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Student Club Handbook

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This handbook has been prepared to assist advisors and club/group members in successfully fulfilling the responsibilities assumed. Although we have attempted to be as complete and concise as possible, there may be items you will want explained more fully. The Student Life Specialist on each campus is a resource for your club’s/group’s operations and activities.

Moraine Park Technical College encourages extracurricular and co-curricular activities as a valid part of a student’s educational experience. Active participation in co-curricular activities can contribute to more effective work in educational programs. Participation in extracurricular activities enhances social, cultural, and physical development. Leadership skills will be fine-tuned, while practicing cooperation and respect for others and their ideas.

If you have any questions, please contact the Student Life Specialist at your campus.


Student life enhances academic success and enriches the college experience by connecting, engaging, educating and developing students outside the classroom and within our communities


To expand the concept of college beyond the classroom by creating proactive campus connections through meaningful, purposeful and memorable experiences.

The Student Life Specialist at each campus has been designated by the College as the Advisor to each campus Senate and the overall advisor to Student Clubs, Groups and their advisors. They are responsible for overseeing and coordinating operations and activities for all Senate committees and group and club efforts; ensuring that all activities are consistent with the Wisconsin State Statute, Wisconsin Technical College System and Moraine Park Technical College policies, rules, and procedures; including campus procedures; and within the bylaws of the Senates.

The Student Life Specialists will:

  1. Provide leadership for student government and activities consistent with District philosophy, policies and procedures.
  2. Review and sanction proposed student activities.
  3. Represent the District and coordinate selected tri-campus activities.
  4. Assist in maintaining up-to-date records of student clubs, their bylaws, finances, officers, members, and minutes of meetings.
  5. Be responsible for supplies and equipment used in extracurricular activities.
  6. Monitor the activities of students involved in campus activities.
  7. Serve as advisor to the Senate:
    • Attend all Senate Meetings.
    • Review meeting minutes for accuracy.
    • Approve all financial transactions.
    • Assist members in fulfilling the state purpose of the Senate.
    • Initiate the first meeting of the school year.
    • Generate interest in and knowledge of the Senate in the student body.
    • Oversee the election of Senate representatives.
    • Oversee the election of officers and assist them in the execution of their duties.
    • Work closely with Senate officers and members in carrying out all activities.
    • Personally supervise student activities as needed.
    • Sanction, schedule and coordinate all activities sponsored by the Senate.
    • Sanction activities sponsored by student organizations.
    • Perform other duties at assigned.

The club advisor shall be responsible for ensuring that all club activities are consistent with District policies, rules; and procedures, and within the guidelines of the Constitution and Bylaws of their respective Senate and Club.

The main objectives of the advisors are to:

  1. Act as liaison between students, faculty, and administration.
  2. Promote leadership.
  3. Cooperate with community agencies for the welfare of the students.
  4. Advise students on educational, special, organizational, and financial matters.
  5. Assure that the actions of the club are consistent with the laws and policies governing Moraine Park.
  6. Attend and advise all club meetings and all club related functions.

To accomplish these objectives, the advisor will:

  1. Represent Moraine Park at club meetings, activities, field trips, on and off campus fundraisers, etc.
  2. Assist, review and approve the club goals for the school year. Assist the club in meeting the ten requirements for achieving and maintaining club status, and complete necessary PowerPoint training as well as club-related documents by specified deadlines.
  3. Approve all financial transactions in accordance with District and Student Government policies.
  4. Responsible for monitoring the College’s financial records (Banner) for the club and to make sure the club members are aware of all club budget information, including transactions and balance.
  5. Assist members in fulfilling the stated purpose of the club.
  6. Initiate the first meeting of the semester.
  7. Supervise the election of members and assist them in the execution of their duties.
  8. Assist members in establishing a calendar and budget for the year.
  9. Work closely with members in carrying out all activities; personally supervise all activities.
  10. Be a resource person for members.
  11. Encourage members to participate in state and national conferences and competitions; assist with projects.
  12. Discuss and obtain approval from respective program Dean for contracts entered into by their club.

