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MIDDLESEX

COMMUNITY

COLLEGE Student Organization Resources

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Student Organization Resources The Center for Leadership & Engagement has a variety of supplies and developmental resources available to student organizations. These range from organization development to member and leadership development. The Center for Leadership & Engagement is always open to new ideas and resources that may be helpful for student organizations. If the list of resources below does not meet the needs of an organization, they should meet with their CLE liaison to discuss further leadership opportunities.

Leadership Resources Quick Skill Sheets are quick references to help student organizations target specific areas of development. Topics cover many of the main issues facing student organizations such as fund-raising, running an effective meeting, time management, diversity, conflict management, ice breakers, team building, and more. Quick Skill Sheets can be found on The Compass (https://middlesex.collegiatelink.net/)

Center for Leadership & Engagement Advisers CLE also provides leadership training custom designed to a student organization’s needs. Leadership

training can range from in-depth information found in the Quick Skill Sheets to specialized team building

and group development specific to issues currently facing an organization. To design and arrange

custom leadership training for an organization, groups should contact their CLE liaison.

Paraprofessional Development This refers to the participation in a conference or workshop directly relating to one’s major or career path. The limit for paraprofessional development funding is $250 per student in good academic standing, per academic year, with a maximum of $3000 per organization or organization (if funding is available, adviser’s transportation and overnight accommodations will be paid in full).

Mail All student organization mail should be sent to:

Center for Leadership & Engagement, Organization Name Middlesex Community College Middlesex Community College 591 Springs Road 33 Kearney Square Bedford, MA 01730 Lowell, MA 01852

Your student organization will be notified when it receives pertinent mailings. No personal mailings

should be sent to these addresses.

Email & Websites Communications from the Center of Leadership & Engagement will be only through Middlesex Community College email and students should use their Middlesex Community College email for all business related to the college including student organizations. If students prefer to use a personal address, they should have their Middlesex Community College emails forwarded to their personal account so as not to miss important information.

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Organizations should refrain from using their parent organization’s website as a resource to prospective members as a parent organization’s website does not accurately describe how a student chapter is run on campus.

Use of the Middlesex Logo Use of the Middlesex logo, seal, and crest must be approved by the organization’s CLE liaison. Use of the

logo, seal, and crest is a privilege and can be terminated at any time.

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Annual Checklist for Organizations Daily:

Check your MCC email for messages from the Center for Leadership & Engagement. Please read as they are helpful reminders and important info for upcoming events and deadlines.

Monthly:

Submit monthly report on The Compass highlighting the month’s activities including date of meetings and programs, number of attendees and ISLOs of each program within first week of new month.

August

Publicize organization by making informational banners and flyers to post to advertise first meeting.

Sign up for CLE Fair and prepare items for table.

Develop recruitment plan for September.

Finalize planning for Welcome Month events.

Start organization update process on The Compass and clean up Organization page. September

Complete organization update form. (Available on The Compass - including updated roster list and email contact info).

Students fill out a photo release form at the first meeting and send to CLE to keep on file.

Participate in Fall Activities Fair and Welcome Month activities.

Organization Advisers, Presidents and Treasurers attend their respective trainings.

Connect with your CLE liaison for programming support or advice.

Discuss the community service project that your organization will participate in each semester. o Check with CLE for monthly Seasons of Service volunteer opportunities.

Complete paperwork and forms for October events (if any) through The Compass. October

Vote in the SUGA Elections.

Support MCC sports games and programs.

Complete paperwork and forms for November events (if any) through The Compass November

You are more than halfway through the semester, be sure that you have participated in a service activity and reported it in your monthly update or schedule a service event for your group before the end of the semester.

Take advantage of the leadership opportunities available to you.

Complete paperwork and forms for December events (if any) through The Compass December

Complete paperwork and forms for spring travel or paraprofessional requests and return to the Center for Leadership & Engagement.

Complete paperwork and forms for January events (if any) through The Compass January

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Update organization roster through The Compass if you have new members and remove members who are no longer with the organization.

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Check with the SUGA treasurer to confirm the remainder of your budget.

Attend the Leadership Retreat for all organizations & organization members.

Complete paperwork and forms for February events (if any) through The Compass February

Participate in Spring Activities Fair.

Complete paperwork and forms for March events (if any) through The Compass March

Complete paperwork and forms for April events (if any) through The Compass

April

RSVP for the Annual Leadership Ceremony

Complete paperwork and forms for May events (if any) through The Compass May

Transition vital organization materials to students who will take over your role next year.

Attend the Annual Leadership Ceremony on Wednesday, April 29th at 5pm in Lowell.

Submit bills and receipts by Friday, May 8th.

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Organization Functions and Their Corresponding Forms

To Be Recognized Officially for the First Time Charter/Registration Submit to SUGA through The Compass when ready Review occurs within 2 weeks Attend review (optional) to respond to questions Response within 3 business days from SUGA meeting. Constitution Submit to SUGA through The Compass with Charter/Registration

To Complete Annual Registration Update Form/Re-Register Submit to SUGA through The Compass by 3

rd week of semester.

