Student Life Resources

What is a Student Club? A student club is a group of currently enrolled College of the Mainland students, staff, and faculty promoting a common interest. Only credit enrolled students may be club members, serve as officers, or vote on club matters. Student Government Association (SGA) and Student Life oversee all clubs and organizations on campus.

To form a club:

• Minimum 7 student members
• One full-time, benefits-eligible advisor
• Clubs may form only at the beginning of Fall or Spring semesters.
  • Re-establish a club each year to avoid becoming inactive

What is a Student Organization? A student organization represents COM in the community and is integral to its mission. The organization must meet the criteria of a club plus additional requirements from their organization. Characteristics include:

• Sponsored advisors receive stipend by the institution
• Often part of national organizations
• May collect dues and have an institutional budget

Membership (FKC local)

Both clubs and organizations must follow policy FKC local.

• Membership is open to all COM students, who are in good standing with the institution.
• Membership and leadership positions may not be denied on the basis of race, religion, gender, age, sexual orientation, nationality, marital status, or physical ability.
• All officers and advisors must complete SafeColleges Training annually.
• Academic or vocational groups may restrict membership only on the basis of a student’s GPA and/or program enrollment.
• Any organization found violating the membership policy will lose club/organization benefits and status.

College of the Mainland recognizes the vital contributions that student clubs and organizations make to the quality of student life on campus, however, recognition as a College of the Mainland club or organization is not to be interpreted as an endorsement or approval of the purpose and /or activities of any club or organization by College of the Mainland.

EFCA - Special Programs: Students with Disabilities

No qualified student shall, on the basis of a disability, be excluded from participation in, be denied the benefits of, or otherwise be subjected to discrimination under any academic, research, occupational training, counseling, or any other extracurricular or other postsecondary education aid, benefits, or services to which the federal Rehabilitation Act and 34 C.F.R. Part 104, Subpart E applies. 34 C.F.R. 104.43(a) - (b)

Any group of students may be recognized as a club, if their purpose is within existing federal, state, and local laws and college policies. Groups interested in forming a club must meet all requirements. The club recognition and renewal process are done once every academic year in the Fall semester. A club may begin in the Fall or Spring semester; however, they must be renewed every Fall semester, as that marks the start of a new academic year.

A group shall be eligible for registration if:

• Minimum 7 student members
• One full-time, benefits-eligible advisor
• Membership is limited only to students, staff, and faculty of the College
• Does not deny membership to anyone on the basis of sex, disability, age, color, race, nationality, or religion
• Not under a disciplinary penalty prohibiting registration
• Conducts business in accordance with COM policies, procedures, rules, and regulations; as well as with local, state, and federal laws
• Clubs may form only at the beginning of Fall or Spring semesters.
  • Re-establish a club each year to avoid becoming inactive

Steps for starting a club:

1. Meet requirements listed above and in the Recognition Packet
   1. The recognition packet will require a list of student names, officer names and titles, and a constitution.
2. Submit forms before October (Fall) or February (Spring) deadlines
3. Get charter approved by SGA board and Student Life

*Approval of the charter does not constitute endorsement of its program or purpose by the college. This charter may be revoked at any time by a vote of the COMSGA for any reasons listed in section V of the COMSGA constitution or college policy.

Required Roles:

• President
• Secretary
• Treasurer
• Club Representative for SGA (Combinable with other required positions)
• Advisor which is a full-time employee at COM

Requirements to maintain active status:

• Representative at all SGA meetings
• Host meetings with club members at least once a month
• Host or co-host two approved events
• Notify Student Life and SGA of any changes
• Follow SGA constitution and college policy

Role of a Student Officer

Required Roles:

• President
• Secretary
• Treasurer
• Club Representative for SGA (Combinable with other required positions)

Optional:

• Vice President
• Historian
• Parliamentarian

Each officer must:

• Complete Safe Colleges modules
• Understand SGA and club constitutional responsibilities

If students wish to remove an officer, they must follow the procedures outlined in the club constitution or the Student Government Association constitution. Students must provide valid reasons for the removal – officers cannot be removed without proper cause or due process.

Role of an Advisor

Advisors are required to:

• Be a full-time employee at COM
• Be knowledgeable or willing to learn about the club’s main interest
• Must attend meetings and activities hosted by their club or organization
• Maintain financial oversight
• Verify member eligibility
• Complete Safe Colleges/Risk Management Training
• Ensure club members follows COM policies and club/organization handbook
• At the beginning of each semester, list of officers and members sent to Student Life
• At the beginning of each semester, an affidavit stating that the group does not, and will not, accept any member who is not a student or a member of the faculty or staff of the College sent to Student Life

Advisors could have more requirements depending on the club’s initiatives and plans.

Advisors may be removed from their role if they fail to meet the responsibilities outlined above. This process will be handled through the Student Life department.

If students wish to remove an advisor, they must follow the procedures outlined in the Student Government Association constitution. Students must provide valid reasons for the removal – advisors cannot be removed without proper cause or due process. Students who experience challenges working with their Advisor are encouraged to contact the Student Life office for support and guidance. Concerns should be brought to Student Life prior to initiating any advisor removal process.

What is Parliamentary Procedure?

It is a set of rules for conduct at meetings that allows everyone to be heard and to make decisions without confusion.

Why is Parliamentary Procedure Important?

Because it’s a time-tested method of conducting business at meetings and public gatherings. It can be adapted to fit the needs of any organization. Today, Robert’s Rules of Order, newly revised, is the basic handbook of operation for most clubs, organizations, and other groups. So, it’s important that everyone know these basic rules!

