Policies & Accountability

To be a registered student organization at Indiana University Bloomington, your organization must:

• Register on beINvolved
• Write a constitution
• Have at least one faculty/staff advisor listed on your beINvolved roster who is employed by Indiana University (cannot be an undergraduate student)
• Have five enrolled IU Bloomington student members
• Reregister annually on beINvolved
• Meet with the Student Organization Registration Committee (if necessary)

Self-Governed Student Organizations are responsible for providing proof of the completion of requirements to Student Involvement and Leadership before they can be registered. Additionally, the organization must provide proof of the completion of requirements before they can renew their organization’s registration in subsequent years.

You may not register “dummy” student organizations for the purpose of for-profit ventures. Individuals who do so will be in violation of the IU Student Code of Ethics and may be subject to sanctioning through the Office of Student Conduct.

Reregistration

Annual reregistration is required in order to maintain your access to student organization benefits. If your organization does not reregister for the upcoming academic year, your benefits (including space reservation) will expire.

Only students who are willing to serve as the primary contact for the organization should complete the reregistration form.

Once you have submitted your reregistration form on beINvolved, Student Involvement and Leadership will review your form and either approve it or request changes. You will receive a confirmation email once it has been reviewed.

Your organization is only considered registered when your reregistration form is officially approved.

Student Organization Registration Committee

In addition to the electronic registration process on beINvolved, new organizations and select reregistering student organizations with inherent risk will meet with the Student Organization Registration Committee. Student organizations with inherent risk may be asked to fulfill additional registration requirements in order to minimize such risks and provide a safe involvement environment for all participants.

The Student Organization Registration Committee includes representatives from:

• Student Involvement and Leadership
• IU Campus Recreational Sports
• IU Outdoor Adventures
• Indiana University Student Government (IUSG)
• Additional members as needed

The committee meets with executive officers of the organization to learn about the activities of the organization and to determine the physical, emotional, financial, facility, and/or reputational risk that may be involved.

Student organizations are required to have at least five enrolled IU Bloomington students on their roster when registering for the first time and when reregistering.

IU faculty, staff, and local community members are welcome to join any student organization at IU Bloomington. However, only enrolled IU Bloomington students can serve as officers and/or access student organization services through Student Involvement and Leadership.

All student members must be listed on your organization’s beINvolved roster.

Indiana University Bloomington recognizes and supports the development of all student organizations. Self-Governed Student Organizations (SGSOs) are not departments or administrative units of Indiana University, and therefore the IU Legal Counsel requires all student groups who choose to use the Indiana University or IU name to clearly indicate in their organizational title, constitution, and paraphernalia that they are “at Indiana University.”

The purpose of this distinction is to ensure that outside organizations that do interact with student organizations are aware that their dealings are with the club or group and not with the university itself.

Student organizations may use Indiana University before the title or name of the group only if the organization receives money from the Committee for Fee Review, or upon approval by the dean of students.

The use of “Indiana,” “Hoosiers,” “Cream and Crimson,” and any other IU-related words and phrases are not permitted for use in Self-Governed Student Organization names. For a full list of IU trademarked words and phrases, see the Promotional Products Style Guide.

All student organizations must create and maintain a constitution. A constitution contains the fundamental principles which govern an organization's operation. The development of a constitution will serve to clarify your purpose and delineate your basic operating structure. It will also allow current and potential members to have a better understanding of what the organization is all about.

These clauses MUST appear exactly as written in EVERY student organization constitution:

• Statement of University Compliance: This organization shall comply with all Indiana University regulations and local, state, and federal laws.
• Anti-Hazing Policy: Hazing is strictly prohibited. Hazing shall be defined as any conduct which subjects another person, whether physically, mentally, emotionally, or psychologically, to anything that may endanger, abuse, degrade, or intimidate the person as a condition of association with a group or organization, regardless of the person’s consent or lack of consent.
• Personal Gain Clause: This organization, if raising funds, shall ethically raise and distribute profits from organizational functions to either the organization or to members who provide a service that directly benefits the organization. Individual members may not receive compensation from for-profit companies if acting as a representative of a student organization.

