STUDENT RESOURCE MANUAL 2026-27

All groups submitting an application must meet the following criteria to become an organization. All applications must be submitted before October 1 in the Fall and February 1 in the Spring.

• The officers must be currently enrolled TSC students, must not fall below a 2.0 GPA, must not have any Code of Conduct violations, and be free of any obligation of fees or payments to the College. Student identification information is required of all officers for verification of status.
• Each organization is required to have at least four (4) officers or executive members, one (1) of whom is responsible for presiding over the organization, one (1) of whom must be responsible for recording minutes, and one (1) of whom is responsible for the organization's fiscal operations.
• All organizations must have a minimum of seven (7) members who are currently enrolled TSC students verified by Student Life. Only currently enrolled TSC students as well as faculty, staff, and TSC volunteers (who have completed a background check with Human Resources).
• All required recognition forms and updated student membership roster must be submitted to the appropriate office by the deadline set by Student
• All organizations must draft and submit a current local constitution and then submit it with an annual recognition application. Each constitution must include the required elements outlined in the “Writing a Constitution” section.
• Each organization must have an advisor who serves as a faculty or staff member of TSC. Undergraduate students working at the college may not serve as advisors to the organization. 
• All officers and the advisor must read the liability information listed in this manual.
• The student organization officer responsible for the finances of the organization is required to attend a financial workshop sponsored by the A&S Budget Council and Student Life prior to the use of any organization funds. Officers must attend any mandatory meetings or trainings in order to receive the benefits of being an organization.
• To maintain recognition status, each student organization must adhere to all rules and regulations and submit a re-recognition form by the set deadline each year.
• Requirements and policy are subject to change at the will of Student Life, Department of Student Services, and the College.

Students have the opportunity to come together and create an organization. New organizations are encouraged to hold an informal meeting of interested students to determine the purposes and objectives. If a faculty or staff member has been identified as a potential advisor, invite the individual to the meeting.

Organizations:

• A minimum of four (4) executive officers that consist of a President, Vice President, Treasurer, and Senator as well as an Organization Name, Description, & Purpose.
  • Officers must be current TSC students.
  • No officers may have lower than or fall below a 2.0 GPA.
• Organization numbers:
  • A minimum of seven (7) members who are TSC students or *University Partner students for the organization (this number includes the three elected executive board members). Their name and TSC email are required for registration.
  • A faculty or staff member as an advisor.
• Read the Resource Manual.
• A completed constitution can be written using the sample constitution found below in this manual.
• Submit your constitution and application by emailing all documents to StudentLife@tsc.fl.edu.
• If your organization is approved, the appropriate executive members must complete the required Financial, Title IX, and Anti-Hazing trainings. 

Once the application has been submitted, the Student Government Association will review the application.

Writing a Constitution

A constitution is a set of rules for your organization. A well-written constitution can be a great asset to your group. Use the sample constitution in this section to generate ideas and then spend time writing a constitution for your student organization. It may be any length, but it must cover the basic components outlined below.

An important note to nationally affiliated groups: National constitutions will not be accepted as part of the recognition process. All organizations must draft a local constitution for their group to include TSC-specific requirements and policies for the organization. A Student Life staff member may assist you with this process if you have questions when drafting a local constitution.

Your constitution is only helpful if you use it! Get into the habit of referring to it for clarification and using it as your basis for decision-making. Distribute a copy to the organization's members each year so they are familiar with the rules. Update your group’s constitution annually and submit a revised copy to the Office of Student Life.

Bylaws

Bylaws often accompany a constitution as the organization's “working rules.” If your group wants to put your common practices in writing, you will need to draft bylaws. Common topics included in bylaws are elections, committees, officer vacancies, rules of order, meeting parameters, etc. Bylaws are NOT required for each organization; rather, they are an additional tool available for your organization.

The items below will be required in all organization constitutions. Organizations have the discretion to determine their own rules and procedures. See the attached sample constitution for ideas. The text in the Sample Constitution is a suggestion only, but at a minimum, the following must be included:

• Organization Name
• Purpose
• Membership Requirements, including:
  • Membership Statement: Recognized student organizations shall be limited to currently enrolled TSC students.
  • No hazing or discrimination will be used as a condition of membership in this organization.
  • This organization agrees to adhere to the college's non-discrimination statement: No college student may be denied membership on the basis of race, creed, color, sex, religion, national origin, age, disability, veteran status, marital status, sexual orientation, gender identity, gender expression, or any other protected group status.
    
    • Groups exempt under Title IX are not required to include gender in their Non-Discrimination Statement. Those organizations must also be entitled to single-sex membership under the provisions of Section 86.14 of the regulations promulgated under Title IX of the U.S. Education Act of 1972.
  • Revocation of Membership
  • Appeal Process
• Officers, including:
  • Eligibility
  • Titles and Duties
• Selection of Officers, including:
  • Eligibility to Vote and Hold Office
  • Election Process
  • Term of Office
• Officer Vacancies, including:
  • Removal of Officers
  • Resignation
  • Filling Vacant Officer Positions
• Advisor
• Finances, including:
  • Inability to pay dues statement: No College student may be denied membership due to inability to pay dues. If a member is not able to pay dues, other arrangements will be made.
• Publications
  • Approval
• Amendments

SAMPLE CONSTITUTION

Eagles Club Constitution

Items marked in bold font are required in all organization Constitutions

Article I—Organization Name

The name of this organization shall be the Eagles Club at Tallahassee State College. The organization may also refer to itself as “Eagles Club.”

Article II—Purpose

(Insert your Mission Statement or Statement of Purpose here)

All activities and functions of the Eagles Club shall be legal under College, local, state, and federal laws.

Article III—Membership

Section 1: Membership Statement

Membership is limited to all students who are enrolled at Tallahassee State College. No hazing or discrimination will be used as a condition of membership in this organization.

This organization adheres to the College's non-discrimination statement: Tallahassee State College is an equal opportunity employer and educational provider.

Section 2: Revocation of Membership

Membership may be revoked without mutual agreement for non-participation, misconduct, or violations of any provisions of the Constitution. The member will be notified in writing of the possible revocation at least 72 hours prior to the vote and will be allowed to address the organization in order to relate to members any relevant defense prior to the voting for removal. Membership can only be revoked upon a 2/3 majority vote of eligible members. Revocation of membership will be valid for three (3) semesters.

Section 3: Appeal Process

Any student whose membership is revoked will have seven (7) calendar days to appeal the revocation. The appeal must be submitted in writing to the President and Secretary and must include any relevant information that has not already been presented. The President will then submit the appeal to the Appeals Committee. This committee consists of three (3) executive board members and four (4) general members. This committee will then render a decision at the next general body meeting or in seven (7) calendar days, whichever occurs first.

Article IV—Officers

Section 1: Eligibility

All officers shall be currently enrolled students at Tallahassee State College who possess at least a 2.0 grade point average and pay the Activity and Services Fee.

Section 2: Titles and Duties

The offices of this organization shall include a President, Vice President, Secretary, and Treasurer. No officer will be permitted to hold more than one officer position. All officers shall retain voting rights; however, the President shall only vote in the case of a tie. Any officer may be re-elected; however, not for more than two consecutive terms.

Officers cannot reappoint themselves for a second term; they must be re-elected as described in Article V.

The President shall:

• Supervise the activities of the organization.
• Preside over all meetings and call all meetings to order.
• Be one of three signers on financial documents.
• Coordinate all conferences.
• Ensure all officers are performing their duties as defined in this Constitution.
• Assign special projects to officers.
• Be familiar with Robert’s Rules of Order to conduct meetings.

The Vice President shall:

• Assist the President in his/her duties.
• Assumes the President’s responsibilities in his/her absence.
• Keep accurate records of all meetings in the Secretary’s absence.
• Plan and be responsible for all retreats and training of the organization.
• Perform an audit of all financial transactions of the organization twice a year.
• Assist in special projects as assigned by the President.

The Secretary shall:

• Notify members of meetings via e-mail and/or telephone at least 48 hours in advance.
• Keep accurate records of all meetings. 
• Maintain an accurate list of members and their contact information.
• Perform a verbal roll call of all members and maintain an attendance record.
• Prepare ballots for elections.
• Keep a copy of the constitution and have it available for members.
• Attend all SGA meetings to represent the organization and report to the organization from the SGA.
• Assist in special projects as assigned by the President.

The Treasurer shall:

• Keep an accurate account of all funds received and expended.
• Be one of three signers on financial documents.
• Be responsible for collecting dues and notifying members who are delinquent in their payments.
• Be responsible for creating budget reports at the beginning of each Fall and Spring semester and as requested by the President, Vice President, and/or TSC faculty/staff advisor.
• Provide financial records sufficient to allow the Vice-President to perform an audit.
• Assist in special projects as assigned by the President.

Article V—Selection of Officers

Section 1: Eligibility to Vote and Hold Office

The ability to vote will be limited to all students who are active members in good standing. Only active voting members who meet the requirements stated in Article IV, Section 1 are eligible to hold offices.

Section 2: Nomination Process

The nomination of officers shall occur at the first meeting held in March. Any eligible member (as defined in Article III Section 1) present may nominate someone or themselves for office by verbally nominating the individual during this procedure. However, the nominee must be considered an eligible member (as defined in Article III Section 1). Absentee ballots and proxy ballots are not permitted in the nomination or election process.

Section 3: Election Process

The election of officers shall occur at the second meeting held in March. The nominated candidates will be given a chance to address the organization to discuss his/her qualifications and reasons why they should be selected. Once each candidate has had the opportunity to speak, all eligible members (as defined in Article III Section 1) present will have the opportunity to vote by secret ballot. The faculty/staff advisor and current highest-ranking officer not running for office will tabulate all votes. The highest-ranking officer not running for office shall announce the officer with a simple majority of votes cast by eligible members. After announcing the new officer the highest-ranking officer not running for office shall ask if any eligible members contest the count. If no eligible member contests the count, the new officer shall take office immediately. If an eligible member contests the count, the faculty/staff advisor and the highest-ranking officer not running for office will recount all votes. In the event of a tie, the President shall cast the deciding vote for office unless he/she is running for the said office. In that case, the next highest-ranking officer shall make the deciding vote.

Section 4: Term of Office

The length of office shall be no longer than one calendar year. Newly elected officers shall take office immediately after the announcement at the second scheduled meeting in March, and their term will end at the second scheduled meeting the following March once new officers are announced.

Article VI—Officer Vacancies

Section 1: Removal of Officers

Any officer may be removed from office upon a 2/3 majority vote of eligible members. The officer will be notified in writing of the possible termination or removal at least 72 hours prior to the vote and will be allowed to address the organization in order to relate to members any relevant defense prior to the voting for removal.

Additionally, Student Life may remove officers due to ineligibility, unethical behaviors, or actions that negatively reflect on the College.

Section 2: Resignation

Officers no longer wishing to serve on the board must submit their resignation to the President at least two (2) weeks in advance. Prior to the officer's final day, he/she shall provide all documents relating to the organization and brief his/her replacement of current projects in his/her care.

Section 3: Filling Vacant Officer Positions

In the event an officer is removed or resigns, the nomination process, as stated in Article V Section 2, will take place at the next scheduled meeting. The election process will take place as stated in Article V, Section 3, at the next scheduled meeting following nomination. The newly elected officer’s term shall end at the annual election scheduled in March.

Article VII—Advisor

Section 1: Nomination and Role

The advisor shall be selected by the officers of this organization and must be approved by a simple majority vote of eligible members. The advisor shall serve as a mentor to the organization, providing guidance to the officers and members. The advisor has no voting rights. The advisor position has no term limit, other than he/she must be a current TSC full-time faculty or full-time staff member.

