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Office of Student Life
Takoma Park/Silver Spring Campus
7600 Takoma Avenue Takoma Park, MD 20912
Commons Bldg. Room 210
(240) 567-1482

GUIDELINES FOR A CLUB CONSTITUTION

This outline provides you with the essential information needed to prepare or update a constitution for your club. The constitution defines primary, enduring characteristics of the group, especially those considered so important that they couldn't be changed without the consensus of a specified majority of the membership: An approved constitution is a requirement for all student groups using the College name and resources.

ARTICLE 1: NAME OF THE CLUB

Explanation: What is the exact title to be used in addressing this group? Each title must include, "of Montgomery College, Takoma Park Campus." The name should refer to the purpose of the group so that an uninformed person reading the name would have an idea of what the group is about.

Example: The name of the club will be The Computer Club of Montgomery College, Takoma Park Campus henceforth referred to as The Computer Club.

ARTICLE 2: PURPOSE AND OBJECTIVES

Explanation: What are the aims of your group? Who will it serve? Is it educational, social, recreational, academic, political, religious in nature? Are there particular issues the group will address? What do you hope to accomplish in a broad sense? Example: The purpose of the "Computer Club "shall be to support all Student Life computer projects whether sponsored by a single club or organization, and to share information about computer use and programs.

1. To educate and train our membership regarding computer use and programs.

2. To organize "trouble-shooting" teams to assist campus computer users.

3. To coordinate program-wide activities to raise computer awareness.

4. To coordinate the dispersal of computers to members of the student body.

ARTICLE 3: MEMBERSHIP

Explanation: Membership must be open to any currently enrolled student of Montgomery College Takoma Park Campus. The special interest club may focus on a particular group (such as women) but activities must be available to all currently enrolled students. Example: Membership in the Computer Club is open to all currently enrolled students at Montgomery College, Takoma Park as well as any interested faculty, staff or administrator without regard to age, sex, race, color, religious belief, national origin or handicap.

ARTICLE 4: LEADERSHIP

Explanation: Include the title, duties, terms of office, qualifications, means of determining leadership, contingencies for filling vacancies, terms for removal from office and .any leadership group (executive committee). All clubs are required to have a Pr President, Secretary and/or Treasurer, and a Representative for the Student Senate meetings. You may wish to consider a Club Historian (to provide continuity and background information to new members or officers).

Example: The officers of The Computer Club will include the President, Vice President, Secretary, Treasurer, and a Representative to Student Senate meetings. Each will be nominated and elected by majority vote of attending members to a specified club meeting for this purpose at least three weeks in advance and to be held after Spring Break but before May 1 each year.

Each officer will remain in office for one-year contingent upon continued registration as a student at the Takoma Park Campus, maintenance of a 2.0 grade point-average, and attendance to 75% of required meetings.

An officer may be removed from office if a Club member expresses concern over his/her ability or judgment at a meeting. The officer in question must be notified in writing by mail at least 10 days prior to the meeting, in which she/he may provide an explanation (this right is waived if she/he does not attend the meeting) to be followed by a general discussion, and a vote by the membership in attendance. A 2/3 majority vote is required for removal from office. In case of removal of the President, the Vice President will become Acting President until elections are held.

In case of removal of another officer, the President will appoint a temporary officer. Elections must be held within six (6) weeks of removal from office.

Suggested Duties of Required Officers:

President: Preside at all meeting, appoint all committee chairpersons, present all motions to the membership

Vice President: Assume the duties of the President in his/her absence, advise committee Chairpersons, make arrangements for and publicize meetings.

Secretary/Treasurer: Keep club records, take and prepare minutes for distribution, keep an account of financial transactions, handle correspondence.

Club Representative: Attend all student senate meetings, report to club membership regarding student senate activities, and present requests for funding to the student senate.

ARTICLE 5: MEETINGS

Explanation: State frequency of general and special meetings. Who may call a meeting, agenda/minutes quorum requirements.

