Student organizations are responsible for abiding by all university policies and agreements.
Self-governed student organizations at Indiana University must follow the Self-Governed Student Organization (SGSO) Agreement. This agreement formally recognizes the independent relationship of SGSOs with respect to IU and outlines the annual SGSO requirements.
Complaints involving a registered student organization will be addressed using the procedures described here. Complaints against individual members of a student organization may also be addressed under the appropriate university policies and procedures.
To be a registered student organization at Indiana University Bloomington, your organization must:
Register on beINvolved
Write a constitution
Have at least one faculty/staff advisor listed on your beINvolved roster who is employed by Indiana University (cannot be an undergraduate student)
Have five enrolled IU Bloomington student members
Reregister annually on beINvolved
Meet with the Student Organization Registration Committee (if necessary)
Student organizations are responsible for providing proof of the completion of requirements to Student Involvement and Leadership before they can be registered. Additionally, the organization must provide proof of the completion of requirements before they can renew their organization’s registration in subsequent years.
You may not register “dummy” student organizations for the purpose of for-profit ventures. Individuals who do so will be in violation of the IU Student Code of Ethics and may be subject to sanctioning through the Office of Student Conduct.
Annual reregistration is required in order to maintain your access to student organization benefits. If your organization does not reregister for the upcoming academic year, your benefits (including space reservation) will expire.
Only students who are willing to serve as the primary contact for the organization should complete the reregistration form.
Once you have submitted your reregistration form on beINvolved, Student Involvement and Leadership will review your form and either approve it or request changes. You will receive a confirmation email once it has been reviewed.
Your organization is only considered registered when your reregistration form is officially approved.
Student Organization Registration Committee
In addition to the electronic registration process on beINvolved, new organizations and select reregistering student organizations with inherent risk will meet with the Student Organization Registration Committee. Student organizations with inherent risk may be asked to fulfill additional registration requirements in order to minimize such risks and provide a safe involvement environment for all participants.
The Student Organization Registration Committee includes representatives from:
Student Involvement and Leadership
IU Campus Recreational Sports
IU Outdoor Adventures
Indiana University Student Government (IUSG)
Additional members as needed
The committee meets with executive officers of the organization to learn about the activities of the organization and to determine the physical, emotional, financial, facility, and/or reputational risk that may be involved.
Student organizations are required to have at least five enrolled IU Bloomington students on their roster when registering for the first time and when reregistering.
IU faculty, staff, and local community members are welcome to join any student organization at IU Bloomington. However, only enrolled IU Bloomington students can serve as officers and/or access student organization services through Student Involvement and Leadership.
All student members must be listed on your organization’s beINvolved roster.
Indiana University Bloomington recognizes and supports the development of all student organizations. Self-Governed Student Organizations (SGSOs) are not departments or administrative units of Indiana University, and therefore the IU Legal Counsel requires all student groups who choose to use the Indiana University or IU name to clearly indicate in their organizational title, constitution, and paraphernalia that they are “at Indiana University.”
The purpose of this distinction is to ensure that outside organizations that do interact with student organizations are aware that their dealings are with the club or group and not with the university itself.
Student organizations may use Indiana University before the title or name of the group only if the organization receives money from the Committee for Fee Review, has been approved for listing on the bursar’s registration checklist, or upon approval by the dean of students.
The use of “Indiana,” “Hoosiers,” “Cream and Crimson,” and any other IU-related words and phrases are not permitted for use in student organization names. For a full list of IU trademarked words and phrases, see the Promotional Products Style Guide.
All student organizations must create and maintain a constitution. A constitution contains the fundamental principles which govern an organization's operation. The development of a constitution will serve to clarify your purpose and delineate your basic operating structure. It will also allow current and potential members to have a better understanding of what the organization is all about.
These clauses MUST appear exactly as written in EVERY student organization constitution:
Statement of University Compliance: This organization shall comply with all Indiana University regulations and local, state, and federal laws.
Anti-Hazing Policy: Hazing is strictly prohibited. Hazing shall be defined as any conduct which subjects another person, whether physically, mentally, emotionally, or psychologically, to anything that may endanger, abuse, degrade, or intimidate the person as a condition of association with a group or organization, regardless of the person’s consent or lack of consent.
