If your organization is in need of a little cash, there are several methods of obtaining funds at Albion College. Typically, groups receive money through fundraising efforts, dues and/or Student Senate allocations.
Student Senate Funding
Jumpin Jellybeans…they really are giving out money. Each semester Student Senate receives funding from the student activity fee assessed to all students, valued at approximately $400,000 per year. This money is then allocated to student organizations, with a large portion of the funds being committed to programs such as Union Board and other campus-wide programming initiatives. The rest of the money is for individual student group activities. If you are interested in receiving a portion of the funds for your organization, requesting money is relatively easy, just follow EACH of the steps below.
- The funding application process takes place at the beginning of each semester before allocations are distributed. (Watch for notifications in your student organization mailbox.)
- Before an organization may apply for funding, a student representative from the organization MUST attend a funding workshop These workshops provide organizations with funding guidelines, new updates on procedures, and important deadlines. There are several workshops offered at the start of each semester. If any group fails to attend workshop it will be ineligible for Senate funding for the current semester.
- The organization’s representative attending the funding workshop will receive all the information necessary for submitting a Senate grant proposal. When writing a grant proposal, S.A.F. Senate guidelines should be followed as to what is fundable and what is not fundable. (Available on Senate website) It is strongly encouraged that the student who will be responsible for overseeing the organization’s money put the proposal together.
- After submitting a complete Senate grant proposal, the group may be asked to attend a short hearing on its proposal. At this time the Senate Appropriations Committee will ask any clarifying questions they have about the group’s budget.
- Once an organization receives funding, it is responsible for keeping track of all expenditures and submitting all receipts for the entire funding amount at the time the request is made, or within one week after the organization receives the money.
- The Student Senate holds all allocated funds until the organization requests the use of those funds. To receive allocated funds, an organization must fill out a short request form and return it to the Student Senate mailbox, which is located outside of the Student Senate office. The Student Appropriations Committee will issue a check for the amount requested.
- Any organization with Student Senate funding allocated for one particular item or event may request to use those monies for another item or event by filling out a line item change form, which is located outside of the Student Senate office. The Appropriations Committee will review the request and either grant or deny the change. Please allow two weeks for the change.
"Show me the money!" There have been many successful fundraising activities on Albion’s campus and the key to their success is always creativity. If interested in organizing an event, here are some fun ideas:
Halloween Pumpkin Sale
Ice Cream Social
Used Book Sale
Finals Care Packages
Fundraising efforts are coordinated through the Office of Institutional Advancement. Any group planning to do a fundraising project must submit a Request of Fundraising Activity Form to Institutional Advancement. For more information and exceptions to this rule please visit the Organizational and Departmental Fundraising Website.
Note on Solicitation:
Limited sales and soliciting by College-recognized organizations for the purpose of fundraising and/or contributing to a group’s community service project is allowed. All sales and solicitation must be sponsored by a recognized student organization or department. In order to obtain the privilege of on-campus sales, the organization should contact Karen Hiatt in the Kellogg Center at
. Reservation requests must be submitted at least 5 days before the event. Door to door solicitation is prohibited. Solicitation done at athletic events cannot conflict with College-sponsored vendors and activities and must be approved by the Athletic Director. Food cannot be sold in Baldwin Hall except by Dining Services. Credit Card solicitation is also not permitted on campus. Violation of these policies will result in denial of this privilege for future events.
Dues and Fees
Dues or fees charged to members should be set fairly and must not be used to discriminate against students in any manner that would violate the College’s non-discrimination policy.
Admission charged at events is an excellent way to cover event expenses. However, events designed to raise funds are often financially risky. It is recommended that you discuss plans for such events with your organization’s advisor or a staff member in CPO before you begin planning such an event.
Checking accounts are a good method of accounting for student organization funds because they create records of all transactions. It is recommended that organizations obtain an independent checking account for all monies collected for the organization outside of Student Senate funding. All accounts must be placed in the organizations name, which can be done with a tax identification number, and should require two signatures (officer and advisor) on each check. It is not recommended that an organization get an ATM card because there is no way of knowing who obtained the cash and how it was spent.
Tax Identification Number
All student organizations should obtain a tax identification number (TIN) for banking purposes. If the group is not sure if they have a TIN, call the bank and ask if they have one registered. The only other way to have a bank account opened without a TIN is if the organization is using a member of the organization’s social security number. The last option is not advisable because the member can be taxed for the interest obtained on the account. The form (SS-4) and instructions to fill it out may be picked up at the CPO Office. Once the form is filled out the TIN can be given over the phone. If assistance is needed with the TIN, please contact the CPO Office.
