Tallahassee Community College Student Organization Handbook

Tallahassee Community College The Department of Campus and Civic Engagement Student Leadership, Involvement, & Civic Engagement Office Student Organization Handbook Updated: Summer 2014

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Table of Contents The SLICE Office • Letter from the Involvement Coordinator • About the SLICE Office Recognized Student Organizations • Expectations • Creating a New Organization • Recognition Requirements • Writing a Constitution • Required Elements of a Constitution • Sample Constitution • Returning Organizations • Benefits and Privileges of Recognition • Point System • RSOs and Their Relationship to the College Leading your Organization • Leader Guidelines • Characteristics of Leadership • Delegation: Things to Consider • Running an Effective Meeting • Common Pitfalls of Meetings • Benefits of Keeping Minutes • Recruitment • Selecting an Advisor • Evaluation • Hints for a Successful Organization • Characteristics of Successful Student Clubs/ Organizations • Goal Planning Event Planning • Importance • Tips • Planning Your Event • Waivers • Crisis Response • Tabling • Room Reservations • Publicity Student Organization Council Organization Review Committee Budgets and Fundraising • Contracts • Traditional Fundraisers • A&S Fees • Budget Council

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• A&S Funding Allocation Policy • A&S Funding Allocation Procedure • Funding Priorities • Organization Accounts Policies and Procedures • Florida’s Hazing Law • Advertising • Tabling Officer Training and Transition Advisors 46 • Principles and Practices of an Effective Advisor • Advisor Requirements • Semantics of Liability • Club Advisor Responsibilities • Responsibilities of the Club to the Advisor • The Role of an Advisor • 20 Tips for Advisors to Increase Productivity • When Leaving the Advisor Role • Officer Transition Forms • New Student Club Registration Form • Student Club Re-Registration Form • Anti-Hazing Agreement • Organization Roles and Responsibilities Agreement Form • Requisition Form Campus Department Contacts

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A Letter from the Involvement Coordinator Dear Student Clubs and Organizations, Thank you for being a part of Tallahassee Community College! You are an essential part of the culture and experience for all students who attend TCC, and are leaders not only on campus, but in the Tallahassee community as well.

The clubs and organizations currently at TCC address the various and unique interests of our students, and are continually expanding and growing along with the needs of our student body. Your club or organization provides numerous opportunities for learning outside of the classroom, camaraderie, and service back into the community. Whether realized or not, your work as a club or organization has an impact that reaches further than that of its members.

This manual has been created to serve as a resource for all student clubs and organizations. It has vital information ranging from how to write your constitution to planning major events. If you have any questions further than what is provided here, please do not hesitate to come by the SLICE Office.

I look forward to working with you and helping your organization reach its fullest potential!

Best regards, Emily C. Fox, M.S. Involvement Coordinator The Student Leadership, Involvement, and Civic Engagement Office

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The Student Leadership, Involvement, & Civic Engagement Office

The Student Leadership, Involvement, and Civic Engagement Office was instated in the Spring of 2014 with three main goals: 1. To CONNECT students to other students, faculty and staff, campus resources, and the Tallahassee community through opportunities of involvement through student organizations or special campus events; 2. To empower our students to learn what it means to LEAD through participation in workshops and other programs, such as Connect 2 Complete; 3. To help foster the development of caring, educated citizens that will use their talents to SERVE their College and their community.

As a part of the Department of Campus and Civic Engagement, our office strives to provide opportunities for student involvement through participation in student clubs and organizations.

The SLICE Office is located in the Student Union, Room 185.

Sarah Crockett

Leadership Coordinator crockets@tcc.fl.edu 850.201.9484 SU 187

Emily Fox

Involvement Coordinator foxem@tcc.fl.edu 850.201.8090 SU 188

Ryan Rogers

Service Learning Coordinator rogersr@tcc.fl.edu 850.201.6146 SU 186

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Recognized Student Organizations Being involved in college can enhance the experience of students while connecting them with the Tallahassee Community College campus. One method of involvement is joining a student organization.

Student organizations foster interpersonal relationships, explore educational opportunities, develop professional skills, and enhance academic experiences by serving the campus community and cultivating leadership at TCC. Recognition is a process that must be completed annually by all student organizations to receive and maintain privileges on campus.

A recognized student organization (RSO) is a student organization that is recognized by Tallahassee Community College. RSOs are afforded privileges and resources at TCC and, in exchange, are required to adhere to and fulfill the following expectations as conditions of recognition.

In order to maintain recognition status, organizations must fulfill the following expectations: • Complete the annual recognition process with the Student Leadership, Involvement, and Civic Engagement Office by submitting all required information, participating in annual RSO workshops, and making timely updates to organization’s information (officers, constitution, etc) as changes occur.

• Follow and abide by all federal, state, and local laws and regulations, and all policies and procedures of Tallahassee Community College, including the TCC Student Code of Conduct (https://www.tcc.fl.edu/Current/Student-Conduct-Community-Standards/Documents/Student %20Code%20of%20Conduct.pdf) and the Student Organization Handbook.

• Remain in good standing with all departments at TCC and conduct themselves in a manner that is consistent with the mission of the College.

• Adhere to the rules and procedures set forth in the organization’s constitution, including the nondiscrimination and non-hazing requirements for membership.

• Meet all fiscal obligations incurred by the organization and abide by the SOC, Student Activity and Service Budget Council, and TCC Business Office policies when applicable.

• Ensure proper planning and execution of organization events, and consult with the Student Leadership, Involvement, and Civic Engagement Office staff for help with event policies and contract management.

• Provide adequate training during the officer transition process.

• Establish consistent communication with the organization advisor, and keep advisor informed of organization activities and decisions.

• Ensure proper use of campus resources, including meeting and event space, office space, and other benefits afforded to the organization.

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Creating a New Organization New organizations are encouraged to hold an informal meeting of interested students to determine the club’s purposes and objectives. If a faculty or staff member has been identified as a potential advsior, invite the individual to the meeting. At this meeting, the recognition process will be reviewed.

Student organizations just beginning at TCC will follow the recognition process designed for new organizations. This process includes attending a meeting with the Student Leadership, Involvement, and Civic Engagement Office, completing the online new organization application and completing the Recognized Student Organization Quiz. Applications are submitted for approval by the Involvement Coordinator and the Director of Campus and Civic Engagement. New RSOs will be sent email notification once their applications have been approved, usually within 10 business days.

Creating a new organization can take place during any recognition period. The deadline for creating a new organization for the fall semester is the second Friday in April while for the spring the deadline is the first Friday in November. Recognition will be complete when the organization receives an email from the Student Leadership, Involvement, and Civic Engagement Office stating that the recognition was approved.

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Recognition Requirements All groups submitting an application must meet the following criteria to become a Recognized Student Organization.

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• • • • • • • • • • • • •

Current student organizations are required to submit a student organization re-recognition form for the upcoming academic year to the SLICE Office no later than September 15 to maintain a registered status and to avoid suspension of recognition at the College, and loss of A&S funding.

Each organization is required to meet with the Involvement Coordinator. These meetings are designed to help student organizations understand the resources and guidelines associated with maintaining RSO status. Meetings can be set-up by emailing the Involvement Coordinator listed previously in the handbook.

The officers of an RSO must be currently enrolled TCC students, maintain a minimum 2.0 GPA, and be free of any obligation of fees or payments to the College. Student identification information is required of all officers for verification of status.

Each organization is required to have at least Three (3) officers or executive members, one (1) of which is responsible for presiding over the organization, one (1) of which must be responsible for recording minutes, and one (1) of which is responsible to the organization fiscal operations.

All organizations must have a minimum of 10 members who are currently enrolled TCC students.

This information will be verified by the Student Leadership, Involvement, and Civic Engagement Office.

All required recognition forms and updated student membership roster must be submitted to the appropriate office by the specified deadline as set forth by the SOC and SLICE Office.

All organizations must draft and submit a current local constitution and submit it with annual recognition application. Each constitution must include the required elements outlined in the following “Writing a Constitution” section of this handbook.

Each organization must have an advisor who serves as a full time faculty or full time staff member of TCC. Graduate or undergraduate students (including Graduate Assistants and Teaching Assistants) may not serve as advisors to RSOs. All officers and the advisor must read the liability information listed in this handbook. The president and advisor must attest to their understanding of the information by signing the application for recognition.

All RSOs must uphold the “Expectations of RSOs” listed in this handbook as a condition of recognition.

Have your advisor and president read, complete, and sign the Recognition Application and return it to the Student Leadership, Involvement, and Civic Engagement Office to complete the Recognition process.

The student organization officer responsible for the finances of the organization is required to attend a financial workshop sponsored by the SOC, A&S Budget Board and SLICE Office prior to the use of any organization funds.

To maintain recognition status, each student organization must adhere to all rules and regulations of the SOC, SLICE Office, and the College, and must adhere to the requirements as set forth by the SOC to maintain recognition status at TCC. All student organizations must adhere to the Tallahassee Community College Organization Accreditation System in order to properly be assessed for organizational activity.

Note: The recognition process is not complete until the advisor and the president receive an approval email from the Student Leadership, Involvement, and Civic Engagement Office.

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Writing a Constitution A constitution is a set of rules for your organization. A well-written constitution can be a great asset to your group. Use the sample constitution in this section to generate ideas, and then spend time writing a constitution for your student organization. It may be any length, but must cover the basic components outlined below.

An important note to nationally affiliated groups: National constitutions will not be accepted as part of the recognition process. All organizations must draft a local constitution for their group to include TCCspecific requirements and policies for the organization. A Student Leadership, Involvement, and Civic Engagement Office staff member may assist you with this process if you have questions when drafting a local constitution.

Your constitution is only helpful if you use it! Get into the habit of referring to it for clarification and use it as your basis for decision making. Distribute a copy to the members of the organization each year so they are familiar with the rules of the organization. Update your group’s constitution annually and submit a revised copy to the Student Leadership, Involvement, and Civic Engagement Office.

By-Laws By-laws may often accompany a constitution with “working rules” of the organization. If your group wants to put your common practices in writing, you will need to draft by-laws. Common topics included in bylaws are elections, committees, officer vacancies, rules of order, meeting parameters, etc. By-laws are NOT required for each organization; rather, they are an additional tool available for your organization.

Required Elements of a Constitution The items below will be required in all organization constitutions. Organizations have the discretion to determine their own rules and procedures. See the attached sample constitution for ideas. The text in the Sample Constitution is a suggestion only, but at a minimum, the following must be included: • • •

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Organization Name Purpose Membership Requirements, including: (a) Membership Statement: Recognized student organizations shall be limited to currently enrolled TCC students. (b) No hazing or discrimination will be used as a condition of membership in this organization. (c) This organization agrees to adhere to the College non-discrimination statement: No College student may be denied membership on the basis of race, creed, color, sex, religion, national origin, age, disability, veterans’ or marital status, sexual orientation, gender identity, gender expression, or any other protected group status. o Groups exempt under Title IX, are not required to include gender in their NonDiscrimination Statement. Those organizations must also be entitled to single-sex membership under the provision of Section 86.14 of the regulations promulgated under Title IX of the U.S Education Act of 1972. (d) Revocation of Membership (e) Appeal Process Officers, including: (a) Eligibility (b) Titles and Duties 9|Page

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• • • •

Selection of Officers, including: (a) Eligibility to Vote and Hold Office (b) Election Process (c) Term of Office Officer Vacancies, including: (a) Removal of Officers (b) Resignation (c) Filling Vacant Officer Positions Advisor Finances, including: (a) Inability to pay dues statement: No College student may be denied membership due to inability to pay dues. If a member is not able to pay dues, other arrangements will be made.

Publications (a) Approval Amendments

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Sample Constitution Eagles Club Constitution Items marked in bold font are required in all organization Constitutions Article I—Organization Name The name of this organization shall be the Eagles Club at Tallahassee Community College. The organization may also refer to itself as “Eagles Club.”

