Transcript An Informed leader - Tidewater Community College

Guidelines for Clubs and Organizations
at Tidewater Community College
1
 Vincent

Gary, Student Activities Coordinator
Email- [email protected] Phone – 822-5138
 Sara
Hair, Assistant Student Activities
Coordinator

Email- [email protected] Phone – 822-5123
 Christopher
Collins, Student Activities
Assistant/ ID Card Processor

Email- [email protected] Phone – 822-5270
2
 New
clubs must complete a club charter
 Already established clubs must re-charter
every fall with the exception of SGA and PTK
 A charter must include:





Information about the club
Officer and advisor information
Signatures of at least 10 students supporting the
club
Constitution and by-laws
Designated Inter-club Council representative
3

Application for campus event
Meetings
Fundraisers
 Events



Application for Fundraiser

Estimated expenditures and revenues must be
included
Please allow a minimum of 2 weeks to process
approval of any meeting/event/fundraiser on
campus.
 Off campus events are subject to approval of
campus dean, business office and the campus
provost. MUST allow 3 or more weeks for
approval.

4
 All
campus clubs have access to the
necessary paperwork needed for events
 Paperwork is available in the ID office Room
2012
 Paperwork is located in the bottom drawer of
the black filing cabinet and is available
during regular business hours.
 Forms can also be found on the website
under “Forms and Publications” if the office
is closed.
5
 Only
staples can be used to post items on
bulletin boards
 Please NO tape, push pins or glue. Use of
these items will result in club funds and time
for replacement of paper.
 After an event is over it is the clubs
responsibility to remove the advertisement
from all boards
 Student Activities must approve all items
placed on club boards. See office 2012
6
 Student
Activities has 5 bulletin boards that
can be used to advertise student club
information and events
 Some clubs may be issued a bulletin board to
maintain
 When advertising on bulletin boards:



Contact Student Activities for approval of
advertisement
Only post in designated spaces
If you wish to post an advertisement on some
location other than student activities or your
own club board please get approval from student
activities first
7
 It
is strongly advised that you create an
account for your club!
 Please speak with your advisor about the
establishment of business accounts.
8
 All
clubs should submit an estimated budget
to Student Activities every fall.
 Information in the budget should include:





Beginning balance of funds
Any potential revenues (i.e. fundraisers, etc)
Any potential expenditures
A request for additional funds
Balance
 All
revenues should be placed in the club
account with the college
9
MUST contact Student Activities a minimum of 3
weeks prior to when the food is needed
 MUST have a funding source for expenditures
(club account, approval to use student activities
funds, etc.)
 Student Activities can no longer purchase food or
light refreshments over the counter. Please plan
accordingly. You do have the ability to purchase
items on your own.
 Business office funds can be used to reimburse
you for your expenses, but it is up to the college
for final reimbursement decisions.

10
 ALL
students and advisors traveling MUST
complete travel paperwork
 In some cases advance funding is available
for students traveling (overnight) but
advisors are responsible for their expenses
and can complete a reimbursement form
upon return.
11
 If
you are attending a conference that
requires registration fees you MUST submit 6
weeks prior to travel all information
pertaining to the trip to include





Purpose of the trip
Students attending (NAMES ARE NEEDED)
Where the trip will be located
Dates and times
AGENDA!!!!!
 No
paperwork can be completed without first
having these items. The agenda is a
MUST!!!!!!
12
 Keep
the Student Activities office informed
of what’s going on with your club
 We can not help you if we do not know what
is going on
 We are more than happy to offer assistance
13