Kirkwood supports the opportunity for students to gather and form groups based on like interests that help create a sense of teamwork, collaboration, the sharing of ideas, and an environment for students to expand on their college experience beyond the classroom. The benefits of starting a new group on campus include the opportunity to host meetings and events on campus, the ability to post flyers on designated boards, and the ability to network with other students, faculty, and staff with similar interests.
An active club or organization at Kirkwood is a group of students who have followed the proper guidelines of establishing themselves through an application, constitution, approval from the Student Life office, and submission of relevant updated information (including rosters) by Advisors each semester.
Kirkwood supports the opportunity for students to gather and form groups based on like interests that help create a sense of teamwork, collaboration, the sharing of ideas, and an environment for students to expand on their college experience beyond the classroom. The benefits of starting a new group on campus include the opportunity to host meetings and events on campus, the ability to post flyers on designated boards, and the ability to network with other students, faculty, and staff with similar interests.
There are four types of groups that can form as a club or organization. Each group must pick the ONE type that makes the most sense.
Each semester, the advisor must submit an updated roster of current students involved within the club or organization. In the fall semester, the advisor must also certify that the constitution on file (if already submitted) is accurate and up to date; the advisor must also update any related information as required by the Student Life office. Roster submission is required by Oct. 15 for the fall semester and Feb. 15 for the spring semester.
On an annual basis (by Oct. 15), each club and organization will adjust their current constitution or confirm it is still up to date. Failure to complete the roster deadline will make the club become inactive. Additionally, the club will face repercussions with funding opportunities.
Each year, Student Life will also ask individual clubs and organizations to self-identify which (if any) of the student learning outcomes set by the college best relate to the mission/goals of their group. Note that it is not required that clubs and organizations meet any of Kirkwood’s student learning outcomes. Rather, it’s just the opportunity to gather information and get a sense of how Kirkwood’s clubs and organizations relate to these student learning outcomes. These include:
Information and specific forms that Student Life needs on a semester or annual basis will be requested from the Student Life office and sent to the advisor of each group.
Only registered students or faculty/staff may initiate the establishment of a new student club or organization. A club is eligible to form when there are three interested students and an eligible faculty/staff member of the college to serve as advisor. The process starts by filling out a New Club or Organization Application. Once filled out and signed by the student leader and proposed advisor, Student Life will set up a meeting with a minimum of one student and one advisor to talk through specifics and grant “pending” status to the group.
Pending status can be granted to a club that meets the minimum requirements, has submitted a New Club or Organization Application, and has completed a meeting with the Student Life office but has not yet established a club constitution or submitted a group roster and related information. Pending status allows groups to post one flyer on designated boards and/or reserve one table on campus for the sole purpose of promoting an upcoming informational kick-off meeting. Pending status does not, however, give clubs the approval to host events, post flyers, or table for any reason other than to promote the initial informational meeting. Once the informational meeting takes place, the club constitution can be created, which would help the club move to “active” status upon approval. The club becomes fully active when the constitution is complete, signed and submitted. The club needs to submit a roster (with at least five students) by the next roster deadline in order for the club to maintain its active status. Failure to complete the roster by the next roster deadline will make the club inactive.
Until pending or active status has been granted to a club or organization, the group may not post flyers, host meetings, or otherwise promote the proposed group. Doing so will prevent the group from getting organized, as it would suspend the group before getting started.
Before any group becomes active, a constitution needs to be submitted. A template constitution and examples can be provided by the Student Life office. Each club’s constitution will look different, but all need to include, at a minimum, the information outlined below:
Clubs can add additional sections under each article as long as they come after the sections already listed. Groups may choose to add additional articles as well, but they need to come between articles 7 and 8 listed here (just bump articles 8 and 9 so they remain the last two articles of your constitution).
Groups that fail to meet the minimum qualifications to form a club, or those failing to submit an updated roster and constitution, will be considered inactive. Inactive clubs are not able to post flyers, reserve space, or host any meetings or activities until becoming active.
Any group that has been inactive for longer than the period of one year needs to start with a new club application. Clubs that have a gap of advisors will also require the club to begin with a new club application. Clubs active within the last year that have the same advisor do not need to submit a new club application; however, they must update their constitution and complete club requirements before active status is granted. Clubs that are changing advisors with a proper handoff does not need to complete a new club application. Student Life can grant pending status to any inactive club for the sole purpose of hosting an informational meeting, but the group must meet the minimum qualifications prior to pending status approval.
Any money in a club account can be moved from the inactive club account to an active club account with approval from the Student Life office. Any money remaining in the club account after two years of inactive status will be forfeited and transferred to a Student Life account.
