Disbandment of Student Organizations
- Existing organizations may be disbanded if requirements are not fulfilled by the organization.
- Annual organization reviews will occur to ensure existing organizations meet the same criteria by which newly forming organizations are judged.
- Organizations will be placed on an inactive list for no more than one semester. If requirements have not been met after one semester, the organization will lose recognition and must go through the recognition process if the group wants to be re-established.
- Contractual Agreements of Student Organizations: Provisions of this policy apply to contractual agreements entered into by student clubs and organizations of JMU, whether or not they receive direct financial support through campus fees or student activities fees. When a contractual agreement with non-university agencies is involved, all JMU student organizations planning to conduct programs on or off the campus, or which provide services to JMU students, must follow the procedures outlined herein:
- No student or officer of any student organization may use the name of James Madison University in connection with contractual agreements that obligate the university financially or in any other way, without expressed written authorization obtained from the Office of Student Activities & Involvement.
- The executive officers of the student organization must discuss the program or service for which they seek contractual agreements involving non-university agencies with the organization’s adviser. Also, they must obtain the adviser’s signature on the contract for such services and submit the contract for services to the Office of Activities & Involvementfor review, signature, and referral to other university officials as appropriate. For the contract to be valid there must be at least two signed original copies of each. No contracts can be processed for payment before being signed by both parties. An original signed copy of the contract and all riders must accompany the request for payment (check request) if the group is FEB.
- No contractual agreement may be executed until facilities and finances called for by the contract have been arranged by the student organization’s officers and adviser to the satisfaction of the Coordinator of Student Organizations. A copy of the JMU contract rider shall be attached to the contract. Each bid, proposal or contract must be accompanied by a detailed budget for the event outlining anticipated revenues and all expenses related to the event. The organization must be able to cover the full cost of the event from the organizational budget. If it is determined that there is inadequate time to complete the contract process, the event may be canceled and the organization may be held liable for expenses.
- Contracts generated by student organizations, which are budgeted by the Student Government Association and the Media Board (University Program Board, Bluestone, The Breeze, etc.), must be approved by the appropriate university official(s) ( Student Activities; Dean of the College of Arts and Letters; SGA adviser; etc.) Contracts which provide for on-campus sales or solicitation by non-university agencies fall under university policies governing such on-campus sales and solicitation (see “Soliciting, Petitioning, Selling, Surveying, and Publicizing”).
It is the responsibility of the executive officers of the sponsoring student organization to keep their adviser and the Office of Activities & Involvement advised about the organization’s sponsorship of programs or services, which may obligate the university financially or in other ways. The Coordinator of Student Organizations may refer the student organization to more appropriate university agencies to deal with the particulars of contractual arrangement.
