SGA Policies for Clubs and Organizations
Only SGA recognized clubs and organizations registered with the College can use SGA and campus resources. Active clubs must meet the following requirements:
- Limit membership to currently-enrolled students, although there may be provisions for non-students per the club’s constitution
- Register with the Student Activities Coordinator each year
- Have a club representative present at SGA meetings
- Turn in an End-of-Year Financial Report and Club Registration form each spring
- Sponsor at least two activities on campus each semester. Typical activities could include, but are not limited to participating in the annual club fair; hosting a fundraiser; coordinating a service project; sponsoring a program; or attending a conference.
Establishing a New Student Organization
Anyone interested in starting a new student organization must:
- Meet with the Student Activities Coordinator to discuss starting a new club
- Establish the name of the organization and define the purpose
- Identify a full-time faculty or staff member to serve as advisor
- Have at least five currently-enrolled students sign a petition indicating their intent to become a member of the proposed organization
- Develop a constitution and bylaws outlining the purpose, goals, officers, elections, etc. (Templates are available from the Student Activities Coordinator)
- Submit a proposal outlining the club purpose, goals and objectives, with the constitution and bylaws and petition to the SGA President
- Attend an SGA meeting and present the club proposal for approval.
The SGA and the administration of Mitchell Community College approve all new clubs and organizations.
SGA Attendance/Club Reward Policy
The SGA provides funding of $15 per club for each meeting attended with a bonus of $60 if all meetings are attended by a representative. The club representative must stay for at least two-thirds of the meeting to be counted present. The money may be used for any legitimate club activity that benefits Mitchell students. It cannot be used to make donations to organizations or individuals outside Mitchell. The money is made available at the end of Fall Semester and at the end of Spring Semester. Organizations with fewer than five members are ineligible for club reward funds.
SGA Club Funding Policy
Each semester, various clubs on campus have reasons to request a fund disbursement from the SGA. Matching Funds can be requested for student travel, special events or programs. The SGA will budget money for the fall semester and the spring semester to be made available for these requests.
The SGA provides major event funds and matching grants. Matching grants can be requested for student travel, special events or programs. The SGA will budget money for the fall semester and the spring semester to be made available for these requests. Clubs may apply for matching grant funds and major event funds. A maximum of $500 may be requested per club from each fund during the fall and spring semesters. At the end of the year, any money left over from club funding will go back into the general fund and be made available for the SGA to use towards other activities.
To be considered for funding, the club must:
- be a registered student organization with at least five members
- be considered active
- be present at no less than four meetings in the semester in which the funds are requested
To qualify for matching funds, the club must raise through other means the amount that it is requesting. Requests must be in writing and submitted to the SGA President at least 30 days in advance using the SGA Funds Request Form. The request should include a list of activities and fundraisers held during the semester and how much the club is contributing from its treasury. A club representative will be asked to present the proposal at the SGA general body meeting.
Receiving a Check from SGA
Clubs need to deposit checks issued from the SGA as soon as possible. Report lost or misplaced checks immediately to the SGA Advisor. Checks that expire or are lost will not be reissued after the end of the fiscal year which occurs on June 30.
Financial Matters
Any club that does not have a bank account will be ineligible to receive club reward money or funding from the SGA. Account verification must be completed only once and should be submitted prior to any checks being dispersed to the club. Documentation verifying the club’s bank account should be submitted to the Student Activities Coordinator. Clubs must submit an End-of-Year Financial Report to the Student Activities Coordinator before the end of the spring semester. The report should include a summary of financial activities for the year showing a detailed description of income and expenditures. This report must be signed by an officer in the club, preferably the treasurer and the advisor.
Inactive Clubs
If a club goes inactive and it has money in the bank, the club has two semesters to reactivate. If not, the SGA will assume control of the club’s bank account. If the club remains inactive for an additional two semesters, the SGA will close the account and redistribute the funds towards other student programs. If a club chooses to go inactive, the club members/advisor needs to close their bank account immediately and forward all remaining funds to the SGA for reallocation. Checks should be written to “Mitchell Community College SGA.”
Procedures for Scheduling Events and Fundraising Activities
Any organization that plans to have an event or fundraising activity must use the following procedures:
- Call Cherry Street at (704) 878-4367 to see if the date you wish to hold an event is available.
- Complete the Space Request/Fundraising Form in entirety and submit it to the club advisor for approval. Include information about security, facility needs, and audio-visual requirements. The form is available online or from the Student Activities Coordinator.
- Return the form to the SGA Office for review and signature by the SGA President. The SGA Office routes the form to the Vice President for Student Services for approval who returns it to Cherry Street for processing and distribution to Campus Facilities and Security.
- Allow at least one week for final approval.
Advertising and Publicity
Bulletin boards are located throughout campus for displaying flyers and posters. These are not permitted in elevators or on wood or painted surfaces.
