Student Club & Organization Resources

What is the difference between a student club and a student organization? Both groups must follow Policy FKC (Local) and are overseen by the Student Government Association (SGA) and Student Life. However, they operate under different institutional structures:

• Student Club: A group of currently enrolled COM 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 Organization: Represents COM in the community and is integral to its mission. They meet all the criteria of a club, plus additional institutional requirements.

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Membership in all clubs and organizations is open to all COM students who are in good standing with the institution.

• Nondiscrimination: Membership and leadership positions may not be denied on the basis of race, religion, gender, age, sexual orientation, nationality, marital status, or physical ability. Any organization found violating this policy will lose its benefits and status.
• Academic/Vocational Exceptions: Academic or vocational groups may restrict membership only on the basis of a student's GPA and/or specific program enrollment.
• Required Training: All officers and advisors must complete SafeColleges Training annually.
• Students with Disabilities (EFCA - Special Programs): In accordance with the Federal Rehabilitation Act and 34 C.F.R. Part 104, Subpart E, 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 extracurricular services.

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Any group of students may form a club, provided their purpose aligns with existing federal, state, and local laws and college policies.

Eligibility Requirements: A group is eligible for registration if they meet the following criteria:

Minimum of 7 active student members.
One full-time, benefits-eligible advisor.
Membership is limited strictly to students, staff, and faculty of the College.
The group is not currently under a disciplinary penalty prohibiting registration.
Business is conducted in accordance with COM policies, procedures, rules, regulations, and local/state/federal laws.

Steps to Start a Club:

1. Meet all eligibility requirements listed above.
2. Complete the Recognition Packet, which requires a list of student names, officer names/titles, and a club constitution.
3. Submit forms before the October deadline (Fall) or February deadline (Spring).
4. Get your official charter approved by the SGA board and Student Life. (Note: Approval may be revoked at any time by a vote of the COMSGA for violations of the constitution or college policy).

Requirements to Maintain Active Status: To avoid becoming inactive, clubs must re-establish and renew their status every academic year during the Fall semester. Active clubs must:

• Have a representative present at all SGA meetings.
• Host meetings with club members at least once a month.
• Host or co-host at least two approved events per semester.
• Notify Student Life and SGA immediately of any organizational changes.
• Follow the SGA constitution and college policy.

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Role of a Student Officer To lead a club, specific roles must be filled. Officers must complete their SafeColleges modules and fully understand their constitutional responsibilities.

• Required Roles: President, Secretary, Treasurer, and a Club Representative for SGA (the representative role can be combined with another officer position).
• Optional Roles: Vice President, Historian, Parliamentarian.
• Removal Process: If students wish to remove an officer, they must provide proper cause, ensure due process, and strictly follow the procedures outlined in the club or SGA constitution.

Role of an Advisor Advisors must be full-time employees at COM who are knowledgeable or willing to learn about the club's main interests. Their responsibilities include:

• Attending meetings and activities hosted by the club or organization.
• Maintaining strict financial oversight and verifying member eligibility.
• Completing annual SafeColleges/Risk Management Training.
• Ensuring club members follow COM policies and the club/organization handbook.
• Submitting a list of officers/members to Student Life at the beginning of each semester.
• Submitting an affidavit at the start of each semester stating that the group does not, and will not, accept any member who is not a current student, faculty, or staff member of the College.
• Removal Process: Advisors may be removed by Student Life if they fail to meet these responsibilities. If students face challenges working with their advisor, they are encouraged to contact the Student Life office for support and guidance prior to initiating any formal advisor removal processes through the SGA constitution.

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What is Parliamentary Procedure?

It is a time-tested set of rules for conducting business at meetings and public gatherings. Using Robert's Rules of Order (Newly Revised) allows everyone to be heard and enables groups to make decisions efficiently without confusion.

Typical Fixed Order of Business:

Organizations using parliamentary procedure usually follow this structure:
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.

How Motions Are Presented & Expanded

A motion is a proposal that the entire membership take action or take a stand on an issue. Members can call to order, second, debate, and vote on motions using these steps:

• Obtaining the Floor: Wait until the last speaker has finished. Rise, address the Chairman ("Mr. Chairman/President"), and wait to be recognized.
• Make Your Motion: Speak clearly, concisely, and always state the motion affirmatively. Say, "I move that we..." rather than, "I move that we do not..." Avoid personalities and stay on subject.
• The Second: Another member must second your motion. If no one seconds it, the motion is lost.
• The Chairman States the Motion: The Chairman places the motion before the membership by saying, "It has been moved and seconded that we..." At this point, it becomes "assembly property" and cannot be changed without the consent of the members.
• Debate & Expansion: The mover is always allowed to speak in favor of the motion first. All comments must be directed to the Chairman and stay within established time limits. The mover may only speak again after all other speakers are finished.
• Putting the Question: When discussion ends, the Chairman asks, "Are you ready to vote on the question?" The Four Basic Types of Motions:
  
  • Main Motions: Introduces new items to the membership. They cannot be made when any other motion is on the floor.
  • Subsidiary Motions: Used to change or affect how a main motion is handled (voted on before the main motion).
  • Privileged Motions: Brought up for urgent, special, or important matters unrelated to pending business.
  • Incidental Motions: Provides a means of questioning procedures concerning other motions (must be considered before the other motion).

5 Methods of Voting on a Motion:

1. By Voice: The Chairman asks those in favor to say "Aye" and opposed to say "No." Any member may challenge the result for an exact count.
2. By Roll Call: Each member answers "Yes" or "No" as their name is called (used when an official record of each vote is required).
3. By General Consent: For unopposed motions, the Chairman says, "If there is no objection..." Silence shows agreement. If a member objects, it goes to a formal vote.
4. By Division: Used when a voice vote is challenged or when a $2/3$ majority vote is required.
5. By Ballot: Members write votes secretly on a slip of paper.

Other Common Voting Motions:

• Motion to Table (used to temporarily halt or "kill" a motion, with the option to "take from the table" later)
• Motion to Postpone Indefinitely (used as a parliamentary strategy to test opponent strength without an actual vote, reopening debate on the main motion).

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Club Recognition Form

• Note: This digital form requires a student signature. To begin, you must upload your document containing student names, ID numbers, your official club name, and your club constitution. Once submitted, your advisor will receive an automated email to sign digitally.

Additional Forms & Documents

• Note: Active clubs and organizations must log in using their official COM network credentials to access these internal SharePoint files.

Club and Organization Handbook

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