Guidelines for Student Clubs

8/3/2019 Guidelines for Student Clubs

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Guidelines

For

Student Clubs

Matanuska-Susitna College

Student Government Council


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PREFACE

This publication has been compiled to provide student groups with information in regardto club recognition, club funding and support services available to student clubs. It is

available to all clubs and groups desiring to become recognized student clubs.

In accordance with the Universitys Statement of Student Rights, Students are free to

associate to promote their common interests. They have the right to seek through official

procedures establishment of organizations so long as such are not in conflict with theeducational purposes of the University. Students have the right to affiliate with officially

recognized campus organizations of their choice, with the requirements of those

organizations relative to membership.

An SGC recognized organization may be permitted the use of MSC facilities, may be

eligible for a grant from student funds in accordance with SGC procedures and may use

the college name as described herein.

By recognizing an organization, SGC does not imply that the college or SGC in any way

endorses the organizations stated aims, objectives, policies, or practices.

The Student Government Council is responsible for recognizing student clubs. After club

recognition, the club representative will receive a Student Government Handbook

complete with the Constitution and Bylaws, and copies of forms for club use.

If you have any questions regarding the information included in this publication, please

feel free to contact the SGC.


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Recognized Clubs

Clubs may be established within the University for any legal purpose compatible with themission of the institution. A group becomes a club when formally recognized by the

University through the SGC.

The primary purpose of a recognized club is to provide co-curricular opportunities which

contribute to the educational, social, and personal development of students.

By recognizing a club, the University does not assume any responsibility for the clubs

actions or activities, nor does it imply that the University in any way endorsed the clubs

stated aims, objectives, policies or practices. No club may use the University name

without the express written authorization of the University except to identify the clubsinstitutional recognition.

Definition of a Club

A club is defined as an organized group of students with some common interest and

purpose acting together, electing officers and/ or assessing dues or fees, that seek to existas a recognized entity of the campus. The primary purpose of recognized clubs will be to

provide co-curricular opportunities which contribute to the educational, social, and

personal development of students.

Clubs may be social, academic, pre-professional, service, honorary, political or special

interest in their orientation.

The clubs purpose may be to promote the interest of students in extracurricular activities

or to serve as a forum for students to express their ideas for enhancing the quality of their

educational experience.

Club Membership

Membership in a SGC club shall be open to any member of MSC who meets the clubs

stated criteria for membership. Criteria for membership shall be free from

discrimination on the basis of sex, race, age, religion, appearance, economic background,

political affiliation, physical handicap, or lifestyle.

Only those who are enrolled at the University, either full or part-time students, are

eligible to affiliate with clubs. Anyone not affiliated with the campus as defined above,may participate in club activities as guests of the club only.

Club Responsibilities

Each club and its members, individually and collectively, will be held to the following

responsibilities upon recognition in addition to the responsibilities they have as students

of this institution.


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1. Club members have the responsibility to be familiar with the Guidelines for

Student Clubs and to follow all provisions as they exist now or as may be

amended in the future

2. Each club has the responsibility of informing the Student Government of any

changes among its office holding members and advisors. Each club has theresponsibility of requesting re-recognition at the beginning of each academic

year if the club continues to be active.

3. Each club has the responsibility of providing details of its planned activities,

both on and off campus to the SGC on a monthly basis.

4. Follow appropriate procedures to maintain recognition.

5. Publicize meeting dates, times and places on the bulletin board at MSC. A

semester report of meetings must be submitted to the SGC office.

Club Privileges

Once a club has gained recognition status from the SGC, it will be entitled to the

following:

1. Use of the institutions name to identify its institutional recognition. (Anyother use of the institutions name without express written authorization is

prohibited.)

2. Use of campus facilities to recruit members, hold meetings and other

functions.

3. Representation on the Student Government Council through elected Club

Recognition.

4. Eligibility to seek funding from SGC or other campus sources for club-

sponsored programs and events, operational expenses and supplies.

