Policies, Resources & Forms

Managing your Student Organization

Student organizations play a major role in our active and vibrant campus community. The Office for Student Engagement is here to ensure that our 150+ student organizations have the support they need to operate at the highest level.

We serve all undergraduate and graduate organizations by facilitating registration, managing business transactions and providing direction regarding University policies, access to University resources, event planning assistance, officer training and much more!

Office for Student Engagement Policies

Policies may be updated and/or changed without notice.  Please refer to this page for current policies.

  • The University of Michigan-Dearborn Office for Student Engagement strives to ensure academic excellence and degree acquisition is achieved. In order to maintain active membership students must have and maintain a cumulative minimum grade point average of 2.5. Leadership positions include any and all membership roles in an organization (executive officers, minor officers, committee chairs, etc.) The Office of Student Engagement reserves the right to consider extenuating circumstances when making final decisions regarding eligibility.

    Organizations may have stricter academic standards than those set by the Office for Student Engagement. Such student organizational academic eligibility expectations for active membership should be outlined in their approved constitutions.

    The Office of Student Engagement will notify organization presidents and advisors of the names of all individuals within the organization who have been declared inactive members or are on probation based on their academic performance. Students' grade point averages will not be disclosed due to the Family Educational Rights and Privacy Act (FERPA). 

  • University of Michigan-Dearborn requires that all student organizations have an advisor. An advisor must be an employee of the University of Michigan-Dearborn, either as a full-time faculty member or full-time staff member. Student organizations are run and managed by students themselves; however, advisors play a key role in offering guidance, advice and continuity. An advisor should advise no more than two RSO’s in any given year.

    The duties of an advisor include:

    • Providing resources for events and assistance in the administration of the financial affairs of the group. The advisor serves as one of the two organization authorized signers.
    • Commitment to student learning and the mission of the University.
    • Familiarity with the mission, goals, and purposes of the organization.
    • Work with the treasurer to oversee organization budgets and sign off on organization purchases.
    • Ensure all organization activities are compliant with University of Michigan-Dearborn policies including, but not limited to the Student Code of Conduct and all Office for Student Engagement processes.
    • Direct student leaders to the Office for Student Engagement when inquiring about contracts. Speakers, performers, movie showings, large scale event planning, fundraisers, raffles, etc.
    • Understand that as an employee of a public institution all advisors are subject to the constraint of the federal Constitution, state and local laws.
    • Serve as a personal role model.

     

    In turn, the organization should:

    • Consult with the advisor on a regular basis (i.e. bi-weekly meetings, etc.)
    • Consistently update advisor with organizational activities/events/fundraisers, etc.
    • Invite the advisor to group meetings and events

     

    Together, the President and the Advisor should:

    • Have reviewed the organization’s constitution. 
    • Understand the financial status of the organization.
    • Set general expectations for the advisor and student relationship.

     

    For additional information, please contact the Office for Student Engagement.

  • UM-Dearborn student clubs and organizations are allowed to reserve space in the University Center and Fairlane Center South for day sales, recruiting new members, and promoting upcoming events.

    This policy outlines the appropriate and inappropriate uses of the day sale/promotional tables. Failure to adhere to these guidelines will result in immediate removal from the table and the loss of all tabling privileges for the remainder of semester.

