Student Union & EventsMontana State University Billings

SUB 219

Fall 2014

Welcome• MSU Billings recognizes the vital contributions student

organizations make to campus and we strive to assist you in any way that we can.

• In order to qualify for all of the benefits and resources of a student organization, you must follow the registration process to be recognized by the university.

• An updated list of registered organizations is prepared each semester by the Student Union & Activities Office

A Student Organization is defined as a group of currently enrolled MSU Billings students who

unite due to a common interest.

Categories of Student Organizations • Student Organizations are classified into the following

categories by MSUB: – Academic/Departmental

– Cultural

– Religious

– Special Interest

– Programming & Leadership

– Service

Registration Process• Student organizations wishing to use privileges granted by

MSU Billings must register annually with the Student Union and Events Office.

• The following must be done to fully register: – Complete Online Registration Form

– Submit a Current Constitution • This must be done at least every three years

– Fill Out and Sign Financial Paperwork (If club has an account or desires one)

General Policies• The organization shall maintain its funds in accordance

with General Policies and be in good standing with the University.

• The organization shall conduct its affairs in a lawful manner in accordance with the constitution and by-laws it has on file and in accordance with applicable University regulations and state statutes

• The organization shall be responsible for the observance of all applicable University regulations by off-campus individuals or organizations whose appearance on campus is sponsored by the organization.

General Policies• An active chartered student organization is a private, voluntary

association and is not an official component of the University.

• MSU Billings in no way accepts liability for the action of such groups.

• Chartering and annual registration is simply a means by which student organizations may receive standard privileges granted when certain minimum requirements are met.

• Chartered student organizations may establish requirements for participation that exceed the minimum standards set by the Board of Regents or in the Student Handbook.

• The purpose and activities of the organization shall be lawful and not in conflict with University regulations as published by the University.

General Policies• Membership in an organization shall be open to students of

Montana State University Billings without regard to race, religion, sex, color, national origin, age, disability, sexual orientation, marital or parental status. The only exception is in the case of fraternal organizations that are exempt from Title IX regulations concerning discrimination on the basis of sex.

• The organization shall not duplicate the purposes and functions of a previously chartered or registered organization unless need for such duplication is substantiated.

• All funds allocated to the organization from University controlled sources or raised through the auspices of a Montana State University Billings student club or organization must be maintained in a University account and spent in accordance with the financial policies and procedures of the University.

General Policies• Any fundraising activity conducted off-campus must be

coordinated with and approved by the MSU Billings-Foundation and the Student Union and Events Office.

• The organization shall show promise of effectively meeting its stated objectives, be free from control by any other organization, and be lawful and peaceful in its activities.

• Registered student organizations may not serve alcohol at any event, on or off campus, unless prior approval has been obtained from the Vice Chancellor for Student Affairs. The organization’s advisor must be present for the duration of the event.

Standard Privileges

• Use of meeting and program space in the SUB and other approved campus facilities and spaces

• Right to engage in on-campus solicitation and fundraising activities, once proper paperwork has been filled out and approved.

• The option to apply for use of student fees allocated by Student Senate.

• Inclusion on printed materials created by the Student Union & Events Office and other selected university publications.

• Access to other services and materials provided by the SUA

• Eligibile to participate in student organization recruitment programs including the Student Organization Expo and other events announced throughout the year.

Organization Officers• To hold an office in a student organization, the member

must follow these guidelines: – Be in Compliance with the Student Code of Conduct

– Be a Currently Enrolled Student

– Be in Good Academic Standing with the University

– Maintain a Minimum Cumulative 2.0 GPA on a 4.0 Scale

• Officers shall be responsible for filling out the paperwork for their organization

Organization Advisors• All registered student organizations are required to have a

MSU Billings faculty or staff member serve as an advisor.

• Faculty and Staff Advisors shall be available to: – Consult with members & leaders on organization affairs

– Attend organization meetings & functions as often as possible

– Certify the expenditures of the organization by co-signing documents with Student Fund Controllers, Departmental Purchase Orders, and Banner Payment Authorizations

– Offer suggestions regarding the operations of the organization

– Oversee adherence to University regulations and the organization’s constitution and bylaws

Fall 2014 Workshops• Back to Basics: Your Organization &

The SUB– September 30 at 3pm in Missouri Room

• Crash Course in Virtual EMS– October 7 at 3pm in Beartooth Room

• Event planning & Programming– October 23 at 12pm in Missouri Room

• First 100 Days: Presidential Leadership– November 10 at 3:30pm in Missouri

Room

• Ineffective meetings– December 2 at 12 pm in Missouri Room

For every person your organization sends to

these workshops, your group’s name will be put in a drawing for $75 toward one catered event sponsored by

your group in the

Spring.

Resources• Resources available to student organizations include:

– Handouts and information on recruitment, event planning, financial management, conflict resolution and other topics.

– Interactive Workshops for officers and members

– Assistance with managing financial records

Questions• Contact the Student Union & Events Office

– SUB 219

– Email: studentactivities@msubillings.edu

– Phone: 406-657-2387