Groups of students who share a common interest, either social or professional, that serves the mission of Northwestern Health Sciences University, may organize and seek recognition as a student organization through the Office of Student Affairs. Requirements and procedures for recognition are available in the Student Affairs office, and on the Student Clubs and Organizations webpage.
New organizations may initiate the recognition process at any time during the academic year. Recognized organizations must submit a statement of purpose, objectives, and procedures that will be reviewed and approved by an advisor and the Dean of Students, or their designee. Each recognized organization must have an advisor. Recognized student clubs and organizations may be asked to recertify periodically, including after returning from a period of inactivity. Every term, organization leaders are required to submit an updated list of officers and members to the Student Affairs office.
Student Organization Seminar and Activity Policies
Recognized Student Organizations may request speakers and visitors from outside the University community to present programs to the students of the University. Such requests will be made by student organizations with advisor support, by completing a Facility Use Application form, available on the Student Club and Organizations webpage. The speaker and facility request will require approval by the Dean of Students, or their designee. Other speakers and visitors may be directly invited by faculty and administrative officers of the University, with notification to the office of the President.
The sponsorship or invitation of guest speakers does not necessarily imply approval or endorsement, either by the sponsoring group or the university, of the views expressed.
Off-Campus Seminars
Off-campus seminars are carefully considered by the Student Affairs office. Students must follow the University’s student organization and accounting policies for all off-campus seminars, or disciplinary action may be initiated for the organization or individual members by the Office of Student Affairs. Circumstances which may trigger this action may include: not properly notifying Student Affairs of the seminar, engaging in activities that violate the NWHSU Student Code of Conduct or any federal, state, or local laws or statutes, or participating in other activities that might put Northwestern in legal risk or jeopardy.
Off-Campus Activities
Student Organizations wishing to participate in activities off-campus must notify the Student Affairs office and follow all university policies. Where such off-campus events involve the provision of clinical services, University malpractice and liability coverage requirements must be observed. This may require the presence of Minnesota-licensed, University faculty or other institutional representative(s).
On-Campus Activities
Throughout the year, events are planned by student organizations for the University community. All events held on campus require written permission for use of the facilities. To request permission to use on-campus facilities, students must fill out a Facility Use Application which is available online. If the on-campus event involves the provision of clinical services, University malpractice and liability coverage requirements must be observed. This may require the presence of Minnesota-licensed, University faculty or other institutional representative(s).
Alcohol Request Forms
Students wishing to have alcohol at their function must complete an Alcohol Request form, which requires approval from the Dean of Students and the Office of the President. If approved, Student Organizations must adhere to the University’s alcohol policy guidelines outlined in the Student Handbook, in addition to state and federal laws. In the event that student monitors are utilized for events that involve alcohol, their attendance may be required for additional training provided by Student Affairs or Human Resources offices.
Room Reservations
Students may reserve rooms for meetings, seminars, or events through the Student Affairs office. In certain cases, the Facility Use Application form must be completed. Rooms that are reserved by student organizations must be vacated by other members of the campus community during the reserved time.
Financial Support
Donations to Student Organizations
Student Organizations may periodically receive donations. Prior to receiving a donation, student organizations should contact the Dean of Students to coordinate the proper accounting of the funds received, and the recognition of the donor for tax purposes.
Fees Assessed for Seminars - Students
Student Organizations may assess reasonable fees to students for seminars. Prior to assessing fees for an activity, student clubs and organizations should contact the Student Affairs office to coordinate the proper accounting of the funds received.
Fees Assessed for Seminars – Outside guests
Northwestern seeks to encourage members of its community to participate in additional educational opportunities. Consequently, student organizations may not assess fees for seminars to guests outside of the campus community. Students may invite external constituents at no charge. Where certification for continuing education hours is a part of an event, the seminar must be sponsored by the University Department of Continuing Education.
Fundraisers
Student Organizations may hold fundraisers for the purpose of organization-specific benefit. The Dean of Students must first approve the event. University accounting procedures must be followed.
The University has the right to impose disciplinary sanctions if any organization or individual deviates from these financial policies.
Advisors
All student organizations must have an institutional advisor. The advisor will be responsible for assisting in the development of a purpose and objective statement, providing recommendations for speakers/visitors, and for providing oversight during any demonstration or practice of methods or techniques. Advisors are strongly urged to attend all other meetings of the organization. It is the responsibility of the advisor to notify the Student Affairs office regarding any change in organization purpose or mission. Any failure to observe the requirement for advisor presence during clinical practice or technique provision may result in sanctions being applied to the organization.
Meeting Reports
Student Organizations are required to complete periodic meeting, event, and financial reports, and submit them to the Student Affairs office. These reports may include meeting dates, topics covered, advisor attendance, guest doctor or speaker attendance, and seminars held. Organizations are also encouraged to attach minutes of their meetings. Funding for Organizations may be reduced if reporting requirements are not met.
Misconduct
Student groups, clubs, organizations, and individual members, may be face disciplinary action under the Student Code of Conduct, and the group may be held responsible, either individually or collectively. Student group, club, and organization leaders may be found responsible for the actions of the collective if violations by those associated with the group received the tacit or overt consent or encouragement of the group or its officers. Possible violations will be referred to the Dean of Students, or their designee. Sanctions for a student group, club, or organization may include revocation of the group's charter, their ability to access funding or host events, or other appropriate measures as determined through the disciplinary process.