Student Group Policies

Policy Overview

This webpage contains the Student Unions and Activities (SUA) policies relevant to student groups registered at the University of Minnesota. All students must comply with the policies listed in order for student groups to remain in good standing with the University. Individual University departments may have additional departmental policies for specific student group activities.

Article I: Student Group Compliance

Section 1. Student groups must comply with all University policies and procedures, as well as local, state, and federal laws and regulations, including those that pertain 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. Please note that the Student Conduct Code applies to individuals and student groups and their activities both on- and off-campus.

Section 2. Violation of the policies outlined here or other student group requirements constitutes grounds for repeal of registration status and/or other sanctions, following established University procedures to be administered by Student Unions and 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.

Subd 1. A student group’s status and access may be impacted if they have an outstanding University invoice past due more than sixty (60) days.

Section 3. Student groups must be fully operated and led by currently registered students. Only currently enrolled, student services fee-paying University of Minnesota Twin Cities students are eligible to be officers. Groups must have a minimum of five officers on their GopherLink roster who are active in leading the group.

Subd 1. Registered Student Organizations and Campus Life Programs shall only operate for the purposes of co-curricular involvement. All student groups registered with Student Unions and Activities (SUA) shall not be affiliated with, sponsored by, or tied to any activities or courses that carry academic or internship credit.

Subd 2. Students who are registered for classes external to the University of Minnesota Twin Cities campus are not eligible to serve in officer positions. This also applies to students who are studying abroad.

Subd 3. Students who are registered for classes at the University of Minnesota Twin Cities campus but coded as enrolled at another system campus (i.e. Duluth, Crookston, Morris and Rochester) are not automatically granted access into GopherLink. Students may be added to GopherLink and serve in officer positions at the Twin Cities campus only if they can provide documentation that they are currently enrolled on the Twin Cities campus, pay the Twin Cities Student Services Fee respectively and transition their University email to a Twin Cities domain.

Subd 4. Students serving as officers in Campus Life Programs must be volunteers and may not be employed by their sponsoring department. 

Section 4. Student groups reserving space on campus are required to follow all policies according to the venue/space reserved.

Subd 1. Student group officers may not sign contracts on behalf of a University department for space/venue reservations regardless of classification.

Article II: Officer Responsibilities

Section 1. Student groups shall have the privilege and responsibility to develop and implement appropriate internal policies and procedures that govern their operations, activities and member conduct. Groups must ensure that all members are informed of such policies and procedures, including the potential consequences for violations. The officers of each group bear the responsibility for development, implementation, administration, and enforcement of such policies and procedures, in accordance with the group’s constitution.

Section 2. By becoming an officer of a student group, students agree to the following statements:

  • I agree to abide by any and all University of Minnesota policies and procedures, as well as federal, state, and local laws and regulations.
  • I understand that health and safety directives, guidelines, and requirements from the University of Minnesota and the Minnesota Department of Health apply to all student group activities and gatherings, whether on-campus or off-campus.
  • I understand that groups that fail to comply with the above expectations may lose access to benefits and are subject to the Student Group Conduct Procedure.
  • I understand that as a student group officer, I am not able to enter into a contract on the University’s behalf.
  • I understand that, if my student group is a Registered Student Organization (RSO), it must operate as a non-profit organization.
  • I understand that officers of this group must be currently enrolled, student services fee-paying students of the University of Minnesota Twin Cities. Officers must also be in good standing with the University and free of outcomes defined by the Board of Regents Policy: Student Conduct Code, administered by the Office for Community Standards.
  • I understand that no more than one-third (1/3) of the group’s voting membership may consist of non-University of Minnesota Twin Cities students.
  • I understand that I am responsible to ensure that the transition of responsibility to my successor is executed to my best ability.
  • I understand that I am responsible, along with fellow officers of the group, to ensure all policies and procedures are followed as set forth in our group constitution.
  • I accept and will uphold the principles of nondiscrimination, as stated in the University’s Administrative Policy: Discrimination, whereby the University of Minnesota is committed to the policy that all persons shall have equal access to its programs, facilities, and employment without regard to race, color, creed, religion, national origin, sex, gender, age, marital status, familial status, disability, public assistance status, membership or activity in a local commission created for the purpose of dealing with discrimination, veteran status, sexual orientation, gender identity, or gender expression.
  • I understand that all officers of the group shall be personally responsible and accountable for the operations of the group including external reporting obligations. This includes the transition of all officer responsibilities during all leadership changes.
  • I understand that the University strongly encourages students to immediately report incidents of sexual misconduct that they experience, witness, or learn about to the University’s Office of Equal Opportunity and Title IX (EOT).
    • I understand that when the Office of Equal Opportunity and Title IX (EOT) receives a report of sexual misconduct, it reaches out to the impacted person to provide resources for personal support and inform the student about the University’s procedures for investigating and addressing sexual misconduct. You can learn more about the Office of Equal Opportunity and Title IX (EOT)’s investigative role and processes on the Office of Equal Opportunity and Title IX (EOT) website.

Article III: Student Group Resources

Section 1. Student groups must register with Student Unions and Activities to establish a relationship with the University in order to access some University facilities, services, and resources in addition to receiving the benefits of community and leadership development. 

Section 2. Currently registered student groups in good standing have access to the following resources:

Section 3. The resources a group is able to access are for that group’s use alone. For instance, reserving a meeting room, event venue, or contact table allows a group to use this space only for that group’s purpose. 

Subd 1. A group cannot reserve spaces for use by other student groups, University departments, external groups, or individual use to provide access or reduced costs in using University facilities, services, or staff. Student groups must abide by all venue policies.

Subd 2. Student group officers must be the ones who are primarily planning, funding, implementing, and serving as day-of contacts for all events held by the group in order to avoid fronting concerns.

Subd 3. Providing inappropriate access to student group resources is considered fronting and may result in disciplinary action against the group. This may include the student group conduct investigation facilitated by Student Unions and Activities (See Article XXII: Student Group Conduct). Groups may also be subject to pay external rates if found responsible for fronting.

Section 4. Student groups that are in good standing may not partner with or cosponsor activities, events, or services with student groups that are not in good standing.  Student groups that are found responsible for providing inappropriate access to student group resources to student groups that are not in good standing may be subject to disciplinary action, including (but not limited to) an impact to their status with the University.

Article IV: Classification

Section 1. Student groups that register with the University are classified as either Registered Student Organizations or Campus Life Programs and are subject to the following guidelines and policies.

Section 2. Registered Student Organization

Subd 1 - Definition: A voluntary association primarily composed of students that operates independently from the University. Upon completion of the established registration process, Registered Student Organizations (RSOs) may conduct activities at the University of Minnesota Twin Cities.

  1. Registered Student Organizations are independent and autonomous from the University and are responsible for managing their own affairs. 
  2. Registered Student Organizations should not present themselves or operate as units or agents of the University. 
  3. Events and activities conducted by Registered Student Organizations are not considered University-sponsored unless the group is collaborating with a co-sponsoring University department. 
  4. Registered Student Organizations must comply with all policies and procedures for Registered Student Organizations as detailed in the Student Group Policies, Student Conduct Code, and University policies.
  5. Registered Student Organizations may be affiliated or act in accordance with a national or parent organization. However, students are responsible for all of the Registered Student Organization’s operations and actions independent from that organization. The national or parent organization, sometimes through a designated advisor, may provide additional guidance for the group’s operations, but these recommendations may not supersede the regulations or policies of the University.

Section 3. Campus Life Program

Subd 1 - Definition: A student-led, voluntary association primarily composed of students whose activities, operations, and decision-making processes are ultimately governed by and are the responsibility of University academic or administrative departments. Upon completion of the established registration process, Campus Life Programs have the ability to conduct activities at the University of Minnesota Twin Cities. Campus Life Programs are eligible for certain privileges and services that are unavailable to Registered Student Organizations.

