Allen University Current Student Activities

A Resource for Creativity, Leadership and Inspiration
The Office of Student Activities creates opportunities that inspire students to become active members of the campus and community. Working in collaboration with faculty, staff and students, this office offers a variety of educational, cultural, social and recreational programming that fosters student learning and development. The staff assists student organizations on campus in the planning and scheduling of events to assure adherence to the University’s policies, which includes the safety and welfare of participants. The registration, chartering and scheduling of events are performed through this office. Therefore, membership is normally restricted to Allen University students, who are encouraged to take leadership roles and explore their interests.

Why Participate
When a student complements quality extracurricular activities with academics, the student strengthens time management skills, grows personally in relations with others and cultivates leadership skills and talents. Through participation, the student achieves a greater sense of belonging to the campus.

How to Participate
The Office of Student Activities facilitates the co-curricular and extracurricular activities on the campus of Allen University. Those interested in participating should contact the director and any officer or member of the intended organization.

Membership in a Student Organization
The Office of Student Affairs focuses on providing quality events and activities for the Allen community. We encourage membership; however, students must meet eligibility criteria of a 2.0 grade point average and full-time enrollment (12 hours). Students with below 2.0 grade averages can join co-curricular clubs. With exceptions, a student can join with fewer than twelve hours.

To be eligible for membership into any Greek organization, a student must have twenty-four total semester hours and a cumulative grade point average of 2.5 or better.

Registering a Chartered Organization
By May 1, all chartered organizations must submit a registration form, roster of members, copy of a current constitution and a list of events (i.e. trips, fundraisers or service projects that they anticipate performing). Examples of a registration form, membership roster, constitution and event schedule examples are available in the Office of Student Activities.

Rules and Regulations of Chartered Organizations
Each chartered organization must:

Maintain current list of officers, members, and advisor in the Office of Student Activities;
File an annual report of activities by May 1;
Comply with college rules and regulations;
Comply with local, state and federal laws;
Must hold an election by the third week in April with results in the Office of Student Activities by May 1;
Submit a tentative calendar of events and activities for the up coming year by May 1;
Submit a final list of activities by October 1;
Submit a financial statement; and
Present any changes in constitution or by-laws, which affects the initial charter.

A fifty-dollar ($50.00) penalty will be assessed if an organization does not register by May 1 and one hundred dollars is assessed if the organization is not registered by October 1. An organization that remains inactive for two years will have its charter revoked. To become active again, the organization must reinstate its charter by filing a request for renewal.

Chartering an Organization
It is important that all voices are heard on the campus of Allen University. Although, many organizations exist, it is possible that others can express the desires and needs of a particular group of students. A temporary charter is issued when the following requirements are submitted to the Office of Student Activities.

Requirements for a Temporary Charter

Submit the name of the organization;
Submit a constitution containing the objectives and policies;
Show evidence of a non-discriminatory policy;
Submit statement to express the educational value and how its existence will contribute to the University;
Proof that potential membership will support objectives;
Names of officers, titles, addresses, telephone numbers, e-mail (See Form);
Name of advisor, title, addresses, telephone numbers, e-mail (See Form); and
Any special considerations.

If the group is an academic club or organization, approval from the Chairperson of the department must be notified. If the group is affiliated with a national or state organization, the organizing group must submit names and addresses of officers. A letter of support must also be on file. This information is presented to the:

Student Office Advisory Commtitee
Vice-President of Student Affairs
Dean of Students
Director of Enrollment Management
Director of Student Activities
President of SGA

Within two weeks, the organization should receive notification of chartering. If denied, the organization can apply next year.

Permanent Chartering
At the end of the academic year, the group will be asked to submit information summarizing the activities and the progress of the group over the academic year to the Student Office Advisory Committee. If the organization has met three-fourths of its objectives, it is given a permanent charter and is expected to re-register by May 1. No organization can carry on any business on campus unless it is chartered.

Fundraising
Each chartered organization can be approved for two fundraisers per year as approved by the Solicitation Committee made up of a representative from the Development Office, SGA advisor and four members of the SGA. Activities must be approved at least three weeks before the activity. Tickets, money exchange, and product exchange will take place in the campus cafeteria and on the campus mall. It is expected that each activity will be placed in the University's calendar. No other solicitation will take place unless otherwise approved. Additional projects are at the discretion of the committee.

Solicitation by any off campus organization is prohibited. Organizations not in compliance may lose charter.

