STUDENT CLUB/ORGANIZATION HANDBOOK

Transcription

1 STUDENT CLUB/ORGANIZATION HANDBOOK CONTACT: Lower Menard Hall Open Mon-Fri 8am-5pm

2 Contents SECTION 1 GENERAL STUDENT LIFE INFORMATION... 3 MISSION & GOALS... 3 STRUCTURE... 3 PROFESSIONAL STAFF POSITIONS... 4 STUDENT STAFF POSITIONS... 5 STUDENT LIFE OFFICE CONTACT INFORMATION... 5 LOCATIONS... 5 STUDENT CLUB & ORGANIZATION INFORMATION... 5 CLUB RECOGNITION... 6 RESPONSIBILITIES OF CLUB ADVISORS TO CLUB/ORGANIZATION (See Board Policy 5.33)... 7 RESPONSIBILITY OF CLUB/ORGANIZATION OFFICERS TO ADVISORS... 7 CLUB ANNUAL REGISTRATION... 7 CLUB TRAINING... 8 STATUSES OF RECOGNIZED GROUPS... 8 DISSOLUTION OF A RECOGNIZED CLUB... 8 WITHDRAWAL OF RECOGNITION... 9 LEADERSHIP OPPORTUNITIES... 9 GROUP FUNDING STUDENT LIFE PROCEDURES & DEADLINES REGISTERING ACTIVITIES STUDENT CLUB/ORGANIZATION DRIVES STUDENT CLUB/ORGANIZATION TRAVEL (See Board Policy 5.34) FINANCIAL FORMS DESIGN REQUESTS

3 This handbook includes information regarding the functions of the Student Life Office and Club/Organization policies and procedures. Please be sure to review this document and become familiar with the information provided to support and facilitate a successful year! SECTION 1 GENERAL STUDENT LIFE INFORMATION STUDENT LIFE OFFICE MISSION & GOALS Department Mission The Student Life Office promotes the mission of the college by providing quality programs and services that enhance the campus experience through leadership, educational, and multicultural programs and initiatives. Department Goals To provide opportunities for the holistic development of students through co-curricular programs. To support student representation in campus governance. To responsibly oversee the management of Student Activity Fee Funds. To efficiently provide support services that equip student clubs and organizations for success and ensures compliance with college policies and procedures. Encourage and develop student multicultural knowledge, awareness, and understanding through intentional programming. STRUCTURE The Student Life Office (SLO) is made up of a Student Engagement Coordinator, Program Assistant, Graphic Design Intern(s), Student Office Workers, Logger Lair Attendants, and Logger Activities Board (LAB) Event Coordinators & Event Support Staff. Aspects of the Student Life Office include: Logger Activities Board The Logger Activities Board is the college programming organization that is focused on planning and implementing numerous events on campus that meet the needs of LLCC students. LAB consists of 2-3 event coordinators and about 5-6 event support staff. For a majority of the programs, the Logger Activities Board works together with their advisor to plan and implement events in the following areas: Social Education & Leadership Athletic Cultural Traditional Your club or organization may choose to collaborate with the LAB on events or you may want to rent some of their items/supplies such as decorations, craft items, etc. Logger Lair The Logger Lair is ran by Logger Lair Attendants. Students who become members of the Logger Lair (by attaining a pass that is free with a student ID) are able to play video games, pool, basketball, board games, etc. This space also has a conference room that is available for rent to clubs and organizations. Student Government Association 3

4 SGA members represent the student body on various college committees and participate in advocacy efforts for community college students. SGA consists of a President, Vice President, Treasure, Secretary, PR Officer, Student Trustee, and 12 Student Representatives. The Student Government Association recognizes all clubs and organizations, oversees the emergency funding process and the student activity fee (SAF) allocation process. Student Clubs & Organizations There are nearly 40 student clubs or organizations on campus addressing a variety of interests. Clubs and organizations fall under the following categories: academic excellence, academic and professional, arts and entertainment, cultural and religious, general interest, political involvement, and social issues and service. Students can also establish new clubs or organizations on campus if it is determined there is an interest that is not currently being met. Because students take on the tasks of serving as an officer to one or more of these organizations, they will have the opportunity to develop skills and certifications that will prepare them academically, socially, personally and professionally! Leadership Opportunities Through the Student Life Office, students can participate in student clubs and organizations, attend various Dine and Develop programs, develop networking and time management skills, and travel to both local and national conferences. Some of these leadership programs serve as leadership credit opportunities to clubs and organizations. The purpose is to support student leaders in developing into stronger students and leaders. Service/Volunteer Programs Service is an important part of giving back to the community and developing ourselves into global citizens. The Student Life Office as well as clubs and organizations (such as Student United Way), offer opportunities throughout the year for students to participate in service activities on campus and in the surrounding community. Come check out our community organizations and references booklet that includes all of the local organizations that are always looking for student volunteers. Student Recognition Programs Student contributions and accomplishments are valued at LLCC. Therefore, the Student Life Office coordinates an annual event to recognize outstanding student achievement. This is an excellent time to shine and be recognized as a student leader and even recognize advisors for all of their amazing efforts and support throughout the year. PROFESSIONAL STAFF POSITIONS The Student Life Office is comprised of two professional staff positions: Student Engagement Coordinator This person is responsible for the overall function of the office through developing leadership programming, co-curricular/curricular alignment opportunities and overseeing the student engagement program. Program Assistant This individual works with the Student Engagement Coordinator and is responsible for supporting the implementation of leadership programming, co-curricular/curricular alignment opportunities and initiatives sponsored by the Student Life Office. Both professional staff members are responsible for providing support for clubs and organizations as well as maintaining and updating Student Life policies and keeping them aligned with college policies. 4

