Portland Community College | Portland, Oregon Portland Community College

Roles and Responsibilities

Student Club Coordinator

Student club coordinators fulfill the main leadership role for the club. The clubs office has minimum requirements and responsibilities outlined for all club coordinators. Additional duties may be added to the club constitution as seen necessary by club leadership and/or members.

Minimum Eligibility Requirements:

  • Must be a PCC student taking at least 1 credit at the campus you plan to charter your club at. These can be non-credits or audits as well.
  • Must maintain a minimum GPA of 2.0 quality points and be in good academic standing. Students may be given a one term probationary period to improve his or her GPA should the student not meet the requirements in any one given term.
  • Must be able to make at least a one term commitment to coordinating the club.

Core Responsibilities and Expectations

Adhere to Student Code of Conduct and model good behavior.

  • Attend Club Coordinator Orientation after becoming chartered, or meet with the Assistant Student Leadership Coordinator.
  • Ensure that there is a coordinator present at all meetings, events, and activities to facilitate.
  • Student coordinators are expected to maintain communication with their Assistant Student Leadership Coordinator about all meetings, activities, and event plans.
  • Student Coordinators must maintain communication with Club Advisors about all meetings, events, and activities related to the club.
  • Responsible for submitting the paperwork required to:
  • Request Funding
  • Report/deposit fundraising monies
  • Planning Club events
  • Help transition new student coordinators for the following academic year.

Student Club Coordinator Responsibilities and Agreements:

Student Club Coordinators help organize and manage the daily operations of their officially chartered student organizations at Portland Community College. They are a bridge between student members and the college offices that help administer the program.

  • Responsible for reading and following all club guidelines, policies, and procedures.
  • Personally attend, or ensure a club coordinator recognized in the charter is present at all club meetings, events and activities.
  • Maintain communication with their Club Advisor about all club meeting dates and activities.
  • Read and follow Club Funding guidelines when requesting funds for items.
  • Clubs are prohibited from entering into any contractual agreements on behalf of the club. Consult the Assistant Student Leadership Coordinator for more information.
  • Explain liability waivers to club members when necessary and collect completed liability waivers from club members before club activity. Turn in completed waivers to the Assistant Student Leadership Coordinator. Follow all rules for waivers outlined in the club guidelines. Turn in all club funding request forms to the Assistant Student Leadership Coordinator and attend Council meetings to answer questions about club funding requests when required.
  • Understanding that as a Student Club Coordinator, you are prohibited from personally profiting from a student club you coordinate. You understand that your time is voluntary and cannot be compensated by the clubs office or the club itself.
  • Record all proceeds generated from club fund-raising and submit funds to the Assistant Student Leadership Coordinator.
  • Turn in all travel forms for club activities or events to the Assistant Student Leadership Coordinator.
  • Contact the Assistant Student Leadership Coordinator regarding any inappropriate behavior or activity that might occur during a meeting.
  • Agree to be a point of contact for PCC students, staff, faculty and community and authorize the use of my.pcc email address to be published on the ASPCC Clubs website and printed promotional materials concerning the club and the clubs program at PCC.

What can you get out of the Student Coordinator Position?

Becoming a club coordinator can enrich your academic, professional and personal experience. It’s up to the student to decide how much they want to get out of this program! As a Student Coordinator, you have:

  • Opportunities to travel to conferences and attend leadership trainings.
  • Gain skills in leadership, planning and goal setting, organization, time management, conflict resolution, problem solving, interpersonal communication, and much more.
  • Find belonging and build connection on campus.

Club Advisors

Requirements:

  • Must be a Professional Staff or Faculty member.
  • Must be “based” at the campus your club will be assigned to, meaning this persons main teaching/work location is the campus your club is based out of.
  • Must not already be advising more than two clubs.

