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Student Organization Handbook

Contents

Introduction | Application Process | Organization Status | Student Leader & Advisor Expectations | Anti-Discrimination Statement | College Name & Trademark Usage | Event Planning | External Affiliations | Feedback Process | Finance & Funding | Food Safety | Hazing | International Students & Visa Limitations | Leadership Transitions | Membership & Inclusion Policies | Political Activity | Risk Management Protocol & Waivers | Travel/Tip Registration | Umbrella Office Specific Protocols | Resources | Important People to Know | Frequently Asked Questions

General Introduction to CCGSA & Student Organizations

Co-/extra-curricular involvement outside of the classroom is an integral part of the college learning experience, providing students the opportunity for leadership development, exploration of new interests/passion areas, and to leave a lasting legacy on campus. One of the many ways students can contribute to campus life and become involved is through student organizations.

As the student government, the Colorado College Student Government Association (CCSGA):

  • gives students an active role in enriching their college experience.
  • is a source of support for student organizations and events and a forum for cooperative action and the voice of the student body.
  • is responsible for recognizing student organizations, appoints students to faculty and trustee committees, represents the student body in dialogues with college administration, and funds special projects, active organizations, and student publications.

Every CC student is a member of CCSGA from the time they enter the college. Each student has the right to have their voice heard through:

  • voting in campus elections,
  • running in campus elections,
  • applying to serve on a college committee,
  • as well as attending the open CCSGA meetings. The CCSGA executive council meets four times every block, and meetings are open to the entire campus community.

In addition to CCSGA membership, all students are welcome to join existing student organizations or consider starting their own. CCSGA is responsible for the recognition and support of student organizations.

Various administrative and academic offices across campus provide support to CCSGA in the advising and management of student organizations as well as the development and implementation of collaborative project.

Scope of the Student Organization Handbook

This handbook applies to any group of students who require any type of administrative or financial support from Colorado College, including Campus Activities and/or CCSGA. This also encompasses student groups affiliated with specific campus offices, programs, and/or academic departments. This handbook outlines the club development, application, and recognition process as well as the student organization management protocols and expectations.

Benefits of CCSGA Recognition

Recognized student organizations are provided additional support and gain access to finite campus resources, including but not limited to:

  • CCSGA & departmental funding,
  • administrative support,
  • campus space reservations,
  • leadership development,
  • and various other resources.

Recognition through CCSGA provides student organizations a higher level of visibility on campus and within the community. In addition, recognition provides structure and support that promotes longevity of your organization well after the founding students graduate.

Application Process, Classifications, Advising Structures, & Status

Club Development & Step by Step Application Process

In order to become a recognized CCSGA student organization and be classified as "Active," eligible for the all of the benefits of recognition, groups must apply to be recognized. The process is as follows:

Step 1: Do your Research & Express Interest

  • Set-up a meeting with a staff member in an Umbrella Advising office based on the classification categor(y/ies) your organization best fits in to (outlined below); this meeting should help you better understand the work of that office and their student organization processes, protocols, and advising capacity.
    • Prior to meeting with the umbrella advising office and/or potential advisor, you should consider what your advisor's role will be and how involved you expect them to be. The Advisor Expectations Worksheet can help you do this.
  • Meet with leaders (chairs and/or advisor) of similar groups (if applicable) to have a discussion about collaboration and differentiation to determine if this existing organization can meet the needs expressed instead of creating a new, parallel but distinct organization. Campus Activities Staff are happy to help organize and mediate these meetings as necessary.

Step 2: Meet with Staff from Umbrella Advising Office and Find an Advisor(s)

In addition to CCGSA & Campus Activities, Student Organizations are supported by a variety of different offices on campus that have expertise in specific areas. Each of these offices, included in the chart below, have internal student organization management protocol in order to best support the student groups within their Umbrella.

  • These protocols are in addition to the general CCSGA policy and must be followed in order for clubs to remain active status.
  • National Organizations with chapters on CC's campus must also agree to and follow their Umbrella Advising Office's guidelines in addition to the guidelines set out by CCSGA. See the External Affiliations/Advisors & Adult Volunteers section for more information.
  • Come to the initial meeting with the completed Advisor Expectations Worksheet to guide this discussion and determine if this office and its staff has the capacity to serve as your organization's advisor or if you need to seek an additional staff advisor outside of this office.
  • During the application review process, CCSGA will be in touch with the umbrella advising office to determine the nature of your organization's relationship with their office.

