In addition to all University Policies and the Code of Student Responsibility, student organizations are required to abide by all Office of Student Involvement Directives and follow all procedures as outlined in the directives. Below we have outlined those for you and linked to webpages that will assist you in following all procedures as well.
Student Organization Registration
Registration for each academic year begins in July on the DeHub page of each registered student organization. Every student organization must complete this process annually to remain a registered student organization and have access to resources and benefits for student organizations. Registration for returning student organizations will be open year-round.
Student Organizations are required to have the following to be registered as a student organization:
Additional Resources
New and Reactivating Student Organization Registration
New student organizations and those wishing to reactivate a previous student organization must participate in the New and Reactivating Student Organization Review Process. Those looking to start a new student organization or reactivate a previous student organization must submit an application on DeHub and await NSOR committee review. Once the committee has reviewed the organization’s application they will either approve or deny the application. Once an application has been approved, the President, Treasurer, and Advisor must complete the New Student Organization Orientation for their respective roles. After each role has completed their orientation, the organization may be approved.
Applications for new student organizations will be open year-round, however committee review will happen 4 times annually. Review meetings will occur 4 weeks prior to the first week of classes, and in the 4th week of every academic quarter.
Student organizations are required to have the following to submit an application to be registered as a student organization:
A lapse in registration by a student organization for 1 academic year will require the organization to go through the New and Reactivating Student Organization Registration Process.
The Office of Student Involvement is the only university entity that can officially approve a student organization. DePaul University has no affiliation with student groups that are not registered student organizations
Additional Resources:
Continued Student Organization Recognition
Each year, all student organizations are required to renew their organization’s DeHUB page to remain a registered student organization for the upcoming academic year.
Student Organizations are required to maintain the following to be registered as a student organization:
The Office of Student Involvement is the only university entity that can officially approve a student organization. DePaul University has no affiliation with student groups that are not registered student organizations
Student Organizations who fail to complete registration for one academic year will be required to complete the New and Reactivating Student Organization Process.
As the result of a Student Organization Conduct Process or Accountability Meeting, student organizations may be given a sanction that imposes immediate loss of recognition for a period of time or permanently.
Additional Resources:
Voluntary Deactivation of a Student Organization
When a Student Organization chooses to voluntarily deactivate and/or no longer operate. The student organization is ineligible to receive the student organization resources provided by the Office of Student Involvement and DePaul community. The student leaders are required to complete the steps outlined on the Deactivating a Student Organization webpage immediately.
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Student Organization Advisors
All student organizations are required to have and maintain an advisor who meets the following criteria to be approved as a registered student organization:
Additional Resources:
Adjunct Faculty Serving as Advisors
Adjunct faculty members who (a) have taught at DePaul for at least three years, (b) have taught at least 6 courses or 24 credit hours over the three-year period, and (c) as of the first day of Fall Quarter, are teaching or are scheduled to teach in the current academic year, are eligible to become an advisor for any active student organization during the same academic year. Adjunct Faculty members who do not meet these requirements may serve as an advisor to a student organization with a letter of support from their program chair or the Dean of their college. The letter must be received by the Office of Student Involvement prior to their approval on DeHub.
Emerti Faculty Serving as Advisors
Emeriti Faculty are not eligible to serve as student organization advisors.
Participation in a Student Organization
A student must be a currently enrolled undergraduate or graduate student at DePaul University in order to be eligible to participate in a student organization or student organization sponsored events, meetings, programs, and other experiences. An enrolled student is defined as someone enrolled in credit-bearing classes in an undergraduate or graduate program at DePaul.
However, given DePaul’s quarter system and academic calendar, there are a few opportunities where students may extend their eligibility through a specific time period.
Leadership within a Student Organization
To serve in a leadership role within a student organization, a student must meet the additional criteria detailed below:
Promotional Tables
Requests for promotional tables for student organizations must be made one week in advance through DeHub.
Promotional table space may not be used for credit card, bank, or phone company solicitation.
Student organizations can only use promotional tables to promote their organization, an upcoming event, or other university-related business. If a student organization would like to partner with an external vendor they must receive approval from the Office of Student Involvement. If approved, a student organization representative must remain at the table at all times.
If necessary, reservations for promotional table space must be cancelled at least three business days in advance of the reservation date for student organizations. Late cancellation may result in a suspension of future reservation rights.
Additional Resources:
Scavenger Hunts
Campus-wide scavenger hunts, hide-and-seek item events, and similar type events must be approved by the Associate Director of Student Involvement. Following approval from the Associate Director of Student Involvement, the organizing group must receive approval from each individual location that items may be hidden in for hide-and-seek item events.
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Pie-a-Person Style Events
Events where one person throws something at another person in a non-reciprocal manner (such as “pie-a member” or “pie in the face”) are not permitted as they can pose a threat to the well-being of students. The Office of Student Involvement encourages students to avoid activities that involve risk to self or others, taking reckless action that results in physical harm to any person, or taking any action that creates a substantial risk of physical harm to any person.
Consumption Contests
Food or beverage consumption contests are not permitted as they can pose a threat to the well-being of students. The Office of Student Involvement encourages students to avoid activities that involve risk to self or others, taking reckless action that results in physical harm to any person, or taking any action that creates a substantial risk of physical harm to any person
Events with Alcohol
Alcoholic beverages may not be served or consumed at events or activities sponsored by student organizations whether on- or off- campus without approval the Office of Student Involvement or College of Law (for all organizations within the Law Student Organizations Group Type). Unless risk management mechanisms are in place, approval will not be given to any student organization that is hosting an event at which students under 21 will, or could be, present.
Request for an Event with Alcohol must be submitted 4 weeks prior to the event.
Host liquor liability insurance is required for student organizations to hold events with alcohol and a copy must be submitted to the Office of Student Involvement prior to event approval.
Student organizations are responsible for all costs associated with an Event with Alcohol.
All student organizations hosting an event with alcohol must review, understand, and abide by all Code of Student Responsibility Policies for Alcohol.
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Student Organization Travel
Student organizations planning to travel for any of the following reasons must follow the necessary procedures outlined in this directive to ensure their compliance with the university.
The Pre-Travel Itinerary Form must be completed 14 days prior to the first date of travel for the organization. The officer or individual who fills out the form will receive confirmation once the travel is approved. If the organization does not submit the form in time, the organization or the individual applying may not travel. If your organization travels without approval, your organization risks sanctions such as not being eligible for funding, suspension, or discontinuation of all organization activities.
In alignment with the Student Travel Policy, student organizations traveling outside of the Chicagoland area (Cook, DuPage, Kane, Lake, McHenry, and Will counties) are required to have their members complete a Travel Waiver. This applies to all transportation modes, including university, personal, chartered, rented, or arranged vehicles.
In alignment with the University Vehicle, Driver and Travel Safety Policy, all drivers who will be driving students in personal or rental vehicles for student organization business are required to receive Driver Certification facilitated by Environmental Health & Safety.
In alignment with the Student Travel Policy, Student organizations traveling outside of the United States are required to register their travel with Global Engagement 90 days prior to desired departure.
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