Student Organization Handbook

A student organization is a group, chartered through the ASG, after approval from the OSL director, with a common interest in an academic rigor, sport, leisure interest, hobby, culture, or cultural/ethnic identity.

A student organization may charter with one, founding member, and add members throughout the quarter via meetings or advertisements.

• A group with one member may not apply for funding for off-campus events, trips, or activities.
• They may not hold off-campus events, trips, or activities.

An organization is eligible to attend off-campus events, trips, or activities when there are six (6) or more students assigned to officer positions, and have an assigned faculty or staff Advisor; approved by OSL.

Complete the online form. All student organization applications are submitted to ASG for approval. The approval process includes that the following conditions are met.

Conditions include:

• A complete online form.
• Name of the interested student, or group of students.
• The organization is open to all students (required by law).
• The organization's purpose is clear about what the student organization does and how it will benefit students at LWTech.
• There is no similar student organization, program, or college service serving the same purpose. (Duplicate student organizations may not be created if they could alter membership or financial stability of an existing student group).
• Risk or liability involved in the desired group or activity can be supported by the college.
• Student leaders are currently enrolled students. Current class registration will be verified by the OSL. All student officer members must be currently registered students
• Completion of an orientation meeting.

More information and the form link is located on our student organization webpage.

LWTech Student Organizations are Entitled to the Following:

• The right to use the LWTech college name and logos in connection with the student organization's own name.
• Use of support funds and the financial services provided by the college and OSL.
• Facilities scheduling and use of space on the LWTech campus.
• The right to conduct fundraising and donation drive activities.
• Student organization information advertised on campus and the LWTech website.
• Use of other resources offered by student government and Student Life.

An LWTech Chartered Student Organization is Required to:

• Provide and maintain up-to-date student organization officer and member list to the Office of Student Life. This information includes:
  • Group membership and representative contact information, ensuring all officers maintain currently registered student status.
  • Group Advisor(s) contact information.
  • Group meeting Information.
• Submit all required paperwork by the deadline.
• Follow the LWTech student code of conduct.

Failure to meet any of the above requirements may result in student organization privileges being frozen or suspended until needed requirements are met. 

General Guidelines:

• Student organization membership must be open to all LWTech college students.
• Student organization representatives and voting members must be currently registered LWTech students.
• If an organization wants to travel off-campus, an Advisor is required as a college representation.
• Since it is the job of ASG to support all student organizations equally, student government members may not become student organization representatives or officers.
• Student organization funds may not be used to pay for expenses related to non-student or alumni involvement.
• It is the responsibility of the student organization to notify the Office of Student Life of any changes to the student organization representative.

Anti-Hazing/Sam's Law Information

• The college strictly bans hazing.
• Hazing: any method of initiation into a student organization or living group or any pastime or amusement engaged in with respect to such an organization or living group that causes, or is likely to cause, bodily danger or physical harm, or serious mental or emotional harm, to any student or other person who attends any institution of higher education or post-secondary institution.
  • Any student organization, association or student organization that knowingly permits hazing is:
    • Liable for harm caused to people or property that result from hazing.
    • Denied recognition by the college as an official organization, association, or student organization on campus. If the organization, association, or student organization is a corporation (for profit or non-profit), the college may hold individual directors of the corporation individually liable for damages.
  • A person who takes part in hazing another gives up any entitlement to state-funded grants, scholarships, or awards for a period of one year.
  • Forfeiture of state-funded grants, scholarships, or awards may include permanent forfeiture, based upon the seriousness of the violations.
  • The student conduct code may apply to hazing violations.
  • Hazing violations are also misdemeanors punishable under state criminal law according to Revised Code of Washington 9A.20.021.
• Sanctions for Impermissible Conduct not amounting to Hazing.
  • Impermissible conduct associated with initiation into a student organization or student organization or any pastime or amusement engaged in, with respect to the organization or student organization, will not be tolerated.
  • Impermissible conduct, which does not amount to hazing, may include conduct that causes embarrassment, sleep deprivation or personal humiliation, or may include ridicule or unprotected speech amounting to verbal abuse.
  • Impermissible conduct not amounting to hazing is subject to any sanctions available under the student conduct code, depending upon the seriousness of the violation.

