• 2011-2012

2011-2012
Montana State University
Registered Student
Organization Handbook
Office of Student Activities
222 Strand Union Building
406-994-3591
studentactivities@montana.edu
http://www.montana.edu/studentactivities
Revised 06/11
STUDENT ORGANIZATION HANDBOOK
TABLE OF CONTENTS
Policy for Student Organizations at MSU-Bozeman ........................................................................ 3
Why Register Your Organization? ................................................................................................... 5
Use of University Name and Logos by Registered Student Organizations ...................................... 6
Characteristics of a Successful and Effective Student Organization ................................................ 7
Sample Constitution Outline ........................................................................................................... 8
Student Organization Advisor Responsibility Statement ................................................................. 9
Office of Student Activities Poster Policy...................................................................................... 10
Advertising with Flyers .................................................................................................................. 11
Student Activities Running Board .................................................................................................. 12
Proposed Events Guidelines ........................................................................................................... 13
Insuring Off-Campus Programs ..................................................................................................... 13
Release of Liability Form ............................................................................................................... 14
Student Trip Itinerary and Emergency Contact List ....................................................................... 15
Students’ Emergency Contacts ....................................................................................................... 16
Medical Consent Agreement .......................................................................................................... 17
Fundraising Guidelines................................................................................................................... 18
Strand Union Policies
Space Rental ...................................................................................................................... 19
Repetitive Meeting Request Form ..................................................................................... 21
Use of Easels/ Banner/ Display Case/ Info Tables ............................................................ 22
Fund Raising/Merchandise Sales Policy ........................................................................... 23
Merchandise/Service Sales Request Form ........................................................................ 24
Distribution or Sale of Literature & Petition Policy .......................................................... 25
Outdoor Programming Policy ........................................................................................... 26
University Food Service Policy for Food Served on Campus ........................................................ 27
Facility Use Request (Sample for non-Strand Union facilities) ..................................................... 28
Other MSU Policies........................................................................................................................ 29
Student Organization Funding Information .................................................................................... 30
Student Organization Resource Directory ......................................................................................31
Volunteer Opportunities ................................................................................................................. 33
Campus Map................................................................................................................................... 34
Notes Page ...................................................................................................................................... 35
If you have any questions, need clarification, or want to discuss a program,
please stop by 222 Strand Union or call us at 994-3591.
POLICY FOR STUDENT ORGANIZATIONS AT MSU-BOZEMAN
The University recognizes the value of Student Organizations in campus life and, consequently, provides the
opportunity for groups to be formed and to meet on campus. However, because their memberships are comprised of
students at Montana State University-Bozeman, Student Organizations should have some relationship to the main
educational mission of the University. Moreover, it is not the University’s intention or responsibility to sponsor,
endorse, or otherwise support particular Student Organizations. Consequently, the fact that a Student Organization
has access to University facilities should not be construed, nor may a particular Student Organization represent, that
Montana State University sponsors, endorses, or otherwise supports the organization or any of its views, philosophies,
or activities.
Campus Student Organizations, including social sororities and fraternities, and residence hall units, must comply with
the criteria listed below to be eligible to use facilities at Montana State University-Bozeman under applicable
regulations.
With the understanding that Montana State University is committed to a philosophy of non-discrimination under
guidelines including, but not limited to, the Civil Rights Act, '504, Title IX, and the Montana Human Rights Act, and
to the opportunity for individuals to assemble and associate under the First Amendment, the following guidelines will
be used for granting access to and use of University facilities:
A. Student groups wishing to use University facilities for meetings or events will be required to do the
following through the Student Activities office:
1. Complete a Student Organization Application every academic year to use University space for meetings for
the academic year.
2. Comply with all University regulations and state and federal laws regarding the use of University facilities.
NOTE: STATE STATUTES SPECIFICALLY PROHIBIT THE USE OF THE NAMES "MSU", "MSU-
BOZEMAN”, "MONTANA STATE UNIVERSITY" OR "MONTANA STATE UNIVERSITY-BOZEMAN"
IN FRONT OF STUDENT ORGANIZATION NAME, OR ON BANK ACCOUNT TITLES.
