Introduction: Steps to Form a Club - York College of Pennsylvania

Students often want to start a new club on campus but do not know where to start. Here we have provided the steps students must go through to create a campus club.

Step 1: Contact Student Senate

Student Senate deals with and runs all clubs on campus. Getting in contact with them first will make this process easier.

  • Their email is found at the bottom of the Student Senate page on the York College website.
  • Once found, email them a brief summary of your club and ask for the VPOD, treasurer, and the parliamentarians emails

Step 2: Meet the VPOD

Students need to meet with the current VPOD of Student Senate because they are the main contact for clubs on campus.

  • Once acquiring the VPOD's email from Student Senate, send them an email to set up a meeting.
  • Meet with the VPOD and get their initial approval to continue forward with the process.

Step 3: Meet With Campus Recreation

If the club is a sports club, then students must also get in contact with Jamie Starrett.

  • His email can be found on the Campus Recreation page on York College's website.
  • Email him to set up a meeting to pitch the club and get his approval to move forward with the process.
  • A picture of Jamie's office is provided above.

Step 4: Plan an Interest Meeting

Once both Jamie and the VPOD approve the potential club to move forward, plan to hold an interest meeting for students who may want to join.

  • Give out information on the club (club goals, meeting times, club requirements, etc.)
  • Lora Snyder in the OSAO can help with reserving rooms, tables, etc. if needed for the interest meeting (in the Student Union building outside of the dining hall)

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Step 5: Advertise

To get other students on campus to come to the interest meeting, the potential club must be advertised. This can include but is not limited to...

  • Social media posts
  • Fliers that are approved by the OSAO onto bulletin boards in different campus buildings (found in the Student Union building outside of the dining hall)
  • Word of Mouth

Step 6: Holding the Interest Meeting

At the interest meeting, gather students' information including but not limited to...

  • Name
  • YCP email
  • Expected graduation (Month, Year)
  • Best time for everyone to meet

Step 7: Club Meetings

Based on the times that everyone can best meet, determine...

  • When club will meet
  • How often the club will meet
  • Where the club will meet on campus
  • Ex. Meetings every Tuesday at 8:30 PM in HUM 127

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Step 8: Finding an Advisor

Each club on campus must have an advisor. Clubs must find a York College employee to be their advisor. This could be someone who knows a lot about your club or someone who knows nothing about your club and is there for guidance.

  • The advisor will need to sign a form agreeing that they will be the advisor for the club.

Step 9: Meet the Parliamentarian

  • Email the parliamentarian to set up a meeting
  • Meet with the parliamentarian and get the template for writing a constitution

Step 10: Create a Constitution

  • Fill in the constitution template with the specific information that applies to the club
  • Share the constitution for the club with the parliamentarian
  • If the parliamentarian suggests any changes, go back through and correct anything necessary

Step 11: Meet the Treasurer

  • Email the treasurer to set up a meeting
  • Prior to the meeting, have some ideas of what the club's budget might look like
  • Meet with the treasurer to share this budget idea and learn how their budgeting for clubs works

Step 12: Creating a Presentation

Create a presentation prior to the Student Senate meeting the club will be presenting at. This presentation must include...

  • Mission statement
  • The purpose of the club
  • How the club will benefit the campus
  • How the club is unique compared to other clubs on campus
  • Potential events
  • Potential fundraising ideas
  • The proposed budget
  • Meeting times for the club
  • The breakdown of the classes of those who attended the interest meeting
  • Executive board breakdown (ex. John Doe is our President)
  • The advisor's name
  • A general outline of how many members may join the club

Step 13: Presenting to Student Senate

Once all of these steps are completed, let Student Senate know.

  • They will assign the club a date to present
  • The club will present in front of Student Senate and any other students who attend the meeting
  • Towards the end of the meeting, the Senators will vote on the approval or denial of the club
  • If the club is approved, they will remain a provisional club for a full year