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Student Organization/Club
Handbook
2022-2023
Table of Contents
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Arizona State University Student Organizations
Table of Contents
Introduction
Student Organization Office Contact Information
Student Organization Advisor Role
SunDevilSync
Starting a New Student Organization
Re-Registering a Student Organization
Student Leadership Development
Events and Meeting Reservations
Event Planning Resources
Student Organization Funds
Copies and Mail
Marketing Your Organization
University Policies
Student Organization Travel
Risk Management
Additional Resources
Signed Acknowledgement
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Introduction
Arizona State University is excited about your involvement in student organizations. We recognize
that student organizations provide a valuable service to the ASU community by providing
opportunities to participate in leadership development, spirit, activism, public service, educational
opportunities and social and cultural connections. As a student at ASU, you have the unique
opportunity to participate in a wide variety of activities. There are many benefits to being involved in
a student organization at ASU:
● Allows you to meet people and make connections with those who have similar interests and
explore new ones.
● Provides an opportunity to connect to the University, other students, and campus resources.
● Helps you get the full value out of your college experience.
● Encourages and advances your intellectual, cultural, spiritual and social development.
● Helps you gain knowledge, skills and experience in leadership, communication,
problem-solving, group development and management, budgeting, finance, public
speaking, and much more.
● Helps you become knowledgeable about what is happening on campus.
● Builds your resume with co-curricular and leadership development activities.
● Complements your academic programs of study and enhances your overall educational
experience.
Current or newly forming ASU Online club? Please refer to the ASU Online
Student Organization Handbook
Student organizations are encouraged to regularly review the COVID-19
guidance. Groups are expected to follow all guidelines in support of the ASU
community.
Student organizations exist to build upon and enrich the classroom experience. ASU believes
involvement outside of the classroom is an important aspect of your education. There are a wide
variety of organizations to meet your interests and needs. If an organization does not exist that fits
your interests, any student can take the initiative to create a new student organization.
The university expects that all student organizations exemplify respect and inclusion. As you hold
events and activities with your organization, remember that you are a reflection of ASU. Please
review and pay close attention to the guidelines and policies in this handbook. Feel free to consult a
staff member at your campus location for clarification, guidance, and advice at any time. We
encourage and welcome feedback on this handbook and all programs and services offered.
The Student Organization/Club Handbook for Student Leaders and Advisors
The Student Organization/Club Handbook is an introduction to the many services and resources
available to registered student organizations at Arizona State University, as well as policies that
impact your organization. Please review the materials provided in this handbook and share this
information with the members of your organization.
While this guide is intended to be a summary of certain matters of interest to student organizations,
readers should be aware that:
● This document is not a complete statement of all procedures, rules, and regulations of
Arizona State University.
● The University reserves the right to change, without notice, any procedures, policies, and
programs that appear in the Student Organization/Club Handbook.
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● Compliance with policies related to student organizations may be reviewed at any time
during the year by ASU staff.
● The various colleges, schools, and departments of the University may have additional
procedures and policies that apply to student organizations.
If you have any questions, please contact or visit your student organization advisor at your location.
It is the job of student organization advisors to ensure that your organization is informed about
policies and procedures, and has an opportunity for personal growth and leadership development.
Advisor training is held regularly to help advisors stay up-to-date on policies and procedures.
Best wishes on a successful academic year!
Student Organizations and Leadership Contact Information
DOWNTOWN PHOENIX CAMPUS
Student Center @ the Post Office, Room L1-
15
522 N. Central Ave., Suite 243
Phoenix, AZ 85004
(602) 496-1781
Downtownclubs@asu.edu
TEMPE CAMPUS
Memorial Union, 1st floor, 182
PO Box 87901
Tempe, AZ 85281
(480) 965-9600
tempeclubs@asu.edu
ONLINE STUDENT ORGANIZATIONS
onlineclub[email protected]
Online Student Organization Handbook
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Student Organization Advisor
What is a student organization advisor?
Student Organization Advisors are experienced faculty and staff members who formally mentor
student leaders and connect students who share similar passions and interests through a club
experience. Student Organization Advisors serve as a bridge between the university and student
organizations to create a cohesive and holistic experience both inside and outside of the classroom.
Student Organization Advisors play an active role in guiding students in their pursuit of leadership
development, connecting students to resources, and positively impact the overall well-being of the
students they serve.
Enhanced Advisor Support Model
● Primary Advisors Must Hold the Position of:
○ Faculty: 2+ years of experience at ASU, AND in roles of Professor, Associate Professor,
Assistant Professor, Clinical Professor, Principal Lecturer, Senior Lecturer, Lecturer
○ ASU Staff or ASU Enterprise Partner employee: 3+ years of experience in a student
support role
● Secondary Advisors Can Hold the Position of: Faculty with less than 2+ years
experience at ASU, Research positions, Instructors, Graduate students
○ ASU Staff: less than 3 years of relevant experience
Why be a student organization advisor?
Advising student organizations can be very rewarding. It provides opportunities for both faculty and
staff to interact with students in a different context. Advisors can have an important impact on
student development and campus engagement, serve as a mentor to students, connect with
university colleagues, and engage with students and organizations who may share similar passions
and interests.
Expectations and Benefits
● Communication: Being available and responsive to student organization Officers
communications through agreed-upon channels (Slack, email, phone, Zoom, etc).
Supporting student communication efforts within specified student clubs and organizations.
Communication with student organizations/clubs to determine overall event success and
criticisms to utilize as guides for future events.
● Attending Meetings: Actively participating with the club leadership. This includes general
body meetings, executive board meetings, and more.
● Attending Events: Partnering with your student club to plan and be present for safe and
productive events. Attending large-scale organizational events as outlined in the Special
Events Registry Form and being the on-site staff liaison.
Best Practices
● Assist your student organization in developing realistic goals for the academic year. This will
enable the educational and personal development of the students involved.
● Become familiar with the student organization's constitution and all other governing
documents, so that you may advise effectively.
● Attend executive board, general meetings, and organization events when possible or agreed
upon. (See "Attending Meetings" and "Attending Events" under "Expectations and Benefits".)
● Encourage the officers of the organization to keep accurate rosters of club membership
utilizing Sun Devil Sync.
● Assist in the orientation of new members and with the transition process each year.
● Become familiar with the Arizona Board of Regents Student Code of Conduct and other
institutional guidelines that establish expectations for student behavior and activities.
● Guide the group and its officers to establish policies, answer policy questions, and explain
the consequences for choosing to operate outside their parameters.
● Become familiar with Sun Devil Sync
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How do advisors support student clubs?
● Primary Club Advisors: They are active participants that create a cohesive and holistic
experience that transcends the classroom by connecting the University’s learning
experience with student organizations.
● Secondary Advisors: Support the student leaders and primary club advisor in collectively
guiding the student organization while honing club advising skills. Secondary advisors
attend meetings and events when the primary advisor is unavailable to be present at them
and/or as determined between the club officers, the primary advisor, and themselves.
