Handbook

The Student Organization Handbook provides basic information on successfully running your organization, successful program planning, and relevant university policies. Information about faculty/staff advisors and their role with student organizations is also included in the handbook.

Read Handbook (PDF)

The Student Organization Handbook includes information on:

  • maintaining student organization recognition 
  • communication resources
  • branding and logo design
  • risk management 
  • space reservation
  • event marketing 
  • financial accounts 
  • student organization travel 
  • diversity and Inclusion
  • hazing
  • Title IX responsibilities

Related Policies

Additional Ball State policies pertinent to students and student organizations are:

Is your student organization planning to travel off-campus to a conference or other event?

Read through the information below and be aware of what forms must be submitted.

As a member of a student organization, you can be held liable, individually, for your group's sponsorship of activities that harm others.

Be aware of the risks involved for student organizations by reviewing the Office of Risk Management website.

If your student organization is planning to use funds from the organization's Ball State financial account to pay for the trip, there are guidelines that must be followed prior to the trip.  For additional information, please view the document:  Student Organization Travel Expenses from Organization's Ball State Financial Account.

In addition to any Pre-Approval submissions (identified in the Student Organization Travel Expenses document above), a Student Travel Notice will also need to be completed. A Student Travel Notice, which includes a list of students and their emergency contact information, must be submitted at least three days prior to the trip. The Student Travel Notice can be found on Service Now. After logging into Service Now using your BSU username and password, search for 'Student Travel Notice'.

For student organizations interested in reserving a university bus, the first step is to contact transportation@bsu.edu or 765-285-6005 to see if any bus is available on the date needed. The university has a limited number of buses for departments and organizations to reserve. If the Transportation Office indicates that a bus is available, please contact Student Life for further information on reserving a bus, as an organization representative will need to complete documentation before the Transportation Office will reserve a bus. In addition, please be aware that a current Ball State faculty member or Ball State professional staff member must accompany the organization on the bus trip.

Student Travel Notice

A Student Travel Notice, which includes a list of students and their emergency contact information, must be submitted at least three days before your event.

The Student Travel Notice can be found on Service Now. After logging into Service Now using your BSU username and password, search for 'Student Travel Notice'.

Log onto Service Now to search for Student Travel Notice

Travel Waiver

Although the organization is not using University transportation, each student still needs to complete a travel waiver, which will protect the organization in case of an accident.

Travel waivers are generated by Attorney Gabe Winkle in Student Legal Services, Student Center L-17.

If a faculty/staff advisor is traveling with the student organization members, then the advisor's department administrative coordinator must generate the online Travel Pre-Approval Form required for Ball State employees. 

Sports Clubs

The Student Center offers a variety of rooms and room setups for you to host your events and meetings.

For student organizations, meeting rooms are free to use, you simply need to fill out an online request form or come to Student Center room 224 to pick up, fill out, and turn in a request form.

To reserve sport-related areas such as Ball Gym, Recreation and Wellness Center, or LaFollette Field, complete the Sports Facilities Space Request Form.

To plan any type of race or fun run on campus, you must submit the 5K Run/Walk Request Form.

To reserve University transportation, please see our Travel Information for Student Organizations.

To open a Ball State financial account for my organization, please complete the Student Organization Financial Account Form.

To have an announcement sent through the Communication Center Daily Digest about your student organization's program or event, complete the Communication Center Announcement Request Form on the Benny Link homepage at least 4-5 business days before your event.

To obtain a Student Center mailbox, email support staff member Stacey Myers in Student Life to request one.

The Student Center has a limited amount of shared cubicle space available to student organizations.

An email with application instructions will be sent to student organization Presidents (identified on Benny Link) in the spring.