Resources

When student groups consider available resources on campus, it is often limited to funding. Student groups actually have access to various resources on campus.

Those resources include:

  • SUA Mailboxes
  • Student Group Record Keeping
  • Student Group Technology & Internet Accounts
  • Second Floor Services
  • Printing Services
  • Reservable Spaces
  • Lockers
  • Digital Displays

SUA Mailboxes

Currently registered student groups may apply for a mailbox in the Student Activities Office (Coffman 126) by completing the Mailbox Request Form.

After submitting an application, you will be contacted if your group is granted a mailbox. If you are granted a mailbox, you may direct mail and packages to the following address:

Student Group Name (no acronyms or names of individuals, please)
126 Coffman Memorial Union
300 Washington Ave SE
Minneapolis, MN 55455

SUA Mailbox Policy

Please be aware of the following policies and guidelines:

  • Mailboxes are granted first-come, first-serve.
  • If confirmed, your mailbox will be valid until 9/30/19. If you do not renew your mailbox after this date, all mail will be returned to sender.
  • Please check your mailbox at least once a month. Otherwise, we reserve the right to terminate your mailbox.
  • We reserve the right to return mail to sender.
  • We will not accept mail addressed to student groups or individuals who do not have a mailbox.
  • Mass flyering of student group mailboxes is prohibited. General advertisements (ex. for services, political candidates, recruitment, etc.) are not allowed.

Student Group Records

Once a student group officially registers via GopherLink with the University of Minnesota, Student Unions & Activities maintains an official file/record for the group. Some contents of this file are considered a matter of public record, specifically any information pertaining to the group’s registration, constitution, classification or status.

Student Activities maintains paper files for registered student groups who registered prior to the 2015-2016 academic year. All student groups who have registered since we transitioned to an online platform should utilize GopherLink to manage their group’s file. Each groups’ file contains registration information from each annual registration period within the group’s history, Officer Declaration Forms and Constitutions.

GopherLink provides the platform to record event history and promotion, membership lists or complete officer listings if transition occurred throughout the registration year. We encourage your group to maintain its own archives and history records via an online storage system. We suggest you save information about the mission and purpose of your group, meeting agendas, meeting minutes, annual and notable events, leadership retreats, finances and full listings of officers and members.

If your student group’s has a paper file in Student Activities Office and would like to review your file, please submit a Request for Student Group Documents.

To update your student group’s electronic record, please go GopherLink.

Submitting Materials to the University Archives

As a student group, you will have an almost entirely new member base every four years. The University Archives are one way to preserve the history of your organization and keep a record of all of your hard work even after all current members of your group have left the University.

The materials found in the University Archives may be one of the only sources through which future students and/or researchers will be able to understand the history of your student group.

Registered student groups can submit all sorts of materials to the archives, including:

Administrative Records

  • Annual and other reports
  • Budgets and financial summary documents
  • Charters and by-laws
  • Correspondence
  • Directories or lists of officers and members
  • Mission statements
  • Meeting minutes

Marketing Materials and Publications

  • Posters, flyers, announcements, or programs
  • Newsletters, newspapers, brochures, or books by or about the organization
  • Scrapbooks
  • Websites (URL must contain umn.edu or be domain owned by the University)

Photos, film and videos in all formats documenting University activities, functions, facilities, and its faculty, staff and students. Must be identified in some way (such as dates, names, or captions).

University Digital Conservancy

The University Digital Conservancy program is the “digital arm” of the University Archives and provides access to digital scholarly, administrative, and organizational records of the University of Minnesota. Student groups are welcome to upload content that is created digitally in order to preserve it and make it broadly available. Meeting minutes, reports, and newsletters are some types of material to consider preserving digitally.

Example: Hmong Minnesota Student Association (HMSA) http://conservancy.umn.edu/handle/126524

Get started by contacting the University Archives at uar@umn.edu or 612-624-0562. You can also learn more about transferring materials to the University Archives.

