Dear Student Leaders,
Congratulations on taking the initiative to become a student leader at Brookdale Community College! Your involvement plays a vital role in shaping a vibrant and inclusive campus community where learning, leadership, and personal growth extend far beyond the classroom.
At Brookdale, we believe that co-curricular experiences—whether social, cultural, or educational—are essential to student development. Our students and staff work collaboratively to create meaningful opportunities that foster engagement, leadership, and community building. As student leaders, your contributions help bring the campus to life each year, and your actions should reflect the values of respect, responsibility, and collaboration.
The below Club & Organization Handbook is designed to serve as a practical resource for student leaders like you. It provides essential guidance on the day-to-day operations of your club or organization, and offers support as you plan events, manage responsibilities, and navigate your leadership journey at Brookdale. This handbook complements the one-on-one support available through the Office of Student Life & Activities and outlines key policies related to student conduct, event planning, space reservations, and Student Life Board financial procedures.
All students at Brookdale are expected to uphold the Student Code of Conduct, and we trust our student leaders to model these standards in all interactions, both in and out of the classroom. Appeals and concerns will be addressed through the appropriate College channels.
We hope this handbook will be a helpful guide as you take on your leadership role. If you have any questions or need additional support, please don’t hesitate to reach out to the Office of Student Life & Activities. Our contact information is listed in the handbook.
Wishing you and your organization a successful, impactful year at Brookdale!
Sincerely,
The Office of Student Life & Activities
Brookdale Community College
- Office of Student Life & Activities Staff
Student Life is available to assist in all aspects of student club/org functions & on-goings during normal business hours. Our office hours are: Monday-Friday, 8:30am-5pm. If you would like to schedule a meeting with representatives from our office, contact information for Student Life & Activities is as follows:
- Lauren Brutsman, Director, lbrutsman@brookdalecc.edu
- ErinMarie Tierney, Associate Director, etierney@brookdalecc.edu
- Lauren Quint, Coordinator, lquint@brookdalcc.edu
- Greg Mahadeen, Associate, gmahadeen@brookdalecc.edu
- Student Life & Activities general email: studentlife@brookdalecc.edu
- Student Club/Organization Important Dates & Deadlines
- Club Re-Registration Deadline: September 19
- Involvement Fair: September 9, 11:30am – 1:30pm
- Club Pop-Ins: September 17, October 15, November 19, 10am – 2pm, Jersey Blues Club Lounge
- Jersey Blues Club Leaders Forum (formerly Club Leaders Meetings): September 25, October 28, November 25
- Ignite Your Involvement – Club Bonfire Night: October 2 (Raindate October 9), 8pm
- Official Guidelines for Club Recognition
To obtain and maintain official recognition through the Office of Student Life & Activities and the Student Life Board, a student organization and club must adhere to the following guidelines:
- The club or organization must re-register yearly with the Office of Student Life & Activities.
- The club or organization constitution (and/or by-laws) must state that membership must be open to all currently enrolled, credit-seeking students at Brookdale Community College
- The student club or organization must have a Club Advisor (employee of Brookdale Community College) who agrees to volunteer their time with the club or organization
- All members of a student club or organization must be enrolled at Brookdale Community College in good standing
- No student on disciplinary probation, as defined by the Student Code of Conduct, may hold an executive board position in a club or organization
- Students must have a cumulative 2.0 GPA, and a minimum of at least 6 active credits, to hold an executive board position during each semester of their leadership. Clubs & organizations may require a higher GPA if desired; at no time, however, is a club and organization allowed to set a lower GPA requirement.
- The following club requirements must be completed to remain recognized as an active student club and organization. Failure to complete one of the following requirements will result in a $50 deduction at the end of each semester. (Spring semester requirements that are not met will be applied to the next fiscal year.)
- Clubs must re-register at the start of the Fall semester with the Office of Student Life & Activities.
- All recognized clubs and organizations are required to maintain a membership of at least ten currently enrolled/credit-seeking students to maintain an active status. If a student club or organization falls below ten members, the organization will be placed on probationary status for the semester. If the club or organization does not increase membership during that time, they will then be considered an inactive club or organization.