Clubs and organizations can be suspended without notice for a specified length of time that could range from two weeks up to one year. Suspension of clubs and organizations is at the discretion of the Student Life office. Any suspended club or organization will have any financial accounts frozen and be unable to act as a recognized group which includes, but is not limited to, the ability to post flyers, set up tables, reserve space, travel, and promote their group or activities. The following criteria may be used to suspend any club or organization that has:
The advisor or advisors of clubs and organizations at Kirkwood play an important part in helping to lead each group. The advisor of each club or organization is a member of the full-time faculty or is a full- or part-time staff member at Kirkwood Community College whose primary function is to actively advise, counsel, and serve as a resource to students involved or interested in the group. Note that any students who are also employed part time at the college are not eligible to serve as advisor to any group. Adjunct faculty are not eligible to serve as the primary advisor of any club or organization. Additional staff or faculty (including adjunct faculty) can also be listed as co-advisors to the group
The responsibility of the club/organization advisor includes (but is not limited to):
The structure of each group on campus may be drastically different from group to group. While a president, vice president, treasurer, and secretary might make sense for one group, two co-captains or co-chairs might make sense for another. Each group needs to have at least two students listed as officers of the group in some form or another, even if they are just the two main student contacts for the group. Officers must be registered in a minimum of 6 credits during the fall and spring semesters in which they plan to serve. The specific duties of each officer position can be decided by each group and must be described in the club’s or organization’s constitution.
Students within the club who feel there should be a removal of a club advisor or member needs to contact the Student Life Office. From there, an investigation into the matter will begin. Based upon the details of the situation, Student Life will make a decision about the removal keeping in mind the Club Handbook and Student Code of Conduct. Some reasons an advisor may be removed can include but are not limited to: Lack of response and involvement, failure to complete the necessary steps on behalf of students, or inappropriate conduct. Some reasons a student may be removed can include but are not limited to: disrespecting club advisors or other students, representing the club in a negative way, or creating inappropriate situations for the club.
Hosting meetings, setting up a table on campus, or hosting an activity put on by the club is often the majority of what groups on campus do. Student Life can help set up all of these requests for you; the event or activity must have prior approval. In order to receive approval for an event, the Event Request Form needs to be completed. This is for any on or off campus event that requires space reservations, charging admission, allows non Kirkwood students to attend, or a long term fundraising component. An activity is for any regularly scheduled meeting(s), tabling, or short-term fundraising. An activity requires that an Activity Request Form be completed. Remember that all events and activities that do not receive approval prior to occurring can revoke a club’s active status and face additional consequences. We recommend that advisors are the ones completing the request forms. If a student completes the form, Student Life will follow up with the club’s advisor to ensure they are aware of the request before approving.
Here are some examples of the types of events and activities and some details relating to each:
• Meetings: Any student group wishing to reserve space on campus to host a meeting can do so by filling out the Activity Request Form. Student Life can then help find the ideal location to meet your needs. If academic organizations are using their academic department to book rooms, please notify Student Life as to where and when these meetings will take place.
• Table Events: This can include an informational table to promote upcoming club and organization events or fundraisers, for recruitment, or to promote the mission/goals of your group. Whatever it might be, Student Life can help set up the table and figure out what might make the most sense in terms of location, time of day, etc. When at a tabling event, students are required to stand behind their designated table; they cannot approach students, come out from behind the table with clipboards, or engage with students away from their table location. You must allow students the opportunity to come to your table instead of you leaving your table to approach students. For a tabling event, a club needs to complete the Activity Request Form.
• Food Sales/Fundraising: Bake sales are great ways to promote your group while doing fundraising. Food sales are permitted as long as they follow the guidelines listed in the fundraising section of this handbook. You must also remain behind your designated table as described above. Note that food-related sales may be off-limits in areas next to Kirkwood food service operations. Other fundraising opportunities can occur as well to support clubs. Questions on how or what is out there can be found by contacting the Student Life Office. If a club is fundraising through a bake sale/tabling event, an Activity Request Form needs to be completed. If a club is going to be doing a larger fundraiser, then an Event Request Form will need to be completed.
• Events: Several groups on campus host events each year ranging from talent shows to welcome picnics. Regardless of the event, an Event Request Form is needed to start the process. Student Life can assist with any questions relating to planning those events or activities to ensure that no rules or regulations in this handbook are violated. The use of music or noise louder than normal talking volume for events, tables, bake sales, or any other event needs to be approved prior to the event.
• Movie or Film Showings: The Federal Copyright Act prohibits the showing of copyrighted movies or films without purchasing the license for each showing. (Even if you own a DVD, it doesn’t give you the right to show it.) Any group interested in hosting a movie or film can discuss the process of obtaining a license by reaching out to Student Life.