  1. A group registered as a Campus Life Program (CLP) must be sponsored by a University of Minnesota academic or administrative department and have a designated University faculty or staff advisor. The Campus Life Program and its advisor must be approved annually by the dean or department head and comply with all policies and procedures for Campus Life Programs contained within student group and University policies. All Campus Life Program operations and activities are subject to the oversight of the sponsoring or affiliated department. An updated CLP Agreement is required for annual group registration.
  2. Campus Life Programs need to operate in the best interests of the University in all aspects of their operations and activities. The sponsoring or affiliated department, through the designated staff or faculty advisor, is responsible for ensuring that the group’s actions and operations align with the University’s policies and interests.
  3. Expectations and policies regarding advising a student group can be found in Article XXI: Advisors of Student Groups.

Section 4. Departmental Sponsored Programs

Subd 1. If neither the Registered Student Organization or Campus Life Program classification options apply and a department is interested in having a student group, departments are encouraged to create informal programming while still accessing many of the same University resources afforded to departments. Departmental programs may allow staff to be more involved in the operations of the student group, including hiring, event planning, etc. 

Subd 2. Departments are not permitted to register with Student Unions and Activities due to Article III: Section 3.

Article V: Hazing

Section 1. Hazing by any member of the University community is prohibited by the University of Minnesota Student Conduct Code. Any student or student group found responsible for a hazing violation may face disciplinary actions, including suspension or expulsion. 

Section 2. Section IV, Subd. 14 of the Student Conduct Code defines Hazing as any behavior or activity that endangers the health or safety of an individual (including, without limitation, an act intended to cause personal degradation or humiliation), for the purpose of initiation in, admission to, affiliation with, or as a condition for continued membership in a student group or University athletic team, regardless of the individual’s willingness to participate.

Subd 1. A student group’s status may also be impacted, including probation or dissolution of the group. Hazing is prohibited whenever it occurs on University premises or in connection with any University-affiliated group or activity. 

Subd 2. Any individual who believes that a student group has violated University policies, breached the group’s internal procedures, or acted inappropriately may report the incident by submitting a Student Group Conduct Incident Report. Anonymous reports may be submitted through the University’s confidential reporting service, UReport. Reports can be filed by anyone, including staff, faculty, students, and individuals outside the University community. Based on the nature of the report, individual students involved in the alleged conduct may also be referred to the Office for Community Standards (OCS) for an individual student conduct investigation.

Section 4. The Stop Campus Hazing Act is a federal law to prioritize prevention of and transparency about hazing incidents at colleges and universities. The Act mandates that all college and university students and organizations be informed about the dangers of hazing and the legal consequences associated with engaging in such behaviors. The University Clery Compliance Office is responsible for ensuring that the University of Minnesota is in compliance with the Clery Act and the Stop Campus Hazing Act  by ensuring the complete and accurate collection of crime data and the distribution of this information to the public. Visit Anti-Hazing Home for more information about hazing prevention and the University of Minnesota’s response to hazing reports.

Subd 1. The University of Minnesota is required to publish a Campus Hazing Transparency Report which summarizes hazing findings of any recognized student group found to be in violation of the Student Conduct Code’s hazing provision.

Section 5. All student groups regardless of classification are required to have three officers complete the Hazing Module as part of their Annual Registration. Additional officers are encouraged to complete the module at any time by self enrolling in the Twin Cities course via Training Hub.

Article VI: Safety of Minors Policy

Section 1. Student groups hosting events on campus where minors are the primary intended audience are responsible to be aware of the University of Minnesota Administrative Policy on the Safety of Minors. All programs primarily intended for minors must comply with the Health and Safety Requirements and Expectations for Programs Involving Minors.

Section 2. Student groups that operate programs or activities on campus or in a University facility where minors are the primary audience (including University programming where staff are primary supervisors for youth without an accompanying adult, or when the program includes an overnight stay) must certify to the University that all individuals who will have ongoing interaction with minors have received training and have undergone a criminal background check, and that the program meets or exceeds the requirements of the University’s Health and Safety Requirements and expectations for Programs Involving Minors. 

Subd 1. Campus Life Programs follow the Safety of Minors policy through involvement with a campus department. They are required to register the program through Youth Central, which includes a certification of compliance.

Subd 2. Registered Student Organizations are responsible for meeting safety requirements and are considered similar to an outside organization using space on campus. Responsibility for meeting requirements are shown on the Safety of Minors - Requirements Grid found on the Safety of Minors Policy. Facility use agreements include a compliance addendum.

Article VII: Alcohol at Student Group Events

Section 1. Student groups must comply with the University’s policy on the sale and/or service of alcoholic beverages on University-owned or operated property. Please reference instructions about how to adhere to the  Alcohol Beverage Sales and Service, and Venue Liquor Licensing.

Section 2. Student groups are responsible for understanding if external funds received may be used for:

  1. events and/or activities where alcohol is present
  2. the purchase of alcohol
  3. payment to a licensed vendor who is selling and/or serving alcohol.

Subd 1. Student groups may not use University funding to purchase or serve alcoholic beverages.

Article VIII: Student Group Status and Standing Levels

Section 1. Student group access to resources and listing on GopherLink is dependent upon their registration status and/or standing level.

Subd 1. Student Group Registration Status

Student group registration status is dependent on a group’s completion of the annual registration process or by request (in the case of dissolution). Student groups’ registration status may be New Student Group, Currently Registered Student Group, Expired Student Group, or Dissolved Student Group. The definition of each is as follows:

  1. New Student Group
    1. New student groups are in the process of registering with Student Unions and Activities for the first time.
    2. New student groups will not have access to student group University resources until they have completed the registration process and their registration status has changed.
    3. New student groups do not have a profile on GopherLink.
  2. Currently Registered Student Group
    1. Currently registered student groups who have maintained their status by completing the Annual Registration process with Student Unions and Activities.
    2. Currently registered student groups have full access to student group University resources.
    3. Currently registered student groups have an active profile on GopherLink.
  3. Expired Student Group
    1. Expired student groups were previously registered but did not complete the student group registration requirements or did not re-register during the required registration timeline.
    2. Expired student groups have no access to student group University resources.
    3. Expired student groups may be visible on GopherLink, but will have an “Expired Group” tag on their group’s profile.
      1. Any student may contact the Student Group Services to register an expired group within two academic years of the group’s expiration.
  4. Dissolved Student Group
    1. Dissolved student groups no longer exist at the University. Groups are considered dissolved if a group did not re-register within two academic years of becoming expired ,or upon request of group members. Dissolved student groups have no access to student group University resources.
    2. Dissolved student groups do not have a profile on GopherLink.The group’s officers are responsible for distributing any remaining funds in accordance with the dissolution procedure(s) outlined in the group's constitution.
    3. Student groups may not opt to dissolve to avoid outcomes or sanctions as a result of an active student conduct case.
    4. Student groups may request to dissolve through Student Unions and Activities.
    5. When a student group is dissolved, the group’s official name and student group identification number are permanently terminated and may not be used or reactivated by students in the future, unless affiliated with a national organization (see part i below). The group’s registration status will be changed to “Dissolved” and cannot be reversed.
      1. Groups affiliated with a national organization may request reinstatement of their official name and student group identification number, provided that the group submits historical documentation from the national organization verifying their status.

Subd 2. Student Group Standing Levels

A student group’s standing level can be changed by Student Unions and Activities due to non-compliance with or violations of student group policies,  University policies, conduct investigation findings, findings from a national or parent organization, or actions that are inconsistent with the group’s governing documents. If a student group is not in good standing, this status will be publicly indicated on the group’s active GopherLink profile through as indicated by a profile tag. 