You will be asked a few questions about your files that will save you some time in advance. In certain cases, a staff member can make a site visit to assess your records.

Student Group Technology & Internet Accounts

Office of Information Technology (OIT) provides University Internet Accounts free of charge to all student groups registered with Student Unions & Activities. This includes one University email account, access to the Google Apps suite and optional University Google Sites. In using these accounts, student groups need to adhere to the policy on Acceptable Use of Information Technology Resources. Student groups classified as Registered Student Organizations (RSOs) need to follow the University Name, Marks and Logos policies. Student groups classified as Campus Life Programs (CLPs) need to follow University Brand policies and guidelines.

OIT provides face-to-face technology consultations and support for student groups at their on-campus Technology Help locations.

Student Group Internet Accounts (University Email)

Group internet accounts provide all of the following:

  • An @umn.edu email address
  • Access to the entire Google Apps suite including Gmail, Calendar, Google Drive and Google Sites. Gmail can be configured via email clients such as Thunderbird, Outlook or Apple Mail.
  • 100 MB of disk space for hosting group web pages
  • 1GB of disk space for file storage

Student group accounts are not allowed direct access to the restricted database services provided by the University Library system. Individual students or staff must use their personal usernames and passwords to gain access to these services.

Student Groups with Existing Internet Accounts

Student groups must maintain current registration with Student Unions & Activities. If a group does not register with Student Unions & Activities by the registration deadline each year, the group will lose access to their Internet ID.

To determine account existence or reset a password for an existing account: Groups work directly with Technology Help. Requests will be accepted for student group accounts from the group’s president or co-chair listed on GopherLink. Requests must include the full name of student group including group number (found on GopherLink)

  • The officer will be verified by GopherLink.
  • If an account already exists for the group, the password will be changed and the listed contact person will be notified.

To reset a password or verify existing Internet ID, please contact Technology Help by calling (612­) 301-­4357 or visiting one of the Technology Help Walk-­in locations.

Requesting University Internet Account Access

Groups work directly with Technology Help. Requests will be accepted for student group accounts from the group’s listed president or co-chair. Please send an email to help@umn.edu with the following information:

OIT’s Accounts Office will notify the contact person when the account is set up, and provides information related to the account.

Once made eligible for Google Sign-up, the group will be emailed instructions to complete steps necessary to gain full access to the entire Google Apps suite. To complete next steps directly, login with your group’s Internet Account ID and password to follow the onscreen prompts.

Note: If you are having login issues, you may need to open a new browser window or make sure you are not already logged in via your personal Internet Account.

University Student Access to Software Licensing

OIT licenses a variety of software and offers them at no additional cost and/or discounted prices to students. Students can order software by going to the OIT Software Purchasing Website.

Registered Student Organizations (RSOs) have access to these offers indirectly because every University of Minnesota student has access to these offers from OIT. The RSO as an entity does not have access to these offers because the group as an entity is separate from the University of Minnesota. Student groups classified as Campus Life Programs (CLPs) have access to software licensing offers via the sponsoring University Department. CLPs should work with their listed University Advisor on acquiring UTools Software and Enterprise-licensed software (including Mac OSX, Microsoft Windows and Office) at University Departmental rates.

Computer Management

The Office of Information Technology (OIT) offers access to computer management tools at no charge to individually enrolled students. These tools include Active Directory and System Center Configuration Manager. Their benefits include access to common security policies and ability for computer login via Internet ID.

Student groups classified as Campus Life Programs (CLPs) have access to these offers via their sponsoring University Department. CLPs should work with their listed CLP Advisor on gaining access to these tools.

It is important to keep in mind, student groups classified as Registered Student Organizations (RSOs) do not have access to these tools as an organization. In order to access these tools, individual students must contact the Technology Help Desk for Consultation Services.

Second Floor Services

Coffman Second Floor services and resources are for use by University of Minnesota student groups that have registered with Student Unions & Activities (SUA).

