Registered Student Organization Handbook

Housekeeping Tasks for RSO's

1. Create a Constitution & Bylaws | Within your first month as a new RSO, you will be required to write and turn in your group’s Constitution and Bylaws, so it’s important to take time during your first couple of meetings to do that as a team. Be certain to include the position of Student Government Liaison who will be required to attend SG meetings regularly.
   
   Pro Tip:  Use our template or feel free to use templates from online sources!
   
   
2. Complete the Media Release Form | This form is required for all students participating in an OWL Network group. 
   
   Note: An OCC photographer/videographer may be on site to document events and activities. Photographs and video footage are the sole property of OCC. By registering for and/or attending said event, attendees' consent to OCC using their likenesses for historic, social, and promotional purposes without remuneration. If you do not wish to be photographed/videoed, please notify OCC staff upon arrival on-site.
   
   
3. Schedule | Create a meeting schedule at the beginning of each semester, and submit to the Student Leadership Manager.  These will be due by the first day of classes for that semester.
   
   
4. Plan Events | Each RSO must plan and execute at least one open activity or event during both the fall and winter semesters.  To request an event, fill out the Student Activities Request Form at least 3 weeks prior to the event.  At the event, use the Meeting/Event Sign-in Sheet to keep track of attendees and send a copy within 48 hours to Student Leadership Manager.
   
   
5. Host Meetings  | To remain in good standing, at least 1 meeting must occur each month.  Use the Meeting/Event Sign-in Sheet to record attendees and send a copy within 48 hours to Student Leadership Manager.
   
   
6. Volunteer | Participate in and complete the Community Service Form at least 6 hours of service to the community each academic year.
   
   
7. Complete Year-End Report | Student Organizations must complete an Registered Student Organizations Year End Report and submit to the SLM by the second Friday each May. This report must include: 

• • A brief summary of the current year's events/activities
  • Current officer roster with officer contact information
  • Revised bylaws (if applicable)
  • A fall  forecast of potential events/activities
  • Documentation of 6 hours of service to the community

Remember…

• Officers must stay in good academic and behavioral standing.
  
  
  • Membership is open to currently enrolled students.
    
    
    • Membership in an OCC RSO shall be open to any enrolled student of OCC, as stated in OCC’s Prohibition of Discrimination statement.
      
      
    • Alumni RSO membership is limited to one year after graduation/transfer.
      
      
  • RSO’s must abide by the OCC Student Code of Conduct.
    
    
  • If you’re heading off campus for an event or field trip, you must turn in a Activity/Trip Waiver of Liability Form prior to going (see Liability in Policies & Procedures section below.)  Please email your form to the Student Leadership Manager.

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Officer Roles 

Student organization officers are responsible for a variety of tasks that ensure the organization runs smoothly and achieves its goals. These responsibilities often include leadership, communication, event planning, financial management, and membership engagement. Specific duties vary depending on the officer position (e.g., president, vice president, secretary, treasurer, Student Government Liaison), but all officers play a vital role in the organization's success. 

Leadership and Direction | Providing a vision for the organization, setting goals, and guiding the team to achieve them. 

Communication | Keeping members informed, facilitating communication between officers and advisors, and representing the organization externally. 

Event Planning | Organizing and coordinating events, meetings, and activities to engage members and promote the organization's mission. 

Financial Management | Managing the organization's budget, handling finances, and ensuring responsible spending. 

Membership Engagement | Motivating members, recruiting new members, and fostering a sense of community within the organization. 

Policy Adherence | Understanding and adhering to OCC policies and guidelines related to student organizations. 

Record Keeping | Maintaining accurate records of meetings, activities, and membership. Keep notes of events and gatherings to aid you in completing the year-end report.  Take pics!

Delegation | Assigning tasks and responsibilities to other officers and members to ensure efficient operations. 

Succession Planning | Ensuring a smooth handover of responsibilities to new officers at the end of a term. Details the responsibilities of key officers (president, vice president, treasurer, etc.). 

