Introduction .................................................................................................................................................. 1 How to Start a Club ....................................................................................................................................... 2 Club Privileges ............................................................................................................................................... 3 SKYLINE COLLEGE CLUB/ORGANIZATION ROSTER ........................................................................................ 4 Roles & Responsibilities: Advisor .................................................................................................................. 6 ADVISOR CONTRACT ..................................................................................................................................... 7 Club/Organization Trust Accounts ................................................................................................................ 8 TRUST ACCOUNT APPLICATION FORM ......................................................................................................... 9 Finances: Requisitions & Deposits ............................................................................................................. 10 Event Planning: The Cliff Notes Version..................................................................................................... 12 Skyline College Contact Information.......................................................................................................... 13 Reference A: Guidelines For Developing A Mission Statement, Constitution, and Bylaws……………………. 14 Reference B: Budgets & Fundraising ……………………………………………………………………………………………………. 18 Reference C: Conferences & Travel …………………………………………………………………………………………….….…… 23 Reference D: Event Planning Guide ………………………………………………….…………………………………………………. 30 1 • • • • • • • • • • • 2 • • • • • • • • • • • • 3 4 5 • o • 6 7 8 9 • • • • 10 • • • • • • • • 11 12 13 Reference A: Guidelines for Developing a Mission Statement, Constitution and Bylaws Mission Statement What’s the purpose of a mission statement? A mission statement sums up your organization’s reason for being. It explains your intentions, priorities, and values to people both inside and outside the group. It can guide you and help you stay focused on the things that are most important to you. If you ever question whether to take on a project or choose a particular course of action, you can look back on your mission statement and see if the proposal is consistent with it. How do we create a mission statement? Start by brainstorming among the members of your group. What are they there for? What do they want to see the group accomplish? What do they want to get out of the groups for themselves? What values, standards, and goals do they never want to lose sight of? Write down everything people suggest at first, without debating the ideas. When you’ve run out of new thoughts, see if you can find some that are similar or have common themes. Try to come up with statements summarizing these concepts. Let people discuss and make adjustments until everyone can agree with, or at least not object to, what you’ve written. Have someone put together a draft based on what you’ve agreed on, and bring it back to the group for final adjustments and approval. Then what do we do? You mission statement should be communicated to new members of your group, and to anyone who wants to know what you’re all about. You may want to publish it in a brochure, or put it on a web site, or otherwise make it available for people to read. It’s a good idea for all members to look at it occasionally, to remind yourselves of what you’re doing there. Your mission statement doesn’t need to be set in stone. In time, your group’s experiences, or the input of new members, may cause you to want to revise it. Changing your mission statement should be done with careful consideration, making sure that all your members can have their say about it, and finalized using the group’s usual method of making important decisions. 14 Constitution Both of these documents are important because it gives you the guidelines for you group to function and is something that will continue to be here even after you move on. This also determines what your club does on campus and how it can make it happen. Without these documents, there is no guarantee that the mission of your club will ever be seen. What should we include? The following is a list of items that should be included if they apply to your groups: o o o o o o o o Club Name Specify any club dues and how payment is managed Meeting information Details about how often meetings should occur Define a Quorum (the number of members who must be there to do official business and make decisions-- usually at least half) Note which officers facilitate the meeting and which officer takes minutes Clarify whether you will use Roberts Rules of Order (a.k.a. parliamentary procedure), or some other procedures for conducting business Any other things you want to do at every meeting (i.e. consensus, majority vote, etc) Explain how decisions will be made (i.e. consensus, majority vote, etc) Any factors that determine membership What are the qualifications to be a member? What can lead