What if I need a new advisor?
● If you need a new advisor please complete the forms below with information on your
organization.
○ Downtown Phoenix Campus Advisor Search
○ Polytechnic Campus Advisor Search
○ Tempe Campus Advisor Search
○ West Campus Advisor Search
● Once your advisor has changed please contact the Student Organizations and Leadership
staff at your campus to inform them of the change.
● If the advisor is stepping down for any reason, please reach out to your campus’s Student
Organizations and Leadership staff for further assistance and next steps.
SunDevilSync
SunDevilSync is the hub for all student organizations and student activities happening at ASU. As a
registered student organization you have a page dedicated to your organization where you can:
● Keep and manage a roster of members
● Message members
● Post events and news
● Track attendance at events
● Post organizational documents and photos
● Create forms and host elections
● Submit funding requests with USG and GPSA
● SunDevilSync 101
SunDevilSync Roster
Student organizations are responsible for ensuring that their roster is up to date and that all current
officers, including the organization’s primary advisor, are listed. To update your organization’s roster
please follow these steps:
● Navigate to the organization’s SunDevilSync Profile and under “Organization Tools” select
“Roster”
○ Ensure that all of the current officers and advisor have been invited and/or joined the
organization’s SunDevilSync profile page.
● Select the “pencil” icon next to the member’s name to assign a “position”
○ If you need to edit positions select the pencil on the top right of the page titled “Manage
Positions” to edit position titles
For a full guide to using SunDevilSync with your organization please check our SunDevilSync 101
resource.
Starting a New Student Organization
The first step to starting a new organization is to explore whether a similar organization already
exists. With approximately 1,000 student organizations at ASU, there are many interest areas being
met. Check out SunDevilSync to search for organizations and upcoming events that may relate to
your interests.
Naming Your Student Organization
Arizona State University recognizes the importance of student organizations in campus life and
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encourages student groups to register to gain access to a variety of benefits and privileges.
However, registered student organizations remain independent, voluntary organizations and are not
sponsored by the University. Registered student organizations may not use “Arizona State
University”, “ASU”, or “Arizona State” prior to their organization name as it may imply an official
relationship with the University. Student organizations may use the geographical designation “at
Arizona State University” at the end of their name. The word “at” must be used rather than the @
symbol. This should be consistent on social media accounts, logos, constitutions and any
marketing materials for the organization.
Organization Requirements
● The organization must be operated by currently enrolled campus-immersion students of
ASU.
● A minimum of three currently enrolled campus-immersion ASU students is required to
register a student organization.
● Membership in a registered student organization is limited to students enrolled for at least
one semester hour of credit as a campus-immersion student at ASU. Faculty, staff, alumni,
and others may participate in the activities and programs of student organizations.
● All officers of a student organization must be currently enrolled in one credit hour at ASU
during the semester(s) in which they are officers.
● All officers must be in good academic and disciplinary standing. A student on academic or
disciplinary probation may not hold office but may continue as a member.
● Membership and all privileges, including voting and officer positions, must be extended to all
students without regard to age, ethnicity, gender, disability, color, national origin, race,
religion, sexual orientation, or veteran status. Title IX of the Educational Amendments of
1972, Section 106.14, makes an exception for social fraternities and sororities, in regard to
gender, for membership criteria. Religious student organizations will not be denied
registration solely because they limit membership or leadership positions to students who
share the same religious beliefs. These groups, however, may not discriminate in
membership or leadership on any other prohibited basis (i.e., age, ethnicity, gender,
disability, color, national origin, race, sexual orientation, or veteran status).
● Student groups may impose membership requirements in accordance to academic and
class standing.
New Student Organization Registration
Eligible organizations are permitted to register during the academic year unless the University finds
that the organization:
● Seeks to accomplish its objectives, goals, purposes, or activities through the use of violence
or prejudice; or
● Engages in activities that materially or substantially interfere with the discipline and normal
activities of the University or with the rights of others; or
● Engages in activities that present a danger to property, personnel, and/or orderly function of
the university; or
● Refuses to comply with federal or state laws, including the Americans with Disabilities Act of
1990, Board of Regents’ policy, or University rules and regulations.
1. Understand the requirements for Student Organizations on your campus location
Depending on the campus that your organization is on, you will need to either attend an information
session or meeting with staff at that location. You can find more information at asu.edu/clubs or by
contacting the student organization staff on your campus.
2. Create a Constitution for Your Organization
Your constitution should include information on:
● Purpose, vision and mission
● Membership requirements
● Election of Officers
● Club meeting procedures
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● Officer titles and responsibilities
● Removal/impeachment of officers
● Non-Discrimination Statement as written below:
Membership and all privileges, including voting and officer positions, must be extended to all
students without regard to age, ethnicity, gender, disability, color, national origin, race, religion,
sexual orientation, or veteran status. Title IX of the Educational Amendments of 1972, Section
106.14, makes an exception for social fraternities and sororities, in regard to gender, for
membership criteria. Religious student organizations will not be denied registration solely because
they limit membership or leadership positions to students who share the same religious beliefs.
These groups, however, may not discriminate in membership or leadership on any other prohibited
basis (i.e., age, ethnicity, gender, disability, color, national origin, race, sexual orientation, or
veteran status).
Please utilize the template constitution.
3. Complete the Registration on SunDevilSync
● Organization Name
● Organization Description
● Mission of the Student Organization
● Organization Constitution
● Contact Information for 3 Organization Officers
○ Full Name
○ ASU Email Address
○ ASURITE Username
○ ASU ID Number
○ Phone Number
● Contact Information for Primary Faculty/Staff Advisor
○ Full Name
○ ASU Email Address
○ ASURITE username
○ Phone Number
○ University Position Title
Student Organization Re-Registration
Re-registration of student organizations is an annual process and must be completed each
academic year in the Spring Semester. Before re-registering, student organizations should be in
good standing. Organizations should make sure they have:
● Complied with all University policies and procedures (including those outlined in this
document).
● Have no unpaid debts or outstanding balances with university entities.
● Have no outstanding or unresolved ABOR Student Code of Conduct violations. Student
Organizations may not have any outstanding conduct cases with the Office of Student
Rights and Responsibilities. If a student organization is currently on a status with the
University or has an open case, the organization must be working toward resolution of the
case.
The privileges conferred through registration may be withdrawn for cause which shall include willful
or negligent violation of university, state or federal standards, codes or policies. Registration may
also be withdrawn or discontinued for the following reasons:
● Individual member’s past conduct;
● Organization’s past conduct;
● Organization’s stated objectives;
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● Organization that exists solely to conduct business for a for-profit company or vendor. This
includes but is not limited to: street teams, student brand representatives, boosters, etc.
● Failure to meet financial obligations to the university.
● Failure of an organization to carry out its programs consistent with the stated aims and
purpose of the organization’s constitution, bylaws and/or governing documents including
statements made on SunDevilSync.
● At the written request of the organization.
