Student Clubs and Organizations

In order to retain the privileges of a registered club at Tompkins Cortland Community College, the officers, members and advisors are responsible for adherence to all:

• Rules and regulations governing student behavior at Tompkins Cortland Community College

• Rules and regulations governing student organizations established by the Faculty Student Association, Student Government Association, Tompkins Cortland Community College and the State University of New York

• Rules and regulations governing fiscal expenditures established by the Student Government Association, Faculty Student Association and Tompkins Cortland Community College

• Mission, goals and objectives of their constitutions and founding documents as well as the mission, goals and objectives of the Faculty Student Association and Tompkins Cortland Community College

The officers, members, and advisors of registered clubs also have the responsibility for observing all federal, state, and local laws and statutes. All student organizations must run through the Student Activities Office and SGA.

Policies on Recruitment, Initiation Practices and Hazing

In order for a club to be officially recognized at Tompkins Cortland Community College, membership and participation must be available to all eligible students of the College. In addition, in order to be recognized, all clubs must agree not to discriminate on the basis of race, color, national or ethnic origin, religion, sex, sexual orientation, gender identity, marital status, disability, genetic predisposition or carrier status, citizenship, military or veteran status.

New York State law and college policy prohibits hazing, which includes but is not confined to any action or situation which recklessly or intentionally endangers mental or physical health or involves the forced consumption of alcohol or drugs for the purpose of initiation into or affiliation with any organization. The same law provides that the governing document of every campus organization is deemed to prohibit the organization from engaging in hazing.

It is a violation of the Student Code of Conduct for any individual or club to engage in the practice of hazing as defined above. Any such violation may result in disciplinary procedures against the involved students and club and subject the student and club to penalties that could include expulsion, suspension, restitution, probation, censure or warning. It may subject the club to the penalty of revoking its ability to operate on campus facilities.

Organizations whose activities are in violation of any of the above rules and regulations will be subject to immediate review of their recognition status. The Office of Student Activities and the Student Government Association in consultation with the Vice President of Enrollment Services and Student Affairs reserves the right to withdraw official College recognition, suspend financial activity or take disciplinary measures based on the findings of specific violations.

Research shows that involvement in co-curricular activities is a key component to a student’s success.

• Offers opportunities to learn more about the campus, fosters connections to faculty and staff members, and builds loyalty to the campus

• Assists with meeting new friends and interacting with others

• Provides constructive co-curricular, social, and recreational opportunities

• Compliments the classroom by allowing practical application of classroom concepts, theories, and principles

• Enhances self-initiative, independence, responsibility, and time-management

• Promotes the development of leadership skills, confidence in social skills

• Provides practical experience in collaboration, teamwork, and being an effective group member

• Presents opportunities for planning, managing and decision-making

Bonus: all of the above are things your future employer is looking for!

Enhance your Co-Curricular Transcript

A co-curricular transcript (CCT) is an unofficial record generated through Campus Groups that documents your activities and accomplishments that occur outside of the classroom during your time at TC3. Your involvement in clubs and organizations is automatically included on your CCT through Campus Groups. Becoming a club officer and attending events on the 6 tracks helps students earn badges on their CCTs that demonstrate leadership skills.

Did you know… all student clubs must register at the beginning of every semester!

Benefits and Privileges of Registered Clubs

• The use of TC3 facilities and services

• Recruitment table at the Fall and Spring Get Connected Fairs

• The right to use the College name/logo in conjunction with the name of your club

• Inclusion of club events on the Campus Groups calendar

• Ability to reserve TC3 meeting and event space on campus and have access to support services

• Office space (and use of office supplies) in the Leadership Lounge in the Student Center

• Ability to apply for funding for programs and travel through the Student Government Association

• A listing on the College website and inclusion in TC3 Facebook & Instagram postings

• Ability to raise funds for your club or for a charitable cause

Club Parameters

If you want to do any of these things, then you need to be a student club:

• Exist as a partner organization to an academic program or campus department (i.e., Sport Management Club, Nursing Club, etc.)
• Travel as a group to a conference or for an educational experience.
• Exist as a chapter of a regional or national organization. (i.e., Habitat for Humanity, American Red Cross, etc.)
• Host or present educational or social programs to the campus community.
• Fundraise money for a cause or for the club.
• Receive funding from the Student Government Association (SGA).
• Meet weekly, or on a more regular basis in a campus classroom or other facility.

