Club Advisor s Manual

Student Life Club Advisor s Manual Last Updated September 17, 2008 http://www.ivytech.edu/richmond/sr/organizations.html

Table of Contents Student Life Mission & Goals.3 Establishing a New Club.4 Setting up an Account..4 Banner Reports.4 Student Government Association (SGA)..5 Approval of New Club...5 Requesting Start-Up Monies...6 Requesting Fundraising Monies.6 Submitting a Proposal..6 Participating in SGA Events 7 Event Planning..8 Establishing a Date & Time..8 Publicity/Special Invitations..8 Facilities...9 Event Content.9 Seeking External Support.9 Purchasing..9 Student Organization Facilities 12 Kitchen.12 Student Club Office 12 Traveling with Students...13 Liability Waivers 13 Renting a Vehicle.13 Reimbursement Policies..13 Website.15 Responsibilities.15 Submitting Information.15 Appendix A Forms Campus Connect Request Form Release and Waiver of Liability Appendix B Example of Proposal Fully Funded by SGA 2

Student Life, Leadership & Development Mission Statement To provide a student centered environment that fosters intentional individual development through activities, programs, and events that connects the student to the College and community. Goals To provide and promote personal and career development opportunities. To support academic success and intellectual curiosity. To encourage and support diversity initiatives. To provide civic engagement and leadership development opportunities within the College and the community. To facilitate student interactions and connections within the College. Accountability Measures As a club advisor, your work with students is essential to supporting the mission and goals of Student Life. As a part of your role, it will be necessary for you to provide information to the Director of Student Life for utilization statistics submitted at the state level. This information is essential to the continuation of student life across the state and also allows us to share best practices with one another. This information includes, but is not limited to: The type (internal or external) and number of collaborations you engage in through your club o Examples include: contacting businesses, working with other clubs or departments to host an event The number of events that you hold including fundraisers, activities or club meetings The number of students actively participating in your organization 3

Establishing a New Club In support of the mission of Student Life, new clubs are strongly encouraged to continue to develop as student interest dictates. There are a few simple steps to getting started: All clubs need an advisor All clubs must have a President, Vice President and either a Secretary and a Treasurer or one person who is both the Secretary and the Treasurer The originator of the club or her designee will request sanctioning from the Student Government Association by presenting the following documents at the first available Student Government Association meeting: o Advisor confirmation form o Constitution & Bylaws o Active member list o Student Government Association representative and alternate The advisor will submit the following to the Office of Student Life: o Advisor confirmation form o Constitution & Bylaws o Active member list o Student Government Association representative and alternate Setting Up An Account In order to have a place to deposit funds and withdraw funds for purchases, a new club must have its own account with the Business Office. This can be done by speaking with Becky Smith in the Business Office. Banner Account Reports With the Banner financial system, you will receive monthly paper reports via interoffice mail from the Director of Student Life as the advisor. If there are any discrepancies in account balance from you and your treasurer s records, please contact the Director of Student Life. 4

Student Government Association All students have the opportunity to participate in Student Government Association (SGA) through attending public meetings or serving as a representative of their program or organization. SGA is the representative governing body of the students. Representatives are elected or selected as determined by the program or organization they represent. Officers are elected through by Student Government Association members at the end of the Spring semester each year for the following academic year. Officers and representatives serve a term of (3) semesters including Fall, Spring and Summer. The Student Government Association was established by students to encourage participation in student government and to promote college spirit and recognition. SGA manages student funds to plan events and activities and support studentled initiatives, subject to the approval of appropriate college administrative offices. The constitutions of all student organizations must be approved by a quorum of the Student Government Association, consisting of a simple majority of the total membership. SGA functions include: Communication of bona fide concerns of the student body to appropriate college officials with suggestions for improvement. Approval of student organizations beneficial to Student Life and worthy of being part of the College. Assurance that copies of the constitution, by-laws and statement of purpose and objectives of each recognized student organization are on file in the Office of Student Life, Leadership and Development. Planning and conducting appropriate extracurricular student activities. Submission of student activity budgets for review and approval by the regional officials. Approval of New Club by SGA The originator of the new club or her designee will present the following documentation at the first available SGA meeting to request approval: o Advisor confirmation form o Constitution & bylaws o Active member list Once an official quorum of the Student Government Association has approved a new club by simple majority and this decision has been administratively approved, the club is officially sanctioned by the College and may now hold events on campus and/or participate fully in the SGA. 5

