Accounting

Anytime money is collected, it must remain under the care and custody of at least two consistent individuals who remain with the funds. The method of accounting must be documented on the Event & Funding Request Form. Money will be transported by the two consistent individuals directly to Auxiliary Services for transparent audit.

Accounts

A club or organization cannot open up accounts with any vendor under the club or college name. The Auxiliary Services Controller can provide information regarding existing accounts with any vendor or assist with establishing a new account, if necessary, officially.

Active Club Status

When 10 or more students sign up for an established club, and an advisor is confirmed, the club or organization will be recognized as active. Unless the Club Advisor prefers to call the meeting personally, the Student Engagement Office will notify the members of the date, time and location for an initial meeting. A Club or Organization that was active in the Fall semester will automatically be activated for the following Spring semester.

ADA Accessibility

ADA Compliance, Equity, and Inclusion

The College and all recognized student clubs and organizations are committed to ensuring that every student can fully participate in programs, meetings, events, and activities. All student leaders share responsibility for upholding the principles of accessibility, equity, and inclusion.

Clubs and organizations must ensure that:

• All meetings, programs, trips, and events are accessible to students with disabilities, including the physical location, digital content, and communication methods used.
• Publicity materials (flyers, digital graphics, social media posts) include accessible formats when possible—for example, using readable fonts, image descriptions, and high-contrast text.
• Event and trip locations are chosen with accessibility in mind (e.g., wheelchair access, elevators, accessible restrooms, clear pathways, transportation needs).
• Reasonable accommodations are provided for any member or participant with a disability for meetings, college-sponsored trips, or other activities.
• Communication access (such as captioning, sign language interpretation, or assistive listening devices) should be arranged as needed for speakers, performances, or major events.
• Club membership and leadership opportunities are open to all students, and no student may be excluded or treated differently based on disability, race, gender, sexual orientation, religion, or any other protected characteristic.
• Event and trip planning processes include consideration of accessibility from the earliest stages—rather than after plans are finalized—to promote equitable participation.
• Any marketing should include: “Accessibility accommodations available—contact the Office of Accessibility Resources, Wilcox Hall Learning Commons.”

Requests for reasonable accommodations should be made through the Office of Accessibility Resources, located in the Wilcox Hall Learning Commons. The office will work collaboratively with the student and event or trip organizers to ensure appropriate arrangements.

Advisor

Qualification

Advisors must be any current full-time faculty or staff member from the MVCC community. A current part-time faculty or part-time non-student staff member who has been in their role for at least one continuous academic year and works on average at least 20 hours per week or teaches at least 6 credit hours may be an advisor.

Advisor Limit

There is a maximum limit of two recognized advisors for each club. They are considered co-advisors. In the event the club or organization has more than 40 members, the club may add an additional advisor for each additional 10 members.

Advisor Replacement

If a club advisor resigns or is otherwise unable to continue in their role, the club will be appointed an interim advisor from the Student Engagement Office until such time a replacement is identified by the club. This must be completed within one month.

A club may initiate a change in advisor by notifying the Student Engagement Office. The Student Engagement Office will appoint an interim advisor from the Student Engagement Office until such time a replacement is identified by the club. This must be completed within one month.

Advisor Responsibilities

• Be familiar with the club/organization’s history.
• Be aware of the purpose and activities of the club/organization through attendance at club/organization meetings OR through bi-weekly consultation with the leaders.
• Act as a source of general information and interpretation regarding College and Club policies and procedures.
• Mentor members to assume responsibility for their actions and effectiveness of their programs.
• Guide while at the same time allowing freedom for members to plan and coordinate their own activities and programs.
• Provide special technical knowledge or information relevant to the needs of the organization.
• Sign Activity Fee vouchers which verify that the event and expenditures represent what was approved by the club/organization.
• Encourage and coach students to complete student activity fee processes in a timely manner.
• Accompany students on any off campus trip or recommend another College employee, with equivalent training, as a substitute advisor.
• Attend a one-time training upon request whereby above responsibilities will be reviewed.

Notes

• May only advise a maximum of two clubs.
• All advisors must submit a single sign-on form which verifies that they will follow the above responsibilities along with all other college policies and procedures.

Alcohol & Other Drugs

All club and organization events, whether held on or off campus, must fully comply with the College’s no drug and alcohol policy. This includes events hosted at private venues, rented spaces, or during travel representing the College. Violations of this policy may result in disciplinary action for both the individuals involved and the sponsoring club or organization.

Annual Report

Clubs and Organizations will be asked to submit an annual report. This will include, but is not limited to, listing active members, meeting dates/times record, advisor, events and other highlights.

Apparel and Branded Materials

Student clubs and organizations may design and purchase apparel, promotional items, or other branded materials to represent their group, subject to Student Congress approval and in compliance with the College’s branding and purchasing policies.

Branding Standards

All designs must follow the Mohawk Valley Community College Branding Guide to ensure consistency with official college identity standards.

Artwork Options

• MVCC Brand Extension – using the official college logo with the club name underneath in the approved format.
• Established Club Logo – if the club already has a college-approved logo on file.
• Special Logo or Graphic – meet with the Office of Marketing and Communications to create a new, approved design for your club or event.
• Custom Design Submission – clubs may create their own design and submit it to Marketing and Communications for review and approval prior to production.

Approval Required

Final artwork must be approved by the Office of Marketing and Communications before any purchase, printing, or order is placed.

Purchasing Procedure

• All purchases of apparel or branded materials must follow the Student Congress purchasing procedures.
• The process begins with completing an Event and Funding Request Form, including item descriptions, cost estimates, and artwork samples.
• No club or organization may enter a purchase or contract directly with a vendor. All orders must go through the college’s approved purchasing channels once approved.

Appropriate Use

Apparel and promotional items must reflect positively on the College and its community. Designs containing inappropriate language, imagery, or messages inconsistent with MVCC’s mission will not be approved. The MVCC Branding Guidelines must be followed.

Assembly & Picketing

Clubs and Organizations must follow the comprehensive College Assembly, Picketing and Demonstration Policy Procedure.

Attendance Policy

Each active Club or Organization must have a minimum of one trained representative (called delegate) at each Student Congress meeting, effective the 2nd meeting each semester. In the event a trained representative delegate is not in attendance at three meetings, the Club or Organization’s ability to utilize additional funding will be paused until such time the Club President or designee meets with the Coordinator of Student Engagement to establish an attendance plan. In the event the club or organization does not adhere to the established attendance corrective plan, the club or organization will be inactivated until such time reactivation is approved by the Student Congress Executive Committee.

