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ASUM

Student Group Policies

  • Recognition as an ASUM Member Organization is available year-round and must be renewed annually. The process takes place entirely through . 

    • Recognition Form Opens: August 11, 2025
    • Recognition Form Closes: April 17, 2026
    • Returning Organization Deadline: September 12, 2025 (Third Friday of the Fall Semester) 
    • New groups may seek ASUM Recognition at any time

    Recognition is a multi-week process. Once the form is submitted, it will be reviewed by the Board on Member Organizations and then approved by the ASUM Senate. ASUM asks that groups please be diligent about checking-in regarding their recognition status.

    A full walk through of the process, led by 2024-2025 ASUM Business Manager Natalie Schoen, can be found here in several helpful .

    More questions? Please reach out to us!

    Need help getting your group's GrizHub Page set up? Check out the Griz Hub Home Page for helpful tutorials and FAQs!

  • Club Leadership play an important role in the long-term success of ASUM Member Organizations.

    All clubs are allowed to have their own leadership structures; however they are required to have a President and Treasurer. Individuals cannot serve in both capacities for a single club but may serve in leadership of multiple clubs. Both individuals must agree to the set of rules required by ASUM and the 91次元. These rules are as follows: 

    Terms of Leadership

    • President and Treasurer must agree to keep member and financial records for their organization; to keep up to date on all ASUM deadlines and expectations; and to report regularly to the Student Group Coordinator.
    • President and Treasurer must agree to keep the group current and informed with all paperwork and documents submitted to ASUM and uploaded on the Organizations GrizHub.
    • President must agree to inform the group advisor of group activities and meet or otherwise communicate on a monthly basis. 
    • President must agree to give the organization's advisor a copy of the current Recognition Form, Bylaws, and Risk Management Form.
    • President and Treasurer must have read and agreed to help their group abide by ASUM Fiscal Policy, including but not limited to following all spending policies, reimbursement policies, special account policies, and fundraising policies.
      • Individuals must acknowledge that ASUM Fiscal Policy is subject to change and agree to reach out to the ASUM Business Manager with questions and concerns.

    Policy Agreements 

    President and Treasurer must have read, agreed to abide by, and agreed to enforce the following university and ASUM policies within the group:

    Clery Compliance

    ASUM has identified all Member Organization leadership as Campus Security Authorities (CSAs). CSAs are defined by the Jeanne Clery Disclosure of Campus Security Police and Campus Crime Statistics Act (usually referred to as the Clery Act).

    Presidents and Treasurers will be notified and encouraged to take CSA training, which in turn helps ASUM ensure they know how to report a crime if it is committed or the Student Conduct Code broken.

    Training may be found on the CSA Training, Reporting and Resources website. Please select . Club Leadership must complete this training once per calendar year. 

    Reporting

    Presidents and Treasurers must agree to report violations in a timely and safe manner.

    Use ASUM's  on the forms page of the ASUM website for club member conduct or club related incidents. 

    Use the  on the CSA Training, Reporting and Resources website for Clery-reportable incidents. 

  • Each ASUM-recognized student group must have a faculty or classified staff advisor. Teaching assistants cannot serve as advisors.

    The role and level of involvement of the faculty/staff advisor will vary from group to group, but advisors do have responsibilities and, at a minimum, are expected to:

    1. Have their name and university contact information listed as the group advisor on the groups Griz Hub and respond to inquiries as necessary.
    2. Advise and participate in the conduct of formal meetings and elections to ensure proper procedures are followed.
    3. Advise the group on the expenditure of ASUM allocated funds, if requested. It is expected that student members themselves will handle and be accountable for all of the group's business and finances.
    4. Assist the group in preparation of the Annual Spring Budgeting Allocation request, if requested.
    5. Assist the group with the completion of the ASUM Recognition Application, if requested, and keep a copy of the completed form on file.
    6. Be fully familiar with the nature of the group's activities, the risks associated with those activities, and the precautions needed to ensure the safety of members and others involved with group activities.

    Similar to Club Leadership, Advisors must be fully familiar with ASUM and University policies, including:  

    Additionally, Advisors must be prepared to enforce these policies with regard to group activities.

    Advisor's Role

    As a Student Group Advisor, you have the opportunity to enhance students' educational experience by sharing your expertise and enthusiasm. The role of the advisor is to provide advice, counsel, and serve as a mentor and role model.

    ASUM-recognized student groups are student defined and student driven.

    Advisors are encouraged to help student group leaders brainstorm and develop ideas for club events or discussions while ensuring that the students' voices are loudest.

