Student Org Handbook

Club iFair

Student organizations give vibrancy to campus life. They provide students opportunities to connect with others who have similar interests, educate the campus about issues pertaining to the group’s mission and purpose, and leave a legacy at Oxy.

Using the Handbook & Accessing Club Resources

This handbook outlines basic policies and procedures that student organizations will use to conduct business on campus. Violation of these policies may result in sanctions up to and including a loss of recognition and funding.

Throughout this manual, the term student organization is used to refer to any structured, recognized group of students on campus. Where specific types of organizations are concerned, they will be referenced by affiliation (i.e., club sports, religious/spiritual organizations, social fraternities/sororities, etc.)

Any questions about information presented in this handbook can be directed to the Office of Student Leadership, Involvement and Community Engagement (SLICE) at slice@oxy.edu

Also, you may want to visit the Student Leadership Library which is a supplement to the SLICE and ASOC student leadership curriculum. There you'll find personal and professional leadership development resources and teambuilding materials regarding:

  • Virtual Team Management
  • General Management
  • Preparing for & Running Meetings
  • Personal & Professional Development
  • Advocacy, Representation & Decision-Making
  • Equity & Inclusion
  • Social Justice & Activism
  • Identity-Based Leader Development
  • PR, Marketing & Branding
  • Career Development & Employability

SLICE Student Support & Programming

Student Leadership, Involvement and Community Engagement (SLICE)

Taking a holistic approach to student development, SLICE offers involvement opportunities and programs that center on leadership development, identity construction, intercultural communication and community engagement. Putting Oxy’s values into action, SLICE intentionally focuses on meaning-making and transformative learning on campus and in the public sphere.
 
With a team of dedicated educators, accomplished event organizers and skilled student programmers, SLICE offers the tools and resources you need to succeed. Whether you are interested in starting a club, being involved in student government or engaging with elected officials and community organizations, SLICE can guide and support your passions.

Programming with Purpose

SLICE Program Coordinators (PCs) develop and produce dynamic programs and events that cultivate leadership development, social justice and a sense of belonging.
 
With programming partners, student service providers and the greater Oxy community, we challenge students to connect learning with meaningful and reciprocal experiences outside of the classroom. Together, PCs support student development and help create a strong commitment to equity, inclusion and a life devoted to the public good.

Professional Staff

Marcus A. Rodriguez, Director
(323) 259-1325 | mrodriguez6@oxy.edu

Viktor Kerney, Assoc. Director of Orientation and Student Success
(323) 259-1429 | vkerney@oxy.edu

Shaneice Warfield, Asst. Director for Student Involvement
(323) 259-2989 | swarfield@oxy.edu

Linda Schraeder, ASOC Finance Manager
(323) 259-2561 | schraeder@oxy.edu

How to Start a Student Organization

Step 1: Develop Your Idea

Get some other students together who are willing to help you get this new group started (minimum required is two current, full-time Oxy students - one to be the president and one to be the treasurer). Then find an advisor (must be a full-time Oxy faculty or staff member) who you have a relationship with or who might know something about the topic of your group. 

While you are doing this, talk to other students and have them sign your Student Support Petition. This will give you a chance to promote your group, but also provides an opportunity to make sure that students support your organization having access to their student fees through the ASOC Funding process. Please submit your Student Support Petition along with your New Club Development Worksheet.

Step 2: Write Your Constitution

Now that you have at least two student officers, a faculty/staff advisor, and a clear idea of what your organization will stand for and its goals, it's time to put it all down on paper so that when you graduate there will be a solid plan in place for the others that come after you to take over and keep the organization running. A constitution is required for recognition and there are some required statements that must be included in your constitution. Please use the Constitution Guide to ensure compliance.

