Registration

Group Types

Recognized Student Organizations (RSOs) are categorized as one of the following group types:

  • General Student Organization: Any group that meets the requirements set by the Department of Student Engagement for recognition.
  • Departmentally Sponsored Student Organization: Any group that meets the requirements set by the Department of Student Engagement for recognition and receives regular funding and/or support from an ERAU department or college.
  • Fraternity and Sorority Life (FSL) Organization: Any social group that meets the requirements set by the Department of Student Engagement for recognition and is eligible to operate as a single-sex organization in accordance with the provisions of Section 86.14 of the regulations of Title IX of the U.S. Educational Act Amendments of 1972 or that requires affiliation with such an organization for membership.
  • Student Government Association (SGA) Service Organization: A special group that meets the requirements set by the Department of Student Engagement for recognition and operates under the dual umbrella of both the SGA and Department of Student Engagement.

Creating a New Organization

Students are encouraged to look at the active RSOs on our campus to see if any meet their interests and needs, and if none do, they are welcome to create a new RSO.

New FSL RSOs are subject to additional procedures. Please reach out to the Department of Student Engagement (DSE) to learn more.

Process Overview

New RSOs can only register during a specific timeframe, offered at the beginning of each semester. We recommend you reach out to DSE prior to this timeframe to prepare your registration materials.

The process officially begins when a student completes and submits the New RSO Registration Form. Once this is done, DSE will review the group’s guiding documents and contact them with any questions, to discuss any changes, and schedule the required meeting with the SGA RSO Advisory Panel.

During this time, DSE will work with the student leaders to determine the new RSO’s group type and help to identify advisors as needed.

Some RSOs, based on the group’s mission or regular activities, also require additional review by university-level risk management. In these cases, DSE will notify student leadership and work with them to complete the review.

The goal of this process is to support student leaders in their efforts to enrich our campus community and provide a framework for new RSOs to be set up for both immediate and sustainable, continued success beyond their founders’ involvement.

Requirements

To create a new organization on campus, students must:

  • Complete the New Organization Registration Form in Eagle Life during the new organization registration period (typically the first two weeks of each semester).
  • Find at least five ERAU Prescott students to be the group’s first members.
  • Create a functional set of guiding documents to be submitted with the New Organization Registration Form. Sample guiding documents can be found on Eagle Life. Guiding documents must include:
    • A list of officers and their duties.
      • All RSOs must have at least two officers: a chief executive (i.e., president) and a financial officer (i.e., treasurer). These officers, and any others, must be enrolled as students at ERAU Prescott and in good academic and student-conduct standing with the university.
    • A process for the selection of new officers.
    • A process for changing the guiding documents.
    • The University Policy Compliance Clause and Nondiscrimination Clause. These must be included using this exact verbiage:
      • “This organization is a recognized student organization at Embry-Riddle Aeronautical University - Prescott and adheres to all campus policies as set forth by the Department of Student Engagement and ERAU Prescott administration.”
      • “Embry-Riddle does not permit discrimination or harassment in its programs and activities on the basis of race, color, national origin, sex, gender identity, gender expression, sexual orientation, disability, veteran status, predisposing genetic characteristic, age, religion, pregnancy status or any other characteristic protected by university policy or state, local or federal law, and therefore, eligibility for membership or appointed or elected student officer positions may not be limited on any of the above qualities.”
  • If applicable, complete the expectations outlined in the High-Risk Registered Student Organization Assessment.
  • Meet with a DSE staff member and the SGA RSO Advisory Panel to learn what resources the SGA has for RSOs and how the SGA can help a new RSO to be successful. The SGA RSO Advisory Panel is made up of the SGA Treasurer, SGA Marketing Director and SGA Student Organization Representative.

Once all of these requirements have been met and the process has been completed, DSE will formally grant recognition and the rights included with that recognition to the new organization.

Recognition

Groups must meet the following requirements to maintain their status as an RSO:

Membership

RSOs must maintain at least five active members currently enrolled as students at Embry-Riddle Aeronautical University - Prescott.

  • Community members (non-ERAU Prescott student and over the age of 18) are permitted to participate within ERAU Prescott RSOs, pending the completion of a Community Member Agreement. ERAU Prescott students must make up at least 60 percent of an RSO’s total membership.
  • Membership records are to be maintained and kept up-to-date through the RSO’s Eagle Life page.

Student Leadership

RSOs must have at least two officers: A chief executive (i.e., president) and a financial officer (i.e., treasurer). These officers, and any others, must be enrolled as students at ERAU Prescott, in good academic and student-conduct standing, and accurately listed on the RSO’s Eagle Life page.