to a member being removed from the organization and how will this happen? What are the restrictions (if any) for nonmembers at events or meetings? Define the organization structure: Officers, Committees, etc. List officer titles and responsibility Explain committees and what the purpose of each is Describe the election process for officers, committee chairs/committee members as well as the requirements to be eligible to hold the position Also describe removal procedures and what events might lead to an officer being removed from office Finances Note which officer handles the finances and how this person will report to get group (i.e. monthly budget, list of funds at each meeting, etc) Procedures to get expenditures for the group approved Procedures to amend or update bylaws, mission statement, constitution and other documents (i.e. group consensus vote, majority, ⅔, etc) 15 Club Constitution Outline The following outline has been provided to facilitate this process of developing a club constitution of your own. Article I (Name of club) The name of this club will be Article II (Purpose of club) The has been organized to Article III (Authority) The club derives its authority directly from the Associated Students of Skyline College and directly from San Mateo County Community College District. Article IV (Membership - this section is mandatory) Membership is open to all Skyline students regardless of their religious affiliations, gender, age, sexual orientation ethnicity, etc. Article V (Meetings) Regular meetings of the club will be determined by the membership at its initial meeting each semester and reported to the Center for Student Life & Leadership Development, Room 6212. Article VI (Officers) President - Presides over all meetings, calls special meetings. Vice President - Supports President and takes over in his/her absence Secretary - Records minutes of club meetings Treasurer - Keeps financial record Article VII (Elections) Officers shall serve _ term(s) and will be elected each Article VIII (Amendments) The Constitution shall be amended upon the approval of . of the club members. percentage 16 By-Laws A club may choose to elaborate on their Constitution by writing By-Laws. By-Laws are a set of rules used to govern the clubs meetings. Club Constitutions are not required to have By-Laws unless the constitution does not cover the subjects listed in the Constitution Outline. By-Laws ordinarily include the following (use this to fill in any missing details): • Kinds of membership: • Detailed requirements for membership: • Method of admitting members: • Dues and a provision for hardships: • Powers and duties of officers: • Powers and duties of committees: • Election of officers and committees, including the vote required for election: • Provisions for calling and conducting meetings: • Parliamentary authority: • Number constituting a quorum: • Vote required for important decisions: • Procedure for amending By-Laws: Adapted from Santa Barbara City College Club Manual 6/7/2007 17 Reference B: Budgets & Fundraising How to Create a Budget: 1. Develop club/ organizations mission statement, constitution and By-Laws. 2. List all of the activities you are planning for the academic year. 3. Prioritize the activities list. Do not forget to include club member only activities (i.e. conference travel, field trips, recognition / end of the year meeting). 4. Create a list of operating expenses. a. Office supplies b. Advertising and club outreach c. Copies d. Other 5. Research operating expenses and develop estimate costs for all items on your activities list. This is your budget for the academic year. 6. Establish methods of obtaining money for your budget. a. Fundraising b. SOCC grants (see ASSC Financial Code in ASSC Constitution) c. ASSC grants (see ASSC Financial Code in ASSC Constitution) d. Grants from other organizations 18 Financial Responsibilities: Student Organizations 1. All money collected by a student body association or by any student club or organization of the College shall be deposited in an account and credited to the appropriate organization. The District Administrative Services Office shall insure that the collection and disbursement of funds are consistent with acceptable accounting and auditing procedures and with established District policies and procedures. 2. In order to ensure efficient operation and prudent expenditure of funds under student control, the following policies will govern: a. The student body association shall be responsible for student body association expenses and shall not be responsible for the financial obligations of student organizations not under its sponsorship and/or jurisdiction. b. Approved expenses of staff members assigned to supervise student body association activities may be borne within the College budget. The expenses of staff members assigned to supervise other student-sponsored events may be borne by the appropriate student organization. c. The College shall be reimbursed by any student organization for the use of telephone equipment and for all toll telephone calls made on behalf of the organization. d. All annual budget shall be prepared by student body associations in accordance with established procedures at the College, under the supervision of the Vice President, Student Services. e. The use, by student body associations, of District-owned vehicles (when available) shall be permitted with reimbursement to the District on a per mileage. (See District Rules and Regulation for detailed requirements.) f. The collection and reimbursement of Student Representation Fee funds shall meet the requirements established by the California Code Regulations, Title 5, as well as by District Rules and Regulations. 