Table of Contents
Use the links on this page to go directly to each section of information
MESSAGE FROM THE DIRECTOR OF OSA
1
GET THEM INVOLVED!
2
THE OFFICE OF STUDENT ENGAGEMENT
3
USEFUL PHONE NUMBERS
4
STUDENT ORGANIZATIONS
Benefits
Categories
Starting a New Student Organization
Operational Standards
Annual Registration Process
Organization Status
Finances
Resources and Services
Advisors
Policies and Procedures
5
6
7
8
9
10
13
15
21
25
RISK MANAGEMENT POLICY
27
LEADERSHIP TIPS
Leadership Development
Being a Leader
Running Quality Meetings
Planning Activities and Events
Delegating
Budgeting
Brainstorming
29
29
30
31
36
37
38
SAMPLE FORMS
Sample Constitution
Sample Bylaws
Trip Activity Release
University Trip Registration
Conference Services
Reservations/Catering Request Form
Fundraiser Registration Form
40
41
43
46
48
50
50
52
i
MESSAGE FROM THE DIRECTOR
Student Organization Presidents and Advisors,
Welcome to the world of student organizations. Missouri State University has over
275 student organizations on campus. We have over 275 students serving as
president of their organization and over 275 faculty and staff volunteering their time
as an advisor. Each of you will experience the highs and lows associated with these
roles but it is important for you to know that you are not alone on this journey.
Student organizations play a vital role at Missouri State serving as the primary path
for most students to get involved. Involved students are more likely to graduate, feel
more connected to the university, the campus, the people, and are more familiar with
the University’s resources. Being involved encourages and advances your
development on all levels including intellectual, cultural, spiritual, and social. Student
organizations provide students the opportunity to meet new people with similar
interest, learn leadership skills, volunteer in the community, participate in
intramurals, develop your conflict management skills, enhance your public speaking
and event management skills, all while becoming more marketable to future
employers.
This handbook is designed to provide student organization presidents and advisors
with the tools necessary to be successful at Missouri State including policies and
procedures that are important for you to know. This handbook can only be effective
when used in conjunction with support from the Office of Student Activities. The
Office of Student Activities is dedicated to providing an environment where all
students are empowered to be actively involved. We believe by enhancing the
resources and development for students, student organizations, and advisors, we will
provide opportunities to create memorable experiences that will complement the
academic and public affairs mission of the university. We will provide programs that
promote the development of leaders, cultural understanding, intellectual growth,
philanthropic spirit, social engagement, and service to others.
This handbook, along with our ongoing orientations and training workshops, will
provide you with the tools necessary for a successful year. Best wishes to a
successful year!
Jeremy Schenk
Director of Student Activities
1
Get Them Involved!!!
Benefits of Being
Involved
Dear President and Advisors,
We extend our gratitude to all of you for your hard work and
dedication to creating a culture of involvement on campus. Last
year was outstanding. Thank you all for your time and effort. This
year we would like to concentrate on getting and keeping more
students involved.
Our theme for this year is “GET THEM INVOLVED.” To go
with this theme, we will restructure MEMBERSHIP
DEVELOPMENT award from STAR Awards. Each organization
is charged with the goal of increasing its membership by five
percent. To be considered for the Membership Development
award, organizations will have to demonstrate that they met the
five percent requirement.
The mandate is ours: let’s help create a culture of involvement.
Let’s get more students involved to help us all reap the benefits of
involvement. Dr. Covey declared, “Without involvement, there is
no commitment. Mark it down, asterisk it, circle it, underline it. No
involvement, no commitment.”

More satisfied
with their
education

Networking

Enhance your
resume

Develop and
refine leadership
skills

Better academic
performance

Better social
experiences

More successful
after college

HAVE FUN!
As echoed by George Kuh in Involving Colleges, students involved in out-of-theclassroom activities are more positive about their college experience, are more satisfied
with their social life, living environment, and academic major, and are more likely to
graduate than students who are not involved. Job success, after college, can also be linked
to involvement on campus as more employers are interested in hiring students who took
active roles and demonstrated leadership skills while in college.
Any active student involved in student groups or volunteering in the community can
attest to the learning acquired and the satisfaction experienced through involvement. By
combining the skills you develop through co-curricular involvement and the knowledge
gained in the classroom, you will be much better prepared in exploring and developing
your total potential. You are a special part of campus as you truly live the mission of
Missouri State to produce citizens of enhanced character.
In this handbook, you will find everything you need to start a club or organization,
maintain your status as a recognized club, plan and facilitate events on campus, travel and
make room reservations. To facilitate compliance, also included is a summary of
University policies, procedures and responsibilities of student organizations. We look
forward to working with you. Please feel free to contact us at 417-836-4386 or by email
at [email protected]
Graduate Assistant,
Student Organizations
2
The Office of Student Engagement
The Role of Student
Activities

Helps organizations

Administers policy

Coordinates major
campus events

Advises student
groups

Coordinates
leadership programs
The Office of Student Engagement is here to help
student organizations be successful. It serves as a
resource to help student groups navigate campus
procedures and understand campus policies. The office
also gets students involved, coordinating many major
campus events such as New Student Festival,
Homecoming Week, and May Day. Student
Engagement staff directly advises the Student Activities
Council, the Homecoming Committee, and the
governing councils for Greek Life. The Office of
Student Activities is also responsible for coordinating
the STAR (Student Talent and Recognition) Awards
each year. Additionally, all other student groups on
campus are able to use the office staff as resources.
For student organizations, the office serves as a clearinghouse for information.
Mailboxes, office space, and lockers are available to student organizations. Those are
the key means of communication among all registered organizations and notices
from the University. Forms, such as the ones duplicated in this handbook, are
available in the office as well as on the student organizations website. Resource
materials are available in this office for organization planning and operations.
Information is available on problem solving, leadership, icebreakers, program
planning, conflict resolution, group development and more.
To assist students and organizations, a list of all recognized organizations and
contact information is maintained. This information is available on the Office of
Student Engagement website at www.missouristate.edu/studentengagement.
The Office of Student Engagaement is located in the Plaster Student Union, Room
101. Call 836-4386 for more information.
3
Useful Phone Numbers
Campus Recreation and Intramurals
836-5334
Commerce Bank, Missouri State location
836-4370
Computer Services
836-5891
Conference Services and Catering
836-5653
Copy This
836-5808
Dean of Students Office
836-4654
Domino’s
836-4730
Games Center
836-5489
Help Desk
836-5891
KSMU
836-5878
News Services
836-6397
Office of Judicial Programs
836-6937
Office of Student Activities/Student Organizations/Greek Life
836-4386
Plaster Student Union Administration
836-5886
Public Affairs Grant Committee
836-6900
Residence Hall Association (RHA)
836-6880
SOFAC
836-7646
Student Activities Council (SAC)
836-4626
Student Government Association (SGA)
836-5500
Zip Card Office
836-8409
4
Student Organizations
There are a wide variety of student organizations on campus. Most years there are
more than 250 student organizations registered with the Office of Student Activities.
Participating in student organizations will bring you together with other students who
have similar ideas and goals. Not only will you learn from each other, but you can also
develop friendships and contacts from each new person you meet. To facilitate easy
access, the student organizations are grouped into eight categories according to their
main purpose.
BENEFITS OF REGISTERED STUDENT ORGANIZATIONS
All registered student organizations enjoy several benefits on
campus. They are eligible to reserve space, advertise and
fundraise on campus; they get a mailbox in the Plaster
Student Union student organization office complex and are
eligible to apply for office space and funding from the
Student Organization Funding and Allocation Council
(SOFAC). Benefits of those privileges are not usually
extended beyond members of the organization who are
students or employees of Missouri State University. To
protect the integrity, safety, and security of how resources at
the university are used, any student organization wishing to
provide resources to non-members of the university
community, other than observers or a one-time speaker,
must first gain approval from the Director of Student
Activities. This would include use of facilities for paid or
voluntary instruction, athletic coaching, or business practices.
Any questions or concerns should be brought to the
attention of the Director of Student Activities.
Benefits of
Registered Groups

Eligible for
SOFAC funding

Use of bulletin
board space
around campus for
advertising
campus-wide

Advertising and
fundraising on
campus

Organization
mailbox located in
the Office of
Student Activities

Eligible for office
space

Listing in
University
publications and
web pages
Right to conduct
fundraisers
Right to participate
in any Universitywide event
Right to reserve
space through
Conference
Services for
meetings and
other functions



5
CATEGORIES OF ORGANIZATIONS
Academic/Professional
Many student organizations are associated with academic departments on campus.
These organizations pertain to academic and career interests. They are helpful in
meeting new people with the same goals and interests and also provide a network for
the future.
Greek Social
Greek social organizations are founded on the basic principles of friendship,
academic achievement, and individual development. There are ten sororities and
fifteen fraternities, all of which provide opportunities for lifelong friendship and
learning.
Honorary
Many honor societies operate on campus, ranging from academic to leadership.
These organizations provide leadership opportunities and recognition for students
with academic honors.
Religious
There are religious organizations affiliated with most of the major religions in the
United States. These organizations are designed to challenge students to develop and
strengthen their spiritual beliefs.
Service
The service organizations on campus provide a valuable outlet for students to contribute
to the campus, surrounding community and the world in general. Many service groups
travel to different places throughout the world to have a positive impact on the entire
community.
Social
The social organizations on campus are primarily focused on building relationships
among people with similar interests.
Sports
The Missouri State sports groups help build pride and help keep students fit at the same
time. These organizations are filled with excitement and fun. Learn the concepts of
competing and team work.
University
These organizations represent Missouri State University. You could help program
activities for students, cheer on the sports teams, or just represent a group of students by
being a part of one of these great groups.
6
STARTING A NEW STUDENT ORGANIZATION
In spite of the plethora of student organizations on campus, it is quite possible that
there is not one that meets your interests or needs. So, why not start your own?
Visit the student organizations webpage (link available below) and complete the
Student Organization Online Registration form. New organizations may apply for
recognition anytime throughout the academic year. The following steps will need to
be completed within the packet in addition to the Minimum Standards for
Recognition listed on page 7.

