Definition of a Student Club and Organization

What is a student club?

A student club is defined for our purposes as a group of College of the Mainland currently enrolled students, staff and faculty who unite to promote a common interest. Only currently enrolled credit students may be club members, serve as officers or vote on club matters.

In order for a club to exist, it must consist of 7 members and a full time, benefits eligible faculty/staff advisor. Clubs may only be formed at the beginning of the Fall semester and the beginning of the Spring semester. Existing clubs must be re-established during these same time frames. Instructions on how to become a recognized club are on the next page of this handbook. If a club chooses not to go through the recognition process at the beginning of the Fall semester, then it will be changed to a status of INACTIVE.

What is a student organization?

A student organization is considered to be critical to the mission and culture of the college and is inherently linked to the college due to their role as college representatives; thus, a recognized organization is an integral part of the institution and routinely represents College of the Mainland in the community.

Characteristics of an organization

  • A sponsored organization has an advisor that is paid by the institution to specifically advise the organization.
  • Most student organizations are chapters of national organizations.
  • Organizations have an approved budget and are allowed to collect dues which are typically split between the national organization and the local chapter.

Membership (FKC local)

Both clubs and organizations must follow policy FKC local.

  • Membership is open to all COM students, who are in good standing with the institution.
  • Membership and leadership positions may not be denied on the basis of race, religion, gender, age, sexual orientation, nationality, marital status, or physical ability.
  • Academic or vocational groups may restrict membership only on the basis of a student’s GPA and/or program enrollment.
  • Any organization found violating the membership policy will lose club/organization benefits and status.

College of the Mainland recognizes the vital contributions that student clubs and organizations make to the quality of student life on campus, however, recognition as a College of the Mainland club or organization is not to be interpreted as an endorsement or approval of the purpose and /or activities of any club or organization by College of the Mainland.

EFCA - Special Programs: Students with Disabilities

No qualified student shall, on the basis of a disability, be excluded from participation in, be denied the benefits of, or otherwise be subjected to discrimination under any academic, research, occupational training, counseling, or any other extracurricular or other postsecondary education aid, benefits, or services to which the federal Rehabilitation Act and 34 C.F.R. Part 104, Subpart E applies. 34 C.F.R. 104.43(a) - (b)

Starting and Running a Club

What is College of the Mainland Student Government Association (COMSGA)?

All clubs are approved and governed by the College of the Mainland Student Government Association (COMSGA). COMSGA consists of two divisions, the COMSGA Executive Board and the COMSGA Club Council. As a whole, COMSGA is the official student governance body at College of the Mainland. Its main responsibilities are to help facilitate student/faculty relations, to ensure that student concerns and needs are met and to oversee student clubs and other activities. The COMSGA Executive board consists of the President, Vice President, Secretary, Treasurer, Parliamentarian, and Historian. The COMSGA Club Council consists of the Executive Board and the designated representative from each chartered campus club as well as the organizations at COM.

Process for starting a club and expectations

Any group of students may be recognized as a club as long as their purpose is within existing federal, state, and local laws and college policies. Groups interested in forming a club must meet/complete the following requirements. This process only needs to be done once an academic year not every semester.

  1. Have a minimum of 7 club members. Club membership is limited to currently enrolled students at the college district. The group may not deny membership to anyone on the basis of sex, disability, age, color, race, nationality, or religion. FKC (LOCAL)
  2. Have at least one advisor who is a full-time, benefits eligible college employee.
  3. Complete and submit a club recognition packet no later than two business days before the October general meeting for a club to be approved for the fall semester, and no later than two business days before the February general meeting if a club is to be approved for the spring semester. The packet consists of:
    1. The Club Recognition Form - List your club officers and members on this form. The list of members may be attached, if too long to list on form.
    2. Club Purpose and Goals
    3. A Constitution
  4. Each proposed club must have a representative speak at the meeting during which the club charter will be voted on.

After all requirements have been completed, club charters may be approved by a majority vote of the SGA Council and will remain active until the end of the academic year. Approval of the club charter does not constitute endorsement of its program or purpose by the college. This charter may be revoked at any time by a vote of the COMSGA for any of the reasons listed in section V of the COMSGA constitution.

After charter approval, clubs must meet the following requirements to remain active.

  1. Designate a club representative to attend all regularly scheduled SGA Council meetings to announce upcoming activities.
  2. Host or co-host a minimum of two events/activities that are approved by Student Life. No more than one fundraising event per month will be allowed except with the approval of the Director of Student Life.
  3. Follow all provisions of the COMSGA constitution.

The club is responsible for notifying SGA and the Student Life Office of any changes in their club (change in officers or advisors, disbandment, etc.). For more information, please review the COMSGA Constitution or contact one of the COMSGA Advisors.

Club Advisor Guidelines

For the purposes of this page, organization advisors are also referred to as club advisors.

