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Student Organization Policies And Procedures

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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, visit iConnect 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.

Policies And Procedures

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. The Student Organization Handbook and should be your first place of reference to answer all questions related to Student Organizations and iConnect navigation.

Each organization is required to participate in a minimum of two civic engagement/community service projects per academic year. These may include fundraising or volunteering for a nonprofit organization, hosting an event for the benefit of a nonprofit, providing a service to a nonprofit, hosting an event or speaker for the benefit of the college campus, etc.

Some suggested activities include raising funds through a raffle or bake sale, sponsoring a guest speaker event to raise awareness, providing community service such as helping to clean up a local park, hosting an event to benefit the college community.

Organizations that are looking for ideas and/or venues for their civic engagement/community service are encouraged to contact the Brewer Center for Civic Learning and Community Engagement, Room H133.

Organizations must have a minimum of 5 members that volunteer at least 2-hours each at an event not hosted by them in order to receive community service credit for their organization (e.g. SGA Food Drive, Day of Caring, etc.).

All students are encouraged to record service hours that are sponsored by MWCC on their GivePulse account (RSO, Brewer Center, MWCC Student Life, etc.) and will be approved by the appropriate advisor. Only hours verified by the organization advisor will be noted on a student’s co-curricular transcript.

  • You are welcome to log personal service hours done outside of MWCC programming on GivePulse for your own records, however, they will not count towards your service hours for graduation and must NOT be shared with MWCC groups.
  • Students should log hours through GivePulse every time they complete any hours (not in bulk at the end of the semester).
  • Every semester there will be a deadline to log hours, and students will be unable to log hours past the deadline. Students will be notified of the deadline through the Student Life Office via email, as well as through GivePulse.
  • Students should only log the actual hours they complete; DO NOT log hours in advance of completing them.

  • Your service hours will be notated on your co-curricular transcript, which you can put on your resume for future employment, transferring to a four-year institution, or scholarships.
  • You may qualify for the Service Recognition Program which provides students with service awards/pins to wear at graduation, and recognition at the Service Learning and Volunteerism Celebration.
  • Your service hours aid the Brewer Center in securing future funding and grants.

  • Direct community service activities (i.e.. tutoring, building homes, visiting elderly)
  • Indirect service activities (i.e.. fundraisers, community organizing, Relay for Life)
  • Days of service (i.e. Day of Caring, Alternative Spring Break Trips)
  • Student organization meetings if you are in a leadership capacity.
  • Volunteer time spent on organization activities that specifically are supporting a non-profit (i.e. shopping/baking for bake sale, collecting donations, selling raffle tickets, tabling a bake sale)
  • Travel time to and from community service sites
  • Time spent on administrative activities for leadership positions only (typing meeting minutes,
    completing Expense Request Forms, drafting emails to members, etc.)

  • Travel time to and from a location where you would have normally travelled to anyway (MWCC)
  • Time spent on organization trips or events for enjoyment (i.e. organization lunches, field trips, hikes, etc.)
  • Time scheduled for volunteer service, but not actually completed (i.e. scheduled for 3 volunteer hours, but only needed for 2)
  • Attendance at Student Organization meetings if you are NOT serving in a leadership capacity
 

Students should refer to the GivePulse information which can be found on the Brewer Center page on iConnect for details on how to register and log service hours. If additional assistance is needed please contact the Brewer Center in Room 152, community@mwcc.mass.edu, 978-630-9435.

All RSOs are expected to conduct fundraising activities throughout the academic year to provide funding for SO activities, purchases, trips, etc. Fundraising may be for the SO account or for use as a donation to a non-profit organization. Please refer to the section on Student Organization Funds Policies & Guidelines for details on how to handle organization funds collected during a fundraiser.

Gardner Campus:

All food related sales on the Gardner campus must be done in conjunction with the Green Street Cafe. A Food Sale Event Request Form must be completed in advance to propose the intended sale to the Green Street Cafe and the Student Life Office. Once approved, all items must be made in the GCS kitchen by SO members under the direction of the GSC manager. GSC will provide all needed supplies and sales will happen in the serving are of GSC and money will be collected at the registers. At the conclusion of the event, the GSC will determine the proceeds earned by the SO and have the funds transferred into their account.

After Hours Food Sales: If a club wishes to conduct a food sale after the normal operating hours of the Green Street Cafe, all preparation policies will still be in place and the food must be able to be stored at room temperature and individually packaged. A cash box will need to be secured and money handling policies will be in place. The SO will then be responsible to complete an Expense Request Form to transfer funds to the Green Street Cafe for supply expenses.

Please provide at least 2-weeks advance notice to allow ample time for supplies to be ordered and preparation times to be scheduled.

Leominster And Burbank Campuses:

Food sales on the Leominster and Burbank campuses may be conducted without the use of the Green Street Cafe.

  • Food items may be prepared by club members at home and brought in for sale.
  • All items must be individually packaged in advance, not at the sale table.
  • A cash box will need to be secured and money handling policies will be in place.

RSOs wishing to sell merchandise such as pottery, art, t-shirts, tumblers, etc. may do so. RSOs are encouraged to create unique items for sale that will help them raise funds for their organization or as a fundraiser for a non-profit.

For all fundraisers, organizations must provide their own supplies (such as table covers, decorations, etc.)  A sign with the name of the organization conducting the fundraiser and where proceeds will go (organization or non-profit) must be posted at the table.

A cash box with start-up cash must be obtained from Student Financial Services prior to the start of the event. The person collecting this will be required to sign for the cash and the box and will receive a blank “Departmental Deposit Slip Form”. During the event, whenever there is a change in who is handling the cash box, a count of the cash must be done and the form signed by both the person leaving and the person taking the cash box. When the event is over, one person will complete the “Departmental Deposit Slip Form” and return all of the funds, cash box, and completed paperwork to the Student Financial Services Office.

