Club and Organization Standards

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All University of Colorado Colorado Springs (UCCS) student clubs and organizations are required to uphold federal, state, and local government laws, as well as University policies and procedures. Furthermore, fraternities and sororities are required to comply with the Standards for National Fraternities and Sororities at UCCS.

A student club or organization may be subject to disciplinary action when it engages in a violation of law, University policy, the Student Code of Conduct, or the Standards for National Fraternities and Sororities:

1. During an official organizational function
2. During an event where one or more of the student organization’s members is acting within the scope of their organizational capacities
3. When the action was approved by the majority vote or with consensus of the organization’s members
4. When one or more members of an organization knew that an act constituting a violation was either occurring or about to occur, and fails to prevent the action or report the action to appropriate University authorities

The Club and Organization Standards apply to all registered and recognized student clubs and organizations, including fraternities and sororities, and will only determine disciplinary action for student clubs or organizations. The Club and Organization Disciplinary Process will be conducted through the Office of Student Life and Leadership, and overseen by the Executive Director of Student Life and Leadership, or his or her designee. Individual students who may have engaged in misconduct will be referred to the Dean of Students Office for disciplinary action under the UCCS Student Code of Conduct. While the processes are similar, outcomes and sanctions may vary.

Definition of an Organizational Function:

An organizational function is any activity or event that the student club or organization authorizes.

Student Organization Disciplinary Process:

1. Complaint Received by Office of Student Life and Leadership
   • The Executive Director of Student Life and Leadership may initiate the disciplinary process on the basis of a written complaint filed by anyone, a Residence Life Incident Report, or a police report.
   • Upon receipt of the complaint or report, the Executive Director of Student Life and Leadership will decide whether there is substance to the allegations, whether the allegations fall within the jurisdiction of this process, whether student organization disciplinary proceedings should occur, and notify the registered officers of the organization
     
     
2. Organizational Notification
   If the Executive Director of Student Life and Leadership determines that there is substance to the allegations, and it falls within the jurisdiction of this policy the organization will be notified in the following manner:
   • An email notice shall be sent to the registered officers of the student organization that is the subject of the report or complaint within five (5) business days of receiving the complaint.
     • Additionally, a hard copy will be placed in the organizational mailbox in the Student Life and Leadership office.
     • If the contact information for the officers is inaccurate, or the officers fail to respond within seven (7) calendar days, the Executive Director of Student Life and Leadership may contact other student club or organization members, as furnished by the student organization in their registration information.
   • The notice to the club or organization should include:
     • A description of the alleged misconduct
     • The law, University policy, or Standard for National Fraternities and Sororities that are alleged to have been violated
     • The deadline for an officer to set up a conference with the Executive Director of Student Life and Leadership (or designee)
   • If an organizational representative does not schedule a conference by the date specified in the notice, or if the organizational representative does not attend the scheduled Initial Meeting, the Executive Director of Student Life and Leadership may decide the outcome of the case in the student’s absence and based on the information available.
   • Unless unusual circumstances beyond the control of the student arise, a delay in this process will not be granted.
     
     
3. Initial Meeting
   The purpose of the initial meeting is for organizational representatives to exchange information about the alleged violation, the reason for potential discipline, and give the organization an opportunity to respond. During the Initial Meeting, the organization will have the opportunity to accept deny responsibility of the alleged violations.
   • No more than two (2) student representatives may attend the Initial Meeting.
   • The student club or organization may be accompanied and assisted at the Initial Meeting by an advisor of the student organization’s choice. The student organization must provide the name of the advisor to the 3 Executive Director of Student Life and Leadership, at least twenty-four (24) hours before the Initial Meeting. At no time may the advisor advocate on behalf of the organization or participate directly in the proceedings. He/she may only consult with the students representing the organization.
     
     
4. Resolution Options
   After the initial meeting and considering all relevant information and any mitigating circumstances, the Executive Director of Student Life and Leadership will take one of the following actions:
   • If, based on a preponderance of the evidence (more likely than not) the Executive Director of Student Life and Leadership determines the organization did not commit or is not responsible the alleged violation, the Director will dismiss the complaint.
   • If, the organization accepts responsibility for the alleged violation, the Executive Director of Student Life and Leadership, after considering all the evidence and any mitigating circumstances, shall impose a sanction. The organization waives its right to appeal in accepting this option, unless the sanction is withdrawal of organizational recognition.
   • If, the organization denies responsibility for the alleged violation and if based on a preponderance of the evidence, the Executive Director of Student Life and Leadership determines the organization committed the alleged violation, the Director shall impose a sanction.
     
     
   Sanctions may include, but are not limited to:
   • Official Reprimand – A letter of notification placed in the organization’s file and sent to its national organization (if applicable) warning of more severe sanctions in the event of a repeat violation.
   • Probation – A specific period of probation with or without selected restrictions; the Executive Director of Student Life shall determine the length and terms of the probationary period.
   • Restitution – An organization, whose actions cause damage to public or private property or injury to another person, may be required to provide monetary reimbursement for restoration of or replacement of property or for medical bills related to injuries. Each member of the organization may be held financially responsible through group billing.
   • Service Requirement – Participation in University or community service activities.
   • Educational Requirement – Educational programming hosted and/or attended by a percentage of organization membership.
   • Suspension of Recognition – Suspension of recognition as a student organization and the privileges inherent in that recognition indefinitely or for a specific period of time.
   • Withdrawal of Recognition – Withdrawal of University recognition as a student organization.
     
     
5. Decision
   The outcome will be emailed to the chair of the organization, and placed in the organization’s mailbox in the Student Life and Leadership office.
   • The notification will include the alleged violation, the Executive Director’s findings and conclusions, any sanctions the organization must complete, and the timeline in which sanctions must be completed.
     
     
6. Appeal
   • The student organization may appeal the outcome of the Initial Meeting, unless they waived their right to appeal, to the Vice Chancellor of Student Success and Enrollment Management. All appeals must be submitted in writing within five (5) business days of receiving notice of the outcome. The organization may appeal based on the following reasons:
     • A substantial procedural error occurred that reasonably impaired the student organization at the Initial Meeting
     • The sanction imposed is unduly harsh
     • New information of a substantial nature is now available
   • The Vice Chancellor for Student Success and Enrollment Management’s decision is final and not subject to further appeal.
     
     
7. Expedited Administrative Review
   If the Executive Director of Student Life and Leadership determines that a prompt review is essential (e.g. end of the semester, there is substantial concern for the health, safety, or welfare of the members of the University community), the Executive Director of Student Life and Leadership may require the organizational leadership to meet with him/her within 48 hours.
   • Notice may be given in these instances by telephone or by e-mail.
   • If the organizational leadership fails to attend the conference in the time specified, the Executive Director of Student Life and Leadership can decide the outcome of the case in the organization’s absence.