Section 2: Removal and Replacement of Advisor

The Dean of Student Services is to be notified of the request to replace the advisor, and will conduct an investigation and will notify the club/organization of the decision within 14 days. Likewise, the club may be temporarily inactive until the issue is resolved.

Article VIII—Finances

Section 1: Membership Dues

In accordance with the policies set by the Florida College System, no membership dues shall be charged to any student organization member.

Section 2: Spending Organization’s Money

For the protection of the organization and its officers, it is required that two authorized signatures sign all monetary transactions. Only the President, Treasurer, and TSC Faculty/Staff Advisor can be signers on the organization’s account. Organizational funds may be spent on items such as office supplies, events/activities, publicity, travel expenses, conference fees, etc., but will not be used for anything illegal under College, local, state, and federal laws.

Section 3: Officer Transition

It shall be the responsibility of all account signers to exchange contact information as well as assist in the update of new account signatures after each election with the organization’s financial institution. In addition, the Treasurer will be responsible to pass along all information from previous year’s budget and current budget.

Section 4: Dissolution of Organization

In the event that the organization ceases to exist, any funds remaining in the organization’s account shall be allocated to the overall Student Organization account.

Article IX—Publications

Section 1: Approval

The Student Life Coordinator or Manager must approve all publications, shirts, etc. prior to duplication and distribution.

Article XI—Amendments

Amendments to the Constitution must be proposed in writing to the President. They must then be presented to the organization during a scheduled meeting and should include a full explanation and/or rationale for the amendment. The amendment must be voted on at the next scheduled meeting. It shall not take effect until approved by a 2/3 majority vote of eligible members of the organization.

In order to be eligible to receive privileges and services, Organizations must complete the recognition process with Student Life. Below are several examples of benefits for organizations:

• Organizations have access to computers and workstations in the Office of Student Life – usage of these tools should be for organization business and promotion only.
• Organizations are automatically included in a list of current organizations on MyTSC
• Campus posting privileges in compliance with policies.
• Organizations have eligibility to apply for a campus locker in the Office of Student Life. Only a limited number of lockers are available.

Space Reservations

Only organizations can reserve rooms for meetings and event space on campus through the Office of Student Life. Organizations can also reserve Union tables. Request forms for tables and space are available on MyTSC and on the Student Life Website.

Funding Opportunities

Organizations are eligible to apply and obtain Activity and Service (A&S) fees to help fund their organization. To request A&S funding, an organization must be recognized by the College, have a treasurer, become financially certified, and submit a requisition form for each event. As organizations submit Event Requests, you may request funding for that specific event. Only the elected board members have access to these options.

In an effort to improve the quality and retention of our Organizations, Student Life requires the executive members to adhere to the following:

• The president, or their designee, must attend a bi-weekly President’s Council meeting.
• The Senator or Vice President must submit the group’s agendas, attendance, and action items to StudentLife@tsc.fl.edu, connect, and their faculty/staff advisor each week.
• Attend training at the beginning of each academic year.
• New officer names and emails must be submitted to StudentLife@tsc.fl.edu by the end of the first week of April each year.
• The appropriate executive members must complete the Financial, Title IX, and Anti-Hazing trainings.
• The President, or designee, must attend the monthly President’s Council.
• Each organization must plan and implement one program for the campus each semester.
• Each organization must complete one service project a year.

The following are the responsibilities of organization members to their advisor:

• Planning all activities when the advisor is able to attend.
• Checking all dates with the advisor before scheduling meetings, social functions, and activities.
• Keeping the advisor informed about the programs, activities, and progress of the organization.
• In addition to regular organization meeting times, the organization officers should meet regularly with the advisor to discuss the affairs of the organization.
• Asking the advisor for their opinion and advice when problems arise in the organization.
• The advisor and the organization president must authorize all organization expenditures.
• The advisor should be recognized as an integral member of the organization. Remember, the advisor is assisting the organization on personal time beyond normal college duties. Proper courtesy should be extended to the advisor at all times.

Do you have a hard time getting people to come to meetings or keeping them when they do come? The following ideas may help:

To get them there:

• Spread the word. Let others know that your organization exists. You are always a recruiter. If your organization can help a person, let them know and extend an invitation.
• Publicize your organization’s social activities. Invite guests, stimulate their interest, and stand by them when they do come. No one likes going to a meeting and “standing” alone. Acknowledge visitors and appreciate their attendance. Introduce them. Solicit their input and respond to their questions. Do not force them to “put on a show.”
• Provide transportation if it is a problem. During the drive, take the opportunity to get to know the person better.

To keep them coming:

• Everyone should personally welcome a new visitor. The warmer the welcome, the more likely they will come back again.
• The keyword is ENCOURAGE. A personal invitation is a great way to get people to stop and think about attending your group’s function.
• When a member is absent, let them know you missed them. Call them. Let them know that their input is important.
• Take a personal interest in everybody. Work together, help each other, and get to know that person better. They might just blossom in your organization simply because you took an interest in them.
• Try to get everyone involved; it makes everyone feel needed. Leaders in the organization should delegate tasks so that all members have the opportunity to be successful. Officially recognize success when it occurs.
• Regularly scheduled membership drives not only attract new members but also remind the “old” members about what makes their club so attractive.
• Good organizations have good meetings. Prepare an agenda and stick to it. The structure should be orderly but not burdensome. Respect others’ opinions; do not shut people out. The best decisions come from full discussion. Even though the majority rules, minority concerns must be protected.
• Regular meetings at a standard location give an added sense of stability and permanence to your organization. Solicit input on time and place so that members can attend.

Re-recognition is for current organizations and occurs between April and September. Re-recognition must be completed by October 1. Organizations must be re-recognized each year to update officer contact information and to retain benefits and services for the organization. Organizations must complete the online re- recognition application. The Office of Student Life will review the re-recognition application. Officers will be notified if changes or additional information are required to finish their application. Re-recognition will be complete when the organization receives an email from Student Life stating that the recognition process was successful.

An inactive organization looking to become active again will also undergo the re-recognition process, but must additionally meet with the Student Life Coordinator.

Liability Information

Organizations are responsible for their events and activities, as well as the actions or negligence of the organization’s membership. Take a moment to thoroughly read the liability information detailed below. Be sure to review the information with your organization at the beginning of each semester, and discuss how these issues might affect your group’s activities. The president and advisor must initial and sign the Recognition Application stating they have read and understand the liability information.

Compliance

The purpose and activities of all organizations must be in compliance with the rules and regulations of Tallahassee State College, the Tallahassee State College Board of Trustees, the policies and procedures of Student Life, and local, state, and federal laws, including the TSC Hazing and Alcohol Policies located in the TSC Student Code of Conduct and Chapter 6C2 of the Florida Administrative Code. The policies and practices of the organization pertaining to membership may not discriminate on the basis of race, creed, color, religion, sex, age, sexual orientation, national origin, marital status, parental status, disability, gender identity, gender expression, or any other protected group status. In cases where the nondiscrimination policy conflicts with the organization’s religious beliefs, tenets, or doctrines, or an organization’s limitation of membership to a particular gender, as allowed by law, the organization may request in writing an exemption from the part of the policy that is in conflict. Requests for exemption will be submitted to the Dean of Students, who will determine whether to grant the exemption. Denial of a request for exemption may be appealed to the Vice President for Student Affairs, whose decision shall constitute final College action on the matter. The Office of the General Counsel at Tallahassee State College may be consulted as necessary regarding legal issues associated with the request.

Responsibility and Liability

In consideration of the participants of the organization and its members in the stated activities of the organization and others that may occur during the academic school year, the organization’s officers and individual members have both an organizational and personal legal responsibility to adhere to all local, state, and federal laws, and Tallahassee State College administrative policies and procedures. It is understood that neither Tallahassee State College, the Tallahassee State College Board of Trustees, nor the State of Florida can defend the activities of the organization under its present insurance coverage or defray the costs, including attorneys’ fees, of defending any lawsuit or claim against the organization, its officers, or members. The organization agrees to indemnify and hold harmless the State of Florida, Tallahassee State College, the Tallahassee State College Board of Trustees, and their officers and employees for and against any claims caused by the activities of the organization, its officers, and members. The organization may be held fully liable for its activities, and any claims that may result will be against the organization, its officers, and members.

Acknowledgement

The president and advisor of this organization shall declare in writing by signature on the application for student organization registration that they both fully understand and acknowledge their reliance wholly upon their own judgment, belief, and conscious appreciation of the particular activities and dangers involved in the organization's events, programs, and functions. Further, they acknowledge and understand that the State of Florida, the Tallahassee State College Board of Trustees, and the Tallahassee State College disclaim liability for any and all damage, injury, or loss of life that may occur with respect to the activities, functions, and programs of the organization. They also acknowledge their responsibility to notify all members of the organization of these terms and conditions, and the provisions stated in Section 6C2-3.0015, Florida Administrative Code, found in the TSC Student Handbook by signing the application for recognition. The term of registration is valid for one academic school year from October 1st to September 30th, and it is the responsibility of the signing officers to notify any future officers of the terms and conditions of this disclaimer of liability. They understand that signing this form does not relieve TSC from liability for its negligence, as stated in Section 768.28, Florida Statutes.

Using the Name of the College

Organizations that wish to use the College’s name as part of their organization’s name may do so as long as sponsorship or endorsement by the College is not implied or stated. If used,  organizations are restricted to the following:

• The College’s name may only appear at the end of the organization's name and should be followed by the statement “a Recognized Student Organization” (i.e., Student organization at Tallahassee State College, a Recognized Student Organization).
• The title should follow one of these forms: (1) Tallahassee State College; (2) TSC

Representing the College in an Official Capacity

According to the Florida Administrative Code, the only person(s) who can represent the College in an “official” capacity are College faculty, staff, administrators, and the Student Body President. No student, aside from the student body president, is ever considered an official representative of the College. This is especially important to understand when working with outside vendors, agents, etc.

Here is a list of “20 Questions” to use to assist you in developing your project.

1. What is the title of the project, program, or event?
2. What do you want to do? (Specifically describe the project)
3. What will you have accomplished if the project is successful? (Project outcome)
4. To what organizational purpose is the project related? (Why are you doing it)
5. What is the project timetable? When is it to be completed?
6. Who are the key people necessary for completing the project?
7. What are the specific responsibilities of each person?
8. What materials and equipment are necessary?
9. Are other special resources required? (Security, clean-up, )
10. What will the project cost?
11. How is money to be generated for the project? Are you anticipating any income from the project?
12. What key decisions must be made? By whom? When?
13. What research is necessary to develop the project?
14. What blocks or problems can be anticipated?
15. Is there any special College rules or regulations involved?
16. Are there any special liability issues or contracts involved?
17. How will the project be advertised and promoted?
18. What contingencies (rain, cancellation, too few/many people) should be anticipated and how should they be handled?
19. What permits or special permissions are required?
20. How will the project be evaluated? By whom? Who will write the report?

The following checklist has been designed to assist you in the development of programs. These guidelines refer to programs in which a resource is used.