  1. Club advisors should be knowledgeable or willing to learn about the club’s main interest. Club advisors should also be willing to help their club members find resources for their interest.
  2. Club advisors should meet with their officers at the beginning of each semester to discuss expectations, roles, and responsibilities. A Club Representative for SGA meetings should be chosen. The club/organization may also want to designate a Treasurer who will be working with the Student Life Specialist I to fill out activity approvals, get a financial report or report any club changes. This may be the same person.
  3. It is the club advisor’s responsibility to be familiar with the college policies and procedures. The club advisor is also responsible for ensuring that the club/organization officers and members know where these policies and procedures are published and what the consequences are for not following them. Policies may be found through the College of the Mainland website at http://www.com.edu/bot.
  4. All Club advisors must complete the Safe Colleges online training modules which are available by reaching out to the Student Life Specialist I at 409-933-8790. This is required by law and is the advisor’s responsibility to disseminate this information to the students involved in their club/organization. This must do this once an academic year for each club and organization.
  5. Club advisors are responsible for the club’s funds. Club and Organization advisors may ask for the balance at any time from the Student Life Specialist I. This account does not include any amounts allotted by COMSGA. This balance may be obtained from the SGA Treasurer or designee.
  6. Club advisors must provide leadership and supervision during all activities of the club/organization when it is operating at College of the Mainland and/or in the name of College of the Mainland.
  7. Advisors should be available and have a concern for the ongoing success of the club. As well as provide continuity from year to year.
  8. It is the responsibility of the advisor to certify eligibility of all club members. This includes making sure that the members are currently enrolled students. Organization advisors are responsible for monitoring compliance with the guidelines of their national organization when the student organization is a member of a national charter.

Role of a Student Officer

Each club is required to have an officer to fill the following positions: President, Secretary, and Treasurer. Each club is required to have a club representative for SGA. This responsibility may be written into the description of your president, secretary, treasurer or may be a separate office. This is the minimum amount of club officers required; your club may have more officers if it is written into your constitution.

President: The President shall be responsible for representing the club or organization to the college administration, faculty and/or Board of Trustees; Preside over all club or organization general and executive meetings; Approve General and Executive Board meeting agendas; Vote only in case of a tie; Create committees as needed; Call for special meetings, closed or open.

Vice President: The Vice President position is optional. The officer would take the place of the president if they cannot perform their duties or need a meeting proxy.

Secretary: The Secretary shall be responsible for recording official General and Executive Board meeting minutes; Record attendance for General and Executive Board meetings; Maintain accurate records for the club or organization in conjunction with their Advisor(s); Prepare and disseminate General and Executive Board meeting agendas

Treasurer: The Treasurer shall be responsible for maintaining financial records; collecting, verifying, and depositing any funds collected during a fundraiser; working with the Student Life Specialist I in financial matters such as reimbursements. This officer must have a cash handling from on file with the Accounts Receivable Department. This form may be obtained from the cashiers or the Student Life Specialist I.

Club Representative*: Must meet the requirements for section VI of the Student Government Association Constitution. Club Representatives shall be responsible for reporting their respective club’s activities during COMSGA General Meetings and disseminating information from SGA to their club membership; Present supplemental club funding requests to the Executive Board; Vote as required by the COMSGA Constitution and bylaws.

In addition to your role above, all Student Club and Organization Officers must:

  • Understand your role and responsibilities as written in your constitution.
  • Complete the Safe Colleges online training modules once an academic year. It is then their duty as an officer to disseminate that information to the other club members. No student will be allowed to travel until they have completed the Safe Colleges online training modules.

*Organizations, including but not limited to American Society of Safety Professionals, Club Sports (each team), MM4E, Phi Theta Kappa, and Veterans Organization must have a representative attend the COMSGA general meetings who shall be responsible for reporting their organization’s activities and disseminating information from COMSGA to their club membership. This person shall also vote on behalf of the organization when the general meeting calls for it. Organizations do not have to provide financial information unless requesting supplemental funding.

Organizing an Event or On-Campus Activity

PROCEDURES FOR PLANNING AN EVENT/ACTIVITY (NON-FUNDRAISER)

A significant part of leadership development in a student club/organization is learning to plan and organize activities to ensure a successful event. These guidelines are designed to assist you in creating a well-planned and successful activity. If students are traveling in their own vehicles, not spending the night and the advisor is not receiving a per diem, then it is considered an “Activity” and the Activity Approval form must be filled out.

  1. Always plan ahead. Rooms tend to fill up quickly at the beginning of the semester. If you would like to use a specific room such as Conference Center, then it is best to put your request in to Student Life early. List a back-up location on your activity approval form, in case your preferred room is already reserved for a different event.
  2. An Activity Approval form must be submitted to the Student Life Office at least ten business days prior to the activity. If there are any expenses associated with the activity, a budget worksheet and/or a copy of an additional funding request form must be attached. If your paperwork is received less than ten business days before your event, it will not be approved.
  3. Do not publicize, purchase event supplies, etc. until the Director of Student Life has approved the activity. If you make purchases before you receive approval and the event is not approved, you will not be reimbursed for these expenses.
  4. Never sign a contractual agreement. Submit your agreement to the Student Life Specialist I, and they will obtain the appropriate signatures. You may request quotes from vendors. If the vendor does not require a contract, contact the Student Life Specialist I for instructions.
  5. Once the activity has been approved, meet with the Student Life Specialist I to make appropriate arrangements for using campus facilities, placing a work order for tables and chairs, arranging media services for audiovisual needs, or ordering food, if necessary.
  6. Any funds spent from the fundraising account need signatures from the Director of Student Life. In addition to your Activity Approval form, documentation verifying that the club has agreed to the funds being spent on these expenses must be attached, for example: minutes from club meeting, e-mail, memo, flyers to advertise the event, sign in sheet, etc.
  7. If you cancel your activity, you are required to inform the Student Life Office by sending an e-mail, as well as all necessary departments (i.e. facilities, campus police, maintenance, media services, etc.). The Student Life Office makes every effort to notify the necessary departments, but it is your club’s responsibility to make sure all departments are notified.
  8. Waivers must be completed for any events, activity, or travel that a student participates in. Waivers may be found on the website with the club forms. It is the Advisors duty to send all completed waivers to the Student Life Specialist I or turn waivers in with the forms.