Visit with the graduate assistants in charge of student organizations.

Create and submit both a Constitution and Bylaws document. To aid
your writing, samples of documents can be found in the back of this
handbook or at http://studentorganizations.missouristate.edu/guide under
Forms. These documents will need to be revised and approved by the Office
of Student Activities who will then send it to the Student Government
Association (SGA) for final approval. Once approval is granted by both
SGA and the Office of Student Activities, the organization can function fully
on campus under Transitional Status for the first semester as a probation
period (see page 12 for more information on Transitional Status)

Attend a Student Organization Orientation either in the immediate fall or
spring semester, depending on date the organization was established.
Any uncompleted criterion will delay or suspend your approval process. Once the
online registration is completed and the organization is waiting on the Office of
Student Activities or SGA to approve their Constitution and Bylaws, special requests
may be made at the Office of Student Activities to reserve space in the Union. After
approval is achieved from SGA, a letter of confirmation will be sent to your student
organization mailbox. This letter serves as official documentation acknowledging the
group’s recognition by the University. Only after this process is completed is the
organization eligible to receive SOFAC funding and to reserve space through
Conference Services without Student Activities assistance.
For a list of privileges for new student organizations, refer to Organization Status:
Transitional Status on page 9 of this handbook.
If you desire further assistance in starting a new student organization,
please contact the Graduate Assistant in charge of Student Organizations at
(417) 836-4386 or [email protected]
7
OPERATING YOUR STUDENT ORGANIZATION ON CAMPUS
Student organizations provide an opportunity for students to develop as leaders and
develop positive relationships. It is the policy of Missouri State University to enable
interested persons to form and join organizations to promote their common interests.
Organizations that are not recognized and registered each year are limited in their access
to the services and resources of the University.
Minimum Standards for Recognition
Student Organizations desiring official University recognition must meet the following
minimum standards:

Each organization must have a minimum of four currently enrolled Missouri
State student members.

The Executive Office of President must be filled; all other offices are optional
and left up to the individual organization’s discretion.

All officers must have and maintain at least a 2.0 cumulative GPA.

Missouri State University students must hold all executive positions.

Each executive position must be held by a different individual.

A full time faculty/staff member is required to fulfill the position of advisor.

The majority of the members must be Missouri State students.

Each organization must develop a clearly stated lawful purpose, which must be
part of both a constitution and bylaws documents.

An officer must attend one student organization orientation meeting in the
beginning of each fall semester.

Each organization must comply with University policies and regulations
pertaining to student organizations.
If all of the above criteria are completed, after orientation, your group will be officially
recognized by Missouri State University and will receive access to all stated benefits.
To prevent your organization from becoming inactive, each organization must apply
for continuing recognition by the end of the spring semester. Failure to do so will cause
the organization to be declared inactive. This necessitates the completion of the annual
registration form and attendance at a fall orientation.
8
ANNUAL REGISTRATION PROCESS
The Office of Student Activities requires the following be completed by all student
organizations on a yearly basis.

The online registration must be completed and submitted online at
http://studentorganizations.missouristate.edu/guide no later than the
beginning of the fall semester, though it is preferred that this be completed by
the end of the spring semester. All president and advisor names are a matter
of public record and their names, telephone numbers, and e-mail addresses
are available on the student organization web site. This information is not
sold or otherwise given to any “for-profit” organizations.

An officer must attend an orientation meeting each fall semester.
Organizations will be informed about orientation dates and times.
Organizations who fail to attend orientation will be considered inactive until
the spring semester when one more orientation will be offered. If this
orientation is not attended, the organization will remain inactive until the
following fall semester without exception.

The organization’s constitution and bylaws should be reviewed annually
and updated as needed. If any changes are made, the updates must be
submitted to the Office of Student Activities.
9
Organization Status
TRANSITIONAL STUDENT ORGANIZATIONS
Any new student organization or existing student organization that is on probation falls
into the Transitional Student Organization category. All student organizations must have
the following on file in the Office of Student Activities:




An established constitution and bylaws with a statement of purpose.
New Student Organization Online Registration (available at
http://studentorganizations.missouristate.edu/guide).
A full-time Missouri State University faculty or staff member who agrees to serve
as the principle advisor.
Minimum of four active Missouri State University student members listed on the
registration form.
This organization will be considered transitional for a period of one semester after
approval of their constitution by SGA. If an organization is approved by SGA before
October 15 in the Fall or before March 1 in the Spring, it will be considered transitional for
the remainder of that semester only. If the organization is not approved until after the
above listed dates, then the organization is considered transitional for the remainder of that
semester in addition to the semester immediately following.
A Transitional Student Organization may receive the following privileges:




Right to reserve space through the Office of Student Activities
Right to have a student organization mailbox in Plaster Student Union
Use of open bulletin board space
Right to conduct fundraisers
REGISTERED STUDENT ORGANIZATION
Once all the required criteria have been met and approval is granted by the Office of
Student Activities, the organization can function fully on campus as a registered student
organization. In order to remain in this status the organization must have the following
information up-to-date in the Office of Student Activities:





A constitution and bylaws, updated as necessary.
Student Organization Registration Form completed annually.
A full-time Missouri State University faculty or staff member who agrees to serve
as the principle advisor.
Annual attendance by an officer to a Student Organization Orientation Meeting.
Minimum of four Missouri State University student members.
A Registered Student Organization may receive the following privileges:
10







Right to reserve space (unlimited) through Conference Services
Right to have a student organization mailbox located in Plaster Student Union
Assistance from the Office of Student Activities
Use of open bulletin board space
Listing in University publications and/or web pages
Right to conduct fundraisers
Right to request funding from SOFAC
If the Office of Student Activities becomes aware that a registered student
organization does not have the minimum number of Missouri State student
members, then the student organization will be put on probation for one semester
and will become a transitional student organization for that semester with all the
rights and privileges therein. Upon meeting the minimum requirement of four
Missouri State student members, the student organization’s status will be restored to
“registered” student organization. If the student organization does not meet the
minimum requirement within one semester, they will maintain their transitional
status until such time that they can meet the minimum requirements of a “registered”
student organization.
INACTIVE STUDENT ORGANIZATIONS
Any student organization that has not completed the Annual Student Organization
Online Registration Form for two consecutive semesters or has not observed
regulations and responsibilities in accordance with University policies, local, State or
Federal laws will be considered an inactive organization. An organization may
reactivate from inactive status within the first two semesters after becoming inactive.
Reactivation requirements:

A full-time Missouri State University faculty or staff member who agrees to
serve as the principle advisor and four active Missouri State student
members. If there is a carryover member or advisor, the organization may
proceed with the registration process. If there is not a carryover member or
advisor, the registration process will be put on hold while the four previous
student members and advisor are informed that someone is attempting to
reactivate that organization. When the previous members and advisor
confirm that they have no intent on reactivating the organization or they do
not respond within one week of notification (two weeks in the summer), they
grant the new group of students the opportunity to take over the
organization. If, however, the previous members or advisor express intent to
register, the organization will remain in the hands of the former students.

An updated constitution and bylaws.
11


Annual Student Organization Registration Form.
Attendance by an officer to a Student Organization Orientation.
An Inactive Student Organization may receive the following privileges:

Use of open bulletin board space
ARCHIVED STUDENT ORGANIZATION
Any student organization will be considered archived beyond the second semester of
being inactive. An organization cannot be reactivated from archived status, but can
use the information on file to apply as a new student organization.
An archived student organization will receive no privileges.
12
Finances
Finances play a major role in the life of a student organization. Therefore it is crucial for
organizations to know the basics about finances in a student organization.
MISSOURI STATE UNIVERSITY FINANCIAL ACCOUNT
Each organization has the opportunity to receive a university budget number in order to charge
university expenses to their account. For example, if an organization orders food from catering
services, it can be billed to the organization account. In order to receive a budget number, the
organization advisor must contact the Accounts Receivable Office at 836-4558.
BANKING
Plaster Student Union houses a Commerce Bank branch to serve the campus
community. This may be a convenient bank for many student organizations to use.
Feel free to stop by or contact Andrea Brewer, Missouri State University banking center
manager, to set up your organization’s account.
Student Organization Checking Account
Student organizations are strongly discouraged to open a checking account using an
individual’s social security number. The financial burden of that account then rests with
that individual and they become responsible for claiming any interest accrued on that
account on their own taxes. They also become responsible for the account if there is a
problem with it such as extra fees or unpaid bills. With such consequences in mind, the
following process is a viable alternative without the personal financial burden.
Opening a checking account for your student organization requires a two-step process.

First, you will need to obtain an EIN number for your organization.
You may do this by following the steps listed under “Employer Identification
Number” on page 13.

