Club Handbook2015-2016

SGOC OfficeBremer Student Center 118

360-475-7290http://www.olympic.edu/student-life/associated-students-olympic-college

Revised 3/ 2016

Greetings from the Student Government of Olympic College (SGOC) and the Associate Dean of Student Leadership & Success.

We applaud your effort to get involved by participating in an SGOC club. Recent surveys have indicated that students participating in co-curricular and extracurricular activities are more successful in their academic endeavors. As a member of an SGOC chartered club, you will have the opportunity to engage in activities that promote your interests. Developing leadership skills and collaborating with other entities on the Olympic College (OC) campus can be a rewarding and enjoyable experience. By forming a club on campus, you will embark on a number of enriching experiences that will be essential in your leadership development at OC and your overall academic and professional career.

The purpose of clubs is to engage the campus community in events and activities that enhance the educational experience of OC students. Your club is important to the greater college community. Clubs create educational, cultural, social, and recreational involvement opportunities for students. Lending your skills, talents, and abilities enriches OC student life.

We are committed to supporting you in your efforts to make your educational experience the finest and most memorable. We are more than happy to assist you in navigating campus resources, providing information to assist with fundraisers and organizing events. Your club’s success is important to us.

This club handbook is provided to convey all the information necessary to organize and manage your club events and activities.

Thank you for participating in an SGOC club. We wish you success in this year’s club activities.

Sincerely,

Faviola Barbosa, Associate Dean of Student leadership & SuccessDrayton Jackson, SGOC PresidentNic Shakley, SGOC Executive Vice PresidentL’Marie Davis, SGOC Vice President of Student LifeStephen Lavoie, SGOC Vice President of FinancesChristopher Longmire, SGOC Vice President of Diversity & EquityAnthony Miller, SGOC Vice President of Public Relations & CommunicationsSusan Ronald, SGOC Vice President of SheltonRylie Tallant, SGOC Vice President of PoulsboJulie Hill, SGOC Office Assistant

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Olympic College Disclaimer

By recognizing a club, Olympic College does not assume responsibility for the club’s action or activities, nor does it imply that the college in any way endorses the club’s stated aims, objectives, policies, or practices. Clubs may not lend their name to non-college groups for the purpose of procuring college facilities or services for non-college events. A club may not use the college name without the express written authorization of the college, except to identify its institutional recognition.

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______________________________________Table of Content_______________________________________

Chapter 1 - Starting and Maintaining a Club..........................................................................................................................6

General Policies for Clubs.........................................................................................................................................................7

Maintaining Club Status............................................................................................................................................................8

Revoking Club Status................................................................................................................................................................8

Club Charter Process.................................................................................................................................................................9

Where to Get Information.......................................................................................................................................................10

Services and Activities Fees (S&A Fees)...............................................................................................................................10

Club Actions Prohibited by the SGOC...................................................................................................................................11

Responsibilities of all Club Officers.......................................................................................................................................12

SGOC Student Club Congress................................................................................................................................................13

Chapter 2 – Purchase and How to Use SGOC Club Funds..................................................................................................14

Services and Activities Fees (S&A Fees)...............................................................................................................................15

Club Funding Process..............................................................................................................................................................15

Use of Procurement Club........................................................................................................................................................16

Approved Use of Club Funds..................................................................................................................................................17

Purchasing Food with S&A Funds..........................................................................................................................................18

Fundraising..............................................................................................................................................................................19

Chapter 3 – Events & Fundraising..........................................................................................................................................20

Event Planning Instructions....................................................................................................................................................21

Event Set-Up and Clean-Up Guidelines..................................................................................................................................22

Fundraising..............................................................................................................................................................................23

Chapter 4 – Advertising...........................................................................................................................................................24

Advertising On-Campus..........................................................................................................................................................25

Olympic College Poster & Flier Guidelines...........................................................................................................................25

Chapter 5 - Travel.....................................................................................................................................................................26

Travel Procedures....................................................................................................................................................................27

Chapter 6 - Club Officers and Advisors..................................................................................................................................29

Club Organizational Structure.................................................................................................................................................30

Responsibilities of Club Advisors...........................................................................................................................................31

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APPENDIX................................................................................................................................................................................32

Contact List.............................................................................................................................................................................33

Support Services for Clubs......................................................................................................................................................34

Club Quarterly Update Forms.................................................................................................................................................34

Fundraising Request Form......................................................................................................................................................35

Club Fund Request Form........................................................................................................................................................36

Deposit Slips...........................................................................................................................................................................37

Tangible Items Sale Log.........................................................................................................................................................38

Donated Items Log Sheet........................................................................................................................................................39

522 Travel Form......................................................................................................................................................................40

Field Trip Authorization Form................................................................................................................................................41

Assumption of Risk Statement and Release............................................................................................................................42

Student Conduct at OC College Funded Activities.................................................................................................................43

BSC Space Reservation Request.............................................................................................................................................44

Event Post Evaluation.............................................................................................................................................................45

Pre-Approval of Meals with SGOC Club Meetings................................................................................................................47

Club Purchase Requisition Form.............................................................................................................................................48

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Chapter 1

Starting and Maintaining a SGOC Club

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General Policies for Clubs

1. Clubs must maintain at least six members to be recognized as an official SGOC club. Clubs with membership below six students may lose their recognition status and funding. This will be tracked through the Club Quarterly Update Form.

2. Each club must have an Olympic College full-time or part-time employee (faculty, staff or administrator) serve as an advisor. Students are not allowed to serve as advisors.

3. Each new and re-chartering club must present a charter, constitution, and by laws to the Student Government of Olympic College (SGOC) for review through OrgSync and attend a SGOC meeting where each club will make a presentation to become a recognized club.

4. After recognition by the SGOC, club activity will be reviewed regularly. Quarterly update forms are mandatory for clubs to submit. Inactive clubs will have their charters and funding revoked.

5. Club membership must be open to all students and may not discriminate on the basis of gender, sexual orientation, race, mental or physical disability, age, religion, marital status, or veteran status. Some clubs are chapters of national associations whose bylaws require certain limitations on membership. Membership limitations must be contained within the parent organization’s bylaws and can only limit membership on class standing, academic standing, and/or major.

6. Clubs affiliated with a parent organization are considered a chapter of the parent organization and must submit operating documents of the parent organization, such as the constitution and bylaws, along with SGOC club application.

7. Clubs that involve sports or a high risk potential must go through a second layer approval the Vice President of Student Services

8. When a club becomes recognized, it agrees to:

a. Abide by all state or federal laws and regulationsb. Abide by club constitution and by- lawsc. Abide by Student Code of Conductd. Abide by the SGOC constitution by-laws and policiese. Adhere to all Olympic College Policies and Proceduresf. Ensure that club members do not personally profit from any activity affiliated with the club, use

budgeted SGOC funds for any expenses unrelated to club needs, nor solicit funds for personal use.g. Only promote activities that do not present a demonstrated danger, act of violence/hate, or

disruption of any college activity in any college facility.

9. Failure to abide by Olympic College policies/procedures and the SGOC constitution/policies will result in a review by the SGOC and possible loss of club status.

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Maintaining Club Status

1. Attend all SGOC Student Club Congress meetings: Each club’s Congress Representative must attend all Club Congress meetings and give a brief report of club activities. Club Congress times and dates are to be announced from the VP of Student Life. The representative may voice the official position of their club on SGOC matters. When attendance by the representative is not possible, another club member must attend.

2. Maintain Club Membership: Clubs must demonstrate student interest by maintaining a minimum membership roster of six currently enrolled Olympic College students.

