Student Organization Handbook


B LETTER FROM THE DEAN OF STUDENTS Dear Student Leaders, Being a leader of NSU Law’s prestigious student organizations fulfills an important role. As a student organization leader, your efforts provide your NSU Law colleagues with opportunities to explore practice areas of interest, build a dynamic community with those similar and unfamiliar backgrounds, pursue extracurricular excellence, and create networks that will enrich your academic and professional pursuits. In your roles, you provide professional development opportunities students need to become effective lawyers. The impact you have on our community is immeasurable. Please use this handbook as a guide to answer most questions you might have about the administration of your organization. I know there will be issues that come up along the way, so as the dean of students, I am offering my support to assist you. I also welcome your feedback on areas of concern for your members and all students. Thank you for your service to NSU Law. Best wishes for a successful school year. Be well, Kamilah Clark Kamilah Clark, J.D. Dean of Students

1 TABLE OF CONTENTS General Information ....................................................................................2 Financial Matters ..........................................................................................5 Budgets ..........................................................................................................6 Travel ...............................................................................................................8 Programming and Events ........................................................................ 12 Building Operations ..................................................................................16 Student Organizations.............................................................................. 18 Appendices................................................................................................. 22 Notes ............................................................................................................ 24

2 GENERAL INFORMATION LAW STUDENT ORGANIZATION POLICIES All student organizations are under the disciplinary jurisdiction of the Office of Student Conduct. All student organizations and groups are subject to the rules and policies of Nova Southeastern University (NSU), including, but not limited to, the NSU Student Handbook, and are subject to the NSU Law Code of Academic Regulations. STARTING A NEW STUDENT ORGANIZATION Students seeking to start a new student organization organized under and funded by the Student Bar Association (SBA) must meet with the dean of students to discuss the approval process. All student organizations must be approved by the faculty. The dean of students and the president of the SBA must be provided with a New Student Organization Form (, proposed bylaws, constitution, the name of the secured faculty adviser, and the name of the organization’s board members. If the proposal is accepted by the dean of students and the president of the SBA, the dean of students shall forward the information to the dean of the law school with a request that it be placed on the agenda for approval at the next faculty meeting. Upon approval by the faculty, the president and the treasurer of the new organization must meet with the president and the treasurer of the SBA for formation and financial guidance. The president and the treasurer of the new organization must also complete student fee account training. FACULTY/ADMINISTRATOR ADVISERS Each organization must have a full-time faculty or administrator assigned as an adviser. Students must consult with the dean of students before assigning or changing an adviser. Students, however, reserve the right to request a change in adviser, if an adviser fails to, or is unable to carry out the assigned duties effectively. The duties of an adviser include, but are not limited to, providing overall direction and guidance for the organization.

3 Responsibilities of an Adviser Include • assisting in planning programs, especially when identifying speakers for panels and other such program activities • meeting regularly with officers and chairpersons • resolving conflicts between members • reviewing requests for funds for availability and appropriateness of funding requests • overseeing treasurer to ensure accurate budgeting and record keeping • auditing the student organization account • enhancing continuity of the organization by orienting new officers and members • serving as liaison between the organization and the College of Law It is recommended that advisers attend student fee account training found at Advisers will be a responsible part of the process of auditing the student organization account at the end of the term. OFFICER ELECTIONS INFORMATION All student organization officers must be elected by March 31 of each year. By the end of the academic year, each organization must notify the dean of students and the director of finance and administration of the names, contact information, and positions held by each officer, as well as the name of the faculty adviser. Each organization must provide the dean of students with a copy of its current bylaws by the start of the academic year. Any organization that does not provide the required information in a timely manner will be considered inactive and will not receive SBA funding and will not be able to schedule any events or meetings. ACADEMIC STANDING FOR ORGANIZATION PARTICIPATION All student organization officers, board members, and competition participants must remain in good academic standing. This rule applies even if credit cannot be earned through participation in the activity. A student must relinquish any leadership position when the student’s cumulative grade point average falls below the GPA as specified in the student organization’s bylaws. Student members of cocurricular organizations may be subject to additional GPA requirements to be considered in good standing for that organization as defined

