»Student Group Policies

Approved August 2025

Table of Contents

1. Policy Statement

1.1 Terminology

2. Responsibility and Accountability

3. Student Group Types

3.1 Department Student Groups

3.2 Fee-Funded/Governing Student Groups

3.3 Student Clubs and Organizations

4. Recognition and Re-Recognition

4.1 Statuses

4.1.1 Recognized Status

4.1.2 Frozen Status

4.1.3 Dissolved Status

4.2 Recognition Process for New Student Groups

4.2.1 New Department Student Groups/Programs

4.2.2 New Fee-Funded and/or Governing Student Groups

4.2.3 New Student Clubs & Organizations

4.2.3.1 Constitution Requirements for Student Clubs and Organizations

4.2.3.2 Timeline for New Student Clubs & Organizations Recognition

4.2.4 Membership Requirements for Student Groups

4.2.5 Parameters for New Student Groups

4.2.6 Additional Requirements for New Student Groups

4.2.7 Additional Requirements for Club Sports

4.2.8 Additional Requirements for Honor Society Recognition

4.3 Re-Recognition Process for Existing Student Groups

4.3.1 Existing Department Student Groups

4.3.2 Existing Fee-Funded and/or Governing Student Groups

4.3.3 Existing Student Clubs and Organizations

5. Benefits

5.1 Department Student Groups

5.2 Fee-Funded and/or Governing Student Groups

5.3 Student Clubs and Organizations

6. Event-Related Policies

6.1 Reserving Space on Campus

6.2 Contracts

6.3 Finances

6.3.1 Fundraising

6.3.2 Selling On-Campus

6.3.3 Donations and Gifts

6.4 Sodexo – Food & Beverage Requirements

6.4.1 Selling Food & Beverages On-Campus

6.4.2 Food Trucks

6.4.3 Events with Alcohol

6.4.3.1 On-Campus

6.4.3.2 Off-Campus

6.5 Ticketed Events

6.6 Movie Screening and Performance Rights

6.7 Risk Management

6.7.1 Activity Waivers

6.7.2 Working with Minors

6.7.3 Transportation

6.8 Photo and Video Consent

7. Additional Policies for Student Clubs & Organizations

7.1 Reserving Space on Campus

7.2 Contracts and Agreements

7.2.1 Timeline for Contracts/Agreements

7.3 Large-Scale Event Planning Process

7.4 Finances

7.4.1 Opening an On-Campus Account

7.4.2 Making Purchases

7.4.2.1 Non-PO Payment Request

7.4.2.2 Purchase Order

7.4.2.3 Reimbursement

7.4.2.4 University Credit Card (P-Card)

7.4.3 Additional Information for Making Purchases

7.4.3.1 New Vendors/Suppliers

7.4.3.2 Technology Purchases

7.4.3.3 Hazardous Materials and Chemical Purchases

7.4.4 Collecting & Depositing Money

7.4.5 Fundraising

7.4.5.1 General Fundraising Guidelines

7.4.5.2 Off-Campus Fundraisers & Solicitations

7.4.5.3 Corporate Sponsorships

7.4.5.4 Raffles and Opportunity Drawings

7.4.5.5 Fundraising for Non-Profit, Charity, or Other Non-Chapman Entity

7.5 Risk Management

7.5.1 Activity Waivers

7.5.2 Working with Minors

7.5.3 Transportation

7.6 Off-Campus Programs & Events

7.7 Political Events

7.8 Additional Resources

8. Additional Policies for Fraternities and Sororities

8.1 Fraternity/Sorority Recognition

8.2 Chapter Responsibilities and Expectations

8.3 Benefits

8.4 Council Membership

8.5 Expansion/Extension Philosophy

8.6 Expansion/Extension Process

8.7 Dormant Status

8.8 Accountability

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1. Policy Statement

The Recognized Student Clubs, Organizations, and Groups Policy Document was established to provide clear standards and expectations for all student groups at Chapman University. The policies outlined in this document are integral to our commitment to support Student Groups and their positive development at the University, as well as to ensure that leaders and members of Recognized Student Clubs, Organizations, and Groups understand and accept responsibility for the actions of their respective groups and their members. 

1.1 Terminology 

Student Groups include Department Student Groups, Student Clubs and Organizations (SCOs), and Fee-Funded/Governing Student Groups. (Please refer to Section 3 Organization Types for more information) 

2. Responsibility and Accountability

Chapman University has standards of behavior that apply to all students, including Student Clubs and Organizations, Department Student Groups, and Fee-Funded and/or Governing Student Groups, that are set forth in the Student Conduct Code and other University policies. Recognition of Student Clubs, Organizations, and Groups is a privilege granted by Chapman University and can be revoked, limited, and/or the privileges suspended if a Recognized Student Club, Organization, or Group fails to adhere to university policies, procedures, and/or expectations.

Leaders, officers, and/or members of Recognized Student Clubs, Organizations, and Groups should be fully cognizant that they may be held individually accountable through the University’s conduct process for their behavior and the behavior of individuals within the context of the Recognized Student Club, Organization, or Group in certain circumstances, such as:  

• • If a member is violating federal law, state/local law, or university policies and other members present fail to intervene and/or fail to report the alleged violation to the University.  
  • If members knowingly condone, encourage, or require behavior that violates federal law, state/local law, and/or university policies.    

• • When the acts stem from or are directly related to activities of the Recognized Student Club, Organization, or Group.  

• • When the acts are those of guests of a Recognized Student Club, Organization, or Group.  

It is important to note that, while group events or activities may not necessarily be considered as official Chapman University functions, such events may still be reported as having violated the Code. If found to be responsible, sanctions may be applied to the group, or any member thereof. If a group is in doubt as to whether a program, activity, function, or social gathering may be considered an event, members are encouraged to contact Student Affairs.  

Submit a Report here: https://www.chapman.edu/reporting  

Chapman University adopted a Sunshine Policy, as other universities have done, to increase the transparency and bring to light concerning and unsafe behaviors in the Chapman University community by Recognized Student Club, Organization, and Group conduct or activities. Organizations that are found to be responsible for hazing or other kinds of harmful behavior as defined by the Code may have its actions made public. 

Membership Accountability for Hazing

Hazing is prohibited, in accordance with the law and Chapman policy.  Leaders, officers, and/or members of Recognized Student Clubs, Organizations, and Groups are expected to take all reasonable steps to ensure hazing does not occur within their student group. Chapman University will review all allegations of hazing and, if substantiated, individual members and officers of the group may be subject to disciplinary action, up to and including suspension and expulsion from the University. Additionally, the Student Club, Organization, or Group may lose its recognition with the University effective immediately after a determination of hazing is made by the Office of Student Conduct and/or Department of Student Engagement. Individual members and officers of the group may be subject to disciplinary action, up to and including suspension and expulsion from the University. Additionally, the Student Club, Organization, or Group may lose its recognition with the University effective immediately after a determination of hazing is made by the Office of Student Conduct and/or Department of Student Engagement.  

3. Student Group Types 

Student Groups are designated into one of three types – (1) Department Student Groups, (2) Student Clubs and Organizations (SCOs), or (3) Fee-Funded/Governing Student Groups.  

Groups that are not associated with one of the three types and not included on the list of groups/organizations published in Panther Connect by the Department of Student Engagement are considered unrecognized and are not affiliated with or supported by Chapman University. 

Note:  Even unrecognized groups, if comprised of Chapman students or taking place on Chapman property, can be subject to certain university policies and procedures. 

3.1 Department Student Groups 

Department Student Groups operate under the guidance and supervision of a University college/school/division/department. Their purpose and activities are directly connected to that college/school/division/department. Often Department Student Groups utilize space, equipment, or other resources associated with the college, school, division, or department. Student leaders and/or members of these groups may be chosen, selected, and/or managed by the designated faculty/staff member(s).  

Note: Teams and/or Sports Clubs recognized by Chapman University Athletics are not considered Department Student Groups nor are they subject to this policy.  

• • • For Department Student Groups, financial requests, on-campus accounts, contract and risk management needs, space reservations, event logistical needs, financial management and fiscal policy adherence are the responsibility of, and directly managed by, the college, school, division, or department to which the group is connected.   

• • • These groups are ineligible to receive SGA Student Organization Funding but are eligible to request other SGA funding (such as co-sponsorship funding for a one-time event).

3.2 Fee-Funded/Governing Student Groups  

These groups are either funded by the Student Activity Fee and/or are designated governing bodies recognized by the University and provided with a designated Chapman University faculty/staff advisor. The groups classified within this category are listed below: 

• • • Chapman Radio 

• • • Graduate Student Association 

• • • Interfraternity Council 

• • • Panhellenic Council 

• • • Student Government Association 

• • • The Panther Newspaper 

• • • United Greek Council 

• • • University Program Board 

3.3 Student Clubs and Organizations 

Student Clubs and Organizations are led autonomously by student leaders and contribute to the University’s mission and culture by regularly hosting events for their members, guests, and/or the broader University community. The activities, direction, leadership and decisions of the Student Clubs and Organizations are determined by the student leaders and members of the organization, in adherence to University policies, procedures, and protocols. All Student Clubs and Organizations are designated into one of the following categories:

• • • Academic: formal association with respective academic college, school, division, department, or major on campus*; 

• • • Professional: organizations and/or local chapters of national organizations that may, but are not required to, be related to a field of study and/or career path; 

• • • Civic Engagement: involvement in civic activism, community service, philanthropy, and/or political engagement (in accordance with the requirements and regulations of nonprofit organizations; see the American Council on Education Guidance for Student Voting and College Political Campaign–Related Activities).  

• • • Social Awareness and Cultural: organizations designed to share and connect around social awareness and cultural heritage. 

• • • Fraternity or Sorority: inter/national-affiliated social Greek-lettered organizations that have been selected to establish a chapter at the University through a formal process. Please see Fraternity & Sorority Life (FSL) Policies and Procedures for more information on recognition processes for social fraternities and sororities; 

• • • Honor Society: association with a nationally recognized honor society and formal approval granted by the respective academic/University department*; 

• • • Leisure and Special Interest: emphasis is on building community and social networks around shared interests; 

• • • Performance and Arts: emphasis is on developing and showcasing artistic abilities and building community related to performing and visual arts; 

• • • Recreation, Fitness, and Wellness: focus on physical activity and/or mental wellness, including but not limited to exercise, healthy habits, and wellbeing;  

• • • Religious and Spiritual: affiliation with an established religious/spiritual tradition or larger religious/spiritual organization; 

*While any Student Clubs & Organizations may have a full-time faculty/staff advisor, Student Clubs & Organizations within the Academic and Honor Society categories are required to have a full-time Chapman faculty/staff advisor associated with that discipline. All advisors must complete the Advisor Acknowledgement Form each semester via Panther Connect. 

