February 2, 2018

GMUK Student Organization Guidelines & Policies

The purpose of this document is to establish the guidelines and policies which every recognized student organization must adhere to in order to be considered in good standing with the Office of Student Affairs at George Mason University Korea.

We STRONGLY encourage RSOs to collaborate and partner on programs and events. This allows for funds to be used in a much better way and reduces the number of similar events happening on campus. Working together will allow for event planning responsibilities to be divided amongst the organizations, reducing the workload, while getting more people to attend and enjoy the event.

To be considered a Recognized Student Organization (RSO), an organization must have:

  1. A constitution on file with the Office of Student Affairs which is no older than one (1) year old.
  2. Updated information on the Officers of their organization and the details of the officer selection process.
  3. An Executive Board/Officer roster which at the very least will include: a President, a Student Affairs liaison, and a Treasurer.
  4. Presented a list of Officers who have minimum academic achievement record of a 2.0 cumulative GPA; with new students (freshmen, transfers, etc.) only allowed to serve as officers in a probationary status until grades are posted
  5. At least eight (8) Mason students on their membership roster (including officers). Each of the eight (8) students must be a currently enrolled at George Mason University Korea.
  6. Submit a membership roster within the first month of every semester.
  7. Send representatives to attend every RSO workshop and trainings organized within a given semester.
  8. Submitted all end of semester reports, activities evaluations, and officially communicated their intent to remain active for the next semester.
  9. Detailed records of all of the organization’s meeting minutes for the previous semester.
  10. Secured a member of the Mason faculty/staff to serve as the primary advisor to the organization. This person must be a full-time employee.

New Organizations Recognition Process

GMU Korea is excited to review your submission and learn more about your prospective organization. We are looking forward to serving as a resource and helping your organization create great programs and events!

Please carefully review the steps to apply to become a Registered Student Organization.  If you have any questions, please contact MKSA@gmu.edu

We look forward to serving you this year and providing you with all the resources you need to build a successful organization!

GUIDELINES

REQUIRED steps that need to be complete in order to be eligible to become a Registered Student Organization are as follows:

  • Must have a 2018 Prospective Student Organization Executive Board/Officer roster:
    President, Student Affairs liaison and Treasurer. Officers are required to have a minimum academic achievement record of a 2.0 cumulative GPA.  New students (freshmen, transfers, etc.) may only serve as officers in a probationary status until grades are posted.
  • Must have at least eight (8) interested Mason students. Each of the eight (8) students must be a currently enrolled at George Mason University Korea.
  • Prospective organizations need to secure a member of the Mason faculty/staff to serve as the primary advisor to the organization. This person must be a full-time employee.  Common roles for advisor are as follow:
  1.  Review the constitution of the RSO before submission to MKSA, and make sure students are following the constitution rule.
  2.  Attend at least 3 meetings of the RSO in a given semester, and two events.
  3.  Remind the students to write down minutes for each meeting and attendance list. MKSA will ask RSO to submit the meeting minutes halfway through each semester to monitor how students at each RSO are doing.
  4.  Review the end of semester report along with the meeting minutes before submission to MKSA. A signature from the advisor will be required to submit the end of semester report.
  • Members with cumulative GPA below 2.0 will serve only as members in a probationary status and cannot serve as officers until they achieve 2.0 cumulative GPA.
  • All RSO meetings, notice, and events are required to conduct in English. (No Korean supporting document will be accepted)
  • Preliminary Meeting:  A member of the Prospective Student Organization Executive Board MUST meet with a staff from Student Affairs after submitting their application.  Once your application is submitted and a GPA check is conducted for all of your founding members, The Office of Student Affairs will contact the president to schedule a meeting.
  • The prospective organization must have a Constitution. IF YOUR CONSTITUTION DOES NOT ADHERE TO THE GUIDELINES LAID OUT IN THIS DOCUMENT, YOUR ORGANIZATION WILL NOT BE ELLIGIBE TO BE A REGISTERED STUDENT ORGANIZATION.
  • The club cannot in any way directly duplicate an organization that already exists. This includes groups that have been previously organized, but may currently be inactive.  You may seek to re-activate an inactive organization by petitioning the Office of Student Affairs.
  • Agree to abide by all Republic of Korea, and local laws and the George Mason University mission and its policies and procedures.
  • Preliminary Executive Board members MUST participate in mandatory workshops/meetings.  Details to be discussed upon required scheduled meeting with the representative from the Office of Student Affairs.
  • New organizations are not eligible to receive funding during their first semester of activities from the general RSO funding pool, but may submit requests for funds to the Dean of Students’ office on a case by case basis for their activities and events.
  • All student organizations are required to submit an End of Semester Report and self-evaluate the activities of the organization and express their intent to remain active for the next semester.

RIGHTS AND PRIVILEGES

All Registered Student Organizations have access to the following:

  •  The right to Fundraise
  • Guaranteed table at George Mason University Korea RSO fair

In addition, your Registered Student Organization will have access to the following:

  • Space Reservations and Accommodations by Office of Strategic Initiatives and Logistics:
    • Share Meeting Room
    • Basic Outdoor Space Requests (e.g. Table on sunken plaza, etc.)
    • Cabinet
  • IT Equipment Rental
    • Rental period will be decided by ITS according to purpose of use.
    • Contact GMUK ITS (032-626-5300) first for any rental request including IGC owned items.
    • Events Production limited to equipment that is provided free of charge (e.g. wired microphone)
  • Posting Flyers on Campus
    • Bulletin board or space requests to place flyers. (RSO must get a permission from MKASA to post flyers on campus.)
  • Leadership Development:

Invitation to participate in various presentations and programs aimed at improving students skills in being student                        leaders.

