4.20.1 Student Activities

1. Blue Ridge Community College attempts to provide extracurricular activities for students since the College believes that such activities contribute to the overall growth and educational development of an individual. Students are expected to exhibit high standards of responsible citizenship during all College functions whether on or off campus. The Division of Student Services encourages and helps conduct a program of student activities. The student activity program is a part of the educational experience available to all students. Admission for all student activities shall be non-discriminatory.
2. Student Government Association
   1. The Student Government Association (SGA) is made up of representatives from the student body. The SGA coordinates and regulates student activities and serves as the student body’s official voice. The President of the SGA is a non-voting member of the College’s Board of Trustees.
   2. The SGA’s organizational documents shall be updated and shall be on file with the Division of Student Services. Any revisions to the SGA’s organizational documents shall be reviewed and approved by the College President.
   3. State funds cannot be used for athletics or other extracurricular activities; therefore, almost all student activities are established and maintained by SGA funds. SGA funds are derived from a portion of student activity fees. The SGA budget will be approved by the SGA and submitted for approval by the President and Board of Trustees as early in the school year as possible. Once approved, no further approvals for expenditure of funds will be required by the SGA unless changes to the budget are adopted. All expenditures of funds must still be approved by the SGA Advisor and the Vice President of Student Services.
3. Other Student Clubs and Organizations
   1. The College maintains that extracurricular activities compliment the academic programs. Students are encouraged to participate in all phases of the student activities program as long as such participation is consistent with sound educational practices.
   2. The following criteria must be considered by clubs who seek recognition as an official College student organization:
      1. The organization must serve an area of student activity need.
      2. The membership provisions must not exclude anyone because of his/her race, religion, color, national origin, sex, sexual orientation, gender, gender identity or expression, pregnancy, age, disability, genetic information, political affiliation, veteran’s status, or other protected class in accordance with all applicable federal, state and local laws.
      3. The organization must agree to abide by the College’s policies and administrative procedures.
      4. The organization’s purpose must be compatible with the College’s philosophy and educational objectives.
      5. The organization must at all times reflect positively on Blue Ridge Community College.
      6. Organization meetings should not normally be scheduled during any class time for any members, and members are not granted excused absences to attend.
      7. Such other reasonable rules and regulations required by the President.
   3. Recognized Student Clubs and Organizations. Only officially recognized student clubs and organizations shall be allowed to function on the College’s campus. To achieve recognition, the applying club or organization must complete an official application, on file with the Division of Student Services, and receive approval by the SGA, the Vice President for Student Services and the President.
4. The organization advisor shall serve as the liaison between the organization and the Coordinator for Student Activities. He/she shall exercise supervision over membership, operation, and activities of the organization. Blue Ridge Community College reserves the right to suspend the activities of any student organization when its activities are considered to not be in the best interest of the College.
5. Fundraising
   The President, in consultation with the Vice President for Student Services, shall establish rules and regulations regarding student clubs and organizations’ fundraising activities. In addition to such rules and regulations, student clubs and organizations are limited as follows:
   1. Raffles - Any non-profit, student organization may conduct up to four (4) raffles per year. The total cash prizes offered or paid by any exempt non-profit organization may not exceed one hundred twenty-five thousand dollars ($125,000) per raffle and may not exceed two hundred fifty thousand ($250,000) in any calendar year.
      Student clubs and organizations are encouraged to use alternative methods of fundraising aside from raffles.
   2. Food – Unless clubs and organizations have prior, written permission from the President or designee, clubs and organizations may only sell pre-packaged food items, professionally prepared food items prepared by a permitted entity, pre-wrapped items and beverages in sealed containers and must comply with all local Health Department regulations. Examples of these items include bottled/canned soft drinks, pre-wrapped sub sandwiches, wrapped/packaged desserts, etc. Muffins or cookies must be pre-packaged. The sale of food prepared or assembled at point of sale, such as tacos, hot dogs, chili, sandwiches, etc. is prohibited unless prior authorization by the President or designee. The sale of potentially hazardous foods as described in 15A NCAC 18A .2635(9) shall not be allowed.
6. Financial Guidelines
   1. Supplies and materials or any purchase for student-related activities must follow the procedures established by the Division of Finance. Reference policy 5.6.1 for more information.
   2. The Student Government Association Officers will pass an annual budget during the Spring Semester for the next academic year. Purchases that were listed in the itemized Student Government Association approved annual budget do not require future SGA minutes, motions, or votes to meet the payment of SGA expenses.
   3. Club advisors must complete requisitions for purchases approved by the club.
   4. Requisitions and purchases that were not included in the approved annual budget must be presented as a motion in club meetings, passed by majority vote, and recorded in club minutes.
   5. For any purchase costing over five thousand dollars ($5,000), three bids must be obtained and attached to the requisition. The college encourages the use of the lowest cost vendors. The bids will be reviewed and final vendor selection will be at the discretion of the SGA Advisor/Student Activities Coordinator, Director of Enrollment Management, and the Vice President of Student Services. SGA recommendations will be taken into consideration when making the final decision regarding a vendor.
   6. The Division of Finance will issue purchase orders after the completion of the requisition process.
   7. Once the purchase order is complete, only then can purchases be made.
   8. Any charge statements, cash register receipts, or invoices supplied by vendors should be forwarded to the Division of Finance for payment.
   9. Club officers or advisors can obtain printouts of club balances. Please contact the Division of Finance in advance for these printouts.
   10. Cash must be handled according to the following guidelines:
       1. Money to use for change for student-related fundraisers is available from the Division of Finance. The maximum amount is fifty dollars ($50).
       2. Club officers shall submit the request in writing indicating how much money is needed, how it is to be divided, who will be picking it up, when it will be picked up, and the purpose of the money to be issued. The club advisor must sign this request. If a moneybox is required, this too shall be outlined in the request. All requests shall be made in advance.
       3. All money from fundraising activities is to be turned in to the Division of Finance within twenty-four (24) hours of the fundraiser. In the event that the activity is held on a weekend or holiday, all money is to be turned in on the first day that Blue Ridge Community College reopens.

Pursuant to N.C.G.S. § 130A-250(7), the College, as a tax-exempt entity, is exempted from temporary food establishment permitting requirements for preparing or serving food or drink, for pay, no more frequently than once a month for a period not to exceed two consecutive days.

Legal Reference: N.C.G.S. §§ 14-309.15, 130A-250(7); 15A NCAC 18A .2635(9)