Student Organization Handbook

Germanna Community College does not discriminate on the basis of race, color, national origin, sex, age, (except when age is a bona fide occupational qualification), religion, marital status, political affiliation, sexual orientation, or other non-merit factors, or disability in its education programs, recruitment efforts, employment opportunities, programs or activities.

2.1 Germanna Community College shall provide a reasonable, prompt, orderly, and fairly administered resolution of complaints by an active student, credit or non-credit, for alleged discriminatory treatment by Germanna employees, or employees under contract to Germanna Community College.

2.2 A reasonable effort shall be made by the College to guide and support students through the complaint procedure to facilitate early and effective resolutions. The procedures herein described shall be conducted on a confidential basis.

2.3 Any student raising a complaint shall be treated with respect and shall receive a response as delineated in the following procedure. Retaliation against anyone involved in a complaint process, including the complainant, witnesses, or institutional representatives, is strictly prohibited. Any person found to have retaliated against anyone involved in a complaint is subject to disciplinary action.

2.4 The College will maintain a record of all formal student complaints against the institution.

2.5 The Dean of Student Development shall be responsible for developing and maintaining procedures that are consistent with this policy. All supervisors or administrators have a duty to act in accordance to this policy and shall ensure that the faculty, students, and staff, including visitors and contractors in their areas of responsibility, are aware of and in full compliance with this policy. The Dean of Student Development may appoint a designee to carry out all responsibilities detailed in this policy. The Dean of Student Development may be contacted as follows: Dean Dr. Frank Cirioni, fcirioni@germanna.edu.

Definition

Student activities are out-of-classroom activities that support the mission of Germanna Community College and provide students avenues for personal growth and enrichment.

1. Purpose

Germanna Community College encourages the development of a student activities program designed to promote educational and cultural experiences. Through participation in clubs and organizations or other planned activities, students develop a wide range of abilities, including intellectual, communication, athletic, and leadership skills. Students develop self-confidence, interpersonal skills, and an appreciation for other cultures and lifestyles. Finally, students develop a sense of integrity, purpose, and social responsibility that empowers them to be productive within and beyond the college community.

Germanna Community College Student Activities Department helps provides a wide range of services and is committed to developing effective leaders. Student Activities provides policies, procedures, advising, and support for all student organizations, student leaders, and advisors. We are here to help guide future leaders by offering services like Leadership training, diversity training, program planning education, time management training, and so much more.

2. Policy

The College shall recognize and encourage honorary, scholastic, service organizations, and sports clubs that do not restrict membership based on race, color, gender, age, religion, disability, national origin, sexual orientation or other non-merit factors. Private clubs, private associations, social fraternities, and social sororities shall not be recognized by the College.

3. Procedures

3.1.1 The student activities shall be under the College’s supervision.

3.1.2 There shall be a faculty or staff sponsor for each student club or organization.

3.1.3 All student activity funds shall be deposited with and expended through the college business office, subject to all policies, procedures, and regulations pertaining to such funds.

3.1.4 All student activity programs and recognized organizations must comply with the College’s nondiscrimination policy, except as follows:

3.1.4.1 Any recognized religious or political student organization shall be authorized to limit certain activities only to members who are committed to furthering the mission of such organization. Such activities include ordering the organization’s internal affairs, selecting the organization’s leaders and members, defining the organization’s doctrines, and resolving the organization’s disputes.

1. Hold an active membership (Have at least 5 active members)
2. Have a Germanna Community College faculty/staff advisor.
3. Register with Student Activities department each semester.
4. Follow Germanna Community College rules and regulations.
5. Follow Germanna Community College Student Organization Handbook.
6. Limit membership to enrolled students of the College.
7. Establish purposes and functions that do not interfere with the achievement of the College’s educational mission.
8. Inform Student Activities of all affiliations/associations with any organization outside the institution.
9. Select Executive Board leaders must be in good standing with Germanna Community College.
10. Solicit members who are currently enrolled, students.
11. Submit all required paperwork and documents in a timely manner.
12. Promote a diverse and inclusive environment.
13. Submit budget requests during the appropriate timeframe (At least 4 weeks prior to the event for regular budget requests. For travel requests, at least 2 months prior to the event)
14. Have a meeting with the Student Activities Coordinator each semester
15. Executive Board members and Advisors must check emails regularly
16. Collaborate with other organizations