1. Identify Interests and the People for Whom You Want to Program: Possible ways of developing ideas are questionnaires, brainstorming, getting acquainted interviews, informally discussing ideas with others for reactions and to solicit participation.
2. Develop a Purpose: Why do you want to carry out a program? What will it accomplish?
3. Decide on a Means to Accomplish Objectives: Some methods include: 1. Present to a large or small group; 2. Play, panel; 3. Speaker, Dinner; 4. Film; 5. Discussion; 6. Class; 7. Symposium; 8. Retreat; 9. Workshop; 10. Utilization of residents or other on-campus people who are knowledgeable in the area.
4. Develop a Program and Title: Choose a program that has appeal and will generate interest.
5. Delegate Responsibility: Divide tasks and utilize the various skills of group members.
6. Identify Resources and Materials Necessary to Carry Out the Program: Contact resource people. Arrange the time, date, and place for the program. Select a location that does not distract from the program. Plan a budget and obtain appropriate means of funding. Check sources to see what functions are planned for the same time and date you are considering. Complete the required forms for reserving facilities. Arrange for any special equipment that is needed. Arrange for clean-up.
7. Discuss with Resource Person(s) the Expectations and the Objectives of the Program: What do you want to have happen? Under what circumstances? Include the purpose, the background of the group, location and setting, the number expected, time limits, and how the resource person will be met once he/she arrives at the hall. Check with the resource person just prior to the program to confirm the time, place, etc.
8. Arrange Publicity: Plan publicity to be directed to individuals for whom the program is planned. Posters must be planned in advance and put up during a time and in a location where they will be seen (bulletin boards, restroom doors, Epworth, the Rock). Other valuable means of publicity include floor meetings, word-of-mouth, program sign-ups, and individual follow-ups.
9. Review Plans for Last-Minute Preparations and Items That Might Have Been Overlooked.
10. At the Time of the Program: Be early to finalize the program. See that the room arrangements are appropriate such as blackboard, chairs, refreshments, etc. Present brief introductions if appropriate. Be prepared to facilitate and direct discussion when needed to keep the program from dragging.
11. After the Program: Return all resources and equipment and thank individuals who participated. Complete any necessary program sheets.
12. Evaluate the Program

1. Complete the TSC Clubs & Organizations Event Request Form two (2) weeks in advance: TSC Clubs & Organizations Event Request Form.
2. If you are requesting funds, a Funding Request must be submitted at least three (3) weeks prior to the date of the event email your request to sgatreas@tsc.fl.edu. Remember that you need approval from the Treasurer and your Advisor before submitting the request.

Programs/events are not permitted on days/nights the week before and the week of finals.

Evaluation is a process of looking back at a specific event or period of time to determine what went really well and also items that did not go as planned. Evaluation is very important if the group is to flourish and be effective. It is during the evaluation that members can freely and openly express their opinions regarding the group and the group’s goals and actions.

When evaluating a program, you may wish to consider the following questions:

1. Were the group’s goals accomplished? If not, were they realistic, achievable goals?
2. What has the group produced? Is it in line with the goals, the campus needs, and individual needs?
3. Did you stay within your allocated budget?
4. What did people gain by participating in the program?
5. What could be done to improve the event?

There are four important steps to club meetings:

1. Scheduling a date and time
2. Reserving a meeting place
3. Advertising the meeting
4. Planning the agenda

Scheduling the date and time:

This is best done in consultation with the officers and advisor of the group. There will never be a perfect time. Do your best to pick a day and time that a core group of members can attend and start with that group. It is best if you can get the group to agree on a standard weekly, bi-weekly, or monthly day and time, then others may be able to arrange their schedules accordingly.

Reserve a meeting place: (see above)

Advertising the meeting:

Word of mouth is the best advertisement; spread the word through people you see on campus. For additional guidance, see PROMOTIONAL GUIDELINES FOR STUDENT CLUBS AND ORGANIZATIONS in Section V.

Plan the agenda:

No one likes to waste time at meetings with no purpose. The president should make sure there is a reason to have a meeting. Each meeting should include information, discussion, and social aspects. Advisor and  officers should meet to plan the meeting.

Purpose

Meetings are necessary in accomplishing the organization's goals, but they do not have to be miserable, dreaded experiences. If the organization's leadership does some advance planning, has a clear purpose for each meeting, and learns to conduct the meetings efficiently, the goals can be accomplished with a minimum degree of pain.

First, the leadership and membership must have a clearly defined purpose for gathering. A meeting may be held to discuss particular issues and concerns, to make decisions, to share important information, to coordinate an activity, or for training purposes. A group may wish to hold a meeting for social interaction primarily; if this is the case, the membership should be aware of the social purpose of the gathering, or a purely social event should be planned.

There are several advantages to holding regular meetings, whether they be weekly or bi-weekly. Having meetings on a regular basis will:

1. Enhance communication among group members and alleviate confusion and misinformation.
2. Allow the group to address the issues on a timely basis, thus avoiding neglect or procrastination when action must be taken on issues relevant to the organization.
3. Promote consistency and ensure follow-through with goals, decisions, and actions.
4. Consolidate individual efforts that can be directed toward the realization of the goals and objectives of the organization.
5. Unify the group and enhance the commitment to the organization.
6. Enable the membership to plan their schedules to accommodate the meeting and meeting time.

Planning

Prior to the general meeting, the officer and the advisor should meet to identify what is to be accomplished and organize those objectives according to priority. This ensures that the most important issues will be addressed first in the event that there is not sufficient time to discuss everything. If none of the members of the executive committee can come up with any specific goals or objectives, do not hold a meeting.

Time should be allotted during the officers' and advisors' meetings to develop an agenda. Once the meeting goals have been defined and organized according to priority, the next step is to develop an agenda that incorporates the established goals. Meeting protocol is also reflected in the agenda.

The following is a sample agenda format. You may want to use this reference as you create the meeting's order of business.

1. Call to order
2. Minutes from the previous meeting
3. Officer’s reports
4. Committee reports
5. Discussion of unfinished business (old business)
6. New business
7. Announcements
8. Adjournment

Responsibilities of Meeting Chairperson

• Call the meeting to order.
• Introduce the topic or problem to be considered.
• Draw out ideas, information, and opinions from the group.
• Follow the scheduled agenda, moving on to another point when one has been fully discussed.
• Summarize periodically so that the group can see what progress is being made toward completing the meeting task.
• See that a committee report is prepared when the work of a particular committee has been completed.

Event Planning:

Over the course of time, your student organization will most likely plan a program of some kind. Programs can range from social to educational, for a cause, or simply for fun. When planning a program, there are many factors to consider:

The who, what, when, where, why, and how factors:

• Who is involved with the Program?
  • Who will be involved with planning and implementing the program? Are committees appropriate, and who will be on them? Who needs to approve the program?
• What--Description of the Program
  • What will the program accomplish? Is it necessary? What is your target population (immediate community, local community, city, etc.)? How many people do you estimate attending?
• What are the costs involved with the Program?
  • Consider food, supplies, advertising, tickets, prizes, transportation off campus, etc. Should the program be co- sponsored with another group?
• When will the Program Happen?
  • Does the date conflict with major exams, holidays, or other important events around campus?
• Where will the Program be held?
  • Locations include spaces in and around our building, our quad area, and campus, and off-campus sites.
• How will people know about the Program?
  • What needs to be done to advertise the program— posters, e-mail, or personal contact? When does the advertising need to go out? Who will be in charge of coordinating ads?
• Why?
  • What is the purpose of our program? What are our goals? Why are we doing this? How does this program support the vision and scope of our group?
• Have you considered the following?
  • Gender bias and gender-neutral language; religious backgrounds, rituals, and traditions; diverse racial and/or ethnic populations; needs of students with disabilities; economic limitations faced by some residents; heterosexual bias and diverse sexual orientations.

Event Planning Timeline

NOTE: This timeline is meant to spark ideas and serve as a reminder to create your own timeline tailored to your needs. Please keep in mind that every college/university maintains deadlines that may in all likelihood be different than the ones appearing here. Also note that many of the items can be done in advance of their deadline, or, if in a rush—after they should have been completed.

One Semester in Advance

Survey students

• • Beyond board/committee and friends
  • Do you have a target audience built in?
  • Phone/paper surveys
  • Use event evaluations to solicit more ideas
• Review past program evaluations and reports
• Establish budgets
• Determine audience: campus-only, open to general public, all-ages, family,
• Choose events
  • Does it meet your mission?
  • Does it move your organization forward?
• Does it serve/help your target audience?
• Choose event coordinator
• Check other calendars for conflicts Your own organization
• Other student organizations
  • Athletics
  • Scheduling office
  • Buildings and grounds
  • Academic calendar (Avoid finals, Spring Break, )
  • Holidays (school, religious (more than just Christian))
• Reserve locations/venues (include as many details as possible – and remember that the earlier submitted = the more likely you’ll get your first choice!)
  • Reserve rain location for outdoor events
  • Green room (offstage preparation area)
  • Dressing room(s)
• Contact agent/performers – get all necessary information, but be careful not to verbally commit to anything
• Consider liabilities/risk associated with event
• Identify possible co-sponsors
• Decide upon need for tickets, costs
• Consider people power needed for event – be realistic with your resources
• Create event checklist/calendar with specific dates and people responsible for each item on list

Two-Three Months in Advance

• Contract performers
  • NOTE: Contracts are complicated legal DO NOT sign any contracts. All contracts must go through the Student Life Budget Manager. Some performers require much more advance booking than others.
• Reserve housing for performers
• Obtain meal tickets/plan for performer meals
• Order supplies
  • Decorations
  • Tickets
  • Wristbands
  • Flowers
  • Awards
  • T-shirts
• Identify target marketing groups
• Identify/contract ticket outlets

One Month in Advance

• Request event promotional materials or submit materials for review to the Office of Communications and Marketing
• Confirm housing and meals – retain confirmation numbers
• Arrange for performer payment with campus Accounts Payable office
• Review Technical Rider
• Arrange all Technical Considerations
  • Sound – microphones, tape decks/CD players, amps, speakers, cords, stands
• Lights – bulbs, dimmers, wiring, gels
• Staging – platforms, seating for audience, caution tape
• Special needs – projectors, screens, recording equipment, musical instruments (piano will need to be tuned), music stands, lecterns, furniture (couch, side table, etc.), mats, access to water
• Meet with the supervisor/tech director for space to ensure equipment is working and will meet performer needs
• Rent additional equipment
• Order food for event
  • Backstage refreshments
  • Meals for performer(s)
  • Meals/snacks for crews
  • Concessions
  • How many people do you expect to attend?
  • What can you afford?
  • Complete appropriate forms
  • Don’t forget vegetarians
• Confirm security
• If open to public, contact other local schools, organizations,
• Start determining staffing needs – be specific with duties and responsibilities
• Use committees – delegate responsibility and authority PR Crew
  • Photographer Ticket-takers
  • House Manager, ushers, box office
  • Concessions
  • Security
  • Load-In Crew/Grips Load-Out Crew/Grips Runners/Gofers Electrician
  • Sound Board Spotlight Operators Film Projectionists
  • Master/Mistress of Ceremonies
  • Welcome Committee, Guest Liaison(s)/Host(s) Driver(s)
• Delegate creation of signage needed
  • “No photos/recording devices”
  • Directional signs
  • Sponsorship banners including board/committee banner
• Complete Program Checklist Form

Three Weeks Before

• Pick up supplies (obtain cash advance if necessary/able)
• Start ticket sales
• Finalize volunteer staff (you cannot do it all!)
• Create access badges/passes and list of recipients

Two Weeks – One Week Before

• Word-of-mouth promotion campaign
• Pick up performer’s check – lock in a safe place
• Confirm all details with agent
• Send performer information pack
• Make sure all board/committee members and volunteers will be attending the program
• Gather performer welcome pack materials

Day of Event

• Get there early - make sure supplies are ready to go
• Place signs and decorations
• Everyone wear a committee/board/event t-shirt if possible
• Make sure someone is at venue to greet guest if they are driving in on their own
• Make sure all appropriate persons are there for sound check (security, performer, tech crew), provide water/soda/juices if possible
• Make sure all volunteers are in place
• Don’t forget check(s)
• Keep talking up the event
• Make sure performer is introduced at the beginning and thanked at the end of the program
• Provide water for the stage
• Keep event on schedule
• Make sure volunteers have breaks if they are working the entire event (delegate this responsibility)
• Clean-up following performance
• Inventory equipment and assess damage for repairs and reordering (such as light bulbs)

Post-Event

• Return all rented or borrowed equipment
• Settle with all ticket outlets
• Turn in receipts
• Deposit cash
• Restock/order supplies if necessary
• Thank advisor, members, volunteers, etc. for job well done
• Send thank-yous to agent and performer along with photos and a letter of recommendation if appropriate
• Clip and send reviews to the agent or performer
• Jot down notes for file and future programs
  • Attendance, budget with receipts
  • Whether the program met goals
  • Strengths, weaknesses
  • Personal and audience response to the performer
  • Copies of thank-yous, reviews, evaluations
  • Recommendations for new procedures, additions to event checklist,
• Complete program evaluation/summary form – ideally with input of committee and volunteers

The Student Activity and Service Budget Council (herein referred to as the Budget Council) is comprised of Students and Administrative Staff (appointed by the Vice President of Student Affairs, the Vice President for Administrative Services, and the President of Tallahassee State College). The Budget Council is responsible for reviewing all Student Activity and Service (that will be referred as A&S) fee requests and recommending appropriations of the A&S Budget to the College President and District Board of Trustees each fiscal year. In addition, the Budget Council is responsible for the oversight of all budgetary procedures and processes related to A&S funds, as well as the review, development, and revision of budgetary rules governing the use of A&S funds and fiscal accountability thereof.

