On behalf of the Student of Engagement and the Student Engagement Coordinators at
Oakland Community College (OCC), we invite students to participate in a variety of
student leadership opportunities sponsored by all campuses!
We strive to focus on ways to build effective student leaders by creating spaces on
all OCC campuses for our students to achieve their academic endeavors, enhance their
personal, social, cultural and cognitive development. There is so much more to learn
beyond the classroom, so get involved and give yourself a well-rounded college experience
by taking advantage of the many opportunities to learn from people of different cultural
backgrounds; examine new philosophies; develop new interests and skills; and to prepare
for active participation in a rapidly changing global society. Take the initiative
to expand your horizons by taking advantage of the programs and services that are
available to support your success at OCC. Getting involved on campus is a great way
to meet people, make lifelong friends and contacts, enrich your total educational
experience and make OCC seem more personal.
We look forward to the many positive and life-changing programs and activities that
our students will plan, organize and deliver! Through the spirit of collaboration,
inclusivity, open-mindedness, along with the realization we are all empowered to be
excellent, we expect OCC to be a respectful learning environment in which all may
About the Handbook
The Student Engagement Student Organizations Handbook will provide each student with
important information regarding your engagement. This Handbook contains the essential information necessary to optimize your Student Engagement student organization
experience; and is intended to address general information, policies and procedures
necessary to navigate the steps for starting or maintaining a student organization.
OCC reserves the right to apply exceptions or modify/change policies or procedures
when the need arises.
Should you have any questions regarding the policies and procedures contained herein,
Benefits of Being a Recognized Student Organization (RSO)
- Advertising – RSO’s may submit their flyers to the campus Digital Corkboards to promote your organization or event.
- Hosting Events – RSO’s have the privilege of sponsoring displays, speakers and educational
or social programs.
- Use of College Facilities – Spaces and equipment for meetings and events within normal
- Opportunity to Fundraise – Raise funds to support your organization.
- Leadership Development – Free training/workshops through Student Engagement.
- Resume Building – Enrich your resume through Student Engagement involvement.
- Networking – Build valuable connections to complement career development and education.
Review this entire Student Engagement Student Organizations Handbook.
Recruit a minimum of 5 students who would like to join your group, and completely
fill out the Officer Roster and Membership Form (all officers are provisional until RSO is approved).
Identify an Advisor(s) (faculty, staff or adjunct) and obtain their signature on the
Application for RSO. Submit proposed Advisor name(s) to the Student Engagement Coordinator. Obtain confirmation
from approved Advisor indicating his or her willingness to serve.
Schedule a meeting with your Student Engagement Coordinator to get answers to your
questions and discuss plans for your organization.
Work with your advisor and Student Engagement Coordinator to establish an account
at the College for fundraising. Note: After completing the above steps, the Student Engagement Coordinator will review
your documents for approval. Allow a minimum of two weeks for a final decision via
your OCC student email account.
Expectations and Standards for RSOs
RSOs are expected to obey local, state and federal laws. RSOs must also operate within
the policies, procedures and guidelines of OCC, including the following:
Student Code of Conduct
All students must abide by the Oakland Community College Student Code of Conduct:
Drug and Alcohol Abuse Free College Policy - The unlawful manufacture, distribution, dispensation, possession or use of, or being
impaired by, a controlled substance is prohibited while on all College owned, leased,
controlled or operated property, or in the course of any College related activity,
program or job performance. For the purpose of this policy, a "controlled substance"
is as listed in Schedules I through V of Section 202 of the Controlled Substances
Act (21 U.S.C. 812) and as further defined in the associated Federal Regulation, 21
CFR 1308.11 - 1308.5.
Marijuana - Although Michigan law permits the use and possession of medical and recreational marijuana
and the possession, use, distribution, and cultivation of marijuana in limited amounts,
federal law, including the Federal Controlled Substances Act of 1970, the Drug Free
Workplace Act of 1988 and the Drug Free Schools and Communities Act of 1989, prohibits
the possession, use, distribution and/or cultivation of marijuana at educational institutions.
