Policies and Related Information - Student Organization Policies

Classifications

Student organization officers, advisers and members can access student organization policies online at www.stcloudstate.edu/campusinvolvement/organizations/manual/default.asp.

St. Cloud State University categorizes each student organization as either a Student Group or a Campus Program, based on the nature of the organization including, but not limited to, the required budget process, funding levels, or staff responsibility and accountability to the organization. The responsibilities associated with each type of established student organization are outlined in this section.

St. Cloud State University recognizes the Student Government as the governing body and official representative of the students.

Student Group: An association comprised primarily of students that upon completion of the established registration process is entitled to certain privileges, including access to a variety of resources on the St. Cloud State University campus. Student groups are those that mainly present events limited to their membership and campus community. These organizations are primarily interest groups. Any St. Cloud State University student can form a student group with ten members and a full-time university faculty or staff member to serve as the adviser. Student groups must complete the annual registration process through the Department of Campus Involvement Student Organizations Office and comply with all University policies and procedures.

Example of a student group: Advocates for Animals and the Environment (AAE)

Relationship to the University: Student groups are affiliated with the University and are responsible for managing their programs in accordance with all University policies and procedures. They are not agents of the University and shall not represent themselves as such.

Campus Program: A St. Cloud State University program similar to a student group in purpose and composition and affiliated with a St. Cloud State University academic or administrative department with a designated faculty or staff administrator or adviser responsible for the program from that department. All campus program operations and activities shall be subject to the oversight of the department.

Example of a campus program: University Program Board (UPB)

Relationship to the University: Some campus programs may have University employees with specific job responsibilities to their programs. They are subject to all University policies and procedures.

Categories

Each student organization is assigned a category based on its purpose. New organizations make a request for the category they want to affiliate with. The Department of Campus Involvement Student Organizations staff and the student organization leaders make the final decision about the category association.

St. Cloud State University Annual Eligibility Requirements for Student Organizations

Involvement in student organizations provides students with valued learning experiences that bridge learning inside and outside the classroom enviornment. At St. Cloud State University, both student groups and campus programs are required to adhere to these requirements set forth in the following eight steps:

1. Membership

  • Must have a minimum of ten, current St. Cloud State University student activity fee paying members.

2. Officers

  • Must have a minimum of three executive officers (president, vice president, and treasurer) who must be current St. Cloud State students in good academic and student conduct standing with the University and maintain at least a 2.0 Grade Point Average.

3. Adviser

  • Must maintain a full-time St. Cloud State University faculty or staff member as an adviser.

4. Training and Communication

  • Required workshops:
    • Held at least once within the academic year to convey vital organization information.
    • One member MUST attend and may represent a maximum of three organizations. This member is expected to pass along the information from the workshop to their organization members..
  • Collegiatelink (the online student organization management system):
    • Annually update the Department of Campus Involvement Student Organizations Office, via Collegiatelink, of any changes to officers, advisers, members or calendar.

5. Grade Point Average

  • Must have a minimum of three executive officers (president, vice president, and treasurer) who are current St. Cloud State University students in good academic and student conduct standing with the University, including maintaining above a 2.0 Grade Point Average.

6. Constitution

  • Maintain a current copy of a student organization constitution and by-laws. This must be submitted to the Department of Campus Involvement Student Organizations Office by Collegiatelink. Also, student organizations must comply with the St. Cloud State University Affirmative Action Policies, including Title IX. The following statement must be included in the membership section of the organization constitution:

Statement of Nondiscrimination

St. Cloud State University will provide equal education and employment opportunities to all persons as required by MnSCU policy 1b.1. It prohibits discrimination based on race, sex, color, creed, religion, age, national origin, disability, marital status, status with regard to public assistance, sexual orientation, gender identity or gender expression. Federal law also prohibits discrimination based on age, disability, pregnancy and certain Veteran status. The State of Minnesota further prohibits discrimination based on membership on a human rights commission.

In compliance with the law and as an integral part of the mission of this university, St. Cloud State University is committed to providing equal education and employment opportunities to all students and employees. To carry out this commitment, St. Cloud State University not only prohibits discrimination in policy and process, but takes affirmative steps to prevent sexual and discriminatory harassment in the workplace and classroom. St. Cloud State University students or employees with concerns or uncertainty about possible harassment or discrimination are encouraged to contact Ellyn L. Bartges, who is the University Designated Officer, Title IX Coordinator/Officer and the Equity & Affirmative Action Officer (phone 308-5123 or via email at affirmativeaction@stcloudstate.edu). At www.stcloudstate.edu/affirmativeaction/policies, you will find St. Cloud State University policies and procedures pertaining to discrimination, harassment and sexual assault, as well as information on resources available to you.

7. Legal Compliance

  • Organization constitution must include the statement of Nondiscrimination listed above.
  • Organizations must abide by the laws of the State of Minnesota, Minnesota State Colleges and Universities (MnSCU) policies, the City of St. Cloud ordinances, St. Cloud State University policies, including the St. Cloud State University Student Code of Conduct. The St. Cloud State University Student Code of Conduct can be found in the Student Handbook at: http://www.stcloudstate.edu/studenthandbook/code/default.asp
  • Comply with the account policies set by the University and Student Government Senate Finance Committee.

8. Risk Management

  • Plan and implement programs and events that minimize risk to participants, the organization, and the University, and to accept responsibility for supervision of all sponsored programs.
  • All student organization sponsored events must be in compliance with University policies and procedures; if it is determined that an event or program is not in compliance, the event may be cancelled.

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 remain in compliance with University student organization requirements. Annual registration also ensures that the Department of Campus Involvement Student Organizations Office has up-to-date contact information for officers, members and the adviser via Collegiatelink (our online club management system) to allow the university to communicate with the student organization and to provide support to programs and services.

Timeframe

Complete the annual registration process with the Department of Campus Involvement Office Student Organizations Office by October 1of each year (annual registration requirements for registered student groups and campus programs may vary and will be clearly outlined each year). Although groups can register with the Department of Campus Involvement Student Organizations Office at any time throughout the year, the initial registration deadline for the academic year is October 1st of each year. It is important to note that to register the student organization after the October 1st 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 Senate Finance Committee.

Student organization registration is valid for one calendar year, ending on September 30th. Each organization must complete the registration process set by Department of Campus Involvement Student Organizations, including one member of each organization attending the appropriate required student organization workshop in the fall of each year. The registration process and workshop dates will be publicized on the Department of Campus Involvement Student Organizations website and sent directly to the listed president and adviser for each group annually via email comunication. The annual registration requirements for student groups and campus programs may vary, and will be clearly outlined each year.

Failure to Register

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 Student Organizations Office as a registered group until the next annual registration period, or as determined by the Department of Campus Involvement Student Organizations staff. If an organizaiton 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 the guidebook for new student organizations.

 

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