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PALOMAR COLLEGE

CLUB GUIDEPalomar College

1140 West Mission RdSan Marcos, CA 92069

Office of Student AffairsUpdated 8.5.16

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PALOMAR COLLEGE MISSION STATEMENT Our mission is to provide an engaging teaching and learning environment for students of diverse origins, experiences, needs, abilities, and goals. As a comprehensive community college, we support and encourage students who are pursuing transfer-readiness, general education, basic skills, career and technical training, aesthetic and cultural enrichment, and lifelong education. We are committed to helping our students achieve the learning outcomes necessary to contribute as individuals and global citizens living responsibly, effectively, and creatively in an interdependent and ever-changing world.

INDEX UNIT I – Office of Student Affairs Overview of the responsibilities of the Office of Student Affairs as well as the resources the office provides; also includes brief information about Inter-Club Council (ICC) & Associated Student Government (ASG).

UNIT II – Advisors An explanation of the responsibilities of being an advisor, including some hints on how to be successful.

UNIT III – Club Officers Basic list of officer positions, with their responsibilities.

UNIT IV – Activities/Project/Travel Forms/CW Day Form This section has an explanation of the various forms needed to complete an activity, a project, or travel commitment at Palomar College.

Further information may be obtained in the Office of Student Affairs, SU-201.

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UNIT I- Office of Student Affairs

GENERAL INFORMATION

The Student Activities Office, under the Office of Student Affairs, supports student programming at Palomar College which is well balanced in its scope. It provides opportunities for the personal, social, recreational, religious, cultural, and civic development of individuals, in conjunction within and beyond the scope of the formal educational programs. We encourage all students to become actively engaged and participate in student activities.

The justification for these programs develops naturally from the pursuit of underlying goals. These goals are related to maximize the development of the total individual. The strength of the activities program rests in the fact that it affords outlets for creative self-expression in diversified interest areas and settings for a maximum number of students.

A student activities calendar is produced for each year and is available in the Office of Student Affairs. Programs/activities may be added to the calendar by contacting the Coordinator of Student Activities. We welcome suggestions and assistance in producing programs/activities on campus. Present a plan and the Office of Student Affairs and the Student Activities Coordinator will work with you to produce a successful event.

POLICIES

The policies relating to student organizations/clubs are administered through the Office of Student Affairs in the Student Union, room SU 201. Advisors and organization officers are responsible for understanding and following the policies and procedures pertaining to Palomar College and the organizations at Palomar College. Any needed interpretation of the policies and procedures can be discussed in the Office of Student Affairs, in SU 201.

SERVICES AND FACILITIES

The Office of Student Affairs, located in room SU 201, is designed to serve the students and to coordinate organized campus activities in cooperation with all recognized student organizations. Staff members are ready to help clubs/organizations in the development, presentation, and evaluation of their events. The following are available for use by all recognized student clubs/organizations: 1. Information

a. Resource files b. Student organizations’ files

2. Office Equipment, and Physical Facilities a. Stapler, punch, paper cutter b. Sidewalk easels

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c. Club/Organization Mailboxes d. Diversity Center / Success, Equity, Advocacy & Leadership (SEAL) Centere. Conference/Meeting Rooms

3. Publicity Services a. Duplicating Services b. Fax Services c. Poster Printing

4. Publications: http://www2.palomar.edu/pages/studentaffairs/. a. New Club Packet b. Club Reinstatement Packet c. Club Information Packet d. Club Guide Book e. SEAL Center Rulesf. Student Activities Calendar (fall/spring)g. Campus Wide (C/W) Day Formh. Additional forms can also be found on the OSA website, under the “Forms” tab:http://www2.palomar.edu/pages/studentaffairs/.

5. Staff Advising a. Assistance is available upon request in the areas of leadership, event programming, publicity, and scheduling.

6. Miscellaneous Facilities and Services a. Palomar College Activity Card (SU 202 – must be renewed each semester) b. General Information for Campus Activities c. Leadership Training d. Book Lockers e. Club Accounting Services f. Student Grievances

7. Student Activities Calendar a. Development is completed in June & July and is available in August for the fall & spring semesters. b. All requests/information for the Student Activity Calendar must be submitted to the Office of Student Affairs before the last day of the Spring Semester. All requests must have approval from the Facilities Office, prior to submission.

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http://www2.palomar.edu/pages/studentaffairs/

http://www2.palomar.edu/pages/studentaffairs/

Glossary Activity/Event– A planned event by a Palomar College club/organization. Always check with the Office of Student Affairs to be sure you have completed the correct paperwork and have allowed enough time to produce a successful activity.

Bulletin Boards – Bulletin Boards throughout the campus may be used to advertise an event/meeting. Remember all flyers must be no larger than 8 ½” x 11” and all must be stamped, dated, and signed by the Office of Student Affairs.

Campus/Wide Day (C/W Day) –Food sales are scheduled to coincide with the Club Rush event in the fall & spring. These two events allow the current campus clubs to fundraise by bringing outside food onto campus to sell at their club booth. Strict guidelines are set to be in compliance with the California Homemade Food Act – AB 1616 or Cottage Law. Therefore, only pre-packaged, store purchased items will be allowed by clubs on C/W Days. Clubs must turn in a C/W Day Food Request Application (attached to this packet) to the OSA and items listed must be approved, no later than 7 days prior to the C/W Day event. Items must be served at room temperature; therefore, no cold or hot items will be allowed. For more information about the Cottage Law, please reference: http://leginfo.legislature.ca.gov/faces/billNavClient.xhtml?bill_id=201120120AB1616.

A club may have fundraisers that are not food related on any other day, as approved by the Office of Student Affairs.

Diversity Room – SU 204 has been designated as the Diversity Room and is for the use of current Palomar College Clubs and the Associated Student Government (ASG), as well as Student Activities only. The Clubs, ASG & Student Activities may hold meetings/activities, do projects, and/or store supplies for a short time period. The Office of Student Affairs schedules the Club Diversity Room.