Academic Clubs and Organizations
For good times with a smart purpose.
Prepare for a career in accounting, and then network with reps from firms all over Michigan at our annual Spring Banquet. We meet regularly for discussions relevant to our field, so you’ll be ready to make intelligent, meaningful contributions. Learn more
We’re devoted to the visual arts. Actively. We get together regularly to make art and to learn from visiting artists—we often bring them in for lectures. And each semester, you can join us for off-campus trips to art galleries, museums, and more.
Sure, we look at the skies a lot. But it’s not all star parties and dome events (that’s where we use the telescope in the Observatory). You can also join us for movie nights, guest speakers, and trips to planetariums and other observatories. And you don’t have to know anything about stars to sign up.
Athletic Training Club
Our mission is to further the educational experience of members who are interested in the field of Athletic Training. We support members by providing opportunities for out of the classroom experiences that further their education in the discipline of Athletic Training. We also seek to educate the general public on the purpose of a Certified Athletic Trainer and promote possible career opportunities that exist for individuals in the field of study. We also seek to utilize the skills and knowledge of our membership to promote wellness in the Albion College and city communities.
Delta Sigma Pi
Be a part of a professional fraternity known nationwide for how it enhances the college experience. You’ll benefit from scholarship, socializing, and links to the commercial world. We also emphasize research and practice, because we’re always working toward a higher standard of commercial ethics and culture, and the civic and commercial welfare of the community.
Ethnic Studies Scholars
If you’re passionate about ethnic studies, we’d love to have you check us out. We’re an intellectual group, dedicated to the pursuit of knowledge in our field. You’ll enjoy smart conversations with like-minded individuals, along with support for your academic achievement, research, and productivity.
We bring together students who are interested in geology for field trips (we like to learn in the field) and social events (we also like to socialize). You’ll also have a chance to give back to our community and spread the word about geology by visiting local elementary schools for educational outreach.
Learning about stock selection methods can be fun. And profitable. In 2012, we managed around $20,000. All of our profits are "rolled over" to establish a scholarship fund for economics and management majors. Besides meetings, we also take an annual trip to Chicago to visit investment firms and exchanges. All majors are welcome.
We like to take it further. So we practice macroeconomics outside the classroom, participating in things like group research on monetary policy. (Wow.) Academic readings and professional guidance are also part of our program, so if you’re driven and ready to learn, we’re for you.
We’re a chapter of the American Marketing Association—and we’re your link to faculty and business people who can help you prepare for a career in marketing. You’ll build valuable relationships and deepen your understanding of the field.
Model United Nations
We’re open to all students, and we like to travel. (Recently, it’s been to Chicago, Toronto, Montreal, Philadelphia, and Athens.) There is no better way to learn about issues in international affairs than through UN simulations with other colleges and universities. That’s what we’re all about.
The club’s purpose is to provide programs that educate members about the field of dentistry and to allow members to network with each other regarding the dental school application process.
The purpose of the Albion College Pre-Veterinary Club is to provide programs that educate members about the field of veterinary medicine and to allow members to network with each other regarding the school of veterinary medicine application process.
Guidelines for Writing a Constitution
Guidelines for Writing a Constitution
The constitution of an organization contains the fundamental principles that govern its operation. At minimum, the constitution for an organization should include the organization’s purpose, membership & leadership selection process, and the provision for at least one faculty or administration advisor. Some organizations also create by-laws to outline specific rules of governance by which the group is to function.
The constitution should be written in a language that is easy to interpret by all members of the organization and should be consistent with the needs of the group. If writing by-laws, make sure that they are carefully formulated, clearly worded, and contain a process by which they can be easily amended.
The following outline should be of great help when preparing a constitution and, if needed, by-laws.
Name of organization and any affiliations.
Purpose of the organization. Organizations should take care to include a complete statement of purpose. Programs sponsored by the organization will be expected to be consistent with the organization’s stated objective.
Membership (qualifications, types). Voting membership should be defined as limited to currently enrolled Albion College students. No student organization which categorically denies membership because of sexual orientation, race, color, national origin, religion, sex, age, or disability will be registered. (Exemption: social fraternities and sororities are exempt by law from the discrimination based gender requirement.)
Officers (titles of officers, terms of office, how officers are selected, and duties). Organizations should have necessary officers to conduct their activities. Be cautious not to create unnecessary officers.
