KAPLAN UNIVERSITY OFFICE OF STUDENT LIFE HANDBOOK FOR REGISTERED STUDENT ORGANIZATIONS

KAPLAN UNIVERSITY OFFICE OF STUDENT LIFE HANDBOOK FOR REGISTERED STUDENT ORGANIZATIONS 1 P age

Table of Contents Introduction... 3 Principles Guiding the Office of Student Life...3 Mission Statement... 3 Vision... 3 Goals... 3 Registered Student Organization (RSO) General Information...4 Use of Kaplan University and Other Facilities...4 Changes to the Handbook and Appeals...4 Registered Student Organizations... 5 The Registration Process...5 Recognition of RSOs...5 Procedures for Obtaining and Maintaining RSO Status at Kaplan University... 5 Preliminary Requirements... 5 Standard Requirements... 6 Timeline of Accountability... 6 Service RSOs... 7 Probationary and Inactive Status for RSOs... 7 Conditions for Recognition of All RSOs... 8 Benefits of RSOs... 8 Responsibilities of RSOs... 8 Annual Student Organization Fair...9 Leadership Within RSOs...9 Student Officers and the Executive Board... 9 Elections and the Election Process... 9 Term Requirements for All Student Officers... 10 Responsibilities of Elected Officers... 11 RSO Advisors... 11 Glossary of Terms... 13 Registered Student Organization Constitution Template... 15 Executive Board and RSO Advisor Contact Sheet... 19 RSO Audit Checklist... 20 Student Officer Audit Checklist... 22 RSO Meeting Agenda Template... 23 RSO Meeting Minutes Template... 24 RSO Event Report Form... 26 SRSO Service Hours Form... 28 Biannual RSO Advisor Report Form... 29 2 P age

Introduction The Office of Student Life at Kaplan University is a department that strives to offer programs and services for students to engage outside the classroom and provide both personal and professional growth opportunities. This handbook is intended to outline the policies, procedures, and expectations for students, advisors, and student organizations that are registered with Kaplan University. The information contained in the handbook is designed to help student organizations thrive at Kaplan University, to clarify expectations that the University has for its Registered Student Organizations (RSOs), and to provide consistency for the operations and support that the Office of Student Life provides to the students, advisors, and RSOs engaging within our department. This handbook is not intended to replace the Kaplan University Student Handbook, but instead serve as an additional guide for RSOs. Principles Guiding the Office of Student Life: Mission Statement: The Office of Student Life provides opportunities for students to engage in programs and services that foster personal and professional growth and enhance their educational and career goals. Vision: To be a leader in providing programs that enhance the lives of students in a distance learning environment. Goals: Provide opportunities for students to further engage within their program of study. Provide leadership opportunities that will enhance their professional experience. Introduce activities and opportunities that encourage school spirit and help students create a sense of pride in their institution. Assist in helping students build lasting relationships. Provide opportunities to develop life skills. 3 P age

Registered Student Organization General Information Registered Student Organizations* (RSOs) provide students with a variety of opportunities to explore academic, professional, political, social, cultural, recreational, and community service interests. Participation in such organizations allows students to develop interpersonal, organizational and leadership skills in a supportive yet challenging environment. The Office of Student Life is responsible for overseeing all RSOs with Kaplan University. The Office of Student Life Manager and Specialists serve as the main point of contact for chapters, organization advisors, and students/faculty declaring intent to charter an organization. The Office of Student Life is also responsible for ensuring chapters comply with University listed policies. Student organizations are recognized by the Office of Student Life as an RSO once they provide our office with the appropriate documentation required upon request for a new interest group or returning organization, as well as meet and maintain the conditions required of all RSOs. Use of Kaplan University and Other Facilities Due to the online nature of the University, the request to use the Kaplan University facilities may be rare. However, RSOs may inquire about campus space for an activity or event. If approved to host an event on site, the attendance of a staff or faculty member will be required for admission into the facility. Changes to the Handbook and Appeals Kaplan University reserves the right to make changes and additions to the information in this publication without notice. Major policy and procedure changes that may impact RSOs will be made available to the chapter president and organization advisor of an RSO at least 10 business days prior to the effective date of the change. RSO representatives may make an appeal in writing prior to the change taking place. Appeals will be reviewed by the Office of Student Life and responded to within a few days. Questions, suggestions, corrections, or additions with regard to the information in this handbook should be sent to the Office of Student Life at StudentLife@kaplan.edu. 4 P age