Second, fill out the Articles of Incorporation of a Nonprofit Corporation form
and send it in to the State. This form is available in the Office of Student
Activities or online at http://www.sos.mo.gov/forms/corp/corp52.pdf.
Note that there is a one-time $25 filing fee for this form. Although the form is
titled “nonprofit,” this does not establish your organization as a nonprofit
organization. To become a recognized nonprofit organization by the state, follow
the process listed under “Tax Exempt Status” on page 13.
Upon obtaining your EIN number and filing the Articles of Incorporation form, take
these two things to the bank of your choice to open a checking account. For further
questions, please contact the Office of Student Activities at 836-4386.
Employer Identification Number
13
An Employer Identification Number (EIN) is a nine-digit number that the Internal
Revenue Service uses to identify those required to file various business tax returns. EINs
are used by a wide variety of employers, sole proprietors and corporations, as well as by
non-profit organizations, as most clubs at Missouri State University are considered. The
EIN application process is detailed in the IRS website http://www.irs.gov/business
under Search Forms and Publications: SS-4. You may apply online at this site under
Business: Employer ID Numbers or follow the following steps:

Complete the SS-4 EIN form, Application for Employer Identification Number.
This form is available in the Office of Student Activities or you can fill the form out
online on the IRS website (be sure to print out the form for your records):.

Call the IRS at 1-800-829-4933 weekdays from 7 a.m. to 9 p.m. A customer
service agent will ask for information from the SS-4 form and issue an EIN
to you over the phone.