The following clauses may also be required based on your organization's activities:

• Programs Involving Children: This organization, when working with children, will be aware of and abide by the university's Programs Involving Children (PIC) Policy.
• International Travel: This organization, when traveling internationally, will coordinate their travel through the Office of Overseas Study.

Deadlines for requesting campus space and securing event approval are based on the type of event.

Small events/meeting– submit at least 10 days prior to event

(1–49 people attending) 

Examples of small events include, but are not limited to: student organization meetings, small gatherings, invitation-only events, and membership solicitation events with a planned attendance from 1 to 49 people.

For student organizations, regular business meetings and other routine activities of day-to-day operation which involve only organization members fall into this category, even if the anticipated attendance is 50 or more.

UERC Event – submit at least 10 days prior to event

(50 or more people attending)

Examples of UERC events include, but are not limited to: events with outside guests, events with entertainers, events where food and beverage is being served, and events with special setups or AV needs. Specific examples are social events, athletic or gaming tournaments, performances, fairs or festivals, philanthropy or fundraising events, and recruitment events.

For student organizations, UERC events are considered any gathering with 50 or more members and guests for activities other than routine day-to-day operations.

Large Event – submit at least 45 days prior to event 

(Includes events requiring extensive logistical, safety, and security planning)

(250 or more people attending)

Examples include a dance or any event requiring crowd control or security, amplified sound, electricity, ticket sales, or involving children. Refer to the University Event Management Policy for further guidance.

As an educational institution, Indiana University is dedicated to fostering an environment that values a culture of open dialogue and free expression on all our campuses. 

Please review the First Amendment Policy and Expressive Activity Policy for more information about assembling and raising awareness.

Where to demonstrate

Expressive activities can occur on campus consistent with the policies listed above. While not required, students are encouraged to reserve appropriate space and seek event approval through the UERC process to help ensure public health and safety and to gain access to helpful infrastructure such as stages and sound equipment.

Food service

All student organization events that are open to the public and include food for public consumption are subject to approval by the Department of Environmental Health and Safety (EHS). These events can use a food truck, IU approved caterer, pre-made and pre-packaged food items, or a restaurant. If the event is open to the public, you cannot give out homemade food items. 

No food is allowed in classroom spaces.

Read the full Food Protection Policy.

Alcohol

Events serving alcohol must adhere to the alcohol policy as specified by Insurance, Loss Control, and Claims. Read the full policy on Service of Alcohol.

Select Self-Governed Student Organizations and select student organization events based on size and scope of the event, and all non-IU, outside organizations must provide proof of general liability insurance to the Office of Insurance, Loss Control, and Claims to provide services or products for a campus event.

Student organizations may request space reservations for academic spaces on campus. When scheduled classes are completed for the day, the following academic spaces are prioritized specifically for student organizations to reserve. To request classrooms not listed here, or during other times, select "Classroom to be Determined" on the reservation request.

