Support

Student Organization - Travel Policy

All organizations planning overnight off-campus trips or trips over 100 miles away are required to provide the following information listed below to the Campus Safety Office before leaving campus:

  1. A detailed travel itinerary.
  2. Travel roster with emergency contacts.
  3. Signed activity statement of responsibility and release form for each person traveling.

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. Upon return we ask that you call Campus Safety to let them know you have arrived back to campus safely.

It is recommended that a Albion College faculty or staff member attend trips of this nature.

Note: Non-College sanctioned trips for extra-curricular activities should be planned on weekends instead of class days. Students traveling with groups and 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 member 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.

International Travel

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.

Albion students traveling outside of the United States are provided with additional insurance at no additional cost. However, student(s) and/or student groups should pick up international insurance information from the Business Office to carry with them during the trip. The Business Office is located on the 2nd Floor of the Ferguson Building.

Download Travel Forms

Any questions regarding travel policies should be directed to the Office of Campus Programs and Organizations at 517/629-0433.

Policies

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.

Constitution

Article I
Name of organization and any affiliations.

Article II
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.

Article III
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.)

Article IV
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.

Article V
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.

Article VI
Advisor (term of service/selection). Each organization must have an advisor from the College faculty or administration/professional staff.

Article VII
Standing committees (if needed). List names and general duties of standing committees.

Article VIII
Executive Board (if needed). Provide for such a board, how it is selected, and its responsibilities.

Article IX
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.

Article X
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.

By-Laws

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 or trips 100 miles away are required to provide the information listed below to the Campus Safety Office before leaving campus.

  1. A detailed travel itinerary.
  2. Travel roster with emergency contacts.
  3. 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.

International Travel

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.

Additional information about student travel is available in the Student Handbook.

Negotiating Contracts

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.

Student Government

Interfraternity Council

Interfraternity Council is the governing body for the fraternity community. IFC promotes only the highest standards and interests concerning the fraternity community. IFC consistently educates the fraternities about the problems that face us today. IFC constantly promotes accomplishments in scholarship, community involvement, and other acts of achievement. Lastly, IFC tries to reach the highest level of standards possible. IFC consists of six executive board members, a chapter representative and the five chapter presidents.

International House Council

I-House Council, the governing  and programming body for the living community for students studying Modern Languages and comprises elected officers, Native Speakers, Language Liaisons and Resident Advisors. Bi-weekly House activities are planned in an effort to enhance community among the individual Language Houses to promote awareness of world cultures. Examples of I-House programs include guest speakers, supporting French, German, Spanish and International Dinners and Latin Dancing.

Panhellenic Council

Panhellenic Council consists of two representatives from each of the six sororities on campus. It provides a sounding board where the thoughts and concerns of the individual chapters and women can be expressed. The Panhellenic Council also provides the basis for the promotion of service, scholarship, and leadership, as well as better relations with faculty, staff, non-Greek students, and the Albion community.

Student Senate

Student Senate is the primary student governance organization at Albion College. Our essential philosophy, as defined in our constitution, is "promotion of the welfare, protection of the rights, and representation of the opinions of the students of Albion College in a way consistent with basic principles of republican government and liberal arts education."

Student Senate receives and distributes the student activity fee for all student organizations including Union Board, Sports Clubs, and Student Volunteer Bureau. We also created and operate the Book Co-op. We have a direct voice in both the tenure of faculty and the new Student Center. In addition, each Senator works individually on projects or campus issues of specific interest. We meet every Monday at 9:00 in Gerstacker Commons in the Kellogg Center.

OfficeMax ImPress

OfficeMax ImPress
1515 Boardman Road
Jackson, MI 49202
517/789-7522 p
517/789-7559 f

Student Organization Instructions

  1. Complete order form: be detailed with your directions for the copies that you need.
    1. xls Download the form.
  2. Email order form to .
  3. In the “Organization Copy Code” line put your four digit copy code (the same code your organization uses for the CPO copier).
  4. Completed jobs will be placed on the bookshelf outside of the CPO office (3rd Floor KC).  The person who submitted the print job will also be emailed and instructed their print job is available to be picked up. 

Additional Information:

  • You can email jobs 24/7 to IMPRESS.
  • If you can not email the job, IMPRESS can pick up a job any week day.
  • Prints are 3 cents per imprint on standard paper. Copies on Astrobright Paper is 5 cents per imprint.
  • Special jobs with cutting, stapling, folding and other requirements please call for quotes.
  • Any type of questions about a job or costs please call or email IMPRESS.
  • In CPO is a list of paper types, colors, weights and samples.
  • Jobs typically take 48 hours to be completed and allow 1-2 days for delivery.
  • IMPRESS jobs will be billed just like copies from CPO in a monthly invoice in your student organization mailbox.

If you need additional help please contact the Campus Programs and Organizations Office at 517/629-0433.

Clubs and Recreational Sports

Ski & Snowboard Club is an option at Albion CollegeLike sports? Join the club. Plenty to choose from.

Canoe Club

The Canoe Club has taken two trips a year since 1997, and we’re open to anyone with an interest—no skills required. (But be ready for an adventure.) In the fall, we head to North Carolina to compete in a triathlon. Yep, that’s a five-kilometer run, a one-mile swim, and a ten-mile canoe. And in the spring, we usually go whitewater rafting. We also volunteer regularly to clean up the banks of the Kalamazoo River throughout the city of Albion.

Albion College Cheerleaders

We promote school spirit, performing at varsity games and generally encouraging good sportsmanship on campus. The Albion College Cheer Team (ACC) is a club sport organization open to both men and women who want to support varsity athletic teams at Albion (and have a great time).

Equestrian Club

Interested in horses? Then you're in. The Albion College Equestrian Club is an organization open to the entire campus community, so you don't have to own a horse or even ride. Our group has two facets: a recreational club for members who don't wish to compete at the intercollegiate level, and three equestrian teams that compete in hunt seat, western, and dressage. One of the functions of the Club is to help fund the western and dressage teams, which are both considered club sports.

Frisbee and Disc Golf Club

Play, compete, and learn Frisbee and other disc sports. We’re a recreational club, and we welcome new members. You can compete if you like—competitions may include Ultimate Frisbee games or disc golf matches.

Hockey Club

Want to play against other local clubs, colleges, and universities? Hockey Club is where it happens. We’re a group of Albion College students who come together for love of the sport, and we regularly compete.

Karate Club

Martial arts. Self-defense training. And sexual assault resistance training. We cover all these things. We also provide competition-based training, and our members can go on to compete in martial arts tournaments. Visit our website

Intramural, Recreational, and Club Sports

Looking for intramural instead of rec sports? Albion has a wide range—everything from basketball to dodgeball to canoeing to Ultimate Frisbee. Find intramural sports here.

Ski & Snowboard Club

We’re focused on making skiing and snowboarding affordable. We also have a great time together on the slopes. Visit our website

Water Polo Club

We’re a coed club with a focus on teaching you the sport. Some teams train for competition through tournaments and games, and everyone has a great time in the water.

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