Regulations of University and Department Societies
All societies, new or continuing, must meet the following conditions to be considered for annual recognition:
- Academic purpose.
The student academic society exists to enhance student learning and professional growth. It should provide opportunities for students to better prepare themselves academically and professionally. It does not exist to sponsor a series of recreational, community service, or well-being types of activities. The stated purposes and goals of the student academic society must clearly reflect this in the current society's bylaws.
- Current set of bylaws.
The student academic society must have a set of bylaws that specify how it intends to operate. The bylaws should include the following information: (1) the official name; (2) purposes and goals; (3) officers and duties; (4) elections and voting procedures; (5) financial rules and policies; (6) meetings; (7) membership; and (8) any other governing rules, procedures, and policies that apply. Click here for an example of bylaws. Societies which are local chapters of a national organization may submit documentation from the national organization which describes the operation of the local unit. Please email these to the Academic Office, firstname.lastname@example.org.
- Active faculty advisor.
The student academic society must have adequate faculty support. The advisor must be a full-time BYU-Idaho faculty member. Any other proposed advisor who is not a full-time faculty member must receive approval in writing from the college dean with stewardship over the relevant discipline. The faculty advisor is expected to make some commitment of time to the society and its activities. As a minimum, he/she must be willing to meet with student leaders at least once a semester, attend events (including evening and weekend activities), and coordinate with the department chair and college dean on the society's activities. Overnight student travel requires full-time faculty to supervise travel plans and to accompany the students. Exceptions allowing supervision and accompaniment by part-time faculty or personnel must be properly authorized. See university travel policies at: http://www.byui.edu/financial-services/supervision.
- Ten (10) members who are currently enrolled online or campus students.
The membership list should include the name of at least ten students who are members or potential members of the society.
- Endorsement by the sponsoring department chair and dean.
Discussions with the department chair about a new society within the sponsoring department should be initiated by the proposed faculty advisor and interested students. The department chair should endorse the proposal to the dean. An email of approval should be sent to the Academic Office, email@example.com.
- Each year complete and submit the Basic Information Sheet online.
All active, recognized societies (University and Department) need to provide an updated Society Leadership Information form each semester to the Academic Office. Email to firstname.lastname@example.org.
Submission for New Societies
University Societies: The request for a new University Society requires Dean's Council approval. Listed are the items needed for consideration. All the below forms need to be submitted to the Academic Office, email@example.com.
- An email from the sponsoring department and college dean stating approval or disapproval.
- List of ten students willing to become members. (In order to be considered a University Society, the majority of members should be comprised of majors across campus.)
- Society Bylaws
- Society Leadership Information form
Department Societies: The request for a new Department Society requires final approval from the faculty advisor's respective department and college dean. See the department for more information and guidelines.
Privileges of a Recognized Student Academic Society
Being recognized has a number of benefits. A recognized student academic society may:
1. Schedule university facilities and services for meetings and other approved activities. (see Campus Scheduling Policy 1-19)
2. Use the university mailing address.
3. Have an account through the BYU-Idaho Accounting Office. Societies may not set up a private off-campus account.
4. Levy dues according to established policy.
5. Invite approved speakers to the campus for society meetings. (see Speaker Policy)
6. Maintain web pages on the BYU-Idaho web site. (see Web Policy for Student-Led Academic Society Sites)