SBVC Clubs Handbook 23-24

2023-2024

SBVCCLUBS HANDBOOK

INTRODUCTION

OFFICEOFSTUDENTLIFEOVERVIEW

OurMission

The Office of Student Life assumes a leadership role in creating a campus environment that integrates the learning experience which complements the academiccurriculum Weprovideprogramsandservicestoenhancestudents' abilitytolearnanddevelopthelifeskillsnecessarytobecomeproductiveand caringmembersofourglobalsociety Studentparticipationinthedesignand implementation of campus wide programs provides opportunities to develop and enhance characteristics of leadership, interpersonal skills, and personal growth. The office provides structured activities, programs, services, resources andfacilitiestoaccomplishthismission.

GetInvolvedonCampus

The Office of Student Life supports the work of the Associated Student Government (ASG), the Inter-Club Council (ICC), and individual clubs by facilitating leadership development, activities planning, the purchasing process, supervising budgets, and approving the use of facilities and the posting of announcements. We coordinate and/or support various campus events including Welcome Week, Wolverine Day, and Commencement The OfficeofStudentLifeisalsoresponsiblefortheproductionofStudentIDCards, whichcanbeusedtoaccesscampusservicesandasabuspassforthelocal Omnitrans.WealsooverseetheValley360°ResourceCenter,orfoodpantryon campus.

CLUB REGISTRATION

REGISTRATIONPROCESS

HowtoStartaNewClub

1. Complete a student organization registration packet (available online or OfficeofStudentLife,CC-128).ClubsMUSThaveallofthefollowing:

Aminimumoffive(5)members(currentlyenrolledSBVCstudents)

Aminimumofone(1)facultyadvisor(full-timeoradjunct)

Amissionstatement

An official constitution (a template is included in the registration packet)

2.SubmitthecompletedpackettotheOfficeofStudentLife.

3 The advisor and at least 2 club officers are required to complete club orientationtogetimportantclubinformation.

4 After registration session, the club packet will be forward to the Associated StudentGovernment(ASG):

ASG Student Senate will vote to approve club at their meeting. Club officers are welcome to attend to answer question Senators may have

5.OfficeofStudentLifewillforwardpackettoAdministrativeServicestosetup theclubaccount.

6 Once approved, club representative must attend regularly scheduled InterclubCouncil(ICC)meetingsto:

Maintainactiveclubstatus

Connectwithothercampusclubs

RequestfundingfromICC

Participateinvoting

CLUB REGISTRATION

Re-RegisteringaClub

Aclubmustre-registerwhen:

Thereisanychangeinclubofficersoradvisor

It has been inactive for more than two semesters and would like to re-activate

ItisthestartoftheFallsemester

Clubsmust:

SubmitanupdatedregistrationpackettotheOfficeofStudentLife Completecluborientation(ifofficersandadvisorsarenew)

MaintainattendanceatregularlyscheduledICCmeetings

ClubOfficers

Student organizations must have a minimum of 5 members, who are all currently registered SBVC students Club officers assume responsibility for the financialstatus,actions,andprogramsoftheorganization.

Students can serve as club officers for multiple clubs, however they can only voteonbehalfofoneclubinInter-ClubCouncil.

Non-students may participate in club activities as guests or associate membersbutmaynotvoteorholdoffice

Student organizations must update their officer information with the Office of StudentLifeifcontactinformationormemberschange.

CLUB REGISTRATION

ClubConstitution

A sample constitution can be found at the end of the Student Organization Registration Packet Constitutions do not need to be a certain length, nor do they need to be complex or have many sections. It is important to draft a documentthatwillbeusefulinhelpingyourclubfunction

Ataminimum,astudentorganizationconstitutionshouldinclude:

1. Nameoftheorganization

2.Missionstatementorstatementofpurpose

3.Requirementsformembership

4.Frequencyoftheorganization’smeetings

5 Officerpositionsandduties

6. Qualifications for holding office and methods of selecting and replacingofficers

7.Processformakingconstitutionalamendments

Organizations must have an up-to-date copy of their constitution on file with the Office of Student Life. Currently registered clubs may review their existing constitutionandmakeanychangesnecessarybyclubvote.

