no audio welcome to the shasta collegeclub & organization training. this training videowill cover commonly usedpolicies and procedures and will answer questions thatyou may have regarding clubpractices. let's get started! to start or renew student clubs fill out the "club applicationpacket - fillable" availableonline or in room 2308. this must be completed at thebeginning of each fiscal year(which begins each july) and will be good from july1st through june 30th. each time you complete thepacket, you must obtain 5 ormore student signatures
which signifies that thereis enough interest in theclub and it will be viable. each club must have atleast one faculty advisor; however, it is recommendingthat there be a co-advisor as the advisor must bepresent at all officialmeetings and field trips. having two advisors will ensurethat there is more availability. you can have more than twoclub advisors if you'd like. in addition, your advisor; aswell as, dean of students staff are what is known as campussecurity authorities or sca's designated by the cleryact based on our position andclose relationship with clubs.
as such, we encourageany students to report any suspected crimesor suspicious behaviorto those individuals. every club must have a"constitution" and "budget". the constitution will serveas your club's guidelinesthroughout the year. for example, it willdesignate what quorum is (usually 2/3 of the votingmembers or a half plus one -majority) for voting purposes and how you might makefuture changes to positionsand the document itself. the budget will helpyou understand andtrack your spending. we will not hold you to whatis listed on the budget turnedin with your application.
this is for yourplanning purposes only. finally, every club mustbe approved by the shastacollege student senate. student senate meets eachfriday during the semester. once you turn inyour application to thedean of students office it will be placed on thefollowing week's studentsenate agenda for approval. you may not conductany official club businessuntil you have been notified by the dean of student'soffice of your approval. the constitution basicallyregulates any club proceedings. the constitution shouldinclude all of the main topicsshown in this powerpoint
but should not belimited to these topics. first, you should includea section that statesthe full name of the club and what you intend to doonce the club is formed. for example, the purposeor goal of phi theta kappa is the "promotion ofscholarship, the developmentof leadership and service and the cultivation offellowship among qualifiedstudents of the college". while this is very generalsentence, we would encourage youto tailor the purpose toward your clubsspecific goals. the membership portion of theconstitution should include whatis required to be a member.
for example, the clubshould be open to allshasta college students. this is also where you wouldinclude any requirements associated with thenumber of meetings memberswill be expected to attend to maintain membership status. you can also includefurther restrictionsthat would remove members if they are on academicprobation for twoconsecutive semesters or if they have hadseveral disciplinaryactions against them. membership revocations shouldbe outlined thoroughly. the officer section shouldlist the officer positionsthat should be held
and what the responsibilitiesor duties of each will be. it should also designatea succession of who will perform duties inthe president's absence. the process for electingofficers should outline whenelections will be held. it is usually a goodidea to hold elections at the meeting precedingthe last meeting during thespring semester each year so that your officers areestablished going intothe next fiscal year. this is also a great timeto submit your applicationfor the next fiscal year to ensure that you canremain active throughoutthe summer months
and the club can be approvedby student senate priorto the end of the year. this section should alsoinclude how an individualwill be elected. for example, most clubsuse a simple majority vote. the next section, meetinginformation and agenda format should outline ageneral agenda format, most often including: callto order, roll call, officerreports, committee reports, old business, new business,announcements and adjournment. this section should alsooutline what quorum will be. quorum is the minimum number ofofficers, members and advisors
that must be present inorder for an officialmeeting to take place. please note, at leastone advisor must be present for a meeting tobe considered official. official business includesany activity or agreementwhere motions are required; like approving purchaserequisitions, budgets,field trips, etc. please refer to robert's rulesof order for more specifics onhow to conduct meetings. a copy can be rentedfrom the dean of studentsoffice if necessary but most information isalso available online. the finances sectionshould describe howfunds will be raised
(fundraisers, donations, etc.),and how they will be spent. the minimum requirementfor spending isthat a motion is passed and reflected in the minutesand those minutes are submitted to the dean of students officewith a purchase requisition form with a student officer'ssignature and the signatureof the faculty advisor. finally, the amendmentssections should designate the requirements to amendthe constitution itself. generally, since this is theclubs governing document we would recommend avote resulting in 2/3of the members present
at a regularly scheduledand publicized meeting infavor of the amendment. for on campus meetingsyou should fill out a useof facilities (uof) form which can be found onthe student senate/clubssection of the website under the "student services"tab on the home page. this form should be completelyfilled out and submitted to the dean of studentsoffice for approval. we will discussuof's in depth next. please note that the "clubroom" which is on the secondfloor of the cafeteria, also referred to as the "studentcenter", is for club use only
and is controlledby this office. if you would like to conductmeetings in this room andschedule for the semester you can simply come toour office and notify us. we'll let you know when itis available at that time. please remember that this roomis reserved on a first-comefirst-served basis. if you intend to holdany meetings off campus it will require fieldtrip forms which willbe discussed later on. a use of facilities,more often called a uof, is required to reserveany area at the college.
