Student Organization Handbook - South Dakota School of Mines

Recognized Student
Organization Handbook
Student Activities and Leadership Center
Surbeck Garden Level, Office: 394-2336
Recognized Student Organization Handbook
Welcome to the Student Activities and
Leadership Center (SALC)
The “Values of Campus Activities” is a statement of the fundamental beliefs driving the work of
the staff and students of the SALC in the coordination and implementation of campus programs
and events. Generally, the primary mission of the SALC is to enhance the development and
retention of students at the South Dakota School of Mines and Technology. More specifically,
activities and programs are provided for the purpose of enriching the environment of our
campus, facilitating student learning and development opportunities, and providing
opportunities for students to find a connection between themselves and the university
community. These specific functions address those critical factors in the retention of students
and ultimately their educational success.
The Values of the SALC
We value the holistic development of every student by providing formal and informal
educational opportunities in support of the mission of the South Dakota School of Mines
and Technology and SALC.
We value the quality involvement of students both as volunteers and employees in all
aspects of campus activities from initial concept to evaluation. We believe the process
of development and implementation of programs by students is pivotal in evaluating the
final project.
We value quality service.
We value ethical behavior.
We value a humanistic work environment embracing teamwork, consensus, creativity,
respect for others, humor, face-to-face communication and professional development.
Director, Student Activities and Leadership Center
Michael Keegan
[email protected]
Assistant Director, Student Activities and Leadership Center
Cory L. Headley
[email protected]
Office Manager
Cheryl Dillon
[email protected]
Student Activity Coordinators
Rika Beck
Brady Cabral
South Dakota School of Mines and Technology, Student Activities and Leadership Center
Recognized Student Organization Handbook
Recognition Policies and Procedures
SDSM&T hosts over 80 Recognized Student Organizations. Groups are categorized by
Academic/Professional, CAMP, Community Service, Greek, Honor Societies, Leadership,
Faith Based, Multicultural, Special Interest, and Athletic organizations.
Maintaining Recognition
Organizations must submit new officer and advisor affirmations, as well as update
their officer information on their Mines Link account by October 1 of each year. New
affirmations may be turned into the Assistant Director, SALC.
At least one student organization officer from each renewing Recognized Student
Organization (President preferred) is required to attend one orientation session held
each fall semester (September).
Abide by the general requirements for recognition.
Abide by the organization’s constitution and stated purpose.
When requested by the SALC , amend the organization’s constitution to reflect
current University policies, local, state, and federal laws.
Update all changes in leadership, advising, and important student organization
Register all events including weekly meetings by registering the event through Mines
All Recognized Student Organizations are required to update/renew their officer and member
information on a yearly basis.
Obtaining Status and Becoming a Recognized Student Organization
All groups seeking recognition for the first time, or after allowing their recognition to lapse,
must submit the following to the SALC through Mines Link:
 Recognition Petition Form
 Officer Affirmation
 Advisor Affirmation
 Constitution/Bylaws
 Attend an RSO Orientation Session
The Student Senate constitution committee will review all recognition papers for compatibility
of the group with the mission SDSM&T; compliance with all Board of Regents regulations, and
evidence of future success as a Recognized Student Organization.
South Dakota School of Mines and Technology, Student Activities and Leadership Center
Recognized Student Organization Handbook
A. Submit to the Student Activities and Leadership Center one (1) copy of the application for
chartering a new student organization and the constitution and by-laws of the organization.
In the event the group seeks to affiliate with a state, regional and-or national organization,
one (1) copy of that constitution must also be appended. If the group is a departmental
organization, one (1) copy of authorization from the department head must be included.
B. The Student Activities and Leadership Center will present the constitution to the Student
Association Constitution Committee Chair who will schedule a meeting of the committee.
The president and the advisor of the proposed group will be asked to attend the meeting to
answer any questions that may arise. In the event that the president cannot attend,
someone who is familiar with the organization’s structure and history should be present.
C. The Committee has four options: 1) approve the application; 2) refer it back to the group for
revision (see below); 3) give provisional registration (see below); or 4) deny the request. The
decision will be made at the meeting.