Hours

For assistance, please come to the Student Activities Office in Coffman 126 between 8:30 am - 5:00 pm. After 5:00 pm, please go to the Information Desk located on the first floor.

Contact Information

Student Activities Office

Website: http://sua.umn.edu/
Email: sao@umn.edu
Phone Number: 612-626-6919

Supplies

The supplies below are available for use by student groups. You must be a listed officer of a registered student group on GopherLink to borrow supplies.

To check out supplies, come to the front desk at the Student Activities Office between 8:30am-5pm. You will need to leave your U-Card there. Supplies must be returned before 5pm. Your U-Card will be returned to you when the supplies are returned.

Supplies for use:

Office Supplies

  • Office Supplies (Erasers, scissors, paper clips, staplers, rubber bands, post-its, pens and scotch tape)
  • Three-hole Punch
  • First-Aid Kit
  • Paper Cutter

Supplies for checkout:

  • Cart
  • Cash Bag
  • Washable Markers
  • Sidewalk Chalk

Printing

We offer wi-fi printing at the large printer in Multi-Use Space South.

Before you begin, download and install one of the following packages:

Printing Cost

  • $.10 per page single sided
  • $.05 per page double sided

Pay at the printer using Gopher Gold Value.

This service is brought to you courtesy of a partnership between Student Unions & Activities and the Office of Information Technology.

Printing Services

For poster, large format, or custom printing, we recommend Printing Services on campus. Printing Services offers a wide range of high-quality, cost-effective services, and has four campus locations.

Reservable Spaces

Second Floor Meeting Spaces

There are five meeting spaces located on the second floor of Coffman Memorial Union available for exclusive use by student groups. The spaces offer a variety of technologies to enhance student group collaboration. They can be booked by student group officers via the online reservations system up to 2 weeks in advance, for up to five hours per week. Same-day reservations are not permitted. Space that has not been reserved in advance may be claimed by any registered students on a first-come, first-served basis.

Multi-Use Space North (CMU 205): Student Group Reservation Policies

The use of Student Unions & Activities (SUA) facilities must be in accord with SUA House Policies and Event Services Policies (LINK), specifically the General Facility use section.

Reservation Process Guidelines

Currently registered student groups in good standing with SUA may reserve space. Listed officers of registered student groups are permitted to make reservations for SUA venues. The listed officer of the group may designate their members to reserve meeting space on the Second Floor.

Reservations for Second Floor Spaces, Lockers and Equipment are handled via the Second Floor Reservations (VEMS).

Use of Space Guidelines

Rooms 205A, 205C, 205D, 205F and 205G are reservable by student groups in accordance with reservation process policies and are referred to as “reservable meeting space” within these policies.

The remaining spaces in CMU 205 (known as Multi-Use Space North) are not reservable. They are to remain open to student groups for meeting use as needed on a first-come, first-served basis.

To avoid a student group monopolizing space:

  • Each group is allowed to reserve Second Floor meeting space up to five hours per week.
  • Series reservations (i.e. weekly or monthly recurring reservations) are not allowed. Student groups are encouraged to reserve meeting space on Coffman’s Third Floor for recurring meeting reservations via Reservations Day.
  • Student groups may reserve multiple rooms simultaneously provided they are within their weekly five-hour allotment. For example, a student group can reserve all five meeting rooms at the same time for one hour each.
  • Meeting rooms may not be reserved more than two weeks in advance.

Second-floor reservable meeting space that has not been reserved may be claimed by any registered student on a first-come, first-served basis.

An electronic display outside each room shows the day’s reservations. Groups may also check availability with the second-floor staff located in the Multi-Use Space South.

Managing Access to Group-Designated Space

Each group can have two individuals who can manage an access list for their Designated space. The President or Chair of the group will automatically receive access through their U of M email account to the Student Group Access List Google site.

