Student Life & Leadership

1.0 Purpose

Germanna Community College promotes the health and wellbeing of students, faculty, staff, and community members through recreational programs and access to the Sports Court. Access to this facility provides the opportunity to improve physical and mental health, and foster connections with members of the Germanna community. Individuals who choose to participate in recreational activities do so at their own risk.

2.0 Policy

The College encourages safe use of the Sports Court. This policy is designed to promote the safety of all students, staff, faculty, and guests while maintaining the integrity of the recreational space.

2.1 Access and Age Restrictions

Hours: The Sports Court is generally available for use Monday-Friday, from 8 a.m. to 6 p.m. Availability is subject to change based on the staffing, season, weather, and discretion of the College.

• Prior to use, all participants must sign an Assumption of Risk form before participating in recreational activities. All participants acknowledge that Germanna Community College will not be responsible for injuries, property loss, or theft. Participants assume full responsibility for their safety and belongings.
• Participants must be at least 16 years of age to enter the Sports Court without a parent or guardian.

2.2 Facility Policy

• All Germanna recreational spaces are subject to routine staff and video surveillance and monitoring.
• Food is prohibited on the Sports Court.
• Plastic bottled water and sports drinks are permitted on the Sports Court.
• Glass bottles are strictly prohibited.
• Alcohol and other drugs are prohibited on campus. Any individual under the influence of alcohol or other drugs will be removed from campus by College Police and may be cited by law.
• Any equipment, including skates (inline or roller) and skateboards, toys, play pens, wheeled vehicles, including bicycles, scooters, or motorized vehicles are prohibited.
• All personal belongings must be secured by the participant. Germanna Community College is not responsible for the loss, theft, or damage of any personal property.
• All pets (not including service animals) are prohibited.
• The use of audio speakers, radios, or similar devices is only permitted when used with headphones.
• Use of the Sports Court must be conducted in a safe manner with due respect and consideration for others who are in the nearby areas. Basketball court rules and courtesies apply at all times.
• Rough play or abusive conduct is prohibited.
• The use of profanity, abusive language, obscene gestures, or threat/infliction of bodily or emotional harm or sexual misconduct,, whether done intentionally or with reckless disregard, is prohibited.
• The possession, use, and/or distribution of alcohol and other drugs, tobacco products, or weapons, is strictly prohibited.
• No hanging on basketball hoops.
• Participants must clean up after using the Sports Court and return the space to its original condition.
• In the case of an accident or incident, participants must report directly to the Germanna Community College Police Department, located in the V. Earl Dickinson Building (SP1) or call 540-727-2911 for Emergency or 540-891-3079 for Non-Emergency.

2.3 Participant Policy

• Participants may check out sports equipment in the Student Life & Leadership office, located in the V. Earl Dickinson Building (SP1), Room #100, Monday-Thursday from 8 a.m. to 5 p.m. (excluding holidays).
• Only students, faculty, and staff with a valid Germanna Identification (ID) Card may check out sports equipment.
• Misuse, vandalism, tampering, or damaging any sports equipment is prohibited.
• Participants must wear proper recreational attire on the Sports Court. Athletic shoes or sneakers are required. Open-toe shoes are not permitted. Shirts required.
• Participants are strongly encouraged to remove all jewelry before use. Germanna Community College is not responsible for the loss, theft, or damage of any personal property.

2.4 Recreation Community Expectations

The Statement of Student Rights and Responsibilities and all Standards of Conduct apply. Read the Germanna Student Handbook for more information.

3.0 Procedures

3.1 How to Access the Sports Court

Current students, faculty, and staff must sign an Assumption of Risk form once per academic year with the Student Life & Leadership office, located in the V. Earl Dickinson Building (SP1), Room #100, Monday-Thursday from 9 a.m. to 5 p.m. (excluding holidays).

• Students, faculty, and staff must provide their College Identification (ID) Card or proof of enrollment.
• Questions or concerns? E-mail StudentLife@germanna.edu

3.2 How to Access Sports Equipment

Only Germanna students, faculty, and staff can rent equipment from Student Life & Leadership.

• Students, faculty, and staff must exchange their College ID Card for sports equipment. The College ID Card will be returned when the sports equipment is returned.
• Students, faculty, and staff who fail to return rented sports equipment may face the following consequences:
  • 1st Notice: The student will have three (3) calendar days to return the equipment.
  • 2nd Notice: The student will be required to pay restitution for the lost, stolen, damaged, or missing rental equipment.
  • 3rd Notice: The student will pay restitution and lose privileges and access to the Sports Court for the semester.

3.3 Health and Safety

• Injury Reporting: Any injuries must be reported immediately to the Germanna Community College Police Department, located in the V. Earl Dickinson Building (SP1) or call 540-727-2911 for Emergency or 540-891-3079 for Non-Emergency.
• First Aid: First Aid kits are available on-site in the following locations:
  • Workforce and Technology Building (SP2) Front Desk.
  • V. Earl Dickinson Building (SP1), Student Life & Leadership, Room #100.
• Children on Campus: Please see Germanna’s Children on Campus Policy.
  • Supervision: All minors - under the age of 18, unless a registered student - must be accompanied by a parent or adult.
    • Unattended/unsupervised minor children will be reported to the Germanna Community College Police Department.
    • The College Police Department will attempt to identify the parent or guardian.
• Inclement Weather: The Sports Court will be closed and all reservations or events will be postponed, rescheduled, or canceled, as appropriate.

3.4 Violations and Consequences

Read the Statement of Student Rights and Responsibilities within the Germanna Student Handbook. All College Policies apply to the Sports Court.

Participants must adhere to all local, state and federal laws.

3.5 Reservation and Cancellation Policies

3.5.1 Reservations: Student clubs and organizations may reserve the Sports Court through Student Life & Leadership.

Student clubs and organizations must report to Student Life & Leadership prior to use to complete Assumption of Risk forms and a sign-in sheet. All participants must sign-in for group organized events/activities and complete Assumption of Risk forms.

3.5.2 Cancellation: Reservations must be canceled at least 24 hours in advance. Repeated no-shows or late cancellations may result in loss of court privileges.

3.5.3 Special Events: The Sports Court may be reserved for special events, sports tournaments, or community outreach programs with advance approval from Student Life & Leadership and Special Events.

• Community programs and partners are welcome to reserve the Sports Court. All participants must adhere to all Germanna Community College policies. Germanna withholds the right to determine final reservation status.
• Priority Scheduling: Student Life & Leadership, student clubs and organizations, and Special Events have priority in reserving the Sports Court.

4.0 Definitions

The Sports Court is an outdoor recreational facility for students, faculty, and staff to participate in the following sports: basketball, pickleball, volleyball, and other permitted activities.

Recreational Sports: Activities where the primary purpose is participation, with the related goals of improved physical fitness, fun, and social involvement. Recreational sports are usually perceived as being less stressful, both physically and mentally, on the participants.