Charitable Donations

From Student Congress

Proceed Donations: Student Activity Fee funds may not be directly donated to charitable organizations. However, profits raised from an event sponsored with Student Activity Fee funds may be donated to a charity if pre-approved by Student Congress as part of the standard event approval process. For this purpose, profits are defined as funds remaining after all event costs have been repaid to Student Congress. In the event the event does not raise enough proceeds to pay back Student Congress, another form or repayment is not required. Any such event must involve significant student interactive participation.

Collecting Donations

Student groups may also collect personal donations for charitable causes, provided this is done through a clearly defined Event & Funding Request Form under the normal approval process, and there are no costs charged to the Student Activity Fee.

Charitable organizations may not use campus facilities without an on-campus sponsor. Anyone claiming to act on behalf of such an organization must provide verifiable authorization before the College allows the use of its facilities.

Restrictions

Clubs may not donate Student Activity Fee funds nor collect donations to:

• For-profit or commercial enterprises.
• Religious organizations.
• Political parties, campaigns, or organizations engaged in lobbying.
• Groups engaged in illegal, discriminatory, or unethical activities, including hate groups or adult entertainment organizations.
• Organizations whose values do not align with MVCC.

See Accounting.

Clery Act – Annual Security Report

Campuses must publish an Annual Security Report detailing statistics regarding crimes committed on campus and at affiliated locations for the previous three calendar years.

The report describes specified policies, procedures, and programs regarding safety and security. The act is part of the “consumer information” provisions of the Higher Education Act implementing federal student aid programs.

Club & Organization Recognition Requirements

To be officially recognized, a club or organization must:

• Be listed on the MVCC Student Engagement Club Webpage.
• Be chartered by Student Congress as evidenced by a resolution when the club or organization was originally created.
• Have a constitution on file with the Student Engagement Office.
• Limit membership to Student Association members who have paid the Student Activity Fee.
• Be open to all students.
• Have an official advisor on record.
• Operate in accordance with College policies, procedures, and values.
• Not deny membership based on race, religion, national origin, sex, sexual orientation, or other protected characteristics.
• Foster inclusiveness in all aspects of club activities.
• Not have been found responsible for a violation in accordance with the Code of Conduct and received a sanction that deems them inactive.

Club Meetings

Club Meetings are considered official college events. The Code of Conduct applies. Club Meetings must be publicly announced through the Student Engagement Office and be open to all Student Association Members who pay the Student Activity Fee. Meetings must be held at an MVCC location unless approved by the Coordinator of Student Engagement. Club meeting date, time and location are published online. A Club Meeting is not an “Event.” It is recommended that attendance and minutes should be taken at each meeting.

Club Officer Responsibilities

Each recognized student club or organization must elect or appoint officers as outlined in its constitution. Clubs are encouraged to follow Robert’s Rules of Order as a best practice to ensure fairness, structure, and accountability in meetings and decision-making.

Officer Expectations

• Officers are responsible for carrying out the duties specified in their constitution and for representing the organization in an ethical and professional manner.
• While following Robert’s Rules of Order is recommended for meetings, clubs may adopt alternative methods for conducting discussions and making decisions, provided the process is fair and transparent.
• Officers must ensure that records, meeting minutes, and financial transactions are accurate and available for review by the Office of Student Engagement upon request.
• Vacancies in officer positions must be filled in accordance with the club’s constitution and approved election procedures.

Code of Conduct & Other Oversight

All student clubs and organizations, as well as their members, are expected to uphold the standards of behavior outlined in the MVCC Student Code of Conduct and the policies of the Office of Student Engagement.

Code-Related Violations

Any alleged violations that fall under the Student Code of Conduct will be addressed through the College’s established conduct process.

Non-Code Violations

Concerns or issues not governed by the Student Code of Conduct—such as violations of club policies, Student Congress procedures, or Student Engagement guidelines—will be reviewed by the Judiciary Committee or the Evaluation Committee, as appropriate.

Scope

These committees may address concerns involving individual members or entire clubs or organizations.

Outcomes

Committees have the authority to issue censures, corrective actions, or other consequences that align with the College’s Code of Conduct and Student Engagement policies.

College Committees

At MVCC, we value shared governance, and Student Congress plays an integral role in this structure. Various campus committees include student representatives, and opportunities to serve on these committees will be announced at Student Congress meetings. All Student Association members are eligible to be considered. When interest exceeds available spots, members are selected in the spirit of cooperation, with the final appointments made by the Student Congress President.

Computer/Electronic Hardware and Software

Computer or other electronic hardware or software must be purchased in accordance with the Purchasing Procedures. The items must be purchased in collaboration with MVCC IT in order to maintain required accessibility and other compliance and network safety. The MVCC Computer Use Policy applies to all hardware and software purchased by clubs. All computer hardware or software must have IT oversight.

Conflict of Interest

Any person who has, will have, or later acquires an interest in any actual or proposed contract/purchase involving the Student Activity Fee, shall publicly disclose the nature and extent of such interest in writing to the Dean of Student Life as soon as they have knowledge of such actual or prospective interest.

No affiliated person shall financially benefit from any contract/purchase entered into with Student Activity Fee funding. This also precludes acceptance of gratuities, financial or otherwise, from any supplier of materials or services to an employee, club member or club advisor. Promotional, non-monetary items received from a supplier shall not exceed the value of $50.00. In the event a gratuity is received, it will be transferred to the students in a measurable manner. The College, in its sole discretion will determine if a matter is a conflict of interest.

Conflict Resolution

If conflicts arise between club members, they are encouraged to seek mediation assistance from the Office of Judicial Affairs & Community Standards. The office can provide guidance, facilitate constructive conversations, and help members reach mutually acceptable solutions. Seeking mediation early is strongly recommended to prevent conflicts from escalating and to maintain a positive and collaborative environment within the club or organization.

Copyright Infringement

Under the U.S. Copyright Act (17 U.S.C. §§ 101 and 106), the owner of a copyrighted work holds all rights to its public exhibition. This includes the right to show films or DVDs to a group, whether or not admission is charged. Student organizations or individuals wishing to screen DVDs or films publicly must obtain a public performance license. Licensed options are available through vendors such as Swank, among others. Please note that video rental services, streaming platforms (e.g., Netflix), or personal DVDs do not grant public performance rights.

Corporate Sponsorships and Donations Policy

Student clubs and organizations may accept sponsorships or donations from external businesses, corporations, or community partners only with prior review and approval from the MVCC Foundation and the Office of Student Engagement. All sponsorships must align with the mission and values of MVCC and support the educational purpose of the sponsoring club or organization. Donations include monetary or “in-kind” (the donation of goods or services).

