Apply Now Request Info
Contact Us Apply now

Student Organization Policies And Procedures

  • Home
  • Student Organization Policies and Procedures

Policies And Procedures

This page replaces the Student Organization Handbook and should be your first place of reference to answer all questions related to Student Organizations and InvolveMOUNT navigation.

Student Organizations (SO) are student initiated and facilitated groups that encourage students to engage outside the classroom. Student Organizations at MWCC are crucial to the student experience and allow students to connect with one another, develop a better understanding of themselves and others, and enhance the student experience as a whole. Regardless of the “tier”, all SOs MUST have an advisor, meet regularly, actively recruit members, maintain their InvolveMOUNT organization and and remain in compliance with all requirements of that “tier”. There are three types of Student Organizations at MWCC.

SGA/CATS/Mount Observer/eSports

  • Officer Structure determined by organization
    • Officer requirements
      1. Officers must maintain a minimum 2.0 GPA (NOTE: SGA officer requirement is 2.5 GPA)
      2. Officers must be registered for a minimum of 6 credits
        • Exception: If a student is in their final semester at MWCC and enrolled in less than 6 credits they may serve as an officer if they were in that same officer position during the semester immediately preceding their last semester, SGA is excluded in this policy.
  • Funding
    • Self-sustained or through the Student Life Office
  • Benefits
    • May reserve rooms for meetings/events
    • May host events, trips, etc.
    • May reserve space for tabling/recruiting

Any Student Organization that meets the following criteria:

  • Have a constitution that has been approved by the SGA
  • Fulfill community service and earning requirements annually
  • Officer requirements
    1. Has a minimum of a President and Treasurer, elects other officers as desired
    2. Officers must maintain a minimum 2.0 GPA
    3. Officers must be registered for a minimum of 6 credits
      • Exception: If a student is in their final semester at MWCC and enrolled in less than 6 credits they may serve as an officer if they were in that same officer position during the semester immediately preceding their last semester.
  • Funding
    1. Will have an account through the Student Life Office
    2. Able to request funds through the SGA
    3. Any earned funds will rollover from year to year
  • Benefits
  1. May reserve rooms for meetings/events
  2. May host events, trips, etc.
  3. May reserve space for tabling/recruiting

Click here for a sample constitution.

Any Student Organization that meets the following criteria

  • Has students interested in being an organized body
  • Officer Requirements
    1. No officers will be elected
  • Funding
  1. May have an account through the Student Life Office if an RSO previously
  2. Will not be able to request, earn, or spend funds
  • Benefits
    1. May reserve rooms for meetings
    2. May reserve space for tabling/recruiting
    3. May NOT host events, trips, etc.

All Student Organizations (SO), regardless of tier, MUST have an advisor approved by the Chief Student Affairs Officer or their designee. An advisor may be any current MWCC employee (staff/faculty, full-time/part-time) that agrees to adhere to all Student Organization Policies & Procedures set forth by the Student Government Association and the Student Life Office.

Serving as an SO advisor is considered a volunteer position that should not interfere with the employee’s regularly assigned duties. In some instances, serving as an SO advisor fulfills a volunteer requirement for an employee. All advisors should discuss expectations with their supervisor to ensure that conflicts between job duties and advisor requirements do not occur.

