1

Table of Contents Calendar of Events Cover

Handbook Purpose 3

-A Note to Advisors 3

Benefits 4

Student Unions and Activities Advising 5

Student Group Communications 6

Registration and Classification of Student Groups 7

-RSO relationship to the University 9

-CLP relationship to the University 10

-Naming your Student Group 11

-Responsibility and Accountability 11

-Dissolution Recommendations 12

Campus Life Program vs. Registered Student Org. 13

Status Levels 15

Constitution Instructions and Requirements 16

E-mail and Web Hosting 19

SUA Mailbox Policy 20

Finances 21

-Disbursement of Fees and Grants 22

-Recommended Additional Procedures 23

-Partisan Political Activity and Finances 25

Sales and/or Fundraising (on and off campus) 26

-Bake Sale Requirements 27

-Taxes-related to fundraising 27

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Table of Contents (cont.) -Gambling, Raffles, and Drawings 27

Grants 30

Insurance 32

Tax Information-General 35

University Facilities & Literature Distribution 37

-Classroom Reservations 38

-Outdoor Space Reservations 39

-Literature Distribution 39

Copyright Information 40

University Policy 41

-Chalking Policy 41

Complaints, Policy Violations, & Dispute Resolution 42

-Dispute resolution 42

-Complaint resolution 43

Hazing Policy 45

Respectful Community Members 46

Electronic Elections 47

Event Planning Information 48

-Permits 51

MPAC Co-Sponsorship Information 52

Engaging New Members 54

Contact List 56

3

Handbook Purpose The information in the Student Unions & Activities Policy Handbook is provided as a resource to help leaders organize their student groups and plan for events. While the Student Unions &

Activities Policy Handbook is intended to be a summary of matters of interest, it is not a comprehensive listing of all rules and regulations pertaining to student groups. The policies and rules enumerated herein are intended, in part, to clarify the University‟s relationship to

registered student groups and also are intended to reflect the institution‟s concerns and interest for promoting awareness, values, and responsible behavior. It is important to note that when

persons are functioning in the capacity of members of a registered student group, they will be held accountable for their conduct individually and collectively.

Administrative clarification and interpretation of the Student Unions & Activities Policy Handbook

can be obtained from the Director of Student Unions & Activities and designated members of the Student Unions & Activities (SUA) staff.

Please be aware that University departments may have their own procedures and policies that apply to student groups, which are not listed in the Student Unions & Activities Policy Handbook. Persons with questions are encouraged to inquire with these respective departments and units.

We encourage you to utilize this handbook and our website http://www.sua.umn.edu/groups/handbook/as a reference manual for your respective

student group. In addition, Student Unions & Activities advising staff is available to assist you with your questions and/or concerns. SUA serves the University as advisors, educators, and administrators for students and student groups in order to create and foster leadership and

involvement opportunities that enhance personal, interpersonal, and organizational development.

A Note to Advisors: The Advisor Policy Handbook

Student Group Advisors…we have come up with a resource just for you. This

handbook is an important resource for all advisors, as it includes tips, liability information, and more.

Please e-mail us at sao@umn.edu (subject: Advisor Handbook) to get a copy sent to you.

4

Student Group Benefits Student groups seeking to establish a relationship with the University in order to have access to University facilities, services and staff shall register with Student Unions & Activities.

Registered student groups have access to the following benefits:

Group specific email and web accounts - more information on setting up this account at http://www.sua.umn.edu/groups/handbook/emailweb.php or see page 19 of this handbook.

Use of the following areas for meetings and events at free or reduced rates: o Coffman Memorial Union

o St Paul Student Center o Classroom space o Outdoor campus space

Eligibility to apply for grants and student service fees - more information at http://www.sua.umn.edu/groups/funding/grants/

Assistance with applying for grants and planning fundraisers Workshop handouts available on organizational and leadership topics (e.g. developing an

agenda, retreat planning, or motivating volunteers)

Eligibility to apply for office space in Coffman Union and St. Paul Student Center Ability to have an on-campus mailbox, via Student Unions & Activities

Use of contact tables in the Unions, and outside space, for information dissemination Possible listing in the gopher guide and other campus resource directories

Inclusion in the SUA student group database website. http://www.sua.umn.edu/groups/

Recruitment/Contact outlets-inclusion in the SUA student group directory, and dispensing of

information relative to the group (contact name, address, telephone #, email, etc) to individuals requesting information

Conducting fundraisers and sales on campus with appropriate permits Participation in campus wide events (e.g. Campus Kick Off Days, Homecoming, Spring Jam) Consultation with Student Unions & Activities staff members to help with organizational

issues Ability to promote events on the campus wide University of Minnesota Events Calendar

website located at http://events.umn.edu/ Access to information gathered through the student interest survey conducted by the

Orientation and First Year Programs Office

Ability to work with All Campus Elections Commission on your group's elections Leadership Consultation / Advising

*The benefits you are able to access, as an officer of a student group, are for your group's use

alone. For instance, reserving a meeting room, event venue or contact table allows you to use

this space only for your group's purpose. You specifically cannot reserve spaces for use by

other student groups, University departments, outside groups, or individual use to provide

access or reduced costs in using University facilities, services, or staff. Providing this

inappropriate access to student group benefits may result in disciplinary action against your

group.

5

Student Unions & Activities Advising Student Unions & Activities is staffed with advisors, experienced in all areas of student activities and leadership development. We are here to provide an opportunity for students to learn and

develop life skills in a safe environment that complements their academic experience and enriches campus life through their involvement in student groups. Our ultimate goal is student group success. We define this success as an educational and impactful experience for group

members.

Student Organizations Advising

Student Unions & Activities provides advising services for all registered student groups. Advising is available in the areas of:

Registering a student organization, process and procedures

Event planning Budget management Fundraising and assistance with grants and student fees requests

Insurance needs Tax information for student organizations

Student group policies and procedures Permits Retreat Planning

Advisor Resources Leadership Consulting

Officer Assistance Conflict Management Team Building Assistance

Organizational Structure

To schedule an appointment or speak to an advisor, please call (612) 626-6919 or stop by our office (126 Coffman).

Open Advising Hours

Each Student Activities Advisor has time set aside weekly for open advising. An advisor can help

you with questions about registration, insurance, event planning, Union policies, permits, grant applications and more!

Make An Appointment

Student Activities Advisors are also available to make an appointment to meet with you and/or your student group to assist you in any way we are able. Just call 612-626-6919 to set up an

appointment.

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Student Group Communications Interest Inventory Results

Student Groups have access to the results of the Interest Inventory conducted through the

Orientation and First Year Programs Office each year. To gain a list of email addresses for students that have expressed interest in your group's area, groups will need to meet with a Student Activities Advisor.

SUA Communications, "In the Know"

Student Unions & Activities will communicate with student groups in a variety of ways, including

a biweekly email publication called In the Know which is sent to all groups main contact email addresses, as well as advisors email addresses. This publication will be for the exclusive use of

Student Unions & Activities to disseminate information relevant to student groups. Although it is possible to be removed from the mailing list, we encourage groups to remain in good contact with our office to be aware of pertinent information. Archive issues are available at

http://www.sua.umn.edu/groups/Intheknow/.

Mass Mailing

Groups attempting to send any type of mass mailers to university students must have the approval of a Student Activities Advisor prior to its dissemination. Contact Student Unions &

Activities to find out if your group is eligible to send a mass mailing at 612-626-6919.

Skillshops

The Student Unions & Activities Skillshops Series consists of hour-long workshops designed to

provide student group members the opportunity to learn positional skills that will enhance the overall functioning of their student groups. Some past topics covered in the Skillshops include:

Grant writing/fundraising/co-sponsorships Event planning Web design

Volunteerism opportunities for student groups Banking basics

Information for upcoming Skillshops will be provided via the “In the Know” newsletter as well as on-line at http://www.sua.umn.edu/leadership/skillshops/. Please e-mail sao@umn.edu with potential topic ideas or if your student group is interested in presenting a Skillshop for other

student group members.

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Registration and Classification Student groups seeking to establish a relationship with the University in order to have access to University facilities, services and staff shall register with Student Unions & Activities.

All student groups shall be registered and classified according to the following policy, consistent with the University of Minnesota‟s co-curricular educational philosophy and to better serve the needs of the various and diverse student groups, to reduce unnecessary administrative

intrusion, and to clarify the relationship between the various types of student groups and the University.

Contents

1. Registration 2. Classifications

3. Registered Student Organizations Relationship to the University 4. University Campus Life Programs Relationship to the University 5. Naming Your Student Organization

6. Responsibility and Accountability 7. Dissolution

Registration

Definition: The process through which student groups obtain privileges to conduct activities at the University is administered through Student Unions & Activities. Registration is required

annually and consists of submitting documentation and an orientation/advising session.

1. Student groups that have officially registered with the University of Minnesota shall have the privilege to conduct activities at the University in accordance with established University policies and procedures.

2. Once a student group officially registers with the University of Minnesota, Student Unions & Activities maintains an official file/record for the group to be housed in Student Activities.

Some of the contents of this file are considered a matter of public record, specifically any forms pertaining to the group‟s registration, constitution, classification or status.

3. To be registered with the University of Minnesota, student groups must fulfill annual

registration requirements and follow established procedures administered through Student Unions & Activities.

4. Student groups shall be assigned to one of the following classifications upon registration; 1. Registered Student Organization (RSO) 2. University Campus Life Program (CLP) - (See Classifications for these definitions)

5. All student groups must comply with the following minimum requirements: A. Membership: All student groups must be initiated and controlled by currently registered

University of Minnesota students. Student groups must consist of at least five (5) University of Minnesota – Twin Cities students, currently registered for a minimum of 6

credits. Summer registration status shall be based on Spring semester registration. Exceptions to the credit requirement are permitted for graduate and professional students who are actively pursuing a degree and provide verification from their

academic department. Non-students may be involved in student groups, but may not comprise more than one-third (1/3) of the group's voting membership, nor be a

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registered officer. If it comes to Student Unions & Activities‟ attention that an officer is

no longer registered for the minimum credit requirement, the officer will be removed from the group‟s list of officers. If the group has fewer than five officers as a result of

his/her removal, the group will have 30 days in which to replace the officer or the group‟s status will be changed to expired and all benefits, including existing room

reservations, will be lost.

B. Registration: Student groups must register annually and maintain current registration information on file Student Unions & Activities, including current names and contact information for at least five (5) group officers or members assuming personal

responsibility and accountability for the operations and actions of the group. Student Unions & Activities reserves the right to expire any group whose information has not

been updated within 30 days of an officer change. Groups not registered for a period of three (3) years may be disestablished by Student Unions & Activities.

C. Officers: Due to the level of responsibility and accountability required of student group

officers and advisors, a student or non-University of Minnesota faculty or staff advisor may not serve as an officer/advisor for more than three student groups concurrently. Should it come to the attention of Student Unions & Activities that a student or advisor

has exceeded this registration requirement, the student group will be denied registration or expired until the requirement is met. University of Minnesota faculty/staff who advise

multiple student groups as a part of their job responsibilities are exempt from this requirement.

D. Constitutions: Student groups must maintain a current constitution on file with Student Unions & Activities. Constitutions should specify the name and mission of the group,

standards for membership and voting, election and duties of officers, standards for meetings, financial standards, constitutional amendment procedure, and five (5) officer

signatures. Full requirements are outlined on the Constitution Instructions in this document.

E. Compliance: Student Groups must comply with all University policies and procedures, as

well as local, state, and federal laws and regulations. This includes, but is not limited to, the Board of Regents Policy on Diversity, Equal Opportunity and Affirmative Action as they relate to group membership and access to programs. Religious student

organizations may require their voting members and officers to adhere to the organization's statement of faith and its rules of conduct.

Violation of these or other requirements shall constitute grounds for revocation of registration

status and/or other sanctions, following established University procedures of due process to be administered by Student Unions & Activities. Nothing in this policy should be construed to abridge the constitutional rights of students to freedom of speech, association, and free exercise

of religion.

