Procedure for Approving a Newstudent Club

PROCEDURE FOR APPROVING A NEWSTUDENT CLUB

CLUB DEFINITION

A STUDENT CLUBis a student-run group of like-minded students who have gathered together to explore, celebrate and share-in a common purpose. They have created a formal operating charter with a unique mission and received formal approval from the Student Government Association. Clubs receive support from members of the faculty, staff, or administration who serve as club advisors.

REQUIRED DOCUMENTATION

1)Studentswishingtostartanewclubshouldfirstreviewthecurrentlistingsofrecognized clubs found at

2)Ifthereisnosimilarclub,studentsshouldrecruitamemberofthecollegefaculty, staff,oradministrationto serve astheAdvisortotheirgroup.Formoreinformationastotherole ofaclub advisor,pleaserefertotheClub/OrganizationPolicyProceduresfoundat

3)Studentswillalsohavetocompletethe following documents:

RequestforRecognitionForm. This is an intake form describing the basics of the proposed group. It can befoundonpagethree (3)ofthispacket.

ListofInterestedStudents Form. This is a listing of students who have expressed interest in joining the club if it receives approval. Aminimumoffifteen(15) interestedstudents is required.It can befound on page four (4)of this packet.

Constitution. A constitution isthe operating charter for the club. The draft template that must be used can be found on page six (6) with directions on page five (5) of this packet. ConstitutionsmustbetypedandE-MAILEDto the Department ofStudentInvolvementat .

4)Afteraclubcompletestherequirementslistedabove,theymustsubmitallthecompleted documents tothe Department of Student Involvement (Student Center Room108) for processing and next steps.

If you have questions or need help during this process, you can make an appointment with a member of the Student Involvement staff by calling 914-606-6731, emailing , or visiting Student Center Room 108.

PROCEDURE FOR STUDENT GOVERNMENTRECOGNITION

1)Once verified that all information is completed, TheDepartmentofStudentInvolvementwillnotifytheStudentGovernmentAssociation(SGA)thata proposalfor a new club has beensubmitted.

2)ThedocumentswillbesenttotheSGASecretarywhowillassignamemberoftheSGAConstitutionCommitteetoreviewthepacket. The SGA ConstitutionCommitteemay request tomeetwiththe students who are making the new club proposalto ask questions and suggest changesto the proposed club’sconstitution or other documents. AfterbeingreviewedbytheSGAConstitutionCommittee,thestudents proposing the new clubwillbenotifiedby the SGA Secretary thattheirpacketwillbesenttotheSGASenateforreview.

3)The SGA President will notify the club of the date that their new club is scheduled for their presentation to the SGA Senate. Thispresentationshouldinclude:(1)anoverviewoftheclub’s mission;(2)thenameandbackgroundofthefacultyadvisor;(3) anticipated events or initiatives the club will sponsor; (4)reasons whytheclubisneededoncampus;and(5)othercriteriaconsideredimportantbythe students proposing the club.

4)The SGA Senate reviews new club proposalsonce a semester. The following dates are scheduled for this academic year:

Semester / Deadline to Submit Proposal / Senate Presentation Date
Fall 2016 / Monday, November 21
3:00pm / Thursday, December 1
4:00pm
Spring 2017 / Monday, April 11
3:00pm / Thursday, April 20
4:00pm

5)IfapprovedbytheSGASenate,theclubshallbeofficiallyrecognized by the Collegeand willbeentitledtoall rights and benefits associated with clubrecognition. The club may apply for funding from the Student Government Association the semester after it receives approval.

NEW CLUB/ORGANIZATION
Request for Recognition Form
Club/Organization Name:
StudentPresentingRequest:
StudentEmail:
PerspectiveClub Advisor/Department:
Title ofAdvisor:
GENERAL INFORMATION
What is the purpose and mission of your club/organization?
What sort of opportunities and/or activities will your club/organization sponsor for the campus community?
Why should your club/organization be recognized on campus?
Agreement & Verification
Ihaveread,understoodandfeelIamabletocompletetheresponsibilitiesandrequirementsofstartingarecognizedclub/organizationatWestchesterCommunityCollege.IaffirmthattheinformationwhichIhaveprovidedonthisformandallothermaterialsforrecognitionarecomplete,accurate,and true to the best of my knowledge.
Student Presenting Request
Student Presenting Request
Name (Printed)
Signature / Date:
Prospective Club Advisor
Name (Printed)
Signature / Date:
NEW CLUB/ORGANIZATION
LIST OF INTERESTED STUDENTS
Bysigningbelow,Iamindicatingmyinterestinjoiningandbeingactiveinthenewlyproposedclub, called ______while I continue as a student at Westchester CommunityCollege.
Name (Printed) / Signature / Student ID
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30

