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Student Activities FAQ

What is the difference between a student interest group and a student organization?

How do I start a new student interest group?

You'll need six current John Tyler students to form a student interest group. You can then submit an Application for Student Interest Group PDF to the Office of Student Activities.

The Coordinator of Student Activities will provide notice of approval or disapproval of your group within ten business days of receiving your application.

How do I start a new student organization?

You'll need six current John Tyler students to start the process for becoming an official student organization. You can then submit the Application for Student Organization PDF to the Office of Student Activities.

The Office of Student Activities will provide notice of approval or disapproval of your group within ten business days of receiving your application.

Upon approval, you will have one semester (an interim recognition period) to achieve official College recognition. To do so, you'll need to submit the following information to the Office of Student Activities:

  • Constitution/by-laws PDF
  • List of members
  • List of officers
  • List of advisor(s) (must be full-time faculty or staff)

After completing the interim recognition period, the Student Government Association (SGA) will make a final decision regarding the official recognition of the organization.

How does a student organization get approval to hold a fund-raising event?

What do we do with the money raised from the fund-raising event?

  1. Complete the Student Activities Deposit Form PDF.
  2. Give the form and the money to your group's treasurer.
  3. The treasurer will get the advisor to sign the form.
  4. The treasurer or the advisor will put the form and money in a sealed envelope with the group's name written on the outside, and deliver it to the Office of Student Activities.

How do we get approval to hold a special club event?

How do I get reimbursed from our club account for item(s) purchased for a club event?

  1. Complete the Student Activities Check Request Form PDF.
  2. Attach the original receipt, invoice, or other payment verification (must include date of purchase, amount of purchase and item summary).
  3. Give the form and payment verification to your group's treasurer.
  4. The group's treasurer will get the advisor to review and sign all check request forms.
  5. The advisor or the treasurer will deliver the check request form and payment verification to the Office of Student Activities in a sealed envelope with the group's name written on the outside.

(NOTE: This form is to be used for the sole purpose of being reimbursed from individual club accounts. Club members cannot be reimbursed from student activities funds. Student activities funds must be utilized in advance of an event. In order to utilize any student activities funds that your club has been allocated by the College to make purchases in advance of planned events, it is very important that you complete the Request for Request for Expenditure of Student Activities Funds PDF and meet with the Office of Student Activities at least one month prior to a planned event in order to avoid costly delays in the processing of your request. The processing of student activities funds requires greater lead time for approval and processing, so it is very important that you plan ahead, complete the above form, and meet with Office of Student Activities as soon as possible, and no later than one month prior to the planned event.)

How can a club utilize/expend student activities funds (as opposed to club funds)?

What are the responsibilities of the club advisor?

  • To provide leadership, guidance, advice, and supervision to the officers and members of the student group.
  • The advisor's role is essential to the functioning of the group; therefore, the advisor or a designated substitute should be present at every student group meeting and event.
  • The advisor must sign all forms and requests provided to the Office of Student Activities. No forms or requests will be processed without this signature.
  • All functions of the student group are ultimately the responsibility of the advisor due to their supervisory role in the group.
  • If an advisor is no longer able to serve as the advisor of the group, he/she must find a replacement in order for the group keep status as a student organization. Otherwise, the group will be given the option to become a student interest group until a new advisor is found, during which time the group's ability to fundraise, hold events, and access the club account (finances) will be suspended. So long as a new advisor is identified and confirmed with the Office of Student Activities within three months, the group will be returned to status as a student organization. Otherwise, the group must seek formal (written) approval from the Office of Student Activities to have the status returned.

What are the responsibilities of club officers?

For more information, please contact the Office of Student Activities:

Chester Campus
Moyar Hall, Room M132
Telephone: 804-706-5189
Fax: 804-768-6601

Midlothian Campus
Hamel Hall, Room H103
Telephone: 804-594-1516
Fax: 804-768-6601

You can also contact Wanda Johnson, Administrative Assistant, at wjohnson@jtcc.edu.

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