Registration And Classification

Student groups seeking to establish a relationship with the University in order to have access to University facilities, services and staff shall register with Student Unions & Activities.

All student groups shall be registered and classified according to the following policy, consistent with the University of Minnesota’s co-curricular educational philosophy and to better serve the needs of the various and diverse student groups, to reduce unnecessary administrative intrusion, and to clarify the relationship between the various types of student groups and the University.

Contents

1. Registration
2. Classifications
3. University Campus Life Programs (CLP) Relationship to the University
4. Registered Student Organizations (RSO) Relationship to the University
5. Naming Your Student Group
6. Responsibility and Accountability
7. Dissolution

Registration

Definition: The process through which student groups obtain privileges to conduct activities at the University is administered through Student Unions & Activities. Registration is required annually and consists of submitting documentation and attending an orientation/advising session.

1. Student groups that have officially registered with the University of Minnesota shall have the privilege to conduct activities at the University in accordance with established University policies and procedures.
2. Once a student group officially registers with the University of Minnesota, Student Unions & Activities maintains an official file/record for the group to be housed in Student Activities. Some of the contents of this file are considered a matter of public record, specifically any forms pertaining to the group’s registration, constitution, classification or status.
3. To be registered with the University of Minnesota, student groups must fulfill annual registration requirements and follow established procedures administered through Student Unions & Activities.
4. Student groups shall be assigned to one of the following classifications upon registration:
   1. Registered Student Organization (RSO)
   2. University Campus Life Program (CLP) - (See Classifications for these definitions)
5. All student groups must comply with the following minimum requirements:
   1. Membership: All student groups must be initiated and controlled by currently registered University of Minnesota students. Student groups must consist of at least five (5) University of Minnesota – Twin Cities students, currently registered for a minimum of 6 credits. Summer registration status shall be based on Spring semester registration. Exceptions to the credit requirement are permitted for graduate and professional students who are actively pursuing a degree and provide verification from their academic department. Non-students may be involved in student groups, but may not comprise more than one-third (1/3) of the group's voting membership, nor be a registered officer. If it comes to Student Unions & Activities’ attention that an officer is no longer registered for the minimum credit requirement, the officer will be removed from the group’s list of officers. If the group has fewer than five officers as a result of his/her removal, the group will have 30 days in which to replace the officer or the group’s status will be changed to expired and all benefits, including existing room reservations, will be lost.
   2. Registration: Student groups must register annually and maintain current registration information on file with Student Unions & Activities, including current names and contact information for at least five (5) group officers or members assuming personal responsibility and accountability for the operations and actions of the group. Student Unions & Activities reserves the right to expire any group whose information has not been updated within 30 days of an officer change. Groups not registered for a period of three (3) years may be dissolved by Student Unions & Activities.
   3. Officers: Student groups must have at least five (5) officers that are University of Minnesota – Twin Cities students, currently registered for a minimum of 6 credits that are also in good standing with the University and are free of any sanctions defined within the Board of Regents Policy-Student Conduct Code administered by the Office for Student Conduct and Academic Integrity. Due to the level of responsibility and accountability required of student group officers and advisors, a student or non-University of Minnesota faculty or staff advisor may not serve as an officer/advisor for more than three student groups concurrently. Should it come to the attention of Student Unions & Activities that a student or advisor has exceeded this registration requirement, the student group will be denied registration or expired until the requirement is met. University of Minnesota faculty/staff who advise multiple student groups as a part of their job responsibilities are exempt from this requirement.
   4. Constitutions: Student groups must maintain a current constitution on file with Student Unions & Activities. Constitutions should specify the name and mission of the group, standards for membership and voting, election and duties of officers, standards for meetings, financial standards, constitutional amendment procedure, and five (5) officer signatures. Full requirements are outlined on the Constitution Instructions in this document.
   5. Compliance: Student groups must comply with all University policies and procedures, as well as local, state, and federal laws and regulations. This includes, but is not limited to, the Board of Regents Policy on Diversity, Equal Opportunity and Affirmative Action as they relate to group membership and access to programs. Religious student groups may require their voting members and officers to adhere to the organization's statement of faith and its rules of conduct.

Violation of these or other requirements shall constitute grounds for revocation of registration status and/or other sanctions, following established University procedures of due process to be administered by Student Unions & Activities. Nothing in this policy should be construed to abridge the constitutional rights of students to freedom of speech, association, and free exercise of religion.

For more information regarding the registration process, please visit our website at http://www.sua.umn.edu/groups/

Classifications

1. University Campus Life Program (CLP)

   Definition: A University of Minnesota program similar to a Registered Student Organization in purpose and composition whose activities, operations, and decision making processes are directly governed by University academic or administrative departments, and for which the University is ultimately responsible.

2. Registered Student Organization (RSO)

   Definition: A voluntary association comprised primarily of students that has no direct relationship to the University; but upon completion of the established registration process is entitled to certain privileges including operating, meeting, advertising, and participating in activities on the University of Minnesota - Twin Cities campus, as well as eligibility to receive services from Student Unions & Activities.