SEAL Center- SU-19 has been designated as the new Student Equity, Advocacy & Leadership (SEAL) Center. All student clubs/organizations recognized by the Office of Student Affairs will have access to work stations, computers, printing, scanning in the SEAL Center. Various leadership and student equity workshops will be offered over the course of each year, to attract students to get involved on campus. All club members are welcome to use the SEAL Center in accordance with the SEAL Center rules. Club members may use the computers and print up to 10 pages per day with a current Student Activity Card. No exceptions will be made. This room is staffed by student workers.

New Club & Club Reinstatement Packets – Packets may be found on the Office of Student Affairs web site under the “Club Information” tab. All Palomar College clubs must be reinstated each semester. Reinstatement packets will be available approximately two weeks before the beginning of each semester. Clubs must be reinstated before they can participate in ASG/ICC events and receive any financial assistance.

Club Mailboxes – Mailboxes are in the Office of Student Affairs, SU-201 and should be checked at least twice a week for new information. Mailboxes are used to communicate information from/to individuals, ICC, ASG, general campus information, State and Federal information. Mailboxes are assigned after reinstatement is approved by the OSA.

Club Table on the Quad – Clubs may request a table/booth from the Office of Student Affairs by completing the Facilities Use Request form. Allow at least a three-four week lead time.

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http://leginfo.legislature.ca.gov/faces/billNavClient.xhtml?bill_id=201120120AB1616

Duplication Services – The Office of Student Affairs (SU 201) provides duplication services at no cost to the club. Leave your original with a duplication form attached in the Office of Student Affairs. The work will be completed within 24 hours. Limitations on services will vary from depending on each request. The office cannot complete requests for on demand printing.

Electronic Message Board – The Office of Student Affairs selects the messages to run on the Electronic Message Boards on the SU Building. Messages are changed each Thursday.

ICC – The Inter-Club Council (ICC) is a Council of the Associated Student Government. It functions as a networking council and one representative from each approved Palomar College Club/Organization has a vote on all issues at the ICC meetings.

ICC Meetings – All clubs have the opportunity to have a club representative at each ICC Meeting. Clubs will participate in an exchange of ideas, networking of clubs, and planning of the campus activities. Throughout each semester ICC offers opportunities to clubs to earn club money by participating in on campus events.

Meeting Rooms – Rooms may be reserved on a semester basis by requesting an SU room with the OSA or by completing a Facilities Use Request Form which can be found under the “Forms” tab on the OSA website. All Club Facilities Use Requests are turned into the Office of Student Affairs first for processing. Rooms are issued on a first-come, first-served basis.

Student Activity Cards – All students are encouraged to purchase their Palomar Student Activity Card. Funds are used for student activities as well as many other opportunities listed on the benefit sheet found in SU-202. In order to get a Palomar College Student Activity Card, students must be physically enrolled in class/es (credit class or non-credit ESL class) for the term they want the card and purchase the card prior to receiving it. Students can pay online through their eServices account or at the Cashier’s Office. Students must then come to the Student Activities Office, SU-202, with their student I.D. number, to have their picture taken and card issued. Students with current Student Activity Cards have access to several benefits and discounts on and off campus. To see a full listing of discounts and benefits, please stop in SU-202 for a benefit sheet.

OSA – Office of Student Affairs (OSA) is located in SU 201. This office oversees the SU Building, the ASG, ICC, Campus Clubs, Campus–Wide Events/Student Activity Calendar, Student Activities Office, SEAL Center, Student Computer Lab and Commencement, and is in charge of the student grievances and student discipline.

Sandwich Boards – The ICC has club sandwich boards that may be checked out through the SEAL Center student worker/OSA and used for advertising campus-wide activities. All information must be approved by the Club Advisor and OSA prior to posting. Please see the ICC Sandwich Board Policy for club use of the sign boards.

Student Activity Office – located in SU 202, the Student Activity Office creates Student Activity cards, has information on the benefits associated with the Activity Card, can assist with club information and campus-wide events and is staffed by student workers.

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INTER-CLUB COUNCIL (ICC)

The Inter Club Council is a Council of the Associated Student Government. It is chaired by one of the ASG Senators who has been appointed by the ASG President and approved by the ASG Board. The ICC Vice-Chair is elected by the ICC members from within their membership. The ICC Vice-Chair may not represent a club. The ICC Secretary is a member of the ICC Board. The ICC Board is made up of one representative from each club, who is selected by their club/organization, which must be a current, active club through the Office of Student Affairs at Palomar College. The ICC Board meets each Friday, 9:00am-10:00am in SU-204, during the fall and spring semesters and follows the Brown Act and Robert’s Rules of Order for all official ICC business.

During the meetings, each club shares information about their current activities and meetings during their club report. The ICC Board also plans and hosts campus-wide activities during each semester and plans their participation in the various activities/events sponsored by the Associated Student Government (ASG) and/or the Office of Student Affairs (OSA). As a member of the ICC, clubs are also able to apply for the ASG Monetary Request.

During the semester, Club Training is provided for club members by the OSA. The Office of Student Affairs also offers appointments as needed with club members, to discuss updates and training during the semester.

As an added perk, every reinstated or new club rep that attends the first four official ICC meetings of each semester (fall/spring) can have their names placed in a drawing for the ICC Parking Place. This is a special parking place reserved only for our winner. No one other than the winner may park in the ICC Parking Place. If you attend one meeting, you will have one entry; if you attend four meetings, you will have four entries. Of course it goes without saying, one entry (member’s name) per club/per week. It is important to attend the meetings of ICC!

If you have any questions, please contact the Office of Student Affairs, SU-201 (760-744-1150 ext. 2594)

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INTER-CLUB COUNCILPOINTS SYSTEM During the year, the Inter-Club Council approves specific points to be earned at ICC weekly meetings and on-campus events. The ICC confirms club participation at their weekly meetings by tracking attendance at each meeting/event, and the ICC Chairperson and Vice Chairperson are charged with keeping track of the ICC points earned for each club throughout the year. As you can see, attendance at the first meeting of the fall semester is just as important as the last meeting of the spring semester. Clubs should also keep track of their participation throughout the year as well.