  1. In Good Standing
    1. Groups remain in good standing due to compliance with University policies and guidelines.
    2. Groups in good standing have full access to student group University resources.
    3. Student groups that are in good standing and are collaborating, partnering or co-sponsoring with another student group must reference Article III for additional guidance.
    4. Groups in good standing will have this status displayed on their GopherLink profile as either “Registered Student Organization” or “Campus Life Program”  with no qualifiers.
  2. Probation
    1. If a Student Unions and Activities determines that a group is placed on probation due to any of the reasons listed above, the group will not be in “good standing” with the University.
    2. Student groups on probation may have limited access to student group University resources as determined by Student Unions and Activities and the terms of the probationary status.
    3. Groups on probation will have this status displayed on their GopherLink profile as either “PROBATION - Registered Student Organization” or “PROBATION - Campus Life Program”.
  3. Suspension
    1. Suspension means separation of the student group from the University for a defined period of time, after which the student group is eligible to return to the University. Suspension may include conditions for readmission. Any violations of the Student Conduct Code while on suspension may be cause for additional charges and findings that may result in extended suspension or expulsion. A suspension may be deferred when an offense is serious enough to warrant separation from the University, but where specific circumstances of the case justify special consideration. More information can be found in the Student Group Conduct Code Procedure.
    2. A student group can be suspended for a variety of reasons, including, but not limited to, non-compliance with policies, guidelines, or terms of probation. A group on suspension is not in “good standing” with the University.
    3. Student groups that have been suspended have no access to student group University resources.
    4. Suspended groups will have this status displayed on their GopherLink page as either “SUSPENDED - Registered Student Organization” or “SUSPENDED - Campus Life Program”.
  4. Dissolved
    1. Dissolved student groups no longer exist at the University. Groups dissolve if a group did not re-register within two academic years of becoming expired or upon request of group members.
    2. A student group may become dissolved as a result of any of the following situations:
      1. A group is expired for two academic years, or
      2. The group follows any dissolution procedures in their governing documents to permanently terminate the student group, or
      3. As a result of sanctions in a student group conduct process.
    3. Student groups may not opt to dissolve to avoid outcomes or sanctions as a result of an active student conduct case.
    4. Student groups may request to dissolve through Student Unions and Activities.
    5. When a student group is dissolved, the group’s official name and student group identification number are permanently terminated and may not be used or reactivated by students in the future, unless affiliated with a national organization (see part i below). The group’s registration status  will be changed to “Dissolved” and cannot be reversed.
      1. Groups affiliated with a national organization may request reinstatement of their official name and student group identification number, provided that the group submits historical documentation from the national organization verifying their status.
      2. Groups may not opt to dissolve to avoid University outcomes or sanctions.
    6. Dissolved groups have no access to student group University resources.
    7. The group’s officers are responsible for distributing any remaining funds in accordance with the dissolution procedure(s) outlined in the group's constitution.
    8. Dissolved groups will have this status displayed on their GopherLink profile as either “DISSOLVED - Registered Student Organization” or “DISSOLVED - Campus Life Program”. Dissolved group profiles are locked, unpublished and hidden in GopherLink.

Section 1 - Student Group Naming Restrictions. By registering with Student Unions and Activities, groups reserve the right to the exclusive use of the group’s name at the University. The same group name cannot apply to multiple groups. Upon initial completion of registration, groups will be assigned a permanent group identification number. This number will not change if the group name changes. Upon registration, the group name will be listed in the GopherLink student group directory. In order to change a group’s name, an officer listed in GopherLink may request a name change during the annual registration process or by submitting a name change request form. Groups should meet with their assigned Activities Advisor to understand all requirements associated with an official name change. In either case, the group must submit an updated constitution reflecting the new group name. Student Unions and Activities reserves the right to require a group to change its name outside of the registration process as needed.

Subd 1. Student groups may not use the name of any other organization or registered trademark as their group name or within their group’s name. Student groups may reference the United States Patent and Trademark Office Website to ensure they are not using a trademarked name. 

  1. Exceptions may be made if a group obtains written permission from the organization or owner of a trademark, stating permission for the use of the name. Student Unions and Activities reserves the right to refuse registration to any group claiming to represent for-profit organizations or wishing to use a name protected under applicable intellectual property law. 

Subd 2. Students may register a group containing the name of a housing organization, such as apartment complexes whose primary tenants are University of Minnesota students. However, there may be no more than one group at a time with a housing organization’s name in the student group name.

Subd 3. Groups that are chapters of a national/international organization must designate a chapter name or denote the “geographical designator,” i.e., “at the University of Minnesota,” during the registration/re-registration process to differentiate from their national/international organization. Their official name, including this designation, must be reflected on all promotional materials, including chalking.

Subd 4. Registered Student Organizations (RSOs) are required to exactly match their official name listed with the University’s student group directory and all other official documentation (e.g., Internal Revenue Service and their banking institutions) to assist with officer transitions.

Subd 5. Campus Life Programs are not permitted to use acronyms to represent their groups in communications.

Subd 6. Registered Student Organizations are independent of the University of Minnesota and their names may not imply that they are part of, affiliated with, or controlled by the University. Registered Student Organizations shall not use the name “University of Minnesota,” any abbreviation thereof, the University wordmark, the word “Gopher,” or any other registered trademark held by the Regents of the University of Minnesota as part of the name of the organization. Registered Student Organizations may use the word “University” or the geographical designation “at the University of Minnesota.”

Section 2 - Use of the University of Minnesota Name, Marks, and Logos. All student group logos must meet University branding guidelines according to their classification:

  1. Reference the Registered Student Organization (RSO) branding policies.
  2. Reference the Campus Life Program (CLP) branding policies as determined by University Marketing Communications.

Section 1. Student groups are required to have a constitution in order to register with Student Unions and Activities. The constitution should outline the group’s fundamental principles, structure, and eligibility requirements for group members and officers. The constitution serves as a statement of the group’s policies and rules and acts as an acknowledgement of the University of Minnesota’s policies and regulations.

Section 2. Student group officers are responsible for maintaining an up-to-date constitution that remains consistent with student group and University policies. By submitting a constitution to Student Unions and Activities, the group provides documentation of compliance with student group and University policy and the rules that will govern the group. All student groups are prohibited from adopting constitution terms that conflict with University policies. 

Section 3. Student Unions and Activities will only approve student group constitutions that meet all minimum requirements set by the University. Student groups and their constitutions must comply with all University policies and procedures, as well as all state, local, and federal laws and regulations. More information, including minimum requirements, recommended topics, and a sample constitution, can be found on the Student Unions and Activities website.

Article XI: Finances and Funding

Section 1 - General Financial Policies. The financial operations of student groups must be conducted in accordance with all University policies and local, state, federal laws and regulations, and the student group’s respective constitutions.

Subd 1. Officers of the student group shall have personal responsibility and accountability for the finances and operations of the group.

Subd 2. Groups are responsible for following policies and guidelines provided by any funding/revenue sources, whether internal or external to the University.

Section 2 - Use of Funds. All use of student group funds shall be in accordance with the group’s constitution. Student groups must operate as nonprofits and no individuals will profit as a result of any revenue the group generates. This does not restrict the group from paying individuals for work or services rendered.

Subd 1. Student groups may provide financial awards/prizes to individuals, including officers or members, as a result of individual participation in a student group activity. 

  1. Campus Life Programs should consult with the University Financial Aid director when considering the use of financial awards/prizes for participation in group activities. Other payments, including but not limited to gifts, distribution of residual assets or profits, dividends, and so on, to officers, members, or other individuals, are prohibited.
  2. Registered student groups that qualify as charitable, educational, social, or benevolent organizations may make payments to other affiliated organizations outside the University where appropriate.

Subd 2. Independent auditing is an important element of the ongoing financial solvency and accountability of student groups’ accounts. Please see Maintenance and Tracking for additional information regarding best practices. Student Unions and Activities reserves the right to require audit information from a qualified independent auditor.

