Procedures for Chartering Organizations
The following steps should be taken by any group wishing to charter an organization on campus:
- The proposed organization submits to the Student Activities Coordinator an application for registration as a campus group or club. Applications are available from the Student Activities Coordinator.
- The Interclub Council reviews the application and recommends approval or disapproval. If the organization is not recommended for approval, a written explanation stating the reasons for disapproval is attached to the application.
- Final approval to charter an organization is usually granted upon completion of the organization’s constitution and/or by-laws and a list of officers. However, the President of the College and the local governing board have the authority for final approval or disapproval. Any application found questionable by the Interclub Council will be forwarded to the President’s office.
- Once approval for the organization has been granted, an Assumption of Risk form for each member must be completed. This process must take place at the start of each academic year or semester as appropriate.
- A copy of the application and indication date of notification will be kept on permanent file in the office of the Dean of Student Success and Academic Advancement.
- No group may hold meetings on campus property, other than one organizational meeting, until the form requesting College recognition has been submitted. Permission to hold meetings (on campus property, to use facilities, etc.) will not be granted until the Interclub Council grants full recognition.
Eligibility Requirements of Advisor
Advisors must be full-time Danville Community College faculty or staff members and must understand and follow policies and procedures as contained in the Danville Community College Policy Manual and the Virginia Community College System Policy Manual. Part-time employees are eligible to co-sponsor a club or organization with a full-time employee.
Responsibilities and Expectations of Advisor
- Club Meetings
- Review and approve any event, noting the date time, and place the club wishes to meet.
- Review and approve agenda for each meeting prior to the date of the meeting.
- Receive typed minutes and attendance roster from designated club member(s) following each meeting no later than seven (7) business days after the date of the meeting.
- Submit typed minutes and roster to the Student Activities Coordinator no later than ten (10) business days after the date of the meeting.
- Off-campus meetings must be approved by the advisor, and the advisor’s attendance is required.
- Club-sponsored Events/Activities
- Review and approve any event, noting the date time, and place the club wishes to hold event.
- Attend all club-sponsored activities or events or designate a full-time or part-time DCC faculty or staff member to attend.
- Attend all club-sponsored travel, including conferences or competitions or designate a full-time or part-time DCC faculty or staff member to attend.
- Submit by May 15 a yearly summary of events to the Student Activities Coordinator.
Tips for Advisors
- Advisors should encourage those club members with evident leadership qualities to inquire about leadership positions within the club.
- Advisors should ensure that the activities the club members develop are aligned with the themes and goals of the club.
- Advisors should be aware of their club members’ academic status, including cumulative grade point average.
- Advisors should meet with club members periodically in order to discuss events and goals and provide feedback or suggestions to assist the club.
- Advisors should address concerns with an individual club member through a one-on-one setting. Advisors should compliment members that do something well through group meetings or e-mails.
- Advisors should show the club members that you are supportive of them; however, you should be clear that you will hold them accountable for their actions.
- Advisors should not be afraid to say “No.” You have the right to say “No” if something violates College policy or may be considered inappropriate.
- Don’t …
- Control or manipulate the group.
- Take ownership for the group.
- Close communication.
- Be afraid to try new ideas.
- Know it all.
- Take everything so seriously.
- Be the leader.
- Sit in silence.
- Do …
- Allow others to fail and succeed.
- Know your limits and the group’s limits.
- Be visible.
- Be consistent with your actions.
- Teach the art of leadership.
- Keep your sense of humor.
- Trust yourself and the group.
- Learn when to speak.