UNDERGRADUATE STUDENT CLUB AND ORGANIZATION MANUAL - Academic Year: 2020-2021 - OFFICE OF STUDENT ACTIVITIES
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UNDERGRADUATE STUDENT CLUB
AND ORGANIZATION MANUAL
Academic Year: 2020-2021
OFFICE OF STUDENT ACTIVITIES
1TABLE OF CONTENTS
SECTION PAGE NUMBER
Welcome Letter 3
Policies & Procedures
• Obligations 4
Program / Event Planning
• Procedures for Planning an Event / Fundraiser
• Event Regulations
• Last Days for use of Club Budgets 5
Club Budgets
• Steps for Requesting, Accessing and Utilizing Funds
• Regulations
• Vendors 6-7
Campus Facilities Contacts 7
Flyers & Publicity
• Guidelines
• Digital Signage
• Branding & Logo Guidelines
• Media Coverage 7-8
Code of Conduct
• Anti-Hazing Policy
• Alcohol Policy 8
Roles & Responsibilities
• Advisor Responsibilities
• President Responsibilities
• Vice President Responsibilities
• Treasurer Responsibilities
• Secretary Responsibilities 9
Current Clubs & Organizations 10
Starting a New Club
• Steps 10
Important Contacts 11
Payment/Reimbursement Voucher 12
Cash Advance Return From 13
2Dear Club and Organization Members:
Congratulations on taking an important step in your college career! Your experiences in campus
activities will help you develop a sense of community while acquiring transferrable skills you will
use throughout your career. We are dedicated to providing you with opportunities that will
enhance your college experience.
Dominican College has over 25 clubs and organizations which serve as a fundamental part of
campus life for the DC community. All student organizations are under the auspices of the
Student Government Association.
This manual is a reference for your club guidelines and success. In it, you will find all the
processes and procedures you need to follow in order to maintain a club or organization at
Dominican College.
This manual can also be found online: www.dc.edu/student-activities/clubs-organizations
If you have any questions or concerns, please visit the Student Engagement Lounge in Casey
Hall to speak with the Director of Student Activities or a member of SGA.
Congratulations and all the best for a successful year!
Sincerely,
Rachel McGinty
Director of Student Activities
Rachel.McGinty@dc.edu
3POLICIES AND PROCEDURES
Obligations
Every organization is upheld to the following responsibilities. Club budgets will be distributed twice a
year upon completion of requirements below:
1. Must have at least 5, full-time registered student members
2. Must have a Club Advisor (DC faculty or staff member)
3. Must have at least one club officer present at monthly Club Council Meetings, listed below.
Please make note of them and plan which officer can attend each one.
• Tuesday, September 8, 2020 at 2:30pm via Zoom
• Tuesday, October 6, 2020 at 2:30pm via Zoom
• Tuesday, November 17, 2020 at 2:30pm via Zoom
• Tuesday, January 26, 2021 – details TBD
• Tuesday, March 2, 2021 – details TBD
• Tuesday, April 6, 2021 – details TBD
4. The club must be represented at the two Club Fairs per year: one each semester
• FALL: Thursday, September 3, 2020 from 2:30 – 4pm on the Quad
• SPRING: Thursday, January 21, 2021 – details TBD
5. Participate in Leadership Retreats planned by Student Activities and Community
Engagement and Leadership Development:
• Leadership Retreat: All club officers required to attend
o Friday, September 18, 2020 from 2 – 4pm via Zoom
• Spring Leadership Conference: One club member from each club required to attend
(one person cannot represent more than one club)
o Tuesday, January 19, 2021 from 9am – 5pm, location is TBD
• Year-End Leadership Summit: All club officers required to attend
o Tuesday, May 4, 2021 – details TBD
6. Each Club is required to host at least 3 events per academic year. All club events should
reflect the values and purpose of the club and always be open to all students.
