Student Organizations Handbook

This handbook is provided for student organizations as a means to find out what procedures and policies are in place to help groups find success in their activities and events, reach their goals, and make a positive impact on campus. Inside the handbook you will find a comprehensive guide to information on student organization recognition, how to spend funds, how to travel as an organization, and event planning. Also included are links to commonly-referred-to policies and commonly-used forms.

Table of Contents

Section I. Student Organization Recognition

  1. University Recognized Student Organizations
  2. Recognition and Registration Process
  3. Rights and Privileges
  4. Annual Registration for Student Organizations
  5. Constitutions
  6. Membership Requirements
  7. Advisor Requirements
  8. Change from Active to Inactive Status
  9. Loss of University Recognition
  10. Starting a Student Organization
  11. Starting a Social Sorority or Fraternity
  12. Starting a Club Sport
  13. Requesting Information
  14. Branding and Identity Guidelines

Section II. Using Your Student Organization Account

  1. Accessing Money from a Student Organization Account
  2. Purchasing
  3. Depositing Money into Your Student Organization Account
  4. Cash Boxes and/or Change Funds
  5. Social Sororities and Fraternities Requesting Leadership Funds

Section III. Fundraising, Donations, and Raffles

  1. Fundraising
  2. Donations Overview
  3. Selling Merchandise on Campus
  4. Raffles
  5. Trademarks and Licensing

Section IV. Planning Events

  1. Creating and Advertising Events
  2. Advertising in the Student Union Building
  3. Cosponsoring Events
  4. Risk Management and Insurance
  5. Security Consideration for Events
  6. Alcohol at Events and Activities
  7. Soliciting, Fundraising, and Publicity
  8. University Event Services Policies
  9. Contracts
  10. Mailings
  11. Catering Exemptions

Section V. Student Organization Travel

  1. How to Travel as a Student Organization
  2. Paying for Travel Expenses
  3. Travel Regulations, Policies and Guidelines
  4. Travel Expenses Following a Trip
  5. Emergency Situations While Traveling
  6. Travel Expectations
  7. Improper Behavior

Section VI. Appeals and Conduct Processes

  1. Appealing Decisions
  2. Appeals Process
  3. Conduct Process

Student Organization Handbook

Section I. Student Organization Recognition

A. University Recognized Student Organizations

University Recognized Student Organization is a group of students organized around a common purpose that is officially recognized by Boise State University. University Recognized Student Organizations include:

  • Student Agencies, which are organizations that receive a direct student fee. Student Agencies include:
    • Associated Students of Boise State University (ASBSU)
    • The Arbiter (student newspaper)
    • The Pulse (student radio)
  • Student Organizations, which fall into the following categories:
    • Academic
    • Arts, Music, and Dance
    • Club Sports
    • Cultural/Ethnic
    • Diversity
    • Honor Societies
    • Political
    • Professional
    • Recreational
    • Religious
    • Residence Hall/Housing
    • Service
    • Social Issues
    • Special Interest
  • Social Sororities and Fraternities
  • Club Sports

B. Recognition and Registration Process

More than 200 student groups at Boise State University register each year with the Student Involvement & Leadership Center to become recognized student organizations. Student organizations provide opportunities for learning outside the classroom, for meeting other people with similar interests, for developing life, work and leadership skills, for gaining a broader experience and a greater perspective, and for engaging students as citizens of the campus community.

The authority to recognize student organizations on behalf of Boise State University resides with the vice president for Student Affairs and Enrollment Management. However, this authority is delegated to the director and staff of the Student Involvement and Leadership Center.

A mandatory, annual registration process for all student organizations allows them to exist as groups and have access to all the privileges afforded to them by the university.

The Student Involvement & Leadership Center acknowledges several levels of recognition:

  • Active: A student organization maintaining an Active status is fully registered with the Student Involvement and Leadership Center. This status is contingent upon meeting all required recognition policies and procedures.
  • Inactive: A student organization with Inactive status is fully registered with the Student Involvement and Leadership Center, but the organization has in some way failed to meet registration requirements or follow procedures and guidelines.
  • Loss of University Recognition: When a student organization fails to meet or maintain registration requirements or follow procedures and guidelines, the student organization will lose its recognition from the university and all rights granted to it through Active status.
  • Withdrawal of University Recognition: Any student organization voluntarily choosing to deactivate its status may withdraw its recognition from the university. Contact the Student Involvement and Leadership Center for assistance in deactivating your group.

C. Rights and Privileges

After completing the registration process, all student organizations recognized by the university will be granted the following rights and privileges to:

  • Participate in Involvement Fairs, coordinated once each semester by the Student Involvement and Leadership Center.
  • Check-out laptops, digital projectors, and video equipment at no cost from the Student Involvement and Leadership Center.
  • Create an organization portal on OrgSync.
  • Use paper, paint, and office supplies in the “Poster Island” located in the Student Involvement and Leadership Center (2nd floor of the Student Union Building).
  • Print 200 black and white photocopies each semester for free from the copy machine in the Student Involvement and Leadership Center.
  • Reserve meeting rooms and marketing spaces for free in the Student Union Building.
  • Order catering at reduced fees through Boise State University Event Services.
  • Reserve audio/visual equipment at reduced fees through Boise State University Event Services.
  • Promote programs/events and post advertising materials on campus.
  • Receive student organization support services and training from the Student Involvement and Leadership Center and other campus resources.

D. Annual Registration for Student Organizations

Active student organizations recognized by the university must renew their registration with the university annually. Failure to register by the communicated deadline will automatically result in a change from Active to Inactive status.

Steps for Annual Registration

To retain recognition from the university, student organizations must do the following during the registration period every fall semester:

  • Complete Officer Training
    • Presidents and Financial Officers must complete a position-specific training. Officer trainings are open to anyone in the organization (including advisors).
  • Advisor Confirmation
    • All advisors must confirm their role with the Student Involvement and Leadership Center. An organization portal administrator must appoint the advisor(s) to the advisor position in OrgSync. The advisor will receive an OrgSync email notification with instructions to “complete new forms”.View Advisor Resources
  • Update Your OrgSync Portal
    • Your portal administrator will need to update your organization’s profile information, officer positions, members, and other pertinent content.How to Update Your OrgSync Portal

Club sports do not need to attend an orientation with the Student Involvement & Leadership Center.  For information about attending a meeting at Campus Recreation, click on Club Sports or call (208) 426-2447.

In addition to the above requirements, social sororities and fraternitiesmust also:

  • Submit a certificate of insurance demonstrating that the chapter is fully insured with liability coverage. The certificate must include “Boise State University and the State of Idaho” as additional insured.
  • Be in good standing with Boise State University’s expectations of all sorority and fraternity chapters as demonstrated by written authorization from the Student Involvement and Leadership Center confirming completion of all requirements in the previous academic year.

Section II. Using Your Student Organization Account

Section III. Fundraising, Donations, and Raffles

Section IV. Planning Events

Section V. Student Organization Travel

Section VI. Appeals and Conduct Processes