1 HOW TO CHARTER A CLUB 1. Registration Receipts: A club is required to have at least 8 paid ASG members to be chartered. A copy of each member s registration receipt showing paid ASG fee for the semester must be attached to the charter packet. Fee receipts printed off the electronic kiosk or the college website are acceptable; make sure the student s name and fees paid are printed on the receipt. 2. Club Roster: Write the name of those members on the roster page and have each one sign it. INDIVIDUAL SIGNATURES ARE REQUIRED. 3. Club Advisor: Have your club advisor (Note: faculty or staff member) agree and sign Statement of Club Advisorship. 4. Constitution: Write a club Constitution and submit it attached to the charter application. (Note: a sample constitution is attached. You may fill in the blanks.) Clubs that are rechartering from Fall 2012, are NOT required to complete a new constitution. 5. Club Officers: Elect the club s officers and select a Club Council Representative, and alternate representative. Enter their names on the Verification of Officers page. 6. Submit Charter Packet: Submit your completed Charter Application to the Student Activities Center (SAC) desk located on the second floor of the Student Union, by the deadline (see below). 7. Seed Money Request: Foresee upcoming club projects/events (such as Club Rush) and the need for start-up money. Fill out the Seed Money Request Form and submit with the Event Request Form. 8. Notice of Charter Status: Once a club has been successfully chartered, an will be sent to the Club President and Advisor, via the s provided in the application. Clubs who are missing information, or those that have not been successfully chartered, will also be notified via Club Council: Attend the first Club Council meeting, even if your club has not completed chartering. Watch for flier announcing the first meeting, or inquire with the SAC. Future meeting dates will be scheduled at that meeting. 10. Club Rush: Club Rush is an excellent opportunity to promote awareness and recruit members for all clubs on campus. Your club is strongly encouraged to participate and have a representative present to recruit members. Look for announcements at Club Council and the SAC. Chartering deadline - 2PM Friday 6 th Week of Semester To the SAC (located on the 2 nd floor, Student Union Building) For Spring 2013: FRIDAY, OCTOBER 4, PM MUST BE TYPED AND TURNED IN
2 CHARTER APPLICATION Club Name: President s name (Print): Telephone number: address: Advisor s name (Print): Telephone number: address: Day of Meetings: Monday Tuesday Wednesday Thursday Friday Time: Location: Frequency: Weekly Bi-weekly (Twice a week) Bi-monthly (Twice a month) Monthly Special Projects for the semester: Completed charter application must be submitted to the Student Activities Center (Student Union Building, 2 nd floor) by: FRIDAY, 2PM, of the 6 th week of the semester NO EXCEPTIONS
3 ROSTER OF CLUB MEMBERS By signing below we certify that we are chartering members of the Club, and by signing below, we also acknowledge that we will abide by the Club Council (CC) Code, statement of club advisorship and College Facilities Use policies. This also certifies that the CC Rep and Delegate is the designated representative to the ASG Service Office and Student Activities Office and is responsible for booking events and conducting general club business. Printed Name Signed Name Phone Number address Student ID A copy of the above listed members fees receipts must be attached, showing proof of paid current ASG membership. Receipts printed off the kiosks or the internet are acceptable.
4 STATEMENT OF CLUB ADVISORSHIP Advisor s Responsibilities: 1. To approve all club requests for activities and use of facilities on campus 2. To be present at all meetings and activities in their entirety (Note: Advisor s absence will be a cause for terminating an activity.) 3. To advise club members on policies and procedures for organization, activities and operation 4. To approve all requests for club fundraisers and expenditures 5. To provide continuity for club s operations during transition periods. This statement confirms my agreement to serve as an advisor to the Club for the Winter/Spring/Summer/Fall semester of the year 2012/2013. Advisor s name (Print): Advisor s signature: Department: Telephone number: address: Date:
5 VERIFICATION OF OFFICER ELECTIONS This document is to certify that the following representatives and members of the Club have been elected by majority vote of the members listed in the Roster of Members. In addition, the President, CC Rep and Club Advisor will be the only people authorized to receive club mail by providing picture identification in the Student Activities Center on the second floor of the Student Union. As President: As Vice President: As Secretary: As Treasurer: CC Representative: (Note: It is recommended that the CC Rep be the Club President; however, it is not mandatory.) CC Alternate Representative: (CC Alternative Rep is appointed by the Club President and authorized by the Club Advisor. A change in CC Rep or Alternate requires a memo to the ASG VP of Clubs, naming the individuals and signed by the Club President and the Club Advisor for verification) The following signatures confirm the election of, in accordance with Club s Constitution, the above named officers: CC Representative: (Signature) (Date) Club President: (Signature) (Date) Club Advisor: (Signature) (Date)
6 SAMPLE CONSTITUTION (Note: The Club s Constitution is the main structure for the club) Preamble We the members of the (Club name) Club do hereby establish this constitution for the protection and benefit of the students of LACC. We hereby assume the powers of self-government, in order to form a more efficient and responsive organization dedicated to (Club s goal and/or purpose): Section I. Section I. Section I. Section II. Section III Section I. Section II. Section III. Section IV. Article I. Name The name of the association shall be called Article II. Membership Membership shall consist of any student concerned with the activities of the organization. Article III. Officers The officers of this organization shall be the President, Vice President, Secretary, Treasurer, and Club Council Representative The officers shall be elected by majority vote of the members of the organization present on the day of elections To ensure continuity of the organization, the members of the organization may elect the following semester s officers prior to the end of the concurrent semester (e.g. Officers from spring semester may hold an election for the incoming officers, to take seat during the following fall semester, before the end of spring semester). Article IV. Fundraising This organization is allowed to fundraise to bring about awareness to its cause. All fundraising must be done through LACC/LACCD accepted policies and practices. All money raised is to be spent on the organization and cannot be used for personal use. All money is to be deposited in the Business Office account for the organization. After chartering this organization with the ASG, club may request additional funding through ASG in order to fulfill club s stated purpose and/or goals. Article V. Ratification This constitution shall be effective upon ratification by a majority of the vote of the organization, verified by the signatures below. Club President s Signature Club Advisor s Signature Date Date
