Per Federal Law and PSU policy, it is prohibited to discriminate on the basis of disability when hosting programs, events or meetings. Student leaders contacted for accommodations should work with their SALP Advisor as soon as possible to facilitate services through the Disability Resource Center. Every attempt should be made to grant reasonable accommodations as recommended by the DRC. However, requests made to the Disability Resource Center less than two weeks before the event may not be able to be accommodated. Accommodations are reasonable as long as course standards are not fundamentally altered and there is a logical link between the student' limitations and the accommodation. Costs associated with an accommodation will be accrued by the student organization sponsoring the event. You must permit attendees to use auxiliary aids and technology that ensure access. Depending on the disability, people may use notetakers, sign language interpreters, real-time captioners, readers, scribes, and lab assistants. Others may use tape recorder/players, computers, assistive listening devices and other technologies for the same purpose. Treat disability-related information with the strictest confidentiality. Refrain from identifying people with disabilities unnecessarily to their peers or other colleagues without their consent.

No alcohol will be approved for SALP events on campus. If a program is having an event off-campus in which alcohol is served, it must be at a licensed establishment and cannot be advertised as a primary draw to the event. Because student fees are state monies, groups may not use their SFC or OBC funds to pay for alcohol or bartending services. Alcohol Policies are overseen by the Vice President of Finance and Administration.

Last updated by the SALP Advisory Board May 2020

SALP Student Organizations may reserve a multi-purpose room or court in the Campus Rec building. Per Campus Rec policy, Campus Rec programs and events have priority in the building. After Campus Rec schedules each term, there may be space available for reservation by SALP Student Organizations.

SALP student organizations are eligible to reserve space if the activity is related to the mission of the organization, approved by the SALP Advisor, and approved by Campus Rec. These requests require 2 weeks prior notice and can be submitted up to one term prior to the activity, but will not be scheduled until after priority users reserve space. There is a limit of 3 hours/week per organization.

SALP student organizations can request to reserve other spaces at Campus Rec outside of courts or multi-purpose rooms for a rental fee (e.g., the climbing center, pool lanes). To inquire about rental spaces and fees, submit a request and/or email the professional staff listed on the website.

No-shows for reservations may result in inability to reserve space in the future.

Spaces(s) are to be used for appropriate recreation purposes only.

Non-members of the Recreation Center must be accompanied by a student or current member of the Rec Center, will be assessed the non-member day-use fee, and cannot check out equipment. Please refer to this youth policy page if the guest is under the age of 18.

Policy overseen by Campus Recreation, last reviewed Sept 2025

This policy specifically refers to conference rooms within SALP-managed spaces. Only groups and programs officially recognized by SALP are eligible to reserve SALP-managed conference rooms, unless they have the Director’s exception. At all times, SALP recognized groups and programs have first priority. Policy last updated March 2025 by the SALP Advisory Board.

Conference Rooms:

• Tillikum- Smith M114, seats up to 14, white board, computer with large screen
• St. John's- Smith M113C, seats up to 20, white board, computer with large screenHawthorne- Smith M111, seats up to 8, white board
• Hawthorne- Smith M111, seats up to 8, white board

Meeting Rooms:

• Orange Room- Smith M113D, seats up to 5 , white board, computer with large screen
• Blue Room- Smith M113E, seats up to 5, white board, computer with large screenGreen Room- Smith M113F, seats up to 5, white board, computer with large screen
• Green Room- Smith M113F, seats up to 5, white board, computer with large screen

Lounge/Workspace:

• Orgspace- Smith M108, seats up to 45, white board, computer with large screen, large mirrors for dance practice
• Clubhouse- Smith M113, lounge and workspace, not reservable

All rooms are to be used for student organization or SALP program business only. Misrepresentation of the use of the space may result in the group or program being restricted in their future use of SALP-managed spaces. Groups are expected to keep the spaces clean and to return the space to their designated furniture set up. Groups who leave the space dirty or who misuse the space will be restricted in future use of SALP-managed spaces. Groups may not store items in a room without permission. During times that a room is not reserved, any SALP group or program is allowed to use the space until the next scheduled meeting on a first come, first served basis. SALP-Managed Rooms are not meant for public events, speakers, dances, receptions, etc. Events open to the public or that require extensive event set-up should be booked through Conference and Events.

Conference rooms:

Groups or programs are permitted 20 conference room bookings per term for a maximum of three hours per meeting. Rooms are available during SALP front desk regular office hours. Groups are able to reserve meetings one term ahead. Reservations for the following term start the first day of pre-term priority registration. Groups may reserve Tillikum (M114) or Hawthorne (M111) for meetings starting at the closing of the business day if they arrive 10 minutes before close and agree to turn off all lights and computers and to lock the door behind them when they leave.

Meeting Rooms

Groups or programs are permitted 20 meeting room bookings per term for a maximum of three hours per meeting. Rooms are available during SALP front desk regular office hours. Groups are able to reserve meetings one term ahead. Reservations for the following term start the first day of pre-term priority registration.

OrgSpace (M108)

Business hours reservations: Groups or programs are permitted ten (10) OrgSpace bookings for a maximum of four hours per meeting per academic term between 8am and 5pm. Between 8am and 5pm when OrgSpace is not reserved, any SALP group or program is able to use the space until the next scheduled meeting and must be willing to share the space with other groups simultaneously. Making excessive noise or expecting unrealistic quiet is not reasonable during times that the group does not have the space reserved, and may result in the group being asked to come back when they have a reservation. After-hours reservations: Groups are able to reserve OrgSpace for up to ten (10) bookings for a maximum of four hours per meeting per academic term after SALP Clubhouse hours within Smith building hours.

This policy was reviewed and the SALP-specific policies were updated in May 2025 by the SALP Advisory Board.

In accordance with the University's contractual agreement, PSU Eats is granted the exclusive right to operate and provide daily and catered food services in Smith Memorial Student Union, Ondine, and the Viking Pavilion. PSUEats is pre-contracted and holds all necessary licenses to provide catering services on campus. They are able to do internal billing and do not require a separate contract.

Portland State University reserves the right to approve occasional culturally specific catered special events that are sponsored by students, staff, or faculty in the Smith Memorial Student Union (SMSU), Lincoln Hall, or Viking Pavilion. Food from external vendors is allowed in other buildings on campus as long as the criteria below are met.

In order to request the use of an external food vendor, a department or student organization must fill out an external catering request to determine that all contract agreements and health and safety considerations are being met. In accordance with Multnomah County Health Office, all caterers are required to have a county health permit and proof of insurance. A cleaning fee may be assessed by the building management for all events using outside catering.

To meet Multnomah County Health and all other food and health standards, Student Activities and Leadership Programs requires the event to have a contracted, licensed caterer onsite and responsible for food safety and handling of all food preparation and food service when any of the following are true:

• Any event that is open and advertised to the public and that would require a Multnomah County Temporary Restaurant License. In this situation, it is the responsibility of the contracted caterer to obtain the license. It is the responsibility of the group or program hosting the event to confirm that the caterer has done so. Failure to have a Multnomah County Temporary Restaurant License will result in the catering being canceled.
• Any event primarily for staff and students with 50 people or more that is serving any food that is not shelf stable (candies, packaged cookies, crackers, canned or bottled water or soda).

Events are not required to contract a licensed caterer for the following:

• Events primarily for staff and students that have fewer than 50 people may serve grab-and-go food items without the requirement of a contracted caterer onsite as long as the food items can safely be served at room temperature and will be left at room temperature for no more than three hours. PSUEats, their contractors, and the University Market are the exclusive food providers for grab-and-go food items in Smith, Ondine, and Viking Pavilion unless an external catering request has been approved.

• Brownbag: Any event in which there is no organized food service, but in which attendees may or may not bring their own food for their own personal consumption.

• Potluck: Any event in which food is supplied by members of an organization for the consumption of members of that organization only (for closed events with less than 20 people). Foodservice which is open to non-members and/or the general public will not be considered a potluck.

• Bake Sale: An event in which baked goods (dough-based products with high sugar content) are sold to the public in a fund-raising capacity. Bake sales must display a prominent sign with the following message: "Food served at this location may not have been inspected by Multnomah County Health Department. Items were not prepared in a licensed kitchen. Eat at your own risk".

All food expenses must follow state, university, and funding source spending caps. Organization Budget Council and Student Fee Committee food spending caps can be found in their respective guidelines.

Advising & Career Services holds primary responsibility for employer relations and career events at Portland State University.

Recognized student organizations may not independently host career fairs because it poses too great a risk to PSU’s reputation in the community. However, members in recognized student organization may participate individually on a volunteer basis to provide support and assist with logistics on the day of the event.

Department sponsored and affiliate student organizations may host career fairs, but must do so in conjunction with Advising & Career Services (and the academic department, if appropriate). To be considered co-sponsorship, the student organization and sponsoring department (academic or Advising & Career Services) must develop a Memorandum of Understanding (MOU) delineating the responsibilities of each co-sponsor. Such responsibilities may include, but are not limited to booking of space, invitation list, registration, event logistics (facilities, parking, food, etc.), publicity, and budget. The MOU must be signed by a representative of the student organization, the sponsoring department, and the student organization’s SALP Advisor at least six weeks before the date of the event.

If a department sponsored or affiliate student organization is co-sponsoring a career fair with an academic department, they must first contact Advising & Career Services to ensure the career fair does not conflict with any Advising & Career Services events.

Last Updated by the SALP Advisory Board: May 30, 2014

Because student organizations at Portland State University are part of a state entity, they must be cautious in how they interact with political campaigns. State entities, such as student organizations, are not allowed to endorse or use state resources (including funding, room reservations, etc) to support a candidate or ballot initiative.

As a University, we support civic engagement through active debate and discussion, which is fostered by presenting a range of opinions and perspectives. To further this mission, student organizations and programs may host forums, debates, or discussions in which multiple sides and/or candidates are represented. Similarly, groups many host a political candidate or ballot measure only in the case of debates and forums with a wide range of the political spectrum or the race in question represented. All advertising for these events must remain neutral and not give the appearance of endorsing a political candidate or ballot measure campaign.

Student organizations and programs may be asked by candidates or ballot measure campaigns to host or support their message. In such instances, the groups should refer the candidate to Government Relations who can assist them in campus events or outreach.

Per Senate Bill 731 (2019), the Associated Students of Portland State University “may make a statement or issue a resolution to promote or oppose the adoption of a measure or the gathering of signatures on an initiative or referendum petition.” This privilege does not extend to other student groups, does not include endorsement of candidates, and does not include using resources to support a candidate or ballot initiative.

This policy was last reviewed January 2020 by SALP, General Council, and Government Relations to assist student organizations in meeting all University policies, State and Federal laws while hosting or co-sponsoring political candidates or ballot measures. This policy is subject to change by the Government Relations Office or General Council.

Per Conference and Events policy, live music, regardless of whether it is acoustic or amplified, is only allowed in the following indoor locations: SMSU Parkway North, SMSU Ballroom, Viking Pavilion, and Smith 026. Live music is not allowed at any other event venues. The sound level for all meeting rooms cannot exceed 65 decibels as measured from inside any other meeting room. Events are required to reduce sound level if requested to do so by building personnel even if they are not exceeding the maximum sound level. Requests for live music or amplified sound at other campus locations will require an exception from the Director of CESU.

Student Activities and Leadership Programs will follow all procedures and policies required by Environmental Health and Safety and relevant university, state, and federal laws.

Air Quality

Student Activities and Leadership Programs will follow the PSU Protection from Wildfire Smoke Program and the AQI related resources for outdoor recreation activities. https://www.pdx.edu/environmental-health-safety/wildfire-smoke

Using the Air Quality Index (AQI) found at airnow.gov for the area in which the outdoor activity is occurring, SALP will do the following:

• AQI Value of 101-200: The professional staff member responsible for oversight of the event or program will monitor the AQI, will communicate with the event or program organizers that high AQI levels may require us to alter, postpone, or cancel the event, and may make decisions to proactively shorten, modify, decrease intensity level, move location, reschedule, or cancel a planned outdoor event or activity. At an AQI of 150 or above, event organizers will notify participants that people with respiratory problems are advised to cease outdoor activities. KN95 masks will be provided for employees for voluntary use for protection against wildfire smoke. Event organizers can determine if they would like to pay for and provide KN95 masks for participants.

• AQI Value of over 200: SALP will cancel, postpone or move indoors any planned outdoor activities. Time spent outdoors by employees should be limited and masks will be required for any outdoor activity.

Heat Index

Student Activities and Leadership Programs will follow all policies and recommendations of the PSU Environmental Health and Safety Heat Illness Prevention Program, including requiring all professional staff to complete the training. SALP will submit a specific Heat Illness Prevention Plan to Environmental Health and Safety Plan to operationalize the following policy.

