STUDENT ORGANIZATION HANDBOOK. MiraCosta College STUDENT ACTIVITIES OFFICES. Oceanside Campus. San Elijo Campus

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1 MiraCosta College STUDENT ORGANIZATION HANDBOOK STUDENT ACTIVITIES OFFICES Oceanside Campus One Barnard Dr. Oceanside, CA x6890 Student Center, Room 3435 San Elijo Campus 3333 Manchester Ave x7818 Cardiff, CA Student Center, Room 3435

2 Compiled, edited and written by Student Activities Office Staff Graphic Design by Alex Karvounis *Policies and procedures are subject to change. As changes occur, the Student Activities Office will notify all recognized student clubs & organizations.

3 The Student Activities Office The Student Activities Office (SAO) is rich with activities, events, information, and resources, and also acts as a focal point for service and leadership-development programs. The office meets student needs by providing the following: Support for the Associated Students of MiraCosta College Support for campus clubs/organizations Support for The Chariot student newspaper Campus Information Center, including posting approval and literature distribution Campus social, recreational, cultural, diversity and educational programming (College Hour) Emerging Leaders Institute Housing referrals On-campus events Student ID card production Student travel Student organization budgeting, purchasing, and fiscal administration Commencement exercises These services enhance a student's educational experience, and foster social and intellectual development. The staff is firmly committed to actively promoting student involvement and development. Moreover, the SAO believes in experiential learning opportunities for all, as students develop their personal and professional skills at MiraCosta College. It is the office s hope that students will get involved with the many opportunities that exist at MiraCosta College. Mission Statement The mission of the SAO is to develop MiraCosta College students' identity awareness, cognitive skills, interpersonal competencies, and leadership skills through experiential learning and co-curricular activities, on campus and in the community. Benefits of Campus Involvement Getting involved as a student can be one of the biggest highlights of a student s college experience. Involvement provides opportunities to meet many new people, explore old and new interests, gain valuable life skills, and most importantly, set the campus culture. The knowledge and skills that a student will develop through co-curricular involvement will have a profound impact on their collegiate experience and future career. Develop marketable leadership and organizational skills Use energy and recreational time constructively Develop and clarify personal values Enhance creative thought and expression Develop critical thinking skills Learn the importance of cooperation, teamwork, work ethic, and being a member of a group Develop interpersonal and time management skills Experience cultural sharing and exchange Develop self-initiative, discipline, independence, and responsibility Gain practical experience that can be used to enhance a resume Make lasting relationships with students, faculty, and staff

4 Contents College Department Contacts 1 Associated Student Government & Inter-Club Council Contacts 2 I. Club and Organization Governance (Club Recognition) 3 A. Legal Basis for Creation of Clubs/Organizations Responsibility to College District 3 B. Associated Student Government of MiraCosta College 3 C. Inter-Club Council (ICC) 3 1. Attendance 3 2. Parliamentary Authority 4 3. Quorum 4 II. Club and Organization Responsibilities & Privileges 5 A. Responsibilities 5 B. Privileges of Recognition 5 C. Club/Organization Benefits 5 1. Club/Organization Account 5 2. Facilities Use Request 5 3. Use of Club Room in Student Center 6 4. Photocopies/Printing 6 5. Mail 7 6. College Website 8 7. Display Boards III. Club/Organization Recognition and Status 9 A. The Recognition Process 9 B. Mission Statement 9 C. Advisor(s) 9 D. Officers/Lead Members 10 E. Club Constitution 10 F. Club/Organization Name Change 10 G. Merger of Clubs/Organizations 10 H. Disbanding and/or Inactive Club 10 I. Probation and/or Revocation of Recognition 11 J. Student Political Clubs/Organizations 11 IV. Clubs/Organization Meetings 12 A. Brown Act 12 B. Agendas 12 C. Parliamentary Procedure 12 D. Minutes 13 V. Event Planning 14 A. Student Activities Request Form 14 B. Student Activities Office Advisor 14 C. Contracts 14 D. Reservation of Facilities Availability Audio Visual Equipment Food/Beverage Service Decorations Clean Up Damages Charges 15

5 8. District Wide Standards of Conduct Free Speech 16 E. Additional Protocol Issues Parking Vendors Invitation to the President to Participate in an Event Invitation to Board Member(s) to Participate in an Event 16 F. Food Sales Food Preparation Food Handler Certificate Off-Campus Food Vendor 17 G. Raffle and Opportunity Drawing 17 H. Ticket Sales 17 I. Use of Copyrighted Information DVD, Video, etc Not for Profit Performance Public v. Private Viewing 17 J. Publicity Use of College/District Name and Logo Outside Media Requests Posting Policy Master Calendar 19 K. Medical Emergencies 19 VII. Off-Campus Events and Travel 20 A. Authorization 20 B. Funding 20 C. Accountability 20 D. Transportation 20 VIII. Money Matters 21 A. Club/Organization Account 21 B. Expenditures 22 C. Fund-raisers 23 D. Deposits 24 E. Change Funds (Cash Box) 24 F. Sponsorship of Off-Campus Vendors 24 G. Gifts and Gift Acceptance 24 H. Additional Funding Requests ASG & ICC Funding Principles and Considerations ICC Funding Request Process ASG Funding Request Process 26 I. Use of the MiraCosta College Taxpayer ID Number 26 IX. Ensuring a Safe Community 27 Appendix 28 A. Petition for Club Recognition Form B. Sample Club Constitution C. Student Activities Request Form...34 D. Administrative Procedure 3900: Speech - Time, Place, and Manner E. Travel Matrix...38 F. Field Trip Form B-169 and B-169M G. Finance Policies & Procedures H. Campus Maps

6 Important Contacts College Department Contacts Student Activities Office Oceanside Phone Student Activities Office, Room 3435 (760) x6891 Jim Gonzales, Director of Student Activities (760) Melanie Haynie, Student Center Manager, Club & Organization Advocate (760) Lori Smith, Interim Secretary (760) Dasha Pavel, Night Clerk (760) Student Activities Office San Elijo Student Activities Office, Room 929 (760) x7818 Cynthia Rice Carroll, Associate Dean of Student Services (760) Malcolm Heard, Secretary/Clerk (760) x7818 JJ Morris, Secretary/Clerk (760) x7818 Campus Police (All Campuses) Office (760) On Campus Emergencies x6911 Food Services Premier Food Services (Oceanside) (760) Cardiff Reef Café (San Elijo Campus) (760) Media Services Equipment Emergencies (760) Public Information Office Cheryl Broom, Director (760) x6612 Gabe Waite, Coordinator (760) x6614 Risk Management Joe Mazza, Director (760) Room Reservations (to check availability and/or make changes) Lori Smith, Interim Secretary (Oceanside) (760) Tim Alves, Administrative Secretary (San Elijo) (760)

7 Important Contacts Associated Student Government & Inter-Club Council Contacts Associated Student Government Executive Council Juana Reyes, President Deon Edwards, Student Trustee Sarah Mendez, Executive Vice President Ryan Bass, Vice President of San Elijo Perla Davis, Vice President of Community Learning Center Jordan Breiner-Moreno, Vice President of Finance Eric Kamanu, Vice President of Legislative Affairs Courtney Mills, Vice President of Programming - Community Learning Center Lee Amethyst, Vice President of Programming - Oceanside TBD, Vice President of Programming - San Elijo Augustina Mbakop, Vice President of Public Relations Isiah Titus, Inter-Club Council Chair Jim Gonzales, ASG Advisor Cynthia Rice Carroll, ASG Co-Advisor Malcolm Heard, ASG Secretary jreyes@miracosta.edu dedwards@miracosta.edu smendez@miracosta.edu rbass@miracosta.edu pdavis@miracosta.edu jbreiner-moreno@miracosta.edu ekamanu@miracosta.edu cmills@miracosta.edu lamethyst@miracosta.edu TBD ambakop@miracosta.edu ititus@miracosta.edu jgonzales@miracosta.edu crice@miracosta.edu mheard@miracosta.edu The ASG Executive Council meets on Fridays from 8:30 am - 9:30 am and the Senate meets on Fridays from 10:00 am - 11:30 am. ASG changes meeting locations between the Oceanside campus, San Elijo campus and Community Learning Center. Meeting locations are posted on the ASG website: governance/asg. Inter-Club Council (ICC) Isiah Titus, Inter-Club Council Chair TBD, Inter-Club Council Vice Chair Mariano Hernandez, Inter-Club Council Treasurer Sharad Sundar, Inter-Club Council Senator Melanie Haynie, Inter-Club Council Advisor Malcolm Heard, ASG Secretary ititus@miracosta.edu TBD mhernandez@miracosta.edu ssundar@miracosta.edu mhaynie@miracosta.edu mheard@miracosta.edu The ICC Leadership and Full Council meet alternating Wednesdays during the academic year from 11:30 am - 12:30 pm in Aztlan A/B on the Oceanside campus. Meetings are teleconferenced at the San Elijo Student Center Conference Room. Please visit: for more information. 2

8 Clubs & Organization Governance I. Club and Organization Governance (Club Recognition) A. Legal Basis for Creation of Clubs/Organizations Responsibility to College District Pursuant to the Education Code of California, Section 76060, the governing board of a community college district may authorize the students of a college to organize a student body association. The association shall encourage students to participate in the governance of the college and may conduct any activities, including fund-raising activities, as may be approved by the appropriate college officials. In accordance with, and within the limitations set forth in the Education Code of California, Section 76062, the governing board of any school district may authorize any organization composed entirely of students attending school within the district to maintain such activities as may be approved by the governing board. Activities are not to be in conflict with the authority and responsibility of the governing board and/or public school officials. B. Associated Student Government of MiraCosta College The Associated Student Government (ASG) of MiraCosta College offers students opportunities to share in college governance; to interact with professionals; to participate in social and cultural activities; and to create and administer their own programs and support systems that reflect diversity, instill self-reliance, ethical leadership and responsible action. The ASG guiding documents, including the Constitution and Bylaws, may be found online at or for more information, visit the following offices: SAO - Oceanside Student Center, Room 3445 Phone: (760) ext SAO - San Elijo Student Center, Room 929 Phone: (760) ext The ASG, acting through its executive body, the Student Senate, maintains the power to recognize and supervise clubs/organizations on campus (Education Code of California, Section 76060). C. Inter-Club Council (ICC) The ICC is an organization for recognized clubs/organizations. The purpose of the ICC is to provide opportunities for association and interaction with students, faculty, staff and administrators at MiraCosta College s three sites (Oceanside, San Elijo, and Community Learning Center) and to address the daily affairs that affect clubs/organizations. ICC is composed of a representative, elected or appointed, from each of the actively recognized student clubs/organizations on campus (ASG Bylaws Article III., Section B.1). The ICC monitors the activities of all clubs/organizations and provides an atmosphere where leaders can collaborate. This organization helps student leaders keep in touch with current events, promote their upcoming events, and learn important information. The ICC shall conduct its affairs during regularly scheduled meetings during the fall and spring semesters for approximately one (1) hour at a reasonable time and date during the college s hours of operation. The Leadership Council shall determine the final calendar of meetings for the ICC. 1. Attendance Recognized clubs/organizations are expected to send a representative to each Full Council meeting. The definition of absences, tardies, and early departures shall be defined as follows: a. Unexcused absences shall be defined as not being present at any meeting or activity without prior notification to the ICC Chair. Recognized clubs/organizations may have no more than two (2) unexcused absences at ICC meetings per semester. b. Excused absences: If notification is given to the ICC Chair 24 hours prior to a meeting or activity, an absence will be excused. Two (2) excused absences equal one (1) unexcused absence. 3 c. Excused absences for educational purpose: A registered club/organization may be excused from ICC attendance when mandatory class attendance would affect program or enrollment status, conflicts with regularly scheduled ICC meetings in such a way that all members of a club/organization are affected, whereby no other suitable representative can be found.