Step 3: Obtain Recognition

Once you have a completed the New Club Development form, Student Support Petition, Club Constitution, and have identified at least 2 Oxy student officers as president and treasurer and a Oxy faculty/staff advisor identified, you must complete the Student Organization Information Form. Please have a digital version of your forms saved as you will be asked to upload the documents. For those organizations engaging in high-risk activities, there may be some additional steps necessary to iron out details before you can really get going. Once approved, you will be notified of your official recognition as a Oxy student organization. Please note that you are not an official Oxy student organization until you receive notice from SLICE and have met all requirements, which inlcude attending Club Leader and Treasurer Training.

Specialized Groups
Step 4: Maintain Recognition

All Oxy clubs have to do a few things to keep themselves active, and new groups have to do them right up front. First is for the club's treasurer to attend one of the annual treasurer trainings and afterwards take a quiz in the ASOC Finance Office. This training is where we present policy and resource updates to all organizations to make sure everyone is on the same page. If there is a change in treasurer after just one semester, the new treasurer needs to attend the training at the beginning of their first semester. Additionally, the club president (or an e-board representative) needs to attend an annual club leader training. And again, if there is a change in club leadership, the new president needs to attend a training at the beginning of their term. The fall club leader training and treasurer training is mandatory even if an officer attended the spring session.

The other piece is to update your officers on Presence whenever there is a transition. The outgoing president will have to make the updates. This keeps our records up to date and maintains your status as a recognized organization. Additionally, your club will be asked at the end of each semester to complete a transition on Presence. It will only take a few minutes and will assure that your club is always up to date. 

Club leaders are expected to find out when the training will take place. We will always announce them on the event calendar on Presence. You can always just come in to SLICE and ask for the upcoming dates. It is recommended to create a club email account that can be added to the club listserv as reminders will be sent out before the sessions. To create an email account, please contact SLICE.

Organization Recognition & Sanctioning

To be officially recognized by Occidental College and conduct business on campus, student organizations must register with SLICE. Recognition does not imply the College’s endorsement of organization purposes, objectives, or policies.

Privileges of recognition:
  • Use of campus space and College vehicles for meetings and programs in accordance with college policy.
  • Eligibility for funding from ASOC Senate and campus departments, such as SLICE and the Intercultural Center (ICC) 
  • Ability to use campus resources to recruit new members
  • Opportunity to have an Oxy-affiliated email address
  • Opportunity to have an organization mailbox through the Student Activities Center
  • Ability to post organization events to the oxy.edu website calendar
Requirements for establishing a new student organization:
  • Have 2 student e-board members (see requirements to hold an e-board position below). One person should serve as the club President and one should serve as Treasurer.
  • Have at least one advisor who is a college faculty member, administrator, or staff member.
  • Submit a completed Petition for Recognition to SLICE that contains at least an approved constitution, the contact information for organization leadership, and the signatures of at least 25 current students.

In order for a new organization to be approved, the organizations must abide by the following:

  • Membership may not be discriminatory. Any student, regardless of race, color, sexual orientation, religion, creed, nationality, ancestry, ability, or gender identity and expression, must be permitted to join (except where permitted by law).
  • The organization's purpose must not violate College policy or federal and/or state law. 
  • The operations of the organization may not provide profit for any individual. 
  • The organization may not sponsor activities that recklessly or intentionally endanger the health or safety of an individual.
  • Students must be free to join or leave an organization without fear of being subjected to pressure, harassment, or intimidation.
Requirements to hold an executive board position in a student organization:
  • Student organization e-board members must be registered as full-time students.
  • E-board members must not be on conduct probation with the college.
  • E-board members must maintain a 2.75 GPA.
Requirements for club to maintain registered status:
  • Maintain updated officer and advisor contact information with SLICE as changes occur.
  • Submit all organization constitutional amendments to SLICE for approval.
  • Annually submit a signed letter of intent from the organization’s college affiliated advisor expressing the desire to serve in that capacity.
  • Remain in good judicial standing with SLICE and the College.
Withdrawal of Recognition and Sanctioning:

