STUDENT MANUAL
FOR
ORGANIZATIONS
2007-08
Office of Student Development
G-206, Ext. 4205
______
Table of Contents
An introductory letter to Student Leaders
I.Characteristics of a Good Organization 4
II.Office of Student Development 5
Statement of Purpose, Role 5 Kinds of Organizations 6 Lists of Official Organizations 7 Procedures for Establishing/Registering Student Organizations 8 Evaluations of Organizations 9 Student Office Space/Student Office Usage/Electronic Publications 10 How to Write a Constitution and Bylaws 11
III.Funding and Expenditure Information 11
Review Status for Recognized Clubs/Decertification of Organizations 12
Decertification of Organizations/Students Joining an Unrecognized Student Group 12
Funding Policies and Procedures 12
Funding Limitations 13
Requests for Expenditures 14 Evaluation of Proposals/Obtaining a Check 15 Depositing Revenue/Fund-raisers/Vendors 16
III.Program/Event Planning 17
Ticket Sales and Revenue/Scheduling Activities and Facilities 17 Office Space Fees and Rents 18 Fire Permit and Policy for Social Events Held at Stockton 19 Bidding Guidelines for Purchasing Supplies from Outside Vendors 22
Banner Process for Purchasing Supplies from Outside Vendors 22
Central Stores, Using Print Shop 22
Banner Process for Securing Performers’ Contracts and Hiring a Disk Jockey 23
Banner Process for Using Internal Food Services 24
Banner Process for Requesting External Food Vendor 25
Using Alcohol/Producing a Program 26
Posting Policy 27
Event Cancellation, Use of Sound Equipment 28
IV.Travel Guidelines/Procedures 29
Travel Registration, Trip Coordinator Policy 29
Trip Coordinator Responsibilities, Trip Advisor Responsibilities 30
Travel Meal Reimbursement, Students Driving College Vehicles 31 Reserving College Vehicles, Ordering Buses , Using Personal Vehicle 32
V.Advisors 33
Fall Term, 2007
Dear Student Leader:
The Student Manual for Organizations is an extremely important tool. It is designed to provide all the information necessary for a student organization to operate efficiently at The Richard Stockton College of New Jersey. As such, it contains some procedures that must be followed. Please familiarize yourself with these procedures so that you will be able to enjoy, as much as possible, the efforts that you invest in student leadership. Student activities are meant to be pleasurable, as well as worthwhile educational experiences. If the Office of Student Development can help add to your participation in any way, we would like to have that opportunity.
It should be noted that this manual is a combination of operating procedures from the Office of Student Development and the Student Senate. Therefore, either the Office of Student Development or the Student Senate may address specific questions or problems.
Obviously, not all of the possible problems that may occur are answered in this manual; but careful attention to the separate sections will be helpful. There are sections for characteristics of a good organization, the role of the Office of Student Development, funding and expenditure information, program/event planning, travel guidelines/procedures and the role of the advisor.
I would like to congratulate you on taking the first step to becoming an effective student leader. You accomplished that task by picking up this manual and reading this far. I would like to challenge you to continue and help us all to make a better living and learning environment for The Richard Stockton College of New Jersey.
Sincerely,
Lamott Moore
Director of Student Development
I. Characteristics of a Good Organization
at The RichardStocktonCollege of
New Jersey
A.It has a clear sense of identity, purpose and direction.
B.It communicates effectively both internally with the membership and externally with other organizations.
C.It maintains a competent leadership with good organizational skills, a strong value structure and the ability to work in concert with the organization’s membership.
D.It is durable and continuous, possessing the ability to recruit and train both members and leaders with respect to its purpose, and also in regards to the identity and direction of the organization.
E.It possesses the vitality to grow, and renew and progress.
F.It effectively manages its resources of time (the non-renewable resource), finances and people.
G.It is responsibly responsive, meeting the needs of its membership and the institution of which it is a part.