Ballantine Hall, BH 144
Moveable desks
Capacity: 36

Ballantine Hall, BH 005
Tiered tables, chairs in semi-circle
Capacity: 59

Ballantine Hall, BH 003
Moveable tables and chairs
Capacity: 87

Ballantine Hall, BH 110
Theater, fixed seating
Capacity: 140

Biology Building, JH 065
Moveable desks
Capacity: 63

Ernie Pyle, EP 256
Moveable desks
Capacity: 24

Ernie Pyle, EP 257
Theater, fixed seating
Capacity: 168

Geology Building, GY 1050
Theater, fixed seating
Capacity: 69

Global International Studies, GA 1100
Moveable tables and chairs
Capacity: 64

Lindley Hall, LH 102
Theater, fixed seating
Capacity: 100

Myles Brand Hall, I E150
Fixed tables with rolling chairs
Capacity: 60

Psychology Building, PY 115
Large table with chairs
Capacity: 34

Psychology Building, PY 100
Theater, fixed seating
Capacity: 255

SPEA Building, PV 272
Moveable tables and chairs
Capacity: 48

Swain West, SW 218
Moveable tables and chairs
Capacity: 29

Wells Library, LI 028
Moveable desks
Capacity: 42

Woodburn Hall, WH 111
Theater, fixed seating
Capacity: 64

Woodburn Hall, WH 004
Theater, fixed seating
Capacity: 68

Wright Education, ED 1210
Desks
Capacity: 45

Wylie Hall, WY 115
Moveable tables and chairs
Capacity: 48

If you are looking for classrooms outside of this list of available spaces, you can search the Classroom Database to determine classroom space that meets your organization's needs.

To download a map of reservable outdoor event spaces on campus, log into beINvolved and visit the Documents section of the Student Involvement and Leadership Center page.

All events on campus sponsored by student organizations that have large attendance, pose security risks, or are open to the public are required to have security measures in place.

All decisions regarding security requirements or security waivers for events will be at the discretion of the Indiana University Police Department in consultation with Student Involvement and Leadership (SIL), the Campus Space Committee, and the UERC.

By reserving any indoor or outdoor space for an event, the student reserving the space and the affiliated organization both accept responsibility for any problems that may arise regarding the event. The student and the affiliated organization agree to cooperate with the Indiana University and/or officials acting in their capacity.

IUPD and approved security presence does not relinquish the student organization's responsibility for private intervention in the event of any problems, except when crime is imminent, is being committed, or has taken place, or when confrontation could lead to physical harm.

IU encourages students, faculty, and staff members to exercise their constitutional right to vote and to actively participate and express their opinions regarding local, state, and national political candidates, issues, and referendums.

However, as a public institution, IU receives tax-exempt status under sections 115 and 501(c)(3) of the Internal Revenue Code. In order to maintain this status, the university (including USOs) shall not participate or intervene in any political campaign and must prevent its resources from being used in any way that could appear to support a political candidate.

Inviting candidates to speak at events

A student organization may extend invitations to candidates to speak at events. A Self Governed Student Organization is not obligated to invite all legally qualified candidates if the student organization is using its own funds and resources. However, no campaign fundraising may occur, and the student organization must include a brief statement when introducing the candidate. This statement must indicate that IU does not endorse or oppose any candidate or organization in connection with this or any other political campaign or election.

The nature of the event will determine the facility rental charge that the student organization will be assessed. If it is a campus-community event and is not open to the general public, then the normal fees (if any) will be applied. However, if the event is open to the general public, facility rental and usage fees must be charged.

Using university resources

Examples of university resources that should never be used to support a political campaign or candidate include, but are not limited to:

• The IU name, logo, or other identifying marks
• IU funds, facilities, office supplies, photo equipment, letterhead, telephones, fax machines, or computers
• IU information technology resources, such as email, websites, and online discussion boards

Prohibited activities

• IU shall not expressly or implicitly endorse any candidate for public office.
• Hyperlinks to websites of candidates for public office shall not be placed on IU websites in any manner that favors one candidate over another.
• No political fundraising may occur on university property or through the use of IU technology resources.
• Student organizations shall not use the name of Indiana University or any IU trademark, such as its logo, in connection with political candidates or partisan political activities. (Learn more about licensing and trademarks.)
• Student organizations shall not use IU funds on behalf of a candidate for public office in a political campaign or to influence the public legislature.

Organizations conducting ongoing or planned events that are designed to include or serve children/minors under the age of 18 are engaged in a Program Involving Children (PIC) and are subject to the Programs Involving Children Policy. Programs Involving Children must be registered to ensure legal and policy compliance. (Learn more about PIC.)

Staging and lights

If you are having an outdoor event that involves staging, lighting, or sound equipment to support bands, DJs, musical artists, spoken word artists, or an emcee, you must hire Stagehand Local Union 618 to set up, manage, and tear down any needed equipment. For Some outdoor venues are equipped with semi-permanent staging, lighting, and sound equipment. Once an event is approved and the venue confirmed, contact Mark Sarris at msarris@indiana.edu to make arrangements for your event.