ELIGIBILITY & GUIDELINES

George Mason University Korea uses a committee process to award funds to Student Organizations. Funds are awarded for Student Organizations that are likely to make a positive impact on the quality of campus life at George Mason University Korea. Funding priority is given to requests received by the following dates:

Semester Fund Schedule should be submitted by (March 39, 2018). Based on monthly Fund schedule, Treasurer Drop by Finance office in the morning of the event day for funding. Card and reconciliation should be submitted to office on business hour (6pm) in the same day with funding. If event is scheduled in the afternoon, prepaid before event and return card on that day during business hour. Failure to return the card may be subject to no fund next semester.

  • Total awards cannot exceed KRW 1,000,000 annually. (KRW 500,000 per semester)
  • Food & Beverages cannot exceed 40% of the total cost of an event.

The following items are not eligible to be funded:

  • Alcohol
  • National Dues
  • Insurance
  • RSO Regular Meetings / Events
  • Clothing
  • Travel

All applications must be submitted by the President or Treasurer by 5:59pm (KST) at least three (3) weeks before the day on which the event is scheduled to be held. The committee will review the application within a week of the submission date. The President and Treasurer of the organization will receive an email regarding the committee decision.

Level I

All recognized student organizations (RSO) will automatically have access to KRW 200,000 for academic year (KRW 100,000 per semester) in funding from the Office of Student Affairs to be used in accordance with stated rules, guidelines, and university policies.

Level II

All RSOs who can demonstrate participation in two (2) Student Affairs approved                       campus wide activities and programs in each semester of the previous academic year (4 in total) will be eligible to receive an additional KRW 300,000 for the academic year       (KRW 150,000 per semester) in addition to Level I funding, upon submitting the appropriate budget requests, and adhering to posted deadlines, and in accordance with stated rules, guidelines and university policies.

Level III

All RSOs who can demonstrate participation in four (4) Student Affairs approved campus wide activities and programs in each semester of the previous academic year (8 in total) will be eligible to receive an additional KRW 500,000 for the academic year        (KRW 250,000 per semester) in addition to any Level I and Level II funding they may receive; upon submitting the appropriate budget requests and adhering to posted deadlines and in accordance with stated rules, guidelines and university policies.

As such, in any given year: an RSO is eligible to receive up to KRW 1,000,000 per academic year (KRW 500,000 per semester) if they meet the standards of Levels I through III, and their proposed activities are in accordance with stated rules, guidelines and university policies.

Beyond Level I funding, an RSO eligible for Level II and Level III must submit an application for funding, it will go through detailed review process each time and the result will be communicated by the Office of Student Affairs.

Funding Criteria:
Applications are evaluated on the basis of:

  • The student organization’s mission or objectives
  • Academic or co-curricular connection(s)
  • Extent to which the Student Organization fulfills the George Mason University Korea mission
  • Likelihood of increased student participation
  • If the event is organized in partnership with another RSO or GMUK Program
  • Alignment with other George Mason University Korea or IGC campus events
  • Anticipated outcomes and benefits of membership in the Student Organization
  • Proposed use of funds

The funding committee will also consider:

  • Significance of the Student Organization and its overall prospects for success
  • Involvement of faculty, students and staff at the George Mason University Korea campus
  • Student Organization’s potential impact on the George Mason University Korea and/or IGU community at large
  • The relationship of the project to the goals and priorities of George Mason University Korea
  • Other funding sources

In requesting funding, an RSO should consider the following criteria:

      •  The program/event’s relationship to the mission of the organization
      •  The per person cost for those likely to participate
      •  Public scrutiny
    • Funding for certain items has limitation in amount:
      • Except for special cases, maximum amount for each meal (Hweshik) is limited to under 40% of budget per academic year.

REVENUE GENERATION

Events charging admission will NOT be eligible to receive funding from Student affairs, nor should funds received by Student Affairs be used in any way for an event where there is an attendance fee. If you plan on charging for events then Self-Generated Revenue (SGR) MUST be used.

Contact Information

Office of Student Affairs: G536 | 032)626-5201 | MKSA@gmu.edu

Office of Information Technology Services: G213 | 032)626- 5300 | MKITS@gmu.edu

Office of Strategic Initiatives & Logistics: G501 | 032)626- 5202 | MKsil@gmu.edu

Organization Categories

When registering, RSOs select a category that best describes the main focus and mission of their organization. This helps students who are looking to get involved in a specific type of organization to find those organizations based on the student’s interests. This also helps Student Affairs keep track of the wide array of registered student organizations we have at Mason Korea.

RSO Categories

Academic – Organizations with a focus on academic excellence or a specific academic discipline.

International/Multicultural – Organizations which promote and educate students on international and multicultural communities.

Religious – Organizations with faith-based purposes, including both denominational and non-denominational missions.

Volunteer & Service – Organizations which focus on civic and community engagement, specifically through volunteerism and community service.

Special Interest – Organizations that do not fall into a specific aforementioned category. Other organizations that choose this category include, but are not limited to: music, sports, dance, art, politics, etc.