PALOMAR COLLEGE
CLUB GUIDE
Palomar College
1140 West Mission Rd
San Marcos, CA 92069
Office of Student Affairs
Updated 7.22.14
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PALOMAR COLLEGE MISSION STATEMENT
Our mission is to provide an engaging and supportive learning environment for students of
diverse origins, experiences, needs, abilities, and goals. As a comprehensive college, we support
and encourage students who are pursuing transfer-readiness, general education, basic skills,
career and technical training, aesthetic and cultural enrichment, and lifelong education. We are
committed to promoting the learning outcomes necessary for our students, as individuals and
global citizens, to live responsibly, effectively, and creatively in an interdependent and changing
world.
INDEX
UNIT I – Office of Student Affairs
Overview of the responsibilities of the Office of Student Affairs as well
as the resources the office provides; also includes brief information
about Inter-Club Council (ICC) & Associated Student Government
(ASG).
UNIT II – Advisors
An explanation of the responsibilities of being an advisor, including
some hints on how to be successful.
UNIT III – Club Officers
Basic list of officer positions, with their responsibilities.
UNIT IV – Activities/Project/Travel Forms/CW Day Form
This section has an explanation of the various forms needed to
complete an activity, a project, or travel commitment at Palomar
College.
Further information may be obtained in the Office of Student Affairs,
SU-201.
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UNIT I- Office of Student Affairs
GENERAL INFORMATION
The Student Activities Office, under the Office of Student Affairs, supports student programming at
Palomar College which is well balanced in its scope. It provides opportunities for the personal, social,
recreational, religious, cultural, and civic development of individuals, in conjunction with and beyond
the scope of the formal educational programs. We encourage all students to become actively engaged
and participate in student activities.
The justification for these programs develops naturally from the pursuit of underlying goals. These goals
are related to maximize the development of the total individual. The strength of the activities program
rests in the fact that it affords outlets for creative self-expression in diversified interest areas and
settings for a maximum number of students.
A student activities calendar is produced for each year and is available in the Office of Student Affairs.
Programs/activities may be added to the calendar by contacting the Coordinator of Student Activities.
We welcome suggestions and assistance in producing programs/activities on campus. Present a plan and
the Office of Student Affairs and the Student Activities Coordinator will work with you to produce a
successful event.
POLICIES
The policies relating to student organizations/clubs are administered through the Office of Student
Affairs in the Student Union, room SU 201. Advisors and organization officers are responsible for
understanding and following District policies and procedures pertaining to Palomar College and the
organizations at Palomar College as well as State and Federal laws. Assistance with interpretation of the
policies and procedures can be discussed in the Office of Student Affairs, in SU 201.
SERVICES AND FACILITIES
The Office of Student Affairs, located in room SU 201, is designed to serve the students and to
coordinate organized campus activities in cooperation with all recognized student organizations. Staff
members are ready to help clubs/organizations in the development, presentation, and evaluation of
their events.
The following are available for use by all recognized student clubs/organizations:
1. Information
a. Various college brochures
b. Resource files
c. Student organizations’ files
2. Office Equipment, and Physical Facilities
a. Stapler, punch, paper cutter
b. Sidewalk easels
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c. Club/Organization Mailboxes
d. Diversity Center /Club Hub
e. Conference/Meeting Rooms
3. Publicity Services
a. Duplicating Services
b. Fax Services
c. Poster Printing
4. Publications: http://www2.palomar.edu/pages/studentaffairs/clubs/.
a. New Club Packet
b. Club Reinstatement Packet
c. Club Information Packet
d. Club Guide Book
e. Club Hub Rules
f. Student Activities Calendar (fall/spring)
g. Campus Wide (C/W) Day Form
h. Mission 2B Clean & Green Guide
i. Additional forms can also be found on the OSA website, under the “Forms” tab:
http://www2.palomar.edu/pages/studentaffairs/home/forms/.
5. Staff Advising
a. Assistance is available upon request in the areas of leadership, event programming, publicity,
and scheduling.
6. Miscellaneous Facilities and Services
a. Palomar College Activity Card (SU 202 – must be renewed each semester)
b. General Information for Campus Activities
c. Leadership Training
d. Book Lockers
e. Club Accounting Services
f. Student Grievances
g. Palomar College Tours
7. Student Activities Calendar
a. Development is completed in June & July and is available in August for the fall & spring
semesters.
b. All requests/information for the Student Activity Calendar must be submitted to the Office of
Student Affairs before the last day of the Spring Semester. All requests must have approval from
the Facilities Office, prior to submission.
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Glossary
Activity/Event– A planned event by a Palomar College club/organization. Always check with the Office
of Student Affairs to be sure you have completed the correct paperwork and have allowed enough time to
produce a successful activity.
Bulletin Boards – Bulletin Boards throughout the campus may be used to advertise an event/meeting.
Remember all flyers must be no larger than 8 ½” x 11” and all must be stamped, dated, and signed by the
Office of Student Affairs.
Campus/Wide Day (C/W Day) –Food sales are scheduled to coincide with the Club Rush event in the
fall & spring. 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 purchased items
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 and items listed must be approved, no later than 7 days prior to 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.
A club may have fundraisers that are not food related on any other day, as approved by the Office of
Student Affairs.
Diversity Room – SU 204 has been designated as the Diversity Room and is for the use of current
Palomar College Clubs and the Associated Student Government (ASG), as well as Student Activities
only. The Clubs, ASG & Student Activities may hold meetings/activities, do projects, and/or store
supplies for a short time period. The Office of Student Affairs schedules the Club Diversity Room.