Organizational Bank Accounts
Organizations are encouraged to establish accounts with local banks and credit unions. It is important that three signatures are on file, two are of students and one is of the advisor. The advisor and one other signature must appear at all times.

Scheduling of Events
Before any activity is scheduled on the campus of Allen University, all students and organizations must receive permission from the Vice-President of Student Affairs. Once the office receives detailed plans (conception to evaluation) from the applying organization, the Vice-President of Student Affairs signs a form permitting the Business Manager to schedule the activity.

The following policies apply:

All activities are scheduled for the campus unless otherwise approved by the Office of Student Activities;
Sundays are reserved for activities relating to a spiritual nature;
Organizations must present names of speakers before invitations are offered;
All organizations must submit an end-of-the-year report on or before May 1st. The report must include the following information:
a) a list of all academic year activities accomplished by the organizations;
b) a detailed financial statement covering all academic year expenditures;
c) the recommended advisor for the next academic year;
d) proposed activities for the next year (include desired date, time, and location); and
e) signatures of the organization president, secretary, treasurer, and advisor;
Social activities planned from Sunday-Thursday must end by 11:00 p.m. Friday night activities must end at 12 midnight, but can be negotiated;
Saturday night activities must end before 12:00 midnight;
There are no activities planned for the week of mid-term, the week before finals and the week of final exams;
If policies and procedures are not followed, the Office of Student Activities has the right to revoke privileges; and
Cultural, Academic, and Religious Series (C.A.R.S.) assemblies are mandatory and scheduled for each Tuesday and Thursday.

Organizational Meeting Schedules

Student Government meetings are held the second and fourth Wednesday of each month at 8:00 p.m.;
Class Meetings are held the first and third Monday of the month at 7:00 p.m.;
Residence Hall Meetings are held the first Tuesday of each month at 10:00 p.m.;
Residence floor meetings are held each Wednesday at 10:00 p.m.;
All organizations must present their end-of-the-year report by May 1st;
A registered campus advisor must be present at every meeting; and
All organizations are encouraged to meet once a month.

Posting, Publicizing Events
Publicizing your event can be by word of mouth, e-mail, press releases, posters, banners, radio ads, etc.; however, all methods must have the approval from the Public Relations Office and the Office of Student Activities. Notices include pamphlets, handbills, newspapers and any other printed material. Postings must be grammatically correct and aesthetically designed. Once the activity has been approved, the Director of Student Activities will stamp notices. Organizations posting notices should place them in acceptable areas and remove them within a one-day period after the event. Postings will be removed if regulations are not followed. See University Web for Posting Policy.

Role of Advisor
Allen University advisors are comprised of faculty and staff. They are recommended by the organization and approved by the Office of Student Life. However, in some instances, the University must use community leaders who are approved by the same process.

Advisors are present at every meeting;
Advisors ensure quality and moral activities;
Advisors ensure the organization’s operations are consistent with the University’s policies and regulations;
Advisors assist in scheduling all activities on the University Student Activity Calendar; and
Advisors must secure approval (by screening the proper signatures on a Travel Form) prior to taking a group off campus.

Disciplinary Actions
Organizations in violation of the Code of Conduct and policies of Allen University will face the following sanctions:

Revocation of an organization denotes all organizational activities are ended and any space that the group uses should be vacated.
Definite or Indefinite Suspension of an organization denotes that the rights and privileges are denied for a special period. Any space used by the group is vacated and the display of wearing apparel or any other insignia is prohibited.
A first and only warning is written and given to minor infractions.

Organizational Plots
Organizational plots are requested and supplied through the Office of Student Activities.

The procedure is as follows:

Secure a request form from the Office of Student Activities;
Return with the names of officers and advisors to Advisory Committee;
Await assignment within two weeks;
Understand that plots are secured on a first come-first served basis;
Understand that a secured plot must be maintained;
Failure to maintain the property will result in forfeiture;
Forfeiture steps include an initial written warning with a two-week restoration period;
Should the organization fail to restore, a written statement is served and organizations are then at the risk of demolition by any University officials; and
An organization in forfeiture cannot secure another plot during the academic year.

Student Travel
In order for an Allen University student to travel, he or she must be invited by the advisor responsible for travel. A travel request is then submitted to the Office of Student Activities at least two weeks in advance of trip. The request should include destination, mode of transportation, purpose and length of trip, and a signature of the advisor-accompanying student. The Office of Student Activities and the organization’s advisor must authorize travel. Students and organizations are expected to travel on weekends, unless otherwise documented.