Article II—Purpose (Insert your Mission Statement or Statement of Purpose here) All activities and functions of the Eagles Club shall be legal under College, local, state, and federal laws.

Article III—Membership Section 1: Membership Statement Membership is limited to all students who are enrolled with Tallahassee Community College. No hazing or discrimination will be used as a condition of membership in this organization.

This organization agrees to adhere to the College non-discrimination statement: Tallahassee Community College does not discriminate against any person on the basis of race, color, ethnicity, genetic information, national origin, religion, gender, marital status, disability, or age in programs or activities.

Section 2: Revocation of Membership Membership may be revoked without mutual agreement for non-participation, misconduct, or violations of any provisions of the Constitution. The member will be notified in writing of the possible revocation at least 72 hours prior to the vote and will be allowed to address the organization in order to relate to members any relevant defense prior to the voting for removal. Membership can only be revoked upon a 2/3 majority vote of eligible members. Revocation of membership will be valid for three (3) semesters.

Section 3: Appeal Process Any student whose membership is revoked will have seven (7) calendar days to appeal the revocation. The appeal must be submitted in writing to the President and Secretary, and must include any relevant information that has not already been presented. The President will then submit the appeal to the Appeals Committee. This committee consists of 3 executive board members and 4 general members. This committee will then render a decision at the next general body meeting or in seven (7) calendar days, whichever occurs first.

Article IV—Officers Section 1: Eligibility All officers shall be a currently enrolled student at Tallahassee Community College whopossess at least a 2.0 grade point average and pays the Activity and Services Fee.

Section 2: Titles and Duties The offices of this organization shall include a President, Vice President, Secretary, and Treasurer. No officer will be permitted to hold more than one officer position. All officers shall retain voting rights, 11 | P a g e

however, the President shall only vote in the case of a tie. Any officer may be re-elected however not for more than two consecutive terms.

Officers cannot reappoint themselves for a second term they must be re-elected as described in Article V. The President shall: 1• Supervise the activities of the organization.

2• Preside over all meetings and call all meetings to order.

3• Be one of three signers on financial documents.

4• Coordinate all conferences.

5• Ensure all officers are performing their duties as defined in this Constitution.

6• Assign special projects to officers.

7• Be familiar with Robert’s Rules of Order to conduct meetings.

The Vice President shall: 1• Assist the President in his/her duties 2• Assumes the President’s responsibilities in his/her absence.

3• Keep accurate records of all meetings in the Secretary’s absence.

4• Plan and be responsible for all retreats and training of the organization.

5• Perform an audit of all financial transactions of the organization twice a year.

6• Assist in special projects as assigned by the President.

The Secretary shall: 1• Notify members of meetings via e-mail and/or telephone at least 48 hours in advance.

2• Keep accurate records of all meetings.

3• Maintain accurate list of members and their contact information.

1• Perform a verbal roll call of all members and maintain an attendance record.

2• Prepare ballots for elections.

3• Keep copy of constitution and have available for members 4• Assist in special projects as assigned by the President.

The Treasurer shall: 1• Keep an accurate account of all funds received and expended.

2• Be one of three signers on financial documents.

3• Be responsible for collecting dues and notifying members who are delinquent in their payments.

4• Be responsible for creating budget reports at the beginning of each Fall and Spring semester and as requested by the President, Vice President, and/or TCC faculty/staff advisor.

5• Provide financial records sufficient to allow the Vice-President to perform audit.

6• Assist in special projects as assigned by the President.

Article V—Selection of Officers Section 1: Eligibility to Vote and Hold Office Ability to vote will be limited to all students who are active members in good standing. Only active voting members who meet the requirements stated in Article IV, Section 1 are eligible to hold offices.

Section 2: Nomination Process The nomination of officers shall occur at the first meeting held in March. Any eligible member (as defined in Article III Section 1) present may nominate someone or themselves for office by verbally nominating the individual during this procedure. However, the nominee must be considered an eligible member (as defined 12 | P a g e

in Article III Section 1). Absentee ballots and proxy ballots are not permitted in the nomination or election process.

Section 3: Election Process The election of officers shall occur at the second meeting held in March. The nominated candidates will be given a chance to address the organization to discuss his/her qualifications and reasons why they should be selected. Once each candidate has had the opportunity to speak, all eligible members (as defined in Article III Section 1) present will have the opportunity to vote by secret ballot. The faculty/staff advisor and current highest-ranking officer not running for office will tabulate all votes. The highest-ranking officer not running for office shall announce the officer with a simple majority of votes cast by eligible members. After announcing the new officer the highest-ranking officer not running for office shall ask if any eligible members contest the count. If no eligible member contests the count the new officer shall take office immediately. If an eligible member contests the count the faculty/staff advisor and the highest-ranking officer not running for office will recount all votes. In the event of a tie, the President shall cast the deciding vote for office unless he/she is running for the said office. In that case, the next highest-ranking officer shall make the deciding vote.

Section 4: Term of Office The length of office shall be no longer than one calendar year. Newly elected officers shall take office immediately after the announcement at the second scheduled meeting in March and their term will end at the second scheduled meeting the following March once new officers are announced.

Article VI—Officer Vacancies Section 1: Removal of Officers Any officer may be removed from office upon a 2/3 majority vote of eligible members. The officer will be notified in writing of the possible termination or removal at least 72 hours prior to the vote and will be allowed to address the organization in order to relate to members any relevant defense prior to the voting for removal.

Additionally, Officers may be removed by the SLICE office due to ineligibility or unethical behaviors or actions, which reflect negatively on the College.

Section 2: Resignation Officers no longer wishing to serve on the board must submit their resignation to the President at least two (2) weeks in advance. Prior to the officers final day he/she shall provide all documents relating to the organization and brief his/her replacement of current projects in his/her care.

Section 3: Filling Vacant Officer Positions In the event an officer is removed or resigns, the nomination process as stated in Article V Section 2 will take place at the next scheduled meeting. The election process will take place as stated in Article V Section 3 at the next scheduled meeting following nomination. The newly elected officers term shall end at the annual election scheduled in November.

Article VII—Advisor Section 1: Nomination and Role The advisor shall be selected by the officers of this organization and must be approved by a simple majority vote of eligible members. The advisor shall serve as a mentor to the organization providing guidance to the officers and members. The advisor has no voting rights. The advisor position has no term limit other than he/she must be a current TCC full time faculty or full time staff member.

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Section 2: Removal and Replacement of Advisor The advisor will be notified in writing of the possible removal at least 72 hours prior to the vote and will be allowed to address the organization in order to relate to members any relevant defense prior to the voting for removal. Upon a 2/3 majority vote of eligible members the advisor will be remove from his/her duties.

In the event that an advisor is removed or resigns, a new advisor shall be elected within 14 calendar days.

Article VIII—Finances Section 1: Membership Dues No membership dues shall be charged to any student organization member in accordance with the policies set by the Florida College System.

Section 2: Spending Organization’s Money For the protection of the organization and its officers it is required that two authorized signatures sign all monetary transactions. Only the President, Treasurer, and TCC Faculty/Staff Advisor can be signers on the organization’s account. Organizational funds may be spent on items such as office supplies, events/activities, publicity, travel expenses, conference fees, etc., but will not be used for anything illegal under College, local, state, and federal laws.

Section 3: Officer Transition It shall be the responsibility of all account signers to exchange contact information as well as assist in the update of new account signatures after each election with the organization’s financial institution. In addition, the Treasurer will be responsible to pass along all information from previous year’s budget and current budget.

Section 4: Dissolution of Organization In the event that the organization ceases to exist, any funds remaining in the organization’s account shall be allocated to the overall Student Organization account Article IX—Publications Section 1: Approval The Involvement Coordinator or Director of Campus and Civic Engagement must approve all publications, shirts, flyers, etc. prior to duplication and distribution.

Article XI—Amendments Amendments to the constitution must be proposed in writing to the President. The amendment must then be presented to the organization during a scheduled meeting and should include a full explanation and/or rationale for the amendment. The amendment must be voted on at the next scheduled meeting. The amendment shall not take effect until approved by a 2/3 majority vote of eligible members of the organization.

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Returning Organizations Re-recognition is for current RSOs and occurs between April and September. Student organizations must re-recognize each year to update officer contact information and to retain benefits and services for the organization. Student organizations completing the re-recognition process must meet with the Student Leadership, Involvement, and Civic Engagement Office, complete the online application, sign/complete the Recognition Application, and turn in the Recognition Application to the Student Leadership, Involvement, and Civic Engagement Office. The Student Leadership, Involvement, and Civic Engagement Office staff will review the application and submit it for processing. Officers will be notified if changes or additional information is required to submit their application. Re-recognition will be complete when the organization receives an email from the Student Leadership, Involvement, and Civic Engagement Office stating that the recognition process was successful.

An inactive organization who is looking to become active again will also go through the re-recognition process, but must first meet with a staff member in the Student Leadership, Involvement, and Civic Engagement Office. Contact Student Leadership, Involvement, and Civic Engagement Office to set up a meeting if your group has been previously established here at TCC. Benefits and Privileges of Recognition In order to be eligible to receive privileges and services, student organizations must complete the recognition process with the Student Leadership, Involvement, and Civic Engagement Office. The benefits of a recognized student organization are numerous. Below are several examples of benefits for recognized student organizations: • Access to computers and a fax machine in the Student Leadership, Involvement, and Civic Engagement Office – usage of these tools should be for organization business only.

• Recognized student organizations are automatically included in a list of current organizations online.

• Campus posting privileges in compliance with policies.

• Eligibility to apply for a campus mailbox in the Student Leadership, Involvement, and Civic Engagement Office. Only a limited number of mailboxes are available.

Space Reservations RSOs can reserve rooms for meeting and event space on campus through the SLICE Office. Groups can also reserve Union tables. Request forms for tables and space are available on Collegiate Link and on the SLICE Office Website.

Contracts Any event sponsored by a RSO, which brings an outside person or company to campus, has to be officially contracted by the College. This includes, but is not limited to DJs, speakers, bands, and conferences. Even if the cost is $0, a contract must still be signed.

Contracts are legal documents on behalf of Tallahassee Community College and they must ALWAYS be signed by official staff of the Business Office. Never sign a contract yourself; you or your organization could be responsible for paying the entire fee on your own. Never verbally commit a date or a certain fee to an artist-- verbal commitments are legally binding in the state of Florida.

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Funding Opportunities RSOs are eligible to apply and obtain Activity and Service (A&S) fees to help fund their organization. To request A&S funding, an organization must be recognized by the College, have a treasurer, become financially certified, and submit a funding request.

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Point System In order to maintain recognition and request funding, organizations must complete the Tallahassee Community College Organization Accreditation System each semester. Each organization is required to maintain a minimum of expected points in five categories: academics, community service, leadership development, campus involvement, and organization management.

Organizations must submit their points and relevant documentation by the final day of classes each semester by 4:59pm. Any organization who does not hand their points and documentation in ontime or falls below expected points will have their recognition status revoked.

Points earned during the Spring semester are required for continued funding the following academic year.