    Advisors are mentors—not decision-makers. They should support student growth, not control the group’s direction.

    Advisors are to assist student groups in ways that are relevant to the purpose of the group.

    Student groups are meant to provide experiential learning, allowing the opportunity for development that club members cannot access inside the classroom.

    It is inappropriate for advisors to address personal or academic matters that are irrelevant to the activities or business of the group in a club setting.

    Groups should complement learning, culture, interest, and support rather than subsidize academics or class time.

    Advisors may assist in fundraising and provide suggestions on student group accounts; however, students will maintain the final say on spending.

    All ASUM Allocated Funds are from student fee dollars, and many groups work very hard conducting fundraisers throughout the year for their specific spending.

    It is inappropriate for advisors to spend group funds, make purchases on behalf of student groups, or  influence groups into spending on behalf of a program or a department.

    Departmental, Procard, or other Purchases made through a department without communication to ASUM and verification from the President and/or Treasurer in advance of the purchase will not be reimbursed. 

    In summation, 

    Advisors May:

    • Help with forms and budgets (upon request)
    • Give feedback on event planning
    • Help enforce policies when needed

    Advisors May Not:

    • Make purchases or use group funds without student pre-approval
    • Book travel or alcohol on behalf of the group without ASUM approval

     

    Should an Advisor find the need to resign their position due to over commitment, leave of absence or sabbatical, or a change in position / availability, ASUM should be notified immediately. Additionally, if student members are dissatisfied with their participation or lack thereof, the group retains the right to seek a new advisor. 

    In the event of either an advisor being replaced or resigning from the position, please contact the Office Manager via email HERE or.

  • Every group must submit a Risk Management Plan when applying for recognition. Additional plans may be required for special events or travel.

    The 91次元 considers students and others who participate in activities sponsored by student groups to be adults who understand the nature and risk of such activities and accept personal responsibility for their conduct without need for supervision.

    The university assumes no responsibility for a participant's bodily injury or personal property damage during student group activities.

    Students are advised to have appropriate medical insurance, skill training and protective equipment, where applicable.

    Students must have a valid driver's license and auto insurance before driving any vehicle in connection with university activities.

    All clubs are required to submit a Risk Management Plan at the time of Group Recognition. It is expected that all members and participants of student group activities will abide by the Risk Management Plans submitted at the time of group recognition and adhere to the following UM Policies:

    Additional Risk Management Plans may be requested for specials events, projects, or activities deemed high-risk. 

    Travel Safety Plans are required for all groups traveling. Additional safety planning is required for all Sports, remote, or travel deemed high-risk.

    If you have questions, or would like more information about risk management or insurance coverage, please contact the Environmental Health and Risk Management Department at (406) 243-2700 OR contact the Office Manager via email HERE or

    Sports Club Union team members must complete and sign a mandatory Medical Authorization/Emergency Medical Release/Acknowledgement of Risk form which can be found on the Sport's Club Union page.

  • Whenever students travel, whether it be an individual or several members of a group AND regardless of expected funding, they are traveling on behalf of the 91次元 and must follow the proper travel procedures. 

    ASUM Allocated funds cannot be used for travel UNLESS funds are through the Travel Allocation Process; Student Generated Funds are allowed for travel.

    1. Meet with the ASUM Office Manager at least two weeks before travel
    2. Complete Required Forms (R.A.T., CSA, PVUF, Travel Safety Plan, etc.)
    3. Confirm Funding availability / waive if unavailable
    4. Designate a Prime Traveler and submit required information
    5. Arrange and Confirm Reservations
    6. After Your Trip, Submit Receipts and Forms (T.E.R., Check Request Form, etc.)

    Read below for more detailed information on travel rates, options, and requirements.

    Travel Guidelines

    Please plan ahead! Groups planning to travel must contact the Office Manager at least two weeks prior to travel in order to prepare the necessary paperwork. Groups will be assisted in completion of all required planning and safety paperwork.

    1. PRE-TRAVEL FORMS
      Regardless of funds expected from the ASUM Travel account or Club Generated Funds, all ASUM Groups participating in UM related travel are required to complete the following forms before travel:
      • Request for Authorization to Travel (R.A.T) - a worksheet for documenting known travel expenses and secures authorization to travel on behalf of the university.
      • Clery Student Travel Form - A fillable form for any student group-related overnight travel.
      • Travel Safety Plan - a document outlining all manner of safety requirements, including traveler information, emergency contacts, dates and destination of the trip, and local law enforcement and emergency services.

