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Active Club Responsibilities

Each club has responsibilities to maintain their status as an active club by:

  • Submitting the Student Club Plan of Action to Student Life by the first Tuesday of October. An updated version for the second semester must be submitted to Student Life by the first Tuesday in March.
  • Conducting all club activities according to the College’s and the WTCS’s regulations.
  • Having at least one faculty/staff member to serve as the advisor.
  • Club hosts/participates in at least five club activities per semester. These include, but are not limited to: club meetings, social events, community service, fieldtrips, fundraisers, leadership development activities, etc.

Note program/class fieldtrips and events are not considered club events. For co-curricular clubs, if program students are required to participate and/or receive a grade for participation then it is not a club event/activity.

Active: Active status is granted by Student Life upon a club’s completion of the required guidelines. Clubs will remain in “active club” status by adhering to all Student Life and institutional guidelines.

Inactive: Clubs not adhering to these guidelines are referred to as “inactive clubs” until the required guidelines are completed. During “inactive” status, clubs are ineligible to draw upon club funds and may not request additional funding from Student Life. Clubs without financial activity for two fiscal years will be deactivated and forfeit all fund balances. Funds will be dispersed as outlined in their club constitution. If the club wishes to resume after that time, they must go through the process of forming a new club.

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Active Club Member Responsibilities

The members of each club have responsibilities to their advisors.

  • Plan meetings and special functions at a time the advisor can attend. Do not take the advisor’s attendance for granted.
  • Keep the advisor fully informed of the program and activities of the club and the progress being made in carrying out plans.
  • Ask for the advisor’s opinion and advice when problems come up in the club.
  • Be courteous, considerate, and appreciative of the advisor’s services.

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Booking a Performer/Speaker Procedures

Clubs may book a performer or speaker for club events. To stay in line with college practices, clubs must follow these guidelines:

Contract

  • If the person is being paid for services, there must be a contract outlining the terms of service including
    • Date and time of performance/speaking engagement
    • Length of performance
    • Cost
    • What’s included for the fee (such as hotel, travel, etc.). If those items are extra, they will need to be outlined as extra in the contract for the club to pay for them.
    • To whom the check should be made payable.
    • A copy of the individual’s W-9 or a substitute W-9 form.
  • The contract must be reviewed and signed by Student Life prior to the club agreeing to the service, processing payment, or submitting a club funding request.

Hotel

  • Student Life will assist with arranging hotel accommodations at the state rate (a discounted rate) typically at La Quinta. If the club elects to use a different hotel for accommodations and requests funding assistance from Student Life, they are only eligible up to the state rate (changes annually). Please work directly with Student Life to review.

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Family and Alumni Participation

In previous years, clubs have questioned if family, significant others, and alumni can travel with students and employees to events.

  • If the club is traveling by college fleet vehicles, only current students and employees are eligible to attend.
  • If a student club is taking a bus, and approval is granted through Student Life, the family (including children of students and staff), significant others, and alumni can travel with the group.
    • Students and guests (adult and child) will need to complete all travel paperwork including the attendee list, emergency contact info, Acknowledgement of Risks form and Code of Conduct.
    • The attendee list must clearly identify which individuals are student and which are guests.
    • Guests (including alumni) will need to be 100% responsible for the cost of their attendance. They cannot be covered by club funds or factored into club funding requests.
      • Even if an alumnus just graduated and assisted with fundraising for the event, they are not eligible to be funding by club dollars.

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Halloween Events

If you’re hosting a Halloween event and there will be costumes, the following guidelines must be observed and communicated to attendees prior to the event:

  • No masks of any kind, or any covering of the face that can conceal your identity.
  • Costumes must not interfere with your ability to move safely, breathe, see, hear, or respond in an emergency.
  • No weapons, real or “prop.”
  • Costumes must be respectful of others and appropriate for a college setting. Follow all applicable college and academic program dress codes. Costumes must not:
    • Mock or stereotype people based on race, ethnicity, culture, religion, gender, sexual orientation, or disability.
    • Include hate symbols, slurs, sexually explicit content, or portrayals that make light of violence, tragedy, or another person’s suffering.
    • Promote use of drugs, alcohol, or weapons of any kind.
  • When choosing a costume, focus on a character or creative idea rather than turning a group of people or their identity into a costume. If you are unsure whether your costume meets these guidelines, contact the event organizer before the event.

