Resources for Current Student Organizations

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.

If your student organization is planning to use funds from the organization's Ball State financial account to pay for the trip, the organization's Department Administrative Coordinator will need to process a Pre-Approval form at least 3 weeks prior to the travel date. The Department Administrative Coordinator will need to contact Stacey Myers to obtain the student organization FOAPAL. Please be aware that per the Ball State Travel Policy no travel related expenses (conference registration, hotel, airline, etc.) will be reimbursed prior to the trip occurring.  

If the travel is for a sport club, please contact Ben Peak for more information. If the travel is for a special interest club, contact Stacey Myers for more information.

In addition, a Student Travel Notice will need to be completed by the organization's Ball State Advisor. A Student Travel Notice, which includes a list of students and their emergency contact information, must be submitted at least three days prior to the trip. The Student Travel Notice can be found on Service Now. After logging into Service Now using your BSU username and password, search for 'Student Travel Notice'.

For student organizations interested in reserving a university bus, the first step is to contact transportation@bsu.edu or 765-285-6005 to see if any bus is available on the date needed. The university has a limited number of buses for departments and organizations to reserve. If the Transportation Office indicates that a bus is available, please contact Student Life for further information on reserving a bus, as an organization representative will need to complete documentation before the Transportation Office will reserve a bus. In addition, please be aware that a current Ball State faculty member or Ball State professional staff member must accompany the organization on the bus trip.

STUDENT TRAVEL NOTICE

In addition, one electronic Student Travel Notice that includes a list of students and their emergency contact information, must be submitted at least three days before your event by the organization advisor.

The Student Travel Notice can be found on Service Now. After logging into Service Now using your BSU username and password, search for 'Student Travel Notice'.

LOG ONTO SERVICE NOW TO SEARCH FOR STUDENT TRAVEL NOTICE

Student Travel Notice

A Student Travel Notice, which includes a list of students and their emergency contact information, must be submitted at least three days before your event.

The Student Travel Notice can be found on Service Now. After logging into Service Now using your BSU username and password, search for 'Student Travel Notice'.

Log onto Service Now to search for Student Travel Notice

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 Gabe Winkle 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 Travel Pre-Approval Form required for Ball State employees. 

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 a room in the L.A. Pittenger Student Center, complete the Student Center Reservation Form.
• To reserve a classroom or other on-campus location (other than sport-related areas), such as Emens Auditorium or Pruis Hall, visit Student Center Room 224 or email the Reservations Office.

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 obtain a Ball State email address, please complete the Student Organization Username Request Form.

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

To host an expressive activity for more than 50 people on campus grounds, you must submit the Expressive Activities Request Form.

To have an announcement sent through the Communication Center Daily Digest about your student organization's program or event, complete the Communication Center Announcement Request Form on the Benny Link homepage at least 4-5 business days before your event.

To obtain a Student Center mailbox, email support staff member Claire Downes in Student Life to request one.

The Student Center has a limited amount of locker space available to student organizations that have items to store for the academic year.

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