• One in the Fall Semester
• One in the Spring Semester
• One collaborative program with another student club anytime throughout the
academic year (reach out to Director of Student Activities if you need another club’s contact info)
7. Turn in required paperwork: Reports and Elections
• Fall Report: Due Wednesday, December 9, 2020
• Spring Report: Due Wednesday, May 5, 2021
• Spring Elections: Due Wednesday, April 21, 2021(required to renew club for following year)
8. Meet one-on-one with Director of Student Activities once in Spring Semester for a Club
Check-in:
• All club officers required to attend meeting
• Reflect on year, develop plans for future
9. Abide by the rules set forth by the Office of Student Activities, the Student Government
Association, and Dominican College
10. Members must be registered DC students & Club Officers must maintain at least a 2.25
cumulative grade point average
4PROGRAM / EVENT PLANNING
Procedures for Planning an Event / Fundraiser
As a club leader, you will plan activities. Your events may range from a simple get-together to a major
college-wide program. Whatever the size and scope of your activity, follow the steps below.
1. Pick a date! Send options to Rachel McGinty to see what’s available
2. Request & confirm location
• Refer to chart below
3. Once location is confirmed, Club President can provide setup request (if applicable)
• Granito & Hennessy – send to Mike Rogan
o Stage requests must be made through Maintenance Request Link
• All other locations – upload to Maintenance Request Link
• After submitting a setup request to Maintenance Request Link
• You will receive an automated email acknowledging the request was received
(this does not mean it has been accepted)
• Once you receive an email indicating the request is “accepted” – it’s confirmed
(if not, they will contact you)
• On the day of your event, once you receive an email indicating the request has been “completed”
– then your setup is ready
4. Request DC-1 Reader and / or any other IT requests (if applicable)
• Advisor submits DC 1 Tablet Request to itsupport@dc.edu at least one – two weeks in advance including:
Event Name, Event Date, & Club Budget Code
• Student picks up tablet for the event
• Student returns the tablet after event
• IT runs the report & sends it to the Club Advisor
• The Club Advisor must send the report to Pauline Teahan & verify the Club Budget Code
5. If spending money from club budget, request funds at least two weeks prior
• See steps outlined below
6. If ordering food via Chartwells, order at least two weeks in advance
• Email catering@dc.edu to discuss pricing and menu
• Once menu & pricing are confirmed, send to Director of Student Activities to process
order
7. Complete Event Confirmation Form
• Note: Complete this form after all previous steps have been completed
• This step is required in order for your event to be documented in your records
8. Make a flyer, get approval, and promote!
• Bring one copy of flyer to Rachel or Kathryn for stamped approval
• Make copies of stamped flyer
Event Regulations
• Parties or dances are not permitted.
• Lights cannot be completely turned off for events, with the exception of movie nights or if using spotlight
• Clubs and /or their officers/members will be held financially responsible for all college property. Items
must be returned in the same condition as received.
Last Day of Club Programming
• Friday, April 30, 2021
5CLUB BUDGETS
Steps for Requesting, Accessing and Utilizing Funds
Funds are to be used for programming and/or fundraising throughout each semester. Funds may not be
used for club apparel, with the exception of performance attire for performance clubs.
1. Preferred: Submit online orders at least two weeks prior with Director of Student Activities
• For example: Delivery – Amazon / Pickup – Michael’s
2. Alternative 1: Ask advisor to purchase items for your event
• Submit receipts & Payment Voucher Form within 48 hours after event
3. Alternative 2: Only approved circumstances – must receive permission prior
• If you can’t order online and advisor cannot purchase – submit Payment Voucher (p. 12)
for a cash advance at least two weeks in advance
o Fill out Payment Voucher
o Get check in advisor’s name
o Cash check and purchase items
o SAVE ALL RECEIPTS
o Submit Cash Advance Return Form (p. 13) & receipts within 48 hours after event
Regulations
1. Each undergraduate club is allotted a $200 budget each semester, if they have successfully
fulfilled all obligations listed on page 4. However, if a club does not use any money from their
Fall budget, they will not be allotted an additional $200 in the Spring Semester.
1. Although not encouraged, when using Venmo or Cash Apps, please make sure to withdraw funds
after event and submit cash to Director of Student Activities within 48 hours after event.
2. Out of Pocket Expenditures – All out of pocket expenditures made by any club representative,
faculty or staff advisor or student member, must be approved by the Director of Student Activities
in advance of being incurred. Expenses will not be reimbursed without prior approval.
