2018-2019 Student Organization Handbook; Last Updated: 2/1/2019

CCSGA Student Organization Handbook

Table of Contents

General Introduction to CCSGA & Student Organizations

CCSGA Student Involvement, pg. 2

Scope of Handbook, pg. 2

Benefits of CCSGA Recognition, pg. 3

Application Process, Classifications, Advising Structures, & Status

        Club Development & Step by Step Application Process, pg. 3

        Student Organization Classifications & Advising Structures, pg.4

        Organization Status, pg. 6

Active, pg. 6

Not in Good Standing, pg. 7

Inactive, pg. 8

Expectations of Student Leaders & Advisors, pg. 8

General Student Organization Policies

Anti-Discrimination Statement, pg. 10

College Name & Trademark Usage, pg. 10

Event Planning, pg. 10

External Affiliations/Advisors & Adult Volunteers, pg.11

Feedback Process, pg. 11

Finance & Funding Policy, pg. 11           

Food Safety, pg. 14

Hazing, pg. 14

International Students and Visa Limitations, pg. 15

Leadership Transitions, pg. 15

Membership & Inclusion Policies, pg. 15

Political Activity (in development)  

Risk Management Protocol & Waivers, pg. 16

Travel/Tip Registration, pg. 17

Umbrella Office Specific Protocols, pg. 18  

Student Organizations Resources

Advisor Agreement Form, pg. 18  

Constitution & Mission Statement guidelines, pg. 18  

Important People to Know, pg. 18  

Frequently Asked Questions, pg. 18  

General Introduction to CCGSA & Student Organizations

Co-/extra-curricular involvement outside of the classroom is an integral part of the college learning experience, providing students the opportunity for leadership development, exploration of new interests/passion areas, and to leave a lasting legacy on campus. One of the many ways students can contribute to campus life and become involved is through student organizations.  

As the student government, the Colorado College Student Government Association (CCSGA):

Every CC student is a member of CCSGA from the time they enter the college. Each student has the right to have their voice heard through:

In addition to CCSGA membership, all students are welcome to join existing student organizations or consider starting their own. CCSGA is responsible for the recognition and support of student organizations.

Various administrative and academic offices across campus provide support to CCSGA in the advising and management of student organizations as well as the development and implementation of collaborative project.

Scope of the Student Organization Handbook

This handbook applies to any group of students who require any type of administrative or financial support from Colorado College, including Residential Life & Campus Activities and/or CCSGA. This also encompasses student groups affiliated with specific campus offices, programs, and/or academic departments. This handbook outlines the club development, application, and recognition process as well as the student organization management protocols and expectations.  

Benefits of CCSGA Recognition

Recognized student organizations are provided additional support and gain access to finite campus resources, including but not limited to:

Recognition through CCSGA provides student organizations a higher level of visibility on campus and within the community. In addition, recognition provides structure and support that promotes longevity of your organization well after the founding students graduate.

Application Process, Classifications, Advising Structures, & Status

Club Development & Step by Step Application Process

In order to become a recognized CCSGA student organization and be classified as “Active,” eligible for the all of the benefits of recognition, groups must apply to be recognized. The process is as follows:

Step 1: Do your Research & Express Interest

Step 2: Meet with Staff from Umbrella Advising Office and Find an Advisor(s)

In addition to CCGSA & RLCA, Student Organizations are supported by a variety of different offices on campus that have expertise in specific areas. Each of these offices, included in the chart below, have internal student organization management protocol in order to best support the student groups within their Umbrella.

If you need to seek an advisor outside of the Umbrella Advising Office:

There may be times that student organizations are classified under one umbrella office but engage in activities overseen by a different Umbrella Advising Office(s). In these instances, your organization will be expected to practice the protocols of both Offices as well as abide by the CCGSA protocols. An example of this would be if an Arts group wanted to take their club on a camping trip; they would be required to have a trained Outdoor Ed trip leader lead the trip.  