EXCEPTIONS ARE MADE ONLY WITH THE WRITTEN APPROVAL OF THE MSU BUSINESS
OFFICE.
3. Officers or Responsible Parties must be registered students
4. The Office of Student Activities’ policy is to work directly with students. We recommend that the student
leadership of the organizations handle all the “foot work” involved with registering and operating the
organizations.
5. Restrict its membership to at least 80% students and the balance, if any, may be faculty, staff, spouses of
faculty and staff, and community members.
6. If the group is athletic in nature and utilizes campus athletic facilities, membership must be 100% students. If
non-students participate, those individuals must:
a. Be an MSU Alum; or
b. Purchase a Special Use Pass through Intramurals. Please call the Office of Intramurals at 994-5000
for clarification.
7. Submit all revisions, such as alterations to organizational name or purpose, to the Office of Student Activities,
222 Strand Union.
8. Comply with specific written requests from the Office of Student Activities for evidence necessary to
authenticate the information on file there.
 9. Present your group’s registration card whenever reserving University meeting space. Each Student
Organization will receive a card upon completion of the application process. The registration card must be
signed by the Student Activities staff.
10. Provide the name of a faculty or staff person located on campus who is employed by MSU at least .5FTE or a
graduate student who is employed by MSU, who has agreed to act as a liaison for the organization and who is
willing to agree to carry out the responsibilities of an advisor.
11. Sign an affirmation that the group complies with the University’s commitment to and practice regarding
nondiscrimination in the areas of race, creed, color, sex, national origin, age, handicap, and marital status.
12. Include a roster of members of the group, minimum of ten members.
Additional University support might include financial program support allocated through the Office of Student
Activities after approval of a completed program support fund application.
It is important to note that a group’s eligibility to use campus facilities and receive additional University support
depends not only on initial compliance with the foregoing requirements, but also on continued compliance therewith.
Consequently, failure of an organization to fully comply with any of the above-listed requirements may result in a
denial of access and use of University support and assistance. Denial of access shall remain in effect until the
organization has given adequate assurance that it is in full compliance with the above requirements.
Any requests for exception to this policy will be handled on a case-by-case basis. Such requests should be submitted
in writing to the Director of Student Activities.
Student Organizations should keep an accurate record of their financial transactions, if any. If opening a checking
account in the organization’s name at any bank or First Interstate Bank located in the Strand Union Building, the
student group should have no less than two signatures required for all withdrawals. Also, new federal regulations
require each group to apply for a federal tax ID number. This can be completed over the internet at www.irs.gov.
ACCESS TO AND USE OF UNIVERSITY FACILITIES
A Student Organization, which has met the minimum requirements of the University, would be considered a
registered group.
A. Requirement
Complete the registration process each year
B. Entitlements
a. Use of Strand Union space as scheduled through Conference Services, 211 Strand Union
(994-3081)
b. Free mailbox in Strand Union Building
c. Advertising approval in the Strand Union (also scheduled through the Conference Services)
d. Unlimited use of the Office of Student Activities flyer posting service
e. Access to apply for funding through the Office of Student Activities Program Support Fund
f. Access to leadership development programs offered by the Office of Student Activities
g. Inclusion in Student Organization booklet and on Student Activities Listserv
We reserve the right to contact Student Organization Advisors at any time. Problems may potentially lead to
suspension of privileges to register for the S.O. for one academic year, July to June.
WHY REGISTER YOUR ORGANIZATION?
When you register with the Office of Student Activities, your group is assured of receiving the benefits afforded all
registered Student Organizations. Please read the following information for a more thorough explanation of the
registration process and why it is meaningful to your group.
I. The Registration Process
A. Complete the registration form - Complete a registration form for each academic year. Why?
Because the officers frequently change from year to year and we need this updated information to
maintain accurate records. It also gets information about your group such as contact person, meeting
times and locations, and the purpose of your group into the Student Organization Booklet.
B. Pick up your group’s Student Organization Card and read the Handbook online - Every year, a
Student Organization card is issued to your group. Should you misplace your card, the replacement
fee will be $1.00 for a new card.
The Handbook contains everything from policies and guidelines to pointers on fundraising and is updated yearly.
The Office of Student Activities is required to make certain information available to all Student Organizations, and
this information is included in the Handbook online.
