Name. Club. Officer Position. Phone

Transcription

1 : Introduction Name Club Officer Position Phone 1

2 OCCC : Introduction To All Student Organizations: Student organizations are an important part of the college experience. We in the Office of Student Life recognize and support your rights to organize. We believe participation is critical to a college student s growth and development. The Office of Student Life is here to help you with the maintenance and growth of your organization. If at any time you would like to meet to discuss issues, or need any type of assistance, do not hesitate to contact us. Student Life is located in the main building next to the Security Office by entrance 3; our phone number is In this manual, you will find the information necessary to be in compliance with College policy and procedures for student organizations. The information contained within this publication is crucial to your organization s success. Please review it carefully. Failure to abide by any policy could result in loss of privileges or suspension of your group. Please review the information in the manual and share it with your members. We wish you much success with your clubs and organizations. If we can be of any assistance, please feel free to contact us. The Office of Student Life 2

3 Student Life Mission Statement The Office of Student Life Empowers Students to Become Community Assets : Introduction Table of Contents I. Getting Started.. 5 A. Starting a New Club or Organization. 5 Petition for Formation of a Club or Organization.. 6 B. Choosing a Student Organization Sponsor 6 Sponsor Standards. 8 Sponsor Contract 10 C. Maintaining Club Recognition.. 11 Officer List.. 12 D. Requirements for Holding Office.. 13 E. General Duties for Officers of Student Organizations. 14 II Financing your Organization 16 A. Award Money.. 16 Club Award Levels Criteria.. 17 Club Award Levels. 17 Student Organization Goal Sheet.. 19 B. Fundraising. 20 C. Donations / Contributions 21 D. Sales Tax Exemption Form.. 21 Request to Solicit Donations. 22 Carson s Club Menu. 23 III. Resources. 24 A. Student Organization Office.. 24 B. Banner & Bulletin Boards. 24 C. Posterboard / PosterMaker / Stands.. 25 D. General Decorations 25 E. Literature 26 F. Mail Boxes. 26 3

4 G. Duplication / Printing. 26 H. Cotton Candy, Snow Cone & Popcorn Machines 26 I. Officer Transition Checklist. 27 IV. Policies & Procedures.. 28 A. Securing Monies, Disbursements, Reimbursements, Purchase Orders & Depositing Monies.. 28 B. Travel 29 C. Club Status Recognition : Introduction D. Probationary Status & Suspension of Recognition 30 E. Student Conduct Code.. 32 F. Meetings & Events.. 32 G. Regulations for Planning Large and Small Events.. 33 H. Poster or Flyer Regulations. 33 I. Regulations for Mail Outs 34 J. Campus Solicitation 35 V. Online Services. 36 A. Event Request. 37 B. Calendar

5 : Getting Started A. Starting a New Club or Organization Getting Started To form a new student organization on campus, the following procedures must be completed. I. Fill out an official petition for formation of a club or organization, which is available in the Office of Student Life. The petition must include signatures and student ID numbers of ten (10) currently enrolled students who plan to actively participate in the club. The petition SHOULD also include the following information: a. Official name of club b. Purpose of organization c. Requirements for membership (majority of members should be students, faculty and /or staff at Oklahoma City Community College, and shall not be restrictive based on race, sex, creed national or sexual orientation) d. Planned meeting dates e. List of officer positions and duties of each (President, Vice President, etc.) f. Election procedures 5

6 g. List of club fees and dues (no club or organization should charge excessive dues normal range would be $5 to $15 per year. Exceptions: honor societies and those groups with national affiliation) II. All proposed organizations and clubs must also have their petition signed by a faculty or staff sponsor and alternate sponsor acknowledging their acceptance of duties and responsibilities as sponsors, as they are outlined in this document. At least one sponsor must be a full-time faculty or staff person at Oklahoma City Community College. The sponsors must also complete a Sponsors Contract. III. The Director of Student Life may or may not recommend approval. If approval is recommended, the Director of Student Life will forward the petition to the Vice President for Enrollment & Student Services for approval. IV. Upon approval by the Vice President for Enrollment & Student Services, clubs can request a meeting location for the organization s meetings and utilize seed money through the Office of Student Life. V. Upon approval, the newly organized club is encouraged to draft a constitution to be submitted to the Office of Student Life. Assistance in writing a club constitution may be obtained from Student Life staff : Getting Started Oklahoma City Community College Office of Student Life Petition for Formation of a Club or Organization Date: Official Name: Purpose: Club Requirements For Membership (The College requires that the majority of the members be currently enrolled students. Any voting member of the organization must be an Oklahoma City Community College student). Proposed Meeting Date(s) and Time(s) Date Time 6

