All student organization advisors are required to complete the advisor agreement and CSA training, otherwise known as Campus Security Authority training, on a yearly basis. The advisor agreement for the 2021-2022 academic year can be found below as well as information on CSA training.
Still have questions regarding advisor resources? Contact the Student Clubs & Organizations Coordinator, Haley Hannaman, at email@example.com.
- Engage Sign-in Page – Utilize your Mines credentials to sign in!
- Joining a Club and/or Organization
- Submitting your Event to Engage for SAIL Approval
- Updating your Engage Roster
- Updating your General Engage Information
- Visit the Engage Support Website for Additional Engage Information
Still have questions regarding Engage? Contact the Student Clubs & Organizations Coordinator, Haley Hannaman, at firstname.lastname@example.org.
Update on COVID-19 Restrictions for the 2021-2022 Academic Year:
- All events for the 2021-2022 academic year will be tentatively approved by the Student Clubs and Organizations Coordinator, Haley Hannaman (email@example.com). Approval of your event is subject to change pending current COVID-19 regulations for our community. Should your event be unable to happen or need to implement changes due to COVID-19 regulations, you will be directly contacted by Haley.
- Below are the most current meeting and event guidelines. Should there be changes in COVID-19 regulations, all organizations will be notified immediately and those with scheduled events will be contacted on an individual basis.
- Current COVID-19 Regulations can be found here. These are what you will follow for your organization’s event unless noted otherwise.
- All students, faculty and staff will be required to wear a face mask while in classrooms, teaching labs and computer labs regardless of vaccination status.
- Additionally, face masks are strongly recommended in all other indoor spaces regardless of vaccination status.
- Specific student organizations and events may have more stringent mask requirements requiring everyone who attends a meeting or event to wear a mask regardless of vaccination status.
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 at least one week 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 firstname.lastname@example.org 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 email@example.com 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. You can also find an “Accessibility for Events” PowerPoint under “Helpful Resources” that provides information on how to make your event more accessible.
- 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.
- Accessibility for Events
- How to Reserve a Room on Campus
- Mines Climbs Together: COVID-19 Health and Safety Resources, Updates
- Organization Handbook 2021-2022
- Submitting your Event to Engage for SAIL Approval
Still have questions regarding event planning? Contact the Student Clubs & Organizations Coordinator, Haley Hannaman, at firstname.lastname@example.org.
Involvement, Leadership & Training Opportunities
CSM 298A: Intro to Leadership and Small Group Management
- The newest SAIL offering in leadership development and management. This 3 credit course helps you define and develop your leadership framework, practice inclusive leadership and management and much more. This course will be taught in Fall 2021 on Tuesday and Thursdays from 11 am to 12:15 pm and can be used as free elective credits. For more information contact Begoña Ruiz.
Celebration of Mines
- Celebration of Mines is an annual event that introduces new Orediggers to everything that Mines has to offer, including your own incredible organization, club, and/or department. Registration for the 2021 Celebration of Mines is closed to clubs, organizations and departments, however you are more than welcome to attend! Click HERE to learn more about Celebration of Mines.
The M Climb
- The M Climb is a longstanding event that is one of the campus’s favorite traditions. During the M Climb, students pack a 10lb rock from home and carry it to the top of Mt. Zion, all while student clubs and organizations line the road and cheer them on. Registration for clubs and organizations to participate in the 2021 M Climb is closed due to the abundance of registration forms we received – check back in May of 2022 to sign your organization up for the 2022 M Climb!
- Fall Summit is the annual leadership retreat held for our registered student clubs and organizations. All of our registered student clubs and organizations are required to send at least one individual within a leadership position from their organization to Fall Summit to complete their registration requirements. During this leadership retreat, our students learn about campus partners, receive diversity, inclusion and access training, are given tools on how to be successful throughout the school year, and so much more! Fall Summit is scheduled for Saturday, September 11th, 2021. Registration is closed.
Leadership Summit 2022: Rewriting the Narrative
Registration is open for Leadership Summit 2022: Rewriting the Narrative. The Mines Leadership Summit is an opportunity for students to attend a half day professional development conference on the Mines campus. During the Leadership Summit, students will have the opportunity to engage with multiple guest speakers, hands-on activities, and group reflection – all while learning how to Rewrite the Narrative to integrate their past experiences, future aspirations, and every aspect of themselves as an individual. Interested in learning more, including who our speakers will be and how to register? Click here! Sign up quickly as spots are limited.
