Student Organizations Policies
Union University hosts over sixty active student organizations for students. Organizations cover a wide range of
interests and/or areas of study. Involvement in student organizations is one of the best ways to get involved at
Union and meet others who share similar interests.
To view a list of the active campus organizations, please visit: www.uu.edu/studentservices/organizations
For more information on an individual organization, please contact the President or Faculty/Staff Advisor listed on the
campus organization list.
Below are the policies, guidelines and procedures for student organizations on Union University's campus.
For more information on any of these policies, please contact the Office of Student Leadership & Engagement.
- Jason Castles, Director, 731.661.5094, email@example.com
- Karen Taylor, Associate Director, 731.661.5244, firstname.lastname@example.org
All student organization events must be placed on the official university calendar by contacting Mrs. Phyllis Davenport.
She can be contacted by e-mail at email@example.com or by phone at 731.661.5279.
Her office is located in the Barefoot Student Union Building.
Any event that is planned on campus or off-campus and is an official university related event MUST be on the university calendar.
Once an organization event is approved and scheduled, campus meeting space should be scheduled with Mrs. Phyllis Davenport (firstname.lastname@example.org or 731.661.5279).
Keep in mind the number of people who will attend the event along with the type of space that will be needed. All space on campus may be used free of charge, except for the Carl Grant Events Center (See policy below).
You can reserve a room in the Bowld Commons by visiting the Residence Life Reservation Website.
After you have reserved your room online, be sure to notify Mrs. Phyllis Davenport (email@example.com or 731.661.5279) so that it will be on the university calendar.
Union is a very busy place! Student organizations should be aware of current campus events and traditions when planning events.
We also encourage student organizations to consider making an existing event better by their involvement, leadership and participation rather than creating new events.
Review a brief list of current student life traditions.
For the full campus calendar, review www.uu.edu/events and contact Phyllis Davenport to be sure your event is on the UU events calendar.
Carl Grant Events Center
All student organizations must pay the Carl Grant Event Center's reservation rate to use the Grant Center.
Please contact Nikki Castles at firstname.lastname@example.org or 731.661.5909 for availability and pricing details.
University Representatives are to be present at all on-campus and off-campus social events. They are responsible for any crisis or emergency that may arise. They are also to see that all students abide by University regulations as stated in the Campus Life Handbook, and that the event ends on time and everything is left in good order. Because all student groups, whether on-campus or off-campus, represent Union University, they should model themselves in a manner consistent with the mission and purpose of Union University. University Representatives simply serve as persons of accountability to remind students of their obligation to the University. Failure to abide by the policies governing social events could result in cancellation of the event and even more serious social restrictions. The entire sponsoring organization will be held responsible for following the approval process.
The number of University Reps required will be determined by the Office of Student Leadership & Engagement and will depend on the nature of the event.
The person in charge of the social or trip is responsible for making arrangements for the proper number of University reps. This person should check with the Office of Student Leadership & Engagement. Organizations should secure their University Reps at least one week prior to the event.
Ennouncements may be submitted to Tina Netland in the Office of the Dean of Students. Send edited and ready to publish announcements to email@example.com before
Friday at noon for the following Monday's publication. E-nnouncements are sent to all students, faculty, staff, and parents who have signed up to receive the weekly announcements.
This is the official way to email all students, faculty, and staff with information about your organization/event.
In addition to ennouncements, organizations may also find it helpful to create a facebook event to advertise to students.
Before planning an event (party, conference, etc.), campus organizations must obtain approval for the event through the Office of Student Leadership & Engagement
(firstname.lastname@example.org or email@example.com). (Some events may require further approval from the Dean of Students).
An official university event may be defined as any event in which any or all of the following criteria is met:
- The event is paid for with student organization funds
- The event uses the Union University name in any marketing or promotion
- The event uses any facility or space on any of Union University's campuses (Jackson, Germantown, Hendersonville, or The Olford Center)
- The event is sponsored by a student organization on or off-campus (including fundraising).
Under some circumstances, other organization events that do not meet this criteria may be considered a University-related event.
Approval for an event must be submitted to the Office of Student Leadership & Engagement no later than one full week prior to the proposed event and prior to any
advertising for the event on campus or via social media (e.g. Facebook event). Students wishing to request approval must complete the following form.
