Deadline for charter for 2023-2024: Friday, April 26, 2024

Official recognition is required for any student group wanting to: use College space, access Services & Activities funding, advertise on-campus, present themselves as a Clark club on-campus and in the community, sponsor events on campus and/or conduct fundraising activities.

Complete the three steps below for official recognition.

Step 1 - Complete the Club Charter Form.

To charter a club, you need a minimum of three (3) student leaders and a club advisor. Clubs must be open to all students.

A Club Advisor must be a non-student Clark College faculty or staff member.

Club Approval Process:

The ASCC Club Coordinator will review that the club meets all needed criteria (clear purpose, open to all, no duplication, etc.). If it does, the charter will be approved and sent to the Director of Student Life for confirmation and final approval. 

Tips for quick charter review and approval: 

• Be sure the club is open to all students
• Be sure the club purpose is clear about how it will benefit students at Clark College
• Make sure a similar club, program or College service does not already exist for the same purpose
  (Duplicate clubs may not be created if they could alter membership or financial stability of an existing student group)
• Consider the risk or liability involved in your desired group or activity. Is it too great for the participants/College to support?

Club Charter Forms may be held or denied approval if the above criteria are not met. If denied, the student proposing the club may meet with the Director of Student Life. If a satisfactory outcome is not attained, a final appeal may be made to the Dean of Student Engagement.

Step 2. Submit the Club Signature Card

Before becoming officially chartered or accessing club funds, a completed ASCC Club Signature Card from each currently enrolled student officer must be submitted to the ASCC Club Coordinator. Below are the number of signatures required: 

Fall, Winter & Spring Quarters: 
3 currently enrolled students

Summer Quarter:
1 currently enrolled student (to reserve space only)
2 currently enrolled students (to spend club funds)

Two meetings may be scheduled by the Office of Student Life to help get your club organized. Email studentlife@clark.edu to reserve a space.

NOTE: All students who submit the Club Signature Card must be currently registered or all club activity will be frozen until updated information is provided and an orientation is attended as required.
All requests for purchases or travel will be denied if the card is not on-file with the ASCC Student Government.

Step 3. Attend a Club Orientation

Once the above forms are submitted, schedule a Club Orientation. All new club leaders on the signature card must attend an orientation. 

New club leaders who submit a Club Signature Card must attend an orientation. 

Returning leaders are not required to attend orientation unless significant changes have been made to club or College policies and procedures, or the ASCC Club Coordinator cannot verify prior orientation attendance. 

Book your club orientation - Available beginning fall quarter 2023

An ASCC chartered club is entitled to:

• The right to use the name of the College or ASCC in connection with the club's own name.
• Use of club funds and the financial services provided by the College.
• Facilities scheduling and use of space on the Clark College campuses.
• The right to conduct fundraising activities.
• Club information advertised on campus and the Clark website.
• Use of other resources offered by the ASCC Student Government and Student Life.

 

An ASCC chartered club is required to:

• Keep an up-to-date Club Signature Card on file with the ASCC Student Government.
  All students on the Club Signature Card must be currently registered or all club activity will be frozen until updated information is provided, and an orientation is attended as required. All requests for purchases or travel will be denied if the card is not on-file with the ASCC Student
  
  
• Complete a Room Reservation Request each quarter. Failure to submit this information can result in club privileges being suspended.
  
  
• Submit Club Activity Report Forms after each club activity; and no later than the quarterly deadline.  Failure to submit by the quarterly deadline will result in club privileges being suspended.
  
  
• Follow the Clark College Student Code of Conduct.

 

General Guidelines:

• Clubs must be open to all Clark College students
• Club officers and voting members must be currently registered Clark College students.
• Clubs are required to have at least 3 officers for fall, winter and spring quarters. In summer quarter, only 1 officer is required for room reservation and 2 officers for the use of club funds.
• Since it is the job of ASCC Student Government to support all clubs equally, ASCC Student Government members may not become Club Officers.
• Clubs may have non-students as non-voting members, provided the majority of the club membership is comprised of currently registered Clark College students.
• Club funds may not be used to pay for expenses related to non-students.
• It is the responsibility of the club to notify the ASCC Club Coordinator of any changes to club officers.

Anti-Hazing/Sam's Law

Clark College is committed to and maintains an atmosphere of social and ethical responsibility. It is the College's belief that learning and working occurs in environments where learners, employees, and visitors feel safe, secure, and welcome. Hazing is antithetical to this College’s commitment to maintaining a positive educational environment. The group or organization, regardless of chartered status, has the responsibility to ensure its activities are acceptable under this policy. Participation in hazing activities is against the law. This policy applies to hazing occurring in student organizations, groups, and activity between two or more people who are affiliated with the college regardless of whether it occurs at sanctioned or non-sanctioned events, on- or off-campus and is effective from enrollment to commencement, including breaks in the academic year.  Questions regarding the acceptability of a proposed organization activity should be discussed with the Clark College Office of Care & Conduct. 

View Full Hazing Policy

Each club decides how to structure their club leadership to best meet the goals of their club. Keep in mind that regardless of the leadership structure, all choices pertaining to the club need to be made as a group. 

