Student Activities

Starting a New Club

Want to start a new student club at HCC? A club or organization of special interest may be formed, as long as it benefits the student body. All clubs and organizations must be open to all students regardless of sex, sexual orientation, race, ethnic background, national origin, age, disability or religion. What you need to start your club: The Club Application Form A consenting full or part-time faculty or staff advisor At least three members that will act as officers A written constitution. If you would like to request funds for your new club/organization, you will also need: A Budget Request Form and a Budget Account Objective Code Form, both found in the Club Guide, detailing funds requested for the remainder of the current academic year. You will also need to turn in a yearly report of your club activities, projects and fundraisers for the upcoming academic year. All returning clubs must turn all of the above including your past academic year accomplishments. All new clubs will be reviewed by the Coordinator of Student Activities and Dean of Students for approval. Preparing a Budget: A new club or organization may submit a Budget Request Form, found in the Club Guide, to request funds. Try to be realistic in terms of amount of money your club will be requesting for programs in the upcoming academic year. You must also include any income you project for the academic year as well. Writing a Constitution: A constitution is a way of defining your purpose. This will help current and potential members to have a better understanding of what your club/organization is all about. Your constitution should state purpose, officer information and general policies of the group. Although there are several key elements of a constitution, this is just a general framework for a constitution. You may choose to add other articles if you feel they are necessary to your constitution. This is simply a framework to use as a starting point. Article I: Name of the Club/Organization Article II: Purpose (why has the club been organized, what does the club hope to accomplish) Article III: Meetings (regular meeting schedule) Article IV: Officers and Advisor(s) (titles, qualifications and duties of the officers) Article V: Elections of officers (procedures and timing for nominations and elections)

Funding & Club Finances

Procedures for Purchasing Items The following are two different ways to make purchases for your student organization. The procedure you use will depend on the nature of your purchase, vendor, and time frame you are working within. Purchase Order: A purchase order (P.O.) is a guarantee of payment to a vendor upon placing an order or receiving the merchandise. The vendor bills the college referring to the P.O. number on the bill. The college pays the bill and charges it to the club/organizations account requested. Checks: A club/organization may submit a check request seven days prior to the date the check is needed. If a vendor requires payment at the time of delivery, you will need to submit a check request in advance. A check request requires the signature of the club/organization adviser and coordinator of student activities. Check requests should also be submitted when a vendor bills the club/organization or when someone is being reimbursed for incurring expenses on behalf of the club/organization. Invoices and receipts must be attached to all check requests and turned into the coordinator of student activities before submitting to the Finance Office. Note: It is the advisor's responsibility of the club/organization to maintain copies of all check requests, purchase orders, etc. Fundraisers Clubs and organizations may have fundraisers provided they comply with the following: A Fundraising Form must be completed and presented by a member of the club or organization at an SGA meeting two weeks prior to the fundraising event before it can be approved. The coordinator of student activities must provide advanced written approval for all student fundraisers. Money generated must be used to benefit the club/organization activity or event. Club members may choose to conduct fundraising activities to increase the club budget. External groups cannot conduct fundraising activities to donate to a club’s budget. However, external groups can donate money to support a fundraising activity led by the club members. Student Government Association Meetings All clubs/organizations must have one club representative present at all SGA meetings. SGA meetings are held the second Thursday of every month at 3 p.m. in the Student Center, conference room 1. Refer to Article 4 Section 2 in the Student Guidebook for more information.