Subd 3. Partisan political student groups and student fees funding. “Partisan political student groups” are organizations affiliated with and in support of a registered political party or candidate for election. Partisan political student groups are not eligible to apply for and/or receive allocations of general student services fees. Such groups may seek funding for their nonpartisan political activities (e.g., candidate forums available to all qualified candidates, nonpartisan educational programs, etc.) through other University grant and student funding programs.

Subd 6 - Limits on Use of University Funds for All Student Groups. No registered student group may use University funds on behalf of a candidate for public office in a political campaign.

  1. University funds or funds accessed through University processes must be utilized for the purposes agreed upon when the group was awarded funding. Groups that misuse University funds or do not comply with the guidelines and procedures of a University funding process may be subject to disciplinary action.
  2. Groups accessing University funds outside of Student Unions and Activities and Student Service Fees must maintain compliance through the University including how funds are spent, justified and reconciled.
    1. Groups are required to be transparent about how funds will be spent before funds are allocated and after funding is used.

Section 3. Finances Based on Classification

Subd 1 - Financial Policies for Campus Life Programs

  1. Registered student groups classified as Campus Life Programs must comply with all University financial policies and procedures.

  2. All Campus Life Program funds shall be reflected on the University ledger system and all major equipment shall be registered on University inventory. The sponsoring or affiliated department will make University records of transactions related to the group available to student group officers.

  3. Campus Life Programs are not permitted to maintain financial accounts (including checkbooks) outside of the University and/or University of Minnesota Foundation.

  4. Campus Life Program funds and financial operations will be subject to the oversight of the host academic or administrative department.

  5. Required Procedures for Campus Life Programs:

    1. Student group funds must remain separate from other departmental funds.

    2. All documents relating to the Campus Life Program should be signed by a registered officer of the student group and the departmental financial officer.

Subd 2 - Financial Policies for Registered Student Organizations

  1. Registered student groups classified as Registered Student Organizations must comply with all University student group financial policies and procedures.

  2. Registered Student Organizations must maintain independent financial accounts outside of the University. Registered Student Organizations must independently secure and maintain banking services through a service provider of their choice. All accounts should be opened and maintained under a Tax ID Number (or EIN-Employee ID Number) specific to the group. Registered Student Organizations are not permitted to operate their finances via the University’s financial system.

  3. Student group officers of Registered Student Organizations (RSOs) are held personally responsible and accountable for the monitoring, tracking, and managing of all student group financial activity, including all required compliance set forth by the Internal Revenue Service (IRS) and the State of Minnesota, as applicable. Registered Student Organization student officers will be held responsible for any debts incurred by the student group.

  4. 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 (IRS).

  5. Although the University of Minnesota requires all Registered Student Organizations to operate as nonprofit entities, these groups do not automatically have nonprofit status with the State of Minnesota.

  6. Registered Student Organizations are encouraged to apply for an Employer Identification Number (EIN; also known as Tax ID Number) to be used for any financial accounts on the group’s behalf. Groups apply for a Tax ID number through the Internal Revenue Service (IRS). See the Student Unions and Activities website for additional information on applying for a Tax ID number.

  7. Registered Student Organizations must use their official name across all documentation, registration, promotional materials and apparel, both within the University and external organizations (i.e., the IRS). The organization's official name should match their respective Student Unions and Activities registration and the EIN application to avoid access barriers in future years.

Section 4. Tax Information.

Subd 1. Student groups shall be responsible for all applicable tax requirements, including, but not limited to, collection and payment of sales taxes and filing and payment of income taxes.

Subd 2. Registered Student Organizations may have tax filing requirements with the Internal Revenue Service and the State of Minnesota on an annual basis. To learn more about tax filing requirements, visit the Student Unions and Activities website.

Subd 3. Campus Life Programs do not have tax filing requirements, as they are part of the University.

Section 5. General Fundraising

Subd 1. All student group fundraising activities must follow University policies and procedures, as well as local, state, and federal laws and regulations. When planning a fundraiser, keep the following in mind:

  1. Reserved spaces and contact tables must display the name of the student group and be staffed at all times by the members of the student group that has reserved space for the fundraiser or sale.

  2. The name of the sponsoring student group must be prominently displayed in all advertising and other communications connected with the fundraising or sales effort, including at the event site itself.

  3. Registered student groups should be aware of policies pertaining to Name and Logo Use (Article IX) for use on any merchandise.

Section 6. On-Campus Sales and/or Fundraising. Student groups officially registered with the University of Minnesota may conduct sales and/or fundraising activities using University facilities in accordance with the Student Group Policies.

Subd 1. Reserved spaces and contact tables must display the official name of the student group and be staffed at all times by the members of the student group that has reserved space for the fundraiser or sale.

  1. When the reservation solely consists of a contact table, personnel from non-University vendors or companies are not allowed at the contact table when sales or sales-related fundraising or commercial activities are being conducted.

Subd 2. The official name of the sponsoring student group must be prominently displayed in all advertising and other communications connected with the fundraising or sales effort, including at the event site itself.

Subd 3. Registered student groups should be aware of policies pertaining to Use of the University of Minnesota Name, Marks and Logos for use on any merchandise.

Subd 4. Groups should save all receipts for expenses incurred as a result of the sale and/or fundraiser and a deposit slip of the amount received from the sale and/or fundraiser. Groups should make a good faith effort to keep all personal transactions separate from student group transactions.

Subd 5. Student Unions and Activities reserves the right to request a financial report from any group should they deem it necessary. Should you be requested to submit a financial report, all receipts must be attached. Groups that fail to respond to a request for a financial report may lose all University funding, sales and/or fundraising privileges for the remainder of the academic year and may have their student group status impacted.

Subd 6. Student groups are responsible for any and all taxes associated with sales and/or fundraising.

Subd 7. Groups may not host "raffles" without a permit from the Minnesota Gambling Control Board, as raffles by definition involve ticket sales. "Prize drawings" are permitted without a state permit so long as money is not exchanged.

Subd 8. Student groups conducting a sale or fundraiser must be registered and in good standing with Student Unions and Activities.

Subd 9. A group’s privileges of engaging in sales and/or fundraising activities is subject to immediate cancellation if the methods used interfere with general University operations, are disorderly, improper, obstruct traffic, or if they otherwise interfere with an individual’s rights to privacy and/or freedom from harassment.

Subd 10. Proceeds must go back to the student group, unless monies collected are intended to benefit an off-campus agency, nonprofit organization or musician, guest speaker, performing artist, etc., and the sales are directly related to an event sponsored by a student group. Off-campus agencies, nonprofit organizations, musicians, guest speakers, or performing artists shall not be permitted to solicit funds on campus unless they have a contract with the University of Minnesota or are sponsored by a student group as a sales and/or fundraising activity in accordance with the following procedures outlined by Student Unions and Activities.

Subd 11. Sales and/or fundraising activities shall not be conducted in classrooms, campus offices, residential facilities, and/or other University buildings, without written consent of the instructor or appropriate administrator.

Subd 12. No individuals may profit as a result of the sale and/or fundraiser.

Subd 13. Sales and/or fundraising activities involving food must comply with the Policy for Food Safety in association with meetings, social gatherings, and special events, including filing all necessary permits with the Department of Environmental Health and Safety.

Subd 14. Groups that conduct a bake sale on campus must seek out the appropriate permits as outlined through the Building Codes Department.

Subd 15. Gambling is illegal in the State of Minnesota without an approved permit. Student groups generally may not conduct any gambling tournaments or games of chance with or without a permit from the state and may ONLY conduct a raffle with an approved permit from the Minnesota Gambling Control Board. Please see below for more details on gambling.

Subd 16. Donation jars and/or donation solicitation are considered fundraising on campus.

