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San Jose City College Associated Students Government

Handbook for Student Organizations

Compiled By the Senator of Club Affairs 2014-2015 Sia Saquee

Contents❖ Checklists for club Chattering

❖ Student Org Disbursement/withdrawal of funds

❖ Student Org Meeting Room Reservation

❖ Student Org Events/Process of Approval

❖ Tabling

❖ Student Org Travelling

❖ Forms

❖ List of Chartered Student Orgs as of Spring 2015

Student Org Chartering✓ Pick up a chatter form from the Vice President’s office (SC113D) Or the

Office of student life (sc115 1)✓ All members must have paid their $5.00 activity fee before the student

org gets chartered.✓ Have ten (10) students’ signatures on the form.✓ Submit a copy of the Student Org’s Constitution and By-Laws

Place the date the constitution was written, at the bottom left.✓ Update membership list✓ Submit current list of Student Org’s officers✓ Indicate Date, time and location of your meetings’✓ Turn in the completed form and all documents, to the ASG Vice

President before the deadline.

Disbursement Of FundsContact the director of finance for and ‘Expenditure Request Form

✓ Properly fill out the Expenditure Request Form.*

✓ Provide description/details of purchase/service rendered or purpose for request of funds

✓ Indicate amount to be requested✓ Provide date of approved minutes and agenda item of funds to be released✓ Attach necessary documentation, if necessary (Independent Contract/W-9-,

Waiver of Liability*).✓ After event, the advisor will attach all original receipts along with the invoice.

If receipts are misplaced/lost, the advisor will need to fill out the Lost Receipt Affidavit Form* (in Business Services, B-101). If receipts are lost at least three times, the recipients will lose the privilege to receive cash advances for the remainder of the semester.

✓ If receipts are lost at least three times, the recipients will lose the privilege to receive cash advances for the remainder of the semester.

✓ Expenditure Request Form and backup documentation.✓ Allow 72 hours for processing.✓ The Club Advisor will pick up funds from Business Services Office

Room ReservationThe Office of Student Life/Associated Students Office is happy to assist clubs in

reserving a room/space for club meetings and other events. Please complete steps below at least five (5) working days prior to request.

Requirements

✓ Pick up Club Room Request Reservation Form* from AS Vice President’s Office in SC-115D or in the Office of Student Life, SC-115I.

✓ Fill out the Club Room Request Reservation Form thoroughly.✓ Submit request for room at least five (5) working days before your first

meeting or event to Jennifer Green in B-103 for classroom, or Linda Jimenez in B-101 for general meeting areas.

✓ List all dates and times the room for meetings will be needed.✓ List alternate dates and rooms✓ List if you will need audiovisual equipment ✓ Contact the AS Vice President’s Office or Office of Student Life to see if

request is approved 3-4 business days after submission of reques

POSTING AND DISTRIBUTION OF LITERATURE, POLITICAL AND VENDING ACTIVITIES AND FOOD HANDLING ON CAMPUS

Definitions

✓ Posting of information--Posting printed material of any size including, but not limited to, banners, posters, fliers, business cards.

✓ Vendors/Commercial enterprise--any and all individuals or groups not

affiliated with the college conducting a “for profit” activity.

✓ organizations, and employee groups.

✓ Vending--selling or solicitation on campus by internal and external groups.

✓ Fund Raising--the sale of goods or services to raise funds for a district

approved organization, or employee group.

✓ Distribution of Literature--written documentation affording a vehicle of information and/or opinion which are disseminated indiscriminately to students and/or district employees. Indiscriminate distribution shall not include distribution to district employees of the district for district purposes.

✓ Commercial Literature—materials which direct attention to a business,

commodity, service or entertainment.

Standards for Literature to be posted or distributed on campus

● The literature does not advocate the commission of an unlawful act which is imminent or likely to occur at the time.

● The literature or its distribution on campus in the form of bulletins, circulars, publications or articles of any character does not impede the orderly conduct of college classes or programs conducted under district auspices.

● Must be stamped/recorded by Information Counter Student Ambassadors or Counter Staff.

ü Affiliated Groups-Activities in Campus Areas

● The literature of Affiliated groups may not endorse commercialproducts and services.

● The literature of Affiliated groups shall meet the same standards as those found appropriate for other student publications & must not be sold.

● Literature posted in classrooms must be specifically related to Classroom instruction or approved college events.

● Literature posted in offices and departments must meet the Standards set forth above.