Club Hub- SU-19 has been designated as the Club Hub. The top ten clubs that earned top ICC points
from the previous year have an assigned work area, access to post information above their area, white
boards in the hallway and storage space for their club materials. Clubs may decorate their space. All club
members are welcome to use the Club Hub in accordance with the Club Hub rules. Club members may
use the computers and print up to 10 pages per day with a current Student Activity Card. No exceptions
will be made. This room is staffed by student workers.
Club Reinstatement Packets – Packets may be found on the Office of Student Affairs web site under the
“Clubs” tab. All Palomar College clubs must be reinstated each semester. Reinstatement packets will be
available approximately two weeks before the beginning of each semester. Clubs must be reinstated
before they can participate in ASG/ICC events and receive any financial assistance.
Club Mailboxes – Mailboxes are in the Office of Student Affairs, SU-201 and should be checked at least
twice a week for new information. Mailboxes are used to communicate information from/to individuals,
ICC, ASG, general campus information, State and Federal information. Mailboxes are assigned after
reinstatement is approved by the OSA.
Club Table on the Quad – Clubs may request a table/booth from the Office of Student Affairs by
completing the Facilities Use Request form. Allow at least a three-four week lead time.
Duplication Services – The Office of Student Affairs (SU 201) provides duplication services at no cost
to the club. Leave your original with a duplication form attached in the Office of Student Affairs. The
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work will be completed within 24 hours. Limitations on services will vary from depending on each
request. The office cannot complete requests for on demand printing.
Electronic Message Board – The Office of Student Affairs selects the messages to run on the Electronic
Message Boards on the SU Building. Messages are changed each Thursday.
ICC – The Inter-Club Council (ICC) is a Council of the Associated Student Government. It functions as a
networking council and one representative from each approved Palomar College Club/Organization has a
vote on all issues at the ICC meetings.
ICC Meetings – All clubs have the opportunity to have a club representative at each ICC Meeting. Clubs
will participate in an exchange of ideas, networking of clubs, and planning of the campus activities.
Throughout each semester ICC offers opportunities to clubs to earn club money by participating in on
campus events.
Meeting Rooms – Rooms may be reserved on a semester basis by requesting an SU room with the OSA
or by completing a Facilities Use Request Form which can be found under the “Forms” tab on the OSA
website. All Club Facilities Use Requests are turned into the Office of Student Affairs first for processing.
Rooms are issued on a first-come, first-served basis.
Student Activity Cards – All students are encouraged to purchase their Palomar Student Activity Card.
Funds are used for student activities as well as many other opportunities listed in the pamphlet found in
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 a brochure.
OSA – Office of Student Affairs (OSA) is located in SU 201. This office oversees the SU Building, the
ASG, ICC, Campus Clubs, Campus–Wide Events/Student Activity Calendar, Student Activities Office,
Club Hub, Student Computer Lab and Commencement, and is in charge of the student grievances and
student discipline.
Sandwich Boards – The ICC has club sandwich boards that may be checked out through the Club Hub
student worker/OSA and used for advertising campus-wide activities. All information must be approved
by the Club Advisor and OSA prior to posting. Please see the ICC Sandwich Board Policy for club use of
the sign boards.
Student Activity Office – located in SU 202, the Student Activity Office creates Student Activity cards,
has information on the benefits associated with the Activity Card, can assist with club information and
campus-wide events and is staffed by student workers.
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INTER-CLUB COUNCIL (ICC)
The Inter Club Council is a Council of the Associated Student Government. It is
chaired by one of the ASG Senators who has been appointed by the ASG President
and approved by the ASG Board. The ICC Vice-Chair is elected by the ICC members
from within their membership. The ICC Vice-Chair may not represent a club. The
ICC Secretary is a member of the ICC Board. The ICC Board is made up of one
representative from each club, who is selected by their club/organization, which
must be a current, active club through the Office of Student Affairs at Palomar
College. The ICC Board meets each Tuesday, 12:30-1:30 in SU-204, during the fall
and spring semesters and follows the Brown Act and Robert’s Rules of Order for
all official ICC business.
During the meetings, each club shares information about their current activities
and meetings during their club report. The ICC Board also plans and hosts
campus-wide activities during each semester and plans their participation in the
various activities/events sponsored by the Associated Student Government (ASG)
and/or the Office of Student Affairs (OSA). As a member of the ICC, clubs are also
able to apply for the ASG Monetary Request.
During the semester, Club Officer training is provided for club officers by the OSA.
The Office of Student Affairs also offers appointments as needed with club
members, to discuss updates and training during the semester.
As an added perk, every reinstated or new club rep that attends the first four
official ICC meetings of each semester (fall/spring) can have their names placed in
a drawing for the ICC Parking Place. This is a special parking place reserved only
for our winner. No one other than the winner may park in the ICC Parking Place. If
you attend one meeting, you will have one entry; if you attend four meetings, you
will have four entries. Of course it goes without saying, one entry (member’s
name) per club/per week. It is important to attend the meetings of ICC!
If you have any questions, please contact the Office of Student Affairs, SU-201
(760-744-1150 ext. 2594)
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INTER-CLUB COUNCIL
POINTS SYSTEM
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 event/meeting, and the
ICC Chairperson and Vice Chairperson are charged with keeping track of the ICC
points earned for each club throughout the year. As you can see, attendance at
the first meeting of the fall semester is just as important as the last meeting of the
spring semester. Clubs should also keep track of their participation throughout
the year as well.
Once ICC points have been totaled at the end of the spring semester and the ICC
Top Ten List has been approved by the ICC, the ICC Chairperson is responsible for
turning in all related information (distribution formula, total points for each club
and Top Ten Clubs with award money totals) to the OSA, in order for award
monies to be transferred to the Top Ten Clubs financial accounts. All approved,
official ICC minutes for the year must also be received by the OSA, prior to award
monies being transferred to club accounts. The ICC receives money each year
from the ASG to distribute to clubs for their participation, at the end of the year.