ClubOrientation

The final step toward completing the registration process is to complete club orientation Starting Fall 2023, all NEW CLUB OFFICERS (and new advisors recommended) will be required to complete online orientation on Presence. However, if you are a returning club officer and haven’t attended orientation beforeorneedarefresher,youarewelcometoreview.Thelinkwillbesentafter yourclubpacketisreceived.

CLUB REGISTRATION

ClubNameChange

Whenaclubwantstochangeitsname,theadvisormustsendamemotothe OfficeofStudentLifeindicatingthepreviousandnewnamechange,alongwith the club account number and the signed meeting minutes authorizing the name change. A copy of this document will be forwarded to the Campus Business Office to update the club account information (See Memo template inResources)

MergeofClubs

Whentwoormoreregisteredstudentorganizationswishtomerge,theadvisor must send a memo to the Office of Student Life describing the merger, including the previous and new official name and applicable club account numbers involved. Signed meeting minutes must be attached authorizing the merge Mergers require approval by Associated Student Government (See MemotemplateinResources).

DisbandingaClub

If a club chooses to disband, a dated memo should be sent to the Office of Student Life, the Director of Student Life and ASG stating the club will be disbanded as of a particular date and that the club recognizes any funds presently held will be transferred back to the Associated Student Government account. A copy will be sent to the Campus Business Office. (See Memo templateinResources)

Should a club fail to submit the proper registration forms two or more years consecutively, the club’s financial account may be frozen and all remaining moniesshallrevertbacktotheASGaccount.Note:Oncemoneyisrevertedto theASGaccount,itwillnotbereturnedevenafterreinstatement

To be reinstated after privileges have been revoked, a student organization shall submit the proper applications and must be approved by ASG for reinstatement.

CLUB REGISTRATION

Probationand/orRevocationofRecognition

Non-compliance with the Inter-Club Council attendance policy and/or failure tofolloworganizationrulesandregulationsmayresultinaclubbeingplaceon probationwiththeapprovalofASG

Probationand/orsuspensionmayaffectyourstatusasanofficiallyregistered organization at SBVC. The club may no longer be provided with services and privilegessuchastheabilitytoraisefunds,reservefacilities,voteinICC,etc.

ASG is authorized to remove the “registered” status of any student organization Recognitionmayberevokedorsuspendedfor:

EvidenceoffailuretocomplywithCollegeand/orDistrictregulationsor proceduresgoverningrecognizedorganizationsorindividualstudents

Evidence that the organization is not attempting to abide by its constitutionalobjectives

Failuretohaveafacultyadvisor

Evidenceofinactivityfortwosemesters

FailuretoparticipateinInter-ClubCouncilmeetings

Misappropriationofstudentfunds

ADVISOR INFORMATION

AdvisorRole

To be registered as an official club at SBVC, you must have at least one (1) facultyadvisor(full-timeoradjunct),whowill:

Advisetheorganizationoncollegerulesandregulations

Attendclubmeetings

Superviseclubfinancialtransactions

Offerguidanceandsupport

All advisor names and contact information must be listed in the registration packet.

Club officers should communicate their expectations with their advisor each year. Decide how the club will best be served by the advisor and work with themtodeterminetheirrole.Decidetogetheriftheadvisorsimplywantstobe a resource as needed or an active participant Please be aware that at a minimum, an advisor or designee must be present at all official on-campus activities.

ChangeofAdvisor(s)

Ifanadvisorwishestonolongerserveastheorganization’sadvisor,theymust submitamemototheOfficeofStudentLifeaddressingtheresignationandthe effectivedate(seeMemotemplateinResources).

Studentorganizationswishingtoselectanalternateoradditionaladvisormust submit a memo to the Office of Student Life stating the rationale for the changeandtheeffectivedate.Theclubmustupdatetheirregistrationpacket reflecting the changes, including the signature from the newly selected advisor.

