Creating and Maintaining A New Club

Procedures for forming and maintaining a campus organization:

1. When interest calls for a new campus organization, student organizers must meet with the Director of Student Development to discuss the goals and objectives of the new group. Student leaders who are members of more than one campus organization may not hold more than one executive board position. This applies to organizations that are in formation, as well as those that have been approved.

2. Obtain the signatures of at least 15 full-time students who are in good academic and disciplinary standing. All students must have a 2.0 cumulative grade point average, but no student may be on academic and/or disciplinary probation or suspension, regardless of the cumulative grade point average. These students must be willing to join the proposed organization if it is approved.

3. Follow the policy for the selection of a member of the full-time faculty, staff or administration who would be willing to serve as moderator, and submit his/her name to the Director of Student Development for appointment.

4. Submit a copy of the proposed constitution to the SGA Constitutional Committee who will work in conjunction with the organizers to form a final edition of the proposed constitution. For Greek Organizations, the proposed Constitution must first be submitted to the Greek Council for approval prior to being submitted to the SGA.

5. Submit a copy of the final constitution to the Vice Provost for Student Life. If the Vice Provost fails to approve the application, an appeal may be forwarded to the President of the College for a final resolution. Student leaders will retain the right to inform the Committee on Student Life of the Board of Trustees through the student representative to that committee if they feel the Board should hear any issues.

6. Submit a copy of the final edition of the proposed constitution to the chairperson of the SGA Constitutional Committee. The chairperson will suggest approval of the new constitution to the SGA, and if it is approved, the organization will serve a probationary period of six academic months to determine if the organization is fulfilling its objectives.

7. After final approval by the SGA, four copies of the organization’s constitution and club roster must be made. One of each will remain on file with the SGA, with the president of the new campus organization, with the moderator, and with the Office of Student Development.

8. After an organization is approved, all members must remain in good academic and disciplinary standing in order to maintain active status. A student who has been placed on academic and/or disciplinary probation or suspension, regardless of the grade point average, may not participate in any activities or hold office. Inactive members or people who are not enrolled as students, may not participate in activities unless they are open to the public.

9. All students and student groups must obtain the approval of the Director of Student Development in writing to conduct any fund raising projects. If the project has a publicity component, all of the particulars must comply with the publicity procedures outlined in this handbook. No fund raising project may involve the possession, sale, or distribution of alcoholic beverages.

10. Organizations must complete the following requirements/duties to remain in good standing:

  • Annually update the roster and leadership card.
  • Attend the Fall and Spring Leadership workshops.
  • Send a representative to the general membership meetings of the SGA.
  • Complete one community service project per semester.
  • Sponsor one campus event per semester.

In addition, All Greek/Social Fellowship organizations must:

  • Send a representative to the general membership meetings of the Greek Council.
  • Follow the Pledging Policy as outlined in this Handbook.
  • Send the president of the organization and the coordinator of pledging (membership) to a pledging workshop each semester.

Campus Organization Moderator:

The Director of Student Development appoints a moderator for each campus organization at the request of the student members. The moderator is an integral part of every campus organization and volunteers to work with student groups because he/she wants to make a unique contribution in addition to regular professional duties.

The moderator should be a full-time member of the faculty, administration, or staff. An organization should approach a member of the staff who is duly qualified and ask him/her to be its moderator. After a member of the faculty, administration or staff has accepted, a written request should be submitted to the Director of Student Development asking him/her to appoint said individual as moderator of the campus organization. If a new or existing cocurricular organization needs a moderator, it is strongly recommended that the members of the group consider a full-time faculty member and meet beforehand with the appropriate academic chairperson. This will create an opportunity to discuss the qualifications of the prospective moderator. However, the final choice for the nomination shall rest with the membership of the campus organization.

Organizations are required to arrange that their moderator be present whenever the organization conducts an election of officers or has a function where alcoholic beverages are served. A member of the Student Development staff may substitute for the moderator at the request of the student organization. Failure to do so could result in disciplinary action against the organization and/or individuals that are members of it.

The moderator’s primary responsibility is to advise and to serve as a resource person. By suggestions, comments, and constructive proposals, he/she can assist the organization in achieving its objectives. Specifically, the moderator’s responsibilities to the organization are:

  • to be familiar with the policies of the College and the SGA and with the constitutions of the SGA and the moderator’s organization;
  • to assist the officers and members in becoming acquainted with these policies;
  • to encourage and assist the organization as it plans an active program of activities;
  • to be available to sign checks, administrative forms, and space reservation forms; and
  • to assist with the creation of an annual budget.

If a student organization is guilty of violating the College Code of Conduct, the pledging policies of the Greek Council if applicable, or any other College policies, it is the responsibility of the moderator to inform the Director of Student Development or the Vice Provost for Student Life.

The responsibilities of the campus organization to its moderator are that the moderator should be recognized as an integral part of the group and officers must keep him/her fully informed of the programming activities. This includes:

  • supplying monthly reviews of the organization’s treasury and/or checking accounts;
  • notifying the moderator of the place and time of each meeting and all other activities and events;
  • asking the moderator for his/her advice when concerns arise in the organization; and
  • scheduling monthly conferences with the moderator to discuss the affairs of the organization.