To: Otis College Students From: Mike Luna, M.S. CC/SS Director of ...

To: Otis College Students
From: Mike Luna, M.S. CC/SS
Director of Student Activities
9045 Lincoln Blvd.
Los Angeles, CA 90045
Re: Club/Organization Recognition Packet
Congratulations! By picking up this packet you are taking your first step toward becoming an official
club/organization at Otis College of Art and Design.
In order for a club/organization to be officially recognized the following is required:
1) Faculty/staff advisor (must be full-time faculty or staff)
2) Club/Organization Constitution
3) Member list complete with contact information (5 person minimum)
4) Student Club Registration Form
5) Tentative Calendar of Events
Please take time to review this packet in detail and make sure all forms get completed as needed.
The packet includes:
� Student Organization Registration Form
� Sample Constitution
� Member List
� The Role of an Advisor
� Advisor Agreement
� Event/Activity Planning Forms
It is important that the activities and goals of the prospective club/organization must be in conformity with
federal, state and local laws as well as Otis College of Art and Design policies and regulations, as are set forth in
the current Student Handbook. In addition, the club/organizations goals and activities must be compatible with
the College’s mission and goals.
I look forward to working with you. If you have questions regarding the packet please call 310.665.6967 or
contact me by email at mluna@otis.edu
Thank you!

Otis College of Art and Design provides opportunities for student engagement that create contexts for student
learning and build a strong sense of community among students, faculty and staff. One of the most powerful
means by which this is accomplished is through recognized student clubs and organizations.
The College understands that student organizations and activities are vital to the educational process and
encourages all campus-affiliated groups to make full use of College facilities when their meetings are part of
their College work, or a logical outgrowth thereof.
Being a member of a club or organization is a wonderful opportunity. Members of organizations obtain
leadership skills, meet new and interesting people, and form lifelong relationships.
This handbook is designed to serve as a guide to leading a successful student organization and to allow members
of each club to understand what is expected, as a whole.
REGOGNITION AND CONTINUATION AS A STUDENT CLUB/ORGANIZATION
The Office of Student Activities, in conjunction with the Student Government Association (SGA) has been
developed for the purpose of providing opportunities for student involvement and participation through student
organizations, student activities and campus programming. Students are encouraged to become involved in all
aspects of campus life.
College recognized organizations will be afforded the following privileges: to use campus facilities, to request
funding, to have the opportunity to participate in college activities and the ability to use “Otis College of Art and
Design” as part of the organization name (organizations not recognized may not use “Otis College of Art and
Design” as part of the organization name). College recognition in no way implies that Otis College of Art and
Design condones or supports any or all activities of a recognized organization.
In order for an organization to be recognized on campus, the following procedures must be followed (prior
to making application to receive college recognition, the group must meet the following criteria):
1. Organizations must have at least one full time Otis College faculty or staff advisor.
2. Members must be currently enrolled students (full-time or part-time) in good standing with the College.
3. Organizations should maintain a membership of at least five (5) qualified individuals.
4. Officers of each organization are to have a cumulative G.P.A. of 2.0, and not be on any sort of academic or
disciplinary sanction, nor have any type of enrollment hold. Organization officers are defined as President, Vice
President, Secretary, and Treasurer.
5. Organizations are to operate under a constitution approved by the College and the Student Government
Association; a copy of which must be kept on file in the Office of Student Affairs.
6. The organization’s stated purpose must not be subversive to the USA, the State of California, or Otis College.
7. The organization must comply with the nondiscrimination policy set forth by Otis College of Art and Design.
8. No group will be recognized that serves a similar function as the Student Government Association (SGA).
Also, no group will be recognized if their primary function is to serve as a subservient support group or auxiliary
branch of another organization.
9. Attend monthly SGA open forum meetings to discuss the club/organization’s activities/events.
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After the group has been formed and meets the above criteria, the group should adhere to the following
steps to achieve college recognition:
1. At least one executive officer and the advisor meet with the Assistant Dean of Student Affairs to review the
constitution and any bylaws of the organization.