The professional staff member responsible for oversight of the outdoor event or program will monitor the heat index during times when excess heat is forecasted using the OSHA-NIOSH heat index tracking tool. When temperatures reach or exceed 80 degrees Fahrenheit, an adequate supply of drinking water must be provided to all participants of outdoor events and activities. Refer to Section 5.1.2 of the Heat Illness Prevention Program for specific requirements. When temperatures reach or exceed 80 degrees Fahrenheit, adequate shade must be available for employees and participants at outdoor events and activities. When heat is forecast to reach 90 degrees fahrenheit or above, professional staff may make decisions to proactively shorten, modify, decrease intensity level, move location, reschedule, or cancel a planned outdoor event or activity.

This policy was last reviewed by the SALP Advisory Board April 2023. This policy is overseen by PSU Environmental Health and Safety.

Meeting rooms in smith Memorial Student Union are available for use by student organizations/ programs, Portland State departments, and community members/groups. All rooms requested by student organizations/programs must be approved by an advisor. All policies and procedures for Smith Memorial Student Union can be found at this website.

This policy has been developed by Student Activities and Leadership Programs and the Portland State Box Office to comply with all relevant Portland State policies and contracts. The policy applies to all student organizations holding events in any building on campus. It is required that student organizations use the PSU Box Office whenever admission is charged regardless of location.

The Box Office does not need to be used when the organization does not charge admission. Because of IRS rules, groups are not allowed to charge a "donation" at the door. All revenue from the event, must be handled with appropriate accounting procedures and deposited into the student organization account. It is required that you meet with your Advisor early to discuss any time you are collecting money at an event.

Door Sales

Door sales are defined as taking admission at the event. The Student Organization must work with the PSU Box Office to collect door sales. The Box Office will charge an hourly amount per staff person to sell tickets. Revenue from door sales will be deposited directly into the Student Organization’s account. The door staff fee will be charged back to the Student Organization’s account after the event.

Advance Sales

Advance sales are defined as any time tickets are sold in advance of the event date: either in person, over the phone, or over the internet. If a Student Organization wishes to have tickets available in advance, their tickets will be sold on the PSU internet ticketing site. The PSU Box Office adds a service charge to all ticket sales. This service charge will be paid by the customer purchasing the ticket. The price advertised for an event must be the base ticket price plus the PSU Box Office service charge.

When to Contact the Box Office

• Door Sales: Student organizations must contact the Box Office a minimum of two weeks prior to the event.

• Advance Sales: Student organizations must contact the Box Office a minimum of one month prior to the event.

Organizations and programs may have vendors as part of a larger event in accordance with these and any other relevant university policies. A vendor is defined as a person or entity that is selling or promoting a product or service.

• Student organizations and programs may only invite vendors to have a table or booth within an event space they are managing.
• It is recommended that student organizations/programs charge a vendor for a booth or space if the vendor is selling items or services at the event.
• The presence of the vendor and their products or services must directly relate to, support, and enhance the theme and purpose of the sponsoring group and event.It is university policy (outlined in Smith Memorial Student Union policy and procedures) that no vendors can promote services that require the signing of a contract (i.e. credit cards, cell phone plans, gym memberships, etc.)
• It is university policy (outlined in Smith Memorial Student Union policy and procedures) that no vendors can promote services that require the signing of a contract (i.e. credit cards, cell phone plans, gym memberships, etc.)
• Portland State University has an exclusive contract with Pepsi for pouring rights on campus. This means that student organizations and programs may not sell, promote, or give-away non- Pepsi beverages.
• The student organization/ program is responsible for assuring that the vendor complies with all applicable policies.
• Before making any commitment to a vendor, the organization officer or event/activity coordinator must review the proposed event, including proposed vending activity, with their advisor. Advisor approval is required before making any commitments.

This policy was last approved by the SALP Advisory Board on May 11, 2015.

Each group may have a banner reservation once per term. Reservations are Monday through the following Monday morning.

In order to claim their reserved case, the group must have their banner up by Monday at 4:00pm or they lose that reservation. The space will be opened to the groups on the waitlist.

In order to give SALP groups and programs first priority, non-SALP departments may request a banner space but will be put on a waitlist after any SALP groups or programs.

Due to fire safety codes, only two flammable banners may be up at any one time.

This is a Student Activities and Leadership Program policy which was last updated May 11, 2015.

Per Facilities policy updated November 26, 2025

These guidelines outline the procedures for the display of banners on university property to ensure a safe, clean, and equitable campus environment. These guidelines apply to all university departments, student organizations, and external groups.

Timeline: Applicants should include their desired hanging date when submitting a banner request so PSL can plan accordingly and avoid schedule conflicts. Banner reviews and approvals typically take around 30 days for locations that don’t require a city permit and may take over 60 days when a city permit is needed. If a banner isn’t ready by the scheduled hanging date, applicants will need to coordinate a new date with the Planning and Sustainability Office.

Content: Banner content must comply with all university policies. Banners should not be lewd, discriminatory, sell commercial items, or promote illegal activities. The university reserves the right to deny approval for any banner.

Design: Banners must be professionally made and include grommets along the top and bottom, spaced every 24 inches for secure attachment. Hand-painted or makeshift banners are generally not permitted. It is recommended that banners be made of heavy-duty 18 oz vinyl. The banner should also clearly identify the sponsoring university department or student organization.

Duration: The maximum display period for any banner is 14 days. Banners for major university events (e.g., Commencement, Welcome Week) may be granted an extension by Planning and Sustainability Office.

Availability: Due to limited space, banner reservations are granted on a first-come, first-served basis. Groups are encouraged to plan and submit their requests well in advance.

Placement: Banners may only be hung in designated areas. The university will maintain a list of approved locations, which may include specific poles, railings, or building facades. Banners are not permitted on trees, light poles, or in unauthorized areas.

Installation and Removal: Banners must be installed and removed by FPM and will incur a cost to the sponsoring department. The department is responsible for submitting a facilities work order once the banner image and dates have been approved.

Sponsorship: A university department or a registered student organization must sponsor all banners. The sponsoring group is responsible for the banner's content, proper installation, and timely removal.

Commercial Advertising: Banners with commercial advertising are generally prohibited. Limited exceptions may be granted for university partners or sponsors of official university events. These exceptions require a formal agreement with the university.

External Groups: External organizations are not permitted to hang banners on campus.

Non-Compliance: Failure to comply with this policy may result in the immediate removal of the banner and the suspension of future banner-hanging privileges for the responsible group.

Appeals: Groups that have been denied a banner request or have had a banner removed may appeal the decision in writing to the Vice President of Finance and Administration within five business days of the decision. The appeal should include the reason for the appeal and any relevant supporting documentation. The decision of the Vice President or their designee is final.

TO REQUEST OUTDOOR BANNERS: Attach the banner artwork and send it to the Planning, Sustainability and Logistics Office (PSL) at planpsu@gmail.com. Before submitting, applicants should carefully review the General Guidelines section to ensure that the banner meets all requirements regarding sponsorship, design, content, and display duration. Requests that do not comply with these standards may be delayed or denied.

Per Facilities policy updated August 12, 2018

Postings are allowed on approved bulletin boards and other specific designated areas in common areas of buildings. Postings may not be placed on walls, doors, windows, signage or any surface. Postings on bulletin boards must be affixed with tacks only. The use of staples, tape and glue are prohibited. Persons who are posting materials are encouraged to respect others’ posting needs. Duplicate or outdated postings may be removed if posting space is unavailable. Special purpose bulletin boards (e.g., Student Activities and Leadership Programs (SALP) bulletin boards or academic program related boards managed by particular PSU departments) are limited to their specific purpose and have their own posting guidelines. If you are unsure whether a surface on campus is an approved surface or not, please contact Facilities Work Order Center, 2fix@pdx.edu 503-725-2349.

Per Facilities policy updated August 12, 2018

Chalking is prohibited without prior written approval from the Art and Temporary Installation Committee. Chalking is the only method of writing or drawing messages that may be authorized on the PSU campus. The use of any other medium to write or draw messages is strictly prohibited.

PSU organizations or departments wishing to use chalking to promote PSU related activities or events must submit an installation request form via email to 2fix@pdx.edu.

The request form can be found on the Planning Construction and Real Estate Art and Installation Requests page.

Note that there are several limitations on chalking activities on the PSU campus:

• Only PSU registered organizations or departments, and organizations hosting an event at PSU or in the South Park Blocks, may be granted permission to chalk on campus, and only for the promotion of activities or events.
• If permission is granted, chalking will be allowed only on horizontal concrete or asphalt surfaces of university maintained grounds that are exposed to the elements and not covered by a roof or overhang.
• Chalking is prohibited on other surfaces, structures and fixtures such as, but not limited to: roadways, buildings, bricks, steps, seating walls, benches, tables, signs, poles, columns, waste receptacles, and trees.
• The material used to mark the pavement must be a water-soluble stick chalk. The use of markers, paints, oil-based products, spray-chalk, other types of markers or liquids, or coatings to preserve the chalk is prohibited.
• Chalking is prohibited within ten (10) feet of building entrances. PSU has no responsibility to ensure that chalked messages are preserved, however, attempts will be made to preserve the messages during the period agreed to by the Art and Temporary Installation Committee.
• Organizations or departments granted permission to use chalk are responsible for removing any chalk not removed by rainfall within 48 hours of the end of the agreed upon chalking period. Environmentally sound clean- up is required: a deck brush and cold water must be used to remove the chalk. The surface should be wet, and then scrubbed with the brush and rinsed. This process should be repeated until the chalk is gone
• Chalking that is defaced must be removed promptly by the organization or department.
• The cost to remove any chalking contrary to these instructions, or to repair damage caused by materials contrary to these instructions, may be billed to the responsible organization or individual.

Student Union digital signage is intended to promote student engagement and student services across the Portland State campus. It offers opportunity for Portland State’s officially recognized student organizations and campus departments to broadcast events or announcements in the Student Union. Events or announcements must be of student interest or student-oriented in nature, and must be open to the public or a broad segment of the campus community.

SUBMISSION GUIDELINES

Should the group wishing to advertise meet the following criteria, they may submit a digital advertisement for the TVs to asksalp@pdx.edu

• The group wishing to advertise must either be a Portland State department or SALP student group.

• PSU departments and student groups may not reserve space request postings on behalf of external organizations or other PSU departments/student groups. The department or group requesting the posting must be primarily responsible for planning, implementing, and financing the event. We have the right to evaluate and make final determination of the posting. If intentional misrepresentation has occurred, this may result in suspension of posting privileges Smith.

• Postings must prominently display the name of the student group/PSU department planning the event, as well as provide date, time, and location of the event. It is recommended that you keep the number of words to a minimum, emphasizing the most important information. Most images display for only around 7 seconds .

• The request must be made at least 10 business days prior to the event date.

• No more than 2 postings per department or student group are permitted at one time.

• You must include the dates that you would like your posting to remain active, maximum of 10 business days.

TECHNICAL SPECIFICATIONS

• Your broadcast-ready slide -- in a horizontal TV screen format -- must meet the following specs:

• Acceptable file formats: JPG or PNG

• File size: 1920 pixels wide by 1080 pixels high, horizontal orientation

• Resolution: 72 dpi

• Content: Prominently display name of the student group/PSU department planning the event, date, time and location.

SCREEN LOCATIONS

• Smith’s Kitchen entrance

• Broadway lobby

• Smith’s Kitchen dining area

This policy is written in partnership with Student Activities and Leadership Programs and Smith Memorial Student Union Marketing. Last updated January 2019.

SALP manages a number of glassed-in display cases on the first floor of Smith Memorial Student Union.

Reservations run from 9:00am Monday through 9:00 am the following Monday. All users are responsible for removing displays before the expiration of their reserved time. SALP reserves the right to discard displays that are not removed after the user's time has expired. SALP is not responsible for materials in the Display Case, or materials taken from the display after a user's reservation has expired.

Only recognized Portland State groups and departments may check out a display case. It is required that any group reserving the case supply their contact information when reserving the Display Case.

Each SALP group or program may reserve a case no more than 3 times per term unless otherwise approved by the Office Manager or designee due to availability. Each user may have the All University Display Case no more than once a term.

In order to claim their reserved case, the user must have the name of the group/program posted within the case. If a user fails to claim their reserved case by Monday, 4:00pm they lose that reservation. The case will be opened to the groups on the waitlist.

In order to give SALP groups and programs first priority, non-SALP departments may request a display case, but will be put on a waitlist after any SALP groups or programs.

Keys to SALP Display Cases may be picked up during SALP business hours. Keys must be returned to the SALP Front Desk the same day before the office closes.

This is a Student Activities and Leadership Program policy which was last updated May 11, 2015.

Last approved the SALP Advisory Board on December 5, 2025

While PSU supports freedom of expression and the open exchange of ideas, SALP spaces are managed as limited forums intended to advance the mission of Student Activities & Leadership Programs. Posting is therefore limited to materials consistent with the following community standards.

