Planning a UMA sponsored outing? Use the Trip Checklist, located in the above tabs.
Have an idea for a club? Contact the Office of Student Life for guidance!

Augusta Campus

The purpose of the UMA AHNA is to unite nurses in healing; to develop, implement and evaluate the standards of education, practice, and research for holistic nursing; to promote the practice of holistic nursing; and to plan, organize and administer meetings, reports, and other projects for the stimulation and advancement of these and other related purposes. FMI – email carey.clark@maine.edu

UMA AHNA Facebook

The primary purpose of the University of Maine at Augusta Chapter A.I.A.S. is to provide avenues to foster an appreciation and understanding of the ideas and objectives of The Institute and to promote and forward the same within the territory of this Chapter, emphasize and promote professional and social aspects of student activities on campus, foster fellowship, cooperation, and unity between members of this Chapter, members of the Sponsoring A.I.A. Chapter and other Student Chapters, and enlarge Chapter members understanding of the current and future scope of architectural practice. FMI – email sanjit.roy@maine.edu

(AIAS) American Institute of Architecture Students Facebook

The purpose of BASIC is to provide Christian fellowship for a diverse group of students to foster spiritual growth; equip students with biblical solutions to contemporary problems to make a positive impact at UMA; connect students with a local church in the community; serve the community, nation and world through volunteer and mission opportunities; and to help others experience the joy and salvation found in Jesus Christ. FMI – email tara.oxley@maine.edu

The purpose of the UMA Biology and Pre-Health Club, to be referred to as the UMA BIO/Pre-Health Club, will be to: create a network of students interested in pursuing careers in healthcare (eg medical school, pharmacy, PA, PT, veterinary programs), biology related graduate programs, and career opportunities in biology; educate students about internships, graduate programs in the sciences, professional programs in healthcare, and work opportunities in the field; create links between UMA students interested in the sciences and healthcare with professionals in the community, and representatives from professional and graduate programs. FMI – email sbak@maine.edu

The purpose of the UMA French club is to promote the French language and Francophone cultures–but you don’t have to speak French to be part of the club!  We plan cultural outings, take an annual trip to Quebec or Montreal, and enjoy on-campus events as well!  We hope you will join us.  FMI- email chelsea.ray@maine.edu

French Club Webpage

French at UMA Facebook Page

The primary focus of this club is to promote diversity and bring global perspective to UMA and the community; encourage international exchange programs and collaboration; support UMA efforts to extend academic programs/courses here and abroad; provide liaison and support a network for international students at UMA; assist administration in recruitment of international students to attend UMA. FMI – email laura.rodas@maine.edu

Go Global Facebook Page

The primary focus of this organization is to enhance the educational experience and leadership opportunities of students who have demonstrated a sincere motivation to excel and to better their university and its communities through a devotion to higher education and community service. FMI – email sarah.hentges@maine.edu

Honors Program Student Association Facebook page

Honors Program Student Association Blackboard page

It shall be the purpose of the MHHS Club to provide students with an opportunity to pursue topics and activities that will support and enrich the quality of their MHHS education. Activities include events on campus, as well as field trips and volunteer work in the community. FMI – email amy.line@maine.edu

Mental Health & Human Services Club Facebook page

It shall be the purpose of the PINE/SNO to provide students with an opportunity to pursue topics and activities that will support and enrich the quality of their nursing education. Activities include events on and off campus, as well as volunteer work in the community. FMI – email tcolby@maine.edu

The purpose of the SNA is to assist student nurses in keeping current with nursing trends, provide support and camaraderie; keep up with the current changes in the Division of Nursing Education at UMA; to help maintain an open line of communication between the faculty and students; and be an open forum for concerns and needs of nursing students. FMI – email amanda.thaller@maine.edu

Student Nursing Association Facebook Group

The UMA Community Garden Club’s main objective shall be to educate and bring people together. FMI – email james.m.cook@maine.edu

Bangor Campus

The primary purpose of the UMA Bangor Mentoring Club is to support educational opportunities and cultural enrichment for UMA students. The club is committed to supporting the mission of the University of Maine at Augusta by providing programs that assist individuals in achieving personal enrichment and success.

