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Campus Clubs and Organizations main pageCampus Clubs Handbook  │ Chartered Clubs and Organizations │ Center for Professional Development and Career Readiness

For club and organization members to have the best experiences, there are some responsibilities involved. Whether you are a member or an advisor, we are here to support you.

Club Responsibilities

As a chartered club/organization, you are required to:
1. Maintain the profile for your respective club or organization on Engage, including your officer and membership lists
2. Accept responsibility for the supervision of events sponsored by their respective club or organization
3. Accept responsibility for assuring that facilities are used for the purpose(s) for which they were requested
4. Accept responsibility for reimbursing the university for any damage to said property
5. All chartered clubs or organizations are required to have a financial account with the Foundation office. Under no circumstances are clubs or organizations allowed to have an external, off-campus bank account. Any groups or organizations not abiding by this stipulation may face revocation of their charters.
6. Clubs or organizations are to represent the university in an appropriate manner and must adhere to all policies and procedures as outlined in the NMHU Student Code of Conduct, as well as all applicable local, state and federal laws. Failure to adhere to these stipulations may result in revocation of a group’s charter.
7. The Student Development Coordinator is responsible for monitoring the actions of student clubs and organizations. Members representing clubs or organizations are accountable for their actions and may be charged with violations to the Student Code of Conduct as individuals and/or as an organization. Further action may be taken by the Dean of Students as necessary.

Professional Development & Service Requirements
Leadership and professional development workshops are offered by the Center for Professional Development & Career Readiness throughout the academic year. All members of chartered clubs or organizations are invited to attend the workshops. It is required that each club attend at least two workshops per semester. Officers and/or advisors may be asked to attend additional workshops or trainings throughout the academic year. If a club or organization is unable to attend any of the workshops, they must present a valid excuse to the Student Development Coordinator and arrange a time to meet with them. A schedule of the workshops will be released at the beginning of each academic year to all club officers and advisors.

All members of chartered clubs or organizations are required to complete 4 hours of community service each semester. Club officers and advisors are responsible for ensuring that their members complete this stipulation. Service hours may be completed individually or as groups. Submit your service hours on Engage.

Privileges of chartered student clubs/organizations
A chartered club or organization is an organization that is officially recognized by New Mexico Highlands University. Chartered clubs or organizations benefit from additional privileges provided by the university and the Center for Professional Development and Career Readiness, including access to consultation and advising sessions, leadership and professional development workshops, and recognition for student leaders. Additional privileges include the following:

1. Use of most NMHU facilities free of charge
2. Access to campus resources
3. Conduct on-campus fundraising activities
4. Be recognized in Highlands publications
5. Advertising on the Portal, digital signage, and Engage
6. Use the Highlands name in publicity
7. Apply for funding from the Associated Students of New Mexico Highlands University (ASNMHU)

For more information, contact the Student Development Coordinator at jmloud@nmhu.edu

Club Advisor Roles and Responsibilities

Advisors play a significant role in the in the creation and continuation of high-performing organizations. Advisors have historical knowledge as well as professional experience that can help them to guide and mentor clubs by providing support for creating and amending group policies, training and transitioning officers, and helping their clubs or organizations to recruit and retain members. They are responsible for encouraging active membership and supporting the personal and professional development of club officers and members. They should attend as many meetings and club programming as possible, as well as be available for consultation and advising. Specific duties of the advisor include the following:

A. Confirming that all chartering policy requirements are met
B. Ensuring clubs or organizations meet all requirements to maintain their charter, including attending Foundation trainings and professional development workshops, completing the stipulated number of service hours, and maintaining the organization’s page on Engage
C. Encouraging the maintenance of good record-keeping and financial data provide long term continuity of the group
D. Discussing and sensitizing students to issues of cultural diversity and equity
E. Ensuring that the activities of the club or organization constitute no legal liability to the university or the organization
F. Assisting with the assessment and improvement of club meetings and programming
G. Providing expert knowledge support the success and sustainability of the organization
H. Suggesting and encouraging new programming ideas
I. Helping members to make connections between in-class and out-of-class learning
J. Developing and maintaining a knowledge of university policies and procedures
K. Maintaining open lines of communication with club officers, members, and the Center for Professional Development and Career Readiness

The advisors of chartered campus clubs and organizations must be a current NMHU faculty or staff member. Their e-signature is required on the chartering form, signifying their willingness to serve as advisor to that student club/organization. If the advisor resigns, they are expected to notify the Center for Professional Development and Career Readiness.

For more information, contact the Student Development Coordinator at jmloud@nmhu.edu