When ethical business standards are violated, or questions or concerns of fiscal operations and accounting arise, the Budget Council is responsible for addressing and resolving the issue and reporting the matter to the Vice President for Student Affairs. The Budget Council may, upon finding any Departmental area in violation of College policy, rules, processes, or procedures related to fiscal matters, freeze an account (excluding staff positions approved through the District Board of Trustees) until the matter in question is rectified by the area in question.

The Student Services Business Office (SSB0) is the day-to-day administrative support office responsible for Student Activity & Service fee business/accounting operations and providing information to all student organizations and departments related to financial matters. All expenditures drawn and deposits made by student organizations & departmental areas must be reviewed and processed through the Student Services Business Office. The SSBO may reject any request for, but not limited to: 

1. Excessive or irresponsible requests for office supplies;
2. Excessive or irresponsible requests for food items;
3. Excessive or irresponsible requests for decorations;
4. Requests with insufficient supporting documentation;
5. Requests for expenditures in excess of$ I 00.00 made thirty days prior to sweepings; and/or
6. Any unclassifiable expenditure that is deemed irresponsible or excessive.

In cases where an area or the department fails to submit a receipt for an expenditure of funds from their account within three (3) calendar days after the event or travel, the Dean of Student Services may freeze an account ( excluding staff positions approved through the District Board of Trustees) not to exceed fourteen (14) calendar days. If the matter has not been rectified after fourteen ( 14) calendar days, the matter must be forwarded to the Budget Council, who can extend the timeline the account is frozen until the matter is rectified. The Student Services Dean may recommend to the Budget Council that an account be frozen for all other violations. 

A&S Budget Notification & Categories

The budget process is the primary means by which areas of Student Services are allocated Student Activity and Service funds. Budget request information is available in the Department of Student Services office,  room (Student Union, Room 185), and under the Student Services webpage http://www.tsc.fl.edu. Allocation of student activities budgets varies depending on the funding category and area type. The Budget Council, and where applicable, the Budget Council Chair will notify all areas of Student Services of forthcoming deadlines and budget hearings.

The Budget Council recognizes seven budget categories. They are as follows:

1. Contractual Services. Expenditure to pay an individual or company for a service rendered instead of a commodity (e.g., speakers, DJs, entertainers, facility rentals, and annual service agreements and contracts).
2. Food. Expenditure to purchase any type of food or beverage associated with a program or event, or to pay for catering services where the business is responsible for providing food, and the costs associated with such service.
3. Equipment, Electronics & Furnishings (less than $1000). Expenditure to pay for non-consumable and non-expendable equipment, electronics, furnishings/fixtures (less than $1000) with a life expectancy of one (1) year or more, such as chairs, desks, tables, bookshelves, brochure racks, display cases, audio/visual equipment, computer peripherals, additional computer memory, a/v and cables, calculators, cameras, printers, fax machines and scanners, picture frames/framing services, and equipment for intramurals, fitness, and recreation operations.
4. General Expenses. Expenditure category that details the cost of expendable items. For example, office supplies, certificate paper, postage, trophies, promotional materials, paper/plastic utensils, janitorial supplies, and other materials.
5. Salary/OPS Wages. Expenditure to pay for salaries, wages, or stipends.
6. Travel/Conferences. Expenditure to pay for conference, workshop, or registration fees and/or travel expenses (i.e., transportation, hotel, meals, etc.). Students participating in any conference, program, or competition requiring travel paid must be currently enrolled in the semester in which the travel will take place, and have paid the activity and service fee.
7. Other Capital Outlay (OCO). Expenditure to purchase non-consumable and non-expendable equipment, electronics, furnishings, and fixtures that cost $1000.00 or more and have a life expectancy of more than a year (i.e., workstations, computers, laptops, copiers, furnishings, gym equipment, etc.).

Budget Accounts

Any A&S funds allocated to an organization or Departmental area allocated into a Budget Account established by the Business Office for that designated area. The rules, regulations, and restrictions governing the spending and appropriate use of these funds are set forth by Florida Statutes, College policies and procedures, and the Student Activity and Service Budgetary Rules and Procedures Manual (available at the Department of Student Services or online). Funds in a Budget Account cannot be transferred to an area’s Agency Account or Foundation Account.

A&S funds allocated to a departmental area are ONLY available for one fiscal year, which starts July 1 and ends on June 30 of the following year. Any funds remaining in a Departmental Budget Account at the end of each fiscal year (June 30) will be removed, and the account zeroed out during a process called sweepings. In summary, on June 30 of each year, any unspent A&S funds in your Budget Account will not roll over (or not remain) in the Departmental Budget Account for use the next year. All roll-over funds remaining will be moved into an A&S Contingency account managed by the Vice President of Student Affairs and the Student Life Budget Manager

Note: Please be aware that although June 30 is the last date of the fiscal year, an earlier deadline date may be set by the College Business Office. A notice of the deadline date will be sent to all area supervisors, indicating the last date that requisitions to spend money will be accepted for the fiscal year.

Agency Accounts

A Departmental area Agency Account is an account for the deposit of funds generated by the area itself through fundraisers, dues, donations, or other external sources. A&S funds are only appropriated into a Budget Account and cannot be deposited into an Agency Account. Unlike the Budget Account, funds in a Departmental Agency Account will roll over (or remain) in the area’s Agency Account from year to year for use by the area. If you do not have an Agency Account, please contact the Student Life Budget Manager to have an account established for your departmental area.

Funds from an area’s Agency Account can only be transferred to its Foundation Account if the area chooses to do so. Once transferred to the Foundation Account, they cannot be transferred back to the Agency Account.

Unlike the Budget Account of a specific area, spending funds from an area’s Agency Account has very few restrictions. The only restrictions that funds cannot be used for are as follows:

1. Purchasing alcoholic beverages;
2. Personal gain;
3. Operation of a business or vending service (i.e. catering service);
4. Supporting any illegal activity under federal, state, or local law;
5. Promoting or supporting any political campaign or individual and/or political backing of any sort;
6. Supporting a religious agency or church, unless the funds are directly to benefit a philanthropic cause or activity sponsored by the organization, must be pre-approved by the Dean of Student Services and the Student Life Budget Office.

Foundation Accounts (Endowed Scholarships)

The Department of Student Services has various Foundation Accounts in which an account is established by the department in cooperation with the TSC Foundation. These funds are generally for a recognized organization/team/special area to establish an endowment or scholarships for the organization/team/special area under the area’s name. Once the scholarship has been established, the Dean of Student Services develops criteria for the awarding of scholarships to adhere to the Foundation Account to prospective or current TSC students. The use of a Foundation Account is an excellent way to recruit prospective students from high schools, keep alumni involved, or reward/retain active student leaders of the organization/team/special area.

Funds in a Budget Account (A&S Funds) cannot be transferred into an organization/team/special area Agency or Foundation Account, nor can Foundation Account funds be transferred into a Budget Account. However, Agency Account funds can be transferred into a Foundation Account.

Self-Generated Funds (using A&S funds)

Self-generated funds, using A&S dollars, are funds your organization has generated through a pre-approved program where A&S funds were used in part or in whole to carry out the activity (e.g., funds were used from a Budget Account to supplement or provide a program or event). If A&S funds were used in providing the activity, the amount of A&S funds used must be deposited back into an Agency Account established for the event or area, and the remaining proceeds forwarded to the approved philanthropic beneficiary of the event after being deposited into the area's Agency Account.

If the proceeds are for scholarships, they must be deposited into the area’s Foundation Account and then forwarded to the scholarship recipients in accordance with procedures outlined on pages 6-7. Please contact the Student Life Budget Manager for additional information regarding collections related to deposits into the Foundation Account prior to planning an event.

Departmental areas are not allowed to utilize A&S funding solely to generate funds to benefit the area itself.

Note: If a group is utilizing A&S funds for operational needs, it is NOT allowed to implement a membership and/or tuition clause or fee for any student member without review and approval from the Dean of Student Services and the Student Life Budget Manager. Charging students to enter, attend, or participate in an event funded in part or whole by A&S Fees is prohibited.

Self-Generated Funds (not using A&S funds)

Self-generated funds, not using A&S dollars, are funds your area has generated without the use of any A&S funds from your Budget Account or any other Budget Account. Self-generated funds, not using A&S dollars, must be deposited into the Agency Account or Foundation Account of the area in accordance with procedures outlined in this guide.

Monetary Handling Procedures for At-The-Table Collections

1. At-the-Table collections; refers to an activity, program, or event where any form of money is collected at or during the activity (e.g., bake-sale table, car wash, etc...).
2. All forms of monetary collections (e.g., cash, checks, and money orders) must be deposited into the area Agency or Foundation Account through the Student Life Budget Office.
3. Depositing or holding funds in an off-campus bank account is strictly prohibited.
4. All collections must be logged and receipted through the Student Services Business Office.
5. When collecting funds, the following procedures should be implemented:
   1. A Cash Collections Box should be obtained prior to the event and be on-hand at the collections table. They are available at the Student Life Budget Office.
   2. Whenever possible, two (2) individuals should be available when collecting funds.
   3. Near the end of the event or when the collections table is closed, the individuals collecting funds and at least one other individual, not involved in the collection of funds, shall each count the funds, noting the amount in cash, checks, and money orders (whenever possible, one of the individuals should be a TSC administrator and/or recognized staff employee).
   4. The amount collected should be compared and equal to all collection parties involved.
   5. All monetary collections and cash collections in the Cash Collections Box must be submitted to the Student Services Business Office immediately following the activity.
6. After review and approval through the Student Services Business Office, a Student Services Business Office representative shall submit the deposit to the Cashier’s Office the same business day.
7. The individual delivering deposits to the TSC Cashier’s Office should obtain a validated receipt at the time the deposit is delivered. The Cashier’s Office receipt will be maintained by the Student Services Business Office.

