Date: February 2, 1982
Approved: Jon Wefald
Revised: January 10, 2003
Approved: David C. Danahar
Southwest Minnesota State University
Establishment of Student Clubs/Organizations
Step 1: Any group of students wishing to form a club/organization should contact the Assistant Director of Student Development/Activities/Union. At this meeting they will receive a handout on “How to Become a Recognized Club/Organization at SMSU.”
Step 2: The Assistant Director of Student Development/Activities/Union will have the authority to grant temporary status to groups who are in the process of organizing. This will allow the group to schedule organizational meetings over a thirty-day period.
Step 3: When the club/organization completes the requirements (i.e. writing a constitution, selecting an advisor, applications for recognition, etc.) they will return all documents to the Assistant Director of Student Development/Activities/Union.
Step 4: The Assistant Director of Student Development/Activities/Union will take the application to the Student Activities Committee. The Student Activities Committee will consider this group’s constitution and vote to accept or reject recognition.
Step 5: If it passes in the Student Activities Committee, the proposed club/organization will be presented to the Student Senate. The Student Senate will then review the constitution and vote on whether or not to recognize the club/organization.
Step 6: If the proposed club/organization passes in the Senate, the application will go to the President of the institution. The President or his/her designee will then officially act on the club/organization’s proposed recognition and confirm it in writing to the club/organization president, advisor, the Assistant Director of Student Development/Activities/Union, University Scheduling Officer, Business Services, the Student Activities Committee Coordinator and the Vice President of the Student Association. When a club/organization is recognized, the President or his/her designee will also initiate a letter to the advisor explaining the institution’s expectations of them and officially recognizing their involvement with the club/organizations.
Step 7: Once recognized, the club/organization would have the following rights and responsibilities:
- The use of University facilities and services for meetings and other activities by scheduling with the University Scheduling Office.
- Permission by the University to conduct fund-raising projects on campus.
- Opportunity to participate in all-university events.
- Opportunity to request funds from the Student Activity Fee Allocation Committee.
- Opportunity to request funds from the Student Activity Fee Allocation Committee for a particular program.
- Use of a University mailing address and/or name.
- Use of an activity account with the University Business Office.
- When available, office space for the club/organization, lockers, mailboxes, and information center in Student Association office.
- The right to establish club/organization dues.
- The right to invite speakers to the campus.
- Recognized student clubs/organizations are expected to comply with Minnesota State Colleges and Universities (MnSCU) System Policy governing Account Administration and will be given a copy of the system policy at the time of recognition.
Step 8: Official campus recognition is an organizational status and must be maintained.
Step 9: Registration – all recognized clubs/organizations shall register with the Assistant Director of Student Development/Activities/Union during the first thirty (30) days of fall semester each academic year.
Step 10: Should any recognized club/organization fail to register in the first thirty (30) day period, it will be placed on probation. Probationary status will be interpreted to mean that the club/organization has temporarily lost all privileges and reinstatement must come from the Assistant Director of Student Development/Activities/Union. If the registration process is completed in the fall semester, the privileges of recognition will be reinstated.
Step 11: Should any recognized club/organization fail to register within the fall semester of each academic year, is shall lose its recognition. To regain recognition all procedures for initial recognition must be completed. A public notice to report that the club/organization is extinct will be posted in the student newspaper (SPUR) and Campus News.
Step 12: In the event that a club/organization remains defunct for a complete year, any funds they have in the University Activities Account will revert to SAFAC to be reallocated among student clubs/organizations.
Step 13: Ad hoc and standing committees – any group of students wishing to benefit from the advantages of a registration without the intent of becoming a permanent club/organization should schedule a meeting with the Assistant Director of Student Development/Activities/Union to discuss specific group objectives and proposed date of termination. The Assistant Director of Student Development/Activities/Union will have the authority to grant them temporary status for the duration of the group.