ASSOCIATED STUDENTGOVERNMENT

Associated Student Government (ASG) is an elected and appointed group of students who are given the opportunity to represent the students of SBVCaddressingandadvisingtheirissuesandconcerns

ASG maintains the power to approve and supervise student organizations on campus.

NewstudentorganizationsmustbeapprovedbytheOfficeofStudentLifeand ASG Student Senate. The new student organization constitution and packet is first reviewed by the Office of Student Life, then forwarded to ASG Student Senatetobevotedforapproval.

INTER-CLUB COUNCIL(ICC)

ThepurposeoftheInter-ClubCouncil(ICC)istofosteraspiritofunityamong thestudentsofSBVCtoenhancetheiracademic,cultural,andsociallives.

The ICC is comprised of one (1) club representative from each of the registered clubs on campus and serves as the forum by which clubs communicate and work collaboratively with one another to strengthen and supportcampuseventsandactivities

All clubs are required to send a representative to regularly scheduled ICC meetings(schedulewillvaryeachsemester).

Attendance

Registeredstudentorganizationsarerequiredtoattendaminimumamountof ICC meetings agreed upon by ICC, or risk losing active status, voting and/or fundingprivilegesinICC.

If ICC representatives are not available during meeting times, they must send anotherclubofficerorclubmemberasasubstitute

Non-compliance with the ICC attendance policy and/or failure to follow organization regulations may result in a club being placed on probation with theapprovalofASG.

Quorum

Quorumistheminimumnumberofmemberspresentatthemeetingtomake theproceedingsvalid.Ifquorumisnotmet,thenthemeetingwillbecancelled orpostponed

RESPONSIBILITIES& PRIVILEGES

ClubResponsibilities

Student organizations must fulfill certain responsibilities to remain in good standing. Student organizations that do not fulfill these responsibilities may have their accounts frozen, lose their voting privileges in ICC, or lose their recognition. It is important for club leaders to be aware of responsibilities and activelyinvolveclubmembersinmeetingsuchresponsibilities

Registeredstudentorganizationsshall:

Be lead and directed by currently enrolled San Bernardino Valley Collegestudents

Comply with all applicable Federal, State and Local laws, as well as DistrictandCollegepolicies

Abide by Federal, State, Local, District and College non-discrimination lawsandpolicies

Comply with the requirements set forth by Federal, State, Local, District andCollegepoliciesregardingfinancialtransactionsmadeonbehalfof theorganization

Beanot-for-profitgroup

Maintain an up-to-date copy of the club registration packet and informationwiththeOfficeofStudentLife

Maintain an up-to-date copy of organization constitution on file with theOfficeofStudentLife

SendaclubrepresentativetoserveattheInter-ClubCouncilmeetings

RESPONSIBILITIES& PRIVILEGES

ClubMeetings-Agenda

Student organizations should prepare and follow an agenda before each meeting to ensure a smooth and efficient meeting. (See sample Agenda/Minutes in Resources) The following is a sample agenda to better organizemeetings:

MeetingProcedure

Clubsmaychoosehowformalorinformaltheywanttoconducttheirmeetings andiftheywanttoadoptmajorityvotingorconsensusdecisionmaking

RESPONSIBILITIES& PRIVILEGES

ClubMeetings-Minutes*

Minutes are a record of the business conducted at an official organizational meeting. Typically, the responsibility of taking meeting minutes is that of the clubsecretary

TipsforEffectingMinuteTaking:

Make sure to include a description of the meeting, such as type of meeting (officer meeting or general meeting), name of the student organization,date,timeandlocationofthemeeting. Meeting attendees can be listed (including all student organization officers).

Print out the agenda with additional spacing between topics to take notes of comments and a description of how that agenda item was addressed.

All key actions taken should be recorded; however, every single commentdoesnothavetobenoted.

