s clubs and organizations handbook 2020-2021 · 2020. 10. 8. · scc christian student club michael...
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STUDENT CLUBS AND ORGANIZATIONS HANDBOOK 2020-2021
CENTER FOR CIVIC & GLOBAL ENGAGEMENT
FALL 2020
WELCOME BACK STUDENT LEADERS! This handbook has been put together to assist you and your organization. Please take a look through all of the materials provided in this manual and pass this information on to the members of your club/organization. If you have any questions, please call the Center for Civic & Global Engagement at 480.423.6590; or, email us at [email protected].
CENTER FOR CIVIC & GLOBAL ENGAGEMENT STAFF Stop by the office and introduce yourself. We're looking forward to meeting you!
Therese Tendick Director
Jen Sydow Student Services Analyst & CSL Advisor
Desiree Farnall Administrative Specialist Senior
Megan Young Student Services Analyst Senior
2020-2021 COUNCIL OF STUDENT LEADERS EXECUTIVE TEAM Chair: Sarah Drennon Vice Chair: Patrick Bills Public Relations Manager: Camilla O’donnell Special Events Manager: Gabby Coons If you’re interested in becoming a part of the Council of Student Leaders, please stop by our office to see which positions are available and to complete an application.
TABLE OF CONTENTS
I. RESOURCES
2020-2021 Calendar of Events CSL & Club Meeting Schedule Club Phone List Find it on the Web! Helpful Meeting Tips Nuts and Bolts of Club Involvement Parliamentary Procedure Guide
II. SERVICES
A/V Equipment and Food Room Reservations Posters/Daily John Food Sales More Services
III. POLICIES & INFORMATION
Student Regulations and Information from the Common Pages Motor Vehicle Usage SCC Information
1. Mission and Statement of Values 2. Artie the Artichoke Story and History 3. Hierarchy of Clubs/Organizations 4. Criteria to Establish a Club/Organization 5. Responsibilities & Privileges 6. Facility Procedures for Food Service and Food Handling 7. Bake Sale Guidelines 8. Cash Handling Best Practices
IV. LEADERSHIP But Who Does What? Constitution & By-Laws Model SCC Council of Student Leaders Constitution SCC Council of Student Leaders By-Laws
V. FORMS
Council of Student Leaders Application Council of Student Leaders Position Summaries SCC Club/Organization Information Sheet Club/Organization Application for Establishment/Reactivation Event Registration Form Event Planning Check List for Clubs & Organizations Fundraising Registration Form Matching Funds Request Form Petty Cash Request Form MCCCD Official Functions Form and Instructions on Filling Out the Form MCCCD Permission to be Photographed Form MCCCD Permission to Use Photograph & Quote Form Travel Forms 1. SCC Club Travel Guidelines 2. Student Commitment Roster for Club Travel
3. Responsibilities of Advisors on Club Trips with Students 4. MCCCD Travel Assumption of Risk and Release of Liability Form 5. MCCCD General Assumption of Risk and Release of Liability Form
6. Student Club Travel Participation Agreement 7. Personal Vehicle Usage Agreement
Scottsdale Community College Center for Civic and Global Engagement
SPECIAL EVENTS CALENDAR ACADEMIC YEAR 2020 – 2021
* Indicates CSLers are required to attend/participate. This calendar is subject to change
SCC Center for Civic and Global Engagement:
“Helping Students Become Civically-Engaged and Globally-Aware Citizens of the World”
For more information, call 480.423.6590 or email [email protected]!
DAY DATE EVENT TIME LOCATION
Thursday August 31 –
September 4 Virtual Club Fair Times Vary Online
Tuesday - Thursday September 22 - 24 MCCCD Student Leadership
3-Day Retreat Times Vary Online
Thursday September 17 Simulcast: US Constitution w/
County Recorder Fontes 9:45 – 10:30 AM Online
Tuesday September 22 National Voter Registration Day TBD Online
Wednesday October 14 Hispanic Heritage Month:
Telling Our Stories 1:00 – 2:00 PM Online
*Thursday October 15 CSL’s “Leadership Adventure” w/
President & Her Team 11:30 AM - 1 PM Online
*Monday - Friday October 19 - 23 Artichoke Pride Days Times Vary Online
Monday - Friday November Native American Heritage Month Times Vary Online
Tuesday November 3 Election Day TBD TBD
*Monday - Friday November 16 - 20 International Education Week Times Vary Online
Wednesday December 2 Empty Bowls TBA Online
* Friday December 18 CSL Virtual Fall 2020 Retreat TBD TBD
Scottsdale Community College
Council of Student Leaders MEETING SCHEDULE
ACADEMIC YEAR 2020 – 2021
Date - Thursday Time Location Meeting Type September 3 12 PM Virtual First Planning Meeting
September 10 12 PM Virtual
General – CLUBS - The ABCs and 123s of Being a
Student Club at SCC
September 17 12 PM Virtual Planning Meeting
September 22 6 PM Virtual Governing Board Meeting
September 24 12 PM Virtual General – CLUBS Planning October 1 12 PM Virtual Planning – w/ Leadership Learning Series
October 8 12 PM Virtual General - CLUBS Planning
October 15 11:30 AM Virtual Leadership Conversation w/ President & Her Team
October 22 12 PM Virtual Artichoke Pride Week – Planning
October 29 12 PM Virtual General – CLUBS
November 5 12 PM Virtual Planning – w/ Leadership Learning Series
November 12 12 PM Virtual General – CLUBS
November 19 12 PM Virtual Planning – IEW
November 26 Be thankful. Turkey Day! NO MEETING – College Closed
December 3 12 PM Virtual General – CLUBS - Last General Meeting of the Semester
December 10 12 PM Virtual Planning – Last Meeting of the Semester
December 18 TBD TBD CSL Semester-end Retreat
January 14 TBD TBD CSL Planning Retreat
January 16 12 PM TBD Planning
January 21 12 PM TBD General – CLUBS
January 28 12 PM TBD Planning – w/ Leadership Learning Series
February 4 12 PM TBD General – CLUBS
February 11 12 PM TBD Planning - w/ Leadership Learning Series
February 18 12 PM TBD General – CLUBS
February 25 12 PM TBD Planning – w/ Leadership Learning Series
March 4 12 PM TBD General – CLUBS
March 11 12 PM TBD Planning – w/ Leadership Learning Series
March 18 Have fun! Be safe! SPRING BREAK NO MEETING – College Closed
March 25 12 PM TBD General – CLUBS
April 1 12 PM TBD Planning– w/ Leadership Learning Series
April 8 12 PM TBD General – CLUBS
April 15 12 PM TBD Planning– w/ Leadership Learning Series
April 22 12 PM TBD General – CLUBS - Last General Meeting of the Year
April 29 12 PM TBD Planning – Last Planning Meeting of the Year
May 6 11:30AM TBD CSL Club Recognition Luncheon
May 7-8 TBD TBD CSL Year-end Retreat
Center for Civic & Global Engagement Council of Student Leaders
For more information, call 480.423.6590 or email us at [email protected]!
Scottsdale Community College FALL 2020
Scottsdale Community College Center for Civic & Global Engagement SC-185, 480.423.6590
www.scottsdalecc.edu/student-life/clubs-organizations
ARTIE’S COMMUNITY FOR SERVICE (ACeS) LAURIE MCCUNE 480.423.6545
COLLEGIATE DECA @ SCC KYM POLSER 480.425.6759
COUNCIL OF STUDENT LEADERS JEN SYDOW 480.423.6724
HOSPITALITY & TOURISM CLUB JANELLE HOFFMAN 480.423.6260
PHI THETA KAPPA (PTK) MATTHEW HEALY 480.423.6458
SCC ASID (Interior Design) RACHEL SIMMONS 480.423.6442
SCC CHRISTIAN STUDENT CLUB MICHAEL CANHAM 480.423.6616
SCC FILM CLUB DANIELLE STALLINGS 480.423.6315
SCC FITNESS & NUTRITION CLUB ROBERT MARTIN 480.423.6205
SCC ROBOTICS CLUB JOHN JACKSON N/A
SCC STUDENT NURSES’ ASSOCIATION MISTY MARSHALL 480.425.6749
KAITLYN RYAN 480.423.6228
SEXUALITY AND GENDER ALLIANCE (SAGA) RENE MARTINEZ DAVILA 480.423.6160 SONORAN DESERT CLUB NATALIE CASE 480.423.6737
WOMEN RISING ANDREA SCHERRER 480.423.6503
ANA CHANDLER 480.423.6656
FIND IT ON THE WEB! Websites about student leadership in higher education:
1. Parli Pro www.everett.com/parli-pro/
2. National Association for Campus Activities
www.naca.org/
3. National Council for Social Service www.ncss.org.sg/home/index.asp
4. BACCHUS and GAMMA www.bacchusnetwork.org/
5. Maricopa County Community College District www.2maricopa.edu/
6. Scottsdale Community College www.scottsdalecc.edu/student-life/clubs-organizations
7. Mesa Community College www.mesacc.edu/students/asmcc/
8. Chandler-Gilbert Community College www.cgc.maricopa.edu/Students/studentlife/Pages/student-life.aspx
9. Gateway Community College www.gatewaycc.edu/student-life
10. Glendale Community College www2.gccaz.edu/student-leadership-center
11. Paradise Valley Community College www.pvc.maricopa.edu/studentlife/
12. Phoenix College www.phoenixcollege.edu/campus-life/student-life-leadership
13. South Mountain Community College www.southmountaincc.edu/student-life/
14. LeaderShape www.leadershape.org/home.aspx
15. American Student Government Association www.asgaonline.com/ME2/Default.asp
HELPFUL MEETING TIPS
Symptoms of Meeting Problems
• Team meetings start later and later each time.
• No meeting goal is established in the beginning.
• No agenda exists, or the agenda is not distributed in advance.
• Facilitator is not prepared or monopolizes the discussion.
• Only a few participants speak, others withdraw.
• Meeting focuses on informational “show and tell,” rather than on planning/problem-solving.
• Members interrupt each other or talk to other members.
• Additional discussion occurs after the meeting in small groups.
• No conclusions are reached during the meeting.
• No plan for follow-through is developed.
• No ownership is assigned for agreed-upon tasks.
• Assignments are not completed on time.
Helpful Facilitator Behaviors
• Appearing interested.
• Evaluating.
• Praising.
• Modeling.
• Observing group’s needs.
• Offering support.
• Prompting.
• Reflecting.
• Correcting.
• Confronting.
Managing Conflict:
• Helpful Attitudes
• Willingness to listen and to focus on the problem, rather than on the person.
• Willingness to define the problem.
• Willingness to commit to decisions.
• Willingness to try to change behavior.
Special Meeting Tips
• Put problems first, planning second and information-sharing last on the agenda.
• Change the agenda only when most participants agree, not when only one person suggests a revision to the agenda.
• If the agenda is amended, insist on a response to the change from participants.
• In tense situations or when solutions are difficult to reach, remember the value of small-team discussion, humor, quick games for energy, affirmation and silence.
• End the meeting with a sense of gathering together and a summary.
Destructive Facilitator Behaviors
• Arguing with meeting participants.
• Being too easy-going about the role.
• Giving priority to own agenda items.
• Letting the group wander for long periods.
• Minimizing the roles of others.
• Neglecting needs of group members.
• Telling the group what to do.
Attendance
• Make an agreement about how to handle participation from people who do not attend a meeting.
• Decide how many people must be present to constitute a quorum. This can be established in your constitution or by-laws.
Center for Civic & Global Engagement
SC-185, 480.423.6590
NUTS & BOLTS OF SCC CLUB INVOLVEMENT
College students who are involved on campus outside of their classroom experience: Graduate quicker from their college. Become leaders. Get organized. Like school more. Serve their community. Gain experience. Build their résumé. Use their smarts. Meet lots of new people. Diversify. Develop skills. Make connections. Network. HAVE FUN! And, a whole lot more!
Identify A Common Interest with Others This could be boating, chess, underwater basket weaving, service, flag football, or even engineering! If you have an interest in it, then others do, too! Just ask.
Get Together Find a time to get together regularly—at least every week and, if not, every other week.
Discuss and Define a Purpose This is your organization’s goal and tells others why you’re together.
Pick Your Name Your organization’s name should tell something about your purpose and let others know what you’re about.
Write Your Constitution and By-Laws This is important! Your organization will discuss membership, officer selection, voting and much, much more in this governing document! Plenty of assistance is available to your organization both on campus (Center for Civic & Global Engagement is a great place to start looking) and on the internet.
Let Others Know Who You Are Continue to build your organization’s membership, experience and marketability by creating opportunities to present your purpose to the campus through: newspapers, club fairs, flyers, sponsored events and classroom interaction/announcements.
Check Out (& Milk!) All of Your Resources Find out whether there is an inter-/national and/or local organization with which you can affiliate. Determine where you can get money. Talk with other campus clubs. Plan organizational events. Learn how to run a great meeting. Ask what responsibilities the club has to the college. (Most of it should be outlined in this handbook.)
Have Fun! Enjoy your membership in the club. Learn from it—yes! But, make sure you are having fun. Plan social outings together, recognize individual and group accomplishments and celebrate special occasions.
Parliamentary Procedure Guide
This guide is a very compact version of The Standard Code of Parliamentary Procedure, third edition by: Alice Sturgis. This is a summary only, it is not the complete text. Key chapters and concepts have been outlined. All quotes and examples are based on the text. The complete text may be found on-line at www.constitution.org/rror/rror--00.htm
Chapter 1: The Significance of parliamentary Law
Thus two justices of the Supreme Court of the United States voice this vital fact-both our freedom and our rights can exist only if they are safeguarded by sound procedures, rigidly enforced.
Parliamentary Law Safeguards Rights
When Winston Churchill, during the abdication crisis in 1936, rose before a shocked House of Commons to discuss the Constitutional question before a final decision was made, the House was in a hostile temper. A burst of disapproval greeted the great statesman. Churchill set his pugnacious jaw and, as the uproar subsided, declared: "If the House resists my claim [to speak] it will only add more importance to any words that I may use." Here in the mother of Parliaments, which has lent its name to the system of rules by which assemblies are conducted, we see at work procedural safeguards and the fundamental principles of democratic discussion. Here is the right of free and fair debate, the right of the majority to decide, and the right of the minority to protest and be protected. Here also is a demonstration that the violation of rights in assemblies lends weight to the cause of the suppressed. Here is the essence of the democratic procedure of a free assembly, whether a professional society, a political organization, a labor union, or a social club - a procedure based on what Thomas Jefferson called "equal and exact justice to all." Any right is only as strong as the procedures that enforce it. To vote by secret ballot is a fundamental right, but it is meaningless unless supported by procedures that ensure equal opportunity to vote, freedom of choice, absolute secrecy, and honesty in counting. Even though this right to vote has procedural safeguards, it still is meaningless if they are not observed. Parliamentary law is the procedural safeguard that protects the individual and the group in their exercise of the rights of free speech, free assembly, and the freedom to unite in organizations for the achievement of common aims. These rights, too, are meaningless, and the timeless freedoms they define can be lost, if parliamentary procedure is not observed. One of the basic concepts of freedom is the right of people to join together to achieve their common purposes. This concept includes the right to assemble and to organize, to propose ideas, to speak without fear of reprisal, to vote on proposals, and to carry out the decisions of the group. Parliamentary law provides the procedures that give reality to these democratic concepts. Parliamentary procedure is not an end in itself. It is, rather, the guardian of the freedom to band together, to discuss, to decide, and to act.
What is Parliamentary Law?
Parliamentary procedure is the code of rules and ethics for working together in groups. It has evolved through centuries out of the experience of individuals working together for a common purpose. It provides the means of translating beliefs and ideas into effective group action. It is logic and common sense crystallized into law, and is as much a part of the body of the law as is civil or criminal procedure. The rules of parliamentary procedure are found both in common law and in statutory law. The common law of parliamentary procedure is the body of principles, rules, and usages that has developed from court decisions on parliamentary questions, and is based on reason and long observance. The common law of parliamentary procedure applies in all parliamentary situations except where a statutory law governs. The statutory law of procedure consists of statutes, or law relating to procedures that have been enacted by federal, state, or local legislative bodies. These rules of parliamentary procedure apply only to the particular organizations covered by the law. Parliamentary procedure is easy to learn, because it is essentially fairness and common sense. It gives confidence and power to those who master it, and it enables members and organizations to present, consider, and carry out their ideas with efficiency and harmony. It is true that parliamentary law can be used to obstruct the will of the majority, as well as to implement it - but this can happen only when a majority of the members are ignorant of their parliamentary rights.
Requirements for a Parliamentary Authority
Each organization adopts, as a parliamentary authority, a code that governs the procedures of the organization in all situations not covered by rules from a higher source. Because of its importance to the organization, the parliamentary authority should be chosen with great care. A parliamentary authority should be so clear and simple that anyone can understand it. It should be organized so that reference to the rules is quick and accurate, and it should be so complete that no other book or research is needed. It should omit needless or outmoded procedures, but should include all practical, businesslike procedures. It must present parliamentary law so accurately that the courts will uphold any action taken according to the rules it states. If the rules of the adopted parliamentary authority do not confirm the law, the organization that follows it may find itself in legal difficulties. This Standard Code has been written to meet these standards, drawing its strength and completeness from the broad experience and sound judgment of leaders in many fields. It is truly a cooperative effort, for it embodies and reflects the experience and wisdom of hundreds of organizations and innumerable individual. These leaders and organizations have contributed to this code because of their conviction that voluntary organizations re the highest fulfillment of democracy.
