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Procedure

Requirements for Student Clubs and Organizations

Membership

�鶹Ӱ��nical Community College is an equal-opportunity educational institution and does not discriminate based on race, color, gender, age, religion, national origin, or disability.

To be a member of the Student Government Association, students must be currently enrolled at the college and maintain a cumulative GPA of at least 2.5 or higher if they are a curriculum student. Students must be in good academic and conduct standing with the college to be involved with any club or organization.

Maintaining Active Status  

To learn more about how clubs and organizations maintain active status, please review the information below. The guidelines for promoting club marketing materials are also provided within this section.

• Student clubs and organizations must have a Senate Representative to serve as part of the Student Government Association. Student clubs and organizations must complete the Student Clubs and Organizations Registration Form by the deadline determined for the beginning of the fall semester and spring semester each academic year.
  (Note: Email correspondence will be sent to all club advisors for the above point at the beginning of each academic year.)
  
  Clubs and advisors are provided with the guidance that an alternate may attend in the designated Senate Representative’s absence. This is also outlined in the SGA governing documents. Notice in advance of the meeting that the designated Senate Representative will be absent and who the alternate is must be submitted to the SGA (sga@durhamtech.edu) with the SGA Advisor and the current club advisor(s) in copy prior to the day of the absence.
  
  Club advisors are expected to maintain professional and consistent communication with their club members to maintain accountability with the SGA as well as club activities.
   
• Per the SGA’s governing documents, the Senate Representative is required to attend the monthly SGA General Business meeting and a subcommittee meeting (serve on one (1) subcommittee). Students in clubs and organizations must participate in SGA hosted and collaborative programs, events, and other engagement opportunities.
  (Note: The option for virtual attendance may be offered contingent on the pleasure and needs of the current general body of the SGA. Currently, General Business meetings and Executive Board meetings are in-person and subcommittee meetings are virtual. Virtual options for meetings should be offered by way of college-supported software solely for safety and recordkeeping purposes. As of the 2024-2025 academic year, appropriate virtual software may include Microsoft Teams or Zoom.)
   
• Instructions for groups that encountered challenges in attending the required meetings:
   
  • Upon receiving the SGA meeting schedule for the semester via email, students were given guidance to email the SGA Advisor with their club advisor in copy if the meetings would be a challenge for them to attend (meaning if they would consistently be tardy or had no one available to attend the meetings).
     
  • If no student member of the club was available to attend the scheduled meetings, they were to indicate so, before reaching the two absences that would deem their group inactive, with their advisor in copy.
     
  • Upon receipt, the SGA Advisor requested times and days that work for the student/Senate Representative’s schedule for a Special Meeting where the student would receive all information for and discussed during the business meetings either from the SGA Advisor or the SGA Vice President. These meetings could be in-person or virtual and club advisors were welcome to attend with the student.
     
  • If the student did not provide time or did not attend the Special Meetings (2), the club would be deemed inactive.
     
  • Clubs that could not attend the meetings still maintained the responsibility of assisting with SGA programming, service opportunities and initiatives.
     
• Groups that do not fulfill the meeting attendance requirement will be deemed inactive and must follow the procedures outlined in the SGA’s governing documents to regain active status.
  (Note: If a Senate Representative, (cannot be the advisor(s)), is not present on behalf of the student group for two (2) consecutive SGA meetings, the group will be deemed inactive. Inactivity results in the inability to request SGA funding, to hold club meetings and/or activities, and to promote any club hosted or collaborative engagement.)
   
• Student organizations must also complete the required amount of SGA and non-SGA volunteer hours to maintain an active status and to remain eligible to request SGA funding.
  (Note: It is not the sole responsibility of the Senate Representative to complete service hours on behalf of their group. The Senate Representative is a liaison between their respective club and the SGA. They are to keep their peers and advisor(s) informed of upcoming needs and opportunities with the SGA for their group to receive volunteer hours.)
  
  Currently (as of May 31, 2024), the process outlined in the SGA Constitution for regaining active status includes student organizations joining two consecutive SGA business meetings and the status is restored. It will be proposed to the 2024-2025 SGA Executive Board to consider adopting an amendment to implement the following procedure:
  
  To regain active status, clubs and organizations may submit a(n) electronically written proposal that outlines the reasoning for their inactivity, what their club’s engagement and presence entails, what the group contributes to the college, as well as their plans to re-engage with the �鶹Ӱ�� community and the Student Government Association. The written proposal will be submitted to the Executive Board with the current club advisor(s) and the SGA Advisor in copy, for review. If approved, the group will be allotted five (5) to seven (7) minutes during the General Business Meeting that follows the Executive Board meeting where the proposal is reviewed to present their proposal. A vote will be held by the Senate to accept or deny the request. Denial of a request must be justified with appropriate and documented cause where allowing the student organization to be active would not be favorable to students or the �鶹Ӱ�� community.
  