● When by constitutional provision the organization is dissolved.
● When an organization does not hold meetings, activities or outings for a period of one
academic year.
● Any organization that is currently or has previously been an ASU Sport Club registered with
Sun Devil Fitness and Wellness must identify so during the registration process. If the
organization is not in good standing with the SDFW and/or the University, the Student
Organization staff has the right to deny registered student organization status.
If registration is denied or revoked by student organization staff, the organization may appeal the
decision unless the denial or revocation was initiated under the Student Code of Conduct.
Arizona State University registration of an organization does not constitute university endorsement
or approval of the organization’s policies and activities. However, it does signify a willingness on the
part of the organization to comply with state law and the rules, regulations, and policies of the
university and the Arizona Board of Regents. Per the Student Services Manual: Membership and all
privileges, including voting and officer positions, must be extended to all students without regard to
age, ethnicity, gender, disability, color, national origin, race, religion, sexual orientation, or veteran
status. Title IX of the Educational Amendments of 1972, §106.14, makes an exception for social
fraternities and sororities in regard to gender for membership criteria. Religious student
organizations will not be denied registration solely because they limit membership or leadership
positions to students who share the same religious beliefs. These groups, however, may not
discriminate in membership or leadership on any other prohibited basis (i.e., age, ethnicity, gender,
disability, color, national origin, race, sexual orientation, or veteran status).
Re-Registration Process on SunDevilSync
The re-registration process should be completed by incoming officers. During the transition process
for officers, new officers should be given the officer position on SunDevilSync which will allow them
to complete the re-registration process. If the new officers are not adjusted on the roster within Sun
Devil Sync they will be unable to re-register the organization. If assistance is needed, please reach
out to the Student Organizations and Leadership team on your campus. If an organization’s
elections take place in the Fall semester, the re-registration can be submitted by the current officers
and the officer positions can be updated once elections take place. Officers should contact the
Student Organizations and Leadership team at their location when there has been a change to
officers within the student organization.
Officers will find the registration process available to them on the main page of their organization in
the “Manage” view. When completing the registration make sure that you have the following
information:
● Contact Information for 3 Members as Organization Officers
○ Name
○ ASU Email Address
○ ASURITE Username
○ ASU ID Number
○ Phone Number
● Contact Information for Primary Faculty/Staff Advisor
○ Name
○ ASU Email Address
○ ASURITE username
○ Phone Number
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○ University Position Title
● Updated Organization Constitution that has been reviewed, signed and dated by all officers
After receiving a completed SunDevilSync submission for the registered student organization,
Student Organizations and Leadership staff will review all information. If you have specific
questions regarding your submission, please email the respective Student Organizations and
Leadership contact at your campus location.
Upon review, the Student Organizations and Leadership staff may deny the request with comments
about changes that need to be made. If your request is denied you should receive a notification
from Sun Devil Sync. You can view your notification settings on the User page of Sun Devil Sync to
ensure that your notifications are emailed to you. If your request is denied, you can edit your
submission with the changes needed and resubmit. If you do not resubmit changes, your
organization may be changed to frozen.
Freezing a Student Organization
Student Organizations and Leadership staff may change an organization's status to “frozen” if the
student organization does not meet the requirements. Student Organizations and Leadership staff
will make an effort to reach out to the current officers of an organization before freezing an
organization. A frozen organization is not searchable to Sun Devil Sync users in the “Explore” view
and is not eligible to reserve rooms or other benefits of being a student organization. If an
organization is frozen the officers of the organization will still be able to view the organization in the
“Manage” view and complete the registration process. Once the registration is approved, the
organization will be set to “active” again. If you have any questions or if your organization does not
get set to “active,” reach out to the Student Organizations and Leadership office on your campus.
Inactivating a Student Organization
If an organization has remained frozen for one calendar year, Student Organizations and
Leadership staff may inactivate this organization. This means that the listed officers will no longer
be able to view or edit the organization.
Student Leadership Development
Consistent leadership is critical to the development and success of the organization. High
performing organizations positively impact the campus community. To ensure a proper balance of
leadership, each organization is required to maintain at least three officers within their leadership
structure. It is suggested that organizations review their constitution and other governing documents
regularly to ensure procedures regarding membership, elections, and appointments are up-to-date.
To support the development of student leaders and advisors, the Student Organizations and
Leadership team will offer several educational workshops and conferences during the academic
year. Advisors and student leaders receive newsletters detailing upcoming learning opportunities;
events are also posted on Sun Devil Sync.
Transitioning Leadership
Leadership transition typically takes place during the Spring semester for student organizations.
However, student organizations may also transition at other times throughout the year. These are
the steps that your organization should take to transition leadership.
1. Have new officers review the Student Organization/Club Handbook and the Organization
Constitution.
2. Update the organization’s profile on Sun Devil Sync.
3. Share/transition access to electronic portals and documents.
4. Share/transition access to organization bank account if one exists.
5. Introduce incoming leaders to key contacts and partners.
6. Connect with your organization advisor.
7. If Student Organization re-registration is currently open, new officers should complete the re-
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registration process.
Event and Meeting Reservations
No student organization may schedule or sponsor any events during the final exam period.
Academic Facilities & Classrooms
Send an email request to Classroom Scheduling at [email protected] with the following information:
● Organization Name
● Requester Name
● Advisor Name
● Additional organization members authorized to make reservations
You will be provided with instructions for the web-based reservation system . Once the reservation
is complete, you will receive a confirmation. PLEASE forward that confirmation to your advisor. Use
of academic facilities is a privilege available to registered student organizations. Food and
beverages are not allowed in classrooms. Please be respectful and adhere to all policies to allow
for future use of this privilege.
Sun Devil Fitness Complex
The SDFC at all locations offers reservations for both indoor/outdoor facility spaces.To learn more
about the types of facilities available and reserve a space visit this website for all locations.
Location Specific Reservations
Downtown Phoenix Campus
A.E. England Building: located on Central Avenue in the Civic Space Park. This building can be
reserved through the academic facility/classroom process. Food is allowed in this building, but with
a $50 cleaning charge. There is a $60/hour charge to use the building on Saturdays or Sundays.
Civic Space Park: This venue is managed by the City of Phoenix. While this outdoor space can be
utilized for special events, use cannot be granted by ASU. Please connect with Downtown Student
Organizations and Leadership for reservation requests Dow[email protected]
Student Center @ the Post Office: This space provides rooms and common areas for
reservations. To reserve space, an online request form can be submitted. If you have questions
regarding this space, contact studentcen[email protected].
Taylor Mall: Taylor Mall is the paved walkway located in between the University Center (UCENT)
and Walter Cronkite School (CRONK) buildings and serves as the primary location for tabling
Downtown. You can make a reservation for Taylor Mall by submitting a request at
https://cronkite.asu.edu/taylor-mall-reservations
Polytechnic Campus
Student Union: Reservations for the Student Union, Cooley Ballrooms, Devils Den, Citrus Dining
Pavilion, and Union tables can be made by submitting a request online.
