Orange County Community College Student Activities Office CLUB RESOURCE MANUAL Please forward any questions or suggestions to Steve Harpst, Director of Student Activities, Shepard Student Center, 845-341-4230, steve.harpst@sunyorange.edu - TABLE OF CONTENTS Advisor •.• '!." ................................... l1li ........page 1 l1li ••••••l1li l1li ........................................... Bake sales.............................................................................~ .......... page 4 Club Resource Room ...................,; ............. : ................................ page 10 Conducting a meeting .................................................................... page 11. Credit Card.....................................................................page 5 Event planning ........................................................~ ..................page 6 Faxes...............................................................................page 10 Food giveaways ...*.*.........l1li .....................................................pag~ 4 Fundraising...................................................................page 4 Mailboxes •....••••.•••••••.••...•••.•.•.••••..•..•.•...••.....•••••.••••... page 10 Maintaining club recognition •..••••••••••••••••••..•••...••••.•••••.•••• page 2 Movie screenings ••.•.••.••••...••••••••••.•..•••••..••••••.•••..••.•....•• page 7 Officer transition ...••.•••...•..•••••....••.••..••..••.••••..•••••••.••.••.• page 12 Photocopies •.•••....•••..•.••••.••.•......••..•.•••••.••••....•••••••••...•. page 10 Posters •.•.•.••••••••.•.••••.....•••••••....•••••.•.•. , •••......••••.•..•••.•. page 10 Posting policy •.••••••••••••••••••...••••••••••.••...•...••.•.••.••.•..••..• page 7 00 •••• 000 ••• 0.0 ...Recruiting and retaining members••••..••• 0 •••••••••••page 9 Reimbursements ••.....••••.....•••••.•.•••.••....•.•••••••...•.••••••••••• page 5 Starting a new club •••••.•••.•...•.•.•••••••••.................••.•••..•••• page 1 Student Senate .•......•..•...•.....•........••......•.•..........•·......••.. page 11 Student Senate budget process ............................................page 3 Tax exempt certificates •••.• ~ ................................................page 5 Trip. planning.••••.•••..•••••••••••••.•••••••.•••••••••.••••••••.•.••••••..•• page 8 T-Shirts.......................................................................page 6 Vouchers...........................................................................page 5 ----~~~~~--~---~ ~---- REGISTERING A STUDENT CLUB Starting a new club In order to start a new club at SUNY Orange, there are several simple but important steps to follow: 1) Meet with the Director of Student Activities-This initial meeting is to discuss your idea for a club, review the requirements and paperwork, and talk about how the Student Activities Office can assist you. To schedule a meeting, call 3414230 or stop by the Student Activities Office in the Shepard Student Center. 2) Recruit Members-A club must have at least 10 active members in order to be recognized. Active members attend meetings regularly and participate in group events and planning. All members must be currently enrolled, credit students at SUNY Orange. The Student Activities Office can help you in your recruitment efforts by reserving rooms for meetings and reproducing fliers, posters and other advertisements. Word of mouth can also be a very effective recruitment tool. Talk to students in your classes and in the cafeteria and student lounges. 3) Find an Advisor-All clubs are required to have a Faculty ot Staff Advisor, but finding the right one can sometimes be difficult. A good advisor is extremely important to a club's success. They must be an active and involved part of your club, and not just a name on paper. They can help you avoid potential problems and show you how to best use available College resources to accomplish your club goals. The advisor does not run your club---student clubs are always student run. However, their experience and knowledge is extremely important and their suggestions and feedback should always be seriously considered. The best way to find a good advisor is to talk with faculty and staff members that you know well. While they may not be best suited to be your club advisor, they may be able to recommend a colleague that could help. Before deciding on an advisor, your club should meet with himlher and review the expectations outlined in the Club Advisor Agreement (APPENDIX A). The Club-Advisor relationship should be viewed as a partnership with expectations on both sides and in which frequent and open communication is the key to success. 4) Write a Constitution and Complete the Club Recognition Paperwork- Every club is required to have a constitution. This is a very important document because it lays out how your club is going to operate and the rules that you will follow. Important elements might include job descriptions for officers, how and when elections are held, and, for those "worst-case scenario" situations, how and under what circumstances members and/or officers may be removed. Writing the constitution should be taken very seriously and all members should be involved, especially in approving the final draft. A sample constitution as well as copies of the other required forms (Club Recognition Form, Membership List and Club Advisor Agreement) are available in the Student Activities Office (see APPENDIX A). The staff can also assist your club with writing your