Personal Gain Clause: This organization, if raising funds, shall ethically raise and distribute profits from organizational functions to either the organization or to members who provide a service that directly benefits the organization. Individual members may not receive compensation from for-profit companies if acting as a representative of a student organization.
The following clauses may also be included based on your organization's activities:
Programs Involving Children: This organization, when working with children, will be aware of and abide by the university's Programs Involving Children (PIC) Policy.
International Travel: This organization, when traveling internationally, will coordinate their travel through the Office of Overseas Study.
On-campus event policies and guidelines
Student Involvement and Leadership (SIL)’s Space Reservation staff will assist you in event planning and help you meet the following campus requirements.
By reserving any indoor or outdoor space for an event, the student reserving the space and the affiliated organization both accept responsibility for any problems that may arise regarding the event. The student and the affiliated organization agree to cooperate with Indiana University and/or officials acting in their capacity.
IU encourages civil dialogue, expression, and sharing of opinions and beliefs that do not pose a threat of physical harm to any student, faculty, staff, or visitor.
These guidelines are designed to protect individual and public safety, facilitate robust opportunities for expressive activity, and ensure that individual rights to free speech are not in conflict with the rights of students, faculty, and staff to pursue their education, perform their jobs, and participate in the university’s cultural and athletic events.
Demonstrations and counterdemonstrations
To ensure that demonstrators and counterdemonstrators do not interfere with the operations of Indiana University or the rights of others, individuals and groups engaged in expressive activity shall not:
Engage in activity that violates any federal, state, or local law, including but not limited to threats of violence, infliction of harm, and vandalism
Disrupt activities in areas that are used for instructional, administrative, or residential purposes, or are not otherwise open to the general public, such as classrooms, studios, laboratories, residential space, or office areas
Obstruct pedestrian, vehicular, bicycle, or other traffic
Obstruct entrances or exits to buildings or driveways
Disrupt or preclude a scheduled speaker from being heard
Disrupt normal educational functions, business functions, or scheduled ceremonies or events, including but not limited to athletic and cultural events
Damage property, including hard and vegetative landscaping features
Disrupt events or functions by using nonapproved amplification (such as bullhorns or noisemakers) or other sound (such as drums, gongs, banging on trashcans, etc.)
Visually obstruct or cover up speakers, their supporters, protestors, or signage of demonstrators or counterdemonstrators
Camp overnight, including cooking and living outside or in overnight structures
Wear masks that are intended to obscure the identity of the wearer for the purpose of engaging in vandalism or other criminal activity, or are intended to intimidate or to make others fear for their safety.
Students found violating IU policies related to expressive activities, or any policies outlined in the IU Code of Student Rights, Responsibilities, and Conduct, may be held accountable through the student conduct process. Students arrested also may face criminal and legal actions.
Where to demonstrate
Expressive activities may be undertaken in most outdoor areas of campus. Dunn Meadow, outside Sample Gates, and all perimeter sidewalks maintained by the City of Bloomington are available for expressive activity.
IU Bloomington has designed and reserved the Arboretum and Dunn’s Woods for reflection and quiet respite from the sounds of the rest of campus. Demonstrations, handing out flyers, tabling, and other forms of solicitation and expressive activity are not allowed in these areas.
Students may protest or demonstrate an event as long as they are not disruptive to that event. In the event that a demonstrator or counterdemonstrator who is a university student, faculty member, or staff member is observed by a university official to be engaging in disruptive behavior in violation of these guidelines, that person will identify themselves upon request of the university official.
Demonstrators and counterdemonstrators not affiliated with IU who are observed by a university official to be engaging in disruptive behavior in violation of these guidelines will be directed to leave the campus immediately or be subject to citation or arrest for trespassing.
Members of a Demonstration Response Safety Team comprising IU officials from appropriate units will staff protests or demonstrations to answer questions and help ensure safety.
Deadlines for requesting campus space are based on the type of event. Please note that if an event requires any of the following, it must be planned 30 business days (6 weeks) in advance:
Any event that involves children
Small events (1–199 people attending) require 10 business days (2 weeks) in advance.