- Clubs or organizations must hold a minimum of at least one general meeting per month during the Fall and Spring semesters
- Clubs and organizations must have at least one leader attend each of the Jersey Blues Club Leaders Forums (formerly Club Leaders Meetings) with Student Life & Activities during the Fall and Spring semesters
- Clubs and organizations must host at least one on-campus event during the Fall and Spring semesters. (General meetings do not fulfill this requirement.)
- Clubs and orgnaizations must complete at least one volunteer service project each academic year.
- Student Club/Organization Office Space
The Student Life Center houses the Jersey Blues Club Lounge. The Club Lounge is a communal space dedicated and designed to support the working community of recognized student groups. This Lounge offers a comfortable and collaborative environment where club members can meet, plan events, hold formal and informal gatherings, or simply connect with fellow students. This space is equipped with tables, seating, basic resources, computers, and club lockers which is meant to foster creativity, leadership, and engagement.
Access is limited to currently recognized clubs and organizations and the use of the space must align with Student Life & Activities policies.
Hours of operation are to be announced at the start of the Fall semester. However, casual club check-ins with Erin will be hosted on September 17, October 15, November 19, 10am – 2pm.
- Student Club/Organization Social Media
As a recognized student organization, you are encouraged to establish an organization’s Instagram, Twitter, and/or Snapchat accounts. (Please note, at this time, TikTok profiles are not permitted.) Any social media pages must be registered with Student Life & Activities and College Relations through the College’s Social Media Administrator. Student Life & Activities and Club advisors must have access to any social media accounts or pages held by the organization. If your organization is not going to continue into the next semester or academic year, all social media pages or accounts must post that the account is discontinued. All account information should be passed down to any new leadership of the organization before the current leadership steps down from any positions. The platform administrator’s contact information must be updated as they change.
Student clubs and organizations are considered “unofficial” social media pages and can use but cannot make any changes to the Brookdale Community College logo. These sites are also encouraged to post a statement in their profile announcing that they are not an officially recognized Brookdale Community College social media page and all postings reflect their own personal opinions or their organization’s opinions.
An example of this statement is provided below:
The views expressed on this (Facebook page, Twitter feed, etc.) are those of the (Insert Club Name) and are not endorsed by Brookdale Community College nor do they constitute any official communication from Brookdale Community College.
Please contact the Social Media Administrator, Gina Ziegler (gziegler@brookdalecc.edu), in College Relations, with any questions.
- Brookdale's Anti-Hazing Policy from the Office of Student Affairs
Brookdale Community College is dedicated to our students and their ability to freely join student organizations without fear of hazing. This page contains the College’s Board Policy and Regulation regarding Anti-Hazing efforts on campus, as well as the link to report an incident of hazing to the Office of Student Conduct & Compliance. Additionally, statistics regarding hazing incidents on-campus are below.
CLICK HERE to review the College’s Anti-Hazing Board Policy
CLICK HERE to review the College’s Anti-Hazing Board RegulationCLICK HERE to report an incident of Hazing to the Office of Student Conduct & Compliance
Hazing Incidents on Brookdale’s Campuses
By law, Brookdale is required to publish the number of hazing incidents on-campus over the last five years. Please CLICK HERE for these statistics.
- Student Club/Organization Re-Registration
Existing clubs are required to re-register with the Office of Student Life & Activities and the Student Life Board once a year in the Fall semester. The club re-registration form can be found by clicking here.
The re-registration form requires the submission of a list of club officers/executive leaders, a current club roster to include general membership, club advisor (Brookdale employee) contact information, and the most recent version of the club’s constitution (if not already on file).
To remain active, each Brookdale club must have a minimum of 10 currently enrolled (active credits/degree seeking) student members, including both executive board and general members, and a Brookdale employee who agrees to serve as the club’s advisor.
The information from your roster is entered into an online database and used to verify membership when proposing events and activities.
Your listed Advisor will also be verified by Student Life & Activities.
As your club’s membership changes throughout the year, please be sure to keep the Office of Student Life & Activities updated by submitting a Club Roster Add/Drop Form.