In spring 2012, the ICC voted and approved a set distribution formula (attached)
and voted to allocate a total of $1,000 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 2013, the ICC voted and approved to use the same distribution formula
from 2012 (attached) and voted to allocate a total of $2,000 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 2014, the ICC voted and approved to use the same distribution formula
from 2013 (attached) 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.
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ICC Distribution Formulas
Formula based on $1,000 distribution amount.
ICC END OF YEAR
FINANCIAL
DISTRIBUTION
FORMULA
(ICC Set
Spring 2012)
{Percentage}
{Amount Earned}
25%
20%
15%
10%
8%
7%
6%
4%
3%
2%
$250
$200
$150
$100
$80
$70
$60
$40
$30
$20
{Place}
1st
2nd
3rd
4th
5th
6th
7th
8th
9th
10th
Formula based on $2,000 distribution amount.
ICC END OF YEAR
FINANCIAL
DISTRIBUTION
FORMULA
(ICC Set
Spring 2013)
{Percentage}
{Amount Earned}
25%
20%
15%
10%
8%
7%
6%
4%
3%
2%
$500
$400
$300
$200
$160
$140
$120
$80
$60
$40
{Place}
1st
2nd
3rd
4th
5th
6th
7th
8th
9th
10th
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Formula based on $1,500 distribution amount.
ICC END OF YEAR
FINANCIAL
DISTRIBUTION
FORMULA
(ICC Set
Spring 2014)
{Percentage}
{Amount Earned}
25%
20%
15%
10%
8%
7%
6%
4%
3%
2%
$375
$300
$225
$150
$120
$105
$90
$60
$45
$30
{Place}
1st
2nd
3rd
4th
5th
6th
7th
8th
9th
10th
***NEW***
Student Scholarships & Club Donations
All clubs need to contact the Office of Student Affairs
ASAP for new, specific guidelines regarding student
scholarships and club donations, which have recently
changed. When planning for scholarships or club
donations, your first step should be contacting the OSA,
to get the latest updates on what is allowed or not
allowed and how to go about the correct procedures.
Each scenario will be different, so please plan to discuss
in advance.
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ASG BYLAW
ARTICLE X
MONETARY REQUESTS AND ASG SPECIAL PROJECTS
It shall be the policy of the Associated Student Government to hear monetary requests from
clubs, organizations, and individuals (hereafter referred to as “club or clubs”) that have
complied with the procedures outlined in this Bylaw.
Section 1- Type of Award
Funds may be dispersed to clubs/organizations from Palomar College’s Associated
Students Trust Fund (71) and the Student Representation Fee Trust Fund (72), based on
the following:
Clause I. Awards made from the Student Representation Fee Trust Fund (72) are to be
expended by governmental affairs representatives who may be stating their
positions and viewpoints before city, county, and district governments and
before officers and agencies of the state government.
Clause II. All other awards may be made from the Associated Students Trust Fund (71). It is
the role of the ASG to approve all monetary requests and evaluate the extent
to which they will benefit the students of Palomar College District.
Section 2 - Amount of Monetary Award
Clause I. Any club requesting funds shall be required to present their current account balance
at the meeting in which the request is being made.
Clause II. No club shall receive in excess of $600 in matching funds per academic year. Any
amount over $600 must be approved by a (2/3) majority vote.
Clause III. All fund requests are subject to the availability of an excess of more $60,000 in
ASG Reserve Funds.
Clause IV. The ASG shall award no more than $6000 per semester during an academic year
in Monetary Requests.
Section 3 - Monetary Request Restrictions
Clause I. Awarded funds shall not be spent on alcohol, or other controlled
substances, or events that promote such.
Clause II. Awarded funds may be used for travel. All participants travelling on student
dollars must adhere to the Students Rights and Responsibilities found in the
Palomar College Catalog. These include Palomar District’s Drug and Alcohol
Policy, Student Behavior Rules and Regulations, and the Student Conduct
Code.
Clause III. Awarded funds may not be used for club scholarships.
Clause IV. Awarded Funds not used for travel shall be used in a way that will
promote or advance the culture, diversity or duty to community of the A.S.P.C.
on Campus or within the boundaries of the District of Palomar College.
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Section 4 - Responsibility to Match Funds
Clause I. All Clubs requesting money from the ASG shall be actively engaged in fundraising,
and shall strive to match 50% of the amount requested from the ASG.
Clause II. The body of proof of the Clubs effort to match funds provided by the ASG shall fall on
the club requesting subsequent funds.
a. Proof of the Clubs effort shall be provided by the club at the time they request
subsequent funds. Failure to present proof shall result in the denial of the request.
b. Proof of the funds raised by the club in said effort to match funds previously awarded
shall be provided by the club at the time they request subsequent funds. Failure to
present proof shall result in the denial of the request.
Clause III. A monetary request, made by a club who has failed to match 50% of requested
funds, must receive a (2/3) majority vote from the ASG in order to be approved.
Section 5 - Monetary Request Process
Clause I. Clubs requesting funds must be officially active, meaning that they have submitted
their reinstatement forms to the Office of Student Affairs.
Clause II. Active Clubs will ask to have their fund request appear on the ASG
agenda.
Clause III. The club requesting funds shall send an informed representative to attend all
meetings in which their monetary requests will be discussed by the ASG. The
representative should be prepared to answer questions concerning the purpose
of funds, the amount requested, and the club’s financial status. Incomplete
information regarding the purpose of funds, the amount requested, or the club’s
financial status, may cause the monetary request to be postponed until the
clubs can provide complete information. The club may also choose to prepare a
resolution or presentation for the ASG.
