HOW TO FORM/RENEW A STUDENT CLUB/ORGANIZATION

The below steps need to be completed and submitted to Student Life every academic year in
order to keep a club or organization in active status*. Student clubs and organizations will be unable
to conduct any official business until approved by the Student Senate and Student Life.

1. Complete Application for Student Club/Organization – Must be submitted before official

club business can be conducted. Applications accepted July through mid-April.

2. Petition for Student Club/Organization – Must have at least five (5) active Shasta College
student members and at least one (1) faculty advisor.

3. A Copy of your Student Club/Organization Constitution – Dormant club constitutions can

be obtained by contacting Student Life in person, via phone, or email.

4. A Copy of your Student Club/Organization Budget – If forming club, submit projected

budget with estimated income/expenses. If renewing, please review your beginning club
budget in your MyShasta account.

5. A signed copy of the Student Club/Organization Advisor Agreement Form –Club are
required to have at least one (1) Full-Time Faculty Advisor or two (2) Part-Time Faculty
Advisors. It is advised that a club have both an advisor and Co-Advisor since all official
meetings must have an advisor present. Electronic and physical signatures are accepted.

6. A signed copy of the Student Club/Organization Officer Agreement Form – Club officers
will have obligations and responsibilities to the club in addition to those of regular club
members. Electronic or physical signatures are accepted.

7. Submit completed application packet via email to:

StudentLife@ShastaCollege.edu
Subject Line: Shasta College Club Application

8. Accept invitation to join Shasta College Clubs Canvas Page -

Once approved by Student Senate, Officers and Advisors will be sent an invitation to join the
Shasta College Student Clubs Canvas page. It is important that both Officers and Advisors join
the Canvas page to have access to features such as important club documents, club notification
board, Q&A discussion forum, and training tutorials.

*PLEASE NOTE:
BP 5405: “Any club or organization that has been inactive for two consecutive semesters shall be deemed null and void
and all club organization monies shall become the property of the general fund of the Student Senate.”
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 APPLICATION FOR STUDENT CLUB AND ORGANIZATION

Name of Club/Organization

Purpose/Goal

Faculty Advisor Phone

Email

Faculty Co-Advisor Phone

Email

Meetings: Day(s) Time(s) Place

Website (Type & Access Info)

Student Club/Organization Officers

Position Title Name Student ID # Email Address
President
Vice President
Treasurer
Secretary
ICC Rep
Other: __________

Office Use Only

Application Petition Constitution Budget Advisor Agreement

SCSS Advisor SCSS Agenda Approved Website Outlook Distribution

Canvas Invite Copy to B.O. Copy to A.S. Copy to P.P. Manual Distribution

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 PETITION FOR STUDENT CLUB/ORGANIZATION

The undersigned, active students of Shasta College, do hereby request the Student Senate to
approve the following student club or organization for the designated academic year:

STUDENT CLUB/ORGANIZATION NAME ACADEMIC YEAR

(Fall through Spring)

The undersigned, having affixed their signatures, indicate interest in membership in the above
student club or organization. Any five (5) active Shasta College students plus a faculty advisor may
form an interest or service club or organization within the District.

1)
Print Name Student ID # Signature

2)
Print Name Student ID # Signature

3)
Print Name Student ID # Signature

4)
Print Name Student ID # Signature

5)
Print Name Student ID # Signature

6)
Print Name Student ID # Signature

7)
Print Name Student ID # Signature

8)
Print Name Student ID # Signature

Signature of Faculty Advisor Date

Signature of Faculty Co-Advisor Date

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 EXAMPLE
AWS Shasta College Student Chapter Constitution

ARTICLE 1. ORGANIZATION

Section 1. Name
AWS Shasta College Student Chapter

Section 2. Purpose
The AWS Shasta College Student Chapter is a group of Shasta College students and faculty
dedicated to working with the community to better understand the professional role of our industry in
society. Our main goal is to develop professional skills and network with industry partners and to
serve the communities we live in.

Section 3. Meetings
Meetings will be held weekly in room 2608.

Section 4. Quorum
A quorum shall consist of 5 or more members.

ARTICLE 2. MEMBERSHIP ELIGIBILITY

Any full or part-time student, or employee of Shasta College.

ARTICLE 3. OFFICERS AND ELECTIONS

Section 1. Officers
• President Facilitates meetings and oversees all club activities.

• Vice President Co-facilitates meetings and co-oversees all club activities.

• Secretary Records minutes of meetings, monthly activities and generates agendas.