1. Qualify for use of space (meeting rooms, programming space, etc.) on campus.
2. May bring in outside (non-GCC) speakers/programs.
3. May participate in recruitment fairs such as the Fall and Spring Student Organization Fair and other official college events.
4. Qualify for advertising via flyers, posters, calendars, and student announcements.
5. May fundraise on campus, if approved.
6. Allowed to attend officer/member training, leadership consultation, workshops, and other developmental events.
7. May host events on campus.
8. Qualify for using an Organization mailbox provided by Student Activities.
9. Connect more with the student body.
10. Connect more with the Student Government Association.
11. Better access to community service events.
12. Improve networking ad collaboration skills.
13. Improve budget management, accountability, and time management skills.
14. Learn about the organizational structure of the Student Government Association and the Student Activities Department.
15. Learn how to use and promote networking software for campus activities and co-curricular events.

Student organizations who request funding from Student Activities are required to complete the following points and standards. These points and standards are set to help student organizations grow physically, intellectually, and financially. There are a total of 7 points and standards. Each point is equivalent to about 12.2% of their end-of-semester success total. This total will allow student organizations to fairly and effectively allocate funding.

1. Have at least 5 active members in your organization or club
2. Register your student organization by February 1^st and November 1^st
3. Attend one Student Organization Training
4. Hold at least one recruitment event
5. Hold at least one event per year
6. Hold at least 6 meetings per year
7. Attend at least 2 SGA meetings per semester

Points & Standards Definitions

Student Organization Registration

Student Organization Registration is to be submitted by February 1^st for the Spring Semester and November 1st for the Fall Semester each year. Any student organization that has not registered their organization or club will be put on warning and will not receive funding until the club has re-registered.

Student Organization Training

Throughout the year, Student Activities and the Student Government Association will hold multiple Student Organization Training sessions to educate Student Organizations on how to: Retain members, request budgets, recruit, plan effective events, collaborate, and so much more. This training day is mandatory for all student organizations and they are expected to have at least 2 Executive Board Officers attend this training. *Multiple workshops are offered throughout the academic year, on Fridays*

Recruitment Event

Recruitment events may include, but are not limited to, student organization fairs, Welcome Day, tabling, and general events.

Event

Events must be free and open to all Germanna Community College students.

Six Meetings

Meetings must be open to the entire student organization and the organizational advisor must be notified of time and location. Meetings may be done face-to-face, through video, or teleconference.

Germanna Student Activities and the Student Government Association reviews Points and Standards for accuracy and completion. All Points and Standards are at the discretion of the Student Activities Coordinator. It is wise to keep a track of all of your Student Organization’s completed Points & Standards.

Student Activities welcomes all new and prospective organizations here at Germanna Community College. All prospective organizations must complete the following requirements.  Prospective student organizations will be placed on a minimum 1-semester probationary period and must meet expectations during this time to be considered an official student organization. The probation period release will be reviewed by the Student Government Association and the Student Activities Coordinator. Please complete the following requirements in order. The Student Activities Coordinator approves all student organizations.

Requirements

1. Meet with Student Activities Coordinator

Meet with Student Activities Coordinator to discuss the mission and goals of the organizations. The Student Activities Coordinator will ensure that there are no duplications of student organizations.

2. Have at least 5 Active Student Members

Have at least 5 active student members, and sufficient officers to fulfill the mission. (At least President and Vice President)

• All members must be currently enrolled at Germanna Community College.
• Executive Board Officers must be in good standing with Germanna Community College or in some cases higher if it is a requirement of a national organization.