Advisors

Advisors are professional mentors who assist RSOs with the execution of the organization’s mission. Advisors are not members of the RSO but may participate in a limited capacity in the organization’s activities. Advisors should act in a mentorship capacity, with decision-making and goal-setting for the RSO remaining in the hands of student membership (except in cases where advisors step in to prevent health/safety incidents).

The Dean of Students Office and Department of Student Engagement reserve the right to appoint additional advisors to an RSO or remove advisors from their role when doing so is deemed necessary to protect the integrity, honor or safety of the RSO, the campus, or the community at large.

Campus-Level Advisor

A campus-level advisor assists RSOs with those functional areas common to all organizations, regardless of mission, purpose, etc. These areas include but are not limited to, general organizational operations, meeting procedures, event planning, by-law and constitution revisions, officer transitions, budgeting and finance, risk management, and the use of Eagle Life.

All RSOs will be assigned a Department of Student Engagement point of contact at the start of the academic year to serve as the organization’s campus level advisor.

Content Advisor

A content advisor is an individual with both an interest and expertise in the organization’s mission or purpose and a willingness to support the RSO as a subject matter expert. RSOs are not limited in the number of content advisors they may select. All content advisors must be listed on the RSO’s Eagle Life page. Content advisors not affiliated with ERAU Prescott must complete the Community Member Agreement form and may receive access to Eagle Life by contacting the Department of Student Engagement.

Departmentally Sponsored RSOs are required to select a faculty or staff member to serve as a content advisor. This individual is expected to come from the department or college providing the organization with funding and/or access to resources in order to ensure proper oversight of the use of those funds and/or resources.

FSL RSOs are required to, in accordance with the policies of their parent organization, select at least one individual to serve as a content advisor. This individual may be selected from on or off campus.

Guiding Documents

RSOs may update their guiding documents, following the process outlined in the current guiding documents, at any time. Department of Student Engagement staff are available to help craft and/or review guiding documents as necessary. Sample guiding documents are also provided on Eagle Life.

RSOs must maintain a functional and current set of guiding documents, uploaded through the RSO’s Eagle Life page, which must contain the following (in exact verbiage):

  • “This organization is a recognized student organization at Embry-Riddle Aeronautical University - Prescott and adheres to all campus policies as set forth by the Department of Student Engagement and ERAU Prescott administration.”
  • “Embry-Riddle does not permit discrimination or harassment in its programs and activities on the basis of race, color, national origin, sex, gender identity, gender expression, sexual orientation, disability, veteran status, predisposing genetic characteristic, age, religion, pregnancy status or any other characteristic protected by university policy or state, local or federal law, and therefore, eligibility for membership or appointed or elected student officer positions may not be limited on any of the above qualities.”
    • FSL RSOs, per the provisions of Section 86.14 of the regulations of Title IX of the U.S. Educational Act Amendments of 1972, may remove “sex” from this statement.

The RSO’s guiding documents must also include a list of officers and their duties, a method of selecting those officers, and a process of amending the guiding documents.

If the RSO’s policies at the local or parent organization level conflict with university policies, the university’s policies will supersede.

Re-Registration

All RSOs must re-register their organization each year within the published dates during the Spring semester.

Council Affiliation (FSL Only)

FSL chapters must maintain membership in a Department of Student Engagement recognized peer governing council. RSOs that are identified as high risk through the re-registration process will need to complete a full High-Risk Registered Student Organization Assessment and approval process every two years and an on-campus assessment every year to ensure compliance.

RSO Events and Meetings

Defining an RSO Event

RSOs host many events throughout the year. The university defines an RSO event as an event in which a reasonable person would associate a specific RSO with that event. However, we know that many RSO members choose to hang out outside of RSO events and that may create confusion about what events are truly hosted by that RSO. The questions below, among others, are used to help the university interpret what is or is not an RSO event:

  • Is the event being hosted in a university space that was reserved by the RSO?
  • Is the event registered in Eagle Life by the RSO?
  • Is any aspect of the event financially sponsored by the RSO?
  • Is the event advertised by the RSO to non-members using flyers, social media or other public marketing methods?
  • Is the event listed on the RSO’s calendar (either private or public) and not registered by another RSO?
  • Is the event noted in the RSO’s meeting minutes and not registered by another RSO?
  • Is the event being hosted at an off-campus location where the RSO traditionally holds events?
  • Do a majority of the RSO’s executive board members have prior knowledge of the event?
  • Is the event announced at a meeting of the RSO’s members and/or is it marketed to RSO members using an email listserv, group chat, or other RSO communication method?
  • Is the event actively or passively endorsed by a majority of the RSO’s members as an RSO event?
  • Are apparel or other items associated with the RSO prominently visible at the event (i.e., shirts, banners)?
  • Are members attempting to rename the event in order to give the appearance that it isn’t associated with the RSO?
  • If guests were stopped on the way to the event, would they say they were going to an event associated with the RSO?
  • Have members of the RSO lied or intentionally withheld details about this event from campus staff?

