Why Get Involved - Clark College€¦ · Web viewWHY GET INVOLVED? Purpose of Student Clubs. The purpose of a student club is to give students the opportunity to explore interests

CLUB

HANDBOOK

Revised June 2014 by Rachael Redjou, Club Coordinator

Associated Students Clark CollegeASCC Club Handbook

Table of Contents

WHY GET INVOLVED?.................................................................................................................. 3Purpose of Student Clubs...........................................................................................................3Benefits to Students................................................................................................................... 3Benefits to Advisors.................................................................................................................... 3Benefits to the College...............................................................................................................3

CLUB COORDINATOR AND CLUB COMMITTEE.........................................................................4Club Coordinator........................................................................................................................ 4Club Committee.......................................................................................................................... 4Sample Agenda for a Club Committee Meeting..........................................................................6

BEING AN OFFICIAL CLUB...........................................................................................................7Your Rights as a Club..................................................................................................................... 7

Your Responsibilities as a Club..................................................................................................7How to Get Started..................................................................................................................... 7Charter....................................................................................................................................... 7Club Inactivity............................................................................................................................. 9Club Quarterly Report and Review.............................................................................................9Club Member Status.................................................................................................................10Club Advisor Status.................................................................................................................. 10

ORGANIZING YOUR CLUB.........................................................................................................10Advisor..................................................................................................................................... 10Officers..................................................................................................................................... 11Nomination and Election/Selection of Officers..........................................................................12Managing Meetings..................................................................................................................13Role of Committees Within Clubs.............................................................................................13Resignation of a Club Officer....................................................................................................14Recruiting Members – Ideas on How to Get the Word Out.......................................................14

YOUR CLUB BUDGET................................................................................................................. 15Your Club Budget Account.......................................................................................................15Examples of Allowable Expenditures........................................................................................16Other Ways to Purchase Items:................................................................................................17TRAVEL REQUEST................................................................................................................. 17Authorization For Travel...........................................................................................................17

CLUB SERVICE FUNDING..........................................................................................................18How to Earn the Money............................................................................................................19Donations................................................................................................................................. 23Fundraising............................................................................................................................... 23

PLANNING ACTIVITIES...............................................................................................................24Setting Goals and Planning Activities.......................................................................................24

ASCC CLUB HANDBOOK 1

Project Planning....................................................................................................................... 25What Events Should Be Publicized..........................................................................................25Good Public Relations Tools....................................................................................................26Some Things to Keep in Mind:..................................................................................................28

GETTING TO KNOW THE STAFF...............................................................................................28The Office of Student Life Staff.................................................................................................28The ASCC Executive Council...................................................................................................29

GETTING TO KNOW THE LINGO...............................................................................................31


WHY GET INVOLVED?

Purpose of Student Clubs

The purpose of a student club is to give students the opportunity to explore interests and combine various aspects of their academic and/or vocational learning into personal action. In a student club, students have the chance to apply their skills and knowledge in a community environment. They work together to set goals, develop plans to achieve those goals, and carry out their plans, while building and maintaining working relationships in the process. In clubs, students learn the responsibilities of leadership and how to become involved in the campus community.

Benefits to Students

Students are provided with the opportunity to participate in activities that develop and enhance their abilities.

Student clubs are a means of reaching a diverse pool of students with varied abilities. Clubs provide opportunities to:

Develop leadership skills involving communication, problem solving, meeting management, decision making, and conflict management.

Learn to work as part of a team and contribute to group effort.

Learn to work well with people from diverse backgrounds.

Enhance self-esteem.

Meet and become better acquainted with people from the campus and community.

Apply knowledge and skills learned in the classroom.

Become better acquainted and more appreciative of instructors and advisors.

Get more involved in campus and community activities.

Benefits to Advisors

Advisors of student clubs can gain a great deal as a result of their involvement. Such involvement can provide opportunities to:

Motivate and challenge students. Better know and understand students outside the classroom. See students successfully apply skills learned in the classroom. Meet and work with leaders from the community and our campus in planning student club programs. Meet professionally and socially with other instructors involved in similar activities. Work with students from diverse backgrounds.

Benefits to the College

Student clubs can provide a window through which the community views the school. Through student club activities, community members can be involved with students in positive ways and become familiar with the college program. Some of the benefits of a student club to the school include:

Development of public speaking skills which enable students to effectively communicate their ideas to community members.

Development of good public relations fostered through student club programs, including recognition of the college, its students and its programs.


Development of skills which assist students in becoming knowledgeable participants in community clubs.

Opportunities for recognizing and rewarding students who may not receive similar attention through other school activities.

Involvement of community members in student projects.

CLUB COORDINATOR AND CLUB COMMITTEE

Club Coordinator

The ASCC Club Coordinator works to support clubs. It is the responsibility of the Club Coordinator to:

Be the first point of contact when clubs have questions or need help. Serve as chair of the Club Committee. Work closely with clubs in planning and coordinating club meetings and events: Demonstrate a working knowledge of the procedures for facilities use, custodial, stage setup requests

and campus security requirements for all club events. Plan and implement the training of student club representatives. Coordinate a quarterly event (excluding summer) for club recruitment. In coordination with the Director of Student Life:

o Prepare the Club Service Funding annual budget.o Prepare and periodically update the Club Handbook.o Mediate conflicts between and within clubs.

The Club Coordinator may be contacted by phone at (360) 992-2353 x3169 or by email at [email protected]. The desk of the Club Coordinator is located in The Office of Student Life, Penguin Union Building (PUB) room 160.

Club Committee

The Club Coordinator uses Club Committee to communicate and share information with Club representatives and as a time when clubs can complete leadership trainings required for participation in certain activities. Club Committee also acts as a forum for clubs to meet and share their events and activities, promote participation, and exchange other information. Finally, Club Committee is a body from which volunteers for various activities can be solicited.

Club Committee is comprised of one (1) representative from each active club. The Club Coordinator serves as the chair of the committee and the Executive Assistant as recorder of the minutes.

Why it is Important to Participate in the Meetings?

The Club Committee is one of the only ways for the clubs to communicate with all other campus clubs. In addition, most of the decisions made by Student Government depend upon student input and approval. The ASCC relies on the Club Committee as a resource for this contribution and support. Club Committee meetings provide the opportunity for club activities and reports to appear in official minutes so they are properly documented. The Club Representative must attend a minimum of three (3) Club Committee meetings per quarter for their club to be considered active by the ASCC.

Club Committee Representatives

Representatives are to be appointed by each club. It will be the duty of the Club Representatives to act on behalf of the interests of their club when voting and giving club reports to the Club Committee.


Representatives must be currently enrolled Clark College students (except when the Club Advisor is acting as representative). There is no GPA requirement.

One individual may represent no more than one (1) club at any given Club Committee meeting. o Club representatives must be members of the club that they are representing in order to take

the information discussed at Club Committee back to their individual club meetings. The club representative will serve to inform their own club of events and issues as presented in Club

Committee. Clubs may alternate club representatives in order to fulfill attendance requirements. Club Representative(s) will also participate in designated trainings on an as-needed basis in order to

fulfill the requirements set forth by the ASCC in order to travel, spend money, fundraise, earn Club Service Funding, and host an event.

Meetings

Club Committee meets every other week, beginning the second week of Fall, Winter, and Spring quarters. Times are posted and changed as needed. It is the responsibility of the Club Representative to maintain knowledge of meeting times and dates, checking periodically for schedule alterations.

At the beginning of the meeting, quorum is established by a count of clubs represented. Quorum is set at a simple majority of the chartered clubs at Clark, half plus one represented, or twenty (20) clubs represented, whichever is smaller at the time of the meeting. Quorum must be met in order to approve agendas and minutes.

Meeting Format

Club Committee follows an agenda and adheres to a modification of Robert’s Rules of Order, as adjusted by the ASCC Club Coordinator. An example agenda and some of the items it includes follows on the next page.


Sample Agenda for a Club Committee MeetingClub Committee

October XX, 20XX, 2:00 p.m.PUB 258A

1. Call to Order

2. Statements from the Audiencea. At this time, invited guests are asked to introduce themselves and present their information.

3. Review of Agenda

4. Approval of the Minutesa. Club representatives are asked to review the minutes and make any necessary corrections.

5. Important Reminders and Deadlines

6. ASCC/ABP Officer and Student Life Reports a. At this time student officers from the ASCC Executive Council and the Activities Programming

Board are able to relay any information they deem important to the committee. This is also a time when the ASCC can ask for volunteers for upcoming events on campus

7. Old Business a. This section is where business that has previously been discussed by the committee comes up

for discussion again and a short debrief of any events occur.

8. New Businessa. At this time, new business is presented to the committee. Discussion of the topic is encouraged

and this allows for a question and answer session.