Tallahassee Community College Organization Accreditation System Expected Points (Italicized Throughout) 14 14 15 22 26 91

Percent of Program 15% 15% 16% 24% 29% 100%

Category Maximum 20 23 35 57 29 164

Your Organization: Category Expected Points Academics 14 Community Service 14 Leadership Development 15 Campus Involvement 22 Organization Management 26 TOTAL: 91

Maximum/ Percent 20/ 15% 23/ 15% 35/ 16% 57/ 24% 29/ 29% 164/ 100%

Accepted Points

Category Academics Community Service Leadership Development Campus Involvement Organization Management TOTAL:

0

Ideas and structure modeled after the Chapter Assessment Program (CAP), 2014 Office of Fraternity and Sorority Life, Towson University Towson, Maryland

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Academics Points Available Organization Average GPA 1.0-1.5 1.6-2.0 2.0-2.4 Expectation: 2.5 2.6-2.9 3.0-3.5 3.6-4.0

-20 -18 -16 14 16 18 20

TOTAL:

Max 20

Our Organization

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Community Service Points Available Community Service Hours 10 hours per member 9 hours per member 8 hours per member Expectation: 7 hours per member 6 hours per member 5 hours per member 4 hours per member 3 hours per member 2 hours per member Organization does not do community service Organization sponsors an event TOTAL:

20 18 16 14 12 10 8 6 4

Our Organization Total hours = Hours per member =

-20 3 Max 23

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Leadership Development

Points Our Available Organization Diversity and Cultural Awareness Programming Organization coordinates diversity or cultural awareness programs 100% attend 90% attend 80% attend Expectation: 70% attend 60% attend 50% attend 40% attend 30% attend Organization does not coordinate diversity or cultural awareness programs Organization is a co-sponsor of program with any TCC organization

8 7 6 5 4 3 2 1 -8 5

Professional/ Career Development Organization coordinates professional/ career workshops 100% attend 90% attend 80% attend Expectation: 70% attend 60% attend 50% attend 40% attend 30% attend Organization does not coordinate professional/ career workshops Organization is a co-sponsor of program with any TCC organization Conference Assessment Presentations Members can present before the SOC on learning gained from attending a regional or national conference and how they will apply that to their organization (3 points each)

8 7 6 5 4 3 2 1 -8 5

Max 6

Leadership Training Workshop Organization attends SLICE leadership training workshop 100% attend 90% attend 80% attend Expectation: 70% attend 60% attend 50% attend 40% attend 30% attend Collaboration Organize plans a campus-wide event, activity, or program in cooperation with another organization

8 7 6 5 4 3 2 1

4

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TOTAL:

Max 35

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Campus Involvement Points Our Available Organization Student Organization Council (SOC) Organization member serves as delegate to SOC Delegate attends SOC General Assemblies Expectation: Attendance at 80% of meetings Attendance at 100% of meetings University Relations Organization is registered on Collegiate Link Organization has an updated Collegiate Link profile Organization has an updated webpage/ Facebook group/ Tumblr Faculty member or administrator speaks at organization event

1 1 3

5 1 5 3

Participation in TCC Events 30% attend (2 points each) Max 10 Intramurals and Recreational Activities Organization creates an intramural team with all members as part of team Some members are part of an intramural team 30% attend (1 point each) Organization participates in TCC-sponsored trip with club members such as Eagle Adventures (2 points each)

4 2 Max 5 Max 4

TCC Athletics 30% attend (2 points each)

Max 4

Social Events Organization hosts a campus-wide social event

3

Signature Events Organization hosts a signature event Organization participates in SOC-sponsored events

2 5

TOTAL:

Max 57

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Organization Management

Points Available Membership Organization has set goals for the semester Organization has all officer positions filled Organization re-recognition completed by deadline Deadline missed Organization maintains 80% of membership per semester Executive Board members attend Fall Semester Organization Leadership Workshop Meetings Organization meetings scheduled by end of first month of classes Meeting minutes and attendance turned into SLICE office three class days after meeting

2 1 1 -3 5 5

3 2

Financial Management Organization budget signed by advisor Organziation is current with TCC bank account

1 2

Disciplinary Status Organization submits anti-hazing agreement Organization follows all policies (-2 for each) Major violation (Hazing, etc.)

3 0 -50

Advisor Involvement Organization has full-time faculty member as advisor Advisor attends meetings (1 point each) TOTAL:

Our Organization

1 Max 3 Max 29

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RSOs and Their Relationship to the College Liability Information RSOs at TCC are responsible for their events and activities, as well as the actions or negligence of the organization membership. Take a moment to thoroughly read the liability information detailed below. Be sure to review the information with your organization at the beginning of each semester, and discuss how these issues might affect your group’s activities. The president and advisor must initial and sign the Recognition Application stating they have read and understand the liability information.

Compliance The purpose and activities of all organizations must be in compliance with the rules and regulations of Tallahassee Community College, the Tallahassee Community College Board of Trustees, and local, state, and federal laws, including the TCC Hazing and Alcohol Policies located in the TCC Student Code of Conduct and Chapter 6C2 of the Florida Administrative Code. The policies and practices of the organization pertaining to membership may not discriminate on the basis of race, creed, color, religion, sex, age, sexual orientation, national origin, marital status, parental status, disability, gender identity, gender expression, or any other protected group status. In cases where the nondiscrimination policy conflicts with the organization’s religious beliefs, tenets, or doctrines, or an organization’s limitation of membership to a particular gender, as allowed by law, the organization may request in writing an exemption from the part of the policy that is in conflict. Requests for exemption will be submitted to the Director of Campus and Civic Engagement who will determine whether the exemption will be granted. Denial of a request for exemption may be appealed to the Vice President for Student Affairs, whose decision shall constitute final College action on the matter. The Office of the General Counsel at Tallahassee Community College may be consulted as necessary regarding legal issues associated with the request. If an organization is Title IX exempt (i.e. Social Greek organizations), they do NOT need to submit a request for exemption.

Insurance Clarification* Tallahassee Community College has no insurance covering the activities of student organizations. In accordance with the laws of the State of Florida, Tallahassee Community College, and the Tallahassee Community College Board of Trustees, the College is unable to provide insurance that covers any student organization or activity. The only exceptions to this rule are for salaried officers of the Student Government Association acting within the scope of his/her office. Completing the recognition process with the Student Leadership, Involvement, and Civic Engagement Office as a student organization is not recognized by the State Risk Management Trust Fund and does not establish or fall within the State of Florida, Tallahassee Community College, or the Tallahassee Community College Board of Trustees coverage under that fund. Approval of a student organization or activity by the Student Leadership, Involvement, and Civic Engagement Office or the Student Government Association does not establish State of Florida, Tallahassee Community College, or the Tallahassee Community College Board of Trustees liability coverage for that organization or activity. *This information may not apply to all events. Will be updated.

Responsibility and Liability In consideration of the participants of the organization and its members in the stated activities of the organization and others that may occur during the academic school year, the organization’s officers and individual members have both an organizational and personal legal responsibility to adhere to all local, state, and federal laws, and Tallahassee Community College administrative policies and procedures. It is understood that neither Tallahassee Community College, the Tallahassee Community College Board of Trustees, nor the State of Florida can defend the activities of the organization under its present insurance coverage or defray the costs, including attorneys’ fees, of defending any lawsuit or claim against the organization, its officers or members. The organization agrees to indemnify and hold harmless the State of Florida, Tallahassee Community College, The Tallahassee Community College Board of Trustees, and their officers and employees for and against any claims caused by the activities of the organization, its 24 | P a g e

officers, and members. The organization may be held fully liable for its activities and any claims that may result will be against the organization, its officers and members.

Acknowledgement The chief officer and advisor of this organization shall declare in writing by signature on the application for student organization registration that they both fully understand and acknowledge their reliance wholly upon their own judgment, belief, and conscious appreciation of the particular activities and dangers involved in the organization's events, programs, and functions. Further, they acknowledge and understand that the State of Florida, The Tallahassee Community College Board of Trustees, and The Tallahassee Community College disclaim liability for any and all damage, injury, or loss of life that may occur with respect to the activities, functions, and programs of the organization. By signing the following form, they also acknowledge their responsibility to notify all members of the organization of these terms and conditions, and the provisions stated in Section 6C2-3.0015, Florida Administrative Code, found in the TCC Student Handbook and TCC General Bulletin. The term of registration is valid for one academic school year from October 1st to September 30th, and it is the responsibility of the signing officers to notify any future officers of the terms and conditions of this disclaimer of liability. They understand that signing this form does not relieve TCC from liability for its negligence, as stated in Section 768.28, Florida Statutes.

Non-Profit Status/Tax-Exemption Official recognition of any club or organization does not constitute College endorsement or grant College-specific privileges. As a result, tax-exempt status is not granted when organizations receive recognition.

Using the Name of the College Recognized Student Organizations that wish to use the College’s name as part of their organization’s name may do so as long as sponsorship or endorsement by the College is not implied or stated. If used, organizations are restricted to the following: • The College’s name may only appear at the end of the organizations name and should be followed by the statement “a Recognized Student Organization” (i.e. Student organization at Tallahassee Community College, a Recognized Student Organization).

• The title should follow one of these forms: (1) Tallahassee Community College; (2) TCC. Representing the College in an Official Capacity According to the Florida Administrative Code, the only person(s) who can represent the College in an “official” capacity are College faculty, staff, administrators, and the Student Body President. No student, aside from the student body president, is ever considered an official representative of the College. This is especially important to understand when working with outside vendors, agents, etc.

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Leading Your Organization Leader Guidelines Being the leader of an organization is not an easy task. You will have to provide direction for the group and, depending upon your personal capabilities, this could be a very natural role, or it could produce minor chaos. Most new leaders of organizations have some of misconceptions and fears: • I’m the President and I should know all the answers.

• I must do everything right.

• Can I really do the job?

• Do I have the skills?

• What if I don’t meet the group’s expectations?

• What are they expecting of me?

If you are having these thoughts or fears, don’t let them take over. President or leader does not mean, “I have to know all the answers.” Utilize the resources around you. Don’t be afraid to ask questions—ignorance is NOT bliss.

Find out explicitly what your job is, and then plot a course of action towards meeting your responsibilities. Have confidence in your skills and abilities. If you have areas that need some improvement, take advantage of the opportunities that will assist in enhancing/developing the necessary skills.

Before plunging into the position of President/Leader, take some time to think and get organized. Here are some necessary questions to ask yourself: • Have I thought of my responsibilities as President/Leader of a RSO? • What is the purpose of the organization?

• How do I go about plotting a course of action, (i.e. goals and strategies) to make sure we are fulfilling the organization’s purpose?

• Have I read the organization’s constitution and by-laws?

• Have I discussed my role as President/Leader with my advisor?

• Am I asking questions when necessary and am I utilizing campus resources?

Effective officers lead to effective organizations. Officers should: • Know how to conduct orderly meetings.

• Be familiar with the club/organization constitution and refer to it when there are procedural questions.

• Promote a friendly, cooperative atmosphere in which each member has the opportunity to express him/herself and participate. Participation increases interest.

• Set goals and objectives for the group, and work cooperatively towards accomplishing them.

• Develop skills as an officer by attending leadership workshops.

• Evaluate meetings in terms of what has been accomplished and what benefits have been received by your members.

Characteristics of Leadership A leader: • Has faith in people and wants to work with them.

• Has poise and confidence.

• Carefully pre-plans meetings to make sure they run smoothly.

• Shows interest and alertness by his/her own attitude, mind, body, and expression.

• Is democratic in dealing with members.

• Is fair and impartial—doesn’t take sides when he/she is presiding.

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• • • • • •

Is patient, optimistic, and gives credit for work done.

Is sensitive to the individual and recognizes individual differences.

Acts as a helper, umpire, and moderator so that all members are encouraged to share in the work of the organization.

Shows a sense of humor to relieve the tension of a serious meeting.

Realizes that it is their responsibility to serve their organization as a leader and to let others share group responsibility.

Believes in the organization and has a sincere desire to do the best of his/her abilities. Wants to be a team member.

Delegation: Things to Consider You should ask yourself the following questions before you delegate any responsibility: • Who has the skills, interests, and/or abilities to successfully complete this assignment?

• Have I carefully defined the responsibilities associated with this assignment? Does the person have an adequate understanding of the job to be done?

• Does the assignment create a challenge for the individual and does it provide an opportunity for some decision making on his/her part?

• Is the responsibility delegated in at atmosphere of mutual trust and respect? Can the person be counted on for your support? Can you count on the person to carry out the task at hand?

• Has everyone in the group been delegated some degree of responsibility?