5 STUDENT STAFF POSITIONS Student Life Office consists of various student worker positions that support the day-to-day functions of the office and serve as resources to the student clubs & organizations: Student Office Worker Responsible for providing support for the day-to-day functions of the Student Life Office. Graphic Design Intern Responsible for the overall creation of graphic and marketing materials for the Student Life Office and recognized clubs and organizations. Logger Lair Attendant Responsible for providing oversight and maintenance of the Logger Lair facility. LAB Event Coordinator Responsible for promoting the participation in campus events and programs as a representative of the Logger Activities Board and Student Life Office. LAB Event Support Staff Responsible for providing support and assistance during campus events and programs as representatives of the Logger Activities Board and Student Life Office. STUDENT LIFE OFFICE CONTACT INFORMATION Phone: studentlife@llcc.edu LOCATIONS Student Life Office Menard 0009 *Logger Lair Lower Level of Menard Hall *Logger Lair Conference Room Located inside the Logger Lair *Student Club Resource Room Located inside the Student Life Office Logger Activities Board Office Located inside the Logger Lair Student Government Association Office Located inside the Logger Lair *Indicates rooms that are available to clubs and organizations for rent if needed. STUDENT CLUB & ORGANIZATION INFORMATION INTRODUCTION (See Board Policy Chapter 5) In an effort to encourage a formal, organized system of student activities, LLCC has policies and procedures in place for recognizing student groups. Groups are identified as clubs, organizations, or teams based on the following descriptions: Clubs A student club is a group that is formed around a common interest. Organizations A student organization is a group that serves as a significant institution-wide function to the college community (i.e. Student Government Association, The Lamp, and Logger Activities Board) Teams A student team is a group that participates in competitions on an intercollegiate level. (Please note that intermural sport teams are not allowed here at LLCC). 5

6 CLUB RECOGNITION The Student Government Association takes the role of recognizing all clubs and organizations that complete the new clubs process. The Student Life Office has various services available to recognized clubs and organization to support them in their operations. The recognition process is designed to permit students to create a recognized group intended to fulfill a common purpose and provide opportunities for students to foster individual growth and development through responsible involvement in co-curricular activities. A recognized student group is given certain privileges and assumes responsibilities as a group. Benefits of Recognition Recognition of a student group permits the group: 1. The use of LLCC s name in conjunction with the group name for official purposes. 2. The ability to reserve LLCC s facilities under College policies governing that usage. 3. Access to relevant publications and inclusion in mailings by the Student Life Office. 4. Access to Student Activity Fee funds for qualifying groups. 5. Access to support services, including but not limited to: mailboxes, solicitation of membership, design and printing, and leadership development opportunities. All benefits are subject to the application and interpretation of current LLCC policies, regulations and procedures. Conditions of Recognition 1. The group should fill an apparent need for students not currently being met by an existing recognized group on campus. 2. The group must have sufficient membership to sustain its existence. It is recommended that a minimum of 10 active members be involved in an existing group to ensure its chances of success. 3. All club officers must be registered LLCC students in good academic standing and enrolled in at least six (6) credit hours during the current semester. Good academic standing, as defined by the LLCC academic standards of progress, is as follows: Credit Hours Attempted or more 2.0 Cumulative GPA 4. The group must have at least one advisor, preferably someone who is a faculty/staff member at LLCC. Student Life must approve the advisor before the recognition process is complete. In cases where an LLCC employee cannot be identified to serve as advisor, groups can request an advisor outside of LLCC that is a resident of the district. Such arrangements must be approved by the LLCC Board of Trustees. 5. All groups seeking recognition status must submit the following materials to the Student Life Office: 1) a copy of the completed recognition form, 2) a copy of the group s constitution, and 3) a membership list (listing at least 10 members). 6. The purpose and activities of the group must not be in violation of civil law or LLCC regulations. 7. Upon receipt of the completed recognition materials for new groups, a meeting will be set with the proposed president, advisor, and members of the SGA. The purpose of this meeting is to provide an opportunity for the discussion of all recognition materials submitted for approval. 8. Following the proposed group s presentation to the SGA and the subsequent vote for approval by the SGA, Student Life will notify the group s advisor in writing regarding the approval status of the group s recognition. 6

