Student Organization Registration

Registration

All Student organizations looking to be recognized on campus by SGA and The Office of Student Engagement must register annually.  The registration period is September through May.  All student organizations are inactive during the summer months; however students may request to meet for the purpose of planning for the next academic year.

Registration in no way implies that the College approves or disapproves of the organization’s mission or purpose, its constitution, literature, or programs. Nor does registration imply the College’s approval of the views of the organization’s membership. The responsibility of any views held or expressed by the organization and/or its membership is solely that of the individuals involved.

Middlesex Community College reserves the right to prohibit certain programs based on personal safety or liability.  Programs considered being in violation of college policies and/or local, state, or federal laws are prohibited. back to top

Benefits of Registering a Student Organization

  • Use of MCC identification in association with the name of the student organization.
  • Use of MCC facilities for programs/meetings.
  • Inclusion in College listings and dissemination of student organization’s publicity and information by the MCC Office of Student Engagement.
  • Consultation and advice by the Office of Student Engagement staff, including team building, setting goals, value clarification, and conflict resolution.
  • Eligibility for funding from funds collected from the Student Service Fee.
  • Tax exempt status for most purchases.
  • Information and resources for purchase of goods and services.
  • Fiscal advice about budgets, accounting, and bookkeeping procedures.
  • Information on the laws of the Commonwealth and policies of MCC.
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How to Register New Student Organizations

Schedule a Meeting
Office of Student Engagement
 Discuss the process of creating an organization, the mission, etc.
To schedule an appointment, email studentengagement@middlesex.mass.edu
Locate an Advisor(s) 
MCC Faculty or Staff 		An advisor is an MCC staff or faculty member who supports the mission of your organization. The advisor should be able to assist the organization in all phases of its operation as well as travel with the organization when necessary. Prospective advisors should review the “Role of the Advisor” section, meet with the Office of Student Engagement to discuss their responsibilities and learn to use the Engage platform.
Advertise
Club meeting times and locations 		Advertise for an initial meeting; hold a meeting to determine interest. You may coordinate meeting space with the Office of Student Engagement staff. 
Complete Registration Register New Club or
Re-Register Existing Club

1. Create an Engage Account if necessary (middlesex.campuslabs.com/engage)

2. Once logged in, click on “Organizations.”

3. Click “Register a New Organization” to start the process of registering including  submitting a constitution. The template is located resources section of The Beacon.

Constitution Outlining the mission, structure and bylaws of your organization. A constitution is the governing document for student organizations (click here for a sample); it will contain an organization’s values, vision, and policies. OSE staff is available to aid groups in developing their constitution, as well as help understand or make changes to an organization’s current constitution. Any changes to a constitution must be submitted to the Office of Student Engagement via Engage, and a copy of the updated constitution must be submitted in the annual registration process. The constitution, amendments to it, and the bylaws of any organization must be approved by the Office of Student Engagement to ensure that they are in accordance with the Office of Student Engagement and Middlesex policies, regulations, and procedures. If an organization is part of a larger/national organization and the bylaws of that organization conflict with Middlesex policy, Middlesex policy supersedes the bylaws of that organization.
Submit Budget Request Student Government Association (SGA) Budget requests to SGA may be filed at the same time as registration materials.
(See Finance Section for details)

A small pool of funds is available for new organizations looking to promote themselves. When available, no more than $50.00 may be allocated to assist with recruitment and start up. These funds are dispersed at the discretion of the Director of Student Engagement & Retention or their designee.

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How to Register Returning Student Organizations

Complete Re-Registration Process   

All organizations must have a current constitution on file in order to become active. Update this in Engage.
Update Club Roster    Update club membership (the roster) in Engage each semester.
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Organization Activity for Returning Organizations Prior to Re-registration

Should these groups not have members (or enough members) to update their registration form on Engage, the organization is “frozen” until it is completed.

If needed, they can have one recruitment event to gather the necessary students needed to register and up to $100.00 can be spent from a pending budget request. This event will be coordinated through the OSE Liaison. Should the organization fail to update their registration within a year, it may fall into “Inactive Status” and have their Engage page cleared. Any monies will be reabsorbed into the Student Services Fee pool. A new registration will be required to reactivate this organization back to top

Faculty/Staff Advisor

Students in the organization must choose a Faculty/Staff Advisor. The Office of Student Engagement will assist organizations who need to identify an advisor. The Office of Student Engagement reserves the right to approve advisors and will work with Human Resources when necessary. Advisors should also register as an advisor for their student organization through Engage and attend the Club Advisor Training provided by the Office of Student Engagement.

Faculty/Staff Advisor Role:

  • Attend organization executive board and/or general member meetings on a regular basis.
  • Attend organization-sponsored events or programs on campus.
  • Accompany the organization on their travels (or find a substitute).
  • Work with the Office of Student Engagement, as necessary, to help promote and develop the organization.
  • Support and uphold the mission of the organization policies and procedures initiated by Middlesex Community College and the Office of Student Engagement.
  • Actively promote the organization in a positive and professional manner.

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The Role of the Office of Student Engagement (OSE)

The Office of Student Engagement will assist organizations with the following:
  • Planning and logistical support of organizational events and programs.
  • Coordinate all organizational purchases approved by SGA.
  • Organizational budget management.
  • Train students on utilizing Engage and social media sites for programs and events.
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Changes in Advisor

If an advisor wishes to resign from their position, it is requested that the organization and OSE be notified in writing at least one month before the resignation becomes effective. An advisor may be requested to resign from that position upon ⅔ of the active membership of the organization voting accordingly or through other organization-specific constitutions.
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No Advisor

If an advisor is not found for a student organization, the organization will function with OSE staff assuming all advisor duties for one semester (or 4 months). After this time, if the organization still is unable to find a permanent advisor, the organization may become inactive.

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Last Modified: 4/6/21