Palomar College / Office of Student Affairs / Room: SU-201
Club Information Packet
2017-2018
Staff:
Marilyn Lunde, Administrative Specialist II: 760-744-1150 x. 2594 or
Student Activities Coordinator: 760-744-1150 x. 7509
Detailed campus club information, college policies and procedures can be found in the “Club Guide Book” under the Club Information tab on the OSA webpage: http://www2.palomar.edu/pages/studentaffairs/.
Clubs must also follow all Palomar College Governing Board Policies & Procedures:
http://www.palomar.edu/gb/Web%20Pages/PoliciesAndProcedures.html.
Week of Welcome Event / Resource Fair (Formerly Discover Palomar)- This event is held the first two days of the fall and spring semesters. Set up your club table/booth and engage with other Palomar students to let them know about your club and what it has to offer. To participate in this event, you must contact/RSVP with theOffice of Student Affairs
Monday & Tuesday, August 21 & 22, 2017 / 9:00-2:00pm / SU Quad
Monday & Tuesday, January 29 & 30, 2018 / 9:00-2:00pm / SU Quad
Club Rush- This event is held in the first few weeks of the fall and spring semesters, in order to help your clubs recruit new student members. Set up your club table/booth and engage with other Palomar students to let them know about your club and what it has to offer. To participate in this event, you must contact/RSVP with the ICC Chairperson or Office of Student Affairs.
Tuesday & Wednesday, September 1213, 2017 / 10:00-1:00pm / SU Quad
Tuesday & Wednesday, February 13 & 14, 2018 / 10:00-1:00pm / SU Quad
Club Officer Training – This sessionis open to all new and returning club leaders and members, as well as ICC representatives. Come learn about all of the ins and outs of being part of a campus club and get the details on new information for the year!
Fall Sessions
Thursday, September 21, 2017 / 12:00-2:00 / SU-204
Spring Session
Thursday, February 22, 2018/ 12:00-2:00 / SU-204
Club Advisor Workshop: Orientation & Training – Is your club planning a campus event? Do you have questions about the role of the advisor? Need updates on district policies & procedures? Are you curious about what the ICC is doing?
Tuesday, Sept. 26, 2017 / 3:00-4:30pm / SU-204
Wednesday, Feb. 28, 2018/ 3:00-4:30pm / SU-204
If you cannot attend the Club Advisor Workshops listed, please feel free to set an individual meeting with the Office of Student Affairs. We look forward to working with you and your student group!
Important Clery Act Information: Due to your role as an advisor of a recognized student organization,you are considered a “Campus Security Authority” for the College. As such, you shall immediately reportany crimes that you are made aware of to the Palomar College Police Department.All Advisors must complete the Clery Act Training each calendar year to stay current. Please make an appointment to see Karen Boguta-Reeve in the Campus Police Department for training: or x. 3977
Campus Wide (C/W) Days
Campus Wide or C/W Days have been scheduled to coincide with the Club Rush events on September 12th13th, 2017February 13th14th, 2018. These two events allow the current campus clubs to fundraise by bringing outside food onto campus to sell at their club booth. Strict guidelines are set to be in compliance with the California Homemade Food Act – AB 1616 or Cottage Law. Therefore, only pre-packaged, store purchaseditems will be allowed by clubs on C/W Days. Clubs must turn in a C/W Day Food Request Application (attached to this packet) to the OSA (SU-201)and items listed must be approved, no later than 7 days priorto the C/W Day event.Items must be served at room temperature; therefore, no cold or hot items will be allowed.For more information about the Cottage Law, please reference: http://leginfo.legislature.ca.gov/faces/billNavClient.xhtml?bill_id=201120120AB1616.
Inter-Club Council (ICC)
The first ICC meeting of the fall semester will be on Friday, September 1, 2017, from 9:00am-10:00am, in the Diversity Room, SU-204. Please make sure to designate an ICC rep in your club, to attend the weekly ICC meetings and inform and update your club on other campus clubs and activities. Active clubs may be eligible for ICC points for various activities throughout the year, which can turn into $$ for your club at the end of the year as well as club storage in SU 18.
It’s worth it to get involved! ICC points may only be earned after your club is reinstated.
ICC Meetings / Fridays / 9:00am-10:00am / SU-204
http://www2.palomar.edu/pages/studentaffairs/.
