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 Group

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 paul.fowler@maine.edu

(AIAS) American Institute of Architecture Students Facebook

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 CAUSE (Community of Artists for UMA Social Empowerment) is to build community, effectuate connections, and promote sociability between University of Maine at Augusta students involved in or interested in the visual and performing arts on campus sites; to increase audience, visibility, and awareness for the UMA arts program and its participants; and to facilitate growth of understanding in the Arts. To this end, communication and support for the development of ALL the Arts will be fostered through engagement, interdisciplinarity, and creative enthusiasm.

FMI and to join the CAUSE Facebook check out the Danforth Gallery website (click on the CAUSE tab): http://artsuma.com/

The UMA Cybersecurity Club provides students with an opportunity to pursue cybersecurity topics and activities that will support and enrich their education. Activities include events on and off campus, as well as work in the community. Membership is comprised of currently enrolled UMA students. Meetings will be held at least twice a semester on the Augusta campus during Fall and Spring semesters–A schedule of the meetings will be announced. Distance Students may participate via Zoom.

Cybersecurity Club Webpage

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.d.ray@maine.edu

French Club Webpage

French at UMA Facebook Page

The purpose of JMG Career Association to bridge the gap between the University of Maine at Augusta and local Maine communities through community service , networking events, and professional development. The JMG Career Association is affiliated with the non-profit organization Jobs for Maine’s Graduates.

FMI – email jhayes@jmg.org

JMG Facebook 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 guy.cousins@maine.edu

Mental Health & Human Services Club Facebook page

As of Spring 2019, UMA is a Student Chapter of the National Cybersecurity Student Association (NCSA), a one-stop-shop to enhance the educational and professional development of cybersecurity students through activities, networking & collaboration. This group supports the cybersecurity educational programs of academic institution, inspires career awareness & encourages creative efforts to increase the number of underrepresented populations in the field.

Visit the NCSA page for more information »

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 erin.voisine@maine.edu

The purpose of the UMA SNA is to provide students with ways to aid in the development of the whole person in all walks of life. The SNA will offer students an opportunity to pursue topics and activities that will support and enrich the quality of their nursing education. SNA will provide events on and off campus as well as volunteer work in the community. The executive board of UMA’s SNA have dedicated themselves to facilitating activities and opportunities directed by the student body.

UMA SNA Facebook Group

The UMA Community Garden Club’s main objective shall be to educate and bring people together. Visit the Garden page for more information.

Women in Cybersecurity (WiCyS) is the only non-profit membership organization with national reach that is dedicated to bringing together women in cybersecurity from academia, research and industry to share knowledge, experience, networking and mentoring. WiCyS is a community of engagement, encouragement and support for women in cybersecurity.

Visit the WiCyS page for more information »

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 wendy.stpierre@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

The UMA Community Garden Club’s main objective shall be to educate and bring people together. Visit the Garden page for more information.

Recognition Process for Clubs and Organizations

Students seeking information regarding the establishment of a new club/organization can schedule a meeting with their local Coordinator of Student Life (Augusta: Rose Pelletier or Bangor: Alissa Gervais) regarding the process. The recognition process must be initiated and completed by a UMA student.

It is important to know that:

  1. At least three currently-enrolled students must express interest in the club.
  2. A UMA/UMS employee must be identified who is willing to serve as an advisor.
  3. A Constitution and Bylaws will need to be drafted and submitted to the Office of Student Life for preliminary review.
  4. Once the Constitution and Bylaws meets the appropriate standards, the applicant will need to complete a formal Application for Recognition for consideration by the local Student Government Association (for campus-specific clubs/orgs) or the General Assembly (for multi-campus clubs/orgs). The application must be submitted at least fifteen (15) calendar days before the next regularly scheduled SGA/GA meeting in order to be placed on the agenda.

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.

Purchasing Guidelines for Student Clubs/Organizations

A club/organization may utilize their funds in accordance with the policies and procedures outlined in their Constitution and Bylaws and UMS Administrative Practice Letters (APLs).  All allocations and purchases must be voted on, approved, and entered into the record for documentation purposes.

Any inquiries regarding club/organization budgets should be directed to the Office of Student Life.

General Purchases

All purchases must be done through the UMS primary procurement tool, MaineStreet Marketplace (MSM) or University-issued credit card (Purchasing (PCard)/Travel (TCard). The University strongly discourages purchases made with personal credit cards/cash.

The University of Maine System is a tax-exempt organization and therefore does not pay sales and use tax within the state of Maine and some other states. For any other questions regarding tax, please contact the Office of Student Life.