Chapter 2: Fundamental principles of Parliamentary Law
A review of this chapter will force the conclusion that parliamentary law is fair and protects the rights of ideas and people. There are six themes for one to examine.
I. Equality of rights: All members have equal rights, privileges and obligations.
II. Majority Decision: The majority Vote decides.
III. Minority Rights: The rights of the minority must be protected.
IV. The Right of Discussion: Full and free discussion of every proposition presented for decision is an established right of members.
V. The Right to Information: Every member has the right to know the meaning of the question before the assembly and what its effect will be.
VI. Fairness and Good Faith: All meetings must be characterized by fairness and good faith.
The people of any democratic forum whether that forum be governed by common law or statute, need be respected at all times as equal members of a community. All members are assumed to be functioning in the best interests of that community, thus, fairness, equality, speech and understanding will be granted to every member.
Chapter 3: Presentation of Motions
Use these steps in presenting a motion on the floor of a democratic body:
I. A member rises and addresses the presiding officer. i. Any member may address the presiding officer
ii. The member must use the correct title when addressing the officer, i.e. Mr. President, or Madam Chairperson. II. The member is recognized by the presiding officer.
i. It is the discretion of the presiding officer in circumstances to deny a motion to a member who has repeatedly affirmed any particular motion. ii. This step may also be averted if the officer recognizes the member prior to addressing the presiding officer.
III. The member proposes the motion. i. The member states the type of motion he/she is presenting. ii. The member states the body or reason for motion.
IV. Another member seconds the motion. i. Any member that is not the presiding officer of the forum may second.
V. The presiding officer presents the motion to the assembly. i. This may also be done by the secretary or clerk.
Chapter 4: Classifications of Motions
Motions are classified, according to their purposes and characteristics, into four groups:
I. Main Motions: most important and frequent motions in parliamentary procedure. i. Reconsider - To require a vote of the body to re-examine a previous decision. ii. Rescind - To reverse a motion. iii. Resume Consideration - To un-table.
II. Subsidiary Motions: Affect the main motion, and may hasten or delay its consideration. i. Postpone Temporarily - To table a motion for designated amount of time. ii. Close Debate - To indefinitely limit time for debate. iii. Limit Debate - To restrict a designated debate period. iv. Postpone Indefinitely - To permanently table. v. Refer to a Committee - To send a motion on return to a lower committee for review and process. vi. Amend - To alter a motion.
III. Privileged Motions: These motions have no indirect action, they are cause for immediate consideration. i. Adjourn - To close a meeting. ii. Recess - To temporarily break from meeting for a designated time. iii. Question of Privilege - To ask for immediate clarification before the body.
IV. Incidental Motions: These motions relate to the incidental conduct of the meeting. The "A" at the end of a definition signifies the necessity of a body vote and a "C" signifies the discretion of the Chair or presiding officer.
i. Appeal from a decision of the chair - Chair to grant a case suspension of rules for one member. A
ii. Consider Informally - To be granted at discretion the body. A iii. Suspend the Rules - To halt order in favor of pending understanding or consideration. A iv. Point of Order - Used by a member to signify that another member is out of order. C v. Parliamentary inquiry - The body questions the presiding officer for clarification. C vi. Withdrawal of a motion - A member may, at any point, rescind their motion. C vii. Division of a question - To refer to source for clarification and agree by vote. C viii. Division of the assembly - To require a numeric vote of the body for the purpose of clarifying a vote. C
Chapter 5: Precedence of Motions
The order of precedence is the priority which motions are given in a discussion. They must be made, considered and disposed of.
Order of Precedence:
Privileged motions I. Adjourn II. Recess III. Question of Privilege
Subsidiary motions IV. Postpone Temporarily, or Table V. Close Debate VI. Limit Debate VII. Postpone Indefinitely VIII. Refer to Committee IX. Amend
Main motions X. The main motions and specific main motions
Precedence Rules:
I. When a motion is being considered, any motion of higher precedence may be proposed, but no motion of lower precedence may be proposed.
II. Motions are considered and voted on in reverse order to their proposal. The motion last proposed is considered and disposed of first.
Chapter 6: Rules Governing Motions
(Refer to The Standard Code pp.23)
Rules governing motions are definite and logical. If you understand the purpose of a motion, you can generally reason out the rules governing it. The rules you need to know about each motion are:
I. What is the precedence of the motion? II. Can the motion interrupt a speaker? III. Does the motion require a second? IV. Is the motion debatable? V. Can the motion be amended? VI. What vote does the motion require? VII. To what other motions can the motion apply? VIII. What other motions can be applied to the motion?
The "How To" of making motions
Example
MEMBER: (without waiting for recognition): "I rise to a point of Order." Or "Point of order!" PRESIDING OFFICER: (without a second): "State your point of order." MEMBER: "The member is inquiring to the details of the bill not to its genesis!" PRESIDING OFFICER: "The point of order is well taken. The member will limit questions to the genesis of the bill."
OR
"Your point of order is not well taken. The question is regarding the genesis of the bill. The member will proceed with questioning."
Example
MEMBER: (without waiting for recognition): "I rise to a parliamentary inquiry." Or "Parliamentary inquiry!" PRESIDING OFFICER: (without a second): "State your inquiry." MEMBER: "Is an amendment in order at this time?" PRESIDING OFFICER: "It is."
OR
MEMBER: "Could the page please close the blinds."
Example
MEMBER: (immediately after the vote has been taken or announced and without waiting for recognition): "Division!" PRESIDING OFFICER: "Division has been called for. Those in favor of the motion last counted, please rise. (count) Be seated. Those opposed to the motion last counted please rise. (count) Be seated." The Presiding Officer will announce the tally, and remaining persons will be seated. "The motion is carried!" or "The motion fails."
Chapter 14: Form for Order of Business
An order of business is a blueprint for meetings. It lists the different divisions of business in the order which each will be called for at business meetings. Its purpose, to provide a systematic plan for the orderly conduct of business.
I. Call to order II. Prayer, Opening Ceremony, or Roll Call III. Good of the Order IV. Reading, correction, approval, or disposition of minutes of previous meetings V. Reports of officers VI. Reports of boards and standing committees VII. Reports of special committees VIII. Unfinished business IX. New Business X. Announcements XI. Adjournment
NOTE: THIS VARIES BASED ON LOCAL BYLAWS AND STANDARDS.
Temporarily closed or unavailable due to COVID-19. Please contact CCGE or the specific department directly to verify availability of services.
A/V EQUIPMENT
Student organizations have access to SCC equipment for official events. However, this equipment must remain on the SCC campus and cannot be used for events away from the College. Some of the equipment available for use include:
• Sound system
• Podium and microphone
• CD/DVD player
• LCD Projector
• Television
• VCR Playback PLEASE NOTE: Your club/organization advisor must make the request to the Media Center. This request can be made one of two ways: either in person (IT Building, IT-120) or by telephone to 480.423.6652. Requests must be submitted two weeks prior to the date of your event. FOOD
Student clubs/organizations who wish to host an event where food will be handled or sold must contact the CCGE at 480.423.6590 at least two weeks prior to the event for specific policies and procedures. For information about having an event catered through the SCC Food Services Department, please contact Jared Dunn, Director of SCC Chartwells Food Services, at 480.220.1552. PLEASE NOTE: If you will be selling food as a fundraiser for your club/organization, you will need to complete the following: 1) Fundraiser Registration Form - located in the CCGE, and 2) Facilities Request Form – online through 25LIVE).
ROOM RESERVATIONS
Student clubs/organizations have access to SCC meeting rooms for official club/organization activities, events or meetings. However, students are not allowed to be in any building without a faculty or staff person present. Some of the meeting rooms that may be available include:
• Turquoise Room (SC-164)
• Copper Room (SC-171)
• Peridot Room (SC-209)
• Conference Rooms (examples are AP-218, LC-307, NS-105, SL-104….) To ensure meeting success, students can also request the following items through 25LIVE:
• Easels
• Risers
• Ramps
• Trash Cans
• Sandwich Boards
• Flip Chart Stands
• Tables & Chairs
• Stage (4’ x 8’ pieces) PLEASE NOTE: Your club/organization president and advisor must complete the 25Live Event & Vehicle online and must be completed no later than 2 weeks prior to the event in order to guarantee services/and or facilities requested. Advisors can find 25LIVE online reservation at: www.scottsdalecc.net/ For more information about room reservations or to contact the Facilities Office, please call 480.423.6506.
• Facilities Scheduling Services (FSS) is available to meet with advisors and/or the club when planning events to help create a successful environment and ease planning. The Facilities staff would much rather spend time attending planning meetings than disappoint a club when what they dream of won't work with the resources they have available. For example, knowing what else is going on may matter to the outcome of your event. Or a resource they need may already be booked on Monday, but available for them Wednesday if you want to change plans a bit.
• Facilities does ask that the adviser book events using the Room Request Form and communicate changes to the FSS staff. Students will be asked to have their adviser call if they show up to book an event.
• It is expected that advisers will check on the event early if they cannot attend the whole event. Sometimes changes are requested by students, or made by them, that are not within the safety guidelines of the campus. Facilities staff expects the advisers to be fully aware of what is happening during their club events to provide guidance and contact whoever needs to address the event needs. Matt Moore is SCC’s 25Live event scheduler and can be reached at 480-425-6413.
• Facilities reports that the most common problem areas are usually:
➢ moving furniture in ways that create traffic problems for carts, vendors, foot traffic, or wheelchairs
➢ not returning furniture to its original location
➢ taking "empty" tables and chairs that were put out for other people/events
➢ not collecting all their trash
➢ food handling concerns
➢ not cancelling the event with FSS staff (setup folks really appreciate knowing before they so a special setup for a cancelled event)
➢ posting signs on glass doors and windows instead of sandwich boards using tape (Facilities will take them down when seen)
➢ sound level needs to respect classrooms and offices nearby
CCGE AVAILABLE OFFICE SERVICES
E-MAIL While CCGE cannot provide one for your club/organization, if you are interested in a group E-mail account, you can set one up with any of the companies that offer free accounts. Two examples are: Yahoo! and Hotmail.
CLUB RESOURCE ROOM Located within the CCGE is an area available for student organizations to use. There is a phone, project space and supplies. Please call Sonia Sydnor (480.423.6794) in advance if you wish to use the space or supplies.
FUNDRAISING Fundraising events shall not begin before written approval is received from the CCGE. Clubs must complete a Fundraiser Registration Form which can be picked up outside the CCGE in the plastic hanging shelves. THIS FORM MUST BE SUBMITTED AT LEAST TWO WEEKS PRIOR TO THE DATE OF YOUR EVENT. The form must list the name of the person(s) responsible for the funds and an accurate tracking of the person(s) handling the funds during the event. The funds collected must be properly deposited in the club’s/organization’s account through the SCC Cashier/Bursar Office by your advisor. Please be sure to know your club account number.
CLUB/ORGANIZATION RECOGNITION In the spring, the CCGE will hold a recognition ceremony to recognize clubs/organizations and their student members. The Student Club Recognition Luncheon will be held May 6, 2021, 11:30 AM in the Culinary Arts Desert Oasis Dining Room, AP-225. This event is to recognize the work clubs have done throughout the year.
FAX MACHINE Located within the CCGE is a fax machine where clubs/organizations can send and receive faxes at no charge. The fax number is 480.423.6547.
CLUB/ORGANIZATION ADVISEMENT Need help planning an event? Want to know how to raise money? If you have any questions or need help, then the staff at the CCGE is a good place to start. Let us help you plan your most successful event ever! To make an appointment, please call 480.423.6590. Or, just stop by! BANNER PAPER Banner (“butcher”) paper, markers and paint are available through the CCGE. You must use them on campus.
POSTERS CCGE offers each registered student club/organization, (4) four free posters each semester, to be used to publicize activities, events and meetings. The poster specifications for the free posters are as follows:
• Size: 11 x 17
• Ink: Black & White or Color
• Source: Paper only – can be laminated
• Must be requested with at least 5 business days lead time
Other poster options are available, but the club/organization would be responsible for those charges. Call the Media Center for additional pricing and options: 480.423.6652.
PLEASE NOTE: The club/organization president or advisor must bring a pdf or jpeg of the document that you want to have made into a poster to a staff member in the CCGE for prior approval. Club advisors should also work with SCC’s Marketing & Public Relations Department, to ensure fliers, t-shirts and any other promotional pieces comply with SCC & MCCCD logo guidelines. Email Kim Herbst ([email protected]) prior to printing/posting.
DAILY JOHN The Center for Civic & Global Engagement oversees the weekly flier that is posted in the bathroom stalls across campus called, “The Daily John.” The Daily John goes to print every Wednesday. In order to request to be featured in the Daily John, contact Diana Valdez in CCGE to be scheduled, and submit the flyer no later than 12:00PM on Wednesday afternoon prior to the week you have been scheduled. Follow these steps:
1. Create a flyer promoting your club/event
a. Be sure to include: who, what, where, when
2. The flyer must be a Word document in portrait format
3. Include the suggested template and use both the required SCC, Maricopa approved logos and disclaimer
4. Seek approval from the Marketing & Public Relations Department by emailing your flyer to Kim Herbst at
5. Once the flyer is approved, it can be emailed to Diana, at [email protected].
SOCIAL MEDIA Social media can be a dynamic communication tool, but there also are significant potential legal ramifications and an extraordinary amount of responsibility that go along with it. All clubs must first meet with SCC’s Marketing & Public Relations team when considering establishing a new SCC social media account to ensure they are created and maintained correctly, and that you are comfortable with the responsibility that comes with social media. SCC’s brand and reputation management is a primary focus of SCC’s Marketing & Public Relations. Their goal is to reflect the vision, mission, and goals of Scottsdale Community College and of the District through our many media. Every social media page that references SCC directly impacts our brand value. The SCC Marketing & Public Relations team is building awareness and engagement via the college’s official social media accounts, including Facebook, Twitter, YouTube, LinkedIn, Google+, Instagram, Pinterest, FourSquare and Issuu. Before any new social media accounts are established, the Marketing team will share college and District policies and guidelines that must be adhered to when representing the college or college entities via social media. This includes all divisions, departments, groups, and clubs within the college. Marketing will help evaluate your needs and assist you with the communication or marketing goals you wish to achieve, while making sure that your goals align with the goals of the college and of the District. Contact Eric Sells at: [email protected] As a quick reference please read the Maricopa Governance for Social Media here: https://district.maricopa.edu/regulations/admin-regs/section-4/4-20 and Maricopa Marketing Social Media Guidelines here: https://district.maricopa.edu/regulations/admin-regs/appendices/auxiliary-services/as-11
DISTRICT VEHICLES District vehicles are available for official club business by reservation through the 25Live online vehicle scheduling service: www.scottsdalecc.net The club might use a vehicle to attend a conference, participate in a community service project or pick up event supplies. Please keep in mind that students cannot drive college-owned vehicles—but club advisors can. In order to do so, your advisor must first look at the information on the District web page about District vehicle compliance www.scottsdalecc.net and complete any related materials and the training. The training itself is only one hour and advisors can come back to it, if needed.
TABLES ON CAMPUS Decide if your organization wants to do an activity on campus. Similar to the process for reserving a room or vehicle, the club/organization advisor must complete the reservation through the 25Live online reservation system. For more information, please call 480.423.6506. Your club/organization president and advisor must complete the 25Live Facility Reservation Request online and must be completed no later than 2 weeks prior to the event in order to guarantee services/and or facilities requested.
Advisors can find 25Live online reservation at: www.scottsdalecc.net For more information about room reservations or to contact the Facilities Office, please call 480.423.6506.
FOOD HANDLER’S CARDS Salt River Pima-Maricopa Indian Community (SRPMIC) has adopted the Maricopa County Food Handler’s card system and offers classes or testing twice monthly. Two types of cards are offered through the community:
1. A Food Handler’s Card, which costs $8. This is valid within SRPMIC and within Maricopa County; and, 2. A Volunteer Card, which is FREE, and only good for food handling within the SRPMIC (in other words, ON
SCC’s campus!).
Please contact the EHP staff at 480.850.8885 for more information on dates, times and locations for the classes and testing. Food Handler’s Cards may also be obtained through Maricopa County by completing an online course: www.azfoodhandlercard.com
POPCORN USAGE POLICY 1. Reserve 2 weeks in advance by e-mailing Sonia Sydnor in the Center for Civic & Global Engagement.
([email protected]) 2. Must have a designated person for a quick “how-to” tutorial on the machine for pick up, operation and
return the machine. 3. Person operating the machine must have a current food handler’s card and follow appropriate operating
procedure. 4. Pick-up is at start of the day and the machine is returned by 6 PM (by 5 PM on Fridays). 5. Machine must be cleaned using provided cleaning supplies before its return. 6. Popcorn and its supplies are the responsibility of the Club/person checking out the machine.
POLICIES In this section, you will find important policies to help your club!
