(As Approved by the University Executive Council on August 6, 2002)
- Formation of a New Student Club
- Student Club Initiation
- Procedure for Student Club Approval
- The Governing Body
- Duties of the Governing Body
- Club Meetings
- Approval of Club Activities
- Responsibilities and Evaluation
- Club Financial Matters
- Supervision and Winding-Up
I. Formation of a New Student Club
A student club is formed of currently enrolled LAU students who normally share common interests be it cultural, intellectual, musical, educational, academic, social, etc. The club organizes activities that aim at achieving its set objectives, which should not be related to academic duties and / or classroom projects.
The objectives of a club should be in agreement with the “Student and University Policy” (see the Faculty Bylaws)
Student Club Initiation
A group of at least twelve full-time students may initiate a club provided that a statement underlying the objectives of the club is submitted to the Campus Life Council (CLC) for approval, and a full time faculty member agrees to act as a Club Advisor.
Procedure for Student Club Approval
- An application for the initiation of a new club should be presented to the Office of the Dean of Students and should include the following:
- The rationale behind forming the club is presented. (the write-up should include the name, objective, logo, type of activities to be performed, names and signatures of founding members, and the suggested faculty advisor) .
- At least 12 full-time students have shown their interests in joining the club.
- The proposed club is not a duplication of an already approved club.
- The Office of the Dean of Students presents the submitted documents to the CLC for approval.
- Free membership is offered to all part-time or full-time LAU students.
- Members are recruited during club recruitment days organized by the Office of the Dean of Students.
- A student is allowed to be a member in two clubs, but can participate in the open activities of any club.
The Governing Body
The club is governed by a body, which is composed of four members and an ex-officio member. The four members are:
- Vice President
The Club’s advisor, who normally is a full-time faculty member, is an ex-officio member.
The members of the Governing Body should carry not less than 9 credits, be in good academic standing and have never received a disciplinary warning.
All members of the Governing Body are elected directly by the registered members of the Club (as per the Office of the Dean of Students records) during a general meeting held for that purpose only and called for by the Office of the Dean of Students.
Duties of the Governing Body
- The President shall
- Present a list of proposed activities to the Office of the Dean of Students to pass to the CLC for approval at the beginning of every term and after securing the input of the Club Advisor.
- Preside over all meetings of the Governing Body and the meetings of the Club.
- Coordinate with the Office of the Dean of Students in the execution of all Club activities.
- Sign all corresponding along with the Secretary.
- Oversee all financial matters, along with the Treasurer.
- Present a general report to the Office of the Dean of Students every semester.
- The Vice President shall:
- Preside in the absence of the President.
- Replace the President for the rest of the academic year, if the President resigns.
- Be responsible for any task assigned to him/her by the President.
- Assist the President in all Club functions.
- The Secretary shall:
- Maintain a list of all club members.
- Keep the minutes of the meetings.
- Prepare and co-sign all correspondence with the President.
- Keep all Club-related documents and submits them to the Office of the Dean of Students upon request.
- Assist in any task assigned to him/her by the President.
- The Treasurer:
- Collect the participation fee for an activity from participants, when applicable.
- Keep an accurate account of all receipts and expenditures of the Club. The original copies should be submitted to the Business Office at the end of every activity through the Office of the Dean of Students.
- Submit semester reports in writing to the President.
4 – Elections
- Every fall semester and within one month of the first day of classes, the Office of the Dean of Students will call the Club members for the election of a Governing Body for each club. Only the Office of the Dean of Students records of members will be adopted for the operation.
- If a club does not hold any activity in a regular semester, the Governing Body is automatically dissolved. The Office of the Dean of Students will call for a special general meeting for the election of a new Governing Body.
5 – Club Meetings
- Regular scheduled meetings of the Governing Body of the Club are held at least once a month.
- Regular meetings of all Club members are held twice a year, one in the fall semester and one in the spring semester. Members must be notified at least forty – eight hours in advance. The President prepares the Agenda of the meeting from entries and issues presented to him by the members.
6 – Approval of Club Activities
- The Club’s Governing Body will be responsible to obtain prior approval to any activity before it is held; normally in the beginning of every term or at least two weeks prior to the date of the activity.
- A list of activities is prepared by each club and presented by the Club President to the Office of the Dean of Students for approval by the CLC at the beginning of every term after securing the input of the Club Advisor.
- Club activities that include the presence of outside guests or that are political in nature require the approval of the CAC upon a recommendation of the CLC.
- A written request for materials needed for each approved activity should be presented to the Office of the Dean of Students at least forty-eight hours prior to execution.
7- Responsibilities and Evaluation
- Each Club’s Governing Body is responsible to implement each approved activity with the guidelines outlined in LAU’s Student and University Life Policy.
- The President of a Club is responsible towards the Office of the Dean of Students for all organizational and financial matters in which the club is involved.
- The President of a Club is expected to present to the Office of the Dean of Students an evaluation of any activity within two weeks of executing the activity.
- The CLC and/or the Office of the Dean of Students may ask the Club advisor for an assessment of any activity.
All Clubs’ activities should have proper insurance coverage. Activities held off campus may be subject to special insurance coverage.
9- Club Financial Matters
- A budget ought to be developed and presented to the Office of the Dean of Students, for every activity initiated by the Club, for approval.
- All expenditures should abide by the University Financial Policy.
- In case a cash collection is needed for an approved activity, all payments should be made to the club treasurer.
- A surplus resulting from any activity should be delivered with the President’s report to the Office of the Dean of Students that makes the necessary arrangements to credit this amount to the Student Association Fund.
- Fundraising is allowed in any club activity but it should be supervised by the Deans Office.
10 – Supervision and Winding-Up
- Any change in the objectives of a Club should be referred to the CLC for approval.
- Membership of any student may be suspended from a Club, if he/she violates the objectives of the Club or contributes to the failure of any club activity. The Office of the Dean of Students submits such a request to the CLC for approval.
- Any approved activity may be suspended by the Student Affairs administration if organizers do not abide by the approved request and/or the University bylaws.
- Any Club will be dissolved by the CLC if:
- The Club’s objectives are violated
- The number of club members drops below twelve, or
- When the Club advisor submits such a request