Sample Club Officer Roles & Duties

President:

• Provides direction and leadership for the club
• Schedules and leads club meetings, preparing agendas and other materials
• Acts as voice of club; clear understanding of club purpose and finances
• Familiar with all policies and procedures governing clubs and club activities

Vice President:

• Serves in the absence of the President
• Assists the President with general club responsibilities
• Provides input in developing meeting agendas
• Assists in promotion of club activities and outreach

Executive Assistant/Secretary:

• Records and keeps official minutes of all meetings; is responsible for the accuracy and completeness of minutes
• Responsible for all club communication
• Maintains member attendance and contact information

Treasurer:

• Develops the club budget and fundraising strategies
• Conducts all business transactions of the club
• Maintains club fiscal records
• Makes financial reports at club meetings
• Collects dues (if applicable)

Promotions/Social Media Officer:

• Creates club marketing materials to promotes meetings and activities
• Coordinates club outreach and recruitment events

Officer Nomination & Election/Selection

The nomination and election/selection of officers is an important process. The following points will help guide your process:

• Discuss leadership qualities and the demands of each officer's position
• Stress to candidates that a leader should possess both the ability and willingness to do the duties of their position
• The current or outgoing President of the club should facilitate the election/selection of new officers
• Members may be nominated by others or volunteer to run for office. 
• Nominees must agree to be on the election/selection ballot.
• Positions are filled by a majority vote of club members
• Turn in a new Club Signature Card after every leadership change and make sure new leaders complete the required orientation.
• Outgoing officers should hold a club specific orientation for new officers to help them understand their new duties in detail.

Resignation of a Club Officer

If a club officer wishes to resign, they must notify their club, club advisor and send an email to the ASCC Club Coordinator stating their resignation, position and effective date.

All resigning officers must ensure all club materials are up-to-date and given to the club. 

Relieving a Club Officer of Duty

To relieve a club officer of duty, club members should follow the below process.

If a club has its own ratified bylaws that detail a different process for relieving an officer, they are responsible to meet with the ASCC Club Coordinator and gain approval for their alternative process prior to enforcement. 

1. Approved Written Statement. Provide the officer with a written statement as to why they are being asked to step down. This statement should be clear and approved by the Club Advisor and ASCC Club Coordinator.
   
   
2. Set a Meeting. Club members must then organize a meeting where a vote to relieve the officer will take place. This meeting and its purpose should be advertised to club members and the Club Advisor must be present. The officer in question may choose to attend the meeting or not; however, if the officer being relieved is present, they have the option to make a statement on their own behalf.
   
   
3. Vote. The club officer of the highest rank who is not in question then takes the vote. Quorum, a simple majority (half + 1), is required to relieve an officer from duty. The ASCC Club Coordinator should then be notified of the vote outcome and an updated Club Signature Card submitted.

The ASCC Student Government and Office of Student Life recognize the faculty/staff member(s) who sign the Club Charter Form or Club Advisor Change Form as the official advisor(s) to the club.

• Clubs may have more than one advisor. It is up to the advisors to determine roles and responsibilities.
  
  
• Club Advisors may be added, removed or replaced using the Club Advisor Change Form.
  
  
• Clubs may have individuals who serve as community resources to campus clubs; however, these persons may not serve in a Club Advisor capacity. As such, community resources may not make arrangements for use of facilities, sign official paperwork or travel in any capacity with club funds. 

 

Club Advisor Expectations

• This is a volunteer role. Club advising may not interfere with assigned College job duties. Schedule adjustments to accommodate club activities must be made with supervisor.
• Stay up-to-date on what is occurring within the club.
• Be familiar with policies and procedures governing clubs.
• Be a resource person for the club. Be available to officers and other members of the club for consultation, mentoring, and assistance with club related items.
• Serve as a liaison with other campus offices and staff.
• Oversee good record keeping as required in the state record retention policies.
• Be aware of state and College policies regarding the use of Services & Activities (S&A) Fees.
• Attend club meetings and events during the business day (8am-5pm) as available.
• Attend all club events that occur on campus weekdays after 5pm or the weekends, or find a replacement faculty/staff member. An advisor must be present for the duration of the event.
• Attend and assist with club trips, as necessary, or arrange for faculty/staff attendance if you unable to participate.
  See S&A Fee Travel in the ASCC Financial Code and Administrative Policies and Procedures 315.040 Field and Related Trips for detailed travel guidelines.
• Be sure all travel and risk management paperwork is completed prior to all club travel off campus. 
• Be aware of the expectations set forth in the Code of Student Conduct, especially in regard to use of alcohol and narcotic substances at college-sponsored events. Report any violations to the Student Life Office.
• Comply with College and State rules, regulations, and maintain confidentiality of student records.
• Conduct yourself professionally and model effective leadership behaviors.

 

Resignation of a Club Advisor

If a club advisor wishes to resign, they must notify their club and send an email to the ASCC Club Coordinator stating their resignation, position, and effective date.

