Student Organization Handbook 2013-2014 A Resource Manual for Clubs and Organizations on Campus

Transcription

Student Organization Handbook
2013-2014
A Resource Manual for Clubs
and Organizations on Campus
Mission Statement
St. Catherine University educates students to lead and influence. Inspired by its
visionary founding in 1905 by the Sisters of St. Joseph of Carondelet, more than
a century later the University serves diverse students, with a baccalaureate
college for women at its heart and graduate and associate programs for women
and men.
Vision Statement
To be a leading Catholic university distinguished by its innovative spirit and
premier baccalaureate University for women.
Leadership Statement
St. Catherine University is committed to the development of ethical, effective and
enduring leaders. As life-long learners in a multicultural global community, St.
Catherine leaders work to enrich the knowledge, refine the skills and clarify
attitudes essential for responsible action. In varied roles and settings, the St.
Catherine leader:
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lives a commitment to the values of justice and caring,
thinks critically and creatively,
acts from a strong self-concept and inspires others to act,
collaborates effectively within diverse groups,
takes risks willingly,
exercises power and uses resources wisely,
articulates a positive sense of direction,
and evokes hope.
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Mission, Vision, and Leadership Statement
At all degree levels, St. Catherine integrates liberal arts and professional
education within the Catholic tradition, emphasizing intellectual inquiry and social
teaching, and challenging students to transformational leadership. Committed to
excellence and opportunity, St. Catherine University develops ethical, reflective
and socially responsible leaders, informed by the philosophy of the women’s
college and the spirit of the founders.
Table of Contents
Welcome…………………………………………………………………………………………………….4
Chartered Club/Organization Leader Checklist…………………………………………………………5
Starting and Maintaining Chartered Clubs and Organizations
Starting a Club or Organization…………………………………………………………………………...7
Responsibilities of Chartered Club/Organizations…………………………………………………..8-10
Chartering Process……………………………………………………………………………………11-13
Benefits and Privileges of Chartered Clubs and Organizations……………………………………...14
SCU Alcohol and Drug Policy………………………………………………………………………..15-16
Table of Contents
Procedures and Forms
Annual Chartered Club/Organization Paperwork………………………………………………….18-21
New Chartered Club/Organization Paperwork………..…………………………………………...22-26
Chartered Club/Organization Budget Form…………………………………………………………….27
Writing a Constitution..………………………………………………………………………………..28-30
Fundraising Policy…………………………………………………………………………………….31-35
Fundraising Registration Form………………………………………………………………………36-37
Senate/SKAT Funding……………………………………………………………………………………38
Club Accounts…………………………………………………………………………………………39-40
Reserving Space on Campus……………………………………………………………………………41
Fire Pit Policy and Reservation form……………………………………………………………………42
Catering……………………………………………………………………………………………….……43
Student Organization Center…………………………………………………………………………….44
Access to Club Key Cabinet……………………………………………………………………………..45
Pulse Information and Reservation Form…………………………………………………………..46-48
Publicity Options………………………………………………………………………………………49-55
Publicity Reservation Form…………………………………………………………………………..56-57
Officer Resources
Advisors…………………………………………………………………………………………...……….59
Recruiting New Members………………………………………………………………………………...60
Meetings………..………………………………………………………………………………………61-63
Recognition……………………………………………………………………………………...………...64
Retention……………………………………………………………………………………………...…...65
Excerpts from Robert’s Rules of Order……………………………………………………………..66-68
Quick References
How to Have an Event………………………………………………………………………………..70-72
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Introduction
This resource manual is for student organizations at St. Catherine University. It is
available to all organization leaders and advisors. The purpose of this resource manual
is to provide student organizations with the information they need to better understand
the responsibilities and opportunities for chartered organizations at St. Catherine
University.
Included with the information are some forms that organizations will use during the year.
Please note that these forms can also be downloaded on the Student Center and
Activities (SCA) Kateway website: https://kateway.stkate.edu/cp/home/displaylogin
This handbook should answer some of the general questions regarding organization
management and operation. Individuals needing more specific information or assistance
should contact the staff in the SCA Office, Room 270, Coeur de Catherine or at
(651)690-6210.
Welcome
The Student Center and Activities Office would like to congratulate you on the
responsibility you have undertaken to provide guidance and direction to your organization.
With more than 60 clubs and organizations chartered at St. Catherine University, we hope
that the services we provide you are as diverse as the organizations we serve. As you
embark on your leadership journey, please know that the Student Center and Activities
Office is here to assist you in whatever way possible.
Whether you have questions about an upcoming event or you need help developing your
membership-we are here for you!
The best of luck to you and your organization!
Student Center and Activities
615.690.6210
Student Center and Activities Staff
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Director- Deb Miner- ext. 6833, [email protected]
Associate Director- Brigette Mary- ext. 6213, [email protected]
Assistant Director -Cara Garrett- ext. 6212, [email protected]
Office Coordinator- Breanna Berg- ext. 6211, [email protected]
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Welcome
Complementing your classroom education with out-of-class learning makes the difference
between getting a degree and getting a real education. Involvement will connect you to
the St. Catherine University community. It will help you meet new people, gain leadership
experience, and learn valuable skills.
Chartered Club/Organization Leader Checklist
Leader’s Checklist
Italicized events are required for clubs and
organizations.
September
 Hold a meeting of officers and advisors
to discuss and evaluate goals
 Plan an interesting and effective first
meeting
 Participate in the fall Activities Fair
 Agree on a regular meeting time and
reserve a meeting space with Meeting
and Event Services
 Hold your first meeting
 Set goals for the semester/year
 Begin planning events for the fall
semester
 Be on the lookout for prospective
members at events
 Check your organization mailbox in the
Organization Center
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Update your Chartered
Club/Organization Roster with SCA
October
 Organize a group community service
project for your organization
 Continue to keep your advisors informed
 Schedule a presentation or workshop on
motivation, stress relief, etc. for your
members. Contact the LEAD Team for
further information or resources
([email protected])
 Sponsor or co-sponsor a program in the
Pulse. Contact the Assistant Director
for more information
 Examine and update your organization’s
web site
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Attend Chartered Club/Organization
Leader Training
November & December
 Continue regular contact with your
advisor
 Begin planning for spring semester
 Plan an end of the semester activity
 Attend an on-campus event for a group
activity
 Complete and submit End of Semester
Report to SCA
March
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Start recruiting new officers
Review constitution and bylaws; update
if necessary
Continue work on spring semester goals
Continue to keep your advisors informed
Submit nominations for Chartered
Club/Organization Awards
Get involved in a service project
Sponsor/co-sponsor an activity in the
Pulse. Contact the
[email protected] for more
information
April
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Hold elections and plan officer transition
Develop a budget for the next academic
year
Make marketing and recruitment plans
for the fall
Brainstorm ideas for fall activities
Ask advisor to be involved with officer
transition training
Attend an on-campus event for a group
activity
Complete and submit Annual
Registration paperwork to SCA
Complete and submit End of Semester
Report to SCA by designated deadline
May
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Review year’s successes,
accomplishments, and goals for next
year-Celebrate!
Check and clean out organization
mailbox
Attend the Dew Drop Bop as a group
activity
Recognize outstanding organization
members
Establish summer contacts and address
list
February
 Hold a meeting of officers and advisors
to evaluate progress
 Set goals for the semester
 Plan spring semester events
 Be on the lookout for prospective
members at events
 Review budget status
 Update your Chartered
Club/Organization Roster with SCA
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Starting and Maintaining
Chartered Clubs and
Organizations
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Starting a New Club or Organization
You’ve got a great idea for a club or organization. What do you need to do?
Student organizations can be formed and recognized when the Dean of Student Affairs
determines that the group’s purposes are in accord with the stated purposes and policies of the
University. Here are the steps you need to take to get started:
Meet with the Assistant Director of Student Center and Activities to discuss your idea for
a new organization and get information on the chartering process.
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Hold an interest/information meeting. The staff in SCA can help you organize it.
Advertise the meeting in the Daily Update and through posters. Please make all
publicity clear that you are NOT a chartered organization yet, but are seeking chartered
status. Remember, you must have contact information on all publicity as well. This can
help you determine the interest level in your idea.
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After the interest meeting, determine if starting a new club or organization is feasible.
The SCA office requires that each club or organization have at least 5 members. This
number is necessary to insure that each group has officers, is active, and will continue
each year.
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Seek out a faculty or staff member who would be willing to serve as an advisor to your
group. She/he will need to complete a Club and Organization Advisor Agreement and
should be at your first organized meeting.
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Complete a New Chartered Club/Organization paperwork and develop a constitution
according to the guidelines in the Model Constitution. All finished paperwork should be
submitted to the SCA Office. Paperwork is available in the SCA Office and KateWay.
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Once the paperwork is complete, the group’s officers/ responsible members will meet
with the Senate Organizational Affairs Chairs. This committee will review all the
paperwork and make suggestions. Keep in mind that it is typical to complete three drafts
of a constitution.
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After the committee has accepted the paperwork, your organization will be brought to a
Senate meeting for discussion and vote. You will be asked to send at least one
representative and answer questions if necessary.
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If the vote passes, you can act as a chartered organization on campus!
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See Chartering Process Section (page 11) for Senate Bylaws.
*New charters are accepted every fall. Paperwork and deadlines will become available at
the beginning of each academic year.
Fall Activities Fair
For more information, see the references section.
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Starting a New Club or Organization
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Responsibilities of Chartered Clubs and Organizations
Responsibilities of Chartered Clubs/Organizations
(Taken from the Senate Constitution Bylaws section F. University Policy toward Chartered
Organizations)
Active organizations provide stimulus for campus community life. They broaden the growth
opportunities available to students. Organized groups further meet the needs of the students in
the university community that do not fall specifically within the scope of the academic
departments, the Senate, or the Student Center and Activities office.
Recognizing the benefits that St. Catherine University receives from organized groups, the
University and the Senate have established a policy to stimulate the formation and activity of
campus organizations by establishing a chartering process. Chartering in no way expresses or
implies SCU approval of the interests or ideas around which the groups form. Rather, it stems
from a belief that an educated person recognizes and understands diversity in attitudes, beliefs,
and practices. This policy provides an atmosphere conducive to the functioning of groups
displaying such diversity.
Becoming an official chartered organization puts a group in a privileged position. The
organizations have the responsibility not to abuse the privileges as stated in the policy.
However, the autonomy of each organization must be ensured. Although a relationship is
established through the chartering process between the Senate, the organization and the
university, none of the parties obtain the right to interfere with or attempt to influence the
separate vested interests of the others.
It is expected that a chartered organization will adhere to the mission of St. Catherine University
as a Catholic, Liberal Arts University for women. It is also a belief and a hope of the proponents
of this policy that the SCU atmosphere will be one in which participation in extracurricular
activities will lead to a commitment to values based on knowledge, familiarity, understanding,
association and respect for individuals regardless of background.
Definition of an organization
For chartering purposes, an organization is a group of people with the following characteristics:
1) Membership that is open to students at St. Catherine University
2) Has function or purpose that involves or concerns a portion of the University community;
3) Agrees to follow the provisions of these policies if granted a charter;
4) Works in cooperation with a faculty or staff advisor;
5) Completes the necessary paperwork to receive recognition: New Chartered
Club/Organization paperwork packet or Annual Chartered Club/Organization paperwork
packet.
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Guidelines for Chartered Organizations
Chartering implies that the organization assumes certain responsibilities, which include:
2) Electing members and officers only by criteria such as pertinent organizational
qualifications, interests or beliefs; all officers of SCU clubs much be current SCU
students; SCU/UST clubs must have at least one SCU officer;
3) Obeying all applicable laws, SCU policies, and Senate policies;
4) Recognizing that affiliation with organizations other than SCU in no way changes an
organization’s relationship with the University;
5) Making all general meetings open to all currently enrolled students;
6) Officers and members are responsible for registering the organization and maintaining
their standing as an officially chartered organization by submitting chartering paperwork
to the SCA Office each year;
7) Notifying the SCA office of any changes in officers and/or a change in advisor. NOTE:
Failing to register each year will result in withdrawal of recognition and the organization
will be required to resubmit a New Student Organization chartering paperwork to the
SCA office and the Senate for approval;
8) Informing the SCA office of any changes to a student organization’s constitution. The
new constitution should be submitted and reviewed by the Senate Organizational Affairs
Chairs and Assistant Director of Student Center and Activities and approved by the Vice
President for Enrollment Management and Dean of Student Affairs before the proposed
change(s) become effective;
9) Exhibiting a relationship with the mission and vision of St. Catherine University;
10) Each student organization shall be responsible for the individual and collective conduct
of its members in all group-sponsored activities and functions. This responsibility shall
be exercised on behalf of the organization by appropriate elected officers of each group
under the following conditions:
 In all group-sponsored activities and functions, the best interests of both the
University community and the organization shall be basic considerations in the
planning and conducting of programs;
 Each student organization shall be responsible for securing and maintaining
compliance of its members with the aims and purpose of the chartering policy
and with the rules established by the group for the governing of conduct;
 An organization will not be held responsible for the conduct of individual
members other than at group-sponsored activities.
 Any organization that has an off-campus event, event involving alcohol, or major
campus event open to guests outside of SCU must have at least one advisor
present during the entire event.
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1) Supporting and respecting the rights and privileges of others;
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Additional information regarding conduct can be found in the Student Code of
Conduct and Community Expectations and the Students’ Rights and
Responsibilities Statement.
Self-Sufficiency
Student organizations are expected to be financially self-supporting. Any financial obligations
entered into are exclusively those of the organizations. The University and/or the Senate hold
no liability. Each student organization is responsible for maintaining an account on campus.
This account must be held through the University Business Office. No off campus accounts are
permitted. Clubs and organizations that are not active for three years forfeit any remaining funds
in their account to the Senate to be reallocated to currently chartered clubs and organizations.
Fundraising
Chartered clubs and organizations may sponsor fundraising activities only after contacting and
receiving approval from the Student Center and Activities office. All fundraising activities must
be consistent with the mission of St. Catherine University and the chartered club/organization’s
purpose and comply with all local, state, and Federal laws. Please see the Fundraising Policy in
this handbook for more information regarding fundraising.
Responsibility to be Active
Student Organizations have the responsibility to be active within the University community,
which includes the following:
1) Filing an end-of-the-semester report with the Assistant Director of Student Center and
Activities, wherein the organization shall state the activities of the semester. Reports are
due at the end of both the fall and spring semester;
2) Sending a representative to the club leader’s meeting each semester;
3) Holding a minimum of two club meetings per semester;
4) Sponsoring or co-sponsoring a minimum of one event per year. The purpose of this
policy is to promote campus involvement of the clubs
Social Media Policies
Chartering Clubs/Organizations must follow these procedures regarding posting on Social
Media sites
Definition:
Social media are defined as media designed to be disseminated through social interaction,
created using highly accessible and available publishing techniques. Examples include but are
not limited to LinkedIn, Twitter, Facebook, YouTube, Blogs, chat rooms, Instagram, My Space,
D2L, email and Avatar and Flickr® to name a few. The purpose of this policy to help clarify how
best to enhance and protect institutional, professional and personal reputations when
participating in social media.
Social Media Policy:
This policy applies to all St. Catherine University students who use social media to represent or
discuss matters concerning the University including students who are members of University
chartered clubs and organizations, whether or not such use involves the University’s network or
other computer resources. (Faculty and staff of the University should refer to the Social Media
Policy in the St. Catherine University Employee Handbook.). The use of Social Media at or
concerning St. Catherine University is governed by the same laws, policies, and rules of
conduct and etiquette that apply to all other activities at or concerning St. Catherine University.
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Activities of a private nature conducted away from the University can subject you to disciplinary
action if those actions reflect poorly on the University or interfere with the conduct of University
business.
1. Remember that laws and St. Catherine University polices including the St. Catherine
University Community Expectations and Code of Conduct, including sexual harassment,
harassment, discrimination, defamation, infringement of copyright and trademark rights, and
unauthorized disclosure of student records and other confidential and private information apply
to communications by SCU students through social media.
2. Do not post confidential or proprietary information about St. Catherine University, students,
employees and alumnae.
3. Respect copyright and fair use. When posting, be mindful of the copyright and intellectual
property rights of others and of the University. For guidance, refer to the St. Catherine
University Copyright and the Fair Use Exceptions Policy: http://lgdata.s3-website-us-east1.amazonaws.com/docs/1034/687482/Approved_SCU_Copyright_Policy.pdf and St. Catherine
University Intellectual Property policy: http://libguides.stkate.edu/ip
4. Do not use St Catherine University logos for endorsements. Do not use the St. Catherine
University logo or any other university images or iconography on personal social media sites.
(See Personal Use of Social Media section on the St. Catherine University Social Media
Guidelines and Best Practices for Student, Clubs and Organization). Do not use St. Catherine
University’s name to promote a product, cause or political party or candidate.
5. Comply with the Terms of Service of any social media platform utilized.