Your Student Organization card is your group’s "identification" for free room use in the Strand Union (as long as
your group is NOT charging an entry fee or taking up donations or dues on a regular basis), court and field
reservations for athletic organizations, and advertising space. These reservations are made on a first-come, first-serve
basis. Each group is assigned a confidential number (written on the card), and that number will be required when
making room or advertising reservations in the Strand Union. Only one card is issued to a Student Organization
per year, and there is a fee of $1.00 to replace a lost or stolen card. Please remember to keep your card in a
secure location. If an outgoing officer is in possession of the card, make sure that officer passes the card on to a
new officer.
II. The Benefits
A. Free Mail Box - As a registered group, you are eligible to use a mail box in the Strand Union FREE OF
CHARGE. We require three things of box holders: 1) To ensure continued use of the same mail box, your
group will need to re-register and re-apply for the same mail box every year; 2) Check your mail at least
once per week; and 3) Receive ONLY organization mail at your assigned mail box. Receipt of personal
mail is prohibited.
B. Access to Funding Board or Program Support Funding - All registered groups are eligible to APPLY for
financial support for programs, special events, field trips, conferences, etc. which they will sponsor, or in
which they will participate. Funding limits are established by the Director of Student Activities and are
entirely discretionary. All requests for funding must be submitted and used within the academic
year in which the program, special event, field trip, conference, etc. will occur. We reserve the
right to deny funding to any Student Organization for any event, for any reason. See Student
Organization Funding section in this handbook for more information.
C. Free Advertisement - Advertise your events on the Student Activities Running Board for free. Pick up a
form at the Office of Student Activities.
D. Poster Hanging Service – All registered groups are eligible to access the poster hanging service. There
are 100 Residence Hall boards and 40 boards in the academic buildings. Refer to the poster policy in this
Handbook for more information.
USE OF UNIVERSITY NAME AND LOGOS BY REGISTERED STUDENT ORGANIZATIONS
The name, logos, and team name (“Bobcats@) are registered and protected trademarks of Montana State University
which may not be used without the express permission of Montana State University. This policy helps to ensure
immediate recognition, the maintenance of appropriateness, and the prevention of commercial use without
compensation to the University.
Registered Student Organizations are permitted to use the name and logos only as follows:
1. Use of University Name: A registered Student Organization may state that its membership is composed of
students of Montana State University and may identify itself only as “The ________ Club of Montana State
University”, a registered Student Organization. No organization may imply that it is acting with the authority or as an
agent of MSU, nor that it is an intercollegiate athletic team of the University unless it has been named as an
intercollegiate team by the Vice President for Student Affairs. No other use of the University’s name is authorized.
2. In-house Use of Trademarks: Registered Student Organizations may use the University name, logos or
Bobcats name or logos for "in-house" purposes such as on posters, signs and banners dealing with the on-campus
activities of the organization, provided such use reflects positively on the University and the mark is reproduced
accurately. No alterations of the University’s marks are allowed.
3. Sale or Manufacture of Merchandise: Any sale or manufacture of merchandise with the University name,
Bobcats name and/or logos must comply with the Trademark and Licensing Policy published at
http://www2.montana.edu/policy/Trademark and Licensing.htm. Organizations wishing to produce products (such as
T-shirts) bearing the University trademark combined with the name of the organization or activity must receive
approval from the University licensing director. Any merchandise sold to persons outside of the registered Student
Organization and/or to the public which contains the University’s names and/or marks must be approved as required
under the Trademark and Licensing Policy (see above website) and will be subject to the payment of a licensing fee.
Organizations intending to sell merchandise which contains the University’s name, MSU, Bobcats or any logos
registered or purporting to represent a logo of the University must receive advance approval by the Licensing Director
as outlined in the Trademark and Licensing Policy.
4. Use on Organization’s Website: Registered Student Organizations may use the name and logos of the
University in connection with an organization’s official website subject to the following restrictions:
A. Use of the University name must be consistent with applicable trademark and licensing policies and the
limitations contained therein.
B. The web page content may not include language or images that are offensive or otherwise reflect
inappropriately upon MSU-Bozeman.
