Student Organization Guidelines
Being involved in activities outside of the classroom takes time and effort. It is vital to find a healthy balance between all of your experiences within your collegiate experience. Knowing that this is a challenge for most students, we would like to provide you with some resources to help in your co-curricular experience.
If there is another area of interest that you do not find here, please contact us and we will be glad to work with you. Also, if you have any questions or concerns, please let us know as well.
Presently there are over 140 recognized student organizations on the Butler University campus representing a multitude of interests. As a recognized organization, it is your responsibility to be familiar and follow the regulations of the student organization guidelines.
Student organizations are expected to keep their contact information up-to-date with the PuLSE office, as well as complete end of semester reports. Presidents and vice presidents can do that by accessing the online Student Organization System. For instructions on how to utilize the online recognition system, [consult the PDF below.]
Another important member of the student organization leadership team is the treasurer. It is his/her responsibility to manage the [finances] of the group. Deposits, check requests, petty cash reimbursements and other transactions should be carried out by the treasurer of the organization. Every student organization must maintain its financial account at Butler University.
The success and effectiveness of your organization can be improved a great deal through a good relationship between advisor and student leader. In the advisor/student leader pairing, a general understand and a concerted effort to develop the relationship is essential. Too often we take relationships for granted and think things will automatically fall in place. As in all relationships, it is important to learn about one another's expectations, goals, wants, needs, strengths, and weaknesses.
When a student organization is planning a university-sponsored event, such as a field trip, sports activity, off-campus trip, excursion, etc. he/she is encouraged to have participants sign a liability waiver form in which Butler University disclaims liability for injuries or property damages suffered regardless of cause. No matter what your event, we highly encourage students to set up a meeting time with staff in our office to effectively plan your event. The PuLSE office has copies of waivers for your group to use. Stop by the office and ask any PuLSE staff member to give you a [waiver.]
Occasionally a student organization will need to hire an entertainer or a band which entails a signature on a contract. For your protection, all contracts and legal agreements, etc. must be reviewed and signed by the Director of Programs for Leadership and Service Education. Signature by a student or advisor is invalid. Please allow 2–3 weeks for review of your contract.
It is recommended that for an activity or event that occurs more than 25 miles from campus that a vehicle company/bus is chartered that has licensed/certified drivers and vehicles. A student organization is solely responsible for their own travel arrangements, which includes the selection of qualified drivers, verification of adequate insurance, and all other travel arrangements.
If a student-sponsored event requires the need of food service, Dining Services has the exclusive right for the service. To request catering, contact the Dining Services office at 940-9764. To obtain a waiver to use an outside vendor, permission must be obtained from to Dining Services catering office, located in Atherton Union cafeteria.
If you do choose to use an outside vendor, please set up a time to talk with staff in our office to review minimal food guidelines for having food at your event. Also, refer to the Marion County Health Department's website.
Permission to hold any function or event that sells goods, collects money, or collects donated items must be obtained from Programs for Leadership and Service Education. Forms are available in the office of Programs for Leadership and Service Education and require the signature of the faculty/staff advisor and Director of Greek Affairs (if sponsoring organization is Greek). The Fundraising Proposal Form may also be downloaded. Groups planning a [fundraiser] may contact Programs for Leadership and Service Education for assistance.
Events, programs, and meetings that go past 11:00pm are considered to be late night events. Some additional [late night policies] are put into place when the event is a Late Night Event for Only Butler Students and when it is a Late Night Event That Includes Non-Butler Participants.