ü Commercial Literature Posting or Distribution

● Commercial literature must concern lawful activity and not be misleading.

● Commercial literature is restricted to the designated public posting areas on campus.

● In order to be able to identify persons who may be responsible for fraud for false advertising, all printed commercial literature

Posted or distributed on campus must have the

organization/institution/affiliation with its address and telephone

number clearly stated.

● Posting or distribution of commercial literature of any kind is prohibited without approval from the Office of Student Life.

● The district does not endorse, sponsor, approve authorize or regulate any commercial business, commodity, service or entertainment permitted for posting or distribution on campus.

● Must be stamped/recorded by Information Counter Student Ambassadors or Counter Staff.

Vending on Campus—Vending activities on campus by internal or external groups will be limited to college sponsored and approved special events related to the mission of San Jose City College.

● All vending activities for special events must have prior approval

from the Office of Student Life and pay vending fee, if applicable.

● Food vending, handling and distribution is prohibited except by Licensed food catering which may be permitted during special

events.

ü Fund Raising Activities by Affiliated Groups—college sponsored club activities/food vending must be preapproved by Associated Students Vice President’s office and Office of Student Life and Office of Student Affairs.

● Affiliated groups may conduct fund raising activities upon approval of the Associated Students Vice President’s Office and the Office of Student Life.

● Fund raising activities shall be limited to designated areas on campus.● Raffle activities—shall be considered a fund raising activity for the

purposes of this policy.● Fund raising not involving commercial vending will be permitted by district

chartered clubs and organizations and other affiliated groups.● Fund raising activities involving food items will be limited to prepackaged

food and food handling will involve sanitary, hypo-allergenic gloves for food distribution following the City of Santa Clara Health Department guidelines.

Subject to AS Student Senate Policy and District Policy

AREAS WHERE POSTING IS NOT AUTHORIZED

Any glass area Light PolesPainted Surfaces or walls Vending MachinesBuilding Pillars ElevatorsWalls of Campus buildings RestroomsFences Trees NOTE: Glass area posting is permitted upon approval by Office of Student Life on interior glass only. Students have the right to exercise free expression on campus: however, San Jose City College and the San Jose Evergreen Community College District reserve the right to regulate time, place, and manner.

Any violation of posting policies will result in the immediate removal of items—these items shall be removed without notice. Faculty and staff members are encouraged to enforce this provision. Club/student organizations, departments and individuals who are repeatedly found to be in violation of campus posting policies and procedures will be sanctioned by the Office of Student Life and the Vice President’s Office of Student Affairs. Sanction may include removal of posting privileges. The Office of Student Life will be assisted by the District Police, Instructional faculty, and the facilities staff in monitoring compliance with the college posting policies and procedures.

CHECKLIST FOR MAJOR EVENTRequirements

● Major events must be planned ahead of time and forms prepared at least three (3) months before the date of the event.

Check the SJCC Master Calendar to avoid multiple activities on the same day or at the same time.

● Fill out the Club Room Request Reservation Form for the 1) Rooms 2) Theater 3) Meeting Rooms 4) Outdoor areas/parking lot through the Associated Students Office and Office of Student Life.

● Fill out online form for Custodial Services, www.sjcc.edu. Request your tables, chairs, stage, etc. for your event.

● Request Audiovisual equipment, in a timely manner, by calling ext. 6411 or fill out the online work request form (7 days before event) through the Office of Student Life.

● Take completed forms to Business Services, B101 and submit them to Linda Jimenez. Make sure that the A.S. Vice President, the Office of

Student Life and Student Accounts receive copies of the completed forms.

● The Club Advisor or certificated designee must oversee the event and be available for the duration of the major event.

If Associated Students funding is needed for the major event, please go the Associated Students Director of Finance Office and Vice President Office for funding procedures.

MAJOR EVENTS APPROVAL PROCEDUREDefinitions

ü A Major Event is defined as any event that involves more than 50 people, has a college-wide impact, and is generally open to the public. ü This event planning packet should be submitted at least 3 months prior to the proposed event to the club organization or to the Associated Students, if necessary. ü Consult the Associated Students Vice President and Office of Student Life for all necessary paperwork for event (i.e. ICAs, W-9s, ERs, etc.)

PROCEDURES

1. The Student organization should obtain all paperwork necessary for the major event.

2. The Student organization should create a plan that is established in meeting agenda and minutes. 3. The Student organization must submit a budget plan (before and after event columns).4. The Student organization submits event plan to Club Senator and Advisor.