Student Government provides a forum for Moraine Park students to share opinions on college issues and offers opportunities to get involved in college life. Participation promotes skill building and leadership development. Students work with each other, plan student development opportunities, act as liaisons amongst the student body and interact with faculty and the administration in the promotion of student rights.

If you are interested in joining or would like further information, please contact any of the College’s Student Life Specialists:

Beaver Dam: Lisa Manuell
Fond du Lac: Lucas Nieman
West Bend: Sandy Botham

Student Senate

Student Senates are setup on each of MPTC’s campuses to provide individualized attention to campus issues and activities. Representatives include at-large members and representatives from each campus club.

District Student Government (DSG)

DSG consists of members from each of the campus senates and addresses college-wide student issues.

Wisconsin Student Government

WSG consists of student representatives from all 16 Wisconsin Technical Colleges and represents the interests of all technical college students in the state.
Website: https://wsgtech.com

Student groups consist of students who meet less formally and therefore do not meet the criteria to be called a student club.  Student groups cannot request funding from Student Government.  Groups and group advisors do not receive stipends.  Groups can exist without an Advisor. Groups do not receive Moraine Park account numbers, and group finances are managed entirely by its members.

Student Clubs

Club Recognition

To be recognized as an active student club on campus clubs must:

  1. Identify a club advisor and obtain a membership of six students including officers.
  2. Meet regularly (once per month) and hand in copies of meeting minutes to a Student Life Specialist.
  3. Update club bylaws and hand in a copy to a Student Life Specialist.
  4. Complete a Club Action Plan and hand in a copy to a Student Life Specialist.
  5. Verify that the club advisor has signed and submitted the Club Advisorship Agreement.
  6. Be recognized by a Student Senate(s) and send a representative to meetings.
  7. Be visibly active or volunteer, at least, once per semester on campus (on-campus fundraisers, etc.).
  8. Participate in, at least, one community-service based project per school year.

In addition:

  1. To receive any financial assistance from the Senate, a student club representative must appear before the Senate to request those funds, having appropriately completed the Club Funding Request Form.
  2. At the end of the academic year, in order to receive both your Club Advisor Honorarium, and for the Club to receive their stipend, the Club and Advisor Stipend documents must be completed by their specified dates each spring or all stipends and honorariums will be withheld.
  3. If advisors are in dereliction of duties they are subject to removal.

Club Minutes

Minutes of a meeting should be accurate and complete.

  • Have a copy of the agenda and other documents handy in case you need to check facts and figures.
  • Summarize general discussions but must record resolutions, amendments, important statements, decisions, and conclusions.


Helpful Guidelines:

  • Club name and date of your meeting should be listed at the top of the document.
  • List the names of members who are in attendance, members that are excused, members that are unexcused, and any guests.
  • Review minutes from the previous meeting.
  • Review and accept the treasurer’s report, when available.
  • Minutes should consist of official business conducted.
  • The secretary and the advisor should sign minutes. The advisor’s signature verifies that he/she has reviewed the minutes for errors and/or false and/or incomplete information.


Copies of all minutes should be distributed to the club members, club advisor, and a copy (physical or electronic) must be shared with the Student Life Specialist. Updates should also be shared with the Senate at their bi-weekly meetings.

Club-Related District Policies

Clubs will adhere to the following administrative rules pertaining to all fundraising activities.

  • Fund-raising events are to be pre-approved by the Student Life Specialist. Club Advisors should supervise and attend fundraising events and community service projects.
  • Prior to leaving for any club trip Student Life must be notified and proper forms must be completed.
  • Due to liability, risk and insurance reasons, a club advisor should not transport students in their personal cars for college sponsored travel.
  • All off-campus solicitations must be approved by the Director of College Advancement.
  • Any student club or group has the right to request the use of MPTC’s facilities and equipment subject to the rules and regulations set forth in the College policies and procedures. Facilities may be used by a student club or group for holding meetings or conducting other activities consistent with the objectives of that club. Students should work with the Student Life Specialists or Club Advisors at their respective campus to make reservations and ensure compliance with facility use protocol and restrictions.


