Student Organizations Handbook

Introduction

On behalf of the Office of Student Engagement (OSE) at Oakland Community College (OCC), we invite students to participate in various student leadership opportunities sponsored by all campuses!

• Get involved and give yourself a well-rounded college experience by taking advantage of the many opportunities to learn from people of different cultural backgrounds
• Examine new philosophies; develop new interests and skills
• Prepare for active participation in a rapidly changing global society
  
  We look forward to the many positive and life-changing programs and activities that our students will plan, organize and deliver! Through the spirit of collaboration, inclusivity, open-mindedness, along with the realization we are all empowered to be excellent, we expect OCC to be a respectful learning environment in which all may thrive!

“Engagement is not something a student does or experiences but rather . . . a lived reality that is co-constructed by students along with their peers, faculty members, and others, who all interact within colleges in a simultaneous specific and broad context.” (Hatch, 2017). 

Definition of Student Engagement at OCC

Student engagement at Oakland Community College encompasses active participation in academic and social activities, recognizing individuality while promoting community respect and belonging, ultimately enhancing personal growth and academic success.

About the Handbook

The Student Organization Handbook (SOH) will provide each student with important information regarding your engagement. This Handbook contains the essential information necessary to optimize your Student Engagement (SE); and is intended to address general information, policies and procedures necessary to navigate the steps for starting or maintaining a student organization. OCC reserves the right to apply exceptions or modify/change policies or procedures when the need arises.

The (SOH) provides essential information to help each student make the most of their experience in student organizations. The SOH covers general information, policies, and procedures needed to start or maintain a student organization. Please note that OCC reserves the right to modify or make exceptions to these policies and procedures as necessary.

Should you have any questions regarding the policies and procedures contained herein, contact Student Engagement.

Benefits of Being a Registered Student Organization (RSO)

• Advertising – RSO’s may submit their flyers to the campus Digital Corkboards to promote your organization or event.
• Hosting Events – RSO’s have the privilege of sponsoring displays, speakers and educational or social programs.  
• Use of College Facilities – Spaces and equipment for meetings and events within normal operating hours.
• Opportunity to Fundraise – Raise funds to support your organization.
• Leadership Development – Free training/workshops through Student Engagement.
• Resume Building – Enrich your resume through Student Engagement involvement.
• Networking – Build valuable connections to complement career development and education.

Registration Process

• Review this entire SOH.
• Recruit a minimum of five students who would like to join your group, and completely fill out the Officer Roster and Membership Form (all officers are provisional until RSO is approved).
• Identify an Advisor(s) (faculty, staff or adjunct) and obtain their signature on the Application for RSO. Submit proposed Advisor name(s) to the Student Engagement Coordinator (SEC). Obtain confirmation from the approved Advisor indicating his or her willingness to serve, and ensure that the Advisor submits an email to the SEC formally stating their willingness to take on this role.
• Schedule a meeting with your SEC to get answers to your questions and discuss plans for your organization.
• Work with your advisor and SEC to establish an account at the College for fundraising. Note: After completing the above steps, the SEC will review your documents for approval.  Allow a minimum of two weeks for a final decision via your OCC student email account.

Expectations and Standards for RSO's

RSOs are expected to obey local, state and federal laws.  RSO's must also operate within the policies, procedures and guidelines of OCC, including the following:

Student Code of Conduct 

All students must abide by the Oakland Community College Student Code of Conduct:

Drug and Alcohol Abuse Free College Policy - The unlawful manufacture, distribution, dispensation, possession or use of, or being impaired by, a controlled substance is prohibited while on all College owned, leased, controlled or operated property, or in the course of any College related activity, program or job performance.  For the purpose of this policy, a "controlled substance" is as listed in Schedules I through V of Section 202 of the Controlled Substances Act (21 U.S.C. 812) and as further defined in the associated Federal Regulation, 21 CFR 1308.11 - 1308.5.