6. Posts must be consistent with the mission of the University. Posts on social media sites
should protect the university’s institutional mission and voice. Appropriate etiquette includes
using language that is professional in tone, taste and content. No individual St. Catherine
student or organization should construe its social media site as representing the university as a
whole. This means taking into consideration: naming pages or accounts, selecting a profile
picture or icon, and selecting content to post – including names, profile images and posts.
Content should be clearly linked to a particular club or organization, or unit rather than to the
institution as a whole.
7. Whenever possible and appropriate, link back to the St. Catherine University web site. Posts
should be brief, directing the reader to content that resides within the St. Catherine University
web pages. When linking to a news article, photo, video recording, etc. about St. Catherine
University, check first to see if you can link to a release on the St. Catherine University Headline
News site instead of to a publication or other media outlet.
8. Know that the St. Catherine University Student Code of Conduct and Community
Expectations identifies misconduct online as follows: “Students are cautioned that behavior
online, such as harassment delivered by email, can be subject them to university conduct
action. Students must also be aware that blogs, web pages, social media devices such as
Facebook, Twitter and Instagram, and similar online postings are in the public sphere and are
not private. These postings can subject a student to allegations of conduct violations if evidence
of policy violations is posted online. The University does not regularly seek to discover this
online information but may take action if and when such information is brought to the attention of
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university officials. Should a student be found in violation of misconduct online, she/he may be
charged and a sanction(s) determined.
9. Always be truthful, accurate and complete in describing St. Catherine University programs
and services.
10. Strive to be accountable to St. Catherine University audiences via regular updates and
prompt responses when appropriate.
11. Always sign your post with your real name and indicate your relationship to St. Catherine
University. Do not use pseudonyms or post anonymously.
Social Media Guidelines and Best Practices for Students, Clubs & Organizations
Introduction:
Social media are powerful communication tools that have a significant impact on organizational
and professional reputation. Because they blur the lines between personal voice and
institutional voice, the following guidelines have been designed to help students clarify how best
to enhance and protect personal and professional reputations when participating in social
media. As noted in the “Best Practices in Social Media” (St. Catherine University Marketing
Communications web site), “communication in social media carries inherent risk and reward.
When you post a message, photo or video on any social media site sanctioned by St. Catherine
University, you have the power and privilege of representing the institution. This means you are
also responsible for helping to protect its reputation. Damaging information, rumors and illinformed opinions spread quickly in this ‘real time’ medium.”
Definition:
Social media are defined as media designed to be disseminated through social interaction,
created using highly accessible and available publishing techniques. Examples include but are
not limited to LinkedIn, Twitter, Facebook, YouTube, Blogs, chat rooms, Instagram, My Space,
D2L, email and Avatar and Flickr® to name a few.
Guidelines/Best Practices:
The following guidelines apply to those posting on behalf of an official student club or
organization but are also helpful for anyone posting on social media in any capacity.
 Be authentic and transparent in your postings. Identify yourself and your relationship
with St. Catherine University when commenting on St. Catherine sponsored social media
spaces.
 Strive for accuracy of your posting before making it public. If possible, have another pair
of eyes review it before you post. Review content for grammatical and spelling errors.
This is especially important if posting on behalf of the University in any capacity.
 If you find out something that you have posted is false, correct it as quickly as possible.
Do not delete the post, as this will cause more conversation than a simple correction.
 Remember your audiences. Be aware that a presence in the social media world is or
can easily be made available to the public at large. This includes prospective students,
current students, current employers, faculty, staff and peers. Consider this before
publishing to ensure the post will not alienate, harm or provoke any of these groups.
 Think twice before posting. Privacy does not exist in the world of social media. Consider
what could happen if a post becomes widely known and how that may reflect both on the
poster and the University. Search engines can turn up posts years after they are
created, and comments can be forwarded or copied. If you wouldn’t say something at a
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professional event or to a member of the media, consider whether you should post it
online. (If in question, contact the St. Catherine University Social Media Team in
Marketing Communications department.)
 Be respectful. Understand that content contributed to a social media site could
encourage comments or discussion of opposing ideas. Responses should be considered
carefully in light of how they would reflect on the poster and/or University.
 Read and abide by St. Catherine University Social Media Policy as stated in LeGuide
(go to student tab on KateWay, Clubs and Student Organizations Handbook.)
 Know that the St. Catherine University Student Code of Conduct and Community
Expectations identifies misconduct online as follows. “Students are cautioned that
behavior online, such as harassment delivered by email, can be subject them to
university conduct action. Students must also be aware that blogs, web pages, social
media devices such as Facebook, Twitter and Instagram, and similar online postings are
in the public sphere and are not private. These postings can subject a student to
allegations of conduct violations if evidence of policy violations is posted online. The
University does not regularly seek to discover this online information but may take action
if and when such information is brought to the attention of university officials. Should a
student be found in violation of misconduct online, she/he may be charged and a
sanction(s) determined.
 Respect the privacy of St. Catherine students, faculty and staff.
 Encourage open conversation. Listen to people and provide constructive feedback when
necessary.
 Follow copyright and fair-use laws and St. Catherine University Intellectual Property
Policy.
 Don’t inundate your readers. One or two updates per day is enough on Facebook, three
to five on Twitter. Follow the norms on each social media space, as it varies.
 Social media should be a vital part of your traditional communications plan – it should
not replace other marketing and public relations efforts. Review “Questions to Ask
Before you Launch into Social Media” (St. Catherine University
Marketing/Communication’s web site) which covers the resources you will need and the
goals you will want to set.
Personal Use of Social Media
 Always identify your views as your own. If you identify yourself as a St. Catherine
University student online, it should be clear that the views expressed are not necessarily
those of the institution.
 Do not use the name of the University, logo, mascot or other images on personal sites
without the expressed permission of the University.
 Do not use the University’s name to promote or endorse any product, cause, religion,
political party, candidate or anything else on personal sites.
 Remember that personal information can be used in identity theft, which can
compromise University security as well as employees’ own security.
 As noted above, privacy does not exist in the world of social media. Consider what could
happen if a post becomes widely known and how that may reflect on you. It is common
practice today for prospective employers to review candidate’s social media site(s) such
as Facebook to ensure appropriateness of candidate for the position begin considered.
Employers may screen out candidates who post inappropriate language, writing and
whose photos depict illegal behavior. On the other hand, posting positive information
such as leadership and community involvement can enhance a candidate’s image. If
you have any questions about your postings, contact Career Development to discuss
with a career counselor.
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Chartering Process
(Taken from the Senate Constitution Bylaws section F. University Policy toward Chartered
Organizations)
Chartering is valid for the academic year. New chartering applications are accepted in the fall of
each year by a date determined by the Senate Organizational Affairs Chairs and their
committee.
Renewal of a Charter (Rechartering)
Organizations who are currently chartered must submit a request for renewal by the spring
deadline determined by the Organizational Affairs Chairs. There will also be opportunities for
renewal in the fall, but this will be done on a case by case basis. If the records show that the
organization has been active in the past (at least 1 event, attendance at club leaders meetings,
submission of end of semester reports, at least 5-7 members), completed all necessary renewal
paperwork and has not abused its privileges, the charter will be automatically renewed for the
next academic year by Senate vote. If there are any discrepancies, a hearing will be held and
the Organizational Affairs Chairs will recommend if the group shall be put on probation or
charter denied. The Assistant Director of Student Center and Activities will be present at the
hearing. The recommendation will be considered by the Senate. Following the Senate vote,
charter renewals are presented to the Vice President for Enrollment Management and Dean of
Student Affairs for final approval.
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Chartering Process
Following receipt of the appropriate chartering forms (completed New Chartered
Club/Organization Registration Form, completed Contract Agreement, completed Contract
Addendum, completed Advisor Agreement, Constitution containing sections pertaining to
organizational purpose, membership selection, and duties of officers and amendments):
1) Requests will be considered by the Organizational Affairs Chairs and their committee;
2) The Organizational Affairs Chairs will notify the head of each organization of the time
and place at which its request will be considered so that the organization can send a
representative. The Assistant Director of Student Center and Activities will also be
present at the meeting;
3) The representative will answer the Chairs’ questions concerning the organization and
present any information pertinent to the charter request;
4) Groups that are religious or faith based will have their chartering application shared with
Campus Ministry for discussion and recommendation regarding alignment with the
Catholic mission of the University. This information will be presented to the Senate and
Vice President for Enrollment Management and Dean of Student Affairs.
5) Based on information provided by the organization and recommendations received, the
Organizational Affairs Chairs will make recommendations to the Senate that:
a. A charter will be granted
b. A charter will not be granted
c. A charter will be granted with documentation if the documentation is received by
its stated deadline
d. The request will be returned to the organization for revision;
6) This recommendation will be considered by the Senate at its meeting and action will be
determined by a two-thirds majority vote;
7) The request will then be sent to the Vice President for Enrollment Management and
Dean of Student Affairs who will supply written recommendation for approval or
disapproval. Explanations for such decisions will be supplied.
Chartering Process
Renewal of a Charter Checklist:
 Submit a completed Annual Chartered Club/Organization Registration Form
 Submit a completed Chartered Club/Organization Contract Agreement Form
 Submit a completed Club and Organization Advisor Agreement Form
 Submit a Chartered Club/Organization Roster including names, mail numbers, and email
addresses of at least 5-7 members.
 Submit a constitution, if there have been any updates/changes to it during the past
academic year.
Charter Denial or Revocation
Any organization whose charter has been denied or revoked may not submit a new charter
request in the same semester. Valid reasons for not granting a charter include:
1) Failure to meet the definition of an organization;
2) Submission of a constitution lacking one of the specified sections and/or indicating a
statement of purpose inconsistent with the University mission;
3) Sufficient evidence that the organization will not be active;
4) Failure to supply all of the following: Annual Chartered Club/Organization Registration
Form, Chartered Club/Organization Contract Agreement Form Club and Organization
Advisor Agreement Form, and an Addendum to the Contract Agreement Form
In some instances, the Organizational Affairs Chairs, SCA office, and Vice President for
Enrollment Management and Dean of Student Affairs may deem it necessary to review an
organization’s chartered status, operations, and procedures. Under such conditions, the Dean
of Students reserves the right to remove an organization’s chartered status with St. Catherine
University. St. Catherine University reserves the right to take any action it deems appropriate
with respect to any actions or activities undertaken by any student organization. Additional
information related to disciplinary actions is located in the Student Code of Conduct and
Community Expectations. Good cause for charter revocation shall include:
1) Failure to comply with submitted constitution;
2) Actions inconsistent with the mission of the University;
3) Abuse of any of the privileges granted by this policy;
4) Failure to be active on campus (see Responsibility to be Active);
5) Failure of group to attend club leader meetings;
6) Failure to have at least 5-7 members;
7) Failure to have a SCU faculty/staff advisor
8) Failure to act consistently within the guidelines stated in this policy
Organizations whose charters are being considered for revocation will be informed two weeks
prior to the date and time that the Organizational Affairs Chairs and their committee will hold a
hearing, as will any complainant that has filed complaint against the organization. The
Organizational Affairs Chairs and their committee’s decision, based upon evidence presented at
the hearing, will take the form of a recommendation to the Senate and must be approved,
amended, or retracted by a two-thirds majority vote. After receiving the Senate’s
recommendation, final approval, amendment, or retraction will be decided by the Vice President
for Enrollment Management and Dean of Student Affairs.
Disbanding
An organization wishing to disband must notify the Organizational Affairs Chairs and Assistant
Director of Student Center and Activities in writing of its intention at which time its charter will be
terminated.
15
Limited Charters
A group with outside political affiliation, engaging in political activities, representing a particular
point of view or who limits the membership of their group, shall be granted a special charter
where the organization has all rights and responsibilities of a fully chartered organization except
it cannot use the University’s name, seal and tax-exempt status.
Events and Communication Off-Campus
All chartered clubs and organizations must receive prior approval from the Dean of Students to
use utilize the University’s name or seal directly or indirectly off-campus. This regulation is not
intended as a restriction upon the rights of students to organize, but is necessary in order to
protect the proprietary name, credit, and facilities of the University.
Chartering Process
Hazing Policy
It is a violation for a student or student organization to participate in hazing or harassment,
which includes actions or situations that do or could result in mental, emotional, or physically
discomfort, embarrassment, ridicule, or endangerment whether intentionally, for fun, or by
consent.
16
Benefits and Privileges of Chartered Clubs and Organizations:
The following are some of the benefits and privileges that are extended to each St. Catherine
University chartered organization upon its official recognition through the Senate and the Vice
President for Enrollment Management and Dean of Student Affairs. An organization’s failure to
maintain recognition through annual rechartering may result in suspension of any or all of these
benefits and privileges.
1. Charge account at the Bookstore with 20% discount for purchases over $3.00. Items
can also be purchased at the MarketPlace.
2. The right to petition for funds from the Financial Affairs Committee of the Senate.
Benefits and Privileges
3. Charge account with Document Services and access to a Xerox copy code number
which enables you to use the copiers in the Student Organization Center and 1st floor of
Derham.
4. Account with the Business office (required) which entitles you to request checks,
deposit funds, use university purchase orders, receive monthly balances, and yearly
carry over statements.
5. Use of University name and seal (Permission to use the university name or seal off
campus must be approved by the Dean of Student Affairs- work with SCA to obtain
approval)
6. Access to reserving publicity options in the CdC through SCA
7. Ability to reserve rooms on campus through the Meeting and Events Services Office
(MES) at no charge.
8. Access to leadership workshops and assistance from staff in program planning, working
with a club account, and training information.
9. Listing on the Student Center and Activities website including contact information and a
link to the club or organization website. Note: All organizations with links to St.
Catherine University website must comply with student organization web site policies
and procedures as outlined by the Student Center and Activities Office.
10. To use storage lockers, mailbox, die cutter, printers, banner paper, button maker, and
other resources available in the Student Organization Center.
11. Participation in the annual Activities Fair.
12. Ability to order catering through Sodexo and apply the student organization budget
number.
17
SCU Alcohol and Drug Policy
St. Catherine University (SCU) recognizes that alcohol and drug use can create health, safety,
social and legal problems. SCU is therefore committed to maintaining a safe and healthy work
and educational environment, free from the unlawful use of alcohol and drugs. SCU is also
committed to complying with the requirements of the Drug Free Workplace Act of 1988 (DFWA)
and Drug Free Schools and Communities Act of 1989 (DWSCA). The term “SCU” as used in
this policy shall refer to the St. Catherine’s St. Paul and Minneapolis campuses.
*
*
*
*
*
Standards of conduct that clearly prohibit the unlawful possession, use or
distribution of illicit drugs and alcohol by students and employees on SCU
property or as part of any of SCU’s activities.
A clear statement of the disciplinary sanctions that SCU will impose on
students and employees who violate these standards of conduct;
A description of the applicable local, state and federal legal sanctions pertaining
to the unlawful possession, use or distribution of illicit drugs and alcohol;
A description of health risks associated with the use of illicit drugs and the use of
alcohol; and
A description of available drug and alcohol counseling and treatment resources.
This policy also contains requirements for complying with the DFWA.
SCU will conduct a biennial review of its alcohol and drug program to determine its
effectiveness, implement needed changes and insure that disciplinary sanctions are consistently
enforced.
Standards of Conduct
The unlawful or unauthorized possession, use, consumption, sale, or distribution of illicit drugs
and/or alcohol by SCU students and employees on SCU’s property or as part of SCU’s activities
is strictly prohibited. This policy applies to all full-time and part-time students and all full-time
and part-time employees, and any student employees and interns.
Disciplinary Sanctions
Students who violate this policy will be subject to appropriate disciplinary action, which may
include, but is not limited to: a reprimand or warning, disciplinary probation, suspension,
expulsion, and referral to the proper law enforcement authorities for prosecution. Employees
who violate this policy will be subject to appropriate disciplinary action which may include, but is
not limited to, counseling, mandatory participation in an appropriate rehabilitation program, a
warning, probation, suspension, discharge and referral to the proper law enforcement
authorities for prosecution.
18
The DFSCA requires SCU, as an institution of higher education, to certify that it has adopted
and implemented a drug alcohol policy as a condition of receiving federal funds. This policy,
which will be annually distributed in writing to each student and employee, contains the following
information:
Health Risks
Drugs and alcohol are toxic to the human body and if abused can have catastrophic health
consequences. Some drugs, such as crack, are so toxic that even one experimental use can be
fatal. The following is a summary of the various health risks associated with alcohol abuse and
the use of specific types of drugs. It is not intended to be an exhaustive or complete statement
of all the possible health consequences of substance abuse.
Drug and Alcohol Counseling
The Counseling Center at the St. Catherine St. Paul Campus (651-690-6805); the Counseling
Service at the Minneapolis Campus (651-690-7830) and the SCU Health and Wellness Center
(651-690-6714) provide professional help and referral for students concerned about alcohol and
drug use. Employees may voluntarily request assistance in dealing with drug or alcohol issues.
The cost of treatment may be covered by health insurance benefits.
Other locally available sources for assistance and counseling include:
*
*
*
*
*
*
*