Clause IV. During the ASG general session, the Chairperson of the Inter-Club Council shall
report on the favorable or unfavorable status, and the level of participation
demonstrated by the club at campus events and ICC meetings.
Clause V. At the ASG general session, the monetary request will be treated as routine
business, and shall be approved by a majority vote, unless the club failed to
raise matching funds.
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Clause VI. Upon approval, the club will complete and submit a “Requisition for
Funds” form, which can be obtained from the Office of Student Affairs.
Clause VII. The ASG Financial Liaison will inspect the requisitions forms and ensure that
they are completed correctly. Incomplete and incorrect forms will be returned
to the Club Advisor or whoever submitted the form.
Section 6 - Disbursement of Funds
Clause I. Funds will not be disbursed to clubs for items not listed clearly in the ASG
minutes, for the meeting in which the monetary request was approved.
Clause II. Contracts and Purchase Orders shall be dispersed through the Office of
Student Affairs.
Clause III. Clubs will present a copy of the approved ASG minutes containing their monetary
request and all receipts to the Office of Student Affairs no later than 30 days
from the date of purchase. The ASG Financial Liaison will review all receipts.
Clause IV. It shall be the duty of the ASG Financial Liaison and the Office of Student Affairs
to inform the ASG President and Advisor of any discrepancies regarding the
reporting of receipts, contracts, purchase orders, and related documents.
Section 7 - Discrimination Statement
Clause I. All persons shall be considered equally before the ASG's Constitution and Bylaws.
No rights or privileges may be denied to any individual on the basis of, but not
limited to, race, color, gender, ethnicity, marital or parental status, disabilities,
age, religion, political affiliation, status as a veteran, or sexual orientation. In
addition, the ASG shall not take any action to favor or disfavor any human
being.
Section 8 – ASG Special Projects
Clause I. The ASG may use ASG Funds to fund Special Projects approved by a 2/3
majority vote of the Board.
a. No more than $6000 per semester in an academic year shall be used for
Special Projects.
a. Funds for Special Projects shall come from ASG Reserve Funds provided
there is an excess of $60,000 in ASG Reserve Funds
b. The total cost of all Special Projects shall not cause ASG Reserve Funds
to drop below $60,000.
Section 9 – Ownership
Clause I. Any item or device that has been purchased by the ASG or ICC, is owned by
the ASG.
Section 10 – Check in/out of items
Clause I. All items that are owned by the ASG, but are used by the clubs will be stored in
the Club Hub.
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Clause II. Once an item(s) is checked out of the club hub, that person and club will be
responsible for returning the item(s) by no later than 7 days from the check-out date.
a. It will be the responsibility of the person who last checked an item out to
return it.
b. That person takes full financial responsibility and liability for all items
checked-out.
Clause III. Once returned, the item (s) shall be checked in and verified by the Financial
Liaison.
a. The person who checked out the equipment shall still be responsible until it
has been verified by the Financial Liaison, or an executive.
b. Once it is been verified that the item (s) has been returned, financial liability
and responsibility will be released.
Clause IV. If an item has already been purchased by the ASG and a duplicate is
requested, the monetary request must go through Policies Procedures and Executive
Review Committee.
**Updated-spring 2013
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Club Websites
Palomar College offers free website hosting for all student clubs. A club officer or
advisor can request to have a new club site created by emailing Chris Norcross at
cnorcross@palomar.edu.
When requesting a new club site, specify whether you want a WordPress
enabled site or a standard site. Also, please provide a list of the club
members/advisors that will need to manage the site, (For students, include
their name and student ID number; for advisors, include their name and
Palomar email address).
An index of existing clubs with websites can be found at:
http://www2.palomar.edu/pages/studentaffairs/.
FAQ’s
What is the difference between a WordPress enabled
site and a standard site?
WordPress is software you can use to create a site quickly and easily. Very little
experience is necessary to use WordPress effectively. According to the makers of
WordPress more than 25 million websites around the world run on WordPress.
More information can be found on the WordPress website at
http://www.wordpress.org/.
A standard site requires someone with web editing software (Adobe
DreamWeaver, Microsoft Expression Web, etc.) and the skills necessary to
create and manage a website. While not as user friendly as WordPress, it does
offer complete control over every aspect of your site.
How much space is allowed for a club website?
Each club is allowed 1 GB of space on the server. If more is needed contact Chris
Norcross at cnorcross@palomar.edu.
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UNIT II – Club Advisors
As an advisor you are making a difference. It is an honor to be asked by a student
organization to serve as an advisor. Such a request implies respect and friendship
of the students. The advisor should recognize this responsibility carries with it
additional demands on one’s time. However, advising a student organization
brings rewarding returns, since the advisor has the opportunity to work with
students outside the formal classroom or college situation, assisting them in the
planning and development of their organization’s programs.
An advisor may wonder what the nature of the relationship with the group should
be. As an advisor, you are responsible for making sure the group follows their club
constitution, the policies and procedures of Palomar College:
http://www.palomar.edu/gb/Web%20Pages/PoliciesAndProcedures.html.
California Education Code, and the California Brown Act and parliamentary
procedure (most campus committees use Robert’s Rules of Order). You are not to
make decisions for the club, but rather ensure the decisions are made in the
correct manner. You are not to create or plan an activity but rather make sure the
policies and procedures are followed in the planning and execution of the activity.
You are not to vote or sway club decisions, but assure that the decisions that are
made follow the club constitution. You are an advisor!
The Office of Student Affairs is available for consultation and assistance in all
matters pertaining to activities, programs, and social events. The office will also
assist with the interpretation and implementation of policies and procedures
pertaining to organizations and activities. Always feel free to contact the Office of
Student Affairs (SU 201).