Subd 17. University policy prohibits the use of University property by non-University entities for the purpose of revenue generation or the sale, solicitation, or promotion of goods or services. Non-University entities may reference the Use and Lease of Real Estate policy for more information.

  1. Registered student groups may have non-University sponsors in support of a primary event; however, the primary purpose of the event cannot be non-University sponsor presence, promotion, or sales.

  2. When a registered student group has non-University sponsors of an event, insurance requirements and sponsorship agreements may be required.

  3. If promotional materials, including apparel, are created with sponsor logos, the sponsorship must be acknowledged via text as to not imply a University partnership.

Section 7. Off-Campus Sales and Fundraising

Subd 1 - Registered Student Organization Sales Off-Campus. Registered Student Organizations wishing to solicit donations or contributions from off-campus sources must follow local, state, and federal laws and regulations.

Subd 2 - Campus Life Program Sales Off-Campus. All contributions received by Campus Life Program from off-campus sources, with or without approval from the University of Minnesota Foundation, must be channeled through the University of Minnesota Foundation.

  1. Campus Life Programs wishing to solicit donations or contributions from off-campus sources must obtain the approval of the Office of the Director of the University of Minnesota Foundation if all the following conditions are true:
    1. The money solicited would be given to the student group for its use.
    2. The money would be channeled to the student group through the University.
    3. The amount of money sought is $1,000 or more.

Article XII: Insurance

Section 1. University Campus Life Programs have status as University of Minnesota entities and are insured under the University’s insurance program. 

Subd 1. Individual students are not considered to be insured under the policies.

Section 2. General Liability Insurance—On-Campus Events

Subd 1. Registered Student Organizations and their officers, individual members, and/or employees are not covered by the University’s General Liability Insurance. University faculty and staff who are advisors of Registered Student Organizations are insured under the University’s policy, which also covers them for their service to Campus Life Programs. The University has general liability insurance that provides coverage for claims of bodily injury and property damage against the University arising out of the negligent actions of the insured faculty and staff advisors.

Subd 2. While Registered Student Organizations do not typically have general liability insurance coverage, the University does not require Registered Student Organizations to purchase additional insurance for most of their on-campus activities, except as noted under section 3 below. Depending on the venue, most on-campus activities do not need additional insurance, including:

  • Student group meetings, regardless of the campus space reserved, including student union facilities (Coffman Memorial Union, St. Paul Student Center, outdoor spaces adjacent to student unions, and West Bank spaces reserved by Student Unions and Activities department), Academic Health Classroom Services, and the Office of Classroom Management
  • Registered Student Organization sponsored concerts attended only by University students
  • Working concession sales at events in University facilities (e.g., Mariucci and Williams Arenas)
  • Registered Student Organization dance practices and rehearsals
  • Registered Student Organization on-campus events and programs intended for and attended by University community and students

Section 3. On-Campus Events Requiring Registered Student Organizations to Purchase Liability Insurance

Subd 1. While the University does not require additional liability insurance for most on-campus activities, the University requires Registered Student Organizations to provide a certificate of insurance in order to conduct the following activities on campus:

  • Athletic events, including 5Ks or Fun Runs;

  • Activities or events for which the general public is the primary audience;
  • Activities involving the use of amusement devices (e.g., rides, slides, inflatables, bungees, climbing walls, dunk tanks)
  • Activities or events that involve animals
  • Events with 100 or more people (excluding student group meetings)
  • Activities determined by Student Unions and Activities and the University’s Office of Risk Management to be a potential risk to the University or its students, faculty, or staff.

Subd 2. Where insurance is required, Registered Student Organizations will be required to provide a certificate of insurance in order to conduct events at University facilities. In these cases, insurance requirements for Registered Student Organizations must be consistent with the terms of the University of Minnesota’s agreement with other third-party users of University space.

Subd 3. Where insurance is required, Registered Student Organizations must provide proof of general liability insurance coverage (i.e., a certificate of insurance) covering that organization’s event, naming Regents of the University of Minnesota as an additional insured, and evidencing coverage with a limit of not less than $1,000,000 per occurrence for bodily and personal injury and property damage.

Subd 4. If a Registered Student Organization does not have its own general liability coverage, it may purchase a Tenant User’s Liability Insurance Policy (TULIP). This program is designed for third-party facility users who need to purchase general liability insurance for an event. TULIP is a General Liability policy that protects both the facility user and the University. The policy provides coverage for bodily and personal injury or property damage arising out of the use of University premises by external users. Learn more about purchasing insurance and other event planning resources on the Student Unions and Activities (SUA) website. Contact the Office of Risk Management at [email protected] or 612-624-5884 if you have any questions or need further clarification on University of Minnesota insurance policies.

  1. Groups are encouraged to follow these instructions to purchase coverage for their events:

    1. Visit Tulip Insurance
    2. Click on “Get A Quote” located on the left side of the screen or “QuickQuote” located at the top of the page.
    3. Select the location of your event by following the prompts:
      1. State – Minnesota
      2. Location – The University of Minnesota
      3. Venue – 4025 Regents of the University of Minnesota
    4. Select the Dates and attendance for your events using the calendar function. Note: Coverage is required for all days of your event
    5. Select your event type by following the prompts.
    6. Disregard the “Additional Coverage Options” screen (excess coverage, alcohol and vendors…) as this additional coverage is not required - the policies and paperwork regarding Alcohol Use can be viewed in the forms library.
    7. Review your Coverage and Premium.
    8. Input payment information and click “Submit.”

  2. Athletic events, such as ‘fun runs,’ are outside the scope of the TULIP coverage. K & K Insurance or sanctioning by USA Track and Field are options for obtaining coverage.

Section 4. Coverage for Off-Campus Activities. In addition to not being covered by the University for their on-campus activities, Registered Student Organizations and their individual members are not covered by any University general liability insurance for liabilities arising from their off-campus activities. The University recommends that Registered Student Organizations consider purchasing their own general liability insurance coverage for their off-campus activities. While the University cannot provide this coverage, other insurance agents may be able to provide coverage.

Section 5 - Coverage for International Travel. See Article XIII - Section 5: “International Travel Considerations” .

Section 6. Compliance with Insurance Requirements

Subd 1. Where necessary, Registered Student Organizations shall be responsible for independently securing necessary liability insurance coverage to conduct activities using University facilities that are excluded from the general liability insurance program provided by the University. The TULIP program is available as an option to cover some excluded activities (generally excepting athletic-oriented activities).

Subd 2. Additionally, Registered Student Organizations are encouraged to pursue insurance coverage for property, automobile liability, workers compensation, directors and officers, special event and/or fidelity and crime, as appropriate.

Subd 3. Student Unions and Activities shall provide educational support addressing risk management and insurance issues and shall provide current information regarding insurance coverage options in conjunction with annual registration. However, Student Unions and Activities shall not enter into contracts with or on behalf of independent student groups.

Section 7. Sponsorship of Activities

Subd 1. All parties involved in the joint sponsorship or co-sponsorship of an excluded activity using University facilities each shall be required to meet all insurance requirements.

Subd 2. Co-sponsorship of an excluded activity using University facilities with a Campus Life Program or other University entities shall not exempt student groups from insurance requirements for that activity.

Subd 3. For purposes of determining insurance requirements, joint, co-sponsorship, and sponsorship shall be defined as logistical involvement by the student group in the planning and coordination of the activity.

Article XIII: Travel

Section 1. Student groups arrange many programs each year that require travel. Please note that the group is responsible, and can be held liable, for all members traveling as part of a group activity. For this reason it is important to consider many different aspects of travel. The following sections are important to consider.

Section 2 - Domestic Travel Considerations. Insurance should be considered when traveling as a group. Groups are encouraged to consult the Student Group Insurance Article for more information and work with a Student Group Services Advisor on event planning.

