Inter-Club Council
Club Handbook
Table of Contents
A Letter From the Interim Director
……….
A Letter From the ICC Commissioner
………
Financial Ethics………...
I
II
1
Services Provided for Clubs………...
Mailboxes
………...
Use of Facilities
………...
Communication
………...
1
1
1
2
Literature Posting Procedures………...
California Education Code
………...
2
2
Food Sale Day Regulations………...
3
Account Balances………...
3
Checks………...
3
Deposits………...
4
Inter-Club Challenge………
5
ASB Club/Organization Officers………...
8
Officer Responsibilities………...
Duties of Officers
………...
Duties of the President
………...
Duties of the Vice President
………...
Duties of the Secretary
………...
Duties of the Treasurer
………...
8
9
9
10
10
11
Club Advisor
Responsibility of Members to their Advisor
………...
Responsibility of the Advisor to the Organization
………..
Responsibility of the Advisor to the College
………..
Transcript Inclusion Request
………
11
11
12
12
12
What Makes a Successful Club/Organization……….
13
Meetings………...………...
Suggested Checklist for Evaluation of Meetings
………...
13
14
Establishing and Renewing Student Clubs………...
Forms Directory
………...………...
15
15
Table of Contents
General Information About Student Clubs
………...
15
Letter from the Bookstore………...………..
21
Expending Account Funds………...……….
Forms Directory
………...………...
22
22
Purchase Order Procedures………...………...
23
Check Request
………...
………...……….
24
Special Activities Cash Fund Procedures………...
24
Transfer of Funds Procedures………...………...
24
Typical Fundraising Activities………...………...
Forms Directory
………...………...
32
32
Use of District Facilities by District Entity………...
Procedures for Use of District Facilities
………...
33
33
Ticket Income Potential………...………..
34
Consignment Income Potential………...………..
34
Depositing Funds………...………...
35
Release of Liability, Assumption of Risk & Indemnity Agreement:
Guidelines………...………...
Forms Required
………...………...
42
42
Personal Service Contract Procedures………...…………..
Forms Required
………...………...
45
45
Payment Processing………...………...
45
Transcript Inclusion Request Form
………...……….
Snapshot of Online Transcript Request Form
………...……..
48
49
I
June 1, 2015
Club Officers, Members and Advisors,
Part of the reason why Chaffey has such a rich campus life is because of highly active and visible clubs that regularly host dynamic events. In order to maintain that tradition, we offer this booklet. You will find inside explanations and resources to a wide range of concerns such as a listing of services available for each club, procedures for conducting effective and orderly meetings, guidelines for managing funds, and a detailed description of the responsibilities of officers and advisors.
In addition to these resources, there are individuals who I strongly suggest becoming familiar with because of the high frequency with which your club will rely upon their services:
• Sonia Juarez and Julia Penigar, Staff in the Office of Student Activities. Both are more than capable demystifying the policies and procedures of the documentation process.
• Julia Huang, Accounting Services. She is the primary contact person for all monetary requests and deposits.
• Caleb Beaver, President/Student Trustee. As ASCC president, Caleb and the
Council have oversight of the College Service fees and are committed to maximizing the positive-ness of our campus’ climate.
• Tana Launglucknavalai, Commissioner of Interclub Council. Tana coordinates events between clubs, promoting unity and team building all while keeping everyone
informed of events via several mediums.
Certainly all clubs will quickly become aware of the richness of each of the above mentioned assets as well as gleam inspiration from their passion for supporting students.
As a final note, remember the chartering process for each club requires the verification of an advisor and seven active members enrolled in a minimum of 6 units with GPAs at or above 2.25.
Again, we extend a heartfelt welcome to each club. I look forward to working with you all to make the 2015–2016 school year stimulating, exciting and inspiring.
Sincerely,
Charles Williams
Interim Director of Student Activities 909-652-6591
II
Hello everyone,
I hope that you guys enjoyed your summer break. My name is Tana Launglucknavalai and I am the Commissioner of Inter-Club Council, and part of student government with the Associated Students of Chaffey College (ASCC). I will be serving as ICC Commissioner for the fall 2015 and spring 2016 academic year. I am here to help you and to answer your questions. So, please feel free to email me with your questions or come in to see me in the office of Student Activities. Also, I will try to attend your club meetings if I do not have class at that time or another commitment to attend too.
The goals I have for this year are many, and I will be working hard to make sure that I can get as many of them accomplished as possible. I would like to encourage all the clubs to work together as a team. The clubs at Chaffey College working together and communicating will create fun activities for students to enjoy.
Thank you! I am looking forward to working with you for the next few months and looking forward to getting to know you all.
Email: Bankisland@gmail.com
Tana Launglucknavalai Commissioner of Inter-Club Council
Financial Ethics/Services Provided for Clubs
1
Financial Ethics
Club members and their advisors are expected to know and follow the procedures for proper handling of club funds as outlined in this handbook. Club advisors must attend all meetings and activities of the club. Club business is only considered legal when the club advisor is present. Student Activities welcomes all questions.
Club funds may only be expended after approval at a regular club meeting and after actions are recorded in the minutes. (See Financial Procedures for further information.)
Request funds in advance for any purchase or activity. Cash the check and use cash to pay for the items. Use of personal credits cards and/or debit cards, belonging to club members or the advisor, is unethical.
