Clubs and Organizations

General Posting Policy Guidelines

The Enrollment Services Office must approve all forms of advertisement that are posted on campus. It is strongly recommended that when using photocopied fliers the original copy be stamped before additional copies are made. Also, no postings may be placed on glass, painted surfaces, elevators, brick walls, etc.

Any individual that does not comply may face repair costs for damages done to these surfaces. For complete rules and regulations about posting on campus, please refer to your Student Handbook.

Sidewalk Chalk

Sidewalk chalk may only be used on sidewalks in areas where the rain will wash the chalk off. Do not use chalk on steps that are underneath pavilions, etc.

Table Tents

All fliers displayed on tables in the lower lobby and cafeteria must be cleaned up after the event/election/finality of the posting. Only recognized student clubs and campus departments are permitted to display fliers. Please bring your fliers to the Enrollment Services Office.

Student Club Social Media

Anyone starting a social media page (Facebook or other) or blog representing a Black Hawk College club must consult the Marketing and Public Relations Department in advance with their intention of use. BHC social networking pages will have a minimum of two administrators assigned. If an administrator leaves the college, they will be removed as a page administrator and another person assigned in their place. You are permitted to have closed/secret Facebook groups for your club/organization. SGA already has a group established and you will be asked to join once you represent SGA in an Officer or Representative role.

Solicitation Policy

All fundraisers (both on and off campus) must be approved by the Student Life Office (Vashti Berry), and if necessary, by the Vice President of Student Services.

Advertising/Marketing

Please visit the Enrollment Services Office to have your club promotions/elections materials/any additional forms for marketing inside the buildings stamped for approval. Please share this information with any student who would like to post flyers around campus (usually during election times).

Staff Accessibility

The staff members in the Advising Office maintain an open-door policy. You are encouraged to come by the office with questions about planning programs, handling funds, or any other issues that may arise. Appointments are encouraged and may be scheduled with the Coordinator of Orientation and Student Life or via e-mail at berryv@551827.com. If a staff member is unavailable, please leave a message and/or any paperwork in the mailboxes located outside the Advisor’s office door.

Leadership Resources

The Student Life Office/Advising has access to several different leadership opportunities and resources. In addition to these resources, there are opportunities for leadership development through attendance at workshops/conferences. For more information on these workshops/conferences and other resources, stop by the Student Life Office/Advising.

Supplies and Equipment

The Student Life Office/Advising also stocks paper, markers, paints, as well as other supplies that are available for student clubs—located in a storage closet in Building 3. You may also use the computers available in the office to work on student club minutes or publicity. Additionally, there is a printer available in the Student Life Office if you need to print fliers, minutes, etc. within reason.

Communication

There are several different channels of communication your student club may use to connect and engage with one another including but not limited to: verbal, social media, text, twitter, email and myBHC. Each team can establish the best forms of communication to ensure that responsibilities of being an officer elect are handled through a team approach. The SGA Advisor requests there be maintained an open line(s) of communication.

Student Club Constitution and Bylaws

Each student club should have a copy of its updated constitution and bylaws on file in the Student Life Office. Please note, there are several things that are required in all student club constitutions. If your club’s constitution does not include the features in bold, then it is suggested that a constitutional update occur. This should be completed by the end of the fall semester. If you change your constitution, please provide the changes to the Student Life Office immediately for approval.

Club Officer Elections

The selection of officers is important to sustain the club’s purpose, goals and objectives, and when planning events and activities. Each club will have its own election process that is fair and open. There are two models that can be applied:

1. Club members can appoint officers or
2. Conduct a formal election process where candidates’ campaign for a position and club members cast a vote for their choice.

The election process needs to be completed, and a listing of club officers needs to be submitted to Coordinator of Student Engagement as soon as possible.

Inactive Clubs

A club that has not had any meetings or activities for two consecutive semesters will be considered inactive and ineligible for funding from SGA. Contact the Coordinator of Student Engagement for information on how to reactivate a club.
Guideline and Regulations for ALL East Campus Student Clubs and Organizations.

Clubs wanting to be officially recognized by the Student Government Association need to follow a four-step process:

1. Identify a minimum of five current students to organize (student email, phone number and id number required).
2. Identify 1-2 club advisor(s).
3. Complete a club constitution. See a Club Constitution (PDF) .
4. Complete the Club Registration Form.

Once all steps are completed, the Student Government Association Senators will vote on the recognition of your club and the Coordinator of Student Engagement will notify the five (5) registered members and club advisor with an e-mail acknowledging their official status.

The Advisor

All clubs are required to have an advisor. A club advisor must be a non-student staff or faculty member at Black Hawk College. Club advisor responsibilities vary with the activity of the club for which the advisor is responsible. The following outline is intended to be a guide to responsibilities of an advisor, but may not be inclusive of those responsibilities which are mutually agreed to by the club and the advisor.

Advisor Role

• Responsible for seeing the programs conform to the educational purposes of the college.
• Attend club functions and programs, as required, to supervise and maintain use of college facilities.
• Assist club in planning and evaluating efforts to provide meaningful co-curricular opportunities within the club’s purpose.
• Schedule a meeting with an SGA Advisor for training.

When a student club or organization is approved, its advisor(s) are added to the Student Life: Club Advisors team where the budget request is available. This is a private team so permission or prior access must be granted by a team admin. If you have questions, please contact Jana Koch.