New Student-Organization
Formation Packet
Chandler-Gilbert Community College
Office of Student Life and Leadership
Questions please contact:
KT Campbell
Program Advisor
Office of Student Life & Leadership
Chandler-Gilbert Community College
Office:480-857-5524
Fax: 480-732-7325
Email:
Application for a New Organization
Chandler-Gilbert Community College
- This petition must contain at least 15 signatures of currently enrolled students at CGCC who, by signing the petition, agree that the student organization would serve in the best interest of the college campus/community.
- This petition must have the approval of the Director of Student Life and Leadership and the college administration.
- Final approval is vested in the recommendation by the college administration. A new student organization is recognized as an official CGCC campus organization upon proof of an approved constitution, securing a campus faculty/staff advisor and college administration approval.
On thisday of,20, we, the undersigned students do hereby petition for an organization to be established on the Chandler-Gilbert Community College campus which shall be called:
The mission/purpose of this organization shall be:
Petition names & signatures:
Printed NameSignature
(For Office Use Only)
Organization Advisor:
Director of Student Life and Leadership:
College Administration:
Date Petition was picked up:
Date petition was returned:
Director of Student Life and Leadership:
Approved: Disapproved : Date:
Campus Sponsored Student-Organization
Recognition Form
Due October 1st and February 1st
1. Name of organization:
2. Affiliation, if any (College, Regional, National):
3. Mission/Purpose and objectives:
4. Proposed activities for the year (include dates if known):
5. Requirements for membership:
6. Time and Place of meetings (request form must be submitted separately):
7. Date of election of officers:
8. Campus Advisor(s):
NameOffice # & home or cell phone #
9. Organization Officers:
NameTitlePhoneAddress city/zip
10. Financial requirements of members:
Local dues:
National:
Initiation:
Miscellaneous:
Total:
11. Have the advisor(s) completed and signed an advisor’s agreement?
Yes No
12. Have the advisors participated in advisor training? Please list names below.
Name:Yes No
Name:Yes No
Name:Yes No
Name:Yes No
13. Have the executive officers attended Students Life’s Officer Training, Fall Student Life Retreat or district retreat? Please list names.
Name:Yes No
Name:Yes No
Name:Yes No
Name:Yes No
Name:Yes No
Name:Yes No
Name:Yes No
Name:Yes No
Name:Yes No
14. Do you allow the Office of Student Life and Leadership to release your organization’s officer names and/or contact information? Yes No
15. Do you wish to submit this application as an official sanctioned organization?
Yes No
Club President Signature
______Date: ______
Advisor Signature
______Date: ______
Model Constitution for Student Organizations
Preamble:State the purpose and mission of your organization
Article I:Name of the organization. State the complete, official name of your organization. If appropriate, specify and other variation of the official name that your organization might use in its contacts with the public.
Article II:Qualifications. List qualifications, requirements, rights, duties, and all other conditions for membership in you organization. If desired, include benefits and privileges of membership. Specify how membership may be resigned or terminated.
Article III:Executive Board Officers Duties and Responsibilities. List the officers, the terms of office and their general duties and responsibilities.
Article IV:Executive Board Structure, Qualification and Tenure. Stat the makeup of the executive committee, board of directors or council, the method of selection, terms of office and their general duties and responsibilities.
Article V:Secessions and Vacancies. State which position will replace those which become vacant or show the succession will be handled.
Article VI:Elections. State the method and frequency of elections. Specify who is eligible to vote and all the qualifications, requirements, or other conditions that members must meet before becoming candidates for office.
Article VII:Quorum. State the number of members required to be present at a meeting in order for official business to take place.
Article VIII:Meetings. State by which rules of order or procedure meetings shall be conducted. Cite the specific source of authority to be used in deciding questions of parliamentary procedure.
Article IX:Amendments. State the procedure for amending the constitution. Include any requirements forth form or manner in which the amendments are written; any time limitations for the presentation or ratification of an amendment and what margin of votes and amendment shall be required to receive for passage.
Article X:Official Advisors Rules & Responsibility. State the duties of your advisor and their rights and responsibilities to the organization.
Bylaws
The bylaws are intended to deal with day-to-day rules governing your organization. These might have to change in order to accommodate new conditions or circumstances. They should be reviewed and updated at least once every year.
1.Meetings. Indicate the frequency of meetings, possibly the day of the week and even include times and locations.
2. Officers. List any additional duties or responsibilities assigned to the various officers that have not already been covered in you constitution.