Examples of small events include, but are not limited to: student organization meetings, small gatherings, invitation-only events, tabling, flyering, and membership solicitation events with a planned attendance from 1 to 199 people.
Medium events (200 to 499 people attending) require two deadlines:
30 business days (6 weeks) in advance to reserve the space and
15 business days (3 weeks) in advance to complete an Event Checklist
The Event Checklist is a customized list of requirements based on the details of the event which help SIL ensure a student organization event is safe and successful. Event Checklist requirements may include, but are not limited to: a robust event description, security plans, campus food approvals, amplified sound plans, health and safety plans, and any other requirements to ensure a safe and successful event.
Examples of medium events include (but are not limited to): dances, rallies, festivals, sporting events, and small concerts with a planned attendance of 200 to 499 people.
Large events (500+ people attending) require the following five steps and deadlines, all of which must be completed in their entirety to reserve campus space:
Event Registration Form
due on or before 5 p.m. April 1st for following fall semester events
due on or before 5 p.m. November 1st for following spring semester events
Preliminary Event Checklist
due on or before 5 p.m. April 5th for the following fall semester events
due on or before 5 p.m. November 5th for following spring semester events
Presentation to the Campus Space Committee (CSC)
individual appointment after April 5th for the following fall semester events
individual appointment after November 5th for the following spring semester events
Final Event Checklist: due 30 business days (6 weeks) before event date
Event Checklist requirements include, but are not limited to: a robust event description, security plans, insurance requirements, staging and lighting requirements, plans to keep events drug- and alcohol-free, and other requirements to ensure a safe and successful event.
Examples of large events include, but are not limited to: dances, rallies, festivals, sporting events, concerts, 5k runs/walks, and any event taking place during Homecoming and/or Little 500 with a planned attendance from 500+ people.
All student organization events having food for public consumption are subject to approval by the Department of Environmental Health and Safety (EHS). Along with the Campus Event Registration Form, the student organization must submit the Temporary Food Service Application Form online at least five business days (or one week) before the event.
Select Self-Governed Student Organizations and select student organization events based on size and scope of the event, and all non-IU, outside organizations must provide proof of general liability insurance to the Office of Insurance, Loss Control, and Claims in order to provide services or products for a campus event. Email your proof of insurance to email@example.com.
This policy places certain restrictions on commercial solicitation within buildings and facilities as well as on the grounds of Indiana University campuses or under the operating authority of the University to ensure that university employees and students have the opportunity to perform their duties free from intrusions.
Requests to reserve campus space can only be made by a member of the sponsoring student organization, will be limited to certain campus locations, and will be reviewed by the Campus Space Committee. The student organization primary contact and advisor must submit a letter requesting the outside organization in order to reserve campus space.
The Campus Space Committee will review and approve or deny the request. The following limitations are placed on the types of vendors or entities your organization may partner with for a campus event:
NO credit card companies
In the event that IU has a contract for a specific product or service with a vendor, your organization may NOT sponsor other vendors who offer that same service or product
This policy does not apply to official, university-supported solicitations that are intended to address the university's broader mission to serve the community.
Outside organizations and for-profit agents
Students who are acting on behalf of their student organization AND as an employee of a for-profit company may not reserve campus space for their employer. A student organization unaffiliated with the vendor should act as sponsor.
While the outside vendor is set up on campus, a member of the sponsoring organization must be present with the outside vendor for the duration of the event in order to facilitate adherence to university policies. If a student organization sponsor is not present with the outside vendor, the outside vendor will be asked to leave campus space/property. The student organization may also be subject to sanctioning through the Office of Student Conduct
Individual members may not receive compensation directly from for-profit companies if acting as a representative of a student organization. Profits from partnerships must be distributed to the organization itself.
All events on campus sponsored by student organizations that have large attendance, pose security risks, or are open to the public are required to have security measures in place.
All decisions regarding security requirements or security waivers for events will be at the discretion of the Indiana University Police Department in consultation with Student Involvement and Leadership (SIL) and the Campus Space Committee.
By reserving any indoor or outdoor space for an event, the student reserving the space and the affiliated organization both accept responsibility for any problems that may arise regarding the event. The student and the affiliated organization agree to cooperate with the Indiana University and/or officials acting in their capacity.