Core Responsibilities and Expectations of Club Advisor’s:

  • Follow all policies and regulations regarding student clubs put forth by PCC.
  • Assist Club Coordinators in the planning and management of the club.
  • Serve as a mentor for the Club Coordinators to nurture their leadership development.
  • Uphold and mentor Club Coordinators in the behavioral expectations of PCC.
  • Serve as an organizational resource for Student Club Leadership and help outline strategies to assist students in successfully accomplishing club goals.
  • Attend club meetings and events when available.
  • Might be asked to supervise events that occur off campus or require a liability waiver for participation (when PCC is back on campus in the future).
  • Assist the Assistant Student Leadership Coordinator with supervising the financial activities of the student club using the procedures established by PCC.
  • Help facilitate the transition between last year’s Club Coordinators and the incoming student leadership.
  • Help provide continuity from year to year to maintain the strength of your club.

Staff/Faculty Club Advisor Responsibilities and Agreements:

  • A Staff/Faculty Advisor to student clubs provides important assistance to student leaders. Advisors assist student groups to be effective in accomplishing organizational goals while helping enrich the personal and social development of students involved in student activities. Each student club must have an advisor to be chartered. Advisors must be a (non-student) PCC employee. Advisors cannot advise more than 2 student club/organizations at one time without the approval of the Assistant Student Leadership Coordinator at the club’s home campus.
  • Follow all policies and regulations regarding student clubs put forth by Portland Community College.
  • Assist the Assistant Student Leadership Coordinator in supervising the financial activities of the student club using procedures established by Portland Community College.
  • Understanding that club advisors are prohibited from personally profiting from a student club that they advise. Understand that their time is voluntary and cannot be compensated by the club’s office or the club itself.
  • Serve as an organizational resource for club student leadership and help outline strategies to assist students in successfully accomplishing the club goals.
  • Attend all group events that require a liability waiver for student participation or that occur off campus (please contact the Assistant Student Leadership Coordinator for more details).
  • Help the ASPCC Club’s office ensure club members have a liability waiver on file prior to activity. Assist club’s office in ensuring club complies with all liability waiver policies and procedures set forth by the ASPCC Club’s office.
  • Attend all other club meetings and events when able.
  • On occasion, assist the Assistant Student Leadership Coordinator in resolving problems that may arise with the club, student coordinator or club events.
  • Agree to be a point of contact for PCC students, staff, faculty and community and authorize the use of my.pcc email address to be published on the ASPCC Clubs website and printed promotional materials concerning the club and the clubs program at PCC.

Do you need to find an advisor?

  • Work with your Assistant Student Leadership Coordinator to seek an advisor for your club!

How to change Club Advisors:

  • Sometimes, Advisors can no longer serve in the role the originally signed on to do. When this happens, a club must find a replacement advisor as soon as possible. Your Assistant Student Leadership Coordinator may step in as a temporary advisor until the Club finds a replacement.

Club Members

General members are the participating members of the club. Usually these are students who are interested in taking part in club activities but are not looking for a leadership role. That said, there are a lot of clubs that outline leadership roles beyond the two coordinator positions to fill a variety of club needs.

Minimum Eligibility Requirements:

  • Students must be taking at least 1 credit at PCC.
  • Faculty/staff members can also participate if they are based at the clubs home campus.
  • There are also opportunities for people not affiliated with PCC to participate in your club. They cannot vote, attend conferences, or serve in an advisory role. But they can participate in club activities with additional liability requirements in some cases.

Core Responsibilities and Expectations:

As a general member, the Clubs office does not have any specific responsibilities outlined for the student at large. However, the Club Coordinators might develop additional positions within the club that could be filled by general members. For instance:

  • Secretary
  • Treasurer
  • Outreach Coordinator
  • Fundraising Specialist
  • Volunteer Coordinator
  • Event Planner
  • Etc.

The positions will vary depending on what the club needs and how many interested members it has. One thing to be aware of as a Student Coordinator is that students are very busy. There may be times when 50 students RSVP to your meeting and NO ONE show’s up. Do not be discouraged! These things happen, especially when your club is very new. The best thing you can do is keep recruiting and surround yourself with the people who have the time and energy to make some level of consistent commitment to your club.

What can you get out of being a General Club Member?

Being a part of an extra-curricular activity like a club can vastly enrich your experience as a student at PCC. Studies show that the more a student is engaged on their campus, the higher graduation rates, GPA’S, and overall positive experience they receive. You’ll gain valuable experience in leadership, working in groups, interpersonal communication, etc. You will also be able to count your time as volunteer hours.