Funds provide members the capability for fulfilling the purpose of the club. Most clubs collect dues from their members. Check your current bylaws to see if dues are provided for in your club. Membership dues and approved fundraising activities should be the PRIMARY financial support for the club.

Members are encouraged to supplement the club treasury through fundraising. However, such fundraisers may not include the sale or offering of alcoholic beverages; gambling; solicitation from students, staff, or faculty; or anything that violates the laws of local, state, or federal government. Solicitations from the community are discouraged, unless pre-approval is given by Moraine Park’s Foundation Associate. Fundraisers must be pre-approved through the Student Life Specialist on your campus and are subject to his/her approval, and all off-campus solicitations must be pre-approved by the Director of College Advancement. Some fundraising ideas which have been successful in the past are car washes, bake sales, popcorn sales, etc.

The student government of Moraine Park Technical College may provide each recognized, active club on campus with funds throughout the year, per each campus senate bylaws. In order to approve any funding from Senate or DSG the Campus Funding Request Form must be completed and turned in within the specified date.

If a club becomes inactive and leaves a balance in its treasury, that balance will be carried in the club account for two years. At the end of two consecutive inactive years, the balance will revert back to Student Senate. Funds may be spent only by a currently recognized and active student club.


All clubs expenditures must be consistent in the mission constitution and bylaws of the club.

For example, many state and national affiliates offer seminars or conventions to representatives of local organizations. Sponsoring a representative(s) is a logical choice for a club. Also, a club might host a guest speaker at a club function, purchase an item for use in the club program of instruction, or finance a club field trip.

Some expenditures are not considered appropriate. Examples are:

  • Direct financial aid to an enrolled student; i.e., tuition, scholarships, room and board, etc.
  • Gifts, donations, and contributions (unless monies are fundraised for a specific charity).
  • Awards to WTCS employees.
  • Alcoholic beverages.
  • Travel or expenses assigned as part of a class requirement.
  • Expenditures in violation of Federal or State Statutes or local ordinances.

All expenditures must be approved by the club membership, as provided by the respective Constitution and Bylaws. These expenditures must also be approved by the advisor and appear in the minutes of a meeting. The Financial Services office will delay processing a purchase request or reimbursement until the required documentation has been received.



All clubs must maintain their own record of financial transactions, however, the official record of club financial activity is maintained by the College Financial Services office. Individual club records are to be reconciled to the College’s accounting of club finances on a monthly basis. The College’s records of club revenue and expenses are available online (Banner) to the Student Life Specialists and club advisors.  Any questions or requests for additional information should be directed to the Director of Finance.