H.It accomplishes program objectives and evaluates programs on a regular basis.
I.It has open access and has opportunities for those who wish to participate.
J.It is cooperative and supportive of other organizations in that it seeks out and identifies opportunities to carry out inter-organizational activities.
II. Officeof Student Development
1.The Office of Student Development, under the direction of the Dean of Students, will annually produce the Student Manual for Organizations, which reflects all regulations concerned with the development of organizations. This will be available for distribution to those groups interested in forming student organizations and to those groups that have been established.
2.Assistance will be available within the Office of Student Development for persons or groups
seeking to establish college organizations, along with continued assistance to established organizations to help them meet their goals and to coordinate activities.
Statement of Purpose
The Office of Student Development is responsible for the recognition, classification, supervision, and evaluation of organizations identified with The Richard Stockton College of New Jersey. Every co-curricular organization that seeks official recognition and funds from the college must comply with the procedures in this manual.
The purpose of the manual is to provide guidelines for the operation of organizations at Stockton. It is anticipated that a substantial range of different organizations will provide diverse and balanced co-curricular programs and will give the members of the college community opportunities to develop skills or interests of greatest importance to them.
Role
The Office of Student Development has a central responsibility for college organizations and their activities. Listed below are the functions of the Office of Student Development that relate to student organizations. The term “college organization” refers to those groups of students, faculty, and staff who comply with the procedures outlined in the manual for both recognition and operation.
1. Maintenance of a college-wide plan for the overall development of college organizations and determination of the nature of the relationship of organizations to the college.
2. Assistance to the Student Senate in the disbursement of the college activity fee.
3. Ongoing evaluation of college organizations to determine whether or not their “recognized” status should be continued. A listing of recognized college organizations shall be maintained and shall be published at least annually.
4. Financial procedures and records shall be maintained and provided for all college-sponsored organizations by the Office of Student Development.
5. Assistance to student organizations in the development of a balanced, co-curricular calendar designed to benefit the college community.
6. Promotion and development of effective student leadership through formal and informal training programs.
7. Coordination and maintenance of a comprehensive schedule of programs and activities and subsequent publication of it.
8. Act as a liaison with the Office of Event Services regarding appropriate space reservation and co-curricular program planning.
9. Provisions of total facility support for activities scheduled at the college including audio-visual equipment needs, room set ups, security, publicity, and food service.
Kinds of Organizations
Three facts must be emphasized. First, the college will regulate any organization using the name of the college or claiming an association with the college. Second, those organizations that come into being largely because the college exists and which draw their membership primarily from members of the college community will not be supported if they espouse or pursue goals that conflict with those of the college. Finally, although interaction with members of the local community is encouraged, it should be emphasized that organizations at Stockton should be primarily composed of members of the college. Any organization with more than ten percent of its members not affiliated with the college must receive special authorization in order to obtain recognition.
At Stockton, provisions have been made for the development of four different types of organizations. These are described as follows:
1. Sponsored Organizations offer membership and contribute directly to the functions and objectives of the college. A programming organization, a special interest group, or a service club may, for example, qualify as a sponsored organization. Sponsored organizations usually operate with funds obtained from or through the college; they also may use college facilities by completing a space request form with the Office of Student Development. All sponsored organizations must be Stockton-based organizations.
2. Independent Organizations are much narrower in their focus than are sponsored organizations. Although comprised of students, faculty, and staff, an independent organization’s view or aim may not be representative of the institution as a whole. Religious, political, and social clubs may, for example, qualify as independent organizations because of restricted membership. These organizations receive no financial support from the college although they may use the college name and are eligible to apply for space.
3. Off-Campus/Non-College Organizations are generally civic or private organizations with membership neither limited to nor dependent upon the college community. The college will not sponsor, certify, or support such organizations; nor will the college bar any students or staff from affiliation with these organizations. Off-campus organizations will request use of college facilities through the Office of Event Services. That office will coordinate all facilities and support services for these organizations. Off-campus organizations that conduct activities on campus will be subject to all appropriate regulations and will generally be subject to a charge for rental of college space.
