Frequently Asked Questions About Clubs and Organizations
If you have a question about the logistics of requesting money for your club, how to plan an event, reserve a room in the SU and other general questions about clubs then the answer is probably here!
How do I start and register a club?
It is pretty easy to register a club. There are four easy steps:
1. Find nine other students to be a member and a staff or faculty advisor and fill out the Online Club Registration Form. Note: You must have a reliable Primary Contact! You can always add or change information on that online form after you have established the club.
2. Complete the Signature Form. This form designates who is permitted to authorize reimbursements and allocations of the club’s funds. This form should be be turned in to the Office of Student Life as soon as possible.
3. Determine which member will be the representative for the weekly Inter-Club Council (ICC) meetings. ICC meets Wednesdays at 4pm.
4. Attend a club training. Club Trainings are offered during the first two weeks of every term. Dates and times for CLub Trainings are posted on the main club page.
If my club was registered last year do I have to re-register it this year?
Yes, please go through the same registration process as a new club.
What is the Interclub Council (ICC), and what happens at ICC meetings?
ICC is a collection of representatives from our campus clubs and organizations. They meet weekly to collaborate on small and large scale events, share ideas on a variety of club topics and learn leadership skills. Although they have a staff advisor, all of the council leadership comes from its members.
When and where are ICC meetings?
Meetings are held every Wednesday from 4:00 – 5:00 in the Stevenson Union Arena.
My club is registered and in good standing. HOW DO WE REQUEST MONEY?
Inter Club Council Allocation Committee (ICCAC) is the committee that hears funding requests from clubs. Your group must fill out an ICC fund Request form and send it electronically to firstname.lastname@example.org
Steps to Requesting Funds from ICCAC:
1. Submit an ICC Fund Request Form
2. ICCAC will send you an email with a time to present your request.
3. Reply to ICCAC's email confirming your time.
4. Present your request for funds to ICCAC
5. If your request is approved you have access to those funds and should come to SU312 for any assistance with accessing those funds.
How do I get the money?
Money from ICC or EAAC is allocated to your group. This money is accessed through reimbursements only, or by using your group's index code. Submit a Request for Action form (found here http://www.sou.edu/su/sal/clubs/forms.html) to receive a check for money spent. The Request for Action form must have all expenditures explained, with itemized receipts attached. Under certain circumstances a club or organization may receive an advance, please contact the Student Life Office if you have questions.
What if I want more money?
For larger requests or requests for reoccurring yearly events, clubs and organizations could submit requests to the Educational Activities Advisory Committee (EAAC). EAAC funds requests that ICC can't fill, and the annual budgets for larger organizations. EAAC can fund large events such as dances, conferences, or guest speakers.
What can I spend the money on?
Because all student group funding comes from student fees that all students pay into, all events and programs must benefit or be accessible to the entire student body. In the case that student fee money is requested to send a representative to a conference or training, this person either must be in a position to use the experience to better serve the student body, or must present at an a well-publicized event open to everyone.
What are the requirements and responsibilities for clubs and organizations?
Organized to fulfill a well-stated purpose with activities clearly related to that purpose
Minimum of ten SOU students actively involved as members
Open to all students, faculty, staff, and community at large
Minimum of one officer who must be an SOU student enrolled in at least eight credits per term
One SOU staff or faculty advisor.
Membership cannot discriminate on the basis of creed, disability, gender, national origin, race, religion, or sexual orientation
Uphold all local, state, & federal laws
Abide by all SOU policies and guidelines
Have only SOU students as voting members and officers
Not allow the group to be used as a "front" for an off-campus group to obtain benefits
Re-Register each fall with updated list of officers and student members
Update the Office of Student Life with any officer changes during the academic year
Maintain an account for all group generated money through the Office of Student Life
What privileges do we have as a registered club or organization?
Use of the Student Publicity Center and two free hours of design time per term.
Access to spaces in the Stevenson Union to host events or meetings.
Use of state vehicles for authorized trips and conferences with proper training and clearance.
Participation in the Interclub Council (ICC) affords clubs the following additional benefits:
The opportunity to request funds
Voting rights within ICC
Increased opportunities for campus collaboration
How does my club schedule an event or reserve a room in the Stevenson Union?
To schedule events, meetings, displays, or other informational material in the Stevenson Union and Britt Ballroom, you must contact the Office of Student Life in SU 312, Monday - Friday 8:00 a.m. - 5:00 p.m. Scheduling events and meetings should be done a minimum of 2 weeks in advance. If it is a large-scale event, there should be a minimum one-month advance scheduling. This lead time not only lets building schedulers ensure your requests can be filled, but allows enough time to make sure your publicity has enough time to reach students. Club & Organization events can be scheduled up to 1 year in advance. Email email@example.com with the details of your event/meeting or come by the Student Life Office.