Frequently Asked Questions

How do I register an event for my organization?

14 Days Out

Register activities involving alcohol.

7 Days Out

Register activities not involving alcohol.

On Campus Events

Contact the building head of the facility you wish to use prior to submitting the Registration of Activities Form to determine facility's availability.

For organizations wishing to hold events in the Student Union after hours (after 10pm Monday-Thursday) or on weekends, the organization must contact the Director of the Student Union prior to submitting the Registration of Activities Form.

Complete the Registration of Activities Form. The event is not approved until the student receives approval via email from the Office of the Assistant Vice President for Student Affairs.

If activity requires chairs, tables, or trash cans from the Physical Plant, organizations must complete the Service Request form 14 days prior to the event.

If alcohol is involved, 8 student sober monitors must be listed on the Registration of Activities form and meet with the Assistant Vice President for Student Affairs and sign the required forms by 4:30pm on the last full business day before the event.

The 8 non-drinking monitors must include the following members of the organization: President, Vice President, Social Chair, Treasurer, Faculty Advisor, and three other senior active members.

The organization's official advisor must be present at the event if alcohol is present. The advisor can designate a substitute faculty or staff member if cleared with the Assistant Vice President for Student Affairs by 4:30pm on the last full business day before the event.

If activity requires university police officers (example- on campus dances/parties),the activity must be registered 21 days prior to the event. The Assistant Vice President for Student Affairs will determine how many officers must be present.

Off Campus Events

Complete the Registration of Activities Form. The event is not approved until the student receives approval via email from the Office of the Assistant Vice President for Student Affairs.

If alcohol is involved, 8 student sober monitors must be listed on the Registration of Activities form and meet with the Assistant Vice President for Student Affairs and sign the required forms by 4:30pm on the last full business day before the event.

The 8 non-drinking monitors must include the following members of the organization: President, Vice President, Social Chair, Treasurer, Faculty Advisor, and three other senior active members.

The organization's official advisor must sign the sober monitor form and be present at the event if alcohol is present. The advisor can designate a substitute faculty or staff member if cleared with the Assistant Vice President for Student Affairs by 4:30pm on the last full business day before the event.

Additional information on these policies can be found in the Student Organizations and Greek Life Policies and Procedures Manual.

For more information on hosting events where alcohol will be served, please see the Alcohol Consumption Regulations.

For questions contact the Office of the Assistant Vice President for Student Affairs 549-3792.

How does my organization host a fundraiser?

Complete the Registration of Activities Form to register your fundraiser. The contact person listed on the Registration of Activities Form will be notified if the fundraiser is approved or denied.

Complete the Fundraiser Form and bring it to the Office for Student Engagement for the Director of the Office for Student Engagement's approval. This form must be signed by the president of the organization, the advisor of the organization and the event chairperson for the fundraiser.

Registered student organizations are allowed to sponsor four on-campus fundraisers per semester.

There is no limit to how many off-campus fundraisers an organization can sponsor, but off-campus fundraisers still require approval.

If the fundraiser will be held after 10pm and money will be present, then the organization must meet with the Office of the Assistant Vice President for Student Affairs to determine how many police officers will be required at the fundraiser.

If the fundraiser will be held before 10pm and money is collected for admittance to the event, the organization must have two members working the money table and two members to seat people.

For more information, contact the Office for Student Engagement, 985-549-2120.

How does my organization obtain an official University excuse for an organizational trip?

When traveling for an organizational trip, students must complete the Off Campus Visitation Form, regardless of if they need an official university excuse. Once approved, this form will serve as an official University excuse.

For in-state trips, three copies of this form must be submitted five working days prior to the trip.

For out of state trips, three copies of this form must be submitted three weeks prior to the trip.

This form must be signed by the organization's advisor and then submitted to the Office for Student Engagement for the Director of the Office for Student Engagement's signature.