Each SALP hallway, bulletin board, office, lounge, or meeting space (including all virtual space) is managed as a limited forum to meet the mission and purpose of SALP, and with specific community standards for posting.

Staff and programs with designated office spaces may display advertising that program leaders or staff consider general resources or related to their program's mission.

Within the SALP main office, Clubhouse, and conference rooms:

• SALP student organizations and programs may advertise on the corkboard inside the Clubhouse only.

• PSU safety and general assistance resources may be posted on the Clubhouse corkboard at the discretion of the Central Operations Coordinator or Executive Director.

• No non-SALP promotional materials for events, recruitment, or sales may be posted or distributed in the SALP Clubhouse or conference rooms.

• Only SALP departmental announcements or promotional materials may be posted or left in SALP conference rooms, windows, or the Clubhouse (outside of the corkboard).

Materials posted outside of approved areas may be removed by SALP staff to maintain consistency with departmental posting standards. Staff will make reasonable efforts to communicate the policy to individuals or organizations when a removal occurs. Repeat or intentional violations may result in a temporary restriction on posting privileges within SALP-managed spaces.

SALP manages our social media accounts in accordance with Portland State University Communications’ policies and guidelines. To learn more about these guidelines and policies, please reference the UCOMM Social Media webpage.

Student-operated services, student media outlets, student government, and SALP programs receive funding directly from the Student Fee Committee (SFC). Please refer to the SFC Guidelines for the process to receive a budget. A link to the current guidelines is available through the Budget and Spending Guide on this site or through the ASPSU website.

Recognized student organizations may apply in the spring term of each academic year to receive funding from the Organization Budget Council (OBC) for the following fiscal year (July 1-June 30). Organizations must re-apply every year to receive funding. The OBC will determine the level of funding an organization receives in accordance with the OBC guidelines. Funding tier placement is based on engagement, communication, fiscal responsibility, community standards, recognition, and service. After being placed in a funding tier, a recognized student organization will receive a base operating budget from the OBC to use for the administration of the organization. Additionally, the organization may apply to receiving funding to use for programming and travel. Organizations may not spend more than the spending cap of their tier placement (i.e., base operating budget plus programming and travel budget). Please refer to the OBC guidelines for the process to recieve a budget. The current guidelines are available through the Budget and Spending Guide on this site or through the OBC website

ORS 293.265 does not allow a State of Oregon group to have an account with a commercial bank. All funds must be deposited with the university. The only recognized student groups allowed to have outside bank accounts are External Affiliate groups. And, for this reason, External Affiliates will not have a dedicated budget or account with Portland State University.

Last reviewed 12/01/2025

The following policy complies with ORS 293.265 and Portland State University policy on responsibility for receiving, handling, and safeguarding cash and cash equivalents. This policy and guidelines are for the protection not only of the State monies, but also those students, charged with cash handling.

Any student handling cash (for example with merchandise sales, bake sales, etc) is responsible for the integrity of the cash fund and management. Students should understand their accountability for all monies which are property of the State and Portland State.

Definitions

• Cash: Currency: coins and bills. Also used for all cash equivalents such as checks. Often used in the plural: cash receipts or monies.
• Monies: Money in any form: currency (coins and bills), check, wire transfer, credit card charge, ACH (direct deposit), other electronic funds transfers, etc.
• Cashier's Check: A check purchased at a bank for any amount; the bank completes all information on the face of the check with a bank officer signing as the maker.
• Money Order: An item purchased at a bank, post office, or other business establishment for any amount up to $1,000.00. The bank completes only the amount information.
• Personal Check: A written order payable on demand, drawn on a bank by a depositor; a personal check is written against an individual's checking account as opposed to a cashier's check, certified check, money order, or traveler's check, all of which are written against bank funds.
• Receipt: A written acknowledgment that a sum of money or specified article has been received; the paper that provides the audit trail of the monies.

Cash Handling General Policy

• Unauthorized students/persons should not handle cash at anytime.
• Monies should never be unattended. If a student leader(s) leave(s) the area where money is kept for any reason, regardless of how briefly, cash must be appropriately secured in a locked place.
• Large sums of cash should be counted and handled out of sight of the general public.
• All incoming monies should be acknowledged by receipt when accepted, received by mail, or in person, need to be deposited to the Student Activities and Leadership Programs (SALP) office for processing the same day of receipt or the next business day. Bring all deposits to the SALP Front Desk (SMSU M113) during business hours.
• During periods when cash is not being used, it should be returned to the SALP office (SMSU M113).
• Under no circumstances should any student keep cash with their own personal funds, deposit cash in a personal bank account, or take cash to one's home for safekeeping.

Accepting Monies and Payment Guidelines

• Currency Payments: All currency received needs to be recorded immediately on provided receipt. Cash handlers must provide a receipt for all transactions. No foreign currency should ever to be accepted. No credit card payments should be accepted, except in the case of Student Operated Services with a point of sale system or when using the Box Office for ticket sales. When receiving a check or money order, amount cannot be written more than merchandise value.
• Check Payments: Every check or money order must be made out to Portland State University and must include the name, address, and phone number of the payee.
• Credit card/ electronic payments: SALP does not currently have a system to accept electronic payments on behalf of student organizations.

Deposits General Guidelines

• Prior to deposit, currency should be counted in the presence of two student officers/coordinators representing it for payment.
• All incoming monies acknowledged by receipt when accepted, by mail or in person, need to be deposited to the SALP office for processing the same day of sale or by the first business day proceeding. Bring your deposit to the SALP front desk in Smith M113, they will give you a deposit slip and envelope.

Last reviewed 12/01/2025

All expenses must follow Federal, State, University, and relevant funding (SFC/OBC/Foundation) policies. Because these policies and laws are numerous and subject to change, you must have your advisor/coordinator approve all expenses prior to spending.

Accounting transactions require time to process by the SALP Accounting team and other campus partners (Financial Accounting Services, Human Resources, Foundation, etc). In order to best serve student leaders, we have put together processing times which can be found at the front of the Request to Spend Money and in the Budget and Spending Guide. If you submit your requests outside of the processing time required, your request may be denied.

Last reviewed 12/01/2025

Purpose

The purpose of this policy is to clarify fundraising and solicitation activities in which student organizations and programs are permitted to participate. For purposes of this policy, fundraising is defined as the collection of money through donations, sales, and/or event programming for the purposes of charitable donation or organizational budget enhancement. In addition, general guidelines are given to these organizations to engage in best practices for fundraising. All fundraising and solicitation efforts by student entities must be consistent with the University’s mission and comply with all other University policies. This policy is created in partnership with the Senior Fiscal Officer of Student Affairs and is a conglomerate of relevant University Policies. Last reviewed July 2025.

Additional Restrictions and Requirements

Portland State acknowledges that a policy of this nature may not anticipate every possible issue that may arise with respect to fundraising activities. As a result, the University reserves the right to impose reasonable restrictions and/or requirements with respect to the time, place, and manner of fundraising activities. These restrictions may be in addition to, or in lieu of, those set forth in the policy. Go to https://www.pdx.edu/ogc/university-policy-library for additional policies.

Enforcement

Failure to obtain permission to engage in or sponsor sales or fundraising, or failure to adhere to University policy regarding activities for which permission has been granted, will result in the curtailment and/or cancellation of the event by SALP or other appropriate University official. Portland State reserves the right to amend this policy at any time.

Guidelines

The following guidelines are applicable to all fundraising activities by recognized, state funded SALP programs and organizations on Portland State owned, operated, or controlled property or when using the group name or resources.

General

1. The fundraising activity must offer a benefit to the University community that is consistent with the University's educational mission.
2. The purpose for which the funds will be raised must be consistent with the purpose of the recognized student organization.
3. The fundraising activity must not violate legal, tax, or corporate restraints upon the University.
4. Portland State reserves the right to require third parties participating in or conducting fundraising activities to meet additional requirements, including without limitation requirements that such parties furnish evidence of insurance coverage acceptable to the University and/or agree to indemnify the University and University personnel against liabilities arising from their acts or omissions.
5. Alcohol is not permitted for gifts, donations or sponsorships due to liability risks. Portland State Policies on Alcohol.

Donations

• A donation is when someone provides a resource without expectation of an exchange. All cash donations must be deposited into the Portland State Foundation on behalf of the group. In-kind donations are donations of tangible items and must be recorded by the University. All Foundation and IRS rules and procedures must be followed.

Donation Jars

• Donation jars should be in a locked cash box with a slot.
• A member of the group should be in control of the donation jar at all times.
• All cash handling policies must be followed.
• “Suggested donations” to enter an event or “donations” in exchange for items, is considered a sale and not a donation and therefore are not allowed. Groups must use the Portland State Box Office for admission to an event. The ability to have a sliding scale admission cost is subject to the ability of the Portland State Box Office to do so. Ticket sales to an event cannot be donated to a different entity because the group has used State resources to hold the event and State resources cannot be donated. (use of rooms, equipment, and budget are all considered State resources).

Event Sponsorship

• Sponsorship is defined as when an external entity provides resources to Portland State to use for a specific purpose in exchange for access or advertising. For example, a company will provide funding in exchange for a table or advertising at the event.

• Commercial or corporate sponsorship of programs or events is permissible provided that the sponsoring entity’s products and/or services are not sold at the event.

• The event organizers are to provide the sponsoring entity with an invoice referencing the event for the purpose of sponsorship. The sponsorship is considered a sale, not a donation.
• Portland State reserves the right to approve the identity of any proposed sponsor and the content of sponsorship materials associated with a fundraising activity.

Auctions

• An auction is defined as an event where attendees bid on items. This includes both silent (where attendees write down their bids) and when an auctioneer is used.
• The Foundation will not accept any proceeds for the auction if state funds or student fees were used (i.e. ballroom rents or outside rental, food, décor, items to be auctioned off) in conjunction with the event. If an auction is to occur, all funds for the event must either derive from private funds or an existing Portland State Foundation account.
• Due to the large amount of time and tracking, auctions are not approved for student organizations.
• Accounting of all items with their value and information on the donor must be done before the event.
• An accounting of any funds raised must be provided to SALP by the next business day after the event.
• A professional staff member must be present during the entire time of the auction.The program is responsible for ensuring that proposed activities comply with all applicable federal, state and local laws, rules and regulations.
• The program is responsible for ensuring that proposed activities comply with all applicable federal, state and local laws, rules and regulations.

Sale of Merchandise

• Neither individuals (regardless of affiliations with Portland State) nor private, commercial organizations may sell or promote the sale of products or services on Portland State owned, operated, or controlled property except individuals or organizations with whom/which Portland State has entered into a written contract or given explicit permission.
• Baked goods for sale must follow Multnomah Health Department guidelines which can be found at https://multco.us/file/10769/download
• Profits from the sale of goods must be deposited in the same account that was used to purchase the merchandise.
• Merchandise for sale with Portland State logo or name must follow University Communications policy for branded merchandise: https://www.pdx.edu/university-communications/branded-merchandise

Raffles and Games of Chance

• Raffles and games of chance in which you have to pay to play require a state issued license.
• Portland State does not have a gambling license and therefore SALP groups and programs are not permitted to sell raffle tickets.
• Raffles in which participants do not purchase a ticket or an entry fee to play, it is considered a door prize and a state license is also not required.If a participant has to pay an entrance fee to an event to play a raffle or game of chance, even if the raffle ticket is “free”, it is considered a raffle.
• If a participant has to pay an entrance fee to an event to play a raffle or game of chance, even if the raffle ticket is “free”, it is considered a raffle.

Pledge Drive

• A pledge drive is a promise to give, in oral or written agreement form, to contribute cash or other assets to another entity conditionally or unconditionally. Donations from a pledge drive must be deposited into the Foundation. See “Donations” above.
• A pledge agreement form must be filled out by the donor. This can be created in collaboration with the group’s advisor and the Foundation.If a gift is given to a donor for their pledge: it must be given after the donation has been accepted, the item must be purchased from the Foundation account where the donation is being deposited, and the true value of the item must be subtracted from the donation amount when giving the tax receipt.
• If a gift is given to a donor for their pledge: it must be given after the donation has been accepted, the item must be purchased from the Foundation account where the donation is being deposited, and the true value of the item must be subtracted from the donation amount when giving the tax receipt.