Registered Student Organizations The Registration Process Organizations seeking initial recognition or restarting a former chapter/group at Kaplan University must complete a New Registered Student Organization Startup Packet and submit the completed packet, which will then be reviewed by the Office of Student Life and considered for RSO status. Already established organizations must meet the conditions required of all RSOs, as defined in the following section: Procedures for Obtaining and Maintaining RSO Status at Kaplan University (found on pages 5 and 6). Recognition of RSOs 1. Procedures for Obtaining and Maintaining RSO Status at Kaplan University a. Any organization seeking recognition at Kaplan University must first communicate their intentions with the Office of Student Life. Upon receiving an email notification, a Student Life representative* will then contact the individual(s) to discuss the start up process and provide the New Registered Student Organization Startup Packet to the interested individual(s). The Office of Student Life will review all New Registered Student Organization Startup Packets between the dates of October 1 and December 1 of each year. b. Preliminary Requirements* for an RSO: These requirements must be met no later than June 30 of the year in order for an organization to remain an officially recognized RSO. Once the preliminary requirements are met, the Office of Student Life will help promote the RSO, including creating a Facebook group and opening the organization to registration for all eligible members. Please see the Timeline of Accountability section (page 6) for details on when the preliminary requirements need to be met. Must have an RSO Advisor* who has prior experience as an advisor or is a full time or part time instructor. Exceptions may be granted by the Office of Student Life. Must have a basic executive board* that consists of a president, vice president, and secretary (details of positions are listed on page 10). Only active students shall be eligible to serve as appointed or elected student officers*, except under special circumstances as approved by their assigned Student Life representative. RSOs may establish and apply additional eligibility criteria and/or positions for appointed officers. Have a minimum of six (6) active student members*. The group cannot be wholly comprised of non active students or Kaplan University faculty or administrators. Must have a valid constitution, which is voted on by the membership and signed by the executive board each year. The Office of Student Life must be notified of any constitutional changes that occur. Must have a community room* that is kept up to date and used to inform members of the RSO about upcoming events, meetings, necessary documents, etc. 5 P age

c. Standard Requirements* for an RSO: These requirements must be met no later than December 31 of the calendar year in order for an organization to remain an officially recognized RSO, in addition to meeting all of the preliminary requirements. Please see the Timeline of Accountability section (page 6) for details on when the standard requirements need to be met. Must complete a minimum of 6 chapter meetings* per year. Additionally, meeting agenda* and meeting minutes* (templates found on pages 23 and 24) must be submitted by the secretary within the week following the meeting via email to the organization s Student Life representative, as well as posted to that organization s community room. Must complete a minimum of 6 executive board meetings* per year. Additionally, meeting agenda and meeting minutes must be submitted by the secretary of the organization within the week following the meeting via email to that organization s Student Life representative. Must complete a minimum of 4 events* per year. Examples of events can include, but are not limited to, fundraisers, guest speakers, radio shows, book drives, etc. Chapter meetings are not considered events; if a chapter meeting is accompanied by a guest speaker, for example, the guest speaker is considered the event, and the chapter meeting must be completed with an agenda and minutes. The Student Organization Fair (details can be found on page 9) is considered an event and will be counted toward the minimum requirement. Must complete a minimum of 4 event reports* submitted per year. These event reports will follow the format provided by the Office of Student Life and will be written by the event chair* (whether a student officer of the organization or a member) and submitted to the Office of Student Life within the week following the event. The event report template can be found on page 25. The election process* must fall between November 15 and January 15, with the executive board in place by January 15 of each year. The Office of Student Life must be provided with the list of officers by January 15. The election process can be found on page 9. d. Timeline of Accountability for RSOs RSOs have 6 months to meet preliminary requirements; all preliminary requirements must be met by June 30 of the calendar year. o If requirements are not met, the RSO will become inactive*. o A five month audit and update will be completed by the Office of Student Life (typically in May of each calendar year), and submitted to the RSO Advisor and executive board of the organization. An audit checklist can be found on page 19. RSOs have 12 months to meet standard requirements; all standard requirements must be met by December 31 of the calendar year. o If requirements are not met, the RSO will go into probation* for the following calendar year. o An eleven month audit and update will be completed by the Office of Student Life (typically in November of each calendar year), and submitted to the RSO 6 P age

Advisor and executive board of the organization. An audit checklist can be found on page 19. 2. Service Registered Student Organizations* (SRSOs) a. What SRSOs are: Organizations which primarily focus on philanthropic initiatives that benefit Kaplan University and both local and global communities will be considered SRSOs. SRSOs are a subset of RSOs and follow all requirements listed for RSOs in addition to service requirements. Organizations select the option to register with the Office of Student Life as a SRSO when completing the New Registered Student Organization Startup Packet. b. Expectations These expectations are in addition to all RSO preliminary and standard requirements listed on pages 5 6 of this handbook. SRSOs must include their service goals in their mission statement within the constitution. SRSOs must complete a minimum of 60 service hours* per year. These hours are collected (using the form on page 28 of this handbook) and then submitted to the Office of Student Life. They should be submitted by the individual who completed the hours, or by the service chair*when the project was a group effort. o Group service projects also require the submission of an event report form (found on page 26 of this handbook). o Forms must be submitted within the week following the completion of the project. o Charitable donations cannot be counted toward required service hours. SRSOs that do not meet the minimum requirement of 60 service hours per year (even if the RSO preliminary and standard requirements have been met) will be moved into inactive status. 3. Probationary and Inactive Status for RSOs a. Overview of Status Types: Probation: If the RSO does not meet standard requirements within 12 months from the formation of the RSO or following a year of active status, it will go into probationary status. If the RSO does not rectify the probationary status by meeting the 12 months goals in the following year, it will then be moved into inactive status. Inactive: If an RSO does not meet preliminary goals within 6 months from the formation of the RSO or following a year of active status, it will go into inactive status. If an RSO does not rectify a probationary status by meeting the 12 months goals in the following year, it will then be moved into inactive status. Inactive organizations cannot reapply for active status again until the submission period (October) for new and restarting RSOs. b. RSOs that become inactive will have their Kaplan University community room space closed, their Facebook Page/Group suspended, their name removed from all Kaplan University publications, and (if applicable) will not be recognized during the graduation ceremony through regalia. 7 P age