Student Government Association (SGA)
The Student Government Association serves as the medium for expression of student opinions and assists college officials in the coordination of student activities. Upon enrollment, all students become members of the Student Government Association, which is the organization that represents all students in planning, organizing and directing major campus programs for the student body.

The Student Government Association strives to provide a balanced student life program which contributes significantly to the total educational experience of its student membership. Students are encouraged to participate in a variety of co-curricular activities designed to enhance their sense of community responsibility and their capacity for leadership. The Student Government Association provides an early experience in self-government that serves as a useful background for later public service. Leaders of Student Government work to represent the student body as well as to develop pride and loyalty to their alma mater.

The Student Government Association and student organizations in particular are not only a vital part of the operation of the institution, but also an important part of the total student educational experience. Students are advised to choose activities wisely and to balance academic activities with participation in service, spiritual, athletic, social and recreational pursuits. A 2.5 grade point average is required for leadership positions in all activities, except where otherwise designated.

College Queens
College queens are an extension of the Student Government Association and must abide by the following rules:

Miss Allen University

Must have obtained 60 hours or more with a 2.5 grade point average;
Show evidence of community service;
Must have membership in at least one campus organization;
Serves as the hostess for the SGA and the University whenever assigned;
Plans and executes all social activities planned by the SGA;
Must remain at the University during her term;
Must have a clear disciplinary record; and
Must be an articulate public speaker.

Miss Homecoming

Must have obtained 30 hours or more with a 2.5 grade point average;
Must have membership in at least one campus organization;
Must remain at the University during her term; and
Must have a clear disciplinary record.

Organizational Queens

Must have a 2.0 grade point average.

Co-Curricular Clubs
Co-curricular activities are an integral part of the educational experience at Allen University. These activities will broaden the educational exposure of the classroom through the development of interpersonal skills, leadership and career-related learning. Those seeking information should contact the academic discipline.

Biology                 Speech and Debate
Spanish                Mathematics
French                  Social Science
Music                   Business
Drama                  English

Honor Societies
Sigma Tau Delta
Sigma Phi Omega
Phi Beta Lambda

Civic and Religious Emphasis
The development of a wholesome approach to religious life is traditionally one of the basic objectives of Allen University, a church-related institution. Religious activities are organized to enhance the spiritual growth and development of the entire University family. To this end, the following activities and services are offered:

Religious counseling
Cultural, Academic and Religious Series (C.A.R.S.)
Annual Religious Emphasis Week
Student Christian Association

All students are required to attend the weekly C.A.R.S. (Cultural, Academic, and Religious Series) program at 11:00 a.m. on Tuesdays and Thursdays. Faculty and staff are strongly urged to attend the weekly assemblies as scheduled. Advisors are available to monitor C.A.R.S.

In addition, all students are required to attend:

Fall Convocation
Founder’s Day (February)

Civic and Religious Organizations
NAACP (National Association for the Advancement of Colored People)
Sarah Allen Section of the NCNW (National Council of Negro Women)
Student Christian Association

Leadership and Development Organizations
Allen University Ambassadors
Allen University Choir
Honda Campus All-Star Challenge Team
International Student
J.S. Flipper Library Society
Men's Senate
Non-Traditional Student
Pre-Alumni Association
Richard Allen Leadership
Women's Senate

Special Interest Organizations
Book Club
Bridge Club
Chess Club
Karate Club
NGOMA African Cultural Performance Troupe
Swimming/Water Aerobics Club
Volleyball

Fraternities and Sororities
Historically, Black Greek-letter organizations have assumed an active role in the cultural, scholastic, political, service and social life of the campus and in providing leadership opportunities for students. At Allen University, fraternities and sororities are involved in educational programs, community service and leadership development. In addition, they provide a strong bond of friendship and “esprit de corps” among their membership.

Fraternities and sororities are expected to comply with the regional, national and institutional regulations governing their respective organizations, as well as those established by the campus Pan Hellenic Council. Furthermore, they are required to adhere to their published rules and regulations governing student organizations. Candidates for membership intake must be in good academic, financial and social standing with the University. Also, during the membership intake period, a student may be removed from the membership intake process if he or she commits an act which results in his or her being placed on disciplinary probation or given more severe sanction.