An electronic copy of the deposit slip must be sent to the Student Life Office so that the deposit may be recorded.

All funds collected MUST be deposited in the RSO’s account immediately following the fundraiser. Individual SO account numbers may be found on InvolveMOUNT in the Finance section.

Both the pick-up and return of funds may take about 15 minutes, please plan accordingly.

Raffles require the RSO to pay 5% tax on all proceeds as well as compliance with state law.

  1. After receiving approval of the event via the Event Proposal form complete an Event Submission
    on InvolveMOUNT.
  2. Submit a flyer for approval
    a. The flyer MUST include the following:

     

    • Organization Name
    • Date(s) raffle tickets will be sold
    • Price of tickets (Individual ticket price not to exceed $2 per ticket)
    • Date and time when the drawing will take place
    • Who the raffle proceeds will benefit (organization, non-profit organization, etc.)
    • Prizes to be awarded (if known at time of submission)
    • The following language MUST be on all raffle flyers: Raffle is conducted by MWCC Student Services in conjunction with Mount Wachusett Community College Foundation, Inc., a not for profit 501(c) (3). IRS# 23-7136083
  3. If gift cards/certificates will be awarded they must be purchased in advance via the Student Life Office by submitting a Purchase Request. RSOs may NOT purchase gift cards themselves and request reimbursement.
  4. Money and alcoholic beverages shall not be used as prizes.
  5. Retain all original receipts and submit to the Student Life Office with a completed Purchase Request for reimbursement (NOTE: Sales tax is not reimbursable).
  6. A 5% state tax on the gross proceeds is required and the sponsoring organization is responsible for paying this tax. For this reason RSOs need to ensure that they will be able to raise at least $100 in ticket sales.
  7. If tickets are being sold off campus, the ticket should include drawing date, prizes, price, and the name of organization sponsoring the raffle, as well as, the name of the organization that the proceeds will be donated to (if applicable).
  8. Schedule organization members to work the raffle table on the date of the raffle.
  9. Prior to the day of the raffle, Raffle Pick-up Slips (one for each prize) must be completed by the organization.
  10. On the day(s) of the raffle:
    • Arrive early to set-up the table, signage, decorations, prizes, etc.
    • A cash box with start-up cash must be obtained from Student Financial Services prior to the start of the event. The person collecting this will be required to sign for the cash and the box and will receive a blank “Departmental Deposit Slip Form”. During the event, whenever there is a change in who is handling the cash box, a count of the cash must be done and the form signed by both the person leaving and the person taking the cash box.
    • Standard 2-piece raffle tickets, and raffle jars may be obtained through the Student Life Office the day of the raffle.
    • If tickets are being sold for different prices ($1 for 1, $5 for 7) be sure to track how many are sold at what price using the Raffle Ticket Log Sheet.
    • It is recommended that when students change shifts for table coverage, both parties count the money in the cash box at the time of shift change and document the total.
    • At any point during the raffle, the organization wishes to put some of the proceeds in the Student Life safe so as not to have too much cash in the cash box they may do so by contacting the Student Life Office.
    • Do not leave the cash box and/or prizes unattended, always be sure that someone is available to cover the table.
    • If the raffle will last more than one day the prizes may be stored in the Student Life Office or storage room as long as prior arrangements are made to ensure space is available.
    • At the end of each day (multi-day raffles) all proceeds MUST be counted and turned in to the Student Life Office to be stored in the safe. Under no circumstances may organization funds be taken home with organization members.
    • When the raffle is scheduled to end and winners drawn, please adhere to the following:
      • A Student Life representative MUST be present (If no one from Student Life is available then an organization advisor must be present)
      • The drawing must take place in a public location (usually wherever the raffle tickets were being sold) at the date and time advertised on the flyers.
      • Raffle Pick-up Slips must be filled in with the name of the winner and the winning ticket stapled to the slip immediately after drawing the ticket.
      • All prize winners MUST claim prizes from the Student Life Office.
      • When the raffle concludes, all money must be brought to the Student Life Office along with the completed Raffle Form so that the state tax money may be taken from the proceeds. DO NOT deposit raffle proceeds into the organization account until after the tax money has been taken out.
      • After the tax is paid at the Student Life Office, one person will complete the “Departmental Deposit Slip Form” and return all of the funds, cash box, and completed paperwork to the Student Financial Services Office.All funds collected MUST be deposited in the RSO’s account immediately following the fundraiser. Individual SO account numbers may be found on InvolveMOUNT in the Finance section.A cash box with start-up cash must be obtained from Student Financial Services prior to the start of the event. The person collecting this will be required to sign for the cash and the box and will receive a blank “Departmental Deposit Slip Form”. During the event, whenever there is a change in who is handling the cash box, a count of the cash must be done and the form signed by both the person leaving and the person taking the cash box. When the event is over, one person will complete the “Departmental Deposit Slip Form” and return all of the funds, cash box, and completed paperwork to the Student Financial Services Office.

        An electronic copy of the deposit slip must be sent to the Student Life Office so that the deposit may be recorded.

        All funds collected MUST be deposited in the RSO’s account immediately following the fundraiser. Individual SO account numbers may be found on InvolveMOUNT in the Finance section.

        Both the pick-up and return of funds may take about 15 minutes, please plan accordingly.

Organizations may sponsor an outside vendor to come on campus and sell their wares with a portion of the sales going to the organization sponsoring the vendor.