7 List of Officer Positions (President, Vice President, etc.) and the Duties of Each. (To be eligible to hold an office, a student must be enrolled in at least six (6) credit hours, with a minimum cumulative GPA of Other requirements are delineated in the Student Organizations Manual.) Positions Duties Election Procedures: : Getting Started Petition for Formation of a Club or Organization (Continued) Club Fees or Dues (It is recommended that dues not exceed $5.00 to $15.00 a year. Exceptions given to honor societies and organizations with national affiliations) Members (Minimum of ten (10) Student Signatures). Please include Phone and Student ID Number Names Phone Student ID Numbers 7

8 Sponsor Contact Information Name Department/Address Phone/Ext Sponsors should be aware of their responsibilities as outlined under Sponsor s Standards. Sponsors should also know that their involvement with an organization is not generally associated with an employee s normal work responsibilities. However, we feel it is important that the employee s supervisor and Vice President are aware of the employee s intention to serve as a sponsor. Therefore, the sponsor also must submit a Sponsors Contract to be recognized as the group s official sponsor. Please submit completed form to the Office of Student Life Date Date Approval Director of Student Life Approval Vice President for Enrollment & Student Services : Getting Started B. Choosing a Student Organization Sponsor Sponsor Standards In an effort to meet the expectations of the College and hopefully better serve our students, the following is a list of preferred qualifications for those serving as sponsors for Oklahoma City Community College student organizations. Primary Sponsor should meet these preferred qualifications: 1. Full-time employee, faculty or staff 2. Earned Bachelors Degree or Associates Degree and three years full-time working experience 3. Sponsor must have approval from supervisor and appropriate executive council member 4. Sponsors must submit the Contract for Club Sponsors on an annual basis by October 1. 8

9 Special exemption may be granted by the Director of Student Life for clubs with multiple sponsors in which a Secondary Sponsor may be designated. In these circumstances, the following could be approved on a case by case basis: adjunct faculty, part-time employee and community representative. The role of the sponsor will vary depending on the organization, group size, makeup and purpose. The role of the sponsor includes: 1. Attending regularly scheduled meetings and events. 2. Meeting with executive officers for the following purposes: a. Discuss organizational goals and directions b. Assist with the development of organizational programs c. Discuss internal organizational difficulties d. Discuss financial status of the organization 3. Serving as a sounding board when the organization is discussing new ideas 4. Supporting the group 5. Assessing group dynamics. 6. Being knowledgeable about College policy and any policy that may impact the organizations decisions or programs 7. Contacting the Office of Student Life to discuss organizational issues, concerns and questions 8. Providing continuity and stability as student leadership changes. 9. Providing an outside view or prospective 10. Providing a connection to a variety of on and off campus resources 11. Helping deal with organizational crisis 12. Giving honest feedback and direct expectations to group members 13. Giving positive reinforcement for accomplishments 14. Sharing experience and expertise when appropriate : Getting Started Consider all the roles a sponsor may fill and your group s purpose before you ask someone to be your sponsor. You may need someone from a specific academic department; you may need someone with a flexible schedule. Through your interactions with faculty or staff, members of your group will be able to identify people who are likely to be interested in working with your organization. Once a faculty or staff member has agreed to work as your sponsor, make sure you utilize this valuable resource! Keep your sponsor informed of group activities, membership, leadership and future plans. If you need help, don t wait until the last minute to ask. Most importantly, make sure your sponsor knows that you appreciate the volunteer time they spend working with your group. If you are having difficulty identifying a potential sponsor, please stop by the Office of Student Life. We may have some suggestions. 9

10 : Getting Started Office of Student Life Contract for Club Sponsors 10

11 The Office of Student Life has responsibility overseeing the functions of student clubs and organizations at the College; however, the office cannot accomplish this mission without the assistance of very capable faculty and staff who volunteer their time to serve in the capacity of Club Sponsors. Student clubs and organizations on campus are required to have at least one Primary Sponsor and in most cases, clubs have two sponsors. Each year, Student Life prepares the Student Organizations Manuals, which outlines the policies and procedures associated with the student clubs. It includes a section on sponsor s responsibilities, and we ask that all club sponsors be familiar with the information in that segment and other parts of the manual, as well as the Sponsor Handbook. Most importantly, sponsors have responsibility for attending all meetings and activities associated with their club in order to ensure that College policies and procedures are maintained and to provide advice and assistance to club officers and members. Generally, sponsorship of a club is not considered part of the regular work responsibilities of a faculty or staff member. Even though the commitment to a club is often that of personal time, it is important that the sponsor s supervisor and President s Cabinet Representative be aware of the position. For that reason, and in order to maintain accurate records, we ask that sponsors complete this form and return it to the Office of Student Life on an annual basis. Signed this day of, the year. Please Print Your Name: Your Title: Name of the Student Organization that You Plan to Sponsor: Home Address: Department: Office Extension/Home: Your Signature: Signature of your Supervisor: Signature of your President s Council Member: Signature of Director of Student Life: C. Maintaining Club Recognition : Getting Started To receive and maintain club recognition, student organizations must submit the following information to the Office of Student Life by May 1 st of each spring or any time changes are made. 1. Current constitution (only necessary if there have been changes). 11