Meetings (regular, special, quorum). It is best to establish only the minimum number required and the approximate time of year in order to avoid creating requirements impossible tofulfill. Additional meetings can always be held. The quorum necessary to conduct official business should be defined.
Advisor (term of service/selection). Each organization must have an advisor from the College faculty or administration/professional staff.
Standing committees (if needed). List names and general duties of standing committees.
Executive Board (if needed). Provide for such a board, how it is selected, and its responsibilities.
Parliamentary authority. The usual statement reads: “The rules contained in Roberts’ Rules of Order revised shall govern this organization in all cases to which they are applicable unless they are inconsistent with the constitution, by-laws and special rules of the organization.
Method of amending constitution (methods of proposal, notice, voting requirements. Generally, proposed amendments are not acted upon immediately and require a majority of 2/3 or 3/4 of those voting or of total membership to be adopted.
An organization need not have by-laws separate from the constitution. Items covered in by-laws by the organization might be covered in the constitution of the organization. On the other hand, by-laws are sometimes desirable since by-laws usually contain more details and are more easily amended than the constitution. They are, however, more permanent than passing a motion at a meeting.
By-laws cannot run contrary to the constitution. Possible topics for by-laws include:
- Membership (selection requirements, resignation, replacement,dropping members)
- Dues (amount and collection procedures, special fees, when payable)
- Duties of officers (power, responsibilities, rules for election, procedures for filling un-expired terms, removal from office)
- Election rules and procedures
- Duties of advisor
- Executive Board (composition, powers)
- Committees (standing, special, formation, chairpersons, meetings, function)
- Order of business and rules about conducting business
- Amendment (means of proposals, notice required, voting requirements)
Albion College Statement of Non-Discrimination
Albion College is committed to a policy of equal opportunity and non-discrimination on the basis of sexual orientation and of race, color, national origin, religion, sex, age or disability, as protected by law, in all educational programs and activities, admission of students, and conditions of employment.
Organizational & Personal Liability
Advisors and organizational officers occasionally express concern about personal liability for organization related activities. There are few hard and fast rules concerning liability, but the following may be helpful as a general guideline.
Organization members, officers and advisors are subject to the same criminal statutes that govern behavior generally in society. Violation of these laws may result in criminal liability.
Organizational officers, members, and advisors may be civilly liable for harm resulting from either dangerous organizational activities or those that create an unreasonable risk of injury. All persons involved in organizations are advised to plan activities carefully, comply with all laws (including those related to the sale or consumption of alcohol and the use of vehicles and other equipment) and to neither endorse nor participate in activities that could result in injury to participants, bystanders, or property. Participants safety is the number one concern when planning activities.
Organization officers and advisors may to some degree limit their liability and protect themselves by the use of “Waiver of Liability” statements signed by activity participants. (forms are available in CPO)
Additional information is available in the student handbook and the Office of Campus Programs and Organizations.
Conflict of Interest
If you are the treasurer of a group that reports to a second organization/group that oversees the financial operations of the initial group, you may not simultaneously hold the position of President, Treasurer, or Chief Financial Officer in the second monitoring group.
What NOT to Do
Okay, so you have recruited some new members into your organization, now the task is to make them want to stay. Having new members do meaningless, and sometimes humiliating stunts or projects does nothing to build the ties of friendship and commitment. Acts such as these are considered hazing and can lead to a lot of trouble for your organization. Albion College explicitly prohibits hazing of any form and outlines specific guidelines about hazing in the student handbook.
Overnight Travel Policy
All organizations planning overnight off-campus trips are required to provide the information listed below to the Campus Safety Office before leaving campus.
- A detailed travel itinerary.
- Travel roster with emergency contacts.
- Signed activity statement of responsibility and release form for each person traveling.
The necessary forms are available in the Office of Campus Programs and Organizations and here.
All individual participants must travel with proof of personal health insurance.
At least one person on the trip must have a cell phone available in the event of an emergency.
Note: Non-College sanctioned trips for extra-curricular activities should be planned on weekends instead of class days. Students traveling with groups in organizations that schedule trips while classes are in session are not automatically excused from classes. Each student on a trip may request prior approval from his/her faculty members to be excused from class and to be allowed to make up any missed assignments or work. This approval may or may not be granted.
The Student Affairs staff member, office, or student organization advisor must check with the U.S. Department of State Travel Advisory prior to organizing or scheduling student group international travel. If travel is restricted by the State Department, the Student Affairs staff member, office, or student organization advisor must check other appropriate country travel advisories, check "on-the-ground" contacts, and then consult with the vice president for student affairs for approval. Approval is subject to cancellation at a later date if travel is deemed inadvisable.