For student organizations, this form must be approved by the Director of the Office for Student Engagement, the Assistant Vice President for Student Affairs, and the Provost.

Once the form is approved, all students listed on the form must receive a copy of the signed form and show it to his or her instructors prior to the trip. Each student is responsible for contacting his or her instructor and making the appropriate arrangements for course work missed during the trip.

For more information, contact the Office of the Assistant Vice President for Student Affairs, 985-549-3792.

How do I start or maintain a registered student organization?

New student organizations must have at least 10 Southeastern students as members, a faculty or staff member to serve as advisor, and two letters of recommendation from a faculty or staff member.

In order to become a registered student organization, the New Student Organization Application must be completed with the appropriate signatures and submitted to the Office for Student Engagement for approval.

The New Student Organization Application includes the following:

Application

Officer Roster

Membership Roster ( must have 10 current Southeastern students)

Bylaws

Two Letters of Recommendation

Faculty/Staff Advisor Information

Membership Information

Bank Account Information ( if organization has a bank account)

Policies and Procedures Manual Compliance Form

Hazing Policy Acknowledgment Form

The new student organization's president and advisor will be notified when the New Student Organization Application is approved. Once the application is approved, the organization is recognized as a registered student organization.

In order to maintain status as a recognized student organization, the organization must complete and submit the Recognized Student Organization Packet once a year at the beginning of the fall semester.

Student organizations must be recognized by the Office for Student Engagement and have a completed packet on file to register activities, reserve rooms, and participate in events on campus.

For more information, contact the Office for Student Engagement, 985-549-2120.

How does my organization hang signs on campus?

Signs can be hung two days prior to the event, the day of the event, and must be removed the day after the event, even if the event is a weekly occurrence. This includes sheet signs and flyers.

Complete the Sign Approval Form and bring it to the building head of where you would like to hang the sign for his/her signature.

Once the form is completed with the appropriate signatures, bring the form and a copy of the sign to the Office of the Assistant Vice President for Student Affairs for final approval.

For more information, contact the Office of the Assistant Vice President for Student Affairs at 985-549-3792.

How does my organization complete the End of the Semester Report?

The End of the Semester Report is completed at the end of the fall and spring semesters and includes the following sections:

Philanthropy
Community Service
Campus Involvement
Academics

Student Organizations will complete the Philanthropy, Community Service, and Campus Involvement sections of the report. The Office for Student Engagement will complete the Academics section.

Organizations must submit completed reports to the Office for Student Engagement by the last day of classes for each semester.

End of the Semester Reports are due by 12:30PM on the final regular day of classes of each semester.

For more information, contact the Office for Student Engagement, 985-549-2120.

How do I complete the Division for Student Affairs Convocation packet?

The Division for Student Affairs presents the following awards at the annual Division for Student Affairs Convocation:

Green S Award

Outstanding Man and Woman of the Year

Outstanding Freshman

Advisor of the Year

Student Organization Award of Excellence

Complete DSA Convocation Awards Packet

(with all of the awards listed above)

Presidents of recognized student organizations, administrators, faculty, and staff members can nominate students who meet the criteria for the following awards: Who's Who, Green S Award, Outstanding Man and Woman, and Outstanding Freshman by completing the appropriate nomination forms.

Presidents of recognized student organizations can nominate their advisors and organizations for the Advisor of the Year award and Student Organization Award of Excellence by completing the appropriate award applications

Completed nomination forms and award applications must be submitted to the Office for Student Engagement by the date specified on the nomination form or award application in order to be considered for the award.

A committee of representatives from various departments on campus will review the applications and select the recipient(s).

Nominations are due March 6, 2015 by 12:30pm. Applications are sent out to those nominated for the awards and are due March 20, 2015 by 12:30pm in the Office for Student Engagement Mims Hall Room 123 or by email to pam.rault@southeastern.edu or apeltier@southeastern.edu.

For more information, contact the Office for Student Engagement, 985-549-2120.