***If you have additional names, please just duplicate this page***

NEW CLUB CONSTITUTION

TEMPLATE & INSTRUCTIONS

1)The followingtemplateMUSTbeusedwhenwritingyourprospectiveclub constitution.

2)Anything that isBOLD, UNDERLINED, ITALICIZEDmeans you must fill in the missing information. Simply write over those words and write in the information it calls for.

3)You should make sure everything is written in completesentences.

4)AllconstitutionsmustbetypedandE-MAILEDto the Department ofStudentInvolvementat .

5)If you have questions or need help when writing your constitution, you can make an appointment with a member of the Student Involvement staff by calling 914-606-6731, emailing , or visiting Student Center Room 108.

NAME OF CLUB

WESTCHESTER COMMUNITY COLLEGE

ARTICLE I: NAME

Thenameofthisclub/organizationshallbeNAMEOFCLUB.

ARTICLE II: PURPOSE

The mission of theNAMEOFCLUBis to:

FIRST STATEMENT OFPURPOSE

SECOND STATEMENT OFPURPOSE

THIRD STATEMENT OFPURPOSE (if needed)

FOURTH STATEMENT OFPURPOSE(if needed)

ARTICLE III: MEMBERSHIP

NAMEOFCLUBshallnotdiscriminateagainstanystudentonanybasis,including,butnotlimitedto:real or perceived age, race, sex, gender identity/expression, sexual orientation, sexual history, religiousorientation, physical or mental disability, veteran status, alienage, citizenship, marital or parental status, legallyrecognized domesticpartnershipstatus,nationalorigin,ancestry,creed,politicalbelief,arrestand/orconvictionrecord,or any other criterion prohibited by federal, state or locallaw.

Any student attending Westchester Community College who has paid the student activity fee is eligible to bea member of NAMEOFCLUB.

StudentscanbecomeamemberofNAMEOFCLUBbySTATEHOWASTUDENTBECOMESA MEMBER OF YOURCLUB.

MembersofNAMEOFCLUBareexpectedtoSTATEWHATEXPECTATIONSYOUHAVEOFYOUR MEMBERS (i.e. attend meetings, help at events,etc).

Members can be removed from the NAMEOFCLUBfor STATE WHY A STUDENT CANBE REMOVEDASAMEMBEROFYOURCLUBbySTATEHOWASTUDENTCANBEREMOVEDASA MEMBER OF YOURCLUB.

F.ARE THERE OTHER ITEMS YOU WANT TO ADD TOMEMBERSHIP?

ARTICLE IV: OFFICERS

A.NAMEOFCLUBshall have NUMBERofficers.

B.AllofficersmustattendalltrainingssponsoredbytheDepartmentofStudentInvolvement.

C. All officers must be members of the NAMEOFCLUB.

D. The following officer positions are established for NAMEOFCLUB:

a)PRESIDENT

i.The President shall preside over all meetings of the NAMEOFCLUB.

ii.The President shall ensure that the mission and purpose of NAMEOFCLUBareupheld.

iii.ThePresidentshallensureallresponsibilitiesoftheclubasdetailedbytheOfficeofStudent Involvement and the Student Government Association are completed ontime.

iv.OTHERRESPONSIBILITIES?

b)VICEPRESIDENT

i.The Vice President shall assist the President in their duties and assume all the duties andresponsibilities of the President in his/herabsence.

ii.OTHERRESPONSIBILITIES?

c)TREASURER

i.TheTreasurershallberesponsibleforkeepingtrackofallmoniesandfundsofNAMEOFCLUB.