Once ICC points have been totaled at the end of the spring semester and the ICC Top Ten List has been approved by the ICC, the ICC Chairperson is responsible for turning in all related information (distribution formula, total points for each club and Top Ten Clubs with award money totals) to the OSA, in order for award monies to be transferred to the Top Ten Clubs financial accounts. All approved, official ICC minutes for the year must also be received by the OSA, prior to award monies being transferred to club accounts. The ICC receives money each year from the ASG to distribute to clubs for their participation, at the end of the year.

In spring 2013, the ICC voted and approved to use the same distribution formula from 2012 (attached) and voted to allocate a total of $2,000 from the ICC line item in the ASG budget, to distribute to the Top Ten Clubs with the most points at the end of the year.




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ICC Distribution Formulas

Formula based on $2,000 distribution amount.

ICC END OF YEAR FINANCIAL

DISTRIBUTION FORMULA

(ICC SetSpring 2013)

{Place}{Percentage} {Amount Earned}

1st 25% $5002nd 20% $4003rd 15% $3004th 10% $2005th 8% $1606th 7% $1407th 6% $1208th 4% $809th 3% $60

10th 2% $40







10th 2% $30

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10th 2% $46




(ICC SetSpring 2016& 2017)



10th 2% $46

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***NEW***Student Scholarships & Club Donations

All clubs need to contact the Office of Student Affairs ASAP for new, specific guidelines regarding student scholarships and club donations, which have recently changed. When planning for scholarships or club donations, your first step should be contacting the OSA, to get the latest updates on what is allowed or not allowed and how to go about the correct procedures. Each scenario will be different, so please plan to discuss in advance.

ASG BYLAWARTICLE X

MONETARY REQUESTS AND ASG SPECIAL PROJECTS It shall be the policy of the Associated Student Government to hear monetary requests from clubs, organizations, and individuals (hereafter referred to as “club or clubs”) that have complied with the procedures outlined in this Bylaw.

Section 1- Type of Award Funds may be dispersed to clubs/organizations from Palomar College’s Associated Students Trust Fund (71) and the Student Representation Fee Trust Fund (72), based on the following: Clause I. Awards made from the Student Representation Fee Trust Fund (72) are to be

expended by governmental affairs representatives who may be stating their positions and viewpoints before city, county, and district governments and before officers and agencies of the state government.

Clause II. All other awards may be made from the Associated Students Trust Fund (71). It is the role of the ASG to approve all monetary requests and evaluate the extent to which they will benefit the students of Palomar College District.

Section 2 - Amount of Monetary Award Clause I. Any club requesting funds shall be required to present their current account balance

at the meeting in which the request is being made. Clause II. No club shall receive in excess of $600 in matching funds per academic year. Any

amount over $600 must be approved by a (2/3) majority vote. Clause III. All fund requests are subject to the availability of an excess of more $60,000 in

ASG Reserve Funds. Clause IV. The ASG shall award no more than $6000 per semester during an academic year

in Monetary Requests.

Section 3 - Monetary Request Restrictions Clause I. Awarded funds shall not be spent on alcohol, or other controlled

substances, or events that promote such. Clause II. Awarded funds may be used for travel. All participants travelling on student

dollars must adhere to the Students Rights and Responsibilities found in the

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Palomar College Catalog. These include Palomar District’s Drug and Alcohol Policy, Student Behavior Rules and Regulations, and the Student Conduct Code.

Clause III. Awarded funds may not be used for club scholarships. Clause IV. Awarded Funds not used for travel shall be used in a way that will

promote or advance the culture, diversity or duty to community of the A.S.P.C. on Campus or within the boundaries of the District of Palomar College.

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Section 4 - Responsibility to Match Funds Clause I. All Clubs requesting money from the ASG shall be actively engaged in fundraising, and shall strive to match 50% of the amount requested from the ASG.

Clause II. The body of proof of the Clubs effort to match funds provided by the ASG shall fall on the club requesting subsequent funds.

a. Proof of the Clubs effort shall be provided by the club at the time they request subsequent funds. Failure to present proof shall result in the denial of the request.

b. Proof of the funds raised by the club in said effort to match funds previously awarded shall be provided by the club at the time they request subsequent funds. Failure to present proof shall result in the denial of the request.

Clause III. A monetary request, made by a club who has failed to match 50% of requested funds, must receive a (2/3) majority vote from the ASG in order to be approved.

Section 5 - Monetary Request Process Clause I. Clubs requesting funds must be officially active, meaning that they have submitted

their reinstatement forms to the Office of Student Affairs. Clause II. Active Clubs will ask to have their fund request appear on the ASG

agenda. Clause III. The club requesting funds shall send an informed representative to attend all

meetings in which their monetary requests will be discussed by the ASG. The representative should be prepared to answer questions concerning the purpose of funds, the amount requested, and the club’s financial status. Incomplete information regarding the purpose of funds, the amount requested, or the club’s financial status, may cause the monetary request to be postponed until the clubs can provide complete information. The club may also choose to prepare a resolution or presentation for the ASG.

Clause IV. During the ASG general session, the Chairperson of the Inter-Club Council shall report on the favorable or unfavorable status, and the level of participation demonstrated by the club at campus events and ICC meetings.

Clause V. At the ASG general session, the monetary request will be treated as routine business, and shall be approved by a majority vote, unless the club failed to raise matching funds.

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Clause VI. Upon approval, the club will complete and submit a “Requisition for Funds” form, which can be obtained from the Office of Student Affairs.

Clause VII. The ASG Financial Liaison will inspect the requisitions forms and ensure that they are completed correctly. Incomplete and incorrect forms will be returned to the Club Advisor or whoever submitted the form.