3. Renew Each Fall Quarter : Returning clubs will be required to file an updated Club Charter Request Form. This indicates a level of active participation. Clubs of revoked status have the opportunity to file a request for renewal at the beginning of the next fall quarter. This should be done no later than October 15th.

4. Club Quarterly Update Form : All clubs must complete a Quarterly Update Form at the beginning of winter and spring quarters to update any officer changes, to list accomplishments of the previous quarter, and to report any upcoming activities.

5. Maintain Basic OrgSync Profile: A club must have an active OrgSync profile with meeting times, location and a point of contact.

Revoking Club Status

The SGOC may revoke or deny club charter status if the club:

1. Does not abide by the SGOC constitution and/or bylaws 2. Commits an act(s) of violence or hate3. Disrupts College activities or classes in session at Olympic College4. Violates state or federal law5. Commits an action prohibited by the SGOC as listed in this handbook6. Does not abide by the Policies and Procedures set by Olympic College7. Fails to comply with the provisions under which the charter was issued or fails to meet the requirements

as outlined in this handbook.8. Is inactive for two consecutive quarters.9. Fails to have a member participate in the monthly SGOC Student Club Congress meetings AND Club

Fairs.10. Fails to submit a Club Constitution11. Fails to submit required Club Quarterly Update Form.

The SGOC Vice President of Student Life will notify the club representative and advisor when a club’s charter has been revoked. At this time, the club may appeal to the SGOC to regain recognized status. If the SGOC does not approve the appeal the club funds will be returned to the General Club Fund. The club will have to re-submit an application to regain club status the next fall quarter.

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Club Charter Process

In order to conduct business on campus, hold meetings, and present campus events and activities, a student club or organization must obtain official recognition from the Associated Students of Olympic College (SGOC). Club recognition guidelines are as follows:

1. Pick up an SGOC OrgSync Club Charter Packet from the SGOC office (BSC 118), or online at https://www.olympic.edu/student-life/student-clubs.

2. Create a club constitution. A sample constitution you can adapt into your own is available online at http://www.olympic.edu/student-life/associated-students-olympic-college/forms, when you go to charter through OrgSync, or email the VP of Student Life

3. Read the packet and the SGOC Constitution thoroughly. Completely fill out all necessary forms including contact information.

4. Submit an Organization request in Orgsyc no later than a three business days prior to the next SGOC

Executive Council (EC) meeting. You will get an email response regarding which meeting you may attend.

5. A club representative must attend the SGOC EC meeting and present the SGOC with a brief description of the club’s intent. The SGOC officers may ask questions at this time.

6. The SGOC will make a decision on club status to move forward with the chartering process at the meeting you attend.

7. The SGOC VP of Student Life will email the contact person and club advisor regarding charter status. Extra information may be requested before charter approval.

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Where to Get Information

An SGOC representative will be available from 8 AM – 4:30 PM daily barring any meetings. The office assistant is normally present to provide any questions and information needed to the clubs. The SGOC VP of Student Life is also available for questions and can be contacted via e-mail, phone, or in person during posted office hours.

The SGOC VP of Student Life manages a “Club Presidents and Officers” Facebook page. This page is called “Olympic College Club Presidents and Officers”. This is a public page open to all members and should be searchable. Information is provided here for easy access and is updated regularly.

E-mails will also be sent out regularly with information needed. The President and Officers require student emails on the charter forms. If there is any information needed, be sure to contact the VP of Student Life or Office Assistant.

Services and Activities Fees (S&A Fees)

The Services and Activities Fee (S&A Fee) is collected quarterly through cashiering at the time tuition is paid. The fee is generated from student tuition. Funds are then allocated to the SGOC budget through the Olympic College Budget Office.

The SGOC Budget Committee recommends annual funding based on formal budget requests received from programs and clubs. SGOC monitors and authorizes expenditures of these funds. For more information regarding S&A Fees see the SGOC Vice President of Finances.

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Club Actions Prohibited by the SGOC

1. Off-campus bank accounts of any kind are not allowed.

2. Personally profiting from a club or soliciting from club members is prohibited.

3. The purchase, consumption, or selling of alcoholic beverages/illegal drugs at any club sponsored function (including meetings, conferences, and events) is prohibited.

4. Individuals not employed by Olympic College are prohibited from serving as a club advisor. The exception to this is Regular Student Employees (RSE’s). Alternately, all voting club members must be currently registered students at Olympic College.

5. Fundraising activities not consistent with Olympic College policy or authorized in the Club Handbook Fundraising Guidelines are prohibited. (See “Fundraising Information” for details.)

6. Food may not be purchased with club funds unless the event is open to the general OC student population. Clubs must utilize various modes of publicity to promote their events including published or online communications. (See “Food Purchased with S&A Funds” for details.)

7. Hazing of any kind will not be tolerated.

8. Clubs may not discriminate on the basis of gender, sexual orientation, race, mental or physical disability, age, religion, marital status, or veteran status.

9. Clubs/Programs must consult the SGOC VP of Student Life or the SGOC VP of Finances before using S&A funds to fundraise.

10. Religiously affiliated clubs/programs may not use S&A funds for worship and/or the conversion of faith.

11. Clubs may not use funds to purchase gifts. Recognition awards for club affiliated services are appropriate and not considered gifts.

** Please read the entire SGOC Constitution and Bylaws for complete understanding of SGOC functions. You will be held responsible for any information presented in the SGOC Constitution and this handbook. (See SGOC VP of Student Life, BSC 118, for a copy of the Constitution and Bylaws.)**

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Responsibilities of all Club Officers

Club Charter: Make sure the club charter is filled out properly and turned in as soon as possible to the Student Government of Olympic College office (BSC 118). Clubs are responsible for notifying the SGOC VP of Student Life when there is a change in club name, club president, Club Congress representative, treasurer, club advisor, club purpose or club meeting times. This is typically done with the quarterly update form. The Associate Dean of Student Leadership and Success office communicates only with the club president, Club Congress representative and advisor designated on the club charter form. Please note that clubs are required to have an OC faculty or staff member serve as club advisor. (OC students are not allowed to serve as club advisors.)

Club Congress Meetings: Attend all Club Congress meetings or arrange for a representative to attend. If a representative does not attend these meetings, you may lose your charter.

Quarterly Club Fairs: Participate in all SGOC sponsored club fairs.

Liaison to SGOC: Inform the SGOC of club concerns, questions, and issues. Fill out forms and provide information to the SGOC when required. Make sure to receive approval from your advisor before spending club money. See Spending Club Money and Approved Use of Club Funds for complete spending instructions.

Enforcement of Policies: Be responsible for enforcing the SGOC Constitution and Club Handbook.

Record Keeping: Maintain minutes of each meeting, current roster of active members (with phone numbers and email addresses), maintain record of all expenditures/club budgeting procedures, and examples of all public relations work to advertise club meetings (posters, signs, fliers, correspondence, etc.)

Meetings: Each club holds regular, publicized meetings. Conduct meetings in an organized, business-like manner. The following is a typical outline for a meeting:

Call to Order Roll Call Introductions (Will format to document) Approval of Minutes Officer Reports Unfinished Business New Business Announcements Adjournment

Fund Roll Over: In the Spring quarter a representative must inform the SGOC Vice President of Finances of any fundraising dollars in the club account so they can be rolled over. These funds are strictly fundraising profits. This does not include money left over from a Club Congress request.

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SGOC Student Club Congress

The purpose of the SGOC Student Club Congress is to maintain open and effective communication between the SGOC, and all chartered clubs. The Club Congress shall meet monthly, or as prescribed by the SGOC Vice President of Student Life. Voting members shall include: One member of each chartered club and the Vice President of Student Life. Acting as chairperson is the SGOC Vice President of Student Life.