Further, as marijuana remains classified as an illegal narcotic under federal law,
institutions of higher education that receive federal funding are required to maintain
policies prohibiting the possession and use of marijuana on their campuses. Accordingly,
the possession, use, distribution or cultivation of marijuana for medical and recreational
purposes is prohibited on all Community College property or at College sponsored events
and activities. Also prohibited is the operation of a motor vehicle while under the
influence of marijuana on Community College property, or at College sponsored events
and activities. Further, this policy prohibits the possession, use, or distribution
of all marijuana accessories and marijuana products. Marijuana accessories shall include,
but not limited to, any device or equipment used for ingesting, inhaling, or otherwise
introducing marijuana into the human body. Marijuana products shall include, but not
limited to, products that are comprised of marijuana and other ingredients and are
intended for use or consumption, such as, but not limited to edible products.
In addition, the illegal possession, use or sale of alcoholic beverages, or conduct
which is otherwise proscribed by state law, as well as being impaired by alcohol while
on College owned, leased, controlled or operated property, or in the course of any
College related activity, program or job performance, is also prohibited. Review the
College's Drug and Alcohol Abuse Free College Procedure.
Safety - No student shall engage in behavior which violates any safety rules of any classroom,
laboratory or other college premises. This shall include, but not limited to, the
wearing of any required personal protective equipment, and the following of prescribed
methods and procedures for handling and disposing of certain materials which may be
hazardous, unstable, contagious, etc.
Gambling - No student shall engage in any form of gambling on college-owned or operated property
or at college-sponsored events either on, or off campus.
Harassment, Discrimination and Misconduct - No student shall engage in harassment, discrimination or misconduct of another student
or staff member of the college. This shall include, but not limited to, sexual, racial,
gender-based and disability-based harassment, and may include verbal and/or physical
actions. For more information, see Title IX Training for Students to increase awareness.
Recording of Class Sessions and Distributions of Course Material – No student is permitted to copy, record, distribute or publish any educational course
related materials without the express written consent from the faculty member utilizing
the course materials. Educational materials include, but are not limited to, lectures,
syllabi, lecture notes, exams, problem sets and presentations. Policy may be found
here: Recording of Class Sessions and Distribution of Course Materials Policy.
Signs - No student shall erect or display signs or posters on college property unless authorized
through the campus Office of Campus Facilities. No student shall deface, alter, tamper
with; destroy or remove any sign or inscription on college-owned or operated property.
Soliciting - No student or student organization may use campus facilities, solicit funds or schedule
activities unless such action has been approved through the campus Office of Campus
Smoking - Is strictly prohibited within college-owned or leased buildings (including but not
limited to offices, classrooms, hallways, waiting rooms, rest rooms, lunch rooms,
elevators, meeting rooms and all community areas). As of September 1, 2012, this smoking
ban incorporates all OCC properties including, but not limited to, campus grounds,
parking areas and athletic fields.
This policy applies to all employees, vendors, contractors, students and the public
and encompasses tobacco products including, but not limited to, cigarettes, electronic
cigarettes (vaping), cigars, pipes, chewing tobacco, and snuff. All employees and
students share in the responsibility for adhering to and supporting this policy. Employees
or students who violate this policy will be subject to the disciplinary actions associated
with infractions of college rules.
Theft/Vandalism - No person or persons shall engage in the theft of or damage to property belonging
to another person, organization or institution. This includes tampering with coin
Weapons - No person, other than law enforcement personnel or a person authorized by the Director
of Public Safety or his or her designee, shall possess a weapon on property owned,
leased or otherwise in the possession of the College in accordance with the OCC Safe Work Environment Policy.
Reporting a Compliant/Suggestion
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.
Sexual & Gender-Based Misconduct, Harassment and Discrimination Policy
Visit the Complaints or Suggestions site and complete the appropriate form for your concern. This is the most effective reporting
OCC is committed to creating and maintaining a safe and non-discriminatory campus
and workplace community free from sexual and gender-based misconduct, harassment and
discrimination. This policy applies to all members of RSOs, as well as all students,
faculty, staff and third parties who are:
- Employed by, attending, or affiliated with OCC.
- Participating in, or attempting to participate in, any OCC program or activity; and/or
- Visiting OCC’s campus(es) or any property owned or leased by OCC.
