Student Organization Policy (SSE 300-001)

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Image of the Baker College Logo (Red on Black background) Baker College Policy

SSE 300-001 Student Organization Policy

Responsible Oversight: VP of Student Success & Engagement

Date of Current Revision / Creation: October 29, 2024

1.0 Purpose

The purpose of this policy is to provide students, staff and faculty with guidelines regarding the formation and operation of student organizations.

2.0 Definitions

Academic/Professional Organization - organization that is affiliated with a specific program or professional organization whose mission is to enhance knowledge of a career field. Bylaws are required if affiliated with a national organization.

Civic Organization - organization whose primary mission is to provide awareness and opportunities for students to become good citizens.

Cultural Organization - organization whose primary mission is to provide cultural awareness and/or create inclusivity among students.

Recreational Organization - organization whose primary mission is to provide recreational opportunities for students.

Registered Student Organization - any group whose membership consists of currently enrolled students at Baker College and is formed in an effort to contribute to students’ educational growth, personal and/or professional development.

Service Organization - organization whose primary mission is to provide service learning opportunities for students.

Social Organization - organization whose primary mission is to provide social opportunities for students.

3.0 Scope

This policy applies to any Baker College student organization.

4.0 Policy Statement

Student organizations are an important element in the total college experience. In order to enrich student educational growth and personal development, the College will encourage and support student organizations and activities which provide the following experiences:

Development of professional ideals and standards.
Intellectual development, particularly in fields related to classroom experiences.
Development of personal and professional friendships, associations and networks.
Leadership development.
Dialogue about current social, economic, and cultural issues and challenges.
Service learning projects and activities, on or off campus.

To that end, the following privileges are given to registered student organizations:

The use of College facilities for meetings and activities as approved by campus leadership. Room reservations must be submitted prior to use by the director of student affairs or the faculty/staff advisor.
The right to use certain college services when available.
The opportunity to conduct fundraising projects when approved by the director of student affairs.
The opportunity to participate, work and collaborate with other registered student organizations.
The ability to apply for start-up funds as designated by the College. The college may provide $200 startup funds for new registered student organizations and $100 for renewal of previously registered student organizations.
The ability to request a social media club account. All club accounts must be authorized by the Baker College social media marketing manager.

Registered student organizations may not hold an independent bank account. The College holds and maintains records of club financial activity.

Baker College student organizations and their members are required to abide by the code of conduct and are subject to all policies described in the student handbook.

No discrimination on the basis of race, color, creed, sex, religion or national origin shall exist within the organization.

Elements Required to Form a Student Organization

Minimum of four students who have expressed interest in the mission or the intent of the student organization.
Application for New Student Organization
Faculty or staff advisor if the student organization is planning to raise funds or travel.

5.0 Procedures

Initial Application

The primary contact/student representative for the student organization must submit the Application for New Student Organization to the director of student affairs for approval.
The primary contact/student representative of the proposed organization will meet with the director of student affairs at the appropriate campus to discuss any possible conflicts.
The director of student affairs will review the application and grant, or deny the application.

Renewal

Registered student organizations must apply to renew annually. The primary contact/student representative is responsible to complete the Student Organization Renewal Application prior to the end of week three of fall semester to remain active throughout the academic year.
Any changes to the name, purpose, bylaws, officers/student representatives, or advisor of a registered student organization must be approved by the director of student affairs. The director of student affairs reserves the right to deny any changes.

Fundraising

A limited number of solicitations may be made at any one time. Each fundraising activity must be approved by the director of student affairs by submitting a fundraising request at least five business days in advance of the activity.
The sale of some food items is regulated by special instructions due to health, liability and vendor contracts already arranged by the college. Approval of such sales must be obtained from the director of student affairs.
Any kind of lottery, raffle, bingo, and certain types of drawings and promotional schemes whereby customers receive a chance at a prize are not permitted. See the Baker College Raffle Policy.
Solicitation to outside organizations for donations is not permitted. Grant opportunities may be considered with approval from the director of student affairs.
Funds raised by student organizations must be consistent with the mission or purpose of the organization. Funds cannot be used for licensing or board fees.

6.0 Responsibilities

Organization Officers/Student Representatives

Must be in good academic standing. The director of student affairs will review this annually during the application or renewal process.
Maintain adequate record-keeping and provide to the director of student affairs as requested. This includes membership information, meeting minutes and fundraising records.
Abide by the standards provided by state, regional or national chapters of your organization, if applicable. If your organization doesn't meet these standards, it could be suspended or disbanded by the director of student affairs and campus leadership.
Must submit any proposed changes of the name, purpose, bylaws, officers/student representatives or advisor to the director of student affairs for approval.

Student Members

As a member of a registered student organization at Baker College, you represent not only yourself but also the entire student body, faculty, and staff. You are required to:

Conduct yourself with the utmost integrity and character
Abide by all policies in the Baker College student handbook
Abide by all guidelines of your student organization.

Faculty Advisors

Faculty advisors are responsible for providing guidance and oversight to the student organization.

Director of Student Affairs (DSA)

The DSA of the campus on which the student organization has applied is responsible for the approval or denial of the Application for New Student Organization. The DSA will:

Review the Application for New Student Organization
Meet with the student representative(s) to discuss the application, as well as the purpose and responsibilities for the proposed organization.
Review the Student Organization Renewal Application when submitted.
Maintain, or assist in the maintenance of records of student organization applications and renewals.
Review all communication for the organization including signs, posters and marketing materials prior to distribution or display.
The DSA (or designee) will be responsible for monitoring registered student organization balances and the depositing and spending of individual student organization funds.
Monitor the organization’s social media page, when applicable.