Student Unions & Activities: Handbook: Partnering with the SUA Program Board

Partnering with the SUA Program Board

The SUA Program Board, composed of students attending the University of Minnesota-Twin Cities, is intended to further the cultural, educational, social, entertainment and recreational needs of the students of this campus community. This Program Board is responsible for initiating, developing, and implementing a comprehensive and diverse activities program which anticipates and responds to the needs of the students and campus community of the University of Minnesota.

In order to serve the campus community, the SUA Program Board actively seeks to work in partnership with other entities to provide activities and events for the University of Minnesota students and the University community.

Definition:

Partnerships can be several types of events that incorporate an equitable exchange from participating organizations. Examples include:

1. Joint events with other University departments or registered student organizations
2. Joint events with non-University entities
3. Co-Productions with outside entertainment promoters
4. Ongoing partnerships to institute workshops, series', or thematic programming

Partnership Guidelines:

Because the SUA Program Board committees are funded by student fee money and revenue generated by Student Unions & Activities, any commitment of funds is subject to departmental and University guidelines. In addition to funds, Student Unions & Activities and the Minnesota Programs and Activities Council names and logos have value and may not be used without exchanged value and prior approval.

1. University of Minnesota students must be the primary beneficiaries of events funded or partially funded by student fee money. Therefore, partnership proposals cannot involve fund-raising programs for charities or other non-profit organizations.
2. There must be active student involvement by the SUA Program Board in the decision-making process and event implementation. This means that the Program Board committees will not partner on events merely to waive room rental fees or provide funding or marketing for events without participation in the planning process.

Partnership Agreement Procedure:

1. Initiate contact with the SUA Program Board at least 8 weeks before targeted event date(s).
   1. Prospective partner contacts the Program Board to request collaboration on an event.
      1. Email - suaprograms@umn.edu
      2. Web Proposal Form
   2. Prospective partner is directed to the appropriate programming committee.
2. SUA Program Board committee chair contacts prospective partner to initiate collaboration on an event if guidelines are met.
3. A final decision will be made within two weeks of request depending on whether or not the above-mentioned requirements have been satisfied.
4. Terms of Partnership are agreed upon in writing and signed by members of the SUA Program Board Committee, Partnering Organization, and SUA staff. (See Partnership Agreement Template)
5. SUA Program Board committee chair and partner(s) meet to review event details, assign event duties, determine event budget, and complete partnership agreement.
6. SUA Program Board Advisor reviews drafted partnership agreement.
7. The SUA Program Board committee chair distributes official agreement for signatures from all parties.
8. Agreement is returned to Program Board Advisor. Advisor reviews, initials, and submits agreement to the Assistant Director of Student Activities, who is authorized to sign for all partnership agreements.
9. Two weeks after the event, the SUA Program Board committee chair and Advisor meet with the partnering organization(s) to evaluate the event and resolve financial details.

Before You Propose a Partnership:

1. Check University of Minnesota Events Calendar http://events.umn.edu/ and the Student Unions & Activities Events Calendar http://www.sua.umn.edu/events/calendar/ for other activities that might conflict with your potential programming idea.
2. Designate a point person from your organization to contact the SUA Program Board at least 8 weeks in advance of targeted event date and maintain communication throughout the process.