The Club Congress evaluates funding requests from the General Club Fund. Upon approval by the Club Congress, the SGOC Vice President of Student Life will facilitate transfer of funds to the requesting club’s account.

The Club Congress will review club activity quarterly and determine status by vote. The Club Congress will recommend to the SGOC that clubs failing to meet charter requirements have their charters revoked. Club representatives shall share information about their club’s activities to encourage collaboration, prevent conflicting events, and promote camaraderie between clubs. All clubs must participate in Club Congress co-sponsored activities. Club representatives must attend meetings or provide an alternate.

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Chapter 2

Purchase and How to Use SGOC Club Funds

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Services and Activities Fees (S&A Fees)

The Services and Activities Fee (S&A Fee) is collected quarterly through cashiering at the time tuition is paid. The fee is generated from student tuition. Funds are then allocated to the SGOC budget through the Olympic College Budget Office.

The SGOC Budget Committee recommends annual funding based on formal budget requests received from programs and clubs. SGOC monitors and authorizes expenditures of these funds. For more information regarding S&A Fees see the SGOC Vice President of Finances.

Club Funding Process

Officially recognized clubs will receive a specified amount in seed money, to be determined annually by SGOC. The quarter in which a club charters determines the amount of seed money received. Clubs may charter during fall, winter, or spring quarters. Each club will receive $150.00, $100.00, $50.00 seed money respectively. These funds are available to support club activities and events. Please note that all club funds must be processed through the SGOC and Olympic College Cashier’s Office. Clubs are NOT allowed to maintain off-campus bank accounts. Club seed money not used in the current school year will not be available after June 30th of the chartering year. Revenue generated through fundraising will still be available in the succeeding year, if it is not spent.Clubs that would like to raise funds for additional program activities have a few options available to them:

1. Clubs may request funding from the SGOC Club Fund by submitting a Club Funding Request Form to the SGOC VP of Student Life. This form may be found inside this handbook, in the SGOC office, at http://www.olympic.edu/student-life/associated-students-olympic-college/forms or through a club’s portal in OrgSync. Funding requests are subject to Club Congress approval.

2. The club may organize approved fundraising events or activities. See Fundraising in this handbook for additional information.

3. The club may seek out another club/program or college department to co-sponsor their event or activity.

4. Clubs may request funding from non-OC organizations in compliance with the new Foundation fundraising guidelines and with prior approval from the Associate Dean of Student Leadership and Success.

5. Any request of more than $1,500 for any club involvements must be additionally approved by the student government of Olympic college prior to accessing funds according to, Article XIV, section 5 of the SGOC By-laws.

6.

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Use of Procurement Club

It is important to remember that all club budgets are state dollars and are subject to college and state policies.

1. Olympic College strongly emphasizes the need to use college procurement cards for all club expenditures. Expenditures paid for with personal funds will not be reimbursed.

2. The SGOC VP of Finances (BSC 118, 475-7293) must approve all expenditures made with college procurement cards in advance.

3. Proper use of the SGOC procurement card: An Olympic College employee must be present to use a college procurement card. A signed Purchasing Card User Agreement must be on file in the SGOC office for that employee prior to card use. The SGOC card log must be filled out prior to card use and updated immediately after card use. The procurement card and a Club Purchase Requisition form with all original receipts attached must be returned with the SGOC office immediately after purchase. Keep a copy of all receipts and forms for club records.

4. For all other purchases submit appropriate forms, original receipts, and accurate information of expenditures to the SGOC Office Assistance within 24-48 hours of transaction.

5. Prior to the club accessing funds for a request, it must be approved by 2/3rds vote as documented by the club minutes. All requests must be filled out fully and accurately with appropriate signatures. All documentation must be submitted one week prior to the Club Congress meeting. Please plan for events at least a month in advance. Three or more weeks is a common turnaround for decisions due to approval from departments (business office, administration, transportation, etc.) outside of the SGOC.

6. Club advisors and a club officer must first sign all financial forms (including fundraising requests) before they can be approved by the SGOC.

7. All required documents for performers or speakers must be submitted four (4) weeks in advance. It is important to give the SGOC office and Accounts Payable offices time to meet your needs. Prior to sending out to a performer, review contract with the SGOC office and Associate Dean of Student Leadership and Success. See Performer/Speaker Booking Instructions in this handbook.

8. If any club requests money from the SGOC Club Fund and fails to use any or all of the allotted money for the stated purpose, the unused funds will return to the SGOC Club Fund.

9. Items purchased with S&A funds are property of Olympic College and must be stored at OC. Somewhere on the item, it must be clearly marked to show SGOC ownership. Personal use of these items outside of club or SGOC related activities is not allowed. If a club’s status is revoked or does not renew its charter, supplies and equipment must be returned to the SGOC office. An inventory list must be submitted along with the quarterly update forms to the SGOC VP of Student Life listing all enduring equipment purchased with S&A allocated funds.

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Approved Use of Club Funds1. Club Advisor, Olympic College staff or faculty may:

Use the SGOC credit card: See Club Funds item 3.

Pay a performer or speaker: See Club Funds item 6.

Order food from Culinary Arts – email Culinary Arts Coordinator with club budget number for direct charge and include SGOC@olympic.edu in the email. A Preapproval of Meals with Meetings form must be completed, approved and submitted with your order. See Purchasing Food with S&A Funds for further instruction. An Olympic College Budget Administrator/Approver would need to sign off on this form. To find out who this is, contact the SGOC office.

2. Once approval has been obtained for a purchase, the club is responsible for purchasing the item(s) from the vendor and/or mailing out the Performer/Speaker contract.

3. Keep all original receipts and paperwork. Return original receipts, a Club Purchase Requisition form for each receipt, and credit card to the SGOC Office Assistant (BSC 113) immediately after purchase. Keep copies for club records. Club Purchase Requisition forms can be located within OrgSync.

Purchasing Food with S&A Funds

Purchasing food with S&A funds (club money) is not allowed unless the SGOC and the Associate Dean of Student Leadership and Success grants specific permission.

Clubs (and other S&A funded programs) may not purchase food for regular meetings with S&A funds.

Food may be purchased for special meetings. A Preapproval of Meals with Meetings form must be completed and approved by the SGOC and the Associate Dean of Student Leadership and Success. See Preapproval of Meals with Meetings form for guidelines.

Food may be purchased for and served at large events, if the event is open and publicized to all Olympic College students. Food servers must carry a Food Handler’s Permit issued by the Kitsap County Department of Health.

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Fundraising

The Olympic College Financial Code, the SGOC, and the State of Washington mandate that certain procedures be followed for record-keeping and accountability. Any Olympic College program or SGOC recognized club supported by S&A dollars engaging in fundraising must comply with all Olympic College and State fundraising policies. A Fundraising Request Form is available in this handbook as well as within OrgSync.

The Olympic College Business Office and OC Foundation are collaborating on a process to assist clubs with the facilitation of all fundraisers. All clubs looking to fundraise must follow the procedures as outlined below.

Fundraisers: Donations (Tangible & intangible items) - Use Olympic College Donation Receipts and Donated Items Log

(see an SGOC Officer, BSC 118, for the pre-numbered donation receipts) Sale/ Tangible items(s) or Service(s) - Use the Tangible Item Sale Log and Deposit Slip Event or Performance - Use two-part numbered tickets and Deposit Slip

IMPORTANTBefore any program or club generates revenue through a fundraising activity, it must complete and submit the Fundraising Request Form to the SGOC Office at least three weeks prior to the fundraising activity. The SGOC VP of Student Life will submit the form to the Associate Dean of Student Leadership and Success for approval. Clubs must have an SGOC approved system that tracks and documents all aspects of revenue collection. If a program or club does not abide by these instructions and policies, it could face delay or denial of future fundraising authorization. If you need a cash box and petty cash at the beginning of your fundraiser, request this on your Fundraising Request Form. **Clubs/programs cannot use S&A funds to raise money for outside organizations, unless this purpose is part of a parent organization’s charter.

