Annual Registration
How to Maintain Active Club Status | Registration Packet and Forms
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Information on How to Maintain Active Club Status
Your contributions as a continuing student club at Normandale make valuable contributions to the quality of Student Life! Each academic year, student clubs must register their group to receive "active" status. This information should help simplify the process and explain the details you need to know. Remember, that the Office of Student Life ( Kopp Student Center 2nd floor) is available to help you at any time during the process!
IMPORTANT POINT: Maintaining active clubs status at Normandale may only be done by currently enrolled Normandale Community College students.
Maintaining your active status involves two steps:
1. File INTENT TO BE ACTIVE paperwork with Office of Student Life
This enables those students interested in continuing the club to recruit other students who may be interested in becoming members and to organize those interested by electing officers and updating the constitution.
2. Achieving ACTIVE Club Status.
Active club status enables student clubs to sponsor events and activities which are appropriate to the special interests of their club under the auspices of Normandale Community College .
Student Senate is responsible for the recognition of all student clubs. Once a club achieves active status for the first time, they are officially a recognized club. Each fall, recognized clubs must be granted active status and complete registration for that given academic year to continue to operate. If a club does not complete registration, they are classified as INACTIVE and can not sponsor events, activities, or meetings. Once a club is classified inactive, they must follow the process for REACTIVATION to become active again. Any club which remains inactive for five consecutive years will lose its recognition and must follow the process of establishing a new club if it ever seeks to be a club again.
PROCEDURES FOR FILING YOUR INTENT TO BE ACTIVE:
1. Discuss your interest in maintaining active club status with the Student Life Program Coordinator.
2. Obtain the Intent to Be Active information packet.
3. Carefully review the packet and complete the requested information.
4. Return the completed Intent to Be Active form to the Student Life Program Coordinator for review.
5. Once a recognized club files intent to be active, they will have six weeks in which to complete the necessary steps outlined in the Annual Review process for Maintaining Active Status. Weeks are defined as weeks in which classes are in session. End-of-the-semester finals and holiday breaks are not included when applicable.
6. The following areas will be notified, by Student Life Program Coordinator, about the group's Intent To Be Active for the following reasons:
Scheduling Office - so that the group may reserve rooms for organizational meetings
Kopp Student Center Information Desk - so that the group may have posters approved
OSL Club Advisor - who will support the group while they organize?
Director of Student Life - for record-keeping purposes
Student Senate - the Vice President of Student Senate will attend one meeting of each club throughout the year.
7. If a group is unable to complete the paperwork necessary to achieve active status in the six week period, the Student Life Program Coordinator may grant an extension.
PRIVILEGES ASSOCIATED WITH INTENT TO BE ACTIVE STATUS:
1. Use of Normandale Community College facilities and services for purpose of recruiting potential members and completing requirements to achieve active status. Rooms may be reserved by contacting College Support Services at ext. 8112.
2. Use of Normandale Community College Weekly Bulletin for meeting notices. The Bulletin deadline is Thursdays at 8 a.m. Submissions may be sent via campus mail to the "Bulletin" or drop copy off at C1071.
3. Use of a mailbox in Club Central. Club Central is located in the upper level of the Kopp Student Center , room CC1434.
4. Advertising privileges on campus with access to the Kopp Student Center poster service. Poster making supplies are available from the Office of Student Life and/or from the Club Central Office. Poster printer requests are available from the Kopp Student Center Information Desk. Ads in the Lions' Roar are also available to promote your group.
PROCEDURES FOR OBTAINING ACTIVE CLUB STATUS:
1. In order to be considered for active club status (which must occur within six weeks of being granted Intent to Be Active status) the group must submit the following items to the Student Life Program Coordinator:
a. Copy of the organization's constitution and by-laws . If the group is affiliated with a national organization, a copy of the national constitution and by-laws must also be submitted. (See the attached sample constitution for ideas about what your constitution and by-laws must and/or may include. You may also want to ask the Student Life Program Coordinator to see copies of other club's constitution and by-laws.)
b. Copy of the Expectations & Responsibilities of a Club Advisor signed by the Normandale Community College faculty or staff member who has agreed to be the club advisor. All Normandale Community College clubs must have a faculty/staff advisor to receive recognition.
c. Copy of the Expectations & Responsibilities of the Club to the Advisor signed by the Club President.
d. Copy of the Annual Review signed by both the Club President and Advisor.
e. List of club officers including names, mailing addresses, student ID numbers, email, and phone numbers.
f. Complete membership roster to-date with names, mailing addresses, student ID numbers, email & phone numbers.
2. Once the above documents have been completed and submitted, the Student Life Program Coordinator will review them and ensure that they are complete and meet the criteria for active status, and forward them for confirmation by Student Senate.
3. Upon achieving active status, the following offices will be notified by the Student Life Program Coordinator:
Student Senate (so they may conduct a visit)
Scheduling Office (so the club may additionally reserve rooms for events and programming)
Kopp Student Center Information Desk (so the club may post flyers for events and programming)
Accounting Office (so the club may establish a financial account)
Security (so the club may coordinate security needs relative to events and programming)
OSL Club Advisor (who will coordinate full orientation related to active club status)
Director of Student Life (for record keeping purposes)
4. Groups denied active status may appeal the decision in writing to the Student Senate and the Director of Student Life. A review will be conducted into the reasons why active status was not granted. The review will take no longer than two weeks.
5. If the Student Senate is not functional, the Office of Student Life reserves the right to grant approval.
PRIVILEGES AND RESPONSIBILITIES ASSOCIATED WITH ACTIVE CLUB STATUS:
1. Use of Normandale Community College name.
2. Inclusion in Student Involvement Roster, Student Handbook, student involvement interest surveys, and other appropriate college publications.
3. Mailbox and workspace in Club Central.
4. Access to shared office space, computer/printer, telephone/voicemail, and other resources provided in Club Central.
5. Access to advertising privileges on-campus and access to College Center poster services.
6. Ability to establish on-campus financial account in Accounting office and receive bookkeeping advice and budget statements.
7. Ability to fund raise and assess dues through established college procedures.
8. Eligibility to apply for programming and leadership funds through the LEAD Funds program.
9. Ability to reserve campus facilities at no cost for meetings and club functions.
10. Eligibility to participate in special leadership training and programs provided by the College for student groups.
11. Eligibility to receive awards or honors presented to student clubs and organizations and/or their members.
12. All activities are governed by the Normandale Community College code of conduct as outlined in the student guide.
Registration Packet and Forms
Club and Organization Membership Roster
Expectations and Responsibilities of a Club & Advisor Form
Normandale Community College Club and Organization Annual Review
Normandale Community College Participant Form (Signed by each member)