Fall 2016Spring 2017
September 1February 9
September 8February 16 (Holiday)
September 15February 23
September 22March 2
September 29March 9
October 6March 16
October 13March 23
October 20March 30 (Spring Break)
October 27 April 6
November 3April 13
November 10(Holiday)April 20
November 17April 27
November 24(Holiday)May 4
December 1
General Club Meeting Rules
As per the Bylaws of the Associated Student Government of Palomar College, Article XV-Inter-Club Council of Palomar College (ICC), Section 6-General Rules, Clause I: The ICC is a subsidiary of the Associated Student Government.
- The ICC shall be held to the same rules and regulations of business as set forth in these Bylaws, with particular note to the provisions required by Sections 54950-54963 of the California Government Code.
Amendments to the Brown Act,effective January 1, 2014:
SB-751-Reporting of Each Member’s Vote
SB 751 amends the California Open Meeting Law (Brown Act) to require the votes (or abstentions) of each member of a board under the Brown Act to be reported publicly (and in the minutes). The total of ‘ayes’ and ‘noes’ no longer provides enough public transparency.
The transparency is necessary at the meeting in front of the public, as well as in the minutes for future access by the public. This reporting is similar to that which is already required of closed sessions and teleconference meetings when such are authorized.
The wording of the SB 751 amendment is as follows:
“54953 (c)(2) The legislative body of a local agency shall publicly report any action taken and the vote or abstention on that action of each member present for the action.”
Other Information:
Associated Student Government (ASG) / SU-102 & SU-104
The first meeting of the ASG will be Friday, August 25, 2017, 10:15am-12:15pm, in the Diversity Room, SU-204. The weekly meeting is open to the public. Clubs must request an agenda item for any requests (ex. monetary requests, use of the Student Union) by 6:00 pm, Wednesday, the week prior to the meeting they wish to speak at, by emailing the ASG President. ASG Meetings are held on Fridays in SU 204 from 10:15 am -12:15 pm (http://www2.palomar.edu/asg/
Club Mailboxes / SU-201
After a club has successfully reinstated, that club will receive a confirmation email and be issued a mailbox in the OSA, in SU-201. Please check your club mailbox at least twice each week, if not more often, to receive information in a timely manner. Invitations and information about campus events, club account information, announcements etc. will be posted in each club mailbox throughout the semester. Make sure to report to your club about all items in your mailbox during your club meetings, to keep everyone in the loop.
Club Updates
If your club makes any changes with meeting days, times, rooms, advisors, executive officers, websites, contact information, constitutions, etc. please contact the Office of Student Affairs ASAP so that we may update the club information in all appropriate forms.
Student Activity Cards / SU-202
In order to get a Palomar College Student Activity Card, students must be physically enrolled in class/es (credit class or non-credit ESL class) for the term they want the card and purchase the card prior to receiving it. Students can pay online through their eServices account or at the Cashier’s Office. Students must then come to the Student Activities Office, SU-202, with their student I.D. number, to have their picture taken and card issued. Students with current Student Activity Cards have access to several benefits and discounts on and off campus. To see a full listing of discounts and benefits, please stop in SU-202 for the campus events/benefit sheet.
SEAL Center / SU-19
The Success, Equity, Advocacy & Leadership (SEAL) Center is located inSU-19, on the back side of the Student Union complex. All student clubs/organizations recognized by the Office of Student Affairs will have access to work stations, computers, printing, scanning in the SEAL Center. Various leadership and student equity workshops will be offered over the course of each year, to attract students to get involved on campus.All club members are welcome to use the SEAL Center in accordance with the SEAL Center rules (attached to this packet.) Only club members may use the computers and print up to 10 pages per day in the SEAL Center with a current Student Activity Card. No exceptions will be made.
Student Activities Calendar
A copy of the Student Activities Calendar is available in the Office of Student Affairs (SU-201), the Student Activities Office (SU-202) and the SEAL Center (SU-19).
Please note that changes may occur throughout the semester to the calendar. The Student Activities Calendar can also be found online on the Student Affairs webpage. This calendar does not include individual club events, or all events on campus.
The Office of Student Affairs looks forward to working with you and your club this year! If you have any questions, please feel free to stop in the office in SU-201.
