The University, through its various components, offers avenues for student expression
and involvement from the arts to athletics. Every full-time student is encouraged
to join at least one club, committee or organization, attend and support programs
and activities sponsored by Student Affairs, and equally as important, support programs
planned by fellow students and the Student Government Association.
Albert A. Sheen Campus
The University, through its various components, offers avenues for student expression
and involvement from the arts to athletics. Every full-time student is encouraged
to join at least one club, committee or organization, attend and support programs
and activities sponsored by Student Affairs, and equally as important, support programs
planned by fellow students and the Student Government Association.
The Legislative Branch or Student Council is comprised of three members from each
class. All Legislative powers of SGA are vested in this body. The Student Council
is convened by the Vice President of SGA, who works directly with the elected class
senators listed below:
Student Government Association
Student Government Association (SGA) is concerned with improving the quality of student
life through its many communication channels. SGA is recognized as the official representative
of the student body and assists students by:
1. Providing opportunities for each student to participate in activities which develop
and realize individual potentialities and leadership skills 2. Aiding in a meaningful interpretation of the concept of the "University Community"
#SGA LIT: "Leaders Inspiring Tomorrow"
Jeanette Ferdinand
SGA Standing Committees
Social and Cultural Committee
The Social and Cultural Committee is responsible for programming, sponsoring, and
encouraging recognized organizations on campus to sponsor a variety of cultural and
social activities during the year.
Queens Committee
The Queens Committee is responsible for the selection of the Miss University of the
Virgin Islands and soliciting contestants, planning, and implementation of the entire
program for the selection of the queen.
Sports Committee
The Sports Committee is responsible for encouraging greater student participation
in intercollegiate and intramural athletics, and for recommending improvements in
the overall athletics program of the college.
Shadow Our Students Committee
The Shadow Our Students Committee is responsible for planning and implementing the
Shadow Our Students Program each year at the University of the Virgin Islands. The
program over-arching goal is to show perspective students in the importance of higher
education and to encourage them to seek their higher education at the University of
the Virgin Islands.
Elections Committee
The Elections Committee is responsible for working closely with the Student Council
and for carrying out general and special student elections.
Black Heritage Committee
The Black Heritage Committee is responsible for planning and implementing programs
of Black Cultural awareness during Black History celebrations in February of each
year.
Academic Grievance Committee
The Academic Grievance Committee is responsible for receiving all student academic
grievances and assist the student(s) to prepare evidence for presentation to the division
grievance committees of the University.
Food Committee
The Food Committee is responsible for working closely with the Cafeteria Management
and Student Affairs office for recommending improvements in the operations of and
meals served by the cafeteria and snack bar.
Publications Committee
The Publications Committee is responsible for encouraging greater participation in
and improving the quality of student publications.
For more information, contact us at (340) 692-4191 or via email at sgastx@uvi.edu
Alpha Kappa Alpha Sorority, Rho Xi Chapter
Arteneers (Art Club)
Brothers With A Cause
Golden Key International Honour Society
Math Boosters
One Love
Peer Health Educators
Psi Chi National Honor Society in Psychology
Psychology Club
Sisters With Purpose
Student Government Association
SGA Election Committee SGA Queens Committee SGA Social and Cultural Committee SGA Sports Committee SGA Black Heritage Committee SGA Publication Committee SGA Shadow Our Students (SOS) Committee
St. Kitts-Nevis Student Association
TEAM M.A.D.
UVI Hospitality and Tourism Organization
UVI Table Tennis Association
UVI Recycling Club
Zeta Phi Beta Sorority, Inc.,
Orville E. Kean Campus
The University, through its various components, offers avenues for student expression
and involvement from the arts to athletics. Every full-time student is encouraged
to join at least one club, committee or organization, attend and support programs
and activities sponsored by Student Affairs, and equally as important, support programs
planned by fellow students and the Student Government Association.
SGA Social & Cultural Committee
SGA Sports Committee
SGA Foods Committee
SGA Grievance Committee
SGA Black Heritage Committee
SGA Publications Committee
Student involvement and participation in the governance of the University of the Virgin
Islands are provided through representation on the UVI Board of Trustees, membership
on the UVI Senate, election/appointment to the Student Government Association (SGA)
and membership on UVI standing committees. Student assignment to UVI standing committees
and SGA standing committees are done through the SGA.
The SGA is continually growing as a viable part of University life. SGA is concerned
with improving the quality of student life through its many communication channels.