The vendor will need to submit a Vendor Application and include a list of the type of items they will be selling. The application must be approved by the Senior Dean of Students or their designee before permission can be granted for the vendor to sell on campus.

The vendor and organization must complete a Letter of Agreement for Vendors form. By signing the form, the vendor agrees to pay the organization a base fee per day or a percentage of gross sales (whichever is greater). The figure and percentage is negotiable. It is recommended that you request at least $30 per day or 10% of sales (whichever is greater). Remember that this is a negotiation process and you should strike a bargain that is mutually beneficial. Upon vendor’s arrival on campus, an organization member must meet them and assist them in getting situated at their assigned location. The sponsoring organization should also check in with the vendor from time to time throughout the day to see if any assistance is needed. When the vendor is scheduled to leave, the organization must have a member present to collect the agreed upon funds and to assist with any pack-up or loading.

All checks and cash collected from the vendor by an organization treasurer (or their designee) must be deposited into the organization’s account at the Student Financial Services Office on the same day as it is collected.

Sponsoring organizations must actively advertise the date/time that the vendor will be on campus to help improve their sales. While we don’t guarantee any amount of sales to the vendors, it is only fair to them that the sponsoring organization help to promote them in advance.

In order to be in compliance with the American with Disabilities Act, the following measures are required for all student activities and programs. Any questions related to the ADA should be referred to the MWCC Coordinator of Disability Services.

All events need to be accessible to students with documented disabilities.

  • When an American Sign Language interpreter or accessible transportation is needed, reasonable
    notification of at least two weeks before the event is necessary.
  • All signs and posters must have a statement indicating that appropriate accommodations for disabilities will be made, upon request, for students with disabilities. The following statement should appear on all publicity materials:
    • If you have a documented disability and may require accommodations in order to participate fully in the program, please contact the Student Life Office to discuss your specific needs. In some cases, a two week notice may be necessary.
  • When transportation is being provided from the college to an event for any MWCC students and there is a student with disabilities who requires accessible transportation, the organization or organization must coordinate the planning of these needs through the Student Life Office. The individual student with the disability will not bear the burden of the transportation cost when the college is providing transportation to an event. It is the responsibility of all students to provide their own transportation from their home to the college or the destination of departure for the trip. A request to make arrangements should be made as soon as possible to the Student Life Office, Room 151. A two-week minimum notice is required.

Student organizations often choose to show movies at various events; copyright law prevents them from livestreaming a movie from a streaming service or showing their personal copy without paying additional copyright fees. The cost to show a movie in any public place is significantly higher than student organizations often expect.

If your organization is considering showing a movie, even if it is unadvertised and for your group only, be sure to budget for the copyright fees; plan on spending $300-$800 depending upon the release date and popularity of the film. For more information, please contact the Student Life Office or for specific details go to the Swank Motion Pictures site.

It is a violation of Mount Wachusett Community College and the laws of the Commonwealth of
Massachusetts for student groups to engage in hazing (see Section 17, 18 and 19 below). Each RSO member must agree to having received the Anti Hazing Policy upon creating of their InvolveMOUNT account.

An Act Prohibiting the Practice of Hazing was enacted by the Senate and House of Representatives in General Court in 1985. Chapter 269 of the General Laws was amended by adding the following three sections:

Section 17: Organizing or participating; hazing defined
Whoever is a principal organizer or participant in the crime of hazing, as defined herein, shall be punished by a fine of not more than three thousand dollars or by imprisonment in a house of correction for not more than one year, or by both such fine and imprisonment. The term “hazing” as used in this section and in sections eighteen and nineteen, shall mean any conduct or method of initiation into any student organization, whether on public or private property, which willfully or recklessly endangers the physical or mental health of any student or other person. Such conduct shall include whipping, beating, branding, forced calisthenics, exposure to the weather, forced consumption of any food, liquor, beverage, drug or other substance, or any other brutal treatment or forced physical activity which is likely to adversely affect the physical health or safety of any such student or other person, or which subjects such student or other person to extreme mental stress, including extended deprivation of sleep or rest or extended isolation. Notwithstanding any other provisions of this section to the contrary, consent shall not be available as a defense to any
prosecution under this action.

Section 18. Failure to Report Hazing
Whoever knows that another person is the victim of hazing as defined in section seventeen and is at the scene of such crime shall, to the extent that such person can do so without danger or peril to himself or others, report such crime to an appropriate law enforcement official as soon as reasonably practicable. Whoever fails to report such crime shall be punished by a fine of not more than one thousand dollars.

Section 19. Copy of sections 17-19; Issuance to students and student groups, teams and organizations; report
Each institution of secondary education and each public and private institution of post-secondary education shall issue to every student group, student team or student organization which is part of such institution or is recognized by the institution or permitted by the institution to use its name or facilities or is known by the institution to exist as an unaffiliated student group, student team or student organization, a copy of this section and sections seventeen and eighteen; provided, however, that an institution’s compliance with this section’s requirement that an institution issue copies of this section and sections seventeen and eighteen to unaffiliated student groups, teams or organizations
shall not constitute evidence of the institution’s recognition or endorsement of said unaffiliated student groups, teams or organizations.

Each such group, team or organization shall distribute a copy of this section and sections seventeen and eighteen to each of its members, plebes, pledges or applicants for membership. It shall be the duty of each such group, team or organization, acting through its designated officer, to deliver annually, to the institution an attested acknowledgment stating that such group, team or organization has received a copy of this section and said sections seventeen and eighteen, that each of its members, plebes, pledges, or applicants has received a copy of sections seventeen and eighteen, and that such group, team or organization understands and agrees to comply with the provisions of this
section and sections seventeen and eighteen.

