Student Organization Guidebook

Download a printable version of the Student Organization Guidebook (PDF: 30 pages).

Student Organizations Guidebook

 

Annual Registration

To be considered a student group or campus program, student organizations must remain eligible and must complete an annual registration process through Department of Campus Involvement before September 30 each year. Student organization registration is valid for one calendar year, ending on September 30. Each organization must complete the registration process set by Department of Campus Involvement, including one member of each organization attending the appropriate required Student Organization Workshop. The registration process and workshop dates will be publicized on the Department of Campus Involvement website and sent directly to the listed president and adviser for each group annually. The annual registration requirements for student groups and campus programs may vary, and will be clearly outlined each year.

Requirements for Student Organizations Requesting a Budget from Student Government

Student organizations that have been registered for at least one calendar year by the due date of the annual budget request, may apply for a budget from Student Government during the annual budget process in the spring of each year. Organizations receiving a budget from Student Government must comply with the policies and procedures of the Student Government Finance Committee and the University, including attendance at any mandatory trainings or budget meetings. Mandatory meetings, including Treasurer Trainings and Budget Clinics, are organized by the Student Government and are announced each year.

Requirements for Student Organizations that Use Kitchen Facilities for Events

Student organizations that utilize the Sodexo kitchen facilities for their programs must attend the Student Organization Workshop (or other approved training) that covers the use of Sodexo kitchen facilities each fall semester. These workshops are planned and organized by the Department of Campus Involvement, Sodexo, and the Atwood Administrative Office and are announced each year.

Additional Annual Registration Requirements for Fraternities and Sororities

Student groups that are members of the St. Cloud State Fraternity and Sorority Learning Community will follow the registration procedures in the Fraternity and Sorority Policy and Program Manual, including annual registration of their student organization and fulfilling all reporting requirements as set forth in the Fraternity and Sorority Policy and Program Manual.

Additional Annual Registration Requirements for Recreation and Sport Clubs

All tier 1 recreation and sports clubs must attend the designated fall student organization workshop for recreation and sport clubs in order to meet their annual registration requirements. This workshop contains specific information that is relevant to the successful operation of recreation and sport clubs.

Recreation and Sport Clubs are classified as a tier 1 or tier 2 sport club based on the assessed risk of the activity. The risk of injury, amount of travel, team size, expected annual operating budget and the level of usage of Campus Recreation Facilities will help to determine if and organization is a tier 1 or tier 2 recreation and sport club. There are differences between the two tiers regarding organization advisement and membership in the Campus Recreation Sport Club Council.

Recreation and Sport Club tiers will be determined by assessing the potential for seriousness of harm and likelihood/frequency.

All Tier 1 Recreation and Sport Clubs will be required to attend mandatory monthly Sport Club Council (SCC) meetings, led by the Campus Recreation Office of Intramurals and Sport Clubs, beginning in September and running through May of each year. Sport Clubs may also be asked to attend periodic seminars, speakers and/or other events required by the Sport Club office. In order to remain in good standing with the University, sport clubs that use Campus Recreation facilities are also required to participate in setting up and taking down the Husky Dome as well as other events specified by the Intramurals and Sport Club Office.

Purpose of Registration

Annual registration is meant to benefit organizations by requiring student organizations to revisit and reconfirm their purpose, constitution, various programs, and to confirm their adviser. It is also meant to verify that student organizations have at least ten students involved to ensure that adequate interest for the organization exists. Annual registration also ensures that the Department of Campus Involvement has up-to-date contact information for officers, members and the adviser (via Online Club Management System) to allow the university to communicate with the student organization and to provide support to programs and services.

