Recognized Student Organization Handbook

2009-2010

MinnesotaStateUniversity, Mankato

Student Activities

Table of Contents

Student Activities-

Student Activities Office Information 3

Contact Information 3

Mission Statement 3

Staff 3

Hours of Operation 4

Recognized Student Organization Office Information 4

Recognition and Renewal Process 4

Privileges, Services, Facilities, and Resources 5

University Facilities 5

Sponsor Events on University Property 5

University Publicity Outlets- Posting Flyers 6

Student Discount on Ads for The Reporter 6

RSO Calendar in The Reporter 6

MSU Campus Events Calendar 6

Boredboard.org 6

RSO ‘9’ Business Accounts 6

Petition SOAFC for Programming Funds 6

Petition SAC for Traveling Funds 6

Fundraising 6

Obtaining TIN/EIN Numbers for your organization (before fundraising) 7

Bake Sales 7

Mailboxes 7

MSU E-mail Accounts 7

Banner Making Supplies 7

Sandwich Boards 7

RSO Storage/ Office Space 7

University Staff Advisory and Consultant Services 8

Discounted Copy Cards 8

Classroom Technology Equipment Training 8

Leadership Library & RSO Lead Team 8

Student Attorney 8

Use of University Vehicles 8

Organization Responsibilities 8

Important University Scheduling and Conference Services Forms 8

Fundraising Opportunities 9

Funding Opportunities 10

Mavericks After Dark Programming Opportunities 11

Residential Life Marketing/Soliciting Guidelines 11

Table Tent Guidelines 13

The Student Activities Office

Contact Information

Location:Room 173 in the Centennial Student Union

Mailing Address: Student Activities

Minnesota State University, Mankato

CSU 173

Mankato, MN 56001

Phone Number: (507) 389-6076Fax: (507) 389-5632

Website:

*Map of CSU available online at

Student Activities Mission Statement

Student Activities promotes student development through programs offering leadership and civic engagement opportunities.

In fulfilling this mission we promote:

  • Ideas that encourage experiential learning through engagement, personal exploration, and reflection;
  • Diverse and intentional programming that enhances the collegiate experience;
  • Collaboration with a wide array of constituents, both internal and external to the University community; and
  • Student and leadership development that embraces and respects differences between people.

Staff

Greg Wilkins, Associate Director: Student Activities and Student Union

Ryan Yunkers, Assistant Director:Non-traditional Student Services, RSO’s, and Leadership

Ryan Ihrke, Program Coordinator for IMPACT

John Bulcock,Assistant for Greeks and Off-Campus Housing

Bonnie Lee, Business Manager

Graduate Assistants

Bridget Kelley,Graduate Advisor for RSO’s

Megan Lane, Graduate Advisor for IMPACT & Mavericks After Dark

Cathy Hoenig,Intern for Greek Life

Hours of Operation

Centennial Student Union 6:00 am to 12:00 am

Student Activities Office 8:00 am to 6:00 pm

Staff available8:00 am to 4:30 pm

Recognized Student Organization (RSO) Office Information

The RSO office is located withinthe Student Activities Office (CSU 173). There are mailboxes, computer lounge right outside the office, phones, Imagination Station (craft area), etc. We also now have an RSO Suite located in the basement of the CSU across from the Bull Pen lounge that includes long-term and short-term storage, meeting area, workspaces, computers, and a phone for RSO members to use. Storage applications and inquiries are directed to Ryan Yunkers in CSU 173.

Ryan Yunkers:

Office in CSU 173

(507) 389-6076

Graduate advisor:

Bridget Kelley

Office within CSU 173, Room 184

(507) 389-6076

Recognition and Renewal Process

University policy defines a Recognized Student Organizationas any group of five or more students who have applied for and received recognition. An RSO must be comprised of at least two-thirds registered MSU students, have a stated purpose and constitution, comply with University policies and procedures and with the procedures set forth in the Recognition Policy. Any officers/leadership positions must be filled by MSU students. MSU will not recognize a student organization as such until the registration process has been completed and the Minnesota State Student Association (MSSA) has voted to recognize it.