Registering a RSO Event/Meeting

All RSO events and meetings (on-campus, off-campus, virtual) need to be registered and approved through the Eagle Life event registration process. Approval should not be assumed, and it is the responsibility of the submitter to check for questions regarding the event in Eagle Life.

If partnering with an outside organization or vendor, the Business Office may need to be consulted. Seek clarification and approval with the Department of Student Engagement.

If your registered event is no longer taking place, it is your responsibility to cancel the event in Eagle Life and email prdse@erau.eduabout the cancellation.

Blackout Dates

The university reserves the right to cancel or deny facility reservations and/or services during peak use times. Examples include but are not limited to: Winter Break, Orientation, OctoberWest, Preview Day, Open House, Parents Weekend, Wildfire Academy (Spring Break) and Graduation.

Campus Partners

Several departments on campus, including but not limited to Event Technology (Media Services), Facilities Management, Sodexo catering, Athletics, the Business Office and Campus Safety, can be involved with making your event a success. Each of these departments have their own policies and procedures that RSOs must follow when using their services. Information about campus partner policies and procedures is provided on Eagle Life, but it is the responsibility of the RSOs to ensure they are following the most current process for each department.

Event Policies

Activity Release Forms

Any organization that engages in activities that expose a participant of that activity to a risk of physical harm and/or loss of or damage to personal property must complete the appropriate activity release forms. Activity Release Forms can be submitted in person or electronically. Printable forms can be found on Eagle Life and should be submitted to the Department of Student Engagement and Campus Safety, with one copy retained by the RSO. An electronic version of the form can be submitted via Eagle Life.

If the organization is scheduling recurring instances of the same event, participants can list multiple dates on the activity release form. For example, Rugby Club members can include all scheduled practices and Riddle Riders Motorcycle Club members can include all scheduled rides.

Alcohol at an Event on Campus

The university acknowledges that alcohol may be involved with certain on-campus events. When that is the case, alcohol should be considered a secondary activity and not the sole purpose/focus of the event.

An RSO wanting to have an event with alcohol on campus must complete the Alcohol Approval Form at least three weeks prior to the event. The Department of Student Engagement and Campus Safety reserve the right to approve or deny these requests.

The following polices apply:

  • Alcohol over 15% ABV is not permitted to be served and/or consumed.
  • Only alcohol that is being served at the event may be consumed at the event. Individuals may not bring alcohol to an event.
  • Alcohol must be served by a licensed Sodexo bartender.
  • Food and alternative non-alcoholic beverages must be made readily available, at no additional cost.
  • Anyone who is consuming or in the possession of alcohol is subject to being checked for appropriate identification as proof of being the legal drinking age of 21.
  • All individuals who are serving, in possession of, or consuming alcohol must be 21 years of age or older. They must have their age verified through an ID check and will be properly identified by monitors (wristband, stamp, etc.).
  • Attendance is limited to members of the campus community and their pre-invited guests.
  • An ERAU-affiliated advisor (or other ERAU employee designee) must be present for the duration of the event.
  • The sponsoring RSO must appoint monitors to circulate at the event and ensure that everyone consuming alcohol is properly identified (wristband, stamp, etc.), and to watch for signs of over-intoxication.
  • Anyone who appears to be intoxicated will be denied service of any additional alcohol. The university reserves the right to limit the quantity of alcoholic beverages being served to two drinks per person.
  • The service of alcohol may begin no earlier than the starting time of an event and is limited to two hours, unless a special allowance is granted for extended service. The service of alcohol must end at least 30 minutes before the scheduled end of the event.

Animals at Events (excluding Service Animals)

Events involving animals must receive special approval from the Department of Student Engagement and follow the Animals on Campus Policy.

Questions about the Animals on Campus policies can be directed to the Department of Student Engagement.

Damages and Billing from Events

If damage occurs during the use of university facilities or equipment, the person(s) and/or RSO holding the reservation will be held responsible. This may include any damage that occurs as a result of failing to ensure that the space is properly secured after use and any additional cleaning charges resulting from animals in the space, authorized or not. 