Organizations must adhere to all College policies and the directives of College Administrators acting in their role as agents of the College. Organizations that violate College policies may be referred for Conduct Action, which may result in loss of privileges. Organizations may face charges of violating this Code if their behavior meets criteria such as:

  • one or more members of the Organization is alleged to engage in behavior that violates the Occidental College Code of Student Conduct and the behavior appears to be supported by the organization, organization members, and/or its officers;
  • one or more of the organization members' behavior is alleged to violate the Code at an activity sponsored by the organization or on property utilized by the organization; and/or 
  • a reasonable person would understand the alleged misconduct of one or more members to fall within the scope of the organization's usual and customary activities.

An organization and its officers may be held collectively and individually responsible for violations of this Code when it has been determined by a preponderance of the evidence that those associated with the organization have received the consent or encouragement of the organization or of the organization's leaders or officers. Sanctions for organization misconduct may include revocation or denial of registration or recognition, as well as other appropriate sanctions.

If Conduct Action is determined by SLICE, the matter will be refered to the Office of Student Conduct (OSC). The OSC is designated by the Dean of Students Office to administer the Occidental College Code of Student Conduct. When a violation of College policy is alleged, the OSC engages with those involved, investigates and takes appropriate action in accordance with the Code. More at www.oxy.edu/student-handbook/code-student-conduct

Transitioning Club Leadership

Maintaining Recognition:
  • Clubs treasurers need to attend one of the annual treasurer trainings and afterwards take a quiz in the ASOC Finance Office. If there is a change in treasurer after just one semester, the new treasurer needs to attend the training at the beginning of their first semester

  • The club president (or an e-board representative) needs to attend an annual club leader training. If there is a change in club leadership, the new president needs to attend a training at the beginning of their term.

  • Update your officer roster on Presence upon election of your new officers. This keeps our records up to date and maintains your status as a recognized organization.

  • Club leaders are expected to find out when the training will take place. You can always check our event and training dates on Presence just visit SLICE and ask for the upcoming dates. If the club does not already have a shared email account, SLICE can set one up for you and you will receive reminders about the training. 

  • Transition your club on Presence when prompted to do so. All you need to do is log on to Presence (top right), then go back to the same icon and 'admin dashboard' appears as an option. Now you're in the admin portal. From there, go to 'Manage' -> 'Organizations' and click the three dots on the right side next to your org and choose "transition". Contact clubs@oxy.edu if you have any questions or contact the Presence support by clicking on the chat icon. 

Here are some worksheets to help you keep track of important info so you can pass it on to people who take over your org when you graduate. 

The SLICE Program Coordinators have been working with student organizations as members, club leaders, or through SLICE helping them plan events.  To help organizations continually improve their presence on campus and the efficiency with which they plan events, they've created these worksheets.  Feel free to download them, adapt them, complete them, and then share them with your incoming leadership.

  • Important Dates - summary of important club deadlines
  • Pass-on Advice by Position - words of wisdom to pass along for a leadership positions
  • Presence - the platform to keep track of members and officers during times of transition, but also to advertise your events. 
  • Club Account Info - have your club account number logged on this worksheet to pass from treasurer to treasurer
  • Budget Tracking Sheet - The stability of a club rests on strong financial planning.  Use this sheet to keep track of your club finances.
  • Event Program Calendar - log past and future events using this document
  • Vendor Information Sheet - pass along useful vendor information to future club leaders using this document.  It is especially useful if you have used a DJ, t-shirt guy, or other vendors that you know you would (or would not) want to use again.
  • Funding Tracking Sheet - track who has given your group funding in the past and for what projects

Club & Org Advisors

Advisors are not expected to be an expert in the organization, especially at first. Rather, their role is to help the organization operate to the best of its ability while allowing the students to be the driving force.