Requesting Start-Up Funds from SGA Once a new club has been approved by the SGA and the College, it is eligible to request funds from the SGA. Existing clubs are also eligible to request start-up monies each year. The Student Government Association representative may request, through a formal motion, that his or her club receive start-up monies from the SGA. If approved, a purchase requisition must be created by the club advisor (see purchases), signed by one club officer and submitted to the Student Government Association advisor. In order for the funds to be deposited into the club s account, the advisor must have an account through the Business Office. Once paperwork is completed and the account is established, start-up monies will be directly deposited into the account. Requesting Monies from SGA Once a new club has been approved by the SGA and the College, it is eligible to request funds from the SGA. Existing clubs are also eligible to request allocations each year. If approved, a purchase requisition must be created FOR EACH PURCHASE by the club advisor (see purchases), signed by one club officer and submitted to the Student Government Association advisor PRIOR TO MAKING THE PURCHASE. If this is not done, the club advisor will be responsible for submitting an after-the-fact memo to the Chancellor explaining the reason for not following the appropriate process. Once paperwork is completed, the advisor is authorized to make the purchase, which will be deducted from the Student Government Association account. The funds WILL NOT be transferred directly into the club account. Submitting a Proposal The Student Government Association proposal guidelines dictate that any formal request for funds includes the following information. From the Student Government Association Constitution and Bylaws, Article X: 1. Purpose of the request 2. Date of the activity/function 3. Outline of the cost breakdown. 4. Number of the individuals that will be directly served through the activity/function/event. 5. Any and all cost to students/individuals who are to participate. 6. The organization/club/program financial contribution to the activity/function/event. 6

*An example of a fully funded proposal is included in Appendix B. The representative of the club/program/organization should contact the SGA President or advisor at least 48 hours prior to the meeting at which the proposal will be presented so that it can be placed on the agenda. It is the responsibility of the requestor to provide copies of the request for all members of the Student Government Association. The proposal will be voted on at the meeting following the distribution of the proposal. Participating in SGA Events Throughout the academic year, SGA plans events for students as its primary function. Some of these events are: Financial, Fitness, Fun Fest (October 8) Oktober Invest (October 13-17), Holiday Banquet (December 3) and Club Clique Week (January), Car Show (April). It is generally expected that active clubs will participate in these events by providing volunteers or activities. Current SGA policy is that clubs will receive $75.00 from SGA for each event at which the club supplies volunteers. The number of volunteers and/or time served to qualify for the honorarium of $75.00 is determined prior to each event by the SGA. 7

Event Planning Clubs, programs and organizations are encouraged and invited to plan their own events throughout the year. Each club, program or organization has a unique focus and brings its own qualities to strengthen student life at the College. There are some guidelines to keep in mind to ensure a fun, safe and successful event at Ivy Tech Community College-Richmond. Establishing a Date and Time It is important to begin planning your event as early as possible. Coordinating the date and time of the event with the Director of Student Life is essential. This person is responsible for keeping abreast of all student-related events occurring on the campus at any given time. Therefore, requesting a date and time for a particular event ensures that facilities (including student lounge & kitchen) will be available as well as preventing conflict with other student events on campus. Publicity We are fortunate to have a variety of methods to communicate with our students. Below is a list of publicity methods that can be utilized by sending publicity materials to the Director of Student Life: FRED (electronic bulletin board system)- must be a PowerPoint file Campus Connect (e-mail messages/announcements)-request form in Appendix A Online Calendar-send an e-mail request to the Director of Student Life Internal Postings (flyers, collection boxes, etc.)-all flyers must be in landscape. Send to the Director of Student Life for approval and posting. If external publicity is desired such as radio ads, press releases, etc., please send that request to the Director of Student Life so that it can be channeled through our Public Relations staff. Special Invitations Most events planned by club advisors will be open to all students or a specific population of students. Any events open to the general public should be approved by Student Life. It is often appropriate to include additional faculty and staff in such events as well. Most of these people can be extended a direct invitation. However, when there is an interest in inviting any members of the 8