Marijuana - Although Michigan law permits the use and possession of medical and recreational marijuana and the possession, use, distribution, and cultivation of marijuana in limited amounts, federal law, including the Federal Controlled Substances Act of 1970, the Drug Free Workplace Act of 1988 and the Drug Free Schools and Communities Act of 1989, prohibits the possession, use, distribution and/or cultivation of marijuana at educational institutions. Further, as marijuana remains classified as an illegal narcotic under federal law, institutions of higher education that receive federal funding are required to maintain policies prohibiting the possession and use of marijuana on their campuses. Accordingly, the possession, use, distribution or cultivation of marijuana for medical and recreational purposes is prohibited on all Community College property or at College sponsored events and activities. Also prohibited is the operation of a motor vehicle while under the influence of marijuana on Community College property, or at College sponsored events and activities. Further, this policy prohibits the possession, use, or distribution of all marijuana accessories and marijuana products. Marijuana accessories shall include, but not limited to, any device or equipment used for ingesting, inhaling, or otherwise introducing marijuana into the human body. Marijuana products shall include, but not limited to, products that are comprised of marijuana and other ingredients and are intended for use or consumption, such as, but not limited to edible products.

In addition, the illegal possession, use or sale of alcoholic beverages, or conduct which is otherwise proscribed by state law, as well as being impaired by alcohol while on College owned, leased, controlled or operated property, or in the course of any College related activity, program or job performance, is also prohibited. Review the College's Drug and Alcohol Abuse Free College Procedure.

Safety - No student shall engage in behavior which violates any safety rules of any classroom, laboratory or other college premises. This shall include, but not limited to, the wearing of any required personal protective equipment, and the following of prescribed methods and procedures for handling and disposing of certain materials which may be hazardous, unstable, contagious, etc.

Gambling - No student shall engage in any form of gambling on college-owned or operated property or at college-sponsored events either on, or off campus.

Harassment, Discrimination and Misconduct - No student shall engage in harassment, discrimination or misconduct of another student or staff member of the college. This shall include, but not limited to, sexual, racial, gender-based and disability-based harassment, and may include verbal and/or physical actions. For more information, see Title IX Training for Students to increase awareness.

Recording of Class Sessions and Distributions of Course Material – No student is permitted to copy, record, distribute or publish any educational course related materials without the express written consent from the faculty member utilizing the course materials. Educational materials include, but are not limited to, lectures, syllabi, lecture notes, exams, problem sets and presentations. Policy may be found here: Recording of Class Sessions and Distribution of Course Materials Policy.

Signs - No student shall erect or display signs or posters on college property unless authorized through the campus Office of Campus Facilities. No student shall deface, alter, tamper with; destroy or remove any sign or inscription on college-owned or operated property.

Soliciting - No student or student organization may use campus facilities, solicit funds or schedule activities unless such action has been approved through the campus Office of Campus Facilities.

Smoking - Is strictly prohibited within college-owned or leased buildings (including but not limited to offices, classrooms, hallways, waiting rooms, rest rooms, lunch rooms, elevators, meeting rooms and all community areas). As of September 1, 2012, this smoking ban incorporates all OCC properties including, but not limited to, campus grounds, parking areas and athletic fields.

This policy applies to all employees, vendors, contractors, students and the public and encompasses tobacco products including, but not limited to, cigarettes, electronic cigarettes (vaping), cigars, pipes, chewing tobacco, and snuff. All employees and students share in the responsibility for adhering to and supporting this policy. Employees or students who violate this policy will be subject to the disciplinary actions associated with infractions of college rules.

Theft/Vandalism - No person or persons shall engage in the theft of or damage to property belonging to another person, organization or institution. This includes tampering with coin operated machines.

Weapons - No person, other than law enforcement personnel or a person authorized by the Director of Public Safety or his or her designee, shall possess a weapon on property owned, leased or otherwise in the possession of the College in accordance with the OCC Safe Work Environment Policy.

Reporting a Compliant/Suggestion

OCC is committed to providing excellent service and improving your experience. If you believe that you have experienced unfair treatment, share your concerns by following the steps on the Complaints or Suggestions site and complete the appropriate form for your concern.