5. Senator submits plan to Associated Student Vice President’s Office who presents plan to Office of Student Life.

6. If approved, event will be placed on ASG Activities Calendar.

7. The Student organization will be responsible for the implementation of event and will contact all pertinent personnel using the appropriate forms, time periods, etc.

8. The VP’s office and Office of Student Life will monitor planning and assist in communicating event to the campus community.

9. The Student organization will present a follow-up report and evaluation to the Associated Students at weekly meeting within one month of event’s conclusion.

Subject to AS Student Senate Policy and District Policy

MAJOR EVENT PLANNING CHECKLIST

A. GENERAL LOGISTICS

Function date, time (start/end), location

Event title/theme/scope

✓ Speakers, entertainers, artists vendors✓ VIP guests, procedures, amenities✓ Room/area reservation✓ Proposed budget✓ Main contact person and phone number✓ Attendance fees (if applicable)✓ Permits✓ FACILITIES/EQUIPMENT✓ “Mission Central”-location supervisor, decision center✓ Security, Campus Police✓ Emergency medical, health services✓ Make special parking arrangements✓ Submit Parking Services Request to Campus Police (L. Jimenez notified)

✓ Consider traffic control on day/evening of event and VIP parking (reserved signs)

✓ Delivery locations; unloading/loading assistance, equipment✓ Direction signs created, posted, removed after event✓ Campus facilities:

Campus Map, Diagram setup, foot traffic flow, etc.

Custodial help before, during and after

Electrical power and lighting services

Furniture, equipment needs defined, ordered; diagrams

Storage, if applicable

✓ Rental of special equipment: tents, umbrellas, platforms, table skirts, etc.✓ Audiovisual arrangements✓ Grounds Keeping✓ Food Services✓ Food sales✓ Hospitality center✓ Decorations, other amenities✓ Ushers/docents/guides/student ambassadors✓ Vendor coordination✓ Cleanup plans

C. NEWS MEDIA, PRINTING, MARKETING

✓ Invitations✓ Tickets and Sales✓ Programs✓ Flyers, posters✓ Addressing, mailing of invitations✓ Merchandise sales✓ News media coordination

News release campaign and follow-up

Coverage arrangements

✓ PhotographyD. BUDGET

Please see budget sheet

E. POST-EVENT REVIEW AND EVALUATION

Evaluation of event to AS Student Senate and Club

Summary

Budget reconciliation (listing of actual incomes & expenses)

Recommendations for future events

Helpful Contacts:

✓ Maintenance Services SJCC-312 288-3757

✓ Facilities Services Joe Andrade, Supervisor CT-108 288-3159✓ CTSS Bruce Geer-Campus Tech GE-106 288-3572✓ Campus Police/Parking SC-108 288-3735✓ Campus Facilities Linda Jimenez B-105 288-3768✓ Fiscal Matters Heidi Hoffman B-105 288-3753

Subject to AS Student Senate Policy and District Policy

SAN JOSE CITY COLLEGE –MAJOR EVENT APPROVAL FORM

Club Senators should forward this form to Club Advisors for approval. If further approval is needed, Club Advisor should forward information to the ASG advisor for further approval from ASG advisor and/or Vice President of Student Affairs.

Event_____________________________________________________________________________________________

Day(s) and Date(s)______________________________________________________________________________

Location(s)_______________________________________________________________________________________

Time(s) (Start/End)_____________________________________________________________________________

Audience/Purpose______________________________________________________________________________

Number of Expected Attendees________________________________________________________________

Activities_________________________________________________________________________________________

Administrator Responsible_____________________________________________________________________

Committee Chair________________________________________________________________________________

Committee Members___________________________________________________________________________

___________________________________________________________________________________________________

Outreach Actions Planned_____________________________________________________________________

Publicity Planned_______________________________________________________________________________

Preliminary Estimated Budget_________________________________________________________________

Date Submitted to Club Advisor_______________________________________________________________

ASG Advisor’s Approval________________________________________________________________________

Vice President’s Approval______________________________________________________________________

Subject to AS Student Senate Policy and District Policy

CHECKLIST FOR CLUB SPONSORED ACTIVITY/TABLING

Requirements

1. Request a space at least four (4 days) before the event.

2. Submit the following information to the Vice President of the Student Senate and the Office of Student Life, the Director of Finance (if fundraiser) and Student Accounts (if fundraiser):

● Description of event/activity● If fundraiser, description of how revenue will be obtained and

used.● List the dates and times of events● List number of tables and chairs needed

3. If you need Technical support, fill out online form on the website, www.sjcc.edu or call x6411 to put in a work order.