ICC Points
During the year, the Inter-Club Council approves specific points to be earned at ICC weekly meetings and on-campus events. The ICC confirms club participation at their weekly meetings by tracking attendance at each meeting/event, and the ICC Chairperson and Vice Chairperson are charged with keeping track of the ICC points earned for each club throughout the year. The ICC receives money each year from the ASG to distribute to clubs for their participation,at the end of the year.
In spring 2014, the ICC voted and approved to use the same distribution formula from 2013 and voted to allocate a total of $1,500 from the ICC line item in the ASG budget, to distribute to the Top Ten Clubs with the most points at the end of the year.
In spring 2015, 2016 and 2017, the ICC voted and approved to use the same distribution formula from 2014 and voted to allocate a total of $2,300 from the ICC line item in the ASG budget, to distribute to the Top Ten Clubs with the most points at the end of the year.
At the end of the spring semester, the ICC Chairperson is to turn in the distribution formula, total points for each club and Top Ten Clubs with award money totals to the OSA, so that award money can be transferred to the Top Ten Clubs financial accounts.
ICC END OF YEAR FINANCIAL DISTRIBUTION FORMULA(ICC Set
Spring 2015)
($2,300)
{Place} / {Percentage} / {Amount Earned} / ICC END OF YEAR FINANCIAL DISTRIBUTION FORMULA
(ICC Set
Spring 2016)
($2,300)
{Place} / {Percentage} / {Amount Earned}
1st / 25% / $575 / 1st / 25% / $575
2nd / 20% / $460 / 2nd / 20% / $460
3rd / 15% / $345 / 3rd / 15% / $345
4th / 10% / $230 / 4th / 10% / $230
5th / 8% / $184 / 5th / 8% / $184
6th / 7% / $161 / 6th / 7% / $161
7th / 6% / $138 / 7th / 6% / $138
8th / 4% / $92 / 8th / 4% / $92
9th / 3% / $69 / 9th / 3% / $69
10th / 2% / $46 / 10th / 2% / $46
TOP TEN CLUBS FOR 2016-2017
Circle K
Palomar Tech Club
Native American Student Alliance (NASA)
No Limits Club
Chem Club
Active Minds
M.E.Ch.A.
Woodworking Club of Palomar College
Philosophical Outsiders
Geo-Science Connection
Club Finances (Accounts, Deposits & Expenditures)
After clubs are started, a financial account is created for the club, through the Office of Student Affairs and channeled through Finance & Administrative Services on campus. Students may obtain their club account balance throughout the semester with the OSA. Any monies that the club fundraises or collects through donations, etc. will need to be deposited in their club account for club use, immediately. Club members may bring the monies directly to the OSA, to be deposited with Fiscal Services on campus.
Clubs may use their club monies in various ways, but there are several guidelines to follow in order to do so. If clubs would like to use money from their club account for any reason, the club must agree with at least a majority vote, during a club business meeting and specific information must be included in the motion/amendment (i.e. up to how much money, for what specifically, for when, etc.) Clubs must have enough money in the club account in order to spend or be reimbursed for any expenditures. Clubs must also plan in advance for expenditures and/or reimbursements. Club members/advisors will not be reimbursed for expenditures unless they have been pre-approved in a club business meeting, prior to the event.
Example-Will Be Reimbursed:
M/S/C (Bueller/Smith) move to allocate up to $50 from our club account, to buy candy and decorations for the club booth for the Club Rush event on Thursday, September 8th & 9th, 2015.
Example-Will Not Be Reimbursed:
M/S/C (Bueller/Smith) We agree to buy candy for the event.
A set of approved minutes from the club meeting will be necessary for using club monies or reimbursing a club member/advisor. Club members/advisors will not receive upfront money. The following documents are required for all reimbursements and must be turned into the Office of Student Affairs:
- Requisition Form (Copies available in the OSA / Form must be filled out by club member requesting reimbursement.)
- Club Minutes (Approved set stating the expenditures that have been approved.)
- Original Receipts (An original, itemized receipt with all items to be reimbursed, must be listed. Please make every effort to separate club items from your personal items. Any receipts that include alcohol purchases cannot be submitted. If you are purchasing items for your club with a credit/debit card, your name (club member/advisor) must be on the card used, in order to be reimbursed.)
Please make every effort to turn in all reimbursement paperwork to the OSA within 30 days of the purchase, in order to be reimbursed and to help keep your club account up-to-date. If all reimbursement paperwork is correct and turned in by Monday, a check may be cut within the next two weeks, and ready to be picked up in the OSA.
