Club Handbook

General Information


All student organizations are required to have an advisor and to share this information with both the Office of Student Engagement and Leadership and the Undergraduate Association.

Your advisor must be a faculty or staff member at Nazareth University or otherwise approved by the Assistant Director of Student Engagement and Leadership.

If your organization is having trouble selecting an advisor, please consult with the Office of Student Engagement and Leadership. We can recommend individuals and help make connections with people who may be interested in advising your group.

Each advisor approaches their role differently with some individuals playing a more active role than others. Regardless of their approach, advisors are encouraged to:

  • Be both accessible and interested in the group's activities
  • Serve as a resource and guide the organization
  • Motivate members to develop leadership skills
  • Provide support, direction, and feedback to the group
  • Attend club programs, activities, and meetings as appropriate
  • Sign off on official paperwork as necessary

Your advisor can serve as a mentor, team builder, conflict mediator, reflective agent, educator, motivator, and policy interpreter.

Just as your advisor has responsibilities to the student organization, you have responsibilities to your advisor as well. These responsibilities include:

  • Clearly defining expectations of the advisor
  • Establishing lines of communication
  • Notifying the advisor of meetings, activities, and programs
  • Providing copies of meeting minutes in a timely manner
  • Meeting regularly with the advisor to discuss organization matters
  • Consulting with the advisor before making significant changes to the structure of the organization or policy changes
  • Allowing the advisor to share their thoughts and ideas
  • Showing respect and value for the advisor
  • Considering the advisor's guidance and advice with an open mind
Clothing/Swag Orders

If your club wants to order clothing or swag (t-shirts, hoodies, pens, cups, etc.), you must schedule a meeting with Assistant Director or Director, to discuss your order and receive approval.

Students are not permitted to place clothing or swag orders for their club without receiving approval. Any orders placed that do not follow procedure will not be paid for using UA/club funds and club members become individually responsible for the expense.

Logos for apparel must be approved by the Assistant Director for Student Engagement and Leadership.

Club Rosters

A club roster is a list of all active members of your organization, noting officers and their respective positions. The Office of Student Engagement and Leadership and the Undergraduate Association use this information to maintain records for student involvement. Your club roster must be submitted upon request to maintain active UA status.


All clubs are required to have a constitution that meets that guidelines outlined by the Senate. Please make sure that you have the most up-to-date copy on file with the Undergraduate Association. If your organization needs to make changes, you will need to submit a proposal to Senate. Take a look at the for an example of how your constitution should be formatted.If you have any questions please reach out to the Assistant Director for Student Engagement and Leadership.


All club contracts must be requested, reviewed, and signed by professional staff in the Student and Campus Life division in order to prevent students from being held personally liable. Under no circumstances is a student permitted to sign a contract using the name of Nazareth University. Doing so makes you responsible for fulfilling all terms and payment associated with the contract.

If your organization is planning an event that requires a contract, your first step should be to schedule a meeting with either the Director or Assistant Director of Student Engagement and Leadership. This meeting should take place at least three weeks before your event (although more time is always better).

During this meeting, we will collect the details we need to execute the contract on your club's behalf. Without this meeting, your group will not be allowed to pursue the contract.

No verbal contracts - If you tell an artist or vendor that you're definitely hosting them on campus or agree to engagement terms/conditions, you've made a verbal contract and are now personally responsible for its fulfillment.

Diversity Council/Inclusive Programming

Diversity Council is composed of different clubs that work together to educate the college community about equity, diversity, inclusion, and social issues through programming and awareness campaigns. The group serves as a resource for clubs and promotes an environment that embraces all identifies and backgrounds to create a sense of belonging for all students.

You can contact Diversity Council by emailing

Inclusive Programming

When programming, it is important to be mindful of the differences of people within the community. Below are some areas to think about when developing your program:

  • Gender bias and gender-neutral language
  • Religious backgrounds, rituals, and traditions
  • Diverse racial and/or ethnic populations
  • Individuals with disabilities
  • Economic limitations
  • Heterosexual bias and diverse sexual orientations

For help with inclusive programming, please contact Culture, Community, & Belonging.