3.Committees. Name any standing committees and the method to be used for selecting chairpersons and committee members. State the duties and responsibilities of these committees.
4.Financial. Provide for initiation fees, dues, and other assessments (if any); also details regarding delinquencies.
5.Elections. State all election rules and procedures not already covered in your constitution.
6.Amendments of bylaws. Indicate method for amending the bylaws. The requirements for amending the bylaws should not be as great as those for amending the constitution.
If you have any question or need assistance drafting your organization’s constitution, contact the Director of Student Life and Leadership.
Tips for an Effective Committee
As you begin your Adventures in Leadership in the world of the Office of Student Life and Leadership at Chandler-Gilbert community College, you probably have no idea what to expect. Some of you may have had done experiences form high school or auxiliary groups to draw off of, but chances are that you really did not know where you fit in. Ideally, this section will give you some ideas bout how an effective group functions, and moreover, how your committee can become great.
Rule #1Meet Regularly
This is absolutely essential for all groups. Even if your group is seasonal, it is a good idea to schedule regular meetings. These can be weekly, by-weekly, or monthly, but make sure you meet. If you have a scheduled meeting, make sure you keep to it. There is nothing worse or more frustrating t a new member that to show up to meeting that has been canceled. Of course, this is sometimes unavoidable. If you do have to cancel a meeting, call everyone.
Rule #2Have an Agenda
Meetings are most effective when everyone knows what is going on, so have your executive board create and agenda. It can be a simple one, or an elaborate one. Style actually does not matter just as long as you have one. Include Old Business, New Business, Minutes and Roll Call. Everyone is able to keep track of what is going on and know when it will be reviewed when you follow a systematic format.
Rule #3Create a Sense of Belonging
As with any group or team, each and every person needs to feel wanted. If a new member arrives at a meeting and does not feel welcome, he or she may not return. Be sure to contact all members regularly and most of all, be a friend to them. By doing this, each and every person feels a sense of belonging and will ultimately contribute to the team.
Rule #4Do What You Say, Say What You Do
A good member always follows through; calling an agent, attending and event or sending a thank you note. Pleas do what you say you will do. If you are unable to attend an event, call someone. Also, tell others about the good things your group is doing. Be proud, not quiet.
Rule #5Recruit New Blood
This is a must for any group because people come and go. If your roommate or best friend is not involved in your group, ask them to attend a meeting. There are lots of people who just want to be asked, so take a chance. The worst thing could happen is that the answer would be “no.” How ever, if the answer is “yes” you have just added a new member to your group. It is a win-win so give it a try!
Rule #6Get Involved in Other Activities
Studies show that students who are involved in activities do better in school because they learn to manage their time. Whether you get involved in a council, Service Learning, or any other campus activity it doesn’t matter. Just get involved. The more rounded your co-curricular activities are, the more well rounded your college experience will be.
Rule #7Know When to Say No
We all can over commit sometimes, so be prepared to say “I am too busy.” Everyone loves the person who is involved in everything, but sooner or later, you will suffer for it. Eventually, your stress level rises, your grades possibly slop, or your mood changes, so watch for it. Do not worry about your committee. They are able to handle things if you are able to handle things if you are unable to participate.
Rule #8Spend Time in the Office of Student Life and Leadership
This is necessary because so many things originate from the Office of Student Life and Leadership. This does not mean that you have to spend all of your free time there, but at least a hour or two per week. We have computers, supplies, phones and everything your committee needs to function.
Rule #9Run For Office
Even if you lose you have won! People who are willing to take a risk are the same people who succeed in life. Serving as an officer will not only look great on you resume, but it will provide you with leadership experiences that are so valuable in life. You learn how to delegate, how to sell ideas, how to mediate discussions and how to facilitate a meeting. If it sounds interesting, give it a try!
Rule #10Have Fun!
Too many times people get involved for the wrong reasons-status, fame, glory ad not for the right reasons-fulfillment, social outlet, and interest. You should always like what you are doing. If you do not, discontinue your involvement. People who dislike their jobs tend to have a higher stress level, are more irritable and tend to have a poor outlook on life. Avoid this at all costs.
By following these rules, you will have a most enjoyable experience with you committee. Ultimately, you will appreciate it when you graduate. Always keep in mind that involvement in a committee is a lot of hard work, but in the long run, the experience will have given you far more that you could have given it.