Each student organization decides how to structure their leadership hierarchy to best meet their goals and purpose. Keep in mind that regardless of the leadership structure, all choices pertaining to how the group functions, and who leads those efforts need to be made as a group. 

Sample Student Organization Representative and Member Roles & Duties

President:

• Provides a group's direction and leadership.
• Schedules and leads meetings, preparing agendas and other materials.
• Acts as the group's voice and has a clear understanding of the group's purpose and finances.
• Familiar with all policies and procedures governing the group and the group's college sponsored activities.

Vice President:

• Serves in the absence of the President.
• Assists the President with general group responsibilities.
• Provides input in developing meeting agendas.
• Assists in promotion of group activities and outreach.

Executive Assistant/Secretary:

• Records and keeps official minutes of all meetings; is responsible for the accuracy and completeness of minutes.
• Responsible for all group communication.
• Maintains member attendance and contact information.

Treasurer:

• Develops the group's budget and fundraising strategies.
• Conducts all of the group's business transactions.
• Maintains fiscal records.
• Makes financial reports at group meetings.
• Collects dues (if applicable).

Promotions/Social Media Officer:

• Creates marketing materials to promotes meetings and activities.
• Coordinates outreach and recruitment events.

Representative or Officer Nomination and Election or Selection

The nomination and election/selection of representatives is an important process. The following points will help guide your process:

• Discuss leadership qualities and the demands of each representative's position.
• Stress to candidates that a leader should possess both the ability and willingness to do the duties of their position.
• The current or outgoing President of the group should facilitate the election/selection of new representatives.
• Members may be nominated by others or volunteer to run for office.
• Nominees must agree to be on the election/selection ballot.
• Positions are filled by a majority vote of student organization members, remember, non-students cannot vote on any student organization matters.
• Update group member list as needed or at the end of each quarter.
• Outgoing representatives should hold an orientation for new representatives to help them understand their new duties in detail.

Resignation of a Student Organization Representative

If a student organization representative wishes to resign, they must notify their group leadership, Advisor and send an email to the office of student life stating their resignation, position and effective date. All resigning representatives must ensure all student organization materials are up-to-date and given to group leadership.

Relieving a Representative of Duty

To relieve a representative of duty, members should follow the below process. If a student organization has its own ratified bylaws that detail a different process for relieving a representative, they are responsible to meet with the office of student life student organization coordinator and gain approval for their alternative process prior to enforcement. 

• Approved Written Statement. Provide the representative with a written statement as to why they are being asked to step down. This statement should be clear and approved by the student organization Advisor and OSL student organization Coordinator.
• Set a Meeting. Group leaders and members must then organize a meeting where a vote to relieve the representative will take place. This meeting and its purpose should be advertised to members and the Advisor must be present. The representative in question may choose to attend the meeting or not; however, if the representative being relieved is present, they have the option to make a statement on their own behalf.
• Vote. The representative of the highest rank who is not in question then takes the vote. Quorum, a simple majority (half plus 1), is required to relieve an representative from duty. The office of student life student organization coordinator should then be notified of the vote outcome, and an updated membership list is submitted.

The ASG and OSL recognize the faculty/staff member(s) who approve the student organization charter application or Advisor change form as the official Advisor(s) to the student organization. All Advisors are required to complete the Advisor information form.

• Groups may have more than one Advisor. It is up to the Advisors to determine roles and responsibilities.
• A group's Advisor may be added, removed, or replaced using the student organization Advisor change form.
• Groups may have individuals who serve as community resources to campus student organizations; however, these persons may not serve in as a group's Advisor. As such, community resource Advisors may not make arrangements for use of facilities, sign official paperwork, or travel in any capacity with student organization funds.

Student Organization Advisor Expectations

• Please know that all student organizations chartered through the Office of Student Life are open to all enrolled students.

• This is a volunteer role. Advising may not interfere with assigned college job duties. Schedule adjustments to accommodate a group's activities must be made with the Advisor's supervisor.