Section 6 - Disbursement of Funds Clause I. Funds will not be disbursed to clubs for items not listed clearly in the ASG

minutes, for the meeting in which the monetary request was approved. Clause II. Contracts and Purchase Orders shall be dispersed through the Office of

Student Affairs. Clause III. Clubs will present a copy of the approved ASG minutes containing their monetary

request and all receipts to the Office of Student Affairs no later than 30 days from the date of purchase. The ASG Financial Liaison will review all receipts.

Clause IV. It shall be the duty of the ASG Financial Liaison and the Office of Student Affairs to inform the ASG President and Advisor of any discrepancies regarding the reporting of receipts, contracts, purchase orders, and related documents.

Section 7 - Discrimination Statement Clause I. All persons shall be considered equally before the ASG's Constitution and Bylaws.

No rights or privileges may be denied to any individual on the basis of, but not limited to, race, color, gender, ethnicity, marital or parental status, disabilities, age, religion, political affiliation, status as a veteran, or sexual orientation. In addition, the ASG shall not take any action to favor or disfavor any human being.

Section 8 – ASG Special Projects Clause I. The ASG may use ASG Funds to fund Special Projects approved by a 2/3

majority vote of the Board.

a. No more than $6000 per semester in an academic year shall be used for Special Projects.

a. Funds for Special Projects shall come from ASG Reserve Funds provided there is an excess of $60,000 in ASG Reserve Funds

b. The total cost of all Special Projects shall not cause ASG Reserve Funds to drop below $60,000.

Section 9 – Ownership

Clause I. Any item or device that has been purchased by the ASG or ICC, is owned by the ASG.

Section 10 – Check in/out of items

Clause I. All items that are owned by the ASG, but are used by the clubs will be stored in the Club Hub.

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Clause II. Once an item(s) is checked out of the club hub, that person and club will be responsible for returning the item(s) by no later than 7 days from the check-out date.

a. It will be the responsibility of the person who last checked an item out to return it.

b. That person takes full financial responsibility and liability for all items checked-out.

Clause III. Once returned, the item (s) shall be checked in and verified by the Financial Liaison.

a. The person who checked out the equipment shall still be responsible until it has been verified by the Financial Liaison, or an executive.

b. Once it is been verified that the item (s) has been returned, financial liability and responsibility will be released.

Clause IV. If an item has already been purchased by the ASG and a duplicate is requested, the monetary request must go through Policies Procedures and Executive Review Committee.

**Updated-spring 2013

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Club Websites

Palomar College offers free website hosting for all student clubs. A club officer or advisor can request to have a new club site created by emailing Chris Norcross at [email protected].

When requesting a new club site, specify whether you want a WordPress enabled site or a standard site. Also, please provide a list of the club members/advisors that will need to manage the site, (For students, include their name and student ID number; for advisors, include their name and Palomar email address).

FA Q’s

What is the difference between a WordPress enabled site and a standard site?

WordPress is software you can use to create a site quickly and easily. Very little experience is necessary to use WordPress effectively. According to the makers of WordPress more than 25 million websites around the world run on WordPress. More information can be found on the WordPress website at http://www.wordpress.org/.

A standard site requires someone with web editing software (Adobe DreamWeaver, Microsoft Expression Web, etc.) and the skills necessary to create and manage a website. While not as user friendly as WordPress, it does offer complete control over every aspect of your site.

How much space is allowed for a club website?

Each club is allowed 1 GB of space on the server. If more is needed contact Chris Norcross at [email protected].

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UNIT II – Club AdvisorsAs an advisor you are making a difference. It is an honor to be asked by a student organization to serve as an advisor. Such a request implies respect and friendship of the students. The advisor should recognize this responsibility carries with it additional demands on one’s time. However, advising a student organization brings rewarding returns, since the advisor has the opportunity to work with students outside the formal classroom or college situation, assisting them in the planning and development of their organization’s programs.

An advisor may wonder what the nature of the relationship with the group should be. As an advisor, you are responsible for making sure the group follows their club constitution, the policies and procedures of Palomar College: http://www.palomar.edu/gb/Web%20Pages/PoliciesAndProcedures.html. California Education Code, and the California Brown Act as well as parliamentary procedure (most campus committees use Robert’s Rules of Order). You are not to make decisions for the club, but rather ensure the decisions are made in the correct manner. You are not to create or plan an activity but rather make sure the policies and procedures are followed in the planning and execution of the activity. You are not to vote or sway club decisions, but assure that the decisions that are made follow the club constitution. You are an advisor.

The Office of Student Affairs is available for consultation and assistance in all matters pertaining to activities, programs, and social events. The office will also assist with the interpretation and implementation of policies and procedures pertaining to organizations and activities. Always feel free to contact the Office of Student Affairs (SU 201).

Advisors are fully aware that they serve without pay, receive no release time, no comp time, no overtime, and no workload hours. Club duties, including events and meetings, are strictly voluntary hours. Advisors are also aware that they need to attend all official club functions, including club meetings and events, on or off campus, for the duration of each.

Clery Act Training

Important Clery Act Information: Due to your role as an advisor of a recognized student organization,17

http://www.palomar.edu/gb/Web%20Pages/PoliciesAndProcedures.html

you are considered a “Campus Security Authority” for the College. As such, you shall immediately reportany crimes that you are made aware of to the Palomar College Police Department.

(Training must be completed annually to be current.)

If you have not completed Clery Act Training for this academic year, please contact Karen Boguta-Reeve ASAP, directly in the Campus Police

Department at [email protected] or x. 3977.

BROWN ACT REQUIREMENTS

Ralph M. Brown Act requires that all entities established by statute (i.e. ASG, including each club) conduct meetings in a way that allows for the public to know what is going to be on the agenda each meeting and must

be posted publicly 72 hours prior to the meeting.

Items may not be up for discussion, nor can they be voted upon if they did not appear on an agenda which was posted and made available to the membership 72 hours in advance.