Board of Trustees, it is necessary to first contact the Chancellor s Office, Stella Davis ext. 2344. Facilities Any time that an event will require the help of facilities such as hooking up equipment, arranging for tables and chairs, etc., it is necessary to complete an online Facilities request. This can be found at www.ivytech.edu/richmond, click on Facilities Issue. Include any hanging, moving or cleaning needs. Also, if there will be any event outside normal operating hours of the building Monday- Friday 7am-10pm and Saturday 7am-5pm, it is essential that Facilities be contacted to ensure that someone is in the building. To reserve a room, the Student Lounge or Kitchen, or any other space in any Ivy Tech Community College-Richmond building, go to www.ivytech.edu/richmond and click on Facilities Usage Request. Event Content Event content varies widely from organization to organization and event to event. It is always wise to check with the Director of Student Life at least two weeks prior to a small event such as a fundraiser and four to six weeks prior to a major event such as one that is open to the public. The type and kind of event is limited only by your imagination and a few stipulations. Any time any event will be open to or involve persons under the age of 18, it is necessary to check with the Director of Student Life who will contact Human Resources to ensure that there are no liability issues. Further, all events must be reported to the Director of Human Resources through the Director of Student Life regardless of size or type. Any thing that might raise a question of liability should be cleared before the event is publicized. Door prizes may be given if the purpose and items are submitted to the Director of Student Life for approval at least 2 weeks prior to the event. This memo goes from the Office of Student Life to the Vice Chancellor for Student Affairs and must also be approved by the Chancellor s Office. Please plan accordingly. (See attached memo regarding Ivy Tech policy). Seeking External Support It is a common practice in non-profit organizations to solicit donations from businesses for various events and recognition items. This is an acceptable practice. However, before contacting any businesses, the appropriate procedure is to make a list of the businesses that you or your organization wish to contact and submit it to the Director of Student Life for appropriate approval. 9

Purchasing There are four major types of purchases that any club or organization will need to make most of the time. These include: food purchases with SGA allocated funds, food purchases with club funds, non-food purchases with SGA allocated funds, non-food purchases with club funds. Purchases can be made with a ProCard, by invoice from the business or by requesting a check for the business. Each method has different requirements. Food purchases with SGA allocated funds Example: Oktober Invest This money is not transferred into a club s account, but rather is allocated by the SGA. Therefore, if all of the money is not used, the remainder stays in the SGA account. 2) If necessary, request the funds from SGA. Often, the SGA will simply create a resolution allowing a specific amount of funds for each club to use. If so, no formal request to the SGA is necessary. 3) At your next club meeting, agree to use said funds for the purchase you will be making and document this in your minutes. 4) Get a verbal price quote from the business where the food will be purchased. Banner Paper Requisitions (for ProCard, revolving fund check or journal entries) Ex: Meijer, Start-Up funds, cash for change for fundraiser 1) Complete a purchase requisition (see Requisitions Appendix A) 2) Sign the purchase requisition and date it. 3) Have 1 OFFICER FROM THE CLUB sign and date it in the SAME box as your signature. 5) Submit the signed requisition, club meeting minutes documenting the approval of said purchase and a resolution SIGNED BY 2 OFFICERS FROM THE CLUB to the Director of Student Life. The purchase absolutely cannot be processed without each step of the documentation. 6) The Director of Student Life will now sign, add additional documentation and submit the requisition for Cabinet level approval, the Chancellor s signature and the Business Office signature. Expect this process to take a full week. 7) Once you have received the returned copy with all signatures, you may purchase the food. ProCards can only be used for prepared food (Meijer, Wal-Mart). Most businesses will send us an invoice (Subway, Pizza Hut, Clara s Pizza King). If the business will not 10