4. Non-Profit Corporations are usually organizations that have developed from one of the first three categories. These organizations develop services or products that can be purchased by the school. Examples are a cooperative or a newspaper. These organizations may rent space when it is available. Their conduct will be subject to all college regulations.
NOTE: Independent organizations, which sponsor events that are open to the college community and utilize college facilities, must submit a detailed plan (at least two weeks before the proposed event) to the Director of Student Development.
OFFICIALLY RECOGNIZED STUDENT ORGANIZATIONS
Student Senate
Accounting and Finance SocietyOccupational Therapy Club
Admissions AmbassadorsOmicron Delta Kappa
Amnesty InternationalOrder of Omega
Anime ClubOn the Go Student Organization
ARGO (Student Newspaper)Philosophical Society
Art ClubPhysical Therapy Club
Asian Student Alliance (ASA)Political Science Student Association
Biology SocietyPride Alliance
Books without BordersPsychology Club
Campus Religious CouncilPublic Health Society
Caribbean Student AssociationRSC Pre-Law Honor Society
Certified Peer EducatorsStockton Action Volunteers for the Environment (SAVE)
CHANGESocial Work Club
Chemistry SocietySociety for Future Health Professionals
Chess ClubSociety for Physics
Circle K InternationalSpanish
Class Council 2008Speech and Hearing Club
Class Council 2009S.T.A.N.D.
Class Council 2010Step Xplosion
Coalition for Women’s RightsStockton Student Television (SSTV)
Colleges Against CancerStockpot Literary Magazine
College DemocratsStockton A Capella
College RepublicansStockton All-Starz
Communication SocietyStockton Christian Fellowship
Computer SocietyStockton Chorale Society
Criminal Justice SocietyStockton Entertainment Team (SET)
Cyber Games ClubStockton Gaming Guild
Dance ClubStockton Gospel Choir
DeepSea Fishing ClubStockton Instrumental Music Society
Economics SocietyStockton Literature Club
Education ClubStockton Math Club
Equestrian ClubStockton Mediation Club
Freethinker UnionStockton Metaphysical Society
Free-to-Be ChildCareCenterStockton Residents Association (SRA)
French ClubStockton Rotaract Club
Geology ClubStockton Theatre Club
Graduate Student CouncilStockton Surf Club
Greek CouncilStockton World Literacy Organization
Hellenic Heritage Society“The Path” Yearbook
History ClubUNICEF at Stockton
Hospitality Management SocietyUnified Black Students Society (UBSS)
Idols of the TribeWaltDisneyWorldCollege Program Alumni Assoc
Inter-Club CouncilWater Watch
IEEE Student ChapterYoung Life
International Business SocietyFRATERNITIES
Jewish Student Union/HillelAlpha Phi AlphaAlpha Phi DeltaIota Phi Theta
LEADKappa Alpha PsiKappa SigmaLambda Theta Phi
Los Latinos UnidosOmega Psi PhiPhi Beta SigmaPi Kappa Phi
M.A.L.E.S.Tau Delta PhiZeta Beta Tau
Marine Science Club
Marketing/Management ClubSORORITIES
Multi-Cultural ConnectionAlpha Gamma DeltaAlpha Kappa AlphaDelta Delta Delta
Muslim Student AssociationDelta Sigma ThetaDelta ZetaLambda Theta Alpha
NAACPMu Sigma UpsilonSigma Sigma SigmaZeta Phi Beta
National Panhellenic Conference Zeta Tau Alpha
Newman Club/Catholic Campus Ministry
Establishing a new organization
The Office of Student Development will be responsible for groups seeking recognition as a college organization. These groups must meet with the Director of Student Development or his/her designee. The director will review the policies and procedures that need to be followed to establish a new group on campus. The director is located in G-206, ext. 4205. After meeting with the director, the organization representative should proceed with the following steps:
1. Submit a copy of the constitution, an updated membership list with at least 10 members, and activities and programs you would like the organization to hold. An example of a constitution can be found in the Student Manual for Organizations on page 11, “How to Write a Constitution and Bylaws.”