Advisors are fully aware that they serve without pay, receive no release time, no
comp time, no overtime, and no workload hours. Club duties, including events
and meetings, are strictly voluntary hours. Advisors are also aware that they need
to attend all official club functions, including club meetings and events, on or off
campus, for the duration of each.
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Clery Act Training
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 report
any crimes that you are made aware of to the Palomar College Police Department.
(Training must be completed each semester to be current.)
If you have not completed Clery Act Training for this academic year, please contact Karen
Boguta directly in the Campus Police Department at kboguta@palomar.edu or x. 3977.
BROWN ACT REQUIREMENTS
Ralph M. Brown Act requires that all entities established by statute (i.e. ASG, including each club)
conduct meetings in a way that allows for the public to know what is going to be on the agenda each
meeting and must be posted publicly 72 hours prior to the meeting.
Items may not be up for discussion, nor can they be voted upon if they did not appear on an agenda
which was posted and made available to the membership 72 hours in advance.
Secret Ballots are not allowed. All voting must take place openly and professionally.
DISTRICT POLICY
It is a requirement that an advisor must be present for any club meeting or club activity and confirm
that the correct paperwork has been filed with the Office of Student Affairs prior to the event. It is the
club advisor who is the responsible party and who signs all requisitions, travel requests, and facilities
requests.
All equipment requests and food requests must be arranged and signed by the advisor.
Palomar College Clubs are made up of no less than ten currently enrolled students of Palomar College
and must have at least one advisor (full-time employee of Palomar College).
OFFICE OF STUDENT AFFAIRS
All clubs must complete a New Club Packet or Reinstatement Packet each Fall and Spring semester. All
clubs must have at least one and no more than three advisors. An Advisor may advise no more than
three clubs/organizations per semester. A current copy of the constitution must be on file in the
Office of Student Affairs.
CLUB REQUIREMENTS
Each club has a constitution and bylaws by which they are governed. These may be changed only by a
2/3 positive vote by the membership. The constitution and bylaws are documents made available to
all members upon request; usually they are posted on the individual club’s web site.
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UNIT III – Club Officers
Once you have taken on an officer position in an organization/club, you have also taken on a number of
responsibilities. Each organization will have the requirements of each officer position defined in their
constitution or bylaws. REMEMBER, at any given time you represent Palomar College and your
organization.
Officers must work as a team for the good of the organization. If each officer fulfills their required duties
the team will be a working machine going forward to accomplish their goals. If the officers do not work
as a team, members will become aware of their differences and soon the club will become non-existent.
Teamwork does not just happen; it must be developed and continually praised. IMPORTANT: Within the
club, each officer must do their own job. With each officer accomplishing their own job requirements, a
working team is formed.
Basic Officer Duties (these may be changed within each constitution or set of bylaws)
President: The President creates the agenda for each meeting and distributes the agenda to all
members. The President usually chairs the meeting, keeping order but still having fun. The President
knows all club information and encourages all to complete their obligations.
Vice President: The Vice President knows everything about the President’s job in case the Vice President
needs to step into the position of President. Other responsibilities may be laid out within the
constitution or bylaws.
Secretary: All meetings must have a recorded set of minutes – they are legal documents. Minutes are
made available to all members and the advisor(s) in a timely manner. In some cases the Recording
Secretary is also in charge of membership records. All official club minutes should be kept on file with
the club or club advisor and may be asked for at any time.
Treasurer: Takes care of all the financial business of the organization, following club’s constitution and
the policies and procedures of Palomar College.
After the basic officers’ positions are filled, the organization may become creative and setup positions
for their own needs (i.e. Recording Secretary, ICC Representative, Fellowship Chairperson, Special Events
Coordinator, etc.) Some organizations have Project Leaders for special one-time projects the
organization produces.
The more members who have a job (position/responsibility), the more successful your organization will
be. Just remember to be flexible, give everyone an opportunity to have a responsibility, and most of all…
HAVE FUN!
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Agenda: Example
Agendas are normally prepared by the President or Chairperson. Only items which appear on the
agenda may be brought up for discussion or action during the meeting.
Minutes are written according to each agenda.
Clubs should follow the California Brown Act. One requirement is to make the agenda available to
all members 72 hours (week days only) prior to the scheduled meeting. This may be accomplished by
posting the agenda in a regular location and emailing the agenda to the membership with the required
72 hours.
(CLUB NAME)
DATE
PLACE AND TIME OF MEETING
AGENDA
1. Call to Order
2. Roll Call (this is generally only a roll call of officers)
3. Approval of Minutes (approval of the minutes dated_____________)
4. Public Comments (any person attending the meeting, not a member of your organization, may say
a few words about an agenda item). ( The presiding officer may set a time limit.)
5. Old Business
1. List, item by item, any business that already has been on the club’s agenda and is considered
unfinished. An explanation of the item (up to 20 words) must be included.
6. New Business
1. List, item by item, any business that is new to the club and has not appeared on the agenda. An
explanation of the item (up to 20 words) must be included.
7. Comments (optional – but allowing members and officers to report brings the group together)
8. Advisors Report
9. Adjournment
19
Club Minutes
The Secretary keeps the club records which include a copy of the approved
minutes. Minutes are also made available to all members. Minutes are signed by
the Secretary. A copy of the approved minutes needs to be attached to each
Requisition for Funds.
Minutes must follow the agenda which is created by the President/Chairperson.
Items not on the agenda cannot be brought up at the meeting except under
reports. No action may be taken. The item may be placed on the next agenda if
action is required.
Action may be taken only on items listed under “Old Business” and “New
Business”. It is only necessary to record the maker of the motion and the person
who seconds the motion. This can be recorded as: MSC – John Jones motioned……
MSC means motioned, seconded, carried.