 

  • Should they be unable to advise your organization but agree that your proposed organization adds value to the campus and does not create unnecessary redundancies, your organization will still be required to abide by their Office Protocol but will work more closely with Campus Activities.

If you need to seek an advisor outside of the Umbrella Advising Office:

  • Brainstorm a list of full-time faculty and staff that may have an interest in your organization and reach out to them to discuss your club idea and advising responsibilities.
  • Should you be unable to identify an advisor, reach out to Campus Activities to for help.
  • The Advisor Expectations Worksheet is a useful tool to determine the full-time faculty or staff member is a good fit for your organization's interests and needs.

 

  • All clubs advisors will be required to attend a yearly Student Organization Advisor Training, offered at least twice throughout the year.

There may be times that student organizations are classified under one umbrella office but engage in activities overseen by a different Umbrella Advising Office(s). In these instances, your organization will be expected to practice the protocols of both Offices as well as abide by the CCGSA protocols. An example of this would be if an Arts group wanted to take their club on a camping trip; they would be required to have a trained Outdoor Ed trip leader lead the trip.

Student Organization Classification*

Umbrella Advising Office

Academic/Honor Society

Campus Activities

Athletic/Recreational Sport

Recreation Program (advises 14 competitive & established club sports teams)

Campus Activities

Arts (Culture, Media, Performing,Visual)

Campus Activities

Environmental

Office of Sustainability

Greek

Residential Experience Team

Health & Wellness

Wellness Resource Center

Sexual Assault Response Coordinator

Identity Based/Social Justice

Campus Activities (with consultation & support of the Butler Center)

Outdoor Recreation

Outdoor Education

Political

Collaborative for Community Engagement

Professional/Pre-Professional

Career Center

Service/Community Engagement

Collaborative for Community Engagement

Social/Special Interest Group

Campus Activities

Spiritual or Religious

Chaplain's Office

* This list of categories is not all-inclusive; more categories may be added overtime. If your group does not fit naturally into one of these predefined categories, select social/special interest group on the application.

Step 3: Complete Application

The application for CCGSA recognition can be found here. It will ask you to answer the following questions in addition to submitting your Mission Statement, Constitution, officer contact information, and membership list.

  • How will your organization enhance the experience of students at Colorado College?
  • Why do you need the structure of a club to coordinate your activity?
  • Is it of general appeal to the student body? How have you gauged interest?
  • What are the goals you hope your organization will accomplish? How will your organization work to accomplish these goals.
  • Are there existing student groups at CC whose mission/goals are similar to yours? If so, please describe how your group will be distinct from the existing group. What did you learn from your meeting with the similar clubs leadership?
  • Where and when does/will your organization typically meet?
  • Does your organization have any process students must complete before they can become a member?

Please note: some Umbrella Advising Offices do require a Supplemental Application or have additional requirements you must meet in order to be classified within their structure. These requirements will be shared during the Umbrella Advising Office meeting described in step 2.

Step 4: Application Review

The CCSGA Student Life Committee will review your application and render a decision based on the information provided in the application. There are typically two outcomes of the recognition process:

  • Once a group has been recognized, they will be expected to follow the guidelines set out by Colorado College, CCSGA, and their Umbrella Office(s).
  • Should a group not be recognized, the CCSGA Student Life Committee will provide feedback on why this decision was reached and suggestions for future applications.

Step 5: Maintain Active Status

Once a group is recognized, there are a series of CCSGA student org trainings that need to be completed to maintain active status; these may be in addition to Umbrella Advising Office trainings. CCSGA trainings include:

  • Finance Training
  • Student Org Leader & Advisor Training
  • Trip Leader & Safety Officer Training

Information about the dates, times, and locations of these trainings will be emailed to the student organization's leaders on file as well as posted on the Campus Activities website, facebook page, and the student digest.