    • Student organizations are limited to bake sales (pre-cooked food only), flower sales, organization t-shirt sales, book sales and other like items between the hours of 8:00 am - 8:00 pm through the use of a day sale table. All monies raised or donated from sales must be deposited into the student organization's University Project/Grant account.
    • The sale of "University of Michigan" apparel is prohibited. The University Bookstore has exclusive rights for sales of MICHIGAN dry goods (t-shirts, caps, mugs, etc.).
    • Health and fire safety codes prohibit any form of cooking by student organizations on University premises. Therefore, all prepared foods should not require heating or cooling to maintain safe consumption (i.e. nothing should be plugged in, require chaffing dishes, candles or other warming/cooling mechanisms).
    • Clubs and organizations are responsible for cleaning the reserved area during and after the event, making sure that all trash has been disposed of properly. Note: Student organization Project/Grant accounts may be charged by Facilities Management for any damage and/or inordinate cleaning.
    • One six-foot table and seating for two will be provided for the day sale/promo table. Additional tables and chairs are not available unless your organization wants to pay an additional charge, and these arrangements must be indicated in your reservation at least seven business days in advance.
    • Advertising/decorations are not to cover any information on University bulletin boards or signs. Groups may utilize the provided tack strips, or hanging wire; however, there should be nothing adhered to the walls or windows. Any signs or displays must be completely removed at the end of the day sale/promo table. It is recommended that if you are utilizing the wire to display in the window space that it be double sided (University Center Day Sale table location).
    • A member of the student organization must remain at the table at all times.
    • Promo tables cannot be used for day sales or any type of food giveaway.
    • You can NOT schedule a day sale table and a promo table on the same date.
    • A student organization can reserve a table for a maximum of three consecutive days per week, and a maximum of four days per semester: two (2) promo tables in either the University Center or Fairlane Center and two (2)* day sale tables, with at least one hosted in Fairlane Center South. *Student organizations are only eligible for two day sale table dates if at least one date is secured in the Fairlane Center South.
    • Day Sale and Promotion table reservations may be canceled by emailing the Office for Student Engagement at student_engagement@umich.edu at least 3 business days in advance. Reservations canceled after that deadline will result in the student organization forfeiting that reservation for the semester (i.e. if you cancel the day before, you will not be able to reschedule that same reservation).
    • The University of Michigan-Dearborn takes pride in and supports its diverse students, faculty and staff.  Discrimination at the University will not be tolerated.  
    • All student organization constitutions must include the following non-discrimination clause in its entirety: The __________ club/organization is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, height, weight, or veteran status.
  • General Information:

    1. Absolutely no writing or painting of any sort is permitted on any University property other than the Rock located at the northwest entrance of the University Center.
    2. Interfering with the freedoms of speech and expression is prohibited by the University of Michigan-Dearborn (i.e. harassment, intimidation, bullying, obstruction, defacing, physical or verbal abuse, etc.).
    3. All Registered Student Organizations will have equal access to the Rock. Beginning on July 1 of the current calendar year, any organization may submit their requests to reserve the Rock for the next year, through June 30 of the following year. Rock reservations will be confirmed in the order they are received. (The Rock is automatically reserved for all Greek Life chapters for their respective local Charter and National Founders' Days.
    4. Organizations may not request to paint the Rock more than three (3) times in a given month.
    5. An open-walled canopy is allowed to be used in the event of inclement weather. No canopies with closed walls or tents of any kind are permitted over and around the Rock. Camping out on campus grounds is not permitted.
    6. Vehicles are not allowed on the sidewalk or grass at any time, nor are fires of any kind permitted on University grounds.
    7. All trash/paint should be discarded properly.
    8. Barbeque grilling on University grounds is not permitted under regulations set forth by Wayne County Community Health.
    9. Organizations are expected to respect each other and to enjoy the tradition of painting the Rock. An organization may be held responsible for the actions of its members if deemed inappropriate and not in accordance of this policy. A member is defined as anyone associated with an organization including, but not limited to, active, current, initiated, alumni, transfer, inactive, intercollegiate, associate, and/or new members.

     

    Reserving the Rock

    1. Reservations must be made at least three (3) business days in advance of when an organization wants to paint the Rock.
    2. In order to reserve the Rock, Registered Student Organizations must agree to these guidelines and submit a Rock Reservation form. Organizations should not assume the reservation has been approved until receiving confirmation of the approved date. This approval will then be reflected on the UM-Dearborn Rock Reservation Google Calendar.
    3. Once a date has been confirmed, the Rock is assigned to the organization from 9:00 p.m. on the day prior to the reservation, to 9:00 p.m. of the day of the reservation. (e.g. if the reservation is for Wednesday, the reservation begins at 9:00 p.m. on Tuesday through 9:00 p.m. on Wednesday).
    4. The organization holding the reservation may only paint from 9:00 p.m. on the day prior to the reservation until 9:00 a.m. on the day of the reservation. (e.g. if the reservation is for Wednesday, the Rock can be painted from 9:00 p.m. on Tuesday until 9:00 a.m. on Wednesday).