General Policies regarding Events:
- All campus events must comply with Union University's mission and community values as outlined in the Union University Campus Life Handbook.
- No speaker or performer can be obtained for a campus event without prior approval from the Dean of Students. Student organizations wishing to invite a speaker or a performer to campus must first submit a proposal to the Office of Student Leadership & Engagement.
- No politician/government official should be contacted by a Union University student for any reason on behalf of the university without prior approval. (Please also see: Political Activities Sponsored by Students, Faculty or Staff).
- No student organization can sponsor a Jackson-wide regional or national event or conference without prior approval from the Dean of Students (firstname.lastname@example.org).
Student organizations wishing to invite a speaker or a performer to campus must first submit a proposal to the Office of Student Leadership & Engagement.
- After event approval, all student organization events must be placed on the official university calendar by contacting Mrs. Phyllis Davenport at email@example.com.
- All off-campus events must be restricted to a 100-mile distance which will permit resident students to return to their complexes by residence life curfew. (e.g. Nashville is not considered within the approved radius). In the case of an emergency occurring at your organizational event, please contact Safety & Security, the Dean of Students, and the Director/Associate Director of Student Leadership & Engagement. Chaperones and other organizational leaders should have these numbers entered into their cell phone.
- Any date, time, or location change (including cancellations) of an approved scheduled event must be submitted to the Office of Student Leadership & Engagement immediately after the change is made.
- Any injury or accident that occurs at an official Union University event (including all student events, meetings, etc.) must be reported to the Office of Student Life. In the case of life-threatening emergencies, please contact Safety & Security at 731.394.2922.
- All marketing/letters going to alumni or external groups must be approved by the Office of Student Leadership & Engagement.
- Hazing, in any form, is prohibited by Union University & Tennessee Law. This regulation also governs off-campus initiation activities. For more information on Union's hazing policy, please see
The Campus Life Handbook
- If you are a student or group interested in performing on campus, please see our music policy (.pdf).
- All flyers, posters, and announcements for the event must be approved by Tina Netland (firstname.lastname@example.org) in the Dean of Students office. (Please see Event Marketing/Flyers/Announcements/Digital Signage)
No student (including student leaders) should ever represent themselves as an agent of the University on any contractual agreement, purchase, or obligation.
Contractual agreements, purchases, and obligations made on behalf of the University should only be executed by the Director or Associate Director of Student Leadership & Engagement
or the Dean of Students.
Food purchased by Union University organizations/offices for an on-campus event must be purchased through Union University Dining Services/Aramark unless prior approval is granted through the Director of Aramark. Students or organizations wishing to begin the process of requesting approval must do so by first contacting the Office of Student Leadership & Engagement.
Event Travel Documentation/Ounce of Prevention
The University expects common sense safety when traveling on an official student organization/university trip off campus. All students are expected to abide by the following guidelines:
- All students, faculty, and staff must sign a release form prior to leaving campus.
- Health Insurance is recommended and may be required by the University. Please contact Health Services (731-661-5284) for more information.
- If an accident should occur, the law and the courts decide who will be financially responsible. Again, the best protection is prevention. Try to avoid accidents and injuries:
- Remember to speak up if a situation seems unsafe. Be the voice of wisdom. Speak up to your organization president, advisor, or contact the Office of Student Leadership & Engagement.
- You can't sign your rights away, but you should be aware of the natural risks associated with the activity in which you are participating.
- Use common sense, including following the speed limit, wearing seat belts and not texting while driving.
- Remember, an ounce of prevention can help minimize the risks for the entire group.
Event Marketing/Flyers/Announcements/Digital Signage
- Flyers, notices, announcements, and advertisements to be placed on University bulletin boards, windows, and doors in the PAC, etc. must be stamped by Tina Netland in the Dean of Students' Office.
- All marketing for an event via social media (e.g. Facebook event) must also be approved through the Office of Student Leadership & Engagement (email@example.com or firstname.lastname@example.org).
- In an effort to keep the campus clean, streamline information, and save trees, please adhere to the following poster guidelines.