2. After reviews and recommendations, the Director refers the constitution to the Student Government
Association (SGA) for review.
3. SGA reviews the constitution and bylaws and meets with the group representative and the advisor.
4. After the meeting, SGA decides whether to recommend the organization for recognition or to send
recommendations back to the group for improvements. If SGA sends the constitution back to the group, it may
then repeat the process.
5. The recommendation of SGA is forwarded to the Assistant Dean of Student Affairs for final approval.
When a new organization receives recognition, it is placed on a one semester probationary period. During this
probationary period, the organization, the officers, or responsible leaders must meet with the Assistant Dean of
Student Affairs at least once for a progress review and have an executive board member attend the monthly SGA
Open Forum meeting.
RE-REGISTRATION PROCESS
After an organization has gone through the recognition process, it must re-register with the Office of Student
Activities, through the Student Government Association, at the beginning of the fall semester.
Clubs/organizations re-registering, must do so within the first four weeks of fall semester.
Steps for Re-Registration:
1. Complete an organization registration form and send it back to the Office of Student Affairs. A completed
form must also include a current membership roster with student ID numbers.
2. Deadline for filing re-registration forms is four weeks from the first day of classes. Failure to meet this
deadline is cause for probation; failure to comply within two semesters is cause for suspension.
3. A current list of officers names, addresses and phone numbers must be on file in the Office of Student Affairs.
4. Any changes of officers or advisor should be reported in written form to the Office of Student Affairs within
10 days of the change(s). The same is true of all constitutional changes, which are subject to approval by SGA.
5. A written statement from your campus advisor must be submitted each fall indicating that your organization
intends to be active and that they plan to continue serving as the organization’s advisor.
Organizations Established by the College
All organizations established by the College are considered charter organizations and will be exempt from the
criteria for recognition as determined by the College administration (i.e. SGA).
Points Considered by the Assistant Dean of Student Affairs and the Student Government Association
The committee will review the constitution of the petitioning organization and talk to the organization’s
representative and advisor. The SGA will base its recommendation on:
• The structure and content of the constitution and bylaws.
• Purpose of the group, as to being beneficial to the College community.
• How well the group meets the criteria of recognition.
• Whether or not the organization’s purpose is already being adequately accomplished by another campus entity.
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Advisor Qualifications
An advisor should be a full time faculty or professional staff member of Otis College of Art and Design. An
individual may serve as advisor to no more than two organizations.
Role of Advisor:
Advisors play an important role in the extracurricular experience, for it is their guidance and participation in the
organization that assists and encourages the students to become involved and to gain valuable experience in how
to function in an organizational environment.
The College sees the advisor as serving a pertinent function to preserve the existence of the organization,
including the following:
1. Advising the organization on College policy, including educating the members and assisting them in their
work within the College structure.
2. Providing direction and planning for managing the organizational budget.
3. Assist with planning and implementation of organizational programs and the use of college facilities for those
programs.
4. Attend meetings and activities involving the organization.
5. Assisting the organization in annually setting realistic goals and objectives, and then keeping the group
focused on these.
There are other functions of the advisor that include providing continuity, facilitating growth, and serving as a
teacher that are equally important. If any assistance is needed, please contact the Assistant Dean of Student
Affairs at 310.665.6967.
Violation of Policies
If a College Recognized Organization (CRO) violates college regulations or policy, the College has the
responsibility of disciplining that organization. The Assistant Dean of Student Affairs is responsible for
monitoring the compliance of student organizations with college regulations and policies. Complaints about a
CRO should be forwarded to the Office of Student Affairs for consideration and action.
When a complaint or a report of a violation of a college regulation or policy is received by the Assistant Dean of
Student Affairs, it shall be treated in the following manner:
1. The Assistant Dean of Student Affairs shall investigate the validity of the violation.
2. If the violation did occur, the Assistant Dean of Student Affairs will recommend to the Dean of Student
Affairs that appropriate disciplinary action be taken against the offending College Recognized Organization, and
it’s members.
3. If the offending CRO chooses to appeal the decision of the Assistant Dean of Student Affairs, the Dean of
Student Affairs shall convene the Student Government Association and the Student Conduct Committee to
review the decision.