5.0 References

• Children on Campus - Student Services Policy - 80130
• Germanna Student Handbook

6.0 Point of Contact

Student Life and Leadership
Fredericksburg Area Campus (FAC), V. Earl Dickinson Building (SP1), Room #100

7.0 Approval and Revision Dates

-

Student Discrimination Grievance Policy (Section 2.0)

Full discrimination grievance policy

Requirements for Student Life and Leadership Policy

Full Student Life & Leadership policy

Responsibilities of Student Organizations

1. Hold an active membership (Have at least 5 active members)
2. Have a Germanna Community College faculty/staff advisor.
3. Register with Student Activities department each semester.
4. Follow Germanna Community College rules and regulations.
5. Follow Germanna Community College Student Organization Handbook.
6. Limit membership to enrolled students of the College.
7. Establish purposes and functions that do not interfere with the achievement of the College’s educational mission.
8. Inform Student Activities of all affiliations/associations with any organization outside the institution.
9. Select Executive Board leaders must be in good standing with Germanna Community College.
10. Solicit members who are currently enrolled, students.
11. Submit all required paperwork and documents in a timely manner.
12. Promote a diverse and inclusive environment.
13. Submit budget requests during the appropriate timeframe (At least 4 weeks prior to the event for regular budget requests. For travel requests, at least 2 months prior to the event)
14. Have a meeting with the Student Activities Coordinator each semester
15. Executive Board members and Advisors must check emails regularly
16. Collaborate with other organizations

Benefits of Student Organizations

1. Qualify for use of space (meeting rooms, programming space, etc.) on campus.
2. May bring in outside (non-GCC) speakers/programs.
3. May participate in recruitment fairs such as the Fall and Spring Student Organization Fair and other official college events.
4. Qualify for advertising via flyers, posters, calendars, and student announcements.
5. May fundraise on campus, if approved.
6. Allowed to attend officer/member training, leadership consultation, workshops, and other developmental events.
7. May host events on campus.
8. Qualify for using an Organization mailbox provided by Student Activities.
9. Connect more with the student body.
10. Connect more with the Student Government Association.
11. Better access to community service events.
12. Improve networking ad collaboration skills.
13. Improve budget management, accountability, and time management skills.
14. Learn about the organizational structure of the Student Government Association and the Student Activities Department.
15. Learn how to use and promote networking software for campus activities and co-curricular events.

Points & Standards

Student organizations who request funding from Student Activities are required to complete the following points and standards. These points and standards are set to help student organizations grow physically, intellectually, and financially. There are a total of 7 points and standards. Each point is equivalent to about 12.2% of their end-of-semester success total. This total will allow student organizations to fairly and effectively allocate funding.

1. Have at least 5 active members in your organization or club
2. Register your student organization by February 1^st and November 1^st
3. Attend one Student Organization Training
4. Hold at least one recruitment event
5. Hold at least one event per year
6. Hold at least 6 meetings per year
7. Attend at least 2 SGA meetings per semester

Points & Standards Definitions

Student Organization Registration

Student Organization Registration is to be submitted by February 1^st for the Spring Semester and November 1st for the Fall Semester each year. Any student organization that has not registered their organization or club will be put on warning and will not receive funding until the club has re-registered.

Student Organization Training

Throughout the year, Student Activities and the Student Government Association will hold multiple Student Organization Training sessions to educate Student Organizations on how to: Retain members, request budgets, recruit, plan effective events, collaborate, and so much more. This training day is mandatory for all student organizations and they are expected to have at least 2 Executive Board Officers attend this training. *Multiple workshops are offered throughout the academic year, on Fridays*

Recruitment Event

Recruitment events may include, but are not limited to, student organization fairs, Welcome Day, tabling, and general events.

Event

Events must be free and open to all Germanna Community College students.

Six Meetings

Meetings must be open to the entire student organization and the organizational advisor must be notified of time and location. Meetings may be done face-to-face, through video, or teleconference.

Germanna Student Activities and the Student Government Association reviews Points and Standards for accuracy and completion. All Points and Standards are at the discretion of the Student Activities Coordinator. It is wise to keep a track of all of your Student Organization’s completed Points & Standards.

Starting a New Organization

Student Activities welcomes all new and prospective organizations here at Germanna Community College. All prospective organizations must complete the following requirements.  Prospective student organizations will be placed on a minimum 1-semester probationary period and must meet expectations during this time to be considered an official student organization. The probation period release will be reviewed by the Student Government Association and the Student Activities Coordinator. Please complete the following requirements in order. The Student Activities Coordinator approves all student organizations.

Requirements

1. Meet with Student Activities Coordinator

Meet with Student Activities Coordinator to discuss the mission and goals of the organizations. The Student Activities Coordinator will ensure that there are no duplications of student organizations.

2. Have at least 5 Active Student Members

Have at least 5 active student members, and sufficient officers to fulfill the mission. (At least President and Vice President)

• All members must be currently enrolled at Germanna Community College.
• Executive Board Officers must be in good standing with Germanna Community College or in some cases higher if it is a requirement of a national organization.

3. Find an Advisor

All Student Organizations must have an advisor. The advisor must serve as either a faculty or staff member at Germanna Community College to sponsor the organization. Specific duties of Advisors are outlined in the Student Organizations Advisor Handbook. If the organization does not already possess an advisor, Student Activities can send an all-call advisor email out to all Faculty and Staff, upon request.

4. Complete New Student Organization Form

The form can be found on the Student Activities Website.

5. Advisor & Organization Agreement

Advisor & Organization Agreement includes things like the purpose and responsibilities of the advisor, responsibilities of the organization to the advisor, and the relationships between the two parties. This should be submitted annually along with the Student Registration Form deadline or if a change occurs mid-year. 

6. Organization’s Constitution

• There is no length requirement for the constitution, but organizational guidelines must be included. It can address why the organization is being formed and how the organization will be run. (Sample constitution can be found on the Student Activities website)
• Organizations with regional, national, or international affiliation must include a copy of the affiliate organization’s bylaws.

7. Submit Documents

The Student Government will assess all submitted documents and requirements met then, the documents go to the Student Activities Coordinator. Approval or denial will be sent out by the Student Activities Coordinator, who has final approval.

New Student Organization Funding

Student Activities is here to assist all student organizations and will be happy to help fund food for an organization’s first interest meeting for prospective members.

Please let Student Activities know you will need food for your interest meeting at least 2 weeks prior to your meeting. Your request will be assessed.

New Student Organizations are to be placed on a minimum of 1 semester ‘’probationary period’ and are limited to a $250 spending limit within the first full semester of being an official student organization.

New Student Organizations shall not request funding for travel within the 1^st full semester of becoming an official GCC organization.

This does not apply to members who have been invited by Student Activities to Leadership/Training Conferences or student organization members that are being recognized for their hard work and service to their campus community.

*Organizations that are not considered an official organization by the college are not allowed to use any name or logo associated with Germanna Community College until full recognition is granted*

Sports Clubs & Recreational Events

Sports clubs at GCC are facilitated through intramural adult leagues such as the YMCA. All comply with Title IX. Sports clubs or recreational activities have special requirements that differ from other clubs due to equipment needs, eligibility criteria, and the potential for injury.  In response to those concerns, the following policies must also be adhered to in addition to the standard club policies. All sports clubs and recreational members must be in good standing with Germanna Community College.

Assumption of Risk Forms

Assumption of risk forms must be completed by every student participating in a sport or recreational event of any kind. Student Activities will give the organization the ‘Assumption of Risk Form’ upon request.

Equipment

Sports and recreational clubs require more equipment. To not burden the clubs with high fundraising goals before they can start, Student Activities will consider funding requests for equipment that is to remain the property of Student Activities. If you need equipment, please see the Student Activities Coordinator prior to filling out a ‘Budget Request Form.’  Please make your quotes as specific as possible. Equipment will be checked out to the student leader of the club for the season.  Student Activities has very minimal storage space for items when not in use. 

Recreational & Intramural or Extramural Sports clubs/organizations tend to involve recreational, leisure, and sports activities that might require special equipment and facilities beyond those required by a typical student organization. Depending on the needs of your organization, it could be beneficial to partner with community organizations that engage in similar types of activities. While Germanna Community College might have some resources that could be beneficial, please discuss any needs with the Student Activities Department in advance and keep in mind that your requests are not guaranteed.