4. Conditions of Recognition of All RSOs a. No RSO obtaining or maintaining registration from Kaplan University shall discriminate on the basis of age, ancestry, color, disability or handicap, national origin, race, religious creed, gender, sexual orientation, or veteran status with respect to membership. Attendance and participation in these RSOs are open to students and/or Kaplan University alumni, faculty, or staff who comply with Kaplan University s nondiscrimination policies as noted on page 21 of the Kaplan University Catalog. b. The purpose and/or functions of an RSO seeking registration status must not duplicate those of an existing RSO. c. The purpose or purposes of an RSO must not conflict with the educational function of Kaplan University. It is incumbent upon any persons presenting objections to the application for registration or renewal of an RSO to demonstrate how and in what manner the registration or renewal of that RSO would conflict with the educational functions or established policies at Kaplan University. d. An RSO must at all times conduct itself consistently with the policies, procedures, rules, and regulations of Kaplan University and the Office of Student Life. e. RSOs may not engage in hazing activities. Hazing is defined as any action or situation that recklessly or intentionally endangers the mental or physical health or safety of a student or that willfully destroys or removes public or private property for the purpose of initiation or admission into or affiliation with, or as a condition for, continued membership in any RSO. Any RSO and/or student that participates in hazing will be subject to disciplinary action. f. RSOs must meet independently of class times. 5. Benefits of RSOs a. Cooperation and assistance of Kaplan University staff. b. Permission to use the name Kaplan University in connection with its approved programs and activities. No RSO, however, shall advertise or promote its programs or activities in a manner that suggests that the function is sponsored by the University unless approved by administration. c. Use of University resources subject to the established written rules governing them which includes: Access to various forms of free publicity offered by Kaplan University and the Office of Student Life Access to communication resources offered by the Office of Student Life Access to an interactive community room to conduct RSO business d. Right to recruit new members from the active student body (must meet RSO requirements for membership). e. In exchange for these benefits, each RSO must abide by all applicable laws, as well as all Kaplan University policies, procedures, rules, and regulations, as explained below. 6. Responsibilities of RSOs a. The RSO, including its officers and individual members, must conduct its affairs according to Kaplan University policies, rules, regulations, and the provisions stated in the constitution of the RSO. b. An RSO must maintain an updated constitution and membership list, and must cooperate with any reasonable requests and initiatives from Kaplan University. c. Student officers of an RSO will be held accountable for the programs and activities sponsored by the RSO in the event that the RSO and/ or its members violate established University policies, 8 P age

procedures, rules, and regulations. d. An RSO must ensure that all programs and activities sponsored by the RSO comply with all applicable local, state, and federal laws, as well as with Kaplan University policies, procedures, rules, and regulations. e. An RSO is responsible for maintaining contact with their approved RSO Advisor(s) to share information on initiatives, personnel, and activities of the RSO. f. The RSO must ensure that all eligible student members within the Kaplan University community, including those with disabilities, are able to contribute and benefit from all programs and activities sponsored by the RSO. g. The RSO is responsible for appropriate supervision of its events, including ensuring the safe operation of its meeting, programs, and other activities. Annual Student Organization Fair 1. Student Organization Fair a. Participation in the annual Student Organization Fair, typically held over the course of a few days during the month of October, is required of all RSOs. The Student Organization Fair is an event that should be applied toward the four events a year requirement listed in the Standard Requirements section of this handbook (page 6). Each RSO will prepare a presentation that will be shared with potential members and Kaplan University students, providing information about the organization including eligibility requirements past events and activities, topics typically discussed in chapter/membership meetings, upcoming events and activities, details on how to join, and more. The Office of Student Life requires that these presentations be prepared and submitted to the organization s Student Life representative two weeks prior to the Student Organization Fair for approval. The Office of Student Life will work with each organization to select the date and time the presentation will be shared during the Student Organization Fair. As this is an event that falls with the standard requirements for an RSO, an event report is also required to be submitted to the Office of Student Life within the week following the event. Event report template can be found on page 25. Leadership Within RSOs 1. Student Officers and the Executive Board a. Elections and the Election Process An election must be held each calendar year to determine the executive board (made up of the elected student officers) of an RSO. An elected officer of an RSO will hold their position for a term, which begins January 15 of the calendar year and ends January 14 of the following calendar year. If there are national organization specifications for chapter 9 P age