It is state law that revenue generated by a fundraising event must be deposited with the Olympic College Cashiers Office within 24 business hours of receipt of revenue. If a program or club’s event or activity ends after business hours, clubs/programs must secure funds on campus, and then make the deposit the next business day.

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Chapter 3

Event Planning Instructions

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Event Planning Instructions

Event Planning BASICS: If you would like assistance, Event planning folders are available in BSC 1181. Brainstorm ideas for your event.2. If collecting money at the event, complete a Fundraising Request Form and meet with the Associate Dean

of Student Leadership and Success for fundraising approval at least three weeks before the event.3. Investigate dates and space available. If using space in the BSC, complete the Bremer Student Center

Space Reservation Request and submit this to roomscheduling@olympic.edu.4. Complete with the SGOC office:

Performance/Speaker Contract Payment Vouchers Expense Requests

5. Mail contract to Performer/Speaker after review by the Associate Dean of Student Leadership and Success and the SGOC office.

6. Upon receiving the contract back forward to the Associate Dean of Student and the SGOC office for signature authority and submittal to Procurement.

7. Advertise your event.8. Set up Event.9. Enjoy Event!10. Clean up Event.11. Conduct a post-evaluation.

The need to know information about Event Planning!

Before the Event1. You’ll first need to figure out what kind of event you want and how much it will cost. Don’t forget to

include advertising costs, supplies, food, payment for speaker/performer, and any other necessary items.2. Make sure time/date are available for both the performers/speakers and the venue far in advance. For any

space reservation, contact roomscheduling@olympic.edu with the building location in the subject. Remember to schedule set-up/breakdown with the appropriate venue contact. If tables, chairs, or OC backdrop are needed for the BSC, make sure to explicitly note it in your email. Please CC the SGOC office Assistant in these emails.

3. Club Advisors must be on hand for club events or make arrangements for another faculty/staff member to attend if you are unable to participate.

4. Once your dates are finalized, determine expenses of the event.5. Meet with VP of Student Life and the Associate Dean of Student Leadership and Success to complete all

Performer/Speaker contracts at least 4 weeks in advance of the event. 6. If participants will be charged for the event, complete Fundraising Request form and submit to the

Associate Dean of Student Leadership and Success and the SGOC office. 7. Mail the contract to your performer/speaker. Have them fill out all requested information, sign and return

to you. This needs to be done in a timely manner to be sure the performer/speaker’s payment is secure. Communicate with the performer/speaker that the payment will be mailed to them after the event.

8. Once you receive the contract back for the speaker/performer, bring it to the SGOC office. Create a payment voucher (A 19-2) form based on the information received in your contract. The A 19-2 form must be submitted to Accounts Payable immediately following the event. You are responsible for tracking down your contracts so that your performer/speakers receive compensation.

9. The SGOC VP of Student Life and the Associate Dean of Student Leadership and Success must sign all payment vouchers and Performer/Speaker Contracts.

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10. If tickets are required, they must be pre-numbered. Record starting ticket number (before the event) and ending ticket number (after the event) on the deposit slip (in this handbook) prior to delivering to the OC Cashiers Office.

11. If pre-selling tickets for the event, purchasers may pay for tickets directly at the OC Cashier’s Office. Funds will be credited to your club account

After the Event1. Submit an A19-2 to Accounts Payable office for payment of your performers/speakers.2. Annotate ending ticket number. Count your money and be sure the amount of tickets you sold matches the

amount of money you collected. Two people (the advisor and a club officer) must be present during the counting of cash. Complete a deposit slip.

3. Deliver funds collected and deposit slip to the OC Cashier’s Office. If the end of the event is after normal college business hours, clubs must secure the funds raised in a secure overnight storage. The next business day, clubs will reconcile funds collected with the SGOC office, and deposit the funds raised at the Cashier’s Office. Funds will be credited to the club account.

Event Set-Up and Clean-Up GuidelinesAs you begin planning your event, it will be important to reserve the room early and organize the set-up for your event. Contact roomscheduling@olympic.edu for any space reservations. Please note in the subject which building the space is in. A file for building the scheduling email is available on OrgSync.

Information needed to help make your event successful: Draw a map of how you want the event set-up. A map of the BSC is available on OrgSync The map

should include:o Chairs/tables – general idea of how they should be arrangedo Stage, microphones, or any other equipment

Estimated number of people attending Is food going to be served?

o What type of food? (Cake/coffee? Snacks? BBQ? Catered meal?)o What type of service? (Self serve, sit-down dinner?)

Do you need extra garbage cans/recycling bins?

This information will help your set up crew better prepare for your event and make sure that the restrooms, tables/chairs, carpets, etc. are ready to go, and it helps them estimate the time needed for clean-up of the event.

Also, please note that “self clean-ups” will reduce the cost of an event. Typically, this means leave the room the way you found it. If you have a large event, like a dance, a self-clean-up is not possible. If the event or meeting happens between Friday 4:30pm and Monday 7:00am, then custodial needs must be assessed. This will be done through room scheduling.

Any tasks, such as the rearranging of furniture by untrained staff could lead to fire code and occupancy rating violations, injury to students, faculty, or staff, and damage to property. This also applies to “self set-ups” where trained Facilities personnel are necessary for the proper moving and positioning of equipment and furniture.

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Fundraising

The Olympic College Financial Code, the SGOC, and the State of Washington mandate that certain procedures be followed for record-keeping and accountability. Any Olympic College program or SGOC recognized club supported by S&A dollars engaging in fundraising must comply with all Olympic College and State fundraising policies. A Fundraising Request Form is available in this handbook as well as within OrgSync.

The Olympic College Business Office and OC Foundation are collaborating on a process to assist clubs with the facilitation of all fundraisers. All clubs looking to fundraise must follow the procedures as outlined below.

Fundraisers: Donations (Tangible & intangible items) - Use Olympic College Donation Receipts and Donated Items Log

(see an SGOC Officer, BSC 118, for the pre-numbered donation receipts) Sale/ Tangible items(s) or Service(s) - Use the Tangible Item Sale Log and Deposit Slip Event or Performance - Use two-part numbered tickets and Deposit Slip

IMPORTANTBefore any program or club generates revenue through a fundraising activity, it must complete and submit the Fundraising Request Form to the SGOC Office at least three weeks prior to the fundraising activity. The SGOC VP of Student Life will submit the form to the Associate Dean of Student Leadership and Success for approval. Clubs must have an SGOC approved system that tracks and documents all aspects of revenue collection. If a program or club does not abide by these instructions and policies, it could face delay or denial of future fundraising authorization. If you need a cash box and petty cash at the beginning of your fundraiser, request this on your Fundraising Request Form. **Clubs/programs cannot use S&A funds to raise money for outside organizations, unless this purpose is part of a parent organization’s charter.

It is state law that revenue generated by a fundraising event must be deposited with the Olympic College Cashiers Office within 24 business hours of receipt of revenue. If a program or club’s event or activity ends after business hours, clubs/programs must secure funds on campus, and then make the deposit the next business day.

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Chapter 4

Advertising

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Advertising On-Campus

Olympian Newspaper – Contact the Olympian staff at olyeditor@olympic.edu to advertise events in the campus newspaper or online. Advertising charges may be assessed, which can be charged directly to your club account.