9 Club & Organization Governance An excused absence for educational purpose shall be granted upon receipt of notification, from the Division Dean to the SAO, stating that the program s structure does not afford a club/organization representative the opportunity to be present at ICC meetings. Such notice shall be provided at the time of registration and each subsequent semester. d. Tardies/Early Departures: An ICC Representative who is tardy or leaving the meeting early will check in with the Recording Secretary and/or the Vice Chair; if the ICC Representative fails to do so, the tardy or early departure will become one (1) unexcused absence. Three (3) tardies/early departures equal one (1) unexcused absence. Being present for less than 75% of any meeting or activity will count as an unexcused absence. i. Tardies shall be defined as arriving at any meeting or activity after the meeting has been called to order. ii. Early departures shall be defined as leaving any meeting or activity before adjournment without giving prior notification to the Chair and/or Recording Secretary. The ICC Leadership may place clubs/organizations on probation for a club/organization s failure to meet the attendance policy (ASG Bylaws Article III, Section F). If the probationary period is not over by the last ICC meeting of the school year, the period will continue into the next school year. The ICC Chair may place clubs/organizations on probation with a simple majority vote from the ICC. Probation may result from a club/organization s failure to meet the attendance policy and/or failure to follow club/organization rules and regulations. 2. Parliamentary Authority All business shall be conducted according to Parliamentary Procedure as outlined in Robert s Rules of Order, Newly Revised Edition and according to the procedures established by the ASG Bylaws Article III., Section I.2. The regulations of the Brown Act shall apply to the ICC. 3. Quorum All meetings must include a quorum of the members accompanied by an advisor to qualify as an official meeting. Quorum shall be defined as 50% plus one (1) of the ICC membership. 4

10 Club & Organization Responsibilities & Privileges 5 II. Club and Organization Responsibilities & Privileges A. Responsibilities Clubs/Organizations must fulfill certain responsibilities to remain in good standing. Clubs/Organizations that do not fulfill these responsibilities may have their accounts frozen, lose their vote in ICC, or lose their recognition. Therefore, it is important that club/organization leaders be aware of what their club/organization is responsible for and be active in involving members in meeting those responsibilities. Clubs & Organizations shall: Be controlled and directed by actively enrolled MiraCosta College (MCC) students Comply with all applicable federal, state, and local laws, as well as district and college policies Abide by federal, state, local, district and college non-discrimination laws and policies Comply with the requirements set forth by federal, state, local, district and college policies regarding financial transactions made on behalf of the club/organization Be a not-for-profit group B. Privileges of Recognition Recognized clubs/organizations benefit by receiving access to college facilities and services not available to non-recognized groups or to the general public. Recognized clubs/organizations are eligible for the following privileges, subject to district and college policies and procedures: Recognition as an institution-affiliated club/organization, including use of the name at MiraCosta College to identify the affiliation Listing of the club/organization in official publications of the institution, as well as free publicity via official lists compiled by the SAO of registered student clubs/organizations on the internet and in print Clubs/Organizations are eligible to raise funds on campus, pursuant to campus regulations A voting representative in the ICC Access to some college facilities and equipment (for example, reserving an on-campus meeting room or using an LCD projector). Many of these facilities are available at no cost to the club/organization. Some equipment or special set-up of a facility could incur a small charge. Access to Student Activities advisement General coverage provided under institutional insurance A campus club/organization account number and accounting office services A specified mailbox in the Club Room Access to the Club Room, located in Building 3400 (OC) or in Room 930 (SAN). Receive an updated copy of the Student Organizations Handbook C. Club/Organization Benefits 1. Club/Organization Account An account will be established for a club/organization officially recognized by the ASG. All financial transactions for the club/organization shall be directed through a college district account, maintained by the SAO. For more information, see Section VIII. on page 21. Pursuant to the Education Code of California, Section 76063, clubs/organizations may not be used as a conduit for personal financial gain or for the establishment of personal business for club/organization members and advisors.

11 Club & Organization Responsibilities & Privileges 2. Facilities Use Request Recognized clubs/organizations may reserve space in the student centers and various college locations for meetings/events. There may be a charge assessed to the club/organization for any costs incurred related to cleaning, setting up, staffing, security, etc. For more information, and/or to make reservations for a recognized club/organization meeting or event, an officer may contact the SAO at either Oceanside or San Elijo (See Section V.D., page 15). 3. Use of Club Room in Student Center a. Workspace Workspace is available at the Student Center for officially recognized club/organization officers and advisors. The work space is shared and can be utilized on a walk in first come, first served basis. Clubs/Organizations using the shared space are expected to follow all applicable college rules and regulations. b. Lockers A limited number of lockers are available in the Club Room for club/organizations use. ICC will set a one-week deadline for clubs/organizations to submit an application for the lockers. Applications submitted within this period will be processed by seniority. A club/organization s seniority is determined by how many consecutive years the club/organization has petitioned by Super Friday. After the deadline date, the ICC lockers application will be open until all lockers are assigned. In this period of time, ALL applications will be processed in the order they were received. Clubs/Organizations who have lockers from the previous school year and have not submitted an application by the deadline date will need to empty out their lockers within a week of the deadline date and re-apply for a locker if desired. 4. Photocopies/Printing Clubs/Organizations may establish a club/organization print account to be used for official club/organization business only and can be used at any print station that allows student printing/copying. Print stations can be found in the following locations: Oceanside Campus: Club Room (Student Center), Library Hub-Lower Level (near the Computer Help Center) San Elijo Campus: Library, Building 100, Room 106 Community Learning Center: Lab Room 130 a. Establishing a Print Account: Recognized clubs/organizations in good standing may submit a request to the ICC Leadership to establish a print account for club/organization purposes. The ICC Leadership will not accept requests to create a print account past spring break. Once a club/organization has been approved for a club/organization print account, the ICC Leadership will notify the club/organization leadership of the code. The code should only be shared with club/organization leaders. Clubs/Organizations may close their printing account at any time by submitting a request to the ICC Leadership and providing minutes from a club/organization meeting documenting the club/ organization members agreement to this change. b. Funding a Print Account: At any given time, a printing account balance may not exceed $25. If a club/organization has a print job that will cost more than $25, they may complete this print job by submitting a Printing Order Request form. 6

12 Club & Organization Responsibilities & Privileges When a new account is established, the ICC will provide a one-time allocation of $25 to fund the print account. Clubs/Organizations that have already established print accounts may apply for a one-time $25 printing allocation from the ICC each year. Any funding for the account beyond the one-time $25 allocation from ICC must be transferred from the club/organization s account. Clubs/Organizations can transfer funds from the club/organization account to the club/organization print account by submitting a Transfer Request Form to the ICC Leadership. Additional funding for printing accounts can be requested from the ICC through a spending bill. c. Inactive Accounts: 5. Mail The ICC will track the use of all established print accounts and transfers made into each account. Club/ Organization print accounts must be used regularly to remain active. If a printing account has not been used for 2 years, the account will be declared inactive and will be closed. Any money remaining in the account will be disbursed in the following manner: Any money remaining from the initial $25 ICC allocation will be returned to the ICC Operating Budget at the time the account is declared inactive. Any money transferred from the club/organization account will be transferred back to the club/ organization account at the time that the account is declared inactive. If a club/organization goes on a hiatus, the club/organization s printing account will become inactive. The print account may be re-activated upon the active return of the club/organization. Print accounts belonging to clubs/organizations that have had their recognition revoked by the ICC or that have been defunct for two (2) or more years (See ASG Bylaws Article III, Section J.10.c) will be closed and reverted to the ICC Reserves fund. All officially recognized clubs/organizations have individual mailboxes located in the Club Rooms at the club/organization s home campus (Bldg in Oceanside and Rm. 930 at SAN). Mailboxes are provided in order to receive inter-campus and U.S. First and Third Class mail. Registered letters and any other mail that requires a signature shall not be received through this service. The mailboxes are unlocked and unprotected; thus the SAO, which distributes mail, assumes no responsibility once the mail is placed in the box. It is suggested, therefore, that any valuable materials and packages be mailed to the home of two (2) pre-selected club/organization officers. Club/Organizations should check the mailbox at least once a week. Announcements from the SAO and the ASG (i.e., Board Agenda reminders) and other campus departments will be placed in your mailbox. Due to the lack of space for large quantities of mail, federally delivered mail which is not picked up on a weekly basis will be returned to sender. Should a mailbox become so full as to not allow new mail to be placed in the box, old non-first Class mail will be discarded at the discretion of the person distributing the mail. Clubs/Organizations not checking their boxes regularly may lose mailbox privileges. Club/Organization Address: Oceanside San Elijo From on-campus: Club/Organization name 12A Club/Organization name 17A 7

13 Club & Organization Responsibilities & Privileges From off-campus: Club/Organization name Club/Organization name 12A 17A 1 Barnard Drive 3333 Manchester Avenue Oceanside, CA Cardiff-by-the-Sea, CA Mailbox spaces for new clubs/organizations will be made available after the club is officially recognized. 6. College Website The college website will display up to date information regarding contact information and meeting information. Clubs/Organizations may create personal websites, however, these sites shall abide by policies governing the use of the name of the college or abbreviations thereof as part of its own name and shall not be linked from the college website. As a recognized club/organization of MiraCosta College, each club and organization is required to comply with the MiraCosta College Print and Web Branding Guide, which can be found online at guide.pdf. 7. Display Boards Numerous display boards in the Student Center foyer and lounges are changed regularly to announce college events and student activities. For club/organization events or information to be displayed, announcements must include who, what, when, where and why and be typed or written out and submitted to the SAO. Recognized clubs/organizations may also request use of a display board to publicize an upcoming event or program. 8. Clubs/Organizations are not provided with MiraCosta accounts at this point in time. Clubs/ Organizations may create personal accounts through common providers such as Google and Yahoo. 8

14 Club/Organization Recognition and Status III. Club/Organization Recognition and Status A. The Recognition Process Clubs/Organizations must be officially recognized by the ASG each semester. All clubs/organizations wishing to be recognized must complete a Petition for Club Recognition at MiraCosta College (Appendix A). Club petitions will not be accepted past Spring Break for the current academic year. When a participant signs the petition, s/he agrees to comply with college policies and procedures, MCC campus regulations applying to campus activities, clubs/organizations and students, and the Student Organizations Handbook. To be considered for recognitions, a club/organization must have the following: 1. A draft constitution 2. An identified campus 3. A minimum of ten (l0) active members. Club members must be enrolled MiraCosta College students 4. Clubs/Organizations with the same name and purpose, claiming separate home campuses, may not appoint the same officers and the same active members 5. A membership list of currently enrolled students including names and phone numbers of elected officers 6. An ICC representative to attend ICC meetings 7. The name and signature of a faculty or permanent staff member who has agreed to serve as the advisorof-record to the group and who will attend group meetings and functions Once the petition for recognition and supporting documents are submitted to the SAO, the approval process is as follows: 1. Petition is reviewed for completeness by SAO 2. ICC Full Council considers petition and recommends approval for recognition 3. ASG considers and approves petition for recognition (Ed Code Section 76060) After recognition, club leaders must attend a mandatory training workshop hosted by the ICC & SAO. B. Mission Statement Each club must provide the SAO with a mission statement which clearly identifies the purpose and/or goals of the club. This mission statement may or may not be included in the club constitution, but should be consistent with its content. C. Advisor(s) Pursuant to the Education Code of California, Section 76063, all clubs/organizations must obtain a faculty or permanent staff advisor. This advisor shall advise the club regarding college rules and regulations, attend club meetings, supervise the club s financial transactions, and provide general guidance to the club. It is wise to choose an advisor who has sufficient knowledge of the club, the interests of the club, or is resourceful. In addition to an advisor, clubs/organizations are encouraged to find additional faculty, staff or community members to serve as co-advisors for their club. All advisor names and contact information must be listed on the recognition form. If a club cannot find an advisor, the club may contact the SAO for assistance. Community members who serve as co-advisors need to be designated as official volunteers through the Human Resources Office pursuant to Administrative Procedure 7500 and Education Code Contact the SAO to begin the process and complete forms. The forms are also available online at the following website: 9

15 Club/Organization Recognition and Status Club officers should communicate expectations to their advisor each year and decide how the club will best be served by the advisor; and work with the advisor to determine their role. Decide together if the advisor simply wants to be used as a resource as needed or be an active participant. At a minimum, an advisor, or designee, must be present at all official club activities. Should a club advisor no longer wish to serve as an advisor, the resigning advisor shall inform the SAO of the effective date of their resignation by completing a Change of Information Form. Clubs/Organizations wishing to select an alternate/additional advisor must complete and submit a Change of Information Form to the SAO with the effective date. All changes must also be recorded in official club minutes. D. Officers/Lead Members Club officers/lead members agree to assume full responsibility for the financial status, actions, and programs of the club, and may either be elected or appointed. Non-students may participate in club activities as guests or associate members, but may not vote or hold office. Clubs/Organizations shall submit a Change of Information Form to the SAO whenever there is a change in leadership contact information. This information is important for keeping your club current and for ensuring your club is aware of any new information. E. Club Constitution All clubs/organizations must have an up-to-date copy of their constitution on file. Constitutions will be reviewed by the ASG, Director of Student Activities, or designee. At any time, currently recognized clubs/organizations may review their existing constitution, make necessary changes and return it with minutes recording the club/ organization s vote approving the changes. A sample constitution may be found in Appendix B. Club 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 document that will be useful in helping the club to function. At minimum, a club constitution should contain the: Name of the club Statement of purpose Requirements for membership (including fees, if applicable) Frequency of the club s meetings Qualifications for holding office and methods of selecting and replacing officers Process for making constitutional amendments F. Club/Organization Name Change When a club wants to change its name, the club shall submit a completed Change of Information Form to the SAO, advising the office of the previous and new official name change along with the club minutes recording the authorization of the name change. Club name changes require ASG approval. A copy of this document will be forwarded to Fiscal Services to update the club account information. G. Merger of Clubs/Organizations When two (2) or more recognized clubs/organizations wish to merge, the clubs/organizations shall submit a completed Change of Information Form to the SAO advising the Office of the previous and new official name change along with the club minutes recording the authorization of the merge. Mergers require ASG approval. A copy of this document will be forwarded to Fiscal Services to update the club account information. H. Disbanding and/or Inactive Club Clubs/Organizations in good standing that desire to become inactive must submit a Change of Information Form to the ICC indicating their desire to become inactive along with club minutes reflecting the vote of the club members. 10