3. Find an Advisor

All Student Organizations must have an advisor. The advisor must serve as either a faculty or staff member at Germanna Community College to sponsor the organization. Specific duties of Advisors are outlined in the Student Organizations Advisor Handbook. If the organization does not already possess an advisor, Student Activities can send an all-call advisor email out to all Faculty and Staff, upon request.

4. Complete New Student Organization Form

The form can be found on the Student Activities Website.

5. Advisor & Organization Agreement

Advisor & Organization Agreement includes things like the purpose and responsibilities of the advisor, responsibilities of the organization to the advisor, and the relationships between the two parties. This should be submitted annually along with the Student Registration Form deadline or if a change occurs mid-year. 

6. Organization’s Constitution

• There is no length requirement for the constitution, but organizational guidelines must be included. It can address why the organization is being formed and how the organization will be run. (Sample constitution can be found on the Student Activities website)
• Organizations with regional, national, or international affiliation must include a copy of the affiliate organization’s bylaws.

7. Submit Documents

The Student Government will assess all submitted documents and requirements met then, the documents go to the Student Activities Coordinator. Approval or denial will be sent out by the Student Activities Coordinator, who has final approval.

New Student Organization Funding:

Student Activities is here to assist all student organizations and will be happy to help fund food for an organization’s first interest meeting for prospective members.

Please let Student Activities know you will need food for your interest meeting at least 2 weeks prior to your meeting. Your request will be assessed.

New Student Organizations are to be placed on a minimum of 1 semester ‘’probationary period’ and are limited to a $250 spending limit within the first full semester of being an official student organization.

New Student Organizations shall not request funding for travel within the 1^st full semester of becoming an official GCC organization.

This does not apply to members who have been invited by Student Activities to Leadership/Training Conferences or student organization members that are being recognized for their hard work and service to their campus community.

*Organizations that are not considered an official organization by the college are not allowed to use any name or logo associated with Germanna Community College until full recognition is granted*

Sports clubs at GCC are facilitated through intramural adult leagues such as the YMCA. All comply with Title IX. Sports clubs or recreational activities have special requirements that differ from other clubs due to equipment needs, eligibility criteria, and the potential for injury.  In response to those concerns, the following policies must also be adhered to in addition to the standard club policies. All sports clubs and recreational members must be in good standing with Germanna Community College.

Assumption of Risk Forms

Assumption of risk forms must be completed by every student participating in a sport or recreational event of any kind. Student Activities will give the organization the ‘Assumption of Risk Form’ upon request.

Equipment

Sports and recreational clubs require more equipment. To not burden the clubs with high fundraising goals before they can start, Student Activities will consider funding requests for equipment that is to remain the property of Student Activities. If you need equipment, please see the Student Activities Coordinator prior to filling out a ‘Budget Request Form.’  Please make your quotes as specific as possible. Equipment will be checked out to the student leader of the club for the season.  Student Activities has very minimal storage space for items when not in use. 

*Recreational & Intramural or Extramural Sports clubs/organizations tend to involve recreational, leisure, and sports activities that might require special equipment and facilities beyond those required by a typical student organization. Depending on the needs of your organization, it could be beneficial to partner with community organizations that engage in similar types of activities. While Germanna Community College might have some resources that could be beneficial, please discuss any needs with the Student Activities Department in advance and keep in mind that your requests are not guaranteed.*