invoice, a check must be requested (make this notation on the purchase requisition). KEEP THE RECEIPT. 8) Sign and make two copies of the receipt. One copy goes to the Director of Student Life and one copy goes to the Business Office. If the purchase was made with a ProCard, an e-mail should be sent to Beck Smith immediately after the purchase outlining the date, location and amount of the purchase to be deducted from the SGA account. All events where people have consumed refreshments purchased by the College require a submitted sign-in sheet after the event. Higher Market (www.ivytech.edu/banner, click on SciQuest Higher Market, your log on is the same you use to log on to your computer at work): 1) If it is food, click on Request for Activity and Food Expense. 2) If it is not food, click on Supplier. 3) Click on Click to Expand Search for Supplier. 4) Type in the business name. 5) Click on this icon, which will make a new form pop up. 6) Click on Check this box to customize order distribution. If you don t Higher Markets will fax the order for you maybe to the right fax number, maybe not. 7) Click in the Manual box. 8) Complete the remaining boxes of the form. If there is no catalog number (ex: pizza), type na. 9) When finished, go to the top right of the form, make sure it says Add and Go to Cart and click on Go. 10) Then click on Review. In the middle of the form, you will see Accounting Codes, click on Edit. Your default setting is probably for the program/department that you work for, so be sure to change it. 11) Under Internal Attachments, click edit and attach the scanned meeting minutes and resolution files. 12) If requesting out of SGA funds, be sure to change it to prepared for Tiffany Erk. If for your own club, simply click on Place Order and it will be routed to the appropriate people for approval. 13) If out of your own club funds, leave at as yourself for the requestor. 14) You can check on your requisition at any time to see where it is in the approval process. 15) After the event, submit a sign-in sheet and receipt to the Business Office and a copy of both to the Director of Student Life. 11

Student Facilities Within Johnson Hall, there are three areas designated for the use of student clubs and organizations. These include the kitchen and lounge area (which is also open to the entire student body) as well as the Student Organizations Office/Conference room. Kitchen The student kitchen is open for all members of the Ivy Tech Community College- Richmond community to use. Personal items may be stored in the refrigerator. However, the decision to do so is at the risk of the individual; the College is not responsible for lost or stolen items. Also, the refrigerator will be cleaned regularly and items deemed to be rotten, spoiled or messy will be thrown away. Clubs are welcome to store items in the cabinets as well as the refrigerator or freezer. If you do not wish to share these items with all clubs, then they need to be clearly labeled with the name of your organization, date and initials. Clubs and organizations are welcome to use the kitchen for fundraisers or other activities; this should be requested at the same time that you secure a date for your planned event. The kitchen should be left in the same condition in which it was found. Dishes should be washed, counters cleaned, etc. This is NOT the responsibility of the Facilities staff. Student Club Office (Room 1245, Johnson Hall) Room 1245 has four computer stations, a central work station, two large storage cabinets, counter space and a conference table. All current students who are actively involved in a club, chapter or organization are welcome to use any computer station that they wish to use at any time during the normal operating hours of the building. Each advisor has a set of keys to open all wood cabinets and the keys for the large storage cabinets are in the office of Student Life, Room 1268. 12

