The office of Student Life & Activities supports recognized clubs and student organizations by providing administrative oversight of the clubs and through direct advisement of the Student Life Board, the group that recognizes clubs and organizations on campus and which provides additional program funding through its Finance Committee.
This page is provided as a resource to clubs and student organizations as they operate virtually, re-register, plan programs and events, etc. Check out the sections below for important information on virtual club policies and procedures! If you have a question that isn’t answered on this page, or you need help, please email ErinMarie Tierney, Assistant Director of Student Life & Activities, at email@example.com.
- Virtual Club Re-Registration Form
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. This year, rather than fill-out and submit a paper form, Student Life has created the new, Virtual Club Re-Registration Form found here for existing clubs to utilize.
The virtual registration form includes a request for a list of club leaders, a club roster, an advisor agreement and a request for the most current club constitution (if not on file). Each Brookdale club must have at least 10 currently registered students as members (inclusive of both executive and general members) and a Brookdale employee who is willing to serve as an advisor in order to maintain its active status.
Virtual forms are due within the first month of the fall semester. If a club misses the fall deadline, they can also re-register in beginning of the spring semester. The information on your roster is entered into an online database, and is used when you propose virtual events and activities to check membership. Please make sure, as membership changes, that you are updating the office of Student Life & Activities by submitting an electronic Add/Drop Form (after the initial re-registration form has already been submitted).
If you have any questions about this process please contact Student Life & Activities.
- Virtual Club Meetings, Event Proposals, Activities, and More
There are a number of different platforms available at this time to host virtual meetings and events.
Student Life’s top recommendations are:
- Student Life recommends having Club Advisors create your club’s Zoom meetings as there is no time-limit for meetings created by Brookdale employees. Club executive officers are welcome to create the links as well, however, if you do not own a paid subscription, then there is a one hour time limit for the free version of Zoom.
- Student Life is also available to help you create meetings on Zoom for your clubs! Be sure to communicate your meeting information to Student Life so we can get your club meetings set-up and running. Once the meeting has been created by Student Life, we will send the executive officers the link to share with your general membership
- Microsoft Groups & Teams (through Office 365)
- For more information on this platform, please see the Office of Information Technology’s Office 365 FAQ page here.
- Every club has been created a corresponding CANVAS shell to utilize while we operate remotely. Think of this as your virtual cubicle in the Club Room! You can utilize CANVAS, similar to your academic courses, to manage club materials. Clubs can have posted discussions, meetings information, etc all in one easily accessible location. For club-specific Canvas use, your Club Advisors have been listed as the instructor. Advisors (listed as Instructor within your club CANVAS shell) can make the announcements, share club materials, and enhance discussion, add members, etc.
- Student Life is also available as a resource, in addition to your Advisor, to help you maintain and manage your club CANVAS shell! Student Life does have access to each club’s CANVAS shell; be sure to communicate your club materials with Student Life (i.e. meeting info, announcements, club discussion topics, videos, etc) and we will post it for you!
Clubs can also utilize:
- Skype, FaceTime, Google Hangouts, etc.
Virtual Program Proposal
- Be sure to submit Virtual Program Proposals for special, virtual club events. Virtual Program Proposals should be submitted for a number of different virtual events, other than regular virtual meetings, including but not limited to virtual guest speakers, virtual conferences, co-sponsored club events, panel discussions, etc.
For tips on hosting virtual meetings, check-out some of these resources:
- The ultimate guide to remote meetings in 2020
- 12 Tips For Making Your Virtual Meetings More Professional
- Five Tips for Virtual Meetings
- 5 Tips for How to Have Fun on a Zoom Call
- 8 Tips for More Effective Virtual Meetings
For ideas on how to incorporate more fun into your virtual meetings, check-out these resources:
- Virtual Student Life & Activities Office
Although we are operating virtually, Student Life remains available to assist in all aspects of club functions & on-goings during normal business hours. Our virtual office hours continue to be 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, firstname.lastname@example.org
- ErinMarie Tierney, Assistant Director, email@example.com
- Ms Mary Jo Burkhard, Administrative Assistant, firstname.lastname@example.org
- Greg Mahadeen, Associate, email@example.com
- Student Life & Activities general email: firstname.lastname@example.org
- COVID-19 Resources
CDC Educational Materials
Stop the Spread of Germs
COVID-19 Fact Sheet
Social Distancing & Face Coverings
10 Things You Can Do To Manage Your COVID-19 Symptoms at Home
What Your Test Results Mean
- In-Person Club Meetings, Events & Activities
At this time, campus still remains closed to the public. Student Life & Activities and the College are working together towards obtaining access for clubs to host small-scale events on-site in the future. However, for the time being, with the continued campus closure, club activities on campus remain halted and we cannot approve on-campus events yet. As soon as we have more information regarding campus access for clubs, we will be sure to let you know!