C. The name, logos or marks may not be used in conjunction with commercial advertising.
D. The marks may be enlarged or reduced, but not altered in any other way. No other uses of the
University’s name or logos are allowed.
E. Contact information:
Licensing Director, Julie Kipfer, 994-5737 or jkipfer@montana.edu
Web Communications Director, Jake Dolan, 994-5036 or jake@montana.edu
CHARACTERISTICS OF A SUCCESSFUL AND EFFECTIVE STUDENT ORGANIZATION
Three core activities of an effective group are:
~accomplishing goals ~maintaining itself internally ~developing & changing in ways that improve effectiveness
Eight essential characteristics of a successful organization:
 Group members know each other well. This provides a means of team and community building within an
organization and is the keystone on which all of the remaining characteristics are built.
 Members are involved in defining organizational purposes. The level of motivation of group members to
work for group goals is increased in proportion to the level of involvement by members in establishing those
goals.
 Members help generate ideas. Develops a sense of ownership and participation among the group members.
 There is a commitment to group decision making. People support programs they help create. Full
participation by the membership in generating ideas, coupled with group decision making, helps ensure full
group participation and support.
 Skills, resources and liabilities of the group and community are identified. Many groups are often rich in
natural resources and skills available through members. Likewise, the college or University campus and the
community in which it is located are the source of additional resources.
 Systematic problem solving techniques are used. Resolve conflicts as they appear.
 The group effectively communicates with its members and the community. This influences recruitment of
new members and attendance at functions sponsored by the group.
 The group participates in periodic evaluation and assessment. Routinely evaluates a variety of aspects of
the group, ranging from meetings to assessing the success of a particular project or program.
STUDENT ORGANIZATION CONSTITUTION OUTLINE (SAMPLE)
I ORGANIZATION NAME
II STATEMENT OF PURPOSE
III MEMBERSHIP
A. Eligibility requirements
B. Procedures for membership application and certification
IV OFFICERS
A. List officers and their duties
B. Method of selection
C. Terms of office
D. Eligibility Requirements (May include more than general membership)
V MEETINGS - annual, monthly, regular, special
VI ELECTIONS
A. Time and method of nomination
B. Time and method of election
C. Vote necessary to elect
VII AMENDMENTS
A. Notice, time of first presentation
B. Method of consideration, vote required
VIII DUES - Amount, payment, penalties
IX PARLIAMENTARY PROCEDURE
1. Roberts Rules of Order
X SPECIFY ORDER OF BUSINESS FOR EACH MEETING
1. Call to order
2. Roll call
3. Read minutes of previous meeting (vote to accept)
4. Treasurer’s report
5. Reports of committees
6. Unfinished business
7. New business
8. Adjournment
Also, please note the court decisions below which address discrimination:
It is an unlawful discriminatory practice for an educational institution to exclude, expel, limit, or otherwise discriminate against an
individual enrolled as a student in the terms, condition, and privileges of the institution because of race, religion, sex, marital
status, color, age, physical handicap, or national origin or because of mental handicap unless based on reasonable grounds . . .
All services of every state and local government agency shall be performed without discrimination based upon race, color,
religious creed, political ideas, sex, age, marital status, physical or mental handicap, national origin, or ancestry. NO state or local
facility shall be used in the furtherance of any discriminatory practice, nor shall any state or local agency become a party to any
agreement, arrangement, or plan which has the effect of sanctioning discriminatory practices . . .
No person in the United States shall, on the grounds of race, color, or national origin, be excluded from participation in, be denied
the benefits of, or be subjected to discrimination under any program or activity receiving federal financial assistance.
STUDENT ORGANIZATION ADVISOR RESPONSIBILITY STATEMENT & INFORMATION
The Office of Student Activities requires each registered Student Organization to have a faculty or staff
advisor who is employed at least half-time by the University. Student Organization Advisors play a vital role in
assuring that the organization experiences are meaningful to students. Student Organization advisors also play a
crucial role in managing institutional risk and liability. Consistently, the most successful organizations are those in
which the Advisor takes an active interest and plays an active role in the group.
WHAT IS THE ROLE OF AN ADVISOR?
Listed below are different roles which, at one time or another, may be filled by an advisor. Find an advisor who
meets the needs of your group.