Each institution of secondary education and each public or private institution of post-secondary education shall, at least annually, before or at the start of enrollment, deliver to each person who enrolls as a full-time student in such institution a copy of this section and sections seventeen and eighteen.

Each institution of secondary education and each public or private institution of post-secondary education shall file, at least annually, a report with the board of higher education and in the case of secondary institutions, the board of education, certifying that such institution has complied with its responsibility to inform student groups, teams or organizations and to notify each full-time student enrolled by it of the provisions of this section and sections seventeen and eighteen and also certifying that said institution has adopted a disciplinary policy with regard to the organizers and participants of hazing, and that such policy has been set forth with appropriate emphasis in the student handbook or similar means of communicating the institution’s policies to its students. The board of higher education and, in the case of secondary institutions, the board of education shall promulgate regulations governing the content and frequency of such reports, and shall forthwith report to the attorney general any such institution which fails to make such report.

The following is a list of policies, procedures, and guidelines to assist organizations in planning a college sponsored trip or off-campus activity.

The trip or activity must be sponsored by an approved Student Organization and the advisor must travel with the group and be present for the entire event. The only exception to the advisor traveling with the group is when everyone is traveling in private vehicles and meeting at the event location. In this case, the advisor must meet the organization members at the event location at the very start of the event and be present for the entire duration of the event.

The trip or activity must be approved as follows:

  • Organizations should plan in advance for such activities.
  • A Student Activities Trip Request form, must be completed electronically at least three weeks prior to the scheduled event.
  • The activity will not be considered approved until all of the required signatures are obtained.
  • Final approval will be made by the Chief Student affairs Officer or their designee.
  • For all off-campus trips, advisors must complete a College Travel Form marked for “Approval Only” and have their supervisor sign it. Any travel out of state requires a signature from the college president. This completed form MUST be submitted to the Student Life Office.
  • Once the trip has been approved, all attendees not including the advisor, must complete an Acknowledgement of Risk and Consent Form.
  • This form will be created and a link sent to the SO advisor after the off-campus trip has been approved. The link will then need to be sent to every student attending the trip for completion. Any student/guest under age 18 will be required to submit contact info for a parent/guardian that will need to complete a separate form and give consent.
    NOTE: The SO advisor will be responsible for ensuring that all forms are properly completed and that they have available to them at the off-campus activity the emergency contact information for all attendees. The day before the scheduled event a spread sheet with the necessary information will be sent to the advisor. This list, along with trip information, will be sent by the Student Life Office to Campus Police. If the list changes for any reason on the day of the trip, the advisor MUST send an update to campus-police@mwcc.mass.edu

College vehicles are available upon request for usage for organization activities. Student organizations may reserve a vehicle on a first come first serve basis through the Campus Police and Safety Department. College vehicles may only be driven by a Mount Wachusett Community College employee with a valid driver’s license (e.g. organization advisor). There will be no charge for use of the college vehicle. To reserve a college vehicle, contact the Campus Police Department Staff Assistant at 978-630-9142. Upon verbal confirmation, the college employee who will be driving the vehicle must complete a State Vehicle Request Form and return it to the Campus Police Department. No smoking is allowed in college vehicles.

On the day of the trip, a list containing the names, addresses, telephone numbers, and emergency contact information of all trip attendees indicating who are passengers riding in a college vehicle or rented vehicle must be submitted to Campus Police and to the Student Life Office immediately before departure. This may be a hard copy or an electronic copy.

For additional transportation, organizations may consider vehicle rental at the expense of the RSO. Rental arrangements must be made through the Student Life Office, Room 151.

Students and advisors wishing to leave a vehicle during non-business hours or during inclement weather MUST park in Lot “D” and leave their keys with Campus Police. All unauthorized vehicles left on the Gardner campus after hours in violation of trespass laws, or during an emergency closing are subject to tow at the owner’s expense.

If an organization trip is scheduled and the college is closed due to inclement weather (including weekends) the trip MUST be cancelled. If the school would not normally be open such as on a holiday and the weather is questionable, the advisor should err on the side of caution and cancel the trip.

Overnight Trips – Guests are not allowed.
Day Trips – Each trip will be considered on an individual basis and the Director of Student Life will make the final decision to approve or deny guests.

Guidelines:

  • Maximum of one guest per student
  • Guests are not allowed to travel in college vehicles
  • The advisor will have full responsibility of all guests and will be consulted in the decision making process
  • Guests must abide by all college policies and the Student Code of Conduct
  • Guests must be 14 years old or over (exceptions may be made in some instances)

The consumption or possession of alcoholic beverages/marijuana at on-campus or off-campus activities sponsored by an MWCC student organization is prohibited. All state laws and college policies regarding alcohol/marijuana consumption/possession must be adhered to. Student violators are subject to dismissal.

The management of the specific location should be consulted concerning any special arrangements that should be made. Private residences will not be approved as appropriate off-campus sites. At the discretion of the Senior Dean of Students or their designee, security may be required at off-campus facilities. If the establishment does not have its own security and security is required, local police should be hired. The number of tickets sold will conform to the legal capacity of the facility.

The organization advisor must be in attendance throughout the activity. The advisor should realize that they are in charge of the activities for this organization. While ultimate responsibility for decision-making rests with the advisor, they should make every effort to consult with appropriate college personnel and student leaders if a situation of major importance develops.

The sponsoring organization will provide a student committee to supervise the activity. Its purpose will be to ensure that people are assigned to cover various duties such as, collecting tickets at the door, making provisions for clean-up, and checking proper identification. At the close of the program, the committee and management of the facility should determine if there have been any damages.