The President/Chair may designate one additional individual to assist with access updates, and only these individuals may add and remove members from the card swipe locks by submitting an access request form via the Student Group Access List Google site.

Should a group member with valid access not have their U Card with them they will be able to have the space opened by showing a photo ID at the 2nd floor Services Desk or the Coffman Information Desk on the 1st floor.

Ten (10) cabinet keys can be issued to each group’s built in cabinets. Keys are issued only to individuals. Keys can be also be requested via the Student Group Access List Google site.

Lost or damaged keys are subject to a $10 replacement fee. Keys must be turned in to Beth Galatis at the Coffman Information Desk when they are no longer needed and cannot be transferred from one individual to another.

For more information about how the SUA Board of Governors allocates space, visit their website (LINK).

Second Floor Kitchen

The second floor kitchen is to be used by currently registered student groups only. The kitchen is available for use during regular building hours only. The kitchen is classified as a residential kitchen, not a commercial kitchen. Therefore, only food for individual consumption or for small private meetings can be prepared in the kitchen. It is not to be used to prepare food for large private events or public events/meetings. All use of the kitchen must be in compliance with the University of Minnesota Department of Environmental Health and Safety (DEHS).

Policy and Procedures

Access:

  1. The kitchen is available on a first come, first served basis.
  2. The kitchen is designed so that two groups may use the space concurrently.
  3. The kitchen is to remain locked at all times for safety and security reasons.
  4. For student groups with office space on the second floor of Coffman, the same students granted card swipe access to office space will also have access to the kitchen.
  5. Student groups without office space on the second floor of Coffman have two options for accessing the space:
    1. Officers who plan to use the kitchen regularly can be granted card swipe access. Officers should contact Hubert Browne at brown090@umn.edu to set up a brief meeting where access will be granted.
    2. Any officer without card swipe access can go to the Information Desk, present a driver’s license or U Card, and request access to the kitchen. A SUA staff person will unlock the kitchen for the officer.
    3. Only student group officers listed on the SUA website will be granted access.
  6. Card swipe access must be renewed each year.

Use:

  1. Do not cook food directly on the stove tops.
  2. When cooking or baking, exhaust hood must be used at all times.

Cleaning:

  1. SUA custodial staff will clean the kitchen floors and empty the trash on a daily basis.
  2. Each student group is responsible for cleaning the kitchen after they use it. Student Activities will provide cleaning supplies (consisting of dish soap, dish rags, and paper towels). The student group is responsible for cleaning all countertops and appliance surfaces.
  3. SUA will not provide dishes or cooking utensils. All dishes and cooking utensils must be provided by each individual student group. Washing of dishes and utensils is also the responsibility of each individual student group.
  4. Dirty dishes and dirty cooking utensils left in the kitchen at the end of the day will be disposed. Clean dishes left in the dishwasher will be put the “lost and found” at the Information Desk.
  5. Instructions for the dishwasher are posted in the kitchen. Please follow these instructions carefully and note that the dishwasher does not use soap. It uses scalding hot water to clean the dishes.
  6. There is a sign posted next to each refrigerator with “throw out” days listed as every other Monday. At the end of these days, SUA deep-night custodial staff will throw away all items in the refrigerator.
  7. SUA is not responsible for lost items such as dishes, Tupperware, etc.

Loss of Privileges and Damages:

  1. Failure to adhere to the above policy may result in the offending person and/or student group losing kitchen access privileges or the student group being placed on probation.
  2. Any damages to the kitchen will be charged to the student organization that caused the damage.
  3. The student group may incur charges for custodial services required above and beyond normal cleaning as a result of their use of the kitchen.

Lockers

lockers.jpg

Multi-Use Space South (CMU 203): Student Group Locker/Storage Reservation Policies

The use of Student Unions & Activities (SUA) facilities must be in accord with SUA Event Services Policies, specifically the Reservations - General Facility Use section.