Fliers/Posters – Refer to “Olympic College Poster & Flier Guidelines” below and “Support Services for Clubs” under “Copying and Printing” for more information.

OC Web Calendar & Press/Media Release – send a description of your event, along with the date, time and location on a Service Request Form to the Communications office, located CSC 300. Be sure to give them at least two-three weeks’ notice prior to your event.

OrgSync – Each club has a portal available to them to advertise to their members. Any events, with the exception of club meetings, may be requested to be placed on the Campus Calendar.

Digital Display – Located within OrgSync is a Publisher file for the Digital Display template. It must be 60” by 36” and have all of the requirements for the Fliers as noted below.

Olympic College Poster & Flier Guidelines

Format All posters must be designed in a clean, professional format. Posters must clearly provide all necessary information for the public. This information includes: date, time,

location, point of contact. All publicly posted material must have the following statement in its entirety: “Olympic College does not

discriminate on the basis of race, creed, color, national origin, sex, sexual orientation, age, marital status, religion, disability, genetic information or on any other unlawful basis. Learn more at www.olympic.edu/nondiscrimination.”

Posters may be no larger than 11” x 17”. Fliers must be no larger than 8 ½” x 11”. Posters and fliers must include the Olympic College logo and state which club/organization is sponsoring

the activity. If you have any questions, please contact SGOC office or VP of Public Relations and Communications.

Posters in the BSC require a stamp from the Office Assistant. Any posters not stamped in the BSC can be taken down.

Any material clubs wish to post must be submitted for approval through a form in OrgSync. Advisers are reviewers on this form so they must accept the material before it can be accepted.

Location Approved posters and fliers can be hung on bulletin boards designated for this purpose. You must provide

your own tacks. Posters and fliers are not allowed to be taped to walls or windows. Do not post on safety bulletins.

Posters and fliers may not exceed the background against which they are attached. Fliers and posters are limited to one of each kind per posting location. Staff will remove materials on

unauthorized places or areas. Posting and removal of fliers and posters is the responsibility of the sponsoring club/organization, and must

be removed the next business day following the event.

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Chapter 5

Travel

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Travel Procedures

If your club/organization is planning to attend a workshop/conference or go on a retreat or field trip, all information regarding the event must be submitted to the SGOC office at least THREE WEEKS prior to the event or conference registration deadline in order for the proper forms to be submitted and payment processed on time or risk denial of funding. International trips need to be approved at least 2 months in advance. The SGOC VP of Student Life will submit travel forms to the Associate Dean of Student Leadership and Success for approval. All necessary paperwork is included in this handbook, can be found at Olympic.edu, or in OrgSync.(Clubs will be notified of any restrictions on regional, national, or international travel)

Club/Organization Travel Paperwork:

Conferences When attending workshops/conferences, please turn in the 522 Travel Voucher at least three weeks prior

to the registration deadline. Other items that must be included with your 522 Travel Voucher include:

Field Trip Authorization Form – This is a list of all students (with Student ID numbers) attending the conference.

A completed registration form for the conference A conference agenda Release/Assumption of Risk form signed by every participating student (if under 18, a

parent/guardian signature is required) Out of state or out of country travel requires additional approval from the College President. All persons registered for the conference must be enrolled for at least 1 credit at the time of registration and

the conference.

Retreats/Field Trips When planning a retreat or field trip, meet with the SGOC VP of Student Life and the Associate Dean of

Student Leadership and Success at least three weeks prior to the event. Items you will need for your retreat/field trip are:

Field Trip Authorization Form – This is a list of all students (with Student ID numbers) attending the retreat

Retreat agenda, which must reflect the educational benefits of the retreat or field trip Release/Assumption of Risk form signed by every participating student (if under 18, a

parent/guardian signature is required.) Advisor keeps a copy and originals are given to SPLD office.

All persons planning to attend the retreat must be enrolled for at least 1 credit at the time of approval and the retreat

** Retreats and field trips should not be held at “resorts” or facilities perceived as purely “recreational.” Conference centers are most appropriate for retreat purposes.

Mode of Travel

o College-owned vehicle. To secure a college-owned vehicle, complete a State of Washington Safe Driving Practices Acknowledgement Statement and submit it to the Athletic Director’s assistant in BSC 119 along with a copy of your drivers’ license. Olympic College students not employed by the college are not allowed to drive the college van. An Olympic College employee must be on the trip and driving the vehicle at all times.

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o Privately-owned vehicle. If using a privately-owned vehicle, submit proof of round trip mileage (attach MapQuest listing).

o Air travel or other methods. If using air travel or other methods, contact the SGOC VP of Student Life and The Associate Dean of Student Leadership and Success before making any arrangements. Olympic College has a contracted travel agency.

Upon ReturnThe next business day following the trip, receipts from the hotel, van rental, and any other miscellaneous expenses must be submitted along with a Travel Expense Voucher (A 20-A) to the SGOC office. This form can be obtained from the SGOC office or your advisor may find it on the common drive under X:\Shared Documents and Forms\Financial Services\Travel.

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Chapter 6

Club Officers and Advisors

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Club Organizational Structure

Each club will create its structure according to their specific needs. This will be reflected in the clubs constitution and by-laws. Officers are sometimes "drafted" into taking on leadership responsibilities. Position responsibilities should be clearly defined. Below are some suggested officer positions and related duties:

President

Has overall responsibility for the operation of the club Calls and presides at all meetings Reviews and approves all financial activity Maintains complete and up-to-date files

Vice President

Perform the duties of President in his/her absence or inability to serve Other duties as needed Coordinates efforts to recruit new members Works closely with Treasurer and President to plan club events and fundraising activities Attends Club Congress Meetings

Treasurer

Be responsible for the general supervision of the finances of the club Be responsible for the preparation of a budget Maintain up-to-date financial records Give a financial report at each meeting Processes all financial forms needed by the college to expend club funds and pay club bills Submit original receipts with appropriate forms to the SGOC (make copies for club records)

Secretary

Keep an up-to-date membership roster Keep full minutes of all meetings and record all action taken by the club Maintain a complete file which includes minutes, copies of all contracts, current correspondence Be responsible for all official club correspondence Works closely with President, Vice President, and Treasurer to plan club events and fundraising activities.

Additional Suggestions

Congressperson, Program Director, Public Relations Manager

Constitution or Other Additional Help

If you need help with meeting structure, or would like to create a constitution for your club/organization, please contact the SGOC VP of Student Life.

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Responsibilities of Club Advisors

It is a compliment to be asked to serve as an advisor. It is also a significant responsibility. Advisors act on behalf of the College in the event of an accident, injury, or disciplinary situation. Club advisors must be Olympic College employees (faculty, staff, or administrators). OC students are not allowed to serve as club advisors. The role of the advisor is based upon the nature and type of activities specific to each student organization and thus varies significantly according to the style demanded by individual student clubs. However, the specific responsibilities performed by each advisor are similar. Advisors are not expected to perform the duties/tasks of clubs; rather, they are encouragers, resource referral agents, guides, and mentors. Advisors are also expected to be aware of club events and issues and intervene as needed in conflict situations, miscommunications, etc.

Interest and Familiarity: Be thoroughly familiar with the nature and objectives of the club. Read the Club Handbook and be familiar with the policies and procedures described in it. Attend club meetings regularly. Take an active part in forming club policies and procedures of operation. Support the mission and focus of the student club on campus.

Review and Monitor Expenditures: Assure sound financial and business practices that comply with state and college policies regarding expenditures of club funds. Sign all paperwork for expenditures. The Associate Dean of Student Leadership and Success will not approve financial forms without the signatures of the club advisor and club president. Abide by Spending Club Money and Approved Use of Club Funds requirements. Call the SGOC office regarding financial transactions, fundraising, and other funding questions. Funds will be deducted from the next year’s allocation for clubs that exceed their budget limit.