All resigning advisors must ensure all club materials are up-to-date and given to the club. 

 

Relieving a Club Advisor of Duty

The Director of Student life reserves the right to suspend or remove Advisor status for reasons including but not limited to those listed under the Club Review section of this handbook. 

To relieve a club advisor of duty, club members should do the following: 

1. Mediation Meeting. Contact the ASCC Club Coordinator and set up a mediation meeting. This meeting would involve club officers, club advisor, the ASCC Club Coordinator and the Director of Student Life.
   
   
2. Approved Written Statement. If, after the mediation meeting, the club still wishes to relieve the advisor of duty, they must provide the advisor a clearly written statement approved by the club officers and the ASCC Club Coordinator. 
   
   
3. Set a Meeting. Club members must then organize a meeting where a vote to relieve the advisor will take place. This meeting and its purpose should be advertised to club members. The Club Advisor may choose to attend the meeting or not; however, if the advisor being relieved is present, they have the option to make a statement on their own behalf.
   
   
4. Vote. The club then takes the vote. Quorum, a simple majority (half + 1), is required to relieve an advisor from duty. The ASCC Club Coordinator should then be notified of the vote outcome and an updated Club Signature Card submitted.
   
   
5. New Advisor. A new advisor should be found within one quarter to replace the previous advisor. If, after one quarter, the club is unable to find a replacement advisor, the club will be unchartered. 
   Note: The club will not be able to make purchases or travel until an advisor is found.

Services & Activities (S&A) Fees fund clubs. S&A Fees are fees other than tuition, operation, and building fees charged to all students at Clark College for the promotion of student services and activities.

Club accounts are under the jurisdiction of the ASCC Student Government and are to be used to finance activities sponsored by the club. 

Those in charge of an activity may determine how money is to be spent, so long as the expenditure is not an improper use of public funds, within the policies and requirements of Clark College, and the state statutes.

Club Seed Money and Budget Number

Seed money of $200 for each newly chartered club will become available for use after the club has completed the charter process. When a new club charters, it is assigned a college budget number. 

Returning clubs with budgets below $200 will receive funds to level their budget to $200 each academic year once they have completed the annual charter process. Returning clubs will keep the same budget number assigned previously. 

When a club account remains unchartered for a period of one school year, all funds in the club account will be returned to the ASCC Fund Balance.

The club budget is an account, similar to a checking account, where financial transactions, revenue (deposits) or expenditures (withdrawals), are incurred. 

Club budget numbers are needed for all deposits and purchases, as well as making copies. Budget balances are available upon request by emailing studentlife@clark.edu.

An up-to-date Club Signature Card with currently enrolled student leaders and the club advisor must be on-file. If not, all club activity will be frozen until updated information is provided, and an orientation attended as required. All requests for purchases or travel will be denied if the card is not on-file.

Club money can be used for:

• Contracts: For guest speakers or performers
  
  
• Supplies: Office or event supplies, plates, cups, etc.
  
  
• Travel: Lodging, meals, registration, transportation including College van rentals, car rentals, and airplane tickets. Keep in mind that the most economical form of travel should be used.
  
  
• Refreshments: Provided at approved student activities such as club meetings, events, student work sessions, end of quarter celebrations, etc.
  NOTE: Clubs must advertise at least one week in advance when serving food.

Club money cannot be used for: 

• Gift cards. Bookstore gift cards are permitted. All others are approved on a case-by-case basis.
  
  
• Gifts. Unless it is in return for participation.
  
  
• Unapproved refreshments. Clubs must have pre-approval or be in approved travel status.
  
  
• Expenses related to non-students.
  
  
• Purchases of alcohol or tobacco.

Using your club budget to make a purchase can take multiple weeks so plan ahead!

STEP 1: Gathering Information

What do you want to spend money on? Product, speaker, etc.
Save the description, quantity, and price from the website or ask the company for a quote. You will need this information when submitting the purchase request.

STEP 2: Approve the Expenditure

Vote as a club to spend the money from the club budget. 
Record the vote in the club meeting minutes.

STEP 3: Submit Purchase Request

Use the Buy Something link here or on the Student Life Forms page to initiate the request.

Be ready to answer these questions: 

• Group Name and Contact Information
• Company to make the purchase from including the website/phone number  
• Their website or phone number is:  Use the information from Step 1
• Item description, quantity, and price and purpose
• Event date or need by date
• Club minutes approving the purchase amount and purpose

Attach a quote from the vendor and club meeting minutes.

Step 4: Document Purpose of Purchase

• Provide an event flyer or advertisement if the purchase is for an event.
  OR
• Write a statement of justification if the purchase is for day-to-day use.

In accordance with Administrative Policies and Procedures Manual, student clubs and programs are allowed to fundraise after receiving approval from the Director of Student Life. 

The Student Life office must receive a complete Fundraising Application at least seven (7) business days prior to the event date. Additional information may be required depending on the event.

The Student Life office will oversee all ASCC Club Fundraising events to ensure compliance with Administrative Policies and Procedures Manual Section 416.007—Student Clubs and Organizations.

