Student Organization Registration
Registration
Registration in no way implies that the College approves or disapproves of the organization’s mission or purpose, its constitution, literature, or programs. Nor does registration imply the College’s approval of the views of the organization’s membership. The responsibility of any views held or expressed by the organization and/or its membership is solely that of the individuals involved.
Middlesex Community College reserves the right to prohibit certain programs based on personal safety or liability. Programs considered being in violation of college policies and/or local, state, or federal laws are prohibited.
Benefits of Registering a Student Organization
- Use of MCC identification in association with the name of the student organization.
- Use of MCC facilities for programs/meetings.
- Inclusion in College listings and dissemination of student organization’s publicity and information by the MCC Office of Student Engagement.
- Consultation and advice by the Office of Student Engagement staff, including team building, setting goals, value clarification, and conflict resolution.
- Eligibility for funding from College funds collected from the Student Service Fee.
- Fiscal advice about budgets, accounting, and bookkeeping procedures.
How to Register New Student Organizations
| Gather Interested Students |
A group of three or more currently enrolled students is required to start a new student organization. |
| Schedule a Meeting with Office of Student Engagement |
Meet with OSE to discuss why you’d like to start a new organization. To Schedule an appointment, email StudentEngagement@middlesex.mass.edu |
| Find an Advisor MCC Faculty or Staff |
An advisor is an MCC staff or faculty member who supports the mission of your organization. The advisor should be able to assist the organization in all phases of its operation as well as travel with the organization when necessary. Prospective advisors should review the “Role of the Advisor” section and meet with the Office of Student Engagement to discuss their responsibilities and learn to use the Engage platform. |
| Advertise Club meeting times and locations |
Advertise for an initial meeting; hold a meeting to determine interest. You may coordinate meeting space with the Office of Student Engagement staff. |
| Complete Registration on Engage |
1. Create an Engage Account if necessary (middlesex.campuslabs.com/engage) 2. Once logged in, click on “Organizations.” 3. Click “Register a New Organization” to start the process of registering including submitting a constitution. The template is located resources section of The Beacon. |
| Write a Club Constitution or complete the fill-in template |
Outlining the mission, structure and bylaws of your organization. A constitution is the governing document for student organizations (click here for a sample); it will contain an organization’s values, vision, and policies. OSE staff is available to aid groups in developing their constitution, as well as help understand or make changes to an organization’s current constitution. Any changes to a constitution must be submitted to the Office of Student Engagement via Engage, and a copy of the updated constitution must be submitted in the annual registration process. The constitution, amendments to it, and the bylaws of any organization must be approved by the Office of Student Engagement to ensure that they are in accordance with the Office of Student Engagement and Middlesex policies, regulations, and procedures. If an organization is part of a larger/national organization and the bylaws of that organization conflict with Middlesex policy, Middlesex policy supersedes the bylaws of that organization. |
| Submit Budget to Student Government Association (SGA) | Budgets can be completed at the same time as registration materials. (See Finance Section for details) |
Returning Student Organization Registration
| Complete Re-Registration Process |
All organizations must have a current constitution on file in order to be active. Each year, club leaders should review it and edit on Engage. |
| Update Club Roster | Update club membership (the roster) on Engage each semester. End memberships for students who are no longer involved or enrolled at the college. |
Organization Activity Prior to Registration
Should a group not have enough members to register their club on Engage, they can use up to $100 for a recruitment event to gather the necessary students needed to register. This event will be coordinated by the interested student(s) and OSE staff.
Should the organization fail to register within a year, it will fall into “Inactive Status” and have their Engage page cleared. Any funds previously associated with that organization will be reabsorbed into the Student Activities Fund, and a new registration will be required to reactivate this organization.
Faculty/Staff Advisor
Students in the organization must choose a Faculty/Staff Advisor. The Office of Student Engagement can assist organizations who need help finding an advisor. The Office of Student Engagement reserves the right to approve advisors and will work with Human Resources when necessary. Advisors should also register as an advisor for their student organization through Engage and attend the Club Advisor Training provided by the Office of Student Engagement.
Faculty/Staff Advisor Role:
- Attend organization executive board and/or general member meetings on a regular basis.
- Attend organization-sponsored events or programs on campus.
- Accompany the organization on their travels (or find a substitute).
- Work with the Office of Student Engagement, as necessary, to help promote and develop the organization.
- Support and uphold the mission of the organization policies and procedures initiated by Middlesex Community College and the Office of Student Engagement.
- Actively promote the organization in a positive and professional manner.
Changes in Advisor
No Advisor
The Role of the Office of Student Engagement (OSE)
- Planning and logistical support of organizational events and programs.
- Complete all organizational purchases approved by SGA
- Organizational budget management.
- Train students on utilizing Engage and social media sites for programs and events