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Workshop TopicsEligibility for Funding

Club Funding Procedures

Requesting Club “6” Account Funds

Requesting Co-Curricular Activities Funds

Requesting Club Activities

Point System Guidelines

Eligibility for FundingIt’s as EASY as 1 … 2 … 3

1. Attend Club Funding Workshop2. Turn in Annual Forms

Advisor Agreement Officer List Club Charter Renewal Constitution Club “6” Account Signature Form

Due by 4 pm, Friday, Oct. 10, 2013. Bld. 130, Rm. 113, Inbox on counter-

3. Earn Points and Submit All Requests on time.

Club Advisor Agreement Club Name: _____________________________________________________

Academic Year: __________________________________________________ I agree to serve as Advisor to the Daytona State student organization named in this agreement until the organization’s charter is subject to renewal, or until I submit a written resignation to the Department of Co-Curricular Activities. I will serve as Advisor under the following conditions:

1. I will make a reasonable effort to attend official club meetings. 2. I will meet with the officers of the group as often as possible, especially

when any changes in the group’s policy, purpose, or plans are being considered.

3. I will attend as many club activities as possible.

4. I will become familiar with the organization’s constitution, by-laws and

any other documents that describe the organization’s mission, goals and objectives.

5. I will offer guidance and constructive criticism without domination.

6. I will take appropriate action if the organization operates outside

College policies and procedures.

7. I will co-sign all of the club’s financial transactions. Advisor’s Name (print) ______________________________________________ Advisor’s Signature_________________________________________________ Phone ext. and office location_________________________________________ Date ____________________________________________________________

CLUB OFFICERS LIST _____________________________________ __________-_________ Club/Organization Name Academic Year

Name Student ID# E-Mail Address Officer Position President

Vice President

Treasurer

Secretary

Historian

Parliamentarian

Meeting Day(s) __________________________Meeting Time________________________ Meeting Location: Campus ______________ Building ___________ Room______________ Club Advisor Signature _____________________________________Date: _____________ Advisor’s Phone ext. ___________ Campus _____________Bldg._______ Room ________

REQUEST FOR CHARTER RENEWAL

Please renew our club charter for the ______ - ______ academic year.

Club/Organization Name: ___________________________________ Meetings Day(s): __________________________________________

Meeting time:_____________________________________________

Location: ________________________________________________ Advisor(s) Name ________________________________________________________ ________________________________________________________ Advisor(s) Signature ________________________________________________________

Please attach a copy of the Club Constitution and return this form to Co-Curricular Activities Department

Club Fund 60 Signature Form Academic Year: To update your club account, please provide me with your club account number, the name of your club, and the appropriate signatures. 6 0 – 1 6 Club Name: Please indicate in the spaces below your club’s current officers and your advisor. Also provide requested signatures. Do not hesitate to contact me should you have any questions. President: Phone: Please Print

Signature: Date: Treasurer: Phone: Please Print

Signature: Date: The advisor and club officers should be aware of Finance Office Procedures pertaining to routine deposits and expenditures.

Advisor: Phone: Please Print

Signature: Date:

Advisor: Phone: Please Print

Signature: Date:

Two Sources of Money

Club Funds (“6” Account) Money raised through bake sales, car washes,

donations, etc.

Co-Curricular Activities Funds

Money requested from the Co-Curricular Activities Department

Club Fund 6 Accounts Making Purchases:

Contact our office for vendor choices Complete a Request for Club Funds form before purchase Attach Minutes showing approval for purchase Attach Price Quote

Clubs NOT tax exempt

Getting Reimbursed for Purchases: Complete a Request for Club Funds form before purchase Attach Minutes showing approval for reimbursement Submit original receipt after purchase

• Deposits: Use Deposit form Checks made out to Daytona State College

Driver’s License written on check

Making Purchases: Contact our office for Vendor Choices Complete Request for Club Funds form Attach invoice or price quote. *College IS Tax Exempt

Getting Reimbursed for Purchases: Prior to Purchase: Complete Request for Club Funds form Return original sales receipt to our office

Co-Curricular Activities Funds

• Request for Travel: Complete Request for Club Funds form

Attach necessary documentation Hotel Stay:

Rooming list with Student Names and ID #s Conference:

Student List with ID #s Registration Forms

Complete Student Travel Agreement form Advisor’s Travel Authorization/Reimbursement

Voucher 30 days advance notice for in-state travel 60 days advance notice for out-of-state travel See Club Handbook for details

Student Travel

REQUEST FOR CLUB FUNDS

INSTRUCTIONS: Please complete this form and submit to Co-Curricular Activities within deadlines published in the Club Handbook. Please use one form per purchase.

How will this event benefit the club? Vendor Name: Email Address: Vendor Phone#: Contact Name: Federal ID# or SS #: List each product/service: (Attach list if more room is needed) 1. 2. 3. 4. 5. 6. 7. 8. Total cost of all products:

Co-Curricular Funds: Amount requested:

Club Fund 6 account: Amount to be funded: Club Advisor’s Signature: Club President/Treasurer Signature:

Signature of Bruce Cook - Assistant Dean of Co-Curricular Activities #186826

Web Site Club Hub

Club Name: Activity to be funded: Fund 6 account #: 60 -

Date & Time of Activity:

$

$

Advance planning always pays off! Break down event into smaller tasks Assign people to each task Complete Request for Campus

Activity Form At least 10 business days prior to

event Use form for on or off campus events

Planning Events

REQUEST FOR CAMPUS ACTIVITY:

This form must be turned in 10 business days prior to the date of event.