Registering a student group as a CLP means that this group must be affiliated with a University of Minnesota academic or administrative department and have a designated University faculty or staff advisor. The CLP and its advisor must be approved annually by the dean or department head and comply with all policies and procedures applicable to student groups, except as otherwise provided therein. All CLP operations and activities shall be subject to the oversight of the host department. Registration as a student group grants the CLP certain privileges and services not available to Registered Student Organizations. (See the SUA website for an outline of the differences in benefits between CLPs vs. RSOs.)

Note: It is possible to change a group's classification once registered with Student Unions & Activities, and should be done in consultation with a Student Activities Advisor. A signed statement from the group's sponsoring department is required to change a group's classification from a RSO to a University CLP or to change from a University CLP to a RSO.

Campus Life Programs' Relationship to the University

Non-application to University Campus Life Programs

These policies (1-6, immediately below) do not apply to the Campus Life Programs (CLPs), which are University entities and subject to all responsibilities and entitled to all privileges thereof, including use of the University names and symbols, University liability insurance coverage, and the use of the University’s tax status and tax identification number. Employees of CLPs are employees under the host academic or administrative department. Campus Life Programs are required to have a designated University faculty or staff advisor. Throughout this handbook, differences in policies and procedures for Campus Life Programs will be identified in the body of the material or the footnotes with appropriate references to the locations of University Policies.

Registered Student Organizations' Relationship to the University

Registered Student Organizations are independent and autonomous from the University and are responsible for managing their own affairs. Registered Student Organizations are not units or agents of the University, and shall not represent themselves as such. Events and activities conducted by Registered Student Organizations shall not be considered University-sponsored under this policy unless the Director of Student Unions & Activities or his/her designee confirms University sponsorship in writing. Registered Student Organizations shall adhere to guidelines and practices appropriate to the relationship established in this policy, including, but not limited to:

1. Use of the University of Minnesota Name, Marks and Logos

   Registered Student Organizations shall not use the name University of Minnesota, any abbreviations thereof, or the University wordmark in conjunction with the name of the organization, including use for promotional materials or clothing. Student groups may use the word University to indicate the geographical designation at the University of Minnesota (See Naming Your Student Group further in this section). Registered Student Organizations may use the block "M" and Goldy Gopher images in accordance with University graphic standards and policies. These images may not be used in a way that expresses or implies University endorsement or approval of the student group or its programs and activities. Contact University Relations with questions about using these logos. Additional guidance:

   Registered student organizations may use the block "M" and Goldy Gopher images:

   1. For events, on a case-by-case basis, with permission of University Relations.
   2. On promotional products or clothing, as permitted by University Relations upon request (items must be purchased from licensed vendors).
   3. On stationery, provided the registered student organization is a student governance organization (e.g., MSA, GAPSA) with permission of Student Unions and Activities to use the block "M" or Goldy image, and provided that the use is for governance activities and does not advocate a position that is contrary to that of the University.

   Registered student organizations may not use the name of the University or any University trademark:

   1. In connection with alcoholic beverages, cigarettes or other tobacco products, sexually oriented products or services, religious products or services, political parties or partisan political activities, gaming or games of chance, or firearms.
   2. In any way that creates the impression that the University is a user of or endorses a product or service.
   3. In a manner that suggests or implies University endorsement of a point of view or personal, religious, or political opinion, business, activity, movement, or program that is not official University business. If there is potential for confusion in a statement describing affiliation with the University, the organization should use a disclaimer stating that the University is not involved in the business, activity, movement, etc.

2. Employment

   Employees of Registered Student Organizations are not employees of the University and are not eligible for benefits of any type, including compensation, from the University.

3. Liability Insurance

   Registered Student Organizations, and members, officers, or employees of student groups are, in many cases, not covered by the University’s liability insurance.

   See Application to Registered Student Organizations On-Campus Activities in the Insurance section of this handbook.

4. Advisors

   Campus Life Programs are required to have a designated University faculty or staff advisor. Registered Student Organizations, while independent of the University, are encouraged to seek a University faculty or staff advisor. Faculty and staff advisors are eligible for defense and indemnification for claims brought against them in connection with their advising activities according to the provisions of the Regents Policy: Legal Defense and Indemnification of Employees. Faculty and staff are encouraged to provide advising services to student groups, and should consult the Student Group Advisor Policy Handbook for further information about appropriate and helpful advising for student groups.

5. Tax Status

   Registered Student Organizations do not have access to the University's tax-exempt status and may not use the University tax identification number. Student groups seeking tax-exempt status must file on their own behalf with the state of Minnesota and/or the Internal Revenue Service. Although the University of Minnesota asks all Registered Student Organizations to operate as nonprofit entities, these groups do not have nonprofit status with the state of Minnesota. Registered Student Organizations are further encouraged to apply for a Tax ID number to be used for any financial accounts on the group's behalf.