Any funds collected by a club must be deposited in the club account. Bills or expenses should not be paid out of funds collected, but rather processed through the Purchase Order/Check Requisition process as covered in this handbook.
The director of Student Activities/Special Accounts may free accounts and/or deny activity request for clubs that do not deal with debt in a promptly manner.
Services Provided for Clubs
The Office of Student Activities and ASCC provide a variety of services to organized clubs on campus.
Mailboxes
Club mailboxes are provided in Student Activities. Clubs should make it a practice to check their mailboxes frequently to stay updated. Mail is placed in boxes regularly. No security is available for mailboxes. The club mailboxes are located in the storage area to the left as you walk in Student Activities.
Use of Facilities
Any recognized student group may utilize campus facilities during regular work hours. The facilities request must be submitted via Adastra to the Facilities Rentals Office no less than ten (10) working days prior to the requested use. All requests (facility and AV) must be submitted using the online Adastra system, which can be accessed at http://adastra.chaffey.edu by only your faculty advisor.
Literature Posting Procedures
2
Communication
The Inter-Club Council (ICC) is the best way to keep the lines of communication open between your club, the Student Activities Office, and the student government (ASCC). ICC will meet a minimum of once a month; check your club mailbox or activity calendar for dates and times. The ICC coordinator is selected by ASCC or at the general spring elections.
Please feel free to contact Student Activities on any matter pertaining to your event, such as finances, publicity, or organization of volunteers. We are here to help you provide successful and meaningful events for the students.
Literature Posting Procedures
Literature refers to any handbills, newspapers, pamphlets, circulars, placards, posters or books. Students are allowed to distribute and display literature with limitations. Please see Student Handbook for more information.
California Education Code
Section 76120
Exercise of free expression by students; adoption of rules and regulations
The governing board of the community college district shall adopt rules and regulations to the exercise of free expression by students upon premises of each community college maintained by the district that shall include reasonable provision for the time, place, and manner of
conducting such activities. (Soliciting by for-profit agencies is not allowed unless in Partnership with the Chaffey College Foundation.)
Such rules and regulations shall not prohibit the right of students to exercise free expression including, but not limited to, the use of bulletin boards, the distribution of printed material or petitions, and the wearing of buttons, badges, or other insignia, except that expression which is obscene, libelous or slanderous according to legal standards, or which so incites as to create clear and present danger of the commission of community college regulations, or the substantial disruption of the orderly operation of the community college, shall be prohibited.
If the literature to be posted or distributed is in question with or violates the above regulations, the college administration discretion may be the deciding factor as to whether such literature can be circulated. Any violation of the above mentioned regulations could result in disciplinary or legal action against all parties involved.
Food Day Sale Procedures/Account Balances
3
Food Sale Day Regulations
The Health Department allows certain food on campus in LIMITED venues. Additionally the Director of Auxiliary Services oversees the Dining Services contract with CulinArt (our food vendor on campus). The District’s contract with CulinArt provides them with the right to on-campus food and catering.
Bake sales are permitted on selected days (excluding cream pies/tarts which are prohibited). Bake sale items must be individually wrapped. As for serving beverages, a Pepsi contract is in place. Aquafina is the water Pepsi distributes. All food must be displayed on a clean table. Julie Cole will discuss and provide a handout to all clubs at the mandatory officer/advisor training session on October 1, 2015 reviewing the new food options, alternatives and restrictions.
Account Balances
• Beginning each fiscal year, Accounting Services will provide each club/organization with its account balance, which has been carried forward from the prior year.
• On a monthly basis Accounting Services will distribute balance sheets to each club/organization showing month prior to date and year to date balance by the end of the following month.
• It is an individual club/organization’s responsibility to reconcile its records with the balance sheet. If discrepancies occur, call Accounting Services at (909) 652-6023.
Checks
• Requisitions for checks must be in to Student Activities by 2:00pm, Tuesday for
checks to be available for Thursday morning at 10:30am pickup in the Bookstore.
• Checks will be available for pickup in the Bookstore, Monday through Thursday, 7:30am to 7:00pm and Friday from 7:30am to 3:00pm. The check will be held for 30 days. After 30 days, the unclaimed checks will be returned to Accounting Services.
• Notify Dawn Hatfield (Bookstore Customer Service window) in advance if your club’s check(s) need to be cashed at the Bookstore, particularly, if your check(s) is/are over $100. • Upon return of the unclaimed check(s) from the Bookstore, Accounting Services will deliver notification to the club(s) via the mailbox(es), requesting a response from the club stating the date the check will be picked up in Accounting Services. If check(s) remain unclaimed for another 30 days, it will be canceled and the club/organization must reinitiate paperwork for the payment process to be repeated.
Deposits
4
• Checks are considered “stale-dated” six months after date of issue (Citizen’s Bank policy). Checks outstanding six months after issuance will be canceled.
Deposits
• Deposits may be made anytime during the Accounting Services hours (8:00am to 4:00pm Monday through Friday) to Julia Huang. If in the event Julia is not available please give your deposit to an Accounting Services staff member. Accounting Services is located in the old Administration Building Room 102.
• Individual Club “Deposit Slips” are needed for each activity and are to accompany the deposit/money and required supporting documents.