Additional requirements to maintain Active are:

  • Submit change of leadership updates once a year
  • Most clubs transition student leadership in Blocks 7 & 8.
  • Maintain relationship with Umbrella Advising Office & Advisor
  • Adhere to College, Advising Office, & CCSGA policies

Should a club not meet/fulfill these requirements, they will be flagged as Active, but Not in Good Standing. This means a club may lose some or all access to CCSGA and other campus resources until they have fulfilled the requirements. Reasons a club may become flagged as "Not in Good Standing" include but are not limited to:

Reason

Consequence

Reversal

Missing Required Leadership trainings

Finance Training: Freezing of Account

Student Org Leader & Advisor Training: Loss of Programming Privileges

Trip Leader & Safety Officer Training: Loss of off-campus trip privileges

Arrange time to complete make-up training or attend session at next offered date

Outstanding payments, overdraft account, and/or misuse of purchasing card

Freezing of Account and loss of access to CCSGA funding and p card

Zeroing out of account balance; payment of outstanding balances; additional training for p card

Failure to follow proper event planning protocol and guidelines set out by Student Event Summit

Cancellation or rescheduling of event and/or loss of future event planning privileges

Case by Case Basis; additional event planning training

Special event funding follow-up report not submitted

Loss of access to future CCSGA special events funding

Completed Special Event Follow-up report submitted

Violation of the Honor & Community Standards Pathfinder

This may be grounds for being moved directly to inactive and will be reviewed on a case by case basis

Case by Case Basis

Violation of Umbrella Office Protocol

This may be grounds for being moved directly to inactive and will be reviewed on a case by case basis

Case by Case Basis

Failure to return loaned College equipment or returning it broken

Loss of check-out and potentially programming privileges

Equipment returned, replaced, or reimbursed

Failure to return waivers

Loss of programming privileges

Turn in completed waivers

Inactive

Groups may become categorized as Inactive for a variety of reasons; including but not limited to, the group has:

  • gone dormant and is no longer meeting
  • not appointed new leadership and/or advisor or updated the leaders on record with CCSGA and Campus Activities
  • not attended any required leadership trainings
  • Violated CCSGA protocols and has CCSGA recognition revoked
  • Chosen to become inactive on their own accord by notifying CCSGA VP of Student Life

Applications for Reactivation will be considered by CCSGA and the Umbrella Advising Office on a case by case basis. In the case of CCSGA recognition having been revoked, the reactivation process will include at minimum a meeting with Campus Activities, CCSGA, and Advising Office Staff to discuss future plans and changes that have been made to address reason for deactivation.

These guidelines will go fully into effect in the 2019-2020 school year. During this time, CCSGA & Campus Activities will work closely with current groups to educate them on these new guidelines.

Student Leader & Advisor Expectations

Leading a student organization is a great opportunity to learn and develop professional skills; while it can be a time consuming undertaking, it is also a lot of fun and very rewarding experience that contributes to a vibrant campus culture. So that students and advisors have an understanding of what kind of commitment is expected, CCSGA has outlined the following minimum expectations; please note, Umbrella Advising Offices may have additional expectations that will be communicated directly with their group leaders.

Student Leader Expectations

At minimum, student leaders of student organizations are expected by CCSGA to:

  • Attend CCSGA trainings
  • Follow the policies & protocols in this manual as well as those of the Umbrella Advising Offices and the College's Code of Honor & Community Standards
  • Communicate with the club advisor and/or Umbrella Advising Office, meeting at least once a semester or more as determined by Advisor/Umbrella Advising Office, and keeping them in the loop on any upcoming events
  • Lead your group by setting goals and actively work to achieve these goals; strategically planning, implementing, and evaluating programs/events; and recruiting/retaining members.
  • Manage election and leadership transition process
  • Collaborate with other student organizations
  • Go through the proper channels within appropriate timelines for campus procedures.

Advisor Expectations

During the initial forming of the organization or when selecting a new advisor for your organization, student leaders should reflect on the role of the advisor and determine in what capacity the advisor will be involved in the operations of the club.

At a minimum, advisors are expected to:

  • Be full time faculty or staff of the college, unless the Umbrella Advising Office has approved external advisors or adult volunteers.
  • Attend advisor training.
  • Attend student events as needed with timely requests.
  • Listen constructively and empathetically to student concerns.
  • Honor and encourage diverse perspectives and backgrounds.
  • Set aside time to regularly advise leaders and provide guidance to members as needed.
  • Help provide continuity for the organization from year to year.
  • Serve as a resource for students in gaining familiarity with, and ensuring compliance with, all College and CCSGA policies and procedures.
  • Refer students to other sources of information and assistance when unaware or unsure of campus protocols and best practices.
  • Help manage and approve organizational budgets and spending. The adviser is responsible for signing off on expenditures from all financial accounts, making sure to keep the organization account fiscally solvent, within allocations, and adhering to guidelines.
  • Continually seek to improve the style and substance of their advising role.

