Student Organization Handbook

This Student Organization Handbook is intended to provide you basic information that will help you successfully navigate your role in a student organization. View the 2019-2020 Student Organization Handbook (Google Doc)

OrgSync

OrgSync is a community engagement software which enables our college to store important data in systematic and organized ways, streamline organizational processes, track student involvement, and facilitate the management of student organizations on campus. Each student organization has its own OrgSync portal to store organization documents, manage their budgets, and connect with fellow members. Many org-related processes—including org registration and renewal—are conducted in OrgSync. All Macalester students can access OrgSync by logging in using their Macalester username and password.

Forms

Registration and Renewal
Primary Contact
Student Org and Interest Group Registration/Renewal Form

The registration and renewal processes for student orgs and interest groups are conducted in OrgSync. All Macalester students can access OrgSync by logging in using their Macalester username and password.

Student Org Charter Form

The charter is an essential component of a student organization and must be submitted at the time of registration. It is highly recommended students meet with the SOC chair prior to submitting the charter form.

Funding
Primary Contact
Student Org Fundraising Approval Form

All registered student organizations wishing to sponsor a fundraising event must receive approval from the Office of Student Leadership and Engagement (OSLE). This form must be submitted and you must meet with OSLE at least 14 calendar days prior to your scheduled event. 

Student Org Reimbursement Request – Less than $50

Reimbursement requests that are less than $50 can be submitted with valid receipts to the Office of Student Leadership and Engagement front desk. Please note the last day of the fall and spring semester is also the deadline to submit all reimbursement requests.

Student Org Reimbursement Request – More than $50

Reimbursement requests that are greater than $50 can be submitted with valid receipts to the Office of Student Leadership and Engagement front desk. Please note the last day of the fall and spring semester is also the deadline to submit all reimbursement requests.

Student Org Amazon Purchase Request Form

Amazon purchases must be made in-person with a staff member in the Office of Student Leadership and Engagement (OSLE). After submitting this form, student orgs must meet with a staff member in the Office of Student Leadership and Engagement to finalize purchase details and place the order. 

Student Org Pcard Transactions Greater than $1000
To make a Pcard purchase that is greater than $1000, student orgs must receive pre-approval from a staff member in the Office of Student Leadership and Engagement. To receive pre-approval, please complete this form at least one business day in advance of your intended purchase date.
Marketplace Online Payment Store or In-Person Payment Options

Student organizations can work with Business Services to set up an online payment system or in-person payment options for programs and events. Orgs must receive prior approval for fundraising from the Office of Student Leadership and Engagement.

Event Planning
Primary Contact
Student Org Contract Request Form

Artists, speakers and/or performers that are brought to campus by student organizations must sign a contract to receive payment for services. Students are not allowed to and should never sign a contract on behalf of Macalester. This form should be completed at least 2 weeks prior to your planned event.

Compostable Dishware Order Form

MCSG provides free compostable dishware to student organizations for their events as part of Macalester’s Zero Waste by 2020 initiative. After submission of this form, student orgs will be sent an e-mail notification when the order is ready to be picked up in Mailing Services.

Travel
Primary Contact
Student Org Travel Request Form

Student organizations are allowed to request funding to support off-campus travel. To request funding, student orgs should complete this form at least three weeks prior to the day of departure. Travel funding is intended to cover transportation costs, including costs associated with using Macalester vans. More information about student travel can be found here: https://www.macalester.edu/travel/#submitting-a-travel-request

Student Org Van Request Form

After your organization has received funding to attend events or activities off-campus, you are able to request the usage of Macalester vans. Van request forms should be sent to Liza Pierre, Coordinator of Student Organizations and Leadership at lpierre@macalester.edu at least two weeks prior to the day of departure.

Other
Primary Contact
Student Org Storage Space Reservation Form

Use this form to request storage space and keys for your student organization.