Student Organizations Rules and Regulations
MenuStarting Up and Maintaining Student Organizations
There are a variety of student organizations that you can join at Laredo College. Each student organization registered with Laredo College first receives a classification based on its mission and purpose. These classifications include:
- Academic — Provide support for academic subjects
- Arts and Music — Promote the enjoyment and/or performance of art and/or music
- Campus/Community/Volunteer Service — Provide volunteers for on-campus and off-campus service-related projects
- Cultural/International — Provide support for students of various ethnic groups during their academic careers and promote cultural understanding
- Departmental/Educational — Promote the attainment of academic and professional excellence and establish a liaison between a particular school and the college
- Greek Life — Fraternities and sororities
- Healthy Living – Promote a healthy mind and body by exercising and having good nutrition
- Honor — Intended for students who are pursuing a particular field of study or who demonstrate a high level of academic achievement
- Professional/Career – Focus on a specific profession and/or career field
- Religious — Provide a means for students of a particular denomination or religious affiliation to interact with others
- Social and Political Issues — Provide a means for students to support political issues, political parties, and candidates seeking office
- Special Interests — Focus on a specific interest or topic
- Spirit and Tradition – Promote the “spirit” of LC
- Sport/Recreation Club — Promote and develop common sports or recreation related interests and provide athletic oriented programs and/or recreational activities
- Student Government - Associated Student Organization serves as the official student voice to Laredo College administration, the LC Board of Trustees, and other institutional areas
- Sponsored/recognized — Organizations that are funded by the college (Associated Student Organization, Student Organization Council, Presidential Student Ambassadors, MAES, Criminal Justice Club, Palomino Pride Team and Phi Theta Kappa)
Students desiring to form a new student organization may use campus facilities for organizational purposes. Scheduling for an organizational meeting is planned through the Office of Student Life. Each student organization establishes active status with Laredo College in the category of sponsored/recognized or registered student organizations. This categorization is determined by assessing the student organization's relationship to the college, the scope and complexity of its activities, and the perceived potential risk to participants and the college. Following the organizational meeting and the determination that enough people are interested to form a student organization, the organizing group will submit to the Director of Student Life the following information:
- The name of the proposed new student organization.
- New student organization goals and proposed projects.
- List of at least ten LC enrolled students with PID's who agree that the student organization should exist and who agree to participate in the student organization.
- A list of student officers for the academic year all of whom have met the minimum general eligibility criteria specified in the Student Officer Eligibility Requirements.
- Student Name
- Position
- Username
- PID
- Phone Number
- The name of advisor and/or co-advisor. Advisor is defined as a full-time faculty, administrator, and/or professional/technical staff member.
- Advisor Name
- Advisor Email
- Advisor Username (PASPORT Username)
- Advisor Office Location
- Advisor Phone Number
- The proposed meeting date, time, and place (must be on campus).
- (Fall 2020 / Spring 2021 requires all meetings hosted via a video conferencing software, such as ZOOM, WebEx, or Adobe Connect)
- Information as to the formulating of by-laws or constitution for the student organization. (sample constitution)
Sponsored/recognized student organizations are those considered critical to the mission and culture of the college. These organizations are naturally linked to the college because of their role in representing Laredo College or in presenting events that are considered a basic part of the institution. Sponsored/recognized organizations normally present events for the campus and broader community, and usually have a close relationship with a college department or office. The activities and events of these organizations are considered to involve a higher level of intricacy because of their extent and apparent association with the college.
In addition to the college resources available to all registered student organizations, sponsored/recognized organizations shall have and/or meet the following expectations:
- A full-time faculty staff member who’s been designated by the Vice-President of Student Success and Enrollment as the primary advisor and/or co-advisor to the sponsored organization;
- Access to funding from college;
- Are tax-exempt;
- A college fiscal account and accounting staff support;
- Priority consideration for reserving college facilities, such as meeting rooms;
- Sponsored/recognized organizations routinely present events for the campus and broader community, and are expected to work closely with the proper college department or office in the planning of these events;
- Prior to hosting events beyond the membership of the organization, it is the responsibility of these organizations to fill-out the Registration of Activity prior to the event and reviewed with the organization's advisor and the Office of Student Life;
- Officers of sponsored/recognized organizations must complete student leader training on topics in the areas of pre-event planning, accountability, organizational development, and risk management training;
- Officers must attend all four Student Organization Council meetings each fall and spring semester in order to stay active for the academic year;
- Advisors to sponsored/recognized organizations will also complete advisor risk management training as outlined in the Student Organization Rules and Regulation Handbook;
Any student organization wishing to change recognition status from registered to sponsored/recognized must schedule a meeting with the Vice-President of Student Success and Enrollment. The Vice-President of Student Success and Enrollment is responsible on approving/denying change of recognition status.