Subd 1 - Student Group Vehicle Rental/Use for Registered Student Organizations. Registered Student Organizations do not have use of University Fleet Services. Whenever possible, student groups should use third-party vendors (i.e., buses, rental vehicles) for transportation needs. This helps to defray some liability from the group and minimize health and safety risk. When using rental vehicles, individual insurance may be required or the rental services may not be provided by the vendor.

  1. Car-sharing is one possible resource for local transportation.
  2. When it is not possible to use a third party, groups should have a stated procedure for personal vehicle use that notifies members that they are personally responsible for anyone they are driving in their own vehicle.

Subd 2 - Student Group Vehicle Rental/Use for Campus Life Programs. Campus Life Programs can use third-party vendors for transportation needs and are allowed to rent vehicles from University Fleet Services. Vehicles can be used and expenses for use will be charged to the group’s EFS number. When using a third-party vendor, the group will need to work through their sponsoring department if a certificate of insurance is required, and any drivers may also need to maintain personal insurance.

Section 3. Student groups must consider local, state, and federal travel advisories and warnings to minimize health and safety risks.

Section 4. Student groups must consider local, state, and federal travel advisories and warnings to minimize health and safety risks.

Section 5. International Travel Considerations

Subd 1. Groups can consult the Global Programs and Strategy Alliance (GPS Alliance) for assistance when considering international travel.

Subd 2. Student groups are encouraged to consider participating in programs abroad; however, careful planning is required to minimize health and safety risks. Before planning a program abroad for a student group, please review the University policy on Student Travel and Education Abroad: Health and Safety for best practices regarding safe travel and program planning.

Subd 3. Please note that international travel refers to travel to any country (including Mexico and Canada) outside the continental U.S., Alaska, or Hawaii (including non-contiguous U.S. locations of American Samoa, Guam, Midway Islands, Northern Mariana Islands, Puerto Rico, the U.S. Virgin Islands, and Wake Island).

Subd 4. Registered Student Organizations have no direct relationship with the University and, therefore, international travel by a Registered Student Organization is not considered University-purpose and is not governed by the University’s policy on international travel. However, it is strongly recommended that students obtain adequate medical and evacuation insurance for all Registered Student Organization personal international travel.

  1. Please note that while Registered Student Organizations are not governed by the University’s policy on Student Travel and Education Abroad: Health and Safety, any individual student on a Registered Student Organization trip or program that is receiving University funding or credit is governed by the policy. If a University unit is organizing or promoting the travel, the travel is also governed by the policy. Please contact Global Programs and Strategy Alliance (GPS Alliance) for assistance.

Subd 5. Campus Life Programs are governed by the University’s policy on Student Travel and Education Abroad: Health and Safety. The policy requires all students to register travel with the University, sign an electronic release and waiver, obtain mandated international medical and security insurance, provide 24/7 emergency contacts, and complete the online health and safety orientation.

  1. If the travel involves undergraduate students and a University unit is organizing or promoting the travel for credit, the policy requires that the group work through an education abroad office. Please visit the Learning Abroad Center Student Groups website for additional information on the policy requirements.
  2. Campus Life Programs will also need approval from the International Travel Risk Assessment and Advisory Committee (ITRAAC) if they are planning to visit countries or locations designated as Level 3 or 4 Travel Advisory by the U.S. State Department.
  3. Campus Life Program Student Group Vehicle Rental/Use
    1. Per University policy, students are not permitted to drive motor vehicles (including but not limited to scooters, motorbikes, motorcycles, Segways, and cars) while traveling internationally for University purpose Faculty and staff may not drive vehicles in which students are passengers abroad without an approved exemption from the Office of Risk Management and Insurance in advance of departure from the United States. (Contact [email protected] to inquire about such an exemption) Students must either use public transportation or hire a local driver/vehicle when abroad on University-purpose travel.
  4. Campus Life Program Insurance

    1. When traveling overseas, Campus Life Programs are required to purchase University-mandated international medical and security insurance.

Article XIV: Health and Medically Related Activities

Section 1. Student groups must comply with University of Minnesota policy as well as adhering to international, federal, state and local laws when involved in student group activities domestically or abroad.

Section 2. Student groups that want to plan, organize, promote, or participate in health-related activities must meet appropriate legal standards, whether in the United States or abroad. This includes recognizing that a U.S. license, certification (e.g., Emergency Medical Technician (EMT), Certified Nursing Assistant (CNA)), etc. is not valid in another country.

Section 3. Registered Student Organizations may not plan, organize, promote, or host health-related events where health-related activities including, but not limited to, those listed below are performed by students:

  • Assessment (blood pressure, height, weight, etc.)
  • Education or providing health-related advice that is above and beyond materials that have been produced independently by an independent legitimate or peer reviewed source. This can include preventive information or care.
  • Diagnosis of any type
  • Transfer, distribution, administration, or explanation of pharmaceuticals of any type (over-the-counter as well as prescription)
  • Treatment of any ailment
  • Collection of blood samples (anything that involves an invasive process)
  • Performing or assisting in surgery
  • Representing your members as health professionals (wearing a white coat, stethoscope, etc.)
  • Other activities that would be viewed as providing care that would otherwise require a license or be identified as functioning outside a licensed scope of practice.

Section 4. Students enrolled in a health profession college, program, or school may participate in the above health-related activities as part of a Campus Life Program student group with appropriate oversight from a department and a faculty advisor or part of a school sanctioned trip abroad with appropriate legal agreements with host organizations.

Section 5. All student groups will undergo a mandatory compliance check during their annual registration process in collaboration with the Office of the Vice Provost for Academic Health Sciences. Through this review, some Registered Student Organizations may be required to become a Campus Life Program due to their intended group activities. The group is then responsible for securing a sponsoring department and faculty advisor.

Student groups seeking more information on whether their health or medically related group should be classified as an Registered Student Organization or a Campus Life Program can contact Academic Health Sciences:

  • Academic Health Center students should contact Brian Sick, MD at [email protected].
  • Undergraduate students should contact Karin Hamilton, DVM, MPH at [email protected] in the Pre-Health Student Resource Center.

Article XV: Major Events

Section 1. The University defines Major Events as events where the University’s Department of Public Safety has identified a significant security concern, events taking place in an indoor or outdoor space on campus with an estimated audience of 200 or more, or where political figures or dignitaries will be in attendance. Examples of Major Events may include, but are not limited to, concerts, lectures, public appearances, performances, rallies, or events that will draw a significant amount of the campus population or a large off-campus crowd or that represent a significant security concern (i.e., public figure, celebrity, etc.).

Section 2. Student groups seeking to host a major event on campus must follow the Major Events policy. This policy applies to anyone, be it an individual, a group, an academic department, college, or administrative unit, proposing to host a Major Event on the University of Minnesota’s Twin Cities campus. 

Section 3. On-campus venues may require a student group to complete a Major Event Proposal form. Student groups can find more information on the Major Events policy.

Section 4. The Major Events policy and process should be considered before entering into any agreements with sponsors, vendors, artists or performers, as the process will need to be completed in its entirety before an event can be confirmed and space reservations held. Student groups should not enter into any major event commitments until they have completed the Major Events review in accordance with this policy.

Article XVI: Permits and Agreements

Section 1. Student groups are responsible for knowing and following University policies and procedures, as well as following permit/application deadlines. Applications, permit deadlines, and approval timelines vary, so plan accordingly.

Section 2 - Serving food during meetings or events. Serving food during meetings or events: Depending on the type of food being served, submission of a University Food Permit, a Potluck Event Form, or a Pizza Only Form may be required. Forms are due a minimum of ten business days (two weeks) in advance of the event date. Please see the Building Code Department for the Food Permit for policies and applications related to serving food at events.

Section 3 - Requesting to serve alcohol at an event. Groups interested in applying to have alcohol present at their event on campus are required to submit the Alcohol Use Application. A completed application is due a minimum of fifteen business days (three weeks) in advance of the event date.