3. The following policies shall govern the accounting for student body association and student organization funds, including revenues from fund-raising activities: a. The Cashier’s Office at each College shall insure that collection and disbursement of student organization funds are consistent with established District policies and procedures. b. The District Administrative Services Office shall coordinate accounting for all student body funds. c. A financial report of all student funds shall be compiled by the District Administrative Services Office and distributed each month. d. An annual audit of all student funds shall be conducted by the District. 4. All organizations and activities having authorized budgets from associated students fund shall operate within their respective appropriations. The appropriations shall be listed in the proposed budget. For additional information read District Rules and Regulations 9.61. 19 SOCC Budget Proposal Outline The Associated Students Governing Council budgets a limited amount of funds to help support and cosponsor these activities on campus. Requesting Funds: SOCC Procedures Student Clubs and organizations that are active members of the Skyline Organization and Club Council (SOCC) may apply for a grant of $500.00 per semester. SOCC members may submit their proposal online by visiting: http://skylinecollege.edu/studentclubs/resources.php and clicking on the “SOCC Funding Request Form” link. Requests for funds that exceed $500.00 must be made directly to the ASSC Requesting Funds: ASSC Procedures ASSC Funding Request applications are available to fill out and submit online at: http://www.skylinecollege.edu/centerforstudentlife/onlineresources.php. Requests for funding exceeding $500.00 will only be considered with a complete application submitted at least 3 weeks in advance. All proposals will be handled on a first come first serve basis. Once forms are completed and submitted online, the application will be reviewed and your club contact will be notified by the Commissioner of Public Records with a date for your proposal to appear in front of the ASSC. At the ASSC Governing Council meeting, your representative will be asked to read your proposal, answer questions, and clarify details that are not clearly written. If the proposal is approved, the event should then be advertised as a co-sponsored activity. This means that all flyers, banners, billets, newspaper ads and any other advertising for the event must display the following phrase: “Co-sponsored by the Associated Student of Skyline College” 20 Fundraising Guidelines 1. Recognized student organizations may raise funds for purposes related to the objectives of the organization. Fundraising activities shall be conducted in accordance with regulations adopted by the Colleges and in coordination with the District Administrative Services Office. Under no circumstances shall funds be solicited in the classroom. Oncampus fundraising activities must be approved in advance by the organization’s advisor. Off-campus solicitation of funds shall require the approval of the Vice President, Student Services. The following types of fundraising activities are permitted: • Sales (e.g., t-shirts, prepackaged foods and candy, arts and crafts) • Services (e.g., car wash, sign-making, projects) • Entertainment (e.g., concerts, plays, movies, dance groups, bands, performers) • Educational Activities (e.g., displays, films, speakers, classes, workshops) • Contests (e.g., races, relays, sporting events, other competition) • Concessions (e.g., game room, booths at special events) • Special Events (e.g., craft fairs, exhibits, flea markets, auctions, swap days, carnival booths, trips, games) • Contributions/ Donations (e.g., donation collections, drawings, door prizes) • Exhibits/ Shows (e.g., fashion shows, art exhibits) • Collections Drives (e.g., recycling aluminum) • Advertising (e.g., programs , student publications) • Activity Cards Sales • Dances • Rentals/ Commissions (e.g., copy machine for student use) • Charity Drives (e.g., “walk-a-thon”, collections drives) For additional information read District Rules and Regulations Section 7.60 The keys to coordinating a successful fundraising campaign are as follows: • Get everyone in your organization involved in the activity • Choose an idea that will be appreciated by the entire campus community • ADVERTISE, ADVERTISE, ADVERTISE 3. Monies collected at your fundraiser must be deposited into your trust account 24 hours after your event. 