Obtaining Recognition- Initial Recognition/ Renewal

RSO applicants must present the following material to the RSO Program online form. Initial recognition may take place at any time throughout the school year. Forms for initial recognitionare available online at Renewal recognition can be completed by selecting your group from the RSO directory and updating it:

A. Student Organization Recognition Information Form (online)

  1. Name of organization
  2. Statement of purpose
  3. Main contact information
  4. List of all officers and contact information.

*It is imperative that all RSO’s retain MSU students in chief decision making roles. To be eligible to be elected as an officer of a RSO, a person must be enrolled at least one credit hour at MSU each semester during the regular academic year.

  1. Faculty and Staff advisor’s endorsement indicating a willingness to be an advisor of the RSO. We realize that many RSO’s will also have non-MSU affiliated advisors but they still must maintain a University faculty or staff advisor in conjunction with the other advisor.

B. RSO E-mail Account- contact Bridget Kelley, RSO G.A. (contact info. listed above)

1. Name of your organization

2. Two choices of what you want it to be (i.e. College Dems and MSU Dems)

3. Officers’ or advisors’ names who would like access to the account

C. List of Organization Members

1. At least five, noting which members are MSU students

2. Two-thirds of the voting membership must be current MSU students

D. Category of Recognized Student Organization

E. Constitution

1. Name of organization & statement of purpose (define purpose of organization).

2. Membership (selection requirements, resignations, expulsions, rights, and obligations).

3. Dues (amount and collection procedure, special fees, when payable).

4. Executive Board (structure, members, powers, duties).

5. Duties of officers (specific job descriptions, responsibilities).

6. Committees (standing, special, how formed, chairpersons, powers, duties).

7. Duties of advisor (powers, responsibilities, specific job description).

8. Elections (time of year, winning vote margin, eligibility to vote and run for office, procedures for filling vacant positions).

9. Provisions for disbursing unused funds if the organization is disestablished.

Privileges, Services, Facilities and Resources

  1. University Facilities:RSOs may use University Scheduling and Conference Services.
  2. Sponsor Events on University Property:Contact the Scheduling and Conference Services Office for a reservation. (CSU 219, tel: 389-2223)
  3. University Publicity Outlets: Only RSOs, University departments, non-profit community organizations and colleges may be given permission to post on University information boards. Bring your flyers to the Student Activities office (front desk in CSU 173) to be stamped before posting them. To hang posters in the CSU take six posters to the Student Union office in room CSU 220. They will stamp them and hang the posters for you.

SEE RESIDENCE HALL GUIDELINES FOR MARKETING/SOLICITATION ON PG 11-14

Where and How Many Flyers to Post

Centennial Student Union (CSU 220)6

Performing Arts Center4

Memorial Library7

Morris Hall11

Armstrong Hall10

Nelson Hall5

Trafton Hall10

Residential Life (CC 111 office)6

Wiecking Hall2

Student Activities (CSU 173 desk)1

Highland Center2

Health Services (CC 21 office)3

Total 62

  1. Student Discount on Ads for The Reporter: RSOs wishing to advertise their events through the student newspaper may do so using the set Approved Student Organization Rate: $4.00 per column inch (rates vary each school year). Contact The Reporter for more information (CSU 293, tel. 389-1776).
  2. RSO Calendar in The Reporter: RSOs wishing to list their meeting time, activities, events, or brief mission statement in The Reporter may do so by filling out a form located at the front desk of Student Activities office (not The Reporter) as these projects are run by the RSO Advisory Board.
  3. MSU Campus Event Calendar: RSOs may also post their upcoming events on the online MSU Campus Events Calendar:
  4. Boredboard.org: This site contains most, if not all, events on campus. RSOs may post their meeting times and places, as well as events on Boredboard.org. Submissions should be E-mailed to
  5. RSO ‘9’ Business Accounts: For information on establishing a ‘9’ account for your RSO go to
  1. Petition SOAFC for Programming Funds:The purpose of SOAFC (Student Organization Activity Funds Committee) is to provide funds for on-campus programming events to RSO’s that qualify. SOAFC applications are in CSU 173.
  1. Petition SAC for Travel Funds: SAC (Student Allocations Committee) funds are available for Independent RSO’s. Departmentally funded RSO’s can also qualify, if they receive less than $500 from their department. This funding is for RSO’s wishing to travel for various events and conferences. Visit Michael Hodapp in the Student Union office (CSU 220) for applications and details on the criteria used to determine funding and funding policies.
  1. Fundraising: RSOs have the unique privilege to fundraise on MSU property. They are limited to three permits per semester. Permits for fundraising are available in the Scheduling and Conference Services office (CSU 219, tel: 389-2223). Pick up more information, if interested, at the Student Activities office (CSU 173).

