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STUDENT ORGANIZATION GUIDELINES AND RESPONSIBILITIES
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Student Organization Guidelines

Any group of Miami Dade College, InterAmerican Campus, which has a common interest, is encouraged to form a student organization. The Student Life Department will assist in this endeavor. Student Life will make arrangements for meeting rooms so the group can compose a Constitution and recruit members. Groups must submit a Club Registration Form , Student Interest Form, and a Constitution to be recognized by the Student Life Department. New organizations must include a roster of officers and a minimum of ten members. Each student must be a registered student at the InterAmerican Campus.
 

The primary organizational advisor to a student organization must be a full-time faculty or staff member. Part-time faculty/staff or other full-time employees may serve as co-advisors to student organizations.

 

New organizations are required to draft Constitutions carefully, clearly specifying terms of office and requirements for membership and holding office. When a Constitution has been approved, the Constitution is filed and becomes the official reference copy at the Student Life Department. Changes will not be recognized without approval of the Student Life Department. In the event of any controversy within the group, the official copy will be used to determine any point(s) in question.

 

At the beginning of each term, student organizations are responsible for submitting to the Student Life Department a Member Update Form and Officer Update Form.

 

Any student organization may invite speakers to its meetings. If an organization wishes to bring a speaker on campus for a general presentation, proper arrangements should be made through the Student Life Department. If contracting a speaker, the contract must be completed six weeks prior to the event.

 

Student organizations may bring political figures on campus to speak to the general student population. These activities must be registered and scheduled with the Student Life Department.

 
Student organizations may reserve facilities on campus for meetings and activities they sponsor. All room reservations are initiated in the Student Life Department. Activities to be held on campus must be registered by filling out a Student Organization Activity Form. Approval for such activities is granted by the Student Life Department and a copy of the completed form is returned to the student organization and placed in their respective file in the Department. Submit an Event Support Form when requesting any supplies or materials for an event
 

In compliance with State of Florida regulations, no raffles may be held on campus.

 
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Student Organization Responsibilities
  • Organizations may not restrict membership on the basis of race, creed, religion, age, social status, color or sex, except social fraternities and sororities, which may exclude members of the opposite sex.
  • Hold all meetings and plan all activities and events in consultation with the Advisor of the organization. In the event of an off-campus activity or meeting, an Agreement for Off Campus College Activity must be completed by each member attending the event and submitted for processing to the Student Life Department four weeks in advance.
  • The advisor must supervise all activities and events of the organization as it is required by policy (all on and off-campus activities).
  • Submit forms for approval to the Student Life Department for an activity or event at least four weeks prior to the date of the proposed activity. Major events will require six weeks advance notice. Only approved activities and events may be held. Please use the Event Scheduling Form for your request.
  • Event contracts must be submitted to the Student Life Department for approval six weeks prior to the event date.
  • Insure all actions of the organization are in accordance with College regulations and policies pertaining to student behavior (see Students’ Rights and Responsibilities Booklet).
  • The service of at least one campus security guard must be obtained when the organization is engaged in activities with invitations extended to community guests (non-students), or if the nature of the event requires security. All expenses will be paid by the organization and arrangements must be made only through the Student Life Director four weeks in advance. UNDER NO CIRCUMSTANCES SHOULD THE ORGANIZATION PAY THE OFFICERS IN CASH.
  • Submit all flyers (maximum of 10), to the Student Life Department for posting on Student Life bulletin boards.
  • All student organizations, their officers, and members are expressly forbidden from engaging in any form of hazing, on or off campus. Hazing means any action that recklessly or intentionally endangers the mental or physical health or safety of a student for the purpose of initiation or admission into, affiliation with, or participation in the organization.
  • All activities in any way publicized on the campus, discussed in organization meetings, financed from organizational funds, arranged in the name of a student organization, or of the College, or are in any way associated with the College are considered organization activities and are subject to all College policies.
  • Any use of the College mailroom by student organizations must be coordinated and approved by the Student Life Department.
  • Recruit new members on a schedule that meets the organizations’ needs.
  • Consult with a professional staff member in the Student Life Department regarding questions about policies and procedures to be followed.
  • In order to receive contingency funds, students must have exhausted all monies from their agency account and budget received from the Student Allocation and Programming Board.
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Posting and Distribution of Materials
To have a flyer posted, please submit a copy of the flyer attached to an InterAmerican Campus Flyer Distribution Request (with Advisor signature). If the flyer is non-school related, the flyer may only be posted on the bulletin board located in the Student Lounge, Room 1132.
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Guidelines for Posting

