Many times, the success of a student organization depends on effective leadership transitions. For example: you may receive an email from Student Life in October telling you that your organization is on inactive status because no one contacted you about the annual Recognition requirement; or you missed the Student Organization Officer Meeting in the fall because you didn’t know you had a mailbox on-campus. Don’t let this happen in your organization – provide an effective transition.

 2.1 Starting a New Club or Organization

A. Green Club Recognition

These clubs are meant to be smaller and more localized in nature. They typically are a social circle who share a common interest, hobby, or belief and are simply looking to hang out to engage and explore those interests, hobbies, and beliefs in a small group setting. If ever desired, GREEN Student Clubs can apply to become GOLD Student Clubs.

○    Required:

• 1 Group Leader / President [2.25 gpa for exec board member(s)]
• Minimum of 3 Members total
• All members must be currently enrolled students, in good standing with NOVA.
• Meeting Minutes, Attendance, and an Active Roster must be maintained

○ Allowances:

• Space reservation within 9am-5pm office operating hours for meetings
• Attending Student Life tabling events for membership recruitment
• Individual tabling for membership recruitment

B. Gold Club Recognition

These clubs are larger in nature and are striving towards collectively shared goals beyond that of a social connection. This may include increasing education, awareness, service, and offerings around a specific set of interests, hobbies, or beliefs to benefit the larger NOVA community in some way. GOLD Student Clubs are not required to be GREEN Student Clubs beforehand.

A. Required:

a. President, Treasurer, Secretary [2.25 gpa for exec board member(s)]

i. Titles are connected to campus [i.e. AL President, AN President, LO President]

b. Minimum of 6 members total

i. All members must be currently enrolled students, in good standing with NOVA.

c. Meeting Minutes, Attendance, and an Active Roster must be maintained

d. Faculty/Staff Advisor

e. Completed Club Constitution [a template will be provided]

f. Willingness to expand membership and access collegewide

B. Allowances:

a. Space reservation within 9am – 9pm campus operating hours

b. Attending Student Life tabling events for membership recruitment

c. Individual tabling for membership recruitment

d. Fundraising

e. Request money from SGA

f. Planning and Hosting events

g. Attend associated offsite experiences as a NOVA delegation [conferences, institutes, etc.]

h. Capacity to expand & recruit membership college-wide

i. If club expands sub-groups across college, a Club Council must be established [Presidents serve as Co-Chairs]

C. Student Organization

○    Have an overarching local, regional, national, or global governance beyond NOVA [PTK, NSLS]

○    Have specific membership requirements related to grade point average, recommendations, service, etc. [PTK, Honors Program]

○    Members are selected through an application / formalized election process, this includes the Student Government Association.

NOTE: Recognized religious or political student clubs or organizations may limit activities that relate to the core functions of the organization to only those students who support the organization’s mission.

2.2 Student Organization Checklist

A. Beginning of the Academic Year

• Complete the Recognition process by the yearly deadline advertised by the Office of Student Life.

• Officers must attend Student Organization Officer Training scheduled by Student Life each semester. (Required)

Verify your Organization Fund status with the Office of Student Life.

1. 1. 1. 4. Meet with your organization’s advisor if you haven’t met them yet.
         5. Review financial records, constitutions and bylaws, and other important documents.
         6. Confirm your reservation for a table at campus or online recruitment events.

B. Throughout the Year

1. 1. 1. 1. Update your organization’s information to ensure proper contact information. When new officers are elected or when you acquire a new advisor, contact Student Life within 5 business days of the change so they can assist you in updating all resource materials.
         2. Regularly meet (at least once a semester) as an entire student club organization and as leadership of the organization.
         3. Train new officers in bookkeeping, budgeting, and completing applicable forms.
         4. Maintain minutes with new member contact information and submit to your advisor regularly.
         5. Maintain an up-to-date contact list for all active members.
         6. Attend Student Government budget meetings (as applicable) and other committees as assigned.
         7. Submit budget updates at the end of each semester for reconciliation.

C. End of the Academic Year

1. 1. 1. 1. Reconcile all of your student organization’s financial records; make sure you have money in your account.
         2. Organize your officer files and resources and pass one copy of the information and supplies to new officers. A second copy should be submitted to Student Life to ensure a smooth transition.
         3. Recognize and reward members for their accomplishments.
         4. Encourage the incoming officers to obtain a copy of the Student Life Resource Guide. This can be found online, or in the Office of Student Life.

2.3 Recognition

To be a recognized club or organization student groups must complete the application process. It is relatively simple and is associated with several benefits at NOVA. For new student organizations, this is the first step to becoming a recognized group at the College. The Recognition process includes completing an application form, submitting a list of members, an advisor, a constitution and by-laws for the organization.

Please note that Policies and Procedures outlined in the Student Handbook, this Resource Guide, and all other governing publications of the College supersede Club Constitutions.