Organizations using parliamentary procedure usually follow a fixed order of business. Below is a typical example:

1. Call to order.
2. Roll call of members present.
3. Reading and Approval of minutes of last meeting.
4. Officer’s reports.
5. Committee reports.
6. Special orders
7. Unfinished business.
8. New business.
9. Announcements.
10. Adjournment.

The method used by members to express themselves is in the form of making motions. A motion is a proposal that the entire membership take action or a stand on an issue. Individual members can:

1. Call to order.
2. Second motions.
3. Debate motions.
4. Vote on motions.

There are Four Basic Types of Motions:

1. Main Motions: The purpose of a main motion is to introduce items to the membership for their consideration. They cannot be made when any other motion is on the floor, and yield to privileged, subsidiary, and incidental motions.
2. Subsidiary Motions: Their purpose is to change or affect how a main motion is handled and is voted on before a main motion.
3. Privileged Motions: Their purpose is to bring up items that are urgent about special or important matters unrelated to pending business.
4. Incidental Motions: Their purpose is to provide a means of questioning procedure concerning other motions and must be considered before the other motion.

How are Motions Presented?

1. Obtaining the floor
   1. Wait until the last speaker has finished.
   2. Rise and address the Chairman by saying, “Mr. Chairman, or Mr. President.”
   3. Wait until the Chairman recognizes you.
2. Make Your Motion
   1. Speak in a clear and concise manner.
   2. Always state a motion affirmatively.
      Say, “I move that we...” rather than, “I move that we do not...”
   3. Avoid personalities and stay on your subject.
3. Wait for Someone to Second Your Motion
4. Another member will second your motion or the Chairman will call for a second.
5. If there is no second to your motion it is lost.
6. The Chairman States Your Motion
   1. The Chairman will say, “It has been moved and seconded that we ...” Thus, placing your motion before the membership for consideration and action.
   2. The membership then either debates your motion or may move directly to a vote.
   3. Once your motion is presented to the membership by the chairman it becomes “assembly property,” and cannot be changed by you without the consent of the members.
7. Expanding on Your Motion
   1. The time for you to speak in favor of your motion is at this point in time, rather than at the time you present it.
   2. The mover is always allowed to speak first.
   3. All comments and debate must be directed to the Chairman.
   4. Keep to the time limit for speaking that has been established.
   5. The mover may speak again only after other speakers are finished, unless called upon by the Chairman.
8. Putting the Question to the Membership
   1. The Chairman asks, “Are you ready to vote on the question?”
   2. If there is no more discussion, a vote it taken.
   3. On a motion to move the previous question may be adapted.

Voting on a Motion:

The method of vote on any motion depends on the situation and the by-laws of policy of your organization. There are five methods used to vote by most organizations, they are:

1. By Voice – The Chairman asks those in favor to say, “Aye,” those opposed to say “no.” Any member may move for an exact count.
2. By Roll Call – Each member answers “yes” or “no” as his name is called. This method is used when a record of each person’s vote is required.
3. By General Consent – When a motion is not likely to be opposed, the Chairman says, “If there is no objection...” The membership shows agreement by their silence, however if one member says, “I object,” the item must be put to a vote.
4. By Division – Taken when the result of a voice vote is challenged or when a 2/3 vote is required.
5. By Ballot – Members write their vote on a slip of paper. This method is used when secrecy is desired.

There are two other motions that are commonly used that relate to voting.

1. Motion to Table – This motion is often used in the attempt to “kill” a motion. The option is always present, however, to “take from the table,” for reconsideration by the membership.
2. Motion to Postpone Indefinitely – this is often used as a means of parliamentary strategy and allows opponents of motion to test their strength without an actual vote being taken. Also, debate is once again open on the main motion.

Parliamentary Procedure is the best way to get things done at your meetings but, it will only work if you use is properly.

1. Allow motions that are in order.
2. Have members obtain the floor properly.
3. Speak clearly and concisely.
4. Obey the rules of debate.
5. Most importantly, be courteous.

Club Recognition Packet:

• Club Recognition Form

The club recognition form will require the student to complete the form as it will take their signature. The student will need to have a document of student’s names and ID numbers, club name, and constitution to begin. The advisor will receive an email afterwards to sign digitally to move forward for approval.

Additional Forms:

• Link to SharePoint

The clubs and organizations will need to log in to their COM account to access the SharePoint.

College of the Mainland is accredited by the Southern Association of Colleges and Schools Commission on Colleges to award associate degrees and certificates. Contact the Commission on Colleges at 1866 Southern Lane, Decatur, Georgia 30033-4097 or call 404-679-4500 for questions about the accreditation of College of the Mainland. The Commission is to be contacted only if there is evidence that appears to support the institution’s significant non-compliance with a requirement or standard.

College of the Mainland is also accredited by the Texas Higher Education Coordinating Board and the Association of Texas Colleges and Universities.

College of the Mainland is an equal opportunity/affirmative action educational institution and employer. The College District prohibits discrimination, including harassment, against any individual(s) on the basis of race, color, religion, national origin, age, veteran status, disability, sex, sexual orientation, gender, to include gender identity and gender expression, or any other basis prohibited by law. Retaliation against anyone involved in the complaint process is a violation of College District policy.

Further, as a recipient of Federal financial assistance, College of the Mainland prohibits discrimination against any beneficiary of, applicant to, or participant in programs financially assisted under Title I of the Workforce Innovation and Opportunity Act, on the basis of the individual’s citizenship status or participation in any WIOA Title I–financially assisted program or activity.

Inquiries concerning application of Title IX of the Education Amendments of 1972, as amended, may be referred to the College’s Title IX Coordinator or the U.S. Department of Education’s Office of Civil Rights.