Fall 2017 United Club Council Kick-Off Club Training Fall 2017 United Club Council Kick-Off

Training overview Club Policies and Paperwork Club Handbook and Additional New Tools for Clubs Group Discussions Trivia Game! Evaluations

Club advisor levels and expectations There are three levels of club advisors. Each level has a different level of responsibility and a different advisor stipend rate. Be sure to establish clear expectations with advisor and officers. Stipends in table are only for faculty advisors. Classified staff receive an hourly rate and administrators are not eligible for stipends.

Club baseline budgets All clubs that are created/renewed in Fall receive a baseline budget of $500. Clubs have access to their budgets as soon as they’re approved/renewed. Clubs can use baseline budgets however they want, as long as expenditures are permissible (compliant with Killian outline and college policies). Clubs can access their budgets via college credit cards or checks. Paperwork is required in advance for all purchases, and varies depending on what is being purchased.

Applying for Mini-grants All clubs have the ability to request additional funds by applying for mini-grants. There are no set minimum or maximum amounts that clubs can request. Just remember that the ASG Board has a limited mini-grant pool for the entire year. Mini-grant applications can be found on our website. Applications must be submitted at least one week in advance. Be sure to reference the CAS Learning Outcomes in your application.

Mini-grants (continued) Clubs are expected to either spend baseline budgets before applying for mini-grants OR to attach an explanation of how the baseline will be spent. After submitting, your club may receive feedback and be asked to edit the proposal to increase chances of getting approved. Send at least one representative to the ASG Board Meeting when applying for a mini-grant. The Sustainability and Commuter Options Fee (SCOF) committee also has mini-grants available for sustainability projects.

Event planning checklist The Event Planning Checklist is a tool that clubs can use to track forms that may be needed for events and to ensure deadlines are met. Includes links to the most common forms, deadline info, etc. All form names link directly to the forms. Word document so clubs can add and remove tasks to make a relevant, activity-specific to-do list.

Room and table Reservations Advisors should always assist with reservations. The room request form is available on the Intranet, here: http://intranet.shoreline.edu/roomrequest/. Make quarterly or annual reservations by listing all dates in one form. Use this form to make tabling reservations by noting “PUB Lobby Table(s)” under “Room Preferences”. To reserve room 9102, go to the SLC front desk and use the paper planner to write in reservations for available days/times.

General notes about paperwork All purchases require paperwork, both to get approval for the purchase and to access a credit card, check, etc. Most paperwork is due at least 2-3 weeks in advance. More complicated events and purchases may require more time. Students can help prepare forms but advisors should always help with paperwork and be listed as the requestor.

Food Paperwork Any time your club would like to purchase food/refreshments for an event or activity, you will need to submit an MLR (Meals and Light Refreshments) Form Packet. Due: at least two weeks in advance. REQUIRED MLR ATTACHMENTS: Flyer/Event Agenda Itemized list of food being purchased OR Lancer invoice (must say “confirmed”) List of expected attendees (in addition to and more detailed than section on the form itself)

Other notes about food Clubs are not required to submit MLR packets for potlucks/events where food is donated or purchased with personal funds. MLR packets are required for off-campus activities unless individuals are purchasing their own food, meals are covered by conference fees, or per diem is being used for overnight travel. One MLR packet can be used for recurring events—just list the date range on the form and attachments. More information can be found in the FAQ About Food Policies in the Club Handbook.

college credit cards For most expenses, the simplest way to pay using club money is with a college credit card. Only club advisors or other non-student employees may check out and use the credit cards. The limit for credit card purchases is $750. Form Required: Credit Card Purchase Authorization(CCPA) Due 1 week ahead Submit with MLR (at least 2 weeks in advance) if buying food If using multiple vendors, need different CCPA for each

Invoice payment vouchers Clubs can also make payments via college checks by submitting Invoice Payment Vouchers. When requesting checks, attach a quote and an approved MLR packet if the payment is for food. Clubs may need to pay via check when a purchase is for more than $750, when hiring an independent contractor, or when a vendor doesn’t accept credit cards. All purchases through Lancer require an IPV to process payment. The IPVs should be turned in immediately after the event, with a “closed” or “complete” invoice attached.

Specialized paperwork Some purchases require “specialized paperwork” which can be more complicated, varies depending on the specific situation, and may have earlier deadlines. Examples: Fundraising; Travel; Independent Contractor; Evening/Weekend Events; etc.) Allow at least 3-4 weeks to plan for most specialized paperwork activities. Note: Reimbursements are not typically allowed and always require prior approval. Please always contact Micaela Smith as soon as you start plans for an event/activity with specialized paperwork.

Quarterly reports All quarterly reports are due at least two weeks before the end of the quarter. Reminders will be sent out leading up to deadlines each quarter. Advisor stipends are contingent on complete quarterly reports being submitted on time. Reports will ask for dates of all meetings, attendance numbers for each meeting, events/activities hosted throughout the quarter, future plans, and feedback about club support.

Arts & entertainment Board (A&E) Support for clubs Graphic Design: Use our Graphic Design Request Form to request designs for flyers, posters, etc. and/or to request printed copies of designs you already have. Requests due at least two weeks before designs/prints are needed. Media Techs: Use our Media Tech Request Form to request to have SLC Media Techs assist with technology/media needs at your events. This form can also be used to request sandwich boards and special lighting/fog machines for events. Requests due at least two weeks before event.

United club council The United Club Council (UCC) meets three times each quarter. All clubs are required to send at least one member to each meeting. Meetings include Student Life and club announcements, discussions about club issues, feedback from clubs, etc. Each Spring UCC will host the Annual Club Awards to honor clubs and individuals who have done outstanding work.

Additional Support & resources for clubs Club Walk-In Hours: Monday & Wednesday 10-11; Tuesday 2-4; Thursday 11:30-1:30 All clubs are also welcome to schedule appointments for help with paperwork/planning outside of walk-in hours. Club Handbook All training materials are posted on the Student Life website. Clubs may contact A&E Event Coordinators to request help planning large scale events.

Student Life Website The SLC website has a lot of resources for clubs. URL: slc.shoreline.edu General information about starting/renewing clubs can be found on the “Starting A Club” page. Club training materials and blank forms can be found on the “Club Paperwork” page. Information about mini-grants can be found on the “Applying for Mini-Grants” page. The schedule for upcoming ASG Board Meetings and documents from past meetings can be found on the “ASG Board Meetings” page.

Prize drawing!!!!!!

Group Discussions Recruiting New Members Choose one of the following groups to join and discuss relevant best practices, tips, and questions: Recruiting New Members Member Retention and Incentives Leadership Structure/Officer Roles Event/Activity Planning Specialized Events/Activities (Travel, Fundraising, Large-Scale Events, etc.) We will rotate after about 10-15 minutes so you will get to choose the two topics you are most interested in.

Trivia game! Get in groups of 6 or less to compete to win $10 Amazon gift cards!

Final questions and feedback

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