When an organization makes a change to their original constitution, bylaws or other documentation that was submitted to the Office of Student Life at the time of establishment, the changes must be submitted within 5 business days of the change. These changes must also be recorded in the Office of Student Life and the Director of Student Leadership & Engagement.

Student clubs and organizations, including their officers and members, have no authority to speak for the college or commit the college to any agreement or undertaking. The college reserves the right to supervise on-campus and virtual activity, but does not assume any obligation to do so.

A. Membership & Attendance

The Office of Student Life serves as a universal advisor to student clubs and clubs and organizations in their operations and activities. In fulfilling this duty, the Office must define membership status to establish the level of opportunity provided to the students and community of NOVA.

Members of the community who are not members of the student body, faculty or staff are not eligible for regular membership in an organization. Student leaders have the authority to determine whether or not non-student community members are allowed to attend meetings or club-sponsored events. Guests attending student organization meetings or club-sponsored events do not share in the benefits afforded to regular members.

B. Officers

Officers of a club or organization must be currently enrolled students in good academic standing. They must meet any other criteria established by the constitution of the organization. A student on disciplinary probation or deferred suspension may not participate or be eligible to receive college honors or awards for Student Life activities.

1. 1. Eligibility of Club Officers – Officers of student organizations must meet the following criteria to be eligible to serve:

a. Maintain a minimum cumulative GPA of 2.25 for the duration of their term of office.

b. 1st semester students are immediately eligible for probationary club officer status contingent upon achieving and maintaining a 2.25 GPA and adhering to all other standards of a club officer.

c. Not be on academic probation, disciplinary probation, or disciplinary deferred suspension; and be in good judicial and financial standing with NOVA.

1. 2. Eligibility of Club Members – All enrolled NOVA Students shall be eligible for voting membership in Student Clubs providing they meet the following criteria:

a. Not be on disciplinary probation or deferred suspension

b. 1st semester students are immediately eligible for probationary club member status contingent upon remaining in good academic standing.

c. Verification of eligibility for Club Officers and Members will be determined by the Student Life staff.

C. Voting

Voting is an action that can significantly affect the efficiency of a student club or club or organization. For this reason, the Office of Student Life has adopted the following statements regarding membership status requirements to ensure smooth operation. These statements are exceptions to the general rule of full and open membership, and are understood as necessary in certain situations, but not encouraged. Before adopting any of the following practices, your club or organization should consult with the Office of Student Life.

D. Exceptions to Regular and Open Membership

1. 1. 1. An Open Membership Student Organization may develop a reasonable attendance requirement for establishing a voting quorum.
      2. An Open Membership Student Organization may restrict its voting membership to ensure an efficient working group

In either case, the organization may not allow its voting membership to fall below ten members as required for recognition by the Office of Student Life, and the lack of voting rights shall only inhibit the associate members’ ability to contribute to the formal decisions of the group, but should not restrict the ability of any member to participate in or benefit from the organization’s operations or activities.

E. Fraternities & Sororities

Private clubs, private associations, social fraternities and social sororities will not be recognized by the college or the VCCS. If there is an affiliation with an external organization such as a national society, that organization’s constitution and by-laws shall be filed with the student and college governing bodies.

2.4 Recruitment

It goes without saying that a club or organization is nothing without its members. Every organization is built upon a common spirit and interest, but it’s the people that make that spirit come alive. Recruiting members is integral for starting a new group, but should be a continual process to ensure constant interest and membership.

A. Who?

So, your organization has formed and you’re looking to boost your membership. Whom do you target? There are many students across each campus and online, so the more you advertise, the more students will know about your organization. All members of the organization should embrace the mission and goals of the organization. Throughout your recruitment process, make sure the mission and goals are stated and clear to potential members.

B. Where?

There are many places for groups to advertise their events. See Section 3.4.D for more information on general advertising rules or refer to the Office of Student Life for respective campus-based and virtual advertising. In the fall and spring, organizations can participate in Club Recruitment Events hosted by the Student Life Office. Contact the Office of Student Life to find out how to get involved in this and other traditions.

C. What?

Now that you know who you’re trying to recruit and where you could do it, what do you do? There are a few things that many organizations do to recruit and advertise. Table in the cafeteria or other public spaces and flyers are two of the established easy ways to get information out to students. However, due to limited space it is sometimes hard to reserve advertising space. Virtually, clubs and organizations can submit marketing to the Virtual Student Union. A list of creative marketing ideas is available in Appendix A. Also, activity is the key to success in recruiting students. Making a special effort to get new students to come to your organization’s activities is a good way for them to gauge whether or not they want to join.

D. When?

Although you can advertise your student organization anytime throughout the year, there are a few times when students will be especially receptive to joining organizations and learning about the opportunities that are available to them. As mentioned before, some of the best opportunities to recruit new members are at the college traditions of the Club Recruitment Events, NOVA Day, and Spring Fling (listed under Section 3.5 within this manual). During the day, advertising all over campus is a good way to create interest in an upcoming event. Students are more apt to attend an event if they are excited about it.