• All organizations are required to register with Student Activities by February 1^st of each Spring Semester and November 1^st of each Fall Semester. All registered student organizations are managed by Student Activities.
  • Please note that all executive board members, regular active members, and an advisor name are required.
  • Student Activities will review the elements of the application. If the application is missing information, the organization will be notified.
  • If the student organization does not fill out the required registration form by the semester deadline, they will be given until the next 30 days of the semester to register. If the student organization does not register by the end of the fall semester, it will be considered an inactive organization and all media and privileges will be revoked.
• Active Organizations are all student organizations who have completed the annual required registration form and are recognized by Student Activities
• Only recognized organizations are allowed to use college facilities and receive other support as provided by college policies. This does include prospective organizations that have met with the Student Activities Department.
• Organizations must be active to receive funding.
• Student Organizations must possess at least 5 active student members, and sufficient officers to fulfill the mission. (At least President and Vice-President) Members must be currently enrolled at Germanna Community College.
• The club president or designee will be required to attend at least 2 SGA meetings per semester.
• Selected Executive Board leaders must be in good standing with Germanna Community College or in some cases higher if it is a requirement of a national organization.
• All Student Organizations must have an Advisor. The Advisor must serve as either a faculty or staff member at Germanna to sponsor the organization.
• Students are not allowed to hold Executive Board Positions for more than 1 consecutive academic year. After the term is up, there must be internal elections. The previous position holder can run for office again if they wish to do so, organization Constitution permitting.
  • Organizations can have elections each semester if they wish to do so. (Must get approval from advisor)
• Student Organizations are allowed to borrow equipment from Student Activities like cameras, games, and more. An advisor or Executive Board member must submit a ‘Student Activities Equipment Request” form on the Student Organizations webpage for a list of the specific item(s). The advisor, as well as the Executive Board member(s), is responsible for this equipment. If something happens to the equipment, the Organization and Advisor will be responsible for replacing it, per the Student Activities Equipment Lending rules.
• You can request for Student Activities to print off flyers for your organization. After your flyers are approved and printed, you can pick them up in your mailbox in the Student Activities Center. (FAC, SP1, Room 100)
• All flyers must be approved by any GCC Welcome Center or Student Activities Department. If they are not approved, they will be taken down immediately and a warning will be given.
• If a student organization no longer has an advisor, Student Activities will help find that organization one, upon request.
• Student organizations have no authority to speak for Germanna Community College or commit the college to any agreement or undertaking.

Student Activities may declare your student organization inactive for the following conditions: 

1. The Student Organization fails to keep the required numbers of members in the organization (At least 5 members, notice will be given)
2. The Student Organization fails to maintain a required Germanna faculty/staff advisor. (Notice will be given)
3. Failure for the Student Organization to register by the end of each semester (Notice will be given)
4. Failure to abide by Germanna Student Policies
5. Failure to abide by the rules, regulations, and expectations outlined in the Germanna Community College Student Organization Handbook

*Student Organizations that are inactive and/or unregistered cannot request funds from Student Activities or the Student Government Association. Student Activities or the Student Government Association may help the Student Organization if they so see fit. If asked, Student Activities may provide materials and/or food for up to 2 interest meetings or events. (Case-by-case situation and $100 limit per event or meeting)*

*If an organization loses recognition, an appeal can be made in writing and submitted to studentactivities@germanna.edu. The appeal will then be forwarded to the Student Government Association and then the Assistant Dean of Student Development to be assessed. Student Organizations are NOT allowed to submit appeals directly to the Assistant Dean of Student Development.*

Immediate Loss of Recognition

• Violating college policies, state, or federal law
• Failure to abide by Germanna Community College’s Non-Discrimination Policy
• The organization is found responsible for holding events, meetings, or activities that create an unsafe environment for members or participants
• Violating Germanna Community College Student Policies

Steps to Get Back to an Active Status

• If you have below the required number of members (Less than 5):
  • Hold a recruitment table, hand out flyers, or ask the Student Government Association for help getting the word out.
• If you do not have an advisor:
  • Student Activities can send out an email of all Germanna Faculty/Staff to recruit an advisor for the organization, upon request.
• Seek help from your advisor
• Register your Organization
• Meet with Student Activities Coordinator and seek help
• Research good recruitment methods if applicable

Student Activities should be notified of any student organization lead events. You can notify Student Activities by emailing your event details to studentactivities@germanna.edu. It is always good to notify Student Activities of any events happening so you can receive the proper support from us. If we do not know about the event, we cannot support you or help you publicize it.

