Frequently Asked Questions

What information can I find in the handbook?

The Undergraduate Clubs and Organizations Handbook contains important information for all club leaders. Please review and discuss with your executive board officers and members. All club members and leaders are responsible for information detailed in the Clubs Handbook, USG Constitution and Undergraduate Policy Book:

  1. Club Handbook 2015
  2. USG Constitution
  3. Undergraduate Policy Book

For more information, contact ustclubs@stthomas.edu or Campus Life at 651-962-6130.

How do I order food for my club?

To order food or other items, refer to the and review:

2) “Request for Services (Facilities, Dining, IRT, Physical Plant, Service Center Printing, etc.)” under “Event Planning,” and
3) “Purchasing Goods and Services” under “Club/Organization Accounting.”

As a University club or organization, you are required to use University services and/or preferred vendors. Make sure to give vendors at least 10-business days before your event (you may need more time than this if it is a special order).

Clubs & Organizations can order food from the UST On-The-Go menu for a discounted price. Please note, to use this menu, you must place the order by noon 3 days prior to your event:

For more information contact ustclubs@stthomas.edu or Campus Life at 651-962-6130. You can also visit the Purchasing & Payables web site.

How do I manage my club's finances?

As a University club or organization, you are required to manage your club finances.  A good place to start is connecting with your club advisor to get a copy of an updated budget report and to review your club's previous budget documents.  You can also stop into Campus Life (ASC 325) to get a copy of your budget report.

Please note, it is your responsibility to read the policies in the Club and Organization handbook (see the section on Club/Organization Accounting) as well as the USG policies regarding your club's finances.  It helps to stay informed and discuss any upcoming purchases or expenses with your club advisor in a timely manner.    

For more information, please contact ustclubs@stthomas.edu or call Campus Life at 651-962-6130 to setup a meeting to discuss and review your club's budget.

How do I hold an election for my club?

Elections are a common practice among clubs and organizations to facilitate transitions from one year to the next. Many clubs will have procedures for hosting a fair election process written into their constitutions.  If you need a copy of your club's constitution, please email ustclubs@stthomas.edu or call Campus Life at 651-962-6130.  If your club has recently completed elections, please be sure to Murphy Online to reflect your new members and their roles.  

How do I organize a successful club event?

Campus Life has many resources to help you with successful event planning. Refer to the Club Handbook 2015 and review “Event Planning” and “Club/Organization Accounting.” If you are planning a trip off-campus, make sure to complete the required forms found under, “Event Planning.”

For more information contact ustclubs@stthomas.edu or Campus Life at 651-962-6130.

How do I re-register my club?

  1. The annual re-registration process starts at the end of spring and continues through the beginning of fall semester. Clubs are required to update your club's information on-line through Murphy Online. You must also email ustclubs@stthomas.edu with the name and email address of the club's new president for the upcoming year.
  2. Failure to comply with the registration process results in the suspension of the organization and loss of the privilege to operate as a formally recognized UST organization. The group remains suspended until the registration process is completed.
  3. All clubs are expected to maintain a membership of at least ten members and keep the on-line member roster updated through Murphy Online. Student organizations must notify the Department of Campus Life whenever there are changes of officers or advisors during the academic year.
  4. If there is a one-year lapse in registration, an organization must re-apply for recognition according to the procedures for newly formed groups.

For more information contact ustclubs@stthomas.edu or Campus Life at 651-962-6130

How do I start a new club?

The University of St. Thomas is home to over 135 student clubs and organizations.

10 Steps for Starting a New Student Club/Organization on Campus:

  1. Meet with Campus Life Assistant Director.
  2. Secure a minimum of ten (10) organization members.
  3. Secure a full-time UST faculty or staff person to serve as organization advisor. The Department of Campus Life can assist clubs in securing an advisor if necessary.
  4. Draft a constitution, using the Guidelines for Constitutional Drafting found in the Club & Organziation Handbook. The constitution must include a mission statement describing the club‘s purpose and how it will contribute to the mission of UST. If the mission or purpose is similar to an existing club or University sponsored organization (e.g. Yearbook, Tommie Media), the club will not be considered for recognition. The University of St Thomas does not recognize newly formed social Greek organizations.
  5. Hold a meeting to elect officers and ratify your constitution. NOTE: Only registered organizations can reserve meeting rooms. The use of a room for this initial meeting may be approved by contacting The Department of Campus Life.
  6. Upon recommendation for approval of the Student Organizations Committee, your organization‘s application will be forwarded to the Undergraduate Student Government for approval at the next scheduled meeting. A representative of the club should be present to answer questions.
  7. The club president and advisor will receive email notification upon the completion of this process.
  8. Once approved, the club must register with Department of Campus Life.
  9. The registration process is complete once the Department of Campus Life receives confirmation from the faculty/staff member advisor.
  10. *Clubs interested in being classified as a Club Sport, please read the Club Sport Appendix A in the Club & Organization Handbook.

What are the service requirements for clubs & organizations at UST?