Please note: Student Clubs & Organizations that have medium- to high-risk activities, as deemed by the Department of Student Engagement and/or Risk Management Office, are required to have a Risk Management Plan. Please note that an advisor may be required under certain circumstances.

4. Recognition and Re-Recognition 

All Student Groups must have University recognition by the Department of Student Engagement. Student Groups must abide by all University policies and adhere to all requirements for recognition as outlined in this section.  

4.1 Statuses 

The Department of Student Engagement oversees the recognition and re-recognition process for Student Clubs & Organizations and Department Student Groups and designates their status as being Recognized, Frozen, or Dissolved. Fraternities and sororities have a separate recognition process and requirements outlined in the Additional Policies for Fraternity & Sorority Life section. 

4.1.1 Recognized Status  

Student Groups will be granted Recognized Status when they have successfully completed the Recognition/Re-Recognition process outlined in this document. To maintain Recognized Status, all Student Groups must follow all policies in this document and all university policies, procedures, and protocols. Additionally, all Student Groups must maintain adherence to all criteria, parameters, and requirements specified in Section 4.2, Recognition Process for New Student Groups and follow all Re-Recognition processes specified in Section 4.3, Re-Recognition Process for Existing Student Groups.   

4.1.2 Frozen Status  

Student Groups that fail to meet the Recognized criteria outlined in their respective section and/or violate University policies, procedures, and protocols may have their status changed to Frozen. Interim responsive measures may be imposed until compliance with applicable criteria or policies is achieved and/or the resulting effects are appropriately mitigated. The group’s President will receive notification of the status change via e-mail. Frozen organizations temporarily lose recognition status, are not able to operate, and will not have access to the benefits listed below in Section 5. Frozen organizations may become re-Recognized when recognition requirements are satisfied according to the Department of Student Engagement or respective School/College and/or an accountability process through the Department of Student Engagement, respective School/College, and/or Student Conduct has been completed. Student Groups that are on Frozen status for two consecutive semesters will have their status changed to Dissolved on the last academic day of that second semester unless all requirements have been fulfilled by that date. 

See Section 2, Accountability and Responsibility, above for more information. 

4.1.3 Dissolved Status 

Student Groups that fail to meet the Recognized criteria, do not satisfy requirements while on Frozen status, and/or violate University policies, procedures, and protocols may lose recognition. Dissolved organizations are not able to operate, will not have access to the benefits listed below in Section 5, and will have to complete the recognition process if they wish to be recognized again (see Recognition section). In the event of a Student Group’s dissolution, all financial assets will be transferred to the Student Organizations President’s Fund managed by the Department of Student Engagement and used to support Student Club and Organization programs (i.e., Leadership Summit, Involvement Fairs, workshops, etc.).  All non-monetary assets will become property of the Department of Student Engagement.  

4.2 Recognition Process for New Student Groups 

This section outlines the processes and expectations for establishing a new Student Group at Chapman University.  

4.2.1 New Department Student Groups/Programs 

1. 1. 1. 1. Chapman University students can request to start a new Department Student Group. The New Student Group Interest Form is available on Panther Connect for a limited period during the Fall and Spring academic terms (please visit Student Organization website for specific timelines).  
         2. Requests for new Department Student Groups will be reviewed with the associated college, school, division, or department; final recognition as a Department Student Group will be made by the Department of Student Engagement in coordination with the associated college, school, division, or department Note: New Department Student Groups can also be proposed by a College/School/Division/Department, with notification then provided to the Department of Student Engagement. 
         3. The timeline for finalizing new Department Student Groups will be specified by the associated college, school, division, or department upon verification by the Department of Student Engagement that the request to be a Department Student Group has been granted. Once granted, the requestor for new Department Student Groups would work directly with the affiliated College/School/Division/Department to finalize their requirements and timelines for recognition. 
         4. If a college, school, division, or department no longer recognizes the Department Student Group, the student group may submit a New Student Clubs & Organizations Interest Form during the next available academic term (please visit Student Organization website for specific timelines) for consideration to become a new Student Clubs & Organizations (See section below on New Student Clubs & Organizations Recognition Process).  

4.2.2 New Fee-Funded and/or Governing Student Groups  

Recognition for these groups is determined by the Department of Student Engagement and/or the Student Activity Fee Advisory Committee. 

4.2.3 New Student Clubs & Organizations 

Chapman University students can request to start a new Student Club & Organization during specific time periods. The New Student Club & Organization Interest Form will be available for students to access via  Panther Connect for a limited period during the Fall and Spring academic terms (please visit Student Organization website for specific timelines). Timely submitted New Student Club & Organization Interest Forms will be reviewed by the Department of Student Engagement and a recognition decision will be made based on the information submitted and criteria listed below: 

1. 1. 1. 1. Completed New Student Club & Organization Interest Form submitted via Panther Connect during designated recognition period.  
            1. If the New Student Club & Organization Interest Form is incomplete and/or does not meet the criteria required, it will not be reviewed during the academic term in which it was submitted, the Form will be denied, and a New Student Club & Organization Interest Form may be re-submitted during the next available New Student Club & Organization recognition period. 
            2. Requests for new Student Clubs & Organizations will need to include identification of the desired Organization Category from the following (please note final categorization will be determined by the Department of Student Engagement): 
               1. Academic*: 
               2. Professional; 
               3. Civic Engagement; 
               4. Social Awareness and Cultural;  
               5. Fraternity or Sorority (Please see Section 8 Additional Policies for Fraternity and Sorority Life for more information on recognition processes for social fraternities and sororities)  
               6. Honor Society*; (Please see Section 4.2.6 Additional Requirements for Honor Society Recognition for more information) 
               7. Leisure and Special Interest; 
               8. Performance and Arts; 
               9. Recreation, Fitness, and Wellness; 
               10. Religious and Spiritual**
                   
                   

* While any Student Club & Organization may have a full-time faculty/staff advisor, Student Clubs & Organizations within the Academic and Honor Society categories are required to have a full-time Chapman faculty/staff advisor associated with that discipline. All advisors must complete the Advisor Acknowledgement Form each semester via Panther Connect. 

** Student Clubs & Organizations within the Religious and Spiritual category may require coordination with the Fish Interfaith Center.  

Please note: Student Clubs & Organizations involving high-risk activities, as determined within the discretion of the university,  may be required to submit a Risk Management Plan as advised by the Department of Student Engagement. These groups cannot participate in collegiate level athletic competitions but may play in city or adult leagues. 

4.2.3.1 Constitution Requirements for Student Clubs and Organizations 

All Student Clubs and Organizations at Chapman University must use the template constitution below, the purpose of which is to provide a clear outline of the structure and mission of the organization and the basic set of rules governing the group to provide leadership, support, and sustainability over many years of leadership. The current version of the constitution must always be posted on the Club/Organization Panther Connect page.

1. 1. 1. 1. 1. 1. A template constitution can be accessed through Panther Connect

1. 1. 1. 1. 1. 1. 1. Constitutions are not limited to the areas included in this template. However, all 13 articles outlined in the template are required to be in the organization’s constitution (Please note: some language, as identified in the template, must not be altered in any way).
               2. Amendments to a Club/Organization constitution must follow the protocol for amendments as outlined in the organization’s constitution
                  1. Adopted amendments must be communicated when submitting the organization’s End of Semester Report (whichever is first). The date and voting results of any/all amendments must be submitted with the updates.
               3. Failure to operate based on the organization’s constitution and/or other operating documents will result in a meeting with the Department of Student Engagement to determine possible status change and/or referral to Student Conduct. 

* In certain circumstances inter/nationally affiliated student organizations and fraternities/sororities, that are provided insurance through the inter/national organization meeting Chapman’s criteria, outlined on Risk Management’s Notice for External Affiliated Organizations, may have different operating document requirements connected with inter/national organizations. These groups should contact the Department of Student Engagement for assistance with their constitution/operating document requirements. 

 4.2.3.2 Timeline for New Student Clubs & Organizations Recognition 

1. 1. 1. 1. 1. To start a new Student Club & Organization during the Fall Semester:  

1. 1. 1. 1. 1. 1. A New Student Clubs & Organizations Interest Form must be submitted between the 3rd and 6th week of the Fall semester.
               2. Upon review and verification of completed submission, the requestor must meet with the Student Organization team by the 8th week of the Fall semester to discuss the proposal.
               3. Upon verification of all requirements, the requestor must attend a New Club Orientation by the 12th week of the Fall semester to complete the New Student Clubs & Organizations Recognition Process. 

1. 1. 1. 1. 1. To start a new Student Club & Organization in the Spring Semester:
               1. A New Student Clubs & Organizations Interest Form must be submitted between the 3rd and 4th week of the Spring semester.
               2. Upon review and verification of completed submission, the requestor must meet with the Student Organization team by the 7th week of the Spring semester to discuss the proposal.
               3. Upon verification of all requirements, the requestor must attend a New Club Orientation must be completed by the 10th week of the Spring semester to complete the New Student Clubs & Organizations Recognition Process. 

Exceptions to the above timeline may be made by the Department of Student Engagement based on the complexity of the new organization proposal. No New Student Clubs & Organizations Interest Forms will be accepted and/or reviewed outside of the timeline noted above.

Please note that each New Student Club/Organization's proposal is unique, and the process, timeline, and recognition decision of a Student Club/Organization depends on the Club/Organization’s purpose, proposed activities, and responsiveness to questions from the Department of Student Engagement. 