• Re-deposits of unused funds, if more than one, must be on a separate deposit slip and deposited within three days from the event date.
• Do not combine special cash activity deposits with ticket sales or bake sales at any time. Ticket sales and any other income needs to be deposited separately.
Inter Club Challenge
5
INTER
CLUB
Inter Club Challenge
6
Inter Club Council
The primary mission of ICC is to assist clubs and to encourage active involvement and increase participation across the entire student population at Chaffey. Specifically, the Commissioner’s responsibilities include:
• Maintaining a high level communication between clubs and the ASCC.
• Coordinating events and activities and promoting cooperation between clubs for the purpose of enriching student life at Chaffey College.
• Organizing club days to promote awareness of student clubs, student government and other college programs that directly support students and campus life.
• Managing all clubs’ web presence and posting regularly to the online event calendar. • Coordinating the Mid-Year Club Recognition Program, generally held in January, which awards clubs and individual club members for their accomplishments and contributions to campus life during the fall semester.
• Coordinating the end of the year luncheon to recognize clubs and fund project proposals that benefit campus outreach projects.
Inter Club Challenge
7
ICC believes in the importance of giving back to Chaffey students and the community. Hence, we would like to support clubs in their vision/mission and recognize their outreach efforts by offering a challenge to each club to submit a project proposal for a “formal giving” program to improve services.
A formal proposal requires each club to complete two tasks: construct a one-page club statement that addresses the highlights of the presentation. The component is a five-minute presentation to a panel of judges.
In order to present most effectively, begin by laying out the big picture – the context of the project. Next, introduce the project. Describe how your project will be used to aid others. Emphasize how support for your project will help the club achieve its goals.
In addition, describe what the club has already accomplished. Provide additional relevant details for the panel to consider. Once you have laid out the background describe exactly what you intend to accomplish with the fiscal award. Also, as a means of engaging the judges, feel free to employ visuals, audio, handouts, interactive activities and/or anything else your club can device to convey meaning. Also be prepared to field questions after your presentation from the panel.
Though creativity is often useful in these situations, your team will not be evaluated on uniqueness. The panel will select projects that are well thought out and beneficial to a significantly sized population.
A panel consisting of the ICC commissioner, the ASCC faculty advisor, faculty senate president or designee, classified senate president or designee and a student at large with no club
affiliation will evaluate the presentations and make the final selection(s).
After the panel deliberates on the presentations, considerations for funding to the project proposal will be announced at the end of the year luncheon for awardees in May. No set number of projects will be awarded. Budget of all awards is $1800.
Also, as a means of engaging the judges, each club should strive to appeal to all types of learners. This means employ visuals, audio, handouts, interactive activities and/or anything else your team can device to stimulate interest and convey meaning.
At any time during the preparation process, your club can ask more specific questions regarding the presentations from the ICC Commissioner of the ASCC Faculty Advisor. Finally, clubs must be in good standing with ICC and Student Activities in order to be considered for an award.
ASB Club & Organization Officers - Officer Responsibilities
8
Club/ Organizations Officers
A student organization should elect a set of officers for a defined term. It is the responsibility of the members to notify the Office of Student Activities should there be any change in officers during the school year by filing a Club Petition Change Form. All four officers must be enrolled in six units throughout the academic year.
Officer Responsibilities
An organization belongs to its members. The officers do not run the club/organization. It is an officer’s responsibility:
♦ To see that the business of the organization is conducted in an orderly, efficient, and proper manner.
♦ To see that the organization operates according to its constitution and bylaws with reference to the Robert’s Rules of Order.
♦ To see that the group works toward accomplishing its goals and objectives.
♦ To help keep the group friendly and collaborative in which each member is given an opportunity to express him/herself and participate in the organization’s program. If an officer’s conduct becomes unprofessional, he/she should remove him/herself from the meeting.
♦ To typify to others through attitude and actions, the organization itself. An officer is its representative as well as its leader.
♦ Be enthusiastic, outline needed work, and follow through to see the work is being done by those who have accepted responsibility.
♦ To budget time well and to give proper balance to academic programs as well as co-curricular activities.
♦ Evaluate meetings in terms of what has been accomplished and what benefits members have received.
♦ • Keep in close contact with club advisor. Without his/her approval or presence at meetings, the club and its officers do not exist.
ASB Club & Organization Officers - Officer Responsibilities
9
Duties of Officers
The duties, as listed here, are general duties of the four main officers of any organization. Each organization should have a supplemental list of specific duties that are designed to fit the special functions and interests of their group. Also, if additional officers or standing committee chairpersons are appointed, their duties should be outlined and given to them at the beginning of their term of office. The Office of Student Activities, Admissions and Records and Accounting Services recognize four officers for each chartered club: president, vice president, secretary and treasurer. These offices will be the only offices placed on the Activities Transcript.
(Note: Officers must have served a minimum of 6 months and the club must have been chartered by October 30th, 2015 in order to have the office placed on your activities transcript). Additionally the faculty advisor must agree the officer performed well and sign transcript inclusion form.
Duties of the President
♦ Be a good presiding officer:
1. Know the proper procedure for conducting a meeting. 2. Be impartial. Avoid expressing your personal opinions. 3. Have knowledge of Parliamentary Procedures.
