Policies & Procedures

Student Organizational PoliciesInternational Bear Association at Bear Fair

All student organizations should abide by the Student Organization Policies 2019-2020:

ALL ACTIVE ORGS that would like to receive bear grants from SGA MUST submit an updated W-9 (filled out correctly as a 501c7) to Campus Life before the bear grant process begins in the fall.

Also submit a copy of your bank account info (cross out personal info and account #) and an updated constitution with a statement at the top: “This organization operates as a not for profit since recognition on…”

Event Approval

All student organization events must be approved by the Office of Campus Life. Check the University calendar first to avoid any scheduling conflicts as best as possible (keep in mind that it may take several days for approved events to appear on the calendar). Complete a student organization reservation request.

Travel Policy and Form

Travel Statement

Travel Form (Must be submitted 48 hours before travel to the Campus Life Office. Copy of signed form must be submitted to the Office of Student Affairs to receive SGA funds for travel BEFORE the trip.)

Vehicle Release Form (fill out and turn in BEFORE a trip in which you drive a vehicle-only drivers need to fill out the form)

Campus Life and Residence Life Posting Policies

Campus Posting Policy: All flyers, posters and banners must be approved by the Office of Campus Life BEFORE you may post in academic or non-residence life buildings on campus. Campus Life staff will approve, stamp and place up to seven flyers in the Connell Student Center. Organizations must place all other flyers on campus (except for residence halls) on their own following the policies of each academic building. One stamped flyer must be included when seeking approval from Residence Life for flyers in the residence halls. Organizations must take all flyers to Residence Life for this second approval process. Residence Life Posting Policy

Event Accessibility Template (for all on campus advertisements)

*The following statement must be included on all flyers for on campus events.


Renew your student organization for the 2020-2021 academic year here

All student organizations are required to renew once a year with Campus Life or at any time officers change.

This renewal will be used to send out Bear Fair registration notices in early July.

Once renewed, all new officer and advisor information for the 2020-2021 Academic Year on your Bear Pulse account. Please also add an updated description if anything has changed.

If you have any questions or issues with renewing your information, please contact the Office of Campus Life at 478-301-2868 or campuslife@mercer.edu .

Start a New Student Organization

Consider the 3 categories of student organizations and click the link to start the process of establishing your new organization:

  • Religious Affiliated: A student organization that provides faith/religion to the Mercer Community.MViet at Bear Fair
  • Club Sports: A student organization that provides students with an athletic component to their college education and is not affiliated with the Athletic Department.
    • To start a new club sport at Mercer, please contact Todd Thomas, Director of Recreational Sports and Wellness at (478) 301-2370 or thomas_ta@mercer.edu
  • New Student Organization: Any student organization that is either academic, governing, honorary, service, publication affiliated, or of special interest.

Advisor Information

Being a student organization can be a big committment, and Campus Life is here to help. We are thankful for all the work you do with students to better their college experience. Please see the Student Organization Advisor Manual for best practices and policies. When you agree to advise a student organzation, make sure to sign the Advisor signature page and submit it to Campus Life. 

Non-Academic Misconduct Process for Student Organizations

Student organizations are expected to operate in accordance with the law, student organizational guidelines (as outlined by the Office of Campus Life), and with all University policies including the Student Code of Conduct.  Student organizational recognition is not a right, and can be evaluated and rescinded by the University at any time for any reason.

When the University becomes aware of any allegation of misconduct by a student organization, the Associate Dean of Students in Macon or the Assistant Dean of Students in Atlanta (depending on the primary location in which the organization exits) will assign a staff member to investigate and review the allegation(s) by meeting with any individual the staff member determines is warranted.  In cases involving sensitive or confidential reporting (e.g., cases involving hazing, sexual misconduct, hospitalizations, etc.), the staff member investigating the case may use appropriate discretion in releasing information placed in the report to protect the identity and confidentiality of the reporting or involved student or witness.   That staff member will then meet with the organization to review the allegations related to the organization before making a recommendation back to the Associate Dean or Assistant Dean on his or her evaluation of policy infraction(s) and proposed sanctions, if any (including suspension or expulsion of an organization).  The prior disciplinary history of the organization, the forthrightness and cooperation of the organization and its members, during the proceedings, and the severity of the allegations may all be evaluated as part of this recommendation.      

The Associate Dean or Assistant Dean will then choose to accept that recommendation, modify it, or conduct further inquiry on his or her own before finalizing the decision. This decision will then be communicated to the organization in writing.   This decision is final; however, in cases in which a group can clearly substantiate that an egregious and obvious error occurred at some point in the determination, it may request the Vice President and Dean of Students to review the decision.  This request must be made in writing within three days of receiving the decision and clearly outline and substantiate the error that was made.   The Vice President and Dean of Students may then choose, but is not obligated, to review the case and make any modifications as deemed appropriate.

Nothing in this section prohibits the University from implementing an “interim suspension” as outlined in the Student Code of Conduct while the case is being investigated.  Nothing in this policy prohibits the Associate Dean in Macon, the Assistant Dean in Atlanta, or Vice President for Student Affairs from reviewing a case directly at any point.