Leadership Workshop Series
- The SAIL Leadership Workshop series is a selection of workshops offered by the professional staff members with the SAIL office. These workshops range from 45-90 minutes and serve to develop leadership skills across the Mines campus for both students and faculty/staff members. Offerings include budgeting, conflict management, social media integration, and so much more! Interested in having your club participate in a workshop? Review our series for more information.
- Our most popular leadership course. This course is geared toward juniors and seniors but others can join with instructor approval (Kelsi Streich). CSM350 is offered during the Spring semester.
Managing your Organization
- Advisor Agreement 2021-2022
- Approved Vendor List
- CSA Training for Advisors
- Keeping a Budget
- Mines Logo and Trademark Usage, 2021-2022
- Organization Handbook 2021-2022
- SAIL Event Planning Requirements
- SAIL Sample Bylaws
- SAIL Student Leaders Canvas Page
- Treasurer’s Training 2021-2022
Still have questions regarding Engage? Contact the Student Clubs & Organizations Coordinator, Haley Hannaman, at email@example.com and the Associate Director for SAIL Finance & Operations, Begoña Ruiz Piñeiro, at firstname.lastname@example.org.
Organization Registration 2021-2022
Registration has closed for the 2021-2022 academic year. CHECK HERE to see if your organization was fully registered; if you did not get fully registered, contact Haley Hannaman at email@example.com for your make-up registration requirements. Please note that this process is for existing organizations; if you are registering a new organization, you may do that at any point during the 2021-22 academic year by following the steps under “Starting a New Organization.”
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 2021-2022 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.
- Attend Fall Summit on Saturday, September 11th, 2021 – CLICK HERE TO REGISTER
- Have an updated roster, student leadership positions and advisor uploaded to Engage by September 30th, 2021
- Have an Engage page by September 30th, 2021
- Have a valid set of bylaws on file on their Engage page by September 30th, 2021
- Have a treasurer-trained treasurer by September 30th, 2021
- Treasurer training will be offered at the Fall Summit on Saturday, September 11th, 2021.
- This is for ALL organizations that plan on spending any money, arranging for any events, or conducting any businesses other than club meetings.
- Agree to support SAIL’s policies, processes and guidance by September 30th, 2021 (this agreement must be stated in your bylaws)
- Have a student leader within the organization join the canvas course “SAIL Student Leaders” by September 30th, 2021
- Have a valid advisor agreement filed by December 31st, 2021
- 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 the Student Clubs & Organizations Coordinator, Haley Hannaman, at firstname.lastname@example.org.
CLUB OPERATIONS, PURCHASING AND TRAVEL
Still have questions in regards to purchasing? Contact the Associate Director for SAIL Finance & Operations, Begoña Ruiz Piñeiro, at email@example.com.
STARTING A NEW ORGANIZATION
- STEPS TO ESTABLISHING A NEW ORGANIZATION
- Check https://mines.campuslabs.com/engage/ and browse the list of current active organizations on campus to make sure the organization is not currently in existence and that there is not an organization with the same mission, goals, and service provided to Mines
- Collect the names and email addresses of at least 10 interested students
- Collect the name and email address of a Mines staff/faculty member interested in serving as the advisor for the organization
- Create a set of bylaws for your organization (sample bylaws can be found below)
- Complete the registration form; please make sure you are logged into Engage or you may not be able to access the form.
- Organizations affiliated with a National organization must go through the legal process to be granted approval.
- The legal process includes turning in a set of bylaws and an agreement between the National organization and the Mines chapter to the SAIL office. You may do this by emailing the documents to the Student Clubs and Organizations Coordinator. Once these documents are received, the SAIL office and the Office of General Counsel will review and inform you of the decision that has been made. Do not sign any agreements.
- Once the organization has been approved, the advisor must agree to the Advisor Agreement prior to events, meetings, purchases, etc. Requests for new organizations will be reviewed at least once per semester. Submit the form before December 1st to be considered for Spring or before May 1st to be considered for Fall. After the review has been completed, and if your organization is approved, you will be referred to your governing body for possible funding.
- HELPFUL DOCUMENTS:
Still have questions regarding registering a new student organization? Contact the Student Clubs & Organizations Coordinator, Haley Hannaman, at firstname.lastname@example.org.