Club & Organization
Manual
Dave Eng
Director of Student Activities and the Student Center
St. Thomas Aquinas College
125 Route 340 Sparkill, NY 10976-1041
Ph: (845) 398-4084
Fx: (845) 398-4151
Gv: (845) 402-0364
deng@stac.edu
Romano Student Alumni Center
http://goo.gl/maps/IOcWw
St. Thomas Aquinas College Student Activities Office
Mission Statement:
The Student Activities Office is a student-centered department dedicated to
individual and organizational development. We strive for student
empowerment, accountability, effective planning, and communication. We
provide the resources, guidance, and support to enhance student
achievements and activities. In addition to serving the interests of the college
community, our goal is to create a college experience that is more vibrant and
purposeful through both co-curricular and extra-curricular experiential learning
opportunities.
Focus Areas:
Advising
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Student Clubs and Organization’s officers and members
Student Clubs and Organization’s advisors
Special Programs and Initiatives
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Orientation (New Students, Parents and Transfers)
Family Weekend
Oktoberfest
Springfest
Thursdays in Black
Welcome Week
Senior Week
Other Partnership Activities with Various Offices and Departments
Leadership and Recognition
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LEAD (Student Leadership Series) 1-3
Conferences
Retreats
Student Recognition Efforts
Overall Management
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Fiscal Management
Assessment and Reports
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Clubs and Organizations (Maintenance of Status and Discipline)
General Information
Clubs and Organization
In an academic environment student clubs and organizations exist to meet
social and educational needs, which may not be fully realized inside or outside
your field of study. These groups provide the opportunity to share experiences
with other students of various backgrounds and to develop leadership skills.
Clubs and organizations help forge a well-rounded education and act as a
means to learn, share and socialize. The Student Activities Office contributes to
this goal by promoting programs that enhance the emotional, intellectual,
physical, occupational, recreational, and spiritual development of students.
Clubs and organizations also enhance college life and add another dimension
to the learning experience outside the classroom, including leadership and
organizational development.
The Student Government Association
All recognized clubs and organizations fall under the jurisdiction of the Student
Government Association (SGA). The SGA is the elected representative student
body of the campus and is responsible for creating many of the policymaking
decisions that affect clubs, organizations and student life. All clubs and
organizations approved through the SGA are responsible to abide by its policies
and decisions. In order to maintain active status, the SGA and the Student
Activities Office must recognize all student groups.
Club Constitution
In addition to respecting those rules legislated by the SGA and the Student
Activities Office, each organization is bound to abide by the by-laws of its own
constitution. The constitution defines the club’s purpose and provides an outline
of its operational procedures and methods of transition from one executive
officer board member to the next. Since the constitution provides for club
identity, it should be studied carefully and regularly amended to reflect the
organization changes and club’s growth. It is the responsibility of a club’s
leadership to take special interest in their constitution to ensure that it addresses
the club’s present needs and anticipated future growth.
Organizational Officers
Officers are traditionally defined as President, Vice President, Secretaries and
Treasurers and others defined by a student organization’s charter or constitution,
as the leaders of an organization. This includes all editorial or managerial
positions for student media groups.
The following policies must be adhered to:
1. A cumulative GPA of a 2.25 or better must be maintained by a student
holding an office and a 2.0 for general members. Those officers who fall
below these requirements, but who are above 2.0 GPA, will be on
probation until the end of the term. In order to determine eligibility, all
GPA’s will be checked at the beginning of each semester.
2. No student is permitted to hold office his/her first semester of attendance
at St. Thomas Aquinas College with exceptions of transfer students and
the Freshman Class Board.
3. Students who are elected or appointed to an office must be full-time
students. The Student Activities Office must approve exceptions.
4. Students who do no have a minimum GPA of a 2.0 will not be allowed to
sit on any college committee.
Obligations of a Club/Organization
In addition to pursuing its goals and fulfilling the needs of its membership, every
organization shares the following responsibilities:
1. Respect the rights and traditions of other clubs and organizations.
2. Aim to improve student life at STAC.
3. To abide by the rules set forth by the Student Activities Office and the
Student Government Association.
4. File a constitution with the Student Government Association and the
Student Activities Office. This constitution must be updated every year.
5. To maintain a membership of at least five (5) registered undergraduate
students.
6. To have a faculty or staff advisor and keep that individual informed of all
club endeavors and activities. The organization must notify the advisor
regarding the place and time of each meeting and consult him/her with
any concerns that arise within the organization. The president should also
meet regularly with the advisor to discuss the affairs of the group.
STAC Program Planning
Goal setting and advance planning are the keys to the effectiveness of a
student organization. If a group sets goals and plans for its activities, members
will have a sense of purpose. Long range planning will help make the events
and activities go smoothly and allow everyone to enjoy participating.
Plans need to be made by the group, not just by the leader. All plans should be
reviewed by the entire membership to increase the commitment of the
members and to prevent misunderstandings.
Step by Step Planning Process
1. IDENTIFY WHAT YOU WANT TO DO AND WHAT YOU WANT FOR OUTCOMES
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What is the outcome to be expected: knowledge, strengthened
group ties recruitment, or accomplishment of specific tasks?
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Who is participating in the activity?
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What type of activity will help you achieve your intended
outcomes?
2. IDENTIFY WHAT ARRANGEMENTS MAY BE NECESSARY
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What resources should be obtained?
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What facilities should be secured?
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What special arrangements are required?
3. IDENTIFY THE COLLEGE PROCEDURES TO BE OBSERVED
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Fill out Event Planning Forms and Budget Request Form.
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Is there anything in the activity which violates college policy?
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All events should be planned at least three (3) weeks in advance.
4. IDENTIFY THE FINANCIAL ARRANGEMENTS
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What is the cost? What are the sources? How will the event be
financed?
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Will the group pay all the expenses?
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Are all contracts filled out and submitted?
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Will participants be charged admission?
5. ARRANGE PUBLICITY FOR THE EVENT
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All publicity should be out at least two (2) weeks in advance!
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How will flyers, posters and handouts be distributed?
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Will media be used?
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Will personal communication be used (written invites, information
booths, etc.?)
6. CHECK OUT ALL ARRANGEMENTS PRIOR TO THE ACTUAL TIME OF THE
ACTIVITY
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Are facilities and arrangements adequate?
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Are resources there, such as overhead projector, etc..?
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Who is in charge during the activity?
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Who is in charge of cleanup?
7. EVALUATE THE ACTIVITY AFTER IT IS COMPLETED WITH CLUB/ORGAIZATION
MEMBERSHIP
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Was planning adequate and were goals realized?
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What recommendations are there for the follow-up or a repeat next
year?
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Did group members meet expectations?
8. COMPLETE THE FOLLOW-UP AND EVALUATION
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Are the bills paid?
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Were participants thanked?
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Were resources returned?