9. Club Chartersa. The clubs that have been chartered since the last Club Committee meeting will be announced

and the Club Coordinator will read each new club’s Statement of Purpose.

10. Student Life Advisor Reportsa. This is a time for the Student Life Advisor to rely to clubs information about up-coming college

events, remind them of college deadlines, and ways in which they can participate and benefit from campus and community events.

11. Club Announcementsa. This is a time when clubs can advertise for their up-coming events and meetings to other clubs.

Clubs can ask questions and share other information regarding their club.

12. Adjournment

13. After Adjournment, clubs can request various trainings in order fulfill the requirements to participate in various club activates. These trainings may also be given as the main subject of a meeting.


BEING AN OFFICIAL CLUB

Your Rights as a Club

An ASCC club is entitled to:

The right to use the name of the college or ASCC in connection with the club’s own name. Facilities scheduling and use of space on the Clark College campuses. Use of the financial services provided by the College. The right to conduct fundraising activities and use of the College name and ASCC when off campus.

As a new club you will receive $100 seed money, deposited into your club account, after you have attended “Basic Training,” which is offered at Club Committee or in a scheduled meeting with the Club Coordinator.

Your Responsibilities as a Club

You are considered an extension of Clark College and the ASCC and will be expected to conduct your programs and/or activities accordingly. The ASCC Constitution and Bylaws, this Club Handbook, the Student Code of Conduct, and the Clark College Policies and Procedures manual are a few of the documents which define appropriate club conduct.

Chartered student clubs must be open and available to any Clark student regardless of race, color, national origin, sex, age, creed, religion, sexual orientation, gender identity, gender expression, marital status, presence of physical, sensory or mental disability, disabled veteran status, or Vietnam-era veteran status.

You will also be expected to take active measures to maintain your club status. You will be expected to maintain a list of current officers because this list may be requested by the Club Coordinator at any time.

How to Get Started

In order for a student club to become officially recognized by the ASCC, it must submit an ASCC Club Charter Application to the Club Coordinator who will process it for approval. Every club, even returning clubs, need to complete the charter process at the beginning of every Fall quarter. New or returning clubs can charter or re-charter at the beginning of Fall, Winter, or Spring quarter, so long as it is before the annual Spring deadline. (Please reference Club Calendar for all dates and deadlines.) New clubs should also make necessary inquiries to be aware of any possible parallels to existing clubs, student organizations, or College programs/services.

Charter

A club charter is a document which provides structure for the club’s organization. Club Charter Applications will be provided by the ASCC, and will require you to provide the following information:

1. Official name of the club.2. Statement of Purpose for the club 3. Name and signature of the student representative.4. Name and signature of the advisor.5. Names, email/phone numbers, and the last 4 digits of the student identification number (SID) of at least

ten (10) interested or supportive students. These ten (10) students will be verified by the Club Coordinator before the Club Charter Application can be processed further and brought up for review at Club Committee.


A club charter may be denied or held from approval at any point during the charter process for the following reasons:

Statement of Purpose is unclear or fails to reflect how the club will benefit the students of Clark College or it fails to state/imply that all students are welcome.

A similar club or student program already exists to the degree that the potential club could alter membership or financial stability of the existing student organization.

The College offers a similar/duplicate service for students. Necessary charter information is not provided or does not meet guidelines (i.e. missing signatures, does

not have ten (10) currently enrolled students interested, risk and liability for desired activity is too great for the participants/College etc.).

Chartering/Approval Process

Step 1: A student interested in starting a club should acquire a Club Charter Application from the Office of Student Life, and contact the Club Coordinator.

Step 2: Complete the Club Charter

1. Select a club name and form a Statement of Purpose. The Statement of Purpose should describe how the club will benefit the students of Clark College, and must be recognizable as open to all students.

2. Seek a Club Advisor. This individual must be a Clark College employee and should preferably be a full-time faculty or staff member. Student Employees (such as Student Government officers or work-study students) are not viable advisors.

3. Provide the potential advisor with a copy of the Letter of Position Acceptance for Club Advisors.4. Acquire the name, contact information and signature of the Club Advisor on the Club Charter

Application. This is their written commitment to serve as the advisor. If the club has more than one advisor, all advisors should receive a copy of the Letter of Position Acceptance and should sign the Club Charter Application.

5. Acquire signatures from ten (10) currently enrolled students who support the club.

Step 3: The Club Coordinator will review the Club Charter

If approved, the Club Coordinator will sign the Club Charter o A Club Charter may be denied or held from approval for the reasons listed on page 8. The Club

Coordinator will contact the Club Representative to discuss possible revisions needed to the Club Charter.

Step 4: The Director of Student Life will review the Club Charter

If approved by the Club Coordinator, the Director of Student Life will review the Club Charter. If approved, the club is now officially chartered.

A Club Charter may be denied by the Director of Student Life for the reasons listed on page 8.o If denied, the Club Representative will meet with the Director of Student Life. If a satisfactory

outcome is not attained, a final appeal may be made to the Dean of Student Success and Retention.

Step 5: Once approved, the Club Representative or Club Advisor may request a copy of the approved Club Charter. The club is now recognized by the College.

The club may now qualify for use of facilities and are eligible for a variety of other services offered by the Office of Student Life located in PUB 160.


Maintaining Your Status as a Club

In order to be considered an active ASCC club one (1) Club Representative from your club must attend at least three (3) Club Committee meetings per quarter.

The club representative and officers must be currently registered students. The Club Advisor may attend Club Committee meetings in lieu of the representative. Each club may only have one (1) Club Representative vote on behalf of that club. A representative cannot represent more than one (1) club at a time. If a Club Representative or the Club Advisor is unable to attend the meeting, alternate arrangements

may be made with the Club Coordinator to ensure meeting requirements are met. It is up to the Club Coordinator’s discretion to allow for meeting make-ups.

Clubs are required to turn in a Club Quarterly Report by the deadline, which is determined by the Club Coordinator, at the end of each quarter. This report will outline general club and club service funding activities that the club participated in or held, progress made within the quarter, club officer names, positions and the number of club members.

Failure to turn in a Club Quarterly Report by the deadline will result in the loss of your club’s charter.

Club Inactivity

A club is considered inactive if it is represented at less than three (3) Club Committee meetings in any given quarter. Clubs attending less than three (3) meetings will be required to re-charter.

When a club with an established club account remains inactive (ceases activity) for a period of one year, all funds in the club account will be returned to the ASCC.

Club Quarterly Report and Review

The Club Coordinator conducts a quarterly review of all clubs in order to verify club activity and to ensure that the charter is up-to-date. The review includes meeting attendance and the submission of the Club Quarterly Report of club activities.

In addition, the Club Coordinator has the right to review the activities of a club and may for cause: Put a club on probation. Suspend a charter. Revoke a charter.

Reasons for probation, suspension and/or charter revocation include (but are not limited to): Lack of student support. Failure to adhere to federal, state and local regulations regarding college clubs, including, but not limited

to, Clark College policies and procedures, ASCC Constitution and Bylaws, and the ASCC Club Handbook.

Inappropriate use of College resources. Improper use of club funds. Student Code of Conduct violations.

Clubs may appeal probation, suspension and charter revocation decisions to the Director of Student Life. If satisfactory outcome is not attained, a final appeal may be made to the Dean of Student Success and Retention.


Club Member Status

Clubs may have non-students as members, provided the majority of the membership is comprised of currently registered Clark College students. Clubs may not deny membership to any currently registered Clark College student.

Club officers must be currently registered Clark College students. Clubs must ensure, on a quarterly basis, that the officers have student status. Clubs may determine additional criteria with regards to officers, provided officers are currently registered students. The Club Coordinator has the right to review the official student status of officers. Clubs without officers must ensure that individuals who are made responsible for such activities as event planning, finances, travel, etc. are currently registered students.

The voting members of a club must be currently registered students. Clubs may determine additional criteria with regards to voting members, provided they are currently registered students.

Club funds may not be used to pay for expenses related to non-students, with a few exceptions. The Director of Student Life can provide further information on appropriate expenditures with regards to non-students.

Club Advisor Status

The ASCC Executive Council and Office of Student recognize the faculty/staff member(s) who sign the club charter as the official advisor(s) to the club. Club Advisor status may be transferred, shared, granted or removed with use of the “Change of Advisor” form, which can be obtained from the Club Coordinator.

Clubs may have more than one advisor. It is up to the advisors to share information and responsibilities.

Clubs may have individuals who serve as community resources to campus clubs; however these persons may not serve in a Club Advisor capacity; as such, community resources may not make arrangements for use of facilities, sign official paperwork or travel (as the advisor) with the club. Club funds may not be used to pay for any expenses related to the community resource person, with a few exceptions. The Director of Student Life can provide further information on appropriate expenditures with regards to community resources.