4 in the organization bylaws or constitution. Student members of the cocurricular organizations are responsible for knowing and following these requirements. PROCEDURES FOR REQUESTING STUDENT INFORMATION Any student organization or faculty adviser that requests information regarding a student member from the Office of Student Services must provide an authorization signed by the student allowing the release of the information. The Family Educational Rights and Privacy Act (FERPA) requires that student records be treated as confidential information. The university FERPA policy and release of information form can be found on the NSU website at /services/ferpa.html. Please follow the procedures outlined below when requesting information regarding students from the Office of Student Services. 1. Your faculty adviser must forward the request along with the appropriate authorization to the dean of students. Please allow 10 business days for a response. 2. The written request must include the nature of the request, the reason for the request, and the persons who will have access to the information requested. 3. If the request is for confidential information about a student, a Release of Information form signed by the student must be attached to the request (Appendix A). 4. Any person who receives student information is bound to treat that information as confidential and use it only for the purpose for which it was released. ACADEMIC STANDING FOR ORGANIZATION PARTICIPATION (continued)

5 FINANCIAL MATTERS FINANCIAL TRAINING Per NSU policy, all registered treasurers and presidents whose organizations are funded through the SBA must be trained at least once, annually, by the Student Activity Fee Accounts Office. This training is valid from July 1–June 30 of each year, to coincide with the fiscal year. Student organizations must submit their roster of upcoming officers prior to the start of each fiscal year so they may be added to the Canvas Training Manual . The Student Activity Fee Accounts Office will NOT process any transactions/request for funds until the treasurer of the student organization has completed the required training. Please find the student activity fee fiscal year time line in Appendix B. Honors organizations secure funding through NSU Law’s Office of Finance and Administration. These organizations are funded each academic year from the law school’s budget. It is imperative that organization leadership liaise with the Office of Finance and Administration for updated information pertaining to reimbursements, payments, and expenses. FACULTY ADVISERS AND THE FINANCIAL APPROVAL PROCESS Every student organization must have a faculty adviser, and each organization is required to notify the dean of students with the name of your current faculty adviser. You should confer with your adviser frequently, as his or her experience and guidance are invaluable. Your faculty adviser should be informed and involved in everything you do, including, but not limited to, selection of competition coaches, all fundraising activities, and all expenditures for travel, supplies, etc. Your faculty adviser must approve your organization’s expenditures of $100 or more. Reimbursements of expenditures less than $100 may be submitted without faculty adviser approval. Your faculty adviser’s approval is an indication that the proposed dollar amount seems reasonable, but it does not necessarily mean that the funds are available or that the funds will be released.

6 BUDGETS FISCAL YEAR The budget for the fiscal year starts July 1 and ends on June 30. Therefore, expense reimbursement requests received after June 30 must be charged to the following fiscal year. It is your responsibility to submit all expense reimbursements in a timely fashion. SBA-FUNDED ORGANIZATIONS For non-honors/SBA-funded organizations, funds are distributed through NSU Law’s SBA. Funding is then administered through the Office of Student Affairs. Please submit your fund requests to the president and the treasurer of the SBA (typically mid to late August). The Student Activity Fee Accounts Office manages these organization accounts and provides policies and procedures. Please refer to the Student Activity Fee Accounts Office Manual for detailed instructions on reimbursements and funding requests, available at HONORS ORGANIZATIONS Funds allotted to your organization are from the budget of the Shepard Broad College of Law. All NSU accounting and auditing policies and procedures must be followed as set forth by the university and Shepard Broad College of Law. Each student group will be notified regarding the amount of funds allocated to its organization and how the funds may be spent. Most funds are earmarked to support the mission of the organization (participating in competitions or printing journals) and may not be transferred to other areas of the budget. Leadership of NTA, International Citator , ILSA Journal , Law Review, and Moot Court will be contacted during the fiscal year (typically late September or early October) and instructed to submit its budget request for the following fiscal year. Moot Court competitors who are not members of, or sponsored by, the Moot Court Society will also be contacted by the law school’s Office of Finance and Administration and instructed to seek funding for these competitions. In addition to listing the organization's anticipated expenses or competitions’ anticipated expenses in your