Traveling with Students Whenever you and students in your club or organization will be traveling offcampus, there are a few things that you need to keep in mind. For example, it is not appropriate to encourage students to carpool. You may share that transportation is or is not provided by the College. Anything beyond that opens the College to liability issues for what may happen during the trip. Liability Waivers A liability waiver form can be found in Appendix A at the end of this document for you to create as many copies as needed. Students must sign a liability waiver before traveling off-campus for a College event. This ensures that the student understands their rights and responsibilities as well as that of the College. Renting a Vehicle Though we do not have an exclusive contract with any particular company, we most often use Richmond Dodge Honda for our vehicle rental needs. You are free to use whatever company you prefer, but this site is most familiar with us. Vehicle rental is a purchase that can only be reimbursed. Staff persons may not use a ProCard to rent vehicles; rather someone must use a PERSONAL credit card and wait for reimbursement. Travelers should also contact Lindy Covalt to get the College s insurance card which must be carried with you while traveling. Reimbursement Policies For more detail on travel vouchers, reimbursement policies, out of state travel approval, airfare and hotel arrangements, the Financial Management Training Manual can be found under the folder named Finance and Facilities, subfolder Finance on the Shareall. For further clarification on these policies or procedures, the appropriate contact is Becky Smith, ext. 1255 or bsmith@ivytech.edu 13

Website The address for the Student Life webpage is http://www.ivytech.edu/richmond/sr/organizations.html. It can also be accessed by visiting http://www.ivytech.edu/richmond and clicking on Student Life in the center of the page under Student Affairs. On this page you will find the mission and goals of Student Life as well as information about each club or organization. There are links on the top left of the page to each club and links on the bottom of the page to each club. Responsibilities Update your club s information at a minimum of once per semester. Make sure that: Contact information is correct There are no dead links (each hyperlink does what it is supposed to do) Your current club bylaws are posted Submitting Information All website information should be submitted via e-mail to Randall Chewning at rchewning@ivytech.edu and copied to the Director of Student Life at terk@ivytech.edu. It is helpful to create a word document of whatever information you would like to add or change and attach it to the e-mail request. 14

CAMPUS CONNECT MESSAGE (Please allow 7-10 working days for processing.) Please check one: E-MAIL TARGETED ANNOUNCEMENT _X_BOTH MESSAGE START DATE: ASAP MESSAGE EXPIRATION DATE: July 10, 2008 SUBJECT: Backyard BBQ ANNOUNCEMENT: Join Student Life for a day of free food and fun for the whole family on Thursday, July 10 th from 11:30 AM 1:30 PM at Johnson Hall. It s time again for the Backyard BBQ. We will be serving free food and drinks from the Barbecue Shop and will be having the game show Blizzard of Bucks where you will be able to win up to $500. We will also be having the Ultimate T-shirt where you can have your picture put on a t-shirt for free. There will also be other games and activities for the kids. To reserve your spot please RSVP to Tamara Barnes by Tuesday, July 8 th. SUBMITTED BY: _Tamara Barnes DATE: _6/16/08_ Please return to Jennifer Marker for processing. 15

IVY TECH COMMUNITY COLLEGE OF INDIANA RELEASE AND WAIVER OF LIABILITY I,, acknowledge that my participation in, is voluntary and Ivy Tech Community College of Indiana is not responsible for damages or theft to my property while participating in this activity. I further understand that I do hereby fully and irrevocably release, waive and discharge Ivy Tech Community College of Indiana, its trustees, officers, employees, volunteers, agents and assigns from any and all claims for injuries, including death, to myself or other persons and from any and all claims for damages to my or other persons property, arising out of or in any way relating to my participation in. It is acknowledged and understood that I am responsible for the cost of any and all medical and health services I may require as a result of such participation. Further, I hereby agree to indemnify and at Ivy Tech s request, defend and save harmless, Ivy Tech Community College of Indiana, its trustees, officers, employees, volunteers, agents and assigns from and against any loss, damages, costs, claims or expenses arising from any actual or claimed death or injury to any person or actual or claimed damage to property, whether owned by me, Ivy Tech Community College of Indiana, or third parties, including loss of use, that actually or allegedly results from my conduct, by act or omission, relating to my participation in said event. I HAVE READ AND I UNDERSTAND THIS RELEASE AND AGREE TO BE BOUND BY ITS TERMS AND CONDITIONS. Signature: Date: If the Participant is under 18 years of age, the parent or guardian in consideration of this request accepts the above terms and grants permission for participation. Signature of Parent/Legal Guardian: Date: (If Participant is a minor) 16