Amplified sound

In order to prevent disruption to businesses, offices, and classes, amplified sound can be included in approved events during permitted times:

• No earlier than 6 p.m. Monday through Friday, except for 11 a.m.–1 p.m.
• No earlier than 9 a.m. Saturday and Sunday
• No later than 11 p.m. every night

In order to screen a movie in a public venue, rights to show the movie must be obtained. Here are some sources to consider:

• There are film companies like Swank Motion Pictures and Criterion Pictures where you can purchase the license and then send you a copy of the film. These services often have the newest releases.
• The IU Library has a database for films called Kanopy that mostly has independent films and documentaries. These are to be used only for IU faculty, staff, and students. You can stream to the IU community only and it would be free of cost.
• PBS: AV or Indexed Programs can be purchased. For example, the title will be listed as "The White House: Inside Story DVD-AV Item." Films are available at a reasonable cost from $30–$100 (depending on the series).

The University has an exclusive contract with Ticketmaster for any ticketed events on campus. IU Auditorium has a full-service box office to support ticketed events, and they can create, distribute, and manage sales. Ticket setup is prepared with the Director of Ticketing and Sales. For events outside the Auditorium that charge an admission, there is an $85 Administrative Fee and a Ticketing Fee of $1 per ticket ($200 minimum). Ticket scanners are also available for rental.  Contact tickets@iu.edu for more information. 

Nonsolicitation policy

This policy places certain restrictions on commercial solicitation within buildings and facilities as well as on the grounds of Indiana University campuses or under the operating authority of the University to ensure that university employees and students have the opportunity to perform their duties free from intrusions.

Requests to reserve campus space can only be made by a member of the sponsoring student organization, will be limited to certain campus locations, and will be reviewed by the Campus Space Committee. The student organization primary contact and advisor must submit a letter requesting the outside organization in order to reserve campus space.

The Campus Space Committee will review and approve or deny the request. The following limitations are placed on the types of vendors or entities your organization may partner with for a campus event:

• NO credit card companies
• In the event that IU has a contract for a specific product or service with a vendor, your organization may NOT sponsor other vendors who offer that same service or product

This policy does not apply to official, university-supported solicitations that are intended to address the university's broader mission to serve the community.

Outside organizations and for-profit agents

Students who are acting on behalf of their student organization AND as an employee of a for-profit company may not reserve campus space for their employer. A student organization unaffiliated with the vendor should act as sponsor.

While the outside vendor is set up on campus, a member of the sponsoring organization must be present with the outside vendor for the duration of the event in order to facilitate adherence to university policies. If a student organization sponsor is not present with the outside vendor, the outside vendor will be asked to leave campus space/property. The student organization may also be subject to sanctioning through the Office of Student Conduct

Individual members may not receive compensation directly from for-profit companies if acting as a representative of a student organization. Profits from partnerships must be distributed to the organization itself.

Welcome Week at Indiana University is a part of an invaluable orientation process and early transition period for new students. As such, the university wants to provide an optimal matriculation experience during that first week before classes begin.

There are often official volunteer opportunities for student groups to participate in Welcome Week and IU Guide Programs. Please contact First Year Experience for more information on ways groups can formally participate. Organizations interested in developing virtual programs or appropriate in-person events that align with the goals and purpose of Welcome Week may submit program proposals to the Office of First Year Experience using this form.

Student organizations are prohibited from hosting events, tabling, or distributing flyers or other materials for the express purpose of membership recruitment and/or social activities involving first year students during Welcome Week through the end of the IU Guides Program without prior approval from the Campus Space Committee.

Welcome Week concludes at the close of the IU Guides program on the first day of the fall semester. At that time student organizations may begin to have recruitment and social events.