All bills and receipts for expenses incurred are to be submitted to the Student Life Office along with a completed Expense Request Form immediately following the event. Any unexpended funds from a cash advance must be deposited back into the organization’s account at the Student Accounts Office soon after the event and a receipt returned to the Student Life Office. All proceeds are to be deposited with the Student Accounts Office immediately following the event. Failure to turn in receipts, unexpended funds, and proceeds could result in a hold being placed on the individual’s MWCC records.

Important Note: No individual organization member shall incur any debt whatsoever in the name of the Student Association without first securing the approval of the advisor and the Senior Dean of Students (or their designee) or the individual will be personally held responsible for the amount of the debt.

Student Organizations are are encouraged and expected to facilitate On-Campus and/or Virtual Events. These may include fundraisers, performances, speakers, induction ceremonies, etc. All Student Organization events, both in-person and virtual, must be approved by the Student Life Office in advance by submitting an Event Proposal Form. An Event Proposal Form MUST be completed when an SO begins conversations about hosting an On-Campus or Virtual event. This form needs to be completed with as much information as possible to get preapproval before finalizing event plans. SOs may not schedule events that conflict with other previously scheduled events and the Event Proposal will secure a date/time while the event is being planned.

Before submitting the Event Proposal Form, review the events on iConnect and review the college Room Reservation Calendar to find a potential date that does not conflict with an already scheduled date. This will provide the most up-to-date listing of campus events, but will not guarantee that another SO or department does not have an event in the planning stages that has not yet been posted. If the Student Life Office is aware of a conflict, an alternate date will be proposed.

After the event has been approved and details have been finalized, an Event Submission MUST be completed on iConnect. This will be your primary mode of advertising the event since it will be visible on iConnect to the entire MWCC community. The Student Life Office will also include a flyer of the event on the Student Life bulletin board.

Requests for use of college property (rooms, space in and outside the building, common areas for displays, etc.) must be submitted to Facilities Management, preferably 15 days in advance of the intended date(s) of use. Space should not be requested until after an Event Proposal has been submitted and approved.

Space is reserved on a first come basis so the sooner your request is in, the more likely the space will be available. Submit a request by completing the “Facility Reservation Form”. Persons and organizations requesting and obtaining approval shall be responsible for compliance with all applicable laws and regulations including those requiring additional permits and licenses, and payment of applicable taxes.

Once space has been reserved if any room set-up (additional tables/chair, room configuration, etc.) is required the SO advisor must submit a SchoolDude to facilities to request the set-up and/or breakdown. This MUST be done in advance of the event to provide facilities time to complete the set-up. Please plan accordingly for weekends, holidays, potential weather related delays, etc. Typically facilities will complete a room set-up the day before an event, last minute/day of requests may not be completed.

Requests for media (A/V, microphones, speakers, etc.) must be made by the organization advisor via email to Media Services at: media@mwcc.mass.edu. Please be sure to include specific details and dates/times that services are required. As with Room Set-up requests, this MUST be done in advance of the event to provide Media Services time to complete the set-up. Please plan accordingly for weekends, holidays, potential weather related delays, etc. Typically Media Services will complete a media set-up the day before or morning of an event, last minute/day of requests may not be completed.

When requesting Media Services, please only request what is absolutely required. Live stream, Hyflex, and recording of events requires a Media Services staff member to be present for the event which may cause undue hardship on the department if they are needed elsewhere.

The organization advisor must be in attendance throughout the entire on-campus activity. In the instance of a fundraiser or tabling activity that occurs throughout the day and it is not feasible for the advisor to be present for the entirety of the event, the advisor must be on-campus and conduct periodic check-ins with the organization throughout the day. The advisor should realize that they are in charge of the activities for the organization and must be fully aware of all organization actions.

While ultimate responsibility for decision-making rests with the advisor, they should make every effort to consult with appropriate college personnel and student leaders if a situation of major importance should develop.

Depending on the nature of the activity, Campus Police may need to be employed. The number required will be determined by the Chief of Campus Police & Public Safety and the Chief Student Affairs Officer or their designee. Campus Police will be paid by the sponsoring group at time and a half for the number of hours worked. A minimum of 4 hours is required under contract.

When usage is for meetings by persons and/or groups sponsored by MWCC and are conducted during hours when the college is in session, there should be no charges. When events are conducted during hours when the college is not in session, or when support services are required above and beyond those normally provided, the college may charge a rental fee including any charges for added Campus Police, Facilities, or Media Services personnel. These costs will be the responsibility of the sponsoring organization.

Student Center (Events)

The Student Center may be reserved for an SO to host an event. This may include open mic, an activity, a speaker or other type of event that is open to the entire college community.

Student Center Table Space (Fundraisers, Recruiting, Literature Distribution, etc)

There are four 3’x3′ tables in the Student Center along the cafeteria hallway that may be reserved through the Student Life Office for fundraisers, distribution of literature, recruiting, etc. Organizations may reserve one or more tables but should be reserved as soon as possible at the beginning of each semester as they tend to fill up quickly. The Student Life Office reserves the right to limit how often an organization may reserve table space to allow equal access to all organizations. Two different organizations will not be allowed to reserve space on the same day for the same type of fundraiser (e.g., two groups holding a bake sale on the same day).

Organizations are responsible for providing all necessary supplies for their reserved table space such as table covers, decorations, hand-outs, etc. Students, their representatives, and supplies should be situated to ensure adequate passageway through the hallway and Student Center.

How to Reserve Student Center Space:

Ticket sales will be limited to the capacity of the location. The advisor, police officers, and students sponsoring the activity will strictly enforce this limitation. Tickets should be sold in advance when possible. Attendance will be limited to students checking in using the MWCC app QR Code and their guests. NOTE: One guest per student unless advance exceptions have been made through the Student Life Office.

