• October-November:  S&A Budget Request Forms Available
  
  
• December-January: S&A Budget Request Form Trainings (Available Upon Request)
  
  
• Friday, February 2: Budget Request Forms Due
  
  
• February 5-9: ASCC Finance Director will review requests. If complete the requests will be sent to S&A Fee Committee members for review prior to the first meeting.
  
  
• February 12-16: S&A Fee Committee Orientation
  
  
• February 20-March 1: Budget Request Presentations/Review
  
  
• March 4-15: Budget Deliberations & Voting
  
  
• Monday, April 8: Initial Budget Allocations Provided
  
  
• Friday, April 19: Budget Appeals Due
  
  
• April 22- May 3: Budget Appeal Review & Final Budget Allocation Decisions
  
  
• May 10: Final Budget Allocations & Submission to Board of Trustees (BOT)
  
  
• May 22: Clark College Board of Trustees Review
  
  
• June 5: Clark College Board of Trustees Vote
  
  

• S&A funds are fees other than tuition, operation, and building fees charged to all students at Clark College for the promotion of student services and activities as indicated in RCW 28B.15.041.
  
  
• S&A funds support club and program (out-of-class) activities as approved by the S&A Fee Committee in the annual budget cycle.
  
  
• S&A funds may not be used to support College programs, personnel, facilities, equipment, or maintenance covered within the State Board allocation model, supported by existing contracts, or considered basic services provided by the college.
  
  
• Keep in mind that S&A funds are subject to the rules and regulations as outlined in the ASCC Financial Code, Clark College Administrative Policies and Procedures, Washington State and multiple federal policies. 

• Use of Clark College name and logos
• Use of space on Clark College campuses (most often without cost)
• The right to conduct approved fundraising activities
• Program advertising assistance, if desired
• Opportunity to participate in quarterly Student Involvement Fair
• Receipt of monthly budget update via email

Below is an outline of main responsibilities, duties and expectations of S&A Program Directors. 

• Lead program activities and be a resource for students participating in the program; serving as a liaison with other campus offices and staff. 
  
  
• Process all program related paperwork. This includes completion and submission of paperwork for all purchases, travel requests, travel expense vouchers, risk waivers, student employment, etc.
  
  
• Monitor funds and stay within allocated S&A Fee budget. Monthly budget reports are availabe upon request by contacting Jerrika Lightley.
  
  
• Monitor employees, if applicable, ensuring all Human Resources and Washington States rules and regulations are followed. 
  
  
• Submit an annual budget request. Each year new and returning programs submit S&A Budget Request Forms for the next fiscal year to the ASCC Finance Director/S&A Fee Committee and Director of Student Life.
  
  
• Submit a Program Activity Report Form after each program activity. This report provides details about the events and activities sponsored by your group and the number of Clark College students served. These are submitted throughout the year as needed.
  
  
• Participate in off-campus events with the program as required for approved travel:
  • All off-campus travel where transportation is paid for or is high-risk requires an advisor.
  • Contact the Director of Student Life if you have any questions about your particular activity/trip.
    
    
• Attend program events:
  • If the event is on-campus during business hours (Mon-Fri 8am-5pm) and low-risk the Program Director is not required to be present but encouraged to be available during the duration of the event.
  • If the event is on-campus after business hours a Program Director is required to be present the entire time.
    
    
• Be aware of the expectations set forth in the Code of Student Conduct, especially in regards to use of alcohol at College-sponsored events. Report any violations through the online Student Conduct Referral Form.
  
  
• Comply with Clark College and Washington State rules, regulations, and maintain confidentiality of student records.
  
  
• Programs are considered an extension of Clark College and expected to conduct group activities accordingly, as well as, conduct yourself professionally, and model effective leadership behaviors.