7 request, all other sources of funding must also be included. This includes funding from your national organization, receipt of local dues, approved fundraising, or any other source of funding. You can check with the business administration coordinator regarding the availability of any donations made to your organization. You should carefully plan how you are going to spend your budget each year. Select the competitions or conferences you need to attend or the number of volumes you need to publish and then divide, with your faculty adviser's approval, your budget accordingly. If you overspend on one competition or printing one volume, you will be limiting funds for other uses. Plan the luncheons, banquets, cost of trophies, etc., to which you intend to allocate your promotional funds (account code 4380) for this year. Should you wish to transfer funds within your budget between account codes, these must first be approved by your faculty adviser, the dean of students, and the director of finance and administration. The law school’s Office of Finance and Administration will assist you in creating a spreadsheet record of your expenditures, updating you on your budget, and providing you the tools necessary to manage your budget, but ultimately it is your responsibility to manage your budget. Should you need information regarding your expenditures and account balances available, please contact the business administration coordinator. A copy of the university’s monthly Banner report listing the status of your account will be provided to the leadership of the organization and faculty adviser so you can reconcile your spreadsheet with Banner. *Effective July 1, 2020, the College of Law will no longer reimburse travel cost for individuals/coaches who are not full-time NSU employees. FUNDRAISING/SOLICITATIONS Any student organization wishing to solicit funds or engage in a fundraising activity to underwrite the event(s) must receive prior approval from the dean of the Shepard Broad College of Law. This is necessary to coordinate fundraising and development efforts at the Shepard Broad College of Law. Please make such requests, in writing, to the dean of students prior to making any solicitations. For SBA-funded organizations, all fundraising proceeds, monies solicited, and receipts must be deposited to their respective fee accounts Office within 24–48 hours of

8 receipt. These deposits must be submitted to the Student Activity Fee Accounts Office. For the honors organizations, deposits must be made to the Office of Finance and Administration at the College of Law. TRAVEL REGISTRATION Cocurricular student organizations (i.e., NTA, ILSA, Moot Court, and Nova Law Review) should make travel arrangements for airfare, hotel accommodations, and rental cars through the university’s travel office, or they may not be reimbursed. To process a request for conferences/competitions, the student organizations must complete the travel request forms (approved by the organization’s faculty adviser), including a copy of a valid photo I.D. of each traveler, to the business administrator coordinator within 60 days of departure. SBA members must request or register all student travel with University Student Affairs. Please contact the University Student Affairs by email at or by phone at (954) 262-7290. TRAVEL FUNDING AND REIMBURSEMENT Before student travelers can be reimbursed, it may be necessary to obtain a W-9 form from them. Form W-9 (Rev. October 2018) is available at NSU's Accounts Payable Department will send the payment directly to the payee. After completion of an NSU Law-sponsored trip, the following procedures are required for reimbursement to occur. Please allow at least 30 business days to fully process a reimbursement request. Please be aware that PAN SGA has grant money available for student travel through a Professional Development Grant. Grants are awarded per semester. Please see NSU’s website for updated information. FUNDRAISING/SOLICITATIONS (continued)

9 Instructions for Reimbursement After Traveling 1. Reimbursement is limited to the amount of funds available in your budget. 2. There are FUNDING LIMITS ON ALL travel reimbursements (meals, tips, taxes, cabs, mileage, phone calls, etc.) and expense reimbursements. Travel Policy funding limits (Appendix C) 3. There are TIMING LIMITS on the submission of travel and expense reimbursements. Reimbursement forms must be submitted within two weeks of completion of each trip to ensure that the expenses may be processed before the end of the fiscal year on June 30. 4. Each traveler must submit itemized and proof of payment receipts for all meals and reimbursable expenses, such as transportation costs, gas, toll, or parking, that are paid for on the trip to the student coordinator in the administration suite. Please place original receipts in an envelope and include name, mailing address, NSU N number, NSU email, and phone number. 5. Each travel arrangement for airfare, hotel, and car rental will be mailed to each traveler (the travel reimbursement policy will be included.) This requires listing the daily expense, including hotel and meals. The maximum daily limit for meals is $50 a day, tips are 20 percent maximum of the subtotal, and applicable taxes are calculated based on the location. Do not calculate 20 percent for tips on the total bill, which includes taxes. Alcohol is not covered. Taxes and tips should be shown as a separate line item. Yet again, each traveler must submit itemized and proof of payment receipts for meal expenses. Only itemized receipts and proof of payments are eligible for reimbursement. Credit card receipts or hotel bills listing only the total amount spent are not acceptable. 6. All prepaid expenses (e.g., meals, transportations, tolls, parking, etc.) and advances must be deducted on the form in the summary section as NSU direct charges. 7. Submit to the student coordinator. The account allocation section and the departmental administrative approval will be completed by the Finance and Administration Office.