4. Prepare an agenda for each meeting.
5. Check the minutes of the preceding meeting to make certain you are not forgetting important business to be discussed or finished.
♦ Understand and follow your constitution.
♦ Set an example for your organization in fairness, courtesy, and cooperation.
♦ Represent your group or see that a person is appointed to represent your group at all campus meetings where representation is requested.
♦ Know and abide by the regulations set forth in this handbook.
♦ Carry out the group’s decisions. Advisor should counsel the president if their individual agenda gets in the way.
♦ Know the school policies and regulations and see that they are followed at all meeting and activities of your organization.
♦ Keep your advisor informed about all meetings, make certain s/he is invited to all
meetings, and be certain s/he is consulted before making plans for special meetings and events. (The college expects and requires your advisor to attend all club/organization activities. Show your advisor the courtesy of checking to make certain s/he can attend before plans are started for an activity.)
ASB Club & Organization Officers - Officer Responsibilities
10
♦ Know the duties of the other officers and help them in carrying them out.
♦ Ensure a master plan is prepared for the year’s activities. Each club/organization should have a project or goal for fall and spring semesters.
♦ Do not try to do all the work yourself. A good president delegates responsibilities to others. It is his/her role to follow up, check and recheck to see the work is being done. Total participation of all members of a group makes for a strong organization.
Duties of the Vice President
♦ Be prepared to take over the president’s responsibilities when the president is unable to carry out his/her duties for any reason. The vice president must be familiar with all the duties of the president.
♦ Be ready to assist the president in any way possible.
♦ Assume and carry out all special duties that may be assigned to you by the constitution, the president, the executive committee or the members
♦ Attend all executive committee meetings and meetings of the organization. ♦ Know and understand your organization’s constitution and bylaws.
Duties of the Secretary
♦ The secretary is the custodian of the permanent records of the organization and they must be kept in a complete and accurate manner. A suggested form of keeping minutes is included on page 27. Here is the outline that may be helpful to secretaries writing minutes:
1. Give the hour, date, place of meeting, all persons in attendance, and the name of the presiding officer.
2. State whether the minutes of the last meeting were approved as read or approved as corrected (if there were corrections, list them).
3. Give a statement concerning all reports and the action taken on them. 4. Record items discussed under unfinished business.
5. Record items discussed under new business.
6. Every motion should be included under the item of business in which discussion occurred.
7. State the time of adjournment of the meeting.
8. MINUTES MUST HAVE THE SIGNATURE OF THE SECRETARY AS WELL AS THE CLUB ADVISOR’S- MUST DO before submitting to Student Activities or Accounting Services.
Club Advisor
11
♦ Keep an accurate and up-to-date list of members, cell/telephone numbers, and email address. Record their attendance at each meeting.
Duties of the Treasurer
♦ The treasurer is responsible for all funds of the organization.
1. Be familiar with and accurately follow all club financial procedures. 2. Collect all moneys. A receipt should be given for all moneys collected.
3. Deposit all funds at the Accounting Services in the organization’s account. (All clubs and organizations are required to keep all moneys in an account
maintained by the Accounting Services Department.)
4. Sign all requisitions along with the advisor and one other officer for the withdrawal of funds.
♦ Make certain the organization expends money in keeping with the approved budget and within college policy and regulations.
♦ Make a treasurer’s report at monthly meetings of the organization listing receipts, expenditures, and balance on hand.
♦ See all bills are paid promptly and any remaining funds are re-deposited.
Club Advisor
An advisor is an integral part of every organization. The advisors volunteer to work with student groups because they are interested - it is a contribution they make in addition to their regular teaching assignment. Just as you have responsibilities to your advisor, so does the advisor have responsibilities to the group and to the college.
The advisor must be a full-time faculty or a full-time classified staff member. The club advisor may designate a substitute (full-time employee) if unable to attend an occasional meeting. No co-advisor is allowed due to fiscal accountability.
Responsibility of Members to their Advisor
Groups must plan their meeting at a time and place so their advisor is able to attend. A meeting is not official without their presence – no financial business can occur.
♦ Check all dates with your advisor before scheduling meetings or social activities. ♦ Officers must keep the advisor fully informed of the programs and activities of the club. ♦ Ask the advisor for his/her opinion and advice when problems come up in the
organization. Make use of his/her background and experiences with the organization and the college.
Club Advisor
12
♦ The president should set a time for meeting REGULARLY with the advisor to discuss the affairs of the organization.
Responsibility of the Advisor to the Organization
♦ Be a resource person and offer guidance to the students in the following: 1. Setting up plans for the year’s activities.
2. Helping members know, use, and understand established policies and procedures.
3. Helping members develop habits of responsibility and service.
Note: The advisors should not do the work for the club members. Members should be permitted
to try out new ideas and even fail occasionally if they do not follow through on their responsibilities.
♦ Supervise the finances of the organization with the student treasurer assisting. If you feel an idea is fiscally unsound express concern to the members.
♦ Attend all meetings and social activities of the organization.
♦ May not motion; club money is for club usage and only members may motion.
♦ Give guidance and instruction to members of the club in scheduling and achieving their activities.
♦ Know the constitution of the organization and the duties of the officers. ♦ Encourage participation by all members.