MCCCD Information 1. Student Regulations and Information from the Catalog Common Pages 2. Motor Vehicle Usage
SCC Information
1. Mission and Statement of Values 2. Artie the Artichoke Story and History 3. Hierarchy of Clubs/Organizations 4. Criteria to Establish a Club/Organization 5. Responsibilities & Privileges 6. Facility Procedures for Food Service and Food Handling 7. Bake Sale Guidelines 8. Cash Handling Best Practices
SRPMIC Information
1. History and Culture
Always remember to ask if you can’t find or don’t know the answer—
The Center for Civic & Global Engagement is here to help you!
Our Mission Expand meaningful programs on campus to help SCC’s students become
civically-engaged and globally-aware citizens of the world. Civic Engagement Activities Global Awareness Programs
International Student Services Curriculum Projects: Internationalization & Civic Responsibility
SCC Information
9000 E. Chaparral Rd. – Scottsdale, AZ 85256-2626 – 480.423.6000
Mission
The mission of Scottsdale Community College is to improve the quality of life in our communities by providing challenging, supportive, and distinctive learning experiences. We are committed to offering high-quality, collaborative, affordable, and accessible opportunities that enable learners to achieve lifelong educational, professional, and personal goals.
Scottsdale Community College fulfills this mission by:
• Delivering rigorous and relevant instruction
• Providing outstanding support to students, faculty, and staff
• Encouraging an open and dynamic exchange of learning among the college, tribal nations, and local and world communities
• Promoting civic responsibility, sustainability, and global engagement
• Fostering personal growth and connectedness.
Statement of Values
Values shared among members of Scottsdale Community College provide the philosophical framework for the direction of the institution. Values guide our interactions with one another in a teaching and learning environment. The college strives to have the curriculum reflect these values and meet the needs of the community. We articulate these institutional values to promote and evaluate student success, employee achievement, and college planning in a changing and multicultural world.
Members of the Scottsdale Community College community are committed to the following institutional values: Excellence We value excellence in all areas because it optimizes the ability to compete and achieve distinction academically, professionally, and personally. By setting high standards, SCC maximizes effectiveness and improves the quality of life for all. We honor our communities by expecting and recognizing exemplary performance. Learning We value learning because it broadens our experience and promotes lifelong growth and success. We are committed to providing opportunities for students, employees, and members of our communities to learn and to develop personally and professionally. Integrity We value integrity because it leads to a culture of respect and trust, resulting in a supportive environment in which people can thrive. SCC strives for integrity through decision making which is ethical, data informed, fiscally sound,
and strategic. We uphold academic freedom. We expect personal responsibility and accountability from all individuals. Innovation We value a culture of innovation because we must anticipate and address the evolving needs of our communities. By encouraging and supporting appropriate risk taking and creative problem solving, we meet these needs and solidify our reputation as a premier community college. Inclusiveness We value inclusiveness because we all benefit by embracing a diversity of voices, viewpoints, and experiences. SCC cultivates success when individuals from a wide variety of backgrounds are respected and empowered to contribute. Connectedness We value connectedness because it creates a sense of belonging and establishes a community of learners. Through effective communication and collaboration among students, faculty, staff, and community members, we build a collective identity as well as the mutual understanding and respect necessary to achieve our mission. SCC PRESIDENT’S ORGANIZATIONAL CHART
THE FOLLOWING ARTICLE WAS PRINTED IN THE CAMPUS NEWS ON
MONDAY, NOVEMBER 10, 1980
"It's, funny, cute, a mockery".
"It's different."
So go the remarks about SCC's mascot, the artichoke.
Most students on campus are vaguely aware that the artichoke exists today because of some protest by students long since departed.
As a public service to those students, the legend of the artichoke is printed here.
Ten years ago a new community college opened to serve the needs of the growing valley. A plot of land on the Salt River Indian reservation was leased for 99 years.
The year was 1970, a new decade born of the student protests and campus turmoil of the 60s. The times they were a changin', and this school would be different.
It was written into the constitution of the school that the students who attended here would have a voice.
They would make their own decisions. Above all they would spend their money the way they saw fit.
Colleges are known for many things-books and studies, busy halls and youthful pranks. But for some the most important thing in college are the teams that carry the school's colors into athletic action every year.
These people looked at SCC and saw the future written on the white chalked grid of a football field and the packed gym of a basketball game. So things were not so well on Scottsdale's campus.
Students and the government elected to represent them felt athletics should be low on the budget list, below things needed by all students such as books for the library, a day-care center for parents pursuing their education and scholarships for local residents.
Student government allotted 11 scholarships for the Indians on whose land the campus stood. The administration of that day had other ideas.
It felt the scholarships could be put to better use by luring out of state athletes.
So was born the artichoke movement.
When student government protested the decision to divert money to out-of-state students it was effectively stripped of power. The constitution was rewritten and the majority of students at SCC felt they had been sold down the river by yet another establishment false promise.
The sight of the ancient portables sitting across the campus from the new 1.7 million dollar gym was a hard fact to swallow for those students not actively involved with athletics.
In fact, a survey conducted in 1972 placed athletics at the bottom of a student priorities list.
The administration, while hearing the vague footsteps of dissension, went ahead with plans for making SCC a national junior college athletic power.
It asked an infuriated student government to run an election to name a mascot.
The senate reacted by giving the students three choices, the Artichoke, the Rutabaga, or the Scoundrels. As is history now, the election was won by our Artichoke.
The shocked administration declared the election null and void, since, it explained, only 11% of the school's population had
participated.
Although this was about average for a student election, it was back to the drawing board for a mascot.
At about this time a group of "semi-athletes", as the school paper called them, formed a group called Concerned Students. They attempted to name the mascot "Drovers" and ran their own candidates in the next election. That election was a highly emotional affair, bringing a record number of voters to the polls. The Artichoke, running against the Drover, won again, gathering over 70% of the vote. Administrators had little choice but to let the verdict stand.
The politically-oriented athletes disbanded, but the ax of dissension had split the school into two factions.
Battles raged between the artichokes, as students giving priority to academic life called themselves, and the pro-athletic forces for the next six years.
Attempted impeachments on both sides failed. Name-calling, bickering and accusations abounded on campus.
Student government, year after year, remained in the hands of students unsympathetic to the expense of the athletic program.
In what could be looked at as a kind of victory for the artichoke movement, a campus nursery was finally opened. The Performing Arts Center was completed and an outstanding program of guest speakers and entertainment activities was sponsored by student government.
There is yet to appear on campus the football stadium many students feared would be built as early as 1972 at the sacrifice of academic buildings.
Yet SCC's football team has managed to scale the lofty heights of national press rankings, a fact due more likely to good coaching and smart recruiting than to the use of an inflated athletic budget.
Few hard feelings remain on the campus.
This semester, for the first time in anyone's memory, the athletic directors and student government officers have sat down at the same table and discussed activities for celebration 10.
Today the artichoke has become synonymous with SCC. For the majority of students entering SCC today it is but a strange quirk to an otherwise normal school.
Student government is aware of its heritage and, like a sacred duty, jealously watches the budget and the direction in which the money flows.
Through it all the artichoke has remained. It is a tiny thorn in the side of the athletic department, a symbol for students active in educational life and an amusing mascot to those students who pass through here on their way to other places.
THE FOLLOWING LETTER WAS PRINTED IN CAMPUS NEWS ON MONDAY, NOVEMBER 10, 1980
Editor's Note: Betsy Bombeck, daughter of the columnist Erma Bombeck, was elected president of SCC during the 1978-79 academic year. The following letter was handed out to students in November of 1978.
Dear Students, Nearly eight years ago, just after Scottsdale Community College had opened, the students of his school held the largest student election in Arizona History.
Forty percent of the students voted (5% to 10% usually vote in student elections nationwide) and overwhelmingly chose (by 80%) an artichoke as school mascot.
Eight years have gone by and current students probably don't understand why their predecessors got so excited over a vegetable. I'm writing this letter to you to let you know what is unique about our school and our student government so that we don't drop the ball this year.
When SCC first opened in 1970, students were told that our school was going to be different and that SCC students were going to have a voice in the way their school was run.
SCC's first student government took these democratic promises very seriously, with their first student government budget the SCC student senate set aside money to provide for eleven scholarships for the Indians on whose land the school was built.
Money was also set aside to provide for a day care center so that people with children could attend SCC.
The school administration reacted by vetoing the day care center and telling the student government that unless the money set aside for the Indians went instead for the recruitment of out- of-state athletes (there was not one person from Arizona on SCC's first Basketball team) the entire student activities budget would be taken away from the students.
When the student newspaper sought to inform SCC students what was going on, the paper was censored and the first faculty sponsor was removed, and then, after canceling every semblance of student rights at SCC, school administrators magnanimously allowed SCC students to select their mascot.
The result was the Artichoke. The selection of the artichoke made headlines nationwide and gave SCC students the newspaper coverage needed to put their case across to the public.
Originally, then, the Artichoke was a gimmick used to alert local newspapers to an athletic budget that included $5000 to purchase books so that out-of-state athletes wouldn't have to pay for their own texts as local students did.
It was a means of telling the public about a school administration which built a $1.7 million gym complete with saunas for the out-of-staters while most SCC students were attending classes in wooden temporaries.
During the following years SCC students worked to elect community college board members who recognized students as human and as having rights like other citizens.
As a result of student political efforts the artichoke was finally officially made the school mascot after several administration vetoes of the results of mascot elections originally promised by the administration.
Betsy A. Bombeck
Maricopa Community Colleges Governing Board
Chancellor
Vice Chancellors
Scottsdale Community College
Nine other Maricopa Community Colleges
President
V.P. of Student Affairs
Dean of Student Affairs
Center for Civic & Global Engagement
Council of Student Leaders
Student Clubs & Organizations
MARICOPA COMMUNITY COLLEGES ORGANIZATIONAL CHART HIERARCHY FOR SCC CLUBS/ORGANIZATIONS
CRITERIA TO ESTABLISH A CLUB/ORGANIZATION 1. Scottsdale Community College does not discriminate in admission or access
to, or treatment or employment in its programs and activities on the basis of race, color religion, gender, sexual orientation, national origin, age, ability or veteran status.
2. The Club/Organization must be of benefit to SCC and its students.
3. No Club/Organization shall be controlled by outside organizations or persons. Club/Organization officers and all members must be SCC students, as defined in the SCC General Catalog and Handbook and mentioned in the Council of Student Leaders Constitution and By-Laws, in order to be an officially recognized student Club/Organization.
4. The Club/Organization must have an advisor. A board-approved full-/part-time SCC faculty or staff member is eligible to become an advisor.
5. Once the advisor has been determined and 10 signatures have been collected, the Club/Organization must submit: 1) the Application for Establishment/Reactivation; 2) current Club/Organization constitution and by-laws; and, 3) a completed copy of the SCC Club/Organization Info Sheet to the CCGE.
6. The Student Club’s/Organization’s Application for Establishment/Reactivation must be voted upon and approved by the Council of Student Leaders at its next General Meeting.
RESPONSIBILITIES & PRIVILEGES The responsibilities of the Club/Organization shall be to: 1. Recognize that, to a degree, the Club/Organization represents the College to the community—and, as
a result, has the responsibility to uphold standards that will bring credit to the Club/Organization, its members, the College, the District and, ultimately, the community.
2. Work with the Advisor in creating a meaningful Club/Organization. Advisors should be present for all meetings and events, and should approve in advance all meeting/event times and dates.
3. Follow District and College policies and procedures in planning organization activities such as travel, requisitions and scheduling.
4. Be in accordance with State and Federal law. 5. Keep paperwork current in the CCGE throughout the academic year. 6. Attend all CSL General Meetings. 7. Plan all events in cooperation with Director and Assistant Director of Center for Civic & Global
Engagement. The privileges of the Club/Organization shall be to: 1. Recruit members on campus. 2. Hold meetings on campus. 3. Utilize the College buildings, grounds and equipment, with approval from the CCGE. 4. Earn eligibility for CSL funding. 5. Market activities through campus resources. 6. Work with the College’s faculty and staff in planning, promoting and implementing the programs of
the organization.
FACILITY PROCEDURES FOR FOOD SERVICE AND FOOD HANDLING SCC is located on the Salt River Pima-Maricopa Indian Community (SRPMIC); and thus, we are under their Environmental Health Program (EHP). More information is available by contacting: Salt-River Pima-Maricopa Indian Community Environmental Health Program 10211 East Osborn Road, Scottsdale, Arizona 85256 Phone: 480.362.5627 Contact: Jason Seepie Food Handler’s Cards SRPMIC has adopted the Maricopa County Food Handler’s Card System and offers classes the first Wednesday of the month from 11AM - 12PM. Two types of cards are offered through the Community: A Food Handler’s Card, which costs $13. This is valid within the SRPMIC and within Maricopa County; and, A Volunteer Card, which is free, and only good for food handling within the SRPMIC. Please contact the EHP staff at the number listed above for more information on dates, times and locations for the classes and testing. Food Handling for Internal/Private Events Examples of such events include: Departmental meetings/retreats where only internal staff and faculty are present Club meetings/retreats where only club advisors and members are present Potlucks where only internal staff, faculty, club advisors, and members are present Internal/Private Events such as these, where food is being shared within a group of MCCCD staff or faculty, or individuals who all hold membership in/affiliation with an SCC club, do not need a Food Handler’s Card. However, having a member(s) with a card is never a bad idea. Where can we get our food? There are several places to get food. SCC recommends checking first with Jared Dunn to see how Food Services might be able to assist your organization. If your group is using SCC Food Services, then policy states your group must use only food from Food Services for the entire event. Additional outside food is not permitted. Outside catering is allowed only with appropriately licensed vendor. All servers must have a valid Maricopa County Food Handler’s Card. Food Handling for Public Events Examples of such events include: Food sales Concession stands Anytime food is handed out or served to the public and/or students on college facilities
Food Services at Public Events must first obtain a Special Use Permit and a Food Permit from SRPMIC. Contact SRPMIC Economic Development at 480.850.5737 for the Special Use Permit application and the SRPMIC EHP at 480.850.8885 for Food Permit information.
Anyone handling or preparing food must have a valid Food Handler’s Card.
For these events, all food must be prepared by an individual(s) with a Food Handler’s Card in a licensed and inspected kitchen, and served by those with Food Handler’s Cards. Preparation of food in home kitchens is prohibited.
Food prepared at home or purchased from an outside source, transported, possibly without acceptable refrigeration or heating, then placed out for an extended period of time, can be dangerous. Anytime food is provided in this matter, it is impossible to account for the preparation and/or handling of that food.
Things to remember when you Prepare or Handle Food: All food preparation must take place on-site and inside the temporary food establishment or another approved facility. Grills or other cooking equipment may be located outside to comply with local fire codes. Hands must be kept clean to conduct food service operations. The utensils and equipment used in food and beverage service are required to be washed and sanitized. Prevent food poisoning by keeping food out of the “danger zone” between 41 and 130 degrees Fahrenheit. Keep food safe from cross contamination with careful storage and sanitizing. Store all food, utensils and paper/plastic service items at least 6 inches off of the ground. Resources to Help You Plan Food for Your Event: Jared Dunn, Director, Chartwells @ SCC, SC 170 A, 480.220.1552 Matthew Moore, Administrative Specialist, Facilities, 480.423.6506 Therese Tendick, Director of Center for Civic & Global Engagement, SC 185, 480.423.6722 Jen Sydow, Student Services Analyst, SC 185, 480.423.6724 Desiree Farnall, Administrative Specialist Senior, Center for Civic & Global Engagement, SC 185, 480.423.6794
Bake sales are limited to informal occasions where residentially- or commercially-prepared dry bakery-type products are sold. They may only be held on the Scottsdale Community College (SCC) campus by recognized student, professional or academic clubs/organizations for the purposes of raising funds to support organizational activities. These events do not require a food handler’s permit. NOTE: Environmental services department procedures were used in the development of the following guiding principles. Guidelines 1. Residential kitchens will not be subject to inspection. However, the use of an approved commercial kitchen is encouraged
whenever possible. 2. Bake sale items requiring heat or refrigeration to reduce spoilage are not permitted. NOT PERMITTED for sale are
cheesecake; items containing custard, creams, meringues or puddings; home canned foods; and, trail mixes. PERMITTED for sale are those food items in which flour or meal is the principal ingredient.
Event Preparation and Facilitation 1. The intent to hold a bake sale must be registered with SCC’s Center for Civic & Global Engagement at least two weeks in
advance of the event start date. 2. An on-campus location for the bake sale must be reserved through the process established by the College Facilities Office at
least two weeks in advance of the event start date. 3. Organizational representatives must be present throughout the duration of the bake sale and are responsible for set-up and
clean-up. 4. College cash handling procedures must be followed. 5. Bake sale items prepared in a residential kitchen must be accompanied by a sign stating, “The food at this bake sale was
prepared in a kitchen that is not subject to regulation and inspection by a health department.” 6. All bake sale items should be individually wrapped/packaged. For those items not individually wrapped/packaged, tongs or
tissues are necessary for handling. 7. Bake sale items must be stored and displayed off the floor/ground at appropriate temperatures and must be covered at all
times. 8. Organizations might consider using informational signage (ie organizational name, bake sale items, prices, proceeds to
benefit…), as well as a plastic tablecloth at the bake sale. Sanitation and Preparation 1. Bake sale items must be prepared with ingredients purchased from commercial sources (i.e., grocery stores, warehouses,
bakeries), and customary residential/personal sanitation practices must be observed in their preparation. 2. All potentially hazardous foods (i.e., eggs, milk, butter) used to make the bake sale items must be maintained at proper
temperature. 3. Family members who are not assisting with the baking process and family pets must be kept away from the preparation
area. 4. Bake sale items should not be left where they may come into contact with raw meats, eggs or any other raw potentially
hazardous foods. Failure to comply with any or all of these regulations could result in the termination of future bake sale privileges on the SCC campus. If you have any questions, then please call the Center for Civic & Global Engagement at: 480.423.6590, or stop by SC-185.
http://www.scottsdalecc.edu/
Scottsdale Community College Center for Civic & Global Engagement Bake Sale Guidelines Last Reviewed 08.21.13
Scottsdale Community College Cash Handling Procedures It is the responsibility of the Student Business Services office to ensure that the cash handling policies are followed as well as educate employees on these policies. The information in this document should help you navigate through these regulations and
provide you with the roadmap to Petty Cash and Event processes.