The Membership Intake Chair is responsible for submitting to the Vice President of Student Affairs, in writing and at least two weeks prior to the start of the official membership intake period, the names and addresses of prospective candidates. The Vice President of Student Affairs, along with the Director of Student Activities and Greek Life Advisor shall be responsible for verifying the academic, financial, and disciplinary status of the candidates. Furthermore, no membership intake activities may begin prior to the beginning of the official membership intake period, as stipulated by the Vice President of Student Affairs.

Pan-Hellenic Council
The Pan-Hellenic Council is an organization composed of two representatives and one advisor from each Greek organization. The Pan-Hellenic Council serves the purpose of establishing and maintaining unity among all Greeks on the campus, and of guiding and directing their functioning.

Goals and Objectives
The University supports and assists fraternities and sororities and considers them an essential part of campus life. However, it is expected that such organizations will comply fully with the goals, mission and purpose of the University. The following goals and expectations apply for all fraternities and sororities on the campus:

Uphold academic standards and objectives;
Provide education to its members so as to foster respect for human work and dignity, as well as the beliefs, attitudes and individual personalities of others;
Provide training programs that stress leadership both on the campus and in the community;
Assume individual and group responsibility for the efficient operation and management of the organization, free from fear and coercion and consistent with democratic principles;
Actively participate in campus governance and activities, remain cognizant of current campus governance issues, and project a positive image throughout the University and community;
Maintain sound financial responsibility for the efficient operation of their organization through management, accurate bookkeeping, and periodic review;
Provide needed service to the campus and community and serve as a “good neighbor”;
Support and promote the University as alma mater after graduation;
Make social, cultural and intellectual contributions to the college through activities offered by the University and the fraternity or sorority;
Promote responsible social behavior and self-discipline; and uphold a system of discipline for the organization; and
Promote effective programming on the campus by offering a balance of educational, social, service, leadership and fraternity/sorority activities.

Hazing
No organization, chartered or otherwise, officially or in fact, may participate in the act of hazing. Hazing is defined as any activity undertaken by a group, organization or member of the group or organization, in which members or prospective members are subjected to activities that harass, intimidate, physically abuse, exhaust, inflict pain or cause undue mental distress, mutilation, or alteration of the body or parts of the body. Such activities include, but are not limited to, tests of endurance, hazardous circumstances and activities which have a foreseeable potential for resulting in personal injury or which by their nature are so aberrant as to have a potential to cause servere mental anxiety, distress, panic, degradation, humiliation, or embarrassment. Registered organizations and groups shall be permitted certain initiation ceremonies and activities that are within the University guidelines for such.

RULES AND REGULATIONS FOR FRATERNITIES AND SORORITIES:
Although fraternities and sororities are of a voluntary nature and national in scope, they are subject to specific rules and regulations of the University.

Only registered students may be initiated;
A student cannot be initiated into a fraternity or sorority until he or she has earned 24 credits and has earned a cumulative grade point average of 2.5. This average is based upon a minimum of 12 credit hours earned during the semester prior to initiation into a fraternity or sorority;
The Greek Life Advisor, Office of Business and Finance, Enrollment Management, Director of Student Activities and the Vice President of Student Affairs must approve prospective initiates into any fraternity or sorority that is an affiliate of the Pan-Hellenic Council;
All members of Greek letter organizations are expected to conduct themselves in an exemplary manner and are to refrain from all acts of rowdiness or activities that adversely affect the academic progress of their initiates or members;
All intake processes must be completed within one academic semester. Failure to adhere to this regulation will result in suspension;
There shall be no initiation activities held between 12:00 a.m. and 6:00 a.m.; and
In order to clear the Office of Business and Finance for intake purposes, all prospective initiates must have a balance of no more than $500.00 from the pervious semester.

Membership Intake Period
The membership intake period is determined by the Vice President of Student Affairs, with the concurrence of the Greek Life Advisor and the Director of Student Activities. Prior to the beginning of the membership intake period, all membership intake chairs must participate in a Membership Intake Orientation Class sponsored by the Office of Student Activities. This class will specify the University’s policy on hazing, the definition of hazing and the penalties for members and organizations found guilty of hazing. Organizations not represented by their membership intake chair at the Membership Intake Orientation Class will not be permitted to participate in the membership intake process that semester. Also, at the conclusion of the Membership Intake Orientation Class, all membership intake chairs will be required to sign a statement signifying that they understand the University’s policies regarding hazing. Furthermore, each will be required to adopt a statement that prohibits hazing. This statement, which must be signed by the members of the fraternity or sorority, is due in the Office of Student Activities prior to the initiation of any membership intake activities.