Student Clubs need to:

• Complete the registration process required at the beginning of every semester.
• Secure/ keep an advisor and submit a completed advisor contract with their registration paperwork fall semester.
• Participate in leadership trainings civic engagement programs as directed by the Office of Student Activities and SGA.
• Elect a President and Treasurer

If you want to do any of these things, then unfortunately you are not allowed:

• Create a club that has the same activity as an existing Tompkins Cortland Athletics team. This is due to NJCAA policy.
• Host a high liability program such as sky diving, horseback riding, etc. TC3’s insurance company does place some restrictions are certain higher risk activities.
• Create a club that has an identical mission to another club that already exists.

Requirements for All Clubs

All clubs must:

• Have an active membership consisting of currently enrolled Tompkins Cortland students who have paid an activity fee with elected officers including a President and a Treasurer

• Prohibit any form of hazing or other physical or mental abuse or harassment and discrimination of membership on the basis of race, religion, color, creed, national origin, sex, age, marital status, disability, sexual orientation, veteran status, socioeconomic status, political affiliation or any other basis

• Have an advisor who is a TC3 or FSA paid employee

Fill out this Student Activities form on Campus Groups: New Club Request Form

1. Students wishing to form a new club on campus must hold two initial meetings for recruitment and to gauge campus interest.

2. After an evaluation of the interest generated from the meetings, get an idea of who might be willing/able to serve as officers for the club, and secure the interest of an advisor.

3. Draft your club's constitution. All student clubs at TC3 must have a constitution. Submit your draft constitution to the Director of Student Activities, either electronically or in paper form. 

4. After you have drafted your club's constitution, it must be reviewed by the Director or Assistant Director of Student Activities. They will work with you to critique it and be sure that it is in compliance with accepted standards. Once approved, you may fill out the rest of your Club Registration Forms on Campus Groups.

5. Complete the Club Registration Forms. You need to submit:

   • Final version of the Club Constitution (pre-approved by the Director or Assistant Director of Student Activities)

   • Executive Board Roster

   • Advisor Agreement

6. When you return your forms, schedule a meeting between the group executive board and the Director or Assistant Director of Student Activities. At the meeting, you will discuss the club's organizational goals and be introduced to the resources available in the Student Center for all clubs.

7. Congratulations! You’re a new student club at TC3! Now get to work!

At the start of each semester, fill out these Student Activities forms on Campus Groups:

• Executive Board Roster

• Advisor Agreement

1. Advisors and/or any available students must participate in the Get Connected Fair for recruiting new members. At the beginning of each semester, the club advisor/officers will be emailed the date of the fair and asked to register.

2. Club officers should request a room for the club's weekly meeting by emailing the Student Activities Office (activities@tompkinscortland.edu) and cc’ing the club advisor. Clubs should hold their first meeting and select officers according to the process described in their constitution.

3. Club officers, once selected, must submit the Executive Board Roster. Each club is required to have a President and a Treasurer, but other officers can be selected per club needs.

4. Every club should also review the club's constitution and document any changes by submitting a new Constitution Template if needed.

5. The Club President and the Advisor must review and sign the Advisor Agreement form and submit it to the Office of Student Activities.

6. Club officers should sign up for a meeting with staff in the Office of Student Activities. At this meeting, clubs should be prepared to discuss planned programs and activities, ask any questions about policies and forms, and request specific training.

Campus Groups is our Student Engagement Platform that allows students to see events, join clubs, and grow their co-curricular transcripts.

How to login: You can find Campus Groups on the my.tc3.edu homepage, located on the left-hand side at the top of the second column. You will use your TC3 login.

Club Officer How-to’s

• Create an event

• Add club officers

• Manage club settings

• Send an email to club members

For Students

• Access your CCT

• Register to an event

• Join a club

These forms may be beneficial to share with students interested in joining. We will also provide training for club officers and advisors that will be scheduled in the fall and spring semesters. An informational video is also uploaded to our website and explains basic Campus Groups information.

Event proposal form 
Each time your club plans a program, you will need to submit a Event Proposal Form. If you are seeking funding for your program from SGA or need to access club funds, then you will also need to complete the Program Funding portion.

This form is due three weeks before your event date.

Reserving the Space

You are responsible for making sure the space you need is reserved. Spaces like the Forum, Student Center, and certain classrooms are in high demand, so reserve well in advance. If you need assistance, work with Student Activities.

Ordering the Food

All prepared food must be ordered from American Food & Vending. When your program proposal form is approved, email Student Activities a summary of your catering request. Student Activities will work with AFV to get the food ordered for your event.

Food such as chips, drinks, and snacks do not need to go through AFV. Purchases approved for reimbursement must be tax exempt.

Campus Police

You may be required to request the presence of Public Safety at your event. If this is the case, you will need to work with Student Activities and Campus Police. Events requiring Public Safety include, but are not limited to:

1. Attendance of more than 100 people

2. Events requiring cash protection

3. Late-night events (ending after 11 pm)

Performer or Speaker Contracts

Any contract for services (speakers, entertainment) with a non-campus vendor must be reviewed and signed by the Director of Student Activities at least two weeks in advance of the program.

