Policies & Guidelines

Student organization policies and guidelines

Student organizations are responsible for abiding by all university policies and agreements.

Self-governed student organizations at Indiana University Indianapolis must follow the Self-Governed Student Organization (SGSO) Agreement. This agreement formally recognizes the independent relationship of SGSOs with respect to IU and outlines the annual SGSO requirements.

In addition to the SGSO Agreement, and the Student Organization Policy STU-01, IU Indianapolis student organizations must follow policies outlined in the IU Indianapolis Student Organization Handbook.

Read the student organization policy

Faculty or staff advisors

Student organizations are required to have at least one faculty or staff advisor who is currently employed by IU Indianapolis. Faculty/staff advisors help organizations maintain consistency from year to year and can offer advice on organizational decisions.

Indiana University requires that every registered self-governed student organization have a faculty or staff advisor who is employed at IU Indianapolis in an appointed position. Temporary/part-time employees cannot serve as advisors. Undergraduate and graduate students are not eligible to serve as a required faculty or staff advisor.

  • Serving as the student organization’s Campus Security Authority.
  • Maintaining regular contact with the student organization.
  • Assisting the student organization in abiding by all IU Indianapolis and Student and Family Connections policies and procedures for student organizations.
  • Helping the student organization locate and utilize available resources.
  • Being familiar with the goals and activities of the student organization.
  • Providing support and guidance as needed, while recognizing that the control and operation of the SGSO remain with the students.

The student organization advisor and SGSO officers may also agree upon specific duties and expectations that are not included as a part of the advisor expectations listed above.

  • Abiding by all IU Indianapolis and Student and Family Connections policies and procedures and seeking out counsel when there is a question about the student organization’s events, programs, or activities.
  • Consulting with the advisor as necessary, while recognizing that the control and operation of the SGSO remain with the students.
  • Updating the advisor regarding organizational activities.
  • Inviting the advisor to organizational functions.

Registration process and expectations

To be a registered student organization at IU Indianapolis, your organization must:

  • Register on The Spot
  • Write a constitution
  • Have at least one faulty/staff advisor listed on your roster in The Spot who is employed by Indiana University (cannot be an undergraduate student)
  • Have five enrolled IU Indianapolis student members (Purdue Indianapolis students are not eligible for leadership positions)
  • Reregister annually on The Spot
  • Meet with the Student and Family Connections team (if necessary)

Annual reregistration

Annual reregistration is required to maintain your access to student organization benefits each year. If your organization does not reregister for the upcoming academic year, your benefits—including space reservation—will expire.

Only students who are willing to serve as the primary contact for the organization should complete the reregistration form. Once you have submitted your reregistration form on The Spot, the CUBE team will review your form and either approve it or request changes. You will receive a confirmation email once it has been reviewed. Your organization is only considered registered when your reregistration form is officially approved.

Official SGSO mark

Self-governed student organizations (SGSOs) on all Indiana University campuses have an official branded mark for use on marketing materials and merchandise. Use of this mark indicates that your organization is an official SGSO at IU Indianapolis. This mark is designed to be used with—not in place of—your organization’s logo to indicate your organization’s affiliation with IU Indianapolis. Several versions of the approved mark can be downloaded from the University Policies Student Organization policy page.

Should you need assistance updating your mark, contact the Multimedia Production Center.

Student organization seal for IU Indianapolis.

Promotional guidelines

All student organizations must comply with the university’s Licensing and Trademark Policy, which in part states:

  • Self-Governed Student Organizations (SGSOs) are not permitted to use Indiana University’s trademarks, symbols, logos, mottoes, or depictions of campus buildings and landmarks. SGSOs may use the official SGSO mark.
  • All goods and services, including those used as a fundraiser, or promotional products bearing university trademarks, including the IU Indianapolis approved student organization branding elements, must be produced by a university licensee and submitted to the Office of Licensing and Trademarks for review and approval.
  • SGSOs may only indicate an association with IU Indianapolis or with any specific IU Indianapolis unit in a locational sense (i.e., “Club at IU Indianapolis”).
  • University Student Organizations (USOs) should work with the marketing personnel/units in their individual departments to make sure that they adhere to IU’s brand guidelines.

Required language on materials for SGSOs

The Self-Governed Student Organization (SGSO) shall, without exception, include the following statement in any of the SGSO’s written materials, as well as on all pages of any SGSO website or social media page:

“Although this organization has members who are IU Indianapolis students and may have University employees associated or engaged in its activities and affairs, the organization is not a part of or an agency of the University. It is a separate and independent organization which is responsible for and manages its own activities and affairs. The University does not direct, supervise or control the organization and is not responsible for the organization’s contracts, acts or omissions.”

The SGSO will also include the following statement within the publication in a type and size that is clear and legible to the reader:

“[NAME OF SGSO], an independent student organization located at IU Indianapolis, produced and is responsible for the content of this publication. This publication was not reviewed or approved by, nor does it necessarily express or reflect the policies or opinions of, Indiana University or its designated representatives.”

Have questions about these policies and guidelines?

Email the CUBE