Example: The Executive Council of the Computer Club will meet two times a month between September a month between June and August. Any member may call a special meeting. Agenda items must be submitted to the Treasurer by noon the day prior to each meeting. Minutes will be taken at each meeting and approved at the following meeting. A quorum will consist of a minimum of seven members

ARTICLE 6: COMMITTEES

Explanation: These include standing (regular, on-going) and special committees. Some suggested ideas for committees: Publicity, Programs, Special Projects, and Elections.

Example: Standing Committees include: Recruitment Committee: Plans campus-wide activity recruitment programs and assists individual clubs or organizations in recruitment efforts.

Program Committee. Reviews feasibility of club events and activities. Prepares lists of key tasks to be done coordinates (or assigns responsibility) for event management.

Publicity Committee: Plans and coordinates promotional efforts for club events and activities Designs, distributes posters, flyers, writes articles, etc. Special committees will be formed for specific purposes and will be dissolved once the purpose has been met.

ARTICLE 7: DUES

Explanation: State amount, if any, and whether it entitles individuals to membership in the national or international organization. This must be optional.

Example: There are annual dues of $5.00 to join the National Association; however no dues are required to become a member of the Montgomery College, Takoma Park, Computer Club.

ARTICLE 8: FACULTY/STAFF ADVISOR

Explanation: Should the advisor be from a specific department? What is the term and responsibilities of the advisor?

Example: The advisor to The Computer Club shall be any interested staff or faculty member of the College, he/she shall serve a one year term, which is renewable each fall semester.

ARTICLE 9: RULES OF ORDER

Explanation: What rules will the club set for meetings and activities?

Example: The Computer Club shall abide by Robert's Rules of Order.

 

ARTICLE 10: STATEMENT OF CONFORMITY

Explanation: All clubs must agree to abide by the rules and regulations of the College and its official agencies.

Example: The Computer Club shall abide by the rules and regulations of the College and its official agencies.

ARTICLE 11: SERVICE COMPONENT

Explanation: All clubs and organizations, to enhance their ability to receive funding, should consider a service component in their constitution. Services may be provided to the campus community or to any county or state organization.

Example: The Computer Club will participate in one service activity to the Campus or community each semester.

ARTICLE 12: AMENDMENTS

Explanation: What are the requirements for an amendment to be made to the Constitution? Only when approved by the Student Senate is the amendment official.

Example: Amendments to this constitution will require a 2/3 vote with at least 40% of the active members present. Amendments will become official when approved by the Student Senate.

ARTICLE 13: STATEMENT OF ORIGINAL APPROVAL

Explanation: The Student Senate must approve this constitution in order for the club to obtain official status.

Example: This constitution shall become official only after approval, which is duly noted in the official records of the Student Senate.

CLUB REPRESENTATIVE

MONTGOMERY COLLEGE, TAKOMA PARK

FACULTY/ STAFF CONSENT TO SERVE AS ADVISOR TO STUDENT CLUB

Faculty or staff who serve as Advisors for student clubs are a vital and indispensable part of the comprehensive program to which the campus is committed.

POLICY

Advisors are required for student groups. These positions are accepted by Faculty or Staff in good faith organization desires their council both in specialized areas in which they are experienced and in general programming, finances and propriety. Advisors are responsible to the Director of Student Life in upholding all college regulations as they pertain to student groups.

RESPONSIBILITIES

In accepting the position as Club Advisor, the Advisor agrees to:

1. Become familiar with the College's and the Office of Student Life's policies and procedures and to share this information with the students.

2. Study the group’s constitution and to become familiar with the group's history, purpose, philosophy, in order to provide continuity from one group to the next.

3. Meet with group leaders on a regular basis to review the group's plans and to assist in the determination of the club and its activities.

4. Attend meetings and functions of the group, providing appropriate supervision when required.

5. Encourage students to participate, to assume responsibilities for their actions and to assure the effectiveness of their programs.

