Student Activities-Organization Manual.pdf - Alvin Community College

31 Pages·2013·0.32 MB·English

Student Activities
Student Organizations and Clubs Handbook

Table of Contents

1. STUDENT ACTIVITIES INFORMATION 2.6. Officer Transitions
1.1. Student Activities Staff &
Contact Information 3. PLANNING ACTIVITIES
1.2. General Student Activities 3.1. Guidelines
Office Information 3.2. Reservations
1.3. Preface 3.3. On-Campus Posting
1.4. Mission Statement 3.4. Fundraising
1.5. Objectives 3.5. Student Organization Funds
1.6. Introduction
1.7. Role of Student Activities 4. TRAVEL
Coordinator 4.1. Guidelines

2. ORGANIZATIONS AND CLUBS GUIDELINES 5. STUDENT GOVERNMENT ASSOCIATION
2.1. The Purpose of Student 5.1. Purpose and Mission
Organizations and Clubs 5.2. Required Participation and
2.2. Student Organization Sponsor Meeting Days & Times
Guidelines
2.3. Procedures for Establishing a 6. ADDITIONAL INFORMATION
Registered Organization and 6.1. Terminology Defined
Club 6.2. Useful Forms
2.4. Benefits of being a Registered 6.3. Directory of Useful Numbers
Organization
2.5. Mandatory Organization and
Club Responsibilities

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I. STUDENT ACTIVITIES INFORMATION

1.1 Student Activities Staff & Contact Information

Amanda Smithson
Student Activities Coordinator
281-756-3686
[email protected]

Monica Grassmuck
Administrative Assistant
281-756-3686
[email protected]

JoAn Anderson
Dean of Students
281-756-3517
[email protected]

In addition to these staff members, Student Activities also has two student workers.

1.2.0 General Student Activities Office Information

The Student Activities Office is located in the Student Center (bldg. E).

Office Hours:
Fall and Spring Semester Hours: Monday – Friday, 8:00 a.m. - 5:00 p.m.
Summer Semester Hours: Monday – Thursday, 7:30 a.m. - 5:00 p.m.; closed Fridays

Special activities in the evening or on the weekend can be planned with advanced notice.

Office of Student Activities
Alvin Community College
3110 Mustang Road
Alvin, TX 77511
281-756-3686 Office
281-756-3872 Fax
[email protected]

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1.3 Preface

Involvement in Student Activities programs and on-campus clubs and organizations is
exhilarating, refreshing and a rewarding way for ACC students to make new friends, develop
leadership skills and make the most of their college experience.

This Student Organization Handbook has been designed to ensure that each organization is
familiar with the policies and procedures that have been established by the college for clubs.
This handbook provides suggestions and helpful hints for productive activities and club and
organization functions.

As your club’s leader or advisor, you are responsible for having a basic understanding of the
information presented in this handbook and should familiarize yourself with the policies and
procedures that regulate student clubs and organizations. Please feel free to contact the
Student Activities Office at any time if you have questions or concerns.

1.4 Mission Statement

The mission of the Alvin Community College Office of Student Activities is to promote student
development through activities that focus on positive social interactions; health and wellness;
culture and artistic empowerment; in addition to fostering cohesiveness amongst the student
body through the endorsement of student organizations and clubs.

Alvin Community College recognizes:

1. The importance of organized student activities as an integral part of the total
educational goal of generating successful students.
2. That college learning experiences are enriched by student organizations and activities.
3. The importance of promoting an environment which facilitates and recognizes individual
and collective growth amongst the students as well as the organizations and clubs.

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1.5 Objectives

Objectives of the Student Activities Office in relation to student organizations and clubs:

1. To provide an opportunity to extend classroom experiences into the academic and social
life of the campus.
2. To develop social interaction among students.
3. To assist students in developing leadership qualities by facilitating training workshops to
promote growth.
4. To assist in the development of leadership skills

1.6 Introduction

Alvin Community College acknowledges the wide range of groups that exist on a diverse
campus and has established a system to define the status and benefits of being an organization.
In addition, a system of governance for student organizations has been created to construct
unity among the various clubs and to foster a sense of loyalty to Alvin Community College.