ORGANIZING YOUR CLUB

Advisor

Club advisors are expected to:

Be a resource person for the club. Serve as a liaison with other campus offices and staff. Be thoroughly familiar with the nature and objectives of the club. Read the ASCC Club Handbook and be familiar with the policies and procedures described in this

document. Assure sound financial and business practices that comply with state and college policies regarding

expenditures of club funds. Over see good record keeping of all club events, meetings and plans. Any activity involving the

exchange of money is particularly important and must meet college requirements for accountability and state auditing.

Sign all paperwork authorizing expenditures. The Student Life Office will not approve financial forms without the signatures of the club advisor and club student representative.

Attend club meetings as available. Attend and assist with all club trips and major events or make arrangements for staff attendance if you

are unable to participate. See ASCC Travel Packet and Administrative Policies and Procedure 315.040 – Field and Related Trips for more detailed information.


Be aware of the expectations set forth in the Student Rights and Responsibilities Code, especially in regards to use of alcohol and narcotic substances at college sponsored events. Report any violations to the Student Life Office.

Comply with college rules and regulations and state ethics rules and regulations. Conduct yourself professionally and model effective leadership behaviors. Maintain confidentiality of student records in accordance with Clark College policy.

Officers

The number of officers varies from club to club. Each club usually includes a President, Vice President, Executive Assistant, and Treasurer. Many clubs also have a Publicity Officer, Historian, and Parliamentarian.

Elected officers form an Executive Committee under the guidance of the Club Advisor and should assume the leadership of the club. All recognized officers of a club must be currently enrolled students of Clark College.

Clubs also appoint a Club Committee Representative, this may be an existing officer, or an otherwise non-officer club member; the Club Advisor may also choose to act as Club Committee Representative (for more information, see Club Coordinator and Club Committee).

Officers not required for recognition as a club, with the exception of a Club Committee Representative. Since many members may not be aware of the duties of each officer, it is important to conduct a brief session outlining those duties prior to the nomination and selection process. This way, students will understand exactly what their role will be if they are elected to office. A brief outline of possible officers’ duties follows:

President: Provides direction and leadership for the club. Calls and conducts meetings of the club and its officers. Prepares agendas. Designates subcommittees. Is aware of the financial affairs of the club. Is familiar with the club constitution and enforces it. Is familiar with all policies and procedures governing clubs and club activities.

Vice-President: Serves as chairperson in the absence of the President or when the President wishes to speak from their

personal position. Assists the President with the responsibilities of that office. Provides input in developing the meeting agendas. Acts as subcommittee coordinator. Assists President in promoting club activities.

Executive Assistant: Records and keeps the official minutes of all meetings; is responsible for the accuracy and

completeness of the minutes. Is responsible for all correspondence of the club. Maintains the membership list and attendance roster.

Treasurer: Develops the club’s official budget. Conducts all business transactions of the club. Maintains the official fiscal records of the club. Collects dues (if applicable). Makes financial reports at each meeting. Helps develop fundraising strategies.


Publicity Officer: Gathers and classifies club news. Prepares news articles for publication or broadcast. Sends reports of club activities to the state and/or national clubs. Publicizes club events and meetings.

Historian: Maintains club scrapbook/website. Assists the Office of Student Life in maintaining current information about the club on the club bulletin

board.Parliamentarian:

Ensures that meetings are conducted in an orderly manner. Assists members in understanding rules of correct parliamentary procedure. Knows the procedures for “Robert’s Rules of Order”.

Nomination and Election/Selection of Officers

The nomination and election/selection of officers is an important process. The following points may be helpful:

Discuss leadership qualities and the demands of each officer's position. Stress to candidates that a leader should possess both ability and willingness to do the duties that their position entails.

The outgoing President of the club should appoint a student nominating committee. Members may also volunteer to run for office. Make sure nominees have agreed to be on the ballot.

Encourage students to campaign for office; this may increase interest and understanding of the officers' roles and responsibilities. You may want to issue campaign guidelines. Campaigning also serves to publicize the election and thus encourages a good voter turnout.

Prepare the ballots before the election, along with the forms for reporting the results.

Select students who are not on the ballot to count the votes. Students who are counting votes need to remember that the results are confidential. Many clubs decide not to post actual numbers of votes cast for each candidate in order to avoid embarrassing those who receive few votes.

After the appointment of the officers, the outgoing officers should hold a special orientation session for the new officers to acquaint them with their new duties in detail. At this meeting:

Stress the importance of the officers becoming familiar with the goals and purposes of the club and the importance of the students making it their club, not the advisors.

Provide information to the officers about effective group process and the need to help members accomplish goals while maintaining good relationships among themselves.

Encourage the officers to develop knowledge and skill in effectively running meetings.

Provide the Executive Assistant with information on keeping accurate and complete minutes of meetings. At each meeting, the Executive Assistant should keep a record of the following:

The date of the meeting. The time at which the meeting was called to order.

A list of members present at the meeting.

Whether or not the minutes of the last meeting were approved as read; if changes were made, they should be listed.

Copies of the officer reports and committee reports.

The exact wording of each motion made, the maker of the motion, and whether the motion passed or failed.


Announcements made.

The time at which the meeting adjourned.

Provide the Treasurer with information on accurate record-keeping procedures. The treasurer should be able to report the following information at each meeting:

The club budget balance as of the last meeting. Income since the last meeting.

Expenditures since the last meeting

Managing Meetings

Meeting leaders typically face a two-fold challenge: getting the job done and attending to the personal/interpersonal needs of group members. Total attention to task over a long period of time can wear members out, leave “unfinished business,” and create morale problems. Exclusive attention to the interpersonal needs of a group can mean that no work is accomplished and can ultimately result in boredom and dissatisfaction on the part of the group members. Effective meeting leaders are able to achieve a balance between these two dimensions of meeting dynamics. In a healthy group situation, meeting members likewise assume responsibility for the maintenance of that balance.

Role of Committees Within Clubs

Club committees are small groups assigned to carry out one or more tasks. Some of the major areas of concern for committees are:

Public relations. Social/recreation. Community service.

There are two basic types of committees: Standing and Special.

Standing Committees are usually appointed for the entire year and are concerned with ongoing club business.

Examples of standing committees include: Executive committee. Budget and finance committee. Public relations committee. Community service committee.

Special or Ad Hoc Committees are usually appointed to address a specific short-term problem or conduct a specific, immediate activity, and are dissolved after the purpose is accomplished. Examples of special or Ad Hoc committees include:

Orientation committee. Election committee. Specific activity committee (e.g., Thanksgiving Food Drive Committee).

Committees are the means by which club activities are accomplished, and a well-organized committee made up of willing members can really get the job done. It is important for the Executive Committee to decide as soon as possible which standing committees the club will require. The list of standing committees should consist of a minimum of three members, one of whom is appointed by the Executive Committee to serve as chairperson. Standing committee members may be assigned by the Executive Committee after consideration of both a member's preference and experience. It is important that each committee be made up of both old and new members, and that every member serve on at least one standing committee.ASCC CLUB HANDBOOK 13

At the first standing committee meeting, a recorder should be selected who will provide the club's Executive Assistant with a list of committee members and submit the report on committee activities at club meetings. Remember that a committee should:

Provide an opportunity for each member to participate. Outline the responsibilities of each member. Discuss overall aims and objectives. Work as a team. Meet regularly and follow an agenda. Report periodically to the vice-president, who serves as committee coordinator.

Resignation of a Club Officer

If a club officer wishes to resign they must send an email to the Club Coordinator stating their resignation, and from what position they are resigning from and ensure all other club materials are up-to-date.

Relieving a Club Officer of Duty

To relieve an officer of duty, club members should provide the officer with a written statement as to why they are being asked to step down. This statement should be clear and approved by the Club Advisor and Club Coordinator.

Club members must then organize a meeting where a vote to relieve the officer will take place. This meeting and its purpose should be advertised to club members at least two weeks in advanced, and the Club Advisor must be present. This two week notification period allows time for club members and officers to openly discuss the potential suspension and/or alternatives.

The officer in question may choose not to attend the meeting; however, if the officer being relieved is present they have the option to make a statement on their own behalf.

A vote is then taken by the officer of highest rank who is not in question. Quorum, a simple majority (half plus one), is required to relieve an officer from duty. The Club Coordinator should then be notified of the vote’s outcome, and signature cards for the club updated.

If a club has its own ratified bylaws that detail a different process for relieving an officer, they are responsible to meet with the Club Coordinator and gain approval for their alternative process prior to enforcement.

Recruiting Members – Ideas on How to Get the Word Out

It is important to have a wide variety and a large number of people in your club. The more people, the more active you can be in following your club’s Statement of Purpose.