An OCC representative will review your complaint and determine the action to be taken. You will be contacted indicating receipt of your complaint/suggestion, and thereafter with information regarding how your complaint/suggestion has been addressed.

Sexual & Gender-Based Misconduct, Harassment and Discrimination Policy

Visit the Complaints or Suggestions site and complete the appropriate form for your concern. This is the most effective reporting method.

OCC is committed to creating and maintaining a safe and non-discriminatory campus and workplace community free from sexual and gender-based misconduct, harassment and discrimination.  This policy applies to all members of RSOs, as well as all students, faculty, staff and third parties who are:

• Employed by, attending, or affiliated with OCC.
• Participating in, or attempting to participate in, any OCC program or activity; and/or
• Visiting OCC’s campus(es) or any property owned or leased by OCC.

Sexual and gender-based misconduct, harassment and discrimination will not be tolerated by OCC.  “Prohibited Conduct” is defined in OCC's Title IX Policy and Procedures.

Reporting Prohibited Behavior

Members of the OCC community who believe that a prohibited act of sexual/gender-based misconduct, harassment or discrimination may have occurred should report their concerns and/or file a report with OCC’s Title IX Coordinator:

Title IX Coordinator:  Ms. Carmen White
Phone: (248) 341-2036
Email:  titleixcoordinator@oaklandcc.edu

Protection from Retaliation

Retaliatory conduct for good faith complaints regarding violations of OCC’s policies and procedures addressing Title IX misconduct, sexual misconduct, and harassment not covered by Title IX and the College’s Non-Discrimination and Anti-Harassment Policy, may result in disciplinary sanctions.

Caterers Policy

If you need catering for an event on campus, please contact Student Engagement.

Liability

OCC does not assume responsibility for any damages, loss or injury a participant or named minor may suffer, while attending or participating in any off-site field trips, Student Engagement Student Organizations activities and/or other activities; or while using equipment or facilities of OCC or any entity with which OCC is affiliated. Medical insurance along with all medical expenses are the responsibility of the individual participant or recipient of the services. All event participants must fill out an Activity/Trip Waiver of Liability Form for each event.

Marketing and Communications of your Student Organization

• Attaching “Oakland Community College” to a student organization event or published materials in name, logo or image is appropriate only with prior approval of OCC’s SEC or Dean of Student Engagement. The College’s Creative Services department should be consulted before producing any Marketing material. If this department states they are unable to fulfill your request, the student organization may then create their own Marketing materials.
• OCC may impose “reasonable time, place and manner” regulations on speech (how, when, and where it may take place) so long as the restrictions are necessary to fulfill a significant legitimate institutional purpose and other avenues remain available for communicating the same message to the same audience.  

Campus Digital Signs: Submit a digital sign request form.

Creative Services 

• RSO's have access to OCC Creative Services designers using “writable” student-completed templates for flyers, etc. related to group activities and events.
• Any Creative Services requests either within or outside OCC campuses must be placed only by the advisor or SEC.
• If Creative Services Designer skills are needed to create a flyer, a Creative Services Request form must be completed and submitted directly to the Creative Services department by the RSO advisor with a copy to the SEC at least two weeks before the event date.
• Student organizations are not official business units of the College under our non-profit incorporation and are therefore prohibited from using the College name/logo on any non-approved flyers, promotional materials, or handouts.
• All promotional materials must be approved by the SEC and include the group name and the College name or logo.  
• Flyers should include the following details regarding an event: who, where, when (time and date of the event), purpose of the event, and an OCC email where the advisor and SEC can be reached for questions.

Media Relations

All OCC media relations activities, including media interviews, pitching of stories, and developing and sending press releases must be coordinated and approved through OCC’s Communications Department. The department provides training and support tailoring information for different media outlets to create opportunities for greater placement and reach.

Social Media Policy

OCC understands and appreciates the value of social media in building connections and sharing content supporting our RSOs. Please note: In reviewing these guidelines, all social media platforms are included and not limited to Facebook, Instagram, Snapchat, X (formerly Twitter), YouTube and Flickr. OCC supports social media use by RSO representatives provided: 

• No offensive or inappropriate comments or pictures are posted.
• Photos and/or comments posted or shared are done with mutual consent and reflect the College’s core values. All college identifiable activities (including campus activities and wearing/using team or college gear) reflect a professional environment.