Ethics/Code of Conduct

As a member of a club, you are representing yourself as well as the organization and Nazareth University as a whole. It is essential that your actions and decisions be ethical and rooted in the values of your club and the institution.

Ethics Within Your Organization:

  • Keep an open communication line with all organization members
  • Never ask an organization member to do something that you would not be willing to do yourself
  • Treat all members equally regardless if they are your friend or someone you do not know well
  • Follow all Student Engagement, Undergraduate Association, and Nazareth University policies
  • Do not offer services of another organization without consulting them first
  • Do not keep information from your advisor
  • Do not discriminate against other individuals
  • Do not participate in or condone hazing
  • Use social medial appropriately and responsibly
  • Do not use organization funds or materials for personal use
Events with Alcohol

Requests to hold an event with alcohol must be approved by the Director or Assistant Director of Student Engagement and Leadership at least one month in advance.

Guidelines for Posting

Notices, posters, or signs may be placed only on bulletin boards, approved posting areas on walls, or similar locations designated for such purposes. Notices, posters, or signs may not be placed on poles, posts, signs, trees, walls, buildings, doors, windows, glass, transparent partitions, or painted surfaces not marked as posting areas. Notices, posters, signs, etc., shall not be placed in manner or location that may obscure or mark exit signs, fire alarm boxes, safety rails, fire extinguisher cases, hand rails, and similar devices installed as safety equipment in a building.

Banners may not be hung outdoors without the permission of the Assistant Director of Student Engagement and Leadership. Banners may not be placed on the exterior of buildings without specific approval of the building manager. It is the responsibility of the individual or organization hanging the banner to take it down by the date agreed upon. The Naz Student Handbook includes University policies.

Professional Communication:

When communicating on behalf of their student organization, members should utilize professional communication. If you are unsure how to format a piece of written communication or handle a particular type of correspondence, please connect with your advisor or Student Engagement and Leadership staff.


New York state law and Nazareth University policies prohibit hazing, and any violations will be reviewed by the student conduct office. Behavior prohibited under this law includes actions threatening substantial risk of physical or mental injury; actions exposing the individual to distressing, repulsive, or alarming situations or sensations; forced consumption of liquor or drugs; actions insulting or embarrassing another individual; and actions in the form of social pressure which might cause harm to an individual, regardless of their willingness to participate. Generally, New York state law provides that:

A. A person is guilty of hazing in the first degree when, in the course of another person’s initiation into or affiliation with any organization, s/he intentionally or recklessly engages in conduct which creates a substantial risk of physical injury to such other person or a third person and thereby causes such injury, and

B. A person is guilty of hazing in the second degree when, in the course of another person’s initiation or affiliation with any organization, s/he intentionally or recklessly engages in conduct which creates substantial risk of physical injury to such other person or a third person.

Maintaining Active Club Status

To maintain your status as an active club, you must do the following:

  • Abide by the terms outlined in your constitution, the Undergraduate Association constitution (if a recognized UA club), and College policies
  • Have an established executive board and advisor; complete the Club Renewal form
  • Meet at least once per month, record minutes, and submit these minutes to the UA (if a recognized UA club) through your Club Hub
  • Hold at least two events or activities each semester
  • Complete all required trainings, both online and in person
  • Participate in both the Fall and Spring Student Engagement Expos
  • Submit membership roster at the end of each semester
  • Participate in President’s Council as scheduled
  • Add your meeting dates and times to the Google calendar shared with each club

If your club is a recognized diversity club, elected representatives must attend each Diversity Council meeting.

Meeting Minutes

The secretary of your club must take minutes for all officer and club meetings. Minutes must be submitted to your club's Club Hub no more than five days after the meeting. If you cannot access your Club Hub, please email

Minutes should include club name, officer meeting or club meeting, date/time, location of meeting, attendance (officers, members, advisor), meeting business, and next meeting date/time/location.