Policy Guidelines

• Approval Required: No club or organization may independently solicit or accept funds, gifts, or in-kind donations without prior approval from the MVCC Foundation and the Office of Student Engagement.
• Use of College Name and Logo: Sponsors may not use the MVCC name, logo, or imagery in their advertising or materials without written approval from the College.
• Acknowledgment vs. Endorsement: Clubs may acknowledge sponsors (e.g., “This event is sponsored by [Company Name]”) but may not endorse, promote, or advertise a company’s products, services, or political positions.
• Financial Handling: Any monetary donations or sponsorship funds must be deposited through the MVCC Foundation. The Foundation will direct the donation in accordance with the donor’s intent, subject to applicable laws and regulations. No funds may be deposited into personal accounts.
• Event Integrity: Sponsored events must remain consistent with college policies regarding student conduct, alcohol and drug use, political neutrality, and inclusion. Sponsorships that conflict with MVCC’s mission, policies, or reputation will not be approved.
• Documentation: All sponsorships or donations must be documented, and any written agreements must be reviewed by the MVCC Foundation and the Office of Student Engagement and, if necessary, the College’s Business Office or legal counsel.
• Transparency: Clubs must disclose any sponsorship-related materials, expectations, or commitments to the MVCC Foundation and the Office of Student Engagement before the event occurs.

Definition of a Club or Organization

A student club or organization is a group of students who come together around shared interests, goals, or activities, always guided by a faculty or staff advisor. These groups provide opportunities for leadership, personal growth, networking, and meaningful engagement outside the classroom. Clubs and organizations may focus on academic, professional, cultural, recreational, service-oriented, or special-interest activities. At MVCC, all recognized student clubs and organizations are part of Student Congress and operate under established policies and procedures that govern their formation, operations, and funding.

Recognized MVCC Clubs and Organizations are listed on the Student Engagement Website.

Discord & Other Online Platforms

Club members may use online platforms such as Discord to communicate and coordinate club activities; however, Microsoft Teams is the College’s recommended platform. Regardless of platform, if it is generally recognized as the site to conduct official club business all interactions must remain respectful and align with the College’s Code of Conduct, and official club business conducted on these platforms should be transparent and accessible to the advisor when requested. Clubs are responsible for moderating their online spaces to prevent harassment, exclusion, or inappropriate content, and all online groups must be disbanded at the end of each academic year.

Emergencies & Incidents

Any medical or other emergency at a club meeting or event would be handled like any other emergency: Call 911 or DPS at (315) 731-5777. On-campus incidents may be officially reported by contacting DPS in the Academic Building Room 106 or by www.mvcc.edu/reportit.

Event & Funding Request Form

Every event or purchase of a Club or Organization originates from an Event & Funding Request Form. This form utilizes MVCC Single Sign On Software, meaning that you must sign on to the device you are completing it on with your MVCC email credentials. This form is a “work flow” and will be returned to you once it has gone through the approval process. It is essential that you read any directive comment on the completed form once you receive it back approved. Exception: A form is not required for a standard food allotment reimbursement.

Event Cancellation

If a club needs to cancel an event, the club must notify the Office of Student Engagement and any impacted campus partners, such as Facilities room reservations, as soon as possible. Clubs should also promptly update any promotional materials or social media posts to inform participants of the cancellation.

Emergency College Closure

In the event of a college emergency closure, all student events are automatically considered cancelled unless special permission to continue is granted by the Coordinator of Student Engagement.

Event Planning

Club Event Planning Checklist

Sample timeline only. Timeline must be adjusted based on size and complexity of event.

Step 1: 4–6 Weeks Before the Event

• Discuss your event idea with your club members and advisor.
• Submit the Event & Funding Request Form to the Student Engagement Office to begin the event approval process.
• Identify your event goals, date, time, and location preferences.
• If funding is requested, develop a detailed budget and anticipated expenses.

Step 2: 3–4 Weeks Before the Event

• Wait for written approval from the Student Engagement Office before making any purchases or announcements. Clubs will know that their event is approved when the Event & Funding Form is returned to them after being approved at ALL LEVELS.
• Once approved, confirm your room or space reservation through the Student Engagement Office (they will assist with campus facilities, setup, and technology needs).
• Begin any marketing or promotional design for your event (flyers, social media, etc.).
• Confirm any off-campus vendors, performers, or speakers through the Student Engagement Office.

Step 3: 1–2 Weeks Before the Event

• Finalize event logistics: supplies, setup needs, volunteers, and equipment requests.
• Continue promoting the event through approved channels.
• Reconfirm details with your advisor and the Student Engagement Office.

Step 4: Event Day

• Arrive early to set up and check the space.
• Ensure at least one club officer and the advisor (if required) are present.
• Keep a sign-in sheet if requested by Student Engagement.
• Enjoy your event and represent your club professionally!

Step 5: If the Event Must Be Canceled

• Notify the Student Engagement Office immediately, preferably at least 48 hours in advance.
• Remove or update all promotional materials.
• Contact vendors, speakers, Facilities and participants to confirm cancellation.

Step 6: Within 5 Days After the Event

• Submit any reimbursement requests or receipts to the Student Engagement Office.
• Complete a short Event Reflection or feedback form if requested.
• Debrief with your club about what went well and what could improve next time.

Event Safety Guidelines

The safety of all participants is a top priority at every club and organization event. This guideline should be used as planning for all events, regardless of size. All College, local, and state safety regulations must be followed at all times. Clubs and organizations are responsible for ensuring that events are conducted safely, respectfully, and in compliance with College policies. Please see travel section for travel safety guidelines. The College, in its sole and absolute discretion, may not allow an event to occur.

Note: Whenever it is anticipated that more than 50 MVCC community members, OR 25 people from outside MVCC will be in attendance, OR the event falls under the Late Night Event Procedure, the below review must be completed in conjunction with Student Engagement and DPS.

Fire and Building Codes

• All events must comply with College fire codes and occupancy limits for the space being used. These limits are posted at each location.
• Fire code compliance includes considerations such as crowd size, exits, lighting, flammable materials, and fire protection equipment.
• No open flames, smoke machines, fog devices, fireworks, or other effects that could activate the fire alarm system may be used without prior written approval from the Director of Facilities and Operations (or designee).
• Exits, hallways, and access routes must remain clear at all times.

Event Risk Assessment

• Before approval, every event must be reviewed for potential risks, such as large crowds, physical activity, food service, or off-campus travel.
• The Student Engagement Office will assist clubs in identifying safety considerations and determining if additional steps or staffing are required.
• See Event Staffing and Size section.

Public Safety and Security

• The Department of Public Safety may require additional safety measures for certain events.
• If additional Public Safety Officers or off-duty police officers are needed, the sponsoring club or organization will be responsible for the associated costs.
• In any emergency, accident, or security incident, Public Safety will immediately assume control of the event, and all participants must follow their instructions.
• To report an emergency, contact Public Safety at (315) 731-5777 or dial 5777 from a campus phone.

