Current Organization Resources

ORGANIZATION REGISTRATION 2022-2023

Registration for the 2022-2023 academic year is coming soon see below for more info.

Each year, organizations are expected to register their organization to ensure that the SAIL office has the most up to date information regarding the organization and to ensure that the organization undergoes required training for the new year. Below are the steps organizations need to take successfully register with the SAIL office for the 2022-2023 academic year.

Please note that this registration process is just for the SAIL office. If your organization is a BSO or ISC organization, you will need to complete the BSO and ISC registration requirements to be considered for allocations.

  1. Attend Fall Summit on Saturday, September 10th, 2022
  2. Have an updated roster, student leadership positions and advisor uploaded to Engage by September 30th, 2022
  3. Have an Engage page by September 30th, 2022
  4. Have a valid set of bylaws on file on their Engage page by September 30th, 2022 with an updated Non-Discrimination policy
    • SAIL Sample Bylaws 2022-2023
    • Please note, all organizations must update Article VII: Non-Discrimination to match our updated statement. The updated statement can be found in the SAIL Sample Bylaws 2022-2023.  
  5. Have a treasurer-trained treasurer by September 30th, 2022
    • Treasurer training will be offered at the Fall Summit on Saturday, September 10th, 2022.
    • This is for ALL organizations that plan on spending any money, fundraising, or arranging for any events that may require businesses other than club meetings.
  6. Have a student leader within the organization join the canvas course “SAIL Student Leaders” by September 30th, 2022
  7. Have a valid advisor agreement filed by December 31st, 2022
  8. In addition, BSO and ISC organizations need to fulfill their governing body’s requirements to be eligible for allocations

Still have questions regarding the organization registration process? Contact SAIL at sail@mines.edu.

EVENT REQUIREMENTS AND PLANNING

SAIL Event Requirements:

  • Event Approval: All registered student organizations are required to submit their event request, in-person or virtual, through Engage to be approved by the SAIL office.
    • If your event does not require a contract then at least one week in advance of the event.
    • If your event does require a contract(s) then at least four weeks in advance of the event.

Your event is not approved from SAIL until it has been approved via Engage.

    • In addition to submitting your event to Engage for SAIL approval, you also must reserve spaces on campus. Receiving a space confirmation is not equivalent to receiving approval from the SAIL office; you still must submit your event via Engage and receive SAIL approval prior to proceeding with the event.
    • Recurring Meetings: Recurring meetings can be submitted all at once for approval as a recurring event on Engage. Once approved, all occurrences are approved.
  • Advertising: Club meetings and events must be advertised through Engage and at least one another campus-wide platform such as the Daily Blast or flyers posted around campus.
    • All event advertisements must include instructions on how to arrange accessible accommodations.
    • If choosing to advertise with flyers, the flyer must receive SAIL approval. Email a digital version of your flyer to the SAIL office at sail@mines.edu to be stamped.
    • Advertising only to club members or closed server lists does not constitute sufficient advertising.
  • Mental Health Resources: All clubs and organizations are required to post mental health resources at their events, virtual, in-person or hybrid. Contact the SAIL office at sail@mines.edu to receive a copy of these resources.
  • Accommodation Statement: All event advertising, whether through Engage or another campus-wide platform, is required to include an accommodation statement. Below is an example you may use as well as a Power Point to reference under Helpful Resources.
    • Example Statement: Mines welcomes individuals with disabilities. If you require an accommodation in order to participate in this event, please contact (event contact) by (date) at (contact information). Advance notice may be necessary to arrange for some accessibility needs.

Helpful Resources:

Monthly Newsletters

Have Questions? Contact Us!

The SAIL Office | Located on the First Floor of the Ben Parker Student Center, Suite E120 | sail@mines.edu