Policies and Related Information - Student Organization Policies
Classifications
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 and comply with all University policies and procedures.
Example of a student group: American Marketing Association
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
Responsibilities of Student Organizations
Involvement in student organizations provides students with valued learning experiences that bridge learning inside and outside the classroom environment. At St. Cloud State University, both student groups and campus programs are required to:
- Complete the annual registration process with the Department of Campus Involvement Office by September 30 of each year (annual registration requirements for registered student groups and campus programs may vary and will be clearly outlined each year).
- Update the Department of Campus Involvement Office, via the Online Club Management System, of any changes to officers, adviser, or members.
- Maintain a full time St. Cloud State faculty or staff adviser.
- Maintain a current copy of a constitution in the Department of Campus Involvement Office (either by paper copy or via the Online Club Management System).
- Comply with St. Cloud State University Affirmative Action policies, including Title IX, and state it under the membership section of their constitution.
- 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, and all policies and procedures outlined in the St. Cloud State University Student Code of Conduct.
- Comply with the account policies set by the University and by Student Government.
- 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.
Relationship to the University
Student Groups
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 Programs
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 staff and the student organization leaders make the final decision about the category association.
The categories that organizations are assigned to are:
- Arts
- Communications
- Council/Advisory Groups
- Departmental/Academic Focus
- Fraternities and Sororities
- Honoraries
- Language and Culture
- Political and Social Concerns
- Recreation and Sport Clubs
- Religious and Spiritual
- Service and Advocacy
Student organizations that wish to be re-categorized may contact the Department of Campus Involvement staff at the Resource Desk across from AMC 139, campusinvolvement@stcloudstate.edu or 320-308-2205.
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.
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 will be notified if they are a tier 1 organization by the Department of Campus Involvement staff. Questions regarding this can be directed to staff in the Department of Campus Involvement at studentorgs@stcloudstate.edu or 320-308-2205.
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.
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.
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 Form & Requirements - After your meeting with a Department of Campus Involvement staff member, you will be provided with login information to online club management system for your organization where you will need to complete a new student organization registration form, as well as a list of the requirements.
- 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
- Atwood Memorial Center Space Reservation
- Audio-Visual Equipment and Films
- Budgets/Financial Resources
- Button-Making Machine
- Campus Calendar
- Cash Box Usage
- Computers:
- Contracting for Speakers/Performers
- Consultation
- Copies Plus
- Digital Signage
- Display Cases
- Event Planning Assistance
- Financial Advising/Forms
- Fundraising Opportunities
- HuskyNet Email Address, File and Web Space
- Leadership Library
- Leadership Trainings
- Liability Insurance
- List Servs
- Mailboxes
- Newsletter
- Office Space
- Popcorn Popper
- Promotional Space
- Storage Space
- Student Organization Fairs
- Supplies
- Ticket Sales
- University Facilities Reservations
- University Affiliation
- Use of Quarry
- Vehicle Rental
- Website Resources
- Work Room
For more information on these benefits, see the Student Organizations Guidebook online at www.stcloudstate.edu/campusinvolvement.
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.
Role of the Adviser
The University requires that each student organization be advised by at least one faculty or staff member. Effective advising requires numerous skills normally associated with teaching or counseling and a willingness to commit time to these activities. Advisers play an important role in student organizations. By sharing knowledge about the university and personal experience, advisers provide professional expertise to student organization members, as well as foster rewarding mentorships with students. Advisers are rewarded in knowing that they have contributed significantly to the growth and development of students through co-curricular activities.
Requirements to be a Student Organization Adviser
- Must be a full-time St. Cloud State University employee during the academic year in which one serves unless otherwise approved by the Department of Campus Involvement.
- Serve without pay and not be provided release time from other professional duties unless specified in a job description.
- Represent and protect the interests of St. Cloud State University in all matters pertaining to the organization.
Choosing or Changing an Adviser
Student organizations are generally responsible for selecting their own adviser unless it is specified in an employee’s position description (note: the Coordinator of Intramurals and Sport Clubs in Campus Recreation is the official adviser signing off on all financial forms for sport clubs). Student organizations are allowed to choose their adviser in accordance with their constitution and/or operating documents, unless it is specified in an employee’s position description. Any student organization may have more than one adviser, though only one adviser is specified to sign financial forms. All changes to advisers should be updated in the online club management system and emailed to the Department of Campus Involvement at campusinvolvement@stcloudstate.edu.