10 NSU ACCOUNTS PAYABLE POLICIES AND PROCEDURES • Miscellaneous charges for tips, tolls, and other miscellaneous charges require itemized receipts. • Miscellaneous tips to porters, bellhops, and other service personnel are reimbursable without a receipt if $15 or less per trip. • Each traveler, if traveling by air, must attach his or her used airline ticket stub to the Travel Expense Report and include the cost of the airfare on the report. • Please obtain and submit a hotel receipt with a day-by-day breakdown, even if the cost was prepaid. The hotel charges must be listed daily on the Travel Expense Report. CAR RENTALS Trips to destinations in excess of 300 miles should not be made by automobile unless • three or more travelers share a van • baggage is too cumbersome to carry on a plane • frequent stops are made Reservations for car rentals should be made through the university travel office, as NSU receives discounts on corporate use. Vehicles may be rented when • local transportation is not available • schedules do not permit the use of local transportation • the cost of local transportation equals or exceeds the cost of renting a car If taxicabs must be used (seriously consider a rental car, because the cost is usually less), then original, reasonable receipts are required and must be listed daily on the Travel Expense Report. If a hotel shuttle is available, then the shuttle should be used. Every effort must be made to minimize the cost of taxicabs. Reimbursement will only be processed for justified trips to and from any scheduled conference or competition event. Solo and unnecessary cab costs are not reimbursable.

11 If mileage reimbursement (miles driven) is being claimed (reimbursed at the standard IRS rates), the transportation reimbursement form must be completed and submitted with the Travel Expense Report. To substantiate your mileage claim, go to MapQuest, obtain a printout of the mileage between the locations traveled, and attach it to the claim form. Please note, the IRS mileage rate has been increased to 58 cents per mile for business miles driven, effective 1/1/2019. This is an increase of 3.5 cents per mile.

12 PROGRAMMING AND EVENTS PLANNING SUCCESSFUL EVENTS 1. Establish your event goals and objectives. Keep them in line with NSU, NSU Law, and the organization’s missions. Consider the 26 lawyering effectiveness factors (Appendix D). • raising money or awareness • networking • learning about a practice area • socializing • honoring members or others • serving the public 2. Determine your partners or collaborators. • Student Services • Office of Career and Professional Development • Alumni Relations • Public Interest Programs Department • NSU Law faculty • NSU Law or undergraduate organizations • parent organization • community partners 3. Decide on the most impactful event format. • in person • Zoom • webinar • hybrid • panel • TED Talk-style speaker (must be approved by faculty adviser and NSU) • workshop

13 4. Set the time and date. • Plan ahead! • Be mindful of holidays and observances. • Pay attention to hours of building operation. • Note availability of partners. • Check the law events calendar for conflicts. • Check the course schedule for day and evening students. • Consider the academic calendar and established academic events. 5. Set realistic expectations for attendance. • Determine what is conducive for the topic and guests. • A lot of attendees does not always mean success. 6. Reserve a space. A. NSU and NSU Law spaces (see NSU Law student organization’s website) • event request form usage • operations manager meeting for room set-up • confirmation in 72 hours • minimum five business days needed prior to event for NSU Law spaces • minimum 10 business days needed prior to event for NSU main campus spaces. • requirements for Zoom meetings • set up meeting • send links • decide if it’s recorded • reservations for audio/visual support (NSU OIIT Service Portal at B. Choose an off-campus space • Check with faculty adviser/dean of students first! • Do you have funds? • Contract no $–at least 10 days prior to event • Contract with deposit–at least 45 days • See the Student Activity Fee Manual for securing contracts.