7 9. Assuming that all necessary items for recognition of a new group are completed in an appropriate and timely manner, recognition of a new student group should be completed within the semester when the form is submitted. After approval, the Student Life Office and club officers will establish the semester the club will become active. RESPONSIBILITIES OF CLUB ADVISORS TO CLUB/ORGANIZATION (See Board Policy 5.33) The scope of a group s activities, the effectiveness of its officers, the time commitments of the advisor and several other factors determine the nature of an advisor s involvement with the group. Student members should recognize the value of having a good advisor, and use that advisor as a resource person whenever and wherever necessary. An advisor s function for the club/organization includes: 1. To be a consultant to help with the group s growth and development; 2. To provide continuity to the group; 3. To guide members in the area of program content and purpose; 4. To act as an authorized and responsible agent of the group ensuring compliance with College policies & procedures; 5. Serve as a liaison between the group and LLCC; and 6. Serve as a consultant and stabilizing source when you need help. RESPONSIBILITY OF CLUB/ORGANIZATION OFFICERS TO ADVISORS Club/organization officers also have responsibilities to their club advisors. It is important to reflect on ways club officers can support the advisor and each other. A club/organization officer s function for the advisor includes: 1. Meet with the club/organization advisor regularly throughout the semester to keep them in the loop with what the club is planning; 2. Make the advisors feel like they are part of the group. Introduce them to new members or visitors and ask for input in discussions. Clubs/organizations can even include a section for Advisor s Comments/Communications in the meeting agenda. 3. Take a lead on the club projects; the club/organization advisor should not be submitting paperwork and forms to the Student Life Office, the officers should take on those responsibilities. A great way to make sure the club/organization officers are equipped to take the lead is to: a. Making sure all officers are clear on their roles within the organization; b. All officers complete the necessary training for their position; Remember: The club advisor as well as the Student Life Office are there as support when the group may has questions regarding planning events, travel, etc. 4. Thank the advisors for all of their support. Advisors should be shown appreciation for the work that they do on behalf of the group. In most instances, advisors are graciously volunteering their time to serve the group. CLUB ANNUAL REGISTRATION Registration of a student group results from compliance with the requirements and conditions outlined in this handbook. Registration does not directly imply LLCC s approval of the group or its activities. Groups must complete the annual registration process in order to take advantage of the privileges accorded to recognized student groups by LLCC. The annual registration process is as follows: 1. Complete and submit the Student Club Registration Form 7

8 a. Officer Listing b. Advisor Signature c. Membership Listing d. Updated Constitution (if needed) 2. Club Officers are verified to ensure they meet the eligibility requirements 3. Student Club Officers complete the Officer Training Blackboard 4. Advisors complete the Advisor Training on Blackboard Please note that registration information will be ed to existing advisors during the registration period. Once that is completed and received by the Student Life Office, staff will enroll the officers and advisor(s) in the appropriate training that is to be completed. Club sponsored activities and travel as well we access to SAF funds will not be approved until the club or organization completes the registration process. The purpose of the annual registration process is to provide the Student Life Office with vital information such as the current club advisor and club officers, membership listing, meeting times and locations, etc. The purpose is also to allow the Student Life Office to gauge the status of recognized groups. Notification of Changes In an effort to keep files current, recognized groups must notify the Student Life Office of any changes in the group during the academic year (e.g. officers, advisors, constitution, addresses, addresses, phone numbers and meeting times). CLUB TRAINING Each year club officers and advisors are required to complete a training created and facilitated through the Student Life Office. This training takes place on Blackboard and is set under the Student Club Officer Training (SCOT) Shell. Once the advisors and club officers have been identified for the year on the annual Club Registration Form, Student Life staff will enroll the individuals in the training and send the with information on how to access and complete the training. In an effort to have clubs complete the training in a timely manner, there is a deadline assigned to each group that is dependent on when the students are enrolled. If a club fails to complete the training by the deadline, the Student Life Office reserves the right to consider the club inactive for that academic year. STATUSES OF RECOGNIZED GROUPS Active: The club/organization has successfully completed all registration requirements for the academic year. Inactive: The club/organization has not completed any registration requirements in the academic year. Dormant: The club/organization has not completed any registration requirements in two academic years. Dissolved: The club/organization has not completed any registration requirements in three academic years. DISSOLUTION OF A RECOGNIZED CLUB A recognized student group or the Student Life Office may dissolve the group for any of the following reasons: 1. The group has taken a majority vote to do so: a. The majority vote determines the group is no longer needed/wanted on campus. b. Written notification should be given to the Student Life Office within 30 days of the vote. 2. The group has been inactive for three years: a. A group will be deemed inactive after not submitting a Registration Form to the SLO. 8