The University of St. Thomas has a strong commitment to promoting the values of social action and civic responsibility within its community. Community service is not only considered an act of compassion for others but ultimately as the recognition of the common bond of humanity. In support of this university value, the following revised guidelines are intended to aid student clubs/organizations in selecting their service projects:

  • Each club/organization will serve 1.5 hours per member of the organization for each semester to be considered in good standing and eligible for general USG club funding, USG conference and Competition funds, Lectures, Community Coop funds, STAR Coop funds and Club Sports funds (this requirement replaces the prior 50% of an organization’s membership or at least 5 members participation’s requirement).*
  • Required hours of service will be determined by the number of members registered by a club/organization with the Campus Life.
  • Any project that includes the collection of money, clothing, etc. as the service project will need to be pre-approved by Campus Life (approval should be a minimum of one week prior to beginning of project.)
  • Projects that span 2 semesters need to meet required hours during both semesters and need to be pre-approved by Campus Life.
  • All service hours must be reported in Murphy Online in order to be counted toward your groups requirement.

*Service hours reported by individual members may not count toward multiple clubs / organizations service project requirements unless those two clubs / organizations are working at the same project. For example, student A belongs to the Blue Club and the Red Club. Student A’s service hours come from working on the River Clean-up can only count for the club that participated in the River Clean-up. Thus, if only the Red Club did the River Clean-up, student A’s hours can only count toward the Red Club. However, if the Red Club and the Blue Club participated in the River Clean-up student A’s hours can be divided and count toward both club’s service requirements.

Refer to the and review “Service Project Guidelines.” If you are planning a trip off-campus, make sure to complete the required forms.

For more information contact ustclubs@stthomas.edu or Campus Life at 651-962-6130.

How do I join a club?

Here are some strategies for finding a club that may be right for you!

  1. Review the current list of clubs/organizations – are there any existing ones that fit your interest(s)? You contact each club by filling out the "Request Information" form on the club's directory listing.
  2. Be sure to attend the Activities Fairs held at the beginning of each semester. You can meet and talk with representatives from over 140 clubs to discover ways to get involved. The 2014 Fall Activities Fair will be held on Tuesday, September 16th from 12pm-1pm on John P. Monahan Plaza. Rain backup will be in the Woulfe Alumni Hall.
  3. Stop by Campus Life (ASC 325) to speak with someone regarding your interests.

For more information, contact ustclubs@stthomas.edu or Campus Life at 651-962-6130

What is Cooperative Funding?

STAR encourages other clubs and organizations of the St. Thomas community to come to STAR as a programming resource. STAR has allotted at least 5% of each semester’s budget (approximately $9,000.00) for cooperative programming with other clubs and organizations. Funds shall be distributed according to the order of request; it is beneficial to begin programming early in the semester. An application is attached to this sheet. Please note that the lectures committee has a separate application for cooperative programming because it is allocated separate funds.

For more information contact ustclubs@stthomas.edu or Campus Life at 651-962-6130.

What are club sports?

A Club Sport is a group of St. Thomas students voluntarily organized for the purpose of furthering their common interest in an activity through participation and competition. Club Sports are strictly voluntary. Club Sports are designed to serve individuals interested in different sports and recreational activities not offered on the varsity level at the university. These interests are competitive in nature, as clubs must compete against a Club Sports team, varsity team, tournament team or recreational team that does not represent St. Thomas.

For more information, visit the Club Sports page, contact ustclubs@stthomas.edu or Campus Life at 651-962-6130.

How do I support my advisor?

Your advisor is a critical component to your club's success. Keeping your advisor informed of your events and activities will help them better support you throughout the school year. The Club and Organization is also a good resource for your club and your advisor.

For more information contact ustclubs@stthomas.edu or Campus Life at 651-962-6130.

How do I organize a club trip?

Campus Life has many resources to help you organize a successful club trip. Refer to the ‎ and review the “Travel and Transportation Policy.” Make sure to allow at least 2-weeks for planning and completing the required forms.

For more information contact ustclubs@stthomas.edu or Campus Life at 651-962-6130.

How do I fundraise for my club?

Campus Life has many resources to help you with successful event planning including club fundraising. Refer to the ‎ and review the “Fundraising Guidelines” under “Event Planning.” You must complete the required fundraising forms at least two-weeks before your event.

For more information contact ustclubs@stthomas.edu or Campus Life at 651-962-6130. 

What are the ways I can market for my club?

Campus Life has many resources to help you with successful event planning, including promoting your event. Refer to the and review “Publicity Opportunities” under “Event Planning.”

University of St. Thomas recognized student clubs and organizations, and University of St. Thomas faculty and staff may submit advertising for display on video boards in the Anderson Student Center. Electronic flyers may be displayed up to two weeks (based on availability) prior to specific event or general announcements. Electronic flyers must be submitted electronically via UST Poster Management

As a University club or organization, you are required to use the Service Center for all club printing and mailing. You are also required to use preferred vendors when ordering any items. Make sure to give vendors at least 10-business days before your event (you may need more time than this if it is a special order).

For more information contact ustclubs@stthomas.edu or Campus Life at 651-962-6130. Visit the Purchasing & Payables website.

How do I reserve space for my club?

To reserve space on-campus, refer to the and review “Request for Services (Facilities, Dining, IRT, Physical Plant, Service Center Printing, etc.)” under “Event Planning.”

Make sure to plan ahead and reserve space at least 72-hours before your event. If you are requesting IRT, Dining Services and any special set-up involving Physical Plant staff (tables, chairs, etc.), you must plan ahead at least 10-business days before your event (note that you may need more time than this depending on the size and timing of your event. Spring is usually the busiest event season on-campus).

For more information contact ustclubs@stthomas.edu or Campus Life at 651-962-6130.