Student Associations | Policies and Procedures
2016-07-11
Mission
Provide opportunities for students with common life experiences and cultural interests to gather, support,
teach and strengthen one another as disciple leaders; spiritually, socially and culturally.
Student Association Leadership Structure
Student Associations are led by the Student Associations Council, which is comprised of the Student
Support Coordinator, the Program Assistant, the Director, the Coordinators, the Association Presidents
and the Association Vice Presidents. The Association Presidents report to their respective Coordinator
who will then report to the Director. The Director works with the Program Assistant and reports to the
Student Support Coordinator.
Individual Associations Leadership Structure
Each Student Association is led by a President and two Vice Presidents. These three positions allow the
leadership of the Associations to meet in council settings (see Counseling With Our Councils; General
Conference address by Elder M. Russell Ballard).
Advertising
Associations are not permitted to advertise events or activities to a campus-wide audience unless
approved by the Full-Time Coordinator. However, Associations are allowed to advertise that specific
Associations exist and meet on certain days and may invite the campus to attend their meetings, join their
Association or to visit their Associations web site or Facebook page.
Activities
Each Association must submit a detailed schedule of events and activities for their Association at the
beginning of the semester or two weeks prior to the event. Each schedule will be reviewed by the Director
and assigned Coordinator. Budgets will be allotted based on the events and the number of active
members in the Association. Once the budget amounts for each Association has been determined, the
Student Association Director will notify each President what their budget will be. Associations who do
not submit a schedule of events and activities will not receive a budget or be reimbursed for expenses. All
events and activities are to be held prior to the last week of the semester.
Budget
Each Student Association is allocated a budget based on its Association membership size from the
previous semester. The President or Vice President will submit their weekly attendance on Fridays to their
assigned Coordinator via email. In turn, these are reviewed by the Student Support Coordinator, who then
will assess the budget and make any necessary changes. The Student Support Coordinator will provide
the Student Associations Director with the budget for the semester.
Charters / New Associations
Each new Association must submit a Charter Registration Form, which outlines their mission statement,
suggested activities or events and lists a minimum of six individuals interested in starting the Association.
A meeting will be scheduled prior to approval to review submitted documents and to answer any
questions. Upon approval, an interview process will take place to determine the President of the
Association. (See selection process).
Communications/Marketing
All print and digital communications are overseen by the Student Associations Communications & Events
Coordinators. Communication requests can be submitted by e-mailing your plan to your assigned
Coordinator. Be sure to include the words “Communication Request” in the Subject Line of the e-mail so
that your request is directed to the right individual. The following are communication methods that
Student Support can provide for you.
Web Banners / Student Feed Updates / Email Banners
Web Banners on my.byui.edu can be requested for the Associations program as a whole and
weekly student feed updates can be requested by individual Associations. Email banners can be
requested by individual Associations upon approval.
• Requests for web banners and email banners should be submitted 2 weeks in advance of when
you need them.
• Student Feed Updates should be submitted 1 week in advance of when you need the update to
go out. Student Feed Updates are sent out from the University each Thursday.
Facebook
Facebook pages are available for each Association. Presidents will automatically be added as
editors of the page. Vice Presidents may be added as editors upon request of the President.
Presidents are highly encouraged to utilize this medium of advertising.
Flyers / Posters
Flyers and posters can be created by Student Support & Activities Communications Team
• Requests for flyers and posters should be submitted 1-2 weeks in advance of when you need
them. Emergency design and printing must be approved by the Student Support Coordinator.
• Individual Associations can use their budget to cover the cost of printing, unless otherwise
approved by the Student Support Coordinator.
Student Query Email
Student Support can request a student query which allows us a listing of students who meet
specified criteria. These queries would allow Associations to have an email sent to identified
students to participate in their respective Associations. This request should be sent to the Student
Associations Program Assistant at associations@byui.edu along with the content of the email.
The Program Assistant will then send out the email. The Student Query Email can only be used
two times a semester.
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Requests for student query email should be submitted 1 week in advance of when it needs
to go out. Emergency e-mails will only be sent out upon approval from the Student
Support Coordinator.
Web sites
Each Association’s web site is managed by the Student Associations Program Assistant.
Association Presidents or Vice Presidents can submit updates for their Association web site to
associations@byui.edu.
Directories & Attendance
A comprehensive list of Association members will be maintained by the Program Assistant. Each
Association President or Vice President is required to submit a weekly attendance report on Fridays to
their assigned Coordinator. This report should include a total number of members in attendance at every
event or activity held by an association and submitted via email. Once reviewed by the assigned
Coordinator, these will be emailed to associations@byui.edu.
Events and Activities
Associations are not allowed to sponsor, hold or advertise campus-wide events or activities unless
approved by the Student Support Coordinator. All events or activities that include; outside resources or
individuals not associated with BYU-Idaho, travel, music, movies or videos must get approval from the
Student Support Coordinator prior to any contact, planning or implementation of the event or activity. All
proposals will be submitted to the Associations Director and then brought to the Student Support
Coordinator for approval. If approval is not granted prior to the event or activity it will not be sponsored
by or affiliated with Student Associations including the use of association funds. Any event or activity
receiving association funds must adhere to the mission statements of BYU-Idaho, Student Support and
Student Associations.