Resources Available to SGA Clubs
The SGA office has the following items and equipment available for use by registered clubs and organizations. These are located in the Montgomery Student Union and must be “signed-out” and returned. To reserve, contact the SGA Office at (704) 978-5426.
- Grill and Grill Cleaning Supplies. A gas grill is available to use for club events at no charge. Clubs are required to clean the grill immediately following use. The grill cannot be used for food fundraisers.
- Cooking Utensils are available to use at club events and fundraisers at no charge.
- Helium Tank
- Ice Chests and Water Coolers. Two ice chests and two water coolers are available.
- Portable Sound System. The SGA sound system can be requested when completing the Space Request Form. Clubs are responsible for pick up, set up, break down and returning it to the SGA. An SGA representative can provide training on how to use the equipment.
- Printing and Graphic Design Services. This service is located in Friend’s House. Clubs who complete a requisition for printing will receive and invoice that must be paid to Business Office upon receipt of the job. Clubs may request to have information posted on the Events Calendar, by submitting a request to the Student Activities Coordinator.
- Leadership workshops Topics are presented upon request
- Mediation This service is available to groups who need assistance with conflict resolution involving club members.
- Consultation The Student Activities Coordinator can schedule a workshop covering College policies related to clubs.
Food Sales on Campus
Contact the Student Activities Coordinator at (704) 978-5426 for information and approval for food sales on campus.
Student Travel Policy
Any individual or group of students from Mitchell Community College, traveling in the name of their organization and using club or Student Government Association funds, are considered to be participating in a “College- sponsored trip.” Clubs who plan to travel must follow the guidelines outlined below in the Student Travel Policy. The complete policy is listed in the Mitchell Community College Policy Manual.
Clubs and organizations planning to travel must complete the following information seven days prior to taking a trip. Allow additional time for out-of-state travel:
- Complete and submit to the Student Activities Coordinator a Travel Authorization Form.
- Complete and submit a Request for Travel Form to club advisor’s Division Director.
- Have each student who plans to travel complete a Travel Liability Waiver Form and turn in to the Student Activities Coordinator.
- Purchase accident insurance through the college. (optional)
- Make arrangements to make up course work with their instructors (if classes will be missed).
Student travel should be well planned, expenses should be kept to a minimum, and potential risks should be considered. Liability issues should be discussed with the Student Activities Coordinator before the group’s scheduled trip. A Travel Liability Waiver Form is required for all students and non-students who plan to attend the trip. Exceptions to the Student Travel Policy must be approved by the Vice President for Student Services.
Request Timeline
Authorization for travel must be approved before any College or club sponsored field trip departs from Mitchell. Please attach as much information about the trip as possible in order to receive a timely response. Incomplete requests may experience a delay in receiving authorization. Questions about the Student Travel Policy can be directed to the Student Activities Coordinator at (704) 978-5426.
Out-of-State Travel
An advisor or College designee is required to travel with students during any out-of-state club-sponsored trip. Student clubs are encouraged to assist with travel expenses for club advisor. This includes meals, transportation and lodging. Out-of-state travel plans should be shared with the Student Activities Coordinator as soon as there is discussion about taking a trip. Travel authorization requests should be submitted prior to the trip being taken in order to get the proper permission. Authorization to travel must be approved by the Vice President for Student Services but can be denied by the President of the College.
In-State Travel
An advisor or college designee is required to travel with students during overnight club-sponsored trips. Day trips within an hour of Statesville are not required to have an advisor present although one is recommended. Trips that are more than one-hour drive are required to have an advisor present. Clubs are encouraged to assist advisors with travel expenses. Travel authorization requests should be submitted as outlined above.
Student Drivers
Students are welcome to drive themselves on field trips. Any student transporting other students on a field trip must complete a Release Authorization for College-Sponsored Form to drive. Only students with no major convictions in the past year will be authorized to drive other students. This form should be submitted to Human Resources and is good for one year.
- A release authorization form needs to be completed only by Students driving other students. (NOTE:
Students cannot drive MCC vehicles)
- One (1) release authorization form required per semester per driver.
- Clubs need to submit field trip form per MCC Policy 02-08 procedures.
- Fulltime instructors do not need to complete a release form.
- A copy of the driver’s license is necessary to process the release authorization form.
- Submit release authorization forms of all drivers to HR at least 3 days prior to trip
- Allow 36 hours for release authorization forms to be processed.
- Provide return information to Human Resources once verification has been completed.
Non-Student Drivers
Full-time staff can drive a school, rented or personal vehicle on College- or club-sponsored field trips. Human Resources will approve them to drive by checking their license when they are first employed. Part-time employees who wish to drive students must have their license checked if it was not done when they were first employed by the College. Individuals not affiliated with the College who are driving Mitchell students must have their license checked by the College before driving for a College or club sponsored trip.
Rental Cars
Students, employees and non-employees who choose to drive a rental vehicle should adhere to the rental company policy with regard to who can drive their vehicles.
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