All student organizations must comply with the university’s Licensing and Trademark Policy, which in part states:

• Self-Governed Student Organizations (SGSOs) are not permitted to use Indiana University’s trademarks, symbols, logos, mottoes, or depictions of campus buildings and landmarks. SGSOs may use the official SGSO mark.
• All goods and services, including those used as a fundraiser, or promotional products bearing university trademarks, including the IU-approved student organization branding elements, must be produced by a university licensee and submitted to the Office of Licensing and Trademarks for review and approval.
• Self-Governed Student Organizations (SGSOs) may only indicate an association with IU or with any specific IU unit in a locational sense (i.e., “Club at Indiana University”). “The Indiana University Club” or any similar use of other university marks (for example, “IU Club” or “Indiana Club”) is not acceptable and can never be used in any form, including as part of a top-level domain name or email address.

University Student Organizations (USOs) should work with the marketing personnel/units in their individual departments to make sure that they adhere to IU’s brand guidelines.

• Posting is prohibited on exterior walls and doors of campus buildings; on trees, light poles, and telephone poles; on library book drops and waste receptacles; on the ground, sidewalks, or bridges; on or inside elevators or bus passenger shelters; and at the Sample Gates.
• You must designate on each poster the sponsoring individual or group.
• If your poster advertises an activity, it must be removed within three days after the event has passed.
• Student orgs are limited to one poster per event in any single display area.
• Be sure to hang your posters and fliers in a university-approved space.

Academic and administrative buildings

Posters and fliers for bulletin boards must be approved by the department or office manager in the building’s central office.

Residence halls

Submit your posters or fliers to Residential Programs and Services, 801 N. Eagleson Avenue, for approval. As a courtesy, only two posters or fliers will be hung at each residence hall. Posting is prohibited in Union Street Center.

Indiana Memorial Union

• Hang up to five posters, no larger than 14x22 inches, on the Indiana Memorial Union bulletin boards in the Marquee Plaza tabling areas, between Whitfield Grill and Bowling and Billiards, and near Starbucks using tacks or pushpins only (no staples or tape).
• Advertise on T-stands placed throughout the Mezzanine and first floors. Reserve these in the Meeting Support and Reservations Office across from the Frangipani Room.
• Reserve table tents in the food court seating area by contacting the IMU Associate Directors Office at 855-3561.

Wells Library

• Hang your posters and fliers on the designated bulletin board near the down escalator. The board is cleared each Tuesday.
• The glass cases outside the Herman B Wells lobby entrances also are available. Drop off your posters and fliers to the Learning Commons–West Tower first floor reference desk.
• Additionally, you may register for a table to share information about your organization at InfoShare Day, the first Tuesday of each month.

Wooden kiosks

Promotional materials, including posters and fliers, placed on wooden kiosks do not require preapproval. There is one kiosk located behind the Jacobs School of Music addition.

The self-governed student organization (SGSO) shall, without exception, include the following statement in any of the SGSO’s written materials, as well as on all pages of any SGSO website or social media page:

“Although this organization has members who are Indiana University students and may have University employees associated or engaged in its activities and affairs, the organization is not a part of or an agency of the University. It is a separate and independent organization which is responsible for and manages its own activities and affairs. The University does not direct, supervise or control the organization and is not responsible for the organization’s contracts, acts or omissions.”

The SGSO will also include the following statement within the publication in a type and size that is clear and legible to the reader:

“[NAME OF SGSO], an independent student organization located at Indiana University, produced and is responsible for the content of this publication. This publication was not reviewed or approved by, nor does it necessarily express or reflect the policies or opinions of, Indiana University or its designated representatives.”

Chalking policies

Chalking is a temporary form of communication, typically used for meeting callouts or immediate responses to current events. Therefore, it is permitted only in open areas on horizontal surfaces, such as sidewalks and plazas, which can reasonably be expected to be reached by rain and are not covered by an overhang.

Chalking is prohibited in the following areas:

• On exterior facades of buildings
• On surfaces such as walls, columns, terrace-retaining walls, trees, limestone benches, or covered entry walkways into a building
• On steps or stairs attached to or leading toward any buildings
• Under any covered area, where the chalk will not be washed away by rainfall
• Within 10 feet of any door or building entrance
• Only water-soluble stick chalk (sidewalk chalk) is allowed. No spray chalk, chalk markers, paints (latex or oil based), or similar products may be used. 