  • Work with the Student Life Office to conduct elections via InvolveMOUNT. The Student Life Office will build the election on InvolveMOUNT, simply submit an Election Request Form with the required information.
  • Attend organization meetings on a regular basis – recommended.
  • Be present for all on-campus organization events for their entirety.
    • NOTE: While it is not practical for advisors to be present for the entirety of events during the work day such as bake sales and raffles that span many hours/days, they are required to be on-campus and periodically check-in on the event throughout its duration.
  • Attend all off-campus events for their entirety regardless of the length or distance.
  • Attend all on-campus, after-hours events for their entirety.
  • Attend any required organization trainings, including completing the asynchronous training annually.
  • Complete the Advisor Expectations Worksheet at the beginning of the academic year and whenever there is a change in officers and then review with the SO officers.
  • Communicate with the Student Life Office regarding any organization activities, change of officers, policy questions, etc.
  • Ensure that organization officer information remains up-to-date at all times on InvolveMOUNT.
  • Ensure that organization officers meet the specified minimum 2.0 GPA, minimum 6-credits registration  requirement each semester, and complete required trainings specific to their position.
  • Advise organization members regarding college policies and best practices involving students.
  • Work with organization officers to direct organization meetings/activities/etc.
  • Oversee organization funds in conjunction with the organization treasurer.
  • Assist organization in requesting meeting space, completing required paperwork, working with college departments, etc.
  • Be available to organization members on a regular basis.
  • Forward all Student Life correspondence to organization members as needed.
  • Ensure that all required Year-End reports are completed before the end of the semester/designated date.
  • Utilize InvolveMOUNT for ALL organization business (NOTE: This may be delegated to SO Officers as needed.). This includes:
    • Maintaining rosters and approving student requests to join the organization on a regular basis.
    • Utilizing the InvolveMOUNT messaging system for SO emails/texts.
    • Posting all SO meetings using the Event Submission process.
    • Submitting an Event Proposal as early as possible in the event planning process to secure a date/time that does not conflict with currently scheduled campus events.
    • Keeping the Student Life Office abreast of all event plans throughout the planning stage after the Event Proposal has been approved.
    • Any other tasks available on InvolveMOUNT

Student Organizations (SO) at MWCC are constantly evolving to meet the needs of students. While we try to ensure that there is an organization for everyone, sometimes you might have an idea or passion that you wish to share with others and creating a new organization might be how to proceed. Being a Student Organization at MWCC affords you a
number of benefits, such as access to an advisor that can help guide the SO, the ability to reserve rooms on campus for organization meetings, and the opportunity to market your organization at regularly scheduled Expos and/or by scheduling a table in the Student Center.

Things to consider before petitioning to form a new Student Organization:

  • You MUST have an MWCC employee willing to be your SO Advisor. This person must be approved by the Chief Student Affairs Officer or their designee.
  • The SO needs to be sustainable over time. When creating a new SO consider if it will likely remain in existence after you leave MWCC. Is it something that many students will be interested in, or is it only a passing fad or specific niche that others might not enjoy.
  • Think in broad terms, instead of starting an SO for baking chocolate chip cookies, maybe consider an SO that encompasses all types of cooking in general. This allows more students to become interested in joining, and the group can focus on a variety of cooking topics as the members decide.
  • How will this SO tie into the college’s Mission, Vision, and Values?
  • Review the Student Organization Policies and Procedures as well as all of the information on this page.
  • If you are ready to start, click here to complete the form.

Below are links to forms by category:

Below are Links to the MWCC Video Connections Leadership Series Videos:

Video Interviews with Student Leaders:

As a student at MWCC you may wonder if joining a Student Organization (SO) is the right decision for you. College life provides you with many opportunities to learn, meet new people, experience different cultures, develop soft skills, build your resume and more. Being part of a Student Organization is just one opportunity to get involved in student life. Whether you join one Student Organization or many, the choice is yours.

To join a Student Organization simply log into iConnect and browse through the many SOs available. To find the SOs, simply click on the “Groups” icon at the top of the page and then the “All Groups” button on the right. Browse through the many organizations, the ones noted as Student Organizations are all student led groups that you may join. Click on any that interest you and then click the Join Group button to request membership. The Advisor will receive an email and will soon approve your membership.

Taking on a leadership role in a Student Organization (SO) can be a rewarding experience that allows a student to develop leadership skills, gain confidence, build connections, and broaden their understanding of themselves and others. Student organizations rely on student leaders to fulfill their roles with passion and commitment as they help determine the trajectory of the organization.

While students are encouraged to expand their involvement at MWCC through student organization officer positions, students should consider the responsibilities of the various officer roles and make an informed decision before taking on any position. Below are the basic responsibilities of each officer role for all student organizations. These roles may differ slightly from organization to organization and from semester to semester depending on the dynamics of the officer/advisor/member relationships. Additionally, some organizations may add roles depending upon their individual needs.

The Student Organization President is responsible for keeping the club membership engaged and informed of all club activity. They preside over club meetings, distribute the agenda in advance of meetings, and are the spokesperson of the organization to the SGA and the college administration.