4. Check the status of your request two (2 days) before the event.

AS Meeting Terms

● Info item/Action item- info items are items on the agenda for the first time Action Items are items to be voted on during a meeting.

● “I move to” , “Second”- you say when you want to make a motion and Second is said by another person in favor of your motion.

● Wait to be addressed- by the chair of the meeting if you have anything to say

● Point of information- what you say if you have something to add to what is being discussed.

● Point of Clarification- to make an issue expanded on.

● Point of order- to get everyone back to an issue on the floor

The Associated Student Representative/senator- attends the AS meetings and can only be replace by the president of the student organization. If they are both going to be absent, they should email the Vice President in case of emergency.

Forms

CLUB CHARTERING REQUEST FORM(Advisor or Club Senator fills in this form)

Name of Student Organization………….. Semester/Yr. …………………….

Date Packet turned in to AS Vice President’s Office ……………………….

New SO….. Renewal….Club Email Address (if one……………………………

Phone………………………………

1. Advisor’s Signature………………………………

_____________ 2. A copy of the club Constitution/Bylaws. Revisions or changes must be italicized or underlined. Place a date when your constitution was

written or revised in the bottom left hand corner.

…………….. 3. Updated Student Club membership list

……………4. Current List of Student Club officers

…………... 5. Attend Scheduled Club Orientation

PLEASE MAKE SURE THE COMPLETED CLUB PACKET IS TURNED IN TO THE

ASSOCIATED STUDENTS VICE PRESIDENT OFFICE TWO WEEKS AFTER THE CLUB IS

CHARTERED AT THE ASSOCIATED STUDENTS MEETING.

DATE CHARTERED _____________________________

COMPLETE CLUB PACKET DUE _____________________________

Subject to AS Student Senate Policy and District Policy

SAN JOSE CITY COLLEGE –MAJOR EVENT APPROVAL FORMClub Senators should forward this form to Club Advisors for approval. If further approval is needed, Club Advisor should forward information to the ASG advisor for further approval from ASG advisor and/or Vice President of Student Affairs.

Event_____________________________________________________________________________________________

Day(s) and Date(s)______________________________________________________________________________

Location(s)_______________________________________________________________________________________

Time(s) (Start/End)_____________________________________________________________________________

Audience/Purpose______________________________________________________________________________

Number of Expected Attendees________________________________________________________________

Activities_________________________________________________________________________________________

Administrator Responsible_____________________________________________________________________

Committee Chair________________________________________________________________________________

Committee Members___________________________________________________________________________

___________________________________________________________________________________________________

Outreach Actions Planned_____________________________________________________________________

Publicity Planned_______________________________________________________________________________

Preliminary Estimated Budget_________________________________________________________________

Date Submitted to Club Advisor_______________________________________________________________

ASG Advisor’s Approval________________________________________________________________________

Vice President’s Approval______________________________________________________________________

Subject to AS Student Senate Policy and District Policy

SAN JOSE CITY COLLEGE-MAJOR EVENT

SUPERVISORY SCHEDULE

EVENT_______________________________________________________________________________________

Enter names and phone numbers of supervisors responsible during each hour of event.

Day/Time Supervisor Phone/Office

SAN JOSE CITY COLLEGE-MAJOR EVENT

BUDGET

EVENT_____________________________________________________________________________________

REVENUE ESTIMATED *FINAL

Admission $_____________ $____________

Donations $_____________ $____________

Budget#. $ _____________________________

Budget#. $ ____________________________

Total $_____________

EXPENSES

Refreshments (See next page) $_____________ $__________

Supplies/Materials (see back) $_____________ $__________

Equipment

Audio/Visual $_____________ $_____________

Other (give away items) $_____________ $__________

Personnel

Speaker $____________ $_____________

Consultant $____________ $_____________

Entertainers $____________ $_____________

Security $____________$_____________

Custodial $____________ $_____________

Clerical $____________ $_____________

AudioVisual Tech $____________ $_____________

Publicity $____________ $____________

Travel $____________

Transportation $____________ $_____________

Other $____________ $_________

Total $____________ $_____________

*FINAL: Used to reconcile the event’s income and expenditures, and to compare the estimated and actual budgets for the event’s evaluation report.

