Handbook and FAQ
The Student Organization Handbook is available to help all student leaders, advisors, and future leaders learn more about campus processes, policies, and procedures as they pertain to student organizations. We encourage everyone to download the PDF below and save a copy of the Handbook to have at all times.
Frequently Asked Questions
Student organizations can reserve rooms or spaces on campus to hold meetings, events, and other activities. All event requests must be submitted via MineTracker from the student organization's page.
If you are a leader in an organization follow the steps below to access the event request form:
- Log on to MineTracker
- Click on your organization's page in the system
- Click on "Manage This Organization" in the top right corner
- Use the 3-line hamburger menu on the next page to open your organization's action menu
- Click on "Events"
- Click on the blue "Create Event Request" button.
- Follow on the steps in the form to submit your request.
For full details on event requests, please visit Student Organization Event Guidelines.
To change the dates/times of an event that has already been approved, you will submit a change request on the same submission. This is done to ensure that the new changes can be approved or rescheduled by the appropriate teams across campus.
- Log on to MineTracker
- Go to your organization's page
- Click on the events tab
- Once you see the event you want to edit, click on the three dots in the upper right-hand corner
- Click on "View in Explore"
- Click on "Manage Event", then click on "Change Details". From here, you will adjust the request the same way you did on your original submission
- Once finished, click "Resubmit"
Your change request will be reviewed by our team and the staff responsible for reserving the requested spaces, if applicable.
Student organizations are considered to be separate from the university rather than extensions of it. Because of this, student organizations cannot access the university's tax filing information and must register with the IRS to become a 501(c) non-profit in order to receive a tax number. More information can be found on page 37 of the Registered Student Organization Handbook.
If a student organization has a cost center, they can make deposits or withdraw money by submitting a purchase or funding request.
What is the difference?
Funding Requests are better known as a deposit form, this request is used to deposit money INTO your account.
These requests are initiated on MineTracker for record-keeping, however, they do not go through the review process. All money is to be delivered to Student Business Services. Complete steps for this process can be found here.
Purchase Requests, better known as cash withdrawals, are used to take money OUT of your account. This is done for reimbursements, paying a vendor etc.
These requests have three review stages- President Review, Advisor Review, and SELC Review. All three stages must be "moved", or approved by the respective party before they are completed. Our team cannot begin to process purchase requests until they have been moved to the SELC review stage. Complete steps for this process can be found here.
Student Organizations can learn more about cost centers and additional information regarding Finances here.
If your organization has registered for a cost center and has funds available, you can submit a purchase request to pull money from the organization's account. More information about managing finances can be found here.
No, a receipt only needs to be provided if the money is for reimbursement.
You may not have access to managerial functions on MineTracker for two reasons-
- Your role has not been updated by the organization manager/president
- Your role may not permit access to certain tasks, such as finance management.
Please email us at email@example.com and copy your advisor on the request so we can help assist with the issue.
Students can check their organization's status here.
Students can see a full list of organizations on MineTracker.
Upcoming Events in MineTracker