Student Organization Participation Terms

1. Student-access purpose

ASCA is student-created and student-led. Qualifying student organizations may receive eligible ASCA services without a platform subscription charge. Paid commercial offerings for external organizations support continued student access.

Free access does not promise every future module, third-party service, physical good, premium capacity, or pass-through cost without charge.

2. Eligibility

Eligibility must be determined through published criteria considering the organization’s student purpose, leadership, activities, school or community relationship, and commercial independence.

Formal school recognition may be relevant but must not be treated as the only possible form of a legitimate student organization unless the approved program requires it. A primarily commercial organization does not qualify through nominal student affiliation.

3. Independence from schools and ASCA

Unless a written agreement says otherwise, the student organization remains independent from ASCA and from any school, college, university, district, or other institution.

ASCA does not become the organization, institution, adviser, event organizer, venue, insurer, employer, medical provider, or legal representative by providing software.

4. Authority and administrators

The organization must identify an authorized representative for acceptance and transition. Officer title, server ownership, or administrator access does not by itself prove authority to bind the organization.

Administrative, financial, event, data, voting, and delegated authority must be scoped, recorded, reviewable, and revocable.

5. Organization responsibilities

The organization remains responsible for its:

• Mission, governance, bylaws, rules, and membership criteria.
• Administrators, officers, volunteers, and authorized users.
• Events, participants, venues, safety, accessibility, and required approvals.
• Content, communications, integrations, and moderation policies.
• Sales, payments, fundraising, taxes, refunds, equipment, and physical assets.
• Required notices, permissions, consents, waivers, and guardian pathways.

6. Data and content

Shared infrastructure does not permit unrestricted data sharing among organizations. The organization must access and use records only for its authorized purpose.

ASCA does not sell or monetize club-member personal information. Individual account rights, organization operational records, public content, security records, and transaction records may have different access, export, and retention treatment.

7. Modules and connected services

Each enabled module remains subject to its documented scope and any additional terms. Connected services remain independent and subject to their own terms, permissions, and privacy practices.

The organization must not use ASCA as an academic, grading, registrar, official student-record, government-election, emergency, or professional-advice system.

8. Minors

Student organizations may include minors. The organization must not activate a minor-facing workflow until the applicable notice, guardian or institutional authority, consent or assent, safeguarding, payment, and retention pathway is approved.

9. Leadership transition and disputes

Leadership changes require verified transfer of authority, administrators, integrations, public content, records, and assets. During a credible control dispute, ASCA may restrict contested administrator powers and preserve records while authority is reviewed.

ASCA may preserve the existing state, restrict contested changes, request institutional or organizational evidence, and communicate only with verified contacts while reviewing a dispute. ASCA does not decide the organization's underlying bylaws, election, ownership, or institutional dispute unless an approved program expressly assigns that role.

10. Verification and program access

ASCA may require reasonable evidence of current eligibility and may periodically reverify status. Submitted evidence is used for the eligibility decision and handled under the Privacy Policy. Approval for one organization, school year, chapter, or program does not automatically approve a different organization or future period.

The published student-access schedule identifies the baseline services and capacity included without a platform subscription. Optional professional services, physical goods, payment processing, telecommunications, postage, identity verification, enhanced processing, manufacturing, freight, duties, storage, and other external costs may remain separately payable when disclosed before authorization.

No-charge access is not cash, a scholarship, a grant, a transferable credit, or a promise of permanent availability. An organization may not sell, sublicense, or transfer its eligibility.

11. Membership, governance, and decisions

ASCA may provide tools for rosters, roles, voting, approvals, records, and leadership transitions. The organization remains responsible for deciding who is eligible, which rules control, what quorum or approval is required, how conflicts are handled, and whether an electronic workflow is legally or institutionally sufficient.

A platform record does not replace a required institutional filing, official minutes, tax record, academic record, government filing, or signed agreement. The organization must preserve any independent record required by its rules or law.

12. Events, payments, and physical activity

Event registration, waivers, attendance, equipment, rentals, food, travel, transportation, venues, and physical activities may involve risks outside the software. The organization remains responsible for safety planning, qualified supervision, accessibility, insurance, emergency procedures, permissions, and legal compliance.

Payment tools do not determine whether a charge, fundraiser, donation, membership fee, raffle, reward, reimbursement, or sale is permitted. Before collecting funds, the organization must confirm its authority, required approvals, disclosures, refund rules, tax treatment, and payment destination.

13. Organization content and public identity

The organization retains its rights in its content and grants ASCA the limited permission needed to host, display, transmit, secure, and operate that content for authorized services. It must have the rights and permissions needed for member lists, images, recordings, documents, logos, communications, and other materials it submits.

The organization is responsible for the accuracy of its public profile, name, status, contacts, events, listings, and disclosures. ASCA may label status, eligibility, or verification results but does not certify the organization's quality, safety, views, or institutional standing.

References to a school or institution describe the organization's asserted relationship and do not imply endorsement, sponsorship, agency, or approval by that institution.

14. Availability and program changes

Student access depends on the continued operation of ASCA, applicable modules, program funding, external services, eligibility, and safe use. Planned maintenance, security response, product evolution, or third-party changes may affect availability.

ASCA may update eligibility criteria or included services prospectively after appropriate notice. A material reduction must include any transition required by an accepted program commitment or mandatory law.

15. Eligibility loss and closure

Eligibility may be reviewed, suspended, renewed, or ended under the approved program criteria. Transition may include a grace period, conversion offer, export, integration shutdown, public-content treatment, retention, and preservation. No transition automatically transfers the organization’s data, domain, funds, or physical property to another person.

The organization remains responsible for outstanding transactions, required records, notices, exports, connected accounts, public content, and participant communications after access ends.

16. Contact

Student-access and eligibility inquiries may be sent to [email protected].