Take note of who motioned, seconded and what action was taken (ex.Itempassed/didnotpass,#ofyes/no/abstainvotes,amended, tabled,orpostponed)

If no action was taken or was tabled or postponed, make note and includewhentheitemwillbereviewedagain. The person taking the notes should be the one to type the minutes. Minutes should be typed as soon as possible after the meeting is adjournedandprovidedforthereviewatthenextmeeting

*Minutes Required for Club Spending: Detailed club minutes are required to useclubfundsorotheractionitemsandmustbetyped,signed,andsubmitted to Student Activities Specialist to process club purchases, etc. (see Sample Agenda/MinutesinResources).

RESPONSIBILITIES& PRIVILEGES

FacilitiesUseRequests(FURs)

Student organizations may request to use facilities in the Campus Center or other campus locations for club meetings or events. Requests are made throughtheOfficeofStudentLife.Facilityuserequestsmustbecompleted5-10 dayspriortotheevent(theearlier,thebetter).Facilitiesarenotguaranteed.To request the Campus Center Conference Room or Student Lounge, please contact Student Life directly for availability. (See Facility Use Request forms in Resources)

DisplayBoards/CampusPosting

Student organizations can display their club events or information on the various bulletin boards around campus with the approval stamp and bulletin keyfromtheOfficeofStudentLife.(SeeCampusPostingPolicyinResourcesfor moreinformation.)

StudentOrganizationClubAccount

Registered student organizations will be provided with a club account number thatwillbemaintainedwiththeCampusBusinessOffice(Location:AD/SS206).

All financial transactions for the club shall be directed through this account. Clubs/club members should not carry cash or deposit funds to personal accounts

Moreinformationonhowtodepositandusefundsinsection:ClubAccounts

RESPONSIBILITIES& PRIVILEGES

Fundraising

Clubs are eligible to raise funds on campus, in accordance with campus regulations.TheyarealsoeligibletoapplyforspecialfundingfromICCand/or ASG

Food fundraisers are not allowed directly in front of the cafeteria, Physical SciencesnackbarORinsidebuildings/classroomswherefoodisnotpermitted.

“Open Air” Fundraisers: Selling/giving any food that is homemade or not pre-packaged(ex.bakedgoods,BBQ,pizza,etc.)

Serversmusthaveafoodhandler’scard,whichcanbeobtainedonline forafeeandisvalidfor3years:https://sbc.statefoodsafety.com/

Clubsarelimitedtohost3“openair”fundraiserswithina90-dayperiod

Closed Fundraisers: Selling food that is commercially pre-packaged (ex. chips,candy,water,etc.)

Nolimits

Nofoodhandler’scardrequired

WeirdNote:PerSBVCcontractswithPepsi,onlyPepsibeveragescanbesoldor givenforfree.Bemindful.WerecommendtorefrainfromCoca-Coladrinks.

RESPONSIBILITIES& PRIVILEGES

FundingRequests

Active clubs have the opportunity to request funding from ICC and/or ASG. Clubs should attempt to fundraise on their own before requesting ICC/ASG funds and may be asked to share proof of fundraising efforts and other activities.

AclubrepresentativemustbepresentatascheduledICCmeetingtorequest funds. Representatives must provide detailed information about request and whytheclubdeservestoreceivefunds.(Note:ICC/ASGwillnotfundendofthe yearorgraduationpartiesoritems,however,clubscanusetheirownfundsto purchasethese) ICCmemberswillvotetoapprove,reject,oramendrequest

Inactiveclubswillnotbepermittedtorequestfunds Fundsarenotguaranteed andarelimitedandawardedonafirstcomefirstservebasis.

Clubs must allow ample time prior to event or request for ICC approval, purchaserequisitions,boardapproval,etc.

RESPONSIBILITIES& PRIVILEGES

Presence

Presenceisthecampuswideonlineengagementplatformwherestudentscan access club information, events, campus forms and more. It is best accessed onawebbrowserat:wwwvalleycollegepresenceio

It is also available via app, by downloading the “Modern Campus Presence” apponyourmobiledevice(availableonGooglePlayandAppStore).