• Fundraising activities may be conducted in specified or public areas and may not disrupt college office areas or other employee spaces.
  
  
• The person in-charge (PIC) will be responsible for submitting all documents and be knowledgeable of procedures. They are also responsible for safekeeping of donated items or money.
  
  
• Payment for all expenses will be initiated by the Student Life office after receiving proper paperwork. Without documentation, expenses will not be paid or reimbursed.
  
  
• The club will be held responsible for any losses including funds, damage to property, or replacement of any damaged or lost equipment.

Receiving Donations

• Clubs may solicit donations of material goods from local businesses once the Director of Student Life approves the Fundraiser and Donation Application
  
  
• A record of all donations received must be kept by the club and reported to the Student Life Office.
  
  
• The club is unable to provide a tax deduction donation receipt. A thank you letter serves as recognition that the item was received. 
  
  
• For items of significant monetary value, clubs may choose to work with the College Foundation in receiving and recognizing the donation with a tax-deductible donation receipt.

Cash Handling

• The PIC should have two people managing the cash; one who collects the money and the other who will reconcile then complete the deposit.
  
  
• All money must be deposited at the Cashier’s Office at the end of the day. If after hours or off campus, the club advisor must store the cash bag in a secured location and deposit the next business day. This location must be provided to Student Life.
  
  
• Checks should be made to Clark College and endorsed “Clark College—For Deposit Only” upon receipt.

Sale of Tickets

• When tickets are used as admission they should be pre-numbered and noted on the Fundraising Application Form.
  
  
• All tickets, sold and not sold, should be accounted for after the fundraiser.
  
  
• The PIC will reconcile the number of tickets sold and provide this information to Student Life.

Sale of Sponsored Products or Merchandise

• The method of obtaining sponsored product or merchandise should be clearly indicated on the Fundraising Application Form. This method of fundraising will require additional planning and approval time.
  
  
• On the Fundraising Application Form, the PIC should indicate the cost of the sponsored merchandise, the intended sale price, and estimated proceeds.

Managing Your Funds and Making Donations to Outside Charitable Organizations

• S&A Funds (club funds) may not be used to support a fundraiser when the intent is to donate proceeds to a charitable organization.
  
  
• S&A Funds may be used to support a fundraiser if proceeds are for club activities.
  
  
• Student clubs must not provide money directly to the charity organizations. All disbursements must go through Student Life.

Bake Sale

• No temperate controlled items (example: cream cheese frosting).
  
  
• Signage must be placed at the bake sale stating the food was not prepared in a kitchen inspected by the Clark County Health Department and list all potential allergens such as: gluten, nuts, eggs, etc.
  
  
• Open/Advertised to Clark students only, no community members (if open to the public you will need to complete a Department of Health request form)

The Services and Activities fees One-Time Funding Request is established through the annual collection of both unallocated and unspent Services and Activities (S&A) Fees.

Eligibility

To be eligible, your request must be:

• From a recognized Clark College group
• Unusual in nature and not expected to reoccur or carry ongoing expense
• Not funded during the annual S&A Fee allocation cycle
• Beneficial for the students at Clark College and/or the campus community
• For the use of students, all items covered under the normal College funding structure should not be submitted
• Willing to provide monetary contribution depending on the size of request

Submission of Request - Due Friday, April 12, 2024.

Submit the One-Time Funding Request Form by the posted deadline.

Review of Request

Once submitted, the request will be reviewed to ensure the form is complete and that all needed information is provided.

If the request is complete (including all supporting documentation), it will be placed on the first available Student Government Budget Committee agenda. The requestor will be notified of the review date and has the option to attend the meeting, if they so choose. 

If the request is incomplete, it will be denied. 

The ASCC Student Government Budget Committee will review the One-Time Funding request based on the following:

• A logical and appropriate use of S&A Funds - no other more appropriate financial resources available
• Unusual in nature and not expected to reoccur or carry ongoing expense
• Not funded during the annual S&A Fee allocation cycle
• Beneficial for the students of Clark College and/or the campus community
• For the use of students, not an items covered under the normal College funding structure 
• Fits the mission of Clark College
• Proposed contribution for large request that impact less individuals
  (Ex: club travel vs. on campus event open to all students)

Technology Requests

All technology purchase requests must get a bid from the Clark College Information Technology Department prior to submission of the request.

To receive a bid, submit a request to IT Services with your desired product information. 

Once a bid has been supplied, please submit with your One-Time Funding Request Form.

Travel Requests

All travel requests must include travel cost estimates received from Clark College Purchasing Services or Student Life. Travel must follow the policies outlined in the ASCC Financial Code and the Clark College Administrative Policy and Procedures Manual; as well as be the most economical to the college.

Except in the situations noted by the state:

• To ensure the health and safety of travelers
• To comply with the Americans with Disabilities Act

To receive travel cost estimates, contact Lisa Hasart with your desired travel information. 

Once a cost estimate has been supplied and the Travel Request Authorization Form completed, please submit with your One-Time Funding Request Form.