Student Organization Classification*

Umbrella Advising Office 

Academic/Honor Society

Residential Life & Campus Activities

Athletic/Recreational Sport

Recreational Sports (advises 15 competitive club sports)

Residential Life & Campus Activities

Arts (Culture, Media, Performing,Visual)

Residential Life & Campus Activities

Environmental

Office of Sustainability

Greek

Residential Life & Campus Activities

Health & Wellness

Wellness Resource Center 

Sexual Assault Response Coordinator

Identity Based/Social Justice

Butler Center (advises 15 Butler Groups)

Residential Life & Campus Activities

Outdoor Recreation

Outdoor Education

Political

Collaborative for Community Engagement

Professional/Pre-Professional

Career Center 

Service/Community Engagement

Collaborative for Community Engagement

Social/Special Interest Group

Residential Life & Campus Activities

Spiritual or Religious

Chaplain’s Office

* This list of categories is not all-inclusive; more categories may be added overtime. If your group does not fit naturally into one of these predefined categories, select social/special interest group on the application.

Step 3: Complete Application

The application for CCGSA recognition can be found here. It will ask you to answer the following questions in addition to submitting your Mission Statement, Constitution, officer contact information, and membership list.  

Please note: some Umbrella Advising Offices do require a Supplemental Application or have additional requirements you must meet in order to be classified within their structure. These requirements will be shared during the Umbrella Advising Office meeting described in step 2.

Step 4: Application Review

The CCSGA Student Life Committee will review your application and render a decision based on the information provided in the application. There are typically two outcomes of the recognition process:

Step 5: Maintain Active Status

Once a group is recognized, there are a series of CCSGA student org trainings that need to be completed to maintain active status; these may be in addition to Umbrella Advising Office trainings. CCSGA trainings include:

Information about the dates, times, and locations of these trainings will be emailed to the student organization’s leaders on file as well as posted on the RLCA website, facebook page, and the student digest.

Additional requirements to maintain Active are:

Should a club not meet/fulfill these requirements, they will be flagged as Active, but Not in Good Standing. This means a club may lose some or all access to CCSGA and other campus resources until they have fulfilled the requirements. Reasons a club may become flagged as “Not in Good Standing” include but are not limited to:

Reason

Consequence 

Reversal

Missing Required Leadership trainings

Finance Training: Freezing of Account

Student Org Leader & Advisor Training: Loss of Programming Privileges

Trip Leader & Safety Officer Training: Loss of off-campus trip privileges

Arrange time to complete make-up training or attend session at next offered date

Outstanding payments, overdraft account, and/or misuse of purchasing card

Freezing of Account and loss of access to CCSGA funding and p card

Zeroing out of account balance; payment of outstanding balances; additional training for p card

Special event funding follow-up report not submitted

Loss of access to future CCSGA special events funding

Completed Special Event Follow-up report submitted

Violation of the Honor & Community Standards Pathfinder

This may be grounds for being moved directly to inactive and will be reviewed on a case by case basis

Case by Case Basis

Violation of Umbrella Office Protocol

This may be grounds for being moved directly to inactive and will be reviewed on a case by case basis

Case by Case Basis

Failure to return loaned College equipment or returning it broken

Loss of check-out and potentially programming privileges

Equipment returned, replaced, or reimbursed

Failure to return waivers

Loss of programming privileges

Turn in completed waivers

Inactive

Groups may become categorized as Inactive for a variety of reasons; including but not limited to, the group has:

Applications for Reactivation will be considered by CCSGA and the Umbrella Advising Office on a case by case basis. In the case of CCSGA recognition having been revoked, the reactivation process will include at minimum a meeting with RLCA, CCSGA, and Advising Office Staff to discuss future plans and changes that have been made to address reason for deactivation.

These guidelines will go fully into effect in the 2019-2020 school year; for 2018-2019 school year, there will be an initial roll out process. During this time, CCSGA & RLCA will work closely with current groups to educate them on these new guidelines. We anticipate the first set of leadership trainings will take place in Block 7 or 8 in Spring 2019.

Student Leader & Advisor Expectations

Leading a student organization is a great opportunity to learn and develop professional skills; while it can be a time consuming undertaking, it is also a lot of fun and very rewarding experience that contributes to a vibrant campus culture. So that students and advisors have an understanding of what kind of commitment is expected, CCSGA has outlined the following minimum expectations; please note, Umbrella Advising Offices may have additional expectations that will be communicated directly with their group leaders.  