Step 1: Complete the Required Supervisor Training

• All supervisors are required to complete the Student Employee Supervisor Training (C-107) located in Higher Ed Works
• The training is mandatory and must be repeated each academic year a supervisor participates in the Student Employment Program

Step 2: Submit a Student Help Request Form

• Submit the Student Help Request Form and Training Certificate to Career Services
• Continuing student positions are required to renew annually by June

Step 3: Verify Student Employment Eligibility

Students will need to complete the following to be eligible for student employment:

• Student Employment Quiz (Located in their MyClark portal; Paying for College; Student Employment)
• Have a resume on file with Career Services
  • Students may contact Career Services for assistance with their resume
    (access to an electronic copy of their resume will expedite the process)
• Be registered in a minimum of 6 college level credits each quarter
• Have a minimum cumulative GPA of 2.0
• If student is under 18 years of age, they are required to submit a Parent/School Authorization Form to Career Services (form provided by Career Services)

Step 4: Issue Student Referrals

• Institutional Hire Only: If students have completed all the eligibility requirements, they will be issued a referral by Career Services
  
  
• Work Study Positions Only: If students have completed all the eligibility requirements, refer them to Financial Aid Work Study for referrals

Step 5: Interview Students

• Eligible students should contact you to set up interviews
• When interviewing students, adhere to equitable practices including:
  • Asking the same questions for every interview, and
  • Challenging your biases about your student candidates
• A list of typical interview questions are available to you, upon request to Career Services

Step 6: Hire Students

• Supervisors can make student employment offers contingent on a satisfactory background check report.
• On the referral, there is a “Desired Start Date:” Please fill-in the anticipated start date.
• The “Date Hired” will be the day you sign/complete the referral.
• Once you and the student sign the completed referral, the referrals are submitted to Human Resources (BRD 133). Human Resources will process the referral, complete a background check, then contact the student to complete new hire paperwork.
• To develop an equity focused lens and better support your student employees, please attend an Equity in Hiring Training event.

Step 7: Close Job

• Contact Career Services to close Institutional Hire positions.
• Contact Tisha Pasquinelli to close Work Study positions.

Step 8: Student Authorization to Work

• Once the background check comes back satisfactory and the new hire paperwork is complete, you will receive an Authorized to Work email from Human Resources.
  
  
• Then your students may begin working; please remember that new hires, students or other classifications cannot begin employment until the new hire paperwork is completed.

Step 9: Submit an Employee Status Change Form to Human Resources

The Employee Status Change form should be completed and sent to Human Resources when a student employee leaves the service of the college

Questions? 

• Institutional Hire - Contact: Career Services
• Work Study - Contact Financial Aid: Tisha Pasquinelli

 

These guidelines, policies, and procedures have been developed to meet the needs of student employees and their supervisors. Student employment is intended to be a learning experience with clearly defined guidelines. We encourage supervisors and student employees to be aware of their responsibilities and be active agents in making the employment experience positive for all parties.

Basic Supervision

All student employees should have their work directed and monitored by a staff or faculty member, whether on-campus or working remotely. Students should not be unattended in high-risk activities.

Maintaining Satisfactory Academic Progress (SAP)

• Satisfactory Academic Progress must be met to remain eligible for work-study and institutional hire positions.
• Students must maintain a 2.0 minimum.
• If a student fails to meet the GPA requirements, they are no longer eligible to work in their student positon (discretion is considered by Career Services and Financial Aid).
• The supervisor will be notified when grades are posted.
• Visit the Student Support Services page for resources to support your student employees.

Breaks and Rest Periods

• Employees shall be allowed a rest period of not less than 10 minutes, on the employer’s time, for each four (4) hours of working time.
• Rest periods shall be scheduled as near as possible to the midpoint of the work period.
• No employee shall be required to work more than three hours without a rest period.
• Where the nature of the work allows employees to take intermittent rest periods equivalent to 10 minutes for each four (4) hours worked, scheduled rest periods are not required.
• Students working more than five (5) consecutive hours in a continuous shift must take at least a 30 minute unpaid rest period somewhere in the midpoint of their schedule.

Monitoring Hours

The student and supervisor share the responsibility for monitoring the student’s hours to ensure that they do not exceed allowable hours for institutional hire students. Basic rules to monitor include:

• No more than 69 hours in five (5) rolling months. The 69 hours includes any paid sick leave time submitted for that month
• No more than 480 hours in six (6) rolling months
• No more than 1050 hours per year

Note: If a student employee is continuing into the next fiscal year, you need to ensure the 5 and 6 month rules are monitored continuously. 