16 Club/Organization Recognition and Status Clubs/Organizations that have not filed a petition for recognition by Super Friday will be considered inactive. Should a club fail to submit a petition for recognition two (2) or more years consecutively, the club s financial account shall be frozen and all remaining account monies shall revert back to the ICC account. No monies, once reverted to the ICC, shall be returned (ASG Bylaws Article III., Section J.10.). To be reinstated after privileges have been revoked, a club must submit the proper applications and must be approved by the ASG for reinstatement. I. Probation and/or Revocation of Recognition Non-compliance with the ICC attendance policy and/or failure to follow club rules and regulation may result in a club being placed on probation (ASG Bylaws Article III., Section F.1). Probation and/or suspension may affect your status as an officially recognized club at MCC. The club may no longer be provided with services and privileges such as the ability to raise funds, use of the copy/print machine, mailbox, telephones, meeting rooms and the opportunity to apply for funds allocated by the ICC or ASG, and publicity to assist in retaining and recruiting members. The ASG is authorized to remove the recognized status of any club for any of the following reasons: Evidence of failure to comply with college and/or district regulations or procedures governing recognized organizations or individual students Evidence that the organization is not attempting to abide by its constitutional objectives Failure to have a faculty or permanent staff advisor Evidence of inactivity for two (2) semesters Failure to participate in ICC meetings Misappropriation of student funds The process to remove the recognized status of any club shall follow the guidelines of the ICC as indicated in ASG Bylaws Article III., Section F.1. J. Student Political Clubs/Organizations Clubs/Organizations affiliated with the official youth division of any political party that is on the ballot of the State of California may hold meetings on a community college campus and may distribute bulletins and circulars concerning its meetings, provided there is no endorsement of that organization by the school authorities and no interference with the regular education program of the district (California Education Code, section 76067). 11

17 Clubs/Organization Meetings IV. Clubs/Organization Meetings A. Brown Act Local legislative bodies - such as boards, councils and commissions - are created in recognition that several minds are better than one, and that through debate and discussion, the best ideas will emerge. The law which guarantees the public s right to attend and participate in meetings of local legislative bodies is the Ralph M. Brown Act (California Government Code sections ). The Brown Act was enacted in 1953 by the California State Legislature in an effort to safeguard the public s ability to obtain access to and participate in local government meetings and deliberations. The Brown Act solely applies to California city and county government agencies, boards, and councils including student government bodies. However, a club would only be subject to the Brown Act if either (1) it was created by the ASG to exercise authority delegated to it by the student government (ex. ICC), OR (2) the Club received funds from ASG AND its officers includes, as a full voting member of the board of the Club, a member of the governing body of the student government (Government Code section 54952(c)). Provisions of the Brown Act include posting agendas 72 hours in advance of regular meetings and provisions for conducting emergency sessions. More information is available online at Intro_BrownAct.pdf. B. Agendas Clubs/Organizations should prepare an agenda before each meeting. The agenda should be followed to ensure a smooth and efficient meeting. The following is a sample agenda to help better organize meetings: Order of Business: 1. Club Items 2. Call to Order 3. Roll Call 4. Approval of Minutes 5. Approval of Agenda 6. Public Forum 7. Discussion Items 8. Action Items 9. Reports 10. Announcements 11. Adjournment Additional samples of agendas may be found online at: agendasminutes.html C. Parliamentary Procedure Parliamentary procedure is used to give order to a meeting and ensure continuity. A club/organization may choose a semi-formal use or a more formal process. Basic Principles of Parliamentary Procedure: Parliamentary procedure exists to facilitate the transaction of business and to promote cooperation and harmony All members have equal rights, privileges, and obligations 12

18 Club/Organization Meetings The majority has the right to decide The minority has rights which must be protected A quorum must be present for the group to act Full and free discussion of every motion considered is a basic right Only one (1) question at a time can be considered at any given time Members have the right to know at all times what the immediately pending question is, and to have it restated before a vote is taken No member can speak until recognized by the chair No one can speak a second time on the same question as long as another wants to speak a first time The Chair should be strictly impartial D. Minutes Minutes are a record of the business conducted at an official club/organization meeting. Typically the responsibility of taking minutes is that of the club/organization secretary. A few tips for taking effective minutes: Make sure that a description of the meeting is reflected, such as type of meeting, name of the club/ organization, date, time and location of the meeting Meeting attendees should be listed (including all club/organization officers) Having an outline based on the agenda can be very helpful. This allows you to jump from item to item without pausing All key actions taken should be recorded; however, every single comment does not have to be memorialized. What is important to note is who made the initial motion, who seconded the motion and ultimately how the action was resolved. Was the motion unanimously passed? If not, how many were opposed? If no action is taken on a specific item, it is helpful to note that discussion centered on the topic but that no action was taken. It is also helpful to note when the item will be reviewed again The person taking the notes should be the one to type the minutes. Minutes should be typed as quickly as possible after the meeting is adjourned Additional samples of minutes may be found online at agendasminutes.html 13

19 Event Planning V. Event Planning A. Student Activities Request Form Club/Organization sponsored events or activities require the completion of a Student Activities Request Form (Appendix E). This form has been designed to assist club and organization leaders to be in compliance with district and college policies and procedures. In conjunction with the Student Activities Request Form, clubs/organizations will work with SAO personnel, who will assist with date selection, facility request, and publicity, technical, contractual and budgetary matters. Important reminders about the Student Activities Request Form: Only members/officers listed on the Petition for Club Recognition may complete a Student Activities Request for an event and/or make reservations. Club/Organization advisor(s) should be notified immediately of any event changes. The form should accurately reflect all aspects of the event. The person(s) listed as the contact person(s) and advisor(s) on the form must attend the event. The form must be submitted at least ten (10) working days prior to the event. Submission of the form does not guarantee approval. Once approved, the SAO will send an notification to the contact & advisor as verification of the function, and the event may be placed on the district calendar. Events shall not be advertised until the requestor receives an approval from the SAO. If the SAO cannot accommodate a club s request(s), SAO staff will contact person(s) & advisor(s) listed as contact. B. Student Activities Office Advisor In conjunction with the Student Activities Request form, clubs will work with SAO personnel who may assist with date selection, facility requests, publicity, technical, contractual and budgetary matters. Requests should be initiated at least 2 weeks prior to an event or activity. The SAO will provide final approval indicating all requirements have been satisfied. The SAO signature does not infer that the event is endorsed by the college. C. Contracts When bringing in an outside performer/speaker, or when requesting goods or services from a vendor, a club may be required to enter into a legal contract. Per Board Policy/Administrative Procedure 6330, only the Purchasing Department is authorized to sign into agreements on behalf of the district. Those that do not have this authority cannot bind the college to an agreement. Should an unauthorized individual sign a contract, s/he shall be held personally responsible for the contract and all that it entails, including all liability should any legal action be taken or for any payment of services. Contract approval process: 1. Clubs/Organizations must be in the process or have completed the Student Activities Request Form and have an approved date for the meeting or event. 2. Clubs/Organizations must work with the SAO advisor to identify if a contract is needed for event. 3. If a contract is the needed, the club/organization will work with the SAO advisor to identify if a district contract template can be used (Note: in certain circumstances a quote from a vendor can be turned into a contract). 4. If there are concerns with the contract or event, either the District Business Services Office or the SAO will notify the club/organization about those concerns. Incomplete or improper contract submission may delay the contract being signed and may impact the date of the event. Note: At least 15 business days should be allowed to process paperwork. 14

20 Event Planning D. Reservation of Facilities 1. Availability Facilities are available in the Student Center and various locations across campus for club and organization meetings and events. These facilities may be reserved by recognized clubs/organizations at no charge; however, charges may be incurred as outlined below in Section V.D.7. Any club/organization desiring the use of a facility on campus shall submit a Student Activities Request Form. Priority for room reservations in the Oceanside campus Student Center follow the policy/procedure as set forth by the ASG. 2. Audio Visual Equipment Clubs/Organizations may request the use of media and/or audio/visual equipment through the Student Activities Request Form. Additional requests or changes may be made no less than 24 hours in advance by calling Media Services. 3. Food/Beverage Service If campus ice, food or beverages are to be served, arrangements may be made through the Cafeteria Manager at least five (5) days prior to the event, stating the time, the estimated number of attendees, budget, and person in charge. 4. Decorations Clubs/Organizations are to be supervised by the club advisor or his/her responsible representative while decorating. State fire regulations require ceiling or wall decorations of paper, cloth, or other materials to be nonflammable (California Code of Regulations (CCR) Title 19 (19CCR) and Title 24 (24CCR), along with National Fire Protection Association (NFPA) standards). Thumb tacks, nails, scotch tape and other devices which mar the finish of wood work and walls cannot be used to fix decorations in place. Decorations cannot be pinned to draperies and hanging in such a way to tear or damage them. Clubs/Organizations putting up decorations are responsible for taking them down or payment for having them removed. Approval from the Facilities Department may be necessary in the event of large or unusually placed decorations. 5. Clean Up The sponsoring club/organization is responsible for a reasonable amount of clean up after the event. All loose trash should be picked up; all furniture returned to its original place, all decorations, tape, etc., removed. 6. Damages The sponsoring club/organization shall be liable for damages to facilities caused by event attendees. 7. Charges Any charge(s) for events will be billed back to the club/organization. Charges could be assessed the Civic Center rate for any of the following reasons to ensure your event is successful: Custodial set-up, take down, clean-up, or if requested custodial services during the event Campus Police coverage for crowd control or for security if money is being collected Maintenance and Operations coverage for grounds, electrician, etc. Audio Visual Technician for equipment needs or requested to be present at event Theatre Technician is required to be present during the use of the auditorium PE/Equipment Specialist for requested use when needed for PE/Athletics areas 15

21 Event Planning 8. District Wide Standards of Conduct Creating a proper campus environment is crucial for academic and individual success. The Board of Trustees of the MiraCosta Community College District has established district-wide standards of conduct Board Policy/Administrative Procedure 5500, which will be enforced at all times. These rules of conduct are particularly important in large common areas such as the cafeteria, bookstore, vending areas, campus quads, and other highly frequented areas. It is the responsibility of the sponsoring organization to comply with district and college policies applying to campus activities, organizations, and students. 9. Free Speech The students and employees of the district and members of the public shall be permitted to exercise their rights of free expression subject to the time, place, and manner policies and procedures contained in Board Policy (Appendix D). E. Additional Protocol Issues 1. Parking Outside guests should be advised that parking on all district property requires a parking permit. Visitors can obtain a free temporary parking permit from any College Police office. Daily parking permits are available at all three campuses. Daily permits are available for $.50 at the CLC and $1.00 at the Oceanside & San Elijo campuses. 2. Vendors All off-campus vendors should contact the SAO. No club sponsored guest(s) shall be allowed to offer/ sell items, including but not limited to food, credit cards, or that would be in direct competition with items/ services available on campus. Non-sponsored, non-college vendors are subject to separate MCCCD policies, including fees, pertaining to commercial activity on campus. 3. Invitation to the President to Participate in an Event The President may be invited to speak or participate in club events. Invitation to the event should occur at least two (2) weeks prior to the event via the Office of the President. 4. Invitation to Board Member(s) to Participate in an Event Any invitations to Board Members to speak or participate in club events must be routed through the Office of the President. All requests must have a two (2) week lead time. Should a Board Member contact a club/organization directly regarding visiting the college, the club shall notify the Office of the President with the date and purpose. F. Food Sales Clubs/Organizations must comply with all state and local laws regarding food preparation and handling of food for sale. At member-only events, events not generally open to the public or where food is not for sale, the following does not apply. 1. Food Preparation The California Uniform Retail Food Facilities Law (CURFFL) Section prohibits food prepared or stored in a private home from being used, stored, served, and offered for sale, sold, or given away. Contact the County of San Diego Department of Environmental Health at (858) for additional information regarding this issue. 2. Food Handler Certificate The San Diego County Code requires food handlers in San Diego County to possess a valid, unexpired Food Handler Certificate. County Code defines food handlers as any person engaged or employed in any activity or facility whereby some portion of their person, clothing, or body discharge could come in 16