Locker Reservation Guidelines

Registered student groups in good standing with Student Unions and Activities may reserve space. Only listed officers are permitted to make reservations for SUA venues, though a listed officer may also designate student group members to reserve space on the second floor.

Reservations for second floor spaces, lockers and equipment are handled via the Second Floor Reservations (VEMS).

Storage space is available for student groups who are currently registered and in good standing with Student Unions and Activities with the exception of those groups who have designated space. Reservable lockers come in three sizes:

lockers-diagram.jpg

Large: Lockers 1-4

14” wide x 73.5” high x 31” deep

Small: Lockers 5-20

14” wide x 17.5” high x 31” deep

Medium: Lockers 21-29

39.5” wide x 24” high x 31” deep

Reservations

Lockers may be reserved for one or two semesters within an academic year. Groups are only allowed one locker reservation at a time, so will need to adjust an existing reservation if they would like to change the length of that reservation.

Lockers may not be reserved beyond the academic year, and reservations open up annually to all registered student groups on a first-come, first served basis on Reservations Day.

Other Locker Rental Options for Campus

Lockers are also available for rental for a semester or academic year elsewhere on the East Bank and West Bank. Please see the SUA Info Desk for more details.

If you have questions regarding student group funding options for operational expenses such as locker rental, please contact Student Services Fees at scarvell@umn.edu.

Digital Displays

Displays are available in the main area of Multi-Use Space North (CMU 205) and within each reservable meeting space. Each display is set up for screen sharing via HDMI, VGA, or wirelessly through Apple TV’s AirPlay. Information is posted next to each display to help you learn how to connect wirelessly from your mobile device (i.e. iPhone/iPad/iTouch/Mac) or connect your device directly using a cable.

Meeting rooms in 205 C/D include the ability to connect up to six devices to share and toggle between mobile device displays.

Screen Share via AirPlay on Apple TV

Due to the wide number of mobile devices and generational differences, if you haven’t accessed AirPlay on your device before, please see the resources below.

Getting Started

Here are additional resources for iPhone/iTouch/iPad users with instructional photos:

We share this information to be helpful and not as an endorsement of any sites.

Need an adapter, cable or extension cord?

Visit Multi-Use Space South (CMU 203) to temporarily check out an Apple display adaptor, VGA cable, HDMI cable, or extension cord. Second Floor Services staff will share additional reservation policies at the time of check-out.

Student Group Communications

The Student Activities Office communicates regularly with student groups, through an email newsletter called the Student Group Newsletter and direct messages. Our communications are automatically sent to all groups’ officers, primary contacts and advisors as reflected on the groups’ GopherLink profile. Please regularly review to your groups’ profile to ensure your student group is able to stay up to date with the latest information.

If you would like to receive the Student Group Newsletter, please complete this form.

Content Submission

The Student Activities Office accepts submissions of content targeted for student groups.

Content Submissions must:

  • Be resources, events and information that apply to student groups
  • Provide a link to an official university website with more information. (Links to Facebook event pages or groups will not be accepted)
  • Provide two images: 200 pixel wide and 600 pixel wide (unless standard imaging will suffice)
  • Be under 50 words
  • Be made using the content submission form.
  • Be submitted at least two weeks prior to the distribution date

Distribution dates for 2018-2019 are as follows:

  • September 12
  • October 10
  • November 8
  • December 12
  • January 9
  • February 6
  • March 6
  • April 10
  • May 8
  • June 5

Content Submissions not accepted:

  • Promoting a student group or student group event (unless sponsored by a University department or college)
  • Promoting specific courses within an academic department offered at the University of Minnesota, Twin Cities
  • Job postings or research study recruitment
  • Postings that are intended to promote corporate sponsorship or profit by an individual/outside agency

To submit content, please refer to the Student Group Newsletter Content Form.

If you have questions, please contact Marisol Rosado-Carrisalez at mrosado@umn.edu.

Frequently Asked Questions

What is the purpose of the Student Group Newsletter?

