Policies and Procedures - Academic Societies|BYU-Idaho

# Policies and Procedures for Student Academic Societies

Policies that govern membership, activities, funding, and guest speakers.

Academic Society Policies

Policies on Academic Society Activites

Policies on Funding for Academic Societies

Policies on Guest Speakers for Academic Societies

Society Marketing and Branding

Academic Society Policies

Policies on Academic Society Activites

Policies on Funding for Academic Societies

Policies on Guest Speakers for Academic Societies

Society Marketing and Branding

Academic Society Policies

Policies on Academic Society Activites

Policies on Funding for Academic Societies

Policies on Guest Speakers for Academic Societies

Society Marketing and Branding

## Academic Society Policies

Joining an academic societies is open to all BYU-Idaho students. Non-students are not eligible to join. While dues may be assessed, no other conditions for membership may be required. This open policy permits students from freshmen to seniors (at various levels of expertise) the opportunity to explore and network in various fields and professions.

Additionally, membership in academic societies is voluntary. Involvement cannot be required for a course or program. Faculty may give credit for co-curricular activities provided by academic societies, but it should not be a major part of a course grade. Faculty must provide other options for students who choose not to participate in a society.

Recognized societies are required to abide by the applicable local, state, and federal laws. They must also follow all applicable institutional policies, procedures, and CES Honor Code. Violation of laws or university policies and procedures, including the Honor Code, will result in suspension and revocation of recognition.

The list below provides information to specific academic society policies. For a broader list of university student policies, see University Student Policies.

## Policies on Academic Society Activites

Every BYU-Idaho activity must be consistent with the standards of The Church of Jesus Christ of Latter-day Saints. This means all activities should be safe and properly advised to assure wholesome activities for students. The name of BYU-Idaho must not associated with any activity that would be damaging to its reputation.

It is vital the following rules be followed for each activity:

- Student academic societies need approval for guest speakers. Before contacting a speaker, complete the online Guest Speaker Request Form. This form explains the policies and guides you through the approval process.
- A society faculty advisor must be present at any off-campus activity or function. As required by university policy, overnight student travel requires full-time faculty to supervise travel plans and to accompany the students. Exceptions allowing supervision and accompaniment by a part-time faculty member or university employee must be properly authorized. For more information regarding supervision visit Student Travel.
- Societies are authorized to sponsor activities only for their members. Events open to the larger student body should be sponsored by the Activities Program (or other university entities).
- College vehicles are used for travel, if available. If students need to use private transportation, each student must sign and submit an Assumption of Risk / Indemnification Agreement Form to their respective faculty advisor prior to travel. These forms should be kept on file by the sponsoring department for three years. All travel policies must be observed (see University Student Travel Policies).
- If approved by the advisor (and the activity involves minimal risk), non-students may occasionally be included in an on-campus academic society activity.

Make sure that the facilities used are clean and tidy after all activities. All equipment is must be returned and the facility secured as required. Remember to write a thank-you letter to guest speakers and other volunteers who contributed to the success of your event.

## Policies on Funding for Academic Societies

Any academic society may charge up to $25 in dues per semester, per student. In addition, a society may also collect additional dues that are required for a regional or national professional society with which they are affiliated.

Societies may not conduct fundraising activities on or off-campus. They are not to solicit money from students or the local community. Also, academic societies may not sponsor any organization, business, etc., or activities not directly related to the society.

Societies may request funding for professional development activities through their sponsoring academic departments. Funding is not guaranteed and depends on the availability of funds within the department.

## Policies on Guest Speakers for Academic Societies

- Potential speakers should not be contacted until official approval for the request has been received from an associate dean of your college.
- Approved guest speakers may ****only**** speak to members of the society that's received the guest speaker approval. (****If a guest speaker is speaking to more than one society and/or other non-society members, the academic department must be the one sponsoring the guest speaker and must obtain the proper**** guest speaker approval****.****)
- If a society receives approval for a guest speaker, the society can ****only**** advertise the guest speaker to their own society members.
- Guest speakers for societies should not: 
 - advocate ideas in opposition to the teachings and doctrines of The Church of Jesus Christ of Latter-day Saints;
 - have a public reputation inconsistent with the moral values inherent in the Honor Code;
 - fund-raise for private enterprise, political parties, or candidates;
 - be General Church Officers or Authorities (due to their demanding schedules).

For more information regarding University Policy, refer to the Guest Speakers policy.

Request Permission to have a Guest Speaker

To request a speaker, please fill out the Speaker Request Form.

Speaker Request Form

## Academic Society Marketing and Branding

Marketing for societies is limited to a few channels. All marketing must be approved through University Relations before it is used. Approvals are handled through a system called Design Conductor.

Societies can only advertise generally to bring awareness that the society exists and invite others to join the society. Societies cannot advertise outside of their society members for activities, guest speakers, or any other society-specific event. I-Belong has the capability to email all group members and can be used to promote society activities and events. I-Belong also has the capability to send push notifications to group members.

## Marketing Channels

### Posters 11x17

Posters, 11x17, are an approved channel for marketing societies generally. Societies are not allowed to advertise for activities, guest speakers, or any other society-specific event. Posters must be branded appropriately and approved through Design Conductor before they are hung around campus. Posters can only be hung on the approved pinboards in buildings. Posters cannot be hung on walls, windows, or in any other location other than building pinboards.

### DSN (TV Screens)

Societies are allowed to have general advertisements for the society run on the campus DSN screens. Societies are not allowed to advertise for activities, guest speakers, or any other society-specific event. DSN ads must be approved through Design Conductor before they are submitted to run on the screens.

### Pull-up Banners (limited)

Societies can only use pull-up banners at official booths during activity fairs and society fairs or at booths that have been scheduled through the Scheduling Office. Pull-up banners are not allowed to be put up in building halls or outside of classrooms or offices. Banners used in buildings will be removed. Banners used for booths need to be branded appropriately and approved by University Relations before they are printed.

### Social Media

Social media is not recommended for society's use. Society leadership changes frequently and account information often does not get passed on and many accounts are not updated regularly. Societies can only advertise generally to the public to bring awareness that the society exists and invite others to join the society. They can only advertise activities, guest speakers, or any other society-specific information to their society members.

### I-Belong

We recommend using I-Belong to connect and communicate with members of your society. I-Belong has feeds you can use to post information for your society members about upcoming events, activities, and society information. I-Belong also has the capability to email all group members directly from I-Belong, so you don't have to compile and manage email lists. I-Belong also has the capability to send push notifications to group members so you can remind them of upcoming events and activities.

## Branding

Societies are not allowed to have custom logos. If custom artwork is used for society marketing, it can only be used for one year so that it does not become a logo. 
The university's name cannot be used as part of the artwork design.