According to the SGA Constitution, whenever programs are presented to the public and admission is charged, said programs shall be offered to the student body, faculty, and administration at a cost of 25% less than the cost to the general public.

All SOs should be hosting events on campus and advertising them to the college community. The primary/required method for advertising is via InvolveMOUNT. Once an event has been approved and details have been finalized an Event Submission must be completed. The event will then appear on both InvolveMOUNT and within the iConnect MWCC app. Please see “Navigating InvolveMOUNT” for directions on creating an Event Submission.

Posters may also be designed, printed, and posted on campus. It is recommended that you utilize Canva.com to easily design, share, and download posters. All posters MUST be approved by the Student Life Office if being used internally and also by the MWCC Marketing department if being distributed externally.

Once you have designed your graphic for print, share it via Canva to kmatson1@mwcc.mass.edu. It will be reviewed and you will be notified once it has been approved. You will then submit it for Marketing approval, if needed, and then to the Print Shop for printing.

All printing must be done via the MWCC Print Shop by completing a Printing Request Form. Please refer to the Marketing page for complete details on what is available and to find request forms.

Users must secure approval from the Facilities Supervisor for the use of decorations, exhibits, etc. These must be removed from the premises no later than midnight of the last day of use or sooner if determined necessary. NOTE: Balloons of any type are NOT allowed inside the campus at any time. 

PROVISIONS FOR CLEAN UP ARE ESSENTIAL! The student organization should generally clean up at the close of the program. This would include picking up trash (inside and outside of the building) and putting it in a trash barrel. When deemed necessary by Facilities Management, the sponsoring organization will hire college custodians to complete the clean-up following the event. The rate for this will be time and a half and must comply with all contractual requirements.

Any use of food or beverage MUST be arranged with the MWCC Green Street Café, they have right of first refusal, outside food may not be used without their approval. Please contact the Green Street Café when placing an order to ensure that they will be able to accommodate your needs.

A Green Street Cafe Catering Request Form needs to be completed, this is the same basic form that is used by all college departments.  Once the Green Street Cafe Catering Request Form has been completed, submit it for signature by using the Student Organization Catering Signature Form. After approval from the SO Advisor, SO Treasurer, Student Life Office and the SGA Treasurer the form will be sent to the Green Street Café.  Allow plenty of advance notice for food orders, minimum of 10-days. NOTE: The Green Street Café will not fulfill catering orders without approval from the Student Life Office and a completed Green Street Cafe Catering Request Form.

Student Organizations are NOT allowed to hold “potlucks” with everyone bringing in food made at home. Because the food is shared for free, the college could be held liable if someone gets sick. This is unlike bake sales where the food is purchased, at which time the purchaser takes on responsibility.

The consumption or possession of alcoholic beverages/marijuana at on-campus or off-campus activities sponsored by an MWCC student organization is prohibited. All state laws and college policies regarding alcohol/marijuana consumption/possession must be adhered to. Student violators are subject to dismissal.

All PSO and RSO elections MUST be conducted using the Election feature on iConnect. Simply determine the date(s) that your election will be held and the nominees for each position then the advisor will complete an Election Request Form. The Student Life Office will create the election and send an email when it is ready. Please allow a minimum of 3 business days to build the election.

The Student Government Association, and PSOs/RSOs will adhere to the following policies, procedures,  and guidelines related to organization funds. Any exceptions must be approved by the Student Government Association Ways & Means Committee as well as the entire SGA.

All expenditures must be made in accordance with college trust fund guidelines.

Prior to submitting a Funding or Purchase Request please ensure that both the SO Treasurer and the SGA Treasurer are listed on your organization’s roster. If a request is submitted and these positions are not designated the request cannot be processed and will need to be resubmitted after the roster has been updated.

There are two types of student organization funds: Allocated & Earned

 

Allocated Funds is the amount allocated from the Student Activities account via the SGA. It may be used for, but not limited to: field trips, dinner meetings, guest lecturers/performers, fundraising materials, and other activities.

  • Allocated income may NOT be spent on:
    • Individual gifts
    • Activities that are not open to all SO members
    • Equipment, unless approved by the Chief Student Affairs Officer or their designee
    • Donations/expenditures to groups outside of the college for any reason except in the form of payment
Requesting Allocated Funds

PSOs/RSOs in good standing (see MWCC Requirements for PSOs/RSOs above) are able to request funds from the SGA on an “as needed” basis. All allocated funds requests must be made to the SGA Ways and Means Committee at least 3 weeks in advance, but no more than 8 weeks in advance. Requests must follow the below procedure:

  • Organizations must approve the decision to request allocated funds for a particular event or purpose through a vote of the organization members at a regularly scheduled meeting.
    • Included in this decision should be an agreement of how much of the organization’s earned funds will be used for this event/purpose. The SGA will expect the organization to utilize some of their own earned monies to fund the event/purpose.
  • A Funding Request Form must be completed.
    • This request must include the following:
      • Organization Name
      • Name of Event/Purpose
      • Date of Event/Purpose
      • Type of Event/Purpose (fundraiser for organization or non-profit, organization trip, speaker or performer, etc.)
      • Anticipated number of students impacted/involved
      • Amount of allocated funds requested
      • Amount of organization funds being used for the event/purpose
      • Date funds are needed
      • Any additional supporting documents including a copy of the meeting minutes noting the vote to request Allocated Funds.

All RSOs must earn a minimum of 30% of all allocated funds received for use by the organization for expenses. An organization may initially request funds prior to fundraising any monies for organization expenses, but will not be allowed to request additional monies until 30% of the original allocation has been raised.