Drugs at Events

The use, sale or distribution of any kind of drug, including but not limited to prescription medications, illegal or prohibited drugs, synthetic drugs, controlled substances, or anything that may alter one’s cognitive and/or physical functionality, is prohibited at all RSO events.

This includes cannabis, regardless of the legality of cannabis at the event location. Since the university receives federal funding, the existence of federally illegal drugs at events affiliated with the university is not permitted.

Food Handling

All person(s) preparing food are expected to follow reasonable food safety practices when preparing food for their events. For questions about food safety, please contact the Department of Student Engagement.

At least one individual with a current food handler’s certification must be present at all times when non-professionally prepared, temperature-controlled food is being prepared and served. They must ensure that food safety policies are followed, including but not limited to:

  • Post signage that states food was prepared off-premises and may contain allergens.
  • All persons handling food must completely wash their hands (rub using soap and water for at least 20 seconds before rinsing thoroughly) before handling any food. Always wash hands after using the restroom, especially during food preparation, and have access to a hand washing station.
  • Make sure all equipment is clean and sanitary before using it.
  • Use thermometers to ensure adequate and proper cooking temperatures during preparation and serving. Coolers and warmers must be used to keep food at appropriate temperatures.
  • Do not have a food-based event run for more than four hours at a time.

Fundraising Policies

Any RSO intending to raise funds, host a raffle or ask for donations must comply with all fundraising and raffle rules, laws and solicitation policies.

Fundraising/Donations

  • When fundraising, clearly list your organization’s name and how the donations will be used.
  • Use a system of checks and balances so that all funds are secure. Cash boxes are available for checkout from Student Engagement.
  • Any student organization conducting a fundraiser involving the sale of food must read and comply with the Food Handling policy.
  • Door-to-door fundraising efforts are not permitted on or off campus.
  • If fundraising with an off-campus partner (e.g., percentage nights at restaurants), do not use the university’s EIN number without the permission of the Business Office.
  • Contact the Office of Philanthropy for approval and assistance with donation requests to off-campus organizations or companies.

Hosting a Raffle

  • When hosting a raffle, clearly list your organization name and how the donations will be used.
  • All brochures, advertisements or notices used in connection with a drawing by chance must disclose: (a) any special rules associated with the drawing; (b) the date, hour and place where the winner will be chosen; and (c) that no purchase or contribution is necessary.
  • It is unlawful for any organization to promote, operate, design, engage in or conduct any drawing in which the winner is predetermined by means of matching, instant win, or preselected sweepstakes or otherwise or in which the selection of the winner is in any way rigged.
  • The RSO must promptly notify, at the address set forth on the entry blank, any person whose entry is selected to win, of the fact that he or she won. It is unlawful for my organization to: (a) sell raffle tickets without holding a raffle; (b) decline to notify the winner of a raffle; (c) withhold the winnings of the raffle if proper identification and information is presented by the winner; and (d) deny any individual the right to buy a raffle ticket based on race, color, creed, associations with other organizations, or by any other means (unless it is an internal raffle that is not advertised publicly).  

Minors on Campus

All RSOs that are hosting or participating in events with non-ERAU individuals under 18 years of age are required to follow the university’s Minors on Campus policy found in this document.  

Questions about the Minors on Campus policies can be directed to the Department of Student Engagement.

Movie/TV Showings

RSOs must obtain the rights for any movies, televised and/or streaming content shown on campus. An individual streaming account does not grant those rights. Questions about obtaining rights can be directed to the Department of Student Engagement and the Department of Event Technology.

Vehicle Usage

The use of any university, personal or rental vehicles must abide by all driver and vehicle policies outlined at the University’s Risk Management page in ERNIE and the additional policies outlined below. These policies include but are not limited to:

University Vehicle Specific Policies

  • Only Risk Management-approved drivers listed on the vehicle reservation may operate university vehicles.
  • Approved drivers under 21 years of age are restricted from traveling no more than 100 miles from campus.
  • The maximum driving time shall not exceed eight hours per approved driver per 24-hour driving period.
  • Vehicles must be returned with a full tank of gas at the cost of the RSO.
  • Vehicles must be returned free of trash and debris.
  • Issues or concerns with the condition of a vehicle must be reported to Facilities Management immediately.
  • Reservations for vehicles must be submitted through the DSE Point of Contact. 

Personal Vehicle Specific Policies

  • Drivers must complete the Waiver and Release for Usage of Personal Auto Form.