• Donations and Related Activities: Any group wishing to have a donation drive or similar activity can do so with prior approval from Student Life and any other departments or areas impacted by the activity. The activity must also be well defined with information for those interested. For example, if you’re running a clothing drive for a local nonprofit with donation boxes across campus at the Library, Rec Center, and Computer Lab, you must obtain approval from Student Life to host the donation drive as well as from each location to place a donation box in their area. The box then needs to have information attached regarding what the drive is for, the name and contact information for the group that’s conducting the drive, and the timeline of the project. An Event Request Form will need to be completed for a donation drive.
• Off-Campus Activities: Off-campus activities that are not defined as travel (below) will be approved under the same process as events and activities held on campus and described above. In addition to the Activity Request Form or Event Request Form, the group needs permission (if applicable) from the location where the activity is to take place.
Each event/activity needs to be tagged with one of these six categories:
1. Academic Enrichment: Engaging academic areas and/or organizations across the college in activities. For example, automotive students showing other students how to check their oil and tire pressure, ceramics students doing pottery wheel demonstrations, dental health students handing out toothbrushes, and respiratory students hosting a display on the dangers of smoking.
2. Civic Engagement: Promoting engagement within the community that ranges from voter registration to political activities to community service activities.
3. Diversity and Inclusion: Intentional efforts to include students from all backgrounds in a variety of events on campus. This includes International Education Week, National Coming Out Day, and the Multicultural Fair.
4. Health and Wellness: Several annual activities relate to physical and mental health, such as flu shots, mental health events, and recreation events.
5. Leadership and Personal Growth: Such events could include a job fair, an industry expert coming to talk to students in a particular major, and hosting a leadership speaker on campus.
6. Social and Campus Engagement: If an activity or event doesn’t fit in one of the five categories above, it likely falls into this one. For example, a performing arts event, attending an athletic event, or hosting a table to promote your club fits this category. These are events based on connecting students to a specific resource, department, or club on campus without relating to the other areas described above.
Student Life does have a variety of items that can be checked out by a club to help support their goals. A popcorn machine can be reserved through the Popcorn Reservation Form. Student Life will provide the machine, supplies, and directions at no cost to the club. The club is responsible for providing someone to pick up, run the machine, clean, and return the machine. Student Life also have a button maker that can be reserved through the Button Maker Reservation Form. The maker, supplies and directions are provided to the club for no cost. The club is responsible for providing someone to pick up, make the buttons, and return the machine and supplies. Both of these items can be used in a club’s fundraising efforts. Student Life also has a variety of games (for indoor and outdoor) purposes. Please contact Student Life to get an up to date list and check availability.
One of the most common requested methods of promotion is the use of the college’s approved bulletin boards across campus. There are two boards on campus that need approval in order to be posted. The Student Life Events and Activities is a board that is specific to Club and department events that have a specific date, time, and place. The General Campus Information Boards are for non dated events. Both of these board types need approval from Student Life to be posted. All posters that are posted without approval will be removed. Here are the guidelines for posting:
Social media can be a great way to keep club and organization members connected as well as to promote group activities. Groups looking to use social media must follow these regulations:
Fundraising, collecting money, and purchasing items are important functions of a club to support activities and events. There are a handful of guidelines that will help you through this process to make sure things are being done the right way. Please review each of the subsections below for the categories of Fundraising, Payments, Foundation Funding, and Organizational Funding.
All fundraising activities must be approved prior to promotion or hosting the fundraising activity through the Activity Request Form or Event Activity Request Form. Fundraisers cannot support individual students unless defined through the student scholarship process (working with Student Life and the Kirkwood Foundation) and laid out in the club or organization constitution. Failure to abide by these guidelines can result in suspension of club or organization status. Here are a few areas related to fundraising that will help guide you through this process:
Payments on behalf of any club or organization expense must come from the club or organization account. Payments cannot come directly from money received from a fundraiser without first being deposited into the club or organization account. Here are a few areas related to payments that will help guide you through this process:
The Kirkwood Foundation supports club and organization activities each year in collaboration with Student Life to offer opportunities for individual groups to be rewarded for participation in various activities throughout the year. Clubs can receive funding for participation in a variety of activities. In order to be eligible, the club needs a club account and be in active status. Please see the list below:
Academic organizations can request funding from Student Life to support their travel experiences to a conference, competition, or other learning opportunity that takes place off campus that is considered travel. These funds can only be granted to clubs that operate independently of classes and will not be given to any group traveling as part of a class. Any active academic organization that has been active for a minimum of three consecutive semesters (fall and spring, but not summer) is eligible.
The specifics on the amount of funding received is currently being modified by Student Life. Please reach out to Student Life for more information.
Any group of students leaving campus (regardless of whether it is for a class, club, or other reason) must determine if their activity is considered travel. Travel:
“I’d encourage new students to take advantage of all the free events. Just in the last semester, I’ve had a chance to meet a famous comedian and see some great speakers.”
Andrew Forcier,
Fairfax, Iowa