All Albion students traveling outside of the United States on an overnight trip must purchase Study Abroad Medical Insurance through Albion College. To purchase this insurance, contact the Business Office.
A contract in its simplest form is a promise. The legal requirements of a valid contract include the offer, the acceptance, and the money or mutual promises between the parties.
Recognized student organizations are encouraged to use contracts when purchasing goods and services. A contract is a legally binding document, therefore, you should use extreme care in negotiating. Always review carefully the entire written document prior to signing to ensure that the terms are what you agreed upon. Until a contract is signed, all items remain negotiable. The contract should be in the organization’s name and a signature should be required from a representative of the organization. As a general rule, student organizations are not authorized to enter contracts in the name of or on behalf of Albion College; it’s faculty, staff, or employees. Exceptions to that rule exist for organizations that receive direct advisement from the Campus Programs and Organizations office (i.e. Union Board, IFC, SVB) and some Liberal Arts at Play Programs. If you are unsure if your organization is included in this category, contact the Campus Programs and Organizations Office. Regardless, members of the Campus Programs and Organizations staff are available to help provide advice and assistance to all registered student groups. Contracts entered into in the name of Albion College and that also involve excessively large financial commitments may require the signature of the Vice President for Finance and Management.
Contracts should be utilized for:
- Speakers, entertainment and movies.
- Purchase of goods and services.
- Exchange of services for goods (i.e., advertising by organization in exchange for a prize to give away).
- Purchases for resale (i.e., buying plants to sell during a campus plant sale).
A basic contract should include:
- Names of both parties involved.
- Place where contract is made (usually Albion).
- Specific statement of agreements of both parties involved.
- Agreed upon exchange or consideration (usually the purchase price) and when payable.
- Statement indicating what will happen should either party fail to do as agreed.
- Statement explaining how the contract may be modified or cancelled.
- Signature of both parties and date.
Contracts do not have to be notarized to be valid.
Non-legal assistance in creating contracts, or in reviewing contacts which your organization is asked to sign, may be obtained in the Office of Campus Programs and Organizations.
Gaining Recognition (As easy as 1..2..3..)
Interested in forming a new organization at Albion College? To exist as a club or organization at Albion, every student organization must first go through a formal recognition process. The recognition process involves three easy steps…
- Register with the CPO office by submitting a current organization registration card, membership roster, constitution, and by-laws. This allows the group to enter a probationary period during which they are considered an “Interest Group” and are able to solicit membership and have introductory meetings.
- Petition for a recommendation of recognition from Student Senate. This involves a presentation of the group’s constitution and a question-and-answer period with the full Senate. (A recommendation from Student Senate is necessary for the official recognition and authorization of the new organization.)
- Formal recognition by the Vice President for Student Affairs and Dean of Students.
Note: The recognition and activity of organizations are subject to periodic reviews by the CPO office and Student Senate.
Once recognized, all student organizations must register each fall (and when new officers are elected) with the Office of Campus Programs and Organizations. An organization is considered registered after completing the following
- All organizations must fill out a registration card and agree to a policy of non-discrimination on the basis of any characteristic protected by law.
- Membership rosters must be completed at the beginning of each semester and submitted to CPO for student activities data collection.
- Each group must submit an up-to-date constitution and by-laws every two years stating the purpose of the group, requirements for membership and method of officer selection.
Registration materials are available in the CPO office.
There are a lot of great reasons to be a registered organization at Albion College such as …
- Free PR- See your organization’s name highlighted across campus and in the infamous publication “Getting Connected”.
- Because it really is about “Who” you know - Recruitment is a lot easier when you have staff referring students to your organization.
- $$$ Who wants it? - Become eligible to receive funds from Student Activities Fees.
- Make your mark! - We keep records of all registered organizations and members.
- You’ve got mail -A mailbox for your organization located at CPO.
- Cyber Connections- lets get linked. Got an organization website? All organizations are eligible to receive free web space.
- You’re Invited -To exclusive campus events, programs and other cool stuff.
- Cool cars and exciting adventures -Eligible to apply to use college vans for organization trips.
- Use of the College name.
The following is a list of several services offered to all registered student organizations.
Looking for some new ideas? Feeling like your organization is in a rut? The CPO staff is available to help your organization reach its full potential. Whether you are in need of support on a project or consultation about organizational membership, the staff can provide assistance.
