1. Fall 2016 United Club Council Kick-Off
Club Training
Fall 2016 United Club Council Kick-Off

2. 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.

3. 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.

4. 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 are due 10 days in advance.
Be sure to reference the CAS Learning Outcomes in your application.

5. 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.
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.
Budget and Finance Officer Katya Maslova and Sustainability Officer Eberth Arias

6. 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.

7. Room and table Reservations
Advisors should always assist with reservations.
The room request form is available on the Intranet, here: .
Make quarterly 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.

8. 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.
Advisors should always help with paperwork and be listed as the requestor.
NOTE: Pre-Approval forms are no longer required for purchases.

9. Food Paperwork
Any time your club would like to provide food/refreshments at an event or activity, you will need to submit an MLR (Meals and Light Refreshments) Form Packet.
UPDATE: This now includes ALL food, including popcorn and candy.
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)

10. college credit cards
For most expenses, the simplest way to pay using club money is with a college credit card. Only club advisors 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 if buying food
If using multiple vendors, need different CCPA for each

11. Invoice payment vouchers
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.
Clubs also use IPVs to request checks to pay vendors. When requesting checks, attach a quote and an approved MLR packet if the payment is for food.

12. 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/Revenue Generating Events; Travel; Reimbursements; Independent Contractor; Evening/Weekend Events; etc.)
Allow at least 3-4 weeks to plan for most specialized paperwork activities.
Please always contact Micaela Smith as soon as you start plans for an event/activity with specialized paperwork.

13. Quarterly reports
All quarterly reports are due at least two weeks before the end of the 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, and future plans for the club.

14. 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.
Graphic Designers Asher Koch and Sonja Bodi Bujisic

15. Arts & entertainment Board (A&E) Support for clubs
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.
Media Techs Jeremy Kim, Lulu Zheng, and Mason McGuerry

16. United club council
The United Club Council (UCC) meets once a month. All clubs are required to send at least one member to each meeting.
Meetings include SLC and club announcements, discussions about club issues, feedback from clubs, etc.

17. 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.

18. Other Student life contacts for clubs
Ed Dilimulati
Club Affairs Officer
Micaela Smith
Program Support Supervisor
Lisa Smith
Program Assistant
Rezina Habtemariam
Director of Student Life
April Bui
Student Justice Officer
Ángel Gonzalez
Assistant Director of Student Life
Nam Pham
A&E Event Coordinator
Azeb Tuji
A&E Event Coordinator

19. Prize drawing!!!!!!

20. Volunteer Opportunities
Coordinated by Social Justice Officer April Bui
Opportunities will be hosted by ASG about once a month
Clubs that would like to help find and “host”/organize opportunities should contact April at
April Bui
Student Justice Officer

21. Practice scenario
A club is planning to host a large evening dance for students. They want to purchase catered food and decorations for the event, and are hoping to have about 300 students attend.
What logistics/details should the club keep in mind and plan for?
Are there other expenses that might come up for this event?
What kind of paperwork should the club do?
How much time do you think it will take for the club to plan this event?

22. Lunch!!!!

23. Group Discussion: Club best practices
Please discuss some of the things that your clubs do for the following kinds of tasks/topics. Discuss any tips you have for other clubs about what has worked well and what your club has struggled with.
Recruiting and retaining members
Planning events and activities
Publicizing meetings, events, and activities
Planning and running club meetings
Using club social media accounts
Managing club budgets

24. Trivia game!
Get in groups of 5 or less to prove what you learned and earn $10 Amazon gift cards!

25. Final questions and feedback

26. Fill out evaluations
Please let us know what you thought of this event and give us any suggestions for the future.