Payroll Information

Student workers submit timesheets for approval on the 15th and last business day of each month. Supervisors will have until 5 p.m. on the 15th and the last business day each month to approve timesheets.

Sick Leave

Paid sick leave is available for student employees to care for their health and the health of their family members. Student employees authorized uses of paid sick leave include:

• Employee’s mental or physical illness, injury, or health condition
  
  
• Employee’s preventative care such as medical, dental, or optical appointments, and/or treatment
  
  
• Care of a family member with an illness, injury, health condition, and/or preventative care such as a medical, dental, and/or optical appointment
  
  
• Closure of the employee’s place of business or child’s school/place of care by order of a public official for any health-related reasons
  
  
• If the employee or employee’s family member is a victim of domestic violence, sexual assault, or stalking.

Definition of Family Members “Family member” is defined as a child or parent (including biological, adopted, foster, step, or legal guardian), a spouse, registered domestic partner, spouse’s parent, grandparent, grandchild, or sibling.

Accrual

• Students will accrue 1 hour of sick leave for every 40 hours worked.
• Leave will be accrued and may be used in increments of .25 of 1 hour (15 minutes).
• Clark College’s accrual year is January 1st to December 31st.
• There is no cap on the number of paid sick leave hours accrued in a year.
• At the end of the accrual year, unused paid sick leave balances of 40 hours or less will carry over to January of the following year. Sick leave hours in excess of a 40 hour balance will be eliminated after December 31st.

Reporting

• Student employees report sick leave hours as a separate entry on their timesheets.
• The entry will be highlighted in green indicating that it is sick leave.
• Employees will see their sick leave balance on their timesheet.
• Sick leave will be available the following month in which it is accrued.
• Paid sick leave hours will be compensated at an employee’s regular rate of pay.
• Paid sick leave hours will not count towards the calculation of overtime or towards accruing additional sick time.
• If an employee separates from employment, there will not be a financial or other reimbursement to the employee for accrued, unused paid sick leave at the time of separation.

Notification

• Student employees are responsible for providing reasonable notice to the College as soon as the need for an absence becomes known.
• When the need for sick leave is foreseen, such as scheduled medical appointments, use of sick leave is subject to supervisor’s approval.
• For unforeseeable sick leave absences, when possible, employees must notify their supervisor no later than the start of their shift on the day on which the employee is scheduled to work, and each day after, unless there is mutual agreement to do otherwise.
• If an employee is in a position where relief replacement is necessary if they are absent, they will notify their supervisor at least two (2) hours prior to their scheduled time to report to work.
• Failure to return to work upon the expiration of the communicated absence or failure to notify the supervisor may be considered voluntary resignation.

Verification

• Employer may request medical verification for an absence that exceeds 3 days.
• Additionally, Human Resources may require a fitness-for-duty, which is medical documentation from the employee’s health care provider that states that the employee is able to return to work and perform essential functions of their job with or without reasonable accommodation and/or work restrictions.

Volunteer Work

• The Fair Labor Standards Act of 1938, as amended, prohibits employers (including schools) from accepting voluntary services from any paid employee.
• Any student employed, as work-study or institutional hire must be paid for all hours worked.

Summer Work

• During summer quarter, student employees must either be enrolled in at least six credits or zero credits.
• If the student employee is enrolled in at least six (6) credits, they cannot work more than 19 hours per week.
• If the student employee is enrolled in zero (0) credits, they may work up to 40 hours per week during the summer term after filling out an Intent to Enroll Form stating that they will enroll in at least six (6) credits during the fall term. The Intent to Enroll Form may be requested from Career Services.
• Note: Work Study student employees cannot exceed their award amounts

Workers Compensation

• The Washington State Department of Labor and Industries provides worker’s compensation for job-related illnesses and injuries.
• Student employees are covered by this insurance upon employment.
• Although the doctor or hospital providing treatment initiates the claim, the student must promptly report any work-related illness or injury to their supervisor. Failure to do so can affect the student’s right to benefit.