Lantana Lawn: Reservations for the Lantana Lawn can be made by contacting Kyle Brown
Kyle.Brow[email protected] and filling out this reservation form.
Garden Commons: Reservations for the Garden Commons located near Lot 10 can be made by
contacting Susan Norton Susan.Norton@asu.edu.
Tempe Campus
Events and Meeting Services (EMS): Reservations for Memorial Union conference rooms,
Student Pavilion spaces, outdoor table spaces near Memorial Union, Student Services Lawn
Request can be made online for Indoor Spaces Request Form and Outdoor Spaces Request Form.
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For more information email mureservatio[email protected]
West Campus
Student Activities & Conference Services (SACS): Reservations for outdoor space (Fletcher,
Delph, University Lawn, etc.), University Center Building (UCB), and Verde Dining Pavilion (VDP)
can be made online or by sending an email to sacs.oa.west@gmail.com. You may also contact the
SACS team at 602-543-6285.
Sound Guidelines
Policies seek to strike a balance between the needs of the students to program in active spaces at
Arizona State University, and the needs of the surrounding classrooms, offices, and other spaces to
fulfill their academic mission. If you are planning an on-campus event that may include
amplification, be sure to contact your Student Organizations and Leadership Office for more
information on sound amplification guidelines. Policy violations not only put your organization at
risk, but all programs that utilize on-campus space for programming.
Media/Audio-Visual Services and Equipment Rentals
Various types of equipment are available for student organization usage at events.
● Downtown Phoenix Campus: Work with the student organization office to reserve any
media by emailing downtowncl[email protected].
● Polytechnic Campus: Specify when making the reservation.
● Tempe Campus: Specify needs when making a reservation and work with the contact that
confirms your request. PAB Productions can also offer advanced services for student
organizations at a cost.
● West Campus: Contact Student Activities & Conference Services (SACS) at
sacs.oa.west@gmail.com
Food at Events
No home-prepared food or drink is allowed at campus events sponsored by student organizations.
Individual students are allowed to bring their own brown bag or lunch box meal. However, they may
not supply homemade food to others.
Aramark/Sun Devil Dining
Aramark can provide a variety of services for your organization, from light refreshments to elegant
dinners. Arrangements should be made at least two weeks prior to your event. Aramark staff can
help you plan a menu to fit your program and your budget.
Aramark is the exclusive caterer contracted to provide food at the following Arizona State University
locations:
● Downtown Phoenix Campus: Taylor Place and Student Center @ The Post Office
● Polytechnic Campus: Citrus Dining Pavilion and Student Union
● West Campus: University Center Building, Delph Courtyard and Verde Dining Pavilion
● Tempe Campus: Memorial Union, Student Pavilion, and Old Main
Food Waiver
Occasionally, events involve special requirements that cannot be fulfilled by ASU contracted
caterers or approved caterers. In such instances, Food Exception Request Forms and vendor proof
of insurance are required from event organizers. The Food Exception Request form can be
requested from the location you are reserving on campus. A food waiver must be submitted 14 days
in advance of the event. Examples of exceptions include: food that was donated or a special menu
item not offered by Aramark/Sun Devil Dining.
A food exception request is not required for food purchased from the retail outlets located on
campus. Please read the following information to determine how to obtain food and beverages for
the specific event that you are planning.
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Aramark Contacts
Downtown Phoenix Campus
602.496.6707
ASUCatering@gmail.com
Polytechnic Campus
480.727.3874
ASUCatering@gmail.com
Tempe Campus
480.965.6508
ASUCatering@gmail.com
West Campus
602.543.3662
ASUCatering@gmail.com
Additional Food Contracts
● Atlasta Catering is contracted to provide food at University Club, Tempe campus and Walter
Cronkite School of Journalism at the Downtown Phoenix Campus.
● Sodexo Sports and Leisure is contracted with Sun Devil Athletics.
● For Catering at Gammage Auditorium and Kerr Cultural Center, contact ASU Public Events
at 480-965-5062.
Event Planning Resources
Special Event Registry
As the university grows and more special events are produced across all campuses, the need to
capture all the production details is important for the safety of all employees and visitors to Arizona
State University. The Special Event Registry connects ASU event coordinators and producers with
ASU safety collaborators for the event safety review. You should complete a Special Events
registration form for any event, meeting, tabling, etc that your group is hosting both on and off campus
that relates to student organization business.
Special Events need to be registered 30 days prior to the event. There may be additional fees such
as fire permits depending on the nature of the event. For more information visit the Special Events
Registry Site.
● Either the primary or secondary advisor for a student organization must be present at
meetings and events that meet any of the following requirements:
○ Open to the general public.
○ The meeting or event involves potential security issues such as hazardous
activities, equipment rentals, or large crowds.
○ The media will be present.
○ VIPs, elected officials, donors, anyone who travels with a security detail, or
dignitaries will be invited to the meeting or event.
Bringing Speakers/Performers to Campus
If your organization is thinking of bringing in a guest speaker and/or artist, student leaders are
encouraged not to sign legally binding documents. You and/or your organization will be personally
liable for fulfilling the terms of agreements should you choose to sign the contract. If your
organization is pursuing university funds to pay for goods or services that you have signed – all
provisions, statuses and policies that pertain to ASU Use of Funds will apply. We encourage you to
reach out to the Student Organizations and Leadership Office on your campus while planning your
event.
Virtual Engagement
Students have access to Zoom and Slack that can be utilized for student organizations.
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Zoom is a video conference tool available university-wide. Student Organizations can host
meetings, events and webinars through zoom. Zoom features the ability to screen share, call in
from a phone, and adjust security settings to meet your club members needs.
Zoom Enhanced Security Features:
Screen Sharing
To prevent inappropriate screen sharing during sessions, the Zoom default setting for screen
sharing is now set to Host-Only. This means only Zoom session hosts can share their screen, or
change this setting on their account to enable others to share.
If desired, in each Zoom session, grant screen sharing rights to all participants via the Shield icon or
to select participants by right clicking on names on the Participant List and choosing “Make Co-
Host.” For more information, refer to the user guide.
Display Name
To prevent inappropriate display names and further secure Zoom sessions, the default setting for
allowing users to change their names displayed in meetings will be permanently disabled.
Waiting Rooms
ASU is mitigating the chance of Zoom disruptors by automatically activating waiting rooms. Anyone
logged in with their ASURITE can enter the session automatically. Those not logged in to Zoom
with their ASURITE will only be admitted once the host(s) allows them to enter. Zoom session hosts
can individually admit or with a single click admit all who are in the waiting room. ASU faculty, staff
and students will have the ability to change this new default setting on their ASU Zoom account. For
more information, refer to the waiting room knowledge article.
Slack is a messaging, content sharing and learning tool that can be used to keep club members
connected. ASU has a Workspace on slack where students can create their own channels for
groups and student organizations that do not have message limits. This allows members to
message within a group and individually, share documents through integrated google apps and
manage communication across different groups on campus.
