Student
Club and Organization Resources
Policies for Clubs
and Organizations Active clubs must meet
the following requirements
Membership is limited primarily to currently enrolled
students, although there
may be provisions for non-students per the club constitution.
All active clubs must be registered with the Coordinator
of Student Activities.
Have a club representative present at SGA meetings.
Turn in a Financial Report of Activities each spring.
Each club must sponsor at least two activities on campus
each semester.
Typical activities could include, but are not limited
to:
-
Hosting a club fund-raiser
-
Sponsoring a guest speaker
-
Organizing a discussion group
-
Sponsoring a recreational activity in the gym or
outside on the Circle
-
Sponsoring a service project
Registering your Student Organization
Only SGA recognized clubs and organizations that are
registered with the college can be active and use campus
resources. The purpose of registering clubs is to inform
the college who the officers are, who the advisor will
be and that the club plans to be active in campus life
at Mitchell. Each spring, clubs and organizations desiring
to be active the following academic year must indicate
their intentions by completing a club registration
form. Forms can be obtained from the Coordinator of
Student Activities. Some reasons for club inactivity
may include lack of interest, low membership, or no
advisor.
Student Government Association Attendance/Club Reward
Policy
Clubs provide co-curricular opportunities for students
to increase their ties to the college and to other students
with similar interests. SGA will provide funding of $10
per club for each meeting attended with a bonus of $40
if all meetings are attended by a representative. The
club representative must stay for at least 2/3 of the
meeting to be counted present. (No one will be allowed
to come in to the meeting and sign the roll sheet and
leave.) 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 the College. The money would be
available at the end of Fall Semester and at the end
of Spring Semester.
Procedures for Scheduling Events & Fund-Raising
Activities
Any organization that plans to have an event or fund-raising
activity must observe the following procedures and instructions:
1. Call the Administrative Assistant at 704.878.4367
to see if the date you
wish to hold an event is available.
2. Students must complete the Space Reservation form
and submit it to their
advisor for approval. The form must be complete and include
information
about security, facility needs, and audio-visual information
in order to be
processed.
3. The form should be turned into the SGA Office, located
on the 2nd floor of the
Montgomery Student Center, for review and signature of
the SGA President.
Then it will be routed to the Dean of Student Services
for approval. Afterwards, it will be returned to Cherry
Street for processing and distribution to Campus Facilities
and Security.
4. Please allow for at least 2 weeks time in order to
process the forms. The
Space Request/Fund-Raising form may be secured from the
Administrative
Assistant for Campus Security and Safety, located on
Cherry Street, the
Coordinator of Student Activities, the SGA Office, or
through the Mitchell
Community College Web site.
Student Government Association Club Funding Policy
Each semester, various clubs on campus have reasons to
request a fund disbursement from the Student Government
Association. Matching funds can be requested for student
travel, special events or programs. In order to ensure
that such funds are available, the SGA will budget
money for the Fall Semester
and the Spring Semester to be made available for these
requests. Deadlines for
clubs to make their requests will be no later than 30
days prior to the event. A maximum amount of $500 may
be awarded to clubs and organizations for these requests
per semester. Clubs may apply for matching grant funds
or major event funds. Only registered student organizations
active with the SGA and on campus will be eligible to
apply for funds. Any money left over from club funding
after these deadline dates will not carry over to the
next semester. The money will go back into the general
fund and be made available for the SGA to use as it
sees fit. The following guidelines must be met to be
considered for this funding:
1. The club must be a registered student organization
2. The club must be considered active by SGA guidelines
3. The request should be made at least one month prior
to when the funds are
needed.
4. If it is a matching request, the organization must
raise through other
means the amount that it is requesting.
5. In making this written request, list what activities
and fund-raisers have been
done for the semester and how much the club is contributing
from its treasury.
6. Please submit your request using form provided in
the Student Organizations
Manual (see club advisor for this). The form must be
turned into the SGA
President.
7. Present the proposal at the SGA general body meeting.
Receiving a Check from SGA Checks issued from the SGA
should be deposited as soon as possible. Lost or misplaced
checks should be reported immediately to the SGA Advisor.
Checks that expire or are lost will not be reissued after
the fiscal year in which they were cut haspassed June
30.
Financial Matters
Any club that does not have a bank account will be ineligible
to receive club reward money or funding from SGA. Account
verification must be completed only once and should
be submitted prior to any checks being dispersed to
the club. Documentation which verifies the club’s
bank account should be submitted to the Coordinator
of Student Activities. End-of-the-year Financial Reports
must be submitted before the end of classes during
Spring Semester to the Coordinator of
Student Activities. This 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. A template can be found in the Student
Organizations Manual.
Inactive Clubs
If a club goes inactive and they have money in the bank,
they have 2 semesters to reactivate or SGA will take
control of their bank book. If the club remains inactive
for an additional 2 semesters, the SGA will close the
account and redistribute the funds towards other student
programs. Clubs may also choose to go inactive. If
the remaining members and/or advisors choose to close
the account immediately, they should forward all funds
to the SGA for reallocation.