Sexual and gender-based misconduct, harassment and discrimination will not be tolerated
by OCC. “Prohibited Conduct” is defined in the following policies:
Reporting Prohibited Behavior
Members of the OCC community who believe that a prohibited act of sexual/gender-based
misconduct, harassment or discrimination may have occurred should report their concerns
and/or file a report with OCC’s Title IX Coordinator:
Title IX Coordinator: Ms. Carmen White
Address: 2480 Opdyke Road Bloomfield Hills, MI 48304-2266
Phone: (248) 341-2036
Protection from Retaliation
Retaliatory conduct for good faith complaints regarding violations of OCC’s policies
and procedures addressing Title IX misconduct, sexual misconduct, and harassment not covered by Title IX and the College’s Non-Discrimination and Anti-Harassment
Policy, may result in disciplinary sanctions.
If you need catering for an event on campus for 50 guests or more, please contact
Continental Services as follows for a quote:
Delivery charges, and current conditions for menu requests are as follows:
- 20% service charge
- $50 delivery per mealtime
- Food selections/guest count due 10 days before
For events with 50 people or less or those only needing beverages or limited snacks,
quotes should be obtained from a local vendor* and purchasing process should be followed.
If you have any questions or concerns in regard to Food Services, please contact Maria
McCarthy, Auxiliary Services Manager at 248-232-4636.
*Some recommended local vendors include Panera, Jimmy Johns, Jersey Mikes, Jet's Pizza,
OCC does not assume responsibility for any damages, loss or injury a participant or
named minor may suffer, while attending or participating in any off-site field trips,
Student Engagement Student Organizations activities and/or other activities; or while
using equipment or facilities of OCC or any entity with which OCC is affiliated. Medical
insurance along with all medical expenses are the responsibility of the individual
participant or recipient of the services. All event participants must fill out an
Activity/Trip Waiver of Liability Form for each event.
Promotion/Creative Services/Social Networking/Digital Corkboard Usage
Promotion of Your Student Organization
- With the permission of the Student Engagement Coordinator, Creative Services should
be consulted before producing any Marketing material. If this department is unable
to fulfill your request, the student organization may then create their own Marketing
- OCC may impose “reasonable time, place, and manner” regulations on speech (how, when,
and where it may take place) so long as the restrictions are necessary to fulfill
a significant legitimate institutional purpose and other avenues remain available
for communicating the same message to the same audience.
- Any media submissions either within or outside the OCC campus must be placed by the
OCC Marketing Department only. Note: Examples of events for promotion include Volunteer and Resource Fairs, Student Organization
Fairs or upon request to the Student Engagement Coordinator and Advisor.
- Submit a digital corkboard request form.
- RSOs have access to OCC Creative Services artists using “writable” student-completed
templates for flyers, etc. related to group activities and events.
- Any Creative Services requests either within or outside the OCC campus must be placed
by the advisor only or Student Engagement Coordinator.
- Student organizations are not official business units of the college under our non-profit
incorporation and are therefore prohibited from using the College name/logo on any
non-approved flyers, promotional materials, or handouts.
- All promotional materials must be approved by the Student Engagement Coordinator and
include the group name and the college name or logo.
- Flyers should include the following details regarding an event: who, where, time and
date of the event, the purpose of the event, and an OCC email where the advisor and
Student Engagement Coordinator can be reached for questions.
- If a Creative Services Designer skills are needed to create a flyer, a Creative Services
Request form must be completed and submitted directly to the Creative Services Department
by the RSO advisor and copied to the Student Engagement Coordinator at least two weeks
before the date of the event.
Social Networking Policy
OCC understands the popularity and usefulness of social networking sites and supports
their use by students provided:
- No offensive or inappropriate comments or pictures are posted.
- Photos and/or comments posted on these sites do not depict team-related or college
identifiable activities (including wearing/using team or college gear inappropriately).
Students must remember that they are representatives of OCC and are in the public
eye. Please keep the following in mind as you participate on social networking websites:
- Before participating in any online community, understand that anything posted online
is available to anyone 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 any information, photos or other items online that could embarrass
you, your family, or OCC. This includes information that may be posted by others on
- College administrators can, and do, monitor these websites regularly.
- Students could face discipline and even dismissal for violations of this policy.
- Organization Email- Organizations should create a Gmail account for their group. Students
may communicate with each other through any variety of media. However, all communication
from students to advisors must use OCC email.
Requirements for Maintaining RSO Status
- Officers must be in good academic and behavioral standing.
- RSO membership is open to currently enrolled students.
- RSO’s must abide by the OCC Student Code of Conduct.
