STUDENT ORGANIZATION BASICS

I. SPRING EZ REGISTRATION RENEWAL
In April, each MHC student organization needs to file a ONE page Registration Renewal form to assure their org listing in the MHC College Directories (print and web), to receive important fall start-up information, and to guarantee the continuation of their Campus Account for the following year. Forms are sent each April to your Org. mailbox, and are due by May 15th.

II. REQUIRED BRIEFINGS (FALL)
Each September, the Office of Student Programs hosts a mandatory orientation session for student orgs. A minimum of two leaders from every org wishing to participate on campus in the year ahead must attend one of the 1.5-hour sessions. (For ease of scheduling, the program is presented twice). Annual Registration Renewal Packets are distributed at these sessions (see III).

III. ANNUAL REGISTRATION (FALL)
In September all orgs must update their Annual Registration Packet and complete the following:

1. MASS Law Prohibiting Hazing/MHC Anti-Hazing Form Required by both Massachusetts State Law and MHC Policy; all members must sign when the organization is formed and at the start of each fall semester.
2. Review your Campus Account-pay any outstanding bills or note any available funds Campus Accounts are set up by Financial Services when you open an organization account with the SGA Business Office. These are most often used as "general bills" when your org has campus charges that must be paid-usually related to an event. In some cases, your campus account may show a positive balance, usually if you have been credited funds from a department for co-sponsorship or other reason. Campus Account bills must be paid upon receiving a payment due statement via a check from the SGA Business Office debiting your organization's SGA account. Campus Accounts numbers are required for requesting any service or making any facility reservation.
3. MHC Fleet Authorization (optional) Organizations can authorize Fleet licensed members to schedule and drive a college vehicle for organization business. The Fleet Vehicle Office can advise about liability.

IV. Student Org Fair (highly recommended)
Plan for a table at the Org Fair held the second week of September to show off your org and recruit new students to join you. If you filed a Spring EZ Registration Renewal, a table at the fair is already being held for you. New Organizations must meet with the Associate Director of Student Programs before they are authorized to host a table at the Organization Fair.

V. CONSTITUTION
It is important to keep on file a current formal (but simple) declaration of purpose and operation guidelines of your organization, commonly regarded as a "Constitution." One copy of your most recently amended document should be kept on file in the Office of Student Programs, one copy with your organization's files, and one copy should be given to your organization advisor.

VI. TREASURER'S ACCOUNTING
If you are functioning as a registered student organization with any kind of financial operations or transactions, whether funded by the SGA or not, you are required to send both your elected treasurer and elected chairperson to the Fall SGA Treasurer Training to learn about updated accounting guidelines Treasurer Training sessions also provide an ideal place to learn accounting methods and fundraising ideas, and are required for activating your org's annual account at the SGA Business Office. The session is different every year, so you've got to attend even if you have already enjoyed a session in the past!

VII. END OF YEAR

1. Student organization accounts through the SGA Business Office are closed on the last day of classes & over the summer months (no funds can be accessed). Your org must complete all business, pay all bills, and complete all transactions prior to the close of the SGA Business Office. Org Treasurers must turn in all financial records to the SGA at the end of the academic year.
2. It is highly recommended that your org also complete elections of leaders for the next year at this time, and file names with Student Programs. Each year, an April newsletter is sent to org chairs with end of year reminders and pointers.
3. Watch for the "Healthy Transitions" workshop in April, co-sponsored by SGA and the Office of Student Programs, specially designed to facilitate a smooth transition for new organization leaders. Outgoing and incoming chairpersons are encouraged to attend to pass on and receive "the torch" of your organization's legacy.