For more information regarding the registration process, please visit our website at

http://www.sua.umn.edu/groups/

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Classifications

1. Registered Student Organization (RSO) Definition: A voluntary association comprised primarily of students that has no direct relationship to the University; but upon completion of the established registration process is

entitled to certain privileges including operating, meeting, advertising, and participating in activities on the University of Minnesota - Twin Cities campus, as well as eligibility to receive

services from Student Unions & Activities. 2. University Campus Life Program (CLP)

Definition: A University of Minnesota program similar to a student organization in purpose

and composition whose activities, operations, and decision making processes are directly governed by University academic or administrative departments, and for which the

University is ultimately responsible.

Registering a student group as a CLP means that this group must be affiliated with a University of Minnesota academic or administrative department and have a designated University faculty or

staff advisor. The CLP and its advisor must be approved annually by the head of the host department and comply with all policies and procedures applicable to student groups, except as otherwise provided therein. All CLP operations and activities shall be subject to the oversight of

the host department. Registration as a student group grants the CLP certain privileges and services not available to Registered Student Organizations. (See the SUA website for an outline

of the differences in benefits between CLPs vs. RSOs)

Note: It is possible to change a group's classification once registered with Student Unions & Activities, and should be done in consultation with a Student Activities Advisor. A signed

statement from the group's sponsoring department is required to change a group's classification from a Registered Student Organization to University Campus Life Program or to change from a

University Campus Life Program to a Registered Student Organization.

Registered Student Organizations’ Relationship to the University

Registered Student Organizations are independent and autonomous from the University and are responsible for managing their own affairs. Registered Student Organizations are not units or agents of the University, and shall not represent themselves as such.

Events and activities conducted by Registered Student Organizations shall not be considered University-sponsored under this policy unless the Director of Student Unions & Activities or

his/her designee confirms University sponsorship in writing.

Registered Student Organizations shall adhere to guidelines and practices appropriate to the relationship established in this policy, including, but not limited to:

1. Use of the University of Minnesota Name, Marks and Logos Registered Student Organizations shall not use the name University of Minnesota, any abbreviations thereof, or the University wordmark in conjunction with the name of the

organization, including use for promotional materials or clothing. Student groups may use the word University to indicate the geographical designation at the University of Minnesota. (See Naming Your Student Group further in this section) Registered Student Organizations

may use the block M and Goldy Gopher images in accordance with University graphic

10

standards and policies. These images may not be used in a way that expresses or implies

University endorsement or approval of the student group or its programs and activities. Contact University Relations with questions about using these logos.

2. University of Minnesota Letterhead and Stationery Registered Student Organizations shall not represent themselves as conducting or

authorized to conduct official University business and shall not use University letterhead or stationery. Exceptions may be granted in writing by Student Unions & Activities for student groups involved in University governance for correspondence regarding governance issues

only. Under no circumstances shall student groups use University letterhead or stationery for correspondence with student group employees.

3. Employment Employees of Registered Student Organizations are not employees of the University and are not eligible for benefits of any type, including compensation, from the University.

4. Liability Insurance Registered Student Organizations, and members, officers, or employees of student groups

are, in many cases, not covered by the University‟s liability insurance. See "Policy on Insurance Requirements for Student Groups” in this handbook.

5. Advisors

Campus Life Programs are required to have a designated University faculty or staff advisor. Registered Student Organizations, while independent of the University, are encouraged to

seek a University faculty or staff advisor. Faculty and staff advisors are eligible for defense and indemnification for claims brought against them in connection with their advising activities according to the provisions of the Regents Policy: Legal Defense and

Indemnification of Employees. Faculty and staff are encouraged to provide advising services to student organizations, and should consult the Advisor's information section of this

document for further information about appropriate and helpful advising for student organizations.

6. Tax Status

Registered Student Organizations do not have access to the University's tax-exempt status and may not use the University tax identification number. Student groups seeking tax-

exempt status must file on their own behalf with the state of Minnesota. Although the University of Minnesota asks all Registered Student Organizations to operate as nonprofit entities, these groups do not have Nonprofit status with the state of Minnesota. Student

Groups seeking this Nonprofit status must also file on their own behalf with the state. Registered Student Organizations are further encouraged to apply for a Tax ID # to be used

for any financial accounts on the group's behalf. To obtain a Tax ID# (or EIN) please do so online at IRS.gov using the SS-4 Form.

http://www.irs.gov/businesses/small/article/0,,id=102767,00.html

Campus Life Programs’ Relationship to the University

Non-application to University Campus Life Programs

These policies (1-6, immediately above) do not apply to the Campus Life Programs (CLPs), which are University entities and subject to all responsibilities and entitled to all privileges thereof, including use of the University names and symbols, University liability insurance

coverage, and the use of the University‟s tax status and tax identification number. Employees of CLPs are employees under the host academic or administrative department.

Campus Life Programs are required to have a designated University faculty or staff advisor.

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Naming your Student Group

How your Group's name is registered: Once you have registered your student group with Student Unions & Activities, your group will be assigned an Identification Number. This number is permanently assigned to your

group and will remain with your group despite your registration status (i.e. expired, probation, normal, new). This number will not change when your group changes names.

Changing your Group's name once registered: Once your group is registered with Student Unions & Activities, the name of your organization will be published on the SUA website. In order to change your group's name,

groups will make a formal request to change their group's name. Groups can find the form to be completed to make this request on the SUA website at

www.sua.umn.edu/groups/forms/. Use of Copyrighted or For-Profit Organization Names Policy:

Student groups may not use any copyrighted names within their group's name without written permission from the copyright owner. Student groups also may not use any for-profit organization's name within their group‟s name. Student Unions & Activities reserves

the right to refuse registration to any group representing or using a copyrighted or for-profit organization. Housing organizations, such as apartment complexes, whose primary tenants

are University of Minnesota students, may register one student group containing the name of that housing organization.

Use of "University of Minnesota":

Because Registered Student Organizations are independent of the University of Minnesota, their names may not imply that they are part of the University of Minnesota. Registered

Student Organizations shall not use the name "University of Minnesota," any abbreviation thereof or the University wordmark, or the word “Gopher” in conjunction with the name of the organization. Student groups may use the word "University" or the geographical

designation "at the University of Minnesota.” The following are examples of acceptable names for student groups: "The Gardening Club at the University of Minnesota," "The

Campus Gardening Club," "The Minnesota Gardening Club," "The Student Gardening Club," and "The University Gardening Club". "The University of Minnesota Gardening Club, however, is not acceptable, as it implies that the club is part of the University.

Responsibility and Accountability

Each student group shall be responsible and accountable for the individual and collective conduct of its members in the course of the group's operations and activities.

1. Responsibility of Officers The five (5) or more group officers or members identified on the group‟s current registration materials shall be personally responsible and accountable for the operations and actions of

the group. This personal assumption of responsibility and accountability shall be stated explicitly on registration materials. In the event of an officer change, a group shall have 30 days in which to submit updated materials. An officer or advisor shall not serve in more

than three student groups concurrently unless they are a University of Minnesota faculty/staff member whose job responsibilities require an exception to this registration

requirement. 2. Internal Policies and Procedures

Student groups shall have the privilege and responsibility to develop and implement

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appropriate internal policies and procedures governing operations, activities, and the

conduct of members. These groups shall also be responsible for informing members of such policies and procedures, including the potential consequences if violated.

The responsibility for development, implementation, administration, and enforcement of such policies and procedures shall be exercised on behalf of each student group by the

group's officers, in accordance with the group's constitution. 3. Student Service Fee Funding

Student groups that receive funding from the Student Services Fees shall have additional

responsibility and accountability to the University community through the Student Services Fees Committee for all aspects of operations and activities relating to and involving Student

Services Fees funds. This accountability is a required condition of the voluntary act of requesting and receiving Student Services Fees funds, and in no way alters the status of the student group in

relationship to the University. Please also see Partisan Activity Statement in this handbook for greater details regarding Student Services Fees Funding.

4. University Interests University Campus Life Programs shall have an additional obligation to consider and act in accordance with best interests of the University in all aspects of operations and activities.

The host academic or administrative department, through the designated staff or faculty advisor, shall assure compatibility between the groups operations and actions and University

interests.

Dissolution of Student Group: Recommended Procedures

The following steps are recommended to completely dissolve a Student Group officially

registered at the University of Minnesota. Although these procedures are not required, they are provided with the intent to assist any students interested in ceasing their group‟s activities and official designation.

Recommended Steps to Group Dissolution

1. Notify all group‟s membership, collaborator, advisors or sponsoring department of dissolution plans. (If group is a University Campus Life Program, student officers will need the written consent of the department before dissolving the group.)

2. Obtain a current copy of group‟s constitution in order to follow any predetermined instructions for dissolving the group.

3. Hold some type of group meeting where minutes can be recorded of the group‟s decision to cease activities.

4. Send correspondence, signed by all current officers, to Student Unions & Activities of your

plan to dissolve your student group. 5. Pay any and all debt obligations held in the group‟s name.

6. Close any and all utilities, subscriptions, or other recurring expenses held in the group‟s name.

7. Close any and all financial accounts held in the student group‟s name.

8. Close any and all email, internet, and phone accounts held in the group‟s name. 9. Terminate any leases on rented property or equipment.

10.Determine a plan for reconciling any assets owned by the group. (i.e. office furniture, supplies, equipment) This could be a plan to liquidate any assets, with these finances to be allocated according to the group‟s constitution.

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Differences between Campus Life Programs and Registered Student Organizations

University Campus Life

Programs Registered Student Organizations

Tax and Legal Compliance

Reporting handled through University department.

Organization is taxable unless it has formally applied to the IRS for tax-exempt

status.

All University exemptions and tax

benefits available to the campus life student group (such as nonprofit and tax exempt status).

Must register with state and file annual

returns independently from the University if group has more than $25,000 income.

If currently incorporated, need to dissolve entity and re-file final

returns

Must handle compliance matters independently from University.

Liability

Insurance

Covered by University If desired, need to purchase general

liability insurance and possibly other forms of insurance, such as workers

compensation insurance

Requires formal use agreement with

University Real Estate for most use of University space. The formal use agreement not required for Student Union

spaces.

Employees Employees are University

Employees.

Purchase or contract payroll services from

an external vendor; entity responsible for timely and accurate payroll reporting to

IRS.

Utilize University payroll system and

reporting infrastructure, no independent withholding and reporting responsibilities.

No student FICA exemption; independent

benefits programs; may purchase University Services.

Student FICA exemption eligibility, employment benefit programs

available.

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(Differences

Continued) University Campus Life Programs Registered Student Organizations

Payment to

Vendors

Can use University disbursement

function to create payments to vendors; small vendors paid within 3 days.

Organization would pay vendor from

independent bank account; retain own check register.

University purchasing card may be available to facilitate purchasing

process.

Organization subject to sales tax on purchases.

Exemption from sales tax on

University purchases.

General

Financial Management

Student group must have all

financial transactions recorded in University‟s financial system; no

external checking account allowed

Separate general ledger for

organization required.

No independent financial statement

compilation and/or independent audit requirements.

Independent financial statement and,

possibly independent audit requirements.

Department assumes liability for all student group activities and finances (debts)

Not allowed to utilize University‟s financial system

Other Must be affiliated with a University department and have a faculty or

staff advisor that has an on-going relationship with the group.

No advisor required, but encouraged.

Allowed to represent themselves as conducting official University

business.

Not allowed to represent themselves as conducting official University business

or as a unit or agents of the University.

Not allowed to use University letterhead, stationary, or the University

wordmark (in print, clothing, email, websites, or as part of their name)

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Student Group Status Levels

There are several levels to student group status and each level has different access to benefits

and listing on the SUA website.

New Currently

Registered

Probation Suspension Expired

Definition Groups who

are applying for

registration with the

University for

the first time and have not

yet completed

the

registration process.

Groups who

have completed

the registration process with

Student Unions &

Activities (SUA).

Groups can

be placed on probation for

a number of reasons, including,

but not limited to as

a result of non-

compliance,

or when an officer is no

longer registered for class.

