Handbook

The Student Organization Handbook provides basic information on successfully running your organization, successful program planning, and relevant university policies. Information about faculty/staff advisors and their role with student organizations is also included in the handbook.

Read Handbook (PDF)

The Student Organization Handbook includes information on:

  • maintaining student organization recognition 
  • communication resources
  • risk management 
  • space reservation
  • event marketing 
  • financial accounts 
  • student organization travel 
  • diversity and Inclusion
  • hazing
  • Title IX responsibilities

Related Policies

Additional Ball State policies pertinent to students and student organizations are:

Is your student organization planning to travel off-campus to a conference or other event?

Read through the information below and be aware of what forms must be submitted.

As a member of a student organization, you can be held liable, individually, for your group's sponsorship of activities that harm others.

Be aware of the risks involved for student organizations by reviewing the Office of Risk Management website.

Review our Bus Rates and Information (PDF) and the relevant information below.

Requisition

Complete the Ball State University Bus Requisition form, then print it off and bring it to Courtney Hawkins in the Student Life office, in Student Center 133.

Once we obtain the appropriate signatures and submit the form to the Transportation Office, you will receive an email confirmation if a bus is reserved for your organization. If no bus is available on the date that you have requested, we will email you with this information.

Download Form (PDF)

Student Travel Notice

Submit one Student Travel Notice form that includes a list of students and guests riding the bus, and their emergency contact information.

Submit the completed form to the Office of Student Life at least three days before your event.

Copies of the form will be forwarded to the Department of Public Safety and the Office of Risk Management prior to the event. The original form will be kept on file in the Office of Student Life.

Download Form (PDF)

Travel Participation Agreement

If using University transportation, every Ball State student and guest must complete a form. Submit the completed forms to the Office of Student Life at least 3 days before your event.

The forms will be kept on file in the Office of Student Life.

Download Form (PDF)

Travel Participant Form

If using University transportation, every Ball State student and guest must complete a form. Submit the completed forms to the Office of Student Life at least three days before your event.

The forms will be kept on file in the Office of Student Life.

Download Form (PDF)

Passenger Lists

Passenger lists with the names of the students and guests riding each bus must be submitted to the Office of Student Life or emailed to Courtney Hawkins on the Thursday prior to your event by 5 p.m. (if event takes place on a Friday or Saturday) or three days prior to the event.

Student Travel Notice

Submit one Student Travel Notice form that includes a list of students and their emergency contact information.

Submit the completed form to the Office of Student Life at least three days before your event.

Copies of the form will be forwarded to the Department of Public Safety and the Office of Risk Management prior the event. The original form will be kept on file in the Office of Student Life.

Download Form (PDF)

Travel Waiver

Although the organization is not using University transportation, each student still needs to complete a travel waiver, which will protect the organization in case of an accident.

Travel waivers are generated by Attorney John Connor in Student Legal Services, Student Center L-17.

If a faculty/staff advisor is traveling with the student organization members, then the advisor's department administrative coordinator must generate the online Banner Authorization for Travel form required for Ball State employees. 

Greek Organizations and Sports Clubs

The Student Center offers a variety of rooms and room setups for you to host your events and meetings.

For student organizations, meeting rooms are free to use, you simply need to fill out an online request form or come to Student Center room 224 to pick up, fill out, and turn in a request form.

To reserve sport-related areas such as Ball Gym, Recreation and Wellness Center, or LaFollette Field, complete the Sports Facilities Space Request Form.

To plan any type of race or fun run on campus, you must submit the 5K Run/Walk Request Form.

To reserve University transportation, please see our Travel Information for Student Organizations.

To open a Ball State financial account for my organization, please complete the Student Organization Financial Account Form.

To have an announcement sent through the Communication Center about your student organization's program or event, complete the Communication Center Request Form by 5 p.m. the Friday the week before your event.

To obtain a Student Center mailbox, email Stacey Myers, Office Coordinator in Student Life to request one.

The Student Center has a limited amount of shared cubicle space available to student organizations.

An email with application instructions will be sent to student organization Presidents (identified on Benny Link) in the spring.