Write this EIN in the upper right corner of the SS-4 (below the perforation) and
keep it for your records. The IRS will then process your number which is required
to open a checking account for your organization.
TAX EXEMPT STATUS
Since the clubs of Missouri State operate with a social, recreational, charitable or
educational purpose, your club may be eligible for tax-exempt status as a 501 (c)
organization with the government. There are various exemption requirements based on
your category of organization. You need to determine the appropriate requirements for
exemption based on your own organization. For more information about the process for
receiving exemption from federal tax, please see their website at
http://www.irs.ustreas.gov/prod/bus_info/eo/index.html.
14
Funding, Resources, and Services
Sometimes even with proper management, student organizations still need help. From
financial assistance to education and support, there are a variety of offices on campus that
can help you reach your goals.
SOFAC
Student Organization Funding and Allocation Council (SOFAC) is designed to financially
assist registered student organizations to sponsor events on campus to improve the social,
cultural, recreational, and educational offerings to the students and the rest of the
university community for the betterment of the community. For more information call
836-7646 or visit http://organizations.missouristate.edu/sofac/default.htm.
PUBLIC AFFAIRS GRANT PROGRAM
The Public Affairs Grant Program provides financial support to faculty, staff, and student
organizations to sponsor events for the campus community that are consistent with
Missouri State’s public affairs mission, that provide opportunities for dialogue, and that
encourage faculty, staff and students to explore topics of public concern. Interdisciplinary
and collaborative proposals are especially encouraged. For more information about the
public affairs grant program call 836-6900.
STUDENT ACTIVITIES COUNCIL
SAC is an all student-run organization responsible for programming entertainment for
Missouri State University students. The council is divided into six committees: University
events, campus events, comedy, lectures, concerts, and films. This organization is open
to all students who have a desire to meet entertainers and program activities for the entire
student body. For more information call 836-4626 or visit www.missouristate.edu/sac.
RESIDENCE HALL ASSOCIATION
If an organization focuses a program on residence hall students then the Residence Hall
Association can help with funding. Their main focus is to develop and sponsor
programming for on-campus students. For more information call 836-6880 or visit
http://studentorganizations.missouristate.edu/rha.
COPY THIS
Copy This is located on the 2nd floor in the Plaster Student Union. It provides copying,
faxing, binding and other business services to the Missouri State University community.
From last minute copies for a meeting to binding and copying an organization manual,
Copy This helps make your life easier as a student leader.
15
STUDENT ORGANIZATION EMAIL ADDRESSES
New Email Address
To obtain a new email address for your student organization, visit the Office of Student
Activities and complete the necessary form. For additional questions please call 836-4386
or email [email protected]
Revise Email Users
To revise those who have access to your student organization’s email account, send the
following information to [email protected]: full name and private ID of
those you would like to have access to the email account; and full name of those you
would like deleted. If you have additional questions, please contact the Office of Student
Activities at 836-4386.
STUDENT ORGANIZATION WEBSITES
Web pages work well in promoting an event or organization. Follow the instructions at
http://www.missouristate.edu/web/organizational.htm or contact
[email protected] to get started on your web page. The website for your
organization may be linked to the Office of Student Activities website at
http://studentorganizations.missouristate.edu/guide. The Office of Student Activities
reserves the right to refuse a link if the club site is not within the parameters of operations
as outlined by Computer Services. You may receive a copy of guidelines for student
organization websites from the Office of Student Activities.
MISSOURI STATE AND STUDENT ACTIVITIES WEB SITES
Information about campus events and student organization activities may be easily found at
www.missouristate.edu/student.asp. The Office of Student Activities also has a great site
about activities, student organizations, and getting involved: www.missouristate.edu/activities.
A master calendar of events submitted by student organizations and academic departments
can be viewed at www.calendar.missouristate.edu.
STUDENT E- BULLETIN
The student Electronic Bulletin (E-Bulletin) is a service of Student Affairs and is sent
weekly to all Missouri State students with campus email addresses. This weekly
bulletin summarizes campus happenings and important dates for students to know.
Items of interest to all students for inclusion in the E-Bulletin may be submitted
online through the Missouri State University Master calendar at
http://calendar.missouristate.edu. To comment on this service, ask questions, or
submit items, email [email protected] The submission
deadline is Tuesdays at 4pm. Because the E-Bulletin is sent to all students from a
global distribution list, individual names will not be removed. Be aware that
announcements in the first section, News You Can Use, often concern official
University deadlines or notifications.
16
NEWS SERVICES
The Office of News Services is available to assist organizations in getting publicity into
the Springfield community. In order to get the information out accurately, provide News
Services with all the essential information (Who, What, When, Why, and Where).
To contact News Services to send out a press release, call 836-6397.
STUDENT ORGANIZATION E-NEWSLETTER
Beginning in Fall 2006, this monthly electronic newsletter will be sent to the members
and advisors listed on our organization registration page. This newsletter has been
designed specifically for student organizations to update you about upcoming events,
trainings, developmental workshops, and more.
CONFERENCE SERVICES AND CATERING
Planning is the key to successful events. A major part of that planning is securing the
appropriate facility for your event. The Conference Services Office (CSO) can help
organizations find the best location on campus for their event. Organizations may want
to pay special attention to the policy on late night, large events when planning.
For your convenience catering is located in the conference services office suite. From
peanuts and punch to a full course meal, catering can help you with all your events. All
events held on campus involving food must contract with catering. There are many
selections to choose from to meet your needs. So when making those facility
reservations, ask about catering services too!
Reservations & Catering: What You Need To Know
Where do I go?
 To make a reservation for space on campus for anything other than an
academic class, fill out a request form in Conference Services, Plaster Student
Union, 302.
 For general information, go to: http://www.missouristate.edu/conferences.
Check information about an event by going to “Today’s Events.” Make
reservations online by clicking on “Reserve Space.” To make online
reservations, you’ll need a password—fill out the form to request a password
by clicking on “Reserve Space.”
 Questions? Call Conference Services at (417) 836-5653.
Can I make a reservation?
 Any member of an active student organization can make a reservation to use
University space for an activity for that organization.
When do I need to request space?
 You can request the use of space in Plaster Student Union (PSU) up to one
year in advance. The earlier you request space, the more likely you are to get
the room you want. As soon as you begin planning for a large event, talk to
Conference Services.
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You can request the use of space in other buildings as soon as the class
schedule is set for the semester (usually October 15 & March 15).
How long does it take and where do I get a confirmation?
 Most reservations that come through Conference Services are completed
within one day.
 A request for space in academic buildings takes 48 hours.
 Some requests, which involve other departments and/or services, take up to 3 days.
 For large events involving special set ups and equipment, information is
needed more than two weeks prior to your event.
 Your confirmation is sent via email to the person who made the request.
What if we cancel a meeting or an event?
 To cancel an event you need to email, call or go to the Conference
Services office.
 If you do not cancel an event, charges for labor and equipment will still apply.
 Even if charges will not apply, it is courteous to cancel a reservation as it allows
other students to use the space. Therefore, the earlier you notify Conference
Services of your cancellation, the better.
What if we want to have food?
 Food is allowed everywhere in the Plaster Student Union (PSU) and in
certain areas in other buildings.
 Food service (catered) provided to groups on campus must be ordered
through Sodexho Dining Services, our contracted on-campus caterer.
Sodexho is also located in the Conference Services Office. Food must be
ordered 2 weeks before an event. Final confirmation is required 48 hours
before your serving time.
 Within the PSU, food may also be ordered from PSU vendors. See the
Conference Services Office for information about exceptions.
 Student organizations may have manufactured prepackaged foods at events.
To clarify, pre-packaged foods might include a bag of potato chips, storebought cookies, or sealed snacks. Non-prepackaged foods that cannot be
provided by a Plaster Student Union vendor, like bakery donuts, are not
permitted for distribution by any organization.
 Student organizations are responsible for disposing all food products and
associated packaging, and no food items may be sold.
How about decorating?
 The Conference Services Office should be consulted before a final decision
is made regarding the purchase of major decorations for an event.
 Decorations for an event must not pose fire or safety risks, damage
University property, or violate city codes.
 Decorations should be hung or placed in designated areas only.
Material cannot be suspended from light fixtures or from the ceiling.
Tape, glue, thumbtacks, or adhesive cannot be used on wall surfaces.
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Candles are allowed only with special permission.
How much does it cost?
Room Rental:
Student organizations do not pay any room rental unless they are charging people to
attend their event. If you charge admission, your organization will be charged the lesser
of a set room fee or 10% of what you take in. To be eligible for the 10% rate, you will
need to turn in a special form immediately after your event. Different rate structures
apply to University Departments and
off-campus clients.
Labor:
If you request something other than the standard set up in a room, your org will be
charged for the labor to change that set up. It costs $15 to change a meeting room in
the PSU. The Ballroom always incurs a set up labor charge because it has no standard
set up. Costs of setting up the Ballroom vary depending on the type of set up; the
hourly fee is $15. Rooms in other buildings on campus must be used as they are. If you
don’t leave a room the way you found it, you may be charged labor fees to return it to its
standard set up. Some special requests incur labor charges on campus—check with
Conference Services for full information about these special services.
Equipment:
You are charged for the use of PSU Audio/Video equipment. When you request
equipment from Conference Services, you can be sure it will be set up and ready for
you when you arrive, that you will have help with it if anything goes wrong, and that
it will be taken care of when your event is over. Student organizations can bring in
their own equipment, or reserve equipment through Educational Media.
Equipment brought into the Union is the responsibility of the student organization.
PSU equipment does not leave the Plaster Student Union.
Food:
The cost of catering varies by what is ordered by the organization.
The catering guide has pricing information.
When and how do we pay for services?
 You will first receive an invoice from Conference Services that details the
charges that have been forwarded to Financial Services. Please do not pay
from this invoice. These invoices are issued approximately one week after
your event. Charges for labor, equipment, and food will appear on a
monthly statement from Missouri State University Financial Services. These
statements are issued at the end of the month and are sent to your
organization’s mailbox. You pay for charges on your monthly statement at
the Bursar’s Office. If you have additional questions please call 836-5653 or
visit http://www.missouristate.edu/conferences.
For large or late night events, please review the Late Night/Large Events Policy
on page 26.
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Student Organization Fundraising Ideas
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Used book sale
Guess beans in jar (and variations)
Student-faculty talent shows
Contests where winners are decided by voting with pennies
Student-faculty art show
Garage sale
Auctions
Carnivals/circus
Campus activity calendar sale
Banquets/roasts
Singing messages
Sell buttons/t-shirts/bumper stickers
Finals care packages
Christmas bazaar
Car washes
Rummage sale
Donuts & cider sale
Work day at alumni/faculty/staff homes
Service auction (time and effort)
Balloon sales
Plays/concerts
Art/poster sale
Fashion luncheon
Holiday plant sales (e.g. shamrock plants on St. Patrick's day, Poinsettias at
Christmas, etc.)
Athletic Tournaments
Lemon eating contest
Haunted house
Plant sale
Bagel/pretzel sale
Antique show/art fair
Marathons: run, walk, jog, rock, eat, seesaw, dance, play cards
Bake sale
Catering
Flower sale
Balloon bouquet delivery
Recycling drive
Collect cans/bottles/papers
5K/1K races
Sell candy
Sell unusual item w/Missouri State logo
Alumni/Merchant donations
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Advisors
There are certain keys to success for student organizations on campus. Successful
organizations are able to maintain their direction and transition operation from year to
year without losing momentum. They provide their membership a rich and meaningful
experience. An advisor is often one of the keys to the success of an organization.