Forming a New Student Organization

Any St. Cloud State University student can form a student organization as long as there is not another registered student organization with the same purpose, and they are willing to meet all the requirements of registered student organizations. The following steps are required to form a new student organization:

  • Step 1: Informational Meeting – Email studentorgs@stcloudstate.edu to set up a date/time for a 30 minute meeting to go over the steps it will take to register a new organization and to answer any questions your group may have.
  • Step 2: Online Registration Requirements – After your meeting with a staff member in step 1, you will be provided with a list of requirements to complete online.
  • Step 3: Adviser Verification – Your adviser will also get an email from or meet with a Department of Campus Involvement staff member to go over information about what the adviser needs to do to confirm they are the adviser and review your group’s registration information.
  • Step 4: Registered – Once you and your adviser complete all of the required steps, you will both receive an email from the Department of Campus Involvement to let you know the group is registered with the university, your organization’s website will be activated, and your group will be listed on the website on the list of registered student organizations. In accordance with MnSCU board policies, the Student Government will review the chartering of all new student organizations for approval by the institution president.

Note: Recreation and Sport Clubs and Fraternities and Sororities may have additional requirements or steps to complete to form a new student organization. Additional requirements for either will be explained during Step 1 in the meeting with the Department of Campus Involvement staff member. Questions regarding Sport Clubs can be directed to the Coordinator of Intramurals and Sport Clubs at 320-308-3923. Fraternity and Sorority questions can be directed to the Department of Campus Involvement Assistant Director for Greek Life and Campus Programs at 320-308-5544.

Eligibility to Remain a Registered Student Organization

Student organizations must remain eligible to be considered a registered student organization each year. Eligibility requirements include:

  • Must have a minimum of ten full-time St. Cloud State University student activity fee paying members.
  • Must maintain a full-time St. Cloud State University faculty or staff member as an adviser.
  • Must have a minimum of three executive officers, who are St. Cloud State students, in good standing with the University, including maintaining above a 2.0 Grade Point Average.

Failure to Register

Student Groups

If a Student Group fails to complete the annual registration process, the organization will need to meet with the Assistant Director for the University Program Board and Student Organizations in the Department of Campus Involvement and appeal their loss of registration. If the group fails to register or appeal their registration, the organization will lose all benefits afforded to registered student organizations. To register the student organization after the September 30 deadline each year, Student Groups will need to complete all steps required to form a new student organization, including waiting one calendar year from the new charter date to be eligible to apply for an annual budget from the Student Government.

Campus Programs

If a Campus Program fails to complete the annual registration process, the organization will need to meet with the Assistant Director for the University Program Board and Student Organizations in the Department of Campus Involvement and appeal their loss of registration. Because campus programs are funded at a different level than student groups, Student Government and Fee Allocation Committee will determine the effects on budget for failure to complete annual registration.

Benefits of Registering

Besides the opportunity to develop personal leadership skills, registered student organizations receive additional benefits:

  • Accounts: Set up an account through the Business Services in AS 124. The form needed is available at http://www.stcloudstate.edu/campusrec/documents/RequestforAgencyAccount.pdf.
  • Atwood Memorial Center Space Reservation: Meeting rooms, lounge space, and kiosk space is available at no charge through the Atwood Memorial Center (AMC) Administration Office in room 110 or by making a reservation online at http://www.stcloudstate.edu/atwood/reservations/default.asp.
  • Audio-Visual Equipment and Films: Equipment and films from Distribution Services in the Learning Resources Center are available at no charge. A check-out form must first be completed and signed by a faculty or staff, preferably the organization's adviser. Equipment may be reserved for up to one week. Tape recorders, movie projectors, DVD or VCR machines, cameras, and lighting equipment are all available. Call 320-308-3083 for more information.
  • Budgets/Financial Resources: One calendar year from a student organization’s charter date, student organizations can apply for a budget through the Student Government (during the budget process timeline set by Student Government, usually in the spring semester of each year). According to Senate Finance Policy, student organizations can apply for reserve funds through Student Government fifteen weeks from the group’s charter date. Information on budgets and reserve funds through Student Government is available at http://studentorg.stcloudstate.edu/stugov/.
  • Button-Making Machine: A button-making machine is available, free of charge, through the Department of Campus Involvement. 50 parts required to make the buttons are available for free to each organization per year. To make a reservation, email the organization name, date(s), time of pick up and drop off to campusinvolvement@stcloudstate.edu or call 320-308-2205. Reservations can also be made by visiting the Department of Campus Involvement Resource Desk across from AMC 139.
  • Campus Calendar: Advertising events through the Campus Events Calendar on St. Cloud State University's website is available. To add an event, go to www.stcloudstate.edu/events
  • Cash Box Usage: Organizations can check out a cash box free of charge through the AMC Accounting Office behind the AMC Information Desk. Bring in a student ID, the dates and times for pick up and drop off of the cash box, and a list of all students that can check out the cash box for your event.
  • Contracting for Speakers/Performers: Staff in the Department of Campus Involvement will assist student organizations in drafting the appropriate paperwork to create contracts for speakers and performers. Stop by the Department of Campus Involvement Front Desk, or make an appointment with one of the staff members by emailing campusinvolvement@stcloudstate.edu or calling 320-308-2205.
  • Consultation: Department of Campus Involvement staff are available for 1-1 consultations about any issue/question/concern/advice that student organizations need. Make an appointment by contacting the Department of Campus Involvement staff at campusinvolvement@stcloudstate.edu, 320-308-2205, or stop by the Campus Involvement Resource Desk across from AMC 139.
  • Copies Plus: If your organization has a 900 or 334 account, set up an account for Copies Plus through the AMC Accounting Office at 320-308-4085. Copies Plus provides copying, resume and fax service at a nominal cost, and will bill your account.
  • Digital Signage: Digital Signage is a service provided to campus organizations and departments across campus to promote upcoming events and to get critical information to the SCSU community. Atwood can post your content to the following digital signage TV's located in the following areas: Atwood Memorial Center, Garvey Commons, and Stewart Hall. We will additionally post it to Campus TV Channel 8 so any other buildings on campus that are tuned to Channel 8, will also show the digital signage (which includes the residence halls). For more information visit:  http://www.stcloudstate.edu/atwood/reservations/digitalsignage.asp.
  • Display Cases: There are display cases available for student organizations. To reserve space, contact the Department of Campus Involvement at 320-308-2205 or campusinvolvement@stcloudstate.edu or stop by the Department of Campus Involvement Front Desk, for a meeting.
  • E-blasts: Department of Campus Involvement publishes e-blasts that goes to all organization officers every two weeks and one for all advisers that goes out every month. The e-newsletter lists upcoming opportunities and announcements. To include information in the e-blast, email a short description of what you would like included to studentorgs@stcloudstate.edu.
  • Event Planning Assistance: The Department of Campus Involvement offers resources on the website for student organizations, including a full section on event planning. Staff members are also available to individually assist organizations. Visit the student organizations web site at www.stcloudstate.edu/campusinvolvement/organizations and click on the organization resources section or contact the Department of Campus Involvement at 320-308-2205 or campusinvolvement@stcloudstate.edu or stop by the Front Desk.
  • Financial Advising/Forms: Staff in the Department of Campus Involvement will assist student organizations in financial advising and assisting in drafting the appropriate paperwork to pay bills, etc. Forms are available on the Department of Campus Involvement web site at www.stcloudstate.edu/campusinvolvement/organizations under the organization resources section. For advising or help with forms, stop into the Department of Campus Involvement Office, or make an appointment with one of the staff members by calling 320-308-2205 or emailing campusinvolvement@stcloudstate.edu.