2. If you need additional information please contact the Center for Student Life and Leadership Development 21 SAMPLE To Whom it May Concern: 2008 October 26, The Dance Club at Skyline College is organizing a fundraiser in conjunction with the College’s performance of the Afsaneh Ballet on Friday, October 27th, 2014. The event will be held at the College’s Theatre at 8 p.m. on Friday evening. Your generous in-kind donation toward the support of this student activity would be greatly appreciated. The Dance Club is part of the Associated Students of Skyline College, which is part of Skyline College and the San Mateo County Community College District (SMCCCD). The College District is a publicly supported, not-for-profit educational institution of the State of California. The Associated Students of Skyline College, San Mateo County Community College District Auxiliaries is a 501(c)(3) not-for-profit tax exempt organization with a Tax ID number of . For purposes of compliance with Internal Revenue Code Section 170(f)(8), Skyline College will not be providing you with any goods or services in exchange for your gifts and donations. All donations are tax deductible to the extent provided by law. Please consult your tax advisor for details. Thank you for your time and consideration. Sincerely, Susan Smith Dave Stutsman Advisor, Dance Club President, Dance Club Skyline College Skyline College [email protected] [email protected] 650-738-xxxx xxx-xxx-xxxx 22 Reference C: Conferences & Travel Student clubs and organizations have the option to participate in conferences or field trips if the fall into the following categories: • • • • Co-curricular activities or events as authorized and defined by the Education Code Conferences where student attendance is required may be authorized by the appropriate administrator Participation by students as members of an athletic team in athletic events at a place other than the San Mateo County Community College District Participation in activities or events supported in full or in part by external funding that is conducted within the framework of the guidelines established for the program with approval from the College President Assuming at least one of the above guidelines are met, each participating student is required to complete the following to receive approval: 1. 2. 3. 4. 5. 6. 7. Skyline College Student Organization Conference Attendance Approval Conference Attendance Agreement Form Skyline College Release Form SMCCCD Release from Liability Form Medical Consent Form SMCCCD Transportation Request to drive if appropriate Minors Liability Form These forms are enclosed in this packet and are also available at the Center for Student Life & Leadership Development. Advisors must travel with a copy of the Medical Consent form and copies of all forms should be left with the division office or the Center for Student Life & Leadership Development allowing others to have access should you require information in an emergency. 23 Skyline College Conference Attendance Approval Form This form must be submitted to Division Dean or the Director of Student Development for approval 21 business days before conference travel. Club/Organization Name: Date: Title of Conference: Date(s) of Conference: _ School Days Involved Purpose of Conference: _ Location (City & State): Number of Students Attending: Number of Advisors Attending: Attach a list of the name and titles of all persons attending the conference. Estimated Expenses 1. Transportation (airfare, mileage, other) 2. Lodging 3. Meals (Max with receipts = $55; without receipts = $40) 4. Conference registration fees per person ($ ) 5. Shuttle/bus/taxi fares to and from terminals 6. Miscellaneous (bridge tolls, parking charges, etc.) 7. Car rental (prior approval required) Total estimated Expense $ $ $ $ $ $ $ $ Budget Account(s) To Be Charged Receipts must be submitted to the ASSC Bookkeeper after the conference. If receipts are not submitted, the clubs will be held financially liable for the expenses. Administrative Approval Division Dean Signature Date VPI or PSS Signature Date *College President Signature Date *College President’s Signature is only required for out of state travel 24 Skyline College Conference Attendance Agreement Name of Conference Location Dates All participants are required to observe the regulations and all standards described in the Skyline College Student Conduct Code, the San Mateo County Community College District Rules and Regulations, and the California Education Code. I agree that I am attending this conference as a representative of Skyline College and that the ASSC and/or the club/organization has paid all or parts of my expenses. I agree that I will conduct myself in a responsible manner and agree to the following: • • • • • • I agree to follow all policies relating to the non-use of alcohol and drugs. The California Education Code and College policy prohibits the possession and/or use of alcoholic beverages (regardless of students age), narcotics, or drugs such as LSD, marijuana, except as permitted by law. Prescription drugs must be listed on the Medical Consent Form that is submitted with my Conference Attendance Agreement Form and Medical Release Form. I agree to conduct myself in a manner compatible with the college’s function as an educational institution. In the event that I cause damage to facilities/equipment, I am liable for replacement costs. Behavior that would endanger others or me will not be tolerated. I agree not to have outside visitors participate in conference activities. Requests for exceptions must be submitted and approved by the college advisor prior to departing to the conference. I will meet regularly with the college advisor at the conference as requested. I will notify the college advisor, in advance and provide specific plans, if I leave the hotel/conference