Advise: (ad viz’) v. –vised, -vising, -vises.
1. To offer advice to; counsel. 2. To recommend; suggest.
3. To inform; notify. 4. To take counsel; consult.
(American Heritage Dictionary)
Faculty/Staff Advisors
An advisor is required of every recognized student organization. If we are unable to
contact the President, we will contact the advisor directly with any questions/concerns.
The advisor will also be listed for public access. The following criteria must be met to be
a faculty/staff advisor for a Registered Student Organization at Missouri State University:
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Full-time (working at least 30 hours per week) faculty/staff member.
Advisors must actively participate in the organization and regularly attend
meetings of the organization.
Advisor Overview
The advisor of a student organization should be available to the officers and members of
the organization for consultation about the organization’s affairs, attendance at
organizational meetings and functions as often as possible, and suggestions and
criticisms regarding the operation of the organization. The responsibilities of the advisor
can be divided into three main categories:
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Responsibility to the group
Responsibility to the individual members
Responsibility to University
Responsibilities to the Organization
The Advisor should:
 Assist the group in setting realistic goals and objectives each academic year,
ensuring opportunities for educational and personal development.
 Help the organization justify its expenditures of students’ time, abilities, energy,
and funds.
 Should be well informed about all plans and activities of the group. This can be
achieved through regular attendance of meetings and/or frequent meetings with
student officers.
 Discourage domination of the group by any individual or group of members.
21
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Be familiar with the history of the organization. Organization files are available
upon request in the Office of Student Activities.
Assist in promoting group interest by evaluating programs.
Assist the group in making sure that the proper paperwork is submitted to the
Office of Student Activities when required and when officers change.
Be aware of University policies.
Responsibilities to the Individual Members
The Advisor should:
 Seek to assist the students in maintaining a balance between the academic and the
extracurricular aspects of student life.
 Encourage each to participate in and plan group events.
 Encourage students to accept responsibility for specific parts of programs and
help them recognize the importance of their roles in relation to the group.
 Be concerned about developing the leadership skills of members, particularly the
executive board, by discussing and helping to analyze group interactions and
decision making.
 Be aware of the goals and directions of the organization and help members
evaluate their progress towards those goals.
Responsibilities to the University
The Advisor should:
 Work with students to help them plan programs that are beneficial to students
and consistent with the educational objectives of the University.
 If the organization advised has been allocated SOFAC funds, the advisor should
monitor the procedure followed by the organization in handling its funds and
make recommendations when appropriate.
 Become familiar with the policies and procedures pertinent to student
organizations and strive to see that they are followed.
Rewards and Challenges of Being and Advisor
Rewards:
 Observe the development of students during their college matriculation.
 Be recognized by the institution, organization, and students for a job well done.
 Be a reference for a student you have advised.
 Serve as a mentor for students.
 Observe the fads, cultures, and subtle changes that occur in student life.
 Teach, lead and coach students.
 Form networks with colleagues involved as advisors in similar organizations.
 Serve the institution through student leadership and mentoring.
 Participate in an organization whose purpose you enjoy.
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Challenges:
 Managing your time and not becoming over-committed to the organization.
Set expectations early as to your ability to attend meetings, events, and activities.
 Clarify for members what your role is in the organization. Students will have
their own ideas; your role should be discussed as soon as possible following the
election of officers.
 Avoid becoming over-controlling in the organization’s matters. The organization
is for the students, and decisions should be made by students. Provide direction,
assist in the decisions, and facilitate meetings.
 Be patient in the growth and developmental processes of students. It may be
easier simply to make decisions for the organization and quickly provide
solutions and results. However, you need to ask yourself how membership in the
organization will add to the students’ education.
Advisor Styles
POSITIVE Advising Styles
Facilitator: Catalyst for group’s thinking on the problem at hand. Doesn’t
solve problems or answer questions for group, but helps group do it themselves.
Encourager: Convinces others to get more involved by showing approval and
giving encouragement.
Harmonizer: Helps groups consider all sides of the issue equally.
Orientater: Helps group’s thinking focus more clearly on substantive issues and
problems.
Resource: Helps group find resources to be more effective in their roles.
NEGATIVE Advising Styles
Director: Tries to control the direction and substance of meeting.
Blocker: Anti-everything!
Zipper-Mouth: Shows up and that is it!
John Hancock: Signs the paperwork and that is it!
Manipulator: Uses the group for personal interests.
Finding an Advisor
The Office of Student Activities can help you identify faculty and staff who can serve as
advisors. Many organizations often poll their members for professors they know well or have
a relationship with and try to recruit them to serve as advisors. Be sure to be clear in your
expectations of those you recruit to serve as advisors. Be prepared to discuss the amount of
time you expect from your advisor, the dates and times of regular meetings and activities you
expect the advisor to attend and the exact role you wish the advisor to play. Do you need
them to provide advice and guidance particularly in the area of finances or running effective
meetings or do you need them to be a resource to help you work more effectively with the
national organization your club is affiliated with?
If you can provide this information to your prospective advisor, you are on your way to
establishing an open relationship where both of you understand your roles and expectations.
Keep in mind that some of the best advisors will be new staff/faculty because they will look
for opportunities to become involved in the university community.
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Working With Your Advisor
Points to keep in mind:
 It is prudent to meet with your advisor before
organizational meetings in order to review the agenda.
 Be open to new suggestions and constructive criticism
from your advisor. His/her knowledge and experiences
can be helpful in coming up with ideas, solutions, and
organizational procedures.
 The advisor should always be notified and consulted well
in advance of all organizational activities. The advisor
has the right to refuse to endorse activities of the
organization. If your advisor cannot attend your
meeting, be sure to update him/her on what happened;
give a copy of the minutes.
 Be honest with your advisor at all times; that person is
there to help you.
 Thank your advisor for the time they spend with you with a
note, a lunch, plaque, etc.
Working With
Your Advisor
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Set clear
expectations of
one another
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Define the exact
role for the
advisor
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Discuss time
and meeting
commitments
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Respect each
other’s time
Advisor Liability
Some advisors may wonder about the liability of working with student organizations.
Many organizations are involved in activities that may involve some risks that are
assumed by student members, like an outdoor adventuring or sporting club. When a
faculty/staff member serves as an advisor to a registered student organization you
can assure them that they are acting within the scope of their duties since the
University requires advisors of all registered student organizations. It is important
that you keep advisors informed, seek their advice, and understand that they will not
approve organization activities that violate University policies or the law.
For further information about liability and risk management, please review the
Policies and Procedures section (Pages 9-11) of this handbook and/or contact the
Office of Student Activities at (417) 836-4386.
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Policies and Procedures
All members of the Missouri State University community are obligated to follow university
policies and procedures. Following are those that apply to student organization operation.
ADVERTISING ON CAMPUS
There are very specific guidelines for those wishing to advertise at Missouri State
University. For more information on these policies, please visit the listed websites.
Flyers
Flyers may be posted in residence halls and academic buildings in certain locations with
the approval of the residence life staff and respective departments. All postings in Plaster
Student Union should be taken to the information desk and the PSU staff will post them
in the appropriate locations. There are also several open bulletin boards throughout
campus available for postings. Check with the Office of Student Activities to find the
locations of the open bulletin boards. Flyers that are posted without proper approval
will be removed. For more information visit:
http://studentorganizations.missouristate.edu/guide/policies.asp.
Sidewalk chalking
Chalk advertisements by members of the University community are only permitted on
concrete horizontal sidewalk surfaces in areas that can naturally washed by rain.
They are not permitted under building overhangs, on building surfaces, curbs, steps,
brick surfaces, planters, benches, or similar locations. Only washable sidewalk chalk
may be used and may not convey obscene or defamatory messages, threaten physical
harm or include messages that otherwise are not entitled to the protection of free
expression. For more information visit:
http://www.missouristate.edu/judicial/policies/advrtsolicit.html.
FUNDRAISING
Fundraising is an essential part of most student organizations existence on campus.
Student groups wishing to sell items or promote themselves are encouraged to make use
of the designated campus contact areas in the Plaster Student Union. Registering your
fundraiser will ensure that you maximize your efforts and have a successful sale. All
requests for contact or fundraising tables are made through Conference Services.
For more information visit http://www.missouristate.edu/conferences.
LATE NIGHT/LARGE EVENTS POLICY
This policy applies to most events that end after 11 pm and may apply to other large
events, especially those where admission is charged. Organizations planning these types of
events need to meet with Conference Services staff as soon as possible in the planning
process. Final details of these events must be given to Conference Services at least two
weeks prior to the event date. The policy requires an ID check and a pre-event meeting,
and contains requirements for hiring outside security officers.
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TRAVEL POLICIES
The university recognizes and encourages the participation of recognized student
organizations in off-campus activities such as conferences and team competitions.
It is required that the University Trip Registration Form and Trip Activity Release
Form be completed for all travel events. For all student organizations receiving any
university funds to travel to an off-campus location, the following are required:
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 A Trip Activity Release Form must be completed by each participant
for every activity that is voluntary, i.e. not an academic requirement. Give
the organization’s Advisor copies of all forms before departure.
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 The Trip Registration Form must be completed, signed by the
organization advisor, and sent to the Office of Safety & Transportation.
Keep a copy of the form to have emergency contact information with the
traveling group.
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 If using a university vehicle, departmental and Motor Pool policies must
be followed, including the use of authorized individuals for driving
vehicles on official business.
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 No person may operate a rental car unless they are covered by liability
insurance on their personal vehicle.
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 If using a rented vehicle, the student organization must obtain minimal
insurance as required by the auto rental firm.
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 If using a personal vehicle, insurance must have at least the minimum
liability coverage required by the state of Missouri.
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 All university policies and state and federal laws must be followed during
the sponsored trip. University vehicles must not be driven in excess of
the posted speed limit. Violations are the sole responsibility of the driver.
For more information on current travel policies and to print off forms visit
http://studentorganizations.missouristate.edu/guide/policies.asp.
Any questions regarding travel by student organizations should be referred to the
Office of Student Activities, (417) 836-4386.
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SOCIAL EVENT RISK MANAGEMENT POLICY
The Risk Management Policy described herein applies to all Missouri State University
recognized student organization activities and specifically to social events at which
alcohol may be present. The Greek Social Governance Statement addresses additional
policies for Greek social organizations that reflect their national policies and unique
characteristics such as corporate ownership of group housing for members.
Recognized student organizations are those organizations that have completed
annual registration with the Office of Student Activities, are approved by the Student