The following travel policies are the overarching policy for all SALP entities. The Travel Policy covers any time a person travels as a representative of a student organization or program (paid for by the organization or not) outside of the tri-county area (Multnomah, Washington, and Clackamas Counties). Last revised: May 30, 2014

Minimum Requirements

• SALP does not process or approve students traveling out of the United States.
• All travel must be clearly connected to the student organization or program's mission. The SALP Advisor may not approve travel if a clear case cannot be made. Appropriate reasons for travel may include: retreats, conferences, trainings, competitions, service-learning opportunities, or field trips. Travel must have an educational component.
• All travel must be pre-approved by a SALP Advisor or Coordinator. No costs associated with travel will be approved until representatives from the student organization or program meet with the Advisor or Coordinator to review the purpose, plans, budget, and post-trip report-back.
• There may not be more non-students traveling on a trip than students when traveling on behalf of a student program or student organization.
• In order to assure that people who are traveling are students and have the academic capacity to engage in extracurricular travel, students must meet SALP's policy for minimum academic eligibility requirements as a student leader. This includes being a Portland State student taking six undergraduate credits and maintaining a 2.5 GPA per term or taking five graduate credits and maintaining a 3.0 GPA per term. Eligible student leaders must be in good standing with Portland State (2.5 institutional PSU GPA for undergraduates and a 3.0 cumulative PSU GPA for graduate students). A person who is staff or faculty at Portland State is not eligible to be a student leader, with the exception of student staff as defined by Human Resources.

Liability Issues

• All SALP and University policies must be followed.
• All travelers must sign an Assumption of Risk and Release from Liability Waiver before traveling.
• Any damages or additional charges above and beyond forecasted expenses are the responsibility of travelers. Extra expenses may be charged to the student organization or program in exceptional cases.
• If a traveler cancels or does not attend a portion of the event without prior notification and approval of the student organization or program and SALP Advisor or Coordinator, they may be required to reimburse the student organization or program up to the total amount spent on their expenses. This sanction and any exceptions shall be determined by the SALP Director of Student Organization Advising.
• All behaviors during the travel which violate Portland State University's Student Code of Conduct will be referred to the appropriate Conduct Officer. The Student Code of Conduct applies to student behavior during the entire event including traveling time and time outside of the working agenda.
• Alcohol may not be consumed during the business agenda of the trip and may only be consumed legally in moderation at a licensed establishment. The SALP Advisor or Coordinator may further restrict alcohol consumption at their discretion.

This policy refers to conferences that students are attending as representatives of a student organization or program.

Specific Requirements

1. Representatives of the student organization or program must meet with the SALP Advisor or Coordinator to review the agenda, which must include an explanation of how the conference is connected to the mission of the student organization or program and how the organization or program at large will benefit, the budget, itinerary, and schedule of events.
2. A majority of the individuals representing the student organization or program at a conference must be Portland State students.

Definitions:

• Vehicle: means any device included in the definition of "vehicle" in ORS 801.590 of the Oregon Vehicle Code (including, but not limited to, cars, vans, trucks, buses, and motorcycles).
• State-owned vehicle: means a vehicle owned or registered in the name of the State of Oregon, the University or any of its departments.
• Hired vehicle: means a vehicle leased, hired, or rented by the State, the University or any of its departments.

• Personal vehicle: means a vehicle that is not a state-owned vehicle or a hired vehicle used in connection with University travel. Traffic Crime: A traffic crime is defined as a conviction of any of the following: driving while under the influence, reckless driving, hit and run, attempting to elude, driving while suspended, or any other offense that results in license suspension for any period of time.
• Traffic Crime: A traffic crime is defined as a conviction of any of the following: driving while under the influence, reckless driving, hit and run, attempting to elude, driving while suspended, or any other offense that results in license suspension for any period of time.University travel: means any travel on University-related business, including:

University travel: means any travel on University-related business, including:

• Travel conducted by students of the University that is directly related to a University-sanctioned program for which all or any portion of the expenses is reimbursed from University funds. It is the policy of Student Activities and Leadership Programs that travel also includes any time a student organization or program plans or sanctions travel outside of the tri-county area even if that travel is not paid for by University funds.

• University-sanctioned program means any student activity or program, approved in writing, which is undertaken to further the instructional, research, service or administrative support mission of the University or advantageous to the cultural or physical development of University students. Such programs may include, but are not limited to: co-curricular programs, recreational club sports; and other activities or programs identified by the President or the President's designee.

Driver Qualifications and Regulations:

• A valid U.S. driver’s license is required for all drivers of state-owned vehicles, hired vehicles, or borrowed vehicles on University Travel; driver’s licenses from foreign countries cannot be used to become an authorized driverOnly persons over the age of 18 are authorized to drive a motor vehicle on University business
• Only persons over the age of 18 are authorized to drive a motor vehicle on University business
• No DUI or other traffic crimes within the past 3 yearsNo speeding violations over 21 MPH over the speed limit in the last 3 years
• No speeding violations over 21 MPH over the speed limit in the last 3 years
• No more than two moving violations of any kind in the past 3 years
• Training is required to drive vehicles in connection with University-sanctioned programs. Anyone driving for SALP (staff or student) must complete an online driver's training and have their driving record reviewed in order to become an Authorized Driver. Only student leaders and PSU staff may be Authorized Drivers for a student organization or program.
• Once approved, any citations issued or changes in the status of a driver’s license must be reported to the appropriate supervisor (SALP Advisor or Coordinator) within 5 business days of the citation or change. Failure to report any changes or citations will result in removal of driving privileges.

Revocation of Authorized Driver Certification:

• Once a student is approved as a SALP authorized driver, their certification lasts until the end of the Academic Year, unless the status is revoked by SALP. Revocation can happen if any of the following instances occur:

• Failure to obey state speed limits and other traffic laws and regulations while operating a State-owned vehicle, hired vehicle, or borrowed vehicle on University travel
• Citizens’ complaints, if found to be valid, for unsafe driving while on University travel
• Citation issued by a law enforcement agency whether it occurs while on University travel or not
• Providing any false information to a PSU staff member regarding University travel

Relief Drivers and Itineraries

• Individual drivers may not drive more than six hours in one shift. For each trip by rented passanger vehicle, you must have at least one extra authorize driver than vehicles.
• For each trip by rented passanger vehicle, you must have at least one extra authorize driver than vehicles.
• If travel related to a University-sanctioned program is expected to require driving beyond the Tri-County area or the student organization or program is paying for any part of the travel, the driver shall file a proposed itinerary, accurate list of all passengers and liability waivers for all passengers to SALP before departure. No itineraries may be planned which include driving between the hours of 1 am and 5 am, except in the case where said trip is of a shuttle nature and is expected to end in Portland during this period of time.

Use of vehicles

• State-owned or hired vehicles shall not be used to transport University students, faculty, or staff for any use that is not directly related to University travel. Passengers who are not PSU students, faculty, or staff must be approved by the SALP Advisor or Coordinator and there must be a clear connection between their transportation and the related business. No passengers under 18 will be permitted who are not PSU students, faculty, or staff.
• State-owned vehicles are for state business only and may be used only as authorized by applicable Department of Administrative Services regulations.Faculty, staff, and students are encouraged to use hired vehicles while conducting University travel.
• Vehicle rentals are through Enterprise. 18-20 year olds can drive up to a large sedan only. Must be 21 or over to drive vans or SUVs. 12-passengers requires additional mandatory training.
• 12-passenger van driving/rental requires additional mandatory training. Must be 21 or over.
• Faculty, staff, and students are encouraged to use hired vehicles while conducting University travel.
• To the extent that private vehicles are the means of transportation, individuals shall be responsible for maintaining insurance coverage on the private vehicles equal to the amount required by State law. The responsibility for the condition of the private vehicle shall rest with its owner.
• No alcohol or drugs are permitted in the vehicle or in towed trailer, at any time including closed containers.
• Drivers are not permitted to use a cell-phone while the vehicle is moving.

Life Threatening Emergency:

1. Trip leaders should assess the situation and locate all participants
2. Call 911 if it is a life threating emergency.
3. Trip leaders manage scene until emergency services arrive. Trip leaders should always operate within the scope of their training.
4. Once emergency services arrive, trip leaders should provide a brief, factual statement of what happened, avoiding speculation. Do not make any public statements or statements to the media.
5. Arrange for photos to be taken as soon as it is possible to do so.
6. Trip leaders accompany injured parties to the hospital and remain with them until directed otherwise from SALP professional staff.
7. As soon as it is safe to do so (e.g., emergency services have arrived, and the situation is under control), call SALP professional staff. Call the first number listed on the Accident Protocol sheet in the travel packet and leave a message if the staff member is not available. Continue down the list until a staff member is reached. The SALP professional staff members will active the emergency plan.

Non-life Threating Emergency:

1. Drivers and trip leader should take responsibility to manage minor issues that may arise during travel. Common concerns are addressed in the SALP Travel FAQ’s, which is provided in the travel packet.The first step is to attempt to deal with the situation on your own. Complete an incident/accident report when you return and submit it to your SALP Advisor or Coordinator.
2. The first step is to attempt to deal with the situation on your own. Complete an incident/accident report when you return and submit it to your SALP Advisor or Coordinator.
3. The second step is to contact a SALP staff member. They may be able to help you problem solve the situation. Each travel packet contains contact numbers for SALP professional staff. If you are unable to make contact with your SALP Advisor or Coordinator, call the next SALP staff member listed until a staff member is reached.
4. Trip leaders assess the situation and locate all participants
5. Determine whether the current situation can be handled by the group.
6. Trip leaders manage the situation.
7. If leaders need support to problem solve, call a SALP professional staff member.

If one of the situations listed below occurs, call a SALP professional staff member as soon as it is safe to do so:

• Termination of the event for trip for any reason
• Significant damage to vehicle and/or equipment (greater than $1,000 in damage)
• Significant mechanical problems with transportation
• Participant/staff in hospital
• Participant/staff in jailWeather issues that may affect the trip itinerary or travel
• Weather issues that may affect the trip itinerary or travel

Only in the case of an unexpected medical emergency involving the authorized driver shall an un-authorized driver be allowed to drive the vehicle.

Gas cards must be checked out if you are renting a vehicle. Gas cards are for fuel only. Drivers must turn in the original gas receipts and the gas card to the SALP Office the next business day after your return. Failure to do so will limit your access to travel in the future and may limit availability of gas cards and travel to all student organizations.

When using a state-owned vehicle, you pick up the gas card from Motor Pool in Salem at the time you check out the vehicle. Gas cards are for fuel only. Drivers must turn in the gas card to Motor Pool in Salem upon returning the vehicle. Drivers turn in the original gas receipts to the SALP Office the next business day after your return.

Gas cards may not be checked out if you are using a personal vehicle.

Staff and students may be reimbursed for meals while traveling on approved business with the following stipulations:

• The cost for meals during travel was approved in the budget and by the advisor before the travel occurred;

• Only meals that are not offered free of charge during the program will be reimbursed;

• All policies under the University’s Travel Policy under “Actual Meal-Expense Reimbursement” must be met;

• An itemized receipt must be turned in and the student will be reimbursed up to the receipt amount or the University per diem rate, whichever is less.

The most exposure to risk and liability for an organization takes place during travel of any kind. Student groups are encouraged to utilize campus and local resources when planning for a retreat. Retreats are opportunities for organizations to set goals, get to know one another, and manage leadership transition. Moreover, retreats should be educational, purposeful, and related to the organization's mission.

Overnight retreats are difficult on many students and present an added risk for all involved. Retreat locations and activities should take into consideration diverse student needs; such as safe spaces, cultural and religious practices, access for students with disabilities, and students with family obligations.

Additional requirements must be met for any overnight retreat and will not be approved for any stay longer than one night. To help student groups facilitate successful retreats the student organization should meet with their Student Activities and Leadership Programs Advisor at least six weeks prior and consult the retreat guide when planning retreats for their group. All SALP entities (professional staff, recognized student organizations, student government, student media, Portland State Programming Board, Student Leaders for Service, and student-operated services) must follow this policy as well as SALP’s Travel Policy when conducting off-campus retreats that are planned by the SALP organization.

Specific Requirements

1. Representatives of the student organization must meet with SALP Advisor to review the agenda, list of goals, budget, itinerary, risk management plan, and the purpose or intentions of the retreat.
2. Must have a majority of the organization’s leadership team and no fewer than three leaders and/or members participating in the retreat. Any non-student participating must be approved by the SALP Advisor or Coordinator. The majority of participans must be PSU students.
3. The names of all participants must be submitted to the SALP Advisor at least one week in advance. All participants must complete the liability waiver on CONNECT.
4. Retreats must take place at primary purposed venues for facilitating retreats. Venues such as hotels without conference facilities, spas, or personal homes are not allowed unless the location is approved by the SALP Advisor or Coordinator.
5. Overnight retreats must have a university staff or faculty attend as a co-facilitator. Co-facilitator will meet with the SALP Advisor and student leaders two weeks prior to the retreat to discuss all potential issues, overview of facilitating sessions, and learning outcomes.
6. A retreat will not be approved for more than one overnight stay.
7. Retreat location must be within 100 miles from Portland State.