A great way to recruit members for your club is to attend the Club/Involvement Fair, which is held at the beginning of Fall, Winter, and Spring quarters. Clubs, student programs, and departments at Clark College gather in one place to allow for students to see all the services and programs available to them.

If you have a table at Club/ Involvement Fair, remember to: Have multiple sign-up sheets with lots of pens so people can leave their information. Have a brochure with club information, meeting times and dates, and information about the club. Have a display board that showcases what your club is and what you do. Make it fun with small activities, food, free stuff, etc.

Other ways to recruit new members:ASCC CLUB HANDBOOK 14

Hold events on campus. Be visible! (speakers, films, videos, workshops). Come up with a controversial event. Bring in a speaker or issue not normally talked about. Encourage people to come to your event and invite them to join your club.

Develop a club Facebook, website, and email list. Update them regularly. Post club information on the club bulletin board (located outside the Office of Student Life) and other

campus bulletin boards and update the info and flyers regularly. Create a monthly or quarterly newsletter or calendar (this is a good way to keep the group going when

you leave). Advertise in the student newspaper. Hold a rally, demonstration, or festival. Set up an information table at busy intersections on campus. Leave information on the tables in Gaiser Student Center.

YOUR CLUB BUDGET

Where does the money come from?

Your $100 seed money and Club Service Funding money (discussed on page 18) is funded with Service and Activities (S&A) monies that are collected from enrolled students upon registration; these fees are considered separate from tuition costs.

S&A Fees fund a variety of student services, activities, and programs. The fee setting procedure, which the Washington State Legislature has adopted, provides a steady stream of S&A income for the benefit of these programs.

The S&A Fee statute was originally enacted during the 1971 legislative session. Please refer to RCW 28.14.041 – RCW 28.14.045 for more information.

Your Club Budget Account

As new clubs are chartered, a budget number will be assigned and the Club Coordinator will notify you of the budget number when it is assigned. Clubs that are re-chartering will keep the budget number that has been assigned previously.

Your club budget is an account, similar to a checking account, where your financial transactions, revenue (deposits) or expenditures (withdrawals), are incurred. KNOW YOUR ACCOUNT NUMBER! Your account number is needed for all deposits and purchases, as well as making copies.

Club accounts are under the jurisdiction of the ASCC Student Government and are to be used to finance activities sponsored by the club. Those in charge of an activity may determine how money is to be spent so long as the expenditure is not an improper use of public funds within the policies and requirements of Clark College and the state statutes.

Once a month, your club will get a report on your account. The report will also be sent to your club advisor. The report will give you an itemized record of all purchases and deposits to your account.

Examples of Allowable Expenditures

A few examples of allowable uses are:

Personal service contracts: For special services such as guest speakers or performers. Supplies: Paper and general office supplies, paint, and paint brushes.


Travel: Travel expenses for college van rentals, rentals, train and airplane transportation, lodging and meals during trips are included.

Entry fees: Fees for extra and co-curricular programs and activities. Membership dues: Dues for associations benefiting the involvement of a college club. Trophies or certificates of award of nominal value ($30 or less) may be purchased to be given to

students who have “earned them”. Providing refreshments at approved student activities (examples: graduation ceremonies, student

activity or club meetings, student awards, student work sessions, etc.).

Examples of Unallowable Expenditures

Scholarships (an exception is made for athletic scholarships). Purchases of alcohol or tobacco. Gift Card purchases (Clark College Bookstore is the only exception). The gifting of any farewell gifts, flowers for bereavement, unless it is in return for participation. A club or other student groups purchasing any food or refreshments without the pre-approval of the

ASCC Finance Director and the Director of Student Life, unless in travel status as a club member or advisor.

Check with the Office of Student Life for other restrictions using S&A Funding.

Club Seed Money

Seed money of $100 for each new-chartered club will become available for use after a club representative has attended “Basic Training,” which will be offered either through Club Committee or in a personal meeting with the Club Coordinator.

Making Deposit to Your Account

All funds collected through fundraising must be deposited as soon as possible to the Cashier’s Office located in Gaiser Hall. Provide the name of the club, the budget number, and the total amount of cash and/or checks to be deposited. All checks must be made out to “Clark College” and endorsed the same on the back of the check. Make sure to request a copy of the deposit for your club records and another for the Student Life Office.

Deposit slips are not a mandatory form for a deposit as long as you can provide the information mentioned above. A copy of the deposit transaction will still be provided to you for your records and for the Office of Student Life.

Making Purchases or Traveling

Before you may access your club funds, you will need to have a completed ASCC Club Signature Card filed with the Office of Student Life. Very similar to a bank’s signature card, it provides the names and signatures of club members and advisors that may make or approve budgetary transactions for the club. Without the form on file, all requests for purchases or travel will be denied.

There are several ways to make purchases. Please remember when submitting any requests to include documentation as to its purpose. Documentation can be a flyer of an event or activity, minutes or an agenda of a meeting, or even an email to your club membership announcing an event. Documentation is a requirement for any financial activity.

Plan ahead! Allow 2 to 8 weeks from the time you submit your request to the time it is completed. In the case of purchases, it may take longer depending on the item and the location of the vendor. For travel, it may take longer depending on where you are going and the type of transportation requested.


Some of the most common ways to make purchases are:

Procure + is the current software used for purchasing supplies, materials, equipment, paying membership fees, or catering services. The club advisor will need to generate this purchase because the software program is only available to College staff. Documentation for the purchase is still required and must be electronically attached to the requisition. For assistance, your advisor may call Purchasing Services or contact the Office of Student Life.

Invoice Vouchers are used to pay for items unusual in nature and will seldom occur, such as an Honorarium, or a personal contract for services. In some cases, a W-9 tax form will be required. You may option this form from the Office of Student Life.

Petty Cash is another way to make a small purchase and is usually for last minute items. Petty Cash is limited to $100 per day, per person, per vendor. The funds used are from the individual and they must be a currently registered student or employed staff person or instructor. It will take from 2 -3 weeks to receive a reimbursement from the business office.

Other Ways to Purchase Items:

Credit Cards are available in The Office of Student Life which may be checked out for small local purchases. The credit card may not be used for admissions, registration or other fees. Food purchases are also not permitted.

A Costco Card is also an option but must be reserved 2 weeks in advance. To reserve the cards you’ll need to process a requisition through Procure + and indicate the date you want to use the card, the purpose, and the estimated amount of purchases.

Bookstore purchases may also be made at the College Bookstore. The paperwork is available in the Office of Student Life. There a staff person will describe how to use the process, and any budget limitations.

Open Purchase Orders are accounts with local vendors. It is like having a charge account with a limited amount of purchases available. The Open Purchase Orders are more commonly known as Blanket Accounts. The most popular accounts are with a Pizza Vendor and Fred Meyer. Each of the accounts has very specific limitations. The paperwork is available in the Office of Student Life and instruction for use will be provided at your Leadership Training.

Clubs that use these ASCC Blanket Accounts frequently can create their own. This is a decision that can be made at any time during the year and are created using Procure+.

TRAVEL REQUEST

Authorization For Travel

In order to be able to travel, the Club Representative(s) must first attend “Travel Training.” This training can be requested through Club Committee or in an individual meeting with the Club Coordinator.

All travel related to club business (field trips, off-campus activities, conferences, etc.) must be approved in at least two weeks in advance. A Travel Request Authorization form is used to request funds to cover the cost of meals, lodging, and transportation, registration related to travel. A Travel Request Authorization form is to be completed, even if there are no costs incurred by the club. All student travelers must meet GPA and registration requirements.

Risk Waivers and Emergency Contact Information forms are required for all overnight travel. The club advisor must keep a copy of the Risk Waiver forms secured and the Emergency Contact Information forms must be carried with the group at all times. The advisor should also collect the contact cell numbers of everyone


traveling. A copy of these forms and phone numbers must also be forwarded to the Office of Student Life prior to departure.

The Travel Request Authorization form must be completed and include date and times of departure and return, destination, purpose, and itemized expenses with documentation. Each entry on the form must be accompanied by supporting information to justify the expense you have entered. All mileage and meal expenses are based on government rates. Check with the Office of Student Life to find the most current information.

The names of all travelers must be included. Travelers must be currently registered students, and club advisors must travel with students. Please refer to the ASCC Travel packet for details on student credit and GPA requirements, restrictions on total annual travel expense permitted for each student annually, and the student to Advisor ratio.

Travel Expense Voucher

The Travel Expense Voucher is to be completed upon return from a trip. It is used to reconcile travel expenses and advanced funds that were received.

Attach to the form any receipts, car rental contracts, and hotel receipts. Please have each person sign for receiving any advanced funds for meals. If an advance is provided for meals, receipts will not be required when you return, however the traveler’s signature must be attached to the Travel Expense Voucher. If no advance for meals was received, then each traveler will need to keep their original receipts and submit them with the form to be reimbursed.