- A signed OCC Photo Video Liability Waiver Form is required for all students participating in an RSO.
- 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 this 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.
- Submit your Constitution/Bylaws, as outlined in the Appendices, via email to the Student
Engagement Coordinator. Constitution/Bylaws should have a minimum requirement of:
- Statement of purpose and the process used to elect officers- elections must take place
- Recruit members/officers for participation in events such as the Volunteer and Resource
Fairs/Student Organization Day.
- RSO Officers are required to attend and PARTICIPATE in three (3) Student Engagement events or Student Government general member meetings (or combo
of both) in both fall and winter semesters, totaling six (6) for the academic year, plus the Engagement
Summit in the spring.
- Qualifying events include
- Any workshop or advertised social gathering hosted by Student Engagement.
- Any general meeting held by OCC Student Government.
- Any workshop or advertised social gathering* hosted by any OCC RSO (membership meetings
excluded) that have an approved Student Activity Request form. An Officer must request
QR code three working days prior to event from the Office of Student Engagement.
- Each RSO must plan and execute at least one open activity or event during the fall
and winter semesters.
- Create meeting schedule for fall and winter semesters, and submit to Student Engagement
- Submit an expected roster of student participants to Student Engagement Coordinator
for the fall and winter semesters.
- A typewritten end-of-the-year report must be completed and submitted to the Student
Engagement Coordinator by the second Friday in May. This report must include:
- A brief summary of the current year's events/activities
- An updated officer roster with officer contact information
- Revised bylaws (if applicable)
- A fall forecast of potential events/activities
- Documentation of 5 hours of Community Service
Failure to meet the above requirements may result in temporary suspension of formal
Protocol for 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
Student Engagement Coordinator.
Membership Eligibility Procedures
- Complete Membership Form
- Membership must be open to all currently enrolled OCC students who wish to join, or
criteria for membership must be clearly spelled out in your Constitution.
- Alumni RSO membership is limited to one year after graduation/transfer .
- Early College students may participate in group meetings and hold office.
- Your group may invite non-OCC students to become non-voting members; however, each
group must have a minimum membership of five (5) currently enrolled students. At no
time may your membership exceed a ratio of more than 20% alumni.
- An updated membership list must be submitted to the Student Engagement Coordinator
each semester in order to maintain your “active” status as an RSO.
- Officers’ names, phone numbers and OCC email addresses are required.
- All members and officers of an RSO must comply with College policies regarding student
- The use of any form of coercion to persuade a person to accept membership shall be
Responsibilities of Advisors to RSOs
RSOs are required to have a faculty, adjunct or staff member as an advisor. Selection
of the advisor is the choice of the organization and is by mutual agreement of both
parties. The duties of the advisor are as follows:
- A written communication indicating the advisor’s acceptance of role to the Student
- Serve as a liaison between the College and the student organization.
- An advisor is required to be present for at least two officer meetings per semester
and ALL on-campus events held by the RSO.
- Assist with the formulation and/or revision of the RSO’s constitution and bylaws.
- Encourage and guide the RSO to engage in activities consistent with the RSO mission.
- Work with the officers to promote efficient and effective administration of the RSO.
- If fundraising is planned, approval must be sought from the campus Student Engagement
Coordinator, who will assist in opening a 511 (student organization) account for the
- Advisor to assist the RSO Treasurer in depositing funds raised to the RSO 511 account
by completing the Event Tally and Deposit Form.
- If the RSO is inactive for 2 years, any remaining 511 funds will be transferred to
a general 511 account.
- Assist in orienting new officers to their positions and developing member leadership
- Encourage RSO member participation in all Leadership Trainings sponsored by the office
of Student Engagement.
- Assist leaders during period of transition, in an effort to maintain continuity.
- RSOs organizing events/meetings must submit a completed and signed (by Advisor) Activity Request form to the campus Student Engagement Coordinator for review and approval. Upon approval
by Student Engagement Coordinator, advisor will submit:
- School Dude
- Facilities request
- Media Services request
- Provide RSO with oversight and guidance when developing RSO related meetings/events.
- Be familiar with OCC’s policies and risk management procedures to assist student participants.
Replacing an Advisors
Occasionally, an advisor to a student organization does not meet the expectations
of the organization. If a student organization determines that their advisor is no
longer effective, the president of the student organization should contact the Student
Engagement Coordinator 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 Student
Engagement Coordinator in identifying a replacement advisor.
