Carroll Student Clubs Operating Rules
At the start of each academic year, the Carroll College Director of Student Activities and the Associated Students of Carroll College (ASCC) will review all clubs at the Carroll College Club Fair. During the Club Fair, all clubs must provide the ASCC and the Director of Student Activities with an updated list of Carroll College students who are current club members. The ASCC and/or the Director of Student Activities may also require clubs to submit an updated club constitution for approval.
To retain its status as a Carroll College club, all clubs must fully comply with the following rules. Failure to comply with the following rules shall be grounds for the Director of Student Activities and/or ASCC to impose appropriate sanctions, up to and including revocation of club status. The ASCC and/or the Director of Student Activities may request Carroll College clubs to submit information demonstrating that a club is complying with the following rules.
- All proposed club constitutions must be reviewed and approved by the Vice President of Student Life before a club may present itself for approval to the ASCC Senate.
- In order to be a recognized club at Carroll College, the ASCC Senate must formally approve the club.
- All Carroll College clubs must have at least 10 active members, who currently are students at Carroll College.
- All aspects of the club must be run by current Carroll College students. Individuals who are not students at Carroll College may not join a club.
- All clubs must have an adviser who is a current employee of Carroll College.
- All club finances must be run through Carroll College club accounts only, which are set up and separately accounted for in the College’s Business Office.
- All clubs must follow Carroll College financial policies and procedures established and maintained by the Office of Finance & Administration and the Business Office.
- All club travel must be approved in advance by the club adviser, and the Director of Student Activities.
- All travel outside the country must be organized and approved in advance through the Artaza Center and in collaboration with the Vice President, Finance & Administration.
- All on-campus club fundraising must be approved in advance by the Director of Student Activities. Contact Patrick Harris
- All off-campus fundraising must be approved in advance by the Office of Institutional Advancement. Contact Michael McMahon
- All money raised through club fundraising efforts must be deposited in Carroll College club accounts. This money may only be used for club purposes.
- All club events must be approved two weeks in advance by filling out an Event and Advertising Request Form. The Director of Student Activities will approve your event.
- All advertisements that promote club events, activities, or agendas must be approved in advance by the Director of Student Activities. Once approved, clubs may promote their events at Carroll College, including on the master calendar, all student email, and campus digital screens.
- Clubs must send a member to the Carroll College House of Representatives.
- All club activities must support the Carroll College Mission Statement.
- All club events should enhance or benefit a student’s experience at Carroll College.
- Carroll College clubs should not be self-serving, but instead should aim to serve others.
- Recognized Student Clubs may receive support from the ASCC and Carroll College.
- Clubs may receive funding from Carroll College to support club activities. This amount is determined on a yearly basis by the ASCC Senate.
- Clubs may request additional funds from the ASCC, as needed, if additional funds are available to support club activities. Clubs must submit requests for additional funds to the ASCC Senate for approval.
- Recognized clubs may be permitted to use Carroll College rooms, supplies, and facilities.
- Recognized clubs may be permitted to advertise on campus, pending approval by the Carroll College public relations department.
Club Adviser's Responsibilities
- To meet with the President of the club every month during the academic year.
- To advise the club on appropriate club functions and activities.
- To help the club solve problems.
- To review proposed club activities to ensure they support Carroll College’s Mission Statement, and are permitted by Carroll College campus rules.
- To ensure all proposed club events and programs are approved in advance by the Director of Student Activities by filling out an Event and Advertising Request Form.
- To ensure all club fundraising is approved in advance, and that all funds raised are deposited in the appropriate Carroll College club fund.
- To ensure all proposed club travel is approved in advance.
- To help assure the overall health and longevity of the club.
How to Become a Carroll College Club
- All proposed clubs must meet the following criteria:
- All proposed clubs must support the Carroll College Mission Statement.
- All proposed clubs must enhance, or benefit, the student experience at Carroll College.
- Proposed clubs must not be self-serving, but instead must aim to serve others.
- Club funds are used to benefit those within but also outside the club itself.
- All proposed clubs must have at least 10 committed club members.
Here are the 7 simple steps to become a club at Carroll College:
- Draft a club constitution (see instructions below) and recruit at least 10 committed club members.
- Present your proposed club constitution to the Vice President of Student Life, and obtain approval to present your proposed club constitution to the ASCC. The Vice President of Student Life may require changes to the club constitution.