elections, the RSO will work with the Office of Student Life to follow an accepted alternate election process. o The election will be held in a manner that allows all active student members of the RSO an opportunity to vote on the candidates. o The election period is what shapes the timeline for the entire RSO. Those RSOs that follow an accepted alternate election process will then follow an accepted alternate timeline, as agreed upon by the Office of Student Life. Officers must remain in active student status through September 30, at minimum, in order to be eligible for a leadership position. If an officer leaves during a term (their student status changes, they chose to leave, etc.), there is a hierarchy within the positions to replace/fill empty roles. The secretary fulfills the vice president role; the vice president fulfills the president role. Any other hierarchy of additional roles created by an RSO is to be determined by that RSO and included in its constitution. o If hierarchy doesn t meet bare requirements (secretary, vice president, president roles all filled), there will either be an appointment selected by the RSO Advisor and executive board to fill the positions or special elections will be held to fill the position for the remainder of the term only. b. Term Requirements for All Student Officers All candidates for office must have a minimum 3.0 cumulative grade point average (CGPA) when they are running for a position, and should strive to maintain that CGPA throughout their term. Student officers that have a CGPA that drops below a 3.0 will have to speak with their RSO Advisor and Student Life representative to discuss their status as an officer. An officer must remain in active student status through September 30 at minimum in order to be eligible for a leadership position. If they are scheduled to graduate from their program prior to that date, they are ineligible for an officer position in the RSO. Officers can only miss one executive board meeting and one chapter meeting per position term (calendar year). Any additional missed meetings may be cause for dismissal from their role as an officer. All officers are required to complete LEAD 101 training* and all other trainings determined by the Office of Student Life. These trainings and subsequent training worksheets* will be provided by the RSO s designated Student Life representative after the Office of Student Life has received the list of elected officers by January 15. Worksheets for all associated trainings must be submitted within two weeks of receiving the trainings. This includes viewing the trainings and completing the provided worksheets to the best of the individual s ability. Failure to complete the worksheets in serious and accurate manner will result in a conversation with the RSO Advisor and Student Life representative, and possible dismissal from their role as an officer. The Office of Student Life will be completing audits on all officers to determine that they are maintaining the requirements of both their specific position and of all student 10 P age

officers in general. These audits will be completed by the Office of Student Life during the RSO audits, typically in both May and November of each year. c. Responsibilities of Elected Officers President o Must complete all student leader trainings provided by the Office of Student Life. o Facilitate e board and chapter meetings; required attendance at e board and chapter meetings. o Required attendance at quarterly Council of Chapter Officers and Advisors (CoCO&A) meetings. o Ensure that agenda is created and distributed for all e board and chapter meetings. o Confirm the success of the chapter by ensuring the minimum requirements for an RSO are met, as well as any applicable national requirements. Vice President o Must complete all student leader trainings provided by the Office of Student Life. o In president s absence, facilitate e board and chapter meetings. o Required attendance at e board and chapter meetings and quarterly CoCO&A meetings. o Check in with committees (when applicable) and facilitate communication between those committees and the membership as a whole. o Responsible for the coordination of election process for e board for the upcoming calendar year. Secretary o Must complete all student leader trainings provided by the Office of Student Life. o In president s and vice president s absence, facilitate e board and chapter meetings. o Required attendance at e board and chapter meetings and quarterly CoCO&A meetings. o Must keep detailed minutes of all e board and chapter meetings and distribute to members, leaders, and the Office of Student Life within the week following the meeting. o Works with RSO Aadvisor to update community classroom and provide all necessary information to the RSO Advisor in a timely manner. o Responsible for keeping the calendar for the RSO updated, accurate, and easily available to members (meetings, events, etc.). 2. RSO Advisors a. RSO Advisors must be a full time or adjunct instructor at Kaplan University. Exceptions may be granted by the Office of Student Life if the candidate is proven to be a benefit to the development of the RSO and its members. RSO Advisors must agree to the requirements set forth for them, and confirm their continued desire to serve as an advisor on an annual basis. RSO Advisors are asked to work with the officers in their RSO and identify annual goals for the RSO. 11 P age

RSO Advisors must commit to the position for a minimum of one full calendar year with the RSO. The RSO Advisor should expect to average around 6 to10 hours a month assisting the needs of their RSO, though this amount may vary based on the individual RSO. b. RSO Advisor Expectations and Responsibilities RSO Advisors are strongly encouraged to review all enrichment modules created by the Office of Student Life specific to topics relating to their position. These modules will be provided by the RSO s designated Student Life representative. Ensure community room is up to date with chapter details in a timely manner. Act as primary mediator for any issues, questions, concerns, and/or disputes that may arise in the RSO. Using the Adobe Connect account assigned by the Office of Student Life, host RSO meetings, and/or provide leaders with capabilities to do so on their own. Respond to RSO communications within 48 business hours. RSO Advisors must provide a backup contact if unable to do so (while on vacation, etc.) and should alert student officers and members to alternate point person for the timeframe. Familiarize themselves with all Kaplan University and Office of Student Life policies and the RSO s constitution. Must give the Office of Student Life at least two weeks notice if no longer able to fulfill position requirements. Attendance o RSO Advisors can only miss 2 executive board meetings per year. Any additional missed meetings may be cause for dismissal from their role as the RSO Advisor. o Required attendance at quarterly CoCO&A meetings. Biannual RSO reports (form can be found on page 29 of this handbook) o Must be submitted by the RSO Advisor to the Office of Student Life in May and November of each year. 12 P age