Fiscal Year 2020/21
Revised July 01, 2019
Table of Contents
Cash Handling ................................................................. 36
Scope of the Coverage of this Regulation .................................................. 36 General Standards ................................................................................... 36
What is considered cash? .................................................... 37
Accounting Overview ........................................................ 37
FMS Accounts ........................................................................................ 37 FMS Accounting Overview ..................................................................... 37
Petty Cash ....................................................................... 38
Purpose .................................................................................................. 38
Restrictions ............................................................................................. 38 Guidelines and Procedures ...................................................................... 38 Process ................................................................................................... 38 Requirements for Returning ..................................................................... 38 Frequently Asked Questions .................................................................... 39
Obtain an Event Cash Box and iPad ...................................... 79
MCCCD Cash Handling for Clubs and Groups ........................ 79
Segregation of Duties .............................................................................. 79 Security .................................................................................................. 79 Collecting Cash and Receipts ................................................................... 79 Balancing .............................................................................................. 410 Depositing ............................................................................................ 410
Reconciliation ....................................................................................... 410 Management/Council Responsibilities ................................................... 410
Cash Handling Deposit Slip ................................................. 40
Sales Log Sheet ................................................................ 40
Donation Log Sheet ........................................................... 40
Cash Handling The Administrative Regulation 1.17 governs cash handling for Maricopa Employees.
Scope of the Coverage of this Regulation This regulation covers all Maricopa County Community College District (MCCCD) employees or offices (including, but not limited to: all employees – Board-approved or part-time, cashiers offices, performing arts centers, athletic facilities, program offices, etc.) that accept payment for any MCCCD services or donations (including, but not limited to: tuition, fees, dues, event tickets, etc.). Cash is defined as coins, currency, checks, money orders, credit cards, electronic funds transfers, and all cash equivalents (including, but not limited to: tokens, gift cards, tuition waivers, parking tickets, stamps).
General Standards 1. To ensure strong internal controls over cash handling, to safeguard against loss and to meet our
obligation to the community as stewards of public resources, the following elements of internal controls
must be adhered to: a. Proper segregation of duties (i.e., dual controls) b. Specific safeguards for handling, transporting and storing cash c. Specific safeguards for deposits d. Independent reconciliation of deposit documents to receipts e. Management oversight and review of cash handling processes and personnel
2. Each college and the District Office are required to establish written procedures for all locations that handle cash. Such procedures shall ensure compliance with all of the required internal control elements identified in 1. Such procedures shall address all control elements identified in 1 by reflecting the space, physical configuration, staff and other particulars of each location.
3. The District’s Business Services division will review such written procedures for potential areas of concern relating to the required internal control elements. Such concerns will be noted and communicated back to the applicable College/District Office for further action.
4. On or about January 1st of each year, each college and the District Office are to review the written procedures relating to cash handling. If significant changes are required, such changes are to be reviewed by the District’s Business Services division as in C. above.
5. The District’s Internal Audit and Management Advisory Services Department may test the written procedures for compliance in accordance with their established audit plan.
6. If inappropriate activity is suspected or determined (i.e., a pattern of cash shortages, forgery or alterations of checks, misapplication of tuition waivers, loss or damage to securities, computer fraud, etc.), the college or District Office staff should immediately notify their appropriate Vice President or Vice Chancellor, who should then notify Risk Management and Internal Audit and Management Advisory Services of any real or potential losses. The notifications stated above are critical as MCCCD has a limited discovery period in which to report such activity to our insurance carrier.
7. If it is suspected that a theft has occurred, the appropriate law enforcement authorities must be notified. 8. Annually, each employee responsible for handling cash will be required to complete an
acknowledgement that they have read and agree to abide by established procedures for proper handling of cash.
9. Annually, each Vice President or senior level administrator with supervisory or management responsibility for any and all areas that handle cash and the college President and Vice Chancellors with any and all responsibility for cash shall complete an acknowledgement that they will enforce the established procedures for the proper handling of cash.
10. The Vice Chancellor for Business Services shall develop, make available and has the authority to require training as may be appropriate for any and all persons handling cash or supervising these individuals at the colleges, District Office or any district location.
District Web Address: 1.17 Cash Handling - ADOPTED by the Governing Board, February 27, 2007,
Motion No. 9412
What is considered cash? Maricopa County Community College District (MCCCD) considers cash to be the following:
▪ Coins, Currency, Checks, and Money Orders
▪ Credit Cards ▪ Electronic Funds Transfers ▪ Tuition Waivers ▪ Event Tickets ▪ All Cash Equivalents (e.g. gift cards, stamps)
Cash must be kept in a secure location. The Student Business Services located in the Student Services building is open from 8am to 6pm Monday through Thursday and 8am to 5pm on Fridays. We have a process in place to hold cash until a deposit can be completed.
Accounting Overview Prior to requesting college funds for purchases related to college operations it is necessary for you to check
the balance available in your department. ▪ Fund 110 is for specific college operations. This is where most office and department supplies
should be charged. ▪ Fund 230 is for locally generated revenues and expenses. (e.g. fundraisers, t-shirt sales, tickets, etc.) ▪ Fund 250 is specific to course fees and should be used to purchase items supporting the applicable
course and benefit the students paying the course fees, such as science lab supplies, equipment, and materials.
▪ Fund 280 is specific for non-credit tuition. ▪ Grant departments are restricted in use and District Grant Account Managers may be contacted for
clarification.
CFS Object Codes/FMS Accounts
Expenses: Revenues:
54100 Supplies 53550 Official Function 56515 Registration 54210 Purchases for Resale (Concessions)
48090 Miscellaneous Revenues 48091 Membership Dues 44200 Donations 47410 Gate Receipts/Admissions 47430 Entry Fees 47260 Concessions Revenue
FMS will be needed for Cashiering deposits. SIS will continue to use FMS department information for deposits. Example:
[gl business unit] – [account] – [operating unit] – [fund] – [department] – [function] – [project] =
SCC05-47410-SCMAINCA-230-8xxxxx-
FMS
Fund - 110, 230, 250, etc.
GL business unit – SCC05, SCCMAI Operating unit – SCMAINCA
Department – 8xxxxx, 3xxxxx, etc. and Function
Account – 4xxxx revenue or 5xxxx expense
Project
Petty Cash The Student Business Services office is responsible for overseeing the administration of all petty cash funds
throughout the College. As such, it has the responsibility and authority to establish procedures for petty cash and to enforce those procedures.
Purpose
Petty cash disbursements are used to expedite the purchase of small incidental goods used in normal college operations.
Restrictions
The petty cash fund cannot be used for: ▪ Purchasing goods covered by an MCCCD cooperative contract. For example, office supplies that can be
purchased through a purchase order with a cooperative contract with Office Max. These contracts provide very competitive pricing and discounts.
▪ Any type of professional service to either an employee or non-employee. ▪ Reimbursements of any kind, including travel. Please see the College Business Office for the reimbursement
process. ▪ The purchase of money orders, coupons, gift cards and other similar types of pre-purchase tenders to pay for goods.
Guidelines and Procedures ▪ SCC’s general petty cash limit is $100. ▪ A petty cash must be approved and issued prior to purchasing goods. The date of the receipt must be on or
after the issue date on the petty cash. ▪ Two classified employees must sign and approve the use of petty cash. ▪ Original receipts and/or cash must be returned to the Student Business Services office within (7) days of the
petty cash issue date. ▪ Receipts must include the date of purchase, items purchased, and vendor name and address. ▪ Late Returns are heavily Monitored. After a second late return of petty cash, the requester will lose Petty Cash
privileges for the remainder of the current fiscal year. ▪ Cash is the only approved tender. Credit or debit cards are NOT allowed tender(s) for petty cash purchases. ▪ Receipts must include date of purchase, items purchased, and vendor name and address. ▪ All receipts must coincide with the purpose indicated on the petty cash form. ▪ Personal items are not to be purchased and/or included on the petty cash receipts. ▪ Petty cash for events, decorations, and food must have an approved official function form attached. ▪ Only one petty cash per department number can be taken out at any given time. ▪ Only one petty cash per event can be taken out. ▪ Any purchases from a fund 250 account must be for student use and include a course subject and number. ▪ Any registration/admissions to a conference will need to provide documentation detailing an agenda or
itinerary, location, time(s) and amount of fees. ▪ If purchasing computer related technology, you must have prior approval from ITS.
Process 1. Obtain a petty cash form online.
2. Complete all of the required information and provide a detailed description. 3. If needed, attach the signed and approved official function form. 4. Verify that funds are available in your department and obtain proper approvals. 5. Present completed and approved petty cash form to the Student Business Services office to obtain cash. 6. After purchase, return remaining cash and original receipts to the Student Business Services office within 7
days of the petty cash issue date. (Due dates for return of petty may change and shorten as we approach year-end).
Requirements for Returning ▪ Receipts need to be itemized and each receipt needs to be signed. ▪ Vendor name and address (or cross streets) must be on receipts. ▪ Items must be shipped to SCC and all items must be received. ▪ Receipts must show that it is paid in full and the method of payment.
▪ NO purchases prior to Fiscal approval. Any unauthorized purchases will be rejected and become the liability
of the purchaser.
Frequently Asked Questions
1. What happens if I return a Petty Cash late?
After the first late petty cash, the requester will receive a warning email. The approver will be copied on that email. After a second late petty cash, the requester will NOT be allowed to pick up any petty cash for the remainder of the current Fiscal Year.
2. What happens if the funds are lost?
Fund safeguarding is the petty cash requestor’s responsibility and lost funds must be repaid.
3. What happens if the receipts are lost?
The requestor is responsible for all the receipts until the petty cash is settled with the Student Business Services
office. If the receipts are lost, the requestor must get duplicate copies of receipts.
4. What if the vendor only provides a tape receipt?
The submitted receipt must include the date of purchase, detailed and itemized purchases, and vendor name. If
the vendor name is not printed on the receipt a business card must be attached.
5. What if the funds are obtained for a specific event and excess funds become available? Can excess funds be
used to purchase other miscellaneous items not listed on the voucher?
NO. Keep in mind that all purchases must be pre-approved prior to purchase, otherwise, it could be considered
an unauthorized purchase and reimbursement can be denied.
6. Why is Cashier Services (designated staff) always looking at my receipts?
The Cashiering staff must review the receipts submitted to ensure adherence to MCCCD’s policies. If she/he
identifies discrepancies, the requestor must resolve them before the petty cash can be settled. An example of a
discrepancy: Funds are obtained on 1/10/18, but some of the receipts are dated prior 1/10/18. We will not
accept those receipts on that petty cash.
Obtain an Event Cash Box and iPad The Student Business Services office has cash boxes and an iPad available for use in college-sponsored functions only. In order to reserve a cash box or the iPad, please send your request to the Student Business Services office at [email protected].
In the body of your email, please include the following information:
▪ Requester name and phone number ▪ Department/Event – include date, time, and location. ▪ Are tickets needed
For Cash Box only:
▪ Total amount requested ▪ Exact denominations of coins or bills required ▪ Is a cash box needed
An email will then be sent with the request is complete. RETURN of cash boxes and deposits of revenue should be made within 24 hours after the end of the event, or the first business day after. Any shortages or overages must be reported in the deposit.
MCCCD Cash Handling for Clubs and Groups (Internal Audit and Management Advisory Service – 02/13/2007)
Key principles for cash handling ▪ Segregation of Duties ▪ Security ▪ Balancing ▪ Deposit
▪ Reconciliation ▪ Management or Officer Review
Segregation of Duties Segregation of duties is the most important control in the cash collection process and often the most difficult to
manage. Accountability is assigned to an individual. A different person must be involved in each step: ▪ Collecting cash and receipts ▪ Balancing ▪ Depositing ▪ Reconciliation
Security The club or group must have a lockable cash box. The cash box should be locked and secured in a locked drawer or
safe, to which access is limited to the person collecting the cash and a supervisor or club officer.
If you are responsible for transporting deposits to the Student Business Services office:
▪ Secure the cash and checks. ▪ Try not to be conspicuous. ▪ If depositing regularly, do not take the same route or go at the exactly the same time every time. ▪ Contact College Safety and request an escort if needed.
Collecting Cash and Receipts We recommend a pre-numbered receipt book with duplicate receipts. Information on receipts should include the payer’s name; purpose or description of the cash payment; quantity, and unit price, if applicable; type of cash received (check, currency, etc.); total amount of cash received; and the signature of the person collecting or receiving the cash. (See
Donation Log Sheet at the end of this section.)
▪ Only one person should have access to the receipt book. ▪ Checks received should be immediately restrictively endorsed, “For Deposit Only to (MCCCD / college)”. If
a stamp with this message is not available, write it on the back of the check ▪ A duplicate receipt should be provided to the payer for each transaction. ▪ If you are going to make change, then you need a change fund. Change should never be made from personal
cash.
Balancing All cash receipts must be balanced daily. The person who balances should not deposit or receive cash to maintain proper segregation of duties. ▪ The balancer should compare the receipts issued with the actual amount collected. ▪ The balancer should investigate and resolve discrepancies and sign and date the balancing record to document
the process.
Depositing Someone who did not collect cash should prepare the deposit. ▪ Deposits of revenue should be made within 24 hours after the end of the event, or the first business day
after. ▪ Deposit all funds intact. The entire amount of receipts collected must be deposited so that all receipts are
posted as receipts to the club or group account(s). ▪ Any shortages or overages must be reported in the deposit. ▪ None of the cash collected by the club or group may be used prior to its deposit. For example, a club cannot
use $10 of its cash receipts to purchase postage and then reduce the amount of its cash deposit by the $10 used.
Reconciliation The reconciler should not receive or deposit cash to maintain proper segregation of duties. ▪ Reconcile the deposit receipt to the group’s receipts document. ▪ Reconcile to FMS after the deposit has been made. ▪ The reconciler should investigate and resolve any discrepancies, then sign and date the documentation to
evidence the reconciliation. ▪ All discrepancies need to be brought to the attention of the bursar.
Management/Council Responsibilities Management is responsible for establishing an effective internal control system. This includes: ▪ Maintaining proper segregation of duties, ▪ Requiring that staff handling cash be properly trained, ▪ Requiring that staff follow all cash handling and depositing procedures, ▪ Reviewing receipts and reconciliations on a regular basis, then signing and dating the documentation
reviewed.
Cash Handling Deposit Slip
The Administrative Regulation 1.17 governs cash handling for Maricopa Employees. This regulation covers all Maricopa County Community College District (MCCCD) employees or offices (including, but not limited to: all employees – Board-approved or part-time, cashiers offices, performing arts centers, athletic facilities, program offices, etc.) that accept payment for any MCCCD services or donations. Cash is defined as coins, currency, checks, money orders, credit cards, electronic funds transfers, and all cash equivalents (including, but not limited to: tokens, gift cards, tuition waivers, parking tickets, stamps).
To ensure strong internal controls over cash handling, to safeguard against loss and to meet our obligation to the community as stewards of public resources, the following elements of internal controls must be adhered to (initial below):
___ Completion of online cash handling acknowledge by each individual handling cash ___ Read and acknowledge Scottsdale Community College’s Cash Handling Procedures ___ Proper segregation of duties (i.e., dual controls) ___ Specific safeguards for handling, transporting and storing cash ___ Specific safeguards for deposits ___ Independent reconciliation of deposit documents to receipts ___ Management oversight and review of cash handling processes and personnel Person in Charge of Cash Handling Oversight: _________________________________________ Sign and date Date of Event: ____________________________ Department/Club/Group/Event: _______________________________________________________________________________ Department Code (#) for deposit into FMS:____________________________________________ ___ Cash Donations ___ Fundraising Sales ___ Other: _________________ Cash Amount: _________________________ Credit Card Amount (if applicable): ____________________ For all bulk cash donations there must be (2) persons present for counting and balancing. Cash/Donation Collection and Balancing Team: _________________________________________ Sign and date _________________________________________ Sign and date Cash/Donation Depositor: __________________________________________________________ Sign and date
Sales Log Sheet
Date:________________________ Event: ______________________________
Date Product Quantity Amount Total Recvd
Signature
Balancer Signature: ________________________ Date: ________________________
Donation Log Sheet
Date Amount Pymt Type (Cash/Chk, Etc)
Name (please note anonymous if requested)
Donor Signature
Recvd Signature
Total:____________________________ Balancer Signature: _______________________ Date: ________________________
The Salt River Pima-Maricopa Indian Community is comprised of two Native American tribes: the Pima- "Akimel Au-Authm," (River People) and the Maricopa- "Xalychidom Piipaash," (People who live toward the water).
