Policies + Forms

For All Student Leaders

Policies

Nondiscrimination Policy for all Student Groups

  • Registered student organizations must abide by all of Temple University policies, including those regarding nondiscrimination.  Included in its obligations, registered student organizations must allow any student to participate, become a member, or seek leadership positions in the organization, regardless of their age, color, disability, marital status, national origin or ethnic origin, race, religion, sex (including pregnancy), sexual orientation, gender identity, genetic information or veteran status.  A registered student organization may restrict membership on the basis of conduct, provided that such restrictions are not a pretext for exclusion based on status or belief, i.e.., are not used principally to exclude students on the basis of age, color, disability, marital status, national origin or ethnic origin, race, religion, sex (including pregnancy), sexual orientation, gender identity, genetic information or veteran status.  Temple University applies this policy consistent with the requirements of the First Amendment.

Open Membership Policy for Student Organizations

  • Student Organizations registered with Student Activities are required to have open membership.
  • Open membership is defined as allowing any interested persons to join the organization and attend meetings/events. Violation of this policy consists of, but is not limited to: 
    • excluding membership by major or college
    • excluding membership by identity (age, race, ethnicity, sexual orientation, gender, etc)
    • limiting the number of members accepted in the organization per semester
    • hosting interviews, auditions, or preliminary sessions on which membership is soley contingent
  • Student Organizations found to be in violation of this policy will be immediately frozen. This means that all student organization meetings, events, reservations, and allocations requests will be paused. Student organization leadership will be contacted and meet with Student Activities to be held accountable to the violation of the policy.

Raffle Tickets & Gambling

  • A raffle drawing, where an individual purchases a ticket for a chance to win a prize, constitutes illegal gambling under Pennsylvania law. Gaming licenses would have to be purchased and be in compliance with the proper record keeping and regulations of the state of Pennsylvania. Selling raffle tickets in order to win a prize is not permitted to student organizations.

Annual Re-Registration & Operating an Unregistered Student Organization

  • Student Organizations are required to register annually with Student Activities to maintain their active status. Re-registration is available to all student organizations in May. Failure to register the student organization at this time will result in an inactive status. 

  • Operating an inactive student organization violates this policy. Operation of a student organization consists of, but is not limited to:
    • continuing to meet or gather together
    • hosting and organization events
    • use of funds in the student organization bank account 
    • requesting funds from Temple Student Government Allocations 
    • use of the student organization name and logo Inactive
  • Student Organizations found to be in operation will immediately meet with Student Activities to be held responsible for violation of this policy.

 

Standardizing the Removal of Members & Officers

  • In an effort to standardize the removal process for Student Organization members and officers, Student Activities asks all Student Organizations to incorporate a probation period into the member and officer removal sections of their constitution beginning Fall 2020.
  • For example, when an issue persists or the member's performance is inadequate for their agreed upon responsibilities, someone of the executive board and/or the advisor should have a meeting with the officer. In the meeting, the issue will be shared with the member/officer and they will be put on probation.
  • Over the next 2 weeks to 30 days, the member/officer will have the opportunity to correct their behavior. After the probation period is over, a second meeting can be held to assess whether the individual can continue their role. Adding this probation period will provide your organization members the opportunity for growth.

Minors on Campus Policy

  • For events that will have minors on campus, submit the Minors on Campus Registration form (linked above) to the Office of Risk Management & Treasury at least 60 days in advance.

Travel Policy and Documents

  • International Travel: 
    • On January 1, 2020, Temple University's International Travel Policy went into effect.
      • Step 1: Obtain approval/confirmation that your international travel is Temple affiliated - approval form due to Risk Management at least 3 months prior
      • Step 2: Receipt of Approval, Pre-Departure Planning, & Attend Health and Safety Workshop
      • Step 3: On Site
      • Step 4: Returning to Campus: Debreif Meeting with Risk Management
  • Domestic Travel
    • Outside the city limits of Philadelphia
    • All participants (Temple or non-Temple) must submit a waiver online
    • Submit form online 4 weeks in advance 
    • Form is a pre-departure planning guide co-created with Risk Management
    • Must have a debreif meeting upon returning to campus with Student Activities

Alcohol

  • Organizational funds are prohibited from being used to purchase alcohol.
  • Events are prohibited from including alcohol as an attraction.
  • For events that take place in locations where alcohol is served, no funding for the event can be used in the purchase of alcohol at the location. The event should not take place at a location solely for the purpose that the location serves alcohol.

Reserving and Using Space on Campus

Trademark Licensing Policy

  • Temple requires that all individuals, organizations, departments and companies, both internal and external, obtain prior approval before producing any product(s) that will display the university’s trademarks, regardless of the method of distribution.

Catering Policy 

  • All food brought into Student Center Operations' facilities must be provided by Aramark's Cherry & White Catering Company. 

  • At the time you are requesting space in Student Center Operations' online reservation system, you must indicate that you plan to have food for your event, as a planning meeting is required at least 20 days before the event.

  • If you’d like to bring food that Aramark cannot provide (including pizza), organizations must obtain a signed Catering Exception Form according to the instructions on the form. Please note "Authorized Budget Unit Approval" is a signature from any Assistant Director or Director at Student Activities. 

    • Catering orders under $250 will be approved once a Catering Exception Form and Certificate of Liability Insurance (COI) from caterer are submitted directly to Business Services.

    • Exceptions are required for Donated Food Items (include a letter from donor detailing what is being donated).

    • Exceptions are NOT required for Pot Lucks, Bake Sales and Brown Bag Luncheons. 

  • The Catering Exception Form must be turned into Student Center Operations at least 10 days prior to your event. Failure to abide by this process violates Student Center policy and will cause your organization to lose its reservation privileges. If you have any questions, contact Alicia Ferguson with Student Center Operations. 

Forms

Signed Bank Form Request

Paying Vendors

Independent Contractor Request for Payment

Professional Services Agreement

W-9 form

Rental Form for Attendance Tracker

  1. Create an event in Owl Connect for the event for which you'd like to track attendance. 
  2. Submit the Card Swipe or Tapper Request Form on Owl Connect at least 3 business days prior to the requested date of usage.
  3. Once reviewed and approved, the submitter will receive an email from the Office of New Student and Family Programs  with instructions to pick up equipment and/or complete the 15-minute demonstration 
  4. Once usage is complete, the submitter will return the equipment back to the Office of Orientation, New Student & Family Programs(1755 N. 13th St. – Howard Gittis Student Center, Suite 318).