A group can

be suspended

for a variety of reasons, including,

but not limited to

non-compliance

with policies,

guidelines, or terms of

probation.

When a

group dissolves or

does not re-register

during the

required registration

timeline.

Benefits These groups have not yet

acquired student

group benefits

These groups have

full access to student

group benefits

These groups have limited

access to benefits, as

determined by SUA and terms of the

probationary status.

These groups do

not have access to

any student group

benefits

These groups do

not have access to

any student group

benefits

Website Listing

These groups are not listed

on the SUA website.

These groups are

listed on the SUA

website.

These groups are listed on

the SUA website, but

it will

indicate that their current

status is probationary.

These groups are

not listed on the SUA website.

These groups are

not listed on the SUA website.

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Student Group Constitutions The Constitution is a statement of your group's policies and rules. It is documentation of the means by which you will run your group. It is also an acknowledgement of the University of

Minnesota's policies and regulations. By submitting a constitution, you provide documentation of your compliance with University policy and you have documentation as to the rules that will govern your group.

Student Unions & Activities uses your constitution as an advising tool. If you come to our office with a question about how certain situations can be handled by your group, your constitution

provides for us a way of working with you to find a solution.

Remember that constitutions may seem like a burden to create, but they are vital documents. They ensure the smooth operation of your group and provide us with an official statement of

purpose and a set of rules that will help you run your group to its fullest potential. Also, remember that constitutions can be changed. When creating or changing your group's

constitution, you will need to be aware of Student Unions & Activities minimum requirements. We offer sample constitutions for your assistance at www.sua.umn.edu/groups/forms/.

Constitution, By-Laws Instructions

By registering with Student Unions & Activities, your group is agreeing to abide by

University of Minnesota policies, including policies governing activities, events and other operations on the Twin Cities Campus. In order for your group to register with

Student Unions & Activities, there are a few topics you are required to address in your Constitution.

The following outline is meant to guide you in creating or updating your constitution, and by-

laws, by informing you about the topics that need to be addressed as well as providing recommended topics that will help you successfully operate your group.

A group's constitution contains the fundamental principles and structure of the group, and the by-laws outline the specific rules of procedure by which a group's membership govern their group. The process of writing a constitution and by-laws should clarify the purpose and structure

of the group, and provide a cornerstone for building an efficient organization. Also, members and potential members can read the constitution to gain a better understanding of your group and

how it functions.

Student Unions & Activities will approve constitutions that contain, at minimum, the following 7 items.

1. Official name of the group: This needs to be stated in your constitution as you will want it to appear on all directories, lists and promotional material used on campus. (See Naming your Organization in this document for more information)

2. Nonprofit Group: You will need to state that your group will operate as a nonprofit. This does not mean that your group cannot conduct activities that bring in revenue that exceed your expenses. It does mean that no individuals will profit as a result of any revenue the

group generates. However, this does not restrict the payment of wages, salaries or

17

incentives by the club for services rendered. Registered Student Organizations are not

automatically recognized by the State of Minnesota as Nonprofit entities. (For information on obtaining this status, see the Tax Information section of this document,).

3. University of Minnesota Policy: Student groups must comply with all University policies and procedures, as well as local, state, and federal laws and regulations. This includes, but

is not limited to, the Board of Regents Policy on Diversity, Equal Opportunity and Affirmative Action as they relate to group membership and access to programs. Religious student groups may require their voting membership and officers to adhere to the group's statement

of faith and its rules of conduct. Your constitution needs to include a statement about your group's responsibility to operate in accordance with these policies.

4. Membership: Your constitution must define whom your membership is open to. Your rules regarding membership must be consistent with the provisions of this policy handbook. Your constitution should also define the qualifications and categories of membership in your

group. Specifically, it will need to state who the voting membership is open to in your group. The voting membership can be open to anyone, including; students, staff, faculty, or non-

students. However, currently registered students at the University of Minnesota must comprise no less than 2/3 of voting membership.

5. Officers: All officers must be currently enrolled students at the University of Minnesota and

registered for at least six credits. Exceptions to this requirement are permitted for graduate students upon receipt of a letter from the Director of Graduate Studies of the student's

department certifying that the student is actively pursuing a degree. Your constitution should also define any officer's roles and responsibilities as well as qualifications and election procedures, as covered later in this document.

6. Dissolution of Organization: Your constitution must state any procedures to be followed if the group is to be dissolved. You should have specific stated instructions for the

disbursement of the group‟s funds. An individual cannot be the recipient of any remaining funds Because Campus Life Programs are part of the University, your constitution must state that any funds remaining at the time of dissolution shall be returned to the University

department that sponsored your organization. 7. Ratification: The constitution must include the date it was ratified (adopted by the

organization). With this, must be the printed names and signatures of 5 officers of the organization at the time it was ratified or amended.

*In addition to the above items, the following topics are recommended to be covered

in your organization constitution and by-laws. For more assistance with your constitution, you may also want to work with a Student Activities Advisor.

Recommended Topics

Statement of Purpose Your organization will need to provide a purpose statement that will inform non-members about

the operations of your group. This can also serve as a mission statement that can guide the work your members do regularly.

Affiliation

Groups that are directly affiliated with national, regional or other organizations outside the University should outline that relationship in your constitution. This would also be an appropriate

time to mention how your chapter, or specific local group, adheres to, or differs from, your parent organization's constitution and by-laws.

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Group Leadership

The group will want to state in the constitution or by-laws; how to become an officer, the various titles to be held, the selection process for these positions and the duties of these leaders. Each

group must have at least five officers registered with Student Unions & Activities who perform the major operations of your group, from reserving space on campus to communicating with

University staff. These do not need to be the only leadership positions within your group. For this reason you may want to elaborate on each position's roles and responsibilities.

Membership

You will want your constitution to explain the procedures for becoming a member (which may vary by membership category), amount of dues, and termination of membership.

Voting procedures Your constitution should state how various decisions are made in the group and what type of vote is required to enact decisions. The voting procedures can vary depending on different

situations, as long as they are outlined in your constitution. Example language - Decisions of the club shall be enacted by a majority vote, consisting of 50%

of the voting membership plus one. A vote of member impeachment will be enacted by a 2/3 majority vote of the voting membership.

Committees

Similar to officers, you should explain the committees of the group and their roles in the group. Setting standing committees will make it clear that there are certain committees that always

exist within the group. You may also want to include a statement about the process for setting up committees. This leaves the group the option to form special committees if something comes up that requires the work of a committee.

Meetings of the Group The group should state when regular meetings are held and how to call special meetings. It

should also be stated what is required for a meeting to be considered an official meeting of the group. You will want to define what will constitute quorum for the group. Defining a quorum means to

decide what critical mass of members need to be present in order to vote on, or enact a decision.

Example language - A quorum shall be present in order to conduct official business of the group. A quorum shall consist of 50% of the voting membership plus one.

Method of Amending the Constitution and By-laws

The constitution should state how the group's constitution and by-laws are to be proposed, voted for, enacted and amended. Student groups that are local chapters of national

organizations may adopt by-laws specific to their chapter that differ from the parent organization. Your group should state who can make an amendment to its constitution and the process by which a member makes this amendment. This section can include how amendments

are voted on and passed. Example Language By-laws may be amended by proposing in writing and reading the change at

a general meeting of the membership and then bring the proposed change up for a vote at the next general meeting where quorum is present. By-laws may be amended by simple majority

vote.

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E-mail & Web Hosting Academic and Distributed Computing Services (ADCS) provides e-mail and internet accounts free of charge to all student groups registered with Student Unions & Activities.

Type of accounts provided Student groups will receive premium interactive accounts which include the following:

Access via client/server programs such as POPmail, Web brower, etc.

Access via telnet to the menu shell or UNIX shell of your choice 100 MB of disk space for files, mail folders, group Web pages, & CGI programs, etc.

Account restrictions Student group accounts are not allowed direct access to the University of Minnesota modem pool or to the restricted database services provided by the University Library system. Individual

students or staff must use their personal usernames and passwords to gain access to these services. Student group usernames and passwords should not be used for chatting on the IRC. Any account that is found connected to the IRC will be closed immediately.

Annual account renewal Student groups must maintain current registration with Student Unions & Activities. If a group does not register with Student Unions & Activities by the registration deadline each year, e-mail

and internet accounts will be closed. SUA sends out several warnings before all benefits are terminated.

Procedures for establishing new e-mail accounts for student groups Requests will be accepted for student group accounts only from the president or a co-chair for the group.

The officer will be verified by the SUA Student Group Listing.

If an account already exists for the group, the password will be changed and the contact person notified.

The E-mail Accounts Office will notify the contact person when the account is set up, and provide information related to the account.

Account applications Applications for new e-mail and internet accounts will only be accepted from the e-mail account

of the president or primary contact person for the group. Requests must include:

Full name of student group

Group ID number (found on the Student Group Listing) Username desired (3-8 letters, must look something like the groups name) Name and e-mail address of contact person or advisor

Statement that you have read and agree to the University of Minnesota Web Publishing Policy

Requests for e-mail and web page accounts are sent to the E-mail Accounts Office at

accounts@tc.umn.edu. For more information visit http://www1.umn.edu/adcs/info/accounts.html, or call Academic & Distributed Computing Services at (612)626-8366.

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SUA Mailbox Policy

As a benefit offered to student groups, you may obtain a mailbox in the Coffman Memorial Union Student Activities Office. To request a mailbox, just complete the Mailbox Rental Form that you can get at the reception desk in 126 Coffman. This form will require the group name and some

basic contact information. Submit this form to the front desk staff and they will set it up for you! Once you have a mailbox in the SAO, you must direct all mail to the following address:

{Your Group Name}

126 Coffman Memorial Union

300 Washington Ave, SE

Minneapolis, MN 55455

This address should be listed as your contact address on the SUA Student Groups website. Every year, when you re-register your group online, you are asked for a current mailing address. If you had a mailbox the previous year and you choose to leave the address the same, then you

may continue use of your Coffman mailbox. If you opt to change your group‟s address at the time of registration, then you will automatically close out your mailbox in Coffman and all mail that is currently in your mailbox will be forwarded to the new address that you have provided.

If your student group expires and we do not have a forwarding address, we reserve the right to

close your SAO mailbox and we will return all mail that remains in your mailbox to the sender.

Please remember to check your mailbox at least one time each week! The student group mailboxes are located at the back of the Student Activities Office and you may go directly back

to the mailbox area at any time. Checking mail regularly will ensure that you do not miss any important information! SUA staff reserves the right to terminate a mailbox and return mail to

sender should your group not check its mailbox on a regular basis.

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Finances In accordance with the University of Minnesota‟s co-curricular educational philosophy, the University of Minnesota has an educational interest in promoting the sound financial operations

of student groups. For Registered Student Organizations, this interest does not provide supervision over or responsibility for these groups. Student Unions & Activities, however, shall provide financial training, consultation, and other services supporting the operations of these

groups. For Registered Student Organizations, compliance with certain basic financial policies and procedures designed to promote responsible financial management is a requirement for

registration with the University.

Basic Financial Policies

1. Compliance: The financial operations of student groups must be conducted in accordance

with all applicable local, state, and federal laws and regulations, and the student group‟s respective constitutions.

2. Responsibility: Registered officers of the student group shall have personal responsibility

and accountability for the finances and operations of the group, in accordance with the Policy on Registration and Classification of Student Groups, and as specified in the student

group's constitution. 3. Banking: Registered Student Organizations shall independently secure and maintain

banking services through the service provider of their choice. All accounts should be opened

and maintained under a Tax ID # (or EIN) specific to the group. University Campus Life Programs may not have a checkbook, as they are required to use the University‟s financial

management system. 4. Taxes: Student groups shall be responsible for all applicable taxes; including, but not

limited to, collection and payment of sales taxes and filing and payment of income taxes.

5. Dissolution: Upon dissolution of a student group, the group's officers shall be responsible for the distribution of remaining funds, in accordance with the group's constitution.