MSF means motioned, seconded, failed.
MF means motion failed for a lack of a second.
Minutes are legal documents. The motion must be recorded word for word.
Likewise, any financial business and changes in the bylaws must be recorded
correctly.
Discussions & reports may be summarized.
A set of minutes must be attached to each Financial Requisition as confirmation
the club approved the expenditure.
Minutes should be signed by the Club Secretary and approved by the
membership.
The Secretary should keep a binder with all agendas and minutes. This creates a
history of club business which may be tracked and allows a history trail to be
created. All information should be transitioned to the next Club Officers or Club
Advisor
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Club Finances

The Treasurer keeps a running balance of the club finances. This may be
confirmed by the Office of Student Affairs. The treasurer also makes all deposits
of earned monies with the Office of Student Affairs in a timely manner, pays all
billings and reimbursements according to the club’s minutes in a timely manner
and maintains a file of receipts of all business conducted.
Deposits:
All club deposits are to be given to the Office of Student Affairs. Deposits will be
confirmed by the OSA and receipt will be signed by the club treasurer.
Invoices:
1. ASG Requisitions must be completed
2. Attach a set of club minutes approving the purchase.
3. Attach all original receipts.
a. Credit card receipts are not acceptable if purchase is not itemized.
b. Credit card used must be in the club member’s name.
c. No alcohol purchase may be on the receipt.
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UNIT IV-Activities/Projects/Travel Forms/CW Day Form
Paperwork has not gone away with the invention of the computer. In order to do
anything at Palomar College, it is necessary to complete the proper paperwork.
One reason for the paperwork is to ensure two activities are not going on at once
in the same area. Another reason is to show the intent of the activity, which
needs a big insurance umbrella to cover our events/activities. Requests must be
officially approved by the OSA and the Palomar College campus scheduler before
the activities are accepted. Requests must be approved 4 weeks prior to
event/activity.
Below is a listing of some website connections on the Palomar College web site
for forms that may be useful to your club.
Use of District Facilities Request – San Marcos
http://www.palomar.edu/facilities/pdfs/UseOfFacilities.pdf.
 In order for a club to request any space on campus (SU Quad, classroom,
lawn, etc.) for club meetings/events/activities, a “Use of District Facilities
Request” form must be filled out and turned into the OSA, no later than 4
weeks prior to the event.
Request to Travel
http://www.palomar.edu/fiscal_services/LeftNav/Travel%20Claim%20Form_6272
012_FY1213.pdf.
 In order for a club to travel off campus (event/activity/conference, etc.),
travel paperwork must be submitted to the OSA weeks in advance. Please
check with the OSA prior to scheduling any club travel, in order to plan
appropriately.
NOTE: If you are traveling out of state, the trip must be pre-approved by the
Governing Board. See the section on Travel in this Guide.
More forms may be found on the Office of Student Affairs web site under the
“Forms” tab: http://www2.palomar.edu/pages/studentaffairs/home/forms/.
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Office of Student Affairs
EVENT PLANNING
The Office of Student Affairs has a Student Activities Coordinator on staff. The Student Activities
Coordinator is your contact for activities on campus. All events, large or small, take time to plan
correctly. Palomar College has a number of policies that must be followed when staging an event.
Below is a basic list of forms and timelines which the event chairperson will need to comply with.
TASK
1. A written plan including the budget
TIME LINE
6 weeks prior to event
PLACE INFO GOES
Office of Student Affairs
2. A main contact person
6 weeks prior to event
Office of Student Affairs
3. Use of Facilities Request*
4 weeks prior to event
OSA/Event Scheduler
4. Contacts for bands/speakers
3 weeks prior to event
Office of Student Affairs
5. Food arrangements
3 weeks prior to event
Aramark
6. Purchasing of supplies
2 weeks prior to event
Club
7. Last minute adjustments
1 week prior to event
Club
8. Day of event
Greet and have fun
Club
9. Report of Event
1 week after event
Office of Student Affairs
10. Payment of billings
30 days after event
Office of Student Affairs
*Complete your Use of Facilities Form correctly, as the College will allow only one change per form.
It takes a committee to put on an event. The committee should be formed when the idea is
presented and accepted by the club members. The committee executes all the necessary steps
needed to plan and complete the event, always reporting updates to the club members at their
meetings.
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Palomar College
MOVIE COPY RIGHTS
What the law says
The Federal Copyright Act (Title 17, United States code, Public Law 94-553, 90 Stat. 2541)
governs how copyrighted materials, such as movies, may be utilized publicly. Neither the
rental nor the purchase or lending of a videocassette or DVD carries with it the right to
exhibit such a movie publicly outside the home, unless the site where the video is used is
properly licensed for copyright compliant exhibition.
This legal copyright compliance requirement applies to parks and recreation departments,
colleges, universities, public schools, day care facilities, summer camps, churches, private
clubs, prisons, lodges, businesses, etc. regardless of whether admission is charged, whether
the institution is commercial or non-profit or whether a federal, state or local agency is
involved.
The movie studios who own copyrights, and their agents, are the only parties who are
authorized to license sites such as parks and recreation departments, businesses, museums,
etc. No other group or person has the right to exhibit or license exhibitions of copyrighted
movies.
Furthermore, copyrighted movies borrowed from other sources such as public libraries,
colleges, personal collections, etc. cannot be used legally for showing in colleges or
universities or in any other site which is not properly licensed.
Unauthorized Public Exhibition of Movies
The concept of “public performance” is central to copyright and is the main issue of
protection for these intellectual properties. Most of the persons participating in movie
productions depend upon royalties for a major portion of their payment for work performed.