• Treasurer Keeps financial records and reports them to members. Tracks budget.

• Public Relations Provides connection between the club and the community through event promotion.

• Sergeant at Arms Ensures available supplies during events/activities and everything is up & going.

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Section 2. Elections
Election of officers shall be done by ballot votes with a majority plus one deciding vote.

Section 3. Term of Office

Term of office with coincide with the Shasta College academic semester.

Section 4. Eligibility
Any person who meets membership eligibility requirements and attends a minimum of 25% of
meetings is eligible to vote in any election or vote.
Any person who meets membership eligibility requirements is eligible for office. Officers must
attend meetings on a regular basis.

ARTICLE 4. REPRESENTATIVE TO THE INTER-CLUB COUNCIL (ICC)

Section 1. Election
The ICC Representative will be elected by the same procedure as club officers.
Section 2. Eligibility
Any person who meets membership eligibility requirements is eligible for office.
Section 3. Term of Office
Term of office will coincide with the Shasta College academic semester.

ARTICLE 5. FACULTY ADVISOR

Mark Smith, (530) 242-2214; msmith@shastacollege.edu.

ARTICLE 6. METHOD AND REQUIREMENTS TO AMEND THE CONSTITUTION

Amendments to the constitution will be address during regularly scheduled club meetings. A
majority plus one vote will be required for amendments to be made. Upon approval of an
amendment the Secretary will compose a revised Constitution and submit it to Student Life.

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 EXAMPLE

BUDGET

A budget is a “plan” for income and expenditures.

INCOME:

Car Wash $ 100.00

Concession 300.00
Sale of Holiday Wreaths 500.00
Sale of Buttons 100.00
Total Income: $ 1,000.00

EXPENSES:

Refreshments for Meetings $ 200.00

Printing 100.00
Supplies 200.00
Speakers 200.00
General 300.00
Total Expenses: $ 1,000.00

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 STUDENT CLUB AND ORGANIZATION ADVISOR AGREEMENT

Serving as an advisor to a Shasta College club or organization (hereafter referred to in this

agreement as Student Organization) is a very rewarding experience. It provides an opportunity
to interact with students and help them have a fulfilling and well-rounded college experience.
Advisors are an essential part of the Shasta College Student Organization program and can
make significant contributions to student success and retention.

Student Organization Advisors are responsible for ensuring that the college fulfills its obligations
to students. Student Organization Advisors also ensure that Student Organization’s meetings
and activities conform to the State Education Code, the District policies and procedures, and
College guidelines.

Student Organization Advisors ensure that students have the opportunity to grow and learn from
their co-curricular experiences. Advisors provide guidance and direction to students. Their
mature judgment is invaluable to a Student Organization. Advisors help the Student
Organization members to achieve the purpose for which it was organized, and provide continuity
and support for the organization from year to year.

Please take the time to read the Student Club and Organization Procedures Manual so
you will be aware of the guidelines and procedures the Student Clubs and Organization are
required to follow. The Procedures Manual can be found on the Shasta College Clubs &
Organizations website, Shasta College Student Club Canvas page or by contacting a staff
member at Student Life. Acquainting yourself with policies and procedures should prevent
problems from occurring.

DUTIES AND RESPONSIBILITIES

• Serve as the official representative of the college and liaison with Student Life.
• Work closely with the Student Organization to ensure a cooperative relationship
between the Advisor and student members.
• Be present at all official Student Organization meetings and activities. Official student
organizational meetings and activities must be scheduled at times that are mutually
agreed upon by the Student Organization Advisor(s) and student members.
• Advise students of the policies and procedures they must follow as a Student Organization.
• Help each officer of the organization to understand their duties.
• See that the continuity of the organization is preserved through constitutions, minutes
and traditions.
• Ensure that past activities are adequately understood by succeeding officers and members.
• Help students understand and apply democratic principles within the organization
and in working with others.
• Ensure that all reasonable steps are taken to protect the safety and welfare of all
student members during meetings and activities.
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 • Student Organization Advisors, as well as student officers, are responsible for ensuring
that funds fundraised and/or donated to the club are properly collected, deposited and
accounted for. All funds collected by the Student Organization must be turned into the
Business Office to be deposited into the Student Organization’s account. Off campus
bank accounts are not permitted. Failure to deposit club funds with the Shasta
College Business office may result in legal action.
• Approve, support, and sign all purchase requisitions for the Student Organization. This
includes ensuring:
o A Student Organization officer also signs requisitions.
o The expenditure is appropriate and within all existing policies and Student
Organization approval.
o There are meeting minutes reflecting the approval of the funds requested.
o Supporting evidence (original receipts or invoices AND meeting minutes
approving expense) are attached.
• Assist Student Organization in completing all necessary paperwork for meetings,
events, continuation of club, etc. as well as completing and submitted forms in a
timely manner