The Dean of Student Affairs shall have the authority to decide the action to be taken against the offending
CRO.
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Disciplinary Actions
1. Probation: A CRO can be placed on probation for a specified period of time without the withdrawal of
privileges granted to college organizations.
2. Probation and withholding of college granted privileges: A CRO placed on probation may be restricted from
use of college facilities and/or all other privileges afforded a College Recognized Organization.
3. Withdrawal of Recognition: A CRO may have its recognition withdrawn for a specified period of time.
4. Any sanction noted in the Code of Student Conduct.
The disciplinary action taken against a College Recognized Organization does not exempt disciplinary action
from being taken against individual members of the organization who were responsible for the violations of
regulations and policies. Correspondingly, the disciplining of individuals does not preclude disciplining of the
organization for actions taken for and by the organization and its members.
Scheduling Events/Activities
In an effort to support the club/organization and as a means of hosting a master calendar, all clubs/organizations
must:
1. Register all activities whether on or off campus with the Office of Student Affairs, at least, (21) days prior to
the activity.
2. Provide liability waivers if the event/activity involves risk to participants and/or guests of Otis College of Art
and Design community members are invited. Waivers can be obtained from the Office of Student Affairs.
3. Please note that the registration of an event requires the signature of the faculty advisor.
4. The deadline for registering a social event will be fourteen (14), preferably twenty one (21) class days prior to
the event. The Student Organization Program and Funding Request form must be completed prior to any and all
activities, regardless of whether funding is being requested. Once the form is received the office wil compile a
Master Calendar of activities.
5. Provide security, staffing, and/or personnel, as needed.
6. Provide liability waivers if the event/activity involves risk and/or guests of Otis College of Art and Design.
Waivers can be obtained from the Office of Student Affairs.
7. Cancellation of functions and facilities is equally important and should always be made through the Office of
Student Affairs (310.665.6967). Failure to notify this office by 3:00 p.m. the day before the event may result in
disciplinary action.
8. The Assistant Dean of Student Affairs will provide information to student organizations regarding duties and
responsibilities of advisors.
Suspension of Recognition
Reasons for Suspension:
1. Failing to meet any one of the nine (9) criteria required for recognition at anytime.
2. Group found in violation of the Code of Student Conduct and/or federal or state law.
3. Failure to complete all steps for re-registration for one academic year.
[Organization is placed on probation if it fails to re-register for a semester. The organization must take
appropriate steps necessary to be placed back in good standing by the Assistant Dean of Student Affairs prior to
the end of the second semester.]
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4. Failure to show a reasonable amount of activity in promoting the ends and purposes specified in the
organization’s constitution; e.g., evidenced by meetings and other activities. All recognized organizations are
required to submit a written activity report to the Assistant Dean of Student Affairs and the Student Government
Association at the end of each semester.
5. An organization may voluntarily relinquish its recognition at any time by delivering to the Assistant Dean of
Student Affairs a written notice signed by the remaining officers and advisor, stating that they are disbanding and
explaining why.
If suspended, the organization immediately loses its privilege of being a college organization. A group may
reapply for recognition by following the recognition process required of any student organization. If an
organization is suspended by the Assistant Dean of Student Affairs, the members may appeal to the Dean of
Student Affairs.
Raffles
By Otis College of Art and Design policy, raffles are not allowed.
ORGANIZATION FUNDS REQUEST GUIDELINES
SGA Distribution Fund Guidelines:
1. The amount of distribution money for each school year varies. Currently CROs are granted funding not to
exceed $200.00 for the academic year (fundraising is encouraged). Money is available only to organizations
recognized by Otis College of Art and Design.
2. Organizations can only be reimbursed for events or activities that benefit members of the organization and/or
Otis College of Art and Design students. Events/Activities MUST BE pre-approved BEFORE purchases are
made for the club/organization.
