Steps to Form a Club - York College of Pennsylvania

Students often want to start a new club on campus but do not know where to start. Here we have provided the steps students must go through to create a campus club.

Student Senate deals with and runs all clubs on campus. Getting in contact with them first will make this process easier.

• Their email is found at the bottom of the Student Senate page on the York College website.
• Once found, email them a brief summary of your club and ask for the VPOD, treasurer, and the parliamentarians emails

Students need to meet with the current VPOD of Student Senate because they are the main contact for clubs on campus.

• Once acquiring the VPOD's email from Student Senate, send them an email to set up a meeting.
• Meet with the VPOD and get their initial approval to continue forward with the process.

If the club is a sports club, then students must also get in contact with Jamie Starrett.

• His email can be found on the Campus Recreation page on York College's website.
• Email him to set up a meeting to pitch the club and get his approval to move forward with the process.
• A picture of Jamie's office is provided above.

Once both Jamie and the VPOD approve the potential club to move forward, plan to hold an interest meeting for students who may want to join.

• Give out information on the club (club goals, meeting times, club requirements, etc.)
• Lora Snyder in the OSAO can help with reserving rooms, tables, etc. if needed for the interest meeting (in the Student Union building outside of the dining hall)

To get other students on campus to come to the interest meeting, the potential club must be advertised. This can include but is not limited to...

• Social media posts
• Fliers that are approved by the OSAO onto bulletin boards in different campus buildings (found in the Student Union building outside of the dining hall)
• Word of Mouth

At the interest meeting, gather students' information including but not limited to...

• Name
• YCP email
• Expected graduation (Month, Year)
• Best time for everyone to meet

Based on the times that everyone can best meet, determine...

• When club will meet
• How often the club will meet
• Where the club will meet on campus
• Ex. Meetings every Tuesday at 8:30 PM in HUM 127

Each club on campus must have an advisor. Clubs must find a York College employee to be their advisor. This could be someone who knows a lot about your club or someone who knows nothing about your club and is there for guidance.

• The advisor will need to sign a form agreeing that they will be the advisor for the club.

• Email the parliamentarian to set up a meeting
• Meet with the parliamentarian and get the template for writing a constitution

• Fill in the constitution template with the specific information that applies to the club
• Share the constitution for the club with the parliamentarian
• If the parliamentarian suggests any changes, go back through and correct anything necessary

• Email the treasurer to set up a meeting
• Prior to the meeting, have some ideas of what the club's budget might look like
• Meet with the treasurer to share this budget idea and learn how their budgeting for clubs works

Create a presentation prior to the Student Senate meeting the club will be presenting at. This presentation must include...

• Mission statement
• The purpose of the club
• How the club will benefit the campus
• How the club is unique compared to other clubs on campus
• Potential events
• Potential fundraising ideas
• The proposed budget
• Meeting times for the club
• The breakdown of the classes of those who attended the interest meeting
• Executive board breakdown (ex. John Doe is our President)
• The advisor's name
• A general outline of how many members may join the club

Once all of these steps are completed, let Student Senate know.

• They will assign the club a date to present
• The club will present in front of Student Senate and any other students who attend the meeting
• Towards the end of the meeting, the Senators will vote on the approval or denial of the club
• If the club is approved, they will remain a provisional club for a full year