Club Handbook

Involvement in campus organizations and activities is not only rewarding, but an educational experience.

The information contained here is designed to as a ready reference with information and tips for successful programming and effective organizations.

Why Become a Recognized Student Club?

There are many advantages to becoming a recognized student club at Holy Names University:

• Use of the name, logo, or initials of the Holy Names University.
• Use of HNU facilities.
• Use of equipment and services of campus departments.
• Assistance from faculty and staff in program development, membership recruitment and retention.
• Formal opportunities for leadership training.
• Access to university funding through student government (ASHNU).

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Guidelines for Recognition as Student Club

HNU students are free to organize and join associations to promote their common interests.

• Membership must be open to all students.
• A mission statement is required that identifies:
  • The ultimate purpose and goals of the club
  • A list of members (minimum of 5), or active officers
• A community service project
• Have a Faculty/Staff Advisor
• Regular (monthly minimum) meetings
• The election of a club President and other officers. (The president serves a one year term, but can run for re-election at the end of that year)
• An event/funding plan. (minimum of 1 per semester)
• If you do not follow these procedures, your club may be deemed in-active and will be unable to receive institutional funding, facilities, and rights.

HNU will not recognize a student organization whose purpose or expressed intent is to:

• Present a clear and present danger of inciting violence or unlawful behavior.
• Is not open to all members of the campus community.
• Advocate the physical harm, coercion, intimidation, or other invasions of personal rights of individual HNU students, faculty, staff, administrators, or guests.
• Promote harassment or other behavior prohibited by HNU policies, including unacceptable behaviors cited in the Student Code.
• Advocate willful damage, destruction, or seizure of College buildings or other campus property
• Interfere with College classes or unlawfully interfere with campus events or activities.
• Promote discrimination in any form.
  

Additionally, recognition may be revoked in cases where student clubs and/or members of a student club acting as representatives of their club, are found in violation of HNU policies.

Recognition of student organizations does not in any way suggest or imply that the university endorses positions or points of view espoused privately or publicly by such organizations. Recognized student clubs must represent themselves in ways that make this point clear.

Recognition is for one-calendar year, groups must re-register with the university each year. Recognition must be current in order for student groups to receive institutional privileges, such as the ability to use facilities and resource to sponsor meetings, events, and guest speakers, among other privileges reserved for registered student organizations. If a group wants to invoke any of these privileges at the beginning of the fall semester, then it must be registered by September 30 of the academic year.

For recognition, the club must complete the "Club Registration Form”. The completed "Club Registration Form” will then be reviewed by the Campus Life Staff.

Registration Requirements

• A current copy of the organization's bylaws (and/or constitution) with the name of the organization clearly stated as well as a statement of general purpose and any affiliation with an off-campus group
• Names, addresses, telephone numbers, e-mail addresses and student identification numbers of key officers or directors of the organization
• Any other information about the organization required by the Vice President for Student Affairs, ASHNU, CSIL.

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To Be An Active Club

• You must do mandatory big events (a dance, a speaker, a musician, etc.) for the campus
• You must do 10 hours of community service (contact Tom Cunningham in Civic Engagement)
• You must attend all club meetings
• If you do not follow these procedures, your club may be deemed in-active and will be unable to receive institutional funding, facilities, and rights.
• Club Presidents can serve one year terms and then must be re-elected by their members.

The Campus Life Staff can help your club with:

• Guidance on meeting and event planning
• Guidance on club operations such as running effective meetings, recruitment and retention of members, leadership skills, and conflict resolution
• Guidance on retreat planning, team-building activities, and finding retreat sites
• Resources for ideas on performers, programs, speakers and leadership tools
• Registering your group
• Help with facility request forms and work orders
• Contracts (writing, negotiating and signing) for entertainers, services, or off campus facilities
• Staffing for student events
• Approval for fund-raisers
• Approval for any off-campus vendors
• Approval of ALL publicity materials (banners, posters, flyers, etc.)

Advisors

Advisors to student organizations are very important. They give their time and expertise in order to facilitate the growth and development of students through the group process.

Each recognized student group is required to have an advisor because of their educational contributions to the group.
An advisor has various responsibilities and must be able to oversee and advise the club/organization in all activities as well as to attend the organization’s meetings and activities.

• Support the mission and focus of the student organization on campus by promoting longevity and success.
• Provide positive reinforcement and effective feedback for the student organization and its members.
• Provide the group with both on and off campus resources. Assist the group with making the appropriate connections to resources and personnel that will enhance the activities and programs the group is hosting or sponsoring.
• Counsel officers and members of the group. Serve as a “sounding board” off of which the Club can bounce new ideas and concerns.
• Take an active part in the development of the organization’s procedures and policies of operation.

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Planning an Event

• Your event must be approved by your advisor and open to all members of the HNU community '
• Events create interaction: Students can interact on educational topics or through fun activities related to common interests. These events foster understanding and acceptance, while providing students with new educational experiences.
• Events provide a healthy outlet: A dance, concerts, dinners or sporting events, are all outlets and opportunities to release stress, anxiety and other college pressures. This gives every student an opportunity to relax and just have FUN!

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Request Funds

All funds must be approved by ASHNU. Click here to get the form. You must submit the form to the ASHNU president at least 2 weeks before you need the funds.

Getting Started Checklist

Here are some things to think about when you start your HNU club or organization.

• How will your organization be defined?
• What are your proposed goals?
• What are you hoping to accomplish?
• How does your club or organization fit within the mission of the College?
• Is there a department with whom you can or will be affiliated?

• How will you select an advisor?

Tips for a Successful Club or Organization

• Keep copies of agendas, minutes and any club correspondence in a club binder so that future leaders can learn about the Club's history and not "reinvent the wheel" when programming events and activities.
• It is a good idea to keep copies of all paperwork regarding the club's financial transactions (receipts, vouchers, statements, etc.) with the handbook.

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