Club & Organization Policies & Procedures

1. Students who are interested in starting a new club at the college should complete the New Club Packet via www.sunywcc.edu/clubs.
2. In order to become a recognized club, interested students must:
   (1) draft a constitution that will serve as their official operating charter;
   (2) recruit a faculty/staff advisor and potential club members; and
   (3) receive approval from the Student Government Association (SGA).
3. All completed documents may be submitted via email to [email protected].
4. The Student Government Association will be notified that a proposal for a new club has been submitted. Using policies and procedures that incorporate the spirit of equal access and opportunity, the SGA may recognize and incorporate clubs into their Association. If recognized by the Student Government Association, the club will have all
   the rights and responsibilities detailed in this packet. If the Student Government Association does not recognize the club, the prospective club may resubmit the following semester. The Student Government Association typically reviews new club proposals on a rolling basis.
5. Upon successful completion of the necessary paperwork, the Department of Student Involvement will assign the prospective club a meeting room during the Wednesday common hour from 11:00 am – 12:50 pm or during the time-frame requested by the club. Clubs may meet in person, virtually and/or in a hybrid capacity. Prospective clubs are allowed to meet to grow their membership and plan for future events if the SGA votes to recognize the club. Prospective clubs cannot reserve space, host events, or request funding until recognized as an official club by the SGA.
6. Each semester, the Department of Student Involvement will collect club meeting information through the Club Registration form to share with interested students. The Department of Student Involvement will reserve a club meeting room if a new club chooses to meet in-person. All in-person meetings must follow campus safety guidelines.

1. Clubs and organizations must adhere to the policies and procedures set by the Department of Student Involvement and the Student Government Association. Clubs and organizations must adhere to the Student Code of Conduct. Failure to follow these policies as detailed in this document may result in sanctions ranging from a formal warning to loss of recognition as per policies found in the Student Code of Conduct.
2. In order to maintain recognition, student clubs must meet the following requirements:
   1. Have at least three (3) club officers. Specific roles are determined by each club.
      Examples include: President, Vice President, Treasurer or Secretary. One person in a club cannot hold two officer positions. Each Club Officer must have at least a 2.0 GPA during each semester they are in office.
   2. Submit a Club Registration to the Department of Student Involvement each semester with the officers names, positions, student ID number and email – form can be found at www.sunywcc.edu/clubs under Club Support. Failure to do so by the semester deadline will result in the immediate suspension of all club activity, budget, and possibly dissolution of the club until completed.
   3. Clubs officers and advisor(s) are required to attend all trainings hosted by the Department of Student Involvement, including, but not limited to:
   1. Club Officer Training
   2. Title IX Sexual Assault Prevention Training
   3. Club Advisor Training (every two years, or when major policies change)
   4. Training will take place in-person and/or online. Club officers and advisor(s) that cannot attend the in-person training will have access to online resources and must complete the make-up quiz by the deadline set by the Department of Student Involvement.
   5. Meet twice per month for a general membership meeting.
   1. Clubs may meet in-person, virtually or in a hybrid capacity. All in person meetings must follow campus safety guidelines.
   6. Host at least one campus-wide event each semester that is open to the entire student body.
   1. These may be hosted in person, online or in a hybrid capacity and will be promoted on the Viking Weekly Newsletters, as long as event registration is completed in advance. All in-person meetings must follow campus safety guidelines.
   7. Maintain digital and updated copies of the club or organization’s constitution on file with Student Involvement that detail the policies regarding their organization’s mission, membership, operations, policies, and compliance.
   8. Update their club constitution upon request from the Student Government Association to adhere to the SGA constitution and bylaws.
   9. Attend club officer events hosted by the Student Government Association – Club Affairs committee.
   10. At the end of each semester, the Student Government Association will assign one of the below statuses to each club.
   1. Active:

      1. Definition: The club has completed all club requirements.
      2. Outcome: The club has all rights and privileges of a Student Government Association club.