Fundraising and Collection Drives

POLICY STATEMENT

College of the Mainland recognizes the need for student groups to raise funds for extracurricular activities. Because the College’s name is used for the fundraising activity and often the activity is done on College premises, the College should maintain control of the activity.

PLANNING YOUR FUNDRAISER

Some questions that your club should ask are:

  • Why are you doing this event? First, it is important to know why you are having a fundraiser. All fundraiser at College of the Mainland must have a specific purpose and must cease once you have raised the funds.
  • Who is your target group? Answering these questions will lead you on the right track toward raising money. List different potential sources (ex. individual departments, students, or community). Target your fundraiser to reach them.
  • How are you going to reach these groups? This is when you decide what your product or service is going to be. It can be anything from specific items (ex. t-shirts, bake sale) to a service (carwash).
  • When should this happen?  Choose a date for your fundraiser; think about how the day can benefit your target group. Try to be as detailed as you can about choosing a time that will expose your fundraiser to the most people in your target area. This date will also serve as a deadline for you to finish the planning process of the fundraiser.
  • What needs to happen in order to make this idea become reality? Make a list of what needs to be completed in order to accomplish your fundraising goal. Assign a deadline for every item and delegate tasks for members in your club to complete.

FUNDRAISING APPROVAL

All fundraisers require a Fundraiser Application which must be completed and submitted for approval 10 business days prior to an on-campus fundraiser and 15 business days prior to an off-campus fundraiser to ensure that there is enough time to evaluate the request. Off-campus fundraisers require further approval by the Vice President of Institutional Advancement or designee.

If there are expenses, a Proposed Activity Budget Worksheet that lists all sources of revenue and expenditures for the proposed fundraiser must be attached to the Fundraiser Application. Funding from the Student Government cannot purchase the items to then sell or assist to sell.

If the activity involves selling in a public place, such as in front of a retail store, etc. the manager of the facility must be informed, and appropriate approvals secured. Please forward a copy of this approval to the Student Life Specialist I so that it may be attached to the original application.

Raffles are not an approved source of fundraising.

Cash Handling Procedures

Accountability for Cash Receipts

The Club or Organization will be responsible for maintaining related documentation in order to validate the cash collection efforts. The following steps are suggested to help your club/organization treasurer:

  1. Prepare a separate folder or tab in a binder for each cash collection activity.
  2. Prepare a reasonable description of the event including date, name, and purpose. A copy of the approved fundraising application may be used for this.
  3. Include all related evidence of cash collection such as receipts, bake sale tally sheets, etc.
  4. Include a reconciliation of cash collected to receipts, etc. Include the name(s) of the persons performing the reconciliation and the date.

Receiving and recording cash

For fundraising events, cash is defined as currency.

  1. Whether you decide to use a receipt book, bake sale tally sheet or tickets will be decided by what type of event you are having.
  2. As cash are received, a receipt or a ticket with a duplicate must be retained for reconciliation purposes unless you are using a bake sale tally sheet.

Reconciliation

  1. Cash reconciliation involves two people. Two advisors or an advisor and the club treasurer or designee must perform the reconciliation together. It is preferred that the people performing the reconciliation not be those involved in the cash collection process. All individuals performing the cash reconciliation must have a cash handling form on file with the Accounts Receivable department.
  2. Cash received should be balanced to the receipts, tickets or tally sheet.
  3. Any overage or shortage of funds should be included in your documentation of the event. The advisor will deal with this accordingly and make the proper corrections.

Depositing Cash

The cash must be deposited the same day or the first business day after the event if after hours. If it is an ongoing or semester long fundraiser, the funds must be deposited as soon as possible each time.

NO OUTSIDE ACCOUNTS MAY BE USED. This is for accountability purposes. All funds must be deposited into the club 61-fundraiser account.

The cash receipts must be deposited intact. Cash receipts should not be offset against miscellaneous expenditures. Contact the Student Life Office before you make purchases to find out how to pay for expenditures.

The deposit may be made by a club member or the advisor and must be accompanied by the Deposit Transmittal Form located at I:\Campus Forms. Retain a copy of this form and your deposit receipt for club records. Anyone handling cash must have a cash handling form on file with the Accounts Receivable Department.

Safeguarding Cash

While funds are being collected, they must be kept in a lock box or money bag that may be checked out from the Student Life Specialist I. This must always remain with the advisor or a club officer.

Once fundraising has ceased, deposit cash immediately. If the fundraiser was held during the weekend, deposit the cash on the next business day.