Constitutions that are referred back to the organization are typically those that have
major flaws or indiscrepancies in them (e.g. single sex organizations, organizations
whose name implies limited membership, etc.). When an organization has a constitution
referred back to it, that group has fourteen (14) days to re-submit a revised version. If
this is not done the group will be denied charter and will subsequently have to resubmit for registration. Groups who do not revise their constitutions as per the
recommendations of the committee will be denied charter.
Provisional Registration
Provisional Registration will be granted to groups whose constitutions and by-laws
require only minor modifications (e.g. typos, date corrections, etc.). Groups who are
granted provisional registration will have fourteen (14) days to revise and return the
constitution to the Student Activities and Leadership Center. Failure to do so will result
in the provisional approval being repealed and the group will be denied charter and will
subsequently have to re-submit for registration.
Privileges and Limitations of Provisionally-Registered Student Organizations:
During the 14-day provisional period, student groups are permitted to conduct
organizational business. However, they may not:
 Request money from SA or SOAP
 Co-sponsor programs with other student organizations
 Sponsor open programs or special events
 Sponsor fundraisers
South Dakota School of Mines and Technology, Student Activities and Leadership Center
Recognized Student Organization Handbook
D. If approved, the new organization may proceed in accordance with its stated purpose and
exercise the ‘Rights and Privileges’ of registered student groups at SDSM&T.
E. Registration shall be denied if the evidence presented shows the proposed organization will
present substantial likelihood of conflict with the educational process of the University. This
may include, but is not limited to:
The regular and orderly operation of the University
The requirements of appropriate discipline within the University community
The academic pursuits of teaching, learning and other campus activities
The laws or public policies of the State of South Dakota and the United States
The regulations and policies of the University and the Board of Regents
The constitution and by-laws of the Student Association Senate
Limited membership implied in the organization’s name and mission statement
The group’s advocacy of views directed to inciting or producing lawless action and
likely to produce or incite such action
9. The group’s failure to show a willingness to comply with reasonable college
10. The organization engaging in any unlawful or disruptive activity or conduct.
All student organizations must comply with all appropriate Federal and State regulations and
Board of Regents policies regarding non-discrimination and the illegal possession, use or
distribution of any alcoholic beverage or controlled substance.
Appeal of the recommendation for registration can be made by following the procedures in
Part VIII of this document.
General Requirements for Recognition
The group does not duplicate an existing organization
Membership is not denied to any student due to race, color, creed, national or ethnic
origin, sexual orientation, gender identity, or veteran status.
The application for chartering a new student organization is completed and submitted
to the SALC through Mines Link, including a formal constitution outlining the purpose
and framework of the organization.
One (1) full-time, SDSM&T faculty or staff person to serve as the organization advisor.
Every advisor will be required to fill out an advisor affirmation outlining their
responsibilities as an advisor. Advisors who are not university employees are allowed to
serve in conjunction with the University Advisor, provided the non-employee has an
official relationship with the local, regional or national organization of the student
The officers must be full time students in good academic and disciplinary standing and
must maintain this standing during his/her tenure in office. (The SALC reserves the right
to verify academic and disciplinary standing.) If an officer is not in good standing they
South Dakota School of Mines and Technology, Student Activities and Leadership Center
Recognized Student Organization Handbook
must forfeit his/her office. No student may run for office in a student organization
while on academic or disciplinary probation. A student placed on academic or
disciplinary probation after he/she is elected to office must relinquish that office.
 The constitution must be approved by the Student Association Constitution Committee
and the Student Association Senate.
NOTE: Any group of students is welcome and encouraged to consult with the SALC
concerning plans for a new organization, and for advice while drafting the constitution, or
while making plans for activities.
Organizational Meetings:
Meetings held prior to the official chartering of a student group would be termed
organizational meetings for the purpose of forming the proposed organization. Business during
these meetings should be limited to drafting a constitution, and forming the structure of the
organization. The students forming the proposed organization may schedule three (3) of these
meetings. These must be scheduled through the University Scheduling and Conferences Office.