  1. Deposits:
    • All revenue/proceeds collected by the club must be deposited into the appropriate club revenue account via the registration/cashiering area at the Beaver Dam, Fond du Lac, or West Bend campus.  (A list of valid club revenue accounts is included in item 3 below.)  Expenditures cannot be made directly from club receipts. All deposits require the following information, in writing, to accompany the deposit and should use the deposit form.
      • Total of cash/coin
      • Total of checks
      • Grand total of deposit
      • Name of person making deposit
      • Description of source of funds being deposited (Note: Very important – used to verify taxability of funds)
      • Detail code (see 3 below) and dollar amount
      • Club name and fund number
    • A receipt will be issued and should be retained by the club treasurer as part of the club financial records.
    • The deposit forms can be obtained from myMPTC Student (under My Student Life>Student Club Documents>Club Deposit Form)  OR  myMPTC Employee (under Finance and Administration>Finance>All Documents>Club Deposits Form).
  2. Fundraiser sales:
    • Depending on the item being sold, charging Wisconsin sales tax may be required. As a general rule, prepared food items (i.e. food that is consumable on the spot) are taxable and bulk foods or unprepared foods are not. Any non-food retail items are subject to tax. Raffle tickets are not taxable. The following lists are examples of taxable and non-taxable items. Any questions regarding the applicability of sales tax should be directed to the Director of Finance.
      • Taxable Items
        • Bake sale/brat fry items
        • Candy bars
        • Bags of popped popcorn
        • Jewelry
        • Clothing
        • Beads
      • Non-taxable Items
        • Frozen cookie dough
        • Car wash
        • Raffle tickets
        • Magazine subscriptions
        • Boxed fruit
        • Boxes/bags of un-popped popcorn
    • To eliminate the confusion of calculating sales tax on applicable items at the time of sale, the price of an item requiring sales tax is usually stated as “tax included” (i.e. a brat priced at $3.00 would already include the applicable sales tax). The sales tax rate is different depending on the county that the campus is located in. The College business office will remit sales tax to the State each month on behalf of all clubs based on the amount deposited into the Student Sales Tax Included account and the tax rate in effect for the county of the club’s “base” campus.
    • An example of how much tax would be included in brat fry proceeds at each campus is shown below.  Rates effective 4/1/2020.
      County Campus Rate Sale Tax Included Net Revenue
      Dodge Beaver Dam 5.5% $3.00 $0.16 $2.84
      Fond du Lac Fond du Lac 5.5% $3.00 $0.16 $2.84
      Washington West Bend 5.5% $3.00 $0.16 $2.84
  3. Revenue accounts:
    • All club revenue will be deposited into one of the following club revenue accounts as appropriate. The detail code (which is the 3 digit club number followed by either “D”, “T”, “N”, or “O” as appropriate) must be indicated as part of the required deposit information (see item 1 above).
    • 4725 – Club Dues (D)
      • Any membership dues collected from club members should be deposited into this account. Membership dues are not taxable.
    • 4736 – Student Sales – Tax Included (T)
      • All proceeds from sales of taxable items should be deposited into this account. The Financial Services office will deduct the appropriate amount of sales tax from this account each month when sales tax is remitted to the State.
    • 4737 – Student Sales – Nontaxable (N)
      • All proceeds from sales of taxable items should be deposited into this account.
    • 4720 – Other Student Revenue (O)
      • Any revenue received by the club which does not fall into one of the above three account definitions should be deposited into this account. Examples include donations to a club and monies collected from members to pay for activities (other than club dues). Stipends from the Student Senate and transfers of funds from other clubs will also be recorded in this account. These transactions are posted by the Financial Services office.


  1. Approvals
    • All club expenditures must be appropriated and properly authorized by the club members by a vote of the members at a meeting and must be consistent with the constitution and bylaws of the club. All expenditures are subject to audit by the College business office and must be in compliance with Moraine Park policies and procedures.
  2. Tax exempt status
    • Club purchases are exempt from Wisconsin state sales tax under the College’s exemption status. Tax exempt forms are available from the business office to supply as proof to vendors who require written verification of tax exempt status. The tax exempt status applies only to Wisconsin sales tax and, as such, other taxes such as room taxes and sales tax in other states must be paid.
  3. Expense accounts
    • Use the following account number structure to code club expenses: 7AA 00000 55BB 93400 CC.
      • 7AA = the club (fund) number
      • 55BB = the specific class code most appropriate for the purchase (valid values are defined below)
      • CC = the location code for the club’s “base” campus (07 = BD, 12 = FDL, 27 = WB)
    • Valid class codes for club expenses are as follows:
      • 5501 – Travel – Mileage
        • Includes reimbursement for club member/advisor mileage at the Board-established rate in effect at the time the travel occurred. Mileage reimbursement to outside parties for contracted services should be charged to account 5550.
      • 5502 – Travel, Meals, Lodging, Etc
        • Includes reimbursement for club member/advisor travel-related expenses including meals, lodging, air fares, bus fares, tips, and taxi expense connected with seminars, conferences, etc. Travel, meal, and lodging reimbursement to outside parties for contracted services should be charged to account 5550. Any catering provided for club meeting or events should be charged to 5550.
      • 5505 – Conference Registration
        • Includes registration fees incurred by club members/advisors for seminars, conferences, meetings, or training programs.
      • 5520: Subscriptions/Membership Fees
        • Includes newspapers, magazines, newsletters, and other publications which are published on a regularly scheduled basis and purchased by student clubs. Also includes organizational membership fees or dues incurred by club members/advisors for club purposes.
      • 5531 – Non-instructional Supplies
        • Includes any supply items purchased by the club as well as any miscellaneous expenses not meeting the criteria for the other expense categories.
      • 5540 — Vehicle Gasoline
      • 5550 – Other Contracted Services
        • Includes all third party contracted services. This may include student activity performers, transportation services, etc. Costs of meals, travel, and lodging associated with the service will also be charged to 5550. Also, all catering should be charged to this account.
      • 5560 – Duplicating
        • Includes duplicating charges directly charged to a club at an established cost per copy as well as duplicating services provided by an outside vendor.


