Society Leadership - Academic Societies|BYU-Idaho

# Society Leadership

Forms, policies, services, and support for academic society leadership.

Forms

Services and Support

Societies FAQ

Academic Societies Handbook

Academic Society Policies

Forms

Services and Support

Societies FAQ

Academic Societies Handbook

Academic Society Policies

Forms

Services and Support

Societies FAQ

Academic Societies Handbook

Academic Society Policies

## Important Forms

Important forms needed for academic society leadership. Contact the Academic Leadership Office with questions about forms.

Request Permission to have a Guest Speaker

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

Speaker Request Form

Society Leadership Information Form

Use this form to share information about your society. ****Requirement: This form must be updated each semester.**** 
 
Fill Out Society Information Form

Academic Society Dues Form

October 17, 2022 05:11 PM

Use this form to collect dues and fees from society members. No more than $25 per semester per student may be collected for dues. Once you have completed the form, please forward it to Justin Egbert egbertj@byui.edu. 
 
Download Society Dues Form

## Services and Support

A number of organizations on campus can provide services and support for your academic society. These include:

- Scheduling: Contact the Campus Scheduling Office for use of on-campus facilities at (208) 496-3120.

- Food Services: All catered events using the Manwaring Center must order food through BYU-I Food Services at (208) 496-2800.

- University Relations: Coordinate with this office for advertising policy, rules, and approvals for posters, etc. Societies can advertise generally to bring awareness that the society exists and invite others to join the society. Societies cannot advertise outside of their society members about activities, guest speakers, or any other society-specific event. The marketing channels available for societies are DSN ads and posters.

- Event Services: This office can help with AV equipment. The Scheduling Office will often contact Event Services when an event is scheduled, but contacting their office directly to confirm the details is always a good practice. (208) 496-3150

- Financial Services 
 - Purchasing Card: All purchases need approval by the society's faculty advisor. Department Societies may apply for a purchasing card. The faculty advisor is responsible for all purchases and reconciliation of the card account. For assistance, contact Valerie Gutierrez at (208) 496-1901.
 - University Financial Account: Individual societies must have a financial account with the university to handle the society's funds. The faculty advisor is the custodian of this account and is responsible for disbursing its funds. Department society accounts are tied to the sponsoring department's accounts and will close out with the other departmental accounts at the end of the calendar year.

- Safety Office: If there are safety concerns or issues, contact the Safety Office at (208) 496-3002.

- Travel and Off-Campus Activities: See the Travel Policy for rules governing off-campus events. If traveling overnight, the Overnight Student Travel form along with a detailed itinerary, must be sent to the Travel Administrator of the Risk Management office. Send documents to Leesa Allen at allenle@byui.edu for approval. Contact Fleet Services at (208) 496-2561 to reserve a campus vehicle. Only individuals with a current BYU-Idaho driving permit may drive university-owned vehicles.

## Frequently Asked Questions

There are certain qualifications that need to be fulfilled in order to be considered for annual recognition.

There are two ways that societies may be funded. Societies may request dues (up to $25 per semester) from society members to gain revenues for the society. Additional funding may be requested for professional development activities through their sponsoring academic departments. Funding is not guaranteed and depends on the availability of funds within the department. (See page 7 of the Societies Handbook for more information).

Every semester, an updated Student Leadership Form, must be submitted to the Academic Leadership Office. Bylaws for each society need to be updated and submitted to the Academic Leadership Office every calendar year.

Once the leadership form is received by the Academic Leadership Office, the information will be updated by University Relations."

Societies are not allowed to fundraise or take donations. The Student Policy states: 
 
Sales, solicitations, and sponsorships by outside businesses, agencies, individuals, and for-profit or not-for-profit organizations are prohibited on campus. Financial sponsorship or advertising by private business is not allowed on campus. No commercial advertising is allowed on event programs, backs of tickets, or any other BYU-Idaho publication. At the invitation of the institution, written recognition may be given.

Review the marketing tips for campus for information. For further assistance please speak with University Relations.

Non-staff or non-faculty speakers must be approved one month before they are due to speak. Society leaders must complete the Speaker Request Form and submit to the Academic Leadership Office.

Yes, however, any travel arrangements must be approved by the Academic Leadership Office. A group travel application will need to be completed and approved before the trip.

Yes, all receipts must be submitted by the faculty advisor, and an additional signature is required by the department chair. This is then sent to Financial Services for reimbursement. Receipts may be submitted via email to hawkess@byui.edu or via campus mail to: Academic Leadership Office, Kimball 210, +1690.

Academic Societies Handbook

A handbook containing all the information on societies and how to run and form one.

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Policies and Procedures for Student Academic Societies

Learn about the policies between leading a society and how to run it.

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