12 2. List of officers and sponsors (remember to update throughout the year). 3. Officer contact information. 4. Name of representatives to The Leadership Council (TLC). TLC will be inclusive of information sharing opportunities, special leadership training and hands-on experiences that will be beneficial to the members and their clubs. These individuals are required to attend scheduled meetings of TLC, which is held on alternate Thursdays at 12:30 p.m. If an organization fails to have a representative at two (2) or more TLC meetings in one (1) semester, the organization may be placed on probationary status. Attendance at these meetings is advantageous for the clubs as information is shared that is beneficial to the members and the organization to be aware of college concerns, changes and events. A copy of the Officer List is on the following page : Getting Started Organization Name: Oklahoma City Community College Office of Student Life OFFICER LIST Date: 12

13 Name: Address: Phone #: OCCC Officer Position: City & Zip: Student ID#: TLC Rep.: Yes No Name: Address: Phone #: OCCC Officer Position: City & Zip: Student ID#: TLC Rep.: Yes No Name: Address: Phone #: OCCC Officer Position: City & Zip: Student ID#: TLC Rep.: Yes No Name: Address: Phone #: OCCC Officer Position: City & Zip: Student ID#: TLC Rep.: Yes No : Getting Started D. Requirements for Holding Office Student organizations are encouraged to hold an election of officers in April of each year, with regular terms running through the following May. However, groups may vary from this as needed or appropriate. Forms for the submission of names, positions, addresses, 13

14 phone numbers and student identification numbers of newly elected officers are due in the Office of Student Life on May 1. In order for students to be eligible as an officer of a student organization, they must meet the following criteria at the time of election and throughout their tenure: 1. The student must be enrolled in at least six (6) credit hours at Oklahoma City Community College. 2. He / She must maintain a minimum cumulative and semester grade point average of The student cannot be on academic or disciplinary probation at the College. 4. Officers are required to be familiar with the information included in this document and the Student Handbook. They are responsible for ensuring that organization activities remain within the stated guidelines contained in these documents. 5. At least one (1) officer or member from each organization is required to attend the Student Leadership Retreat and Student Leadership Workshop provided each year by the Office of Student Life. These important activities are beneficial for all of the organization officers and sponsors and can be attended by more than one person. 6. It is recommended that a student hold a major office in no more than two (2) clubs or organizations. 7. Club officers are expected to exhibit appropriate behavior as role models on campus, as well as at off campus College-sponsored events : Getting Started E. General Duties for Officers of Student Organizations 14

15 The following information is not inclusive of all duties and requirements of the officers of the various student clubs on campus. It is only provided as a general outline of the type of duties, which could or should be accomplished by students filing the various positions. 1. PRESIDENT Preside over regularly scheduled meetings, seeing that they progress in a timely and orderly manner. Assign duties to committee chairs or officers. Ensure that the planning and promotion of activities proceed in a timely manner. Assist members or officers in the implementation of events. Attend Leadership Retreat and Workshop for student organization officers. Student officer should demonstrate leadership ability and strong organization skills. 2. VICE PRESIDENT In the absence of the President, preside over regularly scheduled meetings, seeing that they progress in a timely and orderly manner. Assist the President in responsibilities related to that office. Consult with President on a regular basis. Serve as chairperson of at least one committee. Attend the Leadership Retreat and Workshop for student organization officers. Demonstrate leadership ability and strong organizational skills. 3. SECRETARY Attend all regularly scheduled meetings. Record minutes (pertinent information must be documented accurately) and take roll of the members. Transcribe minutes of meeting within one (1) week of the meeting. Equipment and resources are available in the Student Organizations Office. Copy minutes for all members prior to the next meeting. (Guidelines for requesting copies of items allow 24 hours for copies in the Office of Student Life). Maintain a notebook of official meeting minutes throughout the year. Attend the Leadership Retreat and Workshop for student organization officers. Student officer should have strong organizational skills and adequate typing skills. 4. TREASURER - Attend all regularly scheduled meetings. Meet with the Student Life Organizations Assistant on a regular basis to gather accurate budget information. Serve as consultant to other club members relating to the budget, expenditures of funds, requisitions, etc. Prepare and deliver a budget report at each regularly scheduled meeting. Attend the Leadership Retreat and Workshop for student organization officers. Student officer should have strong organizational skills and adequate mathematical and/or accounting skills : Getting Started 15