Facilities and Support Staff

• The College may determine that additional custodial or facilities staff are needed to ensure event safety, setup, or cleanliness.
• Any such additional staffing costs will be paid by the sponsoring club or organization.

Advisor or Staff Presence

• An advisor or designated College staff member may be required at large, high-traffic, late-night, or off-campus events.
• Advisors serve as resources, help ensure compliance with College policies, and support student leadership during events.

Emergency Procedures

• At least one club officer should know the location of the nearest emergency exits, AEDs, and fire alarm pull stations.
• In case of an incident, clubs must contact Public Safety immediately and complete an Incident Report within 24 hours.
• Clubs should review emergency plans with their advisor before each major event.

Alcohol, Drugs, and Tobacco

• No alcohol, drugs, or tobacco products may be possessed, served, or consumed at any club or organization event unless explicitly authorized by College policy.
• Violations may result in disciplinary action and loss of event privileges.

Accessibility and Inclusion

• All events must comply with the Americans with Disabilities Act (ADA) and College accessibility standards.
• Clubs should ensure that spaces, seating, and programming are accessible to all participants.
• Students requiring accommodations should be referred to the Office of Accessibility Resources.

Food Safety

• Food served or sold at events must meet all College and local health regulations.
• Homemade food for public distribution is not permitted.
• When using a caterer or food vendor, approval must be obtained through the Student Engagement Office in advance.
• Ensure that food is always safeguarded to prevent intentional or unintentional contamination.
• See Food Section for more information.

Weather and Outdoor Events

• Outdoor events must include a weather contingency plan, such as an alternate indoor space or rain date.
• The Student Engagement Office should be informed immediately if weather conditions require cancellation or postponement.

Event Staffing & Size

Open to MVCC Community Only (Non-Late-Night Event)

Each Club Event must have a designated club officer in charge. This person will by default be the person submitting the Event & Funding Form. If a different officer is identified, it must be communicated to the Student Engagement Office in advance. An Advisor, or Student Engagement designee, must attend all events, unless approved by the Coordinator of Student Engagement. There must be two club members in attendance for every anticipated 20 attendees. The maximum event size will be limited to the location maximum fire code occupancy. Any event that is anticipated or could exceed 50 attendees must be communicated to DPS at least one week in advance and all directives for control as communicated by DPS must be followed.

Open to people outside the MVCC Community (Non-Late-Night Event)

Each Club Event must have a designated officer in charge. This person will by default be the person submitting the Event & Funding Form. If a different officer is identified, it must be communicated to the Student Engagement Office in advance. An Advisor, or Student Engagement designee, must attend all events, unless approved by the Coordinator of Student Engagement. There must be two club members in attendance for every anticipated 20 attendees. The maximum event size will be limited to the location maximum fire code occupancy. Any event that is anticipated or could exceed 50 attendees must be communicated to DPS at least one week in advance and all directives for control as communicated by DPS must be followed.

External Partnerships

Collaboration with external partners begins with an Event & Funding Request Form. Student clubs and organizations may collaborate with off-campus individuals, businesses, or community groups to enhance events or activities. All partnerships must be approved in advance by the Student Engagement Office to ensure alignment with College policies and values. External partners must complete any required College forms (such as vendor agreements, proof of insurance, or contracts) before participating in an event or providing services. Clubs should not make verbal or written commitments, sign agreements, or exchange funds without prior authorization. You’ll know your event is fully approved once your Event & Funding Request Form is returned to you with all required approvals completed.

FERPA

Clubs and organizations must comply with the Family Educational Rights and Privacy Act (FERPA) when handling any student records, including directory information. No student information may be shared or released without written authorization from the College Registrar.

Food

Food Ordering and Approval

• Any event where the total cost of food exceeds $250 must use the on-campus dining service provider, unless the dining service provider authorizes a waiver.
• All food orders must be placed through the College’s internal ordering software by the Student Engagement Office.
• Clubs and organizations may not purchase or serve homemade food (such as potlucks) for any campus event.
• Food may only be purchased from a licensed business with a valid New York State permit to operate. Proof of license may be requested by the Student Engagement Office.

Food Safety and Handling

• Food must be monitored at all times to prevent tampering or contamination.
• The on-campus dining service provider is responsible for ensuring that food is prepared, transported, and served in accordance with all safe food-handling guidelines.
• If food is provided by an off-campus vendor, the sponsoring club or organization is responsible for confirming that the vendor follows safe handling and storage practices.
• Clubs must maintain food at safe temperatures and dispose of any items that have been left out beyond recommended serving times.
• If leftovers are taken by participants, the club must clearly communicate that it is at their own risk and that the College is not responsible for any foodborne illness resulting from consumption after the event.

Food Preparation Programs

• Programs that involve students preparing food themselves (such as cookie-making or cooking demonstrations) must be reviewed in advance with the on-campus dining service provider to discuss food safety procedures and approved handling practices.
• A club representative or the advisor must attend this safety review and oversee the activity to ensure all guidelines are followed.

General Expectations

• Food service areas must be kept clean, organized, and free of debris during and after the event.
• Handwashing or use of gloves is required for anyone serving food.
• Clubs must follow all directions from the Student Engagement Office and Dining Services regarding setup, service, and cleanup.
• The College reserves the right to deny or cancel any food-related event that does not meet established safety or purchasing requirements.

Funding Approval Process

Event and Funding Workflow – Non-Departmental

• Event or Funding Decision: The club or organization decides to host an event or requests funding.
• Form Completion: A student leader (or an office staff member, for office-sponsored events) completes the Event & Funding Request Form.
• Advisor Review: The form is automatically routed to the club advisor for review and approval.
• Coordinator Review: Once approved by the advisor, the form is automatically routed to the Coordinator of Student Engagement.
• Compliance and Fiscal Review: The Coordinator reviews the request to ensure compliance with Student Activity Fee regulations.
• For requests over $3,000, verbal support from the Dean of Student Life is required before submission to the Executive Committee.
• For requests over $5,000, verbal support from the Vice President for Student Affairs is required before submission to the Executive Committee.
• The Coordinator of Student Engagement also initiates a meeting with the fiscal agent (ASC).
• Executive Committee Review: The Student Congress Executive Committee (EC) reviews the request, may make modifications, and places it into resolution format.
• Executive Committee Outcome: If funding is required the EC may support it for a full vote or return it for revision.
• Presentation to Student Congress: A club representative presents the request to Student Congress.
• Student Congress Vote: Student Congress votes on the request.
• Implementation: Upon approval, the Coordinator submits the request to Auxiliary Services (ASC) and planning/purchasing may begin.

