Student Affairs M-200

Student Affairs M-200

B U L C N T O I N E AT D T U N T E S RI O

Go to Student Affairs, Room M-200. That’s where it all starts!!. I love cycling. How can I start a cycling club?

OFFICE OF STUDENT AFFAIRS Club Recognition Packets Board Policy 3200 Club Account Support Facility/Event Planning Resources Advisor’s Role (BP3200) The Inter-Club Council (ICC) Leadership Training Provides support to student clubs and organizations

OVERVIEW Inter-Club Council (ICC) Javier Valle, ICC President Budget Basics Haruko Takeshita, Senior Account Clerk – Accounting B-203 Events Lori Oldham, Student Affairs Coordinator Student Travel/Title IX Training Club Advisor and Online Training District Policies-Regulations/Expectations Marciano Perez, Jr., Dean-Student Affairs Food Services and Vendor Agreements Lori Oldham, Student Affairs Coordinator Marian Rodriguez, Student Services Assistant Club Leadership Development Lori Oldham, Student Affairs Coordinator

DISTRICT POLICIES Board Policy 3200 – Guidelines for Student Clubs and Organizations Board Policy 3100 – Student Rights and Responsibilities Facilities Use/Major Events Form Fund Raising Food Vendor Agreements Posting Policies Election Policies Student Travel Policies

THE ADVISOR’S ROLE: Advisor assists the treasurer in monitoring club expenditures Must be a contract faculty as opposed to adjunct faculty Supervises and provides leadership to clubs Advisor is a college resource for policies, procedures and forms Responsible for proper use and care of college facilities; violations of rules and regulations may result in club suspension Encouraged to work with one organization at a time; any requests for more than one advisor assignment must be made in writing to the Vice President of Student Services for review and approval Advisor is to attend each meeting or assign a designee acceptable to the administration

FACILITIES/MAJOR EVENTS Are available free of charge for registered student clubs/organizations on a space-available basis, consistent with college regulations on normal business days/hours. The club must submit paperwork 12 business days prior to the event. For all events that are expecting more than 25 attendees, the Major Event Form is required. Activities and programs will not be scheduled if they interfere with educational programs or the free flow of traffic Advisor must authorize AND be in attendance OR designate an authorized faculty substitute during use of district facilities. At least one registered club officer must also be in attendance Must use facilities with proper care For student events that include vendors, please submit completed paperwork at least 30 days prior to the event The MS Corporate Ed Building is not available for club meetings

FUNDING A CLUB/ORGANIZATION ASG funds: Available only to Charted Clubs who consistently attend ICC weekly meetings (five consecutive meetings) Must be reviewed and authorized by the ASG Board Shall be exclusively used for programs and purposes which are of benefit and interest to the student body Shall be subject to normal district business and accounting procedures and practices Funding will only be available for club activities/events

KEEP IN MIND Club activities are not permitted in the summer session, unless authorized by the Vice President of Student Services Student clubs/organizations must register annually. Valid for one academic year Must have an approved contract faculty advisor Clubs are responsible for cleaning up after any meetings, activities and/or events Failure to adhere to BP 3100, BP 3200 or district facilities policies will result in a suspension of privileges Please ensure that in ALL posters, flyers and other print materials from ASG and Student Clubs to include the San Diego City College logo. A flyer will only be posted to the web and digital signage if the City College logo is included For the logo go to https://www.sdccd.edu/about/departments-andoffices/communications-and-public-relations/logos.aspx

FUNDRAISING No clubs or members shall raise funds which contribute to the personal benefit or gain of individual members. Fundraising includes, but is not limited to donations, the sale of approved items, and admission charges. Fundraising must be related to the purposes of the sponsoring club/organization and must clearly specify the uses to which the proceeds are to be committed. All funds generated through fundraising activities must be deposited in the Accounting Office within 48 hours of the event. Clubs may reach contractual agreements with individuals or groups on or off-campus to perform on campus only under approval from Student Affairs. Violation of rules are subject disciplinary action in accordance with Board Policy 3100, section 3.0.

OFF CAMPUS ACTIVITIES District assumes no responsibility for off campus activities, including contractual arrangements made by student clubs/organizations.

REMEMBER Student clubs are responsible for conducting affairs in a manner consistent with district rules and regulations. Clubs/Organizations must comply with district rules, regulations and policies while on district property. NOT ALLOWED to use the District or college’s name or logo without the consent of the college (Ed Code) in soliciting funds. Must have vendor agreements on file for any vendor activities.

APPROVAL PROCESS FOR VENDORS When a Club is interested in bringing an outside vendor to be part of a particular event on campus, the club will have to complete the administrative approval process. Per the District, the following items are required for consideration of food vendors on campus. Please note that the following steps have been provided already to Student Services: Temporary Food Facility Permit Food handler Certificates for vendor staff who will be working at the site Liability insurance in the minimum amount of 1 mm with a rider that names the SDCCD as also covered in the agreement identifying San Diego Community College District specifically Hold Harmless Agreement - completed by the vendor Vendor-Seller Agreement - completed by the vendor Administrative approval (Vice President or designee signature is pending)

NOTE: You may find the approval forms in the following address: http://www.sdcity.edu/CampusLife/StudentClubs Please, submit your paper work two weeks in advance from the event to Lori Oldham or Marian Rodriguez at the Student Affairs Office in M-200. You will receive within a week a notification from our office to let you know that your forms have been or not been approved. Students please plan ahead to avoid unforeseen complications, gather your documents and submit your paperwork.

VENDOR PACKET FORMS

WE WISH YOU A VERY PRODUCTIVE YEAR!