IUPD and approved security presence does not relinquish the student organization's responsibility for private intervention in the event of any problems, except when crime is imminent, is being committed, or has taken place, or when confrontation could lead to physical harm.
IU encourages students, faculty, and staff members to exercise their constitutional right to vote and to actively participate and express their opinions regarding local, state, and national political candidates, issues, and referendums.
However, as a public institution, IU receives tax-exempt status under sections 115 and 501(c)(3) of the Internal Revenue Code. In order to maintain this status, the university (including USOs) shall not participate or intervene in any political campaign and must prevent its resources from being used in any way that could appear to support a political candidate.
Inviting candidates to speak at events
A student organization may extend invitations to candidates to speak at events. A Self Governed Student Organization is not obligated to invite all legally qualified candidates if the student organization is using its own funds and resources. However, no campaign fundraising may occur, and the student organization must include a brief statement when introducing the candidate. This statement must indicate that IU does not endorse or oppose any candidate or organization in connection with this or any other political campaign or election.
The nature of the event will determine the facility rental charge that the student organization will be assessed. If it is a campus-community event and is not open to the general public, then the normal fees (if any) will be applied. However, if the event is open to the general public, facility rental and usage fees must be charged.
Using university resources
Examples of university resources that should never be used to support a political campaign or candidate include, but are not limited to:
The IU name, logo, or other identifying marks
IU funds, facilities, office supplies, photo equipment, letterhead, telephones, fax machines, or computers
IU information technology resources, such as email, websites, and online discussion boards
IU shall not expressly or implicitly endorse any candidate for public office.
Hyperlinks to websites of candidates for public office shall not be placed on IU websites in any manner that favors one candidate over another.
No political fundraising may occur on university property or through the use of IU technology resources.
Student organizations shall not use the name of Indiana University or any IU trademark, such as its logo, in connection with political candidates or partisan political activities. (Learn more about licensing and trademarks.)
Student organizations shall not use IU funds on behalf of a candidate for public office in a political campaign or to influence the public legislature.
Staging and lights
If you are having an outdoor event that involves staging, lighting, or sound equipment to support bands, DJs, musical artists, spoken word artists, or an emcee, you must hire Stagehand Local Union 618 to set up, manage, and tear down equipment. Contact Mark Sarris at firstname.lastname@example.org to make arrangements for your event.
In order to prevent disruption to businesses, offices, and classes, amplified sound can be included in approved events during permitted times:
No earlier than 6 p.m. Monday through Friday
No earlier than 12 p.m. Saturday and Sunday
No later than 9 p.m. or sunset (whichever is earlier) Sunday through Thursday
No later than 10 p.m. or sunset (whichever is earlier) Friday and Saturday
Welcome Week at Indiana University is a part of an invaluable orientation process and early transition period for new students. As such, the university wants to provide an optimal matriculation experience during that first week before classes begin.
Therefore, student organizations are prohibited from hosting events, tabling, chalking or distributing flyers or other materials for the express purpose of membership recruitment and/or social activities involving first year students during Welcome Week through the end of the IU Guides Program without prior approval from the Campus Space Committee.
After the second day of school it is formally considered the conclusion of the Welcome Week and IU Guides programs. At that time student organizations may begin to have recruitment and social events.
Please note, there are often official volunteer opportunities for student groups to participate in Welcome Week and IU Guide Programs.
Please contact First Year Experience for more information on ways groups can formally participate.
Self-Governed Student Organizations (SGSOs) are not permitted to use Indiana University’s trademarks, symbols, logos, mottoes, or depictions of campus buildings and landmarks. SGSOs may use the official SGSO mark.
All goods and services, including those used as a fundraiser, or promotional products bearing university trademarks, including the IU-approved student organization branding elements, must be produced by a university licensee and submitted to the Office of Licensing and Trademarks for review and approval.
Self-Governed Student Organizations (SGSOs) may only indicate an association with IU or with any specific IU unit in a locational sense (i.e., “Club at Indiana University”). “The Indiana University Club” or any similar use of other university marks (for example, “IU Club” or “Indiana Club”) is not acceptable and can never be used in any form, including as part of a top-level domain name or email address.