Government Association, are in good standing with the University, but do not meet
the criteria to be considered a sponsored student organization.
University sponsored student organizations are recognized student organizations
advised by a University employee as part of that employee's job description and
funded in some manner through University funds. Examples of sponsored student
organizations include, but are not limited to, the Student Government Association,
Student Activities Council, University Ambassadors and the Residence Hall
Association. University sponsored student organizations shall not permit the use of
alcoholic beverages in conjunction with organization activities unless specifically
authorized by the Board of Governors, or its delegate, in accord with state law.
Although no definitive list of responsibilities can truly be developed, the following
represent the main responsibilities recognized student organizations assume for activities:
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Any possession, use, and/or consumption of alcoholic beverages, during
organizational events, or in any situation sponsored or endorsed by the
organization, must be in compliance with any and all applicable laws and
ordinances of the state, county, and city, and University policy.
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Alcoholic beverages may not be purchased through the student organization
treasury nor may any member in the name of or on behalf of the organization
coordinate the purchase of alcoholic beverages for members or guests.
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No organization members, collectively or individually, shall purchase for,
serve to, or sell alcoholic beverages to any minor (those under the legal
drinking age).
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No organization may co-sponsor or co-finance a function where alcohol is
purchased by any of the host groups or organizations.
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When alcohol is present, Open Parties (meaning those with unrestricted
access by non-members of the organization, without specific invitations)
are expressly prohibited.
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No member shall permit, tolerate, encourage, or participate in drinking games.
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It is the responsibility of student organization leadership to review with the
faculty or staff advisor any activity or event at which alcoholic beverages may
be present. It is the responsibility of the student organization leadership to
establish risk management safeguards, which comply with university policy,
and to report violations of policy to the Office of Student Activities or to the
Office of the Dean of Students. Consultation and recommended social
function guidelines for student organizations are available from the Office of
Student Activities, Plaster Student Union.
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Individual students whose conduct is in violation of policy on University
premises or off-campus at student organization sponsored activities, or who
engages in behavior which adversely affects the University Community
and/or the pursuit of its objectives are subject to university disciplinary
actions. In determining whether a student organization may be held
collectively responsible for the individual acts of its members, all of the
factors and circumstances surrounding the specific incident will be reviewed
and evaluated by the Dean of Students and/or his/her designee.
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Any question of interpretation regarding this risk management policy shall be
referred to the Director of Student Activities or his/her designee.
For more detailed information about the pertinent policies, please visit the website at
http://studentorganizations.missouristate.edu/guide/policies.asp.
WHY RISK MANAGEMENT
The purpose of the Risk Management policies is to ensure that events planned and
hosted by student organizations are safe, productive, and fun. Following these
policies is essential to your organization’s success and standing with the university.
Be proactive. Protect your organization and its members by following these policies
to reduce or eliminate risk and liability.
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Leadership Tips
The following information in this section is provided to help you have a productive,
efficient, and enjoyable student organization. Workshops on various topics will also be
offered throughout the school year to further develop both your organization and your
leadership skills. If you would like more information about these topics and/or
upcoming developmental workshops contact the Office of Student Activities. The staff
in the Office of Student Activities is here to help you with whatever problems or
concerns you have about your organization.
LEADERSHIP TRAINING and DEVELOPMENT
Good leaders are made, not born! Being a successful leader takes practice and hard work.
Skills like meeting management, matching the right person with the right job, and conflict
resolution can be learned through training and experience. Take advantage of the
numerous leadership development opportunities offered on campus, and become the
kind of leader you want to be. Being a good communicator, and working well with others
are skills you will need throughout life. Take advantage of the opportunities around you,
and practice what you learn. Soon you will feel the self-confidence that comes from
knowing that you are ready to face a new challenge. Taking on new positions of
responsibility and initiating needed changes will no longer seem so difficult.
Many classes are offered on topics such as group dynamics, communications, and
business practices. If these classes do not fit into your time or budget, many training
workshops and other leadership development programs are offered throughout the
school year. Check with the Office of Student Activities for workshop topics and dates.
BEING A LEADER
The positive leader believes in the axiom, power and achievement through people and
not in power over people. Positive leaders are extremely skilled in human relations and
are sensitive to the wants and needs of not only themselves but of others. Positive leaders
know that in order to achieve the goals of the organization they must secure the
cooperation of members.
Positive Leadership
 Motivates
 Encourages
 Delegates
 Rewards
 Objective
 Gets the Facts
 Takes ACTION
Negative Leadership
 Threatens
 Dictates
 Dominates
 Penalizes
 Biased
 Never Wrong
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BEING A MOTIVATOR
Motivation can be defined as all those factors, which make people act and move toward
certain goals. Motivation is the ability of the leader to get other people to do what you
want, when you want it done, how you want it done, and still enjoy their job.
Personality Traits Needed by Motivated Leaders
 Courage: being able to accept criticism and admit to mistakes.
 Decisiveness: being timely on decision-making and clearly
communicating resolutions in a timely manner.
 Dependability: doing tasks accurately and on time.
 Judgment: logically weighing facts when making a decision.
 Sensitivity: understanding peoples differences and personal needs.
 Loyalty: being faithful to your organization and its members.
 Enthusiasm: being concerned and prepared for the organization.
 Integrity: being honest; letting organizations know where they stand.
 Endurance: mental and physical.
 Initiative: trying new ideas, seeing what needs to be done and doing it.
RUNNING QUALITY MEETINGS
Situations members of your organization dread are meetings that last extensive amounts of
time and have no purpose or results. When members sit in a meeting where there is no
direction or organization, they consider the meeting to be a waste of time. Before long, the
organization has fewer meeting attendees and decreased enthusiasm about the group as a
whole. Whether your group needs formal business meetings or informal discussion
meetings, a good leader should strive to facilitate maximum participation in order to keep
members interested in the organization. Here are some points to keep in mind.
Plan ahead
Make arrangements for date, time, and place of meeting and how members are to be
notified. Arrange reservations with Conference Services. Organize and distribute an
agenda to group members prior to the meeting and require people to come prepared.
Before meeting, check out the room
For better control, the leader should be centrally located. Uncomfortable physical
arrangements can be harmful to a meeting.
Plan the goals for the meeting
Identify what is to be accomplished at the meeting. If there are not goals, don’t have
a meeting! Meet with officers to discuss items to include on the agenda. Have copies
of agenda ready to be distributed to all members. Have people presenting topics,
reports, or items for discussion prepared in advance.
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Meeting Agenda
The agenda should list items in the order for discussion. The following is a
recommended format:
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Call to Order: chairman begins the meetings.
Roll Call: can be done informally or formally.
Minutes: secretary reads the minutes of the last meeting. Corrections should
be made and approved.
Officers’ Reports: officers may not always need time to speak, but this
provides the opportunity.
Committee Reports: permanent or “standing” committees present first and
then special or “as hoc” committees report.
Old Business: routine business left over from the previous meetings.
New Business: introduction of new motions or topics
Announcements: inform the group of other subjects and events.
Adjournment: thank members for meeting and discuss future meeting date.
Summary
 Start on time and keep it moving.
 Before decision making is formalized, make a summary including the motion
and rationale.
 Allow everyone who has an important idea or important contribution to
make it.
 Don’t let the meeting run off track too much; stick to the agenda!.
PLANNING ACTIVITIES and EVENTS
Goal setting and advance planning are keys to the effectiveness of an organization.
If a group sets some goals and plans for its major activities, members will have a sense
of purpose and anticipation of what membership in the group will mean. Long range
planning will help make the activities go smoothly and allow everyone to enjoy
participating in the group. It is important that plans are made by the group, not just the
leader. Good goal setting includes having the members set the priorities, being aware of
the finances, contributing ideas, reviewing the final plans, and assuming some of the
responsibility.
Following are suggestions on how to plan an event that the whole group will enjoy.
If you follow some of these ideas, you could prevent burnout of individual members,
making the same mistake over and over again, financial difficulties, and more.
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The Planning Process: An Overview
Identify the type of activity and the goal of that activity:
 What is the nature of the activity (e.g. educational, social, recreational,
service, fundraising)?
 Who is to participate in the activity (e.g. members only, campus community,
other groups)?
 What is the goal (e.g. increase knowledge, strengthen group ties, membership
recruitment, accomplish specific tasks)?
Identify what arrangements may be necessary to achieve your goals:
 What resources should be obtained (e.g. speakers, films, literature)?
 What facilities should be reserved (e.g. meeting room, auditorium, athletic
facilities, greens, table in the Union)?
 What special arrangements are required (e.g. lighting, temperature
considerations, food and/or beverages, restroom facilities, handicapped or
special needs arrangements)?
Identify the university procedures to be observed:
 Does the activity require authorization?
 Do facilities need to be reserved with conference services?
 Is there anything in the activity, which violates university policy?
 Have you allowed enough time to coordinate your plans with all of the
departments involved?
Identify the financial arrangements necessary:
 What is the cost?
 What are the sources of funds?
 Will the group pay all expenses?
 Will participants be charged admission?
Arrange for publicity of the event:
 Where will flyers be distributed (e.g. general bulletin boards on campus,
residence halls, fraternities/sororities)?
 What media will be used (e.g. the Standard, KSMU, radio, television, side
walk chalk, special newsletters, e-bulletin, web calendar)?
Check out all arrangements prior to the actual time of the activity:
 Are facilities and arrangements adequate?
 Are resources there?
 Who is to be in charge during the activity?
 Who is in charge of clean up?
32
Evaluate the activity after it is completed:
 Who participated and how did they respond?
 Was planning adequate and were goals realized?
 What recommendations are there for follow-up or a repeat next year?
Do the follow-up:
 Are the bills paid?
 Is another activity to follow and what plans must be made?
 Were participants and resource people thanked?
Prepare a final report to be kept in the files of the organization, with ideas and
suggestions for next year.
Planning and Programming Suggestions
So, you're going to plan a big event, but you don't know where to start. Don't panic.
This is designed to help you through this process and smooth out the rough spots of
planning and preparing for a successful and memorable event.
The first step is to determine why you are putting on the event. Some questions that
may help you clarify what you are doing and why include:
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What do you want to achieve by having this program?
What are your organizational goals?
How will this event help you meet your organizational goals?
What do you, as the planners, want to get out of this experience?
Is there a current need or an interest in this program area?
Are other similar programs being offered?
Has a similar event been held in the past?
What was the response?
Are your members enthusiastic about organizing this event?
Is organizing this program worth your members’ time?
Is there enough time to thoroughly organize, publicize, and promote the
program so that it will be successful?
Once you have satisfactorily answered these questions, planning the program is really
quite easy if you follow the following steps.
Identify Needs
 Who is the audience and what does the audience want to see or experience
with this kind of program?
 What are the audience's needs?
 What method of assessment will you use to determine this (e.g., word-of
mouth, surveys, a suggestion box)?