6. Student Fee Receiving Groups: Student groups receiving Student Services Fee funds shall comply with auditing requirements and other financial and operational standards established by Student Services Fees Committee, in consultation with the Vice-Provost for

Student Affairs. See the Student Services Fees operating procedures for specific requirements at www.sua.umn.edu/groups/funding/fees.

Use of Funds

All use of student group funds shall be in accordance with the group's constitution. Student groups providing individual gains, incidentally or otherwise, to their respective officers or

members shall be subject to revocation of their registration status and/or other sanctions. Under this policy, there shall be no distribution of net profits or residual assets in the form of dividends or gifts to officers, members, or outside individuals or organizations. An exception is given to

organizations that qualify as charitable, educational, social, or benevolent organizations, which may include other student groups and the University. Student groups may pay salaries, wages,

or other lawful incentives for services rendered.

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Auditing

Independent auditing is an important element of the ongoing financial solvency and accountability of student groups

1. Student groups should work to establish a regular audit cycle. Student Unions & Activities may require audit information from a qualified independent auditor.

2. As a condition of the voluntary act of requesting and receiving Student Services Fee funds,

Student Fees receiving groups, regardless of classification, may be audited according to the Student Services fees requirements.

Disbursement of Fees and Grants

1. Student Services Fee funds shall be issued to Student Fees Receiving Groups each academic term in a manner determined by the Vice-Provost for Student Affairs.

2. University grants may be issued to student groups Student Unions & Activities or many

other departments. See Grants for more details at www.sua.umn.edu/groups/funding/grants/.

3. All funds disbursed to student groups through the University of Minnesota shall require an

officer of the group to present valid state or University photo identification and sign in receipt of the funds.

4. Check pick-up process and timeline: A. After a check is cut (for any grant or Student Services Fees), SUA will notify the student

group either via email or phone that their check is ready for pick up.

B. If in two weeks from the initial notification the group has still not picked up their check, SUA will remind the group of the payment via phone or email message.

C. After one month from the initial notification, SUA will notify the group‟s advisor, should they have one. If the group does not have an advisor, a message will be sent to the student group officers. This is the final notification and the group will be advised that in

two weeks the check will be returned and will no longer be available for pick up. D. After six weeks from the initial notification, SUA will return the check and it will be

voided immediately. New checks will not be cut for groups who did not pick up their check within this timeline.

University Campus Life Programs (CLPs)

1. University Campus Life Programs (CLPs) must comply with all University financial policies and procedures.

2. All CLP funds shall be reflected on the University ledger system and all major equipment shall be registered on University inventory.

3. CLPs shall not maintain financial accounts (including checkbooks) outside of the University and/or University of Minnesota Foundation.

4. CLP funds and financial operations shall be subject to the oversight of the host academic or administrative department.

5. Recommended Procedures 1. Student group funds should remain separate from other departmental funds. 2. All documents relating to the CLP should be signed by both a registered officer of the

student group and the departmental financial officer.

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Recommended Additional Procedures

The following are suggested guidelines for the responsible financial operations of your student group. It is up to you as officers to ensure that your group has the proper controls in place to

minimize the risks of financial mismanagement.

All checks written should be verified by maintaining documentation such as invoices, bills, or other legal evidence.

All expenditures not usual to the pursuit of the group's normal operations should have prior approval from the group. These expenditures include, but are not limited to, loans, transfers or funds to other organizations, grants, special banquets, and social programs.

Any check payable to the signer of the check should bear the signature of another registered officer.

Use budgets. Each group should have a written plan of how they will use the monies for each quarter. Budgets should be developed and approved by members before any

expenditures are made. Keep track of each and every check (written, VOIDed, and blank). Carbon checks are

recommended. Keep all returned and VOIDed checks. It is also a good idea to have two

signers required on a check. Create and use a reimbursement form each time a reimbursement check is issued.

Expenditures must have approval from the proper source (executive board, general membership, advisor, etc.) prior to the actual purchase. No receipts, no reimbursement.

Separate the function of paying bills from reconciling the group‟s financial books.

NEVER issue a blank check. Blank checks should be stored under lock and key.

The treasurer should keep a record of all monies. Make sure to back up any electronic files incase of emergency.

Balance the checkbook monthly.

Prepare a financial report to share with the group frequently. Deposit all checks and cash received within 48 hours of receipt. Incoming checks should be

immediately stamped "For Deposit Only.” Keep copies of all records a minimum of three years. Keep all receipts to account for operating funds.

Be aware of possible taxable income and make sure it is recorded correctly so that it can be reported and/or paid.

Update authorized signers immediately with any changes in officers. When there is a completely new group of officers, an outgoing officer should be present at the bank to verify the new signers.

Setting an approval process for all purchases will control inappropriate spending/purchases. This could involve a threshold amount (example, any purchase over $10.00 needs to be

approved). Pay invoices on time to avoid late fees as well as possible future problems with doing

business with a particular vendor.

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Payroll

Verify that the amount and time period agree with the terms of appointments to avoid overpayment of employees.

Maintain documentation on each employee and terms of employment to avoid unauthorized

payments to employees. Verify rate of pay and hours worked before writing check.

Set up regular paydays for employees. Make arrangements for payments during school break periods. Make sure that taxes are paid to IRS by due date to avoid late fees and penalties.

Keep up with tax pieces to ensure correct withholding.

Organization Financial Files

It is highly recommended that your group maintain complete and accurate financial records on

an on-going basis. Some records need to be kept for different lengths of time.

Permanent files should include your constitution, bylaws, incorporation papers (if any), IRS

Determination Letter (for tax-exempt groups), taxpayer identification number (one for US, another for Minnesota), and Minnesota Employment Services Taxpayer's number. If you sell anything, you should have a Minnesota Sales Tax Permit on file. You may find additional items to

go in here from the "Record Retention" list below (the "Indefinitely" category). You may want to keep the originals, or at least a copy in the student group file maintained by Student Unions &

Activities. This will insure that the records will always be accessible for future members.

Guidelines for Record Retention

3 years: Bank statements and deposit slips; Payroll time cards. 6 years: Expense reports; subsidiary ledgers; trial balances. 8 years: Checks (payroll and general); Payroll (individual time reports and earning

records); vouchers (for payment to vendors, employees, etc.)

Indefinitely: Audit reports; general ledgers and journals; by-laws; charter and minute books; checks (taxes, property and fulfillment of important contracts); contracts and

agreements; legal and tax correspondence (including tax returns); vacation and sick leave records, etc.

We suggest noting the destruction date on individual non-permanent files in order to facilitate

the record-keeping process for future officers.

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Partisan Political Activity and Finances

Partisan political organizations and student fees funding. Partisan political organizations are not eligible for the general student services fees. “Partisan political organizations” are organizations affiliated with a registered political party or candidates for election which are

formed for the purpose of supporting a political party or candidate for election. Such groups may seek funding for their nonpartisan political activities (e.g., candidate forums available to all

qualified candidates, nonpartisan educational programs, etc.) through other University grant and student funding programs.

Limits on use of University funds for all student organizations. No registered student

organization may use University funds on behalf of a candidate for public office in a political campaign.

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Sales and/or Fundraising Student groups officially registered with the University of Minnesota may conduct sales and/or fundraising activities, up to three times per semester, using University facilities in accordance

with the following guidelines.

Campus Fundraising

1. All sales and/or fundraising activities must be conducted in accordance with all University

policies and procedures as well as local, state, and federal laws and regulations. 2. Activities conducted by student groups using University facilities must not interfere with

orderly University operation.

3. Sales and/or fundraising activities conducted by student groups officially registered with the University that involve the sale of goods, must apply for a Sales and Fundraising Permit with

Student Unions & Activities. (obtain online at www.sua.umn.edu/groups/forms/sales_fundraising.pdf)

4. Off-campus agencies and groups, profit or nonprofit, shall not be permitted to solicit funds

on campus unless they have a contract with the University of Minnesota or are sponsored by a student group as a fundraising activity in following procedures outlined by SUA.

5. Vendors sponsored by student groups are restricted to designated areas in Coffman Memorial Union and the St. Paul Student Center and must abide by policies and procedures defined by those facilities and/or their responsible administrator(s).

6. Sales and/or fundraising activities shall not be conducted in classrooms, campus offices, residential facilities, and/or other University buildings, except with the express consent of

the instructor or appropriate administrator. 7. Sales and/or fundraising activities involving food must comply with the Policy for Serving

Food or Refreshments on University Property in Association with Meetings, Social

Gatherings, and Special Events; including filing all necessary permits with the Department of Environment Health and Safety:

http://www.sua.umn.edu/groups/forms/food_permits.pdf. Baked Food Sales can occur once/semester/group.

8. The name of the sponsoring student or student group must appear prominently in all

advertising and other communications connected with the sales and/or fundraising effort. 9. Sales and/or fundraisers using raffles or other gambling activities need to be done in

accordance with the Gambling Policy.

Off-Campus Fundraising

1. University Campus Life Programs (CLPs) wishing to solicit donations or contributions from off-campus sources must obtain the approval of the Office of the Director of the University

of Minnesota Foundation if all of the following conditions are true: 1. The money solicited would be given to the student group for its use.

2. The money would be channeled to the student group through the University. 3. The amount of money sought is $1,000 or more.

2. All contributions received by CLPs from off-campus sources, with or without approval from

the University of Minnesota Foundation, must be channeled through the University of Minnesota Foundation and as such, may be tax deductible for the giver (Registered Student

Organizations do not have this ability).

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Bake Sale Requirements

For the protection of the group and for those purchasing foods, the following precautions must be taken:

1. No food which requires refrigeration can be sold. This includes: cream-filled pastries, éclairs, cream pies, etc.

2. Only bars, cookies, cakes, and doughnuts are acceptable bake sale items.

3. No bake sale items shall be sold that have frosting or other toppings applied after the baking process.

4. All bake sale items shall be individually wrapped at the original point of preparation.

5. Preparation may be completed in a home-type kitchen, with the reminder that only the

bake sale items shall be prepared at this time. Food for individual consumption should not be prepared at the same time as bake sale items are prepared.

6. Bake sale items shall be transported in a covered, dust-proof container.

7. Individuals conducting the baking and/or wrapping or sale of food shall thoroughly wash their hands before handling the product.

8. A sign or placard stating “Homemade/Not Inspected” must be posted.

For additional information an approvals, contact DEHS at dehs@umn.edu or at (612) 626-6002.

Taxes

Registered Student Organizations shall be responsible for collecting taxes from purchasers and for payment of these and other taxes to appropriate government agencies. Individuals and student groups desiring to determine whether the collection and payment of the sales tax and/or

income tax is necessary shall be responsible for consulting with appropriate government agencies.

Gambling, Raffles, Drawings

All forms of gambling are illegal in any location within the State of Minnesota without an approved gambling permit. Student groups are not eligible for a gambling permit with the State unless they have applied for and received 501(c) 3 status. Student Unions & Activities will not

review any sales or fundraising permits with a gambling component that do not have a State of Minnesota gambling permit attached.

Registered Student Organizations that have been legally organized or have 501(c)3 tax status, should contact the Minnesota Gambling Control Board for more information on eligibility and how to obtain a charitable gambling permit at http://www.gcb.state.mn.us/ or 651-

639-4000.

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Campus Life Programs and departments/colleges/units of the University are eligible to

conduct a raffle or other approved activity under the University‟s charitable gambling permit number. Please contact Beverly Moe Carpenter in the Office of the General Counsel for a copy of

the University‟s guidelines on charitable gambling and for more information on obtaining a charitable gambling permit through the University at beverlycarpenter@mail.ogc.umn.edu or

612-624-4100.

Below are acceptable activities that may be conducted without a charitable gambling permit:

1. You may collect charitable donations at an event. 2. You may have a drawing for prizes at your event provided that you DO NOT sell tickets to

enter a drawing for prizes. All prize drawings must be free for all who attend your event. There may be no real or implied cost for participation in your drawing. In events where

there is a prize drawing, you may also collect donations or charge admission, however, participation in the drawing cannot be contingent on payment of the donation or admission cost (the two items must remain separate at all times).

