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Student Organizations



Want to form a new BUCOP student organization?
  1) Notify the Assistant Dean of Student Affairs in the College of Pharmacy
  2) Meet with the Office of Student Activities on Belmont’s main campus
       a. Review the Intent to Organize a New Student Organization Overview
            (This document is also available on the Office of Student Activities’ BruinLink
            page under “Documents”).
       b. Submit the Intent to Organize a New Student Organization Form via BruinLink
            (located under the Campus Links drop down) by the specified date each
            semester (third Friday at beginning of fall/spring semester).

What are your responsibilities as a College of Pharmacy organization?
  1) Abide by the University’s Community Code of Conduct, the Bruin Guide, the
       College of Pharmacy Student Manual, and all of Belmont’s Student Organization
       policies and procedures. 
  2) Have a leader attend student organization training.
  3) Have a leader attend the monthly BUCOP Student Leadership Committee meeting.
  4) Have a leader attend the President’s Council meetings if possible.  These are held
       on the first Monday of each month at 10:00 a.m.  (All dates are posted on the
       Office of Student Activities’ BruinLink page.)
  5) Reregister your organization each year per the Office of Student Activities’ deadlines.
  6) Complete at least one community service project each semester.  Send notification
       of completed service projects to Sara Stacy (sara.stacy@belmont.edu) and the
       Assistant Dean of Student Affairs in the COP.

Want to raise money for your organization?
  1) If you decide to sell anything, fill out the Promotional Items Approval Request Form
       (under the Campus Links drop down in BruinLink) and submit this at least
       4 weeks in advance. 
  2) Seeking reimbursement for an event from the SGA?  All student organizations that wish
       to be funded by SGA for their events must fill out a Grant Petition Application form and
       turn it in via BruinLink.  (This form can be found on SGA’s BruinLink page, under “Forms”)
  3) The use of the university logo on promotional materials is allowed so long as they follow
       the university’s brandbook guidelines.  Please review the guidelines in the university’s
       brand book and coordinate with Bill Nichols (x6107), the COP liaison with the university
       marketing office. 

Want to open a campus bank account?
  1) Obtain the form, Request for Agency Account, through Sara Stacy in the
       Office of Student Activities.
  2) The advisor of the organization will need to include the following information when
       filling out the form:
       a. Organization name and function
       b. Student leaders’ names
       c. Advisor’s name
       d. Types and estimated number of transactions during an academic year.
       e. Advisor’s signature that they will comply with all University purchasing policies.
  3) An agency account entails following University Purchasing Policy and Travel and
       Entertainment Expense Policy in order to access the funds (check requests, deposits,
       expense transfers, etc).  Both student leader and advisor signatures must appear on
       all forms and checks related to the account.  Please allow a few days for processing.
  4) The following forms can be found on the Office of Student Activities’ BruinLink page
       under “Documents”:
       a. Check Request Form 
       b. Deposit Form

Want to reserve a room on campus?
  1) Fill out the Internal Booking Room Reservation Form at least two weeks in advance.

Want to arrange for food?
  1) Contact Catering/Sodexho at 460-6170 (fax: 460-6018)

Want to meet off campus?
  1) Remember that alcohol cannot be served at any event associated with College of Pharmacy
       or one of its student organizations.
  2) Seeking reimbursement for an event from the SGA?  All student organizations that wish
       to be funded by SGA for their events must fill out a Grant Petition Application form and
       turn it in via Bruinlink.  (This form can be found on SGA’s BruinLink page, under “Forms”)
  3) If asked to sign any contract, notify the Assistant Dean of Student Affairs BEFORE signing.
  4) Fill out the Student Organization Event Registration form via BruinLink at least two weeks
       in advance.  (This form is found within your organization’s page in BruinLink under “Events”). 

Need to travel more than 50 miles or planning on staying overnight?
  1) Submit the following forms via BruinLink:
       a. Health disclosure form (one per student; found under Campus Links drop down)
       b. Assumption of Risk and Release form (one per student; found under Campus Links
            drop down)
       c. Event Approval Form (one per event; found under the Office of Student Activities’
            BruinLink page in “Forms”)

Want to promote your event or fundraiser?
  1) ON CAMPUS BULLETIN BOARDS:  The BUCOP bulletin board on the first floor of McWhorter
       Hall is available for your postings anytime.  Just leave your flyer with the Assistant Dean of
       Student Affairs and it will be put up in the case.  For campus-wide postings on Bruin Boards
       or the exterior columns of the Gabhart Student Center, you must complete a Posting Request
       Form, available in the Office of Student Activities, and submit all materials (actual posters,
       flyers, etc.) to be posted.  Please try to make these requests at least 2 weeks in advance of
       your event.  
  2) ON BRUINLINK CALENDAR:  Submit all event approvals through your organization’s
       BruinLink page in order for it to be posted on the BruinLink calendar and on the
       memo board.

Want to send representatives to a meeting?
  1) Seeking reimbursement from SGA?  All student organizations that wish to be funded by
       SGA for their events must fill out a Grant Petition Application form and turn it in via Bruinlink. 
       (This form can be found on SGA’s BruinLink page, under “Forms”)
  2) Seeking reimbursement from the COP Office of Student Affairs?
  3) Students must be active members in an organization to travel.
  4) Students must have permission to travel from the advisor of the organization.
  5) Students must turn in a completed Expense Reimbursement Request Form to the
       Assistant Dean along with original and itemized receipts taped to a sheet of white
       paper within 45 days of travel

Additional Student Organization Resources:
  1) MVR Personal Vehicle:  Registering to use your personal vehicle for Belmont
       business through BruinLink (Located under Campus Links drop down in BruinLink)
  2) Solicitation of Donations:  (Located under Campus Links drop down and on the
       Office of Student Activities BruinLink page)
  3) Student Organization Policies and Procedures:  (Located under Campus Links
       drop down in BruinLink)


College of Pharmacy
Admissions 615-460-8122  |  Main 615-460-6748
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