- New PAC guidelines:
- Only on bulletin boards and cork strips
- DO NOT hang on any doors or side panels of doors.
- All other campus buildings:
- On any campus bulletin board
- On cork strips
- On the side panels of glass doors
- On the inside of doors of Barefoots Joe
- Please do NOT hang posters:
- On the face of any glass door (violation of fire code)
- On the doors or windows of the library (please note that no posting of any kind is allowed in the library.)
- On painted walls or doors (including the post office)
- On the doors of the cafeteria
- On the windows of Barefoots Joe
- On the windows of the Art Galleries
- On any door or door frame in the PAC
- Posters should be removed 2 days after the event.
- Please limit poster copies to 50.
- Off-campus distribution of advertising posters by students representing campus organizations must be approved in the Office of the Dean of Students.
- Student organizations wishing to post announcements on the campus digital signs should contact Tina Netland at email@example.com for design specifications and information.
- After initial approval from the Office of Student Leadership & Engagement, student groups wishing to display marketing material in the cafeteria and/or the Lex napkin holders must first seek approval from the Director of Dining Services, Tony Meek. In his absence, the Aramark Chef/Manager or Administrative Assistant can also approve this material. Please note that student groups may only use one side of the napkin holder and must remove the material once the event is over.
Forming a New Student Organization
Students wishing to form a new organization should:
Completed applications should be submitted electronically to the Office of Student Leadership & Engagement
via e-mail to Jason Castles (firstname.lastname@example.org) or Karen Taylor (email@example.com).
Applications submitted after April 15 will not be reviewed until the following fall semester.
Once your new student organization is approved, a representative from your committee will be notified by the SGA President through a formal letter.
Two representatives from your organization will be required to attend all Senate meetings each semester.
If a new student organization is approved by the Student Services Committee and Dean of Students and is deemed to be high risk, members and participants of the
organization may be required to sign a travel/event form each semester prior to participation.
These forms will be kept on file in the Office of Student Leadership & Engagement.
Funding for Student Organizations
To receive SGA funds, student organizations must submit appropriation bills that explain how funds are to be used.
These bills must be approved by the Student Senate. Organizations must have active Senators before they may request funds.
The largest amount an organization may receive during the Academic year is $200.00. Groups do not receive a check for the amount approved; instead they are reimbursed up to the
amount of their allocation. View examples of such legislation. Student organizations will be reimbursed up to the amount approved by the Senate.
Submit recipes to the SGA treasurer, or Jason Castles, SGA Advisor. Please allow three days to receive your reimbursement.
Fundraising and Donation Drive Guidelines
All solicitations should be approved by the Office of Student Leadership & Engagement and the Office of University Relations before any solicitation takes place.
Only official student organizations, academic departments or groups registered for an upcoming Union University GO Trip will be approved to raise money.
(For additional information on fundraising for an official Union University GO Trip, please see the Global Outreach Program Support Raising Policy. The University does not approve individual fundraisers. The Office of Student Leadership & Engagement and the Office of University Relations reserve the right to approve both who can be solicited as well as the type of solicitation.
The Office of Student Leadership & Engagement and the Office of University Relations desires that every donor and potential donor be treated with the utmost of care and professionalism. Positive relationship management, based on Union's four core values, is the necessary foundation for fruitful gift solicitations.
Because fundraising is an important (and sometimes essential) responsibility for some student organizations, it is important that organizations participating in fundraising be energetic, creative and enthusiastic in their endeavors. Below are a few tips in carrying out successful fundraising campaigns.
- Remember that local businesses are asked almost weekly to either buy an ad, host a fundraiser or contribute free goods. Because we want to be sensitive to how many times a Union organization approaches a local business, it is Union policy that you clear all solicitations for any goods or services of any kind with the Office of Student Leadership & Engagement
- Most businesses do not mind you asking as long as you are courteous, professional and friendly. Please be sure to call ahead, look people in the eye, shake hands, and prepare beforehand what you would like to communicate.
- Avoid approaching the business to discuss potential fundraisers during their busiest times (meal times/rush times). This is extremely important and further reiterates the suggestion of calling ahead.