4.2.4 Membership Requirements for Student Groups  

Membership processes, requirements, expectations, removal, and other specifics must be outlined in each student group’s governing documents (Note: Operating documents for Department Student Groups will be created/managed by the appropriate college, school, division, or department). Additionally, below are membership requirements for Student Groups: 

1. 1. 1. 1. 1. Participation in Student Groups is a key opportunity for students to engage intellectually and socially with one another and to learn from one another, in keeping with Chapman’s educational mission. Notwithstanding a student group’s specific membership selection processes, student group membership and membership privileges must be open to all students consistent with Chapman University’s Harassment and Discrimination Policy and Commitment to Free Speech and Academic Freedom, and state and federal law, including Leonard Law and Title VI, and be in accordance with the  Student Code of Conduct. Membership and participation must also be open without regard to any protected characteristics, including race, ethnicity, religion, sex, gender, or sexual orientation, unless an exemption under Title IX is met. Membership may not be conditioned on any specific protected characteristic or viewpoint, even where such characteristic(s) or viewpoints may be implicated in the mission of the club. Student Groups may not engage in any contrary representations, or take conflicting actions, such as by limiting public information concerning membership opportunities or events. Complaints regarding non-compliance with this provision should be referred promptly to the Dean of Students Office for appropriate follow up.  
            2. Only undergraduate and/or graduate students who are currently enrolled at Chapman University are eligible to be members and/or officers of any student group.
            3. Students who are no longer members of the organization must be removed from the Student Group’s roster and page on Panther Connect.

4.2.5 Parameters for New Student Groups 

All proposals, regardless of group type, for New Student Groups are considered by the Department of Student Engagement, and/or by the associated college, school, division, or department, based on specific criteria including the following:  

1. 1. 1. 1. 1. Serve the university's mission.
            2. Have a clear purpose that is best served through a voluntary student organization.
            3. Demonstrate a student need that is not currently being met by another on-campus entity.
            4. Demonstrate interest from currently enrolled students.
            5. Demonstrate an ability to be sustained for at least two years.
            6. Comply with all local, state and federal laws and university policies.
            7. Have a name that clearly represents the function of the group in accordance with university policy (see Section 4.2.6.).
            8. Do not involve activities that create unmitigated high risk, liability, and/or a significant use of resources.
            9. Not be submitted as part of a requirement for academic coursework and/or credit.
            10. Interns, ambassadors, and/or representatives (regardless of payment or benefits) of for-profit and/or corporate companies cannot create a Club/Organization/Group for said entity, even if they are currently enrolled students. 
            11. Commitment to complying with template constitution requirements. 

Proposals for New Student Groups must meet each of the above criteria to be considered for recognition. Please note that through the recognition review process additional questions or concerns may arise that would need to be answered/addressed. If such questions/concerns are not able to be addressed sufficiently, even if the other criteria noted above are met, the group will not be recognized. 

4.2.6 Additional Requirements for New Student Groups 

1. 1. 1. 1. Use of “Chapman” in the name of the Club/Organization/Group must be in the format of “x club at Chapman” rather than “Chapman x club.” 
         2. Trademarked words and/or phrases cannot be used in the Club/Organization/Group name without proper licensing/approval.   
         3. Promotion of the Club/Organization/Group in any manner is prohibited until the Club/Organization/Group has been granted status as a recognized.

4.2.7 Additional Requirements for Club Sports  

Chapman University is proud to have 10 men’s and 11 women’s sports teams that compete at the NCAA Division III level. Currently, the university does not allow competitive club sport teams for which there is an existing NCAA team.  

1. 1. 1. 1. 1. Varsity Sports: teams that are recognized through NCAA and administered by the Athletics Department  
            2. Club Sports: teams supported by the Athletics Department that represent the university and compete against other university club teams, but are not recognized by the university as NCAA sports 

To become a Club Sport: If you are interested in starting a competitive club team for a sport for which the university does nothave an NCAA team, the group must do the following:  

1. 1. 1. 1. 1. Meet with Athletics Department to discuss your plans and the requirement  
            2. Submit a new club proposal and become recognized by the Department of Student Engagement as a Recreation, Fitness, and Wellness Club (see section 4.1.3) 
            3. Be established as a non-competing Recreation, Fitness, and Wellness Club for at least one year prior to competition to accomplish the following requirements set forth by Athletics:  

1. 1. 1. 1. 1. 1. Be added to Chapman University insurance policy by the Risk Management office  
               2. Establish any necessary contracts with off campus facilities  
               3. Hire coach(es) through Human Resources  
               4. Open an on-campus account, and obtain and maintain at least $10,000 in funding (to be used for travel, uniforms, coach payroll, athletic trainers)  
               5. Submit and maintain a roster with minimum number of players set by the Athletics Department 
               6. Ensure all players get a physical, track it accordingly, and submit to the Athletics Department 
               7. Ensure all players submit proof of health insurance to the Athletics Department 
               8. Ensure all players complete a waiver of liability and submit to the Athletics Department 
               9. Adhere to all university policies and procedures 

4.2.8 Additional Requirements for Honor Society Recognition 

1. 1. 1. 1. Honor societies serve an important role at Chapman University to recognize scholarly achievement and excellence in academics, leadership, service, and research. Membership in an honor society affords students opportunities to receive recognition for their scholastic accomplishments, participate in conferences, network with peers and alumni, and keep current on research and trends in their field of study.  
         2. In order to ensure that honor societies at Chapman continue to promote academic achievement as their primary function, standards have been set for new organizations seeking recognition on campus. Honor societies that are seeking to establish a chapter at Chapman must meet both of the following criteria before being processed through the new organization recognition process: 

1. 1. 1. 1. 1. The honor society must be recognized by the Association of College Honor Societies (ACHS)
               1. ACHS sets standards for honor societies and recognizes qualifying organizations to verify their legitimacy.
               2. Among others, ACHS certification requires high scholastic criteria, clearly outlined governance standards, formal chartering at a higher education institution, and a national office and support staff. More information on ACHS can be found at https://www.achshonor.org/ 
               3. Honor societies that are currently recognized by ACHS can be found at https://www.achshonor.org/ 
            2. Is formally supported by an academic department
               1. The chair of an academic department must submit a letter of support to the Department of Student Engagement confirming that the proposed honor society is consistent with the academic goals of the department and will have support from the faculty and respective school/college. 

After both criteria have been met, the founding members may proceed through the new organization recognition process – see Section 4.2.3 above for more information. 

4.3 Re-Recognition Process for Existing Student Groups 

All existing Student Groups must maintain adherence to all criteria, parameters, and requirements specified in Section 4.2, Recognition Process for New Student Groups. Failure to do so will prevent re-recognition, pending fulfillment of the missing requirement(s).   

4.3.1 Existing Department Student Groups 

Department Student Groups can maintain their Recognized status by completing the criteria listed below: 

1. 1. 1. 1. 1. Departments must submit a Department Student Group Recognition Form via Panther Connect by August 15th each year to confirm the group is still active. 
            2. Maintain an updated Panther Connect page, including the below requirements: 

1. 1. 1. 1. 1. 1. Constitution/Operating Documents, 
               2. Mission/Purpose 
               3. Group Contact Information 
               4. Officers’ full names and email addresses (cannot be a general organization email address) 
               5. College/school/division/department faculty/staff member’s full name and email address 
               6. Active membership roster 

The respective college/school/division/department may set additional internal recognition requirements for their Department Student Groups, if desired.

Only Recognized Department Student Groups are eligible for the benefits listed in Section 5 Benefits. 

4.3.2 Existing Fee-Funded and/or Governing Student Groups 

Recognition is determined by the Department of Student Engagement and/or the Student Activity Fee Advisory Committee. 

4.3.3 Existing Student Clubs and Organizations 

Student Clubs & Organizations that have already been established through the New Student Clubs & Organizations Recognition Process (see New Student Clubs & Organizations Recognition section), can maintain Recognized status by completing the criteria listed below: 

1. 1. 1. 1. 1. Adherence to University policies, procedures, and protocols, 
            2. Have at least one President or Officer attend the Student Organizations Leadership Summit (typically held on the Sunday before the start of the Fall semester/trimester) 
            3. Have at least one President or Officer, attend every Presidents’ Meeting (held monthly) and any additional meetings deemed necessary by the Department of Student Engagement 
            4. Maintain a current active membership roster in Panther Connect 
            5. Maintain a current roster of leadership positions in Panther Connect 
            6. Submit the End of Semester Report (EOS Report) via Panther Connect by the stated deadline each semester (Fall & Spring), including submission of the following information: 

1. 1. 1. 1. 1. 1. An updated Club/Organization profile,  
               2. A roster of the incoming officers (for the next semester), including their full names and email addresses (cannot be a general organization email address) 
               3. A copy of the current constitution (including notes identifying any amendments/changes made since the prior submission as well as the voting date(s) and results of all changes/amendments, if applicable), and  
               4. Current membership roster 

Only Recognized student organizations are eligible for the Student Clubs & Organizations benefits listed in Section 5 Benefits. 

5. Benefits

5.1 Department Student Groups 

1. 1. 1. Online portal through Panther Connect 
      2. Ability to reserve a table at the bi-annual Student Involvement Fairs 
      3. Authorization to reserve University space, services, or equipment through the affiliated College/School/Division/Department process; College/School/Division/Department staff are permitted to submit space reservations on behalf of the Department Student Groups 
      4. Ability to apply for SGA funding (Please note: Department Student Groups are not eligible for funding from the SGA student organization designated funding lines and requests should be made in accordance with the relevant SGA processes for campus departments) 
      5. Use of the name Chapman University, in accordance with University policy. 
      6. Eligibility to provide information at designated locations on campus, either by display or by disseminating information according to the Chapman Campus Posting Policy. 
      7. Other benefits, including event planning, financial related, and/or processes specific to and as articulated by the group’s respective college, school, division, or department. 

5.2 Fee-Funded and/or Governing Student Groups  

1. 1. 1. Online portal through Panther Connect 
      2. Ability to reserve a table at the bi-annual Student Involvement Fairs 
      3. Authorization to reserve University space, services, or equipment through 25live 
      4. Ability to apply for SGA funding
         • ThePanther Newspaper, University Program Board, and Chapman Radio are not eligible for funding from the SGA student organizationdesignated funding lines and requests should be made in accordance with the relevant SGA processes for other funding sources. 
         • Interfraternity Council, Panhellenic Council, and United Greek Council governing groupsare eligible to request funding through the student organization fundingline.
         • The Graduate Student Association is not eligible to apply for, or to receive any, SGA funding.
      5. Use of the name Chapman University, in accordance with University policy. 
      6. Eligibility to provide information at designated locations on campus, either by display or by disseminating information according to the Chapman Campus Posting Policy. 
      7. Other event planning or financial related benefits or processes should be discussed with the student group’s respective Chapman University faculty/staff advisor. 