Event Planning

Please consider the following in planning an event:

1. Type of Activity: How does the purpose and objective of the event fit with the organization?  Will it benefit the college community as a whole?
2. Audience: Who do you hope to attract? What is the best way to reach them? How many people do you expect? Does this event promote diversity and/or inclusion?
3. Location: Are there classes happening nearby? Will the event be too noisy for classes? Is there enough space?  Has it been reserved and approved? It is easily assessable for everyone? Has your advisor completed a maintenance request for event set-up/tear-down? Has your advisor completed an IT request for speakers or other audio equipment needed?
4. Security is required for events taking place after business hours.
5. Food: Cost? Is it the right amount? Too much? Too little?  How is it prepared?  Health Department Concerns? Was the budget request submitted? Does to money requested reflect the number of people anticipated?
6. Workers: Who will be there to set up? Who will be there during the event?  Who will be there to clean up? Do you have enough people to pull off this event? Did you include tear-down in the maintenance request?
7. Time: How will timing impact participation or the potential audience? Are there many students on campus at this time? Are there classes at this time? Is it too late? Is it too early?
8. Approval: Have you contacted Student Activities?  Completed the budget request or room request forms ahead of time? Have you contacted your club advisor and properly prepared any necessary documentation?
9. Transportation: GCC vehicles are available for use, but only faculty and staff are eligible drivers for College vehicles.
10. Liability: Were ‘Assumption of Risk’ forms filled out and turned in? What about Student Travel Forms?
11. Publicity: Did you give the event at least 2 weeks of publicity? Are you tabling for the event? Did you personally hand out flyers? Are you speaking to your peers about this event?
12. Alternative plan: If outdoors, have a backup plan for rain. Choose alternate sites or times, make sure you put in a room reservation. Do you have a different date planned?

Before the Event

1. Brainstorm with group and advisor about ideas for an event. Plan a budget if necessary. 
2. Has your advisor submitted a Room Request form, if necessary?
3. Read the above section, ‘Event Planning’.
4. Have a prepared sign-in sheet for all who are in attendance?

During the Event

1. Know who is scheduled to do what and when.
2. Take pictures if you have the opportunity!!!
3. Safety first, know the location of first aid and emergency contact info for club members in case of emergency. Wear gloves if serving food.
4. Save any food receipts and documents to give to Student Activities!
5. Only advisors or the Student Activities department is allowed to sign/tip for delivered food.

After the Event

1. Clean up (select clean up volunteers ahead of time).
2. Submit any receipts to the Student Activities office.
3. Think about what went well and what can be improved upon.
4. Thank everyone who attended or helped.

On-Campus room reservations for student organization meetings or activities can only be made by your advisor. All room reservations should be submitted 1 month to 2 weeks before your meeting or event to ensure you can reserve the space. Your advisor will receive two emails back: confirmation of your request, and a second confirming the room reservation itself.  Your advisor should let you know when the approval/denial has been received.

*Please send your advisor the following information: Organization or activity involved, name of activity, reason for reservation, date(s), if it is a single event/meeting or takes place on a monthly, weekly, or bi-weekly basis, starting and ending times, which campus for the event, how you would like the room to be set-up, if applicable.* (Must fill out a maintenance request if set-up/tear-down is needed.)

If your organization requests to use the Student Lounge(s) or Student Activities Center for meetings, events, or activities, please urge your advisor to reserve the rooms as soon as possible, these spaces go quick! The Student Activities Center is on a ‘first-come, first-served basis.

Student Activities events will take priority if there is a conflict of schedules.

Prior to posting information for a meeting or event, please notify the Student Activities Department so we can track it on our calendar. Here are some common forms of publicizing:

1. Grizzly Connect
2. Student Activities Representatives can send an email to all students for a specific event or interest meeting. This email must be submitted to studentactivites@germanna.edu by the end of the week to be put on Student Activities Weekly Announcements going out the following Monday. Organization meetings/practices will NOT be approved, this is strictly for events. SGA is exempt from these rules.
3. Flyers/Posters – Must be approved by the Welcome Center or Student Activities before posting (Have your advisor submit a marketing request if needed)

• Flyers may not be posted on windows, building entrance/exit doors, or car windshields