Facebook Page

Members cultivate and pursue the science of dentistry and promote oral health and disease prevention. They also represent the common interest of their profession and contribute toward the improvement of the oral health of the public. FMI – email nancy.foster@maine.edu

MHHS club is designed to support the student in this major explore the profession further. The group brings awareness to the educational campus for all majors. The group unites the community to the campus. Lastly, this group supports the growth professionally and personally of all students in the major and beyond. FMI – email kim.lane@maine.edu

The UMA-P.P.A. is to provide a place for students to engage together in projects that encourage positivity on the Bangor campus as well as in the community. FMI – email colleen.coffey@maine.edu

Rainbows is a club for the lesbian, gay, bisexual, transgender, questioning/queer, intersex and allied/asexual population of the University of Maine Augusta in Bangor and works to promote an environment of equality, understanding, and harmony for people of all sexual orientations, gender identities and expressions by providing campus-wide programs to raise awareness, educate, and also serves as a link between UMA Bangor and Bangor’s LGBTQIA community. FMI – email bettymh@maine.edu

The UMA Bangor Veteran Club advocates on behalf of student veterans by supporting veterans through comradery, involvement with on and off campus activities including the SGA, fundraising, trips, and social events. It also provides networking opportunities with the military community, builds relations with community members, and creates an environment where student veterans and student military service members can thrive. FMI- email jeffrey.sychterz@maine.edu

Recognition Process for Clubs and Organizations

UMA recognizes the many benefits associated with participation in student run clubs and organizations. Among the potential benefits are leadership, skill and intellectual development, cultural enrichment, and increased service and social opportunities. What follows are the procedures required for formal recognition of student clubs or organizations.

The Student Government Association (SGA) has primary responsibility for the official recognition of UMA student clubs and organizations, although the Dean of Students reserves the right to deny applications that are not consistent with University policy. The Department of Student Life provides assistance for students aspiring to establish new student organizations.

  1. Anyone applying for recognition of a new club or organization must complete an application and consult with the Director of Student Life (or designee) regarding the process. The recognition process must be initiated and completed by a UMA student.
  2. The applicant club/organization must inform the SGA President of their intentions to apply for recognition.
  3. The applicant club/organization must identify a UMA employee who is willing to serve as an advisor. The Student Life representative will supply the applicant with an advisor job description and may be able to suggest possible advisors.
  4. The applicant club/organization must draft a constitution and by-laws. A sample constitution and bylaws is provided and additional examples of club/organization constitutions and by-laws are available for reference in the Student Life office.
  5. The application, constitution, and bylaws must be completed and submitted to the Student Life representative for preliminary review. This review will focus on completeness and compliance with University policy.
  6. When determined satisfactory by the Student Life representative, the packet must be submitted by the applicant to the President of the SGA for consideration.
  7. A representative of the applicant club/organization must meet with the SGA Executive Board prior to consideration by the local SGA. The purpose of the meeting is to review the documents based on the established criteria and reconcile any obvious problems prior to submission of the application to the full SGA. The Executive Board of the SGA will either endorse the application or return it for further work.
  8. Upon endorsement by the Executive Board of the SGA, the application for recognition will be presented to the full Student Government during its next scheduled meeting. Normally, a representative of the applicant group or organization will be present at that meeting. A majority vote of all members present is required for approval. If not approved, the applicant will be informed in writing of the deficiencies in the application and invited to resubmit at a later time.
  9. Official recognition by UMA will be granted following review and endorsement of the application by the Dean of Students. The Dean’s review will be restricted to matters of compliance with University policy.
  10. Duplicate records of the recognition documents will be retained in both the Student Government and the Student Life offices.