Secret Ballots are not allowed. All voting must take place openly and professionally.

DISTRICT POLICY

It is a requirement that an advisor must be present for any club meeting or club activity and confirm that the correct paperwork has been filed with the Office of Student Affairs prior to the event. It is the club advisor

who is the responsible party and who signs all requisitions, travel requests, and facilities requests.

All equipment requests and food requests must be arranged and signed by the advisor.

Palomar College Clubs are made up of no less than ten currently enrolled students of Palomar College and must have at least one advisor (full-time employee of Palomar College).

OFFICE OF STUDENT AFFAIRS

All clubs must complete a New Club Packet or Reinstatement Packet each Fall and Spring semester. All clubs must have at least one and no more than three advisors. An Advisor may advise no more than three

clubs/organizations per semester. A current copy of the constitution must be on file in the Office of Student Affairs.

CLUB REQUIREMENTS

Each club has a constitution and bylaws by which they are governed. These may be changed only by a 2/3 positive vote by the membership. The constitution and bylaws are documents made available to all members

upon request; usually they are posted on the individual club’s web site.

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UNIT III – Club Officers

Once you have taken on an officer position in an organization/club, you have also taken on a number of responsibilities. Each organization will have the requirements of each officer position defined in their constitution or bylaws. REMEMBER, at any given time you represent Palomar College and your organization. Officers must work as a team for the good of the organization. If each officer fulfills their required duties the team will be a working machine going forward to accomplish their goals. If the officers do not work as a team, members will become aware of their differences and soon the club will become non-existent. Teamwork does not just happen; it must be developed and continually praised. IMPORTANT: Within the club, each officer must do their own job. With each officer accomplishing their own job requirements, a working team is formed.

Basic Officer Duties (these may be changed within each constitution or set of bylaws)

President: The President creates the agenda for each meeting and distributes the agenda to all members. The President usually chairs the meeting, keeping order but still having fun. The President knows all club information and encourages all to complete their obligations.

Vice President: The Vice President knows everything about the President’s job in case the Vice President needs to step into the position of President. Other responsibilities may be laid out within the constitution or bylaws.

Secretary: All meetings must have a recorded set of minutes – they are legal documents. Minutes are made available to all members and the advisor(s) in a timely manner. In some cases the Recording Secretary is also in charge of membership records. All official club minutes should be kept on file with the club or club advisor and may be asked for at any time.

Treasurer: Takes care of all the financial business of the organization, following club’s constitution and the policies and procedures of Palomar College.

After the basic officers’ positions are filled, the organization may become creative and setup positions for their own needs (i.e. Recording Secretary, ICC Representative, Fellowship Chairperson, Special Events Coordinator, etc.) Some organizations have Project Leaders for special one-time projects the organization produces.

The more members who have a job (position/responsibility), the more successful your organization will be. Just remember to be flexible, give everyone an opportunity to have a responsibility, and most of all…

HAVE FUN!

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Agenda: Example

Agendas are normally prepared by the President or Chairperson. Only items which appear on the agenda may be brought up for discussion or action during the meeting. Minutes are written according to each agenda.

Clubs should follow the California Brown Act. One requirement is to make the agenda available to all members 72 hours (week days only) prior to the scheduled meeting. This may be accomplished by posting the agenda in a regular location and emailing the agenda to the membership with the required 72 hours.

(CLUB NAME)DATE

PLACE AND TIME OF MEETINGAGENDA

1. Call to Order

2. Roll Call (this is generally only a roll call of officers)

3. Approval of Minutes (approval of the minutes dated_____________)

4. Public Comments (any person attending the meeting, not a member of your organization, may say a few words about an agenda item). ( The presiding officer may set a time limit.)

5. Old Business 1. List, item by item, any business that already has been on the club’s agenda and is considered unfinished. An explanation of the item (up to 20 words) must be included.

6. New Business 1. List, item by item, any business that is new to the club and has not appeared on the agenda. An explanation of the item (up to 20 words) must be included.

7. Comments (optional – but allowing members and officers to report brings the group together)

8. Advisors Report

9. Adjournment

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Club Minutes

The Secretary keeps the club records which include a copy of the approved minutes. Minutes are also made available to all members. Minutes are signed by the Secretary. A copy of the approved minutes needs to be attached to each Requisition for Funds.

Minutes must follow the agenda which is created by the President/Chairperson.

Items not on the agenda cannot be brought up at the meeting except under reports. No action may be taken. The item may be placed on the next agenda if action is required.

Action may be taken only on items listed under “Old Business” and “New Business”. It is only necessary to record the maker of the motion and the person who seconds the motion. This can be recorded as: MSC – John Jones motioned……

MSC means motioned, seconded, carried. MSF means motioned, seconded, failed. MF means motion failed for a lack of a second.

Minutes are legal documents. The motion must be recorded word for word. Likewise, any financial business and changes in the bylaws must be recorded correctly.

Discussions & reports may be summarized.

A set of minutes must be attached to each Financial Requisition as confirmation the club approved the expenditure.

Minutes should be signed by the Club Secretary and approved by the membership.

The Secretary should keep a binder with all agendas and minutes. This creates a history of club business which may be tracked and allows a history trail to be created. All information should be transitioned to the next Club Officers or Club Advisor

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Club Finances

The Treasurer keeps a running balance of the club finances. This may be confirmed by the Office of Student Affairs. The treasurer also makes all deposits of earned monies with the Office of Student Affairs in a timely manner, pays all billings and reimbursements according to the club’s minutes in a timely manner and maintains a file of receipts of all business conducted.

Deposits:

All club deposits are to be given to the Office of Student Affairs. Deposits will be confirmed by the OSA and receipt will be signed by the club treasurer.

Invoices:

1. ASG Requisitions must be completed2. Attach a set of club minutes approving the purchase.3. Attach all original receipts.

a. Credit card receipts are not acceptable if purchase is not itemized.b. Credit card used must be in the club member’s name.c. No alcohol purchase may be on the receipt.