(Please double-click on one box below to check) CLUB CLASS DEPARTMENT ON-CAMPUS VISIT

NAME (Department; Class; Club):

CONTACT NAME & PHONE #:

DATE & TIME OF EVENT:

CAMPUS & LOCATION:

ITEMS NEEDED: PURPOSE OF REQUEST: (Please give detailed description)

Would you like this event advertised on social media? Yes No Would you like this event advertised on the In-house Broadcast System? Yes No SIGNATURE: Daytona State Employee Only *RETURN THIS FORM TO CO-CURRICULAR ACTIVITIES DEPARTMENT

Bld. 130 Office 113 - Email: Student Activities@daytonastate.edu ===================================================================

For office use only: APPROVED: DATE: Assistant Dean of Co-Curricular Activities APPROVED: DATE: Vice President of Student Development APPROVED: DATE:

Branch Campus Provost (if applicable)

Website Club Hub

Where Can You Find the Club Handbook & Forms?

www.daytonastate.edu Student Life

Co-Curricular Activities

http://www.daytonastate.edu/student_act/

on the Portal- Co-Curricular Activities

Advertise Your Event

Please send this broadcast request to Steven Pruitt:

pruitts@daytonastate.edu or news4u@daytonastate.edu Messages must be submitted at least two weeks prior to broadcast date. Messages will be updated once per week, with the exception of emergency messages. If you want a specific still image with your message, you must provide digital still images in the following format:

Bitmap, 24-bit No larger than 7.5 x 5.5 " at 72 dpi

Co-Curricular Activities In-house Broadcast System Request

Date: Name of Requestor: Extension: Email Address: Message Title: Message Description:

Dates to be broadcast Begin Date: End Date: Contact Information:

• New student recruitment efforts

• Visible activities on campus • Activities that support student success • Opportunities for developing leadership/organizational

skills • Community service learning opportunities 

Goals of Points SystemTo encourage club involvement with :

Points System Success Stories

39 Clubs Participated in

2013-2014

Points earned- 4,190

Community service hours

-1,970 hours

Money raised for local

organizations – approx.….

$32,400

25 clubs participated in

both Spring and Fall

Welcome Back events

Cultural Festival - for the

first time each club

researched the country

they represented

First Kindness Day- 20

clubs participated

{

Updates to Funding System

Eliminated Max

Points per

category

Update Monthly

Report Form

Reduced

Required Points

Per semester to

50

Poin

t C

ate

gori

es

Locating OpportunitiesBuilding 130: Hall Lobby: Set of Bulletin

Boards on the right

• College Engagement Events• Co-Curricular Activities Community

Projects/ Events• Up-and-Coming Volunteer Events/ Service

Projects• Chart of Club Point Standings

Participation Verification

STUDENT CLUB PARTICIPATING IN EVENT/ACTIVITY/CONFERENCE

NAME OF STUDENT MEMBER STUDENT ID NO. E-MAIL STUDENT SIGNATURE

1

2

3

4

5

6

7

8

9

10

11

12

13

14

15

16

17

18

19

20

21

22

23

24

25

Attendance Verification Signature: Title:

Please attach additional sheets if necessary (please continue numbering of student names).

Return via email to lemoinl@daytonastate.edu Students will be verified for current enrollment and registration status. In addition, information will be used for statistical reporting, evaluations and determining student learning outcomes for institutional effectiveness initiatives.

Monthly Report Guidelines

• Turned in by 5:00 pm on the last Thursday of the month• Inbox 130/154, studentactivities@daytonastate.edu

• If the Thursday falls on a holiday- that month’s submission are due prior to that Thursday (such as Thanksgiving break).

• Events/activities held on or after Thursday included in the next month’s submissions.

• Reports will be reviewed and points awarded at the beginning of each month.

• Once the award is determined the Treasurer and Advisor will receive an email with semester point totals.

 Since December is a short month due to finals, end of classes, and the holiday break; all forms for events held during or after finals

week in December must be included in the first January submission. As such, these events will count toward the Spring

Semester totals.

After reaching 50 points for the semester

• Submit requests for funding for trips, activities, and events that are in excess of original funding amounts…

• Participation forms reviewed to determine total hours for recognition at Annual Club Banquet

• Points in excess of the 50 will roll into next semester totals

Club Management Workshops and Topics

Club Funding Daytona CampusSept. 24 &25

1PM-2PM130/154

Hosting Effective Meetings

Daytona CampusWed. Oct. 22nd

1PM-2PM130/154

How to Plan and Host Events

Daytona CampusThurs. Nov. 20th

1PM-2PM130/154

Introducing- TurboVote

CO-CURRICULAR CONTACTS

Assistant Dean of Co-Curricular Activities: Bruce Cook

• cookb@daytonastate.edu • 506-4417

Senior Staff Assistant & Paperwork Guru: Jennifer Thomas

• thomasje@daytonastate.edu • 506-3131

Co-Curricular Activities & News4U In-house Broadcast System:

Steve Pruitt• pruitts@daytonastate.edu • 506-3366

Supervisor Co-Curricular Activities & Intramural Sports:

Lori Lemoine• lemoinl@daytonastate.edu • 506-3486

DeLand, Deltona & NSB Co-Curricular Activities & Social Media:

Philip Rogers• rogersp@daytonastate.edu • 785-2202

Questions???