3. Deposits – Funds collected at club events must be accounted for and hand delivered to the Student
Activities Office in Casey Hall or the Student Development Office in Rosary Hall for deposit into
the club’s account on or before the next business day. Cash must never be sent via inter-office mail.
Money raised through event admission fees or fundraising may not be carried over to the
next academic year and must be utilized by the end of the school year.
4. Non-allowable Expenses (including, but not limited to):
• Alcoholic Beverages – strictly prohibited at on campus and off campus events
• Transportation* – college vans are available for club functions with certified drivers
• Stationery Supplies – check with Student Activities to see what supplies are already
available prior to purchasing
• Apparel* – with the exception of performance attire for performance clubs
*Transportation & Apparel can be purchased with fundraised funds*
Vendors
Any external vendor providing a service (such as apparel, DJs, etc.) will require a Purchase Order. If a
club would like to make a PO expenditure, they must first contact the Director of Student Activities to
discuss what they would like to purchase.
6If the purchase request is approved, clubs will then need to provide a quote / estimate from the vendor.
Once received, Student Activities will process the Purchase Order and payment directly to the vendor.
Note: Clubs and organizations may not confirm use of or make a payment to any vendor without
approval from the Director of Student Activities. This includes signing any contracts.
All outside DJ’s and performers must provide their own sound equipment or it must be rented by the
club.
When choosing a food vendor, we strongly recommend working with Dominican College Dining by
Chartwells.
Campus Facility & Room Reservation Contacts
ROOM CONTACT PERSON EMAIL
Badami Room, Granito Michael Rogan michael.rogan@dc.edu
Campus Quad Rachel McGinty Rachel.McGinty@dc.edu
Classrooms & Fury Lecture Hall room.reservation@dc.edu room.reservation@dc.edu
Corless Lounge, Granito Michael Rogan michael.rogan@dc.edu
Granito Extension Michael Rogan michael.rogan@dc.edu
Joseph Dratch & Jonathan joseph.dratch@dc.edu /
Guzman Hall Lounges
Delgado Jonathan.Delgado@dc.edu
Hennessy Center (front gym,
back gym, Holt Room, Aerobics Michael Rogan michael.rogan@dc.edu
Room)
Hertel Hall Lounges Joseph Dratch joseph.dratch@dc.edu
Lawrence Room, Rosary Hall Rachel McGinty Rachel.McGinty@dc.edu
Palisades Room, Casey Hall Sr. Bernadette Burke bernadette.burke@dc.edu
Joseph Dratch & Debra joseph.dratch@dc.edu /
Rosary Hall Lounges
Ferguson debra.ferguson@dc.edu
Student Engagement Lounge in Rachel McGinty or Kathryn Rachel.McGinty@dc.edu /
Casey Hall Strobel Kathryn.strobel@dc.edu
Table in Granito Lobby Michael Rogan michael.rogan@dc.edu
Use Maintenance Request
Table in Casey Hall Link
Link & select 9-Lobby
FLYERS AND PUBLICITY
Guidelines
• Publicity for clubs is specifically to promote club events and activities (this excludes, but is not
limited to, political stances and current events).
• Events must be approved and Event Confirmation Form must be completed before advertising
any event. This includes advertising via email, digital signage, and social media platforms.
• All advertising materials must be approved/stamped by the Office of Student Engagement
o Students should not bring more than one copy of a flyer for approval.
• Other Promotional Outlets – Charged Up, Radio DC, and digital signage
7• Flyers can be posted only on approved bulletin boards throughout the college after they have
been stamped.
• Flyers cannot be posted on doors, walls, or windows around campus.
• Do not remove other flyers or cover flyers with your own. If there is no space on a bulletin
board, choose another location to put your flyer.
• Before posting in Residence Halls, you must receive approval from Residence Life staff.
• It is the club’s responsibility to remove publicizing materials immediately following the event.
• Failure to comply will result in further follow-up, and possible loss of flyer posting privileges.
Digital Signage
Guidelines for posting on DC digital signage:
• Flyers must be submitted in Microsoft PowerPoint format as a Standard (4:3) slide.
• Email the PowerPoint slide to itsupport@dc.edu with the subject “Digital Signage Request”.
Social Media
If your club creates a Social Media account, such as Instagram, you must 1) ensure all posts are
appropriate, and 2) share username & password with Director of Student Activities and new members.