It is important that RSO members remember that they are representatives of OCC and , as such, must adhere to OCC guidelines to uphold the standards and reputation of the College  Please keep the following in mind as you participate on social networking sites: 

• Before participating in any online community, understand that anything posted online is available to anyone, anywhere in the world. Any text or photo placed online becomes the property of the site(s) and is completely out of your control the moment it is placed online – even if you limit access to your site.
• You should not post or share content (information, photos or other items) that is disrespectful to others or could embarrass you or your peers, family or OCC. This includes information that may be posted by others on your page.
• College administrators can, and do, monitor these sites regularly.
• Students could face discipline and even dismissal for violations of this policy.  
• Organization Email: Organizations should create a Gmail account for their group and assign someone to monitor the account regularly with documented password information. Students may also communicate with each other through any variety of media. However, all communication from students to advisors requires use of OCC email.

Requirements for Maintaining RSO Status

• Officers must be in good academic and behavioral standing.
• RSO membership is open to currently enrolled students.
  • Membership in an OCC RSO shall be open to any enrolled student of OCC, as stated in OCC’s Prohibition of Discrimination statement.
  • Alumni RSO membership is limited to one year after graduation/transfer.
• RSO’s must abide by the OCC Student Code of Conduct.
• A signed OCC Photo Video Liability Waiver Form is required for all students participating in an RSO. 
  • Note: An OCC photographer/videographer may be on site to document events and activities. Photographs and video footage are the sole property of OCC. By registering for and/or attending this event, attendees' consent to OCC using their likenesses for historic, social, and promotional purposes without remuneration. If you do not wish to be photographed/videoed, please notify OCC staff upon arrival on-site.
• Submit your Constitution/Bylaws, as outlined in the Appendices, via email to the SEC. Constitution/Bylaws should have a minimum requirement of:  
  • Statement of purpose and the process used to elect officers- elections must take place each year.
• Recruit members/officers for participation in events such as the Volunteer and Resource Fairs/Student Organization Day.
• RSO Officers are required to attend and PARTICIPATE in three (3) Student Engagement events or Student Government general member meetings (or combo of both) in both fall and winter semesters, totaling six (6) for the academic year, plus the Engagement Summit in the spring.
  • Qualifying events include
    • Any workshop or advertised social gathering hosted by Student Engagement.
    • Any general meeting held by OCC Student Government.
  • Any workshop or advertised social gathering* hosted by any OCC RSO (membership meetings excluded) that have an approved Student Activity Request form.  An Officer must request QR code three working days prior to event from the OSE.
• Each RSO must plan and execute at least one open activity or event during the fall and winter semesters.
• Create a meeting schedule for fall and winter semesters, and submit to the SEC.
• Submit an expected roster of student participants to the SEC for the fall and winter semesters.
• A typewritten end-of-the-year report must be completed and submitted to the SEC by the second Friday in May. This report must include: 
  • A brief summary of the current year's events/activities
  • An updated officer roster with officer contact information
  • Revised bylaws (if applicable)
  • A fall forecast of potential events/activities
  • Documentation of 5 hours of Community Service

Failure to meet the above requirements may result in temporary suspension of formal recognition standing.

Protocol for Officer Installation and Removal

All RSO constitutions must contain a protocol and criterion for the installation and removal of officers. Follow this protocol, when necessary, under the guidance of the Student Engagement Coordinator.

Membership Eligibility Procedures

• Complete a Membership Form
• Membership must be open to all currently enrolled OCC students who wish to join, or criteria for membership must be clearly spelled out in your Constitution.
• Alumni RSO membership is limited to one year after graduation/transfer.
• Early College students may participate in group meetings and hold office.
• Your group may invite non-OCC students to become non-voting members; however, each group must have a minimum membership of five (5) currently enrolled students. At no time may your membership exceed a ratio of more than 20% alumni.
• An updated membership list must be submitted to the SEC each semester in order to maintain your “active” status as an RSO.
• Officers’ names, phone numbers and OCC email addresses are required.
• All members and officers of an RSO must comply with College policies regarding student organizations.
• The use of any form of coercion to persuade a person to accept membership shall be prohibited.

