Student Organizations Handbook - William Mitchell College of Law

Student Organizations Handbook

I. Introduction

The purpose of student organizations at William Mitchell College of Law is to promote life balance and to provide opportunities for enhancement of the academic, cultural, social, and recreational aspects of student life. Through participation in programs and activities, student organizations and their members play a vital educational and social role at William Mitchell and contribute to a campus rich with energy and opportunity for the development of our students.

This handbook will acquaint you with policies and procedures regarding student organizations on campus and will assist your organization in effectively using college services.

II. Information on currently operating student organizations

The Assistant Director of Student Affairs and Student Life serves as a liaison to student organizations and maintains an up-to-date list of organizations, their officers, and any pertinent contact information.

III. Starting an organization

A. Forming the organization

Students interested in starting an organization should complete and submit the online registration form.

Non-credit student organizations, regardless of special focus, must be open to all students. Upon approval from the Office of the Dean of Student Affairs and Student Life and upon concluding that sufficient student interest in the organization exists, a representative of the group must submit the following to the Dean of Student Affairs and Student Life studentlife@wmitchell.edu:

  • Constitution or charter for the new organization
  • By-laws for the new organization
  • List of officers

See: Information and guidelines for creating constitutions and by-laws PDF, 33 Kb

B. Soliciting interest in the prospective organization

There are several ways to gather interested members and officers to join an organization, including:

The New Student Orientation Picnic offers an opportunity for organizations to inform entering students about the organization. Make arrangements to participate with the Assistant Director of Student Affairs and Student Life

Submit an announcement about your organization to the Docket.

Promote your organization's activities. Submit an event to the Docket. In addition to the Docket calendar, events appear on the William Mitchell home page and the video monitors around campus as the event date draws near. Please submit event information at least two business days prior to your event.

C. Re-activating a previously approved organization

If an organization has been approved in the past but is currently inactive, a representative must submit the following to the Office of the Dean of Student Affairs and Student Life to re-activate the organization:

  • a list of interested members and officers to the Office of the Dean of Student Affairs and Student Life
  • review, update, and submit the constitution and by-laws (if these documents no longer exist, develop a new constitution and by-laws)

IV. Receiving a budget for your organization

When a new organization is approved during the academic year, it may request funding from the Student Bar Association (SBA). Representatives of the group should contact the SBA President or Treasurer. Funding for mid-year requests will fluctuate from year-to-year depending on available resources and number of active organizations. Assuming the SBA is comfortable with the student organization, the level of organization of its officers, and the availability of funds, the SBA makes its best effort to help student organizations get started with a reasonable budget.

The SBA allocates its annual budget through a hearing process at the beginning of the academic year. Procedures and deadlines are typically posted in the Docket. Organization leaders are also welcome to contact the SBA Treasurer.

Financial transactions for student organizations are conducted through the SBA Treasurer and the Finance Department of the college. Student organization requests for expense reimbursements should be submitted to the SBA Treasurer. The Treasurer will forward the reimbursement request to the Finance Department. Questions regarding expenses should be directed to the SBA Treasurer.

V. Transitioning your organization from one year to the next

Student leaders in each organization are responsible for a smooth leadership transition from one year to the next. In order to ensure the best likelihood for a successful funding request, student organization leaders must identify a means to smoothly transition the leadership of the organization from one year to the next. This is best handled by:

  • holding elections in the latter part of spring semester for leaders who will take office in the following fall semester or at the end of the current academic year; and
  • prior to the conclusion of the current academic year, inform the Office of Student Affairs and Student Life of the leadership changes that will be in effect at the start of the following academic year by submitting a Student Organization Officer Transition Form

VI. Services available to support student organizations

A. Supplies

Supplies should be ordered through the Purchasing Office. For details on how to make purchases, student organization representatives should contact the SBA Treasurer.

B.  Copy Center/Mail Room

This department provides the following services for written materials:

  • Photocopying
  • Collating
  • Drilling
  • Stapling
  • Thermo-binding
  • Transparencies

C.  Switchboard/Information Desk

Main (Summit Avenue) Entrance - This department provides the following services:

  • Security and maintenance contact
  • Room reservations
  • Class cancellation notification
  • Parking passes and information
  • Locker information and rental

Front Desk Hours

There is a security guard at the desk during all hours that the college is open, but they do not assist with the above services. Please request assistance for these services during the above posted times.

D.  Announcements on the Docket

Contact:Assistant to the Dean of Student Affairs and Student Life

The Docketis a dynamic campus newsletter posted on the William Mitchell Web site. It contains a wide range of announcements about student events, room changes, student jobs, competitions, financial aid, etc. Special events and meeting announcements may be submitted to the Docket.

Students are able to post items to the Docket through the “Submit an Announcement” and “Submit an Event” options. For instructions on submitting see the “Posting Instructions” link on the Docket. Items do not post immediately. Upon submission they are sent to an editor who edits them and then posts them, usually within one business day and often shortly after submitted.

Effective use of the Docket as a marketing tool: When using the Docket to promote events, the following sample guidelines may prove helpful:

  • As soon as you have a date, time, and location for your event, submit it as an event to get it on the Docket and other calendars
  • Two weeks prior submit a “mark your calendar” announcement to the Docket
  • One week prior to the event, submit a reminder announcement to the Docket (e.g. “Reminder: Blackacre Association of William Mitchell Guest Speaker – March 1 – Room 123.” Include text from prior submission with appropriate updates or provide entirely new text).
  • One to two days before event: submit a "final reminder" announcement to the Docket.

E.  Room reservations

General Use Rooms

Room reservations are scheduled at the Switchboard/ Information Desk – Summit Avenue Entrance. To reserve, contact

Small Group Study Rooms in the Library

The small group study rooms on the lower level of the library are intended primarily as student group study rooms. They are scheduled at the Library circulation desk.

F. Multimedia requests

There is a wide range of multimedia equipment available to student organizations. To request equipment, fill out a request form at least one working week before you need the equipment or services. The forms are located in the Central Services Center, room 121. Place the completed forms in the audiovisual mailbox outside of the Central Services Center or give them directly to a member of the multimedia staff. There is no charge for this service. Contact:

  • Multimedia Support
  • (651) 290-6373
  • Room 221

G.  Parking permits for speakers/guests

Temporary parking permits for speakers and guests may be obtained from the

Switchboard/Information Desk – Summit Avenue Entrance. If you expect a large crowd for a function, speak with:

  • Beth Louden, Facilities Director
  • (651) 290-6330
  • Room 374

H.  Poster and distribution policy

The poster and distribution policy is designed to maintain an orderly appearance on campus while reducing maintenance costs (painting, wallpapering, etc.) of campus buildings. Students may post notices on stairwell bulletin boards. Items posted on painted, glass, or wallpapered surfaces will be removed.

 

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