9 b. A group will be deemed dormant during the second year of not submitting a Registration Form. c. A group will be considered dissolved after the third year of not submitting a Registration Form. 3. The Student Life Office has withdrawn the group s recognition. Before a recognized group is dissolved completely, a flyer notifying the student population will be posted for two weeks on campus bulletin boards and outside the Student Life Office. This allows students the opportunity to re-activate the club before it is dissolved. Appropriation of Funds during Dissolution of a Student Group When a recognized student group goes through dissolution, the funds are appropriated in the following ways: 1. All outstanding bills & vouchers shall be paid. 2. Current members in good standing shall be reimbursed for any dues paid in the current academic year to a group which either votes to dissolve or has its recognition revoked. a. Group records will determine dues paid. b. If there are not enough funds to reimburse everyone, the funds shall be divided equally. c. If dues are not required by members, members will not receive funds. 3. Funds still available shall be transferred to the SGA Group Funds account for emergency funding and new group start-up funds. WITHDRAWAL OF RECOGNITION The Student Life Office may cancel a group s recognition status for any, but not limited to, the following reasons: 1. Violations of LLCC policies, local, state or Federal laws. 2. Failure to pay group debts to LLCC (will also result in disciplinary action). 3. Falsification of any registration information. 4. Non-compliance with group registration procedures and constitution requirements. Student groups are subject to the student disciplinary regulations. Students, LLCC employees, and the general public may initiate disciplinary action against a student group for alleged violations of LLCC policies. In most cases, where cancellation of a group occurs, re-recognition is possible upon review and approval by the Student Life Office and the Student Government Association. LEADERSHIP OPPORTUNITIES In addition to the annual registration process, club and organizations are also required to complete at least two leadership opportunities each semester (also associated with the ability to receive SAFAC Funding, indicated below under Group Funding). A leadership opportunity constitutes as a series events, programs, or initiatives that are approved or sponsored by the Student Life Office in the areas of leadership development and/or cultural awareness. The Student Life Office will send leadership opportunities to the existing club advisors at the start of the Fall Semester, and to all club advisors and officers in the Spring Semester. New opportunities are created throughout each semester and so it is the club/organizations responsibility to look for opportunities and fulfill the requirement. Aside from opportunities hosted by the Student Life Office, there are also general opportunities that exist to allow for clubs and organizations to create their own. The general opportunities are: 1. Club Collaboration* 9

10 Collaborate with another club to host an event or activity on campus that focuses on the Lincoln Land Community College's goal for Diversity and Cultural Competency (Goal 5). Must have at least three (3) members from each club working to develop and implement the event. 2. Student Empower Course The Student Empower course reviews topics such as sex, alcohol, sexual violence, positive relationships, and your rights. There is a pre-test and a post-test to gauge your knowledge of these topics. The course allows you to work at your own pace and you can stop/start whenever you want. All club officers must complete training to receive credit. 3. Host a Leadership Session* Have a great idea for a Leadership Session that will benefit LLCC Students and fellow student leaders? Plan and host your own Leadership Session and it will count towards your Leadership Series Requirement. 4. Attend a Leadership Conference* If your club is attending any leadership conferences throughout the academic year, this can count as a credit towards your leadership requirement. All members attending the conference will be required to write a 250 word reflection on the conference, highlighting how attending impacted their leadership, professional, and personal development. This will need to be turned in to Student Life no later than two weeks after the clubs return from the conference. 5. Volunteer in the community* Be a part of the 50 Acts of Service and volunteer in the community! The club can volunteer with an organization, host a fundraiser for a good cause or plan a drive in support of the LLCC Food Pantry! Club members must work together to complete this leadership opportunity to receive credit. 6. Bystander Intervention Training Schedule a Bystander Intervention Training for your club officers and members! Contrary to what seems logical, studies and trends have shown that the more bystanders there are when a crime is being committed, the less likely it is that someone will intervene or call for help. In the bystander intervention training, learn about the social pressures that create the bystander effect, the importance of active bystanders in the prevention of sexual violence, the ways culture influences the prevalence of sexual violence, and methods you can modify for your comfort and use to safely intervene in unhealthy situations. Contact studentlife@llcc.edu to schedule a training session. * All opportunities not planned by the Student Life Office must be pre-approved. Please send your opportunity to studentlife@llcc.edu at least 2 weeks prior to receive approval. Any opportunities not previously approved will not count towards leadership credit. GROUP FUNDING After a student group is recognized, the Student Life Office will notify the Finance Department to set up a financial account in their name. This account is available for groups to deposit money from fundraisers, membership dues, etc. and make payments for expenses. Recognized student groups are NOT allowed to maintain accounts outside of LLCC. Potential Funding Sources 1. Student Activities Fee Allocation Committee (SAFAC) Limited funding is available each year from funds collected through the Student Activity Fee (SAF) that is paid by each student. During the Spring Semester of each academic year, advisors and club officers will receive the Student Activity Fee Handbook and Request Form to request funds for the following fiscal year. Each group that meets the Student Life Office criteria (completed registration process and leadership requirements) are eligible to submit a request for SAF Funds. This request is a formal proposal written by the group outlining their past activities, plans for the upcoming year, and a detailed budget. Groups 10