  Should the request be approved, the club may resume activities and engagement immediately following its re-instatement.

Student Organization Marketing/Promotional Materials

Active clubs and organizations may host their own events and partner with the SGA, college departments and organizations, and other active student organizations.

Student clubs and organizations are also required to keep the Senate informed about their activities. They are allowed to make announcements during the General Business Meeting and may notify the SGA with the SGA Advisor in copy via email, prior to the promotion of the event.

All flyers and marketing materials must be approved by the club or organization advisor(s) and receive final approval via email (flyers should be submitted via email as well) from the SGA Advisor before being distributed, posted or broadcasted in any format.

Any flyers or marketing materials posted without appropriate approval will receive a written warning/notice the first time and removed from college property should the circumstance recur. Email notice of removal with reasoning will be provided to the club advisor(s) and club student leadership.

Club/Student Organization Webpages and Social Media

Active clubs and organizations may have their own webpage and social media pages/handles. Clubs are to follow procedures and receive written approval from the �鶹Ӱ��nical Community College Marketing and Communications Department before establishing any webpages or social media accounts as a college entity or when using the college’s name, likeliness, logos or other items associated with the branding guidelines.

The Coordinator, Student Engagement and Enrichment must be aware of all websites/pages and social media accounts that are created and function as or on behalf of any �鶹Ӱ�� student club, organization, and/or student life. Clubs and organizations may request for their events and engagement opportunities to be posted on the �鶹Ӱ�� SGA and Student Life social media accounts. Posts may be shared via direct message on the social media platform or email to the SGA or the SGA Advisor (via email only).

The Coordinator, Student Engagement and Enrichment shall maintain the responsibility of the �鶹Ӱ�� Student Life social media and may provide an appropriate approved student leader with access (such as the Student Government Association Public Information Officer, a Student Services work study or intern). All posts and communications from �鶹Ӱ�� student life social media will be reviewed and approved by the coordinator prior to their posting.

The Coordinator, Social Media, Marketing & Communications must be provided with and maintain current access to the website(s) and all social media login information for recordkeeping and contingency purposes. Club advisors must also maintain current access to all club social media accounts. When there is a transition of officers and/or advisors, the prior officers and advisors are to be removed from the social media login access, and the login credentials should be updated. When the roles are filled with newly elected officers, they are to be provided with the login information.

Changes to account access should be made during the same academic year in which they occur. If the advisor leaves the college, they are to be removed before leaving. Personal accounts should not be used to establish any social media on behalf of the college. A club email may be created following the guidance given by the Marketing and Communications Department and �鶹Ӱ�� Information Technology Services. Should any account or website be found representing the college without the appropriate approval, the page(s) will receive notice of the appropriate procedures and the accountholders will be asked asked to remove, delete, or pause activity until protocol is adhered to.

Registration of Student Clubs and Organizations

A Student Club and Organization must be completed and submitted no later than the date provided by the Coordinator, Student Engagement and Enrichment each academic year. The form identifies:

• The current academic year
• The date the form is being submitted
• The club/organization’s current student leadership/officers; the information collected for this item includes the club/organization’s president’s name and college-issued email address
• The Senate Representative(s) for the student group; the information collected for this item includes the student’s name and college-issued email address
• The club’s advisor(s) for the current academic year as well as the advisor(s)’s office location, college contact information, and their department
• The club/organization’s intent to be active for the current academic year (Fall and Spring semesters)
• If the club/organization has national or local affiliation
• If the club/organization requires membership dues as well as the frequency of dues and method of collection, if applicable
• The method is to include the monetary transaction platform, if the monies will be held in an external college account, the institution that will possess the monies collected (such as a bank, the �鶹Ӱ��nical Community College Foundation, the �鶹Ӱ��nical Community College Business Office), and the name(s) of the individual(s) on the account
  (Note: Prior to any departure from the college (due to graduation, removal, or discontinuation of classes for students, or personnel departure), the account is to be switched over to an appropriate member (such as a club member in leadership for that group and the new advisor) who will maintain the responsibility for the account until new individuals are installed.)

Clubs and Organizations may have an external college (business) account through other financial institutions such as the ones referenced below. Club advisors are to initiate and lead this process. Students may assist with doing research to identify which bank will best serve the club and its needs. No accounts should be created on behalf of �鶹Ӱ��nical Community College nor any college-affiliated student groups without the knowledge and written approval from the appropriate college personnel (the current club advisor and the Coordinator, Student Engagement and Enrichment).