Naming your Student Group

1. How your Group's name is registered

   Once you have registered your student group with Student Unions & Activities, your group will be assigned an Identification Number. This number is permanently assigned to your group and will remain with your group despite changes to your registration status (i.e. expired, probation, normal, new). This number will not change if your group changes its name.

2. Changing your Group's name once registered

   Once your group is registered with Student Unions & Activities, the name of your group will be published on the SUA website. In order to change your group's name, groups will make a formal request to change their group's name. Groups can find the form to be completed to make this request on the SUA website at: http://www.sua.umn.edu/groups/forms/name_change.pdf.

3. Use of Copyrighted or For-Profit Organization Names Policy

   Student groups may not use any copyrighted names within their group's name without written permission from the copyright owner. Student groups also may not use any for-profit organization's name within their group’s name. Student Unions & Activities reserves the right to refuse registration to any group representing or using a copyrighted or for-profit organization. Housing organizations, such as apartment complexes, whose primary tenants are University of Minnesota students, may register one student group containing the name of that housing organization.

4. Use of "University of Minnesota"

   Because Registered Student Organizations are independent of the University of Minnesota, their names may not imply that they are part of the University of Minnesota. Registered Student Organizations shall not use the name "University of Minnesota," any abbreviation thereof or the University wordmark, or the word "Gopher" in conjunction with the name of the organization. Student groups may use the word "University" or the geographical designation "at the University of Minnesota." The following are examples of acceptable names for student groups: "The Gardening Club at the University of Minnesota," "The Campus Gardening Club," "The Minnesota Gardening Club," "The Student Gardening Club," and "The University Gardening Club". "The University of Minnesota Gardening Club," however, is not acceptable, as it implies that the club is part of the University.

Responsibility and Accountability

Each student group shall be responsible and accountable for the individual and collective conduct of its members in the course of the group's operations and activities.

1. Responsibility of Officers

   The five (5) or more student group officers or members identified on the group’s current registration materials shall be University of Minnesota – Twin Cities students, currently registered for a minimum of 6 credits and must also in good standing with the University and are free of any sanctions defined within the Board of Regents Policy-Student Conduct Code administered by the Office for Student Conduct and Academic Integrity. In addition, the officers shall be personally responsible and accountable for the operations and actions of the group. This personal assumption of responsibility and accountability shall be stated explicitly on registration materials. In the event of an officer change, a group shall have 30 days in which to submit updated materials. An officer or non-University advisor shall not serve in more than three student groups concurrently unless they are a University of Minnesota faculty/staff member whose job responsibilities require an exception to this registration requirement.

2. Internal Policies and Procedures

   Student groups shall have the privilege and responsibility to develop and implement appropriate internal policies and procedures, governing operations, activities, and the conduct of members. These groups shall also be responsible for informing members of such policies and procedures, including the potential consequences if violated. The responsibility for development, implementation, administration, and enforcement of such policies and procedures shall be exercised on behalf of each student group by the group's officers, in accordance with the group's constitution.

3. Student Services Fee Funding

   Student groups that receive funding from Student Services Fees shall have additional responsibility and accountability to the University community through the Student Services Fees Committee for all aspects of operations and activities relating to and involving Student Services Fees funds. This accountability is a required condition of the voluntary act of requesting and receiving Student Services Fees funds, and in no way alters the status of the student group in relationship to the University. Please also see Partisan Activity Statement in this handbook for greater details regarding Student Services Fees funding.

4. University Interests

   University Campus Life Programs shall have an additional obligation to consider and act in accordance with best interests of the University in all aspects of their operations and activities. The host academic or administrative department, through the designated staff or faculty advisor, shall assure compatibility between the group’s operations and actions and University interests.

Dissolution of Student Group Recommended Procedures

The following steps are recommended to completely dissolve a student group officially registered at the University of Minnesota. Although these procedures are not required, they are provided with the intent to assist any students interested in ceasing their group’s activities and official registration.

Recommended Steps to Group Dissolution

1. Notify all group's membership, advisors or sponsoring department of dissolution plans.
2. Obtain a current copy of group’s constitution in order to follow any predetermined instructions for dissolving the group.
3. Hold some type of group meeting where minutes can be recorded of the group’s decision to cease activities.
4. Send correspondence, signed and dated by all current officers, to Student Unions & Activities of your plan to dissolve your student group.
5. Pay any and all debt obligations held in the group’s name.
6. Close any and all utilities, subscriptions, or other recurring expenses held in the group’s name.
7. Close any and all financial accounts held in the student group’s name.
8. Close any and all email, internet, and phone accounts held in the group’s name.
9. Terminate any leases on rented property or equipment.
10. Determine a plan for reconciling any assets owned by the group. (i.e. office furniture, supplies, equipment) This could be a plan to liquidate any assets, with these finances to be allocated according to the group’s constitution.

Note: If group is a University Campus Life Program, student group officers will need the written consent of the department before dissolving the group. In addition, policies and procedures identified at http://policy.umn.edu/ will need to be followed.