In order to remain in good standing, the following standards must be met:

  • Officers within the club/organization must attend a University cash training session; additional members may attend training, if appropriate.
  • The club/organization must provide financial reports annually using the formats provided by the SGA. The annual report must be submitted no later than April 30th.
    NOTE: All reports must be current in order to receive funding. Allocated funding for the following year may be delayed, prorated, or denied if reports are late.
  • The Financial officer of the club/organization must meet with the SGA Director of Budget and Finance, as needed.
  • Any club/organization must provide an updated listing of their membership and leadership to the SGA as changes occur.
  • An organization must maintain a minimum membership of three students.
  • Plan and implement at least one activity outside of regularly scheduled meeting each semester to promote their presence on campus.
  • Adhere to the guidelines written in the constitution provided to and approved by the SGA.

Clubs and Organizations are strongly encouraged to:

  • Participate in university or SGA sponsored events to promote their club/organization.
  • Advertise the events of the club/organization on the university calendar.
  • Promote their club/organization, foster membership growth and provide for the succession of officers.
  • Attend the meetings of the SGA.
  • Communicate regularly with members of the Student Life staff.

An SGA sponsored club/organization must provide information to the SGA on a regular basis to ensure that University funds granted to the clubs/organizations are being used effectively and efficiently.

Job Description – Student Club/Organization Advisor

The Department of Student Life views participation in clubs and organization as another learning opportunity for students. In addition to fostering a sense of community, the role of an advisor is to support students in achieving the learning outcomes associated with the broader student development program.

This is a volunteer position.

Requirements and Responsibilities:

Advisors to officially recognized UMA student clubs or organizations must be an employee (including fixed-length appointments) of the University of Maine System (UMS) and receive permission from their supervisor before accepting the position.

  • Ensures compliance with all University of Maine System (UMS), UMA and UMA Student Government Association (SGA) policies and procedures, with special attention to the following:
    • Ensures that all club/organization-sponsored activities meet University safety and liability standards; serves as a designated Campus Security Authority
    • Remains current regarding cash handling procedures; participates in cash training; ensures that members of the club/organization abide by UMS cash handling policies and practices
    • Ensures that all club/organizations’ financial transactions are consistent with University and SGA policy
  • Attends and monitors all official meetings and/or sponsored events of the club/organization or arranges for alternate coverage by qualified University personnel
  • Ensures compliance with club/organization’s constitution and bylaws
  • Mentors officers and members in the appropriate execution of their roles and responsibilities
  • Ensures submission of club/organization-related reports or documents, as requested
  • Actively supports the achievement of program learning objectives as identified by the University and the Department of Student Life
  • Acknowledges and assists student members in their role as University representatives to both internal and external communities
  • Provides advice, upon request, and appropriately shares knowledge, expertise, and experience with the membership
  • Other reasonably related duties as requested by Director of Student Life or designee

Staff from the Department of Student Life and Division of Student Services are available to assist advisors with meeting the obligations of this position.

June 24, 2011

Policy for OFF-CAMPUS Student Trips and Events Not Accompanied by the Official Advisor

All off-campus student events must be staffed by the officially appointed advisor unless explicit permission is granted by the director of student life for an alternate plan. An alternate plan may include the designation of an alternate advisor (i.e., a “designee” who must be a University employee) OR the official appointment of a student to serve as a “trip leader”. When a student trip leader is required, she/he will be appointed by the advisor after consultation with the director of student life. The trip leader then serves as the onsite trip manager.

