Club Policies

Club & Organizations Policies

Associated Students of Treasure Valley Community College, hereafter referred to as ASTVCC, Clubs/Organizations exist as a means of providing meaningful programs that supplement the academic process by offering educational, social, cultural, and recreational activities and events for the general student body. These clubs are formed to fulfill a common interest of a group of students and will follow the appropriate ASTVCC club/organization chartering procedures for membership.

Programs and events organized by clubs must take place outside of the classroom and are not generally associated with an instructional area or department of the college.  It is recognized that certain clubs may have a relationship with an instructional program even though it is not their primary purpose as an organization. As a result, ASTVCC clubs will not be authorized to supplement activities that would typically be considered departmental costs. However, they may co-sponsor activities that fit the criteria of co-curricular activities.

 1) ASTVCC Clubs/Organizations must have a minimum of 10 currently registered TVCC student member signatures on its charter application and charter renewal. Students must be currently enrolled in at least 6 credits and in good academic standing (as defined by institutional guidelines) to participate in club/organization activities and events.
2) Each club/organization must secure an advisor who will serve for the academic year. Advisors must be a current full-time TVCC faculty member, staff member, or administrator and follow the established guidelines. Part-time employees may be considered.  Advisors can only serve to one club/organization, however, may be considered to advise a second club under certain circumstances. This must be approved by the Associated Student Government .
3) Clubs/Organizations affiliated with a parent organization are considered a TVCC chapter of the parent organization, and must submit operating documents of the parent organization (constitution and bylaws) with the charter application. Institutional policies shall precede any outside affiliations.
4) Prior to establishment, each club/organization must have a constitution/bylaws processed through Clubs/Organizations Office and approved by the ASG before a charter is granted. Refer to the forms section for a sample constitution/by-laws.
5) Clubs/Organizations cannot discriminate on any basis. This includes; race, creed, color, national origin, sex, religion, sexual orientation, marital status, physical or mental disability, age, veteran status, academic program or any other basis determined by the Student Rights, Freedoms, and Responsibilities.
6) Clubs/Organizations must appoint a member to attend regularly scheduled meetings as coordinated by the Clubs/Organizations Coordinator and to serve as the main club contact. 
7) Clubs/Organizations must maintain an open membership that encourages prospective members to join.  All meetings and events must be open to the entire TVCC student population. However, in certain circumstances, clubs reserved the right to host private or members only meetings or events. 
8) When a club/organization receives a charter it agrees:
 a) To abide by ASTVCC regulations and procedures.
 b) To present programs that are educational, recreational, cultural, or social in nature and do not demonstrate danger, acts of violence, or disruption of any ASTVCC activity or any college facility.
 c) To abide by all state and federal laws and Student Rights, Freedoms, and Responsibilities.
 d) That no individual member of the club will personally profit from any activity affiliated with the club/organization, or use budgeted ASTVCC funds for any expenses unrelated to club/organization needs, nor solicit funds for personal use from other club/organization members.
***Failure to abide by college policies may result in possible loss of
ASTVCC club/organization charter.
 
  1. Secure an advisor that will serve for the academic year. Advisors must be a current full-time TVCC faculty member, staff member, or administrator. For a Caldwell club, the advisor must be employed by the Caldwell Center. For dual-campus clubs, two advisors are required - one from the Caldwell Center and one from Ontario.
  2. Secure a minimum of 10 currently registered TVCC student member signatures on the charter application. Students must be registered a minimum of part time to participate in club activities and events. The ASG Vice President is available to assist with an interest/organizational meeting to promote membership. For dual-campus clubs, a minimum of 10 currently registered TVCC students is required from both the Caldwell Center and the Ontario campus.
  3. Complete an ASTVCC Application for Club Charter form from the Associated Student Government (ASG) office.
  4. The ASTVCC Student Government Vice President will present the prospective charter at the next regularly scheduled meeting for discussion. Prospective club members and/or the club advisor are required to attend the meeting to answer pertinent questions.
  5. At the following regularly scheduled meeting, the ASTVCC Student Government will review the application and vote to either accept or deny the prospective charter request. The prospective club will be notified in writing of the decision.
  6. If the ASTVCC chartering request is not approved, then the Associated Student Government will provide a written explanation. If the club is provisionally approved, the Associated Student Government will provide a written explanation of steps necessary to complete the recognition process.