constitution. Once all of the forms are completed, they should be returned to the Director ofStudent Activities. ' 5) Meet with the Board of Activities and the Student Senate-The final step in the recognition process is to obtain the approval ofthe Board of Activities and the Student Senate. When you return your completed forms to the Director of Student Activities, a time will be scheduled for you to meet with the Board of Activities. The board's job is to review the applications of all new clubs, paying particular attention to purpose, goals and the constitution. Once the Board of Activities has approved the application, it is forwarded to the next scheduled Student Senate meeting for fInal approval. It is strongly recommended that the club send representatives to both of these meetings to answer questions that may arise. What does Club Recognition mean? Congratulations! You are now a recognized club. So... what does that mean? In the big picture, it means that your club is now officially part of the College and will be included in official listings and publications such as the College Catalog, the Student Handbook, and the College Website. In a more practical sense, it means the club can: -reserve rooms and facilities on campus -hold meetings and sponsor events on campus -advertise and post notices on campus bulletin boards -hold fundraising events -apply for funding from the Student Senate -have a mailbox in the Student Activities Office and receive mail atthe College -make use of Student Activities resources including faxing, photocopying and producing posters Maintaining Recognition In order to maintain recognition, all clubs must submit the following to the Student Activities Office every semester: -Club Recognition Form -Membership List (clubs must maintain a minimum of 10 active members) -Signed Club Advisor Agreement These fOrinS are sent to every club at the beginning ofeach semester. They must be returned to the Student Activities Office by the advertised deadline or the club will lose its recognition and all related privileges. A club would then have to reapply for recognition. Who Can Participate in Student Clubs? All clubs are open to any currently-enrolled SUNY Orange credit student Alumni or students not currently enrolled may not participate in a club. There is no minimum grade point average required to be a member of a club, but club officers are required to maintain a 2.0 or better semester and cumulative grade point average. - Code of Conduct All students and clubs are required to abide by the Student Code of Conduct which is printed in the Student Handbook (available at the Shepard Student Center Infonnation Desk). This includes club events and trips held off-campus. Clubs are expected to, within reasonable limits, be responsible for their member's and guest's actions. The club and any individuals involved will be held responsible for any violations ofthe Code and clubs may face restriction ofprivileges or suspension or revocation of College recognition. FINANCES Student Senate Budgeting Process All recognized student clubs are eligible to submit a budget request to the Student Senate each semester. Copies ofthe budget forms and guidelines (APPENDIX B) are put into club mailboxes around the second week of classes each semester along with a memo from the Senate treasurer detailing the deadline for submitting all requests. A sample of a completed budget is also provided. It is very important that all instructions are followed and budgets are submitted on time. Incorrect or incomplete budgets will be returned to the club and the delay may result in less funding being available for the club. Ifan extension ofthe deadline is required, requests must be put in writing and left in the Senate treasurer's mailbox. It is important to remember, however, that other club requests that were submitted by the deadline will continue to be reviewed and late budgets may receive decreased funding based on the amount offunds left to allocate. It is also important that as much detail as possible is given in the budget requests. For example, ifa request is being made for a speaker, the anticipated date ofthe speech as well as the speakers name and/or the subject ofthe talk should be provided. The more detail that is provided. the easier it is for the Student Senate to expedite the request. Once budget requests are received by the Student Senate. hearing dates will be set to review the requests with representatives ofeach club. Clubs will be notified ofthe hearing dates and times via their mailboxes. It is strongly encouraged that clubs send either the treasurer or a representative who is familiar with the budget. If no representative is sent, the Senate will make cuts/adjustments to the budget based on available infonnation. Once the finalized budgets have been approved by Student Senate, a copy will be returned to the club through their mailbox. It is very important that this copy is kept in the club records for use during the semester and as reference for future club treasurers. Allocated funds can only be used for the items detailed in the budget. Requests for changes to the budget or appeals ofthe allocation amount may be made in writing to the Senate treasurer. Any questions about the budget process should be directed to the Student Senate treasurer or the Student Activities Office. All budgets close for the semester on the last day of classes. All arrangement for payments must be made by that time. Any remaining budget money left after the last day of classes will be returned to the Student Senate for re-allocation the next semester. ---_.