5. Eligibility to publicize activities in campus publications and on campusbulletin boards.

6. Access to other support services provided by the institution.

Recognition

Recognition Requirements

In order for any student group to be recognized, the group must meet the following

requirements relative to its membership:


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1. The group must be comprised of at least seven (7) students who are currently

enrolled in at least three credit hours of study at MSC.

2. One of the students shall be designated as the Club Representative.

3. A faculty or staff member must actively serve as advisor to the club.

Note: Selection of an advisor is up to each club. Bearing in mind that the advisors role

does have its responsibilities, club organizers should exercise care in the selection of anadvisor.

Recognition Procedures

In order for a student group to be recognized, organizing members must comply with the

following stipulations and appear (if requested) before the SGC. They must:

1. Fill out the Request of Recognition form and submit it to the StudentGovernment Secretary with the necessary information.

2. The student club application must contain the names and telephone numbers

of at least seven (7) students who are currently enrolled at MSC.

3. The faculty or staff member that has agreed to serve as advisor must sign theapplication.

4. Name of the club.

5. Purpose of the club, criteria for membership, financial obligations of

membership, rules of procedure, constitution, and/or bylaws.

6. Club Representatives name, signature, address, and telephone number.

7. Other officers names, addresses, and telephone numbers.

8. Faculty/ staff advisers name, department, office location, and telephone

number.

9. Program activity plans for one year.

10. After verification check of members signature on the Request for

Recognition by the office staff, the name of the club representative will be

added to the agenda of the next SGC meeting for Recognition. Theapplication should be submitted for verification at least five (5) days before

the SGC is scheduled to approve your clubs request. (Note: Provisional

Recognition can be obtained until the verification has been completed.) The


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club representative is required to attend the SGC meeting to answer questions

SGC members may have.

11. The SGC suggests that each club seeking recognition have a club member

attend the SGC meeting when their request for recognition is considered.

12. If approved by the SGC, the president of your club will receive a club

recognition form signed by the SGC President and the Director of MSC.

13. If the club is not ratified, the SGC President will write an explanation stating

the reason and what steps, if any, must be taken to become approved.

Maintaining Recognition

To maintain recognition a club must:

1. Complete an Annual Report form and provide a copy to the SGC and theDirector of MSC by April 15th.

2. Submit any changes in the information provided for recognition within two

weeks of the effective date of the change.

3. Maintain a faculty/ staff advisor.

Withdrawal of Recognition

The SGC may deny or withdraw a clubs recognition and its related privileges if the club

or its members, in the name of the club, do the following:

1. Refuse to abide by University regulations

2. Present a demonstrated danger or violence or disruption of Universityactivities.

3. Violate state or federal law.

4. Fail to meet requirements to maintain recognition.

Once a club loses recognition it may not reapply for a period of one year.

Student Government Council

Recognized MSC clubs select a representative and, up to three alternate representatives,

from their club to serve on the SGC. Selected representatives shall be acknowledged by

the SGC upon receipt of a letter of confirmation from the presiding officer or the advisor

of their club at the beginning of each semester.


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This representative shall:

1. Participate in the club they represent and the SGC meetings and activities on a

regular basis.

2. Have one vote on the SGC in order to represent the position of the one club by

which they were appointed. A representative may represent more than one

club in discussion, but may not represent more than one clubs vote.

3. SGC will consider any appeals submitted by individual students regarding

officially recognized MSC Clubs.

Club Advisor

Selection of an advisor is up to each student club. The advisor may be either a permanent

full-time or part-time member of the faculty or staff on the campus. In general, eachorganizations advisor will guide the organization by assisting in establishing its goals

and objectives and in developing its program of activities and related budget. The timeand effort involved in advising is over and above the individuals normal work duties

unless otherwise specified and approved by his/her immediate supervisor.

Picking an Advisor

The following are some suggestions for both club officers and faculty/staff members to

consider when making any decision on the club advisor.

1. The clubs expectation of the advisor, taking into consideration the number of

club members, amount of club activity, and the amount of time needed fromthe advisor.