Departmental

• Departmental (Student Engagement, Student Congress, Program Board, Rome Student Activity) requests follow a streamlined process.
• Supervisor/administrative review replaces the advisor step where applicable.
• Executive Committee review applies only to Student Congress and Culture Programming.

Fundraising

Purpose

Fundraising helps clubs support their mission and sponsor events. All fundraising must comply with SUNY, New York State, and College policies, and be approved in advance.

Approval

• Submit an Event & Funding Request Form.
• Include the type of fundraiser, pricing, how payments can be collected (e.g., Venmo, PayPal, cash), and intended use of proceeds.
• No fundraising may occur without written approval.

Permitted Fundraising Activities

• Sales of approved items (purchased baked goods, apparel, crafts, or tickets).
• Services or activities such as car washes, contests, or community events.

Digital Payment Guidelines

• Digital payments may be accepted with prior approval.
• Temporary use of personal accounts is allowed only to collect payments. Individual club members must transfer all collected funds to the club advisor immediately after the sale. At the Advisor’s discretion, members may submit their collected payments directly to Auxiliary Services instead of the Advisor for accounting.
• Advisors have two options to handle these funds: request a check from Auxiliary Services (ASC) for the amount collected; or use their own approved digital account to purchase the fundraising items and provide that transaction as the official receipt.
• Clubs must maintain a record of all transactions, including donor name, date, and amount.
• Screenshots or confirmations of digital transactions must be submitted with post-event documentation.

Fundraising Inventory & Purchase Scenarios

Pre-Purchase for General Sale

• Clubs may buy items in advance (e.g., candy bars, t-shirts) to sell at an event.
• Individual members collect sales and transfer funds to the advisor, who handles deposits or purchases as described above. At the Advisor’s discretion, members may submit their collected payments to Auxiliary Services for accounting.
• Keep accurate records of inventory purchased, items sold, and remaining stock.
• Unsold items must be stored on campus safely and may only be used for future fundraisers if documented.

Advance Orders Only

• Clubs may collect orders and payments before purchasing items.
• Individual members transfer collected funds to the advisor, who either requests a check from ASC or uses an approved digital account to make the purchase and provide the receipt.
• Purchase only the quantity needed to fulfill confirmed orders, reducing leftover inventory risk.
• Track payments and orders carefully to ensure accurate fulfillment.

Key Point: In both scenarios, clubs are responsible for accurate record-keeping, timely deposits into Auxiliary Services or advisor, and compliance with College policies, including food safety when applicable.

Handling Funds

All funds must be reconciled by Auxiliary Services at the conclusion of the fundraising event. Clubs must track income and expenses accurately and provide receipts for any expenditures.

Prohibited Activities

• Fundraising without prior approval.
• Using personal accounts for long-term storage of club funds.
• Serving homemade food for fundraising sales or potlucks.
• Violating College, SUNY, or state laws.

Oversight and Accountability

Failure to comply with these policies may result in loss of fundraising privileges or access to club accounts. The Student Engagement Office is available to answer questions and assist with planning.

Guests – Club Meetings & Events

Club meetings are restricted to members of the Student Association who have paid the Student Activity Fee, with the exception of guests invited by the Club Advisor or President. While MVCC is an open campus, events funded by the Student Activity Fee may be limited to MVCC community members. Guests attending such events must pay for any services or goods funded by the Student Activity Fee and may only participate if the event is explicitly designated as open to the public.

Hazing

Please click this link for College, State and Federal Hazing Information.

In-Active Clubs

In the event a club or organization does not become active during an academic year, Student Congress may redirect its Standard Allotment to active Clubs and Organizations. In the event a club is not active for 3 consecutive academic years, it will be removed from all marketing materials and is deemed not recognized. Future activation of the/similar club will go through the Start of a New Club process.

Inventory Management

Any non-consumable item or an item intended for a specific individual, purchased by a club for over $100, is considered the property of Student Congress. Individual pieces of equipment costing more than $100 must be clearly labeled as “Property of MVCC Student Congress” and have all relevant information documented, including serial numbers.

All inventoried equipment purchased by clubs must be stored on campus. Any request to store equipment off-campus requires written approval from the Dean of Student Life.

Late Night Event

Late-Night Dance/Concert/Show/Similar Event Policy

The College recognizes the need for a positive and vibrant student experience and that late-night events sponsored by a club or organization can foster such engagement. The College also recognizes the inherent risks associated with hosting late-night events outside of the College’s normal operational schedule. Any club or organization wishing to plan a Late-Night Dance, Concert, Show, or Similar Event must follow the procedure outlined below.

Definition

A late-night Dance/Concert/Show/Similar Event is defined as any traditionally non-seated activity where the main function ends after 10:00 p.m.

Request

The first step is for the club or organization to submit an Event and Funding Request Form at least 30 days prior to the proposed event.

Approval Process

• Upon receipt of the request, a planning meeting will be convened with Student Engagement, the Club Advisor and Officers, Department of Public Safety, and other parties as appropriate.
• A recommendation to approve or deny the event will be developed by the Student Engagement Office and Public Safety considering anticipated attendees, whether the event is open to non-MVCC students, and required safety measures.
• The recommendation will be submitted to the Vice President for Student Affairs, whose decision is final.

Base Guidelines for Approved Late-Night Events

• The event must be ticketed.
• Tickets will be available only to MVCC registered students; residential guests with a guest pass; and MAY also be available to students from other local colleges via their Student Engagement Office.
• All tickets must be printed by the College and handled through the Student Engagement Office or the Box Office.
• A maximum of 200 tickets will be available. No tickets will be sold at the door.
• At least 25% of tickets must be sold/distributed by Student Engagement at least one week prior to the event, or the event will be canceled.
• All contracts and expenses are the responsibility of the club/organization.
• Tickets and ID must be presented for entry.
• All College guidelines must be followed.

Advertising

All forms of advertising must be approved by the Club Advisor and Student Engagement Office before posting.

Safety and Security

• Officer staffing levels will be determined by the Executive Director of Public Safety and Emergency Management.
• An MVCC Administrator or designee must be on-site.
• Any costs for additional officer staffing will be paid by the sponsoring club/organization.
• Entrance security controls will include, but are not limited to: metal detection, ticket and ID verification.
• Standard security lighting must remain on at all times.
• No large bags or bottles will be permitted; all bags will be inspected.
• All attendees must have a valid ticket, valid ID, and pass through a metal detection device.
• MVCC reserves the right to deny entrance at its discretion.

One-Time Entrance Policy

Attendees who leave during the event will not be allowed to re-enter.