The Student Affairs Office in partnership with Student Activities and Leadership Programs, Campus Recreation, the Student Fee Committee Chair, and the Organization Budget Council began work on the criteria and process for student organization recognition in Fall 2005. The Student Organization Registration policy is overseen by the Student Organization Application and Registration (SOAR) committee through the Office of Student Affairs. The Committee consists of the Vice Provost of Student Affairs (or designee), Executive Director of SALP, SALP Associate Director of Student Organization Advising, Rec Clubs Coordinator, SFC Chair (or designee), ASPSU President (or designee), representative from Recreational Club Council, and a representative from the Organization Budget Council. This committee will discuss and recommend policy changes and appeal decisions for final decision by the Dean of Student Life (or their designee). The following policy is to be reviewed and updated during Spring term of each year. Last revised: March 2022.

The Student Organization Application and Registration committee has the responsibility of reviewing and updating the following policy and hearing appeals.

The Campus Recreation and Student Activities and Leadership Programs Advisors are authorized by the Office of Student Affairs to use this policy to determine the registration of a group of students as a registered student organization, student-operated service, affiliate, or forming group. It is also the responsibility of the Advisors to determine if the group has continued to meet the criteria in order to maintain registration, department sponsorship, or affiliation.

Purpose

The purpose of formally registering student organizations or student-operated services is to:

1. Officially register student organizations or services as agents of the University in order to allow them access to services and resources as well as to determine risk and liability.Collect correct contact information.Determine the needs of student organizations, services, and student leaders.
2. Collect correct contact information.Determine the needs of student organizations, services, and student leaders.
3. Determine the needs of student organizations, services, and student leaders.
4. Determine the needs of student organizations, services, and student leaders.
5. Assess the sustainability of student organizations and services.
6. Plan for the effective use of university resources.

The purpose of registering a affiliate group is to:

1. Formalize a relationship between a student organization and a sponsoring Portland State department or outside organization.
2. Collect correct contact information for student leaders and the sponsoring department or organization.
3. Determine the needs of student leaders and their sponsoring department or community partner.
4. Allow the group limited resources in order to recruit and operate on campus.

The purpose of registering a forming group is to:

1. Allow a group time to recruit new members and organize before formal registration.
2. Collect correct contact information for student leaders.
3. Determine the needs of student leaders and the group.
4. Allow the group limited resources in order to recruit and operate on campus.

Types of Groups

SALP or Campus Rec may choose to register a group as one of the following five types of groups. Each type has different rights and responsibilities outlined below.

Recognized Student Organization

• A student organization is a group of five or more eligible students who have formed around a defined mission or purpose.
• Student organizations are completely student-led. Their constitutions, missions, participation, event planning, spending, and other decision making must be dictated by the students and cannot be directed by an outside organization or non-students.
• They may or may not be funded by the Organization Budget Council or Rec Clubs Council.

Student Operated Service

• Student-Operated Services must be operated by students; however, all student employees report to the Coordinator of Student-Operated Services who acts in a general manager capacity.
• Student-operated services’ defining characteristic is providing services to others that are professional in nature. They fit into the same set of requirements that all student groups have with a few notes:
• Their organization tends to follow a business-like model.
• They may be responsible for generating much more revenue than a typical student organization.
• They may have hourly employees.
• They may be very visible both on- and off-campus due to the nature of the service that they provide. Oftentimes, student-operated services are perceived by the community-at-large to be a part of the institution in the same way that a department would be.
• The university often takes on additional liability concerns given the nature of the work that student-operated services perform.

Department Affiliate Organization

• A department affiliate organization is a student organization that exists within and often under the guidance of a PSU department. The sponsoring department may be responsible for supporting the finances, administration, equipment, and risk management for the organization.

• A group may be recognized as a department affiliate organization if:

• The organizations’ mission and/or activities demand specific technical knowledge and expertise that surpass SALP’s capabilities.
• The groups’ activities require department/faculty involvement in order to be successful.
• Membership in the organization requires completion or enrollment in an academic course.
• The organization maintains a Foundation account through the department and/or receives ongoing funds from the department.
• They are required to report annually to a national or international chapter.
• The groups’ activities require a level of risk management beyond the scope that SALP can provide.
• Membership in the organization is primarily limited to students within a particular PSU department.

External Affiliated Student Groups

• A group that is a student-chapter of a larger regional or national organization.
• An external affiliated group exists under the guidance of an outside organization or association. The sponsoring organization is responsible for supporting risk management and setting expectations for finances (if applicable).
• A group may be recognized as an affiliation if the outside organization sets standards for determining how the group functions, the mission and purpose, and/or a higher threshold for membership.

Forming

• An Advisor may designate a student organization as a Forming Organization if they missed required deadlines or need extra time to address questions or concerns brought up during the recognition process.
• In order to be forming, the student organization has to meet all the criteria of a student organization as outlined above.

Definitions

Eligible Student Leader

A student leader in the organization, for the purposes of this policy, is someone who has been selected, hired, or voted in and has decision making, community building, and administrative responsibilities in the organization. They are eligible if they are an undergraduate student completing six credits and maintain a 2.5 GPA per term or a graduate student completing five credits maintaining a 3.0 GPA per term. Eligible student leaders must be in good standing with Portland State University (2.5 cumulative PSU GPA for undergraduates and a 3.0 cumulative PSU GPA for graduates). A person who is staff or faculty at Portland State, not including student staff, as defined by Human Resources, is not eligible to be a student leader.

Active member

Current Portland State students who meet the criteria set out in the organization constitution. If no criteria is set, than an active member is one that the organization identifies as someone who regularly attends meeting and events.

Criteria for Registration as a Recognized Student Organization, Affiliation, Department-Sponsored Group, or Student Operated Service

SALP and Campus Recreation reserve the right to not register a group if the needs of the group are beyond the scope of services and resources they are able to provide.

• Distinct Mission: The mission and constitution of each student group must be distinct from other student organizations and services and from off-campus or department affiliations. Students proposing a new organization should ensure that the purpose is clearly distinguishable from existing student organizations' missions. The SALP and Campus Recreation websites list all current student organizations' missions.
• Student Interest: A new student organization is viable if at least five eligible students are interested in starting and maintaining the group. Recreation organizations may have a higher minimum depending upon club status within their system. Student-operated services may have fewer depending on the nature of the service.Tenure and Activity: A student organization is viable if there is an intention to be active for at least three terms out of the subsequent four (groups must be approved by the second week of the term to count the term as active). The length of time and level of engagement in activities central to the mission are criteria for determining a student organization's renewal status. Campus Recreation groups must remain in good standing with the Recreation Club Council. Student-operated services may be required to show a higher level of viability due to the larger responsibility of providing services.
• Tenure and Activity: A student organization is viable if there is an intention to be active for at least three terms out of the subsequent four (groups must be approved by the second week of the term to count the term as active). The length of time and level of engagement in activities central to the mission are criteria for determining a student organization's renewal status. Campus Recreation groups must remain in good standing with the Recreation Club Council. Student-operated services may be required to show a higher level of viability due to the larger responsibility of providing services.
• Risk Management: A student organization is viable if the Advisor determines that the risk incurred by the proposed mission and activities is acceptable. Student organizations may be required to work with an Advisor to identify risk mitigating strategies and/or an alternative mission and activities as part of the recognition process.
• Leadership: A student organization is viable if at least three students are committed to engaging in the leadership. The leadership responsibilities include, but are not limited to, completing necessary paperwork, attending required trainings, meeting with an Advisor, and stewarding the mission, purpose, outreach, and proposed activities. The stewardship of the organization must be clearly held by students. Advisors will not recognize classes or initiatives led by non-students (staff, faculty, community, corporations) as student organizations.

Privileges and Responsibilities of Registered Organizations

Recognized Student Organizations

Privileges:

• Access to an assigned Advisor for resources and support;
• Access to trainings, workshops, and conferences for student leaders;
• Establishment of a Portland State financial account and accounting services;
• Use of Portland State University in name of student organization;
• Portland State group e-mail account;
• Portland State group website;
• CONNECT portal;
• Portland State voice mail account (charges will be assessed);
• Access to reserve space on campus per university and SMSU policy;
• Ability to table at recruitment fairs for student organizations;
• Ability to request funding through the Organization Budget Council or Rec Clubs Council per relevant policy.

Responsibilities:

• Have a clearly defined lawful purpose and mission statement;
• Maintain at least three eligible student leaders who are responsible for the leadership of the organization;
• Maintain at least five active members of the organization;
• Be open to new membership and/or involvement;
• Have a clearly advertised way for interested students to contact the group and respond to requests for information in a timely manner;
• Maintain communication with the assigned Advisor;

• Conduct affairs in a lawful and ethical manner and in accordance with the organization constitution and bylaws, as well as in accordance with University policies and procedures, city ordinances, state statutes, and Federal laws;
• Demonstrate compliance with Portland State's prohibition of discrimination on the basis of age, disability, national origin, race, color, marital status, veteran status, religion, sex, sexual orientation, gender identity and expression, genetic information, or any other basis protected by federal, state or local law;
• Fulfill all student organization requirements, including mandatory trainings and reporting;
• Maintain sustainable student leadership and membership;
• Be student led and organized;
• Maintain total membership of at least 80% currently enrolled Portland State University Student or the criteria set forth by the SALP/CREC Advisor for risk management, access, and other purposes;
• Follow any SALP/CREC criteria or recommendations based on risk assessment categorization, or standing;
• Host a meeting, event, or other group gathering at least once a month during three out of four terms.

Student Operated Services

Privileges

• Access to an assigned Coordinator for resources and support;
• Access to trainings, workshops, and conferences for student leaders;
• Establishment of a Portland State financial account and accounting services;
• Use of Portland State University in name of student organization;Portland State group e-mail account;
• Portland State group e-mail account;
• Portland State group website;
• CONNECT portal;
• Portland State phone or voice mail account (charges will be assessed);
• Access to reserve space on campus per University and SMSU policy;
• Ability to table at recruitment fairs for student organizations;Ability to request funding through the Student Fee Committee per SFC policy;
• Ability to request funding through the Student Fee Committee per SFC policy;
• May generate revenue through the sale of services and/or products.

Responsibilities

• Have a clearly defined lawful purpose and mission statement;
• Be open to new membership and/or involvement;
• Have a clearly advertised way for interested students to contact the group and respond to requests for information and services in a timely manner;
• Maintain communication with the assigned Coordinator who acts in the capacity of General Manager;
• Conduct affairs in a lawful and ethical manner and in accordance with the organization constitution and bylaws, as well as in accordance with University policies and procedures, city ordinances, state statutes, and Federal laws;Demonstrate compliance with Portland State's prohibition of discrimination on the basis of age, disability, national origin, race, color, marital status, veteran status, religion, sex, sexual orientation, gender identity and expression, genetic information, or any other basis protected by federal, state or local law;
• Demonstrate compliance with Portland State's prohibition of discrimination on the basis of age, disability, national origin, race, color, marital status, veteran status, religion, sex, sexual orientation, gender identity and expression, genetic information, or any other basis protected by federal, state or local law;
• Maintain sustainable student leadership and membership;
• Be student operated and organized;
• Follow any SALP criteria or recommendations based on risk assessment categorization, or standing;
• Maintain compliance with all University and State employment and workplace policies including, but not limited to, hiring processes, mandatory trainings, health and safety requirements, and payroll deadlines;

Forming Organizations

Privileges

• Access to an assigned Advisor for resources and support;
• Access to trainings, workshops, and conferences for student leaders;
• Access to reserve space in Smith Memorial Student Union (SMSU) per SMSU policy;
• Ability to table at recruitment fairs for student organizations;
• CONNECT portal;
• May be eligible for funding in situations allowed by the Organization Budget Council guidelines if working towards becoming a Recognized Student Organization status.

Responsibilities

• Maintain at least three members of the group that are taking 6 undergraduate or 5 graduate credits and are responsible for the leadership of the organization;

• Maintain at least five active members of the organization;

• Be open to new membership and/or involvement;

• Have a clearly advertised way for interested students to contact the group and respond to requests for information in a timely manner;

• Maintain communication with the assigned Advisor;

• Demonstrate compliance with Portland State's prohibition of discrimination on the basis of age, disability, national origin, race, color, marital status, veteran status, religion, sex, sexual orientation, gender identity and expression, genetic information, or any other basis protected by federal, state or local law;

• Maintain total membership of at least 80% currently enrolled Portland State University Student or the criteria set forth by the SALP/CREC Advisor for risk management, access, and other purposes;

Department and External Affiliated Student Groups

Privileges

• Access to an assigned Advisor for resources and support;

• Access to trainings, workshops, and conferences for student leaders;

• Use of Portland State University in name of student chapter;

• Portland State group e-mail account;

• Ability to reserve space on campus per University and SMSU policy;

• Portland State group website;

• CONNECT portal;

• Ability to table at recruitment fairs for student organizations;

• Affiliations are not funded though the Organization Budget Council and cannot receive accounting support through SALP.