Student Organization General Rules & Regulations

• All organizations are required to register with Student Activities by February 1^st of each Spring Semester and November 1^st of each Fall Semester. All registered student organizations are managed by Student Activities.
  • Please note that all executive board members, regular active members, and an advisor name are required.
  • Student Activities will review the elements of the application. If the application is missing information, the organization will be notified.
  • If the student organization does not fill out the required registration form by the semester deadline, they will be given until the next 30 days of the semester to register. If the student organization does not register by the end of the fall semester, it will be considered an inactive organization and all media and privileges will be revoked.
• Active Organizations are all student organizations who have completed the annual required registration form and are recognized by Student Activities
• Only recognized organizations are allowed to use college facilities and receive other support as provided by college policies. This does include prospective organizations that have met with the Student Activities Department.
• Organizations must be active to receive funding.
• Student Organizations must possess at least 5 active student members, and sufficient officers to fulfill the mission. (At least President and Vice-President) Members must be currently enrolled at Germanna Community College.
• The club president or designee will be required to attend at least 2 SGA meetings per semester.
• Selected Executive Board leaders must be in good standing with Germanna Community College or in some cases higher if it is a requirement of a national organization.
• All Student Organizations must have an Advisor. The Advisor must serve as either a faculty or staff member at Germanna to sponsor the organization.
• Students are not allowed to hold Executive Board Positions for more than 1 consecutive academic year. After the term is up, there must be internal elections. The previous position holder can run for office again if they wish to do so, organization Constitution permitting.
  • Organizations can have elections each semester if they wish to do so. (Must get approval from advisor)
• Student Organizations are allowed to borrow equipment from Student Activities like cameras, games, and more. An advisor or Executive Board member must submit a ‘Student Activities Equipment Request” form on the Student Organizations webpage for a list of the specific item(s). The advisor, as well as the Executive Board member(s), is responsible for this equipment. If something happens to the equipment, the Organization and Advisor will be responsible for replacing it, per the Student Activities Equipment Lending rules.
• You can request for Student Activities to print off flyers for your organization. After your flyers are approved and printed, you can pick them up in your mailbox in the Student Activities Center. (FAC, SP1, Room 100)
• All flyers must be approved by any GCC Welcome Center or Student Activities Department. If they are not approved, they will be taken down immediately and a warning will be given.
• If a student organization no longer has an advisor, Student Activities will help find that organization one, upon request.
• Student organizations have no authority to speak for Germanna Community College or commit the college to any agreement or undertaking.

Loss of Recognition

Student Activities may declare your student organization inactive for the following conditions: 

1. The Student Organization fails to keep the required numbers of members in the organization (At least 5 members, notice will be given)
2. The Student Organization fails to maintain a required Germanna faculty/staff advisor. (Notice will be given)
3. Failure for the Student Organization to register by the end of each semester (Notice will be given)
4. Failure to abide by Germanna Student Policies
5. Failure to abide by the rules, regulations, and expectations outlined in the Germanna Community College Student Organization Handbook

*Student Organizations that are inactive and/or unregistered cannot request funds from Student Activities or the Student Government Association. Student Activities or the Student Government Association may help the Student Organization if they so see fit. If asked, Student Activities may provide materials and/or food for up to 2 interest meetings or events. (Case-by-case situation and $100 limit per event or meeting)*

*If an organization loses recognition, an appeal can be made in writing and submitted to studentactivities@germanna.edu. The appeal will then be forwarded to the Student Government Association and then the Assistant Dean of Student Development to be assessed. Student Organizations are NOT allowed to submit appeals directly to the Assistant Dean of Student Development.*

Immediate Loss of Recognition

• Violating college policies, state, or federal law
• Failure to abide by Germanna Community College’s Non-Discrimination Policy
• The organization is found responsible for holding events, meetings, or activities that create an unsafe environment for members or participants
• Violating Germanna Community College Student Policies

Steps to Get Back to an Active Status

• If you have below the required number of members (Less than 5):
  • Hold a recruitment table, hand out flyers, or ask the Student Government Association for help getting the word out.
• If you do not have an advisor:
  • Student Activities can send out an email of all Germanna Faculty/Staff to recruit an advisor for the organization, upon request.
• Seek help from your advisor
• Register your Organization
• Meet with Student Activities Coordinator and seek help
• Research good recruitment methods if applicable

Event Planning

Student Activities should be notified of any student organization lead events. You can notify Student Activities by emailing your event details to studentactivities@germanna.edu. It is always good to notify Student Activities of any events happening so you can receive the proper support from us. If we do not know about the event, we cannot support you or help you publicize it.

Please consider the following in planning an event:

1. Type of Activity: How does the purpose and objective of the event fit with the organization?  Will it benefit the college community as a whole?
2. Audience: Who do you hope to attract? What is the best way to reach them? How many people do you expect? Does this event promote diversity and/or inclusion?
3. Location: Are there classes happening nearby? Will the event be too noisy for classes? Is there enough space?  Has it been reserved and approved? It is easily assessable for everyone? Has your advisor completed a maintenance request for event set-up/tear-down? Has your advisor completed an IT request for speakers or other audio equipment needed?
4. Security is required for events taking place after business hours.
5. Food: Cost? Is it the right amount? Too much? Too little?  How is it prepared?  Health Department Concerns? Was the budget request submitted? Does to money requested reflect the number of people anticipated?
6. Workers: Who will be there to set up? Who will be there during the event?  Who will be there to clean up? Do you have enough people to pull off this event? Did you include tear-down in the maintenance request?
7. Time: How will timing impact participation or the potential audience? Are there many students on campus at this time? Are there classes at this time? Is it too late? Is it too early?
8. Approval: Have you contacted Student Activities?  Completed the budget request or room request forms ahead of time? Have you contacted your club advisor and properly prepared any necessary documentation?
9. Transportation: GCC vehicles are available for use, but only faculty and staff are eligible drivers for College vehicles.
10. Liability: Were ‘Assumption of Risk’ forms filled out and turned in? What about Student Travel Forms?
11. Publicity: Did you give the event at least 2 weeks of publicity? Are you tabling for the event? Did you personally hand out flyers? Are you speaking to your peers about this event?
12. Alternative plan: If outdoors, have a backup plan for rain. Choose alternate sites or times, make sure you put in a room reservation. Do you have a different date planned?

Before the Event

1. Brainstorm with group and advisor about ideas for an event. Plan a budget if necessary. 
2. Has your advisor submitted a Room Request form, if necessary?
3. Read the above section, ‘Event Planning’.
4. Have a prepared sign-in sheet for all who are in attendance?

During the Event

1. Know who is scheduled to do what and when.
2. Take pictures if you have the opportunity!!!
3. Safety first, know the location of first aid and emergency contact info for club members in case of emergency. Wear gloves if serving food.
4. Save any food receipts and documents to give to Student Activities!
5. Only advisors or the Student Activities department is allowed to sign/tip for delivered food.

After the Event

1. Clean up (select clean up volunteers ahead of time).
2. Submit any receipts to the Student Activities office.
3. Think about what went well and what can be improved upon.
4. Thank everyone who attended or helped.

Room Reservations

On-Campus room reservations for student organization meetings or activities can only be made by your advisor. All room reservations should be submitted 1 month to 2 weeks before your meeting or event to ensure you can reserve the space. Your advisor will receive two emails back: confirmation of your request, and a second confirming the room reservation itself.  Your advisor should let you know when the approval/denial has been received.

*Please send your advisor the following information: Organization or activity involved, name of activity, reason for reservation, date(s), if it is a single event/meeting or takes place on a monthly, weekly, or bi-weekly basis, starting and ending times, which campus for the event, how you would like the room to be set-up, if applicable.* (Must fill out a maintenance request if set-up/tear-down is needed.)

If your organization requests to use the Student Lounge(s) or Student Activities Center for meetings, events, or activities, please urge your advisor to reserve the rooms as soon as possible, these spaces go quick! The Student Activities Center is on a ‘first-come, first-served basis.

Student Activities events will take priority if there is a conflict of schedules.

