Helpful Hints
Completing the
Official Club Paperwork
Club Registration Form
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Please review club officer’s eligibility and verify all officers meet it.
Provide all required information on each officer, especially s/he MC ID number.
Provide club public contact information that will be posted on various Student Life publications
Signatures required. Signing the form means that all officers agree to:
a. fulfill the responsibilities stated in the club’s constitution and club goals
b. comply with the policies and procedures of Montgomery College and the Student Life Office.
c. Adhere to the Student Code of Conduct with all club activities.
5. Any officer changes will require an updated form.
Club Constitution
Clearly state the mission of the club and how it supports the
enhancement of student life on the college campus.
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Your club’s purpose is responsible for being educational and in line with the Mission of the
Student Life Office and Montgomery College; it’s common purpose should reflect how your club
will give back to the campus community.
o Explanation: What are the aims of your group? Who will it serve? Is it educational,
social, recreational, academic, political, or religious in nature? Are there particular issues
the group will address? What do you hope to accomplish in a broad sense? Etc.
Outline each officer’s duties.
 It needs to be transparent so all have a clear understanding of their roles and responsibilities as
stated.
Examples of approved mission statement/purpose by prior clubs:
1. “To provide mental health awareness, education, and advocacy
through events and community service; to provide information and
resources regarding mental health and mental illness; and to
encourage students to seek help as soon as it is needed.”
2. “Student Club is a club where students at Montgomery College can seek & experience the love of
God in every area of our lives. We will learn about God through the Bible, live out our faith
together in love, excel academically, serve the campus & community; and participate in
community services projects.”
3. “The purpose of the Geography Club is to encourage student participation in geographical
awareness and community service.”
4. “To promote the Hispanic/Latino culture through cultural and educational events, fundraisers
and community service; and to help its members maintain and share their roots through
friendship bonds as well as to create a positive environment.”
5. “Students can dip in the fascinating world of scuba and learn about diving techniques, exciting
sea creatures, as well as some famous diving designations.”
6. “To help students reach their goals to work in early childhood education by providing networking
opportunities, serving the early childhood community, and offering valuable experience working
with young children.”
Mission statement/purpose that had to be rewritten:
The mission of the Cricket Club is to participate in the annual cricket
tournament in Miami, Florida during the spring semester.
To develop algorithms for robotic swarms to search autonomously in space exploration for the
annual NASA competition conference in the spring semester; Learn stuff and have fun.
The high society club is for students who have similar interests and want to socially network for
weekend activities. Having a car is a plus.
The mission of the wresting club is for all former high school wrestlers who want to form a
team, represent the college, and compete in the national and local wrestling leagues.
To bring awareness to the needs of the fresh off the boats students, the lack of support from the
college with this group, and encourage new student participation in this club at MC.
Examples for defining the club officer’s duties:
President
 Carry out the provisions of the Club Constitution
 Schedule, advertise and preside over all club meetings
 Draft meeting agendas
 Provide supportive leadership
 Appoint committees and chairs
 Oversee, support and provide feedback on all committee projects
 Develop projects, goals and tasks for the club
 Attend Student Life Leadership workshops, conferences, and/ or retreats
 Manage club election process
Vice President
 Support the President
 Assume the duties of the President when absent
 Oversee the recruit and retention of club members
 Perform duties delegated by the President
 Assist in planning activities and projects
 Support club officers and chair members
 Attend the Inter-Club Council meetings
 Attend Student Life Leadership workshops, conferences, and/ or retreats
 Other duties as assigned
Treasurer
 Prepare, review and finalize all funding and budget requests paperwork
 Respond to all funding and budget request inquiries
 Assist with club reimbursement protocol and paperwork
 Maintain accurate financial records
 Attend Budget Panel meetings when request is submitted by the club
 Attend Student Life Leadership workshops, conferences, and/ or retreats
 Attend any workshop that are related to club funding
 Other duties as assigned
Secretary
 Keep organized records of the club’s activities, announcements, flyers, posting, members, and
minutes in a club portfolio
 Submit portfolio to the Student Life Office at the end of the year or as requested
 Record minutes of club meetings
 Maintain membership and club rosters
 Coordinate all club correspondence
 Attend Student Life Leadership workshops, conferences, and/ or retreats
 Attend any workshop that are related to club records
 Other duties as assigned
Identifying an Advisor/Advisor Agreement Form
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Clubs are responsible for finding an advisor who is a professional staff or faculty member at
Montgomery College, Rockville Campus.
You may choose an advisor based on their expertise in a certain field, their working relationship
with students in your club, your personal interaction, or other criteria.
Discuss the expectations and responsibilities of the advisor with potential candidates to
determine if they are the right fit for your club.
A mutual understanding of the advisor role should be reached by both interested parties.
Once an advisor has been chosen, the student leaders and advisor need strongly encourages a
dialogue where club and advisor are able to discuss its working relationship.
During the academic year it will be important to review the Advisor Agreement Form with your advisor
and make any needed updates.
Setting Club Goals
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In assisting your club to be successful it is imperative to have
goals that will assist you in the development of your activities
and events.
Plan what your club wants to accomplish with the flexibility to
change as needed.
Please work with your advisor and membership to articulate
your club goals, and think about the actions needed to achieve
them.