all departments and clubsmust fill one out and submit so that we can coordinateamong departments for needsof both space and materials. this form is somewhat selfexplanatory; however, thereare a few notes to discuss. first, you can find this, andall other commonly used formson the shasta college website. from the homepage click on the"student services" tab on thetop right side of the page. then click on "studentsenate/clubs". finally, you'll click on the"forms" tab on the left. most forms are fillable and werecommend that you fill them out and email them to thedean of students office.
now, it will be theresponsibility ofthe club to provide all of the informationnecessary on this document. the "facility requested"is essentially the locationyou would like to reserve. most common is the quad andthe student center stage. if you choose the quad youmust be specific... where inthe quad? under the oak tree? directly outside ofthe cafeteria doors? veteransgrove? etc. you get the point! another note thatmay be helpful is that the"pre-event" time is the time when our physical plant, itor food services departmentswill be doing their set up. for example, setting upcanopies, chairs, tables.
if you will need to decoratethe space after thatpoint i would leave room between the pre-event timeand the actual event time. for example, if your eventstarts at 11:00 a.m. you may want to considerplacing 9:30 - 10:30 a.m.as the pre-event time and leave 30 minutes todo any last minute setupon behalf of the club. since most club events are opento the public we generally say that you should put theword "open" in the "numberof participants" section, or, if you have a generalidea you can say "50 plusor minus" for example. under the "special needs"section is where you wouldlist any specific needs.
i would considerthe following list whencompleting this section: will you need a canopy? willyou need access to electricity? how many tables do youneed? what about chairs? will you have a need for a pasystem and/or a microphone? if you know that yourclub will be serving food, whether it's made from our foodservices department or not, you must get in contactwith denise axtell. she is required to makesure that all food servedfor any school function meets general safety andsanitation guidelines.
you can call her directlybut please communicate tothe dean of students office that you have confirmedwith denise in the emailwhen you submit this form. finally, please submit a setupdiagram for any larger events. this helps both usand our physical plantdepartment understand exactly how and where youwould like everything set up. to put it simply, iteliminates last minutequestions and confusion. the dean of students officecan provide the club with basicarea diagrams upon request. keeping official minutes ofevery meeting is required. please consider havinga club binder and/or usb
that can be kept with theclub secretary and passedon from year to year. this way all documentscan be maintained and you have a historyof what has been done. the general format for minutesshould follow that of the agenda as discussed in theconstitution section. some things that must berecorded in the minutes include financial matters(budgets/purchase requisitions), approval of fundraisingactivities, expenditureauthorizations, field trip details,changes in operatingprocedures and attendance.
it is very importantthat each discussion item isdiscussed, a motion is made, someone seconds thatmotion and you indicatethat the motion was passed either by majorityvote or unanimously. i've provided a basic examplethat you can use or adapt. please see robert's rules oforder for additional information regarding how minutesshould be formatted. we would recommend thatthe secretary keep ageneral copy of minutes and print this prior to eachmeeting or have the generalformat pulled up on a laptop (adding in specific agendaitems so they can justquickly fill in the blanks).
as a club or organization ofshasta college you are ableto utilize our print shop by paying for copiesout of club funds versusgoing with an alternative (and in most cases moreexpensive) option. like any other purchase, youwill be required to submit the appropriatepurchase requisitionto allow the expense. in this case, since you willmost likely use the print shop on multiple occasionsthroughout the semester you should open what is calleda "blanket purchase order"which we'll discuss later on. next, you will create thedocument in the appropriate size
and send the electronicversion by email to thedean of students office. we will either approve orask you to make changesbased on the submission. the biggest reasons why wewould send a submission back is because it does not havethe high resolution shastacollege logo on the document. this is required andwe can email this logoto you upon request. next, you let us know the sizeand how many you want printed and we'll request this fromthe print shop on your behalf. pricing for themost common sizes areincluded in this slide. in the event that you hold anevent on behalf of the club
and would like to pre-saletickets, you can follow theprocess outlined on this slide. first, you would fill outthe ticket report form. since tickets are essentiallylike money as they canbe used as payment for entry the actual ticketsmust be accounted for. the business office requirescompletion of this form. next, you will approve the costassociated with printing tickets and submit the purchaserequisition and minutes tothe dean of students office (unless you already havea blanket purchase order, in which case, it willbe charged to that account).
then, create the ticket andgain approval from our office. again, you must havethe high resolution shastacollege logo on the ticket. do not forget to leavea blank area or line where the business office canwrite in the ticket number. they will do this and thenumbers cannot be pre-printed. once you pick up the printedtickets you will takethem to the business office to get them numbered and onlyafter that point will you beallowed to distribute. after ticket sales aredone you should depositany money collected and any extra tickets back tothe business office directly.