Please see the Office of Student Affairs for all updated information about club finances.
Fiscal Services information can be found on their webpage:
http://www.palomar.edu/fiscal_services/index.html.
Created: 8.7.13
OFFICE OF STUDENT AFFAIRS
Campus Wide (C/W) Day / Food Request Application
This application indicates that your club/organization intends to sell or distribute food items on campus. Campus Wide or C/W Days have been scheduled to coincide with the Club Rush events on September 6th & 7th , 2016 & February 14th & 15th, 2017. These two events allow the current campus clubs to fundraise by bringing outside food onto campus to sell at their club booth. Strict guidelines are set to be in compliance with the California Homemade Food Act – AB 1616 or Cottage Law. Therefore, beginning fall 2013, only pre-packaged, store purchased items will be allowed by clubs on C/W Days. Clubs must turn in a C/W Day Food Request Application to the OSA (SU-201), no later than 7 days prior to the C/W Day event. Items listed will need to be approved by the OSA. Please check with the OSA staff if you have questions about items that clubs are allowed to sell/distribute. Some items may not be permitted.Items must be served at room temperature; therefore, no cold or hot items will be allowed. Requests may be denied if not submitted 7 days prior to the event date.
All safety and sanitary regulations must be complied with serving/selling food on campus.
Palomar College and the Office of Student Affairs will not be held responsible for any infractions of safety or sanitary regulations.
For more information about the Cottage Law, please reference: http://leginfo.legislature.ca.gov/faces/billNavClient.xhtml?bill_id=201120120AB1616.
To be filled out by each club:
Event Request Date: ______
Club Name:______
Student Representative Name & Contact Info (Email/Phone #): ______
List all items to be sold or used as give-aways:
______
Club Advisor Signature for Approval & Date:______
Date Application Received by OSA:______OSA Approval/Date:______
Updated 5/22/2017
Success, Equity, Advocacy & Leadership (SEAL) Center Rules / 2017-2018
- Students may not use the student worker desk at any time. Only student employees of the Office of Student Affairs that are on shift are allowed at the student worker desk.
- Food and drinks are allowed in the SEAL Center. Please clean up after yourself and/or your group, in order to keep the SEAL Center clean. Repeated and/or continuing violations will result in food/drink usage privileges being revoked in the SEAL Center.
- Palomar College Standards of Student Conduct apply in the SEAL Center. Please modify your behavior accordingly or you will be asked to leave and/or potentially face disciplinary action.
- Work stations/desks will be shared by clubs with no designated space.
- All posters/flyers must be cleared through OSA before posting in the SEAL Center
- NO SMOKING-Palomar College is proud to be a smoke and tobacco free campus. See Board Policy 3570.
- Please do not play portable radios or amplified MP3 players. Keep volume down on laptop computers when watching or streaming video or DVDs.
- Chairs are to be used with all four chair legs on the ground at all times. No sitting on the desks/tables.
- For safety reasons, cords for laptop computers or wireless devices cannot block or cross public pathways, especially in front of doorways.
- Club members may use the work stations/supplies/computers & equipment/printer when available. Only club members with current student activity cards will be allowed to print up to 10 pages each day in the SEAL Center and cards will be checked. Only club business may be worked on at these work stations.
- Students are not to be in the building after regular hours without a staff member on site.
- Please clean up after yourself and return all supplies to student worker desk before you leave. Student worker office supplies may never leave the SEAL Center.
- There is a zero tolerance policy for disrespecting anyone or anything in the SEAL Center. This will be a creative, light-hearted and fun space…at all times. Please be respectful of the student worker and of others in this space. Bullying and foul language are not allowed in any form and will not be tolerated.
- Club members will need to check out and check in equipment/supplies with a legible signature.
- Clubs will be able to store supplies/equipment in storage room. The Student Worker will need to unlock storage room to allow club members access to the storage space.
- All rule violations must be directed immediately to the Office of Student Affairs. SEAL Center privileges may be lost for any individual violating the SEAL Center Rules or Student Code of Conduct.
- The SEAL Center is now available for small club meetings and must be scheduled through the Office of Student Affairs. Everyone in the SEAL Center is expected to be respectful and use good judgment when a meeting is in session.
Sandwich Board