Forms
Services and Support
Societies FAQ
Academic Societies Handbook
Academic Society Policies
Forms
Services and Support
Societies FAQ
Academic Societies Handbook
Academic Society Policies
Important Forms
Important forms needed for academic society leadership. Contact the Academic Leadership Office with questions about forms.
Society Leadership Information Form
Use this form to share information about your society. Requirement: This form must be updated each semester.
Fill Out Society Information Form
Fill Out Society Information Form
Academic Society Dues Form
Use this form to collect dues from society members. No more than $25 per semester, per student may be collected.
Download Society Dues Form
Download Society Dues Form
Services and Support
A number of organizations on campus can provide services and support for your academic society. These include:
- Scheduling: Contact the Campus Scheduling Office for use of on-campus facilities at (208) 496-3120.
- Food Services: All catered events using the Manwaring Center must order food through BYU-I Food Services at (208) 496-2800.
- University Relations: Coordinate with this office for advertising policy, rules, and approvals for posters, etc. Societies can advertise generally to bring awareness that the society exists and invite others to join the society. Societies cannot advertise outside of their society members about activities, guest speakers, or any other society-specific event. The marketing channels available for societies are DSN ads and posters.
- Event Services: This office can help with AV equipment. The Scheduling Office will often contact Event Services when an event is scheduled, but contacting their office directly to confirm the details is always a good practice. (208) 496-3150
- Financial Services
- Purchasing Card: All purchases need approval by the society's faculty advisor. Department Societies may apply for a purchasing card. The faculty advisor is responsible for all purchases and reconciliation of the card account. For assistance, contact Valerie Gutierrez at (208) 496-1901.
- University Financial Account: Individual societies must have a financial account with the university to handle the society's funds. The faculty advisor is the custodian of this account and is responsible for disbursing its funds. Department society accounts are tied to the sponsoring department's accounts and will close out with the other departmental accounts at the end of the calendar year. University Societies' accounts are also managed by the faculty advisor, but any funds remaining at the end of the calendar year are rolled into the general academic society account.
- Safety Office: If there are safety concerns or issues, contact the Safety Office at (208) 496-3002.
- Travel and Off-Campus Activities: See the Travel Policy for rules governing off-campus events. If traveling overnight, the Overnight Student Travel form along with a detailed itinerary, must be sent to the Travel Administrator of the Risk Management office. Send documents to Leesa Allen at allenle@byui.edu for approval. Contact Fleet Services at (208) 496-2561 to reserve a campus vehicle. Only individuals with a current BYU-Idaho driving permit may drive university-owned vehicles.
Frequently Asked Questions
There are certain qualifications that need to be fulfilled in order to be considered for annual recognition.
There are two ways that societies can be funded. University societies may request a $100 budget that can be awarded each semester by the Academic Leadership Office. They may also request dues from society members in order to gain additional revenues for the society. Department Societies receive their funding from Department Stewardship Review (See page 7 of the Societies Handbook for more information).
Every semester, an updated Student Leadership Form, must be submitted to the Academic Leadership Office. Bylaws for each society need to be updated and submitted to the Academic Leadership Office every calendar year.
Once the leadership form is received by the Academic Leadership Office, the information will be updated by the Academic Society student staff. Any changes to the site must be emailed to academicsocieties@byui.edu.
Societies are not allowed to fundraise or take donations. The Student Policy states:
Sales, solicitations, and sponsorships by outside businesses, agencies, individuals, and for-profit or not-for-profit organizations are prohibited on campus. Financial sponsorship or advertising by private business is not allowed on campus. No commercial advertising is allowed on event programs, backs of tickets, or any other BYU-Idaho publication. At the invitation of the institution, written recognition may be given.
Sales, solicitations, and sponsorships by outside businesses, agencies, individuals, and for-profit or not-for-profit organizations are prohibited on campus. Financial sponsorship or advertising by private business is not allowed on campus. No commercial advertising is allowed on event programs, backs of tickets, or any other BYU-Idaho publication. At the invitation of the institution, written recognition may be given.
Review the marketing tips for campus for information. For further assistance please speak with University Relations.
Non-staff or non-faculty speakers must be approved one month before they are due to speak. Society leaders must complete the Speaker Request Form and submit to the Academic Leadership Office.
Yes, however, any travel arrangements must be approved by the Academic Leadership Office. A group travel application will need to be completed and approved before the trip.
Yes, all receipts must be submitted by the faculty advisor. An additional signature is required. For department societies the department chair's signature is required. For University Societies, Scott Galer's signature is required. These are then sent to the Accounting Office for reimbursement. Receipts may be submitted via email to odellt@byui.edu or via campus mail to: Academic Leadership Office, Kimball 210, +1690.
A handbook containing all the information on societies and how to run and form one.
Learn about the policies between leading a society and how to run it.