- Follow up with the manager with an e-mail. This makes it easier for the manager to keep a record of what they give to and support. E-mail them after you speak with them to clarify your time/date/location, and then follow up with both e-mail and handwritten note to thank them for their support.
- All organizations raising money must have an official Union University account in which funds raised should be deposited. If your organization does not have a University account, please contact Karen Taylor at firstname.lastname@example.org to have one set up. This is to ensure financial integrity in the fundraising process and that all donated funds go to the appropriate philanthropy.
- Any Union University campus organization that uses off-campus banking must be set-up to require two signatures on the account: the organization's treasurer & advisor. An organization may choose to maintain an on-campus and off-campus account but must fill out the paperwork with the Associate Director of Student Leadership & Engagement. To maintain compliance with state fundraising and occasional sales tax laws, all monies generated through fundraising efforts must be deposited and maintained in an on-campus account. Organizations may deposit non-fundraised monies (e.g. dues) in an off-campus bank account, if desired.
- Each Union University organization is responsible for its financial obligations and is expected to fulfill all financial commitments. The University is in no way responsible for the financial obligations of the organizations.
- In order to consider the best interest of potential donors, the following policies will be practiced:
- Limits will be placed on the number of times certain businesses can be approached during the course of a semester. While this threshold will be determined with the help of the business, the general threshold will be six solicitations per semester.
- Please allow plenty of time for planning a fundraiser and give businesses at least a 30 day notification of your fundraiser.
- After your organization's fundraiser is complete, please follow up with thank you notes to the business within 48 hours, keeping in mind the stated wishes of the donor regarding anonymity and other levels of public disclosure.
- Thank you letters should be approved by the Office of Student Leadership & Engagement prior to mailing. (Handwritten thank you notes are preferred.)
- Copies of all correspondence should be submitted to the Office of Student Leadership & Engagement .
- Organizations who participate in fundraising must keep thorough records of all transactions, as well as retain all receipts for purchases and expenditures. Copies can be kept in the Office of Student Leadership & Engagement, if needed to assist in organizational memory as leadership transitions.
- Every effort will be made to ensure that all monies designated for restricted purposes are expended under the guidelines and within the timeframe requested by the donors, if applicable.
- All donor records are confidential!
- Consider partnering with other student organizations to "piggy-back" events. (For example, offer to sell refreshments at the events of other organizations.)
- Consider making successful fundraisers a yearly event and keeping a list of regular supporters.
- When any donation amount will be helpful, refrain from asking for a fixed-price contribution. You will often receive donations of a higher amount.
- Don't assume that all pledges made to your organization will be fulfilled. You may have to send several reminders.
The following fundraising ideas are just suggestions for possible opportunities for your organization. Your organization is also encouraged to develop other ideas for fundraising.
- Restaurant Night
Your organization can partner with a local restaurant to receive a portion of the proceeds from the sales during the allotted time of the promotion. (Ex. Chick-fil-A Spirit Night, Maggie Moo's night) Remember to get pre-approval from the Office of Student Leadership & Engagement before contacting the restaurant.
- Community Car Wash
Gather members of your organization to clean cars and gain dollars. Contact local businesses for washing location (location can determine degree of success).
- Bake Sales
Have members of your organization bake goodies to be sold in the SUB on any given day or in cooperation with a special event.
- Candy Grams
Students provide special holiday greetings for their classmates by purchasing a special "gram" complete with a small message and candy, which your organization can deliver to dorm rooms.
- T-shirt Sales
Design t-shirts to sell to the student body. The Office of Student Leadership & Engagement can provide names of t-shirt printers for your use (Note: all designs must be pre-approved by the Office of Student Leadership & Engagement).
- Silent Auction
Members of your organization will donate or purchase special items to be auctioned off. Students will silently bid on an item; at the end of the day/week, the person with the highest bid wins the item.
- Free-throw Shooting Contest
Partner with an upcoming basketball game and allow students to pay a fee to sign up for a free-throw shooting contest. Contact local businesses to donate prizes for winners. Students with the most completed shots win. Remember to get pre-approval from the Office of Student Leadership & Engagement before contacting the athletic department.
