St. Cloud State University Student Handbook

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.

SCSU recognizes the Student Government Association 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 SCSU campus. Student groups are those that primarily present events limited to their membership and campus community. These organizations are primarily interest groups. Any SCSU 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 Center for Student Organizations & Leadership Development (CSOLD) and comply with all University policies and procedures.

Example of a Student Group: American Marketing Association

Campus Program: A SCSU program similar to a student group in purpose and composition and affiliated with a SCSU academic or administrative department with a designated faculty or staff administrator or adviser responsible for the program from that department. All Campus Programs 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 learning environment. At SCSU, both Student Groups and Campus Programs are required to:

Complete the annual registration process with the CSOLD 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 CSOLD Office, via the Interactive Collegiate Solutions (ICS) system online, of any changes to officers, adviser, or members.
Maintain a full time SCSU faculty or staff adviser.
Maintain a current copy of a constitution in the CSOLD Office (either by paper copy or via the ICS system online).
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, the City of St. Cloud ordinances, SCSU policies, and all policies and procedures outlined in the SCSU Student Code of Conduct.
Comply with the accounts policies set by the University and by the Student Government Association.
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. Student Groups are not agents of the University and shall not represent themselves as such.

Campus Program
Some campus programs may have University employees with specific job responsibilities for their programs. Campus programs are subject to all University policies and procedures.

Annual Registration

To be considered a student group or campus program, student organizations must remain eligible and must complete an annual registration process through the CSOLD department 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 the CSOLD department including one member of each organization attending the appropriate required Student Organization Workshop. The registration process and workshop dates will be publicized on the CSOLD department web site 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 SCSU 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 Sport Clubs

All Sport Clubs will be required to attend mandatory monthly Sport Club Council (SCC) meetings, lead by the Office of Intramurals & Sport Clubs beginning in September and running through May. 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 a club in good standing, clubs are also required to participate in setting up and taking down the Husky Dome as well as other events specified by the 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 a minimum number of students involved to ensure that adequate interest for the organization exists. Annual registration also ensures that CSOLD has up-to-date contact information for officers, members and the adviser (via ICS) to allow the university to communicate with the student organization and to provide support to programs and services.

Requesting a Budget from Student Government

Student organizations that have been registered for at least one calendar year at the start of the annual budget process, may request a budget from the Student Government Association during the annual budget process in the spring of each year. Organizations receiving a budget from the Student Government Association 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 Association and are announced each year.

Use of 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 CSOLD department, Sodexo, and the Atwood Memorial Center Administrative Office and are announced each year.

Forming a New Student Organization

Any SCSU 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: Request Form - Complete the new student organization request form and turn it into the CSOLD department located in Atwood Memorial Center room 139 or via email to csold@stcloudstate.edu. Forms are available online at www.stcloudstate.edu/csold/studentorganizations under “Start a New Organization”.

Step 2: Informational Meeting – A CSOLD staff member will contact you to set up a meeting to go over the steps it will take to become a registered student organization and to answer any questions.

Step 3: Complete Requirements – After meeting with the CSOLD staff member, you will get an email with login information to a web page for your organization and a list of the requirements that need to completed.

Step 4: Adviser Verification – Your adviser will also get an email from the CSOLD department with information about what they need to do to confirm they are the adviser and review the group’s registration information.

Step 5: Registered – Once you and your adviser complete all of the required steps, you will both receive an email from the CSOLD department to let you know you are registered with the university, your organizations web site will be activated, and your group will be listed on the CSOLD department web site on the list of registered student organizations.

Note: Sport Clubs and Fraternities & Sororities may have additional requirements or steps to complete to form a new student organization. Additional requirements for either will be explained during Step 2 in the meeting with the CSOLD staff member. Questions regarding Sport Clubs can be directed to the Coordinator of Intramurals and Sport Clubs at 320-308-3923. Fraternity & Sorority questions can be directed to the CSOLD Assistant Director for Fraternities & Sororities 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 SCSU student activity fee paying members.
Must maintain a full time SCSU faculty or staff member as an Adviser.
Must have a minimum of three officers (President, Vice President, and Treasurer) in good standing with the University, including above a 2.0 GPA.

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 Student Organizations in the CSOLD department 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 Association.

Campus Programs
If a Campus Program fails to complete the annual registration process, the organization will need to meet with the Assistant Director for Student Organizations in the CSOLD department and appeal their loss of registration. Because Campus Programs are funded at a higher level than Student Groups, the Student Government Association 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 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 camera
Display Cases
Event Planning Assistance
Financial Advising/Forms
Fundraising Opportunities
HuskyNet Email Address, File and Web Space
Leadership Library
Leadership Trainings
List Servs
Mailboxes
Newsletter
Office Space
Popcorn Popper
Promotional Space
Storage Space
Student Organization Fairs
Supplies
Ticket Sales
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/csold/studentorganizations.

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 CSOLD department as a registered group until the next annual registration period, or as determined by CSOLD staff, as a result of extenuating circumstances. 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 the procedures outlined in this guidebook for new student organizations.

Role of the Adviser

The University requires that each student organization be advised by a 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 SCSU employee during the academic year in which one serves unless otherwise approved by the CSOLD department.
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 SCSU 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 ICS system online and emailed to the CSOLD department at csold@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.
Receive recognition by the institution, the organization, and students.
Serve as a reference for a student.
Serve as a mentor for students.
Observe culture changes in the life of the University and community.
Teach, lead, and coach students.
Form networks with colleagues involved as advisers in similar organizations.
Provide service to the University.
Participate in an organization whose purpose you support.

Responsibilities of a Student Organization Adviser

In assuming the role of a student organization adviser, it is inherent that the adviser has accepted and agreed to fulfill these responsibilities in the manner listed below:

Serve as the official budget responsible person, 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 the organization’s constitution and by-laws and review annually the constitution 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 by 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 SCSU Student Code of Conduct.
Review with the student organization membership the policies and procedures listed in the SCSU Student Code of Conduct.
Report immediately to the CSOLD department any activities that may or will violate University policies.
Review and adhere to the policies in the Student Organization Policy Guidebook.

Risk Management

Involvement in a student organization at SCSU 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 are 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 - 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 situation, it is not the responsibility of the organization. The entire organization, officers, or individual members may be found responsible under the SCSU Student Code of Conduct. Individuals found responsible for some actions classified as hazing or sexual assault and prohibited by the SCSU Student Code of Conduct, may also be faced with criminal charges or civil claims in a court of law.

Ignoring the Law – For example, although an organization knows that serving minors alcoholic beverages is illegal, they continue to violate the law.

Failure to Act - An organization that would allow risky behavior (such as a fist-fight or dangerous use of weapons or vehicles) to continue at a function could be construed liable for the injury, because of their failure to take some sort of action to stop the behavior.

Failure to Warn - 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 - An organization fails to appropriate funds to insure and maintain safety at an event or activity that they sponsor may be liable in the event of an accident or injury.

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