The Student Group Newsletter connects and informs all Twin Cities student group officers of events, resources, opportunities and best practices that serve to bolster the overall student group experience.

How frequently does the Student Group Newsletter sent out?

The Student Group Newsletter is sent out once a month throughout the fall and spring semesters.

When will the Student Group Newsletter be sent out?

Distribution dates for 2018-2019 are as follows:

  • September 12
  • October 10
  • November 8
  • December 12
  • January 9
  • February 6
  • March 6
  • April 10
  • May 8
  • June 5

Who can submit content?

All University of Minnesota, Twin Cities, departments that work with student groups can submit content to the Student Group Newsletter.

What content is included?

Resources, events and information that apply to all student groups.

How is content submitted?

All content is due one week before the distribution date. All submissions must be made using the content submission form.

How do I unsubscribe from the newsletter?

In order to unsubscribe from the Student Group Newsletter, you will need to update your student group’s GopherLink profile with the current, active list of officers. Please keep in mind, each student group is required to have five active officers listed on their profile.

Student Group Contact List

Group Resources

Student Unions & Activities
Student Activities Office 612-626-6919 sao@umn.edu
Program Board 612-626-6919 suapb@umn.edu
Coffman Information Desk 612-624-4636 suainfo@umn.edu
Coffman Event Services 612-624-9954 cmures@umn.edu
St. Paul Student Center Info Desk 612-625-9794 spscinfo@umn.edu
St. Paul Student Center Event Services 612-624-8145 spscres@umn.edu
Conflict Resolution
Student Conflict Resolution Center 612-624-7272 sos@umn.edu
University Student Legal Service 612-624-1001 usls@umn.edu
Student Activities Office 612-626-6919 sao@umn.edu
Office for Information Technology
Campus Technical Support (1-HELP) 612-301-4357 help@umn.edu
Vehicle Rental
University Fleet Services for CLPs 612-301-4357 pts@umn.edu
HOURCAR for RSOs 612-343-2277 info@hourcar.org

Event Resources

Food and Alcohol Permits
Student Activities (permits and approvals) 612-626-6919 sao@umn.edu
Environmental Health and Safety (food) 612-626-6002 dehs@umn.edu
Insurance
Student Activities (forms and info) 612-626-6919 sao@umn.edu
Office of Risk Management and Insurance 612-625-0062 pardo012@umn.edu
Printing Services
Coffman Union Digital Print Center 612-625-1092 cmucc@umn.edu
West Bank Digital Print Center 612-625-9047 wbcc@umn.edu
St. Paul Student Union Digital Print Center 612-625-4771 stpaulcc@umn.edu
Mayo Digital Print Center 612-625-8914 mayocc@umn.edu

Resources and Partners

Leadership Resources
Office for Student Engagement engage@umn.edu
Strengths at the U strengths@umn.edu
LEAD UP lead@umn.edu
Social Justice Leadership Retreat
Academic Support Services
Continuity and Compliance (Academic Eligibility) 612-626-5106
Counseling Services
University Counseling and Consulting Services http://www.uccs.umn.edu
Aurora Center (Sexual assault and violence) http://www.umn.edu/aurora
Additional Resources
One Stop 612-624-1111 onestop@umn.edu
Disability Resource Center 612-626-1333 ds@umn.edu
Equal Opportunity and Affirmative Action Office 612-624-9547 eoaa@umn.edu
Fraternity and Sorority Life 612-625-8405 fsl@umn.edu
Multicultural Center for Academic Excellence 612-624-6386 mcae@umn.edu
Office for Student Affairs 612-626-1242 osaum@umn.edu
Office For Community Standards 612-624-6073 ocs@umn.edu
Multicultural Student Engagement 612-625-8524 umnmse@umn.edu
Student Parent Help Center 612-626-6015 sphc@umn.edu
University Policies Index 612-624-8081 policy@umn.edu