How big do you want this program to be?
33
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Does the type of event you're planning limit the size of the audience?
If so, how will you determine who can attend?
Develop Program Goals and Objectives
 After you have identified your program's audience and needs, which ones do
you want your event to address? Define specifically what you want the
participants to learn or experience from the program. This will be the goal of
your program or event.
 Be clear about the kind of program you are planning (e.g. social, cultural,
educational, fundraiser).
 Identify other resources to help you when and where necessary.
Organize Your Plans
 What do you specifically need to do to accomplish your objectives?
 When do you want to hold this event? Be sure to consider whether or not
you have enough time to make all the necessary arrangements and whether
or not your members will be able to complete all of their tasks. Many
program planners find it helpful to make a time line working in reverse; start
at the day of the event and fill in publicity deadlines, facility agreements, etc.
This can help you see if you are being realistic or if you are setting yourself
up to be unable to meet your obligations. Getting everything down on paper
is an arduous process but it can be very rewarding and a great learning
experience. It will give you a tremendous sense of accomplishment. For
many, this process is rewarding as the program itself. An SAL Coordinator
can assist you with the process.
Scheduling Facilities
 Where you hold your program is very important. Facilities can determine
audience size, date, and time. It can set the mood for formal, informal,
workshop or auditorium style.
Establish A Budget
 How much money do you have to work with?
 Will revenues need to be generated?
 What kind of resources do you have at your disposal to raise money and or
cover costs?
 If you plan on charging admission it is important to consider what costs you
anticipate this fee will cover as well as how much you can reasonably expect
participants to pay. Other questions to address include: Will there be a
reduced rate for early registration? Will students be charged less than faculty,
staff and community participants? Will tickets/registration be taken at the
event or beforehand?
Methods and Resources
34
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
Another thing to consider is that speakers and entertainers will often want
you to sign a contract. Be sure to read it thoroughly and have your advisor
review the contract. If you have questions, make a notation and ask for
clarification.
Check with a staff member at SAL if you have any questions or concerns
about a contract, they will refer you to the appropriate person.
Publicity
 There are many different ways to publicize an event including posters, flyers,
banners, bus signs, newspaper display ads, direct mailings, public service
announcements, etc.
Program Details, Follow-Up and Clean-Up
 Make a list of what should be done before, during and after the event. What
are your equipment needs? Do you need registration tables? Special power
hook-ups for speakers, computers, telephones? Be sure to ask your speakers
what materials or equipment they need in order to do their part.
Implement Plans
 Be very clear in the beginning about who will perform what tasks and what
roles/expectations are in place.
 Be realistic when delegating tasks and responsibilities. Give people enough
time to complete their work and assign them things that are within their
capabilities; set people up to succeed.
Evaluate the Event
 The evaluation process is three-fold: the audience's feedback; the
presenter's experience and recommendations; the planner's thoughts
and recommendations.
 Each group should be asked whether they feel the program accomplished
what was originally intended: What went well? What could have been better?
 There are several different methods of obtaining this information,
but the most commonly used is a written evaluation distributed following
the program.
 When the program planners evaluate the event, be sure to find out whether
or not there was sufficient time allotted for planning and implementation.
Did the program reach the goals and objectives? What should be done next
time that wasn't this time? Did the anticipated audience attend?
 A well thought out and thorough evaluation is an educational aspect of
programming. It allows you to learn from your successes and discover areas
of improvement. Evaluations can also serve in a historical file for the
organization and can be a useful reference for future programmers.
35
Summary of Planning and Programming
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In the ideal program, everything runs so smoothly that the participants may
see little evidence of pre-planning or behind-the-scenes work.
Don't compromise on details or settle for second best.
Don't assume anything or allow situations to continue that make you
uncertain or nervous. Meet all problems head-on, sensitively and firmly.
People support what they help create so involve as many people as
meaningfully as possible in the planning process.
It is very possible that something may go wrong, but being properly
prepared and avoiding panic can solve almost any problem.
DELEGATING RESPONSIBILITIES
Part of the fun of putting on an activity or program is getting people involved in the
planning and implementation of the event. Do not try to do everything yourself.
It will become too time consuming and your enthusiasm may not hold up long
enough to complete the task. Building a sense of unity in your group does not come
solely from the activity. Unity can develop by involving people in the planning and
delivery process—this is delegation.
By delegating responsibilities you:
 Allow more members to get involved
 Distribute the work load
 Identify talents and interests of members and give them a chance to display them
 Help prevent burn-out
Ways to Delegate:
 Ask for volunteers.
 Explain what needs to be done.
 Be enthusiastic!
 Give positive reinforcement for work that has been done.
 Spread the good tasks around.
 Tap resources that people have. If someone has a talent that might be of
use, approach him/her and let him/her know that talent is appreciated and
recognized. Consequently, others may have more incentive to volunteer.
Role of Delegate:
 Accept responsibility for assigned duties.
 Operate within the limits of authority given to the position
 Put forth your best effort
 Be held strictly accountable for results
36
BUDGETING FOR YOUR ORGANIZATION
One of the tasks you face as a financial officer, especially if your organization makes
frequent business transactions, is that of preparing a budget. A budget is a tool used
for planning and controlling your financial resources. It is a guideline for your plan
of action, expressed in financial terms within a set period of time. A budget does not
have to be complex, as the information below will explain.
What a Budget Accomplishes
 Refines goals.
 Compels members of the organization to use funds efficiently.
 Provides accurate information to analyze, adjust and evaluate programs.
 Aids in decision making.
 Provides a historical reference to be used for future planning.
Pre-Budget Considerations
Knowing your organization's priorities, objectives and goals helps as you prepare
your budget. As you begin, ask yourself the following questions.
 What is the budget time period (e.g. semester, school year)
 What does your group want to accomplish most?
 How will you accomplish this goal?
 How much will it cost?
 Where will the money come from?
Preparing Your Budget
 Prepare an outline of the organization's planned future activities.
 Determine and record available funds (e.g. carryover balance from previous year).
 Estimate and record expected income and when it will be available (e.g.
dues, t-shirt sales, video games, etc.).
 Define and record needed expenses (e.g. advertising, rentals, printing,
supplies, etc.).
 Review, revise and assemble information into a final budget.
 Have members vote for budget approval.
The budget must be flexible to anticipate conditions which might have been
overlooked during the planning process.
Managing the Budget
Once prepared and approved, the budget should be closely managed.
 Set and maintain a minimum cash balance.
 Formulate general policies and procedures needed to achieve objectives while
providing internal control (i.e. allow only approved expenditures).
 Keep an accurate written log of financial transactions (income and expenses).
 Periodically compare the budget to your actual logged expenditures.
37
BRAINSTORMING
Is your group stumped for new ideas? Do you do the same activities the same old
way year after year? Do the leaders and just a few others seem to do all the talking?
Brainstorming may be just the technique to rejuvenate your organization and get
everyone excited and involved.
The purpose of brainstorming is to get out as many ideas as possible. The more you
have to choose from, the better your final choice will be. You can use brainstorming
for almost anything: program ideas, themes, slogans, publicity, group goals and
problem solving.
The rules for brainstorming are deceptively simple. Be sure the group understands
them and someone has the job of making sure the rules are followed.
Set the Stage
 Set a time limit (10 to 20 minutes), depending upon the size of your group
and the complexity of the issue.
 The best group size is 3-15 people. If you have more, break into two or more
groups and brainstorm simultaneously.
 The question or issue must be one about which all participants can speak.
Focus on only one issue at time.
 Record all responses on a blackboard or big sheets of newsprint so everyone
can see them; don't record the name of the person suggesting. Record only
key words and phrases, not word for word.
Explain the Rules
 Do not discuss ideas
 Do not criticize, praise or judge
 Be spontaneous--no hand-raising, just call out
 Repetitions are ok
 Quantity counts
 Build on each other's ideas--"hitch-hiking" or "piggy-backing" is encouraged
 Enjoy the silences-often the best ideas come out of them
 It is ok to be outrageous, even silly
Make Good Use of Creativity
 If several groups brainstormed the same idea, put the lists on the wall and let
everyone read each other's work.
 Group ideas into related categories for review.
 Decide which ideas are most promising and which can be eliminated; this can
be done by putting pluses and minuses by items.
 Rank the most promising.
38
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Select those with greatest potential and high-ranking priority for either
implementation or refinement by committee or the group.
Follow-up. If the ideas are to be implemented successfully by the group or by
committee, ask for updates on a regular basis.
Review and evaluate your ideas as they are being implemented. Make any
changes deemed necessary by the group.
Be sure to utilize the ideas generated. It is extremely demoralizing for a group
to invest its time, energy and creativity and have the idea disappear. Seeing
your ideas come to fruition however, is extremely rewarding.
References
Pfeiffer and Jones; 1972 Annual Handbook for Group Facilitators.
Schindler-Rainmann E. and Lippitt, R.; Taking Your Meetings Out of the Doldrums.
39
Sample Forms
CONSTITUTUION
See page 41.
Also available: http://www.missouristate.edu/activities/forms or Plaster Student Union,
room 101. Bring completed constitution to the Office of Student Activities, PSU 101.
BYLAWS
See page 43.
Also available: http://www.missouristate.edu/activities/forms or Plaster Student Union,
room 101. Bring completed bylaws to the Office of Student Activities, PSU 101.
TRIP ACTIVITY RELEASE FORM
See page 46.
Also available: http://www.missouristate.edu/activities/forms or Plaster Student Union,
room 101. Bring one copy on the trip and give another copy to the organization’s advisor or, if
advisor is going on the trip, give copy to a member not traveling on the trip.
UNIVERSITY TRIP REGISTRATION FORM
See page 48.
Also available: http://www.missouristate.edu/activities/forms or Plaster Student Union,
room 101. Bring completed form to the Department of Safety and Transportation, 836-3013.
CONFERENCE SERVICES
RESERVATIONS/CATERING REQUEST FORM
See page 51.
Also available: http://www.missouristate.edu/conferences under “Forms” or Plaster Student
Union, room 302. Apply online or bring completed form to Conference Services, PSU 302.
FUNDRAISER REGISTRATION FORM
See page 53.
Also available: Plaster Student Union, room 302. Bring completed form to Conference
Services, PSU 302
40
(Your Org. Name Here)
SAMPLE CONSTITUTION FOR
STUDENT ORGANIZATIONS
DATE CREATED: X Date
Date Modified: X Date
PREAMBLE
We, the members of this organization, do ordain this constitution of
___________________, of Missouri State University, Springfield, Missouri, as the
Constitution for the members of the ___________________________.
In accordance with the rules and regulations of Missouri State University, the Laws of the
State of Missouri, and the Laws of the United States of America.
ARTICLE I
Purpose of the Organization
Section 1. The name of the organization
Section 2. Purpose, goals, and objectives of the organization
Section 3. Affiliation with a regional or national association, if
applicable.
ARTICLE II
Membership
Section 1. Membership open to whom.
Section 2. Qualifications for membership (ex: student status, GPA, attendance…)
Section 3. Qualifications for Non- Missouri State or off campus members
ARTICLE III
The Executive Officers
List officers of organization/duties of each officer.
Section 1. President
Section 2. Vice President
Section 3. Secretary
Section 4. Treasurer
Section 5. Other Officers
Section 6. Qualifications of Executive Officers (GPA must be at least 2.0, though
individual organizations may make it higher at their discression)
Section 7. Selection process for the officers
Section 8. Specific date for the election of officers and how the
Membership is formed.
Section 9. How officers are elected
-Plurality of all votes cast
- 2/3 vote of all members
41
Section 10. Academic or disciplinary probation – executive officer(s)
Must resign from his/her position.
ARTICLE IV
Installation of the executive officers
Section 1. Term of office (can executive officers serve more than one term)
ARTICLE V
Resignation of Executive Officers
Section 1. Process for resignation
ARTICLE VI
Impeachment and Removal from Office
Section 1. Process for impeachment
ARTICLE VII
Amendments to the Constitution
