Student Clubs & Organizations - Policies & Resources

Interested in starting a new club or student org on campus?

Follow the steps below: 

• Schedule a meeting with Olivia Lemke, Student Orgs & Leadership Specialist. Be prepared to share the purpose and main activities for your club. 
• Complete the eligibility requirements for Probationary Status*:
  • Obtain at least 8 active student members.
    • Members must be enrolled with a minimum of 1 program credit.
  • Find a staff advisor employed by FVTC.
  • Fill out the New Club Recognition Form which requires a constitution, membership roster, and constitution. 
  • New clubs can officially be recognized in the fall semester only.
    • Students interested in starting a new club can reach out to the Student Orgs & Leadership Coordinator anytime. 

*Probationary Status 

Probationary Status is assigned to all newly recognized clubs during their first year. The club is expected to establish a membership base, build an organizational structure, and demonstrate ongoing activity. To support these efforts, each newly approved club receives $500 in start-up funding from the Student Government Association (SGA). 

• At the end of the year, SGA and Student Life will review the club to determine eligibility for Active Club status. 

1. Complete the Annual Club Recognition Form by November 6th. 
2. After completing the form above, schedule a meeting with the Student Org & Leadership Specialist to review your Plan of Action. 
3. Attend two SGA Meetings each semester (in-person) 
   • Virtual attendance for non-Appleton students only 
   • First SGA Meeting required: September 16th @ 3:30-4:30 PM 
4. Donate a basket for the SGA Awards Silent Auction in May to raise money for scholarships. 
5. Complete one community service project annually that involves service to a non-profit organization.  
   • The focus of the community service should be on helping the community, not the student organization. Community service does not include receiving funds to benefit the student organization.  Cleaning a shop for your program area or donating funds to a non-profit agency does not constitute a community service project.
   • Community service projects should not be done during class time and should benefit an organization or group of individuals.  

Operation of Club Activities  

1. Members must be enrolled with a minimum of 1 program credit. 
2. Any student enrolled in a minimum of 1 program credit may be a member of any student organization regardless of individual beliefs. 
3. While attending the Student Government Association meetings, when asked, a member will present a club report.  
4. All club or organizational activities will occur outside of instructional time. Members working on projects will do so outside of class in the student’s own time. Meetings may not be included as part of class time. All meetings should be held on campus or in public locations.  
5. Student organization spending will adhere to the guidelines of Wisconsin State Statue 101 and any other college policies. 

Frozen Status for Established Clubs 

• Failure to turn in the Annual Club Recognition Form by November 9th will result in a freeze on existing student organization funds and other club benefits. Once the appropriate paperwork is turned in, within 3 business days, funds will be accessible, and the organization will be removed from probationary status.  
• Failure to attend two SGA meetings a semester or complete a community service project will result in frozen status for the following school year. 

Inactive Status 

• A student organization who fails to complete the annual requirements for an entire year will not be recognized as an official organization for one academic year period.  At that time, the organizations will be required to turn in the appropriate documentation to become recognized. 
• Inactivity for three years will result in a redistribution of club funds. 

Club Accounts 

• All student organization funds, and accounting procedures are done through FVTC’s Financial Services.   
• At no time will a student organization account be maintained off campus. Student organizations will adhere to the policies, timelines, and processes requested by the Financial Services staff.   

Responsible Use of Student Fees 

Student segregated fees are part of the total fees assessed for each student taking credit classes at Fox Valley Technical College. Funds collected must be expended in adherence with Wisconsin State Statutes (Wisconsin Act 101, Section 38.145). All expenditures of student segregated fee funds are subject to audit and could result in penalties if allocated for non-organizational purposes. The allocation of these fees is the primary responsibility of the Student Government Association and is subject to final approval by the District Board. Each year these fees finance staff, projects, events, and student organizations that are of interest to the student body. In addition, a percentage of these fees are allocated to provide services through the college’s Health Services, Security Services, Career Services, Student Conduct and Fitness Center departments.  

Expenditure of student fees provided to student organizations and any other department or organization funded by student fees must meet the following criteria:  

•  All credit paying students should have the opportunity to participate in the services or activities provided by the organizations using segregated funds. Student segregated fees are charged to all students taking credit bearing courses.  
• Expenditures from student segregated fees may not support an individual gain including a scholarship or provide direct monetary support to a non-profit organization.  
• All expenditures must conform to existing Wisconsin Statutes, Attorney General’s opinions and college policy, including policies set forth by Student Government and/or Student Life.  
• All expenditures will be audited and reviewed in a manner prescribed by the District Board. 