 5.3 Student Clubs and Organizations 

1. 1. 1. Support and Advisement from the Department of Student Engagement 
         1. The Student Organization Assistants (SOA) and Greek Life Assistants (GLA) are the organizations' first point of contact. They work alongside Graduate Assistants and professional staff in the Department of Student Engagement to support Student Clubs and Organizations in recruitment and retention, event planning, leadership development, and general inquiries.
      2. Authorization to reserve University space, services, or equipment through the designated process. Faculty, staff, and advisors are not permitted to submit reservation requests on behalf of Student Clubs & Organizations 
      3. Online portal through Panther Connect 
      4. Access to poster making supplies and student organization printing station in the Argyros Forum Student Union 
      5. Ability to reserve a table at the bi-annual Student Involvement Fairs 
      6. Mail pick-up in Argyros Forum 303 
      7. Ability to apply for an on-campus Student Club/Organization account 
      8. Ability to apply for SGA student organization designated funding 
      9. Use of the name Chapman University, in accordance with University policy. 
      10. Eligibility to provide information at designated locations on campus, either by display or by disseminating information according to the Chapman Campus Posting Policy 
      11. Eligibility to seek authorization to raise funds, develop programs, and sponsor events 

6. Event-Related Policies 

The below policies apply to all Department Student Groups, Student Clubs and Organizations, and Fee-Funded/Governing Student Groups. 

Events are a core part of student groups. All Student Group events must adhere to University policies and processes, and all costs associated with an event are the responsibility of the student group. Events hosted by Student Groups do not imply University endorsement of the views presented.  

 6.1 Reserving Space on Campus 

All on-campus space usage must be reserved through the campus scheduling system managed by Event Operations and in accordance with Chapman’s Facility Use and Event Policy.  

Student event organizers are expected to familiarize themselves with the Student Conduct Code, as well as the event planning guidelines and procedures outlined in this document, prior to submitting event requests, as both have important information relating to student events and compliance with this Policy document.  

6.2 Contracts 

A written agreement is required for non-Chapman guests who speak, perform, facilitate, teach, advertise, or sell a product, provide a service, or otherwise contribute to a department/unit/organization on or off-campus activity. Examples include: DJs, photographers, equipment rentals, venue rentals, etc. Contracts may only be signed by Chapman’s Executive Vice President/Chief Operating Officer after being reviewed by respective area.  

Please refer to Section 20, Event Contracts & Agreements for Chapman Sponsored Events, in Chapman’s Facility Use and Event Policy for more information.  

*In certain circumstances inter/nationally affiliated student organizations and fraternities/sororities, that are provided insurance through the inter/national organization meeting Chapman’s criteria outlined in Risk Management’s Notice for External Affiliated Organizations, may have different opportunities and/or requirements when contracting for off campus services or events. These groups should contact the Department of Student Engagement for assistance.   

6.3 Finances 

All Student Groups must follow Chapman fiscal policy.  

6.3.1 Fundraising 

Please refer to Section 15, Fundraising Events in Chapman’s Facility Use and Event Policy, for more information.  

6.3.2 Selling On-Campus 

As a 501(c)(3) non-profit organization (Internal Revenue Service Code), Chapman “…must be organized and operated exclusively for exempt purposes set forth in section 501(c)(3), and none of its earnings may inure to any private shareholder or individual”. For this reason, all student groups interested in hosting other Chapman students to conduct the sale of the student’s items (i.e. – used clothing, jewelry, other flea market style items, etc.), at a recognized club and organization event held on campus, can only do so if the event and subsequent student sales are part of an educational activity. To be considered an educational activity for this purpose, the following requirements must be met: 

• • • • • The student club/organization must be currently recognized through Chapman’s Department of Student Engagement. 
        • Any student sellers at the event must be currently enrolled Chapman students. 
        • Student sellers can only sell to other currently enrolled Chapman students.  
        • The club/organization must be affiliated with a Chapman School/College as documented through Chapman’s Department of Student Engagement. If no affiliation exists, the club/organization must have an established sponsorship, as documented through Chapman’s Department of Student Engagement, by an academic department that is related to the purpose of the student club/organization and the event, as well as at least one planned educational component, facilitated by a full-time faculty member from the academic department, in connection with the event.  
        • Non-Chapman vendors/sellers are prohibited from taking part in the event. Student sellers operating on behalf of, or selling products related to, businesses/companies/agencies are prohibited from taking part in the event. 

Requests for such events require the student group to begin the event reservation process through Panther Connect at least 8 weeks ahead of the desired event date to ensure all requirements can be met. 

6.3.3 Donations and Gifts 

Please refer to Chapman’s Gift Policy Manual  for more information. 

6.4 Sodexo – Food & Beverage Requirements 

All event organizers are required to coordinate with Sodexo. Event organizers can purchase pre-packaged commercial food items (not homemade) that total less than $250, including tax. Any food from an external source totaling over $250 is required to be approved by Sodexo prior to purchasing. Heating elements of any kind (i.e., sterno, crockpots, hot plates, etc.) are not permitted unless provided by Sodexo and in accordance with Fire & Life Safety policies and protocols. 

 6.4.1 Selling Food & Beverages On-Campus 

Groups interested in selling food or beverages, pre-packaged commercial food items (not homemade), on campus as a fundraiser are allowed to allocate up to $250, including tax, for off-campus food purchases.  

 6.4.2 Food Trucks   

All on-campus food trucks must be approved and coordinated through Sodexo.  

 6.4.3 Events with Alcohol 

The possession, sale, use or consumption of alcoholic beverages must be in compliance with all applicable federal, state, county, and city laws, as well as the Chapman University Student Conduct Code.

6.4.3.1 On-Campus 

University funds cannot be used to purchase alcohol at events hosted by any Student Groups without advance written authorization by the appropriate divisional Vice President or their designee. Alcohol at on-campus events must be coordinated through Sodexo, with all associated costs being paid by the Student Group, using either of the following two options: 

1. 1. 1. 1. 1. 1. Use of a licensed Sodexo-contracted service provider (e.g., Sunseri) to provide the alcohol, check identification, sell the alcohol, and serve the alcohol. This option is required when a cash bar (or any type of alcohol sales) will be used. 
               2. Use of Sodexo to serve the alcohol without conducting any alcohol sales (Note: Sodexo can only serve beer and/or wine with this option). This option requires the student group to do the following: 
                  1. Work with Chapman Public Safety to contract one of Chapman’s approved security providers to check identification of all participants throughout the event, restricting access to alcohol only to those who are of legal age (Note: the number of security personnel needed and the hours scheduled will be determined by the security provider, in consultation with Chapman Public Safety, based upon their assessment of the event).
                     1. Request a Security Guard | Chapman University 
                  2. Providing Sodexo with the beer and/or wine (Note: the beer/wine must have been donated and/or purchased after receiving written authorization by the divisional vice president/designee).   

Student Groups cannot sell access to alcohol (e.g., donations made in exchange for drink tickets, drink tickets added based upon type of ticket purchased, paying to upgrade to a VIP package that includes drink tickets, etc.). The University may impose a per-person drink maximum for an event if it is determined that circumstances are warranted for doing so based upon safety concerns. Public Safety maintains the right to turn away and/or remove intoxicated students from an event, and to shut down the event early due to safety concerns.

6.4.3.2 Off-Campus 

University funds cannot be used to purchase alcohol at events hosted by student groups without authorization by the appropriate divisional Vice President or selected area delegates. Event organizers are responsible for following all applicable state and local laws, ordinances, and regulations related to alcohol. Alcohol service must be provided by a licensed third-party provider for the verification of identification and service of alcohol.

Additional Information: 

• • • • • • Pricing information and order form can be found at Sodexo at Chapman’s website, or contact the office at catering@chapman.edu for other inquiries. 
          • For more information, please refer to Section 12, Food and Alcohol at Events, in Chapman’s Facility Use and Event Policy. 

6.5 Ticketed Events 

All Chapman-sponsored and co-sponsored events that require funds to be collected or that utilize assigned seating must be coordinated with Ticketing Services within Event Operations at least 14 days prior to the on-sale of the event.   

Event organizers are not permitted to sell tickets or admission through any other unauthorized external system (including PayPal, Venmo, Square, etc.) without prior written approval from Department of Student Engagement, Event Operations, and/or Financial Services. 

Chapman University has a ticketing system through which student groups can sell tickets for their events at no cost to the Student Clubs & Organizations. Student groups must have an on-campus account to sell tickets via the Chapman ticketing website. For on-campus events, Student Clubs & Organizations must secure confirmation of space, have already begun processing any contracts/agreements with the Department of Student Engagement (if/as required), prior to starting the ticket request process. 

Student Clubs & Organizations should submit event details through the Ticketing Event Build Request form no less than two weeks prior to the desired on-sale date. Requests for events that require contracts/agreements and/or complex events requiring substantial University resources will require event details (including space requests, contracts/agreements, resource availability, etc.) to be confirmed prior to moving forward with any ticket request. The Ticket Event Build Request Form will require the following information, which must be identical to the information provided on all associated space reservations and promotion for the event: event name, event date, venue, marketing copy, pricing structures, pricing zones (scaling), finance chart fields for revenue sales, any included gift component, event capacity, whether the event has any merchandise that is taxable that will be sold through the ticketing system, and any known discounts.

For more information, please refer to  Section 6, Ticketed Events, in Chapman’s Facility Use & Event Policy.

*In certain circumstances inter/nationally affiliated student organizations and fraternities/sororities, that are provided insurance through the inter/national organization meeting Chapman’s criteria outlined in Risk Management’s Notice for External Affiliated Organizations, may have different opportunities and/or requirements when coordinating off campus events. These groups should contact the Department of Student Engagement for assistance. 

 6.6 Movie Screening and Performance Rights 

All event organizers must follow all applicable copyright laws regarding musical works and sound and film recordings. Please refer to Chapman’s Copyright Guidelines for Exhibiting Movies and Other Audiovisual Works. 

Student Clubs & Organizations are required to work with the Department of Student Engagement to obtain rights for all movie screenings and/or performances. Please email studentorgs@chapman.edu for assistance.  

*In certain circumstances inter/nationally affiliated student organizations and fraternities/sororities, that are provided insurance through the inter/national organization meeting Chapman’s criteria outlined in Risk Management’s Notice for External Affiliated Organizations, may have different opportunities and/or requirements when coordinating events off campus. These groups should contact the Department of Student Engagement for assistance. 