An advisor should:
 be a student advocate
 be a problem-solving agent
 be administration’s representative (advocate)
 be an interpreter of University policies and procedures
 review, evaluate, and approve the annual Proposed Events Plan to be submitted to the Office of Student
Activities with the Student Organization registration form.
 attend Student Organization-sponsored events to include meetings
 help coordinate a balanced student program which contributes to the students’ development and education
 be an educator of program philosophy and program skills
 be an educator/trainer of organizational skills and leadership (i.e. ensure training happens, workshops, etc.)
 be a liaison between the Student Organization and the University
 be an information resource person
 be an analyzer of the group process
 be a sounding board
 be a source of continuity between years
 be a developer of student volunteers
 maintain organizational records
 be informed of issues that affect the group
 be a financial supervisor
 provide direct assistance in the planning of the programs and indirect help in preparing for formal events by
advising of additional resources available
 double-check event/program details and provide programming advice (i.e. legal issues, contract negotiation,
etc.)
 evaluate programs
 be well informed of all plans and activities of the group
 frequently consult with the organization officers
The Office of Student Activities’ policy is to work directly with students. We require that the student leadership of
the organizations handle all the “foot work” involved with registering and operating the organizations.
REFERENCES
Johnson, D.W., and F.P. Johnson Joining Together Group Theory and Group Skills. Englewood Cliffs, New Jersey: Prentice-
Hall, Inc., 1975.
Lippitt, G.I. Team Building for Mature Organizations. In G.I. Lippitt, I. This, & R.G. Bidwell, Jr. (Eds.), Optimizing Human
Resources. Reading, Massachusetts: Addison-Wesley, 1971.
Miller, I.K., and J.S. Price The Future of Student Affairs. San Francisco: Jossey-Bass, Inc., 1977.
Reynolds, E.I. Identifying and Training Campus Leaders. Unpublished workshop for Strengthening Student Activities at
Commuter Colleges. Newark, Ohio: June 1977.
OFFICE OF STUDENT ACTIVITIES POSTER POLICY
A. All registered Student Organizations are entitled to the free poster delivery service. To ensure distribution,
the Student Organization must:
1. Show somewhere on the poster that your group is sponsoring the event, i.e. “Sponsored by the Recycling
Club.” If sponsorship is not shown on posters, we will not distribute them.
2. Make all copies (140).
3. Posters must not be larger than 11” by 17”.
4. Submit the correct number of posters:
a. 40 for all academic buildings (includes 6 for SUB locations)
b. 100 for the Residence Halls (see next section for guidelines regarding advertising in the
Residence Halls)
5. Submit the posters by the deadline
a. The deadline changes each semester. It is up to the Student Organization to find out the
deadline for each semester.
b. Posters must be submitted by the deadline in order to be distributed that week.
c. We must have the posters two weeks before the advertised event.
d. We WILL NOT distribute posters in the same week in which the event is to be held.
6. Advertise appropriately:
a. Avoid lewd and sexually explicit advertising as stated in MSU Policies and Procedures.
b. Advertising of drinking games is prohibited as stated in MSU Policies and Procedures.
c. Reference to alcohol in advertising to be distributed on-campus must not dominate the space of
the event advertised and should be accompanied by a non-use message such as “Know when to
say when.”
d. The acceptance of the poster is at the discretion of the Director of Student Activities. If there is a
concern, the poster should be approved before making copies.
B. We only distribute posters for registered Student Organizations, except as noted under section “C” below.
C. “Exceptions to the Rules”
a. We will deliver at no charge an average of one poster per month for the Office of Community
Engagement. The reason for the word “average” is that the first part of the year is the busy time for
Community Engagement, and it may be in need of more than one poster delivery per month.
Thereafter, Community Engagement may go several months without a request. This translates to
roughly nine poster deliveries per academic year.
b. We will deliver unlimited posters for ASMSU Campus Entertainment, Women’s Center, and
Homecoming.
ADVERTISING WITH FLYERS
 Make sure your flyer contains Who, What, When, Where, Why, Sponsorship, and WEB site.
 In order to post in the residence halls, your event must not mention alcohol nor be held at an establishment
that serves alcohol. Also, if your flyer displays obscene material (as determined by the Director of Residence
Life), you will not be permitted to place them in the residence halls.