The Maricopa tribes were small bands that lived along the lower Gila and Colorado rivers. In the early 1800's they migrated toward Pima villages. The Pima, known as a friendly tribe, established a relationship with the Maricopa. Both tribes provided protection against the Yuman and Apache tribes.
The Pima believe they are the descendants of the "Hohokam," (those who have gone) an ancient civilization who lived in Arizona nearly two thousand years, dating as far back as 300BC. The Hohokam farmed the Salt River Valley and created elaborate canal irrigation systems throughout the valley area; that system, now modernized is still used today.
The Pima were strong runners, basket weavers and farmers who could make the desert bloom. They served as trusted scouts for the U.S. Cavalry and continue to serve their country today in various forms of the armed forces.
The Pima's are well known for their basket weaving techniques, intricately woven they are made watertight. The Maricopa, known for their red clay pottery work, created various forms of jars and bowls. Both forms of artwork are made of natural materials and can be viewed at the Community's Hoo-hoogam Ki Museum.
The Pima and Maricopa tribes together comprise the Salt River Pima-Maricopa Indian Community.
SRPMIC Information
ROLE OF THE ADVISOR
The real learning for the students involved within an organization takes place when they function as group members within an organization. Advisors should not assume leadership the role of leader, officer, or voting member. The advisor is to advise on matters requiring an opinion from someone who has a more sophisticated bank of knowledge in group dynamics, purpose of the organization, about the institution as a whole, etc. The advisor serves as the initial College contact for assistance with policy education and interpretation, program assessment and development, on-campus programming resources and support services and other needs. The advisor must realize that in his or her role, the student members of the group decide what advice to accept and what advice to reject. THE ADVISOR AND GROUP MEMBERS NEED TO KNOW AND AGREE ON THE ROLE OF THE ADVISOR
Primary Functions of the Advisor:
1. To Caution When Necessary The advisor should alert the group when he or she feels the group is about to make a decision before all known facts are gathered or when the group appears to be functioning outside the boundaries established within their constitution, by the institution, or by law.
2. To Function as a Liaison
The advisor assists when members of the club/organization need to make appropriate contacts with college officials, faculty, outside agencies, etc. Represent the administration, and refer students to, or consult with, the director of Center for Civic & Global Engagement concerning club activities. Participate as a consultant in the transaction of organizational business. Work with the Club/Organization in upholding the District, College, local and state standards and regulations.
3. To Work Closely With the Leaders
An advisor can provide much advice and counsel on a one on one basis with the designated leaders. A standing appointment between advisor and leaders facilitates continuing dialogue between the advisor and club/organization leaders.
No official meeting may take place, if the advisor is not present, unless a substitute has been arranged by the advisor in advance of the meeting.
But,
WHO DOES WHAT?
PRESIDENT Usual Duties of the President
• Preside at all meetings.
• Be familiar with the constitution and by-laws of the Club/Organization, the specific duties of the office and basic parliamentary procedures. Also, must be familiar with College procedures and policies affecting Club/Organization operation.
• Prepare an agenda for each meeting. Appoint committees as directed and define their responsibilities.
• See that committees act and report promptly and fully.
• Plan programs for the year ahead. This can often be delegated to a planning committee, but the president is responsible for seeing that planning is done.
• Consult regularly with the Club/Organization advisor, but remember that the activities of the organization should be planned and carried out by students, not the advisor.
• Responsible for seeing the following materials are filed in the Center for Civic & Global Engagement: 1) A copy of the Club’s/Organization’s constitution and by-laws; and, 2) SCC Club/Organization Info Sheet.
VICE PRESIDENT Usual Duties of the Vice President
• Conduct meetings in the absence of the president.
• Perform other official tasks as assigned.
• Take a full share of responsibility for helping the Club/Organization to function effectively and efficiently.
SECRETARY Usual Duties of the Secretary
• Record all decisions, and promptly prepare and make available to members, copies of minutes following each meeting.
• Keep an accurate file of minutes and actions and have them available for ready reference at club meeting.
• Unless some other officer is assigned the job: 1. Get agenda and a copy of all information bearing on agenda items into hands of members one week in
advance of meeting, if possible. 2. Arrange for meeting place and other physical facilities necessary. 3. Notify members as to the date, time and place of each meeting.
Suggestions for Writing Minutes Name of organization Kind of meeting (regular or special) Date and hour of meeting Place of meeting Attendance List special guests in attendance NOTE: When attendance of members at meetings is required, a list of members present and absent should be a part of the minutes. Also, note when members leave prior to adjournment.
But,
WHO DOES WHAT?
• Minutes should contain a record of all transactions of the group.
• Names of persons making and seconding motions should be included.
• Exact wording of all motions should be given.
• A record of the discussions is unnecessary; however, unusual or important contributions may be included.
• Results of all votes.
• Brief summaries of reports should be included. The secretary places completed reports in a permanent file.
• Minutes should be signed and concluded in this form: Mary Jones, Secretary.
• When the minutes have been approved by the organization, the word “approved,” the date and initials of the secretary should be written in the lower left-hand corner of the last page
TREASURER Usual Duties of the Treasurer
• Handle the funds responsibly.
• Keep complete and accurate records.
• Pay bills and transact business promptly, in accordance with the policies established by the College and the Club/Organization.
• Audit previous treasurer’s financial records. Receipts for Funds Received Provide receipts for payments received, using a receipt book. The stubs of the receipts provide records, which can be posted in the treasurer’s book. Treasurer’s Report A financial statement should be prepared and reported at all regular Club/Organization meetings. Copies can be made available for all attendees. Don’t forget to include:
1. Balance reported at previous meeting. 2. Itemized list of receipts. 3. Itemized list of disbursements. 4. Balance on hand.
The following is a helpful model for Club/Organization governing documents. There are many ways to structure a club or organization and you are free to tailor yours to the needs of your group. If you have questions or need more help, please stop by the Center for Civic & Global Engagement, SC-185.
CONSTITUTION OF_______________________ Scottsdale Community College
Date OBJECTIVES/PURPOSE Preamble: State the purpose and aim of the Club/Organization. NAME OF THE ORGANIZATION Article I - Name The name of this Club/Organization shall be ______________, hereinafter referred to as ______________. This organization is recognized as an official student club/organization by Scottsdale Community College (SCC), an institution of the Maricopa Community College District (MCCCD). Include in this section any national or regional affiliations. If appropriate, specify any other variation of the official name that the group might use in its contacts with the student body and community (acronyms, etc.). MEMBERSHIP QUALIFICATIONS Article II – Membership A. Qualifications of membership
1. All members must be currently enrolled students in good standing at Scottsdale Community College. 2. Include in this section the criteria for membership and how membership is decided, if any. This might include GPA, class level,
major, attendance, etc. Clubs/organizations can also specify certain attendance requirements to retain voting or financial privileges. The criteria may not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, citizenship status, age, disability, veteran status, or genetic information.
3. Voting privileges shall be granted only to SCC students. Include any other requirements you wish such as meeting attendance, participation in activities, dues paying, etc. You may wish to include eligible non-students (Board-approved faculty and staff only) as associate members, who may attend meetings, make motions, and participate in discussions and activities.
4. The responsibilities of all members shall include: 5. Include here all the requirements for maintaining membership. If desired, include benefits and privileges of membership.
B. Assessments and Dues Include here any and all dues or fees charged to members, associate members, new members, etc. Instead of setting the dues level, you may wish to stipulate how the assessment is established by the membership.
C. Specify how membership may be resigned or terminated. OFFICERS AND COMMITTEES Article III – Officers and Committees A. All officers must be currently enrolled students in good standing at Scottsdale Community College. Other qualifications for holding office
may include GPA, length of membership, class standing, etc. B. Election and Removal Include election time, method of nomination and by whom the officers are elected. Be sure to specify how many members need to be
present to constitute a quorum, method of voting, vote required, eligible voters and date/time at which newly elected offers take office. Additionally, you must specify the procedure for removal of officers, which is usually a 2/3-majority vote of the total voting membership. Make sure to specify how offices are filled if there is a vacancy (by appointment or special election).
C. Duties and Responsibilities Include the title of each officer and a brief description of duties. For example:
The Chair/President shall preside at all meetings of the club, represent the club to the college and community, and shall convene the executive committee at least monthly when school is in session. The Vice Chair/President shall assume the duties of the Chair/President in his/her absence. The Secretary/Treasurer shall keep all records of official business and financial transactions.
D. Committees Include all standing committees, as well as provisions for the appointment of special projects, ad hoc committees, etc. For example:
The Executive Committee shall be comprised of the elected officers of the organization and shall meet to finalize agenda items, prepare informational reports and collaborate on the business of the organization.
Constitution & By-Laws
The Service Committee shall— The ______ Committee shall— The Chair/President may appoint others to committees as needs arise.
MEETINGS Article IV - Meetings Include when regular meetings shall be held, the frequency of meetings, quorum required to do business, how the membership is notified, how special meetings are called and how committee meetings are scheduled. ADVISOR Article V - Advisor A Board-approved faculty or staff advisor is required. Include in this section method of selection, role and responsibilities, etc. For example: A. Attend (or said designee) all official club business, meetings and events on or off campus. B. Transport (or said designee) students in official college vehicle wherever possible to any activity off campus. C. Serve as key agent to club’s college fiscal account. D. Ensure through student membership communication with the SCC’s Center for Civic & Global Engagement. E. Submit paperwork necessary for club business at Scottsdale Community College. F. Ensure all SCC/MCCCD social media guidelines and branding (i.e., logo) policies are followed. FISCAL RESPONSIBILITY Article VI – Fiscal Responsibility A. All fiscal transactions must be conducted through official club account established with permission of/by SCC’s Center for Civic & Global
Engagement, in accordance with related SCC/MCCCD policies and procedures. B. No outside/non-district accounts will be permitted. C. Uphold all MCCCD Administrative Regulations on Cash Handling. EEO/AA Article VII – Equal Opportunity & Rights Statement SCC is part of MCCCD and, therefore, is an EEO/AA institution. ________ Club will not discriminate, nor tolerate discrimination, against anyone because of race, color, religion, gender, sexual orientation, national origin, citizenship status, age, disability, veteran status, or genetic information. AMENDMENTS Article VIII - Amendment Process State the procedure for amending the constitution. Be specific. Include any requirements for the form or manner in which the amendment is written, any time limitations for the presentation or ratification of an amendment and what margin of votes and amendment needs to receive passage. Once approved, the changes must be submitted to the Council of Student Leaders for final approval. BY-LAWS OF_______________________ Scottsdale Community College Date Generally, constitutions establish the broad structure and format of an organization, and the by-laws illustrate the process and procedures to attain the goals and implement the structural format. Items such as the specifics of the nomination process for officers, the exact amount of dues, and the dues collection procedures, the specifics of committee operation, fundraising operations, parliamentary procedure, etc. are best left to the bylaws. Usually, by-laws are amended by a simple majority vote and can, therefore, adapt more easily to current organizational needs.
Scottsdale Community College Council of Student Leaders
CONSTITUTION
MISSION The Scottsdale Community College (SCC) Council of Student Leaders (CSL) exists to preserve student rights, serve student needs, provide funding for student activities, and to serve as the official voice of the student body. The SCC CSL serves as a foundation for unity, as well as a sense of community among students and student groups. The SCC CSL provides opportunities for growth in leadership skills for its members. Organized student leadership training will provide active opportunities to enhance the students’ experiences. The students will then be able to apply the skills and knowledge to the duties of a student leader. ARTICLE I - NAME Section 1: The name of this organization shall be called the Scottsdale Community College Council of Student Leaders; hereafter, it will be referred to as CSL. Section 2: The Center for Civic & Global Engagement, hereafter referred to as CCGE, Office shall serve in a campus advisory capacity to the CSL. ARTICLE II - DEFINITION Section 1: A student shall be defined as anyone enrolled in any credit class at SCC. ARTICLE III - MEMBERSHIP Section 1: All students registered in any credit class at SCC shall have the right to become active members in CSL as a Student Executive Officer, Student-At-Large or Club/Organization Representative. Section 2: The Student Executive Officers include the Chair, Vice Chair, Public Relations Co-managers (2), Special Events Co-managers (2), Secretary, and Mascot. Section 3: The number of available Student-At-Large positions will be determined by a ratio of one Student-At-Large per 1,000 students (head count). Section 4: General Membership shall consist of the student Club/Organization Representatives as designated by the Clubs/Organizations. ARTICLE IV - STUDENT MEMBERSHIP Section 1: Student Executive Officers shall be selected by a committee appointed by the Assistant Director of CCGE and recognized by the CSL General Membership for terms of one academic year. A. Student Executive Officers may re-apply for membership within CSL. B. CSL Chair and Vice Chair cannot reapply for their same positions. However, the CSL Chair and Vice Chair can
apply for different CSL Student Executive Officer positions or as Students-At-Large. Selection of Executive Team members and Students-At-Large, as well as term limits, will be described in the By-Laws.
Section 2: Authorized Club/Organization Representatives shall be selected by their constituents; it is recommended this designee be the same individual throughout the entire term but not necessary.
Section 3: Student Executive Officers must have a 2.5 cumulative GPA in order to be considered for office and must maintain it throughout the stated academic term. All Students-At-Large must have 2.0 cumulative GPA in order to hold membership and must maintain it throughout the stated academic term. Section 4: All Student Executive Officers and Students-At-Large must be enrolled for a minimum of six credit hours at SCC. All Club/Organization Representatives must be enrolled for a minimum of three credit hours at SCC. Section 5: Student Executive Officers, Students-At-Large and Club/Organization Representatives may represent up to two student clubs/organizations in meeting attendance. For Executive Officers and Students-At-Large, CSL serves as one of the two student clubs/organizations. Section 6: Student Executive Officers and Students-At-Large must be available to attend all official CSL meetings and events, and all available leadership retreats, as scheduled each term, unless otherwise arranged with and approved by the Assistant Director of CCGE. Section 7: Club/Organization Representatives must be available to attend all CSL General Meetings, as scheduled each term. Designees are encouraged to attend related leadership retreats. ARTICLE V - STRUCTURE Section 1: OFFICERS Only SCC students shall serve as Student Executive Officers. The Student Executive Officers include the Chair, Vice Chair, Public Relations Co-managers (2), Special Events Co-managers (2), Secretary, and Mascot. Section 2: DUTIES A. CHAIR
1. Act as the official spokesperson of the students of SCC and CSL. 2. Attend all official CSL Planning and General Meetings and available leadership retreats, as scheduled each
term. 3. Attend all CSL-sponsored events and programs. 4. Attend one MCCCD Governing Board meeting each academic year, as designated by the Director of CCGE. 5. Spend at least five hours a week working on CSL business (one hour for weekly meeting and four hours in the
CCGE). 6. Preside over the CSL Planning and General Meetings. 7. Prepare and present Chair’s Report at CSL meetings. 8. Appoint committees subject to input by the General Membership: Executive Officers and Students-at-Large. 9. Oversee the function of the appointed committees. 10. Retain the power to veto actions and resolutions passed by CSL. This veto can be overturned by a two-thirds
vote of the original party. This action needs to occur within the same meeting as the veto. 11. Facilitate preparation of agenda with the Assistant Director of CCGE at least one day in advance of meeting. 12. Serve as the Chair to the Civic Engagement Committee, which will include planning and facilitating CSL-
sponsored civic engagement activities in conjunction with the Assistant Director of the CCGE. 13. Coordinate the attendance of Student Executive Officers and Students-At-Large at all active
Club/Organization meetings. 14. Coordinate and integrate all activities and duties of officers, members and volunteers of CSL. 15. Maintain communication among CSL Executive Officers, Students-At-Large and General Membership; SCC
Administration, Faculty and Professional Support Staff; and, Community Agencies and Representatives. 16. Perform all duties in coordination with the Assistant Director of CCGE, who shall be the official advisor and
communication link between the CSL and the SCC Administration.
B. VICE CHAIR 1. Preside and perform the duties of the Chair, in the absence of the Chair. 2. Attend all official CSL Planning and General Meetings and available leadership retreats, as scheduled each
term. 3. Attend all CSL-sponsored events and programs. 4. Attend one MCCCD Governing Board meeting each academic year, as designated by the Assistant Director of
CCGE. 5. Spend at least five hours a week working on CSL business (one hour for weekly meeting and four hours in the
CCGE). 6. Prepare and present Vice Chair’s report at CSL meetings. 7. Serve as the Chair to the Global Awareness Committee, which will include planning and facilitating CSL-
sponsored global awareness activities in conjunction with the Assistant Director of the CCGE, including but not limited to: International Education Week and The IN Thing.
8. May serve as student representative on college council such as SCC’s Sustainability Action Council. If Vice Chair cannot assume the duty, Chair and Assistant Director of CCGE will assign to another Executive Officer as needed.
