Student Club Resource Guide

All student organizations operating on the Blue Ridge Community College campus must be approved.

Student Clubs (all students) must follow BRCC Policies. All students are encouraged to become familiar with college policies by visiting the student handbook at catalog.brcc.edu/

• A faculty or staff advisor is required for each student organization. However, student clubs and organizations should be student directed and student led. Decision making related to the club’s activities, goals, and expenditures should ultimately be the responsibility of the students. The advisor’s role is to ensure that students are following policy and procedure, and provide guidance to encourage wise decision making.
• Faculty/Staff advisors need to be involved and participate in club meetings.
• Students may hold an interest meeting to determine viability of club prior to obtaining a faculty advisor, under the supervision of Student Activities. Such organizations are not officially recognized and may not continue meeting without a faculty or staff advisor.
• The advisor in collaboration with the club leadership are responsible for securing meeting rooms for club business and/or meetings. The faculty or staff advisor shall serve as a point of contact for college processes

• Student organization officers/leaders are required to be enrolled in classes for the current term of their leadership position. It is the club’s responsibility to update the Student Activities office with leadership changes.
• In order to gain approval or maintain active club status, each club or organization must have a minimum of four students as members.

• Clubs must have a minimum of 4 members, at all times. One to two members are required to be the Chair and/or Co-Chair. Rosters should be updated routinely.
• Some clubs have an academic reason for limiting membership (Club coordinates activities for a program with restricted admission; Honors club has a minimum GPA requirement). Otherwise, clubs must have membership open to all students on campus.

A club will become inactive when it has less than 4 students serving as members for the current term. In an effort to assist clubs with regaining membership, the club will continue to be listed on the college website and other official listings. However, the club will be removed from the website and club listings when it has been inactive 2 consecutive semesters (not including summer semesters).

An inactive club will lose their ability to use their budgeted monies, plan events, fundraisers, and participate in service activities.

It is the club’s responsibility to update the Student Activities Office with club leadership changes throughout the year.

Student organizations and clubs must be clearly named so that the campus and community can differentiate between communications from student clubs and official college departments.

Club name should include a word that indicates student club status. Examples include: “club,” “student organization,”“student group,” “student association,” “chapter,” or “society.”

Student Activities provides funding to approved, active clubs each semester. A total of $500 per semester is awarded. If clubs want to spend above the awarded amount, the Advisor may request additional funding.

Additional funding is limited and available on a first come, first served basis. Priority is given to activities that will enrich the campus community, or significantly enhance the academic or personal development of club members.

The Student Activities department will place all orders for club food purchases. Reimbursements are NOT allowed. Food requests must be within, and not exceed the allowable per diem rate.

The process for food purchases includes the following:

Seven days prior to your club activity, send an email with your specific
request to clubpurchase@brcc.edu. Email should contain the following info:

• Specify restaurant
• How many students/advisors are participating.
• What type and quantity of food- i.e. 3 cheese pizzas, 3 gluten free pepperoni pizzas, 2 club sandwiches, etc)
• Location of luncheon
• Should food be delivered by restaurant? Will an advisor pick it up? What time? AND time of actual luncheon
• BRCC local club code to be charged
• ALL receipts from delivery driver/restaurant must be delivered to Student Activities ASAP.
• If requesting food items from a grocery store, club representative must be present and on site to do the actual shopping, NOT Student Activities staff. The SA staff are only there to pay. This also must all be prearranged.

The Student Activities department will place all orders for nonfood club purchases, such as supplies, services, trips, dues etc. Reimbursements are NOT allowed. The process includes the following:

At least 2 weeks prior to your club activity or club supply need, send an email with your specific request to clubpurchase@brcc.edu. Email should contain the following info:

• What is the name of the event?
• Exact URL link to the item(s) the club wishes to purchase.
• Quantity of the requested item(s).
• OR invoice from company the club has previously selected.
• Date items are requested by (need to build in adequate purchasing and shipping time).
• Who should we contact to pick up items once they arrive?