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UNIT IV-Activities/Projects/Travel Forms/CW Day Form

In order to do anything at Palomar College, it is necessary to complete the proper paperwork. One reason for the paperwork is to ensure two activities are not going on at once in the same area. Another reason is to show the intent of the activity, which needs a big insurance umbrella to cover our events/activities. Requests must be officially approved by the OSA and the Palomar College campus scheduler before the activities are accepted. Requests must be approved 4 weeks prior to event/activity.

Below is a listing of some website connections on the Palomar College web site for forms that may be useful to your club.

Use of District Facilities Request – San Marcos http://www.palomar.edu/facilities/pdfs/UseOfFacilities.pdf.

In order for a club to request any space on campus (SU Quad, classroom, lawn, etc.) for club meetings/events/activities, a “Use of District Facilities Request” form must be filled out and turned into the OSA, no later than 4 weeks prior to the event.

Request to Travel http://www.palomar.edu/fiscal_services/LeftNav/Travel%20Claim%20Form_FY15_16_712015.pdf.

In order for a club to travel off campus (event/activity/conference, etc.), travel paperwork must be submitted to the OSA weeks in advance. Please check with the OSA prior to scheduling any club travel, in order to plan appropriately.

NOTE: If you are traveling out of state, the trip must be pre-approved by the Governing Board. See the section on Travel in this Guide.

More forms may be found on the Office of Student Affairs web site under the “Forms” tab: http://www2.palomar.edu/pages/studentaffairs/home/forms/.

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http://www2.palomar.edu/pages/studentaffairs/home/forms/

http://www.palomar.edu/fiscal_services/LeftNav/Travel%20Claim%20Form_FY15_16_712015.pdf

http://www.palomar.edu/fiscal_services/LeftNav/Travel%20Claim%20Form_FY15_16_712015.pdf

http://www.palomar.edu/facilities/pdfs/UseOfFacilities.pdf

Office of Student AffairsEVENT PLANNING

The Office of Student Affairs has a Student Activities Coordinator on staff. The Student Activities Coordinator is your contact for activities on campus. All events, large or small, take time to plan correctly. Palomar College has a number of policies that must be followed when staging an event. Below is a basic list of forms and timelines which the event chairperson will need to comply with.

TASK TIME LINE PLACE INFO GOES 1. A written plan including the budget 6 weeks prior to event Office of Student Affairs 2. A main contact person 6 weeks prior to event Office of Student Affairs 3. Use of Facilities Request* 4 weeks prior to event OSA/Event Scheduler 4. Contacts for bands/speakers 3 weeks prior to event Office of Student Affairs 5. Food arrangements 3 weeks prior to event Aramark 6. Purchasing of supplies 2 weeks prior to event Club 7. Last minute adjustments 1 week prior to event Club 8. Day of event Greet and have fun Club 9. Report of Event 1 week after event Office of Student Affairs 10. Payment of billings 30 days after event Office of Student Affairs

*Complete your Use of Facilities Form correctly, as the College will allow only one change per form.

Use the Event Planning Form from the Student Affairs web site. It takes a committee to put on an event. The committee should be formed when the idea is presented and accepted by the club members. The committee executes all the necessary steps needed to plan and complete the event, always reporting updates to the club members at their meetings.

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Palomar College

MOVIE COPY RIGHTSWhat the law says

The Federal Copyright Act (Title 17, United States code, Public Law 94-553, 90 Stat. 2541) governs how copyrighted materials, such as movies, may be utilized publicly. Neither the rental nor the purchase or lending of a videocassette or DVD carries with it the right to exhibit such a movie publicly outside the home, unless the site where the video is used is properly licensed for copyright compliant exhibition.

This legal copyright compliance requirement applies to parks and recreation departments, colleges, universities, public schools, day care facilities, summer camps, churches, private clubs, prisons, lodges, businesses, etc. regardless of whether admission is charged, whether the institution is commercial or non-profit or whether a federal, state or local agency is involved.

The movie studios who own copyrights, and their agents, are the only parties who are authorized to license sites such as parks and recreation departments, businesses, museums, etc. No other group or person has the right to exhibit or license exhibitions of copyrighted movies.

Furthermore, copyrighted movies borrowed from other sources such as public libraries, colleges, personal collections, etc. cannot be used legally for showing in colleges or universities or in any other site which is not properly licensed.

Unauthorized Public Exhibition of Movies The concept of “public performance” is central to copyright and is the main issue of protection for these intellectual properties. Most of the persons participating in movie productions depend upon royalties for a major portion of their payment for work performed.

Royalties are the shares paid to movie producers, script writers, authors, computer programmers, playwrights, musicians, inventors, etc. out of the proceeds resulting from the sale, performance or use of their work. If these men and women lose ownership of their work and do not receive royalty revenue, much of which is collected through licensing fees, there will be little incentive for them to continue to invest their time, research and development costs to create future endeavors. If this happens, they must then look to the U.S. Copyright Law for assistance. Consequently, if their intellectual creations are being used by others who are not paying compensation (royalty) for the use, copyright law may need to be enforced.

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Office of Student AffairsClub Travel

All travel requests must have the following forms attached. Travel requests packets that are incomplete will be sent back for revision. Please plan accordingly. All packets are to be turned into the Office of Student Affairs – SU 201. They require the Director of Student Affairs’ signature.

o Request to Travel Form o Conference Flyer/Information o Prepaid Hotel Request Form o Prepaid Conference Request Form o Code of Conduct Form o Conference Code of Conduct o Hold Harmless Form (used for minors on all travel and for all travelers if going out-of-state) o Club Minutes approving the expenditures o Governing Board Minutes (needed for out-of-state travel)

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INSTRUCTION SHEETFOR REQUEST TO TRAVEL

The Request to Travel Form must be completed whenever a club/organization/individual leaves the campus for club business; i.e. a meeting, a luncheon or dinner, a fund-raiser, a social gathering, etc. This form MUST BE USED EVEN IF THERE IS NOT A FINANCIAL NEED. The Request to Travel Form is also used as an insurance form by our college.