Advisors are responsible for filling a variety of roles:

  • an interpreter of policy
  • a contact between the organization and other entities (i.e., university administration, entertainment industry, and other organizations)
  • an information resource regarding organizational procedures, group process and programming concerns
  • a resource providing history and continuity between changing organizational leadership
  • a teacher of programming skills
  • a presenter of philosophical ideas and concepts of leadership
  • a counselor, mediator, consultant, or sounding board

Advisors have different styles and organizations have different needs. These styles and needs may change from year to year or even month to month. Additional support and resources are available for advisors at SLICE.

Communications

Oxy.edu Events Calendar - You can request an account for one person in your organization to be able to add your club events to the oxy.edu website. Use the account request form to get access.

Oxyconnect Accounts - Each organization receives an Oxyconnect account giving you access to email, calendar, docs, sites, and more for your organization. These accounts are created once per semester. Passwords are reset once per year. You can find out more about Managing Your Oxyconnect Account or learn some tips and tricks to Maximize Your Oxyconnect Experience.

Student Organization Mailboxes - Each organization gets a student org. mailbox at the Student Activities Center. If your organization gets mail for the club, rather than have it delivered to one of the e-board members directly, have it sent to your club mailbox. This will prevent having to change your address when officers graduate or study abroad and will make sure that your mail continues to get delivered. Just have your mail sent to:

Student Organization Name
c/o Student Activities Center
1600 Campus Rd. - M39
Los Angeles, CA 90041

You can then pick up your mail at the Student Activities Center located in Johnson Student Center Lobby during their normal operating hours.

Club Sports

A Club Sport is defined as any Occidental College athletic organization recognized by SLICE and the Athletics Department that participates in an intercollegiate competition. Sports that have existing intercollegiate teams will not be represented as a Club Sport.

Community Engagement/Service Organizations

Groups involved in community engagement projects must attend training through SLICE in order to retain student group status. Failure to do so will result in the revocation of the group's registered status and benefits. All community engaged groups must adhere to the campus policies regarding such groups, as established by SLICE. 

Social Fraternal Organizations | Greek Life

All social Fraternities and Sororities are governed by the Greek Council. Greek Council is composed of representatives from each chapter and manages the different aspects of Fraternity and Sorority Life, including membership recruitment, philanthropic activities, and recognition of new chapters. Click here to learn more about Greek Life.

Religious & Spritual Organizations

Groups whose primary focus is spiritual or religious development must also register with the Office of Religious and Spiritual Life (ORSL). These clubs may have an off-campus advisor in addition to their on-campus faculty/staff advisor. Click here to learn more about Religious & Spiritual groups on campus.

Food Related Organizations

Groups whose primary focus is the preparation and service of food must also register with Campus Dining. It is possible that these organizations will be required to have members complete food safety certification to help reduce the risks associated with such practices.

Funding | Charging Student Accounts

Here are some ways you can get the money you need for your organization to operate. We recommend going through these in order as they tend to build on one another.

Tier 1 - Self Sustaining Funding

These funds provide the most flexible and reliable source of funding. They roll over from year to year.

  • Fundraising - bake sale, merchandise sale, car wash, etc. ASOC will help you purchase items you want to sell if you need. A popular way to collect revenue is to allow students to charge your items on their student accounts. See below for details.
  • Collecting membership dues
  • Getting donations
Tier 2 - Club Co-sponsorship

These funds are often limited in what they can be used for and unspent money often reverts to the originating organization.

  • Other student organizations - from their Tier 1 funds
  • ASOC - yes, this is considered a co-sponsorship - go to the ASOC Funding page for more information
  • Going in with other student orgs to request funds from ASOC
Tier 3 - Departmental Co-sponsorship

Departments have their own programming and services they need to use their money to support. Sometimes, they can help if you are planning an event that fits closely with their mission.