Subject to AS Student Policy and District Policy

FOOD/FOOD VENDOR DESCRIPTION

If you propose to offer food at this event, please describe the types of food and whether attendees will be charged. If you intend to invite outside food vendors onto campus, please list their names below as well as the dates/times they’ll be on campus. With approval, you must provide copies of the food handlers’s licence(s) and their proof of insurance to the Vice President of Student Affairs or the Student Life Director 1 week prior to the event.

This form must be approved by the AS Student Senate Vice President, ASG Advisor and Vice President of Student Affairs one week prior to your event.

Times Vendor will be on campus

Name of Vendor Description of Food Date/Times(s) Vendor will be on campus

Participants to be charged (Y/N)? If yes, provide details Food Handler’s License to be provided to ASG Advisor by (date):

The approval of vending activities and food handling on campus is subject to AS Student Senate Policy and District Policy and the County of S.Clara Department of Health regulations.

CLUB SEEDING/FUNDING POLICY AGREEMENT

I, ____________________________________________, Senator of _____________________________________

Print Name of Senator Print Name of Club

Have read the Associated Student Club Funding Policy in the Constitution and Bylaws and accept the terms and conditions of the policy set forth.

_____________________________________________________________________________

Signature Date

I, __________________________________________, Treasurer of ____________________________________

Print Name of Treasurer Print Name of Club

Have read the Associated Student Club Funding Policy in the Constitution and Bylaws and accept the terms and conditions of the policy set forth.

_____________________________________________________________________________

Signature Date

I, __________________________________________, Advisor of ____________________________________

Print Name of Advisor Print Name of Club

Have read the Associated Student Club Funding Policy in the Constitution and Bylaws and accept the terms and conditions of the policy set forth.

__________________________________________________________________________

Signature Date

CHECKLIST FOR CLUB TRAVEL

Required Steps:

_____________________ Club/Organization will review the ASB Clubs Policies and Procedures in the San Jose City College Bylaws.

_____________________ Club Senator, Treasurer and Advisor will sign the Club Seeding/Funding Policy Agreement.

_____________________ Club/Organization must officially endorse club members participation at a conference (e.g. official motion/agenda, minutes, etc.).

____________________ The Director of Student Life, VPSA, or President (if necessary) authorizes the travel and the Club Advisor must be available to travel with students.

____________________ All Students must complete the Hold Harmless/Liability Forms.

____________________ If travel is outside of the state, Club must receive approval from the District Board of Trustees for travel before any funds can be released.

____________________ complete the Expenditure Request (ER) and supply all travel documentation and budget form. Confirm all necessary documentation through Vice President of AS Student Senate and Office of Student Life.

REQUEST FOR CONFERENCE AND TRAVEL FUNDSName(s) of Applicant(s):___________________________________________________________________

Student Organization:______________________________________________________________________

Date submitted:__________________________ Conference Dates:_____________________________

Conference Title:___________________________________________________________________________

Conference Location:______________________________________________________________________

Total Funds Requested:___________________________________________________________________

This form must be completed in addition to regular conference and travel forms when requesting clubs/student organization funds and/or Associated Student funds. Please attach two copies of the conference flier.

Signatures:

Applicant: _____________________________________ Senator:______________________________

Applicant:______________________________________Treasurer:___________________________

Applicant:______________________________________Advisor:_____________________________

ASSOCIATED STUDENTS AND STUDENT AFFAIRS DIRECTORY

NAME TITLE EMAIL PHONE

Jonathan Calamateos ASG Student Senate President

[email protected] 408-298-2181 x3906

Abibat (Abi) Oshiobugie

ASG Student Senate Vice President

[email protected] 408-298-2181 x3942

Blake ASG Advisor [email protected]

Elizabeth Eckford ASG Advisor [email protected]

Dr. Elaine Burns Vice President, Student Affairs

[email protected] 408-288-3146

Sia Saquee Senator of Student Organization Affairs

[email protected] 4086378361

List Of Chartered Student Organizations For the Spring 2015 Semester

1. The Latino Leadership Network2. The Sacnas3. The Mental Health 4. International Youth Fellowship5. United World Student Organization6. Veterans Student Organization7. Cosmetology Student Organization8. The MECHA Student org9. The SJCC Law Society10. The Media Club11. The PHPS