First Call for Help Hotline – 211
(This hotline can provide information on counseling agencies, outpatient
treatment facilities for adolescent and adults, evaluation and referral information
and education information.)
AA Intergroup – 651-227-5502
(Referral number for AA groups in the Twin Cities)
Alanon Intergroup – 651-771-2208
(Referral number for Alanon groups in the Twin Cities)
Chrysalis – 612-871-0118
(Center for Women - chemical dependency treatment program)
Hazelden Metro Line – 866-545-6439
Riverside/Fairview Hospitals – 612-672-7272
(Chemical dependency services)
Narcotics Anonymous – 877-767-7676
Some national hotlines providing services:
*
Cocaine Helpline - 1-866-535-7050
The Cocaine Helpline is a round-the-clock information and referral service staffed
by recovering cocaine addict counselors.
*
NCADD Information Line - 1-800-622-2255
The National Council on Alcoholism and Drug Dependence (NCADD) provides
referral services to families and individuals seeking help with an alcohol or other
drug problem.
*
NIDA Hotline - 1-800-662-HELP
The National Institute on Drug Abuse (NIDA) provides a confidential information
and referral line that directs callers to cocaine abuse treatment centers in the
local community. Free materials on drug use are also distributed upon request.
19
Procedures and
Forms
20
Chartered Club/Organization Contract Agreement Form
ORGANIZATION INFORMATION
Organization:_________________________________________________________________________
Student submitting request:______________________________________________________________
Phone #:_____________________
E-mail:_________________________
Date:_____________
This agreement certifies that _______________________________________will conduct itself
according to the following statements, in exchange for the benefits given to chartered
organizations as stated in the Policy Toward Chartered Organizations. Should an organization
abuse its privileges or should a complaint be filed with the Assistant Director of Student Center
and Activities, a hearing will be held and a decision made as to whether the organization’s
chartered statues should be revoked for the remainder of the academic year.
The organization agrees to:
 Act in a manner consistent with Le Guide and mission statement of St. Catherine University;
 File an end-of-semester report of its activities with Student Center and Activities;
 Accept full responsibility for any bills incurred, with the understanding that the University will not in
any way be liable for bills or other action of the organization;
 Uphold the privileges and policies of the University and the Senate;
 Not sponsor any events or activities that will be detrimental to the University community, as
determined by the Student Senate;
 Assure that its members will actively participate in events or activities that it sponsors;
 Update the Assistant Director of Student Center and Activities when changes occur in rosters,
contact information, governing documents, etc.;
 Maintain a membership of currently enrolled students and a full-time faculty/staff member as an
advisor;
 Have a minimum of 5 members; officers must maintain a cumulative 2.0 gpa to hold office;
 Check their organization’s mailbox in the Student Organization Center once per week;
 Attend club leader’s meetings; and
 Receive prior approval from the Dean of Students to distribute publications or promotional
materials off-campus utilizing the University’s name or seal.
We understand that our organization and all of its members must comply with the aforementioned
responsibilities when chartered as a student organization at St. Catherine University. We have
read the previous policies and procedures and ensure that our organization will adhere to them.
We submit this application and request for chartered status as a student organization at St.
Catherine University.
______________________________________________________________________________
_______________________
Signature of President/Chair of Organization
Date
______________________________________________________________________________
_______________________
Signature of Additional Officer
Date
OFFICE USE ONLY
The above listed organization has in fact been granted such a charter by the Student Senate and Dean of
Students and is therefore, eligible for the rights and responsibilities of such organizations as stated in this
agreement and in the Policy Toward Chartered Organizations.
Senate Chair:_____________________________________________ Date:______________________
Senate President:__________________________________________ Date:______________________
Organizational Affairs Chair:__________________________________ Date:______________________
Assistant Director:__________________________________________ Date:______________________
Continuing approval by the Dean of Students is contingent upon the compliance with college guidelines
and policies include Chartered Club/Organization’s use of the University’s name and seal.
21
Dean of Students:____________________________________________ Date:____________________
Annual Chartered Student Club/Organization Registration
Academic Year:______________
We, the entire officer constituency representing, ____________________________ have read the
chartering policy and fully understand its contents. We agree to abide by these policies and understand
that failure to comply with these requirements or abuse of the privileges of chartered status will result in
the suspension or revocation of our charter for the remainder of the Academic year.
CONTACT INFORMATION
Responsible Member #1 Name:_______________________ Position:________________________________
Signature:___________________________________________
Phone #:______________
E-mail:_______________________
Signature:___________________________________________
Phone #:______________
E-mail:_______________________
Signature:___________________________________________
Phone #:______________
E-mail:_______________________
Signature:___________________________________________
Phone #:______________
E-mail:_______________________
Signature:___________________________________________
Phone #:______________
E-mail:_______________________
Advisor Name:__________________________________________________________________________
Title/Department:_________________________________________________________________________
Signature:___________________________________________
Phone #:______________
E-mail:_______________________
Mail #:________________
Please attach an additional sheet if needed.
Web page address (if applicable):_______________________________________________
If updated, please submit a new constitution.
As president or primary representative of this organization, I assume full responsibility to see that all
members are aware of and abide by regulations pertaining to chartered student organizations and to see
that this organization functions according to its approved constitution. The Student Center and Activities
Office has my permission to publish the above information in its directory on its website. In addition, I
recognize my obligation to be this organization’s representative to the St. Catherine University community
and to receive official communications and make the contents known to the entire organization.
I have read, understand, and agree to the above.
Signature of President:_________________________________ Date:__________________
22
Club and Organization Advisor Agreement Form
Responsibilities:
 Attend the regularly scheduled and special meetings of their organization.
 Attend off-campus events and events involving alcohol.
 Meet with executive officers to assist in the development of the organization’s programs,
goals, directions, and problems.
 Be available to meet regularly with officers/members when they need help.
 Stay current and familiar with the institution’s policies and rules which govern chartered
organizations.
 Sign all check requests and purchase orders.
 Monitor club/organization account and financial transactions.
 Ensure that new officers are elected by May 1 of the current academic year and that the
names of the new officers are sent to the Student Center and Activities office. In the
event that new officers cannot be elected by this time, the advisor will serve as contact
for the group until officers are elected and will inform the Student Center and Activities
office of this.
 Manage liability and risk management issues for the club/organization
 Attend Advisor meetings and training/development sessions sponsored by SCA.
Qualifications:
 A faculty or staff member at St. Catherine University employed during the full term of the
agreement.
 A willingness to commit time and energy to the organization.
 Knowledge of the University’s policies and procedures.
CLUB/ORGANIZATION ADVISOR AGREEMENT
I, the undersigned, agree to serve as the faculty/staff advisor for
_______________________________________________________________________________
Organization Name
for the term of ___________(month)/___________(year) through___________(month)/___________(year).
I agree to accept the responsibilities as outlined in the Club and Organization Advisor Agreement.
Name:__________________________________________________________________________
Title/Department:_________________________________________________________________
Phone #:__________________ E-mail:__________________________ Mail #________________
________________________________________________ ______________________________
Signature
Date
23
Please return to the Student Center and Activities Office, Coeur de
Catherine 270
Club/Organization Roster
Organization Name:______________________________________________________
Semester: ____Fall ____Winter
Academic Year:________________
(Minimum of 5 members needed to maintain a group. Please list the names of members.
Continue on the back if more space is needed.)
Complete Name of Member
SCU Mail #
Email
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
24
New Chartered Club/Organization Registration Form
New chartered clubs and organizations will only be considered once a complete proposal
packet is submitted. Please be advised that these forms do not constitute recognition, but only
your interest in starting a club or organization.
Thank you for your interest in starting a new club at St. Catherine University!
Academic Year:_____________
Contact Information
Proposed Organization Name:_____________________________________________
Student submitting request:_______________________________________________
Phone #:______________ Mail #:_______
E-mail:________________________ Date:________
Purpose of
club/organization:______________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
Advisor Information
Name:___________________________________________________________________________
Title/Department:____________________________________
E-mail:________________________
Mail #_______________
Phone #:__________________
Date:________________
**Please attach a constitution including an advisor’s letter of support with the
registration forms. See Model Constitution handout in the Student Center and
Activities office and website.
OFFICE USE ONLY
The above listed organization has in fact been granted such a charter by the Student Senate
and Dean of Students and is therefore, eligible for the rights and responsibilities of such
organizations as stated in this agreement and in the Policy Toward Chartered Organizations.
Senate Chair:_________________________________________________ Date:__________
Senate President:______________________________________________ Date:__________
Organizational Affairs Chair:______________________________________ Date:__________
Assistant Director:_____________________________________________ Date:__________
Continuing approval by the Dean of Students is contingent upon the compliance with
universities guidelines and policies include Chartered Club/Organization’s use of the
Universities name and seal.
Dean of Students:______________________________________________ Date:__________
25
New Chartered Student Club/Organization Registration Form
Academic Year:______________
We, the entire officer constituency representing, ____________________________ have read the
chartering policy and fully understand its contents. We agree to abide by these policies and understand
that failure to comply with these requirements or abuse of the privileges of chartered status will result in
the suspension or revocation of our charter for the remainder of the Academic year.
CONTACT INFORMATION
Responsible Member #1 Name:_______________________
Position:________________________________
Signature:___________________________________________
Phone #:______________
E-mail:_______________________
Position:________________________________
Signature:___________________________________________
Phone #:______________
E-mail:_______________________
Position:________________________________
Signature:___________________________________________
Phone #:______________
E-mail:_______________________
Position:________________________________
Signature:___________________________________________
Phone #:______________
E-mail:_______________________
Position:________________________________
Signature:___________________________________________
Phone #:______________
E-mail:_______________________
Advisor Name:__________________________________________________________________________
Title/Department:_________________________________________________________________________
Signature:___________________________________________
Phone #:______________
E-mail:_______________________
Mail #:________________
Please attach an additional sheet if needed.
Web page address (if applicable):_________________________________________
If updated, please submit a new constitution.
As president or primary representative of this organization, I assume full responsibility to see
that all members are aware of and abide by regulations pertaining to chartered student
organizations and to see that this organization functions according to its approved constitution.
The Student Center and Activities office has my permission to publish the above information in
its directory on its website. In addition, I recognize my obligation to be this organization’s
representative to the St. Catherine University community and to receive official communications
and make the contents known to the entire organization.
I have read, understand, and agree to the above.
Signature of President:____________________________________
Date:_____________
26
Chartered Club/Organization Contract Agreement Form
This agreement certifies that _______________________________________will conduct itself
according to the following statements, in exchange for the privileges given to chartered
organizations as stated in the Policy Toward Chartered Organizations. Should an organization
abuse its privileges, or should a complaint be filed with the Assistant Director of Student Center
and Activities, a hearing will be held and a decision made as to whether the organization’s
chartered statues should be revoked for the remainder of the academic year.
The organization agrees to:
 Act in a manner consistent with the student bill of rights and mission statement of St. Catherine
University;
 File an end-of-semester report of its activities with Student Center and Activities;
 Accept full responsibility for any bills incurred, with the understanding that the University will not in
any way be liable for bills or other action of the organization;
 Uphold the privileges and policies of the University and the Senate;
 Not sponsor any events or activities that will be detrimental to the university community, as
determined by the Student Senate;
 Assure that its members will actively participate in events or activities that it sponsors;
 Update the Assistant Director of Student Center and Activities when changes occur in rosters,
contact information, governing documents, etc.;
 Maintain a full-time faculty/staff member as an advisor;
 Have a minimum of 5-7 members; officers must maintain a cumulative 2.0 gpa to hold office;
 Check their organization’s mailbox in the Student Organization Center once per week;
 Attend club leader’s meetings; and
 Receive prior approval from the Dean of Students to distribute publications or promotional
materials off-campus utilizing the Universities name or seal.
We understand that our organization and all of its members must comply with the aforementioned
responsibilities when chartered as a student organization at St. Catherine University. We have
read the previous policies and procedures and ensure that our organization will adhere to them.
We submit this application and request for chartered status as a student organization at St.
Catherine University.
______________________________________________________________
Signature of President/Chair of Organization
___________
Date
______________________________________________________________
Signature of Additional Officer
___________
Date
27
New Chartered Organization Advisor Agreement Form
Organization Name:____________________________________ Academic Year:__________
Responsibilities:
 Attend the regularly scheduled and special meetings of their organization.
 Attend off-campus events and events involving alcohol.
 Meet with executive officers to assist in the development of the organization’s programs,
goals, directions, and problems.
 Be available to meet regularly with officers/members when they need help.
 Stay current and familiar with the institution’s policies and rules which govern chartered
organizations.
 Sign all check requests and purchase orders.
 Monitor club/organization account and financial transactions.
 Ensure that new officers are elected by May 1 of the current academic year and that the
names of the new officers are sent to the Student Center and Activities office. In the
event that new officers cannot be elected by this time, the advisor will serve as contact
for the group until officers are elected and will inform the Student Center and Activities
office of this.
 Manage liability and risk management issues for the club/organization
 Attend Advisor meetings and training/development sessions sponsored by SCA.
Qualifications:
 A faculty or staff member at St. Catherine University employed during the full term of the
agreement.
 A willingness to commit time and energy to the organization.
 Knowledge of the college’s policies and procedures.
Club/Organization Advisor Agreement
I, the undersigned, agree to serve as the faculty/staff advisor for
_______________________________________________________________________________
(organization name)
for the term of ___________(month)/___________(year) through___________(month)/___________(year)
I agree to accept the responsibilities as outlined in the Club and Organization Advisor Agreement.
Name:__________________________________________________________________________
Title/Department:_________________________________________________________________
Phone #:__________________ E-mail:__________________________ Mail #________________
Signature:__________________________________________________ Date: ________________
28
New Charted Organization Roster
Organization Name:____________________________________
Academic Year:________________
We, the undersigned, request permission from the Student Center and Activities Office,
the Dean of Students and the Senate to organize for the purpose of becoming an
officially chartered student organization of St. Catherine University. If this organization
is approved, all members are responsible to be aware of and abide by regulations
pertaining to student organizations and to see that this organization functions according
to its approved constitution. We understand that regulations pertaining to St. Catherine
University chartered clubs/organizations can be found in the Student Organization
Handbook. (NOTE: Minimum of 5 members in order to maintain group)
Complete Name of Member
SCU Mail #
Email
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
29
Chartered Club/Organization Budget Form
It is in the best interest of each Chartered Club/Organization to complete a budget form and
utilize it throughout the year. Questions regarding how to budget can be directed to the
Assistant Director of Student Center and Activities at x6210.
Budget figures are based on the following estimated membership:
Number of dues paying members:
______________________
Dues (per member, per year):
$______________________
Estimated total dues revenue (members x dues)
$______________________
Senate Funding:
$______________________
Other charges (if applicable):
$______________________
Fundraising/expected revenue:
$______________________
Rollover from previous year:
$______________________
TOTAL REVENUE:
Expenditures:
Printing/Copying
Retreats
Events/Activities
$______________________
$_______
$_______
$_______
$_______
$_______
$_______
$_______
$_______
$_______
$_______
$_______
$_______
$_______
Office Supplies
Public Relations
Postage/Mailing
Technology
Member Development
Recruitment Expenses
Conferences/Travel
TOTAL EXPEDITURES:
Gifts/Awards
Other
$_______
$_______
$______________________
Surplus/Deficit:
Total Revenue:
(-) Total Expenditures
(=) TOTAL
_________________________________________
Treasure’s Signature
_________________________________________
President’s Signature
_________________________________________
Advisor’s Signature
$_____________
$_____________
$_____________
_____________________
Date
_____________________
Date
_____________________
Date
30
Model Constitution
Chartered student organizations at St. Catherine University are required to have an approved
constitution. The information below includes information needed for approval by the University;
see the SCA staff for assistance and more detailed information. Constitutions should be
reviewed with outgoing and incoming officers each year or as changes occur within the
organization. Revisions to constitutions should be carefully considered and approved as
indicated in the document. When changes are made, a copy of the revised document should be
filed with the Student Center and Activities Office.
Constitution Approval Process
Once you submit your paperwork and constitution to the SCA Office, the Senate Organizational
Affairs Chairs and committee will review the paperwork. After review, the committee will call a
meeting the representatives from the organization to discuss any corrections or suggestions.
Most constitutions take more than one draft to be approved. If this is a new organization after
approval, the group will go to Senate for a vote.