The first piece that your organization will need to obtain before your organization does ANY fundraising is a Federal Tax Identification Number. You can obtain the form at the IRS office in Mankato on 1921 Excel Dr. Mankato, MN 56001. This form is necessary because without a Federal Tax ID your organization will not receive any of the money that you worked for. You need a tax ID in order to get taxed and you need to get taxed in order to get paid.

SEE INFORMATION BELOW FOR FUNDRAISING OPPORTUNITIES

  1. Bake Sales: Bake sales fall under the fundraising component (see above).
  2. Mailboxes: Every RSO is provided with an on-campus mailbox located in the RSO office inside the Student Activities office (CSU 173). It is the responsibility of the RSO to check your mailbox weekly for upcoming events, opportunities, cross-RSO communication, and the contact information of new students interested in joining your group. Athletic RSOs also have mailboxes in the Campus Recreation office (Myers Field House 118).
  3. MSU E-mail Accounts: Each RSO is given an MSU E-mail account that will be the main E-mail contact account. RSO officers and advisors will share the folder in their MavMail accounts. It is the responsibility of these officers and advisors to check the E-mail folder for upcoming events, opportunities, cross-RSO communication, and the contact information of new students interested in joining your group. Email to inquire about getting an email account or changing sharing permissions for RSO email accounts.
  4. Banner Making Supplies:For RSOs wishing to create banners, supplies (paper, letter cutters, and paint markers) are available at the Imagination Station in the Student Activities office (CSU 173). Ask the front desk staff for assistance.
  5. Sandwich Boards:Student Union sandwich boards are reserved through University Scheduling and Conference Services in CSU 219. There are also two sandwich boards that are available for RSO use in the Student Activities office (CSU 173). To check out one or both boards, please contact the Program Advisor to make the reservation. Name and tech ID will be required to check out the boards. If the sandwich boards are not returned, the cost of replacement will added the student's account - unless the RSO that he/she represents has a ‘9’ account, in which case the cost will come from that account.
  6. Storage/ RSO Office area: RSOs are invited to use the Student Activities office but also have a new area designated specifically for RSO use. The new RSO Suite is located in the basement of the CSU across from the Bull Pen lounge. This area is available during CSU hours and comprises of meeting space, workstations, computers, a phone, and short-term and long-term storage space for RSO use. Inquiries and storage applications are directed to Ryan Yunkers in Student Activities office, CSU 173, or by phone at (507)389-6076.
  7. University Staff Advisory and Consultant Services: Student Activities staff are here to help you with any questions that you may have.
  8. Discounted Copy Cards:For RSOs that have a '9' account with the Business Office on campus, the Copy Shop (WC 309) offers a discounted rate of $0.05 per copy.
  9. Classroom Technology Equipment Training:Training is available for organizations wanting to use the multimedia technology in the classrooms. You can call Matt Clay to set up a training session at 389-2526 or e-mail him at .
  10. Leadership Library: A library with books and other materials on various aspects of leadership and organizations is available in the Student Activities office (CSU 173).
  11. Student Attorney: All MSU students have the right to free legal advice. The MSSA provides a licensed practicing attorney through funding from the student activity fees. Offering legal advice to individual students, special interest groups, and researching legal issues for student body governance are the most important functions of the Students' Attorney. If you or your RSO has a legal concern, feel free to use this service (must make an appointment). The attorney's office is located inside MSSA’s office (CSU 280) phone number is 389-2611.
  12. Use of University Vehicles:RSOs may rent University vehicles for travel on MSU functions. They must obtain the signature of their Faculty/Staff advisor and know that he/she is then responsible for any misuse of the vehicle. For complete regulations call Helen Walters at 389-5649 or go to for the latest vehicle use regulations.

