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PimaCommunityCollege Student Organization Application Organization Formation A Student (Pima Community College)

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revised August 2019
Page 1
PimaCommunityCollege
Student Organization
Application
Organization Formation
A Student Organization (hereafter referred to as club or clubs) may be formed at any Pima Community College campus with
signatures of at least ten (10) currently enrolled PCC students who wish to operate within the college structure for an expressed
purpose. A Student Life Coordinator may make an exception to reduce the minimum member requirement. Club registration
and/or renewal is necessary before the services and facilities of the college campus are available to the club. A club must not
represent, nor imply, in its contracts with the college community or public that it speaks for or in the name of the college or
campus.
Categories
All clubs are overseen by their respective Student Life Office on each campus. A club is made up of Pima Community College
students who share a common interest that falls into one of the approved categories for organization formation, and whose
primary activity and/or service is for the College. A club may be formed under the following categories:
•
Recreation
•
Cultural
•
Honorary/Service
•
Pre-Professional
•
Special Interest
Initial Registration
Students may seek to register a new club at any time by submitting a completed Student Organization Application and a copy of
its constitution and bylaws to the respective Student Life Office. The petition to register as a club also must include:
•
Name of the club
•
Name and contact information of the student wishing to register the club
•
Name and contact information of the staff/faculty advisor
•
Name, Student ID numbers and contact information of at least 10 Pima Community College student members. (Students
must be enrolled in at least 1 credit at Pima Community College.) A Student Life Coordinator may make an exception to
reduce the minimum member requirement.
•
Copy of the Proposed Goals, Objectives, and Activities Form (To be completed and updated each semester)
The recognition process consists of review and approval by the Student Life Coordinator and the Dean of Students and/or
designee. The Student Life Coordinator will notify the club’s advisor in writing of campus recognition when the review process has
been completed. The decision of the Dean of Students and/or designee is final.
Yearly Renewal/Updated Registration
Existing or returning organizations are required to submit: Yearly Renewal registrations are at the beginning of each academic
year and updated registrations each Spring semester, and this requires the same processes as the initial registration. The
deadlines for each are: September 15 and February 15, unless otherwise provided by your Student Life Coordinator.
Club Advisor
Each club must have an advisor who will assist it in establishing its goals and objectives, and in developing its programs and
activities. The advisor will initiate requests for expenditures and college services, and will monitor the club's accounts. The primary
advisor must be a full-time faculty or administrative appointment or full-time regular staff member of Pima Community College.
Membership
Club membership shall be limited to currently enrolled Pima Community College students. To be eligible, a student must be
enrolled in at least 1 credit at Pima Community College. At least one member of the club must attend regularly scheduled
Student Advisory Board meetings.
In accordance with Pima Community College policy, the club must comply with all applicable federal and state laws and regulations
prohibiting discrimination, club membership shall be extended, without regard to sex, race, age, religious beliefs, sexual orientation
and disability.
Conduct
Clubs, their members and guests are subject to local, state and federal laws, as well as Pima Community College’s regulations and
its Student Code of Conduct. Violations will be handled in accordance with the Student Discipline Code and Due Process
Procedures set forth in the Student Code of Conduct. The Student Code of Conduct is available at
http://www.pima.edu/currentstudents/code-of-conduct/.
Social Media
All social media postings need to be appropriate, Student Life and Public Information reserves the right to remove postings that are
inappropriate. All handles must be provided to the Student Life Office when an account is created. In addition, Student Life and
club advisor need to be added as an “admin” of each account. When the club becomes inactive, the Student Life Coordinator has
the right to deactivate the account. Provide passwords to Student Life at http://bit.ly/SocialMediaPCC
.
Evaluation
At the end of each year, every student organization will be required to submit an "End of Year Report" that will include a summary
of what new ideas were initiated, what worked and what did not, suggestions for the upcoming year, and the next year's contacts. A
suggested outline will be provided by the Student Life Office mid-Spring Semester. Evaluation available at
http://bit.ly/ClubEval
revised August 2019
Page 2
Name of Club:
Official Club Roster
This application must contain the names of at least 10 students currently enrolled at Pima Community College who agree to
participate in club activities. Official roster will be used to verify membership for activities such as club travel and funding
requests. A Student Life Coordinator may make an exception to reduce the minimum member requirement.
Submit updated rosters to Student Life as membership changes or when requested.
We, the undersigned, do hereby apply for recognition of the aforementioned club.
(use additional paper if necessary to include all organizational members)
Organization President*
Name:
PCC ID#:
E-Mail:
Phone #:
Signature:
Date:
Organization Vice-President*
Name:
PCC ID#:
E-Mail:
Phone #:
Signature:
Date:
Organization Secretary*
Name:
PCC ID#:
E-Mail:
Phone #:
Signature:
Date:
Organization Treasurer*
Name:
PCC ID#:
E-Mail:
Phone #:
Signature:
Date:
*if position title different, please provide official title for each position
Student ID#
E-mail
Signature
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
Location Establishing the Club or Organization
East Campus
Desert Vista Campus
Downtown Campus
Northwest Campus
West Campus
Adult Education
Online
PimaCommunityCollege
Student Organization
Application
New Application
(new clubs only)
Yearly Renewal
Updated (mid-year)
Application
revised August 2019
Page 3
Purpose: What is the primary mission of this club?
Goals: What is a large goal that the club will strive for this year? (e.g., increase membership to X, create a
conference, attend a national conference)
What are some short-term goals of the club to engage with the PCC campus community? (e.g., fundraising for a
goal, put on an educational program, participating in service projects)
Objectives: How do these goals match up with the values, objectives and mission of the club?