6. Approve the program of activities of the club and all requests for space, equipment, supplies or refreshments.

7. Intervene as appropriate when member's actions or proposals that are counter productive to the well-being of the group, the Student Life

Program or the College and to inform Student Senate and the Director of Student Life of any situation(s) potentially needing intervention.

8. Assure that any monies collected by the group are immediately deposited through the Office of Student Life.

A WORD TO CLUB ADVISORS

Congratulations! You have been selected or elected, or appointed to be the advisor to a student club. All student clubs are required to have and advisor who acts as the College’s liaison to the student group. You position signifies the respect students have for you, the fact that they look up top you and want to get to know you better. They would like to have the benefit of your knowledge and experience.

Clubs at the Montgomery College, Takoma Park Campus provide students with opportunities to learn more about an academic or career field, to spend time with faculty in the department affiliated with the club, and to establish commitments to professional development. These purposes are usually listed in the club’s constitution. Other clubs serve as a support group for students with varying cultural and national backgrounds. Such groups help to ease the challenge of adjusting to a new, different and challenging cultural environment.

In class and out of class learning at Montgomery College exist to provide a learning laboratory for leadership skills. There have been studies which show personal qualities, such as the ability to get along with people, the ability to finish a job once it is tackled, skill in oral communication, and other qualities are the ones that separate the achievers from the underachievers in life.

Advisors to student organizations are volunteers. Why should you spend your precious “free” time working with students in this way? You have information, skills and qualities that you would like to share with students. Furthermore, you enjoy students and you desire to have even more of an impact on students than the classroom allows. You have been selected for the job precisely because these qualities of yours have been recognized. If you need assistance in a particular situation or would like someone to work with your club on a particular skill or problems, please call the Office of Student Life @ 650-1482. We’ll match you with another faculty or staff member, or with someone who can help.

THE ROLE OF ADVISORS

  • To meet with group leaders on a regular basis to review the group’s plans.
  • To counsel and review requests for program purchases and facilities use by offering suggestions, when appropriate, for effective decision-making.
  • To setup a communication system so that the students may get a response to questions and requests in a timely manner (i.e. exchange phone numbers, share office hours and use of office mailboxes).
  • To attend as many meetings as possible to provide guidance in terms of scope, direction and propriety of programs; and to influence group and personal development. Again, the extent of involvement will depend on the nature of the group in regard to its purpose, the maturity of the group and the leadership ability of its students.
  • To become familiar with the College and the Office of Student Life, their goals, policies and procedures; and to share this information with students.
  • To encourage students to participate, assuming responsibility for their actions and the effectiveness of their efforts.
  • To become familiar with the group’s history, purpose, goals and programs so as to provide continuity from one group of students to the next.
  • To intervene as appropriate when members’ actions or proposals are counter-productive to the well-being of the group, the Student Life Program or Montgomery College.

Montgomery College Takoma Park/Silver Spring Campus

Office of Student Life

Club Application

 

Date of Application: ________________________

We, the undersigned hereby petition the establishment of the (Club name) and in so doing, promise to abide by the club’s constitution and the Policies and Procedures of Montgomery College.

The objective (s) and/or purpose of this club shall be:

  • What service will this club provide to the campus community?
  • Officers: (MCTP students with G.P.A. of 2.0 or above only)

Name: _________________________________________________________

Address: _______________________________________________________

City: ________________________ State: _________ Zip: _______________

Student ID#_________________________ Phone #: ____________________

 

Name: _________________________________________________________

Address: _______________________________________________________

City: ________________________ State: _________ Zip: _______________

Student ID#_________________________ Phone #: ____________________

 

Name: _________________________________________________________

Address: _______________________________________________________

City: ________________________ State: _________ Zip: _______________

Student ID#_________________________ Phone #: ____________________

 

Name: _________________________________________________________

Address: _______________________________________________________

City: ________________________ State: _________ Zip: _______________

Student ID#_________________________ Phone #: ____________________

 

  • Members: (Five minimum)

 

Name: ___________________________ Name: ___________________________

 

Name: ___________________________ Name: ___________________________

 