22 Event Planning 17 contact with exposed food or food contact surfaces. All persons in contact with food for sale offered by a registered club must have a valid Food Handler Certificate on file with the SAO. To obtain a Food Handler Certificate, contact the County of San Diego Department of Environmental Health Food & Housing Division at (858) for class times, locations and fees. 3. Off-Campus Food Vendor Off-campus food vendors are generally not allowed on campus. Vendors may be allowed for special events, with the proper State and Local License, Event Food License, and district approval. G. Raffle and Opportunity Drawing A raffle is a type of lottery in which prizes are awarded to people who pay for a chance to win. Each person enters the game of chance by submitting a detachable coupon or stub from the paper ticket purchased. A raffle must be conducted under the supervision of a person age 18 or older. At least 90 percent of the gross receipts from raffle ticket sales must be used by the eligible tax-exempt organization to benefit or support beneficial or charitable purposes in California. If participants are required to purchase a ticket in order to have a chance to win a prize, the drawing is subject to the provisions of Penal Code section and related regulations. The State stipulates that you can hold an opportunity drawing (and not have to file with the State) if all of the following are true: It involves a general and indiscriminate distribution of the tickets; The tickets are offered on the same terms and conditions as the tickets for which a donation is given; and The scheme does not require any of the participants to pay for a chance to win. The SAO can be contacted for more information. H. Ticket Sales When a club/organization plans an event in which an admission price is charged for tickets, money shall neither be received, nor collected by members of an organization or its advisor unless pre-numbered, prepriced tickets are used or receipts have been issued. I. Use of Copyrighted Information DVD, Video, etc. The rules governing the showing of copyrighted material (i.e. videotapes, DVD, etc.) are a matter of Federal Copyright Law and are the same as those governing any other copyrighted performance. There are several principles in copyright issues; however clubs/organizations typically need only be concerned with a few of these principles: 1. Not for Profit Performance Noncommercial or not-for-profit performance or use is not a reliable indicator of whether a license is required. When a performance is public, even if it is not-for-profit, a license may be required. 2. Public v. Private Viewing Only performances which are deemed not public are exempt from the requirement of a license from the copyright holder. A video screening that is public, requires a license and the payment of a licensing fee to the copyright holder. A performance is considered Public when either the: a. Performance is at a place open to the public b. Performance is at a place where a substantial number of people who are not family members or friends is gathered. Friend is somewhat loosely defined as having a social relationship with another person. Both prongs of this definition are dependent upon the specific circumstances of any given performance.

23 Event Planning J. Publicity When a performance is literally open to the public, it may be considered a public performance, even if only a few people attend. Conversely, performance in a private setting becomes public only if a substantial number of persons who are unrelated as family or friends are actually present. Some examples of a non public viewing: a. Club/Organization leader rents a video and views/shows it with members at home. This use is not a performance requiring a license. This use falls within private use - it is in a student s own home (private place), only friends are invited to attend. Even if a stranger or two may show, the circumstances are not such that substantial numbers of people who are not friends can attend. b. Club/Organization leader rents a video and views/shows it with members in the Student Center. This may not really change the private use, given the context that only friends are invited. Even if a few others watch, it is still probably not public viewing. c. Club/Organization leader rents a video and views/shows it with members at home and/or Student Center. S/he collects money from the friends to cover the rental costs and refreshments. No license is required as this is not a public performance, so the collection of money is not relevant. d. Club/Organization leader rents a video for a screening on campus for the next History Club meeting. S/ he advertises the meeting in the campus newspaper and posters on campus and says that the video is going to be shown. Members are urged to attend and donations are suggested - this is a fund raiser for the History Club. This is not a performance requiring a license, because this is a group of friends - persons with a social relationship. The donation does not elevate it to a public performance. Some examples of a public viewing: a. The History Club advertises the event as a screening for Gamers, this would most likely be considered a public screening, because the group is formed of people who have only a common interest, not necessarily a social relationship. Whether or not it is a social group formed by members outside the college is not relevant. b. Club/Organization leader rents a video and views/shows it in the Student Center. S/he advertises in the campus newspaper and posters on campus that the video is going to be shown - anyone can come to see it. This is a performance requiring a license. Since the viewing is advertised, the circumstances are such that it is open to the public and a substantial number of people who are not family members or friends can attend. The college as a whole is not a sufficiently related group, and this would constitute a public screening. This would hold true regardless of where the screening was held. c. Club/Organization leader is a film buff and rents video(s) and views/shows it with friends in the Student Center every Friday night at 8 pm. People begin to hear about it and more and more non-friends start showing up. This is a performance requiring a license. The performance is open to the public and is now being shown in circumstances where a substantial number of people who are not family members or friends can attend. Even though there is no advertising, it has become public. d. If the performance is public, a club/organization fails to comply with Federal Copyright laws, and the college has provided the club/organization with the equipment for the performance or the money to purchase or rent the video, the college could be drawn into a lawsuit because its property is being used to screen the video. 1. Use of College/District Name and Logo Registered clubs/organizations shall not use the name of MiraCosta College or abbreviation thereof as part of its name except in accordance with campus regulations. The geographical designation at MiraCosta College may be used by any campus club as part of its name without obtaining special approval. The name, insignia, logo, seal, or address of the college may not be used in any manner, political, or otherwise, which implies that the college supports, endorses or agrees with any of the activities, positions, purposes, ideals or goals of any individual, group, or organization either affiliated with or outside the college. 18

24 Event Planning Use of the college name, insignia, logo, seal, or address shall not be intended as an endorsement of that organization by the school authorities and shall not interfere with the regular education or publicity programs of the district. Specific requests for use of the college name, insignia, logo, seal, or address, including letterhead, shall first be directed to the club faculty advisor. Additional questions may be directed to the MiraCosta College Public Information Office at (760) , ext Outside Media Requests Clubs/Organizations may not independently contact reporters to promote programs or events without first contacting the MiraCosta College Public Information Officer at (760) Should a reporter contact a club/organization directly, they should be directed to the MiraCosta College Public Information Officer at (760) , ext Posting Policy Bulletin boards are provided for posting materials at campus locations convenient for use by students, staff, and members of the public. All materials displayed on a bulletin board shall clearly indicate the author or agency responsible for their production and shall be stamped with the date of posting by the Director of Student Activities or designee. Materials displayed shall be removed after ten (10) days. MiraCosta College reserves the right to restrict part of each public posting area for the promotion campus activities. Individuals or groups shall post their own literature and shall not block or obstruct other literature posted on bulletin boards. Staff is responsible for removal. Note: Some bulletin boards are for private office use only and may or may not be identified with the departmental name. 4. Master Calendar Club events and activities may be added to the MiraCosta College Calendar by the SAO. K. Medical Emergencies All credit students who pay the student health insurance fee are covered by the Student Accident Insurance policy as a secondary payer of benefits. The policy covers injuries that occur while on campus or at campus sponsored events. For more information and guidance regarding this policy, contact the Student Health Center at (760) , ext (Oceanside Campus) and ext (San Elijo Campus). In the event of a medical emergency during a club/organization sponsored event, contact College Police at (760) or 911 from your cell phone. Give clear directions and a brief description of the injured person s condition. For injuries that do not require emergency response, refer the individual to his/her preferred medical provider. Individuals should also be referred to the Student Health Center (760) , ext (Oceanside Campus) and ext (San Elijo Campus) for assistance with student insurance activation and incident reports. Any emergency communication, both internally on-campus and outside of campus, is to be handled by the MiraCosta College Public Information Officer at (760) , ext

25 Off-Campus Events and Travel VII. Off-Campus Events and Travel A. Authorization Official club/organization activities which take place off campus must be approved through a Student Activities Request. Conduct at such events is solely the responsibility of the sponsoring club/organization and its advisor(s); and may be subject to disciplinary action as stated in the student conduct code. Any activity, field trip, or excursion involving student participation at an off-campus location other than the usual meeting location requires authorization by the Director of Student Activities (or designee) prior to the commencement of the activity. Activities outside the state of California require approval of the appropriate Vice President and/or Superintendent/President (Board Policy 4300: Field Trips and Excursions). Students, staff, and guests who participate in off-campus activities must roster themselves on a Form B-169 (Appendix E). For overnight activities, participants are encouraged to fill out a Participants Voluntary General Information Sheet, Form B-170A (Appendix F). Forms are to be filled out and signed prior to the commencement of activities. Attending advisors will hold on to event paperwork throughout the activity and will return the completed form(s) to the SAO following the event. B. Funding Clubs/Organizations may pay for appropriate travel. Club/Organization minutes documenting approval to use club/organization funds must be submitted with the completed Student Activities Request Form. A Travel Request form may be required for club travel that involves use of clubs/organizations funds. One (1) Travel Request form is sufficient per club/organization event. See Appendix E - Travel Matrix for other travel requirements. Advances Direct payment to vendors for purchases is preferred, and advances may not be issued where direct purchasing can be utilized (ex. hotel rooms, banquet facilities, etc.). Travel advances may be issued to a club/organization advisor with proper approval. Advances are to be indicated in the Travel Request form. At least three (3) weeks should be allowed for this process. Within five (5) working days following the event, the requestor must submit the original receipts and a copy of the Travel Request form, along with any monies not expended, to the SAO. All receipts must contain vendor information and must be itemized. Un-reconciled money advances may be grounds to prohibit future advances. C. Accountability Attending advisors and staff who travel with students will ensure that contact information (cell phone number, ) is included with the initial Student Activities Request Form. Likewise, staff traveling with students will be provided with the contact information for the Director of Student Activities, or designee. Staff are encouraged to contact the SAO at any time during an authorized trip. D. Transportation Students shall be transported in commercially procured transportation whenever possible. Only authorized individuals who are listed on the District Approved Driving list may operate district vehicles for official district business or be reimbursed for mileage per Board Policy & Administrative Procedure If an advisor does not meet the college s insurance requirements, the SAO may still authorize the trip but the advisor will not be eligible for a reimbursement for the cost. District vehicles are to be used only within the approved territories, not to exceed the Los Angeles, Riverside, San Bernardino and Imperial Counties. Passengers may not exceed the amount of seats/seatbelts available in the vehicle. Additionally, only district employees are authorized to rent vans or automobiles. 20

26 Money Matters VIII. Money Matters A. Club/Organization Account 1. Controlling Philosophy MiraCosta College is committed to the philosophy that organized student activities are desirable and necessary to the total collegiate experience. Many organized student activities cannot be financed with district funds. This creates a need for clubs/organizations to generate money to support unfunded expenses. Therefore, MCC supports recognized clubs/organizations in fund-raising activities where those funds raised are to be used to benefit students and where the activities do not interfere with the regular conduct of the district and/or college. The college would be remiss, however, if it did not establish formal expectations (rules and procedures) and informal expectations (ethical and moral guidelines). The college demands honesty and integrity of the individual and organization involved, as well as strict adherence to rules and procedures to ensure generally accepted business practices will prevail so that all income and expenditures can be positively accounted for in an audit process. 2. Account Creation Recognized clubs/organizations are required to have a college district club account, maintained by the SAO. Upon completion of the recognition process, the SAO will create a club account for newly recognized clubs/organizations. Clubs/Organizations carry over their club account from year to year so long as they remain active. All financial transactions for the club/organization shall be handled through this college district club account. Club/Organization account funds shall not be carried in personal bank accounts for any reason. 3. Club/Organization Account Questions All questions regarding the status of a club/organization account should be directed to the SAO by either a club/organization officer or their advisor. 4. Inactivity For club inactivity, see Section III.H. page Club Funding a. Allocations The total club allocation amount in the annual ICC operational budget shall be determined with the approval of the ICC. b. Club Allocation Process i. The total club allocation amount in the annual ICC operational budget shall be determined with the approval of the ICC. ii. The total amount determined within the budget for annual allocations shall be divided into two parts; half will be equally distributed and disbursed to all eligible clubs/organizations fall semester, and the other half, spring semester. iii. Final allocation to each club will be determined by the number of recognized clubs/organizations in good standing with the ASG and ICC as stated in ASG Bylaws Article III.A. iv. Funds will be transferred to each club account immediately after the allocation is approved at the regular ICC meeting. c. New Clubs/Organizations 21 Newly recognized clubs/organizations receive $100 seed money to be deposited in their account. The recognized club/organization must be present and occupying a seat at the next ICC regular meeting, scheduled no sooner than 72 hours after the club/organization s recognition within the same semester.