Student Club Account Number & Location

Student Club Club Account Number Location
Accounting (FDL) 762 12
Accounting (WB) 749 27
Auto Tech (FDL) 766 12
Barber/Cosmo Apprentice (WB) 732 27
BPA (WB) 747 27
Business Professionals (FDL) 759 12
CET (FDL) 764 12
CNC/Tool & Die (WB) 774 27
Corrections (FDL) 768 12
Cosmetology (FDL) 767 12
Culinary Arts (FDL) 761 12
Diversity Club (FDL) 758 12
Donut 730 07
Electricity (WB) 743 27
EPD (BD) 738 07
EMS (FDL) 750 12
Games (WB) 778 27
Graphics (FDL) 755 12
GUTs 727 07
Health & Wellness (WB) 735 27
HVAC-R (WB) 739 27
HR 781 07
IMD (WB) 745 27
IT (FDL) 763 12
Medical Lab Tech (FDL) 753 12
Metal Fabrication (FDL) 777 12
PTK/BMK (FDL) 752 12
Radiography (FDL) 746 12
SAC (FDL) 734 12
SME (FDL) 757 12
SNA (BD) 782 07
SNA (FDL) 744 12
SNA (WB) 756 12
SVA (FDL) 765 12
Welding (BD) 736 07
Welding (FDL) 780 12


There are several different forms of payment available to clubs for payment of club expenses. Regardless of the form of payment, a copy of all documentation related to club purchases/expenses should be retained by the club as part of its financial records.


Clubs are encouraged to pay for expenses via check whenever possible. All checks issued on behalf of a club are processed by the College Financial Services office. A check request form is required to be submitted by the club in order to obtain a check. This form can be obtained from myMPTC Employee (under Finance and Administration>Finance>All Documents>Check Request). Check request forms require the payee name and address, dollar amount and description, full account number to be charged (see item 3 above), and the signature of a club officer AND club advisor.  If supporting documentation exists (i.e. receipts, vendor invoice, etc.), a copy should be attached to the check request form.

Personal payment of club expenses by club members is strongly discouraged.  However, in the event that a club member needs to be reimbursed for expenses paid on behalf of the club, a check request form must be completed per the instructions above and submitted to the Financial Services office.

The College Financial Services office issues checks on Tuesday and Thursday afternoons.  Check requests must be received by the Financial Services office on Monday (for the Tuesday check run) or Wednesday (for the Thursday check run).  Checks will be mailed by the Financial Services office unless otherwise noted on the check request form.  Completed check requests should be emailed to: accountspayable@morainepark.edu.

2. Purchasing card

The Student Life Specialist at each campus has a Moraine Park purchasing card issued in their name.  At their discretion, the Student Life Specialists may allow clubs to purchase items using their card.  Any club expenses charged to a purchasing card must have the prior approval of the club and from the Student Life Specialist.  All receipts and other supporting paperwork must be remitted to the Student Life Specialist immediately following the purchase along with the club account number to be charged.