Branding & Logo Guidelines
Student Clubs and Organizations may use the approved Dominican College logo on approved flyers for
events, programs, and fundraisers. Student clubs and organizations must receive approval from the
President’s Cabinet of any logo created by and for the group before it may be placed on any flyer, promo
item, etc. The Club Logo Guidelines can be found on the Clubs and Organizations Portal Page. All logo
proposals must be submitted to the Director of Student Activities and may not be used until approval is
received.
Media Coverage
If you wish to have any media coverage of your event, you must discuss this with the Director of
Student Activities before contacting any newspapers, television networks, etc. All media requests must be
handled through the office of Public Relations.
CODE OF CONDUCT
Registered clubs must abide by all college rules and regulations, including those listed in the DC Student
Handbook and Planner. Any violation of these rules may result in disciplinary action against the club
and/or the individual student(s) – including, but not limited to – a warning, removal of funding,
suspension, etc.
Anti-Hazing Policy
Dominican College has a long-standing commitment to promoting a safe and respectful environment for
its community. The administration opposes and will not tolerate any form of hazing by any individuals,
groups, teams, or registered student organizations. For additional information, please see the Student
Handbook, Section 18.
Alcohol Policy
Alcohol is not permitted at any club or organization sponsored event, meeting, program, etc. Absolutely
no club funds shall be used for the purchase of alcohol; including the SGA allocation and the funds
obtained through the club’s fundraising initiatives.
8ROLES & RESPONSIBILITIES
President Responsibilities
• Attend all meetings & events • Communicate ideas and information openly and
• Serve as the appointed person to submit Setup consistently
Requests for events, when needed • Regularly communicate with Advisor to keep them
• Provide leadership to the student club updated
• Prepare an agenda for each meeting • Recognize achievements of officers and members
• Facilitate all meetings and serve as official • Ensure that organization adheres to campus and
representative organizational regulations and educate members
• Be available to answer questions and offer on these regulations
guidance to your members • Mediate conflict within organization
• Delegate responsibilities to members • Provide a smooth transition to incoming club
officers at the end of each academic year
Vice President Responsibilities
• Attend all meetings & events • Manage all advertising and publicity for the
• Perform the duties of the president in his/her organization (unless a separate position is designated to
absence oversee promotion)
• Serve in partnership with the President, as a
leadership team
Treasurer Responsibilities
• Attend all meetings & events • Maintain accurate records
• Prepare and adhere to an approved budget • Reconcile the budget at the end of each semester
• Ensure club follows Steps for Requesting, & submit to secretary to include in Reports
Accessing & Utilizing Funds (listed above) • Coordinate fundraising activities
Secretary Responsibilities
• Attend all meetings & events • Ensure Student Activities Office has up-to-date
• Record accurate minutes of all meetings contact information for all officers
• Maintain club records • Submit required semester reports, with assistance
• Update all roster information (i.e. addresses, phone of other officers, by designated deadlines
numbers, birthdays, etc.)