• North Carolina State Employees’ Credit Union
• Truist Bank
• Bank of America

When contacting the bank, the club advisor is to notify the bank’s representative that they want to establish an account for a school student club/organization. The bank will provide next steps and guidance.

• The current club advisor and the current club treasurer should be on the account. Both entities, while in their roles for the club, are to maintain all current access information for the accounts. In the absence of a treasurer, the current club president can be placed on the account, or the club advisor solely, until the role of treasurer is fulfilled.
• All physical address(es), email addresses, and phone numbers should be affiliated with the college or college supported. No personal addresses nor phone numbers should be used for these accounts.
• To set up an account, the club advisor and treasurer need to have a photo ID (state or federally issued) for an in-person meeting with the bank where the account will be set up and all paperwork will be signed. A college car should be used to transport if the individuals are carpooling, or the individuals may agree to meet at the bank branch.
• It is the club advisor's responsibility to lead the change of information on these and any club-affiliated accounts during any transition of officers.
• The Coordinator, Student Engagement and Enrichment is to be provided with and maintain current knowledge of fees and banking information for clubs and organizations that collect any monies from students for items included but not limited to: fundraising and membership dues.
• Inactive clubs or groups not recognized in active status or chartered by the Student Government Association are not permitted to collect dues nor fundraising money from �鶹Ӱ�� students nor any other entity.
• The amount of membership dues, if applicable
• Club/Organization meeting locations and times
• The understanding and agreement that the club/organization and its designated representatives are responsible for attending required meetings, completing volunteer hours, being present and engaged in SGA activities and abiding by all governing documents for the college and student organizations. Failure to satisfy compliance may result in the club/organization being deemed inactive or suspended, until compliance is re-established.
• The understanding and agreement that the primary club advisor must email the SGA Advisor to indicate their agreement to serve as the club advisor for the current academic year. The email must be submitted no later than the close of business on the day designated by the SGA Advisor.
• The name of the student completing the form
• Any additional information that would be necessary to keep on record, such as a small club membership roster or the inability to attend or need for accommodations for meetings or other justifiable cause that may affect a club’s attendance or engagement with the SGA
• Nor hard copies of the form nor of the advisor letters of agreement are accepted.

Senate Representatives may have alternates attend meetings if they are unavailable to attend a meeting. If a change occurs in the slate of club or organization officers or advisors during the year, email notification must be provided to the SGA Advisor. The SGA Advisor must also be notified via email when the new club advisor or Senate Representative is identified. These changes should be communicated with the SGA Advisor within the five (5) consecutive business days that follow.

Club and Organizational Funding

All active student clubs and organizations are eligible to receive student activities funding through the Student Government Association (SGA). Student clubs and organizations requesting funding from the SGA must be in and maintain active status by appointing a representative who must attend all required meetings and actively assist in the facilitation of SGA activities. Groups requesting funding must adhere to the procedures established in the SGA’s Constitution and Operational Guidelines.

Per the SGA’s Operational Guidelines, to request funding, the club/organization’s Senate Representative must meet with the SGA Advisor and submit the required materials for the request. Collaboratively, the Senate Representative and the SGA Advisor will develop a S.M.A.R.T. motion to present to the General Body for a vote. The amount discussed in the meeting and written in the motion established will be presented to the General Body. The current club advisor must be copied on all correspondence regarding club funding requests and business.

Funding for Individual Student Organization Activities

With the exception of the �鶹Ӱ��nical Community College Student Government Association, no student group should rely solely on SGA funding.

• Active, recurring clubs may request up to $500 in funding with an additional $500 for a total $1000 per academic year.
• Reactivated clubs may request up to $250 with an additional $500 for a total $750 per academic year.
• Further funding may be granted in full or a partial amount or denied, based on need, activity, or other criteria considered and expressed by the administrative leadership of the Department of Student Enrichment.
• Fundraising is greatly encouraged for clubs and organizations. 
• Fundraising requests do not have to be approved by the Student Government Association.
• Student clubs/organizations must submit a written proposal to host or collaborate for a fundraiser by:
  • Electronically submitting the details and purpose of the fundraiser which shall include the type of fundraiser, what it will be for, how long the fundraiser will be held, location(s) for distributing or exchanging products and monies, and marketing materials for the fundraiser to the Coordinator, Student Engagement, Enrichment and Resources; the current club advisor(s) must be in copy of the email submission.
  • The Coordinator will review the submitted materials and provide in writing approval, need for revision, or denial of the fundraising request.
• Inactive groups or groups that have not been chartered are not eligible to request SGA funding, nor to facilitate or collaborate on fundraising opportunities.

