How to Start a Club or Organization
Any group of students interested in forming a new organization (club, publication) on campus should first check here to see if a similar organization exists. If not, then the group meets with the Molloy Student Government (M.S.G.) Student Activities Coordinator to familiarize themselves with new student organization application procedures. The group must complete, sign and submit the following typed documents:
- Application for recognition
- Signed advisor agreement
- Roster of prospective membership
- Constitution (hard copy and electronic copy)
The application will be reviewed by the M.S.G. Student Activities Coordinator to determine that:
- There is the designated minimum number of members, all of whom must be Molloy College students in good standing with at least a 2.0 G.P.A. and not on academic or disciplinary probation.
- The student organization has clearly stated its name, all affiliations (local, state and national) and the purpose for which it is being formed.
- The student organization does not duplicate the purpose of an established Molloy College registered student organization.
- The mission of the student organization is consistent with the purpose, regulations and policies of Molloy College.
- The student organization does not engage in discriminatory membership.
- The student organization will have a faculty or professional staff advisor who is a member of the full-time faculty or staff of Molloy College.
- The student organization will keep on file with the Molloy Student Government and Office of Student Affairs/Campus Life a current roster of members and officers, and a constitution.
- Obtain and complete the forms in the New Student Organization Start-up Packet which should include the following: Recognition application, sample constitution, interest/member list and advisor agreement.
- Meet with designated official from the Molloy Student Government.
- The M.S.G. Student Activities Coordinator will notify the primary contact from the group of the recognition status. Once the review is complete, the M.S.G. Student Activities Coordinator presents the petition to the Molloy Student Government. (It is advisable that the officers pro tem be present at the meeting.)
- Provisional status is granted by Molloy Student Government (M.S.G.) for one year from the date of the M.S.G. meeting provided the student organization does not duplicate any other organization and is not contrary to the Mission of the College.
- During the provision year, all funds raised by the organization are turned over to the M.S.G. treasurer and placed in a "holding" account.
- At the termination of one year, the provisional organization shall present its constitution, roster of members, officers, proposed budget and a brief statement of its activities to the M.S.G. Student Activities Coordinator. M.S.G. shall review the organization's standing, contributions and constitution so as to approve or reject the organization.
- If approved, the group assumes the status of recognized campus organization. Its constitution, roster of members, officers and advisor(s) are registered with the M.S.A. student activities coordinator and Office of Student Affairs/Campus Life. All monies of the organization are transferred as profits to a club account by the M.S.G. treasurer. A budget will be allotted by the budget committee.Note: If a student organization fails to comply with the Office of Student Affair/Campus Life and/or college policy and procedures, it may be placed on probation, denied renewal of recognition, or it may suffer revocation of privileges.
ARTICLE I (Name): The name of this organization shall be...
ARTICLE II (Purpose): The purpose of this organization shall be (short explanation as to why the group was established)...
ARTICLE III (Goals): State what the organization intends to accomplish.
ARTICLE IV (Membership): The membership of this organization shall consist of the following: (Generally, membership should be regular membership, open to all registered undergraduate students attending full-time. Membership may not be denied on the basis of race, color, religion, sex, sexual orientation, age, national/ethnic origin, physical disability, or status as a disabled or Vietnam-era veteran).
ARTICLE V (Governance): The organization shall have the following duties and responsibilities: (List the officers, usually president, vice-president, treasurer, and one or more secretaries)...
ARTICLE VI (Duties of the Officers): The officers shall have the following duties and responsibilities: (List the responsibilities of each officer mentioned above. The President and Treasurer are usually the only officers with signatory power over the organization's treasury. Also include role of the advisor)...
ARTICLE VII (Standing Committees): The following shall be standing committees of this organization: (List any committees and their responsibilities that may be appropriate for this organization)...
ARTICLE VIII (Meetings): This section should designate the number or schedule of regular meetings. Specify how many meetings must take place and how special meetings may be called. Also include a provision for some accepted rules of order or parliamentary manual, such as "Robert's Rules of Order".
ARTICLE IX (Elections): Specify whether the officers are to be elected by majority vote or other means; also specify who may vote and what special qualification each officer must fulfill to be elected. State when elections are to be held and what positions will be elected.
ARTICLE X (Removal and Succession of Officers): Specify the reasons for which an officer may be removed from office; also indicate what percentage of the membership must approve a motion to remove an officer and how much notice must be given to the membership before such a vote is taken. The order of succession and procedures for filling vacancies should be specified here.
ARTICLE XI (Amendments): Specify how the constitution may be amended. Include what percentage of the membership must approve the amendment and how much notice must be given to the membership for consideration of the amendment.