Student Leader Expectations

At minimum, student leaders of student organizations are expected by CCSGA to:

Advisor Expectations

During the initial forming of the organization or when selecting a new advisor for your organization, student leaders should reflect on the role of the advisor and determine in what capacity the advisor will be involved in the operations of the club.

At a minimum, advisors are expected to:

So that student leaders and advisors are on the same page about level of involvement an advisor will have in an organization, groups are required to complete the Advisor Expectations Form annually.

General Student Organization Policies

Anti-Discrimination Statement

Colorado College does not discriminate and does not tolerate discrimination against students, faculty, staff, applicants for admission and employment, and visitors, in its education programs and activities and its employment practices on the basis of race, color, national or ethnic origin, marital status, disability, religion, veteran status, age or any other status protected under local, state or federal law. Discrimination includes harassment, which includes a wide range of abusive and humiliating verbal or physical behaviors that are directed against a particular person or persons because of one or more of the above protected characteristics. This includes creating a “hostile environment” where the conduct is sufficiently severe or pervasive to alter the conditions of the person’s employment or educational experience at the college. The college further believes that students, faculty, staff, applicants for admission and employment, and visitors have the right to be free from retaliation for reporting or participating in the investigation of alleged violations of this policy or in any related proceeding, including a criminal proceeding or a proceeding with a government agency. Individuals who engage in such conduct will be subject to disciplinary and other remedial action under this policy. View the College’s full policy here. For questions about group membership & inclusion practices, see the Membership & Inclusion Practices section of the manual.

College Name & Trademark Usage

In order to use the Colorado College name  or “CC” abbreviation, your club must have been active and in good standing for at least one year.

Event Planning Protocol

The Event Planning checklist is designed to help you navigate the event planning process at CC; while not exhaustive, it should help you identify common event planning tasks and be prepared for your Student Events Summit meeting. All student organizations must abide by the college’s advance notice policy for space reservations and service orders of at least 10 business days/two weeks.  

While the college has a minimum advance notice requirement for events, it usually takes at least three months of preparation in order to carry out a well-planned, successful event. Depending upon the size and scale of the event, this timeline can be shortened, but it is advisable to start planning everything as far out as possible as spaces fill up quickly and other campus resources are finite. Before beginning the planning process, you should review the event planning checklist in its entirety so you are aware of what you need to consider at each stage.

Additionally, Student Organizations are expected to be familiar with the following campus & CCGSA policies:

External Affiliations/Advisors & Adult Volunteers

Recognizing that some organizations have national affiliations and require the help of external, adult volunteers, such as coaches, ministers, alumni advisors, etc., CCSGA welcomes the support of these individuals. External Advisors & Adult Volunteers must, however, follow the guidelines set out in this handbook in addition to completing an HR background check and the Volunteer Agreement form.

Groups with External Affiliations must also follow all policies set out by CCSGA, Umbrella Advising Offices, and the College; should there be a conflict between internal (CC) and external (National Organization) policies, the College’s policies should be considered the default to be followed. Not following the College’s policy will put the organizations status as a recognized and active organization at risk.

Feedback Process

Feedback is an important part of the student organization development process. Should you have feedback or kudos for specific student organizations on their practices or would like to provide suggestions for this handbook, you can do so using this form.

Financing & Funding Policy

Colorado College Student Government Association (CCSGA) administers much of the funding for student organizations. Types of funding provided by CCSGA include annual budget allocations and special events funding. If your organization has not already received funding for the current semester, you may apply to receive funding for the following semester.

The CCSGA Finance Committee reviews the annual budgetary requests of student groups twice a year; once at the end of 4th block, and once at the end 8th block. If your student group requires funding for recurring expenses, such as transportation or meeting expenses, keep an eye out for the Operating Budget Application, which the CCSGA Finance Committee will email to your group's co-chairs at the beginning of 4th block and 8th block. Please note that budgetary funding is limited, and the Finance Committee will allocate funds based on the strength of your application and the order in which it is received.