SGA is recognized as the official representative of the student body and assists students
by:
Providing opportunities for each student to participate in activities which develop
and realize individual potentialities and leadership skills.
Aiding in a meaningful interpretation of the concept of the “University Community”.
All students who have paid the $20.00 Student Government Association fee are automatically
members of the SGA. The Student Government Association’s governing body consists of
the Executive Branch and the Legislative Branch. The Executive Branch is composed
of the Executive Body and the Executive Cabinet. The Student Council comprises the
Legislative Branch.
Executive Body
The Legislative Branch or Student Council
STUDENT REPRESENTATION ON THE BOARD OF TRUSTEES
Student Trustee: By act #5360 Bill #17-0194, the Legislature of the Virgin Islands
provided for "student and faculty participation on the Board of Trustees of the University
of the Virgin Islands" effective September 1, 1988. Students from both campuses participate
in the election process which is conducted annually. With respect to accommodating
both campuses, this position alternates between campuses every academic school year.
The student trustee must be:
A resident of the Virgin Islands
Enrolled full-time
In good academic standing
A junior or senior
Elected alternately from each campus
The Legislative Branch or Student Council is comprised of two members from each class
(Freshman, Sophomore, Junior, Senior). All Legislative powers of Student Government
Association (SGA) are vested in this body. The Student Council is convened by the
Vice President of SGA, who works directly with the elected class representatives.
Name
Alpha Kappa Alpha Sorority
Alpha Mu Gamma Foreign Language Honor Society
American Chemical Society
Anguilla Student Association
Aviation Club
Biology Society
Brothers With A Cause
Christ is Alive (CIA) Campus Ministry
Dominica Student Association
Data Science, Analytics and Blockchain Club
Every Nation Campus (ENC)
Football Club/Team
Golden Key Honor Society
Hospitality and Tourism Organization
Musicians on a Rise
National Society of Black Engineers
National Society of Black Physicist
Psychology Student Association
Sigma Psi Chapter of Delta Sigma Theta Sorority Inc
The Student Activities Handbook serves as a guide in providing all key information
pertaining to Student Organization operations.
1. INTRODUCTION
The University of the Virgin Islands provides students with an opportunity to gain
knowledge through a formal and informal classroom environment thus promoting student
learning and development that is purposeful and holistic. Programs are planned and
implemented collaboratively by students, staff and faculty that reflect the institution’s
ideals and enhance the recruitment and retention of students while instilling a sense
of self-worth and pride. Recognizing the rich cultural, athletic, academic and social
interest of our students, we encourage programs that promote the diversity of student
needs. Joining an organization, representing your peers, or actively participating
in your college experience provide means to socialize, develop leadership skills and
achieve personal and educational goals.
The Director of Student Activities coordinates student activities and all students
are encouraged to “Get Connected.” The Office is located in the Activities Center
between the Middle and North Residence Halls on the upper half of campus.
The mission of the Student Activities Office is to complement the academic program
of studies and enhance the overall learning experience of students through the development
of, exposure to and participation in social, cultural, intellectual, student governance
and recreational programs.
III. GOALS
Our main goals focus on the development of student leadership skills and promotion
of quality campus programs that is engaging, developmental and experiential. Through
the assistance of student organizations, advisors & other campus resources, we aspire
to:
To develop, enhance and promote student leadership skills
To promote enriching program and experiences
To encourage self-directed activities that serve to improve campus life
To provide access to quality service and recreational facility
IV. ANNUAL STUDENT LEADERS EVENTS
September 30this the Fall Organization Registration deadline, late registration is January 21st
September Nuts-n-Bolts Executive Orientation
September meeting of Advisors
September/October Activities Fair
Student Leadership Development Training in January
Graduating leaders Exit Survey
V. STUDENT ACTIVITIES PUBLICATIONS
The Student Activities website can be found on the main web site at www.uvi.edu. It
provides information on all areas covered by the Student Activities Office, to include:
SGA
List and Contact information for SGA Executive officers
Profile of Student Council members
Contact information for SGA Standing Committee chairpersons
Student Representatives to UVI Standing Committees
Student Government Handbook
Student Government brochure/application form
SGA Request for funding application
Student Organizations
Contact information for registered student Clubs/Organizations
List and purpose of currently registered student organizations
Calendar of major University events with a listing of student related activities,
by date.
TheMaster Calendar
A hard copy calendar located in the Student Activities Office that logs student sponsored
events and special requests. It is updated daily.