E. Why?

How you advertise and promote your organization is almost as important as the preceding four categories put together. You need to present a positive attitude, be approachable to students, and have fun. Student organizations do require hard work and dedication but there are many benefits, including having fun and getting involved on campus outside of academics.

2.5 Inactive Status and Loss of Club Recognition

Prior to being declared inactive, a club or organization’s President will be so advised and given an opportunity to present relevant information on behalf of the organization. Such a hearing would be held with Student Life staff. Student Life may also declare an organization inactive for the following reasons:

A. Inactive Status

An organization may be declared inactive by the Dean of Students (or designee) if any one of the following conditions exists:

1. 1. 1. Failure to maintain the required number of members in the organization (3 or 6 depending on level).
      2. Failure to maintain a club advisor.

NOTE: Student Life staff may serve as a temporary Advisor for one semester and must be notified/requested by the club.

1. 1. 3. Failure, upon request, to provide a list of officers, or constitution changes to the Student Life staff.

1. 1. 4. Failure to comply with audit requirements of club accounts when required.
      5. Failure to provide representation at meetings scheduled for all student organizations by the Student Life staff, unless extenuating circumstances are provided and accepted.
      6. Failure to abide by the regulations set forth in the Student Handbook.

An organization may also revert to Green Group status for a given semester or semesters by submitting a written request to the Student Life Office. Until the organization corrects all deficiencies which caused declaration of inactive status, the following will be observed:

1. The organization will lose financial support from the Office of Student Life.
2. The organization’s name will not appear in campus publications such as newsletters, public bills of fare, menus, parking tickets, etc..
3. The organization is ineligible for any awards or honors.
4. The organization will not be permitted to hold any events or fundraisers on campus.

B. Loss of Recognition

An organization’s loss of recognition may be declared by the Dean of Student Success or Director of Student Leadership and Engagement. Dean of Student Success or Director of Student Leadership and Engagement. (or designee) upon recommendation of the Student Life staff. Appeal of this action may be submitted in writing to the Director of Student Leadership and Engagement. A student Club that has lost recognition will have its financial holds forfeited to the Student Club general funding pool. Should the Club wish to reestablish they would begin by applying for Recognition as a new student Club.

1. Three Strikes Process

Violations of the policy on scheduling events and other minor clerical or organizational mistakes will be handled by the Office of Student Life using the following process:

a. Warning: A notice will be sent to the advisor and officers of an organization that they will be placed on Inactive Status if specified obligations are not met within a designated period of time. This could include but is not limited to submission of reports or a successful program application process.

b. Inactive Status: Loss of any or all privileges of recognized student organization. If the specified obligations are not met, the organization will be considered Inactive. Inactive Status will be for one full semester, after which status of the organization may be reviewed. An organization with two lapses in status in an academic year will be sent upon recommendation of the Student Life staff to the Dean for Loss of Recognition.

c. Loss of Recognition: If the inactive organization does not proceed with a review after the duration designated by the Office of Student Life for a period of two academic years the organization will automatically lose recognition and would need to submit a new Recognition Application to regain active status. There will not be a written warning issued prior to this type of Loss of Recognition.

i. If the specified obligations are met, the organization will again be in good standing, however, they will have a strike on the organization’s record.

ii. An organization with three strikes in an academic year will be sent upon recommendation of the Student Life staff to the Dean for Loss of Recognition.

2. Immediate Loss of Recognition

Loss of recognition can occur after a single incident of the following:

1. 1. Willful or negligent violations of college policies, state or federal law
   2. The organization is found responsible for events or activities that create unsafe conditions for members and participants
   3. Evidence of failure  to  abide    by  its  own Constitution and By-Laws (e.g. discrimination in membership, misappropriation of local revenue funds, etc.)
   4. Violation of the Student Handbook or Student Code of Conduct(https://www.nvcc.edu/students/handbook/conduct.html)

Such incidents will be sent upon recommendation of the Student Life staff directly to the Dean of Student Success or Director of Student Leadership and Engagement.

A Student Club will also be declared inactive and will forfeit its financial holdings after a period of inactivity for a period of two academic semesters excluding summer sessions.

C. Interim Actions

Any Student Organization whose members and/or officers are under review of possible Code of Conduct violations, college policies, or state or federal laws in connection with an activity or action of the Student Organization may be subject to interim actions, pending the outcome of such investigations. Interim actions may include, but are not limited to: suspension of all organization activities, removal of one or more officers (permanently or temporarily), funding restrictions, loss of ability to travel, or ineligibility for awards.

Appeals to this action can be made to the Campus Deans of Student Success or Director of Student Leadership and Engagement.