For more information and guidance on what can and cannot be purchased using these funds, please refer to the UMS Administrative Practice Letter: Use of University Funds

Purchases in General

  1. Receipts must be kept for accounting purposes.  If the purchase was made using a PCard or TCard, the card holder must upload that signed receipt with accompanying chartfields for reconciliation purposes.  A copy of the receipt may also need to be kept for club tracking purposes.
  2. The UMS has specific parameters for the purchasing and documentation of gift cards for non-employees and student clubs/organizations.  For policies and procedures related to gift cards, please refer to the UMS Purchase Card Manual and contact the Office of Student Life.

Ordering/Purchasing

  1. Typically the club advisor would assist with any purchasing needs once funds have been properly allocated following the club’s Bylaws.  In the event that the advisor is not available, does not have access to MSM, or has not been assigned a PCard/TCard, a club member can request assistance from the Office of Student Life.
  2. The UMS has certain vendors who provide products and services at a discounted rate.  Contact Office of Student Life or club advisors regarding these prior to utilizing Purchasing or Travel cards.
  3. TCards are only used for travel related purchases and food for meetings/events. All other small dollar purchases can be made with a PCard.  Please refer to the Purchasing Process Flowchart
  4. If the club/organization is requesting the Office of Student Life to purchase items on their behalf:
    • Online Purchases

      • For each allocation that the club/organization votes on and approves, please send ONE email to the appropriate Coordinator of Student Life which lists all of the items that need to be ordered (link, quantity and other specifications).  This email must be received at least ONE week in advance from when the order needs to be placed.  It is strongly encouraged that the club/organization advisor and/or President is also cc’d on the email.

      • Once the order has been placed, the club/organization will be notified about the estimated delivery date. Once the order is delivered, it will be in the Office of Student Life to be picked up.

    • Local Purchases

      • The club/organization should contact the appropriate Coordinator of Student Life to make arrangements for in-store/local purchases.  This must be done at least ONE week in advance.

      • If purchase requests are made less than one week in advance, arrangements are contingent on the schedule and availability of the Coordinator of Student Life.

Contracts

A Contract for Services must be used when an individual or company is providing a service for the University.  Due to the extensive approval process, contracts must be completed and signed by the vendor at least one month prior to the event. This means all vendor information (name, address, phone, email, etc.) as well as the information outlined below regarding Attachment A, needs to be provided to the advisor/Office of Student Life well in advance.

UMS Risk Management requires all individuals/companies that they enter into a contract with to provide a certificate of Liability Insurance showing $1M in coverage.

  • Waivers of this requirement can be requested here, but UMS policy requires that UMS Risk Management is listed as “Additionally Insured” on the vendor’s Commercial Liability Certificate.

If this is the first time the vendor is doing business with the UMS, they also must:

  1. Complete the New Supplier Request Form at www.maine.edu/UMSVENDOR
  2. Submit a current W-9 to umsvendor@maine.edu or fax to (207) 581-2698

Attachment A of this contract should outline the following information/details:

  • Date, time and location/modality of activity/event
  • What service(s) the vendor will provide
  • What the University is responsible for providing/arranging
  • The amount that will be paid to the vendor (Net 30 payment cycle)
  • Who is the point of contact for the vendor
  • Details regarding ownership/rights to content, recordings, etc.
  • What happens if either party has to cancel (weather/illness/unforeseen circumstances)

After the event, the vendor must submit an invoice to umap@maine.edu The invoice must include the Purchase Order (PO) number issued to the vendor through MSM.

Honorariums

An honorarium is a small token of appreciation for an individual who has volunteered their time to speak at an event, judge a contest, or contribute to a low risk activity/event. No discussion regarding any means of compensation (honorarium or otherwise) is to occur if an honorarium is to be provided.

The amount of an honorarium may be determined on a case-by-case basis by the organizers of the activity/event.  After the event, the organizer may reach out to thank the individual for their time and, as a “thank you”, express their desire to provide them with an honorarium.

Honorariums are processed after the event occurs through the Marketplace provided the individual:

  1. Completes the New Supplier Request Form at www.maine.edu/UMSVENDOR
  2. Submits a current W-9 to umsvendor@maine.edu or fax to (207) 581-2698

Traveling

For questions related to purchasing while traveling, as well as the pre-purchase of travel-related expenses, please refer to APL: Travel, Expense and Travel Card Procedures and/or contact the Office of Student Life. Advisors must use their Travel card for all travel related expenses.

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 Mary Norment 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

  • Drinking age: participants must follow all University policies and state of Maine (or travel location) laws while on the trip
  • All drivers must be pre-approved
  • Travel Authorization form
  • Travel and Expense: Concur
  • Driving policies: for example, no authorized driver may drive over 8 hours in a day
  • UMS Administrative Practice Letters

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

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