The purpose of student organizations at Mitchell Hamline School of Law is to promote life balance and to provide opportunities for enhancement of the academic, cultural, social, and recreational aspects of student life. Through participation in programs and activities, student organizations and their members play a vital educational and social role at Mitchell Hamline and contribute to a campus rich with energy and opportunity for the development of our students.
This handbook will acquaint you with policies and procedures regarding student organizations on campus and will assist your organization in effectively using law school resources.
II. Information on currently operating student organizations
The Dean of Students serves as a liaison to student organizations and maintains an up-to-date list of organizations, their officers, and any pertinent contact information.
- Student Services Office, Room 119
- (651) 290-8642
- Student organizations on the Web
III. Starting an organization
A. Forming the organization
Students interested in starting an organization should complete and submit the online registration form.
Non-credit student organizations, regardless of special focus, must be open to all students. Upon approval from the Office of the Dean of Students and upon concluding that sufficient student interest in the organization exists, a representative of the group must submit the following to the Dean of Students at firstname.lastname@example.org:
- Constitution or charter for the new organization
- By-laws for the new organization
- List of officers
B. Soliciting interest in the prospective organization
There are several ways to gather interested members and officers to join an organization, including:
The New Student Orientation Picnic offers an opportunity for organizations to inform entering students about the organization. Make arrangements to participate with Deb Lange, email@example.com, in Student Services:
Promote your organization’s activities. Submit an announcement about your organization to The Docket. Submit an event to the calendar so that it appears on the Mitchell Hamline home page and the video monitors around campus. Submit a poster that will appear on the video monitors as the date draws near. Please submit event information at least two business days prior to your event.
C. Re-activating a previously approved organization
If an organization has been approved in the past but is currently inactive, a representative must submit the following to the Office of the Dean of Students to re-activate the organization:
- a list of interested members and officers to the Office of the Dean of Students at firstname.lastname@example.org.
- review, update, and submit the constitution and by-laws (if these documents no longer exist, develop a new constitution and by-laws)
IV. Receiving a budget for your organization
When a new organization is approved during the academic year, it may request funding from the Student Bar Association (SBA). Representatives of the group should contact the SBA President or Treasurer. Funding for mid-year requests will fluctuate from year-to-year depending on available resources and number of active organizations. Assuming the SBA is comfortable with the student organization, the level of organization of its officers, and the availability of funds, the SBA makes its best effort to help student organizations get started with a reasonable budget.
The SBA allocates its annual budget through a hearing process at the beginning of the academic year. Procedures and deadlines are typically posted in the The Docket. Organization leaders are also welcome to contact the SBA Treasurer.
Financial transactions for student organizations are conducted through the SBA Treasurer and the Finance Department of the college. Student organization requests for expense reimbursements should be submitted to the SBA Treasurer. The Treasurer will forward the reimbursement request to the Finance Department. Questions regarding expenses should be directed to the SBA Treasurer.
V. Transitioning your organization from one year to the next
Student leaders in each organization are responsible for a smooth leadership transition from one year to the next. In order to ensure the best likelihood for a successful funding request, student organization leaders must identify a means to smoothly transition the leadership of the organization from one year to the next. This is best handled by:
- holding elections in the latter part of spring semester for leaders who will take office in the following fall semester or at the end of the current academic year; and
- prior to the conclusion of the current academic year, inform the Office of the Dean of Students of the leadership changes that will be in effect at the start of the following academic year by submitting a Student Organization Officer Transition Form
VI. Services available to support student organizations
Supplies should be ordered through the Purchasing Office. For details on how to make purchases, student organization representatives should contact the SBA Treasurer.
B. Copy Center/Mail Room
This department provides the following services for written materials:
C. Switchboard/Information Desk
Main (Summit Avenue) Entrance – This department provides the following services:
- Security and maintenance contact
- Class cancellation notification
- Parking passes and information
- Locker information and rental
There is a security guard at the front desk during all hours that the law school is open, but they do not assist with the above services.
D. Announcements on The Docket
Contact: Katie Fulmer or Deb Lange at email@example.com.
The Docket is a campus newsletter posted on the Mitchell Hamline web site. It contains a wide range of announcements about student events, room changes, student jobs, competitions, financial aid, etc. Special events and meeting announcements may be submitted to The Docket.
Students are able to post items to The Docket through the “Submit an Announcement” and “Submit an Event” options. For instructions on submitting see the “Posting Instructions” link on the The Docket. Items do not post immediately. Upon submission they are sent to an editor who edits them and then posts them, usually within one business day and often shortly after submitted.
Effective use of The Docket as a marketing tool: When using The Docket to promote events, the following sample guidelines may prove helpful:
- As soon as you have a date, time, and location for your event, submit it as an event to get it on The Docket and other calendars
- Two weeks prior submit a “mark your calendar” announcement to The Docket
- One week prior to the event, submit a reminder announcement to The Docket (e.g. “Reminder: Blackacre Association of Mitchell Hamline Guest Speaker – March 1 – Room 123.” Include text from prior submission with appropriate updates or provide entirely new text).
- One to two days before event: submit a “final reminder” announcement to The Docket.
E. Room reservations
General Use Rooms
To reserve a room for a student organization event, submit an online reservation request at least two weeks before the event. Board meetings for student organizations should be conducted in the Student Leadership Office unless it is otherwise occupied.
Small Group Study Rooms in the Library
The small group study rooms on the lower level of the library are intended primarily as student group study rooms. They are scheduled at the Library circulation desk, and reservations can be made through this online form.
F. Multimedia requests
There is a wide range of multimedia equipment available to student organizations. To request equipment, fill out a request form at least one working week before you need the equipment or services. There is no charge for this service. Contact:
- Multimedia Support
- (651) 290-6373
- Room 221
- Request for Event Technology
G. Parking permits for speakers/guests
Temporary parking permits for speakers and guests may be requested from Deb Lange, firstname.lastname@example.org in Student Services. If you expect a large crowd for a function, please let us know ASAP so we can make arrangements with facilities to accommodate the group.
H. Poster and distribution policy
1. Print posters/signage (primarily used to advertise events) are not allowed in the front entrance or elsewhere in the school. High-quality digital monitors are available through which departments, groups, programs, and institutes can advertise events. There is an exception for directional or other signage the day of an event.
2. To the extent feasible, Marketing will continue to support the types of events it has supported in the past and will do design work to create digital posters. If Marketing cannot support an event, Marketing will provide a template that can be completed to have an event promoted on the digital monitors.
3. Notices, posters, or any other signage are not allowed on painted, glass, or wallpapered surfaces or on windows or doors.