HELPFUL INFORMATION ABOUT COM FUNDRAISING

  • College policies must be observed at all times.
  • Clubs and organizations can reach out to any promotional item vendor in the Datatel system and request quotes. If the club is unsure if the vendor is approved, they can contact the Student Life Specialist I for clarification.
  • The College’s logo cannot be used; however, the club is welcome to utilize their own logos for fundraising. Marketing does not need to approve artwork since the club is not using the COM logo.
  • Literature distributed by a registered student organization must include a disclaimer indicating that the literature is not sponsored by the College District and does not represent the views of the College District or College District officials, faculty or staff. –FLA (local)
  • Student groups are not allowed to solicit donations or gifts from local merchants or corporations without the Vice President of Institutional Advancement or designee’s approval by their signature on the original fundraiser application.
  • Funds raised must be expended as per the application. Once the funds have been raised, fundraising will cease.
  • Student clubs and organizations may organize clothing drives and other similar activities for off-campus charities. This is considered a type of fundraising. A fundraising application must be submitted and proceeds/items from the activity must be sent to the charity within three business days after the drive has ended.
  • If a club or organization has been inactive for a period of three years or more, any money in the fundraiser account will be reallocated to the Student Activity Fund per the auditor.

Clubs and organizations that fail to abide by the above guidelines or college policies may lose College fundraising privileges and recognized club or organization membership status.

Purchasing

Procedures for Purchasing T-Shirts, Pens, etc.

  1. Make sure that you have money to make your purchases before getting quotes and creating artwork. If you do not have the money, submit an Additional Funding Request form.
  2. Meet with the Student Life Specialist I to discuss the type of item you would like to order, to pick a vendor, and to discuss your design and the time frame.
  3. Before a quote can be done, the Student Life Specialist I will have you fill out an apparel request form. It will ask you the following:
    1. Which account you are using
    2. When you need the shirts
    3. Details such as color of item, color of imprint, sizes, quantity, etc.
    4. The imprint size and the vendor’s contact information
  4. If an item requires a purchase order, the Student Life Specialist I will set up a purchase order for you once you submit the details to them.
  5. Once the purchase order has been set up, the Student Life Specialist I will begin working with the company (ex: the Slate Print Shop) to complete the purchase order.
  6. Your items will be shipped to the Student Life Department. If they end up in the advisor’s office without going through the Student Life Department, please e-mail a copy of the packing slip to the Student Life Specialist I. If there is no packing slip, an e-mail letting the Student Life Department know that you received all merchandise will suffice.

Procedures for Purchasing Items, Food, Snacks, etc.

  1. Make sure that you have money to make your purchases. If you do not have the money, submit an Additional Funding Request form.
  2. All food orders must go through College of the Mainland’s new catering system, America-To-Go.
  3. Email the Student Life Specialist I if your items cannot be ordered through America-To-Go. The email should include the items that you would like to order, the time frame that the items are needed, where you would like to purchase the item from, and budget code you would like to use. If changes to the order occur after the information is sent, please notify the Student Life Specialist I as soon as possible.
  4. If the items are in a store that allows tax exemptions, the club advisor may check out the P-Card through the Student Life Specialist I to complete the transaction.

Things to Remember about Purchasing

  • Be cognizant of your time frame. Make sure you take in account for the time it takes to ship it to you, if necessary.
  • If a food order cannot be delivered, the advisor will need to pick up the order.
  • Make sure that you are taking tax exemptions when supposed to.
  • Tipping is only allowed when eating out.

Procedures for Printing

Your club or organization may utilize programs such as Microsoft Word and Canva to create flyers for the club meetings or club events. The Student Life department has a colored printer that can print up to 11 x 17 paper. 

  1. Please, make sure that you have money to order print items before submitting. Printing may be charged against the club SGA allotment or club fundraising account. Contact the Student Life Department regarding club funds.
  2. Your print job will be delivered directly to the Student Life Specialist I and will receive an email once in for disbursement.

It is very important to remember that when ordering items, the Student Life Specialist I must be notified either by copying them on the e-mail orders or scanning a packing slip to them. They are responsible for reconciling these college accounts and must be kept informed about what is being spent from them.

Policy for Posting Signs – FLA (LOCAL)

  • Poster or sign must include date posted and disclaimer. Date posted may be added after printing.
  • Sign (poster or flyer) must be removed after 14 days, if not related to a specific event or 24 hours after the event has ended.
  • Signs larger than 22 x 28 inches must be authorized by the Vice President of Student Services

Social Media Guidelines

You are responsible for content on your personal social media accounts; however, these guidelines address professional social media accounts, such as the COM Student Life Instagram page. The Club or Organization social media account is not to be used as your personal account and must adhere to the following guidelines. If you do not feel that your group will have time to upkeep a social media page, you may send photos and updates to the Student Life Specialist I, and they may be posted to the Student Life page.

Checklist before creating a social media page

Before you create a new social media page, make sure the time will be well spent by answering the follow questions:

  • Goals: What do you hope to achieve through social media? Who will be your audience? What are your plans for reaching those people?
  • Responsibility: Who will handle the day-to-day maintaining and monitoring of a social media profile? Will staff have the skills and time needed?
  • Content: What is your strategy for developing meaningful, dynamic content that gets the conversation going? Do you know how often to post and when to post?
  • Listening: Social media isn’t just about producing content, be responsive to your followers. Answer questions in a timely manner.
  • Tools: Have you chosen which social media platforms you will use and why?