Movies/Film for Club Events
Video tapes, DVDs, or downloaded video that is available for rental or purchase are for home
viewing purposes only. This means they can only be viewed in your private living spaces (e.g.,
residence hall room, apartment, or private residence). Therefore, anytime a group shows a movie in
any context, the group must purchase the public viewing rights (copyright) for that particular
showing. Copyright purchases for a film typically costs between $300 and $1,000 per showing for
popular titles from major movie distributors. If you are interested in purchasing the rights for a film
please complete this form.
Student Organization Funding
Student Organization Appropriations
Arizona State University campus-immersion students pay an activity fee that is re-distributed for
events and activities. Undergraduate student organizations can apply for general funding and event
funding from the Undergraduate Student Government (USG) on their campus. The Graduate and
Professional Student Association (GPSA) provides funding for student organizations events
intended for ASU graduate students.
More specific information regarding this funding process is available online at the following sites:
● USG Downtown: http://www.usgdowntown.com
● USG Polytechnic: https://eoss.asu.edu/studentgov/usg-polytechnic
● USG Tempe: https://www.asuusg.com/general-funding
● USG West: https://eoss.asu.edu/usgw/funding
● GPSA: http://gpsa.asu.edu/support/gso-funding
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Fundraising & Financial Management
Many student organizations choose to hold fundraisers to obtain additional money. Whether the
proceeds will be given to a charity, used for a specific function, or deposited into an off-campus
account, be aware that there are some specific guidelines organizations will need to follow when
raising funds on campus.
Organizations must have ownership of all activities (i.e. a representative of the organization must be
present for the length of the activity, and a banner with the organization insignia should be
prominently displayed). All relevant university rules and regulations, as well as federal, state and
local laws must be followed. Failure to comply with these may result in Student Code of Conduct
disciplinary action against the organization and/or specific individuals. Student Organizations may
use mobile payment services (Venmo, Cash App, etc.) as long as it is clear that the fundraising is
not on behalf of the University but on behalf of the student organization.
Fundraising Events with Alcohol
No student organization may sponsor or co-sponsor an event with alcohol or with an alcohol
distributor or tavern (tavern defined as an establishment generating more than half of annual gross
sales from alcohol) at which alcohol is given away, sold or otherwise provided to those present.
This includes any event held in, at, or on the property of a tavern as defined above for the purpose
of fundraising. However, an organization may rent or use a room or area in a tavern as defined
above for a closed event held within the provisions of the Alcohol Policy.
Raffles
The Arizona Attorney General has determined that ASU and its departments and administrative
units are NOT permitted to conduct raffles. Using an actual raffle ticket for a door prize is permitted,
as long as attendees are not required to pay for the raffle ticket and everyone has an equal chance
of receiving it. Any group planning a raffle should be familiar with the law related to this activity and
should contact the Office of the Arizona Attorney General for additional information. ASU policies
concerning gambling and hosting casino nights can be found here.
Contracts
If your organization is thinking of hiring a vendor, bringing in a guest speaker and/or artist, or
contracting with a venue, student leaders are encouraged not to sign legally binding documents.
You and/or your organization will be personally liable for fulfilling the terms of agreements should
you choose to sign the contract. If your organization is pursuing university funds to pay for goods or
services that you have signed – all provisions, statuses and policies that pertain to ASU Use of
Funds will apply. If you have questions, reach out to the Student Organizations and Leadership
office.
Misuse of University Assets
Misuse of university assets is a violation of policies of the Arizona Board of Regents (ABOR), the
Academic Affairs Policies and Procedures Manual (ACD), the Staff Personnel Policies and
Procedures Manual (SPP), the Student Code of Conduct, and other policies of the university
(collectively “board and university policies”). Therefore, this policy is in addition to, but does not
substitute for other laws and policies governing employees and students at the university, whether
currently in effect or whether established after the adoption of this policy. Employees and students
are required to be familiar with all policies governing the appropriate use of university assets.
Disciplinary action against employees or students for misuse of university assets will be pursued
under one or more of those policies, using the procedure applicable to that category of employees
or students in connection with those policies.
Sales and Solicitation Regulations
Student Organizations are permitted to sell items on campus for organization fundraising. Food is
rarely allowed to be sold on campus due to existing university food contracts, along with health and
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safety regulations. Be sure to consult with your Student Organizations and Leadership office in
advance to ensure that the activity is within the university policies. This process does require
advanced planning.
Have procedures in place for:
● Inventory control – controlling access to inventory, issuing items to be sold, verifying
quantities of unsold items returned, physical inventory counts, ordering merchandise, and
receiving purchases.
● Revenue control – safeguarding assets under your control, receiving sales proceeds,
reconciling cash and sales, and depositing sales proceeds.
● Accounting – verifying deposit of proceeds, verifying the accuracy of inventory receiving,
preparing vouchers, reviewing physical inventory results, preparing financial reports, and
reconciling change in inventory.
● Authorization – approving invoice payment and reconciliations and reviewing asset
variances.
Student organizations wishing to conduct sales of food or beverages on university property must
receive approval prior to the sale, and are responsible for meeting all health and safety regulations.
Starting a Non-profit Organization
ASU’s Lodestar Center exists to advance nonprofit leadership practice so that organizations can
better achieve their mission. They can assist with questions about starting, governing, managing, or
operating a nonprofit organization.
If you would like to register your organization as non-profit, you must apply with the IRS.
Bank Accounts
Monies obtained from dues, fundraisers, sponsorships or donations should be deposited in an off-
campus bank account. An off-campus bank account is not held to the policies of the University. The
University does not take any responsibility in the management of your off-campus account. It is the
responsibility of each student organization to track expenses and keep records of the account
number, balance, or the approved officer signers. Any money received from the Undergraduate
Student Government or the Graduate and Professional Student Association, or a University
department may not be deposited into an off-campus account.
The organization operates in the name of the entity and not in the name of the individuals who are
part of the organization. Student organizations are strongly discouraged from depositing student
organization money into an individual member’s personal account. Business records should be
maintained in the organization’s name, not in the name of an officer. Keep in mind that financial
institutions will require that checks made payable to the organization be deposited into an account
established for the organization.
Designate two or more members to be authorized to withdraw funds from your account. Ideally,
checks and withdrawals should require two officers’ signatures to be valid. This reduces the risk of
any unauthorized expenditures.
Financial institutions will require that authorized signers are kept current. If the signers have left
their position or the university, your organization will experience a delay in withdrawing funds.
Changes to the organization’s account must be in writing to the financial institution from the current
authorized signers. Contact your financial institution to find out how they process a change of
signers. Most require that at least one of the current signers authorize the change. Advisors are
welcome to be listed as an authorized signer, if they so choose.
If appropriate, student organizations are responsible for filing. Oftentimes, student organizations do
not earn enough income to require filing federal income tax. Please refer to the IRS website for
more information.