Title
o
The constitution should be entitled “Constitution of” (official name of the group).
State the full, official name of the organization.
o The name of your organization should reflect the nature of your organization.
Article I: Purpose
o Provide a general statement about the purpose and goals of the organization as
well as the type of activities the organizations will engage in.
o This is also an appropriate place to mention the organization’s affiliation with
other groups, if any (if the group is a chapter of a national organization). If the
group is affiliated with a national/outside organization, it needs to be stated that
SCU policy supercedes the national organization.
Article II: Membership
o Include information about membership eligibility, standards, and requirements.
Example: “Membership shall be open to all currently enrolled St. Catherine
University students”.
o Remember that only students can be members of your organization. Faculty and
staff may attend events or meetings, but cannot be considered members of the
organization or serve as officers.
o List all requirements of membership. A few typical examples are: members are
required to attend organization meetings regularly or must contribute dues (if
organization chooses to have dues).
o This article should also contain the membership selection process (if needed).
31
Writing a Constitution
What should we include in the constitution?
A constitution should provide the structure for an organization, describe its purpose, and define
the duties and responsibilities of the officers and members. The objective is to draft a document
that covers these topics in a simple, clear, and concise manner. NOTE: According to the needs
of each organization, constitutions will vary. The information included below is meant to help
you think about your organization and its needs. Please note that this is only a guide and not all
information included would be applicable to all clubs. Please pay attention to the text and
whether or not it makes sense to include in your club's constitution.
Remember: When officers transition the constitution tells the new student leaders how the
organization is organized and run- so be specific!
o