ii.The Treasurer shall understand and adhere to all the financial policies and procedures of the Department ofStudent Involvement, Faculty/Student Association and the Student GovernmentAssociation.

iii.OTHERRESPONSIBILITIES?

d)SECRETARY

i.The Secretary shall manage all club/organization documents andcorrespondence.

ii.The Secretary shall keep accurate records and notes of allmeetings.

iii.OTHERRESPONSIBILITIES?

e)CLUB COUNCILREPRESENTATIVE

i.Shall attend every meeting of the Student Government Association ClubCouncil.

ii.Shall represent the interests of club/organization to the ClubCouncil.

iii.OTHERRESPONSIBILITIES?

f)OTHER OFFICER POSITIONS

i.IF SO, WHAT ARE THEIRRESPONSIBILITIES?

g)ADVISOR

i.The divisor shall serve in a non-voting capacity and provide guidance to theclub/organization.

ii.The Advisor shall be a member of the College faculty, staff oradministration.

iii.The Advisor will attend meetings of the club/organization and provide advice and recommendationsfor clubaction.

iv.The Advisor shall attend trainings sponsored by the Department of StudentInvolvement.

v.The Advisor is selected by STATE HOW THE ADVISOR ISSELECTED.

vi.The Advisor can be removed by STATE HOW AN ADVISOR CAN BEREMOVED.

E.The above will comprise the Executive Committee of aclub/organization.

F.The Officer can serve a maximum of NUMBERsemesters in theirposition.

G.The Officers are selected by STATE HOW AND WHEN THE OFFICERS ARE SELECTED ORELECTED (i.e. a vote of the clubmembership)

H.The term of Officers shall be STATE HOW LONG AN OFFICER SERVES IN THEIR TERM (i.e. asemester, the full academic year)

I.AnOfficercanberemovedfromhisorherpositionforSTATEWHYANOFFICERCANBEREMOVED FROM HIS/HER POSITION by STATE HOW AN OFFICER CAN BE REMOVED FROMHIS/HER POSITION

J.ARE THERE OTHER ITEMS YOU WANT TO ADD TOOFFICERS?

ARTICLE V:MEETINGS

A.The NAMEOFCLUBwill meet STATE HOW OFTEN THE CLUB WILLMEET.

B.The NAMEOFCLUBwill need STATE HOW MANY MEMBERS MUST BE PRESENTfor anofficial meeting to occur.

C.ARE THERE OTHER ITEMS YOU WANT TO ADD TOMEETINGS?

ARTICLE VI:VOTING

A.Members of NAMEOFCLUBwill be eligible to vote in clubbusiness.

B.TraditionalclubbusinesswillbeconductedbySTATEBYWHICHMETHODVOTESAREHELD(secret ballot, voicevote).

C.Votes will be approved by a STATE WHAT OUTCOME IS NEEDED TO PASS A VOTE (majority, plurality, other).

D.TheElectionsofofficerswillbedecidedbySTATEHOWANDWHENTHEOFFICERSARESELECTEDOR ELECTED (i.e. a vote of the clubmembership).

E.ARE THERE OTHER ITEMS YOU WANT TO ADD TOVOTING?

ARTICLE VII: CLUBRESPONSIBILITIES

A.NAMEOFCLUBshall abide by the policies, procedures, and requirements established by theStudent Government Association, Faculty/Student Association andWestchester Community College.

B.NAMEOFCLUBshallregister the club at the beginning of each semester with the Department of Student Involvement.

C.NAMEOFCLUBshall send a representative to every meeting of the Student GovernmentAssociation ClubCouncil.

ARTICLE VIII: AMENDMENTS & DISSOLUTION

OF THEORGANIZATION

A.All amendments to this constitution must be passed by a Majority, 3/4 Majority, ETC?vote of the totalclub membership.

B.Constitution updates must be submitted to the Student Government Association Senate for review and approval before they are deemed official.

C.NAMEOFCLUB must email any and all updates or changes to its constitution to the Department of Student Involvement after they have received approval by the Student Government Senate.

D.Intheeventofthedissolutionofthisclub,allaccruedfundsandassetsrevertbacktotheStudent GovernmentAssociation.