Monetary Handling Procedures for Individual/Business Donations

1. Individual/business donations refer to monetary donations by any individual/business to the area. Any solicitation of a vendor, agency, or business requires prior approval from the Dean of Student Services and Foundation Office. Solicitation within the TSC community (i.e., faculty, staff, and students) also requires approval from the Dean of Student Services.
2. All donations must be deposited into the area’s Agency Account or Foundation Account. Note: If a faculty advisor or other TSC community member (i.e., faculty, staff or student) wants to purchase (out of pocket) items or food to support a specific event/activity (e.g. to purchase food for a fundraiser or food for a club meeting), he/she may do so but must submit all collected/donated funds to the Student Life Budget Manager and a request for reimbursement must be submitted, the funds for reimbursement will be disbursed out of the Agency Account the funds were deposited into. However, any reimbursements of funds must be processed through the Student Life Budget Manager; funds cannot be taken directly from the monies collected but rather processed through the Student Life Budget Manager in accordance with College Policy.
3. Depositing or holding funds in an off-campus bank account is strictly prohibited.
4. All donations, which require deposit into an Agency or Foundation Account, must be logged and receipted through the Student Services Business Office.
5. When collecting donation funds, the following procedures should be implemented:
   1. All donations must be deposited into the area’s Agency or Foundation Account using the Student Life Budget Manager deposit procedure no later than 4 p.m. of the same day.
   2. Donations collected after regular business hours (after 4 p.m.) will be securely locked up in the safe housed in the Student Life Budget Manager and deposited the following business group.
6. After review and approval through the Student Life Budget Manager, a representative from the Student Life Budget Manager will verify the amounts collected by the representative of the collecting group.
7. A Student Life Budget Manager representative shall submit the deposit to the Cashier’s Office the same or the following business day.
8. The individual delivering deposits to the TSC Cashier’s Office should obtain a validated receipt at the time the deposit is delivered. A copy of the deposit form and Cashier’s Office receipt will be maintained in the Student Life Budget.

Prerequisites for Spending

There are five (5) conditions that must be met prior to spending any area’s funds.

1. An organization must be officially recognized to receive and spend A&S funds. Recognition occurs once the Budget Council has awarded funds to the individual area that is recognized by the Dean of Student Services.
2. The area representative responsible for the financial operations of the area must attend one of the financial training/workshops provided by the Student Life Budget Manager. Your area must have at least one (1) authorized signature on file with the Student Life Budget Manager, but it is recommended to have (2) signatures on file. Each authorized signature must have attended a financial workshop.

3. The Statement of Understanding of Budget Rules and Monetary Handling Procedures must be on file for your area.
4. All receipts, financial paperwork, and other related items from any prior event or travel have been submitted to the Student Services Business Office.
5. You are in good financial or disciplinary standing with the Department, Budget Council, and/or the College.

Year-End Spending

Year-end spending information will be distributed to all area supervisors via e-mail. The deadline for year-end spending will be designated by the Student Life Budget Manager sometime at the end of April or the beginning of May, when sweepings of all recognized accounts will begin (zeroing out). It is the area’s responsibility to be aware of the recognized year-end deadline, and any requisitions, disbursements, travel, etc. will not be accepted after the established deadline date unless authorized by the Dean of Student Services.

Purchasing Procedures

In order to spend your A&S or Agency Account funds, you must complete the appropriate purchase request form (requisition form) and submit it to the Student Life Budget Manager at least four (4) weeks prior to the desired purchase date. Submitting the form as far in advance as possible is highly recommended (e.g., if you know your area will be conducting an activity, requesting materials for an event, and/or attending a conference in two months, complete the appropriate forms as soon as you know—don’t wait until two weeks before). All purchase request forms require your area’s authorized signatures. Please refer to the section on “Completing the Right Form.

Please submit requisition forms to the Student Life Budget Manager and supporting documentation in order for verification of the following information:

1. There should be sufficient funds in the areas account in the specific category. For example, a $60 request for Domino’s Pizza requires $60 to be in the Food Budget Category (GL Code). Your area is responsible for keeping a daily accounting of your area's finances or requesting a financial report from the Student Life Budget Manager. Please submit all requests by e-mail.
2. Make sure a flyer is attached with the requests for items or services being purchased for an event or program. The flyer must have the TSC logo on the flyers, and state that the activity is "Funded through Student Activity & Service Fees". If the request is related to a conference travel, please complete the appropriate Travel Forms, attach the conference itinerary, all supporting documentation and (if applicable), all disbursement forms for each individual check advancement that is being requested. Note: Under TSC Policy, TSC will only pay for registration prior to travel for Faculty/Staff, all other expenditures with Faculty/Staff travel (i.e. meals, lodging, transportation, etc ... ) is solely on the individual traveling and reimbursement will be disbursed after the travel is completed by submitting a travel reimbursement form to the Student Services Business Office after the travel has been completed. 
3. The paperwork should be complete and submitted to the Student Life Budget Manager four (4) weeks before the desired purchase date and at least six (6) weeks before any area or student travel to the Student Services Business Office.
4. All receipts and paperwork from a previous order (with prior approval) must be turned in before another budget request can be made to the Student Services Business Office.

***If your area is using ANY A&S Funds for an event or program, your event is required to be open and free to ALL TSC students***

The Student Services Business Office will review the purchase request form prior to processing and forward the form for all other appropriate signatures. If the request is rejected or if there are questions, the Dean of Student Services will be notified via TSC email. The Student Services Business Office will process the purchase request after appropriate approval. Personal email accounts will not be used for communications.

At no time before the purchase request is approved through the Student Services Business Office should your area commit any funds or sign a contract for services. Area representatives are NOT authorized agents of the College to enter into contracts or service agreements. The College President or Vice President for Administrative Services are the only College officials authorized to enter into an agreement on behalf of the College.

In addition, areas that fall under the Student Services Department that make a purchase without prior approval from the Dean of Student Services and the Student Services Budget Office will not be reimbursed for any expenses incurred by the individual or area. Paying expenditures or committing expenditures without proper authorization is prohibited. In such cases, the individual making the commitment shall be legally responsible for any and all costs incurred. Overspending is also prohibited.

If a commitment has been made without appropriate authorization, and the college is forced to pay the vendor for the commitment, the individual engaging in the financial transaction will be responsible for reimbursing the Student Activity and Service Account that was encumbered for the amount spent. Disciplinary charges may be filed by the Student Conduct Office for fraudulent actions and a failure to comply. Other disciplinary action may be taken by the Budget Council or College in relation to the individual’s inability to conduct business at TSC.

Your organization’s money is spent through the use of a Purchase Order (PO).

Purchase Order: an official document issued by the College Business Office that lists all the order details (items, quantities, prices, contacts, authorized users, dates valid, and PO#). This document confirms that a payment will be made to the vendor and acts as a guarantee of payment for their goods/services.

Disbursement: This is used for the purchase of general items or services that cost $100.00 or less and/or for the payment of rental services, entertainers, and speaker fees. This is also used when requesting reimbursement of monies spent by an individual for the organization's events/activities. Example: office supplies such as pens, pizza/food from a vendor; clothing/awards; printing, etc… This form needs to be completed for each individual vendor when travel is involved (see Travel), you will need to complete this form with the completed travel forms with the supporting documentation for each area of the travel; (i.e. hotel, registration, student meal money, airfare, etc.). Submit a Requisition Form – General Purchases with this form and the original receipts and/or quotes/invoices to the Student Service Business Office. The TSC Business Office will send the check directly to the vendor or the individual requesting payment/reimbursement.

Note: Disbursement forms are primarily used only for emergencies, travel, and purchases of $100.00 or less, and must always be submitted with the original receipt or supporting documentation.

Line Item Purchase Order ( Requisition – General Purchases) : This is used for the purchase of general items or services that cost less than $50,000 and/or for the payment of rental services, entertainers, and speaker fees. This is used when you can itemize a list of EXACTLY what you will be purchasing. Examples: office equipment, such as a printer; pizza or other food from a vendor; clothing and awards; T-shirts; plaques; trophies; catering services; contracted services; honoraria; speaker fees; facility rentals; equipment rentals; printing; etc. Submit a Requisition Form with a proposal/quote/statement from the vendor with the vendor’s logo and information for documentation to the Student Life Budget Manager. The TSC Purchasing Office will send the purchase order to the vendor. Typically, these items will be delivered to the Student Life Budget Manager for receiving procedures, and you will be notified to pick up the items after receiving has been completed unless the local vendor requires you to pick up the item from the store (i.e., Awards 4U or a local tee shirt vendor). The invoice must be submitted to the Student Life Budget Manager within three days. No other requests will be approved until the invoice is submitted to the Student Life Budget Manager. To ensure a smooth ordering process, it is best to contact the Student Life Budget Manager for a list of approved vendors before submitting a requisition.

Note: If the vendor requires a contract (for inflatable rentals, etc.), you must attach the vendor contract to the requisition for a general purchase order. Staff are not authorized to sign or commit to any contract. All contracts must be processed through the Student Life Budget Manager, as most contracts require the Vice President for Administrative Services approval and signature. Always try to utilize the approved TSC contractual agreement for activities that require the college to be allocated into a contractual binding agreement.

Note: For purchases over $1000, the Departmental area must provide quotes from three different vendors. A request cannot be processed without this information. For example, if a Departmental area wants to rent buses to go out of town, they must provide the approved coversheet with the contractual agreement for submission. If this information is not given, the Student Life Budget Manager will reject the request.

Blanket Purchase Order: This is used primarily for expendable or inexpensive items purchased from a local vendor on a regular basis throughout the year. Examples: Costco, Hungry Howie’s, etc. ALL BLANKET PURCHASE ORDERS REQUIRE PRE-APPROVAL BY THE DEAN OF STUDENT SERVICES. Once the business office issues the blanket purchase order, an area cannot exceed the amount of the purchase orders. All blanket purchase orders are closed one month prior to the end of the fiscal year (June 30).

OCO Purchase Order (Other Capital Outlay): This is exactly like a Line Item, except it is used for single items costing $1,000 or more and having a life expectancy of more than one year. Proper inventory must be kept for these items, such as a computer. Please contact the Student Services Business Office for details related to purchasing OCO items.

*Travel operates differently (see Travel).

Please DO NOT expect to be able to “walk” your paperwork through because you need the purchase order immediately. Planning well in advance will help ensure a smooth process. If you need assistance in planning your event, do not hesitate to contact the Student Services Office. We are here to help you! In addition, the Student Services Office will offer workshops on event planning each semester.

Overview of the General Purchasing Process (non-travel purchases):

1. Departmental areas that submit the appropriate requisition form within a minimum of four weeks (4) prior to the desired purchase date to the Student Services Business Office. All supporting documentation (proposal/quote/statement from the vendor with the vendor’s monogram, information for documentation, invoice, flyer, contracts, etc.) must be attached to the requisition form.
2. The Student Services Business Office verifies purchasing prerequisites with the appropriate signature authorizations (the Individual submitting the requisition, the Student Life Manager, the Student Life Coordinator, and the Dean of Student Services).
3. The Student Life Budget Manager enters the requisition into the online, automated college system for approval by the Dean of Student Services and TSC Business Office.
4. The TSC Purchasing Office issues a Purchase Order, supplies it to the vendor for processing, and supplies a copy to the Student Life Budget Manager for official record-keeping.
5. An invoice must be submitted to the Student Life Budget Manager for submission to the college Business Office for payment to the vendor. The Business Office will send a payment to the vendor or issue a check to the Student Life Budget Manager to provide to the vendor on the date of the event. The receipt/paid invoice must be returned to the Student Life Budget Manager within three (3) business days.
6. If the Business Office cuts a check, the check is sent directly to the vendor or a Student Life Budget Manager representative (if applicable), and the vendor issues a receipt or signs a receipt of payment form for delivery of The receipt must be submitted to the Student Life Budget Manager within three (3) business days following the event. (No other requisitions will be processed until all receipts from a previous request have been submitted).

Vendors

A departmental area may purchase from any vendor as long as they are an approved vendor with the College. Please contact the Student Services Business Office to see if the vendor you want to use is approved by the  College.

If this is the first time the vendor is used by TSC, you will need to have the vendor complete the electronic W-9 form and the new vendor form on the TSC/Purchasing section of the College’s website. For assistance, you can contact the Student Life Budget Manager.