These policies and procedures have been created to help assist you in making your fundraiser a success. Failure to comply with these could result in:
- Meeting with the Office of University Relations
- Delaying your fundraiser until the next semester
- Deactivation of your organization
All donation drives should be approved by the Office of Student Leadership and Engagement prior to hosting a drive. Only official student organizations, academic departments, or groups registered for an upcoming Union University GO Trip will be approved to host a drive. Please contact the Office of Student Leadership and Engagement (email@example.com or firstname.lastname@example.org) with information pertaining to your specific drive. Please include how many boxes you would like to place on campus and the locations. Please include what the drive is for (i.e. who it will benefit) and the duration of the drive. Typically, a two-week period is approved per drive, but the Office of Student Leadership and Engagement can make exceptions if notified. Please be sure to remove all marketing and boxes upon the completion of the drive.
Hazing in any form is prohibited by Union University and Tennessee Law. This regulation also governs off-campus initiation activities.
Hazing is to be interpreted as any activity that endangers the physical safety of a person, produces mental or physical discomfort, causes embarrassment, fright,
humiliation or ridicule, or degrades the individual—whether it is intentional or unintentional. It is defined as doing any act or coercing another to do any act of
initiation of a student into an organization that causes or creates a substantial risk bringing mental, emotional, or physical harm to a person. Hazing is also any act
that injures, degrades, harasses, or disgraces any person. It is understood as any forced or required intentional or negligent action, situation, or activity that
recklessly places any person at risk of physical injury, mental distress or personal indignity. All initiation activities are subject to the approval of the Dean of Students.
Violators will also be subject to state fines and/or imprisonment. For more information concerning hazing and alternatives to hazing please see the Hazing Brochure.
Mailroom Posting Policy
- Approved student organizations and Union departments may stuff Union PO boxes from 1:00 - 4:00 pm on Monday through Friday. Union has 1750 student boxes and 400 faculty/staff boxes.
- Materials being stuffed into boxes must be approved by the Dean of Students and be related to Union University or the student organization. (Stated differently, the organization or department cannot sign up to stuff materials related to an outside vendor or business.)
- Approved student organizations and Union Departments must sign up in the post office for a specific time to stuff mailboxes, listing their information and what will be distributed. This helps prevent congestion in the post office.
- Off-campus organizations/businesses requesting a post office stuffing must receive approval from the Dean of Students. Approvals will be based on the organization's support of Union's core values, whether the flyer contains a special discount offered to the Union community, and the number of recent solicitations.
- The Dean of Students may request alternate methods of communication rather than posting (e.g. flyers placed on select bulletin boards.) Furthermore, if businesses are approved for stuffing, they are required to pay a $30 fee for the Post Office staff to stuff their approved material.
Only organizations classified as "active" by the Student Government Association will be eligible to access Media Services.
If your organization would like to check out AV equipment from ITCM, please complete a check-out form in their office (located in the D-Hallway of the Penick Academic Complex).
ITCM requires a $50 deposit in the form of a check to borrow equipment (the check can either be an organization or personal check).
The full deposit is returned to the borrower if the equipment is returned on time.
Movie Policy (Federal Guidelines for Showing Films)
Any individual or institution wishing to show a movie, whether it is for church, entertainment, or other public events, must obtain the proper permission from the company where the film was made. If you have attended Union events that have shown films for a large audience, a license or special permission has been obtained through companies which work directly with the film agencies in order to manage the distributing of licenses. Any large screen movie, regardless of admission policies (i.e. even if the movie is free to viewers), must be shown with the license rights or specific permission. These licenses can be expensive (usually around $300-$600 per film) and are limited to a certain time and date. Stated differently, your $3 to rent the DVD at Blockbuster doesn't cover us here if shown to large groups in a non-residential setting.
- $600 Yikes! Why so pricey?
It is important for the viewer to realize that these fees help support the individuals who were involved with the production of the movie. Although you may think that the loss of one license will not affect a person's paycheck, it will for the individuals who make average wages. These fees help support these individuals so they may continue to make films. In addition to supporting the arts, it's the law!
- But I saw a movie in my class! Did my professor have to pay $300?