Expenditures
Association members spend their own money for purchases and then bring the receipts to the Student
Support office, located in Rigby Hall 272. Must have original receipt(s) to be reimbursed. If a receipt
is not available where the purchase is to be made, the purchase must be approved by the Student Support
Coordinator prior to the purchase or your purchase may not be reimbursed. Purchases for reimbursement
should be kept separate from personal purchases (separate receipts). Purchases made should be
reimbursed no later than one week after an event and all reimbursements need to be submitted prior to the
end of the semester. A Petty Cash Voucher form will be given to the Association, which must be signed
by the Student Support Coordinator or Director. Once the voucher has been signed, the voucher and the
original receipts can be taken to the Cashier’s Office in the Kimball building for reimbursement. An
I-Card is needed to obtain the cash reimbursement. If a purchase is made for more than $100.00, a petty
cash voucher cannot be used. A check request must be submitted by the Student Support Coordinator to
the Bursar’s Office and reimbursement may not be received for up to two weeks. Reimbursements can be
made for gas purchases only if prior approval has been given by the Student Support Coordinator. Gift
cards will not be reimbursed. On-campus purchases using an Association’s account can only be made by
the Program Assistant or Student Support Coordinator.
Meetings / Office Hours
Association Presidents and Vice Presidents should be aware of the following meetings and office hours:
Student Associations Council Meeting
The Student Associations Council meets each Wednesday at 3:10 p.m. in Rigby 245 or
designated meeting location. This meeting is mandatory for all Association Presidents. If
circumstances prevent the President from attending the meeting, the President should notify his or
her respective Coordinator and send one of the Vice Presidents to attend in his or her place.
If two meetings are missed during the semester, the Association is placed on probation. If a third
meeting is missed, the active status for that Association is revoked for the rest of the semester
including loss of budget and scheduling privileges.
Student Support Disciple Leadership Training
In addition to the Student Associations Council Meeting, each Association President and Vice
Presidents are invited to participate in the weekly Disciple Leadership Training which takes place
each Tuesday following Devotional at 3:10 p.m. in MC 372 or 387.
Individual Student Association Meetings
Individual Student Association Meetings are determined each semester by the Association
President and Vice Presidents. Each Association is required to meet a minimum of 5 - 6 times
throughout a semester (rotation of every other week).
Office Hours
Office hours are M-F from 3-5 P.M. Association Presidents are to schedule their office hour with
their assigned coordinator.
Off-Campus Performances
Associations are not officially permitted to perform off-campus, and unofficial performances should
never be referred to as BYU-Idaho Association performances. Association meeting times should not be
used to organize these activities. Students are encouraged to pursue such activities on their own. If an
Association agrees to perform off-campus, it is required to follow through on its commitment.
Proposals
New event or activity requests for each Association must be submitted to the Student Associations
Director and the Student Support Coordinator.
Reflection Forms
All Association Presidents are expected to turn in a weekly reflection form each Friday by 5pm. The
reflection form allows the President to reflect and to report on their Association and leadership role for
the past week.
Scheduling
Scheduling includes; rooms, booths, furniture (tables, chairs, garbage cans, etc.), as well as audio-visual
equipment, and more. Association Presidents should submit all scheduling request forms to their
Associations Coordinator. No Association President, Vice President or Association member should
contact the scheduling office to make or change a reservation or to request additional resources.
Associations are not authorized to make any reservations on campus, including reservations through
individual departments. This is to be done only by the Program Assistant or Student Support Coordinator.
Association Presidents or Vice Presidents may contact the listed Event Coordinator on their reservation
sheet at the time of event if assistance is needed. Campus reservations cannot be made on Sundays.
• Scheduling requests should be submitted at least 4 days in advance.
• Requests submitted 3 days or less prior to an event may not be scheduled.
• Conference & Classrooms (meaning you get the room exactly as it is without any additional furniture
or Audio-visual support) can be scheduled 3 days or less prior to an event based on availabity.
Audio-Visual Equipment Scheduling
Audio-visual equipment will be checked out only to Association Presidents or Vice Presidents.
Equipment will be checked-out to an Association President or Vice President who will be
responsible financially for the replacement or repair costs of the equipment if it is lost, stolen or
damaged.
Food Scheduling
Food Services orders must be submitted 1 week in advance.
Student Support Equipment & Supplies Scheduling
Student Support has many items which can be checked out by an Association President or Vice
President, including paper products for food items, serving and dining utensils, water coolers,
totes, speakers, and more. Equipment or Supplies will be checked-out to an Association President
or Vice President, who will be responsible financially for the replacement and / or repair costs if
it is lost, stolen or damaged. Equipment & Supply check-out forms are to be turned in 3 days in
advance of the event. Equipment & Supplies are to be returned the day after the event takes place
or the Monday following the event should it take place over the weekend. Failure to comply with
these requirements will result in a loss of budget.
Selection Process
Each Association President should announce interviews for the upcoming semester to their
members. Student Associations staff will also announce interviews to students via email and/or
social media. The Associations Director and Coordinators selected for the next semester will
interview the candidates and then pray as a council to determine who should serve the following
semester as president. Being interviewed does not guarantee that you will be selected to serve as
the president of an association. Additionally if you are the only one interviewing for the position,
it does not guarantee that you will be selected even if it results in the association becoming
inactive. Associations can be reactivated at any time. The selection of incoming Vice Presidents
should be done by the incoming Association President.
Term of Service
An Association President’s term of service is limited to two semesters, which may or may not be served
consecutively. Presidents must be interviewed each semester. This allows Student Associations to bless
more students by providing additional opportunities to serve and gain leadership skills.
Travel
Associations are not allowed to reserve or use any university vehicles for travel purposes, unless approved
by the Student Support Coordinator. However, this does not prohibit an Association from traveling to
and from an off-campus event or activity. Each Association would be responsible for arranging their own
travel and the use of an individual Association budget may be used for travel reimbursement with prior
approval from the Student Support Coordinator. (See Events and Activities, Off-Campus Performances
and Expenditures)