So that student leaders and advisors are on the same page about level of involvement an advisor will have in an organization, groups are required to complete the Advisor Expectations Form annually.

General Student Organization Policies

Anti-Discrimination Statement

Colorado College does not discriminate and does not tolerate discrimination against students, faculty, staff, applicants for admission and employment, and visitors, in its education programs and activities and its employment practices on the basis of race, color, national or ethnic origin, marital status, disability, religion, veteran status, age or any other status protected under local, state or federal law. Discrimination includes harassment, which includes a wide range of abusive and humiliating verbal or physical behaviors that are directed against a particular person or persons because of one or more of the above protected characteristics. This includes creating a "hostile environment" where the conduct is sufficiently severe or pervasive to alter the conditions of the person's employment or educational experience at the college. The college further believes that students, faculty, staff, applicants for admission and employment, and visitors have the right to be free from retaliation for reporting or participating in the investigation of alleged violations of this policy or in any related proceeding, including a criminal proceeding or a proceeding with a government agency. Individuals who engage in such conduct will be subject to disciplinary and other remedial action under this policy. View the College's full policy here. For questions about group membership & inclusion practices, see the Membership & Inclusion Practices section of the manual.

College Name & Trademark Usage

In order to use the Colorado College name or "CC" abbreviation, your club must have been active and in good standing for at least one year.

Event Planning Protocol

The Event Planning checklist is designed to help you navigate the event planning process at CC; while not exhaustive, it should help you identify common event planning tasks and be prepared for your Student Events Summit meeting. All student organizations must abide by the college's advance notice policy for space reservations and service orders of at least 10 business days/two weeks.

While the college has a minimum advance notice requirement for events, it usually takes at least three months of preparation in order to carry out a well-planned, successful event. Depending upon the size and scale of the event, this timeline can be shortened, but it is advisable to start planning everything as far out as possible as spaces fill up quickly and other campus resources are finite. Before beginning the planning process, you should review the event planning checklist in its entirety so you are aware of what you need to consider at each stage. Please note that alcohol is not allowed at any student organization event, meeting, trip, retreat, function, etc., either on- or off- campus, without prior authorization by the Office of Campus Activities and the Senior Associate Dean of Students.

Additionally, Student Organizations are expected to be familiar with the following campus & CCGSA policies:

 

 

External Affiliations/Advisors & Adult Volunteers

Recognizing that some organizations have national affiliations and require the help of external, adult volunteers, such as coaches, ministers, alumni advisors, etc., CCSGA welcomes the support of these individuals. External Advisors & Adult Volunteers must, however, follow the guidelines set out in this handbook in addition to completing an HR background check and the Volunteer Agreement form.

Groups with External Affiliations must also follow all policies set out by CCSGA, Umbrella Advising Offices, and the College; should there be a conflict between internal (CC) and external (National Organization) policies, the College's policies should be considered the default to be followed. Not following the College's policy will put the organizations status as a recognized and active organization at risk.

Feedback Process

Feedback is an important part of the student organization development process. Should you have feedback or kudos for specific student organizations on their practices or would like to provide suggestions for this handbook, you can do so by emailing CCSGA.

Financing & Funding Policy

Colorado College Student Government Association (CCSGA) administers much of the funding for student organizations. Types of funding provided by CCSGA include annual budget allocations and special events funding. If your organization has not already received funding for the current semester, you may apply to receive funding for the following semester.

The CCSGA Finance Committee reviews the annual budgetary requests of student groups twice a year; once at the end of 4th block, and once at the end 8th block. If your student group requires funding for recurring expenses, such as transportation or meeting expenses, keep an eye out for the Operating Budget Application, which the CCSGA Finance Committee will email to your group's co-chairs at the beginning of 4th block and 8th block. Please note that budgetary funding is limited, and the Finance Committee will allocate funds based on the strength of your application and the order in which it is received.

Budgeting

It is important to always be good stewards of the funding your organization has been awarded. Please be thoughtful about how you spend the money; you may ask your advisor for ideas about how to budget and save money on your event.

