1. Guidelines for Clubs and Organizations at Tidewater Community College 1

2.  Vincent Gary, Student Activities Coordinator  Email- vgary@tcc.edu Phone – 822-5138  Sara Hair, Assistant Student Activities Coordinator  Email- shair@tcc.edu Phone – 822-5123  Christopher Collins, Student Activities Assistant/ ID Card Processor  Email- ccollins@tcc.edu Phone – 822-5270 2

3.  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:  Information about the club  Officer and advisor information  Signatures of at least 10 students supporting the club  Constitution and by-laws  Designated Inter-club Council representative 3

4.  Application for campus event  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. 4

5.  All campus clubs have access to the necessary paperwork needed for events  Paperwork is available in the ID office Room 2012  Paperwork is located in the bottom drawer of the black filing cabinet and is available during regular business hours.  Forms can also be found on the website under “Forms and Publications” if the office is closed. 5

6.  Only staples can be used to post items on bulletin boards  Please NO tape, push pins or glue. Use of these items will result in club funds and time for replacement of paper.  After an event is over it is the clubs responsibility to remove the advertisement from all boards  Student Activities must approve all items placed on club boards. See office 2012 6

7.  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 7

8.  It is strongly advised that you create an account for your club!  Please speak with your advisor about the establishment of business accounts. 8

9.  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  A request for additional funds  Balance  All revenues should be placed in the club account with the college 9

10.  MUST contact Student Activities a minimum of 3 weeks prior to when the food is needed  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. 10

11.  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. 11

12.  If you are attending a conference that requires registration fees you MUST submit 6 weeks prior to travel all information pertaining to the trip to include  Purpose of the trip  Students attending (NAMES ARE NEEDED)  Where the trip will be located  Dates and times  AGENDA!!!!!  No paperwork can be completed without first having these items. The agenda is a MUST!!!!!! 12

13.  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 13