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Fall 2014

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“If you have knowledge, let others light their candles in it.”
˜ Margaret Fuller


RECOGNITION OF STUDENT ORGANIZATIONS

Steps to Recognition
Privileges of Recognized Student Organizations
Suspension of Recognition
Disciplinary Procedure Against Student Organization
Reactivation of a Student Organization
Annual Requirement to Remain Active

Student Organization Travel

Student Organization Events
Requirements and Responsibilities of Recognized Student Organizations

STEPS TO RECOGNITION: 

The Student Senate is responsible for the recognition of new student organizations, subject to the approval of the Bemidji State University (BSU) President or his designee.  The following steps are offered as a guide.

  1. The proposing organization shall consult with the Associate Director of Hobson Memorial Union (HMU) to schedule organizational meetings and obtain organizational materials.  During this time a group may not sponsor speakers or activities in the name of the proposed constitution unless authorized by the Associate Director HMU.
  2. An Intent to Organize Form must be submitted via CollegiateLink. The Intent to Organize form is found on CollegiateLink as a "Register a New Organization" button in the left side bar under the "Organizations" tab. A constitution must be uploaded along with the submission and should include: (A sample   Constitution is available online)
a)    Organization name
b)    Purpose of the organization
c)    Membership
1.  A minimum of seventy-five percent must be BSU students
d)  Financial aspect
    1.  Dues
2. Disposition of funds in case of dissolution; all funds received from SAFAC must be returned at dissolution.
e)  Officers
     1.  Duties
     2.  Replacement
     3.  At least one constitutional officer must be a BSU student
f)  Provision for regular meetings
g)  Quorum
h)  Advisor (must be a BSU faculty/staff person)
i)  Amending process
j)  Non-discrimination statement

It is recommended that an organization follow Robert’s Rules of Order, newly revised edition, when conducting meetings.


3)   Advisors are required for all student organizations.  The advisor should have an interest in the group’s purpose and goals.  If the group is affiliated with an academic discipline, faculty members of the associated department should be contacted.  Any current faculty, staff, or administrative member of the University may serve as advisor of a student organization.  The advisor should be an on-campus person and must be approved by the Associate Director, who may be consulted on possible advisors.  The University administration reserves the right to reject an organization’s choice of advisor and to request a new advisor be named.   Emeriti, former faculty and staff, or community members with University administration approval may serve as an advisor if it is in the best interest of the student organization.


4)   Representatives of the applying student group may want to meet directly with the Student Senate prior to formal action on approval to answer questions and concerns that may affect the decision.


5)   Once a constitution is submitted to the Student Senate, review and official recognition should be granted within two to three weeks during the academic year.  After Senate approval, its recommendation is transmitted to the University President or his designee through the Associate Director, HMU.


PRIVILEGES OF RECOGNIZED STUDENT ORGANIZATIONS:
All recognized student organizations shall be accorded the same privileges.  University recognition does not mean endorsement of the purposes or activities of any organization by the faculty, administration, or students.  It means only that the organization is accepted as meeting the minimum requirements for all student organizations.  Privileges of recognized student organizations include:

  • Using the name of the University or an abbreviation of it as part of their title.  However, a student organization may not advertise or promote events, activities, or other functions in a manner that falsely suggests that the event or activity is sponsored by the University.  In all advertising it should be noted that the organization is sponsoring this event, not the University.
  • Raising funds or making other permissible solicitations on University property in accordance with the University policy. Prior to doing so, a Fundraising Application must be completed and approved by the Student Senate/BSU Foundation. This form may be obtained from either the  Student Senate Office or the HMU Information Desk.  (Sample copy of Fundraising Application available online)
  • Reserving University facilities to sponsor or present a public performance on University property.  Reservations may be made through the Scheduling Office located at the HMU Information Desk or by sending an email to: scheduling@bemidjistate.edu. (Sample copy of Facility Request Form available online)
  • Receiving a mailbox in Hobson Harbor for Organizations (H2O): a Center for Student Involvement.  For security purposes, organizations may request a mailbox for their use at the HMU Information Desk.
  • Requesting storage space in H2O: Center for Student Involvement.  Contact the HMU staff for storage space.
  • Requesting desk space in H2O: Center for Student Involvement. Applications are available online.
  • Requesting to use audio-visual equipment, including projectors, overheads, a sound system, DVD’s, and VCR’s.  The request may be made through the Scheduling Office located at the HMU Information Desk area or via email at scheduling@bemidjistate.edu.
  • Receiving the support of a faculty/staff advisor (as approved by the Associate Director).
  • Establishing an on-campus account for financial management.  No new organizations are allowed to have an off-campus account. 