Checks should be written to Mitchell Community College
SGA.
Establishing a New Student Organization
Anyone desiring to start a new student organization must
do the following:
1. Establish the name of the organization with a defined
educational purpose.
2. Identify a faculty or staff member to serve as advisor.
3. Have at least five currently enrolled students sign
a petition indicating their
intent to become a member of the proposed organization
4. Develop a constitution and bylaws outlining the purpose,
goals, officers,
elections, etc. (see Coordinator of Student Activities
for template)
5. Submit a proposal outlining the club purpose, goals
and objectives, along with
the constitution and by-laws and petition to the SGA
President
6. Attend an SGA meeting and present club to organization
for consideration.
All new clubs and organizations must be approved by the
Student Government
Association and the administration of Mitchell Community
College.
Resources Available to SGA Clubs
Grill, cooking utensils and grill cleaning supplies
The SGA purchased a gas grill for all registered clubs
and organizations to use
for their fund-raisers and special events at no charge.
The only requirement is that the grill must be cleaned
immediately following use. The SGA has also
purchased supplies to assist clubs with maintaining the
grill. Clubs must
remember to get an SGA member to check the grill and
the cooking utensils for
cleanliness before everything is returned to the maintenance
shed.
Helium Tank
The helium tank is located in the Montgomery Student
Center on the first floor. It can be found in the ice
machine closet. Requests for the tank must be made
at least 30 days prior to event in order to ensure
helium can be provided.
Ice Chests and Water Coolers
The SGA owns several coolers. They are located in the
Montgomery Student Center in the SGA office. Please
let the SGA advisor or an SGA officer know if you need
to use a cooler.
Portable Sound System
Any club may request use of the SGA soundsystem when
completing the space request form. After the request
has been made, make arrangements with the SGA Program
Assistant 2 weeks before the event to secure the equipment.
The person who checks out the equipment is responsible
for pick up, set up, break down and returning it to
the SGA. All training on how to use the equipment will
be conducted before the event by the SGA Program Asst.
Printing and Graphic Design Services
Printing and design services are available through the
college and are located in the Friends’ House.
Clubs who complete a requisition to have a print job
done will receive and invoice that must be paid to
Business Office upon receipt of the job. In addition,
articles can be submitted through the coordinator of
printing and graphic design services for inclusion
in the campus newsletter, Mitchell Columns. The deadline
is Tuesdays at 9 a.m. for Wednesday publication.
Advertising on Campus
Posters should not be placed on wood or painted surfaces
around campus.
Leadership workshops Topics are presented upon request
Mediation
This service is available to those groups who need assistance
with conflict resolution involving club members.
Consultation
Can be utilized for groups who need answers to questions
involving their club or need guidance regarding college
policies. Please contact the Coordinator of Student
Activities for assistance.
Please contact the Coordinator of Student Activities
at 704.878.3288 if you would like to schedule a workshop
or need any of the above services.
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.” Therefore, any club who plans 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. Please allow one month in advance for
out-of-state travel.
1) Complete and submit to the Coordinator of Student
Activities a Travel Authorization Form
2) Complete and submit a Request for Travel form to club
advisor’s Division Director
3) Have each student who plans to travel complete a Liability
Waiver Form and turn in to the Coordinator of Student
Activities
4) Purchase accident insurance through the college (optional)
5) Make arrangements to make up course work with their
instructors (if classes will be missed)
Students are welcome to travel on their own, but must
do so without the financial help of a club, SGA or college.
These trips are not sanctioned by Mitchell Community
College or considered to be college-sponsored trips.
No
travel authorization or approval is needed. Student travel
should be well planned,
expenses should be kept to a minimum, and risks should
be considered. Liability issues should be discussed with
the Coordinator of Student Activities at least two weeks
before the group’s scheduled trip. Liability Waiver
Forms are required of all students and non-students who
plan to attend the trip. Travel forms can be duplicated
from the Student Organizations Manual. Exceptions to
the Student Travel Policy must be approved by the Dean
of Student Services.
Student Driver Approval Procedure
When planning a College-sponsored activity that requires
travel, the following items need to be considered:
-
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.
Out-of-state
Travel An advisor or college designee is required to
travel with students during any out-of-state club-sponsored
trip. In this case, student clubs are encouraged to
assist with travel expenses for club advisors. This
includes meals, transportation and lodging. Out-of
state travel plans should be shared with the
Coordinator of Student Activities as soon as there is
discussion about taking a trip. Travel authorization
requests should be submitted at least one month prior
to the trip being taken in order to get the proper permission.
Authorization to travel must be approved by the Dean
of 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.
Request time line:
Authorization for travel can take from two weeks to one
month for approval, depending on whether it is in state
or out-of-state. 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 Coordinator of Student Activities at 704.878.3288.
Student Drivers
Any student transporting other students on a field trip
must complete a release authorization 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.
Important
Links
National
Association for Campus Activities
Association
of College Unions - International
Association
for the Promotion of Campus Activities
N4CSGA
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