Student Leader Responsibilities
Successful Fundraising for Student Organizations
The purpose of this section is to assist RSOs in holding events and/or raising monies
for their professional, charitable, or social activities that will contribute something
worthwhile to the College and, when appropriate, to the community. All activities
are expected to conform to recognized standards of good taste and conduct, preserving
integrity and respect for human dignity.
Sales vs. Gifts:
Selling goods at a profit is a transactional type of fundraising. The purchaser need
not care about your cause to make a purchase, so you may have many potential customers.
They typically do not expect anything beyond the product. Raffles and food sales have
special rules, so check before proceeding. If you are selling:
- Deposit net proceeds into your organization’s 511 account.
- Sell only that food which comes individually pre-packaged from the store; do not sell
unwrapped or re-wrapped food.
- Allow plenty of time to secure a permit from the State of Michigan if holding a raffle;
contact the OCC Foundation for guidance 248-341-2137.
- Track your expenses and revenue to evaluate the return on investment.
Asking for gifts is relationship-based fundraising. The donor needs to have some affinity
to your cause or the people involved, so the number of potential donors may be limited.
They typically require follow-up after the gift to meet their expectations – especially
important if you want them to give again. If you are asking for gifts:
- Forward gifts to the OCC Foundation for deposit; they will be transferred to your
organization’s 511 account after processing.
- Work with the Foundation in advance for tax receipts, formal gift acknowledgements,
or IRS Form W-9s; only the Foundation is authorized to issue receipts to substantiate
a charitable tax deduction.
- Work with the OCC Foundation to accomplish the following:
- Request a specific amount or range from potential donors who share the interests and
goals of your organization.
- Communicate how the gift will be used (use it only for that purpose).
- Thank your donor and tell them the good you accomplished through their generosity.
- Fundraising activities must be preceded by submission of an Activity Request Form.
- Fundraising activities by RSOs must be approved by the Student Engagement Coordinator.
- RSOs should strive to be self-supporting using monies obtained through fundraising
- All student organization monies (whether allocated or student generated) are maintained
through the Student Accounts office.
- All fundraisers must be approved by your Advisor and your Student Engagement Coordinator
at your campus.
- Groups seeking donations of any kind must first discuss their plans with their advisor
and the Student Engagement Coordinator to be approved.
- Approval must be sought at least two weeks prior to the proposed start of the fundraiser
- When hosting a bake sale:
- 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
- Groups should never approach businesses for donations without approval from the Student
- All monies collected by student organizations must be reported and deposited at the
Student Accounts office on the first working day following collection of the funds.
Procedures for Reimbursement of Student Generated Funds (from 511 account)
Following the purchase of goods or services, the purchaser completes the reimbursement
portion of the RSO Request for Purchase/Reimbursement Form and presents it along with
the original receipt to the campus Student Engagement Coordinator.
Travel Procedures and Required Documentation Paperwork for Student Athletic Teams
Travel procedures are those that are published at the time of travel per the office
of Financial Services.
Forms for RSO's
Constitution Template for Student Organizations
Mission: OCC is committed to empowering our students to succeed, and advancing our community.
Student Engagement Mission: Dedicated to maximizing student opportunities beyond the classroom by encouraging
critical thinking, civic engagement, and the development of leadership skills.
The name of the registered student organization shall be.
Student organization shall be referred to as a Registered Student Organization; hereinafter
referred to as RSO.
Oakland Community College will be referred to as OCC.
This organization is affiliated with.
It shall be the purpose of this RSO to:
Membership in the RSO is open to any currently enrolled OCC student. Members have
voting rights and may serve as officers of the organization.
Former students, others members of the campus community and community members may
participate in the club, but not hold office or vote.
Authority & Responsibility
Section 1 - Authority: The organization operates under the authority of OCC.
Section 2 - Power: The officers of the organization have the autonomy to administer and enforce
the Constitution of their organization with their Advisor of record.
