Guidelines for IVCC Student Organizations
These guidelines have been compiled by the Student Activities Department for the guidance of IVCC organizational officers and advisors. The Coordinator of Student Activities is the contact person for all organizations. Organizations seeking information on either procedure or approval for activities not covered in these guidelines should confer with the Coordinator of Student Activities. Each problem or request will be individually reviewed and considered on its merit and for compatibility with the overall student activity program.
All forms and procedures may be obtained online at: www.ivcc.edu/studentactivitiesguidelinesandforms
Coordinator of Student Activities: Cory Tomasson
Office: E-306 | Phone: 224-0509 | Email: Cory_Tomasson@ivcc.edu
The responsibility of each student officer is as follows:
- To be familiar with the constitution and bylaws of the organization, the specific duties of the office, and basic parliamentary procedure.
- To remember that the organization is but a part of the college, and that organization projects and activities must be considered for their effect on the total operation of the college.
- To plan the events well in advance.
- To schedule regular meeting times and places with agenda detailed so orderly progress may be assured in achieving the goals of the organization.
- To remember that activities of the organization should be planned and carried out by the students, not by the advisor. The faculty/administrative advisor is to be considered as a consultant.
- Each organization is responsible for seeing that the following materials are filed with the Coordinator of Student Activities:
- A copy of the constitution and/or bylaws, if amended, of the particular organization.
- Annual evaluation of the group’s activities as provided in the budget request documents.
Each student organization must have a faculty/administrative advisor.
Organization advisors are generally a volunteer faculty or administrative personnel who, out of their interest and dedication, give their time and talents to the student organization. Advisors provide the basic orientation to, and continuity for, the organization program. In a two-year college where the student turnover is high, the organizations are dependent on the advisor to provide knowledge and direction as the new members try to carry on the activities, traditions, and services of that group.
The responsibility for the selection of advisors for organizations belongs to the members of the particular group. However, the Coordinator of Student Activities must be informed of the selection.
Responsibilities of the Advisor
- Acting as the official college representative at all organizational functions. Responsibilities for supervision extend from the beginning to the end of each event. Approval for an organization activity of any kind is conditional to the advisor being present.
- Being in attendance at all official meetings of the organization.
- Assist students with completing forms and reserving space for events or meetings.
- Supervising the collection and expenditure of all organizational funds in accordance with college and organization procedures.
- Supervising the election of officers.
- Signing all communications from the organization to the Coordinator of Student Activities prior to their being submitted (e.g. room reservations, requests for money).
Advisors are invited and encouraged to discuss organization problems with the Coordinator of Student Activities.