Procedures for Official Recognition of Student Organization

Student Organization Recognition Process

Student organizations are formed to meet the needs and interests of the students. As a prerequisite to operation on campus, all such groups must be recognized by the college and must agree to abide by regulations of the Board of Trustees and policies issued by the administration. Every club or organization must have a faculty or staff advisor. No club or organization will be established or allowed to operate in a manner that discriminates against employees or students in violation of state or federal laws or college policies.

Procedures for Official Recognition of a Student Organization

1. Any group of students desiring to form an organization must have a faculty or staff member who is employed by the college full-time and is willing to serve as an advisor to the organization.
2. The faculty or staff member who desires to serve as an advisor to a student organization presents a written request for permission to be a student organization advisor to their supervisor. Upon approval of the supervisor, the faculty or staff member may proceed to assist the organization in being officially recognized.
3. A representative and the advisor of a student organization present a written request for official recognition to the Dean of Students or their designee, including the following documentation:
   1. Constitution/By-Laws with the organization’s statement of purpose. A sample constitution template may be found on the Student Life website.
   2. A list of the organization’s officers, which should include but is not limited to the following: President, Vice President, Secretary, and Treasurer.
4. The Dean of Students or their designee will review the constitution to ensure that it meets the college’s constitution acceptability guidelines. The Dean will then notify the advisor and president of the organization of its official approval or any necessary revisions that need to be made to the draft constitution.

Important Notes:

The student organization advisor shall be the liaison between the student organization and the Vice Chancellor for Student Affairs or their designee.  As a representative of the college, the advisor shall exercise supervision over membership, operation and activities of the student organization. Advisors must be employed full-time by the college and are non-voting members of the student organization.

Each event that a student organization sponsors must be organized and supervised by its officers and advisor(s).  Approval of sponsorship shall not be granted for an event that is essentially an activity of a non-OTC organization.

OTC reserves the right to suspend the activities of any student organization when these activities are in violation of the regulations and policies of the college.

Student Organizations at OTC