Starting a Club
Who must be chartered?
It is necessary for a club to become chartered if it seeks college recognition and the privileges which accompany said recognition.
How does a club go about becoming chartered and recognized?
a. First, a constitution must be drafted and a Club Charter Application filled out. Assistance in drafting your constitution will be available from the Student Senate Office.
b The Club Charter Application, along with the constitution must be submitted to the Financial Secretary in the Student Senate Office for review by the Student Senate. A representative of the club must leave his/her name with the Financial Secretary and she/he will be notified of the time and date of the meeting at which the constitution will be reviewed. The representative should be present at the meeting at which the constitution will be reviewed in order to answer and questions and/or authorize any changes deemed necessary by the Student Senate.
What does a club do after it has been chartered?
After approval, and filing of a Slate of Officers Form, the club has the right to request a place and time for its meetings, a mail box in the Student Life Area, and special funding from the Student Senate if necessary.
How does a club receive approval to modify its constitution?
All clubs and organizations must submit constitutional revisions to the Student Senate for review and approval.
Functions of a Club Advisor
Every year faculty and staff members are asked to be advisors to clubs and organization, and
every year the inevitable questions are asked by the prospective advisors: What do I have to
do? What are the responsibilities of a club advisor? How much time must I devote to being an
advisor? These questions and many similar questions are legitimate ones and deserve answers.
Because every campus club and organization is unique in its functions and purpose, a standard
formula that would apply to all clubs and organizations would be inappropriate, if not
impossible, to provide.
The following is an attempt to provide a list of responsibilities, general thought they may be,
for faculty or staff members to use when working with clubs and organizations.
An advisor should try to attend as many meetings as possible for the purpose of working with the students in:
a. Defining the philosophy of the organization
b. Discussing the goals and objectives of the organization
c. Helping to plan the yearly program of the organization
d. Helping to prepare the budget of the organization
e. Offering advice or assistance to club members when problems arise
f. Acting as a resource person when called upon by the club or organization
g. Acting as a mediator in solving personality or organizational conflicts
An advisor should be familiar with all college guidelines concerning budgeting and spending as
well as the procedures for scheduling events. An advisor should also be familiar with all
college policies regarding use of facilities, chaperoning, alcohol usage, fire regulations, and
the like.
An advisor should assist the organization with the contacting and contracting of artists,
speakers, films, etc. It is the responsibility of the advisor to undertake the final
negotiations and the signing of all contracts in consultation with the club officers.
The advisor should be accessible to students when problems arise. The posing of office hours
and/or class schedules should be a prime consideration.
The advisor and the club officers should feel free to consult the Director of Student Life when
advice is needed in planning any event.
Registration Privileges
All groups in good standing may enjoy certain privileges on campus.
Special Programs and Projects
Registered groups are welcome to hold special programs and fund-raising projects on campus. The groups must, however, abide by all campus policies regarding such events.
Room Scheduling
Any registered student group may normally schedule classrooms and facilities free of charge through the staff assistant in the Student Life Office. All scheduling is done on a "first come, first served" basis with academic projects given priority.
Classrooms to be used for regularly scheduled meetings may be reserved at the beginning of each semester and held throughout that particular semester. Reserving facilities for a single event should be completed at least three weeks prior to the event if major space is needed. See the staff assistant in the Student Life Office for more details.
Stocker Center and Spitzer Conference Center's use is dictated by their own scheduling dates, so availability may be limited.
All room scheduling must be made through the staff in the Student Life Office.
Office Space
Registered student organizations may obtain use of an office cubicle in the Student Life Area. Space is limited, so priority is given to organizations who use their space most actively. For more information on club cubicles, contact the Student Senate Financial Secretary.
Mailboxes
Each registered student organization is provided a mailbox in the Student Life Area. These mailboxes are an excellent communication tool for clubs, in addition to being where each organizations' mail is placed. Club officers are encouraged to check their mailboxes frequently.
Publicity
Registered student organizations have free access to the Student Life Office's advertising means. Organizations may have messages placed on the marquee, on the college’s website, fliers hung on bulletin boards around campus, and banners painted and hung in the College Center Mall. See the Staff Assistant in the Student Life Office for more details.