9. Perform all duties in coordination with the Assistant Director of CCGE. C. PUBLIC RELATIONS CO-MANAGERS
1. Attend all official CSL Planning and General Meetings and available leadership retreats, as scheduled each term.
2. Attend all CSL-sponsored events and programs. 3. Attend one MCCCD Board meeting each academic year, as designated by the Assistant Director of CCGE. 4. Spend at least five hours a week working on CSL business (one hour for weekly meeting and four hours in the
CCGE). 5. Prepare and present Public Relations Report at CSL meetings. 6. Coordinate, publish and disseminate the publication of a quarterly newsletter. 7. Plan and coordinate the implementation of all CSL marketing and publicity. 8. Coordinate the decoration of the CSL bulletin boards in the Student Center Foyer at least once a term. 9. Update the CSL Marquee weekly, if necessary, with CSL-sponsored events. (The CSL Marquee is located
outside the Student Center on the East Patio.) 10. Maintain yearly archive of CSL events by saving photographs and recording events on Microsoft Word
documents in CCGE shared drive. 11. Plan, facilitate and evaluate one Lunch with College President and their leadership team each term. 12. Work closely with Northeast Valley News Staff and SCC’s Institutional Advancement & Community
Engagement (IACE) Office to advertise events and accomplishments. 13. Serve as Chair to the Public Relations Committee. 14. Perform all duties in coordination with the Assistant Director of CCGE.
D. SPECIAL EVENTS CO-MANAGERS
1. Attend all official CSL Planning and General Meetings and available leadership retreats, as scheduled each term.
2. Attend all CSL-sponsored events and programs. 3. Attend at least one MCCCD Governing Board meeting each academic year, as designated by the Assistant
Director of CCGE. 4. Spend at least five hours a week working on CSL business (one hour for weekly meeting and four hours in the
CCGE). 5. Prepare and present Special Events Report at CSL meetings. 6. Coordinate, in conjunction with the CCGE, all special projects and community service projects, including but
not limited to: Artichoke Pride Week, Parada del Sol Parade and The IN Thing.
7. Complete any related event paperwork, in conjunction with the CCGE staff, including but not limited to: Event Registration Forms and requests for written quotes.
8. Oversee the assignment and fulfillment of Assign Student Executive Officers and Students-At-Large with their duties and times to be present at all events.
9. Serve as Chair to the Special Events Committee. 10. Perform all duties in coordination with the Assistant Director of CCGE.
E. SECRETARY
1. Attend all official CSL Planning and General Meetings and available leadership retreats, as scheduled each term.
2. Attend all CSL-sponsored events and programs. 3. Attend at least one MCCCD Governing Board meeting each academic year, as designated by the Assistant
Director of CCGE. 4. Spend at least five hours a week working on CSL business (one hour for weekly meeting and four hours in the
CCGE). 5. Maintain an updated list of active Clubs/Organizations, their advisors, and information on their meeting
times and events. 6. Prepare and present Secretary’s Report at CSL meetings. 7. Record, publish, distribute and make available the minutes of all Planning, General and Special Meetings.
These must be published, distributed and made available with a minimum of two days prior to the CSL meeting. Minutes shall be distributed to: 1) the Director of CCGE; 2) the Assistant Director for CCGE; 3) the Administrative Secretary for CCGE; 4) each Club/Organization; and, 5) CSL Student Executive Officers and Students-At-Large. All minutes shall be delivered through email. Minutes must be available to the college community during office hours as public record. These are to be filed and stored in a binder within the CCGE.
8. Copy and present minutes at all CSL meetings for approval. 9. Track all Student Executive Officers, Students-At-Large and Club/Organization Representatives attendance at
CSL meetings. 10. Prepare and mail all official outgoing CSL correspondence. Any correspondence must first be approved by
the Assistant Director of CCGE prior to dissemination. 11. Copy and share incoming and outgoing correspondence with CSL at all General Meetings. 12. Organize and maintain all CSL archives and CSL files. 13. May serve as Co-Chair to the Fundraising Committee. 14. Perform all duties in coordination with the Assistant Director of CCGE.
F. MASCOT
1. Attend all official CSL Planning and General Meetings and available leadership retreats, as scheduled each term.
2. Attend all CSL-sponsored events and programs. 3. Attend at least one MCCCD Governing Board meeting each academic year, as designated by the Assistant
Director of CCGE. 4. Spend at least five hours a week working on CSL business (one hour for weekly meeting and potentially four
hours at related appearances or in-office hours). 5. Appropriately and proudly represent SCC as its mascot. 6. Serve on at least one CSL committee. 7. May serve as Co-Chair to the Fundraising Committee. 8. Perform all duties in coordination with the Administrative Secretary of CCGE.
Section 3: THE EXECUTIVE TEAM A. Members shall be the CSL Student Executive Officers [Chair, Vice Chair, Public Relations Co-managers (2), Special
Events Co-managers (2), Secretary, Mascot, the Director of CCGE, the CCGE Assistant Director and the CCGE Administrative Secretary. Voting privileges are only extended to the CSL members of the team.
B. Shall meet in Planning Meetings during the off-weeks of General Meetings. Section 4: MEETINGS A. The CSL shall establish and publish a schedule of regularly scheduled meetings. Special Meetings of the CSL may
be called by the Executive Team in accordance with procedures established in the By-Laws. B. All requests for funding by Club/Organization Representatives will be voted on at the next General Meeting
following the receipt of the written request for funding proposal/presentation by the Assistant Director of CCGE. C. All requests for Club/Organization recognition will be voted on at the next General Meeting following the written
notice of Interest Group approval. D. The CSL Planning and General Meetings shall be held approximately twice each month to study and act on the
following: a. Issues/Concerns; b. Proposals for Funding; c. Projects/Events; d. CCGE Special Projects Calendar (related projects); e. Appointments and Nominations; and, f. Requests for Recognition.
E. Returning CSL members will convene one to two weeks prior to the start of each semester and hold a retreat to discuss and schedule events dates, including but not limited to fundraising events.
Section 5: QUORUM and PARLIAMENTARY PROCEDURE A. A quorum shall consist of a majority (50%+1) of the eligible voting members as ascertained by the secretary’s
official roster (five voting members = three), as stated in the By-Laws. B. Robert’s Rules of Order Revised (latest edition) shall be the parliamentary authority for CSL but is not required to
be used regularly in meetings. ARTICLE VII - COMMITTEES Section 1: CIVIC ENGAGEMENT The Civic Engagement Committee, led by the Chair, has two main purposes: A. Identifies, plans, facilitates and evaluates related civic engagements for SCC students and employees, and the
Scottsdale community. The Committee is responsible for conducting at least one activity each term; and, B. Serves as the sounding board for student concerns through identifying, researching, developing and
implementing at least one awareness activity each term on student-related issues. These might include voter
registration, proposed tuition increases, parking, etc.
Section 2: GLOBAL AWARENESS The Committee, led by the Vice Chair, has one main purpose: A. Identifies, plans and evaluates related global awareness projects for SCC students and employees, and the
Scottsdale community. Section 3: PUBLIC RELATIONS The Public Relations Committee assists the Public Relations Co-managers with all assigned marketing and public relations duties related to CSL, its committees and its special projects. Section 4: SPECIAL EVENTS The Special Events Committee assists the Special Events Co-managers with the planning, marketing and facilitation of all CSL-sponsored special projects.
Section 5: AD HOC Other standing and ad hoc committees may be appointed by the Chair, when deemed necessary, and approved by the Assistant Director of CCGE. Section 6: FUNDRAISING The Fundraising Committee assists the Secretary and Artie the mascot with the following assignments: A. May plan, facilitate and evaluate a fundraiser. Funds raised support the CSL General Fund. B. May receive funding requests from the Assistant Director of the CCGE; organize and present Club/Organization
funding requests for consideration at CSL meetings. C. May share the CSL Budget and its procedures with CSL. ARTICLE VIII - REMUNERATION Remuneration will be as follows: Section 1: The actual amount of remuneration will be described in the By-Laws. ARTICLE IX - REMOVAL and VACANCIES Section 1: Any student member of the CSL may be removed from membership for just cause as defined in the By-Laws. Section 2: The student member shall receive written notice from the Assistant Director of CCGE two weeks prior to any action taken. Section 3: Prior to a vote for removal from membership, the member charged shall be provided an opportunity to speak to the CSL Executive Team, Students-At-Large and General Membership. Section 4: Removal from membership of a student member shall require a majority vote of the CSL voting membership. Section 5: Vacancies shall be publicized through a variety of college media; the Chair may recommend a candidate to the CSL. Section 6: Applications for vacant positions shall be submitted to the Director of CCGE for consideration by the CCGE and the Selection Committee. Section 7: The CSL shall recognize the appointment by majority vote of eligible voting members. ARTICLE X - BUDGET and FINANCE Section 1: The budget and financial procedures of CSL will be in accordance with the MCCCD policies and procedures. Section 2: The criteria and procedures for budget and financial matters, including funding, will be described in the By-Laws. ARTICLE XI - BY-LAWS /INITIATIVE /REFERENDUM /RECALL Section 1: The CSL may adopt such By-Laws as it considers desirable. By-Laws must be adopted or rescinded by a two-thirds vote of the CSL, a quorum being present. By-Laws become effective five school days after adoption unless a different date is provided for in the By-Laws.
ARTICLE XII - AMENDMENTS/RATIFICATION Section 1: Amendments to this Constitution may be proposed by a resolution adopted by a two-thirds vote of the CSL or by a petition signed by a minimum number of one hundred students. A proposal shall be submitted to the student population and stands approved if a two-thirds majority of the votes cast stand in favor of the proposed amendments. Originally Approved: 09.22.97 Amended: 06.01.99 08.01.01 04.30.02 05.05.03 05.27.04 05.05.05 reviewed 05.04.06 reviewed 05.03.07 reviewed 05.09.08 reviewed 05.08.09 12.05.13 04.30.15 08.31.18
Scottsdale Community College
Council of Student Leaders BY-LAWS
ARTICLE I - MEETINGS Section 1: TYPES A. All CSL General and Planning Meetings will be held on a designated day at a designated time, to be published,
and members must have a one-hour block of time available, as determined by the CCGE. B. A Special Meeting of the CSL may be called by the Executive Team, with a minimum of a 24-hour notice given to
each CSL member prior to the meeting. Section 2: PARLIAMENTARY AUTHORITY, QUORUM and OFFICERS A. In order for any official CSL business to be acted on, a minimum of half the Executive Team and Students-At-
Large plus one voting member needs to be present. An official CSL Advisor, or a designee, must also be present. B. If no new Student Executive Officers are selected by September 1, current Student Executive Officers still
enrolled at SCC will continue in their positions until new officers are selected. The CSL will continue on an ongoing basis during the transition period of officers.
C. Robert’s Rules of Order Revised (latest edition) will be the standard parliamentary authority for CSL but is not required to be used regularly in meetings.
Section 3: PROCEDURES For any items to be discussed and voted on during CSL business, the appropriate forms must be submitted to the CCGE in a timely manner. Section 4: GUIDELINES FOR ALL VOTING CSL MEMBERS – STUDENT EXECUTIVE OFFICERS, STUDENTS-AT-LARGE and GENERAL MEMBERSHIP A. Review and be familiar with CSL’s Constitution and By-laws. B. Be prepared for all CSL meetings. Plan ahead for discussion regarding agendas and all reports. C. Vote on all CSL business (unless abstention is requested), in accordance with the decision of represented
Club/Organization (if applicable). D. All members must support and work together in a team effort between CSL, Clubs/Organization, the student
body and the SCC staff and faculty. E. All conflicts that interfere with CSL business must follow the conflict resolution process to be facilitated by the
Assistant Director of CCGE. F. All new and continuing voting CSL members are required to attend a workshop on SCC Club/Organization
procedures, resources and financial expenditures. This will be facilitated by the Director of CCGE at the first General Meeting of CSL each Fall term.
G. All CSL Executive Team Members and Students-At-Large are responsible for following procedure regarding Petty Cash, requisitions and any other financial expenditures. This includes returning all receipts and monies to the CSL Office the same working day of withdrawal, unless otherwise specified by the Assistant Director of CCGE. Should any Executive Team Member or Student-At-Large fail to produce all receipts and monies within the stated time, that individual may be held personally responsible for the total amount of unreturned funds.
H. Effectively and efficiently maintain communication between Assistant Director of CCGE and Chair of CSL (consistent lack of communication will result in possible removal from CSL).
Section 5: ATTENDANCE FOR ALL VOTING CSL MEMBERS – STUDENT EXECUTIVE OFFICERS, STUDENTS-AT-LARGE and GENERAL MEMBERSHIP A. Student Executive Officers and Students-At-Large are required to attend all CSL Planning and General Meetings,
and available leadership retreats, as scheduled each term.
B. Two unexcused absences per term at CSL meetings by an Executive Team Member or a Student-At-Large will result in suspension from conferences and events. (Excused absences from CSL meetings are defined in the Scottsdale Community College Catalog as “Official Absences.”) A third unexcused absence per term will result in removal from CSL.
C. Club/Organization Representatives are required to attend all CSL General Meetings; it is recommended that this designee be the same individual throughout the entire term but not necessary.
D. If a Student Executive Officer, Student-At-Large or Club/Organization Representative is 15 minutes late to a meeting, the individual will be counted as being absent from the meeting. The tardiness will be considered as an unexcused absence, if a just cause for the late arrival is not provided. Repeated tardiness, with or without just cause, at three meetings shall result in removal from membership.
E. Communication regarding absences must be with the Assistant Director of CCGE and Chair of CSL. Only the Assistant Director of CCGE may excuse an absence.
F. Any official CSL event missed without a valid excuse with two weeks prior notice will be considered an unexcused absence. (To the discretion of the Assistant Director of CCGE and Chair of CSL).
G. Club/Organization Representatives may represent up to two student clubs/organizations in meeting attendance. CSL Executive Officers and Students-At-Large may represent one club/organization only under extenuating circumstances and to the discretion of the Assistant Director of CCGE.
H. Student Executive Officers and Students-At-Large may represent one other club, a maximum of three times, at CSL General Meetings per term. (To the discretion of the Assistant Director of CCGE and Chair of CSL).
ARTICLE II - OFFICERS & STRUCTURE Section 1: OFFICERS The Executive Team of CSL shall be: the Student Executive Officers, Students-At-Large, the CCGE Assistant Director and the CCGE Administrative Secretary. Section 2: OFFICERS’ TERMS A. Student Executive Officers shall be selected by a committee appointed by the Assistant Director of CCGE for
terms of one academic year. B. CSL Chair and Vice Chair cannot reapply for their same positions. However, the CSL Chair and Vice Chair can
apply for different CSL Student Executive Officer positions or as Students-At-Large. OFFICERS’ DUTIES A. CHAIR
1. Act as the official spokesperson of the students of SCC and CSL. 2. Attend all official CSL Planning and General Meetings and available leadership retreats, as scheduled each
term. 3. Attend all CSL-sponsored events and programs. 4. Attend one MCCCD Governing Board meeting each academic year, as designated by the Director of CCGE. 5. Spend at least five hours a week working on CSL business (one hour for weekly meeting and four hours in the
CCGE). 6. Preside over the CSL Planning and General Meetings. 7. Prepare and present Chair’s Report at CSL meetings. 8. Appoint committees subject to input by the General Membership: Executive Officers and Students-at-Large. 9. Oversee the function of the appointed committees. 10. Retain the power to veto actions and resolutions passed by CSL. This veto can be overturned by a two-thirds
vote of the original party. This action needs to occur within the same meeting as the veto. 11. Facilitate preparation of agenda with the Assistant Director of CCGE at least one day in advance of meeting. 12. Serve as the Chair to the Civic Engagement Committee, which will include planning and facilitating CSL-
sponsored civic engagement activities in conjunction with the Assistant Director of the CCGE. 13. Coordinate the attendance of Student Executive Officers and Students-At-Large at all active
Club/Organization meetings.
14. Coordinate and integrate all activities and duties of officers, members and volunteers of CSL. 15. Maintain communication among CSL Executive Officers, Students-At-Large and General Membership; SCC
Administration, Faculty and Professional Support Staff; and, Community Agencies and Representatives. 16. Perform all duties in coordination with the Assistant Director of CCGE, who shall be the official advisor and
communication link between the CSL and the SCC Administration. B. VICE CHAIR
1. Preside and perform the duties of the Chair, in the absence of the Chair. 2. Attend all official CSL Planning and General Meetings and available leadership retreats, as scheduled each
term. 3. Attend all CSL-sponsored events and programs. 4. Attend one MCCCD Governing Board meeting each academic year, as designated by the Assistant Director of
CCGE. 5. Spend at least five hours a week working on CSL business (one hour for weekly meeting and four hours in the
CCGE). 6. Prepare and present Vice Chair’s report at CSL meetings. 7. Serve as the Chair to the Global Awareness Committee, which will include planning and facilitating CSL-
sponsored global awareness activities in conjunction with the Assistant Director of the CCGE, including but not limited to: International Education Week and The IN Thing.
8. May serve on as student representative on college council such as SCC’s Sustainability Action Council. If Vice Chair cannot assume the duty, Chair and Assistant Director of CCGE will assign to another Executive Officer as needed.