--- Fundraising All clubs are encouraged to do fundraising to supplement what the Student Senate can provide. There are many types of fundraising activities available and clubs are encouraged to be creative and try new and different projects. Raffles (including 50/50s) are not permitted, but there are many other options available. Clubs looking to do fundraising must speak with the Director of Student Activities before arrangements are made and the event is held to make sure the planned event meets all College and legal guidelines. Any funds collected through fundraising efforts must be brought to the Student Activities Office for deposit in the College Association. Bake Sales Bake sales are permitted on campus only when they are reserved through the Student Activities Office and if all guidelines are followed. Bake sales may take place between 7am and 11am. Club members may provide baked items such as cookies, brownies, breads, etc. Coffee makers are available for club use and may be reserved through the Student Activities Office. Items such as sandwiches, soups or other items "prepared onsite" are not permitted. Clubs are encouraged to plan ahead and advertise their bake sale in order to receive the best return on their efforts. Food Giveaways The Student Activities Office provides a unique fundraising opportunity to all clubs through the Food Giveaway Program. Food giveaways are held weekday evenings in Harriman, Bio-Tech and at the Newburgh Extension Center to provide refreshments for evening students on their way to class. The Student Activities Office pays for all the refreshments. Club members shop for the giveaway items at Shop-Rite with a charge card provided by Student Activities and staff the event. Clubs are permitted to do no more than three giveaways per semester (2 in Middletown and 1 in Newburgh). Clubs will receive $125 for each Middletown giveaway and $150 for each Newburgh giveaway. This money will be available for the club to use at the end ofthe semester. There are a limited number of dates available each semester. Clubs may sign-up for dates beginning on the first day of classes for each semester in the Student Activities Office. When reserving a date, each club will receive a guidelines sheet for the event detailing what items are appropriate to purchase for the giveaway, when they need to be set-up and other details (APPENDIX C). Failure to follow these guidelines will result in the club not being paid for that giveaway and possibly the loss offuture giveaway dates. How to Spend Your Money Vouchers The most common, as well as the preferred, way to make a payment is by completing a voucher. A voucher is a request to have a check made out to a person or business from a club account. A sample of a completed voucher is included in this handbook (APPENDIX D). All vouchers must be correctly filled out including the name of the individual or business the check is being made out to, the exact amount due, what the payment is for, and what account the money is coming from. Clubs have up to three possible accounts to draw funds from: 1. Student Senate Budget 2. Food Giveaway Funds-If a club has done a food giveaway, it can use the money it is given at any time. To check the balance of funds available from food giveaways, contact the Student Activities Office. 3. Club Account-If a club does ongoing fundraising, an account is set up with the College Association to hold" onto those funds. The money may be used by the club at any time and never goes away as long as the club remains active and in good standing. Once the voucher is completely filled out, it must be returned to the Student Activities Office to be signed by the Director. Vouchers must be received in the Student Activities Office at least five days prior to the date the check is needed. Tax Exempt Certificates The College is exempt from New York State Sales Tax. Certificates are available from the College Association which must be presented to merchants prior to any club-related purchase in order to have the sales tax removed. The College will not reimburse for any sales tax paid and individuals will be personally responsible for the amount ofthe tax. Reimbursements While students are encouraged to not use their own money for authorized club purchases, reimbursements are available for those that choose to do so. To receive a reimbursement for an approved purchase, a voucher must be completed and brought to the Student Activities Office with the receipt(s) for the purchase. Reimbursements will not be given without a matching receipt. SAO credit card For special purchases requiring a credit card (hotel reservations, online or phone purchases, etc) the Student Activities Office has a credit card available for club use. Clubs should bring all information regarding the purchase to the Student Activities Office and the staff will use the card to help you complete the transaction. Ordering T-shirts and Other Promotional Items Many clubs like to order t-shirts, hoodies and other promotional items for the members. The Student Activities Office has a large selection ofcatalogs with imprintable items and maintains relationships with a number of companies that do this type ofprinting. When planning to order such items, clubs should first stop in the Student Activities Office to determine options and pricing. EVENT/ACTIVITY PLANNING Planning Events Whenever a club plans an event, whether