To Request Funds

Budget Request Submit to SUGA through The Compass year round as funds are needed First round of allocations for a new academic year occur annually in July Review occurs within 3 weeks Attend review (optional) to respond to questions Response within 3 business days from SUGA meeting.

To Make a Purchase Purchase Request Form 3 weeks in advance of making the purchase, submit request to SUGA through

event form on The Compass 3 Weeks in Advance Response within 3 Business Days from SUGA meeting. Center for Leadership & Engagement will make purchases. Payment Processing Form Submit to Center for Leadership & Engagement along with invoices and

receipts

To Fundraise Fundraising Request Form 2 weeks in advance of fundraiser, submit request to SUGA through event form

on The Compass 2 Weeks in Advance Response within 3 business days

To Travel Off Campus

Travel Request Form 3 weeks in advance of travel (6 weeks for overnight), submit request to SUGA through event form on The Compass 3-6 Weeks in Advance Response within 3 business days Meeting may be required to review logistics 1-2 weeks prior: travel waiver e-mailed to adviser Signatures collected before departure Waivers returned to Center for Leadership & Engagement following trip

To Request Funding to Attend a Conference

Paraprofessional Request Form 6 weeks in advance of conference, submit request to SUGA 6 Weeks in Advance Review occurs within 3 weeks Attend review (optional) to respond to questions Center for Leadership & Engagement arranges for all logistics

Please see your CLE Liaison with questions about your event or this timeline.

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Recommended Constitution Format for Student Organizations Article I: Name

Section A: State the official name of your organization. Article II: Purpose

Section A: State the purpose or goals of your organization. The purpose of your organization can be academic, cultural, service-oriented, political, religious, etc. in nature. Your group should not duplicate the purpose of an already existing student group. If your group is similar to another group, state how your group is different from the other group. Also state any local, regional, or national affiliations in this section.

Article III: Membership

Section A: Define who is eligible for membership. Your group must be open to all Wentworth Institute of Technology students.

Section B: State if there is a distinction between voting and no-voting members. Membership may not be restricted based on gender, race, religion, creed, etc.

Section C: State any requirements for membership such as attending two or more meetings, paying dues, etc.

Section D: You may also state process of removal of membership such as yearly renewal, dues, etc. Members must be permitted to remove themselves from membership at any time.

Section E: Membership is only open to Middlesex Community College students. Article IV: Meetings

Section A: State approximately how often meetings will be held. Section B: Specify who may call a meeting. State what quorum is required at a meeting where

decisions are made. For example, the quorum necessary for business could be “5 members or 50% of the membership, whichever is greater.”

Section C: Specify how decisions are made and who makes them. Note what proportion of voting membership is required for the passage of procedural and substantive proportion of voting membership is required for the passage of procedural and substantive motions (typically, a simple majority).

Section D: State the order of business and any procedural rules. Section E: State requirements for when notice of meetings must be posted or for when agenda

items are due. Article V: Officers and Duties

Section A: Define the offices which will be elected and those which will be appointed (if any). The organization must have Middlesex Community College students, making satisfactory progress, as its officers.

Section B: President

I: Clearly state the duties of the officers (i.e. call meetings, set the agenda, take minutes; maintain a bulletin board; send out newsletters; organize major events; etc.).

Section C: Vice President (and so on for each officer) Article VI: Advisers and Duties

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Section A: Faculty/Staff Adviser (The advisers must be Middlesex Community College faculty or professional staff members. The adviser must be approved by the Director of Leadership Development & Student Activities.) I: List responsibility of the adviser here II: List responsibility here, and so on (one line for each responsibility).

Section B: CLE liaison I: List responsibility here II: List responsibility here, and so on (one line for each responsibility). Article VII: Elections

Section A: State when elections are held (beginning of each semester or every spring) and how they are called.

Section B: Define the quorum necessary for elections Section C: Who is permitted to run for office? Section D: Define how elections are run

Article VIII: Replacement and/or Removal of Officers

Section A: In the event that an officer resigns, there should be provisions stating a time limit for replacement. Provisions for replacement should also be specified (i.e. appointment by the President, election, etc.)

Section B: In the case of an officer removal, the ground which could justify such an action should be stated (i.e., negligence in fulfilling his/her duties, etc.). If there is a meeting or removal, specify the vote required for the removal motion and the rights of the officer in question.

Article IX: Constitutional Amendments

Section A: Define the procedure for amending the constitution (i.e., positing the proposed amendment two weeks before the final meeting; requiring five signatures before the amendment may be considered.)

Section B: State who may propose an amendment. Usually, there is a required delay between the introduction of an amendment and the voting (about two weeks). Specify the quorum and vote necessary for amending the constitution. Usually, this is the regular meeting quorum and a 2/3 majority vote.

Section C (required): All amendments must be approved by the Director of Leadership Development & Student Activities.

Article X: By-Laws

If your organization has a set of bylaws, state the procedure for adopting and amending the by-laws.