2.Provide opportunities for membership without regard to race, color, creed, national origin, ancestry, disability, age, sex, affectional or sexual orientation, marital status, liability for service in the Armed Forces of the United States, or nationality.
3. Secure an advisor for the organization, i.e., a faculty or staff member.
4.Adhere to college regulations, as well as state and federal statutes.
5.Upon approval, be placed on probation for two semesters. At the end of the probationary period, barring any problems, the organization will be formally recognized by the Office of Student Development and the Student Senate, and will be eligible for funding.
6.Fill out a copy of the Office of Student Development Registration Form. Registration forms are available in the Office of Student Development in G-206.
7.Provide the Office of Student Development with the names, addresses, and phone numbers of the two people who will be responsible for signing requisitions and keeping track of equipment controlled by the organization.
Club Registration
All clubs and organizations must register each year in the Office of Student Development by October 15. The club must also provide the Office of Student Development with an updated membership list within the first three weeks of the spring semester. If the file is not completed by the deadline, the club will be placed on the inactive list and all privileges will be lost. Non-compliance for two consecutive semesters will result in the club’s loss of recognition. The Director of Student Development will then notify the Dean of Students, the Club Advisor, and the Club President about the loss of the club’s recognition.
The following information will be required for registration:
1.A completed “Registration Report”
2.An updated constitution
3.An updated inventory of equipment, if any
4.An updated membership list
The registration file will be kept in the Office of Student Development. It is the responsibility of the organization to update its file during the semester if any significant changes occur, such as a change in leadership or substantial constitutional amendments. New members who join during the semester should be added by the officers of the organization. Only those students listed on the current membership list will be entitled to the benefits of the organization.
Organizations that form during the semester will receive a “temporary” registration. In these cases, the Director of Student Development will conduct the registration as part of the recognition process.
Evaluations of Organizations
At the conclusion of each academic year, the Office of Student Development will evaluate the merits of budget proposals for the ensuing year.
First, the office will assess the effectiveness of each organization in achieving the program objectives for which funds have been provided. This evaluation is contained in the budget recommendation made by the Office of Student Development. The office’s evaluation will reflect the reactions of the campus community to the recipient and an assessment of the extent to which these programs contribute to the purpose of the college. The evaluation report should include such information as attendance, effectiveness of administration, quality of planning, etc. Observations on the adherence of an organization to its own constitution and bylaws, plus suggestions for changes, are also appropriate.
Second, the office will evaluate each organization based on a financial audit of each organization receiving activity fee funds. The Office of Student Development will conduct the audit. The audit report will establish the extent to which an organization has met the fiscal control standards of the college and the requirements of its own spending plan.
An organization’s association with, recognition by, and financial assistance from the college are matters of trust and privilege. Thus organizations are subject to loss of these privileges for failure to maintain proper financial records. Specifically, a recipient is subject to disciplinary action if any of the following situations occur:
1. Funds are used for purposes other than those for which they were originally budgeted and approved by the Dean of Students. The Director of Student Development may approve transfers from one category to another up to a total of $500. Changes cannot be made to support activities specifically denied by the Student Senate and by the Dean of Students. Modifications greater than $500 per item must be submitted to the Student Senate for approval. During the summer, the Director of Student Development may approve any change in excess of $500 if the funds are requested for emergency purposes.
2. There is evidence that funds and/or equipment have been stolen by or in collusion with the recipients.
3. College regulations or policies have been violated.
4. Organization members have violated civil ordinances and/or state laws carrying out organization activities.