Helping others always feels so good. If your student organization is lacking commitment and teamwork, consider involving them in a service project. Service projects can help build a group’s confidence and to develop interconnectedness with the community. Each semester student groups at Albion participate in a wide variety of service projects within the campus and the greater Albion community. If interested in service, contact Reverend Daniel McQuown, Community Service Coordinator, at extension 0492. He will be more than willing to work with your group to find a service project that will benefit your organization and assist in developing a proper method for processing the experience.
Lots O’ Learnin’
Want to learn some new tricks of the trade? CPO maintains a leadership resource library with books, activities, exercises, and other fun stuff. Thinking about planning a retreat? Take the guesswork out of it and come look through the many resources that are on file. Information is available to anyone looking to develop or improve a student organization.
Cruisin’ in Style
Well, we are plum out of BMW’s and Lincolns, but how about a nice Chevy Van? That’s right, college vans can be reserved by organizations for group outings at a bargain price of 55 cents per mile. There is just one minor stipulation, all drivers must be college-approved. Instructions for gaining approval are located on the Department of Campus Safety website. Just make sure that you plan ahead because the approval process takes approximately 3 weeks for Michigan drivers and even longer for out of state drivers. Last, if everyone in your group seems to have a colorful driving record and approval is out of the question, visit the CPO office to review a current list of all approved drivers at the college.
You like computers? We have computers. If you are in need of using a computer to work on a flyer or a color scanner to scan in a picture of a speaker that you are bringing to campus, CPO has the equipment for you. All student groups are welcome to use the computers as long as usage is restricted to work on student organization projects. (i.e., finals projects don’t count)
And just when you thought it does not get any better than this…we have web space. That is right, if your organization does not have a web site, we can work with you to get space on the Albion server and then once created, the CPO office will link up to your organization’s site. What a cool way to advertise your organization. Isn’t technology grand?
Need to produce copies of a meeting agenda in a short period of time? A copy machine is available in CPO for organization use. The cost is only 5 cents per copy and don’t worry about having exact change because all groups may open a charge account. Groups are billed each month for copies made in CPO and are expected to make prompt payments. If you snooze on paying a bill, your group will automatically lose all copy privileges.
Last, if you are interested in making large quantity copies (i.e., more than 100), we encourage you to use Office Max IMPRESS.
Sometimes more is better. If you are looking for a cheap place to make several copies of those great flyers you just made advertising your organization or the table tents that will grab everyone’s attention, Office Max IMPRESS is definitely the place for you, we have a contract with Office Max to provide digital printing services. Please click here for more info: Albion College and IMPRESS
Listed below are the approximate numbers of copies to make for campus distributions:
- All Students-2000
- Faculty and Administrative Staff-250
- All faculty and All Staff-450
- Kellogg Center Tables-50
- Organization Boxes-123
- Residential Life Bulletin Boards 80
You’ve Got Mail…
Yes, the rumor is true, each registered student organization has a mailbox located in the CPO Office. Many important flyers (such as funding deadlines) are placed in these boxes. There are no prizes given for the organization that collects the most mail, so make sure that you check your mailbox frequently as boxes tend to fill up within a very short period of time.
If you are looking for a space for your organization to call home, the Kellogg Center may be just the place to lay your welcome mat. Each year organizations have the opportunity to apply for office and storage space in the KC. The process of allocating space begins around March for the following academic year. A group of cool cats, comprised of the Assistant Director for the Kellogg Center, the Director for the Campus Programs and Organizations Office, the Kellogg Center student staff, and a representative of the Student Senate meet to determine the allocation of space to student organizations that have applied. (Hint: This means that March is always a good month to show your gratitude to members of the KC/CPO staff and candy is a good place to start.) The group tries their best to assign space based on organization needs and of course reserves the right to take space away from groups who are not properly utilizing the allocated space. In other words, “Use it or lose it”.
Code Word “Golden”
No, we don’t have a high tech voice identity system in place to gain entry in to your student organization space, but we do have a system for key check- out that is easy enough for anyone to follow. First, keys are always available at the Kellogg Center Information Desk for check out to gain access to your organization’s space. It is the responsibility of each student organization to provide the Kellogg Center staff with a list of members that are approved to have access to your space. It is as simple as this, make the list and you get in. This won’t be the first time at Albion you need to be on a list to gain entry in to places, so best learn the system now.
Access to office and storage space is available during regular operating hours of the Kellogg Center: Monday - Friday 7:00 a.m. - 1:00 a.m., Saturday 8:00 a.m. - 1:00 a.m., Sunday 9:00 a.m. - 1:00 a.m.