Dear New HHDICC Representative:
On behalf of the College’s Inter-club Council (HHDICC), we extend a warm welcome to
you.
The HHDICC disburses $6500.00 of the Associated Students Inc. (ASI) funds to students
within the College. As a Council Representative, you serve as a liaison between your
Club or Organization and the ICC. Make sure that the leaders of your club know who
you are and how to contact you. You are expected to help students from your Club
put together their proposals, and inform them of what is discussed at our meetings.
As punctuality and attendance are mandatory to keep your club in good standing, we
encourage you to select an alternate who would be willing to attend meetings on days
that you may be late or absent. But for sake of consistency, please plan on attending
the meetings.
On behalf of students in your Club, you may request funds for any student initiated
activities such as attending academic conferences, publishing academic journals or
literary magazines, or paying an honorarium for a guest speaker. Remember that full
funding is not guaranteed. Representatives are entrusted with ensuring an equitable
disbursement, and are expected to allocate funds judiciously. Read through the bylaws carefully before putting together any proposal, so that you are well prepared to
answer other council members’ questions. This guide is a supplement to, and not a
substitute for, the bylaws; therefore, it may not contain all of the information you
need to know.
We commend you for taking the initiative to represent your Club, and are here to
serve you in any capacity. Please do not hesitate to contact us with questions via
email, hhdicc@fullerton.edu.
With your help, we are confident that we can look forward to a successful year.
Sincere thanks,
Krystal Santiago, Chair
Elizabeth Blache, Vice-Chair of Finance
Cristina Perales, Director of Administration
*This amount has been approved for the 2010-2011 academic year
Who are we?
As part of Associated Students, the HHDICC is the funding council for academically related student
organizations and scholarly events in the College of Health and Human Development. Each Club
must have an active, regularly participating representative in order to petition for financial
support.
Where and when do we meet?
The Inter-Club Council meets every Wednesday at 4:00 pm in the EC 605 Conference Room.
Why should I get involved?
If you would like to improve your leadership skills, make sure your Department has a voice in how
the budget is spent, network with other student leaders, help foster a sense of campus community,
learn more about various fields and provide a valuable service to your College, look into serving as
your Club’s representative.
Presenting Proposals
If you follow the bylaws and the information presented in the next few pages, you will maximize
your chances of obtaining close to the full amount of your proposal request.
I. Before You Present Your Proposal
Make sure that all of your paperwork is in order or will be in order within a week
Submit a 20 word summary of your proposal to hhdicc@fullerton.edu that states
whether you are requesting funds from 8074 or 8077
why you are making your request
who the funding is for
what the funding is for
the dates of the planned event/conference, or the timeline of completion for a publication
You must send this 20 word summary as an e-mail message to hhdicc@fullerton.edu by 9 p.m.
on the Thursday prior to the week you intend to propose
You will be contacted by the Vice Chair of Finance via email with the confirmation that your
proposal will be placed on the agenda for the following meeting
Make a PowerPoint presentation using the template found on the HHD-ICC website and bring
it on a flash drive to the meeting where you intend to propose
Bring 5 copies (for Exec Board) of your proposal model (template found on HHD-ICC website)
showing all of the expenses to the meeting you intend to propose
Some important policies for all proposals:
1. Retroactive Funding: HHDICC can only take retroactive funding requests for conferences that
occur on or after July 1, prior to the first HHDICC meeting, and not for speakers or events of any
kind. Speakers who come to the campus must sign an Associated Students (AS) contract at least 1
week BEFORE the event takes place. If you plan to travel, you must still have submitted a Delegate
Travel Contract to the Assistant Dean.
2. Friendly Amendments: Please remember that whenever you present a proposal to the Council,
pursuant to the HHDICC bylaws, representatives have a right, and are encouraged to offer you a
friendly amendment, an amended amount of your total request, which ensures an equitable
distribution of funds in each semester. In turn, you have a right to accept or reject the friendly
amendment. Amendments and proposals need a 51% majority vote to pass.
II. 8077 – Travel and Conferences
1. Active participants are presenters at a conference
A. Before you gather your paperwork, keep the following points in mind
Students presenting the research must be significantly responsible for their research
Requests may be made for a maximum of four participants who plan to attend the same
conference
Conference participants will be represented on a first-come, first-serve basis
Individual proposals are required for each participant; each proposal shall be considered
separately
B. Your proposal packet should include the following documents
Written abstract
Proof of official acceptance—either a conference agenda, or a letter from conference
officials.
Three quotes for airline travel expenses
If the conference hotel cost exceeds $100 per night, then three hotel quotes are required;
requests may not be more than a maximum of $350, and/ or three nights
Letters of recommendation from the Chair of your Department and faculty advisor of your
club
A form showing the conference’s registration cost
C. At the meeting, be prepared to answer these questions
How many times has your Club asked for funding this year?
How many students are attending? Are they sharing rooms? If the other person has not
requested funding, how much is s/he paying?
Has this student been funded before?
Are clubs within the Department or the Department itself, covering any of the cost?
Is the student paying any out-of-pocket expenses?
Is this research project within the student’s field of interest?
Is the student planning to pursue graduate studies in this field?
How will attending this conference help the student?
What have you done to raise money?
How will this presentation benefit your Department?
Please note that Club Representatives reserve the right to ask questions that are not listed
here.
D. After the meeting
Sign the dispersal form
Provide to the Vice Chair of Finance the contact information (mailing address and phone
number) for all approved presenters
Submit to the Assistant Dean a Delegate Contract Form for each participant
Submit a one-page summary of the experience presenting or participating at the conference
Give a presentation within 15 days to the HHDICC and submit receipts
Keep all original receipts: the registration receipt should be signed by the conference
organizer (cancelled checks or credit card statements are not acceptable substitutes). The
hotel receipt should have the hotel’s logo on it, and the amount spent on the airfare as well
as boarding passes must be included. If the hotel room is shared, the receipt MUST list the
names of all of the students who stayed in the room.
Please note that AS Accounting reserves the right to change these requirements at any time.
Note! All of the paperwork MUST be submitted to the Vice Chair of Finance no later than 15
days after the participants have returned from their event.
2. Non-participants are students who attend a conference within their major or field, but do not
present at the event.
A. Before you gather your paperwork, keep the following points in mind
Conferences must be in line with the student(s)’ academic goal(s)
Non-participants requesting funding in a group (no more than 8) may only ask for up to $800
B. Your packet should include the following documents
Abstract of the conference
Cancelled check and form listing cost as proof of registration fees
Please note that you may only turn in the original signed registration receipt to AS
Accounting; if that is available at the time the packet is being prepared, it is best to include
a copy of that receipt.
C. At the meeting, be prepared to answer these questions
How will attending this conference help you?
Are you planning to attend graduate school?
Please note that Club Representatives reserve the right to ask questions that are not listed
here.
D. After the meeting
Sign the dispersal form
Provide the Vice Chair of Finance the contact information (address and phone number) of
each person funded and the Assistant Dean with a copy of your Delegate Contract Form
Submit the original receipt for conference fees
Give a one-page summary of the information gathered at the conference to the HHDICC
within 15 days