it is a dinner, a trip, a tournament, a speaker or anything else, it takes time, organization and planning to do it right. There can be College regulations and details that, if overlooked, can ruin an event. The staff ofthe Student Activities Office have years ofexperience in event planning and management. When planning an event, it is always a good idea to get input from them. Role of the Advisor The club advisor must be at all club events. This is a College policy and there are no exceptions. When planning an event, make sure to discuss it with the club advisor early in the process to make sure they will be available to attend. Reserving a Room To reserve a room for a meeting or event on campus, contact Karen Reid in the Student Activities Office. Please bring the dates and times required as well as the specific room you want, if there is one. Karen will put your request in to the Central Scheduling Office. As soon as she receives notification that your request , is approved, she will leave a note in your mailbox. Keep in mind this may take a couple ofdays. . Technical Needs If you are having a meeting or event that requires technical assistance or equipment (television, dvdivcr, projector, sound system, etc), you must make that request to Karen Reid in the Student Activities Office no less than five days before the date ofyour meeting or event. Ifa request is made less than five days prior to your event, it may not be met. Posting Policy Orange County Community College Policy for Posting Advertising and Materials 1. Promotional materials may be posted on campus by recognized student organizations or College departments. The sponsoring group must be identified on posted materials. The Director ofStudent Activities can make exceptions. 2. All promotional materials to be posted must be approved and stamped by the Office of Student Activities. '" 3. Promotional materials must be placed only on bulletin boards or designated posting areas. Bulletin Boards and cases reserved for specific clubs, offices or departments may not be used. 4. Posters and fiyers placed on walls, doors, windows, trees or painted surfaces will be removed. 5. Student organizations and College departments are responsible for the removal of materials within 24 hours after the event. 6. Materials depicting or announcing activities at which alcohol is to be served are prohibited. Materials promoting activities sponsored by alcohol manufacturers are prohibited. 7. Posting on campus is not a right, it is a privilege open to members ofthe College community. Postings are permitted only on certain exterior and interior areas. Messages that contain abusive language, threats or obscenities will be removed, as well as all messages, regardless ofcontent, that appear in prohibited locations or that fail to comply with other relevant restrictions. 8. Student organizations or individuals that violate this policy may lose posting privileges and/or face disciplinary action. "'Please note that all clubs must now have any materials to be posted stamped by the Student Activities Office. Flyers andposters should be brought to the Information Desk to be stamped before they are duplicated Movie Policy . Many clubs would like to show movies as part of an event or a meeting. In order to hold a public screening of any film, the rights to hold the screening must be obtained from a film distributor and a licensing fee must be paid. Fees for films can range anywhere from $100 up to as much as $600 for recent releases. It is important to understand that renting a dvd or video only covers the right to show that movie in a private home. To show it anywhere else, including classrooms, a licensing fee must be paid. Showing a film without obtaining the licensing rights can result in huge fmes from the film production company. The Student Activities Office can assist clubs in obtaining the rights for a film. Showing a film without following these guidelines will result in possible disciplinary action being taken against the club. -..~----~""'- Planning a trip Most clubs do at least one trip a year. The College has some very specific requirements that must be followed. Questions about any ofthe following information should be directed to the Student Activities Office. Trip paperwork Any club planning a trip must submit a completed Travel Approval Request form (APPENDIX E)to the Student Activities Office, signed by the club advisor, no less than three weeks prior to the date of the trip. As per the Vice President for Administration, any travel requests not meeting this deadline will not be approved. No exceptions! It is also important to remember when scheduling a trip that a club advisor is required to accompany a club on any trip. It is the club's responsibility to cover the advisor's mandatory costs (transportation, required admissions and similar expenses) through budget requests and!or fundraising. The club is not required to cover food or ancillary expenses for the advisor or any expenses for additional advisors that may wish to accompany the trip. Every person going on a trip, even non-student guests, must fill out and sign a Waiver of Liability (APPENDIX F). It is the responsibility ofthe club advisor to make sure they have a waiver form for each participant before the trip departs. These waivers should be taken with the advisor on the trip and then given to the Student Activities Office upon their return. Vans, Buses and Personal Cars Personal Cars-Students may carpool and use personal vehicles for