Office Supply Vendors

Office Depot is the only authorized vendor for office supply purchase orders. Office Depot is specifically contracted by Tallahassee State College as an office supply vendor. Therefore, if a departmental area wishes to request a purchase of office supplies, it must be from Office Depot. By purchasing under Office Depot, you will receive a discounted contracted rate.

T-Shirt Vendors

If your departmental area is purchasing T-shirts with ANY TSC names, logos, seals, emblems, etc., it is recommended that you use Clothesline. They can be reached at (850) 877-9171. If you want to use another vendor, please contact the Student Services Business Office for assistance.

Invoices, Receipts, and Vendor Payment

Wherever possible, an invoice must be submitted to the Student Services Business Office with your requisition to purchase goods, items, or supplies.

Once your goods, items, or supplies have been received, a receipt/invoice needs to be turned in to the Student Life Budget Manager three (3) days after receipt of the goods. This receipt/invoice is of vital importance to your departmental area as well as the College for accounting purposes. Until this receipt/invoice is received, the vendor may not be paid, nor will your area be allowed to set up any additional purchases. Failure to turn in receipts/invoices in a timely fashion will result in an area’s funds being frozen.

Contractual Service

A contractual service occurs when you hire a person or group to provide you with a service instead of a commodity (i.e. supplies, food, etc.). Examples are speakers, entertainers, and DJs. Departmental area supervisors ARE NOT authorized to sign ANY contracts (they are not legal contract entities of TSC). The only people authorized to sign contracts when contracting for a service on behalf of the institution is the College President, Vice President for Administrative Services, or his/her designees. Therefore, all requests for contractual services must be submitted to the Student Services Business Office with the approved coversheet for review and processing through the Vice President for Administrative Services Office.

The purchasing process for a contractual service entails completing a requisition form, a contractual coversheet and attaching the contract with all supporting paperwork must be submitted at least 30 college operational days prior to the event date or scheduled payment due date and 45 college operational days if a deposit is required. If a check is needed on the day of the event, it must be indicated on your request form.

TSC employees, in any capacity (full-time, part-time, OPS, etc.), student organizations, or departments cannot be paid via a purchase order since they cannot be classified as independent contractors. TSC student organizations or departments cannot be paid for services rendered or for any goods or services sold using funds from their Agency Account or Budget Account since this would be considered operating a business at TSC.

Rental Contractual Services

Facility rental, catering services, carnival equipment rental, and float rental. Some vendors may require your area to sign a contract to provide a service. In this case, you must send the contract with the approved coversheet for review by the Student Life Budget Manager and processing through the Vice President for Administrative Services Office. Once the contractual agreement has been approved, it will be returned to the individual, where they must complete a requisition form and submit it back to the Student Services Business Office with the appropriate authorizations for implementation.

These forms are used for most purchase requests, including Line-Items, blanket, and departmental requests (this form is an inner departmental required form only). Select which type of purchase it is and fill in the necessary details. Examples of these kinds of purchase are below:

Request for Line-Item Purchase – Line-item purchases are used to purchase items or services such as office supplies, decorations, banners, trophies, clothing, and printing, or to pay for services such as inflatable or facility rentals, honoraria, and speaker/entertainer fees (contract may be required and must be attached to requisition).

Request for Blanket Purchase – A blanket request is used for the payment of annual service contracts and agreements, such as a shuttle van lease, Gas Cards, Avis rental agreements, copier leases, Hungry Howies, and Costco, etc.

Request for OCO Item(s): An OCO item is an item that costs $1000.00 or more and has a life expectancy of a year or longer (for example, a computer). Please contact the Student Services Business Office for details.

Travel Forms

Travel Request Form: This form serves as a means of obtaining approval to travel or pay for conference/convention registration.

Travel Reimbursement/Disbursement Request: This form should be completed to receive reimbursement for approved travel expenses after returning from a trip. If you attended a conference/convention, you must attach a copy of the agenda, lodging receipts, and a boarding pass with the amount on the ticket.

Transportation Reservation/Rental Request: This form should be completed by individuals and/or groups that are renting vehicles or requesting to reserve the Shuttle Van.

Traveler Liability and Responsibility Profile: This form is completed by any TSC student or individual who would like to travel but has not traveled with an A&S-funded organization within the last fiscal year. TSC faculty and staff do not have to fill out this form.

Special Budgetary Request Forms

Budget Request Form – This form is used by departmental areas requesting funding through Student Activity and Service funds. These requests are due during the beginning of the spring semester to the Dean of Student Services, and funds are allocated via a Budget Council review process for the following fiscal year.

Fund Transfers (Budget Amendment) – These forms are used by departmental areas to transfer funds within their Budget Account (GL Code to GL Code) or to transfer funds to the Budget Account of a different area.

Other Required Forms

These forms must be on file with the Student Services Business Office prior to spending or depositing any funds.

Statement of Understanding Budget Rules and Monetary Handling Procedures: This form acknowledges that the officers and faculty advisor of a student organization will abide by all policies, rules, regulations, and procedures for requesting and using funds from their Budget Account, Agency Account, or Foundation Account.

Forms to Submit Before the Trip:

• Travel Authorization Form
• Conference Itinerary/Activity Agenda
• Transportation Request Form (if applicable)
• Traveler Liability & Responsibility Form (if applicable)
• Disbursements for each vendor with quotes/invoices

Forms to Submit After the Trip:

• Travel Reimbursement Request Form
• Airline Receipts
• Gas and Toll Receipts
• Conference Registration Receipts
• Hotel, Parking, and any Shuttle Receipts

Registration fees can be paid prior to travel. You will need to submit a completed registration form to the Campus & Civic Engagement Business Office at least 45 days prior to the registration due date, with the appropriate travel forms. Please be aware of early registration specials and make an effort to submit registration forms to the Student Services Business Office to meet early registration deadlines. The departmental area will be financially responsible for any additional registration fees above the early registration deadline costs.

All travelers on approved college travel may be allowed up to the following meals per diems (State Designated):

• Breakfast $6.00 (travel before 6 a.m. and beyond 8 m.)
• Lunch $11.00 (before noon and beyond 2 m.)
• Dinner $19.00 (travel prior to 6 p.m. and beyond 8 m.)

No one, whether traveling in-state or out-of-state, shall be reimbursed for any meal or lodging that is included in a convention or conference registration fee.

The Budget Council, and/or the Dean of Student Services, has the discretion to set a meal allotment lower than the state per diem amounts.

Mileage

All driving must follow a usually traveled route. Mileage reimbursement is when your OWN automobile is driven and is reimbursed at $.445 per mile; mileage is based on the Business Office’s calculations of mileage from Tallahassee to various in-state and out-of-state locations (to and from).

*Gas is not reimbursed when a private automobile is driven and requesting mileage. The $.445 mileage reimbursement covers gas and mileage. Gas is reimbursable if requesting fuel charge only, supplying all fuel receipts that correspond with the travel.

Rental Automobiles

Automobile rentals are paid by the College for approved travel. If your departmental area needs to rent a vehicle, you must complete a Transportation Form and submit it to the Student Life Budget Manager at least six (6) weeks prior to the date the automobile is required. A representative from the Student Life Budget Manager will contact you with the appropriate information and paperwork you will need to pick up the rental. Please remember to keep all vehicle rentals, gas purchases, and toll receipts!

Transportation for approved travelers is covered through the area's Budget Account or Agency Account. Transportation for the faculty/staff advisor must be paid for directly by the traveler and substantiated by a paid receipt for reimbursement.

If you decide not to use an approved travel agency recognized by the Student Life Budget Manager, you may use airline websites, toll-free numbers, Greyhound, Amtrak, or search engines such as Travelocity and Orbitz. When using the airline’s website or search engines, you must print the receipt page of your reservation confirmation, which will include the last four numbers of your charge card. When using toll-fee numbers, make sure to have the agent fax or email the reservation confirmation receipt to you.

If individuals fly from a different city other than Tallahassee, a letter of justification will be required to submit with the travel request form. The cost of the airline ticket must be cheaper from the departing city than the cost for a ticket out of Tallahassee.

Hotel charges should be justified if they are over $100 per night in the State of Florida or over $150 out of the state. Charges should be comparable to the area (i.e., $250 would not be unusual in New York but would be in Athens, Georgia). Travelers, except for faculty/staff chaperone(s), should try to stay four to a room if possible. Hotel receipts are submitted with the Travel Reimbursement Request after the trip.

All travelers requesting claims for reimbursement of travel expenses shall submit a properly completed request for travel reimbursement form for all traveling expenses within 30 days of the travel date (all travel MUST have been pre-approved through the Student Services Business Office prior to travel via the appropriate travel forms). Receipts for expenses such as lodging, air travel, car rental, and conference/convention registration must be attached for reimbursement. We do not require meal receipts since there is a set amount allowed for meals; however, meal receipts are required for group travel if one person is paying for everyone’s meals. When individuals book flights or pay for hotel costs online, print the receipt page and attach to the reimbursement form.

If expenses for travel have been paid out of A&S funds (Departmental Budget Account), and the traveler does not attend the event/conference, the traveler will be held responsible for reimbursing the Department for the full amount of all expenses paid for that individual. It is the responsibility of the traveler or departmental supervisor to have an authorized substitute traveler. If the non-attendance is due to a mitigating circumstance (illness, family death, call to military duty, etc.), proof must be provided to the Student Services Business Office no later than 30 days following the date of travel.  Failure to reimburse the department for all expenses could result in garnishment from the individual’s payroll and/or administrative sanctions by the Dean of Student Services.

If you are traveling and being reimbursed, you must complete a travel authorization form and submit it to the Student Services Business Office with all supporting documentation at least 45 calendar days before commencing travel.

If you have never traveled previously, please submit a Traveler Liability and Responsibility Form with the initial Travel Request or at least six (6) weeks prior to the date of travel.

If a car rental is being requested, please submit a Transportation Request Form with the Travel Authorization Form.

Upon return of the trip, please submit the Travel Reimbursement Request form along with any conference itineraries, hotel receipts, toll receipts, rental receipts, and gas receipts.

Completing the Right Form

All forms are available at the Student Services Business Office or online at www.tsc.fl.edu under the “Students” heading and “Student Services” subheading:

• General Purchase and Requisition Forms are available under “Student Activity and Service Budgets”
• Disbursement Forms (used for reimbursement and purchases of $100.00 or less) are available under “Student Activity and Service Budgets”
• Transportation and Travel Forms are available under “Travel Authorizations and Forms”

Students:

• TSC’s campus policies apply when students travel using Activity and Service Fee monies.
• Students are responsible for their actions and behavior and will be held accountable.
• Students are expected to act professionally and respectfully.
• Misbehavior and/or misconduct can result in early dismissal. As a result, the student would be responsible for reimbursing the college for full conference & travel fees.
• Students are financially responsible for any neglectful damages that occur.
• Alcohol is always prohibited at all times.
• Students are expected to promptly attend the entire conference, including sessions, meetings, banquets, etc.
• TSC pays for students’ hotel rooms only. No incidentals are covered (internet, room service, movie rental, etc).
• Students are expected to follow the “Buddy System” while away from the college.
• Students are expected to follow curfews established by their advisors. (Curfews are optional).
• Students are responsible for any costs of damage done to the hotel room during their time of stay.

Advisors:

• Responsible for verifying current term registration at the time of travel for each student on the trip. Must contact Student Services immediately about any changes in eligibility.
• Responsible for the students they are traveling with at the conference.
• Are expected to follow TSC policies while away from the college.
• Are expected to set the standards for students and make sure the students know what is expected of them.
• Have all Student Services travel forms completed in a timely manner.

APPELLATE BODY - The term "appellate body" means any person or committee authorized by the president or designee to consider an appeal from a judicial body's determination that a student has violated the Student Code of Conduct or from the sanctions imposed by the judicial body.