Officer Installation and Removal | All RSO constitutions must contain a protocol and criterion for the installation and removal of officers. Follow this protocol, when necessary, under the guidance of the SLM.

Advisor Role

Advisors play a crucial role in guiding and supporting the RSO’s leadership and members. Their responsibilities typically involve providing expert advice, facilitating strategic planning, managing risks, and fostering development within the group. They also act as mentors, helping members grow in leadership, responsibility, and self-awareness. 

Replacing an Advisor | Occasionally, an advisor does not meet the expectations of the organization.  If an organization determines that their advisor is no longer effective, the president of the student organization should contact the SLM to discuss issues involving the advisor. If a student organization and its advisor are unable to resolve the issue(s), the student organization’s constitution stipulates that they can vote to remove the advisor. Work with the SLM in identifying a replacement advisor.

Financial Management 

Financial wellness for RSO’s involves managing finances effectively to achieve their goals, ensuring long-term sustainability, and promoting the financial well-being of their members. This includes budgeting, fundraising, responsible spending, and financial planning. All RSO monies are to be deposited and housed in a College 511 Account at the college.  No monies should be held by any member/officer or it’s Advisor.  

Purchases/Reimbursements | If the RSO’s College 511 Account has adequate funds, purchases may be made for things like events, social gatherings, and meetings.  RSO Request for Purchase/Reimbursement form should be used for this purpose.

Inactive Organizations | If RSO is inactive for two years, monies remaining in their College 511 Account will go to the legacy account and will be forfeit.

Requests for Funding | Funding requests should be routed to Student Government.

Event Planning

Guidelines for planning and executing events, including space reservations, contracts, and risk management. 

Planning should begin two months before event.

• Select Date – check for conflicts with major religious holidays.
  
  
• Check OCC Events Calendar for conflicts.
  
  
• Submit completed Student Activities Request Form
  
  
• Complete Event Checklist and email to the Student Leadership Manager
  
  
• Send meeting request to Student Leadership Manager, committee members, marketing and program participants to reserve event time on calendars (For major events, include Chancellor’s Cabinet and Board of Trustees).
  
  
• Create posters/fliers and request Student Leadership Manager to add to the OCC Events Calendar and Digital Corkboards on campus. 
  • When creating any posters, fliers, or any other published materials for your org, please copy and paste this image into your design.  

Download Logo

Images of Talon are not permitted to be used unless fliers are being done by the college’s Creative Services department.

• Create parking/directional signs and assign OWL Group member to place/remove signage around campus.
  
  
• Prepare internal signs for registration table, etc.
  
  
• Arrange for publicity
  
  
  1. Outlook email to faculty and staff.
     
     
  2. Contact Event Coordinator of Marketing & Communications (248) 341-2204 for website and social media publicity.
     
     
• Campus Digital Signs: Submit a digital sign request form.

Fundraising 

Want to raise some money for your org?  Start here!

1. Be sure you have a College 511 Account before any fundraising takes place.  You can find out by contacting the Student Leadership Manager.
   
   
2. Fill out the Student Activities Request Form at least 3 week prior to fundraiser.
   
   
3. Once your fundraiser is approved, be sure to advertise! (see Event Planning section)
   
   
4. OCC is a cashless college.  Please encourage customers to use the College PayPal account for purchases (see below).  In the event that taking cash is unavoidable, the Advisor is to deposit the funds to your College 511 Account within 24 hours of the end of the event at the Auburn Hills Campus Business Office.  Please contact the Student Leadership Manager if you have questions.

Things to remember…

• Sell only food which comes individually pre-packaged from the store; do not sell unwrapped or re-wrapped food.
  
  
• All raffles must adhere to the guidelines of the Michigan Gaming Commission; contact the Foundation for guidance.
  