There is an educational exemption underneath the copyright law. This enables films to be shown in class by the professor only if certain guidelines are followed. The films must be shown with the context that they pertain towards the curriculum being instructed by the professor. The professor must be present when the movies are shown and the students present must be properly registered for the class.
- Can we watch all the seasons of "Lost" or rent "The Blindside" in that amazing tv room in the Bowld?
Because of Union's select visitation hours, there are special guidelines that must be followed for the showing of films in the commons. Unadvertised movies shown on these TVs between a small group of friends will be considered residential use. Stated differently, these areas are considered "public living rooms" and residential space. You do not need to pay licensing fees for this type of use.
- How do I go about obtaining a movie and license for my event?
Advertised movies sponsored by a department or organization must purchase the rights to show the film. Please contact Joy Moore (email@example.com) for details on purchasing movie rights for a particular film.
For more information, visit www.mplc.com or http://www.swank.com/college/copyright.html.
Union faculty, staff, or student leaders who have administrative control of Facebook, Twitter or other social media accounts related to a Union University Department, Program, or Organization (e.g. Barefoots Joe, SGA, SAC, Cardinal & Cream, etc.) must share administrative control or passwords with another faculty or staff within that department. Postings related to a Union University Department, Program, or Organization must always reflect Union University's mission and core values.
Material can be copied and printed for a nominal cost in University Services located in the Student Union Building. Please give one week's notice to have an item printed or copied. If your organization has an official account with the university, you may charge your copies. If not, please be prepared to pay cash. Submit materials via e-mail to firstname.lastname@example.org.
All university recognized organizations will be allowed 200 free prints per semester for the organization. If your organization would like to print material from a printer located on campus,
we encourage the campus organization to identify someone who will do the most printing (posters, flyers, etc.) This representative may pick up the free printing cards for the organization in the
Office of Student Leadership & Engagement (located in the back of the Spiritual Life Suite). Your organization may also purchase extra copy cards with organizational funds beyond your free prints.
If paying by cash, organizations may purchase extra copy cards at the Union Station or the Library. If your organization has a university account and wishes to have extra copy cards charged to the
account, these cards must be purchased through the Office of Student Leadership & Engagement. For more information on the printing policy at Union, please visit http://printing.uu.edu.
Political Activities Sponsored by Faculty, Staff or Student Organizations
(Events initiated by a politician or an external political organization taking place at the Grant Center or other rented locations have separate guidelines. Please see Belinda Moss email@example.com or Phyllis Davenport firstname.lastname@example.org for guidelines when inquiring about hosting an event on campus.)
Introduction and Guiding Philosophy
- Union University supports the healthy discussion of issues regarding the political climate across the country. In addition, Union University encourages students to be involved in the political process and to engage in political discourse and public square issues.
- Although the University supports this process, Union is a private institution and therefore is not required by law to allow political candidates on campus. However, the administration chooses to offer this privilege for information sharing and educational purposes only if the proper steps are followed and approval is granted.
- Union University faculty, staff or active student organizations must receive permission by the Dean of Student's office and the Approval and Hosting team. If approved, the Dean of Student's office will discuss any facility fees, if applicable.
- These events must be scheduled through the Student Life Office and must take into account already planned events on Union's campus. The Approval and Hosting team will work in conjunction with the Office of Safety and Security/VIP details as needed. The Dean of Student and/or the Approval and Hosting team reserves the right to work with the faculty, staff and/or student organization in the event planning process.
- The Approval and Hosting team will automatically include the President, the Vice President for Student Services, the Associate Vice President for University Communications, the Director of Safety & Security, and the Student Organization's Faculty advisor. Other members will be appropriately designated.
- This event must be open to the entire campus community and the public at large.
- Politicians or Political organizations eligible for approved politicians must be in office or an official candidate for the office they are seeking in order to be invited to the University. Political organizations must be an official non-profit 501(c) 3 organizations
- No transfer of funds may take place between the hosting organization/Union University and the politician or political organization. This includes compensation for time, travel, personal security, or any other associated cost.
- No admission fee will be charged nor may political contributions be asked for or given on campus by the candidate or hosting organization.
- As a guest of Union University, the rental of the University facilities may be waived (excluding the Grant Center). Politicians or political organizations wishing to use University space for a function must pay standard rental fees and abide by separate guidelines for politicians using our Union University space.