14 7. Invite the speakers and guests. • Work with your faculty adviser, OCPD, and Student Services. • Remember that representation matters! • Get speaker bios. • Provide room information. • Provide parking information (Appendix E). 8. Create the script, panelist questions, or PowerPoint. • Use bios for impactful questions. • Contact your faculty adviser, OCPD, Student Services, or Public Interest for practical questions and guidance. • Provide questions to panelists at least seven days prior to the event. 9. Market your event and collect RSVPs. • Send invitations to all organization members. • Prepare flyers for posting in student lounge and flyer stations around campus. • Contact to request that your event be added to on-campus screens, weekly newsletters, and the law events website. • Utilize social media for student organizations. • Request students RSVP via email or Microsoft Form. Email l aw_e for Microsoft Form RSVP template. • Per NSU Law’s Code of Academic Conduct, students are not permitted to utilize the ALLSTUDENT listserv. If you wish to message all students, please contact the dean of students for assistance. 10. Follow event-related ordering procedures. • SBA-funded organizations should refer to the Student Activity Fee Manual for information on securing checks and contracts, and for reimbursements. • Preapproved vendors can be found in the Student Activity Fee Manual. • Honors organizations should contact NSU Law’s student coordinator.

15 11. Consider inclusivity. • CART • simple PowerPoints • dietary restrictions • accessibility for visible/invisible disabilities • specific needs of your crowd 12. Create a checklist for your event. (See Appendix F for sample.) 13. Follow up for feedback with organizers, guests, and attendees. ALCOHOL AND DRUG POLICY Shepard Broad College of Law’s policy on alcohol and illicit drugs is in keeping with NSU’s formal policies on the health and well-being of members of its community—students and faculty and staff members. NSU’s educational programs are geared toward preventing substance abuse and recognize that the possession and/or use of certain substances are illegal. Students are encouraged to weigh the gravity of losing vital functions from consuming too much alcohol and illicit drugs. OFF-CAMPUS REGULATIONS The use of alcoholic beverages off campus by students of legal drinking age is permissible. However, incidents of intoxication and/or misconduct are subject to university disciplinary action. Students are expected to comply with municipal, state, and federal laws pertaining to the possession and consumption of alcoholic beverages. Any violation of these laws may result in disciplinary action including, but not limited to, probation, suspension, or expulsion from the university.

16 The College of Law will impose sanctions, including warnings and referral for counseling, in response to any of the following incidents: • the use of illicit drugs • underage possession or consumption of alcohol • serving alcohol to underage individuals • possession in quantity or the sale or distribution of drugs See more on NSU’s Alcohol and Illicit Drug Policy at /policies/alcohol_policy.html. BUILDING OPERATIONS STUDENT ORGANIZATION WEB PAGE NSU Law offers web pages to promote the good work of your organization. For the sake of uniformity and clarity, each web page will follow a template. Please keep your web page current by providing a high-resolution logo for your organization. Please note all logos must be approved by NSU marketing. The organization president (or designee) must review the organization’s web page prior to September 1 to keep the content, adviser, and board members current. Please send all updates to the dean of students. STORAGE UNITS Storage cabinets are made available to College of Law student organizations. To reserve a storage cabinet, the organization’s president must sign the Student Organization Cabinet Policy and agree to the terms of usage. (See Appendix G.) The individual who is assigned a cabinet key on behalf of an organization is responsible for turning in the cabinet key as soon as that person is no longer the representative of the organization. Failure to return the key promptly may result in a key charge of $150 on the student account, and failure to pay the account may result in a hold. OFF-CAMPUS REGULATIONS (continued)


18 HONORS STUDENT ORGANIZATIONS Nova Trial Association (NTA) Moot Court Law Review International Law Student Association (ILSA) Journal of International and Comparative Law Transactional Law Practice Group COMPETITIONS Trial and Appellate Advocacy Student Competition Teams • Moot Court • NSU Trial Association • Transactional Law Each year, the Moot Court Society, NSU Trial Association, Transactional Law student organizations, and others sponsor mock appellate, trial, negotiation, and transactional teams that compete in national competitions. Several opportunities each year are subject-area specific; the remainder are opportunities designed to develop general practice skills. Students interested in a specific subject area should plan to try out for and compete in a competition that matches their interests. Students interested in litigation or transactional law generally may consider a wider variety of available opportunities offering those competition experiences. There are specific eligibility requirements for each team, and students must contact the specific student organization sponsoring a competition team to ensure eligibility. It is possible for students to earn up to 2 credits for competitions. Some teams split the credits between oral advocates (1 credit) and brief writers (1 credit). COLLEGE OF LAW STUDENT ORGANIZATIONS