  • Policies
    • Student Organization Advisors are familiar with college policies and have access to college-specific systems and resources. Advisors are responsible for understanding how college policy impacts the group they are advising. That could include travel, student code of conduct, facility use policies, and purchasing policies.
  • Leadership
    • As a positive role model to LWTech students, Advisors will take an active role in helping group members plan and administer a meaningful experience that is consistent with the group's purposes while also keeping LWTech's mission, vison, and core values in mind. 
    • Participating in a student organization allows members to meet new people, grow in their teamwork abilities, apply problem-solving skills, engage in time and project management, and much more. Advisors will empower and work with group members to achieve and maintain active status by:
      • Working with student officer leadership to complete and submit appropriate forms to remain active. That will include new student charter, returning student charter, end of quarter reports, leadership transition report, meeting information, and others that impact group functioning. All forms are available at www.lwtech.edu/clubs.
      • Serving as a liaison with other campus offices and staff.
      • Being aware of the expectations set forth in the student code of conduct, especially in regard to use of alcohol and narcotic substances at college-sponsored events, regardless of location. Report any violations to the office of student life.
      • Being familiar with policies and procedures governing the student organization.
      • Staying up-to-date on what is occurring within the group.
  • Meetings and Activities
    • Assisting club leaders in planning, scheduling, and participating in at least three meetings per quarter.
    • At least one Advisor needs to be present at all group meetings as a resource and guide. If you’re unsure about a policy, connect with Student Life for guidance. 
  • Funding
    • Fundraising, budgeting for events, and allocating club funds allow students to engage in fiscal responsibility. Advisors will assist officers in maintaining accurate financial records and ensuring the group does not exceed available funds. Advisors should understand how to utilize funds through the services and activities fee process, as outlined by OSL.
  • Media
    • If applicable, the Advisor will monitor social media accounts and report inappropriate posts, then managing reporting online behavior if necessary at www.lwtech.edu/reporting
  • Travel
    • To provide guidance/support and navigate any challenges that may arise, an Advisor needs to be present for the duration of each on-site, virtual, or off-campus club event/activity. If they are unable to attend, the Advisor may arrange for another staff member to assume their responsibilities or consult with Student Life for guidance about exceptions. Remember to submit travel paperwork prior to trip departure for off-campus events. 
  • Record Keeping
    • Maintain storage of records and know where to access when requested because student leaders change over time and Advisors must provide consistency for recordkeeping. Examples include meeting minutes, club goals set/met, member approval of use of funds (often in minutes), activities hosted or events attended, etc. This can occur with student officers. 
    • Ensure record keeping is occurring. 
    • Comply with college and state rules, regulations, and maintain confidentiality of student records.
    • Work with the office of student life, oversee good record keeping as required in the state record retention policies.
  • Student Rights
    • Choice
      • Student officers have the choice of Advisor. Student officers may choose a different Advisor if they believe it is necessary. 
  • Compliance with anti-discrimination laws and expectations
    • Ensure all student organization documents, including promotional materials, reinforce that the organization is open to all enrolled students.
    • Ensure participation, selection, membership, and organization benefits do not exclude any person on the basis of race or sex or any other protected class.

Resignation of a Student Organization Advisor

If an Advisor wants to resign, they must notify their group leadership and send an email to the office of student life stating their resignation, position, and effective date. All resigning Advisors must ensure all student organization materials are up-to-date and given to the group. 

Relieving a Student Organization Advisor of Duty

The Director of Student Life reserves the right to suspend or remove Advisor status for reasons including but not limited to those listed under the Student Organization review section of this handbook. To relieve an Advisor of duty, student organization members should do the following: 

• Mediation Meeting
  • Contact the Office of Student Life Coordinator and set up a mediation meeting. This meeting would involve student organization representatives, Advisor, the office of student life coordinator and the director of student life.
• Approved Written Statement
  • If, after the mediation meeting, group leadership still wishes to relieve the Advisor of duty, they must provide the Advisor a clearly written statement approved by a representative of the group, and the OSL Student Organization Coordinator.
• Set a Meeting
  • Student organization members must then organize a meeting where a vote to relieve the Advisor occurs. This meeting and its purpose should be advertised to organization members. The Advisor may choose to attend the meeting or not; however, if the Advisor being relieved is present, they have the option to make a statement on their own behalf.
• Vote
  • Organization membership then votes. Quorum, a simple majority (half + 1), is required to relieve an Advisor from duty. The OSL Coordinator will be notified of the vote outcome and an updated Advisor change form submitted.