Incomplete minutes will not be accepted and will be returned with the expectation that they will be resubmitted within three days.


Membership in the organization must be open to all members of the Undergraduate  Association at Nazareth University and must comply with the University’s statement of non- discrimination.

Active members shall be those members who regularly attend meetings and shall have the right to voice, vote, and hold office.

Associate members shall be those members who do not fulfill the requirements of active members.

Naz App - Registering Events Online

All events that are open to students should be submitted using 25Live, so they will appear in the Nazareth Mobile App.

  1. Follow the 25Live instructions,, including the important highlighted steps, including selecting YES for "promote to students."
  2. If you have a photo to suggest, follow the steps to upload it.
  3. Then, Marketing and Communications will review/format/publish your event to the Nazareth app AND add it to event calendars (so prospective students and others who can't view the app can see what type of events happen here).

QUESTIONS? Contact Chris Farnum in Marketing and Communications,

Nazareth University Statement of Respect and Diversity

Nazareth University embraces a society that is both diverse and inclusive, and values both respect for the person and freedom of speech. Respect for the dignity of all people is an essential part of the University’s tradition, mission, and vision for the future as we advance a socially just and equitable community. Nazareth University promotes civility and denounces acts of hatred, violence, and/or intolerance. 

We define diversity as a continuum of individual, group, and social differences, both visible and invisible. This definition compels us to confront inherent privilege, power, and marginalization to achieve equity and social justice. Diversity at Nazareth is concerned with, but not limited to: race, ethnicity, socioeconomic status, gender, gender identity, sexual orientation, religious and spiritual belief, ability, national origin, veteran status, age, and those individuals with cultural characteristics that have been historically underrepresented and under served.

Nazareth University is dedicated to inclusion, the active pursuit of conscious and sustained practices and processes that value and respect differences. This commitment to diversity and inclusion informs our curriculum, teaching, learning, scholarship, creative activities, co-curricular activities, residential life, community involvement, and support of these endeavors by the Nazareth Community.

This commitment includes:

  • engaging in a continual process of education, critical self-reflection and dialogue regarding privilege, power, and marginalization,
  • promoting greater access and inclusion through systemic and structural change, and
  • ensuring that all students, faculty, and staff reach their fullest potential individually and collectively.

This endeavor is essential in meeting the goal of preparing our students and ourselves for meaningful lives in a diverse and global society.

Notice of Non-Discrimination

Nazareth University does not permit discrimination or harassment in its programs and activities on the basis of race, color, national origin, ancestry, sex, gender, gender identity, gender expression, sexual orientation, disability, age, religion, physical and/or mental disability, medical condition, veteran status, marital status or any other characteristic protected by institutional policy or state, local, or federal law.  The University does not discriminate on the basis of sex or gender in its education, extracurricular, athletic, or other programs or in the context of employment.

The University, as an educational community, will respond promptly and equitably to reports of sex discrimination and harassment, sexual harassment, sexual violence, stalking, intimate partner violence, and sex- or gender-based harassment that does not involve conduct of a sexual nature in order to eliminate harassment, prevent its recurrence, and address its effects on any individual or the community.

All Nazareth students, faculty, staff, visitors, and guests are expected to comply with federal, state, and local laws.


Officer Elections

Clubs must complete their elections for the following year by April 30. Elections should be conducted according to your group's constitution. Outcomes of the elections should be reported to Student Engagement & Leadership as well a list uploaded to Club Hub.

Office Supplies/Equipment for Use

Office Supplies

The UA has colored copy paper, construction paper, paint, crayons, stickers, scissors, and other assorted crafting supplies available for club use. Your club is responsible for purchasing any special supplies it needs from its own supply budget.


There are several pieces of equipment that you can request to use:

  • Popcorn Machine
  • Cotton Candy Machine
  • Sno Cone Machine
  • Utility Cart
  • Folding Tables
  • Fire Pit
  • Foldable Wagon
  • Party Light (Bluetooth speaker with light effects)
  • Karaoke Stand/Machine
  • 10x10 Tents
  • Helium Tank

Submit an equipment request.