By recognizing an ASTVCC club/organization, the college does not assume responsibility for the club’s actions or activities; nor does it imply the college in any way endorses the club’s stated aims, objectives, policies, or practices. Clubs may not lend their name to non-college groups for the purpose of procuring college facilities or services for non-college events. A club may not use the college name for advertising or marketing purposes without the express written authorization of the college (via the college Public Information Office), except in identifying its institutional recognition.

Club advisors are responsible for the daily operations of the established club including processing of financial transactions, adhering to established college policies and ethical practices, and management of student behavior of the respective club within the established Student Rights, Freedoms, and Responsibilities.

The Clubs/Organizations office is responsible for the administration of Clubs/Organizations and assisting with club/organization activities.  The Associated Student Government of Treasure Valley Community College reserves the right to examine financial needs on an individual basis per the established Club/Organization financial procedures. Approval of funds requires an approval of 2/3 from the Associated Student Government.

A) Chartering Process

To become chartered as an ASTVCC Club/Organization, students should take the following steps:

1) Complete an ASTVCC Application for Club/Organization Charter form from the Clubs/Organizations Center. 
2) Secure an advisor that will serve for the academic year. Advisors must be a current full-time TVCC faculty member, staff member, or administrator and follow the established guidelines. Part-time employees may be considered.. Advisors can only serve to one club/organization, however, may be considered to advise a second club under certain circumstances. This must be approved by the Associated Student Government .
3) ASTVCC Clubs/Organizations must have a minimum of 10 currently registered TVCC student member signatures on its charter application or charter renewal. Students must be currently enrolled in at least 6 credits and in good academic standing (as defined by institutional guidelines) to participate in club/organization activities and events.
4) The Caldwell Center has an established Student Life department that reports to the Ontario campus.  Therefore, the Caldwell Center must also follow the established guidelines of securing a full time TVCC faculty member, staff member, or administrator as an advisor.  Advisors can only serve as an advisor to one club/organization.
5) The Clubs/Organizations Coordinator will present the prospective charter at the next regularly scheduled meeting for approval.  Prospective club members and/or the club/organization advisor are encouraged to attend the meeting to answer pertinent questions.
6) At the following regularly scheduled meeting, the ASTVCC Student Government will review the application and vote to either accept or deny the prospective charter request. The prospective club will be notified in writing of the decision by the Clubs/Organizations Coordinator.
7) If the ASTVCC chartering request is not approved, then the Associated Student Government will provide a written explanation. If the club is provisionally approved, the Associated Student Government will provide a written explanation of steps necessary to complete the recognition process.

 

 

B) Charter Renewal Process
1) All active ASTVCC clubs must annually submit a Club Charter Renewal Form in order to remain active. Renewal forms must be completed by the fifth regularly scheduled meeting of the ASG during the fall quarter.
2) The Clubs/Organizations Coordinator will hold regular quarterly meetings for the clubs/organizations. These meetings are held to inform, share, and collaborate with the ASG on campus. Failure to attend two consecutive meetings may affect the ability of the club/organization to request funds from the ASG or the status of the club/organization charter.

C) Prohibited ASTVCC Club/Organization Acts

1)  Clubs/Organizations cannot discriminate on any basis. This includes; race, creed, color, national origin, sex, religion, sexual orientation, marital status, physical or mental disability, age, veteran status, academic program or any other basis determined by the Student Rights, Freedoms, and Responsibilities.
2)  Off-campus bank accounts (including accounts for the college sponsored by parent organizations) of any kind are not allowed without written approval from the Dean of Administrative Services and the Board of Education.
3)  Personally profiting from a club/organization or soliciting from club members is prohibited.
4)  Regardless of age, any purchase (with personal or ASTVCC funds), serving, or selling of alcoholic beverages is prohibited at any club/organization function. This includes meetings, events, and conferences held off campus.
5)  Individuals not affiliated with or employed by TVCC are prohibited from serving as an ASTVCC advisor. Advisors must be a current full-time TVCC faculty member, staff member, or administrator and follow the established guidelines. Part-time employees may be considered. Advisors can only serve to one club/organization, however, may be considered to advise a second club under certain circumstances. This must be approved by the Associated Student Government .
6)  Any fundraising event, function, or activity that conflicts with the college mission, objectives, or academic integrity is prohibited.