Glossary of Terms Active Student Members: Kaplan University students eligible to join clubs and honor societies. Students in school enrollment statuses of active, reenroll, reentry prior drop, probation, and leave of absence all denote active status. Chapter Meetings: Regularly scheduled meetings for an RSO where the leadership team and RSO Advisor(s) are able to share relevant information with members. Meetings are generally held in a designated Adobe Connect room and recorded for the benefit of absent members. Community Room: RSO meeting space designated for membership engagement. It gives the group the opportunity to communicate event and meeting times, post RSO announcements, engage in group discussion, and post resources for the membership. Community rooms are accessed via the Academic Enrichment tab of KU Campus and are denoted as self pace terms (SPT) in CampusVue. Council of Chapter Officers and Advisors (CoCO&A) Meetings: Quarterly meetings hosted by the Office of Student Life with required attendance by executive board members and RSO Advisors. Election Process: This is the required process that must be followed on an annual basis in order to determine the members of the executive board of the RSO. Elections must be held in a manner that allows all active student members of an RSO the opportunity to vote on candidates. All candidates must be elected into place to begin their term by January 15. Events: Engagement opportunities for membership and leadership development created and hosted by RSOs. Required as a part of the RSO standard requirements. Event Chair: A member of an RSO who volunteers to take on the organization and production of an RSO event. This person is responsible for the details of the event, working with the RSO Advisor and executive board to execute the event, and completing the event report and submitting it accordingly. Student can be an executive board member of the RSO, but is not required in order to volunteer as event chair. Event Reports: Forms (provided on page 26 of the appendix) that must be completed following any RSO event. The reports include details about the event, the time/location, the participants, and the outcomes; they are completed and submitted by the event chair. Required as a part of the RSO standard requirements. Executive Board: Annually elected members of the RSO charged with the responsibility of overseeing the RSOs operations which include the required positions of president, vice president, and secretary. Additional board positions can be created but at the discretion of the RSO. Executive Board Meeting: Leadership meetings with the intention for student officers to develop and plan for chapter and membership opportunities for engagement. Required as a part of the RSO standard requirements. Inactive: An RSO that does not meet the preliminary and/or standard requirements of an RSO. RSOs that become inactive will have their Kaplan University community room space closed, their Facebook Page/Group suspended, their name removed from all Kaplan University publications, and (if applicable) will not be recognized during the graduation ceremony through regalia. Inactive organizations cannot reapply for active status again until the submission period for new and restarting RSOs. LEAD 101 Training: This is the required training developed by the Office of Student Life for all student officers. They must complete the training no later than March 1 of each year or they will be dismissed from their role within an RSO. LEAD 101 will be provided to each individual officer by their RSO s Student Life representative, typically via email, and will consist of the training presentation, all necessary documents, instructions for completion (including the specific due date), and the required training worksheet. Meeting Agenda: Previously proposed and agreed upon items up for discussion or announcement in both leadership and chapter meetings of an RSO. 13 P age

Meeting Minutes: Documented details of chapter and leadership meetings for an RSO. The club or honor society secretary is responsible for composing, editing, and sharing meeting minutes with leadership, membership, and the Office of Student Life. Meeting minutes should be approved and archived at subsequent meetings. Preliminary Requirements: Initial requirements any RSO must meet to be become and maintain recognition as an RSO under the Office of Student Life. These requirements must be fulfilled in the first 6 months of a calendar year. Probation: When an RSO does not meet standard requirements within 12 months from the formation of the RSO or following a calendar year of active status, it will go into probationary status. RSOs in probationary status must meet the preliminary and standard requirements in the following year in order to avoid being moved into inactive status. Registered Student Organization: Affiliated with, but not official units of, Kaplan University. As a condition for establishment of the affiliation relationship, the named RSO agrees to abide by all University regulations. RSOs establish their affiliation with Kaplan University through the Office of Student Life and once approved must maintain standard requirements each calendar year. RSO Advisor: A student RSO Advisor is a faculty or staff member who provides support and guidance to officers and members of an RSO. The RSO Advisor not only serves as a representative of the group in an official capacity, but also as a student advocate. An RSO Advisor is one who gives ideas, shares insight, and provides a different perspective and encouragement. Standard Requirements: Minimum requirements for an RSO to remain in good standing with the Office of Student Life. These requirements must be fulfilled in a given calendar year. Service Chair: A member of an SRSO who volunteers to take on the organization and production of a group service project. This person is responsible for completing the service hours form and submitting it accordingly. Student can be an executive board member of the SRSO, but is not required in order to volunteer as service chair. Service Hours: Service hours are the number of hours of community service work that a Service Registered Student Organization is required to complete in a calendar year. Service Registered Student Organization (SRSO): Organizations that primarily focus on philanthropic initiatives that benefit Kaplan University and local and global communities. These organizations select the option to register through the Office of Student Life as an SRSO, which has a requirement of 60 service hours per year in addition to all RSO requirements. Student Life Representative: The Office of Student Life staff member (either a Student Life Specialist or the Manager) designated to serve as the RSO s point of contact when additional support and advice is needed outside the capabilities of the RSO Advisor. Student Officer(s): An individual member of the RSO with active student status at Kaplan University elected to serve on the executive board. Training Worksheets: Training worksheets are created by the Office of Student Life and provided in conjunction with LEAD 101 Training, as well as any other training the Office of Student Life deems necessary. Worksheets for all associated trainings are required of each student officer and must be submitted within two weeks of receiving the trainings. Failure to complete the worksheet(s) in serious and accurate manner will result in a conversation with the RSO Advisor and Student Life representative, and possible dismissal from their role as an officer. 14 P age