Purchasing cards are available to club advisors who travel with students. Please contact the Director of Finance to obtain a purchasing card in your name for travel use. Student Life Specialist will be contacted prior to issuance of card to determine the level of need.  All those who are issued a card will need to go through training on proper use and card reconciliation.

3. Club advisor reimbursement

If a club advisor purchases something on behalf of the club, a Moraine Park Expense Voucher should be completed and submitted to the Financial Services office. This form can be obtained from myMPTC Employee (under Finance and Administration>Finance>Expense Voucher 202X). All receipts and supporting documentation for the expense must be attached. The expense voucher requires the club account number to be charged as well as the signatures of the advisor, a club officer, and the Student Life Specialist. Tax will not be reimbursed. Expense vouchers must be submitted within thirty (30) days of the trip. All expenses vouchers for a given fiscal year (July 1 – June 30) must be submitted on or before July 31 of the following year in order to be reimbursed.  Any expenses submitted after July 31 relating to the previous fiscal year will be disallowed.  Completed expense vouchers should be emailed to: MPTCexpensevouchers@morainepark.edu.

Informal and Formal Appeal

If a student or staff member has a grievance (issue/problem/concern) with a club advisor:

  • The student or staff member must contact the advisor with whom they have the grievance and request a face-to-face meeting or phone conference to discuss the concern within five (5) standard business days of the date on which the alleged issue occurred.
  • The advisor must hold the meeting or phone conference with the student or staff member within five (5) standard business days of the receipt of the request. The advisor will listen to the entirety of the concern.
  • Within five (5) standard business days of reaching a decision, the advisor will communicate the decision to the student in writing (college e-mail or letter) and provide a copy to student life. If there is no resolution of the grievance with the advisor, the student may initiate a Formal Appeal.

If the issue was not able to be resolved during the meeting with the advisor and the student seeks to pursue the matter further, the student may appeal the sanction using the following procedures.

  • The student or staff member must submit a written appeal request to student life within five (5) standard business days of the date on which the student/staff member learned of the advisor’s decision. The written appeal request document (or e-mail) must clearly address:
    • The specific concerns.
    • The date on which the student/staff member met with the advisor to seek resolution of the issue (if the student/staff member did not meet with the advisor, the student/staff member must explain why).
    • The result of the discussion with the advisor.
    • The outcome the student/staff member seeks.
  • Student life will contact the student/staff member to establish a meeting. At this meeting, student life will discuss the concerns related to the issue. After the meeting student life will communicate a decision, in writing. A copy of the communication will be provided to the advisor (as applicable).


Social Media Procedure

This procedure establishes the criteria for creating and maintaining any official college social media sites, including, but not limited to, Facebook, Twitter, YouTube, Blogs, Google+, Pinterest, Snapchat and LinkedIn. These online social media sites allow individuals, or groups of individuals affiliated with Moraine Park Technical College, to create a place for a group of people to come together online to post information, news and events. Moraine Park’s social media presence is intended to enhance the college’s marketing, communication and social networking initiatives.

Moraine Park’s social media presence will provide students and other constituents with up-to-date college information and the opportunity to communicate with social media administrators and other users. For intentions of this procedure, an administrator indicates the person(s) allowed to create, maintain and delete any social media presence. This procedure is intended to outline proper social media usage guidelines in order to ensure the most effective use of social media.

Personal faculty, staff and student social media uses are not included in this procedure. Faculty, staff and students may not use MPTC affiliated social media for their personal use, nor should they use personal social media to conduct official business of the college. For suggestions on how faculty and staff can best connect professionally with Moraine Park students and alumni, please contact the College’s Advertising and Social Media Manager. If a Moraine Park employee group, such as MPACTE or other staff professional organizations, or student group, such as the Corrections Club or Multicultural Club, create a social media presence affiliated with the college they must notify and meet with the Marketing department. Organizations or clubs not affiliated with Moraine Park do not have to meet with the Marketing department nor are they allowed to use any form of the Moraine Park Technical College name within the title of their social media presence. The College does not take any responsibility for social media developed by individuals not affiliated with the college.