All travel requests that require participant/group contributions or airline travel will be given a deadline for submission of needed items at the time of approval, if approved. The requestor(s) must meet the specified deadline, or the one-time funds will be canceled and returned to the unallocated and unspent S&A Fees Account for reallocation.

Request Approval Process

If approved by the ASCC Student Government Budget Committee, the requestor will be notified and the request will be forwarded to the appropriate approvers, based on funding request amounts, for review and final approval.

Request Denial and Appeal Process

If the requested amount is altered or denied by the ASCC Student Government Budget Committee prior to approval by all needed approvers, the requestor has the right to appeal the decision and/or submit an amended proposal to the ASCC Student Government Budget Committee. Please use the One-Time Funding Appeal Form.

Upon submission of the appeal, the ASCC Student Government Budget Committee will review the request and make a final decision.

Use of Funds

It shall be the responsibility of the Director of Student Life to ensure that One-Time Funding Request monies are expended as approved.

Funds must be used as outlined in the approved One-Time Funding proposal. 

For example, should the ASCC Student Government Budget Committee approve travel for six (6) people at a certain per-person cost, the funds may not be used to fund travel for four (4) people at a higher per-person cost. However, if funding allows for additional people at a lower or equal per-person cost, this would be allowable.

Unused One-Time Funding Request monies will revert back to the Fund Balance upon completion of activity payment processing.

Club Service Funding (CSF) recognizes and encourages club involvement on campus and in the community. 

CSF is allocated on a weekly basis during fall, winter, and spring quarters by submitting the Club Activity Report Form. CSF is not available during summer quarter.

Clubs will receive compensation of $20 per hour. Clubs will be compensated as a group, regardless of the number of club members present. 

A club may earn up to, but no more than $1,000 per year on a first come, first serve basis. 

Eligibility Requirements 

• The CSF event should directly benefit a group other than the members of the club (i.e., attending a conference directly benefits only the club members, whereas, assisting with a conference on campus may benefit multiple groups and organizations).
• All members volunteering must complete a College Volunteer Authorization Form prior to participation.
• Club Activity Report Form must be submitted before CSF will be processed and distributed.

CSF activity or event flier/poster must be turned in to the ASCC Club Coordinator for approval two weeks in advance and posted at least one week in advance.

Ineligible Events and Activities

Clubs cannot earn CSF for the following:

• Events where the club is otherwise being compensated (i.e., earning extra credit, class credit, or being paid to participate). 
• Events that are part of a fundraiser. This includes fundraiser planning, preparation and picking up of supplies.
• Events funded by a one-time funding request. 
• Events with attendance fees. 
• Participating in an event or being in a theatre production.
• Events not open to all students.
• Any off-campus activity not pre-approved through ASCC Club Coordinator/College.
• Attending an off-campus conference.
• Tutoring
• Their own club website development. 
  If they choose to help another club with website development, then they can request funds upon the approval of the Club Coordinator and Director of Student Life. It is the duty of the club to keep an active and accurate log of hours spent on such a project.
• Non-students may not earn, request, file paperwork for, or otherwise attempt to get CSF for the club(s) they are affiliated with.

If clubs are unsure how a particular event counts towards Club Service Funding, they can contact the Club Coordinator.  

Categories of Service

There are four (4) CSF categories:

• On-Campus Volunteering
• Off-Campus Volunteering
• Host an Event 
• Involvement Fair

On-Campus Volunteering
Helping at any event that occurs on the Clark College campus qualifies for CSF. 

Examples of On-Campus Volunteering: 

• Assisting with set-up/take down of an event
• Serving food at an event
• Donating Blood on-campus*
• Ushering at a play 
• Wearing the OSWALD mascot costume at an event
• Working concessions at a sporting event

*Clubs can only earn funding for donating blood at a Clark College sponsored blood drive. Club members attempting to donate may be awarded one (1) hour of CSF, whether or not the donation was successful. 

Off-Campus Volunteering 
Three (3) or more club members volunteering off-campus qualifies for CSF. 

Off-campus volunteering requires prior approval, even if there is no cost. If approval is not given, the group cannot travel off-campus, and will not be awarded CSF.

Two (2) weeks prior to your event submit the details of the activity including: who, what and where to Student Life for approval. 

Depending on the activity, additional Risk Waiver Forms may be required. All forms must be complete before the activity. 

 

Host an Event 
Events sponsored by chartered clubs qualify for CSF if advertised to the campus community for a minimum of one (1) week. 

Examples of Club Events:  

• Speakers or Performers
• Movies
• Community Forums
• Dances or Social Activities

 

Sponsoring Club 
Clubs sponsoring events will receive the following CSF allocation:  

• Hours for event set up 
• Actual hours of the event
• Hours for event takedown 

 

Movie Events
There is a licensing fee required to show movies in a public setting. Please contact Student Life for more information on planning a Movie Event. 

 

Involvement Fair 
Attending clubs qualify for up to two (2) hours of CSF each quarter - fall, winter, and spring. Planning hours do not qualify for CSF.

Clubs may only earn funding for their own club.

Contact the ASCC Club Coordinator to reserve a table for your club.