New Advisor

A new Advisor should be found to replace the previous Advisor if the student organization wants to create off-campus activities.

Student Organizations are able to use ASG's funding request process. This process is simple, but does take time. There are two forms for funding requests, one for on-campus activities and one for off-campus travel.

Funding Timeline

About One Week for Approval

• The student organization decides funding would support an on- or off-campus activity, or travel. This decision is made as a group with a group vote. The Advisor will be informed of the vote so they may agree to the group's decision.
• An officer will complete the funding request form for on-campus activities or travel.
• The form is sent to the ASG Student Organization Council for approval or denial. Please note, available funding for all chartered student organizations is limited. Funding is not a first come, first served basis. Some funds are held for subsequent quarters for new student organizations.
• The funding request is approved or denied. Official notice will come from an assigned ASG officer.
• If approved, the request will be forwarded to the OSL administrative assistant for processing.

Purchasing Process Timeline

This timeline depends on what is being purchased and from which vendor. If the vendor is new to the college, a week will be added to the timeline due to required purchasing processing. If the vendor is previously approved by the college, receiving purchases will take anywhere from 3 to 7 days. All funding requests must be done 30 days before the anticipated delivery date.

Required Information

Complete the purchase request form after funding has been approved. When approved, a purchase request will include the following:

Vendor Information

• W9 tax form, for a new vendor. Confirm with OSL on vendor status.
• Quote for the purchase.
• Vendor name.
• Vendor physical address.
• Vendor email.
• Vendor webiste address.
• Item description, quantity, and price and purpose.
• Event date or need by date.
• Narrative paragraph describing the purpose of the item being purchased.
• An event flyer or advertisement if the purchase is for an event.

Additional Information

• All purchases will follow college policy and procedures, including the ASG Financial Code.
• Purchases may occur with a check or credit card.
• Students may not purchase items for an event or club experience and expect reimbursement.
• Items purchased with services and activities fees are property of LWTech and will be kept by OSL on behalf of the student organization.
• Purchased items may not be used for personal purposes or individual personal gain without any kind of participation in an activity.

Contracting with Speakers

If the student organization wants to contract for a speaker, or offer an honorarium, that is possible. Student officers or Advisors may not sign any performance contracts. Contracts are signed by the Vice President for Administrative Services, after OSL approval. Honorariums, a small amount of money usually under $100.00, are possible and OSL will work out details.

If an student organization is contracting with a speaker for a full fee, the speaker must have a business liscense and have tax documentation available for payment. Speakers cannot be personal family members or people close to the student officer or member, if that speaker is receiving a speaking fee from the college.

In accordance with college policy, student student organizations are allowed to fundraise after receiving approval from the Director of Student Life. OSL must receive a complete Fundraising Application or Donation Form at least seven (7) business days prior to the event date. Additional information may be required depending on the event. OSL will oversee all student organization fundraising events to ensure compliance with college policy.

Fundraising Rules

• Fundraising activities may be conducted in specified or public areas and may not disrupt college office areas or other employee spaces.
• The person in-charge (PIC) will be responsible for submitting all documents and be knowledgeable of procedures. They are also responsible for safekeeping of donated items or money.
• Payment for all expenses will be initiated by OSL after receiving proper paperwork. Without documentation, expenses will not be paid or reimbursed.
• The student organization will be held responsible for any losses including funds, damage to property, or replacement of any damaged or lost equipment.
• Fundraised funds are tracked by OSL and are held in a college account. The student organization may use those funds as long as the group is active. After three years of inactivity, all fundraised funds are distributed to the general student organization account for other groups to use.

Receiving Donations

• Student organizations may solicit donations of material goods from local businesses once the director of student life approves the fundraiser and donation application
• A record of all donations received must be kept by the student organization and reported to the Student Life Office.
• The student organization is unable to provide a tax deduction donation receipt. A thank you letter serves as recognition that the item was received.
• For items of significant monetary value, student organizations may choose to work with the College Foundation in receiving and recognizing the donation with a tax-deductible donation receipt.