2. Choosing the club advisor, with regards to availability, technical knowledge,and personality.

3. Advisors expectations of the club and his/her ability to communicate those

expectations to club members.

Responsibilities of the Advisor

Under the existing policies, the following would fall under the advisors list of

responsibilities:

1. The advisor must sign the Request for Recognition form, as well as funding

requests, activity reports, and any other pertinent documents that will affect

the club.


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2. To be informed of the purpose and the activities of the clubs.

3. To be informed of University policies and procedures governing clubs.

4. To work with club officers to insure they are informed of University policies

and procedures.

5. To assist club officers in planning and evaluation of activities as well as the

operational aspects of the club.

6. To encourage club members to assume responsibility for their actions and for

the effectiveness of their programs.

7. To advise but at the same time allow freedom for clubs to plan and coordinate

their own activities and programs.

8. To attend club meetings whenever possible.

9. Other responsibilities may need to be assumed by the advisor depending onthe activity and/or situations.

Student clubs and advisors are encouraged to contact the SGC for assistance or to discuss

any concerns or problems.

Responsibilities of Clubs

1. To keep the advisor informed of all club activities.

2. To notify the advisor well in advance of meetings and activities of the club.

3. To meet with the advisor on a regular basis during the year.

4. To allow the advisor an opportunity to express an opinion on issues which

affect the welfare of the club and the University.

5. To extend an invitation to the advisor and guests to social functions of theclub.

6. To let the advisor know from time to time that her/his efforts are appreciated.

Individual Membership Procedures

A person whose club membership has been terminated by their club has resource through

the Student Government Council.


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Funding of Club-Sponsored Activities

The SGC is responsible for the allocation of student activity fees to recognized studentclubs. Recognized clubs may petition the SGC for financial support for programs.

The SGC will consider requests for financial support for programs in accordance with thefollowing principles and priorities:

1. Top priority will be given to programs which are open to all students, andwhich will benefit the most students on campus.

2. The next priority will be given to activities which provide cultural or social

enrichment to the broader campus community.

3. The next priority will be given to special interest groups; honorary societies,

departmental or interest groups with limited audiences.

4. No funds shall be given to support programs which discriminate against or

exclude students because of sex, race or religion.

5. The extent to which a club has made effective use of funds which were

previously allocated will also be taken into consideration.

The procedure for requesting funds is as follows:

1. Pick up the Funding Request form from the SGC office.

2. Return the completed forms by 9 am FRIDAY the week before you wish the

SGC to review your request, and at least THREE WEEKS prior to the eventand/or purchase.

3. In planning a program for which you are requesting funds allow plenty oftime, as once your request is approved, the funds are disbursed via standard

purchasing procedures.

Before committing any club designated funds that are in the University account, clubmembers should check with the SGC to ensure that the proper procedures are being

followed.

Please note that any deviation from University procedures without prior authorization

would constitute an unauthorized purchase. The person responsible will be personally

liable for the debt incurred and may not be able to obtain reimbursement from theUniversity.

After the SGC approves a program request and authorizes funds, the club then works

with the Business Manager to process the paperwork to receive the funds.


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The SGC requires the following from clubs that receive funding:

1. Contact the Business Manager for the correct accounting/purchasingprocedure.

2. Keep an up-to-date accounting record of funds spent.

3. Limit your spending to the amount approved. DO NOT EXPEND YOUR

FUNDING!!

4. File all receipts, contracts and other documentary explanations with the

Business Manager.

Planning Campus Activity Guidelines

Nature of the Event

Give thought to the purpose, target audience, length of the activity, etc., in planning an

event.

Person in Charge

Designate a person for the overall coordination of the event to whom sub-chairpersonswill be responsible. Define responsibilities of chairpersons and establish deadlines.

Budget

University policies and procedures have to be observed in arranging for fee/honorariums,

publicity, food, supplies/materials, tickets, equipment, security, etc. Check with theBusiness Office for guidance and assistance.