7 SEED MONEY REQUEST (a) Purpose: To aid clubs in starting up for the semester by providing a capital for their club projects and to encourage early chartering and project planning (b) Eligibility: (1) New clubs: Chartered on or before the Friday of 3 rd week (Maximum request: $100) Chartered after the Friday of the 3 rd week (Maximum request: $50) (2) Re-chartering/pre-existing clubs: Chartered on or before the Friday of the 3 rd week (Maximum request: $50) Chartered after the Friday of the 3 rd week (Not eligible) (c) First-come-first-serve basis until the entire allocated budget is consumed (d) It must be spent only for on-campus events happening by the 8 th week of the semester, as approved by the Office of Student Life. (e) It can be requested anytime throughout the semester with the consideration of the time frame for processing the check and the time frame clubs are allowed to have events. (f) All required documents must be attached in order for the request to be processed: (1) Event Request Form (Must be turned in together with the Seed Money Request form. If it will be spent for a recurring club meeting, a photocopy of the initially submitted Event Request form must be attached. However, if it will be spent for Club Rush, Event Request Form is not necessary.) (2) Club meeting minutes approving activity and request for money (Signed by Club President and Advisor) (3) Itemized budget of items to be purchased (Include every item name, price, and taxes) (4) Explanation of the activity purpose (Such as event details, projected impact to the quality and culture of the student body, projected number of students to attend, event flier, etc. The more you explain about the event, the easiest it is to have your funding processed.) (g) Club seed money can be availed through: (1) Invoice submission: An invoice containing the specific names and prices of the items to be bought should be submitted with the Seed Money Request Form The check with the maximum or part of the seed money, depending on the eligibility of the club and on the amount reflected on the submitted invoice, will then be addressed to the vendor (2) Reimbursement Clubs can first spend their own money with a reimbursement based on the eligibility of the club and on the amount reflected on the submitted receipt containing the specific names and prices of the items bought for the on-campus event (h) The manner of spending the Club seed money may be used as a basis of the Finance Committee for deciding on future funding requests from the club. (i) All items, event programs, uniforms, literature, etc., that are purchased with Club Council or funds must acknowledge that support, i.e. This event sponsored by (name of club), Club Council and.
8 OFFICE USE ONLY: Control # $ Acct.# $ Acct.# $ Acct.# SEED MONEY REQUEST FORM Seed money requests must be turned in to the Student Activities Center (2 nd floor, Student Union Bldg.) for processing. All required documents must be attached to the form. Name: Phone: Organization: Date filed: Date chartered: Pre-existing club New Club Name of Activity: Date of Activity: (Activity must take place by the 8 th week of the semester) Purpose for Funding: This activity shall significantly: (Mark at least one) Provide avenues for the student body to serve and assist the community in addressing societal problems including, but not limited to, educational and socioeconomic disadvantages Provide services that address the general health, well-being, and overall development of students Provide programming and academic opportunities that supplement the general curriculum of the College, thus enhancing and enriching the educational experience of the campus community Support the academic success, retention, and recruitment of students, staff, faculty, and administrators Help to create a campus environment that will increase the interaction and dialogue among culturally diverse communities Required Documents to attach to this request: Event Request Form (Must be turned in together with the Seed Money Request form. If it will be spent for a recurring club meeting, a photocopy of the initially submitted Event Request form must be attached. However, if it will be spent for Club Rush, Event Request Form is not necessary.) Club or Department meeting minutes approving activity and request for money (Signed by Club President and Advisor) Itemized budget of items to be purchased (Include every item name, price, and taxes; See next page) Explanation of the activity purpose (Such as event details, projected impact to the quality and culture of the student body, projected number of students to attend, event flyer, etc. The more you explain about the event, the faster it is to have your funding processed.) Vendor or Payable to (if you anticipate for someone to advance the money for this purchase, please put person s name and address): Address: City: State: Zip code: Phone: Processed as: Direct Payment Reimbursement and For pick up To be mailed Amount Requested: Vendor or Payable to (if you anticipate for someone to advance the money for this purchase, please put person s name and address): Address: City: State: Zip code: Phone: Processed as: Direct Payment Reimbursement and For pick up To be mailed Amount Requested: Total Amount Requested:
9 ITEMIZED BUDGET LIST Name of vendor/store Item description Unit Price Quantity Total FOR ASG OFFICE USE: Maximum allowable amount: Account Charged: If denied, state reason for administrative denial: If approved, please sign below: ASG President ASG Advisor College Business Officer College President Date: Date: Date: Date:
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