site during the conference. I will assume financial responsibility for any fees paid for me if I decided, for any reason, not to attend the above named conference after this form is signed. This includes conference registration, travel and lodging expenses, etc. (Although an attempt will be made to replace me if I cancel, there is no guarantee and if a replacement cannot be found, I will be responsible for all costs associated with my reservation.) Return this agreement in to your College Advisor by: I understand that any violation of this agreement may result in my immediate return to my home at my own expense and/or other disciplinary action as defined in the Skyline College Student Conduct Code. I have read and agree to abide by all the terms set forth in this agreement. Student Name (Print) College Advisor or Designee Approval Student Signature Date Date Adopted from Santa Barbara City College Club Manual 6/7/2007 25 Release From Liability Form I, , hereby release Skyline College and San Mateo County Community College District from any liability for any injuries or damage to persons or property of any kind whatsoever that may occur in the event of . If I sustain any injuries during the tenure of this event, I will be responsible for any medical care needed by me. I am aware that I am solely responsible for all my personal belongings, and am personally liable for any of my actions. In the event that a legal action may be initiated against the San Mateo County Community College District as a result of my activities, I agree to pay for all legal expenses and/or judgments rendered against Skyline College and/or the San Mateo County Community College District. I also agree to the following rules and regulations, which are offered for clarification purposes. 1. All students must abide to the Colleges Standard of Student Conduct Code, the District’s Rules and Regulations, and the California Education Code. 2. The San Mateo County Community College District and Skyline College, in compliance with the Federal Drug-Free Schools and Communities Act Amendments of 1989, “prohibits the use, controlled substances, on District or College property or at any function sponsored by the district or College.” “Students found to be in violation of the drug-free campus policy on any District property or at any college function will be subject to disciplinary measures up to and including possible cancellation of registration.” I have read the general guidelines, regulations, and San Mateo County Community College District rules for Student conduct. I agree to comply with District Regulations and College Policies and Procedures. Please Print Name: Address: City: Zip Code: Telephone Number: Student Signature Date Revised by the Center for Student Life & Leadership Development 1/2014 26 Release From Liability Form For Minors I, the undersigned, hereby agree to release Skyline College and San Mateo County Community College District, its officers, agents or employees from any liability for any injuries or damage to persons or property of any kind whatsoever that may occur in the event/ field trip listed below. If my child sustains any injuries during the tenure of this event, I will be responsible for any needed medical care. I am aware that the college and district are not responsible for my child’s personal belongings. In the event that a legal action may be initiated against the San Mateo County Community College District as a result of my child’s activities, I agree to pay for all legal expenses and/or judgments rendered against Skyline College and/or the San Mateo County Community College District. Event: Event Date(s): Participant Name: G-Number: I have read this consent and I understand its terms. I execute it voluntarily and with full knowledge of its significance. Parent/ Guardian Signature Date Please Print Parent/ Guardian Name: Address: City: Zip Code: Telephone Number: E-Mail: In case of emergency please contact: Relationship: Telephone Number: Special Thanks to Cañada Associated Students Revised by the Center for Student Life & Leadership Development 1/2014 27 Medical Consent Form In the event of any medical emergency, I grant to the College or any of its representatives on the trip the full authority to take any action deemed necessary to protect my health and safety at my expense, including but not limited to placing the Participant under the care of a doctor or in a hospital at any place for medical examination and/or treatment, or returning the participant to their home city at his or her own expense if such return is deemed necessary after consultation with medical authorities. Name of Student: Student ID: Please initial one of the following statements: I am 18 years or older and am the Participant (D.O.B.: ) I am the parent/ legal guardian of the Participant who is under 18 years of age and to whom the above statement applies and for whom I am executing this Agreement. I have read this consent and I understand its terms. I execute it voluntarily and with full knowledge of its significance. Signature of Participant / Legal Parent or Guardian Date Print Name Address Telephone College Name In case of emergency please contact: Relationship: Telephone Number: Medical Insurance Carrier: Policy Number: _ Please list any prescription medication that Participant needs to take while at conference: Has your