Name: ___________________________ Name: ___________________________

 

Name: ___________________________ Name: ___________________________

 

Name: ___________________________ Name: ___________________________

 

Name: ___________________________ Name: ___________________________

 

Name: ___________________________ Name: ___________________________

 

Name: ___________________________ Name: ___________________________

 

Name: ___________________________ Name: ____________________________

 

Advisor (s)

Name: ________________________

Signature: _____________________

Dept: _________________________

Phone: ________________________

 

Name: ________________________

Signature: _____________________

Dept: _________________________

Phone: ________________________

 

  • Meeting Dates

Semester (Circle one) Fall Spring

Month/Day (s)

_______________________________

_______________________________

_______________________________

_______________________________

_______________________________

_______________________________

_______________________________

We, the undersigned members of the Student Government, Montgomery College, Takoma Park Campus, hereby approve of the establishment of the above-named organization.

 

Director, Student Life _________________________________

President, Student Government ___________________________

 

Valid from ______________ to ______________________

*Registration may not exceed one academic year*

 

THIS FORM MUST ACCOMPANY A COPY OF THE CLUB’S CONSITUTTION.

 

Should this organization be approved, we acknowledge the following responsibilities:

 

a. The organization’s membership shall be open to any member of the Student Body. There shall be no

discrimination of the basis of race, creed, color, religion, sex, or national origin.

  • The organization shall have a representative in attendance at all Student Senate meetings.
  • The organization shall keep a calendar of meetings and activities on file with the Student Senate, and the Director of Student Life.
  • The organization shall keep records of service and leadership efforts and contributions of members shall make this information available to the Activity Awards Committee to ensure that students are recognized for their work.
  • At the request of the Advisor, the Director of Student Life, or the Student Government, the organization shall file a written statement of philosophy or persons making such request.
  • After each meeting or activity, the organization shall be responsible for the cleaning of the facility used.
  • The organization will be responsible for any damage or liability incurred at its activities or meetings.
  • The organization shall recognize the authority of all campus officials.
  • The organization shall recognize the right to vote of all actively participating student members of the organization.
  • The organization shall recognize and abide by the policies and procedures of the College in all of its activities.
  • The organization shall provide the Office of Student Life with a list of members and officers at the end of each semester and will provide an end of the year report summarizing the activities of the club.

MONTGOMERY COLLEGE

TAKOMA PARK/SILVER SPRING CAMPUS

OFFICE OF STUDENT LIFE

 

REQUEST FOR FUNDS

CLUB/ORGANIZATION NAME _________________________________________________

CLUB REPRESENTATIVE ______________________________________________________

MONEY TO BE USED FOR _____________________________________________________

_______________________________________________________________________________

_______________________________________________________________________________

WHAT ARE THE EXPECTED OUTCOMES OF THIS PURCHASE?

________________________________________________________________________

________________________________________________________________________

 

AMOUNT: $ ______________

PLEASE ATTACH A COPY OF ANY SUPPORTING MATERIAL (E.G., Quote)

 

STUDENT SENATE COMMENTS AND ALLOCATION

$_______________________

______________________________________________________________________________________

______________________________________________________________________________________

____________________________________________________________________________

DIRECTOR OF STUDENT LIFE _______________________________________________

STUDENT SENATE PRESIDENT ______________________________________________

STUDENT SENATE TREASURER _____________________________________________

CLUB TREASURER ________________________________________________________

 

Semester Goals of Club

1. ______________________________________________________________________

2. ______________________________________________________________________

3. ______________________________________________________________________

4. ______________________________________________________________________

5. ______________________________________________________________________

Specific Activities to achieve Goals outlined above

1.________________________________________________________________________

2.________________________________________________________________________

3. _______________________________________________________________________

4. _______________________________________________________________________

5. _______________________________________________________________________

 

Signatures

Club President: ________________________________________ Date: ______________

Vice-President: ________________________________________ Date: ______________

Advisor: ______________________________________________ Date: ______________

 

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