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Logo Design

Clubs can design their own logo. As you begin the process, consider these guidelines before submitting to Student Life for final approval by the NTC Marketing + Public Relations (M+PR) department.

  • Color Choice: Use the NTC primary blue, teal, black, dark gray or secondary color. Student Life can provide CMYK/RGB/HEX codes.
  • Typeface: If using the official college logo, please partner with Student Life to obtain the image file. If using the acronym, “NTC,” the preferred font is Arial. Other fonts will be considered, but are subject to approval.

*All logos are subject to approval and must be submitted to club advisors, Student Life and M+PR department.

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NTC Logo Usage

Prior to using the NTC logo in print or online media, obtain permission from NTC Student Life and NTC Marketing. Please contact Student Life to discuss.

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Serving as a State Officer

Student Life encourages students to be involved in their clubs at a local, state, and national level and believes serving as a state officer allows students a unique opportunity to network with fellow students and advisors. To help ensure a positive student and club experience, we ask all clubs and individuals interested in serving in state or national office to observe these guidelines:

  • Students who wish to serve for state/national office need to have a 2.5 cumulative GPA and/or follow any additional qualifications set by the state/national organization.
  • Students who wish to serve for state/national office must have the approval of the club advisor prior to running for state/national office.
  • In the event an advisor is not supportive of the student’s nomination, a student may appeal that decision to the Student Development Manager or designee.

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Social Media

Club Website

NTC does not currently have the infrastructure for club websites. Clubs wishing to maintain a website should work with Student Life to create a Facebook presence.

Club Listing on NTC Website

All approved student clubs are included on the Join A Club page of studentlife.ntc.edu. Clubs are encouraged to review the information on the page for accuracy. Club descriptions and contact information can be updated by emailing studentlife@ntc.edu.

Facebook

Clubs wishing to have a Facebook page or group should work through Student Life to set up. Club advisor(s) and Krista Reince (krista.slife.reince) should have administrator privileges of the account. The club is responsible for content and should maintain consistent and regular posting.

Instagram

Clubs wishing to have an Instagram page should work through Student Life to set up. Club advisor(s) and Krista Reince (krista.slife.reince) should have administrator/manager privileges of the account. To do this, the club will need to have a Facebook business paged link with the Instagram account. They should cross post content on both pages. The club is responsible for content and should maintain consistent and regular posting.

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Student & Club Photography

To use photos/videos featuring a student or community member in social media, club promotion or event information, an appropriate release must be received. Verbal acknowledgement is not sufficient. (Exception: Photos used for the Student Recognition Banquet slideshow do not require release as the presentation is only used during that internal event.)

Photo Release

Please have student members complete a NTC photo release form. One form per student, not per event.

Public Notice

If an event is open to the public and you’ll be taking photo/video, post photography in progress signs (PDF) at the entrances in lieu of requesting individual release form signatures. It is best practice to also include the same verbiage in the event promotions, invitation, registrations, etc.

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Valet Parking Procedures

Clubs may perform valet parking at an event as community service or a fundraiser. Because of the risk and liability associated with this activity, clubs must adhere to the following procedures:

Prior to the Event

  • Submit Club Event Planning Form.
  • Submit a current club budget showing the club has at least $2,500 in budget to cover any damage arising from club negligence.
  • At least two weeks prior to the event, club advisor (who will be at the event) must complete Motor Vehicle Background Check for him/herself and for each student valet.

During the Event

  • Club advisor must be present at the entire event to supervise the event.
  • Post a sign stating constructive notice of risk. Student Life can provide the file for your printing/use.
  • Provide a ticket to the customer.
  • Have a locked cash box and cash handling procedures.
  • Have and follow key handling procedures.

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