27 Money Matters d. Allocation Disbursement B. Expenditures All eligible clubs/organizations will receive an allocation during the Fall and Spring semesters, which will be disbursed in the following manner: Continuing clubs/organizations in good standing will be eligible for an allocation contingent upon submitting all necessary documents required for official recognition status by the ASG to the SAO by Super Friday of the semester and subsequent attendance at ICC meetings. Clubs/Organizations becoming recognized after the allocation deadline but during fall semester will receive spring allocation only. Newly organized clubs/organizations are not eligible for an ICC club allocation during their first active semester in the ICC. New clubs/organizations in good standing will be eligible for an ICC club allocation beginning with their second (2nd) semester of membership in the ICC provided they have complied with the attendance requirements as set forth in ASG Bylaws, Article III.H.1.e. All clubs/organizations recognized spring semester will not be eligible to receive allocations until the next academic year. Clubs/Organizations may receive ICC funds only during semesters in which they are active members in good standing with the ICC. All purchasing by clubs/organizations must follow MCC purchasing and administrative procedures. All purchases will be reviewed by the college president or designee. 1. Purchase Orders Some vendors will accept a Purchase Order (PO). A PO is a written authorization for a vendor to ship products at a specified price, which becomes a legally binding contract once the vendor accepts it. To make a purchase using a PO: a. Club/Organization verifies vendor will accept PO and obtains price quote. b. Club/Organization submits vendor quote and minutes/spending bill approving purchase to SAO. c. SAO initiates PO process. d. Upon completion of the approval process, Purchasing Department provides vendor with a signed copy of the PO to initiate order. e. Once goods are received, SAO submits paperwork to issue payment. f. Accounts Payable Office processes payment and sends check directly to vendor. Note: At least 15 business days should be allowed to process a PO. This time frame does not include time needed to order goods, preparation, and shipment of goods. All goods must be received through the district. Goods may not be shipped directly to students or advisors. At least ten (10) business days should be allowed to process payment. 2. Blanket Purchase Orders The ICC and ASG have established blanket POs with several companies. Blanket POs do not require a separate PO to be generated for every purchase. The SAO may be contacted for a list of approved vendors and the process to purchase from these vendors. 22

28 Money Matters 3. Reimbursement A member of a club/organization may be reimbursed for items purchased for use by the club/organization, pending approval based upon all applicable policies and procedures (Administrative Procedure 6330). For reimbursements totaling LESS THAN $100: Club/Organization submits: a. Minutes/Spending bill approving use of funds b. Signed roster and agenda or flier from the event c. Original receipts that contain: vendor contact information (name of vendor, address, phone number), itemized list of purchased goods indicating the items were paid for and/or goods/services receive. Personal purchases should be kept on a separate receipt. At least 15 business days should be allowed to process paperwork and at least ten (10) business days to process payment. For reimbursements totaling MORE THAN $100: a. Club/Organization obtains pre-approval for purchase from Purchasing via the SAO b. Club/Organization submits: i. Minutes/Spending bill approving use of funds ii. Signed roster and agenda or flier from the event iii. Original receipts that contain: vendor contact information (name of vendor, address, phone number), itemized list of purchased goods indicating the items were paid for and/or goods/services receive. Personal purchases should be kept on a separate receipt c. Student Activities staff initiates Purchase Requisition process At least 15 business days should be allowed to process paperwork and at least ten (10) business days to process payment. 4. Honorariums Honorariums are payment in recognition of acts or professional services for which custom or propriety forbids a price to be set. For example, when a previous President or elected official speaks at an event or gathering, s/he may be given a modest honorarium. a. To process an honorarium: i. Club/Organization submits minutes/spending bill approving honorarium amount and recipient, as well as recipients contact information to SAO. ii. SAO works with club/organization and recipient to complete Payee Data Card. iii. Upon completion of the event, club/organization notifies SAO that the honorarium is to be paid and submits a roster for the event. At least 15 business days should be allowed to process paperwork and at least ten (10) business days to process payment. b. To process an honorarium for a district employee, a Personnel Requisition is required: i. Club/organization submits minutes and/or spending bill approving use of club/organization funds to SAO. ii. SAO initiates Personnel Requisition process. iii. Once service has been completed, club/organization notifies SAO that honorarium is to be paid. iv. SAO sends memo to Payroll Office to initiate payment. 23

29 C. Fund-raisers At least 15 business days should be allowed to process paperwork. Payment will be added to employees next payroll check following receipt of memo by Payroll Office. Money Matters Recognized clubs/organizations may fund-raise on-campus utilizing district property and facilities, so long as the activities do not interfere with the regular business of the district and/or college. Fund-raisers are a events (either one-time or ongoing) when a club/organization receives funds through sale, auction or donation. Examples of fund-raising may include product sales, donation drives, walk-a-thons, or ticket sales for special. Even if the goal of the event is to break even or recover costs, the activity will be considered a fund-raising event if money is collected. A Student Activities Request form for fund-raising events serve as the beginning of an audit trail. All funds raised must deposited into a college district account with the SAO. Cash received must not be used for making change without a purchase or for petty cash purposes. Expenditures or refunds cannot be made from cash receipts. D. Deposits Cash or checks may be taken to the SAO for deposit or directly to the Cashier s Office on the Oceanside campus. A receipt will be provided to by the Cashier s Office upon completion of deposits. Receipts should be retained by the club/organization as record of the transaction. All monies deposited must include the club/ organization Name and Project Number. Checks of all types received in-person or through the mail, should immediately be restrictively endorsed: For deposit only MiraCosta College. All checks must be made out to MiraCosta College or MCC. The club/ organization name and Project # should be referenced in the memo. E. Change Funds (Cash Box) A change fund (Cash Box) may be approved for a club/organization for the sole purpose of making change in the conduct of business. These funds shall not be used for cash advances, purchases, reimbursements, or other activities appropriate to a petty cash fund. Cash boxes are to be checked out by advisors only and must be requested a minimum of 48 hours in advance via a Student Activities Request. The club/organization advisor shall be responsible for the fund and assume responsibility for its security, proper use and return. The SAO must be notified in writing if there is a change in the custodianship of a change fund. Cash boxes must be returned each evening, unless other arrangements have been made. The SAO will retain records and documentation for the fund, which must be available for audit at any time. F. Sponsorship of Off-Campus Vendors All off-campus vendors should contact the SAO. No club/organization sponsored guest(s) shall be allowed to offer/sell items, including but not limited to food, credit cards, or items that would be in direct competition with items/services available on campus. Non-sponsored, non-college vendors are subject to separate MCC policies, including fees, pertaining to commercial activity on campus. G. Gifts and Gift Acceptance In order to ensure proper coordination, all gift solicitations of funds or property in the name of MiraCosta College must be pre approved by the Development Office (Administrative Procedure 3820). This includes fund-raising activities sponsored by the ASG or by other student groups. The purpose of coordinating all fundraising activities through the Development Office is to: Avoid conflict and duplication of efforts in the fund-raising programs Maximize the contributions from each donor Provide continuity for understanding of and support for funding needs throughout the district 24

30 Money Matters 25 Ensure that all gifts are properly acknowledged Ensure that accurate records of all gifts are maintained Ensure that all contributions are received through a 501(c)3 nonprofit organization and comply with Internal Revenue Service (IRS) regulations All gifts that the district accepts will be processed by the Development Office. Only in extremely unusual circumstances, with the approval of the superintendent/president, will gifts be deposited in a district trust account. In that circumstance, the name, address, amount of gift, and purpose will be provided to the Development Office. The purpose for which the gift is given must be consistent with the stated purpose, goals, objectives, and educational philosophy of MiraCosta Community College. All gifts must be within IRS regulations governing charitable contributions and cannot be restricted for the donor s direct benefit. No gift shall be accepted with an intent that is so restrictive as to make the gift s use unnecessarily difficult. The nature of the gift, the identity of the donor, and the kind of program that the gift is intended to support must be carefully evaluated in order to avoid placing the district or the foundation in an undesirable position. The cost of accepting a noncash gift must be considered in advance (i.e. delivery, storage, permanent installation, operation, and maintenance). If foundation or general district funds are needed to secure, store and/or install, operate, or maintain the gift, these funds must be requested and obtained before accepting the gift. Noncash donations (art, furniture, equipment, etc.) must be approved by the Vice President, Business and Administrative Services before acceptance. H. Additional Funding Requests Any additional requests for funds by recognized clubs/organizations must be presented to the ICC Leadership Council for review prior to approval by the ICC Full Council. Recognized clubs/organizations may also approach the ASG with funding requests. Funding requests must be presented to the ASG Finance Committee for review prior to approval by the Senate. 1. ASG & ICC Funding Principles and Considerations The ASG & ICC will use the following funding principles and considerations: a. Expenditures of funds must conform with constitutional requirements, including the decision of the United States Supreme Court in Board of Regents v. Southworth, 529 U.S. 217, 120 S. Ct (2000), existing California Statutes, Attorney General s opinions, MCCCD Board policies, administrative regulations, policies and procedures. b. How the request enhances cultural, educational, social and recreational opportunities for MCC students c. The demonstrated need and/or benefits of the programs or services being planned. The number of students being served d. The thoroughness of the request e. The amount of money available 2. ICC Funding Request Process Any additional requests for funds by recognized clubs/organizations must be presented in the form of a spending bill and shall be subject to approval by a majority vote of the ICC Full Council. The spending bill must be formatted using the ICC Spending Bill Template and in accordance with ASG Bylaws Article III, Section J.7.a., must include: a. A title

31 Money Matters b. A list of all items included in the expenditure c. An explanation as to why the expenditure is necessary d. Indication if a spending bill of the same or similar nature will be presented for consideration to the ASG e. A list of other sources of income the requestor(s) will receive and use toward the expenditure f. The name of the person who is authorized to execute the expenditure g. The name of a Leadership Council member who has agreed to sponsor the request coming to the Full Council h. The account (s) string in the budget that will be utilized to pay for the expenditure After the spending bill has been reviewed by the ICC Leadership, it may be placed on a Full Council agenda for consideration and approval. A presentation by the requestor is required at the meeting in which the bill will be put before the Full Council. The Full Council may discuss and approve funding requests from departments, organizations, and community programs. A presentation is required by the requestor at the meeting in which the bill will be put before the Full Council. 3. ASG Funding Request Process Any departmental, club/organization or community funding request must be submitted in the form of a spending bill by the requestor, and shall be subject to approval by a majority vote of the Senate. For departmental, club/organization or community requests, a current ASG officer must sponsor the request by bringing it forth to the Senate. The requestor must provide the spending bill to the Finance Committee at least two (2) weeks before the scheduled meeting in which it is to be put before the Senate. The spending bill must include: a. A title b. A list of all items included in the expenditure c. An explanation as to why the expenditure is necessary d. Indication if a spending bill of the same or similar nature will be presented for consideration to the ICC e. The name of the person who is authorized to execute the expenditure f. The account(s) in the budget that will be utilized to pay for the expenditure After reviewing the spending bill, the Finance Committee will forward the spending bill to the President. The request may be placed on the Senate agenda for consideration and approval. A presentation is required by the requestor at the meeting in which the bill will be put before the Senate. I. Use of the MiraCosta College Taxpayer ID Number A club/organization may be requested by a donor to provide the college s taxpayer ID number. An official letter providing the college s taxpayer ID number may be obtained from the SAO for approved club/organization fund-raising activities. 26

32 Ensuring a Safe Community IX. Ensuring a Safe Community MiraCosta College s primary mission is to ensure the safety of its campus community, with a focus on enhancing student success. If the well-being of the campus community is in any way threatened at MiraCosta College, there are resources on campus that will immediately help. Victims of sexual or other assaults on campus can receive information and/or care at the following: I M IN CRISIS NOW! Contact CAMPUS POLICE if there is an immediate threat: All Campuses (760) Open 24 Hours/7 Days Per Week MENTAL HEALTH SERVICES Contact HEALTH SERVICES for personal counseling and referral services: Oceanside Campus (760) San Elijo Campus (760) x7747 CONDUCT Contact a STUDENT DISCIPLINARY OFFICER for information regarding protocol when or after witnessing behavior that is inappropriate or disruptive: Oceanside Campus Dr. Dick Robertson Vice President, Student Services (760) San Elijo Campus Cynthia Rice Carroll Interim Associate Dean, Student Services, San Elijo Campus (760) Community Learning Center Dr. Nikki Schaper Dean, Behavioral Sciences, History & Community Education (760) DISCRIMINATION Contact the Title IX Coordinator for support with discrimination or harassment: Sheri Wright, Director of Human Resources & Title IX Coordinator (760) Please visit more information 27

33 Appendix Appendix A. Petition for Club Recognition B. Sample Club Constitution C. Student Activities Request Form D. Administrative Procedure 3900: Speech - Time, Place, and Manner E. Travel Matrix F. Field Trip Form B-169 and B-169M G. Finance Policies & Procedures H. Campus Maps

34 A - Petition for Club Recognition Petition for Club Recognition Worksheet IMPORTANT: All Petitions for Club Recognition must be completed electronically at: select the Club Forms link from the left menu, then the Petition for Club Recognition link. This is only a worksheet to gather your data. *Indicates required fields. Petition cannot be submitted without this information. Questions? Call (760) *Name of Club: Date: *Home Campus (Circle One): Oceanside San Elijo Community Learning Center Identify the lead student of the club: *Name: *Title: *Student ID: * Who is your Inter-Club Council representative? *Name: *Student ID: * Identify the club s advisor of record: *Name: * Identify any club social media accounts: Club Webpage: Facebook: Twitter: Instagram: Club meeting information: Day(s): Time(s): Location(s): *Club Description: Do you have a co-advisor? Name: Is this person a community volunteer? Circle: YES NO New Clubs --Submit a club constitution. Please an electronic copy of your constitution to Melanie mhaynie@miracosta.edu (see ICC web page for sample constitution). 29