9. Perform all duties in coordination with the Assistant Director of CCGE. C. PUBLIC RELATIONS CO-MANAGERS
1. Attend all official CSL Planning and General Meetings and available leadership retreats, as scheduled each term.
2. Attend all CSL-sponsored events and programs. 3. Attend one MCCCD Board meeting each academic year, as designated by the Assistant Director of CCGE. 4. Spend at least five hours a week working on CSL business (one hour for weekly meeting and four hours in the
CCGE). 5. Prepare and present Public Relations Report at CSL meetings. 6. Coordinate, publish and disseminate the publication of a quarterly newsletter. 7. Plan and coordinate the implementation of all CSL marketing and publicity. 8. Coordinate the decoration of the CSL bulletin boards in the Student Center Foyer at least once a term. 9. Update the CSL Marquee weekly, if necessary, with CSL-sponsored events. (The CSL Marquee is located
outside the Student Center on the East Patio.) 10. Maintain yearly archive of CSL events by saving photographs and recording events on Microsoft Word
documents in CCGE shared drive. 11. Plan, facilitate and evaluate one Lunch with College President and their leadership team each term. 12. Work closely with Northeast Valley News Staff and SCC’s Institutional Advancement & Community
Engagement (IACE) Office to advertise events and accomplishments. 13. Serve as Chair to the Public Relations Committee. 14. Perform all duties in coordination with the Assistant Director of CCGE.
D. SPECIAL EVENTS CO-MANAGERS
1. Attend all official CSL Planning and General Meetings and available leadership retreats, as scheduled each term.
2. Attend all CSL-sponsored events and programs. 3. Attend at least one MCCCD Governing Board meeting each academic year, as designated by the Assistant
Director of CCGE.
4. Spend at least five hours a week working on CSL business (one hour for weekly meeting and four hours in the CCGE).
5. Prepare and present Special Events Report at CSL meetings. 6. Coordinate, in conjunction with the CCGE, all special projects and community service projects, including but
not limited to: Artichoke Pride Week, Parada del Sol Parade and The IN Thing. 7. Complete any related event paperwork, in conjunction with the CCGE staff, including but not limited to:
Event Registration Forms and requests for written quotes. 8. Oversee the assignment and fulfillment of Student Executive Officers and Students-At-Large with their duties
and times to be present at all events. 9. Serve as Chair to the Special Events Committee. 10. Perform all duties in coordination with the Assistant Director of CCGE.
E. SECRETARY
1. Attend all official CSL Planning and General Meetings and available leadership retreats, as scheduled each term.
2. Attend all CSL-sponsored events and programs. 3. Attend at least one MCCCD Governing Board meeting each academic year, as designated by the Assistant
Director of CCGE. 4. Spend at least five hours a week working on CSL business (one hour for weekly meeting and four hours in the
CCGE). 5. Maintain an updated list of active Clubs/Organizations, their advisors, and information on their meeting
times and events. 6. Prepare and present Secretary’s Report at CSL meetings. 7. Record, publish, distribute and make available the minutes of all Planning, General and Special Meetings.
These must be published, distributed and made available with a minimum of two days prior to the CSL meeting. Minutes shall be distributed to: 1) the Director of CCGE; 2) the Assistant Director for CCGE; 3) the Administrative Secretary for CCGE; 4) each Club/Organization; and, 5) CSL Student Executive Officers and Students-At-Large. All minutes shall be delivered through email. Minutes must be available to the college community during office hours as public record. These are to be filed and stored in a binder within the CCGE.
8. Copy and present minutes at all CSL meetings for approval. 9. Track all Student Executive Officers, Students-At-Large and Club/Organization Representatives attendance at
CSL meetings. 10. Prepare and mail all official outgoing CSL correspondence. Any correspondence must first be approved by
the Assistant Director of CCGE prior to dissemination. 11. Copy and share incoming and outgoing correspondence with CSL at all General Meetings. 12. Organize and maintain all CSL archives and CSL files. 13. May serve as Co-Chair to the Fundraising Committee. 14. Perform all duties in coordination with the Assistant Director of CCGE.
F. STUDENTS-AT-LARGE
1. Attend all CSL Planning and General Meetings, and available leadership retreats, as scheduled each term. 2. Spend at least two hours per week working on CSL business (one hour for weekly meeting and one hour in
the CCGE). 3. Serve on at least one CSL committee. 4. Participate in the events and services sponsored by CSL.
G. MASCOT
1. Attend all official CSL Planning and General Meetings and available leadership retreats, as scheduled each term.
2. Attend all CSL-sponsored events and programs.
3. Attend at least one MCCCD Governing Board meeting each academic year, as designated by the Assistant Director of CCGE.
4. Spend at least five hours a week working on CSL business (one hour for weekly meeting and potentially four hours at related appearances or in-office hours).
5. Appropriately and proudly represent SCC as its mascot. 6. Serve on at least one CSL committee. 7. May serve as Co-Chair to the Fundraising Committee. 8. Perform all duties in coordination with the Administrative Secretary of CCGE.
H. CLUB/ORGANIZATION REPRESENTATIVES
1. Attend all CSL General Meetings. 2. Represent and vote for one club at a time. 3. Report to the Chair. 4. Clear all Club/Organization activities with the CCGE.
I. CLUB ADVISORS
1. Work at SCC as a MCCCD Board-approved employee or adjunct faculty member. 2. Attend to all matters of official business for the Club/Organization. 3. Guide student membership in personal development and growth. 4. Clear all Club/Organization activities with the CCGE.
ARTICLE III - COMMITTEES Section 1: GENERAL The CSL Chair will assign committee responsibilities to Student Executive Officers and Students-At-Large, and aid in the recruitment of additional committee members and volunteers. Section 2: COMMITTEES A. Standing committees will include Civic Engagement, Global Awareness, Public Relations, Special Events and
Fundraising. B. Other standing and ad hoc committees may be appointed by the Chair, when deemed necessary, and approved
by the Director of CCGE. ARTICLE IV – TRAINING Section 1: NEW OFFICERS New Student Executive Officers will be offered leadership training through on-campus and/or conference/retreat attendance. New officers will receive information and support to help ensure their success while in office. Section 2: EXECUTIVE TEAM TRAINING A. All Executive Team members will participate in leadership workshops while in office, including but not limited to
the CSL Student Leadership Learning Series. B. All Executive Team members are required to attend available District-wide leadership
workshop(s)/conference(s) sponsored by MCCCD, as well as any available conferences/retreats sponsored by the CCGE.
C. Student Executive Officers—and, when appropriate, Students-At-Large—will have the opportunity to attend regional or national student leadership conferences/institutes, as deemed appropriate by the CCGE. Attendance is limited to one out-of-state conference per year. CSL Executive Team members who are not returning the following year will not be able to attend out-of-state conferences in the Spring term.
ARTICLE V – REMUNERATION Section 1: PURPOSE A. Student Executive Officers may receive an honorarium at the end of each term for their work in CSL.
B. Students-At-Large may also receive an honorarium at the end of each term for their work in CSL. Section 2: ELIGIBILITY A. Each term, up to a $200 honorarium may be awarded to each Student Executive Officer for their level of
involvement with CSL. This honorarium will be distributed at the end of each term. Student Executive Officers who do not complete the term will not receive the honorarium. Actual amount of honorarium to be determined by the Assistant Director of CCGE.
B. Each term, up to a $50 honorarium will be awarded to each Student-At-Large for their level of involvement with CSL. This honorarium will be distributed at the end of each term. Students-At-Large who do not complete the term will not receive the honorarium. Actual amount of honorarium to be determined by the Assistant Director of CCGE.
C. All those eligible to receive an honorarium for their involvement with CSL must also meet the minimum cumulative GPA at the end of each term prior to receiving the award. Student Executive Officers must maintain a 2.5 cumulative GPA, and Students-At-Large must maintain a 2.0 cumulative GPA. Students that fail to maintain the minimum GPA may not receive a stipend.
ARTICLE VI - SELECTION Section 1: COMMITTEE A. The Selection Committee shall be comprised of the CSL Chair (or a designee), the Director of CCGE, the Assistant
Director for CCGE and the Administrative Secretaries for CCGE. B. The Selection Committee will determine all deadlines and requirements for the selection process. Section 2: PROCESS Students interested in seeking a position as a Student Executive Officer or as a Student-At-Large in CSL must meet the minimum requirements and complete the following steps:
1. Complete an application; 2. Meet required GPA; and, 3. Interview with the Selection Committee.
Section 3: SELECTION A. A point system will be used in the selection process. A written example of the point system will be available in
the CCGE. Each candidate will be assigned points for their application and the interview. B. The Selection Committee will post the results each term. Notification regarding the status of the candidates’
application and of selection results will be through email prior to the start of the term of leadership. C. The recently selected Student Executive Officers and Students-At-Large must be approved at the first General
Meeting of the Fall term. D. Any vacancies after the selection process is officially completed may be appointed by the Chair, in cooperation
with the Assistant Director of CCGE, and recognized by majority vote of eligible voting members. ARTICLE VII - STUDENT CLUB/ORGANIZATION Section 1: ESTABLISHMENT/REACTIVATION A. Ten SCC currently-enrolled students must submit the Application for Establishment/Reactivation for SCC Student
Clubs/Organizations. This petition must contain at least 10 names of currently-enrolled SCC students who, by signing the petition, agree to membership and that the Club/Organization would serve in the best interests of the college campus and/or community.
B. The application must be submitted to the CCGE (SC-185) accompanied by a copy of the Club’s/Organization’s constitution and by-laws.
C. This petition and the constitution and by-laws must have the written approval of the Director of CCGE before being considered for official recognition by CSL.
D. Once written approval is received and until the application goes before CSL for consideration, the applicant(s) is considered an Interest Group. An Interest Group has the ability to market their interests and reserve a room on-campus for meetings.
E. The Interest Group will become officially recognized as a Student Club/Organization by SCC after a majority vote of CSL at its next available General Meeting.
Section 2: STUDENT CLUB/ORGANIZATION MEMBERSHIP A. SCC does not discriminate in admission or access to, or treatment or employment in its programs and activities
on the basis of race, color, religion, gender, sexual orientation, national origin, age, ability or veteran status. B. The Student Club/Organization must be of benefit to SCC and its students. C. No Student Club/Organization shall be controlled by outside organizations or persons. Student
Club/Organization officers and all members must be SCC students, as defined in the CSL Constitution and By-Laws, or SCC faculty/staff in order to be an officially recognized Student Club/Organization.
D. The Student Club/Organization must have an advisor. A Board-approved SCC full-/part-time faculty or staff member, and/or SCC adjunct faculty is eligible to serve as an advisor.
ARTICLE VIII - REMOVAL FROM OFFICE Section 1: GENERAL If any CSL member is found in violation of school policy, the Student Code of Conduct, malfeasance in office or negligence of official duties pertaining to CSL business, then a majority vote may be taken for removal from office. The member must be sent a written notice according to the CSL Constitution and will be given the opportunity to speak before any action is made final. Section 2: ABSENCES A. Two unexcused absences per semester at CSL meetings by a Student Executive Officer or by Students-At-Large
will result in suspension from conferences and events. (Excused absences from CSL meetings are defined in the Scottsdale Community College Catalog as “Official Absences.”) A third unexcused absence per semester will result in removal from the CSL.
B. If a Student Executive Officer, Student-At-Large or Club/Organization Representative is 15 minutes late to a meeting he/she will be counted as being absent from the meeting. The tardiness will be considered an unexcused absence, if a just cause for the late arrival is not provided. Repeated tardiness, with or without just cause, at three meetings shall result in removal from membership.
C. Club/Organization Representatives are required to attend all CSL General Meetings; it is recommended that this designee be the same individual throughout the entire term but not necessary.
Section 3: PROCEDURE A. In order for a CSL member to be removed from office: B. Two-thirds of eligible voting members must be present; C. A majority vote is required to be removed from office; and, D. The removal must be acknowledged in writing by the Director of CCGE. Section 4: VACANCIES For Executive Team Officer and Student-At-Large vacancies that occur throughout the term, the Chair may appoint new members with the approval of the Assistant Director of CCGE. Appointments will be recognized by CSL. ARTICLE IX - FINANCIAL Section 1: INITIATION FEES /DUES Membership in CSL is open to all selected SCC students without any initiation fees or dues. Section 2: GUIDELINES A. For any program/event receiving CSL funding, CSL must be listed as a co-sponsor.
B. Only those Clubs/Organizations In Good Standing and Active with CSL are eligible for funding (Seed Money and Matching Funds). In Good Standing is defined as: current paperwork (Club Information Sheet, Roster, Constitution and By-Laws) is filed with the CCGE, by the deadline provided, at the start of each term. Active is defined as: 1) the Club/Organization has no more than two excused or unexcused absences at CSL General Meetings per term; 2) sponsors a club table at a minimum of one CSL event/program during each term; and 3) participates in a CSL, or facilitates one of their own, community service events each term.
Section 3: AMOUNT OF MONETARY AWARD – CLUBS/ORGANIZATIONS
A. Requests for all Monetary Awards (Seed Money and Matching Funds) are not guarantees for funding; they are simply requests. Amount of Monetary Award is up to the discretion of the Executive Team, the Director of CCGE, the Assistant Director of CCGE and the College Business Office, in accordance with funds available and MCCCD policies and procedures.
B. Use of the CSL funds must meet at least one of the following criteria: a. Assist students in furthering specific social, cultural, recreational and/or educational objectives. b. Further the educational objectives of SCC and MCCCD. c. Enhance student cultural and diversity awareness. d. Promote active cooperation among campus and community involvement. e. Meet the needs of a substantial segment of the student population.
C. In Matching Funds, a Club/Organization can request: a. A maximum of $1000 per academic year for travel. b. A maximum of $500 per academic year for programming. c. Membership dues and workshop fees are not eligible to receive Matching Funds.
Section 4: ADDITIONAL CLUB/ORGANIZATION FUNDING OPPORTUNITIES A. Clubs/Organizations will automatically receive Seed Money at the start of the term, if the Club/Organization is In
Good Standing with the CCGE. In Good Standing is defined as: current paperwork (Club Information Sheet, Roster, Constitution and By-Laws) is filed with the CCGE, by the deadline provided, at the start of each term.
B. The actual amount of Seed Money for each Club/Organization will be determined by the CCGE. Seed Money shall not exceed $100 and must be the same amount for all Clubs/Organizations.
Section 5: PROCEDURE - MATCHING FUNDS A. The Club/Organization must complete an Event Registration Form. This form must be submitted to the
Administrative Secretary in the CCGE at least two weeks prior to need. B. Proof of funds raised for the total amount requested, in the form photocopies of official College Deposit
Transmittal Forms, must be submitted with a copy of the original Event Registration Form and the CSL Matching Funds Request Form.
C. The Chair will review the request for completion and funds available. The Chair or a Fundraising Committee member will present request at General Meeting immediately following request’s completion for consideration.
D. All Matching Funds requests must be approved by the voting members of CSL through a majority vote. Section 6: COLLEGE CLUB/ORGANIZATION FINANCIAL ACCOUNTS A. Each Club/Organization must have a fiscal account with the College Cashier/Bursar Office. Off-campus accounts
with a local bank or credit union will not be permitted. B. The advisor of each Club/Organization may request a statement from the College Business Office. Statements
will only be released to an advisor upon request. C. The College Business Officer will be available by appointment to discuss Club/Organization fiscal accounts. ARTICLE X - CONFERENCES Section 1: CRITERIA The criteria for members of the CSL to attend conferences will be determined by the CCGE.
ARTICLE XI - RATIFICATION Section 1: GENERAL A. These CSL By-Law Statutes are established to detail ambiguities and generalities in the text of the Council of
Student Leaders Constitution. B. The CSL may adopt such By-Laws as it considers desirable. By-Laws must be adopted or rescinded by a two-
thirds vote of the CSL, a quorum being present. By-Laws become effective five school days after adoption unless a different date is provided for in the By-Laws.
Approved: 09.22.97 Amended: 07.23.98 08.01.01 04.30.02 05.05.03 05.27.04 05.05.05 reviewed 04.20.06 05.03.07 reviewed 05.08.08 reviewed 05.08.09 12.05.13 04.30.15 08.31.18
FORMS In this section, you will find copies of the following forms:
• CSL Application
• CSL Position Summaries
• Club/Organization Application for Establishment/Reactivation
• Fundraiser Registration Form
• Event Planning Checklist
• Matching Funds Request Form
• Petty Cash Request Form
• MCCCD Official Function Form (and Instructions on filling out the form)
• MCCCD Permission to be Photographed Form
• MCCCD Permission to Use Photograph & Quote Form
• Travel Forms (http://www.maricopa.edu/legal/rmi/forms/AOR_General.doc) o SCC Club Travel Guidelines
o Student Commitment Roster for Club Travel o Responsibilities of Advisors on Club Trips with Students o MCCCD Travel Assumption of Risk and Release of Liability Form o MCCCD General Assumption of Risk and Release of Liability Form o Student Club Travel Participation Agreement o Personal Vehicle Usage Agreement
Please contact the CCGE if you do not know where to find these forms online or in which office on campus.