Also, keep in mind this statement: “Delegation increases involvement…Involvement increases loyalty…Loyalty increases Commitment.”

Running an Effective Meeting Careful planning is the secret to running an effective meeting. Poorly planned or unplanned meetings are typically viewed as boring, unproductive, and a waste of time. However, with proper planning any meeting can be productive and fun. The following steps will guide you in planning a meeting that is informative and enjoyable to all members.

Before the Meeting • Define the purpose of the meeting. A meeting without a purpose is like a class without an instructor. The purpose is the reason why people come to the meetings. Without a purpose, members may feel that their time was wasted and it could discourage their return to the organization.

• Develop an agenda.

• Choose an appropriate meeting time. Set a limit and stick to it.

• Distribute the agenda and any other materials before the meeting so members can be prepared.

• The location of the meeting is very important. Choose a location that is easy for members to find. Keep in mind that many students do not have their own means of transportation, so it is a good idea to stay on or close to campus. Be sure to select a location that will accommodate the size of your organization. Take time to check out the room prior to your meeting to ensure that the space is appropriate.

• Be sure that everyone knows where and when the meeting will be held. If possible, hold meetings at the same time and place every week.

During the Meeting • Greet members to make them feel welcome and be sure to introduce any new members.

• Start on time. End on time.

• Follow the agenda.

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• • • • •

Encourage discussion so you get different ideas and viewpoints. Remember the organization belongs to all members. When members see their ideas have an impact on the decision-making process, their commitment to the organization is increased.

Keep the discussion on topic and moving towards an eventual decision.

Keep minutes of the meeting for future reference in case a question or problem arises.

The leader or facilitator should model leadership skills such as staying on task, listening, valuing members, and appreciating diverse points of view.

Set a date and time for the next meeting.

After the Meeting • Write up and distribute the minutes within 2-3 days. Quick action reinforces the importance of the meeting.

• Discuss any problems that may have surfaced during the meeting with officers so that improvements can be made.

• Follow up on delegated tasks. Make sure that members understand and carry out their responsibilities.

• Put unfinished business on the agenda for the next meeting.

• Most importantly, give recognition and appreciation to the members for excellent and timely progress!

From the College of Texas Student Organization Manual (2009). http://deanofstudents.utexas.edu/sald/downloads/stu_org_manual.pdf Common Pitfalls of Meetings • No clear, agreed upon agenda • Leaving the process of the meeting to fate • Speeding off without a map • Mixing Purposes • Too many agenda items • No mutual agreement on what the problem is • Jumping in with a solution • Shifting focus • Lack of visual helpers • Unclear or incomplete action items or decisions • The wrong participants, missing key people • Meeting being dominated by one or two people • Not taking time to assure mutual understanding • Uneven preparation, varying levels of understanding • Premature motions Benefits of Keeping Minutes Meeting minutes are beneficial because they provide: • the official records of an organization, the processes utilized in democratic decision-making, and the results of an organization effort.

• a valuable review of the activities of the past, and aid in report writing and formulation of future activities and programs.

• credibility and accountability for an organization program effort.

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• • • •

members who could not attend a meeting with information regarding the organization. help with follow-up on organization actions and committee assignments. help in formulating the agenda for the next meeting. continuity between organization committees and organization activities.

Recruitment People are the most important ingredient of any organization. Recruiting quality people is a difficult task at best.

Yet, it is an on-going responsibility that should be done throughout the year and not restricted to a designated time period. The continued existence of your organization depends on the recruitment of quality people.

Students stay with organized, dynamic groups that meet their personal goals for membership. Prospective members want to know that the organization is moving forward and will be successful in achieving its goals. Identifying the needs of the individual members is the key to having a strong organization with enthusiastic members, and all members of the group should understand thoroughly the group’s goals and objectives

Why People Join Organizations • For affiliation, achievement, and power • For growth and experience • To have fun • Make friends • Guidance, leadership, and scholarship • Practical experience • A sense of belonging • Fulfill their needs Why People Decline to Join Organizations • Do not present an opportunity for further advancement, development, or achievement • Do not fulfill time needs • Unaware of the organization’s existence • Not asked to join • Organization has a bad image • Think they are too busy • Fear of failure • Leadership of organization is unorganized • The organization is not productive Suggestions to aid organization recruiting efforts • Publicize open meetings • Plan events and make people aware of them. People will join a group that is active.

• Invite potential members to see the organization at work—business meetings, social functions, etc. Let them see the real you!

• Send letters to individuals –a personal invitation to a meeting or social function can go a long way in making someone feel important. Besides, everyone loves to receive mail!

• Know your organization inside and out so that you may be able to answer any questions that a potential member may ask.

• Maintain a good image. If your present image is bad, work hard to clean it up.

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Selecting an Advisor All Recognized Student Organizations are required to have an advisor. Your advisor MUST be a full-time faculty or full time staff employee at Tallahassee Community College.

When selecting an advisor, you may want to find someone who can easily take a personal interest in your group and whom you feel can work well with the organization. If your organization has alumni who are full-time TCC employees, consider asking one of them to serve as your advisor. If your group is focused around a particular interest or discipline, try asking a faculty member in that department. Be sure to have a conversation with your advisor to establish expectations of the advisor’s role with your organization. If you need help in selecting an advisor, please contact the Student Leadership, Involvement, and Civic Engagement Office at 201-8090.

Evaluation is Key Following are some general questions you should consider in helping you evaluate the progress of your organization: • Did your organization establish goals for the year or semester?

• Did you accomplish any of them? If not, why? Evaluate. Did you accomplish something other than what was established? If the goals were accomplished, what were they and were they worthwhile? Are you satisfied with the accomplishments? Why or why not?

• Should you reset some of your goals or should you find different methods to accomplish your original goals?

• What are the group’s strengths and weaknesses?

• How are you utilizing its strengths and what are you doing to improve weak areas?

• What are some of the group’s problems?

• How do the officers work together?

• Evaluate the strengths and weaknesses of the officers.

• What roles have the officers accepted in the past and what roles shall they accept in the future?

• As President of the organization, are you leading the organization in the direction you want it to go?

• Is the existing structure of your organization effective? If yes, why? If not, why not?

• Are tasks delegated and followed through appropriately?

• Are different responsibilities being completed? If so, how? If not, why?

• Are members helpful in assisting each other in completing tasks?

• Are group members offering constructive criticism, giving praise and offering appropriate suggestions?

Quick Review 1. Review goals periodically.

2. Adjust goals or approaches as needed.

3. Use membership surveys (written and oral) to assess concerns and needs.

4. Set-up an evaluation task force as an on-going evaluation of group’s effectiveness.

5. Use the group advisor as a feedback source.

Hints for a Successful Organization • Establish a real purpose and a meaningful program, understood by all members.

• Establish goals in writing, both short term and long range.

• Have well-planned meetings and written agendas.

• Increase participation by urging expression of opinions and delegating responsibility.

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• • • • • •

Develop enthusiastic leadership; it is essential and sets the tone.

Use the experience and knowledge of your sponsor.

Be consistent with your activities.

Evaluate your meetings and your club.

BE POSITIVE IN YOUR THOUGHTS AND WORDS!!

Be aware of the activities of other clubs and organizations.

Characteristics of Successful Student Clubs/Organization The following are some suggestions to help your student club/organization be successful: • The student club/organization must have a clear purpose and a meaningful program. All members of the student club/organization must understand the purpose. Each member must strive to achieve the purpose and be able to explain it to others.

• Goals must be established for the student club/organization. These should include short-term and longterm goals. Lack of established goals may result in a lack of motivation, enthusiasm and accomplishment.

• The student club/organization must continue activities between meetings as well as at the meetings.

Officers will need to do follow-up work. Committees must form and function. Members must be kept informed as to the progress of the student club/organization. Use public relations resources to let others know what the student club/organization is doing.

• Meetings must be well planned to be effective. The first meeting can be instrumental in setting the tone for the organization for the entire year. Prepare and organize for every meeting. Use printed agendas that have been prepared by the officers or executive board.

• Participation. Participation is often the key to a good student club/organization. Encourage all members to express their opinions and thoughts, not just student club/organization officers. Acknowledge all ideas, suggestions and opinions in a positive manner. Solicit opinions if necessary. Give each member a responsibility in the student club/organization. Make people feel important in the group.

• Officers set the tone for the entire group. Enthusiasm is contagious. Believe in your group and foster the same attitude among group members. Let the members know that this is a student club/organization that is DYNAMIC and GETS THINGS DONE. • Use the experience and knowledge of the student club/organization advisor. Seek and use his/her advice.

• A student club/organization must have a regular meeting time and place. This will help strengthen the student club/organization’s identity as people begin associating a certain location with the group.

Consistency also helps people better plan their schedules to attend.

• Evaluate your meetings and your student club/organization. Evaluation is an effective tool to determine what your student club/organization does well and what areas can be improved. This can be key to providing future direction for the student club/organization.

Goal Planning • It is critical for all groups to have clearly defined goals of objectives. The entire group membership should be actively involved in establishing these goals. This helps to build a feeling of group identity. In addition, specific means or actions should be developed to insure that the goals are implemented. This approach should be used by the group leader.

• Have the members individually brainstorm goals for the organization in written form.

• Form sub-groups of four members each for the purpose of sharing individual written goals. It is best to form sub-groups of individuals who are not well aquatinted with one another. Have each person read 31 | P a g e

• • • • • •

his/her goal statement and encourage each sub-group to openly discuss the goals that are presented by its members.

Follow the sub-group sharing sessions with an open discussion of the entire group. All goals from the group should be recorded on a tear pad or chalkboard prior to the discussion of any one goal.

Develop the entire goal list and then open the discussion; attempt to lead the group toward consensus on goals they feel are most important to the organization.

Establish a rough priority of the goals and begin work on means or actions for implementation. Goals should be general in nature and means should be the specific actions that will be taken in order to reach the goals.

Record the specific goals and means that have been developed, and assist the group in specific plans for implementing the means. A task management procedure should be used at this point.

Print and distribute the goals and means to all members of the organization and to other individuals and groups that interact with the organization.

Review the goals and means on a regular basis reviewed as part of the evaluation process. Modifications should be made as necessary.

Adapted from Chipola College

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Event Planning Why is planning for events so important?

Anyone can plan an event, but it takes hard work and preparation to host a GREAT event! Even a simple meeting can involve advertising and promotion, coordinating the event agenda, contracting speakers, planning engaging activities, keeping up with committees and special projects, and providing and permitting refreshments. Just imagine what’s involved with bringing a big-name speaker, comedian, or performance to campus! The purpose of hosting events can vary (to communicate ideas, promote the organization, etc.) so it’s important to know both why you’re planning the event and how to do it successfully.

The Student Leadership, Involvement, and Civic Engagement Office is available to provide assistance with event planning at all stages of the process. From setting event goals and conceptualizing the program to evaluation, we can work with you to make your event a success. Contact the Student Leadership, Involvement, and Civic Engagement Office staff at 850-201-8090 to make an appointment to review your event plans and obtain assistance.

Event Planning Tips General Tips: • Plan ahead: know the basics of your event before contacting anyone (the event planning guide can help you start this process).

• Know who to contact (Student Leadership, Involvement, and Civic Engagement Office, Event Set-Up, TCCPD, etc.) and when they should be contacted.

• Complete all necessary forms (such as Events Request, Tabling Request, etc) and build in at least 10 business days for them to be processed, reviewed, and completed.

• Read and adhere to all the guidelines and required arrangements outlined for your event once it has been processed. You can check the status of your event by viewing your submission in Collegiate Link or calling the Student Leadership, Involvement, and Civic Engagement Office event planning staff.

• Relay all the given information to the entire sponsoring organization so every member is aware of what is happening.

• Contact the Student Leadership, Involvement, and Civic Engagement Office if anything changes regarding your event.