16 5. PUBLIC RELATIONS OFFICER Attend all regularly scheduled meetings. Oversee the disbursement of information to the Pioneer, Public Relations and the Information Center to ensure that it is accurate. Work closely with the faculty/staff sponsor and/or a Student Life Staff person in all matters relating to the disbursement of promotional materials. Assist in preparing promotional flyers and posters for club events. Attend the Leadership Retreat and Workshop for student organizations officers. Student officer should have strong organizational skills and creative artistic ability. 6. THE LEADERSHIP COUNCIL REPRESENTATIVE TLC will meet every other Thursday during the fall and spring semesters. If the representative is not available for some reason, the club may select another student who is interested in participating in this opportunity. TLC, sponsored by the Director of Student Life and the Director of Student Relations, serves as a resource for the Vice President for Enrollment & Student Services and the rest of the Executive Council for the benefit of both the students and the college. TLC will also include special leadership training and members may be selected to serve on collegewide committees and other important opportunities. The TLC representative should be available to attend all regular scheduled meetings of The Leadership Council, serving as an active member of TLC and representing your club. Provide a TLC report at each meeting of your club to discuss TLC issues with members and to learn their concerns in order to inform TLC. Responsible for ensuring that an alternate club member attends TLC meetings when you are not able to attend, understanding that if an organization fails to have a representative at two (2) or more TLC meetings in one (1) semester, the organization will be placed on probation. (See: Requirements for Maintaining Recognition). Attend the Leadership Council Retreat with the College s Executive Council. Student representative should have strong organizational skills or interested in the affairs of the College and be willing to participate in meetings. NOTE: Individual clubs may have additional criteria for holding an office. This is only intended as a general outline. 16

17 : Financing Your Organization II. Financing Your Organization The clubs and organizations of Oklahoma City Community College are considered to be members of the College community. With this standing comes great responsibility in making sure that your organization follows all of the College policies regarding budgets and funding. The student organization funds are maintained and distributed through the Office of Student Life. Before any funds may be used, an activity request must be approved by the sponsor and submitted to the Office of Student Life for approval, at which point a requisition for purchases will be completed by the Office of Student Life. Student Life will handle your request as quickly as possible; Understand, however, that certain requests must be forwarded to other offices and that these transactions take time. This is why a policy of two (2) weeks notice for small activities and eight (8) weeks notice for travel and larger events must be maintained. Furthermore, lack of important data can slow the process of approval. It is the club officer s or sponsor s responsibility to provide all necessary information for the requisitions, such as vendor name, address, phone, , etc., as well as specific information about the item or service that is to be purchased. In order for a club to maintain funding and an active status, they must adhere to all of the guidelines listed in this section. A. Award Money I. Clubs that maintain an active status will be allotted award money based on the award level selected by the club or organization. Dean Award level is $100 ($50.00 per semester). Vice President Award level is $250 ($ per semester) and President Award level is $500 ($ per semester). These monies should be used for approved events and purchases. All requests for use of the award money must be submitted by May 1 st of each year. II. III. Before funds from the award account can be used, an activity request must be filled out at least two (2) weeks before the event is scheduled to take place. Note that in some cases, eight (8) weeks advance notice is necessary. This is especially true with travel requests since arrangements must be made with multiple offices and time is needed to make those arrangements. Clubs must follow all Student Life and College purchasing requirements. 17

18 : Financing your Organization Club Award Levels Criteria The Office of Student Life operates with the fundamental principles of student development theory in order to provide a variety of programs and services that support students in their pursuit of a successful higher education experience. Participation in a student club at Oklahoma City Community College should provide a positive experience that supports the continued development and success of the individual through the construct of group activities. The Office of Student Life strives with intention to support student success, and we therefore resolve our continued development and success of the individual through the construct of group activities. The Office of Student Life strives with intention to support student success, and we therefore resolve our continued commitment to the students and club sponsors of Oklahoma City Community College. Objectives Provide clubs with a systematic approach to planning each semester Establish a framework for clubs to set and achieve goals Encourage club leaders to challenge themselves and their members Maintain club accountability and integrity Support clubs with a framework to access financial resources Support clubs with opportunities to increase their financial resources Award Level Criteria 1. Clubs determine their award level. 2. The Spring 2010 semester is the implementation of the system. 3. Each level builds upon the previous level of production. 4. All criteria must be met in order to move to the next funding level. 5. Levels are fluid, therefore, clubs can move up or down during a current semester. 6. Club Goal Sheets are a tool designed to aid in the achievement of a desired funding level. 7. The Student Clubs and Organizations Assistant will track clubs status using excel. 8. One probation category freezes club funds temporarily. 9. Club funds can be reactivated by fulfilling the requirement or meeting with Student Life staff. 10. Student Life will listen to constructive feedback regarding the process. Club Recognition Clubs levels will be posted on the Student Life website and at the Student Organization Fair in the fall of 2010 based on club success during the spring of Each semester, the celebration of club recognition will be publicized on the Student Life website and during the organization fairs. Club Award levels: President Award Level Vice President Award Level Dean Award Level 18

19 : Financing your Organization 19

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21 : Financing your Organization 21