Steps to running your account

  1. Creating the account: For all COM professional accounts (for a department, lab, service, etc.), the club advisor must meet with the Communications Specialist in the Marketing department to go over policies and guidelines. If approved to create the account, the advisor must either make the Communications Specialist an administrator (Facebook) or give the username and password (Instagram, Twitter, etc.). This ensures that accounts can continue in the event you leave the college, or an issue arises.
  2. Monitoring: The club advisor must monitor accounts/pages regularly (recommended daily) and respond to questions and concerns. If you have questions about how to respond to a comment or question, contact either the Executive Administrative Assistant with the Marketing department or the Student Life Specialist I. If a page is abandoned or not regularly monitored, COM has the right to request its removal.
  3. Posting: Post regularly (at least twice a week) to the page. Know your audience – students, community members, staff – and ask questions, post photos or offer tips. Remember that everything online is public and anyone, not just the COM community, can view it.

Clubs and organizations are not permitted to create a TikTok account in accordance with Governor Greg Abbott order.

Content Development

All content (text, photos, videos, etc.) should:

  • Be accurate
  • Be professional
  • Be active, up-to-date, and posted frequently
  • Be grammatically correct
  • Be appropriate for a general audience
  • Relate directly to COM, the College’s mission, postsecondary education, campus activities, or other matters pertaining to education or life as a COM student, faculty member, staff member or alumnus
  • Have a clear, concise, and authentic voice

Content may not:

  • Promote individual opinions or causes that are not directly related to the College
  • Infringe on any copyright laws or be posted without permission from the owner
  • Contain anything obscene, explicit, threatening, or offensive
  • Contain student information protected by FERPA

Comments: In the event of an issue or negative comment arising, please contact either the Communication Specialist in the Marketing department or the Student Life Specialist I as soon as possible so that they can help you with an appropriate response. (Example: After a negative comment was posted on COM’s Facebook page dealing with Student Services, the Vice President of Student Services gave the Marketing Department permission to offer her email and extension to help solve the problem.)

Travel

Planning for Travel

An activity is considered travel if a rental vehicle is used, it is an overnight trip, or requesting per diem is requested. Contact the Student Life Specialist I if you have any questions and they will gladly walk you through it. All Trips need the Request and Authorization for Travel with Students form, the Emergency Contact form and liability waivers.

To help you plan your trip, it is suggested that you complete the Travel Planning Worksheet. This will help you plan your budget for the trip.

  1. When planning your budget, the travel worksheet will help you project costs for:
    1. Registration
      • This can usually be found on the event website. You may have to go to the registration page before a cost is shown. Print this page for future reference, but do not register at this time.
    2. Food
      • The food costs should be calculated by using www.gsa.gov rates. Print the Meals and Incidental Expenses (M&IE) Breakdown for future reference.
      • Student expenses should be calculated at 50% of the GSA rate. Do not use travel day rates for students.
      • The advisor(s) must take a per diem of 100% of the GSA rate. Use travel day rates for the first and last days. The advisor per diem will be paid after the trip by the advisor completing the Travel Expense Reimbursement form and submitting it to the Student Life department after the employee and supervisor signs off. Please, get this to the Student Life as soon as possible because the completed Travel-Expense Reimbursement Form must be sent to Accounts Payable within 20 business days of the final day of travel.
      • It is important to remember the following when calculating food costs:
        • Advisors will be given 100% of the GSA recommended per diem. Their first and last days of travel are calculated at a different rate.
        • Subtract any meals provided by the conference.
        • These are estimates and student costs will be reconciled at actual cost from itemized receipts.
        • Tips are calculated into the per diem and must be included on the receipt. Tips must not exceed 20%. Sometimes the suggested tip is more than 20%. DO NOT FALL FOR THIS.
    3. Hotel
      • For estimating purposes, use your hotel of first choice. Please offer three hotel choices that shows which and how many rooms.
      • Never use a third party for reserving your hotel or to get an estimated cost. Go directly to the hotel’s website.
    4. Transportation
      College of the Mainland is currently working with Bay Area Ford Rental (a division of McCree Ford) for rental vehicles.
      • Vehicle reservations must be completed at least two weeks in advance with an e-mail reminder to Bay Area Ford the week of travel. The van pick up and drop off will be at Bay Area Ford in Dickinson, Texas. The clock will start once the van is picked up so plan accordingly.
      • Renting a 15-passenger van could cost up to $250 a day (24 hours). Additional fees will be charged if the van is returned after the full 24 hours. This is a projected cost, not the exact amount. If you need a quote, please reach out to the Student Life Specialist I.
      • The vehicle must be filled up before returning it to Bay Area Ford rental. The gas card to fill up the tank will be checked out through the Facilities department. The advisor must email the facilities department at minimum of a week prior to have a card on standby. The email must include Tige Cornelius for approval and the signed travel request form.
      • The driver of the van must be qualified to drive through the Campus Police Department prior to travel.
      • Depending on the number of students, please contact the Student Life Specialist I for smaller vehicles.
    5. Any other expenditures for your travel (i.e. airport shuttles, parking, tolls, etc.).
      • At this point, you are only estimating costs, so this portion may not be accurate. Add charges if you are aware of any miscellaneous charges such as parking.

If you have determined that you do not have enough money, stop at this point. If you do have the funds, continue in completing the travel request form.

