Introduction
The University of Arizona is empowered to, and has historically exercised its power, to determine which student organizations can operate as officially recognized student organizations. For the purpose of this policy a student organization residential facility will be defined as: Any real property, whether on or off campus, owned, controlled, or otherwise operated by a recognized student organization that provides overnight housing accommodations to its members while enrolled in and attending the University (Residential Organization).
In the case of Residential Organizations, the University has an interest in protecting and promoting the health and safety, of students who live in such facilities, as well as in promoting good relations with non-University landowners or non-Club student users whose properties adjoin such facilities. This includes ascertaining whether such Residential Organizations promote neighborhood sanitation and maintain their facility in a manner similar to adjoining properties. Promoting the health and safety of students is one of the primary goals for the University of Arizona. In an effort to increase traffic safety, improve sanitation, decrease criminal activity, promote good neighbor relations and safe behaviors, Residential Organizations shall comply with the following policies:
Bi-Annual Evaluation
During each semester, the Dean of Students (DOS) Office may, on or before October 15 and February 15, survey each landowner, neighborhood association, or user that owns or operates property adjacent to a Residential Organization. For the purpose of this policy, adjacent properties are defined as any property, commercial or residential, that is located within the four directional degrees of the recognized student organization house. The survey may include questions regarding the organization’s history of promoting neighborhood health and sanitation as well as promotion of neighborhood transportation and traffic control. In the case of student organization, located within a neighborhood association, the DOS Office may survey the neighborhood association. In order to facilitate such surveys, the University may require the organization to identify adjacent private landowners or neighborhood associations.
If adjacent landowners or neighborhood associations identify poor health or sanitation practices (e.g. trash) or poor transportation and traffic control practices by a Residential Organization that are confirmed following investigation and a hearing by the Greek Standards Board or Club Standards Board as appropriate, the Dean of Students Office shall make the Residential Organization aware of the issues and complaints identified by the adjoining landowners or neighborhood associations, and it may require the Residential Organization to submit a Plan of Improvement. The Plan of Improvement shall specifically address the neighbor issues as well as all items identified in the section entitled Residential Organization Assessment Packet. Should the neighborhood complaints set forth a significant or imminent health or safety concern, the Residential Organization may be referred to the Club/Greek Standards Board or Dean of Students Office for violation of this policy.
Tiered Review Process
If no neighbor/neighborhood complaints are lodged with the university during an academic year period, a Residential Organization will only need to submit the Residential Organization Assessment Packet once every 3 years. The following tiered system will apply for any complaints that are lodged against Residential Organizations in one academic year period:
First Complaint:
- The recognized club’s timeline for review will be advanced to the first semester following the semester in which the complaint was lodged.
Second Complaint:
- The recognized club will be required to submit the Residential Organization Assessment Packet during the same semester as the lodged complaint.
Third Complaint
- The recognized club will be referred to either the Club/Greek Standards Board or the Dean of Students Office.
Any complaints lodged against a Residential Organization that a reasonable person would believe present a risk or danger to students or the Community and/or that allegedly violate the Student Code of Conduct or the Events with Alcohol Policy will skip the tiered review process and the Residential Organization will be referred directly to the Dean of Students Office or Club/Greek Standards Board.
Residential Organization Assessment Packet
Residential Organizations in their first year of housing, or once every three years, must compile the following documents and present them in an organized packet/binder to the Dean of Students Office. Such packets will be used by the Dean of Students Office to assess the Residential Organization’s compliance with this Policy. Each review will be evaluated based on the following information and documents:
1. Community relations program
2. A summary or outline of the Residential Organization’s internal standards process to ensure adherence to codes, policies, and community standards. This section should specifically include house policies on the following: guest policies, noise, parking, alcohol and drugs, and trash. This section should include a summary or flow chart of the process for adjudicating violations of policies, starting from when they are reported through adjudication by the Residential Organization’s internal board.
3. Residential Organization’s record with community/surrounding neighborhoods
4. Complete property description with proper zoning for proposed use (if a first time submission)
5. All current health and safety licenses and certifications provided to the organization or its vendors since the time of last review, including but not limited to fire safety, elevator safety, food service, etc.
6. Demonstration of support from club advisor in the form of a letter.
7. Demonstration of support from alumni, House Corporation, and national organization in the form of a letter (For Greek Letter Organizations Only.)
8. Good standing with the University, and for Greek organizations IFC/Panhellenic/NPHC/USFC
9. A list of the housing corporation members with their contact information and addresses. One member of the board must live locally in Tucson. (For Greek Letter Organizations Only)
Additional information that will be considered as part of the review process will include:
- The Residential Organization’s status as a recognized Organization
- Residential Organization’s discipline record
- Residential Organization’s academic record
- Neighborhood feedback via the Neighbor Relations Survey. Feedback from the adjacent neighbors or neighborhood association will be collected by the University. Associations or neighbors completing the form are asked to be specific and to provide concrete feedback based on Residential Organization behavior that would warrant them not providing a positive review.
- Police call for service history
Recognized clubs do not need to provide this information.
If it is the first time a recognized club is locating into a facility, it is required that the recognized club president, recognized club house manager, advisor, and housing corporation board member meet with the staff from The Fraternity and Sorority Programs Office and/or staff from the Associated Students of the University of Arizona (ASUA).
Residential Organization Requirements
To support residential organizations and to establish mechanisms for success, the following requirements have been established for all Residential Organizations where applicable. These policies should aid in building positive neighborhood relations and in managing properties.
- Each Residential Organization must appoint a house manager who will attend a semester roundtable meetings related to property management and neighborhood relations.
- A Residential Organization may not miss more than one semester roundtable in a year.
- A Residential Organization executive board member must attend his/her organization’s neighborhood association meetings as agreed to with the neighborhood association.
- Residential Organization properties, both indoor and outdoor spaces, must be maintained in a manner similar to adjoining properties and cleaned regularly.
- Residential Organizations must adhere to University of Arizona Policies governing alcohol
- The University will solicit and collect Residential Organization Neighborhood Relations Survey from surrounding neighbors or neighborhood associations. The forms will be collected in fall and submitted by October 15th and in spring by March 15th to help pro-actively approach neighborhood issues.
Greek Letter Organization Recognition Privileges
If a Greek letter organization perpetually violates the Residential Organization Policy the recognized club’s status as a recognized student organization at the University of Arizona may be impacted. Greek letter organizations that are not recognized by the University of Arizona lose the privileges of recognized student organizations as outlined in the University of Arizona relationship statement which can include but is not limited to:
- Displaying recognized club letters, flags, or insignia
- Participate as a group in various campus activities and programs.
- Use University facilities, equipment and services according to prescribed policies and procedures.
- Be included in certain University/student publications according to University policies and procedures.
- Sponsor fund-raising events and solicit funds according to University policies and procedures.
- Use the University name and logos according to University policy.
- Be eligible for awards and honors presented to student organizations and its members according to university and social Greek Letter Organization policies and procedures.
- Have access to grade information for members and prospective members according to the University policies and procedures.
- Secure a student organization mailbox in the Office of Student Activities and Organization and utilize services provided by this office.
- Display flyers, posters and banners in approved areas around campus in accordance with the University policies and procedures.
- Sponsor events as a recognized student group.
- Utilize Greek Life staff advisory support and assistance.