Copies of the constitution should be submitted to the appropriate governing body.
Responsibilities of the Executive Board
Having familiarized yourself with your organization's constitution, you should be aware of the specific responsibilities incumbent upon your position. Of particular mention, is the G.P.A. requirement needed to assume leadership of and retain membership in student organizations. You should always be attentive to your academic average and that of your membership.
Duties of the President
Reside at all meetings of the organization and:
- Know the proper procedure for conducting a meeting
- Be impartial. Avoid expressing personal opinions
- Have a knowledge of parliamentary procedure
- Prepare an agenda for each meeting
- Check the minutes of the preceding meeting to make certain that you have not forgotten important business that should be discussed again or finished
- Begin and end meetings in a timely manner.
- Attend or send his/her representative to all meetings called by the M.S.G. student activities coordinator each semester.
- Understand and follow the constitution and by-laws.
- Set an example for your organization in fairness, courtesy and obedience to rules.
- Represent your organization or see that an individual is appointed to represent your organization at all campus meetings where representation is requested.
- Carry out the organization's decisions and wishes even though you may not personally agree completely with the decisions reached.
- Be familiar with all pertinent college policies and regulations and see that they are followed at all meetings and activities of your organization.
- Keep your advisor informed of all meetings. Make certain that he/she is invited to all meetings and be certain that he/she is consulted before making plans for special meetings and events. (Molloy College expects and requires that your advisor attend all organizational activities).
- Know the duties of the other officers and help them in carrying them out.
- See that a calendar is prepared for the semester's activities early in the semester. Each organization should have a project or goal for the semester.
- Call regular executive committee meetings and check with your advisor before each regular meeting. Your advisor should attend the executive committee meetings (which should include all officers).
- Appoint committees to assist in getting things done; to help spread the burden of work and to give others an opportunity to participate.
- Do not try to do all the work yourself. A good president assigns responsibilities to others. It is his/her role to follow-up and check to be sure all the work is getting accomplished. Total participation of all members makes for a strong organization.
- Develop the habit of writing things down that you have to do before the next meeting. Trusting your memory is a poor substitute for having a notebook.
- Provide for orderly elections.
- Consult with advisor.
- Act as secretary and/or treasurer in the event that one is not elected.
Duties of the Vice President
- Assume the duties of the president when the president is unable to carry out his/her duties for any reason. The vice president must be familiar with all of the duties of the president.
- Be ready to assist the president in any way possible.
- Assume and carry out all special duties that may be assigned to you by the constitution, the president, executive committee, or members.
- Attend all executive committee meetings and meetings of the organization. Serve as an ex-officio member of all committees.
- Know and understand your organization's constitution and by-laws.
Duties of the Treasurer
- The treasurer is responsible for all funds of the organization. If the organization is M.S.G.-funded, the treasurer along with the advisor are responsible for all expenditures.
- Prepare a budget and have it approved by the organization's executive committee and membership.
- Submit a tentative budget for the following year at the designated time in the spring semester to the M.S.G. student activities coordinator and Office of Student Affairs.
- Make certain the organization expends money in keeping with the approved budget and within the financial operating procedures.
- Make a treasurer's report at each business meeting.
- See that all bills are promptly paid.
- Keep a record of all money handled, both incoming and outgoing, and indicate purposes for which the money was disbursed.
- Have records available and in a condition for examination at any time.
- Attend mandatory meetings called by the M.S.G. treasurer when necessary.
Duties of the Secretary
- The president depends upon the secretary for information of an official nature which can be found in the records of the organization.
- The secretary is the custodian of the permanent records of the organization and they must be kept in a complete and accurate manner.
A suggested outline follows
a. Give the hour, day, month, place of meeting and name of presiding officer.
b. State whether the minutes of the last meeting were:
1. approved as read
2. approved as corrected (if there were corrections, list them.)
c. Give a statement concerning all reports read and the action taken on them.
d. Record items discussed under old business.
e. Record items discussed under new business.
f. Each motion, whether approved or not, should be included either under "old" or "new" business.
g. State the time of adjournment of the meeting.
h. Sign the minutes.
3. Read minutes and correspondence clearly and sufficiently loudly so that everyone at the meeting can hear them.
4. Be able to produce quickly the minutes of the preceding meetings and find items of information quickly.
5. Keep an accurate and up-to-date list of members, their addresses and telephone numbers, and record their attendance at each meeting.
6. Keep in the secretary's notebook a copy of the constitution and by-laws and have it available for easy reference during meetings.