Sport & Game Equipment

The Equipment Room in the Golisano Training Center loans the following, with a valid NazCard ID.

Golisano Training Center Equipment

 Video games and board games are available through the Nest Gameroom:

Officer Transition

It is important that your organization put time and effort into creating a successful officer transition. By electing officers in March or April, your organization will have time to do this. Successful officer transition allows new officers to better fulfill their roles while also allowing the organization as a whole to achieve its mission.

A smooth transition is the responsibility of both the outgoing and incoming officers and a time for new officers to ask questions and old officers to share their insight and knowledge. It is also a time for outgoing officers to reflect on the past year and help the group avoid "starting from scratch."

Newly Elected Members: Once new officers have been elected, your club should submit this information to the UA. Please make sure you include first and last name, position, and email address. You should also indicate which member will be acting as your summer contact.

While there are many resources available online about successful officer transition, here are few suggestions:

Advisor as Historian: In many ways, your advisor is the "keeper" of your organization's history, especially if our organization has had the same advisor for a few years. Take advantage of this expertise and ask your advisor to share your club's history with new officers.

Complete End-of-the Year Reflections: As outgoing officers you are expected to write an end-of-year reflection that can be given to the person taking over their position. Potential topics to address include describing what went well during their term, what unfinished business still needs to be addressed, and what campus resources were the most useful.

One-on-One Officer Meetings: It can be helpful for new offices to "pick the brain" of outgoing officers. You can set aside time for one-on-one meetings so that incoming officers can ask questions and seek clarification of their roles. These meetings can be done either formally or informally depending on what works best for the individuals and the organization as a whole.

Transition Binder: Transition binders are a great way to share important documents and information with new officers. Outgoing officers can include their end-of-year reflection, budget information, checklists, notes, meeting minutes, and any other paperwork that may be needed by a new officer.

Hold a Transition Meeting: Scheduling a retreat for your organization gives outgoing and incoming officers a change to focus on the club, its needs, and sharing information without distraction. A retreat is a great time to set goals, develop a sense of team, and plan for the future.e your retreat

Poster/Flyer Printing

Copying/Poster Printing

  • If you need to have standard 8.5x11 black ink prints made, stop by the Student Engagement and Leadership Office (Shults 102 & 103) to get the necessary code.
  • If you need to have color or non-standard size prints (larger than 8.5x11), use Naz Print Services. If you have issues printing, let Student Engagement and Leadership staff know.
Professional Communication

When communicating on behalf of their student organization, members should utilize professional communication. If you are unsure how to format a piece of written communication or handle a particular type of correspondence, please connect with your advisor or SEL staff.

Requesting UA Funding

There are two primary sources of funding from the Undergraduate Association:

  • Senate Funding - new club budgets, events, trips, etc.
  • Finance Committee Funding - conferences

Learn more about requesting UA funding.

Required Trainings

Officers are required to participate in all trainings, online and in person. In addition, advisors receive training regarding fulfilling their roles. Student organizations, officers, and advisors can also request additional training on specific topics through the Office of Student Engagement and Leadership.

Reserving Spaces

Reservations for spaces must be done through 25Live.

Follow the 25Live step-by-step instructions »

Use 25Live »

Risk Management/Liability

It is important that student organizations consider liability and manage risk when planning events and activities so that everyone involved has a safe and fun experience. If you have questions about how best to manage risk for your event, please talk to your advisor and contact the Office of Student Engagement and Leadership.

Risk Management Guide for Clubs and Organizations

Showing Movies

Any student organization showing movies or hosting video games on campus (outside of a residence hall room) is subject to federal copyright law. Any film showing or video game tournament must be approved by the Office of Student Engagement and Leadership to ensure that appropriate licenses have been secured. It is illegal to (A) rent a movie or video game without public distribution licensing and/or (B) bring in a personal copy to show your membership or the general public.