Publicizing Events and Meetings

Prior to posting information for a meeting or event, please notify the Student Activities Department so we can track it on our calendar. Here are some common forms of publicizing:

1. Grizzly Connect
2. Student Activities Representatives can send an email to all students for a specific event or interest meeting. This email must be submitted to studentactivites@germanna.edu by the end of the week to be put on Student Activities Weekly Announcements going out the following Monday. Organization meetings/practices will NOT be approved, this is strictly for events. SGA is exempt from these rules.
3. Flyers/Posters – Must be approved by the Welcome Center or Student Activities before posting (Have your advisor submit a marketing request if needed)

• Flyers may not be posted on windows, building entrance/exit doors, or car windshields

1. Tabling and one-on-one interaction
2. Student Organization social media pages. Must be approved by Student Activities and Marketing before creating one
3. 1-minute presentations at the beginning of a class, with the instructor’s permission.
4. Contact Student Activities about official College Public Relations

Fundraising

All fundraising done in the name of Germanna Community College, or an approved College student organization must be used to support and advance the mission of the College. Fundraising activities conducted by recognized College student clubs and organizations require the approval of the Dean of Student Development. An individual student or a student group which is not affiliated with a formally recognized College club or organization must obtain approval from the Dean of Student Development for any fundraising effort which uses the name of Germanna Community College in its promotion. Approval may be requested by contacting the Student Activities Office.

The proceeds of all fundraising activities must be deposited with the College Business Office within 2 business days of receipt. All expenditures must be supported with original invoices or sales receipts. Requests for payment and / or reimbursement of expenses will follow College procurement guidelines that are available in the Business Office. Fundraising activities that support the Germanna Community College Educational Foundation are governed by bylaws of the College’s Germanna Community College Board and the Foundation Board.

Fundraising helps organizations earn money for charitable or large projects and expenditures. Fundraisers are activities and require a ‘Fundraiser Request Form’ outlining what the fundraiser will entail. Student Organizations will be asked to fundraise up to 15% of their overall budget request, especially if the requested amount is over $1,000.

Funds Management

All monies collected from fundraisers must be deposited with the GCC Business Office by advisor or the Student Activities Assistant within 2 days of the fundraiser. Any club requiring an account should notify the Student Activities Assistant. No student group should have an outside bank account. Monies deposited with the Business Office will carry over from year to year. Remaining club funds will be moved to the Student Government Association’s account if a club becomes inactive after 1 year. These remaining funds will be labeled as contingency money for future organizations.

Cash Transmittal Forms

Cash Transmittal Forms can be obtained from the Student Activities Office.  Money must be counted before submitting it.  Your advisor or the Student Activities Assistant will submit the Cash Transmittal Form to the Business Office. Funds deposited with the Business Office account can be accessed by submitting a check request to the Business Office. Please allow 10-15 business days for processing.

For staff and faculty advisors, ‘Check Request Forms’ are available on the Germanna Central page under business office forms. Check Requests are unavailable to students.

Keep copies of receipts, agendas, and forms.

Budget Request

Student organizations may apply for funding through the Student Activities Office by submitting a budget request. Requestors must take into consideration how their funding is enriching the lives of students and the Germanna Community at-large. 

Budget Request Guidelines

• All budget requests should be submitted at least 4 weeks before your event, meeting, or activity.
• You can submit a budget request on Grizzly Connect at https://grizzlyconnect.germanna.edu/ under forms.
• Your advisor must know if you submitted a budget request and the details of that request.
• All groups requesting funds must have an advisor.
• Budget requests are not guaranteed approval for funding for your activity. If denied, Student Activities will provide a reasonable explanation for the denial.
• SGA provides input to the Student Activities Coordinator on budget requests that fall under the Student Organization budget line, which is under the Student Activities overall budget.
• Using input from the SGA, the Student Activities Coordinator will make the final decision to approve or deny budget requests.
• Organizations are not allowed to request more than 25% of the overall semester budget, per budget request. If you plan to ask for a higher amount, please consult with the SGA on the amount left in the semesterly budget.
• Student Organizations can only request budgets per event or trip, not for the entire year.
• SGA will promote fundraising first to student organizations.
• Student Organizations must understand that once the Student Organization budget line is gone, it is gone, and active clubs/organizations will no longer be able to request funding for anything else (SGA’s business account contingency money request not included)
• All new student organization approved budgets will come out of Student Activities money, not the Student Organization budget line to be fair to active clubs and organizations
• The Student Government Association will determine if the budget request is truly a necessity for the Student Organization. (Pizza parties, leisure activities, and private meeting expenses may be considered non-necessity on a case-by-case basis)
• Student Activities will consider paying for Student Organization travel, lodging, and registration fees within reasonable means. Travel funding may be allocated as a percentage of the total requested, the total cost of the event, or denied completely.
• It is the responsibility of the Student Organization to pay for food when traveling, whether that be through extra fundraising, their business office account (if applicable), or directly out of the individual student’s personal funds.
• All Student organizations will have to fundraise up to at least 15% of the total cost for all major events and trips that cost over $1,000, no exceptions.

Budget Requests must be submitted to the Student Government Association 5 weeks prior to your activity. Groups will be notified of the response of the proposal.  Final approval is made by the Student Activities Coordinator, in accordance with the VCCS policy.

Checklist for Approved Funding

• The organization has 5 active members and an advisor
• The organization has registered its organization
• The relationship between the request and the club mission statement/purpose correspond
• Programs sponsored by the club in the past were successful (if applicable)
• The program encourages interaction and inclusion among students
• The program supports student commitment and loyalty to the college community
• The program will be visible and accessible to all students
• The program is designed to promote diverse student interests
• Forms were turned in on time
• Proper procedures followed
• If there were funds granted in the past, they were used in the correct manner
• The club demonstrated a history of fiscal responsibility
• Research and planning has taken place to ensure the feasibility of the event/item
• College policies were not be violated by a program or event in the past
• Estimates of expenses and revenues are reasonable
• Research has been done to provide an accurate estimate of expenses

*Funds may be allocated a percentage of the total requested, the total cost of the event, or denied completely*

Funding will be not be used for any of the following:

• Charitable contributions or Scholarships (students may participate in charitable activities)
• Student Activities will not provide money for an item so that a student organization can make a profit off of that item.
• Compensations for services if the individual is a member of the club or organization, specific political campaign, party, executive board candidate, or off-campus organizations
• Nonsense items like shoes, CD’s, etc.
• Products that violate college policies.
• Anything that promotes or has the potential to promote violence, illegal activities, defamation of individuals, or defamation of groups

Travel Information

Germanna Community College strives to spend student activities funds in a fair and equitable manner. Travel can be a great way to expose Germanna student leaders to new ideas and experiences as well as students from other colleges.  Travel is also expensive, and with limited funding, Student Activities must spend these funds judiciously.  With this being said, clubs and organizations should meet the expectations listed below before requesting funds for travel.  

1. Be active (Have at least 5 active members & a Germanna Community College faculty/staff advisor)
2. Hold at least 1 recruitment event or table and/or participate in the Student Organization Fair hosted by Student Activities at the beginning of each semester (Spring & Fall)
3. Register your Student Organization by the end of each semester
4. Hold at least 3 meetings each semester
5. Hold at least 1 event each semester (must be open to all Germanna Community College students)
6. Submit non-travel budget requests during the appropriate time frame (At least 5 weeks prior to the event for the regular budget request. For out-of-state travel requests, at least 2-months prior to the event)
7. Meet with the Student Activities Coordinator each semester
8. Executive Board members and Advisors must check emails regularly
9. Attend mandatory training(s) and meetings
10. Submit all proper documentation and forms in a timely manner

Clubs and organizations that anticipate sending students to conferences or events out-of-town, must fundraise up 15% of the overall total cost of the trip to help defray travel costs.  Exceptions to this may be approved by the Student Activities Coordinator on a case by case basis. Student Organization Overnight Travel will be limited to participation in regional, state, or national organizations, co-curricular activities, or conferences related to the club mission, and approved by the Student Activities Coordinator.