Registered organizations are those that are consistent with the mission and culture of the college and mainly present events limited to their membership. These organizations are primarily interest groups capable of functioning with support from or interaction with the college. The activities and events of these organizations are considered to entail a moderate level of intricacy due to their limited capacity.
In addition to the college resources available to all recognized student organizations, registered organizations must also meet the following expectations:
- Select their own advisor, who may be a faculty, administrator, and professional/technical staff member. Advisors can also be voted on and/or selected by students in each student group.
- Consideration for reserving college facilities, such as meeting rooms
- Prior to hosting events beyond the membership of the organization, it is the
responsibility of these organizations to fill-out the Registration of Activity prior to the event and reviewed with the organization's advisor and the Office of Student Life for approval of events.
- Registered organizations will be assessed during the registration process to determine whether the organization must meet additional requirements, such as developing an operations manual and/or carrying additional liability insurance.
- The organization is responsible for complying with any conditions, stipulations, or restrictions placed on its recognition.
- Officers of registered organizations must complete student leader training on topics in the areas of event planning, accountability, risk management training and organizational development.
- Officers of registered organizations must attend all four Student Organization Council meetings each Fall and Spring semester remain active during the academic year.
- Advisors to registered organizations will complete advisor risk training as outlined in the Student Organization Rules and Regulation Handbook.
Every student organization of Laredo College is required to have at least one full-time faculty or staff member as its advisor. Auxiliary advisors may be chosen from other full-time faculty members, staff members, or adjunct faculty. Faculty Advisor Sponsorship of Student Organizations exceptions may be approved by the Associate Dean of Students/Title IX Coordinator based on a justification requested by the Director of Student Life. When the student organization develops from an educational program, the logical sponsor for such group is a member of the department most closely related to the organization. Faculty advisors may advise student organizations in the exercise of responsibility, but they shall not have the power to control the policies of such student organization except in situations where such policies or procedures violate established regulations or policies of Laredo College. All meetings and events of the organization will have at least one full-time faculty or an auxiliary advisor in attendance.
All candidates for honors, students who participate in any school contest, hold office in any student organization, (either elective or appointive), occupy any position of importance at the college, represent the college in any off-campus activity, or receive the award must meet the following eligibility requirements:
- A student must be enrolled for at least six to nine (6-9) semester hours;
- with a 2.0 GPA (a letter grade of C) or better in each course as determined by the last end of semester grades;
- or have passed four accredited high school subjects the last semester attended with a letter grade of C or better in each subject.
- A student may petition for a waiver of the student officer with the written approval of the Student Organization sponsor. The Associate Dean of Students/Title IX Coordinator or designated appointee may waive the student officer eligibility requirement based on the student organization sponsors recommendation if a student does not meet the eligibility requirement.
- Graduating sophomores who are within six (6) credit hours of meeting all graduation requirements and who are enrolled in at least six (6) credit hours and have applied for graduation are considered eligible.
- The Director of Student Life or designated appointee will assume the responsibility of certifying the eligibility of the students who will hold office in student organization.
Student organization may have additional criteria for membership. It is recommended that a student hold a major office in only one Student Organization, and that a student be directly involved in no more than three organizations. A student shall not hold office in any student organization for more than two consecutive years.
LC student organizations must receive active status as sponsored/recognized or registered student organization. Active “Sponsored/recognized” or “Registered” status assures the student organizations of some privileges as listed in the definition of sponsored/recognized or registered student organizations.
An established student organization, which has not applied for full active status by mid-semester, will be deleted from the list of active student organizations. A student organization will be considered inactive when it does not have its list of officers, advisor(s), current copy of its constitution, membership list, time and place of regular meeting, and does not attend the mandatory risk management training and drug awareness certification , financial responsibility, title IX certifications for membership, on file in the Office of Student Life. An organization, which is not functioning within Laredo College policies and procedures, will be considered inactive and placed on probation. The process for deactivating a student organization will include a review by the Director of Student Life. All questions in matters concerning student organizations should be processed through the Office of Student Life. The Vice-President of Student Success and Enrollment or the Associate Dean of Students/Title IX Coordinator reserve the right to accept or reject an application for recognition for a student organization based on established rules and regulations which govern participation in a student organization.