Limits of Funding

The cost per student from the Student Activity Fee for any planned event must not exceed 4X the full-time Student Activity Fee per student. This limit does not apply to Applied Learning. In the event the cost per student exceeds the limit, alternate funding is required (student payment, Standard Allotment, Private Account, Sponsor).

Marketing Methods

Mass Communication: To reduce spam emails, the College strictly limits the use of all-students mass emailing. However, Student Engagement can assist with event marketing on: MVStudent Tomorrow, MVTV, flyers (electronic must be accessible), and social media.

Membership of a Club or Organization

Any person who is a member or associate member of the Student Association who was charged the Student Activity Fee is eligible to be a member of a Club or Organization, except in such case whereas a previous violation of the Student Code of Conduct resulted in a sanction that prohibited such membership.

Misuse of Funds

All club funds must be used responsibly, ethically, and only for purposes approved in advance. Misuse of funds, including purchases not authorized or for personal gain, is strictly prohibited. Every expenditure must be documented and accounted for to ensure transparency and compliance with College policies.

Plastic Items

Clubs and Organizations must comply with the Elimination of Single Use Plastics policy.

Posting Policy

Clubs and Organizations must comply with the various MVCC college posting policies. Exceptions may be requested in the Student Engagement Office.

Private Accounts

Some clubs maintain private accounts to hold funds from fundraising, special fees, or other approved sources. The only recognized private accounts are those held through Auxiliary Services, and they are subject to the same oversight, reporting, and auditing as all other College accounts, with the following exceptions: (1) use of the funds can be restricted to the club; (2) Student Congress is not involved in the approval process for use of funds; and (3) any purchase is exempt from the standard quotation limits.

No club advisor, officer, or member may retain club funds in a personal account; doing so is considered a violation of the Code of Conduct and Conflict of Interest Policies. The Student Engagement Office or any affiliated College agencies have no responsibility for funds not managed through Auxiliary Services.

Use of funds from a private account requires submission of an Event and Funding Request Form or another request form specific to the organization (i.e. RA Program Form). When submitting, clubs should indicate “Private Fund” in the description field to clearly identify the source. The standard approval process is limited to the Advisor and the fiscal agent (ASC).

Publicity, Use of College Name, and Public Statements

Use of College Name, Logo, and Seal

No club, organization, or individual may use the College’s name, logo, or seal for events, fundraisers, advertisements, websites, or any other public materials without explicit permission from the College.

Public Statements

Clubs or their members may not issue public statements on behalf of the club without involving the Marketing and Communications Office. Individual members retain the right to express their own personal views, but these statements cannot be presented as official College or club positions.

Purchasing Procedures

Any goods or service funded by the Student Activity Fee must comply with the Purchases Procedures.

Raffle

Raffles begin with an Event and Funding Request Form.

• Raffles may only be conducted by recognized student clubs with prior approval from the Student Engagement Office.
• The raffle prize(s), ticket price, and method of drawing must be submitted in advance for approval.
• Raffles must comply with New York State Gaming Laws, including age restrictions (18+) for purchasers.
• All raffle proceeds must go to the approved purpose listed on the Event & Funding Request Form.
• A clear method of randomly selecting winner(s) must be used and documented in public with a Student Engagement witness present.
• The club must maintain complete records of ticket sales, purchasers, and the prize awarded.
• Tickets will be printed by Student Engagement.
• All funds from raffle ticket sales must be deposited into the Auxiliary Services-managed account promptly.
• Clubs may not distribute raffle prizes until the drawing is completed and all records are submitted for verification.

Recognition as a Club or Organization

To be considered an official MVCC Student Club or Organization, the following is required:

• There must be a constitution on file in the Student Engagement Office.
• Student Congress must have originally passed a resolution to recognize the Club or Organization.
• It must be open to all MVCC Student Association members.
• There is an official Club Advisor on record.
• It must operate in a manner consistent with college policies and procedures.
• It must not deny membership based on race, religion, national origin, sex or sexual orientation or another protected characteristic.
• It must foster a spirit of inclusiveness in all aspects of the club.

Room Reservations & Room Use

Room Reservations and Set-Up

Room reservations and set-up are processed through the Student Engagement Office. The office will submit the Internal Reservation Use Form.

Club Meetings

Upon becoming active, each club may have their meeting room reserved through Student Engagement or the club may reserve the room on their own. If it is requested that Student Engagement reserve the room, a default classroom in the Alumni College Center will be reserved unless an alternate location is requested. The office can also arrange for any special media equipment such as a projector.

If a meeting is canceled, clubs must notify the Student Engagement Office prior to the scheduled time so the reservation can be released.

Rooms for Events

All event room and set-up requests must go through the Student Engagement Office, which will handle the reservation. An Event and Funding Request Form will be completed by the Student Engagement Office. Rooms should be scheduled with sufficient lead time to allow for setup, staffing, and any necessary approvals.

If an event is canceled, clubs must notify the Student Engagement Office prior to the scheduled time so the reservation can be released.

Expectations of Use

• Clubs are responsible for leaving rooms clean and orderly after use.
• Turn off and secure all equipment.
• Furniture and equipment must remain in the room unless prior approval is granted.
• All College guidelines, including safety, accessibility, and occupancy limits, must be followed.
• Failure to follow these expectations may result in loss of future room reservation privileges.

Shared Interest Group

Not quite ready for a formal Club or Organization? Request funding for a Shared Interest Group! You design the event → you recruit the students → the Student Activity Fee funds the event! In an effort to engage a variety of students and their shared interests, five to nine students can request funding through the Student Engagement Office. This provision is only allowable when no other active club shares the same interest, and it cannot exceed three occurrences. The monetary funding cannot exceed $150 per occurrence. To apply complete the Event and Funding Request Form at least 10 days before your event. Under club/organization select Shared Interest Group and under advisor select the Coordinator of Student Engagement.

Social Media

Clubs and Organizations are held to the MVCC Social Media Policy.

Clubs may establish social media accounts in accordance with the College Social Media Policy. To prevent abandoned accounts, it is requested that clubs provide the Student Engagement Office with the login credentials; the account can then be maintained as a legacy account from year to year.

If a club chooses to manage the account privately, it is the club’s responsibility to delete or deactivate the account at the end of the academic year to prevent it from becoming abandoned.

Clubs are also welcome to have content posted on the Student Life TikTok and Instagram pages by contacting the Student Engagement Office, providing a way to share updates without managing a separate account.

Standard Allotment

Existing Clubs/Organizations

In the spring of each year Student Congress submits the annual Student Activity Fee budget to the College and to the Congress. Clubs/organizations in existence at that time will be allocated a standard allotment within the budget.

Reactivated Clubs or Organizations

A club or organization that was not included in the annual budget because it was deemed to be inactive at the time of budget development in the previous spring term will be provided with a 50% reduced Standard Allotment unless Student Congress takes action to allot the full amount.