  • Academic Departments
  • Student Affairs Departments
  • Remsen Bird Fund - specifically for bringing speakers to campus and available through the Intercultural Community Center and SLICE.
Tier 4 - Closing the Gap

The Dean of Students office is committed to helping students reach a particular goal that may be otherwise out of reach. The Dean wants to see demonstrated efforts in each of the previous three tiers before they will consider contributing some of their limited money toward co-sponsorships. To apply for Dean of Students funding, contact SLICE for instructions.


Charging Student Accounts

Student Business Services provides the opportunity for individuals to charge their student accounts for purchases related to recognized student organization fundraisers. Charges collected will then be deposited in the student organization ASOC account. Please note that this is a service provided and can be removed without notice if abused. Below are the guidelines:

  1. Download the sign-up form from Student Business Services (labeled "SBS Account Charge Sheet - Student Club")
  2. Fill out the form completely. You must type in each entry. Handwritten account charge sheets will not be accepted.
    1. Suggestion: ask students to show their ID and then the club member types in the information -- prevents bogus numbers being entered.
  3. Minimum amount to charge = $5.00
  4. You will need separate sign-in sheets for separate fundraisers (e.g., 1 sheet for t-shirt sales; 1 sheet for ticket sales, etc.)
  5. Email your completed sign-in sheets to stuaccts@oxy.edu and schraeder@oxy.edu within 10 business days after the close of your fundraiser.
  6. Your deposit should be processed and reflected in your student organization ASOC account within 10 business days after receipt.

Student Business Services reserves the right to refuse processing of student account charges if the above are not followed.

Travel Registration

Student organizations are required to register their trips with SLICE at least one week (two weeks if overnight) prior to departure. If you are traveling outside the United States, you are required to have your trip reviewed by International Programs Office at least one month prior to departure. Any trip not registered is considered unauthorized by the College.

Fill out travel registration form

Associated Students of Occidental College (ASOC)

The mission of ASOC is to advocate on behalf of the student body, to promote discussions about how Occidental College can evolve to better serve the students, and to support and organize activities that enhance the educational, recreational and social experience of students. All branches of ASOC serve to promote, regulate and maintain the social and educational welfare of our student body through a student government that embodies the mission of Occidental College. Please see the descriptions of each branch below. More information at www.oxy.edu/student-life/clubs-organizations/asoc

Senate

The Senate acts as an official voice for the student body, supports students and their activities, allocates and administers funds from the student body fees, oversees Student Services, and serves as the legislative body for all Associated Students of Occidental College.

Diversity and Equity Board (DEB)

DEB works toward empowerment and improved conditions for structurally marginalized groups on and off campus. DEB supports initiatives that foster a campus climate of inclusivity, further ASOC’s commitment to equity, and lead to improved practices at Occidental College.

Renewable Energy and Sustainability Fund (RESF)

RESF’s mission is to disburse student fees with the goal of contributing to a more sustainable and environmentally just campus by promoting renewable energy, resource conservation, sustainable programming and workshops, food justice, environmental justice and the reduction of greenhouse gas emissions, and by advocating for environmental sustainability, education and awareness on campus.

Honor Board

Acting as the ASOC's judicial branch, Honor Board is comprised of 10 student jurors elected by the student body. Honor Board voices student perspectives in cases concerning alleged violations of the Student Code of Conduct, the College's Academic Ethics policy or the Honor Principle.

ASOC Club Funding

When it comes to the ASOC student government funding model, you've got options!

Senate

Serving as a voice for the student body, supporting students and their activities, allocating and administering funds from the student body fees, the Senate oversees Student Services, and acts as the legislative body for all Associated Students of Occidental College.

Diversity and Equity Board (DEB)

DEB works towards student empowerment and improved conditions for structurally marginalized groups on and off campus.

Renewable Energy and Sustainability Fund (RESF)

RESF works to improve Oxy by empowering students to carry out their own visions for sustainability.