Re-registration forms are due by September 19, 2025. If you have any questions or your club misses the Fall deadline, please contact ErinMarie Tierney (etierney@brookdalecc.edu) in Student Life & Activities for further guidance.
- Student Club/Organization Funding, Finance, & Travel
All registered, active clubs will receive an allocated budget from Student Life & Activities for the current fiscal year (Fiscal Year runs July 1 – June 30). Any funds that are raised or collected by the club (through fundraisers, membership dues, etc.) are considered income and will carry over year to year. New clubs will be allocated through Club Reserves (if available) until the end of Fiscal Year.
ASBCC Funding Guidelines can be found here
Allocated budgets and income funds are not blank checks for programming – all events need to be proposed and approved by Student Life & Activities before funding is available.
Fundraising/Approaching Donors/Bake Sales
All club fundraisers must be pre-approved by Student Life & Activities through the Fundraising Proposal. Games of chance (50/50’s, raffles, etc.) are lawful activities in the State of New Jersey when, and only when, the sponsoring organization is registered with the state and licensed with the local township in which the drawing takes place and prizes are awarded. At this time student clubs and organizations are ineligible to hold games of chance. Contact Student Life for other fundraising ideas.
All requests for business donations must be approved by the Brookdale Foundation before you can approach any businesses. If your club wants to solicit any type of donation (monetary donations or the donation of food, supplies, etc.), please submit a list directly to Student Life & Activities for approval.
Clubs are able to host bake sales as an on-campus fundraiser. A proposal must be submitted ahead of time.
Making a Deposit
Any and all funds raised or collected by the club must be deposited into the club’s account at the SLA ticket window immediately after the event during normal operating hours (Mon-Friday 8:30am-5pm).
Checks should be made payable to Brookdale Community College and reference your club, the student ID number and telephone number in the memo line. No starter checks will be accepted (all checks must have the address imprinted on the check).
Clubs must not hold on to any money raised or collected for more than 24 hours. If a check bounces, the fee assigned by the bank will be held against your club’s income account. Clubs must not collect cash and then use it to directly pay for something. This is considered a slush fund and it is illegal!
Finance Committee
The Finance Committee is a subcommittee of the Student Life Board chaired by the SLB Treasurer. They assist the Office of Student Life in the management and supervision of ASBCC funds. The Finance Committee is tasked with the distribution and allocation of funds to Clubs and Organizations for events and programs. They meet every other week to approve proposals. All proposals should be submitted through the appropriate online form before the Finance Committee meeting. After preliminary review, should the SLB feel they need more information from the club in order to make an informed vote, please plan to send a representative of your club to the next meeting. (The SLB Treasurer will notify you if this is the case.)
If you ever have questions or concerns, members of the Student Life Board, including their Treasurer, are available for consultation. The Student Life Board can be contacted directly at SLB@brookdalecc.edu. As always Student Life & Activities is also a great information resource.
Any decisions by the Finance Committee may be appealed directly to the Director of Student Life. All appeals must be in writing (e-mail) and sent to the Director within 72 hours of the Finance Committee’s decision.
Club Travel
Clubs have the opportunity to travel to represent their student organization at off-campus events, although it is not a requirement for maintaining good standing.
- To be considered for travel, clubs must submit a Travel Proposal at least six weeks prior to the planned travel date.
- All travel plans must be coordinated with Student Life & Activities, and approval must be obtained by completing the Travel Proposal form.
- If funding assistance is being requested, the proposal will be reviewed by the Student Life Board’s Finance Committee. Approved funding will follow the guidelines outlined below.
- Regardless of whether you are using your own funds and only need Student Life approval or are requesting funds from the Student Life Board, you must schedule an appointment with Student Life & Activities to process payment and obtain trip waiver forms.
- For out-of-state or overnight travel, Brookdale policy requires approval from the College President’s office. Therefore, it is essential to adhere to the proposal deadlines, as no travel will be approved outside of these deadlines.
- Work with Student Life & Activities to develop an accurate cost estimate for your trip. If approved, the Student Life Board’s Finance Committee will fund the cost of one advisor for every eight student attendees at 100%.
- Funding for clubs traveling to regional events (defined as the radius from Boston to Pittsburgh to Washington, DC and including all travel within NJ) will cover eight students, while national travel will cover four students.