Registered Student Organization Constitution Template Registered Student Organizations (RSOs) at Kaplan University are required to have an approved constitution to help provide purpose, structure, and understanding between all parties associated with the organization. The information below serves as a guide to creating a constitution, and each article addresses information that must be included in the organization. RSOs that are affiliated with national organizations outside Kaplan University should ensure their constitution is aligned with the expectations and requirements of that national organization, as well as those of Kaplan University. RSOs are required to review their constitution annually, have the membership vote on the document, and then signed by the executive board prior to being submitted to the Office of Student Life. They must also submit any revisions to the Office of Student Life prior to implementation of any new policies or procedures. If you have any specific questions, or would like assistance in developing a constitution for your organization, please contact a Student Life representative by sending an email to studentlife@kaplan.edu. ARTICLE I: NAME, AFFILIATION, AND MISSION Section A: Name The name of this RSO shall be [insert name]. Section B: Affiliation This RSO is affiliated with [insert name]. The rules and regulations of the national organization shall be followed when not inconsistent with this constitution. Section C: Mission [Insert the mission statement for the RSO. The Office of Student Life can help you to create/write a mission statement. Send your request to studentlife@kaplan.edu]. ARTICLE II: MEMBERSHIP Section A: Eligibility Membership shall be open to [insert any specific membership qualifications (i.e.: major, # of credits, GPA)] upon registration with the Office of Student Life and payment, if required. Section B: Non Discrimination Statement Individuals shall not be excluded from membership on the basis of any protected class including (but not limited to) age, race, gender, disability, national origin, religion, sexual orientation, or military service. [This section MUST be included in all RSO constitutions, and cannot be edited to remove any group or protected class.] 15 P age

ARTICLE III: OFFICERS Section A: Officers Officer positions shall include a president, vice president, and secretary. One student may not hold multiple officer positions at the same time. [Insert additional officer positions required to meet the needs of your RSO.] Section B: Eligibility In addition to the term requirements set by the Office of Student Life for the student officers (see page 10 of Student Life Handbook for additional details) of an RSO, officers must also [If applicable, please insert requirements specific to the RSO that applicants must meet to serve as an officer.] Section C: Elections The election process must fall between November 15 and January 15, with the executive board in place by January 15 each year. Officers shall be elected by electronic balloting [RSO can elaborate on election process if necessary]. The vice president is required to initiate the election process and if additional assistance is needed, they should connect with their Student Life representative. Once officers are elected, this information should be given to the Student Life representative via the executive board contact information sheet (found on page 19 of the Student Life Handbook). Section D: Term An elected officer of an RSO will hold their position for a 12 month term. (see page 10 of the Student Life Handbook for additional details). Section E: Vacancy If an officer leaves during a term (their student status changes, they chose to leave, etc.), there is a hierarchy within the positions to replace/fill empty roles. The secretary fulfills the vice president role; the vice president fulfills the president role. RSO can include any other hierarchy of additional roles created. If hierarchy doesn t meet bare minimum requirements (secretary, vice president, president roles all filled), the following succession plan will apply using the remaining officers [if applicable, please insert details]. If a process does not exist, then the RSO can adopt the general practice for filling empty executive board positions (see page 10 of the Student Life Handbook for additional details). Section F: Responsibilities of Elected Officers President, vice president, and secretary responsibilities are listed on page 10 of the Student Life Handbook. [Insert additional officer responsibilities required to meet the needs of your RSO, including responsibilities of any additional officer positions.] 16 P age

ARTICLE IV: EXECUTIVE BOARD Section A: Responsibility The executive board is responsible for overseeing the RSO and entire membership, and upholding the bylaws of Kaplan University. Section B: Membership This committee shall consist of the officers as listed in Article III and the RSO Advisor. Section C: Meetings Per the Student Life Handbook, the executive board must complete a minimum of six (6) executive board meetings per year (dates to be decided upon by the RSO s executive board and RSO Advisor). ARTICLE V: MEETINGS Section A: Meetings Per the Student Life Handbook, [RSO name] must complete a minimum of 6 chapter meetings per year (dates to be decided upon by the RSO). Section B: Special Meetings Special meetings may be called by the president, with the approval of the executive board and RSO Advisor. Section C: Voting Only active Kaplan University students registered with the RSO are eligible to vote on matters affecting the RSO. Matters requiring a membership vote (i.e.: elections, additions/edits/deletions to the constitution or bylaws) require notice of the meeting to be sent to the entire membership at least 14 days prior to the vote. Section D: Parliamentary Authority Robert s Rules of Orders can be used to govern this RSO in all cases to which they are applicable and in which they are not inconsistent with these bylaws. ARTICLE VI: RSO ADVISOR Section A: Responsibilities of RSO Advisor The RSO Advisor responsibilities are listed on page 11 of the Student Life Handbook. Section B: Term The RSO Advisor shall serve for a minimum of one calendar year. 17 P age