 Copy Cats - University Printing Service - Kinko’s are good places to do business
o Copy Cats is in the Strand Union Building and can have your copying done within minutes,
depending on the complexity of the job. Color copies are available.
o University Printing Services offers a great variety at a low cost. It is located in the basement of
Culbertson Hall.
o Kinko’s has a great selection of colors, sizes and textures.
 Odd size and/or shape might catch more eyes. However, be aware that very LARGE posters are often
removed or covered up by other posters (Student Activities does NOT do this).
 The wall bulletin boards outside the Bookstore/ One Card Office are the only legal posting place in the Strand
Union. Flyers require approval from Student Activities, which is good for TWO weeks only.
 Poster cases in the Strand Union may be reserved through Conference Services, 211 Strand Union Building.
 Events where alcohol is served cannot be advertised until the event is approved (see the MSU Drug/Alcohol
policy). Once approved, your flyer must include a responsible or non-use message (i.e., "IF YOU DRINK,
DON’T DRIVE"). Remember, if your flyer mentions alcohol, it will not be posted in the residence halls.
Publicity Timeline*
 One Month before Event
~Send a mass e-mail to all Student Organizations on campus (send your message to
studentactivities@montana.edu requesting that it be forwarded to all groups; it will be
forwarded at the director’s discretion)
~Call, email, or send letters to Greek Leaders
 Two Weeks before Event
~Talk to your professors to announce the event
~Call the local and campus radio stations to announce the event
~Create a display in the union (reserve space through Conference Services)
~Ask RAs to make an announcement to residents and/or for permission to place flyers in resident’s
mailboxes
 One Week before Event
~Put table tents on cafeteria tables and SUB tables (reserve SUB table tent space through Conference
Services)
~Place flyers in the student mailboxes (contact Student Activities or Residence Life)
 Week of the Event
~Create a banner and hang it in a high-traffic area (reserve SUB banner space through Conference
Services)
 Day of the Event
~Post more flyers on public boards; this last minute publicity works wonders
*From www.studentleader.com, pg. 9, fall 2001
STUDENT ACTIVITIES RUNNING BOARD
You may be familiar with the electronic running board in the Strand Union. It’s situated above the entrance to the
Union Market. If your group is sponsoring a campus event of some sort – perhaps a fundraiser, a lecture, or a
sporting event – it is eligible to advertise on the Student Activities Running Board for free! If you decide to take
advantage of this advertising opportunity, here are the guidelines:
1. Keep your message straightforward – 150 character limit (including punctuation).
2. Messages may run for a maximum of two weeks only
3. Student Activities reserves the right to refuse permission for use of the running board, where deemed
necessary and appropriate by the Director of Student Activities.
Simply stop by the Office of Student Activities at 222 Strand Union (across the hall from the Ask-Us Information
Desk) and pick up a form. Complete it, get it approved by our office, and we’ll do the rest.
RUNNING BOARD MESSAGE FORM__ (Example) ________________________
Organization: ___________________________ Contact name: ___________________________
Contact phone #: _________________________ Contact e-mail: ___________________________
Run dates: from ____________ to ____________ (two weeks maximum)
1. Limit your message length to 150 characters or less (including punctuation).
2. Give us a few days lead time to get the message running.
3. We may choose not to run extremely controversial messages or those advertising alcohol-related
events.
4. Print neatly, or cross your fingers and hope for the best! 
5. Return this completed form to Student Activities, 222 Strand Union. Call us at 994-3591 with questions.
PROPOSED EVENTS GUIDELINES
Montana State University-Bozeman is not responsible for bodily injury or personal property of students, faculty, staff
and/or others who participate in activities sponsored by faculty/staff and/or student clubs, organizations, fraternities,
or sororities.
Students, faculty and staff who engage in these activities do so at their own risk and should assure that they have the
appropriate disability and/or health insurance, training, and protective equipment, where applicable.
