2015-2016 Club Renewal Process
It is that time of year again to renew your club or organization for the 2015 ‐2016 school year! The Office of Student Activities is very excited to guide you through this process! It has been a pleasure to work with you this past year and we look forward to what next year has in store.
To be recognized as an official student club/organization you must register every year. Returning
clubs/organizations must re‐register before the start of the fall semester in order to be receive student
club benefits. The annual re‐registration process consists of:
Submitting an updated Student Club/Organization Registration and Student
Club/Organization Advisor Appointment form by 5pm on Monday, August 3, 2015. (Please
note: Director of Student Activities has final approval for advisor appointment.)
Submit current Club Constitution and/or Club Bylaws.
Club Renewal Approval
Once your club or organization has submitted all required materials, Student Government and the Office of Student Activities will perform a review of eligibility. The review includes:
Constitution of Review
Verification of Good Standing
If your club or organization has fulfilled all requirements, your club or organization President will receive a notification. If proposed club registration is denied either the Office of Student Activities or a member of Student Government will notify in writing of the decision one week after the registration deadline.
Club/Organization Benefits and Responsabilities
Approved club/organization executive officers must attend the 2-‐day orientation and workshop in August. (Check on the website for orientation dates)
Club benefits include funding, promotion, the opportunity to reserve campus space for events and meetings. All registered clubs will be given equal funding cap. Clubs may raise additional funds if need exceeds initial funding cap.
Clubs/Organizations are responsible for scheduling all activities with Director of Student Activities
no later than two months prior to the event. Clubs/Organizations seeking activity approval one
month prior might encounter denial.
Clubs/Organizations must obtain permission from the club advisor or Director of Student Activities to solicit donations from area businesses, agencies outside of Calumet College of St. Joseph and individuals. When letters of solicitation are being used the college’s Tax I.D. number must be printed on the document (click here for example).
Clubs/Organizations should reserve campus space or rooms as far in advance as possible. When scheduling with the Director of Student Activities, the proper contact will be identified, and the club/organizations will responsible for reserving each event. Additional security charges will be applied for events extending past 10:30 p.m., M-‐F; 5:00 p.m. on Saturday and all day Sunday.
Clubs/Organizations are responsible for requesting security through the Director of Student
Activities for campus events scheduled when the campus is closed. These requests must be made at least one month in advance of the event.
All contracts for paid performers, speakers, etc. must be approved by the Director of Student
Activities and signed by the Vice President of Enrollment and Retention. No club officer, member
or club advisor is authorized to sign contracts on behalf of the club/organization or institution.
Events open to the public must be catered by a licensed caterer/ restaurant.
No alcohol is permitted for any club/organization event on campus. Alcohol may be served at off
campus events in a hall or restaurant by the licensed venue.
Off-‐campus events must have security booked through the hall or restaurant. The club advisor
must be present throughout the entire event.
For complete details of policy and procedures refer to the Student Club/Organization Resource
Contact Information Office of Student Activities
Director of Student Activities
Hours: Mon, Tues, Thurs, Fri 9:00 A.M. -5:00 P.M.
Wednesday 11:00 A.M. 7:00 P.M.
Student Lounge Hours:
Monday & Wednesday 1:00 P.M. - 7:00 P.M.
Tuesday & Thursday 10:00 A.M.- 7:00 P.M.
Telephone: (219) 473-4222 (Indiana)
(773) 721-0202, Ext. 222 (Illinois) 1-877-700-9100 (Toll Free)