Cash Handling

• When fundraising, two people manage cash; one who collects the money and the other who will reconcile then complete the deposit with OSL.
• All money must be deposited at the Cashier’s Office at the end of the day. If after hours or off campus, the student organization Advisor or student officer must store cash in the office of student life. OSL will deposit cash the following business day.
• Checks should be made to Lake Washington Institute of Technology.

Sale of Sponsored Products or Merchandise

• The method of obtaining sponsored product or merchandise should be clearly indicated on the fundraising application form. This method of fundraising will require additional planning and approval time.
• On the fundraising application form, the student officer should indicate the cost of the sponsored merchandise, the intended sale price, and estimated proceeds.

Managing Your Funds and Making Donations to Outside Charitable Organizations

• Services and activities funds (student organization funds) may not be used to support a fundraiser when the intent is to donate proceeds to a charitable organization.
• Services and activities funds may be used to support a fundraiser if proceeds are for student organization activities.
• Student student organizations must not provide money directly to the charity organizations. All disbursements must go through Student Life.

Bake Sales Rules

• No temperate controlled items (example: cream cheese frosting).
• Signage must be placed at the bake sale stating the food was not prepared in a kitchen inspected by the King County Health Department and list all potential allergens such as: gluten, nuts, eggs, etc.
• Open/Advertised to LWTech students only, no community members (if open to the public you will need to complete a Department of Health request form)

All student organization events or activities must adhere to all guidelines listed in the ASG Financial Code and college facility use policy. Please refer to the student organization budget section of this manual for further details on accessing your student organization funds and making purchases. Please note, all contracts may not be signed by a student. Contact the student organizations coordinator for assistance with contracts.

On Campus Activity Planning

Step One

Using your decision making process, determine what on campus activity your group wants to plan. Date, time, location, and activity purpose is information needed to plan the activity. Room reservations are managed through the online reservation system 25Live. If a group wants to reserve a classroom space, an Advisor must be present. Other spaces that do not require presence of an Advisor include the following, on campus locations:

• East Building, RISE Center Conference Room E128.
• East Building, Various locations in the East Mall.
• Library locations.
• Allied Health Building, A212.
• West Building, W401.

All campus space is managed through 25Live and OSL can assist you with reserving on campus space.

Step Two

When basic logistics are decided, a student officer will complete an activtiy registration form. The form will be shared with OSL, your Advisor (if one is assigned to your organization, and you. OSL will contact you to work on implementing your activity. If there are any changes prior to your event, work with your Advisor to contact the Event Services Office to make needed changes.

Event Planning Checklist

6 Weeks Before Activity

• Apply for activity funding, if funding is required.

5 Weeks Before Activity

• Reserve space on campus using 25Live.
• Contact performers, food vendors, etc. for quotes.
• Create an advertisement through OSL.
• Submit purchasing requests OSL using the purchase request form. 

4 Weeks Before Activity

• Seek activity volunteers, if needed.
• If showing a movie: Contact Student Life to request a quote for the public performance license
• Reserve items from Student Life by emailing studentlife@clark.edu.
• Create an introduction for the event:
  • Ask the performer for an introduction
  • Make sure to introduce yourself, your student organization, any upcoming student organization events, ask attendees to turn off cell phones, be respectful of performer/speaker, etc.
• Deliver your 19 posters or flyers to the Student Life office front desk, PUB 160, to be approved for posting on Student Life bulletin boards around campus. Student Life will provide you with the bulletin board locations and needed posting supplies.

2 Weeks Before Activity

• OSL will post your advertisements, if needed.