Advisor Responsibilities
• Serve as a resource person • Ensure students are upholding policies and
• Submit any IT requests for Club Events to procedures of the Student Activities Office, the
itsupport@dc.edu Office of Student Development, and Dominican
• Attend all student organization meetings and College
events – both on and off-campus • Help officers in understanding their duties, if
• Serve as a responsible party on behalf of the club applicable
• Assist with oversight of budget: • Ensure that all reasonable steps are taken to
o Ensure that expenditures are within policy protect the safety and welfare of all club members
o Sign budgetary documents as needed during club meetings and activities
o Ensure supporting documents (original • Share insights at meetings, but avoid "ownership",
receipts and invoices) are attached as all club are student-led
• Assist club in meeting deadlines of necessary • Help students to understand and apply democratic
paperwork and attending required engagements principles and work collaboratively
9CURRENT CLUBS AND ORGANIZATIONS:
CLUB CATEGORY
Anime & Gaming Special Interest Group
Aquin Players Performance Group
Booklings Special Interest Group
BSU (Black Student Union) Cultural Group
Campus Ministry Outreach / Special Interest Group
Caribbean Dance Crew Cultural / Performance Group
DC Astrology Special Interest Group
DC Equal Access Awareness / Special Interest Group
DC Potters Special Interest Group
DC Strength Special Interest Group
DC Tabletop Special Interest Group
Debating Society Debate Team
Habitat for Humanity Outreach / Special Interest Group
History Club Academic-based Interest Group
In-Tune Special Interest Group
International Students’ Association Special Interest Group
Photographer's Click Special Interest Group
Psychology Club Special Interest Group
Radio DC "The Voice" Student Radio Station
Rotaract Outreach / Special Interest Group
Sabor Latino Cultural / Performance Group
SNADC (Student Nursing Association of DC) Academic-based Interest Group
Social Work Club Academic-based Interest Group
SOTA (Student Occupational Therapy Association)* Academic-based Interest Group
Spectrum Awareness / Special Interest Group
SPTA (Student Physical Therapy Association)* Academic-based Interest Group
Tree Huggers Special Interest Group
Verbal Asylum Special Interest Group
ORGANIZATION
CAB - Charger Activities Board
SGA - Student Government Association
SAAC - Student Athletic Advisory Committee
*Graduate Club
STARTING A NEW CLUB - Steps
1. Meet with Director of Student Activities
2. Complete the Club Charter Application
o Each club is required to have a mission statement: the overarching purpose, or big
picture, for your club
3. Assign Advisor and have advisor complete the Advisor Agreement
4. Present to SGA for final approval: The vote of the Director of Student Activities and the
Student Government Association is based on two-thirds (2/3) of the majority. The decision
is binding and final for the semester in which the charter is submitted.
10IMPORTANT CONTACTS
Student Development
Director of Student Activities: Rachel McGinty
Rachel.McGinty@dc.edu | (845) 848-4034
Executive Assistant of Student Development: Margaret Kivlehan
Margaret.kivlehan@dc.edu | (845) 848-4080
Student Government Association (SGA)
sga@dc.edu | (845) 848-4047
Charger Activities Board (CAB)
cab@dc.edu
Charged Up! (weekly e-newsletter)
chargedup@dc.edu
Facilities
Facilities Manager: Agron Gashi
Agron.Gashi@dc.edu | (845) 848-4058
Custodial Manager: Melissa Suriel
Melissa.Suriel@dc.edu | (845) 848-4108
Information Technology
itsupport@dc.edu | (845) 848-4049
Chartwells Dominican College Dining
Director of Food Services, Chartwells: Frank Onderdonk
catering@dc.edu | (845) 848-7914
Public Safety and Security
Director of Public Safety and Security: John Lennon
john.lennon@dc.edu | (845) 848-4061
Rover Security
(914) 403-7531
11PAYMENT VOUCHER
DEPARTMENT Student Activities DATE
TO: ACCOUNTING OFFICE
MAKE PAYMENT TO
NAME & ADDRESS
SOCIAL SECURITY #
or
FEDERAL I.D. #
CHARGE TO BUDGET ACCOUNT NUMBER
AMOUNT REQUESTED BY
FOR:
( Attach Original Invoice(s) or Memo)
CLUB ADVISOR:
APPROVED BY:
Accounting Office Use Only PLEASE NOTE - SPECIAL TERMS
VENDOR I.D. ____________ 1.DUE DATE ____________
INVOICE # 2.SPECIAL TERMS ____________
INVOICE DATE 3.CHECK MUST ____________
ACCOMPANY
AMOUNT $0.00 ORDER ____________
DUE DATE 4.CASH ADVANCE ____________
DISCOUNT AM'T ____________ REIMBURSEMENT
ACCOUNT # ____________ (LIMIT - $40.00)
12Cash Advance Return Form
Cash Advance Received: $0.00
Event Title:
Club Budget Line:
Quantity
Cash Returned $20.00 $0.00
$10.00 $0.00
$5.00 $0.00
$1.00 $0.00
$0.25 $0.00
$0.10 $0.00
$0.05 $0.00
$0.01 $0.00
Total $0.00
Receipts Receipt #1 $0.00
Receipt #2 $0.00
Receipt #3 $0.00
Receipt #4 $0.00
Receipt #5 $0.00
Receipt #6 $0.00
Total $0.00
TOTAL $0.00
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