This presentation covers the basics of student organization policies and procedures at Montana State University Billings.

1. Student Union & Events
Montana State University Billings
SUB 219
Fall 2015

2. Welcome
• MSU Billings recognizes the vital contributions student
organizations make to campus and we strive to assist you
in any way that we can.
• In order to qualify for all of the
benefits and resources of a
student organization, you must
follow the registration process to
be recognized by the university.
• An updated list of registered
organizations is prepared each
semester by the Student Union &
Activities Office
A Student Organization
is defined as a group of
currently enrolled MSU
Billings students who
unite due to a common
interest.

3. Categories of Student Organizations
• Student Organizations are classified into the following
categories by MSUB:
– Academic/Departmental
– Cultural
– Religious
– Special Interest
– Programming & Leadership
– Service

4. Registration Process
• Student organizations wishing to use privileges granted by
MSU Billings must register annually with the Student Union
and Events Office.
• The following must be done to fully register:
– Complete Online Registration Form
– Submit a Current Constitution
• This must be done at least every three years
– Fill Out and Sign Financial Paperwork (If club has an account or
desires one)

5. General Policies
• The organization shall maintain its funds in accordance
with General Policies and be in good standing with the
University.
• The organization shall conduct its affairs in a lawful
manner in accordance with the constitution and by-laws it
has on file and in accordance with applicable University
regulations and state statutes
• The organization shall be responsible for the observance of
all applicable University regulations by off-campus
individuals or organizations whose appearance on campus
is sponsored by the organization.

6. General Policies
• An active chartered student organization is a private, voluntary
association and is not an official component of the University.
• MSU Billings in no way accepts liability for the action of such
groups.
• Chartering and annual registration is simply a means by which
student organizations may receive standard privileges granted
when certain minimum requirements are met.
• Chartered student organizations may establish requirements for
participation that exceed the minimum standards set by the
Board of Regents or in the Student Handbook.
• The purpose and activities of the organization shall be lawful
and not in conflict with University regulations as published by
the University.

7. General Policies
• Membership in an organization shall be open to students of
Montana State University Billings without regard to race,
religion, sex, color, national origin, age, disability, sexual
orientation, marital or parental status. The only exception is in
the case of fraternal organizations that are exempt from Title IX
regulations concerning discrimination on the basis of sex.
• The organization shall not duplicate the purposes and functions
of a previously chartered or registered organization unless need
for such duplication is substantiated.
• All funds allocated to the organization from University
controlled sources or raised through the auspices of a Montana
State University Billings student club or organization must be
maintained in a University account and spent in accordance with
the financial policies and procedures of the University.

8. General Policies
• Any fundraising activity conducted off-campus must be
coordinated with and approved by the MSU Billings-Foundation
and the Student Union and Events Office.
• The organization shall show promise of effectively meeting its
stated objectives, be free from control by any other organization,
and be lawful and peaceful in its activities.
• Registered student organizations may not serve alcohol at any
event, on or off campus, unless prior approval has been obtained
from the Vice Chancellor for Student Affairs. The organization’s
advisor must be present for the duration of the event.

9. Standard Privileges
• Use of meeting and program space
in the SUB and other approved
campus facilities and spaces
• Right to engage in on-campus
solicitation and fundraising
activities, once proper paperwork
has been filled out and approved.
• The option to apply for use of
student fees allocated by Student
Senate.
• Inclusion on printed materials
created by the Student Union &
Events Office and other selected
university publications.
• Access to other services and
materials provided by the SUA
• Eligibile to participate in student
organization recruitment programs
including the Student Organization
Expo and other events announced
throughout the year.

10. Organization Officers
• To hold an office in a student organization, the member
must follow these guidelines:
– Be in Compliance with the Student Code of Conduct
– Be a Currently Enrolled Student
– Be in Good Academic Standing with the University
– Maintain a Minimum Cumulative 2.0 GPA on a 4.0 Scale
• Officers shall be responsible for filling out the paperwork
for their organization

11. Organization Advisors
• All registered student organizations are required to have a
MSU Billings faculty or staff member serve as an advisor.
• Faculty and Staff Advisors shall be available to:
– Consult with members & leaders on organization affairs
– Attend organization meetings & functions as often as possible
– Certify the expenditures of the organization by co-signing documents with
Student Fund Controllers, Departmental Purchase Orders, and Banner
Payment Authorizations
– Offer suggestions regarding the operations of the organization
– Oversee adherence to University regulations and the organization’s
constitution and bylaws

12. Fall 2015 Club Connection Meetings
• Club Connection is an opportunity for your club to get helpl
with event planning and programming, make connections
with other clubs, and participate in workshops to better
your leadership skills.
• Club Connection will meet on the following dates this fall:
– September 15; 3pm Beartooth Room
– September 29; 3pm Beartooth Room
– October 13; 3pm Beartooth Room
– October 27; 3pm Beartooth Room
– November 3; 3pm Beartooth Room
– November 17; 3pm Beartooth Room
– December 8; 3pm Beartooth Room

13. Resources
• Resources available to student organizations include:
– Handouts and information on recruitment, event planning, financial
management, conflict resolution and other topics.
– Interactive Workshops for officers and members
– Assistance with managing financial records

14. Questions
• Contact the Student Union & Events Office
– SUB 219
– Email: studentactivities@msubillings.edu
– Phone: 406-657-2387