Monitor Record Keeping: Monitor good record keeping of all club events, meetings, and plans.

Club Activities: Attend all club organized trips and large events – or make arrangements for another faculty/staff member to attend if you are unable to participate. An official Olympic College staff member must be present for liability purposes. Advisors, or their OC staff employee designee, must drive the Olympic College van if it is used for a club activity.

Student Conduct: Be aware of the expectations set forth in the Student Rights and Responsibilities Code, especially in regard to the prohibited use of alcohol and narcotic substances at college sponsored events. Report any violations to the SGOC office and the Associate Dean of Student Leadership and Success.

Resource/Liaison: Be a resource person for the club. Serve as a liaison with other campus offices and staff. Please notify the SGOC VP of Student Life of any changes in the club officers or advisor.

Teamwork/Guidance: Encourage teamwork within the group and provide guidance in decision-making, trust building, and goal accomplishment.

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APPENDIX

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Center of Student Life

Faviola Barbosa Associate Dean of Student Leadership & Success BSC 115 360-475-7443

Student Activity BSC 116 360-475-7453Coordinators StudentOrganizer@olympic.edu

Student Government of Olympic College SGOC@olympic.edu

Drayton Jackson President BSC 118 360-475-7292

Nic Shakley Executive Vice President BSC 118 360-475-7294

L’Marie Davis Vice President of Student Life BSC 118 360-475-7291

Stephen Lavoie Vice President of Finances BSC 118 360-475-7293

Christopher Longmire Vice President of Diversity & Equity BSC 118 360-475-7296

Anthony Miller Vice President of Public Relations BSC 118 360-475-7295

TBD Vice President of Poulsbo OCP Std. Svcs. Office 360-394-2780

Susan Ronald Vice President of Shelton OC Shelton, 2nd floor 360-432-5415

Julie Hill SGOC Office Assistant BSC 113 360-473-2851

Other People or Departments You May Need to Contact

Barry Janusch Director, Bremer Student Center BSC 111 360-475-7458bjanusch@olympic.edu

TBD Director, Campus Safety & Security HSS 1st Floor 360-475-7800

Deanne Kupietz Cashier’s Office HSS 1st Floor 360-475-7467dkuptiez@olympic.edu

Catering Services Catering & Food Services BSC Cafeteria 360-475-7577

Custodial Services Clean up assistance Facilities 360-475-7819

Media Services Audio/Video Equipment Library 118 360-475-7773mediaequipment@olympic.edu

The Olympian Newspaper Advertisements/Story Ideas TEC 101 360-475-7693olyeditor@olympic.edu

Room Scheduling (Candace Alvarez) Room Scheduling, outside the BSC FSB 209 360-475-7809roomscheduling@olympic.edu

(Fax Number: 360-475-7454 (for official club business only – see SGOC Office Assistant for outgoing fax use)

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Support Services for Clubs

The following services and resources exist to assist club leaders:

Office/Event Supplies:Basic office and event supplies (pens, markers, butcher paper) are available in the Club’s Meeting Room (BSC 122). These supplies are open for student and club use. Please check out items like tables and chairs through the SGOC office. Please return unused items in a clean and orderly fashion.

Office Space Clubs can use the Student Multipurpose Room (BSC 122) in the Bremer Student Center. This space is available for student use. Reservation of the room is required to allow all students a chance to utilize the room.

Copying and PrintingLarge copy requests (over 30 copies) must be approved by the SGOC VP of Student Life. Once approved, the request will be sent to the duplicating services office by the VP of Student Life. This will be charged to your club’s budget. This service may take up to 2-3 working days. You will be informed through your student email when your materials are ready for pick-up in BSC 118.

Fax ServicesThe SGOC office has a fax machine for students and student clubs. If you need to have something faxed, please stop by and ask someone in the SGOC office to assist you. You may only send and receive official club business documents with the Olympic College fax machine.

Room ReservationsStudent clubs may use Olympic College classrooms and conference rooms at no charge. For the Student Multipurpose Room (BSC 122): sign up is located in BSC 118For any space reservation: Contact Candace Alvarez at roomscheduling@olympic.edu For Reservation of the Gym, Contact Deb Montez at dmontez@olympic.edu. An advisor MUST make the request and be present for use of the gym. *See also Event Set-up/Clean-up Guidelines

Budget ManagementAll club funds are managed by the SGOC Vice President of Finances and the SGOC Vice President of Student Life. They are available to answer any questions you may have regarding club finances.

Consultation ServicesThe SGOC office is available to provide club leaders and advisors with event planning advice, advertising and fundraising ideas. Pre-made Event planning folders are available upon request in the SGOC office (BSC 118).

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Club Quarterly Update Form

Name of Club: Quarter/Year:

Club Advisor: Email:

Club President: Phone: ( )

OC Student E-Mail Address: Other E-mail Address:

Club Congress Representative: Phone: ( )

OC Student E-Mail Address: Other E-mail Address:

Club Directory: The SGOC VP of Student Life will post in OrgSync, a directory of student clubs for potential members seeking to contact student clubs.

Club President: I consent to having my email address listed in the online directory (initial in the space below):

___________________________ Your OC student e-mail address for the Clubs website (This will be an @inst.oc.ctc.edu email address.)

Club Meeting Information: (so interested students can find you)

(Please circle) S M T W T F S Time: Location:

Activities - Past QuarterPlease list activities and events which have been presented by the organization during the past quarter.

Activities - Upcoming QuarterPlease list activities and events which you hope to present during the upcoming quarter (please include dates if possible)

___________________________________________

I have read the entire SGOC Constitution and Bylaws for complete understanding of SGOC functions. I will be held responsible for any information presented in the SGOC Constitution and the Club Handbook.

Signed: Club Representative Date Club Advisor Date

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Fundraising Request FormSGOC Office

This form MUST be completed with all necessary signatures and submitted to the SGOC office AT LEAST THREE WEEKS prior to the start of your fundraising campaign.

Club/Organization Information

Club/Organization Name: ______

Student Contact: Contact Information:

Email address: Club Account Number: 522-264-______________

Advisor Name: Contact: ______

Event/Fundraiser Information

Event Title: Location: ______

Start Date & Time: __ End Date & Time:

Description of Event:_______________________________________________________________________

Ticket/Item cost: General Public: $________ Faculty/Staff: $__________ Student: $_________

Financial Information

Estimated Income: __ - Estimated Expenses: __ = Estimated Profit:_

Will you need petty cash and a cash box to start your event?_________ How much? ________

What will club do with any profits generated?__________________________________________________

How will this fundraising activity be tracked/recorded? __________________________________________ ______ Club President Signature: Date:

Club Advisor Signature: Date:

Dean of Student Development Approval: Date:

Finance Officer’s Approval: _________________________________________________ Date: _________________

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To Request SGOC Club funds, please complete this form and submit to the SGOC VP for Student Life, BSC 118 at least three

weeks prior to the date of your event.

Questions? Contact SGOC at 360-475-7290, BSC 118

FOR OFFICIAL USE ONLY:

FEE CODE: _________________

CHANGE FUND: _______AMOUNT:______

Club Fund Request Form

Club name: _______________________________________ Date:________________

Representative Name: ________________________ Contact phone/email: Club Advisor:____________________________________ Phone/Email:

Event Title: _____________________________________ Event Date/Time:

Please give a brief description of your event and its purpose for serving the Olympic College Student Body:

____________________________________________________________________________________________

____________________________________________________________________________________________

____________________________________________________________________________________________

____________________________________________________________________________________________

____________________________________________________________________________________________

Please give an itemized list of required items/estimated cost (i.e.: decorations, food, rental cost, supplies, etc.)