11 submitting these proposals give presentations to SAFAC (Student Activity Fee Allocation Committee). This committee then allocates funds to groups based on the available SAF money, the amount of funds requested, and the strength of written requests and presentations. Groups that are awarded funding are notified via from the Student Life Office and receive their allocation at the beginning of the fiscal year. Student Activity Fee money is allocated to student groups with the expectation that it will be utilized for programs or activities that meet the diverse needs of the student body thus enhancing the overall quality of student life at LLCC. This type of funding cannot be used as: a. Payment for advisors or coaches. b. Financial support for political parties or individual candidates. c. Contributions to any private person, group, association, or business except for goods and services rendered. d. Purchase of alcohol; purchase of furniture/equipment. e. Purchases not deemed appropriate as defined by LLCC policies and procedures, the Student Life Office and/or SGA. If you have any questions on the appropriate use of Student Activity Fee funds, please contact the Student Life Office. 2. Club/Organization Dues or Fees Recognized groups may decide to charge members for participation. This fee must be set fairly and must not be used to discriminate against membership. 3. Fundraisers Recognized clubs/organizations participating in a fundraising activity must submit an Activity Registration Form to the Student Life Office. This form should include a description of the fundraising activity, anticipated dates, location, and anticipated income. The Student Life Office and/or the LLCC Foundation (as appropriate) must approve all fundraising activities at least two weeks in advance. If your group will be soliciting funds, merchandise, or services from local companies, businesses, individuals, or agencies, a list should accompany your request form. If you are selling an item that includes any artwork, a proof must be submitted to the Public Relations & Marketing Department before the merchandise can be ordered/paid for. The Student Life Office allows only one fundraiser to occur in a given week for a max of ONE WEEK. This is set on the first come, first serve basis. 4. Donations Clubs are allowed to receive donations from outside organizations and individuals. It is important to notify those who are donating to the club that the donation is not tax deductible. 5. Emergency Funding Groups that have unanticipated expenses arise or were unable to request funds ahead of time can submit a request for emergency funding. The Student Government Association oversees the application and allocation process from the student group emergency fund. Applications are available in the Student Life Office and must be turned in at least four weeks prior to date needed. Please note that a limited amount of emergency funding is available each academic year and allocation is at the discretion of SGA. 6. Grant Funding 11