22 : Financing your Organization B. Fundraising I. Fundraising projects must be approved by Student Life by means of a completed activity request at least two (2) weeks prior to the commencement of the project. For fundraising that requires the use of CU 1, 2 or 3, or that involves the community, eight (8) weeks notice may be necessary. I. Before fundraisers are approved, the purpose of the funds must be clearly stated on the event request. Furthermore, the description of use must also be posted clearly at the place and time of the event. Clubs must clearly advertise to everyone as to why they are raising funds! III. IV. Fundraising events cannot be of such a nature that they conflict with food service, the bookstore s operations or other college operations. Specifically, all food items must be purchased through Carsons. If you are having a bake sale, baked goods may be made and brought from home, but this does not mean and does not include items that are bought at a grocery store and then sold in a bake sale. Only homemade items are exempt from the rule that all foods items must be bought from food service! (See Carsons Club Menu on page 20). Some exceptions can also be made for 100% donated items. Please speak with Student Life Staff for clarification before holding the fundraiser. Clubs and Organizations should make sure that they have enough volunteers to run the event before the event is scheduled. There shall be no abuse of time or space in scheduling of events. Administrative action may be taken by the Office of Student Life if a violation is recognized. Fundraisers can only be scheduled two (2) days during a one (1) week time period and no more than four (4) times each month due to club numbers and space restraints. Fundraisers similar in nature with other clubs or organizations will not be scheduled at the same time on the same date. V. When planning a fundraiser, you must provide all pertinent information on the activity request at least two (2) weeks before the event. This information must include, but is not limited to: 1. The location where the event is to be held. 2. The date and time of the event. 3. Any special setup that is needed, i.e. tables, chairs, pegboards. VI. Start-up money in the amount of $30.00 for a fundraiser is available through the Bursar s Office, and must be returned to the Bursar s Office immediately 22

23 following the fundraiser. Cash lock-boxes are also available through Student Life : Financing Your Organization VII. VIII. IX. If the popcorn, snow cone or cotton candy machines are to be used, they must also be scheduled at least two (2) weeks in advance by including this information in the other needs section of the activity request. Clubs may only use 2 of the 3 machines at one time to ensure availability for others. Machines must be returned clean or administrative action may be taken, which denies future use of the machines. After any fundraising event, all funds need to be deposited into the club accounts within 24 hours or on the following school business day and the receipt returned to Student Life. (See: Financial Regulations). Also see the Student Handbook for complete solicitation policy information. Student handbooks can be viewed on-line at C. Donations / Contributions I. In order to solicit donations from outside companies and businesses, you must first fill out an activity request stating what you wish to do and why. II. III. IV. In addition to the activity request, clubs or organizations need to complete the request to solicit contribution or donation forms. This must be completed and approved before you may approach any business for donations! (See form on next page). Once the request to solicit contributions or donations has been approved, the club will be issued a donation letter on College letterhead. This letter will identify you and your club and give a brief explanation of why you are trying to raise money. Businesses tend to be more willing to donate to clubs when they know who you are, what you do and what your club hopes to accomplish by soliciting funds for donation. Letters may be picked up in the club s mailbox, located within the Office of Student Life. These are standard form letters; if any special information needs to be included, speak to Student Life Staff. Make sure that you maintain a list of businesses to which you have made solicitations and be sure to send thank you cards from your club showing appreciation for their support. D. Sales Tax Exemption Form All purchases made on behalf of Oklahoma City Community College must be accompanied by a tax exemption form in order to avoid paying tax. Purchases made 23

24 without the tax exemption form will not be fully reimbursed or paid due to the College being exempt from sales tax. The tax exemption form can be picked up in the Office of Student Life for all approved purchases : Financing Your Organization Oklahoma City Community College Office of Student Life Request to Solicit Contributions or Donations Before you speak to a company representative, you must obtain the approval of the Director of Student Life. Please submit this form to the Office of Student Life at least one (1) week before you plan to request contributions. Name of Organization: Date of Request: Name of Activity/Event: Purpose and Date of Activity/Event: If funds are generated from the sale of donated items, for what will the money be used? Name of Officer Submitting Form: Approval of Sponsor: Please list the businesses you plan to visit, their addresses and the items you are going to request. Business Address Item(s) Approval Disapproval Director of Student Life Date 24

25 : Financing Your Organization Carson s Student Club Menu Student Club Snack Menu South of the Border (For Pick-Up Orders Only) Tortilla Chips Nacho Cheese Sour Cream Salsa Onion Black Olives Jalapeno $2.15 a person add meat for $1.00 a person more. Chicken Strips w/gravy or dipping sauce doz. 6 Foot Sub feeds 18 /4 sub. (Need 48 hours to order.) $25.00 Meatballs your way. (3 a person) $1.50 a person Snacks (chips, pretzels, popcorn, nuts, nachos, cookies) $1.95 a person Mini Chopped BBQ Sandwiches. $1.25. Mini Deli Buns Sandwiches. $1.25. Cheese Chili Fries or Tots ea person. 7 Layer Dip and Tortilla Chips 1 steam table pan. $10.00 (serves 10) Home-Style Mini Pizza from $2.99 to $5.00 Hot Dog (1) $1.59 Burger (1) $1.89 Cheeseburger (1) $2.15 Large Pizza ( 1 Topping) $9.99 Bread Sticks (4) $.99) Fruit Tray W / Dip $35.00 (small) $57.60 (medium) Vegetable Tray W / Dip $21.60 (small) $39.60 (medium) Cookies (ea.) $.60 Dessert Bars (ea.) $.75 Donut $8.60 per dozen Muffins (medium) $.85 Iced Tea (gallon) $2.95 Pop (12 oz. can) $.50 25