Budgeting

It is important to always be good stewards of the funding your organization has been awarded. Please be thoughtful about how you spend the money; you may ask your advisor for ideas about how to budget and save money on your event.

Green Events Funding

Any event sponsored by CCSGA with a total cost of over $5000 must be an Eco Event as defined by the Office of Sustainability. Regardless of total budget amount CCSGA encourages all groups to keep sustainability in mind in all aspects of their student organization management.

Special Events Funding

To secure special events funding:

Tax Exempt Status, Political Activity, & Fundraising

As a 501(c)3 non-profit organization, Colorado College is exempt from paying Colorado state and local sales tax. Be sure to obtain a copy of CC’s tax exempt information before making purchases. You will need to show this to the vendor each time you make a purchase on behalf of your organization.

As a tax exempt organization, there are certain rules by which student organizations affiliated with the College must abide by in order to not jeopardize this status with the IRS & FEC. These rules apply most specifically to political campaigns and fundraising efforts.  

Reimbursements

Reimbursements should be submitted directly to your advisor and can take up to two weeks for processing. All reimbursement requests must include the following:

Completed check request form

Original Itemized receipt(s): must include vendor name and address, date of purchase, items purchases, total, and amount of tip

Limitations

CCSGA is committed to being the best stewards of student activities fees as possible in order to sponsor the proposals with the greatest, positive impact. As such, CCSGA has the following funding guidelines and limitations:

Student Wages/Labor

In development by finance committee to set a standard wage for student artists/performers.  

Accepting Payments

There are a variety of ways to accept payments at a student organization event or fundraiser:

Food Safety

If clubs are serving food to their members or guests at meetings or events, a member of the club must have their Food Handlers License Certification. This is an online course that takes about 1 hour 15 minute to complete, including the test at which you get 2 attempts to pass; it costs $13 to complete. Cost should be covered by the student organization.

Hazing

The College forbids hazing, which is defined as any act which endangers the mental or physical health or safety of a student, or which destroys or removes public or private property, or which produces ridicule, embarrassment, harassment, intimidation, or other such result, for the purpose of initiation, admission into, affiliation with, or as a condition of continued membership in, a group or organization., regardless of the individual’s willingness to participate. Examples include paddling, creating excessive fatigue, physical and psychological shock, public stunts and buffoonery, and morally degrading or humiliating games and activities.

The express or implied consent of the victim will not be a defense of this violation, and apathy or acquiescence in the presence of hazing is also seen as a violation of this policy      

The College is opposed to hazing and other activities that do not contribute to the positive development and welfare of initiates and members. A true sense of community is nurtured in an atmosphere of social and moral responsibility and mutual respect. Review the College’s Community Standards Policy here.     

International Students and Visa Limitations

International students studying at CC with an F-1 or J-1 visa have immigration regulations to follow which may impact an international student’s eligibility for off-campus community engagement or volunteer experience.  Before participating in an off-campus community engagement on volunteer activity, please consult International Student & Scholar Services (ISSS). ISSS may be reached by email (isss@coloradocollege.edu), phone (719-389-6024), or in-person walk-in advising or appointments.  ISSS is located in the Center for Global Education & Field Studies, on the second floor of Armstrong Hall (above the Registrar’s Office) and can be found online.

Leadership Transitions

Transitioning from one student leader to another can be a difficult process, but there are ways to make it easier by planning ahead and setting aside training/transition periods for the outgoing and incoming leaders. We encourage student organizations to create and maintain a leadership transition document or digital resource guide that includes the following information:

Outgoing leaders are expected to update their Organization’s contact information with CCSGA so that all official communications regarding the budget application process are received by the appropriate club leaders. Failure to update leadership contacts may lead to a group becoming inactive.

Membership and Inclusion Practices

All students are members of CCSGA and student organizations are expected to have open and inclusive membership; there are, however, a few reasons a group can apply for “Closed Groups” status.