  1. Compile a travel packet. The travel packet must be completed in its entirety and submitted to the Student Life Office at least a month before the date of travel with the employee and supervisor signature. This will include the following:
    1. Travel planning worksheet and attached materials that you collected above.
    2. Request and Authorization for Travel with Students form which may be found on the I Drive (I:\Campus Forms). This form includes a list of student names and ID numbers. It is understood that the list of students’ names may change.
      • Identify clearly where the funding for the travel is coming from: Student Government Association allotment (22 account) or your Fundraising account (61 account). Money cannot be transferred between these two accounts, but a trip may be split between the 2 accounts.
      • The advisor will sign as employee. It is the advisors’ responsibility to get the supervisor signature and to let them know that they will be gone. Student Life will obtain the rest of the signatures.
      • All full-time employees going either as advisors or drivers need to complete a travel authorization for employees and complete the signature process.
    3. Release and Waiver of Liability. Waivers can be obtained on the Student Life webpage underneath forms.
      • All students traveling off campus on a college-sponsored trip must complete a Release and Waiver of Liability Agreement.
      • A new agreement must be completed by every student traveling before each trip.
      • Collegiate High School Students
        • If Collegiate High School students are traveling, contact the Collegiate High School Office for more information. The club advisor must take the waivers on the trip or be able to access them electronically. This serves as consent to get the student medical attention.
    4. A conference agenda. If the conference agenda is not available at the time, the packet needs to be turned in the previous year’s agenda may be used to project costs. As soon as the new one is available, it must the sent to the department of Student Life to be kept in the Travel Packet.
    5. Registration information
    6. Hotel preferences – List first, second and third.
    7. Flight preferences
  2. The club advisor must meet with the Student Life Specialist I or designee when dropping off the paperwork to make sure that the Student Life Department has everything they need to process the packet.
  3. The Student Life Specialist I will help you with your travel arrangements once the paperwork has all the appropriate signatures.
    *PLEASE, NOTE: If there is early bird registration, you must make every effort to get all your documentation turned in to the Student Life Department in time to make this deadline.
  4. Prior to leaving, the authorized driver should contact facilities when the rental van is booked to reserve the Shell gas card if needed. Keep in mind that the Facilities Department office is open 8:00 a.m. to 5:00 p.m., Monday – Friday. If you are leaving early in the morning, you may need to pick up these items the night before.
  5. Prior to leaving, the advisor should contact Campus PD a minimum of a week prior to share the travel authorization and the emergency contact form as well as if any cars plan to be left on campus. The email must detail how many students, where, and when will you all be traveling.
  6. If a p-card is needed for travel expenses, contact the Student Life Specialist I to schedule pick up. This card must be returned the first business day you return to campus with the itemized, tax exempt (if traveling in the State of Texas) receipts that were charged to the card.
  7. It is the club/organization advisor’s responsibility to ensure that every student traveling with them is a currently enrolled student and in good academic standing (2.0 GPA). This information can be checked with the Student Life Specialist I.
  8. The advisor along with the Student Life Specialist I will reconcile the trip once the group has returned. Make sure that you turn in all receipts as soon as you return to campus.
    1. All receipts must be itemized to show taxes, tips and specific items purchased. Ask your server for a printed receipt after you write the tip in. The tip must not be more than 20%. If your receipts are not itemized, you are expected to contact the vendor and obtain an itemized one.
    2. College of the Mainland does not pay Texas State tax. If there is Texas State tax on your hotel bill, you will be asked to contact the hotel to get these charges reimbursed or to pay that amount to the college.
  9. A Travel Expense Reimbursement form (along with back up paperwork) must be turned in to Accounts Payable within 20 business days of the end date of your trip. The advisor(s) listed on the Travel approval form(s) will be responsible for getting this to the Student Life Specialist I in enough time to get the rest of the signatures after the employee and supervisor signs off.
    Non-reimbursable expenses/items include drinks and snacks outside of meals (ex. chips and candy, personal items such as phone chargers, toothpaste, or deodorant). No medications of any kind shall be purchased, over the counter or prescription. No reimbursement for entertainment or hotel in-room services. Contact the Student Life Department if you have questions about what a reimbursable expense is. If any of these charges have incurred, the advisor will be responsible for the charges.

Eligibility to Drive for COM

Any employee driving must complete the College-wide van safety training and fill out a driving record application. These are both available through the campus police department.

The employee must provide a copy of their driver’s license to the Campus Police when they return the driving record application.

This process may take up to three weeks. It is recommended that if an employee plans to drive during the year, they complete this process in August.

Employees driving on college district business are prohibited from texting and using other electronic devices that require both visual and manual attention while the vehicle is in motion.

Travel Guidelines

Students are not permitted to travel in an employee’s personal vehicle.

Students are not permitted to travel on a college-sponsored trip without an advisor present, any exceptions must be approved by the appropriate vice president.

No student will be allowed to travel until they have completed the Safe Colleges online modules.

Always remember, even when off campus, you are still representing the college.

Only COM students or employees are permitted to travel in the reserved vehicles.

Students and employees are prohibited from using or being under the influence of intoxicating beverages on college property, in college vehicles, and at college activities.

Students and employees are prohibited from smoking, using tobacco products, or e-cigarettes on all college-owned property, in college vehicle, and at college-related activities.