6.7 Risk Management 

6.7.1 Activity Waivers 

All event organizers should work with the Department of Student Engagement and/or Risk Management to decide if/when an Activity Waiver is needed. Please refer to Waiver of Liability Agreements for more information. 

6.7.2 Working with Minors 

Please refer to Section 13, Events Involving Minors, in Chapman’s Facility Use & Event Policy. 

See Risk Management Protocol for Programs Involving Minors for more information.  

6.7.3 Transportation 

Please refer to Best Practices: Carpooling. If transportation is provided via a transportation company, an agreement and insurance by the contracted company will be required. Busing pick-up/drop-off locations must be reserved through the campus scheduling system.

*In certain circumstances inter/nationally affiliated student organizations and fraternities/sororities, that are provided insurance through the inter/national organization meeting Chapman’s criteria outlined in Risk Management’s Notice for External Affiliated Organizations, may have different opportunities and/or requirements when coordinating off campus events. These groups should contact the Department of Student Engagement for assistance. 

6.8 Photo and Video Consent 

When any Student Group has closed meetings (members/invitees only), there can be no audio, photo, or video recording of any person(s) without prior knowledge and documented consent of all attendees. 

Please refer to Section 16, Filming / Photography, in Chapman’s Facility Use & Event Policy  and Additional Filming / Photography Requirements for more information. 

7. Additional Policies for Student Clubs & Organizations 

In addition to the above policies, Student Clubs & Organizations (including Fraternities and Sororities) and Governing Student Groups must adhere to these policies.

Please note Section 7, Additional Policies for Student Clubs & Organizations, does not apply to Department Student Groups, Student Government Association, The Panther Newspaper, University Program Board, and Chapman Radio - these groups must follow the requirements outlined in Section 6, Event-Related Policies, in addition to any requirements set by the associated school, college, division, or department.

7.1 Reserving Space on Campus 

Event organizers must submit all on-campus location requests through Panther Connect at least 2 weeks prior to the event date; if contracts are needed for the meeting/event, space reservation requests should be submitted at least 3 weeks in advance or more to ensure contracts can be completed in time (please refer to the Timeline for Contracts section below). General club meetings with minimal to no resources and/or set-up needed may be submitted 7 days in advance of the meeting date. Space reservation requests can only be submitted by designated members of the Student Clubs & Organizations who have authorization to make a request on behalf of the Student Clubs & Organizations. Reservation of a space is not finalized until a confirmation from Event Operations is received via email.

If a space reservation is no longer needed, Student Clubs & Organizations are expected to cancel the reservation request immediately by sending a cancellation e-mail to Event Operations at eventoperations@chapman.edu.

7.2 Contracts and Agreements 

Chapman University makes the determination on a case-by-case basis, in its sole discretion, whether to proceed with a contract on behalf of a Student Club or Organization. 

Depending on the complexity of the engagement, the contract process may take a significant amount of negotiation and communication - see timeline expectations below.  If a contract or agreement is required, or if a Student Clubs & Organizations is unsure whether a contract or agreement will be required, the Student Clubs & Organizations event planners must contact the Department of Student Engagement to schedule a meeting. If the Department of Student Engagement approves moving forward with any contract or agreement, the Student Clubs & Organizations event planners must work with the Department of Student Engagement on all aspects of the process (i.e., drafting the agreement, responding to requests by University departments, and coordinating the completion of the agreement).

The Department of Student Engagement serves as the main contact with Legal Affairs for contract/agreement review, Student Clubs & Organizations should refrain from contacting Legal Affairs directly.

Please be mindful of the following: 

• • • • Students and Student Clubs & Organizations CANNOT sign contracts/agreements or enter into any verbal contracts/agreements on behalf of the University or the Student Clubs & Organizations and this should be made clear when Clubs and Organizations are engaging with others with whom a potential contract is contemplated.   

• • • • • Contracts/agreements may ONLY be signed by Chapman’s Executive Vice President/ Chief Operating Officer after being submitted through the appropriate channel.  

• • • • • Any contract/agreement received by a Student Clubs & Organizations must be submitted via email to the Student Organizations team (studentorgs@chapman.edu) to determine if it is complete and ready for review through the University process. 

• • • • Students and Student Clubs & Organizations CANNOT make any form of payment, in partial or full, until there is a fully executed contract/agreement returned to the Student Clubs & Organizations by the Department of Student Engagement.  

• • • • • Students may be personally responsible for full payment for any services that are provided without a fully executed contract/agreement and/or for any deposits, partial payments, and/or other fees students pay without or prior to having a fully executed contract/agreement in place. 

• • • • Current Chapman faculty, staff, and students employed by the University cannot be contracted for additional paid University services. If Student Clubs & Organizations wish to have Chapman faculty or staff provide services for an event/workshop/performance/or other component, the Student Clubs & Organizations event planners should first meet with the Department of Student Engagement to discuss University requirements and processes for such requests. 

• • • • Student Clubs & Organizations are not permitted to advertise, promote, and/or sell tickets for speakers, performers, services, and/or events until a fully executed contract/agreement has been returned to the Student Clubs & Organizations by the Department of Student Engagement. 

• • • • A vendor or contractor cannot perform services for a Student Clubs & Organizations or receive payment until a fully executed contract/agreement has been returned to the Student Clubs & Organizations by the Department of Student Engagement.  

 7.2.1 Timeline for Contracts/Agreements 

A draft of the contract/agreement must be submitted to the Student Organizations team (studentorgs@chapman.edu) within the Department of Student Engagement for review prior to the event by the timeline outlined below:  

• • • • • Speaker/Performer Agreement (paid): 3 weeks before the event 

• • • • • Speaker/Performer Agreement (not paid) 2 weeks before the events 

• • • • • Independent Consultant/Contractor Agreement: 3 weeks before the event 

• • • • • Vendor/Exhibitor Agreement: 4 weeks before the event 

• • • • • Off-Campus Venue Agreements: 4 weeks before the event 

• • • • • Non-Chapman Template Agreements: 5 weeks before the event 

If there are special requirements (i.e., artist riders, travel or lodging arrangements, payment exceptions such as deposits or anything that deviates from net-30 terms, etc.) an additional week must be added to the above timeline.

Failure to meet any of the above expectations and timelines may result in one or more of the following consequences:

• • • • • Non-approval of the contract; 

• • • • • Cancellation of the Student Clubs & Organizations event;  

• • • • • Cancellation of the anticipated work/service/performance;  

• • • • • Inability to pay for anticipated work/service/performance; 

• • • • • Change of Student Clubs & Organizations status to Frozen and/or Dissolved; 

• • • • • Referral to Student Conduct

* In certain circumstances inter/nationally affiliated student organizations and fraternities/sororities, that are provided insurance through the inter/national organization meeting Chapman’s criteria outlined in Risk Management’s Notice for External Affiliated Organizations may have different opportunities and/or requirements when contracting off campus. These groups should contact the Department of Student Engagement for assistance. 

7.3 Large-Scale Event Planning Process 

Student Clubs & Organizations wanting to host a large-scale event must complete the Event Planning Process prior to the event. The Event Planning Process consists of meeting with a representative from the Department of Student Engagement to begin a Large-Scale Event Planning Meeting form, completing any necessary modifications and follow-up tasks, attending Student Event Advisory Committee (as needed), and finalizing the details of the event.  

Once completed, Event Planning Meeting Forms are an agreement between the University and the sponsoring organization. Any changes, specifically involving contracts or payments, to the Event Planning Meeting Form must be discussed with the Department of Student Engagement prior to the student club/organization making any commitments to accommodate change.  

Large-scale events are defined as meeting one or more of the following criteria, and/or as determined by the Department of Student Engagement and/or other campus partners:  

• • • • Multi-day/Multi-facility 

• • • • Over 200 attendees 

• • • • Notable and/or Multiple Guest Speaker(s)/Performer(s) 

• • • • Dances, Formals, Banquets 

• • • • Concerts 

Student Clubs & Organizations may be required to contract with a Chapman approved third-party concert/event management and booking service per advisement from the Department of Student Engagement. Please reach out to the Department of Student Engagement for more information.

In the event that the organization does not adhere to University policies, procedures, and protocols or the approved Large-Scale Event Planning Meeting Form:  

• • • • Cancellation of the student club/organization’s event;  

• • • • Cancellation of the anticipated work/service/performance;  

• • • • Inability to pay for anticipated work/service/performance; 

• • • • Change of student club/organization’s status to Frozen and/or Dissolved; 

• • • • Referral to the Office of Student Conduct. 

7.4 Finances 

All Student Clubs & Organizations must follow Chapman fiscal policy.   

7.4.1 Opening an On-Campus Account  

On-campus accounts are recommended for all Student Clubs & Organizations at Chapman. Chapman does not endorse or promote the use of off-campus accounts for Clubs and Organizations. Venmo, Zelle, and/or other forms of mobile payments are not acceptable payment methods for Student Clubs & Organizations to utilize.

To open an on-campus account, complete the Organization/Club Account Request Form on Panther Connect. The Department of Student Engagement will review and forward qualified forms to Financial Services to open the account. The account requestor will be contacted once the account is open, usually within 2-3 weeks of form submission. 

7.4.2 Making Purchases  

Student Clubs & Organizations have multiple ways for making payment, as detailed below. For each purchase request, Student Clubs & Organizations must submit forms completely and accurately – incomplete or incorrect forms may cause delays in processing. Most payment processes require the Student Clubs & Organizations to have an on-campus account, unless SGA is providing full funding for an expense.   

Student Clubs & Organizations should allow up to three business weeks for payment processing. If a check is needed sooner, an express check may be able to be processed within 3-5 business days. Financial Services will charge a $10 fee to the Student Clubs & Organizations account. Express check requests should be noted when submitting payment requests. 

Below are the approved processes for Student Clubs & Organizations to make purchases:   

7.4.2.1 Non-PO Payment Request 

1. 1. 1. 1. 1. Payments less than $5,000 to vendors on behalf of the Student Clubs & Organizations
               • To pay vendors directly from a Student Clubs & Organizations on-campus account, the following documents need to be emailed to apinvoices@chapman.edu, from a chapman.edu email address, as one PDF with studentsorgs@chapman.edu copied (only submit one payment request per email): 

1. 1. 1. 1. 1. 1. 1. Non-PO Payment Form
                     • Step-by-step instructions about how to fill out this form can be found here. An example of a completed non-PO can be found here. 
                  2. Invoice detailing the total and itemized costs, including any applicable taxes, fees, and/or shipping charges.
                  3. Please note: depending upon the payment need, a fully executed contract/agreement may be required. Student Clubs & Organizations event planners should consult with the Student Organization team prior to agreeing to any payment for a vendor, performer, speaker, service, film, etc. 