Responsibilities of Advisors to RSO's

RSO's are required to have a faculty, adjunct or staff member as an advisor.  Selection of the advisor is the choice of the organization and is by mutual agreement of both parties.  The duties of the advisor are as follows:

• A written communication indicating the advisor’s acceptance of role to the SEC.
• Serve as a liaison between the College and the student organization. 
• To ensure that all media inquiries are handled efficiently and professionally per college protocol, please direct all media inquiries to the OCC Marketing and Communications department. Please copy the Dean of Student Engagement on all media inquiries.
• An advisor is required to be present for at least two officer meetings per semester and ALL on-campus events held by the RSO.
• Assist with the formulation and/or revision of the RSO’s constitution and bylaws.
• Encourage and guide the RSO to engage in activities consistent with the RSO mission.
• Work with the officers to promote efficient and effective administration of the RSO.
• If fundraising is planned, approval must be sought from the campus SEC, who will assist in opening a 511 (student organization) account for the RSO.
• Advisor to assist the RSO Treasurer in depositing funds.
• If the RSO is inactive for 2 years, any remaining 511 funds will be transferred to a general 511 account. 
• Assist in orienting new officers to their positions and developing member leadership skills.
  • Encourage RSO member participation in all Leadership Trainings sponsored by the office of Student Engagement.
• Assist leaders during period of transition, in an effort to maintain continuity.
• RSO's organizing events/meetings must submit a completed and signed (by Advisor) Activity Request form to the campus SEC for review and approval. Upon approval by SEC, advisor will submit:
  • School Dude
  • Facilities request
  • Media Services request
• Provide RSO with oversight and guidance when developing RSO related meetings/events.
• Be familiar with OCC’s policies and risk management procedures to assist student participants.

Replacing an Advisors

Occasionally, an advisor to a student organization does not meet the expectations of the organization.  If a student organization determines that their advisor is no longer effective, the president of the student organization should contact the SEC to discuss issues involving the advisor. If a student organization and its advisor are unable to resolve the issue(s), the student organization’s constitution stipulates that they can vote to remove the advisor. Work with the SEC in identifying a replacement advisor.

Student Leader Responsibilities

Fundraisers/Finances/Expenditures

All RSO monies are to be deposited and housed in a 511 RSO account at the college.  No monies should be held by any RSO member/officer or it’s Advisor.

Successful Fundraising for Student Organizations 

The purpose of this section is to assist RSOs in holding events and/or raising monies for their professional, charitable, or social activities that will contribute something worthwhile to the College and, when appropriate, to the community. All activities are expected to conform to recognized standards of good taste and conduct, preserving integrity and respect for human dignity. 

Fundraising

RSOs should strive to be self-supporting using monies obtained through fundraising efforts.  

• Fundraising activities must be preceded by submission and approval of an Activity Request Form.
• Approval must be sought at least two weeks prior to the proposed start of the fundraiser.
• All monies collected by student organizations must be reported and deposited (link to Student Org Event Tally and Deposit Form) at the campus Student Accounts office on the first working day following collection of the funds.
• Track the success of your fundraiser and evaluate the return on investment.

When hosting a bake sale fundraiser:

• Sell only food which comes individually pre-packaged from the store; do not sell unwrapped or re-wrapped food.

Gift/Donation Request Fundraiser

Work with the OCC Foundation and the Student Engagement Coordinators in advance of requesting gift or donations.  Only the OCC Foundation is authorized to issue receipts to substantiate a charitable tax deduction.

Contact the OCC Foundation (link to OCCFoundation@oaklandcc.edu) to accomplish the following:

• Request a specific amount or range from potential donors who share the interests and goals of your organization.
• Communicate how the gift will be used (use it only for that purpose).

Thank your donor in writing and tell them the good you accomplished through their generosity.