Painting policies

• Painting is not permitted on any university property.
• The bridges on Eagleson Avenue are not university property and not subject to this policy.

All items bearing IU marks that are resold, including for fundraising purposes, are royalty bearing. An IU licensed vendor must be used to print all products bearing IU trademarks, names, logos, insignias, or identifiable properties. All uses of IU trademarks must adhere to the IU Licensing and Trademark Policy.

Student organizations can sell pre-purchased baked goods to raise funds. Student organizations hosting any event in which food will be served to the public on IU properties must submit a Temporary Food Service Application Form at least seven days before the event.

University units, including University Student Organizations (USOs), may conduct contests, drawings, or games for prizes to encourage attendance at or participation in events or activities, if the total value of all prizes offered at any event does not exceed $5,000. Vendors participating in a university event are also subject to the prize limit. Academic contests are exempt from the $5,000 prize limit.

In rare circumstances, a request may be made to award prizes with values that exceed the amounts identified here. Such exceptional requests must be submitted as proposals and obtain approval from the unit's financial officer, campus financial officer, the vice president and CFO, the vice president and general counsel, and the vice president for public affairs and government relations.

Raffles (i.e. the selling of tickets or chances to win a prize awarded through a random drawing) are prohibited. Bingo and poker and other similar games are prohibited if any prizes are awarded.

Read the full policy on drawings, games and prizes.

For Self Governed Student Organizations (SGSOs): Only organizations classified as tax-exempt under section 501 of the Internal Revenue Code, and which have been in existence for five years or more, are eligible to conduct a legal gaming event in Indiana. Gaming events are regulated by the State and require a gaming license or exemption, as well as post-event reporting. Raffles are not allowed on University Property. Refer to the Indiana Gaming Commission for more information.

University Student Organizations (USOs) should consult with their sponsoring department before entering into a partnership with any outside vendor or for-profit entity.

Self-Governed Student Organizations (SGSOs) may partner with outside vendors or for-profit entities on campus, provided they comply with the Non-Solicitation on Campus policy FIN-PURCH-12 with the following limitations:

• NO credit card companies
• NO alcohol or illegal substances

In the event that the university has an exclusive contract in place for a product or service with a specific vendor, student organizations must comply with any on-campus requirements to use such products or services.

Solicitations and partnerships with for-profit entities are prohibited during the Student Involvement Fair.

Student organizations may receive compensation when sponsoring the space reservation of a for-profit entity on campus.

Individual members may not receive compensation directly from for-profit companies if acting as a representative of a student organization. Profits from partnerships must be distributed to the organization itself.

An outside vendor or for-profit entity may use campus space only if they are sponsored by a registered student organization or IU department. Requests to reserve campus space for this purpose can only be made by a member of the sponsoring student organization, will be limited to certain campus locations, and will be reviewed by Student Involvement and Leadership. The student organization must submit a letter of approval of the sponsorship from its advisor, along with the Campus Event Registration Form.

With regard to any contract or agreement entered into by Self Governed Student Organizations, the organization shall include the following statement, initialed and dated by all parties of the contract or agreement:

[NAME OF ORGANIZATION], a party to this agreement, is an independent student organization and is neither a unit of Indiana University nor an agent of Indiana University for any purpose. [NAME OF ORGANIZATION] is not authorized to commit Indiana University contractually and therefore this agreement does not contain the commitment of, and is not in any manner binding upon or enforceable against, Indiana University.

University Student Organizations (USOs) must work with their sponsoring University department to plan fundraising activities. Departments must obtain approval for all fundraising activities from Treasury Operations through a Revenue Producing Activity Questionnaire process. In addition, any person handling money for deposit in University accounts must complete a Revenue Processing Training program or tutorial. Check with your advisor or your department’s fiscal office for more information.