  1. Student groups may be required to meet with Student Group Services to review their event plans in advance.

Section 4 - Public Performance of Films, TV Shows, and Video Games. In order to screen a film or TV show, groups must purchase or obtain a public performance license from an agency or the owner of copyrighted works. Public performance licenses are also needed if you want to play video games in a public venue. Public performance licenses are required for all University venues as well as off-campus events. Please see Use of Copyrighted Works (Article XIX) for more information.

Subd 1. All student groups should obtain a public performance license a minimum of fourteen (14) days prior to the event date regardless of event location (on or off campus). Student groups should consult with their venue to submit the documentation appropriately.

Section 5 - General Liability Insurance Coverage for on-campus events. Please see Student Group Insurance.

Section 6 - Concerts or Dances. Groups who would like to hold a dance or concert are encouraged to meet with their assigned Student Group Services Advisor to discuss their event plans, additional fees for security, and event policies. Groups should contact Student Group Services at least 30 days in advance of your proposed event date.

Section 7 - Contact Tables.

Subd 1. Reserved spaces and contact tables must display the official name of the student group and be staffed at all times by the members of the student group that has reserved space for the fundraiser or sale.

Subd 2. Food and beverages or the sales of food and beverages are not permitted at any indoor contact tables.

  1. Bake sales may be conducted via a contact table outdoors.
  2. Student groups are not permitted to reserve contact tables on behalf of University departments or external organizations. 

Subd 3. Student Group Name Display

The official name of the sponsoring student group must be prominently displayed in all advertising and other communications connected with the fundraising or sales effort, including at the event site itself.

Section 8. Gambling, Raffles and Drawings

Subd 1 - Eligibility, Requirements and Exemptions. All forms of gambling are illegal in any location within the State of Minnesota without an approved gambling permit, subject to certain exceptions and requirements. Student groups are not eligible for a gambling permit with the State of Minnesota or to conduct a raffle, regardless of total value of prizes, unless they have applied for and received 501(c)(3) tax status with the Internal Revenue Service (IRS).

  1. Registered Student Organizations that have been legally organized and/or have 501(c)(3) tax status with the IRS, should contact the Minnesota Gambling Control Board for more information on eligibility and how to obtain a charitable gambling permit.
  2. Below are acceptable activities that may be conducted without a charitable gambling permit. Any questions regarding gambling should be directed to the Minnesota Gambling Control Board or Student Unions and Activities.
  • Campus Life Programs and departments/colleges/units of the University may be eligible to conduct a raffle or other approved activity under the University’s charitable gambling permit number. Groups may collect charitable donations at an event.
  • Poker tournaments are allowed if there is no cost associated. No money may exchange hands at any time (i.e., no entry fee, no table fee, no fee per person, no personal money). Students may play with chips that have no monetary value and participants may win prizes, but participants may not contribute financially to the poker tournament in any way.

Subd 2 - Drawings and Raffles. Student groups will be solely responsible for compliance with all gambling laws, rules, and ordinances, whether enumerated in this guide or not. See the Minnesota Department of Public Safety Frequently Asked Questions (FAQs).

  1. Student groups typically need to get a permit, unless the total value of all prizes is less than $1500.
  2. Raffle tickets have to meet specific requirements.
  3. The raffle can be advertised online, but tickets cannot be sold online and no credit cards.
  4. People under 18 can't play or win.
  5. There are limitations on how funds can be spent.
  6. The Minnesota Supreme Court and state statute allow chance drawings that do not require consideration if (1) the participant is not required to purchase a ticket for drawing in order to win a prize; (2) the participant must be allowed to enter the drawing without any consideration (payment of fee) for a chance to win a prize. 

Section 9 - Fundraising. Donation jars and/or donation solicitation are considered fundraising on campus.

Subd 1. University policy prohibits the use of University property by non-University entities for the purpose of revenue generation or the sale, solicitation, or promotion of goods or services. (Policy: Use and Lease of Real Estate: Appendix to Policy: Using and Leasing University Real Estate (Permissible Uses and Scheduling Priority, Non-permissible uses 1 & 2)

  1. Registered student groups may have non-University sponsors in support of a primary event; however, the primary purpose of the event cannot be non-University vendors or sponsor presence, promotion, or sales.
  2. When a registered student group has non-University sponsors of an event, insurance requirements and sponsorship agreements may be required.
  3. If promotional materials, including apparel, are created with sponsor logos, the sponsorship must be acknowledged via text as to not imply a University partnership.

Article XVII: On-Campus Promotions

Section 1. The University allows posting for student groups in approved locations. Any posting that is not displayed in an approved location may be removed. Academic buildings and off-campus businesses may have different policies on posting. Officers must receive permission and adhere to specific posting procedures at each location.

Subd 1. There are specific policies and procedures for the distribution of handouts, indoor postings, outdoor postings and chalking on campus. Reference the Distribution of Temporary Information through Publications, Signs, Banners, or Chalking policy for more information. See Campus Specific Requirements: Twin Cities for more information, including a campus map designating specific allowable outdoor posting locations.

Section 2. Student groups must use their official student group name as listed with Student Unions and Activities and their GopherLink profile.

Section 3. Student groups are responsible for communicating all on-campus promotions policies to their national or parent organization.

Section 4. Student Unions and Activities has an approval process for poster/flyer distribution highlighted below:

Subd 1. All posters or flyers must be approved through the Student Unions and Activities Welcome Desk, bearing the original stamp of Student Unions and Activities approval.

Subd 2. The Welcome Desk will approve up to four (4) flyers per event.

Subd 3. Student Unions and Activities staff will be responsible for placement of all posters. Student groups should not display their own posters/flyers. Flyers not approved by the Student Unions and Activities  Welcome Desk will be removed.

Subd 4. Posters or flyers are allowed at designated posting areas only. No posters or flyers shall be put on any glass, carpeted, paneled, papered, painted, or wood surfaces.

Subd 5. Any damages to buildings incurred due to inappropriate posting will be assessed to the student group and its officers.

Section 5. Distribution of publications inside of Student Unions and Activities facilities is allowed only at a reserved contact table. 

Section 6 - Residence Halls/Apartments. The approval process for posting information for Residence Halls can be reviewed on the Housing and Residential Life website.

Section 7. Use of Outdoor Banners on Campus

Subd 1. Student groups must get approval for all outdoor banners on campus. Reference the Campus Specific Requirements: Twin Cities policy for more information. 

  1. All Campus Life Programs that wish to display outdoor and exterior facing signage that will be posted for longer than a day (lawn signs, clings, banners, sandwich boards, etc.), excluding posters and chalk, must be submitted to their parent unit and approved by the Signage Committee at [email protected].

Section 8 - Chalking Policy: Chalking on campus is limited to registered student groups, University of Minnesota departments, faculty members, staff members, and any registered University of Minnesota student. Chalking must comply with the Administrative Policy on Distribution of Temporary Information through Publications, Signs, Banners, or Chalking and the Campus Specific Requirements: Twin Cities Campus. Facilities Management reserves the right to clean and remove any chalking that does not comply with this policy.

Article XIII: Use of Copyrighted Works

Section 1. Copyright Policy Statement for Student Unions and Activities

Subd 1. Rights to Perform

Copyright protects and promotes the creation of intellectual assets that are critical to academic endeavors and thus is fundamental to the creation and sharing of knowledge. Board of Regents Policy: Copyright and federal law establish rules governing the ownership of works created by University faculty, staff, and students.

  1. In most instances, showing a film, playing a video game, or broadcasting music in the Student Unions, other off-campus venues is considered public performance.

Subd 2 - Compliance with Ordinances. Student Unions and Activities advisors and employees may recommend a course of action, but users of copyrighted works ultimately bear responsibility for complying with the law and any permissions, licenses, or other agreements granting a right to use a work. Violation of a holder’s rights in a copyrighted work is serious. A federal court may award statutory or other damages, fines, and in certain instances, imprisonment or any combination of the above.