Royalties are the shares paid to movie producers, script writers, authors, computer
programmers, playwrights, musicians, inventors, etc. out of the proceeds resulting from the
sale, performance or use of their work. If these men and women lose ownership of their
work and do not receive royalty revenue, much of which is collected through licensing fees,
there will be little incentive for them to continue to invest their time, research and
development costs to create future endeavors. If this happens, they must then look to the
U.S. Copyright Law for assistance. Consequently, if their intellectual creations are being
used by others who are not paying compensation (royalty) for the use, copyright law may
need to be enforced.
24
Office of Student Affairs
Club Travel
All travel requests must have the following forms attached. Travel
requests packets that are incomplete will be sent back for revision.
Please plan accordingly. All packets are to be turned into the Office of
Student Affairs – SU 201. They require the Director of Student Affairs’
signature.
o Request to Travel Form
o Conference Flyer/Information
o Prepaid Hotel Request Form
o Prepaid Conference Request Form
o Code of Conduct Form
o Conference Code of Conduct
o Hold Harmless Form (used for minors on all travel and
for all travelers if going out-of-state)
o Club Minutes approving the expenditures
o Governing Board Minutes (needed for out-of-state
travel)
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INSTRUCTION SHEET
FOR REQUEST TO TRAVEL
The Request to Travel Form must be completed whenever a club/organization/individual leaves the
campus for club business; i.e. a meeting, a luncheon or dinner, a fund-raiser, a social gathering, etc.
This form MUST BE USED EVEN IF THERE IS NOT A FINANCIAL NEED. The Request to
Travel Form is also used as an insurance form by our college.
Procedure:
A. Complete the Request to Travel Form on the left-hand side only.
B. Have your advisor sign the form on the left-hand side only.
C. Not Reimbursing Any Funds: Attach a list of club members who are attending and include each
member’s Palomar College I.D. number, using the back of the form. Attach to the Request to Travel
for evidence of what you are attending and a set of minutes stating the club approved the travel. Then
return the form to the Office of Student Affairs no later than three weeks prior to the event. The
Office of Student Affairs will then process the paperwork and forward it through the system.
Out of State Travel: If the travel is outside the state of California, your travel must be approved by
the Governing Board. The form for putting the item on the agenda is included in this Unit. The
Governing Board meets once a month on the second Tuesday. Consequently you must plan ahead.
Your travel must be an item on the agenda. There will be no exceptions to this policy.
D. Reimbursing Funds: each individual student must complete a Request to Travel Form and all
forms are turned into the Office of Student Affairs as one package. Each form must have the same
backup material and set of minutes approving the travel. The out of state requirement applies here
also. Plan carefully and ahead of time.
E. When your event is over, complete the right-hand side of the Request to Travel form and return
it to the Office of Student Affairs with original receipts (including airline stubs) for all expenses,
correct Requisition for Funds forms, and club minutes showing approval of the expenditure. After
auditing, reimbursements will be issued if the minutes call for them.
REMEMBER – District employees (advisors, instructors, etc.) must complete a Request to Travel
using their District account. Student funds are to be used only for student members.
26
OUT-OF-STATE TRAVEL
REQUIREMENTS
It is mandatory that all out-of-state travel be placed on the Governing Board
agenda for approval prior to traveling.
The following information must be submitted to be placed on the Governing
Board’s agenda:
RECOMMENDATION: ACTION-APPROVE OUT-OF-STATE TRAVEL EXPENSES FOR
___________________________ REPRESENTATIVES (NOTE: THIS PART CHANGES TO YOUR
CLUB/ORGANIZATION NAME):
a. Name (each individual traveling)
Advanced Funds?
For: (Registration, meals, lodging)
To attend: (name of conference/event)
Location:
Date:
Estimated Amount:
Budget Account Number:
The deadline to submit items for the Governing Board Meeting is two weeks prior
to the next meeting. The Governing Board meets once a month on the second
Tuesday of the month. Items are submitted to the Office of Student Affairs, to go
to the Vice President of Student Services.
Questions: Contact the Office of Student Affairs.
27
Associated Student Government (ASG)
CONFERENCE ATTENDANCE CONTRACT (Updated 7.29.13)
All Palomar College students planning to attend any conference sponsored by the Associated
Student Government (ASG) using ASG funding or Palomar College Club funding must agree to the
following rules and sign this document indicating agreement. This document supplements the
Student Code of Conduct.
1. I accept the authority of the Palomar College staff accompanying me to this conference and
agree to follow their directions at all times.
2. I will not rent a vehicle or travel in any private vehicle without written approval of my advisor
or his/her designee.
3. I agree to stay within the general vicinity of the conference and not travel beyond this area
without written approval of my advisor or his/her designee at which time I will provide
information as to where I am going, with whom, and at what time I will return.
4. I agree to sleep/stay in my own room as assigned by my advisor and not to change rooms
without approval of my advisor or his/her designee.
5. I agree not to allow overnight guests in my room.
6. I agree not to consume any alcohol during the conference. I understand that I am prohibited
from using illegal substances and/or alcohol while participating in a school-sponsored event.
Time lines begin from the designated departure time and established location, to the actual
return arrival time and location.
7. I agree to attend all scheduled meals unless I receive permission from my advisor or his/her
designee. I understand I will not be reimbursed for meals provided by the conference that I
choose not to eat.
8. I agree to attend all conference meetings and workshops as assigned or scheduled.
9. I agree to be on time to all conference meetings, workshops, and meals and to stay the entire
time unless I receive permission from the advisor or his/her designee to leave early.
10. I agree to abide by the dress code as established by the conference and my advisor or his/her
designee.
11. I accept that any violations of this agreement may result in me being sent home early from the
conference and I agree to accept all expenses that may result from this action.
