Student Club and Organization Meetings and Events

Commonly asked questions about student club & organization meetings and events:

• What type of meetings can we have?
  • General Meetings -A meeting where information is shared with members or currently enrolled students who are interested in becoming members of the student club or organization.
  • Member Meetings- A meeting where members of a student club or organization as outlined in Section M: Membership Policy of the OCC Student Club & Organization Handbook, discuss organization-specific matters (i.e., fundraising, events, activities, elections, etc.). These meetings are limited to student club and organization members, and those with prior approval from members and advisor(s), as defined in the approved student club or organization constitution & bylaws.
  • Planning Meetings- A meeting where the executive board members of the student club or organization strategize how to fulfill the mission of the student club or organization (i.e. agenda planning, event logistics, finance review, etc.)
• Can we record our meetings?
  Recording in any format (i.e. video, audio, tape, photography, etc.) at student club or organization meetings and events is prohibited unless expressed verbal affirmative consent is granted by all in attendance.
• Do we need have an agenda and take minutes at our meetings?
  ​It is mainly the responsibility of the president, secretary, and advisor to develop meeting agendas. Meeting minutes should be taken and transcribed primarily by the secretary.  Minutes are taken in order to provide a written record of what transpired at the meeting. Minutes from the current year’s meetings are valuable in preparing agendas because they contain reminders of unfinished business, expenditure approvals for the club, approvals for the Constitution and Bylaws and any elections or appointments of officers made by the student club. Minutes from previous years are also helpful because they provide information about regularly scheduled yearly business. All expenditures of club funds must have meeting minutes attached. Please refer to Article V: Recommendations and Best Practices from the Student Club and Organization Handbook (PDF)
• What do we do if we need to change something about our club (i.e. club advisors, club time change, officer change etc)?

  ​Please have your advisor email the Student Life and Leadership Department with the needed changes.

• What types of events and activities can we host?
  Please refer to the ASOCC Club Handbook (PDF) Section Y, Special Events & Activities on various events clubs can host and procedures, on hosting club events.