1. Tabling and one-on-one interaction
2. Student Organization social media pages. Must be approved by Student Activities and Marketing before creating one
3. 1-minute presentations at the beginning of a class, with the instructor’s permission.
4. Contact Student Activities about official College Public Relations

All fundraising done in the name of Germanna Community College, or an approved College student organization must be used to support and advance the mission of the College. Fundraising activities conducted by recognized College student clubs and organizations require the approval of the Dean of Student Development. An individual student or a student group which is not affiliated with a formally recognized College club or organization must obtain approval from the Dean of Student Development for any fundraising effort which uses the name of Germanna Community College in its promotion. Approval may be requested by contacting the Student Activities Office.

The proceeds of all fundraising activities must be deposited with the College Business Office within 2 business days of receipt. All expenditures must be supported with original invoices or sales receipts. Requests for payment and / or reimbursement of expenses will follow College procurement guidelines that are available in the Business Office. Fundraising activities that support the Germanna Community College Educational Foundation are governed by bylaws of the College’s Germanna Community College Board and the Foundation Board.

Fundraising helps organizations earn money for charitable or large projects and expenditures. Fundraisers are activities and require a ‘Fundraiser Request Form’ outlining what the fundraiser will entail. Student Organizations will be asked to fundraise up to 15% of their overall budget request, especially if the requested amount is over $1,000.

Funds Management

All monies collected from fundraisers must be deposited with the GCC Business Office by advisor or the Student Activities Assistant within 2 days of the fundraiser. Any club requiring an account should notify the Student Activities Assistant. No student group should have an outside bank account. Monies deposited with the Business Office will carry over from year to year. Remaining club funds will be moved to the Student Government Association’s account if a club becomes inactive after 1 year. These remaining funds will be labeled as contingency money for future organizations.

Cash Transmittal Forms

Cash Transmittal Forms can be obtained from the Student Activities Office.  Money must be counted before submitting it.  Your advisor or the Student Activities Assistant will submit the Cash Transmittal Form to the Business Office. Funds deposited with the Business Office account can be accessed by submitting a check request to the Business Office. Please allow 10-15 business days for processing.

For staff and faculty advisors, ‘Check Request Forms’ are available on the Germanna Central page under business office forms. Check Requests are unavailable to students.

Keep copies of receipts, agendas, and forms.

Student organizations may apply for funding through the Student Activities Office by submitting a budget request. Requestors must take into consideration how their funding is enriching the lives of students and the Germanna Community at-large. 

Budget Request Guidelines

• All budget requests should be submitted at least 4 weeks before your event, meeting, or activity.
• You can submit a budget request on Grizzly Connect at https://grizzlyconnect.germanna.edu/ under forms.
• Your advisor must know if you submitted a budget request and the details of that request.
• All groups requesting funds must have an advisor.
• Budget requests are not guaranteed approval for funding for your activity. If denied, Student Activities will provide a reasonable explanation for the denial.
• SGA provides input to the Student Activities Coordinator on budget requests that fall under the Student Organization budget line, which is under the Student Activities overall budget.
• Using input from the SGA, the Student Activities Coordinator will make the final decision to approve or deny budget requests.
• Organizations are not allowed to request more than 25% of the overall semester budget, per budget request. If you plan to ask for a higher amount, please consult with the SGA on the amount left in the semesterly budget.
• Student Organizations can only request budgets per event or trip, not for the entire year.
• SGA will promote fundraising first to student organizations.
• Student Organizations must understand that once the Student Organization budget line is gone, it is gone, and active clubs/organizations will no longer be able to request funding for anything else (SGA’s business account contingency money request not included)
• All new student organization approved budgets will come out of Student Activities money, not the Student Organization budget line to be fair to active clubs and organizations
• The Student Government Association will determine if the budget request is truly a necessity for the Student Organization. (Pizza parties, leisure activities, and private meeting expenses may be considered non-necessity on a case-by-case basis)
• Student Activities will consider paying for Student Organization travel, lodging, and registration fees within reasonable means. Travel funding may be allocated as a percentage of the total requested, the total cost of the event, or denied completely.
• It is the responsibility of the Student Organization to pay for food when traveling, whether that be through extra fundraising, their business office account (if applicable), or directly out of the individual student’s personal funds.
• All Student organizations will have to fundraise up to at least 15% of the total cost for all major events and trips that cost over $1,000, no exceptions.