 

4 Weeks before Event

• Reserve space on campus using 25Live
• Contact performers, food vendors, etc. for quotes
• Create advertisement (assistance available), see pg. 18-19          

3 Weeks before Event

• Submit purchasing requests to Student Life
• Seek event volunteers
• Advertise the event

2 Weeks before Event

• Reserve items from the Student Life Office by emailing studentlife@clark.edu
• Create introduction for event:
  • Ask performer for an introduction for your event
  • Make sure to also introduce yourself and program name, any upcoming program events, turn off cell phones, be respectful of performer/speaker, etc.
• Send 19 posters or flyers to the Student Life Office, PUB 160, to be posted on Student Life bulletin boards around campus

1 Week before event

• Gather all decorations and event supplies         
• Prep food sign-in sheets
• Prep volunteer information including sign-in sheets
• Email volunteers reminders
• Confirm payments have been processed for performers and vendors
• Email Security for parking passes for performers

Day before event

Have ready:

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

Day of Event

• Set up
• Organize volunteers
• Pick up vendor checks from Business Services

After the Event

• Clean event space
• Leave the space in the same condition that you found it
• Complete the Program Activity Report Form. Includes the number of participants and ability to submit food sign-in sheets (within 48 hours). 

 

Option 1: Reserve Space on Campus Using 25Live

Training to use 25Live is available on ClarkNet.

Option 2: Contact Event Scheduling to Request Assistance 

Advertisement Assistance

Student Life is available to assist programs with the creation, preparation and distribution of materials to promote program events, as needed. Please email studentlife@clark.edu to find out how they can help.   

Program Directors may manage many items below on their own, though assistance is available. 

Bathroom Calendars

• Email ASCC Promotions Coordinator Nushi Alam to have items posted on the bathroom calendar. 
  
  
• As there is limited space, items will be listed on a first-come, first-served basis, giving priority to ASCC Club and Program activities. 

Bulletin Boards

• Student Life has 19 bulletin boards throughout the campus (marked by the Penguin Boarders).
• Bring 19 posters to the Student Life Office at least one week prior to your event to be date stamped and posted. Please do not post yourself.
• All items displayed on Student Life boards must be approved/posted by Student Life or they will be removed.

Clark College Events Calendar

• When making your room reservation in 25Live, please select “Calendar-student only events” under resources
• The event will automatically show up on the Clark College Events calendar on the website.

Gaiser Student Center Screens

• Email a PowerPoint slide to Mark Owsley 
• Provide the slide at least 1-2 weeks 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 type 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. 
• Provide the slide at least 1-2 weeks prior to your event

Penguin Digest

• Submit the Penguin Digest Request Form by Friday at 4pm to be included in the next week’s email.
• Highlight the key who, what, when, where and especially why details.
• Save the Date items should be posted at least 30 days prior to the event and include the title of the event, location, date and time (e.g. Involvement Fair, Gaiser Student Center, April 11, 2019 from 10:00 am – 1:00 pm)

Production Printing

• Fill out the Online Order Form
• Review current pricing 

Sandwich Boards

• Student Life has 14 sandwich boards available to reserve. 
• Email Student Life with the requested dates of reservation, the number of boards needed, and the person responsible for pick-up and return. 

Social Media – Facebook & Instagram

• Email Student Life with your event details.
• 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. 

Student Life Events Calendar

When making your room reservation in 25Live select: 

• Under Resources select the “Student Activities Calendar” so the event will show up on the Clark College Events Calendar.
• Under Additional Event Information insert keyword: “StudentLife” and your website or use Student Life if you don’t have your own. The event will automatically show up on the Student Life Events calendar on the website.

 

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

• Contact the 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 that is not properly licensed.

Questions?