- The following table outlines the amount of travel costs that will be funded by the ASBCC, pending approval:
$0-$3500 60% of total travel cost $3501-$7000 40% of total travel cost > $7000 $2800 Brookdale Vans
To reserve a van for a trip please contact Student Life & Activities.
Any current Brookdale employee may drive a Brookdale van, but a copy of your driver’s license must be on record with the College. Your club or class must fill out a van reservation sheet that lists who is going to be on the trip as well as an emergency contact number. These forms are available from Student Life & Activities.
If your group is utilizing a college van, be sure the van is clean of all trash and that you leave gas (at least ½ tank) in the tank when you return to campus. Turn in any gas receipts for reimbursement. The office will work to ensure that all vans given out are at least 3/4 of a tank full before any trip.
Buses or other Mass Transit
The office of Student Life & Activities can work with your club or class to request a charter or school bus for trips. As charter bus companies’ schedule fill quickly, particularly in December and April, please work early to reserve a bus.
We can also get tickets for NJ Transit or the Sea-streak ferry. At all times a trip chaperone must accompany students, even when using mass transit, if Brookdale funds are being used for travel. After receiving approval for the trip, you will be required to meet with Student Life & Activities who will then assist you with the bus or mass transit ticket purchase process.
Driving Your Own Vehicle
The Office of Student Life & Activities permits the use of a personal vehicle for daytrips or other travel that does not require funding.
You may only drive your own personal vehicle for club or class travel if approved as part of your organization’s original travel proposal.
- Student Club/Organization Event Logistics
Club Event & Meeting Space On-Campus
- The first step to hosting a club event is to submit a Program Proposal for approval through Student Life & Activities.
- Clubs who plan to host an event (or meeting) on campus must also fill out the Online Facility Request Form which, upon submission, is sent to the Scheduling Department for room confirmation. Please note, a club’s event (or meeting space) is not guaranteed unless confirmed by the Scheduling Department.
- All club event (or meeting) needs such as AV, technology, chairs/tables, etc, must be included on the Online Facility Request Form at the time of submission.
- Requests to access club funds (allocated budget, income, SLB funding assistance) must be included on the event proposal at the time of submission.
Club Catering & Food Services
- Clubs who wish to request access to funds for food have two options:
- On-Campus Catering
- If approved by SLA, this requires he submission of a Club Catering Request Form
- Off-Campus Catering
- This will require setting up a cash advance for your Club Advisor. Next steps would be communicated by Student Life at the time of proposal approval
- On-Campus Catering
Club Sponsored Events Off-Campus
- The first step to hosting or participating in an event off-campus is to submit a Travel Proposal.
- Travel Proposals must be submitted at least 6 weeks before the anticipated travel date
- Pending approval from Student Life & Activities, all participating members will be required to complete the SLA activities waiver prior to departure.
- In the event that a participating member is under the age of 18, a parent or guardian must be required to complete the waiver on behalf of their student.
Contracting Performers
- If a College funded student club or organization is planning to hire an entertainer (i.e. lecturer, DJ, novelty, etc.), the organization’s advisor or the Office of Student Life & Activities must call to request a contract on behalf of the student club or organization. Students are not permitted to request or enter into contracts on behalf of a Brookdale Community College club or organization. Any student or student group that does so may be held personally responsible for all associated payments and liabilities. All contracts must be reviewed by the Brookdale’s Legal Affairs Officer and any required revisions must be made. Only the Director of Student Life & Activities or the Vice President for Student Affairs are authorized to sign contracts on behalf of the College.Additionally, Brookdale’s Legal Affairs Officer may require external vendors to provide a Certificate of Insurance that includes Brookdale Community College along with its trustees, officers, employees, agents, and students as additional insureds.If you need assistance identifying performers, calling agents or have any other questions about booking acts, please contact the Office of Student Life & Activities.
Public Movie Screenings
- The first step to hosting a club movie screening is to submit a proposal for approval through Student Life & Activities.
- If your organization plans to show a film during a social event, meeting, or any other gathering, please note that U.S. copyright law requires you to obtain a public performance license. It is illegal to show a movie from a DVD, streaming service, or rental provider, regardless of whether admission is charged, without proper licensing.