Print Name: ______________________________________
Cell Phone #_____________________
Signature: _______________________________________
Date: ___________________________
*EMERGENCY Contact:_____________________________
*Cell Phone #:____________________
Medicine I will be taking during this conference:
_____________________________________________________________________________________
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Palomar College
CODE OF CONDUCT FOR DISTRICT/SCHOOL SPONSORED EVENT (Updated 7.29.13)
Palomar College provides a comprehensive program and invites all students and staff to participate. Programs and/or
events and their participants shall reflect the Vision, Mission and Values of the institution.
Palomar College’s students, staff and guests while participating in campus sponsored events are governed by the
California Education code; Palomar College District Board Policies; Health and Safety Code; Title V,
Administrative Code; California penal Code; Military and Veterans Code; and Business and Professional Code.
Any actions by students or non-students in violation of the above listed codes and policies are subject to disciplinary
action. Students are held accountable for behavior in all school sponsored activities/events held on and/or off
campus. Misconduct for which students are subject to dismissal from the district sponsored activity and a possible
Student Code of Conduct violation fall into and are not limited to the following Standards of Conduct:
A. Students are expected to avoid any type of dishonesty, including, but not limited to cheating, plagiarism, forgery,
fabrication or counterfeiting documents, furnishing false information to the College, alteration or misuse of college
documents or records, duplication of assignments, or aiding another in an act of dishonesty.
B. Disturbance of the peace, which includes, but is not limited to, behavior which contributes to the obstruction or
disruption of teaching, athletic events, meetings, or other college activities on or at any District location, including
but not limited to, classrooms, library, athletic fields, locker rooms, bookstore, food service facility, student union,
game room, any college office, parking lot, or roadway.
C. Assault, battery, or any threat of force or violence, physical or verbal, upon a student, college personnel, or
visitor.
D. Theft of, or damage to, or threat of damage to, property of the District or an employee, student, or visitor to a
District facility.
E. Unauthorized entry into, or unauthorized use of District facilities, supplies, or equipment.
F. Violations of District policies and regulations, including, but not limited to, regulations and policies related to
parking or driving on campus, computer, telecommunications, campus vehicles, and any and all other District
equipment, and policies and regulations related to student organizations and student and visitor symbolic expression.
G. Unlawful use, possession, sale, or distribution of a “controlled substance” as the term is defined by the California
Health and Safety Code Section 11007, and that which is listed in any schedule in Sections 11054, 11056, 11057, or
11058; while on District premises or at any District sponsored activity. Attendance at any College function or event,
or activity sponsored by the College while under the influence of a controlled substance.
H. Disorderly conduct, including, but not limited to, alcoholic intoxication, lewd, indecent, or obscene conduct.
I. Possession and/or consumption of any alcoholic beverage on any District property or in any District vehicle.
J. Disruptive behavior, profanity or vulgarity directed at college faculty or staff, including but not limited to,
cafeteria and bookstore employees, counselors and financial aid staff, health services staff, campus police
employees, other students or visitors to the college.
K. Defiance of the authority of, or abuse of College personnel including but not limited to, faculty, administrators,
counselors, librarians, office staff, athletic coaches, advisors for college clubs and organizations, and campus police.
L. Possession of any type of object that can be reasonably assumed to be a weapon or used as a weapon (as defined
by the California Penal Code), on or at any District facility.
M. Willful or persistent smoking or use of tobacco products on College premises where smoking and use of tobacco
products has been prohibited by regulations of the Governing Board of the College.
N. Misuse of District computers, telephone, or telecommunications devices.
I have read and I am aware of the stated rules and regulations and the specific requirements for the
activity in which I am to participate. Any violation of these regulations will subject me to
disciplinary action, which could include suspension and/or expulsion. Any violation of any of these
regulations and/or Standards of conduct could result in my permission to be on campus, or to
attend campus activities, to be immediately revoked.
Print Name: ________________________________
Signature:_____________________________
Student ID Number:__________________________
Date:__________________________________
29
PALOMAR COLLEGE
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 4th,
2014 & January 29th, 2015. 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: (Please circle one): Thursday, Sept. 4th, 2014 or Thursday, Jan. 29th, 2015
Club Name:_______________________________________________________________________________________________________________
Student Representative Name & Contact Info (Email/Phone #): ________________________________________________
List all items to be sold/give aways:
______________________________________________________________________________________________________________________________
______________________________________________________________________________________________________________________________
______________________________________________________________________________________________________________________________
Club Advisor Signature for Approval & Date:_______________________________________________________________________
Date Application Received by OSA:_______________________________ OSA Approval/Date:___________________________
Updated 7.22.14
30
STUDENT ACTIVITIES OFFICE
PALOMAR COLLEGE
Catering Services
Simple steps for providing food items at your events or meetings:
1. Palomar College has a binding contract with Aramark for all food services on
our properties.
2. If an event on our campus is public (open to all members of your organization)
and/or official, then all food arrangements MUST go through Aramark.
3. Clubs must contact the Coordinator of Student Activities to get estimates, to
order food and for final order confirmation. Final orders should be placed no later
than 2 weeks prior to the event through the Coordinator of Student Activities;
therefore, estimates should be done nearly a month out from the event date. A set
of club minutes approving a set budget for the event must be received by the
Coordinator of Student Activities prior to confirming the food order.
4. Waiting until the last minute does not constitute a reason to break our contract
with Aramark. You will simply do without refreshments for your activity.
5. If Aramark declines in writing to provide the refreshments for your event,
a copy of the written notice must be presented to the Office of Student Affairs.
Upon confirmation by the OSA, the club may at this point contract to an outside
source for their refreshments.
6. All Aramark orders must be paid in full within 30 days. Additional orders will
not be accepted if there is an outstanding bill.
.
Failure to follow the policy could result in the cancellation of your event(s).
31