Each year, organization officers must register their group with the Office of Student Activities by completing the Student Organization Registration Form (PDF). They must provide a list of members and the names, phone numbers, and e-mail addresses of the officers and advisor(s). They must also provide an updated constitution, if applicable, along with the organization’s mission.

B. Purchasing Guidelines Agreement

Organization officers must meet with a staff member of the Office of Student Activities each year to review purchasing guidelines. Access to funds will not be available until after the Purchasing Guidelines Agreement Form (PDF) is completed. Funds become available July 1. Each organization is responsible for meeting with the Office of Student Activities and completing the organization’s form.

C. Purchases

All purchases must be approved by the Director of Student Development and Campus Life. Failure to do so will result in a freeze on all funds designated for the organization in the current fiscal year. Any purchase made for an organization by the Office of Student Activities will be deducted from that organization’s account balance.

Reimbursements for purchases under $50

For most purchases under $50, you may obtain a Tax Exempt form from our office and pay with cash or credit card and be reimbursed within 10 days of giving the receipt (which must include the name of the vendor) to our office. All expenditures must be cleared BEFORE the purchase is made by the Director of Student Development and Campus Life. Failure to do so may result in a nonreimbursement.

Purchases over $50

To initiate a purchase over $50, please complete and submit the Purchase Requisition Form. The Office of Student Activities must complete purchase orders for most desired purchases. The organization representative must complete this form AT LEAST two weeks prior to the date needed.

Food orders

For food orders from IU Kokomo’s Food Services, a detailed description of the desired order. (Note: You must use IU Kokomo Food Services for all on-campus catering purposes.)

Purchases over $500

Any purchase over $500 must be put out for bid, meaning we comparison shop among different vendors to get the most competitive price. This requires an additional two-week allowance for the purchasing office to process and solicit the information. The names and addresses of three vendors who can supply the item are also required. You must allow an additional three to five days for shipping when your vendor is located outside of the area.

Any use of the Indiana University name or logo must be approved by the Director of Student Development and Campus Life, must meet university trademark and licensing requirements, and must be printed by a licensed vendor.

D. Mailboxes

Student organizations and several student leaders have mailboxes in the Office of Student Activities. Please check your mailboxes regularly. Even in the era of e-mail, information is occasionally distributed via the organization’s mailbox. Please keep them free of outdated material.

E. Food Services

To order food, e-mail your order to . If you will be serving food to people outside of your group and are not using on-campus food services, you must complete the Temporary Food Services Form eight days prior to the event and e-mail it to or hand deliver it to the Office of Student Activities, Kelley Student Center, Room 210F.

F. University Phones

The telephones in the Office of Student Activities are to be used for university-related calls only. Please limit the length of calls. The phone in the Office of Student Activities ( Kelley Student Center, Room 210F) can be used by student organizations if approved by the Office of Student Activities. All non-toll-free, long-distance phone calls must be recorded on the Log Sheet near the phone. Misuse of phone privileges will result in the suspension of your organization’s phone use. (Pay phones are available in the building for personal use.)

The Office of Student Activities has an IU Kokomo Telephone Directory and an IU campus-wide directory. For immediate information on the IU Kokomo campus, dial “0” or (765) 453-2000 off campus.

When using the telephone directory, you will see an extension number. If dialing the number on campus, simply dial the extension number; if dialing off campus, dial (765) 455-9 and then the extension number.

G. Campus Publicity

Please see the Sign Policy (PDF). All publicity materials for student groups receiving student activity funding must have the following two statements: (1) If you have a disability and need assistance, special arrangements can be made to accommodate most needs. Please contact the Office of Student Activities at (765) 455-9203 for assistance, and (2) Funded in full (or in part) by IU Kokomo Student Activity fees.

The Office of Student Activities has a variety of methods of communication at their disposal for the advertising of meetings and events. By e-mailing the Programming Coordinator the information you would like advertised (at least three weeks prior to the date), the information will be distributed on the Web site calendar, on the electronic sign, and in the student newspaper.

Web pages

Registered student groups may create an organizational Web site that is linked from the Student Activities Web site. Please keep the office informed of pertinent information such as the organization officers, and please provide current pictures for your organization’s page. Also, there is a calendar that you can use to post events and meetings.

Electronic Sign

The electronic sign in the Kelley Student Center Commons is managed by the Office of Student Activities. Please contact the office if you want to use the electronic sign to advertise a meeting or event.

