To start a new club/organization, students must complete the following forms:

A. Club/Organization Proposal Form, which includes the following information:

• The proposed name of the club/organization.
• A short description of the purpose of the club/organization and the activities through which the group intends to achieve its goals.
• A list of the names of currently enrolled DEREE students who wish to form the club/organization (minimum five students).
• The name of the advisor who is willing to advise the club/organization.

B. Constitution Template, which includes the following information:

• A description of the purpose of the club/organization and the activities through which the group intends to achieve its goals.
• Requirements or clarifications for membership.
• Information on the Governing Body, General Assembly and Elections processes.

C. Budget: Projected Expenses, Revenue and Transactions Sheets

To download the Clubs and Student Organization Guidebook and forms, please go to http://www.acgboard.acg.edu/. For any questions or further information, contact Student Affairs by e-mail at studentaffairs@acg.edu or by phone at 210 600 9800, ext. 1446.

Planning ahead is the cornerstone of financial management. All clubs and organizations registered with the Student Government and the Office of Student Affairs may be financially supported by the Student Government. Clubs should apply to the Student Government for funds and register with the Office of Student Affairs by June 30th each year. It is imperative that groups identify goals, events, and programs that they want to pursue before the academic year begins. They should then investigate and estimate all costs. The governing body-elect must present their budget proposals and estimated expenses and revenue in order to apply for funding by June 30th. Besides being a necessary step in applying for funding it will help the governing body to focus on priorities and programs, help channel the energies of members, ensure member buy-in, help the group formulate attainable goals and identify constraints and challenges.

The treasurer is responsible for having the Actual Expenses/Revenue and Transactions sheets up to date for auditing/inspection at any time requested by the advisor, the Student Government or the Office of Student Affairs. It is important to make sure the governing body is well informed of the group’s financial situation. Finances are a key factor in allowing a group to fulfill their mission and plan events. If a group does not know their financial standing they run the risk of overspending, planning too many events or under utilizing their resources. Each club is required to work within its budget and may not exceed it.

To assist students in planning and budgeting for expenses, the Office of Student Affairs offers training sessions for the governing body members. Please e-mail studentaffairs@acg.edu or call 210 6009800 ext 1446 for questions or to schedule your appointment. To download the Clubs and Student Organization Guidebook and forms, please go to http://www.acgboard.acg.edu/.

At the beginning of each semester, the governing body of each club or organization should meet with the Office of Student Affairs to discuss the meetings and events they plan to hold. In general the earlier an event is planned the better! Major events should be planned two months in advance and all forms and requisitions completed at least one and half months in advance. If outside sponsors are involved it is recommended you discuss their role in the event with a Student Affairs staff member, and then contact them at least two months in advance. To host an on-campus event, all clubs and organizations are required to complete an On-Campus Activity Proposal Form as early as five weeks in advance. This form allows Student Affairs staff to assist you in your planning and ensure that spaces and materials you will need to make your event a success are available! To download the Clubs and Student Organization Guidebook and forms, please go to http://www.acgboard.acg.edu/. For any questions or further information, contact Student Affairs by e-mail at studentaffairs@acg.edu or by phone at 210 600 9800, ext. 1446.

All student activities organized by student organizations or clubs that take place off campus are subject to several regulations. To organize ANY off-campus College sponsored activity, the interested club/organization must submit an Off-Campus Activity Proposal Form and budget, and schedule an appointment to discuss the event with a member of the Office of Student Affairs, so that they may obtain the appropriate approval. All participants (or their parents or legal guardians if under 18 years of age) must sign a Disclaimer Form and the Medical & Emergency Contact Form provided by the Office of Student Affairs for any College sponsored event held off campus. The forms must be returned to the Office of Student Affairs five (5) days before the event. No student is allowed to participate without this document.

In addition, the following information must be submitted to the Office of Student Affairs five (5) days in advance of the trip:

• a complete list of all students attending, including their name, student ID, email, cell phone
• name and cell number of a contact in Greece for each student participating/attending
• participants’ flight information and accommodations (i.e.: flight number, name, address, contact info of hotel)

Students who participate in off-campus activities sponsored by the College must:

• Follow the approved schedule.
• Follow the instructions of the chaperone(s).
• Display proper conduct at all times.
• Follow and abide by all local laws.

Not doing so will lead to individual/group discipline, which may include expulsion and/or dissolution of the club.

Students have the right to organize non-sponsored events off-campus however they cannot be advertised using the college name and logo. The college bears no responsibility for the event, nor for transportation to and from the event. The advisor of the club or organization should be informed, but has no responsibility and is not required to attend. To download the Clubs and Student Organization Guidebook and forms, please go to http://www.acgboard.acg.edu/. For any questions or further information, contact Student Affairs by e-mail at studentaffairs@acg.edu or by phone at 210 600 9800, ext. 1446.