♦ Dismiss any club member whose actions are disruptive/harmful to the organization or college. The advisor has the authority to dismiss a student for verbal threats and/or misconduct. The Chaffey College Discipline Policy applies to student organizations. Consult Dean Len Crow for guidance in discipline issues.
Transcript Inclusion Request
If you would like your involvement in extra curricular activities to be included on your transcript, you must have served a minimum of six months in the same office for your club. Come to the office of Student Activities for the request form after May 1, 2016. (See page 48) Your advisor must sign form before submitting to Student Activities.
*Please note: transcript inclusions will only occur six months after completion of 2015-2016 year
What Makes a Successful Club or Organization/Meetings
13
What Makes a Successful Club or Organization?
It is difficult to formulate a list of principles that will insure a successful organization for all groups. Groups have different purposes and individuals, and some of them are able to
experience success using methods that would bring failure to other groups. However, there are a few basic principles that seem to be common for all organizations and they are listed to assist in laying the foundation for a successful organization:
♦ Clubs and organizations must have a meaningful reason for existing. There must be a purpose that the membership understands, is able to explain to others and works to achieve.
♦ Goals developed by the entire membership should be established for each organization. These can be short-range goals, accomplished in a short period of time, but also include long-range goals toward which the year’s efforts are directed. Groups without clear-cut goals frequently fail to interest members.
♦ Well planned meetings are essential. A printed agenda with a copy for each member is one of the best methods for planning.
♦ Participation of all members contributes to a good organization. All members should have opportunities to speak and express opinions. Ask opinions of those who do not volunteer to speak up and express them. Help each member feel important to your group. See that the entire group has the opportunity to make decisions about plans and solutions to problems.
♦ There must be continuity in the activities of the organization between meetings. This can be accomplished only when officers and members sit down and outline their activities and meetings in advance for the year. Are well informed on dates for upcoming meetings & events (student paper, “In the News”, Google groups). Keep your own members as well as others aware of your group.
Meetings
Please remember that all club minutes must be typed. The following guidelines are presented as suggestions of how effective meetings can be held:
♦ An agenda should be made before each meeting with advice from the executive committee and the advisor. The following is a sample agenda:
1. Call meeting to order. 2. Read and approve minutes. 3. President’s report
4. Treasurer’s report 5. Advisor’s report
Meetings
14
6. Inter-Club Council Representatives report. 7. Old business
8. New business 9. Announcements 10. Adjournment
Here are additional suggestions for effective meetings:
♦ Recognize new members and guests and make them feel welcome.
♦ When a speaker/guest is on the agenda, the business should be finished or postponed to give the speaker adequate time.
♦ Be alert to members and their reactions. Good listening skills are crucial. ♦ Express appreciation to those who have made contributions to the meeting.
Suggested Checklist for Officers to Evaluate of Meetings
Goals: What is the group trying to accomplish? Is this clear to all members? Who decides what
the group does? Is the process democratic? What more can I do?
Discussion: Does discussion keep on the subject? If not, who is responsible? Are members
able to express their ideas clearly? Does everyone understand what is going on? Have I helped to facilitate the discussion?
Leadership: Is the leadership Democratic? Interesting? Stimulating? Does the leader
encourage others to talk? Does the leader talk too much? How much influence does the leader’s point of view carry? Does the leader use member contributions as much as possible? How sensitive is the leader to the feeling of the group? Of individuals? Does the leader keep group discussions focused on the subject?
Participation: Do many members participate, or do a few participate often? Does a small group
dominate the thinking of the organization? Are questions or remarks usually addressed to the leader? Is discussion usually directed as a whole or to individuals?
Atmosphere: How well is the membership working together? Do individuals feel free to express
ideas contrary to the majority opinion? Is everyone’s point-of-view considered? Does the group seem open-minded? Friendly? Enthusiastic? Have I contributed toward a general feeling of friendliness, informality and interest?
Establishing and Renewing Student Clubs
15
Establishing & Renewing Student Clubs Forms Directory
These are the forms that must be filed in order to establish or renew a student club. Sample forms are also given.
Establishing a Club or Renewing a Returning Club
♦ Petition to Establish a Student Organization Form (p.16) ♦ Membership Form (p.17)
♦ Constitution- This document must be typed! (p.18/19) Changes in Club Name, Advisor, Officer(s), Signature Authority
♦ Club Petition Changes Form (p.20) with two sets of highlighted minutes indicating changes.
♦ Note: please remember when a change in club officer position occurs, the change in signature authority must also be completed on the same form.
General Information about Student Clubs
The Club’s Constitution and Petitions will be kept on file in the Office of Student Activities. New Club/Re-chartering forms: Petition to Establish a Student Organization, Constitution and Membership Form must be completed each year between August 1st and November 1st. Also, club paperwork must be on file in the Office of Student Activities prior to any club fundraising or expenditures. These records must be updated during the year as to any changes being made.
Establishing and Renewing Student Clubs
16
Establishing and Renewing Student Clubs
17
Establishing and Renewing Student Clubs
18
Establishing and Renewing Student Clubs
19
Establishing and Renewing Student Clubs
20
Letter from the Bookstore
21
June 1, 2015 Chaffey College
Club Advisors, Officers, and Members:
The Bookstore provides club cashing services. Special Activity checks can be cashed when funds are available, please verify availability at the Customer Service Window or by calling ext. 6563. Note: Only checks made payable to your club will be cashed.