Decorations: $ ________.______ Other ______________: $________._______

Publicity: $ ________.______ Other______________: $________.________

Food: $________._______ Other ______________: $________.________

Rental: $________._______ Other ______________: $________.________

Performer: $________._______

Total Estimate: $__________.______

Total Amount Requested: $_________._______

________________________________________ ______________________________________Club Representative Date Club Advisor Date

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Deposit Slips

DEPOSIT SLIP Date:____________

DEPOSIT SLIP Date:____________

DEPOSIT SLIP Date:____________

           

Currency Dollars Cents Currency Dollars Cents Currency Dollars Cents

100's     100's     100's    

50's     50's     50's    

20's     20's     20's    

10's     10's     10's    

5's     5's     5's    

1's     1's     1's    

Checks     Checks     Checks    

                 

                 

                 

                 

                 

Coins     Coins     Coins    

Dollars     Dollars     Dollars    

Halves     Halves     Halves    

Quarters     Quarters     Quarters    

Dimes     Dimes     Dimes    

Nickels     Nickels     Nickels    

Pennies     Pennies     Pennies    

TOTAL     TOTAL     TOTAL    

           

Account#: 522-264-   Account#: 522-264-   Account#: 522-264-  

Club:     Club:     Club:    

Advisor:     Advisor:     Advisor:    

Event:     Event:     Event:    

Ticket Start #:   Ticket Start #:   Ticket Start #:  

Ticket End #:   Ticket End #:   Ticket End #:  

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Total Amount Rewarded: $________._____ Authorization Signature: ____________________

Tangible Items Sale Log

39

Name of Item Quantity of Item Cost of Item Total Amt Collected (Quantity X Cost)

Collected by (Name/Signature)

TOTAL

Date(s) of Fundraiser____________________________ Email____________________________________

Date __________________ Club/Organization Name ___________________________________________

Club/Organization Advisor Name ___________________________________________________________

Advisor Signature _______________________________________________________________________

AT END OF EVENT, BRING FORM WITH REVENUE COLLECTED TO THE SGOC OFFICEFOR RECONCILIATION

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Donated Items Log Sheet

Club Name_____________________________________________________________________________

Fundraising Event: _____________________________________________________________________

Quarter/Year: ______________________ Start Date of Fundraising Event: _______________End Date of Fundraising Event: ________________

Club Advisor: ________________________________ Club Budget Number: _522-264-__________Phone: ______________________________________

Detail of Donated Items: Receipt # Disbursed to:

Return original to: SGOC Office (BSC 118)

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522 Travel Form

Form A 19-TVL

522 TRAVEL No:STATE OF WASHINGTON

TRAVEL VOUCHER

CLUB/TEAM/PROGRAM: ADVISOR/COACH:

PURPOSE OF TRIP: TELEPHONE:

LOCATION: DATE(S):

 ***LIST OF ALL ATTENDEES MUST BE ATTACHED***

A/P INFORMATION:

DESCRIPTION AMOUNTPAID CK #

CK DATE

ADVANCE MONEY:

   PAY TO:  

 HAND

CARRY/MAIL    REGISTRATION:

    

PAY TO:     

 HAND

CARRY/MAIL    LODGING:

   CONFIRMATION

NUMBER(S):  

PAY TO:  OTHER:

    

PAY TO:  

 

 HAND

CARRY/MAIL    TRANSPORTATON:      AIR:      BUDGET:      ENTERPRISE:      VOYAGER:      FERRY:      OTHER:    

ACCOUNT CODE    TRANS

  FUND APPRO PROGRAM SUBOBJ SS OBJ     AMOUNTTRAN #

  522 264                                     Prepared By:                  Prepared By:Date: Pymt Authorized By: (SEE ATTACHED VOUCHER)OUT OF STATE AUTHORIZATION: VICE PRESIDENT'S SIGNATURE (SEE ATTACHED VOUCHER) not for Cities/Counties with contiguous borders with Washington Date:

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FIELD TRIP AUTHORIZATION FORM Turn Original in to Dean of Student Development for approval. Keep copy with advisor on trip, and then turn copy back in with

fund receipt signatures to the Dean within 48 hours of return (or next business day).

Instructor/Advisor NameDate of Field TripDeparture Date/TimeReturn Date/TimeVehicle(s) RequestedDriver(s) Name and License #

Destination(s)

Purpose of Field Trip

Have assumption of risk forms been obtained for all participants? Yes No

If participant is under 18, has parent/guardian permission been obtained? Yes No

Field Trip ParticipantsList everyone who will be participating in the field

trip. (Instructor(s), students, chaperones, others)Participant Name Student ID # Emergency Phone

Contact & Phone #Signature verifying receipt of

fundsDate

received1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

11.

12.

13.

14.

15.

If additional room is needed please continue participant list on the back.

Instructor/Advisor Signature Club/Department Date

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ASSUMPTION OF RISK STATEMENT AND RELEASE

I, (please print name) , a student at Olympic College, hereby acknowledge and certify the following:I am voluntarily choosing to participate in the activity organized and operated by the_____________________________________________, for/to:____________________________________________________________________________________________________________

1. I, __________________________________________accept full personal responsibility for my own actions and conduct in this activity, including making sure that I know (a) all of the risks and dangers that I may encounter in this activity, and (b) how to exercise reasonable care to avoid or minimize those risks and dangers.

2. I agree to conduct myself in accordance with Olympic’s code of student conduct, including its rules on Student Rights and Responsibilities under the Washington Administrative Code, Chapter 132C-120.  

3. I understand that I am not permitted to use, and I specifically declare and agree that I will not use, any alcohol or illegal drugs in conjunction with this activity. Nor will I buy, sell, or distribute alcohol or illegal drugs during this time, nor use state resources to do so.

4. I certify that I am in good health and have no physical, medical, mental, or emotional impairments, conditions, or concerns that might jeopardize or affect my safety, or the safety of others, related to my participation in this activity.

5. I understand that there are certain risks and dangers associated with my participation in this activity, including but not limited to: death, fire, injury, property damage, illnesses and accidents. I hereby voluntarily accept and choose to encounter these and all other risks and dangers arising from or associated with my participation in this activity.

6. I understand neither the college nor any of its agents or employees may serve as guardians or insurers of my safety. I further understand that the college does not provide any special insurance for my protection, and that it is my responsibility to obtain any appropriate insurance.

7. I understand that if I drive my own motor vehicle or otherwise arrange my own transportation to, during, or from the activity, I am responsible for myself, my own safety, the safety of my passengers, and the security of my vehicle. By signing this, I also acknowledge that I have a valid driver’s license and that my vehicle is insured in accordance with state law. The college does not pay for any damages or injury suffered in the course of traveling in private vehicle.

8. I understand and agree that neither the College nor any College personnel may be held liable in any way for any occurrence in connection with the activity named above.. I hereby release and hold harmless the College, its officers, directors, employees, instructors, sponsors, and agents from any and all liability for injury to my person or property, whether foreseen or unforeseen caused in any manner by my participation in the activity.

In case of emergency, I request that the college contact:

Name:

Address:

Phone #: Cell #

I certify that I am at least eighteen (18) years of age and am legally competent to sign this Acknowledgement and Consent. Alternatively, if I am under age 18, a parent or legal guardian must also signI HAVE READ, A AND UNDERSTAND THE TERMS HEREIN AND FURTHER UNDERSTAND THAT THE TERMS ARE CONTRACTUAL AND NOT A MERE RECITAL. I AM SIGNING THIS STATEMENT AND RELEASE VOLUNTARILY. I KNOWLINGLY ACCEPT AND CHOOSE TO ENCOUNTER ALL RISKS ASSOCIATED WITH MY PARTICIPATION IN THIS ACTIVITY. IN THE EVENT OF AN EMERGENCY, I HEREBY GIVE AUTHORIZATION TO OLYMPIC COLLEGE TO SEEK MEDICAL TREATMENT FOR ME.