1 Week Before Event

• Gather all decorations and event supplies
• Email volunteers reminders
• Confirm payments have been processed for performers and vendors

Day Before Activity Have Ready

• Upcoming event flyers
• Tablecloths
• Decorations

Day of Event

• Set up
• Organize volunteers
• Hold the activity

After the Event

• Clean event space, leaving the space in the same condition it was found.
• Submit the number of participants and food sign-in sheets in your student organization activity report form 

Showing a Movie

If your group wants to show a movie, they must go through the following steps:

• Contact the Library to see if the college owns the movie and viewing rights
• Contact OSL to request a quote for the public performance license at least three weeks in advance of the viewing date:
  • Ensure your group has sufficient funds to cover the copyright costs
  • Provide appropriate backup information to Student Life and we will process your request to purchase the public performance license

Federal Copyright Act (Title 17, United States code, Public Law 94-553, 90 Stat. 2541) governs how copyrighted materials, such as movies, may be utilized publicly. Neither the rental nor the purchase or lending of a videocassette or DVD carries with it the rights to exhibit such a movie publicly outside the home, unless the site where the video is used is properly licensed for copyright compliant exhibition.This legal copyright compliance requirement applies to colleges, universities, public schools, public libraries, daycare facilities, parks, recreation departments, summer camps, churches, private student organizations, prisons, lodges, businesses, etc. regardless of whether admission is charged, whether the institution is commercial or non-profit, or whether a federal, state, or local agency is involved.The movie studios who own copyrights, and their agents, are the only parties who are authorized to license sites such as colleges and universities. No other group or person has the right to exhibit or license exhibitions of copyrighted movies. Furthermore, copyrighted movies borrowed from other sources such as public libraries, colleges, personal collections, etc. cannot be used legally for showings in colleges or universities or in any other site which is not properly licensed.

Student Organization Activity Promotion

OSL is available to assist student organizations with the creation, preparation, and distribution of materials to promote student organization events, as needed. With all of the promotion methods, we will do our best to accommodate your desired advertising dates. Due to the volume of requests, there may be times we are not able to fulfill all requests. Please plan ahead so we have a better chance of meeting your needs. For assistance marketing your events on campus, please submit a Activity Promotion Form. 

Bulletin Boards

OSL manages campus bulletin boads. Student organizations can bring their own marketing materials to the RISE Center and ask for posting approval. OSL staff will post your materials for you. All postings must include the following:

• Date of activity (if for on-going campus service, must have date poster was last updated)
• All LWTech posters must include TDD contact info (TDD: Call 711 for WA State Relay)
• English translation of text (if not written in English)
• Posters cannot have advertising of alcohol, weapons, drugs, marijuana and/or tobacco products or information that could compromise the safety of the college’s staff or students, illegal activity or encouragement of illegal activity.
• All items displayed on bulletine boards must be date stamped or they will be removed.

College Digital Signage

• Email a PowerPoint slide to OSL for editing and displaying on college digital signage. This is approved by the college's marketing and communications team. Automatic display of your sign is not gaurenteed. 
• Provide the slide at least 5 business days prior to your event.
• If you are advertising a specific event the slide will be removed after the event.
• If you are advertising a generic slide, it will be removed at the end of each quarter.

Production Printing

• Contact Student Life to get current pricing and assistance placing requests.

Sandwich Boards

OSL has a limited number of sandwich boards available for reservation. Use the activity marketing form to use this resource.

Social Media

OSL manages an Instragram account used to highlight student activities, including student organizations. Use the activity marketing form to use this resource to highlight an upcoming activity. You are welcome to tak pictures of your activity. Please know that if you take photos of an individual and want to publicize that photo, a photo release form is necessary. Photos that include minors are not allowable.

Authority

OSL is responsible for coordinating college-sponsored student travel to ensure safety, compliance, and accountability. This procedure applies to all students traveling on college-sponsored trips, including conferences, competitions, study abroad programs, service-learning trips, and any other educational or extra-curricular activity requiring travel. 

Approval Process

Students must obtain support from the appropriate college department or faculty sponsor before travel arrangements are made. A student travel request form must be completed and submitted at least 30 days before domestic travel and 60 days before international travel by the college employee supporting the student travel. The travel request form must indicate a trip leader, or student organization Advisor. If the student/employee/student organization is interested in applying for funds from ASG, they must also submit an ASG funding request form.

Travel Status

Travel begins when the student starts their travel to the location. Unless an agreement is reached that the traveler(s) is meeting at the college to begin travel, the student must determine which location is closest to the destination, their residence or the college. Travel begins upon departure from that closest point.