Why did you choose to attend SCC? __________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ What are your educational goals? __________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ What leadership positions in what organizations (volunteer and/or paid) have you held? Organization Position Organization Position______ ______________________________________________________________________________________________________ ____________________________________________________________________________________________________________________________________________________________________________________________________________ What skills or experiences do you have that are transferable to the Council of Student Leaders? __________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ What outside obligations do you have besides school? How many hours per week? ________________________________________________________________________ Hours per week: ________________________________________________________________________ Hours per week: ________________________________________________________________________ Hours per week: What position are you applying for? (Please see opposite side for responsibilities. Rank your preference if you are interested in more than one; executive officer positions in italics.) _____ Student-at-Large (senator) _____ Chair _____ Vice Chair _____ Secretary _____ Special Events Co-manager _____ Public Relations Co-Manager _____ Artie (the mascot) Please note: As a Student-at-Large, your regular weekly time commitment is two hours. As an executive officer, your regular weekly time commitment is five hours. ______________________________________________________________________________________________________ Signature Date
Council of Student Leaders
Your Name _________________________________________________________________________
Student ID Number ___________________ E-mail _________________________________________
Local Address ______________________________________________________, AZ 85_________
Phone Number 1) ________________________________ 2) _________________________________
How long have you been at SCC? ____________________ Credits Completed ________ GPA _______/4.0
• Complete and submit this application to SC-185, 480.423.6590 by Friday of the first week of classes each semester or earlier;
• Have a GPA of 2.0 for a Student-at-Large or 2.5 for an Executive Officer, when you take office;
• Be available to attend weekly meeting, every Thursday, 12-1 PM; • Participate in an interview; and, • HAVE FUN!
TO APPLY FOR Council of Student Leaders, PLEASE MAKE SURE TO
Council of Student Leaders Position Summaries The Council of Student Leaders is SCC's form of a student government. We are a council because we officially do not "govern," but rather exist to preserve student rights, serve student needs, provide student funding for student activities, and serve as the official voice of the student body. CSL meets every Thursday from 12 - 1 PM and so it is required that you are available at that time. In addition to CSLers being required to attend the official Thursday CSL Planning and General Meetings, they also must attend all CSL-sponsored events and programs, and at least one MCCCD Governing Board meeting each academic year (typically scheduled in September). All members are expected to serve in a capacity that gives back to the college, either in CCGE office hours or other projects as assigned. The following is a list that summarizes the responsibilities of each position within SCC’s Council of Student Leaders.
Executive Officers
Chair
Acts as the official spokesperson of the students of SCC and CSL; Presides over the CSL Planning and General Meetings; Serves as the Chair of the Civic Engagement Committee, which will include planning and facilitating CSL-sponsored civic engagement activities in conjunction with the Director of the CCGE; Coordinates Student Executive Officers and Students-At-Large attendance at all active Club/Organization meetings; Coordinates and integrates all activities and duties of officers, members and volunteers of CSL; Maintains communication among CSL Executive Officers, Students-At-Large and General Membership; SCC Administration, Faculty and Professional Support Staff; and, Community Agencies and Representatives.
Vice Chair Presides and performs the duties of the Chair, in the absence of the Chair; Serves as the Chair of the Global Awareness Committee, which will include planning and facilitating CSL-sponsored global awareness activities in conjunction with the Assistant Director of the CCGE, including but not limited to: International Education Week and Week of World Languages; May serve on SCC’s Sustainability Action Council as the student representative.
Secretary Maintains an updated list of SCC active Clubs/Organizations, their advisors, and information on their meeting times and events; Records, publishes, distributes and makes available the minutes of all Planning, General and Special Meetings; Copies and presents minutes at all CSL meetings for approval; Tracks all Student Executive Officers, Students-At-Large and Club/Organization Representatives attendance at CSL meetings; Prepares and mails all official outgoing CSL correspondence; Copies and shares incoming and outgoing correspondence with CSL at all General Meetings; Organizes and maintains all CSL archives and CSL files; May serve as Co-chair of the Fundraising Committee.
Special Events Co-manager Serves as Co-chair of the Special Events Committee; Coordinates, in conjunction with the CCGE Office, all special projects and community service projects, including but not limited to: Homecoming Kickoff and Spring Fling; Completes any related event paperwork, in conjunction with the CCGE staff, including but not limited to: Facility Reservation Request Forms and requests for written quotes; Assigns Student Executive Officers and Students-At-Large with their duties and times to be present at any and all events; Assists with the planning and facilitating of at least one SCC-sponsored community service project per semester.
Public Relations Co-manager Serve as Co-chair to the Public Relations Committee; Coordinates, publishes and disseminates the publication of a quarterly newsletter; Plans and coordinates the implementation of all CSL marketing and publicity including oversight of CSL’s Facebook Group and taking photos at all CS;-sponsored events; Coordinates the decoration of the CSL bulletin boards in the Student Center Foyer at least once a term; Updates the CSL Marquee weekly, if necessary, with CSL-sponsored events; Updates the CSL Cafeteria Calendar monthly; Plans, facilitates and evaluates one Lunch with Dr. G & the VPs each term; Works closely with SCC Campus News Staff and the Marketing & Public Relations Department to advertise CSL events and accomplishments.
Artie (mascot) Appropriately and proudly represents SCC as its mascot on and off campus; Attends all CSL Planning and General Meetings, and available leadership retreats, as scheduled each term; Serves on at least one CSL committee; Participates in the events and services sponsored by CSL; May serve as Co-chair to the Fundraising Committee.
Student-at-Large
Serving in the capacity of student senator, represents SCC and the student body with dignity; Works to ensure students have a voice on campus; Collaborates with members, the campus and the greater community to create and achieve group goals; Assists in the planning, facilitation and evaluation of programs and activities supported by CSL; Follows through on assignments and responsibilities related to the Center for Civic and Global Engagement and CSL; Offers constructive ideas, suggestion and comments; Participates in meetings, events and services sponsored by CSL; Serves on at least one CSL committee.
W:\CCGE\CSL\CSL Applications & Reviews\18-19 CSL Application(Spring).docx
Club/Organization: ___________________________ Contact Person: ______________________________________ E-mail: _____________________________________ Phone: ______________________________________________ Advisor: ____________________________________ Phone: ______________________________________________ Is your event being co-sponsored by any other department/division/outside organization? YES NO If YES, please provide name of co-sponsor: ____________________________________________ Will you receive funds from this co-sponsor? YES NO If YES, how much? $_____________________
REQUIRED SIGNATURES: Club/Organization President: ______________________________________________ Date: _____________________
Club/Organization Advisor: _______________________________________________ Date: _____________________
Director Center for Civic & Global Engagement: _______________________________ Date: _____________________
Dean of Students: ______________________________________________________ Date: _____________________
Student Business Services: _______________________________________________ Date: _____________________
FUNDRAISING If your group is conducting a fundraiser, the following information is needed:
Date of Event: _______________________ Time: _________________ Place: ______________________________ Event: ____________________________________ Purpose of Event: ______________________________________ What is being sold: NO DRAWINGS OR RAFFLES ARE PERMITTED! ________________________________________________
________________________________________________________________________________________________
What authorized members will be handling the cash during the event? Please provide specific names. Note: Any employee or student handling cash for this fundraiser must complete the Cash Handling Training and Acknowledgement prior to the event. Check with Student Business Services for availability of cash boxes and/or credit/debit card readers. _____________________________________________ ______________________________________________ Amount or Charge for Goods/Services: _________________________________________________________________ Will admission be charged? YES NO If Yes, how much? ________________________________________ What SCC faculty/staff members will make the deposit on the club’s/organization’s behalf? ________________________ What SCC/MCCCD account number will this be deposited into? _____________________________________________ If food is being served, we will work with Chartwell’s to see if collaborative resources or services can be provided and to alert them of our event. Initial here: _____________________ MATCHING FUNDS See annual deadline. Is your group requesting Matching Funds? YES NO CHARITY EVENT If your group is conducting a fundraiser, the following information is needed: Date of Event: _______________________ Time: _____________ Place: ________________________________ Event: _________________________________________ Purpose of Event: _______________________________
NOTE: All checks must be made payable to Scottsdale Community College (SCC). Your club/organization will deposit these into your college account, And SCC will cut a check in the amount you request to your group’s stated charitable organization on your group’s behalf.
YES NO
ent/division/outside organization? YES NO
ent/division/outside organization? YES NO
YES NO
The Maricopa County Community College District (MCCCD) is an EEO/AA institution and an equal opportunity employer of protected veterans and individuals with disabilities. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, age, or national origin. A lack of English language skills will not be a barrier to admission and participation in the career and technical education programs of the District. The Maricopa County Community College District does not discriminate on the basis of race, color, national origin, sex, disability or age in its programs or activities. For Title IX/504 concerns, call the following number to reach the appointed coordinator: (480) 731-8499. For additional information, as well as a listing of all coordinators within the Maricopa College system. See http://www.maricopa.edu/non-discrimination.
FUNDRAISER REGISTRATION FORM Required prior to club/organization fundraising efforts All forms must be completed at least 2 weeks in advance of the event. Call CCGE at 480.423.6590 if you have any questions.
Event Planning Check List for Clubs & Organizations Event/Program Name:___________________________________________________________________ Event Date: ________________ Event Time: ______________ Event Location: ________________ Event Description: ______________________________________________________________________ _____________________________________________________________________________________ Sponsoring Organizations: ____________________ Committee Chair: ____________________________ Contact Phone Number: ___________________________ Email: ________________________________
Event Details Dates To be
completed Date
completed Facilities Request
For 25Live: Set-up Time: Event Time: Take-down Time:
Set-up Style:
Signage: Marquee: Request to Sponsor (RTS) form online if off-campus speaker Confirmed Status:
Event Registration Form
If fundraising, submit to CCGE for approval (must be submitted no later than 2 weeks prior to event).
Official Function Form
OFF Form signed by Admin
Media/IT Media Set-up needs (ie, PC or Mac laptop, posters, lamination):
Create Signage:
Confirmed Status:
Catering/Food Request
Number of People:
Food/Beverages:
Tablecloths: Quotes: Confirmed Status:
Compensation/ Fiscal
Req. needed? Professional Service Contract?: Vendor Reg form?: Honorarium?: Transfer of Funds: Petty cash?:
Promotion IACE for posters and/or fliers, SCC FB, Homepage Banner, News Release, Electronic Marquee)
Daily Buzz, Daily John, Faculty emails Create RSVP or Contact List (Eventbrite?) Follow up on invitations RSVP Due Date: Reserve/Confirm Photographer, Press release, article
Print materials Print Certificates, PR, name badges, table tents:
Event Program Door Sign(s)
Gifts Gifts (Wrapped or Gift bags):
Giveaways?:
Decorations Order: Assign who will put up the day of event:
Other?
This is a suggested check list only and may not include all of the required steps for your particular event and/or project. More information may be needed from Facilities, Fiscal, Marketing, Administrative and other offices on campus.
For more information, please contact the Center for Civic & Global Engagement,
SC-185, 480-423-6590.
1-3 Months in Advance
Facilities Reservation
Insurance Waiver
Start advertising
Food arrangements
OFF, Reqs
Other:
Other:
Week Before/of Event
Confirm Arrangements
Purchase supplies
Set-up/Decorate
Confirm volunteers
Other:
Other:
After Event
Evaluation
Clean Up
Thank you notes
Remove ads, fliers
Return receipts, secure invoices
Article on web, FB, paper
Other:
PETTY CASH REQUEST FORM Download the fillable version at: https://www.scottsdalecc.edu/sites/scc/files/docs/employees/4701-petty-cash-20190225.pdf
OFFICIAL FUNCTION FORM Download the fillable version at: https://maricopa.sharepoint.com/sites/DO/legal/BLC/Pages/default.aspx
PERMISSION TO BE PHOTOGRAPHED FORM
Download and print forms: https://maricopa.sharepoint.com/sites/DO/legal/BLC/Pages/default.aspx
PERMISSION TO USE PHOTOGRAPH & QUOTE FORM Download and print forms: https://maricopa.sharepoint.com/sites/DO/legal/BLC/Pages/default.aspx
SCC Club Travel Guidelines
Background: To ensure that SCC remains a good steward of public funding and follows MCCCD policy, several changes are being made to the process of Club Travel. These guidelines pertain to any club’s in-county and out-of-county travel which requires a Travel Authorization (TA) in FMS. Examples include competitions, outdoor trips, and national conferences. This does not pertain to travel done as a part of a class. Student eligibility: Students must be enrolled in at least 6 academic credits for the semester in which the travel is occurring and must be on the club roster on file in the Center for Civic & Global Engagement (CCGE), unless waived on a case-by-case basis. CCGE Information: The Travel Authorization will be approved by the CCGE Director to ensure:
The club is Official and in Good Standing. (The Club Info Form, Roster and valid Constitution are on file in CCGE for that semester.)
The club is in Active status. (The club has no more than two unexcused absences per semester at Council of Student Leaders
General Meetings and has sponsored a club table at a minimum of one CSL event/program per term, if applicable.)
All students are enrolled in at least 6 academic credits (unless this is waived) and in good standing.
Minors have appropriate documentation (if applicable).
Note: • Trips supported by the club’s funds are subject to the rules and requirements stated in the MCCCD Travel Policy.
• Before any employee operates any vehicle, including a personally-owned vehicle, while engaged in travel activities, they must a)
possess a valid Arizona driver’s license, b) have read the MCCCD Administrative Regulation 4.14. for Motor Vehicle Usage, and c)
pass the MCCCD Driving Test (Public Safety needs to approve eligibility).
Steps: 1. The Advisor submits a Travel Authorization for Student Groups through FMS at least three weeks prior to trip dates, attaching
pdfs of the following (in addition to those related to the event, lodging, per diem, and transportation required by FMS):
a. Student Commitment Roster
b. Responsibilities of Advisors on Trips with Students
c. Travel Assumption of Risk & Release of Liability (AOR-Travel) with trip-specific risks listed
d. Student Travel Participation Agreement (includes Behavior Expectations, Emergency Contact and Medical
information, Van Travel Release, etc.)
e. Personal Vehicle Usage Agreement (if applicable)
2. The CCGE Director will either review the TA in FMS or, in the case of a faculty advisor whose TA goes through Academic
Affairs instead of CCGE, CBO will email the director with all TA information. The director will confirm Official and Active
statuses of the club, verify forms, confirm eligibility of students, and review for travel approval.
3. Director will approve in TA with a Note or via email to CBO who will attach pdf of email to TA.
Source: SCC Business Office & Center for Civic & Global Engagement, August 2019
W:\Civic and Global Engagement\Clubs\Club Advisor Training
TRAVEL ASSUMPTION OF RISK & RELEASE OF LIABILITY FORM Download the fillable version at: https://ep.maricopa.edu/hr_test/Pages/Business%20Services/risk-management.aspx
Scottsdale Community College
Center for Civic & Global Engagement Personal Vehicle Usage Agreement
Scottsdale Community College is a non-profit educational institution. References to Scottsdale Community College
(“College”) include Scottsdale Community College, SCC, the Maricopa County Community College District (“MCCCD”), its
officers, officials, employees, volunteers, students, and agents.
I (print your name) _________________________________ , freely choose to use my personal vehicle to participate in a
College sponsored activity (“Activity”) under the following terms and conditions:
1. I possess a valid Arizona driver’s license.
2. I have personal automobile insurance for bodily injury and property damage coverages with minimum statutory limits.
3. I acknowledge that College or the MCCCD does not assume any responsibility for any property damage or bodily
injury incurred to me or a third party as the result of using my own vehicle for activity.
To participate in this Activity on __________________________________________ (date), I will be traveling from
__________________________________________________________________ (name of location and full address)
to ________________________________________________________________ (name of location and full address)
and returning to ______________________________________________________ (name of location and full address).
SIGNATURE: I indicate with my signature below that I have read the terms and conditions of using my personal vehicle while
participating in the Activity with the College, and agree to abide by them. I have carefully read this Agreement, and
acknowledge that I understand it. No representation, statements, or inducements, oral or written, apart from the foregoing
written statements, have been made.
_________________________________________________________________________________
Student Signature Date
_________________________________________________________________________________
Instructor Signature Date
_________________________________________________________________________________
Vice President/Director Signature Date
Last Reviewed 08.23.13
http://www.scottsdalecc.edu
CENTER FOR CIVIC & GLOBAL ENGAGEMENT Maricopa County Community Colleges
Release Statement for Travel
I, ________________________________________________ (name of student), request permission to travel
to and from school sponsored activities in a common carrier vehicle; in a school owned or leased vehicle when
driven by a faculty, or staff member, or by an approved student driver; in a private car; and/or by commercial
airlines. I understand that Maricopa Community College District does not assume any responsibility for any
accident or illness, which may result from the trip. All students representing the College on approved trips will be
covered by school accident insurance.
______________________________________ __________________________
Student’s Signature Today’s Date
Maricopa County Community Colleges
Student Emergency Information Form
Name of
Activity ___________________________________ Date(s) ___________________
Student’s
Name ____________________________________ Age _____________________
Parent/Spouse
Name ____________________________________ Phone ___________________
Address ____________________________ ___________________
___________________________ ___________________
Student’s Address ________________________________________/_____/_____________
Street State Zip
Preferred Hospital ___________________________________________________________
Hospital Insurance __________________________________________________________
Date of Last
Physical Exam ______________ History of Diabetes/Epilepsy? YES NO
Allergies to Sulfa, Penicillin? YES NO
Other Allergies? ________________________
Permission to administer anesthetic? YES NO
Religion ___________________
Signature Printed Name
9000 East Chaparral Road Scottsdale, AZ 85256 480.423.6590 www.scottsdalecc.edu