Planning your Event

Planning your Event Budget Many student organizations make the mistake of allocating the entire program budget to the cost of the speaker or artist. There are other costs involved with planning an event that must be considered: • Production Costs (such as sound) • Venue Costs and Rentals • Advertising & Promotions • Food • Honorarium/Performance Fee (travel & lodging) • Hospitality (food & amenities for the artist) • Supplies (such as paper for fliers, posters, & programs) • Security and medical staff When requesting funding for your event, be sure to include ALL expenses for the event so you can predict the entire cost.

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Finding and Using Space for your Event A major benefit offered to Recognized Student Organizations is the use of campus space. There are a variety of spaces across campus available for student use. In order to use a specific space on campus, it must be reserved ahead of time. This also applies to outdoor spaces on campus and 5k runs. Reservation policies vary by department.

Make sure that you have reserved space, paid any fees (if applicable), and received final confirmation of the space reservation BEFORE you advertise for an event.

Many other facilities are available for Recognized Student Organizations to use on campus for meetings and/or events. Each space has its own system of reserving and space use limitations. Each department has separate reservations processes and policies, so check with them for more information. Make sure you are aware of all the policies regarding using these spaces on campus when you make your reservation.

Waivers Waivers should be used for RSO travel, activities that have liability concerns (5Ks, bringing children on campus, inflatables, etc), and any other events deemed necessary. Please contact the Student Leadership, Involvement, and Civic Engagement Office for additional information about waivers.

Crisis Response While RSOs are advised to plan their activities and events in such a way as to avert crisis, it is important to proactively plan how to respond in the event one should occur. Intentional development of a crisis response plan prior to an event or activity will empower the organization to effectively respond. Educating members prior to a crisis is crucial. All organization members must know who is in charge and be prepared to follow the plan. The following information is intended to assist students in the development of a crisis response plan, but should not be considered a complete plan, rather a guide for designing a protocol that fits the organization’s needs.

As a student leader, it is important to understand that crisis can happen to you and your organization. If this happens, know that you are not alone. It is important to be aware of your own feelings, perceptions, and issues so that you can monitor your ability to cope with the difficult situation.

General Crisis Response Plan • Develop a crisis response strategy for your organization prior to your event or program.

• Create a step by step process for what to do in case of a crisis.

• Designate organizational officers and crisis team who can take charge of a crisis situation.

• Review your crisis response plan on a regular basis and update your plan as needed.

• If medical attention is needed, attend to those needs before doing anything else. You can call 911 or the TCC Police at 201-6100.

• For assistance with event statements and/or reporting events contact TCCPD at 201-6100.

• Contact the Student Leadership, Involvement, and Civic Engagement Office at 201-8090 to inform them of the situation.

Tabling Tabling before your event provides a good opportunity to advertise in a more personable manner with the student body.

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Room Reservations Room reservations can be used to book space for special events or organization meetings. When you submit your event request form, part of it will include information about the location of your event. However, if you are interested in reserving a room for organization meetings in the Student Union, you must complete the online “Room Reservation” form. If you want a different location, please contact the corresponding building manager. Use your advisor as a resource as well to know which rooms are available!

Publicity The more time and effort you put into publicizing your event, the greater the turnout. Once you have your name, location, time and date secured, develop a marketing plan immediately. Typically 2-3 of publicity is sufficient, but be creative in how you reach out to your audience. Suggested methods of publicity are: • Tabling in the student union and at designated campus locations.

• Flyers in student union and billboards in various classroom building, • Announcement at the beginning/end of class, • Email • Social Media (Facebook, Twitter, Instagram, etc) • Chalking in designated campus locations.

The amount of effort you put into marketing your event will correlate with the attendance and success of that event.

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Student Organization Council The Student Organization Council (SOC) is comprised of organization delegates, who shall be a member of the existing executive board of a recognized student organization. The purpose of the SOC is to serve as the governing body responsible for representing the student organizations of TCC, as well as addressing their cocurricular needs, and serve as a liaison between the College administration and recognized student organizations in matters of common interest.

The mission of the SOC is to encourage, promote and support student participation in student organizations that foster co-educational, cultural, social, mental, civic and spiritual activities at Tallahassee Community College and abroad, represent and disseminate information relevant to the success of student organizations, and encourage cooperation and harmony among registered student organizations.

The SOC is responsible for: • Reviewing, overseeing, regulating and recognizing student groups as registered recognized student organizations of TCC. • Representing recognized student organizations of TCC to the SGA and administration of TCC. • Acting as an advocate and voice for recognized student organizations.

• Recommending the annual budget allocations of Student Activity & Service (A&S) funds for registered student organizations to the Vice President for Student Affairs or designee for approval no later than March 1 of each year.

• Promoting social, moral, spiritual, recreational, multicultural, educational and leadership development activities for all student organizations and its members.

• Coordinating college-wide activities, which support co-curricular learning opportunities for student organizations and its members.

• Determining the requirements, rules and provisions for student organizations to request, obtain and spend Student Activity & Service funds within compliance of college policy.

• Establishing standing and/or general committees related to fulfilling the purpose, goals and functions of the SOC. • Abiding by all rules and regulations set forth by TCC, including but not limited to: the Division of Student Affairs, the Department of Campus and Civic Engagement, and the SLICE Office.

Organization Review Committee The Organization Review Committee is in place to educate organizations about the responsibilities of having official College recognition, to hold organizations accountable for violations of College Policy, and to protect the rights of recognized student organizations. Students, faculty, staff, and community members can report any RSOs who violate any laws, College policies, or established protocols and procedures related to student organizations. Recognized student organizations may be called to a hearing, depending on the severity and/or frequency of alleged violations. After going through the hearing, if the organization is found to be responsible for the alleged incident, they will be charged with appropriate sanctions, which could include probation or suspension of the organization for a period of time.

Student Organization Handbook 36

Budgets and Fundraising Exchange of Money Regardless of organization type (RSO, College related, etc.); a rental fee will be assessed for all reservations that include any type of monetary exchange (i.e. admission fees, donations, items for sale, auctions, etc.).

Room Rates and Equipment Rental There is no charge for the use of reservable space in the Student Union when a College group composed of a majority of TCC students uses the facilities without charging admission or taking donations.

Co-Sponsorships Co-Sponsorships are a great way to combine ideas and resources to plan an event. Why compete when you can collaborate? RSOs may choose to co-sponsor programs with other RSOs or community organizations.

Processing Contracts Regardless of the funding source, whether an artist is being paid or not, or the location, any event sponsored by a RSO, which brings an outside person or company to campus to provide a service, has to be officially contracted. This includes, but is not limited to, DJs, speakers, bands, and conferences.

Contracts for Events Using A&S Fees Contracts using A&S fees are official legal documents on behalf of TCC, and therefore must ALWAYS be signed by official staff of the College. The Student Leadership, Involvement, and Civic Engagement Office will ensure all contracts are routed and signed by the appropriate individual(s). Never sign an A&S Fee contract yourself—you could be responsible for paying the entire fee on your own! The Business Office has to verify that you have the appropriate funds in your A&S Fee account.

When talking with a speaker or artist (or agent), never verbally commit to paying a certain fee or bringing the artist on a certain date. Verbal agreements are legally binding in the state of Florida. Use language such as: • Can you give me a price quote for the lecture?

• Is the artist available on a certain date, if we are also available?

• I will pass this information on to the planning committee and respond back to you shortly.

• Please send me a contract with the quoted fees and I will seek the necessary approvals.

• Please send me an artist rider with the quoted fees and I will seek the necessary approvals.

To complete an A&S Fee contract, you will need to follow current processed outlined by the Business Office.

In some cases (like most rentals or performing artists) they will send you a contract to have signed. It is a good idea to ask for one to make sure you have everything well in advance so you can provide it with any TCC contract forms. Once the Business Office receives and verifies funding, the information will be forwarded to the Business Office Manager for processing.

Traditional Fundraisers Traditional fundraisers are great ways to earn money for your organization. They are tried and true methods that are employed by numerous organizations and consistently bring in money for organizations. Some examples include: •

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• • • • • •

Bake Sale Krispy Kreme Doughnut Sales Requesting Donations Ad sales for program or ad booklets Ticket sales for a party or event 5k races or sports tournaments

Other Ideas While the above fundraising ideas work well, many organizations are looking for more innovative ways to raise money. These ideas may take more time and effort, but they will surely increase the revenue for your organization.

• Working concessions at the Civic Center – Be sure to contact the Leon County Civic Center for details or Seminole Dining to work the football game concessions for FSU. • Working concessions at the Daytona 500 (yes you can!) – Traveling may cost your organization a little money, but large scale events are always in need of volunteers for concessions. In the end your organization will make a percentage of the concession profits. Other large venues in the state offer similar programs.

• Making and selling crafts (could be good for teambuilding and bonding as well!)

• Corporate donations – The TCC Foundation can put you in contact with local businesses that frequently donate to the College and/or your cause. It’s also helpful to go through the Foundation because they can ensure that multiple organizations aren’t going to the same businesses at the same times.

• Setting up an Online Store – There are some online stores that will create and ship the products you design at no cost to you. They set a base price for the item, and you determine your profit by increasing the price. Once your items begin to sell, the online store will mail you a check. If your items don’t sell, you don’t get money, but you won’t lose money either.

Whatever your organization decides, it is important to remember that at no point is it okay to misrepresent the cause for which you are raising money. Fundraising can be a huge benefit to your organization and it is important to be ethical as you represent not only your organization, but also your affiliation with the College.

Gambling as a Form of Fundraising (State of Florida Law) All Recognized Student Organizations are expected to uphold all State of Florida laws. Specifically, gambling as a form of fundraiser, or as a fun activity, is not acceptable for any RSO. This includes, but is not limited to, raffles where tickets for the raffle are sold in exchange for an opportunity to win money or a prize(s); games or tournaments that have an entry fee; betting on, wagering on, or selling pools on any College athletic event.

If a RSO is planning an event, such as Casino Night, or Poker Tournament, or raffle drawing must meet with the Involvement Coordinator.

Types of Gambling are as follows: • Gaming - where the outcome is decided largely by chance. Examples include bingo, raffles, and card games including blackjack.

• Betting or wagering - on the outcome of a future event. Examples include horse racing, Sports betting, and Internet betting.

•

Speculation - such as gambling on the stock market.

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State of Florida Law 849.08 Gambling.--Whoever plays or engages in any game at cards, keno, roulette, faro or other game of chance, at any place, by any device whatever, for money or other thing of value, shall be guilty of a misdemeanor of the second degree, punishable as provided in s. 775.082 or s. 775.083.

History.--RS 2651; s. 1, ch. 4514, 1895; GS 3579; RGS 5508; CGL 7666; s. 1063, ch. 71-136.

849.085 Certain penny-ante games not crimes; restrictions.-(1) Notwithstanding any other provision of law, it is not a crime for a person to participate in a game described in this section if such game is conducted strictly in accordance with this section.

(2) As used in this section: (a) "Penny-ante game" means a game or series of games of poker, pinochle, bridge, rummy, canasta, hearts, dominoes, or mah-jongg in which the winnings of any player in a single round, hand, or game do not exceed $10 in value. (b) "Dwelling" means residential premises owned or rented by a participant in a penny-ante game and occupied by such participant or the common elements or common areas of a condominium, cooperative, residential subdivision, or mobile home park of which a participant in a penny-ante game is a unit owner, or the facilities of an organization which is tax exempt under s. 501(c)(7) of the Internal Revenue Code. The term "dwelling" also includes a college dormitory room or the common recreational area of a college dormitory or a publicly owned community center owned by a municipality or county.

(3) A penny-ante game is subject to the following restrictions: (a) The game must be conducted in a dwelling. (b) A person may not receive any consideration or commission for allowing a penny-ante game to occur in his or her dwelling. (c) A person may not directly or indirectly charge admission or any other fee for participation in the game. (d) A person may not solicit participants by means of advertising in any form, advertise the time or place of any penny-ante game, or advertise the fact that he or she will be a participant in any penny-ante game. (e) A penny-ante game may not be conducted in which any participant is under 18 years of age.