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Most banks allow organizations to set up accounts under the organization’s name. Typically, your
organization must provide:
1. Proof that the organization is an official registered student organization. You can verify if your
organization is registered by completing a search for your club on SunDevilSync.
2. Two or more co-signers with photo ID, one of whom could be the club advisor (for transition
purposes);
3. A copy of your club’s official constitution and meeting minutes with signatory identified
4. An Employer Identification Number (EIN) on file with the Internal Revenue Services.
Tax Identification Numbers (TIN) or Employee Identification Numbers (EIN)
The United States Treasury Department and the Internal Revenue Service require an organization
to disclose its TIN/EIN when opening any type of deposit account. To obtain an off-campus bank
account, you will need this number. Registered student organizations at ASU cannot use the
University’s TIN/EIN. For more information, visit the IRS website.
In applying for a TIN/EIN, the organization officer who is listed as the executor of the number will be
required to provide his/her social security number. When transitioning between officers, it is
recommended that the executor of the TIN/EIN be switched as well. This will protect the outgoing
officer and ensure that his/her name is not associated with the account after he/she leaves office.
Copies and Mail
Student organizations may be offered a limited number of copies per semester as a registered
student group. Number of copies varies depending on campus location and whether the copy is
black and white, or color.
● Downtown Phoenix Campus: Copies can be made at the student organization office front
desk (POST L1-15). Mail and small packages should be delivered to your student
organization advisor on campus.
● Polytechnic Campus: Copies are NOT available with the student organization office. Mail
and small packages should be delivered to your student organization advisor on campus.
● Tempe Campus: Copies are NOT available with the student organization office. Mail and
small packages should be delivered to your student organization advisor on campus. If mail
is delivered to the Student Organizations and LeadershipOffice our staff will reach out to you
to pick up this mail. All mail that is not picked up by the end of each semester will be
delivered to the campus address of the primary advisor listed in SunDevilSync.
● West Campus: Mail and small packages should be delivered to your student organization
advisor on campus. All materials purchased through the use of USG funding should be
mailed to the Office of Student Connection and Community. Marketing requests larger than
8.5 by 11 may be obtained in limited quantities in sizes up to 24 by 26 inches at the Office of
Student Connection and Community.
Marketing your Organization
Logos
Student organizations are permitted to use the logos below as part of their logo. The images of
Sparky and Sparky’s pitchfork cannot be edited. Other logos such as the ASU sunburst logo and
the Athletics pitchfork logo are not to be used by student organizations in any logos or marketing
materials. More information can be found in the Spirit Marks section of the Brand Guide.
YES:
1. Sparky
2. Sparky’s pitchfork
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3. Hand Sign
4. Club name “at” ASU, Arizona State, Arizona State University (location vs affiliation)
NO:
1. Athletics pitchfork
2. Sparky modifications of any kind
3. Sunburst ASU logo
4. A/S Logo
5. ASU, ARIZONA STATE or ARIZONA STATE UNIVERSITY in front
of club name
6. Use or inference to other TM logos
7. SUN DEVIL BOLD font
Social Media
Social media is a great way to market your organization and keep up to date with your members.
Make sure that you are using the proper name of your organization on your social media accounts.
Registered student organizations may not use “Arizona State University”, “ASU”, or “Arizona State”
prior to their organization name as it may imply an official relationship with the University. Student
organizations may use the geographical designation “at Arizona State University” or other variations
at the end of their name. This should be consistent on social media accounts, logos, constitutions,
Sun Devil Sync pages and any marketing materials for the organization.
Printed Marketing Materials
If your organization does use the name “Arizona State University” at the end of the name or uses
the Sparky image in any printed marketing materials (t-shirts, giveaway items, banners, etc.) you
will need to use a licensed vendor. If you are ordering materials with funding from USG or GPSA
please contact their offices for lists of preferred vendors.
If you have questions about trademark and licensing or finding vendors you can reach out to your
Student Organizations and Leadership office or Monica Middendorf monica.middendor[email protected]
from Trademark and Licensing at ASU.
ASU Preferred Vendors:
https://cfo.asu.edu/promotional-items-including-t-shirts-and-polo-contract
University Policies
Hazing Policy
Hazing is prohibited. Any solicitation to engage in hazing is prohibited. Aiding and abetting another
person who is engaged in hazing is prohibited. All students, faculty, and staff must take reasonable
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measures within the scope of their individual authority to prevent violations of this policy. It is not a
defense to a violation of this policy that the hazing victim consented to or acquiesced in the hazing
activity.
Violations of this policy or interference in an investigation under this policy by students or student
organizations are subject to sanctions under the Student Code of Conduct. Any university employee
who knowingly permitted, authorized, or condoned hazing activity is subject to disciplinary action by
the university.
“Hazing” means any intentional, knowing, or reckless act committed by a student, whether
individually or in concert with other persons, against another student, and in which both of the
following apply:
● The act was committed in connection with an initiation into, an affiliation with, or the
maintenance of membership in any student organization that is affiliated with the university
and;
● The act contributes to a substantial risk of potential physical injury, mental harm, or
degradation, or causes physical injury, mental harm, or personal degradation.
“Organization” means any athletic team, association, order, society, corps, cooperative, club,
student organization, fraternity, sorority, or other similar group that is affiliated with the university
and whose membership consists primarily of students enrolled at the university. “Organization”
includes a local chapter, unit, or other local division consisting primarily of students, regardless of
the nature of the membership of the larger public or private organization.
“Student” means any person who is enrolled at the university, any person who has been promoted
or accepted for enrollment at the university, or any person who intends to enroll at or be promoted
to the university within the next 12 calendar months. A person who meets the definition of a student
shall continue to be defined as a student, for the purposes of this policy, until the person graduates,
transfers, is promoted, or withdraws from the university.
Alcohol Policy
The following procedures are required for student organizations in regards to hosting events with
alcohol:
● Student organizations must be in compliance with all federal, state, county, city and
university regulations (including SSM 106–03: Alcohol and Other Drugs on Campus; ABOR
5-108: Sale and Consumption of Alcoholic Beverages on Campus; PDP 202–03: Sales and
Service of Alcoholic Beverages on Campus; SSM 104-01: StudentCode of Conduct and
Student Disciplinary Procedures) as well as any national organization alcohol/risk
management policies that apply.
● A third-party vendor must be hired to provide, serve and distribute alcohol at all
events/activities.
● Events with alcohol may only be hosted during the academic year. No events shall take
place during Fall Break, Winter Break, Spring Break or Summer Session.
● No organization should benefit financially from the sale of alcohol at any event.
● No organization should purchase alcohol with organization funds, nor may a member or
members, on behalf of the organization, coordinate the purchase of alcoholic beverages.
● No “open” activities/events (those with unrestricted access) including alcohol should be held.
● The guest to member ratio at any event should not exceed 3:1.
● The hosting organization will provide one member per every ten persons in attendance at
any event who will abstain from consuming alcohol.