Check cashing hours for the Bookstore are Monday through Thursday, from 7:30 a.m. to 7:00 p.m. and Friday, from 7:30a.m. to 3:00p.m.
The Bookstore takes great pride in servicing the students here at Chaffey College; suggestions are appreciated to help us reach our goal of being a “customer driven” operation. Thank you and have a great year!
Sincerely, Dawn Hatfield,
Expending Account Funds
22
Account Funds Forms Directory Expending
The forms that must be filled out prior to the activity are listed below. Incomplete paperwork can/will delay processing in Accounting Services. Sample pages are given. Prior to any purchase order, Student Activities must approve all paperwork.
Regular Purchases
♦ Club Purchase Order Form (p.26)
♦ Club Meeting Minutes (2 sets highlighted) (p.27) ♦ Price Quote from vendor (in writing)
Payment Request
♦ Club Purchase Order Form (p.26) ♦ Signed Invoice
Check Request
♦ Check Request Form (p.28)
♦ Club Meeting Minutes (2 sets highlighted) (p.27) ♦ Price Quote from vendor (in writing)
Special Activity Cash Fund (not to exceed five hundred dollars) ♦ Special Activity Cash Fund Form (p.29)
• Special Activity Cash Fund procedures (p. 24) ♦ Club Meeting Minutes (2 sets highlighted) (p.27)
• Redeposit (p. 30) Transfer of Funds
♦ Transfer of Funds Form (p.31)
• Transfer of Funds procedure (p. 24) ♦ Club Meeting Minutes (2 sets highlighted) (p.27)
Club Purchase Order Procedures
23
Deposit Slips
♦ Special Activity Cash Fund Deposit Slip must be filled out when re-depositing funds along with receipts attached.
♦ Club Account Deposit Slip- checks only are used for check deposits. ♦ Club Account Deposit Slip- cash only are used for cash deposits.
Club Purchase Order Procedures
When ordering items, you must utilize the following purchase order procedures: 1. Fill in current date.
2. Fill in the club or organization’s name and number that are making the request. 3. Give the name of the vendor. Vendor must fill out a W-9 form.
4. Give the address of the vendor to include the zip code.
5. Fill in the information regarding the type of equipment, supplies and/or services required; indicate the units, the price of each unit, and the amounts. Totals must also be indicated on all Club Purchase Order forms. Please include sales tax and/or shipping if this will be charged from the vendor. A written quote must be submitted. 6. Clubs must have a valid signature of the advisor and two student officers. Also, the
Director of Student Activities signature is required.
7. Insert two sets of typed Club Meeting Minutes (highlighted).
8. Submit the completed request form to the Director of Student Activities for approval and signature. The request will then be forwarded to Accounting Services for verification of funds.
9. Upon receipt of the purchase an authorized club representative must sign the invoice and return the signed invoice with the white, yellow and pink copy of the Club
Purchase Order for payment to Student Activities, which in turn will forward it to Accounting Services. Checks will be processed for Thursday pick-up in the Bookstore by 10:30 a.m.
10. Upon completion of processing, the check is sent to the Cashier in the Bookstore. The check can be picked up after 10am on Thursdays. Identification is required for check pick-up.
11. If submitting a conference registration or membership application, fill the form out completely. For these items, additional back-up invoices and receipts could be required.
♦ All completed Club Purchase Order and/or invoices must be returned for processing of payment promptly. Any delays submitting completed documentation will result in late payments.
♦ All Club Purchase Order submitted must have prior authorization as indicated on referenced meeting minutes.
Check Request/Special Activities Cash Fund Procedures/Transfer of Funds Procedure
24
Check Request Form
♦ Complete the Check Request Form
1. If you are paying a speaker or a DJ for an event you would use a check request form (p.28). In addition to a check request form you would need to submit a personal service contract (p.46) and a W-9 form (p. 47). These forms must be completed prior to the lecture or performance. Payment will be made within 30 days of receiving the invoice after the event/activity.
Special Activities Cash Fund Procedures
A Special Activities Cash Fund may be required for the following reasons: club gathering, supplies needed or when vendor(s) and exact amounts are unknown. A Purchase Order should be done if the vendor is known and will accept. A check request form should be completed for contract personnel.
♦ Complete the Special Activities Cash Fund form. The president, treasurer, advisor and Director of Student Activities must approve the Special Activity Cash Fund.
♦ Submit as you would a regular request with two copies of highlighted minutes.
♦ If money is available, check(s) may be cashed in the Bookstore. The best time to cash a check in the Bookstore is on Thursday morning (club checks only). If the Special Activity Cash Fund request is over $100, it is best to contact the Bookstore prior to Thursday and verify if funds will be available.
♦ Within three (3) working days after the activity, you must deposit the remaining funds
with the Special Activity Cash Fund deposit slip and attach receipts for expanded amount. Failure to do so can result in club suspension or probation.
♦ Last day to submit Special Activity Cash Fund or Club Purchase Order Form is May 17, 2016.
Transfer of Funds Procedure
This form is used to transfer funds from one club account into another club account, i.e. giving money to another club. Request must be backed up with highlighted club minutes.
♦ The club/organization transferring funds from their account fills out the top portion of the form with an explanation of what the funds are to be used for and/or why the club is receiving the funds. Explanation must include names of two persons authorized to sign for recipient.