Organization Responsibilities

  1. The Minnesota State Student Association accepts responsibility for ensuring equal opportunity in all aspects of its programs for all qualified persons regardless of race, creed, religion, color, national origin, sexual orientation, age, physical disabilities, reliance on public assistance, sex, marital status, or any other class or group distinction as set forth by the state or federal anti-discrimination laws. All activities fees-funded and Minnesota State Student Association recognized student organizations shall accept responsibility for ensuring equal opportunity in all aspects of their programs. These policies can be found at
  1. Be aware of and abide by University policies. A copy of the policies can be found at or the office of First Year Experience (Gage 10).
  1. Furnish list of advisors, officers, and other members of organization if requested.
  1. No illegal film showing on University property.
  1. No hazing of any sort.
  1. RSOs must keep their advisor aware of their organization. Advisors have the responsibility of knowing what the RSO is involved with and the activities it engages in.
  1. Absolutely no outside food or beverages are to be brought into the CSU, Residence Halls, or the Taylor Center on the Minnesota State University, Mankato campus. Please contact Sodexho Catering at 389-1529 for you event’s refreshment needs.

Important University Scheduling and Conference Services Forms

The following forms and information are included in this packet and may be picked up from the University Scheduling and Conference Services office (CSU 219, tel. 389-2223) or go to

  1. Limited Fundraising Permit information and application
  2. RSO Priority Reservation Request Form
  3. Application for Use of University Facilities

RSO Fundraising Opportunities:

Student organizations do not automatically get any funding from Student Senate or any other source. Some groups may get funding for particular events through a department and may apply for funding from MSSA. However, there exist several ways groups can raise funds themselves. The purpose of this booklet is to educate Recognized Student Organizations (RSOs) at Minnesota State University, Mankato on the various fundraising efforts available to them through the university and the Mankato community. The information contained in this booklet is not comprehensive. It is highly recommended that you speak with your advisor before any decisions are made. It is also recommended that you review the RSO handbook as well.

The first piece that your organization will need to obtain before your organization does ANY fundraising is a Federal Tax Identification Number. You can obtain the form at the IRS office in Mankato on 1921 Excel Dr. Mankato, MN 56001. This form is necessary because without a Federal Tax ID your organization will not receive any of the money that you worked for. You need a tax ID in order to get taxed and you need to get taxed in order to get paid.

Funding Opportunities

Traditionally the university has offered RSOs two means of applying for funding. They both have specific requirements as to what the funding will go towards.

  1. Campus-wide program: If your organization is planning a campus-wide program you may be eligible for SOAFC funds. The SOAFC is a student committee that reviews SOAFC applications and makes decisions based on the information provided by you in the application.
  2. A campus-wide program is any program that is available to the general campus community. An example of a campus-wide program would be if your organization were to bring a speaker. A campus-wide program does not have to be held on-campus but the general campus population must be made aware of the program through advertising on and off campus.
  1. Travel-related and other related funding: If your organization is planning to travel or would like to apply for additional funding you must fill out the Student Allocation Committee (SAC) which is located in the Student Union main office (CSU 219).
  2. The committee will evaluate the following criteria before allocating the funds:
  3. How the program reaches a maximum number of students
  4. How the program achieves wide varieties experiences and activities on the campus
  5. How the program provides experiences which traditional courses do not
  6. How the program contributes to cultural diversity
  7. How the program has demonstrated excellence in the past or the potential to reach a significant number of people
  8. How the program offers experiences which are not readily available on the campus

Below you will find the fundraising opportunities that the MSU, Mankato campus has to offer.