  
  • Raffle FAQs
    
    
  • Raffle Guide

Download PayPal Image

Use the college’s PayPal account when collecting funds digitally.

Remember to have the purchaser put the RSO or ASO name in the “optional notes” field so your 511 account receives the money!  

Marketing & Publicity:

Strategies for promoting events and activities

• The college’s Creative Services department should be consulted before producing any Marketing material. If this department states they are unable to fulfill your request, the student organization may then create their own Marketing materials.
  
  
• When creating any posters, fliers, or any other published materials for your org, please copy and paste this image into your design.  

Download Logo

• Images of Talon are not permitted to be used unless fliers and/or media are coordinated by the college’s Creative Services department. 
  
  
• Flyers should include the following details regarding an event: who, where, when (time and date of the event), purpose of the event, and an OCC email where an officer can be reached for questions.
  
  
• Campus Digital Signs: Submit a digital sign request form.

Media Relations

All OCC media relations activities, including media interviews, pitching of stories, and developing and sending press releases must be coordinated and approved through OCC’s Communications Department. The department provides training and support tailoring information for different media outlets to create opportunities for greater placement and reach.

Social Media Policy

OCC understands and appreciates the value of social media in building connections and sharing content supporting our RSO’s. Please note: In reviewing these guidelines, all social media platforms could include but not be limited to: Facebook, Instagram, Snapchat, X (formerly Twitter), YouTube and Flickr. OCC supports social media use by OWL Group representatives provided: 

• No offensive or inappropriate comments or pictures are posted.
  
  
• Photos and/or comments posted or shared are done with mutual consent and reflect the College’s core values. All college identifiable activities (including campus activities and wearing/using team or college gear) reflect a professional environment.

It is important that OWL Group members remember that they are representatives of OCC and, as such, must adhere to OCC guidelines to uphold the standards and reputation of the College. Please keep the following in mind as you participate on social networking sites: 

• Before participating in any online community, understand that anything posted online is available to anyone, anywhere in the world. Any text or photo placed online becomes the property of the site(s) and is completely out of your control the moment it is placed online – even if you limit access to your site.
  
  

• You should not post or share content (information, photos or other items) that is disrespectful to others or could embarrass you or your peers, family or OCC. This includes information that may be posted by others on your page.

• College administrators can, and do, monitor these sites regularly.

• Students could face discipline and even dismissal for violations of this policy.  

Communication & Collaboration: 

Expectations for communication among Organization Email: Organizations should create a Gmail account for their group and assign someone to monitor the account regularly with documented password information. Students may also communicate with each other through any variety of media. However, all communication from students to Advisors and/ or SLM requires use of OCC email.

Policies & Procedures

OCC Policies | The Student Handbook outlines OCC policies and regulations that student organizations must adhere to. 

Discipline & Conflict Resolution | OCC is committed to providing excellent service and improving your experience. If you believe that you have experienced unfair treatment, share your concerns by following the steps on the Complaints or Suggestions site and complete the appropriate form for your concern.

An OCC representative will review your complaint and determine the action to be taken. You will be contacted indicating receipt of your complaint/suggestion, and thereafter with information regarding how your complaint/suggestion has been addressed.

Forms & Templates

• Student Activities Request Form
  
  
• Application for New Registered Student Org
  
  
• Meeting/Event Sign-in Sheet
  
  
• Community Service Form
  
  
• Meeting Schedule Form
  
  
• Officer Roster and Membership Form
  
  
• Registered Student Org. | Request for Purchase/Reimbursement
  
  
• Travel Liability Waiver
  
  
• Student Government Funding Request Form 
  
  
• Registered Student Org. | Year End Report
  
  
• Activity/Trip Waiver of Liability Form

Sample Templates

• Constitution Sample Template
  
  
• Parliamentary Law Chart (PDF - ? ADA)
  
  
• Meeting Minutes Sample Template
  
  
• Meeting Agenda Sample Template
  
  
• Budget Sample Template