Laredo College shall provide a risk management training at least once during each academic year for club officers and every three years for advisor(s) of each student organization that is either sponsored/recognized or registered at the institution. It is the policy of the LC that each registered student organization meets the definition below and must have representatives attend a risk management training. For the purposes of this policy:
1. Organizations required to have representatives attend the training are:
A. All new and/or continuing student organizations registered through the Office of Student Life.
a. The president, vice president, secretary, treasurer.
1. If a student organization does not have an officer position described by section 1(a) or if an officer position is vacant, the student organization must identify and designate an equivalent officer position, and the person serving in that officer position shall attend the training.
b. Definition and requirements for persons serving as an advisor(s):
1. "Advisor" means a person who:
i. Serves in an advisory capacity to a student organization to provide guidance to the
ii. Is older than 21 years of age; and
iii. is not a student; but a full-time faculty, administrator, professional and/or technical
2. An advisor must attend a risk management training at least once every three years, or
3. Laredo College shall take attendance at the risk management training and may impose reasonable sanction(s) on an organization which is required to send members and advisors to attend the training and fails to attend.
4. Each advisor or officer who attends a risk management training shall report on the program's contents at a student organization meeting with full membership present.
5. The student organization must provide the Office of Student Life with a current copy of the risk management policy adopted by their student organization no later than 30 business day of section 6 has concluded.
Student Organizations must receive “Active Status” at the beginning of every fall and every spring semesters as either “Sponsored/recognized” or “Registered”. Renewal shall consist of the submission of a revised list of officers, student organization members, faculty advisors, meeting dates, time, location, risk management training, Title IX training certification for all members and student organization goals & projects to the Office of Student Life. If the student organizations purpose and constitution remain the same, this will be confirmed with the advisor’s email confirmation and an electronic copy submitted to the Director of Student Life. Any student organization that revises its constitution must submit the changes to the Director of Student Life or designee. Should the stated purpose of the student organization be revised, this change should be submitted to the Director of Student Life. Changes which are made must be italicized or highlighted on the revised constitution.
A student organization failing to comply with this requirement will not be listed as active “Sponsored/recognized” or “Registered” student organization and can expect to be deleted from the active Student Organization list for the current term. Campus meeting space and facilities will not be booked for any student organization whose records are not current in the Director of Student Life or designee’s office.
- Student Organizations must conduct their affairs within the framework of Laredo College policies and procedures and the provisions of the constitution of their own organization. Student Organization Members should be encouraged and allowed to participate in discussions and to express opinions at meetings related to proposed activities or events.
- Student Organizations must recognize and be cognizant of the fact that by virtue of the organizations acceptance by Laredo College, its membership, both individually and collectively, has become a part of the institution and representative of it to the campus public.
- Each Student Organization must submit a copy of the current constitution, a roster of the newly elected officers, a student membership list, meeting date, time, and place, attending the required risk management training, title IX training certificates for all members and submit a report of goals and projects for the semester and/or year to the Office of Student Life.
The advisor plays an important role in the development of student organizations and its members. Each student organization must have at least one Faculty Advisor. The following responsibilities are applicable to the Student Organization Advisors.
1. Advisors should be familiar with the student organization’s constitution.
2. Advisors are expected to provide guidance to the organization they sponsor and to plan with the officers the activities scheduled by that group.
3. Advisors should insure that activities conform to general college policies and procedures.
4. Advisors should insure the student organization follows all financial, purchasing, and accounting procedures established by the Laredo College.
5. Advisors should not permit students to undertake projects that will consume an undue amount of time. Scholarship standards, education work loads, and the health and safety of the student should take precedence over all student activity participation.
6. Advisors should delegate as much responsibility as possible to students, and be available to offer procedural guidance as necessary.
7. Advisors should insure that content of programs and other forms of entertainment are in good taste and reflect favorably upon the college.
8. Advisors should be present at all events scheduled by the organization they sponsor. Advisors should invite faculty, administrators, and other appropriate college personnel to student organizations sponsored events.
9. Advisors should schedule off-campus activities only with the approval of the Director of Student Life.
10. Advisors should direct questions regarding student organization rules and regulations to the Director of Student Life.
11. Advisors are responsible for insuring that student organization activities or events are publicized through the LC Community & Media Relations Office.
12. Advisors should assure that a risk management assessment policy is developed by the student organization.
1. A Registration of Activity & Risk Management Assessment Form is required for all Student Organization activities and events. These forms must be submitted to the Office of Student Life at least two weeks prior to the date of the event.