VI. STUDENT ACTIVITIES BULLETIN BOARD
The Student Activities Bulletin Board is located in the Student Activities Center.
Information and articles of interest to students are posted. All signs must be neat
and complete with accurate details. Notices must indicate the organization/group
responsible for the activity with information on date, time and place or a contact
name and number. Clubs and Organizations are expected to remove signs/posters when
their activity/event has ended.
VII. AREAS OF MAJOR STUDENT ACTIVITY:
STUDENT ACTIVITIES CENTER AND THE DINING PAVILION
Places where students can gather for conversation and relaxation include the Student
Activities Center and Dining Pavilion. Occasionally there are planned formal and informal
social, recreational and educational activities in these areas. Students are expected
to care for the equipment and furniture in these areas. Balls, sticks and paddles
as well as other sport equipment and table games can be signed out of the Student
Activities Office. Please note that students may not schedule programs/meetings in
the Student Activities Center or Dining Pavilion without receiving approval from the
Student Activities Office. Notices of events scheduled in these areas are to be posted
24 hours in advance.
All students, part time and full time, are now required to pay a student activities
fee of $44 ($24.00 for the Wellness Center and $20.00 for Student Activities). All
students are thus required to have a UVI I.D and can register for a campus mailbox
assignment. Your I.D. can be used for security purposes, to utilize the Computer Lab
and for special student discounts at UVI functions and in the community. Mailbox assignments
are made through the University’s Mail Clerk located in the Student Activities Center
next to the Mail boxes. In addition, part time and graduate students can now vote
for student representative to the UVI Board of trustees. Students can now join UVI
registered student organizations as well as serve in an executive capacity for these
organizations. A list of registered student organizations is available online with
a brief description of the organization and contact information. Representatives of
registered student organization constitute the Activities Board responsible for deciding
how these funds are to be used.
IX. LOCKERS
Lockers are located in the Student Activities Center. Lockers are limited and available
to matriculated commuting students. Students must supply their own locks and sign
for the locker when it is assigned and then at the end of the year when the locker
is cleared.
X. STUDENT ORGANIZATION REGISTRATION PROCEDURES
NOTE: YOU WILL BE EXPECTED TO:
1. Read all correspondences, brochures and handbooks given to you
2. Follow all rules and regulations that govern Student Organization operation
3. Work closely with your Advisor(s) in furtherance of your organization’s goals
4. Open a UVI account if you plan to operate fiscally. A Signature Card with the signatures
of those authorized to sign fiscal documents will update or initiate an organization’s
account
5. Complete one community project each semester
one at UVI and one in the general V.I./Caribbean community
6. Attend training workshops and participate in Activities Fair.
7. Submit an Annual Organization Report due in the Spring by the last day of classes
to include:
list of activities/programs for the year
list of active members
financial report
general comments
list of officers for the upcoming year, including off-campus mailing address and telephone
numbers.
HERE ARE SOME SIMPLE STEPS TO FOLLOW:
Complete an Organization Registration Form
Prepare a Constitution - (If there are no changes to your last constitution on
file, you may opt to use it)
If you plan to operate fiscally, complete a signature card. Note that your organization
cannot reserve dates for fundraisers on the master calendar until this card is
submitted.
Submit Organization Registration Form and Constitution to the Student Activities Office
by September 30. If you miss the Fall registration, the late deadline in the Spring
is January 21.
WHAT’S NEXT?
1. Director of Student Activities sign Registration Forms
2. A copy of the approved Registration is returned to the Organization’s President
along with:
An Activities Handbook with accompanying forms
A master calendar of events for the year
Signature Card copy - if submitted
An Advisor’s Brochure
3. Look out for notices on the Executive Orientation and the Meeting for Advisors.
X1. PROCEDURES FOR APPLYING TO HOLD AN ACTIVITY
The Office of Student Activities is responsible for coordinating campus activities
to ensure there are minimal or no conflicts. Bonafide student organizations that wish
to sponsor an activity must first discuss their proposal with their advisor(s). Applications
for Activity Approval are to be completed and signed by the organization’s Advisor,
President and the person in charge of the activity at least two (2) weeks in advance
for major activities, such as parties, shows, and off-island travel (see guide sheet)
and one week for all others. After careful examination of the application to ensure
that all requirements have been met, consideration will be given. No activity is to
be held without confirmation from the Student Activities Office via a signed approved
copy of the application. It is also highly advisable that major activities will require
the presence of the club's advisor.