        Please note additional forms may be required depending on the nature of your trip. 
    2. FUNDING
      Make sure your group has sufficient funds in your ASUM account, or that funds will be forthcoming from other university departments, to cover all expenses and reimbursements.
      • Groups can only use their own funds for travel -- No ASUM funds can be used unless awarded by the ASUM Senate as a Travel Allocation.
      • Departmental travel will only be covered if arrangements have been made between the department and ASUM prior to travel -- It is the student's job to ensure that this funding has been confirmed.
    3. PRIME TRAVELER
      Designate a primary traveler (the designated Campus Security Authority for the trip) if more than one member will be traveling. This student will be reimbursed for any out-of-pocket expenses during the trip and will agree to disburse those funds accordingly. The student will provide the Office Manager with the following information:
      • PT Name, 790, Mailing Address, & Phone Number
      • Destination & Dates of the Trip
      • Name, student ID number, and emergency contact of each traveler (use Travel Safety Plan)
      • Mode of Travel
      • Detailed List of Expenses
      • Amount expected to be Reimbursed
      • The student identified as Prime Traveler must complete online CSA Training prior to any travel.
        • The Office Manager will verify with the Clery Compliance Officer that the CSA Training was completed.
        • If CSA Training is incomplete prior to travel, ASUM is prohibited from reimbursing any part of the trip, regardless of funding source. Additionally, due to the severity of offense, groups that travel without a CSA are subject to sanction by the ASUM Senate.
    4. SAFETY
      Regardless of funds expected from the ASUM Travel account or Club Generated Funds, all ASUM Groups participating in UM related travel are required to file a Travel Safety Plan with the Office Manager before travel. The Travel Safety Plan will include:
      • Trip description
      • List of attendees (with emergency contact information)
      • Prescribed safety precautions
      • Discretionary safety precautions
      • Nearest emergency services (medical & law enforcement)
      • Please note, ASUM requires additional safety planning for all events that are deemed high-risk (Sporting, remote, or specified actives identified by UM Risk Management).
    5. RESERVATIONS
      Travelers are responsible for making their own travel arrangements. The Office Manager is able to pay for a variety of expenses with a UM-issued credit card (ProCard), and arrange for reimbursements.
      Group members need to make arrangements in advance (i.e. reserve flights, make reservations for lodging, have previously researched websites, etc.) then provide the Office Manager the reservation information so payment can be made with the ProCard.
      • Motel or hotel reservations, conference registrations, rental cars, etc. can all be paid for or reserved in advance by the Office Manager. Once these payments have been made, however, it is incumbent upon the traveler(s) to confirm payments and reservations.
      • Groups should seek lodging that does not exceed the when traveling out of state, or the state per diem rate when traveling within Montana.
    6. LODGING
      Per UM Policy, all lodging needs to be paid for on the ProCard in advance of Travel.
      UM ProCard can only be utilized for hotel / motel.
      • ASUM does not allow groups to book with third parties (i.e. Airbnb, VRBO, Expedia, hotels.com, etc.) Exceptions can only be granted in advance with notice.
      • Lodging can only be requested from ASUM at the rate of $30 / student / night.
        If costs exceed that amount, the club must provide fundraised funds to cover the remaining costs.
    7. PERSONAL CAR
      If a traveler is driving a personal car and wants to be reimbursed for gas, they may be paid by the ASUM mileage reimbursement rate of .20 per mile.
      • Be aware that neither students nor any private vehicles are covered by university insurance.
      • A Personal Vehicle Use Authorization Form will be required per trip involving personal cars; ALL vehicles traveling must be listed on the form per trip to be eligible for reimbursement.
    8. REGISTRATION FEES
      Registration fees for conferences, etc. may be paid in advance via ProCard by the Office Manager on behalf of group members provided that the funds are available in group indexes at the time of registration.

    9. OUT-OF-POCKET REIMBURSEMENT
      Out-of-pocket incidentals, such as taxis, parking, tolls and shuttles, may be reimbursed as long as original itemized receipts are provided and an adequate estimate was included in the R.A.T. form.
      Reimbursement of out-of-pocket expenses, including prepayment of major expenses cannot be made until the trip is completed.

