Club Training 2018 2019 Educate clubs on district

Club Training 2018 -2019

Educate clubs on district, department, college, policies & procedures Facilitate club development and success Help clubs achieve their goals is What Campus Life’s role? We are here to serve you. The Campus Life and Student Learning department is dedicated to facilitating the development and success of campus clubs.

Why do clubs exist? Because of… ü A special interest in a subject or activity ü An opportunity to work with college employees with similar interests ü A desire to do activities that highlight the special interest NOT because of… x A special interest in taking over the school and/or world x An opportunity to execute a personal agenda x A desire to boss people around Remembering the fundamental reasons why clubs exist will lead to a successful and drama-free club.

How do you renew your club’s status each semester? It’s a simple 3 step process… 1. Submit your club meeting room request so Campus Life can schedule your room for club meetings (attach your constitution and bylaws if they’ve changed since last semester) 2. Submit a current club roster 3. Club advisors and club president attend a mandatory training session …club status is renewed!

d n a Roles Responsibilities Club Advisors Club Officers ü Ensure all YCCD, MJC, and Campus Life policies, procedures, and regulations are followed. ü Club officers are elected to help facilitate the needs or wants of the clubs based on club members’ feedback and votes. ü Address liability concerns. ü The club officers work with advisors to complete all required paperwork for club functions and activities. ü Attend any club functions, including: meetings, activities, and trips. ü Sign off on all club functions, including: meetings, activities, and trips to ensure that all of the above items have been met or addressed. ü The club president chairs the club meetings.

Club Meetings All club meetings should have an agenda and then meeting minutes should follow. Club minutes should include meeting time, location, and date of the meeting, as well as any actions taken. Here’s an example of a simple template for meeting agendas/minutes. Club meeting minutes are important because they are used as back up documentation for any paperwork submitted for club activities.

Club Standards If a club is in violation of any club standards, they will face the following disciplinary actions: • Step One: Written warning and required training pertaining to the violation and club probation. • Step Two: One month club suspension from all club activities and finances. The club will be on probation and the Advisor and club officers must go through additional club training sessions. • Step Three: One semester club suspension from all club activities and finances and club probation. Existing officers no longer eligible to be club officers in any club. • Step Four: One year club suspension from all club activities and finances. Existing Advisors are no longer eligible to be a club advisor for any club. * If a club is placed on probation and has had no further problems in the school year, they are removed from probation.

Inter Club Council Meetings Who? Each club elects an ICC Representative to attend ICC meetings, vote on behalf of the club, and report in and out on club/ICC activities. When? ICC meetings take place every other Tuesday from 2: 30 pm 4 pm. The first meeting in the Fall semester will be Tuesday, September 4 th. Where? ICC meetings take place on East Campus in the Staff Dining Room (adjacent to the cafeteria). Why? ICC meetings are a great forum for clubs to get informed about campus activities and initiatives while networking and exchanging information with other clubs. The ICC is composed of a representative from each club and serves as a decisionmaking body for clubs.

Campus Life Awards Gala Club Awards Timeline • William Tumblin Volunteer of the Year (open to students associated with Project GIVE) • Gala tickets are available starting: Feb 1 st 2019 • Nomination forms are due: Feb 28 th 2019 • Club Advisor of the Year • Finalist selections: March 1 st 2019 • Club ICC Rep of the Year • Club Officer of the Year • Club of the Year • Student of the Year (open to students associated with a CL&SL extra-curricular program) • Interviews: March 4 th through March 8 th 2019 MJC • Club photos are due: March 8 th 2019 • Deadline to pick up Gala tickets: April 5 th 2019 • The 4 th Annual Campus Life Awards Gala: Wednesday, April 24 th 2019 at 6 pm in MSR!

Accessing Club Funds • The use of club funds must have PRIOR approval (ie: reimbursements will not be issued unless funds are approved prior to spending). • Monthly account statements are available at the end of each month in your club box inside the Campus Life & Student Learning office and by request. • Funds that are in the club (trust) account are considered to be public funds. Public funds fall under certain restrictions.

At a glance… e w , r a e y t s La 429 d a h meetings for more than 35 different clubs in the Fall and Spring semesters combined 207 33 total club activities club field trips 117 73 club events on campus purchase orders g n i l a t o T 442 t u abo forms processed by 1 person

h t i w s t e e m o t b e u f l i C pus L Cam plan The Paperwork Path Club President and Advisor sign paperwork CL&SL gets Associate Dean’s signature Paperwork is submitted to the Campus Life office Paperwork is returned to Campus Life office CL&SL sends to Facilities for signature/confirmation CL&SL sends to Media Services for signature CL&SL delivers to Business Services on a Tuesday before noon within two weeks of scheduled event

Events and Trips Campus Life is thrilled to see a strong club presence on campus through fun events for students, as well as opportunities for clubs to go on field trips to enrich student experiences. We are happy to help with the planning and paperwork process! New for 2018 -2019! Campus Life is excited to offer fuller service paperwork planning for club events and trips. The link to schedule an appointment can be found HERE

Feeling social? The Campus Life & Student Learning department operates an Instagram page and would be thrilled to feature your club event. Please email your event flyer to asmjcrelations@my. yosemite. edu for a chance to be featured! Follow us on Instagram: @MJCCampus. Life for updates on events, giveaways, contests, and prizes! Also feel free to follow and use our hashtags: #wearemjcpirates #mjcpiratepride #mjcpirateslifeforme

YCCD Board Policies The following YCCD Board Policies must be followed during all club activities: • 3 -8032 -Privately Owned Transportation • 4300 -Field Trips & Excursions • 5500 - Standards of Conduct • 6 -8019 -Use of Personal Property • 6 -8079 -Student Transportation All YCCD Policies can be found at http: //www. yosemite. edu/Trustees/boardpolicy. htm

Contact Information Megan Lee leeme@yosemite. edu 209 575 6704 Open office hours: Mondays from 1 -3 pm d n a Open Office Hours

Thank you