All club events or activities must adhere to all guidelines listed in the ASCC Financial Code. Please refer to the Club Budget section of this handbook for further details on accessing your club funds and making purchases.

Please note, all contracts must be approved, signed by a Clark College staff or faculty member, and turned into the Office of Student Life.

Contact studentlife@clark.edu for assistance.

Room Reservation Form

Once you have determined the details of your event:

1. Fill out and submit the Room Reservation Form that indicates the date, time, location and other details of your event 
2. The Club Advisor will be contacted to acknowledge the event and associated details (room, media, and necessary set-up/supplies, etc.)
3. Student Life will reserve space on behalf of the club.

If there are any changes prior to your event, work with your advisor to contact the Event Services Office to make needed changes.

NOTE: Clubs may be charged for event cancellations occurring less than 48 hours prior to the activity if additional personnel were scheduled or hired for the event.

Event Planning Checklist

4 Weeks Before Event:

• Reserve space on campus using the Room Reservation Request Form
• Contact performers, food vendors, etc. for quotes
• Create an advertisement. Assistance is available by contacting the ASCC Student Relations & Promotions Coordinator

3 Weeks Before Event:

• Submit purchasing requests to Student Life - Buy Something
• Seek event volunteers
• Prep advertising to distribute 2 weeks before
• If showing a movie: Contact Student Life to request a quote for the public performance license
• Reserve items from Student Life by emailing studentlife@clark.edu.
• Create an introduction for the event:
  • Ask the performer for an introduction
  • Make sure to introduce yourself, your club, any upcoming club events, ask attendees to turn off cell phones, be respectful of performer/speaker, etc.
• Deliver your 19 posters or flyers to the Student Life office front desk, PUB 160, to be approved for posting on Student Life bulletin boards around campus. Student Life will provide you with the bulletin board locations and needed posting supplies.

1 Week Before Event:

• Gather all decorations and event supplies
• Print out food sign-in sheets
• Print out volunteer sign-in sheets
• Email volunteers reminders
• Confirm payments have been processed for performers and vendors

Day Before Event:

Have ready:

• Upcoming event flyers
• Tablecloths
• Decorations
• Plates, napkins, utensils, cups, gloves, hand sanitizer, etc.

Day of Event:

• Set up
• Organize volunteers

After the Event:

• Clean event space - Leave the space in the same condition that you found it
• Submit the number of participants and food sign-in sheets in your Club Activity Report Form 

Showing a Movie

If your group wants to show a movie, they must go through the following steps:

• Contact the Cannel Library to see if they own the movie and viewing rights;
  or
• Contact the producer of the film to receive permission to show the film and provide a copy of the permission to Student Life;
  or
• Contact Student Life to request a quote for the public performance license at least three weeks in advance of the viewing date:
  • Ensure your group has sufficient funds to cover the copyright costs
  • Provide appropriate backup information to Student Life and we will process your request to purchase the public performance license

What the Law Says

The Federal Copyright Act (Title 17, United States code, Public Law 94-553, 90 Stat. 2541) governs how copyrighted materials, such as movies, may be utilized publicly. Neither the rental nor the purchase or lending of a videocassette or DVD carries with it the rights to exhibit such a movie publicly outside the home, unless the site where the video is used is properly licensed for copyright compliant exhibition.

This legal copyright compliance requirement applies to colleges, universities, public schools, public libraries, daycare facilities, parks, recreation departments, summer camps, churches, private clubs, prisons, lodges, businesses, etc. regardless of whether admission is charged, whether the institution is commercial or non-profit, or whether a federal, state, or local agency is involved.

The movie studios who own copyrights, and their agents, are the only parties who are authorized to license sites such as colleges and universities. No other group or person has the right to exhibit or license exhibitions of copyrighted movies.

Furthermore, copyrighted movies borrowed from other sources such as public libraries, colleges, personal collections, etc. cannot be used legally for showings in colleges or universities or in any other site which is not properly licensed.

Contact Information for Showing a Movie

Cannell Library  360-992-2375    
Library_referencelibrarians@clark.edu 

Club Activity Promotion

The ASCC Student Government is available to assist clubs with the creation, preparation, and distribution of materials to promote club events, as needed.  

With all of the promotion methods, we will do our best to accommodate your desired advertising dates.

Due to the volume of requests, there may be times we are not able to fulfill all requests. Please plan ahead so we have a better chance of meeting your needs.

For assistance marketing your events on campus, please contact studentlife@clark.edu. 

 

Bulletin Boards

• Student Life has 19 bulletin boards throughout the campus (marked by the Penguin Boarders).
• Bring 19 posters to the Student Life front desk at least one week prior to your event to be date stamped.
• Posters must contain Disability Support Services verbiage:
  “If you need accommodation due to a disability in order to fully participate in this event contact Clark College’s Disability Support Services Office at (360) 992-2314 or (360) 991-0901 VP, or visit PUB room 013, ASAP”
• All items displayed on Student Life boards must be date stamped or they will be removed.