  • Example: An SO requests $100 to purchase items for a fundraiser. The SO is responsible for raising at least $30 that will go into the SOs account for future use.

Any SO requesting allocated funds must be considered an active RSO or PSO

  • They must have an advisor and elected officers in good standing (completed all required training).
  • They must have completed or have plans to complete their two required community service projects for the academic year.
Earned Funds

Earned Funds is money received by the PSO/RSO through raffles, fundraisers, donations, or advertising. It does not have to be spent in accordance with the Allocated funds policies, but expenditures must be approved by the Chief Student Affairs Officer or their designee in advance.

  • Earned Funds may be used for:
    • Gifts or items for individuals (T-shirts, year-end advisor gifts, SO Swag)
    • Donations for non-profits outside of the college
    • Equipment if approved by the Chief Student Affairs Officer or their designee
    • All other legal transactions with approval from the Student Life Office
Student Organization Funds Policies & Guidelines

The following will be enforced throughout the year:

  • There will be no private accounts outside of the college for any organization.
  • All organization fundraising MUST be approved by the Student Life Office before it occurs by submitting an Event Proposal.
  • No organization will be allowed to fundraise via “Go Fund Me”, Facebook, or any other form of virtual fundraising.
  • Money earned from all activities must be deposited in the organization’s account at the Student Financial Services Office on the same day as it is received. If funds are to be collected when the Student Financial Services Office is closed (during the evening or on a weekend), prior arrangements must be made through the Student Life Office to secure the funds. The funds (both cash and checks) are the property of the organization and, as such, should under no circumstances be taken home with anyone.
  • Upon request of the SGA, the treasurer of an organization shall submit an activities and financial report at the end of the semester to the SGA Treasurer.
  • There shall be no personal loans or personal advances made to anyone from Student Activities Funds or organization funds.
  • No Student Service professional personnel, full or part-time, shall be paid from Student Activities Fees.
  • Student Activities monies shall not be used to pay personal travel including meals and lodging, except when such travel is done in conjunction with Student Activities.
  • Any payments to vendors, performers, nonprofit organizations, etc. may not be made without a W-9, and a contract in some instances, being submitted to the college in advance of the services, purchase or fundraising.
  • Receipts must contain only charges for items purchased for the student organization. The receipt should not contain items purchased for personal use along with items purchased for the organization. Organizations will NOT be reimbursed without a valid receipt.
  • All purchases MUST be made in accordance with Massachusetts state policies including the use of approved vendors. Please contact the Student Life Office prior to making any purchase with SO funds to ensure the vendor of choice is approved.
  • Massachusetts Board of Community Colleges’ rules in accordance with the General Court and Federal Law prohibit expending of college allocated funds for any political, economic, social or religious purpose external to the college.
  • State law requires that three purchase quotes be received before filling a purchase order on any item costing $10,000 or more. Contact the Student Life Office for procedures to follow to meet this requirement.
  • No individual organization member shall incur any debt whatsoever in the name of the student organization without first securing the approval of the advisor and the organization membership along with the Student Life Office or the individual will be personally held responsible for the amount of the debt
  • Any purchases via Amazon MUST be made using the MWCC college account.
  • Any purchases made online MUST be shipped directly to MWCC, no items may be shipped to an individual’s home address.
  • Reimbursement for any off-campus trips or activities will not be made unless all required forms and signatures are completed prior to the off-campus activity.
  • All reimbursement decisions are at the final decision of the Student Life Office.
Expending Organization Funds

When an organization seeks to purchase an item or to contract for a service, the first consideration is the availability of funds. Organizations may not spend or commit to spend monies without first confirming availability. Neither organization members nor advisors may enter into a binding contract on behalf of MWCC. The person with whom you are negotiating a contract should be made aware that you cannot make a binding commitment until the contract has been signed and approved by the President of MWCC or their designee.

All expenditures MUST be submitted via an Expense Request Form, please allow up to 3-weeks for processing of all Expense Request Forms. Ensure that you have reviewed all information for the type of expenditure you are making along with the Student Organization Funds Policies & Guidelines. All Purchase Requests MUST include a copy of the SO Meeting Minutes noting the vote to expend funds, including the amount, along with any other required documentation required for the type of expenditure.

Please ensure that all SO rosters are up to date before submitting a Purchase Request, this will help expedite the signature process.

Prior authorization from the Student Life Office must be obtained prior to making purchases.

All Purchase Requests MUST be completed (this includes all approvals)  one week prior to the last day of classes in any given semester.

Purchase

A purchase request is made whenever products/services are ordered online or via a vendor that will be paid through an invoice after delivery. This would include orders from but not limited to, Amazon, Walmart.com, local florists, t-shirt vendors, supplies, etc.

  • For online orders, create a document that includes a link to the website and links to each item you wish to purchase. Complete a Purchase Request and upload any documents as required. Please note that some pricing may differ based on the use of the college’s business account, most often these prices are lower, but occasionally they will be higher, and typically any discount codes or coupons may not be used.
    • When completing a Purchase Request for Amazon or Walmart.com, simply use the college address as the Vendor Address.
    • All purchases made online MUST be shipped to an MWCC campus, orders may NOT be shipped to any home address.
  • For local vendors, a detailed quote must be submitted with the Purchase Request. Always check with the Student Life Office in advance of requesting a quote to confirm that the local vendor is on the approved state contract list.
  • While various departments may have accounts set-up with local vendors specifically for use by their department, these accounts may NOT be used for purchases made by SOs unless previous approval from the Student Life Office has been obtained. These accounts are designed to be billed to specific cost centers and billing/payment gets confusing when using the account for a different entity.
Reimbursement

A reimbursement request is done after items are purchased by an individual at a local store. This is primarily for items such as bake sale supplies, small quantities of decorations, food for an event (if the Green Street Cafe has given approval), etc. State sales tax cannot be reimbursed, the purchaser will be responsible to cover any sales tax. When making purchases, only items for reimbursement may be included on the receipt; do not purchase any items for personal use in the same transaction.