All materials posted on the InterAmerican Campus must be stamped by the Student Life Department in compliance with College Procedures. The following details will serve to clarify the use of the above referenced procedure:

  1. An InterAmerican Campus Distribution Request must be completed, with Advisor signature, and a maximum of 10 copies of the flyer must be attached. Forms are available at the Student Life Department.
  2. General access areas include designated bulletin boards located around the Campus
  3. All postings will be put up and taken down by the Student Life Department.
  4. Posting and removal dates are required at time of the initial request. Flyers will be clearly marked with a stamp by the Student Life Department.
  5. All postings in a foreign language must also include an official English translation.
  6. All flyers must indicate the name of the campus organization, individual or department sponsoring the posting and contact information for the event.
  7. The Miami Dade College logo must be visible on each flyer the organization wishes to post.
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Guidelines for Dances/Parties
The organization’s advisor must be present throughout the duration of the function.Prior approval for dances or parties must be obtained from the Student Life Director and the Director of Campus Services. A minimum of one security officer is required for all evening dances or fundraising events. All security officers must be on duty from beginning to the end of the dance/party. Dances/parties must not exceed 12:00 midnight.No advertisement of any kind is permitted off-campus. Only MDC students with valid identification will be permitted to attend the dances/parties (their guests included). A work order must be submitted to leave the air conditioning on for events on Saturdays and Sundays. Any expenses incurred, such as overtime for A.V. personnel, technicians, etc, will become the responsibility of the organization. Clean up must be completed by the organization. Any damages done to school property will be at the responsibility of the organization.
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Guidelines for Fundraising
Submit a Event Scheduling Form at least two weeks before event date.List the date, time, and location of fundraising event and obtain approval from Student Life. Requests for fundraising are honored on a first come, first served basis.Items to be sold must be approved by the Student Life Department. The organization is responsible for buying/providing all extra supplies needed for any event.
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Request Guidelines
All events and requests for rooms must be made through the Student Life Department. Fill out the Event Scheduling Form for items, including room(s) you may need for events or activities. All originals of work orders, i.e. Campus Services, Media Services, must go to the appropriate departments and copies must be provided to Student Life. All requests must be submitted at least 3 weeks prior to event date.
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Duplication / Printing
All requests for duplication (copies) should be submitted to the Student Life Department. Please allow 24 hours for all requests. Requests for printing of color copies, signs, or posters require at least 72 hours notice. All charges for special printing requests will be charged to the student organization. Please fill out a Event Scheduling Form with your request.
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Student Life / Student Organizations Office
All registered student organizations have mailboxes located in the Student Life office. Student organizations should check their mailboxes at least on a weekly basis.