Oversight of all Moraine Park-affiliated social media is the responsibility of the Marketing department. Contributors to Moraine Park’s social media presence must follow Moraine Park’s policies and procedures and the Student Handbook, in addition to the employee and student guidelines herein described in this procedure.

Moraine Park Technical College’s Social Media Presence
Moraine Park’s social media presence encourages students, staff, alumni, potential students, and community members to post comments or questions. Examples of social media include, but are not limited to Facebook, Twitter, YouTube, Blogs, Google+, Pinterest, Snapchat and LinkedIn.
The Marketing department is the administrator for the College’s social media presence. Those who wish to contribute information to Moraine Park Technical College’s official social media sites must contact the Advertising and Social Media Manager.

Comments/Wall Posts
Moraine Park Technical College encourages interaction from social media users on Moraine Park’s social media sites. The College reserves the right to block or remove the content of any post that violates college policies and procedures, including but not limited to harassment, threatening, or profane language aimed at creating a hostile or intimidating environment per Moraine Park’s policies and procedures and the Student Handbook. Content may be removed at any time without prior notice for any reason deemed to be in the College’s best interest.

Any media request received by faculty, staff or students, via any social media presence or other online forum, must be directed to the College’s Public Relations and Advertising Associate and the Advertising and Social Media Manager.

Creating and Managing a Social Media Presence (Facebook used as an example, but guidelines apply to all social media pages):

Individual college departments, programs, clubs and organizations wishing to develop a social media presence (e.g. Facebook) on behalf of Moraine Park Technical College must meet the following criteria:

  • Meet with the Advertising and Social Media Manager.
  • Sign the Social Media Authorization Form acknowledging they have read, understand and will abide by the Social Media Procedure.
  • Include the Advertising and Social Media Manager as an administrator.
  • Have an authorized representative of the college, such as an employee or a student under supervision of a Moraine Park employee, create the social media presence. Note: It is the responsibility of the Club Advisor (when the authorized representative of the college is a student) and the Supervisor (when the authorized representative of the college is an employee) to notify the Social Media Manager when a change is made to the authorized representative of the college.

If the above criteria are not met prior to creating a social media presence, the administrator and/or authorized Moraine Park representative will be contacted and the presence removed.

Any social media sites(s) created by a student(s) for educational purposes as part of a program/class cannot use Moraine Park Technical College, Moraine Park or MPTC in the title of their social media site(s).

If authorized to create a Facebook page or group, departments, programs, clubs or organizations must create a “group” not a profile “page”. Group provide a closed space for small groups of people to communicate about shared interests. Fan Pages allow legitimate organizations, businesses and brands to communicate broadly with people who like them. The Marketing department encourages groups, departments, programs, clubs and organizations to utilize the Official Page of Moraine Park to publish messaging as it reaches a wider audience, making a Group a better venue for more targeted dialog. An individual from one of the aforementioned groups can work with the Advertising and Social Media Manager to strategize posts on the Official Page of Moraine Park. Pages may only be created and managed by authorized representatives of Moraine Park Technical College.

Contact the Marketing department to ensure proper steps are taken before developing a page or group.

Social media sites are interactive tools and administrators are required to closely monitor and frequently supervise user conduct. It will be the sole responsibility of the social media administrator(s) to post relevant content on a regular basis. It is recommended to check social media sites in the morning and afternoon to allow for quick responses to any problems that may arise and to ensure an engaging, interesting environment for visitors. Minimally, social media Fan Pages should be reviewed and a post made, every 1 to 2 days. An outdated page can be more damaging to the image of the college than not having a page at all. The more often you post, the more interactions you will receive. Meanwhile, it is recommended that Groups post only regularly, but only when information is pertinent. The Group should still be checked twice a day to ensure quick response.

