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Club Responsibilities

Club Responsibilities

 

As a chartered club/organization, members are required to:

Set up a booth at Campus Life Night. The event is usually held during the second week of the fall semester. This allows the campus community to visit with your club/organization and receive information on its activities.

Attend an informative workshop sponsored by the Office of Campus Life with regard to activities, policies, and brainstorming.

Do "campus service". As a requirement of funding by either the Canteen Fund and/or the Associated Students of New Mexico Highlands University (ASNMHU), clubs/organizations must agree to give back to Highlands. This can be accomplished any number of ways, for example:

  • Agree to serve as an usher during an event
  • Agree to co-sponsor an event with another club/organization
  • Agree to serve as a tour guide for prospective students

For more information, contact the Office of Campus Life, Student Center, Rooms 204/206 , 454.3590/454.3495, or email us at Campus Life.

Guide to chartering

All chartered clubs/organizations must apply or reapply to the Office of Campus Life during the fall semester of every academic year in order to be officially recognized by New Mexico Highlands University.

Requirements for chartered student clubs/organizations

  • All chartered student club/organization officers must be registered students at Highlands.
  • The club/organization must have a constitution and/or bylaws and a list of its membership on file with the Office of Campus Life.
  • 75 percent of the membership must be Highlands students.
  • The club/organization must have a faculty/staff adviser who is employed with the university at least 1/2 time.
  • Neither membership in, nor services provided by, the club/organization shall be denied to anyone based on race, color, religion, national origin, physical or mental handicap, age, sex, sexual preference, ancestry, or medical condition.
  • The club/organization must be officially approved by the Office of Campus Life.
  • Chartered student clubs/organizations must adhere to the constitution and/or bylaws of their club/organization.
  • The club/organization must also adhere to all applicable university rules and regulations, including the Code of Student Conduct.
  • If a student club/organization's event is judged to threaten the health, safety, or property of members of the university community, the request for scheduling of an event may be denied. Additionally, the club/organization's charter may be revoked. Decisions can be appealed in writing to the dean of students.

 

Constitution and/or bylaws

Clubs/organizations should be sure to keep a copy of the constitution and/or bylaws for their own files. Be sure to submit the most recent version to the Office of Campus Life. The following information should be contained in the constitution and/or bylaws:

  • Name and purpose of the club/organization
  • Eligibility criteria for membership
  • Provisions for officers including title, term of office (whether elected or appointed) and duties
  • Provisions for meetings, including frequency and how called
  • Provisions covering rules of procedure and voting
  • Definition of a quorum
  • Provisions for amending the constitution and/or bylaws
  • Maintenance of minutes and a set of financial statements


Privileges of chartered student clubs/organizations

The activities of a chartered student club/organization, under most circumstances, are covered by the institution's general liability coverage. Chartering allows access to most university facilities. Most facilities are available at no cost to the club/organization. A facilities request form must:

  • be filled out 14 days prior to the date of anticipated need. Failure to do so may result in denial of the request and/or a $25 late fee
  • be signed by the adviser and/or president of the club/organization

Chartered student clubs/organizations are eligible to request monies from the Canteen Fund and/or ASNMHU. Funding is based on the availability of funds and is not guaranteed. Chartered student clubs/organizations are eligible to receive advice and assistance in organizing events, fund raising ideas and recruitment of members from the Office of Campus Life.

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