Date

Check with the Business Office to avoid scheduling an event which would conflict with

other campus activities.

Place

Decide what facility would be most suitable and make arrangements to schedule itthrough the appropriate scheduling office. Get the necessary confirmation before

publicizing the event.

Publicity

Allow sufficient time for a comprehensive publicity plan.


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Special Equipment and/or Set-up

In determining room arrangements consider how much time is required for set-up. Ifspecial equipment is needed, arrangements for securing or renting it need to be made in

advance. Paperwork may be required for these arrangements. Contact the Business

Office for assistance in making these arrangements.

Admission Policies

If there is to be a charge for admission, determine the price structure and have tickets

printed or purchased. Arrange for a cash fund, a cash box or register and a hand stamp.

Security

If official security personnel are needed, arrangements should be made at least a week in

advance.

Clean-up

When making reservations check with the Business Office to see what a groups

responsibilities are regarding clean-up. Scheduling your own clean-up crew may save

your club money.

Publicity Guidelines

The nature of an activity will determine the type, amount and timing of publicity that isnecessary. Following are some ways of publicizing a campus activity. For maximum

effectiveness a combination of methods may be used.

The Student Newspaper

The student newspaper offers an excellent means of publicizing events throughadvertisements, stories, or notices. Material should be submitted at least two weeks in

advance. The following points are helpful to remember in writing articles for

publication:

1. Stories should have worthwhile subject matter and be newsworthy.

2. If possible, the story should be written by the submitting group. However, itis permissible to turn in information that can be developed by the newspaper

staff.

3. Newspaper stories should be typed and double spaced.

4. All numbers, names, titles, etc., should be checked carefully to insure

accuracy.


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5. The lead paragraph contains all of the important facts: who, what, when,

where and sometimes how and why.

Posters and Flyers

Posters and flyers can be an effective means of publicity if the following points are

considered:

1. Do not make oversized posters for posting on regular bulletin boards as they

may be taken down to make room for other announcements. The

recommended maximum size is 11 x 17. One way to handle oversized

posters is to put them on easels.

2. When getting posters printed, plan distribution to cover the entire campus.

3. Flyers are usually 8.5 x 11. If used in conjunction with posters, the idealdistribution is 3.5 days before an event.

Posting is permitted in most buildings at locations specifically set aside for this purpose,

(i.e., bulletin boards, etc.). Posters should include the name of the sponsoring club and be

dated in the upper right-hand corner. Individuals are responsible for removal after the

expiration date of the event. Posting on prohibited surfaces may cause damage and clubswill be billed for any repair costs.

Exterior posting on campus grounds is permitted only on special occasions and whensuch action contributes to the purpose of a sponsored or sanctioned event. Exterior

posting must have prior approval.

Activities Calendar

Club activities can be listed in the calendar published each month by the RegistrationOffice. Check with Registration for deadlines.

Table Tents, Bookmarks, Etc.

This type of media can be used as a supplement and can be placed in the cafeteria, lounge

areas, the library, the classroom, etc. When distributed 3-5 days before an event, they

serve as reminders.

Class Announcements

Have members of the club ask for permission to make brief announcements in their

classes about an upcoming activity.

Word-of-Mouth Publicity


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Direct or word-of-mouth publicity is one of the most effective means of publicizing.

Enthusiasm is contagious!

Gimmicks

Banners, costumes USE YOUR IMAGINATION!!!!


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Appendix

Student Organization Constitution Model

Student Organization By-Laws Model

Request For Recognition

Request For Recognition Action Form


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Student Organization Constitution Model

Constitution of the __________________________________________

Adopted _________________________

Article I (Purpose)

State purpose and need of the organization. Establish aims which areeducational and compatible with the best interests of the University.

Article II (Membership)

Section 1All members must be enrolled students in good academic standing

at MSC. There must be a minimum of seven (7) members.

Section 2Membership selection open without regard to race, religion,

national origin, or sex.