19 ABA REPORTING OF STUDENT COMPETITIONS The American Bar Association (ABA) requires law schools report the number of upper-class students involved in moot court, trial, and other competitions. Please send the associate dean of academic affairs the name of all competitors in each intramural and interscholastic competition your organization sponsors this year, as the events occur. Moot Court The Moot Court Society has been one of the most prestigious and active societies of the Shepard Broad College of Law. Membership in the society provides students with an opportunity to supplement their “book learning” with practical experience in appellate-level oral advocacy. NSU Trial and Appellate Advocacy (NTA) The NSU Trial and Appellate Advocacy Program offers multiple experiential opportunities to practice litigation and transactional skills in multiple areas of the law. Transactional Law Practice Group The Transactional Law Practice Group organization is dedicated to providing students with the opportunity to learn and develop practical skills related to the transactional practice of law. JOURNALS • ILSA Journal of International and Comparative Law • Law Review The Nova Law Review and the ILSA Journal of International and Comparative Law offer opportunities for students to engage in intensive legal research, analysis, and writing, thereby preparing them for the rigors of legal practice and public service. Students on these journals share the all-important work of criticizing, reconstructing, and polishing each article for publication until it is ready for publication. Students must also author their own note or comment on a topic of their choice. It is possible for students to earn 1 or 2 credits per semester on the journal depending on their position on the journal. Students MUST register to earn credits during the semester which they serve on the journal during the registration period.

20 LAW REVIEW This student-operated journal serves judges, practitioners, scholars, and students by publishing outstanding legal scholarship and enhancing the intellectual climate of the Shepard Broad College of Law. Additionally, Law Review trains its members in intensive legal research, analysis, and writing, thereby preparing them for the rigors of legal practice and public service. ILSA JOURNAL OF INTERNATIONAL AND COMPARATIVE LAW The ILSA Journal of International and Comparative Law is an academic legal publication sponsored by the International Law Students' Association of Washington, D.C., United States, and housed at Nova Southeastern University Shepard Broad College of Law in Florida, United States. The journal has a worldwide circulation, with scholarly work affecting the global community. NONCLASSROOM CREDIT FORM If you are a member of a cocurricular organization, (NTA, Moot Court, International Citator, ILSA Journal , or Law Review), you may be eligible for credits earned for participation. In order to receive these credits, you are required to complete the appropriate Cocurricular Activity Credit Forms that can be found on the Student Services website at The form needs to be signed by the cocurricular organization faculty adviser and must submitted to the Office of Student Services on or before the end of the drop/add period in order to be registered for the semester. Credits will not be given for incomplete forms or for forms submitted after the deadline date. Students must review the hours requirement and the limitations on nonclassroom credits in the Code of Academic Regulations.

21 ALL STUDENT ORGANIZATIONS ADVOCACY • Moot Court Society • Nova Trial Association • Toastmasters—Jessica Velardi DIVERSITY • Black Law Students Association • Caribbean Law Students Association • Cuban American Bar Association • Evening Law Student Association • First Generation Professionals Legal Society • Florida Association of Women Lawyers • Foreign Lawyers Association • Hispanic Student Bar Association • Lambda Law Society FRATERNITIES • Phi Alpha Delta Fleming Chapter JOURNALS • ILSA Journal of International and Comparative Law • Law Review LEGAL PRACTICE • Criminal Law Society • Environmental Law Society • Family Law Society • Federal Bar Association • Federalist Society • Immigration Law Organization • International Arbitration Society • Intellectual Property Law Society • National Security Law Society • NSU Corporate and Securities Law Society • NSU Human Rights Organization • Public Interest Law Society • PULSE! The Health Law Society • Real Property, Probate, and Trust Legal Society (RPPTLS) • Sports and Entertainment Law Society • Student Animal Legal Defense Fund • Tort Law Society • Transactional Law Practice Group RELIGIOUS AFFILIATIONS • Christian Legal Society • Jewish Law Students Association WELLNESS • Student Wellness Association