• • • • • •  Once the above requirements have been submitted: 

1. 1. 1. 1. 1. 1. 1. The email will be converted into a Jira ticket
                  2. The Student Clubs & Organizations submitter will receive a confirmation email from Jira
                  3. Once payment is processed (or scheduled to pay), the ticket status will be changed to “resolved” and the Student Clubs & Organizations submitter will receive a voucher number (eg., Vxxxxxx). Any questions about the payment will need to include and reference the voucher number. 

7.4.2.2 Purchase Order: 

1. 1. 1. 1. 1. Payments greater than $5,000 to vendors on behalf of the Student Clubs & Organizations
            2. To pay vendors using a Purchase Order directly from a Student Clubs & Organizations on-campus account, a professional staff member from the Department of Student Engagement must submit a Purchase Order request on behalf of the Student Clubs & Organizations. Student Clubs & Organizations must contact the Student Organizations team in advance of arranging any payment that would require a Purchase Order to review the process, the required documentation, and the timeline. 

7.4.2.3 Reimbursement: 

1. 1. 1. 1. 1. Reimbursements to Student Clubs & Organizations members for payments they make using personal accounts on behalf of their Student Clubs & Organizations must follow Chapman fiscal policy– please note that students will be personally responsible for any purchases they make that violate University policies, processes, and/or protocols. Purchases that include alcohol will not be reimbursed without the Student Clubs & Organizations having obtained prior written approval from the Vice President of Student Affairs/Dean of Students (or designee). There are two reimbursement options: 

1. 1. 1. 1. 1. 1. Petty Cash Voucher: Cash reimbursements up to $25.00 total per individual/per week for food/supplies may be requested from the Cashiers Officelocated in the Bhathal Student Services building. The Petty Cash Voucher Form must be completed and should be made payable to the individual picking up the payment. A Chapman ID card is required to be shown to receive petty cash reimbursement.   

• • • • • • • Petty Cash Voucher Form must be completed in its entirety, including: 

1. 1. 1. 1. 1. 1. 1. 1. The Fund (115) + Dept (6730) + Program (xxxxx) + Account (xxxxxx) being charged (This should be the Student Clubs & Organizations account; no other account may be charged without prior approval from the account signatory)
                     2. Original receipt(s)
                        • receipts may not be more than six months old  
                        • must be for the current fiscal year 
                        • must detail the itemized expenses and the total amount, including all taxes and fees 
                     3. Signature from a Professional Staff member in the Department of Student Engagement 
               2. To be reimbursed for Student Clubs & Organizations purchases greater than $25, the following three documents need to be completed in their entirety and emailed to apinvoices@chapman.edu as one PDF with studentsorgs@chapman.edu copied: 
                  1. Student Organization Payment Approval Form: 
                     • This form requires information on the expenditure and verification that a Student Clubs & Organizations officer is aware of the purchase. The individual requesting reimbursement cannot sign this form as an approver for the Student Clubs & Organizations.  
                  2. Non-PO Payment Form:
                     • This form requires payee and account information. Step-by-step instructions about how to fill out this form can be found here. An example of a completed Non-PO can be found here.  
                  3. Proof of payment:  

• • • • • • • • This can be one of the following: (a) itemized receipt; (b) credit card statement (must include entire statement with name and address – a screenshot of the charge will not be accepted); (c) email confirmation that shows payment (Name and transaction); (d) copy of check

7.4.2.4 University Credit Card (P-Card):

1. 1. 1. 1. 1. In limited circumstances, a University credit card may be available to use for certain Student Clubs & Organizations purchases. Please contact studentorgs@chapman.edu if you are interested in using a University credit card to make an approved purchase for a Student Club & Organization.  

1. 1. 1. 1. 1. 1. 1. University credit cards can only be used by the staff member named on the card and under no circumstances will be given to a student for use.
                  2. University credit cards will not be permitted for any Student Clubs & Organizations off-campus expense, unless it is able to be made online. A University credit card will not be permitted if the credit card is required to be shown for pick-up of any item.
                  3. The use of a University credit card requires a request made with significant advance notice (at least 2 weeks prior to the date of purchase).  

1. 1. 1. 1. 1. 1. If a University credit card is permitted/used for a Student Clubs & Organizations purchase, the Student Clubs & Organizations member requesting the purchase must send the receipt(s) to the University staff member whose card was used immediately after purchase. Failure to do so will result in the inability for the Student Clubs & Organizations to use a University credit card for future purchases, in addition to the possible cancellation/return of purchase(s) made and/or referral to Student Conduct. 

7.4.3 Additional Information for Making Purchases 

7.4.3.1 New Vendors/Suppliers 

When paying for services from a vendor/supplier via a Purchase Order and/or Non-PO, the following information must be sent to supplier@chapman.edu before payment can be processed:  

• • • • • • Supplier Company Name 

• • • • • • Supplier Contact Name (individual) 

• • • • • • Email address of the supplier contact 

• • • • • • Phone # of the supplier contact 

• • • • • • Will the supplier be providing products only, services only, or both? 

• • • • • • Will the supplier be performing services for Chapman while physically in California – Yes or No? 

• • • • • • If the supplier is an individual, are they a U.S. resident for tax purposes - Yes or No?  If the supplier is not sure please refer them to Determining an individual’s tax residency status.    

• • • • • • Please provide any documentation you have from the vendor regarding this purchase e.g. quote, agreement, e-mail exchange 

7.4.3.2 Technology Purchases 

All technology procurements must be reviewed by IS&T and the Purchasing department before the purchase is made.  Hardware requests can be forwarded to either purchasing@chapman.edu or servicedesk@chapman.edu for review.  All software purchases, including web subscriptions, need to be reviewed and approved by IS&T before the purchase can be made.  That process can be initiated by completing the IS&T Software and Application Review Questionnaire.

7.4.3.3 Hazardous Materials and Chemical Purchases 

All hazardous materials and chemicals purchases must pre-approved by contacting Environmental Health & Safety.

7.4.4 Collecting & Depositing Money 

Student Clubs & Organizations have many options for collecting dues and other payments.  The Chapman Marketplace is the preferred method for all cash collections.  eCommerce stores provide a convenient way to collect your club dues or other payments online, with the funds posted directly to the club account.

Cash Collections and eCommerce activities must comply with the Chapman University Fiscal Policy, (Section 4.0 Cash Receipts including PCI/DSS Guidelines), and Privacy Policy.

All requests are reviewed by the Chapman Cashier’s Office and the Department of Student Engagement. Additional approvals will be required for donations, fundraising, merchandise, and eCommerce activities. For questions regarding cash collection or eCommerce links/QR codes, please contact the Cashiers Office at cashier@chapman.edu or call 714-997-6838 

Student Clubs & Organizations must deposit any cash or checks collected/received into the Student Clubs & Organizations account immediately upon receiving the funds.  Money can be collection options are outlined below:  

1. 1. 1. 1. 1. Cash/check: Deposits should be collected in person and deposited immediately into the Student Clubs & Organizations’ on-campus account through the University Cashier’s Office, located in the Bhathal Student Services Building. For cash and check deposits, the Club Deposit Worksheetwill be required.  
            2. Credit Card Machines and Cashboxes with Small Change Funds areavailable to check out. Requests should be made in advance and must follow all Student Clubs & Organizations approvals.  Complete the Credit Card Terminal, Temporary Change Fund, Cash Box Request Form  Worksheet, and forward the approved form to cashier@chapman.edu. Note that an eCommerce link and training are required along with Credit Card Terminal requests. 
            3. Online payments: 

1. 1. 1. 1. 1. 1. Membership Dues: An online payment site can be set up for the Student Clubs & Organizations through Panther Connect for student members to pay dues and have the funds deposited into the Student Clubs & Organizations account. Submission of the Online Store Request Form is required to request this type of payment link.
               2. Merchandise sales, donations, fundraising: An online site with payment links/QR codes can be set up through the Chapman Marketplace for merchandise sales, donations, and/or fundraising. The funds will immediately be deposited into the Student Clubs & Organizations account. Completion of the Ecommerce Request Form is required to request this type of payment link. 

 All requests are reviewed by the Chapman Cashier’s Office and the Department of Student Engagement.  

7.4.5 Fundraising 

7.4.5.1 General Fundraising Guidelines 

Donations to Student Clubs & Organizations are considered contributions to Chapman and must follow all University fiscal and University Advancement policies. Student Clubs & Organizations should contact the Department of Student Engagement for assistance prior to requesting any solicitation of funds. Student Clubs & Organizations must adhere to the following fundraising principles: 

• • • • • • Donations must be freely given, with no strings attached, and serve the Chapman mission.  
          • Donations may be monetary gifts, or non-monetary items approved by the Department of Student Engagement and/or University Advancement  
          • Donations that are conditioned in some way on a communication, action, or activity that violates any University policy or the club constitution, including the anti-discrimination policies, may not be accepted.   
          • Checks should be made payable to Chapman University, with the Student Clubs & Organizations name listed in the memo. Checks can be mailed to: 
            • Chapman University 
            • University Advancement 
            • Attn: Gift Recorder 
            • One University Drive 
            • Orange, CA 92866 
          • eCommerce links can be requested to support Student Clubs & Organizations fundraising efforts. Submit an Ecommerce Request form to create an eCommerce link. The request will be submitted for review and approval from the Department of Student Engagement, Financial Services, and University Advancement. 
          • Gifts/donations must be processed through the Gift Recorder in University Advancement at 611 W. Palm, who will record the gift/donation for tax purposes.  When corresponding with the Gift Recorder about depositing gift funds, Student Clubs & Organizations should provide their account number to the Gift Recorder. The Gift Recorder will deposit the funds into the Student Clubs & Organizations account. Questions about gift processing can be directed to the gift recorder at giving@chapman.edu or 714-997-6526. 