35 A - Petition for Club Recognition List 10 currently enrolled MiraCosta College students who are members of your club. *Name: *Student ID: *Name: *Student ID: Phone: Phone: Position: Position: *Name: *Student ID: *Name: *Student ID: Phone: Phone: Position: Position: *Name: *Student ID: *Name: *Student ID: Phone: Phone: Position: Position: *Name: *Student ID: *Name: *Student ID: Phone: Phone: Position: Position: *Name: *Student ID: *Name: *Student ID: Phone: Phone: Position: Position: 30

36 B. Sample Constitution ARTICLE I: NAME AND PURPOSE OF THE ORGANIZATION Section I: Section II: The name of this organization shall be the Sample Club of MiraCosta College. The purpose of this organization is to provide opportunities for association and interaction with the students, faculty and administration at MiraCosta College. ARTICLE II: REQUIREMENTS FOR MEMBERSHIP AND SELECTION OF MEMBERS Section I: Section II: Section III: Section IV: Membership in this organization shall not be denied to any student at MiraCosta College on the basis of race, creed, religion, gender, political affiliation, sexual orientation, or physical handicap. There shall be three types of membership in the organization: voting, associate and honorary. Voting membership is limited to enrolled students, faculty and staff at MiraCosta. Any member may be suspended or expelled from the organization for conduct obviously contrary to the Constitution of the organization or for conduct, which impairs the rights of the members to enjoy the benefits of the organization. The offense must be in writing and submitted by a club member. After the offense is submitted to the organization, the offending member has the right to a 24-hour notice of a hearing before his/her peers at a regular meeting and the offending member may be suspended or expelled by a 2/3 affirmative vote of the voting members present. Suspended or expelled club members may exercise due to process through the college s grievance procedure. ARTICLE III: OFFICERS Section I: Section II: The elected officers of the organization shall be the Chair, Vice Chair, Treasurer, Secretary and other officers as necessary. Powers and Duties of Officers: Clause I: Clause II: Clause III: The Chair shall preside at all meetings of the organization. He/she shall be the official spokesperson of the organization, representing the policies, views, and opinions of the organization in its relations with the campus and community at large. He/she has further powers and duties as prescribed by the organization. The Vice Chair presides at the organization meetings in the absence of the Chair. He/she performs all legal duties assigned by the Chair. He/she notifies all members of the organization meetings. The Secretary takes minutes at all meetings of the organization, files minutes and submits required copies to all organization members. He/she is responsible for all organization correspondence and keeps copies of all correspondence on file. He/she acts as historian and maintains all records of the organization. 31

37 Section III: Officer Qualifications B. Sample Constitution Clause I: Clause II: Clause III: Must be a regularly enrolled student in good standing at MiraCosta. Must be a voting member of the organization for one semester. Must be carrying a minimum of 3 units a semester at MiraCosta College and have a cumulative grade point average of no less than 2.0. Section IV: Section V: Petition by 1/3 of the total number of members is cause for a recall election. The offense must be stated in writing and submitted by a member. After the offense is submitted to the organization, the offending officer has the right to a 48-hour notice of a hearing. A recall election will be conducted as a Special Election. Recall requires an affirmative vote of 2/3 of the total voting membership. In the event an elected officer is unable to fulfill his/her term of office, there will be a Special Election. Any eligible member, including those already holding office, can be nominated for a vacated officer position. ARTICLE IV: MEETINGS Section I: Section II: Section III: Regular meetings are scheduled at least bi-monthly during the academic year. Special Meetings are called by any elected officer or by 5% of the voting members of the organization. All members must be given a minimum of 48 hours (working days) prior to the Special Meeting time. Business cannot be conducted unless a quorum of the membership is present. Quorum for this organization is defined as 51% of the voting membership. ARTICLE V: ELECTIONS Section I: Section II: Officers are elected once an academic year. Elections are held at the end of each academic year for the following year s term. At least one week s notice will be provided for any meeting at which an election is held. ARTICLE VI: ADVISORS Section I: Section II: An individual employed on a full-time basis by MiraCosta College will serve as advisor to this organization. The advisor(s) will serve a term of one academic year and is selected at the same time as the officers of the organization. ARTICLE VII: DUES Section I: Section II: This organization can assess membership fees. Assessments are determined each semester or each academic year by a quorum of the membership at its regularly scheduled organization meeting. All money must be deposited into an Associated Students club account through the Student Activities Office. The College does not recognize off-campus bank accounts for student organizations at MiraCosta College. 32

38 B. Sample Constitution ARTICE VIII: METHOD TO AMEND THE CONSTITUTION Section I: Section II: Section III: Proposed constitutional amendments or changes will be presented, in writing, to the organization on meeting before this amendment is voted on. Approval by 2/3 of the voting members present at a regular organization meeting will pass this proposed amendment. The amendment is immediately effective unless otherwise stipulated in the proposal. A copy of this constitution/bylaws and/or amendments to this constitution must be filed in the Student Activities Office at MiraCosta College. ARTICLE IX: DISBURSAL OF CLUB ASSETS Section I: In the event the Sample Club of MiraCosta College should become defunct, all assets will be turned over to the MiraCosta College Inter-Club Council as dictated in the MCC ASG Bylaws. ARTICLE X: STATEMENT OF AFFILIATION Section I: Section II: This organization is affiliated with Sample Club of MiraCosta College. A copy of any constitution/bylaws of Sample Club of MiraCosta College must be filed in the Student Activities Office at MiraCosta College. ARTICLE XI: RULES OF ORDER Section I: Section II: The Sample Club of MiraCosta College accepts Roberts Rules of Order (newly revised) as its Rules of Order. Any issue not directly written in this document will be resolved by referring to the Rules of Order. ARTICLE XII: APPROVAL Section I: This constitution was approved on Sample Club of MiraCosta College (This must be approved by the entire organization, not just the executive officers and not by the one or two organization members). 33

39 C. Student Activities Request Form MiraCosta College Student Activities Request DIRECTIONS: COMPLETE AND SUBMIT THIS FORM TO THE STUDENT ACTIVITIES OFFICE AT LEAST TEN BUSINESS DAYS PRIOR TO THE PLANNED DATE OF THE EVENT; TWENTY BUSINESS DAYS FOR CONFERENCE TRAVEL OR PAYMENT FOR A PERFORMER. (Red asterisk denotes required information.) * Student Organization (PRINT): * Student-in-Charge (PRINT & SIGN): * Student-in-Charge's /Phone: 1 * Attending Advisor (PRINT & SIGN): Basics Information * Title of Event/Activity: Meeting Event Conf./Retreat Other: * Setup Time: * Start Time: * End Time: * Exit Time: * Are any participants under 18 years old? YES / NO If yes, name: * Date(s): * Location: * Est. Attendance: 2 Request for Pre-Authorization Funding & Sales Itemized Requests Amount Club Account ASG Account Other 1) $ 2) $ * Will you charge admission? YES / NO 3) $ How much? (General $ / Student $ ) Total $ Advance Sales? In-person Cashier's Office Both 3 5 Food Handling Will food be served by trained food handlers? YES / NO Name: Name: Facilities/Grounds/Custodial Services Tables & Chairs (Outdoor): Requires checkout of key to locker. Groups set up own tables and chairs. Tables & Chairs (Indoor): Select template as listed on the Student Activities web site: Stage Size: x No. of Trash Cans: B-B-Q other: Number of tickets If cash box, how much starting cash? $ 6 Audio/Visual Amplification (Speaker) Amplification (Band/Performer) Microphone(s) # Speaker podium Extension cords # Overhead projector Data projector VCR CD Player Performer Contract Are you going to pay a performer? If so, fill out a W-9 (see instructions on back). Performer/Speaker charge: $ Transportation & Parking Travel by personal vehicle? YES / NO Travel by District vehicle? YES / NO Request for District Van(s) # Drivers for this event are: SAO STAFF Approved: YES / NO Student Activities Signature: Date: Stipulations/Required Paperwork: Board Approval Food Service Notification Calendar Campus Police Notification Facilities/Grounds Notification Event Planner Notification Revised: 5 March 2012 Insurance Roster/ Gen. Med. Info 34

40 D. Speech - Time, Place, and Manner ADMINISTRATIVE PROCEDURE 3900: Speech Time, Place, and Manner The students and employees of the district and members of the public shall be permitted to exercise their rights of free expression subject to the time, place, and manner policies and procedures contained in Board Policy 3900 and these procedures. The college and facilities of the district are nonpublic forums, with the exception of publicly accessible locations and areas where free-speech activity is unlikely to significantly interfere with and/or disrupt college operations, which shall be designated as limited public forums. Such publicly accessible locations and areas may provide visibility and allow communication to a large number of students, administrators, faculty, and others walking or traveling on campus, but may not disrupt educational or other activities of the district on behalf of students. The district reserves the right to designate areas as nonpublic forums as necessary to prevent the substantial disruption of the orderly operation of the college. Areas of the college that are nonpublic forums specifically include campus offices, classrooms, warehouses, maintenance yards, or locker rooms, and any other areas where the primary education and business functions of the district are likely to be disrupted by free-speech activities. The use of limited public forums for expressive activities is subject to the following: A. Persons using and/or distributing material in the areas shall not impede the progress of passersby, nor shall they force passersby to take material. B. No person using the areas shall touch, strike, or impede the progress of passersby, except for incidental or accidental contact or contact initiated by a passerby. C. Persons using the areas shall not use any means of amplification that creates a noise or diversion that disturbs the orderly conduct of the campus or classes. Free-speech activities must not exceed a volume of sixty-five decibels at a distance of fifty feet. Nonstudent community groups wishing to engage in speech or expressive activities on campus, in limited public forums, are requested to provide notification to the district via the Director of Student Activities, or designee, at least two business days in advance of the activity and should describe the nature of the planned activity. No illegal activities will be permitted, nor activities that violate district or campus rules. No activities will be permitted that will substantially interfere with or disrupt activities already scheduled for that day and time in the designated areas. MiraCosta Community College District Page 1 of 3 Effective Date: 3/13/12 References: Education Code 66302, United States Constitution, First Amendment California Constitution, Article 1, 2 California State University Office of Legal Counsel Handbook of Free Speech Issues 35

41 D. Speech - Time, Place, and Manner All persons using publically accessible locations and areas where free-speech activities are unlikely to interfere with and/or disrupt college operations shall be allowed to distribute petitions, circulars, leaflets, newspapers, and other printed matter. Such distribution shall take place only within those areas. Material distributed in publically accessible areas that is discarded must be retrieved and removed by those persons distributing the material prior to their departure from campus. Commercial Speech Activities Commercial speech has been defined by the United States Supreme Court as speech where the speaker is more likely to be engaged in commerce, where the intended audience is commercial or actual or potential consumers, and where the content of the message is commercial in character. (Cornell Law School Legal Information Institute, 2011) Commercial transactions on district property are generally prohibited without written permission of the superintendent/president or designee unless (1) the proposed transactions aid in the achievement of the educational objectives of the district, do not unreasonably interfere with the operation of the campus, and are not prohibited by law, or (2) the prospective vendor has agreed in writing, in advance, to an appointment and the prospective vendor makes no more than one appointment for any day, and such appointment does not interfere with the operation of the campus. Nonstudent community groups wishing to engage in commercial speech on campus, in locations and areas designated by the district where commercial speech activities are unlikely to interfere with and/or disrupt college operations, must provide notification to the district via the Director of Student Activities, or designee, at least two business days in advance of the activity and must describe the nature of the planned activity. No illegal activities will be permitted, nor activities that violate district or campus rules. No activities will be permitted that will substantially interfere with or disrupt activities already scheduled for that day and time in the designated areas. The locations and areas designated by the district where commercial speech activities are unlikely to interfere with and/or disrupt college operations shall generally be limited to the Oceanside Campus, 3400 East Patio and Fountain Plaza; San Elijo Campus Student Center patio; and the Community Learning Center sidewalk area adjacent to the administration building. Commercial speech activities shall generally be limited to the business hours of the district as defined in the current college schedule of classes and/or during the normal business hours of the Student Activities Office. Credit card vendors are prohibited from offering gifts to students for filling out credit card applications. Commercial speech activities must not exceed a volume of sixty-five decibels at a distance of fifty feet. Posting Bulletin boards shall be provided for posting materials at campus locations convenient for use by students, staff, and members of the public. All materials displayed on a 36

42 D. Speech -Time, Place, and Manner bulletin board shall clearly indicate the author or agency responsible for their production and shall be stamped with the date of posting by the Director of Student Activities or designee. Materials displayed shall be removed after ten days. MiraCosta College reserves the right to restrict part of each public posting area for the promotion campus activities. Student Elections Students who engage in election activities affiliated with the Associated Student Government shall refer to The Constitution of the Associated Students of MiraCosta College for guidance on permissive campaigning activities. 37