♦ Attach two copies of highlighted minutes.
♦ Obtain authorized student and advisor signature. ♦ Submit the Transfer of Funds form to Student Activities
Transfer of Funds Procedure
25
♦ Upon approval of transfer, Student Activities will forward the form to Accounting Services for processing. The transfer will be processed internally.
Funds Procedure Forms
26
Funds Procedure Forms
27
Funds Procedure Forms
28
Funds Procedure Forms
29
Funds Procedure Forms
30
Funds Procedure Forms
31
Typical Fundraising Activities
32
Typical Fundraising Activities Forms Directory
The following are forms that must be filed prior to any fundraising activity. Sample forms are given.
Product Sale
♦ Activity Proposal (initial request) (p.36) ♦ Online Astra Request (if on campus) (p.37)
♦ Consignment Income Potential (submit for approval) (p.39) ♦ Consignment Income Potential (submit when completed) (p.39) ♦ Deposit Slip- Checks Only (p.40) or Deposit Slip – Cash Only (p. 41) T-shirt Sale
♦ Activity Proposal (initial request) (p.36) ♦ Online Astra Request (if on campus) (p.37)
♦ Consignment Income Potential (submit for approval) (p.39) ♦ Consignment Income Potential (submit when completed) (p.39) ♦ Deposit Slip- Checks Only (p.40) or Deposit Slip – Cash Only (p. 41) Opportunity Drawing
♦ Activity Proposal (initial request) (p.36) ♦ Online Astra Request (if on campus) (p.37) ♦ Ticket Income Potential (p.38)
Use of District Facilities by District Entity
33
Regulations Regarding Use of District Facilities by District Entities
1. Any recognized District entity or individual staff member may, subject to availability and proper approval, use District facilities for educational related meetings and activities. Such facility usage must be consistent with the purposes of community colleges.
2. The use of facilities by District entities and staff is free of charge. However, charges will be made to cover District cost directly related by the facility use during certain times (weekends/holidays). Examples of such charges are security, custodial costs and costs for materials consumed.
3. District entities and staff wishing to use District facilities must follow the Procedures for Use of District Facilities and must adhere to these regulations, as well as all applicable laws and District policies.
4. The sponsoring entity is fully responsible for all loss or damage to District property during the period of use of such property.
5. All books, pamphlets, posters, and other items of literature that may have been used or distributed during the period of use must be removed at the end of the use period. 6. No law or District policy shall be violated during the occupancy of District facilities. 7. The sponsoring entity is responsible for the removal and proper disposal of all
decorations, props, equipment, or other devices it might use in connection with an event. All are to be removed as soon as practicable after the event; but, in any event, not later than 8:00am of the next school or business day.
8. The sponsoring entity is responsible for the return of facilities in the same condition as they were at the time of entry for normal sweeping and final disposal of trash.
Procedures for Use of District Facilities by District Entities
1. Application: Use of facilities beyond the normal, routine operations of the District
requires the submission of a facilities request using the Adastra online system. The facilities request must be submitted via Adastra to the Facilities Rentals Office no less than ten (10) working days prior to the requested use. All applications must be submitted using the online Adastra system, which can be accessed at
http://adastra.chaffey.edu. Questions can be directed to Maria Kort, Purchasing Services/Facilities Scheduling at 652-6182 or via e-mail maria.kort@chaffey.edu. Office hours are Monday – Friday 7:30am – 4:30pm
Ticket Income Potential/Consignment Income Potential
34
2. Approvals: Requests will be approved via email and forwarded to the club advisor.
3. Calendar Clearance and Arrangements: The Facility Rentals Office will handle all
applicable calendar clearances, facilities arrangements and arrangements for ancillary services as needed.
4. Billing: Charges for special arrangements or services, if any, will be billed prior to
the use of the facility. Billing is due and payable upon receipt.
Ticket Income Potential
The Ticket Income Potential form is used for opportunity drawings. ♦ Must be indicated in club minutes.
♦ Fill out top portion of form with club/organization name, type of activity, and beginning and ending date of activity.
♦ Put number of tickets requested in No. Issued column. If you request tickets without printed value, please enter value you are going to designate for these tickets. ♦ Submit to Student Activities.
♦ Upon approval of activity, Student Activities will submit form to Accounting Services for issuing tickets. Tickets are available in Accounting Services.
♦ When activity has been completed, fill out remainder of form and submit with deposit slip.
♦ Ticket Income Potential form should be turned in to Student Activities at least one week prior to the need of tickets.
♦ When making a deposit, make sure all tickets are accounted for, either by returning or depositing money.
Consignment Income Potential
The Consignment Income Potential form is used when you have an actual account of items that you are selling such as shirts, candy bars, hats, food, jewelry, etc.
♦ Fill out top portion of the form with club/organization name, type of activity, beginning and ending date of activity and description of items sold.
A. No. of units received per invoice: in this area, put number of items purchased for sale.
Depositing Funds
35
B. Unit Price: intended selling price.
C. Income Potential (units x price): multiply the number of units by the intended selling price.
♦ Club advisor does not sign this form until after the activity or event.
♦ Submit to Student Activities so we can make a copy for Accounting Services to be included with club Activity Proposal.