- Present your proposed club constitution to the ASCC and the Director of Student Activities, and then arrange to present your member list and proposed club constitution at a Senate meeting. The ASCC and Director of Student Activities may require changes be made to your proposed club constitution.
- Attend a Senate meeting to present your club and be prepared to answer questions about your club, such as the purpose, benefits, goals, how funding will be spent, how it serves others, and how it reflects the Mission Statement of Carroll College.
- At the end of the presentation to the ASCC Senate, you will be thanked for your presentation and will be asked to leave to allow the Senate to vote to approve or dismiss your club.
- If the Senate approves your club, it will be presented to the Vice President of Student Life for final approval. At this stage the Vice President of Student Life may ask you for further information about the club.
- Finally, the Vice President of Student Life approves or dismisses the club.
How to draft a Club Constitution
The following content is essentially based on material from the Cornell University Student Activities Office web page (activities.cornell.edu). Thanks to our colleagues for publicly sharing these materials.
The Constitution of an organization contains the fundamental principles which govern its operation. The Bylaws establish the specific rules of guidance by which the group is to function. All but the most informal groups should have their basic structure and methods of operation in writing. To qualify for formal recognition, all student clubs and organizations at Carroll College must submit either a Constitution OR a Constitution with separate Bylaws. If a club or organization opts to submit a Constitution without Bylaws, that single document must address the relevant issues noted below under the discussion of Bylaws.
Why have a Constitution?
By definition, an organization is a “body of persons organized for some specific purpose, as a club, union, or society.” The process of writing a constitution will serve to:
- Clarify your purpose
- Delineate your basic structure
- Provide the cornerstone for building an effective group; and
- Allow members and potential members to have a better understanding of what the organization is all about and how it functions.
- If you keep in mind the value of having a written document that clearly describes the basic framework of your organization, the drafting of the Constitution will be much easier and more rewarding experience.
What should be covered by a Constitution?
The following is an outline of the standard information to be included in a Constitution. The objective is to draft a document that covers these topics in a simple, clear and concise manner.
Article I – The name of the organization
Article II – Affiliation with other groups (local, state, national, etc.)
Article III – Purpose, aims, functions of the organization
Article IV – Membership requirements and limitations
Article V – Officers (titles, terms of service, how and when elected)
Article VI – Advisor (term of service, how selected)
Article VII – Meetings (frequency, special meetings, and who calls them)
Article VIII – Quorum (number of members required to transact business)
Article IX – Vacancies and Dismissals (procedures and handling)
Article X – Amendments (means of proposal, notice required, voting requirements)
Article XI – Ratification (requirements for adopting this constitution)
Why have Bylaws?
The Constitution covers the fundamental principles but does not prescribe specific procedures for operating your organization. Bylaws set forth in detail the procedures your group must follow to conduct business in an orderly manner. They provide further definition to the Articles of the Constitution and can be changed more easily as the needs of the organization change.
What should be included in the Bylaws?
Bylaws must not contradict provisions in the Constitution. They generally contain specific information on the following topics:
- Membership (selection requirements, resignations, expulsion, rights and duties)
- Dues (amount and collection procedures, any special fees, when payable)
- Duties of Officers (powers, responsibilities, specific job descriptions, procedures for filling unexpired terms of office, removal from office)
- Executive Board (structure, composition, powers)
- Committees (standing, special, how formed, chairperson’s roles, meetings, duties, powers)
- Order of Business (standard agenda for conducting meetings)
- Parliamentary Authority (provisions for rules of order, generally Roberts Rules of Order – Newly Revised)
- Amendment Procedures (means of proposals, notice required, voting requirements)
- Other specific policies and procedures unique to your organization for its operation
Putting your Constitution to use
Remember the reasons for having a Constitution and Bylaws. They articulate the purpose of your organization and spell out the procedures to be followed for its orderly function. Constitutions usually require a 2/3 vote of the membership for adoption. Bylaws only require a simple majority for passage. Once you have developed your Constitution and Bylaws review them often. The needs of your group will change over time and it is important that the Constitution and Bylaws are kept up to date to reflect the current state of affairs.
Make sure every new member of the organization has a copy of the constitution and bylaws. This will help to unify your members by informing them about the opportunities that exist for participation and the procedures they should follow to be an active, contributing member. A thorough study of the Constitution and Bylaws should be part of officer training and transition.