COLLEGE - The term "College" or "TSC" means Tallahassee State College.

INSTRUCTOR - The term "instructor" or faculty means any person hired by TSC to conduct classroom or laboratory in instruction, both on and off-campus or via distance learning.

JUDICIAL BODY - The term "judicial body" means any person or persons (e.g., Conduct Officer, Hearing Board) authorized by the President or designee to determine whether a student has violated the Student Code of Conduct and to determine the imposition of sanctions.

CONDUCT OFFICER - The term "conduct officer" means a TSC official authorized by the president or designee to administer the Student Code of Conduct, coordinate disciplinary processes of the College, take judicial action on behalf of the College, determine whether a student has violated the Student Code of Conduct, and impose interventions/sanctions. The judicial officer is a judicial body and also acts as the chair of the Hearing Board.

TSC COMMUNITY - The term "TSC community" includes any person who is a faculty, staff, student, alumnus, or affiliate of TSC.

TSC OFFICIAL- The term "TSC official" or "college official" includes any person employed by TSC and/or who performs assigned administrative, educational, instructional, or professional responsibilities.

TSC CAMPUS- The term "TSC campus" includes all land, buildings, facilities, and other property in the possession of or owned, used, leased, or controlled by TSC.

STUDENT- The term "student" includes any person that:

• has accepted an offer of admission to the College, regardless if enrolled in classes;
• has not yet graduated or officially transferred to another college;
• is taking courses at the College (full-time or part-time) or pursuing undergraduate, certificate, professional, adult education, GED, or distance learning courses; or
• is not enrolled in a particular class, semester, or term but has a continuing relationship with TSC is considered a "student." If a student's enrollment lapses for more than one year, the student is still subject to disciplinary action under the Student Code of Conduct if the student intends to resume enrollment at TSC at any time.

Where the word "student" is used, it is implied that the same applies or is afforded to a student organization, unless specified otherwise.

The President of Tallahassee State College is ultimately responsible for the administration of the Student Code of Conduct and all judicial processes for all students at the College.

• Administrative authority and responsibility for disciplinary policies and procedures are delegated to the Vice President for Student Affairs. Within the Division of Student Affairs, direct supervisory jurisdiction of disciplinary matters involving violations of the Student Code of Conduct is assumed by the Conduct Officer
• In some cases, where it is deemed formal disciplinary charges are not in the best educational interest of the student or student organization for student learning, and the student or student organization does not pose a threat or harm to oneself, another person or the TSC community, the Dean of Student Services or designee reserves the right to refer the behavioral matter through a behavioral intervention program or for mediation, rather than formal disciplinary action under the Student Code of Conduct
• In addition, there are specific circumstances where a student's behavior may be a result of psychological/medical Under these conditions, it is in the best interest and safety of the student and the College community to assist the student by enacting the withdrawal for psychological/medical reasons process, which considers the welfare and mental well-being of the student first. The Vice President for Student Affairs or designee shall reserve the right to enact the process established for handling behaviors resulting from psychological/medical reasons, rather than the disciplinary process.

TSC reserves the right to take disciplinary action against any student or student organizations for behaviors that occur at TSC, during TSC-sanctioned activities, or for off-campus conduct that may adversely affect the TSC community. For violations that do not occur on TSC property, action will be considered to ensure the safety or integrity of the entire campus community.

Disciplinary action may be initiated by TSC through the Student Conduct office, and sanctions imposed against any student or student organization found responsible for committing the following prohibited forms of conduct:

ACADEMIC DISHONESTY

Plagiarism

Plagiarism refers to representing the words or ideas of another as one's own in any academic exercise without providing proper documentation of source. Examples include, but are not limited to:

• Copying information word-for-word from a source without using quotation marks and giving proper acknowledgment by way of footnote, endnote, or inner-textual note.
• Paraphrasing or putting into one's own words information from a source without providing proper acknowledgment/citation.
• Reproducing without proper citation, any other form of work of another person, such as a musical phrase, a proof, experimental data, a laboratory report, graphics design, or computer code. Taking credit for work not done.

Cheating

Cheating refers to using or attempting to use unauthorized materials, information, or study aids in any academic exercise. Examples include, but are not limited to:

• Copying from another student's examination, research paper, case write-up, lab report, homework assignment, computer program, or other academic assignment or exam.
• Possessing or using unauthorized notes, text, or other aids during an examination, quiz, or other assignment.
• Looking at someone else's exam before or during an examination.
• Handing in the same paper for more than one course without the explicit permission of the instructors.
• Possessing or using an electronic device that contains unauthorized information for a test or assignment, such as programming one's computer or calculator to gain an unfair advantage.
• Soliciting, obtaining, possessing, or providing to another person an examination or portions of an exam prior to or subsequent to the administration of the exam.
• Talking, whispering, or using a cell phone during an examination for the purpose of obtaining answers to questions.

Unauthorized Collaboration

Unauthorized collaboration refers to working with other students without the instructor's permission in the preparation and presentation of any work or assignments, or otherwise failing to abide by the instructor's rules governing the academic exercise, where the expectation is that the work to be completed is an individual and independent effort.

Academic Fabrication

Fabrication refers to the intentional and unauthorized falsification, misrepresentation, or invention of any information, data, or citation in any academic exercise. Examples include, but are not limited to:

• Falsifying or altering the data collected in the conduct of research.
• Making up a source as a citation in an assignment or citing a source one did not use.
• Attempting to deceive the instructor or testing agency by creating, altering, or resubmitting scores for assignments, tests, quizzes, or placement exams.
• Stating an opinion as a scientifically proven fact.

Academic Dishonesty Facilitation

Facilitation refers to intentionally or knowingly assisting any person in the commission of an academic integrity violation.

Misrepresentation/Falsification

Misrepresentation refers to intentionally engaging in deceptive practices and misusing one's relationship with the College to gain an unfair advantage in the admissions process, access to programs and facilities, employment opportunities, and any academic exercise. Examples include, but are not limited to:

• Arranging for another student to substitute for oneself during an examination session or in the completion of coursework.
• Falsifying, misusing, omitting, or tampering with official academic college information or documents in any form, including written, oral, or electronic, including test scores, transcripts, letters of recommendation, or statements of purpose, to gain initial or continued access to the College's programs, facilities, or of another agency or educational institution.
• Altering, changing, forging, or misusing academic records or any official College form.
• Causing any false information to be presented at an academic proceeding or intentionally destroying evidence important to an academic proceeding.
• Reporting an academic integrity violation known to be false.
• Misrepresenting or falsifying class attendance for that of another student. This includes signing an attendance sheet for a student who was not present in class.

Alcohol

Possession, purchase, consumption, distribution, sale, supply, or use of alcohol in open or closed containers, regardless if empty or decorative in nature, on any TSC property, grounds, facilities, athletics fields, or as part of any College's activities or College-sponsored event.

• Operating a motor vehicle on TSC grounds or property while consuming or under the influence of alcohol.

Public intoxication

Public intoxication on any campus property is expressly prohibited. Those conditions considered to indicate intoxication include, but are not limited to, affected manner or disposition, speech, muscular movements, general appearance, or behavior as apparent to the observer.

Drugs

Possession, purchase, consumption, distribution, sale, supply, or use of illegal drugs, substances controlled under federal or state law, or prescription drugs.

• Possession or display of drug paraphernalia.
• Operating a motor vehicle on TSC grounds or property while using or under the influence of an illegal drug or substance controlled under federal or state law.

Smoking and Tobacco Products

The use of all smoking, tobacco, and electronic smoking products, which includes any product containing or delivering tobacco and/or nicotine or any other substance intended for consumption that can be used by a person in any manner for the purpose of inhaling vapor or aerosol. This includes any such device, whether manufactured, distributed, marketed, or sold as an e-cigarette, e-cigar, e-pip, e-hookah, or vape pen, or under any other product name in facilities owned or operated by the College. All facilities(buildings and grounds) owned or operated by the College are designated as nonsmoking areas unless indicated otherwise by a posted sign designating the area as smoking area.

• Faculty, staff, students, and visitors who choose to use tobacco products may do so only in areas designated for smoking. It is the responsibility of the individual to properly dispose of tobacco waste products (e.g., cigarette remnants). This includes all tobacco products, such as smokeless tobacco.
• Smoking at the entrance/exit of any facility is prohibited. Smoking or the use of tobacco products must not occur within 20 feet of the entrance /exit to a building.

All uses of College IT resources are subject to applicable rules, policies, and procedures of the College and/or governing boards as well as the Florida Statutes governing computer fraud, misuse of state equipment resources, public information, and related criminal offenses.

• Unauthorized access, entry, or use of a computer, computer system, network, software, password, account, or data. Users may not use any computer program or device to intercept or decode passwords or similar access control information. If security gaps are observed, they should be reported to the appropriate system administrators.
• Intentional damage or disabling of computer systems, networks, or software without authorization for any purpose.
• Unauthorized copying, downloading, sharing or distribution of computer software, data, music files or any other forms of protected and/ or copyrighted material data, files, or material.
• Unauthorized use of College computing resources to generate or access obscene material, to include pornography, as defined by Florida or federal law and acceptable community standards, or creating a hostile work and/or educational environment. 
• Unauthorized use of College electronic communication facilities to send fraudulent, harassing, obscene, threatening, or other unlawful messages is prohibited.

• Behavior that disrupts, impairs, interferes with, or obstructs the orderly conduct, processes, and functions of TSC or the rights of other members of the TSC community, including administration, disciplinary proceedings, athletic contests, or other TSC-sponsored events and activities conducted on or off campus.
• Behavior that disrupts, impairs, interferes with, or obstructs the orderly conduct, processes, and functions within an academic classroom, testing center, academic computing lab, or other laboratory. This includes interfering with the academic mission of TSC or individual classroom, or interfering with an instructor's or lab/internship supervisor's role to carry out the normal academic or educational functions of his/her classroom, laboratory, and/ or field internship location, including teaching, research, and this also includes the ability of other students to obtain or benefit from the instruction or educational service.
• Students engaged in activities creating a disturbance that interferes with the normal activities of the class or the college on campus may be required to relocate.
• Participation in a campus demonstration that disrupts the normal operations of TSC and infringes on the rights of other members of the TSC community; leading or inciting others to disrupt scheduled and/or normal activities within any campus building or area; intentional obstruction that unreasonably interferes with freedom of movement, either pedestrian or vehicular, on campus.

Children on Campus

In accordance with TSC District Board of Trustees Policy 03-19, students may not bring children to classes or other instructional environments or leave children unattended on campus. A TSC student may bring children to designated areas of campus as long as the children are not disruptive and are at all times attended by an adult.

Theft

Unauthorized use or possession of, taking or attempting to take, or the personal or public property of another person or entity.

Physical violence, assault, or force toward another person or group.

• Endangering or threatening the mental or physical health, safety, or well-being of another person or group.
• Tampering with any elevator, wiring, plumbing, or other College equipment which could endanger oneself or others.
• Behavior of a reckless nature that creates a danger to the safety of persons or property.
• Interference with the freedom of another person or group to move about in a lawful manner.
• Obstruction of the free flow of pedestrian or vehicular traffic on TSC premises or at TSC-sponsored or supervised events. This includes the affixing or the placement of bikes or motor vehicles to chairs, trees, and/ or walkways, or placing/parking these items at the entrances and exits to buildings or in disabled accessible areas.
• Trespass or Unauthorized Entry/Access Unauthorized entry or presence in any  TSC building, office, room, class, laboratory, athletic field, or other location.

