can be found below.

Full Link: https://www.naca.org/BLOG/Pages/10-22-2020-collaborating-student-leader-development.aspx]]> 2021-09-20 00:40:29 UTC https://padlet.com/ycaraveo1/vip89s8n85isyw6e/wish/1752576603 Example of Student Organization Series from DePaul University ycaraveo1 https://padlet.com/ycaraveo1/vip89s8n85isyw6e/wish/1752581723 (DePaul University Office of Student Involvement, 2020)

This is one of the videos shared by DePaul University on how to manage virtual meeting for student organizations. The panelist included members from DePaul University, Simpson College, University of Central Oklahoma, and Maryville University.
Some tips shared include: 
  • Engage in icebreakers such as scavenger hunts
  • Pros and Cons to meeting agendas
  • Being mindful of meeting end time
  • Dedicating time to virtual meetings like you would and in-person meeting
]]> 2021-09-20 00:44:24 UTC https://padlet.com/ycaraveo1/vip89s8n85isyw6e/wish/1752581723 ycaraveo1 https://padlet.com/ycaraveo1/vip89s8n85isyw6e/wish/1752684150 This legal guide is intended for student affairs professionals who work directly or closely with student organizations on campus. Student Organizations are a great way for students to both engage in a topic or mission they are passionate about while building their sense of belonging as they get involved with their campus community (Kaplin & Lee, 2014). However, since student organizations on campus are primarily run by the members and not their advisor it is important for the student affairs professional overseeing all student organizations to be aware of the policies needed to be in compliance with the university, state, and federal entities. Student organizations often become involved in a variety of activities related to event planning such as conference traveling, social events, fundraising, recruitment, and more. ]]> 2021-09-20 01:58:28 UTC https://padlet.com/ycaraveo1/vip89s8n85isyw6e/wish/1752684150 Student Travel at A&M-SA ycaraveo1 https://padlet.com/ycaraveo1/vip89s8n85isyw6e/wish/1752725578 As part of student organizations managing event planning, they commonly organize student travel trips to represent their organization at state and national conferences. According to the Texas A&M University-San Antonio Student Travel Policy 13.04.99.01 students can choose to travel through various modes of transportation. However, if a van will be utilized the maximum capacity it can seat is 10 passengers. Therefore, as student organizations navigate overall conference registration logistics, they must also consider the details of their transportation plan to ensure they are in compliance with local policy.

(Texas A&M University-San Antonio Student Travel 13.04.99.01)

Full Link: https://www.tamusa.edu/businessaffairs/compliance/pdfs/13-students/13-04-99-01-student-travel.pdf]]> 2021-09-20 02:25:47 UTC https://padlet.com/ycaraveo1/vip89s8n85isyw6e/wish/1752725578 Copy of Texas A&M University-San Antonio Student Travel Policy 13.04.99.01 ycaraveo1 https://padlet.com/ycaraveo1/vip89s8n85isyw6e/wish/1752734888 2021-09-20 02:32:20 UTC https://padlet.com/ycaraveo1/vip89s8n85isyw6e/wish/1752734888 Institutional Security Policies and Crime Statistics ycaraveo1 https://padlet.com/ycaraveo1/vip89s8n85isyw6e/wish/1752790668
  • 34 C.F.R. § 668.46
  • Individuals who work closely with students and are significantly responsible for them are considered a campus security authority (CSA). This includes student organization advisors and student affairs professionals who oversee student organizations. 
  • CSAs are responsible for reporting crimes reported to them as part of the Clery Act.
  • The reports are compiled in an annual security report that is made public.
  • Although all necessary safety measures will be taken when hosting student organization events there is always a potential risk. Therefore, it is important to understand the policies that must be followed should someone report a crime.

    • Full Link: https://ecfr.io/Title-34/Section-668.46
    ]]>     2021-09-20 03:09:55 UTC https://padlet.com/ycaraveo1/vip89s8n85isyw6e/wish/1752790668     Copy of 34 CFR § 668.46 ycaraveo1 https://padlet.com/ycaraveo1/vip89s8n85isyw6e/wish/1752835318 2021-09-20 03:39:15 UTC https://padlet.com/ycaraveo1/vip89s8n85isyw6e/wish/1752835318 Event Planning and Campus Space ycaraveo1 https://padlet.com/ycaraveo1/vip89s8n85isyw6e/wish/1752901704 The Pandemic may have Permanently Altered Campuses. Here's How.

    (Diep, 2021)
    • Due to Covid-19 campuses have structurally altered spaces such as classrooms, offices, residence halls, dining areas, and outdoor spaces. 
    • Classrooms have been altered to conduct hybrid classes.
    • Most events held on campus have been hosted outside as it is much safer compared to hosting the event indoors. 
    • Additional furniture has been added outdoors to accommodate for the increase in space used.
    Although the article does not directly address it, the change of campus spaces brings up issues related to student organization event planning. For example: 
    • An increase in competition for events as there are limited spaces on campus to host an event safely through social distancing. 
    • Student organizations may limit their presence on campus due to a shortage of spaces as they are under construction or occupied.
    • Weather conditions can further limit the number of events that can be planned since indoor spaces may be offline.

