Policies and Related Information - Student Organization Policies


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 10 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

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.

St. Cloud State University Requirements to be a Registered Student Organization

St. Cloud State University, student groups and campus programs at St. Cloud State are required to adhere to these requirements set forth in the following 8 steps:

Annual Student Organization Registration Process


1. Membership

  • Must have a minimum of 10 full-time St. Cloud State University student activity fee paying members.

2. Officers

  • Must have a minimum of three (3) executive officers (president, vice president, and treasurer) who must be St. Cloud State students in good academic 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 the members of their organization(s).
  • Collegiatelink (the Online Club Management System):
    • Annually update the Department of Campus Involvement-Student Organizations Office, via Collegiatelink, of any changes to officers, advisers, or members.

5. Grade Point Average

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

6. Constitution

  • Maintain a current copy of a student organization constitution an by-laws. This must be submitted to the Department of Campus Involvement-Student Organizations Office, either by paper copy or by Collegiatelink. 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 following the Civil Rights Act of 1964 (CRA), as amended, which prohibits certain forms of discrimination in providing educational programs under Title IX and employment under Title VII. Specifically the CRA prohibits discrimination based on race, color, national origin, sex, or religion. Federal law also prohibits discrimination based on age, disability, pregnancy and certain Veteran status. The State of Minnesota further prohibits discrimination based on marital status, sexual orientation, receipt of public assistance or 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 regardless of race, color, creed, sex, age, religion, marital status, sexual orientation, national origin, disability, and other mentioned immutable characteristics. 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.

8. Risk Management

  • Plan and implement programs and events that minimize risk to participants, the organization, and the University, and accept responsibility for supervision of all sponsored programs.

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.


Complete the annual registration process with the Department of Campus Involvement Office-Student Organizations Office by September 30th of 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 September 30th of each year. It is important to note that to register the student organization after the September 30th 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.

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. The annual registration requirements for student groups and campus programs may vary, and will be clearly outlined each year.

Additional Annual Registration Requirements for Various Groups

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.

Recreation and Sport Clubs

Recreation and Sport Clubs are classified as a Tier 1 (those involving higher risk activity) 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 an 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.

All Tier 1 and Tier 2 Recreation and Sport 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 Club tiers will be determined by assessing the potential for seriousness of harm and likelihood/frequency per the chart below.

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.



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