This form is required to be submitted to the ASCC office before the 10th day of the following month of travel.

CLUB SERVICE FUNDING

The purpose of Club Service Funding (CSF) is to recognize and encourage the involvement of clubs and student organizations in the campus and community. In order to qualify for Club Service Funding, the Club Representative(s) must first attend “Club Service Funding Training”.

Highly active clubs are financially rewarded for providing events and activities and/or supporting events and activities that promote the educational, cultural, athletic, and social well-being of Clark College students and our community. Some of the ways that the clubs can benefit Clark College and community are by:

Fulfilling the club’s goals Becoming more involved in the campus and community Generating energy and enthusiasm for the campus Providing human resources for the community Developing skills for interpersonal relationships Developing team and individual organizational skills

Who? The Associated Students of Clark College (ASCC) allocates funds into a CSF budget. The ASCC Club

Coordinator and Director of Student Life or designee coordinate the CSF program. What?

CSF refers to funding that the ASCC allocates to highly active clubs for their service to the campus and the community.

When? Club Service Funding is allocated on a weekly basis during fall, winter and spring quarters by the Club

Coordinator and the Director of Student Life. Why?ASCC CLUB HANDBOOK 18

The ASCC provides funds to the clubs so that they can fund activities that further their goals in accordance with their Statement of Purpose.

How much? Club members will receive $10 per hour per member of CSF. A club may earn up to, but not more than $1,000 dollars during Fall and Winter quarter. Spring quarter

will depend on the amount of money left in the budget. Club Representatives can earn $10 of Club Service Funding for attending necessary trainings, up to

$40, or 4 people. Club Service Funding earned by attending various trainings will be awarded automatically.

How to Earn the Money

Eligibility Requirements

Club Service Funding forms must be completed correctly and must be filed with the Club Coordinator before the quarterly deadline.

The club must attend at least three (3) Club Committee meetings per quarter. The club must turn in a quarterly report form each quarter to the Club Coordinator. At least three (3) different club members must volunteer hours during the quarter for the club to qualify

for Club Service Funding. A student representative (per club signature card) from the club must attend a “Club Service Funding

Training.”o The representative’s that attend the Club Leadership Training are the representative/s that will be

responsible for signing the CSF forms that are turned in at the end of each quarter. Multiple students from each club are eligible and encouraged to be trained as signatories for CSF.

For any activities or events that clubs request CSF for, fliers/posters must be turned in to the ASCC Club Coordinator for approval two weeks in advance and posted at least one week in advance.o A list of advertisement methods can be found on pages 26-28.

Additionally, the event for which service funds are being requested should directly benefit a group other than the members of the club (i.e. attending a conference directly benefits only the club members, whereas, assisting with a conference on campus may benefit multiple groups and organizations).

Ineligible Events and Activities

Clubs cannot earn Club Service Funding for events where they are charging a fee or are part of a fundraiser. This includes fundraiser planning, preparation and picking up of supplies.

CSF cannot be awarded for events where the club is otherwise being compensated (i.e. a club that is earning extra credit for a class by participating or being paid to be present at the event cannot be awarded CSF).

Clubs cannot earn Club Service Funding for their own web site development. If they choose to help another club with web site development, then they can request funds upon the approval of the Club Coordinator and Club Committee Advisor. It is the duty of the club to keep an active and accurate log of hours spent on such a project.

Non-students may not earn, request, file paperwork for, or otherwise attempt to get Club Service Funding for the club(s) they are affiliated with.

Club Service Funds may not be earned in conjunction with fundraising events.

If clubs are unsure how a particular event counts towards Club Service Funding they can contact the Club Coordinator.

Categories of ServiceASCC CLUB HANDBOOK 19

There are six (6) categories of service that can be earned by a club: On-Campus Volunteering. Off-Campus Volunteering. Host an Event. Movie Event. Club/Involvement Fair. Committee Service.

On-Campus Volunteering

On-Campus Volunteering funds can be earned by helping at any events that occurs on the Clark College campus. Events may be coordinated by the ASCC, Activities Programming Board, the Student Life Office, another club or student program. Some examples of On-Campus Volunteering are donating blood, setting up or taking down an ASCC event, and ushering at a play.

Caveats Regarding On-Campus Volunteering

Assisting ASCC with the overall set-up (placing tables) and takedown (putting tables away, disposing of trash, resetting the room) will require a separate sign-in sheet. Please be sure to sign in and out of the event. Not doing so will render the volunteer’s (not the club) hours ineligible for CSF.

Clubs can only earn funding for donating blood if it is done at the Blood Drive sponsored on campus by Clark College Health Services. Club members attempting a blood donation may be awarded one hour of Club Service Funding, whether or not the donation was successful.

A club that volunteers at another club’s event may earn more hours than the sponsoring club. The total amount earned will be dependent on the number of volunteers assisting.

Off-Campus Volunteering

Off Campus Volunteering funds can be earned with any off-campus service that the club participates in, with at least three (3) club members. The activity must be approved by the Club Coordinator and Club Advisor prior to the service. Additionally, the Club Representative(s) will need to attend “Travel Training” before off-campus service can occur. There are additional forms needed for off-campus travel (even if no expense will be incurred), including, but not limited to, a Travel Request Authorization Form and a Risk Waiver Form. All forms must be filled out before the activity can occur. You need to turn in these forms at least two (2) weeks before your scheduled event to allow time for the paperwork to be processed.

Caveats Regarding Off-Campus Volunteering

A Travel Request Authorization Form must be filed concurrently with the initial Off-Campus Club Service Funding Form for approval.

If the Off-Campus CSF Form and Travel Request Authorization form are not correctly completed and turned into the Club Coordinator two (2) weeks before the event for each of the participants, then the event will not be counted towards CSF.

The club must send at least three members for it to be counted as an official club event and for you to receive CSF.

Host an Event or Movie Event

Host an Event or Movie Event funds may be earned when an event is sponsored by one or more chartered clubs. Examples of club events are speakers, performers, community forums, lectures, movies etc. Before you can host an event on campus, the Club Representative(s) must attend “How to Plan an Event Training” which is offered either through Club Committee or in an individual meeting with the Club Coordinator.


Club events hours are counted as follows for sponsoring clubs: o Two (2) hours of planning for each hour of the event o A maximum of two (2) hours for set up o The actual hours of the event o A maximum of two (2) hours for takedown

Example: If a club sponsors a four (4) hour event, then they will be able to receive up to sixteen (16) hours in Club Service Funding:

o Event Planning (4x2) 8 hourso Set-up 2 hours o Event 4 hours o Takedown 2 hours o Total Hours = 16 hours

Movie event hours are counted the exact same way for set-up, event, and takedown. However, a maximum of two (2) hours of planning is allowed for each movie event.

Caveats Regarding Host an Event and Movie Event Clubs receiving One Time Funding Request money for an event may not earn CSF for that event. There is a licensing fee required to show movies in a public setting. Please contact Darci Feider at

[email protected] for more information on planning a Movie Event.

Club/Involvement Fair

Club Fair or Involvement Fair is a special event with a fixed CSF rate for the entire event because it is an event that is expected to happen quarterly and all clubs are expected to be involved, Club Fair can only be counted for a maximum of four (4) hours total. No planning hours will be counted towards Club Service Funding.

Committee Service

Committee service funds may be earned when clubs participate as members of approved campus, ASCC, or tenure review committees. The ASCC Vice-President assigns students to committees; there is a separate application and Club Service Funding form required for this type of service. (Gray Form)

Caveats Regarding Committee Service

To avoid conflicts of interest the following committees are not eligible for CSF: Activities Programming Board, ASCC Club Committee, ASCC Constitution and Bylaws, ASCC Executive Council, and ASCC

On-Campus VolunteeringEligible for CSF

On-Campus VolunteeringIneligible for CSF

Volunteering at an activity (serving food at ASCC event, hosting craft table at Family Night, ushering theatre event, etc.)

Volunteering for the Clark Foundation (wearing the Penguin Mascot at a sport event)

Reading books onto tape for Disability Support Services

Working the concession stand at sport eventCreating Centerpieces for Alumni-Student Dinner

Participating in an activity (just eating food at ASCC event, bringing your family and doing crafts with them at Family Night, etc.)