Student Org Accounts 

• All student organization funds, and accounting procedures are done through FVTC’s Financial Services.  
• At no time will a student organization account be maintained off campus. Student organizations will adhere to the policies, timelines, and processes requested by the Financial Services staff. 

Apply for One-Time Funding through SGA 

• Use the One-Time Funding Request for a club event, project supplies, or travel. 
  • Only one submission per year is allowed. 
• Form must be submitted no later than 3 weeks prior to when funds are needed. 
• SGA funds between 40% and 60% of travel costs related to travel, lodging, and registration. Organizations may not request or receive more than $5,000 per student organization in a fiscal year and not exceed $500 per student in a fiscal year.   

Fundraising  

Student organizations are encouraged to be creative and engage in a variety of fundraising activities. A fundraising project is the sole responsibility of the student organization and cannot be done as part of an instructional class. Time and resources given to the project must occur outside of class time.  

All student organizations regardless of campus location must complete a fundraising form and turn this form into Student Life or submit a digital version available on Foxes Connect prior to the fund-raising activity regardless of whether the activity occurs on or off campus.  

Where to Fundraise 

On the Appleton campus, on- campus fundraisers held in the Commons include one six-foot table. Two student organizations per day will be allowed to do fundraising in the Commons area. Requests will be approved on a first-come, first-serve basis. If your student organization needs more space or tables than one six-foot table, a 16 x 20 space is available next to Connections coffee shop and must be indicated on the fund-raising form.  Student organizations must stay within the parameters of the 16 X 20 space. For the 16 x 20 space and any other set-up requests, including additional tables or media requests, the student organization and/or the advisor must submit a work order request to the appropriate departments on campus.  

Food Sales 

If the fund raiser involves the sale of food prepared on campus, the sponsoring organization must have a student member certified as a ServSafe food handler on site for the duration of the fundraiser. This does not include popcorn sales.  

• If there has been no ServSafe training, food sales will not be approved. Student Life will cover the cost of ServSafe training for one (1) member per organization, per semester.  
• Organizations wishing to train more than one person per semester will be charged the current cost of training.  

ServSafe Required: 

• Food prepared off campus, is displayed uncovered or wrapped  
• Food is prepared on campus  
• Food prepared off campus, handled or assembled on campus 

ServSafe not Required: 

• Popcorn sales 
• Food prepared off campus and is portioned and wrapped   

What is a CTSO? 

Several FVTC student organizations are part of the Career and Technical Student Organizations under the umbrella of the Wisconsin Technical College System. Organizations that are part of the CTSO’s include: DECA, Professional Agriculture Students (PAS), Skills USA, and several others. Recognized student organizations may affiliate themselves with these groups and members may choose to compete with other college students in a variety of competitions within their chosen academic field. Those students’ organizations affiliated with a CTSO group will adhere to all policies within the CTSO organization. Any violations of the CTSO policies will result in college disciplinary action.  

Funding of CTSO National Competition Participation 

• Any student who qualifies at the state level to compete in a national competition as part of student organization will receive funding of up to 60% of the cost of travel, lodging, and registration only, up to a maximum of $7500 per club, per academic year, from the Student Government Association.  
• Students who are not part of a student organization will receive up to 40% of the cost of travel, lodging, and registration only from the Student Government Association.  
• Cost estimates must be submitted to the Student Government Association in advance of the competition.  However, reimbursements to the club will be made on actual costs once the student/s or group returns to campus.  
  • Club accounts can run negatively to cover these costs up front.  Accounts should have a positive balance once the student/s or groups return to campus with actual costs for reimbursement.  Accounts must be made positive by the end of each fiscal year.   
  • Please do not spend fundraised money that is not yet deposited as fundraisers can be uncertain, and funds may not come through in the timeframe you need. 

Who Can Be an Advisor? 

• Any full or part-time staff/faculty member employed by FVTC.  
  • Student workers are not eligible.  
  • Advisors do not need to be affiliated with an academic discipline. 
• Advisor assignments are on a voluntary basis and are not part of the workload. 
• Appointment and/or removal of an advisor will be at the discretion of the student membership of the club/organization with final approval by the Manager of Student Development & Engagement. 

Advisor Requirements 

• Sign an Advisor Commitment Form. 
• Attend the annual Advisor Orientation. 
• Complete an Advisor Honorarium Report by May 7th, 2027. 
  • Upon completion, the advisor will receive up to $200/semester plus $50 incentives that are available.