In agreeing to serve as Advisor for _, I commit to working with

the Student Organization member, attempting to help them achieve their goals while upholding
all State, Federal, and District requirements. I understand that serving as a Student
Organization Advisor is voluntary and I will not receive any form of compensation, load credit,
release time, or any other benefits from Shasta-Tehama-Trinity Joint Community College
District. I understand that as a club advisor, I am also designated as a Campus Security
Authority (CSA). I understand that I am required and encouraged to report suspected crimes
and suspicious behavior. I agree to contact Student Life if I have any problems or concerns.

My signature below attests that I have read and understand the Advisor Agreement and have
reviewed the Student Club and Organization Procedures Manual. I agree to abide by all
policies and procedures including but not limited to the Board Policies, Administrative
Procedures and the best practices from the FCMAT Associated Student Body Guide.

Student Organization Name Academic Year as Advisor

Faculty Advisor Signature Date

Faculty Co-Advisor Signature Date

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 STUDENT CLUB/ORGANIZATION OFFICER AGREEMENT

Serving as an officer to a Shasta College club or organization (hereafter referred to in this

agreement as Student Organization) is a very rewarding experience. It provides an opportunity
to interact with students and help them have a fulfilling and well-rounded college experience.
Officers are an essential part of the Shasta College Student Organization program.

Student Organization officers assist the advisor to ensure that Student Organization’s meetings
and activities conform to the State Education Code, the District policies and procedures, and
Shasta College guidelines. Student Organization Officers assist their Advisors to help the
Student Organization members to achieve the purpose for which it was organized.

Please take the time to read the Student Club and Organization Procedures Manual so
you will be aware of the guidelines and procedures the Student Clubs and Organization are
required to follow. The Procedures Manual can be found on the Shasta College Clubs &
Organizations website, Shasta College Student Club Canvas page or by contacting a staff
member at Student Life. Acquainting yourself with policies and procedures should
prevent problems from occurring.

DUTIES AND RESPONSIBILITIES

• Serve as an official representative of the Student Organization and liaison with
Student Life.
• Work closely with the Student Organization to ensure a cooperative relationship
between the Advisor and student members.
• Be present at all official Student Organization meetings and activities as often as
possible. Official student organizational meetings and activities must be scheduled at
times that are mutually agreed upon by the Student Organization Advisor(s), Student
Organization Officer’s, and student members.
• Advise non-officer students of the policies and procedures they must follow as a Student
Organization.
• Help other officers of the organization to understand his or her duties.
• See that the continuity of the organization is preserved through constitutions, minutes
and traditions.
• Help to ensure that past activities are adequately understood by succeeding officers and
members.
• Student Organization Advisors, as well as Officers, are responsible for ensuring that
funds fundraised and/or donated to the club are properly collected, deposited and
accounted for. All funds collected by the Student Organization must be turned into
the Business Office to be deposited into the Student Organization’s account. Off
campus bank accounts are not permitted. Failure to deposit club funds with the
Shasta College Business office may result in legal action.

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 • Approve, support, and sign all purchase requisitions for the Student Organization. This
includes ensuring;
o The expenditure is appropriate and within all existing policies and Student
Organization approval
o There are meeting minutes reflecting the approval of the funds requested
o Supporting evidence (original receipts or invoice AND meeting minutes
approving expense) are attached
• Assist Student Organization in completing all necessary paperwork for meetings,
events, continuation of club, etc. as well as completing and submitting forms in
a timely manner

In agreeing to serve as an Officer for _, I commit to working

together with the Student Organization members. I understand that serving as a Student
Organization Officer is voluntary and I will not receive any form of compensation, or any other
benefits from Shasta-Tehama-Trinity Joint Community College District. I agree to contact
Student Life if I have any problems or concerns.

My signature below attests that I have read and understand the Student Organization Officer
Agreement and that I have received and read a copy of the Student Club/Organization
Procedures Manual. I agree to abide by all policies and procedures including but not limited to
the Board Policies, Administrative Procedures and best practices from the FCMAT Associated
Student Body Guide.

Student Organization Name Academic Year Serving as Officers

President Date

Vice President Date

_
Treasurer Date

Secretary Date

ICC Rep Date

Other Date
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