University Student Organizations (USOs) should work with the marketing personnel/units in their individual departments to make sure that they adhere to IU’s brand guidelines.
Posting is prohibited on exterior walls and doors of campus buildings; on trees, light poles, and telephone poles; on library book drops and waste receptacles; on the ground, sidewalks, or bridges; on or inside elevators or bus passenger shelters; and at the Sample Gates.
You must designate on each poster the sponsoring individual or group.
If your poster advertises an activity, it must be removed within three days after the event has passed.
Student orgs are limited to one poster per event in any single display area.
Be sure to hang your posters and fliers in a university-approved space.
Academic and administrative buildings
Posters and fliers for bulletin boards must be approved by the department or office manager in the building’s central office.
Submit your posters or fliers to Residential Programs and Services, 801 N. Jordan Avenue, for approval. As a courtesy, only two posters or fliers will be hung at each residence hall. Posting is prohibited in Union Street Center.
Indiana Memorial Union
Hang up to five posters, no larger than 14x22 inches, on the bulletin board at the Commons Lit Desk using tacks or pushpins only (no staples or tape).
Advertise on T-stands placed throughout the Mezzanine and first floors. Reserve these in the Meeting Support and Reservations Office across from the Frangipani Room.
Reserve table tents in the food court seating area by contacting the IMU Associate Directors Office at 855-3561.
Hang your posters and fliers on the designated bulletin board near the down escalator. The board is cleared each Tuesday.
The glass cases outside the Herman B Wells lobby entrances also are available. Drop off your posters and fliers to the Learning Commons–West Tower first floor reference desk.
Additionally, you may register for a table to share information about your organization at InfoShare Day, the first Tuesday of each month.
Promotional materials, including posters and fliers, placed on wooden kiosks do not require preapproval. There is one kiosk located behind the Jacobs School of Music addition.
The self-governed student organization (SGSO) shall, without exception, include the following statement in any of the SGSO’s written materials, as well as on all pages of any SGSO website or social media page:
“Although this organization has members who are Indiana University students and may have University employees associated or engaged in its activities and affairs, the organization is not a part of or an agency of the University. It is a separate and independent organization which is responsible for and manages its own activities and affairs. The University does not direct, supervise or control the organization and is not responsible for the organization’s contracts, acts or omissions.”
The SGSO will also include the following statement within the publication in a type and size that is clear and legible to the reader:
“[NAME OF SGSO], an independent student organization located at Indiana University, produced and is responsible for the content of this publication. This publication was not reviewed or approved by, nor does it necessarily express or reflect the policies or opinions of, Indiana University or its designated representatives.”
Chalking is a temporary form of communication, typically used for meeting callouts or immediate responses to current events. Therefore, it is permitted only in open areas on horizontal surfaces, such as sidewalks and plazas, which can reasonably be expected to be reached by rain and are not covered by an overhang.
Chalking is prohibited in the following areas:
On exterior facades of buildings
On surfaces such as walls, columns, terrace-retaining walls, trees, limestone benches, or covered entry walkways into a building
On steps or stairs attached to or leading toward any buildings
Under any covered area, where the chalk will not be washed away by rainfall
Within 10 feet of any door or building entrance
Only water-soluble stick chalk (sidewalk chalk) is allowed. No spray chalk, chalk markers, paints (latex or oil based), or similar products may be used.
Bridge painting guidelines
The bridges on Jordan Avenue between Tenth Street and Law Lane have been designated for painting.
Painting the bridges is on a first-come, first-use basis. Painting on sidewalks adjacent to the bridges is not allowed. (Chalking is allowed on the sidewalks.)
Individuals and organizations are not expected to cover or “guard” the bridges after painting them in order to prevent other individuals or groups from painting over their work.
Spilled paint on sidewalks must immediately be removed, as it presents a serious slipping hazard to pedestrians, especially in cold weather.
No other painting of any sort is permitted on any university property.
Violations of these guidelines constitute grounds for removal of the material by the campus Facilities Office, which reserves the right to charge for the cost of removal and any associated repairs. Individuals or organizations that violate these guidelines may be referred to the Office of Student Conduct, Bias Incident Reporting Team, and/or the IU Police Department. They may also be subject to civil or criminal charges (such as vandalism), in addition to discipline under the student or employee disciplinary process appropriate to the nature of their relationship to the university.