physician approved you to travel under this medication? Yes / No Please Explain: Special Thanks to Cañada Associated Students Revised by the Center for Student Life & Leadership Development 1/2014 28 Student Voluntary Transportation Agreement Conference / Fieldtrip: _ Name: Dates: Birth Date: License #: Drivers Exp. Date: Make of Auto: #: Location: Year/ Insurance Carrier/ Agent: Exp. Date: Policy Phone: Driving Restrictions (if any): I understand the Skyline College may be providing transportation to and from the above activity, however, I may not wish to avail myself of the transportation provided by the District. Please explain reason: The above student hereby requests permission to provide for his/her own transportation at his/her own expense. It is fully understood and agreed that the District is in no way responsible, nor does the District assume liability for any injuries, losses or death, resulting from this non-District sponsored transportation. Although Skyline College may suggest travel times, routes, or caravanning to or from this event, I fully understand that such suggestions are not mandatory. Signature of Participant Date Signature of Legal Parent or Guardian (if under 18 years of age) Date District Approval Signature Date Adapted from Santa Barbara City College Club Manual 29 Reference D: Event Planning Guide Completing Paperwork Step One: Determine which event types your group is interested in facilitating; fundraisers, membership recruitment, educational programs, and/or entertainment. b. Develop a budget for each program/ event that you are facilitating. c. Check your group’s calendar for possible dates and times to hold your event. Step Two: a. a. Check the college master calendar and set a date. You can check the college master calendar online at: http://skylinecollege.edu/events/index.php Step Three: a. Complete and submit the Club Activity Permit. These are found online at: http://www.skylinecollege.edu/studentclubs/resources.php b. Submit your contract and permit as soon as possible, 4 weeks prior to the event to the Center for Student Life and Leadership Development. Your contract and permit will then be forwarded to the appropriate contact. Please keep in mind that some venues require more planning than others. o Be sure to include a layout drawing of the space indicating placement of audio/visual equipment, seating, tables and anything else. Include measurements where needed. To check facility availability, contact: Location Contact Main Theater, Room 1107, Room 1111 (choral Room), Room 1115 (Band Room), Room 1105 Donna Bestock (650) 738-4121 Dining Hall, conference rooms and campus spaces Annie Trinh [email protected] (650) 738 - 4431 Quad and all outdoor areas, except athletic fields Center for Student Life and Leadership Development [email protected] (650) 738 - 4275 Note: All staff-sponsored events require dean or manager signature approval before submission 30 Program/ Event Planning Outline A. Determine which topics and/ or events your group is interested in exploring. 1. Methods of doing this include surveys, brainstorming, discussions at ASSC, SOCC and Club meetings, and conversations with individual students. B. Set goals for each program/ event 1. What do you hope to accomplish? How many students do you hope to reach? C. Involve others 1. Delegate: Assign specific responsibilities to other members/ volunteers/ clubs D. Pre-program planning 1. Set the date - be aware of all possible conflicts. You do not want to plan your event when another activity on campus is also happening for your targeted audience. 2. Gather resources 3. Finances i. Develop a budget ii. Your organization must have enough money in your Trust Account to cover event costs. Consider alternative funds through ASSC, SOCC or fundraising. iii. Process any requisitions for performers or services prior to the event 4. Reserving a Facility (Completing Paperwork) i. ii. iii. Check facility availability with the appropriate facility monitor Complete a Facilities Contract as well as a Club Activity Permit. Submit advisor approval to the Center for Student Life E. Program planning 1. Title (Be creative) 2. Use the Program Planner to walk through all the steps of getting your event planned 3. Confirm dates/ locations/ budget 4. If needed, create a schedule for the event 5. Determine how much help will be needed and recruit volunteers appropriately i. Arrange for a Master/ Mistress of Ceremonies if needed. If performances have a stage or set up, ensure that you have a stage crew and ushers ii. Have volunteers to assist with refreshment sales or any other activities 6. Begin publicity i. Submit a request for your event to appear on the College Master calendar by emailing the Director of Marketing, Communications and Public Relations, Cherie Colin, at [email protected]. She may also assist you with advertising your event on the Skyline College website. ii. Email a slide for inclusion on the LCD monitors across campus. You may contact the Center for Student Life and Leadership Development for the template ([email protected]) iii. Create flyers to post on bulletin boards. Prior approval to post must be obtained from the Center for Student Life and Leadership Development. iv. The campus offers printer services at the Graphics, Arts, and Production office. 31
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