Also list procedures for disciplining and/or removing members. Example: “Any
member not fulfilling the requirements as outlined in this constitution to the
satisfaction of the voting membership or violating St. Catherine University policy
may be removed from membership. A 2/3 vote of the membership is required for
removal of a member.” This section should also include information on how the
member is notified of the charges, and how the member presents her case to the
membership.
Article III: Officers
o Under this article list the titles of the officers, duties and responsibilities of each
office, when and how elections occur, and term of office.
o You should include information about any qualifications/length of term for the
organization’s advisor. The procedures for removing an officer should be
included and how vacancies will be filled should also be included.
o Example of officer duties: “President: preside over all meetings represent the
organization on campus, ensure that the organization is operating in conformity
with the standards set forth by the Senate and St. Catherine University maintain
communication with organization advisor, Senate Organizational Affairs Chair,
and the Student Center and Activities Office.”
o Example of Officer Removal: “If an officer does not fulfill the stated
requirements, the officer may be removed from office.” State voting
requirements, how the officer is notified, if the officer is permitted to speak before
the vote, and if the officer is removed or resigns, how to fill the vacancy.
Article IV: Meetings
o Include information on how often meetings will be held (at least 2 a semester at
the minimum), who has the authority to call a meeting, how far in advance
membership will be notified of special meetings, and what constitutes a quorum.
Article V: Finances
o Provide general information about the manner in which finances will be handled.
o If the group decides to charge dues, it should be stated how much the dues will
be and the purpose of the dues.
o State that the advisor and a designated officer must sign all financial paperwork
and that the group must have an account with St. Catherine University Business
Office.
Article VI: Amendments and Ratification
o This article needs to explain how constitution amendments may be made as well
as the procedure for adopting this constitution.
o Proposed changes to the constitution should be made to the general
membership and then voted on by the entire membership. State the voting
requirements for a proposal to pass.
o A ratified constitution is one that has been read and agreed upon by the entire
membership.
History of Constitution
o A date needs to be included to indicate when the constitution was ratified and
ensure that your group is operating on an updated constitution.
o Continue adding dates and explanations as the constitution changes.
Ex. 12/13/10- Amendment to eliminate secretary position and combine it with
treasurer passed with a unanimous vote by membership.
* As changes are made to the constitution, updated copies should be submitted to the SCA
Office.
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Constitution Checklist
Please use this checklist to make sure that all of the required elements are included in your
constitution before you submit it to Student Center and Activities. If you have any questions
while you are drafting or revising your constitution, please do not hesitate to contact us at
[email protected] or 6210.
Student organizations exist for the students within it. It is imperative that students govern the
organization. Specifically, advisors and non-students within the organization cannot have voting
rights or decision-making responsibilities. Remember, student organizations should be
democratic organizations.
 Name
o
Remember to clearly state the full name of your organization
 Purpose statement
o
o






The purpose of your organization should be clear and concise.
Any outside affiliations-remember, if your organization is affiliated with a national
organization, SCU policy supersedes the affiliated organization’s policies.
Membership
o Are there requirements?
o Who can join?
o Include information on removal of members
Officers
o Duties
o Methods of election
o Dates for elections
o Replacement procedure
o Removal of officers
o Any advisor requirements?
Meetings
o How often?
o Who calls the meetings?
Finances
o Who approves financial decisions?
o Who signs paperwork
o Group must maintain an account with St. Catherine University
Procedures for amending the constitution
o What percentage of membership must be present to amend?
o How must an amendment be brought to the membership and considered for
voting?
o What percentage of the membership must vote to pass an amendment?
History of Constitution
o Date of ratification
o Continue adding dates and short explanations to this section as the constitution
is amended.
33
Fundraising Policy
Introduction
Fundraising is an excellent way for your chartered club or organization to earn necessary funds
to support your events, conferences, or to buy supplies/equipment for your group. Chartered
clubs and organizations may sponsor fundraising activities only after contacting and receiving
approval from the Student Center and Activities office. All fundraising activities must be
consistent with the mission of St. Catherine University and the chartered club/organization’s
purpose and comply with all local, state, and Federal laws.
Fundraising Policy
St. Catherine University recognizes the need of student organizations to fundraise for projects
not funded through the Senate allocation process. These guidelines and policies are intended
to help organizations and departments be successful in their fundraising efforts by providing a
system to work within and to establish a relationship with the University’s Office of Development
and Student Center and Activities. These guidelines and policies have been created as a
collaborative effort between the Office of Development and Student Center and Activities.
Definition:
Fundraising at St. Catherine University includes the collection of money and goods through
donations, sales, and/or events for the purpose of charitable donation or organizational budget
enhancement.
Have you checked into other potential funding resources?
Here is a checklist that can help your group to determine if you need to do a fundraiser:
 Has your group submitted a funding request to The Senate and/or SKAT?
 Has your group reached out to other student organizations to collaborate on your
project/initiative in order to split the costs and help in other areas?
 Has your group gone to the Student Center and Activities office or other departments to see
if they would be willing to collaborate with you on your project/event?
 We have done all of the above and have not secured adequate funding to have the
project/event. We definitely need to fundraise.
If you have exhausted all of your resources and need to have a fundraiser, the next step is
deciding what kind of fundraiser to have.
Remember: Fundraising should not be the sole activity of your club/organization and it is
important to find resources and help for your endeavors so your club has time to pursue other
activities that is important to the group.
34
Types of Fundraising
There are several types of fundraising that your group may use in order to generate the funds
your club needs:
Internal (SCU only) Project: Fundraising
aimed only at SCU students, faculty, and
staff.
Examples:
 Bake Sales
 Candy Sales
 Flower Sales
 Etc.
Fundraising for a Charitable
Organization: Raising funds or collecting
items to donate to a charitable organization
such as The Red Cross, Catholic Charities,
Big Brothers/Big Sisters, etc.
Examples:
 Donation boxes
 Concert fundraiser
 Etc.
You’ve chosen your fundraiser, now what?
Once you have decided what type of fundraiser your organization will be doing you must set up
an appointment with the Student Center and Activities Office. During this meeting you will
complete the Student Fundraising Registration Form-you do not need to fill this out prior to
your meeting. Please be aware that there are time frames for approval for each type of
fundraising and you must be in contact with SCA before you begin advertising to promote your
fundraiser. These time frames are established to give you enough time to implement a
successful fundraiser. If your group fails to contact SCA prior to holding the fundraiser or fails to
uphold SCU policy regarding activities for which permission has been granted, the event will be
canceled.
Timelines:
 Project Fundraising: Contact SCA at least 2 weeks prior to the fundraiser.
 Solicitation: Contact SCA at least 4 weeks prior to soliciting.
 Fundraising for a Charitable Organization: Contact SCA at least 4 weeks prior to the
fundraiser.
Additional Guidelines-please read carefully:
Guidelines:
The following guidelines are applicable to all fundraising activities by chartered student
organizations at St. Catherine University.
1. The sponsor of a fundraising activity must meet with Student Center and Activities prior
to the fundraiser to obtain approval of the fundraising effort. Failure to meet with Student
Center and Activities could result in organizational
35
Fundraising Policy
Internal and External Project:
Fundraising aimed at SCU and family,
friends.
Examples:
 Magazine Sales
 Candy Sales
 Flower Sales
 Etc.
Solicitation: “Cold call” or make contacts to
businesses or individuals by mail, phone,
email, or in person to solicit for
contributions.
Examples:
 Gift Certificates
 Prize Items
 Cash Donation
 Product/Service
 Etc.
2.
3.
4.
5.
Fundraising Policy
6.
sanctions such as loss of organizational funding, removal of chartered status and/or
frozen assets.
All groups must submit acknowledgement letters to donors within 2 weeks of the
fundraiser (if not an anonymous donation- if donations are anonymous, put a thank you
on the Kateway Update). This is to ensure a positive response from the donors in the
future for other fundraisers that your group or another group may hold.
The purpose and activity of the fundraising effort must be consistent with the mission
and values of the student organization and St. Catherine University. Further, the
fundraising activity must not violate legal, tax, or corporate restraints
upon the University.
A currently enrolled student member of the sponsoring registered student organization
must be present during the entire time of the event- this includes Atrium Tables in the
CdC.
Event sponsors are responsible for ensuring that proposed activities comply with all
applicable federal, state and local laws, rules and regulations.
Spaces in which the fundraising activity is occurring must be identified by a sign
indicating the conducting entity’s name, goods, and/or services being sold, and pricesthis includes donation boxes.
Non-affiliated Profitable Organizations
1. Neither individuals (regardless of affiliations with St. Catherine University) nor private,
commercial organizations may sell or promote the sale of products on campus except
for:
a. Individuals or organizations with which St. Catherine University has entered into
a written contract.
b. Individuals or organizations who have received authorization through the Student
Center and Activities office to engage in the sales of goods or services via Atrium
table for the benefit of a registered student organization.
2. Commercial or corporate sponsorship of programs or events is permissible if the
sponsor and program has been approved by the Office of Development.
3. St. Catherine University reserves the right to require third parties participating in or
conducting fundraising activities to meet additional requirements, including without
limitation requirements that such parties furnish evidence of insurance coverage
acceptable to the University and/or agree to indemnify the University and University
personnel against liabilities arising from their acts or omissions.
4. St. Catherine University reserves the right to approve any proposed sponsor and the
content of sponsorship materials associated with a fundraising activity.
Non-affiliated Charitable Organizations
Fundraising for non-profit, charitable organizations (e.g. The Red Cross, Sarah’s Oasis, etc.)
having no direct affiliation with St. Catherine University, is encouraged, provided that the above
guidelines are followed, and:
1. The non-affiliated charitable organization submits a statement of support on the
organization’s letterhead or via email conversations (emails must include the company
signature information) to Student Center and Activities acknowledging that the
fundraising will occur on its behalf and indicating the expected date of the receipt of the
donation.
36
2. The organization is consistent with the mission and values of St. Catherine University.
3. The organization provides proof to the University that it is registered with the Secretary
of State of the State of Minnesota as a non-profit, charitable 501(c) 3 organization, that it
has received the Internal Revenue Service exemption letter, and that its proposed use of
the University’s owned, operated, or controlled property is in furtherance of its taxexempt, charitable purpose(s).
4. The registered student organization planning the event is responsible for all costs
incurred in connection with the event, other than those borne by the charitable
organization.
5. Educational information about the organization and the services it provides is made
available at the event.
a. The charitable organization is responsible for ensuring that its activities comply
with all applicable federal, state, and local laws, rules, and regulations.
6. All checks need to be written out directly to the non-affiliated charitable organization
directly in order to be processed.
Additional Requirements
St. Catherine University acknowledges that a policy of this nature may not anticipate every
possible issue that may arise with respect to fundraising activities. As a result, the University
reserves the right to impose reasonable restrictions and/or requirements with respect to the
time, place, and manner of fundraising activities. These restrictions may be in the addition to,
or in lieu of, those set forth in the policy.
Enforcement
1. Failure to obtain permission to engage in or sponsor sales or fundraising, or failure to
adhere to University policy regarding activities for which permission has been granted,
will result in the immediate curtailment and/or cancellation of the event by the Office of
Student Activities and/or the Office of Development.
2. The Dean of Students has jurisdiction over complaints against any student or registered
student organization(s) alleged to have violated this policy.
Sanctions
Sanctions for violation of this policy by students and/or chartered student organizations include,
but are not limited to: restitution, loss of the right the use University property or facilities for
activities, loss of recognition as a chartered student organization, other disciplinary sanctions
appropriate to the circumstances.
How to Advertise the Fundraiser
When advertising the fundraiser, the group must be clear that the event/fundraiser is
club/organization sponsored and NOT University sponsored. All advertising and publicity must
include:
37
Fundraising Policy
Prohibitions
1. Solicitation by credit card or telephone card companies, with the exception of those
approved by the University bookstore or the Dean of Students.
2. Fundraising for any candidate for political office
3. Sale or distribution of items that violate St. Catherine University trademark rights or
existing contracts.
4. Fundraising for organizations or activities that are inconsistent with the University’s
mission and values or those that violate the Code of Conduct and Community
Expectations.