● Each activity/event involving alcohol must be planned and approved by the Organization
President and Primary Advisor 14 days prior to the scheduled event. A sufficient event
planning checklist (created by organization) should be completed.
● The guest list should be finalized 24 hours prior to the event. The activity/event guest list
should be typed and available throughout the event. The guest list will then be filed properly.
● Security should be finalized at least 14 days before the event depending on the size or
nature of the event. The hosting organization should consider employing at least one officer
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from an accredited law enforcement agency as event security. Security guards from
licensed, bonded security companies will be acceptable for the remaining security
personnel.
● All guests should have a student ID, driver’s license, or other form of government issued
identification. No person under the age of 18 should be permitted into the event without an
Arizona State University-issued ID. A Student ID shall not be used in lieu of a government
issued ID to establish an individual’s age or date of birth.
● Unauthorized use, sale, possession, or distribution of any controlled substance or illegal
drug, or possession of drug paraphernalia that would violate the law is prohibited at all
events.
● The host organization shall make available adequate amounts of non-alcoholic beverages
and food throughout the duration of the activity/function.
● There are to be no drinking games played at an event at any time.
● Should any individual need medical attention, call 911 promptly. If in the course of an
event/activity should an incident requiring medical attention or police involvement occur, the
event should be terminated and your advisor should be notified.
● Alternate transportation information shall be easily accessible to all activity/event attendees.
● No student organization may co-sponsor an event with an alcohol distributor or tavern
(tavern defined as an establishment generating more than half of annual gross sales from
alcohol) at which alcohol is given away, sold or otherwise provided to those present. This
includes any event held in, at or on the property of a tavern as defined above for purposes
of fundraising. However, an organization may rent or use a room or area in a tavern as
defined above for a closed event held within the provisions of this policy, including the use of
a third party vendor and guest list.
Grievance Policy
A disciplinary investigation may be initiated by submitting a written referral to the Dean of Students.
The Dean of Students also may initiate an investigation based on media reports or other reliable
information. The office will accept any complaint that is provided in writing, such as email, fax,
mailed letter, etc.
Below are steps to file a formal complaint against a student organization:
● The concerned party should file a complaint with the Student Organizations and Leadership
staff and document the situation.
● The Student Organizations and Leadership staff will contact the organization’s advisor and
ask for a recommendation on the situation.
● If necessary, the student organization will be referred to the Student Rights and
Responsibilities Office for code of conduct issues.
● A Campus Community Incident Report may be submitted to the Office Student Rights and
Responsibilities.
Student Rights and Responsibilities & Code of Conduct
Arizona State University Student Rights & Responsibilities Office information can be found on the
Dean of Students website.
The Student Code of Conduct sets forth the standards of conduct expected of students who choose
to join the university community. Students who violate these standards will be subject to disciplinary
sanctions in order to promote their own personal development, to protect the university community,
and to maintain order and stability on campus. Make sure you are familiar with the ABOR Student
Code of Conduct.
Freedom of Expression
ASU recognizes and supports the rights of students to engage in lawful free speech activity
including: peaceful demonstrations and circulation of petitions that do not disrupt the normal
educational and administrative function of the University, or interfere with the legitimate rights of
others. Additional information about the University’s commitment to free speech is available on the
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Committee for Campus Inclusion website.
Insurance Policy
In most cases, ASU does not provide insurance for student organizations. Registered student
organizations are responsible and liable for the actions and behaviors of their members and
officers. Any damages to persons or property would need to be covered by the personal insurance
of the participants.
If the organization contracts to receive services from a third party, the organization should confirm
that the third party has sufficient insurance by contacting ASU Insurance Services at 480-965-7700
for guidance.
Clery Act
ASU student organizations are required by law to report any organization travel under the Jeanne
Clery Act, and records showing use must be retained. The Primary Advisor will receive a request
from the Clery Compliance Coordinator to provide building use information for the applicable
calendar year. Federal law requires the organization to report any building controlled and used for
the institution’s educational purposes.
● Travel: If the organization stays at a location for more than one night or on more than one
occasion during the academic year (i.e. hotel, retreat center, etc.)
● Events and Activities: If the organization holds an official event taking place off campus
(i.e. banquet hall, event facilities, etc.)
● Off-Campus Housing: If the organization stays at a location for more than one night or on
more than one occasion during the academic year (i.e. condos, apartments, etc.)
● Off-Campus Office Space: If the organization uses or occupies a space for more than one
day or on more than one occasion in a calendar year (i.e. organization headquarters)
Educational Purposes is defined as anything that supports the education provided by Arizona State
University and is not limited strictly to the academic purposes of the institution. This may include,
but is not limited to, an organization’s recreational events or living quarters set aside for
organizational members only.
Controlled by means your organization directly or indirectly rented, leased, reserved, purchased, or
had some other type of written agreement (including an informal one, such as a letter or an e-mail)
for the use of a building or property, or a portion of a building or property. Even if there is no
payment involved in the transaction, for Clery Act purposes, a written agreement for the use of
space gives your organization space for the time period specified in the agreement. This includes,
for example, housing such as condos or apartment units, but would also include meeting space,
apartment club rooms, hotel rooms when traveling, etc. The key is that a written agreement was in
place allowing your student organization to use the space. (Locations on any of the ASU campuses
are omitted because they are already captured in the Clery report.)
The records should include, at a minimum, the following information:
● Name of the location
● Address of the location (individual room numbers not needed)
● Dates of building use (ownership or control)
University Logos, Marks, and Images
Trademark and Licensing Regulations
All logos, seals, names, symbols and slogans associated with Arizona State University are
trademarks and are the exclusive property of Arizona State University. Any individual, organization,
or company wishing to use Arizona State University's logos and trademarks must obtain the right to
do so in writing from the university. ASU Trademark Management is responsible for protecting the
use of Arizona State University trademarks and for licensing commercial use of these trademarks.
Sparky, the official ASU mascot, can be used by registered student organizations. Sparky is a
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recognized trademark of the Arizona Board of Regents. Sparky must not be redrawn or modified in
any way. Please consult the Graphic Standards Manual (https://brandguide.asu.edu/) for guidelines.
All club names must read:
● “Club Name” at Arizona State University®
● “Club Name” at ASU®
Please consult the Student Organizations section (https://cfo.asu.edu/student-organizations) for
additional details around naming conventions.
Logo Requests
Student organizations may use Sparky on advertisements, marketing materials and t-shirts by
following steps outlined below:
● First, contact the Student Organizations and Leadership team at the location of the
organization’s registration.
● Student Organizations and Leadership staff then determine if the student organization is
registered.
● If registered, the student organization staff communicates this information to the Trademark
Management office.
● The Trademark office will then provide the download to the student organization/club.
Students and student groups may not use the ASU sunburst logo or the seal. The University
reserves the ASU sunburst logo for institutional uses and the seal of the University for official and
ceremonial uses. Uses and modifications of the University’s trademarks are governed by the
Arizona State University Graphics Standards manual available at www.asu.edu/gsm. The official
ASU Pitchfork logo is reserved for use by Sun Devil Athletics and may not be used by any other
entity including student organizations.