As state regulations change, this page will be updated with the corresponding guidelines and procedures.
- Club Travel
At this time, club travel to represent the student organization in off-campus, indoor events or large-scale activities (i.e conferences, regional trips, etc) is halted through the Fall semester.
Please note, special permission may be granted on a case-by-case basis if clubs propose to participate in or host small-scale, socially distanced, outdoor activities (such as volunteer service with the Park system, meetings at Thompson Park, etc) within Monmouth County. If your club would like to be considered for approval of a small-scale, socially distanced, outdoor event/service project, within Monmouth County be sure to submit a corresponding Travel Proposal.
As state regulations change, this page will be updated with the corresponding guidelines and procedures.
- Club 101
Recruiting New Members
New members are the life of any organization. They provide new ideas, enthusiasm and keep the team moving after graduation. Everyone wants new members. New organizations are starting all the time. As the number of student groups increases, the competition for new members intensifies. Keys to successful recruitment include participation in scheduled virtual Involvement Fairs and Open Houses, planning programs for the beginning of the Fall semester, and submitting your electronic club registration form on time so Student Life & Activities can direct interested students to the current club leadership.
Look objectively at your organization: What is our purpose? What are our future plans? Knowing the answers to these questions will help you define who you want to recruit and how you want to recruit them. Think of the things your organization has to offer to prospective members. Make sure you review your club web-page and Canvas shell so that it accurately reflects the message you want to send about your student organization.
Be sure to incorporate what you have to offer into your virtual publicity. Your new members (like your returning members) will need to feel like they belong in the group. Get them involved in the workings of the organization. Get to know them. Help them get to know you. Let them know that their contributions are needed and appreciated. Following these steps will lead to 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 at all campuses.
- Club meetings must be held virtually until a return to normal activities on-campus in available. If you need assistance scheduling your Zoom meetings, please contact Student Life & Activities who will happily create the links for your club.
- 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 virtual program planning functions as well as any future on-campus 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 apprised of the group’s activities.
- 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 virtual programming the club proposed to host/participate in. Advisors must also sign off on all future requests. This includes future 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 virtual 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 virtual meeting times, virtual 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 virtual 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.
- Club Funding
All active clubs will receive $400 in their allocated budget for the current fiscal year (Fiscal Year runs July 1 – June 30). Any funds that are collected (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.
Allocations and income are not blank checks for programming – all events need to be proposed and approved by Student Life & Activities before funding is available.
ASBCC Funding Guidelines can be found here.
Fundraising/Approaching Donaters/Bake Sales
All fundraisers must be pre-approved by Student Life & Activities. 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.
All bake sales have been halted at this time due to the ongoing pandemic and as campus remains closed to the public.
Making a Deposit
As the campus is closed to the public, clubs should make Student Life & Activities aware of any collected funds via email as soon as it is collected. Student Life & Activities will work with the club to arrange a date and time for deposit in office.
Checks should be made out to Brookdale Community College and reference your club, the student ID number and telephone number (if applicable) in the memo line. No starter checks will be accepted (all checks must have the address imprinted on the check). Clubs should not hold on to any money collected, especially checks; it is especially important to ensure Student Life is aware of your collected funds as soon as possible to coordinate a date for deposit with the club. Checks need to be deposited within three (3) weeks of date-stamp; if a check bounces, the fee assigned by the bank will be held against your club’s income account. Clubs must not not collect cash and then use it to directly pay for something. This is considered a slush fund and it is illegal! Please contact Student Life & Activities as soon as possible to arrange a date to deposit the money collected and request a check if needed.
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 roughly every other week to approve proposals. All proposals should be submitted through the appropriate online form before the Finance Committee meeting. Please plan to virtually send a representative of your club to the virtual meeting where your program proposal will be discussed.
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.