1-2 club officers (determined by the club leadership) are recommended to attend Presence training with Student Life. Clubs are responsible for updating their organization page and posting their events for approval They can also utilizePresencefor:

Eventcheck-inandrecordingstudentattendees

Creatingformssuchassign-upsheets,surveys,andmore

(SeePresenceGuideinResources)

CLUBACCOUNTS

HowtoDepositClubFunds

CampusBusinessOffice(CBO):Administration/StudentServicesBuilding,Room 206(secondfloor) Call(909)384-4453orvisithttps://valleycollegeedu/cbofor currenthours.

WhendepositingcashorcheckstotheCBO,youmustsubmitan“Income SummaryForm”witheverydeposit,includingtheclubaccountnumber(see Resources).

Atthistime,wedonothavetheoptiontoacceptcardpaymentsandcanonly acceptcashorchecks.

PerDistrictAccounting,checkpaymentsmustbemadepayableto:“San BernardinoValleyCollege”andnottheclub’sname.

ImportantReminders:

PursuanttotheEducationCodeofCA,Section76063,studentorganizations may not be used as a conduit for person financial gain or for the establishmentofpersonalbusiness

You must keep all copies of receipts You must also email the Student Activities Specialist with a copy of all receipts when deposits are made to verifythefundsareproperlytransferredintotheaccount.

CLUBACCOUNTS

HowtoUseClubFunds

Oncefundsaredepositedintoclubaccounts,thefundsaresafewithinthe District,howevertheycannotbeeasilywithdrawnlikeanATM.

Reimbursementsandcashadvancementsarenolongerallowedforstudentsor facultyadvisors

AllclubpurchasesarefacilitatedthroughtheOfficeofStudentLifeandfollow CollegeandDistrictprocedures.Personalpurchasesoutsideofthese procedures,whetherbyclubmembersortheadvisorwillnotbereimbursedand wouldbeconsidereddonations Nopurchaserequestscanbemadebetween May-Juneofeveryacademicyear.

Requirements:

Clubapprovalasconfirmedinmeetingminutes

BoardApproval(ifapplicable)

Vendorquote(s)(ifapplicable)

Clubscanusetheirfundsforpurchasesincluding(butnotlimitedto):

Food

Clubt-shirtsorothercustomizeditems

Fundraising/eventitems

Conference/eventfees

Guestspeakers/performers

Rentalequipment

Clubsmustallowampletimetoprocessrequests,aspurchasesarenotquick andmayrequireBoardApproval(seebelow).

Clubsmustfirstsubmitmeetingminuteswhichshowapprovalofuseof funds(seeResourcesforSampleAgenda/Minutes).

Dependingontherequestandifclubfundsaresufficient,OSLwillprocessthe purchaserequest.

CLUBACCOUNTS

BoardApproval

GuidelinesforBoardapprovalaresetforthbySanBernardinoCommunity CollegeDistrictandtheBoardofTrustees Itemsthatrequireboardapproval include:

Eventswithexpenses/coststhatexceed$49999 Studenttravel/conferencesthatincludesregistration,lodging,food Eventsopentothecommunity/public(non-studentsorstaff)

KeeptheseitemsinmindwhenplanningeventsasBoardApprovaldeadlines maydelayeventplanning (SeeResourcesforBoardDeadlinesGuide)

EVENTPLANNING

EventPlanningGuide

Step1:Brainstorm

Definepurpose/goalofevent(ex fundraising,membershiprecruitment, social,educational,cultural,community service,etc.)

Considerwhoyourtargetaudienceis(ex. studentsandstaff/faculty,community,etc)

Considerifyourclubcancollaboratewith otherclubs,departments,oroff-campus organizationsforthisevent

Step2:Budget

Determine an event budget including anticipated costs and funding sources (ex. club account, fundraising, donations, ICC/ASGfundingrequest)

Contact OSL to confirm club account balance

If ICC/ASG funds are needed, contact OSL orICCVPtobeputonmeetingagenda

Reminder: Events that cost $500 or more willneedBoardapproval.Planaccordingly.

Step3:EventDetails

Determinedate,time,andlocationfor event

SubmitFacilityUseRequestForm(s)early toreservespaceoncampus.Facilitiesare notguaranteed.

Whatset-upisrequired?

Whatareyourtechnicalneeds?