The SO President should be available to meet with the advisor regularly to work collaboratively in guiding the direction of the organization. Being the president means committing time weekly to the organization and following through with tasks to ensure that the organization remains a vibrant source of engagement for members.

Tasks may include, but are not limited to:

  • Initiate the completion of the Advisor Expectations Worksheet at the beginning of the academic year and whenever there is a change in officers and then review with the SO advisor.
  • Presiding over regularly scheduled meetings
  • Preparing and distributing (this includes uploading it to the InvolveMOUNT Documents section) an agenda in advance of meetings
  • Ensuring that new members are properly welcomed into the organization
  • Delegating tasks as needed among other officers/members
  • Serving as an example to others in the organization and in MWCC as a whole.
  • Navigating and managing the organization’s InvolveMOUNT page in conjunction with the advisor and other officers.
  • Completing the Annual Asynchronous President Training.

The Vice President of a student organization serves as an aide to the President. They work closely with the President to ensure that the organization is following all college policies and procedures and that students are aware of and welcomed into the organization. As with the President’s position, the Vice President should be available regularly to attend to organization business and be ready to fulfill the responsibilities of the President in their absence.

Tasks may include, but are not limited to:

  • Serving in the role of President in the event of their absence
  • Act as the primary recruitment officer for both new members and officer roles
  • Oversee marketing for the organization
  • Navigating and managing the organization’s InvolveMOUNT page in conjunction with the advisor and other officers.
  • Completing the Annual Asynchronous Vice President Training.

The Treasurer of a student organization oversees all money related activities. This includes ensuring accounts are kept up to date, Purchase Requests are processed in a timely fashion, and fundraising is conducted. The Treasurer will work closely with the SGA Treasurer to complete reports as needed and ensure that all state and institutional policies are followed.

Tasks may include, but are not limited to:

  • Monitoring the SO account on InvolveMOUNT and notifying the Student Life Office of any discrepancies using the Student Organization Account Discrepancy Report.
  • Ensuring that all Purchase Requests are completed in a timely manner.
  • Working with the SGA Treasurer to ensure that all finance related obligations are met by the SO.
  • Submitting the Year-End Financial Report and any other finance related reports/requests as needed.
  • Navigating and managing the organization’s InvolveMOUNT page in conjunction with the advisor and other officers.
  • Completing the Annual Asynchronous Treasurer Training.

The role of Scribe in a Student Organization requires attention to detail and excellent written communication skills. The Scribe should be able to record adequate meeting minutes so that members unable to attend a meeting may be kept abreast of the proceedings. Timely recording, distribution, and uploading of meeting minutes is crucial to the role of Scribe.

Tasks may include, but are not limited to:

  • Recording, distributing and uploading of meeting minutes to the InvolveMOUNT page
  • Any organization correspondence
  • Navigating and managing the organization’s InvolveMOUNT page in conjunction with the advisor and other officers.
  • Completing the Annual Asynchronous Scribe Training.

At the beginning of the fall semester, each approved Student Organization (SO) that wishes to be active during the academic year must register with the Student Life Office on InvolveMOUNT. This is a simple process that MUST be completed by the Advisor that will be listed as the Primary Contact for the SO. Refer above to About Student Organizations to determine what tier your organization falls under.

Please follow the steps below to complete registration:

  • Navigate to the Manage Home view for your SO on InvolveMOUNT.
  • Click on the blue Re-Register This Organization bar.
  • Review the Organization Information to ensure accuracy and update as needed.
  • Under Additional Information update the meeting location and dates/times. NOTE: Do NOT include any links for virtual meetings, those must be added on the day of the meeting to the meeting Event. Please see Events under the Navigating InvolveMOUNT section for details. Refer to the Keeping Your InvolveMOUNT Organization Up-to-Date under the Navigating InvolveMOUNT section on how to list your meetings dates/times.
  • Add or update your organization profile picture.
  • Scroll down to the roster and remove anyone that is no longer a member.
  • Complete elections if needed and update officer positions for PSOs and RSOs.
  • Submit the registration.

If items are missing or incorrect the submission will be denied and will need to be resubmitted after editing, otherwise it will be approved.

All MWCC Student Organizations (SO) are required to adhere to all policies, procedures, and guidelines set forth by the Student Life Office in compliance with institution and state policies and regulations.