Subd 3 - Proof of Permission. The University may require the presentation of proof that permission to use a copyrighted work, as planned, had been obtained. The University reserves the right to bar the showing of a film, playing of music, or other use of a copyrighted work if there are reasonable concerns that the showing, playing, or use likely violates the rights of the holder of the copyright.

Section 2 - Common Occurrences Where Permission is Needed. While each use of a copyrighted work raises unique questions and concerns about the need to obtain permission from the holder of the copyright, in the following situations permission very likely needs to be obtained:

Subd 1 - Showing a Film to a General Audience. 

  1. The rental of a film, the purchase of a DVD/Blu-Ray, or subscription to a streaming service do not carry with them the right to show a film outside of a private residence. Unauthorized public performances refer to situations where an institution or commercial establishment shows a video or film to its members or customers without receiving permission from the copyrighted owner. This includes public performances where an admission fee is charged as well as those that are simply offered as an additional service of the establishment. This legal requirement applies regardless of whether the institution or organization is commercial or nonprofit, or whether a federal or state agency is involved.
  2. Student groups must purchase a Public Performance License for each instance they would like to publicly show a film/video. This can be done by contacting one of the following agencies that handle public performance licenses for many different film companies. If a license is not available through these agencies, your student group will need to contact the film/videos creator to obtain license purchasing information.

Subd 2. Allowing use of Video Games. 

Video games are generally for individual or private use. Use in a public setting may require additional licensing fees.

Subd 3. Allowing use of Music. 

The University pays a license fee to BMI, SESAC, ASCAP, and Global Music rights which allows University entities to publicly perform on university premises non-dramatic musical works included in each of these entities' repertories.  These licenses generally include non-University performers at Student Unions and Activities  events that are not co-sponsored with another entity, and registered student group on-campus projects, performances, and activities. Questions on music copyright may be directed to University Marketing and Communications.

Article XIX: Confidential Data

Section 1. Student group officers are required to adhere to the University’s information security policies, laws, and contractual agreements for the type of data groups collect, share, or are entrusted with by another organization, e.g., individual's contact information, affiliations, or survey results. Some data types that should not be collected are Social Security Numbers, credit card information, or healthcare information as defined by the Health Insurance Portability and Accountability Act (HIPAA). See Administrative Policy: Data Classification and Security Level Policy for more information.

 Subd 1 - Data Security Classification Resources. View the following resources for more information:

Section 2. Contact Office of Informational Technology for more information or to report information security incidents.  Anonymous reports may be submitted via the University UReport confidential reporting system.

Article XX: Advisors of Student Groups

Section 1. Student group advisors shall provide information and guidance to student groups based on information available. Advisors of student groups may seek support and guidance from Student Unions and Activities but may not act as leaders or officers of the organization. Actions that may be considered leadership of the organization include, but are not limited to:

  • Acting on behalf of the organization
  • Engaging in decision-making
  • Managing the group’s GopherLink profile
  • Selecting leadership of the group
  • Representing the group or the University
  • Being the sole financial manager of the group
  • Hosting or scheduling events on behalf of the group
  • Applying for funding on the group’s behalf

Subd 1. Incident Reporting

  1. Advisors should document and direct any incidents (such as student group violations of, and non-compliance with, University policies and procedures, as well as local, state, and federal laws and regulations) to the Student Group Conduct Process (see Article XXII: Student Group Conduct) for review by Student Unions and Activities.
  2. All student group advisors (regardless of group classification) are required to complete the Campus Security Authorities training.

Subd 2. Advisors of Registered Student Organizations

Registered Student Organizations are not required to have an Advisor but may choose to have an advisor. The advisor’s individual affiliation with the University shall not have a bearing or impact on the group’s relationship with the University.

Subd 3. Advisors of Campus Life Programs

  1. Campus Life Programs are required to have at least one University Advisor who is affiliated with the department sponsoring their group. 
  2. Campus Life Program Advisors, the sponsoring department, and the marketing and communication lead are required to sign the Campus Life Program Agreement annually as a part of the group’s Annual Registration.
  3. Campus Life Program Advisors, the sponsoring department, and the marketing communications lead of the sponsoring department must agree to and abide by the expectations and responsibilities outlined for Campus Life Program Agreement.
  4. Campus Life Programs and their advisors may develop an agreement that stipulates any additional roles and responsibilities of the advisor in relation to the group (beyond required responsibilities of a Campus Life Program advisor).

Article XXI: Student Group Conduct, Policy Violations, and Dispute Resolution

Section 1. The Office for Community Standards (OCS) and Student Unions and Activities (SUA) are responsible for holding student groups accountable to student group and University policies, the Student Conduct Code (including hazing), and their own established procedures outlined in the group constitution or related materials. If it is believed that a student group has violated a policy, the group’s internal procedures, or otherwise acted unethically, any individual may report the policy or procedure violation to the Office for Community Standards or Student Unions and Activities.

Section 2.  Anyone may file a report on possible student group conduct violations including staff, faculty, students, and individuals external to the University. A report should be filed to make the Office for Community Standards (OCS) and Student Unions and Activities (SUA) aware of an incident and to initiate the student group conduct process. The Student Group Incident Report Form is the primary form of communication regarding student group conduct violations. An individual student (or individual students) involved in a reported student group activity may be referred to the Office for Community Standards (OCS) for an individual student disciplinary investigation.

Subd 1. Student Group Incident Reports must include the name and contact information of the reporting party. The reporting party may be contacted during the review process to learn more about the reported incident or violation. Anonymous reports can be filed through the University's confidential reporting service, UReport; however, these are not submitted directly to the Office for Community Standards (OCS) and Student Unions and Activities (SUA) and are not specific to student group violations.

Section 3. Frequently Asked Questions

The determination regarding whether an alleged policy violation was committed by a student group or by an individual(s) will be made on a case-by-case basis. The Office for Community Standards (OCS) and Student Unions and Activities (SUA) will together make this determination. 

Questions on allegations of student group conduct violations can be directed to the Student Group Services Team within Student Unions and Activities. More information about student group advising can be found on the Student Unions and Activities (SUA) website.

The following factors will be considered when making this determination:

  • How many of the members of the student group were involved in the incident?
  • Did the incident occur at a sponsored event of the student group?
  • Did a member(s) of the student group violate University regulations at an event sponsored by the group or in the course of the group’s affairs, and did the group fail to exercise reasonable preventive measures?
  • Did the student group’s leadership have knowledge or notice that the conduct was going to occur?
  • What was the nature of the incident?
  • How are student group violations reviewed and resolved? Student Unions and Activities (SUA) and the Office for Community Standards (OCS) will review the allegations / report of group misconduct. Consultation with the overseeing unit of the group may occur as needed. Student Unions and Activities (SUA) and the Office for Community Standards (OCS) will follow the outlined Student Group Conduct Code Procedure. The purpose of the student group disciplinary process is to provide a framework for resolving complaints about violations of Board of Regents Policy: Student Conduct Code, so that:
  • Informal resolution is encouraged. The disciplinary process encourages informal resolution of complaints where appropriate.
  • Student development is emphasized. The disciplinary process emphasizes the educational purpose in student group discipline, including helping students understand and accept responsibility for their own behavior.
  • Community interests are met. While the emphasis of the disciplinary process is on responsible student group self-development, the nature of the offense may require, in fairness to the community, the imposition of disciplinary sanctions.
  • Student groups receive fair treatment. Most disciplinary matters are resolved informally, with the agreement of the student group. However, when the people involved are unable to reach agreement, Board of Regents Policy states: Student Conduct Code requires that student groups have the opportunity to receive a fundamentally fair hearing and a campus-wide appeal.