Student Organizations may use the Student Life office to complete any work necessary to support the organization. A computer is available in the Student Life office, Room 1121-1. Please check with Student Life for office hours.
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Student Organization Budget Allocation
The Student Organization’s budget allocation provides funds to create an environment in which students and student organizations are aided in social, cultural, intellectual, recreational, governance programs, services, supplies, travel and promotion. The allocation allows students to take responsibility in the decision-making process of how the organization funding is spent as well as develop leadership and organizational skills. The Student Organization budget allocation is determined by the Student Allocation and Programming Board each fiscal year. Before organizations are able to request and use funds allocated through the Student Allocation and Programming Board, the Student Life Department must have updated Officer and Member forms filed for the student organization.
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Guidelines for Receiving and Spending Allocation
  • All events or activities funded by the budget allocation process must be accessible to the entire student body.
  • Requested funds for events can be used for, but are not limited to, the following categories: educational, social/entertainment, cultural, intellectual, governance, recreational.
  • The utilization of student organization funds exclude the following: banquet related items held outside Miami Dade College; anything for personal gain; alcohol and tobacco; tips/gratuities; prize money/scholarships; clothing, awards, or promotional items; expenditures in support of or against a candidate seeking an elected office (campus, community, state, national); rentals; expenditures towards functions hosted in private residences.
  • The student organization must be officially registered with the Student Life Department as an official campus organization/club.
  • Each student organization must have a minimum of ten active members currently enrolled at the InterAmerican Campus to be recognized by the Student Life Department. The organization becomes inactive if membership falls below ten qualified members.
  • Student organizations must update membership information each semester to complete eligibility requirements.
  • To utilize the allocation funds for materials and supplies, the student organization must submit a Student Life Event Support Form to the Student Life Department at least two weeks prior to date materials and supplies are needed.
  • To utilize the allocation funds for an event, the Student Organization must submit a Event Scheduling Form to the Student Life Department at least six weeks prior to the event date.
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Contingency Guidelines
In order to receive contingency funds, students must have exhausted all monies from their agency account. The awarding of contingency funds is based on the merit of the request and availability of funds. All organizations must adhere to the Student Organizations Responsibilities guidelines. The organization must send a memo to the Student Life Director at least one week prior to a scheduled Student Allocation and Programming Board meeting date with a detailed rationale for the request of funds and the amount requested. Each request for contingency funds will be limited to a maximum of $1,000.00. Requests will be honored based on availability of contingency funds.he Student Allocation and Programming Board will meet once a month to review contingency requests. Requests must be submitted to the Student Life Director one week before the Board meeting. The Student Allocations and Programming Board will consist of five members, which will include the SGA Treasurer, an SGA Senator, and three at-large student positions. All Contingency Fund requests will not be considered after April each fiscal year.
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Restrictions on External Bank Accounts
Student Organizations are restricted from opening bank accounts off-campus. A Miami Dade College Agency (Fund 6) account will be provided for each student organization.
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Student Organization Agency Accounts
Registered student organizations at Miami Dade College that collect dues and conduct fundraisers are required to open an MDC Agency Account (Fund 6) for such funds. The Student Life Director will open an Agency Account for each new student organization. Student Organizations and Advisors must follow the following procedures.

 Procedure to Deposit Funds:

Cash/checks given for deposit should be submitted to the Director of Student Life or the organization Advisor. A Cash Remittance Report Form must be submitted with the deposit to the Bursar’s office. Make sure to ask the Bursar’s office for a receipt.

Procedure for Submitting Organization Checks:
All checks must be made payable to MDC, IAC-Club Name. Write your Club/Organization’s account number in the memo area of the check.  

Procedures for Check Requests:

There is a three-week processing time for any disbursement requests. For all reimbursements, all original receipts or invoices must be submitted to the Student Life Department.  