Green Events Funding

Any event sponsored by CCSGA with a total cost of over $5000 must be an Eco Event as defined by the Office of Sustainability. Regardless of total budget amount CCSGA encourages all groups to keep sustainability in mind in all aspects of their student organization management.

Special Events Funding

To secure special events funding:

  • Contact all necessary parties before applying for funds (i.e., room reservations, contracts with Campus Activities, security with Campus Safety, etc.) and keep your advisor informed. You must have Campus Activities/Student Event Summit approval for your event before being considered for funding.
  • Complete the Special Events Funding Application and then schedule an appointment with the Finance Committee to discuss your request.
  • The Finance Committee meets on Tuesdays at 7pm and Thursdays at 6pm first and third week of every Block. Please apply at least 24 hours before committee meetings.
  • Timing Guidelines: Events under $5,000 must be submitted two weeks before the event date. Events over $5,000 must be submitted a full four weeks before the scheduled date to allow for adequate planning.
  • Following your event, groups are required to submit the Post-Event Funding Report.

Tax Exempt Status, Political Activity, & Fundraising

As a 501(c)3 non-profit organization, Colorado College is exempt from paying Colorado state and local sales tax. Be sure to obtain a copy of CC's tax exempt information before making purchases. You will need to show this to the vendor each time you make a purchase on behalf of your organization.

As a tax exempt organization, there are certain rules by which student organizations affiliated with the College must abide by in order to not jeopardize this status with the IRS & FEC. These rules apply most specifically to political campaigns and fundraising efforts.

Reimbursements

Reimbursements should be submitted directly to your advisor and can take up to two weeks for processing. All reimbursement requests must include the following:

  • Completed check request form
  • Original Itemized receipt(s): must include vendor name and address, date of purchase, items purchases, total, and amount of tip

Limitations

CCSGA is committed to being the best stewards of student activities fees as possible in order to sponsor the proposals with the greatest, positive impact. As such, CCSGA has the following funding guidelines and limitations:

  • For events with food, CCSGA will only fund $10.00/person.
  • As funding should be used to the benefit of all students, CCSGA will NOT fund:
    • Anything partisan or political
    • Purchases of items to be resold for profit
    • Any type of Apparel (t-shirts, hats, stoles, etc)
  • Fundraising events can charge a maximum of $10.00/person for event entry and even this price is just a suggested donation so that there are not participation barriers.

Student Wages/Labor

These policies are in development by finance committee to set a standard wage for student artists/performers.

Accepting Payments

There are a variety of ways to accept payments at a student organization event or fundraiser:

  • Cash or Check: If you would like to accept cash or check payments at events, you may borrow a cash box from the Worner Desk.
    • The cash box is to be returned to the Worner Desk for storage immediately following your event.
    • To deposit the cash into your organization account, visit the Student Accounts Office in Spencer Center (first floor).
  • Credit Card: If you want the option of taking credit card payments at an event or fundraiser your treasurer must notify the business office at least 10 business days/two weeks in advance.
  • CrowdFunding: Should your organization want to take on a crowdfunding campaign to raise money for your organization and a specific project, contact Krystal Schiffelbein in Annual Giving for more information.
  • Other Electronic Payments: Student organizations are NOT allowed to accept money via PayPal, Venmo, Square or any other method that requires funds to flow through personal bank accounts. No organizational money should ever be deposited into a personal banking account.

Fundraising for Organization or on Behalf of External Organizations

If you are charging an entry fee for your event, it has to be a suggested donation if you all receive CCSGA Special Event Funding since SEF is paid for by student activity fees; that way you all are not charging students essentially twice for the event, they have the option to opt out of supporting the fundraiser, and there is not an additional barrier for participation.

A few things to keep in mind when fundraising on behalf of an external group:

  • Make sure they are a certified non-profit
  • Make sure your designed fundraiser is consistent with the goals and principles of the organization you are sponsoring
  • All money raised must go to the identified/advertised organization and none should be kept for your student organization OR it should be clearly defined that 50% of the money raised goes to the organization and 50% goes to organizational expenses so that people clearly understand what they are supporting.
  • The money raised must be deposited in your student org account and then a check will be cut to the organization; no money should ever go through a personal account. See Accepting Payments for more info.

Food Safety

If clubs are serving food to their members or guests at meetings or events, a member of the club must have their Food Handlers License Certification. This is an online course that takes about 1 hour 15 minute to complete, including the test at which you get 2 attempts to pass; it costs $13 to complete. Cost should be covered by the student organization.