(4) A debt created or owed as a consequence of any penny-ante game is not legally enforceable.

(5) The conduct of any penny-ante game within the common elements or common area of a condominium, cooperative, residential subdivision, or mobile home park or the conduct of any penny-ante game within the dwelling of an eligible organization as defined in subsection (2) or within a publicly owned community center owned by a municipality or county creates no civil liability for damages arising from the penny-ante game on the part of a condominium association, cooperative association, a homeowners' association as defined in s. 720.301, mobile home owners' association, dwelling owner, or municipality or county or on the part of a unit owner who was not a participant in the game.

Drawings Section 849.0935, Florida Statutes, authorizes qualified nonprofit corporations and their officers, employees and agents to conduct drawings by chance, provided certain conditions are met. All brochures, advertisements, notices, tickets, or entry blanks used for such drawings must conspicuously disclose: (a) The rules governing the conduct and operation of the drawing. (b) The full name of the organization and its principal place of business. (c) The source of the funds used to award cash prizes or to purchase prizes. (d) The date, hour, and place where the winner will be chosen and the prizes will be awarded, unless the brochures, advertisements, notices, tickets, or entry blanks are not offered to the public more than 3 days prior to the drawing. (e) That no purchase or contribution is necessary.

Student Organization Handbook 39

It is unlawful for any organization that is authorized to conduct a drawing by chance to require an entry fee, donation, substantial consideration, payment, proof of purchase, or contribution as a condition of either entering the drawing or being selected to win a prize. Therefore, the organization distributing the raffle tickets may not require a contribution or donation in order to participate in the raffle; nor may it arbitrarily disqualify or reject any entry or discriminate in any manner between entrants who contribute to the organization and those who do not. It is also unlawful to fail to notify the person whose entry is selected to win that they have won, or to fail to award the prizes in the manner and at the time stated.

A&S Fees Activity and Service (A&S) Fees are the fees each student pays towards their tuition which help support extracurricular and co-curricular activities, such as student clubs and organizations, campus events, leadership programs, recreational activities, gym programs, student government, and other college-wide programs and services. TCC Students pay a $5.35 per credit hour towards the A&S Fees. Without these fees, students would not have the variety of programs, activities, clubs and entertainment available throughout the year.

Budget Council The Budget Council is responsible for reviewing Student Activity and Service Fee budget requests and recommending to the College President the allocation of A&S funds for eligible financial entities, including RSOs. Please remember these funds are allocated to your organization to help it fulfill its mission.

The Student Activity & Service Budget Council shall be responsible for determining the total annual budget appropriation for the SOC and all student organizations. The SOC, based on the total annual budget appropriation from the A&S Budget Board, shall be responsible for determining the allocation of funds for individual registered recognized student organizations.

The SOC Appropriations Committee shall establish budgetary rules and regulations that govern all fiscal requests and operations of student organizations. All budgetary rules and regulations shall be in compliance with TCC Business Office rules, regulations and procedures as well as TCC Policy and State and Federal Laws.

The purpose of funding a student organization is to provide “supplemental” funding to assist the student organization in meeting its mission, purpose and goals. Funding is not for the purpose of fully funding the operations of a student organization, since many organizations have varying needs, and the total A&S budget is limited for each fiscal year. Budget allocations should be for the purpose of supporting the co-curricular development of student organization members at TCC. A&S Funding Allocation Policies Each organization is required to submit the appropriate budgetary forms when requesting, spending or depositing funds as set forth by the SOC and SLICE Office. All budgetary forms must be submitted by the specified deadline as set forth by the SOC, A&S Budget Board and/or SLICE Office to be considered for review.

Funds allocated to student organizations, cannot be used to purchase alcoholic beverages, and/or any other items restricted, as outlined in the rules, regulations and policies of the SOC, SLICE Office, Tallahassee Community College, or State and Federal Laws. Other items include, but are not limited to: • Reimbursement for unapproved expenses or travel costs (unapproved purchases, in which prior approval was not obtained through the budget requisition or travel requisition processes of the SLICE Office or TCC Business Office). No exceptions will be granted.

• Functions where alcohol is present.

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• Programs, activities and events, where TCC students are charged, except in cases where ticket sales are

• • • • •

•

necessary to supplement a major event, such as national speaker/entertainer or off-campus service or recreational trip. All programs, where TCC students will be charged, must be approved by the Director of Campus and Civic Engagement or designee.

Books and publications, except as those directly associated with enhancing the development of student leaders. The purchase of books or publications will be coordinated through the SLICE Office for access and use by all students. All books and publications will be maintained in the SLICE Office.

Any form of monetary donations (student organizations may use funds to register their organization in relation to a philanthropic cause).

Fines.

Any form of political contributions.

Political or politically-based conferences or conventions, where the conference or seminar is specifically geared toward a political affiliation or group. This does not include support of an on-campus program to bring in a political speaker, where the event is advertised, open, accessible and free to the TCC student body as a whole.

Purchase of any materials or items for resale to members of the TCC community or general public.

A&S Funding Allocation Procedure TBD Funding Priorities Once an RSO has earned enough points to submit a request for additional funding, the following priorities will be taken into consideration during the evaluation of a club’s funding request by the SOC Appropriations Committee: • To plan and implement activities which promote student success.

• To plan and implement activities which support or enhance student success and cultural diversity.

• To expand opportunities for greater club collaboration and cooperation.

• To enhance relations between the college and the community.

• To give students opportunities for academic and social growth.

• To provide services to the community.

Organization Accounts Student organizations are required to manage all finances and budgetary operations through a College account, including funds obtained through A&S Fees, fundraising efforts and foundation operations.

SOC and student organization funds will be maintained as follows: • Funds received through A&S allocations will be maintained in a Budget Account established for the student organization through the TCC Business Office.

• Funds received through fundraising, donations or other collections, not using A&S funds, will be maintained in an Agency Account established for the student organization through the TCC Business Office.

• Funds received for the purpose of scholarships, will be maintained in a Foundation Account established for the student organization through the TCC Foundation Office.

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• Holding any funds in an off-campus bank account is prohibited, and will result in loss of organization recognition by the College.

Student Organization Handbook 42

Policies and Procedures The following policies are adapted from the Student Handbook. While student organizations are held accountable to all of those policies, this handbook includes those that are most relevant to student organizations.

Florida’s Hazing Law Florida’s hazing law is called the ‘Chad Meredith Act.’ In 2001, College of Miami student Chad Meredith returned from a concert and began drinking with two officers of Kappa Sigma, a fraternity he wished to join.

After several hours of drinking, the group tried to swim across Lake Osceola near campus. Meredith had a blood alcohol level of 0.13. He drowned 34 feet from shore in six feet nine inches of water. Although, the fraternity officers protested that the incident was not a fraternity-sanctioned hazing event, a jury found otherwise, and awarded the deceased student’s family a $12.6 million verdict in a negligence suit based on hazing.

Under Florida’s law, "hazing" includes, but is not limited to: • Pressuring or coercing the student into violating state or federal law; • Any brutality of a physical nature, such as whipping, beating, branding, forced calisthenics, exposure to the elements, forced consumption of any food, liquor, drug, or other substance, or other forced physical activity that which could adversely affect the physical health or safety of the student; • Any activity that which would subject the student to extreme mental stress, such as sleep deprivation, forced exclusion from social contact, forced conduct that which could result in extreme embarrassment; • Other forced activity that which could adversely affect the mental health or dignity of the student.

Hazing does not include customary athletic events or other similar contests or competitions or any activity or conduct that furthers a legal and legitimate objective.

In 2005, Florida became the first State to designate hazing as a felony. A person commits hazing, a third degree felony, when he or she intentionally or recklessly commits any act of hazing upon another person who is a member of or an applicant to any type of student organization and the hazing results in serious bodily injury or death of such other person. A person commits hazing, a first degree misdemeanor, when he or she intentionally or recklessly commits any act of hazing upon another person who is a member of or an applicant to any type of student organization and the hazing creates a substantial risk of physical injury or death to such other person.

In Florida and at Tallahassee Community College, you cannot defend hazing behavior by stating: • The consent of the victim had been obtained; • The conduct or activity that resulted in the death or injury of a person was not part of an official organizational event or was not otherwise sanctioned or approved by the organization; Or • The conduct or activity that resulted in death or injury of the person was not done as a condition of membership to an organization.

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Advertising Procedure Advertising provides a way for your organization to recruit new members and inform the college of upcoming events. This can take place via social media, flyers, or word of mouth. Creativity is highly encouraged for advertising and the Student Promotions Office (SU 191) is here to assist you in your advertising needs.

Flyers Regardless of using Student Promotions or not, before posting any flyers across campus, it must be approved by both Student Promotions and the Involvement Coordinator. You are permitted to post within the Student Union and any openly available bulletin boards across campus.

Chalking Using sidewalk chalk in designated areas for advertisement is also encouraged. Please consult with the Involvement Coordinator to determine appropriate chalking areas.

Tabling Procedure Tabling is a great way to meet the student body to advertise your organization or an upcoming event! The tabling form for student organizations is on Collegiate Link. In order to table, you must do the following: • Sign up 10 (ten) days in advance of the desired tabling date.

• There is no limit to the number of days Student Organizations can table at TCC. • Tablers must stay stationary at their tabling location, walking around campus distributing materials by foot or placing on vehicles is strictly prohibited.

• If tabling outdoors near classroom areas, you must be respectful in terms of the amount of sound.

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Officer Training and Transition The key to a successful transition is new officer orientation. Outgoing officers and advisors should plan either several orientation workshops or an organizational training retreat to provide information to the incoming officers to continue the success of the organization.

Topic to Discuss at Transition Meetings • Historical perspectives of the organization • Constitution and by-laws • Policies and procedures • Officers job descriptions’ / background information • Meeting minutes, historical records • Previous years’ goals, projects, and activities • Preview years’ budget • Financial records • Suggested changes • Roles and responsibilities • Resources of contact lists of important people • Roles and expectations of officers and advisor for the coming year • Leadership/skill-building sessions - can be facilitated by advisors, outgoing officers, or outside resources and may include: delegation, recruitment ideas, communication, etc.

• Always ask for feedback and questions • Passwords, Copy Codes, email address information, etc.

Other Helpful Hints: Money Treasurers and presidents will need to meet with the new officers to change over bank information, records of budget and finances, and checks. Be sure to lookout for funding board dates and deadlines for early Fall.

Officer Duties New officers sometimes don’t know where to begin. Encourage your officers to create a quick to do list for the new officers, including advice and suggestions. See attached handout for sample form. It is also a good idea to pass along manuals, folders, and documents that were used, both electronic and hard copy.

Create a Contact Sheet Collect names, email addresses, and phone numbers of new and old officers so the executive board can continue to communicate over the summer to help with forwarding of information.

Important Dates Be sure to let your new officers know of important dates and deadlines.

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Advisors An RSO advisor is a faculty or staff member who provides support and guidance to officers and members of a student organization. The advisor not only serves as a representative of the group in an official capacity, but also as a student advocate. An advisor is one who gives ideas, shares insight, provides a different perspective, and encourages organization members. An advisor is a full time faculty and/or staff member of TCC that agrees to be an educational resource and consultant for an organization and its members. The advisor should be a caring individual with a genuine interest for students, the organization, and their programs and activities.

Principles & Practices of an Effective Advisor • Develop leaders by challenging the students to strive for excellence • Encourage and assist the student organization in setting & reaching goals • Promote diversity within the organization and campus involvement • Establish a consistent working relationship with leaders and members • Coach officers in principles of good organizational and administrative skills • Provide continuity to the organization’s polices, programs, and traditions • Encourage organization to participate in Leadership Awards Night • Advise organization’s officers on finances and review financial statements periodically • Facilitate officer transition and orientation of new members Advisor Requirements At a minimum, TCC expects advisors to: • Serve as a mentor for the student organization and serve as a liaison between the College and organization • Be familiar with the Tallahassee Community College Student Code of Conduct and other institutional guidelines that establish expectations for student behavior and activities • Attend executive officer meetings, general meetings, and organization events when possible • Report any violations of the Student Conduct Code if you become aware.

