Student Group Orientation

The Office of Student Life

Student Group

Orientation

Forms and when to use them

• Organization Registration Application

• Activity Registration Form

• Authorization Form for Travel

• Emergency Contact Form

Student Group

Orientation

Organization Registration Application

• This form must be filled out every year BEFOREthe group can do anything.

• If there is any change in officers, this needs to be re-filled out.

Must have 5 students listed, even if you don’t

have that position in your group.

All of these students MUST have classes, and

at least a 2.0 GPA.

Name of Organization

Advisor Contact Information

Advisor’s Signature

President’s Signature

Student Group

Orientation

Activity Registration Form

• Use this form EVERY TIME you have any event, including:

– Fundraisers

– Meetings

– Ceremonies

– Community Service

– Recruitment

– Etc.

Club Name

Date

Check type of

event

Equipment

Location

Advisor SignatureMember in Charge

Name of Event

Description

Student Group

Orientation

Authorization Form for Travel

• Use this form when you travel anywhere:

– Including travel within the city of Houston

• SAN JAC CODE OF STUDENT CONDUCT APPLIES DURING ALL COLLEGE APPROVED ORGANIZATION TRIPS.

Check “North”

Destination and Hotel Information

Date

Group

Advisor

Purpose of Trip

When do you leave?

Advisor Signature

Every student going on the trip must

print, sign, and put their G#.

Student Group

Orientation

Emergency Contact Form

• When traveling, every person going, including advisors, need to fill out and turn in an emergency contact form.

• Your travel form won’t be approved until we receive all of the emergency contact forms.

Student Signature

Medical Information

Student Information

Trip Information

Emergency Contact

FAQs

Frequently Asked Questions

Student Group

Orientation

Do I have to fill out an Activity Registration Form EVERY time I have a

meeting? Why?

• Yes. You must fill out an Activity Registration form EVERY TIME you do something as a group. It doesn’t matter if it is on or off campus. We need to know what you are doing.

• The Office of Student Life is here to monitor your group and make sure that you are following any rules or laws needed to keep your group active and having fun. Any group found having unapproved activities or meetings may be shut down.

Student Group

Orientation

Why do I need to turn in my Activity Registration form so early? Can’t I just

give it to you the day before?

• We need the Activity Registration form at least 10 days before your activity because we are not the only department to approve them.

Student Group

Orientation

Activity Registration Form Process

Step 1 • Student Life

Step 2 • Room Reservation

Step 3 • Room Setup

Student Group

Orientation

I want to hang up flyers. What is the process?

1. Make sure you have received an email saying your event is approved.

2. Email or bring by a copy of the flyer to Student Life to be approved for content.

3. Take all copies to Deborah Longtine in Slovacek S211 to get them stamped.

4. Hang on approved bulletin boards.

Student Group

Orientation

Do’s and Do Not’s of Hanging Flyers

DO NOT HANG FLYERS:

• On any glass, including doors

• On a departmental bulletin board without permission

DO HANG FLYERS:

• On approved bulletin boards

• In the cafeteria/Student Center lobby area

Student Group

Orientation

I want to get some group money from the college. How do I go about doing

that?

• You would do a budget request through Student Life.

• Normally that process is done around March for the next fiscal/school year.

Student Group

Orientation

How would we get a group bank account?

• In order to get a group bank account, your group would need to apply to get an EIN (Employer Identification Number) from the IRS

• We recommend Woodforest bank. They know how to set up a student group account. Just tell them you are a SJCN student group.

Student Group

Orientation

Getting an EIN

• EIN applications MUST be filled out in the advisor’s name.

• Application here: http://www.irs.gov/businesses/mall/article/0,,id=102767,00.html

– The application is available during the following hours:

• Monday - Friday 7:00 a.m. to 1:30 a.m.

• Saturday 7:00 a.m. to 10:00 p.m.

• Sunday 8:00 p.m. to 1:00 p.m.

Student Group

Orientation

Getting an EIN

Click Here!

Student Group

Orientation

Getting an EIN

Click Here!

Student Group

Orientation

A Note about Bank Statements

• Bank statements MUST come to Student Life; NOT to the groups themselves or the advisors.

• We will receive the bank statements and then send the advisor a copy.

Student Group

Orientation

We want to do a fundraiser? What are the guidelines.

• An approved student group can fundraise one day a month.

• Fill out an Activity Registration form BEFOREyou buy anything for your fundraiser.

• BE CREATIVE!!!

Student Group

Orientation

Fundraiser Ideas

• Bake Sales/Food Sales

• Have a party/dance

• Garage Sale (off-campus)

• Hold a Carnival

• Host a fashion show

• Costume Contests

• Car Wash

• Food Eating Contest

• Tournaments (e.g. chess, golf, tennis, etc.)

• Face Painting

• Hair Show

• Haunted House/Room

• Silent Auction

• Talent Show

• Wheel of Fortune

• Student Involvement Days

Student Group

Orientation

What are Student Involvement Days?

Our student Involvement Days (Gator Days) take

place once a semester. The purpose is to encourage students to join student organizations on campus

by student groups hosting a booths with

games, prizes, and food.

Student Group

Orientation

We’d like to sell items from a catalog. Can we do this?

• Yes. Just make sure the company holds a State of Texas sales tax permit.

Student Group

Orientation

Someone donated a TV to our group. We want to have a drawing for a change

to win; one chance for $1. Is this ok?

• Since the TV is considered a donation, this is fine.

• REMEMBER: Be prepared to give someone an opportunity to win the TV even if they do not give you the “suggested” donation. Failure to do so will make your drawing illegal.

Student Group

Orientation

My group is traveling. Does our advisor have to come too?

• That depends. A student organization advisor is required to travel with students under the following circumstances:

– Organization competitions

– National, State, or Regional meetings/conferences

– Overnight trips

– When students miss class

• If you are unsure, come ask us!

Student Group

Orientation

What is the Alcohol Policy and how does it affect my group?

• There can be no alcohol or drugs. It doesn’t matter if a student is over 21 years old. It is against college policy and subject to disciplinary action.

Student Group

Orientation

I have more questions. How do I contact Student Life?

• Come by: Slovacek Student Center S101

• Call us: 281-459-7167

• Facebook:– http://www.facebook.com/SJCNorthStudentLife

• Or email us:– Lamar McWaine (lamar.mcwaine@sjcd.edu)

– Amanda Herrick (amanda.herrick@sjcd.edu)

Student Group

Orientation

ANY QUESTIONS?