Risk Management

Risk Management is a state mandated training that is required yearly for advisors and members of registered student organizations. This training is required to address the following subjects: possession and use of alcoholic beverages and illegal drugs; hazing; sexual abuse and harassment; fire and other safety issues; travel; behavior at parties and other events held by a student organization; adoption by a student organization of a risk management policy (House Bill 2639).

These risk management subjects are covered in the Safe Colleges online module. Contact the Student Life Specialist I for access to the online modules.

Travel Expenditure Guidelines

It is important that all groups traveling on behalf of the college remain mindful of the financial responsibilities associated with the use of college funds. Excessive expenditures during trips are not permitted, and all groups are expected to adhere to the expenditure rates outlined by the GSA.gov and the college policies.

While it is acknowledged that costs may vary depending on the city of travel, it is crucial that all spending remains within reasonable limits. This includes consideration of specialized drinks that may convey a certain image or perception, as well as any non-alcoholic beverages that could potentially reflect higher expenditures.

All members are reminded to prioritize fiscal responsibility in their travel arrangements, ensuring that our expenditures align with the values of our institution and the expectations of our stakeholders.

Emergencies

An Emergency Contact Form must be completed on the date of travel to ensure that emergency information is obtained for all students and staff who are traveling. All completed forms must be submitted to COM Police before leaving campus. Only COM students or employees are permitted to travel in the reserved vehicle. If a life-threatening emergency occurs while on a trip, call 911 before contacting COM Police. If a non-life-threatening emergency occurs, contact COM Police at (409) 933-8599. All employees traveling are required to program COM Police contact numbers into their cell phones.

College of the Mainland Policies Governing Clubs

College of the Mainland employees and students must adhere to all college policies. The ones listed below pertain specifically to recognized student organizations or items mentioned in this handbook. All college policies may be found through a link posted at www.com.edu/bot.

  • Compensation and benefits
    • Expense Reimbursement – DEE (LOCAL)
  • Transportation Management
    • Student Travel – CJ (LEGAL)
    • Safety Standards - CJ (LOCAL)
    • Driver Fatigue – CJ (LOCAL)
  • Activity Funds Management – FKB (LOCAL)
  • Student Activities
    • Discrimination – FK (LEGAL)
      • On the Basis of Disability
      • On the Basis of Sex
    • Registered Student Organizations – FKC (LOCAL)
      • Eligibility
      • Rejection of Application
      • Rights and Duties
      • Required submissions
      • Loss of Registration
      • Disciplinary Violations
    • Risk Management Programs for Student Organizations – FKC (LEGAL)
      • Mandatory Attendance
      • Report at Meeting
      • Program Content
      • Notice and Attendance
    • Recognition of Student Groups – FKC (LEGAL)
    • Discrimination on Basis of Disability – FKC (LEGAL)
    • Sales Tax Exemption – FKC (LEGAL)
    • Raffles – FKC (LEGAL)
  • Student Rights and Responsibilities
    • Student Expression – FLA (LOCAL)
      • Distribution of Literature
      • Limitations on Content
      • Time, Place and Manner Restrictions
      • Identification
      • Violations of Policy
      • Appeals
  • Student Conduct
    • Notice Regarding Steroids – FLBE (EXHIBIT)
    • Alcohol and Drug Use – FLBE (LOCAL)
      • Alcohol
      • Controlled Substances
      • Exception
      • Violation
      • Notice
    • Prohibited Organizations and Hazing – FLBC (LEGAL)
      • Hazing Offense – Personal
      • Hazing Offense – Organization
      • Definitions of “Hazing”
      • Publication
      • Information Regarding Gang-free Zones
    • Weapons – CHF (LOCAL)
    • Definitions of Weapons – CHF (LEGAL)
  • Employee Conduct
    • Alcohol and Drugs - DH(LEGAL) and Employee Handbook
    • Tobacco Products and E-Cigarette Use - DH(LEGAL), GDA, and Employee Handbook
    • Driving Safety  - CG(LOCAL) and Employee Handbook

Introduction to Robert's Rules of Order

What is Parliamentary Procedure?

It is a set of rules for conduct at meetings that allows everyone to be heard and to make decisions without confusion.

Why is Parliamentary Procedure Important?

Because it’s a time-tested method of conducting business at meetings and public gatherings. It can be adapted to fit the needs of any organization. Today, Robert’s Rules of Order, newly revised, is the basic handbook of operation for most clubs, organizations, and other groups. So, it’s important that everyone know these basic rules!

Organizations using parliamentary procedure usually follow a fixed order of business. Below is a typical example:

  1. Call to order.
  2. Roll call of members present.
  3. Reading and Approval of minutes of last meeting.
  4. Officer’s reports.
  5. Committee reports.
  6. Special orders
  7. Unfinished business.
  8. New business.
  9. Announcements.
  10. Adjournment.

The method used by members to express themselves is in the form of making motions. A motion is a proposal that the entire membership take action or a stand on an issue. Individual members can:

  1. Call to order.
  2. Second motions.
  3. Debate motions.
  4. Vote on motions.

There are Four Basic Types of Motions:

  1. Main Motions: The purpose of a main motion is to introduce items to the membership for their consideration. They cannot be made when any other motion is on the floor, and yield to privileged, subsidiary, and incidental motions.
  2. Subsidiary Motions: Their purpose is to change or affect how a main motion is handled and is voted on before a main motion.
  3. Privileged Motions: Their purpose is to bring up items that are urgent about special or important matters unrelated to pending business.
  4. Incidental Motions: Their purpose is to provide a means of questioning procedure concerning other motions and must be considered before the other motion.