26 Red Punch (gallon) $7.50 Hot Chocolate (gallon) $8.75 Hot Coffee (gallon) $8.40 Important Notes: If you do not see the item you want on the club menu or full menu, please talk to the Office of Student Life as Carson s can also do special orders for most any item. Note that four (4) weeks advance notice will be needed for special orders. If your food is under-cooked or over-cooked or generally not prepared to your satisfaction, please alert food service staff immediately so that they can correct the problem. Prices are subject to change. The Office of Student Life will work to update clubs of changes as they occur. A. Student Organizations Office III. Resources : Resources The Student Organizations Office is available for use by officers and active members of the student organizations. This office is located in the Office of Student Life near entry 3 in the main building. Student officers have access to: Telephone ( extension 7311) Computers (equipped with Windows XP) Printers Typewriter Filing & storage cabinets Office supplies (tape, stapler, hole punch, envelopes, etc.) I. Purpose of Office The Student Organizations Office provides an area and the necessary equipment to assist officers in achieving club goals. This area is provided so that club officers may conduct club business and is not intended for personal use! II. III. Staff Assistance The Office of Student Life staff is available to assist student officers during regular business hours with computers, the completion of forms, the provision of supplies, etc. More specific questions about particular procedures and activities may need to be directed to a member of the Office of Student Life staff. Student Leader s Responsibility For the most part, student leaders are expected to manage this area on their own. We ask that mutual respect be given, and that a professional order of conduct be maintained. IV. Office Hours Monday - Thursday Friday 8:00 a.m. to 6:00 p.m. 8:00 a.m. to 5:00 p.m. 26

27 Limited services are available after hours with appropriate permission. B. Banners and Bulletin Boards I. A large banner is available in the Office of Student Life to display club events and can be hung on the railing of the main building staircase. Student Organization Bulletin Boards and Campus Event Boards are strategically placed around the campus. Visit the Office of Student Life for a map of all bulletin boards. II. The banner and flyers should state: Who, What, When, Where and Why? : Resources III. Flyers cannot be attached to wall areas with thumbtacks, straight pins or drafting tape, but must be placed on boards labeled Campus Activities or Student Clubs & Organizations. IV. Approval for the display of a club banner will be granted no more than seven (7) consecutive days and will be available on a first come first serve basis with campus-wide events taking scheduling priority. V. Individual(s) requesting to display a banner must supply all materials necessary to hang the banners. VI. VII. VIII. The banner must be removed immediately after the approval dates of display. Only events for which an activity request has been approved may be publicized through flyers or use of the banner. Posters may not be hung on wooden or glass doors, windows, painted surfaces or on cement columns around campus. (Please refer to designated areas that are specified above.) Persons responsible for hanging signs are also responsible for removing them within one (1) school day following the event. NOTE: Any violation of the above rules may result in probation or suspension. C. Posterboard/PosterMaker/Stands Poster board, poster maker and stands are also available to clubs for any approved activity. Large poster boards may be displayed on the white stands. There is a limit of three (3) stands 27

28 per event/meeting based on availability with campus-wide events taking priority. Stands may be used for seven (7) consecutive days and must be removed promptly after event and returned to the Office of Student Life. Note that stands are first come, first serve and posters may be removed in the case of a campus-wide event or to provide other clubs with reasonable access. Clubs are discouraged from depending on having access to the limited number of stands. D. General Decorations Student Life has a variety of decorations that may assist you with your various events or projects. Items such as balloons, colored paper, ribbon, string and a variety of other creative tools and supplies are available for your use : Resources E. Literature Resource material is available in the Office of Student Life covering topics to accentuate club meetings and build your club, such as: How to plan a successful meeting Recruiting Fundraising ideas Sample constitutions Sample meeting agenda Tips for recruiting and maintaining membership Ideas for community service projects F. Mail Boxes Club mail boxes are located in the Student Club and Organization Office in the Office of Student Life. These mail boxes should be checked at least once a week. These mail boxes may be used to advertise and promote club events and fundraisers to other clubs and organizations. Student Life and the Leadership Council along with other college departments regularly place important information pertaining to upcoming events in the club mail boxes. G. Duplication / Printing Duplication of flyers can be done in the Office of Student Life with assistance from the Student Life staff with advance notice. Copies are limited to 25 copies. 28