     

    Painting the Rock without a reservation

    1. On days when no reservation is confirmed, any registered student organization can paint the Rock from 9:00 p.m. until 9:00 a.m. Students should always check the UM-Dearborn Rock Reservation Google Calendar to ensure that the Rock is not reserved.
    2. In order to prevent other organizations from painting over them on a day with no reservation, organizations may choose to have one of their members present at the Rock until the 9:00 a.m. painting deadline. However, if that organization abandons the Rock prior to 9:00 a.m., any other organization can paint the Rock until 9:00 a.m.
    3. The organization, whose paint covers the Rock at 9:00 a.m. on the day of no reservation, will be granted the Rock until 9:00 p.m. on that day.
    4. Organizations cannot cover the Rock after they have finished painting it for the purpose of preventing other groups painting over the Rock. Organizations without a reservation must adhere to this policy.
    5. Any organization that paints over the Rock on a day that has been reserved by another organization, or that has been established by 9:00 a.m. on a day with no reservation, will be contacted by the Office for Student Engagement (OSE). The OSE will meet with the leadership of the organization responsible to determine next steps possibly including, but not limited to, a loss of Rock privileges.

     

    For additional information, please contact the Office for Student Engagement. 

  • Student Organization travel must be pre-approved in accordance with the official Student Organization Travel Policy. Click on the link above for the full policy.

University Policies

Listed below are the University Policies most reference by student organizations. Click here for a full list of general campus policies.

  • The consumption of alcoholic beverages are prohibited on the campus of the University of Michigan-Dearborn unless certain circumstances and/or criteria are met. For more information, contact University Unions and Events.

  • All student organizations holding meetings and/or events on campus or within The Union at Dearborn must utilize Campus Dining Services for all food and refreshments as required through the university's partnership with Picasso Restaurant Group. For more information, contact University Unions and Events.

  • The chalking of sidewalks is allowed at the University of Michigan-Dearborn, given it meets the standards below.  Any individual or group in violation of the chalking policy will be held responsible for their actions.

    • Location:
      • Chalk cannot be used within 25 feet of any building entrance or exit.
      • Chalk may only be used on University sidewalks.
      • Chalk may not be used underneath any covering where chalk would not be washed away by precipitation.
    • Material:
      • The material used to mark a sidewalk must be water-soluble (sidewalk chalk)
      • The use of markers, paints, oil-based products, or sprayable chalk or other products in aerosol containers is prohibited.
    • Content:
      • The University has no responsibility for maintaining or removing chalk placed on sidewalks.
      • These drawings/language may not be destructive or libelous in any way.

    Biodegradable chalk is available in the Office for Student Engagement, 2136 University Center.

  • Donations and monetary gifts to student organizations are not tax-deductible. Student organizations are encouraged to inform donors that their gifts will not be tax exempt. For more information, contact Institutional Advancement.

  • Any student organization wishing to show a movie and/or documentary for public viewing must have written permission and/or have purchased a license for viewing. For more information, contact Melissa Booth.

  • Hazing, of any kind, is not tolerated at the University of Michigan-Dearborn. View the University Hazing Statement.

  • The Logo of the University of Michigan-Dearborn is the signature identity of the University and must be not be defaced or altered without express permission from the Office of Communications and Marketing.

  • Political Involvement is encouraged at the University of Michigan-Dearborn as it serves as a foundation to a democratic society.  The use of University funds and resources towards a political campaign/candidate is prohibited. 

  • Public Posting is encouraged on specific bulletin boards across campus.  All postings must be stamped for approval by the Office for Student Engagement, located at 2136 University Center.  

    The posting of any information or advertisement and distribution of posted materials is governed not only by the below policy, but by all other applicable University policies and procedures. Posted material includes, but is not limited: flyers, signs and/or posters.

    • All posted materials must include the name of the sponsoring individual or organization, as well as a valid email address and/or telephone number.
    • The approved posted materials may be posted for a maximum of thirty (30 days). Extensions to the maximum posting period may be granted by the Office for Student Engagement.
    • Posted material partially or fully covering other approved material will be removed.
    • Approved posted material may only be posted on designated bulletin boards for public posting, not on boards owned by particular offices, building walls/doors, or University signage.
    • Standard staples, thumbtacks and pushpins are the only approved methods of affixing posted materials to bulletin board and/or tack strips.
    • The OSE retains the right to refuse the approval of material that does not keep with University policy or procedure.

    Failure to adhere to the Posting Policy may result in disciplinary action under applicable University of Michigan-Dearborn policies and procedures and/or applicable civil statutes. Postings that violate this policy will be removed and the offending individual or group will receive a warning. If three warnings are given, individual or organization posting privileges may be revoked.

  • Members of the University community and their invited guests have the right to set forth their views and opinions and to listen, watch, protest, or otherwise participate in communication so long as they do not violate the Non-Academic Code of Conduct. Additional information regarding free expression and protests can be found here.