Responsibilities

• Have a clearly defined lawful purpose and mission statement;

• Fulfill standards set forth by the regional or national organization;

• Maintain at least three members of the group that are taking 6 undergraduate or 5 graduate credits and are responsible for the leadership of the organization;

• Be open to new membership and/or involvement;

• Have a clearly advertised way for interested students to contact the group and respond to request for information in a timely manner;

• Conduct affairs in a lawful and ethical manner and in accordance with the organization constitution and bylaws, as well as in accordance with University policies and procedures, city ordinances, state statutes, and Federal laws;

• Demonstrate compliance with Portland State's prohibition of discrimination on the basis of age, disability, national origin, race, color, marital status, veteran status, religion, sex, sexual orientation, gender identity and expression, genetic information, or any other basis protected by federal, state or local law. Except in the case of social sororities or fraternities as exempted by Title IX.

• Maintain recognition by the host organization and have an active advisor/liaison. The sponsoring department or organization may help to support the finances, administration, equipment, and/or risk management for the organization as applicable.

• Maintain total membership of at least 80% currently enrolled Portland State University Student or the criteria set forth by the SALP/CREC Advisor for risk management, access, and other purposes;

Process for Application

Student organizations, student-operated services, department sponsored organizations, and affiliations are registered by spring term for the following academic year. All student organizations, department sponsored organizations, and affiliations must re-register by each spring. Recognition of new groups will happen at this time. Their assigned Advisor will evaluate the organization and review any available student organization documentation, observations, and meetings. The organization must provide all information relevant to recognition during the review period. The Advisor will then approve or deny the registration and determine the group type based on their timely completion of the application process and all recognition criteria. If a group's application for registration is denied, they may appeal the decision and/or reapply during the registration period. Registration is not guaranteed based on previous recognition.

Additional Criteria for Department Affiliate Sponsorship

• The group may be required to have a current sponsorship agreement on file between the sponsoring department and SALP.

• The sponsoring department may be asked to provide a professional staff or faculty member to act as the Faculty Advisor to the student organization.

• The group must be in good standing with the University; meaning there are no ongoing risk, liability, or conduct concerns.

Additional Criteria for Affiliation

• Group must be a student chapter of a larger organization, for example a Greek or Honorary chapter.

• The group must have a current sponsorship agreement on file between the larger organization and SALP.T hey must have an alumni, faculty partner, or member of the larger organization willing to support the on-campus chapter and to liaison with the SALP office when necessary.
• The group must be in good standing with the University, meaning there are no ongoing risk, liability, or conduct concerns.

Cancellation, Suspension, or Probation of Status

Registration of student organizations, student-operated services, department sponsored organizations, and affiliations may be revoked by the Advisor or designated body if the organization has not been active for two full quarters, or if it does not meet the responsibilities outlined above. Furthermore, a student organization, student-operated service, department sponsored organization, or affiliation’s registration status may be revoked, suspended, or be put on probation if it is determined that they no longer meet the criteria, if they are found to have misrepresented information during registration, due to inactivity, if they lack sufficient leadership, or as a result of a Student Conduct hearing.

Appeals

An Advisor's registration decision can be appealed to the SOAR Committee by putting the appeal in writing through the form or email provided by the advisor within 10 business days of notification of the registration decision. The SOAR Committee can only hear appeals based on registration. The SOAR Committee will not hear appeals that are based on a Student Conduct Code decision. The SOAR Committee's decision will be based on the criteria, privileges, and responsibilities as articulated in the policy.

Funding of Student Organizations

Funding of student organizations and student-operated services and the criteria thereof is determined by student-run funding committees. Requirements for formal student organization registration in order to receive funding are determined by the funding bodies. SALP and Campus Rec accounting support is not available to affiliate or forming groups.

Definitions

• Leader: Student formally recognized in the student organization that may have administrative and/or facilitation responsibilities

• Member: Students participating in the student organization that may have voting rights and/or privileges beyond a student at large

• Participant: Students that participate or attend events or activities hosted by the student organization

• Class Standing: Any determination based on credits completed. For example: Sophomore, 60+ credits, or Graduate Student

• GPA standard: Refers to minimum requirements over and above those required by the Student Organization Application and Recognition policy

Minimum Academic Eligibility for Student Leaders

Per the Student Organization Application and Registration policy, an eligible candidate is a Portland State student taking six undergraduate credits and maintaining a 2.5 GPA per term or taking five graduate credits and maintaining a 3.0 GPA per term. Eligible student leaders must be in good standing with Portland State (2.5 cumulative PSU GPA for undergraduates and a 3.0 cumulative PSU GPA for graduates). Furthermore, all student leaders must complete the Understanding Sexual Misconduct and Available Resources in order to access student leader resources such as access to the admin club, awards, or recognition. A person who is staff or faculty at Portland State is not eligible to be a student leader, with the exception of student staff as defined by Human Resources.

Student Leader, Member, and Participant Restrictions

Recognized Student Organizations

• May not restrict leaders, members, and/or participants based on class standing, major, or protected class

• May restrict leaders and members based on a GPA standard, but may not restrict participants based on a GPA standard

• May restrict leaders, members, and/or participants based on demonstrable skills or abilities for skill based activities

• May restrict leaders, members, and/or participants based on a student’s interest in the organization’s mission

Department Sponsored and Affiliate Student Organizations

• May not restrict leaders, members, and/or participants based on protected class (except gender in the case of fraternities and sororities)

• May restrict leaders, members, and/or participants based on class standing, major, demonstrable skills or abilities for skill based activities, and/or student’s interest in the organization’s mission

Voting Rights

Portland State University students who are currently enrolled for at least one credit hour and who are voting members of an organization may vote in student leader elections. Each organization may determine its own criteria for voting membership. These membership criteria must be outlined in the constitution or charter document, should follow all non-discrimination policies, and must be approved by the organization’s SALP Advisor. Exceptions to this policy may be granted for department sponsored and affiliate student organizations (e.g., Greek organizations).

Last Updated by SALP Advisory Board: May 18, 2020

Definitions

External Partners can provide valuable services to a student organization, including sharing of expertise in hosting events and conferences, providing contacts in the field or community, and sharing knowledge and ability to teach important skills.

An External Partner is someone who has agreed to work with a student organization in order to support their mission and activities. In addition, they encourage students to think critically about topics or issues related to the organization and help students link their academics and leadership experiences.

External partners can work with recognized student organizations, departmental sponsored organizations, and affiliate student organizations.

The External Partner should be familiar with, and help students follow, University and departmental procedures including, but not limited to:

• Student Code of Conduct
• SALP Community Standards
• SALP Policy Manual

External Partners may be a PSU Faculty or Staff member, selected from the local community, or may be a certified or trained field professional.

External Partners of Recognized Student Organizations

An External Partner provides exposure to professional, campus, and community networks that strengthen the student organization and the individuals' career and leadership development.

These positions may be paid or unpaid, depending on the student organization's resources and needs (e.g., Debate team coach). The External Partner may be selected from the local community, may be a certified or trained field professional, or PSU staff or External member. Each student organization is responsible for finding and selecting its own External Partner. Recognized student organizations are not required to have an External Partner as a condition for recognition. All recognized student organizations must ensure that the External Partner completes required paperwork and receive SALP Advisor approval each academic year.

**All External Partners must have SALP Advisor approval and a signed volunteer wavier on file in the SALP Office PRIOR to working with a recognized student organization.**

**All paid External Partners must have SALP Advisor approval and all necessary HR paperwork signed and on file in the SALP Office PRIOR to working with a recognized student organization. **

Expectations of External Partners of Recognized Student Organizations

• External Partners will restrict contributions to instruction and/or serving in an advisory capacity. External partners will refrain from decision-making involved with the student organization's management including business matters, hosting events, completing and submitting forms, facility requests, financial matters, and travel.
• Arrangements for External Partners are the responsibility of the student organization.
• SALP recognized student organizations are student led groups that provide leadership skills, growth and development, and participation with approved/voted activities/events. As such, student leaders of the organization handle group business and administrative matters and serve as liaison with the SALP department and the organization.
• External Partners are expected to teach and model good citizenship and professionalism at all times. You are representing not only yourself but the student organization, SALP, and Portland State University.
• External Partners are expected to promote and observe appropriate practices, including those set forth by their national/regional governing associations (if applicable)
• Portland State does not provide medical insurance for SALP student organization's External Partners (paid or volunteer); it is recommended that all External Partners obtain medical insurance.
• External Partners must register each academic year (July 1st through June 30th of respective year). Renewal is not automatic and is contingent upon the approval of the student organization and the SALP Advisor.
• The SALP Advisor has the right and obligation to protect student organizations, and if, in the Advisor's opinion, the External Partner is not working in the best interest of the organization, the External Partner will be relieved of his/her advising/coaching duties. If a wage agreement of the paid External Partner is terminated, he or she is expected to submit a time sheet for the hours that have been completed.
• Successful External Partners typically are involved by serving as a resource, attending organizational events, attending meetings, providing continuity in the organization as student leaders transition from year to year, helping to solve problems and deal with crises, being a role model and mentor, serving as a sounding board, providing professional connections, and giving honest feedback to group members.

External Partners of Department Sponsored Student Organizations

• The sponsoring department must provide an External Partner who will act as liaison between the department and the student organization and serve as a resource for the student organization.
• The External Partner is responsible for supporting the sponsorship agreement and ensuring the student organization’s compliance with all University policies and procedures; including but not limited to: risk management, finances, travel, and community relations.
• It is recommended that the student organization and External Partner discuss any additional roles and responsibilities of the External Partner in supporting the student organization. This information should be delineated in the governing documents of the student organization.

*In order for student organizations to be recognized as a department sponsored, all External Partners must submit the Department Sponsored Student Organization Agreement form in CONNECT annually at the beginning of Spring term, or if there is a change in the External Partner .*

Expectations of External Partners of Department Sponsored Student Organizations

• Serve as the primary link between the sponsoring department and student organization
• External Partners ensure student leaders are knowledgeable of and using best practices of the industry/field and are providing trainings and supervision on all activities that may pose a risk to health and safety of students, others, or any facilities.xternal Partners are expected to teach and model good citizenship and professionalism at all times. You are representing not only yourself but the student organization, the sponsoring department, and Portland State University.
• External Partners are expected to teach and model good citizenship and professionalism at all times. You are representing not only yourself but the student organization, the sponsoring department, and Portland State University.
• Maintain awareness of student organization expenditures, ensuring that University funds are expended appropriately.
• Oversee the student organization’s solicitation for sponsorships or donations to ensure all University, PSU Foundation, State, Federal, and IRS policies and regulations are followed.
• Promote co-curricular learning through organizational development, events and activities planning, and interpersonal relationships.
• Act as a resource to the campus for communication and issues related to the student organization.
• Annually review risk assessment of the student organization and work with PSU’s Risk Manager to identify and then mitigate any issues of concern.

External Partners of Affiliate Student Organizations

• An External Partner provides exposure to professional, campus, and community networks that strengthen the student organization and the individuals' career and leadership development.
• The External Partner is responsible for supporting the PSU chapter of the affiliate organization. The External Partner may be selected from the local community, may be a certified or trained field professional, or PSU staff or External member. Each student organization is responsible for finding and selecting its own External Partner. Affiliate student organizations are required to have an External Partner as a condition for recognition.
• It is recommended that the student organization and External Partner discuss any roles and responsibilities of the External Partner in supporting the student organization. This information should be delineated in the governing documents of the student organization.

*In order for student organizations to be recognized as an Affiliate, all External Partners must submit the Affiliate Sponsored Student Organization Agreement form in Connect annually at the beginning of Spring term, or if there is a change in the External Partner .*

Expectations of External Partners of Affiliate Student Organizations

• External Partners are expected to teach and model good citizenship and professionalism at all times. You are representing not only yourself but the student organization, the sponsoring department, and Portland State University.

• Promote co-curricular learning through organizational development, events and activities planning, and interpersonal relationships.

• Act as a resource to the campus for communication and issues related to the student organization.

Last Updated: May 30, 2014

Individual Membership Dues to a Student Group

Definition: Dues collected from members for use by the Portland State student organisation. These dues are in exchange for services, opportunities, or materials provided by the student organization.

• Recognized student organizations may not collect dues from members. Recognized student organizations receive their funding from student fees; therefore, membership in recognized student organizations is open to all fee-paying students. This does not apply to affiliate and department-sponsored groups.
• Affiliate student organizations may collect dues from members within their parent organisation guidelines and if the funds collected are the responsibility of the parent organisation and not deposited into a PSU account.

Association Membership Dues

Definition: Dues that are required for individual students to belong to a national or local organization, professional association, honorary society, or similar. The student organization or program is not allowed to collect and/or pay for individual membership dues to an association.