29 Larger print jobs will be sent to the print shop. These print jobs must be submitted to the Office of Student Life in electronic form for duplication. Allow at least two (2) weeks for large tasks. H. Cotton Candy, Snow Cone Machines & Popcorn These three (3) fundraising utilities are available upon request along with supplies to assist in generating funds for your clubs. They must be requested at least two (2) weeks in advance. No more than two (2) machines may be requested for a fundraising event. Failure to clean machine after use will result in having future privilege denied, as well as a $50.00 clean-up charge that will be assessed to your club account. I. Officer Transition Checklist (see page 27) : Resources 29

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31 : Policies & Procedures IV. Policy & Procedures A. Securing Monies, Disbursements, Reimbursements, Purchase Orders and Depositing Monies. I. In order to request money for an event or fundraiser, an activity request needs to be submitted and approved by the sponsor at least two (2) weeks in advance. II. III. To obtain a disbursement/check, clubs should submit an activity request. Include in the request the amount of the check, name of responsible student/sponsor, their student/employee Identification number and the reason the check is necessary. All monies not incurred should be returned to club accounts immediately. Processing can take two (2) to six (6) weeks. Regulations for Making Purchases Before a club can make purchases for events, an event request will need to be filled out at least two (2) weeks in advance explaining what the purchase is for, the amount needed, and where the supplies are to be purchased. This applies to all purchases. Any purchases made without an approved activity request will be considered a donation made by you and your club will thank you for your generous purchase. In most cases, a purchase order (PO) will be issued to be taken to the business establishment and all purchases will be charged to either the club s seed account or club account based on request. Businesses in which the College does not currently hold an open purchase order will require an activity request, making a request for a purchase order to said company. If the company accepts purchase orders and your activity request is approved, a PO will be issued for the club to make a purchase. Allow two (2) to four (4) weeks for a PO to be generated in order to make your purchases. If a business does not have a current listed PO number and does not accept PO numbers, then arrangements may need to be made to request reimbursement. As with all purchases, even reimbursements require an activity request to be filled out BEFORE the purchase is to be made. Reimbursement cannot be made without an activity request filled out prior to the purchase. Tax is not reimbursed. Pick up a tax exempt form from the Office of Student Life prior to the purchase. Only when a place of business will not accept PO s will reimbursement be given. IV. Regulations for Making Deposits After any event, it is vitally important that each club make their deposits within 24 hours, or the next business day following the event. This applies to anything that deals with the collection of money, i.e. fundraisers, donations and membership dues. Deposits should be made in the Bursar s Office. Simply give the person the Nard Code of your club or organization and the money will be deposited into the proper account. After you have made the deposit, the Bursar s Office will give you a receipt, which must be returned to 31

32 : Policies & Procedures the Office of Student Life if you want your deposit to go through the proper channel, and without delay. B. Travel Student Travel Procedures and College Policies I. An event request must be submitted at least two (2) weeks before local travel plans are made by the organization, and approved by the Club & Organization Assistant prior to scheduling, promoting, or contracting for service. If the trip requires transportation to be reserved, or is outside the state, the request must be submitted as early as possible. In this case the two (2) week notice normally required is not sufficient; we require eight (8) weeks. II. III. IV. All participants traveling must read and sign a General Release Form. A copy of Administrative Procedure 3067 will be provided to each student either by their sponsor or the Office of Student Life. In other instances, a General Release Form would be required to include a movie at someone s house, a car wash, the retreat/workshop or a convention etc. Completed forms should be returned to the Office of Student Life at least three (3) days prior to departure. Failure to provide this form will prohibit the student s participation. The student organization president or sponsor should provide the Office of Student Life with the following: itinerary of the trip, list of contact names and destination address and phone numbers prior to departure. The student organization is required to provide receipts for ALL expenditure in accordance with Oklahoma City Community College Finance Office Guidelines. V. Participants must be 18 years of age or older. VI. VII. VIII. IX. A full-time employee of the college should, in most cases, be designated as sponsor of the trip. College vehicles should be used whenever possible and regular College policy for use of College vehicles must be followed. Personal transportation may only be used when a College vehicle is not available. If College transportation is used, the driver must be a College employee registered with Fleet Management through the Facilities Management Office. Registration can be done online at: If a vendor provides transportation, the vendor must possess appropriate licenses and liability coverage. X. If a distance of over 300 miles is traveled for the activity, a minimum of two (2) qualified drivers are required per vehicle. 32