  • Using the BSU tax exempt number if their account is located on campus.  (See Associate Director for further instruction/tax exempt number.)
  • Publicizing on campus those events sponsored by the organization.  Posters and Banners must be brought to the HMU Information Desk for approval.  The Department of Residential Life will approve posters and banners for residence hall posting.  Table tents are coordinated through the HMU Information Desk.
  • Applying for funding from the Campus Activity Board (CAB) to assist with campus-wide programs or events sponsored by the organization.  (A sample Special Request Form is available online.)
  • Applying for funding via the HMU Programming Grant.  (Forms are available online)
  • Making copies, laminating, and making overheads at the HMU Information Desk.  These costs are charged back to the student organization’s on-campus account and off-campus accounts must pay by cash or check. 
  • Utilizing Printing Services (located in lower Memorial Hall).  The student organization will be charged for labor and material.  The cost can be charged directly to the organization’s account if the account is with the University.  Organizations with off-campus accounts must pay upon completion of the job.  The Printing Requisition form, available at Printing Services or at the HMU Information Desk, must be filled out before work will be done.  The advisor’s signature is needed on the form. 
  • Purchasing, at a minimal charge, button parts to make their own buttons to promote their organization or event.  Contact the HMU Information Desk in order to do so. 
  • Applying annually for SAFAC operational monies.  Contact may be made through the Associate Director. Forms may be obtained from the HMU Information Desk or from Student Senate.  All monies distributed are transferred into the organization’s on-campus account.  
  • Receiving advice regarding contract obligations for performers, speakers, vendors, etc, from university staff.

SUSPENSION OF RECOGNITION:
Recognition may be suspended by the the Associate Director, subject to appeal to the University President or his designee, when:

  • The organization has not registered on CollegiateLink. 
  • The organization does not show a reasonable amount of activity in promoting the ends and purposes specified in its constitution as evidenced by membership meetings/other activities. 
  • The organization does not comply with the requirements regarding their financial accounts as required by BSU and the Minnesota State Colleges and Universities (MnSCU) Board. 
  • Discriminating practices are exercised by the organization. 
  • Recommendation is made by the University Conduct Committee for revocation of official recognition as a sanction for violation of University rules, including but not limited to usage of alcohol or hazing.


DISICPLINARY PROCEDURE AGAINST STUDENT ORGANIZATIONS:
Recognized student organizations in violation of University policies are subject to probation, revocation of recognition, or other disciplinary action through the Associate Director.  Questions about these guidelines or requests for additional information should be referred to the Associate Director at 755-3760 or to the Vice President for Student Development and Enrollment Office at 755-2075.

REACTIVATION OF A STUDENT ORGANIZATION:
If an organization has become inactive and wishes regain recognized organization status, it must go through the complete process of recognition.  This process is the same as that of any organization requesting initial recognition.  Students interested in reactivating a past organization should check with the Associate Director to see if a past constitution is available. 

ANNUAL REQUIREMENT TO REMAIN ACTIVE:
At the end of Spring Semester, each organization should register for the upcoming year on CollegiateLink. The Intent to be Active form is found on CollegiateLink as a "Register" button underneath the organization that needs to register when viewing the site after clicking the "Organizations" tab. This form must be completed each year for an organization to remain active and recognized by BSU. An announcement will be made when registration is live. 


STUDENT ORGANIZATION TRAVEL
Student organization events are considered university business.  As such, BSU has a vested interest in the activities that student organizations participate in.  It is required that all Student Organization Travel be approved by the VP of Student Development and Enrollment, if in-state, and by the President if the travel is out of state or country. This policy applies even if your organization is using personal vehicles for travel.  The “Travel and Vehicle Request” form can be found at the following address: www.bemidjistate.edu/offices/business/forms.cfm

STUDENT ORGANIZATION EVENTS

Any student organization hosting an indoor or outdoor on campus event must abide by the following:
•    BSU Students and their guests will abide by the BSU Code of Conduct
•    The sponsoring organization is responsible for the actions of any contracted entertainment.
•    Alcohol and drugs are not permitted.  The sponsoring organization should deny admission to individuals that appear to be under the   influence of drugs or alcohol.
•    The sponsoring organization should monitor event participants to prevent unruly behavior and, if present, act responsibly in addressing the occurrence.

REQUIREMENTS AND RESPONSIBILITIES OF RECOGNIZED ORGANIZATIONS:

To retain recognized status, each organization must comply with the following:

1.    Conduct its business affairs in accordance with MnSCU requirements:

a. All organizations using on-campus accounts must follow the guidelines for
           record-keeping furnished by the Accounting Services Office.

           b. All organizations having their accounts off-campus must submit monthly
                financial statements to the Associate Director.

2.    Keep a record of organization receipts and expenditures for the current and previous year.

3.    Conduct activities in accordance with the purpose of the organization as stated in its constitution.

4.    File a Fundraising Application with the Student Senate/BSU Foundation prior to sponsoring any fundraising activities.  

5.    Have their constitution on CollegiateLink.  Amendments to the constitution should be relayed to the Student  Senate and the Associate Director.

6.    Be non-discriminatory in membership and programming as defined by university policy and local, state, and national statutes.

7.    Adhere to university policies and all applicable local, state, and federal regulations.

8.    Act responsibly as a member of the university community, both on and off campus.