Sample Constitution
This sample constitution is meant to guide you through the creation of a constitution for your student organization or organization. There may be areas you with to add to this constitution and some which you may choose to omit - - most of this is up to the student organization. If you would like to see copies of other student organization constitutions, please see the Director of Student Life and Leadership.
Constitution for ______
Article I: Name
The name of this student organization shall be: ______
Article II: Purpose
The purpose of this student organization shall be to: ______
Article II: Membership
Section 1.Size – Is there a limit to the number of members you will have in the student organization due to national affiliation, types of activities, or is the number of students for the student organization completely open?
Section 2.Eligibility – Who qualifies to be in your student organization? Are you affiliated with a national chapter of which these people must also be members? Remember that your statement can specify that you are a student organization or organization targeted at a certain population. However, the statement must also be inclusive of all eligible students regardless of race, ethnicity, religion, sexual orientation, age or disability. Only currently enrolled CGCC students are eligible for full membership into your student organization. Non-CGCC students may participate but may not vote, may not benefit form student organization funds and my not be permitted to travel with the group to off-campus events and will not be covered by campus and district insurance.
Section 3.Degrees of Membership – Are there categories for the member? Is there an active/inactive status? First level, second level? Voting and non-voting? Remember that only CGCC students who are currently enrolled at the time of an election or vote can cast a vote.
Section 4.Removal of Members – Will it be important to remove members who do not attend meetings, who are disruptive, who do not fulfill their assigned duties? Who decides and what is the timeline?
Section 5.Dues – No dues will be required. The only situations in which a student organization can require dues are for one-time or periodic fees for membership with a national chapter. No student may be barred form participation in the student organization of lack of funds. You might want to include a part in this section about how you would handle a student who did not have the funds for membership but still wanted to participate.
Article IV: Officers
Section 1. Officers – What are the names of the positions of the governing body of officers? What is the name of this governing body? For example: President, Vice-President, Secretary, Treasurer, Representatives, Coordinators, etc.
Section 2.Duties of Officers – Outline the responsibilities of each officer listed on Section 1. Include an attendance requirement, GPA requirement to be maintained, credit hours enrolled while in office, etc. Include who, when, and for what purpose these officers will meet. For example the Executive Board (President, Vice-President, Treasurer, and Secretary will meet once a week to plan and discuss…..)
Section 3.Selection of Officers – When will the selection of officers take place? What will the term of office be? What are the requirements (GPA, previous experience, credit hours, etc.) for being and officer?
Section 4.Election/Appointment Procedures – What percentage of the total membership is required for a valid vote? When shall this process take place? What percentage of votes is needed to win?
Section 5.Election Recall Procedures – This is for the times when a vote must be recounted for a variety of reasons – illegal campaigning, coercion, ballot-stuffing, etc. Who can recall a vote? How much time is allowed after the vote to petition for a recall? What is the procedure?
Section 6.Removal of Officers – How and under what circumstances can an officer be removed from office? How many meetings can an officer miss, etc.?
Article V: Executive Board Governing Body
Section 1.What is the name of the governing body? Who in on the board?
Section 2.Board Powers – Describe that the organization governing board is supposed to do for this organization. What powers does it have?
Section 3.Governing Board members shall not serve as officers of other CGCC sponsored student organizations or organizations.
Article VI: Meetings
Section 1.Executive Board Meetings – How often are the meetings? Are they open or closed meetings (open means anyone can observe, closed means that only the advisors and officers may attend)? What is the attendance requirement – all officers, most officers?
Section 2.Regular Meetings – When, where, how long are meetings? An advisor must be present at each meeting in order for the meeting to be an official meeting at which official business may be conducted. Are you meeting only during fall/spring sessions or during breaks and summer sessions too?
Section 3.Special meetings – Who can call special meetings and for what purposes can they be called?
Section 4.Quorum – How many members must be present for student organization business to take place? A majority (1 over ½ of the total membership), at least 10, more that 12?
Article Vlll: Committees
Section 1.Standing committees – Will you have set committees as part of your student organization? Who will be eligible for these committees? What will those people do? How many?
Section 2.Other Committees -- Ad hoc or special committees? Who will create them and for what purpose will they be created? Who is in charge of these committees?
Article VIII: Parliamentary Authority
What rules of order will you use? Will you use the complete version of Robert’s rules of Order or a revised and annotated version of the rules?
Article IX: Community Service
Section 1.This student organization will participate in a minimum of 1 (one) volunteer project each semester.
Section 2.Are there particular details, areas, guidelines, that you student organization would like to address in this section?