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Starting a new club or student organization at Grays Harbor College can be an exciting activity, provided you have the time, dedication, and enthusiasm necessary to make your effort successful. Included in this section is a summary of the procedures required to get going, followed by an explanation of each step.
1. Decide on the focus or main purpose of your organization.
2. Contact the Coordinator of Student Programs, Cal Erwin-Svoboda to
get information on becoming an approved chartered student organization.
3. Motivate students to join.
4. Find an advisor. (GHC Faculty/Staff member)
5. Conduct regular meetings.
6. Adopt a charter which outlines the purpose and function of your organization.
7. Submit the charter for approval.
8. Request seed money to get your club going.
9. Enjoy your activities.
1. Decide on the purpose of your organization.
Determine the focus of your club. Try to find a few other students who share your interest.
2. Contact the Coordinator of Student Programs for start up information.
The Coordinator of Student Programs, Cal Erwin-Svoboda, will assist you with the initial requirements of becoming and official student organization. The major requirements are having ten members, an initial plan of activity to get started, a staff or faculty advisor and an approved club charter. What’s the charter, anyway? A charter outlines the purpose of your club and includes the rules which state how your organization operates. A sample charter is attached. Don’t let the terminology intimidate you. Choul Wou is available to answer any questions you may have. Stop by her office located in room 172 in the HUB or contact her by phone at 538-4078.
3. Motivate students to join. Have a plan.
This may be the one of the most challenging tasks involved with getting started. At least ten interested members are required to start a club. Consider distributing flyers, using word of mouth advertising, making use of college bulletin boards, and possibly writing an article or announcement in the online bulletin board. Securing student membership is a critical part of establishing your club, so make sure to “get the word out.” And then once students show up, make sure you have a plan to get going. A project or activity will draw students in and keep them coming, rather than a start-up meeting.
4. Find an advisor.
All student organizations are required to have a college staff or faculty member as advisor. Try to find an instructor or other employee who has an interest in your club activities and can put in the time and energy necessary to help establish and maintain your organization. Inform the Coordinator of Student Programs who your new advisor will be.
5. Conduct regular meetings.
People who are interested in your club will be recruited to an activity, so make sure you focus your meetings on the activities of the club and not on the details of setting up a club. But be sure to take some time to discuss the overall intentions of the group and determine who will serve as temporary officers until the club charter is approved and regular elections are held. You have to have a club president, secretary and treasurer. Also, set a regular meeting time—either weekly or bi-monthly.
6. Adopt a Charter.
The charter deals with the fundamental laws of your club. It explains the statement of purpose, organizational structure, and defines the operational procedures of your student club. When writing your charter, try to keep it clear and simple. A sample charter is attached which may be helpful as a guide for your organization. Additional copies of both forms are available from the Coordinator of Student Programs.
7. Submit the Charter for Approval.
Charters for Grays Harbor College student organizations are reviewed by the coordinator of student programs and then approved by the ASGHC Student Council. It is necessary to have a representative of your organization present at the Council meetings in which our charter is being reviewed. The normal approval process involves three readings of your charter. Before submitting your proposed charter, it would be helpful if you talked to the ASGHC Vice President. You can contact this person via the Student Council office in room 171.
8. Request seed money to get going.
Funds may be available as seed money to get your organization underway. The usual amount available to start up organizations is $150. During the budgeting process in Spring Quarter your organization will be eligible to receive funding for the next school year. Contact the ASGHC Treasurer at 538-4087 or the Coordinator of Student Programs at 538-4078 for information about funding.
9. Enjoy your activities.
Now that you’ve got your organization “off the ground” the fun begins. You are faced with deciding what objectives to pursue and what activities to undertake. You might consider reading the section in the handbook which gives some guidelines on how to select activities and goals. A key to maintaining interest in your group is to have a central focus which binds the membership together. Decide on a few objectives and then design activities (social, service, fundraising, and possibly professional) which fulfill your objectives.
At first glance, writing a charter for your new organization may seem like a complex task. However, by the following the format below and examining the sample charter on the following page as a reference you should be able to compose a charter which works for your organization. If you do run into a problem or have questions, contact the Coordinator of Student Programs for assistance.
Your charter should be written clearly and simply, and should include the following:
Article I Name of Organization or Club
The name of this organization shall be….
It shall be the purpose of this organization to (promote, organize, recognize, ect.)
Statement relating the type of activities which the organization will sponsor or
participate in while attempting to achieve the stated purpose.
This section should describe membership criteria and who is eligible for
membership in the organization. Currently enrolled Grays Harbor College
students are eligible for membership. Organizations will adhere to practices
that are non-discriminatory.
Describe the powers and duties of each of the organization’s officers and how
they are elected or selected. Explain how and when organizational decisions
are made.
Statements which describe the process necessary to amend or change this
charter. Amendments to this charter must be approved by the ASGHC Student
council.
Article VII Operating Procedures, By-laws, and Standing Rules
Specific statements related to the organization’s day-to-day operations, and the
general rules the membership must follow.
Regular meetings of this organization shall be held (monthly, bi-monthly, weekly,
etc.). Specify who shall have the responsibility to notify members of the meeting
and the method of notification used i.e. phone call, mailing, prior meeting, flyer,
etc. Do you wish to meet during quarter breaks? Summer quarter? Will
Robert’s Rules of Order by used to govern meetings of this organization?
Article IX Dues (optional)
Members shall pay dues in the amount of (x) on a monthly, quarterly, yearly
basis. Specify who shall have responsibility for maintenance of the account
and provisions for accounting procedures.
Section 1. The name of this organization shall be Sailing Club
Section 1. It shall be the purpose of this organization to promote the
sport of sailing for fun and competition.
Article III. Aims and Goals
Section 1. To promote the sport of sailing.
Section 2. To provide information to students and staff about regional
sailing races and events.
Section 3. To provide a support network for persons desiring to train
and/or compete.
Section 1. Any Grays Harbor College student who pays the student fee is eligible to be a club member.
Section 2. Staff or faculty may participate in club functions. However they may not vote or use Sailing Club funds.
Article V. Decision Making Structure
Section 1. The club officers shall be president, secretary, and treasurer. The club president will facilitate the meetings, the secretary will record all meetings and keep records of club activities and the treasurer will maintain all financial records.
Section 2. Elections for officers will be held as offices are vacated. No officer may hold any one position for more than two years in one’s lifetime. All club members may vote.
Section 3. All decisions shall be made by a simple majority. Quorum is 2/3rds of active members present, with a minimum of 7 voting members.
Section 1. Amendments to this charter may be made by 2/3 majority of club members at a regularly scheduled meeting. Amendments must then be approved by the ASGHC Student Government. Any member of the sailing club can propose an amendment.
Article VII. Operating Procedures, By-Laws, and Standing Rules
Section 1. Formal meetings will be held as scheduled by the officers
and approved by the members.
Section 2. Special meetings may be called to sail when the winds and
tides are right.