Forming Campus Organizations

1. When interest calls for a new campus organization or club, student organizers must meet with The Student Development Committee to discuss the goals and objectives of the new group. Student leaders who are members of more than one campus organization may not hold more than one executive board position. This applies to organizations that are in formation, as well as those that have been approved.
2. Obtain the signatures of at least 5 full-time or part-time students who are in good academic and disciplinary standing. All students must have 2.0 cumulative grade point average, but no student may be on academic and /or disciplinary probation or suspension.
3. Follow the policy for the selection of a member of the full-time faculty, staff or administration who would be willing to serve as moderator, and submit his/her name to The Student Development Committee for discussion and possible appointment.
4. Submit a copy of the mission statement and proposed constitution for your organization to The Student Development Committee for discussion and possible approval.
5. After an organization is approved, all members must remain in good academic and disciplinary standing in order to maintain active status. A student who as has been placed on academic and/or disciplinary probation or suspension, regardless of grade point average, may not participate in any activities or hold office. Inactive members or people who are not enrolled as students at Ancilla College may not participate in activities unless they are open to the public.
6. All students and student groups must submit a list of fundraising projects and obtain the approval of the Director of Student Development in writing to conduct any fundraising projects. No fundraising project may involve the possession, sale or distribution of alcoholic beverages or tobacco.
7. Organizations must complete the following requirements/duties to remain in good standing:
   1. Annually update the roster with moderator.
   2. Attend a leadership workshop.
   3. Send a representative to the general membership meeting.
   4. Complete one community service project.
   5. Sponsor one campus event per semester.

Campus Organization Moderator (Advisor)
The moderator (advisor) should be member of the faculty, administration, or staff. An organization should approach a member of the faculty, administration, or staff and ask him/her to be its moderator. The moderator is an integral part of every campus organization and volunteers to work with student groups because she/he wants to make a unique contribution in addition to regular professional duties If a new or existing co-curricular organization needs a moderator, it is strongly recommended the members of the group consider a full time faculty member first and then meet before hand with the appropriate academic chairperson. This will create an opportunity to discuss the qualifications of the prospective moderator. However, the final recommended choice for the nomination shall rest with membership of the campus organization. After a member of the faculty, administration or staff has been accepted; a written request should be submitted to the Director of Student Development asking him/her to set up an appointment for discussion by The Student Development Committee.

At the request of the student members of any organization The Student Development Leadership Team will discuss each moderator request. After the team discusses the choice, The Director of Student Development appoints a moderator for each campus organization. Organizations are required to arrange that their moderator be present whenever the organization conducts an election of officers. In order to have an official meeting a moderator must be present. A member of The Student Development Committee or a member of the faculty, administration, or staff may substitute for the moderator at the request of the moderator or the student organization. Failure to do so could result in disciplinary action against the organization and/or individual that is members of it.

The moderator's primary responsibility is to advise and to serve as a resource person. By suggestions, comments, and constructive proposals, he/she can assist the organization in achieving its objectives. Specifically, the moderator's responsibilities to the organization are:

• To be familiar with the policies of Ancilla College and with approved constitution of the organization; To assist the officers and the members in becoming acquainted with these policies; To encourage and assist the organization as it plans an active program of activities; To be available to sign checks, administrative forms, and space reservation forms; and To assist with creation of an annual budget.
• If a student organization or any of its members is guilty of violating Ancilla College Code of Conduct, or any other College policies, it is the responsibility of the moderator to inform the Director of Student Development.

The responsibilities of the campus organization to its moderator are that the moderator should be recognized as integral part of the group and officers must keep him/her fully informed of the programming activities. This includes:

Supplying monthly reviews of the organization's treasury and or checking account; Notifying the moderator of the place and time of each meeting and all other activities and events; Asking the moderator for his/her advise when concerns arise in the organization; and Scheduling monthly conferences with the moderator to discuss the affairs of the organization.