- The hosting organization or department may publicize the given event on campus by UU ennouncements, UU electronic signs, and flyers. Access to these resources and guidelines for usage may be obtained through the Dean of Student Office. The Union University crest or other branding logos are not permitted to be used on any campaign flyers. (Student mailing lists are not distributed by the University nor do we allow Post Office stuffing from political organizations).
- All on-campus advertisements must be non-partisan and approved through the Dean of Students' office.
- No external press will be permitted on campus for one party's events. If the hosting organization would like press to be invited to events where there are two or more politicians or political organizations, they must be pre-approved through the Dean of Students office.
- A member of the campus community or a neutral party must moderate the event. If multiple candidates are at the event, all candidates will be given equal time for an opening statement, and candidates must field questions from the audience. The organization advisor must be present if a student organization is hosting the event.
Safety & Security
- The University reserves the right to limit the number of attendees to adhere to code.
- The sponsoring UU student organization must pay for any additional University Security as needed.
- For security purposes, the candidate or candidates must obey all campus policies and are required to be in contact with the office of Safety and Security (via the Office of the Dean of Students).
Politician or Political Organization behavioral guidelines while a Guest of Union University
- Union University will not tolerate inappropriate behavior by either the Candidate or members of the audience.
- Politicians and/or political organizations are given limited access to the campus as designated by the Approval and Hosting team. Candidates are never allowed in the residential areas of the campus.
- Political literature may be distributed at the event location, but it is not allowed to be placed elsewhere on campus. (This includes flyers and in ground signs and the posting of campaign signs anywhere on the Union University campus.)
- Candidates are asked to act sensitively and respectfully toward the University Core Values when formulating their answers.
Politicians or Political Organizations as classroom guests
- These policies do not apply to classroom instruction in which a professor might have a candidate come and speak to his/her individual class. Each instructor will be responsible for what occurs in the classroom.
Student Organization Presidents & Advisors
As organization presidents and advisors, individuals have an added layer of responsibility within the organization. Each president and advisor will be required to read and sign the organization policies and procedures annually or with any change in leadership.
Student Organization Rosters
Each organization must submit an accurate and up-to-date organization roster to the Office of Student Leadership & Engagement at the beginning of each semester. If a student quits or drops an organization anytime during the semester, the organization president or secretary should notify the Office of Student Leadership & Engagement within one week.
An official Union University release form must be signed by Union University students,
faculty and staff each time they are involved in any of the following:
- A trip over 100 miles with an organization
- An activity considered high risk (e.g. slip n slide events)
- Campus & Community service projects
- Athletic events (e.g. Greek Olympics)
- Other events as determined by the Office of Student Leadership & Engagement
Travel/Event forms may be picked up in the Office of Student Leadership & Engagement or downloaded here.
In order to save paper, all members of the organization may sign the back of the
release form, print their name, id number and date. Release forms must be return to
the Office of Student Leadership & Engagement within 2 business days of the event.
Participants are requested to carry travel/event form information on the trip including emergency contact information.
If a new student organization is approved by the Student Services Committee and Dean of Students and deemed to be more high risk, members and participants of the
organization may be required to sign a waiver & release form each semester prior to participation. These forms will be kept on file in the Office of Student Leadership & Engagement.
Student organizations must have all t-shirts designed for their members approved by the Office of Student Leadership & Engagement, including t-shirts that do not reference Union University.
In addition, we recommend that organizations purchase from vendors who can assure free trade or "Made in the USA" shirts. Often the cost is the same, or if slightly higher,
the organization can be assured of the integrity of the product. Please see the office of Student Leadership & Engagement for vendor recommendations.
Van Reservation Policy
Union University offers a limited number of vans for University use. Students who drive University vans must first pass a driver's test administered through the Office of Safety & Security.
For more information about the requirements to reserve a van, please see Van Policy and Student Driving Information.
University Logo Usage Guidelines
When designing T-shirts or other promotional materials that utilize the University crest or logo, please follow these guidelines.
All designs must be submitted to the Office of Student Leadership & Engagement (email@example.com or
firstname.lastname@example.org) for approval prior to production.