Coe students cheering

Resources for Clubs and Organizations

Interested in creating a new student organization on campus? Here are some resources to aid in getting started.

Step 1: IDEA — A new student organization should be unique and intentional. Think about the goals of your organization and what you will bring to the Coe community. You will need a well-organized purpose statement.

Step 2: PEOPLE — You are required to have at least five students involved to start a new organization. There are three required officer positions: President, Treasurer and Faculty/staff Advisor. Decide what you would like from your officers and seek out appropriate people. the advisor should be interested in the activities of the organization and provide overall insight and guidance on college policies and processes. The advisor needs to be currently full time and on campus so they can serve as a resource for students.

Step 3: FORM — Fill out the New Student Organization Interest Form. You will hear back within two weeks with an update.

Step 4: REVIEW — Your interest form will be reviewed by a committee and decided if more information is needed or if you can move on in the process.

Step 5: FINALIZE — If approved, you will create a constitution for your organization and complete an organization application.

Step 6: PRESENT — You will present your finalized group to a Student Senate committee, which will vote for final approval.

Step 7: APPROVAL — If approved, you can now reserve space on campus, get an email address and plan events. Don’t forget to fill out required forms and attend trainings as needed.

Benefits to Recognition:

  • Recognition as a college organization
  • Use of the college’s name [in accordance with the Coe College guidelines, see policies section]
  • Establishment of a financial account with the Business Office
  • Ability to make reservations for events and meetings on campus
  • Eligibility to be considered for Student Senate student activity fee allocations
  • Advertise organization activities through email, postings, etc.
  • Participate in the Organization Fair in the fall
  • Ability to create/use organization email account

Student Organization Policies

Travel Policy

In order to manage risk and ensure safety, Coe has a travel policy for student organizations and groups travelling for Coe-related activities.

Click here to review the travel policy and submit a travel request form.

Public Viewing (Showing TV, Movies)

Even though Coe is a private, educational institution, we need to abide by copyright laws in regard to public viewings of copyrighted movies and videos. The concept of "public performance" is central to copyright and clearly defined by the law. For films, this means anytime a movie is shown outside of someone’s home, it must be properly licensed.

What is a public performance?

  • Anytime a film viewing is in a public space (a lecture hall, a residence hall lobby, a meeting room, outside on the quad are all considered public spaces, even though Coe is considered private property.)
  • If a viewing is open to the public (no matter where it is held)
  • If a viewing is open to people outside of a normal circle of friends/acquaintances, no matter where it is held (this would include a student organization hosting a movie night, an RA hosting a floor event, a department hosting a movie with a Q&A)

Generally speaking, ALL showings of films, videos or TV shows to an audience need to have a public performance license. The only time public performance rights are NOT needed is when an instructor is showing a film in the classroom as part of a scheduled class, which is open only to the members of that class.

How do I get a license?

Most licenses can be purchased through a licensing company such as Swank Motion Pictures. Coe student organizations or departments can obtain a license by contacting: Dana Hillyer, Swank Motion Pictures at dhillyer@swankmp.com or 800.876.5577. Payments can be made via invoice/check or credit card. Visit www.swank.com for more information. For smaller films or educational documentaries, licensing can often be obtained directly from the producing company. Check the film's website for more information, or contact Janessa Hollmaier, Programming & Student Organization Coordinator, (jhollmaier@coe.edu) or Laura Riskedahl, Head of Audiovisual, for more information. Please let us know if you have any questions. Students and student organizations should contact Janessa Hollmaier (jhollmaier@coe.edu) , and faculty/staff should contact Laura Riskedahl (lriskedahl@coe.edu).

Raffles & Gambling

Coe College does not purchase a gaming license. As such, any form of gambling on Coe College property or involving college functions is prohibited, including raffles. Gambling is defined as playing a game for money or property or otherwise placing a bet on an uncertain outcome. Students found responsible for participating in gambling activities are subject to disciplinary action by the college under the applicable policies.

Food Service/Catering

Events hosted at Coe College should use Sodexo catering for any food or drink needs. Information about catering can be found here.

Contracts

Students are not allowed to sign contracts on behalf of Coe College. If your student organization is planning on hosting an event for which a contract is required (for renting equipment, hosting a speaker, booking a vendor, etc.) please contact Janessa Hollmaier, Programming & Student Organization Coordinator, (jhollmaier@coe.edu) .

Political Activity Policy

Coe College is dedicated to providing students with an educational environment that will foster those habits of mind and action vital to engaged citizens in a democratic society. This is the goal of a liberal education, a goal that cannot be met without maintaining free and open inquiry within our college community. As an academic community, we also seek to have our engagement in political expression be of a civil and thoughtful form. As a tax exempt entity, Coe College is prohibited by federal law from participating in or attempting to influence campaigns for any elective office or ballot proposal. The following policy attempts to balance these competing considerations of free expression, civility and federal election law while providing members of the college community, its faculty, staff and students with guidance in conforming their political activity to these considerations.

Click here to access the Political Activity Policy


Additional Resources

Campus Facility Reservation Information

Advertising on campus

Posters — All copy services can be done through the print center, located next to the mailroom in Gage Memorial Union. Standard posters, as well as oversized copies, color copies, laminating, etc. can be done there. Student organizations with a business office account can charge to their account at the print center. Cash also is accepted.

Posting Policies

Any poster, sign or informational material posted on public bulletin boards must be approved by the campus information staff for posting. Approved postings will receive a stamp. Contact information for the sponsoring organization must be listed on the posting. Individuals/groups posting materials inappropriately may receive a fine at the discretion of the Director of Campus Life.

  • Posters must be neatly made and legible. This is up to the discretion of Gage Union staff.
  • Posters, signs or informational materials may be placed in residence halls subject to residence hall staff approval. In academic buildings, posters must be posted on bulletin boards.
  • Outdated (event has passed or three weeks from posting date) or inappropriately posted materials will be removed by Gage Union staff. However, it is expected the organization that posted the material will take them down when the event is over.
  • Large posters may be displayed in the Gage Union windows, only with proper reservation through campus information staff. Reservations of Gage windows may only be made for two weeks at a time.

Posters for events not affiliated with Coe College may only be posted in Gage Memorial Union on designated bulletin boards labeled “Off Campus Info” and “What’s going on in the Community.” Posters for events not affiliated with the college cannot be posted in academic buildings or residence halls.

Poster Room — Texas markers and paper are provided for student use in the poster room, located near the mailroom in Gage Memorial Union. These materials can be used by all students, especially to make large posters to display in the Gage windows. Windows can be reserved for student organization use through Campus Information for two weeks at a time only.

Chalking — Chalking on campus sidewalks must be pre-approved by the Director of Campus Life, except for the patio behind the PUB, which is a designated open chalking zone.

Tabling outside the "U" —  Groups can reserve a table outside of the U by emailing reservations@coe.edu. Groups typically use these tables to advertise events by talking to students during mealtimes. Tables must be reserved ahead of time and are sometimes limited. If there are not tables out, see Campus Information to unlock the storage closet. Tables are to be set up and taken down by the group.