43 E. Travel Matrix STUDENT TRAVEL MATRIX Local travel (no district vehicle) Local travel (use of district vehicle) Travel outside of San Diego County (no district vehicle) Travel outside of San Diego County (use of district vehicle*) Travel outside of San Diego County (use of rental vehicle) Travel outside of California International Travel Student Activity Request x x x x x x x Advisor Attendance x x x x x x x Field Trip Form (B-169 and/or B-169M for minors) x x x x x x x Participant s Voluntary General Information Sheet District Travel Request (TR) Motor Vehicle Driver Authorization Request (B-167) Authorization for Use of Private Vehicle (B- 165) ** ** ** ** ** ** ** if claiming district funds and/or overnight travel if claiming mileage if claiming mileage if claiming district funds and/or overnight travel x if claiming district funds and/or overnight travel if claiming mileage If claiming mileage if claiming district funds and/or overnight travel x if claiming district funds and/or overnight travel x x x x Auto Declaration Page if claiming mileage if claiming mileage Vice President/ Board Approval VP if TR required VP if TR required VP if TR required VP if TR required VP if TR required VP & Board VP & Board Other Event starts/ends at location Event starts/ends at location Car rental agreement No minors No minors *District vehicle travel is limited to the North and East by Los Angeles, Riverside, San Bernardino and Imperial Counties. **Recommended for overnight, but not required. 38

44 F. Field Trip Form - B-169 MIRACOSTA COMMUNITY COLLEGE DISTRICT EXCURSION LIABILITY RELEASE and AGREEMENT Field Trip Special Guidelines 1. As required by Administrative Procedure (AP) 4300, if a field trip is local and takes place during a scheduled class meeting, the Instructor will submit two weeks prior to departure, a completed and signed Form B-169 and attachments to the appropriate Dean with a copy of the syllabus for the course. 2. If there are any minor students, Form B-169M (the MiraCosta Community College District Excursion Liability Release and Agreement Modified for Minor Students under 18 Years of Age) must be completed, signed by their parent or guardian, and returned. Note: Minors may not participate in any international travel/activity. a. Note: A field trip that does not take place during normal class time and/or does not use college-sanctioned transportation, regardless of location, must be included in the class syllabus or it will be considered optional, and alternative assignments must be given to students who cannot participate. b. Details pertinent to the field trip (e.g., place, date, time) should be included in the class syllabus. If the syllabus does not contain complete details about the field trip, with the consent of the dean, a syllabus addendum may be an acceptable alternative, so long as it is distributed to all students, and attached to this field trip form. 3. The forms should be directed to the relevant instructional dean for authorization. As per Board Policy (BP) 4300, field trips are viewed as an extension of the classroom and they must be approved in advance. 4. Should one or more new students be added to the class after the forms have been submitted, an additional form should be submitted with their signature(s). 5. If any changes are made after the forms have been submitted and approved, a new Form B-169 plus a syllabus addendum need to be submitted. 6. The district strongly recommends that for overnight field trips, the student should complete the Voluntary Participant s Information Sheet (Form B-170). In accordance with BP4300 completion of this form is required for participation by students/non-employees over the age of 18 in any and all one day, in-state, off-campus excursions (i.e., field trips, club activities, or any other special event) sponsored by the MiraCosta Community College District. Please submit Form B-169M for participants under the age of 18. No one will be permitted to attend/participate in any excursion specified on page 2 of this form unless it has been completed, approved, and signed by the participant and faculty/staff member supervising/coordinating the excursion and Vice President, Student Services or Instructional Dean no later than the day of the excursion. Instructional off-campus meetings need to be announced in the course syllabus (please attach to form). A signed, fully completed form is to be forwarded to the Office of the Director/Risk Management, MS #14. Section 1. Liability Release and Discharge As a condition of my participation in these excursions, I understand that California Education Code Section 35330(d), provides that all persons making the field trip or excursion shall be deemed to have waived all claims against the District or the State of California for injury, accident, illness or death occurring during or by reason of a field trip or excursion. All adults taking out-of-state field trips or excursions and all parents or guardians of students taking out-of-state field trips or excursions shall sign a statement waiving such claims. Participant agrees to release and discharge (agreeing to make no claim and not to sue) the State of California or the District (its Board of Trustees, officials, employees, agents) ( Released Parties ) from all claims of injury or loss which the participant or the minor participant for whom parent or legal guardian signs for, may suffer, arising in whole or in part from the Participant s enrollment or participation in the excursion, including but not limited to any injury, accident, illness, or death or any loss or damage to personal property occurring during or by reason of the participation in said excursion. Section 2. Rules and Requirements Obey and uphold any and all rules and requirements of the excursion; observe the designated schedule and follow the instructions given by District supervisory personnel in all matters pertaining to the excursion. I grant the District, acting by and through the personnel designated to supervise said excursion, the right to terminate my participation in the excursion if it is determined by them that my continued participation is detrimental to or in conflict with the purpose of the excursion, or is not in harmony with the best interests of the other participants and/or supervisory personnel. Violation of any of the stated rules or regulations pertaining to this excursion will result in my immediate removal from said excursion. Section 3. Medical Consent In a medical emergency arising during the course of the excursion, I grant to the District acting through its designated supervisory personnel full authority to take any action deemed necessary to protect my health and safety at my expense, including, but not limited to, placing me under the care of a doctor, hospital and/or other qualified medical personnel to examine and/or treat. Section 4. Accident/Emergency Illness Student Accident Insurance does not cover field trips outside of the USA. Coverage applies while; (a) attending regularly scheduled classes at the District; (b) while attending college-sponsored activities, including club activities, or; (c) traveling under supervision by an authorized District representative to and from District-sponsored events. Section 5. Drug and Alcohol Statement Use, possession, sale, distribution, or manufacture of, or the attempted sale, distribution, or manufacture of alcohol and illegal drugs, including controlled substances, on District properties or at official sponsored District functions is unlawful or otherwise prohibited by BP5500. Excursion Liability Release and Agreement Form B-169 Jan

45 F. Field Trip Form - B-169 MIRACOSTA COMMUNITY COLLEGE DISTRICT EXCURSION LIABILITY RELEASE and AGREEMENT I, (Faculty/Staff Member) hereby authorize the individuals listed below on this form to participate in this excursion with the terms and conditions described below and affirm that I personally observed each individual signing this form. X Printed Name of Faculty/Staff Member Supervising Excursion Signature of Faculty/Staff Member Date Printed Name Vice President, Dean or Designee X Signature Vice President, Dean or Designee Date Class: Semester/Year: Event Date(s): Instructor/Staff Member: Mail Station #: Phone Ext: The MiraCosta Community College District ("District") grants: The Participant(s), who have read the information under Sections 1-5 and signed below, have permission to participate in the excursions specified below: scheduled for (date) scheduled for (date) scheduled for (date) scheduled for (date) scheduled for (date) scheduled for (date) I have read Sections 1-5 which includes the liability release and understand and agree to its terms and conditions. I execute it voluntarily and with full knowledge of its contents, ramifications and my responsibilities thereof as evidenced by me having signed below. I am 18 years of age or older and am the Participant. If Participant is under 18 years of age, a Form B-169M must be completed and signed. Participant s Printed Name Participant Signature Date Excursion Liability Release and Agreement Form B-169 Jan

46 F. Field Trip Form - B-169M MIRACOSTA COMMUNITY COLLEGE DISTRICT EXCURSION LIABILITY RELEASE and AGREEMENT Modified for Minor Students under 18 Years of Age Completion of this form is required for participation by students/non-employees under 18 years of age in any and all excursions (i.e., field trips, club activities, or any other special event) sponsored by the MiraCosta Community College District. No one will be permitted to attend/participate in any excursion specified below unless this form has been completed, approved, and signed by the participant, the faculty/staff member supervising/coordinating the excursion and the appropriate Vice President, Dean or Designee. Please Note: Instructional off-campus meetings need to be announced in the course syllabus (please attach to form). Minors may not participate in any international travel/activity. I hereby acknowledge that the individual listed on this form is participating in the excursion(s) specified with the terms and conditions described herein: Printed Name of Faculty/Staff Member Supervising Excursion Signature of Faculty/Staff Member Supervising Excursion Date Mail Station # Phone # Class/Club Semester/Year Authorization to conduct excursion(s) specified below: Printed Name of Vice President, Dean or Designee Signature of Vice President, Dean or Designee Date The MiraCosta Community College District ( District ) grants: The Participant, who is under 18 years of age, whose parent or legal guardian has read the information below and has signed the reverse side of this form, has permission to participate in the excursions specified herein: In consideration of the permission granted by the District to the Participant to participate in the excursion(s) named above, the undersigned, understand and agree as follows: Release and Discharge As a condition of my participation in these excursions, I understand that California Education Code Section 35330(d), provides that all persons making the field trip or excursion shall be deemed to have waived all claims against the District or the State of California for injury, accident, illness or death occurring during or by reason of a field trip or excursion. All adults taking out-ofstate field trips or excursions and all parents or guardians of students taking out-of-state field trips or excursions shall sign a statement waiving such claims. Participant agrees to release and discharge (agreeing to make no claim and not to sue) the State of California or the District (its Board of Trustees, officials, employees, agents) ( Released Parties ) from all claims of injury or loss which the minor participant for whom parent of legal guardian signs, may suffer, arising in whole or in part from the Participant s enrollment or participation in the excursions, including but not limited to any injury, accident, illness, or death or any loss or damage to personal property occurring during or by reason of the participation in said excursions. Rules and Requirements I will obey and uphold any and all rules and requirements of the excursions; observe the designated schedule and follow the instructions given by District supervisory personnel in all matters pertaining to the excursions. I grant the District, acting by and through the personnel designated to supervise said excursions, the right to terminate my participation in the excursions if it is determined by them that my continued participation is detrimental to or in conflict with the purpose of the excursions, or is not in harmony with the best interests of the other participants and/or supervisory personnel. Violation of any of the stated rules or regulations pertaining to these excursions will result in my immediate removal from said excursions. Medical Consent In a medical emergency arising during the course of an excursion, I grant the District acting through its designated supervisory personnel full authority to take any action deemed necessary to protect my health and safety at my expense, including but not limited to placing me under the care of a doctor, hospital, and/or other qualified medical personnel to examine and/or treat. Accident/Emergency Illness Student Accident Insurance does not cover field trips outside of the US. Coverage applies while (a) attending regularly scheduled classes at the District, (b) while attending college-sponsored activities, including club activities, or (c) traveling under supervision by an authorized District representative to and from District-sponsored events. Drug and Alcohol Statement Use, possession, sale, distribution, or manufacture of, or the attempted sale, distribution, or manufacture of alcohol and drugs, including controlled substances, on District properties or at official sponsored District functions is unlawful or otherwise prohibited by District Board of Trustees Policy Form B-169M 01/2016 (modified for minor students under 18 years of age)

47 MIRACOSTA COMMUNITY COLLEGE DISTRICT EXCURSION LIABILITY RELEASE and AGREEMENT Modified for Minor Students under 18 Years of Age F. Field Trip Form - B-169M Participant s Printed Name: Excursion #1 Site: Location (City/State): Event Date(s): Time: Excursion #2 Site: Location (City/State): Event Date(s): Time: Excursion #3 Site: Location (City/State): Event Date(s): Time: Excursion #4 Site: Location (City/State): Event Date(s): Time: Excursion #5 Site: Location (City/State): Event Date(s): Time: Excursion #6 Site: Location (City/State): Event Date(s): Time: I have read this liability release and understand and agree to its terms and conditions. I execute it voluntarily and with full knowledge of its contents, ramifications and my responsibilities thereof as evidenced by my having signed below. I am the parent or legal guardian of the Participant, who is under 18 years of age, to whom the above statements apply and for whose benefit I am executing this release/agreement. Printed Name of Parent/Legal Guardian Signature of Parent/Legal Guardian Date INSTRUCTIONS 1. All minor students need to have a parent/guardian sign this B-169M Form. 2. When a field trip is arranged, the instructor completes the first event information and date and has the VP IS or Dean sign it and send to Risk Management at MS If any changes are made, a new Field Trip form plus a syllabus addendum need to be submitted. 4. The district strongly recommends that for overnight field trips, the minor student completes the Voluntary Participant s Information Sheet Form B-170. Form B-169M 01/2016 (modified for minor students under 18 years of age) 42