• Cannell Library
• Student Life

 

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

STEP 1

• 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

STEP 2

Use the Buy Something link on the Student Life Forms page to initiate the request 
Be ready to answer these questions:  

• ASCC Program name:  
• The company I want to make the purchase from is: use the information from step 1
• Their website or phone number is: use the information from step 1
• I want to purchase (Item description, quantity, and price): use the information from step 1
• I got the pricing from: use the information from step 1
• I need to have the item(s) by (date): event date or need by date
• Additional information: Attach a quote from vendor, if you have one

STEP 3

Create an event advertisement or write a statement to justify the purchase.

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

Questions?

• General - Jerrika Lightley

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 (personal credit cards are required to book hotel reservations).

S&A Program 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 /Off-Campus Request Form

• Minimum four weeks before funds, registration, or airline tickets need to be purchased.

Travel Acknowledgement Form

• Required for all off-campus activities
• Due before any travel expense is paid by the college; or
• Three (3) days before the travel date if no expenses are paid by the college

Travel Expense Receipts

• Include all travel receipts and per diem signature sheets (or meal receipts)
• Due to Student Life within 20 days after traveling.

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 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) and the Washington Administrative Code #132N-125-035.
• All travel, regardless of cost, must be pre-approved and authorized by the appropriate Clark College Administrator.
• 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.
• 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 (6) year period.
• 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.
• Students who share a room are required to room with someone of the same gender identity
• No participants shall share a bed
• No employee or agent of the college may room with a student
• 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. See Administrative Procedures Manual 315.040-Field and Related Trips for complete travel procedures.
• 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.

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 Purchasing Services

Step 4: Decide who is going 
 
Step 5: Complete the Travel/Off-Campus Request

• Include details from Steps 2 & 3
• Someone will respond to your request within two business day of submitting the request.  

Questions?

• Jerrika Lightley

General Guidelines

• In accordance with Administrative Procedures Manual, student clubs and programs are allowed to fundraise or receive donations after receiving approval from the Director of Student Life.
• The Student Life Office must receive a complete Fundraising and Donation 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 and Program Fundraising events to ensure compliance with Administrative 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 program will be held responsible for any losses including funds, damage to property, or replacement of any damaged or lost equipment.

Receiving Donations

• Programs 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 program and reported to the Student Life Office.
• The program 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, program 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 and 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 Program Director 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.

Sales 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 (program 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 or program activities.
• Student clubs and programs 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 was established through the annual collection of both unallocated and unspent S&A Fees.

Submit All Requests Using the One-Time Funding Request Form

Deadline: Friday, April 12, 2024

Please plan ahead to allow time for processing. Multiple activities can be included in the same request and may be submitted prior to the quarter of occurrence.

Eligibility

To be eligible, your request must be:

• From a recognized Clark College group
• A one-time request, unusual in nature and not expected to reoccur or carry ongoing expense
• Not funded during the annual S&A allocation cycle
• Beneficial for the students of 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

• All One-Time Funding Requests must be submitted using the online form by the deadline.
• 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.
• Multiple activities can be included in the same request and may be submitted piror to the quarter of occurrence.

Please plan ahead and allow time for processing. See request timelines below:

• Food & Supply Requests: Submit a minimum of 4 weeks prior to the event date so we can determine the best purchasing method for your event. Must have: Completed Buy Something Form including quote for cost. Be sure to allow extra time if shipping is involved. 
  
  
• Travel (all): Submit a minimum of 4-6 weeks prior to travel date. Must have: Completed Travel Request Form with travel cost quotes from Purchasing, itinerary, confirmed participants and advisor.

For all requests we recommend meeting with Student Life Fiscal Specialist Jerrika Lanni prior to submission. 

Deadlines will be strictly adhered to. If the request is not submitted by the annual deadline, the request will not be considered.

Review of Request

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

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

• Is this a logical and appropriate use of S&A Funds?
• Does the request fit the mission of Clark College?
• If this is funded now, what will the expectation be in the future?
• Does the request attract or retain students at Clark College?
• Are there other more appropriate financial resources available?

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, contact 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 a Travel/Off-Campus Request with 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 cancelled 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 requester 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 to the Fund Balance upon completion of activity payment processing.

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