Student Activities will consider paying for Student Organization travel, lodging, and registration fees within reasonable means. Travel funding requests may be fully funded, approved for a portion of the total request, or denied completely. It is the responsibility of the Student Organization to pay for food, whether that be through extra fundraising, their business office account (if applicable), or directly out of each student’s personal funds. Student organizations must fundraise at least 15% of the total cost for all overnight travel. Travel budget requests must be submitted at least 1-month for in-state travel and 2 months for out-of-state travel before the event. Organization members and their advisor must also meet with the Student Activities staff before travel requests will be approved.

Student Discrimination Grievance Policy (Section 2.0)

Full discrimination grievance policy

Requirements for Student Life and Leadership Policy

Full Student Life & Leadership policy

Introduction

Extracurricular activities can be a memorable part of the college experience. They allow students, faculty, and staff to indulge in their common interests, whether they are social, cultural, educational, honorary, recreational, service, religious, or a combination. Involvement in student organizations, events, or community service offers a variety of benefits. Members gain experience in leadership and teamwork, develop new skills and interests, and as a result develop new and lasting friendships.  

About This Handbook

We want to inform advisors about the processes for student organizations over the course of a year. This handbook, as well as the student organization handbook, mentions resources available for advisors like how to: book rooms for events/meetings, request funding, submit maintenance requests, and many other procedures. Most student leader required documentation is included on the Students Activities page on the Germanna Website. For forms which must be submitted, students must visit https://thegrizz.germanna.edu and fill out the appropriate form.

Required forms on our website include:

• Constitution Template for Student Organizations
• Student Organization Registration Form
• Budget Request
• Budget Request (Travel)
• Assumption of Risk Form
• Fundraiser Request Form
• New Student Organization Registration Form
• New Student Organization Recruitment Table Request Form
• Advisor Agreement
• Student Activities Travel Report
• Advisor Handbook
• Student Organization Handbook
• Student Activities Equipment Lending Request

Please do not feel overwhelmed by the paperwork or content of this packet, it is designed to answer as many questions as possible. If you have further questions, please feel free to contact the Student Activities Department.

Advisor Responsibilities

Responsibilities of All Advisors

1. Encourage and support your student organization
2. Encourage and support your student organization to get involved with Student Activities and other student-based programs
3. Make sure that your student organization registers with Student Activities department each year
4. Attend meeting and events regularly
5. Follow Germanna Community College rules and regulations
6. Follow Germanna Community College Student Organization Handbook
7. Limit membership to enrolled students of the College
8. Establish purposes and functions that do not interfere with the achievement of the College’s educational mission
9. Be a faculty/staff advisor
10. Inform Student Activities of all affiliations/associations with any organization outside the institution
11. Help members stay in good standing with Germanna Community College
12. Solicit members who are currently enrolled, students
13. Submit all required paperwork and documents in a timely manner. (Ex: Maintenance request, room reservations, IT request, etc.)
14. Answer emails and respond in a timely manner

Expectations

At Germanna Community College, we all want our student leaders to use participation in student activities, clubs, and organizations as an opportunity to grow and develop. Accordingly, we have a list of expectations that should be followed by all student organizations and advisors. The expectations are set in place to allow student leaders to attain important leadership skills, develop academically and personally, and understand the responsibility and commitment of being a part of a working team. The expectations for all Student Organizations are:

1. Hold an active membership (Have at least 5 active members)
2. Have a Germanna Community College faculty/staff advisor
3. Hold at least 1 recruitment event/table every semester and/or participate in the Student Organization Fair hosted by Student Activities at the beginning of each semester (Fall & Spring)
4. Register Student Organization by the end of each Spring semester. Student Organization Registrations/Re-Registrations are to be done in Grizzly Connect.
5. Hold at least 3 meetings each semester
6. Hold at least 1 event each semester (must be open to all Germanna Community College students)
7. Submit budget requests during the appropriate timeframe (At least 4 weeks prior to the event for regular a budget request. For travel requests, at least 2 months prior to the event)
8. Have a meeting with the Student Activities Coordinator each semester
9. Executive Board members must check emails regularly
10. Collaborate with other organizations
11. Attend at least 2 SGA meetings per semester (Designated member)
12. Submit all proper documentation and forms in a timely manner

Attention: Failure to follow the expectations listed above will resort to the student organization becoming inactive and losing access to Student Activities funding.

Classifications of Organizations

Student organizations are classified into different types of groups established by Student Activities. During initial registration, each organization is required to self-select a category which closely related to the organization’s goals and mission statement. Classification of Student Organizations are:

Athletic*: Club that is primarily focused on a specific sport.

Cultural Organization: Organization whose activities are primarily targeted towards cultural or ethnic centered groups.

Educational/Professional/Departmental Interest Organizations: Organization whose activities are primarily focused on promoting the professional and/or academic enrichment of the students interested in the respective profession/academia.

Honorary Organizations: Organization whose activities are designed to recognize exemplary achievements in scholarship, academia, leadership, etc.

Recreational*: Club/Organization whose activities are focused on recreational and leisure activities.

Religious Organizations: Organization whose activities are targeted at a specific spiritual or religious interest.

Service Organizations: Organization whose educational and social activities are primarily targeted towards the well-being of the community which can include volunteering and philanthropic events.

Student Governing Board Organizations: Organization whose purpose is to help provide governance for selected recognized organizations on campus and a voice for the overall student body.

*Athletic clubs/organizations tend to involve recreational, leisure, and sports activities that might require special equipment and facilities beyond those required by a typical student organization. Depending on the needs of your organization, it could be beneficial to partner with community organizations that engage in similar types of activities. While Germanna Community College might have some resources that could be beneficial, please discuss any needs with the Student Activities Department in advance and keep in mind that your requests are not guaranteed.

Starting a New Organization

Student Activities welcomes all new and prospective organizations here at Germanna Community College. All prospective organizations must complete the following requirements. Prospective student organizations will be placed on a 1 - semester probationary period and must meet expectations during this time to be considered an official student organization.

Please complete the following requirements in order. The Student Activities Coordinator approves all student organizations.

Requirements

1. Meet with Student Activities Coordinator to discuss the mission and goals of the organizations. The Student Activities Coordinator will ensure that there are no duplications of student organizations.

• Student Organizations must possess at least 5 active student members, and sufficient officers to fulfill the mission. (At least President and Treasurer)
• All members must be currently enrolled at Germanna Community College.
• Executive Board Officers must be in good standing with Germanna Community College or in some cases higher if it is a requirement of a national organization.

2. Find an advisor. All Student Organizations must have an advisor. The advisor must serve as either a faculty or staff member at Germanna Community College to sponsor the organization. Specific duties of Advisors are outlined in the Advisor Handbook. If the organization does not already possess an advisor, Student Activities can send an all-call advisor email out to all Faculty and Staff, upon request.

3. Hold at least 1 recruitment table before registering to become an official organization.

4. Hold at least 1 interest meeting before registering to become an official organization.

5. Complete the New Student Organization Registration Form (Sample document)

6. Advisor Agreement

• This form includes things like Purpose, responsibilities of advisor, and relationship with student group members. This should be submitted annually or if a change occurs mid-year. The Advisor Agreement form is to be only filled out by the advisor.

7. Organization’s Constitution

All completed Constitutions must be edited and emailed to studentactivities@germanna.edu.