12 Any group who wishes to apply for grant funding from external agencies or groups must follow the procedures outlined by the LLCC Board of Trustees. The procedural steps that would need to be followed by groups seeking grant funding are delineated below: a. All submittals of grants must be routed through the office of Institutional Research for review. This review will focus on budgetary issues, LLCC commitment of resources and time and confirmation that the project is in concert with our mission and strategic plan. b. The President will sign approval for all grants not requiring, specifically, the signature of the Board of Trustees. If your group would like to apply for an external grant and has questions, please feel free to contact the Student Life Office. 7. Raffles In order for a club to sponsor a raffle, that club is responsible for attaining a raffle license from the City Clerk s Office. Club funds CAN be used to pay for this raffle. In order to receive a raffle license in Sangamon County, a group must fill out an application at the Sangamon County Building, in the County Clerk s Office (Room 101) and pay a licensing fee of $25.00 or 1% of the Total Prize Value, whichever is greater. The license only applies in Sangamon County and is valid for six (6) months. Other counties in the area have similar regulations and fees, and these licenses must be acquired in order to sell raffle tickets outside of Sangamon County. All recognized groups must have a copy of the licensing agreement received from the county on file with the Student Life Office prior to raffle tickets or lottery materials being distributed and sold. Failure to receive proper permission for a raffle can result in action taken against the group, as delineated in the sections of this book that deal with the withdrawal of recognition and violation of regulations and policies. STUDENT LIFE PROCEDURES & DEADLINES STUDENT LIFE PROCEDURES REGISTERING ACTIVITIES This form is due at least TWO weeks prior to the scheduled event. Any club/organization sponsored activity occurring on campus or at UIS must be registered to the Student Life Office by completing an Activity Registration Form. Utilizing the Activity Registration Form allows the Student Life Office to assist clubs and organizations with: 1. College Facilities Reservation LLCC has many facilities available that recognized groups may use for meetings and other activities. Recognized groups may also reserve tables in high traffic areas of campus for membership recruitment drives, fundraisers, event promotion, etc. Facilities may be used free of charge by recognized groups, although some service charges may be assessed. LLCC has guidelines for the use of its facilities. Violation of these guidelines may result in the suspension of a group s privileges. Statement of Responsibility Recognized groups using LLCC facilities are responsible for the behavioral conduct occurring at their respective event(s). This responsibility is inherent in the scheduling and usage of LLCC facilities. Charges will be assessed to any group whose events result in damages to LLCC facilities. Repeated misuse of a facility may result in the suspension of a group s privileges. 12

13 2. Press Release Public Relations & Marketing will submit a Press Release into the community to market any campus events that the community should be aware of. Clubs and organizations are welcome to request their event/program to be advertised in a press release to receive support and participation from community members. 3. LincIn Newsletter Notices Faculty & Staff members have access to viewing a daily newsletter that consists of campus events, programs or announcements. Clubs and organizations are welcome to request their event/program to be advertised in the LincIn Newsletter to receive support and participation from faculty and staff members. 4. Approving Possible Expenses In an effort to ensure that clubs and organizations are appropriately using their funds, all expenses are required to be approved by the Student Life Office as well as the Student Life budget manager, prior to the funds being used. STUDENT CLUB/ORGANIZATION DRIVES Student club/organizations are allowed to host drives on campus (clothing drives, food drives, school supply drives, etc.) to support LLCC students or community organizations. Only ONE (1) drive is allowed to occur within a calendar month for a max of 3 weeks. STUDENT CLUB/ORGANIZATION TRAVEL (See Board Policy 5.34) Please review this section thoroughly as travel is a very sensitive process and requires a lot of moving parts! Travel forms: The official institutional travel form is tri-part and can be found in the Student Life Office along with a checklist, Trip/Tour Participation List and Indemnification and Conduct Form. In-state institutional travel forms need to be turned in to the Student Life Office at least two (2) weeks prior to the travel or registration deadline, whichever is sooner. Please fill out the top of the travel form and the Pre-travel estimated expenses. Out-of-state travel is very similar except, we need the travel form at least eight (8) weeks in advance, depending on when the Board of Trustees meet. The sooner you submit out of state travel forms, the better! The Board must approve any out-of-state travel. For our convenience, the Board considers metro St. Louis in-state travel! Please note: we are not allowed to prepay for any expenses such as, but not limited to registration, hotel, transportation, etc. until the Board approves your out-of-state travel request. You will need to take this in to consideration when planning for out-of-state travel. The travel form (Yellow & Pink Copy) will be returned to the Student Life Office once all signatures are obtained, and once the travel have been completed, the club treasurer and advisor are responsible for coming in to complete the post travel paperwork. Important Sections of the Travel Form Transportation- the expectation is that we use college vans for travel. Once the travel form has been approved, a vehicle will be reserved by the Student Life Office. We ask that clubs and organizations indicate what type of vehicle is preferred, along with the clubs/organizations 13