TutoringAny work the club or individual students are being

financially compensated forAny activity the students are receiving graded

credit forWatching a sports event


mailto:[email protected]

Any activity not approved through ASCC Club Coordinator

Club/MovieEligible for CSF

Club/MovieIneligible for CSF

Bringing a production to campusPlanning/ hosting a campus-wide eventWorking with the art gallery to bring an exhibit to ClarkWork on other club’s webpageDonation drive for charityProviding free services to studentsVolunteering for a community organization on campusHosting a movie that is advertised to all students

Being in a theatrical productionOwn club’s webpage designFundraiser for clubEvent paid for via One Time Funding RequestHosting a movie solely for clubAttending an off-campus conferenceAny Off-campus activity not pre-approved through

ASCC Club Coordinator

CommitteeEligible for CSF

CommitteeIneligible for CSF

ASCC Elections CommitteeASCC Finance CommitteePlanning CommitteesTenure CommitteesCollege Committees

ASCC Executive CouncilASCC Activities Programming BoardASCC Club CommitteeCommittees within own clubJudicial Review Committee

Services & Activities Fee Committee. All other campus committees are eligible for CSF unless the Club Coordinator or Director of Student Life, or another appointed designee notifies you otherwise.

No more than two (2) members of the same club can serve on the same committee. No more than four (4) club members can request funding for serving on committees. A club member serving on a committee will only turn in a Club Service Funding form at the end of the

quarter, with all meeting dates and times written on the form.

Below you will find a short summary of events that will or won’t be eligible for CSF. This is not meant to be an all-inclusive list. If you have any questions regarding the eligibility of an event, please contact the Club Coordinator.

OTHER WAYS TO EARN MONEY

DonationsAny club interested in cash donations must be approved before seeking any donations by the Director of Student Life or designee and the Clark College Foundation. After submitting your fundraising proposal, you will receive instructions regarding how to, and who, you may ask for donations. The Clark College Foundation receives funding from our community and we must avoid duplicate requests.

Product Fundraisers and donation drives must be approved by the Director of Student Life or designee.

Fundraising

The following information applies only to ASCC funded programs and clubs. Before you can hold a fundraising event, the Club Representative(s) must attend “Fundraising Training” either through Club Committee or in a meeting with the Club Coordinator. ASCC CLUB HANDBOOK 22

Each fundraising proposal must be submitted to the Office of Student Life two weeks prior to the proposed date for approval. This proposal is found in the “Fundraising and Cash Handling Procedures Packet” at PUB 160 or on the Student Life website. It is vital to plan ahead to allow time for planning, addressing any risk or liability issues, reserving space, and publicizing your event. In this packet will be the details for cash handling, purchasing supplies, making contributions, and the designation of a person in charge (PIC).

The Packet will describe how to properly seek donations from local businesses or individuals and communicating with the Foundation regarding which businesses you may approach.

It is important to note that when individuals are in possession of cash, there must always be two people present. This protects everyone involved. Also important is the immediate deposit of all funds at the conclusion of an event. If this is not possible, you will be required to provide the location where the funds will be stored (until deposited) and the responsible person’s name on the Fundraising Proposal.

Cash Handling Procedures

Handling cash is a part of any fundraiser, but it is important to follow the guidelines addressed in the Fundraising and Cash Handling Packet to ensure your funds are safe and participants are protected from loss or damages.

No funds should be removed from the total cash at any time. All expenses will be addressed after the event in the same way all purchases and expense are paid through ASCC. The Program Director, Club Advisor, or Student Representative may be held personally responsible for the loss of any money not properly deposited as specified.

A locking bank bag and cash box is available for transporting and storing money in the Office of Student Life.

Records must be kept for six (6) years for state compliance. It is the responsibly of the club or programs to maintain accurate club records including fundraising. The Office of Student Life requires copies of deposit slips and any communication from the Foundation or donors in regard to a fundraiser.

One-Time Funding Requests

One-Time Funding Requests are granted through the annual collection of both unallocated and unspent Services and Activities (S&A) Fees. Your club may request a portion of this money to be used for events that are unusual in nature and that are not expected to happen again (e.g. a national conference in Washington D.C. that club members would like to attend). Currently, One-Time Funding Requests have no dollar limit. Executive Council Budget Committee, Chaired by the ASCC Finance Director, reviews requests weekly. To be eligible, your request must:

Demonstrate a tangible benefit to the Clark College students and/or community. Be a one-time request - unusual in nature and not expected to reoccur. Be from a recognized Clark College student organization. Be willing to provide monetary contribution depending on the size of request. Provide a letter of support from appropriate dean.

The ASCC Executive Council Budget Committee will review the request based on the following criteria:

Is this a logical and appropriate use of S&A Funds? Does the request fit the mission of Clark College? Is this truly a one-time expense? If this is funded now, what will the expectation be in the future? Does the request attract or retain students at Clark College? Are there other more appropriate financial resources available?


The One Time Funding Request Form is available in the Office of Student Life, Penguin Union Building 160 or on the Student Life website at: www.clark.edu/student_life/forms_docs.

Submit requests via email to the ASCC Finance Director at [email protected] and to the Director of Student Life at [email protected].

PLANNING ACTIVITIES

Setting Goals and Planning Activities

It is important that your club set goals for each quarter and plan activities related to the purpose of the club.

The following are some additional guidelines to keep in mind during the process of selecting activities:

Do not set an unrealistic number of goals. It is more important to successfully achieve a few goals than to attempt too many.

Make sure that all activities your club participates in are balanced among the basic types of activities: service, social, fundraising, and, for vocational student organizations, professional. A good goal list should contain each type of each activity.

Be sure that all activities are geared to the ability and interest level of students. Activities should present a challenge to students, yet should not be so difficult as to frustrate them.

Be sure that the activities planned are within the confines of the club's budgetary restrictions.

Remember that the club exists for the students. Students' interest and involvement in the activities are directly related to the input they have in planning those activities. It may be helpful to pose questions such as those listed below during discussions concerning planning of activities:

How will this activity help further the club's goals? Will this activity benefit the majority of members? What will each activity require of members in terms of time and effort? What club resources (money, materials, etc.) will be required? Will the activity generate energy and enthusiasm among members?

The club planning should include the following:

Goals - broad statements of what the club hopes to accomplish. Activities - statements of the activities the club plans to undertake to fulfill each goal. Tasks - the detailed tasks which must be accomplished in order to make sure the activity goes well. Responsible Leader- the name of an individual who will take responsibility for making sure the task is

accomplished; this individual may form a committee or delegate the task, but still assume responsibility for making sure it is accomplished.

Deadline - a specific date by which the task will be accomplished. Evaluation Plan – did the club accomplish what it set out to do?

Clubs planning events must submit an Event and Activity Request Form to their Club Advisor. This form is available online or in PUB 160 and should include the below information.

Event Name. Date/Time of Event. Location of Event. Resources needed for Event. Club Budget Number.


Project Planning

As a Group:

Decide on your project! Involve everyone! Develop written, measurable goals and objectives. Detail a description of the entire project. Designate a contact person. Determine who you will need to contact to get permission to do the project. Develop a budget. Determine timelines/place/date/hours. Determine if your project follows college rules and procedures. Delegate the work--Organize your committees-food, entertainment, room request, tech needs, set-up

and take down coordinators etc. Devise a unique publicity campaign. Do it! Get the project accomplished. Determine the degree of success, evaluate the project. Don’t forget to thank people! (It’s best to do this within 48 hrs. of event).

Detailed Event Planning and Evaluation Forms are available online at the Student Life website.

EFFECTIVE ADVERTISING

Good public relations (advertising) is essential if you want to get other students and the campus involved in your meetings and activities. In all publicity, you should stress the purpose and benefits of the club.

What Events Should Be Publicized

Club Meetings Club activities/events Leadership workshops Guest speakers

Good Public Relations Tools

In order to help streamline the advertising and promotion of your club event or meeting, the ASCC has created a Club Advertisement resource document, which allows the Student Relations and Promotions Coordinator to help you effectively advertise. This document can be found in PUB 160 or online at http://www.clark.edu/student_life/forms_docs.php .

Below is a list of possible advertisement methods that you can utilize:

ASCC/Student Life Bulletin Boards: Your ASCC has 20 bulletin boards throughout the campus (marked by the Penguin Boarders). All items displayed on our boards must be approved by Student Life and left at the front desk for posting. Any items not approved will be removed. Please do not post items yourself, bring 20 flyers (8.5 x 11) or posters (11x17) to our office to be approved and we will post them for you. This allows us to monitor the items on our boards and to be sure that the boards are used for official college groups only, as is our policy.

ASCC Monitors: If you have items you would like advertised on the ASCC monitors, please send a PowerPoint slide to Samantha Lelo at [email protected] 1-2 weeks prior to your event. If you are advertising a specific event, the slide will be removed after the event. If you are advertising a generic type slide, it will removed at the end of



http://www.clark.edu/student_life/forms_docs.php

the term. You can also specify whether you would like the information posted on main campus only or on our satellite campus monitors as well.