2. All Student Organization activities and events require the submission of a Report of Activity/Donation Form five business after the activity or event and must include a financial outcome-total cost and/or proceeds for the activity or event.
3. An Expense Report Form together with original receipts must be submitted to the Office of Student Life in order to close out the requisition.
4. If a fundraiser, a copy of the deposit receipt must be attached to the report. A detailed description of the activity or event must be provided.
5. If the Student Organization receives a donation, it should be reported in the same form. This information will be sent to the Donor Relations ans Special Projects Office in Compliance with LC Policy for “Sponsored/recognized” organizations (only applicable to “Sponsored/recognized” student organizations).
6. The Student Organization must submit a copy of meeting minutes to the Office of Student Life prior to the next meeting.
7. Minutes in agenda form will not be accepted.
8. The minutes of the meeting must be written in narrative form.
9. If the withdrawal of Student Organization funds is required, the amount must be indicated in the minutes including the discussion and agreement with student organization members.
10. Minutes must reflect the outcome of the issues discussed.
11. An original signature sign-in-sheet of the members who participate in the activity or event should be submitted with the minutes of the meeting in order for the minutes to be valid.
12. Minutes which are submitted late and/or without an original signature sign-in sheet will not count towards the Office of Student Life allocation points.
13. The student organization president or designated officer must provide an updated membership roster to the Office of Student Life NO LATER THAN MID-SEMESTER (please contact the Office of Student Life for dates). No additions will be accepted after the due date.
14. Alcohol related events are prohibited on and off campus.
15. No student organization activities are allowed during final exams.
In addition, all student organizations must adhere with all college policies and procedures when conducting activities and events. Any student organization not complying with policies and procedures are subject to removal from the active status list as a sponsored/recognized or registered student organization, placed on probation and may face disciplinary actions.
The Student Organization allocation committee provides limited funding for “sponsored/recognized” or “registered” student organizations. In order to be eligible for funding, the organization president must attend 4 monthly Student Organization Council meetings, which are held each Fall and Spring semester. If the president is unable to attend he or she may send another officer in their place. The purpose of the meetings is to provide information, announcements, and communication between “sponsored/recognized” and “registered” student organization members. In addition, the meeting will provide leadership training, host special guests and campus speakers who can aid student organizations in their program planning. Furthermore, it will assist the student organization by providing social and interactive opportunities for networking and community-building. Student organizations will be notified via e-mail with dates scheduled of the meetings.
Based on this formula, the Office of Student Life matching allocations will not be distributed to any student organization which receives designated funding from the Student Activities Fee budget. However, in order to continue receiving designated funding they need to meet the criteria required for allocations.
Student Activities Fee matching allocations are as followed:
|
Student Organization Council |
30% |
|
Club Meeting/Sign In |
20% |
|
Community Service |
10% |
|
Complete Activities |
40% |
Student Organization Council
Attendance at Student Organization Council Meetings (SOC) i.e. club president or representative.
Club Meetings/Sign In Sheet
Club members discuss goals & projects, participation, fundraising activities and other ideas that benefit their club. Original sign in sheets should be turned in with all minutes of club meetings and any other activities where club members participate.
Community Service
Student organizations are expected to participate in four community service events coordinated by the Office of Student Life.
Complete Activities
All procedures must be followed in order for allocation points to be considered for an activity and/or project.
Activity – An activity and/or project will be defined as an event that will promote student participation of 5 club members or more in a variety of social, educational, cultural, and recreational experience outside the academic class course work. The planning, brainstorming, or preparation of an activity and/or project is not considered an extra activity; those processes are still part of one activity and/or project. No credit will be issued to activities or projects held or related during regular academic classroom scheduled time. No activity or project should merit an academic grade.
Minutes-These are produced and must be submitted in narrative written form when clubs have their scheduled meetings.
Registration of Activity - Register any and all activities that will be upcoming; these are activities that all club members have agreed on.
Risk Management Assessment – Develop a risk management assessment for each activity or event project.
Report of Activity- Report on the activity/fundraiser which the club submitted a Registration of Activity Form
Sign in Sheets- A sign in sheet with original signatures should be included with all club meeting minutes and any activity/fundraiser that club members participate in
Expense Report – A report, if applicable, must be submitted with all original receipts to the Office of Student Life.
All documentation must be submitted to the Office of Student Life according to the time frame specified in the Activities and Meeting section of the Rules and Regulation Handbook. Any documentation that does not meet the time frame will not be considered for allocation points.