The name of the sponsoring organization
A description of the fundraiser
The purpose for which the fundraiser is being held
The location of the fundraiser
Contact information of the sponsoring organization (name and phone number)
Fundraising Policy
Note:
 Fundraisers should be respectful of all individuals. Date auctions and other kinds of
“auctions” are not encouraged because they devalue the dignity of human beings to the
level of merchandise.
 In accordance with state law, no raffles shall be held on campus unless a license has
been secured.
 When soliciting in person to businesses or individuals, you should be courteous to all
people, even if they do not donate.
 Each organization will be held accountable for the fundraiser. If an organization enters
into a contract to sell a certain amount of product and fails to sell all of the items, the
club/ organization is responsible for the costs. Example: the group purchases candy bars
to sell, the group doesn’t sell all of the candy bars, and therefore, the group is
responsible for making up the cost of the unsold candy bars.
Do’s and Don’ts of Fundraising
Do keep records of everything you do
Do have a goal
Do keep track of those who have supported you in the past
Don’t allow fundraising to be the central focus of your organization
Don’t ask anyone to make a donation because the group “needs” the money
Don’t ask for a fixed amount when a donation will do just fine
Don’t expect too much from members-you should have fun and raise money
Don’t have a fundraiser based on impulse-plan carefully
Don’t wait until the last minute for anything
Don’t forget to be creative, energetic, and have fun!
38
Student Fundraising Registration Form
To be filled out during your meeting with the Student Center and
Activities Office. You do not need to fill this out yourself.
Note: If you plan to solicit businesses, you must provide a list of your targeted businesses to
the Student Center and Activities Office during your meeting.
Contact Information
Organization:_____________________________________________________________________
Name of Person Completing Form:____________________________________________________
Email:____________________________ Phone:________________________________________
Fundraising Event or Activity Information
Event Title:_______________________________________________________________________
Date(s) of Fundraiser:______________________________________________________________
Location:________________________________________________________________________
Description of products/services:_____________________________________________________
Description and purpose of fundraiser:_________________________________________________
________________________________________________________________________________
________________________________________________________________________________
Cost of product for contributors
(range):_________________________________________________

Type of Fundraiser
 Internal (SCU) only


Examples include: Bake sales and plant sales
Students are encouraged to send thank you notes to individual donors and post a
public thank you on The Daily Update and/or in The Wheel.
 Internal (SCU) AND external (people you know)
39

Students are encouraged to send thank you notes to individual donors and post a
public thank you on The Daily Update and/or in The Wheel

Will Saint Catherine University logo be used to publicize this off
campus?
(Circle one) Yes
No
Note: If the logo/University name is used off campus, the group must receive
prior approval from the Dean of Students- SCA can help with this process, but
allow a week to process.
 Solicitation of businesses (gifts, services and/or funds)
 Student Organization must provide a list of business they intend to solicit to
be approved by the Office of Development- SCA can help with this process,
but allow for two weeks to process.
 List of businesses attached? (Circle one) Yes No
 Student organization must agree to send a thank you note to all donors upon
completion of fundraising effort
 Fundraising for non affiliated charitable organization
o Name of charitable organization:___________________________________
 Non-affiliated charitable organizations fundraisers are required to submit:
 A statement of support on the organization’s letterhead,
emailed or faxed acknowledging that the fundraising will occur
on its behalf and indicating the expected date of the receipt of
the donation.
 Proof the organization is a certified non-profit or 501(c)3
certification
 Letter of support and 501(c) 3 status attached?
(Circle one) Yes
No
Signatures
I understand the official Saint Catherine University student fundraising policies
and agree to follow them for my organization’s fundraiser. I agree that a
representative from my club must attend the fundraising seminar offered during
the Club Leader Meeting before I/we begin fundraising.
Student Organizer Signature
Date Submitted
Student Center and Activities
Date Approved
40
Senate/SKAT Funding
What is it?
The Senate/SKAT funding is divided into two categories:
 Capital (Large) Contingency – Funding for purchasing permanent items for the SCU
community which benefit the Day student body.
 Student Advancement Fund (SAF) – Funding for things other than permanent objects for
the SCU community, which benefit students.
Why is it in existence?
The Senate/SKAT funding serves to support groups as well as individual endeavors that will
better students, and/or the SCU community such as dances, performances, conferences,
festivals, concerts, speakers, panels and celebrations. SAF and Capital Contingency exist
through the undergraduate day student activity fee of $140 per student. The Senate allocates a
certain portion of the activity fee each year for Capital Contingency & SAF funding.
How can one access these funds?
A group or individual can apply for these funds through the following process:
1. Visit the Senate Office or the Senate Kateway page to pick up a Senate/SKAT Funding
Proposal.
2. Prepare a word-processed proposal for the Senate. Answer all questions on the Senate
form. This will give the Senate the essential information they need to responsibly decide
whether to grant your request. The proposal materials must be thorough, clear and
complete with concise and accurate information. Please provide all available
information.
3. Give this funding form to anyone in the Senate office, and it will be directed to the
Financial Affairs Chair or please place it in the Senate Funding proposal folder outside
the Senate Office. Please turn in your proposal at least 3 weeks before you need the
funds. A last minute request for funding may be given lower priority because it may
reflect inadequate planning.
4. The Financial Affairs Committee will contact you with any follow-up questions concerning
your request.
5. The Financial Affairs Committee will present your proposal to the Senate and make a
recommendation for or against it. You are strongly encouraged to attend the meeting
supporting your proposal. Contact the Financial Affairs Chair on the Senate to find out
when your proposal will be discussed. The Board may or may not choose to modify your
request for funds.
6. You will be officially notified of the Senate’s decision by letter or e-mail. (Please note
your mailbox number and e-mail address on the information sheet).
7. For SKAT funding, work with the SCA Office to set-up a meeting with the SKAT
Community Connections Chairs.
8. When meeting with the SKAT Community Connections Chairs, come prepared with a
word-processed proposal that includes the essential information needed to responsibly
decide whether to grant your request. Please be thorough, clear and complete. Provide
all information available.
9. It is required that the individual/organization must explain details of the event, including
relevant background information, goals of the event, description of expenses, detailed
41
Senate/SKAT Funding
Who can use these funds?
Anyone at the University may request funds, as long as they are used for the benefit of the
undergraduate day students and enhances the student experience.
publicity/promotion plan, if the event was held previously, and changes that were made
etc.
10. All Senate/SKAT money will be distributed only when all the documentation (such as
contracts, receipts, invoices, purchase orders, etc.) are received.
11. In an effort to serve the greater number of students, we reserve the right to limit funding
to the same group to twice per year.
12. All allocations granted during an academic year must be processed and/or used for that
academic year only.
What if my club/organization also has graduate student, evening| weekend| online and/or
associate student members?
Club Accounts


Congratulations! It is always great to see student groups reaching across populations.
Funding for students that are in a different population can depend on what type of event
you are requesting funding for:
o If your club/ organization is seeking funding for an event open to the entire St.
Kate’s community, and would be worthwhile to that population, you can complete
funding requests from the Graduate Student Advisory Board, E|W|O Board and/
or Minneapolis Advisory Board. All funding processes are outlined on the boards
perspective website. Don’t forget that to receive funding you must also make a
concerted effort to market your events to this population.
o If you are seeking funding for an individual student to attend a conference,
workshop, etc, that student must go through their particular governing board to
receive funding. In other words, a graduate student cannot receive funding to
attend a conference from the undergraduate Senate.
Club Accounts
There is a series of accounts set up for student clubs and organizations. The Senate, student
publications and honor societies are automatically given a club account. All other account
numbers are assigned only to chartered clubs and organizations. Every chartered club and
organization MUST have an account with the Business Office. No outside accounts are
permitted.
Reimbursement Process:
Purchasing items with personal funds is never recommended. Our office will help
whenever we can to help you prevent spending your own money.





Submit your receipts and reimbursement form to the SCA Office with signatures from the
organization advisor and President/Co-Chair or Treasurer signatures.
Please tape your receipts to a piece of paper and staple paper to the reimbursement
form.
The receipt or invoice should prove that the items were paid for and that you paid for
them. In other words, credit card receipts should show that you are the owner of the
card. See more information below.
The receipt should show the form of payment. If you receive an invoice without payment
confirmation, return it to the company and request something be added.
When at a restaurant, return both the itemized receipt and credit card receipt because
your name is attached to the card on that receipt.
42


When paying with a check whenever possible have your name and check number added
to the receipt/invoice.
We will and can reimburse you for the tax on your purchases.
Where do the forms go after they are submitted?





Your account balance is verified
The form and information you submitted is checked over and you are contacted if it is
not complete. Once checked and complete, the form is initialed.
The SCA Director reviews all forms once initialed-all club requests require her
signature! If the form is still incomplete, you are contacted and the form is not signed
until completed.
The form goes to the Business Office for approval and processing.
Checks are cut weekly-typically arriving Thursday afternoon. Forms are typically sent to
the Business Office at the end of each week for next week's processing. Use this
information to best plan when you need to submit your forms!
43
Requesting Cash from your Account:







Request cash when your purchase can not be totaled until you arrive to the store and
receive the purchase-like dinner out, a Target run, etc.
Be mindful of the amount you are requesting. You need to be able to justify the amount
requested. Submit a shopping basket print screen from an online store or request an
invoice from the company you are purchasing from (for instance a restaurant).
Requesting cash requires a completed cash/check form submitted to the SCA Office and
your ID to pick up the cash from Student Accounts
Please submit this form to the SCA Office at least 7 business days prior to when cash is
needed.
Once you make your purchase, you must submit all original receipts to the SCA Office
(receipts should be taped to paper) and any remaining change to be deposited into your
account.
An account deposit (if you have leftover cash) is made at Student Accounts, deposit
slips can be picked up at student accounts or the SCA Office.
Cash/Check Request Forms and Deposit Forms are available in the SCA Office.
Requesting a Check from your Account:
 Request a check whenever something you purchase requires negotiation of the price or
lead time between ordering/reserving and receiving such as t-shirt designs, performers
and speakers.
 This requires a completed cash/check form, invoice or contract and W-9 submitted to the
SCA Office
 Blank W-9s and contracts are available in the SCA Office! It is a good idea to have a
contract for even a free performer or lecturer to ensure you are both agreeing on the
same date, time and performance.
 Once you request a check the first time, the vendor or performer’s W-9 remains on file
and the next check is easier to cut.
 When the check is cut, it will be delivered to the SCA Office. You will be contacted when
it is available for pickup!
Where do the forms go after they are submitted?
 Your account balance is verified
 The form and information you submitted is checked over and you are contacted if it is
not complete. Once checked and complete, the form is initialed.
 The SCA Director reviews all forms once initialed-all club requests require her signature!
If the form is still incomplete, you are contacted and the form is not signed until
completed.
 The form goes to the Business Office for approval and processing.
 Checks are cut weekly-typically arriving Thursday afternoon. Forms are typically sent to
the Business Office at the end of each week for next week's processing. Use this
information to best plan when you need to submit your forms!
44
Club Accounts
Please request cash or a check for ALL group expenses so you are not paying out of
pocket. It can take LONGER to reimburse you than to request a check!
How to Schedule an Event with Meeting & Event
Services
Please visit KateWay to reserve space on campus. Go to the Find It Your Way tab and
search for Meeting and Events. The reservation form is listed as Space Request Form. If
you have additional questions, call x6861.
Reserving Space on Campus
When completing the Space Request Form, be as specific as possible. If you do not know the
specifics of your event, complete the form to the best of your ability and contact Meeting and
Events with additional details closer to the event. Remember to read all space policies included
on the Meeting and Events website before reserving space!
Large event spaces such as the CdC Ballroom and JdA require a meeting with the Assistant
Director of Student Center and Activities before the request can be confirmed by Meeting and
Events. You can set-up a meeting by calling the SCA Office at x6210 or stopping by CdC Rm
270.
All requests for campus space use (including use of grounds such as the Quad) must be
directed to the Meeting & Event Services Office, which is located on the third floor in Coeur de
Catherine. Some space use requires approval from space managers and may have limitations.
The Scheduling Coordinator makes the necessary inquiries for you and is responsible for
administering policies with regard to space use on campus.
To use the fire pits on campus, complete the Fire Pit Form available in the SCA Office.
All large student organization require SCA approval. Once you submit a reservation through
Meeting and Events. The Scheduling Coordinator will prompt you to contact SCA. The
Assistant Director of Student Center and Activities will request either an email conversation of
face to face conversation to approve the reservation request.
All student organization events that advertise and invite the general public (people outside SCU
students, faculty and staff) require a Public Safety Officer to be present.
The Centers of Excellence, Butler Center, and the Pulse are not reserved through Meeting &
Events Services.