ARTICLE VII: COMMITTEES Section A: Committees All potential committee formation proposals should be brought to the attention of the elected vice president, who will then present the idea to the executive board and membership as a whole. If the RSO votes to install the committee, those committees will be responsible for providing the vice president with progress reports and updates. ARTICLE VIII: AMENDMENTS AND REVISIONS Section A: Selection These bylaws may be amended through the voting procedures outlined in Article V. Section B: Notice All members shall receive advance notice of the proposed amendment or changes in writing at least five days before the meeting. Signed and Approved by Registered Student Organization Advisor and Officers Electronically signing and approving this document by including your name and email address also represents an agreement to the policies outlined in the Student Life Handbook President (Name and Email): Date of agreement: Vice President (Name and Email): Date of agreement: Secretary (Name and Email): Date of agreement: Other Officers: (Name and Email): Date of agreement: (Repeat as necessary) RSO Advisor (Name and Email): Date of agreement: 18 P age

Executive Board and RSO Advisor Contact Sheet: This form is to be submitted to the Office of Student Life no later than January 15 following the election of a new executive board. It should be updated and resubmitted anytime there are changes to the information listed. President Name: Preferred Email: Kaplan University Email: Phone Number: Vice President Name: Preferred Email: Kaplan University Email: Phone Number: Secretary Name: Preferred Email: Kaplan University Email: Phone Number: Other Officers Name: Preferred Email: Kaplan University Email: Phone Number: (repeat as necessary) RSO Advisor Name: Preferred Email: Kaplan University Email: Phone Number: 19 P age

RSO Audit Checklist: This checklist is to be used by your RSO for your own records. It does not need to be submitted to the Office of Student Life, but is meant to be a reference for the audit the Office of Student Life will complete twice a calendar year. Preliminary Requirements (to be met no later than June 30 of each calendar year): Requirement: Completed (Yes/No): Date Completed: RSO Advisor Executive board that consists of student officers in at least the following roles: executive board/rso Advisor. Contact Information Sheet submitted to the Office of Student Life no later than January 15. o President o Vice President o Secretary A minimum of six active student members Constitution updated and voted on by the membership, signed by the executive board Community room up to date content, informationsharing, calendar of RSO events, meetings, etc. Standard Requirements (to be met no later than December 31 of each calendar year): Requirement: Completed (Yes/No): Date Completed: All preliminary requirements must still be met Minimum of 6 chapter meetings completed, with meeting agendas and minutes submitted to the Office of Student Life and the community room within the week following the meeting o Chapter Meeting 1 Agenda 1 Minutes 1 o Chapter Meeting 2 Agenda 2 Minutes 2 o Chapter Meeting 3 Agenda 3 Minutes 3 o Chapter Meeting 4 Agenda 4 Minutes 4 o Chapter Meeting 5 Agenda 5 Minutes 5 o Chapter Meeting 6 Agenda 6 Minutes 6 Minimum of 6 executive board meetings completed, with meeting agendas and minutes submitted to the Office of Student Life and the community room within the week following the meeting 20 P age

o E Board Meeting 1 Agenda 1 Minutes 1 o E Board Meeting 2 Agenda 2 Minutes 2 o E Board Meeting 3 Agenda 3 Minutes 3 o E Board Meeting 4 Agenda 4 Minutes 4 o E Board Meeting 5 Agenda 5 Minutes 5 o E Board Meeting 6 Agenda 6 Minutes 6 Minimum of 4 events completed, with a minimum of 4 event reports submitted to the Office of Student Life and the community room within the week following the event by the event chair o Event 1 Event Report 1 o Event 2 Event Report 2 o Event 3 Event Report 3 o Event 4 Event Report 4 Election process that falls between November 15 and January 14 SRSO Requirements (to be met no later than December 31 of each calendar year): A minimum of 60 service hours completed by the SRSO as a whole 21 P age