1.7 The Role of the Student Activities Coordinator

The goal of Student Activities is to promote successful campus organizations and to foster
collaboration between all student organizations and sponsors. The Student Activities Office is
the primary resource for all matters pertaining to student organizations.

The student activities coordinator assists with the creation, maintenance and oversight of
student organizations, including assisting with budgets; organizing travel; training; planning and
coordinating events and offering support for organization sponsors and students.

The student activities coordinator is responsible for:

• Ensuring that approved flyers are posted
• Keeping the Student Activities webpage up-to-date
• Maintaining the Student Activities calendar
• Helping clubs to adequately publicized events
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The student activities coordinator is NOT responsible for:

• Making travel arrangements or reservations
• Designing publicity for club events
• Completing facility requests for clubs
• Initiating payments for bills or reimbursements

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II. STUDENT ORGANIZATIONS AND CLUBS GUIDELINES

2.1 The Purpose of Student Organizations and Clubs

Student organizations and clubs provide an outlet for students with similar interests to explore
their interests through meetings; sponsorship of activities that bring awareness to the campus;
and the coordination of other activities that help to establish a bond between the group
members. Through participation in these organizations, students gain valuable skills that will
prepare and sustain them once they have left ACC.

Student organizations help students to develop work and life skills including:

• Networking
• Working in groups
• Communication skills
• Management skills
• Time management skills
• Leadership skills

2.2 Student Organization Sponsor Guidelines

1. As a student club sponsor, you play an integral role in helping ACC student leaders
create an organization that is productive, safe, enjoyable and educational.

This section of the handbook is dedicated to providing you with clear guidance and
support regarding the expected role you play as you interface with the organizations.

2. Sponsors of student organizations should be full-time faculty or staff members

3. Sponsors should be familiar with the activities of the organization and have (or be
willing to obtain) an appropriate level of experience, resources and knowledge.

4. Sponsors should meet with the officers of the organization to discuss expectations, roles
and responsibilities.

5. As a sponsor, you should be aware of the college policies and procedures, as well as
other institutional guidelines that establish expectations for student behavior and
activities. You are responsible for ensuring that the organization and its officers know
where rules and guidelines are published, what the rules are and consequences for
choosing to operate outside the parameters of those rules.

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6. Club sponsors are required to sign and submit a Student Organization Sponsor
Commitment Contract (located in section 6.3 of this handbook), which will be kept on
file in the Student Activities Office.

7. Sponsors are ultimately responsible for the management of club funds. While club
treasurers should be engaged in assisting with money management, the sponsor is
responsible for the oversight of the organization’s on-campus financial account.

8. In the event of club travel, the sponsor is responsible for the management and behavior
of the club participants.

The Student Activities Office will continue to be a resource for you, as a sponsor, in a variety
of capacities.

2.3 How to Establish a Registered Organization or Club

1. Students who would like to start a new club or would like to reactivate an organization
must complete the application procedures with the Student Activities Office.

2. The student group should schedule an appointment with the student activities
coordinator to discuss the registration process.

3. Applications can be filed at any time during the fall or spring semesters. Applications
will not be accepted during the summer.

4. The coordinator will provide the student representative with the following forms (also
located in section 6.3 of this handbook)

a. New Student Organization Application
b. Sample Copy of a Constitution
c. Student Organization Sponsor Commitment Contract
d. Summary of Texas Hazing Laws

5. A completed registered student organization application will be reviewed by the
Student Government Association (SGA) at its next approved meeting, under the
guidance of the student activities coordinator. If approved, the new organization will
be established. SGA and the student activities coordinator will consider the following
criteria for approval of a new organization:

a. All materials have been submitted and are accurate and complete
b. The proposed club is not a duplication of other student organizations on
campus
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c. Positive and/or negative attributes that the new organization will bring to
the campus have been discussed by SGA
d. Probability of growth for the new organization
b. The new organization is consistent with ACC policies.

At least one of the founding members and the club advisor will be required to present
their application to the SGA at the time of voting.

6. The state of Texas now requires that student clubs and organizations undergo risk
management training. Alvin Community College is in the process of developing a
program for its clubs and will make it available during the 2012 – 2013 academic year.