 

Gaiser Student Center Screens

• Email a PowerPoint slide to Mark Owsley 
• Provide the slide at least 1-2 business days prior to your event.
• If you are advertising a specific event the slide will be removed after the event.
• If you are advertising a generic slide, it will be removed at the end of each quarter.

 

ASCC Monitors

• Email a PowerPoint slide to Samantha Lelo
• State the desired dates to publish and remove the slide.
• Specify whether you would like the information posted on main campus only or at satellite campus monitors as well.

 

Production Printing

• Contact Student Life to get current pricing and assistance placing requests.

 

Sandwich Boards

• Student Life has sandwich boards available for reservation.
• Email studentlife@clark.edu with the requested dates of reservation, the number of boards needed, and the person responsible for pick-up and return.

 

Social Media

• Email studentlife@clark.edu. Be sure to include event title, date, time, location, and a brief blurb.
• Providing images or pictures is a great way to catch students attention

Authority

• All S&A program activities held off campus, regardless of cost, must be pre-approved by the established internal procedures, which includes, at a minimum, the director of student life.
  
  
• Purchasing services is responsible for making all college related travel booking with the exception of hotel reservations (advisor/college staff or faculty personal credit cards are required to book hotel reservations).

S&A Club Responsibility

• Ensure travel costs are incurred at the most economical price
• Ensure the budget(s) charged have sufficient funds available
• Ensure all forms are complete and detailed information provided

Travel Guidelines

• Students participating in official S&A sponsored events that take place off-campus are subject to all the rules and regulations outlined in Clark College’s Code of Student Conduct (132N-125 WAC).
  
  
• All travel, regardless of cost, must be pre-approved and authorized by the appropriate Clark College Administrator.
  
  
• College travel policies and regulations shall apply to all S&A travel. Only travel by members and advisors of approved programs and chartered clubs shall be considered and only when officially representing the College. 
  
  
• All students traveling on S&A sponsored trips must have a minimum cumulative or previous quarter GPA of 2.0 with the exception of first quarter college students and be currently enrolled in five (5) credits (previous quarter registration will be used for travel during breaks). 
  
  
• Student Athletes participating in intercollegiate competition must meet NWAC requirements for travel.
  
  
• For all S&A sponsored travel, there is a non-transferrable maximum subsidy of $1,800 per student per trip. Travel expenses are defined as transportation, lodging and per diem.

• Students are limited to two (2) international trips in a six-year period.
  
  

• Students who share a room are required to room with someone of the same gender identity

• No participants shall share a bed

• All students traveling on S&A sponsored trips must be in good standing from a student conduct perspective. Students not in good standing are not permitted to serve as a college representative and will not be allowed to travel.

  Students in good standing with a negative student conduct history, are not automatically disqualified from participation, but will be reviewed on a case-by-case basis and travel eligibility will be determined by the travelling advisor, the Student Conduct Officer, and the Director of Student Life.

 

Accessibility

Students who wish to request accommodations are responsible for contacting disability support services and making requests as early as possible, usually at least three (3) weeks in advance of scheduled trip. 

Disability Support Services: 360-992-2314 or 360-991-0901 by videophone

 

Travel Advisors

• An Authorized Advisor must travel with the students when travel is required (such as Field or Related Trips) or funding for travel transportation is requested. 
  
  
  • If the travel is not a required activity (optional) and funding for transportation is not requested, an Authorized Advisor is not required.
    
    
  • When required, the Authorized Advisor must be present during the entire length of the program/activity. 
    
    
• When transportation is provided by the College, the advisor and participants must travel together and are not allowed to extend their stay and/or travel separately from the group.
  
  
• For activities requiring an Authorized Advisor, the following ratios of Authorized Advisor to students is:
  • One (1) advisor for every thirty (30) students on a day trip or
  • One (1) advisor for every fifteen (15) students on an overnight trip.
    
    
• The Authorized Advisor must stay in the same facility as the students and provide their contact information so students can reach the advisor at all times during the event.
  
  
• No employee or agent of the college may room with a student

See Administrative Procedures Manual 315.040-Field and Related Trips for complete travel procedures. 

 

Travel and Off-Campus Activities Request 

A Travel/Off Campus Request is required for all off-campus activities a minimum three weeks before funds, registration, or airline tickets need to be purchased.

Step 1

• Have a clear understanding of the travel guidelines
• Contact Student Life if you have questions about the guidelines (5 credits, 2.0 GPA, etc.)

Step 2

• Where do you want to go?
• Gather location information, date, time, and itinerary

 

Step 3

Are you going to spend money?

• Gather price of the activity from website or ask for a quote
• Transportation, meal, and lodging quotes are received from Student Life or Purchasing Services

 

Step 4

• Vote as a club to spend the money from the club budget.
• Record the vote in the club meeting minutes.

 

Step 5

• Decide who is going.

 

Step 6

• Complete the Travel/Off-Campus Request and include details from Steps 2 - 3
• Someone will respond to your request within two business day of submitting the request.

The following items are resources available to clubs. 

Zoom Accounts

Zoom is the most accessible format for virtual club meetings. Please reach out to Student Life to request a Clark College Zoom Account 

Student Life Website

Each chartered club is listed on the Student Life clubs webpage. This listing provides interested students with the club purpose statement, contact information, and meeting days/times.