When completing the Expense Request Form, be sure to include the payee’s student/employee ID number and choose to either pick-up the check at the Gardner Campus or have it mailed to your home address. Scanned copies of all receipts must be uploaded to the Purchase Request, please ensure that these are readable and include all pertinent information.

The college Business Office requires that all reimbursement requests be submitted to them within 30-days of the purchase being made and prior to the end of the fiscal year. This means that the Purchase Request must be received by the Student Life Office within 1-week of the purchase having been made in order to allow sufficient time to process the request and submit the IPR to the Business Office. Requests made outside of these parameters will NOT be reimbursed.

Cash Advance

A cash advance should be requested when an SO member/officer/advisor seeks to make a large purchase for the SO and needs to have the money in advance. This is NOT the preferred method of purchasing, and should only be done if absolutely necessary. When a cash advance is made, the person receiving the advance is responsible for submitting all receipts and remaining funds in a timely manner; they will be held accountable for full repayment if receipts and remaining funds are not submitted to the Student Life Office.

Donation

Often Student Organizations fundraise specifically to donate to a non-profit organization. In order to donate funds the organization must first be approved and a W-9 submitted to the Student Life Office. Every non-profit organization will have a W-9 available to submit, simply request this via email. Once the fundraiser has been completed and the money deposited into the SO account a Purchase Request may be submitted for payment to the organization. Please be sure to upload a copy of the W-9 to the Purchase Request.

Payment For Services

Payment for services would include payment to a speaker/performer, caterer (other than the Green Street Cafe), etc. for services rendered. All payments for services require both a signed contract between the provider and MWCC, an invoice, and a W-9. The contract and W-9 MUST be submitted/completed prior to services being rendered. MWCC has a 45-net payment policy, which means that we have 45 days to pay the vendor. Typically checks can be issued within 1-week of services as long as all paperwork is in order.

Purchase Of Gift Cards

Gift cards may be purchased to be used as prizes for such things as raffles, games, and other fundraisers/events. All gift cards MUST be purchased through the college business office in advance by submitting an Expense Request Form. Gift cards purchased by SO members/advisors will NOT be reimbursed. There are NO EXCEPTIONS to this policy.

Each Student Organization (SO) will conduct business according policies and guidelines set forth by the Student Government Association and the Student Life Office.

  • All Student Organizations must meet at least once per month during the fall and spring semesters
  • The SO president is responsible for creating and distributing (this includes uploading to InvolveMOUNT) an agenda for meetings
  • Meeting minutes must be recorded and uploaded to InvolveMOUNT
  • All decisions to expend funds must be done by a vote of the SO membership
  • A copy of the meetings detailing the vote to expend funds must be included with Purchase Requests
  • Advisors may NOT appoint SO Officers, they MUST be elected by the SO membership
  • SO Elections MUST be done using the Election feature on InvolveMOUNT
  • All RSOs MUST have a constitution approved by the SO and the SGA. Click here for a Sample Constitution, sections highlighted in blue may not be changed, sections highlighted in yellow must be edited to reflect specific SO information.  Please submit all new and/or amended constitutions to the SGA for approval using the Student Organization Constitution Approval Form.

All Student Organizations (SO) should hold meetings according to the schedule outlined in their respective constitution. This is typically weekly or bi-weekly throughout the fall and spring semesters. SOs should be meeting at least monthly during the fall and spring semesters.

SO Meetings MUST be posted on iConnect using the Event Submission process. This will ensure that it appears in the Events feed on iConnect. You do NOT need to complete an Event Proposal Form for regularly scheduled meetings.

The SO president is responsible for creating and distributing a meeting agenda in advance of the meeting. Distribution includes uploading the agenda to the SO’s iConnect page, please refer to

Conducting an organized and time sensitive meeting is crucial to keeping members engaged and retained. Having a printed agenda will aide in this process.

Meeting minutes, a record of the SO meetings, is important in maintaining record keeping for the organization. Minutes need to be kept at every meeting and uploaded to the Documents section of iConnect. Any time the SO votes to expend or request funds a copy of the Meeting Minutes where the request was approved must be uploaded with the Expense Request or Funding Request.

Meeting Minutes should include the following information:

  • Name of Student Organization
  • Date of meeting
  • Names of members, advisors, and guests present
  • Time that the meeting was called to order (began)
  • Bullet points listing reports given, business discussed, motions made, votes taken, etc.
  • Time that the meeting was adjourned (ended)

Please click here for a sample Meeting Minutes Template.

The MWCC iConnect app is the only approved method for SOs to hold group chats. Each SO has a private feed on the app that can be accessed by anyone that joins the group. Please do not utilize other group chats such as Discord for the safety and inclusion of all.

MWCC groups and clubs are responsible for maintaining their own social media sites for external exposure only, all other activity should remain on the iConnect app.

The following guidelines must be followed when creating social media accounts for individual clubs:

  • All pages should be approved by the Marketing & Communications Office prior to being created.
  • The advisor and a member of Marketing must have administrator privileges.
  • For a profile picture, you may not use the official MWCC sphere logo, but you may use the Mountain Lion head logo, or a logo designed for your club.

A statement in the “About” section of the page should read “Disclaimer: The content of student organization web sites should not be considered “official” Mount Wachusett Community College information.”