Organization leaders are expected to submit a report of any unexpected event occurring
during the course of an activity held on or off campus. In any such event, the first
person to contact is campus security (DIAL 0 for campus security on intercampus phone
or dial (340) 776-9200 or (340) 693-1530). Security personnel will take the necessary
precautions and contact appropriate officials based on the nature of the incident.
Reservation of Facilities
To facilitate the process for clubs and organizations, reservation of all facilities,
including classrooms and recreational facilities will be made through the Student
Activities Office via a facility reservation form. Group representatives must travel
with the Activity Approval Form for verification purposes. It is wise to call Security
(693-1530) to remind them to open the venue. It is the organization’s responsibility
to contact Security at the end of the function to secure the site. Note the general
contact for each venue.
Classrooms:Contact Ms. Diana Claxton or Judith Harrigan at 693-1159
Recreation Facilities:
Contact Dean of Student Affairs at 693-1120 for the Recreational Center (Club House)
Contact Athletic Department at 693-1199 for Sports & Fitness Center, Softball/Soccer
Field, and the Outdoor Basketball Court adjacent to the Recreational Center.
Contact Campus Operations at 693-1140 for John Brewers Bay Beach, Golf Course, and
the Tennis Court.
Activities Center: Contact Student Activities Office at 693-1640
Cafeteria:Contact Student Housing at 693-1110
This site requires a $100.00 security deposit for major activities in the form of
a check requisition that is returned if conditions are satisfactory. Users are responsible
for professionally cleaning the facility after use.
Resources Available to Organizations (Check the Inventory List online)
Mailboxes (Organizations should reserve a mailbox if all Exec. Members reside off-campus)
Liaison to Physical Plant, Food Services, and Security
Reservation Forms for campus facilities and other approval/requisition forms
Equipment and supplies for campus-related events to include: coolers, ice, cash pans,
money bags, tables, table cloth, popcorn machine, extension cords, games, athletic
equipment, developmental/motivational videos, metal scanner, etc.
UVI Student Groups cannot use UVI’s official letterhead. Groups are encouraged to
create their own individual letterhead.
Policies Affecting Major Events - Parties, Variety Shows, Programs and Off Island
Travel
Parties must end at 3:30am
Parties cannot be held more than once on the same weekend.
Groups are responsible for hiring additional security for parties and dances.
All materials should be checked out of the Student Activities by 4:00pm on a regular
working day and must be returned by the next working day.
Arrangements must be made for a security safe deposit on campus at the end of the
function.
All monies collected or deposited in the safe should be deposited in the Accounting
area of the Business Office by midday of the next working day, to reduce the security
risk to student holding money solely in their possession.
Travel outside the VI may require two forms of identification. Students traveling
should walk with their validated UVI I.D. and medical card. F-1 students are advised
to check with the Access and Enrollment Services Department (Admissions) before travelling
off-island. Most international travel requires a valid passport.
BEFORE:
Submit Activity Approval Forms two (2) weeks in advance
cleaning and security deposit $100 Pavilion
Check Requisition to cover expenses
Permission request to serve alcohol on campus is available through the Dean of Student
Affairs office (Requires submission two weeks before)
Name of Advisor who will be supervising the function
Name & phone numbers of police officers if the event is a late night activity where
money is collected.
DURING/AFTER
Set up site
Serve drinks in plastic cups only
Dispose of garbage and remove it from the site
Pick up cups and debris from the facility and surrounding areas
Accompany Security to make overnight deposit
Report any incident that occurs to Student Activities Office by the next working day
to be addressed accordingly
XII. FINANCIAL PROCEDURES
Funds collected by all student organizations must be deposited in the University’s
Accounting Office. These funds can be removed from the organization’s account by a
Check Requisition form signed by the organization’s President, or Vice President,
Treasurer and Advisor before turning in to the Student Activities Office. Check Requisition
Forms should be submitted at least two weeks before the date needed. Consultative
services are available through the Student Activities Office, where the fiscal document
must be approved before being processed by the Accounting Office. Check requisition
must include the name, address and identification number of the person who will be
cashing the check, along with the organization’s account number and name and account
description. Check requisitions to businesses or vendors must include a certified
name and address.
Funds collected from activities must be deposited into the University’s Accounting
Office within twenty-four (24) hours. On the weekend, large collections ($50 or more)
are to be deposited directly into the safe on campus. Students should not keep large
sums of money that belong to Organizations in their rooms or place of residence, as
they are personally liable in the event of loss or theft.
