Student Organization Expectations / Student Engagement / Student Handbook / Campus Life / Westminster College

Student Engagement

Student Organization Expectations

Annual Report

Once a year, each student organization must submit a Student Organization Annual Report to the Student Affairs Office to be evaluated by a representative from the office. The annual report will provide the Student Affairs Office with updated executive officers, organization members, and other important information about the student organization. This form will also be shared with SGA in preparation of the Audit and Allocation process. Failure to submit this form may result in being moved to inactive status.

Responsibilities of Student Organizations

To retain recognition and active status, a student organization must:

Complete the Student Organization Annual Report form.
Retain an advisor approved by the College.
Maintain digital copies of a current (national, if applicable) constitution and/or by-laws in the Student Affairs Office.
Submit to the Student Affairs Office any revised constitution or by-laws of the organization.
Uphold the purposes and goals under which the organization was granted recognition and the purposes and goals of the College.
Maintain at least five (5) current members. (Honor Societies may maintain recognition with less than five members). If an organization fails to maintain at least five current members for a period of one calendar year, it will be considered to be inactive.
Be financially responsible: successfully pass the SGA annual audit and remain debt free.
Successfully complete the organization self-assessment review process every five (5) years through SEC.
Abide by the policies of Westminster College.
Completion of the Student Organization Monthly Report each month
Presidents attend a one-on-one meeting with the Area Coordinator: Student Engagement each semester
Actively value and honor the similarities, differences, and contributions of every individual as a unique and contributing member of the Westminster College Community

Election Officers

Campus Programming Council (CPC) officer selection takes place in November, with SGA elections occuring in February.
Sorority and Fraternity Life elections are determined by their national headquarters.
All other active student organizations must elect executive officers by the end of the academic year. Transition meetings between outgoing and incoming officers should occur before the end of the academic year, so that incoming officers feel adequately prepared.
Any officer changes made outside of the official election of executive officers must be submitted to the Student Affairs Office immediately following elections.

Organization Finances: Audit and Allocation Process

Each student organization is provided with an account with the College’s Business Office and must maintain their finances through this assigned account. Outside checking/savings accounts are not permitted for recognized organizations who receive funding from SGA.
Only the treasurer, president, and advisor may access the account. The organization is required to keep on record in Student Affairs the names of the current treasurer and president. These positions cannot be held by the same student.
Student Organization Treasurer’s Guide can be found at www.westminster.edu/student/activities
Audits are conducted by the SGA at the end of each academic year for each student organization.
SGA budget allocations will occur at the Student Organization Officer Annual Leadership Retreat.
Student organizations must pass their audit in order to be eligible for an allocation for funding through the SGA.

Student Organization Officer Annual Leadership Retreat

Student organizations will be invited to attend the retreat if they are officially recognized or have registered as a prospective organization during the previous semester, have sufficient membership to maintain active status, and have elected officers.
To be eligible for funding through the SGA, organizations must send two officers/members to the Student Organization Officer Annual Leadership Retreat.

Periodic Review

Once every five (5) years, each student organization is reviewed by the SEC to determine if the organization is functioning according to its constitution and/or by-laws and upholding the philosophy, purposes and goals of the organization and College. The SEC will review an organization’s completed Self-Assessment Report.

If an organization fails to submit the Self-Assessment Report, the Student Affairs Office will remind the organization in writing. All funding through SGA is withheld until the Self-Assessment Report is submitted and reviewed by the SEC.
Failure to respond to a second notice to submit the Self-Assessment Report will result in the termination of the organization’s official recognition. This may include closing the organization’s Business Office account, removal of students from fraternity houses, denial of campus meeting facilities, etc. The organization will be notified in writing of that decision by the Student Affairs Office.

Sanctions

Sanctions will be assigned to a student organization who violates campus policies or the Student Organization Guidelines and may include warnings, fines, probation, inactive status or closure. Failure to comply with terms of sanctions will result in additional sanction, up to and including closure of the organization.

Recognition Process (Starting A New Student Organization)

Students wishing to start a new student organization must meet the following minimum requirements to apply for official college recognition:

The prospective organization must consist of a minimum of five currently enrolled Westminster College students.
Membership must be open to all students of the Westminster College community without respect to race, color, national or ethnic origin, sex, sexual orientation, gender, gender identity and expression, age, handicap or disability, marital status, veteran status, genetics, or any other protected class. This applies to all organizations with the exception of those organizations specifically exempted in Title IX of the Educational Amendment Act of 1972. Organizations may establish additional membership and academic eligibility requirements.
A prospective organization shall not unnecessarily duplicate an area of interest or endanger student support of any other recognized student organization.
If affiliation with a national organization is required, the local prospective organization must receive preliminary approval from SEC and must subsequently fully establish national affiliation before it can be fully recognized.
The purpose of the prospective organization must be consistent with the philosophy, purposes, and goals of Westminster College.
An advisor must be selected by the student organization prior to the time the SEC considers the application for recognition.
The SEC may consider other factors it deems relevant.

Students interested in starting a new student organization at Westminster College must notify the Student Affairs Office, in writing, of their interest in starting an organization. After submitting their intent to start a new organization, the student must meet with a representative from the Student Affairs Office to learn about the recognition process and the steps that must be taken to gain recognition and active status.

A representative from the Student Affairs Office shall serve as administrative advisor during the period of organization (not to exceed one semester). The representative shall aid the prospective organization in developing a constitution, understanding College procedures pertaining to student organizations, and obtaining an advisor.

Required Documents for Recognition Process

A digital copy of a national constitution (if applicable).
A digital copy of the local constitution and/or by-laws.
A digital copy of a list of officers (these may be temporary officers, pending a future election). However, two different students must be designated as President and Treasurer.
A letter of acceptance as advisor from a faculty member, staff, or administrator employed full time by Westminster College. Individuals who are not currently employed by the College but wish to assist the organization on a regular basis may only serve as a consultant to the organization. They also must first be approved to serve in that capacity by the SEC.
Printed names and signatures of at least five students who have attended the prospective organization’s meeting(s).

Hazing Policy Pertaining to Student Organizations

Westminster College does not permit members of any organization, group, or athletic team to haze. Hazing is defined as any activity in which the organization expects prospective members to participate and which is created intentionally, on or off college premises, for the purpose of producing mental or physical discomfort, embarrassment, harassment or ridicule. Such activities include but are not limited to the following: paddling in any form; creation of excessive fatigue; physical or psychological shocks; required trips from campus; required physical exercises; the wearing of conspicuous public apparel; public stunts and buffoonery/morally degrading or humiliating games and activities; late night work sessions which interfere with scholastic activities.

A student may not choose (give consent) to be hazed. The giving of consent does not excuse hazing activities. A violation of the College’s hazing policy will result in disciplinary action taken against a student organization and may include separate action taken against an individual(s) within the organization.