club trips if they wish. Mileage reimbursement rates are outlined in the Student Senate Budget Guidelines. Van Rental-If needed, clubs may rent mini vans from Enterprise Rent-A Car (phone 374-5010). When making a reservation, specify that it is for a club at Orange County Community College and the bill will be sent to the Student Activities Office. They do not require a credit card for your rental, but they will require the name and driver's license for each driver (Enterprise requires all drivers to be at least 25-years ofage). Before making the reservation, clubs must notify the Student Activities Office how they will be paying for the rental (Senate Budget, Food Giveaway Funds or Club Account) and ensure they have sufficient funds to cover the charges. It is the club's responsibility to obtain a final bill from the rental company and submit a voucher to Student Activities for payment. Vehicles must be returned to Enterprise with the same amount offuel they had when signed out. Enterprise will charge a very high refueling fee iftheis is not done and this cost will be passed on to the club. The club may also be restricted from using rental vehicles in the future. Buses-For trips involving larger groups, clubs have the option of renting a bus. Bus rentals can be done through the Student Activities Office. Clubs should remember that bus rentals are expensive (approx. $700 for local day trips) and usually require advance booking ofat least a month. A club using a bus for a trip must open the trip to any student on campus and must advertise the trip 8 -----~-- accordingly. Also, all students must sign-up for bus trips at the Student Activities Office, including club members. The club member coordinating the trip should bring the trip info to Karen Reid in the Student Activities Office as early as possible so the sign-up list can be created. Tickets- If a club is taking a trip that requires advance purchase of tickets (museums, tours, etc.), arrangements can be made through the Student Activities Office to buy the tickets. BUILDING A STRONG ORGANIZATION Recruiting and Retaining Members The current and future success of any club depends on how well it recruits and retains its members. The Student Activities Office requires all clubs to have an active membership of at least ten students in order to maintain recognition. Hopefully, clubs will strive to have far more than the required 10 members. The Student Activities Office sponsors a major event each semester to help clubs in their recruiting efforts (Student Life Day in September and the Club Fair in February), but membership recruitment should be an ongoing effort. Every event a club sponsors, every advertisement that is hung on a bulletin board, is a chance to let other students know about the club and encourage them to get involved. Clubs can set up recruitment tables outside the cafeteria in the Shepard Student Center, or in any other building, by making a reservation with Karen Reid in the Student Activities Office. All club members should look for opportunities to get other students involved. Once you have new members coming to a club meeting, you have to keep them involved and interested. Some strategies include: -Take time in the meeting to have the members introduce themselves and help new members become more familiar with the group. -Encourage new members to join in discussions during the meeting. Remember that, as new members, they may not be aware of what has been going on and can feel left out. This may cause them to not come back. Let them know the current topics and projects under discussion. -Ask new members to take on a particular role or task in an upcoming event, such as helping with pUblicity. Find some way to get them involved at.ld feel welcomed and, chances are, they will keep coming back. Working with SAO The staff ofthe Student Activities Office is here to help answer questions and assist clubs in planning and carrying out successful events and activities. Club officers and members, as well as all students, are encouraged to call, email or stop by anytime. Listed below are some of the services offered to clubs at SUNY Orange. Mailboxes Every Student Senator and each recognized club has a mailbox in the Student Activities Office. This is the primary method of communication between the Student Activities Office, the Senate and the clubs. Clubs should check their mailbox at least a few times a week. Copies The photocopier in the Student Activities Office is available for club use. The office staff will assist with making copies of minutes, fliers or anything related to club business. Ifa club needs a larger number ofcopies (more than 50). Student Activities staff will help complete a Photocopy Request Form, which can be dropped off at the copy center in Orange Hall. Please keep in mind that copy center orders may take up to five days to complete. Fax There is a fax machine in the Student Activities Office available for club use. PleaSe contact the Student Activities staff if you need to send or receive a fax. Posters The Student Activities Office has the ability to produce full-color posters up to 40 inches wide for club events and promotions. The club must design the poster and send it to the Student Activities Office as an electronic file by email or on a cd or flash drive. If assistance is required with design or layout, the staff in the Activities office can help. Club Resource Room The Club Resource Room is located in the Shepard Student Center Cafeteria next to the Student