New Clubs/Organizations

In the event a new club or organization is created after the annual budget is created, upon approval of Student Congress, the new club will be provided with a 50% reduced Standard Allotment unless Student Congress takes action to allot the full amount.

Standing Committees of Student Congress

• Judiciary Committee – 3 members. Charged with interpretations of the constitution and by-laws of Student Congress.
• Evaluation Committee – 3 members. Evaluates leaders of Student Congress to ensure they are doing their job.
• Executive Board – Composed of the officers and administrators of Student Government.
• Program Board – Chaired by the Program Director; responsible for arranging events and activities for the student body.
• Other committees may be formed as the need arises.

Starting a New Club

Students are encouraged to create new clubs and organizations. The first step in the creation of a new club is to contact the Student Engagement Office, which will determine whether the idea is truly a “new” club or organization or if it is a re-activation of a past club. Upon the determination that a club is indeed “new,” creating a new club or organization is as easy as 1, 2, 3.

Upon completion of these three steps, the Coordinator of Student Engagement will review. Upon Student Engagement Office approval, the Student Congress Executive Board will act upon the request. Upon Executive Board approval, the new club or organization will be presented to the full Student Congress for recognition as a new club or organization. Upon approval as noted above, the club will be considered “active” and will be eligible for all of the rights and responsibilities of any other club.

Student Activity Fee Regulations

MVCC is guided by the SUNY State-Operated campuses policy that governs the collection, use and disbursement of mandatory student activity fees. This is used only as a guide as it does not apply in totality to SUNY Community Colleges.

A core principle of the Student Activity Fee is that it is managed by three parties: Students, a Fiscal Agent and a campus President or designee. At MVCC, Auxiliary Services serves as the fiscal agent and Student Engagement serves as the President designee. MVCC Clubs and Organizations as well as Athletics are funded by the Student Activity Fee.

Student Activity Fee Benefit

All Association members who are charged the Student Activity Fee have the opportunity to receive equal benefit from the fee based on their level of engagement. No discount will be given to any individual student or group of students.

Tabling – Clubs and Organizations

Commitment to Free Expression

MVCC supports the right of all recognized student clubs and organizations to express their views and share information freely. These tabling guidelines are not intended to limit speech but to ensure that expression occurs in a respectful, inclusive, and organized manner consistent with College policies and public safety. Reasonable “time, place, and manner” expectations apply to all activities to maintain an environment conducive to learning and open dialogue.

General Guidelines

• Reservation/Approval: On-campus tabling locations must be reserved and approved in advance through the Office of Student Engagement. Off-campus tabling must be approved by the club advisor and the Coordinator of Student Engagement.
• Professional Appearance: Tables should be staffed at all times, clean, and visually appealing. Tablecloths, banners, and displays should be neat, appropriate, and clearly identify the sponsoring club or organization.
• Conduct: Club members and representatives must remain respectful, courteous, and inclusive to all who approach. Aggressive solicitation or behavior that makes others uncomfortable is prohibited.
• Materials and Messaging: Content must be accurate, non-discriminatory, and suitable for a college environment.
• Shared and Partner Tables: The MVCC club remains responsible for ensuring all tabling activities and materials comply with College policies and expectations when partnering.
• Clean-Up: The area must be left in the same or better condition than it was found.

Tax-Exempt Status

Student Congress and all student organizations under it are tax exempt and do not pay sales tax. When making a purchase for your club/organization use a tax-exempt form, which can be obtained from the Student Engagement or Auxiliary Services Office.

Unless there are extenuating circumstances that prevented use of a Tax-Exempt Form, a person who pays sales tax will not be reimbursed.

Tents & Camping on Campus

Clubs and Organizations must follow the comprehensive College Tents and Camping on Campus Policy.

Ticket Sales

At all events where admission is by ticket sale—whether sponsored entirely by the Student Congress or by an off-campus group for which the Student Congress is acting as a ticket agent—tickets must be publicized at least two (2) days prior to going on sale. This ensures fairness and prevents limited ticket opportunities from being known only to select individuals.

This policy applies to all clubs and organizations utilizing funds from the Program Board or budgeted Student Activity Fee (SAF) money.

All tickets for events using Student Activity Fee funds must be arranged for printing, distribution, and sale through the Office of Student Engagement or the Box Office. The College’s official ticketing software will be used to manage ticket inventory, online and in-person sales, and financial tracking. Ticket sales may only occur through the Student Engagement Office using this system to ensure consistency, transparency, and security.

Club Member Participation

If club members wish to assist with ticket sales, they must coordinate directly with the Office of Student Engagement. Members may help staff the ticket table or promote ticket sales but may not independently collect or handle cash, manage ticket inventory, or distribute tickets outside of the approved College system.

Financial Guidelines

• Income derived from Student Activity Fee lines must be deposited back into the same SAF account from which it originated.
• All income must be fully accounted for and verifiable. Tickets and/or receipts must be used for any event, trip (including deposits), conference, or workshop where admission or participation involves a financial transaction.
• Digital ticketing records will serve as the official record of attendance and revenue for auditing and reconciliation purposes.
• No direct expenditures may be made from any cash collected. All purchases or reimbursements must follow standard College and Student Congress financial procedures.

Title IX

Title IX means no person in the United States shall, on the basis of sex, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any education program or activity receiving federal financial assistance. Protections also extend to sexual harassment and sexual assault or violence that impairs or interferes with access to equitable educational and employment opportunities.

See the most current Title IX information.

Transportation to Events

Transportation to any off-campus event can be included in any Event & Funding Request Form. Buses, Uber/Lyft, driving your personal car alone, use of the College Van and public transit are all examples of provided transportation.

There is neither a requirement nor request that any student provide transportation for any other person to a club sponsored event. If a student, based on their own decision, does transport another person to a club-sponsored event, neither the college nor any affiliated agency is responsible for any incident that may occur. The private travel arrangement is not covered by any college affiliated insurance. The driver and passenger(s) assume all liability and risk. Any incident occurring in this private travel arrangement is not considered part of the sponsored event and no college policy will apply.

Any advisor who elects to transport any person to a college event may do so in accordance with the MVCC Transportation and Use of Vehicle Policy and Procedures.

Mileage Reimbursement

Any person who drives their personal car as part of an approved event transportation plan may request mileage reimbursement at the current NYS mileage rate at the time of travel. To initiate a reimbursement, complete a Voucher in the Student Engagement Office and attach a printed copy of the trip (i.e. Google Maps Directions).

Travel Defined

Travel is defined as any club or organization event or function not occurring on an MVCC or MVCC affiliated property.