Undergraduate Association Executive Board
The UA Executive Board meets weekly to discuss and work toward resolution of campus-wide issues. They also work with the Office of Student Engagement and Leadership to create and implement trainings and other leadership opportunities for student organization officers. In addition, they sponsor annual events including Up All Night and the UA Awards Dinner.

Find information on the UA Exec board members here

The UA Office is located in Shults 104. The email address is and the phone number is 585-389-2795.

Van Reservation and Travel

UA Vans: Clubs must have a current member who is certified to drive the college vehicles to utilize this option. Vans are only permitted to travel within a 75-mile radius of campus unless authorized by the Director of Student Engagement and Leadership. Requests for vans should be completed online.

School Bus: A school bus can be chartered for transporting larger groups. To do this, your group needs approval from the Director or Assistant Director of Student Engagement and Leadership. Requests must be made at least three weeks before the trip date.

Violations of Policy/Unethical Behavior

Violation of Student Engagement and Leadership, Undergraduate Association, or Nazareth University policies and unethical behavior on the part of a student organization or its members may result in disciplinary action for members and suspension of the group as a whole.


Waivers or liability release forms can be used to inform participants of the potential risks associated with an event or activity. By signing, individuals not only acknowledge their understanding of the potential risks but their willingness to participate. If an individual is under the age of 18, their waiver or liability release form must also be signed by a parent.

Before traveling off campus for a club sponsored activity or event, students should sign a liability release form or waiver. Completed forms from all participants should be left with Student Engagement and Leadership before departure. If you think a waiver or liability release form should be utilized for an event (non off-campus trip) you are planning, please contact the Office of Student Engagement and Leadership.

Financial Policies

Accessing Funds from Senate, Finance Committee, or Diversity Council

If you've been awarded moneys from one or more of these entities, connect with the UA VP of Finance to discuss the best way to access these funds.

Check Cashing

Accounts Payable (located on the lower level of Smyth Hall) cashes any personal checks written by the Undergraduate Association up to $50 with Naz ID. 

Check Requests

Check requests should be submitted by the organization's Treasurer and placed in the bin located on the door of Shults 102. Do not take your check requests to Accounts Payable. If the Treasurer is unable to fulfill this responsibility for some reason, check requests may be submitted by the club's President.

All check request should include an invoice or receipt. If you're submitting payment for a contract, it must include an invoice and a copy of the contract.

Remember, contracts need to be requested three weeks in advance and must be handled by either the Director or Assistant Director of Student Engagement on your club's behalf.

All payments must be made by check. No cash or credit card payments will be made without prior approval from the Director or Assistant Director of Student Engagement.

Bookstore Purchases

To purchase items from the Nazareth Bookstore, use your budget account code found in your Club Hub, label your receipt with club and event name, and put it in the bin on the door of Shults 102.


Any money a club receives, whether cash or checks, should be deposited with Campus Safety within 24 hours of receipt. Checks should be made payable to "Nazareth University Undergraduate Association" with the club's name/fundraiser in the memo line.

End of Year Business

At the end of the spring semester, by the last day of classes, clubs must submit any outstanding check requests and submit an inventory of any physical materials the organization owns.

Expense Record

Treasurers are responsible for maintaining a record of all club expenses and deposits in their "club hub" to be reviewed and approved by the VP of Finance and the Assistant Director of Student Engagement. 

Fundraisers and Donations
Money Collection

If your club is collecting money for a clothing sale, event admission, or fundraiser, our preferred method is to use Eventbrite. A staff member in the Office for Student Engagement and Leadership will help you to set up your site using our existing account.

You can sign out a cash box for money collection. Cash boxes can be signed out from the Director or Assistant Director of Student Engagement.

To reserve a cash box, send an email stating the club's name, reason for collecting money, and dates needed to Up to $50 in petty cash may be made available for change with prior request and approval.

Online Orders

If your club needs to place an online order of any kind, schedule a meeting with the Director or Assistant Director of Student Engagement and Leadership. Online orders must be approved and placed by SEL staff. 