Bathroom/Campus Calendars: The ASCC maintains a high volume of captive audiences on a daily basis by way of our events calendars which are posted in the majority of the school’s restrooms. These tend to be great times to deliver short and sweet pieces of the most vital information: the what, where, and when of many events. If you would like any additions to be made to our calendar, or have a regularly occurring event which you would like incorporated into our calendars, please email the Student Relations and Promotions Coordinator at [email protected] by the 25th of each month the basics of your events: Who is holding What event, Where, and When does it start and end. If possible, adding a Why students should go (learn ___, free___, meet ___, etc.) can be very helpful

NOTE: due to the space constraints of 8.5” X 11” paper, events will be added as space is available.

Clark Reader Board: If you would like to promote your events (not club meetings) on the Clark Reader Board located off of Fort Vancouver Way go to Clark Net: Tools: Reader Board Request Form at https://intranet.clark.edu/tools/sign/.

Club Mailboxes: Stuff club mailboxes with a handbill or flyer.

Club Committee: Bring flyers and present your event to the Club Committee. This is the perfect time/place for your club to advertise events.

Displays and Exhibits: Prepare displays or exhibits to place at the Student Involvement Fair or reserve a table through the Student Life Office to promote your club display in the Penguin Union Building Concourse.

Flyers: Flyers are the best way to get your message out. Flyers can be created from on an 8.5 x 11 paper. You can also use the butcher/poster paper and poster paints and markers in Student Life to hand draw flyers.

The flyer should emphasize the important information, but also be eye-catching. If you are planning to reduce (or enlarge) the flyer, make sure your text is clear and prominent. Never underestimate the value of a well-designed flyer: the key is to have flyers posted at least one week before the event!

Be in Compliance with the Campus Posting Policy! Bring your completed flyer to the Office of Student Life to be posted – do not post the flyers yourself.

In order to receive the “Authorized by The Office of Student Life” stamp for posting policy guidelines, your flyer/poster must include:

a. The name of the club(s) sponsoring the event.b. Current and accurate contact information for a club representative.c. The time(s), date(s) and location(s) of the event being advertised.

In general: Flyers cannot be placed on wood, painted, plastered, metal or glass surfaces. All signs must bear an authorization stamp. All signs placed in improper places or improperly hung may be removed immediately by Student Life. Do not ever post on the ASCC Penguin Boards!

Gaiser Student Center Screens: Mark Owsley is the person in charge of the Gaiser Student Center (GSC) screens, so if you would like something posted on the screens in GSC, please send a PowerPoint slide to Mark Owsley at [email protected] 1-2 business days prior to your event. If you are advertising a specific event the slide will be removed after the event. If you are advertising a generic type slide, it will removed at the end of each term.

Handbills: Handbills are miniature versions of your flyer that you can hand out. They are created by making an 8.5 x 11 flyer, emailing Production Printing and asking them to place 2 or 4 flyers per page.



https://intranet.clark.edu/tools/sign/


Independent Ads: Create an ad for the school newspaper. This may look similar to your flyer or poster, but should emphasize the important information (day, date, time, location, and if it is free or if there is a cost). Contact The Independent Ad Sales for pricing information.

Logo: Create a club logo; use your logo on every type of advertising. Purchase giveaways such as yo-yo’s, squeeze bottles, and key chains.

Newsletters: Send a newsletter to members, employees, instructors and administrators. Include club announcements, special interest features, and articles about activities.

News Press Releases: A press release is a paragraph of information on your event which includes all the pertinent information for your activity. You can use a press release to provide information to media sources about your activity.

Posters: Posters can be created from your 8.5 x 11 flyer by asking production printing to enlarge it to 11x17. You can also use the butcher/poster paper and poster paints and markers in the Student Life Office to hand draw posters.

Student Email: Student Life has the ability to send out a limited number of messages to our students. If you have events/information you would like advertised through student email, please send an email to Sarah Gruhler at [email protected] stating the desired date to be sent, the email title, who the email is from and to whom responses should be made.

Table Tent Signs: Table tent signs can be placed around campus on tables in Gaiser Student Center, PUB 161, Hanna Hall Lobby, etc. to promote your club meetings or events. Just be aware that Facilities comes at night and wipes down all tables and may possibly remove your table tent.

Teasers: Have your artist/act come early and walk around heavily populated areas.

Thank You Letters: Thank you letters are an important way of showing your club’s appreciation for contributions and support from the school and civic communities.

T-shirts/Buttons: Make/buy, distribute, and wear items with your club’s logo.

Visit Classes, Organizations, and Club Meetings: Inform students of projects and other events and how they can get involved with your group.

Word of Mouth: Regardless of how many other tools you use to advertise your events, word of mouth is always a key component in effective advertising. Get your club members talking to students in their classrooms about your club and its upcoming events.

Some Things to Keep in Mind:

Make use of Journalism: Writing your news stories with a variety of quotes from well-respected campus leaders and administrators and including photos may get your pieces run “as is.”

Set Realistic Expectations: For example, if there are 11,000 students, don’t expect 5,000 to show up!

Make Sure Your Event Does Not Conflict with Others: Check the campus calendars by calling Event Scheduling at 360-992-2713. Try to schedule in advance so that not all activities are lumped together on the same day.

Be Good to Yourself: If you have done all you can to plan everything in advance, including paperwork, then pat yourself on the back for a job well done!



Evaluate: After every event or activity, complete an evaluation form as soon as possible which is located online. Write down what worked, what didn’t, your recommendations for next time, and feedback from students. An evaluation form is available online.

GETTING TO KNOW THE STAFF

The Office of Student Life Staff

The regular staff in The Office of Student Life is comprised of the Director of Student Life, the Program Support Supervisor, and the Student Life Program Coordinator.

Director of Student Life- Sarah Gruhler -992-2406; [email protected]

Provide administrative support, guidance, and oversight of the ASCC, its related councils, committees, and boards; and serve as its advisor.

Provide administrative support to the student funded programs and organizations. Oversee and monitor Services and Activities (S&A) Fee budgets and expenditures according to state

and College guidelines; process associated documentation. Provide leadership and administrative support to the budget development process and serve as an

advisory member to the ASCC S&A Fee Committee. Develop and maintain a review process for all student programs and assist ASCC officers in conducting

an annual evaluation process. In conjunction with the ASCC Club Coordinator, is responsible for monitoring the conduct and behavior

of clubs Supervise and provide leadership and direction to permanent staff, work-study students, and part-time

employees in areas of responsibility. Approve and supervise events and activities related to programs in area of responsibility.

Program Support Supervisor- Sami Lelo -992-2806; [email protected]

Providing leadership for the day-to-day operations of The Office of Student Life and the Activities Programming Board Officers.

Updating the ASCC Monitor with club meetings/events Assisting the Director of Student Life with the coordination, development, and implementation of on-

going comprehensive educational and leadership programs Planning, coordinating, and implementing diverse activities designed to meet the social, recreational,

educational, and cultural needs of students Working with student leaders, club advisors, and program directors to ensure that adequate

programming assistance is available. Advising campus clubs and student committees on projects such as timelines, facilities use, and

technical support. Supervising student workers; assigning and monitoring tasks and projects Revising/updating Student Life publications and website. Interpreting and applying College Policies, Procedures, program rules and regulations. Providing information to program participants and the public regarding programs

Student Life Program Coordinator- Darci Feider -992-2404; [email protected] Work with student leaders, club advisors, and program directors for budgeting, coordinating travel, and

purchasing. Reconcile Student Life and ASCC funded budgets. Establish and maintain records, files, and statistical information for all ASCC programs and clubs.


Interpret and apply program, college, and State rules and regulations regarding the proper use of Services and Activities (S&A) funding.

Provide information to clubs and programs on matters such as timelines, budgets, and fundraising. Act as a resource regarding program information and interpretation of policies of Student Life and

ASCC. Prepare narrative and/or statistical reports, e.g. end of year reports regarding program operations.

The ASCC Executive Council

The Associated Students of Clark College, known as the ASCC, has a membership that consists of every enrolled Clark College Student. The ASCC Executive Council is responsible for managing this the S&A budget, which is used to promote the cultural, athletic, and social welfare of each student. The ASCC student government also ensures student representation at committee meetings, so that decisions affecting students are made with student input and ideas.

The Executive Council approves sponsored events, chartered clubs, and Club Service Funding rules and regulations. The Executive Council members are here to answer questions, provide support, and meet student needs. The Executive Council offices are located Penguin Union Building (PUB) room 160. Feel free to call or stop by anytime.

President 992-2353 X 3353 [email protected]

The ASCC President is the chair of the Executive Council. The ASCC President interprets and enforces the ASCC Constitution and Bylaws. He/she is the official liaison between the ASCC, the Board of Trustees, College Council, college administration, and the outlying community. He/she also has direct contact to local legislators on issues that affect community college students.