Senate Office. The room was designed to provide a working office space for all clubs because there is insufficient space on campus to provide each club with their own office. The room is equipped with a computer, color printer, scanner and software to allow clubs to create advertising and publicity as well as minutes, budgets and financial records, and other club-related materials. The room also has a library ofreference materials including resources on leadership running meetings, pUblicity, fundraising and other topics. In order to use the Club Resource Room. a club must provide a list ofmembers who are permitted to have access to the Student Activities Office. Those individuals will then be able to sign out the key at the Information Desk. The club and the member who signs out the key are responsible for the contents and the security ofthe room while the key is in their possession. Suggestions for new equipment and resource materials that would be useful are encouraged and should be sent to the Director of Student Activities. Working with Student Senate The Student Senate is the representative body of the 5,000+ students of Orange County Community College. The Senate also oversees all ofthe College's clubs including allocation of budgets and creation of club standards and policies in conjunction with the Student Activities Office. The Senate is composed of 10 Senators chosen in campuswide elections and 5 Senators-at-Large selected by the Senate from applications. Club members are encouraged to share questions and concerns with the Senate at any time. The Student Senate office and meeting room are located in the Shepard Student Center cafeteria. The Senate meets every Thursday at 11 am and meetings are open to any student. Individual Senator office hours are posted on the office door. Each year, one Senator is appointed to serve as Club Liaison. It is this person's responsibility to visit each club's meeting at least once a semester to answer questions and take feedback and suggestions for the Student Senate. The Liaison also plays a major role in organizing the Officer's Club. The Officer's Club is a dinner meeting held once each semester to bring together the Student Senate and representatives of all clubs. It is an opportunity to ask questions, share ideas and look for opportunities to work together. Each club is required to send two representatives to the Officer's Club in order to maintain their recognition. Notice of the date and location for the meeting is sent out in advance through the club mailboxes. Conducting a meeting Conducting an organized and efficient meeting is much more difficult than it seems. Running a good meeting means that decisions are made fairly, everyone has the opportunity to voice their opinion, and the club is able to accomplish its plans and goals. In most organizations, it is the job ofthe President to run the meetings. While practice is the best way to improve your skills, just as important is the time put into preparation before each meeting. An agenda should be prepared with all ofthe items to be discussed at the meeting and the President should be prepared to keep an eye on the clock to make sure everything gets done in the allotted time. The agenda should be distributed to club members prior to the start ofthe meeting. All group decisions should be made by a vote ofthe membership after time is made for discussion. The overall goal is to create an atmosphere of order and fairness within the meetings. Most organizations use the standard practices ofparliamentary procedure to run their meetings. The most frequently recognized resource for parliamentary procedure is Robert's Rules of Order. A summary of some ofthe basics from Robert's is located in the back ofthis handbook (APPENDIX G). The Student Activities Office offers resources and can do workshops for groups interested in running more effective meetings and learning more about parliamentary procedure. Officer Transition-Passing on What You Know Each year new club officers eventually wander in to Student Activities, essentially unaware ofwhat their responsibilities are and what resources are available to them. Most don't even know they have a club mailbox. What they tell the staff is almost always the same-"The old officers just left and nobody told me anything." For a club officer, taking the time to pass on what you know to the next year's officers (or potential candidates if elections have not been held yet) is one ofyour most important jobs. It does not have to be a difficult process. These steps can help ease the transition process: -Officers should inform club members about what they are doing during regular meetings so everyone understands the basics oftheir jobs. The officers' roles within the club should not be a big secret. -Target members who are interested or might make good officers early on in the year. Encourage them to get more involved. -Utilize your advisor! The club advisor should be the one guaranteed constant within the club from year to year. Keep them informed and active and encourage new officers to meet with them first thing at the beginning ofthe new year. -Keep good records! Past semester's budgets, meeting minutes and copies of any correspondence are basic club records that are invaluable to new officers. Keep them in a safe place (with your advisor possibly) and make sure they are kept up-to-date and everyone knows where they are. -Use this handbook as a guide. All club members should know the information in this publication. Informed and involved members are they key to a smooth transition between years and help the club to accomplish more. APPENDICES APPENDIX A-Club Recognition Form Membership List Club Advisor Agreement Sample Constitution APPENDIX B-Budget Request Form Budget Guidelines APPENDIX C-Food Giveaway Procedures APPENDIX D-Sample Voucher APPENDIX E-Travel Approval Request Form APPENDIX F-Trip Waiver APPENDIX G-Parliamentary Procedure Basics APPENDIX A , CLUB NAME CLUBPURPOSE __________________________________________ MEETING nME/LOCATION,____""""""!""