• There is no length requirement for the constitution, but a document which includes organizational guidelines must be included. It can address why the organization is being formed and how the organization will be run. (Sample document below)
• Organizations with regional, national, or international affiliation must include a copy of the affiliate organization’s bylaws.
• Things to think about when constructing your Organization’s Constitution:
  • Including dress codes for specific events if your organization would like to host special events. (Example: formal events or special dinners)
  • Are the rules and procedures attainable?
  • Example: What is the procedure if an Executive Board member is no longer in good standing with Germanna Community College? Are they on probation?

8. Lastly, the Student Government will assess all submitted documents and requirements met then, the documents go to the Student Activities Coordinator. An approval or denial will be sent out by the Student Activities Coordinator, who has final approval.

New Student Organization Funding

1. Student Activities is here to assist all student organizations and will be happy to help an organization with its 1 required recruitment table by providing a blank poster board, markers, printing, black tablecloth, and table reservations.

• Please complete the New Student Organization Recruitment Table Request Form at least 2 weeks prior to your first recruitment table. 

2. Student Activities is here to assist all student organizations and will be happy to help fund food for an organization’s first interest meeting for prospective members.

• Please complete the New Student Organization Meal Request Form at least 3 weeks prior to your interest meeting. 

3. New Student Organizations are to be placed on a ‘’probationary period’ and are limited to a $250 spending limit within the first full semester of being an official student organization.

4. New Student Organizations shall not request funding for travel within the 1^st semester of becoming an official GCC organization.

• This does NOT apply to members who have been invited by Student Activities to Leadership/Training Conferences OR student organization members that are being recognized for their hard work and service to their community.

5. To request more funding, please submit a Contingency Budget Request The form will be submitted to the SGA who will approve/deny the request for any unforeseen expenses an active organization may have. If approved by the SGA, the SGA must get approval from their advisor. The advisor will submit a check request with the proper documentation to the business office for contingency money approved by the SGA. You will receive your approval or denial by email. Contingency requests must be made 1 month prior to your event date.

Organizations that are not considered an official organization by the college are not allowed to use any name or logo associated with Germanna Community College until full recognition is granted.

Sports Clubs & Recreational Events

Sports clubs at GCC are facilitated through intramural adult leagues such as the Fredericksburg Field House.  All comply with Title IX. Sports clubs or recreational activities have special requirements that differ from other clubs due to equipment needs, eligibility criteria, and the potential for injury.  In response to those concerns, the following policies must also be adhered to in addition to the standard club policies. All sports clubs and recreational members must be in good standing with Germanna Community College.

Assumption of Risk Forms

Assumption of risk forms must be completed by every student participating in a sport or recreational event of any kind. There is a sample ‘Assumption of Risk Form’ for basketball as a reference, but a given club or event may have different risks, in which the form would have to be edited or updated.  To make sure nothing was left out, please send a copy of the Assumption of Risk form to your club advisor prior to collecting signatures. (Sample document below)

Equipment

Sports and recreational clubs require more equipment.  To not burden the clubs with high fundraising goals before they can start, Student Activities will consider funding requests for equipment that is to remain the property of Student Activities.  If you need equipment, please see the Student Activities Coordinator prior to filling out a ‘Budget Request Form.’  Please make your quotes as specific as possible.  Equipment will be checked out to the student leader of the club for the season.  Student Activities has very minimal storage space for items when not in use.

Student Organization General Rules & Regulations

• All organizations are required to register with Student Activities by the end of each spring semester. All registered student organizations are managed by Student Activities.
  • Fill out the Student Organization Registration form on the Student Activities webpage, providing as much information as possible, and then click Submit. Please note that a minimum of two (2) representatives and an advisor are required.
  • Student Activities will review the elements of the application. Once the application is approved, the organization will be notified.
  • If the student organization does not fill out the required registration form by the end of the spring semester, they will be given until the first 30 days of the fall semester to register. If the student organization does not register by the end of that semester, it will be considered an inactive organization.
• Active Organizations are all student organizations who have completed the annual required registration and are recognized by Student Activities
• Only recognized organizations can use college facilities and receive other support as provided by college policies
• Organizations must be active to receive funding which also includes contingency requests. (Excludes new organizations)
• Student Organizations must possess at least 5 active student members, and sufficient officers to fulfill the mission. (At least President and Treasurer) Members must be currently enrolled at Germanna Community College
• The club president or designee will be required to attend at least 2 SGA meeting per semester.
• Select Executive Board leaders must be in good standing with Germanna Community College or in some cases higher if it is a requirement of a national organization.
• All Student Organizations must have an Advisor. The Advisor must serve as either a faculty or staff member at Germanna to sponsor the organization. Specific duties of Advisors are outlined in the Advisor Handbook.
• If Student Organizations make any changes to their Constitution and Bylaws or Executive Board Positions are filled/changed you must email the updated documents to Student Activities within 7 business days of revision. All changes should be highlighted.
• Students are not allowed to hold Executive Board Positions for more than 1 consecutive academic year. After the term is up, there must be internal elections. The previous position holder can run for office again if they wish to do so.
  • If a person is elected into the organization’s Executive Board in the fall semester, the organization can choose to either not hold elections for that position in the following spring semester, or make the elected official run again at the end of the following spring semester.
  • Organizations can have elections each semester if they wish to do so. (Must get approval from advisor)
• Student Organizations can borrow equipment from Student Activities like microphones, speakers, etc. An advisor or Executive Board member must submit a ‘Student Activities Equipment Request” form on the Student Activities webpage for a specific item(s). The advisor, as well as the Executive Board member(s), is responsible for this equipment. If something happens to the equipment, the Organization and Advisor will be responsible for replacing it, per the Student Activities Equipment Lending rules.
• You can request for Student Activities to print off flyers for your organization. Flyer requests must be made at least 3 weeks prior to the event/meeting date. After your flyers are approved and printed, you can pick them up in your mailbox outside of the Student Activities Center. (FAC, SP1, Room 100)
• Student Organizations are responsible for putting up and taking down flyers unless told differently by Student Activities. Flyers should be taken down 1 week after the event/meeting.
• All flyers must be approved by any of a GCC Welcome Center or Student Activities. If they are not approved, they will be taken down immediately, and a warning will be given.
• If a student organization no longer has an advisor, Student Activities will help find that organization one, upon request.
• Student organizations have no authority to speak for Germanna Community College or commit the college to any agreement or undertaking.
• ‘Sign-in Sheets’ are also required for catered events, including names, signatures, and the date. Anyone who eats or drinks must write their name and signature.  It is necessary for tracking food expenditures for the State Budget. (This does not include fundraisers.)

Loss of Recognition

Student Activities may declare your student organization inactive for the following conditions: 

1. The Student Organization fails to keep the required numbers of members in the organizations (At least 5 members)
2. The Student Organization fails to maintain a required Germanna faculty/staff advisor
3. Failure for the Student Organization to register by the end of each spring semester (Notice will be given)
4. Failure to abide by Germanna Student Policies
5. Failure to abide by the rules, regulations, and expectations set forth in the Germanna Community College Student Organization Handbook

*Student Organizations that are inactive and/or unregistered cannot request funds from Student Activities. Student Activities may help the Student Organization if they so see fit. If asked, Student Activities may provide materials and/or food for up to 2 interest meetings or events. (Case-by-case situation and $100 limit per event or meeting) *

*If an organization loses recognition, an appeal can be made in writing and submitted to studentactivities@germanna.edu. The appeal will then be forwarded to the Student Government Association and then the Assistant Dean of Student Development to be assessed. Student Organizations are NOT allowed to submit appeals directly to the Dean of Student Development. *

Immediate Loss of Recognition

• Violating college policies, state, or federal law
• Failure to abide by Germanna Community College’s Non-Discrimination Policy
• The organization is found responsible for holding events, meetings, or activities that create an unsafe environment for members or participants
• Violating Germanna Community College Student Policies

Steps to Get Back to an Active Status

• If you have below the required number of members (Less than 5):
  • Hold a recruitment table, hand out flyers, or have Student Activities email all students about events and meetings.
• If you do not have an advisor:
  • Student Activities can send out an email of all Germanna Faculty/Staff to recruit an advisor for the organization, upon request.
• Register your Organization
• Meet with Student Activities Coordinator and seek help
• Seek help from your advisor
• Research good recruitment methods if applicable

Event Planning

Student Activities should be notified of any student organization lead events. You can notify Student Activities by emailing you event details to studentactivities@germanna.edu. It is always good to notify Student Activities of any events happening so you can receive the proper support from us. If we do not know about the event, we cannot help you publicize it.