♦ When activity has been completed, fill out remainder of form and submit with Deposit Slip.
D. Units Sold: actual items sold.
E. Unit Price: transfer unit price from line B. F. Income (D x E): multiply line D times line E.
Income: total of amounts on line F.
Over/Short difference between your income and your deposit Total Deposit
Depositing Funds
♦ Complete the Deposit Slip form. Take all three copies to Accounting Services with
money to be deposited in a sealed envelope. A completed deposit slip must accompany all deposits.
♦ Indicate on the Deposit Slip form the activity from which the funds were procured. A separated deposit slip must be completed for each activity.
♦ Attach a copy of the Income Potential (previously submitted with the fundraising proposal and facilities use form) for all proceeds from the fundraising activity with last deposit for activity. Actual proceeds must be reconciled against amount of deposit. Any discrepancies between the actual proceeds must include a written explanation.
♦ Turn in the completed Deposit Slip, Income Potential and money to Julia Huang, Accounting Services in a sealed envelope.
♦ After verifying funds, Julia Huang or designee will sign the Deposit Slip, attach receipt to club copy and return to club. The remaining two copies will be distributed to Accounting Services and Student Activities.
o No funds will be received unless the organization’s name appears on approved list of clubs.
o Accounting Services will maintain all back-up documentation.
o Deposits may be submitted until June 30th for the current fiscal year. Deposits submitted after that date would be credited to next year’s account.
Fundraising Activity Forms
36
Fundraising Activity Forms
37
Online Astra Schedule Web Client
Fundraising Activity Forms
38
Fundraising Activity Forms
39
Fundraising Activity Forms
40
Fundraising Activity Forms
41
Release of Liability, Assumption of Risk, and Indemnity Agreement
42
RELEASE OF LIABILITY, ASSUMPTION OF RISK, AND INDEMNITY AGREEMENT (Field Trips/Excursions/Events or Activities)
GUIDELINES
General
Any student who refuses to complete the Release of Liability, Assumption of Risk, and Indemnity Agreement (“Form A”) shall be excluded from the event or activity.
Club Activities: Students participating in a club activity are required to complete Form A. Signed forms shall be retained in the Office of Student Activities/or faculty advisor’s office. Athletics: Students participating in athletic/sports programs are required to complete Form A. Signed forms shall be retained in the office of PE/Athletics.
Educational Programs:
Voluntary In-State Field Trip Participation – Students who participate in voluntary fields trips must complete Form A.
Out-of-State Field Trips – All students participating in an out-of-state field trip or
excursion whether voluntary or required must complete Form A. The Office initiating the Form A waiver agreement shall retain signed forms on file for one year from the date of the field trip/excursion.
Required In-State Field Trips – If a student is required to participate in a field trip as a requirement of a course, the student is not required to sign Form A. California Code of Regulations, title 5, section 55220, subdivision (h) states “[a]ll persons making the field trip or excursion shall be deemed to have waived all claims against the district or the State of California for injury, accident, illness, or death occurring during or by reason of the field trip or excursion.” (Cal. Code Reg., tit. 5, § 55220, subd. (h).)
Students required to report to locations other than campus as a requirement of a course which are not considered field trips or excursions are not required to sign Form A.
Travel Guidelines
Club members may attend conferences without their faculty/classified advisor or designee in attendance. If any club members attending the conference are under the age of eighteen (18), the student and their legal guardian must sign Form A. The waiver must be kept on file with accompanying club paperwork.
Release of Liability, Assumption of Risk, and Indemnity Agreement
43
Release of Liability, Assumption of Risk, and Indemnity Agreement
44
Person Service Contract procedures/Payment Processing
45
Personal Service Contract Procedure
A personal service contract is required for services that are supplied by an individual, a company, or an organization for an agreed upon fee. Personal Service Contracts are valid for no more than one fiscal period. Chaffey College employees cannot be paid through Personal Service Contracts.
All Personal Service Contract requests are to be viewed by Student Activities and Accounting Services on an individual basis. Once approved, the appropriate forms need to be completed and submitted to Student Activities prior to services being rendered. Payment will be made within 30 days after receiving invoice, after the activity/event.
Forms Required
♦ Personal Service Contract (p.46)
♦ Request for taxpayer identification number and certification (p.47)
Payment Processing
Submit Club Purchase Order Form along with two sets of highlighted minutes following the regular Purchase Order procedure.
A Personal Service Contract and invoice signed by the contractor must accompany the Purchase Order when payment is requested. Make sure the invoice is numbered.
Person Service Contract procedures/Payment Processing
46
Person Service Contract procedures/Payment Processing
47
Transcript Inclusion Form
48
Student Activities
Transcript Inclusion Request
For officers Only
Club Member Name______________ School I.D.
____________
Club Name_______________________________
Office Held_______________________________
From Term (please circle): Summer
Fall
Spring
Year_______________
To Term (please circle):
Summer
Fall
Spring
Year_______________
I confirm that the above officer was active in all club activities this year
and merits this transcript inclusion.
_____________________
Print Name of Club Advisor
_____________________
Signature of Club Advisor
_____________________
Signature of Director of Student Activities
Please return to the Student Activities Office. Forms must be submitted
by May 27, 2016 for 2015-2016 academic year.
Transcript Inclusion Form
49