• Per Portland State policy, a group or department cannot pay for individual membership dues to a national or regional association. With approval from an Advisor or Coordinator, a student group or program may purchase an institutional membership to a national or regional association. An institutional membership is one in which membership can be transferred to another individual if the member leaves the group. In determining if an institutional membership is authorized, the Advisor or Coordinator must take into account 1) benefits to the group or University opposed to the individual, 2) number of paid memberships, 3) availability of funds. No payment of membership dues may be authorized for organizations which discriminate in membership on the basis of age, disability, national origin, race, color, marital status, veteran status, religion, sex, sexual orientation, gender identity and expression, genetic information, or any other basis protected by federal, state, or local law.

Last Updated: December 5, 2025

This policy was last updated and approved the SALP Advisory Board March 2014.

Values, Student Activities and Leadership Programs is committed to using the following values to guide our work:

• Integrity - insuring that our actions reflect our words, especially when it comes to being active listeners, honest, accountable, and respectful.
• Student Centered - full awareness of the responsibility that SALP has to help students actualize their full potential.
• Education and Growth - supporting students by equipping them with the skills and knowledge needed to meet the challenge of applying in-class principles to real-life situations.
• Community - intentionally creating an atmosphere that encourages students to discover and express all aspects of their identity, to make meaningful connections with others, and to have fun.
• Continuous Improvement - seeking and incorporating feedback and best practices.

The Goals of Community Standards Process are to:

• Promote a campus environment that supports the overall educational mission of the University;
• Protect the University community and student groups from disruption or harm, and to protect access to University resources;
• Encourage appropriate standards of individual and group behavior;
• Foster ethical values and civic virtues;
• Foster personal learning and growth while at the same time holding individuals and groups accountable to the standards and expectations established by PSU’s Student Code of Conduct, other University policies, and ethics.

Rationale for Community Standards Process

As members of the Portland State University community, we are individuals and community members with both rights and responsibilities. The primary purpose of the Student Activities and Leadership Programs (SALP) Community Standards process is to establish standards and procedures necessary to maintain and protect an environment conducive to learning, leadership, co-curricular programming, and community building.

Student organizations and programs are expected to observe the policies, rules, regulations, and requirements of Portland State University, as well as laws of municipalities and counties, the State of Oregon, and the United States of America. It is a privilege to receive funds from the University and, as such, student organizations and programs are expected to be responsible stewards of student fees.

SALP is committed to resolving allegations of misconduct under the PSU Code of Student Conduct and Responsibility in a manner consistent with its principles of fairness, honesty, and integrity. We acknowledge the importance of balancing the interests of the individual student, student organization or program, and the community at large, as well as protecting the integrity of the University and its values. If an organization or program's conduct does not meet University and departmental standards, the possibility of disciplinary action arises. The hope is to emphasize those kinds of experiences which assist the group involved to think critically, evaluate, and become accountable for personal and group behavior; to establish an organizational code of conduct; and if need be, to redirect behavior in order to meet University expectations.

Scope

All programs within SALP (recognized, forming, affiliate, and department sponsored student organizations, student government, student media, Portland State Programming Board, Student Leaders for Service, and student-operated services) are under the purview of the Community Standards Process.

The SALP Associate Director manages the Community Standards Process in consultation with SALP Advisors (for student organizations) and SALP Coordinators (of their respective programs). The Director will work closely with the Advisor of the organization or Coordinator of the program to determine appropriate sanctions.

Sanctions for all programs under the purview of the community standards process may involve an educational component and/or loss of SALP resources and/or privileges. Additional sanctions for student organizations may include revocation of organizational status, probation, or other sanctions as determined by the SALP Associate Director.

Process

1. Complaint is reported. A complaint may be reported in several ways; with the Dean of Student Life Office (and the Director of Conduct and Community Standards determines it is a group issue), a report by the Campus Public Safety Office brought to SALP, with the SALP office (by a student, community member, staff or faculty member). Complaints made to the SALP Office may be done so in person or in writing to any SALP professional staff member.
2. The SALP Associate Director investigates the allegation and determines whether the complaint contains enough information to support an alleged violation of University policies. The SALP Director will work closely with the University’s Director of Conduct and Community Standards to determine if the violation is an individual or group issue. In some cases it may be appropriate to proceed with the Community Standards Process and identify individuals who will be referred to the individual Conduct process in the Dean of Student Life Office.
3. If the SALP Associate Director determines there is enough information to move forward with the Community Standards Process, the student organization is notified by a formal letter to the group’s email address and the email addresses of the student leaders with information about the alleged violation(s) and the Community Standards Process.
4. The student organization has five (5) business days from the date the formal letter is sent to provide a written statement of their account of the alleged violation(s). The statement includes an overview of the alleged violation(s) from their perspective and a written plan for what they believe the consequences and action plan should be for the student organization, if any.
5. The student organization has ten (10) business days from the date the formal letter is sent to meet with the SALP Associate Director and designated SALP Advisor or Coordinator to discuss the alleged violation(s).
6. If the SALP Associate Director determines that the organization violated University policies, a formal letter will be sent to the group’s email address and the email addresses of the student leaders within two (2) business days of the meeting detailing any sanctions being imposed on the student organization as well as any timelines associated with completing those sanctions.
7. Appeals of the SALP Associate Director’s decision must be made in writing to the Executive Director of Student Involvement and Assessment within five (5) business days upon receiving the sanction letter.
8. The Executive Director of Student Involvement and Assessment may choose to deny the appeal. If so, the original outcome will be retained. The Executive Director of Student Involvement and Assessment may grant the appeal and modify the original decision and/or assigned sanctions.

Application of Policy

The policy applies to all student leadership positions with and departments that use Educational Leadership Service Awards. This policy follows all University policies regarding student compensation. This policy is created, managed, and enforced by the Office of the Vice Provost of Student Affairs.

History and Purpose

Educational Leadership Service Awards were created with the intention of providing financial support for PSU students holding paraprofessional positions or responsibilities in affiliation with the university campus. The Educational Leadership Service Awards were developed (under the name Student Leadership Service Award Program to enhance access to student leadership positions, to provide an additional mechanism for recognizing the valuable contributions student leaders make to co-curricular life, and to create a mechanism for evenly compensating students who are working to provide a student-initiated and -funded University service. The Educational Stipend Policy that governed this program was officially drafted in July 1, 2006. A revision of the policy was completed and went into effect January 1, 2009.

In 2010, Portland State University and the Office of the Dean of Student Life, in cooperation with Vice President for Student Affairs, Jackie Balzer, Vice Provost for Student Affairs and representatives from General Counsel and Human Resources Offices, conducted a thorough examination of the Dean of Students’ Educational Stipend Program. A broad cross section of departments and units involved in the administration and oversight of this program were brought together in the spring of 2010 in order to address concerns that had arisen regarding the administration of the program. Beginning fall 2010, departments who allocated Educational Stipend Awards to student leaders were assisted in migrating to the Educational Leadership Service Award (ELSA) Program.

There were revisions summer 2013, summer/fall 2015, fall 2019, spring 2023.

ELSA Committee

Purpose and Responsibilities:

The purpose of the Educational Leadership Service Awards Steering Committee will be to serve in an advisory capacity to the Vice Provost of Student Affairs in overseeing processes and procedures associated with the Educational Leadership Service Awards. All members of the committee shall be current Portland State students as listed below. Others are welcome to attend and inform the process as invited by the convener.

Membership of ELSA Steering Committee:

• Convener: Vice Provost of Student Affairs (or designee)
• ASPSU Student Body President (or designee)
• Student Media representative (designated by Coordinator of Student Media)
• International Student and Scholar Services representative (designated by program)
• DMSS representative (designated by program)
• OBC representative (Chair or designee)
• RCC representative (designated by program)
• Leadership Fellows representative (nominated by Leadership Fellows facilitators)

Ex-officio advisory members:

• Associate Director, Student Organization Advising (SALP)
• Coordinator, Student Media (SALP)
• Coordinator, Rec Clubs (Campus Recreation)
• Chair, Student Fee Committee (or designee)

Student Positions

Types of student positions receiving compensation are defined below.

a) Educational Leadership Service Award (ELSA), Positions that are eligible to receive an ELSA must meet all of the Vice Provost of Student Affairs ELSA policies and be approved by the ELSA committee. Positions that warrant an ELSA are positions of leadership that meet the following criteria:

• They have the opportunity to learn experientially.
• They are not hired or supervised by a professional staff person.
• They have a high level of responsibility to and for the group.
• The commitment to the group may have varying degrees of oversight of other students.
• The position has been approved by the Vice Provost of Student Affairs or designee to be awarded an ELSA.

b) Hourly Wage, Positions that are paid an hourly wage must meet all of the Human Resource policies for student employees. Positions that warrant an hourly wage meet the following criteria:

• They are hired and supervised by a professional Portland State staff or faculty member.
• Work can be completed in a discrete amount of time.
• They have no responsibility for supervision of other employees.
• The position involves repeated execution of similar tasks.
• The position requires the student’s presence for an established amount of time.

c) Independent contractor, Only student media may hire freelance writers or photographers as independent contractors subject to all Finance and Accounting Services personal service policies. Positions that warrant independent contractor pay meet the following criteria:

• Students are compensated based on output according to the Student Media rate sheet.
• Payment is for the product published based on a pre-determined rate and standards sheet.
• Payment is not based on time.
• Students are not part of the leadership team and do not direct the work of others.
• Students working as independent contractors must meet the same academic criteria as students holding ELSA-eligible positions. During summer students do not have to be enrolled for credit, but they must plan on taking credits the following fall term.

Criteria

a) The criteria below are the minimum expectations a department must meet in order to offer ELSA-eligible positions to student leaders. Departments can have higher expectations for their students. All expectations should be outlined in terms and conditions that students agree to when accepting their award through Financial Aid.

Academic Criteria

• Effort must be made to make sure that the leadership experience does not hamper academics.
• Students receiving an ELSA or working as hourly employees must meet the following criteria:
• Be an undergraduate with at least a 2.5 Portland State GPA and enroll and complete at least 6 credits a term (except summer), or
• Be a graduate student with at least a 3.0 Portland State GPA and enroll and complete at least 5 credits a term (except summer).

Experiential Learning

The ELSA is based on the assumption that students will be learning from the experiences gained. There should be a time commitment expected and tracked by the department administering the award. The award is meant to provide opportunity for students to learn experientially. Therefore, students must be engaged and participating in their student leadership experience. Students must work with the advisor, faculty member or other appropriate PSU personnel in order to determine how time dedicated to the service activity will be documented. The nature of the experiences award recipients are expected to participate in will be considered as part of determining the “Commitment” level of the ELSA (*see Rubric in Attachment I)

Leadership Development and Learning

Staff or faculty leads in departments must provide leadership development and learning opportunities over and beyond the experience which the student is required to participate. Departments must create Measurable Learning Outcomes which are matched with opportunities to learn and reflect. Student leads are ineligible to receive the ELSA if they have not met the learning outcomes as set forth by the department. These opportunities for learning and reflection might look different in each department, some examples include:

a. Introduction, mid-term, and end of term check ins;

b. Weekly written reflection, assigned reading, assigned activities or group discussions, presentations and lectures;

c. Defined learning outcomes with specific measures or hallmarks of how the attainment of these learning outcomes will be defined or achieved;

d. Summary of goals for term or year

e. Reflective E-portfolio

Because student leaders are expected to meet academic criteria in addition to participating in the expectations outlined above, staff and faculty leads within the department are responsible for creating a policy around student leaders who wish to hold multiple ELSA-eligible positions, both within the department and across campus.

Expectations of the Department

a) There must be a staff person responsible for administering the awards and providing meaningful opportunities for learning and reflection.

b) To be approved by the Vice Provost of Student Affairs to administer awards, the department must:

• Articulate how the position is leadership and what the student will be doing. Explain the level of responsibility, scope, and commitment inherent in the leadership role (*see Rubric in Attachment I).
• Determine the academic standards to receive an award (can be higher than those set forth in this policy).
• Demonstrate how they will provide meaningful opportunities for learning and reflection and how they will assure that students attend/participate.
• Determine what budget the awards will be dispersed from.

c) Departments must:

• Check grades each term and hold students to the academic standards.
• Provide meaningful leadership development and learning opportunities.
• Track that students are participating in the leadership experience.

d) Departments may create additional restrictions as are programmatically appropriate and necessary.

Determining the appropriate ELSA level

a) Vice Provost of Student Affairs or designee determines if a department is authorized to grant ELSAs

b) Award amount must be approved by the committee upon creation and any changes to awards must be approved by the committee

c) ELSA-eligible positions are not considered employment, are not subject to raises, BOLI, etc.

d) Awards are based on the rubric approved by the ELSA committee (*see Rubric in Attachment I) and should be seen as the appropriate amount a department can award for a particular leadership opportunity

e) Programs with leaders at a 3-point ELSA can pay as little as $100 a term with prior permission from the Vice Provost of Student Affairs or designee.