3. Poker tournaments are only allowed if there is no cost associated. No money may exchange hands at any time (no entry fee, no table fee, no fee per person, no personal money). You

may play with chips that have no monetary value and participants may win prizes (where the total value of prizes is no greater than $200 for all prizes awarded), but participants may not contribute financially to your event in any way.

4. Contests of skill, NOT chance (ex. basketball toss, essay contest).

Drawings and Raffles

The following information is taken from the State of Minnesota Gambling Control Board Frequently Asked Questions Page.

What is a raffle?

A raffle is defined as a game in which a participant buys a ticket for a chance at a prize with the winner determined by a random drawing to take place at a location and date printed on the

ticket.

Who is eligible to conduct a raffle?

Under Minnesota Statutes, section 349.12, organizations eligible to conduct a raffle are veteran,

fraternal, religious, and other nonprofit organizations.

What is a Lottery?

A lottery is a plan which provides for the distribution of money, property or other reward or

benefit to persons selected by chance from among participants some or all of whom have been given consideration for the chance of being selected.

How can I conduct a chance drawing without violating the law?

The Minnesota Supreme Court and state statute allow chance drawings which do not require

consideration if: (1) the participant is not required to purchase a ticket for drawing in order to win a prize; (2) the participant must be allowed to enter the drawing without any consideration

for a chance to win a prize.

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A drawing organizer may not imply that a participant must pay a donation for the chance to win

a prize (for example "Suggested Donation, $5") or may not coerce a participant to pay a donation for the chance to win a prize. If the organizer implies or coerces the participant in any

manner, there is a substantial risk of violating law.

Must I keep records?

The Alcohol and Gambling Enforcement Division strongly suggests that those conducting a

chance drawing maintain records of donations, number of participants, prizes awarded and the number of prizes awarded.

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Grants Student Activities provides a one-stop shop for several different grant opportunities for registered student groups. These grants offer supplemental financial support for activities,

programs, publications or special events planned by student groups. The grants program is designed to offer opportunities for students to broaden their organizational potential and educational development through the co-curricular experience at the University of Minnesota.

Student groups not only have the opportunity to receive money to sponsor their events but to also gain valuable experience in the areas of grant writing, event planning, budgeting and

contributing to student life on campus.

For detailed information regarding grant eligibility, guidelines and procedures, as well as the schedule of grant deadlines and online application, please visit the Student Activities grants

website at: http://www.sua.umn.edu/groups/funding/grants/

Suggestions for writing a successful grant application:

The grant application process is very competitive so it is imperative to begin planning early!

Read the application thoroughly. Make sure that your planned event fits with the purpose,

eligibility, and guidelines of the grant you are applying for.

Know the maximum award you are eligible for. Applying for more than the maximum tells the committee that you did not read the application thoroughly.

Answer all questions on the grant application with detailed, specific information as this will be a major component in evaluating the merit of your application.

Clearly demonstrate how your event will benefit the greater University community.

Include a detailed and realistic budget and marketing plan.

Demonstrate that you are seeking funding from a variety of sources.

Meet with a Student Activities advisor to go over your grant application before you submit it.

Make sure that you meet all deadlines throughout the grants process in order to maintain

eligibility for future grant opportunities.

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Preparation for completing a Student Activities grant application:

1. Student Group name and assigned group ID #

2. Names of partnering groups, if applicable

3. Contact information (mailing address, phone number, email address, etc.)

4. Amount you are requesting

5. Name, date, time and location of event

6. Number of anticipated participants

7. Status of room/location reservations

8. Information about food vendor(s) and status of food permit, if applicable

9. Itemized details regarding supplies for event

10.Publicity plan

11.Plan for utilizing the grant logos

12.Information about performers/speakers/presenters, including travel and lodging details, if

applicable

13.Detailed information about other funding sources

14.Event implementation plan

15.Details about admission fees, if applicable

16.Overall purpose of event

17.Description of how event will help to promote student development, diversity and/or a sense of community on campus

18.Description of how event fits the eligibility for the grant initiative(s)

19.Description of improvements to event, if it has been held previously

20.Description of how will information be shared with the campus community, if applying for grants to be applied toward conference attendance costs

21.Description of collaborative efforts for all partnering organizations

22.Careful estimation of ALL event expenses and income

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Insurance Application to University Campus Life Programs

Because University Campus Life Programs have status as University of Minnesota entities, the University‟s liability insurance coverage will cover all programs and activities conducted by CLPs.

Application to Registered Student Organizations On-Campus Activities

1. General liability insurance

The University of Minnesota purchases a policy of general liability insurance coverage that

provides coverage to the University‟s Registered Student Organizations (RSOs) for most of their on-campus activities. Except for the activities identified below as Exclusions, this policy provides coverage for RSO meetings and events on campus, whether held in the student unions, outdoor

spaces on campus, or any other University campus facility. This coverage is paid by the University and does not require additional payment by RSOs for coverage. Typical types of

registered student organization activities included in this coverage are:

Group meetings and events RSO sponsored concerts attended by University students (no public advertising) All RSO meetings and events within student union facilities (Coffman Memorial Union, St.

Paul Student Center, outdoor spaces adjacent to student unions and West Bank spaces reserved by Student Unions & Activities department)

Most on-campus outdoor space reservations Working concession sales at events in University facilities (e.g. Mariucci and Williams

arenas)

RSO dance practices RSO on-campus events and programs intended for and attended by University community

and students

2. Exclusions to general liability insurance coverage There are three activities which are not covered by the policy provided by the University. These

specific exclusions are:

o Horseback riding

o Athletic events o Activities or events to which the general public is invited

Registered Student Organizations will be required to provide proof of insurance in order to conduct events at University facilities which include activities excluded from the liability

insurance coverage provided by the University. In these cases, insurance requirements for RSOs must be consistent with the terms of the University of Minnesota's agreement with other third-

party users of University space.

To conduct excluded activities in University facilities, registered student organizations must provide proof of general liability insurance coverage (i.e., a certificate of insurance) covering

that organization‟s event, naming the Regents of the University of Minnesota as an additional

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insured, and evidencing coverage with a limit of not less than $1,000,000 combined single limit

for bodily and personal injury and property damage. If an RSO does not have its own coverage, the University‟s TULIP program is one option for obtaining this coverage.

Tenant User's Liability Insurance Policy (TULIP) is a program designed for third-party facility

users who need to purchase general liability insurance for an event. TULIP is a web-based insurance policy that protects both the facility user and the University. The policy applies to bodily and personal injury or property damage arising out of the use of University premises by

external users.

TULIP Insurance Coverage information is available at http://urmia.bene-marc.com TULIP coverage is an on-line process that requires a credit card for payment. If you decide to

use TULIP coverage, the office responsible for reserving your space will provide you more detailed information on the process.

Note: Events such as 5K runs are not eligible for coverage by the TULIP program. K&K Insurance (see link below) is one option for obtaining coverage for athletic activities not covered

by TULIP.

http://www.kandkinsurance.com/aon/asg/kk/homepage.nsf/($DocumentUniqueID)

/25BE2DF2B74C98D6852573C500504479/$file/1046-AmSpts-TE-DIS(eff_3-08)_2-08.pdf

If you have any questions or need further clarification on University of Minnesota insurance

policies, please contact the Office of Risk Management, 612-624-5884.

3. Coverage for off-campus activities Off-campus activities conducted by RSO‟s are not covered by any University general liability

insurance. However, it is recommended that RSOs have their own general liability insurance coverage for their off-campus activities. While the University cannot provide this coverage, other

insurance companies may be able to provide coverage for your organization. You may contact companies directly or if you have questions, please contact Pam Ubel, Risk Management, at 612-624-5884.

4. Compliance with Insurance Requirements

RSOs shall be responsible for independently securing necessary liability insurance coverage to conduct activities using University facilities that are excluded from the liability insurance program provided by the University. The TULIP program is also available as an

option for excluded activities. Additionally, RSOs are encouraged to pursue property, workers compensation, directors

and officers, off-campus events and activities, and/or fidelity and crime insurance

coverage; as appropriate. Student Unions & Activities shall provide educational support addressing risk management

and insurance issues and shall provide current information regarding insurance coverage options in conjunction with annual registration.

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Student Unions & Activities shall support efforts of independent student groups to

collectively manage risk exposure (e.g., developing risk management guidelines, forming an independent risk purchasing group) but shall not enter into contracts with or on behalf

of independent student groups.

5. Sponsorship of Activities

All parties involved in the joint sponsorship or co-sponsorship of an excluded activity using University facilities each shall be required to meet all insurance requirements.

Co-sponsorship of an excluded activity using University facilities with a University Campus Life Program or other University entity shall not exempt student groups from insurance

requirements for that activity. For purposes of determining insurance requirements, joint, co-sponsorship and

sponsorship shall be defined as logistical involvement by the student group in the planning

and coordination of the activity.

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Tax Information

As a Registered Student Organization (RSO) your group is recognized by the University as an independent and separate organization from the University, conducting itself as a nonprofit

entity. Generally, student groups are legally independent and autonomous from the University and therefore do not have access to the University's tax-exempt status. The only exception to this rule is for student groups classified as University Campus Life Programs by the University.

Nonprofit status may make a group eligible for certain benefits such as sales tax, property, and income tax exemptions. Recognition of Nonprofit status or Tax-exempt status is not granted

solely by the taxing authorities. Nonprofit status can be a state law concept. An entity wishing to be recognized as Tax-Exempt and claim Nonprofit status must go through a federal and state approval and registration process.

To qualify as Tax-Exempt from federal taxes, a group must meet requirements set forth in the Internal Revenue Code. For more information see Types of Tax-Exempt Organizations or

Publication 557 on the IRS Website at www.irs.gov. The IRS also has excellent resource material on the life cycle of a tax-exempt entity on its website that explains the appropriate procedures that a group must take to be tax-exempt and to maintain its exemption.

To incorporate under the Minnesota Nonprofit Statutes, RSOs need to contact the Minnesota Secretary of State office. To purchase items exempt from sales tax, RSOs must apply for Tax-

exempt status with the Minnesota Department of Revenue. The application form, ST16, is available at the DOR website at http://taxes.state.mn.us/taxes/sales/forms/st16.pdf. If approved, the RSO will receive an ST17 with a sales tax exemption number. Additional

information regarding starting a successful nonprofit entity in Minnesota is available on the website of the Minnesota Council of Nonprofits at www.mncn.org/infocentral.htm.

Some groups have Tax-Exempt status through a group exemption from their national organization. Your national organization should have a standard form which you may use as the basis for your claim for exemptions. If this applies for your student group, you should contact

your national chapter to see if you have Tax-Exempt status for the IRS as well as state sales tax exemption for any items purchased at a store.

There are different types of tax exemption, based primarily upon the purposes of the groups, and not all are treated alike. Some of the following benefits are offered to some of these groups:

1. Exemption from federal and state income taxes.

2. A significantly reduced cost for mailing 200 or more identical pieces of mail at one time. 3. Possible exemption from paying federal unemployment tax on payroll, stipends, wages, etc.

All groups are required to withhold Social Security (FICA), Federal and State income taxes,

and pay Minnesota unemployment tax on wages paid. 4. Donors' gifts to student groups are tax-deductible under certain conditions. If you solicit

large donations this is important. Generally, your group must be registered as a 501(c) 3 group to benefit. This is an IRS designation for charitable, religious, educational, and scientific organizations.

5. Exemption from Minnesota sales tax can be obtained by charitable, religious or educational organizations on purchases for your group‟s own use (tables, chairs, office supplies, etc.),

but not from sales of tangible personal property, nor admission events.

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Because of the complexities of this subject and because regulations are subject to change, not

everything can be covered in this manual. It is recommended that you contact the IRS at www.irs.gov and request Publication 557, How to Apply for and Retain Exempt Status for Your

Organization, if you are interested in applying.