Pizza Orders

The UA has an account with Salvatore's for clubs to order pizza. By ordering through the UA account you get a special rate and orders are automatically tax exempt. If you choose to order pizza from another vendor, follow the standard check request process to complete a reimbursement.

You can find pizza ordering information in the UA Office,

Prizes and Gift Cards

Clubs may purchase gift cards as prizes or a "thank you." These purchases much be approved in advance by Student Engagement and Leadership. If advance approval is not given, you become personally responsible for the expense.

All gift cards must be purchased from the College Bookstore. To purchase a gift card from the bookstore using a club budget, please contact the Assistant Director of Student Engagement. Reimbursement requests for gift cards will not be approved.

Each individual card may not exceed a value greater than $50. After a gift card has been given, the name of the recipient must be recorded and this information should be submitted to the VP of Finance and Assistant Director of Student Engagement. Failure to do so may result in an organization losing its ability to purchase gift cards.

Clubs may also purchase items to give away as prizes. Each individual item's value may not exceed $50 without approval from the Assistant Director of Student Engagement. Information for prize recipients must also be recorded and submitted to the VP of Finance and the Assistant Director of Student Engagement.

Reimbursing Individuals

Club members/advisors will only be reimbursed for purchases made on an organization's behalf with submission of a valid receipt. Reimbursements must be requested no more than two weeks after the original purchase date. Remember, tax for purchases in New York, Massachusetts, New Jersey, and Pennsylvania will not be reimbursed.

No alcohol may be purchased, restaurant receipts must be itemized, a 20% gratuity is acceptable and will be reimbursed  Container deposits will also be reimbursed.

Requesting UA Funds

There are two primary sources of funding from the Undergraduate Association:

  • Senate Funding - new club budgets, events, trips, etc.
  • Finance Committee Funding - conferences

Learn more about requesting UA funding.

Tax Exempt Forms

You must use a tax exempt form whenever possible. Extra copies of the NY tax exempt form are available in the UA Office. If you need tax exempt forms for NJ, MA, or PA, email

Some vendors will ask to keep a copy of the form so it's best to take multiple copies with you. If you have difficulty using a tax exempt form with a particular vendor, please contact Student Engagement and Leadership staff for help in resolving the situation.

Volunteer Services

It is expected that any time spent on the part of the club/organization or its members for meetings or the planning, implementation, or execution of an event is on a volunteer basis. As such, no monetary payments can be made to club/organization members for their role(s) in club/organization activities. This applies to advisors as well.

Wegmans Cards and Purchasing Cards

These cards are available for students to sign out from the Student Experience Executive Assistant and can be used to purchase food and related supplies for club meetings and events. A reservation should be submitted via the online form - requests will be filled on a first-come, first-served basis.

Cards must be returned with a detailed receipt by the required deadline. Misuse of the card or failure to return it in a timely manner may result in loss of privileges for the club.

Advisor FAQs

What is the time commitment for serving as an advisor?

The time commitment for an advisor depends on the student group's activities and needs.  We encourage you to talk with the group before committing to be an advisor to ensure that your availability aligns with their expectations.

How many organizations can I advise at one time?

To ensure that you can meet the expectations of each group, we suggest that you not advise more than two groups.

How long can I serve as an advisor?

You may serve as many consecutive terms as the organization permits.

Is there training and support for student organization advisors?

Yes, advisor training sessions occur at the start of each semester.  Returning advisors are not required to attend; however, new advisors should plan to take part in one of the offered training opportunities.  We also strongly encourage you to review the Student Engagement & Leadership webpages and the Club Handbook found here.

What is my liability for serving as a student organization's advisor?

Generally, advisors are not liable for the behavior of a club unless they had prior knowledge of the group's risky behavior and/or condoned/participated in the activity.  If you have any questions about a club's activities, please contact Student Engagement and Leadership

Questions? Contact the Undergraduate Association or Student Engagement and Leadership.