Funding Criteria

SGA will fund up to a maximum of $2000 per program. Event criteria include:

• Is it open to all TC3 students?

• Is it aligned with the mission of the club?

• Was it successful in the past or is it a new event?

Helpful tool: Student Activities Event Planning Guide (pdf)

When to use the event proposal and funding forms

Use the form if:

• You have a contract with a speaker or a performer

• You are requesting money from SGA

• It is a program outside of your regular meeting time

• You are planning to hold it in the Forum, Student Center, or Athletic Facility

You don't need the form if:

• It is a no cost event, or

• it is a program that takes place at your regular meeting

• Remember to report all club events/programs on the End of Semester reports!

You are welcome to collaborate with other clubs, but please remember to follow the above guidelines.

A student club is deemed inactive with three consecutive semesters of any combination of the following:

• Lack of required paperwork on file

• Lack of events, programs, or regular meetings

• Lack of participation in civic engagement activities

• Lack of active members

• Notification of “bad standing” for two consecutive semesters

To be reactivated, new members must go through the process for registering as if it is a new club.

Club officers: Be sure to check your TC3 email regularly — this will be the primary form of communication for important information from the Student Activities office.

Clubs should aim to be in good standing at all times. Only clubs deemed in good standing with the Student Activities office are eligible for funding from the Student Government Association (SGA). Club advisors and officers will be informed of a “bad standing” status at the beginning of each semester.

For a student club to remain in good standing, these guidelines will be followed:

1. Fall and Spring semester paperwork: Turn in all required registration forms at the beginning of each semester.

   1. Advisor Agreement

   2. Executive Board Roster

   3. Constitution

2. Have at least a student President, student Treasurer, and a faculty/staff Advisor

3. Posted weekly meetings to CampusGroups

4. Participation in fall and spring fairs: Each club is required to staff a recruitment table at the Get Connected Fair hosted by the Student Activities office at the beginning of each semester.

5. Host fall and spring open house: Each club is required to staff an open house in the first three weeks of the semester promoting the club for potential new members. Date/time/location should be submitted to the Student Activities Office.

6. Fall and spring officers meeting: The officers of each club are required to meet with staff in Student Activities at the beginning of every semester.

7. Participation in civic engagement: All clubs are required to participate in at least 4.0 hours of civic engagement activity if requesting SGA funding. E-board must be present at minimum.

8. Leadership training: Club officers are expected to participate in any club officer trainings.

9. Club officer luncheon: At least one club officer is required to attend the monthly Student Activities Club Officer luncheon.

10. SGA Senate: At least one member from the club is required to be on the SGA Senate.

11. End of semester reports: Club officers are emailed an electronic link at the end of every semester so that they can provide a summary of club activities to the Student Activities Department. Each club is expected to complete the electronic report in the fall and the spring.

Fill out this Student Activities form on Campus Groups: Civic Engagement Proposal

Civic engagement requirements

Clubs are required to participate in four hours of community service each semester. At a community college, we have an important responsibility to give back to our Tompkins and Cortland communities. We also want every student at TC3 to learn the importance of giving back and being involved.

Note: Clubs that actively participate in some form of civic engagement will be given priority for travel and programming funding. Clubs wishing to start a new service initiative are eligible for up to $300 in starter funds.

The Office of Student Activities provides several easy opportunities for clubs to perform service right here on campus. Regular campus events and initiatives include:

• Campus blood drives

• Voter registration

• Annual food drive

Community organizations to get involved with:

• Volunteer Tompkins

• Panther Pantry

• Cortland Volunteer Opportunities

Fill out these Student Activities forms on Campus Groups:

• Travel Proposal

• Travel Roster

1. Submit the Travel Proposal & Funding Request Form. 
   Please note, these forms must be submitted at least three (3) weeks prior to your trip. Late requests will not be considered.
2. Submit a copy of your trip itinerary as well as any documents that support your funding request (i.e. hotel room rates, proposed airfare rates, etc.) to the Student Activities Office.
3. The Student Activities office and the SGA Budget & Finance committee will review all travel and funding requests and notify you within one week of your submission date. The SGA committee only meets once per week, and your request will be reviewed at the next available meeting.
4. When your request is approved, you will receive an email from the Assistant Director of Student Activities to set up an appointment. At this meeting, be prepared to provide all backup documentation, make final purchase and reservations, and confirm travel details.
5. Complete Final Travel Roster, any required Personal Vehicle Forms, your Trip Chaperone Agreement, and Trip Participation Forms from each person traveling.