Bulletin Boards

There is a Student Activities Bulletin Board in the hallway of the Main Building that organizations may use to hang posters and/or flyers advertising their activities. Please note that you cannot hang posters and flyers on stone, glass, or wood surfaces on the IU Kokomo campus.

Display Cases

Student groups may reserve (on a first-come, first-served basis) display cases for publicizing their ctivities. For the Main Building display case, please contact Terri Hellmann at tlhellma@iuk.edu or (765) 455-9409. For the Kelley Student Center (Alumni Hall) display case, please contact Gail Daggett at or (765) 455-9411.

H. Poster Request Form

The Office of Student Activities has a poster machine that can transform your 8 1/2" x 11", black-and-white, camera-ready copy of your flyer into a larger poster. The organization will be charged for the service and supplies. The poster request form should be accompanied by the organization’s flyer and submitted to the Office of Student Activities at least 24 hours prior to the needed date. Please see the administration’s Sign Policy (PDF).

I. Copies (Duplicating)

The Office of Student Activities offers an assortment of colorful 8 1/2" x 11" paper that you can use for your organization’s documents or camera-ready flyers. Duplication requiring 99 or fewer copies may be completed by the Office of Student Activities. For copy requests exceeding 100 pieces, the Office of Student Activities will have the Office of Mailing and Duplicating complete the order; student organizations will be charged for any duplicating requests over 25 sheets. Please see the administration’s Sign Policy (PDF).

If you would like your posters, flyers, or other documents laminated, please submit a completed Lamination Request Form.

J. Mailing

If your organization has outgoing mail, the Office of Student Activities can provide supplies, information, and assistance, provided the mailing is related to the organization. The organization will be charged for any mailings over 20 pieces. If you require the generation of mailing labels for specific majors (such as psychology majors for Psychology Club), please request this from the Office of Student Activities.

If your organization has outgoing mail to send to other campuses, please use intercampus envelopes; the Office of Student Activities can provide the necessary supplies and services.

K. Event Scheduling

All registered student organizations should complete the Event Scheduling Form for any and all campus activities and meetings. (All non-registered groups should directly contact Physical Plant’s Special Facilities.) Space is limited and is filled on a first-come, first-served basis, so be sure to make arrangements in advance.

L. Payment of Services Rendered

If your organization needs to hire someone who is not employed by the university (speaker, coach, etc.), you must obtain prior approval from the Director of Student Development and Campus Life. Then, the Office of Student Activities must send a letter of confirmation or contract to the person, along with forms so the person can be paid. Please communicate the appropriate information to the office at least four weeks prior to the desired services.

M. Travel

When traveling out of the state of Indiana, you must be accompanied by your advisor. If you are taking an overnight trip, there will be additional forms the Office of Student Activities will give you to complete. Please allow plenty of time to process paperwork, especially if you will need hotel reservations.

Personal Vehicle

If you use your personal vehicle to attend a university-related event or do university-related work, you must first obtain permission from the Director of Student Development and Campus Life in order to ensure mileage reimbursement. The amount you will be reimbursed is 48.5 cents per mile. You must provide proof of a valid driver’s license, and you must carry the following insurance coverage, as a minimum: $50,000 for personal injury to, or death of, one person, $100,000 for injury to, or death of, two or more persons in one accident, and $25,000 for property damage.

University Bus

The University Bus is available to use at a rate of 56 cents per mile, plus the bus driver’s wages ($9.50 per hour), for student groups. Please contact the Office of Student Activities for more information.

University Vehicle

University vehicles are available if you are attending a university-related event or doing university-related work. Your organization will be charged for mileage.

Charges for university vehicles are:

56 cents per mile (for the bus)
51 cents per mile (for a van)

In order to use university vehicles, you must:

First obtain approval of the Director of Student Development and Campus Life. Then complete the Authorization Form for Motor Vehicle Records Check (PDF). This is a new form that all students who drive a university vehicle must complete. The Office of Student Activities must have a copy of the driver’s proof of insurance and driver’s license before the student can use the vehicle. Finally, the Request for the Release of Vehicle to Student Driver Form (PDF) must be completed and returned to the Office of Student Activities.
Schedule use at least two weeks in advice. Please schedule vehicles early, as availability is very limited. The university van may be reserved through External Relations at (765) 455-9485; the two university cars may be reserved through Physical Plant at (765) 455-9273.
Pick up a signed IU Kokomo Mileage Report form from the Office of Student Activities.
Submit the form when picking up the keys to the vehicle. (The key-distributor will not release the keys unless this form is signed by Sarah Hawkins and completed.) The key-distributor will keep the green copy on file and give you the white, pink, and cream copies to take with you.
Return the vehicle with a full tank of gas. Gas can only be purchased at gas stations accepting the Voyager fuel credit card (included in the key holder). The PIN number for the fuel card is the last four digits of the license plate number. For any overnight trips it is permissible to park your own car in the “university vehicle” space when you take one of the cars out.
Return the keys and completed forms to the key-distributor by the date/time you have indicated it will be returned.

N. Code of Student Rights, Responsibilities, and Conduct

A great resource for all students, especially student leaders, is the Code of Student Rights, Responsibilities, and Conduct. Pertinent sections include Student Groups and Student Organizations and Campus Activities. Visit the IU Kokomo Dean of Students Web site for more information.

O. Outside Accounts

Student organizations wishing to establish outside funding accounts, separate from the university, must complete forms for a Federal ID number prior to opening the account. No student activity funds may be placed in these external accounts. When making purchases with these external funds, the student organization may not use the university’s tax exempt number. Also, the account title may not use the university’s name.

P. Soliciting Donations

Student organizations wishing to solicit donations from outside sources must first submit a Solicitation Request Form to the Office of Student Activities and receive approval from the Office of External Relations prior to any solicitation. If approval is given, we recommend that you send a letter to the potential donor asking for the donation. Once donations have been collected, a Gift-In-Kind Form (PDF) must be completed and returned to the Office of Student Activities.

Q. Starting New Clubs

Indiana University does not require student clubs and organizations to register and be approved by the university in order to exist on campus. However, if a student group wants to request money from the student activity fee, we require the group to be registered with the Office of Student Activities (see IU Kokomo Student Government Association Bylaws Title X 2A). The registration process includes the following:

Students who wish to create an organization should submit a completed Intent to Organize Form (PDF) to the Office of Student Activities.
Next the student(s) should submit an electronic copy of the club’s constitution. (Our office will do a preliminary review to ensure there is no language conflicting with Code of Student Rights, Responsibilities, and Conduct.) (Clubs can view other organization's constitutions and use a sample constitution as a guideline by visiting the Constitutions page). All officers and a majority of the membership must be currently enrolled students of IU Kokomo (See Code of Student Rights, Responsibilities, and Conduct Part 1, D, 3b & 3d).
Then, the student(s) should submit a completed Student Organization Registration Form ( refer to A. Student Organization Registration above).
Finally, a letter of support from the confirmed advisor(s) of the group should be sent to the Office of Student Activities.
If your group chooses to apply for funding through the student activity fee, see the next item (S. Funding of Student Organizations).

R. Funding of Student Organizations

Student groups wishing to receive funding from student activity funds must be registered with the Office of Student Activities. IU Kokomo Student Government Association Senate has the responsibility of funding registered student organizations. Please refer to Title X of IU Kokomo Student Government Assocation Bylaws for details and budget information. A Budget Request Form must be submitted for all items your organization would like considered.

S. Leadership Resources

Check out the following leadership resources:

How to Become an Effective Leader (PDF)

Books, binders and other printed materials available to check out from the Student Activities Office

T. Additional Guidelines

Student activity fee monies cannot be used to make charitable contributions.
Student activity fee monies cannot be used for the purchase of alcohol.
Student activity fee monies cannot be used for gifts of any kind, to any individual, whether or not they are university personnel.
Student activity fee monies cannot be used for hospitality related to fundraising expenses where the revenue from the development goes to an IU Foundation account.
Student organizations may use their designated monies for the purchase of food for annual call-out meetings and receptions. These funds are not to be used to purchase refreshments for general meeting purposes.
Student organizations must follow the budget allocations that were approved for the current fiscal year. Any changes in these allocations must be approved by the IU Kokomo Student Government Association Senate.

U. Four Things to Keep in Mind:

All expenditures must be cleared with the Director of Student Development and Campus Life prior to the purchase.
For almost all services, allow at least a two-week request period.
Have all information and prepare the forms needed to complete requests and vouchers.
Please contact us at the Office of Student Activities if you have any questions. (That’s why we’re here!)

Click here for a summary of our Policies & Procedures.