Requests for reimbursement will not be honored if the request is not submitted and presented in the initial proposal/motion developed with the SGA Advisor. Reimbursement requests submitted without adherence to the guidelines will be denied and ineligible for appeal.

Requests for reimbursement will not be honored if the request is submitted in hindsight of any monies being spent.
Funding requests are not to be presented to the body without the procedure above being followed, nor if the SGA Advisor or other approved SGA Advisor representative is not present during the meeting. Failure to comply with this guidance may result in delay or denial of a funding request being processed, or a group losing funding privileges from the SGA for a period of time.

Processing Funding Requests

The SGA Advisor will correspond with the Business Office to get any checks cut for a club with an approved SGA funding request. The SGA Advisor will complete and submit any Invoice Approval forms or other forms needed to complete a check or financial requests being fulfilled for SGA funding requests.

Neither club advisors nor students will be provided with the budget codes for the SGA or Student Activities budgets.
For funding requests, the club must provide the required documentation to the SGA Advisor via email with their initial proposal to the SGA. The SGA Advisor will provide guidance via email to the student Senate Representative and the club advisor for what documentation is needed for their request. This allows the SGA Advisor to submit the documentation to the Business Office promptly. Documentation may include:

• Professional development event agendas/itineraries, such as conferences, summits, or leadership retreats;
• Travel expenses;
• The organization the check is to be made to;
• Hotel/boarding expenses;
• Food/refreshments (receipts or proof of cost); and
• Meals not provided by the professional development event.
  (Note: Meal expenses and reimbursements follow the guidance of the current North Carolina per diem rate and are only applicable to meals not provided during the engagement (this excludes if a student refuses a meal for reasons that are not due to dietary restrictions.))

A budget breakdown with costs should be provided to the SGA Advisor in one document for streamlining and recordkeeping purposes. No hard copy submissions will be accepted.

Community Service 

To maintain active status, student clubs and organizations are required to participate in community service projects. Clubs are responsible for fulfilling at least 10 volunteer hours (five with the SGA, and five non-SGA) per semester. Credit will be given for community service by assisting with SGA programs and events, Student Enrichment opportunities, and other opportunities. The SGA Vice President or other designated recordkeeper with professional guidance from the SGA Advisor maintains the volunteer log for clubs and organizations and can provide status/progress updates upon receiving written request. Volunteer opportunities may be fulfilled at �鶹Ӱ�� or with other approved community organizations, such as but not limited to:

• The Campus Harvest Food Pantry (CHFP)
• The Boys and Girls Clubs of �鶹Ӱ�� and Orange Counties
• The Ronald McDonald House
• Donating items to the CHFP
• Assisting professional staff/faculty with displays
• Facilitating, serving food/refreshments at programs, working registration/check-in at events not hosted by their organization
• Leading campus tours
• Assembling and organizing materials for SGA and/or Student Enrichment engagement opportunities

SGA volunteer service hours are inclusive of opportunities hosted or in collaboration with the SGA such as but not limited to:

• Working check-in/registration for an SGA program
• Working the SGA table during Fall Fest or Spring Fling
• Serving food during SGA programming

Non-SGA volunteer service hours are inclusive of opportunities not led or in collaboration with the SGA may include but not be limited to:

• Hosting a club’s table at Trunk-or-Treat
• Working check-in/registration at a Student Enrichment event
• Donating items to the Campus Harvest Food Pantry not as a part of an SGA-led donation drive

Clubs and organizations may be approved to receive one (1) hour of volunteer credit for every 10 items donated to the CHFP. If approved, the student(s) is responsible for submitting photographic evidence via email and an electronic detailed list of the donations to the SGA email with the SGA Advisor and their club advisor in copy for recordkeeping purposes.

Procedure for Requesting a Club Charter or Reactivation

The following items must be submitted by a current �鶹Ӱ��nical Community College student via email to the Student Government Association Advisor to request a charter or reactivation, and using the Request for Charter/Reactivation Form:

• A written letter from the tentative advisor that states agreement to serve as the club/organization advisor for the current academic year;
• A roster of at least 10 current �鶹Ӱ�� students that will be club members for the current academic year, including the club's student leadership and its general members;
  (Note: It is recommended that at least five (5) of the club members should be returning students for the following academic year to reduce the risk of the club going inactive or dormant following its activation.)
• The roster of at least two (2) interest meetings from the current academic year; and
• The current version of the club constitution/bylaws.