Procedure for Petty Cash Reimbursement:
For reimbursements, all original receipts, signed and approved by the student organization Advisor, must be submitted to the Student Life Department. A Petty Cash Voucher will be processed by the Student Life Department for a maximum of $100.00 per voucher with original receipts. The Petty Cash Voucher and receipts are then submitted to the Bursar’s office.
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Student Travel Guidelines
  • Requests for funds for travel are reviewed and approved based on merit of application and availability of funds by the Student Allocation and Programming Board. The student organization must complete the Funds Request and Travel Rationale Form (attach supporting documentation, such as itinerary, brochures, agendas, etc.). The form must be submitted to the Student Life Director eight (8) weeks prior to the conference date.
  • The Funds Request and Travel Rationale Form will be reviewed by the Student Life Director and forwarded to the Student Allocation and Programming Board for approval if the travel request was not part of the organization’s initial budget allocation and all agency monies have been depleted.
  • Travel funds must be used for travel to regular conferences or workshops sponsored by national, state or local organizations and approved by the College, or instances where students receive special recognition or represent Miami Dade College.
  • The student organization must be officially registered with the Student Life Department.
  • Each student organization must have a minimum of ten active members enrolled at the InterAmerican Campus to be recognized by the Student Life Department. The organization becomes inactive if membership falls below ten qualified members.
  • All organizations must adhere to the Student Organizations Responsibilities Guidelines.
  • Student organizations must update membership information each semester to complete eligibility requirements.
  • All travel requests must support the student organization’s goals and mission.
  • Travel funding may only be used for airfare/mileage, car/van rental, meals, lodging and conference registrations.
  • All travel arrangements and travel packets must be completed (4) weeks prior to the travel date with all approval signatures and documentation. All approved documents (e.g. P2., T-form, etc.) must be submitted to the Student Life Director with all travel packet forms. Please see the Student Travel Packet Checklist for a complete list of forms and document that must be submitted.
  • Upon return, all required receipts and forms to complete the paperwork for travel must be submitted to the Student Life Director within 3 work days.
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Travel Policies and Procedures
  • Student must be accompanied by and travel with a faculty or staff sponsor/chaperone. An approved P-2 form is required for the faculty/staff sponsor/chaperone.
  • All Advisors/Chaperones accompanying student on trips shall complete a Professional Leave Form to cover the period they will be away from campus. This form must be turned into the appropriate Departmental Supervisor for approval and then forwarded to the Student Life Director with all travel paperwork.
  • Advisors/Chaperones shall ensure that each student fills out all appropriate forms (see travel checklist) at any time students are leaving campus on a college-sponsored trip. If the student is a minor (under 18 years of age), the form is to be signed by the student’s parent or guardian.
  • All student groups or individual students shall travel either by plane, train, bus, rental car, or campus vehicle. Exceptions to travel by private car require prior approval from the Student Life Director.
  • Only those individuals riding in a commercial, rental or college vehicle are covered by the College comprehensive insurance while in transit.
  • Students (regardless of age) shall be under the direction of the Advisor(s)/Chaperone(s) at all time while on trips away from the campus. Advisor(s)/Chaperone(s) shall ensure that all students conduct themselves as worthy representatives of the College and make students aware of appropriate dress requirements during the event.
  • Students are required to adhere to all other provisions of the Student’s Rights and Responsibilities Code of Conduct at all times while participating in College sponsored activities.
  • Consumption of alcoholic beverages is not permitted during any College sponsored activity.
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Student Organization Advisor Responsibilities
  • By signing on the Campus Club and Organization Registration Form, a full-time faculty staff member agrees to serve as Advisor to a student club or organization.
  • Be familiar with the contents of the Students’ Rights& Responsibilities Booklet.
  • Assist with the formulation and/or revision of the organization’s Constitution and/or by-laws.
  • Ensure meetings are properly scheduled and serve as resource person at executive and general meetings of the organization.
  • Advise the organization in the planning of activities and events.
  • Be certain that activities and events are approved in advance through the Department of Student Life, in accordance with established procedures.
  • Supervise all activities and events of the organization as required by policy. Student Life cannot approve the Student Organization Activity Form until the advisor’s signature is secured. All activities of the organization must be registered through the Student Life Department (all essential forms are located in the Department or on the Student Life webpage).
  • Work with the officers to promote efficient and effective administration within the organization.
  • Assist with the development and training and/or orientation programs for new members of the organization.
  • Consult with the Student Life Department when questions and problems regarding the organization arise.
  • Advisors must be full-time faculty or staff of Miami Dade College, InterAmerican Campus.
  • Advisors must work closely with the Student Organization Treasurer to monitor the balance and status of Agency Accounts.
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