Semantics of Liability Liability, legally defined, is the failure to perform a responsibility in a certain situation that a “prudent and reasonable person” would do in a similar circumstance. Liability can occur as a result of omission, wherein the individual fails to carry out a legal duty, or from an act of commission, wherein the individual commits an act that is not legally his or hers to perform.

There are two types of liability for discussion: 1. Product Liability: occurs as a result of negligence of product design that causes injury.

2. Tort Liability: a wrong against an individual that causes injury to an individual Negligence is defined as the omission to do something which a “prudent and reasonable person,” guided by considerations which ordinarily regulate human affairs, would do; or, the doing of something which a prudent and responsible person would not do.

In dealing with legal negligence, there are three things to keep in mind:

Student Organization Handbook 46

1. Forseeability: the ability to predict what is going to happen before it happens. Liability may be found if the person knew or reasonably could have known that the action taken by the person in charge within their official responsibility would violate the rights of the individual and cause an injury.

2. Duty: denotes legal responsibility and a relationship to provide a safe environment for participants.

3. Standard of Care: this concept supports that the participants in your program have the right to expect that they will not be subjected to unreasonable risk or injury while participating in your program. There are usually three areas of care that are applicable, a. Adequate supervision b. Appropriate conduct of the activity c. Safe environment These are not the only kinds of things that can be observed in a group. What is important to observe will vary with what the group is doing, the needs of the observer and his/her purposes and many other factors. The main point, however, is that improving one’s skill in observing what is going on in the group will provide advisors with important data for understanding groups and increasing their effectiveness.

Club Advisor Responsibilities While the advisor should assist club members, it is not their responsibility to run the club. The following are responsibilities that each advisor must accept: • Participate in annual training on advising student clubs/organizations with the Coordinator of Student Activities.

• Advise, counsel and serve as a resource person to the club.

• Assist the club in setting realistic goals and objectives each year. Assist the club in achieving its stated goals.

• Be familiar with TCC policies and procedures. The advisor must comply with these policies and ensure compliance with these policies by club members.

• Assist in the planning of the club’s functions and activities. The advisor should be well informed about all club plans and activities. The advisor also should work with club members to help them plan programs that are beneficial to the students and consistent with the educational objectives of TCC. • Be present at all scheduled club activities, conferences and off-campus trips and meetings or assist in making arrangements for appropriate TCC staff to act in their behalf.

• Be aware of the financial status of the club at all times. This includes assisting in the formulation of the annual club travel requests, and the club treasurer in proper accounting procedures.

• Assisting the club in submitting necessary paperwork to the Student Leadership, Involvement, and Civic Engagement Office prior to each club event. This includes all forms for club activities, fund raising, check requisitions, and travel requests.

• Assisting club members in maintaining a balance between academic and co-curricular aspects of student life.

• Contacting the Student Leadership, Involvement, and Civic Engagement Office with any questions or problems concerning the club.

Responsibilities of the Club to the Advisor The following are responsibilities of club members to their advisor: • Planning all activities when the advisor is able to attend.

• Checking all dates with the advisor before scheduling meetings, social functions, and activities.

Student Organization Handbook 47

• Keeping the advisor informed about the programs, activities, and progress of the club.

• In addition to regular club meeting times, the club officers should meet regularly with the advisor to

discuss the affairs of the club.

• Asking the advisor for their opinion and advice when problems arise in the club.

• All club expenditures must be authorized by the advisor and the club president.

• The advisor should be recognized as an integral member of the club. Remember, the advisor is assisting the club on personal time beyond normal college duties. Proper courtesy should be extended to the advisor at all times.

The Role of an Advisor

Advisor Roles & Responsibilities • The role of an advisor varies, but it is always an important one. The scope of an organization's activities, the effectiveness of its officers, the time commitments of the advisor and several other factors determine the level of involvement the advisor will have with the group. An advisor should be committed to the group’s success, may need to sometimes go above and beyond the call of duty, and should never be resigned to only serve as a signatory on forms.

• Considering their expertise and experience, advisors can often supply significant insights on group matters such as goal setting, program ideas, conflict resolution, and group growth. It is often the advisor who can aid in maintaining an organization by providing continuity and by serving as an information source. In short, a good advisor can help nurture an organization's success.

• The pattern of teamwork between an advisor and the organization must be individually tailored to the personalities and needs of both parties. Some guidance is necessary in developing such a relationship.

The following functions and responsibilities should direct the advisor toward appropriate behaviors and roles within the group.

Responsibilities to the Student Organization • The advisor should assist the group in developing realistic goals for the academic year. This will contribute to the educational and personal development of the students involved. The advisor must take an active role, rendering advice and counsel as circumstances dictate.

• The advisor should be aware of all plans and activities of the group and inform the group of institutional policies that may affect these plans. The advisor should ensure that the group and its officers know where policies are located, what the policies are, why they exist, and the channels to be followed for changes, revisions, or exceptions to policies. Many of the guidelines and procedures listed in this Handbook can be found on the Student Leadership, Involvement, and Civic Engagement Office web site. Questions concerning the interpretation or application of policies and regulations pertaining to student organizations can be answered by contacting the Student Leadership, Involvement, and Civic Engagement Office staff.

• The advisor should discourage dominance of the group by any one individual and should encourage quieter, more reserved students to take initiative. Eager leaders often steal the limelight more often than is necessary. This can lead to resentment by some or pressure others into silencing themselves. The advisor can help provide a balance by pointing out such concerns in a one-on-one setting with the students or the organization leadership.

• The advisor may need to refer students to counseling. Invariably, during interaction with the group’s members, the advisor will encounter students with personal problems. The sympathetic interest in an Student Organization Handbook 48

individual student on the part of an advisor is a traditional role of the college teacher and one that has a long proud history in higher education. On such a large campus, which may be described as cold and impersonal, this type of relationship may provide one of the few personal links between students and the College. The informal counseling role might require individual consultation on a personal level or referral to professional student counseling services.

• The advisor should provide continuity within the group and should be familiar with the group's history and constitution. Membership turnover in student organizations is high and often the only link with the immediate past is the advisor. The advisor can steer group members clear of mistakes and help them avoid the proverbial “reinventing of the wheel.” Serving as the group's memory and continuity link, the advisor can help new officers build on history and develop long-term plans for the future of the organization.

• The advisor should offer ideas for projects and events. The advisor will perform his/her greatest service by providing opportunities for the students to exercise initiative and judgment and to enjoy a proper measure of autonomy in self-directed social, educational, recreational, cultural, and spiritual activities.

He or she should not dominate the program planning process. However, advisors should ensure that the group understands a program’s complexity and has discussed and registered the event with the appropriate TCC staff. The advisor should remember that it is the task of the active members to operate the organization. Removing this responsibility from the members would deprive them of an important educational experience.

• Ask Questions. Advisors should ask questions that help the students to determine the answer on their issues. When students discover the solutions on their own that is where student learning truly takes place.

Responsibilities to Individual Group Members • The advisor should help the students find a balance between their academics and their co- curricular activities. Student leaders often have the tendency to “burn the candle at both ends” and will over extend themselves if not encouraged to find balance. The advisor has a unique opportunity to remind students of their academic priorities and personal needs.

• The advisor should encourage each individual to participate in and plan group events. Some students fade into the background if not effectively encouraged. Being a member of a student group can provide students with valuable interpersonal and/or leadership skills, but these will not develop if the student is not involved.

• The advisor should encourage students to accept responsibility for specific roles within the group. The advisor should help them realize the importance of these roles. From officer positions to committee members, each student should feel invested in and accountable for their specific role.

Responsibilities to the College • The advisor should work with the group, but not direct its activities. Although the advisor's role is not regulatory or disciplinary, the advisor has a responsibility to both the institution and the organization to keep their best interests in mind. At times, the advisor may need to remind the organization of institutional policies so that violations do not occur. The advisor may also work with the organization's officers to establish and maintain internal group standards and regulations for conduct. When in doubt, the advisor should consult with Student Life staff.

• Occasionally, an advisor can help an organization during an emergency. Although this type of intervention is rarely necessary, the advisor's good judgment can be the saving grace in the event of Student Organization Handbook 49

mishaps, internal conflict, or personal crisis. Assisting the group’s president as a spokesperson or serving as the main contact for the College can help in these cases.

20 Tips for Advisors to Increase Group Productivity • Know what the students expect of you as an advisor.

• Let the group and individual members know what you expect of them.

• Express a sincere interest in the group and its mission. Stress the importance of each individual's contribution to the whole.

• Assist the group in setting realistic, attainable goals. Ensure success in the first project undertaken, and then increase responsibility.

• Have the goals or objectives of the group firmly in mind. Know the purposes of the group and know what things need to be accomplished to meet the goals.

• Assist each member in meeting his or her needs while helping the group achieve its goals.

• Understand why people become involved. Learn strengths and emphasize them. Help each person grow and learn through his or her involvement by providing opportunities.

• Know and understand the students with whom you are working. Different groups require different approaches. Assist the group in determining the needs of the people the group is serving.

• Express a sincere interest in each member. Encourage everyone to be responsible. 10. Assist the members in understanding the group’s dynamics and human interaction. Recognize that at times the process is more important than the outcome.

• Realize the importance of the peer group and its effect on each member’s participation or lack thereof.

Communicate that each individual’s efforts are needed and appreciated.

• Assist the group in developing a system by which they can evaluate their progress. Balance task orientation with social needs of the members.

• Use a reward and recognition system for work well done.

• Develop a style that balances active and passive group membership.

• Be aware of the various roles you will have: clarifier, consultant, counselor, educator, facilitator, friend, information source, mentor, and role model.

• Do not allow yourself to be placed in the position of the chairperson.

• Be aware of the institutional power structure-both formal and informal. Discuss institutional developments and policies with members.

• Provide continuity for the group from semester to semester.

• Challenge the group to grow and develop. Encourage independent thinking and decision-making.

• Be creative and innovative. Keep a sense of humor!

When Leaving the Advisor Role When leaving the advisor role, providing good transition is critical. Try to do the following before you depart: • Inform the organization President of your intentions and explain his/her options.

• Assist the President in identifying possible new advisors. It would be helpful for you to recruit colleagues who may be willing to work with the organization.

• Meet with the new advisor and pass on valuable information about the organization. You are the best person to train a new advisor and orient him/her to the organizatio Student Organization Handbook 50

Officer Transition One of the most important functions of an advisor is to assist in the transition from one set of organization officers to the next. The advisor is often the one who has seen changes, knows what works, and can help maintain continuity through the officer transition each year. Investing time in a good officer transition early on will mean less time spent throughout the year training new officers.

The key to a successful transition is making sure new officers know their jobs BEFORE they take office.

Expectations should be clearly defined. There are a number of ways to conduct the officer transition. The following examples demonstrate two commonly used methods: Adapted from the Florida State University Student Organization Handbook

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Forms Here is a hard copy of the forms available on Collegiate Link for your reference.

• • •

New Student Club Registration Form Student Club Re-Registration Form Anti-Hazing Agreement

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SAO Form #03-01-0708-1

NEW STUDENT CLUB REGISTRATION FORM (2013-14)

Student Activities Office  SU 188  Department of Campus and Civic Engagement  Division of Student Affairs Name of Student Club: Organizational classification (select only one which best describes the purpose for your club) Academic and/or Professional Associations

Visual and Performing Arts, Media, Literary

Club Sports and Recreation

Political

Ethnic, Cultural, International and Diversity

Religious/Spiritual

Health/Wellness

Service Organization/Volunteerism

Honor Societies/Honorary Organizations

Social/Special Interest

If you are registering an Academic, Recreational or Performing Arts Team (i.e., Forensic Team, Model UN, Brain Bowl Team, Dance Team or Cheerleading Team), do not complete this form. Please complete the Student Team Registration Form available via the Student Activities Center (SU 188) or Campus Life Website.