EVENTPLANNING

EventPlanningGuide

Step3:EventDetails(continued)

Food: Whatkindoffoodwillbeserved?

OpenAirFood:Anythinghomemadeornotpre-packaged(ex. Homemadebakedgoods,BBQ,pizza,etc.)Limitedto3“openair” fundraiserswithin90dayperiod.Foodhandler’scardrequired forservers:https://sbcstatefoodsafetycom/

Pre-packaged:Commerciallypackagedfood(ex.waterbottles, chips,granolabars) Nofundraisinglimitandnofoodhandler’s cardrequired.

Catered:CafeteriaandSunroomcateringinfoisonfile.Other caterersmustbeaddedasvendors;andmayneedtoprovide copyofcountyhealthpermit.

Otherthingstoconsider: Weekendorafterhourevents(after5:00pm)willrequireanadvisor orstaffmembertobepresenttheentiretime

Ifcampuspolice/securityisrequired,additionalcostsmaybe requiredforovertimepay

Isthiseventopentothecommunity(non-studentsandstaff)?Ifyes, itwillrequireBoardapproval

Step4:Supplies/Vendors/Contracts

Whatsupplies/materialsareneeded?(Ex.Decorations,food,etc.)

Clubsmustreceiveclubapprovalbeforeanyspendingandmake noteinmeetingminutes.(SeeSampleAgenda/MinutesTemplatein Resources)

SubmitsignedmeetingminutestoOSLalongwithlistofitems/food topurchase.Provideenoughtimetoprocesspurchaserequestsand orderitems.

Supplies/materialswillbedeliveredtotheOSLOffice.Wewillnotify youwhentopick-up

EVENTPLANNING

EventPlanningGuide

Step4:Supplies/Vendors/Contracts(continued)

Vendors:

Vendorsmustbeinoursystembeforemakingpurchaserequests. ContactOSLforvendoroptionsortoaddyourvendorofchoice. Addingnewvendorstothesystemwilltakeadditionalprocessing time.

Allvendorsforgoodsorservicesmustaccepta“PO”numberinlieu ofpayment.Paymentwillbesentafterservicesare performed/received

Contracts:

Contractsareneededfor:

Guestspeakers

DJs/performers

Rentalequipment

Conferences/travel

Personalizedmerchandise/apparel(ex.clubshirtsorgiveaways)

Quotesarerequiredtocreateacontractandpurchaserequest Quotes MUSTincludethefollowing:

Thewords“quote”or“estimate”onthedocument

Totalcostsincludingadditionalfeesandtaxes

BillingaddresstoSBCCD/Districtaddress: 550E HospitalityLane,Ste 200,SanBernardino,CA92408

AttentiontoorContactperson:FacultyadvisororOSLSpecialist

(SeeSampleQuotesinResources)

OSLwillcontactvendorswithofficialPOnumber.

Afteritemsareordered,theywillbedeliveredtoOfficeofStudentLifefor pick-up.

Paymentwillbesenttovendorsonceitems/servicesarereceived.

REQUIREMENTS

Have a minimum of 5 members (must be registered SBVC students)

Have a minimum of 1 faculty advisor

Have a club constitution

Have a mission statement

HowtoStartaNewClubor ReactivateanInactiveClub

Complete a club packet Submit packet to the Office of Student Life

A minimum of 2 club officers are required to attend club orientation

After orientation, club packet will be forwarded to ASG Student Senate for approval of new or reactivating club

For questions, please contact Student Life: studentlife@valleycollege.edu

(New clubs only)

Once approved by ASG Student Senate, packet will be forwarded to Administrative Services to set up club account

MEMORANDUM

TO: FROM:

CC:

DATE:

RE:

Marie Maghuyop, Student Activities Specialist

Club Advisor Name

Ex. Club Name or Advisor Change, Merger of Club, Disbanding Club, etc.

Description of reason for change or other topic being addressed, for example:

• Club name change

• Advisor change or additional advisor added

• Club merger including names of clubs and new name

• Disbanding club

Club minutes approving changes, must be included with memo and submitted to Office of Student Life