any purchase or reimbursementmust have a completedpurchase requisition and club meeting minutesapproving the expense turned into the deanof students office. if you are reimbursingsomeone you must submitthe original receipt or if you are payingfrom an invoice you should write in the purchaserequisition description box that it is a "confirminginvoice" which means that youhave already received the goods. alcohol and tips will not bereimbursed by the district. if you are simplyencumbering funds youshould include a quote.
if you are going tobe using a vendor varioustimes throughout the year, for example, food services orthe shasta college print shop, you can submit ablanket purchase order. you use the same form; however,you write "blanket" at the topof the description box. since this will bean open-ended po you will write the amountthat you do not wish toexceed throughout the year by saying an "amount not toexceed $500" for example and then you will be ableto bill against that openblanket purchase order until the funds are exhausted.
if you wish to replenishfunds in a blanket you wouldsubmit a purchase requisition stating to "increasebpo number" and theamount you wish to add. all purchase requisitionsrequire a club officerand advisor signature prior to submitting to thedean of students office. we would recommend and encourageclubs to be involved on campus. a great way to do that isby hosting a fundraiser. some allowable fundraisersare listed above.be creative and have fun. we want the clubsto raise money. having said that, please notethat raffles and auctions arestrictly prohibited
as they are promoting agame of chance or gambling. some great ideas that we'veseen in the past include thediesel 4x4 club's auto show, the whadt club's deaf dance ortrix bruce deaf comedy shows, campus-wide car washes, studentsenate's bbq fundraiser &valentines day club kick-off, or agriculture leadershipclubs christmas fair. one major concern that thedistrict has is liability. if you think someonecould get hurt it'sprobably not a good idea. for any fundraiser or event youwill likely need a cash box to make changeand collect money.
to do this you must fillout a cash box request form designating the amount ofmoney that you would like tocreate change for customers. this form must be turnedin to the dos office 10days prior to the event to allow enough timeto get signatures and forward on to thebusiness office to get ready. on the day of the event thestudent who is designatedon the form as the person who will be pickingup the cash box will need to present a validphoto id to the business office. please note that the cash boxmust be monitored at all times.
the club will be responsiblefor any missing funds. after the event the club shouldcount the money they collected, less the amount ofchange they originallyreceived in the cash box and complete a depositslip which will beprovided in the box. you should deposit any moneywith the business officeat the end of each day. field trips can be trickyas there is more involved. first, we'll goover the timeline... if the club is taking afield trip locally or oneday out of the district, you must submit the studentfield trip applicationat least 10 days prior.
if the club istaking an overnight orout-of-state field trip the club must first getapproval from the board. in this case the field tripapplication must be submitted no later than 30 daysprior to the trip date. next, we'll discuss howto fill out the studentfield trip application. most information isself-explanatory; however,some people have questions about who the "certificatedmember in charge" is. this would be yourfaculty advisor that willbe present on the trip. under "division/department"you would state your club.
many trips require moneyfor food, transportation,lodging, airfare, etc. if the club is requiringa cash advance thenyou would need to state the total amount you'rerequesting for all ofthese things and then, you will be required to fill outan employee travel request form and one or morepurchase requisitions. lastly, on this particularform, you should indicate the type of transportationthat will be needed. then, submit (withall other paperwork)to the department dean that your advisorwould fall under.
as mentioned previously,if the faculty advisor isrequesting a cash advance they will also need to fill outan employee travel request. this will indicate how muchmoney will be allocatedfor each category. please note that the totalcash advance amount onthe field trip application should match theamount indicated on theemployee travel request. also, if the fieldtrip conflicts with the faculty member'sregularly scheduled classes they must get adepartment signature. then, the form should be routedto the dean of students office
for signature from thevp of student services. you should also know whentrying to determine the amounts you should allocate forlodging and food costs thatthe district designates maximum reimbursementamounts for breakfast, lunchand dinner and lodging. we recommend thatyou review ap7400 as it can give you far moreinformation than we couldexplain in this presentation. finally, if you plan tohave your advisor payfor different things throughout the trip versusgetting a cash advance you should do a blanket purchaserequisition for all expenses
not to exceed the amountthat is shown on the studentfield trip application. or, if many peoplewill be reimbursed forvarious expenditures you will need a purchaserequisition for each one. as a fourth alternative,if you have spoken withlodging vendors for example, and they have indicatedthey will accept a po then you can submit thepurchase requisition tothat vendor directly. now that i'm sure you're allexhausted we want you to know that the dean of students officeis available as a resourcethroughout the entire year. we've provided a link fromthis powerpoint to thestudent club forms page
as well as provided you withall of our contact information. please take the short test andprint the confirmation page and then submit to thedean of students officeas soon as possible. thank you and rememberto get involved, askquestions and have fun!
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