Student Group Orientation
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The document provides information and guidelines for student groups at a college. It explains the forms that must be filled out for different activities, such as an organization registration application, activity registration form, and travel authorization form. It discusses policies around fundraising, advertising events, financial accounts, and travel. The document aims to help student groups understand and follow the proper procedures for operating officially on campus.
Student Group Orientation
- 1. Student Group Orientation The Office of Student Life
- 2. Forms and when to use them Student Group Orientation • Organization Registration Application • Activity Registration Form • Authorization Form for Travel • Emergency Contact Form
- 3. Organization Registration Application Student Group Orientation • This form must be filled out every year BEFORE the group can do anything. • If there is any change in officers, this needs to be re-filled out.
- 4. Name of Organization Must have 5 students listed, even if you don’t have that position in your group. All of these students MUST have classes, and at least a 2.0 GPA.
- 5. Advisor Contact Information Advisor’s Signature President’s Signature
- 6. Activity Registration Form Student Group Orientation • Use this form EVERY TIME you have any event, including: – Fundraisers – Meetings – Ceremonies – Community Service – Recruitment – Etc.
- 7. Club Name Name of Date Event Check type of event Description Equipment Location Advisor Signature Member in Charge
- 8. Authorization Form for Travel Student Group Orientation • Use this form when you travel anywhere: – Including travel within the city of Houston • SAN JAC CODE OF STUDENT CONDUCT APPLIES DURING ALL COLLEGE APPROVED ORGANIZATION TRIPS.
- 9. Date Check “North” Group Advisor Purpose Destination of Trip and Hotel When Information do you leave? Advisor Signature
- 10. Every student going on the trip must print, sign, and put their G#.
- 11. Emergency Contact Form Student Group Orientation • When traveling, every person going, including advisors, need to fill out and turn in an emergency contact form. • Your travel form won’t be approved until we receive all of the emergency contact forms.
- 12. Trip Information Student Information Emergency Contact Medical Information Student Signature
- 14. Do I have to fill out an Activity Registration Form EVERY time I have a meeting? Why? Student Group Orientation • Yes. You must fill out an Activity Registration form EVERY TIME you do something as a group. It doesn’t matter if it is on or off campus. We need to know what you are doing. • The Office of Student Life is here to monitor your group and make sure that you are following any rules or laws needed to keep your group active and having fun. Any group found having unapproved activities or meetings may be shut down.
- 15. Why do I need to turn in my Activity Registration form so early? Can’t I just give it to you the day before? Student Group Orientation • We need the Activity Registration form at least 10 days before your activity because we are not the only department to approve them.
- 16. Activity Registration Form Process Student Group Orientation Step 1 • Student Life Step 2 • Room Reservation Step 3 • Room Setup
- 17. I want to hang up flyers. What is the process? Student Group Orientation 1. Make sure you have received an email saying your event is approved. 2. Email or bring by a copy of the flyer to Student Life to be approved for content. 3. Take all copies to Deborah Longtine in Slovacek S211 to get them stamped. 4. Hang on approved bulletin boards.
- 18. Do’s and Do Not’s of Hanging Flyers Student Group Orientation DO NOT HANG FLYERS: DO HANG FLYERS: • On any glass, including • On approved bulletin doors boards • On a departmental bulletin • In the cafeteria/Student board without permission Center lobby area
- 19. I want to get some group money from the college. How do I go about doing that? Student Group Orientation • You would do a budget request through Student Life. • Normally that process is done around March for the next fiscal/school year.
- 20. How would we get a group bank account? Student Group Orientation • In order to get a group bank account, your group would need to apply to get an EIN (Employer Identification Number) from the IRS • We recommend Woodforest bank. They know how to set up a student group account. Just tell them you are a SJCN student group.
- 21. Getting an EIN Student Group Orientation • EIN applications MUST be filled out in the advisor’s name. • Application here: http://www.irs.gov/businesses/mall/article/0,,id=102767,00.html – The application is available during the following hours: • Monday - Friday 7:00 a.m. to 1:30 a.m. • Saturday 7:00 a.m. to 10:00 p.m. • Sunday 8:00 p.m. to 1:00 p.m.
- 22. Getting an EIN Student Group Orientation Click Here!
- 23. Getting an EIN Student Group Orientation Click Here!