7. Keep a copy of all reports presented to the organization by committees or officers.
8. Take motions down accurately and be prepared to read them back almost immediately.
9. Be responsible for all organizational correspondence.
10. Act as secretary for the organization as a whole. Officers and chairpersons of committees are responsible for correspondence as it relates to their duties.
11. Submit a calendar of anticipated events and clear all proposed events and functions with the Office of Student Affairs.
12. Submit to the M.S.G. student activities coordinator a progress report at the end of each semester.
Responsibilities to Molloy College
Your organization also has responsibilities to Molloy College. The following is a sample of what is required of each organization recognized by Molloy College:
- All organizations must recognize and adhere to the principles of their approved constitution. This includes, but is not limited to, fulfilling the mission of the organization as set forth in its constitution. The mission of the organization must remain clear in the minds of its leaders as well as general membership and all endeavors in the name of the organization should be made in this regard.
- It is the responsibility of the organization's leadership to ensure that close contact is maintained with the advisor. Failure to keep the advisor abreast of all activities of the organization is a serious violation of policy.
- The president or representative must attend all meetings called by the M.S.G. student activities coordinator, M.S.G. president and/or the Office of Student Affairs/Campus Life.
- Your organization must adhere to all policies and protocols as set forth by Molloy student government as well as those set forth by the Office of Student Affairs/Campus Life.
- Members of every organization must plan for their participation in the "Mary E. Lilly Awards Night."
- If there are any changes in the leadership of your organization, the Molloy student government and Office of Student Affairs/Campus Life must be immediately notified, by completing a leadership contact change form.
- All organizations must appreciate the need to preserve the academic average of its membership.
- All financial transactions must be maintained according to policies governing your organization.
- Minutes of every business meeting are posted on the organization's bulletin board, and submitted to the M.S.G. student activities coordinator and the Office of Student Affairs/Campus Life.
- All events and fund-raising activities must have prior approval from the Office of Student Affairs.
- An organization must advise the M.S.G. student activities coordinator and the student body of any event at least two weeks in advance.
- Requisitions of all necessary items and/or rooms for an event are made through the Office of Student Affairs/Campus Life.
- Toward the end of the spring semester, every organization must submit to the Office of Student Affairs/Campus Life:
- A roster of members
- A list of outgoing and incoming officers
- Advisor affirmation
- End-of-the-year report
- A proposed budget with rationale and plans for the coming year
- A room and event requests for the coming year
- Introductory article for the fall's orientation issue of The Molloy Forum.
Rights and Privileges You Earn
As a recognized student organization of Molloy College, you are entitled to certain rights and privileges. These include:
- Use of the Molloy College name, logo and mark in association with the organization.
- Use of college facilities for meetings and activities in accordance with applicable college policies.
- Applying for funding from the Molloy Student Government (M.S.G.).
- Participating in activities fairs.
- Use of campus bulletin boards and other designated posting areas in accordance with college and Office of Student Affairs/Campus Life policies.
- Sponsoring programs, events and fund-raising activities on campus.
- Access to a mailbox designated by the Office of Student Affairs/Campus Life.
- All recognized groups are assigned mailboxes which are accessible during regular business hours (Monday through Friday, 9 a.m. - 5 p.m.). The Molloy Student Government and Office of Student Affairs/Campus Life corresponds with all student organizations through these mailboxes. It is important they are regularly checked. All letters, memos, mail and telephone messages will be placed there.
The mailing address is:
Name of Student Organization
Molloy College Student Development Center
1000 Hempstead Avenue
Rockville Centre, New York 11570.
9. Listing of organization in official directories of campus organizations.
10. All recognized student organizations have access to the copy machine in the Student Development Center.
Student Organization Leader Responsibilities
The following are suggested student organization leader responsibilities by semester. Each organization has different needs and a more complete list should be developed by each group.
- Get organized to participate in the activities fair.
- Schedule meeting times and locations.
- Conduct a general meeting/open house to invite membership.
- Plan activities to help your members get acquainted with each other.
- Put together materials for each member including: your club's constitution; a membership list; a list of goals and objectives; and a calendar of meeting times and locations as well as dates for programs.
- Schedule regular meetings with the other offices and advisor.
- Review your goals and objectives. Are you on track?
- Schedule meeting times and locations.
- Prepare for officer election/selection.
- Write an annual report summarizing the group's activities, successes and failures. Include a roster of members, list of outgoing and incoming officers, advisor affirmation, proposed budget with rationale and plans for the coming year, and introductory article for the fall's orientation issue of The Molloy Forum. This also provides historical information for the files.
- Inform the Office of Student Affairs/Campus Life of summer address so information can be sent over the summer.