Each student or faculty/staff organization shall take the time to formulate a risk management plan for each proposed
event, which should:
 Outline major activities to be sponsored by the club or organization that year
 Specify the approximate dates and locations of the proposed formal activities
 Indicate what the student or faculty/staff club or organization proposes to do to address risks associated with
the activities
 State that alcohol will not be used by students, unless served by a licensed vendor who provides appropriate
insurance and is approved by the institution for the event
INSURING OFF-CAMPUS PROGRAMS
If your organization plans to sponsor an off-campus event, and the off-campus facility to be used requests event
insurance, your Student Organization may qualify for coverage under the University’s liability and property insurance
coverage. In order to qualify for this coverage, your Student Organization should be registered. Additionally, there
should be on file with the Office of Student Activities an annual Proposed Events Form submitted by your
group, which lists the event to be insured.
In order to obtain coverage for your off-campus event or program, your Student Organization will need to submit the
following information to the Safety and Risk Management office (contact Jeff Shada at 994-3546) and the Office of
Student Activities, preferably THREE WEEKS PRIOR to your event:
1. The name of your organization
2. Name and address of the off-campus facility to be used
3. Title of event
4. Date & time of event (time should be start to finish, i.e., "from 6:00 p.m. to 10:00 p.m.")
5. Risk Management Plan for the event:
a. What will occur
b. How the event will be managed
c. Who will be in charge
d. What controls will be in place to reduce the possibility of injury to persons or damage to
property
e. Address additional items of concern or key issues
Approximately one to two weeks after the above information has been submitted to our office, the MSU Safety and
Risk Management office will forward a Certificate of Insurance directly to the facility owner. A copy of the
Certificate will also be forwarded to the Office of Student Activities for our records.
RELEASE OF LIABILITY FORM (E X A M P L E) ____________________________________________
NAME: _________________________________________________MALE _____ FEMALE _____
ADDRESS: _______________________________________________________________________
CITY/STATE: _____________________________________________________________________
PHONE: ________________________________________
WAIVER: IN CONSIDERATION OF THE ACCEPTANCE OF MY PARTICIPATION IN THIS EVENT,
_________________________________________________________________________________
_______________________________________________________________________________________, I DO
WAIVE, RELEASE AND FOREVER DISCHARGE ANY AND ALL CLAIMS FOR DAMAGES, WHICH I MAY
HAVE OR WHICH MAY ACCRUE TO ME AGAINST MONTANA STATE UNIVERSITY-BOZEMAN, AND
THE STATE OF MONTANA OR THEIR OFFICERS, AGENTS, REPRESENTATIVES, SUCCESSORS, AND/OR
ASSIGNS FOR ANY LOSS, MEDICAL OR OTHER HEALTH EXPENSES OR DAMAGES, WHICH MAY BE
SUSTAINED AND/OR SUFFERED BY ME DUE TO MY PARTICIPATION IN THIS ACTIVITY/EVENT. I AM
AWARE THAT PARTICIPATION IN THIS KIND OF ACTIVITY/EVENT INVOLVES INHERENT RISKS,
INCLUDING SERIOUS PHYSICAL INJURY AND/OR DEATH.
I UNDERSTAND THE RISK OF PARTICIPATING IN THIS ACTIVITY/EVENT AND VOLUNTARILY
ASSUME ALL RISKS ASSOCIATED WITH MY PARTICIPATION IN THIS ACTIVITY/EVENT.
SIGNATURE CONFIRMS THE ACCEPTANCE OF THIS WAIVER AND THAT I AM 18 YEARS OF AGE
OR OLDER.
Signature
Date of Signature
STUDENT ORGANIZATION FIELD TRIPS
The following forms, the Student Trip Itinerary and Emergency Contact List and the Medical Consent Agreement,
were developed by MSU’s Office of Legal Counsel. They should be used when a Student Organization is planning an
organization-related trip anywhere off-campus. For more comprehensive coverage of student field trips and for
additional forms, please go to http://www2.montana.edu/policy/. Click on Student Success, Student Trips, then go to
section 300.00 for information and forms.
STUDENT TRIP ITINERARY AND EMERGENCY CONTACT LIST
Event: ________________________________________
Location: ________________________________________ Phone Number: ___________________
Purpose of Event: __________________________________________________________________
Expected date of departure from Bozeman: ____/____/____ Expected date of return: ____/____/____
MSU Emergency Contact Person: __________________________Phone Number: ______________
Mode of