Article III (Officers)

Section 1

List Officers

Section 2

Election of Officers

Section 3

Eligibility of Officers

Section 4

Duties of Officers

Section 5

Vacancy of Office

Section 6

Tenure of Office

Article IV (Advisor)

Section 1Selection of Advisor

Section 2

Duties


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Article V (Meetings)

Day, Time, Frequency

Article VII (Activities)

Article VIII (Amendments)

Statement of procedure to amend constitution.


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Student Organization Bylaws Model

I. Membership1. Privileges, responsibilities, special rights and dues.

II. Meetings1. How often

2. How called and by whom

3. Special meetings4. Quorums, etc.

III. Officers

1. How elected2. Their duties

IV. Election Committee

1. How selected2. Election procedure

V. Committees and Other Working Units

VI. Procedures of Amendments

VII. Dissolution

Rules in the constitution should deal with basic relationships which are seldom changed.The rules in the bylaws should describe HOW these basic rules are to be executed.


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MSC Student Government

Student Club Request for Recognition

We, the undersigned, request that our organization be officially recognized as a

student club for the_ _year, with the right to use the University name

and facilities. We guarantee full cooperation with the Universitys standards and

regulations.

Date:

Name of Club/Organization:

Statement of Purpose:

Criteria for Membership:

Financial Obligations of Members:

CLUB ADVISOR: ______ Telephone: ____

Address:

E-mail:

List of Members ** (MUST BE A MINIMUM OF 7 REGISTERED MSC STUDENTS)


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NAME (PLEASE PRINT LEGIBLY) STUDENT ID# (Optional)

President:

Name: _ _ _______ _ _ Telephone:

Email:

Vice President:

Name: _ _ _ ______ _ Telephone:

Email:

Secretary/Treasurer:

Name: _ _ _______ _ Telephone:

Email:

Representative:


Email:

Alternate Representative:


Email:

(Note: E-mail address for officers is not optional)

CLUB MEMBERS INCLUDE:

1. Name: _ _ _______ _ Telephone:

Email:

2. Name: _ _ _______ _ Telephone:

Email:

3. Name: _ _ _______ _ Telephone:

Email:

4. Name: _ _ _______ _ Telephone:

Email:

5. Name: _ _ _______ _ Telephone:

Email:

6. Name: _ _ _______ _ Telephone:

Email:

7. Name: _ _ _______ _ Telephone:


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Email:

8. Name: _ _ _______ _ Telephone:

Email:

9. Name: _ _ _______ _ Telephone:

Email:

10. Name: _ _ _______ _ Telephone:

Email:

11. Name: _ _ _______ _ Telephone:

Email:

12. Name: _ _ _______ _ Telephone:

Email:

13. Name: _ _ _______ _ Telephone:

Email:

14. Name: _ _ _______ _ Telephone:

Email:

15. Name: _ _ _______ _ Telephone:

Email:

16. Name: _ _ _______ _ Telephone:

Email:

17. Name: _ _ _______ _ Telephone:

Email:

18. Name: _ _ ______ _ _ Telephone:

Email:

19. Name: _ _ _______ _ Telephone:

Email:

20. Name: _ _ _______ _ Telephone:

Email:

21. Name: _ _ _______ _ Telephone:

Email:

22. Name: _ _ _______ _ Telephone:


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Email:

23. Name: _ _ _______ _ Telephone:

Email:

24. Name: _ _ _______ _ Telephone:

Email:

25. Name: _ _ _______ _ Telephone:

Email:

26. Name: _ _ _______ _ Telephone:

Email:

27. Name: _ _ _______ _ Telephone:

Email:

28. Name: _ _ _______ _ Telephone:

Email:

29. Name: _ _ _______ _ Telephone:

Email:

30. Name: _ _ _______ _ Telephone:

Email:


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Club Advisors Signature Date

Student Government Faculty Advisors Signature Date

Student Government Staff Advisors Signature Date

Student Government Presidents Signature Date

Student Government Vice-Presidents Signature Date

Guidelines for Student Clubs

Documents

Transcript of Guidelines for Student Clubs