Student Officer Audit Checklist: This checklist is to be used by your RSO for your own records. It does not need to be submitted to the Office of Student Life, but is meant to be a reference for the audit the Office of Student Life will complete twice a calendar year. President: Requirements: Complete (Y/N): Date Completed: 3.0 minimum CGPA Active student status through September 30 Maximum of one chapter meeting missed o Missed meeting (if applicable) Maximum of one executive board meeting missed o Missed meeting (if applicable) LEAD 101 Training completed no later than March 1 LEAD 101 Training worksheet completed no later than March 1 Attendance at quarterly CoCO&A meetings Assurance that agendas for all chapter/executive board meetings are created, distributed, and submitted (see RSO Audit Checklist for reference on meetings/agendas) Vice President: Requirements: Complete (Y/N): Date Completed: 3.0 minimum CGPA Active student status through September 30 Maximum of one chapter meeting missed o Missed meeting (if applicable) Maximum of one executive board meeting missed o Missed meeting (if applicable) LEAD 101 Training completed no later than March 1 LEAD 101 Training worksheet completed no later than March 1 Attendance at quarterly CoCO&A meetings Election process coordination and completion by January 15 end of vice president s term (please see RSO Audit Checklist for reference on the election process) Secretary: Requirements: Complete (Y/N): Date Completed: 3.0 minimum CGPA Active student status through September 30 Maximum of one chapter meeting missed o Missed meeting (if applicable) Maximum of one executive board meeting missed o Missed meeting (if applicable) LEAD 101 Training completed no later than March 1 LEAD 101 Training worksheet completed no later than March 1 Attendance at quarterly CoCO&A meetings Assurance that minutes for all chapter/executive board meetings are created, distributed, and submitted within the week following each meeting (see RSO Audit Checklist for reference on meetings/agendas) Updated community room and calendar for RSO meetings/events/details (please see RSO Audit Checklist for reference on community room use) 22 P age

RSO Meeting Agenda Template Please use this as a guideline for creating an agenda for executive board and chapter meetings. MEETING LOCATION: (Meeting Link) (RSO) (Executive Board/Chapter) Meeting Agenda (Date) (Time) 1. President s Remarks a. Approval of previous meeting minutes 2. Vice President Report a. Programming recap b. Committee report 3. Old Business (previously discussed topics) 4. New Business (topics submitted and approved prior to meeting) 5. Next Meeting (date/time) 23 P age

RSO Meeting Minutes Template Please use this as a guideline for minute taking during executive board and chapter meetings. RSO: MEETING CALLED BY TYPE OF MEETING DATE NOTE TAKER ATTENDEES Agenda topic: DISCUSSION CONCLUSIONS ACTION ITEMS PERSON RESPONSIBLE DEADLINE Agenda topic: DISCUSSION CONCLUSIONS ACTION ITEMS PERSON RESPONSIBLE DEADLINE 24 P age

Agenda topic: DISCUSSION CONCLUSIONS ACTION ITEMS PERSON RESPONSIBLE DEADLINE Agenda topic: DISCUSSION CONCLUSIONS ACTION ITEMS PERSON RESPONSIBLE DEADLINE Agenda topic: DISCUSSION CONCLUSIONS ACTION ITEMS PERSON RESPONSIBLE DEADLINE SPECIAL NOTES 25 P age

RSO Event Report Name of RSO: Event Basics Name of Event: Date/Time: Presenter: Planned by: Event Type: Summary: Attendees (Count): Recorded Link: Communication What method(s) did you use to promote your event? What was the timing of your communication? What student population was invited? 26 P age

Event Execution Was there a cost to attendees? What were your expenses for running the event? How many volunteers were necessary for the event s success? Overall Feedback Describe the overall outcome of the event. What were its successes and where is there room for improvement? 27 P age

SRSO Service Hours Form Document must be printed and filled out completely, then scanned and emailed to StudentLife@kaplan.edu. Student/Service Chair Name: (First) (Last) Please list any additional students involved (if applicable): RSO Name: RSO Advisor(s): Name of agency where service performed: Date(s) of service: From To Total number of hours for activity: Describe your work: What did you do? Whom did you serve? (The service cannot be to yourself or your family, or one that primarily benefits the members of the SRSO) What community need did your service meet? Check one or more Community or Societal Educational Environmental Health Other If other, please explain: I verify that the information of this form is correct: Signature of Agency Supervisor: (Student/Service Chair Signature) Date: Print Supervisor's Name: Supervisor Phone: Date Approved: [Office of Student Life Staff Only] 28 P age

Biannual RSO Advisor Report Form To be completed by RSO Advisor no later than May 31 (first report), and November 30 (second report) Basic Information: RSO: RSO Advisor: Student Officer Names and Positions: Number of Executive Board Meetings Held Thus Far: Number of Chapter Meetings Held Thus Far: Overall Feedback: What is your RSO s most successful means of communication? How can you utilize other communication tools provided? How can you challenge your RSO to use communication tools differently? How successful are your student officers in working toward achieving the goals they set in their LEAD 101 Training worksheets? How can you/the Office of Student Life help them achieve those goals? 29 P age

Please describe your RSO s greatest achievement (in your opinion) thus far. How is this achievement helping shape the development of the RSO? Please describe your RSO s greatest challenge (in your opinion) thus far. What steps are being taken to overcome this challenge and/or avoid it in the future? What are some of the goals you have for you RSO in the next six months and how can those be achieved? As RSO Advisor, how have the enrichment modules provided by the Office of Student Life helped support you in your role? What further resources could help strengthen and support your role? Do you have any questions, concerns, suggestions, feedback for the Office of Student Life? 30 P age

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