Club Coordinator

The ASCC Club Coordinator works to support all clubs and is here to assist and answer questions.

Club Email

Each week the Club Coordinator will send out an email with information on resources, upcoming events, volunteer, and club service funding opportunities.

Be sure to check your club email each week! If you have club members not on our email list that would like to be included, please contact the ASCC Club Coordinator. 

Copier

• Clubs can make 50 free copies in black ink on either colored or white paper per quarter.  
• Color copies or overages will be charged to your Club Budget Account.  
• For jobs more than 50 copies, please send your printing to Production Printing by contacting the ASCC Student Relations & Promotions Coordinator. 
• Student Life will copy Risk Waiver forms at no cost to clubs. 

Donation / Food Drive Bins

• Clubs can reserve large donation bins for fundraising events.
• Bins can be reserved using the Room Request Form.
• Submit the ASCC Fundraising Form if using for this purpose.  All fundraisers require prior approval.

Event Supplies

Items available for use: 

• Butcher paper for posters and boards
• Colored Paper
• Markers, pens, poster markers, etc.
• Sandwich boards for advertisement
• Tablecloths
• Art Supplies
• More…

Please reserve items at least a week in advance by emailing Student Life. 

Club Lockers

• ASCC provides locker space for clubs to store club supplies.  Your club may request a locker from the ASCC Club Coordinator at any time or fill out a Club Locker Agreement.  These lockers are located in PUB 163 and have individual locks. 
• The locker room is accessible through the Office of Student Life during business hours Monday-Wednesday, 9am-5pm and through Security after business hours by calling 360-992-2133. 
• Only Club Advisors and members who are listed on the Club Signature Form will be granted access to the locker room. 
• Lockers of unchartered clubs will be emptied as needed, or if unchartered clubs do not recharter within one (1) year. Lockers will be checked quarterly for perishable items.

How to Open the Lockers

1. Turn the dial to the right a few times to reset it.
2. Turn the dial to the right, stopping at the first number in the combination code.
3. For the second number, turn the dial to the left, going past zero and the first number. Then stop at the second number.
4. For the third number, turn the dial to the right, moving directly to the number. 
5. Open door. 

 

Club Mailbox

• Each club has a mailbox located in the Student Life Office. Both off-campus and intercampus mail is delivered and picked up from the Student Life mailbag by 1:00 p.m. each day.  
  
  
• Mail for your club will be placed in your mailbox.  Check your mailbox at least once a week, as other clubs and organizations also use the mailbox as a means of distributing information.
  
  Clark Mailing Address:
  Clark College
  Student Life - PUB 160
  1933 Fort Vancouver Way
  Vancouver, WA 98663

 

Training & Meeting Visits

Need assistance? 

• Preparing an agenda
• Taking meeting minutes
• Club structure
• Buying things
• Paperwork
• Planning an event
• Travel
• More…

We can help! Contact the ASCC Club Coordinator to: 

• Find out about upcoming club trainings
• Schedule a visit to your club meeting for specialized information and training. 

A club is considered unchartered if it has not submitted its Club Activity Report Forms by the quarterly deadline and must re-charter.

Inactive (unchartered) clubs are unable to access resources (funds, room reservations, etc.) until returning to active (chartered) status. 

When a club account remains unchartered for a period of one school year, all funds in the club account will be returned to the ASCC Fund Balance.

The ASCC Club Coordinator has the right to review the activities of a club and may for cause: 

• Put a club on probation
• Suspend a charter
• Revoke a charter

Reasons for probation, suspension, and/or charter revocation include, but are not limited to:

• Lack of student support
• Failure to adhere to federal, state, and local regulations including, but not limited to, Clark College policies and procedures, ASCC Constitution and Bylaws, and the ASCC Club Handbook
• Inappropriate use of college resources
• Improper use of club funds
• Code of Student Conduct violations, under investigation or completed.

Clubs may appeal probation, suspension, and charter revocation decisions to the Director of Student Life. If a satisfactory outcome is not attained, a final appeal may be made to the Dean of Student Engagement.

In order to continue club activity during summer quarter, currently chartered clubs much turn in the following:

• Spring quarter Club Activity Report Forms by the last day of spring quarter classes.
  
  
• Club Charter Form for the following academic year by Friday, May 31, 2024.
  
  
• A Club Signature Card with:
  1 currently enrolled student (to reserve space only)
  2 currently enrolled students (to spend club funds)
  
  
• An orientation will be required for all officers on the Club Signature Card if an orientation was not previously attended.

If all items are completed by Friday, May 31, 2024, summer clubs are able to:

• Book rooms on campus
• Hold meetings
• Host events
• Sponsor fundraisers and volunteer
• Use club budget

Summer clubs are not able to:

• Earn Club Service Funding
• Submit One-Time Funding Requests

All booking of rooms for meetings and events can occur after the Club Signature Card has been verified for summer quarter.

Remember: In summer, there is no ASCC Club Coordinator.