Club Chartering & Funding
Club Creation: The Process
1. Find a sponsor!
Ask an NCSSM employee to sponsor your club! Any adult member of the NCSSM community can be a sponsor. Be proactive in informing them of their role as a sponsor and the guidelines they must follow.
2. The Club Chartering and Rechartering Form
Collect information about your club, complete the Club Chartering From (linked below), and submit it for review by the Student Body Treasurer and Student Senate. This will allow you to be officially sponsored by Student Government and have the ability to request funding from SG to support your club!
2024-2025 Club Chartering and Rechartering Form
3. Club Sponsor Confirmation
Reach out to your club sponsor and have them submit the SG Club Sponsor Confirmation form (linked below). In order to qualify for SG club funding and to receive an official SG club charter, an adult NCSSM sponsor must submit the club sponsor confirmation form on behalf of each club they have agreed to sponsor.
2024-2025 Club Sponsor Confirmation Form
Student Government reviews all club charter forms at its weekly Senate meeting. Once a decision is made by the Senate, please check the official spreadsheet of chartered clubs to see if your club has been chartered.
Student Government Can Fund Your Club!
To request club funding, please follow these steps:
Read the SG Funding Guidelines
Fill out the SG Funding Request Form 2024-2025
The club representative should attend the Senate meeting to explain their request and answer the Senate's questions.
The Senate will then discuss and vote on the proposed club funding bill
You should receive an email from the Student Body Treasurer soon after the meeting that dictates the result of your club funding request
Fill out the 2024-2025 Club/Independent Project Funding Evaluation Form to validate your purchases and send your receipt.
If your funding is approved, please make sure to:
Abide by the rules linked below and DO NOT spend the money on things not included in your funding request.
When purchasing approved items, DO NOT pay out of pocket--have your sponsor purchase the item(s) using their NCSSM Foundation p-card. Out-of-pocket purchases will not be approved or reimbursed by the Business Office.
Send a picture of your receipts to sg@ncssm.edu BEFORE your funds expire in order to validate your purchases, NO exceptions will be made.
Frequently Asked Questions (FAQs):
CLUB CHARTERING
- How do I charter a club?
Fill out this form: 2024-2025 Club Charter and Recharter form!
Follow the process stated above.
- Do I need to re-charter a club that existed last year or previously?
Yes, in order for Student Government to keep track of what clubs are still active and to ensure that every club has an employee sponsor, you must re-charter your club.
- What does it mean to be an SG chartered club?
SG chartered clubs are eligible to request funding for club events and activities through Student Government. They are also able to reserve NCSSM resources (rooms, vehicles, and supplies) through their employee sponsor and to host campus-wide activities and events with their sponsor's approval and supervision.
- How do I find a sponsor?
Just ask! Any adult NCSSM employee can be a sponsor but they must review the Club Sponsor Expectations and submit the Club Sponsor Confirmation Form confirming that they are accepting the position as sponsor.
- Is there a due date for the Club Chartering Form?
There is no official due date but in order to request funding as a club you must be recognized by Student Government.
CLUB FUNDING
- How can I request funds?
Make sure your funding requests follow all the guidelines below and try to turn in the 2024-2025 Funding Request Form at least a week prior to when the funds are needed by.
- What can I request funding for?
Cultural Events
Campus Improvement Projects
Events open to the entire student body
- What can I not request funding for?
Food for only your club's members
Fundraisers
Off-campus rides (Uber, Lyft, etc)
Prizes for tournaments or competitions
Travel expenses (tournaments, plane tickets, Uber, Lyft, etc.)
Uniforms
- Is there a due date for the Funding Request Form?
There is no official due date as you can request funding throughout the year. Funding requests received by Saturday at 5:00pm will be considered at the next SG Senate meeting on Monday at 5:00pm.
- How will I know if my Club Charter Request or Funding Request has been approved?
After your funding request has been reviewed by the Student Senate, you and your club sponsor will get an email from Student Government. To check if your club has been chartered or not, please check this spreadsheet.
- My question is not here and I am confused on who to ask.
Any questions concerning clubs, the SG Budget, or Club Funding can be sent to sg@ncssm.edu via email or to the Student Body Treasurer, Alina Sohail.