14 departure and return date and time. If no preference is indicated, Student Life staff will reserve the vehicle based on the number of travelers. The advisor/individuals driving will receive a calendar invite from the property controls technician once the van request has been confirmed. If a club/organization chooses to use their own vehicle(s) (under extreme circumstances where prior approval is received), list the roundtrip miles at the current rate per mile in the post-travel section of the travel form. The driver(s) will be reimbursed the mileage at the next accounts payable date after all forms and receipts are submitted. College Vehicle Options are as follows: o 12 Passenger Van (quantity: 3) o 6 Passenger Van (quantity: 2) Please note that LLCC is not liable for any travel taken in personal vehicles. Car insurance- Anyone driving an LLCC vehicle must have car insurance. Airline- All airline booking MUST go through the Student Life Office. The travel is booked by an LLCC booking agent using the most affordable flight available. In order to book the most appropriate flight for you, please follow the steps below: o Go online and find a roundtrip flight with your ideal departure/arrival dates/times. o Print this out and attach it to the travel form. o Write the price of the ticket, plus any applicable taxes and baggage fees on the estimated expenses. Since there is a lag time between when you are researching flights and when we are booking flights, please add approximately $100 to the total cost of airfare. DO NOT BOOK YOUR OWN FLIGHT. Lodging- If a club/organization is staying overnight, please estimate the total cost of the hotel, including any taxes (lodging is an intangible item so LLCC is not tax exempt) and indicate that in the pre-travel estimated expenses. Attach the name of the hotel and number of rooms to the travel form. DO NOT BOOK YOUR OWN HOTEL. Meals- If the event/conference that your club/organization is attending has inclusive meals, $0.00 on the form. If a club/organization will have to pay for meals at the event or when travelling to and from, then estimate the total cost of meals for everyone attending (ONLY IF THE CLUB IS PAYING). Please keep ALL meal receipts to reimburse the appropriate person. Registration Fee: If there is an associated cost with this event/conference, attach a copy of the event registration/invoice confirmation to the travel form. o If the registration needs to be paid online, a Student Life staff member will take care of paying the registration. o If the registration needs to be paid via a check, complete the Prepay Registration located at the top section of the travel form. (Please make note of Accounts Payable dates to know when the check will be sent out to avoid any issues with the event/conference coordinators). Other expenses- If there are any additional expenses that will occur on this trip that was not included above such as non-meal tips, taxi s, parking, and toll, etc. please indicate it in this section. Total Estimated Expenses- Please remember that the pre-travel estimated expenses need to be the same as or more than the post-travel actual expenses. Please give 100% accurate numbers or overestimate a little on the mileage, hotel tax, and other expenses if the final cost cannot be determined. 14

15 Account Number/Amount- Please work with your advisor to determine what account will be paying for the travel expenses. If the advisor will be using any funds from their department or professional development, those account numbers will need to be indicated on the travel form along with the amount to be charged to the accounts. Otherwise, just indicate the club account number in this section. Signatures- Your advisor or individual attending the trip with the club will need to sign and date the travel form before it is turned in to the Student Life Office. Then the Student Life office will send the travel form to receive the appropriate signatures: o Budget Manager Approval for student club accounts o Dean/Supervisor Approval o Vice President Approval Once the club/organization returns from their in-state or out-of-state travel, they will need to complete the post-travel actual expenses section at the Student Life Office with all associated receipts. Additional Paperwork Trip/Tour Participation List This form allows the Student Life Office to know which students are attending and receive approval that all students are eligible to travel. Due at least 1 week before travel. Indemnification and Conduct Form This form is to be completed by all students traveling. We recommend that this be completed at the same time that the students confirm their attendance. Copies of this form should be submitted to the Student Life Office at least 48 hours before the travel (and a copy carried by the Advisor during the travel). FINANCIAL FORMS Vouchers This form is used to generate a check for payment of services rendered or merchandise purchased without a Purchase Order or to reimburse group members or advisors for appropriate expenses incurred on behalf of the group. The person or company rendering services, along with the appropriate address including city, state and zip code of the person/company, must be filled in correctly. Please include on the form the individual or company s I.D. or Social Security Number. The proper account number to be charged must be filled in after a brief description of what the charges are for, including dates, whenever applicable. Original, itemized receipts and/or a detailed invoice must be attached. The form must be approved by the Advisor, treasurer and Student Life prior to payment being issued. Cutoff dates for accounts payable are typically the 1st and the 15th of each month (with checks cut on the 5th and 20th) but the dates may vary due to breaks. Purchase Request Form If a group wishes to purchase equipment or items for group use, a purchase order must be submitted for approval at least three weeks prior to date needed. Student members or the advisor should contact the Student Life Office Program Assistant to request a purchase order. If your item includes any artwork, a proof must be submitted before a purchase order can be created. Clubs may not use their funds to purchase t-shirts, equipment, or items for group use without prior approval. Clubs must not finalize/confirm any orders with vendors. The Student Life Office has a process to finalize purchase orders. Food Order Form Subway and Nelson s Catering are the food service contractors for LLCC. As part of LLCC s contract with the current food service companies, they are the only commercial food companies that can be used at on-campus 15