The Student Activities and Leadership Center can meet with the group for aid and counseling in
the forming of the new organization. No new organization may organize under the sponsorship
of an existing organization. Additional organizational meetings may be scheduled at the
discretion of the Student Activities and Leadership Center.
Registration of Events
Need to add information
An advisor of a recognized student organization at SDSM&T is an individual who assumes
responsibility to provide advice and guidance to the organization in accordance with University
policies and in consideration of the general welfare of the organization’s members. Each
recognized student organization must have a full-time faculty, staff, or administration advisor
currently employed by the University to aid the organization with its activities. The advisor
plays a key role in assisting an organization in setting its goals, evaluating its operations and
procedures, and provides continuity to the group.
Expectations of the Advisor
Be fully aware of the purpose and activities of the group through regular attendance at
group meetings and individual consultation with organization leaders.
The advisor is not formally deemed to be personally responsible for acts of the
organization by reason of his/her service as an advisor, but at the same time, service as
an advisor includes the assumption of responsibilities to the University to provide advice
and guidance in accordance with University policies and to provide to the organization
mature advice that will further the general welfare of its members.
Acts as a reference for general information regarding SDSM&T policies and procedures.
South Dakota School of Mines and Technology, Student Activities and Leadership Center
Recognized Student Organization Handbook
Provide information relevant to the group’s needs, interests, activities, and
Assist in the financial matters of the group.
Act as a reference person in terms of the organization’s history.
Provide advice and guidance in the planning and implementation of the organization’s
Insure that the group files the Annual Recognition papers each fall term.
Encourage student participation in Club and Org Day as well as other University
sponsored events for RSOs
Change of Officer/Advisor
Anytime throughout the year, when a student organization changes an officer or changes its
advisor, the organization must make these changes electronically through Mines Link. When
changing an advisor, the new advisor will be required to fill out an advisor agreement outlining
their responsibilities as an advisor.
Writing a Constitution
Students who wish their organization to become recognized through SDSM&T must submit a
constitution designed for their organization. Suggestions, examples, and specific guidelines are
available in the SALC and on the student organization handbook Mines Link page.
The following information includes basic guidelines for preparing a constitution.
PREAMBLE-This section should include the name of the organization and a statement of the
organization’s establishment and purpose of the constitution.
BY-LAWS- The By-laws are included with an organization’s constitution and are part of that
document. While a constitution outlines the general features of a group, the by-laws outline
specific rules and procedures around which an organization functions. An example of this is the
number, which constitutes a quorum for that specific group.
South Dakota School of Mines and Technology, Student Activities and Leadership Center
Recognized Student Organization Handbook
Benefits of Becoming a Recognized Student Organization
Advertising and marketing of events
Advising from professional staff
Leadership Awards program
Leadership consultation and development
Organization website through Mines Link
Use of University facilities and grounds
Funding opportunities
Advertising and Marketing of Events
Recognized Student Organizations have many options for promoting their activities and events.
Creativity and time is the key to an effective advertising plan. All print advertising such as
banners, posters, etc. must include the name of the organization, and may not advertise
alcoholic beverages or tobacco products, or use inappropriate language, or nudity as defined by
the SALC staff.
Posting Guidelines for Student Organizations
(in accordance with the SDSM&T On-Campus Advertising/Campus Posting Policy III-A-01)
 Seek approval from the Student Activities and Leadership Center
 Events you would like to advertise, submit to Stephanie Lindsley
([email protected]) two weeks prior to posting. The ad needs to be a ratio
of 4:3 (typical landscape PowerPoint slide)- jpg, bmp, flash files, avi, or ppt. PowerPointsave as 2003 version; slide will advance set as automatic for set period of time. Simple
animations in ppt. will play on digital signage. Ads should be light on text and big on
 Seek approval from Student Activities and Leadership Center
 Please do not post on doors/buildings, 10 feet with an entrance, or on an incline or
 Always use blue painters tape
 All fliers must be removed 24 hours following the advertised event.