- 24. A Note about Bank Statements Student Group Orientation • Bank statements MUST come to Student Life; NOT to the groups themselves or the advisors. • We will receive the bank statements and then send the advisor a copy.
- 25. We want to do a fundraiser? What are the guidelines. Student Group Orientation • An approved student group can fundraise one day a month. • Fill out an Activity Registration form BEFORE you buy anything for your fundraiser. • BE CREATIVE!!!
- 26. Fundraiser Ideas Student Group Orientation • Bake Sales/Food Sales • Tournaments (e.g. • Have a party/dance chess, golf, tennis, etc.) • Garage Sale (off-campus) • Face Painting • Hold a Carnival • Hair Show • Host a fashion show • Haunted House/Room • Costume Contests • Silent Auction • Car Wash • Talent Show • Food Eating Contest • Wheel of Fortune • Student Involvement Days
- 27. What are Student Involvement Days? Student Group Orientation Our student Involvement Days (Gator Days) take place once a semester. The purpose is to encourage students to join student organizations on campus by student groups hosting a booths with games, prizes, and food.
- 28. We’d like to sell items from a catalog. Can we do this? Student Group Orientation • Yes. Just make sure the company holds a State of Texas sales tax permit.
- 29. Someone donated a TV to our group. We want to have a drawing for a change to win; one chance for $1. Is this ok? Student Group Orientation • Since the TV is considered a donation, this is fine. • REMEMBER: Be prepared to give someone an opportunity to win the TV even if they do not give you the “suggested” donation. Failure to do so will make your drawing illegal.
- 30. My group is traveling. Does our advisor have to come too? Student Group Orientation • That depends. A student organization advisor is required to travel with students under the following circumstances: – Organization competitions – National, State, or Regional meetings/conferences – Overnight trips – When students miss class • If you are unsure, come ask us!
- 31. What is the Alcohol Policy and how does it affect my group? Student Group Orientation • There can be no alcohol or drugs. It doesn’t matter if a student is over 21 years old. It is against college policy and subject to disciplinary action.
- 32. I have more questions. How do I contact Student Life? Student Group Orientation • Come by: Slovacek Student Center S101 • Call us: 281-459-7167 • Facebook: – http://www.facebook.com/SJCNorthStudentLife • Or email us: – Lamar McWaine ([email protected]) – Amanda Herrick ([email protected])
- 33. ANY QUESTIONS? Student Group Orientation
Editor's Notes
- #2: Hello,For those of you who don’t know me, my name is Amanda Herrick and I am the Administrative Assistant for the Office of Student Life. I asked you to this meeting because there is a lot of confusion going on about what you’re supposed to do as a student group. Forms, fundraisers and things like that. I wanted to hold this meeting so that I can go over exactly what the rules are and answer any questions that you might have about running a student group.
- #3: The first thing we are going to go over is the forms that we use for student life and when to use them. There are basically 4 forms that you will use as a student group. The Organization registration application that you already filled out to become a student group, the activity registration form that you use when you want to have meetings or fundraisers, and the authorization form and the emergency contact form for when you travel as a group.
- #4: First one, the organization registration form. You must fill this form out every year before your group can hold meetings or do fundraisers or basically do anything. Also if there is a change in the officers, this must be filled out again.
- #5: Now we are going to go over how to fill this out. We won’t spend too much time on this because you guys have done this already for this year, but we will hit the high points.
- #7: The next form is the activity registration form. You will fill this one out every time you have any type of event. Meetings, fundraisers, everything except travel, which has its own form.
- #9: This is the travel form. You will fill this out anytime you are going to travel, even if its here in Houston.
- #12: When you travel, every person going on the trip needs to fill out an emergency contact form, including advisors. Your travel form won’t be approved until we receive the emergency contact forms.
- #14: Now we are going to go over some questions that I get asked all the time.
- #17: Lamar-violate rules-space or event at same timeCharlotte-Room reservationDanette-unlock doors-move any tables and chairs
- #18: First make sure your event has been approved.Then bring them by student life for us to approve the content.Then take them to Deborah Longtine in S211 to get them stamped.Then you hang them up on approved bulletin boards.
- #26: Texas House Bill 596 – allows student groups to sell items tax-free one day a month.
- #29: You’re group collects tax on each item sold to send to the company then the company submits taxes to the state. The percentage of profits from sales that each group receives is considered a donation. Since it is a donation, sales are not limited by the number of days.