Related procedures for all off-campus student trips:

  • The advisor (and designee or trip leader, when applicable) must meet with the director of student life at least four weeks prior to an out-of-state trip or two weeks prior to an in-state trip to obtain approval of their travel plan.
  • The director of student life will review the trip check sheet for UMA sponsored trips with the advisor and designee or trip leader. All parties must sign the trip check sheet.
  • Office of Student Life (OSL) staff will provide assistance with the event planning, to include providing/editing necessary release forms, trip checklist, etc.
  • Emergency contact information for each traveler will be on file in OSL and with the advisor (and designee or trip leader, when applicable). This contact information and the appropriate, signed release forms must be on file before participants leave the campus.
  • A copy of the approved plan (and official appointment of a designee or trip leader, when applicable) will be on file with the University sponsor (e.g., OSL, club or organization, college office).
  • While serving in this capacity, the trip manager (advisor, designee or trip leader) is prohibited from consuming alcohol and being under the influence of substances that may hinder their capacity to fulfill their responsibilities.
  • All trip managers will become familiar with the applicable University policies included in the UMS Administrative Practice Letters.
  • While participating in a University-sponsored activity, all UMA employees/students must comply with all applicable University policies, state and federal laws. If needed, contact OSL personnel for assistance in locating such regulations. Report any suspected violations to the Office of the Dean of Students.

Additional information for student trip leaders:

  • The trip leader must contact the official advisor or a designee daily.
  • The trip leader must immediately alert the advisor or a designee regarding significant itinerary changes, issues, concerns, or any emergencies that may arise; in the event that the advisor or designee cannot be reached in a timely manner, he/she will contact OSL or other key University personnel. For this purpose, the trip leader and at least one other group member must carry with them contact information for OSL and other key University personnel.

Policy for ON-CAMPUS Student Events Not Accompanied by the Official Advisor

All on-campus student events must be staffed by the officially appointed advisor unless explicit permission is granted by the director of student life for an alternate plan. An alternate plan may include the designation of an alternate advisor (i.e., a designee who must be a University employee) OR the official appointment of a student to serve as an “event leader”. When a student event leader is required, she/he will be appointed by the director of student life after consultation with the organization’s advisor. The event leader then serves as the onsite event manager.

Note: This policy does not absolve an advisor from the requirement to attend the student club or organization’s regularly scheduled meetings.

Related procedures:

  • A student event leader must be able to contact the advisor or a designee, if necessary.
  • The event manager (advisor, designee or event leader) must carry with them contact information for Office of Student Life (OSL) and other key University personnel.
  • While serving in this capacity, the event manager (advisor, designee or event leader) is prohibited from consuming alcohol and being under the influence of substances that may hinder their capacity to fulfill their responsibilities.
  • For events after regular business hours, the event manager should check-in with campus security to alert them to the event and any related issues or concerns.
  • All event managers will become familiar with the applicable University policies included in the UMS Administrative Practice Letters.
  • While participating in a University-sponsored activity, all UMA employees/students must comply with all applicable University policies, state and federal laws. If needed, contact OSL personnel for assistance in locating such regulations. Report any suspected violations to the Office of the Dean of Students.

Checklist for UMA Sponsored Trips

The following checklist has been developed by the Office of Student Life to assist you in making your trips as successful as possible. The responsible party for each University-sponsored trip (aka trip leader) must consult with the Director of Student Life/Designee in planning his or her trip. This step is required to make certain that all reasonable and necessary steps are taken to ensure: the safety of all participants; compliance with all applicable University policies; and proper attention to issues of liability. These policies apply to all participating students, faculty, staff and guests.

Complete a Travel Authorization form

Must be filled out for anyone transporting students in state or out of state (even if taking personal, public or contracted transportation.) You do not have permission to travel or transport students until your travel has been approved by the Office of Administrative Services. The form includes:

  • Trip destination
  • Budget with correct MaineStreet chartfield combinations
  • Spending breakdown (required for out-of-state travel) e.g.: hotel, food, registration
  • Required signatures
    • Must have signature by traveler, supervisor, and the Executive Director of Administrative Services
    • If traveling out of state, Provost’s signature is required

Transportation: Determine which option(s) you will use and what special arrangements and/or training is required