Approvals

a) Each fiscal year, the ELSA committee will evaluate new and recurring ELSA positions.

b) The ELSA committee shall issue to the coordinator/director of each continuing program a time table of requirements and deadlines for each of the following (Please see Appendix 2 for applicable deadlines):

• Application Deadline
• Initial Deliberations
• Final hearings, deliberations, and placements
• Mid-Year Evaluations
• Review of policies and procedures

c) The ELSA Committee will review requests based on the submission by programs of completed requests and justifications referencing the ELSA rubric. Complete requests will include the following information:

• In depth descriptions for each type of ELSA position, including the expected responsibilities, projected for the programs following year.
• The anticipated number of each type of position requested by the program.
• The program’s assessment of the appropriate placement of each type of requested position according to the ELSA rubric, including a justification for each of the three criteria:

(1) Commitment: Outline of expectations for the position (i.e. meetings, outside research, reflections) as well as expected time commitment for average student to complete these functions

(2) Impact: The impact of this position on the campus community

(3) Responsibility for Group: The impact of this position on the program

• Any changes over the previous fiscal year in regards to each specific ELSA position such as position description, increase or decrease in number of ELSA positions, etc.
• Accountability measures designed by programs to ensure ELSA recipients fulfill their roles and responsibilities.

d) Documentation in support of requests and appeals shall be submitted to askdosl@pdx.edu

Appeals

a) Requests for review of decisions such as position placement in rubric, departmental denial of use of ELSA, or other policy decisions will be heard by the ELSA Committee, in consultation with the Vice Provost of Student Affairs or designee.

b) Request for Waiver of Academic Eligibility requirements will be heard by the Vice Provost of Student Affairs or designee.

The full policy with appendix can be found here

This policy was reviewed and updated as of November 15, 2021 by SALP Advisory Board

Definitions

• Expendable Supplies: supplies which are consumed or destroyed in the normal course of operation, such as stationary or fuel; all materials or parts used in repair work, such as building materials or machine parts; items that have a useful life of less than two years; all items not classified as equipment below.

• Capitalized Equipment: Property with useful life of more than one year and a unit cost of $5,000 or more.

• Inventoried Minor Equipment: Property such as high-tech equipment with a expected life of two years or more and a unit cost between $2,500 and $4,999.

• High-risk Minor Equipment: Property and equipment that is under $5000 and is portable by nature or easily misplaced or stolen.

Storing Property and Equipment

Portland State students and staff are responsible for the safeguarding and proper care of the equipment provided them. Each person is expected to take reasonable precautions to protect that property from unauthorized removal or use as well as exercising reasonable care in operation and maintenance of University equipment.

Portland State students and staff are responsible for the safeguarding and proper care of the equipment provided them. Each person is expected to take reasonable precautions to protect that property from unauthorized removal or use as well as exercising reasonable care in operation and maintenance of University equipment.

SALP must maintain current record of all capitalized, inventoried, and high-risk minor equipment. Student organizations must notify SALP of where equipment is stored and anytime the location changes. For use off-campus, an individual must have the property assigned to them to be in their care and possession. That person may be held financially liable for any missing items.

Equipment Loan Agreement

The Equipment Loan Agreement form must be completed whenever someone uses PSU-owned equipment off campus for educational or research purposes. This form releases the borrower from personal liability for the loaned equipment. Individuals should not borrow PSU equipment without a signed agreement because, in the event of loss or damage to the loaned property, the borrower may be personally liable. State property should not be used for personal gain, unlawful purposes, or activities inconsistent with PSU's mission. At the end of the loan term, equipment must be returned to PSU in the same condition as it was at the time of a loan.

Loaned Property from Private Parties

From time to time, private individuals and local businesses will offer to loan or lease property to the University. In order to protect the lender and the University and clearly define the extent of liability applicable to each party, a contract must be completed before the loaned property arrives on campus. Miscellaneous Personal Property Loan Agreement must be completed by the lender and the PSU Department (Student Organization) accepting the loan.

If for some reason, the lender does not wish to sign a Loan Agreement, a Waiver of Responsibility must be completed. This form releases the University from liability for the loaned property. The lender assumes all risk involved in the loan. Student organizations should not accept loaned property without a signed contract or a waiver because, in the event of loss or damage to the loaned property, the individual who accepted it may be held personally responsible.

Donated Equipment and Gifts

If a student organization receives donated equipment, they must let their Advisor know so that we can acknowledge the gift, record the donation, and inventory the equipment.

Transfer of Equipment

Transfer of equipment from a student organization to another or to a department must be recorded. Student organizations must notify their Advisor in order for SALP to fulfill all accounting requirements.

Transfer of equipment from a student organization to another or to a department must be recorded. Student organizations must notify their Advisor in order for SALP to fulfill all accounting requirements.

Equipment Disposal

To dispose of any equipment, it must go through SALP Accounting to coordinate. All broken, worn-out and irreparable equipment must be disposed of through PSU Warehouse/ Surplus. No individual or department may dispose of equipment without consulting Property Control. All property which is stolen, lost, or disposed of must be recorded. Disposal fees may apply for computers or items that need special handling.

Residential Property and Living Situations

Student Activities and Leadership Programs (SALP) does not permit registered student organizations to have officially affiliated or sponsored residential housing spaces.

Access

For security reasons, visual access to spaces may not be blocked by covering windows and doors. As with all PSU office spaces, University staff may enter offices for legitimate business purposes; for example, inspections, repairs or custodial needs. The Space Allocation Committee may also obtain access to offices along with a University staff member to help in the planning process for allocation, or to ascertain usage.

Animals and Pets

Due to health and to maintain a clean environment, absolutely no animals and /or caged pets are permitted within the SMSU, with the exception of support animals approved by the Disability Resource Center or a service dog. Per the PSU Assistance Animal Policy, at no time should a support or service animal be left unattended in a space.

Bicycles, Rollerskates, Scooters, and Skateboards

The use of bicycles, roller skates, scooters, and/or skateboards within the SMSU is prohibited.

Building Hours and Access

Office/program space is available for use during building hours. Unauthorized access when the building is closed (e.g. after hours and holidays) may result in immediate forfeiture of office space privileges. Some programs may have special permissions on a case-by-case basis.

Cleaning

Light housekeeping is provided throughout the common areas of SMSU and once a month in program offices. Trash cans and recycling in individual offices need to be emptied into a common space bin. All SALP programs are required to maintain their allocated space in a safe, accessible and sanitary condition. There are cleaning supplies available for check out at the front desk.

Common and Public Spaces & Egresses

Items cannot be left outside of spaces outside of operational hours–whether that is outside on the sidewalk or in hallways. Special permission may need to be obtained from your supervisor/coordinator or from SMSU for using common or public spaces for extended periods even if within operational hours. At all times, hallway and common spaces need to have at least four foot width of space for ADA accessibility compliance.

Cooking Equipment

Only refrigerators, kettles, and microwave ovens are allowed in office spaces. All other cooking or heating implements are prohibited.

Damage

We will be held financially responsible for damage to University property and for any damage to allocated office space. Any damage should be reported to your supervisor, coordinator, or the Central Operations Coordinator in a timely manner so we can get it fixed.

Fire Regulations

Do not tamper with or hang items from fire alarm or suppression systems, and only use fire exit only doors when there is an actual emergency. Leave the building immediately when an alarm goes off. Noncompliance with this policy will result in disciplinary action, and could result in a fine from the City of Portland.

All exposed cords must be covered in areas where people walk. No candles, halogen lamps, extension cords or multi-plug adaptors are allowed. Surge protectors are allowed.

Due to fire regulations, open flames of any kind are strictly prohibited SMSU. This includes all candles, matches, lanterns, and the like.

Raising, moving, propping, or otherwise tampering with ceiling tiles is against fire regulations, as is covering light fixtures or bulbs with paper or fabric.

Firearms, Explosives, Combustible Fuels, Fire Crackers, and Dangerous Weapons

Combustible fuels, such as lighter fluids, propane, etc. are not permitted in the SMSU. Possession and/or use on University property of firearms or ammunition, explosives, combustible fuels, firecrackers, and potential ingredients thereof, and dangerous weapons is forbidden by University policy.

Furniture and Equipment

All furniture and equipment purchased for spaces is the property of Portland State University and must be inventoried. For the common area spaces, furniture may not be removed from these areas and moved into individual offices. Any changes to furniture should be discussed with your supervisor or coordinator beforehand. No equipment may be disposed of before first discussing with the SALP Senior Accountant. Inventory of all equipment worth $100 or more is done twice a year.

Keys and Key Access Lists

University policies pertaining to keys can be found in the Internal Management Directives (3.1).

A Key shall be issued to an individual only upon the written authorization of the director of SALP. An Outside Door Key shall be issued to an individual only upon the written authorization of student organization’s Advisor, the director of SALP, and the Dean of Students Office.

Any individual issued a key or keys accepts the responsibility for promptly notifying his /her Advisor and the Facilities and Planning Department in the event the key or keys have been lost, stolen, or otherwise misplaced. Fees for lost keys shall be assessed as described in the Annual Schedule of Fines & Fees. The cost associated with the manufacture, cutting, or duplication of any keys shall be in accordance with the rates published in the Annual Schedule of Fines & Fees. In the event of the loss, theft, or misplacement of a key requiring the changing of a lock or locks, the cost of changing the lock or locks shall be borne by the responsible student organization. Keys are the property of the Facilities and Planning Department and may not be retained by individuals or their organization. Assigned keys must be returned to the Facilities & Planning Department when they have no further official use for the key (i.e. lock changed, door removed, transfer within, or departure from, the University).

Keybox keys are multiple copies of a key kept by the SALP Office and may not be permanently assigned to an individual. Keybox keys may only be checked in and out temporarily by an individual. Student leaders are responsible for providing SALP with a key list to their space. A key will be available for students on the list to check out during regular SALP office hours with identification.

Noise

Radios, televisions, stereos, musical instruments, and other audio equipment should be adjusted so as not to disturb the entire community. Sound is not isolated in program/office spaces, so adjustments may need to be made.

Smoking and Vaping

Smoking and vaping is strictly prohibited in campus buildings.

Telephones

All telephone lines and equipment are the property of Portland State University. Any requests for changes or repair should be sent to the SALP Office Coordinator.

Trash and Recycling

Programs must maintain a clean and orderly space in the public areas outside their offices at all times to ensure safety and accessible egress. Any program discovered to be leaving trash outside trashcans or leaving excess recycling material (recycling which is not contained within the recycling bins), will be charged the appropriate cleaning fees by SMSU. If you have excess trash or recycling, please take it to the dumpsters located on the south side of the building near the loading dock. A dock key can be checked out from the front desk.

Use of Spaces

All SALP groups with spaces must maintain a minimum of six hours a week, which shall be posted outside of their door with current contact information.

Spaces are to be used for purposes related to the SALP programs. Under no circumstance may students or staff take up residence in their office or use office for personal business. Students and staff shall not operate or maintain non- Portland State businesses in a SALP maintained space. Programs may not lend or reassign their assigned office/space to individuals, other student organizations, or to non-university organizations. If a group is no longer recognized by SALP their spaces will be declared vacant and reallocated by the SALP Advisory Board.

Walls

The installation of objects in/on the walls or the hanging of objects from the ceiling or walls should be installed via a work order request submitted to your supervisor or coordinator. For posters, use only blue painter’s tape to adhere to the wall. The exception to this is Littman + White Galleries and may require additional training.

Student organizations and programs are able to check out up to one locker or one storage cage (more than that must be approved by the SALP Director). Lockers and storage are allocated based on a first-come, first-serve basis to those who have submitted a Storage Contract. They are explicitly for group purposes and not for personal use. An active group member must have a signed, current contract on file with the SALP front desk. Locker keys and combination locks are the responsibility of the person who signs the contract. Loss of a locker key or combination lock may result in a key replacement fine.

Contracts expire on the first Friday after Spring finals each year. If the contract is not renewed, any belongings become the property of Student Activities and Leadership Programs and may be disposed of. Per Environmental Health and Safety policies, prohibited items include perishable food, fuel, and flammable liquids. Violating these or any other university policies may result in the group losing storage privileges. Failure to clear out items upon notice may result in storage items being disposed of.

Lockers

Any officer listed on the student organization's CONNECT page will be able to check out their group's locker key.

We have three sets of lockers in different locations. Two are located on the the first floor mezzanine, and the smaller set of lockers are located in the sub-basement, just outside of the Storage Cage/Reuse Room entrance.

Storage Cages

Only current officers of the group who have been admitted to the SALP Admin Club are authorized to access the storage space and combination. They are fully responsible for anything that happens in the space while they are badged in.

The Storage Room and Reuse Room are both located in the same space in the sub-basement. The easiest way to get there is to take the elevators in the main hallway of SMSU. There are two elevators beside each other, but only one has a button that says "sub-basement service". That's the button you want to press! In the elevator, press "SB". When you get down to the sub-basement, the doors will open up directly to the Storage Room (and the Reuse Room) entrance. All students in the SALP Admin Club will have badge access to this space.

Last reviewed January 16, 2025