Activities: List 3 different types of activities that your club would like to plan. (e.g. community service event with
Ronald McDonald House, fundraising event at your campus, etc)
Fundraising: How does the club plan to fund activities? Will there be fundraising? Will there be dues; if so, for
what?
Meetings: When does the club plan to meet? How often and where? (List initial meeting & planned regular
meetings.)
Social Media: List all social media platforms and handles used by the club. You must provide Student Life with
"owner" rights, and the password for each account. Provide passwords to Student Life at
http://bit.ly/SocialMediaPCC
.
Attach a copy of the club or organization’s Constitution and By-Laws.
PimaCommunityCollege
Student Organization
Application
Proposed Goals, Objectives & Activities Form
This form is to help Campus Student Organizations (clubs) plan their semesters to be the most productive and
efficient, and to allow the Student Life Office to complement the efforts.
revised August 2019
Page 4
Each club must have an advisor who will assist in establishing its goals and objectives, and in developing its
programs and activities. The advisor will initiate requests for expenditures and college services, and will monitor
the club's accounts. The primary advisor must be a full-time faculty or administrative appointment or full-time
regular staff member of Pima Community College. Students have the ability to choose their club advisor as well
as the ability to remove the advisor if necessary. If there is a problem with the club advisor and the students wish
to end the advisor relationship with the club their needs to be communication with the Student Life Coordinator
to determine what steps are necessary.
Role of the Student Club Advisor
•
Inform: Serve as an informational resource to help members come together as a group, learn how to work
together, and to set and accomplish goals. The advisor should serve as a communication bridge between the
students and the campus by getting to know the involved students and offering information that will
help them succeed.
•
Support: Provide support and guidance to the students as they learn how to balance the new skills and abilities
they are developing through activities, and their academic goals. Advisors are in a unique position to
encourage the development of initiative, responsibility and leadership in the club’s members.
•
Guide: Ensure that club members are informed about and are properly using the campus and college
policies and procedures required to conduct local business. Advisors should also be familiar with
the Constitution and Bylaws of the club and be prepared to help the students follow and interpret these as
needed. The effective and wise advisor is one who will render advice when it is requested and offer counsel
when it is required.
•
Listen: A primary purpose of student clubs is to give the students a voice. Listen to the students and help
them discover their voice. What are their interests? Their concerns? How can the club assist them and other
students to pursue their interests? What can they do to begin turning their concerns into positive action?
•
Maintain Accountability: The students are learning about teamwork, accomplishing goals and the essentials
of running a club. Support them in maintaining high levels of professionalism, integrity and respect for
themselves and others. Help the students learn and practice personal accountability. Accountability includes
budgeting, financial controls and following through on tasks.
•
Provide Signature Authority: Each club may establish a club account through the College and maintain a
budget and cash flow. The advisor can work with the club’s leadership on maintaining financial records and
supervise financial transactions and the handling of club funds. The club’s advisor has signature authority on
club accounts; two authorized signatures are required for the expenditure of club funds.
•
Represent Campus/Pima Community College: As a representative of the Campus and Pima Community
College, the advisor has an opportunity to help the students demonstrate the mission and ideals of the campus
and the college in their purpose and goals. Advisors can play an active role in assisting students to set up
a meaningful program that is consistent with the purposes of the group and the aims of student success.
•
Supervise: Advisors are responsible for proper supervision of meetings and activities planned by the club’s
members. Experience has shown that the most effective campus groups are those whose meetings
are regularly attended by the advisors. Although the students should be encouraged to provide their
own momentum, they are often the first to point out that they need a guiding hand from time to time.
•
Co-curricular Assessment: Pima Community College and Student Life are committed to educational
achievement and improvement through ongoing assessment of student learning.
PimaCommunityCollege
Student Organization
Application
Club Advisor Information
revised August 2019
Page 5
•
Student Club Travel: If the club is interested in traveling as a group for a purpose in line with
Student Life’s mission, the club advisor and club president (or other designated officer) will
schedule a meeting with the Student Life Coordinator to learn about and understand the Student
Travel Application and processes.
Advisor Duties
•
Complete annual club/advisor training and evaluation.
•
Ensure club co-curricular assessment paperwork is completed, as necessary.
•
Attend club meetings and activities.
•
Review and approve club goals and objectives for submission each year.
•
Work closely with the Student Life Coordinator to ensure that all college policies are followed and that all
club activities are communicated to the appropriate authorities.
Support and training for club advisors is available through the Student Life Office. Feel free to discuss ideas and
club issues with the Student Life Coordinator or designee. Campus Administration is committed to an effective
Student Life program, and is supportive of student clubs and their role in a dynamic neighborhood community
college.
Club and Organization Handbook: http://bit.ly/ClubHandbook
I understand and accept the advisor roles, responsibilities, and duties; and I have read the Club
and Organization Handbook.
Advisor Printed Name:
Advisor Signature: Date:
_
Co-Advisor Printed Name:
Co-Advisor Signature:
Date:
_
PimaCommunityCollege
Student Organization
Application
revised August 2019
Page 6
Location Establishing the Club or Organization
East Campus
Desert Vista Campus
Downtown Campus
Northwest Campus
West Campus
Adult Education
Online
Approval Signatures:
Club Advisor
Approved:
Printed Name
:
Signature:
Club Co-Advisor (if applicable)
Approved:
Pr
inted Name
:
Signature:
STUDENT LIFE USE ONLY
Student Life Coordinator
Approved:
Printed Name
:
Signature:
Dean of Students (or designee)
Approved:
Pr
inted Name
:
Signature:
Date:
Date:
Date:
Date:
PimaCommunityCollege
Student Organization
Application
Name of Club:
Denied:
Denied:
Denied:
Denied:
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Completed 11 December 2020

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