Club/Organization Basics

Student Activities helps with the following:

An Alcohol Permit must be completed by any group that wants to serve alcohol at an event.  Contact Student Activities & Leadership Development (X5038) for a copy of this form.  The form must be signed by the director of Student Activities and Leadership Development, Maribeth Overland (x5273).

Annual Club Registration must completed by all clubs by September 14, 2007.  If you miss this deadline, your club’s e-mail and account privileges will be suspended until you register.  Contact Student Activities at x5254 if you need assistance with registration.  To be fully registered your club must complete the following:

1. Club Registration: This form lists your club contacts and advisor. It MUST be submitted electronically from the Student Activities webpage  (http://www.csbsju.edu/studentactivities/club_resources/club_registration.html)
2. Advisor Contract: This form should be discussed with your club advisor… negotiate the duties and expectations you have for each other and return the signed form to Student Activities Mary Commons 217 or Sexton 127 in hard copy.  (http://www.csbsju.edu/studentactivities/advisorcontract.htm)
3. Club Constitution: Submit an electronic copy of your constitution to    stuactiv@csbsju.edu.  If your club constitution does not contain non-discrimination and anti-hazing statements, it is not up-to-date and should be revised.  See the sample constitution on our website for details.
4. Membership Roster: List all clubs members on the registration form.
5. Club Sports: Competitive clubs need to have each of their members fill out a Club Sport Waiver (http://www.csbsju.edu/studentactivities/club_resources/Hold%20Harmless%20Agreement.doc) and return the form in hard copy to Student Activities (Mary Commons 217 or Sexton 127).

Club Leaders must also attend the All Club Meeting on Sept. 23, 2007.  The meeting will be begin in the Gorecki Dining Center on the CSB Campus at 11:30 am.

Please email Student Activities at stuactiv@csbsju if you wish to join a club or start a new club.

Chalking on the CSB/SJU campuses must be approved by Student Activities & Leadership Development prior to the date that the chalking is to be done.  Please contact Maribeth Overland (x5273) Trish Doran (x5038) or Gwen Schimek (x5755) for approval.  All chalking must be done in areas which will eventually be washed away by rain.  No chalking is to be done under awnings, partitions or near the  Japanese garden/fish pond at CSB.

The Co Funding Board allocates the student activity fee to recognized clubs.   CoChairs Christen Beckstrand and Heath Stoll can help with questions and concerns.  If your club wishes to apply for funds, Visit the CFB website to   review the guidelines (http://www.csbsju.edu/cfb/). You will also find the name of your club auditor on this site.  Your auditor can help with questions about club audits or funding deadlines.

Contracts for all speakers, performers and entertainment must be signed by the director, Maribeth Overland (x5273) or assistant director, Gwen Schimek (x5755) of Student Activities.  Students should not assume the legal  responsibility of signing a contract.  Please make an appointment with Gwen as you begin contracting. See the Student Activities website for further instructions on sponsoring an event.

An Event Notification Form (http://www.csbsju.edu/students/eventNotification/eventNotification.asp) should be completed prior to any event sponsored by a club. The form, found on the SALD website, provides great advertising by posting your event information to the Student Activities’ Events Calendar.  We also use info from ENF’s to create the WOW table tents.

Food and beverage items must be purchased through CSB/SJU Food Service or Catering. Exceptions for meetings, events, etc. need to be cleared through food service. Food Service at CSB can be reached at x5146 and SJU Food Service can be reached at x2240.

Inspiring Leaders Certificate Program seeks to prepare students for authentic leadership roles.  The program consists of a series of workshops and activities grounded in the Benedictine Values. Upon completion of three required courses, three optional courses and a reflection summary, a student  earns a certificate in one of the following areas: 

Bronze Life Skills Certificate

Silver Practicing Leadership Certificate

Gold Personal Leadership Model Certificate

Opal Intercultural Competency Certificate

Ruby Leadership for the Information Age Certificate

Emerald Professional Development Certificate

The Joint Club Board provides recognition, support, and leadership enhancement for student clubs and organizations. Students who are interested in starting a new club should visit the JCB website     (http://clubs.csbsju.edu/jcb/) for information.  The JCB also monitors club compliance with institutional rules.  This year’s co chairs are Manny McDonald and Heather Cederholm.

Mail for clubs will be forwarded to the club president’s student mailbox. Please let us know if you want your mail forwarded to another club leader or  member, or if you prefer to pick up mail in the Student Activities Office in Mary Commons 217.   Any mail left in Student Activities for over 2 weeks will be forwarded to a club leader.

Movie viewings are subject to federal law.  Showing a movie or video in a public place is illegal unless you purchase “Public Performance Rights” or use the film in classroom teaching.  Visit the following website to learn more: http://www.csbsju.edu/studentactivities/club_resources/face_to_face_exemption.htm

Mass e-mail privileges are granted to all fully registered clubs.  If you have questions regarding your access please email Trish at pdoran@csbsju.edu.

NOTE: Clubs & organizations are only allowed 1 mass e-mail every 24 hours and only 4 mass emails per event.  Violations will result in loss of email privileges.

Posters must be approved and stamped by Student Activities before being hung in approved places.  Visit our website for a list of posting rules and   locations. Posters cannot be hung more than two weeks prior to an event. 

Solicitation or fundraising of any type (for example selling t-shirts or other items) requires a Solicitation Permit from Student Activities and Leadership Development.  This permit must be completed by Maribeth Overland (x5273), Gwen Schimek (x5755) or by Trish Doran (x5038).

Once you have obtained a permit, Student Activities will help you make arrangements for tables and space on campus where you can hold sales.

NOTE: Designs for clothing and all other items must be approved by Maribeth Overland prior to printing or production.

If you wish to charge items to student i.d. cards, you must contact the Student Accounts office for prior approval.  Clubs housed at CSB should call Dave Schneider at x5387, clubs at SJU should call Jeana Koening x2193.

Off-campus fundraising requires permission from Institutional Advancement.  At CSB call Jill Dalager-Brunner x5125 and at SJU contact Troy Fritz x3819.

Raffles open the institutions up to significant risk of tax violations, therefore, according to the business offices on both campuses, clubs and organizations are prohibited from holding raffles.

    Distribution of any printed materials on campus also needs approval. Contact Maribeth (x5273), Gwen (x5755) or Trish(x5038).

School vehicles are available for club use; potential drivers must complete a defensive driving course.  Transportation policies are subject to change.  Please check with SJU Transportation (x3306) or CSB Security (x5000) to receive specific information on the use of school vehicles.

Before traveling there are two forms your club must complete: the Trip Notification Form and individual trip waivers (http://www.csbsju.edu/studentactivities/club_resources/tripwaivers.html). Individual waivers must be  completed by each traveler and returned to Student Activities in hard copy.

 

Student Activities and Leadership Development

Mary Commons 217, CSB                  Sexton 127, SJU

320/363-5254                                     320/363-2171

Email: stuactiv@csbsju.edu

Website: http://www.csbsju.edu/sald/