 Seek approval from Student Activities and Leadership Center
 To post in academic & administrative buildings, please seek permission from the
appropriate department
 Seek approval from Surbeck Scheduling and Facility Services to use sandwich boards on
 Seek approval from Student Activities and Leadership Center
 Submit flyers to Surbeck Center or Gayla in the ResLife Office for distribution to ResLife
staff who will post flyers on bulletin boards in the dorms. (A total number of 47 fliers are
South Dakota School of Mines and Technology, Student Activities and Leadership Center
Recognized Student Organization Handbook
Flyers taped to doors/walls/windows will be removed
Other Advertising Opportunities Available for Free
SA Sandwich board displays *See Student Association office.
Weekly What’s Up- Sent out every Friday to students. Email your events to Cheryl Dillon
([email protected]) by Wednesday of each week.
Tabling space in Surbeck. Contact the scheduling office to reserve a space.
Student Organization website through Mines Link.
Press release information may be sent to University Relations for Free. Please see SALC
staff for this service (Relevant here?)
Advising from Professional Staff
Professional staff members in the Student Activities and Leadership Center are available for
workshop training, leadership development, and financial advising for any student organization
upon request. They are an excellent resource for program development and support, which
includes campus resource referrals, agent information, and a great resource to share ideas. RSO
Walk in hours??
RSO Websites
Each RSO will have their own website through Mines Link. You will have the ability to choose
the tagline of the website name when registering your student organization. You also have the
ability to embed social media websites (Facebook, Twitter, etc) of the RSOs to Mines Link
Club and Organization Development Series
Throughout the academic year the SALC will host occasional open houses, student leadership
and development sessions, and advisor training sessions. The SALC staff will e-mail club officers
and advisors a notice of these events.
The SALC staff will facilitate a workshop specifically for your organization and its needs. We can
present on topics such as motivation, group development, gender issues, leadership skill
building, ethics, communication, creativity, conflict, embracing difference, recruitment and
more. Please call ahead of time if you are interested in setting up one of these workshops.
Reserving Space
There are several places on campus to hold events. Since space on campus is in high demand, it
is important for your organization to reserve space early on in the planning process. Please
contact Surbeck Scheduling to book your campus space.
South Dakota School of Mines and Technology, Student Activities and Leadership Center
Recognized Student Organization Handbook
Film/Video Programming
Programming with film or video at SDSM&T must be sensitive to the educational mission of the
University and comply with federal copyright laws.
Film refers to any of a variety of cellulose acetate, monitored on any viewing apparatus to
provide education, information, or entertainment. Examples include: videotapes, film projected
utilizing reels and a projector machine, compact discs, DVD’s blu-rays, and digital media files.
Copyright law prohibits the showing of film in a public setting unless approval is granted by the
company who owns the film or unless the film is rented from a licensed public film vendor
which generally includes additional rental fees. Film programming may be shown in a public
setting at an educational institution without additional approval or licensing if the program fits
under the educational exception stipulated in copyright laws. This criterion is very specific
about the appropriate location and conditions for this exception to apply.
Listed below are some common violations of film copyright laws by student organizations. The
student organization or group rents a video from a local video rental store and:
 Shows it in a residence hall lounge
 Shows it to their student organization members for a social gathering
 Plays the video at a table in the Surbeck Center for recruiting members or providing
Solution: Student organizations planning a film program for public viewing should consult with
the SALC staff to learn more about the copyright law educational exception or to review
catalogs of licensed public film/vendors.
Risk Management
“Risk” is defined as the possibility of loss or injury. It further implies a person or thing that is a
specified hazard to an insurer.
Because all events present situations, which imply potential risks and liabilities, it is beneficial
to the student organization to knowhow to anticipate and prevent risky situations and to be
aware of its responsibilities in case an incident occurs. The SALC and the Risk Management
office can advise Recognized Student Organizations about liability and insurance issues.
Jerilyn Roberts, Director of Facilities and Risk Management
Email: [email protected]
Phone: (605) 394-6729
Surbeck Lower Level
South Dakota School of Mines and Technology, Student Activities and Leadership Center
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