Travel Meals

A travel meal allowance will be provided to students and advisors(s) for meals that occur during the time of travel.

• Breakfast – $10.00, Lunch – $15.00, Dinner – $20.00 per participant; signature required to verify receipt; no receipts required post-travel.
• If an advance recipient does not attend as planned, the allowance must be returned to Auxiliary Services within 72 hours (audited against final roster).
• Communal Meal option: Advisor may fund a communal meal via private funds (to be reimbursed) or a lump-sum cash advance. Itemized receipt and tax-exempt form required; roster signatures required.
• Meals cannot be provided to non-MVCC affiliated people, other than a guest speaker. Alcohol is not permitted regardless of legal status.
• Only meals that occur during travel are reimbursable. Departure prior to 9am does not provide breakfast and return prior to Hawk’s Nest Dining Hall closing does not provide dinner.
• It is the expectation of MVCC that if you are at a served meal, you pay a gratuity of 20%.

Travel Procedures

Initiating Travel

All travel is initiated by submitting the Event and Funding Request Form including purpose, details, expense breakdown, and supporting documents.

Travel Approval

Travel must be approved before advertising, sign-ups, or financial commitments. Approval is indicated when the request form is returned with all steps completed.

Trip Sign-Up

• Each participant must submit required forms (Travel Waiver & Release, Emergency Information, and Parental Consent if under 18).
• A Travel Roster is created listing all attendees and telephone numbers.
• Students receive a Trip Itinerary at sign-up.

Pre-Trip Requirements

• Pre-Trip Orientation covering itinerary, emergency procedures, and expectations.
• Advisor/Trip leader receives roster, emergency contacts, and participant registration forms.

Competitive Sign-Up Procedures

• Advertise a minimum of 48 hours prior; clearly identify sign-up start time and location; process must be fair.

Financial Guidelines

• Funds cannot be used until Student Congress approves the trip.
• Allowable costs: transportation, lodging, meals, registration/admission fees.
• Items not reimbursable: excess baggage, upgrades, alcohol, payment to non-businesses, included meals, incidentals, and tips other than standard 20% table service or 10% app-based ride service.
• Advisors travel at no cost when funded by student activity fees.
• International travel is not permitted with student activity funds.
• All receipts must be submitted within 10 business days of return.

Advisor & Chaperone Requirements

• Minimum of two qualified advisors or chaperone per trip; add one per 10 students over 40 (local travel exceptions may be requested).
• Advisors’ time is approved travel time; advisors are volunteers; submit Employee Travel Request to supervisor.
• Advisors must have access to student rooms for safety and conduct nightly check-ins.

Transportation & Vehicle Policy

• Only College-approved drivers may operate vehicles; seat belts required for all passengers.
• No driving between midnight and 6 a.m. without approval; rest stops every 3–4 hours.
• Personal vehicles: College not liable for accidents/damage.
• Rental or charter vehicles must meet safety standards.

Lodging & Rooming Standards

• Students and advisors cannot share rooms; room assignments should separate genders unless inclusivity accommodations are approved.
• Advisors perform nightly check-ins to confirm safety; lodging must comply with ADA accessibility standards.

Student Conduct While Traveling

• All participants are subject to the MVCC Student Code of Conduct.
• Alcohol, drugs, and weapons are prohibited.
• Follow advisor rules, event rules, and dress codes; violations may result in removal at student expense and disciplinary action.

Student Information & Safety

• Students must receive itinerary, advisor contact numbers, explanation of included/excluded costs, and emergency contact procedures.

Emergency Procedures While Traveling

• Ensure participant safety; contact local emergency services if needed.
• Notify MVCC Public Safety (315-731-5777) and Student Engagement/Dean of Student Life.
• Use Emergency-Medical Information Sheet for responders; one advisor must accompany students if transported.
• Report behavioral/legal issues to Student Engagement; manage transportation disruptions; submit written report within 24 hours.

Communication & Check-In

• Advisors carry 24/7 contact phone; daily check-ins with campus contact required on multi-day trips; provide lodging addresses, phone numbers, and full roster to Student Engagement.

Accessibility & Inclusion

• Travel must consider mobility and accessibility needs; coordinate accommodations through the Office of Accessibility Resources.

Post-Trip Reporting

• Submit financial reconciliation within 10 business days; complete Post-Trip Report; submit incident reports within 24 hours.

Risk Management & Compliance

• MVCC may cancel or modify trips due to safety, weather, or public health advisories; adhere to all relevant policies.

Policy Exceptions

• Student Congress may waive specific requirements with a 2/3 vote; waivers must be requested before advertising or sign-ups.

Use of Student Activity Fee Funds

Any student club/organization which is chartered by the Student Congress and recognized by the College may apply for funds from the Student Activity Fee. Funds allocated to clubs/organizations need authorization to be spent by Student Congress. The College must oversee expenditures by law to ensure funds are spent only in the following areas:

• Programs of cultural and educational enrichment.
• Recreational and social activities.
• Tutorial programs.
• Athletic programs, both intramural & intercollegiate.
• Student publications and other media.
• Assistance to recognized student organizations provided that the purpose and activities of the organizations are of educational, cultural, recreational or social nature.
• Insurance related to conduct these programs.
• Transportation and other student services in support of these programs.
• Administration of these programs.
• Reimbursement to student officers for services to Student Congress.
• Student services to supplement or add to those provided by the College.

Challenge or denial of expenses

If additional funding is approved, any two members of the Executive Board may, within one school day of approval, file a challenge. The Executive Board shall meet within three school days to approve or deny the funding request (not alter it). If the challenge is accepted, it returns to Student Congress for reconsideration and may pass with a 2/3 vote.

Clubs may appeal defeated funding proposals (one appeal only). The appeal must list changes or provide additional information and will be heard at the next Student Congress meeting.

If the appropriate College signatory sees cause to challenge or deny any expense on a check request, the College Student Activity Fee Troika Committee and the Vice President for Student Affairs is the court of last resort.

Volunteer or Chaperone

To ensure the safety, accountability, and integrity of all student club and organization activities, only qualified members of the MVCC community may serve as volunteers or chaperones for student-sponsored events or trips.

Policy

• Any volunteer or chaperone must be a current full-time faculty or staff member of MVCC.
• A current part-time faculty or non-student staff member may serve if they have served at least one continuous academic year and work an average of at least 20 hours per week or teach at least 6 credit hours per semester.
• Volunteers and chaperones must uphold all MVCC policies, including those related to student conduct, Title IX, risk management, and emergency procedures.
• Time spent as a volunteer or chaperone that is not directly tied to one’s role is not paid unless the employee uses accrued PTO.
• All volunteers or chaperones must be approved in advance by the Office of Student Engagement (or designee).