______________ The StudentActivities Office willassist YDU in finding andreserving an appropriate meetingroDm. Please submitallroom requests to' Karen Reid kre/cl@Sunyorange.edu. . FACULTY ADVISOR(S)_~__________________ CLUB OFFICERS: AllDHicersare required to' maintain a minimum 2.0 f)PA andCOPA andbe in good academicanddisciplinary standing with the College. PRESIDENT:,_____________________ PHONE:,________EMAIL:,___________ VICE PRESIDENT:,___________________ PHONE:,________EMAIL:__________ SECRETARY:,_________________ PHONE:,________EMAIL:_________ TREASURE~,_________________________~__ PHONE:______________~EM~L:________________ WHEN ARE YOUR CLUB OFFICERS ELECTED? ____SEPTEMBER ____DECEMBER ~JANUARY --_.,'--- , In order to receive and maintain recognition, a club must have a minimum of 10 active members. These members must be currently enrolled SUNY Orange students. PLEASE PRINT LEGIBLY NAME PHONE # EMAIL ADDRESS 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 PLEASE PHOTOCOPY THIS PAOE IF ADDITIONAL SPACE IS NEEDED "~---"~ --" -""~- ;' I. ________________agree to serve as the Advisor to____________________________________________ ~rthe _______" academic year. In this agreement. the Advisor agrees to: 1. Serve as a" resource and contact for all members of the club/ ".organizatlon. "" 2. Regularly meet with the officers of the club/organization. 3. Attf!!nd at least three general membership meetings each semester. 4. Attend all events. programs or trips that require College supervision. 5. Inform the club/organization of Important College news and developments. 6. Familiarize him/herself with College and Student Senate Policy as outlined In the Student Handbook. 7. Maintain communication with the Student Activities Office. 8. Attend club events and trips as required by College policy. In this agreement, the club/organlzatlon and Its officers agree to: 1. Keep the Advisor informed of all plans, concerns and activities. 2. Provide the Advisor with copies of all correspondence. 3. Invite the Advisor to all" events and activities. 4. Make all financial transaction documentation available to the Advisor and insure the Advisor'S signature Is on all vouchers (check requests). 5. Plan officer meetings In consideration of the Advisor's schedule. 6. Consider the advice and counsel of the Advisor in making decisions. Club/Organization President Advlsor(s) Club/ Organization Vice-President· Date_____~ Date______ / Article I: Name and Purpose Section 1:Name . State the name of the club· you may abbreviate the name after this section Ifyou identify that abbreviation here. Section 2:Purpose/Mission State the purpose/mission of your organization -the reasons why you exist. This can be In a list format, or in a paragraph. Section 5:Affiliation: If your organization is affiliated with any regional/national organizations, please state those af filiations here. Article.g:"'embe~hlp Sect/on 1:Eligibility for Membership Recognized clubs must be open to any currently enrolled credit student of SUNY Orange. Sectlen 2: voting Member Criteria . State how a student becomes a voting member [e.g., attends a certain % of meetings/events, pays dues, etc) and if there are any criteria for any Other membership categories: ThIS Is an Important Issue for your organlzatlon-you want to make sure that students listed on your voting member list are active, interested students In your group. Section 5:RemovalofMembers State the process to remove any member who is not In good standing with the club. Due process must be followed. Thingsto consider are: reasonable notice to the person being considered for removal, opportunity to defend their position, quorum needed to vote, tlmellne for the process, appeal process. While you will hopefully not need this seCtIon, ItIs very important that you have a process In place. When you need It, this will clarify the procedure and take out some of the difficult personal Issues ... Article III: Officers Section 1:Officer Qualifications Identify what qualifications a student must have to be eligible to be an officer. This may Include OPA, length oftime In organization, previous experience, etc. All officers must be currently enrolled SUNY Orange credit students with a OPA and CQPA of at least 2.0. Section 2:Elected Officers Ust the positions In descending order (e.g., president, Vice-President, Treasurer, Secretary) SectIon 5:DUtIes ofOfficers Ust each oHlcer position and their duties. You can Include this Information in Section 2 If you prefer. Typical duties Include: . PreSident: preside at meetings, call speCial meetings, primary contact with the Institutions, appoint committee chairs, runs the election process. VIce-President: assume President's duties In his/her absence, schedule meeting/practice rooms/faCilities. Treasurer: keeps all financial records, notifies organization of financial Issues, prepares budget/allocation requests. .........~-~........ -----.-~.--.....~ ----_....... ~-.--- ORANGE