Randee Morris – Coordinator of Co-Curricular Programs
Student Leadership and Development office, CC 130 randee.morris@aims.edu
, (970) 339-6259
*Please carefully read the Student Organization Handbook (SOH), available on the Aims Student Clubs and
Organization webpage under the Student Leadership Tab or in the Student Leadership and Development office, CC 130, for detailed information on policies and procedures.
All papers must be turned in by the 4 th week of the fall semester to the Coordinator of Co-Curricular Programs in the Student Leadership and Development office, CC 130.
Petition for Recognition
Information Sheet
Affirmation of Compliance
Advisor Agreement
Officer Code of Conduct
Advisor/Officer Signature Sheet
Membership Roster
2.
Event paperwork for on-campus events must be submitted 2 weeks prior to event
3.
Event paperwork for off-campus events must be submitted 6 weeks prior to event.
4.
Submit: All deposits must be submitted to the Student
Leadership and Development office with the Student
Organization Deposit Form
5.
Checks must be made out to Aims Community College
6.
All funds received are subject to audit
7.
Co-sponsorship with ASACC should be planned 30 days in advance.
Annual Action Plan
Supervisor Agreement
*Activities, events, programs, etc. conducted during the summer
will not count towards qualifying for funding or meeting other requirements if recognition papers are not turned in by the 4 th week of the fall semester.
:
The Student Leadership and Development office is committed to assisting your organization
 Graphic design assistance – design and printing (Patty
Schulz – patty.schulz@aims.edu
or
970-339-6369)
1.
Advisors must be full or part-time Aims employees and be present at meetings and activities
2.
Each organization must have at least 6 members
(currently enrolled Aims students)
3.
Results of elections must be filed with the Coordinator of Co-Curricular Programs within 5 days of election
4.
Clubs must have a constitution and bylaws on file in the Student Leadership and Development office
5.
Clubs must have meeting agendas and minutes for review and submission with activity requests
 Creative and traditional ideas for advertising
 Fundraising ideas and planning assistance
 Club event history and event ideas
 Photocopying - each club uses its own access code
 Centralized funding assistance
 Program planning assistance
 Ordering food for events
 Travel procedures in-state and out-of-state
 Advisor and member trainings
1.
All banking must go through the Student Leadership and Development office
2.
Funding Awards:
 Attendance at General Assembly of
Student Organizations Meetings – $150 each meeting attended by one member.
 Advisor points – outlined in the Advisor
Handbook/$10 per criterion
 Special Projects – on a case by case basis.
Projects/national conferences must be presented to SGA for funding assistance.
1.
Submit: Official Functions Request Form, Student
Organization Activity Event Request Form, Procurement
Card Checkout Sheet, and meeting minutes to the
Coordinator of Co-Curricular Programs

1.
Must do at least 1 Co-Sponsored event with the Student Government Association each year
2.
Must do at least 1 community/civic project off-campus each year
Student organization activities for all on-campus and off-campus events must be approved by the
Coordinator of Co-Curricular Programs
1.
Submit: Official Functions Request Form and
Student Organization Activity/Event Request Form
(approval subject to first come first serve)
2.
Event paperwork for on-campus events must be submitted 2 weeks prior to event to the
Coordinator of Student Organizations and
Activities
3.
Event paperwork for off-campus events must be submitted 6 weeks prior to event to the
Coordinator of Student Organizations and
Activities
1.
Submit: (1) Advisor’s Travel Request Form with attending members names and A#’s listed; (2)
Student Organization Activity Event Form; (3) meeting minutes approving all expenditures; (4)
Student Travel Agreement; (5) print outs on conference or field trip information with an agenda; and (6) print outs on registration, flight, hotel room, and any other fees
2.
If using an Aims vehicle submit: Vehicle Use
Authorization Form and attach passenger roster, travel plan, phone numbers, travel route, overnight lodging locations, and travel times
3.
Conference, field trip, and other off-campus event paperwork must be submitted 6 weeks prior to
event to the Coordinator of Co-Curricular
Programs. Appropriate signature approvals must be obtained before any travel arrangements have been made or paying
related fees.
1.
Check club financial balance before purchasing anything
2.
AIMS DOES NOT PAY TAX, it is tax exempt
3.
Submit: Official Function Form, Activity Event
Request Form, and meeting minutes
approving the activity and expenditures.
Purchasing requests must be submitted 2 weeks before an event to the Student Leadership and
Development office, CC130
 Procurement Credit Card (“P” card)
 Submit: Procurement Card
Checkout Sheet at least 48 hours before use. Turn in original receipt to the Student Leadership and Development office
 “P” card must be returned the same day
 Purchase Order
 Contact the vendor and get a quote with cost of product, shipping, handling, set-up charge, etc.
 Submit: Requisition form completed with completed advisor signature to the Student Leadership and
Development office for the Director of Student Leadership and
Development’s signature
 Notify the Student Leadership and
Development office when product is delivered for release of payment
6.
All expenditures must conform to existing Aims
Community College and Student Leadership and
Development policies and procedures. All revenue and expenditures may be audited and reviewed by the Student Government
Association and the Student Leadership and
Development office. Check the SOH for purchasing criteria considered appropriate and inappropriate
7.
Student club banking must be done through the
Student Leadership and Development office, NO outside checking accounts are allowed
1.
All event advertising signs/posters/fliers/
Toilet Paper” and other advertising methods must be approved by the Coordinator of Co-
Curricular Programs in advance
2.
Media Specialist, Patty Schulz, CC131, is available to assist with posters, fliers, websites, and computer generated graphics. Clubs must pay for all materials.
 Submit: Graphic Request Form 2 weeks prior to event to the Coordinator of Co-
Curricular Programs
3.
Posted advertising must be dated in the lower right hand corner
4.
Clubs must remove posted advertising within 3 weeks
5.
Materials may be posted on bulletin boards and lavatory poster strips – may not be posted on painted surfaces, existing signs, doors, vehicles, or external surfaces
Approved and advertised events require posting of the cancellation on all campus bulletin boards at least 24 hours before the event start time.