Closed Groups

CCSGA leadership has the ability to designate a student organization as a Closed Group if deemed necessary. Groups must apply for closed group status annually and can do so for the following reasons:

Safety/Confidentially

Public Performance Groups (PPGs)

Honor Societies

Greek Organizations 

Risk Management Protocols

Student and community safety is our primary concern; risk management/mitigation is an important part of this puzzle. As partners in this process, student organization leaders, advisors, and College staff are expected to engage in risk assessment and make intelligent, reasonable, and fair choices regarding the potential for any/all types of harm. This includes the identification and evaluation of potential risks associated with activities/operations of an organization and developing a plan to proactively control, reduce, or eliminate those risks.

Waivers

You may need group members or event participants to sign a waiver to participate in events or to be a member of your organization. Activity waivers are most commonly used when an individual activity or student organization requires an additional level of risk, such as travel, physical activity, competition, etc.

Event/Activity Waivers: Should your event involve activities that require waivers, you will be notified at Student Event Summit. These waivers will be created by Residential Life & Campus Activities staff and can be picked up at an agreed upon time prior to your event/trip. Waivers must be completed by all participants prior to the event, collected by a representative of the organization, and returned in alphabetical order with an accompanying participant roster to the Residential Life & Campus Activities Office. Failure to return waivers may result in loss of event privileges and active status.

Membership Waivers: Certain organizations as deemed by the College are required to have all members fill out the participation agreement.

Trip Registration for Off-Campus Travel & Van Reservations

CCSGA Student Organizations are required to register any off-campus trips with the the Residential Life & Campus Activities Office using the Trip Registration form at least:

Any student organization trip not registered with RLCA is considered unauthorized by the College and will be unable to receive funding from CCSGA or access to transportation services. Additionally failure to register a trip will result in loss of future off-campus trip privileges.

Student organizations that will be taking off-campus trips must have a member of their club who is travelling on the trip to be a certified Trip Leader/Safety Officer.

Student Organizations travelling off-campus must be travelling in CC vehicles; travel in personal automobiles is not allowed as they are not covered by the College’s insurance. To reserve a van, contact Transportation Services; for more information regarding van reservations and driving procedures, review the Vehicle Procedures Guide.

Umbrella Advising Office Policies

Umbrella advising offices should keep policies available on their websites; these policies are updated yearly and posted in August each year. If updates are necessary throughout the year, Umbrella Advising Offices are responsible for communicating these changes to their groups, along with the reasoning behind these changes, and the CCSGA VP of Student Life and RLCA staff. If student organizations at any time have questions or feedback about the Umbrella Advising Offices protocols, they should reach out to the CCSGA VP of Student Life to discuss their concerns.  

Student Organization Resources        

There are many benefits of CCSGA recognition afforded to recognized student groups that are outlined at the beginning of this handbook. If your group does not need/want to take advantage of these benefits nor need access to funding or support resources, it is not necessary to go through the club development process. Additionally, if you feel your group’s focus does not have long term sustainability (i.e.,based on a trend or fad du jour), you may want to consider meeting informally. You should, however, keep all of these policies and protocols in this handbook in mind as not being a recognized CCSGA group does not abdicate you/your group from any and all responsibility.

Faculty and staff are not able to found student groups. You are, however, welcome to identify students who share your interest to see if they are interested in founding the organization and have you serve as an advisor. Alternatively, you can check with your department head to see if it would make sense for your idea to become a faculty or staff run and college sponsored student program through your department.

There actually isn’t a difference; you may see the terms club and student organization used interchangeably within this guide. There are, however, some college run programs under student leadership that operate similarly to student organizations but are independent of CCSGA. Examples of this include but are not limited to: CC EMS, Catalyst, Theater Workshop, etc.

Most clubs transition leadership in the spring semester, specifically during Blocks 7 & 8; this is advisable as it allows outgoing and potentially graduating leadership to pass of the Leadership Transition materials to incoming leadership. It also allows for the student organization to maintain momentum and pick up where they left off at the beginning of the fall semester. We advise against waiting until Blocks 1&2 to transition leadership unless absolutely necessary and would encourage organizations to begin the leadership transition process as early as blocks 5 & 6.