The Request for Charter/Reactivation Form contents include the following items/questions:

• Application date; 
• Is this a request for charter (new organization that has never existed on campus before), or a request for reactivation (bringing an inactive organization back)?
• Name of Club/Organization;
• Purpose or Mission of the Organization;
• Does a similar club/organization exist at �鶹Ӱ��?
  (If the group is unsure, they may check with the SGA Advisor before submitting the request for charter/reactivation materials.)
• If “Yes” was provided as the answer to the immediate previous question, how will the organization differ from the one(s) with an existing charter on record? If the answer was “No”, the group may answer with “Not Applicable.”
• If this is a reactivation, do you have a copy of the club/organization's charter?
  (Note: If "No" the group may check with the SGA Advisor to see if they have it on file. If no record can be found, a new Request for Charter must be submitted.)
• If this is a reactivation, do you have a copy of the club/organization's Bylaws Constitution? 
  (Note: If applicable, the answer if "No", please let the SGA Advisor know. If no Constitution is on file, the organization must submit a new Constitution to the SGA Advisor. The materials will not be considered by nor presented to the SGA until all items have been submitted to the SGA Advisor.)
• If the group does have a copy, it must be emailed to the SGA Advisor and make sure that it has been reviewed and/or revised within the last two (2) years.
• If the group answered "Yes" to the question of if a similar club/organization exists, have they held the mandatory two (2) Interest Meetings for the club charter to be considered? Reminder: The roster for both interest meetings must be submitted via email to the SGA Advisor.
• How often does the club/organization meet?
• Does this organization have a national or local affiliation?
• If the group answers “Yes” to the immediate previous question, they are asked to explain in full detail what the affiliation entails?
• Will the organization require dues?
• If the group answers “Yes” to the immediate previous question, they are asked how much dues will be and how often they will be paid?
• Who will the primary advisor be?
  (Note: Advisors must be full-time faculty or professional staff of the college. Potential advisors must have completed their probationary period within the college. Advisors must attend all formal club meetings, and activities in entirety. Formal meetings are defined as meetings where official club/organization business is discussed and/or conducted. Activities are events where the club has appropriately decided to convene and lead or collaborate as a collective. Activities may include but not be limited to state or national conferences, community service projects, fundraisers on or off �鶹Ӱ�� campus(es), programs or events led by or in collaboration with the organization.)
• Advisor �鶹Ӱ�� email address;
• Advisor �鶹Ӱ�� Job Title;
• Name of Club/Organization's senate representative
  (Reminder: The Senate Representative must agree to serve for the entire academic year. If transition is necessary, the club president is to email the SGA advisor, with their club advisor in copy, of who the new Senate Representative will be);
• Name of person submitting the application;
• College-issued email address of the person submitting  the application; and
• Phone number of person submitting the application.

All materials must be submitted at least two weeks prior to the Senate’s next scheduled General Business meeting for a vote, to provide context of the group, and what their engagement will entail. The general body will vote on the approval or denial of the request.  Club charter/reactivation requests are not permitted to be presented from the floor on the day of the meeting nor without the proper procedure being followed. If the SGA Advisor or designated alternate advisor is not present, no voting is to occur.

After a group submits their materials, the SGA Advisor is to review the application and emailed submissions. The submitter with the tentative advisor in copy will receive an email as a confirmation of receipt and notice of approval to move forward with their request or to make revisions. The prospective group may not present their request to the body until email approval is provided from the SGA Advisor.

Should the SGA vote to approve the request, the new club is immediately added to the roster of active student organizations and is permitted to function as such. If the request is denied, the group may appeal the decision or re-submit their revised materials following the documented justification from the Senate regarding the decision.

Purpose/Definitions:

Students are defined as any individuals, regardless of age, race, ethnicity, or other factor of identity, who satisfy one or more of the following criteria:

• Currently enrolled in �鶹Ӱ�� courses
• Who have active program status and/or are currently participating in �鶹Ӱ�� instructional programs, including Middle College High School, Career and College Promise, and College and Career Readiness programs
• Individuals with active program status are those accepted into a program, taken classes within it, and have been continuously enrolled at the College since beginning their matriculation.

At �鶹Ӱ�� our goal is to provide students with engagement opportunities that foster community, belonging, self-awareness, civic responsibility, leadership, diversity, equity, and inclusivity, intercultural competence, critical thinking, and professional as well as personal development. While student involvement possesses intentionality for pupils while they are enrolled at �鶹Ӱ��, we strive to produce quality for the workforce, the community, or other educational institution(s).