XIII. FINANCIAL RESPONSIBILITIES
a. Do not obligate more than your organization can afford!
b. Except SGA, all groups must pay for supplies/services up front - bookstore, printing,
meals & cafeteria services, on and off island purchases.
c. At the end of major functions, cash in a locked moneybag can be secured in a safe
on campus. The group must identify an individual who will contact the UVI Security
on duty at the function. The individual will accompany Security to the safe where
Security will open the safe. The individual will deposit the locked bag and leave
with the key to the bag. After a week-end event, the organization must contact security
by midday of the Monday following to pick up the bag with money. The key and bag are
to be returned to the Student Activities Office once the cash has been deposited at
Accounting. The University will not be responsible for money left in the safe.
d. Student groups wishing to approach vendors and businesses in the community for
contributions of any sort must complete the necessary request for external support.
As a result of the univeristy's solicitation policy, a list of these prosepctive vendors
and businesses must be submitted with the form. This request is submitted to the Director
of Student Activities for further processing in the office of Institutional Advancement.
For more information contact; Mitchell Neaves at 693-1046.
Chart of accounts commonly used by groups and organizations
70310 Non USVI Transportation
70312 Non USVI lodging & Subsistence
70313 Non USVI Other Travel Expenses
70351 USVI Travel-Transportation
70353 USVI Travel Expenses
70400 Hospitality
70630 Long Distance Phone Service
70670 Fax Charges
70820 Express Mail
70855 Other Postage
70920 Membership Dues
70940 Subscription
70980 Advertisement & Promotion
72000 Printing Contracted
72020 Printing-In-House
72040 Consulting Fees & Honoraria
70100 Security Services
70120 Custodial Services
70140 Food Services
70160 Data processing
70180 Performance/Entertainment
70199 Other Contractual Services
72520 Rentals of Equipment Expenses
72854 Prizes and Awards
72899 Other Miscellaneous Services
72950 Other Materials and Supplies
73000 Stationary & Forms
73020 Misc. Office Supplies
XIV. ROLE OF ORGANIZATION ADVISOR
Advisors and Co-Advisors can be part or full time UVI faculty and staff members who
have been invited by an organization to counsel. The person selected should be highly
interested in the work of the organization and should be willing to attend meetings
and be present at major activities sponsored by the organization. The advisor’s signature
is required on all Activity Approval Form(s) and Check Requisition Forms. This is
to ensure that the advisor is cognizant of the activities that the organization is
undertaking. Advisors are encouraged to contact the Student Activities Office for
guidance and attend an orientation meeting where UVI procedures and expectations are
outlined.
XV. RESPONSIBILITIES OF AN ADVISOR TO STUDENT ORGANIZATIONS
Aadvisors are expected to:
Ensure that meetings are properly scheduled and conducted. Serve as a resource person
at executive and group meetings as well as attend major functions sponsored by the
organization.
Encourage and assist the organization in the setting of group goals. They should assist
students in the planning and carrying out of a well-balance program of activities.
Work with officers to promote an efficient and effective administration for the organization.
Sign all Activity Approval and Check Requisition Forms that indicates knowledge of
budget matters.
Advisors should be aware of and be able to interpret University policies and regulations
that govern student organizations. There may be occasions when they may have to advise
a group on the legal ramifications of an activity.
Advisors who no longer have the time to effectively advise a group may need to determine
whether or not they can continue to serve as advisor, they may want to consider co-advising.
If the interest is high, but time is limited, they may want to consider co-advising
with another faculty/staff member.
In the event that an advisor resigns his/her position as advisor, he /she shall inform
the organization and the Student Activities Office of the decision. This information
must be formally forwarded to the Student Activities Office. The advisor’s assistance
in recommending a new advisor would be helpful.
XVI. SUPPORT FOR ADVISORS
Procedures relating to student organizations are administered through the Student
Activities Office. Advisors and all members of student clubs and organizations are
responsible for understanding and following the policies and procedures as put forth
in the Student Handbook and the Student Activities Handbook. Any needed interpretation
of policies and procedures can be obtained through the Director of Student Activities.
The Student Activities office serves you in the following ways:
Assumes major responsibility for the implementation of student’s activities.
Serves as facilitator the development of clubs and organizations in response to student
needs and interests
Has responsibility for programming and coordinating student activities on campus
Provides administrative and technical support and advisory services to individuals
and groups interested in planning activities.
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