Summary of Responsibilities for All Clubs and Organizations
1. As President/Vice President you must attend ALL Presidents Meetings which may happen once or more times per semester. If you cannot be there you must have an officer from your club to come in your place.
2. To request a room you must fill out the Room Request form at LEAST 2 weeks before the event.
3. SA will help print 10 posters per events upon approval. All posters need to be submitted for approval 10 days in advance of the event.
3a. All posters must be approved by the Director of Student Experience, Armand Hammer Alumni Student Center 140B. Submit posters to the Clubs and Orgs coordinator for review. This form can be found on the ORU app.
3b. All posters may only be placed on the bulletin boards around campus - no glass doors.
4. Clubs are encouraged to schedule a regularly scheduled meeting time that is easy to follow. (i.e once a week, every two weeks, once a month etc)
5. All clubs/organizations must adhere to post all events on the ORU APP 10 days prior to the event and track attendance using QR codes and/or student IDs. (Using the ORU App increases student engagement with more visibility and promotion of your event)
6. The club advisor must be informed of all facility request forms and poster requests forms submitted to Student Association. If submitted electronically, which is the preferable option, CC the advisor on the email. If submitting paper forms, have the advisor sign the sheet OR take a picture of the sheet and email it to the advisor/clubs coordinator.
7. Every new academic year a club must re-sanction with Student Association.
8. The club advisor must approve changes in club presidents through signing an additional re sanctioning form if changes occur within the academic year.
9. Clubs must be respectful of all persons and all clubs in adherence with the Honor Code and the University’s vision.
10. If you wish to host a guest speaker (not a current ORU staff/faculty member), you must submit a Guest Speaker proposal form before scheduling your event and confirming the speaker. This form can be found on the ORU app.
11. Clubs MUST be in compliance with ALL Rules and Regulations published in the Clubs and Orgs Handbook, which is found on the ORU App.
Staff Club and Organization Advisor Responsibilities
Advisors are responsible for guiding, advising, and helping the club/organization to fulfill its mission, live out ORU values, and adhere to university guidelines and policies. This means that you will have to approve all events as being in line with ORU’s mission & vision, as well as being a wholesome activity that falls within the polices & procedures of ORU.
Student Club/Organization Advisors Agree to:
• Take an active role in advising the student organization
• Know the general purpose of the organization
• Know who the officers and current members of the organization are
• Meet with the officers of the organization at least once an academic year to discuss plans and expectations
• Offer general guidance to the organization for goal setting, organization management, event planning, etc.
• Remain informed, oversee, and regulate all club/organization activities, including regular meetings, fundraisers, special speakers/events. All non-ORU guest speakers must be approved by the Director of Student Experience.
• There are now online forms available for clubs & organizations to request a room, as well as to inform SA of special events. As a part of this form, they will be asked if you have approved the event. You will receive a copy of this email. If you have not approved the event, please contact your club officers to resolve the situation, and inform the Clubs & Organizations office (918-495-6333) to put a stop to the paperwork. If there are questions about the event, your office may be contacted by Student Association.
• Ensure that all movies, music, dance, etc. at club events fall within ORU guidelines. If there is a discrepancy that arises, your office will be contacted.
• Ensure club follows university guidelines for trips outside of ORU (see below)
• Remained informed of all club advertisements (posters) that are used to encourage attendance to events/trips
• Report to the Clubs Coordinator or Director of Student Experience any activities which may violate ORU policies
• Be aware of the financial regulations that are now in place. Please see the guidelines below & realize that signing off on this agreement states you understand & agree to those requirements.
• You must be aware of the financial regulations that are now in place. Please see the attached sheet & realize that signing off on this agreement states you understand & agree to those requirements.
I, the undersigned, do agree to serve as the faculty/staff advisor for _________________________(club name), for the academic year starting May 2024-May 2025. I will abide by all rules & regulations and oversee the club/organization in assisting them with following these guidelines.
Guidelines for Club/Organization Trips
• Any trips taken by the club or organization as an OFFICIAL part of that club & organization will fall under the ORU Risk Management guidelines.
• All paperwork for Risk Management must be filled out three weeks prior to the trip & turned into the Risk Management office.
Please include:
• A list of all participants going on the trip (students, sponsors, guests)
• All relevant paperwork as provided by (Found on ORU Website Employee Hub - Service Department - Risk Management - Travel)
• You must be or appoint a trip sponsor, and notify the Student Association Club & Organization office of who that will be in the paperwork provided.
• All paperwork must be in the Student Association Office three weeks in advance.
Organizational Funds
• The Vice President for Student Life acts as auditor and controller for all authorized student organizations, including clubs. The Vice President for Student Life also holds copies of all contracts made by clubs and organizations.
• All organizational funds must be deposited with Oral Roberts University into an Activity Account. No outside checking or savings accounts are allowed. Disbursements of funds are requested on a Check Requisition or Purchase Requisition, with the signature of the faculty advisor and the treasurer. Accounts must be reconciled by the organization’s treasurer each semester and returned to the Vice President for Student Life for permanent record.
• The University reserves the right to require an audit or accounting from any campus organization to which it may from time to time allocate or contribute funds. This includes organizations receiving and disbursing money, such as the ORU Missions Fund, Student Association, Perihelion, The Oracle, and any other organization using University facilities to secure funds, raise money or disburse money to organizations on or off campus.
• All organizations must follow procedures for handling student funds as recommended by the Vice President for Student Life and the ORU Vice President for Finance. If an organization receives money from the University, it is required to follow audit and accounting procedures established by the University. For additional information concerning financial procedures, please contact the Vice President for Student Life.
The Office is located in The Hammer Center SA Offices. Please call 918-495-6962 with questions.