It is preferable for a club to pick one point person to handle all travel arrangements, complete all the paperwork, and follow through on additional requests for information. This person is often the club treasurer or the student coordinating the trip. It is not appropriate for the advisor to complete these forms.

Please also refer to the FSA of TC3 Financial Procedures manual for additional important financial procedures and details.

Travel tips and tidbits

Funding criteria: The Budget and Finance committee of SGA will meet weekly with staff from the Office of Student Activities to review all travel requests. Criteria include:

1. The number of students participating on the trip

2. Trip location and distance from Dryden, NY

3. The description of the trip's connection to the club's mission

4. If anyone in the group is representing TC3 in an official capacity or presenting a workshop at a conference

5. The number of students returning to TC3 for future semesters

Advisor Funding

Student Activities/SGA will cover the cost of one (1) advisor per trip. Please document all expenses associated with the advisor's participation on the
ADVISOR section of the Travel Funding Request Form. Additional Advisors attending must secure other funding to participate.

SGA Funding

SGA will only fund the following items:

• Transportation costs (vans, airfare, bus, charters, etc.)
• Hotel costs
• Registrations and/or admissions fees

Club Revenue

Club revenue is either rollover dollars, monies generated from a fundraiser, or a per person fee that you charge each person participating on the trip. Club revenue can be used to cover any other costs associated with the travel.

Academic and judicial standing

The Office of Student Activities and the Office of Campus Police will use the travel roster to verify academic and judicial standing of all participants. Students not meeting standards will be contacted and may not be able to participate.

The Student Activities office helps manage the TC3 Student Life Instagram, Twitter, and Facebook accounts. Club event information can be posted there if you email details to staff at least a week before the event to cmg033@tompkinscortland.edu or lt028@tompkinscortland.edu. 

Social media: Like us at facebook.com/TC3.StudentLife and follow @tcstudentlife. When posting, follow community guidelines and remember you represent Tompkins Cortland CC – please post accordingly!

The Hub/Tabling: Sitting at a table in a high-traffic area is a great way to generate interest, recruit members, and promote programs. Send requests with preferred location, date, and time to the Student Activities email.

Flyers/Bulletin boards:

• Submit posters through the Internal Posting Form for approval.

• Posters must be 8.5 × 11 and turned in 5 days before posting.

• Include a QR code to your Campus Groups page or event.

Posters, advertisements, etc., should only be placed in the designated areas of the campus. No posting is permitted on painted, wooden or glass surfaces or on bathroom walls or partitions. Cleaning staff is instructed to remove any postings which are not in approved areas. Blanket leafleting of the parking lots is prohibited. Chalking the campus is prohibited. Only on-campus clubs and departments are permitted to leaflet the tables on campus. Flyers are permitted on the dining hall tables but they will be removed at the end of each day.

Bake sales, merchandise sales, and fundraising

All proposed fundraising requires a meeting with the Assistant Director and Director of Student Activities.

• Food sales may not take place in the cafeteria or fireside café.

• Bake sales may be scheduled in the front lobby of the main building (request at least 3 days in advance).

• Student Activities can provide a cash box if requested 48 hours in advance.

• Only baked or packaged goods are allowed — no “potentially hazardous” foods.

• Electrical appliances/extension cords are not permitted.

• Tables are provided under the main lobby staircase.

• Deposits from sales must be made within 24 hours in the Office of Student Activities.

Food at events and meetings

American Food & Vending has the exclusive right to provide catered food services on campus.

• Complete the food section on the Program Proposal Form (for events) or the General Funding Request Form (for meetings).

• Menus and costs are generated through AFV.

• If AFV cannot meet special food/beverage needs, off-campus catering may be approved (licensed vendors only).

• Homemade prepared items are not permitted at public events.

• At small club-only meetings, members may bring home baked goods, packaged snacks, or bottled drinks.

All food and related items must be cleaned up immediately after the event or the group may be charged a cleaning fee.

• Civic Engagement Form Use this form to propose or report details of civic engagement activities and programs.
• Constitution Template Use this template to develop a club constitution.
• Event Planning Use this to help plan a great campus program.
• Executive Board Roster Turn this form in at the beginning of every semester to confirm the club's officers.
• Advisor Agreement Turn this form in at the beginning of every semester to confirm the club’s officers.
• General Funding Request Use this form to request funding for general supplies, promotional materials, or any items not related to a program or travel.
• New Club Request Use this form to propose a new student club.
• Club and Organization Handbook Use this guide to create a club and remain in good standing.
• Program Proposal Turn this form in for request approval and funding for a program.
• Travel Proposal Turn this form in for approval and funding of a proposed club trip.
• Travel Roster Turn this form in for approval and funding of a proposed club trip.