Tax ID Number or Employer Identification Number

Any Student group that will raise money and, therefore, spend money, will need to maintain proper financial accounts for the group. These accounts should not be the same as any one individual‟s account and should be set up by applying for a Tax ID or EIN specific to the group.

Each taxpayer, or RSO, must have a Federal Taxpayer Identification Number (Tax ID). The organization should file Form SS-4 with the IRS to apply for this number. Any financial accounts

created or maintained for the organization should be managed under this number. Apply for an EIN:

1. Go to the Online EIN Application http://www.irs.gov/businesses/small/article/0,,id=102767,00.html

2. Read instructions and click on "Apply Online Now" 3. Read instructions and click on "Begin Application" 4. Scroll to bottom of list and select on "View Additional Types including Nonprofit/Tax-Exempt

Organizations," click "Continue" 5. Choose either "Community or Volunteer Group" or "Social or Savings Club" depending on

which best describes your group, click "Continue" 6. Read description to confirm your selection, click "Continue"

7. Fill out the rest of the information If the organization plans to sell tangible property or admissions to entertainment events and

related activities, a Minnesota business registration number is also required. Sales tax will need to be collected on the sales and remitted to the state using the Minnesota registration number.

Obtain a Minnesota business registration number online at https://www.mndor.state.mn.us/er/ctrl/WelcomeController

Payment for Services Performed by Individuals

Student groups may pay members for services performed, as long as the amount is reasonable and is authorized by the group's constitution and by-laws. We recommend that authorization be

in writing in meeting minutes and that the group draw up a contract.

All amounts paid as salaries, wages, stipends, remuneration, or whatever name is given, are taxable by the IRS and by Minnesota. All groups with payroll must withhold from individual pay

for FICA (Social Security), federal income tax, and Minnesota income tax. Additionally, you must pay for Employers FICA, Minnesota unemployment tax, and workers compensation. For those

who are not official IRC 501(c)(3) organizations, federal unemployment tax must be paid.

Groups paying independent contractors for services, who are not employees subject to withholding, have a special requirement. Each individual paid $600 or more in a calendar year

must be sent a Form 1099-MISC (showing how much was paid) by the following January 31. This applies to stipends for officers of student groups. A copy of this, accompanied by a

Form 1096, goes to the IRS by the end of February. Minnesota has a similar requirement. Send a copy of Form 1099 to the Minnesota Department of Revenue.

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University Facilities & Literature Distribution Registered Student Groups cannot reserve meeting rooms, event venues, contact tables, or any other spaces on campus for use by other student groups, University

departments, outside groups or individuals to provide access or reduced costs in using University facilities, services or staff. Providing this inappropriate access to University

space may result in disciplinary action against your group.

Guidelines

Activities conducted by student groups using University facilities must not interfere with orderly University operation. Student groups have the responsibility to preserve conditions favorable to orderly and rational discussion. This includes, but is not limited to, the following:

1. Students who participate in any activity (e.g. meetings, programs, seminars) sponsored by a student group shall: 1. Conduct themselves in a manner that will not interfere with those activities, and

2. Attempt to restore an atmosphere conducive to free expression and cooperate with other individuals who are making such attempts if disruption occurs.

2. Student groups are urged to adopt a meeting format that allows time for questions and

public discussion.

While University facilities cannot be used for private commercial gain, student groups may use University facilities for profits that accrue to the group as a whole.

*Any events using University facilities where Alcohol, Sales and/or Fundraising, or Food are present will need an approved Alcohol, Sales and Fundraising, or Food

Permit. Visit www.sua.umn.edu/groups/forms/ for permit applications.

Procedures for Facilities Use

1. Student groups desiring to use University facilities under the control of a University department must arrange for such use with that department. These include, but are not

limited to: Coffman Memorial Union (612-624-9954), St. Paul Student Center (612-624-8145), Classroom Space (www.classroom.umn.edu) or concert and lecture halls, and sports

facilities. 2. Outdoor space, other than that specifically under the control of another University

department, must be reserved through Student Unions & Activities. 3. Student groups that use University facilities must abide by University safety regulations. 4. The University shall have the authority to assess custodial, maintenance, and/or security

fees for events conducted using University facilities. 5. Student groups serving food on University facilities, including outdoor space, shall have food

prepared in and/or provided by the University of Minnesota Food Service or a licensed commercial food service, and have an approved Food Permit through the University Environmental Hygiene Officer or designated person at least five (5) days before the event.

Any exception to the above shall be discussed with and approved by the University Environmental Hygiene Officer a minimum of ten (10) days before the event.

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Classroom Reservations

The Classroom Management Scheduling Unit coordinates the event scheduling functions for all general-purpose classrooms. Visit the Office of Classroom Management (OCM) web site at

www.classroom.umn.edu Any group that is part of a University department, a student group registered with Student Unions & Activities and certified for using central classrooms, a

nonprofit, government, or for-profit organization may request classrooms for use, but must adhere to the guidelines outlined by Classroom Management http://www.classroom.umn.edu/scheduling/guidelines.asp.

In addition to general-purpose classroom space, alternate venues include the Continuing Education Conference Center, the Twin Cities Student Unions, Weisman Art Museum, Ted Mann

Concert Hall, or Northrop Memorial Auditorium.

Student group reservations

The OCM Scheduling Unit will accept requests from and schedule reservations 30 days in advance for the following student groups:

University Campus Life Programs (CLP) groups (CLP designation includes insurance eligibility/certification and a University financial account number)

Registered Student Organizations (RSOs) who are officially registered with Student Unions & Activities (SUA)

Student Unions & Activities (SUA) is a partner with OCM regarding registered student group use

of central classrooms. SUA will provide guidance, oversight, and where necessary, discipline regarding student group use of classrooms. Student groups requesting classroom space should

contact OCM directly.

Serving and consumption of food or beverages will result in an excess cleaning fee. Events involving excessive or late hours cleaning will also result in extra charges. If the group is NOT

sponsored by a department with a University financial account, then they will need to work with Facilities Management to coordinate any payment due.

OCM will write up and process all use/lease agreements. Violation of the Event Scheduling Policy and Guidelines, Use-lease Agreement, University Policy, or other rules may result in probation or suspension of classroom facilities use. Extraordinary cleanup, or any damages incurred from

student group event usage will be charged at cost for first offense. Thereafter a reservation will require a $500 deposit.

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Outdoor Space Reservations

The University of Minnesota recognizes that currently registered student groups and University departments may use outdoor space on the Twin Cities campus on a space-available basis for

programs and events. The use of contact tables for information dissemination only is also allowed on the Washington Avenue Bridge, Williamson Plaza, St. Paul Student Center Terrace,

Coffman Front Plaza, and Coffman Riverbend Plaza.

All outdoor space events require significant planning time. For most events, 10 business days is the required minimum in order for your group to obtain space, however, if your event includes

any displays or requires security, 20 business days is required. Your group may be required to have a longer timeline (up to 12 weeks) dependent upon the nature and scale of your event due

to the large number of permits and approvals that may be required. For any outdoor event, submit your application as early as possible and work closely with a Student Activities Advisor to ensure successful planning.

Requests by registered student groups for outdoor space must be submitted to Student Unions & Activities prior to approval by other University Facilities. An outdoor

space application and procedures is available online at www.outdoor.umn.edu.

Literature distribution on campus

There are specific policies and procedures for the distribution of handouts, indoor postings, outdoor postings, chalking and placing publication bins and racks on campus. Student groups are responsible for knowing and adhering to these policies. To see the specific policy visit

www.Fpd.finop.umn.edu under Distributing Publications and installing Banners at the University.

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Use of Copyrighted Works Viewing Films

Student groups intending to show films or using video games during an event or public

performances, must obtain proper rights for use. Contact a Student Activities Advisor before holding this event for more information on doing so.

Public Performances

Neither the rental nor the purchase of a videocassette/DVD carries with it the right to show the tape outside the home. Unauthorized public performances refer to situations where an institution

or commercial establishment shows a tape or film to its members or customers without receiving permission from the copyrighted owner. This includes public performances where an admission

fee is charged as well as those that are simply offered as an additional service of the establishment.

The Federal Copyright Act

Title 17 of United States Code Taverns, restaurants, private clubs, prisons, lodges, factories, summer camps, public libraries,

day-care facilities, parks and recreation departments, churches and non-classroom use at schools and universities are all examples of situations where a public performance

license must be obtained.

*This legal requirement applies regardless of whether an admission fee is charged, whether the institution or organization is commercial or nonprofit, or whether a federal or state agency is

involved.

University facilities will require written documentation that a group has a license to use a

film/video before allowing such an event in all campus venues. In order to show a film as a public performance a student group must purchase a Public Performance License for each instance they would like to show a film/video. This can be done by contacting one of the

following agencies that handle public performance licenses for many different film companies. If license is not available through these agencies, your student group will need to contact the

film/videos creator to obtain license purchasing information.

Swank Motion Pictures, Inc. 800-876-5577 www.swank.com

Criterion Pictures USA 800-890-9494

www.criterionpicusa.com Motion Pictures Licensing Corp. 800-338-3870

www.mplc.com

Penalties of Copyright Infringement: Willful infringement for commercial or financial gain is a federal crime punishable as a misdemeanor, carrying a maximum sentence of up to one year

in jail and/or a $100,000 fine. Inadvertent infringers are subject to substantial civil damages, ranging from $500 to $20,000 for each illegal showing.

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University Policies As a student group, policies from federal, state, and local levels all apply to you. You must remain in compliance with these, as well as University and departmental policies that apply.

Find more information about University wide policies at www.Fpd.finop.umn.edu. Please note that the Student Conduct Code applies to individuals and members of student groups and their activities both on and off-campus.

http://www1.umn.edu/regents/policies/academic/Student_Conduct_Code.html.

An example of these policies is the Chalking on Campus policy, as seen below. As the sidewalks

are clear of snow and rain, feel free to chalk as a part of your advertising. Just make sure that you know the policy and follow it so that we can ensure the ability to use this method of mass-marketing in the future.

Chalking Policy

Procedure 3.10.3.1

Responsible University Officer: Vice President for University Services

Responsible Office: University Services Facilities Management Department in conjunction with the Minnesota Student Association

Chalking On Campus

Chalking on campus is limited to recognized student groups, U of M departments, faculty

members, staff members and any registered U of M student. Chalking must comply with the following procedures:

Chalking must take place on concrete sidewalks, not on buildings, steps or other University-

owned property. Chalking is prohibited on all vertical surfaces, buildings, walls, benches, picnic tables, signs, poles, newsstands, columns, bus stops, mailboxes, light poles and trees.

The chalking must be on a horizontal surface not covered by an overhang. Chalking must be done in open areas that can be directly washed by rain.

Chalking may be placed for a maximum of 10 days The material used to mark the walk must be water-soluble chalk (sidewalk chalk). The use

of markers, paints, oil-based products, or spray chalk is prohibited.

Chalking must contain the name or be signed by the name of the organization sponsoring it. Chalking cannot interfere with another message that has already been chalked.

Facilities Management reserves the right to clean and remove any chalking, which does not

comply with this policy.

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Complaints, Policy Violations & Dispute Resolution Procedure This statement outlines Student Unions & Activities involvement in disputes and violations involving student groups registered at the University of Minnesota. The University provides a

number of channels for the resolution of disputes and complaints. The appropriate channel to pursue will vary depending on the circumstances of each case, and the category of student

group registration. SUA will work with individuals or groups in either a dispute or complaint resolution.

Dispute Resolution:

When a dispute arises between members of a student group, between members of different student groups, or between a student group and an outside entity Student Activities Advisors

can be consulted to serve as a neutral party to assist in resolving the dispute. This form of Dispute Resolution will allow all parties involved to create a resolution that addresses everyone‟s

concerns. Below is the procedure that Student Activities Advisors will following in assisting students in resolving disputes.

Initial Consultation: Any member involved with the organization can schedule a 30 min.

meeting with a Student Activities Advisor to discuss the situation to be resolved. Based on the situation, the Student Activities Advisor and group member will determine who should be

included in a confidential, facilitated discussion, as well as when one can take place. This facilitated discussion will follow the process below. Note: because disputes are not formal complaints, SUA may vary from the process below to more effectively facilitate a resolution.