Article XI: Center for Leadership & Engagement Clause (Required at the end of your constitution)

The Organization agrees to abide by the rules and regulations of Center for Leadership & Engagement and Middlesex Community College. This constitution, amendments to it, and the by-laws of this organization must be approved by the Director of Leadership Development & Student Activities and SUGA to insure that they are in accordance with the aforementioned rules and regulations.

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Program Planning Checklist

This checklist may help in planning any program, event, or activity. If used properly and in cooperation with advice from the Center for Leadership & Engagement, organization members can develop skills necessary for successful Event Planning. Planners are urged to photocopy this checklist and use it for each program planned.

ORGANIZATION

Is there enough time to plan this event? Will set-up requests and contract deadlines be met?

Does the committee have the necessary time to do this job?

Are there funds available for the program? Have monies been approved?

Is the selected date of the event the best time? Does it conflict with other programs on campus? With exams? Holidays?

Is the desired space available?

Are there people committed to doing the work?

What are the objectives for the program and criteria for evaluation?

Has the program format been determined?

Have all available resources been explored?

ARRANGEMENTS

Has the room/space been confirmed?

Have reservations been filed on R25 and with the Center for Leadership & Engagement?

Have tickets been ordered?

Has the ticket sale process been determined?

Have arrangements been made for checks?

FINANCES

Has funding been approved?

Do you have enough money?

Are checks ready?

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TECHNICAL REQUIREMENTS

Has special equipment been ordered or reserved?

Have the Media Services Department and the Department of Facilities been contacted and work-orders confirmed?

ENTERTAINMENT

Have the entertainers/presenters been selected and/or confirmed?

Have contract negotiations been completed?

Have contracts been issued and signed by the appropriate individuals?

PUBLICITY

Have flyers been designed/ordered/printed?

Have volunteers signed up for posting flyers around campus according to the posting policy?

Have promotional materials been ordered to permit distribution and coverage of key areas prior to the event?

Have programs been designed/ordered?

DECORATIONS

Have materials been ordered?

Have plans been made to prepare decorations?

Has the decorating committee assigned tasks to tap the talents of its members?

Do decorations comply with safety regulations?

REFRESHMENTS

Have arrangements been made with the proper lead time for food orders from the food service or any outside agency.

Have contract rider arrangements been made for any special circumstances?

Have arrangements been made for pick-up, serving, and clean-up of refreshments?

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SECURITY

Have arrangements been made for a sufficient number of staff/security members to supervise the event?

GUESTS

Has the guest list been prepared with accurate spellings of names, titles, spouses, etc.?

Have the guests received invitations at least three weeks in advance of the event?

Have hosts been assigned to the guests?

Have the hosts been informed of their responsibilities?

TRANSPORTATION

Have the necessary transportation arrangements been made for entertainers or activity participants?

WORK SCHEDULES

Have committee members been notified as to when they are working?

Is there a clean-up committee? Do they know what is to be cleaned?

Have arrangements been made to secure the necessary equipment: mops, brooms, trash bags, etc.?

Have arrangements been made for custodial service?

POST PROGRAM

Have all monies been deposited?

Have all checks been issued, picked-up, delivered; bills paid?

Has all borrowed equipment been returned?

Have thank you notes/letters been sent to the appropriate people?

Has a program evaluation and report been discussed and filed for future reference?

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Receipt Submission Form Please attach your receipt/invoice to this form and submit to the Center for Leadership & Engagement within 3 days. 1. Date: 2. Organization/Organization name: 3. Title of event/activity this purchase was made for: 4. Date of event/activity: 5. Descriptive information of purchase if not clear on invoice/receipt: 6. If reimbursement, please complete a W9 Form. 7. If using a new vendor, please complete a NEW W9 Form. 8. Notes:

---------------------------------------------------------------------------------------------------- Receipt Submission Form

Please attach your receipt/invoice to this form and submit to the Center for Leadership & Engagement within 3 days. 1. Date: 2. Organization/Organization name: 3. Title of event/activity this purchase was made for: 4. Date of event/activity: 5. Descriptive information of purchase if not clear on invoice/receipt: 6. If reimbursement, please complete a W9 Form. 7. If using a new vendor, please complete a NEW W9 Form. 8. Notes:

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Criteria for Club of the Year

Paperwork and Management of Budget

Turned in paperwork in a timely manner (and organized)

Managed budget in a fiscally responsible way

Follows guidelines as outlined in The Beacon Growth of the club

Demonstration of improvement

Membership recruitment Activities

Quantity and Quality of activities

Advertising, planning, implementing, delegating, etc.

Inclusion of campus in activities

Uniqueness of programming Student Driven

Demonstration of leadership growth

Activities and paperwork planned and submitted by students (not advisors)

Ideas generated by students

Inclusion of all members

Conflict resolution, teamwork, etc. Fundraising Efforts

Were fundraisers conducted?

Were they organized and successful? Community Service

Did the club participate in civic engagement? Overall Performance

(Consider ratio of budget & advisors to club membership/activities)