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An Informed leader

An Informed leader. Guidelines for Clubs and Organizations at Tidewater Community College. Student Activities Staff. Vincent Gary, Student Activities Coordinator Email- vgary@tcc.edu Phone – 822-5138 Sara Hair, Assistant Student Activities Coordinator Email- shair@tcc.edu Phone – 822-5123

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An Informed leader

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  1. An Informed leader Guidelines for Clubs and Organizations at Tidewater Community College

  2. Student Activities Staff • Vincent Gary, Student Activities Coordinator • Email- vgary@tcc.edu Phone – 822-5138 • Sara Hair, Assistant Student Activities Coordinator • Email- shair@tcc.edu Phone – 822-5123 • Christopher Collins, Student Activities Assistant/ ID Card Processor • Email- ccollins@tcc.edu Phone – 822-5270

  3. Chartering and Re-Chartering • 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

  4. Paperwork • 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.

  5. Club paperwork • 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.

  6. Bulletin Boards • 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

  7. Advertisements • 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

  8. Establishing Accounts • It is strongly advised that you create an account for your club! • Please speak with your advisor about the establishment of business accounts.

  9. Managing Club Funds • 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

  10. Ordering Food or Refreshments • 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.

  11. Student Travel • 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.

  12. Student Travel Cont…. • 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!!!!!!

  13. Keep us in the loop • 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

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