I certify under penalty of perjury under the laws of the State of Washington that the foregoing is true and correct:

(Date and Place) (Student’s Signature)

If the Student is under eighteen (18) years of age, I make the same certification on behalf of the Student and myself. In the event of an emergency, every effort will be made to contact a parent or emergency contact. If no contact can be made, I hereby give authorization to Olympic College to seek medical treatment for my child or myself.

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STUDENT CONDUCT AT OLYMPIC COLLEGE FUNDED ACTIVITIES

BOTH ON AND OFF CAMPUS

Olympic College Code of Student Rights and Responsibilities:

As a student at OLYMPIC COLLEGE, you are expected to abide by the OC Student Conduct Code, WAC 132C-120 OLYMPIC COLLEGE – 1985. The code details expectations for the conduct of OC students to promote a healthy and respectful learning environment for all. These policies apply at any college activity, including conferences. Student Conduct expectations are in place from departure until return, including leisure time at the conference. A copy of the entire code is available in three locations: the Student Programs office in the Bremer Student Center, the office of the Vice President of Student Services, and in the Student Handbook on the OC website (http://www.oc.ctc.edu).

Controlled Substances:

Any student using, possessing, being demonstrably under the influence of, or selling any narcotic or controlled substances shall be subject to disciplinary action – except when the use or possession of a drug is specifically prescribed as medication by an authorized medical doctor or dentist.

Alcoholic Beverages:

Any student possessing, consuming, or being demonstrably under the influence of any form of alcoholic beverage on College property shall be subject to disciplinary action—with the exception of sanctioned events approved by the Vice President of Student Services or his/her designee(s), and in compliance with the Alcoholic Beverage Use Policy of the College and other state law.

College facilities shall include any rented or leased facilities or vehicles that have been secured for special programs, such as conferences, retreats, and small or large group programs by the college in which state monies have been used.

Travel outside of the United States and Canada has not been authorized by OLYMPIC COLLEGE. Out-of-state travel authorization must be obtained from the Olympic College President or his/her designee(s) before such a trip can begin.

I understand and have read the above information.

____________________________________________________________________________________________________Signature (name) Date

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Bremer Student Center ~ 1600 Chester Ave., ~ Bremerton, WA 98337Tel: 360.475.7450 Fax: 360.475.7454

BREMER STUDENT CENTER SPACE RESERVATION REQUEST(for OC departments and programs only)

Must be submitted at least ONE WEEK prior to the event. No events are guaranteed unless approved and signed by the Bremer Student Center staff.

Days/Dates of Event:____________________________________________________________

Event Title:____________________________________________________________________

Start Time:__________ End Time:___________ Space/Room:__________________

Requesting Organization:_________________________________________________________

Point of Contact:_______________________________ Phone:________________________

Email:________________________________________________________________________

Guests Expected:_______________ Food Service:____________ Music:__________________

Setup/Special Instructions:________________________________________________________

_____________________________________________________________________________

_____________________________________________________________________________

(Specific setup instructions need to be confirmed ONE WEEK prior to the event – NO EXCEPTIONS – include diagrams if necessary. Any microphone requests also need to be included.)

_____________________________________ Authorization: (Bremer Student Center)

** Note: Your event is not approved until you receive signed authorization from the Bremer Student Center staff.Date Request Received:_____________________

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Event Post Evaluation

What was the purpose of this event? __________________ Was the purpose of the event achieved? If no, why? If yes, how? __________________

How many people attended this event? ______

Overall rating of the event’s publicity and promotion:poor fair good excellent

What type of promotion was done? (**Please include any printed materials in the event file)Poster Flyer Table Tent Press Release On-campus Newspaper________ Off –campus Newspaper ________ Email to staff/faculty______________Other (describe) __________________ Recommendations: _________________ ___________________________________________________________________________________

Overall rating of the event’s food/refreshments:poor fair good excellent

What type of refreshments, if any? (Please be specific) ______ Recommendations? ______ __________________

Overall rating of the event’s decorations:poor fair good excellent

What types of decorations were used? (Please be specific)________________________________________________________________________________________________________________________________________________________________________Recommendations? ____________

Overall rating of the event’s staging/set-up: (Please include map of set-up in event file)47 | C l u b H a n d b o o k

Event:

Coordinator:

Date of Event:

poor fair good excellent

What type of set-up was done? (Please be specific) ____________ Recommendations? ____________

Overall rating of the event’s Media Services and/or AV equipment:poor fair good excellent

What type of Audio/Visual Equipment was used? (Please be specific)Microphone/speakers Computer Overhead Video camera TV/VCR Other (describe) ______ Recommendations? __________________

Overall rating of the Performer:poor fair good excellent

Brief Description of type of Performer ____________ Recommendations? ____________

Overall rating of the audience’s response to the event:(If written evaluation done, list audience comments here)poor fair good excellent

Comments: __________________

Overall rating of this event by yourself:poor fair good excellent

Comments: __________________

Would you recommend doing this event again?:Next quarter Next year Other (describe) __________________

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PREAPPROVAL OF MEALS WITH MEETINGS

Per RCW 43.03.050(3), the allowable cost of meals is authorized when the agency requires a person to attend a meeting where business meals are served and where all five conditions are met:

The purpose of the meeting is to conduct official state business or to provide training to state employees; AND The meals are an integral part of the business meeting or training session; AND The meeting or training session takes place away from the employee’s or official’s regular workplace; AND The agency obtains a receipt for the actual cost of the meals with meetings; AND An authorized designee approves payment for meals in advance of the meeting by defining in the agency internal

policies and procedures for those meetings where attendance by agency employee(s) and reimbursement for the meals is advantageous to the state.

Pre-Approval:

Training/Official State Business to be provided (indicate club/program and type of training):

Number of participants attending meeting/training:

Place of meeting/training (must not be employee’s regular workplace):

Please specify the advantage to the state:

I hereby certify that the purpose of the meeting/training is to conduct official state business and that meals are an integral part of the meeting/training. I authorize payment for meals in advance and certify that the internal policies and procedures for the meeting/training are advantageous to the state:

________________________________________ __________________________Printed Name/Title Date

SGOC Club Advisor Signature

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Club Purchase Requisition Form

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Date:______________________________________________

Name:____________________________________________

Phone#:__________________________________________

Club:______________________________________________

____________________________________________________

Budget Code:____________________________________

CC#:_______________________________________________

Advisor:__________________________________________

#1 Brief Description & Purpose of

Purchas

e:____________________________________

______________________________________

______________________________________

________________________________ #2

Brief Description & Purpose of

Please attach all receipts and or invoices, for

multiple receipts and or invoices indicate #’s

Template for Room Reservations on Campus *Include all info from this form in an email request*

Form completed by: _________________

Date(s) of event: ________________________________________Time(s) of event: ________________________________________Room requested: ________________________________________

Intended use: Presentation __ Documentary __ Meeting __ Forum __ Workshop __

Resource Fair __ Social __

List details/description of your event below:________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

If showing a documentary, you will need the following(check one): Copy of Public Viewing License __ Receipt of Purchased Public Viewing License __Written Permission from Organization for Public Screening __

YouTube Public Screening Correspondence Request __

*Documentary viewing license/permission MUST be attached to request*

Template for Room Reservations on Campus

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