The following are the steps required to gain funding through the Assistant Dean of Student Affairs and/or
SGA:
1. The organization must meet all of the criteria and requirements for clubs/organizations.
2. The organization’s representative must have attended, at least, one SGA open forum meeting.
3. The organization must submit, in writing, a Student Organization & Program Funding Request form (available
in the Office of Student Affairs), stating the reason(s) for the request and an estimated summary of expenses
detailing how the money will be spent.
3. The Assistant Dean of Student Affairs will notify the organization of the committee’s decision at the SGA
meeting after the decision has been made and by a letter addressed to the person who completed out the Funding
Request Form. The letter will contain the reason and justification for the committee’s decision on the funding.
4. If the group is approved for the funding, the group will be responsible for collecting receipts for all expenses
occurred. All receipts must be turned in to the Assistant Dean of Student Affairs. The total of the receipts must
equal the amount requested by the group (groups will only be approved and/or reimbursed for the amount of
money allotted for the event).
5. All organization funds must be approved PRIOR TO the event and/or spending money. Reimbursements will
not be granted for funding not pre-approved by the Assistant Dean of Student Affairs and/or the Student
Government Association.
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STUDENT ORGANIZATION REGISTRATION FORM
Otis College of Art and Design
Organization Name: _____________________________________________________________________
Please give the names of all your executive officers (president, treasurer, editor-in-chief, or other officers
that you use). Executive officers must sign below. Signing signifies your willingness to adhere to all
College regulations related to student organizations.
Executive Officer Number 1:
Name: ______________________________________Title: _____________________________________
Local Address: _________________________________________________________________________
X Number: _______________________________Local Phone: __________________________________
Email: __________________________________________ Signature: _____________________________
Executive Officer Number 2:
Name: ______________________________________Title: _____________________________________
Local Address: _________________________________________________________________________
X Number: _______________________________Local Phone: __________________________________
Email: __________________________________________ Signature: _____________________________
Executive Officer Number 3:
Name: ______________________________________Title: _____________________________________
Local Address: _________________________________________________________________________
X Number: _______________________________Local Phone: __________________________________
Email: __________________________________________ Signature: _____________________________
Executive Officer Number 4:
Name: ______________________________________Title: _____________________________________
Local Address: _________________________________________________________________________
X Number: _______________________________Local Phone: __________________________________
Email: __________________________________________ Signature: _____________________________
When and how often will the club meet? ___________________________________________________
Advisor Information:
Name: _________________________________________Phone: _________________________________
Email: ___________________________________Signature: ____________________________________
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Official Member List
Please print clearly the name, e-mail and phone number of each member of your
organization. The Associate Dean, Student Support and Career Services will send an e-mail
to each member asking his/her confirmation as a member of the organization. (A minimum
of 5 individuals must respond)
Member Name X Number Executive
Board Title
(If applicable)
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E-mail Phone Number

Official Advisor Agreement
All recognized student organizations are required to have a College Advisor from among the
full-time faculty or Administrative/Professional staff. Selection of the Advisor, in most cases, is
the prerogative of the student organization. Either the organization or the advisor may terminate
the advisory relationship. The purpose of an advisor is to encourage continuity in programming
and to assist the organization in successful operation in a manner consistent with the mission of
the college.
Responsibilities of an Advisor:
Assist the group in negotiating all members’ roles, including the advisory role.
Express sincere enthusiasm and interest in the members and activities.
Act as a positive critic to the organization. Give constructive feedback.
Be aware of university procedures and regulations, which affect the organization. Assist
in adherence to such policies.
Encourage record keeping and evaluation.
Attend scheduled meetings.
Ensure the club/organization is adhering to Otis College policy, as well as federal and
state law.
Meet with officers prior to organization meeting to discuss agenda items. This allows
time to gather any materials or information needed.
Following the meeting, discuss any problems during the meeting and offer suggestions.
Hold members accountable for delegated tasks.
Make students aware of alternatives. Challenge their thinking.
Encourage the learning process and education. Remember that it is the students’
organization and they are free to make their own decisions.
I have read the above, as well as the club/ organization handbook and agree to be the
club/organization’s advisor.