33 : Policies & Procedures XI. Non-students may not participate in any club travel. NOTE: For extended trips, please refer to Oklahoma City Community College s Board Policies and College Procedures Manual for specific regulations and speak to the Director of Student Life before making plans. C. Club Status & Recognition Club Expectations I. Maintain records with the Office of Student Life, which includes the following: a. Officer updates b. Timely submissions of request c. Providing receipts for club purchases d. Maintain club financial needs II. III. IV. Maintain a membership roll of 10 members Have a club representative at all TLC meetings Have a club representative attend the Student Leadership Retreat in August and the Student Leadership Workshop in January V. Abide by all college policies outlined here and in the Student Handbook VI. VIII. IX. Complete event summaries within two (2) weeks after the event A student club has the responsibility to recognize that student actions reflect upon the individuals and upon the entire Oklahoma City Community College community Club should do one (1) service project per year D. Probationary Status and Suspension of Recognition I. If a student organization is placed on probationary status, the club will not be allowed to utilize the students activities funds set aside for them. This includes the $ stipend allowed each year. 33

34 II. Student clubs and organizations may be placed on probationary status for any of the following violations: a. Failing to have a club representative at two (2) or more TLC* meetings in one (1) semester. b. At least one (1) student representative should participate in both the Student Leadership Retreat in August and the Student Leadership Workshop in January : Policies & Procedures c. Failure to consistently abide by College policies outlined here and in the Student Handbook. III. IV If an organization is placed on suspension, the club immediately loses its privileges of being a College organization. All accounts of the suspended organization will be placed on hold, and all other club activities will be forbidden. Clubs or organization could be suspended for the following reasons: a. Failure to adhere to the information listed in Section D, II of this document. (An organization is placed on suspension if it fails to register in the fall. They may regain recognition for the spring semester if they supply the necessary information in February). b. Any group found to be in violation of the Student Conduct Code, as outlined in the Student Handbook, or of the guidelines specified in this document. Specifically, organizations may not engage in hazing or in any mistreatment of others, which could endanger, injure, harass, degrade or disgrace other students or persons or in any way interfere with educational activities. c. All recognized organizations are required to submit event summaries of each activity held to the Office of Student Life as determined by the Director of Student Life. Failure to show a reasonable amount of activity in promoting clubs purposes as outlined in the organizations constitution could constitute suspension. V VI. If an organization fails to regain recognition for two (2) consecutive years, the organization s account balance may be transferred to the Student Life account for general student needs. An organization may voluntarily relinquish its recognition at any time by delivering to the Director of Student Life a written notice, signed by the remaining officers and sponsors, stating that they are disbanding and why. 34

35 *TLC, sponsored by the Director of Student Life and the Director of Student Relations, serves as a resource for the Vice President for Enrollment and Student Services and the rest of the President s Cabinet for the benefit of both the students and the College : Policies & Procedures VII. VIII. A group may reapply for recognition by following the formation process required of any student organization. If an organization believes they were wrongly suspended by the Director of Student Life, they should refer to the Student Grievance Procedures, as outlined in the Student Handbook. E. Student Conduct Code The Student Conduct Code published in the student handbook applies to activities scheduled on or off-campus by Oklahoma City Community College student organizations. The web page can be accessed at a. Any deviation from policy may result in disciplinary action against the student involved or against the organization as a whole. b. It is the students responsibility to become acquainted and comply with all published Oklahoma City Community College policies and to conduct themselves in a manner compatible with all College regulations. F. Meetings & Events Planning and Scheduling of Events 35

36 I. Student organizations wishing to sponsor an event must obtain approval from appropriate Student Life staff prior to scheduling the event on or off-campus by submitting an activity request found on-line at least two (2)weeks in advance. Access event request at II. III. IV. The use of the large College Union rooms is generally limited to two or three (2-3) times per semester for special events planned by each club. When using College Union rooms, or planning an event other than a small fundraiser or meeting, eight (8) weeks is recommended. Regular club meetings and club activities should generally only be held during College hours of operation. Special permission prior to an event that is to be held on an off-day or holiday can be granted by the Director of Student Life but only with an approved activity request. Club members are expected to leave the area clean following their event. V. An event summary form must be filled out on-line for every event held. These event summary forms should be completed immediately following an event : Policies & Procedures G. Regulations for Planning Small and Large Events 1. Small Events Small events are those that require little planning or scheduling. Small events usually consist of things like fundraisers & club meetings. For all small events, an activity request must be filled out at least two (2) weeks in advance. Some clubs will fill out an activity request at the beginning of a semester to cover all of their meetings for that semester. The way to do this is an on-line activity request. If you do wish to schedule all of your regular meetings on an activity request, you can only do it for one semester and the room and time must stay the same for the entire period; otherwise, multiple requests must be submitted. 2. Large Events Student Life considers large events to be any event that requires numerous planning details or that will need to accommodate a large number of people. In any case, an activity request must be filled out in plenty of time to make arrangements, i.e. purchases, reservations, payment arrangements, food requests, or audio / visual equipment. Rooms that accommodate large numbers of participants often need to be scheduled well in advance (sometimes as much as a year). Examples of what large events might consist of (but are not limited to) are: a. Banquets b. Pinning or induction ceremonies 36