Section 3 - Responsibility: The organization will adhere to the policies and procedures of
OCC and the Student Code of Conduct. The organization will also adhere to the laws
and regulations of Oakland County and the State of Michigan.
|Notice of Non-Discrimination & Equal Opportunity
The College is committed to a policy of equal opportunity for all persons regardless
of age, race, color, national origin, religion, marital status, sex/gender, pregnancy,
sexual orientation, gender identity, gender expression, gender transitioning, height,
weight, national origin, citizenship, disability, perceived disability, political
affiliation, familial status, veteran status, genetics or other characteristic protected
by law. As such, the College is committed to a learning and work environment free
from all forms of discrimination and harassment related to an individual’s protected
Discrimination and harassment of any kind under the terms of this policy is strictly
prohibited in accordance with applicable state and federal laws. Retaliation is also
prohibited under this policy.
When the College becomes aware that a member of the OCC community may have been subjected
to or affected by discriminatory and harassing behavior based on protected characteristics,
the College will take prompt action, including a review of the matter and, if necessary,
an investigation and appropriate measures to stop the discrimination and/or harassment.
Disciplinary penalties, if warranted, will depend on the facts and circumstances involved.
This policy applies to all educational opportunities, including without limitation
educational programs, services and related activities offered by the College. It also
applies to all employment opportunities, including the areas of recruitment, selection,
advancement, compensation, benefits and other terms, conditions and privileges of
This policy further applies to employees, volunteers, contractors, vendors, students
and visitors. Violations of this policy will not be tolerated and individuals who
engage in discriminatory conduct may be subject to discipline up to and including
without limitation suspension from the College, termination of employment, contract
cancellation, and removal from College premises and College activities.
OCC is committed to a continuous review of all educational programs, services, and
activities to identify and prevent potential discrimination and/or harassment on the
basis of legally protected characteristics.
OCC Board Policy #2.6.1
|Notice of Anti-Hazing
The organization shall not haze any prospective member for the purpose of admission
into, or affiliation with, the organization. Members of the organization are free
to leave or disassociate without retribution or harassment.
Section A - Titles: The organization shall have, at a minimum, a President, Vice President
[VP], Secretary and Treasurer. The officers will make up the Student Officer Board.
The Student Officer Board, along with their Advisor, shall comprise the Executive
Section B - Eligibility: All officers must be currently enrolled students, carrying a minimum
of six credits and members of the organization. GPA requirement: 2.8
Section C - Term of Office: No officer shall be eligible for re-election to the same office
after having served two (2) terms or a portion of defined term(s). A term is defined
as one full academic year or any portion of a current academic year: from election
to June 30th.
Example: Elected in Jan. for the balance of current academic year (July 1 – June
Section D - Elections: Officer elections shall be held annually.
Section E - Vacancies: An Officer position shall be declared vacant if the Officer resigns,
fails to enroll or un-enrolls from the College, graduates, fails to meet the attendance
requirements established in the Constitution, or is recalled by the members of the
Organization. The Vice President shall become President upon the vacancy of the office
of President for the remainder of the President's term. If the office of the Vice
President is vacant, the President shall nominate a currently enrolled member to
serve the remainder of the Vice President's term.
Section F - Duties of Officers:
1. President: Chief executive officer; chief spokesperson for the organization;
shall appoint all committee chairpersons; identifies SG representative.
2. Vice President: Shall assume presidential duties in the absence of the President;
shall maintain and have available, current copies of the Constitution.
3. Secretary: Parliamentarian for organization; responsible for keeping the minutes
of all meetings and the meetings of the Executive Board; shall provide a copy of the
minutes to each officer and maintain a master file; shall maintain a complete and
accurate account of attendance and membership status.
4. Treasurer: Maintain current record of all financial transactions; develop quarterly
reports containing a list of all receipts and disbursements, and distribute among
membership; responsible for checking the accuracy of all bills and invoices and confirming
they are paid correctly and timely.
Section G - Resignation: An officer may resign by submitting a letter to the Advisor and a
Student Engagement Coordinator.
Section H - Removal: Any officer failing to fulfill the responsibilities, duties, and/or maintain
the minimum qualifications of the position, may be removed from office by a unanimous
vote of the other members of the Student Officer Board. Abuses of power, behavior
and conduct unbecoming of an officer/student leader or other Student Code of Conduct
violations may result in removal of an officer by the Student Engagement Coordinator.
Section I - Appeals: Any officer removed by the Student Officer Board may appeal to the general
membership. A two-thirds vote would be required for an officer reinstatement.
Section A - Eligibility: Advisors shall be employees of OCC.