    Full Link: https://www.chronicle.com/article/the-pandemic-may-have-permanently-altered-campuses-heres-how 
    ]]>     2021-09-20 04:20:19 UTC https://padlet.com/ycaraveo1/vip89s8n85isyw6e/wish/1752901704     Copy of Texas A&M University v. Bishop, 2000 ycaraveo1 https://padlet.com/ycaraveo1/vip89s8n85isyw6e/wish/1752937366 2021-09-20 04:44:17 UTC https://padlet.com/ycaraveo1/vip89s8n85isyw6e/wish/1752937366 Freedom of Speech ycaraveo1 https://padlet.com/ycaraveo1/vip89s8n85isyw6e/wish/1753056494 U.S. Const. amend. I
    • Individuals have the right to exercise freedom of speech, press, assembly, and petition. 
    • No policies shall be enacted to prohibit this right.
    • Student organizations wanting to plan an event to voice their opinions are welcome to do so and are protected by this amendment. 

    Full Link: https://www.archives.gov/founding-docs/bill-of-rights-transcript
    ]]>     2021-09-20 06:13:07 UTC https://padlet.com/ycaraveo1/vip89s8n85isyw6e/wish/1753056494     Copy of Bill of Rights ycaraveo1 https://padlet.com/ycaraveo1/vip89s8n85isyw6e/wish/1753058586 2021-09-20 06:14:19 UTC https://padlet.com/ycaraveo1/vip89s8n85isyw6e/wish/1753058586 ycaraveo1 https://padlet.com/ycaraveo1/vip89s8n85isyw6e/wish/1753063505 2021-09-20 06:17:30 UTC https://padlet.com/ycaraveo1/vip89s8n85isyw6e/wish/1753063505 ycaraveo1 https://padlet.com/ycaraveo1/vip89s8n85isyw6e/wish/1753123107
  • It is important for higher education employees working closely with student organizations to understand their role and level of involvement.
  • Understand the difference between policy and procedure related to event planning.
  • It is important to know where institutional policies are located on the university website.
  • Leveraging outside resources from other universities, professional organizations, or systems can provide guidance on how to navigate particular situations. 
  • If any student organization-sponsored events have some level of risk it is important to communicate with the Office of Risk Management. 
  • All parties working with student organizations have a level of responsibility to ensure there is compliance with institutional regulations.
  • Consider multiple perspectives when reviewing event planning logistics, such as policies revolving on and off-campus programming.
    • ]]>     2021-09-20 06:53:33 UTC https://padlet.com/ycaraveo1/vip89s8n85isyw6e/wish/1753123107     Student Organizations and Controversial Topics ycaraveo1 https://padlet.com/ycaraveo1/vip89s8n85isyw6e/wish/1753196872 'We Crossed Many Lines' How a Combative Conservative Group Thrives at Stanford

    (Vasquez, 2021)
    • A political student organization, Stanford College Republicans, has engaged in demonstrations on campus that have led to students, faculty, and staff feeling unsafe. 
    • As student organizations, they have the right to engage in voicing their opinions, however, recent behaviors have come across as intimidating and threatening. 
    • Various individuals have spoken out against their behaviors, including former and current members of the organization but the institution has not addressed the situation through disciplinary actions.
    • Student organizations on campus may host events on campus where some members of the community may not agree with the views shared. 
    • It is important to understand institutional, state, and federal policies to be able to address conversations about freedom of expression.

    Full Link: https://www.chronicle.com/article/we-crossed-many-lines
    ]]>     2021-09-20 07:33:28 UTC https://padlet.com/ycaraveo1/vip89s8n85isyw6e/wish/1753196872     Copy of CAS Statement ycaraveo1 https://padlet.com/ycaraveo1/vip89s8n85isyw6e/wish/1753261054 2021-09-20 08:06:38 UTC https://padlet.com/ycaraveo1/vip89s8n85isyw6e/wish/1753261054 Council for the Advancement of Standards in Higher Education (CAS) ycaraveo1 https://padlet.com/ycaraveo1/vip89s8n85isyw6e/wish/1753267430 (Council for the Advancement of Standards in Higher Education, 2006)

    The principle of autonomy can create ethical dilemmas related to student organizations. As a higher education professional, I intend to create a space where student organization leaders can gain professional development through the management of their organization. However, in creating these opportunities there are times when my professional judgment and my responsibility to the institution and the safety of students can remove this opportunity. For example, a student organization may want to attend a national conference but after reviewing safety measures I make a decision that it would be unadvised to attend the conference. Therefore they are no longer autonomous in their choice of attending the conference.

    Full Link: https://www.cas.edu/files/CASethicsstatement.pdf?mc_cid=467ed5fe4a&mc_eid=052333efc4]]>     2021-09-20 08:07:31 UTC https://padlet.com/ycaraveo1/vip89s8n85isyw6e/wish/1753267430     ycaraveo1 https://padlet.com/ycaraveo1/vip89s8n85isyw6e/wish/1753290635 As an individual who identifies as a female, Hispanic, low-income, and first-generation college student my personal connection to legal and ethical standards has been the opportunity to simply receive an education despite my identities. Additionally, through legal and ethical standards in my professional roles, I have been able to act with a level of consistency in difficult situations. This has allowed me to reach my goals of creating educational environments for students where they feel safe to express themselves and engage in new learning opportunities. ]]> 2021-09-20 08:17:41 UTC https://padlet.com/ycaraveo1/vip89s8n85isyw6e/wish/1753290635