  • University mini-bus (seats 14 plus a driver)
    • Arrange required training for you and additional drivers for your trip through the Office of Student Life, Randall 204 or 621-3442
    • Schedule buses through the Office of Student Life
    • Familiarize yourself with bus policies, available from the Office of Student Life
    • Plan for bus parking during the trip
    • Arrange to cover the $25.00/day plus .75 a mile cost
  • Central Fleet Rental (through the State)
    • Call 287-6997
    • Select sedans or 7-passenger vans
      • $35.00/day or 48 cents a mile (whichever is greater)
    • 12-passenger vans
      • $43.00/day or 70 cents a mile (whichever is greater)
      • Must go through training if driving a 12-passenger van
  • Personal vehicle(s) (carpooling)
  • Contracted transportation, e.g.: coach bus
  • Public transportation
  • Flights and trains

Secure all necessary funding

You must have all funding for the trip in place before you begin to advertise your trip.

Define Trip Details

  • Define who is eligible to participate: Specific class or club members only? Open to all students? Open to faculty and staff, as well?
  • What is the cost for student participants? Faculty/staff participants, if applicable?
  • Are guests of participants allowed to go on trip, as well? If so, at what cost?
  • How, where and when do people sign up?
  • Develop a plan to accommodate special needs of participants: diet, religious, allergies, disabilities, etc.
    • You may need to consult with Learning Support Services (students) or Administrative Services (employees) regarding some accommodations

Develop an advertising strategy

  • Posters
  • Lobby TVs
  • UMA Weekly
  • Syllabus (if trip is part of a class or counts as extra credit)
  • Email to classes or advisees….post on Blackboard
  • Other?

Travel and Expense

  • The Concur application is used to create travel requisitions (prior to booking any travel), request cash advances if necessary, create expense reports after travel, and provide reimbursements when necessary.
  • If you do not already have a Concur Profile set up, please contact Nina Conners for more information.

Determine if reservations are required and make necessary arrangements

  • Lodging
  • Transportation (see previous section on Transportation)
  • Other (museum tickets, plays, tours, etc)

Become familiar with applicable policies

If necessary, arrange to leave personal vehicle(s) on campus overnight

  • Check with Campus Security to see where cars should be parked
  • Leave a list of license plates with Campus Security
  • Ensure that all vehicles are properly secured and locked

Determine need for Trip Cancellation Insurance (optional)

  • Investigate options and arrange for purchase
  • Especially if you are flying, consider trip insurance, which can be helpful if there are flight cancellations, canceled trips, etc.

Prepare and complete the Liability Release form

  • Create a fully customized Liability Release form working from the most current generic from (see Student Life)
  • All travelers who are not traveling in an official University capacity must sign the form prior to departure
  • Retain forms per University policy

TAKE ADDITIONAL STEPS FOR INTERNATIONAL TRAVEL (Includes Canada)

  • Make sure that all parties have the required Passports
    • It can take up to 6 weeks to obtain a passport
  • Determine if Visas are needed and arrange for all parties to have them
    • Create and have participants complete the International Liability Release form; note that this differs from the standard form

Consider Health & Safety Issues

  • Determine if special Immunizations are required/recommended
  • Determine if there are special health or safety concerns in this location that must be reflected in the release
    • What other special precautions are warranted?
  • Trip Insurance (see above)
  • Obtain Travel Medical Insurance; this is required (e.g.: https://www.medexassist.com/)

Arrange to leave copies of the following records on campus, with Student Life and applicable department

Trip leader also must have a duplicate of this information with him/her on the trip

  • Prepare a detailed itinerary, including:
    • Daily schedule and location
    • Airline flight times & numbers
    • Accommodations
    • Emergency contact information while on trip
  • Prepare a list of participants (to include trip leader)
    • Copy of passport and visas, if needed
    • Emergency contact information for each participant
  • Emergency Contact on campus for participants/family members to contact

Recommendations

  • Contact credit, debit, ATM card issuers (banks, financial institutions, and credit card companies) to notify them that you are traveling
  • Check on cell coverage: Will you have service? Special cost of the service?
  • Purchase travelers checks
  • Exchange money before you leave for your destination