Section 1. How to propose
Section 2. How adopted
ARTICLE VIII
Ratification
Section 1. How does the constitution become valid:
(The Office of Student Activities and Student Government Association needs to accept any
revisions. So, here is a sample of what your section can say: If 2/3 of the members of the ___ Club
ratifies he document proposed and it is accepted by both the Office of Student Activities and Student Government
Association of Missouri State it becomes a valid constitution.)
Section 2. What number of votes needed are required for approval.
ARTICLE IX
Empowerment
Section 1. This constitution will take effect after it is accepted by both the Office of Student Activities
and Student Government Association of Missouri State University, and unanimously (or by a
specific quorum vote) accepted by the members of (your group name here).
42
(Your Org. Name Here)
SAMPLE BYLAWS FOR
STUDENT ORGANIZATIONS
Date Created: X Date
Last Modified: X Date
ARTICLE I: NAME & PURPOSE
Section A – Name
The name of this organization shall be [name of organization].
Section B – National Affiliation
[If the organization is a member of a national or state organization, add the following statement and attach a
copy of the national constitution as it will become part of the document.] “The rule and regulations of the
National Constitution shall be followed when not inconsistent with the rules and regulations of Missouri
State University.”
Section C – Purpose
The purpose of this organization shall be:
1. [list in detail the purposes and objectives of the organization]
2. [etc..]
3. –
ARTICLE II: MEMBERSHIP & DUES
Section A – Eligibility
Membership shall be open to [define membership qualifications, i.e., majors in a particular academic area,
GPA etc.] upon payment of the dues, as outlines in Section C.
Section B – Restrictions
Voting members will be students.
Section C – Dues (if applicable)
Dues shall be $_____ per year. [List national and state dues separately, if applicable.]
ARTICLE III: OFFICERS
Section A – Officers
The officers shall be a President, Vice President, Secretary and Treasurer. [These are the usual officers.
Additional officers may be added, dependent upon the needs of the organization.]
Section B – Eligibility
The President shall be a full time Missouri State student. [If membership is open to persons outside the
campus community, all officers and voting members must be Missouri State students. GPA requirements]
Section C – Election
The officers shall be elected by ballot at the last meeting of the spring semester by a majority of the vote
cast for that office.
Section D – Term
43
The officers shall serve for one year and their term of office shall begin at the commencement of the
[fall/spring] semester.
Section E – Vacancy
If a vacancy occurs in the office of President, the Vice President shall assume the office for the remainder
of the term and vacancies in any other office shall be filled by a special election.
ARTICLE IV: DUTIES OF OFFICERS
Section A – President
It shall be the duty of the President to:
1. Preside at meetings
2. Vote only in case of a tie
3. Represent the organization
4. Appoint committee chairpersons, subject to the approval of the Executive Committee
5. Serve as an ex-officio member of all committees except the nominating committee
6. Perform such other duties as ordinarily pertain to this office
Section B – Vice President
It shall be the duty of the Vice President to preside in the absence of the President and serve as Chairman
of the Program Committee.
Section C – Secretary
It shall be the duty of the Secretary to:
1. Record the minutes of all meetings
2. Keep a file of the organization’s records
3. Maintain a current roster of membership
4. Issue notices of meetings and conduct the general correspondence of the organization
Section D – Treasurer
It shall be the duty of the Treasurer to:
1. Receive all funds and pay out by order of the Executive Committee and signed by the President and
faculty/staff advisor.
2. Keep an itemized account of all receipts and expenditures and make reports, as directed
3. Make a yearly audit to the membership at the end of each school term.
ARTICLE V: MEETINGS
Section A - Meetings
Regular meetings shall be held [bi-monthly] during the regular school year.
Section B – Special Meetings
Special meetings may be called by the President with the approval of the Executive Committee.
Section C – Quorum
A quorum shall consist of [fifteen (15)] members or a majority of the voting membership. [The number
required should be small enough to insure that a quorum will usually be present and large enough to protect
the organization against decisions being made by a small minority.]
Section D – Parliamentary Authority
Robert’s Rules of Order (example only), newly revised, shall govern this organization in all cases to which
they are applicable and in which they are not inconsistent with these By-Laws.
44
ARTICLE VI: EXECUTIVE COMMITTEE
Section A – Responsibility
Management of this organization shall be vested in an Executive Committee responsible to the entire
membership to uphold these By-Laws.
Section B – Membership
This committee shall consist of the officers, as listed in Article III, and the faculty advisor.
Section C – Meetings
The committee shall meet at least once between regular meetings of the organization to organize and plan
future activities.
Section D – Quorum
A quorum of this committee shall consist of [2/3][ is the usual number] members.
ARTICLE VII: FACULTY ADVISOR
Section A – Selection
There shall be a faculty advisor who shall be selected each year by the membership.
Section B – Duties
The responsibilities of the faculty advisor shall be to:
1. Advise and stimulate interest in the organization
2. Provide guidance in the development and implementation of programs and activities
3. Serve as liaison between the University and the organization, interpreting, if necessary, university
policies or philosophies
4. Attend meetings and activities regularly
5. Monitor all expenditures of the organization along with the Treasurer
ARTICLE VIII: COMMITTEES
Section A – Vote
These By-Laws may be amended by a two-thirds (2/3) majority vote of the chapter membership.
Section B – Notice
All members shall receive advance notice of the proposed amendment at least five (5) days before the
meeting.
45
TRIP ACTIVITY RELEASE
Name: __________________________________ SS#: ________________________________
Address: ______________________________________________________________________
Street/Box#
City
State
Zip
Phone (local): ____________________________ (permanent): __________________________
Emergency Contact: _____________________________________________________________
Name
Relationship
Emergency Phone Number: _______________________________________________________
ACTIVITY INFORMATION
Type of Activity: _______________________________________________________________
Reason for Trip: ________________________________________________________________
Date/Time of Departure: _________________________________________________________
Date/Time of Return: ____________________________________________________________
“I, the undersigned participant, being the age of 18 or above, desire to participate in the Activity
described above, which includes transportation to and from Springfield to _____________________ .
The activity consists of __________________ (describe activities) and potentially includes inclement
weather, ____________________ (describe potentially hazardous elements). I realize that activity is
potentially hazardous. I should not engage in the activity unless I am alert and observant, which I
represent myself to be. I assume any and all risks associated with the activity including, but not limited
to, falls personal injury, collision with other persons, the effects of weather, including high heat and/or
humidity, and motor vehicle transportation, all such risks being known and appreciated by me. I attest
that I am sufficiently physically fit to participate in this activity.
I understand the possible risks of being permitted to participate in the activity described above. I,
for myself and my personal representatives, heirs, and assigns, do hereby hold harmless and release,
waive, discharge, and covenant not to sue the Board of Governors of Missouri State University.
Furthermore, I release Missouri State University, its Board members, officers, employees (hereinafter
collectively referred to as “MISSOURI STATE”) from any and all claims or liability on account of death
or injury to person or property of the undersigned of any kind or nature whatsoever arising out of, or in
46
any way connected with, the undersigned’s participation in the activity and transportation activities, even
though the claim or liability may arise out of the negligence or carelessness on the part of MISSOURI
STATE, or any third person, whether foreseen or unforeseen, known or unknown.
The undersigned hereby expressly agrees that this release and waiver is intended to be as broad
and inclusive as permitted by the laws of the State of Missouri, and that if any portion hereof is held
invalid, it is agreed that the balance, notwithstanding, continues in full legal force and effect.
The undersigned further states that he or she has carefully read the foregoing release and waiver
of liability, knows the contents thereof, and has agreed to sign this release and waiver of liability as his or
her own free act and deed.
I also declare that I will take all necessary and/or recommended precautions to ensure my own
person against physical and /or mental injury and property loss or damage. This includes, but is not
limited to, following printed or verbal instructions given by the activity leader(s).
I further declare that I assume responsibility for my actions or behaviors that may conflict with
accepted standards, University requirements for participants, common sense or the instructions I receive
from activity leader(s) either before or during this activity.
I do hereby affirm that I am covered under my guardian’s medical policy or otherwise have
adequate medical insurance.
ADDENDUM: (If driving personal vehicle only)
I, the undersigned, do hereby affirm that I possess a valid Missouri state driver’s license, and that my
vehicle is insured to at least the minimum liability coverage required by the State of Missouri, and that I
assume all responsibility for the operation of said vehicle as a result of said activity, and for any failure to
maintain the insurance coverage stated above.”
Transportation To/From Activity: __________________________________________________
If Personal Vehicle, Make & Model: ________________________________________________
Year: _______________ Color: _________________ License: ________________________
Name(s) of Activity Leader/Advisor: _______________________________________________
I have read the above release and agree to provisions contained therein. I have also informed my
guardian of this trip.
For the Participant:
If under 18 years of age:
_________________________________
Participant’s Signature Date
______________________________
Guardian’s Signature
Date
A copy of this form should be taken with the group/organization on the trip
and an original should be returned to the sponsoring department
47
UNIVERSITY TRIP REGISTARTION FORM
Sponsoring Group: ______________________________________________________________
Reason for Trip: ________________________________________________________________
Destination (Institution or Event): __________________________________________________
City/State: ____________________________________________________________________
Event Date: ______________________________ Time of Departure: ____________________
Mode of Transportation: _________________________________________________________
Make & Model: _______________________________ Year: _____________________
License Number/State: __________________________ Color: ____________________
Overnight Trips
Lodging: ______________________________________________________________________
Address: ______________________________________________________________________
Phone: _______________________________________________________________________
Departure for Return Trip
Date: __________________________ Time: ________________
Date of Return: __________________________________ Estimated Time: _______________
Advisor(s): _____________________________________
_____________________________
Address: _________________________________
_____________________________
Phone: __________________________________
_____________________________
Advisor Signature: __________________________________________ Date: ______________
48
University Trip Registration Form
Participation List
Participant Name
(Please Print)
Student ID#
Local Phone
Emergency
Phone Number
______________________
________________
_________________
___________________
______________________
________________
_________________
___________________
______________________
________________
_________________
___________________
______________________
________________
_________________
___________________
______________________
________________
_________________
___________________
______________________
________________
_________________
___________________
______________________
________________
_________________
___________________
______________________
________________
_________________
___________________
______________________
________________
_________________
___________________
______________________
________________
_________________
___________________
______________________
________________
_________________
___________________
______________________
________________
_________________
__________________
______________________
________________
_________________
___________________
______________________
________________
_________________
___________________
______________________
________________
_________________
___________________
______________________
________________
_________________
___________________
______________________
________________
_________________
___________________
______________________
________________
_________________
___________________
Report forms should be returned 1 week prior to trip departure to the Office of Safety & Transportation,
located in the Police Substation. It is suggested to keep a copy in the traveling vehicle for safety
precautions.
49
Conference Services Reservations
50
51
Fundraising Registration Form
52
53
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Student Organizations - Missouri State University