16 functions, unless the company grants permission to utilize a different company. Recognized groups can charge food service directly to their campus account. Food Order Forms must be submitted for approval at least one week prior to date needed. Speak with the Program Assistant in the Student Life Office to determine which food service vendor is appropriate for the event and to place an order. Deposits All funds generated by a club fundraiser or donated to the club (with the exception of large private donations) should be immediately taken to the Student Life Office to be deposited into the club account. The money will be counted by both the club representative and the Student Life staff member and a deposit form will be completed, printed, signed, and then sent off to the finance office for processing. DESIGN REQUESTS Design and printing services are available in the Student Life Office through the Graphic Design Intern. A group is required to fill out the Request Form allowing at least TWO WEEKS for completion. All requests for marketing and duplication must go through the Student Life Office. Services available in the Student Life Office include but are not limited to: Copies Flyers/Posters Banners Table Tents Brochures Raffle Tickets Certificates Magnets Stickers Buttons Groups may be charged for services to help cover the cost of supplies. A group will be notified before services are completed if there will be a fee. Use of LLCC Name and Logo The LLCC Board of Trustees has established a policy regarding the appropriate use of the College s name and logo on printed materials. This policy states that any materials (such as flyers, brochures, newsletters, promotional items such as clothing, posters and other printed materials) that bear LLCC s name must be approved by the LLCC Public Relations and Marketing office (PRM). Consistent enforcement of this Board policy affects all recognized student groups. Thus, any items such as those listed above (but not limited to just those items) which bear the LLCC name will need to adhere to this policy. To comply with this policy, recognized groups will need to meet any printing needs by either seeking the assistance of the Graphic Design Intern or designing their own artwork and working directly with the Student Life Office to obtain proper approval. When choosing any of these options, please remember to allow appropriate lead-time for obtaining approvals and submitting the actual order. If you choose the option of working with the Student Life Office Graphic 16

17 Design Intern, please remember to allow at least two (2) weeks for the completion of the design and another 2-3 weeks for ordering. OTHER STUDENT LIFE SERVICES Bulletin Boards (See Board Policy 1.14) There are a total of 19 bulletin boards (12 for campus sponsored activities and 7 for community sponsored activities) that are located throughout main campus as well as bulletin boards at each of the outreach centers. If your club or organization would like to advertise your flyers on these bulletin boards, the marketing materials can be delivered to the Student Life Office. Student Life staff will take care of putting up all posters/flyers. Any flyer or poster placed on these bulletin boards without being approved through the office will be taken down. Each of the outreach centers manage their own bulletin boards, if you would like to place your flyer or poster on their bulletin boards, please deliver them to the Student Life Office and we will take care of getting it delivered to the designated locations. Display Cases Display cases are available for rent for 1 month at a time. Clubs and organizations are welcomed to decorate the space as they choose as long as it is appropriate and does not violate any college policies. The dimensions of the display cases are approximately 4 7 W x 8 4 L. Rental Items The following items are available for rent by clubs and organizations: 1. Sandwich Boards (3) 2. Easels (2) 3. Easel white board(1) 4. Water Dispensers (2) 5. Popcorn Machine (1) 6. Metal Sign Stands (5) 7. Black Stanchions (12) Club Mailboxes Each group has a designated mailbox in the Club Resource Room. This provides a way for the Student Life Office to communicate with the various student groups. It is the responsibility of the group to maintain its own mailbox. Please have all mail sent to your group addressed as such: Group Name C/o Student Life Office Lincoln Land Community College 5250 Shepherd Rd. PO Box Springfield, IL Cash Box When clubs and organizations are hosting any events that involve cash handling, the Student Life Office can provide a cash box and start up cash. In order to receive a cash box for your event, please be sure to indicate that in the Activity Registration Form under Set-Up and Equipment Needs. Additional Training & Certification 17

18 There are so many opportunities for you to develop knowledge and training that will support you in your roles as student club officers as well as boost your resume. Take advantage of all of these opportunities below! Student Club & Advisor Training Every year Officers and Advisors are required to do the Student Life Student Club/Organization Training on Blackboard. This training equips all participants with the tools to understand college policies and procedures develop event/programming skills and utilize resources offered through the Student Life Office. Bystander Intervention Training Contrary to what seems logical, studies and trends have shown that the more bystanders there are when a crime is being committed, the less likely it is that someone will intervene or call for help. In the bystander intervention training, learn about the social pressures that create the bystander effect, the importance of active bystanders in the prevention of sexual violence, the ways culture influences the prevalence of sexual violence, and methods you can modify for your comfort and use to safely intervene in unhealthy situations. Complete this training and you will be equipped and certified in Bystander Intervention. Student Empower Course Training Lincoln Land Community College is committed to providing a welcoming, safe and supportive environment. In this regard, we have collaborated with Workplace Answers to provide you with an opportunity to learn about how you can join us in this effort. The Student Empower course reviews topics such as sex, alcohol, sexual violence, positive relationships, and your rights. Completing this training will provide you with a certificate of completion. 18