How are Motions Presented?

  1. Obtaining the floor
    1. Wait until the last speaker has finished.
    2. Rise and address the Chairman by saying, “Mr. Chairman, or Mr. President.”
    3. Wait until the Chairman recognizes you.
  2. Make Your Motion
    1. Speak in a clear and concise manner.
    2. Always state a motion affirmatively.
      Say, “I move that we...” rather than, “I move that we do not...”
    3. Avoid personalities and stay on your subject.
  3. Wait for Someone to Second Your Motion
  4. Another member will second your motion or the Chairman will call for a second.
  5. If there is no second to your motion it is lost.
  6. The Chairman States Your Motion
    1. The Chairman will say, “It has been moved and seconded that we ...” Thus, placing your motion before the membership for consideration and action.
    2. The membership then either debates your motion or may move directly to a vote.
    3. Once your motion is presented to the membership by the chairman it becomes “assembly property,” and cannot be changed by you without the consent of the members.
  7. Expanding on Your Motion
    1. The time for you to speak in favor of your motion is at this point in time, rather than at the time you present it.
    2. The mover is always allowed to speak first.
    3. All comments and debate must be directed to the Chairman.
    4. Keep to the time limit for speaking that has been established.
    5. The mover may speak again only after other speakers are finished, unless called upon by the Chairman.
  8. Putting the Question to the Membership
    1. The Chairman asks, “Are you ready to vote on the question?”
    2. If there is no more discussion, a vote it taken.
    3. On a motion to move the previous question may be adapted.

Voting on a Motion:

The method of vote on any motion depends on the situation and the by-laws of policy of your organization. There are five methods used to vote by most organizations, they are:

  1. By Voice – The Chairman asks those in favor to say, “Aye,” those opposed to say “no.” Any member may move for an exact count.
  2. By Roll Call – Each member answers “yes” or “no” as his name is called. This method is used when a record of each person’s vote is required.
  3. By General Consent – When a motion is not likely to be opposed, the Chairman says, “If there is no objection...” The membership shows agreement by their silence, however if one member says, “I object,” the item must be put to a vote.
  4. By Division – Taken when the result of a voice vote is challenged or when a 2/3 vote is required.
  5. By Ballot – Members write their vote on a slip of paper. This method is used when secrecy is desired.

There are two other motions that are commonly used that relate to voting.

  1. Motion to Table – This motion is often used in the attempt to “kill” a motion. The option is always present, however, to “take from the table,” for reconsideration by the membership.
  2. Motion to Postpone Indefinitely – this is often used as a means of parliamentary strategy and allows opponents of motion to test their strength without an actual vote being taken. Also, debate is once again open on the main motion.

Parliamentary Procedure is the best way to get things done at your meetings but, it will only work if you use is properly.

  1. Allow motions that are in order.
  2. Have members obtain the floor properly.
  3. Speak clearly and concisely.
  4. Obey the rules of debate.
  5. Most importantly, be courteous.

Forms

Club Recognition Packet:

The club recognition form will require the student to complete the form as it will take their signature. The student will need to have a document of student’s names and ID numbers, club name, and constitution to begin. The advisor will receive an email afterwards to sign digitally to move forward for approval.

Additional Forms:

The clubs and organizations will need to log in to their COM account to access the SharePoint.

College of the Mainland Accreditation Statement

College of the Mainland is accredited by the Southern Association of Colleges and Schools Commission on Colleges to award associate degrees and certificates. Contact the Commission on Colleges at 1866 Southern Lane, Decatur, Georgia 30033-4097 or call 404-679-4500 for questions about the accreditation of College of the Mainland. The Commission is to be contacted only if there is evidence that appears to support the institution’s significant non-compliance with a requirement or standard.

College of the Mainland is also accredited by the Texas Higher Education Coordinating Board and the Association of Texas Colleges and Universities.

Nondiscrimination Statement

College of the Mainland is an equal opportunity/affirmative action educational institution and employer. The College District prohibits discrimination, including harassment, against any individual(s) on the basis of race, color, religion, national origin, age, veteran status, disability, sex, sexual orientation, gender, to include gender identity and gender expression, or any other basis prohibited by law. Retaliation against anyone involved in the complaint process is a violation of College District policy.

Further, as a recipient of Federal financial assistance, College of the Mainland prohibits discrimination against any beneficiary of, applicant to, or participant in programs financially assisted under Title I of the Workforce Innovation and Opportunity Act, on the basis of the individual’s citizenship status or participation in any WIOA Title I–financially assisted program or activity.

Inquiries concerning application of Title IX of the Education Amendments of 1972, as amended, may be referred to the College’s Title IX Coordinator or the U.S. Department of Education’s Office of Civil Rights. The College District designates the following person to coordinate its efforts to comply with Title IX of Education Amendments: Dr. Sarah David, Title IX Coordinator, at TitleIX@com.edu, 1200 Amburn Rd., Texas City, TX  77591, 409-933-8413.