   2. Probation:
      1. Definition: Club is missing one or more club requirements.
      2. Outcome: (1) The club is on formal warning that they have not completed all the club requirements; (2) the club has all rights and privileges of a Student Government Association club.
      3. How to Change Status: Clubs must meet all club requirements by the end of the semester in which they are placed on probation. If a club does not meet all the requirements by the last day of the academic semester in which they are on probation, the club may become inactive (if they are missing two or more requirements), be placed on probation for another semester, and/or receive sanctions from the Student Government Association Senate.
   3. Inactive:
      1. Definition: Club failed to meet all club requirements after probationary period.
      2. Outcome: (1) The club loses all rights and privileges of a Student Government Association club; (2) All current funding will be returned to the Student Government Association Finance Committee.

   How to Change Status: Inactive clubs can regain active or probationary status by following the guidelines for creating a new club as outlined by the Department of Student Involvement in conjunction with the Student Government Association.

1. Club have the right to:
1. Utilize campus facilities for meetings and events.
2. Utilize the Department of Student Involvement Zoom account for virtual events.
3. Post approved advertisements on campus.
4. Request room reservations.
5. Request that the college and DSI publicize events on social media and newsletters.
6. Request use of the Faculty-Student Association vans for approved club travel.
7. Petition the Student Government Association for funding.
2. It is the responsibility of the student clubs to follow all protocols when updating their constitutions. Clubs must submit updated Constitutions to the Student Government Association Vice President ([email protected]) for review from the Student Government Association Club Affairs Committee and final approval from the Student Government Association Senate. After approval is granted the Student Government Association will update the constitution on file with the Department of Student Involvement.
3. The College reserves the right to issue sanctions, up to revoking recognition, to student clubs or organizations found in violation of college policy. The Department of Student Involvement reserves the right to revoke a club or organization charter found to have violated the Student Code of Conduct or any section of this document.
4. Individual student officers or club members may also face disciplinary action through the College’s Conduct process if they violate the Student Code of Conduct. Students are required to adhere to the Student Code of Conduct both on and off campus and may face disciplinary sanctions of their actions both on and off college property.

Advisors of clubs are to:

1. Serve as a resource in goal setting, decision making, event planning, etc. for student officers and members of the club.
2. Help create environments of educational exploration and self-discovery, to help students attain personal growth and development in areas of leadership development, planning, and budget management. Advisors will also help students work toward mastery in the functional area supported in the club or organization’s mission.
3. Ensure the club or organization remains in compliance with college, Faculty Student Association (FSA), and Student Government Association policies and guidelines.
4. Exercise fiduciary responsibility to the club or organization, by: (a) approving Purchase Orders with the club or organization treasurer or designee to process authorized payments and (b) providing guidance to club members in spending allocated funds in their club budget.
5. Advisors must be present at all meetings and events sponsored by the club or organization, either virtual or in-person.
6. Attend all off-campus travel with the club or organization and serve as the official college representative.
7. Promote and uphold the Student Code of Conduct.

1. At the start of each semester, all club and organization advisors are encouraged to attend Club Advisor Training. All current club and organization policies and procedures as well as any changes or updates will be reviewed.
1. All new advisors are required to attend the training.
2. All returning advisors are required to attend training every 2 years, or when major
   policies change as designated by the Department of Student Involvement.
3. Club advisors who fail to attend the required training may result in the immediate
   suspension of all club activity, budget, and possibly dissolution of the club until
   completed.
2. On-going support will be provided to club and organization advisors by the Department of Student Involvement. Monthly bulletins will be sent with important information and reminders for club and organizations advisors.
3. Advisors should contact the staff in the Department of Student Involvement with questions or concerns pertaining to advising their groups.

1. The selection and removal of a club advisor must adhere to a club’s constitution and must be communicated to the Department of Student Involvement and Student Government Association.
2. Advisors for clubs are volunteers and cannot receive monetary compensation for their services.
3. Advisors are members of the faculty, staff, or administration who serve as advisors for all student clubs and organizations. They offer guidance and support to student-run groups.
4. Staff members in the Department of Student Involvement shall serve as the advisors for all Major Organizations including the: Student Government Association, Westchester Events Board, Power 88.1: The New Sound, The Viking News, and Phi Theta Ka.