48 G. Finance Procedures PROCESS TO UTILIZE OPEN PURCHASE ORDERS Club/Organization Process Club/Organization submits club minutes /spending bill approving purchase to the Student Activities Office (SAO) If items are for an event, club/organization submits event/meeting roster, event/meeting agenda, and original receipt(s) from the vendor. Student Activities Process SAO confirms there are adequate funds in account SAO works with club/organization to coordinate purchase SAO completes Receipt Form (RF) and Fund Transfer, and compiles supporting documentation (club minutes /spending bill, event/meeting roster, event/meeting agenda, and original receipt(s) from the vendor) Inter-Club Council Process Inter-Club Council (ICC) Treasurer reviews completed RF and Fund Transfer, along with support documentation ICC Treasurer & ICC Advisor sign RF & Fund Transfer ICC Treasurer scans all documents to the Shared Drive and originals are sent (RF to Purchasing & Fund Transfer to Fiscal) Purchasing Process Purchasing reviews RF and support documentation Upon approval, Purchasing submits paperwork to Fiscal for payment to Vendor Fiscal Process Upon approval, Fiscal processes check to vendor for payment of open PO Upon approval, Fiscal processes Fund Transfer from club to ICC after payment to vendor is processed 43

49 G. Finance Procedures PROCESS FOR REQUISITION PURCHASE Club/Organization Process Club/Organization submits club minutes/spending bill approving purchase and vendor quote to the Student Activities Office (SAO) Club/Organization confirms that the vendor will accept a Purchase Order Student Activities Process PRIOR TO PLACING ORDER SAO confirms there are adequate funds in account SAO completes Requisition Routing Slip, compiles supporting documentation (minutes/spending bill, vendor quote) and initiates process on PeopleSoft after Inter-Club Council (ICC) approval (chain approval process) AFTER ITEMS HAVE BEEN RECEIVED SAO confirms that items have been received and completes the Receipt Form (RF) Inter-Club Council Process PRIOR TO PLACING ORDER ICC Treasurer reviews completed Requisition Routing Slip along with support documentation & signs, along with ICC Advisor ICC Treasurer scans all documents to the Shared Drive and originals are sent to Purchasing AFTER ITEM(S) HAVE BEEN RECEIVED ICC Treasurer reviews completed Receipt Form (RF) along with support documentation ICC Treasurer & ICC Advisor sign RF ICC Treasurer scans all documents to the Shared Drive and originals are sent to Purchasing Purchasing Process PRIOR TO PLACING ORDER Purchasing reviews requisition after chain approval process and will issue a PO for the order AFTER ITEM(S) HAVE BEEN RECEIVED Purchasing reviews RF and support documentation Upon approval, Purchasing submits paperwork to Fiscal for payment to vendor Fiscal Process Upon approval, Fiscal processes check to vendor for payment of PO 44

50 G. Finance Procedures PROCESS FOR REIMBURSEMENT <$100 (CHECK REQUEST) Club/Organization Process Club/Organization submits club minutes /spending bill approving purchase to the Student Activities Office (SAO) If items are for an event/activity, club/organization submits event/meeting roster, event/meeting agenda, event flier, and original receipt(s) from the vendor All receipts must be original and contain vendor information and an itemized list of items purchased Student Activities Process SAO confirms there are adequate funds in account SAO completes Check Request form, compiles all support documentation (original itemized receipt(s), club minutes/spending bill, roster for event/activity, event flier, address listed in SURF) Inter-Club Council Process Inter-Club Council (ICC) Treasurer reviews completed Check Request form along with support documentation ICC Treasurer & ICC Advisor sign Check Request ICC Treasurer scans all documents to the Shared Drive and originals are sent to Fiscal Upon approval, Fiscal processes reimbursement check Fiscal Process 45

51 G. Finance Procedures PROCESS FOR REIMBURSEMENT >$100 (Requisition PO Check Request) Club/Organization Process PRIOR TO PURCHASE Club/Organization obtains pre-approval from Purchasing via Student Activities Office (SAO) AFTER PURCHASE Club/Organization submits club minutes/spending bill approving reimbursement and original itemized receipts to the Student Activities Office (SAO) If items purchased are for an event/activity, rosters and agenda or event flier must also be submitted Student Activities Process SAO confirms there are adequate funds in account SAO compiles supporting documentation (itemized receipt(s), club minutes, roster, agenda/event flier, SURF address screen shot) SAO completes Requisition Routing Slip and initiates process in PeopleSoft after Inter-Club Council (ICC) approval (chain approval process) Inter-Club Council Process ICC Treasurer reviews completed Requisition Routing Slip along with support documentation ICC Treasurer & ICC Advisor sign Requisition Routing Slip ICC Treasurer scans all documents to the Shared Drive and originals are sent to Purchasing Purchasing Process Purchasing reviews requisition after chain approval process and will issue a PO for the reimbursement Upon approval, Purchasing submits paperwork to Fiscal for payment Fiscal Process Upon approval, Fiscal processes check request to issue reimbursement 46

52 G. Finance Procedures SPEAKER HONORARIUM/PERFORMER CONTRACT Club/Organization Process PRIOR TO EVENT Club/Organization submits Student Activities Request form to Student Activities Office (SAO) along with club minutes approving funds to contract performer/speaker and quote from performer/speaker Club/Organization confirms that the performer/speaker will accept a contract and PO as form of payment AFTER EVENT Club/Organization submits signed invoice for the performer/speaker, event roster and flier Student Activities Process PRIOR TO EVENT SAO approves the Student Activities Request and identifies if a contract is needed for the event SAO confirms there are adequate funds in account SAO works with club/organization to have performer/vendor complete the Payee Data Record SAO completes the Independent Contractor forms and routes forms to Human Resources AFTER EVENT SAO confirms that performer/vendor met terms of contract and completes the Receipt Form (RF) Inter-Club Council Process PRIOR TO EVENT Inter-Club Council (ICC) Treasurer reviews support documentation (performer/speaker quote(s), club minutes) ICC Treasurer scans all documents and Payee Data Record to the Shared Drive and originals are sent to Human Resources then routed to Purchasing AFTER EVENT ICC Treasurer & ICC Advisor sign RF ICC Treasurer scans all document to the shared drive and originals are sent to Purchasing Purchasing Process PRIOR EVENT Purchasing reviews Payee Data Record and support documentation in order to issue a contract to the speaker/performer AFTER EVENT Upon completion of event, Purchasing reviews the RF, invoice and support documents and submits paperwork to Fiscal for payment to speaker/performer Fiscal Process Upon approval, Fiscal processes check to speaker/performer for payment of contract 47

53 G. Finance Procedures SPEAKER HONORARIUM/PERFORMER CONTRACT FOR DISTRICT EMPLOYEES Club/Organization Process PRIOR TO EVENT Club/Organization submits Student Activities Request form and quote from performer/speaker to Student Activities Office (SAO) along with club minutes approving funds for the honorarium or contract AFTER EVENT Club/Organization submits signed invoice for the performer/speaker, event roster and flier Student Activities Process PRIOR TO EVENT SAO approves the Student Activities Request and confirms that the speaker/performer is a district employee SAO confirms there are adequate funds in account SAO works with speaker/performer to complete a Personnel Requisition AFTER EVENT SAO confirms that speaker/performer met terms of contact and notifies Payroll Inter-Club Council Process ICC Treasurer reviews completed Personnel Requisition along with support documentation ICC Treasurer & ICC Advisor sign Personnel Requisition ICC Treasurer scans all documents to the Shared Drive and originals are sent to Purchasing Payroll Process PRIOR TO EVENT Payroll reviews Personnel Requisition and support documentation AFTER EVENT Upon notification from SAO that the speaker/performer met terms of contract, Payroll completes process to issue payment during next district pay cycle 48

54 G. Finance Procedures PROCESS FOR TRAVEL REQUEST Club/Organization Process PRIOR TO TRAVEL Club/Organization submits Student Activities Request including all registration, hotel information, travel information and meal(s), as well as club minutes/spending bill approving funds to the Student Activities Office (SAO) AFTER TRAVEL Club/Organization submits all itemized receipts and completed Travel Request (TR) to SAO for processing If an advance was received, any unspent monies must be deposited into the Cashier's Office Only district employee may sign TR Student Activities Process PRIOR TO TRAVEL SAO approves Student Activities Request and confirms there are adequate funds in account SAO completes TR and initiates process for required signatures Advances are to only issued to a district employee If club is collecting dues/fees for travel/event, SAO will notify the Cashier's Office of event and account string for deposit of funds If travel requires use of district vans overnight, SAO will submit scan of signed TR to Facilities AFTER TRAVEL SAO staff will scan all receipts to the shared drive and send all original paperwork to Fiscal for processing Inter-Club Council Process PRIOR TO TRAVEL ICC Treasurer reviews completed TR along with support documentation ICC Treasurer & ICC Advisor sign TR ICC Treasurer scans all documents and originals are sent to Fiscal for processing Fiscal Services Process Fiscal reviews the TR and issue a TR # If an advance is requested, the check will be issued no sooner than 2 weeks before the event If payments are to be made to the vendors (hotel, registration), Fiscal will process payment as noted in TR If travel requires airfare, district employee attending trip will contact Plaza Travel to make arrangements once the TR # is issued 49

55 G. Finance Procedures FUNDRAISER Club/Organization Process Club/Organization submits a Student Activities Request for the fundraiser along with club minutes approving of event to the Student Activities Office (SAO) If fundraiser is for Non-Profit Organization, club/organization must also submit NPO details (Tax ID) Please note on Student Activities Request if a cash box/change fund is needed Student Activities Process SAO approves the Student Activities Request SAO works with club/organization to coordinate purchase of items for fundraiser (if fundraiser is for the club/organization) and follows applicable process if purchase utilizes Open PO or requisition SAO notifies the Cashier's Office of fundraiser and if a cash box/change fund is needed SAO works with club/organization on process for depositing funds At conclusion of event, club/organization works with SAO to initiate protocol to have check issued to NPO, if needed Inter-Club Council Process Inter-Club Council Treasurer reviews support documentation if the fundraiser requires purchase using open PO or a requisition and follows protocol for appropriate purchase Fiscal Process Upon approval, Fiscal processes check to NPO for fundraisers for non-profit organizations. 50

56 H. Oceanside Campus Map Oceanside Campus 1 Barnard Drive, Oceanside, CA miracosta.edu To Rancho Del Oro Drive G L A S E R D R I V E Plant Sales OC-7A Staff 7000 Horticulture Purchasing Shipping/ Receiving T OC-4C Child Development Center 8000 OC-3E Staff T300 OC-4A OC-4B 4100 Track Legend OC-3B OC-3A B A R N A R D D R I V E Admissions & Records OC-3C OC-2B OC-3D 3200 T Cafeteria/ Bookstore/ Art Gallery Student Center Water Tank 3500 T110 T FOUNTAIN Library OC-1C Staff CLOCK TOWER 1000 Admin T410 T430 T T420 PEDLEY PARK 4900 OC-4E Staff PEDESTRIAN BRIDGE B A R N A R D OC-4D Staff D R I V E Gym OC-5A 5200 Baseball Field Soccer Field Softball Field OC-1 Parking Lot Parking Permit Vending Machine Disabled Parking Bus Stop Bike Rack Restrooms 2400 Concert Hall 2200 Music 2300 Art 2000 Theatre 2100 BLAYNEY TOWER OC-1B B A R N A R D D R I V E Tennis Courts MiraCosta College is a tobacco-free campus. Telephone ATM OC-2A 1100 OC-1A OC-5B AED Location Emergency Call Box Police & Safety Parking Information To College Boulevard NOT TO SCALE 51 MiraCosta College Locations To Los Angeles CAMP PENDLETON 5 OCEANSIDE P A C I F I C O C E A N NOT TO SCALE COMMUNITY LEARNING CENTER CARLSBAD MISSION AVE. OCEANSIDE BLVD. OCEANSIDE CAMPUS ENCINITAS CARDIFF COLLEGE BLVD. To Riverside SOLANA BEACH DEL MAR TEMECULA 78 ESCONDIDO PALOMAR AIRPORT RD. SAN ELIJO CAMPUS MANCHESTER SAN DIEGO 15 TECHNOLOGY CAREER INSTITUTE & SMALL BUSINESS DEVELOPMENT CENTER Directory Admissions & Records Art , 2200, 2300 Art Gallery Associate Faculty Office Associated Students Athletics Automotive Technology Biotechnology Bookstore Business Development Business Services Cafeteria CalWORKs Career Center Child Development Center College Police Computer/Business Department Concert Hall Counseling Dance Studio Bldg. # Bldg. # Bldg. # Disabled Students Services Driver Education and ELI Enrollment Information EOPS Facilities Department Financial Aid/Scholarships Gymnasium Health Services Horticulture Human Resources Institutional Research Instructional Services International Students Library & Information Hub Lost & Found Math Learning Center Music , 2300 Nursing/Allied Health... T420, 4400 Parking Permits President, Office of the Printing Services Proctoring Center Purchasing...T600 School Relations/Diversity Recruit Service Learning Shipping/Receiving Student Accounts Student Activities Student Center Tech Prep Testing Office Theatre Little Theatre Transfer Center Tutoring Veterans Education Office Veterans Information Center...T100 Wellness Center Writing Center Rev. 0415