7.4.5.2 Off-Campus Fundraisers & Solicitations 

Student Clubs & Organizations may seek approval from the Department of Student Engagement to host small-scale fundraisers with off-campus businesses or vendors (e.g. restaurants, give-back nights, etc.). These fundraisers must benefit the Student Clubs & Organizations, another Student Clubs & Organizations, or a non-profit/charity - no individual member may benefit from sale profits. 

All funds raised must be deposited into the Student Clubs & Organizations’ on-campus account immediately. See Collecting & Depositing Money for more information. Checks must be payable to Chapman University with the Student Clubs & Organizations name listed in the memo.  

Tax ID number available upon request.

7.4.5.3 Corporate Sponsorships 

In limited circumstances, as approved by University Advancement, student organizations may seek financial or in-kind support from businesses, especially for larger events, sponsorships, or formal partnership. To ensure alignment with university fundraising policies and to maintain strong relationships with external partners, all student organizations must collaborate with University Advancement on such fundraising initiatives.

Student Clubs & Organizations must notify the Department of Student Engagement of plans to make corporate solicitations at least three months in advance of the planned event. The Department of Student Engagement will then connect the Student Clubs & Organizations with University Advancement to start the review and approval process. University Advancement approval is required prior to the CSO making any off-campus solicitations.

If a company or organization donates money but receives something in return—such as advertising, handing out flyers, or promoting their business—the full amount may not count as a donation. However, if the only recognition they receive is having their name listed on a program or banner, the entire amount can typically be considered a donation. Sponsorship amounts may be adjusted based on any benefits the sponsoring organization receives.

7.4.5.4 Raffles and Opportunity Drawings 

1. 1. 1. 1. 1. Raffles
               1. Raffle ticket sales are not considered charitable donations as they represent the purchase of a chance to win. Raffle tickets must state that the “ticket price is not tax deductible”. Chapman University is required to follow specific rules and regulations related to raffle ticket sales. Raffle ticket sales may not be conducted online or promoted on any social media platforms. Contact the Department of Student Engagement for more information.
            2. Opportunity Drawings
               1. An opportunity drawing is a promotional activity where participants receive a chance to win a prize, without requiring payment or purchase to enter. Marketing materials of opportunity drawings require “no purchase necessary” language. Any funds collected through an opportunity drawing are not considered charitable gifts.

7.4.5.5 Fundraising for Non-Profit, Charity, or Other Non-Chapman Entity 

All Student Clubs & Organizations must work with the Department of Student Engagement when fundraising for any non-Chapman entity. The purpose of their fundraising must be made clear by including the following “Proceeds Language” in its entirety on all tickets, marketing/promotion materials, and in any other correspondence (including event programs and/or materials).  

Proceeds from this [donation/ticket/etc.] will first be applied to the cost of the event. Net proceeds will be given to [specified group] to benefit the mission of their organization. This is not a tax-deductible donation to Chapman University. 

• • • • • • Donations collected that will then be given to a charity or off-campus organization, are not considered donations to Chapman.  

• • • • • • University funds can never be donated to a charitable organization, thus only net proceeds and money that has been specifically raised for charity can be donated to that select cause.  

• • • • • • No donations can be made to political parties or candidates.  

• • • • • • Solicitations for club fundraising will need to disclose that the contribution is not a tax-deductible donation to Chapman University and that only net proceeds from the fundraising efforts will be donated. 

• • • • • • If net proceeds are donated to a third party, the receiving organization must be a U.S.-based 501(c)3 organization and may not be politically affiliated. 

• • • • • • • Such requests will be submitted to University Advancement and Financial Services for review and approval, if applicable. 

• • • • • • • Per section 1.2.6 of the University’s fiscal policy, third-party fundraisers must be authorized in writing by the President and include justification or explanation as to the derived benefit in support of the University mission if the expected amount to be raised exceeds $5,000. 

• • • • • • Funds collected must be used for the stated purpose. 

* In certain circumstances inter/nationally affiliated student organizations and fraternities/sororities, that are provided insurance and a tax ID number through the inter/national organization through the national organization may have different opportunities and/or requirements in their financial operations. These groups should contact the Department of Student Engagement for assistance. 

7.5 Risk Management 

7.5.1 Activity Waivers 

Any student participating in an event (on or off campus) that involves a medium- or high-risk activity must complete a waiver of liability before participating. Student organizers of the Student Clubs & Organizations event are responsible for getting the waiver created in the Chapman University waiver system and ensuring that all participants complete the waiver prior to the Student Clubs & Organizations event/activity. The Student Organization and Fraternity & Sorority Life Teams within the Department of Student Engagement are available to assist with the waiver process. 

7.5.2 Working with Minors 

Due to the sensitive nature of working with children and the unique circumstances of each activity, Student Clubs & Organizations must contact the Student Organization and Fraternity & Sorority Life Teams within the Department of Student Engagement no less than four weeks in advance of any event potentially involving minors (individuals 17 or younger), so they can be advised of any requirements that must be met.   

7.5.3 Transportation 

Students are not authorized to rent vehicles to use on behalf of or in conjunction with a Student Clubs & Organizations.  Student Clubs & Organizations may choose to arrange buses to transport students to and from events. Student Clubs & Organizations must first work with the Department of Student Engagement to ensure contract/agreement and insurance requirements for the transportation company (refer to contract section) are fulfilled. Once the contract/agreement and insurance requirements are completed, and after confirming the buses have been reserved, the Student Clubs & Organizations event planner must work with Chapman Public Safety to coordinate the details of the bussing, including departure location, timing, and staff needs.

*In certain circumstances inter/nationally affiliated student organizations and fraternities/sororities, that are provided insurance through the inter/national organization meeting Chapman’s criteria outlined in Risk Management’s Notice for External Affiliated Organizations, may have different opportunities and/or requirements when coordinating off campus events. These groups should contact the Department of Student Engagement for assistance. 

7.6 Off-Campus Programs & Events  

Please refer to Section 14, Off-Campus Events, in Chapman’s Facility Use and Event Policy. 

Student Clubs & Organizations may plan to travel together to a conference, service project, event, performance, or other organization related activity. All off-campus events hosted by Student Clubs & Organizations must be submitted through Panther Connect at least four weeks prior to the event.  

Any Student Clubs & Organizations interested in international travel must contact the Department of Student Engagement no less than 8 weeks prior to the desired travel date, although Student Clubs & Organizations are encouraged to provide notification even further in advance. Requests for international travel by Student Clubs & Organizations will be assessed based on the circumstances involved, and Student Clubs & Organizations should not make any commitments, payments, marketing or promotion of any international travel until the review process is completed. 

Student Clubs & Organizations are not authorized to travel as a group to areas that have been issued a Travel Warning or Travel Alert by the United States State Department. Student Clubs & Organizations may be notified of this restriction at any point prior to their departure. Please consult the Travel Advisories webpage for information on which areas are currently on notice. 

*In certain circumstances inter/nationally affiliated student organizations and fraternities/sororities, that are provided insurance through the inter/national organization meeting Chapman’s criteria outlined in Risk Management’s Notice for External Affiliated Organizations, may have additional opportunities when coordinating off-campus events. These groups should contact the Department of Student Engagement for assistance. 

7.7 Political Events 

Please refer to Section 7, Political Events, in Chapman’s Facility Use and Event Policy. Student Clubs & Organizations must work directly with the Department of Student Engagement on any politically-involved event at least six weeks prior to the desired event date to determine whether the event complies with Chapman University requirements for politically-related events and activities, and to identify the steps required for the event to proceed. Except as set forth in Section 7, Political Events, in Chapman’s Facility Use and Event Policy, University resources cannot be used to support political activities.

7.8 Additional Resources 

• • • Facility Use and Event Policy 

• • • Unauthorized Use of University Property and Facilities  

• • • Chapman University Commitment to Free Speech and Academic Freedom 

• • • Policies Regarding Harassment, Discrimination, and Sexual Misconduct 

• • • Student Conduct Policies 

• • • Chapman Campus Posting Policy, which includes policy on chalking 

• • • Notice for External Affiliated Organizations 

8. Additional Policies for Fraternities and Sororities 

In addition to the above policies, Fraternities and Sororities must adhere to these policies. 

Note: In certain circumstances inter/nationally affiliated student organizations and fraternities/sororities, that are provided insurance through the inter/national organization meeting Chapman’s criteria outlined in Risk Management’s Notice for External Affiliated Organizations may have different opportunities and/or requirements when contracting off campus. These groups should contact the Department of Student Engagement for assistance.

8.1 Fraternity/Sorority Recognition  

Fraternities and sororities become recognized through the Chapman University Extension/Expansion Process (please see Extension/Expansion section for further information). The designated university administrator(s) in the Department of Student Engagement and Office of Fraternity and Sorority Life (FSL) serve as the official liaison between Chapman University and the Inter/National Organizations of recognized fraternities and sororities, as well as any inter/national organizations involved with the expansion/extension process. All social fraternities and sororities must comply with the following criteria to maintain recognition by Chapman University:

1. 1. 1. 1. Maintain active recognition status with an inter/national social Greek lettered organization as defined by Chapman University. 
            1. Local social Greek organizations, those not part of an inter/national social Greek organization, are not eligible for recognition at Chapman.  
            2. Chapters that allow student membership from external institutions will not be recognized by Chapman University.
         2. Maintain proper tax-identification status under the Internal Revenue Service Code to maintain the membership practices exemption status of social fraternities and sororities under Title IX of the U.S. Education Act Amendments of 1972.  
         3. Maintain compliance with University insurance requirements for fraternities and sororities.  
         4. Maintain compliance with any/all University policies, protocols, and processes for Student Clubs, Organizations, and Groups. 
            1. Fraternities and Sororities must have governing documents on file with the Department of Student Engagement and the Office of Fraternity and Sorority Life via Panther Connect. Governing documents of the Inter/National Organization may be used in lieu of Chapman’s template constitution, provided that all required sections of the template constitution are included. Please contact the Department of Student Engagement and the Office of Fraternity and Sorority Lifefor assistance. 
         5. Submit all End of Semester reports, as well as any data and/or information specific to recognized fraternities and sororities as requested by the Office of Fraternity & Sorority Life, by designated deadlines, including but not limited to: 
            1. Current Membership Roster
            2. Current Officer Contact Information 
            3. Information required by the Campus-Recognized Sorority and Fraternity Transparency Act 
         6. Interest groups are not allowed at Chapman University as students who receive an invitation to join a fraternity or sorority are considered a new member/candidate and should officially initiate, join or cross a recognized fraternity or sorority within the same semester they receive an invitation to join.
            1. Interest groups are defined students who have been promised an invitation to yourorganization the semester prior, for any reason, and who do not officially join until the following semester.