Benefits of Being an Adviser
There are several rewards associated with being the adviser to a student organization. They include:
- Observe and assist in the development of students.
- Teach, lead, and coach students.
- Serve as a reference for students.
- Serve as a mentor for students.
- Observe culture changes in the life of the University and community.
- Form networks with colleagues involved as advisers in similar organizations.
- Provide service to the University.
- Participate in an organization whose purpose you support.
- Receive recognition by the institution, the organization, and students for a job well done.
Responsibilities of a Student Organization Adviser
In assuming the role of student organization adviser, it is inherent that the adviser accepts and agrees to fulfill these responsibilities in the manner listed below:
- Serve as the official person responsible for the budget, including signing financial forms, budget requests, etc.
- Take an active role in advising the student organization.
- Know the general purpose of the organization and be familiar with all provisions outlined in its constitution or by-laws, and review the constitution annually with the organization membership.
- Meet with the organization president on a regular basis (at least twice each month is recommended as the minimum requirement).
- Attend organization meetings and events.
- Remain informed of all activities sponsored and conducted by the student organization.
- Establish with the student organization president the manner in which the adviser will participate in the organization’s activities; i.e., programs, social events, recruitment and new member activities, and meetings.
- Know the officers and members of the organizations.
- Be familiar with the status of the current membership of the organization.
- Know the organization’s process for obtaining new members.
- Offer guidance to the organization on goal setting, organization management, program planning, problem solving, and group evaluation.
- To be knowledgeable of and adhere to University policies and procedures which pertain to student organizations and to inform the student organization officers and members of their responsibilities.
- Be knowledgeable of policies and procedures listed in the St. Cloud State University Student Code of Conduct.
- Review with the student organization membership the policies and procedures listed in the St. Cloud State University Student Code of Conduct.
- Immediately report to the Department of Campus Involvement any activities that may or will violate University policies.
- Review and adhere to the policies in the Student Organization Policy Guidebook.
Risk Management
Portions of this section adapted from http://www.snc.edu/studentorgs/handbook/riskmanagement.html.
Involvement in a student organization at St. Cloud State University is a great opportunity to learn leadership skills, make lifelong friends, and positively influence the campus community. Risk management is the process of thinking through and planning for the potential and perceived risks involved in activities and taking actions and proactive steps to minimize these risks. The goal of risk management is to ensure that student organizations plan and host events that are safe and fun for everyone involved!
There are five major factors that often lead to legal risks for student organizations. Any one of these factors may be applicable to the organization as a whole, the organization’s officers, or individual members:
Ignorance of the Law – Not being aware of the laws. For example, this could be applicable to the student organization that does not adopt behavioral expectations, stating that when members are involved in hazing or sexually violent situations, it is not the responsibility of the organization. The entire organization, officers, or individual members may be found responsible under the St. Cloud State University Student Code of Conduct. Individuals found responsible for some actions classified as hazing or sexual assault and prohibited by the St. Cloud State University Student Code of Conduct, may also be faced with criminal charges or civil claims in a court of law.
Ignoring the Law – Knowingly violating the law. For example, although an organization knows that serving minors alcoholic beverages is illegal, they continue to violate the law.
Failure to Act – Realizing a behavior or action needs to stop, but not doing anything to stop it. An organization that would allow risky behavior (such as a fist-fight) to continue at a function could be held liable for the injury, because of its failure to take some sort of action to stop the behavior.
Failure to Warn – Not notifying participants of what risks are associated with an activity or event. An organization that sponsors an activity that requires proper techniques for safe participation must inform all participants of the inherent dangers involved. Courts have held parties responsible for harm that is foreseeable and could have been prevented.
Expense – Failing to spend money on ensuring safety at an event or activity. An organization that fails to appropriate funds to ensure and maintain safety at an event or activity that they sponsor may be liable in the event of an accident or injury.