Travel Eligibility

Students must be in good academic and disciplinary standing. Participants must be officially enrolled in the relevant course, program, have related student employment, or be part of the student organization sponsoring the travel. A faculty or staff member must accompany students unless an exception is granted. Exception requests are routed to the VP of Student Services or the VP of Instruction (whoever is the employee requestor’s cabinet representative) at least 30 days prior to travel. The exception request must outline the rationale for the exception, the travel itinerary, and risk mitigation plan. The request will be reviewed based on safety, risk, and the nature of the travel. Exceptions may be permitted if:

• Travel is within the United States.
• Travel is less than 5 nights.
• All traveling students are over the age of 18.
• A college employee is identified as an emergency contact who can be reached by phone/text for the duration of the event.
• The submitted rationale, travel itinerary, and risk plan support the conclusion that travel will be a low risk to the traveler(s) and the college.
• A Study Abroad procedure will be maintained separately by the International Programs Office

Financial Responsibilities

The college will follow all travel processes outlined in the office of financial management travel policy of the state administrative accounting manual chapter 10. All travel costs will follow state per diem rules for hotel stays, mileage reimbursement, and meal reimbursement. Students must confirm funding sources for travel, including personal contributions, institutional funding, or external sponsorships prior to departure. Reimbursement policies for expenses such as meals, lodging, and transportation must follow college travel guidelines. Students may be responsible for any extra costs associated with travel if college funding covers partial travel costs.

Student officers are expected to research travel costs are the most economical price, ensure the budget(s) charged have sufficient funds available (OSL will assist), and ensure all forms are complete and detailed information provided.

Safety and Risk Management

All students must complete a trip waiver form before departure. Students traveling internationally must review and acknowledge any relevant State Department Advisories. A pre-departure orientation may be required for trips involving international travel or high-risk activities. Students must follow the college's student code of conduct while traveling. Students may not drink alcohol or use illicit drugs while in travel status.

Transportation Guideline

Airfare must be purchased through approved vendors when using college funds. When traveling by college vehicle, or vehicle rented by the college, it must be operated by a person with a valid driver's license and insurance. Students using personal vehicles must have valid insurance and assume liability for damages occurred during travel. Only a college employee may transport minors during college travel.

Lodging

Lodging must be in safe and reputable establishments. Room-sharing is only permitted if all participants agree in advance in writing on the trip waiver form.

Emergency Procedures 

In the event of an emergency, students must immediately contact the designated trip leader and follow their directives. 

Post-Travel Requirements 

Students may be required to submit a trip summary report or presentation upon return. College staff must provide Clery information to the Campus Public Safety Office. Expense reports and reimbursement requests must be submitted within the designated timeframe per college policies. 

Traveler Convenience

Provision: If the traveler decides to engage in additional travel at the beginning or after the end of approved travel times or dates, reimbursement for additional travel costs will be the responsibility of the traveler and not the college.

Compliance and Violations 

Failure to adhere to the college’s travel procedures may result in disciplinary actions. The college reserves the right to modify or cancel travel plans due to safety concerns or policy changes. For any questions regarding student travel procedures, please contact the Office of Student Life or the designated trip leader.

Accessibility and Traveler Needs

Students who wish to request accommodations are responsible for contacting the Disability Access Center and making requests as early as possible, usually at least three (3) weeks in advance of scheduled trip. Disability Access Center: 360-992-2314 or 360-991-0901 by videophone

Advisor Information

The Authorized Advisor must stay in the same facility as the students and provide their contact information so students can reach the Advisor at all times during the event and no employee or agent of the college may room with a student.

Travel and Off-Campus Activities Request

A Travel/Off Campus Request is required for all off-campus activities even if no funds are used. Requests will be evaluated with College processing timelines in mind and will not be approved if submitted with insufficient time to process. Processing may take anywhere from 2-8 weeks depending on the complexity of the request.   

Step 1

• Have a clear understanding of the travel guidelines, included in this manual.
• Contact Student Life if you have questions about the guidelines.

Step 2

• Where do you want to go? Gather location information, date, time, and itinerary. If travel is for a conference, an agenda will need to be included in the travel request.