Advisor Name (Print):___________________________________________________________
Campus Phone: _______________________ Email Address: _________________________
Advisor Signature: ______________________________________ Date: __________________
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Sample Constitution
Otis College of Art and Design
XYZ Club
Constitution
ARTICLE I: Organization Name
The name of this organization will be the XYZ Club. (If the organization you advise will use a nickname or
abbreviation such as SGA for Student Government Association, it is usually included here.)
ARTICLE II: Purpose
The purpose of this organization will be…
ARTICLE III: Membership
The membership of this organization shall be made up of… (Requirements for membership, i.e. GPA,
academic department, etc., should be included here).
ARTICLE IV: Organization
Section 1: Officers (Requirements, restrictions, election/selection, etc., of each officer are usually included
here)
Section 2: Executive Board (List who is on the executive board – president, vice presiding, treasurer,
secretary, or others.)
Section 3: Standing Committee (List them. Examples include election committee, social committee,
programs committee, etc.)
Section 4: Judicial Powers (i.e. how officers may be impeached)
Section 5: Other necessary information about the way the organization runs.
Article V: Meetings
Article VI: Dues and Funding
Article VII: Amendments
These are just general selections to get you started on your constitution. Most constitutions should provide
a basic framework/outline for you to work from. The bylaws of the organization you advise should contain
specific policies and procedures of the organization.
Affirmative Action Statement
Otis College of Art and Design is committed to creating a campus environment that is not only
understanding but also appreciative or its multicultural and diverse populations.
The Office of Student Affairs and Otis College of Art and Design affirm their commitment to a policy of
non-discrimination on the basis of race, creed, color, gender, national or ethnic origin, religion, age,
physical ability, sexual preference, or veteran status.
The Office of Student Affairs strongly encourages full and fair participation of all student activities.
Individuals, student organizations, the Office of Student Affairs, and Otis College of Art and Design must
continue to strive actively to build an institution of higher learning in which opportunities are realized and
accessible to all.
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Student Organization Program & Funding Request Form
(This form must be completed in its entirety)
Name of Organization: ______________________________________ Today’s Date: ________________________
Contact Person: ___________________________________________ Contact Phone: ______________________________
Name of Program: _________________________________________ Program Date(s): ____________________________
Program Description: ___________________________________________________________________________________
____________________________________________________________________________________________________
____________________________________________________________________________________________________
____________________________________________________________________________________________________
____________________________________________________________________________________________________
____________________________________________________________________________________________________
Location of Program: ____________________________________________ Expected Attendance: _________________
Program Set-Up Time: ____________ Program Start Time: ____________ Program End Time: ____________
Will you need financial assistance from the Assistant Dean of Student Affairs and/or the Student Government Association?
YES NO
If Yes, please fill out the Program Budget Planner, included with this form.
ESTIMATED TOTAL COST OF EVENT (from Program Budget Planner): $__________________________
CLUB/ORGANIZATION CONTRIBUTION: $__________________________
I am familiar with Otis College of Art and Design policies and agree to take responsibility for this event and abide by all
policies. I also understand my organization will be held liable for any equipment/materials used for the function.
Signature of Organization Representative:
Printed Name: _____________________________________________ Phone: _____________________________
Signature: _________________________________________________ Date: ______________________________
Signature of Organization Advisor:
Printed Name: _____________________________________________ Phone: _____________________________
Signature: _________________________________________________ Date: ______________________________
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Program Budget Planner
List all expenses to be incurred for the proposed program in the Total Cost column. Describe estimated
cost in the left column (example: Band Name, Conference Name, etc.).
Projected Expense(s)
Item Cost Quantity Total
Ex.) Papa Johns Pizza $7.00 2 $14.00
Total Expenses: $_________________
Additional Materials Needed (not listed above):
_____________________________________________________________________________________________
_____________________________________________________________________________________________
_____________________________________________________________________________________________
Is Any Student Organization or Individual Co-Sponsoring the Program? Yes No
If Yes, What is the Co-Sponsoring Party Contributing (w/ regards to materials and supplies needed):
_____________________________________________________________________________________________
_____________________________________________________________________________________________
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