8.2 Chapter Responsibilities and Expectations  

Fraternities and sororities at Chapman University must abide by the following responsibilities and expectations to remain recognized by Chapman University:

1. 1. 1. 1. Remain in good standing with the inter/national organization and the University  
         2. Be knowledgeable of and adhere to all applicable local, state, and federal laws, University codes, policies and regulations  
         3. Be knowledgeable of and adhere to the inter/national organization policies and protocols 
            
         4. Maintain membership in the applicable governing council at Chapman University:  
            1. Interfraternity Council (IFC) 
            2. Panhellenic Council (PHC) 
            3. National Pan-Hellenic Council (NPHC) and/or United Greek Council (UGC) as applicable 
         5. Participate in required programs and initiatives as indicated by the Office of Fraternity & Sorority Life, including but not limited to: 
            1. Office of Fraternity & Sorority Life Chapter Presidents meetings 
            2. Office of Fraternity & Sorority Life chapter leadership trainings and leadership retreats 
            3. Student Clubs & Organizations trainings and meetings, as applicable  
            4. Council meetings 
         6. Meet all eligibility and membership criteria set by the Chapman Interfraternity Council (IFC), Chapman Panhellenic Council (PHC), United Greek Council (UGC) or the Office of Fraternity and Sorority Life. 
         7. Comply with all new member recruitment/intake processes, timing, eligibility, and membership criteria set by the applicable governing council at Chapman and the affiliated inter/national organization 
         8. Ensure all chapter members and new members attend/complete required educational programming and/or online trainings as identified, and by the dates provided, by the Office of Fraternity and Sorority Life 
         9. Ensure all chapter members are currently enrolled as undergraduate students at Chapman University 

8.3 Benefits  

Recognized fraternity and sorority chapters in good standing may:  

1. 1. 1. 1. Recruit new members and execute membership selection through the applicable governing council’s (IFC, PHC, UGC, NPHC) recruitment processes/rules/timelines and in accordance with Chapman University policies and the affiliated inter/national organization policies 
         2. Receive all benefits afforded to Student Clubs & Organizations 
         3. Participate as a chapter in campus activities, programs and events 
         4. Request funding through the Student Government Association (SGA)  
         5. Request assistance from a university administrator in the Office of Fraternity and Sorority Life and/or Department of Student Engagement, when/as available, for chapter development 
         6. Utilize the channels provided by the applicable governing council (IFC, PHC, UGC, NPHC, etc.) for chapter-advocating activities 

8.4 Council Membership  

1. 1. 1. The applicable council(s) shall officially represent and govern all recognized fraternity & sorority chapters per their council Constitutions and/or Bylaws  
      2. Recognized fraternities and sororities are granted membership by the applicable governing council based upon eligibility criteria being met and maintained 

8.5 Expansion/Extension Philosophy  

As a private institution, Chapman University chooses to intentionally and carefully manage the growth and expansion of fraternity and sorority chapters. Chapman seeks organizations that promote ideals consistent with those of the University to educate and develop mature and responsible community members and that are willing to commit the financial and human resources necessary to assure achievement of those ideals. The University’s overall objective is to recognize organizations that will positively contribute to the overall undergraduate experience and enhance the campus community.

8.6 Expansion/Extension Process 

The process to recognize additional fraternities and sororities at Chapman University is coordinated and conducted by the Office of Fraternity & Sorority Life, in partnership with the appropriate fraternity/sorority governing Council.  In accordance with the Expansion/Extension Philosophy, the process outlined below will be followed: 

1. 1. 1. 1. Fraternity & Sorority Life staff, in collaboration with the respective fraternity/sorority governing council, will determine if the University community can effectively support fraternity expansion or sorority growth, extension or expansion. 
         2. The University’s determination of readiness for expansion/extension is within its sole discretion and generally will be based on size and viability of the current Fraternity & Sorority Life community, the availability of campus resources and personnel to support additional chapters, and the interest of unaffiliated students at Chapman University, in addition to interest expressed from any inter/national organizations, as well as consideration of the university’s mission and values.   
         3. If a Council believes they are ready for expansion, the Council must first pass a proposal for growth utilizing their constitutional voting process. If the proposal for growth passes, the petitioning Council will then request approval to proceed from the Department of Student Engagement. 
         4. If the Department of Student Engagement approves this request, an Expansion/Extension Committee will form comprised of (1) Fraternity and Sorority Life Professional Staff, (2) a designee from each recognized chapter under the respective council open for expansion/extension, and (3) Council leadership.  
         5. If the determination has been made to add a fraternity/sorority to the Chapman FSL community, the expansion/extension process and timeframe will be established by the Office of Fraternity & Sorority Life. 
         6. The Office of Fraternity & Sorority Life will notify the respective umbrella organizations when Chapman University is open for expansion/extension. As appropriate, inter/national social Greek-letter organizations with official letters of interest on file with the Office of Fraternity & Sorority Life will be notified that Chapman University is open for expansion/extension. Additional organizations may be informed through the respective umbrella organizations and/or via the Chapman University Fraternity & Sorority Life website. 
         7. Interested organizations will be asked to provide specific information via the Fraternity & Sorority Life expansion/extension application. This will be submitted to the University Expansion/Extension Committee during the application window in accordance with the timeline as indicated by the Office of Fraternity & Sorority Life. Interested organizations must demonstrate their ability at the inter/national and chapter levels to ensure compliance with all Student Group & Organization policies, Fraternity & Sorority Recognition Criteria, all Chapman University policies, procedures, and protocols, and provide responses to all University questions associated with the process of establishing a chapter at Chapman. Minimum materials required include but are not limited to:
            1. Inter/National Policy 
            2. Risk Management Policy 
            3. Establishment policies & procedures 
            4. Educational Requirements 
            5. Membership Requirements 
            6. Organizational Support 
         8. Chapman University will only recognize chapters of inter/national fraternities and sororities. Preference will be given to organizations that belong to national umbrella organizations.
         9. Prospective organizations may be selected to participate in a presentation or interview process on campus or virtually.
         10. Presentations and interview sessions are organized and scheduled by the Office of Fraternity & Sorority Life, in consultation with the Expansion/Extension Committee; details about the schedule, expectations, and requirements will be shared at the time of invitation.
         11. The Expansion/Extension Committee will make a recommendation to the Vice President for Student Affairs and Dean of Students indicating which inter/national organization(s) are recommended to be invited to expand/extend at Chapman University. The Expansion/Extension Committee may also choose to recommend deferring expansion/extension or recommend that no current organization warrants an invitation of expansion/extension.
         12. Chapman University prohibits social Greek-lettered organizations from operating at the University without having successfully completed the University Expansion/Extension process resulting in an invitation for recognition at Chapman. 

*If a student is interested in creating a social fraternity or sorority on campus, they must contact the Office of Fraternity & Sorority Life for more information prior to taking any action. 

8.7 Dormant Status  

Any organization with zero active undergraduate members will no longer be considered an active chapter at Chapman University and will be deemed a dormant chapter. This status will be communicated to the affiliated inter/national organization by the Office of Fraternity and Sorority Life.  Once an organization is deemed dormant, any return to recognized status at Chapman will be at the discretion of the University.  Chapters deemed dormant for two consecutive academic semesters will no longer be recognized at Chapman University. If determined by the Office of Fraternity and Sorority Life and the Vice President for Student Affairs and Dean of Students to be appropriate, the Office of Fraternity and Sorority Life may formalize a chapter redevelopment plan and timeline with the affiliated inter/national organization. If no chapter redevelopment plan is offered by the University, any interest by the chapter and/or affiliated inter/national organization to return to the University will be conducted through the Expansion/Extension Process no sooner than the next available Expansion/Extension opportunity as determined. There is no guarantee of return to the University through this process. 

8.8 Accountability 

The Office of Fraternity and Sorority Life is committed to fostering an environment conducive to the pursuit of excellence for chapters and their members. Such environments are based upon respect, trust, integrity, and accountability. The University will hold students and fraternity and sorority chapters accountable for their actions, publish current chapter status and chapter conduct information in accordance with California Assembly Bill 524, 2022, on the Fraternity and Sorority Life website. There are administrative sanctions related to compliance requirements and conduct sanctions related to alleged violations that can be applied individually and/or concurrently, based upon the compliance issue or alleged policy violation. 

Alleged violations of University policy and/or any concerns of non-compliance with applicable policies, protocols, and processes may be referred to one or both of the following:  

1. 1. 1. 1. The Department of Student Engagement, including the Office of Fraternity & Sorority Life, for administrative review of compliance issues by a Department of Student Engagement/Office of Fraternity and Sorority Life administrator. 
            1. The Department of Student Engagement, including the Office of Fraternity & Sorority Life, may institute interim responsive measures upon failure of a chapter to maintain compliance with criteria/requirements noted within this document, including all policies pertaining to Student Clubs, Organizations, and Groups. 
            2. Interim responsive measures may be imposed until compliance with applicable provisions is achieved and/or the resulting effects are appropriately mitigated.  
            3. In cases where a recognized fraternity or sorority chapter is deemed to be egregiously out of compliance with specified criteria/requirements, the Department of Student Engagement, including the Office of Fraternity & Sorority Life, may recommend the revocation or denial of chapter recognition to the Vice President for Student Affairs and Dean of Students. 
         2. The Office of Student Conduct for investigation and adjudication of alleged violations of policy by conduct administrator(s) using the processes outlined in the Student Conduct Code.  
         3. The Office of Fraternity and Sorority Life for potential notification of affiliated inter/national organization(s) and chapter advisor(s) of items including but not limited to:
            1. New or on-going investigations of a fraternity or sorority chapter. 
            2. Compliance issues by a fraternity or sorority chapter and responsive measures instituted by the Department of Student Engagement/Fraternity andSorority Life. 
            3. Any alleged violations and/or findings of responsibility by the Office of Student Conduct. 
            4. Other information deemed to be pertinent for chapter safety, success, and/or development.

Office Responsible for Policy

• Department of Student Engagement

Contact information for questions regarding this policy: studentorganization@chapman.edu

Website Address for this Policy

chapman.edu/studentgroup-policies