Procedure: A. Complete the Request to Travel Form on the left-hand side only.

B. Have your advisor sign the form on the left-hand side only.

C. Not Reimbursing Any Funds: Attach a list of club members who are attending and include each member’s Palomar College I.D. number, using the back of the form. Attach to the Request to Travel for evidence of what you are attending and a set of minutes stating the club approved the travel. Then return the form to the Office of Student Affairs no later than three weeks prior to the event. The Office of Student Affairs will then process the paperwork and forward it through the system.

Out of State Travel: If the travel is outside the state of California, your travel must be approved by the Governing Board. The form for putting the item on the agenda is included in this Unit. The Governing Board meets once a month on the second Tuesday. Consequently you must plan ahead. Your travel must be an item on the agenda. There will be no exceptions to this policy.

D. Reimbursing Funds: each individual student must complete a Request to Travel Form and all forms are turned into the Office of Student Affairs as one package. Each form must have the same backup material and set of minutes approving the travel. The out of state requirement applies here also. Plan carefully and ahead of time.

E. When your event is over, complete the right-hand side of the Request to Travel form and return it to the Office of Student Affairs with original receipts (including airline stubs) for all expenses, correct Requisition for Funds forms, and club minutes showing approval of the expenditure. After auditing, reimbursements will be issued if the minutes call for them.

REMEMBER – District employees (advisors, instructors, etc.) must complete a Request to Travel using their District account. Student funds are to be used only for student members.

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OUT-OF-STATE TRAVELREQUIREMENTS

It is mandatory that all out-of-state travel be placed on the Governing Board agenda for approval prior to traveling. The following information must be submitted to be placed on the Governing Board’s agenda:

RECOMMENDATION: ACTION-APPROVE OUT-OF-STATE TRAVEL EXPENSES FOR ___________________________ REPRESENTATIVES (NOTE: THIS PART CHANGES TO YOUR CLUB/ORGANIZATION NAME): a. Name (each individual traveling)

Advanced Funds? For: (Registration, meals, lodging) To attend: (name of conference/event) Location: Date: Estimated Amount: Budget Account Number:

The deadline to submit items for the Governing Board Meeting is two weeks prior to the next meeting. The Governing Board meets once a month on the second Tuesday of the month. Items are submitted to the Office of Student Affairs, to go to the Vice President of Student Services.

Questions: Contact the Office of Student Affairs.

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Palomar CollegeEVENT ATTENDANCE/PARTICPATION CONTRACT

All Palomar College students planning to attend any Palomar College District sponsored event must agree to the following rules and sign this document indicating agreement.

This document supplements the Standards of Student Conduct.

1. I accept the authority of the Palomar College staff accompanying me to this event and agree to follow their directions at all times.

2. I agree to stay within the general vicinity of the event and not travel beyond this area without written approval of my advisor or his/her designee at which time I will provide information as to where I am going, with whom, and at what time I will return.

3. I agree to sleep/stay in my own room as assigned by my advisor and not to change rooms without approval of my advisor or his/her designee.

4. I agree not to allow overnight guests in my room.

5. I agree not to consume any alcohol during the event. I understand that I am prohibited from using illegal substances and/or alcohol while participating in a school-sponsored event.

6. Time lines begin from the designated departure time and established location, to the actual return arrival time and location.

7. I agree to attend all assigned or scheduled events.

8. I agree to abide by the dress code as established by the event and my advisor or his/her designee.

9. I accept that any violations of this agreement may result in me being sent home early from the event and I agree to accept all expenses that may result from this action. I also understand that I may be subject to disciplinary actions for violations of the Student Code of Conduct.

Print Name: ______________________________________ Cell Phone #_____________________

Signature: _______________________________________ Date: ___________________________

*EMERGENCY Contact:_____________________________ *Cell Phone #:____________________

Medicine I will be taking during this conference: _____________________________________________________________________________________

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(Updated 8.7.15)

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Palomar CollegeCODE OF CONDUCT FOR DISTRICT/SCHOOL SPONSORED EVENTS

Palomar College provides a comprehensive program and invites all students and staff to participate. Programs and/or events and their participants shall reflect the Vision, Mission and Values of the institution.

Palomar College’s students, staff and guests while participating in campus sponsored events are governed by the California Education code; Palomar College District Board Policies; Health and Safety Code; Title V, Administrative Code; California penal Code; Military and Veterans Code; and Business and Professional Code.

Any actions by students or non-students in violation of the above listed codes and policies are subject to disciplinary action. Students are held accountable for behavior in all school sponsored activities/events held on and/or off campus. Misconduct for which students are subject to dismissal from the district sponsored activity and a possible Student Code of Conduct violation fall into and are not limited to the following Standards of Student Conduct:

Refer to AP 5520 Student Discipline Procedures regarding due process. Disciplinary action may include verbal reprimand, written reprimand, removal from class, short-term suspension, long-term suspension and expulsion.

I have read and I am aware of the stated rules and regulations and the specific requirements for the activity in which I am to participate. Any violation of these regulations will subject me to disciplinary action, which could include suspension and/or expulsion. Any violation of any of these regulations and/or Standards of conduct could result in my permission to be on campus, or to attend campus activities, to be immediately revoked.