PROCEDURES FOR ESTABLISHING NEW CHAPTERS
Any fraternity, sorority or social fellowship desiring to charter at Allen University must petition the Pan-Hellenic Council at least three months prior to the date in which the organization desires to become active. The petition, if approved by the Pan-Hellenic Council, must be submitted by the President of the Pan-Hellenic Council and the Vice President of Student Affairs two months prior to the date the organization wishes to become active on campus. The organization is not to participate in any activities without permission of the Vice President of Student Affairs. Once the organization is established on the campus, it comes under the jurisdiction of the Pan-Hellenic Council and is subject to all rules and regulations of the Pan-Hellenic Council, and the University.

Judicial Procedures
Fraternities, sororities and social fellowships charged with violation of the guidelines of the organizations and the Pan-Hellenic Council shall be subject to the judicial procedures of the University. Specifically, they come under the jurisdiction of the Judiciary Board and have appeal rights to the University Judiciary Board. Sanctions involving dismissal of a fraternity or sorority from the campus may be further appealed to the Vice President of Student Affairs, who will render a final decision. Violation of the University standards of conduct will be referred initially to the Greek Life Advisor and Director of Student Activities for disciplinary action.

Campus Fraternities and Sororities
Eight national social/service fraternities and sororities are registered on the campus of Allen University and carry liability insurance each year to be recognized. From time to time, any one of the organizations may become inactive.

Social/Service Fraternities                   Social/Service Sororities
Alpha Phi Alpha                                  Alpha Kappa Alpha
Gamma Gamma Chapter                     Mu Chapter
Kappa Alpha Psi                                 Delta Sigma Theta
Beta Rho Chapter                               Gamma Pi Chapter
Omega Psi Phi                                   Zeta Phi Beta
Mu Sigma Chapter                              Lambda Chapter
Phi Beta Sigma                                  Sigma Gamma Rho
Alpha Omicron Chapter                       Beta Iota Chapter

Athletics
Allen University offers wholesome athletic recreation through an organized athletic program. With membership in the Eastern Intercollegiate Athletic Conference and the National Athletic Intercollegiate Association, Allen University participates in competitive athletic sports, which help to develop self-esteem, maintain campus spirit and promote national recognition. In order to participate in varsity sports at the University, each student must:

Be in good academic standing;
Make satisfactory progress in the pursuit of an academic degree;
Be financially responsible;
Adhere to the rules and regulations of the Allen University Student Code of Conduct. Athletes will not be permitted to formally represent the University if placed upon disciplinary probation or suspension; and
Maintain a grade point average of 2.00 or above.

Men’s Athletics                   Women’s Athletics
Basketball                          Softball
Baseball                             Basketball
Cross Country                     Volleyball
Track and Field                   Cross Country
                                         Track and Field

Drug Testing Policy
In order to participate in intercollegiate sports at Allen University, one must participate in the drug-testing program, which is required by the National Association of Intercollegiate Athletics (NAIA). A full description can be found in the Athletic Policy Handbook.

Intramural Sports
Students may participate in intramural activities (flag football, basketball and volleyball); however, the University is not responsible for any bodily injury or damage to University property. The primary purpose of the intramural program is to encourage student participation in organized, competitive and non-competitive recreational sports.

Cheerleaders
The mission of the Allen University Cheerleaders is to motivate and activate the team spirit within the Allen University community. Good conduct and willingness to follow rules and regulations are prerequisites for those who care to support the intercollegiate sports program. The ten-member squad must meet the following qualifications:

Ability to be a leader as well as a follower;
Demonstrate good character;
Possess a mature personality;
Be neat in appearance;
Be enrolled as a full-time student; and
Maintain a grade point average of 2.0 or above.

Publications
Student Handbook
The Allen University Student Handbook is designed to provide students, faculty and staff valuable information regarding campus services, policies and procedures that pertain to student life. Upon enrollment, Allen University students agree to become aware of and abide by policies and procedures contained in the handbook. The handbook outlines the Student Rights’ and Responsibilities in detail, as it relates to student organizations, University offices, services, and campus events.

Members participating in the student publications, Newsletter, Newspaper or Yearbook, will be responsible for the contents they print and accountable to the advisor. A 2.0 grade point average is required.