Harassment/Threats

• Harassment involves a course of conduct (including, but not limited to, physical contact, verbal , graphic, written or electronic communication) directed at a person that serves no legitimate purpose but to cause emotional distress or that creates an intimidating, hostile, threatening, harmful or fearful environment for another person, specific student and/or This includes threatening actions via e-mail, Facebook, Instagram, Twitter or any other social media sites, biogs or other Web-based forms of communication.
• Conduct, not of a sexual nature, regardless if via physical, verbal, graphic, written, or electronic communication, that threatens, harms, intimidates, or creates fear for a judicial body or persons involved in disciplinary processes (e.g., witness, victim, reporting individual). This includes actions via e-mail, Facebook, Instagram, Twitter, or other social media sites, blogs, or other Web-based forms of communication.

Rollerblades, Bicycles, ,Hoverboards and Motor Vehicles

The use or operation of rollerblades, skates, skateboards, bicycles, etc., on TSC grounds (grass areas, walkways, pathways, sidewalks, and athletic fields) or inside TSC facilities (e.g., library, classroom, hallway, or student union).

• This includes hallways, balconies, courtyards, lounges, and lobbies of facilities owned, operated, or leased by TSC.

Stalking

Stalking is defined as activities occurring on more than one occasion that collectively cause emotional distress in the victim and/or threaten his or her safety, mental health, or physical well- being, general privacy, or ability to perform daily life or work activities. Behaviors and activities may include, but are not limited to:

• Nonconsensual communication, including face-to-face, telephone calls, voice messages, e-mail, written letters/notes, unwanted gifts, or Web-based communications (e.g., social media, etc.).
• Repeated threatening or obscene gestures.
• Pursuing or following.
• Electronic or any form of surveillance and/or other types of nonconsensual observation or staring.

Weapons, Firearms, Fireworks, Explosives, and Dangerous Chemicals

The possession, storage, display, or discharge of firearms, fireworks, explosives, ammunition, dangerous chemicals, and/or any object or dangerous substance in any way, including, but not limited to, knives, firearms, blackjacks, "chukka" sticks, or containers of noxious material.

• Possession of realistic replicas of weapons or explosives is not allowed on the TSC campus.
• Possession of any firearm is not allowed on TSC campus, even with a concealed weapons permit.

Vandalism

Damage, destruction, or the defacing of the property of another person, group, or TSC.

Failure to comply with a request or directive of a TSC official (e.g., instructor, staff, administrator) or any law enforcement official in the performance of his/her duty.

• Failure to comply with the summons, decision, request to contact the Conduct office within the specified period of time, sanctions, or conditions rendered by a Conduct Officer or authorized judicial body.
• Failure to identify oneself and/or produce identification upon request by a TSC official (e., instructor, staff, administrator) or any law enforcement official in the performance of his/her duty. Students are required to carry and present their TSC identification card when requested by authorized College officials.
• Failure to comply with the traffic rules and parking regulations in effect for the TSC campus.
• Failure to comply with College policies, rules, and regulations concerning the registration of campus activities, student organizations, the use of College facilities, and public assembly.
• Failure to comply with posted policies, rules, and regulations governing activities in a facility, room, lounge, or other area.

Providing false or misleading (written, verbal, or otherwise) information to and/or withholding or omitting information from a TSC official or judicial body.

• Providing false or misleading information and/or withholding or omitting information on non-academic College documents/ records, including, but not limited to, admissions applications, financial aid documents, student identification, computer records, and other official documents.
• Knowingly providing false or misleading information to or filing a report with a TSC official, office, or judicial body, which results in or may result in the initiation of law enforcement, disciplinary, administrative, criminal, or legal action by the College.
• Providing false or misleading testimony during a disciplinary proceeding.
• Permitting another person to use one's TSC-related identification.
• Use of another person's TSC-related identification.
• Impersonation or misrepresentation, including acting on behalf of another person, group, or TSC without proper authorization and consent.

Tampering with the election of the Student Government Association or any TSC-recognized student organization.

Any other acts of falsification/ fraud/false testimony not academic in nature.

Prior Violations Policy

Tallahassee State College is committed to treating those with a criminal or disciplinary history with dignity and respect. We believe in the value of second chances and the impact education can have on economic and social mobility. All admission decisions are based on balancing those values with ensuring a safe learning environment.

• All students must answer honestly on the TSC admission application disclosure questions relating to prior legal and/or educational discipline violations. This information will be referred to the Student Conduct Office for review.
• All disclosures of prior violations are reviewed on a case-by-case basis and weighted in favor of the safety and welfare of the campus community. When appropriate, the Student Conduct office reserves the right to place conditions on a student's enrollment or to recommend to the Admissions and Records office that the student be denied enrollment. When denied admission, the student may have the right to appeal based on specific criteria or circumstances, which will be provided in the denial letter.

Sexual Offenders Policy

The Campus Sex Crimes Act (pursuant to sections 775.21, 943.0435, and 944.607, F.S.) requires the Florida Department of Law Enforcement to notify TSC when a convicted sexual offender intends to seek or maintain admission. Sexual offenders who are approved for admission (see Prior Violations Procedures) will be asked to meet with a representative of the Department of Student Services to assure that they do the following:

• Carefully follow the TSC Student Conduct Code and any other conditions required as part of the admission process
• Not seek College-sanctioned volunteer experiences on- or off-campus where children are involved

Participation in or offering games of chance for money or other gain in violation of the laws of the State of Florida.

Hazing is prohibited at Tallahassee State College pursuant to Florida Statutes 1006.63. All organizations and individuals are prohibited from engaging in any form of hazing either on or off campus.

Definition of Hazing

As defined in FS 1006.63, the term "hazing" means any action or situation that recklessly or intentionally endangers the mental or physical health or safety of a student for purposes, including, but not limited to:

1. Initiation into any organization operating under the sanction of a postsecondary institution;
2. Admission into any organization operating under the sanction of a postsecondary institution;
3. Affiliation with any organization operating under the sanction of a postsecondary institution; or
4. The perpetuation or furtherance of a tradition or ritual of any organization operating under the sanction of a postsecondary institution.

Furthermore, the term includes, but is not limited to:

1. Pressuring or coercing the student into violating state or federal law, any brutality of a physical nature, such as whipping, beating, branding, exposure to the elements, forced consumption of any food, liquor, drug, or other substance, or any other forced physical activity that could adversely affect the physical health or safety of the student
2. Any activity that would subject the student to extreme mental stress, such as sleep deprivation, forced exclusion from social contact, forced conduct that could result in extreme embarrassment, or other forced activity that could adversely affect the mental health or dignity of the student.

The term does not include customary athletic events, other similar contexts or competitions, or any activity or conduct that furthers a legal and legitimate objective.

Penalties

Penalties for violation of this policy shall be administered in accordance with Tallahassee State College Policy 10-12 Student Code of Conduct; subject, however, to any limitations or additional penalties contained in FS 1006.63 (2)(3)(4)(5)(6).

1. Such penalties at Tallahassee State College may include the imposition of fines; the withholding of diplomas or transcripts pending compliance with the rules or pending payment of fines; and the imposition of probation, suspension, or expulsion from the college.
2. In the case of an organization/club at Tallahassee State College that authorizes hazing in blatant disregard of such rules, penalties may also include rescission of permission for that organization to operate on campus property or to otherwise operate under the sanction of the institution.
3. All penalties imposed under the authority of this subsection shall be in addition to any penalty imposed for violation of any of the criminal laws of this state or for violation of any other rule of the institution to which the violator may be subject.

This policy, by its inclusion in the Student Code of Conduct, will be disseminated to each student enrolled in the institution and included in the bylaws of each club/organization operating under the sanction of Tallahassee State College pursuant to F.S. 1006.63.

Any sexual act or attempt to engage in any sexual behavior, regardless of personal relationship, without the explicit consent of the other person, or that occurs when the other person is unable to give consent.

• Any intentional touching of another person without the explicit consent of the other person, or that occurs when the other person is unable to give consent.
• Conduct of a sexual nature that creates an intimidating, hostile, or offensive campus, educational, or working environment for another person. This includes unwanted, unwelcome, inappropriate, or irrelevant sexual or gender-based activities, comments, or gestures.

Indecent or Obscene Behavior

Obscene, lewd, or indecent behaviors, conduct, gestures, or expressions reasonably interpreted as offensive to others or that create an intimidating, hostile, or offensive campus, educational, or working environment for another person or group. This includes, but is not limited to, exposure of sexual organs, urination in public, voyeurism, and/or unwanted, unwelcome, inappropriate, or irrelevant behavior.

Failure to remove oneself from an area, room, place, or activity in which it is known that a violation of this Code is occurring.

Attempting to commit, soliciting another to commit, aiding or abetting the commission of, or attempting to commit any conduct that is a violation of the Student Code of Conduct.

• Students/student organizations will be held responsible for the conduct of their guests/visitors.
• Students/student organizations are expected to inform their guests/visitors of all College rules and regulations.

Unauthorized recording (video or audio) of personal conversations, meetings, or activities. This includes, but is not limited to the following:

• Recording of a faculty member or invited speaker without prior consent.
• Taking pictures of another student or person in the gym, lounge space, locker room, classroom, office, common area, or restroom.

The College shall enforce the provisions of Section 1006.62, Florida Statutes, hereinafter set forth in full, as follows:

1. Each student in a community college or state College is subject to federal and state law, respective county and municipal ordinances, and all rules and regulations of the State Board of Education or board of trustees of the institution.
2. Violation of these published laws, ordinances, or rules and regulations may subject the violator to appropriate action by the institution's authorities.

Freedom of Expression:

In accordance with TSC Board Policy (0 3.38), TSC recognizes that the opinions expressed by organizations, groups, or individuals using TSC facilities do not necessarily reflect the position of TSC or its students, faculty, and staff. The College affirms its commitment to freedom of speech, assembly, and expression, even though the language or ideas of those seeking a venue for free expression may contradict the College's ideals and policies or the personal views of TSC employees and students. By placing reasonable limitations on the time, place, and manner of speech, TSC does not take a position on the content or viewpoint of the expression, but rather, it allows a diversity of viewpoints to be expressed in an academic setting.

Other Violations

Review TSC BOT Codes

Review Regulations of FL

Review Laws of US

Violations of any policy, rule, or regulation of Tallahassee State College. Violations of any municipal or county ordinance, law of the State of Florida, or law of the United States.

Advertising provides a way for your organization to recruit new members and inform the college of upcoming events. This can take place via social media, digital flyers, or word of mouth. Creativity is highly encouraged.

Flyers

Tallahassee State College is a flyer-free campus; therefore, paper flyers are prohibited. You can post digitally  through the following means:

• Personal social media handles
• MyTSC App

You can request that the Communications Office create a page for your club or organization in the MyTSC App by emailing communications@tsc.fl.edu.

You can also ask them to create a flyer for you, which will be posted on the MyTSC App (TSC Announcements), on the carousels around campus, and on the official Instagram page (@tallystate).

If you choose to send them a flyer as a reference for how you would like your final flyer to look, the preferred size is 1920 x I080 pixels.

Collaboration with the Communications Office:

You can contact the office at communications@tsc.fl.edu to request assistance in creating a post or reel that will be shared on Instagram.

Chalking

While using sidewalk chalk in designated areas for advertisement is also encouraged, chalking must be approved by Student Life. Please consult with Student Life to determine appropriate chalking areas. Spray chalk is not permitted.

Tabling Procedure

Tabling is a great way to meet the student body and advertise your organization or an upcoming event! The tabling form for Organizations is on Connect TSC. In order to table, you must do the following:

• Sign up seven (7) days in advance of the desired tabling date.
• There is no limit to the number of days Organizations can table within the Student Union, but a max of 12 days to table in other on-campus locations.
• Tablers must stay stationary at their tabling location; walking around campus distributing materials by foot or placing materials on vehicles is strictly prohibited.
• If tabling outdoors near classroom areas, you must be respectful in terms of the amount of sound.