Rental Vehicle Specific Policies

  • Only Risk Management-approved drivers listed on the vehicle reservation may operate rental vehicles
  • Approved drivers under 21 years of age are restricted from traveling no more than 100 miles from campus.
  • The maximum driving time shall not exceed eight hours per approved driver per 24-hour driving period.
  • Travelers using rental vehicles should not purchase the optional liability or physical damage insurance coverage offered, as the university provides this insurance.
  • The university may be able to provide discount codes for rental vehicles. Contact DSE for more information.

If a vehicle accident occurs, please contact 911 in case of bodily injury, damage to vehicle and/or others’ property. Then contact Campus Safety and Security to report the accident as soon as practical.

RSO Travel

Embry-Riddle Aeronautical University encourages RSO travel as a means of providing a comprehensive and diverse learning environment. All travel must relate to the purpose and guiding principles of the organization. RSO travel is defined as a trip where the destination is more than 100 miles from campus and/or where the travel extends through an overnight period.

Travel should be scheduled so that it does not create an unnecessary interference with a student’s academic responsibilities. RSO travel does not necessarily constitute an “excused absence” from class; each traveler is responsible for notifying their faculty members and arranging to make up any work that is missed.

Travelers are expected to conduct themselves in a professional and positive manner as representatives of Embry-Riddle Aeronautical University as outlined below:

  • Travelers must adhere to expectations outlined in the Student Handbook as part of their enrollment at Embry-Riddle Aeronautical University.
  • Travelers are expected to uphold all expectations and policies as outlined by additional third parties, including but not limited to conference organizers and hotel staff. 
  • A Trip Lead must be designated and accompany the group on each trip. A faculty or staff member is encouraged to travel as the Trip Lead, however, the Dean of Students, Director of Student Engagement or their designee, at their discretion, may require the Trip Lead to be a faculty or staff member.
  • When personal vehicles are involved in transporting people participating in the trip, the “Waiver and Release for Usage of Personal Auto” form must be completed by each driver.
  • When rental vehicles are involved in transporting people participating in the trip, drivers must be authorized by the university’s Risk Management team and comply with all policies from the rental agency providing the vehicle.
  • When university vehicles are involved in transporting people participating in the trip, drivers must be authorized by the university’s Risk Management team. Approved Driver Database can be found at the University’s Risk Management page in ERNIE.
  • Failure to comply with Trip Leader directives, engaging in prohibited conduct, or violations of any university policies or laws may result in disciplinary and/or legal action. Students may be discharged from the trip and be fiscally responsible for transportation back to the university under these circumstances. Any issues must be reported in a timely fashion to the Dean of Students Office.
  • Travelers who are not Embry-Riddle Aeronautical University students, staff or faculty are subject to the same travel expectations as outlined above. Failure to comply with the stated expectations may result in legal action and/or an inability to participate in future trips or events.

We recommend that the Trip Lead have a meeting with all travelers to review these and any other expectations prior to travel. Possible topics to cover include: attendance expectations for trip events, appropriate attire, professional behavior, expectations regarding legal alcohol/drug usage and any responsibilities to share information upon return to campus. Many travel groups make separate behavioral agreement forms that each traveler signs and may be held accountable to via the conduct process outlined in the Student Handbook.

Registering RSO Travel

All RSO travel must be registered and approved through the Eagle Life event registration process. Travel must be registered at least seven days prior to the departure date, but we recommend registering domestic travel as soon as you are aware of it.

Before registering your trip, make sure you can answer the following questions:

  • Where are you going?
  • Lodging address, conference name/address, etc.
  • How are you traveling there?
  • Personal vehicle, university vehicle, rental vehicle, commercial airfare, ridesharing/taxis, etc.
  • Who is traveling with you?
  • Additional contact information will be required for the Trip Lead and all non-ERAU travelers

After the Event Registration form is submitted, DSE staff will review the submission and contact the individual designated as the Trip Lead to review their responsibilities and ensure they understand this policy.

Based on the method of travel selected, ensure that you are following all Vehicle Usage policies as listed above in the Student Handbook.

Approval for travel should not be assumed, and it is the responsibility of the submitter to check for questions regarding their travel in Eagle Life.

Before departing for travel, it is the responsibility of the trip lead to ensure that all travelers complete and sign the Trip Release and Activity Waiver and submit the form to the Department of Student Engagement by emailing it to prdse@erau.edu. This is to ensure that the university has an accurate record of who has actually traveled and is able to contact the appropriate people in the event of an emergency.

Registering RSO International Travel

RSOs looking to travel internationally must also follow the International Travel policies outlined in APPM 2.3.8. Depending on the destination, this may include a safety review board approval. We recommend registering international travel as soon you are aware of it.