Please consider the following when planning an event with your organization:

1. Type of Activity: How does the purpose and objective of the event fit with the organization?  Will it benefit the college community?
2. Audience: Who do you hope to attract? What is the best way to reach them? How many people do you expect?
3. Location: Are there classes happening nearby? Is there enough space?  Has it been reserved and approved? It is easily assessable for everyone? Have you completed a maintenance request for event set-up/tear-down? Have you completed an IT request for speakers or other audio equipment needed?
4. Security is required for events taking place after business hours.
5. Food: Cost? Is it the right amount? Too much? Too little?  How is it prepared?  Health Dept. Concerns? Budget request submitted. Does to money requested reflect the number of people anticipated? Do you have a sign-in sheet to turn into Student Activities?
6. Workers: Who will be there to set up? Who will be there during the event?  Who will be there for clean up? Do you have enough people to pull off this event? Did you include tear-down in the maintenance request?
7. Time: How will timing impact participation or the potential audience? Are there many students on campus at this time? Are there classes at this time? Is it too late? Is it too early?
8. Approval: Have you contacted Student Activities?  Completed the budget request or room request forms ahead of time? Have you contacted your club advisor and properly prepared any necessary documentation?
9. Transportation: GCC vehicles are available for use, but only faculty and staff are eligible drivers for College vehicles.
10. Liability: Were ‘Assumption of Risk’ forms filled out and turned in?
11. Publicity: Did you give the event at least 2 weeks of publicity? Are you tabling for the event? Did you personally hand out flyers? Are you speaking to your peers about this event?
12. Alternative plan: If outdoors, have a backup plan for rain. Choose alternate sites or times, make sure you put in a room reservation. Do you have a different date planned?                     

Before the Event

1. Brainstorm with your organization about ideas for an event. Plan a budget if necessary. 
2. Have you submitted a Room Request form for your organization, if necessary?
3. Read the above section, ‘Event Planning’.
4. Has your organization prepared sign-in sheet for all who are in attendance/food participants? A sign in sheet is required for all Student Activities’ funded events/meetings. The sign in sheet template is located on the GCC Student Activities website.

During the Event

1. Know who is scheduled to do what and when, you should be there!
2. Take pictures if you have the opportunity!
3. If serving catered food which was paid for by Student Activities budget, PLEASE, turn in the sign in sheet for those who ate! Student Activities must turn these in with receipts to the Business Office.
4. Safety first, know the location of first aid and emergency contact info for club members in case of emergency.
5. If you have an approved budget request, save your receipts and documents!
6. Only advisors or the Student Activities department can sign/tip for delivered food.

After the Event

1. Clean up (select clean up volunteers ahead of time).
2. Submit any receipts or food sign-in sheets to the Student Activities office.
3. Think about what went well and what can be improved upon.
4. Thank everyone who attended or helped.

Room Reservations

On-Campus room and space reservations for student organization meetings or activities can ONLY be made by Germanna faculty/staff members. All room reservations should be submitted 1 month to 2 weeks before your meeting or event to ensure you can reserve the space. Your will receive two emails back: confirmation of your request, and a second confirming the room reservation itself.  We urge all advisors to let their Executive Board know when the approval/denial has been received.

Students are asked to give their advisor the following information to make things easier on your part: Organization or activity involved, name of activity, reason for reservation, date(s), if it is a single event or takes place on a monthly, weekly, or bi-weekly basis, starting and ending times, which campus for event, set up reminders, how you would like the room to be set-up if applicable.* (Must fill out a maintenance request if set-up/tear-down is needed.

If your organization requests to use the Student Lounge(s) or Student Activities Center for meetings, events, or activities, we urge you to reserve the rooms as soon as possible, they spaces go quick! The Student Activities Center is on a ‘first come, first serve’ basis. Student Activities events will take priority if there is a conflict of schedules.

Attention: Only GCC advisors can reserve rooms, put in maintenance requests, and marketing requests. Please get this submitted on time, as you are responsible for these three main event preparation steps.

Publicizing Events and Meetings

Prior to posting information for a meeting or event, Student Organizations should notify the Student Activities Department so we can track it on our calendar. Here are some common forms of publicizing:

1. Student Activities Representatives can send an email to all students for a specific event or meeting for a club or organization. This email must be submitted to studentactivites@germanna.edu for approval and will be sent out within 3 days, weekends vary. (If you are a student you may have noticed them in your Germanna emails.) Organization meetings/practices will NOT be approved, this is strictly for events.
2. Flyers/Posters – Must be stamped by the Welcome Center or Student Activities before posting (Have your advisor submit a marketing request if needed)
3. Flyers may not be posted on windows, building entrance/exit doors, or car windshields
4. Student Activities Calendar located on the Student Activities Webpage. If you wish to have your event/activity listed on the Student Activities calendar, please email studentactivities@germanna.edu. Organization meetings/practices will NOT be approved, this form is strictly for events and recruitment tables.
5. Student Organization social media pages
6. 1-minute presentations at the beginning of a class, with the instructor’s permission.
7. Contact Student Activities about official College Public Relations.

How to reserve rooms or request maintenance or marketing

Reserve a Room

To reserve a room at Germanna please do the following.

1. Login to Germanna Central
2. Scroll to the bottom of the page
3. Click on room reservations
4. Sign in with your GCC credentials
5. Complete the room reservation form and click submit 

You’ll be directed to the direct link to login and reserve a room at any of the campus locations. Here is the link as well, https://events.dudesolutions.com/germanna/login/

*You will get a confirmation stating that your reservation was received. Hopefully within the next few days, you will get an approval or denial email. Please forward the approval or denial email to your Executive board! *

Complete a Maintenance Request

If you need your event or meeting to have a specific set-up and break-down (Ex: fair, panel, art show), you must fill out a Maintenance Request.

1. Log in to your Germanna Central
2. Scroll to the bottom of the page and you will see Form Links for ‘Maintenance Request’, ‘Marketing Job Request’, and ‘Reserve a Room’
3. Click on ‘Maintenance Request’ and you will be directed to School Dude
4. Enter your information and sign in. (If you have never used School Dude, you must register and follow those directions.)
5. Once signed in, enter the appropriate information (name, time, location)
6. Click on your problem type (More than likely will be ‘Event Setup)
7. Heavily Describe what you would like to be done
8. Enter the time available for maintenance (Ex: only email me, office hours, any time)
9. Attached an illustration if possible (it helps them a lot!)
10. Enter the submittal password, “Germanna”
11. Click submit. You will be emailed a received confirmation and updates

Complete a Marketing Request

1. Log in to your Germanna Central
2. Scroll to the bottom of the page and you will see Form Links for ‘Maintenance Request’, ‘Marketing Job Request’, and ‘Reserve a Room’
3. Click on ‘Marketing Job Request” and you will be directed to the MPI Work Request Form.
4. Type in all information needed:

• Short description
• Today’s date
• Department
• GCC Phone Number
• Final reviewer
• Requestor’s name

5. Select which type of work you need (You would probably only use flyers, posters, or axis TV slide
6. When requesting flyer quantity, enter “Email PDF”. Once the flyer is completed, you can email the final copy to Student Activities at studentactivities@germanna.edu and request how many flyers you would like printed
7. Select intended audience
8. Select Printing specifications
9. For budgeting details, click NO for each question
10. Add any additional information

• Please be descriptive as possible
• Attaches a similar flyer that you want to re-create if possible
• Have all information like date, time, and location of events

11. When finished, press submit.

Funding, Fundraising and Budget Requests

There are several methods of funding for student organizations. The first group is  fundraising. Fundraising can be but is not limited to fundraisers, such as bake sales, car washes, etc., monies won through competitions, and donations received by the club and/or organization. The other is for an organization and its leaders to submit a ‘Budget Request Form’ to Student Activities.