Print Name: ________________________________Signature:_________________________________________

Student ID Number:__________________________Date:______________________________________________

(Updated 8.7.15)

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Standards of Student Conduct

o Causing, attempting to cause, or threatening to cause physical injury to another person.o Possession, sale or otherwise furnishing any firearm, knife, explosive or other dangerous object,

including but not limited to any facsimile firearm, knife, or explosive, unless, in the case of possession of any object of this type, the student has obtained written permission to possess the item from a District employee, which is concurred in by the college president.

o Unlawful possession, use, sale, offer to sell, or furnishing, or being under the influence of, any controlled substance listed in Chapter 2 (commencing with Section 11053) of Division 10 of the California Health and Safety Code, an alcoholic beverage, or an intoxicant of any kind; or unlawful possession of, or offering, arranging or negotiating the sale of any drug paraphernalia, as defined in Committing or attempting to commit robbery or extortion.

o Causing or attempting to cause damage to district property or to private property on campus.o Stealing or attempting to steal District property or private property on campus, or knowingly

receiving stolen District property or private property on campus.o Willful or persistent smoking in any area where smoking has been prohibited by law or by regulation of

the college or the District.o Committing sexual harassment as defined by law or by District policies and procedures.o Engaging in harassing or discriminatory behavior based on disability, gender, gender identity, gender

expression, nationality, race or ethnicity, religion, sexual orientation, or any other status protected by law.

o Engaging in intimidating conduct or bullying against another student through words or actions, including direct physical contact; verbal assaults, such as teasing or name-calling; social isolation or manipulation; and cyber bullying;

o Willful misconduct which results in injury or death to a student or to college personnel or which results in cutting, defacing, or other injury to any real or personal property owned by the District or on campus.

o Disruptive behavior, willful disobedience, habitual profanity or vulgarity, or the open and persistent defiance of the authority of, or persistent abuse of, college personnel.

o Cheating, plagiarism (including plagiarism in a student publication), or engaging in other academic dishonesty.

o Dishonesty, forgery, alteration or misuse of college documents, records or identification; or knowingly furnishing false information to the District.

o Unauthorized entry upon or use of college facilities.o Lewd, indecent, or obscene conduct on District-owned or controlled property or at District-sponsored

or supervised functions.o Engaging in expression which is obscene; libelous, or slanderous; or which so incites students as

to create a clear and present danger of the commission of unlawful acts on college premises, or the violation of lawful District administrative procedures, or the substantial disruption of the orderly operation of the District.

o Persistent, serious misconduct where other means of correction have failed to bring about proper conduct.

o Unauthorized preparation, giving, selling, transfer, distribution, or publication, for any commercial purpose, of any contemporaneous recording of an academic presentation in a classroom or equivalent site of instruction, including but not limited to handwritten or typewritten class notes, except as permitted by any district policy or administrative procedure.

o Violations of District policies and regulations, including, but not limited to, regulations and policies related to smoking/vaping on campus, parking or driving on campus, district computers, telecommunications, campus vehicles, and any and all other District e1quipment and policies and regulations related to student organizations and student and visitor symbolic expression.

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Refer to AP 5520 Student Discipline Procedures regarding due process. Disciplinary action may include verbal reprimand, written reprimand, removal from class, short-term suspension, long-term suspension and expulsion.

PALOMAR COLLEGE

OFFICE OF STUDENT AFFAIRS

Campus Wide (C/W) Day / Food Request Application

This application indicates that your club/organization intends to sell or distribute food items on campus. Campus Wide or C/W Days have been scheduled to coincide with the Club Rush events on September 6th & 7th , 2016 & February 14th & 15th, 2017. These two events allow the current campus clubs to fundraise by bringing outside food onto campus to sell at their club booth. Strict guidelines are set to be in compliance with the California Homemade Food Act – AB 1616 or Cottage Law. Therefore, beginning fall 2013, only pre-packaged, store purchased items will be allowed by clubs on C/W Days. Clubs must turn in a C/W Day Food Request Application to the OSA (SU-201), no later than 7 days prior to the C/W Day event. Items listed will need to be approved by the OSA. Please check with the OSA staff if you have questions about items that clubs are allowed to sell/distribute. Some items may not be permitted. Items must be served at room temperature; therefore, no cold or hot items will be allowed. Requests may be denied if not submitted 7 days prior to the event date.

All safety and sanitary regulations must be complied with serving/selling food on campus.

Palomar College and the Office of Student Affairs will not be held responsible for any infractions of safety or sanitary regulations.

For more information about the Cottage Law, please reference: http://leginfo.legislature.ca.gov/faces/billNavClient.xhtml?bill_id=201120120AB1616.

To be filled out by each club:

Event Request Date___________________________________________________________________________________________________

Club Name:_______________________________________________________________________________________________________________

Student Representative Name & Contact Info (Email/Phone #): ________________________________________________

List all items to be sold/give-aways:

__________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Club Advisor Signature for Approval & Date:_______________________________________________________________________

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Lunde, Marilyn, 05/23/17,

http://leginfo.legislature.ca.gov/faces/billNavClient.xhtml?bill_id=201120120AB1616

Date Application Received by OSA:_______________________________ OSA Approval/Date:___________________________

5/22/2017

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STUDENT ACTIVITIES OFFICEPALOMAR COLLEGE

Catering Services

Simple steps for providing food items at your events or meetings:

1. Palomar College has a binding contract with Aramark for all food services on our properties.

2. If an event on our campus is public (open to all members of your organization) and/or official, then all food arrangements MUST go through Aramark.

3. Clubs must contact the Coordinator of Student Activities to get estimates, to order food and for final order confirmation. Final orders should be placed no later than 2 weeks prior to the event through the Coordinator of Student Activities; therefore, estimates should be done nearly a month out from the event date. A set of club minutes approving a set budget for the event must be received by the Coordinator of Student Activities prior to confirming the food order.

4. Waiting until the last minute does not constitute a reason to break our contract with Aramark. You will simply do without refreshments for your activity.

5. If Aramark declines in writing to provide the refreshments for your event, a copy of the written notice must be presented to the Office of Student Affairs. Upon confirmation by the OSA, the club may at this point contract to an outside source for their refreshments.

6. All Aramark orders must be paid in full within 30 days. Additional orders will not be accepted if there is an outstanding bill.

Failure to follow the policy could result in the cancellation of your event(s).

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