Not quite what you were looking for? Try some of these alternatives.
  • Remsen Bird Funding - Resources for guest speakers, lecturers and artists. Available through the Intercultural Community Center and SLICE.
  • Club Fundraisers - Learn more about registering fundraisers and soliciting donations.
  • Academic Departments - Based on the nature of your club or initiative, consider approaching the academic side of the house for funding.
  • Senior Administration - Some funding may also be available via the Dean of Students, Dean of the College, and/or the President’s Office

ASOC Funded Student Services

Bengal Bus

Bengal Bus is a student-run program that provides free and low-cost transportation throughout Oxy's surrounding community. Book your ride to L.A.-area airports and other popular locations including Target, the Highland Park Metro stop, museums, beaches and more!
bus@oxy.edu | FB and Insta: @oxybengalbus | app: TapRide

KOXY Radio

KOXY Radio is Occidental College’s student-run radio station. Besides giving students the opportunity to curate their own radio shows, KOXY puts on concerts for the student body, bringing in artists of many different genres. KOXY prides itself in engaging with the student body, providing sound supports, showcases, giveaways and music on the Quad for all to enjoy.
koxy@oxy.edu | Insta: @koxyradio | koxyradio.com

Bike Share

Oxy Bike Share is a student-run free bike rental service. Aside from offering rentals and repairs, Bike Share hopes to create a community focused on sustainability and adventure through a love of bicycles.
bikes@oxy.edu | Insta: @oxybikeshare

Food, Energy and Sustainability Team (FEAST) Organic Garden

Located below the Urban Environmental Policy Institute, the FEAST Organic Garden is a student-run garden that hosts planting and harvest parties, raises a brood of hens, offers various sustainability-related workshops, and is a community focused on environmental awareness.
feast@oxy.edu | Insta: @oxy.feast.garden

La Encina

La Encina is Occidental College’s official yearbook, created by a student team of photographers, editors and writers. La Encina strives to provide a comprehensive, enjoyable and accurate record of the school year for the benefit of the current and future Occidental community.
laencina@oxy.edu | Insta: @laencinayearbook

Occidental TV

Occidental TV broadcasts a variety of eclectic and relevant entertainment, news and opinion to Oxy students, staff and alumni. It provides rising filmmakers, designers, performers and artists with a highly visible platform to showcase their talents.
oxytv@oxy.edu | Insta: @occidentalTV

Occidental Design Service (ODS)

ODS is a student-run graphic design service that designs for departments, clubs and organizations on campus. If you are hosting an event, planning a fundraiser, presenting a speaker or showing a movie, let ODS help you spread the word!
ods@oxy.edu | Insta: @oxydesignservice

Programing Board

The Programing Board plans and markets major campus events like SpringFest, collaborates with other student services on events, and creates a sense of community and school spirit at Oxy.
pb@oxy.edu | Insta: @oxyprogrammingboard

The Occidental

As the official student newspaper of the College, The Occidental endeavors to provide fair, accurate and balanced journalism of the highest quality to members of the campus and local communities, maintaining professional journalistic standards and ethics.
theoccidental@oxy.edu | Insta: @theoccidentalnews | theoccidentalnews.com

Student Activities Center (SAC)

SAC is a student-run organization that provides services to students, faculty, staff, clubs and organizations. The Center loans out chalk, tape, paint and Quad-sitting equipment to help promote events on campus, while offering a wide range of services from selling discounted tickets to renting out camping equipment. Additionally, SAC collaborates with other on-campus departments, such as the Bengal Bus and the Sustainability Fund, to provide students opportunities to engage in activities both on campus and in the Greater Los Angeles area.

SAC Services:
  • Discounted movie tickets
  • Discounted theme park tickets
  • Quad-sitting equipment
  • Board games and hammocks
  • Camping equipment rentals
  • Club deposits and mailboxes
  • TAP Vendor
  • FREE chalk, paint and tape loans

For additional information and support, please contact SLICE at slice@oxy.edu or by calling (323) 259-2918.