To reserve space in the Centers of Excellence please call x8847.
To reserve space in the Butler Center call x8777.
To reserve the Pulse please visit the Student Center and Activities office, CdC 270.
Please see the Pulse Reservation Form in this handbook for more information.
45
Fire Pit Policy &
Reservation Form
Updated: 10/28/13
Process of Reserving Fire Pit:
Please obtain signatures from the Departments/Offices listed below. Once you have obtained all signatures,
please submit this form to Meeting & Events Services, CdC 356, Mail #4034, at least two weeks prior to the
event in order to be considered for approval.
Public Safety Regulations:
1. The fire cannot be lit or must be extinguished if the winds exceed 10 miles per hour. Please call the
Department of Public Safety the day of your event to confirm the fire can be lit and there are no burning
restrictions in place.
2. The fire must be at least fifty (50) feet away from any vehicle or structure. The fire circle can be no larger
than three (3) feet in diameter or two (2) feet high.
3. Means of extinguishment must be present at the fire site.
4. The fire cannot be left unattended.
5. Public Safety (x8888) must be called at the beginning and end of the event.
Other Conditions:
1. Only chartered clubs, recognized organizations, and St. Catherine University departments may reserve and
use the fire pit.
2. The sponsoring group must provide firewood and is responsible for lighting and extinguishing the fire. The
sponsoring group must also provide any chairs and/or tables.
3. The fire must be extinguished by 11:30pm and the area completely clean and cleared by 12:00am.
4. If the Fire Department is called for any reason the sponsoring group is responsible for paying all costs
incurred from the call.
5. The fire pit can only be reserved from April 1-November 1.
6. This form, including all necessary signatures, must be returned to Meeting and Events Services at
least 2 weeks before the event in order to be considered for approval.
7. Reservations will be confirmed or denied by Meeting and Events Services via email. Reservations are not
guaranteed until you receive an email confirmation.
I have read and understand the Fire Pit Policy and Reservation Form. I assume responsibility and agree to
the regulations and conditions.
___________________________________________________________
Signature of Representative from Sponsoring Group
____________
Date
___________________________________________________________
Signature of Advisor (ONLY required for chartered clubs and organizations)
____________
Date
___________________________________________________________
____________
Signature of Student Center & Activities (ONLY required for chartered clubs & organizations) Date
___________________________________________________________
Signature of Facilities Management Representative
____________
Date
________________________________________________________
Signature of Public Safety Representative
____________
Date
Meeting & Events Use Only
Received by:__________________________________________________ Date:_________
Approved by:__________________________________________________ Date:_________
Confirmation sent via email: ____yes
_____no
Initials:_______________
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Catering Reservations
St. Catherine University does have an exclusive catering contract with Sodexo. That means all
events advertised and open to the entire St. Kate’s community and/ or general public must use
Sodexo catering. The only exceptions made must receive approval from Sodexo.
In order to make your arrangements as smooth and convenient as possible, please take the
following three steps:
1. Decide what type of event you wish to have.
 Student catering: All paper products, no linen or flowers. Only for pickup from kitchen.
 Casual beverage and meal service: Disposable paper products and linen tablecloth.
 Formal beverage and meal service: China, glassware, and skirted tables. (There may
be an additional charge for this service depending on the number of guests and
location.)
Catering
2. Reserve the room.
This should be done through Meeting and Event Services. Please visit KateWay and go to the
Campus Resources tab and under Where to/How to look for Meeting Space/Events to use the
online reservation system. You may also call them at (651) 690-6861 with questions.
3. Plan for your food and beverage needs.
No later than two weeks before the event, submit your request using the online reservation form
(Flavours) on KateWay on. The reservation form is available on the Dining Services Kateway
page. Search ‘Dining Services’ under the Find It Your Way tab. This form includes only a
portion of catering options if you would like to choose other options or need some help planning
all the catering details of your event, call Catering at (651) 690-6900. Catering will send you
email confirmation of your event within three working days of receiving your final arrangements.
Late Reservations
In order to ensure product and staff availability, your reservation and service details (menus
included) should be finalized five working days before the day of your event. For late
reservations, less than five working days prior to the event, approval must be obtained from
Catering. There may be additional charges for catering requests placed with less than
three working days notice.
Guarantee
Campus catering requires a final count three working days before an event. This count is
your guaranteed number. On the final billing, you will be charged for the guaranteed number, or
the actual attendance, whichever is greater.
Attendant Charges
To ensure that your event is a success, catering attendants will be provided for all served meals
and buffets during the first one-and-one-half hours of your event at no additional cost. If
additional time or number of attendants are desired, attendants are available for an additional
fee per hour per server.
Billing
All campus groups will need to submit a department or student organization budget number
before services are rendered.
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Student Organization Center
The Student Organization Center, located in Coeur de Catherine 253, is a resource space for
student organization leaders and members. A variety of supplies, tools, and information are
available to help leaders. Below is a listing of what is available.
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Don’t forget-Clubs and organizations can also use the Student Conference Room, CdC
286. You may reserve the conference room with the SCA Office Coordinator in the
Student Center and Activities Office.
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Student Organization Center
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Mailboxes- Each chartered organization receives a mailbox. The Student Center and
Activities Office will distribute updated account balances and Document Services reports
every month so be sure to check your box regularly!
Computers and Printer- 6 computers and 1 printer are available for club leaders to
event plan and organization their group!
Copier- 1 copier is available for student organizations. Chartered organizations receive
new copy codes yearly. If making more than 25 copies at once, please remember to use
Document Services.
Banner Supplies- Banner paper and die cuts (letter and shape stamps) are available for
chartered organizations to create signs and banners.
Storage Lockers- Each chartered organization receives a storage locker to store
decorations, publicity, etc. Keys are available at the Information Center.
Kitchenette- Organizations are welcome to store food in the refrigerator or serve food
from the buffet. Please remember that others use the space as well and storing food is
at your own risk.
Student Center and Activities Staff who are knowledgeable about a wide variety of
organization and leadership topics can be reached right through the adjoining door to the
Student Center and Activities Office.
Remember, the Student Organization Center is not a reservable space, if you do use it
for meetings please be aware that the space is open for others to use. You cannot
advertise your meetings if you use the Org Centers for meetings.
Flatscreen Television- The television in the Organization Center was donated by
Senate as a meeting and planning tool for student organizations. The remote, VGA cord
and Mac adaptor are available for check-out at the SCA Office front desk. Feel free to
use this TV for meeting agendas, finalizing publicity, creating budgets, etc. This
television does not get cable!
Access to Club Key Cabinet
Club Key Cabinet
Keys to the cabinets are available from the Information Center for chartered club and
organizations during regular building hours, everyday 7am – 12am unless during the
academic year. Holiday hours differ and will be posted on each entrance and the
Kateway Update.
Procedure:
 The organization’s list of officers submitted with the chartering paperwork will be
used as an access list for the cabinet. If you wish to add anyone to the access
list, work with the SCA Office to do so.
 This list will be kept with the key in the club’s key sleeve.
 When a student requests a key, she must surrender her ID.
 The key to the cabinet is given to the student and the staff member then places
the ID in the sleeve that held the key.
 When the key is returned, it is placed in is proper sleeve and the ID is returned to
the student.
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The Pulse
The Pulse is a versatile space on campus that houses a variety of events located on the
1st floor and the entrance is inside the Dining Room.
With food service 7 days a week from 11am - 10pm, this comfortable and relaxed space
adds to the vibrancy on campus.
With a unique atmosphere and built-in food service, any event taking place in The Pulse
already has a built-in audience.
The Pulse
To reserve the Pulse for your student organization or department:
 Contact the Assistant Director of Student Center and Activities or email
[email protected] to ensure the space is available
 Submit the Pulse Reservation Form to the SCA Office. The form is available via
a google document and can be accessed from Kateway. Log on to Kateway then
under Find It Your Way type Pulse.
 Once received, you will receive an email confirmation from The Pulse Manager
confirming the date and requesting a time to meet and review the event details.
The Pulse has two monthly programming series'- The Pulse Unplugged and Saturday
Cinema.
 Check the SCA Activities calendar for dates and band or movie names.
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Get the Word Out!
Publicity Options at St. Kate’s
Various types of publicity options are available to chartered clubs and organizations and
departments in Coeur de Catherine to provide information to students, faculty, and staff.
Publicity Options and Policies
Before you begin posting, please read these 2 tips for effective publicity:
Start early! Allow extra time to get your information in. All publicity options need more than a
24 hour turnaround. At the minimum, plan to submit all of your publicity forms 2 weeks in
advance.
Follow the guidelines! Your publicity cannot be posted if you haven’t followed the guidelines.
Following the guidelines will ensure that your time and money spent on creating publicity was
well worth it. Guidelines are listed later in this handbook.
To publicize in the CdC, complete the Publicity Request Form (available via a google doc on the
SCA Kateway page) and select the publicity options want. Below are descriptions of the options
available.
Publicity Hints
 Publicize to a target audience
 Word of mouth is ALWAYS the most powerful way to advertise an event
 Make publicity an integral part of your budget and event timeline
 Pick someone creative to develop your advertisements
 Create advertisements that are clear, concise, catchy and contain the necessary
information: time, date, location, who and what.
 Post advertisements in high traffic areas for the population you are targeting
 Think of creative, alternative ways to advertise your event
 Use of the St. Kate's logo off campus requires approval- Contact the SCA Office for the
process.
Get Started
Listed below are the different types of publicity options available for your chartered student
organization or department. All the options below require completion of the Publicity Request
Form available in the SCA Office.
Banners
Banner space is available located near the stairwell in the first floor atrium of Coeur de
Catherine. These banners are created using the banner paper and die cuts available in the
Student Organization Center.
Floor Windows and 23x31 Posters
Floor windows are located on the floor near the atrium entrances in Coeur de Catherine. These
are 23x31 posters created out of an 8 ½ x 11 original that you supply.
Easels and 8 ½ x 11 Sign Holders
If you have an event on campus and need to direct people toward your event space, reserve an
easel or sign holder. Taping your signs to doors, windows, columns, or other surfaces in Coeur
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de Catherine is not permitted. Using a sign holder or easel will ensure that your directions will
not be removed and presents a more professional look for your event or meeting.
Outdoor Sign Holder
An outdoor sign holder is available to use outside of the doors to Coeur de Catherine. The
holder requires a 23x31 poster.
Buttons
The button maker creates 3 inch buttons using the artwork that you provide. Buttons are 25
cents each.
Digital Signage
If you would like your flier to be posted on the TV screens around the CdC, send a pdf or jpg of
the poster to [email protected]. Remember to include the dates you would like the flier
to be posted!
Atrium Table Reservations
Tables are available on the second floor of Coeur de Catherine for chartered organizations and
University departments to use for things such as bake sales, handing out publicity materials, or
seeking support for something. Please note that there is a rental fee for external organizations
reserving an atrium table.
Sidewalk Chalking
All chartered clubs and organizations and University departments must request and receive
approval for chalking with the Office of Student Affairs. This form is available through the SCA
Office. The SCA Office will work with Student Affairs to receive approval.
Display Case
Your group may reserve a display case to showcase your upcoming event. The display case is
located on the second floor atrium of Coeur de Catherine.
Personal Invitation and Word of Mouth
Don’t forget, this is a great way to get the word out. Personally inviting people to your event is a
wonderful idea.
Now that you are aware of the various options available to you, your next step is to figure out
your publicity needs, read the guidelines for each publicity option, and complete the necessary
forms. If you have more questions, call Student Center & Activities at x6210.
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Posters/Fliers
Posters and fliers may be posted on the bulletin boards in Coeur de Catherine. Please take
your poster or flier to the Information Center. There it will be approved and posted by the
Building Manager. The Information Center accepts 5 fliers for Coeur de Catherine, Residence
Life accepts 40 fliers, and more can be distributed on the bulletin boards throughout campus. A
listing of where the bulletin boards are around campus is available outside the Information
Center.
Guidelines, Policies, and Processes for Publicity
PLEASE READ THE GUIDELINES BEFORE COMPLETING A RESERVATION FORM
University Publicity Policy and Coeur de Catherine
Reservation Guidelines
St. Catherine University Posted Materials Policy:
This policy refers to any form of publicity posted on the St. Catherine University campus.
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Each building on campus has designated locations for the posting of signs, posters and
other information. Certain bulletin boards, display cases or glass cases in each building
are the responsibility of individual campus departments. Those departments control the
use of these areas and must be contracted for use by other members of the campus
community.
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Posted materials must be of interest to some portion of the campus community and/or
be sponsored by an individual or group within the campus community.
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The University reserves the right to determine the appropriateness of any materials
posted and the locations for posting.
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All posted materials must clearly indicate the individual or group sponsoring the posting
and contain an address or telephone number where the sponsor can be contacted.
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It is the responsibility of the sponsoring group or individual to post materials in
appropriate locations and to remove them immediately after the information is outdated.
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Information regarding meetings or events must be removed within two days of the
completion of the meeting or event.
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Material posted inappropriately is subject to immediate removal.
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Questions regarding this policy can be referred to Student Life, Minneapolis campus at
(651) 690-7831, or the SCA office, St. Paul campus at (651)690-6210.
Coeur de Catherine Reservation Guidelines:
The policies below are for Coeur de Catherine (CdC) publicity spaces and materials only.
Please note that other buildings may have their own guidelines for publicity. Questions
regarding CdC policies can be directed to the Student Center and Activities (SCA) office, 270
CdC or x6210.
Please note:
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All requests must be submitted using a Publicity Request Form, which is available in the
SCA office and on the SCA website.
Only chartered clubs/organizations or St. Catherine University departments may submit
button requests.
Requests will be confirmed or denied by the Student Center and Activities Office. Requests
are not guaranteed until confirmation is received.
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Requests are on a first come, first serve basis. Requests should be submitted at least two
weeks ahead to ensure supplies are available.
Student Center and Activities Office reserves the right to approve or deny requests based
on consideration of fire codes, number of requests, previously scheduled events, staffing,
resources, materials and time.
Atrium Table Policy:
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Four tables are available for SCU chartered student organizations and University
departments to use for the purpose of solicitation. The tables are located in the 2nd floor
Atrium of Coeur de Catherine. “Solicitation” in this statement means the seeking of funds or
other support, such as signatures, food, or supplies by a chartered student organization
from persons outside its membership or by individual students. Solicitation includes
activities as the sale of goods or services; the distribution of literature, materials or products;
or the promotion of rallies, parades, runs, or special events.
Two tables are available for external organizations to use for the purpose of solicitation.
The charge is $50 per table. The tables are located in the 2nd floor of the Atrium of CdC.
“Solicitation” in this statement means the selling of goods or services, information
distribution about a company and/or product.
Outside vendors must fit within the mission of a Catholic Women’s Liberal Arts institution.
Vendors soliciting for credit cards will not be allowed to reserve a table.
The University reserves the right to deny a solicitation table to any external organization.
Fees will be waived for private, not for profit organizations who fit within the mission of a
Catholic Women’s Liberal Arts institution.
All organizations must display the name of the department or student club at all times. At
the beginning of each reservation, department or sponsoring organization must check-in
with the Student Center and Activities Staff to obtain table sign.
SCA reserves the right to relocate or rearrange atrium table locations where there is a
conflict with other events or within CdC services.
Groups not staffing their tables within the first hour of their reservation will forfeit their
reservation. An atrium table that becomes available as a result of a forfeited reservation is
available to all users.
SCA will not store any materials related to atrium tables. Any materials left after the
reservation will be discarded.
Department or student organization members must remain seated behind or standing to the
side of the atrium table.
Departments or student clubs collaborating with an outside organization must have a
member of the organization or department at the table at all times.
All materials must be contained on the table. Tables, groups, and/or distribution of printed
material must not obstruct normal traffic flow. All atrium tables must remain in designated
areas. The use of extra tables will not be allowed.
All signage must be kept to the table. No signs may be taped to walls, laminate, pillars or
railings.
All departments and student organizations must ensure that at the end of their reservation
the area is clean.
SCU Student Center and Activities reserves the right to cancel existing reservation and deny
approval of future requests to groups not following these guidelines.
St. Catherine University assumes no liability for information distributed or goods sold.
Banner Policy:
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Banners are hung on Mondays and will remain hung until the following Monday. Only one
space per sponsoring organization per given time period.
The sponsoring organization must deliver the banner to the Student Center and Activities
Office by 10:00am on the reserved start date. Late delivery may cause the sponsor to lose
the reservation.
The Student Center and Activities Office will hang the banner in the proper location for the
sponsoring organization.
Banners will be disposed of unless specified. If banners are to be held for sponsoring
organization once taken down, banners will remain in the SCA Office for one week only.
After one week, banners will be disposed of by staff.
Banners must be 3 feet wide and 6 feet long in size and made with banner paper provided in
the CdC Student Organization Center. Six inches of blank banner paper must be left at the
top so the banner can be hung without covering the design.
Banners must be made with die cut letters and shapes or drawn legibly. Illegible banners or
banners not made with banner paper will not be displayed.
Banners must include event date, event name, location, time and organization contact
information to be approved and hung.
Button Maker Policy:
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The Student Center and Activities Office button maker was purchased for the purpose of
creating buttons with positive, inviting, smile-inducing messages. The button maker will not
be used to make grumpy, unhappy, exclusionary buttons.
All button makers must take personal responsibility when creating buttons.
The cost of the button maker is $.22 (twenty-two cents) a button. Your club/department
account will be billed for the total number of buttons made.
The user of the button maker must read the instructions on how to operate the button maker
before using.
All users must supply their own paper and artwork.
The button maker creates 3” buttons. Users must always cut their designs on a flat surface
using the Cut-A-Circle and cutting mat provided. If for some reason the mat is not available,
cut on a layer of thick cardboard or poster board. Never cut directly on wood, glass, or
plastic.
The button maker cannot be taken out of the Student Organization Center.
If the button maker is lost, broken, or stolen, the user’s organization or department account
will be billed for the cost of a new button maker.
Display Cases:
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Coeur de Catherine display cases #1, 2, 5 and 7 – 10 on the 2nd floor atrium entrance may
only be reserved by chartered student organizations and University departments. Please
see chart in SCA office.
Cases may only be used to promote upcoming events or chartered student organizations
and University Departments.
Display case reservations run from Monday – Monday and the sponsoring organization is
responsible for setting up and taking down materials. If display cases are not taken down in
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a timely manner, SCA staff will empty cases and hold materials for 48 hours or Wednesday
at 5pm before disposing of materials.
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Requests for longer than Monday – Monday are considered Special Requests and
dependent on available space.
To access display cases, keys for the display cases are available at the Student Center and
Activities Office and can be picked up Monday – Friday from 8:00am – 4:30pm excluding
University closings.
Departments or student organizations that have not utilized their display case by 12pm on
Wednesday on the week of their reservation automatically forfeit their reservation. The first
group requesting to utilize the display case may do so for the remainder of the week.
The name of the organization, event title, date, time and location of the upcoming event
(when applicable), and contact information for the organization must be prominently
displayed.
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Flyers must include event date, event name, location, time and organization contact
information to be approved and hung.
Flyers should be 8 ½ x 11 inches in portrait format.
Flyers are posted on Mondays and removed the following Monday by Student Center and
Activities Staff
All reservations made for elevator posters follow the above St. Catherine University posting
policies.
Coeur de Catherine Special Request Guidelines:
The items below are considered Coeur de Catherine Special Requests. Please note that other
departments offering similar services may have their own guidelines for donation boxes.
Questions regarding CdC Special Requests can be directed to the Student Center and Activities
Office, 270 CdC x6210.
Please note:
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All Special Requests must be submitted using a Special Request form,
which is available in the SCA office and on the SCA website.
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Requests will be confirmed or denied by the Student Center and
Activities Office.
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Student Center and Activities Office reserves the right to approve or
deny requests based on consideration of fire codes, number of requests, previously
scheduled events, staffing, resources, materials and time.
Donation Boxes:
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Donation box requests require a meeting with the Assistant Director of SCA.
Meeting can be scheduled when submitting completed Special Request Form.
Boxes must be checked and if necessary emptied everyday of donation drive.
Space in front of the Information Center for a maximum of 14 consecutive days at a time.
Popcorn Requests:
Student Club/Organization
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Popcorn can be requested for one event per semester
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Elevator Postings:
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Minimum order is 25 bags. Maximum order is 100 bags.
Requests cannot be filled on Fridays between 10am and 2pm.
Requests are not guaranteed until after meeting with the SCA Office
Coordinator and electronic confirmation is received.
SCU Departments
 Minimum order is 25 bags. Maximum order is 75 bags. Larger orders can be
made through Dining Services catering department.
 Requests cannot be filled on Fridays between 10am and 2pm.
 Requests are not guaranteed until after meeting with the SCA Office Coordinator
and electronic confirmation is received.
Balloon Requests
SCA is currently not taking Balloon requests.
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Officer Resources
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Advisors
Each Chartered Club/Organization is expected to have an advisor who is a member of St.
Catherine University faculty or staff. If a group does not have an advisor, the Student Center
and Activities Office can assist the group in finding one. However, it is the responsibility of the
club/organization to secure an advisor.
Selecting an Advisor
It is helpful when selecting an advisor if organizations determine the role they wish the advisor
to assume in the organization. Organizations should identify their expectations of the advisor
and share them with the person being considered, at the same time offering that person an
opportunity to present his or her own expectations. Questions to consider might include:
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Advisors
How much involvement is expected or needed?
How often does the group meet?
How many major activities does the group plan?
What kind of skills would the advisor bring to the group? How do these skills match
the needs of the organization?
 What are some of the problem areas that your organization especially needs
advisory assistance in dealing with?
 What are some of the ways you think the advisor could be more helpful to you, both
as a group and as individuals?
 Do you want the advisor to be: a) a silent observer at meetings, or b) an active
participant?
 Do you want the advisor to interrupt if she/he thinks the group is getting off track?
When? How?
 Do you want the advisor to spend time “hanging out” with the club or do you want the
advisor to remain a “resource” person away from the group?
hat to expect from your Advisor
Organizations require different kinds of advising styles, depending on the stages of
development of the organization and its leadership. The list below gives some indication of the
range and amount of responsibility that is placed on the adviser. It is recognized that not all that
is listed is required all the time.
 When a member of the faculty or staff is asked to serve as an advisor, she or he should
be informed about the organization and what the organization will require.
 A new advisor should be given an orientation relating to all the activities of the
organization.
 Notices of the meeting should be given to the advisor. When a designated meeting time
is set for the semester or the year, every attempt should be made to set a time that is
convenient for the membership, as well as the advisor.
 The organization should confirm the appointment of the advisor and have her or him
complete the Advisor Agreement each year.
 Organizations should always invite the advisor to all events. Advisors are required to
attend off-campus events, events involving alcohol, or a major campus event open to
guests outside of St. Catherine University
 If a situation arises that may cause problems for the organization or any member of the
organization, the advisor should be informed immediately.
 Advisors should be aware of the financial condition of the organization. The adviser
should not be expected to sign check requests until she/he has evidence of the validity
of the documents.
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Minutes of meetings as well as other materials from the organization should be
submitted to the advisor as these materials are made available to the members.
Advisors should be aware of University policies, attitudes of the faculty and
administration, and help the organization to understand limits, restrictions, and avenues
for achieving its objectives.
Recruiting New Members
Recruiting New Members
Do you have more projects than group members to complete them? Are you a new club or
organization and are trying to attract members? If you are in need of some fresh perspectives
and talents, take a look at these ideas to help improve your recruiting skills:
Before actively recruiting members, identity the interests and talents your organization
currently needs. How many members do you need? Are you only interested in specific
majors? Do you need someone to keep your finances in order? An artist to create
posters and fliers? A more diverse membership to get a wider variety of ideas? In most
cases, your best bet is to identify specifically what types of members you need rather
than just simply looking for anyone to fill your membership.
Where are your members?
Once you know what type of people you need, you can narrow down the most likely
places to find them. Attend activities sponsored by groups different from your own group
to meet others with viewpoints and ideas not currently found in your group.
Inform people about your organization. The aims and goals of your organization should be clear
and consistent and they should be communicated to prospective members at every opportunity.
This is an ongoing activity of groups. Clear goals and organization promote your public image.
Very Important: How you go about contacting people is critical. Generic letters may be
timesaving, but are often considered “junk mail.” Send your prospective members
personalized letters. Be sure to include a description of your group’s purpose and benefits
of being a member. Personal contact is very important, so let the person know why you
want her to join. All contacts with prospective members should be followed up. Even if she
decides not to join at this time, make sure the contact leaves her with a good feeling about
your organization. Sitting back and waiting for them to make the next move will cost you
many new members; you have to get people interested in your organization.
Wow-they really want me! That is how you want your prospective members to feel. Make a
phone call; meet her for coffee, something personal to feel like they know someone in the
organization. Invite them to one of your meetings and escort them to the meeting, it will help
ensure that they get there, and let them know how important they are to the organization.
You’re on a roll! Once people have agreed to come to a meeting, do not leave it at that.
Personally welcome them at the meeting, introduce them to others. Make them feel
welcome, appreciated, and excited about the organization. The first meeting they attend is
critical when they are forming their opinions and deciding whether to join their group. For
this reason, it is probably not a good idea for their first meeting to be an annual budget
meeting.
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Additional recruitment tactics:
 Have current members bring friends to the next meeting
 Ask resident advisors to promote your organization or event at floor activities, or
see if you can attend and deliver you message in person.
 Make brief pamphlets or information sheets and make them available to
students.
 Talk up your group with friends, classmates, and everyone else you see!
Also important: The members assigned to staff your table at the Activities Fair should know your
group’s goals and plans for the upcoming year and should speak enthusiastically of them to
interested students at the Activities Fair.
Meetings
The manner in which an organization conducts its meetings can often determine the success of
the organization. Few people enjoy sitting through long and drawn out meetings where little is
accomplished. The particular nature of each organization will determine the degree of formality
used in conducting its meetings. Whether your group needs formal business meetings or
informal discussion meetings, a good leader should strive to facilitate maximum participation in
order to keep members interested in the organization. The following are some factors which
contribute to successful meetings:
Before the meeting.
Seating pattern is important. For better control, the leader should be centrally located. Arrange
chairs and tables according to the degree of formality desired. Check the comfort level of
seating, lighting, acoustics, temperature, and ventilation. Uncomfortable arrangements can
make meetings long and unsuccessful.
Plan the goals for the meeting.
Identify what is to be accomplished at the meeting. If there are not goals, don’t have a meeting!
Prepare an agenda and meet with officers and your advisor prior to the meeting to discuss items
to be included on the agenda. Members presenting topics, reports, or items for discussion
should be prepared in advance. The agenda should list items in the order for discussion and
copies should be made for each member.
Minutes of meetings.
Although it is natural to think only in terms of “here and now,” the decisions you make today may
have significant impact on the organization in the future years. Therefore, it is important that a
thorough and accurate record of all organization meetings be recorded.
After the meeting.
Jot down notes-note things that went well in the meeting, ways to improve the next one, items to
be sure to address. Follow up with members who missed the meeting and begin making
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Meetings
Plan ahead for your meetings.
Make arrangements for the date, time, and place of your meetings to be the same each week or
each month. Prepare an agenda and require people to come prepared. Send out an email
telling members the purpose of the meeting, what topics will be covered and what they should
review before coming. A good leader is one who plans ahead-your members will respect you
and the organization more for this.
Making Meetings Fun & Team-building
progress checks on activities and so forth. Send thank you notes to presenters or others
performing special tasks. Finally, start the next agenda!
In general, remember the following:
Be prepared!
Encourage teamwork.
Be specific and concrete when addressing topics or delegating.
Maintain a positive, enthusiastic attitude.
Stay on one topic at a time.
End meetings with a laugh.
Making Meetings Fun
You can create meetings that are fun, effective, and build group cohesion all at the same time.
All it requires is some creativity and a willingness to crack a smile now and then. Brainstorm
with members of your group and other group leaders on ways to improve your meetings and
make them more enjoyable. You can also use the following ideas as a guide:


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

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Open each meeting with an inspiration quote or fun fact
Have food. Ask a different member at each meeting to bring a snack for the end of the
meeting. Socializing with food after meetings is a great way to unwind after a meeting.
At the close of the meeting, have members give appreciation to other members of the
group
If everyone is focusing on “downers”-a program where no one showed up or a dance
where the band was horrible-have everyone write their “bad news” on a piece of paper.
When everyone has completed this, throw them all into a garbage can. Tell everyone
that the problems or failures are gone (trashed, eliminated)-and it’s time to focus on the
future.
Use icebreakers and team builders
Be creative! There are so many ways to lighten up a meeting!
Team-building
Just because you have a group of people in an organization does not necessarily mean you
have a team. Team members are able to work together to reach common goals, support each
other in their endeavors, and can do more as a group than alone. Building a team involves
more than simply gathering a group of people into the same room twice a month. It involves
learning about each other, establishing common goals, and developing the basic elements of
trust, respect and understanding.
There are several programs designed to encourage team building, such as ropes courses and
challenge courses. These can be extremely beneficial in bringing your members together and
establishing a sense of trust within the group, particularly if it is a new group of people or the
beginning of your activity year. There are also ways you can build your team at any stage in
your relationship within the confines of your meeting room.


Set a vision (goal) for the future together; one that everyone agrees on. Work
together to create programs and events that support this vision. Each person should
feel a sense of responsibility towards accomplishing it.
Encourage communication. Everyone in your group should know what is going on.
Do not hide things from your group.
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



Appreciate diversity. Help your team identify and benefit from the different ideas and
resources a diverse team possesses. Having a diverse group can be one of the most
beneficial aspects of your team.
Generate a supportive environment. Be available to help your teammates when they
need it. Do not focus only on what you are responsible for-if you help others, chances
are they will help you when you need it.
Be social. Do some social events to facilitate getting to know one another. When
working together, sometimes people focus on the task at hand more than each other. It
is difficult to have group trust if the members do no know each other.
Establish ground rules. Work as a group to generate rules which apply to all
members, such as not criticizing others, only agreeing to something if you believe in it,
operating punctually, working as a team player, accepting and supporting the group
mission and vision.
Meeting Checklist
Conducting the meeting:
 Make sure purposes are clear
 Have meeting’s objectives defined
 Individuals need to know why they are there-what their contribution should be
 Make sure ground rules are clear
o Will the entire meeting be open discussion?
o Part or all of Robert’s Rules of Order
o Other-be specific
 Be aware of what’s going on-group dynamics
 Move group toward making decisions where appropriate
 After decision is made, clarify who, what, where, and when needed action will be taken
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Meeting Checklist
Planning the meeting:
When planning a meeting it is important to create your agenda with your advisor and other
officers. Here is a helpful list to give you guidance when creating your agenda:
 Is this meeting needed?
 What kind of meetings is this?
o Information giving
o Information and opinion collecting
o Decision making
o Problem solving
o Task accomplishment
 Let people know what will be discussed
o Allow for members to contribute items
o Email, post, or mail the proposed agenda for review and suggestions
 Carefully select location
o To avoid confusion, maintain meeting time and location-but move the meeting to
meet the needs of each particular meeting if necessary
 Communicate to members the meeting time, date, and location in advance (at least 48
hours-minimum)
 Indicate ending time in planning how long each task/item will take
 Invite all necessary participants, guests, facilitators
 Plan how you will run the meeting
o Do you have all the necessary supplies?
o What special skills and techniques will you need to hand the meeting?
Recognition
Imagine you are a new member of an organization. You volunteer to coordinate a big project
and put hours and hours of work into it. The event comes and is a huge success. You walk into
the next group meeting beaming with pride, half-expecting a party to be thrown in your honor.
But no one makes mention of your event – not one word! How do you feel?
Recognition is an important part of success in our country. As a wise person once said, a pat on
the back is only a few vertebrae above a kick in the pants – but what a difference it makes!
Sometimes it is easier to point out flaws than to congratulate success. We need to turn this
around!
Recognition
There are four elements of recognition:
 Acknowledgment. It is so basic, but so important.
 Attention. Give time and energy to supporting your group members.
 Feedback. There are two forms: positive and negative. Make yours constructive.
 Praise and criticism. Be specific, timely and appropriate.
Searching for ways to give recognition? You do not have to hold a formal dinner in
someone’s honor or dig deep into your pocketbook to recognize the accomplishments of
others. Brainstorm different ways to show appreciation. Be creative! Here are some ideas
to get the brainstorming process rolling:











Mention the accomplishment in your
group newsletter or memo.
Email the person (and copy the rest
of the group) to thank her for a job
well done.
Allow her to discuss the success in
the next group meeting.
Greet each member by name.
Smile and make eye contact.
Make a poster to honor someone.
Praise her in front of others.
Ask for her ideas and opinions.
Make an award, certificate or button.
Enlist her to train others.
Take time to talk.









Take her out for coffee.
Bake goodies for the next group
meeting.
Select a “Member of the Month” –
post her photo and a description of
her accomplishments in a space
where other group members will see
it.
Plan social events.
Send a thank you note.
Nominate her for awards.
Say “we missed you” when someone
is gone or ill.
Provide support.
Applaud.
Don’t be afraid to ask the person how she would like to be rewarded. Due to cultural
differences or personal preferences, some people will be truly embarrassed or upset by
public recognition. If she tells you she would rather just have her accomplishment
mentioned in the newsletter rather than a round of thunderous applaud, be considerate
of that.
Sometimes you will have people in your group who do not accomplish a great
deal or are not especially outstanding, yet they are faithful to the group and
always willing to help. Do not forget to recognize them too!
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Retention
OK. You now have the largest, most energetic group in the history of your
organization. How can you keep them that way?
Member retention is one of the most overlooked – yet extremely important – aspects of
an organization. So many people feel that as long as their members show up for
meetings, they must be enjoying themselves. Losing group members does not typically
occur because the member has failed the group; more often than not, the member feels
the group failed her. Keeping members interested, excited and feeling responsible for
the success of the organization are key factors in member retention. There are several
ways to accomplish this which are not difficult or magical – they just take a bit of practice
and conscious effort:
Get a good start. Making new members feel welcomed and appreciated from their first
meeting goes a long way. Make a special effort, as an individual and with your group, to
warmly welcome new members and let them know you are glad they are there.
Goal Setting. Setting goals together as a group helps members feel more responsible
for completing the goal. People are more likely to support ideas and projects that they
were involved in creating.
Recognize success. How disheartening it is to work hard on a project only to have it
fade away without being recognized. When your members work hard, reach a goal or
pull off an event, thank them!
Delegate. What is the point of being in a group if you have no responsibility? Delegate
assignments as much as possible. If members have specific responsibilities, they will
feel more important and necessary.
Ask for opinions. Group meetings in which one person does all the talking may go
quickly (or may not!) but generally do not leave members feeling valued. Encourage
group discussion in your meeting and make a point to ask for the opinions or
suggestions of your particularly quiet members.
Keep them informed. Do everything you can to keep your members abreast of group
activities. Send them copies of the agenda prior to the meeting, distribute the minutes
within two days after the meeting, and make announcements of major changes prior to
the rumor mill getting started. Do not keep them guessing.
Create individual mission statements. Many organizations have group mission
statements which are excellent for keeping on track and working towards a common
goal. It is also a good idea for each member to write their own mission statement: Why
am I a member of this group? What do I hope to get out of my participation? What
talents can I contribute to the group? If someone’s only reason for participation is
“resume building,” she may want to reconsider her membership or find other motivating
reasons for being involved.
Talk with your group. Find out what they like about the organization and what can
improve. You might be amazed at how helpful some frank discussions can be!
65
Retention
Team Builders. Nearly everyone groans at the statement “Let’s do an icebreaker!” but
they work! Doing team-building exercises every so often helps people get to know one
another, strengthens the bond within the group and often reminds people that the group
needs each and every one of them in order to succeed.
EXCERPTS FROM ROBERT’S RULES OF ORDER
ORDER OF BUSINESS
I.
II.
III.
IV.
V.
Call to order
Roll Call
Approval of Minutes
Approval of Agenda
Guest Speakers
VI.
VII.
VIII.
IX.
X.
Officer’s Reports
Committee Reports
Old Business
New Business
Announcements
Robert’s Rules of Order
Motions That Can Interrupt a Speaker
 A call for the orders of the day
 A question of privilege
 A point of order
 A question of quorum
Motions That Cannot Interrupt A Speaker Without His Consent But May Interrupt
The Proceedings
Appeal from decision of chair
Parliamentary inquiry
Giving notice of reconsideration of repeal
Point of information
Objection to consideration of question
Request that the question be divided
Motions That Do Not Require A Second
Call for the division of the assembly (recount of vote)
Call for the division of the question under certain circumstances
Call up motion to reconsider
Call for the orders of the day
Committee and board recommendations - motions
Filling blanks
Inquiries of any kind
Leave to withdraw a motion (if not stated by the Chair)
Nominations
Objection to the consideration of the question
Parliamentary inquiry
Point of information
Point of order
Question of privilege
Motions That Cannot Be Amended
Adjourn (except when qualified or when made with no provision for future
meeting)
Amend an amendment
Appeal
Call for a division of the assembly (voting)
Fill a blank
Grant leave to withdraw a motion
Lay on the table
Leave to read papers
Nomination
Object of consideration of a question
66
Postpone indefinitely
Previous question
Question of order
Question of privilege
Reconsider and call up question to reconsider
Request of any kind
Take from the table
Take up a question out of its proper order
(Every original main motion and resolution may be amended)
Motions That Cannot Be Debated
Adjourn
Amend and Undebatable motion
Appeal (under certain circumstances)
Call up motion to reconsider
Dispense with the reading of the minutes
Fix the time to which to adjourn (when privileged)
Lay on the table
Limit or extend debate
Objection to the consideration of a question
Other incidental motions, which include the following:
Close or reopen nomination
Close or reopen the polls
Division of assembly
Division of a question
Filling a blank
Point of order, information, inquiry
Question of quorum present
Voting, motions relating to methods of
Previous question (close debate)
Raise a question of privilege
Reconsider an undebatable motion
Suspension of the rules
Take a recess (when privileged)
Take from the table
Motions Requiring a Two-Thirds Vote
(Used in all situations when a change of constitution and by-laws is adopted or
when some right of the membership is curtailed.)
To amend (annul, repeal or rescind) any part of constitution, by-laws, etc.,
previously
adopted; also requires previous notice.
To amend or rescind a standing rule, order of business, or a resolution,
previously adopted, if previous notice was not given.
Close nominations or the polls limiting the names to be voted for at an election.
Correction of adopted minutes if proposed at a later meeting than the one at which it was
originally adopted, unless previous notice of the proposed amendment (Correction has
been given).
Depose from office (also requires previous notice)
Discharge a committee when previous notice has not been given
Discharge an order of the day prior to the time set
67
Expel from membership (also requires previous notice and trial)
Extend the time set for adjournment or for taking recess to limit or extend debate
To make a special order of business
The previous question (close debates)
Refuse to take up an order of the day
To repeal or rescind that which has been adopted unless previous notice has been given
To suspend the rules
To sustain an objection to the consideration of a question
To take up a question out of its proper order
Motions That Cannot Be Reconsidered
Adjourn
Division of the assembly
Division of the question
Lay on the table
Parliamentary or other inquiry
Raise question of order or privilege
Reconsider
Suspend the rules of order of business
Take a recess
Main motions executed in whole or partially take from the table
68
Quick References
69
On Campus Event Planning Checklist
Event Information
Event Name:
Event Purpose:
Event Date:
Time:
Event Location:
Number of people needed to make the event happen:
Number of people expected to attend event:
Organizations/Departments Collaborating:
3 Months + in Advance
Create a budget- helpful to save for future officers
Member in charge: _____________________________________________
 See Budget Planning Worksheet.
 Use your budget to determine whether additional funding is necessary. If
additional funding is necessary to support the event begin considering other
organizations to collaborate with, develop fundraisers for your organization
and/or apply for funding through Senate, Weekend Program Board, and
Graduate Student Advisory Board- more information is available on the Club
and Organization website.
Confirm performer/ entertainment/ speaker
Member in charge: _____________________________________________
 To pay a performer or speaker, you must submit a check request with a copy
of the contract or consultant form (signed by the organization advisor) and a
completed W-9. Contracts must have advisor signatures to be complete.
Payment is received following the performance.
 Contracts must be completed prior to the event.
 Negotiate an all inclusive price- performance, travel, hospitality and
accommodation- to eliminate additional work for your organization.
 Contact the SCA Office if you have contracting questions.
Reserve space to hold the performance or event
Member in charge: _____________________________________________
 Check the Meeting Room Reservation information on Kateway to make sure
your event is complimenting not competing with other programs.
70
How to Have an Event
List resources needed to make event happen- what do you already have, what do you
need:





All spaces are reserved through Meeting and Event Services except The
Pulse. MES reservations can be requested through Kateway.
To reserve The Pulse, contact the SCA Office ext. 6210.
Reserve a “dressing room” for performer(s) if needed.
Questions to consider when choosing a space: What size room do you
need? What technical needs (if any such as microphones, power point) do
you need?
Your performer’s contract may have insight into set-up needs.
1 Month in Advance
Create publicity and reserve CdC publicity options
Member in charge: _____________________________________________
 The CdC Publicity form is located in the SCA Office and the Club and
Organization website.
Paperwork for Fundraisers
Member in charge: _____________________________________________
 If the event is a fundraiser for your organization or an outside non-profit
organization, complete the Fundraising Form, which is available in the SCA
Office and the Club and Organization website
 If the event includes a donation box, please complete the Special Request
Form, which is available in the SCA Office and the Club and Organization
website.
Order catering
Member in charge: _____________________________________________
 St. Kate’s has an exclusive contract with Sodexho. Most food must be
ordered through Dining Services, few exceptions are made.
 Orders can be made through Dining Services online reservation form.
2 Weeks in Advance
Confirm event details with MES or The Pulse
Member in charge: _____________________________________________
 Do you have changes to the room set-up? Additional technical needs?
Changes to the agenda?
Confirm catering order with Dining Services
Member in charge: _____________________________________________
Request any checks or cash needed for the event
Member in charge: _____________________________________________
 This includes a performer/speaker/entertainment or decorations, etc
 More information about cash and check requests is available on the Club and
Org website
 Blank cash and check forms are available at the SCA Office
Begin Advertising
Member in charge: _____________________________________________
71




Hang posters, email listervs, update facebook, table in the CdC, create
banners, etc
Supplies to make banners are in the CdC Student Organization Center
Posters hung in the CdC and Residence Life can be submitted to the
Information Center
Information where posters can be hung around the rest of campus is
available on the literature rack outside the Information Center
Confirm details (travel and performance) with performer
Member in charge: _____________________________________________
 Driving and parking directions to St. Kate’s
 Exchange contact information with the performer for the day of the event.
Day of the Event
Meet vendors/ performers at the event and assist with set-up
Member in charge: _____________________________________________
Greet guests at the door when event begins
Member in charge: _____________________________________________
Have fun!
After the Event
Send thank you notes to performers and to volunteers to those that work the
event
Member in charge: _____________________________________________
Do a post evaluation (see example attached)- helpful to save for future
organization officers
Member in charge: _____________________________________________
Balance the Budget! Pay all bills and turn in all funding paperwork on time!
Member in charge: _____________________________________________
72
Review event with organization/volunteers and assign event shifts if necessary
Member in charge: _____________________________________________
 Remember your organization will need to arrive early for set-up and stay after
the event for tear-down.
Fall Activities Fair
The fall Activities Fai occurs in September of each semester. On the day of the event,
clubs and organizations may bring items regarding information so currently enrolled
students at St. Catherine University can learn more about joining their club or
organization.
73

Student Organization Handbook 2013-2014 A Resource Manual for Clubs and Organizations on Campus

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