1. Guidelines for Clubs and Organizations at Tidewater Community College
An Informed leader
Guidelines for Clubs and Organizations at Tidewater Community College

2. Student Activities Staff
Vincent Gary, Student Activities Coordinator
- Phone –
Sara Hair, Assistant Student Activities Coordinator
- Phone –
Jasmine Silvera, Student Activities Assistant
- Phone –

3. Do you…..

4. Converse with your ADVISORS!
If you come to the office with general questions I would be more than happy to help you.
However, in order to avoid confusion, if you have a question about anything other than a procedure I encourage you to take that to your advisor.
If your advisor does not know they will contact me.

5. Chartering and Re-Chartering
New clubs must complete a club charter
Already established clubs must re-charter every fall with the exception of SGA and PTK
A charter must include:
OrgSync registration of organization
Printed club charter with items 1, 10, 15, 16 completed and submitted to the Student Activities office.
OrgSync submission of constitution and bylaws
Itemized budget for the year
Designated Inter-club Council representative

6. Paperwork Application for campus event Application for Fundraiser
Meetings
Fundraisers
Events
Application for Fundraiser
Estimated expenditures and revenues must be included
Please allow a minimum of 2 weeks to process approval of any meeting/event/fundraiser on campus.
Off campus events are subject to approval of campus dean, business office and the campus provost. MUST allow 3 or more weeks for approval.

7. Club paperwork
All campus clubs have access to orgsync where you will find all forms needed.
Only electronic submission of campus event forms will be accepted.
Please submit in a timely manner

8. Bulletin Boards
ONLY STAPLES can be used to post items on bulletin boards
Use of any other items will result in you and your club funds being used to replace the paper.
After an event is over it is the club’s responsibility to remove the advertisement from all boards
Student Activities must approve all items placed on club boards. See us in Rm. 2012

9. Advertisements
Student Activities has 5 bulletin boards that can be used to advertise student club information and events
Some clubs may be issued a bulletin board to maintain
When advertising on bulletin boards:
Contact Student Activities for approval of advertisement
Only post in designated spaces
If you wish to post an advertisement on some location other than student activities or your own club board please get approval from student activities first

10. Establishing Accounts
You must create an account for your club
OrgSync offers you a budgeting feature that will aid in keeping your expenses in line.
Please speak with your advisor about the establishment of business accounts.

11. Managing Club Funds
All clubs should submit an estimated budget to Student Activities every fall.
Information in the budget should include:
Beginning balance of funds
Any potential revenues (i.e. fundraisers, etc)
Any potential expenditures
Any requests for additional funds
Balance
All revenues should be placed in the club account with the college
All data should be tracked within your organization umbrella in OrgSync.

12. Ordering Food or Refreshments
MUST have a funding source for expenditures (club account, approval to use student activities funds, etc.)
Student Activities can no longer purchase food or light refreshments over the counter. Please plan accordingly. You do have the ability to purchase items on your own.
Business office funds can be used to reimburse you for your expenses, but it is up to the college for final reimbursement decisions.

13. Student Travel
ALL students and advisors traveling MUST complete travel paperwork
In some cases advance funding is available for students traveling (overnight) but advisors are responsible for their expenses and can complete a reimbursement form upon return.
Please refer to OrgSync for the most up to date travel policy and travel documents.

14. Keep us in the loop
Keep the Student Activities office informed of what’s going on with your club
We can not help you if we do not know what is going on
We are more than happy to offer assistance