- Purchasing or renting a movie does not include the rights to screen it publicly, even for free events
- Securing a public performance license is a straightforward process, though it does involve a fee. For help with obtaining the appropriate license, please visit the Office of Student Life & Activities.
- Planning a Student Club/Organization Event
All club events and activities must be approved through Student Life & Activities via the proposal process. Club proposals can be found on the Club Forms & Proposals website.
Planning a successful event takes time, coordination, and attention to detail. This step-by-step guide will help your club or organization plan and execute events smoothly from idea to wrap-up.
Step-by-Step Guide to Event Planning
- Step 1: Define Your Event
- Purpose: What is the goal? (e.g., awareness, celebration, education, recruitment)
- Target Audience: Who are you trying to reach?
- Event Type: Social, volunteer service, educational, fundraiser, etc.
- Step 2: Get Club Approval
- Discuss your event idea at a club meeting and vote to move forward with it.
- Ensure the event aligns with your club’s mission and Brookdale policies.
- Step 3: Choose a Date, Time, and Location
- Pick a date that avoids conflicts with major campus or community events.
- Submit a Room/Space Reservation Request through the Office of Student Life & Activities or the campus scheduling system.
- Allow at least 6 weeks for space requests and approvals.
- Step 4: Submit the Event Proposal Form
- Complete and submit the Event Proposal Form to the Office of Student Life & Activities.
- Include key details like:
- Event description
- Location and time
- Technical needs (A/V, tables, chairs, etc.)
- Food or catering requests
- Any external vendors or performers
- Step 5: Create a Budget
- Determine costs (decorations, supplies, food, performers, printing).
- If funding assistance from the Student Life Board is being requested, be sure to select that option on the event proposal at the time of submission
- If funding access (to allocated budget, income, or SLB funding assistance) is requested and approved, be sure to meet with Student Life & Activities to discuss next steps and requirements
- Step 6: Market Your Event
- Create flyers, digital graphics, or social media content.
- Get flyer approval from Student Life before posting.
- Promote your event through:
- Social media platforms
- Campus bulletin boards
- Club meetings and word of mouth
- Brookdale email announcements (if applicable)
- Step 7: Prepare & Confirm
- Reconfirm logistics: space, equipment, food, speakers/performers.
- Create a day-of-event checklist for setup and supplies.
- Recruit volunteers or assign roles (setup, welcome table, cleanup, etc.).
- Step 8: Host Your Event!
- Arrive early to set up and test equipment.
- Greet attendees and keep the event flowing.
- Take photos for promotion and club records (with permission).
- Step 9: Clean Up
- Leave the space clean and return any borrowed equipment or supplies.
- Dispose of trash properly or recycle as needed.
- Step 10: Reflect and Report
- Hold a debrief with your team: What went well? What could improve?
- Submit any post-event forms/information (such as meeting minutes, event agenda and attendance, etc) or evaluations
- Share photos and success stories with Student Life for promotion.
- Send thank-you notes to volunteers, performers, or collaborators.
✅ Helpful Tips
- Start early: Planning ahead avoids last-minute stress.
- Communicate often: Keep your members and advisors in the loop.
- Ask for help: The Office of Student Life & Activities is here to support you!
- Step 1: Define Your Event
- Club 101
Recruiting New Members
New members bring fresh ideas, enthusiasm, and continuity to any organization. With new student groups constantly forming, the competition for new members is increasing. Successful recruitment involves participating in Involvement Fairs and Open Houses, planning engaging programs, and submitting necessary forms, like your club registration form, on time so Student Life & Activities can connect interested students with current leadership.
Reflect on your organization: What is our purpose? What are our future plans? Knowing these answers will help you target your recruitment efforts effectively. Highlight what your organization offers to prospective members. Ensure your club webpage and Canvas shell accurately convey your message.
Make sure new and returning members feel welcomed and valued. Involve them in the organization’s activities, get to know them, and show appreciation for their contributions. Following these steps will create a more enjoyable and rewarding experience for everyone.