Budget Requests must be submitted to the Student Government Association 5 weeks prior to your activity. Groups will be notified of the response of the proposal.  Final approval is made by the Student Activities Coordinator, in accordance with the VCCS policy.

Checklist for Approved Funding

• The organization has 5 active members and an advisor
• The organization has registered its organization
• The relationship between the request and the club mission statement/purpose correspond
• Programs sponsored by the club in the past were successful (if applicable)
• The program encourages interaction and inclusion among students
• The program supports student commitment and loyalty to the college community
• The program will be visible and accessible to all students
• The program is designed to promote diverse student interests
• Forms were turned in on time
• Proper procedures followed
• If there were funds granted in the past, they were used in the correct manner
• The club demonstrated a history of fiscal responsibility
• Research and planning has taken place to ensure the feasibility of the event/item
• College policies were not be violated by a program or event in the past
• Estimates of expenses and revenues are reasonable
• Research has been done to provide an accurate estimate of expenses

*Funds may be allocated a percentage of the total requested, the total cost of the event, or denied completely*

Funding will be not be used for any of the following:

• Charitable contributions or Scholarships (students may participate in charitable activities)
• Student Activities will not provide money for an item so that a student organization can make a profit off of that item.
• Compensations for services if the individual is a member of the club or organization, specific political campaign, party, executive board candidate, or off-campus organizations
• Nonsense items like shoes, CD’s, etc.
• Products that violate college policies.
• Anything that promotes or has the potential to promote violence, illegal activities, defamation of individuals, or defamation of groups

Germanna Community College strives to spend student activities funds in a fair and equitable manner. Travel can be a great way to expose Germanna student leaders to new ideas and experiences as well as students from other colleges.  Travel is also expensive, and with limited funding, Student Activities must spend these funds judiciously.  With this being said, clubs and organizations should meet the expectations listed below before requesting funds for travel.  

1. Be active (Have at least 5 active members & a Germanna Community College faculty/staff advisor)
2. Hold at least 1 recruitment event or table and/or participate in the Student Organization Fair hosted by Student Activities at the beginning of each semester (Spring & Fall)
3. Register your Student Organization by the end of each semester
4. Hold at least 3 meetings each semester
5. Hold at least 1 event each semester (must be open to all Germanna Community College students)
6. Submit non-travel budget requests during the appropriate time frame (At least 5 weeks prior to the event for the regular budget request. For out-of-state travel requests, at least 2-months prior to the event)
7. Meet with the Student Activities Coordinator each semester
8. Executive Board members and Advisors must check emails regularly
9. Attend mandatory training(s) and meetings
10. Submit all proper documentation and forms in a timely manner

Clubs and organizations that anticipate sending students to conferences or events out-of-town, must fundraise up 15% of the overall total cost of the trip to help defray travel costs.  Exceptions to this may be approved by the Student Activities Coordinator on a case by case basis. Student Organization Overnight Travel will be limited to participation in regional, state, or national organizations, co-curricular activities, or conferences related to the club mission, and approved by the Student Activities Coordinator.

Student Activities will consider paying for Student Organization travel, lodging, and registration fees within reasonable means. Travel funding requests may be fully funded, approved for a portion of the total request, or denied completely. It is the responsibility of the Student Organization to pay for food, whether that be through extra fundraising, their business office account (if applicable), or directly out of each student’s personal funds. Student organizations must fundraise at least 15% of the total cost for all overnight travel. Travel budget requests must be submitted at least 1-month for in-state travel and 2 months for out-of-state travel before the event. Organization members and their advisor must also meet with the Student Activities staff before travel requests will be approved.