Step 1. Facilitator‟s Opening Statement

a. Facilitator‟s defines the process for the discussion

b. Ground rules discussed

Step 2. Parties Statements

a. Each party allowed to speak without interruption

b. Each party voices ideas for resolution

Step 3. Identifying Issues/ Setting the Agenda

a. Compile list of issues to be discussed

b. Parties individually caucus with facilitator if necessary

Step 4. Generate, then Evaluate Options

a. Parties generate a list of possible solutions to dispute

b. Parties evaluate and make decisions about solutions

Step 5. Agreement and Closure

a. Parties summarize orally what they have agreed to

b. Create a clear, specific written agreement

c. Close of session with timeline for agreement and future actions

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Complaint Resolution:

If it is believed that a student group has violated a University policy or if the situation calls for more than dispute resolution, then any individual may contact the Student Unions & Activities to

submit an official complaint.

A complaint must be submitted in writing to Student Unions & Activities. Complaint forms are

available in our office, 126 Coffman Memorial Union, 300 Washington Ave SE, Minneapolis, MN 55455 and on the Web at http://www.sua.umn.edu/groups/forms. The complaint must identify the complainant; the respondent group; individuals involved; the incident or action at

issue; and the policy, regulation, or established practice alleged to be violated; and a brief statement of the redress sought. Some matters may require immediate action (within 48 hours)

by the Assistant Director-Student Activities before the full procedures outlined in this section can be implemented. Complaints against "University Campus Life Student Programs" can be directed to the affiliated department, but may also be handled by Student Unions & Activities.

Should any matters, including the suggested redress, within the filed complaint be deemed out of the jurisdiction of Student Unions & Activities, the complaint and all paperwork related to the

complaint will be forwarded onto the appropriate office or department on campus. Student Unions & Activities reserves the right to forward on any complaints to parties SUA deems most appropriate at any time.

1. The Assistant Director-Student Activities, along with an appointed staff member, shall discuss the complaint and possibilities for informal resolution with the parties involved. a. he/she will first meet with the Complainant

b. he/she will then meet with the Respondent c. he/she will make a decision that may be any of the following:

i. Dismissal of the Complaint ii. Informal Resolution, including mediation iii. Decide the matter and demand compliance (enforce applicable policies) and/or

corrective measures/sanctions iv. Referral of the matter to the Senior Associate Director of Student Unions &

Activities or a different office within the University. d. If it is decided that the complaint has been dismissed, no appeals are available. e. If it is decided that informal resolution or mediation is recommended, SUA will facilitate

the mediation and work with all parties on solving the complaint outside formal hearings.

f. If it is decided that the parties involved are not in compliance or need corrective measures/sanctions, the Assistant Director of Student Activities shall notify the groups of which policies have been violated, as well as how the group may correct compliance

issues. There will be formal follow-up to confirm compliance. Sanctions and/or corrective measures may include, but are not limited to:

i. Issue an administrative warning, official letter in file ii. Issue probationary status for one semester and/or up to one year iii. Require developmental workshops and/or learning opportunities for the offending

group iv. Suspend use, or grant restricted use, of University of Minnesota facilities

v. Suspend fund-raising activity vi. Suspend solicitation activity vii. Suspend e-mail account

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viii. Suspend website

ix. Suspend ability to apply for grant programs x. Forward the complaint onto the Space Allocation Committee of the Board of

Governors for issues regarding the possible suspension of office space xi. Forward the complaint onto the Student Services Fees Committee for issues

regarding the possible revocation of fees xii. Issue reimbursement and/or community services related to the infraction xiii. Refer individual group members or the entire group to Student Judicial Affairs or

other University offices xiv. Suspend or ban registration/recognized status

xv. Other penalties as deemed appropriate. 2. After the findings of the Assistant Director-Student Activities, if the student group wishes

to appeal the decision in step one (above), they may file an appeal. The appeal must be

filed with the Senior Associate Director of Student Unions & Activities within 30 days of the initial findings. The Senior Associate Director may either hear the appeal or may refer

the appeal to any of the following offices: a. Student Judicial Affairs b. Office of Equal Opportunity and Affirmative Action

c. University Grievance Officer

A decision to refer the appeal to another office is not appealable. When appropriate, Student Unions & Activities may follow up on the outcomes of judicial bodies, including

compliance/non-compliance with assigned sanctions.

3. The findings of the Senior Associate Director of Student Unions & Activities will be final. 4. Any complaints regarding the complaint process can be filed with the Director of Student

Unions & Activities.

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University of Minnesota Hazing Policy (as

outlined in the Office for Student Affairs brochure: Time-honored Tradition or Hazing?)

Hazing by any member of the University community is prohibited at the University of Minnesota.

Hazing is prohibited whenever it occurs on University premises or in connection with any University affiliated group or activity.

Hazing is defined by the University of Minnesota as “any act taken on University property or in

connection with any University-related group or activity that endangers the mental or physical health or safety of an individual (including, without limitation, an act intended to cause personal

degradation or humiliation), or that destroys or removes public or private property, for the purpose of initiation in, admission to, affiliation with, or as a condition for continued membership in a group or organization.”1

While some activities are clearly understood as hazing, others may be less obviously harmful.

It‟s important to consider that any act that subjects a specific student or group of students to conditions poorer than those of current members of the organization can be considered hazing.

Individuals who violate the hazing policy may be placed on disciplinary probation, suspended

from a team or organization, or dismissed from the University. Students may also be subject to criminal liability.

An organization that is charged with hazing may face sanctions from its national organization,

loss of University privileges, social probation, suspension, or dismissal by the University.

If you are asked to take part in hazing activities, or if you are uncomfortable with the instructions you are given, you have the right to say no. If the organization you are a part of

engages in behaviors that you believe are hazing, you do not have to participate or support such activities. Please report any behaviors that you believe are hazing to the organization‟s advisor and to Student Unions & Activities, (612) 626-6919 or e-mail sao@umn.edu.

1University of Minnesota Board of Regents Policy:

Student Conduct Code, Section V, Subd. 14. Adopted: July 10, 1970; Amended: December 13, 1974; March 11, 1994; June 13, 2003;

December 8, 2006

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Respectful Community Members Student Unions & Activities is proud of the diverse array of student groups registered with our office. It is our expectation that individuals involved in student groups and groups as a whole

will be respectful members of our community.

Student Unions & Activities expects all student groups and their members to abide by state law. Minnesota law provides that certain harmful conduct may constitute a crime, or elevate a crime

to an aggravated crime, when it is motivated by the victim‟s race, color, religion, sex, sexual orientation, disability, age, or national origin. Should your group be involved in a hate crime,

sanctions will follow. Should your group be the victim of a hate crime, please notify us immediately for assistance.

For more information about efforts to stop hate you can visit:

www.stophate.org

www.partnersagainsthate.org

Applicable state statutes include: Minn. Stat. § 609.2231 Minn. Stat. § 609.749

Minn. Stat. § 609.595

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Electronic Elections

Fair elections are essential for maintaining credibility within your organization. The All-Campus Elections Commission (ACEC) is an autonomous student commission responsible for

formulating, disseminating, and interpreting ACEC Elections Rules and to assist student groups in conducting their student group elections.

Any registered student group at the University of Minnesota may utilize the services of ACEC to hold their student group elections. The dates and times of your elections are determined by your student group as well as the details surrounding the set-up of your

elections. Members of your student group will meet with a member and/or Advisor of ACEC to complete an election request form to set up the specifics of your election. Once this is set, ACEC

will run your student group elections independently of your student group – ensuring that your student group has a fair and neutral election. Once the elections are over, all results will be sent to your student group as predetermined ahead of time.

Student Group Election Process In order to effectively assist your student group with your elections, here is the information that

the ACEC will need with a minimum 2-day lead time to prepare ballot: A contact(s) name, e-mail and phone number (we recommend students not running in the

election). Will review and sign-off on ballot before election

Contact(s) and timeline for sending results following elections An excel spreadsheet of the x-500 #‟s of all students, etc eligible to vote (example:

cahil042)

A list of open positions and specifics for each position. How many students can/should select for each one. (example: “please select up to

two candidates for the following positions”) Should there be a “no-candidate option”? Are write-ins accepted?

A list of candidates (and candidate statements/endorsements as allowable by your student group) for each open position.

The dates and specific time (hourly) that your student group would like the open election to run. For example: 10pm Tuesday to 5pm Thursday.

Other services available by request Based on individual student group preference and needs, ACEC can assist student groups by

determining/confirming eligibility for candidates. This eligibility is based on the student group‟s own constitution. ACEC will continue to remain neutral by accepting candidate forms and can apply them to a pre-set list of criteria. For example: All candidates for the position

of President of Student Group ABC must be 1) an undergraduate student, 2) registered for spring 2007, 3) a current member of Student Group ABC.

*For further information, please contact Student Activities at 612-626-6919.

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Event Planning Student groups participate in and organize many events throughout the year. This section deals with event planning and key items that will assist you in creating success as a student group.

A few key questions to ask your group when event planning:

1. What goals do we have for our event? What are we hoping that people will take from the event?

2. When will the program have the best attendance or when is the best time to have the

program? 3. What kind of funding do we need to make the event happen?

4. What kind of advertising do we need to make the event successful? 5. What types of permits or permission do we need to get clearance for our event? 6. What will our timeline look like?

In planning a successful event, planning is half the battle. For a complete event planning checklist, please visit http://www.sua.umn.edu/groups/forms/event_planning.pdf

Contents

1. Types of Events 2. Scheduling Your Event 3. Funding Your Event

4. Advertising Your Event 5. Permits

6. Planning

Types of Events

There are many types of events that you can have as a student group. Determining what goals

you have for the event will help make the rest of the planning process more simple.

Do you want the event to be educational, social, or a combination? Do you want the event to be open to the public or for group members only? Do you want the event to focus on a certain topic or point?

Have you provided for diversity of interests/points of view?

Examples of student group events include:

Bringing one or several speakers to campus Organizing a dance or concert

Art fairs Organizing a lunch group/roundtable for people to exchange ideas

Celebrations of culture Community Service Fundraisers

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Scheduling your Event

When scheduling your event, there are several things to keep in mind:

Check the U of M Events Calendar to find any conflicts for that date/time Work with the reservations offices that apply (Events and Conferences, Office of Classroom

Management, Ted Mann, Northrop, etc.) If your event is outdoors, fill out your outdoor space application in accordance with the

appropriate deadline(some events require up to 12 weeks for proper planning) For a copy of this application visit www.sua.umn.edu/groups/forms/.

Funding your Event

There are options available to you if you are interested in looking for funding. Several grant programs exist on campus, and you may also fundraise.

Grant information and applications can be obtained from

www.sua.umn.edu/groups/funding/grants. Student Unions & Activities provides a one-stop shop of different grant opportunities for student groups. For more information, please see the Grants section of this handbook.

Fundraising for your event? Don't forget that you need a Sales/Fundraising Permit, which can be obtained in Student Unions & Activities or through

www.sua.umn.edu/groups/funding/fundraising.php. The reason for the permit is to protect student groups from outside vendors. This permit must be turned in a minimum of two weeks prior to your event.

Promoting your Event

Your event's success is directly related to the amount of marketing you plan and implement prior to the event. Depending upon the goals of your event, the marketing strategies are different.

For example, if your event is meant for group members only, an e-mail to your Listserve or a few phone calls and meeting announcements will probably do the trick; however if you are

hoping for a larger audience, you will need to engage in more large scale practices to ensure that the message gets out. Here are some suggestions:

Posters

Posting fliers on campus is still a valuable way to inform people of your group and event.

Academic buildings and off-campus businesses have different policies on posting. You should ask for permission and specific procedures at each building. We recommend dividing campus locations and businesses so that your members don‟t all poster in the same areas.