Hazing

The College forbids hazing, which is defined as any act which endangers the mental or physical health or safety of a student, or which destroys or removes public or private property, or which produces ridicule, embarrassment, harassment, intimidation, or other such result, for the purpose of initiation, admission into, affiliation with, or as a condition of continued membership in, a group or organization, regardless of the individual's willingness to participate. Examples include paddling, creating excessive fatigue, physical and psychological shock, public stunts and buffoonery, and morally degrading or humiliating games and activities.

The express or implied consent of the victim will not be a defense of this violation, and apathy or acquiescence in the presence of hazing is also seen as a violation of this policy

The College is opposed to hazing and other activities that do not contribute to the positive development and welfare of initiates and members. A true sense of community is nurtured in an atmosphere of social and moral responsibility and mutual respect. Review the College's Community Standards Policy here.

International Students and Visa Limitations

International students studying at CC with an F-1 or J-1 visa have immigration regulations to follow which may impact an international student's eligibility for off-campus community engagement or volunteer experience. Before participating in an off-campus community engagement on volunteer activity, please consult International Student & Scholar Services (ISSS). ISSS may be reached by email (isss@coloradocollege.edu), phone (719-389-6024), or in-person walk-in advising or appointments. ISSS is located in the Center for Global Education & Field Studies, on the second floor of Armstrong Hall (above the Registrar's Office) and can be found online.

Leadership Transitions

Transitioning from one student leader to another can be a difficult process, but there are ways to make it easier by planning ahead and setting aside training/transition periods for the outgoing and incoming leaders. We encourage student organizations to create and maintain a leadership transition document or digital resource guide that includes the following information:

  • Advisor Name & Contact Info and/or Umbrella Advising Office
  • Logins & passwords for any accounts affiliated with the organization such as Facebook, Instagram, Gmail, etc.
  • Student Org Account Code (FOAP - Fund Organization Account Program Number)
  • Editable List of Annual Signature Programs & Event Planning Timelines
  • Editable versions of the following:
    • Constitution
    • Mission
    • Leadership List
    • Members List
    • Any other historical documents
  • Advice: What I wish I had known/Done Differently

Outgoing leaders are expected to update their Organization's contact information with CCSGA so that all official communications regarding the budget application process are received by the appropriate club leaders. Failure to update leadership contacts may lead to a group becoming inactive.

Membership and Inclusion Practices

All students are members of CCSGA and student organizations are expected to have open and inclusive membership; there are, however, a few reasons a group can apply for "Closed Groups" status.

Closed Groups

CCSGA leadership has the ability to designate a student organization as a Closed Group if deemed necessary. Groups must apply for closed group status annually and can do so for the following reasons:

  • Safety/Confidentially
    a group must demonstrate that it is necessary to secure the safety of its members and/or to maintain confidentiality of members. This need must be explicitly stated and criteria for group membership must be readily available.
  • Public Performance Groups (PPGs)
    As a group driven by public performance, auditions are allowed to select members and thus be a closed group.
    Auditions MUST BE open to the entire campus community and conducted in such a way that allows equity and access in the process.
    All performances of PPGS must be open to all members of the Colorado College community.
  • Honor Societies
    Honor Societies with national affiliations typically have minimum GPA requirements for membership. Group criteria and the invitation process must be readily available.
  • Greek Organizations
    While Greek Organizations are recognized CCSGA student organizations, they are not eligible to receive an operating budget allotment from CCSGA as they elect to be closed groups and do not fall under the other approved categories for closed groups. As such, they are self-funded through membership dues and do not receive an operating budget allotment.
    Should Greek Organizations be hosting a campus-wide program, they are, however, eligible to apply for CCSGA Special Event Funding on a case by case basis.

Risk Management Protocols

Student and community safety is our primary concern; risk management/mitigation is an important part of this puzzle. As partners in this process, student organization leaders, advisors, and College staff are expected to engage in risk assessment and make intelligent, reasonable, and fair choices regarding the potential for any/all types of harm. This includes the identification and evaluation of potential risks associated with activities/operations of an organization and developing a plan to proactively control, reduce, or eliminate those risks.