Step 3

• Are you going to spend money? Gather price of the activity from website or ask for a quote. OSL will assist with developing travel budget. Usually included in a travel budget is:
  • Conference registration, if attending a conference
  • Transportations costs like airfair, car or bus rental
  • Food costs. Food costs are calculated at the state per diem rate for the state or Washignton state county the person is traveling to. 
  • Entry fees if planning an activity like attending a museum or film.
• The student organization leadership can determine what funds they would like to request for travel. For example, a student organization can vote to request funds for registration, but ask that students use their own money for food. This would be an example for a one-day trip, versus being at a conference where food costs might be more expensive and food request would support student success.

Step 4

• Vote as a student organization to spend the money from the student organization budget. Record the vote in the student organization meeting minutes.

Step 5

• Decide who is going. Please review the travel policy regarding student eligibility.

Step 6

• Complete the Travel/Off-Campus Request and include details from Steps 2 and 3. Someone will respond to your request within two business day of submitting the request.

After these steps are followed, OSL will assist the student organization with all travel procedures including reserving hotel rooms, completing travel paperwork, and determining levels of permissions for the intended travel. All travel outside of the State of Washington requires the college president's approval.

The following items are resources available to student organizations.

Student Life Website

Each chartered student organization is listed on the OSL student organizations webpage. This listing provides interested students with the student organization purpose statement, contact information, and meeting days/times.

OSL Student Organization Coordinator

The student organization Coordinator works to support all student organizations and is here to assist and answer questions. The Coordinator can be reached by visiting their office, scheduling a meeting, emailing, or calling (425) 739-8314. The student organization Coordinator and Student Life will send out emails with information on resources, upcoming events, volunteer, and student organization service funding opportunities.Be sure to check your student organization email each week! If you have student organization members not on our email list that would like to be included, please contact the ASCC student organization Coordinator. 

Copier

Marketing

Wtudent organizations can use OSL marketing services to support their efforts like meeting or activity advertisements. OSL can make a limited number of copies to support group activities. 

Donation or Food Drive Bins

OSL has donation bins to reserve for donations like sock drives, food drives, or clothing drives, for fundraising events. To reserve this, use the fundraising form. All fundraisers require prior approval.

Event Supplies

Items available for use: 

• Butcher paper for posters and boards.
• Colored Paper.
• Markers, pens, poster markers, etc.
• Sandwich boards for advertisement.
• Tablecloths.
• Art Supplies.
• Limited decorations for use on campus.

Please reserve items at least a week in advance by emailing Student Life. 

Training Requirements

All student organizations are required to attend an orientation meeting. Meetings will be scheduled after the group is newly chartered or when the returning paperwork is completed.

Other Support

If your group needs assistance in group management OSL will assist.  

• Preparing an agenda
• Taking meeting minutes
• Student organization structure
• Buying things
• Paperwork
• Planning an event
• Travel planning
• More…

We can help! Contact the Student Organization Coordinator to find out about upcoming student organization trainings and schedule a visit to your student organization meeting for specialized information and training. 

A student organization is considered unchartered if the returning organization form has not been updated and if the quarterly report form has not been completed each quarter. All groups are required to hold 3 meetings or activities a quarter to be considered active. Inactive (unchartered) student organizations are unable to access resources (funds, room reservations, etc.) until returning to active (chartered) status. When a student organization account remains unchartered for a period of three school years, all funds in the student organization account will be returned to the ASCC Fund Balance.

The OSL Student Organization Coordinator has the right to review the activities of a student organization and may for cause:

• Put a student organization on probation
• Suspend a charter
• Revoke a charter

Reasons for probation, suspension, and/or charter revocation include, but are not limited to:

• Failure to adhere to federal, state, and local regulations including, but not limited to, Clark College policies and procedures, ASCC Constitution and Bylaws, and the ASCC student organization Handbook
• Inappropriate use of college resources
• Improper use of student organization funds
• Code of Student Conduct violations, under investigation or completed.

Student organizations may appeal probation, suspension, and charter revocation decisions to the Director of Student Life. If a satisfactory outcome is not attained, a final appeal may be made in writing to the Vice President of Student Services.