If content is not regularly posted during any one month period, administrators will be contacted by a marketing department representative as a reminder to be posting content. If regular posts do not occur during the next one month period the Marketing department will remove the social media presence.

All content must relate directly to student life, college business, programs, and/or services. Content placed by administrators cannot promote individual opinions or causes, or for profit endeavors. It is the administrator’s responsibility to ensure the accuracy of all information before posting. When posting, be mindful of copyright and intellectual property rights.

Photos and Videos
Uploaded photos and videos must relate directly to the college and/or student life. Photos and videos should not be used to promote products, services or programs outside of the college. Discretion should be used when posting electronic image(s) of students, faculty and staff, or other college visitors, without their acknowledgement.

Negative Comments
A negative comment is an opportunity to show social media users that Moraine Park Technical College is responsive and willing to assist when needed. However, not all comments warrant a response. If it is determined a response is necessary, always:

  • Gather the facts, so correct information is used in the response.
  • Provide a friendly and polite answer to the negative comment
  • Direct him/her to the correct source that can offer assistance if you can’t offer the assistance he/she needs
  • Limit responses that encourage excessive back-and-forth commentary. Use your personal discretion to determine when to end the commentary.

If additional assistance is needed when handling negative comments, contact the Advertising and Social Media Manager.

Violations and Misuse
All content and posts are bound by the social media providers’ (such as Facebook)Terms of Use, Code of Conduct, Moraine Park Technical College’s Acceptable Use of Computing Resources procedure the Student Handbook, and other MPTC policies and procedures governing student and employee behavior.

Do not post confidential or proprietary information about Moraine Park Technical College, its students, alumni or employees. Use good ethical judgment and follow college policies and procedures, Code of Ethics and the Student Handbook as well as federal requirements, such as the Family Educational Rights and Privacy Act (FERPA), Equal Opportunity Policy Statement, Health Insurance Portability and Accountability Act (HIPAA).

Abusive content should be reported according to the social media provider’s procedures. For example: “Facebook encourages all users to utilize the “Report” links when they find abusive content. In most cases, you will find a “Report” link below the piece of content. Selecting this link takes you to a form where you can specify the type of abuse and make a detailed report. Facebook investigates these reports and makes a determination as to whether or not the content should stay up. All abuse reports on Facebook are confidential.”

The Student Travel Code of Conduct Form needs to be completed in its entirety by each participating student prior to every club-sponsored activity that takes place at an off-campus location.

Signed forms should be kept by the attending advisor during the activities so that emergency contact information is readily available for all participants.

Per the Vice President-Finance and Administration, the following policies apply to student travel:

  • Students cannot drive District vehicles.
  • If personal injury or property damage occurs, in a private vehicle the driver of the vehicle bears primary liability as follows:
    • If a staff member is driving a district vehicle, even though they are the driver, the College bears primary liability.
    • If a staff member is driving their personal vehicle, the staff member bears primary liability. Club advisors should not transport students using their personal vehicles.
    • If a student drives their own vehicle, the student bears primary liability.

In the interest of fiscal responsibility, participants will carpool and use a district vehicle whenever possible. Non-carpooling arrangements must be approved/deemed necessary by the advisor.

Student Life should be informed as soon as possible when a club decides it will be traveling to request additional District funding (if available) to support club advisor travel expenses. Club accounts should not be funding advisor expenses. 

Please refer to the Travel Checklist and Funding Request and Student Travel Code of Conduct form prior to any club-related travel. The Travel Checklist and Funding Request must be turned into Student Life no later than 2 weeks before traveling with students.

Any expenses charged or reimbursed by a student club or student government organization must be approved prior to the expenses being incurred, and this approval must be recorded (with specifics of who- by name or number of total attendees- and what exactly is covered) in the club’s or student government organization’s records, and kept on file in the appropriate campus’s Student Life Office.  Any request for reimbursement not meeting these criteria is subject to immediate refusal.