Waivers

You may need group members or event participants to sign a waiver to participate in events or to be a member of your organization. Activity waivers are most commonly used when an individual activity or student organization requires an additional level of risk, such as travel, physical activity, competition, etc.

  • Event/Activity Waivers: Should your event involve activities that require waivers, you will be notified at Student Event Summit. These waivers will be created by Campus Activities staff and can be picked up at an agreed upon time prior to your event/trip. Waivers must be completed by all participants prior to the event, collected by a representative of the organization, and returned in alphabetical order with an accompanying participant roster to the Campus Activities Office. Failure to return waivers may result in loss of event privileges and active status.
  • Membership Waivers: Certain organizations as deemed by the College are required to have all members fill out the participation agreement.

Trip Registration for Off-Campus Travel & Van Reservations

CCSGA Student Organizations are required to register any off-campus trips with the Campus Activities Office using the Trip Registration form at least:

  • 4 weeks in advance if international*
  • 2 weeks in advance if overnight
  • 1 week in advance if a day trip around local area

Any student organization trip not registered with Campus Activities is considered unauthorized by the College and will be unable to receive funding from CCSGA or access to transportation services. Additionally failure to register a trip will result in loss of future off-campus trip privileges.

Student organizations that will be taking off-campus trips must have a member of their club who is travelling on the trip to be a certified Trip Leader/Safety Officer.

Student Organizations travelling off-campus should be using CC vehicles when at all possible; travel in personal automobiles is highly discouraged as they are not covered by the College's insurance and the driver's personal insurance will be the default coverage. To reserve a van (and driver if necessary), contact Transportation Services; for more information regarding van reservations and driving procedures, review the Vehicle Procedures Guide.

*International Travel must be approved by the Center of Global Education and Field Studies prior to any travel arrangements being purchased or finalized. To submit international travel for review, please complete this form in Summit.

Umbrella Advising Office Policies

Umbrella advising offices should keep policies available on their websites; these policies are updated yearly and posted in August each year. If updates are necessary throughout the year, Umbrella Advising Offices are responsible for communicating these changes to their groups, along with the reasoning behind these changes, and the CCSGA VP of Student Life and Campus Activities staff. If student organizations at any time have questions or feedback about the Umbrella Advising Offices protocols, they should reach out to the CCSGA VP of Student Life to discuss their concerns.

Student Organization Resources

 

 

 

Important People to Know

  • Saluja Siwakoti, CCSGA VP of Student Life

 

 

  • Amy Hill, Director of Campus Activities & Student Orientation

 

 

  • Antonio Soto, Paraprof & Chair of Student Events Summit

 

Frequently Asked Questions

 

  • Should I start a club for my hobby/group of friends that meets informally on an ad hoc basis?

 

There are many benefits of CCSGA recognition afforded to recognized student groups that are outlined at the beginning of this handbook. If your group does not need/want to take advantage of these benefits nor need access to funding or support resources, it is not necessary to go through the club development process. Additionally, if you feel your group's focus does not have long term sustainability (i.e.,based on a trend or fad du jour), you may want to consider meeting informally. You should, however, keep all of these policies and protocols in this handbook in mind as not being a recognized CCSGA group does not abdicate you/your group from any and all responsibility.

 

  • I am a faculty or staff member and I want to start a student organization. What do I do?

 

Faculty and staff are not able to found student groups. You are, however, welcome to identify students who share your interest to see if they are interested in founding the organization and have you serve as an advisor. Alternatively, you can check with your department head to see if it would make sense for your idea to become a faculty or staff run and college sponsored student program through your department.

 

  • What's the difference between a club and student organization? What about programs?

 

There actually isn't a difference; you may see the terms club and student organization used interchangeably within this guide. There are, however, some college run programs under student leadership that operate similarly to student organizations but are independent of CCSGA. Examples of this include but are not limited to: CC EMS, Catalyst, Theater Workshop, etc.

 

  • When should my cub transition leadership?

 

Most clubs transition leadership in the spring semester, specifically during Blocks 7 & 8; this is advisable as it allows outgoing and potentially graduating leadership to pass of the Leadership Transition materials to incoming leadership. It also allows for the student organization to maintain momentum and pick up where they left off at the beginning of the fall semester. We advise against waiting until Blocks 1&2 to transition leadership unless absolutely necessary and would encourage organizations to begin the leadership transition process as early as blocks 5 & 6.

Report an issue - Last updated: 04/13/2021