Section B - Selection: The organization is free to select any eligible employee to serve
as the Advisor to the RSO.
Section C - Term of Service: Advisors shall be confirmed annually by the general membership.
Should the organization choose not to confirm the advisor, or advisor does not accept
the appointment, the organization must select another employee to serve as advisor.
If an advisor chooses to resign during their term, the Student Engagement Coordinator
must be notified.
Section D - Duties: Serve as a liaison between the College and the student organization; be
present for at least two officer meetings per semester and ALL on- campus events held
by the RSO; assist with the formulation and/or revision of the RSO’s constitution;
encourage and guide the RSO to engage in activities consistent with their mission;
promote efficient and effective administration of the RSO; if fundraising is planned,
upon approval from the Student Engagement Coordinator, the Advisor will contact the
business office to open a 511 account for the RSO; assist the RSO Treasurer in depositing
funds raised to the RSO 511 account (use Event Tally and Deposit form); assist in
orienting new officers to their positions and developing leadership skills of members;
Advisor and RSO officer must sign on a completed Activity Request form; submit to
the Student Engagement Coordinator for review and approval. Upon approval by Student
Engagement Coordinator, Advisor will submit:
- Maintenance Set Up request
- Facilities request
- Media Services request
Section D – Removal: Advisors may be removed upon a majority vote by members of the student
Section A - Process: Ballot will be announced a minimum of two (2) weeks prior to election.
Nominations shall be initiated from the floor. Candidates must accept the nomination
and may only run for one (1) seat.
In the event that no viable candidate is elected under the aforementioned requirements,
the sitting President and Advisor(s) may duly select candidates for election to office
as outlined in Article VIII, Section B.
Section B - Voting: All members in good standing may vote.
Section C - Quorum: Minimum of three officers and five members.
Section D - Proxy voting: Members are allowed to vote on the business (e.g. Officer positions,
amendments, proposals) of the organization by submitting a vote in writing to the
Section E - Balloting: Candidates must adhere to designated deadlines, balloting requirements,
campaign conduct to be eligible. Balloting will be done in writing unless the Student
Executive Board and Advisor have designated electronic balloting is necessary. (See
Article XIII Meetings Section E).
Section A - Establishment: The Student Officer Board may establish both standing and special
committees. Members shall be appointed by the President, subject to ratification
by the organization during a regular business meeting.
Section B - Structure: Each committee shall have a single Chair (appointed by President)
and Vice Chair elected by the committee members.
Section C - Special Committees or Task Forces: Created to accomplish a specific task or project,
or to respond to a short-term need. These committees will dissolve upon completion
of their mission.
Section D - Responsibilities: The purpose and duties of the committees shall be defined by
the Student Officer Board.
Section A - 511 Account: The Advisor may establish an OCC account for revenues and expenses
with the Campus Business Manager.
Section B - Fiscal year: From July 1 to June 30.
Section C - Revenues: The organization may generate revenues through fund-raising activities
approved by the Student Engagement Coordinator. Appropriate accounting procedures
shall conform to College and State policy.
Section D - Expenditures: The organization may make expenditures with the approval of the
organization Treasurer and Advisor. Expenditures shall conform to College and State
Section A - Open Public Meetings: All regular meetings of the RSO and its committees shall
be open and public.
Section B - Notice of Regular Meetings: Reasonable notice shall be given for each regular
Section C - Special Meetings: Special or emergency meetings may be called with at least a
twenty-four hour notice by the Student Officer Board and Advisor.
Section D - Structure: Meetings shall include establishment of a quorum, order of business,
and disposition of the minutes.
Section E - State of Emergency: Except as otherwise provided in this constitution, regular
meetings and balloting may be conducted through use of Internet meeting services
designated by the RSO that support visible and/or voice vote identifying those participating
and those seeking recognition to speak. These electronic meetings shall be subject
to all standing rules adopted by the RSO to govern them. Any such rules adopted shall
supersede any conflicting rules in the parliamentary authority, but May not otherwise
conflict with or alter any rule or decision of the RSO.
Robert's Rules of Order Newly Revised: These rules as contained in the current edition
of publication, shall govern the RSO in all cases to which they are applicable and
not inconsistent with the Constitution, any special rules of order as determined by
the Executive Board or OCC policy. (Appendix B)
The interpretation of the Constitution shall be the responsibility of the organization's
President, with advice from the Advisor. Appeals to interpretation will be made
to the campus Student Engagement Coordinator.
|Amendments to the Constitution
Amendments to the Constitution may be submitted annually.