For additional information about use of the University logo, word mark, signatures, and/or mascot,
please contact the Trademark Licensing Office at (480) 727-7848 or by emailing
sundevilli[email protected]
Advertising and Posting Policy
● All advertising must be factual, and should not mislead or misrepresent the real nature of the
event, activity, service, or commodity advertised.
● Advertisements posted on University property by registered campus organizations or an off-
campus company or group may not imply sponsorship or endorsement by the University.
● All advertisements must bear the names of the sponsoring organizations.
● Advertisements must be removed in a timely manner.
Where to Advertise
● Kiosks around campus may be posted on without prior approval.
● Bulletin boards and message boards inside buildings should be approved by the department
that manages the boards.
● Chalking may be allowed by certain buildings with permission from the appropriate staff.
● Advertisements in University Housing must be approved by the professional staff of the
community.
● Student organizations should not post on vehicles, parking structures, trees, plants,
planters, trash receptacles, benches, existing signage, light poles or sidewalks.
Students, student groups, or organizations that violate this policy may be subject to sanctions under
the Student Code of Conduct. ASU Police Department also may cite individuals who violate this
policy for violations of Arizona law.
Decisions regarding the permissibility of posting or distribution will not be made on the basis of
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content, with the exception of materials that contain illegal content or that violate university or Board
of Regents’ policies. Examples of impermissible content include materials that are obscene, that
convey an imminent threat of physical harm to specific individuals, or that disclose confidential
information without appropriate authorization. More information on this policy can be found here.
Student Organization Travel
Student organizations travel for many purposes including retreats, conferences, competitions, and
social events. ASU recognizes that travel is integral to students’ collegiate experience and can be
extremely beneficial to advancing the mission of the organization. However, it is important to
remember that travel can be a high-risk activity that requires adequate proactive planning and
preparation. Proper planning can mitigate many of the risks often associated with travel.
Chartering a Bus
Whenever possible, student organizations should use chartered bus/van service for transportation.
ASU has contracts for group transportation with several different companies found here.
Use of Personal Vehicle
Students are discouraged from using personal vehicles for organization-related travel. When a
personal vehicle must be used for organization travel, the driver assumes all liability associated with
the trip. Drivers and all passengers should follow the following guidelines when using personal
vehicles:
● Drivers and passengers are expected to follow University policy and federal, state, and local
laws and posted signs.
● Drivers must have a valid operator’s license.
● Drivers must possess adequate auto insurance as required by law.
● Drivers must possess current vehicle registration.
● Drivers and all passengers shall have access to and use seatbelts and/or other approved
safety restraint devices.
● Drivers and all passengers shall not possess, consume or transport alcohol and/or illegal
substances.
● Drivers should take considerable care to allow for adequate rest periods and drive times.
● Drivers should take care to assess the safety of the vehicle they are driving.
● Drivers and passengers should have proper communication and emergency plans in place.
Due to safety concerns, organizations should note the use of large passenger vans defined as 12
and 15 passengers vans is prohibited at Arizona State University. Student organizations, faculty
and staff are not permitted to purchase, lease, rent or transport passengers in 12 and 15 passenger
vans.
Guidelines for Student Organization Travel Outside the United States
ASU does not encourage student organizations to travel outside of the United States unless it is
deemed necessary for an educational or service-related purpose.
Student organizations that wish to travel outside of the United States should consult with staff from
the Student Organizations and Leadership team.
Student International Travel
Arizona State University now provides a secure system for students traveling outside the United
States and its territories to record ASU-related international travel plans. This service, provided by
the Study Abroad Office, supports emergency communications and gives registered travelers
access to valuable international health, safety and security resources.
Who is required to register travel?
Per the ASU Student International Travel Registration policy, all ASU students (and faculty/staff
members accompanying ASU students) participate in ASU related travel outside of the United
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States and its territories. ASU related international travel includes, but is not limited to the following
activities:
● Research, experiential learning (e.g., international internships, co-ops, volunteering, service-
learning).
● Independent study done abroad or any other international travel that is part of an ASU class
or for which the student receives ASU resident credit.
● International travel sponsored by or affiliated with ASU or an ASU student organization (this
applies to both affiliated and independent student organizations registered with EOSS).
● Any other international travel by students for the purposes of officially representing ASU,
such as participation in an academic or professional conference.
What are the benefits of registering?
● Travel intelligence. Access mobile-ready international travel intelligence and expert risk
analysis and advice - before and during your international travel.
● Emergency communications. Access 24/7 ASU emergency response services and enable
ASU to reach you in the event of an emergency.
● International health insurance. Get covered by ASU's international health insurance, which
includes emergency evacuation in the event of political instability or natural disaster.
Risk Management
If you have concerns about the risk involved during a planned event or activity, please consult with
the Student Organizations and Leadership staff at your campus so that they may provide
assistance to you or the student organization.
While there is little ability to remove all risk from student organization events and activities, there
are several ways in which an advisor or Student Organizations and Leadership staff can mitigate
potential risks. Some suggestions are:
● Identify risks that relate to the event or activity.
● Clarify the needs and expectations of intended outcome of the program.
● Ensure student organization leaders have submitted all necessary forms and have notified
proper administrators of the event or activity.
● Prepare for all scenarios that could cause potential risk or harm to property and event
attendees.
● Encourage organization leaders to consider all risks in regard to the signing of contracts,
and ensure they are clear about their liability and responsibility for all aspects of signed
contracts.
● Provide clear communication with all students involved in planning the event or activity.
Medical Emergency Procedures
1. If the emergency takes place on-campus, call 911 to be connected to the ASU Police
Department
2. If the emergency takes place off-campus, call 911 to be connected to the local police
department.
3. Send one person to call for help and be sure to keep at least one person with the injured
person.
4. When speaking with a dispatcher, security or police officer, you should:
a. Provide the exact location, building, and room number where the injured person is
located.
b. Remain on the phone with the dispatcher until help arrives
c. Know the phone number you are calling from
If anyone is transported to a hospital or medical facility for treatment, please notify the ASU Dean of
Students Office and a Student Connection and Community staff member at your campus.
Additional Resources
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In addition to the staff located on each campus, please feel free to utilize the campus resources
below.
ASU Student Code of Conduct
ASU Counseling Services
ASU Health Services
Live Well ASU
Career and Professional Development Services
Get Involved ASU
Student Accessibility and Inclusive Learning Services
International Student Engagement
Graduate & Professional Student Association
Sexual & Relationship Violence Prevention Program
USG Downtown
USG Polytechnic
USG Tempe
USG West
More Resources at ASU
If you have any questions please contact your student orgs team:
Downtown: [email protected]
Polytechnic: polytechnicclubs@asu.edu
Tempe: tempeclubs@asu.edu
West: westclubs@asu.edu