Fundraising

There are several methods of funding for student organizations. The first group is  fundraising. Fundraising can be but is not limited to fundraisers, such as bake sales, car washes, etc., monies won through competitions, and donations received by the club and/or organization. The other is for an organization and its leaders to submit a ‘Budget Request Form’ to Student Activities.

All fundraising done in the name of Germanna Community College, or an approved College student organization must be used to support and advance the mission of the College. Fundraising activities conducted by recognized College student clubs and organizations require the approval of the Dean of Student Development. An individual student or a student group which is not affiliated with a formally recognized College club or organization must obtain approval from the Dean of Student Development for any fundraising effort which uses the name of Germanna Community College in its promotion. Approval may be requested by contacting the Student Activities Office.

The proceeds of all fundraising activities must be deposited with the College Business Office within 2 business days of receipt. All expenditures must be supported with original invoices or sales receipts. Requests for payment and / or reimbursement of expenses will follow College procurement guidelines that are available in the Business Office. Fundraising activities that support the Germanna Community College Educational Foundation are governed by bylaws of the College’s Germanna Community College Board and the Foundation Board.

Fundraising helps organizations earn money for charitable or large projects and expenditures. Fundraisers are activities and require a ‘Fundraiser Request Form’ outlining what the fundraiser will entail. Student Organizations will be asked to fundraise up to 15% of their overall budget request, especially if the requested amount is over $1,000.

Funds Management

All monies collected from fundraisers by student organizations must be deposited with the GCC Business Office by advisor or the Student Activities Assistant at least 2 days after the fundraiser takes place.  Any club requiring an account should notify the Student Activities Assistant. No student group should have an outside bank account.  Monies deposited with the Business Office will carry over from year to year. Remaining club funds will be moved to the Student Government Association’s account if a club becomes inactive after 1 year. IF A CHECK REQUEST IS GREATER THAN $500, IT MUST GO IN THE ADVISOR’S NAME AND THE ADVISOR MUST SPEND THE MONEY ACCORDINGLY.

These remaining funds will be labeled as contingency money (not planned). You can apply for contingency money on the Student Organization page. After the form is submitted, the SGA who will approve/deny the request for any unforeseen expenses an active organization may have. If approved by the SGA, the SGA must get approval from their advisor. The advisor will submit a check request with the proper documentation to the business office for contingency money approved by the SGA.

‘Cash Transmittal Forms’ can be obtained from the Student Activities Office, and a student activities representative can help with managing the club account.  Money must be counted before submitting.  Student Activities will submit the Cash Transmittal Form to the Business Office. Funds deposited with the Business Office account can be accessed by submitting a check request to the Business Office. Please allow 10-15 business days for processing.

• For staff and faculty advisors, ‘Check Request Forms’ are available on the Germanna Central page under business office forms. Check Requests are unavailable for students.
• Keep copies of receipts, agendas, and forms.
• ‘Sign-in Sheets’ are also required for catered events, including names, signatures, and the date. Anyone who eats or drinks must write their name and signature.  It is necessary for tracking food expenditures for the State Budget.  (This does not include fundraisers)

Budget Requests

Student organizations may apply for funding by submitting a budget request on Grizzly Connect at https://grizzlyconnect.germanna.edu/ under forms.

Here are the Budget Request Guidelines:

All budget requests should be submitted to Student Activities at least 4 weeks before your event/meeting/activity.

You can only submit a budget request on the Grizzly Connect under the forms tab.

Budget Request should be submitted by the Treasurer of the organization or if not available, the President. The advisor email must be included on the second page of the budget request.

Funding is available on a first come first serve basis. (This does not include new organizations)

All groups requesting funds must have an advisor.

Budget requests are not guaranteed approval for funding for your activity. If denied, Student Activities will provide a reasonable explanation for the denial.

Budget Requests must be submitted to Student Activities 4 weeks prior to your activity. Budget requests will be reviewed by Student Activities.

Groups will be notified of the response of the proposal. Final approval is made by the Student Activities Coordinator, in accordance with the VCCS policy.

*Funds may be allocated a percentage of the total requested, the total cost of the event, or denied completely*

Funding will be NOT be used for any of the following:

• Charitable contributions (students may participate in charitable activities)
• Scholarships
• Compensations for services if the individual is a member of the club or organization
• Funds to provide financial support to off-campus organizations
• Products that violate college policies
• Anything that promotes or has the potential to promote violence, illegal activities, defamation of individuals, or defamation of groups
• Direct contributions to a specific political campaign, party, or executive board candidate

Checklist for Approved Funding

• The organization has 5 active members and an advisor
• The organization has registered its organization
• The relationship between the request and the club mission statement/purpose correspond
• Programs sponsored by the club in the past were successful (if applicable)
• The program encourages interaction and inclusion among students
• The program supports student commitment and loyalty to the college community
• The program will be visible and accessible to all students
• Forms were turned in on time
• Proper procedures followed
• If there were funds granted in the past, they were used in the correct manner
• The club demonstrated a history of fiscal responsibility
• Research and planning have taken place to ensure the feasibility of the event
• College policies were not be violated by a program or event in the past
• Estimates of expenses and revenues are reasonable
• Research has been done to provide an accurate estimate of expenses

Travel

Germanna Community College strives to spend student activities funds in a fair and equitable manner. Travel can be very expensive and tedious for the student organization and Student Activities. With, if you do not meet the expectation listed at the beginning of this handbook, you will not get approved for travel. You must follow all expectations above to receive funding Expectations for all Student Organizations:

1. Hold an active membership (Have at least 8 active members & a Germanna Community College faculty/staff advisor)
2. Hold at least 1 recruitment event/table every semester and/or participate in the Student Organization Fair hosted by Student Activities at the beginning of each semester (Spring & Fall) *
3. Register Student Organization by the end of each Spring semester
4. Hold at least 3 meeting each semester
5. Hold at least 1 event each semester (must be open to all Germanna Community College students)
6. Submits budget requests during the appropriate timeframe (At least 6 weeks prior to the event for regular budget request. For travel requests, at least 2-months prior to the event)
7. Have a meeting with the Student Activities Coordinator each semester
8. Executive Board members must check emails regularly
9. Collaborate with other organizations *
10. Attend mandatory training(s) and meetings *
11. Submit all proper documentation and forms in a timely manner
12. The Student Organization has the required Executive Board Members *

Germanna Community College strives to spend student activities funds in a fair and equitable manner.  Student Clubs that anticipate sending students to out-of-state conferences or events, must fundraise to help defray travel costs.  Exceptions to this may be approved by the Student Activities Coordinator and Assistant Dean of Student Development on a case by case basis.  All funds raised for student travel should be given to the Student Activities Assistant, Jaleesa Hayes, and be held by the Business Office in the student club account. Student Overnight Travel will be limited to participation in regional, state, or national organizations, co-curricular competitions or conference related to the club mission, and approved by the Student Activities Coordinator and then by the Assistant Dean of Student Development

*Funds may be allocated a percentage of the total requested, the total cost of the event, or denied completely.

*Travel budget requests must be submitted at least one month in advance for in-state travel and two months in advance for out-of-state travel. The organization and the advisor must have a meeting with Student Activities before they can receive approval.