ORGANIZATIONAL INFORMATION (please feel free to attach additional sheets if necessary) Which student population will be primarily served by the club?

Mission/Purpose Statement of Student Club (this description will be used by the College in all publications and on appropriate websites when describing your club):

Overall Goals/Objectives of the club (How will the students of the club and/or student body benefit from the activities of this club?). The goals and objectives should support achieving the mission/purpose of the club (Your club should be able to measure their success in achieving the written goals/objectives).

PLEASE ATTACH YOUR ORGANIZATION’S CONSTITUTION. SAO Form #03-01-0708-1

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STUDENT CLUB REGISTRATION FORM (PAGE 2 OF 3 ) Student Activities Office  Department of Campus and Civic Engagement  Division of Student Affairs STUDENT CLUB EXECUTIVE OFFICERS (At minimum, student clubs must include the following three (3) executive officers) NAME

STUDENT ID NO

TCC E-MAIL ONLY

PHONE NO.

Student President: Student Vice President: Student Treasurer: Additional Officer (i.e. Secretary): PHONE NUMBERS WILL NOT BE RELEASED OR USED IN DIRECTORY INFORMATION, AND WILL SOLELY BE USED BY STUDENT ACTIVITIES PERSONNEL. All communications from the Student Activities Office and Student Organizations Council will be sent via TCC e-mail to the names provided above. Only the President, Vice President and Treasurer of the club are authorized to submit documents related to club business or the spending of club funds.

FACULTY/STAFF ADVISOR (At minimum, student clubs must have one (1) faculty/staff advisor) ADVISOR’S NAME

TITLE

PHONE

TCC E-MAIL

STUDENT CLUB MEMBERS (not including executive officers) (At minimum, student clubs must maintain a membership of at least ten (10) TCC students. A complete Student Membership Roster form must be submitted each Fall and Spring semester to the Student Activities Office by the last day of classes.

NAME OF STUDENT MEMBERS

STUDENT ID NO.

TCC E-MAIL

STUDENT SIGNATURE

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 Please attach additional sheets if necessary (please continue numbering of student names).

Student Membership Roster Forms are available via the Student Activities Office or CCE website.

Students will be verified for current enrollment and registration status. In addition, information will be used for statistical reporting, evaluations and determining student learning outcomes for institutional effectiveness initiatives.

Student Organization Handbook 54

SAO Form #03-01-0708-1

STUDENT CLUB REGISTRATION FORM (PAGE 3 OF 3) Student Activities Office  Department of Campus and Civic Engagement  Division of Student Affairs

CLUB SIGNATURES (At minimum, student clubs must include the following three (3) executive officers) Student President:

Date:

Student Vice President:

Date:

Student Treasurer:

Date:

Additional Officer (if applicable):

Date:

Faculty/Staff Advisor:

Date:

Faculty/Staff Advisor (if applicable):

Date:

SUBMIT COMPLETED FORM TO THE STUDENT ACTIVITIES OFFICE LOCATED IN THE STUDENT UNION, RM 188. THE CLUB PRESIDENT IS NOTIFIED OF REGISTRATION STATUS WITHIN TWO (2) WEEKS. Student Club Executive Officers and Faculty Advisor(s) will be required to attend a financial training workshop or information sessions provided through the Student Activities Office prior to the requesting or expenditure of funds.

Please ensure to familiarize yourself with the Student Organizations Handbook and Activity & Service Fee Budget Rules, which outlines the various the privileges and support services afforded to recognized student organizations and clubs as wells as rules, regulations and dates of importance. The handbook is available at the Student Activities Center or Campus Life website. You can also free feel to visit or call the Student Activities Office for assistance or any organizational needs. We are here to help you and your club!

---------------------------------Do not write below this line---------------------------------

OFFICE USE ONLY DATE RECEIVED (Student Activities Date Received Stamp):

Approved on: _____/_____/_________ Approved, pending: Required documentation submitted on:____/____/______

Denial of Recognition (reason) Club currently exists with same mission or purpose

Student officers or members not a TCC student

Student officers or members listed are not currently enrolled at TCC SIGNATURE AUTHORIZATION Student Activities Coordinator (Print Name)

Signature

Date

Student Organization Handbook 55

SAO Form #03-02-0809-1

Student CLUB RE-REGISTRATION FORM (2014-15) Student Activities Office ď‚— Department of Campus and Civic Engagement ď‚— Division of Student Affairs If you are a new club or have been inactive for one academic year, please complete the Student Club Registration Form.

Re-registration forms must be submitted to the SOC Chair in Student Union, Rm. 185 (Student Activities Office) no later than September 15, 2014 by 5:00 p.m. Failure to do so will result in your club being placed on an inactive status, and will restrict the club from using A&S Funds and SU meeting/event space for free.

NAME OF STUDENT CLUB:

(if name of organization is being changed, you must also complete Change of Student Club Information form, and attach it with your re-registration form)

If you are registering an Academic, Recreational or Performing Arts Team (Forensic/DebateTeam, Brain Bowl Team, Dance Team or Cheerleading Team), do not complete this form. Please complete the Student Team Re-Registration Form available via the Student Activities Center or Campus Life website.

How did the club achieve its goals/objectives from the past academic year? Please specify any programs, activities, leadership training or events your club provided, sponsored or participated in during the past year (attach additional sheets if necessary).

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What are the goals/objectives for the club for the upcoming academic year and/or semester? These club should be able to measure how the goals/objectives were achieved (attach additional sheets if necessary). The achievement of these goals/objectives will be used in determining funding for the next year.

ONLY ATTACH CONSTITUTION IF REVISIONS OCCURRED DURING PAST YEAR.

SAO Form #03-02-0809-1

Student CLUB RE-REGISTRATION FORM (Page 2 of 3 ) Student Activities Office  Department of Campus and Civic Engagement  Division of Student Affairs

STUDENT CLUB EXECUTIVE OFFICERS (At minimum, student clubs must include the following three (3) executive officers) NAME

STUDENT I.D. NO

TCC E-MAIL ONLY

PHONE NO.

Student President:

Student Vice President:

Student Treasurer:

Additional Officer (i.e. Secretary):

PHONE NUMBERS WILL NOT BE RELEASED OR USED IN DIRECTORY INFORMATION, AND WILL SOLELY BE USED

BY STUDENT ACTIVITIES PERSONNEL.

Student Organization Handbook 57

All communications from the Student Activities Office and Student Government Association will be sent via TCC e-mail to the names provided above. Only the President, Vice President and Treasurer of the club are authorized to submit documents related to club business or the spending of club funds.

FACULTY/STAFF ADVISOR (At minimum, student clubs must have one (1) faculty/staff advisor) ADVISOR’S NAME

TITLE

PHONE

TCC E-MAIL

STUDENT CLUB MEMBERS (not including executive officers) (At minimum, student clubs must maintain a membership of at least ten (10) TCC students. A complete Student Membership Roster form must be submitted each Fall and Spring semester to the Student Activities Office by the last day of classes.

NAME OF STUDENT MEMBERS 1 2 3 4 5 6 7 8 9

STUDENT ID NO.

TCC E-MAIL

STUDENT SIGNATURE

Student membership signatures are not required at this time. However, in order to maintain funding and registration status, a full Student Membership Roster Form will be due to the Student Activities Office no later Sept 15, 2014.

10 11 12 13 14

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15 Attach additional sheets if necessary. Students will be verified for current enrollment and registration status via their email. Providing false information will result in a denial of the club’s registration. In addition, information will be used for statistical reporting, evaluations and determining student learning outcomes for institutional effectiveness initiatives.

SAO Form #03-02-0809-1

Student CLUB RE-REGISTRATION FORM (Page 3 of 3) Student Activities Office  Department of Campus and Civic Engagement  Division of Student Affairs

CLUB SIGNATURES (At minimum, student clubs must include the following three (3) executive officers) EXECUTIVE OFFICER/FACULTY ADVISOR(S)

DATE

Student President:

Student Vice President:

Student Treasurer:

Additional Officer (if applicable):

Faculty/Staff Advisor:

Faculty/Staff Advisor (if applicable):

SUBMIT COMPLETED FORM TO THE STUDENT ACTIVITIES OFFICE. THE CLUB PRESIDENT AND FACULTY ADVISOR WILL BE NOTIFIED OF RE-REGISTRATION STATUS WITHIN TWO (2) WEEKS.

Student Organization Handbook 59

New Student Club Executive Officers and Faculty Advisor will be required to attend a financial training workshop or information sessions provided through the Student Activities Office prior to the requesting or expenditure of funds.

Please ensure to familiarize yourself with the Student Organizations Handbook and Activity & Service Fee Budget Rules, which outlines the various the privileges and support services afforded to recognized student organizations and clubs as wells as rules, regulations and dates of importance. These materials are available online at www.tcc.fl.edu/campuslife handbook. You can also free feel to visit or call the Student Activities Office for assistance or any organizational needs. We are here to help you and your club!

---------------------------------Do not write below this line---------------------------------

OFFICE USE ONLY DATE RECEIVED (Student Activities Date Received Stamp):

Approved on: _____/_____/_________

Approved, pending:

Required documentation submitted on:____/____/______ Denial of Recognition (reason)

Student officers or members not a TCC student

Officers/members listed are not currently enrolled at TCC

SIGNATURE AUTHORIZATION Student Activities Coordinator (Print Name)

Signature

Date

Student Organization Handbook 60

Department of Campus and Civic Engagement & Student Organization Council Anti-Hazing Agreement The TCC Student Code of Conduct defines hazing as an act which endangers the mental or physical health or safety of a student, or which destroys or removes public or private property, for the purpose of initiation, admission into, affiliation with, or as a condition for continued membership in, a group or organization.

I, ____________________________ (print), have been informed by Tallahassee Community College and the Department of Campus Life that any act of hazing is a violation of the Student Code of Conduct and Florida State Law. These acts include, but are not limited to: pressuring or coercing the student into violating state or federal law, any brutality of a physical nature, such as whipping, beating, branding, exposure to the elements, forced consumption of any food, liquor, drug, or other substance, or other forced physical activity that could adversely affect the physical health or safety of the student, and also includes any activity that would subject the student to extreme mental stress, such as sleep deprivation, forced exclusion from social contact, forced conduct that could result in extreme embarrassment, or other forced activity that could adversely affect the mental health or dignity of the student.

I, ____________________________ (print), fully understand that hazing is harmful and has no place in a registered student organization. I will not allow myself to be hazed nor will I tolerate the hazing or harassment of any fellow member. I promise to notify the proper authorities of the hazing activities of which I am aware. I understand and agree to follow this agreement in its entirety and adhere to all contents hereof. I also understand that failure to adhere to this agreement will result in immediate judicial disciplinary action being taken against me for violating the TCC Student Code of Conduct and Florida Statute 1006.63 (Anti-Hazing Law).

(Print) Name: ____________________________

President Signature: _______________________

Signature: ______________________________

Organization: ____________________________

Student I.D. #: ___________________________

Date: __________________________________

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E-Mail Address: _________________________

Date: __________________________________

Student Organization Handbook 62

Campus Departments Contact List Michael Coleman Director of Campus & Civic Engagement colemanm@tcc.fl.edu 201-6140 SU 154 Emily Fox Involvement Coordinator foxem@tcc.fl.edu 201-8090 Sarah Crockett Leadership Coordinator crockets@tcc.fl.edu 850.201.9484 SU 187 Ryan Rogers Service Learning Coordinator rogersr@tcc.fl.edu 850.201.6146 SU 186

Student Organization Handbook 63