2.4 Benefits of being a Registered Student Organization (RSO)

1. Registered student organizations will have the privilege of utilizing the college’s facilities
for meetings, functions, programs and other appropriate activities, provided that proper
reservation forms are completed through the facilities department.

2. Registered student organizations may use the college’s name in all appropriate
information, publicity and references in accordance to school policy.

3. Registered student organizations will have the opportunity to utilize the Student
Activities Office and all of its resources, including assistance in planning, implementing
and evaluating activities and programs.

4. Registered student organizations can recruit new members from the Alvin Community
College student body, whether through times established by the Student Activities
Office or through events sponsored by the organization.

5. Registered student organizations may raise funds on and off campus in accordance to
the guidelines listed in this handbook.

6. Registered student organizations have the authority and privilege of hosting social
functions, demonstrations, displays, speakers and other educational or developmental
programming on campus.

2.5 Mandatory Organization and Club Responsibilities

1. Each organization is to delegate a SGA representative. This delegate will be required to
attend:
• All SGA meetings that involve requests for funds, assistance and/or change in
club status for their organization.

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• The President’s Forum, which is held in February every year.
Contact the student activities coordinator for any special circumstances.

2. Students who hold leadership positions in a club or organization (i.e. president, vice
president, treasure, secretary, etc.) will attend the Spring Leadership Conference;
however, all club members are encouraged to attend as well.

3. Each organization will inform the Student Activities Office as to when the organization
will meet (to include: day of week, time and location).

4. Each organization will be required to participate in the Club Social, to be held every
September, and are strongly encouraged to also participate in the ACC Open House,
held every spring.

5. All active organizations will be required to host one activity each semester. The student
activities coordinator is available to assist your organization with identifying and
planning activities. The Club Social will not count towards this goal, but participation in
one or more of the following events will.

• As a club, represent the college by riding on an ACC float during local
parades.
• Host a club booth at the ACC Open House in the spring.
• Participate in the Annual ACC Fall Festival by hosting a fundraiser or activity

6. Organizations and clubs will meet consistently to ensure cohesiveness between the
members.

7. Each organization or club will have a notebook that will be housed in the Student
Activities Office. This notebook should be kept up-to-date at all times with:

• Meeting agendas/minutes
• Updated officer and member lists
• Club constitution
• Financial paperwork

It will be the responsibility of the organization to maintain their notebook.

8. All Student Organizations will be responsible for adhering to the rules and regulations
set forth by the Student Activities Office.

9. If your club is a satellite or charter member of a state of national organization, you are
required to stay in good-standing, both financially and administratively, with your
parent organization. These clubs will be required to provide written proof that all dues
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have been paid to the Student Activities Office within the first three weeks of the fall
semester. If you do not pay these dues, the student activities coordinator will pay them
for you with the funds that are in your clubs ACC 71-fund account.

10. All members of the organizations are expected to adhere to the ACC code of conduct,
rules and regulations that are outlined in the ACC Student Handbook.

11. Clubs that do not adhere to all of the above responsibilities will not be eligible to
receive funding from the Student Activities Office.

2.6 Officer Transitions

Implementing an effective officer transition for your student organization is crucial for on-going
leadership.

Reasons to have a transitioning plan:

• Provides new leadership with significant organizational knowledge
• Minimizes confusion during a leadership change
• Gives leader’s a sense of accomplishment and closure
• Increases knowledge and confidence of the new leadership
• Minimizes the loss of momentum and accomplishments of the organization
• Provides a sense of continuity among the membership

It is important to identify potential leaders within the organization and to delegate
responsibilities to these students to continue to nourish that leadership spirit.

Below are officer transition tips to keep your organization flowing throughout the life of your
organization.

1. Select current members to be officers for the subsequent semester.
2. Clarify job responsibilities.
3. Have notes available for the next officer; be sure to leave all important files
that may be useful for the new officers.
4. Be sure to pass all records, files, and ledgers to the new officers or sponsor
prior to departure.
5. Be sure to keep your Advisor/Sponsor informed.

This section was partially adapted and modified from the Texas State University Student Organization Manual.

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