    10. RENTAL CARS
      UM contracts with Enterprise for reduced rates for those traveling on university business, including student groups who have signed the R.A.T. Please plan on booking any rental cars through the Office Manager.
      • Student group funds cannot be used to pay for supplemental insurance. Individuals may do so at their own expense.
      • WARNING: UM’s auto/rental insurance will not cover your vehicle rental risk unless every ASUM pre-travel requirement is completed. Should students choose to travel in a rented vehicle without ASUM pre-approval or signed R.A.T. on file and are involved in an accident, THE INDIVIDUAL WHO SIGNS FOR THE CAR RENTAL WILL BE PERSONALLY FINANCIALLY LIABLE FOR ALL DAMAGES AND LIABILITY COSTS. 
    11. RECEIPTS AND REPORTS
      Post-Travel, the Prime Traveler will bring any/all receipts or other documents required to the ASUM Office Manager.
      • If the club is not receiving funding: the Prime Traveler will verify that no funds are expected to be returned to club members.
      • If the club is receiving funding: the Prime Traveler will also complete the Travel Expense Report (T.E.R.) and Check Request Form.
      • Checks can take up to 3 weeks to process and are only mailed from the state on Thursdays
      • The T.E.R. must be completed within 90 days or the club waives any and all funding per state and university policy.
    12. International Travel
      International travel requires additional steps and collaboration with the UM Global Engagement Office. Please plan on meeting with the Office Manager an extra week in advance if planning International Travel. Additional steps include but not limited to:
      • Registering international travel
      • Additional safety planning
      • Risk forms from all individuals attending
      • Purchasing international insurance. 

     

    If all required pre-approval travel forms and permissions are not completed before the date of your travel, the student group waive rights to reimbursement, regardless of funding source, and waives any and all liability coverage that might be extended as part of traveling on a UM sponsored trip.

    Due to the severity of risk, groups that travel without pre-approval are subject to sanction by the ASUM Senate.

  • ASUM has and enforces policies and expectations regarding the use and possession of alcohol, tobacco, and illicit drugs. These policies apply to all faculty, staff, and students: 1) on university property; 2) at university-sponsored events; or 3) at events sponsored by university-recognized organizations.

    The university recognizes its responsibility to provide educational and prevention programs, and also recognizes the importance of individual and group responsibility for compliance. The 91次元 does not assume responsibility for individual acts and group activities.

    The Drug-Free Workplace Act of 1988 prohibits "the unlawful manufacture, distribution, dispensation, possession, or use of a controlled substance" in the workplace. Personnel actions consistent with university policy and all applicable state and federal laws will be taken against any violator of this Act.

    The Drug-Free Schools and Communities Act Amendments of 1989 prohibit, at a minimum, "the unlawful possession, use or distribution of illicit drugs and alcohol by students and employees" on school and campus property or as part of any school or campus activity. Standards that are more rigid than those required by this Act may be imposed. Personnel and Student Conduct Code action will be taken against any violator of this Act.

    View UM Policies Website

    Alcohol

    Groups must receive permission in advance for consumption of alcoholic beverages during ASUM-recognized student group sponsored activities and events. Consumption of alcohol during student group activities and/or events without advance permission is prohibited by the university Alcohol Policy.

    ASUM Indexes may not be used for the purchase of alcohol. This includes ASUM Allocations & Student Generated Funds. Groups must adhere to UM Drug and Alcohol Policies and the Student Conduct Code when sponsoring activities and events. Violation of these policies may result in loss of group recognition or more severe sanctions imposed by either or both ASUM and The 91次元. 

    Groups with gift accounts (accounts reimbursed by the UM Foundation,) can use those funds to purchase alcohol by utilizing GrizMart and billing through a non-ASUM Index.

    Only Student Group funds through the UM Foundation can be used to pay licensed vendors or authorized servers if approval is secured prior to the event. A non-ASUM Index must be used to pay for any alcohol.

    To recap:

    1. Groups must receive advance permission for events where alcohol is present.
    2. ASUM-recognized groups can only hire licensed vendors or authorized servers with funds from a pre-established gift account to be reimbursed from the club's UM Foundation account.
    3. Billing must happen through a non-ASUM Index.
    4. Attendees of the event who are of age may then use their own money to purchase a drink.

    Contact the Office Manager via email HERE or at least three weeks in advance to make the necessary arrangements for each event that involves the availability of alcohol. The Entertainment/Alcohol Request must be completed in advance of meetings regarding alcohol.

    Drugs

    The 91次元 remains a drug free campus. Please see above policies regarding the use of drugs on campus.

    Violations

    Violations of university alcohol regulations are also violations of The 91次元 Student Conduct Code. Violators are subject to disciplinary action pursuant to the Code. The university, including ASUM, may deny privileges to a student organization or impose other sanctions for alcohol or drug related violations.