• Forward monetary gifts to the OCC Foundation for deposit; they will be transferred to your organization’s 511 account after processing.

Raffles

All raffles must adhere to the guidelines of the Michigan Gaming Commission; contact the OCC Foundation (link to OCCFoundation@oaklandcc.edu) for guidance.

• Raffle FAQs
• Raffle Guide

Procedures for Reimbursement of Student Generated Funds (from 511 account)

Purchases

Purchases must be pre-approved by your Advisor and a Student Engagement Coordinator prior to the purchase being made. 

1. Complete the RSO Request for Purchase/Reimbursement Form and forward to Advisor for signature.  
2. Advisor-signed form is next forwarded to the SEC for approval. If approved, form will be returned to Requestor who may proceed with purchase.

Reimbursements

1. Complete and send the RSO Request for Purchase/Reimbursement Form, and original receipt of purchases to Advisor for signature.  
2. Once approved by Advisor, return the signed forms and original receipt of purchases to the SEC for processing.

Travel Procedures and Required Documentation Paperwork for Student Athletic Teams and RSO's

Travel procedures are those that are published at the time of travel per the office of Financial Services.

Appendicies

Forms for RSO's

• Activity Request Form
• Application for New RSO
• Community Service Form
• Funding Request Form (for Faculty and/or RSO)
• Meeting Schedule Form
• OCC Photo Video Waiver Form
• Officer Roster and Membership Form
• Parliamentary Law Chart
• RSO Donation Request Form
• RSO Request for Purchase/Reimbursement
• Travel Liability Waiver

Constitution Template for Student Organizations

Mission:

• OCC is committed to empowering our students to succeed and advancing our community.
• Accredited by the Higher Learning Commission of the North Central Association since 1971. Exceptionally noted by the HLC for college curriculum, assessment and processes

Student Engagement Mission:

Student Engagement at Oakland Community College encompasses active participation in academic and social activities, recognizing individuality while promoting community respect and belongings, ultimately enhancing personal growth and academic success.

Student Resolution/Proposal Process

Students submitting a proposal/resolution for Student Government (SG) to review should be aware that SG serves as a recommending body, which communicates the concerns of the student body to OCC’s Executive Board. This will be accomplished using the following process when SG receives a student proposal/resolution for review: 

• Step 1: The SG President will submit the student resolution/proposal form to the Advisory Board of SG for review and recommendations.
• Step 2: The Advisory Board of SG will submit the resolution/proposal to the Vice Chancellor of Student Services for review.
• Step 3: The Vice Chancellor of Student Services will submit the resolution/proposal to OCC’s Executive Board for review.
• Step 4: The Vice Chancellor of Student Services will provide the Advisory Board of SG with the decision of OCC’s Executive Board regarding the student resolution/proposal.
• Step 5: The Advisory Board of SG will provide the authors of the resolution/proposal with the decision of OCC’s Executive Board.

Event Planning Process/Timeline/Checklist

Plan to begin two months before event. For additional information contact an SEC.

• Select Date – check for conflicts with major religious holidays.
• Ask Advisor/SECs to check OCC Events Calendar for conflicts.
• Submit completed Student Engagement Activity Request Form, Facility Request Form and diagram to Advisor for approval.
• Complete Event Checklist and email to an SEC.
• Send meeting request to SECs, committee members, marketing and program participants to reserve event time on calendars (For major events, include Chancellor’s Cabinet and Board of Trustees).
• Create posters/flyers and request SECs to add to the TVs. The same members should be responsible for removing them after event. One copy should go with Event Checklist in SLO.
• Create parking/directional signs and assign RSO member to place/remove signage around campus.
• Prepare internal signs for registration table, etc.
• Arrange for publicity
  a. Outlook email to faculty and staff.
  b. Contact Event Coordinator of Marketing & Communications 248-341-2204 for website, OCC events calendar, social media publicity.
  c. Contact campus SEC for placement on Student Engagement Events Calendar.
• General information
  b. Campus map and parking instructions should be mailed/emailed to guests.
  Revised: 1/20/2025