Club Executive Board Members
A common executive board is made up of:
- President – typically presides over meetings, acts as the spokesperson for the group, calls meetings and acts as the overall official for the organization.
- Vice President – usually heads special committees and acts in the place of the President in their absence.
- Secretary – suggested to keep records of the meetings and formal business, as well as writes letters for the organization.
- Treasurer – keeps financial records of the organizations, keeps the officers’ roster up to date and prepares the budget.
There are other positions that could serve on an executive board (parliamentarian, public relations, etc.) If your group needs help determining club needs, don’t hesitate to contact Student Life & Activities for assistance.
Students who serve in these leadership positions must be currently enrolled for a minimum of six college credits (active – not audit status) and must be in good academic standing.
Fundamental Rights of Individuals Involved in Organizations
- The right to maintain close contact in relationships with friends and family members who are not involved in the organization.
- The right to disagree with group members without being belittled.
- The right to say “no” or “I need to think about this,” whether it is about expectations of members, dues, activities, or time requirements.
- The right to ask questions and to express opinions.
- The right to know the history of the organization.
- The right to be respected as an individual.
- The right to withdraw from the organization without fear or humiliation.
Responsibilities of Organizations
Along with the benefits of becoming a registered student organization at Brookdale Community College, there are certain responsibilities that must be fulfilled. These responsibilities are outlined below:
- All clubs must have a Constitution on file in the Office of Student Life & Activities.
- All clubs must have an updated list of officers and advisors on file with the Office of Student Life & Activities.
- All officers must be currently enrolled in six or more Brookdale Community College credits (active – not audit status)
- All clubs must have an advisor who is employed by Brookdale Community College.
- Membership must be open to all full and part time students.
- Club meetings must be held in a professional, considerate manner as classes may be taking place near your meeting space.
- Clubs will follow all Brookdale Community College policies and procedures, as well as local, state, and federal laws.
- Clubs and their members will comply with Brookdale Community College’s anti-discrimination and anti-hazing policies.
- The club’s money must be maintained in an account with Brookdale Community College. No outside bank accounts are permitted.
- Officers will accept responsibility for all program planning functions as well as any future programming, from room reservations to the supervision of events and activities.
- Officers will develop honest and open lines of communication with the club’s advisor and the Office of Student Life & Activities, keeping them in the loop of the group’s activities.
Advisor Roles
- Advisors, with rare exceptions, volunteer their time and efforts to student organizations without financial compensation. At all times they should be appreciated and valued for the work they do for students.
- Advisors should be knowledgeable in the nature of the club (i.e. how to assist the club in reaching goals/purpose)
- Advisors must be aware of any programming the club proposes to host/participate in. Advisors may be required to sign off on additional event forms. (This may include room reservations, food service requests and any application for funding.)
- The advisors are not the club leader but a consultant that initiates ideas or information applicable to the club’s interest. All decisions must be student driven.
- Advisors should make every attempt to attend club meetings. Meeting minutes must be sent to advisor for any meeting that is missed.
- Advisors will serve as future event chaperones. In the event they are unable to attend a future event, it is necessary that another Brookdale employee is chosen.
- Advisors should assist students in ensuring the club maintains accurate records of club business.
Working With Your Advisor Effectively
Communicate! Make sure your advisor is informed of all activity of the club, including meeting times, programs, votes, upcoming discussions, and any other pertinent information.
Ensure your advisor is interested with respect to club activity, try to get them engaged and involved as you would any club member.
Provide them with copies of the minutes and agendas prior to start of meetings.
Allow space on the agenda for your advisor, in case they wish to address the club.
Allow your advisor to advise and not dictate the actions of the club – set ground rules with your advisor as to their specific role at the start of each academic year to avoid confusion and potential frustrations.
In some cases, the relationship that develops between Advisor and Advisee is not good or productive. A relationship where there has been no discussion of expectations, no clarification of roles—and everyone is doing a lot of guessing and even more assuming—is a strong indication that this relationship could be in trouble.
These expectations should be discussed and processed at the beginning of the year. After your groups’ expectations have been laid out, it would be helpful to distribute these to group members. It is also important to update them or reflect on whether or not the expectations are being met throughout the year.
For more information, check out the Advisor Checklist.