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Policies and Procedures for Student Academic Societies

Policies that govern membership, activities, funding, and guest speakers.
Academic Society Policies
Policies on Academic Society Activites
Policies on Funding for Academic Societies
Policies on Guest Speakers for Academic Societies
Society Marketing and Branding
Academic Society Policies
Policies on Academic Society Activites
Policies on Funding for Academic Societies
Policies on Guest Speakers for Academic Societies
Society Marketing and Branding
Academic Society Policies
Policies on Academic Society Activites
Policies on Funding for Academic Societies
Policies on Guest Speakers for Academic Societies
Society Marketing and Branding

Academic Society Policies

Participation in academic societies is open to all BYU-Idaho students. Non-students are not eligible to join. While dues may be assessed, no other prerequisites for membership may be required. This open policy permits students from freshmen to seniors (at varoius levels of expertise) the opportunity to explore and network in various fields and professions.

Additionally, participation in academic societies is voluntary and involvement cannot be required for a course or program. Faculty may give credit for co-curricular activities provided by academic societies, but it should not be a substantial part of a course grade. Faculty must provide alternative options for students who choose not to participate in a society.

Recognized societies are required to abide by the applicable local, state, and federal laws and all applicable institutional policies and procedures, including, and especially, the Honor Code. Violation of laws or institiutional policies and procedures, including the Honor Code, will result in suspension and revocation of recognition.

The list below provides information to specific academic society policies. For a broader list of university student policies, see University Student Policies.

Policies on Academic Society Activites

Every BYU-Idaho activity must be consistent with the standards of members from The Church of Jesus Christ of Latter-Day Saints, which means all activities shall be safe, properly advised to assure wholesome activities for students, and ensure that the name of BYU-Idaho is not associated with any activity that would be damaging to its reputation.

It is imperative the following rules be observed for each activity:

  • Student academic societies need approval for guest speakers.  Before contacting a speaker, complete the online Guest Speaker Request Form. This form explains the policies and guides you through the approval process.
  • A society faculty advisor must be present at any off-campus activity or function. As required by university policy, overnight student travel requires full-time faculty to supervise travel plans and to accompany the students.  Exceptions allowing supervision and accompaniment by a part-time faculty member or university employee must be properly authorized.  For more information regarding supervision visit Student Travel.
  • Societies are authorized to sponsor activities only for their members.  Events open to the larger student body should be sponsored by the Activities Program (or other university entities).
  • College vehicles are used for travel, if available. If students need to use private transportation, each student must sign and submit an Assumption of Risk / Indemnification Agreement Form to their respective faculty advisor prior to travel.  These forms should be kept on file by the sponsoring department for three years. All travel policies must be observed (see University Student Travel Policies).
  • If approved by the advisor (and the activity involves minimal risk), non-students may occasionally be included in an on-campus academic society activity.

After all activities, make sure that the facilities used are clean and tidy, equipment is returned, and the facility is secured as required. Remember to write a thank-you letter to guest speakers and other volunteers who contributed to the success of your event.

Policies on Funding for Academic Societies

Any academic society may charge dues up to $25 per semester per student. In addition, a society may also collect additional dues that are required for a regional or national professional society with which they are affiliated.

Societies may not conduct fundraising activities on or off-campus. They are not to solicit money from students or the local community. Also, academic societies may not sponsor any organization, business, etc. or activities not directly related to the society.

Academic societies sponsored by a department will receive funding from that department. Societies that span several departments or colleges (University Academic Societies) can request $100 per semester to support basic operations and activities from The Office of Faculty Development. To receive this funding, university societies must keep their leadership and meeting information up-to-date using this online Society Leadership and Website Update Form.

University Society Traveling Fund: Funds to support student participation in regional or national conferences my be receved by submitting a completed application. Active members of an academic society may apply for this funding by submitting the Society Traveling Fund application to the Office of Faculty Development. Student participation in a regional or national conference may include:

a. participating in a poster session,

b. competing in a contest,

c. seeking employment,

d. seeking internship opportunities, and/or

e. graduate school admissions fairs and other activities as deemed appropriate.

Funding is based on availability and may be limited in any given academic year. The request is reviewed by the Academic Societies Student Council and then sent to the adminstrator over campus societies for approval. A report of the number of students participating will be required and submitted to the AAVP of Student Connections after the event or travel has taken place.

Policies on Guest Speakers for Academic Societies

  • Potential speakers should not be contacted until official approval for the request has been received from an associate dean from your college.
  • Approved guest speakers may only speak in academic society meetings. (To get approval for other audiences you must use a separate speaker request form from University Relations). 
  • Only advertise the speaker within your society or academic department. No campus-wide publicity of your guest speaker is permitted.
  • Guest speakers for societies should not:
    • advocate ideas in opposition to the teachings and doctrines of The Church of Jesus Christ of Latter-day Saints;
    • have a public reputation inconsistent with the moral values inherent in the Honor Code;
    • fund-raise for private enterprise, political parties, or candidates; or be General Church Officers or Authorities (due to their demanding schedules).

For more information regarding the University Policies go to Guest Speakers.

To request a speaker, please fill out the Speaker Request Form.

Academic Society Marketing and Branding

Marketing for societies is limited to a few channels. All marketing must be approved through University Relations before it is used. Approvals are handled through a system called Design Conductor. Learn more about using Design Conductor.

Societies can only advertise generally to bring awareness that the society exists and invite others to join the society. Societies cannot advertise outside of their society members for activities, guest speakers, or any other society-specific event. I-Belong has the capability to email all group members and can be used to promote society activities and events. I-Belong also has the capability to send push notifications to group members.

Marketing Channels

Posters 11x17

Posters, 11x17, are an approved channel for marketing societies generally. Societies are not allowed to advertise for activities, guest speakers, or any other society-specific event. Posters must be branded appropriately and approved through Design Conductor before they are hung up around campus. Posters can only be hung on the approved pinboards in buildings. Posters cannot be hung on walls, windows, or in any other location other than building pinboards.

DSN (TV Screens)

Societies are allowed to have general advertisements for the society run on the campus DSN screens. Societies are not allowed to advertise for activities, guest speakers, or any other society-specific event. DSN ads must be approved through Design Conductor before they are submitted to run on the screens.

Pullup Banners (limited)

Societies can only use pullup banners at official booths during activity fairs and society fairs or at booths that have been scheduled through the Scheduling Office. Pullup banners are not allowed to be put up in building halls or outside of classrooms or offices. Banners that are used in buildings will be removed. Banners used for booths need to be branded appropriately and approved by University Relations before they are printed.

Social Media

Social media is not recommended for society's use. Society leadership changes frequently and account information often does not get passed on and many accounts aren’t updated regularly. Societies can only advertise generally to the public to bring awareness that the society exists and invite others to join the society. They can only advertise activities, guest speakers, or any other society-specific information to their society members.

I-Belong

We recommend using I-Belong to connect and communicate with members of your society. I-Belong has feeds you can use to post information for your society members about upcoming events, activities, and society information. I-Belong also has the capability to email all group members directly from I-Belong, so you don’t have to compile and manage email lists. I-Belong also has the capability to send push notifications to group members so you can remind them of upcoming events and activities.

Branding

Societies are not allowed to have custom logos. If custom artwork is used for society marketing, it can only be used for one year so that it does not become a logo.
The university's name cannot be used as part of the artwork design.