You can also post fliers and posters at Coffman Union and the St. Paul Student Center on the

posting strips. Ask for details at the Coffman Union and St. Paul Student Center Information Desks.

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Listservs

Listservs are messages sent via email to a specific group. We recommend starting a listserv for your group to take advantage of the efficiency and free medium! Have a sign-up sheet at your table, office, Web site and at events to generate more members. Make sure you send

information that‟s relevant and interesting to the group, as many readers will “tune out” if they perceive the message to be irrelevant to them. We also recommend having info on how to

unsubscribe at the bottom of each email. Student Unions & Activities will not send out an e-mail regarding your group‟s event due to the large number of registered groups on campus. However, feel free to send it out

to your own Listserv or check out the student group listings on our website and send the announcement out to the groups that may be interested in your program. You can also start a

listerv through the University by visiting http://lists.umn.edu/

Newspapers

Advertising in on-campus publications like the Minnesota Daily or The Wake can be very attractive, as many students are frequent readers. Costs vary depending on the size. We

recommend contacting each paper to inquire on costs for student groups.

You can also submit a press release which details the “who, what, where, when and why” of your event to attract media coverage at your event. Local papers, web sites and on-campus newsletters accept press releases. Please note, this is not a guarantee they will cover your

event, but it does increase your chances!

Chalking

Chalking is allowed throughout the campus in accordance with the chalking policy. Visit www.sua.umn.edu/groups/handbook/event.php for a copy of this policy, or see the

University Policy section of this handbook.

University Events Calendar

Visit http://events.tc.umn.edu/ to see the campus wide events calendar. Student groups

have access to post events. Visit our office in Coffman Union for account information.

Be creative.

The groups that are creative in their marketing tend to benefit from the extra effort. Think outside the box and create new avenues to get the word out!

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Event Approvals & Permits

When event planning, there are many things to take into consideration. Here are a few forms, you may need. If you do find that you will need a permit for your event, you can find them all on

our website www.sua.umn.edu/groups/forms/.

Food Permit No matter if you are just planning to have a few snacks or if you are throwing an all-out banquet, you must have a food permit on hand at your event.

Alcohol Occasionally serving alcohol at an event is allowed. If you are interested in applying for the application to serve alcoholic beverages, you will need to fill out the form and get it in at least fifteen business days in advance.

Sales/Fundraising Will your event be selling any items or will your group be fundraising through your event? If so, you must fill out this permit.

Outdoor Space Are you interested in having your event outside? No matter what you want to do, whether it be tabling or having an outdoor concert you will need an outdoor space

application, which starts the process to reserve the space for your event. This application is available at www.outdoor.umn.edu.

Sound Events making use of amplified sound outside will only be permitted between the

hours of 12pm & 1pm during weekdays, from 5-10 pm on Fridays, and 12-10 pm on Saturdays and Sundays. There are no exceptions for student groups to the sound policy.

Security For some events, the University requires that you hire UMPD to serve as security officers at your event. You must schedule this at least two weeks in advance.

Films License Federal Law requires that if you want to show a movie in a public venue, you

must purchase a license. See copyright section of this handbook for more details.

Planning

It is really important to keep your timeline clear as you plan ahead for your event. Make sure

that you are organized and that the event is well thought-out so that you can ensure success. Again, for a complete Event Planning Checklist visit www.sua.umn.edu/groups/events/php.

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MPAC Co-Sponsorship Guidelines The Minnesota Programs and Activities Council (MPAC) of Student Unions & Activities seek to work in partnership with other entities to provide activities and events for the University of

Minnesota students and the University community.

Co-Sponsorship Guidelines:

MPAC is funded by student fee money and revenue generated by Student Unions & Activities,

thus any commitment of funds is subject to departmental and University guidelines. General guidelines include, but are not limited to the following:

University of Minnesota students must be the primary beneficiaries of events funded or partially funded by student fee money.

There must be active student involvement by MPAC in the decision-making process and

event implementation. This means that MPAC program committees will not-co-sponsor events merely to waive room rental fees or provide funding for events without

participation in the planning process. The revenue from the event will be shared in proportion to the contributions made by

each group.

Student Unions & Activities and the Minnesota Programs and Activities Council names and logos and brand may not be used without exchanged value and prior approval.

The Marketing/Design department enclosed a „request form‟ that you should submit if you are interested in obtaining their services as part of your co-sponsorship. Please use the sheet that corresponds to the time of your submission.

Criteria:

Applications will be evaluated based on criteria determined by MPAC. The criteria includes but is not limited to:

Timeliness of submission Proposed student attendance

Impact on student unions traffic and campus community Campus community interest

Event fit within MPAC programming calendar Availability of MPAC resources No major calendar conflicts (campus and community)

Proposed level of MPAC involvement in planning Proposed level of MPAC implementation of the event

Event is not linked to fundraising for a charitable organization

Application Review:

To maximize the success of the proposed event, you are encouraged to submit applications

at least 2-3 months prior to the proposed date of the event. Generally, applications for events that require an honorarium require more planning time than those events that don‟t. Therefore, events with performer’s fees should be submitted at least 8-12 weeks, whereas those

events without performer’s fees can be submitted within 6 weeks prior to the event.

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Depending on the complexity of the event and resources required, exceptions may be made to

the aforementioned timelines.

Student groups: complete applications must include contact information for your advisor. If your organization does not have an advisor, contact Student Unions & Activities for assistance at

(612) 626-6919.

Helpful Hints --- Before you apply:

DO contact MPAC at least 2-3 months in advance of proposed event date DO designate a “point person” from your organization to maintain communication with

MPAC DO check University of Minnesota Events Calendar for other activities that might conflict

with your potential programming idea DO have an estimation of a budget required to put on your proposed event. DO meet with your advisor to discuss event details (SUA can advise you in the event you

don‟t have an advisor for your organization). DO understand that co-sponsorships incorporate an equitable exchange from participating

organizations DON’T approach MPAC as a last-minute funding source for an already planned event DON’T approach MPAC with a co-sponsorship idea simply to waive room rental fees in the

Student Unions DON’T approach MPAC with co-sponsorship ideas that involve fundraising programs for

charities or other nonprofit organizations

HOW TO SUBMIT:

Visit the Student Unions and Activities website at

http://www.sua.umn.edu/events/mpac/collaborating/ for a complete application, which can then be sent to:

MPAC Executive Committee

126 Coffman Union

(If you are proposing co-sponsoring with a specific MPAC committee, please reference the

committee on your application.)

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Engaging New Members The first step in engaging new members is to know why you are engaging them!

The purposefulness of the group can be communicated through a few shared ideas, making up

your organization's Vision and Mission, as well as Goals/Values, and which functions the organization will perform, will allow potential members the ability to see what they are joining before they come to a meeting.

Vision

A vision is the internal idea that the organization has about itself and how it wishes to function

as a group. The vision should be a long term picture of where the group should focus its efforts, who it should serve, and what is its importance within the University community.

Mission

A mission is slightly different, in that it is typically an external view of what the group considers its priorities or goals. The mission is extremely important in communicating the importance and

the services of the group. The mission may be used in marketing strategies to give detail about what your group holds to be its strongest values.

Goals/Values

Before you can engage members, your group needs to have a set of goals and values for which

it stands in order to keep the members interested in joining. Coming up with both long and short term plans helps to keep the group centered and prepared for the entrance of new members. Getting your new members on board by showing them a list of the goals/values of the group will

increase your retention efforts, as well.

Functions

Your group does many things, but how does the rest of the world know what they are? You need to come up with a list of your main functions and objectives to communicate to the rest of the University, as well as to all of your potential members.

Marketing

Marketing is another key component to finding new members. Often, we only look at marketing

as the recruitment, but while it is of the utmost importance in getting your name out, it is not the only aspect. Remember that marketing can only catch the eye, that the internal goals of the

group will keep them interested.

When marketing for your group, finding a common theme, logo, or slogan that is used on all materials will help with name recognition. In finding a logo, be sure to do your research. If

another group is using something similar, you may be mistaken for them, or them for you. Also, be sure to utilize your mission, vision, values, and functions in determining the logo. Being

consistent is probably the most important part of your marketing strategy.

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Offering leadership opportunities is another great way to keep members coming. Offering

students the chance to get experience as officers, through internships, or by being active within their chosen field of study will increase the number perspective students. Giving people what

they are looking for will give your group more credibility, as well as more attention from students looking for involvement opportunities.

Once We Get Them, How Do We Keep them?

Organization within the group is the first part of keeping members interested. Once a person joins a group, they will want some sort of structure to work within: for example, keeping a president, vice president, and officers is a good start; having those officers keep good

records, know what's going on within the group, and keeping projects and events organized will help eliminate frustration from the membership. Know who is doing what and when.

Utilize your membership for completing projects or tasks (don't just have them come to a meeting and listen to what the officers are doing this week).

Creating Friendliness/Feeling of Welcome for your new members is key in getting them interested and keeping them coming. If a new member does not feel needed by the group or welcome in the group, they will not come back. The key is to get them involved from the

get-go. Include them in on social opportunities, event planning, and invite them to help out with some of the important aspects of the group. Do not overwhelm, but be aware of their

need to be a part of the group. A Shared Vision can make or break a group. If the people within the group believe in the

same thing, foresee the possible outcomes/future of the group, and are all working toward

that common goal, your membership will buy-in. They will become more actively involved with the group and help to accomplish your goals. If no one can see what you are focused

on, where you would like to end up, no one will strive to do better. Offer Resources to your membership. People join groups because they are looking for an

opportunity to gain something from their membership. Become a resource yourself, by

being active within the campus community with a variety of departments and faculty and staff. Provide resources, such as officer binders or manuals, access to the group‟s files to

create a sense of history, and access to your advisor. Also, offer them the opportunity to become an officer, a key player within the group in order for them to gain leadership experience and skills.

Engaging new members consists mainly of being visible, through marketing; having a solid

purpose, through a vision, mission, and goals; welcoming new members, through inclusiveness; and offering new member resources that are unique to your group. If a group can meet the

needs of its members, it should be able to recruit and retain a strong membership that is active within the University community.

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Student Group Contact List U of MN General Information 612-625-5000

Athletic Department 612-624-4497

Board of Regents

Main Office Executive Director 612-625-6300

Policies Index www1.umn.edu/regents

Coffman Information Desk 612-624-4636

Computers and Copying

Computer and telephone help 612-301-4357

U-Printing Services 612-625-9500

Counseling Services

University Counseling and Consulting Services 612-624-3323

Aurora Center (sexual assault and violence) 612-626-2929

Disability Services ds@umn.edu

Conflict Resolution

Student Conflict Resolution 612-624-7272

University Student Legal Service 612-624-1001

Student Activities 612-626-6919

Email and Web Accounts Office 612-626-8366

Events Calendar 612-626-6919

Equal Opportunity and Affirmative Action Office

612-624-9547

Financial Information/Grants 612-626-6919

Grant Index www.sua.umn.edu/groups/funding/grants/

Food and Alcohol Permits http://www.sua.umn.edu/groups/forms/

Student Activities (alcohol) 612-626-6919

Environmental Health and Safety (food) 612-626-6002

Insurance http://www.sua.umn.edu/groups/forms/

Student Activities (forms and info) 612-626-6919

Office of Risk Management 612-624-5884

Office of the President 612-626-1616

Multicultural Center for Academic Excellence 612-624-6386

Office for Student Affairs 612-626-1242

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Office for Student Conduct and Academic Integrity

612-624-6073

One Stop Student Services 612-624-1111

Risk Management (Insurance) 612-624-5884

Room Reservations

Classrooms-MPLS 612-625-6030

Classrooms-St Paul 612-624-3244

Coffman Memorial Union 612-624-9954

St Paul Student Center 612-624-8145

Outdoor space www.outdoor.umn.edu 612-626-6919

Student Unions and Activities

Student Activities 612-626-6919

Fax 612-624-9124

Student Legal Assistance 612-624-1001

Survey Assistance

Office of Measurement Services 612-626-0006

Vehicle Rental

University Fleet Services 612-625-3033