  • Fundraising Opportunities: The Department of Campus Involvement lists ongoing opportunities for fundraising on the student organizations web site at www.stcloudstate.edu/campusinvolvement/organizations under the organization resources section. Opportunities that come up at different times in the year are also included in the student organizations newsletter.
  • HuskyNet Email Address, File and Web Space: Groups can apply for an email address, file storage space and web site space. Application forms are available in the Department of Campus Involvement Office and require the group Adviser’s signature.
  • Liability Insurance: Registered student organizations are more covered by university’s liability insurance than those groups that are not registered. See the risk management section of this guidebook for more information on managing risk. For questions about risk management or liability, please contact Department of Campus Involvement at 320-308-2205, campusinvolvement@stcloudstate.edu, or stop into across from AMC 139.
  • List Servs: The adviser of any registered student organization may request a list serv to be created for the group by Learning Resources and Technology Services (LRTS). LRTS will require an explanation for the purpose and use of the list serv.
  • Mail: Student organizations can have mail sent to them. Mail will be stored at the Department of Campus Involvement Front Desk. Student organizations will be notified when mail has arrived for them.
  • Popcorn Popper: AMC has one popcorn popper for use at no cost. The machine, popcorn, and oil can be purchased from the AMC Accounting Office at 320-308-4085 and must be cleaned appropriately. Failure to clean the floor area where the popper was used or the machine itself will result in denial of future use and charge for cleanup. The popcorn machine cannot be taken from AMC or the AMC Mall area.
  • Promotional Space: There is a variety of promotional space around campus for organizations to advertise. Learn more about promotional space opportunities and procedures in the student organizations guidebook available on the student organizations website at www.stcloudstate.edu/campusinvolvement/organizations.
  • Storage Space: Department of Campus Involvement and Campus Recreation offer locked storage spaces. Organizations interested in storage space should contact Department of Campus Involvement at 320-308-2205 or studentorgsga@stcloudstate.edu.
  • Student Organization Fairs: Department of Campus Involvement hosts fairs (i.e. Mainstreet and Sidestreet) that student organizations are invited to take part in. These fairs are an opportunity for student organizations to recruit new members, showcase their purpose, promote events, and to serve as a marketing tool.
  • Supplies: Department of Campus Involvement provides a limited amount of tag board, roll paper, markers, and a variety of other supplies free of charge. To access supplies call 320-308-2205 or visit the Department of Campus Involvement Front Desk.
  • Ticket Sales: Student organizations can work with the AMC Information Desk to sell tickets for their events free or for a nominal fee. Visit the AMC Accounting Office behind the Information Desk for more information..
  • Two-Way Radios (Walkie Talkies): Registered student organizations can check out two-way radios for events as needed through the Campus Involvement Resource Desk. To reserve the radios, contact campusinvolvement@stcloudstate.edu, 320-308-2205, or visit the front desk.
  • University Facilities Reservations: Registered student organizations can reserve space for a free or nominal charge in many University facilities including, AMC and Student Recreation Center.
  • University Affiliation: Organizations may use the University name on publications and letterhead, indicating affiliation with St. Cloud State University, subject to University name, logo and seal guidelines. To find these guidelines, go to www.stcloudstate.edu/ucomm/styleguide.
  • Use of Quarry: The Quarry, on the lower level of AMC, can be reserved, free of charge, for group functions. A minimal fee is charged to cover any required staffing costs. Reservations can be made through the AMC Administrative Offices at http://www.stcloudstate.edu/atwood/reservations/roomrequest.asp.
  • Vehicle Rental: 12 passenger vans are available through Buildings & Grounds, one 12 passenger and one 7 passenger van is available through AMC, and one 12 passenger van. Please see the travel section of this guidebook for details on reserving these vehicles.
  • Website Resources: The student organizations website, www.stcloudstate.edu/campusinvolvement/organizations offers resources for student organizations and Advisers, including sample agendas, event planning resources, forms, evaluations and much more.
  • Work Room: Department of Campus Involvement provides an area in the Student Activities Complex in Atwood Memorial Center and is available for all student organizations to prepare promotional materials.

Inactive status

Some organizations become inactive due to member graduation or lack of interest. In such cases, the organization will continue to be listed by the Department of Campus Involvement as a registered group until the next annual registration period, or as determined by the Department of Campus Involvement staff. If an organization does not complete the next annual registration requirements, the group will no longer be registered. Any funds remaining in an organization’s account that is no longer active or registered will be liquidated. An organization can be restarted at any time by following procedures outlined in this guidebook for new student organizations.



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