Vice President 992-2353 x3640 [email protected]

The ASCC Vice President is the second chair of the Executive Council. He/she is responsible for finding students to sit on the many committees that the college has, including ASCC committees, campus committees, tenure review committees and selection committees for positions. He/she is also responsible for conducting elections and appointments of the Executive Council and Activities Programming Board and updating various handbooks including the Candidates handbook, Elections handbook and Appointments handbook.

Club Coordinator 992-2353 x3169 [email protected]

The ASCC Club Coordinator is the chair of the Club Committee. He/she acts as resource person for the many clubs on campus. The Club Coordinator is responsible for keeping contact with club representatives and club advisors. He/she is also responsible for keeping track of clubs, administering Club Service Funds and keeping clubs informed of issues relating to the college and community at large.

Activities Director 992-2353 x3132 [email protected]

The ASCC Activities Director is the chair of the Activities Programming Board Committee and is the chief activity-scheduling officer, acting as leader/advisor to the Activities Programming Board. He/she will schedule and oversee all student help during ASCC sponsored events. He/she is the direct liaison to the Activities Programming Board and will bring decisions and ideas made in the Activities Programming Board meeting to the Executive Council meeting.

Finance Director 992-2353 x3139 [email protected]


The Finance Director chairs the Finance Committee, the body that makes decisions regarding yearly allocation of the Services and Activities Fee budget. The Finance Director oversees all of the expenditures of the ASCC budgets, as well as signing off on all transactions involving club accounts, including Club Service Funding.

Student Relations and Promotions Coordinator 992-2353 x3133 [email protected]

The Student Relations and Promotions Coordinator prepares, publishes, and distributes a Student Programs Calendar of Events. The Student Relations and Promotions Coordinator also prepares and distributes news releases and publications on items of interest. He/she is responsible for promoting ASCC Sponsored Events and the ASCC to the Clark College and local communities. He/she is responsible for approving postings to and maintaining order of the Class A bulletin Boards across campus and posting and maintain event posters to the ASCC Penguin Boards.

Executive Assistant 992-2353 x3354 [email protected]

The Executive Assistant is responsible for attending the Executive Council, Finance Committee, Club Committee, Activities Programming Board, Penguin Union Building Committee, and Constitution and Bylaws Committee meetings. He/she is also responsible for recording, distributing, and updating the minutes from all the ASCC meetings.

Activities Programming Board

Family Events Coordinator 992-2353 x3331 [email protected]

Social Events Coordinator 992-2353 x3332 [email protected]

Educational Events Coordinator 992-2353 x3333 [email protected]

Cultural Events Coordinator 992-2353 x3334 [email protected]

The Activities Programming Board is a 4-member board. The Board is responsible for assisting the Activities Director in planning, implementing and overseeing student events and activities sponsored by the ASCC.

GETTING TO KNOW THE LINGO

Ad Hoc: As needed, or special to a purpose; as of a temporary committee for a specific issue.

ASCC: Associated Students of Clark College. Though the term applies to all Clark College Students, a number of documents and faculty/staff members may use this to refer to the ASCC Student Government.

Activities Programming Board: A four person board that works with the ASCC Activities Director in planning campus activities.

ASCC Club Coordinator: The chair of the Club Committee and the ASCC officer who works directly with clubs.

ASCC Constitution and Bylaws: The document which gives the ASCC, the Executive Council and its related organizations its structure and authority.

ASCC Executive Council: The Executive Council consists of the seven officers of ASCC Student Government: ASCC President, ASCC Vice President, ASCC Club Coordinator, ASCC Executive Assistant, ASCC Finance Director, ASCC Activities Director, and ASCC Public Relations Officer.

ASCC Student Government: The Executive Council and Activities Programming Board.


Assumption of Risk Form: A form identifying the risks associated with a particular activity. This often includes a waiver.

Blanket Account: AKA Open Account. A purchase order which is established with a local business for the duration of the academic year against which purchases can be made.

Budget number: A ten-digit number which identifies a club “bank” account at the college.

Chartered Student Club: A student organization officially recognized by the ASCC Executive Council.

Club Advisor: Faculty/staff member who volunteers to be the official on-campus resource person for a chartered student club. Signs official documents and accepts responsibility for club actions.

Club Charter: AKA Club Charter Application. A form that must be submitted in order for a student organization to be recognized by the ASCC Executive Council as an ASCC Club.

Club Committee: The Club Committee is a forum for campus clubs to meet with the Club Coordinator on a weekly basis to receive information. They can share their events and activities, as well.

Club Service Funding: Club Service Funding is the money allotted to qualifying clubs twice per quarter. This money comes from Services and Activities Fees and requires the criteria be met outlined in the Club Service Funding packet or the Club Handbook.

Community Resource Person: Off-campus individual(s) serving as resource(s) for the club, in addition to their on-campus advisor. Cannot sign official documentation in place of Club Advisor.

Deposit Slip: The form used to make deposits to a club account.

Director of Student Life: The college administrator who oversees the activities of the ASCC, its organizations and committees. The advisor to the ASCC Student Government.

Event and Activity Request Form: A document describing an event/activity in terms of Who, What, Where, When and Why.

Event Scheduling Office: The office which is responsible for scheduling of meeting and conference rooms on campus.

Facilities Set-Up Request: This is used to request a particular set-up of a space. It is actually part of the Event Request form.

Fee Code: A two-digit code used to identify a club account when making a deposit.

Internal Auditor: The person who ensures collection of funds through fundraisers or donations is handled in accordance with college procedures.

Invoice Voucher: This form is used to pay intangible items; honoraria, fees, registrations, etc.

The Independent: The student newspaper at Clark College.

The Lunchroom: See Office of Student Life Lunchroom.

Mail-stop: The “internal” address for an office, club, program or faculty/ staff member, which identifies where mail is to be delivered on campus.


Media Services: The office which is responsible for audio visual equipment and the training of club leaders to use said equipment.

Office of Student Life: This office supports the activities of the ASCC, the ASCC Executive Council and its related organizations. Located in PUB 160.

Office of Student Life Lunchroom: A resource room for all students, including refrigerator, two microwaves, and hot water, is located in the Office of Student Life (PUB 160 F).

Parliamentary Procedures: A set of rules for running meetings based upon Robert’s Rules of Order.

Performance Contract: A document which contracts an individual or group to speak or perform at the College.

Penguin Union Building: A building connected to Gaiser Hall which has space dedicated to Students and Clubs for studying, relaxation and events.

Petty Cash Reimbursement Form: A purchase request form which indicates an individual has made an out-of-pocket purchase that he/she wishes to be reimbursed for.

Printing Request Form: This form can be used by any ASCC-supported account for requesting printing services. The request should be submitted 24 to 48 hours in advance depending on the size of the job.

Probation: Disciplinary action as decided upon by the ASCC Executive council. Probation is a club charter status wherein the club is particularly scrutinized and may have access to club resources limited.

Production Printing: The office which houses campus printing services.

Program: An extra-curricular activity, co-curricular activity or student development service which is funded on an annual basis through Service and Activities Fees (S&A).

PUB: See Penguin Union Building

Purchase Order: An official Clark College request for purchase which is created by the Purchasing Department upon completion and approval of a purchase request.

Purchase Request: This form is used to request any tangible purchases made from ASCC-supported accounts.

Revocation: Disciplinary action as decided upon by the ASCC Executive council. Club charter status wherein the club’s chartered privileges are completely removed and all club funding reverted to the Club Service Funding Budget. In addition the club may be prevented from re-chartering for a specified time frame.

Revenue Expense Transfer Form: Used to transfer revenues or expenses between budget accounts.

Seed Money: Funds given to newly chartered clubs when their account is opened.

Services and Activities Fees (S&A Fees): A portion of tuition set aside by law to fund student program and activities.

Stage Manager: The individual responsible for use of the Gaiser Student Center stage and for providing technical support (sound and lights) to users.

Student Organization: Similar to the term “chartered student club”; “student organization” may be used interchangeably. Student organization implies a group that charters as clubs whom choose not to use “club” as ASCC CLUB HANDBOOK 32

a term to describe their organization. This may be related to a specific impression they want to give with their name. Alternate titles for a student organization include “association,” “league,” “connection,” “society,” “group,” and “alliance” amid others.

Student Programs & Activities: Functions recognized by the ASCC Executive Council and operated under regulations and procedures officially adapted by the Board of Trustees.

Suspension: Disciplinary action as decided upon by the ASCC Executive council. Club charter status that removes chartered privileges for a time. This freezes the club’s assets and removes access to college resources granted to clubs until disciplinary action is completed and or the club is re-chartered.

Travel Request Authorization Form: A form that must be filled and submitted, in advance, before ANY College-related travel can be done.


Documents

Why Get Involved - Clark College€¦ · Web viewWHY GET INVOLVED? Purpose of Student Clubs. The purpose of a student club is to give students the opportunity to explore interests