If you believe that a chalking or bridge painting violates university policy, you may file a complaint with the Division of Student Affairs by using the Bias Incident Reporting Form.
Fundraising is defined to include all events and activities through which funds are collected by an organization. Fundraising, by definition, does not exclude solicitation of donations or events and activities which produce no profits after expenses.
The university does not make its facilities available for fundraising purposes if the funds raised are designed to enrich an individual or commercial sponsor. Fundraising activities also are subject to facility reservation requirements.
All items bearing IU marks that are resold, including for fundraising purposes, are royalty bearing. An IU licensed vendor must be used to print all products bearing IU trademarks, names, logos, insignias, or identifiable properties. All uses of IU trademarks must adhere to the IU Licensing and Trademark Policy.
Student organizations can sell pre-purchased baked goods to raise funds. Student organizations hosting any event in which food will be served to the public on IU properties must submit a Temporary Food Service Application Form at least seven days before the event.
University units, including University Student Organizations (USOs), may conduct contests, drawings, or games for prizes to encourage attendance at or participation in events or activities, if the total value of all prizes offered at any event does not exceed $5,000. Vendors participating in a university event are also subject to the prize limit. Academic contests are exempt from the $5,000 prize limit.
In rare circumstances, a request may be made to award prizes with values that exceed the amounts identified here. Such exceptional requests must be submitted as proposals and obtain approval from the unit's financial officer, campus financial officer, the vice president and CFO, the vice president and general counsel, and the vice president for public affairs and government relations.
Raffles (i.e. the selling of tickets or chances to win a prize awarded through a random drawing) are prohibited. Bingo and poker and other similar games are prohibited if any prizes are awarded.
For Self Governed Student Organizations (SGSOs): Only organizations classified as tax-exempt under section 501 of the Internal Revenue Code, and which have been in existence for five years or more, are eligible to conduct a legal gaming event in Indiana. Gaming events are regulated by the State and require a gaming license or exemption, as well as post-event reporting. Raffles are not allowed on University Property. Refer to the Indiana Gaming Commission for more information.
University Student Organizations (USOs) should consult with their sponsoring department before entering into a partnership with any outside vendor or for-profit entity.
Self-Governed Student Organizations (SGSOs) may partner with outside vendors or for-profit entities on campus, with the following limitations:
NO credit card companies
NO alcohol or illegal substances
In the event that the university has an exclusive contract in place for a product or service with a specific vendor, student organizations must comply with any on-campus requirements to use such products or services. See the full list of IU purchasing contracts.
Solicitations and partnerships with for-profit entities are prohibited during the Student Involvement Fair.
Student organizations may receive compensation when sponsoring the space reservation of a for-profit entity on campus.
Individual members may not receive compensation directly from for-profit companies if acting as a representative of a student organization. Profits from partnerships must be distributed to the organization itself.
An outside vendor or for-profit entity may use campus space only if they are sponsored by a registered student organization or IU department. Requests to reserve campus space for this purpose can only be made by a member of the sponsoring student organization, will be limited to certain campus locations, and will be reviewed by Student Involvement and Leadership. The student organization must submit a letter of approval of the sponsorship from its advisor, along with the Campus Event Registration Form.
With regard to any contract or agreement entered into by Self Governed Student Organizations, the organization shall include the following statement, initialed and dated by all parties of the contract or agreement:
[NAME OF ORGANIZATION], a party to this agreement, is an independent student organization and is neither a unit of Indiana University nor an agent of Indiana University for any purpose. [NAME OF ORGANIZATION] is not authorized to commit Indiana University contractually and therefore this agreement does not contain the commitment of, and is not in any manner binding upon or enforceable against, Indiana University.
University Student Organizations (USOs) must work with their sponsoring University department to plan fundraising activities. Departments must obtain approval for all fundraising activities from Treasury Operations through a Revenue Producing Activity Questionnaire process. In addition, any person handling money for deposit in University accounts must complete a Revenue Processing Training program or tutorial. Check with your advisor or your department’s fiscal office for more information.
Division of Student Affairs resources and social media channels