Amendments to the Constitution must be presented thirty days prior to the ratification
vote and may be initiated by any member of the organization. Amendments must be
approved by three-fourths vote of the Executive Board and ratified by a simple majority
vote of the member students. Amendments to any article or section of the Constitution
shall render each and every previously recognized corresponding article or section
null and void.
Standing rules may be adopted, amended or repealed at any meeting of the RSO by two-thirds
vote of those members present.
|Adoption & Authorization
This Constitution shall be implemented by a majority vote by eligible members.
Organization designee may be invited to represent their group at College leadership
Although the period of duration of the Recognized Student Organization (RSO) is perpetual,
if for any reason the RSO is to be dissolved or otherwise terminated, no part of
the property of the RSO or any of the proceeds shall be distributed to benefit any
officers or members of the RSO. Upon the dissolution of the RSO, assets shall be held
in reserve for a minimum of three years.
Student Resolution/Proposal Process
Students submitting a proposal/resolution for Student Government (SG) to review should
be aware that SG serves as a recommending body, which communicates the concerns of
the student body to OCC’s Executive Board. This will be accomplished using the following
process when SG receives a student proposal/resolution for review:
- Step 1: The SG President will submit the student resolution/proposal form to the Advisory
Board of Student Government for review and recommendations.
- Step 2: The Advisory Board of SG will submit the resolution/proposal to the Vice Chancellor
of Student Services for review.
- Step 3: The Vice Chancellor of Student Services will submit the resolution/proposal
to OCC’s Executive Board for review.
- Step 4: The Vice Chancellor of Student Services will provide the Advisory Board of
Student Government with the decision of OCC’s Executive Board regarding the student
- Step 5: The Advisory Board of Student Government will provide the authors of the resolution/proposal
with the decision of OCC’s Executive Board.
Event Planning Process/Timeline/Checklist
Plan to begin two months before event. For additional information contact an Student
Engagement Coordinator at email@example.com
- Select Date – check for conflicts with major religious holidays.
- Ask Advisor/Student Engagement Coordinator to check OCC Events Calendar for conflicts.
- Submit completed Student Engagement Activity Request Form, Facility Request Form and
diagram to Advisor for approval.
- Begin Event Checklist and place in Event Planning binder in Student Engagement Office .
- Send meeting request to Student Engagement Coordinator, committee members, marketing
and program participants to reserve event time on calendars (For major events, include
Chancellor’s Cabinet and Board of Trustees).
- Notify Public Safety, Welcome Desk(s), Student Services and Catering of your date.
- Create posters/flyers and have RSO members put up on bulletin boards – same members
should be responsible for removing them after event – one copy should go with Event Checklist in SLO.
- Create parking/directional signs and assign RSO member to place/remove signage around
- Prepare internal signs for registration table, etc.
- Arrange for publicity
a. Outlook email to faculty and staff.
b. Contact Event Coordinator of Marketing & Communications 248-341-2204 for website,
OCC events calendar, social media publicity.
c. Contact campus Student Engagement Coordinator for placement on Student Engagement
- General information
a. Grounds staff may be able to provide decorative plants (depending on season).
b. Campus map and parking instructions should be mailed/emailed to guests.
|Month before - LAST DAY FOR INVITATIONS TO GO OUT
Check webpage for event coverage
Confirm decorations/plant will be ready
|Three Weeks before
Check webpage for event coverage
Confirm Presenters and presentation needs (PowerPoint, microphones, extension cords,
|Two Weeks before
Check webpage for event coverage
Confirm maintenance ready for set up
Confirm decorating crew arrival time
Check webpage for event coverage
Confirm IT/Media Services ready
|Day of Event
Work with Maintenance on room setup
Confirm media equipment running properly and technician on call
Confirm parking signage out
Confirm all tear down completed and parking signs retrieved
Send thank you notes to all participants, helpers and supporters
Submit receipts to Advisor for reimbursement
Create a hard-copy file of forms/documents needed to recreate event in the future
Create an electronic file of forms/documents and wrap-up event report that notes important
elements such as day/time/location/target audience/attendance/expenses, etc.